MINDANAO POLYTECHNIC COLLEGE

MPC LOGO CLUB LOGO

Crossing Makar, Brgy. Labangal, General Santos City
OFFICE OF THE (NAME OF DEPARTMENT)

BUDGET PROPOSAL FOR SECOND SEMESTER AY: 2022-2023

SOURCE OF FUNDS:
Particulars Note Amount
Organizational Fund (Amount of contribution x
No. of Students) XXX,XXX.XX
Admin Fee (20% of Organization Fund) X,XXX.XX
TOTAL BUDGET TO BE ALLOCATED XX,XXX.XX

BUDGETED EXPENSES TO BE ALLOCATED:

Particulars Note Amount
Management and Operational Expenses 1 X,XXX.XX
Educational and Skills Development 2 X,XXX.XX
Capital Expenditures and Projects 3 X,XXX.XX
Contingency X,XXX.XX
TOTAL BUDGETED EXPENSES XX,XXX.XX

Prepared by: Checked by:

Name and Signature of Club Treasurer Name and Signature of Club President

Noted by:

Name and Signature of Club Adviser Name and Signature of Head of Student Aff.

Recommending Approval by:

Name and Signature of Finance Officer Name and Signature of VP for Administration

Approved by:

Name and Signature of President

 NOTES TO BUDGETED EXPENSES (sample format)

Note 1: Management and Operational Expenses

Particulars Quantity/No. Price Amount
Honorarium for Adviser 1 X,XXX X,XXX.XX
Short coupon bond 1 ream X,XXX X,XXX.XX
Long coupon bond 1 ream X,XXX X,XXX.XX
Ballpen 1 box X,XXX X,XXX.XX
Printer ink 1 set X,XXX X,XXX.XX
Folder 1 set X,XXX X,XXX.XX
Certificate paper 1 set X,XXX X,XXX.XX
Stapler 1 pc. X,XXX X,XXX.XX
Letter Envelope 1 box X,XXX X,XXX.XX
Long side clip 1 box X,XXX X,XXX.XX
Utilities expense 6 mos. X,XXX X,XXX.XX
TOTAL X,XXX.XX

Note 2: Educational and Skills Development Expenses

Particulars Quantity/ No. Price Amount
SIGLAKAS-ATHLETICS
Running events (Food & Transpo.) 3 participants X,XXX X,XXX.XX
Jumping events (Food & Transpo.) 2 participants X,XXX X,XXX.XX
Throwing events (Food & Transpo.) 2 participants X,XXX X,XXX.XX
Subtotal X,XXX.XX
SIGLAKAS-SPORTS EVENTS
Swimming (Food) 3 participants X,XXX X,XXX.XX
Badminton (Food) 2 participants X,XXX X,XXX.XX
Table tennis (Food) 2 participants X,XXX X,XXX.XX
Soccer (Food) 3 participants X,XXX X,XXX.XX
Basketball (Food) 2 participants X,XXX X,XXX.XX
Indoor Volleyball (Food) 2 participants X,XXX X,XXX.XX
Beach Volleyball (Food) 3 participants X,XXX X,XXX.XX
Billiards (Food) 2 participants X,XXX X,XXX.XX
Chess (Food) 2 participants X,XXX X,XXX.XX
Mobile Legends (Food) 3 participants X,XXX X,XXX.XX
Larong Pinoy (Food) 10 participants X,XXX X,XXX.XX
Subtotal X,XXX.XX
SIGLAKAS-ACADEMIC EVENTS
Quiz bowl (Food) 3 participants X,XXX X,XXX.XX
Spelling bee (Food) 2 participants X,XXX X,XXX.XX
Extemporaneous (Food) 2 participants X,XXX X,XXX.XX
Oration (Food) 3 participants X,XXX X,XXX.XX
Debate (Food) 2 participants X,XXX X,XXX.XX
Same day-edit (Food) 2 participants X,XXX X,XXX.XX
Judges’ Honorarium 5 judges X,XXX X,XXX.XX
Subtotal X,XXX.XX
SIGLAKAS-SOCIO-CULTURAL EVENTS
Mass Dance (Food, Props, Materials and 3 participants X,XXX X,XXX.XX
Honorarium)
Folk Dance (Food, Props, Materials and 2 participants X,XXX X,XXX.XX
Honorarium)
Cosplay (Food, Props, and Materials) 2 participants X,XXX X,XXX.XX
Booth Design (Food, Tools, and 3 participants X,XXX X,XXX.XX
Materials)
Dance Sports (Food, Props, and 2 participants X,XXX X,XXX.XX
Materials)
Vocal Solo (Food, Props, and Materials) 2 participants X,XXX X,XXX.XX
Vocal Duet (Food, Props, and Materials) 2 participants X,XXX X,XXX.XX
Quartet (Food, Props, and Materials) 2 participants X,XXX X,XXX.XX
Band (Food, Props, and Materials) 2 participants X,XXX X,XXX.XX
Judges’ Honorarium 5 judges X,XXX X,XXX.XX
Subtotal X,XXX.XX
SIGLAKAS-MAJOR EVENTS
Mr. & Ms. MPC (Food, Props, Materials 2 participants X,XXX X,XXX.XX
and Honorarium)
Judges’ Honorarium 5 judges X,XXX X,XXX.XX
Subtotal X,XXX.XX
OTHER EXPENSES
Officers’ Polo shirt 10 officers X,XXX X,XXX.XX
Food for officers/ members 90 pax X,XXX X,XXX.XX
Prizes X,XXX X,XXX.XX
Jersey 10 officers X,XXX X,XXX.XX
Subtotal X, XXX.XX

