OFFICE OF THE CITY ACCOUNTANT (OCAc)
1. Processing of disbursement vouchers ( Payroll/non-payroll transactions, cash advances) and preparation of journal entry vouchers (JEVS)
| Office: | Office of the City Accountant | |||
|---|---|---|---|---|
| Classification: | Simple | |||
| Type of Transaction: | Government to Government | |||
| Who may avail: | City of Malolos | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| 1. Disbursement Voucher Forms 2. Purchase Request 3. Request for Price Quotation 4. Purchase Order 5. Sales/Billing Invoice/Official Receipts 6. Certification on Appropriation of Funds and Obligation of Allotment (CAFOA) | Different Departments in the LGU, COA and Other Government Agencies | |||
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Processing of disbursement vouchers (DVS) for payroll and non-payroll transactions | 1.1 Receiving of Disbursement Vouchers (DV) from different requesting offices | none | 10 minutes | Administrative Assistant II (Bookkeeper I) |
| 1.2 Checking of the required supporting documents, computation of the related withholding taxes and identifying as to what Fund the DV would be paid (GF/SEF/TF) | none | 30 minute | Administrative Assistant II (Bookkeeper I) | |
| 1.3 Preparation of Journal Entry Voucher (JEV) | none | 20 minutes | Administrative Assistant II (Bookkeeper I) | |
| 1.4 Review and approval of DVs with corresponding journal entries | none | 15 minutes | City Accountant | |
| 1.5 Transmittal of all DVs to the CTO for check preparation | none | 10 minutes | J.O. Clerk |
|
| 1.6 Preparation of Advice for all DVs with attached checks (encoding to the online bank system) | none | 30 minutes | Administrative Assistant I | |
| 1.7 Online approval of Bank Advice | none | 20 minutes | City Accountant | |
| 1.8 Forwarding of all DVs and checks to the authorize signatories | none | 10 minutes | J.O. Clerk | |
| TOTAL | 2 hr 25 minutes | |||
2. RECORDING OF COLLECTIONS, DEPOSITS AND DISBURSEMENTS AND THE PREPARATION OF JOURNAL ENTRY VOUCHERS (JEVs)
| Office: | Office of the City Accountant | |||
|---|---|---|---|---|
| Classification: | Simple | |||
| Type of Transaction: | Government to Government | |||
| Who may avail: | Different Departments in the LGU, COA and Other Government Agencies | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Recording and monitoring of collections and deposits for all funds (GF/SEF/TF). | 1.1 Checking, sorting, verifying the completeness of Official Receipts and Deposit Slips and the Report of Collections and Deposits for all funds from the Office of the City Treasurer. | None | 1-3 days | Administrative Officer IV (Audit Analyst II) |
| 2. Preparation of Cash Receipts Journal (CRJ) | 2.1 Preparation of Journal Entry Voucher (JEV) for Distributed Income of General Fund with Report of Collection and Deposits of the CTO. | None | 1-3 days | Administrative Officer IV (Audit Analyst II) |
| 2.2 Summarize all JEVs to complete the CRJ based on the Report of Daily Collections and Deposits submitted by the CTO for posting to the General Ledger. | None | 1-3 days | Administrative Officer IV (Audit Analyst II) |
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| 3. Encoding and/or recording of JEVs in the Check Disbursement Journal (CDJ) for paid transactions, for all Funds | 3.1 Record all paid Disbursement Vouchers (DVs) received from the CTO to the Check/Cash Disbursement Journal (CDJ). | None | 15 minutes | Administrative Assistant II (Bookkeeper I) |
| 3.2 Summarize all entries to the CDJ for posting to the General Ledger | None | 15 minutes | Administrative Assistant II (Bookkeeper I) | |
| 4. Monitoring and preparation of Report on Cash Advances | 4.1 Preparation, review and submission of Monitoring Report on Cash Advances for all Funds (GF/SEF/TF). | None | 1-3 days | City Accountant |
| 5. Computation and preparation of JEV and depreciation schedule for Property, Plant and Equipment. | 5.1 Compute and prepare depreciation schedule for all Property, Plant and Equipment. | None | 1-2 days | City Accountant |
| 6. Posting of all transactions to the general and subsidiary ledgers | 6.1 Journal entry vouchers from the Check/Cash Disbursement Journal, Cash Receipts Journal, Payrolls, Liquidation Reports, Depreciation Schedules are posted to the General Ledger and their corresponding subsidiary ledgers. | None | 1-5 days | J.O. Clerk |
| 7. Sorting, filing of all paid disbursement vouchers, payroll journals, liquidation reports, official receipts, deposit slips | 7.1 All paid DVs with attachments, Payrolls, Official Receipts and Report of Collection and Deposits, Liquidation Reports are sorted and filed and submitted to the Commission on Audit (COA) | None | 1-5 days | Administrative Aide I |
3. PREPARATION AND SUBMISSION OF FINANCIAL REPORTS TO THE CONCERNED OFFICES AND GOVERNMENT AGENCIES
| Office: | Office of the City Accountant | |||
|---|---|---|---|---|
| Classification: | Simple | |||
| Type of Transaction: | Government to Government | |||
| Who may avail: | Different Departments in the LGU, COA and Other Government Agencies | |||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |||
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Preparation of Financial Statements and other records for submission to COA and all concerned departments | 1.1 Collect all summary reports from the Books of Accounts (CDJ, CRJ, ADAJ, JEV) - All Funds | None | 1-3 days | Accountant IV |
| 1.2 Review and post entries to the Working Trial Balance per Fund | None | 1-3 days | Accountant IV | |
| 1.3 Generate Monthly Trial Balance for all Funds (General Fund, Special Education Fund, Trust Fund) | None | 1-5 days | Accountant IV | |
| 1.4 Prepare Monthly Consolidated Financial Reports, i.e. Statement of Financial Position, Statement of Financial Performance, Statement of Cash Flows, Statement of Changes in Net Assets and Equity | None | 1-5 days | Accountant IV | |
| 1.5 Final review, certification and submission of Financial Reports to COA and other departments concerned | None | 1-3 days | City Accountant | |
| 2. Reconciliation of bank and book balances of all Funds. | 2.1 Collect bank statements for all depository accounts of the General Fund, Special Education Fund, Trust Fund | None | 1 day | Accountant IV |
| 2.2 Perform reconciliation of book and bank account balances | None | 1-4 days | Accountant IV | |
| 2.3 Prepare Bank Reconciliation Statements (BRS) | None | 1-3 days | Accountant IV | |
| 2.4 Final review, certification and submission of BRS to COA. | None | 1-3 days | City Accountant | |