REGIONAL OFFICE NO.

II
PROVINCE OF NUEVA VIZCAYA
PROVINCIAL SATELLITE AUDITING OFFICE
Bayombong, Nueva Vizcaya

Office of the Auditor – Audit Team No. R2-03

AOM No: 2023-001(20-22)

Date: May 15, 2023

AUDIT OBSERVATION MEMORANDUM (AOM)

For: HON. NESTOR C. BARBIETO

Punong Barangay
Magsaysay Hill, Bambang, Nueva Vizcaya

Attention: MS. MAY FRANIELYNE R. BOTE- Municipal Accountant

MS. LOREN MEI A. SAMPAGA - Barangay Bookkeeper
MS. NORNA O. PRADEZ- Barangay Treasurer
MR. FLORAMANTE DAN A. VISLENIO- SK Chairperson

We have reviewed the accounts and transactions of the Barangay for the three-
year period ended December 31, 2022 and observed the following deficiencies:

1. The completeness, existence, accuracy and condition of the reported

Property, Plant and Equipment (PPE) with a carrying amount of
P3,277,403.44 as at December 31, 2022 are doubtful due to the continued
non-conduct of physical inventory of its PPE by the Inventory Committee
headed by the Punong Barangay as required under Section 124, Volume I of
the MNGAS for LGUs and Sections 7.1.18 and 7.1.19, Chapter VII of the
Manual on the Financial Management of Barangays.

1.1 Section 124, Volume I of the Manual on the New Government Accounting
System (MNGAS) for LGUs provides that:

Physical count of property, plant and equipment shall be made annually

and reported in the Report of the Physical Count of Property, Plant and
Equipment which shall be submitted to the Auditor concerned not later
than January 31 of each year.

1.2 Moreover, Sections 7.1.18 and 7.1.19, Chapter VII, of the Manual on the
Financial Management of Barangays provide the following:

The Barangay Treasurer (BT) shall act as the Property Officer of the
barangay and shall be responsible for the receipt, custody, issuance and
physical inventory of barangay property, except for the buildings and other
 physical structures which shall be under the accountability and
responsibility of the Punong Barangay (PB)…

7.1.18 The barangay shall conduct an annual physical inventory of all

supplies, property and equipment of the barangay.

7.1.19 Report on the results of physical inventory of property/equipment

shall be reconciled with the accounting records.

1.3 Inquiry from the concerned barangay officials disclosed that they did not
conduct the required annual physical count of Property, Plant and
Equipment thus, the corresponding inventory report were not prepared and
no basis for reconciliation with accounting records. This is despite the
consistent issuance of audit observation by the Audit Team on the matter
and prior years’ recommendations.

1.4 The conduct of physical inventory of PPEs is an indispensable procedure to

ensure that adequate control is adapted in the safeguarding of assets and
that the integrity of property custodianship is ensured. The continued
inability of the concerned barangay officials to conduct physical inventory
impairs the Management’s assertion on the completeness, existence,
accuracy and condition of said barangay properties.

1.5 We recommend that Management strictly adhere to the pertinent

provisions of COA Circular No. 2015-011 dated December 1, 2015 and
cause the following:

1. create an inventory Committee to be headed by the Punong

Barangay or his authorized representative and the Barangay
Treasurer as his member, which shall conduct the inventory of all
the PPE accounts of the barangay at least once a year;

2. immediately conduct the physical count of barangay properties

and submit to the Office of the Auditor the Report on Inventory of
Property and Equipment (RIPE) as of December 31, 2021;

3. reconcile any discrepancies between the accounted barangay

properties with the subsidiary ledgers in order that the financial
statements reflect the more accurate value of existing barangay
properties at hand as at year-end; and

4. unserviceable properties of the barangay should be disposed or

sold at public auction, if any, subject to applicable rules and
regulations, to prevent further deterioration and obsolescence.

No land account recorded in the books due to absence of land titles

2. No Land account is recorded in the books of the BLGU due to the absence of
proof of ownership of the land where various barangay infrastructures were
erected or constructed contrary to Section 2 of PD No. 1445, thereby
 exposing the BLGU and its properties to risks associated with adverse legal
claims in the future.

1.
2.
2.1. Section 39(2) of PD No. 1445 provides that: “In the case of deeds to
property purchased by any government agency, the Commission shall
require a certificate of title entered in favor of the government or other
evidence satisfactory to it that the title is in the government”

2.2. Moreover, Section 2 of PD No 1445 states the following: Declaration of

Policy. It is the declared policy of the State that all resources of the
government shall be managed, expended or utilized in accordance with law
and regulations, and safeguarded against loss or wastage through illegal or
improper disposition, with a view to ensuring efficiency, economy and
effectiveness in the operations of government. The responsibility to take
care that such policy is faithfully adhered to rests directly with the chief or
head of the government agency concerned.

2.3. Further, Section 148 of COA Circular No. 92-386 dated October 20 1992
states that, “Every local chief executive shall be immediately responsible
for the proper and effective use and management of real estate owned or
titled in the name of the local government unit. He shall ensure that all real
estate under his responsibility are registered, under the Torrens Title
System and safeguarded from squatters, unlawful occupants or the like.”

2.4. Review of the financial reports disclosed that the Barangay does not
account for any Land in its Statement of Financial Position although several
structures/properties were already constructed and reported by the BLGU as
this was not yet covered by a certificate of title in the name of the barangay.
Thus, the legal ownership on the barangay lot could not be ascertained
which may expose the property from adverse claims in the future.

2.5. We recommend that the Punong Barangay and the concerned

barangay officials facilitate the titling of land owned/used by the
Barangay in coordination with the concerned government agencies to
secure ownership/rights of the Barangay and include in the Annual
Budget the cost of processing the transfer of land title.

Abnormal/negative balance of accounts in the financial statements

3. Lack of proper monitoring and maintenance of accounts resulted in

abnormal/negative balance of various accounts contrary to Section 111 of PD
No. 1445, thus affecting the fair presentation of the financial statements of
the Barangay.

