Republic of the Philippines Department of Education nes REGION l-CENTRAL LUZON ions wii E+ REGIONAL MEMORANDUM No. » 8. 2022 aes 7 “66 BECO 20. IMPLEMENTATION GUIDELINES ON THE STANDARD PROCEDURE FOR THE PAYMENT OF SALARIES OF EMPLOYEES AND RELATED EXPENSES IN THE REGIONAL OFFICE, SCHOOLS DIVISION OFFICES AND PUBLIC SCHOOLS To: Assistant Regional Director Schools Division Superintendents Public Secondary School Heads (Implementing Units) All Others Concerned 1, The Department of Education Region III issues the enclosed Implementation Guidelines on the Standard Procedure for the Payment of Salaries of Employees and Related Expenses in the Regional Office, Schools Division Offices and Public Schools ide the procedure with strengthened internal control, roles and ies of accountable personnel, timelines, and monitoring and evaluation. 2. _ The procedure includes the preparation of attendance summary and payroll, verification, approval, recording, payment including credit of Net Pays to the Automated Teller Machine payroll account of employees, and feedback. 3. _ All previous regional guidelines and procedures related to the payment of salaries of employees and related expenses which are inconsistent to this Regional Memorandum which shall take eflect after its issuance are hereby repealed, rescinded or modified. 4. Immediate dissemination of and strict compliance to this Regional Memorandum is directed. ECLAR, PhD, CESO III tesional Director Encl.: As stated Reference: DepED Order No. 43, s. 2022 DepED Order No. 419, 2. 2022 ‘To be indicated in the Perpetual Index under the following subjects: POLICY SALARIES AND RELATED EXPENSES int /on2 i) ‘Address: Matalino St. 0.M. Government Center, Maimpis, City of San Fernando (P) AIA \ AB Telephone Number: (045) 598-3580 to 89; Email Address: region3@deped.gov.ph Sass” oy Gece AATEOEnclosure to RM No.___, s. 2022 IMPLEMENTATION GUIDELINES ON THE STANDARD PROCEDURE FOR THE PAYMENT OF SALARIES OF EMPLOYEES AND RELATED EXPENSES IN THE REGIONAL OFFICE, SCHOOLS DIVISION OFFICES AND PUBLIC SCHOOLS I. Rationale The Department of Education Region III is one of the largest regions in the country. It is composed of the Regional Office, 7 Provincial Schools Divisions and 13 City Schools Divisions with a total of 96,725 teaching and non-teaching personnel. Considering the total number of employees and amount of appropriation for Personnel Services, the preparation of payroll and timely payment of salaries is certainly a big challenge especially with the implementation of twice-a- month payment of salaries at the start of CY 2022 per Regional Memorandum No.043, s. 2022. Thus, adopted new strategies per Regional Memorandum No. 642, s.2021 and 419, s. 2022 to facilitate prompt payment of salaries. ‘The Audit Observation Memoranda issued by the Commission on Audit (COA)to some Operating Units however, indicated the existence of violations committed against accounting and auditing rules and regulations. These prompted the Regional Office to strengthen internal control and comply to COA audit recommendations. ‘The review of internal control system disclosed the different sets of procedurein the Regional Office, Schools Division Offices and Public Schools under the Regional Payroll Services Unit (RPSU) with some internal control procedure that need to be strengthened in the preparation of attendance summary, approval, and payment of salaries of employees and related expenses. Likewise, in the Public Schools (Implementing Units) that prepare school- based payroll per DepEd Order No. 30, s. 2011. There is a need to streamline the said sets of procedure and enhance internal control to safeguard government resources, intensify accountability of responsible personnel and ensure accurate and timely payment of salaries of employees and related expenses in the region. Hence, a standard procedure in the preparation of payroll and payment thereof with strengthened internal control was established. This is embodied in the Implementation Guidelines on the Standard Procedure Page 1 of 18for the Payment of Salaries of Employees and Related Expenses in the Regional Office, Schools Division Offices and Public Schools. Hl. Scope ‘These Implementation Guidelines shall cover the procedure in the preparation of attendance summary, payroll and payment of salaries of employees and related expenses in the Regional Office, Schools Division Offices (SDOs) and Public Schools throughout the region. Ill. Implementation Arrangements ‘The Standard Procedure on the Payment of Salaries of Employees and Related Expenses in the three levels of governance has the following components: A. The standard procedure for the preparation of attendance summary, payroll, and payment of salaries of employees and related expenses in the Regional Office, SDOs and Public Schools (Non-Implementing Units) under the Regional Payroll Services Unit (RPSU) shall be as follows: Preees8| Description | Timeline | Section/Unit/Person Responsible 1 Updating of [20% —| Personnel Section/Unit Electronic Sist day | (Preparation) Form 7 with |of the - Administrative Officer V supporting | month - Administrative Officer IV documents - Administrative Officer IL and summary of Accounting Section/Unit (Pre- changes audit/verification/validation) - Accountant Approval - Regional Director/ Page 2 of 18Schools Division Superintendent Confirmation [5% — 7% | Personnel Section/Unit (Receipt, of Electronic | day of | review and Confirmation) Payroll the - Administrative Officer V “Mastfile” month - Administrative Officer IV Accounting Section/Unit (Pre- audit/verification/ validation) ~ Accountant Approval - Regional Director/ Schools Division Superintendent Pre-audit 12% -13%| Personnel Section/Unit and Accrual | day (Preparation of Obligation of Payroll Request} - Administrative Officer IV Obligation Request Signatories - Administrative Officer V (Head ofBudget Section) ~ Chief Administrative Officer/ Schools Division Superintendent Accounting Section/Unit (Pre- audit/verification/validation and Accrual) - Accountant Preparation of| 13¢ —| Personnel “Section/Unit Disbursement | 14t day] (Preparation of Disbursement Voucher of the | Voucher for 1+ and 24 half of month | Payroll) (L*half - Administrative Officer V payroll) -_ Administrative Officer IV Page 3 of 18Preparation ofLDDAP- ADA am week of the month (2* half payroll and remittan ce of salary deductio ns) Personnel Section/Unit {Preparation of Disbursement