March 17, 1993

COA CIRCULAR NO. 382-A-93

 

I. AMENDATORY PROVISIONS:

1.  Section 22 of COA Circular No. 92-382 dated July 3, 1992 is amended to read as follows:

Section 22.  — Definition of idle funds. — Idle funds shall mean cash which the local government unit can freely invest in government securities and/or fixed term deposits with authorized government depository banks, after considering provisions for the coverage of regular and recurring operating expenses like salaries and wages, repairs and maintenance, inventories and supplies, debt servicing, etc., as well as programmed disbursements for capital outlays and other non-recurring expenses, within the context of the cash operating cycle of the local government unit. Unremitted collections for, and funds set aside for the payment of obligations to, other entities, government, and private, shall not form part of the idle funds.

2.  Section 36, second sentence, of the Circular is amended to read as follows:

Unless otherwise provided by law, the accountant concerned shall at least once a week prepare the disbursement vouchers covering such remittances and the supporting statements containing the complete descriptions of the collections being remitted.

3.  Section 48(a) of the Circular is amended to read as follows:

(a)  Cash advances shall be granted only to permanently appointed officials and employees and elected officials.

4.  The list of subsidiary ledger accounts sub-codes for special accounts in the General Fund (Annex L, No. 1 of the Circular) is amended as follows:

Special Account	Sub-Code
General Fund Proper	( 01)
Market Operation	( 51)
Slaughterhouse Operation	( 52)
Waterworks System	( 53)
Electric Light and Power System	( 54)
Telephone System	( 55)
Toll Roads, Bridges and Ferries	( 56)
Transportation System	( 57)
Hospital	( 58)
School	( 59)
Sports Center	( 60)
Recreational Center	( 61)
Housing Projects	( 62)
Conventional/Conference Center	( 63)
Parking Space	( 64)
Ice Plant	( 65)
Cemetery	( 80)
Development Project, Agricultural	( 81)
Development Project, Commercial	( 82)
Development Project, Industrial	( 83)
Development Project, Community	( 84)
Development Project, Tourism	( 85)
Development Project, Health	( 86)
Development Project, Education	( 87)
Loans	( 91)
Interests	( 92)
Bond Issues	( 93)

5.  The Journal and Analysis of Obligation is revised as per attached Annex A of this Circular.

6.  Procedures for year-end adjusting and closing of accounts is prescribed under Annex B of this Circular.

II. REPEALING CLAUSE

All COA Circulars, Memoranda and other issuances inconsistent herewith are hereby revoked or modified accordingly.

III.  EFFECTIVITY

This Circular shall take effect immediately.

EUFEMIO C. DOMINGOChairman

ROGELIO B. ESPIRITUCommissioner

SOFRONIO B. URSALCommissioner

ANNEX A

Journal and Analysis Obligations

INSTRUCTIONS

JOURNAL AND ANALYSIS OF OBLIGATIONS

(LOCAL)

 

1.  The blank spaces and columns should be filled up accordingly as follows:

a.  Heading

The name of the agency, the fund, function/program/project, allotment class and the month for which the JAO is prepared shall be indicated in the heading.

b.  Memorandum Section

The amount of appropriation corresponding to the allotment class to which the particular JAO pertains shall be entered in the first column.

The amount of allotment under each Advice Allotment and JV shall be entered in the second column.

The amount of allotment shall be extended also in red ink to the Amount of Obligation Column and distributed to the various columns in the Analysis Section in accordance with the allocation indicated in AA.

c.  Date

The date of the Journal Voucher (JV) taking up approved budget, or release of allotment or the date of obligation was incurred, as the case may be, shall be entered in this column.

d.  JV/Obligation Number

The number of Journal Voucher for appropriation release of allotment and the number of each obligation incurred shall be entered in this column.

f.  Amount of Obligation

The amount of obligation under each Request Obligation of Allotment (ROA) shall be entered in this column.

g.  Analysis of Obligations

The amount columns under this section shall be headed by the classification codes of the expenditures for which releases were made and against which expenditures shall be charged.

The amount of obligation for each expenditure shall be entered in their corresponding column.

2.  This special journal should be prepared by fund, by function/program/project and by allotment class and shall be grouped as follows:

a.  Current Legislative Appropriations (CLA)

b.  Current Receipts Automatically Appropriated (CRAA)

c.  Continuing Allotments (CA)

d.  Continuing Legislative Appropriations (CONLA)

e.  Continuing Receipts Automatically Appropriated (CONRAA)

3.  Each sheet shall be footed and the totals carried forward to the next sheet. Succeeding sheets shall start with the totals brought forward.