1.
2.
3.
 3.1 Section 27 of International Public Sector Accounting Standards (IPSAS 1)
provides that, “Financial statements shall present fairly the financial
position, financial performance and cash flows of an entity. Fair
presentation requires the faithful representation of the effects of
transactions, other events, and conditions in accordance with the
definitions and recognition criteria for assets, liabilities, revenue, and
expenses set out in IPSASs.”

3.2 Moreover, Section 111 of P.D. 1445 provides that the accounts of the
agency shall be kept in such details as necessary to meet the needs of the
agency and at the same time be adequate to furnish the information needed
by the fiscal or control agencies of the government.

3.3 Our review of the submitted financial statements of BLGU Magsaysay Hill
disclosed negative/abnormal balances of P500.01 which could be attributed
to improper recording of transactions and non-monitoring/non-
reconciliation of balances. Details are as follows:

Fund Account Name Amount

General Fund Cash-Local Treasury (500.01)
Total (500.01)

3.
4.
5.
5.1.
5.2.
5.3.
3.
3.1
3.2
3.3
3.4 We recommend that Management, through the Municipal Accountant
and the Barangay Bookkeeper, immediately review and analyze the
recording of transactions which may have caused the negative balances
of accounts, and effect the necessary adjustments to the affected
accounts in line with Section 27 of IPSAS 1 and Section 111 of P.D.
1445.

4. Other receivables balance of P48,781.47 have remained uncollected for at

least six (6) years as at December 31, 2022, thereby depriving the BLGU of
government moneys which could have been otherwise used in its operations,
contrary to Section 2 of P.D. 1445.

3
4
4.1 Section 2 of Presidential Decree (P.D.) 1445 provides that:

Declaration of Policy. It is the declared policy of the State that all

resources of the government shall be managed, expended or utilized in
 accordance with law and regulations, and safeguarded against loss or
wastage through illegal or improper disposition, with a view to ensuring
efficiency, economy and effectiveness in the operations of government. The
responsibility to take care that such policy is faithfully adhered to rests
directly with the chief or head of the government agency concerned.

1.
2.
3.
4.
4.1
4.2 Relative to this, COA Circular No. 2016-005 dated December 19, 2016 was
issued to provide the Guidelines and Procedures on the Write-off of
Dormant Receivable Accounts, Unliquidated Cash Advances, and Fund
Transfers. Sections 8.2 and 8.3 of the said Circular provide that:

8.2 The Head of the government entity shall file the request for
authority to write-off dormant receivable accounts… to the COA
Audit Team Leader (ATL) and/or Supervising Auditor (SA). No
filing fee is required.

4.3 Review of the Notes to Financial Statements of the barangay disclosed the
following balances of Other Receivables account as at December 31, 2022:

Account Title 2022

Other Receivables
Other Receivables 48,781.47
Total Other Receivables 48,781.47

4.4 We recommend that Management prepare the necessary documents to

support the validity of its claim and require the collection of
receivables from the concerned agencies, otherwise initiate the filing of
request for the write off of dormant receivable accounts by securing
the necessary documents as per Section 8 of COA Circular No. 2016-
005 dated December 19, 2016.

5. The validity, accuracy and existence of the reported balance of Construction

in Progress accounts in the amount of P3,061,066.68 as at December 31, 2022
could not be established due to non-submission of Project Status Reports
and non-monitoring of the implementation of these projects.

3.
4.
5.
5.1. Section 27 of International Public Sector Accounting Standards (IPSAS 1)
provides that, “Financial statements shall present fairly the financial
position, financial performance and cash flows of an entity. Fair
presentation requires the faithful representation of the effects of
transactions, other events, and conditions in accordance with the
 definitions and recognition criteria for assets, liabilities, revenue, and
expenses set out in IPSASs.”

5.2. Moreover, Section 111 of P.D. 1445 provides that the accounts of the
agency shall be kept in such details as necessary to meet the needs of the
agency and at the same time be adequate to furnish the information needed
by the fiscal or control agencies of the government.

5.3. In relation, Paragraph 14 of IPSAS 17 provides that the cost of an item of

property, plant and equipment shall be recognized as an asset if, and only if:
(a) It is probable that future economic benefits or service potential
associated with the item will flow to the entity; and (b) The cost or fair
value of the item can be measured reliably.

5.4. Furthermore, COA Circular No. 2015-009 dated December 1, 2015

prescribes the adoption of the Revised Chart of Accounts (RCP) for Local
Government Units. Page 45, Annex B of the Circular provides the use of
the following accounts:

Account Title Construction in Progress - Land Improvements

Account Code 1-07-10-010
Normal Balance Debit
Description This account is used to record the accumulated cost or
other appropriate value of land improvements still in
the process of construction or development. Credit this
account for reclassification to the appropriate Land
Improvement account upon completion.

Account Title Construction in Progress - Infrastructure Assets

Account Code 1-07-10-020
Normal Balance Debit
Description This account is used to record the accumulated cost or
other appropriate value of infrastructure assets which
are still in the process of construction or acquisition.
Credit this account for reclassification to the
appropriate Infrastructure Asset account upon
completion.

Account Title Construction in Progress - Buildings and Other

Structures
Account Code 1-07-10-030
Normal Balance Debit
Description This account is used to record the accumulated cost or
other appropriate value of buildings and other
structures which are still in the process of construction
or development. Credit this account for reclassification
to the appropriate Buildings and Other Structures
account upon completion.
1.
2.
3.
4.
5.
5.1.
5.2.
5.3.
5.4.
5.5. Review of the detailed Statement of Financial Position for the year ended
December 31, 2022 disclosed that the Barangay reported Construction in
Progress - Land Improvements, Construction in Progress - Infrastructure
Assets and Construction in Progress- Buildings and Other Structures
amounting to P96,590.00, P2,657,660.68 and P306,816.00, respectively.
These amounts were not reclassified to the appropriate Infrastructure
Assets accounts despite submission of Certificate of Completion to every
completed project.

5.6. We recommend that Management, through the Municipal Accountant

and the Barangay Bookkeeper, immediately evaluate the details and
status of these projects aggregating to P3,061,066.68 and reclassify the
completed projects to the appropriate Infrastructure Assets accounts to
come up with more reliable information in the financial statements.