Voucher for remittance of mandatory salary deductions) - Administrative Officer V - Administrative Officer IV RPSU (Preparation of Disbursement Voucher for remittance of Salary Deductions for Private Companies) - Administrative Officer II Disbursement Vouchers - Box A Signatories - Chief Administrative Officer/ Assistant Schools Division Superintendent Accounting Section/Unit (Pre- audit/validation /verification) - Accountant Approval - Regional Director/ Schools Division Superintendent Accounting Section/Unit (Preparation of LDDAP-ADA) - Accountant Approval - Regional Director/ Schools Division Superintendent Page 4 of 185 Payment of | 13-14" |Maker/Feedback to _payee/ Salaries and | day of | Distribution of Employee Pay related the Slips expenses month - Cashier (Process 5.1 | (1* half up to 5.6) | payroll) _| Pre-audit/validation/verification 4° week - Accountant of the month | Authorizer (2"half - Regional Director/ payroll) ‘Schools Division and Superintendent remittan ce of salary deductio ns B, The standard procedure for the preparation of attendance summary, pay folk yroll and payment of salaries of employees and related expenses in the Public Schools (Implementing Units) under the RPSU shall be as lows: Process a : Section/Unit/Person ‘No. | Description | Timeline Responsible 1 Updating of [20% — 31% | Personnel Section (Preparation) Electronic | day of the| - Administrative Assistant Form 7 with | month 1 summary of changes and Accounting Section (Pre- supporting documents | audit /validation/verification) - School Accountant/ School Administrative Assistant II (Senior Bookkeeper) Approval - School Head Page 5 of 18Confirmation [5-74 [Personnel Section (Receipt, of Electronic | dayof the | review and confirmation) Payroll month, - Administrative Assistant “Masttile” w Accounting Section/Unit (Pre- audit/validation /verification) - School Accountant/School Administrative Assistant Il (Senior Bookkeeper) Approval = School Head Pro-audit 12® - | Personnel Section (Preparation and Accrual | 13°day of Obligation Request) ofPayroll - Administrative Assistant I Obligation Request (Signatories - School Accountant/School Administrative Assistant Il (Senior Bookkeeper) - School Head Accounting Section —_(Pre- audit/ validation /verification and Accrual) - School Accountant/School Administrative Assistant TIT (Senior Bookkeeper) Page 6 of 18Preparation | Disbursement) Voucher Preparation of| LDDAP-ADA 138 — 148 day of the month (1% half payroll) 4 week ofthe month (2" half payroll and Remittance| of salary deductions) Personnel Section (Preparation of Disbursement Vouchers for the lst and 2nd half of Payroll) = Administrative Assistan' 1 Personnel Section (Preparation of Disbursement Voucher for remittance of mandatory salary deductions} - Administrative Assistant Ir RPSU (Preparation of Disbursement Vouchers for remittance of Salary Deductions for Private Companies) - Administrative Officer II Disbursement Vouchers - Box ASignatory - School Head AccountingSection (Pre- audit/validation /verification) ~ School Accountant/School Administrative Assistant Ill(Senior Bookkeeper) Approval = School Head Accounting Section (Preparation of LDDAP-ADA) = School Accountant/ School Administrative Assistant 11 (Senior Bootckceeper) Approval = School Head Page 7 of 18ise 14% day of the month (half payroll) Payment of Salaries and related expenses (Process 5.1 up to 5.6) 4h week ofthe month (2-2 half payroll) and remittance of salary deductions Maker/Feedback to payee/Distribution of Employee Pay Slips School - Cashier/ School Administrative Assistant I (School Disbursing Officer) Pre-audit/validation /verification| + School Accountant/School Administrative Assistant Ill (Senior Bookkeeper} Authorizer School Head . The standard procedure for the preparation of attendance summary, payroll and payment of salaries of in the Public Schools (Implementing Units) that prepare school- based payroll shall be as follows: employees and related expenses Process) Description | Timeline ie eeceenaiee i T Updating of |I*—6 | Personnel Section (Preparation) Electronic |dayofthe | - Administrative Form 7 with | month Officer I/Administrative supporting Assistant documents U/Administrative Aide and summary of Accounting Section (Pre- changes audit/ validation /verification) = School Accountant/School Administrative Assistant Ill (Senior Bookkeeper) Approval School Head. Page 8 of 18Preparation |7®—9% | Cashier Section (Preparation) and dayof the - School confirmatio| month Cashier/School n of Administrative Assistant Electronic 11(Payroll Master) Payroll “Mastfile” Personnel Section (Review and confirmation) - Administrative Officer 1/ Administrative Assistant II/ Administrative Aide Accounting Section —_(Pre- audit/validation /verification) - School Accountant/School Administrative Assistant Ill (Senior Bookkeeper) Approval = School Head Pre-audit and| 10% - | Personnel Section (Preparation| Accrual of | 12%day of Obligation Request} Payroll - Administrative Assistant 1 Obligation Request (Signatories) = School Accountant/School Administrative Assistant] Il (Senior Bookkeeper) - School Head Accounting Section —_(Pre- audit /validation/verification andaccrual) = School Accountant/School Administrative Assistant Ill (Senior Bookkeeper) Page 9 of 18Preparation o: Disbursement! Voucher Preparation of LDDAP- ADA 13% — 14m day of the month (i half payroll) am week of the month @ half payroll and remittance of salary deductions Personnel Section (Preparation of Disbursement Vouchers for the 1% and 2r¢ half of Payroll) - Administrative Officer Tl/Administrative Assistant Il/Administrative Aide Personnel Section (Preparation of Disbursement Voucher for remittance of salary deductions - Administrative Officer I/Administrative Assistant Il/Administrative Aide Accounting Section —(Pre- audit/validation/verification) + School Accountant/School Administrative Assistant Ill (Senior Bookkeeper) Approval - School Head Accounting Section (Preparation| of LDDAP-ADA) - School Accountant/School Administrative Assistant I (Senior Bookkeeper) Approval - School Head Page 10 of 18Payment of Salaries and related expenses (Process 5.1 up to 5.6) Tan 14% day of | payee/ Distribution of Employee the month | Pay Slips (i half} = School Cashier/School payroll) Administrative Assistant I (School Disbursing Officer) 4 week — | Pre-audit/validation/verification] ofthe = School month Accountant/School (2°¢ half Administrative