4.  At the end of each month, the JAO shall be footed, balanced, and ruled. A single horizontal line shall be drawn immediately after the last entry. The total of the Amount of Appropriations, Allotments and Obligation columns for the month shall be written after the horizontal line and captioned as "Total this Month".

5.  A Summary Sheet (SS) shall be prepared to consolidate the obligations as follows:

a)  CLA and CRAA

a.1  Appropriations Allotted/Expenditures (0-90-000) 1 SS

a.2  Appropriations Allotted/Expenditures Interspecial Account Transfers (0-90-400) 1 SS

a.3  Appropriations Allotted/ Expenditures — Interfund Transfers (0-90-500) 1 SS

a.4  Appropriations Allotted/Expenditures — Interlocal Government Transfers (0-90-600) 1 SS

b)  CA, CONLA and CONRAA

b.1  Appropriations Allotted Continuing Appropriation — Personal Services (0-90-100) 1SS

b.2  Appropriations Allotted Continuing Appropriation — MOOE ((0-90-200) 1SS

b.3  Appropriations Allotted Continuing Appropriation — Capital Outlay (0-90-300) 1 SS

6.  To indicate posting of the Obligation to the Summary Sheet, checkmark shall be written on the space below the amount posted and a checkmark shall also be written on the space below the total in the summary sheet to indicate the posting of the total to the General Ledger.

7.  The cumulative total of obligations, appropriations and allotments, captioned "Total to Date" in the preceding month's JAO shall be brought forward, entered below the line with the check marks and captioned "Total to Date Last Month."

This shall be added to the "Total this Month" to get the "Total to Date".

8.  Compute the balance for the unobligated allotments by deducting the total obligations from the totals of allotments during the month and post the difference under the column "Amount of Obligation" and in the respective "Analysis" column.

9.  For the succeeding months, the balances (except for the balances at the end of the year) shall be posted in red ink as beginning balances of allotments under the columns "Amount of Obligation" and the "Analysis" columns.

10.  The journal shall be certified correct by the Chief Accountant/Head of Accounting Unit on every sheet as follows:

 

CERTIFIED CORRECT:

 

—————————Signature

 

—————————Designation

 

ANNEX B

ADJUSTMENT AND CLOSING OF ACCOUNTS

I.  Adjustment/closing of accounts 'Obligations Incurred' and 'Obligations Liquidated'

					Account
			Account Description		Code	Dr.	Cr.
A.	Obligations Incurred
	& Liquidated - Current Year
1.	To adjust/close	Obligations Incurred		0-82-000	xxx
	obligation accounts	0-82-000 (??)	xxx
	for current ps, mooe	Obligations Liquidated		0-83-000		xxx
	and co	0-83-006 (??)	xxx
			Payables - Unliquidated
			Obligations		0-81-400		xxx
			8-81-400 (??)	xxx
2.	To adjust/close	OI-Interspecial Acct Trans		0-82-400	xxx
	obligation accounts	0-82-400 (??)	xxx
	for interspecial account	OL-Interspecial Acct Trans		0-83-400		xxx
	transfers	0-83-400 (??)	xxx
		Payables - Unliquidated
		Obligations		8-81-400		xxx
		8-81-400 (??)	xxx
3.	To adjust/close	OI-Interfund Transfers		0-82-500	xxx
	obligation accounts	0-82-500 (??)	xxx
	for interfund transfers	OL-Interfund Transfers		0-83-500		xxx
		0-83-500 (??)	xxx
		Payables - Unliquidated		8-81-400		xxx
		Obligations
		8-81-400 (??)	xxx
4.	To adjust/close	OI-Interlocal Govt Transfers		0-82-600	xxx
	obligation accounts	0-82-600 (??)	xxx
	for interlocal govt	OL-Interlocal Govt Transfers		0-83-600		xxx
	transfers	0-83-600 (??)	xxx
		Payables - Unliquidated		8-81-400		xxx
		Obligations
		8-81-400 (??)	xxx

 

