Session guide for the conduct of

MFW
COMMUNITY FINANCIAL
MANAGEMENT SYSTEM
MUNICIPAL FIDUCIARY WORKSHOP
• Participated by AIC, Treasurer, Bookkeeper,
and BSPMC Chairperson
• Conducted at least once in every 2 months
• Results shall be the bases of MFA and DAC to
prepare TA and monitoring agenda
• Minutes of the proceedings shall be
submitted to RPMT together with the
monthly reports and original paid DVs
MUNICIPAL FIDUCIARY WORKSHOP
Lecture on
MFA discusses important policies
Preliminaries the activity of KC community
objectives finance &
procurement

BSPMC submits for

MFA gives
Workshop review all financial
orientation on
proper documents and
audit procedures
reports

Presentation of MFA segregates DVs Feedbacking and

and reports: for issuance of
findings/observatio
submission to RPMT;
n& return to BSPMC, or directives for the ff
recommendations retain at ACT month’s MFW
 TOTAL FUNDS DISBURSED PER BARANGAY

BARANGAY FUNDS DISBURSED BALANCE

AS TO DATE
BURGOS Php 438,010.66 Php 480, 414.94
Cañares 337,145.80 1,410.951.00
Gibraltar 414,664.22 1.,585,080.58
Panisihan 603,155.00 1,326,787.40
Poblacion 10,000.00 245,230.40
Royroy 394,051.00 1,559,469.00
LECTURE ON IMPORTANT POLICIES

• Special topics most poorly understood

by the CVs shall be chosen for discussion
• At first the lection shall be done by the
MFA or DAC; in succeeding MFWs, group
of volunteers shall be assigned
• Participants are encouraged to interact
during and after the lecture
SUBMISSION OF FINANCIAL DOCUMENTS
AND REPORTS

• Paid DVs, Cashbook, LCC Journal, VLCC

for SPI, POW, Status of SP Fund
Utilization, Bank snapshot, and Bank
Reconciliation Statement
• MFA shall make inventory of all
submitted financial documents and
reports and should see to it that all are
accounted for
ORIENTATION ON AUDITING PROCEDURES

• Thru a powerpoint presentation or

write it in a manila paper
• Detailed orientation is only
conducted on the 1st MFW; unless
the result of the workshop so
requires
 WORKSHOP PROPER
• MFA will interchangeably distribute the
submitted financial documents and reports
with audit forms to each BSPMC
• DAC and MFA shall from time to time check
if the participants are doing as expected
• One-on-one coaching in case of queries /
clarifications not raised during the lecture
orientation
WORKSHOP PRESENTATIONS
• Each BSPMC shall elect a representative who will
present the findings/ observations and
recommendations
• Auditee shall take note and may immediately give
their rejoinder
• MFA and DAC shall act as panelists; respond to
queries and issues raised and provide inputs on
recommendations
• In succeeding MFWs, group of volunteers shall be
assigned as panelists; MFA and DAC will act as
moderators
SORTING THE DOCUMENTS AND REPORTS

• All DVs and reports with no findings shall be

submitted to the RPMT
• Those with findings shall be returned to the
concerned BSPMCs for immediate compliance
• DVs with adverse findings shall be retained at
the ACT level for further review and
evaluation
• A deadline shall be set for the submission of
returned DVs and reports with full compliance
 FEEDBACKING
• 1 or 2 participants shall be asked to give
feedback on the overall conduct of the
activity
• MFA and/or DAC will issue directives for the
next 2 months and set the date for the next
MFW
• Minutes of the proceedings shall be
submitted to RPMT together with monthly
reports and original paid vouchers
 MONITORING CHECKLIST – COMMUNITY
LEVEL
Areas of Monitoring Agenda Means of
Concern Verification
I. Bookkeeping a. Check completeness •Updated Cashbook
and correctness of •Updated LCC
records in the Journal
cashbook
b. Check whether all
deliveries and
utilization of LCC In-
kind are recorded in
the LCC Journal
MONITORING CHECKLIST – COMMUNITY
LEVEL
Areas of Monitoring Agenda Means of
Concern Verification
II. Reporting a. Validate figures in the •Reconciled Annex
Annex 11 against the 11 with Cashbook
cashbook and LCC and LCC Journal
journal •Signed Annex 11
b. Check whether Annex •Transmittal letters
11 are completely
signed
c. Verify whether BT and
CB submit reports on
time
MONITORING CHECKLIST – COMMUNITY
LEVEL
Areas of Monitoring Agenda Means of
Concern Verification
III. Fund a. Check whether payee is in the name of the • DVs
Disbursement establishment or of the proprietor • Supporting
b. Verify whether person who signed the “Received documents
by” portion of the DV and who received the check
is the right payee. If not, check whether he/she is
authorized
c. Check whether payment to suppliers/laborers is
made within 10 working days
d. Check whether OR is attached to paid DVs and
that amount is consistent with the OR
e. For payroll payment, check whether recipient of
cash is the right laborer. If not, check whether
person who received is authorized
f. For payroll payment, check whether cash is fully
disbursed. If not, check whether unreleased cash is
deposited back to the account
MONITORING CHECKLIST – COMMUNITY
LEVEL
Areas of Monitoring Agenda Means of
Concern Verification

IV. Funds Flow a. Check whether RFR is • RFR Logbook

submitted to the ACT within • Transmittal Letter
10 working days after MIBF-
PRA
b. For succeeding tranches,
check whether RFR is
submitted within 5 working
days upon reaching the
financial and physical
accomplishment
requirements
 MONITORING CHECKLIST – COMMUNITY
LEVEL
Areas of Monitoring Agenda Means of
Concern Verification

V. LCC a. Check whether LCC are delivered • LCC for SPI

Delivery on time. If not, verify how this Monitoring
affects SPI and what actions have Report
been taken to address the • Construction
problem Logbook
b. Ascertain whether all LCC • VLCCs and SDs
delivered have been accounted • MRS
for • CERS
c. Check correctness of valuations • Certification
of In-kind LCC and completeness • Database of
of SDs/ proof of delivery Prices
MONITORING CHECKLIST – COMMUNITY
LEVEL
Areas of Monitoring Agenda Means of
Concern Verification
VI. Materials a. Check whether • Logbook
Inventory materials delivered are • Updated ad
Management received, properly signed MRS
stored, and accounted
by MIT

VII. Filing of a. Check completeness,

Financial filing, and safekeeping
Documents of all financial
documents