Prescribing the Manual on the New Government Accounting System (Manual Version) For Use in All National Government Agencies

June 18, 2002

COA CIRCULAR NO. 002-02

 

1.0 Purpose

In line with COA Circular No. 2001-004 dated October 30, 2001, prescribing the New Government Accounting System (NGAS) in all national government agencies effective January 1, 2002, this manual on the NGAS (manual version) is hereby prescribed to ensure the proper accounting of all financial transactions of the National Government.

2.0 The Manual on the NGAS

The NGAS Manual in its manual version is composed of three volumes, namely:

Volume I — The Accounting Policies

It shows the basic features and policies on NGAS, the government accounting plan, discussion on the financial statements and other related records required and the illustrative journal entries.

Volume II — The Accounting Books, Records, Forms and Reports

It contains the various formats of the books of accounts, registries, records, forms and reports including instructions on their use.

Volume III — The Chart of Accounts

It includes the list of accounts and the definitions/descriptions of each account.

3.0 Saving Clause

Cases not covered by this Circular shall be referred to the Office of the Chairman thru the Government Accounting and FMIS Office, this Commission, for resolution.

4.0 Repealing Clause

This manual replaces the Government Accounting and Auditing Manual (GAAM),Volume II, prescribed under COA Circular No. 91-368, dated December 19, 1991.

Likewise, all other circulars, orders, memoranda and existing rules and regulations inconsistent with the provisions of this Manual are hereby amended/ modified/revoked accordingly.

5.0 Effectivity Clause

This Circular shall take effect immediately.

 

(SGD.) GUILLERMO N. CARAGUEChairman

 

(SGD.) RAUL C. FLORESCommissioner

 

(SGD.) EMMANUEL M. DALMANCommissioner

THE MANUAL ON THE NEW GOVERNMENT ACCOUNTING SYSTEM

(Manual Based)

ACCOUNTING POLICIES

Volume I

Table of Contents

Chapter 1.	Introduction
	Sec. 1.	Objectives of the Manual
	Sec. 2.	Coverage
	Sec. 3.	Legal Basis
Chapter 2.	Basic Features and Policies
	Sec. 4.	Basic Features and Policies
Chapter 3.	Accounting Systems
	Sec. 5.	General Accounting Plan
	Sec. 6.	Budgetary Accounts System
	Sec. 7.	Budgetary Accounts
	Sec. 8.	Agency Budget Matrix
	Sec. 9.	Procedures for the Preparation of ABM
	Sec. 10.	Allotment Release Order
	Sec. 11.	Recording of Allotments
	Sec. 12.	Procedures in the Monitoring and Recording of
		Allotments Received from DBM
	Sec. 13.	Procedures for the Recording of Sub-Allotment
		Release Order (Sub-ARO by RO/OU)
	Sec. 14.	Accounting for Obligation
	Sec. 15.	Procedures for the Recording of Obligations
	Sec. 16.	Receipts/Income Collections and Deposits System
	Sec. 17.	Sources of Income of the National Government
	Sec. 18.	Methods of Accounting for Income
	Sec. 19.	Fines and Penalties
	Sec. 20.	Other Receipts
	Sec. 21.	Deposit of Collections
	Sec. 22.	Reporting of Collections and Deposits
	Sec. 23.	Procedures for Collections and Deposits Through
		the Collecting Officer
	Sec. 24.	Procedures for Collections through Accredited Agent Banks
	Sec. 25.	Dishonored Checks
	Sec. 26.	Procedures in Recording Dishonored Checks
	Sec. 27.	Disbursements Defined
	Sec. 28.	Basic Requirements for Disbursements
	Sec. 29.	Disbursements System
	Sec. 30.	Certification on Disbursements
	Sec. 31.	Disbursements by Checks
	Sec. 32.	Recording of Checks Disbursements in the Check Disbursements Record
	Sec. 33.	Reporting of Checks Issued/Released
	Sec. 34.	Procedures for Disbursements by Checks
	Sec. 35.	Disbursements by Cash
	Sec. 36.	Cash Advances for Travel
	Sec. 37.	Procedures for Disbursements by Cash — Payment
		for Payroll and Other Expenses
	Sec. 38.	Disbursements Through Bank — Payroll Payment
	Sec. 39.	Disbursements Through Petty Cash Fund
	Sec. 40.	Procedures for Disbursements Through Petty Cash Fund
	Sec. 41.	Purchase or Construction of Property, Plant and
		Equipment
	Sec. 42.	Property and Inventory Accounting System
	Sec. 43.	Perpetual Inventory Method
	Sec. 44.	Moving Average Method
	Sec. 45.	Procedures in the Receipt, Inspection, Acceptance
		and Recording Deliveries of Inventory Items and
		Equipment
	Sec. 46.	Procedures in the Requisition and Issuance of
		Inventory Items
	Sec. 47.	Procedures in the Requisition and Issuance of
		Equipment
	Sec. 48.	Miscellaneous Transactions
	Sec. 49.	Accounting for Loss of Cash and Property
	Sec. 50.	Grant of Relief from Accountability
	Sec. 51.	Accounting for Cash Overages
	Sec. 52.	Accounting for Stale Checks
	Sec. 53.	Accounting for Disallowances
	Sec. 54.	Accounting for Overpayments
	Sec. 55.	Pro-forma Accounting Entries
Chapter 4.	Trial Balances, Financial Reports and Statements
	Sec. 56.	Financial Reporting System
	Sec. 57.	Trial Balance
	Sec. 58.	Purposes of the Trial Balance
	Sec. 59.	Pre-Closing Trial Balance
	Sec. 60.	Adjusting or Correcting Journal Entries
	Sec. 61.	Adjustment for Accrued Items
	Sec. 62.	Asset/Revenue Adjustment
	Sec. 63.	Liability/Expense Adjustment
	Sec. 64.	Adjustment for Deferred Items
	Sec. 65.	Asset/Expense Adjustments
	Sec. 66.	Bad Debts
	Sec. 67.	Depreciation for Property, Plant and Equipment
	Sec. 68.	Method of Depreciation
	Sec. 69.	Closing Journal Entries
	Sec. 70.	Post-Closing Trial Balance
	Sec. 71.	Procedures in the Preparation and Submission of
		Trial Balances and Other Reports
	Sec. 72.	Generation of Financial Statements and Supporting
		Schedules
	Sec. 73.	Responsibility for Financial Statements
	Sec. 74.	Statement of Management Responsibility for
		Financial Statements
	Sec. 75.	Balance Sheet
	Sec. 76.	Statement of Income and Expenses
	Sec. 77.	Statement of Government Equity
	Sec. 78.	Statement of Cash Flows
	Sec. 79.	Preparation of the Statement of Cash Flows
	Sec. 80.	Notes to Financial Statements
	Sec. 81.	Interim Reports
	Sec. 82.	Worksheet
Chapter 5.	Responsibility Accounting
	Sec. 83.	Responsibility Accounting Defined
	Sec. 84.	Responsibility Center Defined
	Sec. 85.	Objectives of Responsibility Accounting
	Sec. 86.	Concepts of Responsibility Accounting
	Sec. 87.	Responsibility Center Code Structure
	Sec. 88.	Computerized Accounting System
Chapter 6.	Illustrative Accounting Entries
	Sec. 89.	Illustrative Accounting Entries in Regular Agency
		(RA) Books
	Sec. 90.	Illustrative Accounting Entries in National
		Government (NG) Books
Appendices:
	1.	Table of Estimated Useful Lives
	2.	Pre-Closing Trial Balance
	3.	Post-Closing Trial Balance
	4.	Statement of Management's Responsibility For Financial Statements
	5.	Detailed Balance Sheet
	6.	Condensed Balance Sheet
	7.	Schedule of Accounts Receivables
	8.	Schedule of Accounts Payables
	9.	Schedule of Public Infrastructures
	10.	Statement of Allotments, Obligations and Balances
	11.	Detailed Statement of Income and Expenses
	12.	Condensed Statement of Income and Expenses
	13.	Statement of Government Equity
	14.	Statement of Cash Flows
	15.	Notes to Financial Statements
Annexes:
	A.	Illustrative Accounting Entries — Typical transactions of Central/Regional
		Offices and Operating Units receiving NCA direct from the DBM
	B.	Illustrative Accounting Entries — Typical transactions of Central/Regional
		Offices and Operating Units receiving NCA direct from DBM and
		ROs/OUs receiving funding checks from CO/RO
	C.	Illustrative Accounting Entries — Typical Transactions of Agencies
		with Collections/ Income to be recorded in the National Government (NG) books

MANUAL ON THE NEW GOVERNMENT ACCOUNTING SYSTEM

For National Government Agencies

ACCOUNTING POLICIES

Volume I

CHAPTER 1

Introduction

SECTION 1. Objectives of the Manual.— The New Government Accounting System (NGAS) Manual presents the basic policies and procedures; the new coding system; the accounting systems, books, registries, records, forms, reports, and financial statements; and illustrative accounting entries to be adopted by all national government agencies effective January 1, 2002. The objectives of the Manual are to prescribe the following:

a. Uniform guidelines and procedures in accounting for government funds and property;

b. New coding structure and chart of accounts;

c. Accounting books, registries, records, forms, reports and financial statements; and

d. Accounting entries.

SECTION 2. Coverage.— This Manual shall be used by all national government agencies.

SECTION 3. Legal Basis. — This Manual is prescribed by the Commission on Audit pursuant to Article IX-D, Section 2 par. (2) of the 1987 Constitution of the Republic of the Philippines which provides that:

"The Commission on Audit shall have exclusive authority, subject to the limitations in this Article, to define the scope of its audit and examination, establish the techniques and methods required therefor, and promulgate accounting and auditing rules and regulations,including those for the prevention and disallowance of irregular, unnecessary, excessive, extravagant, or unconscionable expenditures, or uses of government funds and properties".(emphasis supplied)

CHAPTER 2

Basic Features and Policies

SECTION 4. Basic Features and Policies.— The NGAS has the following basic features and policies, to wit:

a. Accrual Accounting.A modified accrual basis of accounting shall be used. Under this method, all expenses shall be recognized when incurred and reported in the financial statements in the period to which they relate. Income shall be on accrual basis except for transactions where accrual basis is impractical or when other methods are required by law.

b. One Fund Concept.This system adopts the one fund concept. Separate fund accounting shall be done only when specifically required by law or by a donor agency or when otherwise necessitated by circumstances subject to prior approval of the Commission.

c. Chart of Accounts and Account Codes.A new chart of accounts and coding structure with a three-digit account numbering system shall be adopted. (See Volume III, The Chart of Accounts)

d. Books of Accounts.All national agencies shall maintain two sets of books, namely:

 

 Regular Agency (RA) Books.These shall be used to record the receipt and utilization of Notice of Cash Allocation (NCA) and other income/receipts which the agencies are authorized to use and to deposit with Authorized Government Depository Bank (AGDB) and the National Treasury. These shall consist of journals and ledgers, as follows:

Journals

• Cash Receipts Journal (CRJ)

• Cash Disbursements Journal (CDJ)

• Check Disbursements Journal (CkDJ)

• General Journal (GJ)

Ledgers

• General Ledger (GL)

• Subsidiary Ledgers (SL) for:

• Cash

• Receivables

• Inventories

• Investments

• Property, Plant and Equipment

• Construction in Progress

• Liabilities

• Income

• Expenses

 National Government (NG) Books.These shall be used to record income which the agencies are not authorized to use and are required to be remitted to the National Treasury. These shall consist of:

• Cash Journal (CJ)

• General Journal (GJ)

• General Ledger (GL)

• Subsidiary Ledger (SL)

 With the implementation of the computerized agency accounting system, only the General Journal shall be used together with the ledgers by both books.

e. Financial Statements.The following statements shall be prepared:

• Balance Sheet

• Statement of Government Equity

• Statement of Income and Expenses

• Statement of Cash Flows

 Notes to Financial Statements shall accompany the above statements.

f. Two-Money Column Trial Balance.The two-money column trial balance showing the account balances shall be used.

g. Allotment and Obligation.Obligation accounting is modified to simplify procedures in the incurrence and liquidation of obligations and the recording of the budgetary accounts (allotments and obligations incurred and liquidated).Separate registries shall be maintained to control the allotments and obligations for each of the four classes of allotments, namely:

• Registry of Allotments and Obligations — Capital Outlay (RAOCO)

• Registry of Allotments and Obligations — Maintenance and Other Operating Expenses (RAOMO)

• Registry of Allotments and Obligations — Personal Services (RAOPS)

• Registry of Allotments and Obligations — Financial Expenses (RAOFE).

h. Notice of Cash Allocation (NCA).The receipt of NCA by the agency shall be recorded in the books as debit to account "Cash-National Treasury, Modified Disbursement System (MDS)" and credit to account "Subsidy Income from National Government".

i. Financial Expenses.Financial expenses such as bank charges, interest expenses, commitment charges and other related expenses shall be separately classified from Maintenance and Other Operating Expenses (MOOE).

j. Perpetual Inventory of Supplies and Materials.Supplies and materials purchased for inventory purpose shall be recorded using the perpetual inventory system. Regular purchases shall be coursed thru the inventory account and issuances thereof shall be recorded as they take place except those purchased out of Petty Cash Fund which shall be charged directly to the appropriate expense accounts.

k. Valuation of Inventory.Cost of ending inventory of supplies and materials shall be computed using the moving average method.

l. Maintenance of Supplies and Property, Plant and Equipment Ledger Cards.For appropriate check and balance, the Accounting Units of agencies, as well as the Property Offices, shall maintain Supplies Ledger Cards/Stock Cards by stock number and Property, Plant and Equipment Ledger Cards/Property Cards by category of property, plant and equipment, respectively.

m. Construction of Assets.For assets under construction, the Construction Period Theory shall be applied for costing purposes. Bonus paid to the contractor for completing the work ahead of time shall be added to the total cost of the project. Liquidated damages charged and paid for by the contractor shall be deducted from the total cost of the project. Any related expenses incurred during the construction of the project, such as taxes, interest, license fees, permit fees, clearance fee, etc. shall be capitalized, and those incurred after the construction shall form part of operating cost.

n. Registry of Public Infrastructures/Registry of Reforestation Projects.For agencies that construct public infrastructures, such as roads, bridges, waterways, railways, plaza, monuments, etc.,and invest on reforestation projects, a Registry of Public Infrastructures (RPI)/Registry of Reforestation Projects (RRP) shall be maintained for each category of infrastructures/reforestation projects. Examples are:

• Registry of Public Infrastructures — Bridges (RPIB)

• Registry of Public Infrastructures — Roads (RPIR)

• Registry of Public Infrastructures — Parks (RPIP)

• Registry of Reforestation Projects (RRP)

 A Summary of Public Infrastructures/Reforestation Projects shall be prepared and included in the Notes to Financial Statements.

o. Depreciation.The straight-line method of depreciation shall be used. Depreciation shall start on the second month after purchase of the property, plant and equipment, and a residual value equivalent to ten percent of the purchase cost shall be set-up. Public infrastructures/reforestation projects as well as serviceable assets that are no longer being used shall not be charged any depreciation.

p. Reclassification of Assets.Serviceable assets no longer being used shall be reclassified to "Other Assets" account and shall not be subject to depreciation.

q. Allowance for Doubtful Accounts.An Allowance for Doubtful Accounts shall be set up for estimated uncollectible trade receivables to allow for their fair valuation.

r. Elimination of Contingent Accounts.Contingent accounts shall no longer be used. All financial transactions shall be recorded using the appropriate accounts. Cash shortages and disallowed payments, which become final and executory, shall be recorded under receivable accounts "Due From Officers and Employees" or "Receivables-Disallowances/Charges",as the case may be.

s. Recognition of Liability.Liability shall be recognized at the time goods and services are accepted or rendered and supplier/creditor bills are received.

t. Interest Accrual.Whenever practical and appropriate, interest income and/or expense shall be accrued and recognized in the books of accounts.

u. Accounting for Borrowings and Loans.All borrowings and loans incurred shall be recorded to the appropriate liability accounts.

v. Elimination of corollary and negative journal entries.The use of corollary and negative journal entries shall be stopped. Acquisition/Disposition of assets shall be debited/credited to the appropriate asset accounts. If an error is committed, a correcting entry to adjust the original entry shall be prepared.

w. Petty Cash Fund.The Petty Cash Fund shall be maintained under the imprest system. As such, all replenishments shall be directly charged to the expense account and at all times, the Petty Cash Fund shall be equal to the total cash on hand and the unreplenished expenses. The Petty Cash Fund shall not be used to purchase regular inventory/items for stock.

x. Foreign Currency Adjustment.Cash deposits in foreign currency and outstanding foreign loans shall be computed at the exchange rate prescribed by the Bangko Sentral ng Pilipinas at balance sheet date. The total cash deposits and foreign loans payable shall be adjusted at the end of each month and any gain or loss on foreign exchange shall be recognized. The subsidiary ledger for foreign currency obligations shall reflect the appropriate foreign currency in which the loan is payable. The liability shall be expressed both in the foreign and local currency.

SECTION 5. General Accounting Plan.— The General Accounting Plan (GAP) shows the overall accounting system of a government agency/unit. It includes the source documents, the flow of transactions and its accumulation in the books of accounts and finally their conversion into financial information/data presented in the financial reports. Presented on next page is the General Accounting Plan for national government agencies.

The following accounting systems are:

a. Budgetary Accounts System;

b. Receipts/Income and Deposit System;

c. Disbursement System; and

d. Financial Reporting System.

A. BUDGETARY ACCOUNTS

SECTION 6. Budgetary Accounts System.— The Budgetary Accounts System encompasses the processes of preparing Agency Budget Matrix (ABM),monitoring and recording of allotments received by the agency from the DBM, releasing of Sub-Allotment Release Order (Sub-SARO) to Regional Offices (RO) by the Central Office (CO);issuance of Sub-SARO to Operating Units (OU) by the RO; and recording and monitoring of obligations.

SECTION 7. Budgetary Accounts.— Budgetary accounts consist of the appropriations, allotments and obligations. Appropriations refer to authorizations made by law or other legislative enactment for payments to be made with funds of the government under specified conditions and/or for specified purposes. Appropriations shall be monitored and controlled through registries and control worksheets by the DBM and COA, respectively. Budgetary accounts allotments and obligations are discussed in the succeeding sections.

SECTION 8. Agency Budget Matrix (ABM).— The ABM refers to a document showing the disaggregation of agency expenditures into components like, among others, by source of appropriations, by allotment class and by need of clearance.

SECTION 9. Procedures for the Preparation of the ABM.—

Area of	Seq.
Responsibility	No.	Activity
Budget Unit
Concerned Staff	1	Based on the approved General
		Appropriations Act (GAA) and in
		coordination with the DBM, prepares
		the ABM by appropriations/financing
		sources to support expenditures to be
		made during the year broken down by
		allotment class/expenses.
		Note 1
		The ABM shall contain, among
		others, the following information:
		▪	The amount to be released
			categorized under "Not Needing
			Clearance" column, and
		▪	The amount that will be
			released through the issuance of
			Special Allotment Release Order
			(SARO) categorized under "Needing
			Clearance" column including
			continuing appropriations based on
			the Statement of Allotments,
			Obligations and Balances (SAOB).
	2	Initials under 'Prepared by' portion of
		the ABM.
Head, Budget Unit	3	Reviews and signs 'Prepared by'
		portion of the ABM.
Concerned Staff	4	Forwards the ABM together with a
		transmittal letter for the DBM to the
		Head of the Agency for
		signature/approval.
Head of the	5	Approves/Signs the ABM and the
Agency		transmittal letter.
Concerned Staff	6	Records in the logbook maintained
		and submits the signed ABM to the
		DBM for approval.

SECTION 10. Allotment Release Order (ARO).— The ARO is a formal document issued by the DBM to the head of the agency containing the authorization, conditions and amount of an agency allocation. The document may be the ABM, where the amount of allocation not needing clearance is indicated, or the Special Allotment Release Order (SARO),where the release of which is subject to compliance with specific laws or regulations or is subject to separate approval or clearance by competent authority. In the case of agencies with decentralized accounting procedures, Sub-ARO/Sub-SARO is issued/released.

SECTION 11. Recording of Allotments.— Upon receipt of the approved ABM and ARO, the Budget Officer/Head of the Budget Unit/Designated Budget Officer shall record the allotment in the respective registries through the Allotment and Obligations Slip (ALOBS).Separate registries shall be maintained for the four allotment classes by Program/Project/Activity (P/P/A),to wit:

1. Registry of Allotments and Obligations — Capital Outlay (RAOCO)

2. Registry of Allotments and Obligations — Maintenance and Other Operating Expenses (RAOMO)

3. Registry of Allotments and Obligations — Personal Services (RAOPS)

4. Registry of Allotments and Obligations — Financial Expenses (RAOFE)

SECTION 12. Procedures in the Monitoring and Recording of Allotments Received from DBM

Area of	Seq.
Responsibility	No.	Activity
Budget Unit	1	Receives the approved ABM/SARO
Concerned Staff		from the DBM. Records the same in
		the logbook and forwards the
		ABM/SARO to Budget Staff for
		preparation of an Allotment and
		Obligation Slip (ALOBS).
Budget Staff	2	Prepares ALOBS in two copies,
		assigns number and initials the same.
		Forwards the ALOBS and
		ABM/SARO to the Head of the
		Budget Unit for review and signature.
		Note 2
		The ALOBS shall be prepared in two
		copies and shall be distributed as
		follows:
			Original — Retained by the Budget
			Unit to support recording in the
			registries
			Copy 2 — Accounting Unit
Head of the	3	Reviews, checks the small box
Budget Unit		opposite the 'Received' portion in
		Box A of the ALOBS and affixes
		signature certifying receipt of
		allotment. Returns to the Budget Staff
		for recording in the appropriate
		Registry of Allotments and
		Obligations (RAOs).
Budget Staff	4	Records the ALOBS in the
		appropriate RAOs. Files the ALOBS
		for reference.
		Note 3
		The following RAOs shall be
		maintained by the Budget Unit:
			/	Registry of Allotments and
				Obligations — Personal Services
				(RAOPS)
			/	Registry of Allotments
				and Obligations — Maintenance
				and Other Operating Expenses
				(RAOMO)
			/	Registry of Allotments and
				Obligations — Capital Outlays
				(RAOCO)
			/	Registry of Allotments and
				Obligations — Financial
				Expenses (RAOFE)
	5	Forwards Copy 2 of the ALOBS to
		the Accounting Unit for reference.

SECTION 13. Procedures for the Recording of Sub-Allotment Release Order (Sub-ARO) by RO/OU

Area of	Seq.
Responsibility	No.	Activity
Central Office/
Regional Office
Budget Unit	1	Based on the approved ABM
Budget Staff		received from the DBM, prepares
		Sub-ARO for RO/OU. Forwards the
		Sub-ARO to the Head of the Budget
		Unit CO/RO for review.
Head of the	2	Reviews and signs Sub-ARO.
Budget Unit		Forwards the same to the Head of the
		CO/RO for approval.
Head of Central	3	Approves the Sub-ARO.
Office/Regional
Office/ Authorized
Officer
Budget Staff	4	Based on the approved Sub-ARO,
		prepares ALOBS in two copies.
		Assigns number and initials the
		ALOBS. Forwards the same with a
		copy of approved Sub-ARO to the
		Head of the Budget Unit for review
		and signature.
		Note 1
		Distribution of ALOBS shall be as
		follows:
			Original — CO/RO Budget Unit
			Copy 2 — CO/RO Accounting Unit
		Note 2
		Refer to ALOBS numbering
		structures in Note 1 Sec. 12,
		Procedures in the Monitoring and
		Recording of Allotments Received
		from DBM
Head of the	5	Reviews, checks the small box
Budget Unit		opposite the 'Sub-allotted' portion of
		Box A of the ALOBS and affixes
		signature certifying as to the amount
		sub-allotted to RO/OU. Forwards the
		same with the approved Sub-ARO to
		Budget Staff for recording in the
		appropriate RAOs.
Budget Staff	6	Records the ALOBS in the
		appropriate RAOs. Files the ALOBS
		and a copy of the Sub-ARO.
		Note 3
		The ALOBS covering sub-allotment
		for the RO/OU shall be entered in the
		RAOs as negative entry in the
		'Allotment' column and shall be
		deducted from the allotment balance.
		Note 4
		A copy of the ALOBS covering
		allotment of the RO/OU shall be
		furnished the Accounting Unit for
		reference.
Concerned Staff	7	Records in the logbook the release of
		the Sub-ARO to RO/OU.
Regional Offices/
Operating Units
Budget Unit
Concerned Staff	8	Receives the approved Sub-ARO
		from the CO/RO. Records the same
		in the logbook maintained. Forwards
		the Sub-ARO to the Budget Staff for
		the preparation of ALOBS.
Budget Staff	9	Prepares ALOBS in two copies,
		assigns number and initials the same.
		Forwards the ALOBS and Sub-ARO
		to the Head of the Budget Unit for
		review and signature.
		Note 5
		Refer to Notes 1 and 2 of Sec. 12,
		Procedures for the Monitoring and
		Recording of Allotments Received
		from the DBM.
Head of the	10	Reviews the ALOBS based on the
Budget Unit		Sub-ARO. Checks the small box
		opposite the “Received” portion of
		Box A of the ALOBS and affixes
		signature certifying that the allotment
		was received. Forwards the ALOBS
		and Sub-ARO to the Budget Staff for
		recording in the appropriate RAOs.
		Note 6
		Refer to Note 3, of Sec. 12,
		Procedures for the Monitoring and
		Recording of Allotments Received
		from the DBM.
Budget Staff	11	Records the ALOBS in the RAOs.
		Files the Sub-ARO and original of
		the ALOBS.
	12	Forwards copy 2 of the ALOBS to
		the Accounting Unit for reference.

SECTION 14. Accounting for Obligation.— Obligation refers to a commitment by a government agency arising from an act of a duly authorized official which binds the government to the immediate or eventual payment of a sum of money. The agency is authorized to incur obligations only in the performance of activities which are in pursuits of its functions and programs authorized in appropriation acts/laws within the limit of the ARO.

Obligations shall be taken up in the registries through the ALOBS prepared/processed by the Budget Unit. The Budget Officer/Head of the Budget Unit/designated Budget Officer shall certify to the availability of allotment and such is duly obligated by signing in the appropriate box of the ALOBS. On the other hand, the Accountant/Head of the Accounting Unit shall certify to the correctness and validity of obligations, and availability of funds. Both Budget and Accounting Units shall coordinate in the filling up of the Status of the Obligation in their respective copies of the ALOBS

SECTION 15. Procedures for the Recording of Obligations.—

Area of	Seq.
Responsibility	No.	Activity
Budget Unit
Concerned Staff	1	Receives the Disbursement
		Voucher/Payroll (DV/P),and
		supporting documents, Contract/
		Purchase Order (C/PO) from
		concerned offices/personnel. Verifies
		completeness of the documents. If
		incomplete, returns the documents to
		concerned offices for completion. If
		complete, records the same in the
		logbook maintained. Forwards the
		documents to Budget Staff for the
		preparation of the ALOBS.
Budget Staff	2	Verifies availability of allotment
		based on the RAOs. If no allotment is
		available, returns the documents to
		the office/personnel concerned except
		as authorized by the DBM.
	3	If there is an available balance of
		allotment to cover the obligations,
		prepares an ALOBS in three copies.
		Initials the ALOBS and forwards the
		same to the Head of the Budget Unit
		for review and signature.
		Note 1
		Copy 3 of ALOBS shall be attached
		to the DV. Refer to Note 2, Sec. 12,
		Procedures for the Monitoring and
		Recording of Allotments Received
		from DBM for the distribution of the
		other copies of ALOBS.
Head of the	4	Reviews, checks the small box
Budget Unit		opposite the 'Available and duly
		obligated' portion of Box A of the
		ALOBS and affixes signature.
		Forwards the ALOBS and documents
		to the Budget Staff for recording in
		the appropriate RAOs.
Budget Staff	5	Records the amount obligated under
		the 'Obligation' column of the RAOs.
		Forwards all copies of the ALOBS
		and the documents to the Accounting
		Unit for processing and signature.
		Note 2
		Obligations shall be posted in the
		'Obligation Incurred' column of the
		RAOs to arrive at the balance of
		allotment still available at a given
		period.
	6	Receives original of ALOBS from
		the Accounting Unit. If there is no
		correction, files the same to support
		the RAOs. Otherwise, effects
		correction in the RAOs or prepares a
		new ALOBS, as the case may be.
		Note 3
		For the succeeding activities, refer to
		Sec. 34, Procedures for Disbursements
		By Checks.
		Note 4
		There is no need to prepare a new
		ALOBS for corrections/adjustments
		made by the Accounting Unit after
		the processing of the claims but
		before payment is made. Adjustment
		in the RAOs shall be effected thru a
		positive entry (if additional obligation
		is necessary) or a negative entry (if
		reduction) in the 'Obligation
		Incurred' column.
		Note 5
		Preparation of new ALOBS for the
		following adjustments of obligations
		as negative entries in the 'Obligation
		Incurred' column shall be made:
		▪	refund of cash advance
			granted during the year
		▪	overpayment of expenses
			during the year
		▪	disallowances/charges which become
			final and executory
		Certified copies of official receipts
		for the overpayments/refunds,copies
		of bills for overpayments and
		Notice that the disallowances are
		final and executory shall be furnished
		the Budget Unit by the Accounting
		Unit for the preparation of new
		ALOBS taking up the adjustments.

B. INCOME/COLLECTIONS AND DEPOSITS

SECTION 16. Receipts/Income Collections and Deposits System.— The Receipts/Income Collections and Deposits System covers the processes of acknowledging and reporting income/collections, deposits of collections with Authorized Government Depository Bank (AGDB) or through the AGDB for the account of Treasurer of the Philippines, and recording of collections and deposits in the books of accounts of the agency.

SECTION 17. Sources of Income of the National Government.— The income of the National Government are classified into general income accounts and specific income accounts. The following comprise the general income accounts, among others:

1. Subsidy Income from National Government

2. Subsidy from Central Office

3. Subsidy from Regional Office/Staff Bureaus

4. Income from Government Services

5. Income from Government Business Operations

6. Sales Revenue

7. Rent Income

8. Insurance Income

9. Dividend Income

10. Interest Income

11. Sale of Confiscated Goods and Properties

12. Foreign Exchange (FOREX) Gains

13. Miscellaneous Operating and Service Income

14. Fines and Penalties-Government Services and Business Operations

15. Income from Grants and Donations

The specific income accounts of national government agencies are classified as follows:

1. Income Taxes

2. Property Taxes

3. Taxes on Goods and Services

4. Taxes on International Trade and Transactions

5. Other Taxes

6. Fines and Penalties — Tax Revenue

7. Other Specific Income

The descriptions of all the accounts and the instructions as to when these are to be debited and credited are provided in Volume III of the NGAS Manual.

SECTION 18. Methods of Accounting for Income.— National government agencies adopt the following accounting methods of recording income:

1. Accrual Method — Accrual method of accounting shall be used by national government agencies when income is realized (earned) during the accounting period regardless of cash receipt. Accounts receivable is set up and the general or specific income accounts according to nature and classification are credited.

2. Modified Accrual — Under the modified accrual basis, income of an agency is recorded as "Deferred Credits to Income" and the appropriate receivable account is debited. The income account is recognized upon receipt of collection and the "Deferred Credits to Income" account is adjusted accordingly.

3. Cash Basis — Cash basis of accounting shall be used for all other taxes, fees, charges and other revenues where accrual method is impractical. The income account is credited upon collection of the cash or its equivalent.

SECTION 19. Fines and Penalties.— Fines and penalties, either on tax revenues or other specific income accounts, shall be recognized as income of the year these were collected.

SECTION 20. Other Receipts.— Other receipts of national government agencies shall be comprised of, but not limited to the following:

1. Refund of cash advances — When cash advances for official travels are granted, the account "Due from Officers and Employees" is debited and when refunds are made, the same account is credited. Cash advances for salaries and wages shall be recorded as debits to the account "Cash-Disbursing Officers" and any refunds thereof shall be credited to the same account.

2. Receipts of performance/bidders/bail bonds — Performance bond posted by contractor or supplier to guaranty full and faithful performance of their contract may be in the form of cash or certified checks or surety. Performance bond in cash or certified check shall be acknowledged by the issuance of official receipt and recorded in the book of accounts by the Accountant thru a Journal Entry Voucher (JEV) for the purpose. In case of surety bond, an acknowledgement receipt shall be issued by the authorized official.

3. Refund for overpayment of expenses — Refunds as a result of overpayment of expenses shall be recorded as a credit to the appropriate expense account if paid in the same year or to Prior Years' Adjustments if paid in the ensuing year. This transaction shall reduce the amount of expense previously recorded.

4. Collections made on behalf of another agency or private companies — Collections made on behalf of other agencies which are later remitted to them are recorded under accounts "Due to NGAs","Due to LGUs" or "Due to GOCCs" as the case may be. Authorized collections made on behalf of private entities, like shares of proponents of Built-Operate-Transfer (BOT) Projects are recorded as "Other Payables".

5. Inter-agency transferred funds — Cash received from another agency for the purpose of implementing projects of that agency is recorded in the books as a credit to account "Due to NGAs" or "Due to LGUs",as the case may be.

SECTION 21. Deposit of Collections.— All Collecting Officers shall deposit intact all their collections, as well as collections turned over to them by sub-collectors/tellers, with AGDB daily or not later than the next banking day. They shall record all deposits made in the Cash Receipts Record.

SECTION 22. Reporting of Collections and Deposits.— At the close of each business day, the Collecting Officers shall accomplish the Report of Collections and Deposits (RCD) in accordance with the instructions provided in Volume II of the NGAS Manual for the RCD. All collections shall be deposited with AGDB for the account of the agency or the Treasurer of the Philippines daily or not later than the next banking day.

SECTION 23. Procedures for Collections and Deposits Through the Collecting Officer —

Area of	Seq.
Responsibility	No.	Activity
Cash Unit		Daily
Designated Staff	1	Receives cash/check from payor
		representing collection based on the
		Order of Payment (OP) prepared by
		the Accounting Unit.
	2	Issues Official Receipt (OR) to
		acknowledge receipt of cash/check.
		Note 1
		Funding Checks received by the
		Cashier/Collecting Officer of the
		RO/OU for its operational
		requirements shall be issued
		corresponding OR..
		Note 2
		Separate sets of ORs shall be used for
		the RA and NG Books.
		Note 3
		The OR shall be prepared in three
		copies and shall be distributed as
		follows:
			Original — Payor
			Copy 2 — To be attached to the
			Report of Collections and Deposits
			(RCD)
			Copy 3 — Cash Unit file
	3	Records collections in the Cash
		Receipts Record (CRR).
		Note 4
		Separate CRR shall be maintained for
		collections under the RA and NG
		Books.
	4	Prepares Deposit Slip (DS) in three
		copies.
		Note 5
		The DS shall be distributed as
		follows:
			Original — AGDB
			Copy 2 — To be attached to RCD
			Copy 3 — Cash Unit file
	5	Deposits collections with AGDB.
		Note 6
		Collections pertaining to NG Books
		shall be deposited with the AGDB for
		the account of the Treasurer of the
		Philippines
	6	Based on the validated DS from the
		AGDB and copy of the ORs on file,
		prepares Report of Collections and
		Deposits (RCD) in two copies.
		Initials on the RCD and forwards the
		same together with Copy 2 of the
		ORs and DS to the Head of the Cash
		Unit for review and signature.
Head of the Cash	7	Reviews and signs the RCD.
Unit		Forwards original of RCD, Copy 2 of
		the ORs and DS to the Designated
		Staff for submission to the
		Accounting Unit.
		Note 7
		The RCD shall be distributed as
		follows:
			Original — Accounting Unit together
			with Copy No. 2 of the ORs and DS -
			to support the JEV
			Copy 2 — Cash Unit file
Designated Staff	8	Records the RCD in the logbook
		maintained and forwards the same
		with the ORs and DS to the
		Accounting Unit for recording in the
		books of accounts.
Accounting Unit
Accounting Staff	9	Receives original of RCD with Copy
		2 of the ORs and DS from the Cash
		Unit. Records receipt in the logbook
		maintained for the purpose and
		forwards the same to the Bookkeeper
		for review and preparation of the JEV.
Bookkeeper	10	Based on the RCD, prepares JEV in
		two copies and signs “Prepared by”
		portion of the JEV. Forwards the JEV
		and documents to the Head of the
		Accounting Unit for review and
		signature.
Head of the	11	Reviews and signs 'Certified Correct
Accounting Unit		by' portion of the JEV. Forwards the
		JEV and documents to the
		Bookkeeper for recording in the Cash
		Receipt Journal (CRJ) and/or Cash
		Journal (CJ) as the case may be.
		Note 8
		CRJ shall be used to record collection
		under the RA Books while the CJ
		shall be used to record collections
		under the NG Books.
		Note 9
		For the succeeding activities, refer to
		Sec. 71, Preparation and Submission
		of Trial Balances and Other Reports.

SECTION 24. Procedures for Collections through Accredited Agent Banks (AAB).—

Area of	Seq.
Responsibility	No.	Activity
Accounting Unit
Receiving/	1	Receives collection documents from
Releasing Staff		the AAB/AGDB. Records receipt in
		the logbook maintained for the
		purpose. Forwards the same to the
		Bookkeeper for preparation of the
		JEV.
Bookkeeper	2	Based on the received collection
		documents, prepares JEV in two
		copies, Signs "Prepared by" portion
		of the JEV. Forwards the JEV and
		documents to the Head of the
		Accounting Unit for review and
		signature.
Head of the	3	Reviews and signs "Certified Correct
Accounting Unit		by" portion of the JEV. Forwards the
		JEV and documents to the
		Bookkeeper for recording in the
		General Journal (GJ).
		Note 1
		For the succeeding activities, refer to
		Sec. 71, Preparation and Submission
		of Trial Balances and Other Reports.

SECTION 25. Dishonored Checks.— There are instances that checks received by Collecting Officers in payment of taxes, fees and other debt due the government are dishonored by the drawee banks. A check is said to be dishonored by non-payment when, upon its being duly presented for payment, such payment is refused or cannot be obtained. (Sec. 83, RA No. 2031, Negotiable Instrument Law).It may also be defined as those checks paid to the agency, which were dishonored by the AGDB due to Drawn Against Insufficient Fund (DAIF) or Drawn Against Uncleared Deposits (DAUD).

 

SECTION 26. Procedures in Recording Dishonored Checks.—

Area of	Seq.
Responsibility	No.	Activity
Cash Unit
Designated Staff	1	Receives from AGDB the Debit
		Memo (DM) and copies of
		dishonored checks.
	2	Verifies the dishonored checks
		against the previous months' RCDs
		maintained on file to ascertain that
		the checks were included in the
		previous months' collections. If not
		included, verifies from AGDB the
		details of the dishonored checks.
	3	If dishonored checks are included in
		the RCDs, prepares Notice of
		Dishonor to inform the
		drawers/indorsers/payors that the
		checks were dishonored by the
		AGDB.
		Note 1
		The Notice of Dishonor shall be
		prepared in three copies and shall be
		distributed as follows:
			Original — Drawer (To be delivered
			personally or thru registered mail)
			Copy 2 — Accounting Unit file
			Copy 3 — Cash Unit file
	4	Retrieves from file copy of the OR
		covering the dishonored check and
		indicates in the OR the following
		notation:
		Cancelled (date of Notice of Dishonor) per
	5	Retrieves CRR on file and records the
		dishonored checks with the following
		notation:
		To take up Bank’s Debit Memo No.
	6	Prepares list of dishonored checks in
		two copies. Forwards Copy 2 of the
		list and the dishonored checks to the
		Accounting Unit for preparation of
		the JEV.
Accounting Unit	7	Receives the list together with
Accounting Staff		originals of dishonored checks and
		the Debit Memo from the Cash Unit
		and records the same in the logbook
		maintained for the purpose.
	8	Based on the list, prepares the JEV in
		two copies. Signs “Prepared by”
		portion of the JEV and forwards the
		same to the Head of the Accounting
		Unit for review and signature.
Head of the	9	Reviews and signs "Certified Correct
Accounting Unit		by" portion of the JEV. Forwards the
		JEV supported by the list, originals of
		dishonored checks and notice of
		dishonor to the Bookkeeper for
		recording in the books of accounts.
		Note 2
		For the succeeding activities, refer to
		Sec. 71, Preparation and Submission
		of Trial Balances and Other Reports.

C. DISBURSEMENTS

SECTION 27. Disbursements Defined.— Disbursements constitute all cash paid out during a given period either in currency (cash) or by check. It may also mean the settlement of government payables/obligations by cash or by check. It shall be covered by Disbursement Voucher (DV)/Petty Cash Voucher (PCV) or payroll.

SECTION 28. Basic Requirements for Disbursements.— The basic requirements applicable to all types of disbursements made by national government agencies are as follows:

1. Existence of a lawful and sufficient allotment certified as available by the Budget Officer;

2. Existence of a valid obligation certified by the Chief Accountant/Head of Accounting Unit;

3. Legality of transactions and conformity with laws, rules and regulation;

4. Approval of the expense by the Chief of Office or by his duly authorized representative; and

5. Submission of proper evidence to establish the claim.

SECTION 29. Disbursements System.— The Disbursements System involves the preparation and processing of disbursement voucher (DV);preparation and issuance of check; payment by cash; granting, utilization, and liquidation/replenishment of cash advances.

SECTION 30. Certification on Disbursements.— Disbursements from government funds shall require the following certifications on the DV:

1. Certification and approval of vouchers and payrolls as to validity, propriety and legality of the claim (Box A of DV) by head of the department or office who has administrative control of the fund concerned;

2. Necessary documents supporting the DV and payrolls as certified and reviewed by the Accountant/Head of Accounting Unit (Box B of DV);and

3. Certification that funds are available for the purpose by the Accountant/Head of Accounting Unit (Box B of DV).

SECTION 31. Disbursements by Checks.— Checks shall be drawn only on duly approved DV or PCV. These shall be reported and recorded in the books of accounts only when actually released to the respective payees.

Two types of checks are being issued by government agencies as follows:

1. Modified Disbursement System (MDS) Checks — issued by government agencies chargeable against the account of the Treasurer of the Philippines, which are maintained with different MDS — Government Servicing Banks (GSBs).These are covered by Notice of Cash Allocation, an authorization issued by the DBM 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 GSBs. These are covered by income/receipts authorized to be deposited with AGDBs; and funding checks received by RO/OUs from COs/ROs, respectively.

SECTION 32. Recording of Check Disbursements in the Check Disbursements Record (CkDR).— All checks issued including cancelled checks shall be recorded chronologically in the CkDR. The dates checks were actually released shall be indicated in the appropriate column provided for in the CkDR.

SECTION 33. Reporting of Checks Issued/Released.— All checks actually released to claimants shall be included in the Report of Checks Issued (RCI),which shall be prepared daily by the Cashier. The RCI shall be submitted to the Accounting Unit for the preparation of JEV. All unreleased checks as of the report date shall be enumerated in a "List of Unreleased Checks" to be attached to the RCI.

SECTION 34. Procedures for Disbursements by Checks.—

Area of	Seq.
Responsibility	No.	Activity
		A. Processing of Disbursement Voucher
		(DV)
Accounting Unit
Receiving/	1	Receives Copies 1-3 of DV, originals
Releasing Staff		of supporting documents and Copies
		1-3 of ALOBS from the Budget Unit.
		Checks completeness of supporting
		documents. If incomplete, returns to
		the concerned party for compliance.
	2	If complete, stamps "Received" and
		indicates date of receipt and initials
		on the stamped 'Received' portion of
		the DV.
		Note 1
		DV that shall be paid out of
		non-budgetary receipts shall not pass
		the Budget Unit. No ALOBS is
		needed. (Example — refund of cash
		bond).
	3	Assigns DV number and records in
		the logbook the DV number and date,
		payee, particular and amount.
		Forwards Copies 1-3 of DV, originals
		of supporting documents and Copies
		1-3 of ALOBS to the Designated
		Staff for processing.
		Note 3
		DV number shall also be indicated on
		every sheet of the supporting documents.
Designated Staff	4	Receives Copies 1-3 of DV, originals
		of supporting documents and Copies
		1-3 of ALOBS from the
		Receiving/Releasing Staff. Reviews
		DV for completeness and propriety of
		supporting documents.
	5	Checks Index of Payments (IP) from
		file and determines whether there was
		prior payment of the same claim. If
		the claim was already paid, returns
		the DV and supporting documents to
		the Receiving/Releasing Staff to be
		returned to claimant.
	6	If not yet paid, records the following
		in the IP: name and address of
		creditor, DV date and number,
		particulars and amount.
	7	Accomplishes Box B of ALOBS and
		initials.
	8	Initials in Box B of DV and forwards
		Copies 1-3 of DV, originals of
		supporting documents and Copies 1-3
		of ALOBS to the Head of
		Accounting Unit for review and
		signature.
Head of the	9	Reviews DV and supporting
Accounting Unit		documents. Signs in Box B of DV
		and ALOBS. Forwards the
		documents to the
		Receiving/Releasing Staff.
Receiving/	10	Records in the logbook the date of
Releasing Staff		release of Copies 1-3 of DV,
		originals of supporting documents
		and Copy 3 of ALOBS. Forwards to
		the Head of Agency or Authorized
		Representative for approval of the
		DV. Forwards Copy 1 of ALOBS to
		the Budget Unit and retains Copy 2
		of ALOBS for file.
Head of Agency	11	Reviews and approves DV. Forwards
or Authorized		Copies 1-3 of DV, Copy 3 of the
Representative		ALOBS and originals of supporting
		documents to the Cash Unit for check
		preparation.
		B. Preparation and Approval of Checks
Cash Unit
Receiving/	12	Receives Copies 1-3 of approved DV,
Releasing Staff		Copy 3 of ALOBS and originals of
		supporting documents. Records in the
		logbook the date of receipt, DV
		number, payee, particulars and
		amount.
Designated Staff	13	Verifies completeness of signatories
		on the DV. Prepares check in three
		copies.
	14	Retrieves from file the Check
		Disbursements Records (CkDR) and
		records the date, reference or check
		number, name of payee, nature of
		payment and amount of the DV and
		extract the new balance of the
		NCA/bank account. Forwards
		Copies 1-3 of check, Copies 1-3 of
		DV, Copy 3 of ALOBS and originals
		of supporting documents to Cashier
		for review and signature.
Cashier	15	Verifies completeness of signature on
		the DV. Reviews the amount of the
		check against the DV and supporting
		documents. Signs the check.
Authorized	16	Countersigns check. Forwards Copies
Official		1-3 of check, Copies 1-3 of DV,
		Copy 3 of ALOBS and supporting
		documents to the Receiving/Releasing
		Staff for return to the Cashier.
Receiving/	17	Records in the logbook the date of
Releasing Staff		release of Copies 1-3 of check,
		Copies 1-3 of DV, Copy 3 of ALOBS
		and supporting documents.
Cashier	18	Releases the original of check and
		Copy 3 of DV to the payee. Attaches
		OR/Invoice on Copy 1 of DV. Files
		Copies 2-3 of check, Copies 1-2 of
		DV, originals of supporting
		documents.
		C. Preparation of Report of Checks
		Issued (RCI)
		Daily,
	19	With Copies 1-2 of DV, Copy 3 of
		ALOBS, supporting documents,
		Copies 2-3 of checks, prepares RCI
		in two copies.
		Note 6:
		RCI shall include only those checks
		actually released to the payees during
		the day including cancelled ones.
		Note 7:
		The RCI shall be distributed as
		follows:
			Original - Accounting Unit together
			with the originals of the paid
			DVs/payroll and supporting
			documents for JEV preparation
			Copy 2 - Cash Unit file
	20	Initials in 'Certification' portion of
		the RCI.
Head of the Cash	21	Reviews RCI and signs in
Unit		'Certification' portion.
Designated Staff	22	Forwards original of RCI together
		with Copy 2 of checks, Copy 1 of
		DVs, Copy 3 of ALOBS and
		supporting documents to the
		Accounting Unit for the preparation
		of JEV. Retains Copy 2 of RCI,
		Copy 3 of checks and Copy 2 of DVs
		for file.
		Note 8:
		The "List of Unreleased Checks"
		shall be attached to the RCI to be
		submitted to Accounting Unit for
		reference.
		D. Preparation of JEV
Accounting Unit		Daily
Receiving/	23	Records receipt of Copy 1 of RCI
Releasing Staff		together with Copy 2 of checks,
		Copy 1 of DVs, Copy 3 of ALOBS
		and originals of supporting
		documents from Cash Unit in the
		logbook. Forwards the documents to
		the Designated Staff for JEV
		preparation.
Designated Staff	24	Examines DVs and checks against
		RCI. Verifies if the serial number of
		checks actually issued, including
		spoiled and cancelled ones, are all
		accounted for.
	25	Prepares JEV in two copies and signs
		in the "Prepared by" portion.
Head of the	26	Reviews correctness of the journal
Accounting		entries and signs on 'Certified
Unit/Authorized		Correct by' portion of the JEV.
Signatory		Forwards Copies 1-2 of JEV and
		Copy 1 of RCI, Copy 2 of checks,
		Copy 1 of DVs, Copy 3 of ALOBS
		and originals of supporting
		documents to Designated Staff for
		recording in the Check
		Disbursements Journal (CkDJ).
		E. Recording in the CkDJ
Designated Staff	27	Receives Copies 1-2 of JEV and
		Copy 1 of RCI, Copy 2 of checks,
		Copy 1 of DVs, Copy 3 of ALOBS
		and supporting documents. Records
		the JEV in the CkDJ. Retains Copy 2
		of JEV for file. Forwards Copy 1 of
		JEV, RCI and DV, Copy 2 of checks,
		Copy 3 of ALOBS and supporting
		documents to the Receiving/Releasing
		Staff for submission to COA for audit.
Receiving/	28	Records in the logbook the date of
Releasing Staff		submission of Copy 1 of JEV, RCI,
		DVs, Copy 3 of ALOBS, Copy 2 of
		checks and originals of supporting
		documents. Forwards the documents
		to COA for audit.
		Note 9:
		For the succeeding activities, refer to
		Sec. 71, Preparation and
		Submission of Trial Balances and
		Other Reports.

 

SECTION 35. Disbursements by Cash.— Disbursements by cash shall be made from cash advances drawn and maintained in accordance with COA rules and regulations. Cash payments shall be made based on duly approved payrolls/disbursements vouchers.

SECTION 36. Cash Advances for Travel.— Cash advances granted for travel shall be accounted for as Due from Officers and Employees and these are subject to liquidation upon travel completion. For liquidation of travel where the amount of cash advance is equal to or more than the travel expenses incurred, the Liquidation Report form shall be prepared by the officers/employees concerned and submitted to the Accounting Unit as basis for JEV preparation. The excess cash advance shall be refunded and an OR shall be issued to acknowledge receipt thereof. In case the amount of cash advance is less than the travel expenses incurred, a Liquidation Report shall be submitted to liquidate the cash advance previously granted and a DV shall be prepared to claim reimbursement of the deficiency in amount.

SECTION 37. Procedures for Disbursements by Cash — Payment for Payroll and Other Expenses.—

Area of	Seq.
Responsibility	No.	Activity
Cash Unit
Accountable/	1	Receives the approved check from
Disbursing Officer		the Cashier. Records in the Cash
		Disbursements Record (CDR) the
		date, reference, name of payee,
		particulars and the amount of check
		in the debit column.
	2	Encashes check in a GSB.
	3	Pays officials and employees/other
		payees.
		Note 1
		Employees/payees shall sign on the
		received portion of the payroll/DV to
		acknowledge receipt of payment.
		Note 2
		If there are unclaimed salaries, refund
		the same within a reasonable time.
		OR representing the refund shall be
		issued by the Cashier.
	4	Records payment including the
		refund for unclaimed salary in the
		credit column of the CDR.
		At the End of the Month
	5	Based on the paid payroll/DV and
		supporting documents, prepares
		Report of Disbursements (RD) in two
		copies. Signs the "Certification"
		portion of the RD.
		Note 3
		The RD shall serve as the liquidation
		report of the cash advance granted
		to the Disbursing Officer.
		Note 4
		The RD shall be distributed as
		follows:
			Original - Accounting Unit together
			with the originals of the paid
			DVs/Payrolls and supporting
			documents for JEV preparation
			Copy 2 - Cash Unit file
Accounting Unit
Releasing/	6	Records in the logbook, indicates
Receiving Clerk		'Received' and signs all copies,
		forwards the RD to the Bookkeeper
		for JEV preparation, and returns
		Copy 2 to the Cash Unit.
Bookkeeper	7	Prepares JEV based on the RD and
		supporting documents received.
		Note 5
		For the succeeding activities, refer to
		Sec. 71, Preparation and Submission
		of Trial Balances and Other Reports.
	8	Records payroll payment in the
		individual Index of Payments (IP) of
		officials and employees.

 

SECTION 38. Disbursements Through Bank — Payroll Payment.—

Area of	Seq.
Responsibility	No.	Activity
Cash Unit
Cash Staff	1	Receives the approved check, DV
		and Following Months' Payroll
		(FMP),signs the logbook of the
		releasing office, and forwards the
		documents to the Cashier.
	2	Deposits the check to the Bank
		Payroll Account together with the
		original of the Summary of
		Employees Net Earnings (SENE)
		received from Accounting Unit. Files
		temporarily Copies 1-2 of FMP, copy
		2 of the check, and Copies 1-3 of DV
		for the preparation of RCI.
		Note 1
		The payee of the check is the
		Servicing Bank whose authorized
		representative shall acknowledge
		receipt of the check by signing on the
		original of the DV.
		Note 2
		Refer to Seq. No. 19, Sec. 34,
		Procedures for Disbursements by
		Checks.
		Note 3
		Payroll payment through bank shall
		also be recorded in the IP maintained
		by the Accounting Unit.

 

SECTION 39. Disbursements Through Petty Cash Fund.— Petty Cash Fund shall be maintained under the imprest system. The fund shall be sufficient for the non-recurring, emergency and petty expenses of the agency. Disbursements from the fund shall be through the Petty Cash Voucher (PCV) which shall be approved by authorized officials and signed by the payee to acknowledge the amount received. The official receipt or its equivalent is attached to the PCV.

SECTION 40. Procedures for Disbursements Through Petty Cash Fund.—

Area of	Seq.
Responsibility	No.	Activity
		Receipt of Check for the
Various Unit		Establishment/Replenishment of
Petty Cash		Petty Cash Fund
Custodian	1	Receives check from Cashier for the
		establishment/replenishment of petty
		cash fund. Retrieves Cash
		Disbursement Record (CDR) and
		records the date, reference and the
		amount of check in the
		'Disbursements' column.
	2	Encashes check in GSB and keeps the
		cash in a safety vault.
		Utilization of Petty Cash Fund
Requesting	3	Accomplishes Box A 'Requested by'
Personnel		portion of the Petty Cash Voucher
		(PCV).
Immediate	4	Signs Box A 'Approved by' portion
Supervisor		of the PCV and returns to Requesting
		Personnel.
Requesting	5	Submits to the Petty Cash Custodian
Personnel		for the release of fund.
Petty Cash	6	Receives from the Requesting
Custodian		Personnel the PCV duly approved by
		concerned official.
	7	Upon granting of the petty cash
		advance and signs in Box B 'Paid by'
		portion of the PCV.
Requesting	8	Receives petty cash and signs in Box
Personnel		B 'Cash Received by' portion of the
		PCV.
Petty Cash	9	Issues Copy 2 of the PCV to
Custodian		requesting personnel
	10	Retrieves CDR from file and records
		paid PCVs. Fills up the following
		columns: date, reference, name of
		payee, nature of payment, amount in
		the credit column and cash advance
		balance.
	11	Files the original of PCV awaiting
		liquidation.
		Liquidation of Petty Cash Advance
	12	Receives from Requesting Personnel
		Copy 2 of the PCV together with
		supporting documents. Checks and
		reviews completeness of documents
		such as the date, amount and nature
		of expenses paid as shown in the
		supporting documents.
	13	If incomplete, returns to Requesting
		Personnel for completion of needed
		supporting documents.
		If complete, retrieves the original of PCV
		from file and fills up Box D 'Liquidation
		Submitted' portion of the original and
		Copy 2 of PCVs.
	14	Checks the appropriate boxes for
		'Received Refund' or
		'Reimbursement Paid' portion and
		signs Box C of the PCV.
Requesting	15	Checks and fills up the appropriate
Personnel		boxes for 'Liquidation Submitted'
		and 'Reimbursement Paid' upon
		submission of necessary supporting
		documents and receipt or
		reimbursement of cash, if any, and
		signs the PCV.
Petty Cash Fund	16	Returns Copy 2 of the PCV to the
Custodian		Requesting Personnel.
	17	If the amount granted is equal to the
		amount paid as shown in the
		liquidated PCV, proceeds to
		Sequence No. 18.
		If the amount is not equal to the
		amount paid, retrieves from file the
		CDR and records the necessary
		adjustments based on the liquidated
		PCV. Fills up the following columns:
		date, reference, name of payee, and
		nature of payment, amount in the
		appropriate debit, credit and balance
		columns.
	18	Files the original of the PCV together
		with the supporting documents
		awaiting replenishment.
		Replenishment of Petty Cash Fund
Petty Cash Fund	19	Retrieves from file the original of the
Custodian		PCV together with the supporting
		documents. Checks the completeness
		of all PCVs for replenishment.
	20	Prepares the Petty Cash
		Replenishment Report (PCRR) in two
		copies based on PCVs in numerical
		sequence and fills up the following
		columns: date, PCV No.,particulars
		and amount.
	21	Signs in the 'Certified Correct by'
		portion of the PCRR.
	22	Based on the PCRR, prepares DV in
		three copies. Forwards Copies 1-3 of
		the DV, original of the PCRR and
		PCV, and supporting documents to
		Authorized Official for review and
		signature.
Authorized	23	Signs in Box A portion of the DV.
Official
Petty Cash Fund	24	Forwards Copies 1-3 of the DV,
Custodian		originals of PCRR and PCVs and
		supporting documents to Budget
		Division for preparation of the
		ALOBS.
		Note 1
		For the succeeding activities, refer
		to Sec. 15, Procedures in the
		Recording of Obligations.

 

G. PROPERTY, PLANT AND EQUIPMENT, AND INVENTORY ACCOUNTS

SECTION 41. Purchase or Construction of Property, Plant and Equipment.— Property, plant and equipment acquired through purchase shall include all costs incurred to bring them to the location necessary for their intended use, like transportation costs, freight charges, installation costs, etc. These are recorded in the books of accounts as Assets after inspection and acceptance of delivery.

During construction period, property, plant and equipment shall be classified and recorded as "Construction in Progress" with the appropriate asset classification. As soon as these are completed, the "Construction in Progress" account shall be transferred to the appropriate asset accounts.

Accounts "Public Infrastructures" and "Reforestation Projects" are closed to "Government Equity" account and the asset is recorded in the Registry of Public Infrastructures/Reforestation Projects at the end of the year.

SECTION 42. Property and Inventory Accounting System.— The Property and Inventory Accounting System consists of the system of monitoring, controlling and recording of acquisition and disposal of property and inventory.

The system starts with the receipt of the purchased inventory items and equipment. The requesting office in need of the inventory items and equipment after determining that the items are not available in stock shall prepare and cause the approval of the Purchase Request (PR).Based on the approved PR and after accomplishing all the required procedures adopting a particular mode of procurement, the agency shall issue a duly approved Purchase Order. Procedures relative to the obligation of the purchase order and payment of the deliveries are discussed under Sections 14 and 31, Accounting for Obligation and Disbursements by Check, respectively.

The sub-systems are as follows:

1. Receipt, Inspection, Acceptance and Recording Deliveries of Inventory Items and Equipment

2. Requisition and Issuance of Inventory Items

3. Requisition and Issuance of Equipment

SECTION 43. Perpetual Inventory Method.— Purchase of supplies and materials for stock, regardless of whether or not they are consumed within the accounting period, shall be recorded as Inventory account. Under the perpetual inventory method, an inventory control account is maintained in the General Ledger on a current basis.

Regular purchases shall be recorded under the Inventory account and issuance thereof shall be recorded based on the Report of Supplies and Materials Issued. Purchases out of the Petty Cash Fund shall be charged immediately to the appropriate expense accounts.

The Accounting Unit shall maintain perpetual inventory records, such as the Supplies Ledger Cards for each inventory stock, Property, Plant and Equipment Ledger Cards for each category of plant, property and equipment including work and other animals, livestock, etc. The subsidiary ledger cards shall contain the details of the General Ledger accounts.

For check and balance, the Property and Supply Office/Unit shall maintain Property Cards (PC) for property, plant and equipment, and Stock Cards (SC) for inventories. The balance in quantity per PC and SC should always reconcile with the ledger cards of the Accounting Unit.

SECTION 44. Moving Average Method.— The moving average method of costing shall be used for costing inventories. This is a method of calculating cost of inventory on the basis of weighted average on the date of issue. The Accounting Unit shall be responsible in computing the cost of inventory on a regular basis.