B.	Obligations Incurred
	and Liquidated for
	Continuing Approp
1.	To adjust unliquidated	OI - Continuing Approp, PS		0-82-100	xxx
	obligations charged	0-82-100 (??)	xxx
	against continuing	OL - Continuing Approp, PS		0-83-100		xxx
	allotments - PS	0-83-100 (??)	xxx
		Payables - Unliquidated		8-81-410		xxx
		Obligations-CA, PS
		8-81-410 (??)	xxx
2.	To adjust unliquidated	OI - Continuing Approp, MOOE		0-82-200	xxx
	obligations charged	0-82-200 (??)	xxx
	against continuing	OL- Continuing Approp, MOOE		0-83-200		xxx
	allotments - MOOE	0-83-200 (??)	xxx
		Payables - Unliquidated		8-81-420		xxx
		Obligations-CA, MOOE
		8-81-420 (??)	xxx
3.	To adjust unliquidated	OI - Continuing Approp, CO		0-82-300	xxx
	obligations charged	0-82-300 (??)	xxx
	against continuing	OL - Continuing Approp, CO		0-83-300		xxx
	allotments - CO	0-83-300 (??)	xxx
		Payables - Unliquidated			0-81-430	xxx
		Obligations-CA, CO
		9-81-430 (??)	xxx

 

II.  Adjustment and closing of the estimated and actual income/receipts accounts

 

				Account
		Account Description		Code	Dr.	Cr.
1.	To adjust the over-	Income Summary Account	0-91-100	(xxx)
	estimated revenues	0-91-100 (??)	(xxx)
	and receipts	(breakdown)
		Grants and Aids
		Summary Account		0-91-200	(xxx)
		0-91-200 (??)	(xxx)
		(breakdown)
		Extraordinary Receipts
		Summary Account		0-91-300	(xxx)
		0-91-300 (??)	(xxx)
		(breakdown)
		Borrowings Summary
		Account		0-91-400	(xxx)
		0-91-400 (??)	(xxx)
		CROU - Tax
		Revenue		0-92-210		(xxx)
		0-92-210 (??)	(xxx)
		CROU - Operating
		& Misc Revenue		0-92-220		(xxx)
		0-92-220 (??)	(xxx)
		CROU - Capital
		Revenue		0-92-230		(xxx)
		0-92-230 (??)	(xxx)
		CROU - Grants		0-92-240		(xxx)
		0-92-240 (??)	(xxx)
		CROU - Extra-
		ordinary Receipts		0-92-250		(xxx)
		0-92-250 (??)	(xxx)
		CROU - Borrowings		0-92-260		(xxx)
		0-92-260 (??)	(xxx)
2.	To adjust the under-	Income Summary
	estimated revenues	Account		0-91-100	(xxx)
	and receipts	0-91-100 (??)	(xxx)
		(breakdown)
		Grants and Aids
		Summary Account		0-91-200	(xxx)
		0-91-200 (??)	(xxx)
		(breakdown)
		Extraordinary
		Receipts Summary
		Account		0-91-300	(xxx)
		0-91-300 (??)	(xxx)
		(breakdown)
		Borrowings
		Summary Account		0-91-400	(xxx)
		0-91-400 (??)	(xxx)
		(breakdown)
		CROU-Tax Revenue		0-92-210		(xxx)
		0-92-210 (??)	(xxx)
		CROU - Operating
		& Misc		0-92-220		(xxx)
		Revenue
		0-92-220 (??)q	(xxx)
		CROU - Capital
		Revenue		0-92-230		(xxx)
		0-92-230 (??)	(xxx)
		CROU - Grants		0-92-240		(xxx)
		0-92-240 (??)	(xxx)
		CROU - Extra-
		ordinary Receipts		0-92-250		(xxx)
		0-92-250 (??)	(xxx)
		CROU - Borrowings		0-92-260		(xxx)
		0-92-260 (??)	(xxx)
3.	To adjust the	Interfund Transfers
	overestimated	Summary Account		0-91-500	(xxx)
	interfund, interlocal
	and interspecial
	transfers	0-91-500 (??)	(xxx)
		Interlocal Gov't
		Transfers		0-91-600	(xxx)
		Summary Account
		0-91-600 (??)	(xxx)
		Interspecial Account
		Transfers		0-91-700	(xxx)
		Summary Account
		0-91-700 (??)	(xxx)
		CROU - Interfund
		Transfers		0-92-500		(xxx)
		0-92-500 (??)	(xxx)
		CROU - Interlocal
		Govt Transfers		0-92-600		(xxx)
		0-92-600 (??)	(xxx)
		CROU-Interspecial
		Account
		Transfers		0-92-700		(xxx)
		0-92-700 (??)	(xxx)
4.	To adjust underestimated	Interfund Transfers
	interfund, interlocal and	Summary Account		0-91-500	(xxx)
	interspecial transfers	0-91-500 (??)	(xxx)
		Interlocal Gov't
		Transfers
		Summary Account		0-91-600	(xxx)
		0-91-600 (??)	(xxx)
		Interspecial Account
		Transfers
		Summary Account		0-91-700	(xxx)
		0-91-700 (??)	(xxx)
		CROU - Interfund
		Transfers		0-92-500		(xxx)
		0-92-500 (??)	(xxx)
		CROU - Interlocal
		Govt Transfers		0-92-600		(xxx)
		0-92-600 (??)	(xxx)
		CROU - Interspecial
		Account
		Transfers		0-92-700		(xxx)
		0-92-700 (??)	(xxx)
5.	To close the actual	CROU - Tax Revenue		0-92-210	(xxx)
	income and transfers	0-92-210 (??)	(xxx)
	to the CROU-Balance	CROU - Operating		0-92-220	(xxx)
	Revenue	& Misc
		0-92-220 (??)	(xxx)
		CROU - Capital
		Revenue		0-92-230	(xxx)
		0-92-230 (??)	(xxx)
		CROU - Grants		0-92-240	(xxx)
		0-92-240 (??)	(xxx)
		CROU - Extra-
		ordinary Receipts		0-92-250	(xxx)
		0-92-250 (??)	(xxx)
		CROU - Borrowings		0-92-260	(xxx)
		0-92-260 (??)	(xxx)
		CROU - Interfund
		Transfers		0-92-500	(xxx)
		0-92-500 (??)	(xxx)
		CROU - Interlocal Govt
		Transfers		0-92-600	(xxx)
		0-92-600 (??)	(xxx)
		CROU - Interspecial
		Account Transfers		0-92-700	(xxx)
		0-92-700 (??)	(xxx)
		CROU - Balance		8-92-110		(xxx)
		8-92-110 (??)	(xxx)