Assistant payroll) III (Senior Bookkeeper) and remittance | Authorizer of salary - School Head deductions Maker/Feedback to D. The standard procedure on the preparation of payroll of the Regional Office, SDOs and Public Schools by the RPSU shall be as follows: Process No. Description ‘Timeline | Unit/Section/Person Responsible T Updating of payroll database per requests and electronic Form 7 received with summary of changes and preparation of Electronic Payroll “Mastfile” Ta 5 day of the month RPSU Division In-Charge Release of Electronic Payroll “Masttfile” for Confirmation om day ofthe month RPSU Division In-Charge Page 11 of 18Adjustment/ | 7— 11% | RPSU Division In-Charge Finalization of | day of the Electronic | the Payroll month “Mastfile” basedon confirmation Received Release of | 12"day | RPSU Division In-Charge Adjusted/ of the Finalized month Electronic Payroll “Mastfile” Preparation | 12*day | RPSU Administrative Officer andrelease of | Of the Payroll month Summary for Processing of funds requirement, payment and accrual Release of 13h day| Supervising Administrative Officer| semi-monthly | Of the electronic month copies of (first payroll half) registers (Net Pays) via | 25m day DepED email | Of the of duly | month designated (second personnel half) Signing of | 15" —| Chief Administrative Officer Printed Final | 19™ day’ Payroll of the | Regional Director Registers month Page 12 of 188 Release off 19 day] RPSU Division In-Charge Electronic Of the Form 7 vial DepED email] "nt? of duh designated personnel ~ Signed 20% day| Releasing Clerk Payroll of the Registers, Pay | month Slips, Abstracts of Deductions and Form 7 for the next payroll month to Liaison Officers ‘The detailed procedure is exhibited in Annex “A” and shall form part of the Operations Manual of the Regional Office, SDOs and Public Schools (Implementing Units). E, The roles and responsibilities of the Personnel Section/Units of the RegionalOffice, SDOs and Public Schools (Implementing Units) shall be as follows: 1. Prepare and submit to the RPSU duly verified and approved attendance report (Updated Electronic Form 7) with summary of changes and supporting documents; 2. Receive, review and send confirmation of Electronic Payroll “Mastfile” to the RPSU and preparer of school-based payroll in Public School (Implementing Units); and 3. Prepare Obligation Request and Disbursement Voucher with complete supporting documents, secure signatures of authorized officials for Box A, and forward to the Budget/Accounting Sections/Units for obligation and payment processing. Page 13 of 18F, The roles and responsibilities of the Accounting Section/Units of the Regional Office, SDOs and Public Schools (Implementing Units) shall be as follows: 1. Verify/validate accuracy of personnel movements in the Updated Electronic Form 7 per summary of changes indicated against the attached supporting documents; 2. Validate entries in the Electronic Payroll “Mastfile” against Updated Electronic Form 7 and verify mathematical accuracy; 3. Verify/validate completeness of documentary requirements and mathematical accuracy of Obligation Request and Disbursement Voucher for payment; 4. Validate Financial Data Entries and Hlectronic Advice to GSB against recorded Electronic Payroll “Mastfile”, Electronic Payroll Register (Net Pays) and verify accuracy/completeness of remittance of salary deductions; 5. Record accrual of duly approved payroll and related transactions; and 6. Prepare LDDAP ADA. G. The roles and responsibilities of the Cashier’s Section/Units of the Regional Office, SDOs and Public Schools (Implementing Units) shall be as follows: 1. Receive semi-monthly payroll register (Net Pays) from the RPSU for conversion to Financial Data Entries to be submitted to the Government Servicing Bank (GSB); 2, Prepare Financial Data Entries for the GSB; 3. Prepare Electronic Advice to GSB for payment; 4. Prepare as Maker Online Electronic Advice to GSB for payment; 5. Prepare as Maker check payment; 6. Upload verified Financial Data Entries in the auto-credit facility of the GSB; 7. Submit copy of deposit slip of fund transferred to the RPSU Deduction Current Account for remittance of salary deductions to Private Companies; 8. Record LDDAP-ADA/check payment in the registry; 9. Send feedback to payee on the payment/credit to ATM/Current Account; Page 14 of 1810.Prepare school-based payroll of Public Schools (Implementing Units); 1L.Distribute pay slips of employees; and 12.Release payment/payment documents to payees. H. The roles and responsibilities of the RPSU in the preparation of payroll of theRegional Office, SDOs and Public Schools shall be as follows: Iv. a x Update database per requests received from the Regional Office, SDOs and Public Schools (Implementing Units) on Personnel Actions/Movements and Updated Electronic Form 7 duly verified and approved with summary of changes and supporting documents; Issue Unique Item Number for new DepEd personnel; Prepare and release Blectronic Payroll “Mastfile” and Adjusted/Final Electronic Payroll “Mastfile” for confirmation of the Regional Office, SDOs and Public Schools (Implementing Units) concerned; Prepare and release payroll summary for funding, payment and accrual of the Regional Office, SDOs and Public Schools {Implementing Units) concerned; Release electronic copy of semi-monthly payroll registers (Net Pays) to DepEd email of duly designated personnel of the Regional Office, SDOsand Public School (Implementing Units) for conversion to GSB system;and Release duly signed final payroll registers with division and station totals in quadruplicate copies, pay slips in duplicate copies, abstracts of deductions in duplicate copies and Form. 7 (printed and electronic copies) for the next payroll month to the Regional Office, SDOs and Public Schools (Implementing Units); Monitoring and Evaluation A Payroll Preparation and Payment Monitoring Team (PPMT) shall beorganized by the Regional Office which shall be composed of the following: Page 15 of 18Regional Office Division Office Chief Administrative Chairperson _| Officer - Administrative Chief Administrative Co-Chairperson | Officer - Finance Supervising Members Administrative Officer - Finance Supervising Administrative Officer — Administrative/RPSU Head RPSU Accountant Division Accountant ‘Administrative Officer V | Administrative Officer 1V| - Personnel Section - Personnel Unit ‘Administrative Officer V | Administrative Officer IV > Cashier’s Section - Cashier's Unit The PPMT shall have the following roles and responsibilities: 1. Monitor implementation of the Standard Procedure on the Payment of Salaries of Employees and Related Expenses throughout the region; 2. Prepare and submit Monitoring & Evaluation report; 3. Conduct validation, verification and investigation of noted violations inthe implementation; and 4, Submit investigation report for appropriate action. The PPMT shall conduct monitoring and evaluation on the effectiveness and efficiency of the implementation of the Standard Procedure on the Payment ofSalaries of Employees and Related Expenses in the three levels of governance in the region. The indicators to be used shall be a) timely and accurate payment of salaries and related expenses, b) prompt feedback to payees, c} proper segregation of duties and responsibilities, d) propriety in the recording of transactions, and e) timely, accurate and complete financial reports. ‘The result and corresponding recommendations shall be submitted to the Office of the Regional Director for approval. Feedback shall be presented in the quarterly Regional/Division Program Implementation Review together Page 16 of 18with the Technical Assistance Plan prepared in collaboration with the Quality Assurance andField Technical Assistance Divisions to address the identified issues and concerns. Page 17 of 18References: 1, DepEd Regional Memorandum No. 419, s. 2022: Electronic ‘Transmission of Data on Net Salary of Teachers and Employees of Region II; 2. DepEd Regional Memorandum No. 043, s. 2022 Implementation of ‘Twice- A-Month Release of Salaries of DepEd Personnel in Region 1m; 3. DepEd Memorandum dated November 23, 2021: Dry Run in the Implementation of a Twice-A-Month Release of Salaries and Allowances during the Payroll Month of December 2021; 4. DepEd Memorandum OUF-2021-0703 dated October 27, 2021: Internal Guidelines on the Implementation of Twice-A-Month Release of Salary to DepEd Personnel; 5, DepEd Central Office APDS Taskforce Resolution No. 06, s. 2021: A Resolution Recommending the Approval to Utilize the Existing FoxPro Program of Regional Offices that Implement the Twice-A- Month Salary Releases to Employces; 6. DepEd Regional Memorandum No. 642, s. 2021: Creation of Pass-Through Account for the Online Crediting of Salaries, Allowances, Benefits andOther Payments Paid Through Payroll; 7. DepEd Order No.14, s. 2019: Implementation of the P5,000.00 Net Take- Home Pay for the Department of Education: personnel for Fiscal Year 2019; 8. DepEd Order No. 30, s. 2011: Implementation of School-Based PayrollPreparation; 9. DepEd Order No. 47, s, 2009 Amendments to Item No. 5 of DepEd Order No. 46, s. 2004 (Amendment to DepED No. 37, s. 2004): Implementation ofthe Direct Release of Funds to DepED Regional Offices and Implementing Units; 10.DepEd Order No. 101, s. 2009: Reiteration of the Prohibition on DepED Officials/Personnel in Entering into A Memorandum of Agreement (MOA) and To Act as Agents of Private Lending Institutions (PLIs); and 11.Department of Budget and Management Circular Letter No. 2008-8 dated October 23, 2002: National Guidelines on Internal Control System (NGICS). Page 18 of 18“ANNEX A” STANDARD PROCEDURE ON THE PAYMENT OF SALARIES OF EMPLOYEES AND RELATED EXPENSES IN THE REGIONAL OFFICE, SCHOOLS DIVISION OFFICES AND PUBLIC SCHOOLS I, For the Regional Office and Division Offices under the Regional Payroll Services Unit (RPSU) Process Description - Updating of Electronic Form 7 Region/Division Receive Electronic Form 7 from the 20% day of Administrative Regional Payroll Services Unit the month Officer V/1V (RPSU) prior to (Personnel payroll Section/Unit) month Region/Division 2 Sort Electronic Form 7 and send to 20% 31tday of Administrative respective district offices/personnel _ themonth OfficerIV/11 in-charge for updating (Personnel Section /Unit} Region/Division/Di 7 Collate supporting documents 20% to 31tday St Fict/School such as Daily Time Report (DTR), Srtpe month Administrative Form 6, Travel Authority and OfficerIV /1I Special Order (Personnel Section /Unit) Update Electronic Form 7: indicate employee movements/changes, i.c. removal Region/Division/ of inactive employees: resigned, District /School 4 retired, deceased, on leave without fe pay, transfer to other 20% to 31st day Bena betas division /station and dismissal ofthe month ree from service due to criminal case, Sep and report of employees’ undertime/tardiness. Indicate Summary of Changes. Forward Updated Electronic Form 7 Region/Division/Di with Summary of Changes and caer, Cl 5 supporting documents for approval rict/School/Admini of Regional Director/Schools citing ana st rative Officer Division Superintendent IV/Il (Personnel (SDS) /School Heads. Section/Unit)20% to 31tday RD/SDS/School ofthe month | Head ‘f ok, affix signature on the 6 | Region/Division/School } Updated Plectronic Form 7. EEE: EEE \Region/Division | Collate signed i i 7 | Region /Division /School Updated Gee, coe lometnynce i Electronic Form 7 and | | (Personnel SE ee eee ceeceereceeee a ae ___| Section/ Unit) _ Ves Region/Division feet ly 20% to 31*day | Administrative i any, andaffix initial on the ee eee i | “Certified Correct” portion. 2 ma cer lV/ ! ' (Personnel Vereen ait ft Section/Unit) ' | Forward signed Region/ | Region/Division |g _ | Bivision/School Updated Flectronic | 20% to 31 day | Administrative Form 7 with summaryof changes _| ofthe month Officer IV /1 i | and supporting documents for i (Personnel i review of Administrative Officer | | Section/ Uni ; i | : Review Updated Electronic Form 7 20% to 31 day | Region/Division — | with summary of changes and eee eae Administrative | Supporting documents. | Officer V/IV [if ok, affix signature on the “Certified | , Region/Division ~ | to | Correct” portion of the Updated 20% to 31st day | Administrative | | BlectronicForm 7 with summary of | ofthe month Officer V/IV | changes and supporting documents. | i (Personnel igned Updated 9 SSS i 11 | Blectronie Form 7 with the 20% to 3ltday | Administrative | summary ofchenges and ofthe month Officer V/IV | supporting documents forapproval | (Personnel I |__| of RD/SDS. Set I Section /Unit) i 12. Affix signature for approval. oe ce | RD/sDs : | Forward approved Updated i Creer et 13 Electronic Form 7 with the 20% to 31st day | . | (ORD)/ Office of | summary of changes and supporting | ofthe month Seated | documents to Accountant for