SECTION 45. Procedures in the Receipt, Inspection, Acceptance and Recording Deliveries of Inventory Items and Equipment —

Area of	Seq.
Responsibility	No.	Activity
Property and		Delivery of Equipment and Inventory
Supply Unit		Items
	Property/	1	Signs "Received" portion of the
	Supply Officer		original and Copy 2 of the Delivery
			Receipt (DR).Files the original and
			returns Copy 2 of the DR to the
			Supplier/Procurement Service.
		2	Prepares Inspection and Acceptance
			Report (IAR) in three copies.
			Forwards IAR, original of DR, and
			Copy 2 of approved PO from file to
			Property Inspector for inspection of
			deliveries.
			Note 1
			Distribution of the IAR shall be as
			follows:
			Original - Supplier (to be attached to
			the DV)
			Copy 2 - Property Inspector/
			Inspection Committee
			Copy 3 - Property and Supply Unit file
Property	3	Inspects and verifies items as to
	Inspector		quantity and conformity with
			specifications based on the DR and
			approved PO. If in order, signs and
			indicates date of inspection in the
			Inspection column of the IAR.
			Retains copy 3 of IAR and forwards
			the items and Copy 1-2 of IAR,
			original of DR and Copy 2 of PO to
			Property/Supply Officer for
			acceptance.
		4	If specifications are not in order or
			delivery is not complete, indicates
			notation on the IAR that the
			deliveries are not in conformity with
			specifications agreed under the
			approved PO or deliveries are not
			complete. Forwards the IAR to the
			Property/Supply Officer.
Property/Supply	5	Signs in 'Acceptance' column,
	Officer		acknowledging receipt of the items
			delivered. Checks the appropriate box
			whether complete or partial (indicate
			quantity received) delivery, and
			indicate the date of receipt and
			remarks, if any.
			Forwards items to Property/Supply
			Custodian for safe-keeping/storage.
		6	Prepares DV indicating the Supplier
			as Payee. Attaches the original IAR,
			Copy 2 of DR, PO and photocopy of
			PR. Forwards documents to Budget
			Unit for the preparation of ALOBS.
			Forwards copy 2 of IAR and copy of
			PO to the Property/Stock Card
			Keeper for recording in the Property/
			Stock Cards.
			Note 2
			For succeeding activities on
			processing of payment for delivered
			inventory items and equipment, refer
			to Sec. 15, Procedures in the
			Recording of Obligations and Sec. 34
			Procedures in Disbursements by
			Checks.
			Note 3
			For purchases made through the
			Procurement Service (PS),the DV shall be
			prepared on the basis of the Approved
			Agency Procurement Request. The payment
			shall be made directly to the PS.
Accounting		After Payment of Deliveries
	Unit
PPELC/SLC	7	Posts necessary information to the
	Keeper		Property, Plant and Equipment
			Ledger Card (PPELC)/Supply Ledger
			Card (SLC) based on the paid
			documents forwarded by the Cash
			Unit.

 

SECTION 46. Procedures in the Requisition and Issuance of Inventory Items —

Area of	Seq.
Responsibility	No.	Activity
Concerned Office		Inquiry for the availability of supplies
	Requesting	1	Prepares the Supplies Availability
	Personnel		Inquiry (SAI) in two copies.
			Accomplishes the form for item
			description, unit and quantity.
		2	Fills up the ‘Inquired by’ portion of
			SAI and forwards the same to
			Accounting Unit for processing.
Accounting Unit	3	Receives SAI from Requesting
	Accounting Staff		Personnel. Reviews and verifies the
			completeness of information.
		4	Retrieves from file the SLC and
			determines availability/status of stocks.
		5	Fills up the number, stock number,
			status of stock and 'Status provided
			by' portion of the SAI. Returns the
			original to the Requesting Personnel
			and files Copy 2 of the SAI.
Concerned Office
	Requesting
	Personnel	6	Receives the original of SAI from the
			Accounting Staff. If stock is not
			available, prepares Purchase Request
			(PR) for the item requested and
			forwards the same to Property and
			Supply Unit for processing of the
			request. If stock is available, prepares
			Requisition and Issue Slip (RIS) in
			three copies. Fills up all the
			necessary information except for the
			issuance portion and signs
			'Requested by' portion of the RIS.
			Forwards the RIS to Authorized
			Official for approval.
			Note 1
			The RIS shall be distributed as follows:
			Original - Accounting Unit
			Copy 2 - Property and Supply Unit
			Copy 3 - Requesting Office
Authorized	7	Signs the 'Approved by' portion of
	Official		the RIS.
Requesting	8	Receives signed RIS and forwards to
	Personnel		the Property and Supply Unit
			together with the original of SAI for
			withdrawal of inventory items
			requested.
Property and
	Supply
	Unit	9	Reviews and verifies RIS as to
	Supply Officer		completeness of information. Fills up
			the RIS No./Date, and Quantity,
			Remarks and initials 'Approved by'
			portion of the RIS, and records RIS in
			the logbook.
Head of the	10	Signs the ‘Approved by’ portion of
	Property and		RIS and returns to the Supply Officer
	Supply Unit		for issuance of the stock.
Supply Officer	11	Fills up and signs the 'Issuance'
			portion of the RIS and issues
			inventory items requested to the
			Requesting Personnel.
Concerned Office	13	Receives supplies requested and sign
	Requesting		in the ‘Received by’ portion of the RIS.
	Personnel
		14	Files permanently in numerical order
			Copy 2 of RIS and files temporarily
			the originals of RIS and SAI for the
			preparation of Report of Supplies and
			Materials Issued (RSMI).
			Preparation of RSMI
		15	Retrieves the original copies of RIS and SAI
			from temporary file. Checks the
			completeness of the RIS. If not complete,
			verifies with the Supply Officer. If
			complete, prepares RSMI in three copies.
		16	Initials in the ‘Certified by’ portion of
			the RSMI.
Property and Supply
Unit
	Head of the	17	Signs in the ‘Certified by’ portion of
	Property and		the RSMI.
	Supply Unit
Stock Card Keeper	18	Receives signed RSMI and forwards
			to Accounting Unit the original and
			Copy 2 of RSMI together with
			originals of RIS and SAI. Files Copy
			3 of RSMI.
			At the Start of the Day
Accounting Unit
	Accounting Staff	19	Receives original and Copy 2 of RSMI, and
			original SAI and RIS. Checks and verifies
			the completeness of information. Retrieves
			SLC from file and fills up the ‘To be filled
			up in the Accounting Unit’ portion of
			RSMI. Records RSMI in the SLC.
		20	Signs in the ‘Posted by/date’ portion
			of the RSMI.
		21	Files permanently in numerical order
			Copy 2 of RSMI and files
			temporarily the original RIS, SAI and
			RSMI for recording issuance of
			inventory items in the books of
			accounts.
			At Month End
		22	Retrieves the original RIS, SAI and RSMI
			from temporary file.
		23	Prepares JEV in two copies based on
			the RSMI to record the issuance of
			stock.
		24	Signs in the ‘Prepared by’ portion of
			the JEV.
Head of the	25	Sign in the ‘Certified Correct by’
	Accounting Unit		portion of the JEV.
Accounting Staff	26	Receives signed JEV and forwards to
			Bookkeeper the JEV, RSMI, RIS, and
			SAI for recording in the General
			Journal. Files copy 2 of JEV.
			Note 4:
			For succeeding activities, refer to Sec. 71,
			Preparation and Submission of Trial
			Balances and Other Reports.

 

SECTION 47. Procedures in the Requisition and Issuance of Equipment —

Area of	Seq.
Responsibility	No.	Activity
Concerned Office
	Requesting	1	Upon receipt of notice of availability
	Personnel		of the equipment requested, prepares
			RIS in three copies.
			Fills up the necessary information
			pertaining to requisition, except
			‘Issuance’ column of the RIS.
Authorized	2	Reviews RIS and signs ‘Requested
	Official		By’ in the Requisition column.
Requesting	3	Records the signed RIS in the
	Personnel		logbook and indicate date, particulars
			and remarks. Forwards the same to
			Property and Supply Unit for
			processing of the requisition.
Property and Supply
	Unit	4	Receives signed RIS from Requesting
	Receiving Staff		Office. Records the date, particulars
			and Requesting Office in the
			logbook. Assigns number on RIS
			and issues Copy 3 to Requesting
			Personnel for file.
Property Officer	5	Verifies RIS and checks against the PR.
		6	Initials RIS and forwards the original
			and Copy 2 of RIS to the Head of the
			Property and Supply Unit for review
			and approval.
Head of the	7	Reviews RIS and signs the
	Property and		‘Approved By’ portion of RIS.
	Supply Unit		Forwards Copies 1-2 of RIS to
			Property Custodian.
Property Custodian	8	Based on the approved RIS, assigns
			number on the property being
			transferred/issued. Indicates the
			number in the RIS.
		9	Prepares Acknowledgment Receipt of
			Equipment (ARE).Indicates the
			quantity, unit, description and
			property number of the items being
			issued. Signs in the ‘Received from’
			and ‘Issued by’ portions of the ARE
			and RIS, respectively. Records the
			date, number and particulars in the
			ARE logbook.
			Note 1
			ARE shall be distributed as follows:
			Original - Property and Supply Unit file
			Copy 2 - Recipient or user of the property file
Concerned Office	11	Retrieves Copy 3 of RIS. Checks
	Requesting		item if it is in conformity with RIS.
	Personnel		Signs ‘Received By’ portion of
			original and Copy 2 of ARE and RIS.
		12	Returns original ARE and Copies 1-2
			of RIS to Property Custodian/Officer
			for recording in the Property Card.
			Files Copy 2 of ARE and Copy 3 of
			RIS.
Supply and Property
	Unit	13	Files original of ARE per accountable
	Property Officer		officer/employee and Copy 2 of RIS.
			Forwards the original RIS to the
			Accounting Unit.
Accounting Unit	14	Receives original of the RIS.
	PPELC Keeper		Retrieves the PPELC and posts
			information pertaining to
			issuance/transfer of property.

 

E. MISCELLANEOUS TRANSACTIONS

SECTION 48. Miscellaneous Transactions.— Miscellaneous transactions are transactions types that are unique and not recurring in the ordinary course of government operations. These seldom take place or should not happen at all. Some of the miscellaneous transactions are as follows:

1. Loss of Cash and Property

2. Request for Relief from Accountability

3. Cash Overage

4. Stale MDS and Commercial Checks

5. Set-up and Settlement of Disallowances

6. Refund of Overpayments

SECTION 49. Accounting for Loss of Cash and Property.— Loss of cash and property may be due to malversation, theft, robbery, fortuitous event or other causes.

Cash shortage discovered during cash examination conducted by auditors is reported through the Report of Cash Examination. The Auditor issues an audit report in case of shortage in property accountability. As soon as a shortage is definitely established, the Auditor shall issue a memorandum pertaining thereto and the Accountant shall draw a JEV to record the shortage as a receivable from the Accountable Officer concerned.

In case of loss of property due to other causes like, theft, force majeure,fire, etc.,a report thereon shall be prepared by the Accountable Officer concerned for purposes of requesting relief from accountability. No accounting entry shall be made but the loss shall be disclosed in the notes to financial statements pending result of request for relief from accountability.

SECTION 50. Grant of Relief from Accountability.— When a request for relief from accountability for shortages or loss of funds is granted, a copy of the decision shall be forwarded to the Chief Accountant who shall draw a JEV to record the transaction. The loss shall be debited to the Loss of Assets account and credited to the appropriate receivable account. In case the request for relief is denied, immediate payment of the shortage shall be demanded from the Accountable Officer. Restitution shall be acknowledged by the issuance of an official receipt.

In case the request for relief from accountability for loss of property caused by fire, theft, force majeure or other causes is granted, a copy of the decision shall likewise be forwarded to the Chief Accountant for the preparation of the JEV.The loss shall be debited to the Loss of Assets account and credited to the appropriate asset account. If request for relief from accountability is denied, the loss shall be taken up as a receivable from the Accountable Officer or employee liable for the loss and shall be credited to the appropriate asset account.

SECTION 51. Accounting for Cash Overage.— In case the cash examination disclosed cash overage, as determined by the Auditor during cash examination, the amount shall be forfeited in favor of the government and an official receipt shall be issued by the Cashier. The cash overage shall be taken up as Miscellaneous Income.

SECTION 52. Accounting for Stale Checks.— Checks may be cancelled when they become stale. The depository bank considers a check stale, if it has been outstanding for over six months from date of issue or as prescribed.

A stale check shall be marked cancelled on its face and reported as follows:

1. Unclaimed stale checks which are still with Cashier shall be cancelled and reported in the List of Unreleased Checks as cancelled. The List of Unreleased Checks is attached to the RCI.

2. For stale checks which are in the hands of the payees or holders in due course and requested for replacements, new checks may be issued upon submission of the stale checks to the Accounting Unit. A certified copy of the previously paid DVs shall be attached to the request for replacement. A JEV shall be prepared to take up the cancellation. The replacement check shall be reported in the RCI.

SECTION 53. Accounting for Disallowances.— Disallowances shall be taken up in the books of accounts only when they become final and executory. The Accountant shall prepare the JEV to take up the Receivable-Disallowances/Charges and credit the appropriate expense account for the current year or Prior Years’ Adjustment account if pertaining to expenses of previous years.

Cash settlement of disallowances shall be acknowledged through the issuance of an official receipt and reported by the Cashier in the RCD.

SECTION 54. Accounting for Overpayments.— Sometimes overpayments or even double payment of expenditures do happen in agencies. These could be avoided with the institution of proper controls but some could not be avoided because of built-in procedures. One example is the payment of payrolls. Payrolls are prepared in advance and some agencies pay their employees through the banking system. All these are done before reports of attendance are submitted, making it impossible to know the exact amount to be paid in case there are absences without pay during the pay periods. In case of overpayments, refunds shall be demanded of the employees concerned.

SECTION 55. Pro-forma Accounting Entries.— The following are the pro-forma accounting entries for miscellaneous transactions:

				Acct.
	Particulars	Account Title	Code	Dr.	Cr.
1	Cash Shortage
a.	Cash shortage of the Disbursing Officer
	To take up cash	Due from Officers and Employees	128	150
	shortage	Cash-Disbursing Officers	107		150
b.	Cash Shortage of the Collecting Officer
	To take up cash	Due from Officers and Employees	128	150
	shortage	Cash-Collecting Officers	106		50
2	Relief from Accountability for Loss of Government Funds and Property
a.	Request for Relief from Accountability Granted.
	To take up relief from
	accountability
	for current year —	Loss of Assets	948
			or
	for prior years —	Prior Years' Adjustments	533	50
			Due from Officers and
			Employees	128		50
b.	Request for Relief from Accountability Denied.
	To record the loss of	Due from Officers and Employees	128	150
	fund by a Disbursing	Cash-Disbursing Officers	107		150
	Officer (allegedly thru
	theft ) - P150
c.	Cash Settlement/Restitution in case of denial of Request for Relief from Accountability
	To take up receipt of	Cash-Collecting Officers	106	50
	settlement	Due from Officers and
			Employees	128		50
	To record deposit
	c.1	current year	Subsidy Income from	601	50
			National Government
			Cash-Collecting Officers	106		50
	c.2	prior year	Prior Years’ Adjustment	533	50
			Cash-Collecting Officers	106		50
3	Cash Overage
	To take up cash overage	Cash – Collecting Officers	106	50
	discovered during cash	Due to National Treasury	433		50
	examination	Miscellaneous Operating
			and Service Income 50
	To record deposit	Due to National Treasury	433	50
			Miscellaneous Operating
			and Service Income 50
			Cash-Collecting Officers	106		50
4	Stale Checks
a.	Stale MDS check issued in the current year for replacement
	Check cancellation	Cash-National Treasury, MDS	102	50
			Accounts Payable	401		50
	Replacement	Accounts Payable	401	50
			Cash-National Treasury, MDS	102		50
b.	Stale MDS check issued in the prior years for replacement
	Check cancellation	Prior Years' Adjustments	533	50
			Accounts Payable	401		50
	Replacement	Accounts Payable	401	50
			Cash-National Treasury, MDS	102		50
c.	Stale commercial check issued in the current and prior years for replacement
	Check cancellation	Cash in Bank-Local Currency,
			Current Account	110	50
			Accounts Payable	401		50
	Replacement	Accounts Payable	401	50
			Cash in Bank-Local Currency,
			Current Account	110		50
5	Disallowances
a.	Recording of disallowances for current year's transaction
	When the disallowances
	becomes final and	Receivables-Disallowances/
	executory -	Charges	138	10
	overpayment of office	Office Supplies Expenses	849		10
	supplies
	Amount paid	0
	Should be	-90
			———
	Difference	-10
	Settlement of	Cash-Collecting Officers	106	10
	Disallowance	Receivables-Disallowances/
			Charges	138		10
	Deposit of collection	Subsidy Income from National
			Government	601	10
			Cash-Collecting Officers	106		10
b.	Recording of disallowance for prior year's transaction
	When the disallowance	Receivables -
	becomes final and	Disallowances/ Charges	138	10
	executory	Prior Years' Adjustments	533		10
	Settlement of	Cash - Collecting Officers	106	10
	disallowance	Receivables - Disallowances/
			Charges	138		10
	Deposit of collection	Prior Years' Adjustments	533	10
			Cash-Collecting Officers	106		10
6	Refund of Overpayment
a.	Overpayment taken up as receivable
	To record overpayment	Due from Officers and	128	10
	of salaries and wages	Employees
	(When overpayment is	Salaries and Wages -	801		10
	ascertained)	Regular Pay
	To record receipt	Cash-Collecting Officers	106	10
	of refund	Due from Officers and
			Employees	128		10
	Deposit of	Subsidy Income from
	collection	National Government	601	10
			Cash-Collecting Officers	106		10
b.	Refund of overpayment not taken up as receivable
	To record receipt of	Cash - Collecting Officers	106	10
	refund of Salaries and	Salaries and Wages – Regular
	Wages - Regular Pay	Pay	801		10
	during the current year
	Deposit of	Subsidy Income from
	collection	National Government	601	10
			Cash-Collecting Officers	106		10
	To record receipt	Cash-Collecting Officers	106	10
	of refund of	Prior Years'	533		10
	Overpayment in	Adjustments
	the ensuing year
	Deposit of	Prior Years' Adjustments	533	10
	collection	Cash-Collecting Officers	106		10

CHAPTER 4

Trial Balances, Financial Reports and Statements

The Financial Statements Process

SECTION 56. Financial Reporting System.— This Financial Reporting System (FRS) includes the preparation and submission of trial balances, financial statements and other reports needed by fiscal and regulatory agencies. The sub-systems are as follows:

1. Preparation and Submission of Trial Balances and Other Reports

2. Preparation and Submission of Financial Statements

SECTION 57. Trial Balance.— The Trial Balance shows the equality of debit and credit balances of all general ledger accounts as of a given period. It is prepared and submitted monthly, quarterly and annually. At the end of the fiscal year, the pre-closing and the post-closing trial balances shall be prepared.

SECTION 58. Purposes of the Trial Balance.— The trial balance is prepared to:

1. prove the mathematical equality of the debits and credits after posting;

2. uncover errors in journalizing and posting; and

3. serve as basis for the preparation of the financial statements.

SECTION 59. Pre-Closing Trial Balance.— The Pre-Closing Trial Balance (Appendix 2) shall be prepared after recording the adjusting journal entries in the General Journal and posting the same to the General Ledger. It shows the adjusted balances of all accounts as of a given period. This is also described as the adjusted trial balance.

SECTION 60. Adjusting or Correcting Journal Entries.— Under the matching principle, adjustments shall be made for economic activities that have taken place but are not yet recorded at the time when the financial statements are prepared. Such adjusting journal entries are made to ensure that revenues and expenses are recorded in the period when they are earned or incurred. Adjustments are of two main types: accrued items and deferred items.

SECTION 61. Adjustment for Accrued Item.— It is an adjusting entry for an economic activity already undertaken but not yet recorded into an asset and revenue accounts or a liability and expense accounts. It requires asset/revenue adjustments and liability/expense adjustments.

SECTION 62. Asset/Revenue Adjustment.— It involves earned revenues not yet recorded as assets and income at the end of the accounting period. Examples are receivables for revenues already earned but not yet collected nor billed as of the year end.

	Account
Account Title	Code	Debit	Credit
Interest Receivable	161	500
Interest Income	624		500

SECTION 63. Liability/Expense Adjustment.— It involves expenses, which already exist but remain unpaid at the end of the accounting period. Examples are salaries, wages and other expenses already incurred but not yet paid.

	Account
Account Title	Code	Debit	Credit
Salaries and Wages-Regular Pay	801	1,000
Due to Officers and Employees	428		1,000

SECTION 64. Adjustment for Deferred Items.— These are adjusting entries transferring data previously recorded in an asset account to an expense account, or data previously recorded in a liability account to a revenue account. It also requires asset/expense adjustments and liability/revenue adjustments.

SECTION 65. Asset/Expense Adjustments.— These pertain to assets, portion of which shall be recorded as expense of the agency at the end of the accounting period. Examples are prepaid expenses, bad debts and depreciation.

	Account
Account Title	Code	Debit	Credit
Original Entry:
Prepaid Rent	161	1,000
Cash-National Treasury, MDS	102		1,000
Adjusting Entry:
Rent Expenses	841	900
Prepaid Rent	161		900

SECTION 66. Bad Debts.— Trade receivables shall be valued at their face amounts minus, whenever appropriate, allowance for doubtful accounts. Bad Debts expense and/or any anticipated adjustments, which in the normal course of events will reduce the amount of receivables from the debtors to estimated realizable values, shall be set up at the end of the accounting period.

The Allowance for Doubtful Accounts shall be provided in an amount based on collectibility of receivable balances and evaluation of such factors as aging of the accounts, collection experiences of the agency, expected loss experiences and identified doubtful accounts.

The determination of bad debts expense shall be derived from computations based on percentages and aging of accounts receivable as follows:

Age of Accounts	Percentage
1 - 60 days	1%
61 - 180 days	2%
181 - 1 year	3%
More than 1 year	5%

An adjusting journal entry to take up bad debts expense is as follows:

	Account
Account Title	Code	Debit	Credit
Bad Debts	929	1,000
Allowances for Doubtful Accounts	301		1,000

SECTION 67. Depreciation for Property, Plant and Equipment. — The costs of property, plant and equipment are allocated to the periods benefited through the provision of accumulated depreciation. Depreciation is the systematic and gradual allocation of the depreciable amount of asset over its useful life. The depreciable or estimated useful life for different types of agency assets are presented as Appendix 1.

SECTION 68. Method of Depreciation.— Depreciation shall be computed using the Straight Line Method. Depreciation shall start on the second month from purchase. A residualvalue equivalent to ten percent of the cost shall be set. Annual depreciation is computed as follows:

Annual Depreciation = Asset Cost less Estimated Residual/Salvage Value
————————————————————
	Estimated Useful Life
Asset Cost	- Purchase or Acquired Value of the Asset
Estimated Salvage Value	- 10% of the asset cost
Estimated Useful Life	- Estimated number of years the asset shall be used as determined by the
	Commission on Audit

A sample adjusting journal entry for depreciation expense is as follows:

	Account
Account Title	Code	Debit	Credit
Depreciation-Office Equipment	922	1,000
Accumulated Depreciation-Office	322		1,000
Equipment

SECTION 69. Closing Journal Entries.— Closing journal entries are general journal entries which close out the balances of all nominal/temporary and intermediate accounts at the end of the accounting period. The nominal and intermediate accounts that shall be closed at the end of the accounting period are as follows:

1. Reversion of the unused or unutilized Subsidy Income from National Government at the end of the year due to the DBM policy that NCA will only be valid within the year of issue except NCA for accounts payable, which is valid one month after its issuance. There is no need to issue an MDS Check when reverting the account.

	Account
Account Title	Code	Debit	Credit
Subsidy Income from National	601	100
Government
Cash-National Treasury, MDS	102		100

2. Close the balance of the Subsidy Income from National Government account to Income and Expense Summary account.

	Account
Account Title	Code	Debit	Credit
Subsidy Income from National	601	1,000
Government
Income and Expenses Summary	532		1,000

3. Close the balance of all income accounts to Income and Expense Summary account.

	Account
Account Title	Code	Debit	Credit
Income from Government Services	611	500
Income from Government Business
Operations	612	400
Income and Expense Summary	532		900

4. Close the balance of all expense accounts to Income an Expense Summary account.

Income and Expense Summary	532	800
Salaries and Wages-Regular Pay	801		800

5. Close the balance of the Income and Expense Summary Account to the Retained Operating Surplus account.

Income and Expense Summary	532	1,100
Retained Operating Surplus	534		1,100

5. Close the balance of the Prior Year's Adjustments account to Retained Operating Surplus account.

Prior Years' Adjustments	533	200
Retained Operating Surplus	534		200

6. Close the balance of the Retained Operating Surplus to Government Equity account.

Retained Operating Surplus	534	1,300
Government Equity	501		1,300

7. Close Public Infrastructures or Reforestation Projects accounts to Government Equity account and transfer the corresponding amounts to the respective registries.

Government Equity	501	1,300
Public Infrastructures/	243/
Reforestation Projects	244		1,300

SECTION 70. Post-Closing Trial Balance.— The Post-Closing Trial Balance (Appendix 3) shall be prepared after recording the closing journal entries in the General Journal and posting to the General Ledger. It contains a listing of all general ledger accounts that remain open after the closing process is completed.

SECTION 71. Procedures in the Preparation and Submission of Trial Balances and Other Reports

Area of	Seq.
Responsibility	No.	Activity
			Preparation of Unadjusted Trial Balance
Accounting Unit
	Bookkeeper	1	Records JEVs for the month in the Special
			Journals and General Journal.
		2	Posts the journal entries from the Special
			Journals and General Journal to the respective
			General Ledgers.
		3	Records the source/summarizing
			documents to the respective Subsidiary
			Ledgers.
			Note 1
			The summarizing/source documents are
			the following:
			◾ Report of Checks Issued (RCI)
			◾ Report of Collections and Deposits (RCD)
			◾ Report of Disbursements (RD)
			◾ Journal Entry Voucher (JEV)
			◾ Disbursement Voucher (DV)
			◾ Other Supporting Documents (OSD)
		4	Foots and extracts the balances of
			the General Ledgers and Subsidiary
			Ledgers.
		5	Based on the General Ledgers,
			prepares the Unadjusted Trial
			Balance (UTB) to check the
			postings made on the General
			Ledgers or the equality of debit and
			credit balances of the general ledger
			accounts. Files temporarily.
			Preparation of Pre-Closing Trial Balance
		6	Prepares adjusting journal entries
			thru the JEV for unrecorded
			transactions and for all accounts that
			need to be adjusted/ corrected.
			Records the JEV in the General
			Journal.
			Note 2
			Adjusting journal entries shall be
			prepared for the following transactions:
			✔ Adjustment for Accrued Items
			✔ Adjustment for Deferred Items
			✔ Correction/Reclassification Entries
			✔ Provision for Allowance for Doubtful Accounts
			✔ Provision for Accumulated Depreciation
		7	Posts the adjusting journal entries
			from the General Journal to the
			General Ledgers and Subsidiary
			Ledgers.
		8	Foots and extracts balances of the
			General Ledgers and Subsidiary
			Ledgers.
		9	Based on the General Ledgers,
			prepares Pre-Closing Trial Balance
			in four copies. Files temporarily the
			Pre-Closing Trial Balance.
			Note 3
			Use of a Worksheet to facilitate the
			preparation of the trial balances is
			encouraged. The preparation of the
			Worksheet is discussed in Sec. 82.
			Note 4
			The preparation of the adjusting
			journal entries is at month end or as
			necessary.
			Preparation of Other Reports
		10	Reconciles the totals of the
			Subsidiary Ledgers with the totals of
			the General Ledgers accounts. If
			unreconciled, checks the difference
			and prepares adjusting/correcting
			entries as may be necessary thru the
			JEV.
		11	If reconciled, prepares individual
			supporting schedules per account
			based on the Subsidiary Ledgers.
		12	Initials the supporting schedules and
			the Pre-Closing Trial Balance and
			forwards the same to the Head of the
			Accounting Unit for review and
			signature.
Head of the	13	Reviews and signs the 'Certified
	Accounting Unit		Correct' portion of the Pre-Closing
			Trial Balance and the supporting
			schedules.
Designated	14	Submits the Pre-Closing Trial
	Staff		Balance to the Offices concerned.
			Records submission in the logbook
			maintained. Files Copy 4 of the
			Pre-Closing Trial Balance and Copy
			4 of supporting schedules for
			preparation of financial Statements.
			Preparation of Post-Closing Trial
			Balance at year-end.
Bookkeeper	15	Prepares closing journal entries thru
			JEV and records the same in the
			General Journal.
			Note 5
			The following accounts shall be
			closed/reverted at year-end:
			◾ Unused Subsidy Income from
			National Government(Balance
			of account Cash-National Treasury,
			MDS)
			◾ Nominal/Intermediate Accounts
			✔ Income accounts (including
			Subsidy Income from National
			Government, RO and OU) to the
			Income and Expense Summary
			(IES) account
			✔ Expense accounts to IES account
			✔ Prior Years' Adjustments account to Retained
			Operating Surplus (ROS) account
			✔ Balance of IES account to ROS account
			✔ ROS account to Government Equity account
			Note 6
			In addition to the closing journal entries,
			the account Infrastructure Projects/
			Reforestation Projects shall be
			transferred at year-end to the Registry of
			Infrastructures/Registry of Reforestation
			Projects.
		16	Posts the journal entries from the
			General Journal in the respective
			General Ledgers.
		17	Foots and extracts the balances of
			the General Ledgers and the
			Subsidiary Ledgers.
		18	Based on the General Ledgers,
			prepares Post-Closing Trial Balance
			in four copies.
		19	Reconciles the supporting schedules
			with Post-Closing Trial Balance. If
			not reconciled, prepares the
			necessary corrections thru JEV.
			Records the JEV in the General
			Journal.
		20	Initials the 'Certified Correct by'
			portion of the Post-Closing Trial
			Balance and 'Prepared by' portion
			of supporting schedules.
		21	Prepares transmittal letter and
			forwards the same together with the
			Post-Closing Trial Balance and
			supporting schedules to the Head of
			the Accounting Unit.
Head of the	22	Reviews and signs 'Certified
	Accounting Unit		Correct by' portion of the
			Post-Closing Trial Balance,
			supporting schedules and transmittal
			letter, and forwards the same to the
			Accounting Staff for distribution.
Accounting	23	Distributes the Post-Closing Trial
	Staff		Balance and supporting schedules to
			the Concerned Offices. Records in
			the logbook the submission of the
			same.
			Note 7
			Trial Balances and supporting
			schedules shall be distributed as
			follows:
			Copy 1 – COA Resident Auditor
			Copy 2 – Accountancy Office,COA
			Copy 3 – DBM
			Copy 4 – Accounting Unit File
			Note 8
			The frequency of submission of
			Pre-Closing Trial
			Balance/Post-Closing Trial Balance
			and other reports shall be as follows:
			◾ Pre-Closing Trial Balance and other reports –
			monthly, within ten days after the end of the
			month to the COA Resident Auditor and DBM
			◾ Year-end Pre-Closing Trial Balance/Post-
			Closing Trial Balance and other reports –
			on or before Feb. 14 of the following year
			to the COA Resident Auditor, DBM and COA,
			Accountancy Office.

SECTION 72. Generation of Financial Statements and Supporting Schedules.— Financial statements and their supporting schedules are the products of the government accounting processes. These are the principal comprehensive means by which the information accumulated and processed in the state accounting system is periodically communicated to those who use them. The financial statements generally prepared in the National Government are: the Balance Sheet, Statement of Income and Expenses, Statement of Government Equity, and Statement of Cash Flows.

SECTION 73. Responsibility for Financial Statements.— Responsibility for the fair presentation and reliability of financial statements rests with the management of the reporting agency. This responsibility is discharged by applying generally accepted state accounting principles that are appropriate to the entity's circumstances, by maintaining effective system of internal control and by adhering to the chart of accounts prescribed by the Commission on Audit.

To achieve fair presentation and reliable information of the financial statements, the following standards shall be observed.

a. Fairness of presentation.This refers to the overall propriety in disclosing financial information. Full disclosure in financial aspects requires observance of the following standards of reporting:

All essential facts relating to the scope and purpose of each report and the period involved shall be included and clearly displayed.

⮚  All financial data presented shall be accurate, reliable, and truthful. The requirement for accuracy does not rule out the inclusion of reasonable estimates when the making of precise measurements is impracticable, uneconomical, unnecessary, or conducive to delay. All appropriate steps shall be taken to avoid bias, unclear facts, and presentation of misleading information.

⮚  Financial reports shall be based on official records maintained under an adequate accounting system that produces information objectively and discloses the financial aspects of all events or transactions taking place. Where financial data or reports based on sources other than the accounting systems are presented, their basis shall be clearly explained.

⮚ The financial data reported shall be derived from accounts that are maintained in all material respects on a consistent basis from period to period; material changes in accounting policies or methods and their effect shall be clearly explained.

⮚  Consistent and non-technical terminology shall be used in financial reports to promote clarity and usefulness.

b. Compliance.The report shall be in accordance with prescribed government requirements and international accounting standards of reporting.

c. Timeliness.All needed reports shall be produced promptly to be of maximum usefulness.

d. Usefulness.Financial reports shall be carefully designed to present information that is needed and useful to reports users.

SECTION 74. Statement of Management Responsibility for Financial Statements.— The Statement of Management Responsibility for Financial Statements (Appendix 4) shall serve as the covering letter in transmitting the agencies financial statements to the Commission on Audit, Department of Budget and Management, other oversight agencies and other parties. It shows the agency's responsibility for the preparation and presentation of the financial statements. The statement shall be signed by the Director of Finance and Management Office or Comptrollership Office, or the Chief of Office who has direct supervision and control over the agency's accounting and financial transactions, and the Head of Agency or his authorized representative.

SECTION 75. Balance Sheet.— The Balance Sheet (Appendices 5 and 6) is a formal statement which shows the financial condition of the agency as of a certain date. It includes information on the three elements of financial position — assets, liabilities and government equity. It shall be prepared from information taken directly from the year-end Post-Closing Trial Balance. The Balance Sheet shall be supported with the following schedules/statements:

◾ Schedules of Accounts Receivables (SAR) (Appendix 7)

◾ Schedules of Accounts Payables (SAP) (Appendix 8)

◾ Schedules of Public Infrastructures (SPI) (Appendix 9)

◾ Other schedules as may be required

Although the allotments and obligations of the agency are not recorded in the books of accounts, the Statement of Allotments, Obligations and Balances (SAOB) (Appendix 10) shall be submitted to the Commission on Audit by the Budget Officer/Agency Officer concerned. This statement shall to be included among the aforementioned schedules for information of government officials and oversight agencies.

SECTION 76. Statement of Income and Expenses.— The Statement of Income and Expenses (Appendices 11 & 12) shows the results of operation/performance of the agency at the end of a particular period. This statement shall be prepared by the Accounting Unit from information taken directly from the Pre-Closing Trial Balance.

SECTION 77. Statement of Government Equity.— The Statement of Government Equity (Appendix 13) shows the financial transactions, which resulted to the change in Government Equity account at the end of the year.

SECTION 78. Statement of Cash Flows.— The Statement of Cash Flows (Appendix 14) is a statement summarizing all the cash activities of an agency. This includes the operating, investing and financing activities of the entity and provides information on the cash receipts and cash payments during the period. The primary purpose of the Statement of Cash Flows is to give relevant information on the agency's overall cash position, liquidity and solvency. Using the Statement of Cash Flows, managers, investors and creditors could easily assess if the agency could meet its obligations in operating, investing and financing activities.

SECTION 79. Preparation of the Statement of Cash Flows.— To facilitate the preparation of the Statement of Cash Flows, the use of a Working Paper is encouraged. It shall show the increase or decrease in the cash accounts between two periods. The net increase in cash provided by 1) operating 2) investing and 3) financing activities in addition to the cash balance at the beginning shall equal to the cash balance at the end of the period.

1) Operating Activities.Operating activities involves the principal resources producing activities of the enterprise and other activities that are not investing or financing (SFAS 22).Generally, these include the cash effect on transactions that enter in the Income and Expense Summary account.

2) Investing Activities.Investing activities involves the acquisition and disposal of long-term assets and other investments not included in cash equivalent (SFAS 22).These activities include cash transactions covering non-operating assets, such as the purchase of property, equipment, short and long-term investments and other non-current assets.

 Non-cash investing activities are not included in the statement of cash flows.

3) Financing Activities.Financing activities are derived from the equity capital and borrowings of the agency (SFAS 22).These include cash transactions involving the government equity and non-operational liabilities.

 Non-cash financing activities are not included in the statement of cash flows.

The increase or decrease in the cash accounts are analyzed and the following computations are made:

Cash flows from operating activities

Cash Inflows:

◾ Receipt of Notice of Cash allocation (NCA) from the DBM

◾ Receipt of Notice of Transfer of Allocation to Agency RO/OU from CO

◾ Cash receipts from all sources of revenues

◾ Receipt of Inter-agency cash transfers (Due to)

◾ Cash receipts from the sale of goods or rendition of services

◾ Cash receipt of interest income, rental income, dividend income, etc.

◾ Receipt of payment for liquidated damages

◾ Receipt of refund of deposits

◾ Receipt of refunds of cash advance or excess payments

◾ Collection of receivables

◾ Cash receipt of grants and donations

◾ Receipt of cash dividends from enterprises (e.g. PLDT)

Cash Outflows:

◾ Payments of accounts payable

◾ Cash purchase of merchandise for sale

◾ Cash advances granted for travel

◾ Inter-agency transfers (Due from)

◾ Notice of Transfer of Allocation to Agency RO/OU issued by the NGA Main Office to RO/OU and/or attached agencies through Government Servicing Banks

◾ Return of unused NCA

◾ Cash payment for operating expenses

◾ Remittance of taxes withheld not covered by TRA and other deductions (if any)

◾ Cash purchase of supplies and equipment

◾ Cash payment of retirement benefits

◾ Cash payment of claims for damages

◾ Cash payment for liabilities incurred in operations

◾ Cash payments for interest

Cash flows from investing activities:

Cash Inflows:

◾ Proceeds from sale of marketable stocks and bonds

◾ Cash proceeds from the sale/disposal of equipment and other property, plant and equipment

◾ Redemption of long-term investments or repayment by GOCC/GFI of long-term loans

Cash Outflows:

◾ Purchase of property, plant and equipment

◾ Purchase of land

◾ Investment in stocks/bonds

◾ Investment in GOCC/GFI

◾ Exposure as other long-term investments

Cash flows from financing activities:

Cash Inflows:

◾ Cash received from domestic and foreign loans

◾ Issuance of treasury bills

Cash Outflows:

◾ Payment of domestic and foreign loans

◾ Redemption of treasury bills outstanding

◾ Payment of cash dividend

The net increase in cash provided by operating activities, investing activities and financial activities for the year, and the cash balance at the start of the year, shall equal the cash balance at the end of the year. Such amount shall tally with the total cash account shown in the balance sheet.

SECTION 80. Notes to Financial Statements. — Notes to Financial Statements (Appendix 15) are integral parts of financial statements, which pertain to additional information necessary for fair presentation in conformity with generally accepted accounting principles. These may explain the headings captions or amounts in the statements of present information that cannot be expressed in money terms, and description of accounting policies.

Information shall be presented in a way that will facilitate understanding and avoid erroneous implications. The headings, captions and amounts shall be supplemented by enough additional data so that their meaning would be clear and not overshadowed by so much information that important matters are buried in mass trivia.

Where Notes to Financial Statements appear on a separate page, indicate the phrase "See accompanying Notes to Financial Statements" placed at the bottom of said statements.

Material changes in classification of accounts shall be indicated and explained as notes to financial statements.

The four types of disclosure considered necessary are as follows:

a. Customary or routine disclosure.Information about measurement bases of important assets, restrictions on assets and government equity, important long-term commitments not recognized in the body of the statements, information on terms of owner's equity and long-term debt, and certain other disclosures required by pronouncements of the Philippine Institute of Certified Public Accountants, Accounting Standards Council, and regulatory bodies that have jurisdiction are necessary for full disclosure.

b. Disclosure of changes in accounting principles.Changes in accounting principles, practices, or the methods of applying them, together with the financial effect, and the justification for the change shall be disclosed in the financial statements or a note thereto.

In particular, it shall include any of the following:

• Selection from existing acceptable alternatives

• Principles and methods peculiar to the agency

• Unusual application of generally accepted accounting principles.

c. Disclosure of subsequent events.Disclosure of events that affect the agency directly and that occur between the date of, or end of the period covered by, the financial statements and the date of completion of the statements is necessary if knowledge of the events might affect the interpretation of the statements, even though the events do not affect the propriety of the statements themselves.

d. Disclosure of accounting policies.Description of the accounting policies adopted by the reporting entity is required as an integral part of the financial statements. It is usually captioned "Summary of Significant Accounting Policies",and placed as first item in the Notes. It shall be limited to description of the policies and no quantitative data shall be included.

 

Examples of accounting policy disclosures commonly required:

• Consolidation principles

• Accounting for long-term investments

• Adoption of policy on increasing benefit entitlements of the program members. The effect of the increase shall be disclosed.

• Basis of revenue recognition

In general, disclosures shall include important judgment as to appropriateness of principles relating to recognition of revenues and allocation of asset costs to current and future periods.

SECTION 81. Interim Reports.— Interim reports are the financial statements required to be prepared at any given period or at a financial reporting period without closing the books of accounts. The following interim financial statements shall be prepared and submitted quarterly with the Notes to Financial Statements:

a. Statement of Income and Expenses;

b. Balance Sheet; and

c. Statement of Cash Flows.

The interim financial statements shall be prepared employing the same accounting principles used for annual reports. Adjusting and closing journal entries shall be prepared. However, only the adjusting journal entries are recorded in the books of accounts. To facilitate the preparation of the interim financial statements, the use of the worksheet is recommended.

SECTION 82. Worksheet.— A worksheet is a tool for accumulating and sorting information needed for the preparation of the financial statements. It is a columnar sheet used to adjust and close account balances in preparation for the preparation of the financial statements. The format of the worksheet shall be as follows:

Agency Name

Worksheet

As of __________, 20__

a. Account Title and Code columns show the accounts of the General Ledger.

b. The Unadjusted Trial Balance columns reflect the amount balances of the General Ledger accounts.

c. Adjustments columns show adjusting journal entries effected for the accounts.

d. Adjusted/Pre-Closing Trial Balance columns show the balances of all the accounts after adjustments are added/deducted from the balances of accounts in the unadjusted trial balance.

e. Closing Entries debit and credit columns show the amounts debited and credited to close the nominal accounts.

f. Statement of Income and Expenses columns show all the debit and credit amount balances of the nominal accounts (subsidies, income and expenses) and intermediate accounts.

g. Post-Closing Trial Balance columns show the debit and credit amount balances of all accounts after posting the closing entries.

h. Balance Sheet columns show all the debit and credit amount balances of all real accounts in the post-closing trial balance (assets, liabilities and government equity).

CHAPTER 5

Responsibility Accounting

SECTION 83. Responsibility Accounting Defined.— Responsibility accounting is a system that relates the financial results to a responsibility center, which provides access to cost and revenue information under the supervision of a manager having a direct responsibility for its performance. It is a system that measures the plans (by budgets) and actions (by actual results) of each responsibility center.

SECTION 84. Responsibility Center Defined. — It is a part, segment, unit or function of a government agency, headed by a manager, who is accountable for a specified set of activities. Except for some, which derive most of their income from collection of taxes and fees, national government agencies are basically cost centers whose primary purpose is to render service to the public at the lowest possible cost. Cost centers are established to provide each government agency accessibility to cost information and to facilitate cost monitoring at any given period. While the use of Subsidiary Ledgers is sufficient to control cost, it requires considerable time to summarize the cost incurred by agency for its different programs, projects, activities and offices/divisions, hence, responsibility accounting shall be done only under the computerized accounting system.

SECTION 85. Objectives of Responsibility Accounting. — Responsibility accounting aims to: a) ensure that all costs and revenues are properly charged/credited to the correct responsibility center so that deviations from the budget can be readily attributed to managers accountable therefore; b) provide a basis for making decisions for future operations; and c) facilitate review activities, monitoring the performance of each responsibility center and evaluation of the effectiveness of agency's operations.

SECTION 86. Concepts of Responsibility Accounting.— The following are the concepts of responsibility accounting:

a. Responsibility accounting involves accumulating and reporting data on revenues and costs on the basis of the manager's action who has authority to make the day-to-day decisions about the items;

b. Evaluation of a manager's performance is based on the matters directly under his control;

c. Responsibility accounting can be used at every level of management in which the following conditions exist:

1. Cost and revenues can be directly associated with the specific level of management responsibility;

2. Costs and revenues are controllable at the level of responsibility with which they are associated.

3. Budget data can be developed for evaluating the manager's effectiveness in controlling the costs and revenues.

d. The reporting of costs and revenues under responsibility accounting differs from budgeting in two respects:

1. A distinction is made between controllable and non-controllable costs.

a) A cost is considered controllable at a given level of managerial responsibility if that manager has the power to incur it within a given period of time. It follows that (1) all costs are controllable by top management because of the broad range of its activity; (2) fewer costs are controllable as one moves down to lower level of managerial responsibility because of the manager's decreasing authority.

b) Non-controllable costs are costs incurred indirectly and allocated to a responsibility level.

2. Performance reports either emphasize or include only items controllable by individual manager.

e. A responsibility reporting system involves the preparation of a report for each level of responsibility. Responsibility reports usually compare actual costs with flexible budget data. The reports show only controllable costs and no distinction is made between variable and fixed costs.

f. Evaluation of a manager's performance for cost centers is based on his ability to meet budgeted goals for controllable costs.

SECTION 87. Responsibility Center Code Structure.— Each government agency shall be assigned a responsibility center code. The coding structure shall be as follows:

 

 

SECTION 88. Computerized Accounting System.— Since responsibility accounting cannot be done under the manual system, the details of this shall be discussed on the Manual for Computerized Accounting system to be issued by the Commission on Audit.

CHAPTER 6

Illustrative Accounting Entries

SECTION 89. Illustrative Accounting Entries in Regular Agency (RA) Books.—

a. Illustrative Accounting Entries for Typical Transactions of Central/Regional Offices and Operating Units (CO/RO/OU) receiving Notice of Cash Allocation (NCA) from the Department of Budget and Management (DBM).

Central/Regional Offices and Operating Units receiving NCA directly from the DBM shall be guided by the illustrative accounting entries shown in Annex A.

b. Illustrative Accounting Entries for Decentralized Agencies

Regional Offices and Operating Units receiving NCA directly from the DBM and funding checks from CO/RO shall be guided by the illustrative accounting entries shown in Annex B.

SECTION 90. Illustrative Accounting Entries in National Government (NG) Books.—

National Government Agencies whose income/collections are required to be recorded in the NG Books and remitted to the National Treasury through Authorized Government Depository Banks shall follow the illustrative accounting entries shown in Annex C.

APPENDIX 1

TABLE OF ESTIMATED USEFUL LIVES

SOURCES:	1) US Treasury Dept. Bulletin F Income Tax Depreciation and
	Obsolescence Estimated Useful Lives and Depreciation Rates
	2) National Irrigation Administration
	3) Department of Public Works and Highways
	4) Technical Services Office, Commission on Audit

		Property	Years
I.	Motor and Other Vehicles
	Automobiles:
		Owner Driven	10
		Passenger	5
		Salesman	3
	Motor Cycle	4
	Trucks/Pick-ups:
	Field/Rural/Provincial use
	Diesel and Gasoline Fuel
		Light	8
		Medium	8
		Heavy	6
	City/Urban use
		Light	10
		Medium	10
		Heavy	8
II.	Office Equipment
	Adding Machine	10
	Addressing and Mailing Machine	15
	Airpot, Electric	3
	Billing Machine	8
	Binders loose leaf	20
	Blue printing machine	15
	Bookkeeping machine	8
	Calculators	10
	Cabinets and File	15
	Call System	14
	Cases
		Books	20
		Display	20
	Chairs:
		Bentwood	5
		Heavy	16
	Check Perforators	10
	Check Writers	8
	Cleaners electric vacuum	6
	Clocks:
		Time	15
		Time Stamping	10
		Wall	20
	Computer (Personal)	5
	Coolers, water	10
	Desk	20
	Dictation Machine	6
	Duplicating Machine	10
	Fans electric	10
	Folding and sealing machine	10
	Helmets, rescue	6
	Hospital equipment	15
	Lamp desk	10
	Floor linoleum	8
	Lockers	25
	Mirror	20
	Money machines	10
	Numbering machine	10
	Photographic machine	16
	Racks and Stand	15
	Rugs, carpet and mats	10
	Safes and vaults	50
	Scale counter and mail	20
	Shades windows	10
	Sign, board	10
	Tables	15
	Typewriters	10
	Wardrobe	20
III	Major Heavy Equipment
	Batching Plant, Concrete	7
	Compressor, Air	6
	Crane	9
	Crane, Truck Mounted	11
	Crane, Amphibious	8
	CS AND w plant Aggregate	7
	Excavator, Crawler Backhoe	10
	Excavator, Crawler Gradall	7
	Jeep Trailer	10
	Generator Set	6
	Grader, Road	7
	Jeep Trailer	6
	Loader, Crawler with Backhoe	7
	Loader, Crawler	7
	Loader, Wheel with Backhoe	7
	Loader, Wheel	7
	Mixer Concrete	10
	Pump Centrifugal	6
	Rig, Drilling	6
	Roller, Static	10
	Roller, Vibrator	6
	Roller, Sheepfoot	15
	Scraper, Wheel Tractor	4
	Tractor, Crawler	6
	Tractor, Farm	7
	Truck, Mixer	8
	Truck-Tractor with Trailer	8
	Vibratory, Concrete	4
	Dredging Machine	10
	Compactor, Spreader	6
	Scraper, Dozer	8
	Service Rig	9
IV	Minor Heavy Equipment
	Air Drill Machine	5
	Boat, Speed	4
	Chain, Saw	3
	Compactor, Tamping	4
	Drilling Machine/ Fadrig	6
	Forklift	8
	Motor bicycles	5
	Pavement Breaker/ Jackhammer	9
	Pile Hammer	14
	Power Tiller	8
	Pump, Booster/ SU/ Test/ Turbine/ Air	6
	Pump, Grout	13
	Pump, High Pressure	5
	Pump, Propeller	6
	Pump, Monitor	5
	Pump, Triplex, Duplex	15
	Rock Drill	9
	Tanker, Fuel	8
	Tanker, Water	8
	Tank Trailer, Water	10
	Truck Lubricating	9
	Truck, Repair Shop Mobile	9
	Truck, Bridge	8
	Truck, Oil Field with Boom	8
	Weed Cutter	3
	Welding Machine	4
	Gate Machine	10
	Desander	11
	Amphibian Truck	8
	Rice Tresher	6
	Mech. Rice Drier	6
	Trailer, Towed Type	10
	Fire Truck	8
	Compressor, Gasoline	6
	Portable Rice Mill	10
V	Buildings
	Concrete
		Structural Steel columns and Beams	50
		Reinforced Concrete Columns, Beams and	50
		Wall, Floor
		CHB Walls	40
	Mixed Concrete
		Concrete Columns, Beams, Walls with	30
		Wooden Floor and Roof Frame
		Concrete Columns, Beams CHB Wall,	30
		Wooden Frame
		Concrete Columns, Wooden Beams and Frame	30
	Strong Materials
		First Group Wood Structure, Chb Wall, Gi Roof	25
		First Group Wood Structure, Tanguile Floor	25
		Third Group Wood Structure	25
		Substandard Wooden Structure	10
	Temporary/Makeshift – Barong - barong	5
VI	Other Assets
	Air-conditioning Unit	10
	Photographic Machine	26
	Plumbing	20
	Power Plant	20
	Power Transmission Line	10-15
	Railroads:
		Rails	20
		Ties	8
	Refrigerator	10
	Sawmill	20
	Sewing Machine	10
	Steamship freight:
		Ocean Going	20
	Closing machine, can	15
	Cutters, Paper	15
	Gluing Machine, box or carton	20
	Crusher	25
	Pulverizer (cement)	25
	Truck (quarry)	15
	Automobile tank car	10
	Railroad tank car	25
	Water Tower, cooling	15
	Foundries	25
	Motor:
		AC	15
		DC	12

 

 

 

 

 

APPENDIX 4

___________________________________

(Agency Letterhead)

STATEMENT OF MANAGEMENT'S RESPONSIBILITY FOR FINANCIAL STATEMENTS

The management of ___________________________________ (Agency) is responsible for all information and representations contained in the accompanying Balance Sheet as of __________ (Date) and the related Statement of Income and Expenses and Cash Flow for the year then ended. The financial statements have been prepared in conformity with generally accepted state accounting principles and reflect amounts that are based on the best estimates and informed judgment of management with an appropriate consideration to materiality.

In this regard, management maintains a system of accounting and reporting which provides for the necessary internal controls to ensure that transactions are properly authorized and recorded, assets are safeguarded against unauthorized use or disposition and liabilities are recognized.

____________________________	____________________________
Chief, Financial and Management	Head of Agency/Authorized
Office/Comptroller	Representative

Appendix 5

Appendix 6

 

Appendix 7

Appendix 8

Appendix 9

 

Appendix 10

 

Appendix 11

 

Appendix 12

 

 

 

APPENDIX 13

Agency NameStatement of Government EquityAs of December 31, _________

 

Government Equity, beginning		xxx
Retained Operating Surplus
	Current Operations	xxx
	Adjustment of Prior Years	xxx	xxx
		———
Property, Plant and Equipment-Public Infra.		(xxx)
			———
Government Equity, End		xxx
			=====

 

APPENDIX 14

 

APPENDIX 15

NOTES TO FINANCIAL STATEMENTS

(Disclosure Checklist Applicable to National Government Agencies)

I. GENERAL

Note 1 Basis of Reporting

□ Name of the Agency whose financial statements are being presented.

□ Description of the nature of the Agency's operations and its principal programs/projects/activities.

□ Whether the statements have been prepared in accordance with generally accepted state accounting principles and standards.

□ Inclusions in the consolidated financial statements like transactions of the Regional Offices and Operating Units, as the case may be.

Note 2 Significant Accounting Policies

□ Change in Accounting Policies

✔ Allowance for doubtful accounts is maintained at a level adequate to provide for potential uncollectibility of receivables. A review of the receivables, designed to identify accounts to be provided with allowance, is made on a regular basis.

✔ The costs of ending inventory of office supplies and materials and other inventory items are computed using the Moving Average Method.

✔ Property, Plant and Equipment are carried at cost less accumulated depreciation and obsolescence. For assets under construction, the Construction Period Theory was applied for costing purposes. Related expenses incurred during the construction of the project were capitalized and those incurred after the construction formed part of the operating cost. Bonus paid to contractors for early completing the work was added to the total cost of the project and those projects where liquidated damages charged and paid for by the contractor was deducted from the project cost.

✔ The Straight Line Method of depreciation is used in depreciating the Property, Plant and Equipment with estimated useful lives ranging from five to ten years. A residual value computed at 10 percent of the cost of asset is set and depreciation starts on the second month after purchase.

✔ Properties of the government which are used by the general public are accounted for under the Public Infrastructures/Reforestation Projects. These are dropped from the Property, Plant and Equipment account and recorded in the Registry of Public Infrastructure Projects/Reforestation Projects. These are not subject to depreciation.

✔ Payable accounts are recognized and recorded in the books of accounts only upon delivery of the goods/inventory/other assets and rendition of services to the agency.

□ Change in accounting treatment

✔ Accounts were reclassified to conform with the new Chart of Accounts prescribed under the New Government Accounting System.

✔ Transactions in foreign currencies are recorded in Philippine Peso based on the BSP rate of exchange prevailing at the date of transactions. At the end of the year, these are revalued using the rate of exchange at Balance Sheet date. Foreign currency denominated monetary assets and liabilities at balance sheet date are restated based on BSP exchange rate at that date.

□ Correction of fundamental errors.

✔ Fundamental errors of prior years are corrected by using the Prior Years' Adjustments account. Errors affecting current year's operation are charged to the current year's accounts.

Note 3 Subsequent Events

□ Non-adjusting events after the balance sheet date which are so significant that non-disclosure would affect the ability of the users of the financial statements to make proper evaluation and decisions have to be disclosed by stating the nature of the event and an estimate of its financial effects.

□ Information received after the balance sheet date about conditions that existed at that date have to be stated to update the disclosures made.

II. Balance Sheet

Note 4 — Cash and Other Cash Accounts

Included in the cash accounts as of December 31, 20__ are deposits on escrow of Pxxx.x million for the account of agency.

Note 5 Receivables	Dec. 31	Dec. 31
	This account consists of:	200_	200_
			( In Millions)
	◾	Accounts Receivables	Pxxx	Pxxx
		Less: Allow. for Doubtful Accounts	xx	xx
		Net Amount	xxx	xxx
	◾	Due from Officers and Employees	xxx	xxx
	◾	Due from NGAs	xxx	xxx
	◾	Due from NGOs/POs	xxx	xxx
	◾	Disallowances/Charges	xxx	xxx
		Total	Pxxx	Pxxx

The account Due from Officers and Employees consists mainly of the amount granted as cash advances for traveling expenses — Local subject to liquidation.

Note 6 — Inventories
	This account consists of:
	◾	Office Supplies Inventories	Pxxx	Pxxx
	◾	Accountable Forms Inventory	xxx	xxx
	◾	Medical, Dental and Lab.
		Supply Inventory	xxx	xxx
	◾	Merchandize Inventory	xxx	xxx
	◾	Other Inventory Items	xxx	xxx
		Total	Pxxx	Pxxx
Note 7 — Property Plant and Equipment
	This account consists of :
	◾	Land	Pxxx	xxx
	◾	Land and Land Improvement	xxx	xxx
	◾	Leasehold Improvements	xxx	xxx
	◾	Office Equipment	xxx	xxx
	◾	Furniture and Fixtures	xxx	xxx
	◾	IT Equipment and Software	xxx	xxx
		Total Book Value	xxx	xxx
		Less: Accumulated Depreciation	xxx	xxx
		Net Book Value	Pxxx	Pxxx

Property, Plant and Equipment are carried at cost less accumulated depreciations. The Constructed Period Theory is used for costing the assets.

Regular maintenance, repair and minor replacements are charged against Maintenance and Other Operating Expenses (MOOE) as these were incurred.

III. STATEMENT OF INCOME AND EXPENSES

Note 8 Subsidy Income from National Government

For this year, Notice of Cash Allocation (NCA) amounting to Pxxx.xx was received from the Department of Budget and Management for payment of expenses for operational requirements and liabilities.

Note 9 Income and Expenses

Income and expenses recorded in the books of accounts amounted to Pxxx.xx and Pxxx.xx, respectively.

 

 

 

 

 

 

 

MANUAL ON THE NEW GOVERNMENT ACCOUNTING SYSTEM

ACCOUNTING BOOKS, REGISTRIES, RECORDS, FORMS AND REPORTS

VOLUME II

For National Government Agencies

Table of Contents

Chapter 1. The Books of Accounts, Registries and Records

Sec. 1. Accounting Books

Sec. 2. Books of Accounts

Sec. 3. Books of Original Entry

Sec. 4. General Journal

Sec. 5. Special Journals

Sec. 6. Cash Receipts Journal

Sec. 7. Cash Journal

Sec. 8. Check Disbursements Journal

Sec. 9. Cash Disbursements Journal

Sec. 10. Books of Final Entry

Sec. 11. General Ledger

Sec. 12. Subsidiary Ledger

Sec. 13. Registries

Sec. 14. Registry of Appropriations and Allotments

Sec. 15. Registry of Allotments and NCA Issued

Sec. 16. Registry of NCA and Replenishments

Sec. 17. Registries of Allotments and Obligations

Sec. 18. Registry of Allotments and Obligations Capital Outlay

Sec. 19. Registry of Allotments and Obligations – Maintenance and  Other Operating Expenses

Sec. 20. Registry of Allotments and Obligations – Personal Services

Sec. 21. Registry of Allotments and Obligations – Financial Expenses

 

Sec. 22. Registry of Allotments and NCA

Sec. 23. Registry of Public Infrastructures

Sec. 24. Registry of Reforestation Projects

Sec. 25. Registry of Public Infrastructures – Summary

Sec. 26. Registry of Dormant Accounts

Sec. 27. Registry of Accounts Written-Off

Sec. 28. Registry of Loan Availments and Repayments – Foreign, Individual

Sec. 29. Registry of Loans Availments and Repayments – Foreign, Summary

Sec. 30. Registry of Loan Availments and Repayments – Domestic, Individual

Sec. 31. Registry of Loans Availments and Repayments – Domestic, Summary

Sec. 32. Registry of Grant Availments and  Utilization – Foreign, Individual Donor

Sec. 33. Registry of Grants Availments and Utilization – Foreign, Summary

Sec. 34. Registry of Grant Availments and  Utilization – Domestic, Individual Donor

Sec. 35. Registry of Grants Availments and Utilization – Domestic, Summary

Sec. 36. Registry of Guaranteed Loans – Domestic

Sec. 37. Registry of Guaranteed Loans – Foreign

Sec. 38. Cash Receipts Record

Sec. 39. Check Disbursements Record

Sec. 40. Cash Disbursements Record

Sec. 41. Stock Card

Sec. 42. Property Card

Chapter 2. The Accounting Forms and Reports

Sec. 43. Journal Entry Voucher

Sec. 44. Allotment and Obligation Slip

Sec. 45. Order of Payment

Sec. 46. Disbursement Voucher

Sec. 47. Petty Cash Voucher

Sec. 48. General Payroll

Sec. 49. Itinerary of Travel

Sec. 50. Payroll Payment Slip

Sec. 51. Index of Payments

Sec. 52. Supplies Availability Inquiry

Sec. 53. Requisition and Issue Slip

Sec. 54. Purchase Request

Sec. 55. Purchase Order

Sec. 56. Acknowledgement Receipt for Equipment

Sec. 57. Report of Collections and Deposits

Sec. 58. Report of Checks Issued

Sec. 59. Report of Disbursements

Sec. 60. Petty Cash Replenishment Report

Sec. 61. Liquidation Report

Sec. 62. Report of Supplies and Materials Issued

Sec. 63. Waste Materials Report

Sec. 64. Inventory and Inspection Report for Unserviceable Property

Sec. 65. Report on the Physical Count of Inventories

Sec. 66. Report on the Physical Count of Property, Plant and Equipment

Sec. 67. Inspection and Acceptance Report

Sec. 68. Report of Accountability for Accountable Forms

APPENDICES

 Books of Accounts

 1. General Journal (GJ)

 2. Cash Receipts Journal (CRJ)

 3. Cash Journal (CJ)

 4. Check Disbursements Journal (CkDJ)

 5. Cash Disbursements Journal (CDJ)

6. General Ledger (GL)

 7. Subsidiary Ledger (SL)

 8. Property, Plant and Equipment Ledger Card (PPELC)

 9. Supplies Ledger Card (SLC)

 10. Construction in Progress Ledger Card (CPLC)

 11. Investment Ledger Card (ILC)

 Registries

 12. Registry of Appropriations and Allotments (RAPAL)

 13. Registry of Allotments and NCA Issued (RANCAI)

 14. Registry of NCA and Replenishments (RENREP)

 15. Registry of Allotments and Obligations – Capital Outlay (RAOCO)

 16. Registry of Allotments and Obligations –  Maintenance and Other Operating  Expenses (RAOMO)

 17. Registry of Allotments and  Obligations – Personal Services (RAOPS)

 18. Registry of Allotments and Obligations –  Financial Expenses (RAOFE)

 19. Registry of Allotments and NCA (RANCA)

 20. Registry of Public Infrastructures (RPI)

 21. Registry of Reforestation Projects (RRP)

 22. Registry of Public Infrastructures – Summary (RPIS)

 23. Registry of Dormant Accounts (RDA)

 24. Registry of Accounts Written-Off (RAWO)

 25. Registry of Loan Availments and  Repayments – Foreign, Individual (RLARFI)

 26. Registry of Loans Availments and  Repayments – Foreign, Summary (RLARFS)

 27. Registry of Loan Availments and  Repayments – Domestic, Individual (RLARDI)

 28. Registry of Loans Availments and  Repayments – Domestic, Summary (RLARDS)

 29. Registry of Grant Availments and Utilization –  Foreign, Individual Donor (RGAUFID)

 30. Registry of Grants Availments and Utilization –  Foreign, Summary (RGAUFS)

 31. Registry of Grant Availments and Utilization –  Domestic Individual Donor  (RGAUDID)

 32. Registry of Grants Availments and Utilization –  Domestic, Summary (RGAUDS)

 33. Registry of Guaranteed Loans – Domestic (RGLD)

 34. Registry of Guaranteed Loans – Foreign (RGLF)

 Records

 35. Cash Receipts Record (CRR)

 36. Check Disbursements Record (CkDR)

 37. Cash Disbursements Record (CDR)

 38. Stock Card (SC)

 39. Property Card (PC)

 Forms

 40. Journal Entry Voucher (JEV)

 41. Allotment and Obligation Slip (ALOBS)

 42. Order of Payment (OP)

 43. Disbursement Voucher (DV)

 44. Petty Cash Voucher (PCV)

 45. General Payroll (GP)

 46. Itinerary of Travel (IT)

 47. Payroll Payment Slip (PPS)

 48. Index of Payments (IP)

 49. Supplies Availability Inquiry (SAI)

 50. Requisition and Issue Slip (RIS)

 51. Purchase Request (PR)

 52. Purchase Order (PO)

 53. Acknowledgement Receipt for Equipment (ARE)

 Reports

 54. Report of Collections and Deposits (RCD)

 55. Report of Checks Issued (RCI)

 56. Report of Disbursements (RD)

 57. Petty Cash Replenishment Report (PCRR)

 58. Liquidation Report (LR)

 59. Report of Supplies and Materials Issued (RSMI)

 60. Waste Materials Report (WMR)

 61. Inventory and Inspection Report of Unserviceable Property (IIRUP)

 62. Report on the Physical Count of Inventories (RPCI)

 63. Report on the Physical Count of  Property, Plant and Equipment (RPCPPE)

 64. Inspection and Acceptance Report (IAR)

 65. Report of Accountability for Accountable Forms (RAAF)

THE MANUAL ON THE NEW GOVERNMENT ACCOUNTING SYSTEM

ACCOUNTING BOOKS, REGISTRIES, RECORDS, FORMS AND REPORTS

Volume II

CHAPTER 1

The Books of Accounts, Registries and Records

SECTION 1. Accounting Books.— Agencies of the National Government shall maintain two sets of accounting books composed basically of the following:

a. Regular Agency (RA) Books — This shall be used to record the regular transactions of the agency like the receipt and utilization of Notice of Cash Allocation (NCA) and collections of income and other receipts, which the agency can use.

b. National Government (NG) Books — This shall be used to record income/collections which the agency cannot use and are required to be remitted to the National Treasury.

