UP DILIMAN CASH OFFICE

Payment for Salaries, Capital Outlay, purchases of goods and services -- these transactions are all consummated upon

payment in the Cash Office.

The University settles its financial obligations under the following mode of

payments:

•Cash – is used to pay for short term loan of students and reimbursement of official expenses for amounts P5,000.00 and below chargeable against MOE. No cash payment is issued to suppliers of goods and services.

All claims of payment to UP Employees such as reimbursements, short term loans,

etc. must be supported by appropriate documentation

* Reimbursement of Supplies - inspection report; official receipts; Waste Material Report (if needed); ARE (Acknowledgement Receipt Equipment)

• Travel – Travel Order, Itinerary of Travel, tickets, official receipts, Certificate of Travel Completed and Certificate of Appearance.

* Short Term Loan of Students – Duly approved application Form; Form 5; original and photocopy of student identification card.

The University granted the

Deans and Directors

authority to approve disbursements up to P20,000.00

The appointment of an

Officer-in-Charge

must be specific that gives authority for the OIC to approve disbursement vouchers for P 5,000.00 and below.

RADA – Request an Authority to Debit Account

Regular salaries, honoraria and other benefits are paid to faculties, staff and scholars through remittance to

their bank accounts maintained with the authorized government depository banks namely:

Development Bank of the Philippines (DBP), Landbank of the Philippines (LBP) and Philippine Veterans Bank

(PVB).

RADA – Request an Authority to Debit Account

Regular salaries, honoraria and other benefits are paid

to faculty, staff and scholars through

remittance to their bank accounts maintained with

the authorized government depository banks namely: Development Bank of the

Philippines (DBP), Landbank of the

Philippines (LBP) and Philippine Veterans Bank

(PVB).

* Services should have been rendered - for faculties and research employees - duly

signed and certified Certificate of Service - for administrative employees - daily time record must be attached

* In computation of what is due to employees only changes made by authorized personnel must be done to avoid erroneous payment.

* Disbursement Voucher (DV) should have the approval by proper authority on boxes A, B,C.

* Employee should maintain only one bank account for payment of salaries and other benefits, Cash Office should be notified/informed immediately of any changes in their bank accounts for updating our database.

* Classification of payee per bank by the unit in the preparation of DV.

Collection of Income- The university

derives its income from the following sources:

A. Tuition of students

B. Sales of goods and services

C. Operation of physical facilities

D. Extension services

E. Interest Earnings from Investment

There are four mandatory rules governing the collection of cash: • Official receipt must be issued immediately to

acknowledge payment or deposit received.

• Collection of an SCO must be deposited intact to the Cash Office as soon as amount collected reaches five hundred pesos (Php500.00) on the following day. Cash Office deposits its collection daily to a specific bank account maintained at DBP.

•Collection must never be used for encashment of personal check.

•Collection must never be used for payment of expenditures, no matter how urgent the expenditure is or even upon the order of a superior.

Check is used to pay for all services and purchases of the

following:1 Salaries and other benefits;2 Supplies and materials;3 Equipment and infrastructure projects;4 Research Projects (internal and

commissioned)

Cash Office issues checks on the basis of duly processed disbursement vouchers.

Check is used to pay for salaries and other benefits, purchases of supplies and

materials, equipment and construction regardless of the

amount. Cash Office issues checks on the basis of duly processed

disbursement vouchers.

Check is also used to pay the ff:• Part time employees such as professorial lecturers, graduate

and student assistants who are not maintaining bank accounts with any of the three banks (LBP, DBP and PVB).

• Other Claims/payments that have no fixed or variable amounts such as overload pay, allowances, stipends, honoraria. Cash or Travel Advances.

Requirement in the release of individual check:

2 valid Identification Cards

Note: Banking services such as encashment of checks not more than P20th issued by the University can be done at the Cash Office every Tuesdays, Thursdays and Fridays 11-12A.M. A DBP Teller will be available on the stated days.

Replacement of Stale/Lost ChecksRequirements:A. Stale Checks

1. Letter request for check replacement or filled up standard form available and provided by the UPD Cash Office

2. Replacement fee of P 50.00 (O.R. to be attached to the DV)

B. Lost Checks (in addition to requirements 1 and 2)3. Payee must present a copy of the payees request to Stop Payment.4. Certification from the bank that the lost check

was not negotiated5. Affidavit of Loss

Sample of individual check (amount below P10,000.01)

• • IIC HON JAN, 2012

MA. BERNARDITA M. DACOCO 9 Feb. 2012 1,965.00

ONE THOUSAND NINE HUNDRED SIXTY FIVE PESOS ONLY

LEONILA T. BALASBAS ALBERTO E. ARCIAGA• Acting Director, UPDCO

Sample of supplier check (amount below P200,000.01)

COMPUCARE CENTER 18 Jan. 2012 180,880.88 ONE HUNDRED EIGTHY THOUSAND EIGHT HUNDRED EIGHTY PESOS AND 88/100 ONLY

LEONILA T. BALASBAS VIRGINIA C. YAP• Acting Director, UPDCO VC for Administration

Sample of company check (amount above P200,000.00)

GOVERNMENT SERVICE INSURANCE SYSTEM 18 Jan. 2012 12,123,456.78 TWELVE MILLION ONE HUNDRED TWENTY THREE THOUSAND FOUR HUNDRED FIFTY SIX PESOS

AND 78/100 ONLY

ARSENIO R. PAGADOR, Jr. VIRGINIA C. YAP• Acting Director, UPDBO VC for

Administration

Requirements in the releasing of check to suppliers:• SEC registration (beginning of each calendar

year)• Business permit issued by DTI or Local Gov’t.

(single proprietorship)• Authorization Letter only to receive check• Company Identification Card (I.D.) of

authorizing person• Company I.D. of the authorized collector• Official Receipt

Payment of Cash on Delivery (COD) to suppliers

The University limits payment of COD to government agencies such as:

Procurement ServiceDevelopment of Bank of the Philippines

Bureau of TreasuryNational Printing Office, etc.

Compliance of documents (i.e. invoice, inspection report and official receipts) should be submitted not later than 30 days upon release of check.

All payments of University obligations are subject to the following:

• No money shall be paid except in pursuance of an appropriation law (approved budget)

• Government funds must be spent solely for public purposes.

• Financial responsibilities shall, in the greatest extent, be shared by all those exercising authority over financial matters, transactions and operations.

• In case of COA disallowance of payment, the accountability is shared equally by the signing / approving authorities. The payee is primarily liable of the disallowance and the signatories who made possible the disallowed payments are secondarily liable.

• Claims shall be supported by complete required documentation

• Disbursements shall bear the approval of proper authorities.

• All government laws and regulations applicable to financial transactions shall be observed.

COUNT YOUR CASH BEFORE LEAVING

THANK YOU