UP DILIMAN CASH OFFICE

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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.

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The University settles its financial obligations
under the following mode of payments
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• 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.

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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.

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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.

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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).

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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).

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• 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.

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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

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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.

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• 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.

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

• Salaries and other benefits
• Supplies and materials
• Equipment and infrastructure projects
• Research Projects (internal and commissioned)
• Cash Office issues checks on the basis of duly
  processed disbursement vouchers.

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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.

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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.

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Replacement of Stale/Lost Checks

• Requirements
• 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 negotiated
• 5. Affidavit of Loss

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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

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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

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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

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Requirements in the releasing of check to
suppliers

• SEC registration (beginning of each calendar
  year)
• Business permit issued by DTI or Local Govt.
  (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

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Payment of Cash on Delivery (COD) to suppliers

• The University limits payment of COD to
  government agencies such as
• Procurement Service
• Development of Bank of the Philippines
• Bureau of Treasury
• National 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.

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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.

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• 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.

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COUNT YOUR CASH BEFORE LEAVING

• THANK YOU