SECTION 2. Books of Accounts.— The books of accounts shall consist of a) records for recording transactions in chronological order, known as the journals or books of original entry, and b) records for classifying and summarizing the effects of the transactions on individual accounts, known as general/subsidiary ledgers or books of final entry.

SECTION 3. Books of Original Entry.— Books of original entry or journals, shall be used to record in time sequence, financial transactions and information presented in duly certified and approved accounting documents.

The basis of recording in the journals shall be the Journal Entry Voucher (JEV).

Meanwhile that agencies are waiting to be computerized, four special journals, in addition to the General Journal, shall be used namely, a) Cash Receipts Journal (RA book),b) Cash Journal (NG book),c) Check Disbursements Journal, and d) Cash Disbursements Journal.

The totals of each account in the Special Journals and individual entries in the General Journal shall be posted directly to the General Ledger. Postings to the Subsidiary Ledgers shall come from the source documents or the JEV.

SECTION 4. General Journal (GJ).— This Journal (Appendix 1) shall be used to record all transactions which cannot be recorded in the four special journals. It provides columns for the date, the JEV number, particulars which give explanation of the transactions recorded, the account code, posting reference and the debit and credit amounts.

SECTION 5. Special Journals.— The special journals are specifically designed to record transactions which are repetitive in nature. Special columns are provided to facilitate summations and postings in the General Ledger.

SECTION 6. Cash Receipts Journal (CRJ).— This Journal (Appendix 2) shall be used to record all collections and deposits reported during the month for the RA book. The source of entries are the JEVs which shall be prepared based on the Reports of Collections and Deposits (RCDs) submitted by the Cashier or Collecting Officers to the Accounting Unit or the official receipts acknowledging collections.

SECTION 7. Cash Journal (CJ).— This Journal (Appendix 3) shall be used to record all collections and deposits reported during the month for the NG books. The source of entries are the JEVs which shall be prepared based on the RCDs submitted by the Cashier or Collecting Officer to the Accounting Unit or the official receipts acknowledging collections.

SECTION 8. Check Disbursements Journal (CkDJ).— This Journal (Appendix 4) shall be used to record check payments made by the Cashier or Disbursing Officers. Recording to this journal shall be based on the JEVs supported with paid Disbursement Vouchers (DVs) and duplicate copies of checks listed in the Reports of Checks Issued (RCI) submitted by the Cashier/Disbursing Officers.

SECTION 9. Cash Disbursements Journal (CDJ).— This Journal (Appendix 5) shall be used to record all payments made in cash by the Regular/Special Disbursing Officers out of their cash advances. Recording to this journal shall be based on the JEVs supported with the Report of Disbursements (RD) and pertinent documents like the paid payroll, disbursement voucher, etc.

SECTION 10. Books of Final Entry.— The books of final entry are the General Ledgers and Subsidiary Ledgers.

SECTION 11. General Ledger (GL).— The General Ledger (Appendix 6) is a book of final entry containing accounts arranged in the same sequence as in the chart of accounts. Totals of columns in the special journals and the individual entries in the GJ are directly posted in this book. At the end of each month, the accounts are footed and at the end of each year, these are totaled, ruled and closed and the balance extracted to serve as the opening balance of the new fiscal year. Likewise, the account with balances shall appear in the trial balance.

SECTION 12. Subsidiary Ledger (SL).— The SL is a book of final entry containing the details or breakdown of the balance of the controlling account appearing in the GL. Postings to the SL generally come from the source documents. Examples of GL accounts which have SL are Cash-Collecting Officers, Cash-Disbursing Officers, Cash in Bank — Local Currency, Current Account, Accounts Receivable, Notes Receivable, etc. The totals of the SL balances shall be reconciled with their respective control account regularly or at the end of each month. Schedules shall be prepared periodically to support the corresponding controlling GL accounts. Examples of subsidiary ledgers are:

 

• Subsidiary Ledger (SL) (Appendix 7)

• Property, Plant and Equipment Ledger Card (PPELC) (Appendix 8)

• Supplies Ledger Card (SLC) (Appendix 9)

• Construction in Progress Ledger Card (CIPLC) (Appendix 10)

• Investment Ledger Card (ILC) (Appendix 11)

SECTION 13. Registries.— In order to monitor allotments received, obligations incurred, NCAs received and utilized, public infrastructures, dormant accounts, accounts written-off, loans and grants, among others, registries shall be maintained by the concerned government agencies.

SECTION 14. Registry of Appropriations and Allotments (RAPAL).— The Registry of Appropriations and Allotments (Appendix 12) shall be maintained by the Department of Budget and Management (DBM) for each department of the National Government to control approved appropriations and allotments released.

SECTION 15. Registry of Allotments and NCA Issued (RANCAI).— The Registry of Allotments and NCA Issued (Appendix 13) shall be maintained by the DBM to control the funding of allotments. The Registry shall be kept by department/agency. Columns are provided for each allotment class and NCA released to the department/agency. A column for the unfunded allotment is provided to determine the balance of allotment without corresponding NCA.

SECTION 16. Registry of NCA and Replenishments (RENREP).— The Registry of NCA and Replenishments (Appendix 14) shall be used by the Bureau of the Treasury to record the NCA releases and the bank replenishments made to cover MDS checks issued by agencies.

SECTION 17. Registries of Allotments and Obligations (RAO).— The Registries of Allotments and Obligations (RAO) shall be prepared by agencies to record allotments and obligations. This record shall be maintained by the Budget Unit/Authorized Official of the agency to monitor allotments available for obligations. It shall show all the allotments received and the obligations incurred charged against the corresponding allotment. The balance is extracted every time an entry is made to prevent incurrence of obligations in excess of allotment received.

The registries are as follows:

a. Registry of Allotments and Obligations-Capital Outlay (RAOCO),

b. Registry of Allotments and Obligations-Maintenance and Other Operating Expenses (RAOMO),

c. Registry of Allotments and Obligations-Personal Services (RAOPS),

d. Registry of Allotments and Obligations-Financial Expenses (RAOFE).

SECTION 18. Registry of Allotments and Obligations-Capital Outlay (RAOCO).— The Registry of Allotments and Obligations-Capital Outlay (Appendix 15) shall be used to record allotments received and obligations incurred for capital outlay.

SECTION 19. Registry of Allotments and Obligations-Maintenance and Other Operating Expenses (RAOMO).— The Registry of Allotments and Obligations-Maintenance and Other Operating Expenses (Appendix 16) shall be used to record allotments received and obligations incurred for expenses classified under Maintenance and Other Operating Expenses.

SECTION 20. Registry of Allotments and Obligations-Personal Services (RAOPS).— The Registry of Allotments and Obligations-Personal Services (Appendix 17) shall be used to record allotments received and obligations incurred for expenses classified under Personal Services.

SECTION 21. Registry of Allotments and Obligations-Financial Expenses (RAOFE).— The Registry of Allotments and Obligations-Financial Expenses (Appendix 18) shall be used to record allotments received and obligations incurred for financial expenses, such as commitment fees, bank charges, etc. so as to distinguish them from the regular maintenance and other operating expenses.

SECTION 22. Registry of Allotments and NCA (RANCA).— The Registry of Allotments and NCA (Appendix 19) shall be maintained by the agency particularly the Accounting Unit to monitor the allotment received and NCA received, utilized and the unfunded balance as of a given date.

SECTION 23. Registry of Public Infrastructures (RPI).— The Registry of Public Infrastructures (Appendix 20) shall be used to record properties for use by the general public. A separate Registry shall be maintained for each class of property or asset, example, Plaza, Parks and Monuments; Roads, Highways and Bridges; Ports, Harbors, Seawalls, River Walls and Others; Runways; Railways; Waterways, Aqueducts, etc; and Irrigation Canals and Laterals, etc. For proper costing, the original construction cost and any major repairs undertaken shall be posted in the respective Registry. It shall be maintained by the Accounting Unit of the agency.

SECTION 24. Registry of Reforestation Projects (RRP).— The Registry of Reforestation Projects (Appendix 21) shall be used to record expenses incurred on reforestation projects. It shall be maintained by the Accounting Unit of the agency implementing reforestation projects.

SECTION 25. Registry of Public Infrastructures-Summary (RPIS).— The Registry of Public Infrastructures-Summary (Appendix 22) shall be used to summarize all the public infrastructures of the agency. The total of each registry shall be posted in the summary and the total public infrastructures shall be disclosed in the notes to the financial statements.

SECTION 26. Registry of Dormant Accounts (RDA).— The Registry of Dormant Accounts (Appendix 23) shall be used to record the transfer of dormant accounts from the RA books pursuant to existing COA rules and regulations. It shall be maintained by the Accounting Unit of the agency.

SECTION 27. Registry of Accounts Written-Off (RAWO).— The Registry of Accounts Written-Off (Appendix 24) shall be used to record the amount of accounts receivable written-off from the RA books. It shall be maintained by the Accounting Unit of the agency.

SECTION 28. Registry of Loan Availments and Repayments — Foreign, Individual (RLARFI).— The Registry of Loan Availments and Repayments — Foreign, Individual (Appendix 25) shall be used to record the amount of availments and repayments of the individual loan accounts of the Government of the Philippines (GOP) with foreign lending institutions. It shall be maintained by the Bureau of the Treasury (BTr) of the Department of Finance (DOF).

SECTION 29. Registry of Loans Availments and Repayments — Foreign, Summary (RLARFS).— The Registry of Loans Availments and Repayments — Foreign, Summary (Appendix 26) shall be used to summarize the amount of loan availments and repayments of the GOP with foreign lending institutions on a regular basis as recorded in the RLARFI. It shall be maintained by the BTr, DOF.

SECTION 30. Registry of Loan Availments and Repayments — Domestic, Individual (RLARDI).— The Registry of Loans Availments and Repayments — Domestic, Individual (Appendix 27) shall be used to record the amount of loan availments and repayments of the GOP with the domestic lending institutions. It shall be maintained by the BTr, DOF.

SECTION 31. Registry of Loans Availments and Repayments — Domestic, Summary (RLARDS).— The Registry of Loans Availments and Repayments — Domestic, Summary (Appendix 28) shall be used to summarize the amount of loans availments and repayments of the GOP with the domestic lending institutions as recorded in the RLARDI. It shall be maintained by the BTr, DOF.

SECTION 32. Registry of Grant Availments and Utilization — Foreign, Individual Donor (RGAUFID).— The Registry of Grants Availments and Utilization — Foreign, Individual Donor (Appendix 29) shall be used to record the amount of grants received by the GOP thru the BTr from individual foreign donor and utilization thereof. It shall be maintained by the BTr, DOF.

SECTION 33. Registry of Grants Availments and Utilization — Foreign, Summary (RGAUFS).— The Registry of Grants Availments and Utilization — Foreign, Summary (Appendix 30) shall be used to summarize the amount of grants received by the GOP thru the BTr from foreign donors and utilization thereof. It shall be maintained by the BTr, DOF.

SECTION 34. Registry of Grants Availments and Utilization — Domestic, Individual Donor (RGAUDID).— The Registry of Grants Availments and Utilization — Domestic Individual Donor (Appendix 31) shall be used to record the amount of grants received by the GOP thru the BTr from individual domestic donor and grant utilization. It shall be maintained by the BTr, DOF.

SECTION 35. Registry of Grants Availments and Utilization — Domestic, Summary (RGAUDS).— The Registry of Grants Availments and Utilization — Domestic Summary (Appendix 32) shall be used to summarize the amount of grants received by the GOP thru the BTr from domestic donors and grant utilization. It shall be maintained by the BTr, DOF.

SECTION 36. Registry of Guaranteed Loans — Domestic (RGLD).— The Registry of Guaranteed Loans — Domestic (Appendix 33) shall be used to summarize the amount of loans of private entities with domestic lending institutions as guaranteed by the GOP. It shall be maintained by the BTr, DOF. The total guaranteed loans shall be included in the notes to financial statements and any amount deemed uncollectible shall be treated as expense/liability of the National Government.

SECTION 37. Registry of Guaranteed Loans — Foreign (RGLF).— The Registry of Guaranteed Loans — Foreign (Appendix 34) shall be used to record the amount of loans of government agencies and private entities with the foreign lending institutions as guaranteed by the GOP. It shall be maintained by the BTr, DOF.

SECTION 38. Cash Receipts Record (CRR).— The Cash Receipts Record (Appendix 35) shall be used by the designated Collecting Officer to record his/her collections and deposits.

SECTION 39. Check Disbursements Record (CkDR).— The Check Disbursements Record (Appendix 36) shall be used by the Disbursing Officer to record checks released charged against NCAs/funding checks received/deposits in a bank current account of government agencies. A separate record shall be maintained for each source of fund.

SECTION 40. Cash Disbursements Record (CDR).— The Cash Disbursements Record (Appendix 37) shall be used by the Disbursing Officer to record the cash advance received and disbursements made out of the cash advances.

 

SECTION 41. Stock Card (SC).— The Stock Card (Appendix 38) shall be used to record all receipts and issuances of supplies. It shall be maintained by the Supply and Property Unit for each item in stock.

SECTION 42. Property Card (PC).— The Property Card (Appendix 39) shall be used by the Supply and Property Unit to record the description, transfer/acquisition, disposal, and other information about the property, plant and equipment. It shall be kept for each class of property, plant and equipment.

CHAPTER 2

The Accounting Forms and Reports

SECTION 43. Journal Entry Voucher (JEV).— The Journal Entry Voucher (Appendix 40) shall be used for all transactions of the government, whether cash receipts, cash/check disbursements or non-cash transactions. It shall be prepared by the Accounting Unit based on transaction documents presented. Accounting journal entries shall be reflected therein and it shall serve as the basis for recording the transactions in the appropriate journals.

SECTION 44. Allotment and Obligation Slip (ALOBS).— The Allotment and Obligation Slip (Appendix 41) shall be used to record allotments received and to request for obligation charged against the allotments. It shall be prepared before processing the claim to ensure that funds are available for the purpose.

SECTION 45. Order of Payment (OP).— The Order of Payment (Appendix 42) shall be accomplished by the Accounting Unit by stating the nature and computation of amount due before collections shall be received by the Cashier.

SECTION 46. Disbursement Voucher (DV).— The Disbursement Voucher (Appendix 43) shall be used by government agencies for all money claims. The number shall be indicated on the DV and on every supporting document of the claim. The supporting documents shall be listed on the face of the voucher and in case more space is needed, the back of the DV shall be used.

SECTION 47. Petty Cash Voucher (PCV).— The Petty Cash Voucher (Appendix 44) shall be used for disbursements out of the Petty Cash Fund.

SECTION 48. General Payroll (GP).— The General Payroll (Appendix 45) shall be used for the payment of salaries, wages, overtime pay, honoraria and other emoluments of government officers and employees.

SECTION 49. Itinerary of Travel (IT).— The Itinerary of Travel (Appendix 46) shall be prepared by the concerned official or employee making the travel. The IT shows the details of travel such as places to be visited, date, including the amount of expenses to be incurred. It shall be prepared before the travel is made or upon reimbursement of travelling expenses.

SECTION 50. Payroll Payment Slip (PPS).— The Payroll Payment Slip (Appendix 47) shows amounts of compensation income due and paid for a pay period including the details of deductions.

SECTION 51. Index of Payments (IP).— The Index of Payments (Appendix 48) shall be used to record payments made to each employee, supplier, and other agency creditors.

SECTION 52. Supplies Availability Inquiry (SAI).— The Supplies Availability Inquiry (Appendix 49) shall be used to inquire the availability of supplies on stock from the Accounting Unit.

SECTION 53. Requisition and Issue Slip (RIS).— The Requisition and Issue Slip (Appendix 50) shall be used to request supplies and materials that are carried on stock.

SECTION 54. Purchase Request (PR).— The Purchase Request (Appendix 51) shall be used to request for the purchase of inventory/item not available on stock and it shall be the basis of preparing the Purchase Order.

SECTION 55. Purchase Order (PO).— The Purchase Order (Appendix 52) shall be used to support purchase of equipment, supplies and materials, etc.

SECTION 56. Acknowledgement Receipt for Equipment (ARE).— The Acknowledgement Receipt for Equipment (Appendix 53) shall be used to acknowledge the receipt of property and equipment for official use from the Property Officer.

SECTION 57. Report of Collections and Deposits (RCD).— The Report of Collections and Deposits (Appendix 54) shall be prepared by the Cashiers/Collecting Officers to report all collections received and deposits made. The report lists all the ORs issued in numerical sequence, including the cancelled ones. The report shall be the basis in preparing the JEV for recording in the Cash Receipt Journal/Cash Journal, as the case may be.

SECTION 58. Report of Checks Issued (RCI).— The Report of Checks Issued (Appendix 55) shall be prepared by the Cashiers/Disbursing Officers to report checks actually received by the payor or authorized representatives during the period, including cancelled ones. Separate RCI shall be prepared for MDS and commercial checks released. The report shall be the basis in preparing and recording the JEV in the Check Disbursements Journal. It shall be supported with list of unclaimed checks.

SECTION 59. Report of Disbursements (RD).— The Report of Disbursements (Appendix 56) shall be prepared by the Regular/Special Disbursing Officers to support liquidations of their cash advances. The report shall be certified as to correctness by the Disbursing Officer and forwarded to the Accounting Unit for preparation of the JEV and final recording in the Cash Disbursements Journal.

SECTION 60. Petty Cash Replenishment Report (PCRR).— The Petty Cash Replenishment Report (Appendix 57) shall be prepared by the Petty Cash Custodian to report all disbursements made out of his Petty Cash Fund.

SECTION 61. Liquidation Report (LR).— The Liquidation Report (Appendix 58) shall be prepared by the concerned employees/officers to liquidate cash advances for travel or for other purposes except those cash advances granted to Regular/Special Disbursing Officers.

SECTION 62. Report of Supplies and Materials Issued (RSMI).— The Report of Supplies and Materials Issued (Appendix 59) shall be prepared by the Supply Officer and shall be used by the Accounting Unit as a basis in preparing the JEV to record the supplies and materials issued.

SECTION 63. Waste Materials Report (WMR).— The Waste Materials Report (Appendix 60) shall be used to report all waste materials such as destroyed spare parts and other materials considered scrap due to replacement.

SECTION 64. Inventory and Inspection Report for Unserviceable Property (IIRUP).— The Inventory and Inspection Report for Unserviceable Property (Appendix 61) shall be used as basis to record dropping from the books the unserviceable properties carried in the Property, Plant and Equipment accounts.

SECTION 65. Report on the Physical Count of Inventories (RPCI).— The Report on the Physical Count of Inventories (Appendix 62) shall be used to report the physical count of supplies by type of inventory as of a given date. It shows the balance of inventory items per cards and per count and shortage/overage, if any.

SECTION 66. Report on the Physical Count of Property, Plant and Equipment (RPCPPE).— The Report on the Physical Count of Property, Plant and Equipment (Appendix 63) shall be used to report the physical count of property, plant and equipment by type as of a given date. It shows the balance of property and equipment per cards and per count and shortage/overage, if any.

SECTION 67. Inspection and Acceptance Report (IAR).— The Inspection and Acceptance Report (Appendix 64) shall be used to acknowledge the receipt of supplies and equipment purchased and inspection made thereof.

SECTION 68. Report of Accountability for Accountable Forms (RAAF).— The Report of Accountability for Accountable Forms (Appendix 65) shall be prepared by the Accountable Officer to report on the movement and status of accountable forms in his possession. The accountable forms include those with or without face value.

 

GENERAL JOURNAL (GJ)

INSTRUCTIONS

A. This journal shall be accomplished as follows:

1. Agency – name of the agency

2. Month – month covered by the journal

3. Sheet No.– sheet number of the General Journal, which shall be one series for each year

4. Date – date of the Journal Entry Voucher (JEV)

5. JEV No.– assigned JEV number

6. Particulars – brief description of the transaction

7. Account Code – account code used to record the transaction

8. P (Posting Reference) – put a check "Ö" mark to indicate completion of posting in the appropriate GL account

9. Amount Debit – amount debited corresponding to the account

10. Amount Credit – amount credited corresponding to the account

11. Amount Credit – amount credited corresponding to the account

B. Only transaction not recorded in the Special Journals shall be recorded in the General Journal.

C. Entries to the journal shall be made only on the bases of duly approved JEVs. Said entries shall be posted individually to the General Ledger.

D. A new sheet shall be started at the beginning of each month.

E. Each sheet shall be footed and the totals carried forward to the next sheet.

F. Succeeding sheet shall start with the total brought forward.

G. At the end of the month, it shall be footed, balanced and ruled.

H. The totals of the debit and credit columns must be equal.

I. Every page shall be certified correct by the Chief Accountant/Head of the Accounting Unit as follows:

"CERTIFIED CORRECT:

____________________________

Signature

____________________________

Designation"

 

CASH RECEIPTS JOURNAL (CRJ)

INSTRUCTIONS

A. This journal shall be accomplished as follows:

1. Agency — name of the agency

2. Month — month covered by the journal

3. Sheet No.— number of sheet of the journal, which shall be one series for each year

4. Date — date of JEV

5. RCD No.—Report of Collections and Deposits number

6. JEV No.— assigned JEV number

7. Name of Collecting Officer — name of the Collecting Officer (CO)/Cashier

8. Collections Debit Column — amount collected based on the Official Receipts issued

9. Collections Credit Columns—amount of income and other receivables collected

10. Collections Sundry Account Code Column — code of accounts credited for which no column has been provided

11. Collections Sundry P (Posting Reference) Column — put a check "Ö" mark to indicate completion of posting in the appropriate GL account

12. Collections Sundry, Amount Column — amount to be credited to the account

13. Deposits Debit Columns —amount deposited based on the validated deposit slip

14. Deposits Sundry Account Code Column — code of accounts debited for which no column has been provided

15. Deposits Sundry P (Posting Reference) Column — put a check "Ö" mark to indicate completion of posting in the appropriate GL account

16. Deposits Sundry, Amount Column — amount to be debited to the account

17. Deposits Credit Column —amount deposited as deduction to the account of the CO

B. This journal shall be used to record cash receipts/collections which are required to be recorded in the Regular Agency (RA) books.

C. The sundry columns shall be summarized/recapitulated and shall be shown below the totals using the format below:

D. A new sheet shall be started at the beginning of each month. Each sheet shall be footed and the totals carried forward to the next sheet. The succeeding sheet shall start with the totals brought forward.

E. At the end of the month, this journal shall be footed, balanced and ruled. The ruling shall be made on the line immediately after the last entry.

F. Posting to the General Ledger (GL) shall be made directly from this journal. A check mark immediately underneath the total of the special columns shall be made to indicate completion of posting to the GL.

G. Every sheet shall be certified by the Chief Accountant/Head of Accounting Unit as follows:

"CERTIFIED CORRECT:

____________________________

Signature

____________________________

Designation"

 

CASH JOURNAL (CJ)

INSTRUCTIONS

A. This journal shall be accomplished as follows:

1. Agency — name of the agency

2. Month — month covered by the journal

3. Sheet No.— number of sheet of the journal, which shall be one series for each year

4. Date — date of JEV

5. RCD No.— Report of Collections and Deposits Number

6. JEV No.— assigned JEV number

7. Name of Collecting Officer — name of the Collecting Officer

8. Collections Debit Column — amount collected based on the Official Receipt issued

9. Collections Credit Columns — amount of income, receivables and other recurring accounts collected based on the Official Receipt issued

10. Collections Sundry Account Code Column — code of accounts credited for which no column has been provided

11. Collections Sundry P (Posting Reference) Column — put a check "Ö" mark to indicate completion of posting in the appropriate GL account

12. Collection Sundry, Amount Column — amount to be credited to the account

13. Remittance Debit Columns — amount debited upon remittance of collections to the Bureau of the Treasury (BTr)

14. Remittance Sundry Account Code Column — code of accounts debited for which no column has been provided

15. Remittance Sundry P (Posting Reference) Column — put a check "Ö" mark to indicate completion of posting in the appropriate GL account

16. Remittance Sundry, Amount Column — amount to be debited to the account

17. Remittance Credit Column — amount deposited to the BTr as deduction to the account of the Collecting Officer

B. This journal shall be used to record cash receipts/collections which are required to be recorded in NG books.

C. The sundry columns shall be summarized/recapitulated and shall be shown below the totals using the format below:

Recapitulation:

D. A new sheet shall be started at the beginning of each month. Each sheet shall be footed and the totals carried forward to the next sheet. The succeeding sheet shall start with the totals brought forward.

E. At the end of the month, it shall be footed, balanced and ruled. The ruling shall be made on the line immediately after the last entry.

F. Posting to the General Ledger (GL) shall be made directly from this journal. A check mark immediately underneath the total of the special columns shall be made to indicate completion of posting to the GL.

G. Every sheet shall be certified by the Chief Accountant/Head of Accounting Unit as follows:

"CERTIFIED CORRECT:

____________________________

Signature

____________________________

Designation"

 

CHECK DISBURSEMENTS JOURNAL (CkDJ)

INSTRUCTIONS

A. This journal shall be accomplished as follows:

1. Agency — name of the agency

2. Month — month covered by the journal

3. Sheet No.— number of sheet of the journal which shall be one series for each year

4. Date — date of the Journal Entry Voucher (JEV)

5. JEV No.— assigned JEV number

6. RCI/DV No.— Report of Checks Issued/DV number

7. Serial No. of Checks — serial number of the checks shall be entered in numerical/chronological sequence

8. Name of Disbursing Officer — name of the Accountable Officer

9. Credit columns — account code covered by the payment and amount of checks issued

10. Debit columns — account code and amount of expenses and other recurring paid

11. Sundry Account Code — account code for which no column has been provided

12. Sundry P (Posting Reference) — check mark (ü) to indicate completion of posting in the appropriate GL account

13. Sundry Amount (Debit) — amount debited to the account

14. Sundry Amount (Credit) — amount being credited to the account

B. The sundry columns shall be summarized/recapitulated using the format below:

Recapitulation:

C. A new sheet shall be started at the beginning of each month. Each sheet shall be footed and the totals carried forward to the next sheet. The succeeding sheet shall start with the totals brought forward.

D. At the end of the month, it shall be footed, balanced and ruled. The ruling shall be made on the line immediately after the last entry.

E. Posting to the general ledger (GL) shall be made directly from this journal. A check mark immediately underneath the total of the special columns shall be made to indicate completion of posting to the GL.

F. Every sheet shall be certified by the Chief Accountant/Head of Accounting Unit as follows:

"CERTIFIED CORRECT:

____________________________

Signature

____________________________

Designation"

 

CASH DISBURSEMENTS JOURNAL (CDJ)

INSTRUCTIONS

A. This journal shall be accomplished as follows:

1. Agency — name of the agency

2. Month — month covered by the journal

3. Sheet No.— number of sheet of the journal, which shall be one series for each year

4. Date — date of the Journal Entry Voucher (JEV)

5. JEV No.— assigned JEV number

6. RD No.— Report of Disbursements number

7. Name of Disbursing Officer — the name of the Accountable Officer whose report is being recorded

8. Credit columns — amount of cash advance liquidated

9. Debit columns — amount of expenses and other recurring accounts debited for payments made

10. Sundry Account Code — account code and amount for which no column has been provided

11. Sundry P (Posting Reference) — put a check mark (ü) to indicate completion of posting in the appropriate GL account

12. Sundry Amount (Debit) — amount debited

13. Sundry Amount (Credit) — amount credited

B. The sundry columns shall be summarized/recapitulated using the format below:

Recapitulation:

C. A new sheet shall be started at the beginning of each month. Each sheet shall be footed and the totals carried forward to the next sheet. The succeeding sheet shall start with the totals brought forward.

D. At the end of the month, this journal shall be footed, balanced and ruled. The ruling shall be made on the line immediately after the last entry.

E. Posting to the General Ledger (GL) shall be made directly from this journal. A check mark immediately underneath the total of the special columns shall be made to indicate completion of posting to the GL.

F. Every sheet shall be certified by the Chief Accountant/Head of Accounting Unit as follows:

"CERTIFIED CORRECT:

____________________________

Signature

____________________________

Designation"

 

GENERAL LEDGER (GL)

INSTRUCTIONS

A. The ledger shall be accomplished as follows:

1. Agency — name of the agency

2. Account Title — account title used in accordance with the prescribed Chart of Accounts

3. Account Code — account code used in accordance with the prescribed Chart of Accounts

4. Date — date of the source document

5. Particulars — other information or details pertaining to the account

6. Ref .— the source reference: general/special journal and sheet number

7. Debit Column — total/recapitulated amount or individual amount of the corresponding debit account in the general/special journal

8. Credit Column — total/recapitulated amount or individual amount of the corresponding credit account in the general/special journal

9. Balance — the difference between the Debit and Credit columns. Place parenthesis in the amount with a negative balance.

B. The ledger sheets shall be arranged in the same order or sequence of the accounts appearing in the Chart of Accounts.

C. Postings to this ledger shall come directly from the General and Special Journals.

D. Every sheet shall be footed and totaled. The difference of the totals of Debit and Credit columns should tie-up with the running balance column.

E. At the end of each month, after all journals have been posted, the debit and credit columns of each account shall be footed in pencil and the balance indicated in ink.

F. At the end of the fiscal year, each account shall be ruled and closed. All totals shall be written legibly in ink and the balance of the account carried forward as the opening balance of the new General Ledger for the next fiscal year.

G. Controlling accounts in the General Ledger shall be supported by details in the subsidiary ledgers.

 

SUBSIDIARY LEDGER (SL)

INSTRUCTIONS

A. This ledger shall be accomplished as follows:

1. Agency — name of the agency

2. Account of/Office/Address/Contact Person — name of the individual/company/agency and office address of debtor/creditor. In case of an agency/company, include the contact person and telephone number/e-mail address

3. GL Account Code — General Ledger Account Code as used in the journals

4. SL Account Code — Subsidiary Ledger Account Code as provided by the agency

5. Date — date of the source documents (i.e. JEV, OR, etc.)

6. Particulars — other information or details pertaining to the transaction

7. Ref.— reference document such as the Statement of Account/Journal Entry Voucher/Official Receipt/Disbursement Voucher number, etc.

8. Debit Column — amount being debited to the account

9. Credit Column — amount being credited to the account.

10. Balance — the difference between the Debit and Credit columns. Place parentheses in the amount with a negative balance.

B. Subsidiary Ledgers shall be kept for each control account in the General Ledger. At the end of each month, the totals of the subsidiary ledger balances shall be reconciled with the corresponding controlling account.

C. Every sheet shall be footed in pencil. The difference of the totals of Debit and Credit columns should tie-up with the running balance column. These totals shall be carried forward to the next sheet. Succeeding sheets start with the totals brought forward.

 

PROPERTY, PLANT AND EQUIPMENT LEDGER CARD (PPELC)

INSTRUCTIONS

A. This ledger shall be accomplished as follows:

1. Agency — name of the agency

2. Property, Plant and Equipment — type of property, plant and equipment (i.e. Xerox machine, filing cabinet, etc.)

3. Description — description of the assets (i.e. brand, size, color, etc.)

4. Account Code — account code as provided in the Chart of Accounts

5. Estimated Useful Life — estimated useful life of Property, Plant and Equipment as determined by the Commission on Audit

6. Rate of Depreciation — rate of depreciation per month to be recorded in the books of accounts starting on the 2nd month following the date of acquisition/delivery. It shall be computed using the straight-line method of depreciation

7. Date — date of the source document.

8. Reference — reference documents used as the bases in recording the transactions such as JEV

9. Receipt-Qty/Unit Cost/Total Cost — the quantity received, the unit cost and the total cost of the property, plant and equipment

10. Accumulated Depreciation — the amount of depreciation charged to the property, plant and equipment.

11. Transfer/Adjustment — the cost of the asset transferred to other NGAs or disposed/adjusted

12. Balance — the difference between the total cost of the asset less the accumulated depreciation and transfers, if any

B. The PPELC shall be kept by the Accounting Unit for each class of asset to record promptly the acquisition, description, custody, estimated life, depreciation, disposal and other information about the asset.

C. The physical inventory of the asset shall be reconciled with the property, plant and equipment ledger cards and the control accounts and any discrepancies shall be immediately verified and adjusted.

 

SUPPLIES LEDGER CARDS (SLC)

INSTRUCTIONS

A. This ledger shall be accomplished as follows:

1. Agency — name of the agency

2. Item/Description — name of the item and its description

3. Stock No.— stock number assigned by the property personnel for each kind of supplies

4. Re-order Point — quantity of stocks which when reached signal the need of re-order of the item

5. Date — date of the JEV/RIS

6. Reference — reference documents used as a basis in the recording of the transactions (i.e. JEV for receipt and RIS for issuance, etc.)

7. Receipt-Qty/Unit Cost/Total Cost — quantity, unit cost and total cost of the supplies received

8. Issuance — quantity of supplies issued

9. Balance-Qty — difference between the receipt and issuance, which shall be equal to the quantity of supplies on hand at the Supply and Property Unit

10. Balance-Unit Cost — unit cost of the items based on moving average method

11. Balance-Total Cost — total cost of items on hand/stock

12. No. of Days to Consume — estimated number of days for which the stock would be consumed as determined by the Supply and Property Unit based on the previous records

B. The SLC shall be maintained by the Accounting Unit for each type of supplies to record all receipts and issuances.

C. Transactions shall be posted promptly from source documents.

D. The semestral physical inventory of supplies shall be reconciled with the supplies ledger cards and controlling accounts and any discrepancy/ies shall be immediately verified and adjusted.

 

CONSTRUCTION IN PROGRESS LEDGER CARD (CIPLC)

INSTRUCTIONS

A. This ledger shall be accomplished as follows:

1. Agency — name of the agency

2. Construction in Progress — specific type of the asset constructed per Chart of Accounts (i.e. Agency Assets, Plaza, Parks, etc)

3. Name of Project — complete name of the project

4. Contract Period — period with which the project will be completed (start-completion)

5. GL Account Code — General Ledger Account Code as used in the journals

6. SL Account Code — Subsidiary Ledger Account Code

7. Contractor/Address — name and the address of the contractor

8. Project Cost — total cost of the project/contract

9. Date — date of the source documents

10. Ref .— reference document such as JEV, DV, etc.

11. Particulars — information or details pertaining to the transaction

12. Cost (Direct Materials, Direct labor Overhead, etc.) — cost being debited to the account

13. Total — total cost of the project as of a specific date

B. Subsidiary Ledgers shall be kept by the Accounting Unit for each project. At the end of each month, the subsidiary ledger balance shall be reconciled with the corresponding controlling account.

C. Transactions shall be posted promptly from source documents.

 

INVESTMENTS LEDGER CARD (ILC)

INSTRUCTIONS

A. This ledger shall be accomplished as follows:

1. Agency — name of the agency

2. Type of Investment — nature/type of the investment such as Meralco Share — Type A

3. Account Code

• GL — GL account used as prescribed in the Chart of Accounts

• SL — SL account used

4. Date — date of the source document

5. Reference — reference documents used as the basis in recording the transactions

6. Particulars — a brief description of the transaction together with the amount per share acquired/sold

7. Date Acquired/Sold — date of acquisition or sale of shares of stocks

8. No. of Shares

• Acquired — number of shares acquired/purchased/received as stock dividend

• Increase/(Decrease) — number of shares of stocks sold

• Balance — running balance of shares owned

9. Amount of Shares

• Acquired — total amount of shares acquired (no. of shares multiplied by acquisition cost per share)

• Sold — total amount of shares sold (no. of shares multiplied by selling price per share)

• Balance per share — average cost per share (balance total divided by the running balance per share)

• Balance Total — running balance of total amount of shares acquired less the total amount of shares sold

10. Gain/(Loss) on Sale — difference between the selling price less the running balance cost per share multiplied by the number of shares sold is the gain/loss on sale.

B. The Investment Ledger Card shall be kept for each type of investment to record the acquisition, disposal and redemption.

C. Transactions shall be posted promptly from source documents. This ledger shall be maintained in the Accounting Unit. At the end of each month, the balance shall be reconciled with the corresponding control account.

D. The physical inventory of the stock certificates shall be reconciled with the investment ledger cards and the controlling accounts periodically.

 

REGISTRY OF APPROPRIATIONS AND ALLOTMENTS (RAPAL)

INSTRUCTIONS

1. This form shall be accomplished as follows:

a. Agency — name of the agency

b. Sheet No.— sheet number which shall be one series per year

c. Program/Project/Activity (P.P.A.) — code for program/project/activity of the agency per General Appropriations Act/Budget documents

d. Date — date of recording

e. Reference — numbers of the General Appropriations Act, Agency Budget Matrix (ABM) and Special Allotment Release Order (SARO)

f. Appropriations — amount of appropriations approved for PS, MOOE, FE and CO

g. Allotments — amount of allotments releases per ABM/SARO

h. Appropriations Balance — running balance of appropriations

2. This Registry shall be maintained by the Department of Budget and Management for each Department/Agency of the National Government by Program, Project and Activity to ensure that allotment releases are within the authorized appropriation.

 

REGISTRY OF ALLOTMENTS and NCA ISSUED (RANCAI)

INSTRUCTIONS

1. This form shall be accomplished as follows:

a. Department/Agency — name of the Department/Agency

b. Sheet No.— sheet number which shall be one series per year

c. Date — date of the reference document

d. Reference — reference document such as JEV No.,SARO No.,etc.

e. Allotments Issued — amount of allotments issued per approved ABM/SARO

f. NCA Issued — amount of Notice of Cash Allocation issued to the agency

g. Balance — running balance of unfunded allotment

2. At the end of the year, it shall be totaled and ruled.

3. This form shall be used by the Department of Budget and Management for each Department/Agency of the National Government to ensure that NCAs issued are covered by allotments released to agencies.

 

REGISTRY OF NOTICE OF CASH ALLOCATION (NCA) AND REPLENISHMENTS (RENREP)

INSTRUCTIONS

1. The Registry shall be filled up with the following information:

a. Sheet No.— sheet number which shall be one series per year

b. Notice of Cash Allocation (NCA)

◾ Date — date of the NCA issued by the DBM

◾ No.— number of the NCA

◾ Amount — amount of the NCA

c. Replenishments

◾ Ref — report received from the bank evidencing the payment of checks negotiated

◾ Journal Entry Voucher (JEV)

1. Date — date of the JEV

2. No.— number of the JEV

3. Amount — amount of replenishment made

d. Notice of Cash Allocation Balance — balance of the NCA after deducting replenishment made.

2. The RENREP shall be maintained by the Bureau of the Treasury for the year.

 

REGISTRY OF ALLOTMENTS AND OBLIGATIONS CAPITAL OUTLAY (RAOCO)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. P.P.A.— code for program/project/activity as shown in the ABM/SARO

3. Sheet No.— sheet number which shall be one series per year

3. Date — date of the Allotment and Obligation Slip (ALOBS)

4. Reference — ALOBS number

5. Account Code — account code used in accordance with the prescribed Chart of Accounts

6. Allotment Received — amount of allotment received based on the approved ALOBS supported by ABM/SARO.

7. Obligation Incurred — amount of obligation incurred based on the approved ALOBS supported by pertinent documents

8. Balance — balance of available allotment

B. This Registry shall be maintained by the Budget Unit of agencies.

C. The RAOs shall be maintained by Program, Project and Activity for Capital Outlay.

D. Separate Registry shall be maintained for each of the following:

1. Allotment chargeable to Current Year's appropriations

2. Allotment Chargeable to Prior Years' Unallotted Continuing Appropriations

3. Alloted Continuing Appropriations

 

REGISTRY OF ALLOTMENTS AND OBLIGATIONS MAINTENANCE AND OTHER OPERATING EXPENSES (RAOMO)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Program/Project/Activity (P.P.A.) — code for program/project/activity as shown in the ABM/SARO.

3. Sheet No.— sheet number which shall be one series per year

3. Date — date of the Allotment and Obligation Slip (ALOBS)

4. Reference — ALOBS number

5. Account Code — account code used in accordance with the prescribed Chart of Accounts

6. Allotment Received — amount of allotment received based on the approved ALOBS supported by ABM/SARO

7. Obligation Incurred — amount of obligation incurred based on the approved ALOBS supported by pertinent documents

8. Balance — balance of available allotment

C. This Registry shall be maintained by the Budget Unit of agencies.

B. The RAOs shall be maintained by Program, Project and Activity for Maintenance and Other Operating Expenses.

 

REGISTRY OF ALLOTMENTS AND OBLIGATIONS PERSONAL SERVICES (PS) (RAOPS)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Program/Project/Activity (P.P.A.) — code for program/project/activity as shown in the ABM/SARO.

3. Sheet No.— sheet number which shall be one series per year

3. Date — date of the Allotment and Obligation Slip (ALOBS)

4. Reference — ALOBS number

5. Account Code — account code used in accordance with the prescribed Chart of Accounts

6. Allotment Received — amount of allotment received based on the approved ALOBS supported by ABM/SARO

7. Obligation Incurred — amount of obligation incurred based on the approved ALOBS supported by pertinent documents

8. Balance — balance of available allotment

B. This Registry shall be maintained by the Budget Unit of agencies.

C. The RAOs shall be maintained by Program, Project and Activity for Personal Services.

D. Separate Registry shall be maintained for Overdraft/Obligations Incurred in Excess of Allotment.

 

REGISTRY OF ALLOTMENTS AND OBLIGATIONS FINANCIAL EXPENSES (RAOFE)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Program/Project/Activity (P.P.A.) — code for program/project/activity as shown in the ABM/SARO.

3. Sheet No.— sheet number which shall be one series per year

3. Date — date of the Allotment and Obligation Slip (ALOBS)

4. Reference — ALOBS number

5. Account Code — account code used in accordance with the prescribed Chart of Accounts

6. Allotment Received — amount of allotment received based on the approved ALOBS supported by ABM/SARO

7. Obligation Incurred — amount of obligation incurred based on the approved ALOBS supported by pertinent documents

8. Balance — balance of available allotment

B. This Registry shall be maintained by the Budget Unit of agencies.

C. The RAOs shall be maintained by Program, Project and Activity for Financial Expenses.

D. Separate Registry shall be maintained for Overdraft/Obligations Incurred in Excess of Allotment.

 

REGISTRY OF ALLOTMENTS and NCA (RANCA)

INSTRUCTIONS

1. This form shall be accomplished by the Accounting Unit as follows:

a. Agency — name of the Agency

b. Sheet No.— the sheet number which shall be one series per year

c. Date — date of the reference document

d. Reference — the reference document such as JEV No.,SARO No.,NCA

e. Allotment Received — amount of allotment received per ABM/SARO

f. Notice of Cash Allocation (NCA):

• Received — amount of NCA received

• Utilized — amount of NCA utilized (based on processed DV)

• Balance — balance of the NCA

2. At the end of the year, it shall be totaled and ruled.

3. This RANCA shall be used by the agency to determine the amount of allotment not covered by NCA and to monitor available NCA.

 

REGISTRY OF PUBLIC INFRASTRUCTURES (RPI)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Name of Public Infrastructures — name of public infrastructure classified as Highways, Roads, Bridges, Sea Walls, etc.

3. Sheet No.— sheet number which shall be one series per year

4. Date — date of the Journal Entry Voucher (JEV) or date of the document used as basis of entry in the Registry

5. Reference — source documents, such as JEV No.

6. Description — specifications such as length, type and other information related to the infrastructures

7. Location — exact location of the project such as Barangay, Municipality and Province/City

8. Amount — cost of the public infrastructures when it was transferred from Regular Agency books based on the JEV

B. This Registry shall be used to record the cost of public infrastructure transferred from the RA books.

C. In case the public infrastructures are destroyed due to fortuitous events, the said infrastructures shall be dropped from the Registry through a memorandum entry based on pertinent documents.

D. Every end of the quarter, it shall be footed and the total amount posted directly to the Summary.

E. It shall be maintained by the Accounting Unit and kept in a perpetual manner. No new sheet shall be prepared unless the preceding one is used up.

 

REGISTRY OF REFORESTATION PROJECTS (RRP)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Sheet No.— sheet/page number

3. Date — date of the Journal Entry Voucher (JEV) or date of the document used as basis of entry in the Registry

4. Reference — source documents, such as JEV No.

5. Description — specifications such as no. of hectares planted, type of seedlings and other information related to the reforestation projects

6. Location — exact location of the project such as Barangay, Municipality and Province/City

7. Amount — cost of reforestation project when it was transferred from Regular Agency books based on the JEV

B. This Registry shall be used to record the cost of reforestation projects transferred from the RA books.

C. In case the reforestation projects are destroyed due to fortuitous events, the said project shall be dropped from the Registry through a memorandum entry based on pertinent documents.

D. Every end of the quarter, it shall be footed.

E. It shall be maintained by the Accounting Unit and kept in a perpetual manner. No new sheet shall be prepared unless the preceding one is used up.

 

REGISTRY OF PUBLIC INFRASTRUCTURES-SUMMARY (RPIS)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency.

2. Sheet No.— page number.

3. Date — last day of every quarter.

4. Particulars — brief description of infrastructures for the quarter.

5. Total Amount — total amount of the different public infrastructures of the agency at the end of the quarter.

6. Amount of Public Infrastructure — total amount recorded in the individual Registry at the end of the quarter shall be posted under the appropriate columns in a running balance.

B. This form shall be used to summarize the cost of public infrastructures which are recorded in the individual Registry.

C. Postings to this Summary shall be made quarterly.

D. The Summary shall be maintained by the office which does the consolidation.

Example:

DPWH Central Office – maintains the RPIS of all Regional Offices.

DPWH Regional Office – maintains the RPIS of all Engineering Districts.

DENR Central Office – maintains the RPIS of all Regional Offices.

DENR Regional Offices – maintains the RPIS of all PENROs.

E. Total amount under each type of public infrastructure shall be disclosed in the Notes to the Financial Statements.

 

REGISTRY OF DORMANT ACCOUNTS (RDA)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Account Title — title of dormant account based on the Chart of Accounts

3. Account Code — code of dormant account based on the Chart of Accounts

4. Sheet No.— sheet number which shall be one series per year

5. Reference Date — date of the Journal Entry Voucher (JEV) or date of the document used as basis of entry in the Registry

6. Reference No.— Control number of JEV or other documents used as basis of entry in the Registry

7. Particulars — description of the account or specific item within the account considered dormant

B. This Registry shall be used to record the amount of dormant account transferred from the Regular Agency (RA) books.

C. It shall be maintained by the Accounting Unit and kept in a perpetual manner. No new sheet shall be prepared unless the preceding one is used up.

D. The registry shall be filed by account. At the end of the year, these shall be footed and recapitulated as follows:

Account Name ____________ Account Code _______
Balance, beginning of the year		xxx
Additions:
	JEV NO. ______	xxx
		xxx
		xxx	xxx
Total		xxx
Reductions:
	JEV NO. ______	xxx
		xxx
		xxx	xxx
Balance, End of the Year		xxx

E. In determining the proper disposition/closure of dormant accounts, the guidelines and procedures prescribed under COA Circular No. 97-001 dated February 5, 1997 shall be followed.

F. The total amount of dormant accounts shall be disclosed as Notes to the Financial Statements showing the following information:

◾ Account Name

◾ Account Code

◾ Beginning Balance

◾ Addition (Specify reasons)

◾ Reduction (Specify reasons)

◾ Ending Balance

 

REGISTRY OF ACCOUNTS WRITTEN-OFF (RAWO)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Account Title — title of account based on the Chart of Accounts

3. Account Code — code of account based on the Chart of Accounts

4. Sheet No.— sheet/page number

5. Reference Date — date of the Journal Entry Voucher (JEV) or date of the document which is used as basis of entry in the Registry

6. Reference No.— Control number of JEV or other documents used as basis of entry in the Registry

7. Particulars — description of the account or specific item written-off

8. Reason for Write-off — reason for write-off as stated in the JEV

9. Authority — The number and date of issuance/decision containing the authority to write-off the account/s

10. No. of Years Uncollected — number of years due for collection/settlement

11. Amount — amount of account written-off based on JEV

C. It shall be maintained by the Accounting Unit and kept in a perpetual manner. No new sheet shall be prepared unless the preceding one is used up.

D. At the end of each year, it shall be footed and the total amount disclosed in the Notes to the Financial Statements.

 

REGISTRY OF LOAN AVAILMENTS AND REPAYMENTS – FOREIGN INDIVIDUAL (RLARFI)

INSTRUCTIONS

A. This form shall be used to record the amount of loan availments and repayments of the Government of the Philippines with the foreign lending institutions. It shall be accomplished as follows:

1) Sheet No.— one series for each classification of loans (perpetual numbering)

2) Loan Account Number — assigned loan number as stated in the loan documents

3) Creditor — name of foreign creditor, such as ADB, World Bank, etc.

4) Loan Description/Purpose — brief description of the purpose of the loan

5) Interest Rate — rate of interest of loan per annum

6) Total Amount of Loan — total amount of loan stated in original currency

7) Period of Loan Repayment — period of repayment of the loan as stated in the loan documents such as the date when the repayment shall start and the date of last repayment

8) Recipient/Implementing Agencies/Corporations — name of the government agency/corporation which will utilize the loan or will implement the project specified in the loan document

9) Date — date of the Journal Entry Voucher (JEV) or other documents used as basis of entry in the Registry

10) Reference — control number of the JEV or name and control number of other documents used as basis of entry in the Registry

11) AMOUNT OF LOAN — Availment — proceeds of loan remitted by lending institution to the Bangko Sentral ng Pilipinas/authorized government depository bank for the account of the Treasurer of the Philippines. This likewise includes the amount paid by the lending institution to the implementing agency's (IA's) suppliers/contractors/consultants, as evidenced by a withdrawal authorization/advice of payment or any proof of disbursement from the lending institution. It shall be shown in the original currency and peso equivalent.

12) AMOUNT OF LOAN — Repayment — amount of loan repayment which should be in conformity with terms and conditions specified in the loan agreement, stated in the original currency and peso equivalent

13) AMOUNT OF LOAN — Balance — running balance of loan stated in original currency and peso equivalent

14) CHARGES — Interest — amount of interest paid for loan repayment stated in original and peso currency

15) CHARGES — Commitment Charges — amount of commitment charges paid for loan repayment stated in original and peso currency

16)  CHARGES — Other Charges — amount of other charges paid for loan repayment stated in original and peso currency

17) CHARGES — Total — total of interest, commitment charges and other charges paid for loan repayment stated in original and peso currency

B. The loan shall be grouped into "In Cash" or "In Kind".

C. Quarterly, it shall be totaled and ruled and the totals shall be summarized in the Registry of Loan Availments and Repayments — Foreign (Summary).

D. It shall be maintained and kept by the Bureau of the Treasury in a perpetual manner. No new sheet shall be prepared unless the preceding one is used up.

 

REGISTRY OF LOANS AVAILMENTS AND REPAYMENTS – FOREIGN SUMMARY (RLARFS)

INSTRUCTIONS

A. This form shall be used to summarize the amount of loans availments and repayments of the Government of the Philippines with the foreign lending institutions which is recorded in the Registry of Loans Availments and Repayments — Foreign (Individual).It shall be accomplished as follows:

1) Sheet No.— page/sheet number which is perpetual numbering

2) Date — date of the Journal Entry Voucher (JEV) or date of the document which is used as basis of entry in the Registry

3) Reference — source documents such as JEV No.,contract documents, etc.

4) Loan Account No.— assigned loan number as stated in the loan document

5) Creditor — name of foreign creditor, such ADB, World Bank, etc.

6) Loan Description/Purposes — brief description of the purpose of the loan

7) Total Amount of Loan — total amount of loan as stated in the loan document

8) Interest Rate — rate of interest of loan per annum

9) Recipient Agency — name of the government agency who will utilize the loan or will implement the project specified in the loan document

10) AMOUNT OF LOANS AVAILMENTS — proceeds of loan stated in original and peso currency remitted by lending institution to the Bangko Sentral ng Pilipinas/authorized government depository bank for the account of the Treasurer of the Philippines. This likewise includes the amount paid by the lending institution to the implementing agency's (IAs) suppliers/contractors/consultants, as evidenced by a withdrawal authorization/advice of payment or any proof of disbursement from the lending institution.

11) AMOUNT OF LOANS REPAYMENTS — amount of loan repayments as specified in the terms and condition of the loan documents, stated in original and peso currency

12) AMOUNT OF LOANS BALANCE — outstanding balance of loans stated in original currency and peso equivalent after deducting the repayments from the total loan availment.

13) CHARGES — Interest — amount of interest paid for loan repayment stated in original and peso currency

14) CHARGES — Commitment Charges — amount of commitment charges paid for loan repayment stated in original and peso currency

15) CHARGES — Other Charges — amount of other charges paid for loan repayment stated in original and peso currency

16) CHARGES — Total — total of interest, commitment charges and other charges paid for loan repayment stated in original and peso currency

B. The loan shall be grouped into "In Cash" or "In Kind".

C. Quarterly, it shall be totaled and ruled and shall be used as basis in the preparation of the Schedule of Loan Avaiments and Repayments — Foreign which is one of the supporting documents of the Balance Sheet.

D. It shall be kept by the Bureau of the Treasury in a perpetual manner.

 

REGISTRY OF LOAN AVAILMENTS AND REPAYMENTS – DOMESTIC INDIVIDUAL (RLARDI)

INSTRUCTIONS

A. This form shall be used to record the amount of loan availments and repayments of the Government of the Philippines with the domestic lending institutions/creditors. It shall be accomplished as follows:

1) Sheet No.— one series for each classification of loans (perpetual numbering)

2) Loan Account Number — assigned loan number as stated in the loan document

3) Creditor — name of domestic creditor, such as ADB, World Bank, etc.

4) Loan Description/Purpose — brief description of the purpose of the loan

5) Interest Rate — rate of interest of loan per annum

6) Total Amount of Loan — total amount of loan stated in original currency

7) Period of Loan Repayment — period of repayment of the loan as stated in the loan document such as the date when the repayment shall start and the date of last repayment

8) Recipient/Implementing Agencies/Corporations — name of the government agency/corporation who will utilize the loan or will implement the project specified in the loan document

9) Date — date of the Journal Entry Voucher (JEV) or other document used as basis of entry in the Registry

10) Reference — control number of the JEV or name and control number of other documents used as basis of entry in the Register

11) AMOUNT OF LOAN — Availments — proceeds of loan remitted by lending institution to the Bangko Sentral ng Pilipinas/authorized government depository bank for the account of the Treasurer of the Philippines. This likewise includes the amount paid by the lending institution to the implementing agency's (IA's) suppliers/contractors/consultants, as evidenced by a withdrawal authorization/advice of payment or any proof of disbursement from the lending institution.

12) AMOUNT OF LOAN — Repayments — amount of loan repayment which should be in conformity with terms and conditions specified in the loan agreement

13) AMOUNT OF LOAN — Balance — running balance of loan after deducting the repayment from total loan availment

14) CHARGES — Interest — amount of interest paid for loan repayment

15) CHARGES — Commitment Charges — amount of commitment charges paid for loan repayment

16) CHARGES — Other Charges — amount of other charges paid for loan repayment

17) CHARGES — Total — total of interest, commitment fees and other charges paid for loan repayment

B. The loan shall be grouped into "In Cash" or "In Kind".

C. Quarterly, it shall be totaled and ruled and the totals shall be summarized in the Registry of Loans Availments and Repayments — Foreign (Summary).

D. It shall be maintained and kept by the Bureau of the Treasury in a perpetual manner. No new sheet shall be prepared unless the preceding one is used up.

 

REGISTRY OF LOANS AVAILMENTS AND REPAYMENTS – DOMESTIC SUMMARY (RLARDS)

INSTRUCTIONS

A. This form shall be used to summarize the amount of loans availments and repayments of the Government of the Philippines with the domestic lending institutions which is recorded in the Registry of Loans Availments and Repayments — Domestic (Individual).It shall be accomplished as follows:

 

1) Sheet No.— page/sheet number which is perpetual numbering

2) Date — date of the Journal Entry Voucher (JEV) or date of the document which is used as basis of entry in the Registry

3) Reference — source documents such as JEV No.,contract documents, etc.

4) Loan Account No.— assigned loan number as stated in the loan document

5) Creditor — name of domestic creditor such DBP, PNB, etc.

6) Loan Description/Purposes — brief description of the purpose of the loan

7) Total Amount of Loan — total amount of loan as stated in the loan document

8) Interest Rate — rate of interest of loan per annum

9) Recipient Agency — name of the government agency who will utilize the loan or will implement the project specified in the loan document

10) AMOUNT OF LOANS AVAILMENTS — proceeds of loan remitted by lending institution to the Bangko Sentral ng Pilipinas/authorized government depository bank for the account of the Treasurer of the Philippines. This likewise includes the amount paid by the lending institution to the implementing agency's (IAs) suppliers/contractors/consultants, as evidenced by a withdrawal authorization/advice of payment or any proof of disbursement from the lending institution.

11) AMOUNT OF LOANS REPAYMENTS — amount of loan repayments as specified in the terms and condition of the loan documents

12) AMOUNT OF LOANS BALANCE — outstanding balance of loans stated after deducting the repayments from the total loan availment.

13) CHARGES — Interest — amount of interest paid for loan repayment stated

14) CHARGES — Commitment Charges — amount of commitment charges paid for loan repayment

15) CHARGES — Other Charges — amount of other charges paid for loan repayment

16) CHARGES — Total — total of interest, commitment charges and other charges paid for loan repayment

B. The loan shall be grouped into "In Cash" or "In Kind".

C. Quarterly, it shall be totaled and ruled and shall be used as basis in the preparation of the Schedule of Loan Availments and Repayments — Domestic which is one of the supporting documents of the Balance Sheet.

D. It shall be kept by the Bureau of the Treasury in a perpetual manner.

 

 

 

REGISTRY OF GRANT AVAILMENTS AND UTILIZATION – FOREIGN INDIVIDUAL DONOR (RGAU-FID)

INSTRUCTIONS

A. This form shall be used to record the amount of grants received by the Government of the Philippines thru the Bureau of the Treasury (BTr) from foreign donors and grant availments thru MDS checks. It shall be accomplished as follows:

1) Sheet No.— sheet/page number

2) Grantor/Donor — name of foreign governments, institutions or individuals who granted the assistance in cash or in kind for the purpose of financing specific project and/or procurement of goods and services, without any obligation on the part of the donees to repay

3) Address — state or country of grantor/donor

4) Description/Purpose — brief description/purpose of the grant

5) Recipient Agency/Corporation — implementing/beneficiary agency/corporation

6) Total Amount of Grant — total amount of the grant based on the grant document

7) Date — date of the Journal Entry Voucher (JEV) or other document used as basis of entry in the Registry

8) Reference — control number of the JEV or name and control number of other document used as basis of entry in the Registry

9) Particular — brief description of the assistance granted such as payment for machineries and equipment, foreign consultants, etc.

