This Circular on Accounting and Auditing Rules and Regulations designed to implement the provisions of Republic Act No. 7160, the Local Government Code of 1991, is issued pursuant to Section 2(2), Article IX-D, of the Constitution

July 3, 1992

COA CIRCULAR NO. 382-92

 

I. GENERAL GUIDELINES

SECTION 1. Local Funds. — Provinces, cities and municipalities shall maintain a General Fund which shall be used to account for such monies and resources as may be received by and disbursed from the local treasury. The General Fund shall consist of monies and resources of the local government which are available for the payment of expenditures, obligations or purposes not specifically declared by law as accruing and chargeable to, or payable from, any other fund. (Sec. 308, RA 7160)

SECTION 2. Special Funds. — There shall also be maintained in every provincial, city or municipal treasury the following special funds:

a. Special Education Fund which shall consist of the respective shares of provinces, cities, and municipalities in the proceeds of the additional tax on real property to be appropriated for purposes prescribed in Section 272 of the Local Government Code; and

b. Trust Funds which shall consist of private and public monies which have officially come into the possession of the local government or of a local government official as trustee, agent or administrator, or which have been received as a guaranty for the fulfillment of some obligation. A trust fund shall only be used for the specific purpose for which it was created or for which it came into the possession of the local government unit. (Sec. 309, Ibid)

SECTION 3. Separate books and depository accounts. — Local accountants and treasurers shall maintain separate books and depository accounts, respectively, for each fund in their custody or administration. (Sec. 310, Ibid) dctai

SECTION 4. Acknowledgment of collections. — For every payment received, the collecting officer shall immediately issue an official receipt in acknowledgment thereof. The receipt may be in the form of cash tickets and the like, or officially numbered receipts subject to proper custody, accountability and audit.

SECTION 5. Collection of local taxes, fees, and charges. — All local taxes, fees and charges shall be collected by the provincial, city, or municipal treasurer, or their duly authorized deputies. The provincial, city or municipal treasurer may designate the barangay treasurers as his deputies to collect local taxes, fees, or charges in their respective jurisdictions. In case a bond is required for the purpose, the provincial, city or municipal government shall pay the premiums thereon in addition to the premiums for the bond/s that may be required for a barangay treasurer under the Local Government Code of 1991. (Sec. 170, Ibid)

SECTION 6. Collection of real property tax. — The collection of the real property taxes shall be the responsibility of the city or municipal treasurer concerned. (Sec. 247, Ibid)

 Remittance of government monies to the local treasury. — Officers of the local government unit authorized to receive and collect monies arising from taxes, revenues or receipts of any kind shall remit the full amount received and collected to the treasury of such local government unit which shall be credited to the particular account or accounts to which the monies in question properly belong. (Sec. 307, Ibid)

SECTION 8. Deposit intact of collections. — All collections shall be deposited intact with authorized depositories. The practice of retaining part of the collections as a cash reserve for cash disbursements shall be discontinued.

SECTION 9. Disbursements by check. — All disbursements shall be made by check, except as otherwise provided herein.

SECTION 10. Disbursements by cash. — Disbursements by cash shall be made from a cash advance drawn and maintained in accordance with COA rules and regulations.

SECTION 11. Accountability and responsibility for local government funds. — Every officer of the local government unit whose duties permit or require the possession or custody of local funds shall be properly bonded, and such officer shall be accountable and responsible for said funds and for the safekeeping thereof in conformity with the provisions of law. (Sec. 305 (f), Ibid)

SECTION 12. Depository accounts in banks. — Provincial, city and municipal treasurers shall maintain depository accounts in the name of their respective local government units with banks, preferably government-owned, located in or nearest to their respective areas of jurisdiction. (Sec. 311, Ibid)

SECTION 13. Obligation accounting system. — The obligation accounting system shall be implemented in provinces, cities and municipalities.

SECTION 14. Special accounts in the General Fund. — Special accounts in the General Fund shall be maintained through the use of complete subsidiary accounts.

SECTION 15. Rendition of accounts by accountable officers. — Local treasurers, accountants and other local accountable officers shall render their accounts in accordance with COA regulations.

II. SPECIFIC GUIDELINES

A. Reconciliation and Closing of Depository Accounts of Municipalities

SECTION 16. Reconciliation of municipal deposits. — Municipal treasurers shall reconcile the Cash, Other Government Treasury Account (8-70-102) of each fund in the municipal books with the corresponding Trust Liability Account (8-84-200) in the provincial or city (in the case of Metro Manila municipalities) treasurer's books.

SECTION 17. Withdrawal of municipal deposits. — An application to withdraw the reconciled balance of the municipal deposit shall be prepared by the municipal treasurer by fund in the prescribed form and submitted to the provincial/city treasurer concerned. The approved withdrawal voucher shall then be submitted to the provincial/city auditor concerned for pre-audit.

SECTION 18. Check drawn for deposit to appropriate account. — Based on the pre-audited disbursement voucher, the provincial/city treasurer shall prepare a check for each fund balance of the municipal deposits. The checks shall be drawn in the name of the municipality for deposit under the appropriate fund.

B. Bank Depository Accounts

SECTION 19. Opening of depository accounts. — Provincial, city and municipal treasurers shall open and maintain in the name of their respective local government units separate depository accounts for each fund with a government-owned bank located in or nearest the locality. In the case there is no government-owned bank located in or nearest the locality, depository accounts may be opened with a bank duly designated as government depository by the Central Bank of the Philippines, upon prior authority of the sanggunian and the approval of the chief executive.

Pending the reconciliation and withdrawal of their deposits with the provincial/city treasurers concerned, municipalities may immediately open depository accounts for each fund.

SECTION 20. Combined savings and current accounts. — Provinces, cities, and municipalities may open a combined savings and current account (COMBO) for the General and Special Education Funds in the duly authorized depository bank. The opening of the bank accounts shall be documented with a depository contract or other appropriate documentation required by the bank, signed by the local treasurer concerned in behalf of the local government unit. Deposits to the COMBO account shall be made only through the savings account and withdrawals shall be made only by the issuance of checks to be drawn on approved vouchers, against the current account. At the termination of the COMBO contract, the balance of the savings account shall be transferred to the current account which shall be henceforth be subject to the regulations on current accounts.

 Time deposit accounts. — Provinces, cities and municipalities may deposit with duly authorized depository banks idle funds in the General Fund under time deposit accounts, upon prior authority of the sanggunian and the approval of the chief executive.

 Definition of idle funds. — Idle funds in excess of normal operating requirements shall generally mean the level of funds which an entity can freely invest in government securities and/or fixed term deposits after considering provisions for coverage of regular and recurring operating expenses like salaries and wages, repairs and maintenance, inventories and supplies, debt servicing, etc., within the context of the entity's cash operating cycle. Unremitted national collections and funds set aside for payment of obligations to government corporations/cooperatives shall not form part of the idle funds of local government units. (DOF Department Circular No. 6-90, Dec. 6,1990)

SECTION 23. Depository accounts earnings. — Earnings of each depository account shall accrue exclusively thereto.

C. Collections

SECTION 24. Custodianship of accountable forms. — The treasurer shall be the custodian of all accountable forms requisitioned by the local government unit. He shall maintain a complete record of the receipt, issue and transfer of accountable forms.

SECTION 25. Requisition of accountable forms. — Collectors/tellers shall file requisitions of accountable forms for their use with treasurer through a Requisition and Issue Voucher. They shall be accountable for all accountable forms issued to them. There shall be no transfer of accountable forms between collectors/tellers.

SECTION 26. Daily turn over of collections. — At the close of the business day, collectors/tellers shall turn over all of their collections intact to the treasurer/cashier. They shall accomplish the Daily Statement of Collections and Accountable Forms (DSCAF), Prov. Form No. 95 (A), in four copies. The original and two copies, together with the duplicates of official receipts issued and the cash collected, shall be submitted to the treasurer/cashier. The fourth copy of the DSCAF shall be retained by the collector/teller concerned. Barangay Treasurers deputized to collect taxes imposed by provinces, cities and municipalities shall follow the same procedures in submitting their collections to the treasurer/cashier concerned.

In the case of collectors assigned to the field, where travel time from their places of assignment to the treasurer's office is more than one day, turn over of collections shall be made at least once a week, or as soon as the collections reach P5,000.00.

SECTION 27. Verification of collections and accountable forms. — The treasurer/cashier shall verify the DSCAF: check the statement of accountable form as to initial balances on hand, receipts, sales and issues, and new balances on hand; make a physical count of the accountable forms remaining in the custody of the collector/teller and check the same to the new balances on hand column. He shall indicate his verification by affixing his signature at the back of the triplicate copy of the last official receipt issued. He shall count the money turned over to him and signed the certification and receipt portion of all copies of the DSCAF.

SECTION 28. Deposit of collections with banks. — The treasurer/cashier shall deposit intact all his collections, as well as all collections turned over to him by the collectors/tellers, with authorized depository bank daily or not later than the next banking day. He shall summarize the collections and deposits by accomplishing the Cashier/Treasurer's Report of Daily Collections and Deposits (CTRDCD), Prov. Form No. 213(A), (Annex B), in three copies. The original and duplicate, together with the original and duplicate copies of the DSCAF's and the deposit slips and the duplicates of official receipts, shall be submitted daily to the accountant. The third copies of the CTRDCD and the DSCAF shall be retained by the treasurer/cashier.

In the case of municipalities where travel time to the depository bank is more than one day, deposit of collection shall be made at least one week, or as soon as the collections reach P10,000.00.

SECTION 29. Recording of collections in the cashbook. — The treasurer/cashier shall record in his cashbook all collections received by him. He shall provide in his cashbook columns for the accounts Cash-in-Treasury and Cash-Other Banks. The Cash-in-Treasury account shall be debited with the collections received, and credited with the collections deposited with the authorized depository bank. The Cash-Other Banks account shall be debited with the deposits of collections with the bank, and credited with the withdrawals from the depository account.

SECTION 30. Liquidating officer for collections. — The Treasurer may designate liquidating officers from among the collectors/tellers whenever necessary.

SECTION 31. Turn over all collections to liquidating officer. — Collectors/tellers shall turn over their collections to their designated liquidating officer, following the procedures prescribed in Sec. 26. The DSCAF shall however be prepared in five copies, four copies to be submitted to the liquidating officer, the fifth copy to be retained by the collector/teller.

SECTION 32. Verification of collections and accountable forms by liquidating officer. — The liquidating officer shall perform the procedures for the receipt and verification of collections turned over to him, as in Sec. 27. He shall also prepare the Report of Collection by Liquidating Officer (RCLO), Prov. Form No. 225 (A), (Annex C) in four copies to summarize the collections turned over to him by the collectors/tellers as well as his own collections.

SECTION 33. Turn over of collections by liquidating officer. — The liquidating officer shall turn over intact the cash collections to the treasurer/cashier together with the original and two copies of the RCLO, the original and two copies of the DSCAF, and the duplicates of the official receipts issued. The treasurer/cashier shall acknowledge of the cash and all accompanying documents by signing all copies of the RCLO on the certifications and receipt portion of the form. The fourth copies of the RCLO and the DSCAFs shall be retained by the liquidating officer.

SECTION 34. Deposit of collections and recording in the cashbook. — The treasurer/cashier shall deposit all collections and prepare the CTRDCD summarizing the collections and deposits for recording in his cashbook and submission to the accountant, accompanied by all supporting documents, as in Sec. 28 and Sec. 29, including two copies of the RCLO.

SECTION 35. Account classification of collections. — The accountant shall determine the account classification of the collections covered by the CTRDCD and the supporting papers submitted by the Treasurer/Cashier, and shall accomplish the accounting recapitulation section of the CTRDCD accordingly. The account Undistributed Income (8-86-200) shall be used only in cases where the income account classification cannot be immediately determined. The accountant shall also maintain the Abstract of Real Property Tax Collections, P.F. No. 10(A), to facilitate the distribution and remittance of the shares of the different government units concerned in the real property tax collections.

SECTION 36. Remittance of collections to other government units. — Collections made by provincial, city, or municipal treasurers for other government units, shall be promptly remitted to the government units concerned. At least once a week, the accountant concerned shall prepare the disbursement vouchers covering such remittances and the supporting statements containing the complete descriptions of the collections being remitted. The disbursement vouchers and their supporting statements, duly certified by the accountant, shall be transmitted to the treasurer for certification as to availability of funds, and forwarded to the local chief executive or the duly authorized official for approval. The disbursement vouchers and statements shall then be returned to the treasurer for the preparation of the checks to cover the remittances. The checks, duly approved or signed, each accompanied by a copy of the corresponding statements, shall be transmitted to the government units concerned. The remittances shall be acknowledged by the recipient government units by the issuance of official receipts.

SECTION 37. Report of accountable forms. — Treasurers, collectors/tellers and other accountable officers shall render their report of accountability for accountable forms on Gen. Form No. 16 (A); Annex D, at least once a month. Such report shall also be prepared in case of transfer of office or accountability by the accountable officer. The treasurer shall consolidate these reports on Prov. Form No. 224 (A), (Annex E), and submit the consolidated report accompanied by the individual reports to the unit auditor concerned not later than the fifth day of the ensuing month.

D. Disbursements

SECTION 38. Certification and approval of disbursement vouchers. — No money shall be disbursed unless the local budget officer certifies to the existence of appropriation that has been legally made for the purpose, the local accountant has obligated said appropriation, and the local treasurer certifies to the availability of funds for the purpose. In the case of disbursement from the Trust Fund, it shall be sufficient that the local accountant certifies to the existence of the trust liability and the local treasurer, to the availability of funds for the purpose. Vouchers and payrolls shall be certified to and approved by the head of the department or office who has administrative control of the fund concerned as to validity, propriety, and legality of the claim involved. In case of temporary absence or incapacity of the department head or chief of office, the officer next-in-rank shall automatically perform his function and shall be fully responsible therefor.

SECTION 39. Approval of vouchers. — Approval of the disbursement vouchers by the local chief executive himself shall be required whenever local funds are disbursed, except for regularly recurring administrative expenses such as payrolls for regular or permanent employees, expenses for light, water telephone and telegraph services, remittances to government creditor agencies such as GSIS, SSS, LBP, DBP, National Printing Office, Procurement Service of the DBM and others where the authority to approve may be delegated. However, disbursement vouchers for expenditures appropriated for the operation of the sanggunian shall be approved by the provincial vice governor, the city vice mayor or the municipal vice mayor, as the case may be.

SECTION 40. Approval of Special Education Fund disbursements. — In the case of the Special Education Fund, disbursements shall be approved by the chief executive concerned as co-chairman of the local school board. The division/city superintendent of schools or the district supervisor concerned, as the case may be, shall certify and approve vouchers or payrolls as to validity, propriety, and legality of the claim involved.

SECTION 41. Approval of Trust Fund disbursement. — In the case of the Trust Funds, disbursements shall be approved by the chief executive concerned, and certified and approved as to validity, propriety, and legality of the claim involved by the department/office head concerned.

SECTION 42. Checks drawn on disbursement vouchers. — Checks in settlement of obligations shall be drawn only on duly approved disbursement vouchers.

SECTION 43. Officials authorized to draw and sign checks. — Checks shall be drawn by the local treasurer and countersigned by the local administrator. In case temporary absence or incapacity of the aforesaid officials these duties shall devolve upon their immediate assistants. In the case of municipalities where no administrator has been appointed, checks shall be countersigned by the municipal mayor. In the case, however, of expenditures appropriated for the operation by the provincial vice governor, the city vice mayor, or the municipal vice mayor, as the case may be.

SECTION 44. Report on checks issued. — The treasurer/cashier shall prepare weekly the Report of Checks Issued, Prov. Form No. 226 (A), (Annex F), in three copies and submit the original and duplicate of the same to the accountant with the vouchers/payrolls and supporting documents.

SECTION 45. Cash payments on disbursement vouchers. — Cash payments shall be made only on duly approved payrolls/disbursement vouchers/liquidation vouchers out of regular cash advances or special cash advances.

