Restatement with Amendments of COA Circular No. 2005-01

January 31, 2006

COA CIRCULAR NO. 004-06

 

1.0 RATIONALE/OBJECTIVES

Section 2 (2), Article IX-D of the 1987 Philippine Constitution mandates the Commission on Audit to ". . . promulgate accounting and auditing rules and regulations . . .".

In line with NGAS implementation, this circular delineates the responsibilities of the Heads of Requesting Unit, Budget Unit, Accounting Unit, and the Treasury Department in processing claims chargeable against corporate funds.

It also prescribes the revised forms to be used in recording budget utilization and disbursements.

2.0 POLICIES

The responsibilities of the Heads of Requesting Unit, Budget Unit, Accounting Unit and Treasury Department are hereby set forth as follows:

2.1 The Head of the Requesting Unit shall prepare the Budget Utilization Request (BUR) — Annex A and the Disbursement Voucher (DV) — Annex B and certify on the necessity and legality of charges to budget under his supervision. He shall also certify the validity, propriety and legality of supporting documents.

2.2 The Head of the Budget Unit shall certify the availability of budget and maintain the Registry of Budget and Utilization (RBU) — Annex C.

2.3 For contract or purchase order, the Head of the Accounting Unit shall certify the availability of funds based on the BUR duly certified by the Head of the Budget Unit.

2.4 The Head of the Accounting Unit shall certify the completeness of supporting documents in the DV.

2.5 The Head of the Treasury Department shall prepare the Daily Cash Position Report — Annex D to be submitted to the Chief Executive Officer of the Corporation. HEDaTA

3.0 SAVING CLAUSE

Cases not covered in this Circular shall be referred to the Government Accountancy and Financial Management Information System (GAFMIS) Sector of this Commission, for resolution.

4.0 REPEALING CLAUSE

All prior COA circulars/memoranda and other issuances inconsistent herewith are hereby amended or repealed accordingly.

5.0 EFFECTIVITY

This Circular shall take effect January 31, 2006.

(SGD.) GUILLERMO N. CARAGUEChairman

(SGD.) EMMANUEL M. DALMANCommissioner

(SGD.) REYNALDO A. VILLARCommissioner

ATTACHMENTS:

Annex A — Budget Utilization Request

Annex B — Disbursement Voucher

Annex C — Registry of Budget and Utilization

Annex D — Daily Cash Position Report

ANNEX A

BUDGET UTILIZATION REQUEST

 

 

BUDGET UTILIZATION REQUEST (BUR)

INSTRUCTIONS

A. The BUR shall be prepared in three copies to be distributed as follows:

 

B. The Budget Unit shall stamp the date of receipt on the face of this form.

C. This form shall be accomplished in the following manner:

1. No. — number assigned to the BUR by the Budget Section/Unit and date of preparation. The numbering shall be as follows:

2. Payee — name of the payee/creditor

3. Office — office of the payee/creditor

4. Address — address of the payee/creditor

5. Responsibility Center — code of the cost center where expenses shall be charged

6. Particulars — brief description of the charges

7. Account Code — expense/asset/liability account code where the utilization shall be charged

8. Amount — amount of budget utilization/adjustment

9. Certified (Box A) — Certification by the Head of the Requesting Unit or his authorized representative on the necessity and legality of charges to the budget under his supervision, and validity, propriety and legality of supporting documents

The certifying officer shall affix his signature, indicate his printed name, position and the date of his signing on the spaces provided.

10. Certified (Box B) — Certification by the Head of the Budget Unit or his authorized representative on the availability of budget earmarked/ utilized for the purpose indicated therein

The certifying officer shall affix his signature, indicate his printed name, position and the date of his signing on the spaces provided.

D. Any correction/adjustment by the Accounting Unit which will require the corresponding adjustment on budget utilization shall be coordinated with the Budget Unit.