pre- | | Superintendent ! audit /verification. | (SDS) ' ‘Verify approved Updated Electronic i H 14 | Form7 with the summary of 200 9 316 dey | Accountant | changes against the supporting i | ____| document SEE I eee eee eee eee eee eee oe ir ok, affix signature on the i “Verified” portion, get copy and 20% to 31* day 16 | yeturn verified copyto the ofthe month eae Region/Division Administrative | Officer V/V.F ; Region /Division Submit the approved and verified 550.44 s1day Adminitrative 17 copy ofthe Updated Electronic Form 7 with the summary of ofthe month Officer V/IV changes to the RPSU. (Personnel Section /Unit) End of Process Process Description - Confirmation of Electronic Payroll “Mastfile” Accountant Receive electronic Payroll “Mastfile” See cece eae fromthe RPSU ‘y Administrative STOTT Officer V/IV (Personnel Section /Unit} Retrieve copies of the 2 submitted /approved Summary of Changes and last month’s payroll Validate changes in the electronic Payroll “Mastfile” against the changes indicated in the submitted /approved Summary of Changes and compare with the last month’s payroll 5% to 7% day of Foret Accountant If ok, sign on the “Verified portion” of theElectronic Payroll “Masttile”, get copy and forward verified copy to the Region/Division Administrative V/IV for signature and preparation 5 ¢9 7 day 3 of Confirmation Letter. Accountant ofmonth If not OK, return to the RPSU forcorrection In case of additional movements/changes noted and verified after the submission of the approved Summary of Changes, said additional movements/changes noted shall be included in the Confirmation Letter to besent to the RPSU to finalize the electronic Payroll “Mastfile” for the month.If ok, affix signature on the Electronic Payroll “Mastfile”, get 4 copy and forward signed copy to ORD/OSDS together with the Confirmation Letter for Region /Division 5% to 7 day of | Administrative themonth Officer V/IV (Personnel Section/Unit). approval/signature. If ok, affix signature sth 't 5 eu to 7" day of ~~ RD/sDS If not OK, return for correction. retisl in Return to the Accountant Original Confirmation Letter for St to 7 day of © COA post-auditand copy to themonth oe OSD eS Region Division Administrative Officer V/IV. Region/Division 7 Submit signed /approved 5t to 7 day of Administrative Confirmation Letter to the RPSU _themonth Officer V/IV (Personnel Section/Unit) End of Process Process Description - Pre-Audit and Accrual of Payroll Region/Division 1 Receive payroll summary (PaySum) 12 day of Administrative forthe Month themonth Officer1V Cashier Print PaySum and prepare Obligation Request and Status {ObRS) and forward to Peete Region/Division 2 Region/Division Administrative seers ta einetetioe Officer V/IV and Region Chief one Administrative Officer and Division SDS for signature on the PaySum and ObRS (Box A) Region /Division 3 Review and affix signature 12% to 13% day , on thePaySum and ObRS ofthe month Chief (Box A) Administrative Officer/SDS Region /Division 4 Forward signed ObRS and 12% to 13% day i PaySum to the Budget ofthe month Chief Section /Unit for obligation Administrative Officer/SDS~~] Review and affix signature on the | ObRS (Box B) and record in the | Registry of Allotment and | Obligations-Personnel Services (RAOPS) Forward signed ObRS and | Paysum tothe Accounting | Section/Unit for pre- audit ) Validate additional changes | noted in the Confirmation Letter submitted tothe RPSU if | reflected on the PaySum and the saved electronic Payroll “Mastfile”. | If okay, check mathematical | accuracy of the PaySum. } | If not okay, in case of adjustments on basic salary, a supplementary payroll will be made during the month and correct basic salary will be | reflected onthe next month’s | payroll. Otherwise, the employee | will be advised to make arefund | over the counter. “lim case of adjustments on salary deductions, a refund will | bemade tothe employee during ‘the month. , Otherwise, the employee will be | advisedto make payment over the ' counter. Inform RPSU Accountant about the adjustments on salary deductions refunded to the employee during themonth. Verify accuracy of accounting journal entries indicated in the PaySum against the saved signed Electronic Payroll “Masttile”. If ok, forward to the Accounting Stafi-In-Charge of recording. ! 12m to 13% day | ofthe month | 12 to 13% day ofthe month 112% to 13% day ‘ ofthe month 12% to 13t day | ofthe month 12% to 13% day ) ofthe month | Budget Officer Budget Officer le | Accountant Accountant | AccountantOtherwise, return to the RPSU. Prepare Journal Entry Voucher Region/Division 190 WEY) to record the accrual of 12% to 13% day regular salaryfor the Month per ofthe month Accountant/Senior PaySum and ObRS. Print and Bookkeeper/ADAS sign as Preparer. m0 Forward JEV and 12% to 13 day Region/Division 11 supporting documents to ofthe month Accountant /Senior the Accountant for Bookkeeper/ADAS signature. m 12 Review and affix signature. pa aes Accountant Forward copy of the accrued payroll: JEV, ObRS, and PaySum to Senior Bookkeeper /Administrative 13, Assistant (ADAS) Ill-Accounting Unit/Section forfile and Original copies to Region/ Division Administrative OfficerV /IV (Personnel Section/Unit) for preparation of Disbursement Voucher (DV). End of Process 12" to 13% day page Accountant Process Description - Preparation of Disbursement Vouchers Receive accrued payroll. Region /Division Prepare DV in favor of the Aen Government Servicing Bank (GSB) Officer V/IV for Net Pay (firsthal) based on the 13t'to 14 day duly accrued payroll. ofthe month ean Payron. Section /Unit} Prepare DV in favor of the GSB for 1 Net Pay (2"4 half), GSIS, Pag-ibig. and Phil Health for the remittance of Mandatory Salary Deductions and Contributions and Ano ceinor Department of Education peatidencnundisesedionttaetd aly Milica accrued payroll. Affix initial.For Private Companies and | other Government Financial Institutions. _Affixc initial, 13% to 14% day ‘ | Region /Division pone DV and supporting ofthe month | Resion/! jocumentsto Region Chief Administrative 2a aaietsietatire Oticer/ Division | Officer V/IV sisi ols Division ee Superintendent (ASDS) for 4m week of - fom / Cini Lea hl themonth ection /Unit} : review/signature, | /13% to 14% day ) ~ i t ofthe month | Region Chief 3 _ | Review and affix signature on Administrative the DV (Box A.) Officer/Division ij 4% week of ASDS themonth ' A z at ae ir an a i: Region Chief ' | Forward DV and supporting | Administrative 4 | documents to the Accounting | Officer Division : | Staff-In-charge of Pre-audit. pepe lass themonth ' Pre-audit DV and supporting 13% to 14% day documents. In case of DV for Net. ofthe month Region /Division 5 | Pays,retrieve Electronic Payroll Accountant/Accou j Register (NetPays), Electronic nting Staff Payroll “Mastfile” andvalidate. 