10) Amount of Availment — amount of grant given to the recipient agency/corporation in original currency and peso equivalent

11) Amount Utilized — amount of MDS checks issued and negotiated by authorized servicing bank (ASB) based on ASB report in original currency and peso equivalent

12) Balance — running balance of the grant in foreign currency and peso equivalent

B. The grant shall be grouped into "In Cash" or "In Kind".

C. It shall be maintained by the Bureau of the Treasury and kept in a perpetual manner.

D. Quarterly, it shall be footed and the total amount shall be posted in the Registry of Grants Availments and Utilization - Foreign Summary.

 

 

 

REGISTRY OF GRANTS AVAILMENTS AND UTILIZATION – FOREIGN SUMMARY (RGAUFS)

INSTRUCTIONS

A. This form shall be used to summarize the amount of grants received by the Government of the Philippines thru the Bureau of the Treasury (BTr) from foreign donors. It shall be accomplished as follows:

1) Sheet No.— one series for each classification of grant (perpetual numbering)

2) Date — date of the grant document which is used as basis of entry in the Registry

3) Reference — source documents, such as Memorandum of Agreement, Financing Memorandum or other grant documents

4) Grantor — donor country or institution extending the grant/assistance

5) Recipient agency/corporation — implementing/beneficiary agency or corporation

6) Grant Description — details of grants indicating among others, the purpose and intention of the grants

7) Amount of Availment — amount of grant given to the recipient agency/corporation in original currency and peso equivalent

8) Amount Utilized — amount of MDS checks issued and negotiated by authorized servicing bank (ASB) based on ASB report in original currency and peso equivalent

9) Balance — running balance of the grant in foreign currency and peso equivalent

B.  The grants shall be classified/grouped according to the following:

1) Grants in Cash

2) Grants in Kind

3) Commodity Grant

C.  It shall be maintained and kept in a perpetual manner

 

 

 

REGISTRY OF GRANTS AVAILMENTS AND UTILIZATION – DOMESTIC INDIVIDUAL DONOR (RGAUDID)

INSTRUCTIONS

A. This form shall be used to record the amount of grant received by the Government of the Philippines thru the Bureau of the Treasury (BTr) from domestic donors and grant availments thru MDS checks. It shall be accomplished as follows:

1) Sheet No.— sheet/page number

2) Grantor/Donor — name of foreign governments, institutions or individuals who granted the assistance in cash or in kind for the purpose of financing specific project and/or procurement of goods and services, without any obligation on the part of the donees to repay

3) Address — complete address of the donor

4) Classification of Grant — indicate whether grant in cash, in kind or commodity grant

5) Description/Purpose — brief description/purpose of the grant

6) Recipient Agency/ Corporation — implementing/ beneficiary agency/ corporation

7) Total Amount of Grant — total amount of the grant based on the grant document

8) Date — date of the Journal Entry Voucher (JEV) or other document used as basis of entry in the Registry

9) Reference — control number of the JEV or name and control number of other document used as basis of entry in the Registry

10) Particulars — brief description of the assistance granted such as payment for machineries and equipment, consultants, etc.

11) Amount Availed — amount of grant given to the recipient agency corporation

12) Amount Utilized — amount of MDS checks issued and negotiated by authorized servicing bank (ASB) based on ASB report

13) Balance — running balance of the grant

B. The grant shall be grouped into "In Cash" or "In Kind".

C.  It shall be maintained and kept by the BTr in a perpetual manner.

D. Quarterly, it shall be footed and the total amount shall be posted in the Registry of Grants Availments and Utilization – Domestic Summary.

 

 

 

REGISTRY OF GRANTS AVAILMENTS AND UTILIZATION – DOMESTIC SUMMARY (RGAUDS)

INSTRUCTIONS

A. This form shall be used to summarize the amount of grants received by the Government of the Philippines thru the Bureau of the Treasury (BTr) from domestic donors. It shall be accomplished as follows:

1) Sheet No.— one series for each classification of grant (perpetual numbering)

2) Date — date of the grant document which is used as basis of entry in the Registry

3) Reference — source documents, such as Memorandum of Agreement, Financing Memorandum or other grant documents

4) Grantor — donor country or institution extending the grant/assistance

5) Recipient agency/corporation — name of the implementing/beneficiary agency or corporation

6) Grant Description — details of grants indicating among others, the purpose and intention of the grants

7) Amount Availed — amount of grant given to the recipient agency/corporation

8) Amount Utilized — amount of MDS checks issued and negotiated by authorized servicing bank (ASB) based on ASB report

9) Balance — running balance of the grant

B. The grants shall be classified/grouped according to the following:

1) Grants in Cash

2) Grants in Kind

C. It shall be maintained and kept by the BTr in a perpetual manner.

 

 

 

REGISTRY OF GUARANTEED LOANS — DOMESTIC (RGLD)

INSTRUCTIONS

A. This form shall be used to summarize the amount of loans with the domestic lending institutions guaranteed by the National Government. It shall be accomplished as follows:

1) Sheet No.— sheet number

2) Date — date of the Journal Entry Voucher (JEV) or date of the document which is used as basis of entry in the Registry

3) Reference — source documents, such as JEV No.,contract documents, etc.

4) Creditor — name of domestic creditors

5) Loan Account No.— assigned loan number as stated in the loan document

6) Loan Description — brief description of the purpose of the loan

7) Recipient Corporation — name of the government corporation which will utilize the loan or implement the project specified in the loan document

8) Interest Rate — rate of interest of loan per annum

9) Period of Loan Repayment — period of repayment of the loan as stated in the loan document such as the date when the repayment shall start and the date of last repayment

10) AMOUNT OF LOAN — total amount of the loan based on the loan document

B. At year-end, it shall be totaled and ruled and the total amount shall be disclosed in the Notes to the Financial Statements.

 

 

 

REGISTRY OF GUARANTEED LOANS – FOREIGN (RGLF)

INSTRUCTIONS

A. This form shall be used to summarize the amount of loans with the foreign lending institutions guaranteed by the National Government. It shall be accomplished as follows:

 

1) Sheet No.— page/sheet number which is perpetual numbering

2) Date — date of the Journal Entry Voucher (JEV) or date of the document used as basis of entry in the Registry

3) Reference — source documents, such as JEV No.,contract documents, etc.

4) Creditor — name of foreign creditor, such ADB, World Bank, etc.

5) Loan Account No.— assigned loan number as stated in the loan document

6) Loan Description — brief description of the purpose of the loan

7) Recipient Corporation — name of the government corporation which will utilize the loan or implement the project specified in the loan document

8) Interest Rate — rate of interest of loan per annum

9) Period of Loan Repayment — period of repayment of the loan as stated in the loan document such as the date when the repayment shall start and the date of last repayment

10) AMOUNT OF LOAN — Foreign Currency — total amount of the loan stated in foreign currency based on the loan document

11) AMOUNT OF LOAN — Peso Equivalent — total amount of the loan converted to peso currency based on the loan document

B. At year-end, it shall be totaled and ruled and the total amount shall be disclosed in the Notes to the Financial Statements.

 

 

 

CASH RECEIPTS RECORD (CRR)

INSTRUCTIONS

A. This record shall be accomplished as follows:

1. Agency — name of the agency

2. Accountable Officer/Official Designation/Station — name of the Collecting Officer, designation and station

3. Date — date of the source documents

4. Reference/OR No./DS — reference document used as the basis in the recording of collections (Official Receipts) and deposit (Deposit Slips)

5. Name of Payor — the name of the payor/Collecting Officer (CO)

6. Nature of Collections — brief description of the nature of collections

7. Collection — the amount collected based on Official Receipt

8. Deposit — the amount of collections deposited with the AGDB based on Deposit Slip

9. Balance — the difference between the Collection and Deposit columns which shall be equal to the amount of cash/checks in the hands of the CO

B. The record shall be certified by the Collecting Officer at the end of each month, or when required to do so by proper competent authority

C. Each Collecting Officer/Accountable Officer shall maintain this record. All transactions for the day shall be recorded immediately.

 

 

CASH DISBURSEMENTS RECORD (CkDR)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Accountable Office/Official Designation/Station — name of the Accountable/Disbursing Officer, designation and station

3. Date — date of the source documents (NCA received/deposit made/check drawn)

4. Check No.— sesrial number of the MDS checks drawn shall be entered in numerical sequence, including cancelled ones

5. Check — Date Release — date when the check is released to the payee

6. Name of Payee — name of the payee/claimant

7. Nature of Payment — brief description of the disbursement

8. NCA Received/Deposit Made — amount of NCA received or cellection deposit

9. Checks Issued — amount of check issued by the Accountable Officer

10. Bank/NCA Balance — difference between the Debit and Credit columns which shall be equal to the bank checking account/NCA balance

B. The record shall be certified by the Disbursing Officer at the end of each month, or when required to do so by proper competent authority.

C. Each Disbursing Officer/Accountable Officer shall maintain this record. All transactions for the day shall be recorded immediately.

 

 

 

CASH DISBURSEMENTS RECORD (CDR)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Accountable Office/Official Designation/Station — name of the Accountable /Disbursing Officer, designation and station

3. Date — date of the source documents

4. Reference/Payroll No./DV No.— reference document used as the basis in the recording of the granting/replenishment and utilization of cash advance

5. Name of Payee — name of the payee

6. Nature of Payment — brief description of the nature of payment

7. Cash Advance Received — amount of cash advance received by the Disbursing Officer

8. Disbursements — amount of expenses paid by the Disbursing Officer

9. Cash Advance Balance — the difference between the Debit and Credit columns which shall be equal to the amount of cash in the hands of the Disbursing Officer

B. The record shall be certified by the Disbursing Officer at the end of each month, or when required to do so by proper competent authority.

C. Each Disbursing Officer/Accountable Officer/Petty Cash Custodian shall maintain this record to monitor the cash advance/Petty Cash Fund balance. All transactions for the day shall be recorded immediately.

 

 

 

STOCK CARD (SC)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Item/Description — name of the item and its description

3. Stock No.— stock number assigned by the property personnel for each kind of supplies

4. Re-order Point — quantity of stocks which when reached signal the need to re-order the item

5. Date — date of the source document

6. Reference — reference document used as a basis in the recording of the transactions such as the receipt/issuance of supplies

7. Receipt-Qty — number of supplies received

8. Issuance-Qty./Office — number of supplies issued and to what office/unit issued

9. Balance-Qty — the difference between the receipt and issuance which shall be equal to the quantity of supplies on hand by the Supply Officer

10. No. of Days to Consume — estimated number of days for which the stock is to be consumed as determined by the Supply and Property Unit based on the historical data.

B. The SC shall be maintained by the Supply and Property Unit for each item of supplies to record all receipts and issuances.

C. Transactions shall be posted promptly from source documents.

D. The physical inventory of supplies shall be reconciled every six months with the stock cards and any discrepancy/ies shall be immediately verified and adjusted.

E. The balance per stock card shall be reconciled regularly with the stock ledger card maintained by the Accounting Unit.

 

 

 

PROPERTY CARD (PC)

INSTRUCTIONS

A. This ledger shall be accomplished as follows:

1. Agency — name of the agency

2. Property, Plant and Equipment — type of fixed asset (i.e. Xerox machine, filing cabinet, etc.)

3. Description — description of the property, plant and equipment (i.e. brand, size, color, serial no.,etc.)

4. Property Number — assigned property number by the Supply and Property Unit

5. Date – date of acquisition/transfer

6. Reference — reference document used as a basis in recording the receipt or issuance of property, plant and equipment

7. Receipt-Qty — quantity of property, plant and equipment received based on source documents

8. Transfer/Disposal-Qty — quantity of property, plant and equipment transferred to other NGAs or disposed, issued, etc.

9. Balance-Qty — difference between the quantity of the property, plant and equipment on hand less the transfers, disposed or issued if any

B. The PC shall be kept for each class of property, plant and equipment to record the description, acquisition, transfer/disposal and other information about the asset.

C. Transactions shall be posted promptly from source documents. The Supply and Property Unit shall maintain this card.

D. The physical inventory of the property, plant and equipment shall be reconciled with the property cards every year and any discrepancies should be immediately verified and adjusted.

 

 

 

JOURNAL ENTRY VOUCHER (JEV)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. JEV No.— assigned JEV number by the Accounting Unit. The numbering shall be as follows:

3. Date — date of the JEV preparation

4. Responsibility Center — code assigned to the cost center

5. Accounts and Explanation — account titles and brief explanations of the transactions

6. Account Code — account code as prescribed in the Chart of the Accounts

7. P — Special/General Journal to which the debit or credit shall be recorded

8. Debit — total amount debited

9. Credit — total amount credited

10. Prepared by:— name and signature of the person who prepared the JEV

11. Certified Correct:— name and signature of the Head of the Accounting Unit certifying the correctness of the entries in the JEV.

B. This form shall be numbered by the Accounting Unit and shall be used for all transactions of the government, whether cash receipt, cash disbursement or non-cash transactions.

C. It shall be prepared in two (2) copies by the Accounting Unit based on the transaction documents presented and distributed as follows:

Original — submitted to the COA Auditor together with the supporting documents after recording in the journals

Duplicate Copy — retained by the Accounting Unit for file

D. Accounting journal entries shall be reflected therein and it shall serve as the basis for recording the transaction in the books of accounts.

 

 

 

ALLOTMENT AND OBLIGATION SLIP (ALOBS)

INSTRUCTIONS

A. The form shall be accomplished as follows:

1. Agency — name of the agency

2. No./Date — number assigned to the ALOBS by the Budget Section/Unit and the date of preparation. The numbering shall be as follows:

3. Payee/Office/Address — name of the payee/office/address

4. Responsibility Center — code assigned to each cost center

5. Particulars — brief description of the allotment received/obligation made

6. Allotment Class — allotment class used as shown in the ABM/SARO

7. P.P.A.— code for program/project/activity as shown in the ABM/SARO

8. Account Code — expense/Property, Plant and Equipment account code to where the obligation shall be charged

9. Amount — amount of allotment/obligation/adjustment

10. Box A — certification by the Budget/Authorized Official that the amount of allotment was received/sub-allotted/available and duly obligated/for adjustment

11. Box B — certification by the Head of Accounting Unit/Authorized Official as to the correctness and validity of obligations, and availability of fund

 

12. Box C — Status of Obligation

a. Reference Date — date of source document such as ALOBS and DV/JEV

b. Reference No. — number of the source document such as ALOBS or DV/JEV

c. Particulars — brief description of the transaction

d. Amount

◾ Obligation — amount set aside for expenditure based on the ALOBS

◾ Payment/Payable — amount of expenses paid/incurred/progress billing received based on DV/JEV

◾ Balance — balance of obligation

◾ Posted by: — signature/initial of the accounting staff who made the posting to the Registry of Allotments and Obligations (RAO)

B. This form shall be prepared as basis in recording the allotments received and amount of obligations incurred in the appropriate RAO.

C. It shall be prepared in three copies distributed as follows:

Original — Budget Unit

Duplicate Copy — Accounting Unit

Triplicate Copy — to be attached to the DV

D. Any correction/adjustment by the Accounting Unit in the ALOBS which will require the corresponding adjustment in the appropriate RAO shall be coordinated with the Budget Unit.

E. All obligations incurred in excess of allotment (authorized overdraft) shall be covered by ALOBS.

 

 

ORDER OF PAYMENT (OP)

INSTRUCTIONS

A. The Order of Payment (OP) shall be accomplished in the following manner:

1. Agency — name of the agency

2. No.— number assigned to the OP which shall be as follows:

3. Date — date of the preparation of the OP

4. Name/Address/Office — name and address/office of the payor

5. Amount in words — total amount of all Bill in words which should agree with the amount in figures

6. Purpose — brief explanation of the transaction as appearing in the Bill

7. Bill No. and Date — Bill No. and Date as appearing in the Bill

8. No.— Bank account number where the collection shall be deposited

9. Amount — amount per bank account no.

10 Total — total of the amount column

B. This form shall be accomplished based on a Bill and it shall be prepared for each payor.

C. The person who prepared the OP shall initial below the name of the Authorized Signatory.

D.  The head of Accounting Unit or authorized official shall sign in the "Authorized Signatory" portion of the OP.

 

 

 

DISBURSEMENT VOUCHER (DV)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. DV No./Date — number assigned to the DV by the Accounting Unit and the date of DV preparation. It shall be numbered as follows:

3. Mode of Payment — put a check "Ö" mark in the appropriate box opposite the mode of payment

4. Name of Claimant — name of the payee

5. Employee No.— number assigned by the agency to the officer/employee

6. TIN — Tax Identification Number of the claimant

7. Address — address of the claimant

8. Responsibility Center — code assigned to each cost center

9. Particulars — brief description of disbursement covered by the DV

10. Amount — amount of claim covered by the DV

11. Certified (Box A) — certification of Authorized Official that the expenses/cash advances are necessary, lawful and incurred under his direct supervision

12. Certified (Box B) — certification of the Head of Accounting Unit/Authorized Official that the supporting documents are complete and proper and put a check mark in the appropriate box below:

[ ] Cash available

[ ] Subject to ADA

13. Approved for Payment (Box C) — approval of the Head of the Agency or Authorized Official on the payment covered by the DV.

14. Received Payment (Box D) — acknowledgement by the claimant or his duly representative for the receipt of the check/cash and the date of receipt. The claimant/payee shall indicate the no. and date of check/ADA, bank's name and branch and OR no. and date.

15. ALOBS No. and Date — assigned ALOBS No. and date for reference

16. JEV No. and Date — assigned JEV No. and date for reference

B. This form shall be prepared in triplicate copies to be distributed as follows:

Original — Accounting Unit

Duplicate Copy — Cash Unit

Triplicate Copy — Payee's File

 

 

 

PETTY CASH VOUCHER (PCV)

INSTRUCTIONS

A. The form shall be accomplished as follows:

1. Agency — name of the agency

2. No.— number assigned to the PCV by the Petty Cash Custodian (PCC).It shall be numbered as follows:

3. Date — date of the preparation of PCV

4. Payee/Office and Address — name/office/address of payee requesting for petty cash advance

5. Responsibility Center — code of the requesting office as assigned by the COA

I. To be filled up upon request

6. Particulars — brief description of the nature of disbursement/expense

7. Amount — amount of petty cash requested

8. Box A — Requested by — shall be signed by the Requestor

9. Box A — Approved by — shall be signed by the Immediate Supervisor of the Requestor

10. Box B — Paid by — shall be signed by the PCC

11. Box B — Cash Received by — shall be signed by the recipient of cash

II. To be filled up upon liquidation

12. Total Amount Granted — the amount of cash received by the claimant

13. Total Amount Paid Per OR/Invoice No._______ — the total amount paid as shown in the invoice presented

14. Amount Refunded/Reimbursed — the difference between the total amount granted less amount spent

15. Box C — the PCC shall check the appropriate box and affix his signature

16. Box D — the payee shall check the appropriate box and affix his signature

B. Part I shall be filled up upon request of the petty cash advance and Part II shall be filled up upon liquidation.

C. The PCV shall be prepared in two copies distributed as follows:

Original — to be attached to the Petty Cash Replenishment Report together with the supporting documents

Duplicate Copy — PCC file

 

 

 

GENERAL PAYROLL (GP)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. No.— assigned payroll number by the Accounting Unit

3. Sheet ____ of ____ — page number

4. Period — period covered by the payroll

5. No.— entry number in the payroll

6. Name — complete name of the officers/employees covered by the payroll

7. Position — position of officers/employees in the payroll register

8. Employee No.— employee no. assigned by the concerned agency

9. Monthly Salary — amount corresponding to the one-twelfth of the annual salary stated in the appointment

10. Other Compensations — other compensations being received by the employee such as PERA, ADCOM, etc.

11. Gross Amount Earned — total amount of salary earned for the period plus other compensation earned

12. Deductions — amount of deductions from the employee such as withholding tax, Philhealth premium, etc.

13. Total Deduction — total amount of all deductions

14. Net Amount Due — total monthly income less total deductions

15. Receipt — signature of officer/employee receiving the net amount due

16. Box A — name and signature of the Director/authorized signatory of the concerned office

17. Box B — name and signature of the Chief Accountant/Head, Accounting Unit

18. Box C — name and signature of the Head of Office or his authorized representative

19. Box D — name and signature of the Disbursing Officer

B. This form shall prepared in triplicate copies to be distributed as follows:

Original — Accounting Unit

Duplicate copy — Cash Unit

Triplicate copy — Payroll Section

 

 

 

ITINERARY OF TRAVEL (IT)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Name — name of the official/employee going on travel

3. Purpose of Travel — purpose of travel based on the approved travel order

4. Date — schedule of activities to be performed during the travel

5. Places to be visited — places where the activities are to be performed

6. Time — time of departure and arrival to places to be visited

7. Means of Transportation — means of transportation such as plane, taxi, etc. to be used

8. Transportation — amount of transportation expenses

9. Per Diem — amount of allowable traveling expense for subsistence and lodging

10. Total Amount — total of transportation expense and per diem

11. Total — vertical total of "Total Amount" column

B. This form shall be prepared by the official or employee making the travel to show the detailed itinerary of travel.

C. This form shall be serially numbered and attached to all claims for traveling expenses.

D. This form shall be prepared in two copies distributed as follows:

Original — Accounting Unit (to be attached to the Disbursement Voucher for payment of traveling expense)

Duplicate Copy — Officer/Employee concerned

 

 

 

PAYROLL PAYMENT SLIP (PPS)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Office/Division — name of the office/division the employee is assigned

2. Pay Period — period covered by the payroll

3. Employee's Name — name of the employee

4. Position — designation of the employee

5. ID No.— Employee Number assigned by the agency

6. Gross Earnings — total monthly income credited to the employee

7. Total Deductions — total deductions from the employee's gross earnings

8. Net Pay — total gross income less total deductions

9. Amount Due (15/30) — amount due per pay period

B. This form shall be prepared in two copies and distributed as follows:

Original — Employee’s concerned

Duplicate copy — Accounting Unit file

 

 

INDEX OF PAYMENTS (IP)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Creditor/Address/Employee No./ TIN — name, address, employee no. and Taxpayers Identification Number of the creditor

3. Date — date of the source documents such as DVs/Payrolls

4. Reference/DV No.— reference document/serial number of the DV/Payroll

5. Particulars — details or nature of payments

6. Check No.— serial number of the check to be posted after payment

7. Gross Amount – total amount payable

8. Deductions — amount deducted from the gross amount

9. Net Amount — difference between the gross amount payable and the deductions

B. This ledger shall be kept for each creditor/payor to record all payments made. Transactions shall be posted as they occur.

C. This ledger shall be maintained by the Accounting Unit.

 

 

 

SUPPLIES AVAILABILITY INQUIRY (SAI)

 

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Division/Office — name of the requesting division/office

3. Responsibility Center Code — responsibility center code of the requesting office

4. No.— number assigned by Accounting Unit. It shall be numbered as follows:

5. Stock No.— stock number of the item being queried as provided by the Supply and Property Unit

6. Item Description — brief description of the supplies being requested

7. Unit — unit of measurement of the stock (i.e. box, bottle, etc.)

8. Quantity — quantity of stock being queried

9. Status of Stock — availability of stocks to be filled in by the Accounting Unit

 Purpose/Remarks — a brief explanation of the purpose or details pertaining to the stocks being queried

10. Inquired by — signature, name and designation of inquirer and date of inquiry

11. Status provided by — signature, name and designation of person who provided the status of stocks and date the information is given

B. This form shall be prepared by the office/employee of the requisitioning office/unit.

C. It shall be forwarded to the Accounting Unit to fill up the blank spaces such as SAI No.,Stock No. and Status of Stock

D. Likewise, it shall be the basis in the preparation of Requisition and Issue Slip if the goods/supplies is carried in stock, and Purchase Request if the goods/supplies is not carried in stock.

 

 

 

REQUISITION AND ISSUE SLIP (RIS)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Division/Office — name of the requesting division/office

3. Responsibility Center Code — responsibility center code of the requesting office

4. RIS No.— RIS control number assigned by the designated personnel in the Supply and Property Unit. It shall be numbered in the following manner:

5. SAI No.— number of the Supplies Availability Inquiry (SAI) attached to this RIS.

6. Requisition Stock No.— stock number of the item being requested as provided by the Supply and Property Unit

7. Requisition Unit — unit of measurement of the stock being requisitioned such as ream, box, etc.

8. Requisition Description — description of the item being requisitioned

9. Requisition Quantity — number/quantity of the stock being requisitioned

10. Issuance — Quantity — number of item issued

11. Issuance — Remarks — additional information regarding the issuance

12. Purpose — brief explanation of purpose pertaining to the stock being requisitioned

13. Requested by — signature, name and designation of the person who requested the item and date of request

14. Approved by — signature, name and designation of the person who approved the issuance of the item and date of approval

15. Issued by — signature, name and designation of the person who issued the item and date of issuance

16. Received by — signature, name and designation of the person who received the item and date of receipt

B. This form shall be used to request for goods/supplies carried in stock based on the SAI received from the Accounting Unit.

C. This form shall be prepared in three copies distributed as follows:

Original — Accounting Unit (to be attached to the RSMI)

Duplicate copy — Requisitioner

Triplicate copy — Supply and Property Unit’s file

 

 

 

PURCHASE REQUEST (PR)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Department/Section — name of the requesting office section

3. PR No./Date — number assigned and date the PR is prepared. It shall be numbered as follows:

4. SAI No./Date — number and date of the Supplies Availability Inquiry (SAI) attached to the PR

5. Stock No.— stock number based on the SAI

6. Unit — unit of measurement of goods/property requested (i.e. piece, roll, box, ream etc.)

7. Item Description — brief description of the supplies/goods/property ordered

8. Quantity — quantity of goods/property requested to be purchased

9. Unit Cost — the estimated cost per unit of the goods/property being requested

10. Total Cost — estimated total cost of the goods/property being requested

11. Purpose — a brief explanation of the purpose why the goods/properties are being requested

12. Requested by — name and signature of the person requesting the purchase of the items

13. Approved by — name and signature of the person approving the purchase of the items

B. This form shall be prepared if the goods/supplies/properties are not carried in stock based on the SAI received from the Accounting Unit.

C. The PR shall be prepared in two copies distributed as follows:

Original — Supply and Property Unit (SPU) for their appropriate action

Duplicate copy — Requisitioning Department/Office/Division File

D. Based on the approved PR, the SPU shall process the procurement of the item requisitioned.

E. After completion of the process, the SPU shall prepare the Purchase Order.

 

 

 

PURCHASE ORDER (PO)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. Supplier/Address/Tin — name and address and TIN of the supplier

3.  P.O. No.— the number assigned to the PO which shall be as follows:

4. Date — date of the preparation of the PO

5. Mode of Procurement — mode of procurement such as public bidding, Procurement Service, negotiated purchase, etc.

6. Place/Date of Delivery — place of delivery and definite date/s of delivery, if not stated shall mean seven (7) days after the receipt of the PO by the supplier

7. Delivery Term — delivery term i.e. FOB destination, FOB shipping point.

8. Payment Term — specified period required when the delivered goods shall be paid and discounts allowed such as 2/10, n/30

9. Stock No.— stock number of the goods to be purchased as provided by the Supply and Property Unit

10. Unit — unit of measurement of the supplies (i.e. box, bottle, etc.)

11. Description — brief description of the supplies/goods ordered

12. Quantity — quantity of goods ordered

13. Unit Cost — cost per unit of the supplies/goods ordered

14. Amount — total amount of the goods ordered

15. Penalty Clause — penalty imposed by the agency in case of non-compliance with the term

16. Conforme — signature over printed name of supplier or his representative signifying his approval to the term set by the agency

17. Funds Available — shall be signed by the Chief Accountant

18. ALOBS No./Amount — the ALOBS number assigned by the Budget Unit and the amount of obligation supporting the purchase

B. It shall be prepared in three (3) copies distributed as follows:

Original — to the Supplier for conforme to the terms of the PO and attachment to the DV upon request for payment

Duplicate Copy — retained by the Supply and Property Unit for file

Triplicate Copy — COA Auditor

 

 

 

ACKNOWLEDGMENT RECEIPT FOR EQUIPMENT (ARE)

INSTRUCTIONS

A. This form shall be accomplished as follows:

1. Agency — name of the agency

2. No.— assigned control number

3. Quantity — number of units given to the concerned employee or user of the property

4. Unit — unit of measurement

5. Description — brief description or details of the items issued to the concerned employee, including serial number in case of equipment with serial number

6. Property No.— assigned property number of the item issued

B. The ARE shall be prepared in two copies distributed as follows:

Original — Supply and Property Unit

Duplicate Copy — Recipient or user of the property

C. This form shall be signed and dated by the designated Property Officer under "Received from" portion and the recipient or user of the property shall acknowledge receipt by signing under "Received by" portion.

D. The ARE shall be renewed every three years or everytime there is a change in accountability.

 

 

 

REPORT OF COLLECTIONS AND DEPOSITS (RCD)

INSTRUCTIONS

A. This report shall be accomplished as follows:

1. Agency — name of the agency

2. Date — date covered by the report

3. Report No.— shall be numbered one series for each year as follows:

4. Sheet No.— page number of the report which shall be series for each month

5. Official Receipt Date — date of the Official Receipt or Report of Collections by Sub-Collector

6. Official Receipt Number — serial numbers of the Official Receipts issued by the Cashier or Sub-Collector including the cancelled ones listed in numerical sequence

7. Responsibility Center Code — code assigned to each cost center

8. Payor — name of the Cashier/Sub-Collector

9. Particulars — details or nature of the collection

10. Amount — amount received per Official Receipt or per Report of Collections of the Sub-Collector

11. Certification — the certification shall be signed by the Collecting Officer on the last sheet of the report after the totals.

B. A summary shall be prepared below the last entry in the report as follows:

Summary:
	Undeposited Collections per last Report		Pxxx.xx
	Collections per OR Nos. ______ to _______		xxx.xx
	Deposits:
		Date: ______________	Pxxx.xx
		Date: ______________	xxx.xx	xxx.xx
	Undeposited Collections, this Report		Pxxx.xx

C. This report shall be prepared in two (2) copies daily to be distributed as follows:

Original — Accounting Division together with the duplicate copy of the OR

Duplicate Copy — Cash Unit/Collecting Officer's File

D. Collections should be deposited intact daily. The balance of collections not deposited during the day due to cut-off should be deposited on the first banking hour of the next working day.

 

 

 

REPORT OF CHECKS ISSUED (RCI)

INSTRUCTIONS

A. The report shall be accomplished as follows:

1. Agency — name of the agency

2. Period Covered — period covered by the report

3. Sheet No.— sheet number of the report

4. Report No.— number assigned by the Cash Unit on the report. It shall be numbered as follows:

5. Bank Name/Account No.— name of the bank and the account number where the check is drawn

6. Check Date — date of the check issued covered by the report

7. Check No.— number of the check actually released to the payee including the cancelled ones

8. DV No. /Payroll — number of the reference DV

9. Responsibility Center Code — code assigned to each cost center

 

10. Payee — name of the payee

11. Nature of Payment — nature of claim paid

12. Amount — amount of the check issued

13. Certification — the certification on the report shall be signed by the Disbursing Officer on the last sheet of the report after the totals.

B. All unreleased checks as of the report date shall be enumerated in a "List of Unreleased Checks" to be attached to the RCI with the following information:

a. Check No.

b. Date of Check

c. Amount

d. Name of Payee

C. The report shall be prepared in two (2) copies daily or as often as necessary to be distributed as follows:

Original — Accounting Unit together with the original copy of the paid DVs/payroll and supporting documents

Duplicate Copy — Disbursing Officer’s file

D. One (1) report shall be prepared for each bank account which shall be the basis for the preparation of Journal Entry Voucher.

E. This report shall include cancelled checks.

 

 

 

REPORT OF DISBURSEMENTS (RD)

INSTRUCTIONS

A. This report shall be accomplished as follows:

1. Agency — name of the agency

2. Report No.— assigned RD number which shall be as follows:

3. Sheet No.— sheet number of the report which shall be one series for each month

4. Date — date of the DV/Payroll

5. DV/Payroll No.— assigned DV/Payroll number attached to RD

6. Responsibility Center Code — code assigned to each cost center

7. Payee — name of the person/office to whom payment is made

8. Nature of Payment — nature of claims paid

9. Amount — amount of disbursement paid per DV/Payroll

10. Certification — the certification on the report shall be signed by the Disbursing Officer on the last sheet of the report after the totals.

B. The Disbursing Officer shall prepare this report to liquidate his/her cash advance for specific purpose such as cash advance for salaries and field operating expenses.

C. This report shall be prepared in two (2) copies and to be distributed as follows:

Original — Accounting Unit together with the original of the paid disbursement vouchers/payroll and supporting documents

Duplicate Copy — Disbursing Officer's file

 

 

 

PETTY CASH REPLENISHMENT REPORT (PCRR)

INSTRUCTIONS

A. This report shall be accomplished as follows:

1. Agency — name of the agency

2. Period Covered — period covered by the report

3. Report No.— assigned report number which shall be as follows:

4. Sheet No.— page number

5. Date — date of the Petty Cash Voucher (PCV)

6. Petty Cash Voucher No.— the serial number of the PCV to be presented in numerical order

7. Particulars — nature of disbursements/expenses as shown in the PCV

8. Amount — amount paid covered by the voucher

9. Certification — name and signature of the designated Petty Cash Custodian (PCC) and date of signing

B. This report shall be used for replenishment of the Petty Cash Fund. All liquidated PCVs shall be attached together with all the supporting documents.

C. The PCC shall prepare this report in two copies distributed as follows:

Original — Accounting Unit as attachment to the Disbursement/ Replenishment Voucher together with the original of the PCVs and supporting documents

Duplicate Copy — PCC File

D. At the end of the year, the PCC shall submit all paid PCV for replenishment to record expenses incurred.

 

 

 

LIQUIDATION REPORT (LR)

INSTRUCTIONS

A. This report shall be accomplished as follows:

1. Agency — name of the agency

2. No./Date — assigned number by the Accounting Unit and the date of the preparation of the report

3. Responsibility Center Code — code assigned to each cost center

4. Particulars — brief description of expenses incurred or deviation from original itinerary in case of travel expenses

5. Amount — amount of expenses covered by the report

6. Total amount spent — actual amount spent

7. Amount of Cash Advance — amount of cash advance received

8. Amount Refunded — excess of the cash advance received less actual expenses incurred

9. Amount to be Reimbursed — difference between cash advance received and actual expenses incurred

10. Box A Certified:Correctness of the data above — name and signature of the employee/officer who was granted the cash advance.

11. Box B Certified:Purpose of travel/cash advance duly accomplished — name and signature of immediate supervisor of the official/employee who incurred the expenses.

12. Box C Certified:Supporting documents complete and proper — name and signature of the head of the Accounting Unit; and JEV No. used as a basis in the recording of such liquidation in the General Journal

13. JEV No.— number of the Journal Entry Voucher taking up the Liquidation Report. The amount spent per Liquidation Report shall be taken up in the JEV, the refund shall be recorded in the Cash Receipts Journal or Cash Journal per official receipt, and the amount to be reimbursed shall be covered by another Disbursement Voucher.

B. This report shall be prepared by the employee/officer who incurred the expenses and making the liquidation of the cash advance. It shall be prepared in two copies and shall be distributed as follows:

Original — Accounting Unit

Duplicate Copy — Claimant/Officer/Employee's File

 

 

 

REPORT OF SUPPLIES AND MATERIALS ISSUED (RSMI)

INSTRUCTIONS

A. This form shall be prepared by designated personnel in the Supply and Property Unit (SPU) on a daily basis.

B. The SPU personnel shall fill up all the blank spaces under the columns as follows:

1. Agency — name of the agency

2. Date — period covered by the report

3. No.— assigned RSMI number which shall be in the following manner:

4. RIS No.— Requisition and Issue Slip (RIS) number served within the day

5. Responsibility Center — code of the requesting office

6. Stock No.— assigned stock number of supplies and materials issued within the day

7. Item — description of stocks issued

8. Unit — unit of measurement of stocks issued

9. Quantity Issued — quantity of stocks issued based on RIS

10. Recapitulation — summary of issuances by stock no.

11. Certification — the certification of the report shall be signed by the Supply Officer.

C. Upon receipt of this report, the designated accounting personnel shall fill up the following columns as follows:

1. Unit Cost — cost of supplies and materials issued by the agency using the moving average method

2. Amount — amount (Qty. Issued x Unit Cost) of supplies and materials issued within the day

3. Posted by/date — name and signature of the accounting personnel who posted to Supplies Ledger Card based on recapitulation

D. The RSMI shall be prepared in two copies to be distributed as follows:

Original — Accounting Unit to support the JEV drawn to record issuance from the stocks

Duplicate copy — Supply Officer's file

E. The SPU personnel shall summarize all issuances by stock number.

F. The Chief of the SPU shall certify the correctness of the information in the RSMI.

G. At the end of the month, all RSMI shall be consolidated for the preparation of the JEV.

 

 

 

WASTE MATERIALS REPORT (WMR)

INSTRUCTIONS

A. The WMR shall be used to report all waste materials previously taken up in the books as assets so that they may be properly disposed of and dropped from the accounts.

B. It shall be accomplished as follows:

1. Agency — name of the agency

2. Place of Storage — exact location of the items for disposal

3. Date — date of the preparation of the report

4. Item — entry number in the report

5. QTY.— number of items being reported as waste materials

6. UNIT — unit of measurement

7. DESCRIPTION — name and description of item being reported as waste materials

8. RECORD OF SALES — O.R. No.— official receipt no. covering the sale of waste materials

9. RECORD OF SALES — Amount — amount received for waste materials sold based on the O.R.

10. Total — total amount of sales

11. Certified Correct — name and signature of the Property Officer

12. Disposal Approved — name and signature of the Approving Authority

CERTIFICATE OF INSPECTION

13. Indicate the corresponding item number of the waste material in the line opposite the mode of disposition made.

14. Property Inspector — name and signature of the concerned Property Inspector

15. Witness to disposition — name and signature of the person authorized to witness the disposition of the waste materials

C. This report shall be prepared in two (2) copies distributed as follows:

Original — Chief Accountant

Duplicate copy — Property Officer's file

 

 

 

INVENTORY AND INSPECTION REPORT OF UNSERVICEABLE PROPERTY (IIRUP)

INSTRUCTIONS

A.  This report shall be prepared in two (2) copies and submitted by the Accountable Officer to the following:

Original — Accounting Unit

Duplicate copy — Property Officer's file

B. In cases where technical knowledge is needed for the determination of the true condition or actual current value of the property to be inspected, a Technical Inspector with the required knowledge and training shall inspect the same.

C. Certain property, due to its very nature, becomes worthless as a whole, but certain parts of motor vehicles or of some equipment with brass ornaments, buckles, etc. which posses intrinsic value in themselves or which may be useful in making repairs to other equipment. In such cases, and wherever practicable, the valuable part or parts of the article or equipment shall be separated from the worthless part/s for proper for proper accounting by the Accountable Officer at their appraised valuation or for proper disposition under Sections 79 and 79 of PD 1445.

D. When the property is sold, the record of sales shall be accomplished. The Inventory and Inspection Report shall be held until the sale is consummated.

E. The original copy of the report shall be the basis for adjusting the accounts affected by means of a journal entry voucher.

 

 

 

REPORT ON THE PHYSICAL COUNT OF INVENTORIES (RPCI)

INSTRUCTIONS

A.  This form shall be accomplished as follows:

1. Type of Inventory — inventory account name such as Office Supplies Inventory, Accountable Forms Inventory, Medical, Dental and Laboratory Supplies Inventory, Food and Non-food Supplies Inventory, etc.

2. Date — date as of a given date

 

3. Name of Accountable Officer — name of the accountable officer

4. Official Designation — official designation of the accountable officer

5. Agency/Office — branch or office where the accountable officer is assigned

6. Date of Assumption — first day of assumption of the duties and responsibilities as accountable officer

7. Article — type of item or article (e.g. folder, bond paper, ballpen)

8. Description — brief description of the article (e.g. file tagboard for legal size, 210 mm x 297 mm (A4) min. of 70 gms, fine point black)

9. Stock Number — assigned stock number by the Supply and Property Unit

10. Unit of Measure — e.g. piece, ream, box

11. Unit Value — cost per quantity unit

12. Balance per Card — quantity of items or articles appearing in the Supplies Ledger Cards

13. On Hand per Count — quantity of items or articles per physical count

14. Shortage/Overage — excess of the quantity and total value of items or articles per supplies ledger cards over that of the physical count or vice versa

15. Remarks — whereabouts, conditions and other relevant information relative to inventories

B. This form shall be used to report on the physical count of inventory items by type such as Office Supplies, Accountable Forms, Medical, Dental and Laboratory Supplies, Food/Non-food Inventory, etc. which are owned by the agency.

C. This shall be prepared every six months in three (3) copies and shall be certified correct by the Inventory Committee and approved by the Head of the Agency. This shall be distributed as follows:

Original — Accounting Unit

Duplicate Copy — Supply and Property Unit

Triplicate Copy — Inventory Committee file

D. It shall be submitted to the Auditor concerned not later than July 31 and January 31 of each year for the first and second semesters, respectively.

 

 

 

REPORT ON THE PHYSICAL COUNT OF PROPERTY, PLANT AND EQUIPMENT (RPCPPE)

INSTRUCTIONS

A.  This form shall be accomplished as follows:

1. Type of Property, Plant and Equipment (PPE)— property, plant and equipment account name such Heavy Equipment, Technical and Scientific Equipment, Motor Vehicle, Office Equipment, Furniture and Fixtures, etc.

2. Date — date as of a given date

3. Name of Accountable Officer — name of the accountable officer

4. Official Designation — official designation of the accountable officer

5. Agency/Office — branch or office where the accountable officer is assigned

6. Date of Assumption — first day of assumption of the duties and responsibilities as accountable officer

7. Article — type of item or article e.g. personal computer, printer, filing cabinet, etc.

8. Description — brief description of the article/item e.g. acer, monitor for personal computer, Epson for printer, etc.

9. Property Number — assigned property number by the Supply and Property Unit

10. Unit of Measure — e.g. piece, set, etc.

11. Unit Value — cost per quantity unit

12. Balance per Card — quantity of items or articles appearing in the Property, Plant and Equipment Ledger Card

13. On Hand per Count — quantity of items or articles per physical count

14. Shortage/Overage — excess of the quantity and total value of items or articles per Property, Plant and Equipment Ledger Card over that of the physical count or vice versa

15. Remarks — whereabouts, conditions and other relevant information relative to property, plant and equipment

B. This form shall be used to report on the physical count of property, plant and equipment by type such as Heavy Equipment, Technical and Scientific Equipment, Motor Vehicles, Office Equipment, Furniture and Fixtures, etc. which are owned by the agency.

C. This shall be prepared yearly in three copies and shall be certified correct by the Inventory Committee and approved by the Head of the Agency. This shall be distributed as follows:

Original — Accounting Unit

Duplicate Copy — Supply and Property Unit

Triplicate Copy — Inventory Committee file

D. It shall be submitted to the Auditor concerned not later than January 31 of each year.

 

 

 

INSPECTION AND ACCEPTANCE REPORT (IAR)

INSTRUCTIONS

A. This report shall be accomplished as follows:

1. Agency — name of the agency

2. Supplier — name of the supplier

3. IAR No.— number of the report

4. PO No.— number of the Purchase Order

5. Date — date of the Purchase Order

6. Invoice No.— number of the Invoice

7. Date — date of the Invoice

8. Requisitioning Office/Dept.— name of the Requesting Office/Department

9. Stock No.— stock number of the item as provided by the Supply and Property Unit

10. Unit — unit of measurement such as ream, boxes, rolls, etc.

11. Description — brief description or details of the items purchased

12. Quantity — number of units purchased such as 20, 10, etc.

B. The IAR shall be prepared in three (3) copies distributed as follows:

Original — Supplier (to be attached to the claim voucher)

Duplicate Copy — Inspection Committee

Triplicate Copy — Supply and Property Unit’s file

C. This report shall be signed by the authorized Inspection Officer who conducted the inspection and verification of the items to determine if the items conform with the given specifications. Indicate the date of inspection.

D. The Property Officer shall acknowledge receipt of the items by indicating his name and signature thereon, with check "ü" mark whether a complete or partial (specify quantity received) delivery was made. Indicate the date of receipt.

 

 

 

REPORT OF ACCOUNTABILITY FOR ACCOUNTABLE FORMS (RAAF)

INSTRUCTIONS

A. This report shall be accomplished as follows:

1. Agency — name of the agency

2. Month — month on which the report is made

3. Accountable Forms — name, number and face value of accountable forms under the custody of the accountable officer.

4. Beginning Balance — balance of the accountable forms available at the beginning of the month. Indicate inclusive serial numbers.

5. Receipt — number of units received by the accountable officer during the month. Indicate inclusive serial numbers.

6. Issued — number of units issued by the accountable officer during the month. Indicate inclusive serial numbers.

7. Ending Balance — remaining units of the accountable forms still in the custody of the accountable officer at the end of the month. Indicate inclusive serial numbers.

8. Certification — the certification of the report shall be signed by the Accountable Officer.

B. Accountable forms shall be grouped as follows:

A. WITH FACE VALUE

B. WITHOUT FACE VALUE

C. This report shall be prepared in two (2) copies distributed as follows:

Original — COA Auditor

Duplicate copy — Accountable Officer’s file

 

MANUAL ON THE NEW GOVERNMENT ACCOUNTING SYSTEM

THE CHART OF ACCOUNTS

VOLUME III

For National Government Agencies

MANUAL ON THE NEW GOVERNMENT ACCOUNTING SYSTEM

 

THE CHART OF ACCOUNTS

VOLUME III

TABLE OF CONTENTS

Chapter 1.	INTRODUCTION
	Sec. 1.	Definition	1
	Sec. 2.	Rationale	1
	Sec. 3.	Elements of Financial Statements	1
	Sec. 4.	Balance Sheet Accounts	2
	Sec. 5.	Revenues/Income and Expense	3
		Accounts
	Sec. 6.	Classification of Revenues/Income	3
	Sec. 7.	Classification of Expenses	4
	Sec. 8.	Intermediate Accounts	4
	Sec. 9.	Account Codes	5
Chapter 2.	THE CHART OF ACCOUNTS
	Sec. 10.	The Chart of Accounts	6
Chapter 3.	DESCRIPTION OF ACCOUNTS
	Sec. 11.	Description of Accounts	22
		Cash —
	Sec. 12.	Cash in Treasury	22
	Sec. 13.	Cash – National Treasury –	22
		Modified Disbursement System (MDS)
	Sec. 14.	Cash – Bangko Sentral ng Pilipinas	23
	Sec. 15.	Petty Cash Fund	23
	Sec. 16.	Cash – Collecting Officers	24
	Sec. 17.	Cash – Disbursing Officers	24
	Sec. 18.	Cash in Bank – Local Currency,	25
		Current Account
	Sec. 19.	Cash in Bank – Local Currency,	25
		Savings Account
	Sec. 20.	Cash in Bank – Local Currency,	25
		Time Deposits
	Sec. 21.	Cash in Bank – Foreign Currency,	26
		Current Account
	Sec. 22.	Cash in Bank – Foreign Currency,	26
		Savings Account
	Sec. 23.	Cash in Bank – Foreign Currency,	27
		Time Deposits
		Receivables —
	Sec. 24.	Accounts Receivable	27
	Sec. 25.	Notes Receivable	27
	Sec. 26.	Loans Receivable – Current	28
	Sec. 27.	Interests Receivable	28
	Sec. 28.	Due from Officers and Employees	29
	Sec. 29.	Due from NGAs	29
	Sec. 30.	Due from LGUs	30
	Sec. 31.	Due from GOCCs	30
	Sec. 32.	Due from NGOs/POs	30
	Sec. 33.	Due from National Treasury	31
	Sec. 34.	Due from Central Office	31
	Sec. 35.	Due from Regional Offices/Staff	31
		Bureaus
	Sec. 36.	Due from Operating Units	32
	Sec. 37.	Receivables – Disallowances/Charges	32
	Sec. 38.	Other Receivables	33
	Sec. 39.	Allowance for Doubtful Accounts	33
		Marketable Securities —
	Sec. 40.	Treasury Bills	34
	Sec. 41.	Other Marketable Securities	34
		Inventories —
	Sec. 42.	Raw Materials Inventory	34
	Sec. 43.	Work-In-Process Inventory	34
	Sec. 44.	Finished Goods Inventory	35
	Sec. 45.	Merchandise Inventory	35
	Sec. 46.	Accountable Forms Inventory	36
	Sec. 47.	Office Supplies Inventory	36
	Sec. 48.	Medical, Dental and Laboratory	36
		Supplies Inventory
	Sec. 49.	Food and Non-food Supplies	37
		Inventory
	Sec. 50.	Gasoline, Oil and Lubricants	37
		Inventory
	Sec. 51.	Agricultural Supplies Inventory	38
	Sec. 52.	Livestock and Crops Inventory	38
	Sec. 53.	Spare Parts Inventory	39
	Sec. 54.	Construction Materials Inventory	39
	Sec. 55.	Other Agricultural Products	39
		Inventory
	Sec. 56.	Confiscated Goods Inventory	40
	Sec. 57.	Other Inventory Items	40
		Prepaid Expenses —
	Sec. 58.	Prepaid Rent	41
	Sec. 59.	Prepaid Insurance	41
	Sec. 60.	Prepaid Interest	41
	Sec. 61.	Other Prepaid Expenses	42
		Other Current Assets —
	Sec. 62.	Guaranty Deposits	42
	Sec. 63.	Deposits on Letters of Credit	42
	Sec. 64.	Advances to Contractors	43
	Sec. 65.	Other Current Assets	43
		Long - Term Investments —
	Sec. 66.	Loans Receivable – Long-Term,	43
		LGUs
	Sec. 67.	Loans Receivable – Long-Term,	44
		GOCCs
	Sec. 68.	Loans Receivable – Long-Term,	44
		Others
	Sec. 69.	Investments in Stocks	44
	Sec. 70.	Investments in Bonds	45
	Sec. 71.	Investments in GOCCs	45
	Sec. 72.	Sinking Fund – Cash	45
	Sec. 73.	Sinking Fund – Securities	46
	Sec. 74.	Other Long-Term Investments	46
		Property, Plant and Equipment —
	Sec. 75.	Land	46
	Sec. 76.	Land Improvements	47
	Sec. 77.	Accumulated Depreciation – Land	47
		Improvements
	Sec. 78.	Leasehold Improvements	48
	Sec. 79.	Accumulated Depreciation –	48
		Leasehold Improvements
	Sec. 80.	Buildings	49
	Sec. 81.	Accumulated Depreciation –	49
		Buildings
	Sec. 82.	School Buildings	50
	Sec. 83.	Accumulated Depreciation – School	50
		Buildings
	Sec. 84.	Markets and Slaughterhouses	51
	Sec. 85.	Accumulated Depreciation – Markets	51
		and Slaughterhouses
	Sec. 86.	Hospitals and Health Centers	52
	Sec. 87.	Accumulated Depreciation –	53
		Hospitals and Health Centers
	Sec. 88.	Other Structures	53
	Sec. 89.	Accumulated Depreciation – Other	54
		Structures
	Sec. 90.	Industrial Machineries	54
	Sec. 91.	Accumulated Depreciation –	55
		Industrial Machineries
	Sec. 92.	Other Machineries	55
	Sec. 93.	Accumulated Depreciation – Other	56
		Machineries
	Sec. 94.	Firefighting Equipment and	56
		Accessories
	Sec. 95.	Accumulated Depreciation –	57
		Firefighting Equipment and
		Accessories
	Sec. 96.	Construction and Heavy Equipment	57
	Sec. 97.	Accumulated Depreciation –	58
		Construction and Heavy Equipment
	Sec. 98.	Technical and Scientific Equipment	58
	Sec. 99.	Accumulated Depreciation –	59
		Technical and Scientific Equipment
	Sec. 100.	IT Equipment and Software	59
	Sec. 101.	Accumulated Depreciation – IT	60
		Equipment
	Sec. 102.	Telegraph, Telephone, Cable, TV and	60
		Radio Equipment
	Sec. 103.	Accumulated Depreciation –	61
		Telegraph, Telephone, Cable, TV and
		Radio Equipment
	Sec. 104.	Artesian Wells, Reservoirs, Pumping	62
		Stations and Conduits
	Sec. 105.	Accumulated Depreciation –	63
		Artesian Wells, Reservoirs, Pumping
		Stations and Conduits
	Sec. 106.	Motor Vehicles	63
	Sec. 107.	Accumulated Depreciation – Motor	64
		Vehicles
	Sec. 108.	Watercrafts	64
	Sec. 109.	Accumulated Depreciation –	65
		Watercrafts
	Sec. 110.	Trains	65
	Sec. 111.	Accumulated Depreciation – Trains	65
	Sec. 112.	Aircrafts/Aircraft Ground Equipment	66
	Sec. 113.	Accumulated Depreciation –	66
		Aircrafts/ Aircraft Ground Equipment
	Sec. 114.	Office Equipment	67
	Sec. 115.	Accumulated Depreciation – Office	68
		Equipment
	Sec. 116.	Other Equipment	68
	Sec. 117.	Accumulated Depreciation – Other	68
		Equipment
	Sec. 118.	Furniture and Fixtures	69
	Sec. 119.	Accumulated Depreciation –	70
		Furniture and Fixtures
	Sec. 120.	Ordnance	70
	Sec. 121.	Accumulated Depreciation –	71
		Ordnance
	Sec. 122.	Books	71
	Sec. 123.	Accumulated Depreciation – Books	71
	Sec. 124.	Other Property, Plant and Equipment	72
	Sec. 125.	Accumulated Depreciation – Other	72
		Property, Plant and Equipment
	Sec. 126.	Work/Other Animals	73
	Sec. 127.	Breeding Stocks	73
	Sec. 128.	Construction in Progress – Agency	74
		Assets
	Sec. 129.	Construction in Progress – Plaza,	74
		Parks and Monuments
	Sec. 130.	Construction in Progress – Roads,	75
		Highways and Bridges
	Sec. 131.	Construction in Progress – Ports,	75
		Lighthouses, Harbors, Seawalls,
		River Walls and Others
	Sec. 132.	Construction in Progress – Airports	76
		and Runways
	Sec. 133.	Construction in Progress – Railways	77
	Sec. 134.	Construction in Progress –	77
		Waterways, Aqueducts, etc.
	Sec. 135.	Construction in Progress – Irrigation,	77
		Canals and Laterals
	Sec. 136.	Construction in Progress –	78
		Electrification, Power and Energy
		Structures
	Sec. 137.	Construction in Progress – Other	79
		Public Infrastructures
	Sec. 138.	Construction in Progress –	79
		Reforestation Projects
	Sec. 139.	Public Infrastructures	79
	Sec. 140.	Reforestation Projects	80
	Sec. 141.	Arts, Archeological Specimen and	80
		Other Exhibits
	Sec. 142.	Items in Transit	81
		Other Assets —
	Sec. 143.	Other Assets	81
		Current Liabilities —
	Sec. 144.	Accounts Payable	82
	Sec. 145.	Notes Payable	82
	Sec. 146.	Loans Payable – Current, Domestic	83
	Sec. 147.	Loans Payable – Current, Foreign	83
	Sec. 148.	Interests Payable	83
	Sec. 149.	Tax Refunds Payable	84
	Sec. 150.	Guaranty Deposits Payable	84
	Sec. 151.	Tax Credit Certificates Payable	84
	Sec. 152.	Withholding Taxes Payable	85
	Sec. 153.	GSIS Payable	86
	Sec. 154.	PAG-IBIG Payable	87
	Sec. 155.	PHILHEALTH Payable	87
	Sec. 156.	Performance/Bidders/Bail Bonds	88
		Payable
	Sec. 157.	Due to Officers and Employees	88
	Sec. 158.	Due to NGAs	89
	Sec. 159.	Due to LGUs	89
	Sec. 160.	Due to GOCCs	90
	Sec. 161.	Due to National Treasury	91
	Sec. 162.	Due to Central Office	91
	Sec. 163.	Due to Regional Offices/Staff	91
		Bureaus
	Sec. 164.	Due to Operating Units	92
	Sec. 165.	Retirement Gratuity Benefits Payable	92
	Sec. 166.	Deferred Credits to Income	93
	Sec. 167.	Other Deferred Credits	93
	Sec. 168.	Other Payables	93
		Long - Term Liabilities —
	Sec. 169.	Loans Payable – Long-Term,	94
		Domestic
	Sec. 170.	Loans Payable – Long-Term, Foreign	94
	Sec. 171.	Mortgage Payable	94
	Sec. 172.	Bonds Payable – Long-Term,	95
		Domestic
	Sec. 173.	Bonds Payable – Long-Term, Foreign	95
	Sec. 174.	Other Long-Term Liabilities	95
		Other Liabilities —
	Sec. 175.	Other Liabilities	96
		Equity —
	Sec. 176.	Government Equity	96
		Intermediate Accounts —
	Sec. 177.	Cost of Goods Sold	97
	Sec. 178.	Income and Expense Summary	97
	Sec. 179.	Prior Years’ Adjustments	98
	Sec. 180.	Retained Operating Surplus	98
	Sec. 181.	Subsidy to Regional Offices/Staff	99
		Bureaus
	Sec. 182.	Subsidy to Operating Units	99
	Sec. 183.	Gain or Loss Due to Dormant	100
		Accounts
		Revenue/Income —
		General Income
	Sec. 184.	Subsidy Income from National	100
		Government
	Sec. 185.	Subsidy from Central Office	101
	Sec. 186.	Subsidy from Regional Office/Staff	102
		Bureau
	Sec. 187.	Income from Government Services	102
	Sec. 188.	Income from Government Business	102
		Operations
	Sec. 189.	Sales Revenue	103
	Sec. 190.	Rent Income	103
	Sec. 191.	Insurance Income	102
	Sec. 192.	Dividend Income	103
	Sec. 193.	Interest Income	103
	Sec. 194.	Gain on Sale of Securities	103
	Sec. 195.	Gain on Sale of Assets	103
	Sec. 196.	Sale of Confiscated Goods and	103
		Properties
	Sec. 197.	Foreign Exchange (FOREX) Gain	103
	Sec. 198.	Miscellaneous Operating and	104
		Service Income
	Sec. 199.	Fines and Penalties – Government	104
		Services and Business Operations
	Sec. 200.	Income from Grants and	104
		Donations
		Specific Income
		Tax Revenue
		Income Taxes
	Sec. 201.	Income Tax – Individuals	104
	Sec. 202.	Income Tax – Partnerships	104
	Sec. 203.	Income Tax – Corporations	104
		Property Tax
	Sec. 204.	Stock Transfers Tax	105
	Sec. 205.	Capital Gains Tax	105
	Sec. 206.	Donors Tax	105
	Sec. 207.	Estate Tax	105
		Taxes on Goods and Services
	Sec. 208.	Excise Taxes on Articles	105
	Sec. 209.	Value Added Tax	105
	Sec. 210.	Business Taxes and Licenses	106
	Sec. 211.	Franchise Tax	106
	Sec. 212.	Miscellaneous Taxes on Goods and	106
		Services
		Taxes on International Trade and
		Transactions
	Sec. 213.	Import Duties	106
		Other Taxes
	Sec. 214.	Documentary Stamp Tax	107
	Sec. 215.	Taxes on Forest Products	107
	Sec. 216.	Immigration Taxes	107
	Sec. 217.	Miscellaneous – Other Taxes	107
	Sec. 218.	Fines and Penalties – Tax Revenue	107
		Other Specific Income
	Sec. 219.	Registration Fees	107
	Sec. 220.	Tuition/Affiliation Fees	107
	Sec. 221.	Hospital Fees	108
	Sec. 222.	Medical, Dental and Laboratory	108
		Fees
	Sec. 223.	Library Fees	108
	Sec. 224.	Athletic and Cultural Fees	108
	Sec. 225.	Comprehensive Examination Fees	108
	Sec. 226.	Transcript of Records Fees	108
	Sec. 227.	Diploma and Graduation Fees	108
	Sec. 228.	Inspection Fees	108
	Sec. 229.	Permit Fees	108
	Sec. 230.	Clearance/Certification Fees	108
	Sec. 231.	Franchising/Licensing Fees	108
	Sec. 232.	Printing and Publication Income	109
	Sec. 233.	Income from Canteen Operations	109
	Sec. 234.	Income from Dormitory Operations	109
	Sec. 235.	Receipts from Communication	109
		Facilities
	Sec. 236.	Toll Fees	109
	Sec. 237.	Landing and Parking Fees	109
	Sec. 238.	Other Income from School	109
		Services
	Sec. 239.	Other Income from School	109
		Business Operations
	Sec. 240.	Other Income from Hospital	109
		Services
	Sec. 241.	Other Income from Hospital	109
		Business Operations
	Sec. 242.	Fines and Penalties – Other	110
		Specific Income
		Expenses —	110
		Personal Services	110
	Sec. 243.	Salaries and Wages – Regular Pay	110
	Sec. 244.	Salaries and Wages – Part Time	110
		Pay
	Sec. 245.	Salaries and Wages –	110
		Casual/Contractual
	Sec. 246.	Personnel Economic Relief	110
		Allowance (PERA)
	Sec. 247.	Additional Compensation	110
		(ADCOM)
	Sec. 248.	Representation Allowance (RA)	110
	Sec. 249.	Transportation Allowance (TA)	110
	Sec. 250.	Clothing Allowance	111
	Sec. 251.	Honoraria	111
	Sec. 252.	Hazard Pay	111
	Sec. 253.	Overtime and Night Pay	111
	Sec. 254.	Holiday Pay	111
	Sec. 255.	Christmas Bonus	111
	Sec. 256.	Cash Gift	111
	Sec. 257.	Productivity Incentive Benefits	111
	Sec. 258.	Other Bonuses and Allowances	112
	Sec. 259.	Life and Retirement Insurance	112
		Contributions
	Sec. 260.	Pag-IBIG Contributions	112
	Sec. 261.	PHILHEALTH Contributions	112
	Sec. 262.	ECC Contributions	112
	Sec. 263.	Pensions and Retirement Benefits	112
	Sec. 264.	Terminal Leave Benefits	112
	Sec. 265.	Health Workers' Benefits	112
	Sec. 266.	Subsistence and Quarters'	112
		Allowances
	Sec. 267.	Longevity Pay	112
	Sec. 268.	Other Personnel Benefits	113
		Maintenance and Other Operating	113
		Expenses
	Sec. 269.	Traveling Expenses – Local	113
	Sec. 270.	Traveling Expenses – Foreign	113
	Sec. 271.	Training and Seminar Expenses	113
	Sec. 272.	Water	113
	Sec. 273.	Electricity	113
	Sec. 274.	Cooking Gas	114
	Sec. 275.	Telephone/Telegraph and Internet	114
	Sec. 276.	Postage and Deliveries	114
	Sec. 277.	Subscription Expenses	114
	Sec. 278.	Advertising Expenses	114
	Sec. 279.	Rent Expenses	114
	Sec. 280.	Insurance Expenses	114
	Sec. 281.	Fidelity Bond Premiums	114
	Sec. 282.	Survey Expenses	114
	Sec. 283.	Storage Expenses	114
	Sec. 284.	Zoological/Animal Maintenance	115
		Expenses
	Sec. 285.	Printing and Binding Expenses	115
	Sec. 286.	Accountable Forms Expenses	115
	Sec. 287.	Office Supplies Expenses	115
	Sec. 288.	Medical, Dental and Laboratory	115
		Supplies Expenses
	Sec. 289.	Food/Non-food Expenses	115
	Sec. 290.	Gasoline, Oil and Lubricants	115
		Expenses
	Sec. 291.	Agricultural Supplies Expenses	115
	Sec. 292.	Legal Services	116
	Sec. 293.	Auditing Services	116
	Sec. 294.	Consultancy Services	116
	Sec. 295.	General Services	116
	Sec. 296.	Security and Janitorial Services	116
	Sec. 297.	Taxes, Duties and Licenses	116
	Sec. 298.	Tax Credit Subsidy	116
	Sec. 299.	Tax Exemption Expenses	116
	Sec. 300.	Public Infrastructure Repairs and	116
		Maintenance
	Sec. 301.	Reforestation Project Maintenance	117
	Sec. 302.	Buildings Maintenance	117
	Sec. 303.	School Buildings Maintenance	117
	Sec. 304.	Markets and Slaughterhouses	117
		Maintenance
	Sec. 305.	Hospitals and Health Centers	117
		Maintenance
	Sec. 306.	Other Structures Maintenance	117
	Sec. 307.	Industrial Machineries	117
		Maintenance
	Sec. 308.	Other Machineries Maintenance	117
	Sec. 309.	Firefighting Equipment and	118
		Accessories Maintenance
	Sec. 310.	Construction and Heavy	118
		Equipment Maintenance
	Sec. 311.	Technical and Scientific	118
		Equipment Maintenance
	Sec. 312.	IT Equipment Maintenance	118
	Sec. 313.	Telegraph, Telephone, Cable, TV	118
		and Radio Equipment Maintenance
	Sec. 314.	Artesian Wells, Reservoir, Pumping	118
		Stations and Conduits Maintenance
	Sec. 315.	Motor Vehicles Maintenance	118
	Sec. 316.	Watercrafts Maintenance	119
	Sec. 317.	Trains Maintenance	119
	Sec. 318.	Aircrafts/Aircraft Ground	119
		Equipment Maintenance
	Sec. 319.	Office Equipment Maintenance	119
	Sec. 320.	Other Equipment Maintenance	119
	Sec. 321.	Furniture and Fixtures	119
		Maintenance
	Sec. 322.	Ordnance Maintenance	119
	Sec. 323.	Other Repairs and Maintenance	119
	Sec. 324.	Awards and Indemnities	120
	Sec. 325.	Rewards and Other Claims	120
	Sec. 326.	Grants and Donations	120
	Sec. 327.	Representation Expenses	120
	Sec. 328.	Extraordinary and Miscellaneous	120
		Expenses
	Sec. 329.	Confidential and Intelligence	120
		Expenses
	Sec. 330.	Anti-Insurgency/Contingency	121
		Expenses
	Sec. 331.	Subsidy to National Government	121
		Agencies
	Sec. 332.	Subsidy to Local Government	121
		Units
	Sec. 333.	Subsidy to Government	121
		Corporations
	Sec. 334.	Membership Dues to International	121
		Institutions
	Sec. 335.	Depreciation – Land Improvements	121
	Sec. 336.	Depreciation – Leasehold	121
		Improvements
	Sec. 337.	Depreciation – Buildings	121
	Sec. 338.	Depreciation – School Buildings	122
	Sec. 339.	Depreciation – Markets and	122
		Slaughterhouses
	Sec. 340.	Depreciation – Hospitals and	122
		Health Centers
	Sec. 341.	Depreciation – Other Structures	122
	Sec. 342.	Depreciation – Industrial	122
		Machineries
	Sec. 343.	Depreciation – Other Machineries	122
	Sec. 344.	Depreciation – Firefighting	122
		Equipment and Accessories
	Sec. 345.	Depreciation – Construction and	122
		Heavy Equipment
	Sec. 346.	Depreciation – Technical and	122
		Scientific Equipment
	Sec. 347.	Depreciation – IT Equipment	123
	Sec. 348.	Depreciation – Telegraph,	123
		Telephone, Cable, TV and Radio
		Equipment
	Sec. 349.	Depreciation – Artesian Wells,	123
		Reservoirs, Pumping Stations and
		Conduits
	Sec. 350.	Depreciation – Motor Vehicles	123
	Sec. 351.	Depreciation – Watercrafts	123
	Sec. 352.	Depreciation – Trains	123
	Sec. 353.	Depreciation – Aircrafts/Aircraft	123
		Ground Equipment
	Sec. 354.	Depreciation – Office Equipment	123
	Sec. 355.	Depreciation – Other Equipment	124
	Sec. 356.	Depreciation – Furniture and	124
		Fixtures
	Sec. 357.	Depreciation – Ordnance	124
	Sec. 358.	Depreciation – Books	124
	Sec. 359.	Depreciation – Other Property,	124
		Plant and Equipment
	Sec. 360.	Obsolescence – IT Software	124
	Sec. 361.	Bad Debts Expense	124
	Sec. 362.	Loss on Sale of Assets	124
	Sec. 363.	Loss of Assets	124
	Sec. 364.	Other Expenses	125
		Financial Expenses —
	Sec. 365.	Bank Charges	125
	Sec. 366.	Interest Expenses	125
	Sec. 367.	Commitment Charges	125
	Sec. 368.	Documentary Stamps Expenses	125
	Sec. 369.	Other Financial Charges	125
	Sec. 370.	Foreign Exchange (FOREX) Loss	125
	Sec. 371.	Debt Service Subsidy to GOCCs	126
	Sec. 372.	Loss on Guaranty	126

THE MANUAL ON THE NEW GOVERNMENT ACCOUNTING SYSTEM

THE CHART OF ACCOUNTS

VOLUME III

CHAPTER 1

Introduction

SECTION 1. Definition.The Chart of Accounts provides the framework within which the accounting records are constructed. It is defined as a list of general ledger accounts consisting of real and nominal accounts.