SECTION 46. Regular cash advances. — Regular cash advances are those granted to cashier, disbursing officers, paymasters, and /or property/supply officers separately for any of the following purposes:

a. Salaries and wages;

b. Commutable allowances;

c. Honoraria and other similar payments to officials and employees; and

d. Petty operating expenses.

SECTION 47. Special cash advances. — Special cash advances are those granted on the explicit authority of the local chief executive only to duly designated disbursing officers or employees for other legally authorized purposes such as:

a. Confidential expenses; and/or

b. Expenditures for activities of the agency undertaken in the field when it is impractical to pay by check.

 Rules on grant, use, and liquidation of cash advances. — In the granting, utilization, and liquidation of cash advances the following shall be observed:

(a) Only permanently appointed officials and employees shall be granted cash advances.

(b) Only duly appointed or designated disbursing officers may perform disbursing functions. Officers and employees who are given cash advances for foreign travel need not be designated as disbursing officers.

(c) Only one disbursing officer shall be assigned/designated for a specific legal purpose. Additional disbursing officers may be assigned/designated for the same purpose only when fully justified by the local chief executive.

(d) Transfer of cash advance from one accountable officer to another shall not be allowed.

(e) The cash advance shall be used solely for the specific legal purpose for which it was granted. Under no circumstance shall it be used for encashment of checks or for liquidation of a previous cash advance.

(f) The accountant shall obligate all cash advances granted. Cash advances for a particular year shall not be used to pay expenses of other years.

(g) The cash advance for salary payments shall be equal to the net amount of the payroll for a pay period.

(h) The cash advance for petty operating expenses shall be sufficient for the recurring expenses of the agency for one month. The accountable officer may request replenishment of the cash advance when the disbursements reach at least 75%, or as needed, by submitting a replenishment voucher with all supporting documents duly summarized in a report of disbursement.

(i) The cash advance for petty operating expenses shall not be used for payment of regular expenses, such as rentals, subscriptions, light and water and the like.

(j) Payments out of the cash advance shall be allowed only for amounts not exceeding P10,000.00 for each transaction, except when a higher amount is allowed by law and/or specific authority by the Commission on Audit. Splitting of transactions to avoid exceeding the ceiling shall not be allowed.

(k) The cash advances shall be liquidated as follows:

º Salaries, wages, etc. - within 5 days after each 15 day/end of the month pay period.

º Petty operating expenses - within 20 days after the end of the year; subject to replenishment during the year.

º Foreign Travel - within 60 days after return to the Philippines

(l) The accountable officer shall prepare the Report of Disbursements. Gen. Form No.____, (Annex G) in three (3) copies and submit the original and duplicate of the same with the vouchers/payrolls and supporting documents to the accountant. For payments based on receipts and invoices only, he shall also prepare a disbursement (liquidation) voucher which shall be submitted with the report is properly acknowledged by the accountant.

(m) Within ten days after receipt of the report and supporting documents from the accountable officers, the accountant shall verify the report including the completeness of the supporting documents, record it in the Journal of Disbursement by Treasurer/Disbursing Officer and submit the report with all the vouchers/payrolls and supporting documents to the unit auditor.

(n) When a cash advance is no longer needed or has not been used for a period of two (2) months, it must be returned or deposited immediately with the collecting officer.

(o) All cash advances shall be fully liquidated at the end of each year. The accountable officer shall refund any unexpected balance to the cashier/collecting officer who shall issue the necessary official receipt.

(p) At the start of the ensuing year, a new cash advance may be granted, provided that a list of expenses against the previous cash advance is submitted. However, when no liquidation of the previous cash advance is received on or before January 20, the accountant shall cause the withholding of the accountable officer's salary.

(q) The accountable officer shall maintain an official cashbook to record the transactions on each cash advance fund.

E. Transfer of the accounting functions to the local accountant.

SECTION 49. Updating of accounts before transfer of accounting functions to the accountant. — To effect the transfer of the accounting functions from the treasurer to the accountant, all the books and records (cashbooks, journals, ledgers, etc.) shall be updated, incorporating all the necessary reconciliations and adjustments, to the date of transfer, which shall be as of the end of the month. The trial balances shall then be drawn in the usual manner, including all required supporting statements.

Pending the actual transfer of the accounting books and records, the local accountant may open a new set of appropriate journals and ledgers to record the transactions made after the cut-off date.

SECTION 50. Rendition of accounts. — The treasurer shall render his accounts as of the date of transfer, to the unit auditor concerned, in accordance with existing regulations. The unit auditor shall verify the completeness of the accounts submitted.

SECTION 51. Transfer of books of accounts and all accounting records. — The treasurer shall transfer to the accountant all journals and ledgers; copies of trial balances, statements of operations and balance sheets, with supporting schedules and statements; copies of transactions documents, inventory reports of supplies and property, and such other financial statements and reports which form the accounting records. Under existing regulations, cashbooks of accountable officers who have ceased to be such, shall also be submitted to the accountant and shall form part of the accounting records.

SECTION 52. Preparation of invoice-receipts. — The treasurer shall prepare an invoice-receipt in triplicate to cover the transfer of the records to the accountant. The invoice-receipt, duly signed by the treasurer and the accountant, shall be distributed as follows: dctai

Original - to the unit auditor concerned;

Duplicate - to the local accountant; and

Triplicate - to the local treasurer.

F. Merging of Funds

SECTION 53. Maintenance of local and special funds. — The Local Government Code of 1991 (RA 7160) requires the maintenance by the provinces, cities and municipalities of the General Fund as a local fund, and the Special Education Fund and Trust Funds as special funds. The Infrastructure Fund which was abolished, shall therefore be merged with the General Fund. Development projects implemented within the Infrastructure Fund shall be incorporated as special accounts of the General Fund. The NALGU Fund and the Municipal Development Fund shall be merged with the Trust Funds. The Special Education Fund shall continue to be maintained. Accounting procedures on the merging of the funds are shown in Annex J.

G. The Obligation Accounting System for Expenditures and Transfer

SECTION 54. Accounting for expenditures and transfers. — Expenditures and transfers of the General Fund and the Special Education Fund shall be taken in the accounts as the obligations are incurred. Obligations refer to the amounts committed to be paid by the local government unit for any lawful act made by an accountable officer for and in behalf of the local government unit concerned.

SECTION 55. Advice of allotment. — The advice of allotment of appropriations issued by the local chief/office of the local government unit to incur obligations within the limits of the authorized allotment.

SECTION 56. Request for obligation of allotment (ROA). — For all anticipated expenditures and transfers of the funds concerned, the requesting department/office shall prepare the Request for Obligation of Allotment (ROA), Prov, Form No. 227 (A), (Annex H), signed by the department or office head as requesting official.

SECTION 57. Certification of budget officer. — The budget officer shall certify to the existence of appropriation that has been legally made for the purpose by signing Certification No. 1 of the ROA.

SECTION 58. Certification of the treasurer. — The treasurer shall certify that funds are available by signing Certification No. 2 of the ROA.

SECTION 59. Certification of the accountant. — The accountant shall review the ROA, assign an obligation number thereto, and record the amount of the obligation in the Journal and Analysis of Obligations (JAO), Prov. Form No. 228(A), (Annex I). The accountant shall then certify as to the obligation of the allotment by signing the ROA.

SECTION 60. ROA as integral part of the disbursement voucher. — The ROA shall form an integral part of the covering disbursement voucher/payroll and the certifications of the local budget officer, treasurer and accountant thereon shall serve as their certifications on the disbursement as required by law.

SECTION 61. Liquidation of obligations. — The disbursement voucher for payment or liquidation of the obligation duly accomplished as to Certificates No. 1, 2 and 3, and supported with the duly approved ROA and other necessary papers, shall be submitted by the department/office head to the accountant who shall accomplish certificates No. 4. The disbursement voucher with the ROA other supporting papers shall then be forwarded to the chief executive or the duly authorized official for approval, after which the same shall be transmitted to the treasurer for payment by check or by cash.

SECTION 62. Accounting procedures for the obligation accounting system. — Detailed accounting procedures to be used in the obligation accounting system are shown in Annex K.

H. Maintenance of Special Accounts in the General Fund

SECTION 63. Special accounts in the General Fund. — Local government units shall maintain special accounts in the General Fund for public utilities and other economic enterprises; loans, interests, bond issues, and other contributions for specific purposes; and development projects funded from the share of the local government unit concerned in the internal revenue allotment and such other special accounts which may be created by law or ordinance.

SECTION 64. Profits from Operations. — Profits or income derived from the operations of public utilities and other economic enterprises, after deduction of the cost of improvement, repair and other related expenses of the public utility or economic enterprises concerned, shall first be applied for the return of the advances or loans made therefor. Any excess shall form part of the general fund of the local government unit concerned.

SECTION 65. Objectives of maintenance of special accounts. — Accounting procedures for the operation of the special accounts are hereby adopted in order to —

(a) Determine whether the incomes generated by the public utilities or economic enterprises are sufficient to meet their respective operating costs.

(b) Provide adequate information as to the assets, liabilities and cumulative results of operation of each special account.

SECTION 66. Special accounts subsidiary ledgers. — No separate book of accounts shall be maintained for the special accounts. Transactions pertaining thereto shall be recorded in the books maintained for the General Fund with subsidiary postings to the special accounts subsidiary ledgers.

SECTION 67. Accounting procedures for special accounts. — Detailed accounting procedures in the maintenance of special accounts in the General Fund are shown in Annex L.

I. New/Revised Account Codes and Books of Accounts

SECTION 68. New/revised account description/codes and books of accounts. — The list of new/revised account description/codes and journals which are hereby prescribed for use by the local government units in the implementations of the Local Government of 1991 are attached as Annexes M, N, O, and P.

III. REPEALING CLAUSE

SECTION 69. Repealing clause. — All COA Circulars, Memoranda and other issuances inconsistent herewith are hereby revoked or modified accordingly.

IV. EFFECTIVITY

SECTION 70. Effectivity. — This Circular shall take effect immediately.

EUFEMIO C. DOMINGO

Chairman

ROGELIO B. ESPIRITU

Commissioner

SOFRONIO B. URSAL

Commissioner

ANNEX A

Daily Statement of Collections and Accountable Forms

ANNEX A-1

INSTRUCTIONS

DAILY STATEMENT OF COLLECTIONS AND ACCOUNTABLE FORMS

This Daily Statement of Collections and Accountable Forms shall be prepared in four copies by each municipal treasurer's collecting clerk, market, slaughterhouse, and ferry collector at the close of business of each day. The first certificate at the bottom of the form shall be filled out and signed by the collector upon turning over his collections to the municipal treasurer who shall likewise fill out and sign the last certificate and receipt thereon after having verified the correctness of the statement, and actually received from the collector the amount of the collections. The original copy of this statement shall be forwarded to the Auditor; one copy shall be kept by the municipal treasurer for his file, one copy to be sent to the Provincial Treasurer, and one copy to be retained by the collection clerk or collector.

ANNEX B

INSTRUCTIONS

CASHIER/TREASURER'S REPORT OF DAILY COLLECTIONS AND DEPOSITS

1. The Cashier/Treasurer shall indicate in the spaces provided in the heading, the name of the local government unit, the date of the report, the fund code and the report number.

2. Summary of Collections

This section shall be used to summarize the daily collections of collecting officers including those collected directly by the Cashier/Treasurer. All collections reported to and received by the Cashier/Treasurer shall be included in the Summary. The date and number of the DSCAF and RCLO shall be indicated in their respective columns.

3. Summary of Deposits

This section shall be used to summarize the daily deposits of the Cashier/Treasurer. It shall indicate the name of the bank or treasury where the deposit was made, the deposit slip validation or official receipt number and amount.

4. Certification

This section shall contain the certification of the Cashier/Treasurer as to the correctness of the report.

5. Acknowledgment

This section shall be used by the accounting unit to acknowledge receipt of the report and its supporting documents.

6. Accounting Recapitulation

This section shall be used by the accounting unit to recapitulate the daily collections for recording in/posting to the Treasurer's Journal of Collections and Deposit/Subsidiary Ledgers.

7. This report shall be prepared in triplicate an distributed as follows:

Original - Provincial or city Auditor

 (with supporting documents)

Duplicate - Local Treasurer

Triplicate - Accounting Unit

ANNEX C

ANNEX D

ANNEX D-1

INSTRUCTIONS

MONTHLY REPORT OF ACCOUNTABILITY FOR ACCOUNTABLE FORM

The property Officer duly designated by the Head of Agency to keep stock of accountable forms of all accountable officers to whom these forms are issued shall prepare this report in three (3) copies at the end of each month and upon transfer of office to be submitted to the Resident Auditor for verification. The accountable forms shall be issued only to bonded accountable exceed three (3) months. They shall be issued from the stock in numerical order beginning with the lowest number on hand.

Heading

The month for which the report is prepared and the name of the agency shall be indicated on the heading.

Particulars

The beginning and ending dates of the period, the name of persons/offices from/to which the forms were received/transferred/issue shall be written in the boxes provided.

Quantity and Serial Number

The quantity and the corresponding serial numbers of the forms on the hand at the start of the period; those receive, and those issued or transferred during the period covered; and the balance at the end of the period shall in these columns.

Certification

The Accountable Officer shall sign above his printed name in the certification box.

ANNEX E

ANNEX E-1

INSTRUCTIONS

MONTHLY REPORT OF

ACCOUNTABILITY FOR ACCOUNTABLE FORMS

1. This report shall be prepared by local treasurers at the end of each month or upon their transfer of office or accountability for all accountable forms handled by them.

2. Accountable forms requisitioned and received by the municipal treasurers from the provincial treasurer shall be reported by the provincial treasurer as issued whether or not the forms have already been used by the municipal treasurers. For this purpose, the name of the municipal treasurer shall be indicated under "Remarks" column. However, accountable forms distributed to collecting officers and clerks for their issuance and for which a separate report of accountability is not prepared, shall be included in the report of accountability of the treasurer.

3. This report shall be prepared in triplicate and distributed as follows:

Original - Provincial or City Auditor

Duplicate - Provincial or City Treasurer

Triplicate - File 

ANNEX F

 

ANNEX F-1

INSTRUCTIONS

REPORT OF CHECKS ISSUED

1. Fill up all the blank spaces and columns as follows:

a. Heading

The disbursing officer shall fill in the blank spaces provided in the heading.

b. Date Issued (1)

The date the check was issued shall be entered in this column.

c. Check Number (2)

The serial number of the check shall be entered in this column.

d. Date paid by bank (3)

The date the check was paid or debited by the depository bank as shown in the monthly bank statement shall be entered in this column.

e. Payee (4)

The name of the person, office or firm to whom the check is payable shall be entered in this column.

f. Voucher Number (5)

The number of the voucher covering the check shall be entered in this column.

g. Obligation Number (6)

The number of the Request for obligation of Allotment (ROA) pertaining to the liquidated obligation shall be entered in this column.

h. Account 8-70-300 (Credit) (7)

The amount paid under each check chargeable against the agency's bank account for funding checks shall be entered in this column.

i. Account Code, Sundry (Credit) (8)

The code of an account credited other than accounts 8-70-300 be entered in this column.

j. Posted (9)

A check mark shall be written in this column to indicate completion of posting to the subsidiary ledger of the account appearing in the Sundry (Credit) column or the recording of the amount in the Journal of Checks Issued.

k. Amount, Sundry (Credit) (10)

The amount credited to the account indicated in the account code column shall be entered in this column. Recapitulation of this column shall be made to the extent necessary for recording in the Journal of checks Issued.

l. Object of Expenditures (11)

The object expenditure of the accounts to be debited in columns 12 to 17 shall be entered in this column.

m. Account 0-83-000 (12)

The amount of liquidation for current year's obligation shall be entered in this column.

n. Account 8-70-500 (13)

The amount of cash advances granted to disbursing officers whether regular or special shall be entered in this column.

o. Account 8-81-400 (14)

The amount paid to settle prior years' obligation shall be entered in this column.

p. Account 8-84-100 (15)

The amount of remittance to national government agencies concerned of collections received or amounts withheld for their account liquidation of amounts received based on reports verified by auditor, and refund of unused transferred funds by implementing agencies shall be entered in this column.

q. Account 8-84-300 (16)

The amount of remittance of collections or received or amounts withheld for the account of government owned and/or controlled corporations concerned or amount of refund of unused funds transferred from government corporations shall be entered in this column.

r. Account 8-84-900 (17)

The amount paid/refunded for miscellaneous trust liabilities shall be entered in this column.

s. Blank Column (18)

Blank column may be used for other accounts debited.

t. Account code, Sundry (Debit) (19)

The code of an account for which no special column has been provided shall be entered in this column.

u. Posted (20)

A check mark shall be written in this column to indicate completion of posting to the subsidiary ledger of the account appearing in the Sundry (Debit) column or the recording of each recapitulated amount in the Journal of Checks Issued.

v. Amount, Sundry (Debit) (21)

The amount debited to the account indicated in the account code column shall be entered in this column. Recapitulation of this column shall be made to the extent necessary for recording in the Journal of Checks Issued.