6. Cash advances totaling P14,730.00 remained unliquidated at year-end

contrary to Section 89 of Presidential Decree (P.D.) No. 1445 and the
guidelines in the granting, liquidation and utilization of cash advances set
forth under COA Circular No. 97-002 dated February 10, 1997.

6.1 Section 89 of PD No. 1445 provides the following:

Limitations of cash advance. No cash advance shall be given unless for a

legally authorized specific purpose. A cash advance shall be reported on
and liquidated as soon as the purpose for which it was given has been
served. No additional cash advance shall be allowed to any official or
employee unless the previous cash advance given to him is first settled or a
proper accounting thereof is made.

6.2 Moreover, pertinent provisions of COA Circular 97-002 dated February 10,
1997 provide the following guidelines in the granting, utilization and
liquidation of cash advances:

4.1.2 No additional cash advances shall be allowed to any official or

employee unless the previous cash advance given to him is first
settled or proper accounting thereof is made.

4.1.3 A cash advance shall be reported as soon as the purpose for which it
was given has been served.

5.1 The Accountable Officer shall liquidate his cash advance as follows:
 5.1.1 Salaries, Wages, etc. – within 5 days after each fifteen (15)
day/end of the month pay period.

5.1.2 Petty Operating Expenses and Field Operating Expenses –

within twenty (20) days after the end of the year; subject to
replenishment as frequently as necessary during the year.

5.1.3 Official Travel – within sixty (60) days after return to the
Philippines in case of foreign travel or within thirty (30) days
after return to his permanent official station in the case of local
travel, as provided for in EO 248 and COA Circular No. 96-
004.

Failure of the AO to liquidate his cash advance within the

prescribed period shall constitute a valid cause for the
withholding of his salary … (emphasis supplied)

5.7 When a cash advance is no longer needed or has not been used for a
period of two months, it must be returned or refunded immediately to
the Collecting Officer.

5.8. All cash advances shall be fully liquidated at the end of each year.
Except for petty cash fund, the Accountable Officer shall refund any
unexpended balance to the Cashier/Collecting Officer who will issue
the necessary official receipt. (emphasis supplied)

6.3 Review of the Notes to Financial Statements of the barangay disclosed

outstanding cash advances totaling P14,730.00 as at year-end hence, it can
be construed that Management has not strictly complied with the above-
cited regulation thereby exposing the limited funds of the Barangay to the
risk of misappropriation. Details are as follows:

Account Title 2022

Advances
Advances for Officers and Employees 14,730.00
Total 14,730.00

6.4 We recommend that Management strictly observe the rules on proper

granting and liquidation of cash advances and henceforth require the
full liquidation of cash advances at the end of each year as set out in
COA Circular No. 97-002 dated February 10, 1997 and Section 89 of
PD 1445.

7. The issuance of supplies and materials to the end-users aggregating to

P673,514.47 were not properly documented through preparation of
Requisition and Issuance Slips (RISs) and photographs contrary to Item
6.1.11, Chapter VI of the Manual on Financial Management for Barangays
and Section 4(6) of PD No. 1445.
3.
4.
5.
6.
7.
7.1. Section 4(6) of PD No. 1445 requires that: “Claims against government
funds shall be supported with complete documentation.”

7.2. In connection, Item 6.1.11, Chapter VI of the Manual on Financial

Management for Barangays provides that, “Issuance of supplies shall be
supported by an approved Requisition and Issue Slip (RIS) as shown in
Annex 20. At the end of the month, the BT shall submit a Summary of
Supplies and Materials Issued (SSMI) - Annex 32 supported by the RIS to
the C/M Accountant as basis for recording the expense account.”

7.3. Audit of disbursement vouchers disclosed that the BLGU procured and
issued various supplies and materials aggregating to P673,514.47 for CYs
2020-2022. However, the issuances were not properly supported with
Requisition and Issuance Slips (RISs) and photographs, thus proper
accounting was not facilitated.

7.4. We recommend that Management henceforth prepare and submit the

Requisition and Issuance Slips (RISs), attach photographs of all
supplies and materials delivered, and ensure completeness of
supporting documents pursuant to Section 4(6) of PD No. 1445 and
Item 6.1.10, Chapter VI of the Manual on Financial Management for
Barangays.

8. The BLGU did not deduct the five percent (5%) withholding tax on its
payments of electricity expenses to NUVELCO for CYs 2020-2022 totaling
P243,681.48 contrary to BIR Revenue Memorandum Order No. 23-2014,
hence depriving the government of the accrual and use of its rightful income.

8.1. BIR Revenue Memorandum Order (RMO) No. 23-2014 was issued to
clarify and consolidate the obligations of the public sector as withholding
agents on its transactions as a customer (on its purchases of goods and
services). The said RMO provides the following pertinent rules and
regulations:

II. OBLIGATION TO WITHHOLD ON PURCHASES OF GOODS AND

SERVICES

All government offices including government-owned or controlled

corporations (such as but not limited to the Bangko Sentral ng Pilipinas,
Metropolitan Waterworks and Sewerage System, Philippine Deposit
Insurance Corporation, Government Service Insurance System, Social
Security System), as well as provincial, city and municipal governments
are constituted as withholding agents for purposes of the creditable tax
required to be withheld on the following:
 a. Withholding of Creditable Income Tax…
b. Withholding Tax on Government Money Payments-
On purchases of goods and services from VAT registered
suppliers/payees – Five percent (5%) of the gross payment…

VI. PERSONS RESPONSIBLE FOR WITHHOLDING

c) For Office of the Municipal Government-municipalities- the Chief

Accountant, Municipal Treasurer and the Mayor;

VII. PENALTY PROVISION

In case of non-compliance with their obligation as withholding agents,
the abovementioned persons shall be liable for the following sanctions:

A. Failure to Collect and Remit Taxes (Section 251, NIRC)

Any person required to withhold, account for, and remit any tax imposed
by this Code or who willfully fails to withhold such tax, or account for and
remit such tax, or aids or abets in any manner to evade any such tax or the
payment thereof, shall, in addition to other penalties provided for under
this Chapter, be liable upon conviction to a penalty equal to the total
amount of the tax not withheld, or not accounted for and remitted.