4% week of designated to | Write Accounting Journal Entries themonth perform Pre-audit | (Box B) and initial (Box C) a ; i ‘Retrieve Registry of Allotments and Notice of Cash Allocation | : | (RANCA) andencode details of Region /Division | the DV and write theassigned DV | 136to 14%day | | number. ofthe month Accountant /Accou | nti ong Staff 6 | designated to If okay, forward to the 4th welt of | perform Pre-audit | Accountant for signature (Box themonth | c). | 1 Otherwise, request for additional ___ . Noticeof Cash Allocation (NCA). HH cH i et day 7 Review and affix signature (Box C). | ofthe month | Accountant || ait week of i \ | themonth SevEszE PEE (138 to 14% day | | ‘ ofthe month | Release documents to the { 8 | oRD/OSDSfor approval. | adem 4% week of themonth - enas 13® to 14% day ee | ofthe month 9 | Hokey, affix signature (Box D). ! RD/SDS | 4th week of | themonth L Forward approved documents: '13% to 14% day ! | ofthe month for preparation of List of Due and | ORD/OSDS 10 | Demandable Accounts Payable- | | | Automatic Debit Advice LDDAP- | 4m week of { ADA) tothe Accounting | themonth eee nf Us _t ca ' eh to ay i | ofthe month 11} Prepare LDDAP-ADA and [forward toAccountant for | | signature. | 4m week of : i | themonth | 3a to Tae day i | ofthe month 12 | Review and affix signature. i Accountant | 4% week of themonth | 14 | Forward LDDAP-ADA and 13 | supporting documents to the | ORD/OSDS for approval. | Review and affix signature. | 13% to 14% day | ofthe month | 4m week of themonth “| 13% to 14% day | ofthe month i | 4 week of | themonth Accountant/Relea sing Clerk15 Forward to Cashier for payment. End of Process 13% to 14% day ofthe month ORD/OSDS 4 week of themonth Process Description - Payment of Salaries and Related Expenses 5.1 - Payment of LDDAP-ADA thru Expanded Electronic Modified Disbursement System (EMDS) Payroll Receive LDDAP-ADA signed by the Accountant and RD)/SDS and supportingdocuments. Compare LDDAP-ADA with the approved DV and supporting documents. If okay, record LDDAP-ADA in sequentialorder in the Warrant Register. Print the converted Financial Data Entry System (FinDES) and sign as PREPARER. Prepare electronic Advice of LDDAP- ADAissued thru EMDS and print. 13% to 14% day ofthe month Staff/Cashier/Disb Poa ursing Officer themonth 13% to 14% day ofthe month Staff/Cashier/Disb piacere ursing Officer the month 13% to 14% day ofthe month Staff/Cashier/Disb ursing Officer 4 week of the month 13% to 14% day ofthe month Cashier /Disbursing 4m week of nes themonth 13 to 14% day ofthe month Cashier /Disbursing Officer (as MAKER)10 w t Forward LDDAP-ADA Issued signed andcertified by the Accountant. Likewise, signed by the Cashier including the signed FinDES to the Accountant for Also, forward the system generated printed copy of electronic Advice of LDDAP-ADA Issued to the Accountant forreview. Review accuracy. In case of LDDAP ADAfor Net Pays, retrieve ! Electronic Payroll Register (Net ' Pays), Electronic Payroll “Mastfile” and validate. : If okay, record to database and forward to ORD/OSDS for signature/approval onthe printed copies and online system as AUTHORIZER. Otherwise, return to Cashier forcorrection. Approval of hard copy of LDDAP- ADAlssued and FinDES. Online approval of the electronic advice of LDDAD-ADA issued thru EMDS and generate copy. Return to Cashier signed LDDAP- ADA issued, FinDES and system generated electronic advice of LDDAP-ADA issuedas APPROVED. | themonth “13% to 14% day ofthe month 4th week of themonth. 13% to 14% day ofthe month 4th weelk of themonth 13% to 14% day ofthe month 4th weele of themonth 13% to 14% day ofthe month 4 week of themonth 13% to 14% day ofthe month 4% week of themonth 130 to 14% day : ofthe month 4th week of themonth i | | Staff/Cashier/Disb | ursing Officer Staff/Cashier/Disb | ur sing Officer | Accountant RD/SDS | RD/SDS (as | AUTHORIZER) | | —| | | | | ORD/OsDS: |End of Process 5.2 - Conversion of RPSU Semi-monthly Electronic Payroll Register (Net Pays) fileto the System Requirement of the Government Servicing Bank (GSB) 13% to 14% day 1 __ Receive Semi-monthly Electronic ofthe month Staff/Cashier/Disb PayrollRegister (Net Pays) from the 4m week of ur sing Officer RES themonth 13% to 14 day 2 Compare LDDAP-ADA with the one Loney Staff/Cashier/Disb approved DV and supporting 46h week of, ur sing Officer documents Ree oniis 13% to 14% day 3 Wekay, record LDDAP-ADA in ofthe month Staff/Cashier/Disb sequentialorder in the Warrant 4% week of ur sing Officer Register cian 13% to 14% day Save the txt. File in the ofthe month 4 Cashier’s DataFile and forward oat Buea ies copy to the Asst. 4 week of Cashier, if applicable. themonth 13th to 14% day ofthe month i 5 Convert the txt.file into FinDES. oa 40 week of ae themonth Compare the amount of the 13% to 14% day 6 approved DV, Semi-monthly ofthe month Staff/Cashier/Disb Electronic Payroll Register (Net Pays) 4: week of ur sing Officer with the total amount in the Peel FinDES. 13% to 14% day 7 lf tally, print the FinDES and sign ofthe month Staff/Cashicr/Disb on the“Prepared By”. Leen ur sing Officer themonth Forward to the Cashier the 8 approved DV, LDDAP-ADA, Payroll Register (Net Pays) and signed printed FinDES. 13 to 14% day —_Staff/Cashier/Disb ofthe month ur sing Officer10 ll 12 13 Review the documents and validate Net Pays in the Payroll Register against the txt.file saved earlier in the Cashier’s DataFile. Affix signature on the LDDAP- ADA andprinted FinDES and forward to the Accountant for verification. Verify accuracy. If okay, record to database and release to ORD/OSDS for signature approval. Otherwise, return to Cashier for correction. Affix signature /approval of the LDDAP-ADA and printed FinDES. Return to Cashier approved LDDAP- ADA and printed FinDES as basis for the preparation of GSB’s Auto- credit Facility. End of Process 4th week of themonth 13% to 14% day ofthe month 4th week of themonth 13% to 14% day ofthe month 4m week of themonth 13th to 14th day of the month 4th week of the month 13% to 14% day ofthe month 4th week of themonth 13% to 14% day ofthe month 4 week of themonth 5.3 - Preparation of Financial Data Entry System (FinDES) Compare the amount of the LDDAP-ADAagainst the approved DV. 13% to 14% day of the month 4th week of themonth 13% to 14 Record the LDDAP-ADA in sequential ayof the orderin the Warrant Registry. month 4th week of themonth Cashier /Disbursing Officer Cashier /Disbursing Officer Accountant RD/SDS Cashier/Disbursing Officer Cashier/Disbursin gOfficer Cashier/Disbursin gOfficer| Cashier/Disbursin ! 