2. This report shall be prepared by fund.

3. The Disbursing Officer shall number his reports as follows:

RCI - 1-92 for the first report in 1992

RCI - 2-92 for the second report in 1992

If there are more than one Disbursing Officer, the Officer's Code shall be prefixed to Report Number.

4. The sheet number of each report shall always start from number 1.

5. Every sheet shall be footed and the total carried forward to the next sheet. Succeeding sheets shall start with the totals brought forward.

6. This report shall be footed, balanced and ruled at the end of the period covered. The ruling shall be made on the line immediately after the last entry.

7. The report shall be certified by the disbursing officer on the last sheet of each report.

I certify that this Report of Checks Issued in ________ sheet/s is a full, true and correct statement of all checks issued by me in payment for obligations for the period stated above and as shown in the attached vouchers.

__________________________

Name & Signature

__________________________

Designation

ANNEX

ANNEX G-1

INSTRUCTIONS

REPORT OF DISBURSEMENT BY TREASURER/DISBURSING OFFICER

1. Fill up all the blank spaces and columns as follows:

a. Heading

The Treasurer/Disbursing Officer shall indicate the nature of the Cash Advance (for salaries, miscellaneous/petty cash, etc.), the period covered by the report, the agency head, sheet and report number, and fund name/code.

b. Date

The date payment is made shall be entered in this column.

c. Payee

The name of the person, office or firm to whom payment is made shall be entered in this column.

d. Reference

The number of voucher/payroll or other supporting documents shall be entered in this column.

e. Expense Code

The expenditure object or expense code corresponding to the payment shall be entered in this column.

f. Amount

The amount of disbursement under each voucher/payroll shall be entered in this column.

g. Totals

The amount column shall be footed and the total written at the bottom thereof.

2. This report shall be prepared for each type of Cash Advance for each fund.

3. The Disbursing Officer shall number his report as follows:

RD-1-92 for the first report in 1992

RD-2-92 for the second report in 1992

RD-1-93 for the first report in 1993

If there are more than one Disbursing Officer in the agency, the officer's code shall be prefixed to the report number.

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

5. The following certification shall be made by the Treasurer/Disbursing Officer at the last page of the report after the totals.

"I, certify that this Report of Disbursement in __________ pages is a full, true and correct statement of the disbursements made by me and that this in liquidation of the cash advance granted last ______________________, 199__ in the amount of P______________ per check no. __________________."

_____________________

Accountable Officer

6. The Chief Accountant, after verifying the report as to its correctness and completeness shall prepare the accounting entries corresponding to the reported disbursements at the bottom of the last page of the report and affix his signature under the accounting entries.

ANNEX H

 

ANNEX H-1

INSTRUCTIONS

REQUEST FOR OBLIGATION OF ALLOTMENTS

(Local)

1. This form shall be accomplished in six copies for each obligation incurred.

2. it shall be supported by necessary documents such as payrolls, requisitions, issue vouchers, etc.

3. The Head of the Department making the request shall sign the Request portion; the Budget Officer shall sign the certification as to the existence of appropriation; the Accountant, as to availability of allotment; and the Treasurer, as to availability of funds.

4. The Accountant shall assign a number to each ROA in the following manner:

5. The ROA shall be distributed as follows:

Original	-	Accounting Unit (to serve as subsidiary ledger)
Duplicate	-	(with supporting documents) - Accounting Unit (to
		serve as basis for recording the obligation in the
		JAO)
1 copy	-	to be attached to the Disbursement Voucher as an
		integral part thereof
1 copy	-	Budget Officer
1 copy	-	Treasurer
1 copy	-	Requesting Office

6. Posting to the subsidiary ledger of the obligation (0-82-000), credit, and the liquidation (0-83-000), debit shall be made by the Accounting Unit. The difference between the debit and the credit shall be indicated in the balance column.

 Any excess certification shall be adjusted by posting the amount in the credit column in parenthesis to bring the balance to zero. This shall be communicated to the JAO keeper who shall record the adjustment directly in the JAO without the need for a Journal Voucher.

7. ROAs which have been fully liquidated or with zero balances shall be filed separately from unliquidated ROAs.

ANNEX I-1

ANNEX I-2

ANNEX I-4

INSTRUCTIONS

JOURNAL AND ANALYSIS OF OBLIGATIONS

(Local)

1. The blank spaces and columns shall 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 approved budget corresponding to the allotment class to which the particular JAO pertains shall be entered in the first column. The amount of allotment released from such appropriations as per Advice of Allotment (AA) shall be entered in the same column as a negative entry (in parenthesis) and in the second column along the same line, as a positive entry. All entitled in the memorandum column shall be in red ink.

The amount of allotment shall be excluded also in red ink to the Journal Section under the amount of obligation and distributed to the various columns in the Analysis of obligation Section in accordance with the allocation indicated in the AA.

c. Date

The date of the Journal Voucher taking up the approved budget, or the AA, the date allotment was released as shown in the AA of the date the obligation was incurred, as the case may be, shall be entered in this column.

d. Obligation/JV/AA Number

The number of each obligation incurred or the AA and JV number for new releases of allotment shall be entered in this column.

e. Amount of Obligation

The amount of obligation under each Request for obligation of Allotment shall be entered in this column.

f. 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 the expenditures shall be charged.

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

2. This special journal shall be prepared by fund, by function/program/project and by allotment class.

3. The JAO shall be footed from time to time to determine the availability of funds at any time.

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

5. At the end of each month, the JAO shall footed, balanced and ruled. A single horizontal line shall be drawn immediately after the last entry. The total of the Amount of Obligation column for the month shall be written after the horizontal line and captioned as "Total this Month". This shall be posted directly to the General Ledger as a debit to Appropriations Allotted (0-90-000/100/200/300/400/500/600) and a credit to Obligations Incurred (0-82-000/100/200/300/400/500/600).

6. To indicate completion of posting, two check marks shall be written on the space below the amount posted.

7. The cumulative total of obligations captioned "Total to Date" in the preceding month's JAO shall be brought forward, entered below 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". The difference between the total allotments available and the "Total this Month represents the unobligated balance of allotments and shall be written in the second column of the Memorandum Section of the JAO.

8. The sum of released allotments entered in parenthesis in the first Memorandum column shall be written after a horizontal line in the same column, in parenthesis and deducted from the amount of appropriations. The difference which represents the unallocated balance shall be written immediately after the total releases. Double lines from the first to the last columns shall be drawn after these amounts.

9. In case there are many JAO's prepared during the month, a Summary Sheet (S) consolidating all the obligations may be prepared from where posting shall be made. In this case, check marks shall be made of the SS to indicate completion of posting to the General Ledger. Those made in the JAO's represents the inclusion of the amount in the SS.

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 J

ACCOUNTING PROCEDURES FOR MERGING OF FUNDS

The following procedures shall be followed in the merging of funds.

A. General Fund and Infrastructure Fund

1. Prepare the trial balance and supporting statements as of cut-off date for the Infrastructure Fund.

2. Prepare journal entries to eliminate the accounts in the books of the Infrastructure Fund as of the date of the trial balance.

3. Prepare journal entries to take up the accounts of the Infrastructure Fund in the General Fund books.

4. Revise the accounts in the General Fund to conform with the new/revised codes and descriptions prescribed in this circular.

5. Take up the necessary subsidiary ledger accounts in the General Fund books for revenues, appropriations, allotments and expenditures by just restating what had been accounted for in the Infrastructure Fund books.

6. Transactions after the merging shall be taken-up in the books pursuant to the accounting procedures for special accounts in the General Fund as illustrated in Annex L of this circular.

7. Henceforth, the accountant shall work to identify the Special Accounts for all transactions from January 1, 1992 to the cut-off date and record them accordingly in the books.

8. Obligation accounts such as Obligations Incurred (82) and Obligations Liquidated (83) supposed to be accounted for from January 1, 1992 to the cut-off date shall be reflected in a constructive basis in their lump-sum amounts for the period covered.

B. Trust Funds, NALGU Funds and Municipal Development Funds

1. Prepare the trial balances and supporting statements of the cut-off date for the NALGU Fund and Municipal Development Fund.

2. Prepare journal entries to convert NALGU Fund and Municipal Development Fund accounts to Trust accounts. cdt

3. Prepare journal entries to eliminate the accounts in the books of NALGU Fund and Municipal Development Fund respectively, using the data after the conversion.

4. Prepare journal entries to take-up the accounts of the NALGU Fund Municipal Development Fund in the Trust Fund books.

B. Merging of Trust Funds, NALGU Funds and Municipal Development Funds

a. NALGU Fund

(1) Trial Balance as of July 31, 1992

			Debit	Debit	Credit	Credit
	Account	Code	Balance	Total	Total	Balance
Cash —
	In Treasury	8-70-100	P100,000	P900,000	P800,000	P-0-
	Other Local Gov't.
	Treasury	8-70-102	80,000	100,000	20,000	-0-
	Other Banks	8-70-300	600,000	800,000	200,000	-0-
Fixed Assets —
	Land and Land
	Improvements	8-77-800	3,800,000	3,900,000	100,000	-0-
Appropriations Allotted/
	Expenditures —	0-90-000(1)	-0-	100,000	510,000	410,000
	Unexpended or
	Unobligated Allotments
	(Continuing Allotment
	— Not Subject
	to Budgeting)	8-90-000(1)	-0-	100,000	150,000	50,000
Income/Estimated Revenue
	(Summary Account)	0-91-000	-0-	-0-	50,000	50,000
Current Surplus Unappropriated —
	Balance at the end of the
	Year	8-92-110	-0-	-0-	200,000	200,000
	Surplus Adjustments
	Others	7-92-419	-0-	-0-	70,000	70,000
Invested Surplus —
	Principal	8-94-000	-0-	-0-	3,700,000	3,700,000
	Purchase or Construction	0-94-110	-0-	-0-	200,000	200,000
	Adjustment (Reduction)	0-94-270	-0-	100,000	-0-	(100,000)
			________	_______	_______	_______
GRAND TOTALS		P4,580,000	P6,000,000	P6,000,000	P4,580,000

(2) Report of Revenues and Receipts as of July 31, 1992

				Balance
			Actual	(Undercollected)
Code	Estimated	Collections	Overcollected
0-90-220:
	1-56-330	P-0-	P50,000	P50,000
	______	______	______
	Total	P-0-	P50,000	P50,000

Journal Entries

1) Journal entry to eliminate the accounts of the Infrastructure Fund Books

Code	Dr.	Cr.
8-70-100	(1,600,000)	(900,000)
8-70-102	(100,000)	(80,000)
8-70-500	(200,000)	(150,000)
8-77-800	(650,000)
8-79-800	(450,000)
8-81-100	(30,000)	(90,000)
0-90-000	(400,000)	(1,500,000)
8-90-000	(270,000)	(300,000)
0-91-000	(1,500,000)	(400,000)
8-92-110		(680,000)
0-92-210		(1,400,000)
0-92-240		(100,000)
0-92-310	(1,700,000)
0-93-310	(1,500,000)	(1,700,000)
8-94-000		(450,000)
0-94-110		(440,000)
0-94-170		(210,000)

2) Journal entry to take-up the accounts of the Infrastructure Fund in the books of the General Fund.

Code	Dr.	Cr.
8-70-100	1,600,000	900,000
8-70-102	100,000	80,000
8-70-500	200,000	150,000
8-77-800	650,000
8-79-800	450,000
8-81-100	30,000	90,000
0-90-000	400,000	1,500,000
8-90-000	270,000	300,000
0-91-000	1,500,000	400,000
8-92-110		680,000
0-92-210		1,400,000
0-92-240		100,000
0-92-310	1,700,000
0-93-310	1,500,000	1,700,000
8-94-000		450,000
0-94-110		440,000
0-94-170		210,000

(2) Report of Revenues and Receipts, as of July 31, 1992

				Balance
			Actual	(Undercollected)
Code		Estimated	Collections	Overcollected
0-92-210:
	1-55-990	P1,400,000	P390,000	(P1,010,000)
		————	————	—————
	Sub-total	P1,400,000	P390,000	(P1,010,000)
		————	————	—————
0-92-240:
	2-60-200	P100,000	P10,000	(P90,000)
		————	———	————
	Sub-total	P100,000	P10,000	(P90,000)
		————	————	————
Grand Total	P1,500,000	P400,000	P1,100,000)
		=======	========	=========

(3) Continuing Allotment (Not Subject to Budgeting) Status of Allotments and Expenditures, as of July 31, 1992

Code	AL	EX	AL BAL
8731-300	P50,000	P40,000	P10,000
8733-200	250,000	230,000	20,000
	_______	_______	_______
	P300,000	P270,000	P30,000
	======	=======	=======

(4) Current Legislative Appropriation Status of Appropriations, Allotments and Expenditures, as of July 31, 1992

Code		AP	AL	AP BAL	EX	AL BAL
8731-100		P100,000	P90,000	P10,000	P-0-	P90,000
	-200	150,000	140,000	10,000	-0-	140,000
	-300	50,000	45,000	5,000	-0-	45,000
8732-100		200,000	190,000	10,000	40,000	150,000
	-200	100,000	75,000	25,000	-0-	75,000
	-300	300,000	240,000	60,000	200,000	40,000
8914-100		100,000	80,000	20,000	-0-	80,000
	-200	300,000	250,000	50,000	-0-	250,000
	-300	400,000	390,000	10,000	160,000	230,000
		_______	________	_______	_______	_______
		P1,700,000	P1,500,000	P200,000	P400,000	P1,100,000

Legend:

AP — Appropriations

AL — Allotments

AP BAL — Appropriation Balance

EX — Expenditures

AL BAL — Allotment Balance

ILLUSTRATION

A. Merging of General Fund and Infrastructure Fund.

(1) Trial Balance of the Infrastructure Fund as of July 31, 1992.

 

			Debit	Debit	Credit	Credit
Account		Code	Balance	Total	Total	Balance
Cash —
	In Treasury	8-70-100	P700,000	P1,600,000	P900,000	P-0-
	Other Local Gov't.
	Treasury	8-70-102	20,000	100,000	80,000	-0-
	Disbursing Officer	8-70-500	50,000	200,000	150,000	-0-
Fixed Assets —
	Land and Land
	Improvements	8-77-800	650,000	650,000	-0-	-0-
	Furniture, Fixtures,
	Equipment, Work
	Animal and Books	8-79-800	450,000	450,000	-0-	-0-
Payables —
	Nat'l. Gov't. Units	8-81-100	-0-	30,000	90,000	60,000
Appropriations Allocated/
	Expenditures —	0-90-000	-0-	400,000	1,500,000	1,100,000
	Unexpended or
	Unobligated Allotments
	(Continuing Allotment —
	Not Subject
	to Budgeting)	8-90-000	-0-	270,000	300,000	30,000
Income/Estimated Revenue
	(Summary Account)	0-91-000	-0-	1,500,000	400,000	(1,100,000)
Current Surplus Unappropriated
	Balance at the end of the
	Year	8-92-110	-0-	-0-	680,000	680,000
Tax Revenue	0-92-210	-0-	-0-	1,400,000	1,400,000
Grants		0-92-240	-0-	-0-	100,000	100,000
Legislative Appropriations
	Current Year	0-92-310	-0-	1,700,000	-0-	(1,700,000)
Current Surplus
	Appropriated — Legis-
	lative Appropriations	0-93-310	-0-	1,500,000	1,700,000	200,000
Invested Surplus
	Principal	8-94-000	-0-	-0-	450,000	450,000
	Purchase or Construction	0-94-110	-0-	-0-	440,000	440,000
	Adjustment - Addition	0-94-170	-0-	-0-	210,000	210,000
			________	_______	_______	________
GRAND TOTALS		P1,870,000	P8,400,000	P8,400,000	P1,870,000
			========	========	========	========

3) Journal entry to eliminate the accounts in the Municipal Development Fund book.

