PERSONNEL GUIDELINES

CALID Specialty Contractors Inc. is the specialty construction arm of VBo Architects and
Engineers, a complete architecture and engineering design firm that caters to all architectural,
structural, electrical, mechanical, plumbing and fire protection design requirements.

Employees:
Admin & HR Department
Sir Mike Francis - Associate
Ma’am Rona - Admin Head
Ma’am Arlit - Admin Assistant
Justine - Admin Assistant

Architects & Structural

Team Pat
Pat
Ldridge
Sofia
Erica

Team Wena
Wena
Onath
Saedric
Jing
Camyr

Team ST
Joven
Miguel
Cho

Utility
Joan - printing stocks
Onin - Messenger
 ROLES
Social Media Associate:
 Will create content material for the following companies:
Collection Cafe
(From barista, Stock photos for High def.)
Calid Specialty Contractors
(Photos will come from Sir Junim, Site engineer-Chloe, Site Architect-Jisel)
Agdayan Resort
(Under construction)

Bookkeeping:
 Will work more on encoding
 Encode VBO O.R and EXPENSES to

Human Resource:
 Will manage VBO Cares
 Will manage Calid Cares
 Will train for payroll functions
 Writing memos, advisory, forms
 Organize documents
 Sourcing
 Successful recruitment of Structural and Architects

Admin Assistant:
 Billing
 Re-stocking blueprint supplies (upon request of utility-Joan)
 Processing bank deposits
 Reconciling company’s financial statements
 Submission of tax forms
 Identify and address discrepancies
 FACTS ABOUT COMPANY:

 Employees receive HMO after a year. Etiqa HMO. Must submit APE yearly.
 Holidays: Require employees to work on holidays and off-set their leave on their desired
date. Double pay will reflect on their offset leave.
 Increase happens during the 3-6-12 rule: 3 months, 6 months, 1 year.
 Payroll cut off: every 10th and 25th day of the month.
Kung ano pinasok from 26-10 will be counted for 15th paycheck
Kung ano pinasok from 11-25 will be counted for 30th paycheck
 For no experience new hired there will be no tax deducted for 6 months
For new hired with experience, there will be no tax deducted for 3 months
 Breaks:
Morning 10:00 am - 10:15 am
Noon 12:00 nn - 1:00 pm
Afternoon 4:00 pm - 4:15 pm
OT will receive a budget for dinner amounting to 100 pesos, but only if you went out and
will deduct an hour of your shift.
 Sign and seal: Kuya onin
VBO- Every Tuesday and wednesday
Calid - usually everyday
 TASKS
ADMIN:

Billing - Sending pending bills to clients

1. Check email. Sir Mike will be sending project proposal.
2. Check NAS if the project proposal is approved. Check for project code.
3. Once a project proposal is approved, encode the following details to Financial
Report Sheet:
- Project Code
- Name
- Architect In-charge
- Scope
- Area
- Contract Price
- Client

Encoding of Invoice

4. After encoding project details to Financial Report Sheet, start creating

AR/Acknowledgement Receipt using the file name format: search client name
first to check if it’s existing. Chronological number, Client Name for new clients,

Invoice details to fill up:

Existing Client: Date, Invoice number

New Client: Date, Invoice Number, Customer ID (based on his number

placement in Project Billing Folder), Code (base from Project list sheet),
Project name, Remarks (Based from payment stage/scheme from project
proposal, Note: Date of submission (based on Sir Mike’s file title’s date)

5. Save as PDF using the format: Date_(payment stage/A,B,C)-Client code-pang

ilan na billing invoice (refer to invoice code)_project name.
6. Send to email: contacts are same with sir mike’s cc to the project proposal email
7. Send list of sent billing to Ma’am Mary through viber.
Paid Billing – Clients already paid the bill you sent

1. Always check your email to know if a client paid a billing.

2. A client must send a proof of payment, if none sent, check BPI SOA if it
reflected.
3. Encode the paid bill to Financial Report Sheet: Project List.
4. Create an Invoice containing the remaining balance of client and send it through
email.
5. Send the list of paid bills to Ma’am Mary through Viber.

Encoding -
 GLOSSARY
HUMAN RESOURCE:
ADMIN:
Billing

AR – Acknowledgement Receipt
B – Billing
CV – Check Voucher

AR- Architectural
ST- Structural
EE- Electrical
ME- Mechanical
PL- Plumbing
ECE- Electronics
FP- Fire Protection

CV2023- What VBO releases money using check. The file intends to analyze if the
collection is higher than he expense. On its right side, it intends to classify the expenses
in employees. Name and is it in a form of salary, benefit, etc.

Collection- What VBO collects from payment of clients

Expenses- What VBO spends money to buy goods or services
Payment Scheme/Stage- The stage of what a client’s balance in a project. This could
be seen in every project proposal. Scheme A is the 2nd stage and Scheme/Stage B is
the 3rd.

ACCOUNTING:

Bookkeeping encoding of detailed company cash inflows/collections and expenses/purchases

to 6 types of book from BIR such as Journal, Ledger, Cash Disbursements/Columnar Book,
Subsidiary Sales Journal, Subsidiary Purchases Journal, and Cash.

Journal Book - is where you encode all types of transaction, with no classification. both
income/sales and expenses/purchases
Ledger - ??? NON CASH
Columnar Book - this is where the expenses/purchases of the company are itemized/classified
Subsidiary Sales Journal - is where the income/sales of the company are encoded in detailed
manner, complete with vat and tin number info and form of payment.
Subsidiary Purchase Journal - is where the company purchases/expenses are encoded in
detailed manner, complete with vat, tin number, general ledger and form of payment.
Cash - is where you encode all company income/sales’ OR and amount (direct to OR Summary
sheet)

COR - Certificate of Registration. The forms you need to file for company compliance are
indicated here.
VAT. REG NO.: Encode tin number
Taxable: Encode Net of Vat
Vat Output Tax: Encode Vat Output
Total Invoice Amount: Total amount
Class. of Sales-Service: encode total amount in service column
Terms-Account: Encode total amount in account column

BIR
BIR Forms – way of filing tax, financial statement, tax payment.
These files shall be sent to accountant according to scheduled date.
1601C – Monthly: Shall be given to accountant every 5th of the month: Deadline of
payment: 10TH of the month.

0619E – Monthly: Shall be given to accountant every 5th of the month: Deadline of
payment: 10th of the month.

1601Q -
 DIRECTORY
Project Billing: Acknowledgement Receipt
Admin VBO Architects and Engineers Project Billing Search Client
Name/Create client folder *(if previous client, look for updated excel file then just add new
sheet) (if new client, create folder using last number as file name, refer to previous clients file
format, use the templated invoice form then fill up info.

Financial Report Sheet

Admin VBO Architects and Engineers Finance Encashment Pettycash
Collection Financial Report <year>

2023 Project List

Vbo Disk 2

OR SUMMARY
Admin VBO Architects and Engineers Official Receipt

SIGN AND SEAL OF BLUEPRINT SHEETS

Persons to consider:
Ma’am Mary – Plumbing and Architectural
Sir Junim – Structural
Exempted proposal: Edgardo Ledesma
EE & ECE design: Engr. JR (EE-JRO)
EE & ECE SS: EE Penas & Engr. Aldrin
ME & FP SS: Engr. Raphael (ME – RO)
PL & FP Design: Ma’am Marcita/VBO

*If there’s an amount indicated in PL and FP

means it was designed by Ma’am Marcita.
If there’s no amount, it is automatically designed by VBO.

*Ask architects who designed the PL and FP.