TOTAL X, XXX.XX
Note 3: Capital Expenditure and Projects
Particulars Quantity/No. Price Amount
Printer 1 pc. X,XXX X,XXX.XX
Water dispenser 1 pc. X,XXX X,XXX.XX
Fountain 1 pc. X,XXX X,XXX.XX
Speaker 1 pc. X,XXX X,XXX.XX
LCD Projector 1 pc. X,XXX X,XXX.XX
Television 1 pc. X,XXX X,XXX.XX
Microphone 1 pc. X,XXX X,XXX.XX
TOTAL X, XXX.XX
 MINDANAO POLYTECHNIC COLLEGE
Crossing Makar, General Santos City

SYSTEM GUIDELINES FOR STUDENT ORGANIZATION BUDGET

1. A BUDGET for the semester should be initiated by the student organization officers and
noted by the club Adviser and the Head of Student Affairs with the Finance Officer's
recommending approval and approval by the school President.
2. The budget should be prepared within two (2) months after the start of class. Failure to
present the budget will correspond to disqualification to request funds from the office.
3. Every budget should construe to the assigned format for uniformity and better
understanding. (Please see attached sample format for the budget)
4. All budgets should be divided into two parts: (1) Source of Funds and (2) Budgeted
Expenses to be allocated. The following are the definition:
a. Source of funds- this is the amount where the student organization will get their
budget to dispense their activities. The Source of funds is divided into three (3)
parts:
i. Organizational Fund- this is the amount agreed by the members to be
contributed which will be charged to their statement of account. It is to
be noted that every change in the fees to be collected to the student
should secure a letter addressed to the school President (thru to Finance
Office) informing the office of the said adjustment to the contribution.
Failure to present a letter will bar the changes of the fee. This will be
computed with the number of members multiplied by the amount of
contribution.
ii. Admin Fee- all clubs should allot twenty percent (20%) of their
organizational fund to an admin fee. This fee includes the cost of the
uncollectability of students’ accounts and the privilege to use the fund
even if the student didn’t pay his/her obligations.
iii. Total Budget to be Allocated-this is the amount after deducting the
Organizational fund with the admin fee. The amount is subject to the
allocation of all clubs’ expenses for the semester.
b. Budgeted Expenses to be Allocated- these are the student organization's
expenses for their operations and activities. Budgeted expenses to be allocated
are divided into four (4) general BUDGETED expenses to wit:
i. Management and Operational expenses- these are budgeted expenses
that fall under the operations of the student organization. The expenses
included in this portion are office supplies, an honorarium for advisers or
officers, utility expenses, communication expenses, or any expenses
required for the studeunfornt organization's operation and management.
The organization should provide detailed information on the said
expenses. (Please see attached Notes to Budgeted Expenses for
reference)
 ii. Educational and Skills Development- these are budgeted expenses that
fall under all activities to be done by the student organization. The
expenses included in this portion are the Siglakas, Founder's expenses, or
any club activities. A student organization should present its budgeted
expenses on a per-activity basis (see attached Notes to Budgeted
Expenses for reference). Those expenses which do not classify in the
activity will be presented as other expenses.
iii. Capital Expenditure and Projects- these are budgeted expenses that fall
under the procurement of equipment, machinery, or tools that are
necessary for the operation of the student organization. Moreover, this
will also include all club’s future projects.
iv. Contingency- are unforeseen budgeted expenses, for emergency
purposes and budgeted expenses that do not classify above. This could
be done in estimation.
5. The approved budget should be intact at the club’s office.
6. For the club’s officer's honorarium, the student organization should provide Minutes of
the Meetings that show the consensus of all the members regarding the respective
honorarium of the officers and must be signed by the Head of Student Affairs.
7. All budgets are subject to deliberation and failure to uphold all items presented in the
budget will correspond to disapproval.
8. For capital expenditures and projects, price canvassing should be done before including
the amounts in the budget. Quotations from the supplier may be provided for
reference.
9. For other items other than capital expenditures and projects, an estimation of the prices
may be done if there are no unknown prevailing prices in the market.
10. The student organization will oversee covering the cost of utilities like water and
electricity. To accurately track usage, a monthly reading of electricity consumption will
be taken.
 MINDANAO POLYTECHNIC COLLEGE
Crossing Makar, General Santos City