SECTION 2. Rationale.The Chart of Accounts is prescribed for use by all national government agencies and local government units. The descriptions of all the accounts and the instructions as to when these are to be debited and credited are provided to achieve uniformity in the recording of government financial transactions.

SECTION 3. Elements of Financial Statements.Elements of financial statements of government agencies are those elements that relate to the status or measurement of financial position and measurement of performance of government agencies, which are relevant to decisions that would require the commitment of resources. Those elements directly related to the measurement of financial position as shown in the Balance Sheet are assets, liabilities and equity. The elements directly related to the measurement of performance which are shown in the Statement of Income and Expenses are revenue/income and expenses. The definitions of the different elements are as follows:

a. Assets — economic resources of an agency that are recognized and measured in conformity with generally accepted accounting principles. Assets also include certain deferred charges that are not resources but that are recognized and measured in conformity with generally accepted accounting principles.

b. Liabilities — economic obligations of an agency that are recognized and measured in conformity with generally accepted accounting principles. Liabilities also include certain deferred credits that are not obligations but that are recognized and measured in conformity with generally accepted accounting principles.

c. Equity — residual interest of the government in an agency which is the excess of the agency’s assets over its liabilities.

d. Revenue/Income — increase in economic benefits during the accounting period in the form of inflows or enhancements of assets or decrease of liabilities that results in increases in equity.

e. Expenses — decrease in economic benefits during an accounting period in the form of outflows or depletions of assets or incurrence of liabilities that results in decreases in equity.

SECTION 4. Balance Sheet Accounts.The balance sheet accounts consist of assets, liabilities and equity. These are classified into the following:

Assets —

Current Assets

Cash

Receivables

Marketable Securities

Inventories

Prepaid Expenses

Other Current Assets

Long-Term Investments

Property, Plant and Equipment

Other Assets

Liabilities —

Current Liabilities

Long-Term Liabilities

Other Liabilities

Equity —

Government Equity

SECTION 5. Revenue/Income and Expense Accounts.The revenue/income and expenses consist of the following:

Revenue/Income

General Income Accounts

Specific Income Accounts

Expenses

Personal Services

Maintenance and Other Operating Expenses

Financial Expenses

SECTION 6. Classification of Revenue/Income.The revenue/income accounts are classified into:

a. General Income Accounts — This account classification encompasses all types of revenue/income generated by government agencies in the exercise of their administrative and regulatory function, income from public enterprises/investments, and income from grants and donations including subsidies.

b. Specific Income Accounts — This account classification encompasses all taxes imposed on taxable income, properties, and use or sale of goods and services, taxes on international trade and transactions and other taxes including fines and penalties. Also included under these accounts are income generated from local government, schools and hospital operations.

Income realized/collected for which the agency is authorized to use but required to be remitted to the National Treasury shall be recorded under the Regular Agency (RA) books. A receivable account, Due from National Treasury, shall be debited upon remittance to the account of the Treasurer of the Philippines and the same account shall be credited upon receipt of the Notice of Cash Allocation issued by the DBM. At the end of the year, the income account shall be closed to the Income and Expense Summary account. Likewise, income collected and deposited under the agencies’ accounts with AGDBs, as authorized, shall be recorded in the RA books.

Those income realized/collected for the National Government (NG) and for which the agency is not authorized to use shall be recorded under the NG books maintained by the agency. A liability account, Due to National Treasury, shall be set up upon accrual/collection and the same account shall be debited upon remittance to the National Treasury.

The illustrative accounting entries relative to the use of the income accounts and related receivable/payable account are shown in Chapter 7, Volume I of the Manual.

SECTION 7. Classification of Expenses.The expense accounts are classified into:

a. Personal Services (PS) — These accounts include basic pay, all authorized allowances, bonus, cash gifts, incentives and other personnel benefits of officials and employees of the government.

b. Maintenance and Other Operating Expenses (MOOE) — These accounts include expenses necessary for the regular operations of an agency like, among others, traveling expenses, training and seminar expenses, water, electricity, supplies expense, maintenance of property, plant and equipment, and other maintenance and operating expenses.

c. Financial Expenses (FE) — These accounts include bank charges, interest expense, commitment charges, documentary stamp expense and other financial charges. It also includes losses incurred relative to foreign exchange transactions and debt service subsidy to GOCCs.

SECTION 8. Intermediate Accounts.These are accounts which are closed ultimately to the Government Equity account at the end of the accounting period. These include Cost of Goods Sold, Income and Expense Summary, Prior Years’ Adjustments, Retained Operating Surplus, Subsidy to Regional Offices/Staff Bureaus and Subsidy to Operating Units, among others.

 

SECTION 9. Account Codes.The Chart of Accounts consists of three-digit codes grouped as follows:

	Accounts		Account Codes
Assets				100-299
	Asset Contra Accounts		300-399
Liabilities			400-499
Equity				500-599
Revenue/Income		600-799
	General Income Accounts	600-699
	Specific Income Accounts	700-799
Expenses			800-960
	Personal Services	801-830
	Maintenance and Other	831-950
		Operating Expenses
	Financial Expenses	951-960

 

CHAPTER 2

The Chart of Accounts

SECTION 10. The Chart of Accounts.— The Chart of Accounts is prescribed for use of the national government agencies and local government units.

CHART OF ACCOUNTS

		CHART OF ACCOUNTS
Account	Account Title
Code
			ASSETS
		Current Assets
		Cash
101		Cash in Treasury
102		Cash – National Treasury, Modified Disbursement System (MDS)
103		Cash – Bangko Sentral ng Pilipinas
105		Petty Cash Fund
106		Cash – Collecting Officers
107		Cash – Disbursing Officers
110		Cash in Bank – Local Currency, Current Account
111		Cash in Bank – Local Currency, Savings Account
112		Cash in Bank – Local Currency, Time Deposits
113		Cash in Bank – Foreign Currency, Current Account
114		Cash in Bank – Foreign Currency, Savings Account
115		Cash in Bank – Foreign Currency, Time Deposits
		Receivables
121		Accounts Receivable
122		Notes Receivable
123		Loans Receivable, Current
124*		Real Property Tax Receivable
125*		Special Education Tax Receivable
126		Interests Receivable
127**		Currency Swap Receivable
128		Due from Officers and Employees
129*		Due from Other Funds
130		Due from NGAs
131		Due from LGUs
132		Due from GOCCs
133		Due from NGOs/POs
134		Due from National Treasury
135		Due from Central Office
136		Due from Regional Offices/Staff Bureaus
137		Due from Operating Units
138		Receivables – Disallowances/Charges
139		Other Receivables
	301		Allowance for Doubtful Accounts
		Marketable Securities
140		Treasury Bills
141*		Stocks
142*		Bonds
143		Other Marketable Securities
		Inventories
144		Raw Materials Inventory
145		Work-In-Process Inventory
146		Finished Goods Inventory
147		Merchandise Inventory
148		Accountable Forms Inventory
149		Office Supplies Inventory
150		Medical, Dental and Laboratory Supplies Inventory
151		Food/Non-food Supplies Inventory
152		Gasoline, Oil and Lubricants Inventory
153		Agricultural Supplies Inventory
154		Livestock and Crops Inventory
155		Spare Parts Inventory
156		Construction Materials Inventory
157		Other Agricultural Products Inventory
158		Confiscated Goods Inventory
160		Other Inventory Items
		Prepaid Expenses
161		Prepaid Rent
162		Prepaid Insurance
164		Prepaid Interest
165		Other Prepaid Expenses
		Other Current Assets
166		Guaranty Deposits
167		Deposits on Letters of Credit
168		Advances to Contractors
170		Other Current Assets
		Long - Term Investments
171		Loans Receivable – Long-Term, LGUs
172		Loans Receivable – Long-Term, GOCCs
173		Loans Receivable – Long-Term, Others
174		Investments in Stocks
175		Investments in Bonds
176		Investments in GOCCs
177		Sinking Fund – Cash
178		Sinking Fund – Securities
179		Other Long-Term Investments
		Property, Plant and Equipment
201		Land
202		Land Improvements
	302		Accumulated Depreciation – Land Improvements
203		Leasehold Improvements
	303		Accumulated Depreciation – Leasehold Improvements
204		Buildings
	304		Accumulated Depreciation – Buildings
205		School Buildings
	305		Accumulated Depreciation – School Buildings
206		Markets and Slaughterhouses
	306		Accumulated Depreciation – Markets and Slaughterhouses
207		Hospitals and Health Centers
	307		Accumulated Depreciation – Hospitals and Health Centers
208		Other Structures
	308		Accumulated Depreciation – Other Structures
209		Industrial Machineries
	309		Accumulated Depreciation – Industrial Machineries
210		Other Machineries
	310		Accumulated Depreciation – Other Machineries
211		Firefighting Equipment and Accessories
	311		Accumulated Depreciation – Firefighting Equipment and
			Accessories
212		Construction and Heavy Equipment
	312		Accumulated Depreciation – Construction and Heavy
			Equipment
214		Technical and Scientific Equipment
	314		Accumulated Depreciation – Technical and Scientific
			Equipment
215			IT Equipment and Software
	315		Accumulated Depreciation – I T Equipment
216		Telegraph, Telephone, Cable, TV and Radio Equipment
	316		Accumulated Depreciation – Telegraph, Telephone,
			Cable, TV and Radio Equipment
217		Artesian Wells, Reservoirs, Pumping Stations and Conduits
	317		Accumulated Depreciation – Artesian Wells,
			Reservoirs, Pumping Stations and Conduits
218		Motor Vehicles
	318		Accumulated Depreciation – Motor Vehicles
219		Watercrafts
	319		Accumulated Depreciation – Watercrafts
220		Trains
	320		Accumulated Depreciation – Trains
221		Aircrafts/Aircraft Ground Equipment
	321		Accumulated Depreciation – Aircrafts/Aircraft Ground
			Equipment
222		Office Equipment
	322		Accumulated Depreciation – Office Equipment
223		Other Equipment
	323		Accumulated Depreciation – Other Equipment
224		Furniture and Fixtures
	324		Accumulated Depreciation – Furniture and Fixtures
225		Ordnance
	325		Accumulated Depreciation – Ordnance
226		Books
	326		Accumulated Depreciation – Books
227		Other Property, Plant and Equipment
	327		Accumulated Depreciation – Other Property,Plant
			and Equipment
228		Work/Other Animals
229		Breeding Stocks
230		Construction in Progress – Agency Assets
231		Construction in Progress – Plaza, Parks and Monuments
232		Construction in Progress – Roads, Highways and Bridges
233		Construction in Progress – Ports, Lighthouses, Harbors, Seawalls,
			River Walls and Others
234		Construction in Progress – Airports and Runways
235		Construction in Progress – Railways
236		Construction in Progress – Waterways, Aqueducts, etc.
237		Construction in Progress – Irrigation, Canals and Laterals
238		Construction in Progress – Electrification, Power and Energy
			Structures
241		Construction in Progress – Other Public Infrastructures
242		Construction in Progress – Reforestation Projects
243		Public Infrastructures
244		Reforestation Projects
245		Arts, Archeological Specimen and Other Exhibits
249		Items in Transit
		Other Assets
251		Other Assets
LIABILITIES AND EQUITY
LIABILITIES
		Current Liabilities
401		Accounts Payable
402		Notes Payable
403		Loans Payable – Current, Domestic
404		Loans Payable – Current, Foreign
406		Interests Payable
407		Tax Refunds Payable
408		Guaranty Deposits Payable
409		Tax Credit Certificates Payable
410		Withholding Taxes Payable
411		GSIS Payable
412		PAG-IBIG Payable
413		PHILHEALTH Payable
414		Performance/Bidders/Bail Bonds Payable
427**		Currency Swap Payable
428		Due to Officers and Employees
429*		Due to Other Funds
430		Due to NGAs
431		Due to LGUs
432		Due to GOCCs
433		Due to National Treasury
435		Due to Central Office
436		Due to Regional Offices/Staff Bureaus
437		Due to Operating Units
439		Retirement Gratuity Benefits Payable
440		Deferred Credits to Income
441		Other Deferred Credits
448*		Deferred Real Property Tax Income
449*		Deferred Special Education Tax Income
450		Other Payables

		Long -Term Liabilities
451		Loans Payable – Long-Term, Domestic
452		Loans Payable – Long-Term, Foreign
453		Mortgage Payable
454		Bonds Payable – Long-Term, Domestic
455		Bonds Payable – Long-Term, Foreign
		Other Long-Term Liabilities
		Other Liabilities
465		Other Liabilities
EQUITY
501		Government Equity
502*		Project Equity
		Intermediate Accounts
531		Cost of Goods Sold
532		Income and Expense Summary
533		Prior Years’ Adjustments
534		Retained Operating Surplus
537*		Invested Equity
538		Subsidy to Regional Offices/Staff Bureaus
539		Subsidy to Operating Units
540		Gain or Loss Due to Dormant Accounts
REVENUE INCOME
		General Income
601		Subsidy Income from National Government
602		Subsidy from Central Office
603		Subsidy from Regional Office/Staff Bureau
604*		Subsidy from Other LGUs
605*		Subsidy from Other Funds
606*		Subsidy from Special Accounts
611		Income from Government Services
612		Income from Government Business Operations
613		Sales Revenue
621		Rent Income
622		Insurance Income
623		Dividend Income
624		Interest Income
625		Gain on Sale of Securities
626		Gain on Sale of Assets
627		Sale of Confiscated Goods and Properties
628		Foreign Exchange (FOREX) Gain
639		Miscellaneous Operating and Service Income
641		Fines and Penalties – Government Services and Business Operations
651		Income from Grants and Donations
Specific Income
		Tax Revenue
		Income Taxes
701		Income Tax – Individuals
702		Income Tax – Partnerships
703		Income Tax – Corporations
		Property Taxes
711*		Real Property Tax
712*		Property Transfer Tax
713*		Special Education Tax
714*		Special Assessment Tax
715*		Real Property Tax on Idle Lands
716		Stock Transfers Tax
717		Capital Gains Tax
718		Donors Tax
719		Estate Tax
		Taxes on Goods and Services
721		Excise Taxes on Articles
722		Value Added Tax
723		Business Taxes and Licenses
724		Franchise Tax
725*		Professional Tax
726*		Occupation Tax
727*		Printing and Publication Tax
735		Miscellaneous Taxes on Goods and Services
		Taxes on International Trade and Transactions
736		Import Duties
		Other Taxes
741		Documentary Stamp Tax
742*		Community Tax
743*		Science Stamp Tax
745*		Weights and Measures
746*		Share from Internal Revenue Collections
747*		Share from Tobacco Excise Tax
748*		Share from Economic Zones
749*		Shares from Expanded Value Added Tax (EVAT)
750*		Share from National Wealth
751*		Amusement Tax
752*		Sand and Gravel Tax
753*		Tax on Delivery Trucks and Vans
754		Tax on Forest Products
755		Immigration Taxes
759		Miscellaneous – Other Taxes
760		Fines and Penalties – Tax Revenue
		Other Specific Income
761		Registration Fees
762		Tuition/Affiliation Fees
763		Hospital Fees
764		Medical, Dental and Laboratory Fees
765		Library Fees
766		Athletic and Cultural Fees
767		Comprehensive Examination Fees
768		Transcript of Records Fees
769		Diploma and Graduation Fees
770		Inspection Fees
771		Permit Fees
772*		Garbage Fees
773		Clearance/Certification Fees
774		Franchising/Licensing Fees
775*		Fishery Rentals, Fees and Charges
776		Printing and Publication Income
777		Income from Canteen Operations
778		Income from Dormitory Operations
779*		Receipts from Lease of Properties
780		Receipts from Communication Facilities
781*		Receipts from Waterworks Systems
782*		Receipts from Transportation Systems
783*		Receipts from Markets
784*		Receipts from Slaughterhouses
785*		Receipts from Cemeteries
786		Toll Fees
787		Landing and Parking Fees
788		Other Income from School Services
789		Other Income from School Business Operations
790		Other Income from Hospital Services
791		Other Income from Hospital Business Operations
792*		Other Specific Income of LGUs
799		Fines and Penalties – Other Specific Income
EXPENSES
		Personal Services
801		Salaries and Wages – Regular Pay
802		Salaries and Wages – Part Time Pay
803		Salaries and Wages – Casual/Contractual
804		Personnel Economic Relief Allowance (PERA)
805		Additional Compensation (ADCOM)
806		Representation Allowance (RA)
807		Transportation Allowance (TA)
808		Clothing Allowance
809		Honoraria
810		Hazard Pay
811		Overtime and Night Pay
812		Holiday Pay
813		Christmas Bonus
814		Cash Gift
815		Productivity Incentive Benefits
816		Other Bonuses and Allowances
817		Life and Retirement Insurance Contributions
818		Pag-IBIG Contributions
819		PHILHEALTH Contributions
820		ECC Contributions
821		Pension and Retirement Benefits
822		Terminal Leave Benefits
823		Health Workers’ Benefits
824		Subsistence and Quarters’ Allowances
825		Longevity Pay
830		Other Personnel Benefits
		Maintenance and Other Operating Expenses
831		Traveling Expenses – Local
832		Traveling Expenses – Foreign
833		Training and Seminar Expenses
834		Water
835		Electricity
836		Cooking Gas
837		Telephone/Telegraph and Internet
838		Postage and Deliveries
839		Subscription Expenses
840		Advertising Expenses
841		Rent Expenses
842		Insurance Expenses
843		Fidelity Bond Premiums
844		Survey Expenses
845		Storage Expenses
846		Zoological/Animal Maintenance Expenses
847		Printing and Binding Expenses
848		Accountable Forms Expenses
849		Office Supplies Expenses
850		Medical, Dental and Laboratory Supplies Expenses
851		Food/Non-food Expenses
852		Gasoline, Oil and Lubricants Expenses
853		Agricultural Supplies Expenses
854		Legal Services
855		Auditing Services
856		Consultancy Services
857		General Services
858		Security and Janitorial Services
859		Taxes, Duties and Licenses
860		Tax Credit Subsidy
861		Tax Exemption Expenses
862		Public Infrastructure Repairs and Maintenance
863		Reforestation Project Maintenance
864		Buildings Maintenance
865		School Buildings Maintenance
866		Markets and Slaughterhouses Maintenance
867		Hospitals and Health Centers Maintenance
868		Other Structures Maintenance
869		Industrial Machineries Maintenance
870		Other Machineries Maintenance
871		Firefighting Equipment and Accessories Maintenance
872		Construction and Heavy Equipment Maintenance
874		Technical and Scientific Equipment Maintenance
875		IT Equipment Maintenance
876		Telegraph, Telephone, Cable, TV and Radio Equipment Maintenance
877		Artesian Wells, Reservoirs, Pumping Stations and Conduits Maintenance
878		Motor Vehicles Maintenance
879		Watercrafts Maintenance
880		Trains Maintenance
881		Aircrafts/Aircraft Ground Equipment Maintenance
882		Office Equipment Maintenance
883		Other Equipment Maintenance
884		Furniture and Fixtures Maintenance
885		Ordnance Maintenance
886		Other Repairs and Maintenance
887		Awards and Indemnities
888		Rewards and Other Claims
889		Grants and Donations
890		Representation Expenses
891		Extraordinary and Miscellaneous Expenses
892		Confidential and Intelligence Expenses
893		Anti-Insurgency/Contingency Expenses
894		Subsidy to National Government Agencies
895		Subsidy to Local Government Units
896		Subsidy to Government Corporations
897*		Subsidy to Other Funds
898*		Subsidy to Special Funds
901		Membership Dues to International Institutions
902		Depreciation – Land Improvements
903		Depreciation – Leasehold Improvements
904		Depreciation – Buildings
905		Depreciation – School Buildings
906		Depreciation – Markets and Slaughterhouses
907		Depreciation – Hospitals and Health Centers
908		Depreciation – Other Structures
909		Depreciation – Industrial Machineries
910		Depreciation – Other Machineries
911		Depreciation – Firefighting Equipment and Accessories
912		Depreciation – Construction and Heavy Equipment
914		Depreciation – Technical and Scientific Equipment
915		Depreciation – IT Equipment
916		Depreciation – Telegraph, Telephone, Cable, TV and Radio Equipment
917		Depreciation – Artesian Wells, Reservoirs, Pumping Stations and
		Conduits
918		Depreciation – Motor Vehicles
919		Depreciation – Watercrafts
920		Depreciation – Trains
921		Depreciation – Aircrafts/Aircraft Ground Equipment
922		Depreciation – Office Equipment
923		Depreciation – Other Equipment
924		Depreciation – Furniture and Fixtures
925		Depreciation – Ordnance
926		Depreciation – Books
927		Depreciation – Other Property, Plant and Equipment
928		Obsolescence – IT Software
929		Bad Debts Expense
937*		Discount on Real Property Tax
938*		Discount on Special Education Tax
947		Loss on Sale of Assets
948		Loss of Assets
950		Other Expenses
		Financial Expenses
951		Bank Charges
952		Interest Expenses
953		Commitment Charges
954		Documentary Stamps Expenses
955		Other Financial Charges
956		Foreign Exchange (FOREX) Loss
957		Debt Service Subsidy to GOCCs
958		Loss on Guaranty

CHAPTER 3

Description of Accounts

SECTION 11. Description of Accounts.— Each account in the Chart of Accounts is defined/described. Instructions when to debit and credit the Balance Sheet accounts, Intermediate accounts, Subsidy Income from National Government, Subsidy from Central Office and Subsidy from Regional Office/Staff Bureau are presented.

ASSETS

Current Assets

Cash

SECTION 12. Cash in Treasury (101).— This account is used to record collections of the Bureau of the Treasury (BTr) pending deposits.

Debit this account for:

Treasuries’ collections

Credit this account for:

Deposits of collection to Bangko Sentral ng Pilipinas or Authorized Government Depository Banks (AGDBs).

SECTION 13. Cash — National Treasury, Modified Disbursement System (MDS) (102).— This account is used to record in the Regular Agency (RA) books the receipt of Notice of Cash Allocation (NCA) from the Department of Budget and Management (DBM) and the corresponding withdrawals of National Government Agencies (NGAs) against the NCA received thru the issuance of MDS checks, and other modes of disbursements.

Debit this account for:

Receipt of NCA from DBM

Receipt of Notice of Transferred Allocation to Agency/Regional Offices (ROs)/Operating Units (OUs) from the Central Office (CO)

Credit this account for:

MDS checks issued

ADA issued

Notice of Transferred Allocation issued by NGA Main Office to ROs/OUs and/or attached offices thru Government Servicing Banks (GSB)

Reversion of unused/balance/expired portion of NCA

SECTION 14. Cash — Bangko Sentral ng Pilipinas (103).— This account is used to record deposits to and withdrawals from the account maintained with the Bangko Sentral ng Pilipinas (BSP).

Debit this account for:

Deposits with BSP

Credit advices/memos received from BSP

Credit this account for:

Withdrawal or reduction of deposits with BSP

Debit advices/memos received from BSP

SECTION 15. Petty Cash Fund (105).— This account is used to record in the books of the agency the cash granted to Regular or Special Disbursing Officers for the creation of Petty Cash Fund (PCF),which shall be maintained under the Imprest System. Such Fund shall only be used for payment of petty or miscellaneous authorized expenditures, which cannot be conveniently paid by check.

Debit this account for:

Cash granted as PCF to duly designated Regular or Special Disbursing Officers for payment of petty or miscellaneous authorized expenditures

Replenishment in the ensuing year of expenses not replenished at the end of the year

Credit this account for:

Adjusting entry to recognize expenses paid out of the PCF but not replenished at the end of the year

Final liquidation/closing of the PCF

SECTION 16.  Cash — Collecting Officers (106).— This account is used to record collections and deposits made by Collecting Officers/ Postmasters/Telegraph Operators to the National Treasury and/or AGDBs.

Debit this account for:

Collections made by Collecting Officers/Postmasters/Telegraph Operators

Dishonored (checks) deposits based on the debit memo received from the AGDBs

Credit this account for:

Deposits made by Collecting Officers for the account of the Treasurer of the Philippines (TOP)

Deposits made by Collecting Officers with AGDBs

Cancellation of Official Receipts

Incurrence of cash shortage

SECTION 17. Cash — Disbursing Officers (107).— This account is used to record the amount of cash advances granted to designated Regular or Special Disbursing Officers and disbursements made in payment of authorized official expenditures.

Debit this account for:

Cash advances to duly designated Regular or Special Disbursing Officers for payment of salaries and wages

Cash advances to Postmasters and Telegraph Operators for authorized disbursements

Cash advances to Special Disbursing Officers for specific purpose or activity

Credit this account for:

Liquidation/Authorized official payments made by Disbursing Officers/Postmasters/Telegraph Operators

Refund of unused portion of advances upon completion of the purpose/activity or at year-end

Incurrence of cash shortage

SECTION 18. Cash in Bank — Local Currency, Current Account (110).— This account is used to record deposits/withdrawals of local currency in current account maintained with AGDBs.

 

Debit this account for:

Deposits of local currency in current account

Credit advices/memos received

Interest earned net of withholding tax

Credit this account for:

Commercial checks issued

Debit advices/memos received

Remittance of interest earned net of withholding tax to the National Treasury

SECTION 19. Cash in Bank — Local Currency, Savings Account (111).— This account is used to record deposits/withdrawals of local currency in a savings account maintained with AGDBs.

Debit this account for:

Deposits of local currency in savings account

Credit advices/memos received

Interest earned net of withholding tax

Credit this account for:

Withdrawals or authorized reduction of deposits

Debit advices/memos received

Remittance of interest earned net of withholding tax to the National Treasury

SECTION 20. Cash in Bank — Local Currency, Time Deposits (112).— This account is used to record placement in local currency of excess cash or cash not earmarked for immediate use with AGDBs for a specified period.

Debit this account for:

Deposits of local currency with AGDBs for a specific period

Interest earned net of withholding tax

Credit this account for:

Withdrawals of deposits or redemption at maturity

Remittance of interest earned net of withholding tax to the National Treasury

SECTION 21. Cash in Bank — Foreign Currency, Current Account (113).— This account is used to record deposits and withdrawals of foreign currency in current account maintained with AGDBs.

Debit this account for:

Deposits of foreign currency in current account

Credit advices/memos received

Interest earned net of withholding tax

Credit this account for:

Commercial checks issued

Debit advices/memos received

Remittance of interest earned net of withholding tax to the National Treasury

SECTION 22. Cash in Bank — Foreign Currency, Savings Account (114).— This account is used to record deposits/withdrawals of foreign currency in savings account maintained with AGDBs.

Debit this account for:

Deposits of foreign currency in savings account

Credit advices/memos received

Interest earned net of withholding tax

Credit this account for:

Withdrawals or authorized reduction of deposits

Debit advices/memos received

Remittance of interest earned net of withholding tax to the National Treasury

SECTION 23. Cash in Bank — Foreign Currency, Time Deposits (115).— This account is used to record placement of foreign currency maintained with AGDBs for a specified period.

Debit this account for:

Deposits of foreign currency with AGDBs for a specific period

Interest earned net of withholding tax

Credit this account for:

Withdrawals or reduction of deposits due to redemption at maturity

Remittance of interest earned net of withholding tax to the National Treasury

Receivables

SECTION 24. Accounts Receivable (121).— This account is used to record the amount due from customers/clients resulting from services rendered, trading/business transactions, and sale of merchandise or property which are expected to be collected in the regular course of business or over a definite period.

Debit this account for:

Services rendered on account

Sale of merchandise or property on account

Other amounts due from customers/clients resulting from trading/business transactions/operations

Credit this account for:

Collection of the amount due from customers/clients

Authorized write-off of accounts

SECTION 25. Notes Receivable (122).— This account is used to record the value of promissory notes, time drafts, trade acceptances and other negotiable short-term instruments from trade debtors.

Debit this account for:

Value of promissory notes, time drafts, trade acceptances and other negotiable short-term instruments received

Credit this account for:

Collections made from promissory notes, time drafts, trade acceptances and other negotiable short-term instruments

Authorized write-off of accounts

SECTION 26. Loans Receivable, Current (123).— This account is used to record the amount of short-term loans granted by the government to duly authorized recipients including LGUs, GOCCs and authorized private entities in accordance with existing agreement.

Debit this account for:

Short-term loans granted to duly authorized recipients including LGUs, GOCCs and authorized private entities

Credit this account for:

Collections made from the loans granted

Authorized write-off of accounts

SECTION 27. Interests Receivable (126).— This account is used to record the uncollected interest earned from short-term/long-term investments.

Debit this account for:

Interest earned but not yet collected

Credit this account for:

Collection of the interest earned

Authorized write-off of accounts

SECTION 28. Due from Officers and Employees (128).— This account is used to record the amount due from officers and employees of the agency and advances granted for official travels.

Debit this account for:

Overpayment of salaries, fringe benefits and other emoluments

Cash shortages

Cash advances granted for travels (local and foreign) subject to liquidation

Other receivables from officers and employees

Credit this account for:

Collections of overpayment of salaries, fringe benefits and other emoluments

Collections of cash shortages

Liquidation of cash advances for travel

Refund of excess/unused portion of cash advance for travels

Collection of receivables from officers and employees

Authorized write-off of accounts

SECTION 29. Due from NGAs (130).— This account is used to record the amount due from departments, bureaus and other offices of the National Government.

Debit this account for:

Amount advanced for the account of NGAs

Overpayment to NGAs

Amount due arising from inter-agency and/or inter-office transactions

Credit this account for:

Collections of receivables from NGAs

Settlement of inter-agency and inter-office transactions

Authorized write-off of accounts

SECTION 30. Due from LGUs (131).— This account is used to record the amount due from provinces, cities, municipalities, barangays and other LGUs.

Debit this account for:

Advances granted to LGUs

Subsidies granted to LGUs subject to liquidation

Overpayment to LGUs

Credit this account for:

Submission of liquidation reports by LGUs

Collections of receivables from LGUs

Authorized write-off of accounts

SECTION 31. Due from GOCCs (132).— This account is used to record the amounts of short-term loans granted by the National Government to Government-Owned and/or Controlled Corporations (GOCCs) and Government Financial Institutions (GFIs).

Debit this account for:

Amount paid for the account of GOCCs/GFIs

Insurance claim from General Insurance Fund of GSIS

Overpayment to GOCCs/GFIs

Short-term loans granted to GOCCs/GFIs

Credit this account for:

Collection of receivables from GOCCs/GFIs

Authorized write-off of accounts

SECTION 32. Due from NGOs/POs (133).— This account is used to record the release of funds entrusted to Non-Governmental Organizations/Peoples’ Organizations (NGOs/POs) for the implementation of government projects.

Debit this account for:

Release of funds entrusted to NGOs/POs

Credit this account for:

Liquidation of funds entrusted to NGOs/POs

Refund of unused fund

SECTION 33. Due from National Treasury (134).— This account is used to record the amount deposited/remitted by government agencies with the National Treasury thru AGDB for collections, which the agencies are authorized to use upon receipt of the NCA.

Debit this account for:

Deposits/Remittances with the National Treasury of collections, which the agencies are authorized to use

Credit this account for:

Receipt of NCA

For identifying the particular receivables from the National Treasury, subsidiary ledgers by nature of deposit shall be provided, such as cash performance bonds, grants and donations, etc.

SECTION 34. Due from Central Office (135).— This account is used to record inter-office transactions in the books of Regional Offices/Staff Bureaus/Operating Units (ROs/SBs/OUs).

Debit this account for:

Inter-office transactions

Credit this account for:

Inter-office transactions

SECTION 35. Due from Regional Offices/Staff Bureaus (136).— This account is used to record inter-office transactions in the books of CO/OUs. It also includes receivables from RO at year-end equivalent to the unobligated balance of allotment covered by funding check.

Debit this account for:

Inter-office transactions

Receivables from RO/SB at year-end equivalent to the unobligated balance of allotment covered by funding check

Credit this account for:

Inter-office transactions

Receipt of funds from RO/SB pertaining to unobligated balance of allotment covered by funding check

SECTION 36. Due from Operating Units (137).— This account is used to record inter-office transactions in the books of Central/Regional Offices (CO/RO).It also includes receivables from OU at year-end equivalent to the unobligated balance of allotment covered by funding check.

Debit this account for:

Inter-office transactions

Receivables from OU at year-end equivalent to the unobligated balance of allotment covered by funding check

Credit this account for:

Inter-office transactions

Receipt of funds from OU pertaining to unobligated balance of allotment covered by funding check

SECTION 37. Receivables — Disallowances/Charges (138).— This account is used to record the amount due from officers and employees and those outside of government agencies for audit disallowances/charges, which have become final and executory.

Debit this account for:

Amount due from officers and employees resulting from audit disallowances/charges, which have become final and executory

Amount due from contractors, suppliers or entities resulting from audit disallowances/charges, which have become final and executory

Credit this account for:

Cash settlement of audit disallowances/charges

Compliance to requirements or non-cash settlement

SECTION 38. Other Receivables (139).— This account is used to record the amount due from all other debtors not falling under any of the specific types of receivables.

 

Debit this account for:

Amounts due from debtors and entities which cannot be classified under the specific receivable accounts

Credit this account for:

Collections of amounts due from other debtors

Authorized write-off

SECTION 39. Allowance for Doubtful Accounts (301).— This account is used to record reduction in the value of trade receivable accounts, which is estimated as uncollectible based on COA standard/policies.

Debit this account for:

Accounts of customers/clients which have been determined to be uncollectible for which authority to write-off has been granted

Credit this account for:

Estimated amount of uncollectible accounts

Marketable Securities

SECTION 40. Treasury Bills (140).— This account is used to record the authorized purchase/acquisition by NGAs of short-term debt instruments issued by the National Government thru the BTr.

Debit this account for:

Cost of treasury bills purchased

Credit this account for:

Resale or disposition of treasury bills

SECTION 41. Other Marketable Securities (143).— This account is used to record the cost of other marketable securities acquired as temporary investments by agencies.

Debit this account for:

Purchase of other types of authorized marketable securities

Credit this account for:

Sale or disposition of other types of marketable securities

Inventories

SECTION 42. Raw Materials Inventory (144).— This account is used to record the value of raw materials purchased for use in production.

Debit this account for:

Raw materials purchased for use in production

Credit this account for:

Raw materials issued for use in production

Inventory shortage/loss

SECTION 43. Work-In-Process Inventory (145).— This account is used to record the cost and/or other appropriate value of job or work orders which have been started but unfinished or still in the process of manufacture as of the end of the accounting period.

Debit this account for:

Raw materials, labor and overhead put into production

Credit this account for:

Cost or value of the finished products

Inventory shortage/loss

SECTION 44. Finished Goods Inventory (146).— This account is used to record the cost of completed job or work orders and goods manufactured/produced/processed.

Debit this account for:

Cost or value of the finished products

Credit this account for:

Finished products transferred to Merchandise Inventory account

Finished products issued

Inventory shortage/loss

SECTION 45. Merchandise Inventory (147).— This account is used to record the cost or other appropriate value of merchandise and other property, which have been purchased or produced for sale. It includes but not limited to drugs and medicines for hospitals/sanitaria and finished products fabricated/manufactured/produced out of agency/schools’ manufacturing operations which are intended for sale.

Debit this account for:

Articles purchased for sale

Goods or merchandise for sale which have been manufactured or produced, conversion cost of which have been charged to appropriations

Cost of drugs and medicines of hospitals/sanitaria for sale to patients

Credit this account for:

Sale/issuance or other modes of disposition of the above items

SECTION 46. Accountable Forms Inventory (148).— This account is used to record the cost or appropriate value of accountable forms acquired/requisitioned for use in the course of government operations and/or sale.

Debit this account for:

Cost or appropriate value of accountable forms

Credit this account for:

Sale/Issuance of accountable forms (at cost)

Transfer of inventory to ROs/OUs

Other modes of disposition

SECTION 47. Office Supplies Inventory (149).— This account is used to record the value of office supplies, printed general forms, janitorial supplies, IT supplies and other supplies purchased or acquired for use in the course of government operations.

Debit this account for:

Purchase of office supplies and materials

Cost of office supplies and materials acquired free of charge or thru donation

Credit this account for:

Use/Consumption of the above items

Other modes of disposition

SECTION 48. Medical, Dental and Laboratory Supplies Inventory (150).— This account is used to record the appropriate value of medical, dental and laboratory supplies acquired for use in the course of government operations. It includes drugs and medicines purchased for consumption of hospital/sanitary/clinic/center and other items used in research activities.

Debit this account for:

Purchase of —

Medical and dental supplies

Drugs and medicines for clinic/hospital/sanitary/center consumption

Laboratory supplies for use in research activities

Credit this account for:

Use/consumption of the above items

Other modes of disposition

SECTION 49. Food and Non-food Supplies Inventory (151).— This account is used to record the appropriate value of non-perishable food and non-food supplies inventory in hospitals (Dietary Units) and penitentiary. It also includes those items purchased for distribution to people affected by calamities/disasters/areas in conflict.

Debit this account for:

Purchase of food and non-food supplies for use by patients, inmates and people affected in calamity-ridden areas

Credit this account for:

Use/Consumption

Other modes of disposition

SECTION 50. Gasoline, Oil and Lubricants Inventory (152).— This account is used to record the cost of gasoline, oil and lubricant, purchased for stock for issuance/consumption in government operations.

Debit this account for:

Purchase of gasoline, oil and lubricants for stock to be consumed in government operations

Credit this account for:

Use/Consumption

Other modes of disposition

SECTION 51. Agricultural Supplies Inventory (153).— This account is used to record the cost or appropriate value of agricultural supplies purchased or acquired thru donation for use in the implementation of government programs.

Debit this account for:

Purchase or receipt of donated fertilizers and pesticides

Purchase or receipt of other donated agricultural supplies

Credit this account for:

Sale of fertilizers and pesticides and other agricultural supplies

Issuance or consumption for the implementation of projects

Other modes of disposition

SECTION 52. Livestock and Crops Inventory (154).— This account is used to record the cost or appropriate value of fruits/crops harvested and livestock acquired or purchased to be used in the dispersal program/project of the government. It is also used to record livestock produced and offered for sale upon reaching marketable age.

Debit this account for:

Purchase or acquisition of livestock to be used in the dispersal program/project of the government

Livestock offered for sale upon reaching marketable age

Value of offspring, harvested fruits and crops

Credit this account for:

Issuance/Dispersal of livestock to the recipient

Sale of livestock/fruits and crops

Other modes of disposition

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

154 - 01 Livestock Inventory

154 - 02 Crops Inventory

SECTION 53. Spare Parts Inventory (155).— This account is used to record the cost or appropriate value of spare parts purchased for the repair of vehicles, aircrafts, industrial machineries and other equipment.

Debit this account for:

Purchase of spare parts for use in the repair of vehicles, aircrafts, industrial machineries and other equipment

Credit this account for:

Issuance of spare parts

Other modes of disposition

SECTION 54. Construction Materials Inventory (156).— This account is used to record the cost or appropriate value of construction materials purchased for projects undertaken by administration such as painting, carpentry/construction/plumbing and electrical supplies.

Debit this account for:

Purchase of construction materials for projects undertaken by administration

Return of items from the construction project to the stockroom

Credit this account for:

Issuance of construction materials

Other modes of disposition

SECTION 55. Other Agricultural Products Inventory (157).— This account is used to record the cost or appropriate value of produce from fishery and other agricultural operations, which are intended for sale.

Debit this account for:

Inventory of produce from fishery and other agricultural operations

Credit this account for:

Sale or other modes of disposition of fish and other agricultural product

SECTION 56. Confiscated Goods Inventory (158).— This account is used to record the cost or appropriate value of confiscated goods and properties which are decided in favor of the government.

Debit this account for:

Confiscated goods and properties

Credit this account for:

Sale of confiscated good and properties

Other modes of disposition of confiscated goods and properties

SECTION 57. Other Inventory Items (160).— This account is used to record the cost or appropriate value of inventories which cannot be classified under specific inventory accounts like, among others, forms (income tax returns, voters forms, etc.) brochures, printed leaflets for information dissemination of the government projects/programs, scrap materials, motor vehicles plates, car stickers, workbooks used in schools, etc.

Debit this account for:

Inventory of forms/brochures/leaflets/motor vehicles plates/car stickers, etc.

Inventory of workbooks for distribution to public schools

Inventory of scrap materials

Other inventory items

Credit this account for:

Sale/Issuance of other inventory items

Other modes of disposition

Prepaid Expenses

SECTION 58. Prepaid Rent (161).— This account is used to record the advance payment and deposit for lease/rental of buildings, land, equipment, office space, vehicles and other property, plant and equipment for use in government operations.

Debit this account for:

Advance payment and deposit for lease/rental of buildings, land, office space, equipment, vehicles and other properties for use in government operations

Credit this account for:

Expired or expense portion at the end of the accounting period

 

SECTION 59. Prepaid Insurance (162).— This account is used to record the advance payment for fidelity bond premiums of accountable officers and insurance premiums of government properties.

Debit this account for:

Advance payment for —

Fidelity bond premiums of accountable officers

Insurance premiums of government properties

Credit this account for:

Expired or expense portion at the end of the accounting period

SECTION 60. Prepaid Interest (164).— This account is used to record advance payment of interest for loans contracted/guaranteed by the government.

Debit this account for:

Interest payments made in advance for loans contracted/ guaranteed by the government

Credit this account for:

Expired or expense portion at the end of the accounting period

SECTION 61. Other Prepaid Expenses (165).— This account is used to record other prepaid expenses not included in any specific prepaid accounts.

Debit this account for:

Other prepaid expenses

Credit this account for:

Expired portion of other prepaid expenses at the end of accounting period

Other Current Assets

SECTION 62. Guaranty Deposits (166).— This account is used to record the amount of cash deposits, subject to refund, made to secure or guaranty compliance with certain requirements in a transaction.

Debit this account for:

Deposits for the exercise of an option to levy or lease

Deposits to secure coinage

Deposits to secure BSP Notes

Deposits to secure stocks and bonds of GOCCs

Other deposits to guaranty performance

Credit this account for:

Refund/Forfeiture of the above deposits

SECTION 63. Deposits on Letters of Credit (167).— This account is used to record deposits made for the opening of letters of credit.

Debit this account for:

Deposits made for opening domestic/foreign letters of credit

Credit this account for:

Application/Utilization of deposits for domestic/foreign purchases

SECTION 64. Advances to Contractors (168).— This account is used to record the payment authorized by law to be made in advance to contractors upon submission of the required bonds or stand-by letter of credit.

Debit this account for:

Payment of authorized advances to contractors

Credit this account for:

Recoupment of authorized advances to contractors

SECTION 65. Other Current Assets (170).— This account is used to record deposits on containers and other current assets which cannot be classified under specific current asset accounts.

Debit this account for:

Deposits on containers such as drums, gas, oxygen or acetylene tanks, bottles and other containers

Other current assets, which cannot be classified under any of the specific current asset accounts

Credit this account for:

Sale or disposition of the above items

Refund/Forfeiture of deposits made

Long-Term Investments

SECTION 66. Loans Receivable — Long-Term, LGUs (171).— This account is used to record long-term loans granted/relent to LGUs by the National Government.

Debit this account for:

Long-term loans granted to LGUs

Credit this account for:

Collection of long-term loans granted/relent to LGUs

SECTION 67. Loans Receivable — Long-Term, GOCCs (172).— This account is used to record long-term loans granted/relent to GOCCs by the National Government.

Debit this account for:

Long-term loans granted/relent to GOCCs

Credit this account for:

Collection of long-term loans granted/relent to GOCCs

SECTION 68. Loans Receivable — Long-Term, Others (173).— This account is used to record authorized long-term loans granted to private entities.

Debit this account for:

Long-term loans granted/relent to private entities

Credit this account for:

Collection of long-term loans granted/relent to private entities

SECTION 69. Investments in Stocks (174).— This account is used to record authorized long-term investments in stocks of government and private corporations.

Debit this account for:

Subscription to capital stocks of government and private corporations

Credit this account for:

Sale of stocks

SECTION 70. Investments in Bonds (175).— This account is used to record long-term investments in bonds of government and private institutions.

Debit this account for:

Purchase of bonds issued by the government and private institutions

Credit this account for:

Redemption of bonds

Resale of bonds

SECTION 71. Investments in GOCCs (176).— This account is used to record equity and other long-term investments of the National Government to GOCCs.

Debit this account for:

Investments to GOCCs (non-stock)

Other long-term investments to GOCCs

Credit this account for:

Payments/Settlement received for investments

SECTION 72. Sinking Fund — Cash (177).— This account is used to record cash set aside for the liquidation of long-term debt.

Debit this account for:

Setting aside of cash as sinking fund

Credit this account for:

Purchase of sinking fund securities for the purpose of temporary investment

Liquidation of long-term debt

SECTION 73. Sinking Fund — Securities (178).— This account is used to record securities purchased out of sinking fund to generate income while waiting for the liquidation of long-term indebtedness.

Debit this account for:

Purchase of sinking fund securities

Credit this account for:

Redemption of securities

Sale of securities

SECTION 74. Other Long-Term Investments (179).— This account is used to record all other types of long-term investments, which cannot be classified under specific investment accounts. It includes cost of stocks/securities purchased from service enterprises as required before service connection is made.

Debit this account for:

All other types of long-term investment

Cost of stocks/securities purchased from power and telephone companies and other service enterprises as required before service connections is made or the needed service can be rendered

Credit this account for:

Sale or disposition of other types of long-term investments

Sale or disposition of stocks/securities purchased for power and telephone companies and other service enterprise

Property, Plant and Equipment

SECTION 75. Land (201).— This account is used to record the cost or appraised value or other appropriate value of land acquired by the government including property rights and interests.

Debit this account for:

Purchase of land

Transfer from government agencies, private entities and individuals

Transfer due to court order

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Donation

SECTION 76. Land Improvements (202).— This account is used to record the cost or appropriate value of land improvements, which are more or less permanent or capital in nature such as; flagpoles, sidewalks, fences, driveways, parking areas, etc.

Debit this account for:

Construction of land improvements

Transfer of land to where it was constructed by government agencies, private entities and individuals

Transfer due to court order

Free acquisition/Donation

Credit this account for:

Sale of land to where it was constructed

Transfer of land to government agencies

Involuntary destruction

Donation of land to where it was constructed

SECTION 77. Accumulated Depreciation — Land Improvements (302).— This account is used to record the cumulative reduction in value of land improvements due to use in the course of operation or in production of income.

Debit this account for:

Accumulated amount of depreciation charged against the land improvements upon destruction or transfer/sale of land to where it was constructed

Credit this account for:

Periodic charges as depreciation expense for land improvements

SECTION 78. Leasehold Improvements (203).— This account is used to record the cost or appropriate value of improvements made on leased property.

Debit this account for:

Cost or appropriate value of improvements on leased property

Credit this account for:

Reduction of leasehold improvements due to destruction

Other modes of disposition

SECTION 79. Accumulated Depreciation — Leasehold Improvements (303).— This account is used to record the cumulative reduction in value of leasehold improvements due to use in the course of operation or in production of income.

Debit this account for:

Accumulated amount of depreciation charged against the leasehold improvements upon demolition or termination of the lease

Credit this account for:

Periodic charges as depreciation expense for leasehold improvements (Depreciable life is the life of the leasehold improvement or the lease agreement whichever is shorter.)

SECTION 80. Buildings (204).— This account is used to record the cost or appraised value of the buildings purchased or constructed (other than school buildings, markets, slaughterhouses, hospitals and health centers),including related improvements, which are capital in nature.

Debit this account for:

Purchase or construction of buildings

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Transfer due to court order

Free acquisition/donation received

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Demolition

Donation

SECTION 81. Accumulated Depreciation — Buildings (304).— This account is used to record the cumulative reduction in value of buildings (other than school buildings, markets, slaughterhouses, hospitals and health centers) due to use in the course of operation or in production of income.

Debit this account for:

Accumulated amount of depreciation charged against the building upon retirement, sale or demolition

Credit this account for:

Periodic charges as depreciation expense for buildings

SECTION 82. School Buildings (205).— This account is used to record the cost or appraised value of school buildings purchased or constructed including related improvements, which are capital in nature.

Debit this account for:

Purchase or construction of school buildings

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

 

Transfer from government agencies, private entities and individuals

Transfer due to court order

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Demolition

Donation

SECTION 83. Accumulated Depreciation — School Buildings (305).— This account is used to record the cumulative reduction in value of school buildings due to use in the course of operation or in the production of income.

Debit this account for:

Cumulative amount of depreciation charged against the building upon retirement, sale or demolition

Credit this account for:

Periodic charges as depreciation expense for school buildings

SECTION 84. Markets and Slaughterhouses (206).— This account is used to record the cost or appraised value of markets and slaughterhouses acquired or constructed.

Debit this account for:

Purchase or construction of markets and slaughterhouses

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Free acquisition/Donation

Transfer due to court order

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

206-01 Markets

206-02 Slaughterhouses

SECTION 85. Accumulated Depreciation — Markets and Slaughterhouses (306).— This account is used to record the cumulative reduction in value of markets and slaughterhouses due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against markets and slaughterhouses upon retirement, sale or demolition

Credit this account for:

Periodic charges as depreciation expense for markets and slaughterhouses

For the purpose of identifying the depreciation of the particular asset account, the following sub-accounts shall be used:

306-01 Accumulated Depreciation — Markets

306-02 Accumulated Depreciation — Slaughterhouses

SECTION 86. Hospitals and Health Centers (207).— This account is used to record the cost or appraised value of hospitals and health centers acquired or constructed.

Debit this account for:

Purchase or construction of hospitals and health centers

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Transfer due to court order

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Demolition

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

207-01 Hospitals

207-02 Health Centers

SECTION 87. Accumulated Depreciation — Hospitals and Health Centers (307).— This account is used to record the cumulative reduction in value of hospitals and health centers due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against hospitals and health centers upon retirement, sale or demolition

Credit this account for:

Periodic charges as depreciation expense for hospitals and health centers

For the purpose of identifying the depreciation of the particular asset account, the following sub-accounts shall be used:

307-01 Accumulated Depreciation — Hospitals

307-02 Accumulated Depreciation — Health Centers

SECTION 88. Other Structures (208).— This account is used to record the cost or appraised value of other structures acquired or constructed.

Debit this account for:

Purchase or construction of other structures

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Transfer due to court order

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Demolition

Donation

SECTION 89. Accumulated Depreciation — Other Structures (308).— This account is used to record the cumulative reduction in value of other structures due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against other structures upon retirement, sale or demolition

Credit this account for:

Periodic charges as depreciation expense for other structures

SECTION 90. Industrial Machineries (209).— This account is used to record the cost or appraised value of industrial machineries acquired.

Debit this account for:

Purchase of industrial machineries

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 91. Accumulated Depreciation — Industrial Machineries (309).— This account is used to record the cumulative reduction in value of industrial machineries due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against industrial machineries upon retirement, sale or destruction.

Credit this account for:

Periodic charges as depreciation expense for industrial machineries

SECTION 92. Other Machineries (210).— This account is used to record the cost or appraised value of other machineries and equipment acquired.

Debit this account for:

Purchase of other machineries and equipment

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government/agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 93. Accumulated Depreciation — Other Machineries (310).— This account is used to record the cumulative reduction in value of machineries and equipment due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against other machineries upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for other machineries

SECTION 94. Firefighting Equipment and Accessories (211).— This account is used to record the cost or appraised value of firefighting equipment and accessories acquired.

Debit this account for:

Purchase of firefighting equipment and accessories

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

211-01 Firefighting Equipment

211-02 Accessories

SECTION 95. Accumulated Depreciation — Firefighting Equipment and Accessories (311).— This account is used to record the cumulative reduction in value of firefighting equipment and accessories due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against firefighting equipment and accessories upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for firefighting equipment and accessories

For the purpose of identifying the depreciation of the particular asset account, the following sub-accounts shall be used:

311-01 Accumulated Depreciation — Firefighting Equipment

311-02 Accumulated Depreciation — Accessories

SECTION 96. Construction and Heavy Equipment (212).— This account is used to record the cost or appraised value of construction and heavy equipment acquired.

Debit this account for:

Purchase of construction equipment

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 97. Accumulated Depreciation — Construction and Heavy Equipment (312).— This account is used to record the cumulative reduction in value of construction and heavy equipment due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against construction equipment upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for construction and heavy equipment

Involuntary destruction

Donation

SECTION 98. Technical and Scientific Equipment (214).— This account is used to record the cost or appraised value of technical and scientific equipment acquired.

Debit this account for:

Purchase of technical and scientific equipment

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

 

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

214-01 Technical Equipment

214-02 Scientific Equipment

SECTION 99. Accumulated Depreciation — Technical and Scientific Equipment (314).— This account is used to record the cumulative reduction in value of technical and scientific equipment due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against technical and scientific equipment upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for technical and scientific equipment

For the purpose of identifying the depreciation of the particular asset account, the following sub-accounts shall be used:

314-01 Accumulated Depreciation — Technical Equipment

314-02 Accumulated Depreciation — Scientific Equipment

SECTION 100. IT Equipment and Software (215).— This account is used to record the cost or appraised value of IT equipment and software acquired, purchased or developed.

Debit this account for:

Purchase of IT equipment and software including those developed by the agency

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

215-01  IT equipment (from PCs to more complex  mainframes)

215-02 IT peripheral equipment ( such as printers,  external devices for back-up storage and  similar items)

215-02 Software (consisting of operating systems,  application software and the like)

SECTION 101. Accumulated Depreciation — IT Equipment (315).— This account is used to record the cumulative reduction in value of IT equipment due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against IT equipment upon retirement, sale, or destruction

Credit this account for:

Periodic charges as depreciation expense for IT equipment

SECTION 102. Telegraph, Telephone, Cable, TV and Radio Equipment (216).— This account is used to record the cost or appraised value of telegraph, telephone, cable, TV and radio equipment acquired.

Debit this account for:

Purchase of telegraph, telephone, cable, TV and radio equipment

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agency

Involuntary destruction

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

216-01 Telegraph

216-02 Telephone

216-03 Cable

216-04 TV

216-05 Radio Equipment

SECTION 103. Accumulated Depreciation — Telegraph, Telephone, Cable, TV and Radio Equipment (316).— This account is used to record the cumulative reduction in value of telegraph, telephone, cable, TV and radio equipment due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against telegraph, telephone, TV cable and radio equipment upon retirement, sale or destruction.