C. Violation of Withholding Tax Provisions (Section 272, NIRC)

Every officer or employee of the Government of the Republic of the

Philippines or any of its agencies and instrumentalities, its political
subdivisions, as well as government-owned or controlled corporations,
including the Bangko Sentral ng Pilipinas (BSP), who is charged with the
duty to deduct and withhold any internal revenue tax and to remit the
same is guilty of any offense herein below specified shall, upon conviction
for each act or omission be punished by a fine of not less than Five
thousand pesos (P5,000) but not more than Fifty thousand pesos
(P50,000) or suffer imprisonment of not less than six (6) months and one
(1) day but not more than two (2) years, or both:

1. Failing or causing the failure to deduct and withhold any internal

revenue tax under any of the withholding tax laws and implementing
rules and regulations; or …

1.
2.
3.
4.
5.
6.
7.
8.
8.1.
 8.2. Audit disclosed that for the years 2020-2022, the BLGU reported in its
financial statements, electricity expenses totaling to P243,681.48, however,
review of disbursement vouchers disclosed that the BLGU failed to deduct
from these payments the corresponding withholding tax of five (5) percent
on purchases of services from VAT registered suppliers.

8.3. It should be noted that Nueva Vizcaya Electric Cooperative (NUVELCO),

the Barangay’s electric service provider, although CDA registered, is no
longer exempt from paying VAT under Section 108 of the National Internal
Revenue Code (NIRC), as amended by RA 10963, which provides, inter
alia, that sales of electricity by generation companies, transmission by any
entity, and distribution companies, including electric cooperatives shall be
subject to VAT.

8.4. The Audit Team obtained a photocopy of NUVELCO’s Certificate of

Exemption issued by the BIR and our reading thereof disclosed an
enumeration of tax exemptions and incentives entitled to the cooperative,
however, exemption from payment of VAT is not part of those
enumerations. Thus, all money payments made by the BLGU to
NUVELCO should have been subjected to a five percent (5%) withholding
tax on VAT.

8.5. The BLGU’s failure to withhold the five percent (5%) tax on payments of
electricity expenses deprived the government of the accrual of its rightful
income which could have been used to augment its scarce financial
resources.

8.6. We recommend that Management strictly comply with the provisions

of BIR Revenue Memorandum Order No. 23-2014 on the withholding
of taxes to help the government in generating revenues to meet its
appropriation requirement and to avoid penalties and legal action
against the erring withholding agents from the BIR.

9. Construction materials procured by the BLGU amounting to P1,010,376.00

were directly recorded as debit to various Construction in Progress and
Repairs accounts despite absence of supporting documents that would
establish that the materials were already issued to the project and the
project was already on-going contrary to Section 4(6) of PD 1445.

9.1. Section 4(6) of PD 1445, otherwise known as the State Audit Code of the
Philippines, provides that, “Claims against government funds shall be
supported with complete documentation.”
9.2. Moreover, Page 17, Annex B of COA Circular No. 2015-009 dated
December 1, 2015 provides that Construction Materials Inventory is
credited only whenever these are issued to projects, transferred, or for
other disposal contrary to an ordinary office supply which is credited
whenever issued to the end-user.
 9.3. It shall be noted that construction materials must be treated differently from
ordinary office supplies since they are either converted into a new asset,
improve or extend the life of the asset in which they are utilized.

9.4. Audit disclosed the following Barangay transactions:

Reference
Account Used in
Payee Particulars Gross Amount Net Amount
Check No. Date Recording

Payment of construction materials for the

LDC Lumber CIP-Infrastructure
823451 07-16-2020 rehabilitation of farm to market rd at pk 24,550.00 23,234.82
and Hardware Assets
5
Payment of construction materials for the
LDC Lumber CIP-Infrastructure
823459 08-05-2020 rehabilitation of farm to market rd at pk 26,850.00 25,411.61
and Hardware Assets
6
Payment of construction materials for the
Xavier Norbert CIP-Land
823467 08-12-2020 rehabilitation of multipurpose pavement 31,970.00 30,257.32
C. Urban Improvements
at pk 4
Xavier Norbert Payment of construction materials for the CIP-Infrastructure
823471 08-19-2020 26,850.00 25,411.61
C. Urban rehabilitation of FTMR at pk 1 Assets
Xavier Norbert Payment of construction materials for the CIP-Building and
792201 09-08-2020 13,575.00 12,847.77
C. Urban construction of quarantine facilities other Structures
Xavier Norbert Payment of electrical materials for the CIP-Infrastructure
823485 09-28-2020 29,468.00 27,889.36
C. Urban installation of street light pk 1-6 Assets
Xavier Norbert Payment of construction materials for the CIP-Building and
823302 11-05-2020 34,130.00 32,301.61
C. Urban improvement of MPH other Structures
Xavier Norbert Payment of construction materials for the CIP-Infrastructure
823303 11-05-2020 32,980.00 31,213.22
C. Urban concreting of FTMR pk 4 Assets
Payment of construction materials for the
Xavier Norbert CIP-Infrastructure
823315 12-07-2020 installation of potable water sustem at pk 10,925.00 10,339.74
C. Urban Assets
1: 1 jetmatic pump-3000
Xavier Norbert Payment of construction materials for the CIP-Building and
823316 12-07-2020 25,150.00 23,802.68
C. Urban improvement of MP Building (MRF) other Structures
Payment of construction of materials for
LDC Lumber CIP-Building and
23325 12-14-2020 the concreting of farm to market rd at pk 26,190.00 24,786.96
and Hardware other Structures
6
Payment of construction of materials for
LDC Lumber CIP-Infrastructure
823327 12-14-2020 the concreting of farm to market rd at pk 29,350.00 27,777.68
and Hardware Assets
3&5
Xavier Norbert Other Infrastructure
823378 04-07-2021 Materials- installation st lights 39,839.00 37,704.76
C. Urban Assets
Repairs & Maint-
Xavier Norbert
911408 06-04-2021 Materials- improvement of MRF pk5 24,340.00 23,036.07 Building & Other
C. Urban
Structures
Repairs & Maint-
Xavier Norbert
911427 07-08-2021 Materials- improvement of MPH 28,950.00 27,399.11 Building & Other
C. Urban
Structures
Xavier Norbert CIP-Infrastructure
911433 07-21-2021 Materials- concreting of FMR pk 4-5 33,610.00 31,809.46
C. Urban Assets
Other Maintenance
Norna O. Materials- construction of handwashing
911434 07-28-2021 16,070.00 15,209.11 and Operating
Pradez & hand sanitation area
Expenses
Xavier Norbert Materials- construction of canal lining CIP-Infrastructure
911444 08-09-2021 28,990.00 27,436.96
C. Urban pk3 Assets
Xavier Norbert Repairs & Maint-
911448 08-18-2021 Materials- rehabilitation of FMR pk5 30,300.00 28,676.78
C. Urban Infrastructure Assets
Xavier Norbert Repairs & Maint-
911450 08-27-2021 Materials- rehabilitation of FMR pk1 32,100.00 30,380.35
C. Urban Infrastructure Assets
Xavier Norbert Repairs & Maint-
911461 09-06-2021 Materials- rehabilitation of FMR pk6 33,000.00 31,232.15
C. Urban Infrastructure Assets
Xavier Norbert Materials- construction of canal lining Repairs & Maint-
911463 09-14-2021 25,995.00 24,602.41
C. Urban pk6 Infrastructure Assets
Repairs & Maint-
Antonio M. 1 unit scoreboard-31520, 1 unit 32'' TV
911481 10-25-2021 49,250.00 48,265.00 Buildings &
Andaya Jr. plus installation-17730
Structures
Repairs & Maint-
LDC Lumber & Materials-improvement of Brgy health
911303 12-01-2021 18,600.00 17,603.57 Buildings &
Hardware center
Structures
LDC Lumber & Repairs & Maint-
911304 12-01-2021 Materials-rehabilitation of FMR pk2 34,950.00 33,077.68
Hardware Infrastructure Assets
 Reference
Account Used in
Payee Particulars Gross Amount Net Amount
Check No. Date Recording