SYSTEM GUIDELINES FOR STUDENT ORGANIZATION LIQUIDATION REPORT

1. In every amount spent, secure from the payee an Official Receipt or Sales Invoice, with
the Complete details that include the following:
a. Name of Payee/ Institution/ Individual
b. Name or Payor: “Name of Student Organization”
c. Date of Issuance of Official Receipt / Sales Invoice
d. Serial Number of Official Receipt/ Sales Invoice
e. Particulars (Details of items paid)
f. Total amount paid
g. Printed Name and Signature of Payee/ Authorized Representative

Lack of any of the abovementioned items shall make the entire amount in the Official
Receipt/ Sales Invoice dishonored for liquidation.

2. For those transactions in which an Official Receipt or Sales Invoice is not possible or
informal and dilapidated receipt. Acknowledgment Receipt (AR) may be presented.
However, the following rules will be followed in using (AR):
a. All Acknowledgment Receipts should be in a prenumbered format.
b. Student Organization should COMPLETE all the following details:
i. Name of Payee/ Institution/ Individual
ii. Name or Payor: “Name of Student Organization”
iii. Date of Issuance of AR
iv. Control Number of AR
v. Particulars (Details of items paid)
vi. Total amount paid
vii. Printed Name and Signature of Payee/ Authorized Representative
viii. The contact number of the payee (except for judges)
ix. Valid ID of the recipients if possible

Lack of any of the abovementioned items shall make the entire amount in the
Acknowledgment Receipt dishonored for liquidation.

3. Furthermore, the following proof of payments will not be honored for liquidation:
a. Delivery Receipts
b. Other ambiguous proof of payments
4. All refunds are subject to the availability of the student’s organization fund.
5. Liquidation reports should be prepared by the Club Treasurer, checked by the Club
President, audited by Club Auditor, and verified by the Club Adviser.
6. Liquidation reports should be ALIGNED with the organization's budget. (Actual expenses
will be divided into four general ACTUAL expenses to wit: (Please see the attached
format for reference)
i. Management and Operational expenses- these are actual expenses that
fall under the operations of the student organization. The expenses
included in this portion are office supplies, an honorarium for advisers or
officers, utility expenses, communication expenses, or any expenses
required for the student organization's operation and management. The
organization should provide detailed information on the said expenses.
(Please see attached Notes to Expenses for reference)
ii. Educational and Skills Development- these are actual expenses that fall
under all activities to be done by the student organization. The expenses
included in this portion are the Siglakas, Founders week expenses, or any
club activities. A student organization should present its budgeted
expenses on a per-activity basis (see attached Notes to Expenses for
reference). Those expenses which do not classify in the activity will be
presented as other expenses.
iii. Capital Expenditure and Projects- these are actual expenses that fall
under the procurement of equipment, machinery, or tools that are
necessary for the operation of the student organization. Moreover, this
will also include all club’s future projects.
iv. Contingency- are unforeseen actual expenses, for emergency purposes
and actual expenses that do not classify above.
7. Secure a Liquidation Report Form from the Finance Office and fill out all the necessary
information.
8. Submit the liquidation not more than five (5) working days after the event.
9. Failure to settle the liquidation will be ground for the disqualification to request funds.
 MINDANAO POLYTECHNIC COLLEGE
MPC LOGO CLUB LOGO
Crossing Makar, Brgy. Labangal, General Santos City
OFFICE OF THE (NAME OF DEPARTMENT)

LIQUIDATION REPORT FOR SECOND SEMESTER AY 2022-2023

Particulars Note Amount

Total Budget Released XXX,XXX.XX
Less: Actual Expenses
Management and Operational Expenses 1 X,XXX.XX
Educational and Skills Development 2 X,XXX.XX
Capital Expenditures and Projects 3 X,XXX.XX
Contingency 4 X,XXX.XX
Total Actual expenses
Cash left (to be refunded) XX,XXX.XX

Prepared by: Checked by:

Name and Signature of Club Treasurer Name and Signature of Club President

Audited by: Verified by:

Name and Signature of Club Auditor Name and Signature of Club Adviser
 NOTES TO EXPENSES (sample format)

