Guidelines on the Accountability, Custody, Preparation, Processing and Monitoring of Type "B" Treasury Warrants

June 26, 1981 REVENUE MEMORANDUM ORDER NO. 20-81 SUBJECT : Guidelines on the Accountability, Custody, Preparation, Processing and Monitoring of Type "B" Treasury Warrants TO : The Revenue Service Chiefs (Personnel & Administrative and Financial & Management), the Chiefs, Accounting and General Services Division and Others Concerned Paragraph 11-A-2 and 3 COA Circular No. 81-156 dated January 19, 1981 transferred the custody, preparation and reporting of all type "B" Treasury Warrants from the Chief Accountant to the Cashier/Disbursing Officers of the agency. This means that in the BIR, the aforementioned accountability and responsibility will now be lodged with the Chief, General Services Division whose Division is doing the cashiering and disbursing functions of the Bureau. The transfer should be made not later than July 1, 1981 as per letter of the Resident Auditor dated June 3, 1981. To insure the smooth implementation of this provision of the circular and to avoid possible delay in the recording of all type "B" Treasury Warrants issued or cancelled by the Bureau into the Journal of Warrants Issued, General Journals and other accounting records, the following procedures and responsibilities are hereby promulgated for compliance by all concerned. acd PROCEDURES Organized Units Detailed Procedures GENERAL SERVICES DIVISION 1. Draws type "B" Warrant upon receipt of General Vouchers duly processed and approved by all authorities concerned. If type "B" Warrant is drawn on account of cancelled treasury warrant, includes the latter as supporting documents to claim. 2. Transmits type "B" Warrant to the Personnel & Administrative Service for signature. PERSONNEL & ADMINISTRATIVE SERVICE 3. Signs type "B" Warrant. 4. Forwards the claim to the Bookkeeping Section, Accounting Division. BOOKKEEPING SECTION, ACCOUNTING DIVISION 5. Posts type "B" Warrant to the Journal of Warrants Issued. Detaches a copy of stub and General Vouchers for reference and file. If type "B" Warrant is issued on account of previously cancelled warrant caused by an auditor's disallowance/advice. a) Post replacement type "B" Warrants to the Journal of Warrants Issued simultaneously adjusting the Journal of Warrants Issued or drawing a Journal Voucher, as the case may be. b) Adjusts postings in the Journal of Analysis and Obligations. c) Reconciles the Journal of Warrants Issued against the Report of Treasury Warrants type "B" Issued received from the General Services Division. d) Forwards the Report of Treasury Warrants type "B" Issued to the Disbursement Section, Accounting Division for indexing and liquidation of obligations. 6. Transmits type "B" Warrant to the Resident Auditor for preaudit. aisa dc RESIDENT AUDITOR 7. Pre-audits type "B" Warrant 8. Returns type "B" Warrants: a) If countersigned - to the General Services Division b) If suspended - to the Disbursement Section, Accounting Division or the Revenue Section, Accounting Division as the case may be. DISBURSEMENT SECTION (For claims against General Fund (101) - Complies with auditing requirements embodied in the Tentative Suspension Sheet/Suspension Slip. a) On account of lack of documentary evidence upon compliance, returns type B Warrant to the Resident Auditor. b) On account of disallowance/s-) returns to the General Services Division for cancellation & issuance of another type B Warrant as replacement. REVENUE SECTION (For claims against General Fund Income (102) - Complies with auditing requirements embodied in the Tentative Suspension Sheet/ Suspension Slip. a) On account of lack of documentary evidences upon compliance, returns type "B" Warrant to the Resident Auditor. b) On account of disallowance/s returns to the General Services Division for cancellation and issuance of another type B Warrant as replacement. GENERAL SERVICES DIVISION 9. Releases countersigned type "B" Warrant to payee, by causing the latter to sign in the Treasury Warrant Register, General Form No. 105. 10. Prepares Report of type "B" Treasury Warrant Issued by Fund (either General Fund - Proper (101) or General Fund - Income (102). 11. Submits the reports to the Bookkeeping Section, Accounting Division on or before the fifth day of the following month. A flowchart of the abovementioned procedure is attached herewith for further guidance. cd Any Circular, Order or portions thereof which are inconsistent with this memorandum order are hereby revoked or modified accordingly. This Order takes affect July 1, 1981. (SGD.) RUBEN B. ANCHETA Acting Commissioner