LDC Lumber & Materials- construction of canal lining CIP- Infrastructure

911372 03-09-2022 33,858.00 32,058.80
Hardware pk2 Assets
LDC Lumber & Materials- construction of canal lining CIP- Infrastructure
980227 07-15-2022 23,738.00 22,466.32
Hardware pk3 Assets
LDC Lumber & Materials- construction of canal lining CIP- Infrastructure
980228 07-20-2022 29,788.00 28,192.22
Hardware pk5 Assets
LDC Lumber & Materials- rehabilitation of FTMR upper CIP- Infrastructure
980235 07-28-2022 19,630.00 18,578.39
Hardware pk5 Assets
Bensons 74K CIP- Infrastructure
980246 08-11-2022 Materials- concreting FMR pk6 upper 32,020.00 30,304.65
Construction Assets
Bensons 74K CIP- Infrastructure
980249 08-04-2022 Materials- concreting FMR pk6 upper 31,120.00 29,452.85
Construction Assets
Bensons 74K CIP- Infrastructure
980254 08-19-2022 Materials- concreting FMR pk4 32,420.00 30,683.22
Construction Assets
Bensons 74K CIP- Infrastructure
980266 09-07-2022 Materials- rehabilitation of FMR pk1 31,120.00 29,452.85
Construction Assets
Bensons 74K
Materials- construction of canal lining CIP- Infrastructure
980273 09-19-2022 Construction 20,640.00 19,534.28
pk5 Assets
Supply
Xavier Norbert Materials- construction of canal lining CIP- Infrastructure
980282 10-04-2022 28,940.00 27,389.65
Urban pk2 Assets
Repairs & Maint-
Xavier Norbert Materials- rehabilitation of MPH
980285 10-14-2022 19,120.00 18,095.72 Buildings &
Urban (painting)
Structures
   Total 1,010,376.00 957,916.74  

9.5. We recommend that Management henceforth ensure completeness of

documents and submit the following documents:

1. Request and Issuance Slips;

2. Accomplishment Report for the completed project;
3. Program of Work;
4. Annual Procurement Plan;
5. Photographs of the implemented project (before, during and after
implementation);
6. Inspection Report; and
7. Certificate of Completion issued by the Punong Barangay.

1.
2.
3.
4.
5.
6.
7.
8.
9.
9.1.
9.2.
9.3.
9.4.
9.5.
9.6. Also, we recommend that the Municipal Accountant record purchase
of construction materials as Construction Materials Inventory and
recognize the appropriate Infrastructure Assets account or Repairs and
 Maintenance account only when these are actually issued to projects
and the foregoing enumerated documents are submitted, in line with
12.1 Section 4(6) of PD 1445.

10. Timely submission of barangay accounts and other pertinent records was
not strictly adhered to contrary to Section 12.5, Chapter 12 of the Manual on
the Financial Management of Barangays, thus causing delay in the audit and
verification of financial transactions by the Audit Team.

10.1. Section 12.5, Chapter 12 of the Manual on Financial Management for

Barangays provides the following rules on the rendition of accounts:

12.5.1 The PB and BT shall be responsible for the timely submission of the
reports and accounts to the C/M Accountant. Observance to the
provision of Article 218 of the Revised Penal Code which states that
“Any public officer, whether in the service or separated there from
by resignation or any other cause, who is required by law or
regulations to render account to the Insular Auditor,* or to a
Provincial Auditor and who fails to do so for a period of two months
after such account shall be rendered shall be punished by prison
correccional in its minimum period, or by a fine ranging from 200 to
6,000, or both”. (*now Commission on Audit)

12.5.2 The BT shall submit the RCDs, LR, ORs/DVs/Payrolls and Monthly
RAAF to the C/M Accountant on or before the 5th day of the
succeeding month.