Code	Dr.	Cr.
8-70-100	(3,500,000)	(2,000,000)
8-70-102	(300,000)	(200,000)
8-70-300	(4,500,000)	(3,500,000)
8-84-100	(1,200,000)	(3,600,000)
8-84-200	(200,000)
8-77-800	(17,300,000)
8-89-100	(700,000)	(8,000,000)
8-94-000		(10,000,000)

5) Journal entry in the Trust Fund book to take up the accounts of the Municipal Development Fund.

Code	Dr.	Cr.
8-70-100	3,500,000	2,000,000
8-70-102	300,000	200,000
8-70-300	4,500,000	3,500,000
8-84-100	1,200,000	3,600,000
8-84-200		200,000
8-77-800	17,300,000
8-89-100	700,000	8,000,000
8-94-100		10,000,000

b. Municipal Development Fund

(1) Trial Balance as of July 31, 1992

			Debit	Debit	Credit	Credit
Account		Code	Balance	Total	Total	Balance
Cash —
	In Treasury	8-70-100	P1,500,000	P3,500,000	P2,000,000	P-0-
	Other Local Gov't.
	Treasury	8-70-102	100,000	300,000	200,000	-0-
	Other Banks	8-7-300	1,000,000	4,500,000	3,500,000	-0-
Fixed Assets —
	Land and Land
	Improvements	8-77-800	17,300,000	17,300,000	-0-	-0-
Trust Liabilities —
	National Government
	Agencies	8-84-100	-0-	1,200,000	3,600,000	2,400,000
Long Term Liabilities —
	National Government
	Agencies	8-89-100	-0-	700,000	8,000,000	7,300,000
Current Surplus Unappropriated —
	Interfund Transfer —	0-92-500	-0-	-0-	200,000	200,000
	From Infrastructure
	Fund	2-95-515	-0-	200,000	200,000	-0-
Invested Surplus —
	Principal	8-94-000	-0-	-0-	8,100,000	8,100,000
	Adjustment — Addition	0-94-170	-0-	-0-	1,200,000	1,200,000
	Reduction in Long-Term
	Indebtedness	0-94-190	-0-	-0-	700,000	700,000
			_________	________	_________	_________
GRAND TOTALS		P19,900,000	P27,700,000	P27,000,000	19,900,000
			=========	=========	=========	=========

Journal Entries

1) Journal entry to convert current surplus accounts to trust liability account.

Code	Dr.	Cr.
0-92-500		(200,000)
2-92-501	(200,000)	(200,000)
8-84-200		200,000

2) Journal entry to convert Invested Surplus minor accounts to principal account.

Code	Dr.	Cr.
0-94-170		(1,200,000)
0-94-190		(700,000)
8-94-100		1,900,000

3) Continuing Allotment (Not Subject to Budgeting) Status of Allotments and Expenditures, as of July 31, 1992

Code	AL	EX	ALBAL
8732-300	P150,000	P100,000	P50,000

Journal Entries

1) Journal entry to convert current surplus accounts to trust liabilities accounts in the books of NALGU Fund:

Code	Dr.	Cr.
0-90-000(1)	(100,000)	(510,000)
8-90-000(1)	(100,000)	(150,000)
0-91-000		(50,000)
8-92-110		(200,000)
7-92-419		(70,000)
8-84-100	200,000	980,000

2) Journal entry to convert invested surplus minor accounts to principal accounts.

Code	Dr.	Cr.
0-94-110		(200,000)
0-94-270	(100,000)
8-94-000	100,000	200,000

3) Journal entry to eliminate the accounts in the NALGU Fund:

Code	Dr.	Cr.
8-70-100	(900,000)	(800,000)
8-70-102	(100,000)	(20,000)
8-70-300	(800,000)	(200,000)
8-77-800	(3,900,000)	(100,000)
8-84-100	(200,000)	(980,000)
8-94-000	(100,000)	(3,900,000)
	_________	_________
	(6,000,000)	(6,000,000)

4) Journal entry in the Trust Fund book to take up the accounts of the NALGU Fund.

Code	Dr.	Cr.
8-70-100	900,000	800,000
8-70-102	100,000	20,000
8-70-300	800,000	200,000
8-77-800	3,900,000	100,000
8-84-100	200,000	980,000
8-94-000	100,000	3,900,000

ANNEX K

ACCOUNTING PROCEDURES FOR APPROPRIATIONS AND OBLIGATION

A. Appropriation

1. On the basis of the approved Annual Budget, the Accountant shall draw a journal voucher to take it up as follows:

Cumulative Results of Operations Unappropriated (CROU)
— Legislative Appropriation-Current Year	0-92-310	xxx
CROU — Receipts Automatically Appropriated	0-92-340	xxx
Cumulative Results of Operations Appropriated (CROA)
— Legislative Appropriation	0-93-310		xxx
CROA — Receipts Automatically Appropriated	0-93-340		xxx
(Details)

2. The journal voucher shall be recorded in the General Journal and a memorandum entry shall be made in the Memorandum Section of the Journal and Analysis of obligation (JAO).

B. Allotment

1. Based on the advice of Allotment, the Accountant shall draw a journal voucher to take up the released allotment as follows:

CROA — Legislative Appropriations	0-93-310	xxx
CROA — Receipts Automatically Appropriated	0-93-340	xxx
Appropriations Allotted/Expenditures (AA/E)	0-90-000		xxx
AA/E-Interfund Transfer	0-90-500		xxx
AA/E-Interlocal Government Transfer	0-90-600		xxx
AA/E-Interspecial Account Transfer	0-90-700		xxx
(Details)

2. The journal voucher shall be recorded in the General Journal and a memorandum entry shall be made in the Memorandum Section of the JAO as follows.

Appropriation Column — as negative entry (in parenthesis)

Allotment Column — as a positive entry

3. The details thereof shall be entered in their respective columns in the Analysis Section of the JAO.

C. Obligation

1. For each obligation incurred, a Request for Obligations of Allotment (ROA) shall be prepared in six copies by the requesting department. The original and four copies of the ROA together with the supporting documents shall be forwarded to the Budget Officer and a file copy retained.

2. The Budget Officer shall certify as to the existence of appropriation by signing the appropriate box on the ROA. He shall forward the original and three other copies to the local treasurer and retain a file copy.

3. The local treasurer shall certify as to the availability of funds by signing the appropriate box of the ROA. He shall forward three copies (original included) to the Accounting Department and retain a file copy.

4. The Accounting Department shall process the ROA. The journal keeper shall:

a. examine the ROA for regularity

b. verify by reference to the JAO whether there is an unobligated balance of allotment sufficient to meet the requested obligation;

c. if funds are sufficient, assign an obligation number to the ROA for identification and indicate thereon the approved amount and the date of approval.

d. Enter the amount obligated in the JAO under the column "Amount Obligated" and in the appropriate column in the "Analysis of Obligations" section.

e. Pass the ROA to the Accountant for signature.

f. Give the original copy of the signed ROA to the ledger-keeper, file one copy numerically with the supporting documents and return the last copy to the requesting official to be attached to the Disbursement Voucher.

5. Numbering the ROA

The ROA shall be numbered in the following manner:

To illustrate, the coding pattern of the obligation of the Office of the Provincial Governor for salaries for the month of January 1, 1992 shall be as follows:

To identify the General Fund Proper and Special Accounts Obligation Codes, the fund code shall be affixed with the assigned numbers enclosed in parenthesis such as General Fund Proper, 101(1); Market Operation, 101(51); Slaughterhouse Operation, 101(52); etc.

6. Keeping Subsidiary Ledger Accounts

a. The Accounting Department shall use the original copy of the ROA as a subsidiary ledger to support the general ledger accounts Obligations Incurred, 0-82-000 and Obligations Liquidated, 0-83-000.

b. The ledger keeper shall:

º File obligation ledger sheets according to obligation number.

º Post to the credit column of the ledger sheet the total amount of the obligation, using parenthesis if a negative change is to be recorded.

º Post to the debit column the amounts of liquidation from the Journal of Cash Disbursement (JCD)/Journal of Checks Issued (JCI) or record of stores issued. cdaisa

º Enter the unliquidated balance in the balance column as each individual entry is made.

º Check at the end of each month that the total of the balances on the ledger sheets agrees with the excess of the balance for all funds on general ledger account 0-82-000 over that of 0-83-000.

º When an obligation is fully paid, but the subsidiary ledger shows a balance, the ledger keeper shall advise the journal keeper about it. The ledger keeper shall post the credit balance to the credit column of the ledger sheet in the negative to reduce the balance to zero and notify the JAO keeper who will make an entry in the journal for a negative (minus) obligation amount. The ledger keeper shall remove the closed ledger sheets from the active files and put them in a closed file. Journal entries of this nature will need no documentary support other than reference to the ROA number.

c. At the end of each fiscal year, the accounting official shall close the balances on accounts 0-82-000 and 0-83-000 to account 8-81-400. The subsidiary ledger sheets for the past fiscal year will then be retained in a separate file to support the account until liquidated.

7. Keeping the Journal and Analysis of Obligations

a. Detailed instructions for keeping the JAO are shown as attachment to the form (Annex I )

b. The totals of all the obligations in the journals for each fund will be posted each month to the debit of general ledger account 0-90-000 and to the credit of the general ledger account 0-82-000 for each respective fund.

c. The following steps shall be taken to prove the accuracy of the JAO totals every month:

º The sum of the appropriations columns for all JAO for each fund shall be equal to the credit of accounts 0-93-310 and 0-93-340.

º The sum of the amount of obligation column shall be equal to the sum of all columns in the analysis section.

º The sum of the balances of allotments columns for all JAO for each fund shall be equal to the credit balance on general ledger account 0-90-000 for such fund.

8. Analyzing Expenditures

a. The JAO contains columns on the right-hand side for the analysis of obligations according to the object class code.

b. As each obligation is entered in the obligation column of the JAO, the journal keeper shall also enter it in proper object column of the journal.

c. At the end of each month, he shall total each object class column to get the total for the month. This shall be added to the cumulative totals as of the end of the preceding month to keep a running total of each object class.

9. Miscellaneous

a. Local government units may elaborate on the information provided by the obligation accounting system procedures, and on the records used in the obligation accounting system, if needed for the provision of additional management information. However, any modification shall have the prior authority of the Commission on Audit.

ANNEX L

ACCOUNTING PROCEDURES FOR SPECIAL

ACCOUNTS IN THE GENERAL FUND

1. Subsidiary ledger accounts sub-codes, as shown below, are hereby prescribed for use to identify the special accounts, viz:

General Fund Proper	(1)
Market Operation	(51)
Slaughterhouse Operation	(52)
Waterworks Systems	(53)
Electric Light and Power System	(54)
Telephone System	(55)
Toll Roads, Bridges and Ferries	(56)
Transportation System	(57)
Cemeteries	(58)
Local Development Project — Agriculture	(59)
Local Development Project — Tourism	(60)
Local Development Project — Commercial Development	(61)
Local Development Project — Community Development	(62)
Local Development Project — Industrial Development	(63)
Loans	(81)
Interests	(82)
Bond Issues	(83)

Use of sub-codes for special accounts other than those mentioned shall require prior approval of the Commission on Audit.

2. Journal entries of transactions in the vouchers shall identify the special accounts by the proper sub-codes, as provided in this Circular, e.g.:

Receipt of cash, P300,000 representing settlement of receivables from a national government agency, allocated as follows:

General Fund Proper	P200,000
Market Operation	50,000
Telephone Operation	30,000
Local Development Projects
— Tourism	20,000
	_______
	P300,000

 

	Dr.	Cr.
8-70-100		300,000
8-70-100(1)	P200,000
8-70-100(51)	50,000
8-70-100(55)	30,000
8-70-100(60)	20,000
	_______
	P300,000
	=======
8-71-100		300,000
8-71-100(1)	P200,000
8-71-100(51)	50,000
8-71-100(55)	30,000
8-71-100(60)	20,000
	_______
	P300,000
	=======

 

3. The subsidiary ledger accounts for appropriations, allotments, obligations and liquidations shall further be identified by codes for the function/program/project/activity, e.g.

Legislative appropriation for other equipment of market operation, P30,000.

		Dr.	Cr.
0-92-310			30,000
0-92-310(51)		P30,000
		======
0-93-310			30,000
0-93-310(51)		P30,000
		======
8811-300		P30,000
		======

The code 8811-300 is the subsidiary ledger code for 0-93-310.

4. Interspecial account transfers

Transfer of amount from one special account to another, as well as to and from the General Fund Proper may be made, subject to the pertinent provisions of the sanggunian concerned in an approved budget ordinance. Accounting procedures for interspecial account transfers are illustrated below with the use of new accounts which are hereby prescribed for the local government units:

a. Appropriations Allotted/Expenditures — Interspecial Account Transfers (0-90-400).

This account is used to record in the books of local government units only transfers of funds from the General Fund Proper to any of the special accounts in the General Fund or vice-versa. Sub-codes may be suffixed for proper account identification. The code thus suffixed in parenthesis to the function/program/project/activity code indicates the special account to where transfer is made.

Illustrative Transactions

(1) Market Operation Allotment Advice for interspecial account transfer to General Fund Proper, P 2,000.

0-93-310			2,000
	0-93-310(51)		P2,000
			=====
	9996-490(1)	P2,000
		=====
0-90-400			2,000
	0-90-400 (51)		P2,000
			=====
	9996-490(1)	P2,000
		=====

(2) General Fund Proper Allotment Advice for Interspecial Account Transfer to Market Operation, P3,000.

0-93-310			3,000
	0-93-310(1)		P3,000
			=====
	9996-490(51)	P3,000
		=====
0-93-400			3,000
	0-90-400(1)		P3,000
			=====
	996-490(51)	P3,000
		=====

(3) Electric Light and Power System Allotment Advice for interspecial transfer to General Fund Proper P 6,000.

0-93-310			6,000
	0-93-310(54)		P6,000
			=====
	9996-490(1)	P6,000
		=====
0-93-400			6,000
	0-93-400(54)		P6,000
			=====
	9996-490(1)	P6,000
		=====

(4) Market Operation Obligation for transfer of fund to General Fund Proper P2,000.

0-90-400			2,000
	0-90-400(51)		P2,000
			=====
	9996-490(1)	P2,000
		======
0-82-400			2,000
	0-82-400(51)		P2,000
			=====
	9996-490(1)	P2,000
		=====

b. Interspecial Account Transfer Summary Account (0-91-700).

This account is used to record interspecial account transfers within the General Fund. This account shall have a sub-code affixed after the minor code of the principal account to identify the fund transfers.

(1) Interspecial Account Transfers in the General Fund Proper from Market Operation

0-91-700(1)51 where:

0-91-700 — Stands for the principal account

 code

(1) — Stands for the sub-code of General Fund Proper account

51 — Stands for the sub-code to identify where the

 amount of transfer comes from

(2) Interspecial Account Transfer in the Market Operation from the General Fund Proper.