Credit this account for:

Periodic charges as depreciation expense for telegraph, telephone, cable, TV and radio equipment

For the purpose of identifying the depreciation of the particular asset account, the following sub-accounts shall be used:

316-01 Accumulated Depreciation — Telegraph

316-02 Accumulated Depreciation — Telephone

316-03 Accumulated Depreciation — Cable

316-04 Accumulated Depreciation — TV

316-05 Accumulated Depreciation — Radio Equipment

SECTION 104. Artesian Wells, Reservoirs, Pumping Stations and Conduits (217).— This account is used to record the cost or appraised value of artesian wells, reservoirs, pumping stations and conduits acquired/constructed.

Debit this account for:

Purchase/construction of artesian wells, reservoirs, pumping stations and conduits

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individual

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

217-01 Artesian Wells

217-02 Reservoirs

217-03 Pumping Stations

217-04 Conduits

SECTION 105. Accumulated Depreciation — Artesian Wells, Reservoirs, Pumping Stations and Conduits (317).— This account is used to record the cumulative reduction in value of artesian wells, reservoirs, pumping stations and conduits due to use or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against artesian wells, reservoirs, pumping stations and conduits upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for artesian wells, reservoirs, pumping stations and conduits

For the purpose of identifying the depreciation of the particular asset account, the following sub-account shall be used:

317-01 Accumulated Depreciation — Artesian Wells

317-02 Accumulated Depreciation — Reservoirs

317-03 Accumulated Depreciation — Pumping Stations

317-04 Accumulated Depreciation — Conduits

SECTION 106. Motor Vehicles (218).— This account is used to record the cost or appraised value of motor vehicles acquired.

Debit this account for:

Purchase of motor vehicles

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 107. Accumulated Depreciation. — Motor Vehicles (318).— This account is used to record the cumulative reduction in value of motor vehicles due to use in operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against motor vehicles upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for motor vehicles

SECTION 108. Watercrafts (219).— This account is used to record the cost or appraised value of watercrafts acquired.

Debit this account for:

Purchase of watercrafts

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 109. Accumulated Depreciation — Watercrafts (319).— This account is used to record the cumulative reduction in value of watercrafts due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against watercrafts upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for watercrafts

SECTION 110. Trains (220).— This account is used to record the cost or appraised value of trains acquired.

Debit this account for:

Purchase of trains

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 111. Accumulated Depreciation — Trains (320).— This account is used to record the cumulative reduction in value of trains due to use in the course of operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against trains upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for trains

SECTION 112. Aircrafts/Aircraft Ground Equipment (221).— This account is used to record the cost or appraised value of aircrafts/aircraft ground equipment acquired.

Debit this account for:

Purchase of aircrafts/aircraft ground equipment

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

221-01 Aircrafts

221-02 Aircraft Ground Equipment

SECTION 113. Accumulated Depreciation — Aircrafts/Aircraft Ground Equipment (321).— This account is used to record the cumulative reduction in value of aircrafts/aircraft ground equipment due to use in the course of operation or in production of income.

 

Debit this account for:

Cumulative amount of depreciation charged against aircrafts/aircraft ground equipment upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for aircrafts/aircraft ground equipment

For the purpose of identifying the depreciation of the particular asset account, the following sub-accounts shall be used:

321-01 Accumulated Depreciation — Aircrafts

321-02  Accumulated Depreciation — Aircraft Ground Equipment

SECTION 114. Office Equipment (222).— This account is used to record the cost or appraised value of office equipment acquired or purchased.

Debit this account for:

Purchase of office equipment

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 115. Accumulated Depreciation — Office Equipment (322).— This account is used to record the cumulative reduction in value of office equipment due to use in operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against office equipment upon retirement, sale or destruction.

Credit this account for:

Periodic charges as depreciation expense for office equipment

SECTION 116. Other Equipment (223).— This account is used to record the cost or appraised value of other equipment acquired not falling under specific property, plant and equipment accounts.

Debit this account for:

Purchase of other types of equipment

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agency

Involuntary destruction

Donation

SECTION 117. Accumulated Depreciation — Other Equipment (323).— This account is used to record the cumulative reduction in value of other equipment due to use in operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against other equipment upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for other equipment

SECTION 118. Furniture and Fixtures (224).— This account is used to record the cost or appraised value of furniture and fixtures acquired.

Debit this account for:

Purchase of furniture and fixtures

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

224-01 Furniture

224-02 Fixtures

SECTION 119. Accumulated Depreciation — Furniture and Fixtures (324).— This account is used to record the cumulative reduction in value of furniture and fixtures due to use in operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against furniture and fixtures upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for furniture and fixtures

For the purpose of identifying the depreciation of the particular asset account, the following sub-accounts shall be use:

324-01 Accumulated Depreciation — Furniture

324-02 Accumulated Depreciation — Fixtures

SECTION 120. Ordnance (225).— This account is used to record the cost or appraised value of ordnance acquired.

Debit this account for:

Purchase of ordnance

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agency

Involuntary destruction

Donation

SECTION 121. Accumulated Depreciation — Ordnance (325).— This account is used to record the cumulative reduction in value of ordnance due to use in operation.

Debit this account for:

Cumulative amount of depreciation charged against ordnance upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for ordnance

SECTION 122. Books (226).— This account is used to record the cost or appraised value of books acquired. This includes books in library of various schools, national agencies including the National Library and those purchased for use by students with a serviceable life for more than one year.

Debit this account for:

Purchase of books

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 123. Accumulated Depreciation — Books (326).— This account is used to record the cumulative reduction in value of books due to use in government operations or production of income.

Debit this account for:

Cumulative amount of depreciation charged against books upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for books

SECTION 124. Other Property, Plant and Equipment (227).— This account is used to record the cost or appraised value of other property, plant and equipment acquired not falling under specific Property, Plant and Equipment accounts.

Debit this account for:

Purchase of other property, plant and equipment

Additions, improvements, alterations, replacements, major repairs, etc. which are capitalized when it extends the life, increase the capacity or improve the efficiency or safety of the property

Transfer from government/agencies, private entities and individuals

Items found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

SECTION 125. Accumulated Depreciation — Other Property, Plant and Equipment (327).— This account is used to record the cumulative reduction in value of other property, plant and equipment due to use in operation or in production of income.

Debit this account for:

Cumulative amount of depreciation charged against other property, plant and equipment upon retirement, sale or destruction

Credit this account for:

Periodic charges as depreciation expense for other property, plant and equipment

SECTION 126. Work/Other Animals (228).— This account is used to record the cost or appraised value of work/other animals acquired or purchased. This includes those in the zoos, wildlife, sanctuary, etc.

Debit this account for:

Purchase of work/other animals

Offsprings

Transfer from government agencies, private entities and individuals

Work/Other animals found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agencies

Death

Donation

For the purpose of identifying the particular asset account, the following sub-accounts shall be used:

228-01 Work Animals

228-02 Other Animals

SECTION 127. Breeding Stocks (229).— This account is used to record the cost or appraised value of breeding stocks acquired.

Debit this account for:

Purchase of breeding stocks

Offsprings

Transfer from government agencies, private entities and individuals

Breeding Stocks found at station

Free acquisition/Donation

Credit this account for:

Sale

Transfer to government agency

Death

Donation

SECTION 128. Construction in Progress — Agency Assets (230).— This account is used to record the cost or accumulated value of agency assets, which are still under construction.

Debit this account for:

Materials, labor, overhead and other costs incurred while the asset is under construction

Credit this account for:

Transfer to appropriate agency asset account upon completion

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

230-01 Leasehold Improvements

230-02 Buildings

230-03 School Buildings

230-04 Markets and Slaughterhouses

230-05 Hospitals and Health Centers

230-09 Other Structures

SECTION 129. Construction in Progress — Plaza, Parks and Monuments (231).— This account is used to record the cost or accumulated value of plaza, parks and monuments, which are still under construction.

Debit this account for:

Cost incurred while the plaza, parks and monuments are under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

231-01 Plaza

231-02 Parks

231-03 Monuments

SECTION 130. Construction in Progress — Roads, Highways and Bridges (232).— This account is used to record the cost or accumulated value of roads, highways and bridges that are still under construction.

Debit this account for:

Cost incurred while the roads, highways and bridges are under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

Transfer of discontinued infrastructure projects to Public Infrastructures account

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

232-01 Roads

232-02 Highways

232-03 Bridges

SECTION 131. Construction in Progress — Ports, Lighthouses, Harbors, Seawalls, River Walls and Others (233).— This account is used to record the cost or accumulated value of ports, lighthouses, harbors, seawalls, river walls and other waterways improvements, which are still under construction.

 

Debit this account for:

Cost incurred while the ports, lighthouses, harbors, seawalls, river walls and other waterways improvements are still under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

Transfer of discontinued infrastructure projects to Public Infrastructures account

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

233-01 Ports

233-02 Lighthouses

233-03 Harbors

233-04 Seawalls

233-05 River Walls

233-09 Others

SECTION 132. Construction in Progress — Airports and Runways (234).— This account is used to record the cost or accumulated value of airports and runways, which are still under construction.

Debit this account for:

Cost incurred while the airports and runways are still under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

Transfer of discontinued infrastructure projects to Public Infrastructures account

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

234-01 Airports

234-02 Runways

SECTION 133. Construction in Progress — Railways (235).— This account is used to record the cost or accumulated value of railroad tracts, terminals and stations which are still under construction.

Debit this account for:

Cost incurred while the railways are still under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

Transfer of discontinued infrastructure projects to Public Infrastructures account

SECTION 134. Construction in Progress — Waterways, Aqueducts, etc. (236).— This account is used to record the cost or accumulated value of waterways, aqueducts, etc. which are still under construction.

Debit this account for:

Cost incurred while the waterways, aqueducts, etc. are still under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

Transfer of discontinued infrastructure projects to Public Infrastructures account

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

236-01 Aqueducts

236-02 Waterways

236-03 Others

SECTION 135. Construction in Progress — Irrigation, Canals and Laterals (237).— This account is used to record the cost or accumulated value of irrigation, canals and laterals that are still under construction.

Debit this account for:

Cost incurred while the irrigation, canals and laterals are still under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

Transfer of discontinued infrastructure projects to Public Infrastructures account

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

237-01 Irrigation

237-02 Canals

237-03 Laterals

SECTION 136. Construction in Progress — Electrification, Power and Energy Structures (238).— This account is used to record the cost or accumulated value of electrification, power, energy and related structural projects which are still under construction.

Debit this account for:

Cost incurred while the electrification, power, energy structures and related structural projects are still under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

Transfer of discontinued infrastructure projects to Public Infrastructures account

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

238-01 Electrification

238-02 Power

238-03 Energy Structures

SECTION 137. Construction in Progress — Other Public Infrastructures (241).— This account is used to record the cost or accumulated value of all other Public Infrastructures not classified under any specific type of public infrastructure accounts which are still under construction.

Debit this account for:

Cost incurred while the other public infrastructures are still under construction

Credit this account for:

Transfer to Public Infrastructures account upon completion

Transfer of discontinued infrastructure projects to Public Infrastructures account

SECTION 138. Construction in Progress — Reforestation Projects (242).— This account is used to record the cost or accumulated value of all Reforestation Projects which are still in progress.

Debit this account for:

Cost incurred while the Reforestation Projects are still in progress

Credit this account for:

Transfer to Reforestation Projects account upon completion

Transfer of discontinued reforestation projects to Reforestation Projects account

SECTION 139. Public Infrastructures (243).— This account is used to record completed/turned-over public infrastructures projects and those projects, which were discontinued by the government.

Debit this account for:

Completed/turned-over public infrastructure projects

Discontinued public infrastructure projects

Credit this account for:

Transfer of completed/turned-over/discontinued public infrastructures to Registry of Public Infrastructures at the end of the accounting period

SECTION 140. Reforestation Projects (244).— This account is used to record completed/turned-over reforestation projects and those projects which were discontinued by the government.

Debit this account for:

Completed/turned-over reforestation projects

Discontinued reforestation projects

Credit this account for:

Transfer of completed/turned-over reforestation projects to Registry of Reforestation Projects at the end of the accounting period.

SECTION 141. Arts, Archeological Specimens and Other Exhibits (245).— This account is used to record the cost or accumulated value of art collections, literary masterpieces, archeological specimens and other exhibits.

Debit this account for:

Purchase of art collections, literary masterpieces, archeological specimens and other exhibits

Transfer from government agencies, private entities and individuals

Items found at station

Free acquisition/Donations

Credit this account for:

Sale

Transfer to government agencies

Involuntary destruction

Donation

For the purpose of identifying the particular asset accounts, the following sub-accounts shall be used:

245-01  Art Collections

245-02  Literary Masterpieces

245-03  Archeological Specimens

245-04  Other Exhibits

SECTION 142. Items in Transit (249).— This account is used to record the cost or accumulated value of imported equipment already paid but not yet delivered/received.

Debit this account for:

Value or cost of imported equipment purchased or paid but not yet delivered/received

Credit this account for:

Value or cost of fixed assets delivered/received

Other Assets

SECTION 143. Other Assets (251).— This account is used to record the value of obsolete and unserviceable assets awaiting final disposition as well as those assets still serviceable but are no longer being used. These items are not subject to depreciation.

Debit this account for:

Cost of obsolete and unserviceable assets awaiting final disposition including property and equipment no longer used in the agency operation but still serviceable

Credit this account for:

Sale

Transfer to government agencies

Donation

LIABILITIES AND EQUITY

LIABILITIES

Current Liabilities

SECTION 144. Accounts Payable (401).— This account is used to record obligations/indebtedness to contractors/suppliers arising from the purchase of goods and services and other obligations in connection with the agencies' operation/trade/business.

Debit this account for:

Payment/liquidation/settlement of obligations

Settlement thru authorized offsetting of transactions

Reversions

Credit this account for:

Amount of liabilities arising from goods delivered or services rendered

Excess payments received from private entities

Liabilities arising from the cancellation of checks issued for which replacement shall be made

For the purpose of identifying the accounts, the following sub-accounts shall be used:

401-01  Trade

401-02  Non-Trade

SECTION 145. Notes Payable (402).— This account is used to record liabilities arising from promissory notes and trade acceptances.

Debit this account for:

Payments made to settle promissory notes and trade acceptances

Reversions

Credit this account for:

Value of promissory notes issued and trade acceptances

SECTION 146. Loans Payable — Current, Domestic (403).— This account is used to record the short-term loan from domestic creditors. It includes the proceeds from the flotation/sale of treasury bills.

Debit this account for:

Settlement/Payment of loans/Redemption of treasury bills and notes

Credit this account for:

Receipt of proceeds of short-term loans from domestic sources

SECTION 147. Loans Payable — Current, Foreign (404).— This account is used to record the short-term loan from foreign governments or international financial institutions.

Debit this account for:

Settlement/Payment of the loans

Credit this account for:

Receipt of proceeds of short-term loans from foreign source

SECTION 148. Interests Payable (406).— This account is used to record charges imposed on the use of money belonging to others, such as interests on bonds, provisional advances, treasury bills, treasury notes, certificates of indebtedness, and other interest bearing obligations.

Debit this account for:

Payments made to settle liabilities on interest

Credit this account for:

Amount of interest due

SECTION 149. Tax Refunds Payable (407).— This account is used to record the estimated and actual payment of tax refunds for the year based on the Special Provision for the Bureau of Internal Revenue (BIR) in the General Appropriations Act.

Debit this account for:

Payment of tax refunds

Credit this account for:

Estimates of tax refunds for the year based on the Special Provision for the BIR in the GAA

SECTION 150. Guaranty Deposits Payable (408).— This account is used to record cash received to guaranty performance which are refundable/returnable to the depositor (such as deposits on returnable containers, rental deposits, etc.) upon completion of the purpose for which it was given or may be received to cover possible future damage to property.

 

Debit this account for:

Refund of unused guaranty deposits

Refund/Forfeiture/Application of retention money/guaranty deposits

Credit this account for:

Deposits to guaranty performance of contracts

Contractors' retention money

SECTION 151. Tax Credit Certificates Payable (409). — This account is used to record the issuance of Tax Credit Certificates (TCCs) to a taxpayer entitled/qualified to avail of the tax credit or duty drawback and tax incentives authorized under the National Internal Revenue Code, Tariff and Customs Code of the Philippines, and the Omnibus Investment Code; the utilization; and redemption of the TCCs.

Debit this account for:

Application of the certificate for payment of taxes and other qualified obligations to the National Government

Redemption from the issuing agency

Encashment of the certificate

Lapsed certificates

Credit this account for:

Tax Credit Certificates issued for:

— overpayment of tax liability,

— taxes erroneously or illegally received,

— penalties imposed without authority or legal basis,

— prepaid duties or taxes on imported materials used in manufacturing a product subsequently exported, as provided for in the Tariff and Customs Code of the Philippines, and

— other tax refunds authorized under existing laws and regulations

Tax Credit Certificates issued for investment incentive benefits

SECTION 152. Withholding Taxes Payable (410).— This account is used to record the liability for collections received or amount of taxes withheld from officers and employees or other parties for remittance to the BIR.

Debit this account for:

Remittance to the BIR of collections received or amounts withheld for the account of the National Government

Issuance of Tax Remittance Advice (TRA)

Credit this account for:

Amounts collected/withheld from officers and employees

Amounts collected/withheld from private individuals/companies on the purchase of goods and services

For identifying the classification of withholding taxes payable subject to and not subject to TRA, the following sub-accounts shall be used:

410-10	Subject to TRA	410-20	Not-Subject to TRA
410-11	Individual	410-21	Individual Withholding Tax
	Withholding Tax
410-12	Contractors Tax	410-22	Contractors Tax
410-13	Franchise Tax	410-23	Franchise Tax
410-14	VAT	410-24	VAT
410-19	Other Taxes	410-29	Other Taxes

SECTION 153. GSIS Payable (411).— This account is used to record the liability for collections received or amounts withheld from officers and employees and government contribution for remittance to the Government Service Insurance System (GSIS).

Debit this account for:

Remittance of collections received or amount withheld for the account of the GSIS

Remittance of government contribution to the GSIS

Credit this account for:

Amount collected/withheld from officers and employees for the account of the GSIS

Amount representing government contribution to the GSIS

Amount due for fire insurance premium, group accident insurance premium and hospitalization insurance premium

To identify the nature of collections or amount withheld, the following sub-accounts shall be used:

411- 01 Life and Retirement Insurance Premiums (Personal and Government Share)

411 - 02 Optional Insurance Premiums

411 - 03 Salary Loan Installments

411 - 04 Policy Loan Installments

411 - 05 Optional Loan Installments

411 - 06 Real Estate Loan Installments

411 - 07 Emergency Loan Installments

411 - 08 Educational Loan Installments

411 - 09 Others

SECTION 154. PAG-IBIG Payable (412).— This account is used to record the liability for collections received or amounts withheld from officers and employees and government share for remittance to the Home Development Mutual Fund (HDMF).

Debit this account for:

Remittance of collections received or amounts withheld for the account of the HDMF

Remittance of government contribution to the HDMF

Credit this account for:

Amounts collected/withheld from officers and employees for the account of the HDMF

Amount representing government contribution to the HDMF

To identify the nature of collection withheld, the following sub-accounts shall be used:

412 - 01  Pag-IBIG Contributions (Personal and Government Share)

412 - 02 Multi-purpose Loan Installments

412 - 03 Housing Loan Installments

412 - 04 Emergency and Provident Loan Installments

412 - 05 Furniture and Appliance Loan Installments

412 - 09 Others

SECTION 155. PHILHEALTH Payable (413).— This account is used to record the liability for collections received or amounts withheld from officers and employees and government share for remittance to the Philippine Health Insurance Corporation (PHIC).

Debit this account for:

Remittance of collections received or amounts withheld for the account of the PHIC

Remittance of government contribution to the PHIC

Credit this account for:

Amounts collected/withheld from officers and employees for the account of PHIC

Amount representing government contribution to the PHIC

SECTION 156. Performance/Bidders/Bail Bonds Payable (414).— This account is used to record the liability arising from receipt of cash bond to guarantee performance of the term of the contract, participation in bidding, and compliance with court orders.

Debit this account for:

Refund of the bond

Forfeiture in case of non-compliance

Credit this account for:

Cash bond received to guarantee —

Performance of the term of the contract

Participation in bidding

Compliance with court orders

To identify the nature of collections withheld the following sub-accounts shall be used:

414-01  Performance Bonds

414-02  Bidders Bonds

414-03  Bail Bonds

SECTION 157. Due to Officers and Employees (428).— This account is used to record the amount of liabilities due to officers and employees of the agency.

Debit this account for:

Payment or liquidation of obligations due to officers and employees

Settlement thru authorized offsetting of transactions

Credit this account for:

Unpaid salaries, fringe benefits and other emoluments and other obligations due to officials and employees of the agency

Liabilities arising from the cancellation of checks issued to officers and employees subject to replacement

SECTION 158. Due to NGAs (430).— This account is used to record the amount of liabilities due to national government agencies including those inter-agency transferred funds received for the implementation of specific programs/projects.

Debit this account for:

Payment of liabilities

Payment received to settle or liquidate liabilities due to NGAs

Settlement thru offsetting of inter-agency/inter-office transactions

Reversion of Payables

Refund of excess transferred funds

Credit this account for:

Amount due arising from inter-agency transferred fund

Receipt of goods delivered from national government agencies

Services rendered by national government agencies

Amounts due arising from inter-agency transactions

Liabilities arising from the cancellation of checks issued for which replacement shall be made

For the purpose of identifying the various NGAs, individual sub-accounts shall be maintained.

SECTION 159. Due to LGUs (431).— This account is used to record the amount of liabilities due to LGUs. This includes collections received or amounts withheld for the account of LGUs.

Debit this account for:

Payment/liquidation/settlement of liabilities due to LGUs

Reversion of payables

Replacement of stale/cancelled checks

Credit this account for:

Amounts received or collected for the account of LGUs

Receipt of goods from LGUs

Amount of liabilities arising from the cancellation of checks issued for which replacement shall be made

For the purpose of identifying the various LGUs, individual sub-accounts shall be maintained.

SECTION 160. Due to GOCCs (432).— This account is used to record amount of liabilities due to GOCCs. This includes funds advanced or entrusted by government corporations to finance specific projects or activities and amounts withheld from employees for the account of government corporations other than GSIS, PHILHEALTH and PAG-IBIG.

Debit this account for:

Payment/liquidation/settlement of liabilities due to GOCCs

Liquidation of the advances received from GOCCs

Remittance of amounts withheld from employees for the account of government corporations other than GSIS, PHILHEALTH and PAG-IBIG.

Replacement of stale/cancelled checks

Credit this account for:

Amounts withheld from employees for the account of government corporations other than GSIS, PHILHEALTH and PAG-IBIG

Advances received from GOCCs for specific purposes or expenditures

Receipt of goods from GOCCs

Amount of liabilities arising from the cancellation of checks issued for which replacement shall be made

For the purpose of identifying the various GOCCs, individual sub-accounts shall be maintained.

SECTION 161. Due to National Treasury (433).— This account is used to record collections due for remittance to National Treasury.

Debit this account for:

Remittance of collections to the National Treasury

Credit this account for:

Setting-up of liability due to the National Treasury

SECTION 162. Due to Central Office (435).— This account is used to record Inter-Office transactions in the books of Regional Offices/Staff Bureaus/Operating Units (RO/SB/OU).It also includes setting up of payable to CO at year-end equivalent to the unobligated balance of allotment covered by funding check except those for continuing appropriation.

Debit this account for:

Inter-Office transactions

Remittance of funds to CO pertaining to unobligated balance of allotment covered by funding check

Credit this account for:

Inter-office transactions

Setting up of payables to CO at year-end equivalent to the unobligated balance of allotment covered by funding check

SECTION 163. Due to Regional Offices/Staff Bureaus (436).— This account is used to record Inter-Office transactions in the books of Central Offices/Staff Bureaus/Operating Units (CO/SB/OU).It also includes setting up of payable to RO at year-end equivalent to the unobligated balance of allotment covered by funding check except those for continuing appropriations.

 

Debit this account for:

Inter-Office transactions

Remittance of funds to RO by OU pertaining to unobligated balance of allotment covered by funding check

Credit this account for:

Inter-Office transactions

Setting up of payables to RO by OU at year-end equivalent to the unobligated balance of allotment covered by funding check

SECTION 164. Due to Operating Units (437).— This account is used to record Inter-Office transactions in the books of Central/Regional Offices (CO/RO) except those for continuing appropriations.

Debit this account for:

Inter-Office transactions

Credit this account for:

Inter-Office transactions

SECTION 165. Retirement Gratuity Benefits Payable (439).— This account is used to record claims of retired government officers and employees for retirement gratuity benefits.

Debit this account for:

Payment/settlement of retirement gratuity claims of retired government officers and employees

Credit this account for:

Amount set for claims of retirement gratuity of retired government officers and employees

SECTION 166. Deferred Credits to Income (440).— This account is used to record amount collected for revenues not yet earned.

Debit this account for:

Income earned during the period

Credit this account for:

Collections for —

Services not yet rendered

Goods not yet delivered

Income not yet earned

SECTION 167. Other Deferred Credits (441).— This account is used to record collections received for items not specifically included in account "Deferred Credits to Income"

Debit this account for:

Transfer to appropriate account

Credit this account for:

Collections for items not specifically included in account "Deferred Credits to Income"

SECTION 168. Other Payables (450).— This account is used to record all other current liabilities not falling in any of the specific current liability account including those authorized deduction from salaries and other liabilities of the government, payment of which are held in escrow.

Debit this account for:

Payments made to settle/liquidate liability

Credit this account for:

Authorized amount collected/withheld from officers and employees for the account of private associations/entities

Amount due which had arisen from court order

Amount due for deposits held in escrow

Long-Term Liabilities

SECTION 169. Loans Payable — Long-Term, Domestic (451).— This account is used to record long-term indebtedness (loans in cash or in kind) from domestic creditors evidenced by a contract or an agreement.

Debit this account for:

Settlement/Payment of matured portion of the loan

Credit this account for:

Receipt of the proceeds of long-term loans from domestic sources

SECTION 170. Loans Payable — Long-Term, Foreign (452).— This account is used to record long-term indebtedness/loans (in cash or in kind) from foreign governments or international financial institutions evidenced by a contract or an agreement.

Debit this account for:

Settlement/Payment of matured portion of the loan

Decrease in liability due to FOREX gain upon revaluation

Credit this account for:

Receipt of the proceed of long-term loans from foreign sources

Increase in liability due to FOREX loss upon revaluation

SECTION 171. Mortgage Payable (453).— This account is used to record long-term indebtedness covered by a contract and secured by a collateral to guarantee payment.

Debit this account for:

Settlement/Payment of the loan

Credit this account for:

Amounts received in exchange of the collateral

SECTION 172. Bonds Payable — Long-Term, Domestic (454).— This account is used to record the amount of long-term indebtedness to domestic creditors for bonds issued.

Debit this account for:

Settlement/Payment of matured bonds

Credit this account for:

Bonds issued/floated

SECTION 173. Bonds Payable — Long-Term, Foreign (455).— This account is used to record the amount of long-term indebtedness to foreign creditors for bonds issued.

Debit this account for:

Settlement/Payment of the matured bonds

Decrease in liability due to FOREX gain upon revaluation

Credit this account for:

Bonds issued/floated to foreign creditors

Increase in liability due to FOREX loss upon revaluation

SECTION 174. Other Long-Term Liabilities (460).— This account is used to record all other long-term liabilities not falling under any of the specific long-term liability accounts.

Debit this account for:

Settlement/Payment of the long-term liabilities

Credit this account for:

Incurrence of other long-term liabilities not classified under specific accounts

Other Liabilities

SECTION 175. Other Liabilities (465).— This account is used to record the other liabilities which cannot be classified under specific liability accounts like Backpay Certificates of the BTr.

Debit this account for:

Payment of liabilities

Credit this account for:

Incurrence of liabilities not classified under specific liability accounts

EQUITY

SECTION 176.  Government Equity (501).— This account represents the difference between the assets and liabilities of national government agencies.

Debit this account for:

Transfer of Public Infrastructures/Reforestation Projects account to the Registry of Public Infrastructures/Reforestation Projects

Year-end closing of the debit balance of Retained Operating Surplus account

Credit this account for:

Year-end closing of the credit balance of Retained Operating Surplus account

Intermediate Accounts

SECTION 177. Cost of Goods Sold (531).— This account is used to record the cost of goods or merchandise sold in the course of business operation of government agency such as drugs and medicines, supplies and materials, accountable forms with face value, etc.

Debit this account for:

Cost of merchandise/accountable forms sold

Credit this account for:

Year-end closing to Income and Expenses Summary account

SECTION 178. Income and Expense Summary (532).— This account is used as a summary account for all subsidies received, revenues earned and expenses incurred during the year.

Debit this account for:

Year-end closing of the balances of —

Expenses incurred during the year

Cost of Goods Sold

Subsidy to Regional Offices/Staff Bureaus

Subsidy to Operating Units

Year-end closing of the credit balance (net result) of this account to Retained Operating Surplus account

Credit this account for:

Year-end closing of the balances of —

Subsidy Income from National Government

Revenue earned during the year

Subsidy from Central Office

Subsidy from Regional Offices/Staff Bureaus

Year-end closing of the debit balance (net result) of this account to Retained Operating Surplus account

SECTION 179. Prior Years' Adjustments (533).— This account is used to record the adjustment of prior years' transactions affecting revenue and expenses and other adjustments which would increase or decrease the Retained Operating Surplus account of the Government.

Debit this account for:

Adjustment of excess revenue recorded in prior years

Setting-up of liability due to excess income collected and remitted to the National Treasury in prior years for refund to Payor

Payment of unrecorded expenses of prior years

Setting-up of liability for unrecorded expenses of prior years

Remittance of —

Refund of cash advance granted in prior years

Refund of overpayment of expenses pertaining to prior years

Cash settlement of disallowances of prior years

Other adjustments of prior years' transactions which result in the decrease of the Retained Operating Surplus account

Year-end closing of the credit balance (net result) of this account to Retained Operating Surplus account

Credit this account for:

Setting-up of receivable account for disallowances of prior years expenses

Collection of prior years' disallowances and refund of overpayments of expenses pertaining to prior years

Other adjustments of prior years' transactions, which result in the increase of the Retained Operating Surplus

Year-end closing of the debit balance (net result) of this account to Retained Operating Surplus

Recoveries of prior years' accounts which were previously written-off

SECTION 180. Retained Operating Surplus (534).— This account reflects the net result of Income and Expense Summary and Prior Years' Adjustments accounts prior to closing to Government Equity Account.

Debit this account for:

Year-end closing of the credit balance (net result) of this account to Government Equity account

Year-end closing of the debit balance (net result) of Prior Years' Adjustments account

Credit this account for:

Year-end closing of the debit balance (net result) of this account to Government Equity account

Year-end closing of the credit balance of Prior Years' Adjustments account

SECTION 181. Subsidy to Regional Offices/Staff Bureaus (538).— This account is used by the Central Office to record the amount of funds/assets transferred to the Regional Offices/Staff Bureaus of an agency or department for its operation.

Debit this account for:

Transfer of funds to the Regional Offices of department/agency

Transfer of funds to the Staff Bureau of a department

Credit this account for:

Setting-up of liability to CO equivalent to the unobligated balance of allotment covered by funding check

Year-end adjustment upon remittance of cash equivalent to the obligated balance of allotment covered by funding checks

Year-end closing to Income and Expense Summary account

SECTION 182. Subsidy to Operating Units (539).— This account is used by the Central Office/Regional Office to record the amount of funds/assets transferred to the Operating Units of an agency or department for its operation.

Debit this account for:

Transfer of funds to the Operating Units of an agency or department

Credit this account for:

Year-end closing to Income and Expense Summary account

Year-end adjustment upon remittance of cash or setting up of liability to RO/CO equivalent to the unobligated balance of allotment covered by funding checks

SECTION 183. Gain or Loss due to Dormant Accounts (540).— This account is used to record transfer of dormant assets/liabilities to the Registry of Dormant Accounts in accordance with existing rules and regulations.

 

Debit this account for:

Transfer of dormant assets to Registry of Dormant Accounts

Year-end closing of credit balance (net result) to Retained Operating Surplus account

Credit this account for:

Transfer of dormant liabilities to Registry of Dormant Accounts

Year-end closing of the debit balance (net result) to Retained Operating Surplus account

REVENUE/INCOME

GENERAL INCOME

SECTION 184. Subsidy Income from National Government (601).— This account is used to record the amount of Notice of Cash Allocation (NCA) received, Tax Remittance Advice (TRA) issued, tax exemption granted by the National Government and payment of national government agencies' liabilities by foreign lending/donor institutions.

Debit this account for:

Remittance of —

Refund of cash advance granted in current year

Refund of overpayment of expenses pertaining to current year

Cash settlement of disallowances of current year

Closing/Reversion of unused balance of subsidy/NCA at expiry/date/year-end

Year-end closing of used subsidy/NCA to Income and Expense Summary account

Credit this account for:

Receipt of NCA for current year's operation

Receipt of NCA for prior years accounts payable

Issuance of TRA by National Government Agencies

Grant of tax exemption for importation of goods/equipment

Receipt of withdrawal application from the BTr for payment by foreign lending/donor institutions of government agencies

SECTION 185. Subsidy from Central Office (602).— This account is used to record the subsidy received by the Regional Office/Staff Bureau and Operating Unit from Central Office by way of funding check received/fund transfer thru Authorized Government Servicing Banks (AGSBs)/transfer of assets

Debit this account for:

Remittance of —

Refund of cash advance granted in current year

Refund of overpayment of expenses pertaining to current year

Cash settlement of disallowances of current year

Year-end adjustment upon remittance of cash/setting up of liability equivalent to the unobligated balance of allotment covered by funding check

Year-end closing to Income and Expense Summary account

Credit this account for:

Receipt of subsidy thru funding check/fund transfer from Central Office

SECTION 186. Subsidy from Regional Office/Staff Bureau (603).— This account is used to record the subsidy received by the Operating Unit from the Regional Office/Staff Bureau by way of funding check or fund transfer thru AGSBs or transfer of assets.

Debit this account for:

Remittance of —

Refund of cash advance granted in current year

Refund of overpayment of expenses pertaining to current year

Cash settlement of disallowances of current year

Year-end adjustment upon remittance of cash/setting up of liability equivalent to the unobligated balance of allotment covered by funding check/fund transfer

Year-end closing to Income and Expense Summary

Credit this account for:

Receipt of subsidy from Regional Office/Staff Bureau

SECTION 187. Income from Government Services (611).— This account is used to record all types of revenues generated by the government in the exercise of its administrative and regulatory functions. Example of this type of income are: surveyors or cadastral fees, registration fees, naturalization fees, police clearance fees, passports fees, courts fees, certifications fees, admission fees to government museums, parks, cultural and recreational facilities, production share for energy exploration projects, etc.

SECTION 188. Income from Government Business Operations (612).— This account is used to record revenue generated by government agencies from business operation, such as spectrum fees, suspension fees, sale of plants and other farm products, receipts from public utilities, etc.

SECTION 189. Sales Revenue (613).— This account is used to record all income derived from business operations of agencies engaged in trade, business and commerce.

SECTION 190. Rent Income (621).— This account is used to record rent earned from lease of property such as; lands, buildings, machineries and equipment to other government agencies, non-government organizations and the private sector.

SECTION 191. Insurance Income (622).— This account is used to record all premiums earned from life insurance, fidelity, medicare, employees' compensation, third party liability, property and other non-life insurance and reinsurance.

SECTION 192. Dividend Income (623).— This account is used to record cash dividends earned from investments on stocks of government corporations and private enterprises.

SECTION 193. Interest Income (624).— This account is used to record all interest earned on deposits with banks, loans and investments on bonds, treasury notes, treasury bills and promissory notes held.

SECTION 194. Gain on Sale of Securities (625).— This account is used to record the gains realized on the sale of bonds and securities including stocks/securities secured from service enterprises as required before service connection is made.

SECTION 195. Gain on Sale of Assets (626).— This account is used to record the excess of the proceeds from sale of assets over their net book value (accumulated depreciation deducted).

SECTION 196. Sale of Confiscated Goods and Properties (627).— This account is used to record income derived from the sale of goods/properties confiscated and decided in favor of the government.

SECTION 197. Foreign Exchange (FOREX) Gain (628).— This account is used to record gains in the conversion of foreign currencies to Philippine Peso. In the case of revaluation of the outstanding foreign loans, it is the resulting difference when the prevailing exchange rate is lower than the exchange rate at the time of the transactions or last adjustment.

SECTION 198. Miscellaneous Operating and Service Income (639).— This account is used to record all other income from non-tax sources not elsewhere classified.

SECTION 199. Fines and Penalties.— Government Services and Business Operations (641).— This account is used to record all fines and penalties levied in connection with non-tax sources of income/revenue.

SECTION 200. Income from Grants and Donations (651).— This account is used to record all non-repayable grants, donations in cash and in kind received from other levels of government, private sector or international institutions.

SPECIFIC INCOME

TAX REVENUE

Income Taxes

SECTION 201. Income Tax — Individuals (701).— This account is used to record income taxes imposed on individual taxpayers including citizens, resident aliens, non-resident citizens for income in and outside the Philippines, non-resident aliens for income earned in the Philippines, aliens employed by Regional or Area Headquarters and Regional Operating Headquarters of multi-national corporations.

SECTION 202. Income Tax — Partnerships (702).— This account is used to record taxes imposed on income from partnerships' business operations during the year or period covered by the return.

SECTION 203. Income Tax – Corporations (703).— This account is used to record taxes imposed on income from business operations during the year or period by domestic corporations, private educational institutions, resident foreign corporations, international carriers, and non-resident foreign corporations.

Property Taxes

SECTION 204. Stock Transfers Tax (716). — This account is used to record taxes imposed on the transfer of stock from one person to another as recorded in the Stock and Transfer Book of the corporation pursuant to Section 127, National Internal Revenue Code (NIRC)of the Philippines.

SECTION 205. Capital Gains Tax (717).— This account is used to record taxes imposed on gains realized by the seller from the sale, exchange, or other disposition of capital assets located in the Philippines, including pacto de retro sales and other forms of conditional sale.

SECTION 206. Donors Tax (718).— This account is used to record taxes on a donation or gift imposed on the gratuitous transfer of property between two or more persons who are living at the time of the transfer.

SECTION 207. Estate Tax (719).— This account is used to record taxes imposed on the right of the deceased person to transmit his/her estate to his/her lawful heirs and beneficiaries at the time of death and on certain transfers which are made by law as equivalent to testamentary disposition.

Taxes on Goods and Services

SECTION 208. Excise Taxes on Articles (721). — This account is used to record taxes imposed on goods manufactured or produced in the country for domestic sale or consumption or for any other disposition and items imported (Section 129, NIRC of the Philippines). The excise tax is in addition to the value added tax. Articles subject to excise tax include alcohol products, wines, fermented liquor, tobacco products, cigar and cigarettes, films, saccharine, mineral products, automobiles, and certain non-essentials like jewelry, perfumes, yachts and other vessels intended for pleasure or sports.

SECTION 209. Value Added Tax (722). — This account is used to record taxes levied, assessed and collected on every sale, barter or exchange of goods, properties and services payable by the seller, lessor, or transferor. It is imposed at every stage of distribution process on the sale, barter, exchange (including any other transaction deemed by law as sale), or lease of goods or properties and on the performance of service in the course of trade or business, or on the importation of goods, whether for business or non-business purposes pursuant to Section 105, NIRC of the Philippines.

SECTION 210. Business Taxes and Licenses (723).— This account is used to record taxes imposed and collected on every sale, barter or exchange of goods subject to VAT; importation of goods subject to VAT; and sale of services subject to VAT such as services rendered or performed by construction and service contractors; stock, real estate, commercial, customs and immigration brokers; lessors or distributors of cinematographic films; persons engaged in milling, processing, manufacturing or repacking goods for others; and similar services, regardless of whether or not the performance thereof calls for the exercise or use of the physical and mental faculties.

 

This account is also used to record taxes imposed on certain taxpayers subject to other percentage taxes such as operators of hotels, motels, rest houses, pension houses, lodging houses and resorts; proprietors and operators of restaurants, refreshment parlors and other eating places, including clubs and caterers; common carriers and transportation contractors; dealers in securities; lending investors; banks and non-bank financial intermediaries; finance companies; insurance companies; agents of foreign insurance companies; operators of amusement places; persons who wins in horse races and owners of winning horses; sellers of goods and services exempt from value added tax under Sec. 109 of the NIRC which are not VAT- registered.

SECTION 211. Franchise Tax (724).— This account is used to record taxes and charges collected on account of special privilege or right conferred to an individual or corporation by the state, through the legislature, to exercise certain powers and privileges such as the power to operate public utilities.

SECTION 212. Miscellaneous Taxes on Goods and Services (735).— This account is used to record other taxes and charges imposed on goods and services.

Taxes on International Trade and Transactions

SECTION 213. Import Duties (736).— This account is used to record levies imposed under the Tariff Code on goods that are entering the country for purposes of protecting locally manufactured goods of similar nature or for purposes of generating revenues that are based on the assessed value of the goods.

Other Taxes

SECTION 214. Documentary Stamp Tax (741). — This account is used to record stamp tax levied upon documents, instruments, loan agreements and papers, and upon acceptances, assignments, sales and transfers of the obligation, right or property incident thereto, on bonds, debentures, certificate of stocks, life insurance policies, etc. pursuant to Section 173 to 198, NIRC of the Philippines.

SECTION 215. Taxes on Forest Products (754).— This account is used to record all taxes charged on timber and firewood cut in public forests and wood cut from unregistered private lands, and on other forest products lawfully removed under gratuitous licenses pursuant to Sec. 262-273 of Commonwealth Act (CA) No. 466, as amended.

SECTION 216. Immigration Taxes (755).— This account is used to record all taxes and other charges imposed to immigrants under the immigration laws.

SECTION 217. Miscellaneous — Other Taxes (759).— This account is used to record other taxes and charges not classified under specific tax accounts.

SECTION 218. Fines and Penalties — Tax Revenue (760).— This account is used to record all fines and penalties charge/imposed in relation to tax revenue. It also includes bank penalties due to late remittance of taxes collected thru AGDBs to the National Treasury.

Other Specific Income

SECTION 219. Registration Fees (761).— This account is used to record motor vehicle users' charge collected by the Land Transportation Office and registration fees collected by schools.

SECTION 220. Tuition/Affiliation Fees (762).— This account is used to record tuition/affiliation fees received from students of State Universities and Colleges (SUCS) and other government run schools.

SECTION 221. Hospital Fees (763).— This account is used to record regular charges by hospitals for services rendered to patients.

SECTION 222. Medical, Dental and Laboratory Fees (764).— This account is used to record fees received for medical, dental and laboratory examinations.

SECTION 223. Library Fees (765).— This account is used to record fees received by schools and other agencies for use of the library.

SECTION 224. Athletic and Cultural Fees (766).— This account is used to record fees collected from students for athletic and cultural activities.

SECTION 225. Comprehensive Examination Fees (767).— This account is used to record fees collected from students and professionals for the conduct of comprehensive examinations.

SECTION 226. Transcript of Records Fees (768).— This account is used to record fees collected from students for the issuance of transcript of records.

SECTION 227. Diploma and Graduation Fees (769).— This account is used to record fees collected from students for the issuance of diploma and conduct of graduation activities.

SECTION 228. Inspection Fees (770).— This account is used to record fees collected for the conduct of inspection by authorized government officials.

SECTION 229. Permit Fees (771).— This account is used to record fees collected for the issuance of permits by authorized government agencies.

SECTION 230. Clearance/Certification Fees (773).— This account is used to record fees collected from the issuance of clearances/certificates to individuals/organizations/groups/agencies/corporations by government agencies.

SECTION 231. Franchising/Licensing Fees (774).— This account is used to record fees realized from the issuance of franchises/licenses to individuals/organizations/groups/agencies/corporations by government agencies.

SECTION 232. Printing and Publication Income (776).— This account is used to record receipts from sale of printed forms, materials and other publications produced by government agencies.

SECTION 233. Income from Canteen Operations (777).— This account is used to record income of canteen/cafeteria/eatery operated by government agencies.

SECTION 234. Income from Dormitory Operations (778).— This account is used to record collections by dormitories/lodging houses/hostels owned and operated by government agencies.

SECTION 235. Receipt from Communication Facilities (780).— This account is used to record income realized from use of communication facilities owned by government agencies.

SECTION 236. Toll Fees (786).— This account is used to record fees collected for use of roads, bridges, ferries and piers constructed/owned and managed by government agencies.

SECTION 237. Landing and Parking Fees (787).— This account is used to record income realized from the use of runways and airports by foreign and domestic airlines.

SECTION 238. Other Income from School Services (788).— This account is used to record other income for services rendered by schools, colleges and universities not classified under any of the specific income accounts.

SECTION 239. Other Income from School Business Operations (789).— This account is used to record other income from business operations of schools, colleges and universities not classified under any of the specific income accounts.

SECTION 240. Other Income from Hospital Services (790).— This account is used to record income from other services rendered by hospital not classified under any of the specific income accounts.

SECTION 241. Other Income from Hospital Business Operations (791).— This account is used to record income from other business operations of hospitals not classified under any of the specific income accounts.

SECTION 242. Fines and Penalties — Other Specific Income (799).— This account is used to record all collections of fines and penalties charged/imposed in relation to other specific income accounts.

EXPENSES

Personal Services

SECTION 243. Salaries and Wages — Regular Pay (801).— This account is used to record the pay proper of regular government employees for services rendered.

SECTION 244. Salaries and Wages — Part Time Pay (802).— This account is used to record the pay proper of part-time government employees for services rendered.

SECTION 245. Salaries and Wages-Casual/Contractual (803).— This account is used to record the pay proper of casual and contractual government employees for services rendered.

SECTION 246. Personnel Economic Relief Allowance (PERA) (804).— This account is used to record allowances granted to all appointive national government employees occupying itemized plantilla positions, casual and contractual employees and uniformed personnel of the AFP, DILG and NAMRIA pursuant to the annual appropriations act.

SECTION 247. Additional Compensation (ADCOM) (805). — This account is used to record the payment of allowance authorized under Administrative Order No. 53 dated May 17, 1993 granted to all government personnel whether regular or casual; and those on temporary status or contractual personnel whose employment is in the nature of a regular employee.

SECTION 248. Representation Allowance (RA) (806).— This account is used to record representation allowance granted to authorized officials and employees while in the actual performance of their respective functions.

SECTION 249. Transportation Allowance (TA) (807).— This account is used to record allowance granted to authorized officials and employees for transportation expenses, which shall be paid from appropriations provided for their respective offices.

SECTION 250. Clothing Allowance (808).— This account is used to record allowance granted to government officials and employees for office uniforms at such amount as may be authorized by applicable General Appropriations Act, which may be given in kind or in cash.

SECTION 251. Honoraria (809).— This account is used to record payment for services rendered by government personnel performing activities or discharging duties in addition to, or over and above their regular functions, and payment for services of personnel with expertise or professional standing in recognition of his broad and superior knowledge in specific fields.

SECTION 252. Hazard Pay (810).— This account is used to record compensation paid to employees who are working or assigned in difficult, dangerous, strife-torn or embattled areas as certified by the Department of National Defense, and whose lives are directly exposed to work conditions which may cause injury, sickness or death or harmful change in the human organism, such as; exposure to harmful chemicals, wastes and pollutants, micro-organisms and other harmful elements, or situations that endanger life or health as certified by authorized government agency.

 

SECTION 253. Overtime and Night Pay (811).— This account is used to record payment for working in excess of the minimum total hours set for a given period to regular/casual/contractual employees of the agency.

SECTION 254. Holiday Pay (812).— This account is used to record compensation paid to government employees who rendered authorized services on holidays.

SECTION 255. Christmas Bonus (813).— This account is used to record Christmas bonus given to government officers and employees as authorized by law.

SECTION 256. Cash Gift (814).— This account is used to record cash gift granted to government officials and employees as authorized by law.

SECTION 257. Productivity Incentive Benefits (815).— This account is used to record incentive benefits for the recognition of government officers and employees' productivity and performance as authorized by law.

SECTION 258. Other Bonuses and Allowances (816).— This account is used to record the payment of other bonuses and allowances not classified under the specific accounts as authorized by law, such as subsistence, laundry, living quarters, allowance, etc.

SECTION 259. Life and Retirement Insurance Contributions (817).— This account is used to record the government's share in premium contributions to life insurance and retirement funds of the GSIS.

SECTION 260. Pag-IBIG Contributions (818).— This account is used to record the government's share of premium contributions to the Home Development Mutual Fund (HDMF).

SECTION 261. PHILHEALTH Contributions (819).— This account is used to record the government's share in premium contributions to health insurance funds maintained with the Philippine Health Insurance Corporation (PHIC).

SECTION 262. ECC Contributions (820).— This account is used to record the government's share in premium contributions to the Employees' Compensation Commission (ECC).

SECTION 263. Pension and Retirement Benefits (821).— This account is used to record pensions and retirement benefits of government officers and employees and/or their dependents for past services rendered.

SECTION 264. Terminal Leave Benefits (822).— This account is used to record payment for the money value of the total accumulated leave credits of government officials employees upon retirement or voluntary separation.

SECTION 265. Health Workers' Benefits (823).— This account is used to record benefits given to health workers.

SECTION 266. Subsistence and Quarters' Allowances (824).— This account is used to record subsistence and quarters' allowances given to authorized government officials and employees.

SECTION 267. Longevity Pay (825).— This account is used to record longevity pay given to government officers and employees as authorized by law.

SECTION 268. Other Personnel Benefits (830).— This account is used to record benefits not classified under any of the specific personnel benefits accounts, such as monitezation of leave credits, loyalty cash award, medical insurance premium, medical/hospital expense, executive check up, etc.

Maintenance and Other Operating Expenses

SECTION 269. Traveling Expenses — Local (831).— This account is used to record expenses incurred in the movement of persons within the Philippines whether employed in the government or not, such as; transportation, travel per diems; hire of guides or patrol; ferriage; transportation of personal baggage or household effects; bus, rail road, airline, and steamship fares; tips, airport fees, porter fees, transfers, etc. of persons while on official travel; charter of boats, launches, cars, road tolls, parking fees and all other similar expenses.

SECTION 270. Traveling Expenses — Foreign (832).— This account is used to record expenses incurred in the movement of persons outside the Philippines whether employed in the government or not, such as; transportation of personal baggage or household effects; bus, rail road, airline, and steamship fares; tips, airport fees, porter fees, transfers, passport fees, etc. of persons while on official travel; charter of boats, launches, cars, road tolls, parking fees and all other similar expenses.

SECTION 271. Training and Seminar Expenses (833).— This account is used to record expenses incurred for participation/attendance of personnel to training, conventions and seminar/workshops. It also includes expenses incurred related to training such as payment of honoraria to lecturers, hand outs given, supplies and materials used, meals and snacks.

SECTION 272. Water (834).— This account is used to record costs of water consumed in government facilities in connection with government operations and projects.

SECTION 273. Electricity (835).— This account is used to record costs of electric power or illumination consumed in government facilities such as: office buildings, shops and grounds, streets, plaza, parks and monuments, etc. in connection with government operations and projects.

SECTION 274. Cooking Gas (836).— This account is used to record the cost of cooking gas consumed in connection with government operations and projects.

SECTION 275. Telephone/Telegraph and Internet (837).— This account is used to record the costs of transmission of messages, such as: telephone, facsimile machines, telegraph, wireless and cable charges and tolls, telegraph messenger services, and internet services.

SECTION 276. Postage and Deliveries (838).— This account is used to record the costs of postage, rent of post office boxes, and cost of deliveries of letters and other messages and documents, cost of transporting official forms, documents/records and good, etc.

SECTION 277. Subscription Expenses (839).— This account is used to record the costs of subscription to library materials, such as: magazines, periodicals, and other reading materials.

SECTION 278. Advertising Expenses (840).— This account is used to record the cost of authorized advertising and publication of notices in newspapers and magazines of general circulation, television, radio and other forms of media.

SECTION 279. Rent Expenses (841).— This account is used to record rental fees for the use of facilities or equipment; and costs for the use of offices and grounds, quarters of personnel, arsenal, barracks, warehouses, office machines, and other equipment.

SECTION 280. Insurance Expenses (842).— This account is used to record premiums for the insurance of government properties such as buildings, equipment, motor vehicles, etc.

SECTION 281. Fidelity Bond Premiums (843).— This account is used to record expenses for premium on fidelity bond of accountable officers.

SECTION 282. Survey Expenses (844).— This account is used to record expenses incurred in the conduct of survey of government land.

SECTION 283. Storage Expenses (845).— This account is used to record expenses incurred for the storage/safekeeping of government goods and properties.

SECTION 284. Zoological/Animal Maintenance Expenses (846).— This account is used to record expenses for foods/medicines/veterinary expenses and other maintenance needs of animals in government zoos, wildlife, sanctuary, etc.

SECTION 285. Printing and Binding Expenses (847).This account is used to record the cost of producing, printing, and binding materials such as: books, reports, catalogues, documents and other reading materials.

SECTION 286. Accountable Forms Expenses (848).— This account is used to record the cost of accountable forms used in the course of government operations.

SECTION 287. Office Supplies Expenses (849).— This account is used to record the cost of all office supplies, printed general forms, janitorial supplies, IT supplies, etc. used in connection with government operations.

SECTION 288. Medical, Dental and Laboratory Supplies Expenses (850).— This account is used to record the cost of medicines and other medical, dental and laboratory supplies used in the course of government operations/projects.

SECTION 289. Food and Non-food Expenses (851).— This account is used to record expenses for food, clothing and other maintenance needs of patients in hospitals/centers, sanitarium and inmates in penitentiary/sanitarium including those distributed to people affected by calamities/disasters/ground conflict. All purchases of perishable items shall be recorded under this account.

SECTION 290. Gasoline, Oil and Lubricants Expenses (852).— This account is used to record the cost of gasoline, oil and lubricants consumed by government vehicles and other equipment in connection with government operations and projects.

SECTION 291. Agricultural Supplies Expenses (853).— This account is used to record the cost of fertilizers, pesticides and agricultural supplies issued/used in connection with government operations and projects.

SECTION 292. Legal Services (854).— This account is used to record the cost of legal services rendered by private lawyers to any government agency as authorized by law.

SECTION 293. Auditing Services (855).— This account is used to record the amount due the Commission on Audit for auditing services rendered or expenses incurred by the Auditing Unit of any government agency such as traveling expenses, conference/seminar fees, etc.

SECTION 294. Consultancy Services (856).— This account is used to record the cost of services of individual/private companies, or other government agencies hired to undertake a specific work or job requiring special or technical skills not available in the concerned agency.

SECTION 295. General Services (857).— This account is used to record the expenditures for general services such as carpentry, plumbing, electrical, etc.

SECTION 296. Security and Janitorial Services (858).— This account is used to record the cost of security/janitorial services contracted by the agency.

SECTION 297. Taxes, Duties and Licenses (859).— This account is used to record payments and provisions for all taxes, duties and licenses except income tax.

SECTION 298. Tax Credit Subsidy (860). — This account is used to record the amount due to taxpayers who are entitled/qualified to avail of the tax credit or duty drawback and tax incentives authorized under the National Internal Revenue Code, Tariff and Customs Code of the Philippines, and Omnibus Investment Code.

 

SECTION 299. Tax Exemption Expenses (861).— This account is used to record in the books of the Bureau of Internal Revenue and Bureau of Customs the amount of assessments of customs duties and other taxes that requires no actual payment by exempted national government agencies.

SECTION 300. Public Infrastructure Repairs and Maintenance (862).— This account is used to record the cost of repairing and maintaining public infrastructures owned by the government. It also includes the cost of construction materials issued for the repair of public infrastructures.

SECTION 301. Reforestation Project Maintenance (863).— This account is used to record the cost of maintaining reforestation projects owned by the government.

SECTION 302. Buildings Maintenance (864).— This account is used to record the cost of repairing and maintaining buildings owned by the government. It also includes the cost of construction materials issued for the repair of government buildings.

SECTION 303. School Buildings Maintenance (865).— This account is used to record the cost of repairing and maintaining school buildings owned by the government. It also includes cost of construction materials issued for the repair of school buildings.

SECTION 304. Markets and Slaughterhouses Maintenance (866).— This account is used to record the cost of repairing and maintaining markets and slaughterhouses owned by the government. It also includes cost of construction materials issued for the repair of market and slaughterhouses.

SECTION 305. Hospitals and Health Centers Maintenance (867).— This account is used to record the cost of repairing and maintaining hospitals, sanitaria and health centers owned by the government. It also includes cost of construction materials issued for the repair of hospitals and health centers.

SECTION 306. Other Structures Maintenance (868).— This account is used to record the cost of repairing and maintaining structures owned by the government other than those classified under specific maintenance accounts. It also includes cost of construction materials issued for the repair of other structures.

SECTION 307. Industrial Machineries Maintenance (869).— This account is used to record the cost of repairing and maintaining industrial machineries owned by the government. It also includes cost of spare parts issued from stock for the repair of industrial machineries.

SECTION 308. Other Machineries Maintenance (870).— This account is used to record the cost of repairing and maintaining other machineries owned by the government. It also includes cost of spare parts issued from stock for the repair of other machineries.

SECTION 309. Firefighting Equipment and Accessories Maintenance (871).— This account is used to record the cost of repairing and maintaining firefighting equipment and accessories owned by the government. It also includes cost of spare parts issued from stock for the repair of firefighting equipment and accessories.

SECTION 310. Construction and Heavy Equipment Maintenance (872).— This account is used to record the cost of repairing and maintaining construction equipment owned by the government. It also includes cost of spare parts issued from stock for the repair of construction equipment.

SECTION 311. Technical and Scientific Equipment Maintenance (874).— This account is used to record the cost of repairing and maintaining technical and scientific equipment owned by the government. It also includes cost of spare parts issued from stock for the repair of technical and scientific equipment.

SECTION 312. IT Equipment Maintenance (875).— This account is used to record the cost of repairing and maintaining IT equipment owned by the government. It also includes cost of spare parts issued from stock for the repair of IT equipment.

SECTION 313. Telegraph, Telephone, Cable, TV and Radio Equipment Maintenance (876).— This account is used to record the cost of repairing and maintaining telegraph, telephone, facsimile machines, cable, TV and radio equipment owned by the government. It also includes cost of spare parts issued from stock for the repair of telegraph, telephone, cable, TV and radio equipment.

SECTION 314. Artesian Wells, Reservoirs, Pumping Stations and Conduits Maintenance (877).— This account is used to record the cost of repairing and maintaining artesian wells, reservoirs, pumping stations, etc. owned by the government. It also includes cost of spare parts issued from stock for the repair of artesian wells, reservoirs, pumping stations and conduits.

SECTION 315. Motor Vehicles Maintenance (878).— This account is used to record the cost of repairing and maintaining motor vehicles owned by the government. It also includes cost of spare parts issued from stock for the repair of motor vehicles.

SECTION 316. Watercrafts Maintenance (879).— This account is used to record the cost of repairing and maintaining watercrafts owned by the government. It also includes cost of spare parts issued from stock for the repair of watercrafts.

SECTION 317. Trains Maintenance (880).— This account is used to record the cost of repairing and maintaining trains owned by the government. It also includes cost of spare parts issued from stock for the repair of trains and railroads.

SECTION 318. Aircrafts/Aircraft Ground Equipment Maintenance (881).— This account is used to record the cost of repairing and maintaining aircrafts/aircraft ground equipment owned by the government. It also includes cost of spare parts issued from stock for the repair of aircrafts/aircraft ground equipment.

SECTION 319. Office Equipment Maintenance (882).— This account is used to record the cost of repairing and maintaining office equipment owned by the government. It also includes cost of spare parts issued from stock for the repair of office equipment.

SECTION 320. Other Equipment Maintenance (883).— This account is used to record the cost of repairing and maintaining equipment owned by the government other than those classified under specific equipment maintenance accounts. It also includes cost of spare parts issued from stock for the repair of other equipment.

SECTION 321. Furniture and Fixtures Maintenance (884).— This account is used to record the cost of repairing and maintaining furniture and fixtures owned by the government. It also includes cost of construction materials issued from stock for the repair of furniture and fixtures.

SECTION 322. Ordnance Maintenance (885).— This account is used to record the cost of repairing and maintaining ordnance owned by the government. It also includes cost of spare parts issued from stock for the repair of ordnance.

SECTION 323. Other Repairs and Maintenance (886).— This account is used to record the cost of repairing and maintaining other types of property, plant and equipment owned by the government not classified under specific property, plant and equipment maintenance accounts. It also includes painting supplies, plumbing and electrical supplies, spare parts/constructions materials issued from stock for repair/maintenance of said property, plant and equipment.

SECTION 324. Awards and Indemnities (887).— This account is used to record indemnities for destruction of property, death or injury to persons, awards by courts or by administrative bodies. Examples are indemnities for persons injured or killed or property destroyed through military action, indemnities for property taken by the government through civil action, awards and compensation provided by laws.

SECTION 325. Rewards and Other Claims (888).— This account is used to record payments of rewards for any informer or for any act done in connection with the apprehension of an offender. This account also includes indemnities paid to persons in the government service who become disabled on account of sickness, injuries, or death which occurred or which were contracted or sustained in the performance of official duty.

SECTION 326. Grants and Donations (889).— This account is used to record all non-repayable transfers given to other levels of government, international institutions or non-government organizations. Grants encompass reparations and gifts given for particular projects or programs, general budget support or for any other purposes.

SECTION 327. Representation Expenses (890).— This account is used to record authorized expenses incurred for meetings, conferences and official entertainment in the government.

SECTION 328. Extraordinary and Miscellaneous Expenses (891).— This account is used to record extraordinary expenses incurred by government officials and those of equivalent rank as may be authorized by the Department of Budget and Management (DBM) for public relations, membership fees in government associations and in national professional organizations duly accredited by the Professional Regulation Commission.

SECTION 329. Confidential and Intelligence Expenses (892).— This account is used to record the cost of services which are confidential in nature, rendered by persons who are temporarily employed by authorized administrative or executive officers to carry on successfully administrative activities; compensation of informers employed to detect the whereabouts of criminals or the existence of prohibited games which compensation shall not exceed ten per centum of the fines imposed upon the convicts; and other expressly authorized confidential expenses for which appropriations have been approved specifically for the purpose.