12.5.3 The C/M Accountant shall submit to the COA Auditor concerned the
collections and disbursements accounts of each month on or before
the 10th working day of the succeeding month.

10.2. Monitoring of submission of barangay accounts disclosed that

disbursements vouchers were not submitted on time despite our prior years’
issuance of similar audit findings. Details are as follows:

Deadline of No. of Days

Period Covered Date of Submission
Submission Delayed
January 2022 February 10, 2022 October 12, 2022 244
February 2022 March 10, 2022 October 12, 2022 216
March 2022 April 10, 2022 October 12, 2022 185
April 2022 May 10, 2022 October 12, 2022 155
May 2022 June 10, 2022 October 12, 2022 124
June 2022 July 10, 2022 October 12, 2022 94
July 2022 August 10, 2022 August 22, 2022 12
August 2022 September 10, 2022 October 12, 2022 32
September 2022 October 10, 2022 October 12, 2022 2
October 2022 November 10, 2022 November 8, 2022 on-time
November 2022 December 10, 2022 January 6, 2023 27
December 2022 January 10, 2023 January 6, 2023 on-time

10.3. The non-submission of disbursement vouchers within the prescribed period

precludes the conduct of timely review and audit thereof.
 10.4. We recommend that the Barangay Treasurer submit all barangay
accounts and other pertinent records to the Barangay Bookkeeper for
recording and the Office of the Auditor for review and evaluation
within the period prescribed under the Manual on Financial
Management for Barangays to enable timely and more effective review
of the Barangay’s financial transactions and evaluation of its
operations.

11. Disbursements charged against the 20% Development Fund, 5% Gender

and Development, 10% SK Fund, and 5% LDRRMF could not be readily
evaluated due to incomplete submission of needed documents.

11.1. Section 106 of the Local Government Code provides that each Local
Government Unit shall have a comprehensive Multi-Sectoral development
plan to be initiated by its development council and approved by its
Sanggunian.

11.2. In the case of the barangay, the Barangay Development Council shall be
headed by the Punong Barangay, the Sangguniang Barangay, where the SK
Chairman serve as an ex-officio member, NGO representative operating in
the barangay, and a representative of the Congressman as members.

11.3. Review of submitted accounts disclosed that the barangay have

disbursements that could be attributed to 20% development fund, 10% SK
Fund, 5% GAD fund, and 5% LDRRMF.

11.4. Projects under the 20% Development Fund, 10% SK Fund, 5% LDRRMF
and 5% GAD Fund, however, could not be readily evaluated due to the
incomplete submission of the needed documents, as follows:

a. Annual barangay budget;

b. Annual Investment Plan;
c. Registries to show if expenses still fall within the allowed amount and if
these are in-line as programmed in the Annual Investment Plan;
d. Accomplishment Report pertaining to 20% Development Plan and 5%
LDRRMF;
e. Accomplishment Report submitted for the 10% SK Fund programmed
for youth development; and
f. GAD Plan and GAD Accomplishment Report.

11.5. We recommend that the Punong Barangay, as the Chief Executive of

the BLGU, enforce the implementation of all projects and activities
that were approved by the Barangay Development Council and assure
that these are in line with the rules and regulations set forth for the
said programs. Further, we require the Barangay to furnish all needed
reports (Budgets, AIP, PPMP and others) to the Office of the Audit
Team Leader for appropriate review and evaluation.
 11.6. Likewise, we recommend that the SK Chairperson together with the
rest of the SK officials, formulate the Comprehensive Barangay Youth
Investment Program and prepare and implement the Annual Barangay
Youth Investment Program (ABYIP). Item b and c, Section 13 of R.A.
no. 10742 particularly provides the Powers and Functions of the SK
Chairperson.

11.7. Moreover, we recommend that the SK observe the DILG, DBM and
NYC issued Joint Memorandum Circular (JMC) No. 1, series of 2019
dated January 23, 2019 prescribing the guidelines on the
appropriation, release, planning and budgeting process for SK funds.

12. The Barangay did not maintain Registry of Trust Fund as required under
Section 1.2, Chapter I of the Manual on the Financial Management of
Barangays hence, trust liability accounts are not separately recognized in the
books of the barangay.

12.1. Section 1.2, Chapter I of the Manual on the Financial Management of

Barangays provides the following general policies to be observed in
accounting for barangay funds and property as follows:

1.2.6 Funds granted to barangays for specific purpose shall be recognized

as Special Trust Fund (STF).

1.2.7 Subsidies and grants for specific purpose shall be accounted for as
Trust Liability. Once conditions are met, the portion of the grant
corresponding to the expenditure incurred shall be recognized as
income and the expenditure as expense or asset as the case may be.

1.2.8 Unspent Local Disaster Risk Reduction and Management Fund

(LDRRMF) and the share of the Sangguniang Kabataan (SK) shall
be recorded as STF.

1.2.9 Registry of Special Trust Fund (RSTF) shall be maintained for each
STF.

12.2. As per our monitoring, the Municipal Accountant through the Barangay
Bookkeeper did not maintain Registry of Special Trust Fund such as those
enumerated above. Consequently, prompt verification of the transactions
cannot be conveniently made and trust liability accounts are not separately
recognized in the books of the barangay.

12.3. We recommend that the Barangay Bookkeeper and the Municipal

Accountant create and maintain Registry of Special Trust Fund on the
unspent budgetary items of 5% Calamity Fund, 10% SK Fund, and
other trust fund accounts as required under the Manual on the
Financial Management of Barangays and properly recognize the
balances as Trust Liabilities in the books of the barangay.
13. The BLGU did not submit the monthly Report on Sources and Utilization of
BDRRMF which is not in accordance with Section 5.1.5 of COA Circular
No. 2012-002 dated September 12, 2012, thus monthly monitoring of
transactions undertaken by the BLGU was not attained.

13.1. Section 5.1.5 of COA Circular No. 2012-002 dated September 12, 2012
provides that, “A Report on Sources and Utilization of DRRMF using the
format in Annex B shall be prepared and certified correct by the Local
Accountant. The Local Disaster Risk Reduction and Management Officer
(LDRRMO) shall submit the report on or before the 15th day after the end
of each month through the LDRRMC and Local Development Council
(LDC) to the COA auditor of the LGU.”

