City Accounting Office | KABANKALAN CITY

Services Offered:

Processing of DV (Supply of Goods)

PROCESSING OF DISBURSEMENT VOUCHER (PAYMENT FOR THE SUPPLY OF GOODS)

Office or Division:	Management and Internal Audit
Classification:	Simple
Type of Transaction:	Government to Business Entity
Who may avail:	Supplier of Goods
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1. Disbursement voucher		Office recipient of goods delivered
2. Purchase request		Requesting Office
3. Obligation request		City Budget Office
4. Notice of award, Notice to proceed, Abstract of canvass, Request for quotation		Bids and Award Office
5. Purchase order stamped received by COA		General Services Office
6. Charge invoices		Supplier of goods
7. Certificate of acceptance		Requesting Office
8. Acceptance and inspection report		General Services Office
9. Add’l documents under bidding
10. Contract Agreement, BAC Resolution, Abstract of Bids Calculated		Bids and Award Office
11. Performance Bond, OR from insurance company, certificate of authority from insurance commission		Supplier of goods
12. Financial Proposal, Technical Proposal		Supplier of goods
13. General & special conditions of con- tract		General Services Office
14. Other documents necessary to establish claims

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit disbursement voucher and supporting documents to the receiving area	1.1 Receive disbursement vouchers and supporting documents, Assign Disbursement Voucher Number	None	5 minutes per voucher	Fredalice B. Matutina Fe Ada Bañares Christine Jayne R. Beronio
	1.2 Check correctness as to amount, completeness of documents and signatories	None	5 minutes per voucher	Gilmor G. Linas Luyen Figueroa Fe Ada Bañares April Rose Dimpo Julay-Ann Lardera Rey R. Besas
	1.3 Complete documents will be processed, If incomplete, return for compliance	None
	1.4 Preparation of Journal Entry Vouchers	None	10 minutes	Gilmor G. Linas Luyen Figueroa Fe Ada Bañares April Rose Dimpo Julay-Ann Lardera Rey R. Besas

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
	1.5 Certify completeness of documents in disbursement	None	5 minutes	Alma G. Pabalate
	1.6 Release of documents	None	3 minutes	Fredalice B. Matutina Fe Ada Bañares Christine Jayne R. Beronio
Total:		None	28 minutes

Processing of DV (Repairs)

PROCESSING OF DISBURSEMENT VOUCHER (PAYMENT FOR THE REPAIRS)

Office or Division:	Management and Internal Audit
Classification:	Simple
Type of Transaction:	Government to Business Entity
Who may avail:	Supplier of services
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1. Disbursement voucher		Office recipient of services
2. Request for pre-repair inspection, Purchase request		Requesting Office
3. Obligation request		City Budget Office
4. Notice of award, Notice to proceed, Abstract of canvass, Request for quotation		Bids and Award Office
5. Purchase order		General Services Office
6. Job order/ invoice		Supplier of services
7. Certificate of acceptance		End User
8. Acceptance & inspection report		General Services Office
9. Waste material report, Certification- if outside work		Motorpool
10. Other documents necessary to establish claims

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PRO- CESSING TIME	PERSON RESPONSIBLE
1. Submit disbursement voucher and supporting documents to the receiving	1.1 Receive disbursement vouchers and supporting docu- ments, Assign DV Number	None	5 minutes per voucher	Fredalice B. Matutina Fe Ada Bañares Christine Jayne R. Beronio
	1.2 Check cor- rectness as to amount, com- pleteness of docu- ments and signatories	None	5 minutes per voucher	Gilmor G. Linas Luyen Figueroa Fe Ada Bañares April Rose Dimpo Julay-Ann Lardera Rey R. Besas
	1.3 Complete documents will be processed, If incomplete, return for compliance	None
	1.4 Preparation of Journal Entry Vouchers	None	10 minutes	Gilmor G. Linas Luyen Figueroa Fe Ada Bañares April Rose Dimpo Julay-Ann Lardera Rey R. Besas

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
	1.5 Certify completeness of documents in disbursement vouchers	None	5 minutes	Alma G. Pabalate
	1.6 Release of documents	None	3 minutes	Fredalice B. Matutina
Total:		None	28 minutes

Processing of DV (Catering & Other Services)

PROCESSING OF DISBURSEMENT VOUCHER (PAYMENT FOR CATERING AND OTHER SERVICES)

