DISBURSEMENT PROCESS

REQUESTING UNIT BUDGET ACCOUNTING APPROVING OFFICER CASHIER/TREASURY PAYEE

1. Gathers supporting documents & 2. The Budget Analyst indicates the BUR 4. The Accounting Clerk receives the 3 5. The GM/CEO approves the payment. 6. Cashier IV checks the completeness
prepares the Budget Utilization Request number and the account code. The Budg- copies of DV & 2 copies of BUR with all The AGM for Finance initials in the DV and proper signatures in all supporting
(BUR) in 3 copies. Fills up the following et Division Chief signs in Box B of the the supporting documents (SDs), assigns before the GM or the Authorized repre- documents. Prepares the Check and dupli-
items in the form: payee, office, address BUR to certify the availability of the DV control number and indicates the code sentative signs. cate copy and submits to the Division
and particulars. The Assistant General budget. The Budget Analyst records in of the Responsibility center. The Dept. Manager of Budget & Treasury for re-
Manager or Head of the Requesting Office the Registry of Budget and Utilization Manager signs under Box A of the DV. The checking and puts initials in the duplicate
certifies in Box A. (RBU) the following: date, reference, Acctg. Clerk retains one (1) copy of DV. copy of the Check.
1 SD account code, approved budget, cumula-
tive budget, utilization , cumulative utili- SD
3 SD 6
BUR 2 zation and budget. One (1) copy of BUR BUR
1 1
is retained. 4 BUR 2 DV
1 2
5 SD 1
3 CHECK 2
DV 2 BUR 1
SD 1 file 1
2 DV 2
file 1 7. DM for Treasury & Budget
BUR 3
2 signs the check &
1 yes
3. Receives the approved BUR and pre- GM/CEO or AGM for Finance
file countersigns. Forwards to the
pares the Disbursement Voucher in 3 10. Upon receipt of the Check Disburse-
no 4 Cashier for recording.
copies; fills up the following items: mode ments Records, the Accounting Clerk Approved?
Budget Cashier IV releases check
of payment , payee, address; TIN/ no 1 recapitulates date and prepares Journal
available? to the payee.
Employee no., & the explanation. For- Entry Voucher (JEV) SD
BUR
wards DV with all supporting documents SD 7 1
(SDs) to the accounting Unit. yes 10
BUR DV 2
DV 1 CHECK
1
CHECK 1 2 file
SD
RBU for CDR 2 file 8. Payee Receives the check.
RBUPS Personal Service
3
RCIR 1 file
1
BUR 3 JEV file
2 RBU for Maintenance & 2
1 Other Operating 1 file
RBUMO SD 8
3 Expenses 9 CHECK
DV 2 BUR
1 RBU for DV 1
RBUCO Capital Outlay CHECK 1
11 SD 2
SPECIAL/GENERAL DV CDR
JOURNAL BOOKS 12
RBU for JEV 1 RCIR file
RBUFE Financial Expenses 1 12
file
11. Acctg staff signs in
LEGEND: the “Prepared by” portion 9. Cashier IV stamps paid the DV. He
BUR—Budget Utilization Request and the Dept. Head signs certifies the Check Disbursement Rec-
To COA
SD—supporting Documents under the approval box of ords and forwards it with the DVs and
DV—Disbursement Voucher the JEV. Records JEV in the the SDs to the Acctg Division for record-
JEV—Journal Entry Voucher Check Disbursements ing to the Special/General Journal
CDR— Check Disbursement Records SD
Journal (CkDJ) and DV Books. Prepares DCPR and RCIR.
DCPR—Daily Cash Position Report
forwards original DVs JEV 1
RCIR—Report of Checks Issued/ 1
Released DCPR RCIR
and SDs to COA.