SECTION 330. Anti-Insurgency/Contingency Expenses (893).— This account is used to record unforeseen expenses arising from the occurrence of insurgency/natural calamities or financial dislocation on account thereof.

SECTION 331. Subsidy to National Government Agencies (894).— This account is used by the Bureau of the Treasury (BTr) for the cash equivalent of the used Notice of Cash Allocation upon replenishment to head office of Authorized Government Servicing Banks (AGSBs) including those paid by the BTr for the account of national government agencies.

 

SECTION 332. Subsidy to Local Government Units (895).— This account is used to record financial assistance granted to LGUs for the purpose of pursuing government programs or projects of public interest.

SECTION 333. Subsidy to Government Corporations (896).— This account is used to record financial assistance granted to GOCCs to cover operational expenses that are not supported by corporate revenues or to cover corporate deficit and losses as authorized by law.

SECTION 334. Membership Dues to International Institutions (899).— This account is used to record membership dues; contributions/or cost of approved participation in international organizations.

SECTION 335. Depreciation — Land Improvements (902).— This account is used to record depreciation of land improvements due to wear and tear, and deterioration.

SECTION 336. Depreciation — Leasehold Improvements (903).— This account is used to record depreciation of leasehold improvements due to wear and tear, and deterioration.

SECTION 337. Depreciation — Buildings (904).— This account is used to record depreciation of buildings used in government operations due to wear and tear, and deterioration.

SECTION 338. Depreciation — School Buildings (905).— This account is used to record depreciation of school buildings used in government operations due to wear and tear and deterioration.

SECTION 339. Depreciation — Markets and Slaughterhouses (906).— This account is used to record depreciation of markets and slaughterhouses used in government operations due to wear and tear and deterioration.

SECTION 340. Depreciation — Hospitals and Health Centers (907).— This account is used to record depreciation of hospitals and health centers used in government operations due to wear and tear and deterioration.

SECTION 341. Depreciation — Other Structures (908).— This account is used to record depreciation of other structures used in government operations due to wear and tear and deterioration.

SECTION 342. Depreciation — Industrial Machineries (909).— This account is used to record depreciation of industrial machineries used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 343. Depreciation — Other Machineries (910).— This account is used to record depreciation of other machineries used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 344. Depreciation — Firefighting Equipment and Accessories (911).— This account is used to record depreciation of firefighting equipment and accessories used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 345.  Depreciation — Construction and Heavy Equipment (912).— This account is used to record depreciation of construction and heavy equipment used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 346. Depreciation — Technical and Scientific Equipment (914).—This account is used to record depreciation of technical and scientific equipment used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 347. Depreciation — IT Equipment (915).— This account is used to record depreciation of IT equipment used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 348. Depreciation — Telegraph, Telephone, Cable, TV and Radio Equipment (916).— This account is used to record depreciation of telegraph, telephone, facsimile machines, cable, TV and radio equipment used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 349. Depreciation — Artesian Wells, Reservoirs, Pumping Stations and Conduits (917).— This account is used to record depreciation of artesian wells, reservoirs and pumping stations used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 350. Depreciation — Motor Vehicles (918).— This account is used to record depreciation of motor vehicles used in government operations due to wear and tear.

SECTION 351. Depreciation — Watercrafts (919).— This account is used to record depreciation of watercrafts used in government operations due to wear and tear and/or technological innovation.

SECTION 352. Depreciation — Trains (920).— This account is used to record depreciation of trains used in government operations due to wear and tear, obsolescence and/or technological innovation.

SECTION 353. Depreciation — Aircrafts/Aircraft Ground Equipment (921).— This account is used to record depreciation of aircrafts/aircraft ground equipment used in government operations due to wear and tear, obsolescence and technological innovation.

SECTION 354. Depreciation — Office Equipment (922).— This account is used to record depreciation of office equipment used in government operations due to wear and tear, obsolescence and technological innovation.

SECTION 355. Depreciation — Other Equipment (923).— This account is used to record depreciation of other equipment not included under the specific classification of equipment used in government operations due to wear and tear, obsolescence and technological innovation.

SECTION 356. Depreciation — Furniture and Fixtures (924).— This account is used to record depreciation of furniture and fixtures used in government operations due to wear and tear, deterioration and technological innovation.

SECTION 357. Depreciation — Ordnance (925).— This account is used to record depreciation of ordnance used in government operations due to wear and tear, obsolescence and technological innovation.

SECTION 358. Depreciation – Books (926).— This account is used to record depreciation of books used in government operations due to wear and tear, and obsolescence.

SECTION 359. Depreciation — Other Property, Plant and Equipment (927).— This account is used to record depreciation of other property, plant and equipment used in government operations due to wear and tear, deterioration, obsolescence and technological innovation.

SECTION 360.  Obsolescence — IT Software (928).— This account is used to record the reduction in the book value of IT Software used in the operation due to change in legislation/policies/regulations, obsolescence and technological innovation.

SECTION 361. Bad Debts Expense (929).— This account is used to record the amount of receivables determined to be uncollectible.

SECTION 362. Loss on Sale of Assets (947).— This account is used to record the amount of loss resulting from the sale of assets where the proceeds is lower than the net book value (book value less accumulated depreciation).

SECTION 363. Loss of Assets (948).— This account is used to record the costs of losses of government funds and property due to theft, fortuitous events/calamities/civil unrest and war based on approved request for relief from accountabilities.

SECTION 364. Other Expenses (950).— This account is used to record all other expenses not otherwise classified under any of the specific expense accounts. This includes workbooks distributed to public schools, income tax forms, election forms, cultural/athletic expenses, pre-employment medical check-up, trainers allowances, etc.

Financial Expenses

SECTION 365.  Bank Charges (951).— This account is used to record the amount levied by a bank for various services, such as charges for inter-branch transactions, cost of check booklets, cost of stoppage of payment, etc. Bank charges due to the negligence of accountable officer/accounting personnel shall be their personal liability.

SECTION 366.  Interest Expenses (952).— This account is used to record charges imposed as a consequence of the use of money belonging to others, such as interest on bonds, loans, treasury bills, treasury notes, certificate of indebtedness, and other interest bearing financial obligations.

SECTION 367. Commitment Charges (953).— This account is used to record a levy or charge imposed by creditors on the undrawn amount of the loan with foreign or domestic lending institutions.

SECTION 368.  Documentary Stamps Expenses (954).— This account is used to record documentary stamps expense for treasury bills issued by the National Government and other transactions of national government agencies.

SECTION 369.  Other Financial Charges (955).— This account is used to record other charges imposed by creditors such as: front-end fees, management fees, and other charges not classified under the specific accounts on financial expenses.

SECTION 370. Foreign Exchange (FOREX) Loss (956).— This account is used to record losses incurred in the conversion of foreign currencies to the Philippine peso, involving any of the following transactions:

a. Conversion of foreign currency deposits — It is the resulting difference when the prevailing exchange rate is lower than the exchange at the time of transactions or last adjustment.

b. Remittances or repayments of foreign loans by the National Government — It is the resulting difference when the prevailing exchange rate is higher than the rate of exchange at the time of receipt of loan proceeds or last adjustment.

SECTION 371. Debt Service Subsidy to GOCCs (957).— This account is used to record subsidies granted to GOCCs for the servicing of their foreign loans relent by the Republic of the Philippines as authorized by law or corporate body.

SECTION 372. Loss on Guaranty (958).— This account is used to record losses incurred by the National Government for guaranteed loans of GOCCs as authorized by law or corporate body.

Philippine Government Chart of Accounts

NEW GOVERNMENT ACCOUNTING SYSTEM

(COA Circular 2003-001 dated June 17, 2003 and 2004-002 dated April 29, 2004)

BALANCE SHEET

A S S E T S

CURRENT ASSETS

CASH
		Cash on Hand
	Account	Cash in Vault
	Title	101
	Account	Debit
	Number	Amount of cash collected by the Treasurer of the Philippines and the
	Normal Balance	Treasurers of Local Government Units (LGUs) pending deposit
	Description
	Account	Cash - Collecting Officers
	Title	102
	Account	Debit
	Number	Amount of collections with the Collecting
	Normal	Officers/Postmasters/Telegraph Operators pending deposit
	Balance
	Description
	Account	Cash - Disbursing Officers
	Title	103
	Account	Debit
	Number	Amount of cash advances granted to designated Regular/Special
	Normal	Disbursing Officers/Postmasters/Telegraph Operators for payment
	Balance	of authorized official expenditures or redemption of postal money
		orders and telegraphic transfers subject for liquidation
	Description
	Account	Petty Cash Fund
	Title	104
	Account	Debit
	Number	Amount of cash granted to designated Petty Cash Custodian for
	Normal	payment of authorized petty or miscellaneous expenses which
	Balance	cannot be conveniently paid thru check
	Description
Cash in National Treasury
	Account	Cash - National Treasury, Modified Disbursement System (MDS)
	Title
	Account	108
	Number	Debit
	Normal Balance	Amount of Notice of Cash Allocation received from the Department
		of Budget and Management and/or Notice of Transfer of Allocation
	Description	received from the Central Office/Regional Office thru which cash is
		withdrawn with the issuance of MDS checks
Cash in Bank - Local Currency
	Account	Cash - Bangko Sentral Ng Pilipinas
	Title	110
	Account	Debit
	Number	Cash in local currency deposited with the Bangko Sentral ng
		Pilipinas
	Normal Balance
	Description
	Account	Cash in Bank - Local Currency, Current Account
	Title	111
	Account	Debit
	Number	Cash in local currency deposited in current account with Authorized
	Normal	Government Depository Banks
	Balance
	Description
	Account	Cash in Bank - Local Currency, Savings Account
	Title	112
	Account	Debit
	Number	Cash in local currency deposited in savings account with Authorized
	Normal	Government Depository Banks
	Balance
	Description
	Account	Cash in Bank - Local Currency, Time Deposits
	Title	113
	Account	Debit
	Number	Cash in local currency placed with Authorized Government
	Normal	Depository Bank for a specified period of time
	Balance
	Description
Cash in Bank - Foreign Currency
	Account	Cash - Bangko Sentral ng Pilipinas
	Title	114
	Account	Debit
	Number	Cash in foreign currency deposited with the Bangko Sentral ng
	Normal Balance	Pilipinas
	Description
	Account	Cash in Bank - Foreign Currency, Current Account
	Title	115
	Account	Debit
	Number	Cash in foreign currency deposited in current account with
	Normal	Authorized Government Depository Banks
	Balance
	Description
	Account	Cash in Bank - Foreign Currency, Savings Account
	Title	116
	Account	Debit
	Number	Cash in foreign currency deposited in savings account with
	Normal	Authorized Government Depository Banks
	Balance
	Description
	Account	Cash in Bank - Foreign Currency, Time Deposits
	Title	117
	Account	Debit
	Number	Cash in foreign currency placed with Authorized Government
	Normal	Depository Banks for a specified period of time
	Balance
	Description
RECEIVABLES
	Receivable Accounts
	Account	Accounts Receivable
	Title	121
	Account	Debit
	Number	Amount due from customers arising from services rendered,
	Normal Balance	trading/business transactions or sale of merchandise or property
	Description
	Account	Allowance for Doubtful Accounts
	Title	301
	Account	Credit
	Number	Amount of trade receivables estimated to be uncollectible
	Normal
	Balance
	Description
	Account	Notes Receivable
	Title	122
	Account	Debit
	Number	Amount of promissory notes/time drafts/trade acceptances/other
	Normal	negotiable short-term instruments received from trade debtors
	Balance
	Description
	Account	Due from Officers and Employees
	Title	123
	Account	Debit
	Number	Amount of cash advances granted for travel and other collectibles
	Normal	from government agency’s officers and employees
	Balance
	Description
	Account	Loans Receivable – GOCCs
	Title	124
	Account	Debit
	Number	Amount of loans due from Government-Owned and/or Controlled
	Normal	Corporations (GOCCs)
	Balance
	Description
	Account	Loans Receivable – LGUs
	Title	125
	Account	Debit
	Number	Amount of loans due from LGUs
	Normal
	Balance
	Description
	Account	Loans Receivable – Others
	Title	126
	Account	Debit
	Number	Amount of loans due from entities other than GOCCs and LGUs
	Normal
	Balance
	Description
	Account	Real Property Tax Receivable
	Title	127
	Account	Debit
	Number	Amount of basic real property tax due from real property owners
	Normal
	Balance
	Description
	Account	Special Education Tax Receivable
	Title	128
	Account	Debit
	Number	Amount of additional levy on real property tax due from real
		property
	Normal	owners for the Special Education Fund
	Balance
	Description
	Account	Interest Receivable
	Title	129
	Account	Debit
	Number	Amount of interest earned and due from short/long term investments
	Normal
	Balance
	Description
	Account	Currency Swap Receivable
	Title	130
	Account	Debit
	Number	Amount in local currency delivered by the Bureau of the Treasury to
	Normal	the bank for conversion into foreign currency
	Balance
	Description
Inter-Agency Receivables
	Account	Due from National Treasury
	Title	131
	Account	Debit
	Number	Amount of cash or its equivalent deposited by government agencies
	Normal Balance	to the Authorized Government Depository Banks for the account of
		the Treasurer of the Philippines subject to refund/withdrawal
	Description
	Account	Due from NGAs
	Title	136
	Account	Debit
	Number	Amount due from departments, bureaus and other offices of the
	Normal	National Government
	Balance
	Description
	Account	Due from GOCCs
	Title	137
	Account	Debit
	Number	Amount due from GOCCs including Government Financial
	Normal	Institutions
	Balance
	Description
	Account	Due from LGUs
	Title	138
	Account	Debit
	Number	Amount due from LGUs (provinces/cities/municipalities
		/barangays)
	Normal
	Balance
	Description
	Account	Due from NGOs/POs
	Title	139
	Account	Debit
	Number	Funds entrusted to Non-Government Organizations/Peoples’
	Normal	Organizations (NGOs/POs) for the implementation of specific
	Balance	government projects subject to liquidation
	Description
Intra-Agency Receivables
	Account	Due from Central Office/Home Office
	Title	141
	Account	Debit
	Number	Amount of transactions recorded in the books of Regional
	Normal Balance	Offices/Staff Bureaus/Operating Units and/or Branch Offices of
		GOCCs
	Description
	Account	Due from Regional Offices/Staff Bureaus/Branch
	Title	Offices
	Account	142
	Number	Debit
	Normal Balance	Amount of transactions recorded in the books of the Central
		Office/Operating Units and/or Home Office of GOCCs
	Description
	Account	Due from Operating Units
	Title	143
	Account	Debit
	Number	Amount of transactions recorded in the books of the Central
	Normal	Office/Regional Offices
	Balance
	Description
	Account	Due from Other Funds
	Title	144
	Account	Debit
	Number	Amount due from other funds maintained by the agency
	Normal
	Balance
	Description
	Account	Due from Subsidiaries/Affiliates
	Title	145
	Account	Debit
	Number	Amount due from subsidiaries/affiliates of GOCCs
	Normal
	Balance
	Description
Other Receivables
	Account	Receivables - Disallowances/Charges
	Title	146
	Account	Debit
	Number	Amount due from public/private individuals/entities for audit
	Normal Balance	disallowances/charges which have become final and executory
	Description
	Account	Dividend Receivable
	Title	147
	Account	Debit
	Number	Amount of dividends due from investments in stocks and other
	Normal	marketable securities
	Balance
	Description
	Account	Other Receivables
	Title	149
	Account	Debit
	Number	Amount due from other debtors not falling under any of the specific
	Normal	receivable accounts
	Balance
	Description
INVENTORIES
	Materials
	Account	Raw Materials Inventory
	Title	151
	Account	Debit
	Number	Cost of raw materials purchased/received for use in production
	Normal Balance
	Description
	Account	Work-in-Process Inventory
	Title	152
	Account	Debit
	Number	Cost of material, labor and overhead expenses put into production
	Normal	but still in the process of manufacture at the end of the accounting
		period
	Balance
	Description
	Account	Finished Goods Inventory
	Title	153
	Account	Debit
	Number	Cost of completed work order/goods manufactured/produced/
		processed
	Normal
	Balance
	Description
	Account	Merchandise Inventory
	Title	154
	Account	Debit
	Number	Cost of merchandise purchased or produced for sale
	Normal
	Balance
	Description
Supplies
	Account	Office Supplies Inventory
	Title	155
	Account	Debit
	Number	Cost of office supplies purchased/received for use in government
	Normal Balance	office operations
	Description
	Account	Accountable Forms Inventory
	Title	156
	Account	Debit
	Number	Cost or appropriate value of accountable forms purchased/acquired/
	Normal Balance	received for use in the course of government operation and/or sale
	Description
	Account	Animal/Zoological Supplies Inventory
	Title	157
	Account	Debit
	Number	Cost of animal/zoological supplies purchased/received for
	Normal Balance	use/consumption of parks/wildlife/ botanical gardens
	Description
	Account	Food Supplies Inventory
	Title	158
	Account	Debit
	Number	Cost of non-perishable foods purchased/received for stock/use in
	Normal Balance	government operations
	Description
	Account	Drugs and Medicines Inventory
	Title	159
	Account	Debit
	Number	Cost of drugs and medicines purchased/received for stock/use in
	Normal Balance	government operations
	Description
	Account	Medical, Dental and Laboratory Supplies Inventory
	Title	160
	Account	Debit
	Number	Cost of medical, dental and laboratory supplies purchased/received
	Normal Balance	for use in government operations/projects
	Description
	Account	Gasoline, Oil and Lubricants Inventory
	Title	161
	Account	Debit
	Number	Cost of gasoline, oil and lubricants purchased/received for use in
	Normal Balance	government operations
	Description
	Account	Agricultural Supplies Inventory
	Title	162
	Account	Debit
	Number	Cost of agricultural supplies purchased/received for use in
	Normal Balance	government programs/projects
	Description
	Account	Textbooks and Instructional Materials Inventory
	Title	163
	Account	Debit
	Number	Cost of textbooks and instructional materials purchased/received for
	Normal Balance	use in government schools operation
	Description
	Account	Military and Police Supplies Inventory
	Title	164
	Account	Debit
	Number	Cost of supplies purchased/received for use in military and police
	Normal Balance	operations
	Description
	Account	Other Supplies Inventory
	Title	165
	Account	Debit
	Number	Cost of supplies purchased/received for use which cannot be
	Normal Balance	classified under any of the specific inventory accounts
	Description
	Account	Confiscated/Abandoned/Seized Goods Inventory
	Title	166
	Account	Debit
	Number	Estimated cost of confiscated/abandoned/seized goods declared in
	Normal Balance	favor of the government
	Description
	Account	Spare Parts Inventory
	Title	167
	Account	Debit
	Number	Cost of spare parts purchased/received for the repair of government
	Normal Balance	vehicles, aircrafts, machineries and other equipment
	Description
	Account	Construction Materials Inventory
	Title	168
	Account	Debit
	Number	Cost of construction materials purchased/received for use in the
	Normal Balance	construction, repair and rehabilitation of government facilities
	Description
Agricultural, Fishery and Forestry Products
	Account	Livestock Inventory
	Title	169
	Account	Debit
	Number	Cost of livestock purchased/received for use in government operation
	Normal Balance
	Description
	Account	Crops and Fruits Inventory
	Title	170
	Account	Debit
	Number	Estimated cost of fruits/crops harvested
	Normal
	Balance
	Description
	Account	Other Agricultural, Fishery and Forestry Products
	Title	Inventory
	Account	176
	Number	Debit
	Normal	Estimated cost of products acquired/purchased/produced
	Balance
	Description
PREPAYMENTS
	Account	Prepaid Rent
	Title	177
	Account	Debit
	Number	Amount advanced/deposited for lease/rentals of property, plant and
	Normal Balance	equipment used in government operations
	Description
	Account	Prepaid Insurance
	Title	178
	Account	Debit
	Number	Amount advanced for fidelity bond premiums of accountable officers
	Normal	and insurance premiums of insurable government property
	Balance
	Description
	Account	Prepaid Interest
	Title	179
	Account	Debit
	Number	Amount advanced for interest of loans contracted by the government
	Normal
	Balance
	Description
	Account	Deposit on Letters of Credit
	Title	180
	Account	Debit
	Number	Amount deposited for opening of letters of credit
	Normal
	Balance
	Description
	Account	Advances to Contractors
	Title	181
	Account	Debit
	Number	Amount advanced to contractors as authorized by law
	Normal
	Balance
	Description
	Account	Deferred Charges
	Title	182
	Account	Debit
	Number	Amount of other expenses which were paid for but remain
	Normal	unconsumed/ unutilized at the end of the accounting period
	Balance
	Description
	Account	Organization Cost
	Title	183
	Account	Debit
	Number	Cost incurred in forming or organizing GOCCs
	Normal
	Balance
	Description
	Account	Other Prepaid Expenses
	Title	185
	Account	Debit
	Number	Amount advanced for other expenses which are not classified in the
	Normal	specific prepaid accounts
	Balance
	Description

OTHER CURRENT ASSETS
	Account	Guaranty Deposits
	Title	186
	Account	Debit
	Number	Amount deposited in compliance with the requirements of the
	Normal Balance	transaction/memorandum of agreement/contract which is subject to
		refund
	Description
	Account	Other Current Assets
	Title	189
	Account	Debit
	Number	Amount of other assets which cannot be classified under any of the
	Normal	specific current assets accounts
	Balance
	Description
INVESTMENTS
INVESTMENTS IN SECURITIES
	Account	Investments in Treasury Bills
	Title	191
	Account	Debit
	Number	Amount placed in treasury bills issued by Bureau of the Treasury
	Normal Balance
	Description
	Account	Investments in Stocks
	Title	192
	Account	Debit
	Number	Amount of authorized investments in stocks
	Normal
	Balance
	Description
	Account	Investments in Bonds
	Title	193
	Account	Debit
	Number	Amount of authorized investments in bonds
	Normal
	Balance
	Description
	Account	Other Investments and Marketable Securities
	Title	197
	Account	Debit
	Number	Amount placed on other investments and marketable securities
	Normal
	Balance
	Description
SINKING FUND
	Account	Sinking Fund
	Title	198
	Account	Debit
	Number	Amount set aside for the liquidation of long-term debt
	Normal Balance
	Description
PROPERTY, PLANT AND EQUIPMENT
LAND AND LAND IMPROVEMENTS
	Account	Land
	Title	201
	Account	Debit
	Number	Cost/Appraised value of acquired land
	Normal Balance
	Description
	Account	Land Improvements
	Title	202
	Account	Debit
	Number	Cost/Appraised value of land improvements which are permanent or
	Normal	capital in nature
	Balance
	Description
	Account	Accumulated Depreciation - Land
	Title	Improvements
	Account	302
	Number	Credit
	Normal	Cumulative reduction in the value of the land improvement due to use
	Balance
	Description
	Account	Runways/Taxiways
	Title	203
	Account	Debit
	Number	Cost/Appraised value of runways/taxiways constructed/acquired
	Normal	including related improvements which are permanent or capital in
	Balance	nature
	Description
	Account	Accumulated Depreciation - Runways/Taxiways
	Title	303
	Account	Credit
	Number	Cumulative reduction in the value of runways/taxiways due to use
	Normal
	Balance
	Description
	Account	Railways
	Title	204
	Account	Debit
	Number	Cost/Appraised value of railroad tracts, terminals and stations
	Normal	constructed/acquired including related improvements which are
	Balance	permanent or capital in nature
	Description
	Account	Accumulated Depreciation - Railways
	Title	304
	Account	Credit
	Number	Cumulative reduction in the value of the railways due to use
	Normal
	Balance
	Description
	Account	Electrification, Power and Energy Structures
	Title	205
	Account	Debit
	Number	Cost/Appraised value of electrification, power and energy structures
	Normal	constructed/acquired including related improvements which are
	Balance	capital in nature
	Description
	Account	Accumulated Depreciation - Electrification, Power and Energy
	Title	Structures
	Account	305
	Number	Credit
	Normal	Cumulative reduction in the value of electrification, power and energy
	Balance	structures due to use
	Description
BUILDING
	Account	Office Buildings
	Title	211
	Account	Debit
	Number	Cost/Appraised value of office buildings constructed/acquired
	Normal Balance	including related improvements which are permanent or capital in
		nature
	Description
	Account	Accumulated Depreciation - Office Buildings
	Title	311
	Account	Credit
	Number	Cumulative reduction in the value of office buildings due to use
	Normal
	Balance
	Description
	Account	School Buildings
	Title	212
	Account	Debit
	Number	Cost/Appraised value of school buildings constructed/acquired
	Normal	including related improvements which are permanent or capital in
	Balance	nature
	Description
	Account	Accumulated Depreciation - School Buildings
	Title	312
	Account	Credit
	Number	Cumulative reduction in the value of the school buildings due to use
	Normal
	Balance
	Description
	Account	Hospitals and Health Centers
	Title	213
	Account	Debit
	Number	Cost/Appraised value of hospitals and health centers
	Normal	constructed/acquired including related improvements which are
	Balance	permanent or capital in nature
	Description
	Account	Accumulated Depreciation - Hospitals and Health Centers
	Title	313
	Account	Credit
	Number	Cumulative reduction in the value of hospitals and health centers due
	Normal	to use
	Balance
	Description
	Account	Markets and Slaughterhouses
	Title	214
	Account	Debit
	Number	Cost/Appraised value of markets and slaughterhouses
	Normal	constructed/acquired including related improvements which are
	Balance	permanent or capital in nature
	Description
	Account	Accumulated Depreciation - Markets and Slaughterhouses
	Title	314
	Account	Credit
	Number	Cumulative reduction in the value of markets and slaughterhouses due
	Normal	to use
	Balance
	Description
	Account	Other Structures
	Title	215
	Account	Debit
	Number	Cost/Appraised value of other structures constructed/acquired
	Normal	including related improvements which are permanent or capital in
	Balance	nature
	Description
	Account	Accumulated Depreciation - Other Structures
	Title	315
	Account	Credit
	Number	Cumulative reduction in the value of other structures due to use
	Normal
	Balance
	Description
LEASEHOLD IMPROVEMENTS
	Account	Leasehold Improvements, Land
	Title	218
	Account	Debit
	Number	Cost/Appraised value of improvements made on land under lease
	Normal Balance
	Description
	Account	Accumulated Depreciation- Leasehold Improvements, Land
	Title
	Account	318
	Number	Credit
	Normal	Cumulative reduction in the value of improvements made on land
	Balance	under lease due to use
	Description
	Account	Leasehold Improvements, Buildings
	Title	219
	Account	Debit
	Number	Cost/Appraised value of improvements made on buildings under lease
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Leasehold Improvements,
	Title	Buildings
	Account	319
	Number	Credit
	Normal	Cumulative reduction in the value of improvements made on
	Balance	buildings under lease due to use
	Description
	Account	Other Leasehold Improvements
	Title	220
	Account	Debit
	Number	Cost/Appraised value of improvements made on other properties
	Normal	under lease
	Balance
	Description
	Account	Accumulated Depreciation - Other Leasehold
	Title	Improvements
	Account	320
	Number	Credit
	Normal	Cumulative reduction in the value of improvements made on other
	Balance	properties under lease due to use
	Description
OFFICE EQUIPMENT, FURNITURE AND FIXTURES
	Account	Office Equipment
	Title	221
	Account	Debit
	Number	Cost/Appraised value of office equipment acquired
	Normal Balance
	Description
	Account	Accumulated Depreciation - Office Equipment
	Title	321
	Account	Credit
	Number	Cumulative reduction in the value of office equipment due to use
	Normal
	Balance
	Description
	Account	Furniture and Fixtures
	Title	222
	Account	Debit
	Number	Cost/Appraised value of furniture and fixtures acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Furniture and
	Title	Fixtures
	Account	322
	Number	Credit
	Normal	Cumulative reduction in the value of furniture and fixtures due to use
	Balance
	Description
	Account	IT Equipment and Software
	Title	223
	Account	Debit
	Number	Cost/Appraised value of IT equipment and software acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - IT Equipment
	Title	323
	Account	Credit
	Number	Cumulative reduction in the value of IT equipment due to use
	Normal
	Balance
	Description
	Account	Library Books
	Title	224
	Account	Debit
	Number	Cost/Appraised value of library books acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Library Books
	Title	324
	Account	Credit
	Number	Cumulative reduction in the value of library books due to use
	Normal
	Balance
	Description
MACHINERY AND EQUIPMENT
	Account	Machinery
	Title	226
	Account	Debit
	Number	Cost/Appraised value of machinery acquired
	Normal Balance
	Description
	Account	Accumulated Depreciation - Machinery
	Title	326
	Account	Credit
	Number	Cumulative reduction in the value of machinery due to use
	Normal
	Balance
	Description
	Account	Agricultural, Fishery and Forestry Equipment
	Title
	Account	227
	Number	Debit
	Normal	Cost/Appraised value of agricultural, fishery and forestry equipment
	Balance	acquired
	Description
	Account	Accumulated Depreciation - Agricultural, Fishery and Forestry
	Title	Equipment
	Account	327
	Number	Credit
	Normal	Cumulative reduction in the value of agricultural, fishery and forestry
	Balance	equipment due to use
	Description
	Account	Airport Equipment
	Title	228
	Account	Debit
	Number	Cost/Appraised value of airport equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Airport Equipment
	Title	328
	Account	Credit
	Number	Cumulative reduction in the value of airport equipment due to use
	Normal
	Balance
	Description
	Account	Communication Equipment
	Title	229
	Account	Debit
	Number	Cost/Appraised value of communication equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Communication Equipment
	Title
	Account	329
	Number	Credit
	Normal	Cumulative reduction in the value of communication equipment due
	Balance	to use
	Description
	Account	Construction and Heavy Equipment
	Title	230
	Account	Debit
	Number	Cost/Appraised value of construction and heavy equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Construction and Heavy Equipment
	Title
	Account	330
	Number	Credit
	Normal	Cumulative reduction in the value of construction and heavy
	Balance	equipment due to use
	Description
	Account	Firefighting Equipment and Accessories
	Title	231
	Account	Debit
	Number	Cost/Appraised value of firefighting equipment and accessories
	Normal	acquired
	Balance
	Description
	Account	Accumulated Depreciation - Firefighting Equipment and
	Title	Accessories
	Account	331
	Number	Credit
	Normal	Cumulative reduction in the value of firefighting equipment and
	Balance	accessories due to use
	Description
	Account	Hospital Equipment
	Title	232
	Account	Debit
	Number	Cost/Appraised value of hospital equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Hospital Equipment
	Title
	Account	332
	Number	Credit
	Normal	Cumulative reduction in the value of hospital equipment due to use
	Balance
	Description
	Account	Medical, Dental and Laboratory Equipment
	Title	233
	Account	Debit
	Number	Cost/Appraised value of medical, dental and laboratory equipment
	Normal	acquired
	Balance
	Description
	Account	Accumulated Depreciation - Medical, Dental and Laboratory
	Title	Equipment
	Account	333
	Number	Credit
	Normal	Cumulative reduction in the value of medical, dental and laboratory
	Balance	equipment due to use
	Description
	Account	Military and Police Equipment
	Title	234
	Account	Debit
	Number	Cost/Appraised value of military and police equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Military and Police Equipment
	Title
	Account	334
	Number	Credit
	Normal	Cumulative reduction in the value of military and police equipment
	Balance	due to use
	Description
	Account	Sports Equipment
	Title	235
	Account	Debit
	Number	Cost/Appraised value of sports equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Sports Equipment
	Title	335
	Account	Credit
	Number	Cumulative reduction in the value of sports equipment due to use
	Normal
	Balance
	Description
	Account	Technical and Scientific Equipment
	Title	236
	Account	Debit
	Number	Cost/Appraised value of technical and scientific equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Technical and Scientific Equipment
	Title
	Account	336
	Number	Credit
	Normal	Cumulative reduction in the value of technical and scientific
	Balance	equipment due to use
	Description
	Account	Other Machinery and Equipment
	Title	240
	Account	Debit
	Number	Cost/Appraised value of other machineries and equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Other Machinery and
	Title	Equipment
	Account	340
	Number	Credit
	Normal	Cumulative reduction in the value of other machineries and
	Balance	equipment due to use
	Description
TRANSPORTATION EQUIPMENT
	Account	Motor Vehicles
	Title	241
	Account	Debit
	Number	Cost/Appraised value of motor vehicles acquired
	Normal Balance
	Description
	Account	Accumulated Depreciation – Motor Vehicles
	Title	341
	Account	Credit
	Number	Cumulative reduction in the value of motor vehicles due to use
	Normal
	Balance
	Description
	Account	Trains
	Title	242
	Account	Debit
	Number	Cost/Appraised value of trains acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Trains
	Title	342
	Account	Credit
	Number	Cumulative reduction in the value of trains due to use
	Normal
	Balance
	Description
	Account	Aircrafts and Aircraft Ground Equipment
	Title	243
	Account	Debit
	Number	Cost/Appraised value of aircrafts and aircraft ground equipment
	Normal	acquired
	Balance
	Description
	Account	Accumulated Depreciation - Aircrafts and Aircraft Ground
	Title	Equipment
	Account	343
	Number	Credit
	Normal	Cumulative reduction in the value of aircrafts and aircraft ground
	Balance	equipment due to use
	Description
	Account	Watercrafts
	Title	244
	Account	Debit
	Number	Cost/Appraised value of watercrafts acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Watercrafts
	Title	344
	Account	Credit
	Number	Cumulative reduction in value of watercrafts due to use
	Normal
	Balance
	Description
	Account	Other Transportation Equipment
	Title	248
	Account	Debit
	Number	Cost/Appraised value of other transportation equipment acquired
	Normal
	Balance
	Description
	Account	Accumulated Depreciation - Other Transportation Equipment
	Title
	Account	348
	Number	Credit
	Normal	Cumulative reduction in value of other transportation equipment due
	Balance	to use
	Description
OTHER PROPERTY, PLANT AND EQUIPMENT
	Account	Other Property, Plant and Equipment
	Title	250
	Account	Debit
	Number	Cost/Appraised value of other property, plant and equipment acquired
	Normal Balance	not falling under any of the specific property, plant and equipment
		account
	Description
	Account	Accumulated Depreciation - Other Property, Plant and Equipment
	Title
	Account	350
	Number	Credit
	Normal	Cumulative reduction in the value of other property plant and
	Balance	equipment due to use
	Description
PUBLIC INFRASTRUCTURES
	Account	Roads, Highways and Bridges
	Title	251
	Account	Debit
	Number	Cost/Appraised value of roads, highways and bridges
	Normal Balance	constructed/acquired
	Description
	Account	Parks, Plazas and Monuments
	Title	252
	Account	Debit
	Number	Cost/Appraised value of parks, plazas and monuments
	Normal	constructed/acquired
	Balance
	Description
	Account	Ports, Lighthouses and Harbors
	Title	253
	Account	Debit
	Number	Cost/Appraised values of ports, lighthouses and harbors
	Normal	constructed/acquired
	Balance
	Description
	Account	Artesian Wells, Reservoirs, Pumping Stations and Conduits
	Title
	Account	254
	Number	Debit
	Normal	Cost/Appraised values of artesian wells, reservoirs, pumping stations
	Balance	and conduits constructed/acquired
	Description
	Account	Irrigation, Canals and Laterals
	Title	255
	Account	Debit
	Number	Cost/Appraised value of irrigation, canals, laterals and other
	Normal	structures constructed/acquired
	Balance
	Description
	Account	Flood Controls
	Title	256
	Account	Debit
	Number	Cost/Appraised value of flood controls constructed/acquired
	Normal
	Balance
	Description
	Account	Waterways, Aqueducts, Seawalls, River Walls and
	Title	Others
	Account	257
	Number	Debit
	Normal	Cost/Appraised value of waterways, aqueducts, seawalls, river walls
	Balance	and others constructed/acquired
	Description
	Account	Other Public Infrastructures
	Title	260
	Account	Debit
	Number	Cost/Appraised value of other public infrastructures
	Normal	constructed/acquired which cannot be classified under any specific
	Balance	type of public infrastructures
	Description

REFORESTATION PROJECTS
	Account	Reforestation - Upland
	Title	261
	Account	Debit
	Number	Cost/Appraised value of upland reforestation projects
	Normal Balance	completed/acquired
	Description
	Account	Reforestation - Marshland/Swampland
	Title	262
	Account	Debit
	Number	Cost/Appraised value of marshland/swampland reforestation projects
	Normal	completed/acquired
	Balance
	Description
	CONSTRUCTION IN PROGRESS
	Agency Assets
	Account	Construction in Progress - Agency Assets
	Title	264
	Account	Debit
	Number	Cost/Appraised value of government assets which are still under
	Normal Balance	construction including software development
	Description
Public Infrastructures/Reforestation Projects
	Account	Construction in Progress - Roads, Highways and
	Title	Bridges
	Account	266
	Number	Debit
	Normal Balance	Cost/Appraised value of roads, highways and bridges which are still
		under construction
	Description
	Account	Construction in Progress - Parks, Plazas and
	Title	Monuments
	Account	267
	Number	Debit
	Normal	Cost/Appraised value of parks, plazas and monuments which are still
	Balance	under construction
	Description
	Account	Construction in Progress - Ports, Lighthouses and
	Title	Harbors
	Account	268
	Number	Debit
	Normal	Cost/Appraised value of ports, lighthouses and harbors which are still
	Balance	under construction
	Description
	Account	Construction in Progress - Artesian Wells, Reservoirs, Pumping
	Title	Stations and Conduits
	Account	269
	Number	Debit
	Normal	Cost/Appraised value of artesian wells, reservoirs, pumping stations
	Balance	and conduits which are still under construction
	Description
	Account	Construction in Progress- Irrigation, Canals and
	Title	Laterals
	Account	270
	Number	Debit
	Normal	Cost/Appraised value of irrigation, canals, laterals and other
	Balance	structures which are still under construction
	Description
	Account	Construction in Progress - Flood Controls
	Title	271
	Account	Debit
	Number	Cost/Appraised value of flood control projects which are still under
	Normal	construction
	Balance
	Description
	Account	Construction in Progress - Waterways, Aqueducts, Seawalls, River
	Title	Walls and
	Account	Others
	Number	272
	Normal	Debit
	Balance	Cost/Appraised value of waterways, aqueducts, seawalls, river walls
		and other projects which are still under construction
	Description
	Account	Construction in Progress - Other Public
	Title	Infrastructures
	Account	273
	Number	Debit
	Normal	Cost/Appraised value of other public infrastructure projects which are
	Balance	still under construction
	Description
	Account	Construction in Progress - Reforestation - Upland
	Title
	Account	274
	Number	Debit
	Normal	Cost/Appraised value of upland reforestation projects which are still
	Balance	under construction
	Description
	Account	Construction in Progress - Reforestation - Marshland/Swampland
	Title
	Account	275
	Number	Debit
	Normal	Cost/Appraised value of marshland/swampland reforestation projects
	Balance	which are still under construction
	Description
OTHER ASSETS
	Account	Work/Other Animals
	Title	281
	Account	Debit
	Number	Cost/Appraised value of work/other animals acquired
	Normal Balance
	Description
	Account	Breeding Stocks
	Title	282
	Account	Debit
	Number	Cost/Appraised value of breeding stocks acquired
	Normal
	Balance
	Description
	Account	Arts, Archeological Specimens and Other
	Title	Exhibits
	Account	283
	Number	Debit
	Normal Balance	Cost/Appraised value of arts, archeological specimen and other
		exhibits acquired
	Description
	Account	Items in Transit
	Title	284
	Account	Debit
	Number	Cost/Appraised value of equipment already paid but not yet received
	Normal	(FOB Shipping Point)
	Balance
	Description
	Account	Restricted Fund/Cash
	Title	285
	Account	Debit
	Number	Amount restricted by GOCCs for authorized long-term plans except
	Normal	for liquidation of long-term debt
	Balance
	Description
	Account	Other Assets
	Title	290
	Account	Debit
	Number	Cost/Appraised value of serviceable assets not used in operation and
	Normal	those waiting for disposal
	Balance
	Description
L I A B I L I T I E S
CURRENT LIABILITIES
PAYABLE ACCOUNTS
	Account	Accounts Payable
	Title	401
	Account	Credit
	Number	Amount of indebtedness arising from trade/business
	Normal Balance
	Description
	Account	Notes Payable
	Title	402
	Account	Credit
	Number	Amount of liabilities arising from the issuance of promissory
	Normal Balance	notes/trade acceptances and other negotiable short-term instruments
	Description
	Account	Due to Officers and Employees
	Title	403
	Account	Credit
	Number	Amount of liabilities due to officers and employees of the agency
	Normal Balance
	Description
	Account	Dividend Payable
	Title	408
	Account	Credit
	Number	Amount of dividends due to investors/stockholders
	Normal Balance
	Description
	Account	Interest Payable
	Title	409
	Account	Credit
	Number	Amount of unpaid charges arising from the use of borrowed money
	Normal Balance
	Description
INTER-AGENCY PAYABLES
	Account	Due to National Treasury
	Title	411
	Account	Credit
	Number	Amount due to the National Treasury
	Normal Balance
	Description
	Account	Due to BIR
	Title	412
	Account	Credit
	Number	Amount of taxes due/amount withheld for remittance to the Bureau of
	Normal	Internal Revenue (BIR)
	Balance
	Description
	Account	Due to GSIS
	Title	413
	Account	Credit
	Number	Contributions due/collections received/amounts withheld for
	Normal	remittance to the Government Service Insurance System (GSIS)
	Balance
	Description
	Account	Due to PAG-IBIG
	Title	414
	Account	Credit
	Number	Contributions due/collections received/amounts withheld for remittance to the
	Normal	Home Development Mutual Fund (HDMF)
	Balance
	Description
	Account	Due to PHILHEALTH
	Title	415
	Account	Credit
	Number	Contributions due/collections received/amounts withheld for
	Normal	remittance to the Philippine Health Insurance Corporation (PHIC)
	Balance
	Description
	Account	Due to Other NGAs
	Title	416
	Account	Credit
	Number	Amount received from other national government agencies for the
	Normal	implementation of specific programs/projects subject to liquidation
	Balance
	Description
	Account	Due to Other GOCCs
	Title	417
	Account	Credit
	Number	Amount received from other GOCCs for specific projects other than
	Normal	the GSIS, HDMF and PHIC
	Balance
	Description
	Account	Due to LGUs
	Title	418
	Account	Credit
	Number	Amount due to LGUs (provinces/cities/municipalities/barangays)
	Normal
	Balance
	Description
INTRA - AGENCY PAYABLES
	Account	Due to Central Office/Home Office
	Title	421
	Account	Credit
	Number	Amount received by the Regional Office/Staff Bureaus/Operating
	Normal Balance	Units and/or Branch Offices of GOCCs from Central Office and/or
		Home Office of GOCCs
	Description
	Account	Due to Regional Offices/Staff Bureaus/Branch
	Title	Offices
	Account	422
	Number	Credit
	Normal	Amount received by the Central Office and/or Home Office of
	Balance	GOCCs from Regional Offices/Staff Bureaus and/or Branch Offices
		of GOCCs
	Description
	Account	Due to Operating Units
	Title	423
	Account	Credit
	Number	Amount received by the Central Office/Regional Offices from the
	Normal	Operating Units
	Balance
	Description
	Account	Due to Other Funds
	Title	424
	Account	Credit
	Number	Amount received/withheld for the account of other funds
	Normal
	Balance
	Description
	Account	Due to Subsidiaries/Affiliates
	Title	425
	Account	Credit
	Number	Amount due to subsidiaries/affiliates
	Normal
	Balance
	Description
OTHER CURRENT LIABILITY ACCOUNTS
	Account	Guaranty Deposits Payable
	Title	426
	Account	Credit
	Number	Liability arising from cash received to guaranty performance which
	Normal Balance	are refundable to the depositor
	Description
	Account	Performance/Bidders/Bail Bonds Payable
	Title	427
	Account	Credit
	Number	Liability arising from the receipt of cash bond to guarantee the
	Normal	performance of the contract/court order
	Balance
	Description
	Account	Currency Swap Payable
	Title	428
	Account	Credit
	Number	Liability arising from treasury transaction where fund in foreign
	Normal	currency is swapped into Philippine currency
	Balance
	Description
	Account	Tax Refunds Payable
	Title	429
	Account	Credit
	Number	Amount refundable to taxpayers for excess amount paid/withheld
	Normal
	Balance
	Description
	Account	Other Payables
	Title	439
	Account	Credit
	Number	Other liabilities not falling under any of the specific liability accounts
	Normal
	Balance
	Description
LONG-TERM LIABILITIES
MORTGAGE/BONDS/LOANS PAYABLE
	Account	Mortgage Payable
	Title	441
	Account	Credit
	Number	Long-term indebtedness covered by a contract/secured by collateral to
	Normal Balance	guarantee payment
	Description
	Account	Bonds Payable - Domestic
	Title	442
	Account	Credit
	Number	Long-term indebtedness to domestic creditors for bonds issued
	Normal
	Balance
	Description
	Account	Bonds Payable – Foreign
	Title	443
	Account	Credit
	Number	Long-term indebtedness to foreign creditors for bonds issued
	Normal
	Balance
	Description
	Account	Loans Payable - Domestic
	Title	444
	Account	Credit
	Number	Long-term indebtedness to domestic creditors covered by a contract/
	Normal	agreement
	Balance
	Description
	Account	Loans Payable – Foreign
	Title	445
	Account	Credit
	Number	Long-term indebtedness to foreign creditors covered by a
	Normal	contract/agreement
	Balance
	Description
	Account	Other Long-Term Liabilities
	Title	450
	Account	Credit
	Number	Other long-term liabilities not falling under any of the specific
	Normal	long-term liability accounts
	Balance
	Description
DEFERRED CREDITS
	Account	Deferred Real Property Tax Income
	Title	451
	Account	Credit
	Number	Real property tax recorded at the beginning of the year
	Normal Balance
	Description
	Account	Deferred Special Education Tax Income
	Title	452
	Account	Credit
	Number	Additional levy on real property tax due the Special Education Fund
	Normal
	Balance
	Description
	Account	Other Deferred Credits
	Title	455
	Account	Credit
	Number	Collections received in advance/receivable set up not falling under any of the
	Normal	specific deferred credit accounts
	Balance
	Description
EQUITY
GOVERNMENT EQUITY
	Account	Government Equity
	Title	501
	Account	Credit
	Number	Difference between the assets and the liabilities of the agency
	Normal Balance
	Description
	Account	Capital Stock
	Title	502
	Account	Credit
	Number	Contributions received equal to the par or stated value of the GOCCs stocks
	Normal
	Balance
	Description
	Account	Paid in Capital in Excess of Par Value
	Title	503
	Account	Credit
	Number	Contributions received in excess of the par or stated value of GOCCs stocks and/or
	Normal	credited if in case stocks are subscribed
	Balance
	Description
	Account	Subscribed Capital Stock
	Title	504
	Account	Credit
	Number	Contributions equal to the par or stated value of subscribed GOCCs stocks
	Normal
	Balance
	Description
	Account	Restricted Capital
	Title	505
	Account	Credit
	Number	Amount of capital appropriated for a specific purpose and is restricted for
	Normal	distribution as dividends
	Balance
	Description
	Account	Appraisal Capital Stock
	Title	506
	Account	Credit
	Number	Amount equal to the increases in the cost of assets due to appraisal/revaluation
	Normal
	Balance
	Description
	Account	Treasury Stock
	Title	507
	Account	Debit
	Number	Amount of shares reacquired by the corporation from the stockholders
	Normal
	Balance
	Description
	Account	Retained Earnings
	Title	510
	Account	Credit
	Number	Cumulative net earnings of the corporation
	Normal
	Balance
	Description

INTERMEDIATE ACCOUNTS
	Account	Cost of Goods Sold
	Title	511
	Account	Debit
	Number	Cost of merchandise sold in the course of government business
	Normal Balance	operation
	Description
	Account	Income and Expense Summary
	Title	512
	Account	Credit
	Number	A summary account for all subsidies received, revenues earned and
	Normal	expenses incurred during the year
	Balance
	Description
	Account	Retained Operating Surplus
	Title	513
	Account	Credit
	Number	Net results of agency operation
	Normal
	Balance
	Description
INCOME STATEMENT
INCOME
TAX REVENUE
	NATIONAL TAXES
	Account	Business Tax
	Title	551
	Account	Credit
	Number	Taxes on every sale, barter or exchange of goods subject to Value
	Normal Balance	Added Taxes
	Description
	Account	Capital Gains Tax
	Title	552
	Account	Credit
	Number	Taxes on gains from the sale, exchange, or other disposition of capital
	Normal	assets
	Balance
	Description
	Account	Documentary Stamp Tax
	Title	553
	Account	Credit
	Number	Taxes collected from sale of documentary stamps
	Normal
	Balance
	Description
	Account	Donors Tax
	Title	554
	Account	Credit
	Number	Taxes on gratuitous transfer of property by any person
	Normal
	Balance
	Description
	Account	Estate Tax
	Title	555
	Account	Credit
	Number	Taxes on transfer of property of deceased person to his/her lawful
	Normal	heirs/beneficiaries
	Balance
	Description
	Account	Excise Tax on Articles
	Title	556
	Account	Credit
	Number	Taxes on goods imported/manufactured/produced for domestic sale/
	Normal	consumption
	Balance
	Description
	Account	Final Tax
	Title	557
	Account	Credit
	Number	Taxes imposed as full and final payment of the tax due
	Normal
	Balance
	Description
	Account	Franchise Tax
	Title	558
	Account	Credit
	Number	Taxes and charges on special privileges/rights conferred to an
	Normal	individual/ corporation
	Balance
	Description
	Account	Immigration Tax
	Title	559
	Account	Credit
	Number	Taxes and other charges due from immigrants
	Normal
	Balance
	Description
	Account	Import Duties
	Title	560
	Account	Credit
	Number	Taxes on goods entering the country
	Normal
	Balance
	Description
	Account	Income Tax – Individuals
	Title	561
	Account	Credit
	Number	Taxes on income of individuals from all sources
	Normal
	Balance
	Description
	Account	Income Tax – Partnerships
	Title	562
	Account	Credit
	Number	Taxes on income from partnerships’ business operations during the
	Normal	period
	Balance
	Description
	Account	Income Tax – Corporations
	Title	563
	Account	Credit
	Number	Taxes on income from domestic/foreign corporations, private
	Normal	educational institutions’ business operations during the period
	Balance
	Description
	Account	Professional Tax
	Title	564
	Account	Credit
	Number	Taxes on all persons engaged in the exercise/practice of their
	Normal	professions requiring government examination
	Balance
	Description
	Account	Stock Transfer Tax
	Title	565
	Account	Credit
	Number	Taxes on the transfer of stock as recorded in the Stock and Transfer
	Normal	Book of the corporation
	Balance
	Description
	Account	Tax on Forest Products
	Title	566
	Account	Credit
	Number	Taxes on timber and firewood cut in public forests, from unregistered
	Normal	private lands and other forest products removed under gratuitous
	Balance	licenses
	Description
	Account	Value Added Tax
	Title	567
	Account	Credit
	Number	Taxes on sale/barter/exchange of goods, properties and services
	Normal	payable by the seller/lessor/transferor
	Balance
	Description
	Account	Value Added Tax - Expanded
	Title	568
	Account	Credit
	Number	Taxes on the increase in the worth/merit of goods/properties/services
	Normal
	Balance
	Description
	Account	Travel Tax
	Title	569
	Account	Credit
	Number	Taxes imposed on individuals who are leaving the country
	Normal
	Balance
	Description
	Account	Other National Taxes
	Title	578
	Account	Credit
	Number	Taxes not classified under any of the specific national taxes account
	Normal
	Balance
	Description
	Account	Fines and Penalties - National Taxes
	Title	579
	Account	Credit
	Number	Fines and penalties charged to national taxes
	Normal
	Balance
	Description
LOCAL TAXES
	Account	Amusement Tax
	Title	581
	Account	Credit
	Number	Taxes on gross receipts from admission fees collected by operators of
	Normal Balance	cinemas/concert hall/stadium and other places of amusement
	Description
	Account	Business Tax
	Title	582
	Account	Credit
	Number	Taxes on domestic sales of manufacturers/assemblers/repackers/
	Normal	processors/wholesalers/distributors/retailers/contractors/other
	Balance	businesses
	Description
	Account	Community Tax
	Title	583
	Account	Credit
	Number	Taxes levied on every citizen of the Philippines
	Normal
	Balance
	Description
	Account	Franchise Tax
	Title	584
	Account	Credit
	Number	Taxes on franchise granted to business operating within the localities
	Normal
	Balance
	Description
	Account	Occupation Tax
	Title	585
	Account	Credit
	Number	Taxes on all persons engaged in the exercise/practice of their
	Normal	profession or calling
	Balance
	Description
	Account	Printing and Publication Tax
	Title	586
	Account	Credit
	Number	Taxes on printing/publication of books and other printed materials
	Normal
	Balance
	Description
	Account	Property Transfer Tax
	Title	587
	Account	Credit
	Number	Taxes on sale/donation/barter or any other mode of transferring
	Normal	ownership/title of real property
	Balance
	Description
	Account	Real Property Tax
	Title	588
	Account	Credit
	Number	Basic tax on real property and its improvements
	Normal
	Balance
	Description
	Account	Real Property Tax on Idle Lands
	Title	589
	Account	Credit
	Number	Tax on idle lands in addition to the basic real property tax
	Normal
	Balance
	Description
	Account	Special Assessment Tax
	Title	590
	Account	Credit
	Number	Special levy on lands benefited by public works
	Normal	projects/improvements
	Balance
	Description
	Account	Special Education Tax
	Title	591
	Account	Credit
	Number	Tax on a real property in addition to the basic real property tax which
	Normal	accrue to the Special Education Fund
	Balance
	Description
	Account	Tax on Delivery Trucks and Vans
	Title	592
	Account	Credit
	Number	Taxes on vehicles used in the delivery/distribution of products
	Normal
	Balance
	Description
	Account	Tax on Sand, Gravel and Other Quarry Products
	Title	593
	Account	Credit
	Number	Taxes on stones/sand/gravel/earth and other quarry resources
	Normal	extracted from public lands/water
	Balance
	Description
	Account	Other Local Taxes
	Title	598
	Account	Credit
	Number	Other taxes not classified under the specific tax accounts
	Normal
	Balance
	Description
	Account	Fines and Penalties - Local Taxes
	Title	599
	Account	Credit
	Number	Fines and penalties charged to local taxes
	Normal
	Balance
	Description
GENERAL INCOME
PERMIT AND LICENSES
	Account	Fees on Weights and Measures
	Title	601
	Account	Credit
	Number	Fees for sealing and licensing of weights and measures
	Normal Balance
	Description
	Account	Fishery Rental Fees
	Title	602
	Account	Credit
	Number	Fees on fishery privileges granted and licenses for the operation of
	Normal	fishing vessels
	Balance
	Description
	Account	Franchising and Licensing Fees
	Title	603
	Account	Credit
	Number	Fees on franchises/licenses issued
	Normal
	Balance
	Description
	Account	Motor Vehicles Users Charge
	Title	604
	Account	Credit
	Number	Charges on all types of motor vehicles
	Normal
	Balance
	Description
	Account	Permit Fees
	Title	605
	Account	Credit
	Number	Fees for the issuance of permits by government agencies
	Normal
	Balance
	Description
	Account	Registration Fees
	Title	606
	Account	Credit
	Number	Fees in the registration of cart, cattle, marriage, etc.
	Normal
	Balance
	Description
	Account	Other Permits and Licenses
	Title	608
	Account	Credit
	Number	Fees for the issuance of permits/licenses not classified under specific
	Normal	accounts
	Balance
	Description
	Account	Fines and Penalties - Permits and Licenses
	Title	609
	Account	Credit
	Number	Fines and penalties charged to permits and licenses
	Normal
	Balance
	Description
SERVICE INCOME
	Account	Affiliation Fees
	Title	611
	Account	Credit
	Number	Fees for the training of students in State Universities and Colleges
	Normal Balance	and other government schools/agencies
	Description
	Account	Athletic and Cultural Fees
	Title	612
	Account	Credit
	Number	Fees for athletic and cultural activities
	Normal
	Balance
	Description
	Account	Clearance and Certification Fees
	Title	613
	Account	Credit
	Number	Fees for the issuance of clearances/certificates
	Normal
	Balance
	Description
	Account	Comprehensive Examination Fees
	Title	614
	Account	Credit
	Number	Fees imposed to students/professionals for taking examinations
	Normal
	Balance
	Description
	Account	Diploma and Graduation Fees
	Title	615
	Account	Credit
	Number	Fees for the issuance of diploma/conduct of graduation activities
	Normal
	Balance
	Description
	Account	Garbage Fees
	Title	616
	Account	Credit
	Number	Fees for the collection/disposal of garbage
	Normal
	Balance
	Description
	Account	Inspection Fees
	Title	617
	Account	Credit
	Number	Fees for the conduct of inspection
	Normal
	Balance
	Description
	Account	Library Fees
	Title	618
	Account	Credit
	Number	Fees for use of the library
	Normal
	Balance
	Description
	Account	Medical, Dental and Laboratory Fees
	Title	619
	Account	Credit
	Number	Fees for medical/dental/laboratory examinations
	Normal
	Balance
	Description
	Account	Passport and Visa Fees
	Title	620
	Account	Credit
	Number	Fees for the issuance of passports and visas
	Normal
	Balance
	Description
	Account	Processing Fees
	Title	621
	Account	Credit
	Number	Fees for the processing of documents
	Normal
	Balance
	Description
	Account	Seminar Fees
	Title	622
	Account	Credit
	Number	Fees for the conduct of seminars/training/conventions/workshops, etc.
	Normal
	Balance
	Description
	Account	Toll and Terminal Fees
	Title	623
	Account	Credit
	Number	Fees for use of roads/bridges/ferries/piers and terminals
	Normal
	Balance
	Description
	Account	Transcript of Record Fees
	Title	624
	Account	Credit
	Number	Fees for the issuance of transcript of records
	Normal
	Balance
	Description
	Account	Other Service Income
	Title	628
	Account	Credit
	Number	Income for services not classified under the specific service income
	Normal	accounts
	Balance
	Description
	Account	Fines and Penalties - Service Income
	Title	629
	Account	Credit
	Number	Fines and penalties charged to service income
	Normal
	Balance
	Description
BUSINESS INCOME
	Account	Hospital Fees
	Title	631
	Account	Credit
	Number	Fees for services rendered to patients
	Normal Balance
	Description
	Account	Income from Canteen Operations
	Title	632
	Account	Credit
	Number	Income from the operation of the canteen/cafeteria/eatery
	Normal
	Balance
	Description
	Account	Income from Cemetery Operations
	Title	633
	Account	Credit
	Number	Income from the operation of the cemeteries
	Normal
	Balance
	Description
	Account	Income from Communication Facilities
	Title	634
	Account	Credit
	Number	Income from the use of communication facilities
	Normal
	Balance
	Description
	Account	Income from Dormitory Operations
	Title	635
	Account	Credit
	Number	Income from the operation of dormitories/lodging houses/hostels
	Normal Balance
	Description
	Account	Income from Markets
	Title	636
	Account	Credit
	Number	Income from the operation of public markets
	Normal
	Balance
	Description
	Account	Income from Slaughterhouses
	Title	637
	Account	Credit
	Number	Income from the operation of slaughterhouses
	Normal
	Balance
	Description
	Account	Income from Transportation System
	Title	638
	Account	Credit
	Number	Income from the operation of transportations system
	Normal
	Balance
	Description
	Account	Income from Waterworks System
	Title	639
	Account	Credit
	Number	Income from the operation of waterworks system
	Normal
	Balance
	Description
	Account	Landing and Parking Fees
	Title	640
	Account	Credit
	Number	Income from the use of runways and airports
	Normal
	Balance
	Description
	Account	Printing and Publication Income
	Title	641
	Account	Credit
	Number	Income from sale of printed forms/materials/publications
	Normal
	Balance
	Description
	Account	Rent Income
	Title	642
	Account	Credit
	Number	Income from lease/use of government property
	Normal
	Balance
	Description
	Account	Sales Revenue
	Title	643
	Account	Credit
	Number	Income from sale of merchandise and other inventory
	Normal
	Balance
	Description
	Account	Tuition Fees
	Title	644
	Account	Credit
	Number	Fees imposed to students of government schools
	Normal
	Balance
	Description
	Account	Other Business Income
	Title	648
	Account	Credit
	Number	Income which are not classified under specific business income
	Normal	accounts
	Balance
	Description
	Account	Fines and Penalties - Business Income
	Title	649
	Account	Credit
	Number	Fines and penalties charged to business income
	Normal
	Balance
	Description
SUBSIDY INCOME
	Account	Subsidy Income from National Government
	Title	651
	Account	Credit
	Number	Amount of subsidy received from the National Government
	Normal Balance
	Description
	Account	Subsidy from Other National Government
	Title	Agencies
	Account	652
	Number	Credit
	Normal	Financial assistance received from National Government Agencies
	Balance
	Description
	Account	Subsidy from Central Office/Home Office
	Title	653
	Account	Credit
	Number	Amount of subsidy received by the Regional Office/Staff Bureau and
	Normal	Operating Unit and/or Branch Offices of GOCCs from Central Office
	Balance	and/or Home Office of GOCCs
	Description
	Account	Subsidy from Regional Offices/Staff Bureaus/Branch
	Title	Offices
	Account	654
	Number	Credit
	Normal	Amount of subsidy received by the Operating Unit and or Home
	Balance	Office of GOCCs from the Regional Offices/Staff Bureaus and/or
		Branch Offices of GOCCs
	Description
	Account	Subsidy from Operating Units
	Title	655
	Account	Credit
	Number	Amount of subsidy received by an Operating Unit from another
	Normal	Operating Units
	Balance
	Description
	Account	Subsidy from Other LGUs
	Title	656
	Account	Credit
	Number	Financial assistance received from other LGUs
	Normal
	Balance
	Description
	Account	Subsidy from Other Funds
	Title	657
	Account	Credit
	Number	Amount of subsidy received from other funds
	Normal
	Balance
	Description
	Account	Subsidy from Subsidiaries/Affiliates
	Title	658
	Account	Credit
	Number	Amount of subsidy received from subsidiaries/affiliates
	Normal
	Balance
	Description
OTHER GENERAL INCOME
	Account	Dividend Income
	Title	661
	Account	Credit
	Number	Cash dividends earned from investments in stocks
	Normal
	Balance
	Description
	Account	Income from Grants and Donations
	Title	662
	Account	Credit
	Number	Amount of grants/donations received in cash or in kind
	Normal
	Balance
	Description
	Account	Insurance Income
	Title	663
	Account	Credit
	Number	Income from life insurance/fidelity/third party liability/property and
	Normal	other non-life insurance and reinsurance
	Balance
	Description
	Account	Interest Income
	Title	664
	Account	Credit
	Number	Interest on deposits with banks/loans/investments
	Normal
	Balance
	Description
	Account	Internal Revenue Allotment
	Title	665
	Account	Credit
	Number	Share of the province/city/municipality from the national taxes
	Normal	collected
	Balance
	Description
	Account	Sale of Confiscated/Abandoned/Seized Goods and
	Title	Properties
	Account	666
	Number	Credit
	Normal	Income from sale of goods/properties confiscated/abandoned/seized
	Balance
	Description
	Account	Share from Economic Zones
	Title	667
	Account	Credit
	Number	Share of LGUs from the gross income paid by businesses and
	Normal	enterprises in special economic zones
	Balance
	Description
	Account	Share from Expanded Value Added Tax
	Title	668
	Account	Credit
	Number	Share of LGUs from national taxes collected in excess of the increase
	Normal	in collection for the immediate preceding calendar year
	Balance
	Description
	Account	Share from National Wealth
	Title	669
	Account	Credit
	Number	Share of LGUs from the utilization/development of the national wealth
	Normal
	Balance
	Description
	Account	Share from PAGCOR/PCSO
	Title	670
	Account	Credit
	Number	Share of government agencies from Philippine Amusement and
	Normal	Gaming Corporation (PAGCOR) and Philippine Charity Sweepstakes
	Balance	Office (PCSO)
	Description
	Account	Share from Tobacco Excise Tax
	Title	671
	Account	Credit
	Number	Share of LGUs on local tobacco excise taxes provided under R.A. 7171
	Normal
	Balance
	Description
	Account	Miscellaneous Income
	Title	678
	Account	Credit
	Number	Income earned which are not classified under the specific income
	Normal	accounts
	Balance
	Description
	Account	Other Fines and Penalties
	Title	679
	Account	Credit
	Number	Fines and penalties charged to other general income
	Normal
	Balance
	Description
GAIN/LOSS
	Account	Gain/Loss on Foreign Exchange (FOREX)
	Title	681
	Account	Credit/Debit
	Number	Amount of gain/loss in the conversion of foreign currencies to local
	Normal	currency
	Balance
	Description
	Account	Gain/Loss on Sale of Disposed Assets
	Title	682
	Account	Credit/Debit
	Number	Amount of gain/loss on sale of disposed assets
	Normal
	Balance
	Description
	Account	Gain/Loss on Sale of Securities
	Title	683
	Account	Credit/Debit
	Number	Amount of gain/loss on sale of bonds/securities
	Normal
	Balance
	Description
	Account	Prior Years’ Adjustments
	Title	684
	Account	Credit/Debit
	Number	Adjustment of prior years’ income earned/expenses incurred
	Normal
	Balance
	Description