0-91-700(51)1 where:

0-91-700 — Stands for the principal account code

51 — Stands for the sub-code of Market Operation

 account

1 — Stands for the sub-code to identify where the

 amount of transfer comes from

(3) Interspecial Account Transfers in the Slaughterhouse Operation from Market Operation.

0-91-700(52) 51 where:

0-91-700 — Stands for the principal account code

(52) — Stands for the sub-codes of Slaughterhouse

 Operation account

51 — Stands for the sub-code to identify where the

 amount of transfer comes from.

c. Cumulative Results of Operation Unappropriated — Interspecial Account Transfers (0-92-700).

This account is used to record the estimated and actual transfers from general fund proper/special accounts of the General Fund.

Illustrative Transactions

(a) Estimates of transfer in the General Fund Proper from:

Market Operation		2,000
Slaughterhouse Operation		3,000
			_____
			5,000
0-91-700		5,000
	0-91-700(1)51	P2,000
	0-91-700(1)52	3,000
		______
		P5,000
		=====
0-92-700			5,000
	0-92-700(1)	P5,000
		=====

(b) Estimates of transfer in Market Operation from General Fund Proper P4,000 and from Slaughterhouse Operation, P5,000.

0-91-700		9,000
	0-91-700(51)1	P4,000
	0-91-700(51)52	5,000
		______
		P9,000
		======
0-92-700			9,000
	0-92-700(51)	P9,000
		======

(c) Estimates of transfer in Slaughterhouse Operation from General Fund Proper P3,000 and Market Operation, P2,000.

0-91-700		5,000
	0-91-700(52)1	P3,000
	0-91-700(52)51	2,000
		______
		P5,000
		======
0-92-700			5,000
	0-92-700(52)	P5,000
		======

5. Financial Statements

a. Monthly trial balances and year-end preliminary and final trial balances shall be prepared for the General Fund. For the General Fund Proper and each Special Account in the General Fund, separate preliminary and final trial balances shall also be prepared at year-end.

b. The trial balances shall be supported by the Report of Revenues and Receipts, and the report on the Status of Appropriations, Allotments, and Obligations. The revenues and receipts, and the appropriations, allotments, and obligations, shall be classified as to General Fund Proper and Special Accounts.

c. The statement of Operations and Balance Sheet shall be prepared to support the year-end final trial balance of the General Fund. Separate Statements of Operations and Balance Sheets shall also be prepared to support the year-end final trial balances for the General Fund Proper and the Special Accounts in the General Fund. The Revenue Subsidiary Ledgers.

B.4.4 To transfer Account Balances of Devolved NGAs Maintaining Special Accounts in the General Fund (SAGF) and Receiving Notice of Allocation from DBM

Account Code	Debit	Credit
8-81-400	55,000
8-84-100	1,500
8-84-300	7,500
8-86-600	5,000
8-86-700	10,000
8-92-110	120,000
8-94-000	350,000
8-96-000	90,000
8-70-100		5,000
8-70-300		148,000
8-70-500		4,000
8-71-100		5,000
8-71-900		10,000
8-72-600		5,000
8-72-700		10,000
8-73-500		12,000
8-74-100		15,000
8-74-200		25,000
8-74-400		10,000
8-74-700		40,000
8-75-900		50,000
8-77-100		70,000
8-78-100		200,000
8-79-100		30,000

 

ANNEX 9

C.1 Recording of Transferred Account Balances in the Books of the LGU

Case I — All collections were remitted to the National Treasury and cash advances were fully liquidated.

C.1.1 To record the transferred account balances from devolved NGA  (Operating Unit) receiving NCA from DBM

Account Code	Debit	Credit
8-70-300	80,000
8-71-100	5,000
8-71-100 (DBM)	48,000
8-71-900	10,000
8-72-600	5,000
8-72-700	10,000
8-73-500	12,000
8-74-100	15,000
8-74-200	25,000
8-74-400	10,000
8-74-700	40,000
8-75-900	50,000
8-77-100	70,000
8-78-100	200,000
8-79-100	30,000
8-81-400		51,000
8-84-100		1,500
8-84-300		7,500
8-84-900		80,000
8-86-600		5,000
8-86-700		10,000
7-92-419		15,000
8-94-000		350,000
8-96-000		90,000

 

Note: The amount of account 8-71-100 (DBM) is equivalent to the unliquidated obligations (net of prepayments) for which the NCA shall be released by DBM to the CO/RO of the devolved NGAs. The CO/RO shall in turn issue a check of equivalent amount to LGU to pay the transferred obligations.

Case II Cash Collections were unremitted and cash advances were unliquidated during the devolution.

C.1. To record the transferred account balances from devolved NGA (Operating Unit) receiving NCA from DBM

Account Code	Debit	Credit
8-70-100	5,000
8-70-300	80,000
8-70-500	4,000
8-71-100	5,000
8-71-100 (DBM)	48,000
8-71-900	10,000
8-72-600	5,000
8-72-700	10,000
8-73-500	12,000
8-74-100	15,000
8-74-200	25,000
8-74-400	10,000
8-74-700	40,000
8-75-900	50,000
8-77-100	70,000
8-78-100	200,000
8-79-100	30,000
8-81-400		55,000
8-84-100		1,500
8-84-300		7,500
8-84-900		80,000
8-86-600		5,000
8-86-700		10,000
7-92-419		20,000
8-94-000		350,000
8-96-000		90,000

Note: The amount of account 8-71-100 (DBM) is equivalent to the unpaid obligations for which the NCA shall be released by DBM to the CO/RO of the Devolved NGAs. The CO/RO shall in turn issue a check of equivalent amount to the LGU to pay the transferred obligations.

ANNEX 10

C.2 Recording of Transferred Account Balances of Devolved NGAs in the Books of the LGUs

CASE I — All collections were remitted to the National Treasury and cash advances were fully liquidated.

C.2.1 To record the transferred account balances from devolved NGA (Operating Unit) receiving Funding Check from RO

Account Code	Debit	Credit
8-70-300	188,000
8-71-100	5,000
8-71-100 (NGA-RO)	50,000
8-71-900	10,000
8-72-600	5,000
8-72-700	10,000
8-73-500	12,000
8-74-100	15,000
8-74-200	25,000
8-74-400	10,000
8-74-700	40,000
8-75-900	50,000
8-77-300	70,000
8-78-300	200,000
8-79-300	30,000
8-81-100		105,000
8-81-400		51,000
8-84-100		1,500
8-84-300		7,500
8-84-900		80,000
8-86-600		5,000
8-86-700		10,000
8-86-900		15,000
8-94-000		350,000
8-96-000		90,000

 

Note: Account 8-71-100 (NGA-RO) represents the amount of funding check to be released by the Regional Office to pay the transferred obligations.

Case II Cash Collections were unremitted and cash advances were unliquidated during the devolution.

C.2.2 To record the transferred account balances from NGA (Operating Unit ) receiving Funding check from RO

Account Code	Debit	Credit
8-70-100	5,000
8-70-300	178,000
8-70-500	4,000
8-71-100	5,000
8-71-100 (NGA-RO)	50,000
8-71-900	10,000
8-72-600	5,000
8-72-700	10,000
8-73-500	12,000
8-74-100	15,000
8-74-200	25,000
8-74-400	10,000
8-74-700	40,000
8-75-900	50,000
8-77-300	70,000
8-78-300	200,000
8-79-300	30,000
8-81-100		105,000
8-81-400		55,000
8-84-100		1,500
8-84-300		7,500
8-84-900		80,000
8-86-600		5,000
8-86-700		10,000
8-86-900		15,000
8-94-000		350,000
8-96-000		90,000

ANNEX 11

C.3 Recording of Transferred Account Balances in the Books of the LGUs

CASE I — All collections were remitted to the National Treasury and cash advances were fully liquidated.

C.3.1 To record the transferred account balances from devolved NGA (Operating Unit ) receiving Funding Check from RO and NCA from

 DBM

Account Code	Debit	Credit
8-70-300	130,000
8-71-100	5,000
871-100	98,000
8-71-900	10,000
8-72-600	5,000
8-72-700	10,000
8-73-500	12,000
8-74-100	15,000
8-74-200	25,000
8-74-400	10,000
8-74-700	40,000
8-75-900	50,000
8-77-400	70,000
8-78-400	200,000
8-79-400	30,000
8-81-100		100,000
8-81-400		51,000
8-84-100		1,500
8-84-300		7,500
8-84-900		80,000
8-86-600		5,000
8-86-700		10,000
8-86-900		15,000
7-92-419		11,000
8-94-000		350,000
8-96-000		90,000

Note: The amount for account 8-71-100 (DBM) is equivalent to the unliquidated obligations (net of prepayments) for which the NCA shall be released by DBM to the CO\RO of the devolved NGAs. The CO/RO shall in turn issue of check of equivalent amount to the LGU to pay the transferred obligations.

Case II Cash Collections were unremitted and cash advances were unliquidated during the devolution.

C.3.2 To record the transferred account balances from NGA (Operating Unit) receiving Funding check from RO and NCA from DBM

Account Code	Debit	Credit
8-70-100	5,000
8-70-300	130,000
8-70-500	4,000
8-71-100	5,000
8-71-100 (DBM)	98,000
8-71-900	10,000
8-72-600	5,000
8-72-700	10,000
8-73-500	12,000
8-74-100	15,000
8-74-200	25,000
8-74-400	10,000
8-74-700	40,000
8-75-900	50,000
8-77-400	70,000
8-78-400	200,000
8-79-400	30,000
8-81-100		100,000
8-81-400		51,000
8-84-100		1,500
8-84-300		7,500
8-84-900		80,000
8-86-600		5,000
8-86-700		10,000
8-86-900		15,000
8-94-000		350,000
8-96-000		90,000
7-92-419		20,000

ANNEX 12

C.4 Recording of Transferred Account Balances in the Books of the LGUs

CASE I — All collections were remitted to the National Treasury and cash

 advances were fully liquidated.

C.4.1 To record the transferred account balances from NGA maintaining

 SAGF and receiving NCA from DBM

Account Code	Debit	Credit
8-70-300	153,000
8-71-100	5,000
8-71-900	10,000
8-72-600	5,000
8-72-700	10,000
8-73-500	12,000
8-74-100	15,000
8-74-200	25,000
8-74-400	10,000
8-74-700	40,000
8-75-900	50,000
8-77-100	70,000
8-78-100	200,000
8-79-100	30,000
8-81-400		51,000
8-84-100		1,500
8-84-300		7,500
8-86-600		5,000
8-86-700		10,000
8-94-000		350,000
8-96-000		90,000
8-92-110		120,000

Case II Cash Collection were unremitted and cash advances were unliquidated during the devolution.

C.4.2 To record the transferred account balances from NGA maintaining SAGE and receiving NCA from DBM

Account Code	Debit	Credit
8-70-100	5,000
8-70-300	148,000
8-70-500	4,000
8-71-100	5,000
8-71-900	10,000
8-72-600	5,000
8-72-700	10,000
8-73-500	12,000
8-74-100	15,000
8-74-200	25,000
8-74-400	10,000
8-74-700	40,000
8-75-900	50,000
8-77-100	70,000
8-78-100	200,000
8-79-100	30,000
8-81-400		55,000
8-84-100		1,500
8-84-300		7,500
8-86-600		5,000
8-86-700		10,000
8-92-110		120,000
8-94-000		350,000
8-96-000		90,000

ANNEX M

NEW/REVISED ACCOUNT CODES

FOR USE OF LOCAL GOVERNMENT UNITS

1. Inventory — Supplies and Materials - Accountable Forms with Face Value (8-72-720)

This account is used to record the face value of accountable forms with face value acquired/requisitioned for use in the course of government operations. Its contra account is 8-90-520.

Illustrative Transactions

(a) Purchase of accountable forms P700 for use with face value of P1,000.

0-90-000	P700
0-82-000		P700
	1091-207	P700
		====

(b) Payment made P700 on the preceding purchase of accountable forms with face value of P1,000.

0-83-000		P700
	1091-207	P700
		====
8-70-300			P700

Corollary Entry

8-72-720	P1,000
8-90-620		P1,000

(c) Inventory adjustment for the issuance of accountable forms with face value of P900.

8-90-620	P900
8-72-720		P900

2. Payables — Unliquidated Obligations — Continuing Appropriations, Personal Services (8-81-410)

This account is used to record at the close of the year the amount of unpaid obligations for personnel services charged against 0-90-100.

Illustrative Transactions

(a) Year-end adjustment of Unliquidated obligations charged against continuing allotment for consultancy services for the Office of the Mayor, P1,000.00

0-82-100		P1,000.00
	1011-101-100	P1,000.00
		========

(b) Payment from cash advance of the consultancy services for the office of the Mayor obligated out of continuing allotment as follows:

Total Consultancy Services	P1,000
Less: Withholding Tax	80
	——
Net Amount Paid	P920
	=====
8-81-410	1,000
8-70-500		920
8-84-100		80

3. Payables — Unliquidated Obligations — Continuing Appropriations, Maintenance and Other Operating Expenses (8-81-420)

This account is used to record at the close of the year the amount of unpaid obligations for maintenance and other operating expenses charged against 0-90-200.

Illustrative Transactions

(a) Year-end adjustment of Unliquidated obligation on continuing allotment on repair and maintenance for the Office of Municipal Accountant, P5,000.00.

0-82-100		5,000
	1081-204	5,000
		====
8-81-420			5,000

(b) Payment by check of the repair and maintenance on the Office of the Municipal Accountant obligated at year-end out of continuing allotment are as follows:

Total Vouchers Obligated		5,000
Less: Contractor's Tax	500
	BIR Withholding Tax	50
		——
			550
			——
	Amount Due		4,450
	8-81-420	5,000
	8-70-300		4,450
	8-84-100		500

4. Payables - Unliquidated Obligations, Capital Outlay (8-81-430)

This account is used to record at the close of the year the amount of unpaid obligations for capital outlay charged against 0-90-300.

Illustrative Transactions

(a) Year-end adjustments of Unliquidated obligations on continuing allotment on the purchase of xerox machine for the Office of the Assessor, P10,000.

0-82-300		10,000
	1101-336	10,000
		=====
8-70-300			10,000

(b) Payment by check of the above obligation.

8-81-430	10,000
8-79-300		10,000

Corollary Entry

8-79-100		10,000
	8-79-115	10,000
		=====
8-79-301			10,000

5. Obligation Incurred (0-82-000)

This account is used to record orders placed, contracts awarded, services received or other transactions which are legally earmarked or established against an allotment during the current year.

Illustrative Transactions

Refer to 1 (a) and Annex K.

6. Obligations Incurred — Continuing Appropriations, Personal Services (0-82-100)

This account is used to record the amount of transactions which are to be charged against the unexpended balance of appropriations/allotment of the past year.

Illustrative Transactions

(a) Transfer of the unobligated or unexpended continuing allotment (8-90-00) for personal services P1,000 to Appropriations Allotted/Expenditures — Continuing Appropriations, 0-90-100 of the Mayor's Office.

8-90-000		P1,000
	1011-100	P1,000
		=====
0-90-100			P1,000
	1011-100	P1,000
		=====

(b) Obligation for payment of allotment on the above problem P600.

0-90-100		P 600
	0-82-100			P 600
	1011-101-100	P600
		====

7. Obligations Incurred — Continuing Appropriations, Maintenance and Other Operating Expenses (0-82-200).

This account is used to record the amount of transactions which are to be charged against the unexpended balance of appropriations/allotment for maintenance and other operating expenses of the past year.

Illustrative Transactions

(a) Transfer of the unobligated or unexpended continuing allotment (8-90-000) for maintenance and other operating expenses to Appropriations Allotted/ Expenditures - Continuing Appropriations (0-90-000) for the Office of the Accountant.

8-90-000		P2,000
	1081-200	P2,000
		======
0-90-200			P2,000
	1081-200	P2,000
		======

(b) obligations for payment of travelling expenses P700 out of continuing appropriations/allotment of the past year.

