ADMINISTRATIVE AND FINANCE DEPARTMENT Accounting Division
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1 Preparation of BIR / GSIS / PAG-IBIG / PHILHEALTH/ SURECCO/Other Remittances Financial Analyst l Financial Analyst li Chief Accountant Budget & Treasury Division Forwards payroll deductions Prepares/Prints Remittance Lists based from payroll Reviews/ Controls Remittance list For GSIS : any salary or loan adjustments, prepares ARA Prepares voucher Store data on magnetic disk w/ generated report of remittance for GSIS/ PAG-IBIG/PHILHEALTH Certifies Remittance List Obligates the remittances; Prepares BUR. Amendments on SOP 1. Vouchers/payrolls are forwarded to Accounting division for pre-audit after these are obligated by Budget and Treasury division. 2. Pre-audited vouchers/payrolls are then submitted to the Manager III Administrative and Finance Department for approval A 100
2 Preparation of SRA Employees Payroll HRD / SURECCO/GSIS/PAG- IBIG/PHILHEALTH/ BACOLOD Accounting Section/ Financial Analyst I/ Financial Analyst II Clerk III Financial Analyst II Financial Analyst I HRD Budget & Treasury Division Forwards notice of salary adjustments/step increment; Billings from GSIS/PAG-IBIG premiums & other loan deductions/ remittance lists, AR (LWOP/PLDT/GLOBE/ SMART/others) Receives list of adjustments / payroll deductions Summarizes loan deductions from GSIS/Pag-Ibig Encodes data Prints draft payroll Review/validates data inputs draft payroll Ok? Revises/Finalizes Payroll Validates data input & Certifies on services rendered by the SRA employees Obligates Payroll Prepares BUR A 101
3 Disbursement Voucher (DV) / Payroll / Purchase Order (PO)/ Job Order (JO) Budget Clerk III Accountant II Financial Analyst II Financial Analyst I Chief Accountant Manager III (Admin. & Finance) A Forwards Budget Utilization Request (BUR) w/ Disbusement Voucher/Payroll/ Purchase Order (PO)/Job Order (JO) Receives & records documents: Disbursement. Voucher/ payroll/po/jo Journalizes entries on disbursement voucher/ payroll Pre-audits Disbursement Voucher/payroll Assists in the Pre-audits of Disbursement Voucher/ payroll. Attaches DV with BIR FORM 2306/2307 In case payment for Suppliers. Forwards payroll/payslips/ remittance list of deduction to SRA Bacolod Accounting. Document Type: DV / PAYROLL? Prepares pay slip for QC payroll & Registry for ATM Payroll. Approves and certifies : 1) Disbursement Vouchers & attached BIR Forms, if any, 2) Payrolls/ PO/ JO Pre-audits PO/JO Assists in the Pre-audits of PO/JO Records and releases vouchers/payrolls/po s/ JO s Approves and signs documents 102
4 Bookkeeping - Report of Collection & Deposits (RCD)/ Report of Check Issued (RCI) / Report of Cash Disbursement-Disbursing Officer (RCDDO)/Journal of Bills Rendered Treasury/ SPRO/ LBP Clerk III Bookkeeper Accountant II Accountant III Chief Accountant Accountant IV Senior Bookkeeper Forwards reports on collection & deposit/ checks issued/journal of bills rendered/cash disbursement (liquidations)/daily online collection liens Receives, logs & forwards Reports Report of Collection & Deposits Reviews/ summarizes codes & amounts Prepares journal Validates/ review reports Analyzes Journals Prepares JEV Certifies as to the correctness of the Report/JEV Posts to working paper Posts to the general ledger Report of Check Issued/Journal of Bills Rendered Reviews/ summarizes codes & amounts Prepares journal REPORTS: Reports of Collection & Deposits (RCD) Reports of Check Issued (RCI) Report of Cash Disbursement Cash Disbursing Officer (RCCDO) Journal of Bills Rendered Reviews/ summarizes/ verifies codes/amounts Prepares journal 103
5 Preparation of Journal of Bills Rendered (JBR) ADMINISTRATIVE AND FINANCE DEPARTMENT General Services/ Laboratory/Other Units Clerk III Bookkeeper Accountant II Chief Accountant Manager III, Admin. & Finance Records Section Forwards Statement of Account for billing Receives statement of billing Prepares Billing Statement Review s mathematical computations Summarizes/Prepares monthly report on the bills rendered Certifies the Billing Statement Logs/releases Billing Statement Approves the billing statement Releases Billing Statement to billed offices/companies Forwards to Accounting Div. the acknowledgement copy of the Billing Statement 104