13.2. Review of the accounts of the barangay disclosed that the BLGU failed to
submit monthly Report on the Sources and Utilization of the BDRRMF.
This required report serves as a monitoring tool on the charges against the
BDRRMF thus, the non-submission of which precluded monthly review of
the utilization of the fund.

13.3. In the case of the Barangay, the Report on Sources and Utilization of
DRRMF shall be prepared by the Barangay Treasurer and certified correct
by the Punong Barangay. Such report shall be submitted by the designated
LDRRMO which is usually the Punong Barangay or any other official duly
designated thereto, on or before the 15th day after the end of each month to
the COA Auditor of the Barangay.

13.4. We recommend that the Punong Barangay and the Barangay

Treasurer comply with the monthly submission of Report on Sources
and Utilization of DRRMF using the format prescribed under COA
Circular No. 2012-002 dated September 12, 2012.

14. Disbursement vouchers and its supporting documents were not stamped
“PAID” upon payment, contrary to Section 2.Q of COA Circular No. 92-389
dated November 3, 1992, hence exposing the corresponding documents for
possible reuse.

14.1. Section 2.Q of COA Circular No. 92-389 dated November 3, 1992 provides
that, “Paid vouchers including its supporting documents shall be
perforated and conspicuously stamped “PAID” by the Cashier.”

14.2. Review of disbursement vouchers (DVs) of the barangay as well as

inspection of its supporting documents disclosed that these were not
stamped “PAID” by the Barangay Treasurer after the payment was made.

14.3. The non-stamping of documents or non-marking of checks and supporting

documents immediately after it was paid provides a way of reusing the
same, thereby posing the possibility of double payment.

14.4. We recommend that the Barangay Treasurer henceforth stamp

“PAID” all payrolls, DVs and its supporting documents after payment
 is made to prevent the possible re-use of the same on similar future
transactions in line with COA Circular No. 92-389 dated November 3,
1992.

15. The rentals of equipment in the implementation of infrastructure projects by

administration were not sanctioned by GPPB Resolution No. 18-2006 dated
December 6, 2006, as amended by GPPB Resolution No. 07-2009 dated
September 30, 2009 and GPPB Resolution No. 20-2020 dated October 22,
2020. Moreover, the payment of the BLGU for rental fee of a bagger mixer
amounting to P2,000.00 for use in the Rehabilitation of Multipurpose
Pavement of Purok 4 is considered as an unnecessary expenditure
considering that it previously procured its own bagger mixer costing
P40,000.00, in violation to COA Circular No. 2012-003 dated October 29,
2012.

2
3
4
5
6
7
8
9
10
11
12
13
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
15.1. It shall be noted that GPPB Resolution No. 18-2006 dated December 6,
2006, as amended by GPPB Resolution No. 07-2009 dated September 30,
2009 and GPPB Resolution No. 20-2020 dated October 22, 2020, provides
the Revised Guidelines for the Implementation of Infrastructure Projects by
Administration. Section 3.0 of the said amended GPPB Resolution, states
that:

3.0 Conditions and Requirements for the use of “By Administration”

 3.1. Projects undertaken by Administration shall be included in the
approved Annual Procurement Plan (APP) of the Procuring
Entity concerned, as well as the procurement of the different
project components, i.e. tools and construction equipment
covered under sub-item No. 3.5. Any change to the APP shall be
in accordance with Section 7.4 of the 2016 Revised IRR of RA
No. 9184.

3.2. To undertake projects by administration, the implementing

agencies must:

a. have a track record of having completed, or supervised a

project, by administration or by contract, similar to and with
a cost of at least fifty percent (50%) of the project at hand;
and

b. own the tools and construction equipment to be used or have

access to such tools and equipment owned by other
government agencies. (emphasis ours)

15.2. Moreover, COA Circular No. 2012-003 dated October 29, 2012 provides
the Updated Guidelines for the Prevention and Disallowance of Irregular,
Unnecessary, Excessive, Extravagant and Unconscionable Expenditures of
government funds.

15.3. The said COA circular defines unnecessary expenditure as those which are
not dictated by the demands of good government and those which could not
pass the test of prudence or the diligence of a good father of a family,
thereby denoting non-responsiveness to the exigencies of the service.

15.4. Based on the foregoing regulations, the ownership of necessary tools and
construction equipment to be used in the project or the access to such tools
and equipment owned by other government agencies is an indispensable
condition/requirement otherwise the implementing agencies such as BLGU
Magsaysay Hill may not undertake projects by administration.

15.5. Audit disclosed that the BLGU paid for the rental fee of a bagger mixer in
the amount of P2,000.00 for use in the Rehabilitation of Multipurpose
Pavement of Purok 4 under Check No. 823466 dated August 12, 2020.
Further review, however, disclosed that the BLGU had previously procured
its own bagger mixer in the amount of P40,000.00 under Check No. 823444
dated June 23, 2020.

15.6. Moreover, various rentals of equipment were noted in audit as presented

below:
 Reference
Payee Particulars Gross Amount Net Amount
Check No. Date
Norna O. Payment of rental for the 1 unit-welding
823494 10-08-2020 1,600.00 1,600.00
Pradez for the installation of streetlight at pk 1-6
Norna O. Payment of rental for the 1 unit-welding
823498 11-05-2020 2,400.00 2,400.00
Pradez machine for the improvement of MPH
Norna O. Rental of one unit welding machine -
823391 05-07-2021 1,500.00 1,500.00
Pradez installation of street lights Purok 1-6
Antonio M.
911481 10-25-2021 Plasma cutting rental 5,000.00 4,732.14
Andaya, Jr.
   Total 10,500.00 10,232.14

15.1
15.2
15.3
15.4
15.5
15.6
15.7 We recommend that the Punong Barangay and the Barangay Treasurer
strictly observe efficiency, economy and effectiveness in all its official
transactions and refund the amount of P2,000.00 which constitutes an
unnecessary expenditure in view of COA Circular No. 2012-003 dated
October 29, 2012.

