Uniform Procedures in the Conduct of Turn-Over of Accountabilities of Local Treasury Offices

March 5, 2007 BLGF MEMORANDUM CIRCULAR NO. 003-07 TO : Bureau Officials & Personnel, Regional Directors, District Treasurers of Metropolitan Manila, Provincial/City/Municipal Treasury Officials & Employees & Others Concerned SUBJECT : Uniform Procedures in the Conduct of Turn-Over of Accountabilities of Local Treasury Offices For the information and guidance of all concerned, there is hereby issued steps/procedures to be undertaken in the conduct of transfer of accountabilities of local treasury officials due to retirement, resignation, leave of absence, relief, transfer, or detail to other offices. STEPS/PROCEDURES: A. Closing of Books preparatory to transfer of accountabilities 1. Before the transfer of accountabilities is effected, all the books and accounts shall be completely written up to date, including supplies adjustment, as well as reports on accountable forms and cashbooks. 2. The cashbooks shall then be totalled and closed as of the date of the transfer and ruled-off, and certified by the outgoing treasurer, showing the balance as per book and the amount transferred to his successor. The successor shall also certify therein acknowledging the amount actually received by him/her from his/her predecessor. 3. All cash and cash items, checks, certificate of time deposit, stock certificates shall be counted and listed in an inventory showing the denomination of each kind of money. 4. The inventory of checks shall also show their respective serial number, date, amount and name of the payee and of the bank on which they are drawn. 5. Investment certificates like time deposits, treasury bills and stock certificates shall be inventoried showing their serial numbers and amount and the kind of investment. This inventory of cash and other cash items shall be compared with the cashbook balances. B. Preparation of Invoice-Receipts 1. The outgoing officer shall prepare the invoice-receipts (Annex-A) in quadruplicate covering his/her entire accountability for money, property, unused accountable forms and unissued blank checks. These invoice-receipts shall then be submitted to the Provincial/City Auditor for verification. One duly verified set of invoice-receipts shall be given to the incoming officer, the original set shall be submitted to the Provincial/City Auditor, one set shall be placed in the files of the treasury; and the remaining set shall be retained by the outgoing officer. Each invoice-receipt shall bear the following certificate at the bottom of each sheet: cCHITA I hereby certify that I have this _______ day of _________, transferred to my successor, Mr./Ms. ____________ the items described above, as of _______, the date of transfer of accountabilities. __________________________ Outgoing P/C/M Treasurer ________ Date I hereby certify that I have this ____ day of ________, actually received from my predecessor, Mr./Ms. __________________ all the items described above, as of __________, the date of transfer of accountability, except _____________________. ________________________ In-coming P/C/M Treasurer _______ Date 2. In the case of property, complete detailed inventories shall be made on the regular form prescribed therefore in the Acknowledgment Receipt for Equipment (ARE). The inventories, appropriately worded and receipted for, shall serve as the invoice-receipts. The invoice-receipts covering accountable forms shall be made on the regular form of Consolidated Report of Accountability for Accountable Forms (CRAAF). The various accountable forms in the hands of other accountable officers, which cannot actually be counted by the incoming treasurer shall also be transferred to him, supported by the corresponding Report of Accountability for Accountable Forms (RAAF) held by accountable officer which were last submitted, duly signed by them. ECaSIT 3. All other important documents, such as stock certificates, certificate of time deposits, treasury bills, duplicate combination of accountable officers safes, etc., pertaining to the Office, which are not included in the inventory above mentioned must also be listed and invoiced by the outgoing officer and receipted for by the incoming officer. C. Advice of Transfer and Settlement of Accounts Provincial, city and municipal treasurers shall advise their corresponding provincial, city and municipal auditors in advance of the date of their relinquishment of Office due to retirement, resignation, leave of absence, relief, transfer, or detail to other offices, so as to unable their resident auditors to give preference to the audit of the treasurer's accounts over other works/activities and to give such officers an opportunity to adjust the differences found in the settlement of accounts before actually effecting the transfer of accountability. The Regional Directors and Provincial Treasurers are hereby instructed to disseminate the contents of this Circular, to all Municipal Treasurers within their respective jurisdiction. ACHEaI This Circular shall take effect immediately. (SGD.) MA. PRESENTACION R. MONTESA Executive Director ANNEX A INVOICE-RECEIPTS OF TRANSFER OF ACCOUNTABILITIES I. Depository Accounts Amount Total A. Cash in Treasury or Cash in Vault: General Fund P ____________ Trust Fund P ____________ Spl. Edu. Fund P ____________ P ____________ B. Cash in Banks: Gen. Fund Acct.# ____________ P ____________ Trust Fund Acct.# ____________ P ____________ SEF Acct.# ____________ P ____________ P ____________ II. Investment Accounts A. Certificate of Time deposit Date of Security Term/Rate Maturity Principal Placement Date _____________ _____________ __________ ____________ ___________ _____________ _____________ __________ ____________ ___________ B. Treasury Bills Date of Placement Term/Rate Mat urity ______________________ ___________________ _______________ ______________________ ___________________ _______________ C. Stock Certificates Name of Stock Certificate No. No. of Shares Amou nt ______________________ _____________ ________________ ___________ ______________________ _____________ ________________ ___________ III. Accountable Forms Serial Numbers Accountable Form No. 51 _______________ Accountable Form No. 52 _______________ Accountable Form No. 53 _______________ Accountable Form No. 54 _______________ Accountable Form No. 56 _______________ Accountable Form No. 57 _______________ Accountable Form No. 58 _______________ Community Tax Cert. (Indiv.) _______________ Community Tax Cert. (Corp.) _______________ Cash Tickets _______________ Parking Tickets _______________ Other AFs (pls. specify) _______________ _______________ Blank Unissued Checks Serial Numbers Acct. # ___________ Gen. Fund-LBP _______________ Acct. # ___________ Gen. Fund-PNB _______________ Acct. # ___________ Gen. Fund-Other _______________ Banks Acct. # ___________ Trust Fund-LBP _______________ Acct. # ___________ Trust Fund-PNB _______________ Acct. # ___________ Trust Fund-Other _______________ Banks Acct. # ___________ SEF-LBP _______________ Acct. # ___________ SEF-PNB _______________ Acct. # ___________ SEF-Other Banks _______________ IV Others 1. Property (Refer to Acknowledgment Receipt for Equipment (ARE) 2. Duplicate Combinations of Accountable ____________________ Officer's Safe 3. Outstanding Checks Check No./Date Payee Amount ________________ ________ __________ ________________ ________ __________ ________________ ________ __________ ________________ ________ __________ ________________ ________ __________ CERTIFICATION I hereby certify that I have this __________ day of ______________ transferred to my successor, Mr./Ms. __________________, the items described above, as of _________________, the date of the transfer of accountability. _________________________ Outgoing P/C/M Treasure ________ Date I hereby certify that I have this __________ day of ______________ actually received from my predecessor, Mr./Ms. __________________, all the items described above, as of _________________, the date of the transfer of accountability, except ______________________. TDcAIH _________________________ Incoming P/C/M Treasurer ________ Date Verified Correct: Witnessed by: _____________________ ___________________________ COA Representative BLGF/RO/PTO Representative