0-90-200		P700
0-82-200			P700
	1081-200	P 700
		======

8. Obligations Incurred - Continuing Appropriations, Capital Outlay (0-82-300)

This account is used to record the amount of orders placed, contracts awarded, or other transactions which are to be charged against the unexpended balance of allotment for capital outlays of the past year.

Illustrative Transactions

(a) Transfer of the unobligated or unexpended continuing allotment (8-90-000) for capital outlay to Appropriations Allotted/Expenditures - Continuing Appropriations (0-90-300) P7,000 for office equipment of the Barangay Secretariat.

8-90-000		P7,000
	1014-300	P7,000
		======
0-90-300	P7,000
	1014-300			P7,000

(b) Obligation for payment of office equipment of the Barangay Secretariat out of the continuing allotment of the previous year P3,000.

0-90-300		P3,000
0-82-300			P3,000
	1014-336	P3,000
		======

Corollary Entry

8-79-901	P3,000
0-94-110		P3,000

11. Obligations Incurred — Interspecial Account Transfers (0-82-400).

This account is used to record the interspecial account transfers among the General Fund Proper and the Special Accounts maintained in the General Fund which are legally earmarked or established against allotment during the current year.

Illustrative Transactions

Refer to Annex L.

9. Obligations Incurred — Interfund Transfers (0-82-500)

This account is used to record interfund transfers which are legally earmarked or established against an allotment during the current year.

Illustrative Transactions

(a) Obligations in the Special Education Fund for interfund transfers to General Fund P800.

0-90-501		P800
0-82-500			P800
	9992-525	P800
		====

(b) Obligations in the General Fund for interfund transfers to Special Education Fund P900.

0-90-502		P900
0-82-500			P900
	3995-526	P900
		====

10. Obligations Incurred — Interlocal Government Transfers (0-82-600)

This account is used to record interlocal government transfers which are legally earmarked or established against an allotment during the current year.

Illustrative Transactions

Obligations for interlocal government transfers to —

Province of Oavad		P 5,000
City of Oavad		6,000
Municipality of Lamas		7,000
Barangay of Nas Leugim		4,000
			———
			P22,000
			=====
0-90-601		P5,000
0-90-602		6,000
0-90-603		7,000
0-90-604		4,000
0-82-600			22,000
	9995-650	P 5,000
	-660	6,000
	-670	7,000
	-680	4,000
		———
		P22,000
		======

12. Obligations Liquidated (0-83-000)

This account is used to record the payments or liquidations made during the current year of obligations incurred during the same year.

Illustrative Transactions

(a) Payments made for salaries and wages of the Office of the Administrator P500.

0-83-000		P500
	1031-101-100	P500
		====
8-70-500			P500

(b) Payments for supplies charged to the appropriation of the Planning and Development Coordination P6,000.

0-83-000		P6,000
	1041-207	P6,000
		======
0-70-300			P6,000

Corollary Entry

8-72-700	P6,000
8-90-570		P6,000

(c) Payment for the delivery of office equipment for the Maintenance of Prisoners P9,000.

0-83-000		P9,000
	1012-336	P9,000
		======
8-70-300			P9,000

Corollary Entry

8-79-100		P9,000
	8-79-116	P9,000
		======
8-79-901			P9,000

(N. B. — When delivery and payment of fixed assets is made, the in process account should be charged to the proper functional fixed assets account)

13. Obligations Liquidated — Continuing Appropriations, Personal Services (0-83-100).

This account is used to record the payments or liquidations made for Personal Services during the current year, of obligations incurred during the same year out of continuing appropriations/allotments of the past year.

Illustrative Transactions

Payments for salaries and wages of the Vice Mayor's Office out of the obligation on continuing allotments of the past year, P11,000 in personal services.

0-83-100		P11,000
	1016-101-100	P11,000
		=======
8-70-500			P11,000

14. Obligations Liquidated — Continuing Appropriations, Maintenance and Other Operating Expenses (0-83-200).

This account is used to record the payments or liquidations made for maintenance and other operating expenses during the current year of obligations incurred during the same year of continuing appropriations/allotment of the past year.

Illustrative Transactions

Issued a check P7,000 for payment of semi-expendable property obligated out of the continuing allotment of the past year for License Inspection Service.

0-83-200		P7,000
	1015-207	P7,000
		======
8-70-300			P7,000

Corollary Entry

8-72-600	P7,000
8-90-560		P7,000

15. Obligations Liquidated — Continuing Appropriations, Capital Outlay (0-83-300)

This account is used to record the payments or liquidations made for capital outlay during the current year, of obligations incurred during the same year of continuing appropriations/allotments of the past year.

Illustrative Transactions

Payment of transportation equipment for the Civil Security P700,000 obligated out of the continuing allotment of the past year.

0-83-300		P700,000
	1014-336	P700,000
		========
8-70-300			P700,000

Corollary Entry

8-79-100		P700,000
	8-79-112	P700,000
		========
8-79-901			P700,000

18. Obligations Liquidated — Interspecial Account Transfers (0-83-400).

This account is used to record the liquidations of obligations made for interspecial account transfers during the current year, of obligations incurred during the year.

Illustrative Transactions

(a) Transfer of bank account from General Fund Proper to Market Operation, P10,000.

0-83-400		P10,000
	0-83-400 (1)	P10,000
		======
	9996-490 (51)	P10,000
		======
8-70-300			P10,000
	8-70-300 (1)	P10,000
		======

(N.B. — Journal Voucher is used for the transaction as it is recorded as a constructive cash transaction so there is no need of a check for the purpose.)

(b) Transfer of bank account from market operation to General Fund Proper, P6,000.

0-83-400		6,000
	0-83-400 (51)	P6,000
		=====
	9996-490 (1)	P6,000
		======
8-70-300			6,000

(c) Transfer of bank account from Slaughterhouse Operation to Market Operation, P5,000.

0-83-400		P5,000
	0-83-400 (52)	P5,000
		======
	9996-490 (51)	P5,000
		======
8-70-300			P5,000

16. Obligations Liquidated — Interfunds Transfers (0-83-500)

This account is used to record the payments or liquidations made for interfund transfers during the current year of obligations incurred during the same year.

Illustrative Transactions

Issued a check amounting to P4,000 to liquidate obligation of transfer of the General Fund to the Special Education Fund.

0-83-500		P4,000
	9992-526	P4,000
		======
8-70-300			P4,000

17. Obligations Liquidated — Interlocal Government Transfers (0-83-600).

This account is used to record the payments or liquidation made for interlocal government transfers during the current year, of obligations incurred during the same year.

Illustrative Transactions

Issued checks for liquidations of obligations in interlocal government transfer to —

Province of Oavad	P 8,000
City of Nozueq	6,000
Municipality of Lamas	4,000
Barangay Omomagam	3,000
		———
		P17,000
		======
0-83-000			P17,000
	9995-650	P8,000
	-660	6,000
	-670	4,000
	-680	3,000
		———
		P17,000
		======
8-70-300				P17,000

19. Appropriations Allotted/Expenditures — Continuing Appropriations, Personal Services (0-90-100).

This account is used to record the amount of unexpended allotment for personal services retained in the books which does not require the preparation of special budget or plans of work to be available for expenditure in the succeeding year.

Illustrative Transactions

Refer to No. 3(a) and No. 3 (b)

20. Appropriations Allotted/Expenditures — Continuing Appropriations, Maintenance and Other Operating Expenses (0-90-200).

This account is use to record allotment for maintenance and other operating expenses retained in the books which does not require the preparation of special budget or plans of work to be available for expenditure in the succeeding year.

Illustrative Transactions

Refer No. 4 (a) and No. 4 (b)

21. Appropriations Allotted/Expenditures — Continuing Appropriations, Capital Outlay (0-90-300).

This account is used to record the amount of unexpended allotment for capital outlays retained in the books which does not require the preparation of special budget or plans of work to be available for expenditure in the succeeding year.

Illustrative Transactions

Refer to No. 5 (a) and No. 5 (b)

22. Appropriations Allotted/Expenditures — Interspecial Account Transfers (0-90-400).

This account is used to record in the books of local government units only transfers of funds proper to special accounts or vise-versa within the General Fund. This account may have sub-code enclosed in parenthesis to identify that the account is for the General Fund Proper or to the Special Accounts. The number in parenthesis affixed to the function/program/project/activity code indicates the account to where transfer is made.

Illustrative Transactions

Refer to Annex L.

23. Appropriations Allotted/Expenditures — Interfund Transfers (0-90-500).

This account is used to record allotments and actual transfer to other fund. The following sub-account shall be used to identify the fund to which the transfers were made:

0-90-501	To General Fund
0-90-502	To Special Education Fund

Illustrative Transactions

(a) Allotments of transfer to General Fund in the Special Education Fund book, P6,000.

0-93-310		P6,000
9992-525	P6,000
	======
0-90-501			P6,000
9992-525	P6,000
	======

(b) Allotments to transfer to Special Education Fund in the General Fund book, P5,000.

0-93-310	P5,000
	0-93-310 (1)	P5,000
		=====
	3995-526 (1)	P5,000
		=====
0-90-501		P5,000
	0-90-501 (1)	P5,000
		=====
	3995-526 (1)	P5,000
		=====

(c) Obligations of transfers:

To General Fund in the Special Education Fund (Refer to 6 (a)]

To Special Education Fund in the General Fund [Refer to 6 (b)]

25. Appropriations Allotted/Expenditures — Accountable Forms With Face Value (8-90-520)

This account is used as contra-account of 8-72-720 representing the face value of accountable forms.

Illustrative Transactions

Refer No. 1.

26. Appropriations Allotted/Expenditures Interlocal — Government Transfers (0-90-600).

This account is used to record in the books of local government units only transfers of funds to other local government units as aids or contributions. The following sub-accounts shall be used to identify the units to which the transfers were made:

0-90-601 — To Provincial Governments

0-90-602 — To City Governments

0-90-602 — To Municipal Governments

0-90-604 — To Barangay Governments

Illustrative Transactions

(a) Allotments of transfers to

Province of Oavad	P10,000
City of Nozueq	8,000
Municipality of Lamas	5,000
Barangay Omomagam	7,000
		———
		P30,000
		======
0-93-310		P10,000
	9936-650	P10,000
	-660	8,000
	-670	5,000
	-680	7,000
		———
		P20,000
		======
0-90-603			P10,000
	9996-650	P10,000
		======
0-90-602			8,000
	9996-660	P8,000
		=====
0-90-603			5,000
	9996-670	P5,000
		======
0-90-604			7,000
	9996-680	P7,000
		=====

(b) Obligations of interlocal government transfers to LGU's

Illustrative Transactions

Refer to No. 7.

27. Income Summary Account (6-31-100).

This account in used to record the realized accumulated amount of all income account of the government units, entities or funds.

Illustrative Transactions

(a)	Estimates of revenues:
	Tax Revenue —
	Municipal Business Taxes			P80,000
	Internal Revenue Allotment			40,000
Operating and Miscellaneous Revenue
	Certification or Secretary's
	Fees			P10,000
	Interest on Deposits with
	Government Bank			60,000
				———
					70,000
Capital Revenue —
	Sale of Assets, Fixed Assets,			P40,000
	Sale of Assets, Gain on Sale
	of Assets			10,000
				=====
					50,000
					=====
	Total				P240,000
					=====
0-91-100				P240,000
	0-91-100(1)
0-92-210:
	1-52-101	P80,000
	1-55-950	40,000
		———
		P120,000
		=======
0-92-220:
	1-57-108	P10,000
	1,59-220	60,000
		———
		P70,000
		======
0-92-230:
	2-61-200	P40,000
	2-61-300	10,000
		———
		P50,000
		======
		P240,000
		======
0-92-210					P120,000
0-92-210(1)			P120,000
			======
0-92-220					70,000
0-92-220(1)			P70,000
			======
0-92-230					50,000
0-92-230(1)			P50,000
			======
(b)	Collections & remittance
Tax Revenue
	Municipal Business Taxes			P70,000
	Internal Revenue Allotment			40,000
				=======	P110,000
Operating and Miscellaneous Revenue
Certification or Secretary's Fees			P10,000
Interest on Deposit with Gov't. Banks			35,000
				======	45,000
Capital Revenue
	Sales of Assets — Fixed Assets			P20,000
	Sales of Assets — Gain on Sale
	of Fixed Assets			5,000
					======
					25,000
					======
	Total				P180,000
					======
8-70-100				P180,000
0-91-100					P180,000
1-51-101		P70,000
1-55-950		40,000
		————	P110,000
1,-57-108		P10,000
1-59-220		60,000
		————	70,000
2-61-200		P20,000
2-61-300		5,000
		————
			25,000
			————
			P180,000
			=======

 

Corollary Entry:

0-94-190	P20,000
8-79-100		P20,000

28. Grants and Aids Summary Account (0-91-200).

This account is used to record all non-repayable transfers, whether in cash or in kind received from other levels of the government private sector, and international institutions.

Illustrative Transactions

(a)	Estimates of grants and aids:
	Grants and Aids from -
	Foreign Government, Rep. of Korea			P1,500,000
	Other Levels of Government, Dept.
	of Budget & Management			500,000
				—————
			P2,000,000
	0-91-200		P2,000,000
	2-62-100	P1,500,000
	2-62-200	500,000
		—————
		P2,000,000
		========
	0-92-240			P2,000,000

(b) Collections of grants from the Dept. of Budget & Management P400,000.

8-70-100		P400,000
0-91-200			400,000
2-62-200	P400,000
	=======

29. Extraordinary Receipts Summary Account (0-91-300)

This account is used to record repayment of loans and advances and other non-recurrent investments of the government.

Illustrative Transactions

(a) Estimates of extraordinary receipts.

Government Corporations, DBP		P700,000
Local Government's Unit, Province
of Otabatoc		300,000
		————
		P1,000,000
		=======
0-91-300		P1,000,000
2-63-100	P 700,000
2-63-200	300,000
	————
	P 1,000,000
	======
0-92-250		P1,000,000

(b) Collections from the province of Otabatoc for partial payment of a long-term non-interest bearing loan P3,000.

8-70-100		P3,000
0-91-300			P3,000
2-63-100	P3,000
	=====

Corollary Entry

0-94-280	P3,000
8-75-200		P3,000

30. Interfund Transfers Summary Account (0-91-500)

This account is used to record interfund transfers received from other fund within the local government unit.

To identify the source of fund transferred, the following sub-accounts shall be used.

0-91-501	— From General Fund
0-91-502	— From Special Education Fund

Illustrative Transactions

(a) Estimate of transfer from General Fund P600 to Special Education Fund.

0-91-501	P600
0-92-500		P600

(b) Actual transfers from General Fund P600, to Special Education Fund,

8-70-100	P600
0-91-501		P600

(c) Estimate of transfer from Special Education Fund, P700.

0-91-502	P700
0-92-500		P700

(d) Actual transfer from Special Education Fund to General Fund, P700.

8-70-100	P700
0-92-502		P700

31 Interlocal Government Transfers Summary Account (0-91-60).

This account is used to record interlocal government transfers received from other local government units.

To identify the source of funds transferred, the following accounts shall be used:

0-91-601	— From Provincial Governments
0-91-602	— From City Governments
0-91-603	— From Municipal Governments
0-91-604	— From Barangay Governments

(a) Estimates of transfers from:

Province of Onitsuaf		P8,000
City of Atepmurt		2,000
Municipality of Zerreitug		4,000
Barangay Unit		1,000
		======
		P15,000
0-91-601	P8,000
0-91-602	2,000
0-91-603	4,000
0-91-604	1,000
	======
0-92-600		P15,000

(2) Actual transfers from:

Province of Onitsuaf	P3,000
City of Atepmurt	2,000
Municipality of Zerretug	4,000
Barangay of Onit	1,000
	————
	P10,000
	=====
8-70-400	P10,000
0-91-601		P3,000
0-91-602		2,000
0-91-603		4,000
0-91-604		1,000

32. Borrowing Summary Account (0-91-700).

This account used to record borrowing in cash or in kind whether domestic or foreign.