ANNEX B

DISBURSEMENT VOUCHER

DISBURSEMENT VOUCHER (VD)

INSTRUCTIONS

A. The DV shall be printed in one whole sheet of 8 1/2 x 11 size bond paper. This shall be prepared in three copies to be distributed as follows:

 

B. The Accounting Unit shall stamp the date of receipt on the face of this form.

C. This form shall be accomplished in the following manner:

1. DV No./Date — number assigned to the DV by the Accounting Unit and the date of DV preparation. It shall be numbered as follows:

2. Mode of Payment — put a check "/" mark in the appropriate box opposite the mode of payment

3. Payee — name of the payee/creditor

4. TIN/Employee No. — Tax Identification Number (TIN) of the claimant/Identification Number assigned by the agency to the officer/employee

5. BUR No. — Number of the Budget Utilization Request supporting the DV

6. Address — address of the claimant

7. Responsibility Center (Office/Unit/Project and Code) — the office/unit/project and code assigned to the cost center where the disbursement shall be charged

10. * Explanation — brief description of the disbursement

11. Amount — amount of claim

12. Certified (Box A) — certification by the Head of Accounting Unit or his authorized representative as to completeness of supporting documents.

The certifying officer shall affix his signature, print his name, indicate his position, and the date of his signing on the spaces provided.

13. Approved for Payment (Box B) — approval by the Head of the Agency or his Authorized Representative on the payment covered by the DV.

The approving officer shall affix his signature, print his name, indicate his position, and the date of his signing on the spaces provided.

14. Received Payment (Box C) — acknowledgment by the claimant or his duly authorized representative for the receipt of the check/cash and the date of receipt. The claimant/payee shall affix his signature on the space provided and shall indicate the number and the date of the check, bank name and number and date of OR/other relevant documents issued to acknowledge the receipt of payment

15. JEV No. and Date — Number and date of the Journal Entry Voucher

ANNEX C

REGISTRY OF BUDGET AND UTILIZATION (RBU)

 

REGISTRY OF BUDGET AND UTILIZATION

_____________________________

(RBU)

INSTRUCTIONS

A. The RBU shall be maintained by Expense Class — RBUPS for Personal Services, RBUMO for Maintenance and Other Operating Expenses, RBUCO for Capital Outlay and RBUFE for Financial Expenses

B. This shall be accomplished as follows:

1. Sheet No. — sheet number which shall be one series for each year

2. Date — date of the Approved Budget/Budget Utilization Request (BUR)

3. Reference — Approved Budget/BUR number

4. Account Code — account code where the utilization shall be charged as shown in the BUR

5. Approved Budget — amount of approved budget

6. Cumulative Budget — amount of approved budget and any supplemental/additional budget as of a given date

7. Utilization — amount of utilized budget/commitment made based on the approved BUR supported by pertinent documents

8. Cumulative Utilization — the cumulative amount of utilization as of a given date

9. Balance — budget available for utilization

C. This Registry shall be maintained to control the budget. Unless authorized, the amount of utilization should not exceed the available budget.

D. At year-end, unless authorized, the unutilized budget in the RBU shall be closed. No BUR is needed as the available budget will automatically lapse. AICHaS

E. In case a balance in budget exists in the RBU, a negative entry shall be made on the Cumulative Budget column to arrive at a zero balance.

ANNEX D

REPUBLIC OF THE PHILIPPINES

PHILIPPINE ECONOMIC ZONE AUTHORITY

DAILY CASH POSITION REPORT

As of _______________

 

Collections:
	Permit and Licenses	Pxxx
	Service Income	xxx
	Business Income	xxx
	Subsidy Income	xxx
	Other General Income	xxx
		–––––
	Total Collections	Pxxx
		–––––
Less: Disbursements
	Personal Services	xxx
	Maintenance and Other Operating Expenses	xxx
	Capital Outlay	xxx
	Financial Expenses	xxx
		–––––
	Total Disbursements	Pxxx
		–––––
		xxx
Net Cash for the day	xxx
Add: Cash, Beginning Balance
		–––––
Total Cash Available to date	Pxxx
		====

 

Certified Correct:

_____________________________________

Head, Treasury Unit/Authorized Representative

_____________________________________

Date