This service ensures the proper accounting and settlement of cash advances granted for official travel or specific government activities. The accountable officer or employee must submit a liquidation report supported by original receipts, a duly approved itinerary or program, and certifications of actual expenses or completion. The liquidation is reviewed for completeness and accuracy before being recorded and cleared in the agency’s financial records, in accordance with government auditing and accounting rules.
Step 1 of 4
Details
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OFFICE/UNIT |
OFFICE OF THE MUNICIPAL ACCOUNTANT |
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CLASSIFICATION |
Simple |
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TYPE OF TRANSACTION |
G2G - Government to Government |
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WHO MAY AVAIL |
All employee who were granted a cash advance for official travel, events, or special projects |
Requirements
| # | Checklist Item | Where to Secure |
|---|---|---|
| 1 | ✓Approved Cash Advance Document (DV and Obligation Request) (1 Original Copy) | ●Requesting Employee |
| 2 | ✓Statement of Expenses (2 Original Copies) | ●Requesting Employee |
| 3 | ✓Certificate of Appearance (1 Original Copy and 1 Photocopy) | ●Agency visited/ Facilitator of event attended |
| 4 | ✓Plane/Boat/Bus Tickets, Boarding Passes, Terminal Fees (1 Original Copy and 1 Photocopy, if will reimburse the actual expense) | ●Requesting Employee |
| 5 | ✓Hotel/ Accommodation Receipts, if applicable | ●Requesting Employee |
| 6 | ✓Unused cash (if any) returned via Official Receipt from the Treasury | ●Requesting Employee/ Office of the Municipal Treasurer |
3 STEPS
|
CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME |
PERSON RESPONSIBLE |
|
1.1 Records/logs and evaluates submitted documents 1.2 Prepare Liquidation Report (LR) 1.3 Logs the Liquidation Report (LR)
1.4 Return the LR to requesting employee |
None
None
None
None
|
5 Minutes
3 Hours
5 Minutes
10 Minutes
|
JEFF RAMOS Admin. Aide IV Accounting Office
CLARITA PUNTIL Admin. Aide II Accounting Office
CLARITA PUNTIL Admin. Aide II Accounting Office
CLARITA PUNTIL Admin. Aide II Accounting Office
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2. Certify that the purpose of cash advance was duly accomplished by signing Box B of the LR. |
None
|
1 Working Day |
Person Specified in Box B of the LR Office of the Head of LGU/ Department
|
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3.1 Review the supporting documents and certify its completeness by signing Box C of LR.
3.2 Record transaction and update books |
None
None |
40 Minutes
20 Hours |
RACQUEL P. DE LEON Municipal Accountant Accounting Office
RACQUEL P. DE LEON Municipal Accountant Accounting Office |
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TOTAL: |
None |
2 Working Days |
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