 

Note: The "breakdown" indicated above are to be posted to the Revenue Subsidiary Ledger

III.  Adjustment and closing of appropriation accounts

 

				Account
		Account Description		Code	Dr.	Cr.
1.	To adjust the	Unexpended Allotment		8-90-000	(xxx)
	unobligated allotment	(Cont App)
	of CA	3-90-000 (??)	(xxx)
		AAE Cont Approp-PS		0-90-100		(xxx)
		0-90-100 (??)	(xxx)
		AAE Cont Approp-MOOE		0-90-200		(xxx)
		0-90-200-(??)	(xxx)
		AAE Cont Approp - CO		0-90-300		(xxx)
		0-90-300 (??)	(xxx)
2.	To adjust the	Approp Allotted/ Expenditures		0-90-000		(xxx)
	unobligated allotment	0-90-000 (??)	(xxx)
	of CLA and CRAA	(breakdown - allot col)
	which are continuing
		Unexpected Allot
		(Cont Approp)		8-90-000		(xxx)
		8-90-000 (??)	(xxx)
		(breakdown - allot col)
3.	To adjust the	CROA - Legislative Approp		0-90-310	(xxx)	(xxx)
	unobligated	0-93-010 (??)	(xxx)
	allotments of	(breakdown - approp col)
	CLA which
	are non-continuing
		Approp Allotted/Expenditures		0-90-000		(xxx)
		0-30-000 (??)	(xxx)
		(breakdown - allot col)
		AAE Interspecial
		Acct Transfer		0-90-400		(xxx)
		0-90-4?? (??)	(xxx)
		(breakdown - allot col)
		AAE Interfund Transfer -		0-90-5??		(xxx)
		to ? Fund
		0-90-5?? (??)	(xxx)
		(breakdown - allot col)
		AAE Interlocal
		Govt Transfer		0-90-6??		(xxx)
		to ? Govts
		0-90-6?? (??)	(xxx)
		(breakdown - allot col)
		CROA - Reversion
		of Unexpended		0-90-330		(xxx)
		Allotments
		0-93-330 (??)	(xxx)
4.	To adjust unreleased	CROA - Legislative Approp		0-93-310		(xxx)
	allotments of CLA	0-93-310 (??)	(xxx)
	which are continuing	(breakdown - approp col)
		CROA - Legislative Approp		8-93-310		xxx
		Unallocated (Cont App)
		8-93-310 (??)	(xxx)
		(breakdown - approp col)
5.	To adjust unreleased	CROA - RAA		0-93-340		(xxx)
	allotments of CRAA	0-93-340 (??)	(xxx)
	(continuing)	(breakdown - approp col)
		CROA - RAA
		Unallocated (Cont App)		8-93-340		xxx
		8-93-340 (??)	(xxx)
		(breakdown - approp col)
6.	To adjust unreleased	CROA - Legislative Approp		0-93-310		(xxx)
	allotments of CLA	0-93-310 (??)	(xxx)
	which are non-	(breakdown - approp col)
	continuing
		CROU - Reversion of
		Unreleased		0-92-330		xxx
		Approp
		0-92-330 (??)	xxx
7.	To close reversion	CROU - Reversion of
	accounts of current	Unreleased		0-92-330	xxx
	appropriations	Appropriations
		0-92-330 (??)	xxx
		CROA - Reversion
		of Unexpended		0-93-330	xxx
		Allotments
		0-93-330 (??)	xxx
		CROU - Legislative
		Approp - CY		0-92-310		xxx
		0-92-310 (??)	xxx
8.	To close the current	CROU - Balance		8-92-110	xxx
	appropriations utilized	8-92-110 (??)	xxx
	and set up as continuing	CROU - Legislative		0-92-310		xxx
	during the year	Approp- - CY