Office or Division:	Management and Internal Audit
Classification:	Simple
Type of Transaction:	Government to Business Entity
Who may avail:	Supplier of services
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1. Disbursement voucher		Office recipient of services
2. Purchase request		Requesting Office
3. Obligation request		City Budget Office
4. Notice of award, Notice to proceed, Abstract of canvass, Request for quotation		Bids and Award Office
5. Acceptance & inspection report		General Services Office
6. Certificate of acceptance		End User

CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
7. Charge invoice		Supplier of services
8. Training design/ budget proposal		Requesting Office
9. Purchase order		General Services Office
10. Attendance sheet		Requesting Office
11. Other documents necessary to establish claims
CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit disbursement voucher and supporting documents to the receiving area	1.1 Receive disbursement vouchers and supporting documents, Assign Disbursement Voucher Number	None	5 minutes per voucher	Fredalice B. Matutina Fe Ada Ba- ñares Chris- tine Jayne R. Beronio
	1.2 Check correctness as to amount, completeness of documents and signatories	None	5 minutes per voucher	Gilmor G. Linas Luyen Figueroa Fe Ada Bañares April Rose Dimpo Julay- Ann Lardera Rey R. Besas

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
	1.3 Complete documents will be processed, If documents are incomplete, return documents to employee for compliance	None
	1.4 Preparation of Journal Entry Vouchers	None	10 minutes	Gilmor G. Linas Luyen Figueroa Fe Ada Bañares April Rose Dimpo Julay-Ann Lardera
	1.5 Certify completeness of documents in disbursement vouchers	None	5 minutes	Alma G. Pabalate
	1.6 Release of documents	None	3 minutes	Fredalice B. Matutina Fe Ada Bañares Christine Jayne
Total:		None	28 minutes

Processing of DV (Construction & Infrastructure Projects)

PROCESSING OF DISBURSEMENT VOUCHER

(PAYMENT FOR CONSTRUCTION AND INFRASTRUCTURE PROJECTS)

Office or Division:	Management and Internal Audit
Classification:	Simple
Type of Transaction:	Government to Business Entity
Who may avail:	Contractors
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1. Disbursement voucher		City Engineer’s Office
2. Letter request of partial or full payment		Contractor
3. Photos of project completed		Contractor
4. Obligation request		City Budget Office
5. Program of works and detailed cost estimates, plans/specifications,		City Engineer’s Office
6. Accomplishment report, Summary report, Engineer’s Inspection report, Certificate of project completion		City Engineer’s Office
7. Mayor’s inspection report		Mayor’s Office Internal Audit section
8. Affidavit of settlement contract agreement w/ acknowledgement,		Contractor
9. Invitation to bid, notice of award & notice to proceed, BAC Resolution		Bids and Award Office
10. Surety Bond/ performance bond, OR from Insurance Co., Insurance commission certificate,		Contractor
11, General conditions of contract, special conditions of contract,		Bids and Award Office
12. Technical proposal, financial proposal		Contractor
13. Other documents necessary to establish claims

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PRO- CESSING TIME	PERSON RESPONSIBLE
1. Submit DV & supporting documents to the receiving area	1.1 Receive disbursement vouchers & supporting docu- ments, Assign Dis- bursement Voucher Number	None	5 minutes per voucher	Fredalice B. Matutina Fe Ada Bañares Christine Jayne R. Beronio
	1.2 Check correctness as to amount, completeness of documents & signato- ries	None	5 minutes per voucher	April Rose Dimpo Maritel G. Bestuir Geraldin D. Seron Ramelo J. Dela Cruz
	1.3 Complete documents will be processed, If docu- ments are incomplete, return documents to employee for compli- ance	None
	1.4 Preparation of Journal Entry Vouchers	None	10 minutes	April Rose Dimpo Maritel G. Bestuir Geraldin D. Seron Ramelo J. Dela Cruz
	1.5 Certify complete- ness of documents in DV	None	5 minutes	Alma G. Pabalate
	1.6 Release of documents	None	3 minutes	Fredalice B. Matutina Fe Ada Bañares Christine Jayne R. Beronio
Total:		None	28 minutes

Processing of DV (Advance Mobilization)

PROCESSING OF DISBURSEMENT VOUCHER (PAYMENT FOR ADVANCE MOBILIZATION)