3 Prepare the manual FinDES. | gottcer 4m week of | ' ee themomth eat 13% to 140 eck the total amount against the dayof the Be : 4 LDDAP-ADA. If correct, print Payroll | month bee ee Disbursin | | Register, FinDES and affix signature. g Officer | 40 week of SERREEtEE RE HEE ECE Ht themonth eee : 7 ee eet 13% to 14th | Forwart ¢ LDDAP-ADA with the . dayof the + 7 aod 5 attached DV and signed Payroll “month omen pispore Register and FinDES to the Cashier. 4% week of ast piseipaeaneee EEE beset i 13% to 14% { je Check the total of LDDAP-ADA, Dv, | dayof the Cashier/Disbursin. | PayroilRegister against the total in month gOfficer | the FinDES. 4% week of \ the month SEER 13% to 14% | os Check the Individual Payee’s Account . dayof the Cashier /Disbursin | nameand number in the Master file, | ™onth Officer | 4m week of \ themonth et | 13% to 14th { a If no correction, sign the LDDAP- day of the Cashier /Disbursin | ADA and FinDES. month gOfficer | | 4m week of { : themonth peed Forward signed LDDAP-ADA and FinDES 13th to 14th | together with the DV and supporting day of the Cashier/Disbursin 9 documents to the Accountant for month g Officer | verification. i 4th week of | EEE eee eee Eee the month ! | Verily accuracy. 13th to 14th | | day of the 10 | Ifokay, record to database and release to | month Accountant | ORD/OSDS for signature/approval. 4th week of | Otherwise, return to Cashier for the month | Z Po a Hee 14 a a FE uw Affix signature on the LDDAP- day of the ADA andFinDES. month 4% week of13% to 14h Return signed LDDAP-ADA and day of the 12 FinDES tothe Cashier as basis for eaent ORD/OSDS uploading in the GSB's Auto-Credit Facility. 46 week of themonth End of Process 5.4 - Auto Credit Facility Passthrough 13% to 14day Go to We Access “Account of the Cashier/Disbursin Information” andclick Institutional Peet gOfficer Services. 40h week of themonth 13t to l4mday of the Cashier/Disbursin a Select and click “New ATM Payroll”. ie gOfficer 4% week of themonth 13% to Click “Chose a File” (RPSU data l4atday Cae 3 converted, validated and saved by of the Co the Cashier), then click “Upload”. month (Aer 4 week of themonth 13% to 14%day Go to the corresponding “Account of the Cashier/Disbursin Numbersto be credited” and click. es gOfficer 40 week of themonth 13% to 14thday Select and click “Immediate of the Cashier/Disbursin Payment” and Date. faonth| gOfficer 4 week of themonth 13t to l4thday of the month Cashier/Disbursin gOfficer (as MAKER) Select and click “Submit” for approval of the AUTHORIZER.[ati weelk of | themonth | Check the registered email address ofauthorized personnel | to the LBP. 4% week of | Cashier/Disbursin ) gOfficer (as | MAKER) | RD/SDS (as | AUTHORIZER) fH SEER EEE HEHEHE ECE EEC ea aera ee | Cee eee Hl i i 713% to 1 Once approved by the AUTHORIZER, | Landay } | 9 | the bank will advise the Maker who of the ao i will receivean email informing that | month i the Maker “has a Payroll Request } Pending”. | 49 weeks of i | themonth Ea fi SEE 7 a 13% to If the “Payroll Request Pending” is lahday | | 49 | approved by the bank, the Maker will ofthe |asp i | jreceive an email informing that “the month z ‘ Payroll Request Pending was already t ' processed by the HOST (GSB)”. am week of oe a ei eiteb Cui themonth. Send feedback to payee on the amount 13th to | | credited to ATM Payroll Account and 14th day of I : the month ' i | Cashicr/Disbursin | 1 4th week of | g Officer | : the month i i Hat Account for the remittance of | 3rq — ath | | salary deductions week of the ot ESSE ELE oe month oo 21st j | Distribute Employee Payslips 30th day of | } the month | Cashier/Disbursin j g Officer t 3rd — 4th Release of payment documents to | week of the other payees month5.5 - Payment thru LDDAP-ADA-IC Salary Deductions and EXTERNAL 10 eT 12 CREDITOR - Private Companies Receive LDDAP-ADA and supportingdocuments from ORD/OSDS. Compare LDDAP-ADA against theapproved DV. Record the LDDAP-ADA in sequential order in the Warrant Register. Forward the documents to the Cashier. Compare LDDAP-ADA with the approved DV. If correct, prepare the Electronic Adviceof LDDAP-ADA Issued. Print system generated Advice of LDDAP-ADA Issued and attach to the LDDAP- ADA and approved DV. Forward the LDDAP-ADA and the printed system generated Advice of LDDAP-ADA Issued and approved DVwith the supporting documents to the Accountant for verification. Review accuracy. If okay, record to database and forward to ORD/OSDS for signature/approval. Otherwise, return to Cashier for correction. Review and affix signature on the LDDAP-ADA. Approve the electronic Advice of LDDAP- ADA Issued and print. Return to Cashier signed LDDAP- ADA and printed electronic Advice of LDDAP- ADA Issued with the approved DV and supporting documents. 34-40 week of themonth 3:4 — 4% week of themonth 3r4— 40 week of themonth 3r4— 4% week of themonth 3r4— 4% week of themonth 3r4— 4 week of themonth 3r4#— 4% week of themonth 3r4— 4 week of themonth 3rd — 4th week of the month 3 — 4% week of themonth 3rd — 4th week of themonth 3rd — 4th week of themonth Staff/Cashier /Disb ursing Officer Staff/Cashier/Disb ur sing Officer Staff/Cashier/Disb ursing Officer Staff/Cashier/Disb ur sing Officer Staff/Cashier/Disb ursing Officer Staff/Cashier/Disb ursing Officer Staff/Cashier/Disb ursing Officer Staff/Cashier/Disb ur sing Officer Accountant RD/SDS RD/SDS (as AUTHORIZER) ORD/OSDS13 14 1s 16 17 18 19 Release to authorized personnel copicsof proof of fund transfer for submissionto the RPSU. Submit copy of proof of fund transfer tothe RPSU. Release of remittance for Mandatory Salary Deductions (SDs), manual delivery of LDDAP ADA together with the ONCOLL deposit slips Release of remittance to PrivateCompanies Feedback to payee that the payment has been credited to their bank account Check the authenticity of identification documents provided by the payee/claimant Give the DV and logbook/register for signature of payee/claimant and receive Official Receipt Release Copy of validated ADA End of Process Set = 4th week of themonth 3r) — 4h week of themonth 3rd — 4h week of themonth 3r— 4% week of themonth 3rd — 4¢ week of themonth 3x1 — 4 week of themonth 3rd — 4th week of themonth Staff/Cashier/Disb ur sing Officer Authorized personnel/Liaison Officer Staff/Cashier/Disb ur sing Officer Staff/ Cashier /Disb ur sing Officer Staff/Cashier/Disb ur sing Officer Staff/Cashier/Disb ur sing Officer Staff/Cashier/Disb ur sing Officer 5.6 - Payment through the issuance of Modified Disbursement System (MDS)Checks Determine the net amount to be paid. Prepare check and attach to the DV and supporting documents. 