Note 1: Management and Operational Expenses

Particulars Supporting Amount Total
documents
(Serial No.)
Honorarium for Adviser AR1 X,XXX X,XXX.XX
Short coupon bond OR1 X,XXX X,XXX.XX
Long coupon bond OR2 X,XXX X,XXX.XX
Ballpen OR3 X,XXX X,XXX.XX
Printer ink OR4 X,XXX X,XXX.XX
Folder OR5 X,XXX X,XXX.XX
Certificate paper OR6 X,XXX X,XXX.XX
Stapler OR7 X,XXX X,XXX.XX
Letter Envelope OR8 X,XXX X,XXX.XX
Long side clip OR9 X,XXX X,XXX.XX
Utilities expense OR10 X,XXX X,XXX.XX
TOTAL X,XXX.XX

Note 2: Educational and Skills Development Expenses

Particulars Supporting Amount Total
documents
(Serial No.)
SIGLAKAS-ATHLETICS
Running events (Food & Transpo.) OR11 X,XXX X,XXX.XX
Jumping events (Food & Transpo.) OR12 X,XXX X,XXX.XX
Throwing events (Food & Transpo.) OR13 X,XXX X,XXX.XX
Subtotal X,XXX.XX
SIGLAKAS-SPORTS EVENTS
Swimming (Food) OR14 X,XXX X,XXX.XX
Badminton (Food) OR14 X,XXX X,XXX.XX
Table tennis (Food) OR14 X,XXX X,XXX.XX
Soccer (Food) OR14 X,XXX X,XXX.XX
Basketball (Food) OR15 X,XXX X,XXX.XX
Indoor Volleyball (Food) OR15 X,XXX X,XXX.XX
Beach Volleyball (Food) OR15 X,XXX X,XXX.XX
Billiards (Food) OR16 X,XXX X,XXX.XX
Chess (Food) OR16 X,XXX X,XXX.XX
Mobile Legends (Food) OR17 X,XXX X,XXX.XX
Larong Pinoy (Food) OR17 X,XXX X,XXX.XX
Subtotal X,XXX.XX
SIGLAKAS-ACADEMIC EVENTS
Quiz bowl (Food) OR18 X,XXX X,XXX.XX
Spelling bee (Food) OR18 X,XXX X,XXX.XX
Extemporaneous (Food) OR19 X,XXX X,XXX.XX
Oration (Food) OR20 X,XXX X,XXX.XX
Debate (Food) OR21 X,XXX X,XXX.XX
Same day-edit (Food) OR22 X,XXX X,XXX.XX
Judges’ Honorarium AR2-10 X,XXX X,XXX.XX
Subtotal X,XXX.XX
SIGLAKAS-SOCIO-CULTURAL EVENTS
Mass Dance (Food and Materials) OR23 X,XXX X,XXX.XX
Mass Dance (Props and Honorarium) AR11 X,XXX X,XXX.XX
Folk Dance (Food and Materials) OR24 X,XXX X,XXX.XX
Folk Dance ( Props and Honorarium) AR12 X,XXX X,XXX.XX
Cosplay (Food, Props, and Materials) OR13 X,XXX X,XXX.XX
Booth Design (Food, Tools, and OR14 X,XXX X,XXX.XX
Materials)
Dance Sports (Food, Props, and OR15 X,XXX X,XXX.XX
Materials)
Vocal Solo (Food, Props, and Materials) OR16 X,XXX X,XXX.XX
Vocal Duet (Food, Props, and Materials) OR17 X,XXX X,XXX.XX
Quartet (Food, Props, and Materials) OR19 X,XXX X,XXX.XX
Band (Food, Props, and Materials) OR20 X,XXX X,XXX.XX
Judges’ Honorarium AR13-17 X,XXX X,XXX.XX
Subtotal X,XXX.XX
SIGLAKAS-MAJOR EVENTS
Mr. & Ms. MPC (Food, Props, Materials OR21 X,XXX X,XXX.XX
and Honorarium)
Judges’ Honorarium AR18-22 X,XXX X,XXX.XX
Subtotal X,XXX.XX
OTHER EXPENSES
Officers’ Polo shirt OR22 X,XXX X,XXX.XX
Food for officers/ members OR23 X,XXX X,XXX.XX
Prizes AR23 X,XXX X,XXX.XX
Jersey OR24 X,XXX X,XXX.XX
Subtotal X, XXX.XX

TOTAL X, XXX.XX
Note 3: Capital Expenditure and Projects
Particulars Supporting Amount Total
documents
(Serial No.)
Printer OR25 X,XXX X,XXX.XX
Water dispenser OR26 X,XXX X,XXX.XX
Fountain OR27 X,XXX X,XXX.XX
Speaker OR28 X,XXX X,XXX.XX
LCD Projector OR29 X,XXX X,XXX.XX
Television OR30 X,XXX X,XXX.XX
Microphone OR31 X,XXX X,XXX.XX
TOTAL X, XXX.XX

Note 4: Contingency
Particulars Supporting Amount Total
documents
(Serial No.)
Medical expenses OR32 X,XXX X,XXX.XX
Insurance expenses OR33 X,XXX X,XXX.XX
TOTAL X, XXX.XX