16. Forty-two (42) cancelled checks were not attached in the submitted Report
of Checks Issued (RCI), contrary to Section 59, Chapter 3 of the LGU- New
Government Accounting System (NGAS), Volume I.

16.1 Section 59 of NGAS Volume I prescribes that:

Sec. 59. Spoiled and Stale Checks. – Checks may be cancelled when they
become spoiled or stale. A check is considered spoil when, it is torn,
mutilated, defaced or with erasures/errors affecting the genuineness of
any material information contained therein.

It is stale, if it has been outstanding for over six months from date of issue
or as prescribed by the depository bank. At least one month before a
check becomes stale, the Treasurer shall send a written notice to the payee
of the existence of the check.

A spoiled or stale check shall be marked cancelled on its face and

reported as follows:

1. For spoiled checks which are immediately cancelled and for which the
Report of Checks Issued (RCI) has not yet been prepared, the
cancelled check shall be attached to the RCI and reported
chronologically with the other checks issued and the word
“Cancelled” shall be indicated on the report.
2. For stale checks which have been unclaimed and thus, the original DV
and supporting documents are still with the Treasurer, the cancelled
check shall be presented in the RCI after the last check issued for the
period indicated in the report. The original DV and supporting
 documents shall be returned to the Accountant who shall prepare a
JEV to record the transaction as Accounts Payable.

3. For checks which became spoiled or stale in the hands of the payee
and which require replacement, a new check may be issued upon
submission of the spoiled or stale check to the Treasurer. A certified
copy of the DV shall be requested from the Auditor for presentation to
the Administrator/Local Chief Executive who shall countersign the
check. The cancelled check shall be reported and attached to the
RCI prepared at the period of cancellation. The replacement check
shall also be reported chronologically in the RCI.

16.2 Verification of the submitted RCIs showed that the cancelled checks were
not attached in the said report. Details as to the count are as follows:

Year Check Number Quantity

823287, 823409, 823421, 823438, 823443, 823450,
823462, 823470, 823481, 823311, 823323, 823326,
2020 21
823328, 823335, 911409, 911468, 911474, 911490,
911305, 911307, 911326
911409, 911420, 911451, 911468, 911474, 911490,
2021 9
911305, 911307, 911326
911359, 911363, 911376, 911380, 911391, 911393,
2022 12
980206, 980212, 980223, 980241, 980243, 980255
Total 42

16.3 We recommend that the Barangay Treasurer immediately submit to

the Audit Team the 42 cancelled checks for validation and henceforth
ensure that all the cancelled checks are attached to the RCI and DVs.

17. The BLGU did not accomplish the required Agency Action Plan and Status
of Implementation (AAPSI) contrary to Section 97 of the General Provisions
of Republic Act No. 11639, otherwise known as the General Appropriations
Act for FY 2022, hence precluded the auditor in its timely review,
monitoring, and evaluation of actions taken by Management on previous
years’ audit findings and recommendations.

17.1 Section 97 of the General Provisions of Republic Act No. 11639, otherwise
known as the General Appropriation Act of 2022, provides that:
Report on Commission on Audit Findings and Recommendations. Within
sixty (60) days from receipt of the COA Annual Audit Report, agencies
concerned shall submit to the COA, either in printed form or by way of
electronic document, a status report on the actions taken on said audit
findings and recommendations using the prescribed form under COA
Memorandum No. 2014-002 dated March 18, 2014. They shall likewise
furnish the DBM, the Speaker of the House of Representatives, the
President of the Senate of the Philippines, the House Committee on
Appropriations and the Senate Committee on Finance, either in printed
form or by way of electronic document, a copy of said reports.
 17.2 Monitoring on the submission of reports disclosed that the Barangay still
has not submitted the accomplished Agency Action Plan and Status of
Implementation (AAPSI) hence, the status of compliance on Management’s
actions on the prior years’ audit findings and recommendations were not
properly reported and evaluated.

17.3 We recommend that the BLGU strictly comply with Section 97 of the
General Provisions of Republic Act No. 11639, otherwise known as the
General Appropriations Act of 2022, on the submission of AAPSI to
facilitate timely validation of the actions taken by the BLGU on COA
audit findings and recommendations.

Non-preparation of accounting entries in the DV

18. The accounting entries portion of the Disbursement Vouchers (DVs) which
shall serve as the basis for recording transaction in the books of accounts
were not supplied by the Municipal Accountant thus, the proper recording
of transactions cannot be readily verified.

18.1 Annex 12 of the Manual on the Financial Management of Barangays

prescribes the format and instructions in using the Disbursement Voucher
(DV). Box D of the DV requires that the Municipal Accountant shall
prepare the necessary accounting entries for the particular transaction.
Columns for account title, account code and the debited and credited
amounts shall be filled up by the accountant.

18.2 Audit of the submitted Disbursement Vouchers disclosed that the Municipal
Accountant has not complied with the above regulation thus, the proper
recording of transactions cannot be readily verified.

18.3 We recommend that the Municipal Accountant accomplish Box D of

the Disbursement Vouchers in compliance with Annex 12 of the
Manual on the Financial Management of Barangays to monitor the
proper recording of transactions.

May we have your written comments on the foregoing observations within

five (5) calendar days from receipt hereof.

In case of your failure to reply within the herein specified period, our audit
observation shall be deemed accepted, and we shall re-evaluate the transactions based
on the available documents/information submitted to us.

ARNEL B. PABLO
Audit Team Leader

REGINALDO G. MALAMUG
OIC-Supervising Auditor
 rgm/abp
AOM No. 2022-001(20-22) Brgy. Magsaysay Hill, Bambang
Proof of Receipt of AOM:
Received
Name and Position
Signature Date
HON. NESTOR C. BARBIETO- Punong Barangay
MS. MAY FRANIELYNE R. BOTE- Municipal Accountant
MS. LOREN MEI A. SAMPAGA - Barangay Bookkeeper
MS. NORNA O. PRADEZ- Barangay Treasurer
MR. FLORAMANTE DAN A. VISLENIO- SK Chairperson