6 Preparation of Journal Entry Voucher (JEV) ADMINISTRATIVE AND FINANCE DEPARTMENT Accounting Section/ Treasury Division/ other units/offices Accountant IV Senior Bookkeeper Chief Accountant Manager III, Admin. & Finance Dept. Administrator/ Deputy Administrator Forwards automatic debit advise (ADA)/bank passbook treasury bills, adjustments, accounting entries/ correction of premiums 1) Journalizes ADA/ interest earned from SRA bank account/ T-bills 2) Corrections/ adjustments on accounting entries Posts to the General Ledger Checks / verifies JEV and accounting entries Is transaction thru ADA? Reviews the JEV for notation/ validation Approves the Journal Entry Voucher (JEV) Certifies/ approves JEV Generates Monthly Summary Report (JEV) Submits to COA 105
7 Preparation of Financial Statement (FS) Accountant IV Bacolod Accounting Section Clerk III Accountant IV Chief Accountant Manager III, Admin. & Finance Dept. Administrator/ Deputy Administrator COA/ Various SRA Department Forwards validated Trial balance, Schedule of Income and Expenses Receives Trial Balance and Financial Reports Consolidates/prepares Trial Balance (TB)/ Balance sheet/ Income statement/ Schedule of income & expenses Certifies as to the correctness of the financial statement & supporting schedules Releases FS for review and approval Reviews FS for notation/ validation Approves FS Receives Approved FS Prepares Transmittal for submission Receives Financial Statements 106
8 Bank Reconciliation Statements Treasury / Landbank of the Philippines Clerk III Accountant III Accountant IV Chief Accountant COA Forwards Passbook/Bank Statement Analyzes & reconciles individual account against subsidiary ledger (cash account) & Bank Statement/passbook With adjustment? Prepares adjusting Entries & Bank Reconciliation Report Reviews Adjusting Entries/Bank Reconciliations and prepares JEV Certifies JEV & bank reconciliation reports Prepares bank reconciliation reports Files and release Receives Bank Reconciliation Statement 107
9 ATM Payroll System Clerk III Financial Analyst I Chief Accountant Budget & Treasury Division Manager III Admin. & Finance Administrator III Deputy Administrator Landbank of the Philippines Adjustments due to refund of GSIS/Pag-Ibig loan/premium; overpayment; usage of gov t vehicles (those w/ RATA) are effected on the 30th ATM payroll. Inputs adjustment & correction* on ATM Payroll Generates Report Signs ATM payroll registry / certifies funds availability Forwards ATM Payroll Registry w/ diskette Stores data on magnetic disk w/ generated report for LBP Prepares Authority Debit Advice (ADA) Head Budget & Treasury Div. signs on ADA Initials on ADA & Signs/Approves ATM Payroll Registry Signs/Approves ATM Payroll Registry & ADA Forwards Approved ADA & ATM Payroll Registry w/ Diskette to LBP Receives/validates ADA & Payroll Registry w/ diskette & Credits salary to individual LBP ATM Payroll account of SRA Employees * Adjustments due to refund of GSIS/Pag-ibig loan/premium; over payments; usage of government vehicle (those w/ RATA) are affected on the 30th ATM payroll. 108
10 Account Analysis & Reconciliation Accounting Section Accountant IV/III Accounting Specialist II Financial Analyst I Bookkeeper II/I Clerk Chief Accountant Accountant IV Senior Bookkeeper Forwards JEV Analyzes & posts transactions to subsidiary ledger Reconciles and analyzes Subsidiary Ledger against General Ledger With Adjustments? Prepares Adjusting entries Certifies and approves JEV Posts to Working Paper Post to GL Generates Subsidiary/ Account schedule In-Charge of the following accounts: FINANCIAL ANALYST I - Receivables due to BIR Account. ACCOUNTING SPECIALIST II Property, Plant & Equipment / Inventory Account - Account Schedule includes PPE schedule which will be the basis in the preparation of depreciation and PPE physical inventory in coordination with the Property & Procurement Section ACCOUNTANT III Cash advances/ Disbursing Officers ACCOUNTANT IV Trust funds from DA/ Other agencies; other receivables/payable accounts; investment CLERK Supplies inventory BOOKKEEPER -SP collecting officers 109
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