EXPENSES
PERSONAL SERVICES
SALARIES AND WAGES
	Account	Salaries and Wages – Regular
	Title	701
	Account	Debit
	Number	Pay proper of regular government employees for services rendered
	Normal
	Balance
	Description
	Account	Salaries and Wages - Military/Uniformed
	Title	702
	Account	Debit
	Number	Pay proper of military and uniformed personnel of the Department of
	Normal	National Defense, Department of the Interior and Local Government and
	Balance	National Mapping and Resource Information Agency for services
		rendered
	Description
	Account	Salaries and Wages - Part-time
	Title	703
	Account	Debit
	Number	Pay proper of part-time government employees for services rendered
	Normal
	Balance
	Description
	Account	Salaries and Wages - Substitute
	Title	704
	Account	Debit
	Number	Pay proper of substitute government employees for services rendered
	Normal
	Balance
	Description
	Account	Salaries and Wages – Casual
	Title	705
	Account	Debit
	Number	Pay proper of casual government employees for services rendered
	Normal
	Balance
	Description
	Account	Salaries and Wages - Contractual
	Title	706
	Account	Debit
	Number	Pay proper of contractual government employees for services rendered
	Normal
	Balance
	Description
	Account	Salaries and Wages - Emergency
	Title	707
	Account	Debit
	Number	Pay proper of emergency government employees for services rendered
	Normal
	Balance
	Description
OTHER COMPENSATION
	Account	Personnel Economic Relief Allowance (PERA)
	Title	711
	Account	Debit
	Number	Allowance granted to all appointive government employees
	Normal
	Balance
	Description
	Account	Additional Compensation (ADCOM)
	Title	712
	Account	Debit
	Number	Allowance granted to all government personnel whether
	Normal	regular/casual on temporary status/contractual
	Balance
	Description
	Account	Representation Allowance (RA)
	Title	713
	Account	Debit
	Number	Allowance granted to authorized officials and employees while in the
	Normal	actual performance of their respective functions
	Balance
	Description
	Account	Transportation Allowance (TA)
	Title	714
	Account	Debit
	Number	Allowance granted to authorized officials/employees for transportation
	Normal
	Balance
	Description
	Account	Clothing/Uniform Allowance
	Title	715
	Account	Debit
	Number	Allowance to authorized government officials/employees for
	Normal	clothing/uniform
	Balance
	Description
	Account	Subsistence, Laundry and Quarters Allowances
	Title	716
	Account	Debit
	Number	Allowances to authorized government officials/employees for
	Normal	subsistence, laundry and quarters
	Balance
	Description
	Account	Productivity Incentive Allowance
	Title	717
	Account	Debit
	Number	Incentive to authorized government officials/employees for good
	Normal	performance
	Balance
	Description
	Account	Overseas Allowance
	Title	718
	Account	Debit
	Number	Allowance to authorized government officials/employees on foreign
	Normal	assignment
	Balance
	Description
	Account	Other Bonuses and Allowances
	Title	719
	Account	Debit
	Number	Other authorized bonuses and allowances to government
	Normal	officials/employees which are not classified under the specific
	Balance	accounts
	Description
	Account	Honoraria
	Title	720
	Account	Debit
	Number	Amount due to government officials/employees in recognition of their
	Normal	expertise, broad and superior knowledge in specific fields
	Balance
	Description
	Account	Hazard Pay
	Title	721
	Account	Debit
	Number	Amount due to government officials/employees assigned in difficult/
	Normal	dangerous/strife-torn/embattled areas as certified by appropriate
	Balance	government body and to those whose lives are directly exposed to
		work conditions which may cause injury/sickness/death/harmful
	Description	change in the human organism
	Account	Longevity Pay
	Title	722
	Account	Debit
	Number	Compensation to government officials and employees for long
	Normal	services rendered
	Balance
	Description
	Account	Overtime and Night Pay
	Title	723
	Account	Debit
	Number	Compensation to authorized government employees for working in
	Normal	excess of the minimum hours
	Balance
	Description
	Account	Cash Gift
	Title	724
	Account	Debit
	Number	Amount granted to government officials and employees
	Normal
	Balance
	Description
	Account	Year End Bonus
	Title	725
	Account	Debit
	Number	Christmas bonus to government officials and employees
	Normal
	Balance
	Description
PERSONNEL BENEFIT CONTRIBUTIONS
	Account	Life and Retirement Insurance Contributions
	Title	731
	Account	Debit
	Number	Government’s share in premium contributions to the Government
	Normal	Service Insurance System
	Balance
	Description
	Account	Pag-IBIG Contributions
	Title	732
	Account	Debit
	Number	Government's share in premium contributions to the Home
	Normal	Development Mutual Fund
	Balance
	Description
	Account	PHILHEALTH Contributions
	Title	733
	Account	Debit
	Number	Government’s share in premium contributions to health insurance
	Normal	fund with the Philippine Health Insurance Corporation
	Balance
	Description
	Account	ECC Contributions
	Title	734
	Account	Debit
	Number	Government’s share in premium contributions to the Employees'
	Normal	Compensation Commission (ECC)
	Balance
	Description
OTHER PERSONNEL BENEFITS
	Account	Pension Benefits - Civilian
	Title	738
	Account	Debit
	Number	Amount of pension to government officers and employees and/or
	Normal	their dependents
	Balance
	Description
	Account	Pension Benefits - Military/Uniformed
	Title	739
	Account	Debit
	Number	Amount of pension to military and uniformed personnel of the
	Normal	Department of National Defense, Department of Interior and Local
	Balance	Government and National Mapping and Resource Information
		Agency and/or their dependents
	Description
	Account	Retirement Benefits – Civilian
	Title	740
	Account	Debit
	Number	Amount of retirement pay to government officers and employees
	Normal	and/or their dependents
	Balance
	Description
	Account	Retirement Benefits - Military/Uniformed
	Title	741
	Account	Debit
	Number	Amount of retirement pay to military and uniformed personnel of the
	Normal	Department of National Defense, Department of Interior and Local
	Balance	Government and National Mapping and Resource Information
		Agency and/or their dependents
	Description
	Account	Terminal Leave Benefits
	Title	742
	Account	Debit
	Number	Money value of the accumulated leave credits of government officials
	Normal	and employees
	Balance
	Description
	Account	Health Workers Benefits
	Title	743
	Account	Debit
	Number	Amount of benefits given to health workers
	Normal
	Balance
	Description
	Account	Other Personnel Benefits
	Title	749
	Account	Debit
	Number	Amount of benefits not classified under the specific personnel
	Normal	benefits accounts
	Balance
	Description
MAINTENANCE AND OTHER OPERATING EXPENSES
TRAVELING EXPENSES
	Account	Traveling Expenses - Local
	Title	751
	Account	Debit
	Number	Expenses in the movement of persons within the country whether
	Normal	employed in the government or not, such as transportation and travel
	Balance	per diems, hire of guides, ferriage, and all other similar expenses
	Description
	Account	Traveling Expenses - Foreign
	Title	752
	Account	Debit
	Number	Expenses in the movement of persons outside the country whether
	Normal	employed in the government or not such as transportation and travel
	Balance	per diems, passport processing, etc.
	Description
TRAINING AND SCHOLARSHIP EXPENSES
	Account	Training Expenses
	Title	753
	Account	Debit
	Number	Expenses for participation/attendance in training, conventions and
	Normal	seminars/workshops. It also includes expenses incurred related to
	Balance	training, such as payment of honoraria to lecturers, hand outs,
		supplies and materials used, meals and snacks
	Description
	Account	Scholarship Expenses
	Title	754
	Account	Debit
	Number	Expenses for scholarships granted to government personnel
	Normal
	Balance
	Description
SUPPLIES AND MATERIALS EXPENSES
	Account	Office Supplies Expenses
	Title	755
	Account	Debit
	Number	Cost/Value of office/janitorial/IT supplies, etc. issued/used
	Normal
	Balance
	Description
	Account	Accountable Forms Expenses
	Title	756
	Account	Debit
	Number	Cost of accountable forms issued/used
	Normal
	Balance
	Description
	Account	Animal/Zoological Supplies Expenses
	Title	757
	Account	Debit
	Number	Cost of food/medicines/veterinary and other maintenance needs of
	Normal	animals in government zoos/wildlife/sanctuary, etc.
	Balance
	Description
	Account	Food Supplies Expenses
	Title	758
	Account	Debit
	Number	Cost of food served to patients/inmates, including those distributed to
	Normal	people affected by calamities/disasters/ground conflict, etc.
	Balance
	Description
	Account	Drugs and Medicines Expenses
	Title	759
	Account	Debit
	Number	Cost of drugs and medicines used in government operations/projects
	Normal
	Balance
	Description
	Account	Medical, Dental and Laboratory Supplies Expenses
	Title	760
	Account	Debit
	Number	Cost of medical, dental and laboratory supplies used in government
	Normal	operations/projects
	Balance
	Description
	Account	Gasoline, Oil and Lubricants Expenses
	Title	761
	Account	Debit
	Number	Cost of gasoline, oil and lubricants consumed by government vehicles
	Normal	and other equipment in connection with government operations/projects
	Balance
	Description
	Account	Agricultural Supplies Expenses
	Title	762
	Account	Debit
	Number	Cost of fertilizers, pesticides and other agricultural supplies
	Normal	issued/used in government operations/projects
	Balance
	Description
	Account	Textbooks and Instructional Materials
	Title	763
	Account	Debit
	Number	Cost of books and instructional materials distributed to public schools
	Normal
	Balance
	Description
	Account	Military and Police Supplies Expenses
	Title	764
	Account	Debit
	Number	Cost of military and police supplies issued/used in government
	Normal	operations
	Balance
	Description
	Account	Other Supplies Expenses
	Title	765
	Account	Debit
	Number	Cost of other supplies and material not classified under the specific
	Normal	supplies expense accounts used in government operations
	Balance
	Description
UTILITY EXPENSES
	Account	Water Expenses
	Title	766
	Account	Debit
	Number	Costs of water consumed in government operations/projects
	Normal
	Balance
	Description
	Account	Electricity Expenses
	Title	767
	Account	Debit
	Number	Cost of electricity consumed in government operations/projects
	Normal
	Balance
	Description
	Account	Cooking Gas Expenses
	Title	768
	Account	Debit
	Number	Cost of cooking gas consumed in government operations/projects
	Normal
	Balance
	Description
COMMUNICATION EXPENSES
	Account	Postage and Deliveries
	Title	771
	Account	Debit
	Number	Cost of postage/delivery of official forms/ documents/records, etc.
	Normal
	Balance
	Description
	Account	Telephone Expenses - Landline
	Title	772
	Account	Debit
	Number	Cost of transmitting messages thru telephone landlines
	Normal
	Balance
	Description
	Account	Telephone Expenses - Mobile
	Title	773
	Account	Debit
	Number	Cost of transmitting messages thru mobile phones
	Normal
	Balance
	Description
	Account	Internet Expenses
	Title	774
	Account	Debit
	Number	Cost of transmitting messages thru the internet
	Normal
	Balance
	Description
	Account	Cable, Satellite, Telegraph and Radio Expenses
	Title	775
	Account	Debit
	Number	Cost of transmitting messages thru cables/satellites/telegrams/radio
	Normal	services
	Balance
	Description
MEMBERSHIP DUES AND CONTRIBUTION TO ORGANIZATIONS
	Account	Membership Dues and Contribution to
	Title	Organizations
	Account	778
	Number	Debit
	Normal	Membership dues/contributions/fees to professional/recognized
	Balance	organizations
	Description
AWARDS AND INDEMNITIES
	Account	Awards and Indemnities
	Title	779
	Account	Debit
	Number	Amount awarded by courts/administrative bodies to persons affected
	Normal	by the destruction of property/death/injury
	Balance
	Description
ADVERTISING EXPENSES
	Account	Advertising Expenses
	Title	780
	Account	Debit
	Number	Cost of advertisement in newspapers/magazines/television/radio/other
	Normal	forms of media
	Balance
	Description
PRINTING AND BINDING EXPENSES
	Account	Printing and Binding Expenses
	Title	781
	Account	Debit
	Number	Cost for the printing/binding of manuscripts/documents in
	Normal	government operations/projects
	Balance
	Description
RENT EXPENSES
	Account	Rent Expenses
	Title	782
	Account	Debit
	Number	Expenses for the use of facilities/equipment, etc.
	Normal
	Balance
	Description
REPRESENTATION EXPENSES
	Account	Representation Expenses
	Title	783
	Account	Debit
	Number	Expenses for official meetings/conferences/entertainments
	Normal
	Balance
	Description
TRANSPORTATION AND DELIVERY EXPENSES
	Account	Transportation and Delivery Expenses
	Title	784
	Account	Debit
	Number	Cost of transporting government inventory/property/equipment
	Normal
	Balance
	Description
STORAGE EXPENSES
	Account	Storage Expenses
	Title	785
	Account	Debit
	Number	Cost of storing government goods/properties
	Normal
	Balance
	Description
SUBSCRIPTION EXPENSES
	Account	Subscription Expenses
	Title	786
	Account	Debit
	Number	Cost of subscription to library/other reading materials
	Normal
	Balance
	Description
SURVEY EXPENSES
	Account	Survey Expenses
	Title	787
	Account	Debit
	Number	Expenses in the conduct of survey of government property
	Normal
	Balance
	Description
REWARDS AND OTHER CLAIMS
	Account	Rewards and Other Claims
	Title	788
	Account	Debit
	Number	Expenses for rewards given to informers and government officers for
	Normal	outstanding services including claims of government employees for
	Balance	sickness/injuries/death which occurred or sustained in the
		performance of official duty
	Description
PROFESSIONAL SERVICES
	Account	Legal Services
	Title	791
	Account	Debit
	Number	Cost of authorized legal services rendered by private lawyers
	Normal
	Balance
	Description
	Account	Auditing Services
	Title	792
	Account	Debit
	Number	Cost of services rendered by auditors and billed by the Commission
	Normal	on Audit
	Balance
	Description
	Account	Consultancy Services
	Title	793
	Account	Debit
	Number	Cost of hiring consultants for special/technical services not available
	Normal	in the concerned agency
	Balance
	Description
	Account	Environment/Sanitary Services
	Title	794
	Account	Debit
	Number	Cost of services for the upkeep of the environment and maintenance
	Normal	of sanitation
	Balance
	Description
	Account	General Services
	Title	795
	Account	Debit
	Number	Expenses for general services such as carpentry/plumbing/electrical,
	Normal	etc.
	Balance
	Description
	Account	Janitorial Services
	Title	796
	Account	Debit
	Number	Cost of janitorial services under contract with the government
	Normal
	Balance
	Description
	Account	Security Services
	Title	797
	Account	Debit
	Number	Cost of security services under contract with the government
	Normal
	Balance
	Description
	Account	Other Professional Services
	Title	799
	Account	Debit
	Number	Cost of other professional services contracted by the agency not
	Normal	classified under specific professional services accounts
	Balance
	Description

REPAIRS AND MAINTENANCE
	Land Improvements
	Account	Repairs and Maintenance - Land Improvements
	Title	802
	Account	Debit
	Number	Cost of repairing and maintaining land improvements
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Runways/Taxiways
	Title	803
	Account	Debit
	Number	Cost of repairing and maintaining runways/taxiways
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Railways
	Title	804
	Account	Debit
	Number	Cost of repairing and maintaining railways
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Electrification, Power and Energy
	Title	Structures
	Account	805
	Number	Debit
	Normal	Cost of repairing and maintaining electrification, power and energy
	Balance	structures
	Description
Buildings
	Account	Repairs and Maintenance - Office Buildings
	Title	811
	Account	Debit
	Number	Cost of repairing and maintaining office buildings
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - School buildings
	Title	812
	Account	Debit
	Number	Cost of repairing and maintaining school buildings
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Hospitals and Health
	Title	Centers
	Account	813
	Number	Debit
	Normal	Cost of repairing and maintaining hospitals/sanitaria/health centers
	Balance
	Description
	Account	Repairs and Maintenance - Markets and
	Title	Slaughterhouses
	Account	814
	Number	Debit
	Normal	Cost of repairing and maintaining markets and slaughterhouses
	Balance
	Description
	Account	Repairs and Maintenance - Other Structures
	Title	815
	Account	Debit
	Number	Cost of repairing and maintaining structures other than those
	Normal	classified under specific maintenance accounts
	Balance
	Description
Leasehold Improvements
	Account	Repairs and Maintenance - Leasehold Improvements,
	Title	Land
	Account	818
	Number	Debit
	Normal	Cost of repairing and maintaining improvements on land leased by the
	Balance	government
	Description
	Account	Repairs and Maintenance - Leasehold Improvements,
	Title	Buildings
	Account	819
	Number	Debit
	Normal	Cost of repairing and maintaining improvements on buildings leased
	Balance	by the government
	Description
	Account	Repairs and Maintenance - Other Leasehold
	Title	Improvements
	Account	820
	Number	Debit
	Normal	Cost of repairing and maintaining improvements other than those
	Balance	classified under specific repairs and maintenance - leasehold
		improvements accounts
	Description
Office Equipment, Furniture and Fixtures
	Account	Repairs and Maintenance - Office Equipment
	Title	821
	Account	Debit
	Number	Cost of repairing and maintaining office equipment
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Furniture and Fixtures
	Title	822
	Account	Debit
	Number	Cost of repairing and maintaining furniture and fixtures
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - IT Equipment and Software
	Title	823
	Account	Debit
	Number	Cost of repairing and maintaining IT equipment and software
	Normal
	Balance
	Description
Machinery and Equipment
	Account	Repairs and Maintenance - Machinery
	Title	826
	Account	Debit
	Number	Cost of repairing and maintaining machinery
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Agricultural, Fishery and Forestry
	Title	Equipment
	Account	827
	Number	Debit
	Normal	Cost of repairing and maintaining agricultural, fishery and forestry
	Balance	equipment
	Description
	Account	Repairs and Maintenance - Airport Equipment
	Title	828
	Account	Debit
	Number	Cost of repairing and maintaining airport equipment
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Communication Equipment
	Title	829
	Account	Debit
	Number	Cost of repairing and maintaining communication equipment
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Construction and Heavy Equipment
	Title	830
	Account	Debit
	Number	Cost of repairing and maintaining construction and heavy equipment
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Firefighting Equipment and Accessories
	Title	831
	Account	Debit
	Number	Cost of repairing and maintaining firefighting equipment and
	Normal	accessories
	Balance
	Description
	Account	Repairs and Maintenance - Hospital Equipment
	Title	832
	Account	Debit
	Number	Cost of repairing and maintaining hospital equipment
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Medical, Dental and Laboratory
	Title	Equipment
	Account	833
	Number	Debit
	Normal	Cost of repairing and maintaining medical, dental and laboratory
	Balance	equipment
	Description
	Account	Repairs and Maintenance - Military and Police Equipment
	Title	834
	Account	Debit
	Number	Cost of repairing and maintaining military and police equipment
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Sports Equipment
	Title	835
	Account	Debit
	Number	Cost of repairing and maintaining sports equipment
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Technical and Scientific Equipment
	Title	836
	Account	Debit
	Number	Cost of repairing and maintaining technical and scientific equipment
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Other Machinery and Equipment
	Title	840
	Account	Debit
	Number	Cost of repairing and maintaining other machinery and equipment
	Normal	not specifically included in the other accounts
	Balance
	Description
Transportation Equipment
	Account	Repairs and Maintenance - Motor Vehicles
	Title	841
	Account	Debit
	Number	Cost of repairing and maintaining motor vehicles
	Normal
	Balance
	Description
	Account	Repairs and Maintenance – Trains
	Title	842
	Account	Debit
	Number	Cost of repairing and maintaining trains
	Normal
	Balance
	Description
	Account	Repairs and Maintenance – Aircrafts and Aircraft Ground
		Equipment
	Title
	Account	843
	Number	Debit
	Normal	Cost of repairing and maintaining aircrafts/aircraft ground equipment
	Balance
	Description
	Account	Repairs and Maintenance - Watercrafts
	Title	844
	Account	Debit
	Number	Cost of repairing and maintaining watercrafts
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Other Transportation Equipment
	Title
	Account	848
	Number	Debit
	Normal	Cost of repairing and maintaining other transportation equipment
	Balance
	Description
Other Property, Plant and Equipment
	Account	Repairs and Maintenance - Other Property, Plant and
	Title	Equipment
	Account	850
	Number	Debit
	Normal	Cost of repairing and maintaining other types of property, plant and
	Balance	equipment not classified under specific repairs and maintenance
		accounts
	Description
Public Infrastructures
	Account	Repairs and Maintenance - Roads, Highways and
	Title	Bridges
	Account	851
	Number	Debit
	Normal	Cost of repairing and maintaining roads, highways and bridges
	Balance
	Description
	Account	Repairs and Maintenance - Parks, Plazas and
	Title	Monuments
	Account	852
	Number	Debit
	Normal	Cost of repairing and maintaining parks, plazas and monuments
	Balance
	Description
	Account	Repairs and Maintenance - Ports, Lighthouses and
	Title	Harbors
	Account	853
	Number	Debit
	Normal	Cost of repairing and maintaining ports, lighthouses and harbors
	Balance
	Description
	Account	Repairs and Maintenance - Artesian Wells, Reservoirs, Pumping
	Title	Stations and Conduits
	Account	854
	Number	Debit
	Normal	Cost of repairing and maintaining artesian wells, reservoirs, pumping
	Balance	stations and conduits
	Description
	Account	Repairs and Maintenance - Irrigation, Canals and
	Title	Laterals
	Account	855
	Number	Debit
	Normal	Cost of repairing and maintaining irrigation, canals, laterals and other
	Balance	structures
	Description
	Account	Repairs and Maintenance - Flood Controls
	Title	856
	Account	Debit
	Number	Cost of repairing and maintaining flood controls
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Waterways, Aqueducts, Seawalls, River
	Title	Walls and Others
	Account	857
	Number	Debit
	Normal	Cost of repairing and maintaining waterways, aqueducts, seawalls,
	Balance	river walls and others
	Description
	Account	Repairs and Maintenance - Other Public Infrastructures
	Title	860
	Account	Debit
	Number	Cost of repairing and maintaining other public infrastructures
	Normal
	Balance
	Description
Reforestation Projects
	Account	Repairs and Maintenance - Reforestation - Upland
	Title	861
	Account	Debit
	Number	Cost of repairing and maintaining upland reforestation projects
	Normal
	Balance
	Description
	Account	Repairs and Maintenance - Reforestation -
	Title	Marshland/Swampland
	Account	862
	Number	Debit
	Normal	Cost of repairing and maintaining marshland/swampland reforestation
	Balance	projects
	Description

SUBSIDIES AND DONATIONS
	Account	Subsidy to National Government Agencies
	Title	871
	Account	Debit
	Number	Replenishments made by the Bureau of the Treasury to Authorized
	Normal Balance	Government Servicing Banks for negotiated Modified Disbursement
		System checks and payments on accounts of National Government
	Description	Agencies
	Account	Subsidy to Regional Offices/Staff Bureaus/Branch
	Title	Offices
	Account	872
	Number	Debit
	Normal Balance	Amount of funds/assets transferred by the Central Office and/or
		Home Office of GOCCs to the Regional Offices/Staff Bureaus and/or
	Description	Branch Offices of GOCCs
	Account	Subsidy to Operating Units
	Title	873
	Account	Debit
	Number	Amount of funds/assets transferred by the Central Office/Regional
	Normal Balance	Offices/Staff Bureaus to the Operating Units
	Description
	Account	Subsidy to Local Government Units
	Title	874
	Account	Debit
	Number	Amount of funds/assets transferred to LGUs for government
	Normal Balance	programs/projects
	Description
	Account	Subsidy to Government Owned and/or Controlled
	Title	Corporations
	Account	875
	Number	Debit
	Normal Balance	Amount of funds/assets transferred to GOCCs for their operations
	Description
	Account	Subsidy to NGOs/POs
	Title	876
	Account	Debit
	Number	Amount of financial assistance to Non-Government
	Normal Balance	Organizations/People’s Organizations for implementation of
		government programs/projects
	Description
	Account	Subsidy to Other Funds
	Title	877
	Account	Debit
	Number	Amount transferred from one fund to another fund of the government
	Normal Balance	agency
	Description
	Account	Donations
	Title	878
	Account	Debit
	Number	Amount of donations to other levels of government/individuals/
	Normal Balance	institutions
	Description
CONFIDENTIAL, INTELLIGENCE, EXTRAORDINARY AND MISCELLANEOUS EXPENSES
	Account	Confidential Expenses
	Title	881
	Account	Debit
	Number	Cost of services which are confidential in nature
	Normal
	Balance
	Description
	Account	Intelligence Expenses
	Title	882
	Account	Debit
	Number	Amount of expenses for highly sensitive activities
	Normal
	Balance
	Description
	Account	Extraordinary Expenses
	Title	883
	Account	Debit
	Number	Amount of expenses of government officials for authorized public
	Normal	relations activities
	Balance
	Description
	Account	Miscellaneous Expenses
	Title	884
	Account	Debit
	Number	Amount of expenses other than those classified under specific
	Normal	confidential, intelligence and extraordinary expense accounts
	Balance
	Description
TAXES, INSURANCE PREMIUMS AND OTHER FEES
	Account	Taxes, Duties and Licenses
	Title	891
	Account	Debit
	Number	Amount of expenses for taxes, duties and licenses
	Normal
	Balance
	Description
	Account	Fidelity Bond Premiums
	Title	892
	Account	Debit
	Number	Premiums on fidelity bond of accountable officers
	Normal
	Balance
	Description
	Account	Insurance Expenses
	Title	893
	Account	Debit
	Number	Premiums for the insurance of government properties
	Normal
	Balance
	Description
NON-CASH EXPENSES
	Bad Debts Expenses
	Account	Bad Debts Expenses
	Title	901
	Account	Debit
	Number	Amount of receivables estimated to be uncollectible
	Normal
	Balance
	Description
Depreciation
	Land Improvements
	Account	Depreciation - Land Improvements
	Title	902
	Account	Debit
	Number	Depreciation charges for the period on land improvements
	Normal
	Balance
	Description
	Account	Depreciation - Runways/Taxiways
	Title	903
	Account	Debit
	Number	Depreciation charges for the period on runways/taxiways
	Normal
	Balance
	Description
	Account	Depreciation - Railways
	Title	904
	Account	Debit
	Number	Depreciation charges for the period on railways
	Normal
	Balance
	Description
	Account	Depreciation - Electrification, Power and Energy
	Title	Structures
	Account	905
	Number	Debit
	Normal	Depreciation charges for the period on electrification, power and
	Balance	energy structures
	Description
Buildings
	Account	Depreciation - Office Buildings
	Title	911
	Account	Debit
	Number	Depreciation charges for the period on office buildings
	Normal
	Balance
	Description
	Account	Depreciation - School Buildings
	Title	912
	Account	Debit
	Number	Depreciation charges for the period on school buildings
	Normal
	Balance
	Description
	Account	Depreciation - Hospitals and Health Centers
	Title	913
	Account	Debit
	Number	Depreciation charges for the period on hospitals and health centers
	Normal
	Balance
	Description
	Account	Depreciation - Markets and Slaughterhouses
	Title	914
	Account	Debit
	Number	Depreciation charges for the period on markets and slaughterhouses
	Normal
	Balance
	Description
	Account	Depreciation - Other Structures
	Title	915
	Account	Debit
	Number	Depreciation charges for the period on other structures
	Normal
	Balance
	Description
Leasehold Improvements
	Account	Depreciation - Leasehold Improvements, Land
	Title	918
	Account	Debit
	Number	Depreciation charges for the period on leasehold improvements, land
	Normal
	Balance
	Description
	Account	Depreciation - Leasehold Improvements, Buildings
	Title
	Account	919
	Number	Debit
	Normal	Depreciation charges for the period on leasehold improvements,
	Balance	buildings
	Description
	Account	Depreciation - Other Leasehold Improvements
	Title	920
	Account	Debit
	Number	Depreciation charges for the period on other leasehold improvements
	Normal
	Balance
	Description
Office Equipment, Furniture and Fixtures
	Account	Depreciation - Office Equipment
	Title	921
	Account	Debit
	Number	Depreciation charges for the period on office equipment
	Normal
	Balance
	Description
	Account	Depreciation - Furniture and Fixtures
	Title	922
	Account	Debit
	Number	Depreciation charges for the period on furniture and fixtures
	Normal
	Balance
	Description
	Account	Depreciation - IT Equipment
	Title	923
	Account	Debit
	Number	Depreciation charges for the period on IT equipment
	Normal
	Balance
	Description
	Account	Depreciation - Library Books
	Title	924
	Account	Debit
	Number	Depreciation charges for the period on library books
	Normal
	Balance
	Description
Machinery and Equipment
	Account	Depreciation - Machinery
	Title	926
	Account	Debit
	Number	Depreciation charges for the period on machinery
	Normal
	Balance
	Description
	Account	Depreciation - Agricultural, Fishery and Forestry Equipment
	Title
	Account	927
	Number	Debit
	Normal	Depreciation charges for the period on agricultural, fishery and
	Balance	forestry equipment
	Description
	Account	Depreciation - Airport Equipment
	Title	928
	Account	Debit
	Number	Depreciation charges incurred for the period on airport equipment
	Normal
	Balance
	Description
	Account	Depreciation - Communication Equipment
	Title	929
	Account	Debit
	Number	Depreciation charges for the period on communication equipment
	Normal
	Balance
	Description
	Account	Depreciation - Construction and Heavy Equipment
	Title
	Account	930
	Number	Debit
	Normal	Depreciation charges for the period on construction and heavy
	Balance	equipment
	Description
	Account	Depreciation - Firefighting Equipment and
	Title	Accessories
	Account	931
	Number	Debit
	Normal	Depreciation charges for the period on firefighting equipment and
	Balance	accessories
	Description
	Account	Depreciation - Hospital Equipment
	Title	932
	Account	Debit
	Number	Depreciation charges for the period on hospital equipment
	Normal
	Balance
	Description
	Account	Depreciation - Medical, Dental and Laboratory Equipment
	Title
	Account	933
	Number	Debit
	Normal	Depreciation charges for the period on medical, dental and laboratory
	Balance	equipment
	Description
	Account	Depreciation - Military and Police Equipment
	Title	934
	Account	Debit
	Number	Depreciation charges for the period on military and police equipment
	Normal
	Balance
	Description
	Account	Depreciation - Sports Equipment
	Title	935
	Account	Debit
	Number	Depreciation charges for the period on sports equipment
	Normal
	Balance
	Description
	Account	Depreciation - Technical and Scientific Equipment
	Title
	Account	936
	Number	Debit
	Normal	Depreciation charges for the period on technical and scientific
	Balance	equipment
	Description
	Account	Depreciation - Other Machineries and Equipment
	Title
	Account	940
	Number	Debit
	Normal	Depreciation charges for the period on other machineries and
	Balance	equipment
	Description
Transportation Equipment
	Account	Depreciation - Motor Vehicles
	Title	941
	Account	Debit
	Number	Depreciation charges for the period on motor vehicles
	Normal
	Balance
	Description
	Account	Depreciation -Trains
	Title	942
	Account	Debit
	Number	Depreciation charges for the period on trains
	Normal
	Balance
	Description
	Account	Depreciation - Aircrafts and Aircraft Ground Equipment
	Title
	Account	943
	Number	Debit
	Normal	Depreciation charges for the period on aircrafts and aircraft ground
	Balance	equipment
	Description
	Account	Depreciation - Watercrafts
	Title	944
	Account	Debit
	Number	Depreciation charges for the period on watercrafts
	Normal
	Balance
	Description
	Account	Depreciation - Other Transportation Equipment
	Title
	Account	948
	Number	Debit
	Normal	Depreciation charges for the period on other transportation equipment
	Balance
	Description
Other Property, Plant and Equipment
	Account	Depreciation - Other Property, Plant and Equipment
	Title
	Account	950
	Number	Debit
	Normal	Depreciation charges for the period on other property, plant and
	Balance	equipment
	Description
Depletion
	Account	Obsolescence - IT Software
	Title	951
	Account	Debit
	Number	Reduction in the book value of IT Software due to
	Normal	obsolescence/technological innovation and change in government
	Balance	policies
	Description
Discounts
	Account	Discount on Real Property Taxes
	Title	954
	Account	Debit
	Number	Discount for advance and prompt payment of real property taxes
	Normal
	Balance
	Description
	Account	Discount on Special Education Tax
	Title	955
	Account	Debit
	Number	Discount for advance and prompt payment of special education tax
	Normal
	Balance
	Description
Tax Exemption and Refunds
	Account	Loss from Tax Exemptions
	Title	957
	Account	Debit
	Number	Amount of taxes lost due to exemption granted to corporations and
	Normal	other businesses in the payment of taxes/duties/levies, etc.
	Balance
	Description
	Account	Tax Refunds
	Title	958
	Account	Debit
	Number	Amount of refunds for overpayment of taxes/duties/levies, etc.
	Normal
	Balance
	Description
Remittance to National Treasury from Assets Disposal
	Account	Remittance to National Treasury from Assets
	Title	Disposal
	Account	959
	Number	Debit
	Normal	Remittance to the Bureau of the Treasury of proceeds from the sale of
	Balance	disposed assets
	Description
OTHER MAINTENANCE AND OPERATING EXPENSES
	Account	Loss of Assets
	Title	961
	Account	Debit
	Number	Amount of loss suffered by government due to theft/fortuitous
	Normal	events/calamities/civil unrest
	Balance
	Description
	Account	Loss on Guaranty
	Title	962
	Account	Debit
	Number	Amount paid by the National Government for guaranteed GOCCs
	Normal	loans due to insolvency
	Balance
	Description
	Account	Other Maintenance and Operating Expenses
	Title	969
	Account	Debit
	Number	Expenses not otherwise classified under the specific maintenance and
	Normal	other operating expense accounts
	Balance
	Description
FINANCIAL EXPENSES
	Account	Bank Charges
	Title	971
	Account	Debit
	Number	Amount charged by a bank for various services rendered
	Normal
	Balance
	Description
	Account	Commitment Fees
	Title	972
	Account	Debit
	Number	Amount charged by creditors for unwithdrawn amount of loans
	Normal
	Balance
	Description
	Account	Debt Service Subsidy to GOCCs
	Title	973
	Account	Debit
	Number	Subsidies to GOCCs for unpaid loans to the National Government
	Normal
	Balance
	Description
	Account	Documentary Stamp Expenses
	Title	974
	Account	Debit
	Number	Cost of documentary stamp issued/used in government transactions
	Normal
	Balance
	Description
	Account	Interest Expenses
	Title	975
	Account	Debit
	Number	Charges for the use of borrowed money
	Normal
	Balance
	Description
	Account	Other Financial Charges
	Title	979
	Account	Debit
	Number	Charges which are not classified under the specific financial expense
	Normal	accounts
	Balance
	Description

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

June 17, 2003

COA Circular No. 2003-01

TO : Heads of Departments, Agencies, Bureaus and Offices of the National Government and Local Government Units; Heads of Financial Management Services, Local Treasurers, Accountants/Heads of Accounting Units and Budget Officers; COA Assistant Commissioners; COA Directors; Heads of Auditing Units; and All Others Concerned.

SUBJECT : REVISED CHART OF ACCOUNTS UNDER THE NEW GOVERNMENT ACCOUNTING SYSTEM

1.0 PURPOSE

In consonance with the authority granted to the undersigned under COA Circular Nos. 2002-002 and 2002-003 dated June 18 and 20, 2002, respectively, this Circular is hereby issued to revise the Chart of Accounts as part of the continuing effort of this Commission to simplify government accounting and implement the Computerized New Government Accounting System (NGAS).

2.0 THE REVISED NGAS CHART OF ACCOUNTS

The Revised NGAS Chart of Accounts, attached as Annex A of this Circular, consists of accounts grouped as follows:

AccountsAccount Code

Assets
	Asset Contra-Accounts
Liabilities
Equity
			100-299
			300-399
			400-499
			500-549
Income
	Tax Revenue -
		National Taxes
		Local Taxes
	General Income -
		Permits and Licenses
		Service Income
		Business Income
		Subsidy Income
		Other Income
Gain or Loss Accounts
Expenses
	Personal Services
	Maintenance and Other
		Operating Expenses
	Financial Expenses
		550-699
550-579
580-599
600-609
610-629
630-649
650-659
660-679
		680-699
		700-999
700-749
750-969
970-999

3.0 SAVING CLAUSE

Cases not covered in this Circular shall be referred to the Government Accounting and FMIS (GAFMIS),this Commission, for resolution.

4.0 REPEALING CLAUSE

The provisions of COA Circular Nos. 2002-002 and 2002-003 dated June 18 and 20, 2002, respectively, are hereby modified/revised accordingly.

5.0 EFFECTIVITY

This circular shall take effect January 1, 2003.

 

 

ANNEX A

June 17, 2003

COA CIRCULAR NO. 2003-001

Account	Account Title
Code
BALANCE SHEET ACCOUNTS
ASSETS
		CURRENT ASSETS
			CASH
				Cash on Hand
101					Cash in Vault
102					Cash - Collecting Officers
103					Cash - Disbursing Officers
104					Petty Cash Fund
				Cash in National Treasury
108					Cash - National Treasury, Modified Disbursements
						System (MDS)
				Cash in Bank - Local Currency
110					Cash - Bangko Sentral ng Pilipinas
111					Cash in Bank - Local Currency, Current Account
112					Cash in Bank - Local Currency, Savings Account
113					Cash in Bank - Local Currency, Time Deposits
				Cash in Bank - Foreign Currency
114					Cash - Bangko Sentral ng Pilipinas
115					Cash in Bank - Foreign Currency, Current Account
116					Cash in Bank - Foreign Currency, Savings Account
117					Cash in Bank - Foreign Currency, Time Deposits
RECEIVABLES
Receivable Accounts
121					Accounts Receivable
	301					Allowance for Doubtful Accounts
122					Notes Receivable
123					Due from Officers and Employees
124					Loans Receivable - GOCCs
125					Loans Receivable - LGUs
126					Loans Receivable - Others
127					Real Property Tax Receivable
128					Special Education Tax Receivable
129					Interests Receivable
130					Currency Swap Receivable
			Inter-Agency Receivables
131					Due from National Treasury
136					Due from NGAs
137					Due from GOCCs
138					Due from LGUs
139					Due from NGOs/POs
			Intra-Agency Receivables
141					Due from Central Office
142					Due from Regional Offices/Staff Bureaus
143					Due from Operating Units
144					Due from Other Funds
			Other Receivables
146					Receivables - Disallowances/Charges
149					Other Receivables
INVENTORIES
			Materials
151					Raw Materials Inventory
152					Work-In-Process Inventory
153					Finished Goods Inventory
154					Merchandise Inventory
			Supplies
155					Office Supplies Inventory
156					Accountable Forms Inventory
157					Animal/Zoological Supplies Inventory
158					Food Supplies Inventory
159					Drugs and Medicines Inventory
160					Medical, Dental and Laboratory Supplies Inventory
161					Gasoline, Oil and Lubricants Inventory
162			Agricultural Supplies Inventory
163					Textbooks and Instructional Materials Inventory
164					Military and Police Supplies Inventory
165					Other Supplies Inventory
166					Confiscated/Abandoned/Seized Goods Inventory
167					Spare Parts Inventory
168					Construction Materials Inventory
					Agricultural, Fishery and Forestry Products|
169					Livestock Inventory
170					Crops and Fruits Inventory
176					Other Agricultural, Fishery and Forestry Products
					Inventory
PREPAYMENTS
177			Prepaid Rent
178			Prepaid Insurance
179			Prepaid Interest
180			Deposit on Letters of Credit
181			Advances to Contractors
182			Deferred Charges
185			Other Prepaid Expenses
OTHER CURRENT ASSETS
186			Guaranty Deposits
189			Other Current Assets
INVESTMENTS
INVESTMENTS IN SECURITIES
191			Investments in Treasury Bills
192			Investments in Stocks
193			Investments in Bonds
197			Other Investments and Marketable Securities
SINKING FUND
198			Sinking Fund
PROPERTY, PLANT AND EQUIPMENT
LAND AND LAND IMPROVEMENTS
201			Land
202			Land Improvements
	302				Accumulated Depreciation - Land Improvements
203			Runways/Taxiways
	303		Accumulated Depreciation - Runways/Taxiways
204			Railways
	304		Accumulated Depreciation - Railways
205			Electrification, Power and Energy Structures
	305		Accumulated Depreciation - Electrification, Power and
			Energy Structures
BUILDINGS
211			Office Buildings
	311				Accumulated Depreciation - Office Buildings
212			School Buildings
	312				Accumulated Depreciation - School Buildings
213			Hospitals and Health Centers
	313				Accumulated Depreciation - Hospitals and Health
					Centers
214			Markets and Slaughterhouses
	314				Accumulated Depreciation - Markets and
					Slaughterhouses
215			Other Structures
	315				Accumulated Depreciation - Other Structures
LEASEHOLD IMPROVEMENTS
218			Leasehold Improvements, Land
	318				Accumulated Depreciation - Leasehold Improvements,
					Land
219			Leasehold Improvements, Buildings
	319				Accumulated Depreciation - Leasehold Improvements,
					Buildings
220			Other Leasehold Improvements
	320				Accumulated Depreciation - Other Leasehold
					Improvements
OFFICE EQUIPMENT, FURNITURE AND FIXTURES
221			Office Equipment
	321				Accumulated Depreciation - Office Equipment
222			Furniture and Fixtures
	322				Accumulated Depreciation - Furniture and Fixtures
223			IT Equipment and Software
	323				Accumulated Depreciation - IT Equipment
224			Library Books
	324				Accumulated Depreciation - Library Books
			MACHINERIES AND EQUIPMENT
226			Machineries
	326				Accumulated Depreciation - Machineries
227			Agricultural, Fishery and Forestry Equipment
	327				Accumulated Depreciation - Agricultural, Fishery and
					Forestry Equipment
228			Airport Equipment
	328				Accumulated Depreciation - Airport Equipment
229			Communication Equipment
	329				Accumulated Depreciation - Communication Equipment
230			Construction and Heavy Equipment
	330				Accumulated Depreciation - Construction and Heavy
					Equipment
231			Firefighting Equipment and Accessories
	331				Accumulated Depreciation - Firefighting Equipment
					and Accessories
232			Hospital Equipment
	332				Accumulated Depreciation - Hospital Equipment
233			Medical, Dental and Laboratory Equipment
	333				Accumulated Depreciation - Medical, Dental and
					Laboratory Equipment
234			Military and Police Equipment
	334				Accumulated Depreciation - Military and Police
					Equipment
235			Sports Equipment
	335				Accumulated Depreciation - Sports Equipment
236			Technical and Scientific Equipment
	336				Accumulated Depreciation - Technical and Scientific
					Equipment
240			Other Machineries and Equipment
	340				Accumulated Depreciation - Other Machineries and
					Equipment
TRANSPORTATION EQUIPMENT
241			Motor Vehicles
	341				Accumulated Depreciation - Motor Vehicles
242			Trains
	342				Accumulated Depreciation - Trains
243			Aircraft and Aircraft Ground Equipment
	343				Accumulated Depreciation - Aircraft and Aircraft
					Ground Equipment
244			Watercrafts
	344				Accumulated Depreciation - Watercrafts
248			Other Transportation Equipment
	348				Accumulated Depreciation - Other Transportation
					Equipment
OTHER PROPERTY, PLANT AND EQUIPMENT
250			Other Property, Plant and Equipment
	350				Accumulated Depreciation - Other Property, Plant and
					Equipment
PUBLIC INFRASTRUCTURES
251			Roads, Highways and Bridges
252			Parks, Plazas and Monuments
253			Ports, Lighthouses and Harbors
254			Artesian Wells, Reservoirs, Pumping Stations and Conduits
255			Irrigation, Canals and Laterals
256			Flood Controls
257			Waterways, Aqueducts, Seawalls, River Walls and Others
260			Other Public Infrastructures
REFORESTATION PROJECTS
261			Reforestation - Upland
262			Reforestation - Marshland/Swampland
CONSTRUCTION IN PROGRESS
Agency Assets
264					Construction in Progress - Agency Assets
			Public Infrastructures/Reforestation Projects
266					Construction in Progress - Roads, Highways and Bridges
267					Construction in Progress - Parks, Plazas and Monuments
268					Construction in Progress - Ports, Lighthouses and Harbors
269					Construction in Progress - Artesian Wells, Reservoirs,
					Pumping Stations and Conduits
270					Construction in Progress - Irrigation, Canals and Laterals
271					Construction in Progress - Flood Controls
272					Construction in Progress - Waterways, Aqueducts,
					Seawalls, River Walls and Others
273					Construction in Progress - Other Public Infrastructures
274					Construction in Progress - Reforestation - Upland
275					Construction in Progress - Reforestation -
					Marshland/Swampland
OTHER ASSETS
281		Work/Other Animals
282		Breeding Stocks
283		Arts, Archeological Specimen and Other Exhibits
284		Items in Transit
290		Other Assets

LIABILITIES
		CURRENT LIABILITIES
			Payable Accounts
401					Accounts Payable
402					Notes Payable
403					Due to Officers and Employees
409					Interest Payable
			Inter - Agency Payables
411					Due to National Treasury
412					Due to BIR
413					Due to GSIS
414					Due to PAG-IBIG
415					Due to PHILHEALTH
416					Due to Other NGAs
417					Due to Other GOCCs
418					Due to LGUs
			Intra - Agency Payables
421					Due to Central Office
422					Due to Regional Offices/Staff Bureaus
423					Due to Operating Units
424					Due to Other Funds
			Other Liability Accounts
426					Guaranty Deposits Payable
427					Performance/Bidders/Bail Bonds Payable
428					Currency Swap Payable
429					Tax Refunds Payable
439					Other Payables
LONG - TERM LIABILITIES
Mortgage/Bonds/Loans Payable
441					Mortgage Payable
442					Bonds Payable - Domestic
443					Bonds Payable - Foreign
444					Loans Payable - Domestic
445					Loans Payable - Foreign
450					Other Long - Term Liabilities
DEFERRED CREDITS
451			Deferred Real Property Tax Income
452			Deferred Special Education Tax Income
455			Other Deferred Credits
EQUITY
GOVERNMENT EQUITY
501			Government Equity
INTERMEDIATE ACCOUNTS
511			Cost of Goods Sold
512			Income and Expense Summary
513			Retained Operating Surplus (Year 1)
514			Retained Operating Surplus (Year 2)
515			Retained Operating Surplus (Year 3)
INCOME
TAX REVENUE
			National Taxes
551					Business Tax
552					Capital Gain Tax
553					Documentary Stamp Tax
554					Donors Tax
555					Estate Tax
556					Excise Tax on Articles
557					Final Tax
558					Franchise Tax
559					Immigration Tax
560					Import Duties
561					Income Tax - Individuals
562					Income Tax - Partnerships
563					Income Tax - Corporations
564					Professional Tax
565					Stock Transfer Tax
566					Tax on Forest Products
567					Value Added Tax
568					Value Added Tax - Expanded
578					Other National Taxes
579					Fines and Penalties - National Taxes
			Local Taxes
581					Amusement Tax
582					Business Tax
583					Community Tax
584					Franchise Tax
585					Occupation Tax
586					Printing and Publication Tax
587					Property Transfer Tax
588					Real Property Tax
589					Real Property Tax on Idle Lands
590					Special Assessment Tax
591					Special Education Tax
592					Tax on Delivery Trucks and Vans
593					Tax on Sand, Gravel and Other Quarry Products
598					Other Local Taxes
599					Fines and Penalties - Local Taxes
GENERAL INCOME ACCOUNTS
			Permits and Licenses
601					Fees on Weights and Measures
602					Fishery Rental Fees
603					Franchising and Licensing Fees
604					Motor Vehicles Users Charge
605					Permit Fees
606					Registration Fees
608					Other Permits and Licenses
609					Fines and Penalties - Permits and Licenses
			Service Income
611					Affiliation Fees
612					Athletic and Cultural Fees
613					Clearance and Certification Fees
614					Comprehensive Examination Fees
615					Diploma and Graduation Fees
616					Garbage Fees
617					Inspection Fees
618					Library Fees
619					Medical, Dental and Laboratory Fees
620					Passport and Visa Fees
621					Processing Fees
622					Seminar Fees
623					Toll and Terminal Fees
624					Transcript of Records Fees
628					Other Service Income
629					Fines and Penalties - Service Income
			Business Income
631					Hospital Fees
632					Income from Canteen Operations
633					Income from Cemetery Operations
634					Income from Communication Facilities
635					Income from Dormitory Operations
636					Income from Markets
637					Income from Slaughterhouses
638					Income from Transportation Systems
639					Income from Waterworks Systems
640					Landing and Parking Fees
641					Printing and Publication Income
642					Rent Income
643					Sales Revenue
644					Tuition Fees
648					Other Business Income
649					Fines and Penalties - Business Income
			Subsidy Income
651					Subsidy Income from National Government
652					Subsidy from other National Government Agencies
653					Subsidy from Central Office
654					Subsidy from Regional Office/Staff Bureau
655					Subsidy from Operating Unit
656					Subsidy from Other LGUs
657					Subsidy from Other Funds
			Other Income
661					Dividend Income
662					Income from Grants and Donations
663					Insurance Income
664					Interest Income
665					Internal Revenue Allotment
666					Sale of Confiscated/Abandoned/Seized Goods and Properties
667					Share from Economic Zones
668					Share from Expanded Value Added Tax (EVAT)
669					Share from National Wealth
670					Share from PAGCOR/PCSO
671					Share from Tobacco Excise Tax
678					Miscellaneous Income
679					Other Fines and Penalties
GAIN/LOSS ACCOUNTS
681			Gain/Loss on Foreign Exchange (FOREX)
682			Gain/Loss on Sale of Disposed Assets
683			Gain/Loss on Sale of Securities
684			Prior Years' Adjustments

EXPENSES
		PERSONAL SERVICES
			Salaries and Wages
701					Salaries and Wages - Regular
702					Salaries and Wages - Military/Uniformed
703					Salaries and Wages - Part-time
704					Salaries and Wages - Substitute
705					Salaries and Wages - Casual
706					Salaries and Wages - Contractual
707					Salaries and Wages - Emergency
			Other Compensation
711					Personnel Economic Relief Allowance ( PERA)
712					Additional Compensation ( ADCOM)
713					Representation Allowance (RA)
714					Transportation Allowance (TA)
715					Clothing/Uniform Allowance
716					Subsistence, Laundry and Quarter Allowance
717					Productivity Incentive Allowance
718					Overseas Allowance
719					Other Bonuses and Allowances
720					Honoraria
721					Hazard Pay
722					Longevity Pay
723					Overtime and Night Pay
724					Cash Gift
725					Year End Bonus
			Personnel Benefits Contributions
731					Life and Retirement Insurance Contributions
732					Pag-IBIG Contributions
733					PHILHEALTH Contributions
734					ECC Contributions
			Other Personnel Benefits
738					Pension Benefits - Civilian
739					Pension Benefits - Military/Uniformed
740					Retirement Benefits - Civilian
741					Retirement Benefits - Military/Uniformed
742					Terminal Leave Benefits
743					Health Workers Benefits
749					Other Personnel Benefits
MAINTENANCE AND OTHER OPERATING EXPENSES
			Traveling Expenses
751					Traveling Expenses - Local
752					Traveling Expenses - Foreign
			Training and Scholarship Expenses
753					Training Expenses
754					Scholarship Expenses
			Supplies and Materials Expenses
755					Office Supplies Expenses
756					Accountable Forms Expenses
757					Animal/Zoological Supplies Expenses
758					Food Supplies Expenses
759					Drugs and Medicines Expenses
760					Medical, Dental and Laboratory Supplies Expenses
761					Gasoline, Oil and Lubricants Expenses
762					Agricultural Supplies Expenses
763					Textbooks and Instructional Materials Expenses
764					Military and Police Supplies Expenses
765					Other Supplies Expenses
			Utility Expenses
766					Water Expenses
767					Electricity Expenses
768					Cooking Gas Expenses
			Communication Expenses
771					Postage and Deliveries
772					Telephone Expenses - Landline
773					Telephone Expenses - Mobile
774					Internet Expenses
775					Cable, Satellite, Telegraph, and Radio Expenses
778			Membership Dues and Contributions to Organizations
779			Awards and Indemnities
780			Advertising Expenses
781			Printing and Binding Expenses
782			Rent Expenses
783			Representation Expenses
784			Transportation and Delivery Expenses
785			Storage Expenses
786			Subscriptions Expenses
787			Survey Expenses
788			Rewards and Other Claims
			Professional Services
791					Legal Services
792					Auditing Services
793					Consultancy Services
794					Environment/Sanitary Services
795					General Services
796					Janitorial Services
797					Security Services
799					Other Professional Services
			Repairs and Maintenance
					Land Improvements
802						Repairs and Maintenance - Land Improvements
803						Repairs and Maintenance - Runways/Taxiways
804						Repairs and Maintenance - Railways
805						Repairs and Maintenance - Electrification, Power and
						Energy Structures
					Buildings
811						Repairs and Maintenance - Office Buildings
812						Repairs and Maintenance - School Buildings
813						Repairs and Maintenance - Hospitals and Health Centers
814						Repairs and Maintenance - Markets and Slaughterhouses
815						Repairs and Maintenance - Other Structures
					Leasehold Improvements
818						Repairs and Maintenance - Leasehold Improvements, Land
819						Repairs and Maintenance - Leasehold Improvements,
						Buildings
820						Repairs and Maintenance - Other Leasehold Improvements
					Office Equipment, Furniture and Fixtures
821						Repairs and Maintenance - Office Equipment
822						Repairs and Maintenance - Furniture and Fixtures
823						Repairs and Maintenance - IT Equipment and Software
					Machineries and Equipment
826						Repairs and Maintenance - Machineries
827						Repairs and Maintenance - Agricultural, Fishery and
						Forestry Equipment
828						Repairs and Maintenance - Airport Equipment
829						Repairs and Maintenance - Communication Equipment
830						Repairs and Maintenance - Construction and Heavy
						Equipment
831						Repairs and Maintenance - Firefighting Equipment and
						Accessories
832						Repairs and Maintenance - Hospital Equipment
833						Repairs and Maintenance - Medical, Dental and Laboratory
						Equipment
834						Repairs and Maintenance - Military and Police Equipment
						Repairs and Maintenance - Sports Equipment
836						Repairs and Maintenance - Technical and Scientific
						Equipment
840						Repairs and Maintenance - Other Machineries and
						Equipment
					Transportation Equipment
841						Repairs and Maintenance - Motor Vehicles
842						Repairs and Maintenance - Trains
843						Repairs and Maintenance - Aircraft and Aircraft Ground
						Equipment
844						Repairs and Maintenance - Watercrafts
848						Repairs and Maintenance - Other Transportation Equipment
					Other Property, Plant and Equipment
850						Repairs and Maintenance - Other Property, Plant and
						Equipment
					Public Infrastructures
851						Repairs and Maintenance - Roads, Highways and Bridges
852						Repairs and Maintenance - Parks, Plazas and Monuments
853						Repairs and Maintenance - Ports, Lighthouses and Harbors
854						Repairs and Maintenance - Artesian Wells, Reservoirs,
					Pumping Stations and Conduits
855						Repairs and Maintenance - Irrigation, Canals and Laterals
856						Repairs and Maintenance - Flood Controls
857						Repairs and Maintenance - Waterways, Aqueducts,
						Seawalls, Riverwalls and Others
860						Repairs and Maintenance - Other Public Infrastructures
					Reforestation Projects
861						Repairs and Maintenance - Reforestation - Upland
862						Repairs and Maintenance - Reforestation -
						Marshland/Swampland
					Subsidies and Donations
871						Subsidy to National Government Agencies
872						Subsidy to Regional Offices/Staff Bureaus
873						Subsidy to Operating Units
874						Subsidy to Local Government Units
875						Subsidy to Government Owned and Controlled Corporations
876						Subsidy to NGOs/POs
877						Subsidy to Other Funds
878						Donations
					Confidential, Intelligence, Extraordinary and Miscellaneous
					Expenses
881						Confidential Expenses
882						Intelligence Expenses
883						Extraordinary Expenses
884						Miscellaneous Expenses
					Taxes, Insurance Premiums and Other Fees
891						Taxes, Duties and Licenses
892						Fidelity Bond Premiums
893						Insurance Expenses
			Non-Cash Expenses
					Bad Debts
901						Bad Debts Expense
					Depreciation
						Land Improvements
902						Depreciation - Land Improvements
903						Depreciation - Runways/Taxiways
904						Depreciation - Railways
905						Depreciation - Electrification, Power and Energy Structures
					Buildings
911						Depreciation - Office Buildings
912						Depreciation - School Buildings
913						Depreciation - Hospitals and Health Centers
914						Depreciation - Markets and Slaughterhouses
915						Depreciation - Other Structures
					Leasehold Improvements
918						Depreciation - Leasehold Improvements, Land
919						Depreciation - Leasehold Improvements, Buildings
920						Depreciation - Other Leasehold Improvements
						Office Equipment, Furniture and Fixtures
921						Depreciation - Office Equipment
922						Depreciation - Furniture and Fixtures
923						Depreciation - IT Equipment
924						Depreciation - Library Books
					Machineries and Equipment
926						Depreciation -Machineries
927						Depreciation - Agricultural, Fishery and Forestry
						Equipment
928						Depreciation - Airport Equipment
929						Depreciation - Communication Equipment
930					Depreciation - Construction and Heavy Equipment
931						Depreciation - Firefighting Equipment and Accessories
932						Depreciation - Hospital Equipment
933						Depreciation - Medical, Dental and Laboratory Equipment
934						Depreciation - Military and Police Equipment
935						Depreciation - Sports Equipment
936						Depreciation - Technical and Scientific Equipment
940						Depreciation - Other Machineries and Equipment
					Transportation Equipment
941						Depreciation - Motor Vehicles
942						Depreciation - Trains
943						Depreciation - Aircraft and Aircraft Ground Equipment
944						Depreciation - Watercrafts
948						Depreciation - Other Transportation Equipment
					Other Property, Plant and Equipment
950						Depreciation - Other Property, Plant and Equipment
951			Depletion
					Obsolescence - IT Software
			Discounts
954					Discount on Real Property Taxes
955					Discount on Special Education Tax
			Tax Exemptions and Refunds
957					Loss from Tax Exemptions
958					Tax Refunds
			Remittance to National Treasury from Assets Disposal
959					Remittance to National Treasury from Assets Disposal
			Other Maintenance and Operating Expenses
961					Loss of Assets
962					Loss on Guaranty
969					Other Maintenance and Operating Expenses
FINANCIAL EXPENSES
971			Bank Charges
972			Commitment Fees
973			Debt Service Subsidy to GOCCs
974			Documentary Stamps Expenses
975			Interest Expenses
979			Other Financial Charges