Illustrative Transactions

(a) Estimates of borrowings:

Domestic, In Cash, National
Government		P3,000,000
Foreign, In Kind		10,000,000
		————
		P13,000,000
		=========
0-91-700		13,000,000
2-64-111	P3,000,000
2-64-200	10,000,000
	————
	P13,000,000
	=========
0-92-260		P13,000,000

(b) Receipts of notice from the bank that the loan in cash from the national government has been credited to the account of the LGU.

8-70-300		P3,000,000
0-91-700	P3,000,000
2-64-111	========		P3,000,000
	Corollary Entry
0-94-290	P3,000,000
8-89-100		P3,000,000

(c) Received from European Equipment Corporation as loan from the German Government as a foreign loan P10,000,000. The Sangguniang Bayan passed a resolution recognizing the receipt of the equipment. (NB — The transactions are to be taken up under the constructive cash method whereby cash is debited/credited though no such receipt/payment has transpired.)

Receipt of notice of loan P10,000,000.

	8-70-300		P10,000,000
	0-91-700			P10,000,000
	2-64-220	P10,000,000
		=========
		Corollary Entry
	0-94-290	P10,000,000
	8-89-400		P10,000,000
Appropriation P10,000,000
	0-92-310		P10,000,000
	0-93-310			P10,000,000
		8714-300	P10,000,000
Allotment P10,000,000.
	0-93-310		P10,000,000
		8714-300	P10,000,000
			=========
	0-90-000			P10,000,000
		8714-300	P10,000,000
			========
Obligations incurred P10,000,000.
	0-90-000		P10,000,000
	0-82-000			P10,000,000
		8714-336	P10,000,000
				=========
		Corollary Entry
	8-79-908		P10,000,000
	0-94-110			P10,000,000
Obligations Liquidated P10,000,000.
	0-83-000		P10,000,000
		8714-336	P10,000,000
			========
	8-70-300			P10,000,000
		Corollary Entry
	8-79-800		P10,000,000
		8-79-829	P10,000,000
			=========
	8-79-908			P10,000,000

33. Interspecial Account Transfers Summary Account (0-91-400).

This account is used to record interspecial account transfers within the General Fund account. This account shall have a sub-code affixed after the minor code of the principal account to identify the fund transfers.

Illustrative Transactions

Refer to Annex L.

34. Cumulative Results of Operations Unappropriated — Retained Earnings (8-92-110)

This account is used to record in the books of the agency the balance of the cumulative results of operation unappropriated at year-end after closing all the minor accounts of the cumulative results of operation unappropriated.

35. Cumulative Results of Operations Unappropriated — Tax Revenue (0-92-210)

This account is used to record in the books the estimated and actual income from taxes, licenses, and duties.

Illustrative Transactions

Refer to No. 25

36. Cumulative Results of Operation Unappropriated — Operating and Miscellaneous Revenue (0-92-220)

This account is used to record the estimated and actual income from government operations, services, property, non-financial public enterprises, public financial institutions, administrative fees and charges, non-industrial sales, fines and forfeitures, interest on investments and other operating and miscellaneous revenues.

Illustrative Transactions

Refer to No. 25.

37. Cumulative Results of Operation Unappropriated — Capital Revenue (0-92-230)

This account is used to record the estimated and actual income from sales of fixed capital assets, stocks, bonds, lands and intangible assets.

Illustrative Transactions

Refer to No. 25.

38. Cumulative Results of Operation Unappropriated - Grants (0-92-240)

This account is used to record in the books the estimated/actual income from subsidies, grants, aids, gifts, reparations and transfers from foreign entities, individuals, and other levels of government within the country

Illustrative Transactions

Refer to No. 26.

39. Cumulative Results of Operation Unappropriate Extraordinary Receipts (0-92-250)

This account is used to record estimated and actual income from repayment of loans and advances and other non-recurrent investments of the government.

Illustrative Transactions

Refer to No. 27.

40. Cumulative Results of Operation Unappropriated — Borrowing (0-92-260)

This account used to record the estimated and actual income from borrowings.

Illustrative Transactions

Refer to No. 28.

41. Cumulative Results of Operation Unappropriated — Interspecial Transfer (0-92-400)

This account is used to record the estimated and actual transfers from general fund proper/special accounts of the General Fund.

Illustrative Transactions

Refer to Annex L.

42. Cumulative Results of Operations Unappropriated — Interfund Transfers (0-92-500)

This account is used to record the amount of estimated and actual transfer from other funds.

Illustrative Transactions

Refer to No. 30.

43. Cumulative Results of Operations Unappropriated — Interlocal Government Transfers.

This account is used to record in the books of local government units only the amount of estimated and actual transfers from other local government units as aid or contributions.

Illustrative Transactions

Refer to No. 31.

44. Income Subsidiary Accounts

(a) New Account Description/Codes

1-52-401	Property Tax, Special Education Fund — Current Year
1-52-402	Property Tax, Special Education Fund — Preceding Year
1-52-403	Property Tax, Special Education Fund — Penalty
1-52-800	Property Taxes, Fines & Penalties (Discontinued)
1-55-600	Other Taxes — Community Tax
1-55-914	Other Taxes — Fishery Rentals/Charges
1-55-919	Other Taxes — Miscellaneous-Others
1-55-950	Other Taxes — Miscellaneous — Local Government
	Shares on Internal Revenue Collections
1-55-960	Other Taxes — Miscellaneous — Local Government
	Shares on the Proceeds from the Development and
	Utilization of the National Wealth
1-56-200	Fines and Penalties on Tax Revenue, Property Taxes
	(except penalties on real property under sub-codes 1-52-
	103 and 1-52-403)
1-57-101	Government Services — Registration Fees
1-57-102	Government Services — Survey or Cadastral Fees
1-57-103	Government Services — Naturalization Fees
1-57-104	Government Services — Ante — Mortem Fees
1-57-105	Government Services — Harbor Fees
1-57-106	Government Services — Irrigation Fees
1-57-107	Government Services — Inspection Fees
1-57-108	Government Services — Certification or Secretary Fees
1-57-109	Government Services — Circus or Manageries Parade Fee
1-57-110	Government Services — Building Permit Fees
1-57-111	Government Services — Registration of Cart and Sledge
1-57-112	Government Services — Registration of Large Cattle
1-57-113	Government Services — Registration on Civil Status
1-57-114	Government Services — Marriage Fees
1-57-115	Government Services — Burial Permit Fees
1-57-116	Government Services — Exhumation or Removal of
	Cadaver
1-57-117	Government Services — Impounding and or Sale of Stray
	Animals
1-57-118	Government Services — Dog License Fees
1-57-119	Government Services — Bicycle Permit Fees
1-57-120	Government Services — Charges or Holding Benefits
1-57-121	Government Services — Police Clearance Fees
1-57-122	Government Services — Sheriff Fees
1-57-123	Government Services — Court Fees
1-57-124	Government Services — Mayor's Permit Fees
1-57-125	Government Services — Occupancy Permit Fees
1-57-126	Government Services — Electrical Permit Fees
1-57-127	Government Services — Plumbing Permit Fees
1-57-128	Government Services — Hospital Fees
1-57-129	Government Services — Tuition Fees
1-57-130	Government Services — Excavation Fee
1-57-131	Government Services — Garbage Fee
1-57-150	Government Services — Miscellaneous
1-57-201	Government Business Operations — Rentals
1-57-202	Government Business Operations — Profit Realized from
	Sales of Manufactured Articles and Goods
1-57-203	Government Business Operations — Commission on
	Consignments
1-57-204	Government Business Operations — Sale of Plant and
	Other Farm Products
1-57-205	Government Business Operations — Arrastre and Custom
	Charges
1-57-206	Government Business Operations — Postal and
	Communication Charges
1-57-210	Government Business Operations — Receipts from Public
	Utilities
1-57-211	Government Business Operations — Waterworks System
1-57-212	Government Business Operations — Electrical Light and
	Power
1-57-213	Government Business Operations — Telephone System
1-57-214	Government Business Operations — Transportation
	System
1-57-220	Government Business Operations — Receipts from
	Market
1-57-221	Government Business Operations — Receipts from
	Slaughterhouse
1-57-230	Government Business Operations — Receipts from Toll
	Roads, Bridges and Bridges
1-57-240	Government Business Operations — Receipts from
	Cemeteries
1-57-290	Government Business Operations — Receipts from Other
	Business Operations
1-57-300	Operating and Service Income — Interest
1-57-400	Operating and Service Income — Commission
1-57-600	Operating and Service Income — Rent
1-57-700	Operating and Service Income — Trading/Production
1-56-800	this account code of 1983 SGCA is discontinued
1-57-900	Operating and Service Income — Miscellaneous
1-58-100	Income from Public Enterprises/Investments — Interest on
	Loans
1-58-200	Income from Public Enterprises/Investments — Dividends
	on Stock
1-58-300	Income from Public Enterprises/Investment — Interest on
	Bonds
1-58-400	Income from Public Enterprises/Investments — Interest on
	Treasury Notes/Bills
1-58-500	Income from Public Enterprises/Investments — Interest on
	Promissory Notes
1-58-600	Income from Public Enterprises/Investments — Interest on
	Receivables, Acceptance, and Discounted Notes
1-58-700	Income from Public Enterprises/Investments — Gain on
	Sale of Acquired Assets/Stocks/Bonds
1-58-800	Income from Public Enterprises/Investments — Royalties
1-58-900	Income from Public Enterprises/Investments —
	Miscellaneous
1-59-200	Miscellaneous Income — Sale of Goods/Merchandise
	Confiscated
1-59-250	Miscellaneous Income — Sale of Scrap Construction
	Materials
1-59-300	Miscellaneous Income — Gain on Foreign Exchange
1-59-400	Miscellaneous Income — Contribution
1-59-500	Miscellaneous Income — Inventory Adjustments
1-59-700	Miscellaneous Income — Sale of Waste Materials
1-59-900	Miscellaneous Income — Miscellaneous
1-60-100	Fines and Penalties — Operating and Service Income\
1-60-200	Fines and Penalties — Income from Public
	Enterprises/Investments
1-60-300	Fines and Penalties — Miscellaneous Income
2-61-100	Sale of Assets — Public Domain
2-61-200	Sale of Assets — Fixed Assets
2-61-300	Sale of Assets — Gain on Sale of Fixed Assets
2-61-400	Sale of Assets — Scrap Fixed Assets
2-61-500	Sale of Assets — Intangible Assets
2-61-800	Sale of Assets — Investments/Stocks/Bonds
2-61-850	Sale of Assets — Gain on Sale of
	Investments/Stocks/Bonds
2-62-100	Grants and Aids — From Foreign Countries
2-62-200	Grants and Aids — From Other Levels of Government
2-62-300	Grants and Aids — Domestic
2-63-100	Repayment of Advances/Loans and Other Extraordinary
	Receipts — Government Corporation
2-63-200	Repayment of Advances/Loans and Other Extraordinary
	Receipts — Local Government Units
2-63-900	Repayment of Advances/Loans and Other Extraordinary
	Receipts — Miscellaneous
2-64-100	Borrowings — Domestic — In Cash, National
	Government
2-64-112	Borrowings — Domestic — In Cash, Local Government
	Agencies
2-64-113	Borrowings — Domestic — In Cash, Government owned
	and/or controlled Corporation
2-64-121	Borrowings — Domestic — In Kind, National
	Government
2-64-122	Borrowings — Domestic — In Kind, Local Government
	Agencies
2-64-123	Borrowings — Domestic — In Kind, Government-owned
	and/or controlled Corporation
2-64-124	Borrowings — Domestic — In Kind, Non-Government
	Entities
2-64-210	Borrowings — Foreign — In Cash
2-64-220	Borrowings — Foreign — In Kind
(b)	Account Descriptions/Codes Discontinued/Changed
1-52-800	Property Taxes, Fines & Penalties (Discontinued)
1-53-800	Taxes on Goods and Services, Fines & Penalties
	(Discontinued)
1-55-600	Other Taxes — Residence Tax (replaced with Other
	Taxes-Community Tax)
1-55-800	Other Taxes — Fines and Penalties (Discontinued)
1-55-914	Other Taxes — Water Rental (replaced with Other Taxes
	— Fishery Rentals/Charges)
1-56-101)	replaced with account codes	1-57-101
to)		to
1-56-129)		1-57-129
1-56-201)	replaced with account codes	1-57-201
to )		to
1-56-206)		1-57-206
1-56-300)	replaced with account codes	1-57-300
to)		to
1-56-700)		1-57-700
1-56-800	Government Business Operations — Fines and Penalties
	(Discontinued)
1-57-100)	replaced with account codes	1-58-100
to)		to
1-57-900)		1-58-900
1-58-400)	replaced with account codes	1-59-400
to)		to
1-58-900)		1-59-900
1-59-100)	replaced with account codes	2-61-100
to)		to
1-59-500)		2-61-500
2-60-100)	replaced with account codes	2-62-100
to)		to
2-60-300)		2-62-300

 

45. Expense Subsidiary Accounts

(a) New Expense Account Descriptions/Codes

Personal Services

3-01-320 Social Security Contributions-

 Pag-ibig Contributions

Maintenance and Other Operating Expenses

3-05-000 Repairs and Maintenance of Government Vehicles

3-06-000 Transportation Services

3-17-000 Training and Seminar Expenses

3-18-000 Extraordinary and Miscellaneous Expenses

3-13-200 Loss/Depreciation/Depletion —

 Losses of Fixed Assets

3-19-000 Confidential and Intelligence Expenses

3-20-000 Anti-Insurgency/Contingency/Emergency Expenses

—100 Anti-Insurgency Operations

—200 Contingency Expenses

—300 Emergency Expenses

3-23-000 Advertising and Publication Expenses

3-24-000 Fidelity bond and Insurance Premium

3-25-000 Loss on Foreign Exchange

3-29-000 Other Expenses

Capital Outlay

4-31-000 Investment Outlay

4-32-000 Loans Outlay

4-33-000 Livestock and Crops Outlay

4-34-000 Land and Land Improvements Outlay

4-35-000 Buildings and Structure Outlay

4-36-000 Furniture, Fixtures, Equipment and Books Outlay

4-37-000 Work Animals Outlay

(b) Account Descriptions/Codes Discontinued/Changed

Maintenance and Other Operating Expenses

3-06-000	Other Services (Discontinued) replaced by Other Expenses
	with account code 3-29-000
3-17-000	Maintenance of Motor Vehicles Used for Official Travels
	of Officials and Employees (Discontinued) replaced by
	Repairs and Maintenance of Government Vehicles with
	account code 3-05-000
	—100	Repairs and Servicing	)(Discontinued)
	—200	Spare Parts	)
	—300	Gasoline and Oil	)
3-18-000	Discretionary Expenses (Discontinued) replaced by
	Confidential and Intelligence Expenses with account code
	3-19-000)
3-19-000	Representation Expenses (Discontinued) replaced by
	Extraordinary and Miscellaneous Expenses with account
	code 3-18-000)
3-20-000	Extraordinary/Contingency/Emergency Expenses changed
	to Anti-Insurgency/Contingency/Emergency Expenses
—100	Extraordinary Expenses (Discontinued) replaced with
	Anti-Insurgency Operations
—400	Foreign Exchange Losses (Discontinued)