Office or Division:	Management and Internal Audit
Classification:	Simple
Type of Transaction:	Government to Business Entity
Who may avail:	Contractors
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1. Approved disbursement voucher		City Engineer’s Office
2. Floor plan/vicinity map/construction plan, program of work and detailed cost estimate, plans and specification		City Engineer’s Office
3. Copy of Obligation request		City Budget Office
4. Copy of Invitation to bid, abstract of bid, bac resolution, notice of award and notice to proceed		Bids and Award Office
5. technical proposal, financial proposal		Contractor
6. Copy of Contract agreement w/ acknowledgement		Contractor
7. General conditions of contract, special conditions of contracts		Bids and Award Office
8. Performance bond, surety bond/bank guarantee, letter from insurance company of conformity and validity of bond/guarantee, insurance commission cert. w/ OR,		Contractor
9. Letter request to avail advance mobilization		Contractor
10. Other documents necessary to establish claims

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PRO- CESSING TIME	PERSON RESPONSIBLE
1. Submit DV and supporting	1.1 Receive disbursement	None	5 minutes	Fredalice Matutina
documents to	vouchers and		per	Fe Ada Bañares
the receiving area	supporting docu- ments, Assign Dis- bursement Voucher		voucher	Christine Jayne R. Beronio
	Number
	1.2 Check correct- ness as to amount, completeness of documents and signatories	None	5 minutes per voucher	April Rose Dimpo Maritel G.Bestuir Geraldin D. Seron Ramelo J. Dela Cruz
	1.3 Complete documents will be processed, If incomplete, return for compliance	None
	1.4 Preparation of Journal Entry Vouchers	None	10 minutes	April Rose Dimpo Maritel G.Bestuir Geraldin D. Seron
				Ramelo J. Dela Cruz
	1.5 Certify completeness of documents in DV	None	5 minutes	Alma G. Pabalate
	1.6 Release of documents	None	3 minutes	Fredalice B. Ma- tutina Fe Ada Bañares Christine Jayne R. Beronio
Total:		None	28 mins

Inspection of Goods/Services

INSPECTION OF GOODS/SERVICES

Office or Division:	Auditing and Financial Reporting Section
Classification:	Simple
Type of Transaction:	Government to Business Entity
Who may avail:	Supplier of Goods/Services
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1. Purchase Request/Program of Works		Requesting Department
2. Obligation Request		Budget Office
3. Purchase Order/Contract		BAC
4. Acceptance and inspection report		GSO
5. Invoices		Supplier
CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Requesting Department	1.1 Receive documents for inspection	None	1 minute per transaction	Fredalice Matutina Fe Ada Bañares Christine Jayne R. Beronio
	1.2 Actual Inspection of Goods/ Services	None	30 mins or depending on the volume & location of goods / services	Gilmor G. Linas Glenn Mark Pacia Ronelo Bello Raul Vicente C.

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
	1.3 Approval of inspection report	None	5 minutes per transaction	Ramelo Dela Cruz Alma Pabalate
	1.4 Release of inspection report.	None	5 minutes per transaction	Fredalice Matutina Fe Ada Bañares Christine Jayne R. Beronio
Total:		None	41 minutes

Retrieval of Records & Documents

RETRIEVAL OF RECORDS AND DOCUMENTS

An additional service that helps City Employees, Supplier of goods & services and Contractors in the retrieval of their records and document to meet their respective needs and to ensure that important information are communicated properly within offices.

Office or Division:	Administrative and Records Section
Classification:	Simple
Type of Transaction:	Government to Government/Government to Business Entity
Who may avail:	City Employees, Supplier of goods and services and Contractors
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1. Letter request asking for machine copy of documents		Receiving Area
CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit request to receiving area	1.1 Accept letter request	None	3 minutes per request	Fredalice B. Matutina Fe Ada Ba- ñares Chris- tine Jayne R. Beronio
	1.2 Retriev- al of documents	None	3 minutes per request or depend upon the nature of request	Emily Peralta Glenn Mark C. Pacia Rodito Doñe- sa Jeanine Malala
	1.3 Release of Retrieved documents	None	3 minutes per request	Fredalice B. Matutina Fe Ada Ba- ñares Chris- tine Jayne R. Beronio
Total:		None	9 minutes

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