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Disbursements
constitute all cash paid out during a given period either in
currency or by check.
the settlement of government payables/obligations by cash
or by check.
Disbursement system involves the preparation and
processing of disbursement voucher, preparation and
issuance of check; payment by cash; granting, utilization and
liquidation/replenishment of cash advances.
Types of Checks
1. Modified Disbursement System Checks issued by
government agencies chargeable against the account of
the Treasury of the Philippines, which are maintained with
different MDS Government Servicing Banks.
*Notice of Cash Allocation authorization issued by the
Department of Budget and Management to government
agencies to withdraw cash from the National Treasury
through the issuance of MDS checks or other authorized
mode of disbursements.
2. Commercial Checks issued by government agencies
chargeable against the Agency Checking Account with
government servicing banks.
Disbursement by Cash
Advances for Payroll account debited for the amount
granted to regular disbursing officer for payment of salaries,
wages, honoraria, allowances and other personnel benefits.
Advances to Officers and Employees used to record
amount advanced to officers and employees for official travel
and credited the same for liquidation of advances.
Due from Officers and Employees used to record claims
from these officers and employees for overpayment, cash
shortage, loss of assets and other bills issued by the agency
and credited the same for collection of the receivables.
Disbursement through Petty Cash Fund
Imprest system system used in maintaining the Petty
cash fund.
Accounts to be Used
2. Receipts of
Performance/Bidde
rs/Bail Bonds
3. Refund from
Overpayment of
Expenses
4. Collections Made
on Behalf of
Another
Agency/Private
Companies
5. Inter-agency
Transfer Funds
Due to.
Types of Collections
Head of the Office
responsible for the collection and accounting of all
revenues and receipts if the agency.
duty is to take all reasonable steps to minimize the risk of
losses, defalcation, and other types of irregularities.
1. Without Authority To Use
Record collections made
Cash Collecting Officer
Income tax
Record remittance to Bureau of Treasury through bank
Book of Agency
Income tax
Cash Collecting Officer
Book of BoT
Cash in Bank LC, Savings account
Income tax
2. With Authority To Use
Regular Agency Books the book where collections with
authority to use is to be recorded.
Examples of collections that can be used:
a. Fees collected for seminars, trainings and conferences
conducted
b. Proceeds from sale of official publications
c. Services fee collected from GSIS, HDMF, PHIC, Mutual
Benefits associations/cooperative
d. Excess income realized and deposited with the BTr.
Record issuance of bill for the rent of an office space
Accounts Receivable
Rent/ Lease income
Record collection
Cash Collecting Officer
Accounts Receivable
Record deposit in the bank
Cash in Bank LC, Current account
Cash Collecting Officer
Record disbursement for the repair
Repairs and Maintenance Bldg. and other structures
Cash in Bank LC, Current account
Book of Agency
Other Service Income
Cash Collecting officer
Book of BoT
Cash in Bank LC, Current Acct.
Other Service Income
11.
Performance Bonds
*In the form of cash or certified check
To record the receipt of performance bond
Cash Collecting officer
Guaranty/ Security Deposits Payable
To record remittance to the Bureau of Treasury
Book of Agency
Due from National Government Agency (BoT)
Cash Collecting officer
Book of BoT
Cash in Bank LC, Savings Acct.
Due to National Government Agency
To record receipt of NCA for the release of performance
bond
Book of Agency