32. Function/Program/Project/Activity Codes for Expenditures and Transfers

	FUNCTION / PROGRAM / PROJECT	CODE
I.	GENERAL PUBLIC SERVICES	1000
	Executive Services (Governor/Mayor)
		—General Administration	1011
		—Maintenance of Prisoners	1012
		—Civil Security	1013
		—Barangay Secretariat	1014
		—License Inspection Service	1015
		—Vice Governor/Mayor	1016
	Legislative Service (Sangguniang Bayan)
		—Legislation	1021
		—Support Services (Secretariat)	1022
	Administrative Services (Administrator)
		—General Administration	1031
		—Personnel Officer	1032
	Planning and Development Coordination
		—General Administration	1041
	Civil Registry (Civil Registrar)
		—General Administration	1051
	General Services (General Services Officer)
		—General Administration	1061
	Budgeting Services (Budget Officer)
		—General Administration	1071
	Accounting Services (Accountant)
		—General Administration	1081
	Treasury Services (Treasurer)
		—General Administration	1091
	Assessment of Real Property (Assessor)
		—General Administration	1101
		Real Property Tax Administration
		(Tax Mapping, Revision of Assessment, etc.)
	Auditing Services (Auditor)
		—General Administration	1111
	Information Services
		—General Administration	1121
		—Library Services	1122
	Legal Services (Attorney/legal Officer)
		—General Administration	1131
	Prosecution Services (Fiscal)
		— General Administration	1141
	Administration of Justice (Inferior Court)
		—Regional Trial Court	1151
		—Circuit Criminal Court	1152
		—Court of Agrarian Relations	1154
		—Juvenile and Domestic Relations Courts	1155
		—City/Municipal Trial Court	1158
	Land Registration Services (Register of Deeds)
		—General Administration	1161
	Mining Claim Registration Services (Mining Recorder)
		—General Administration	1171
	Police Services
		—General Administration	1181
	Fire Protection Services
		—General Administration	1191
	Local Development Fund
		—Referendum/Election	1912
		—Real Property Tax Administration	1913
		—Peace and Order	1914
		—Repair and Maintenance of Governor Facilities
		—General Public Service	1917
		—Purchase, Construction and Improvement
		of Government
		Facilities — General Public Service	1918
		—Others	1919
	Miscellaneous General Public Services
		—Election Reserve	1991
		—Sinking Fund Contributions	1992
		—Others	1999
III.	EDUCATION, CULTURE, SPORTS AND
	MANPOWER DEVELOPMENT	3000
	School Supervision (Superintendent of Schools)
		—General Administration	3311
	Public Education
		—Elementary Schools	3321
		—Secondary Schools	3322
		—University/College Education	3323
		—Vocational/Technical School	3324
		—Adult Education	3325
	Education Subsidiary Services
		—Medical Subsidiary Services	3331
	Manpower Development
		—Management Tool (Seminar
		Expenditures and Training Projects)	3351
	Maintenance of Sports Centers, Athletic
		Fields, Playgrounds
		—General Administration	3361
	Operation of Culture/Conference/Convention
		Center
		—General Administration	3371
	Revolving Loan Fund	3381
	Other Education, Sports and Manpower
		Development Services
		—Cultural Projects	3391
		—Sports/Development/Physical Fitness	3392
		—Sundry Education Services	3399
	Local Development Fund
		—Management Tool	3911
		—Revolving Loan Fund	3915
		—Repair and Maintenance of Government Facilities
	Education, Culture, Sports and Manpower Development	3917
		—Purchase, Construction and Improvement
		of Government
		Facilities — Education, Culture, Sports and
		Manpower
		Development	3918
		— Others	3919
	Miscellaneous Education, Sports and Manpower
		Development Services
		—Aids and Contributions to
	National Governments	3993
		—Aids and Contributions to Government
		Agencies Other than National or Local	3994
		—Transfer to Special Education Fund	3995
		—Interlocal Government Transfers	3996
		—Aids to Non-Government Entities	3998
		— Others	3999
IV.	HEALTH SERVICES	4000
	Health Services (Health Officer)
		— General Administration	4411
		— Field Projects (Immunization, Inoculation,
		Blood Donor Services, etc.)	4412
		— Day Care Clinic	4413
	Hospital
		— General Administration	4421
	Chest Clinic
		— General Administration	4431
	Local Development Fund
		— Repair and Maintenance of Government
		Facilities — Health	4917
		— Purchase, Construction and Improvement
		of Government Facilities — Health	4918
		— Others	4919
	Miscellaneous Health Services
	— Aids and Contribution to National Government	4993
	—Aids and Contribution to Government Agencies
		Other than National or Local	4994
	— Others
V.	LABOR AND EMPLOYMENT	5000
	Miscellaneous, Labor and Employment
		— Aids and Contributions to National Government
		— Others	5999
VI.	HOUSING AND COMMUNITY
	DEVELOPMENT	6000
	Housing Projects
		— General Administration	6511
	Sanitary Services
		— Street Cleaning	6521
		— Garbage Collection	6522
		— Sewerage and Drainage System	6523
	Street Lighting
		— General Administration	6531
	Community Development
		— General Administration	6541
		— Resettlement, Zonal Improvement Projects
		Urban and Rural Renewal, etc.	6542
		— Beautification	6543
		— Maintenance of Plazas, Parks and Monuments
	Local Development Fund
		— Community Development Projects	6911
		— Revolving Loan Fund	6915
		— Repair and Maintenance of Government Facilities
		Housing and Community Development	6917
		— Purchase, Construction and Improvement
		of Government Facilities — Housing
		and Community Development	6918
		— Others	6919
	Miscellaneous Housing and Community Development
		— Others	6999
VII.	SOCIAL WELFARE SERVICES	7000
	Social Welfare Services (Social Welfare
		& Development Officer)
		— General Administration	7611
	Family Planning Services (Population Officer)
		— General Administration	7621
	Miscellaneous, Other Social Service
		— Aids and Contributions to National Government	7993
		— Aids and Contributions to Government
		Agencies Other than National or Local	7994
		— Others	7999
VIII. ECONOMIC SERVICES	8000
	Agricultural Services
		— General Administration (Agriculturist)	8711
		— Extension and on-site research services	8712
		— Demonstration/Farm Nurseries	8713
		— Operation of Farm Equipment Pool	8714
		— Quality Control of Agricultural Products	8715
		— Irrigation System	8716
	Veterinary Services (Veterinarian)
		— General Administration	8721
	Natural Resources Services (Environment &
	Natural Resources Officer)
		— General Administration	8731
	Architectural Services (Architect)
		— General Administration	8741
	Engineering Services
		— General Administration	8751
		— Construction	8752
		— Maintenance	8753
		— Operation of Motor Pool	8754
		— Operation of Rock Crusher	8755
	Cooperative Services(Cooperative Officer)
		— General Administration	8761
	Operation of Waterworks System
		— General Administration	8771
	Operation of Electric Light and Power System
		— General Administration	8781
	Operation of Telephone System
		— General Administration	8791
	Operation of Toll Roads, Bridges and Ferries
		— General Administration	8801
	Operation of Markets
		— General Administration	8811
	Operation of Slaughterhouse
		— General Administration	8812
	Operation of Transportation System
		— General Administration	8821
	Weather and Heteorological Services
		— General Administration	8831
	Operation of Cemeteries
		— General Administration	8841
	Economic Development Programs
		— Agricultural Development Projects	8851
		— Tourism Projects	8852
		— Commercial Development (Trade, fair, etc.)	8853
		— Industrial Development Projects
		(Cottage Industry, etc.)	8854
		— Revolving Loan Fund	8855
		— Other Economic Development Projects
		(Price Control Council, Coop. Development, etc.)	8859
	Local Development Fund
		— Agricultural Development Projects	8911
		— Tourism Projects	8912
		— Commercial Development Projects	8913
		— Industrial Development Projects	8914
		— Revolving Loan Fund	8915
		— Repair and Maintenance of Government Facilities
	Economic Services	8917
		— Purchase, Construction and Improvement
		of Government Facilities — Economic Services	8918
		— Other Economic Services Projects	8919
	Energy Development Project
		— General Administration	8861
	Livelihood Projects
		— General Administration	8871
	Miscellaneous Economic Services
		— Advances to Economic Enterprise	8991
		— Investments	8992
		— Interlocal Government Transfer for
		Economic Services	8996
		— Others	8999
II.	OTHER PURPOSES	9000
	Local Development Projects — Public Debt
		— Loan Amortization — Domestic	9911
		— Foreign	9912
		— Interest Payments — Domestic	9913
		— Foreign	9914
	Revolving Loan Fund	9915
	Outlays in Connection with Disasters
	and Other Calamities, Other than Budgetary Reserves	9919
	Public Debt -
		Loan Amortization — Domestic	9921
		— Foreign	9922
	Interest Payments — Domestic	9923
		— Foreign	9924
	Retirement and Other Benefits
		— Lump Sun Appropriations	9931
	Miscellaneous Other Purposes
		— Outlays In Connection with Disasters
		and Other Calamities, Other than Budgetary
		Reserves	9991
		— Interfund Transfers, Not Elsewhere
		Classified	9992
		— Aids to National Government Agencies	9993
		— Aids and Contributions to Government
		Agencies Other than National and Local,
		Not Elsewhere Classified	9994
		— Interlocal Government Transfers, Not Elsewhere
		Classified	9995
		— Interspecial Account Transfer	9996
		— Aids to Non-Government Entities, Not Elsewhere
		Classified	9997
		— Budgetary Reserves	9998
	— Others	9999

 

ANNEX N

ANNEX N-1

INSTRUCTIONS

JOURNAL OF COLLECTIONS AND DEPOSITS

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

a. Heading

The name of the local government unit, the month and year, the sheet number and fund code shall be indicated therein.

b. Date (1)

The date when the collection is being reported shall be entered in this column.

c. Report No. (2)

The number of the report being recorded shall be entered in this column.

d. Account 8-70-100, Debit (3)

The total amount of cash received shall be entered in this column.

e. Account 8-70-300, Debit (4)

The total amount deposited with the bank as shown in the Cashier/Treasurer's Report of Daily Collections and Deposits (CTRDCD) shall be entered in this column.

f. Account Code, Sundry Debit (5)

The code of the account debited in the report other than accounts 8-70-100 and 8-70-300 shall be entered in this column.

g. Posted, Sundry Debit (6)

A check mark shall be written in this column to indicate completion of posting to the general ledger of the individual account entered in column 5

h. Amount, Sundry Debit (7)

The total amount debited to the account indicated in the account code column (5) shall be entered in this column. Recapitulation of this column shall be made for posting to the general ledger.

i. Account 8-70-100, Credit (8)

The total amount deposited with the bank as entered in column 4 hereof shall be entered in this column.

j. Account 0-91-100, Credit (9)

The total amount collected from tax revenues, operating and miscellaneous revenues and capital revenues shall be entered in this column.

k. Account 0-91-200, Credit (10)

The amount of income from grants and aids shall be entered in this column.

l. Blank Columns (11) & (12)

These blank columns may be used for other accounts frequently credited.

m. Account Code, Sundry Credit (13)

The code of an account credited for which no special column has been provided shall be indicated in this column.

n. Posted, Sundry Credit (14)

A check mark shall be written in this column to indicate completion of the postings to the general ledger.

o. Amount, Sundry Credit (15)

The amount credited to the account indicated in the account code column (13) shall be entered herein. Recapitulation of this column shall be made for posting to the general ledger.

2. This special journal shall be prepared by fund.

3. A new sheet shall be started at the beginning of each month. The sheets shall be numbered in one series for each fiscal year.

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

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

6. Posting to the general ledger shall be made from the journal. A check mark immediately underneath the total of the special columns shall be made to indicate completion of posting to the general ledger.

7. The journal shall be certified by the local accountant on every sheet for the month as follows:

CERTIFIED CORRECT,

_________________

Signature

________________

Designation

ANNEX O

ANNEX O-1

JOURNAL OF CHECKS ISSUED (Local)

1. All blank spaces and columns shall be filled up accordingly as follows:

a. Heading

The name of the agency, month, year, sheet number and fund name/code shall be indicated in the appropriate spaces.

b. Date

The date the Report of Checks Issued (RCI) is received shall be entered in this column.

c. Report Number

The number of the RCI shall be entered in this column.

d. Check Number Series

The check number series or batch shall be entered in this column.

e. Period covered

The period covered by the report shall be entered in this column.

f. Treasurer/Disbursing Officer

The name of the Treasurer/Disbursing Officer whose report is being recorded shall be entered in this column.

g. Account 8-70-300 (Credit)

The total amount of the checks issued for account 7-70-300 as shown in the RCI being recorded shall be entered in this column.

h. Account Code, sundry Credit

The code of the account credited in the report shall be entered in this column.

i. Posted

A check mark shall be written in this column to indicate completion of posting to the general ledger of the individual or recapitulated amount entered in the next column.

j. Amount, Sundry (Credit)

The total credited to the accounts indicated in the preceding column shall be entered in this column.

k. Account 0-83-000 (Debit)

The total of the column for account 0-83-000 in the RCI being recorded shall be entered in this column.

l. Account 8-81-400 (Debit)

The total of the column for account 8-81-400 in the RCI being recorded shall be entered in this column.

m. Account 8-70-500 (Debit)

The total of the column for account 8-70-500 in the RCI being recorded shall be entered in this column.

n. Blank Column (Debit)

These blank columns may be utilized for other recurring accounts credited.

o. Account Code, Sundry (Debit)

The code of the account being debited in the report shall be entered in this column.

p. Posted

A check mark shall be written in this column to indicate completion of posting to the general ledger of the individual or recapitulated amount entered in the next column.

q. Amount, Sundry (Debit)

The amount being debited to the accounts indicated in the preceding column shall be entered in this column.

2. This special journal shall be prepared by fund.

3. A new sheet shall be started at the beginning of each month. The sheets shall be numbered in one series for each fiscal year.

4. Each sheet shall be footed and the totals carried forward to the next sheet. The succeeding sheet shall start with the totals brought forward.

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

6. Postings shall be made directly from this journal to the General Ledger. Check marks beneath the column totals shall be made to indicate completion of postings.

7. Each sheet of the journal shall be certified by the Chief Accountant/Head of Accounting Unit as follows:

CERTIFIED CORRECT:

________________

Signature

_______________

Designation

ANNEX P

ANNEX P-1

INSTRUCTIONS

JOURNAL OF DISBURSEMENTS BY TREASURER/DISBURSING OFFICER (JDTDO)

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

a. Heading

The name of the local government unit, the month and year, the sheet number and fund code shall be indicated in the heading.

b. Date

The date the Report of Disbursement was recorded shall be entered in this column.

c. Report Number

The number of the report being recorded shall be entered in this column.

d. Treasurer/Disbursing Officer

The name of the Treasurer or Disbursing Officer whose report is being recorded shall be entered in this column.

e. Period Covered

The period Covered by the report being recorded shall be entered in this column.

f. Account 8-70-500 (Credit)

The total amount of disbursements paid from Cash, Disbursing Officer as shown in the Report of Disbursement shall be entered in this column.

g. Account Code, Sundry Credit

The code of the account being credited shall be entered in this column. Deductions from payrolls for GSIS premiums and loans, real estate installment accounts, medicare premiums, etc. are usually the nature of the items that will be credited to the accounts in this sundry column.

h. Posted, Sundry Credit

A check mark shall be written in this column to indicate completion of posting of the accounts appearing in the preceding column to the general ledger.

i. Amount, Sundry Credit

The total amount being credited to the account indicated in the preceding column shall be entered in this column.

k. Account 0-83-000, Debit

The amount of liquidation for current year's obligations shall be entered in this column.

l. Account 0-81-400, Debit

The amount of liquidation of prior years' payables shall be entered in this column.

m. Blank Columns, Debit

Blank columns may be used for other accounts debited in the report of disbursement. When the blank columns are insufficient to record other debit accounts not provided with special columns, the Sundry (Debit) section may be used.

n. Account Code, Sundry Debit

The code of an account being debited shall be entered in this column.

o. Posted, Sundry Debit

A check mark shall be written in this column to indicate completion of postings of the account appearing in the preceding column.

p. Amount, Sundry Debit

The total amount being debited to the account indicated in column 14 shall be entered in this column.

2. This special journal shall be prepared by fund.

3. A new sheet shall be started at the beginning of each month. The sheets shall be numbered in one series for each fiscal year.

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

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

6. Postings to the general ledger shall be made from this journal. A check mark immediately underneath the total of the special columns and recapitulated amounts of the Sundry columns shall made to indicate completion of posting.

7. The journal shall be certified by the local accountant on every sheet for the month as follows:

CERTIFIED CORRECT:

_________________

Signature

________________

Designation