13% to 14% day ofthe month 4% week of themonth 13% to 14% day ofthe month 4th week of themonth Staff/Cashier/Disb ursing Officer Staft/Cashier/Disb ursing Officer13% to 14% day Record the details of the es ee check in sequential order in : 4th week of the Warrant Register. eae [EEE HE {3% to 14% day | ofthe month Verify accuracy of check againstapproved DV. 4% week of j themonth Sot 13% to 14% day If incorrect, cancel the check, ofthe month indicatecomments and return to the Asst. : 4 week of comuiete themonth If correct, sign the check as MAKER. 7 13% to 14% day Prepare Advice of Checks Issued ofthe month and Cancelled (ACIC) using the LBP EMDSS$ystem as MAKER. 4m week of themonth 13 to 14% day | ofthe month Print system gencrated ACIC. Record and release documents (Dv | the month withsupporting documents, Check and ACIC) to the | 4m week of | Accounting Section /Unit. themonth Verify accuracy. In case of ofthe Month Check for Net Pays, retrieve i | Electronic Payroll Register (Net Pays), Electronic Payroll 4th week of “Masifiles” and validate. theMonth If okay, record to database and forwardto the ORD/OSDS for signature as AUTHORIZER. Otherwise, return to Cashier for correction, 13m to 14% day + | Staff/Cashier/Disb} ursing Officer | Cashier/Disbursin | gOfficer | Cashier/Disbursin Officer (as MAKER) Cashier /Disbursin gOfficer (as MAKER) ' Cashier/Disbursin | gOfficer (as ) MAKER) | Staff/Cashier/Disb jursing Officer — | | } AccountantIf okay, affix | signature as 10 | AUTHORIZER. | Otherwise, return to | Cashier forcorrection. | Return to Cashier for deposit to ATMPayroll Account of employees | | | | Deposit to ATM Payroll | | Account ofemployces | the amount credited to ATM Payroll Account and, 13 | check payment ready for pick | up for the remittance of salary ' deductions Distribute Employee Payslips 14 | Release of check and payment | documents to payees for the remittance of salary ! deductions Check the authenticity of ~ 15 | identification documents provided by the payce/claimant __ | 138 to 14% day ofthe month 4 week of | themonth | 13% to 14% day | ofthe month | | 4% week of ' themonth | 13% to 14 day | ofthe month 4% week of themonth “13th to 14 | of the month | 4th week of the | month | 3rd - 4th week of j Be month Dist - 30th day of j the month | ard - 4th week of | the month | Stali/Cashicr/Disb | ur sing Officer | Staff/ Cashier /Disb ursing Officer g Officer | Give the DV and 3rd — 4th week of “| Cashier/Disbursin | 16 | logbook/register for signature the month | ¢ Officer | | of payee/claimant and receive i ! jesse Oa eset PEE eee eee eee eee 4 [771 Release check and copy of payment 3rd — 4th week of | | documents the month jee ~ oe | I | End of ProcessIl. For Public Schools (Implementing Units) under RPSU Process Description - Updating of Electronic Form 7 auth day Of DAS II other than Receive electronic Form 7 from the Cashier/Disbursing Regional Payroll Services Unit (RPSU). PTF to Officer (Personnel pa Section) ADAS II other than 2 Collate supporting documents Sen Oe such as Daily Time Report, Form oes o Conbier/iaparsne Pacucleae st venti 3lsday Officer (Personnel of the Section) month Update Electronic Form 7: reporting the employees’ movement, i.e. removal of ADAS II other than inactive employees: resigned, retired, ee Cashier/Disbursing 3 deceased, on leave without pay, lay Officer (Pereonnel transfer toother division/station and °f the Section) dismissal from service due to Sooty criminal casc, and report of employees’ undertime/tardiness. Indicate Summary of Changes. Affix signature on the “Prepared by” 20" to. a ee 4 portionof the Updated Electronic 9 Ieday a eras (perecanel Form 7 with the Summary of of the Section) Changes. month ADAS II other than A Ye Forward Updated Electronic Form 7 20%» to ‘Gaahien/Disbaraie with Summary of Changes and 3istday supporting documents to School of the eae Head for approval. month If okay, affix signature. If not okay, return to 20% to 5 Administrative Assistant (ADAS) 31sday School Head I other than Cashier/Disbursing of the Officer (Personnel Section). Month Forward signed/approved Updated Electronic Form 7 with the 20% to ee ona Cashier/Disbursing 6 Summary of Changes and 3isday Officer (Personnel supporting documents to the of the Accountant/Bookkeeper/Administra month pecuoD) tive Assistant (ADAS) III for pre- audit.Pre-audit/verify signed/approved Updated Electronic Form 7 with 20% to 7 Summary of Changes against Bs (acl en at oo keep, supporting documents. Pate or /ADAS III If ok, sign on the “Verified portion” and ™onth getcopy. Return copy of the verified Updated Electronic Form 7 with the 20% to G Geemumcdcinmescon 31*day oresiaeageeius Bcolieee supporting documents to theADAS _of the 7ADAS IL Il other than Cashier/Disbursing month Officer. Submit approved and verified 20% to pone ine A ashier /Disbursing 9 Updated Electronic Form 7 with 3istday Officer (Personnel Summary of Changes to the of the Secti RPSU. month ear) End of Process Process Description - Confirmation of Electronic Payroll “Mastfile” ‘Accountant/Bookkeep er 1 Receive Electronic Payroll “Mastfile” Sday of | /ADAS III from the RPSU. the ADAS II other than month ——_Cashier/Disbursing Officer (Personnel Section) Retrieve copies of — Sthto 7m Ke 2 submitted/approved Summary of day of See cee Changes and last month’s payroll. the 7ADAS Il month Validate Electronic Payroll “Mastfile” against submitted/approved Summary of Changes and compare with last month’s payroll. If okay, sign on the “Verified portion” 54, ¢q 7m | Accountant/Bookkeep 3 of theElectronic Payroll “Mastfile”, get Gay of er copy and forward to ADAS II other an /ADAS III than Cashier/Disbursing Officer (Personnel Section) for signature and preparation of Confirmation Letter to be sent to the RPSU. month If not okay, return to the RPSU forcorrection.