		0-92-310 (??)	xxx
		CROU - RAA		0-92-340		xxx
		0-92-340 (??)	xxx
9.	To close reversion	CROU - Reversion of
	accounts of continuing	Unex Allot		0-92-331	xxx
	appropriations	0-92-331 (??)	xxx
		CROU - Reversion
		of Leg Approp
		Unallocated (CA)		0-90-332	xxx
		0-92-332 (??)	xxx
		CROU - Reversion
		of RAA		0-92-333	xxx
		Unallocated (CA)
		0-92-333 (??)	xxx
		CROU - Balance		8-92-110		xxx
		8-92-110 (??)	(xxx)
Note:	The breakdown indicated above are to be posted
	to the appropriate JAO.
IV.	Closing of other Residual Equity Accounts
1.	To close adjustments	CROU - Adj for Excess Cert to
	accounts (additions)	AP and Reverted Claims		7-91-410	xxx
		7-92-410 (??)	xxx
		CROU - Adj Prior Year
		Credits		7-92-418	xxx
		7-92-418 (??)	xxx
		CROU - Adj Others
		(Additions)		7-92-419	xxx
		7-92-417 (??)	xxx
		CROU - Balance		8-92-110		xxx
		8-92-110 (??)	xxx
2.	To close adjustments	CROU - Balance		8-92-110	xxx
	accounts (reductions)	8-92-110 (??)	xxx
		CROU - Adj Losses
		of CA		7-92-416		xxx
		7-92-416 (??)	xxx
		CROU - Adj Prior
		Year Charges		7-92-417		xxx
		7-92-417 (??)	xxx
V.	Closing of temporary accounts of Invested Capital
				Account
		Account Description		Code	Dr.	Cr.
1.	To close temporary	IC - Purchase or Construction		0-94-110	xxx
	sub-accounts of Invested	0-94-110 (??)	xxx
	capital (additions)	IC - Transfer from Other		0-94-120	xxx
	to the Principal	Govt Agencies
	account	0-94-120 (??)	xxx
		IC - Transfer from
		Other Funds		0-94-130	xxx
		0-94-130 (??)	xxx
		IC - Free Acquisition		0-94-140	xxx
		0-94-140 (??)	xxx
		IC - Donations
		Received		0-94-150	xxx
		0-94-150 (??)	xxx
		IC - Adjustments
		(Additions)		0-94-160	xxx
		0-94-170 (??)	xxx
		IC - Adjustments
		(Addition)		0-94-170	xxx
		Insurance
		0-94-175 (??)	xxx
		IC - Investments		0-94-180	xxx
		0-94-180 (??)	xxx
		IC - Reduction in
		Long- term		0-94-190	xxx
		Indebtedness
		0-94-190 (??)	xxx
		Invested Capital		8-94-000		xxx
		8-94-000 (??)	xxx
2.	To close temporary	Invested Capital		8-94-000	xxx
	sub-accounts of Invested	8-94-000 (??)	xxx
	Capital (reductions)	IC - Sale		0-94-210		xxx
	to the Principal	0-94-210 (??)	xxx
	account	IC - Transfer to Other
		Govt Agencies		0-94-220		xxx
		0-94-220 (??)	xxx
		IC - Transfer to
		Other Funds		0-94-230		xxx
		0-94-230 (??)	xxx
		IC - Losses, Destruction
		or Other Involuntary
		Disp		0-94-240		xxx
		0-94-240 (??)	xxx
		IC - Donations Given		0-94-250		xxx
		0-94-250 (??)	xxx
		IC - Adjustments
		(Reduction)		0-94-270		xxx
		0-94-270 (??)	xxx
		IC - Reduction in
		Investments		0-94-280		xxx
		0-94-280 (??)	xxx
		IC - Increase in Long-Term
		Indebtedness		0-94-290		xxx
		0-94-290 (??)	xxx