Mandaluyong Office
External Services

Processing of Payment/Reimbursement/Cash advance

The process entitles concerned CEZA employee/Personnel, Other government agency Suppliers, Contractors, Consultants, and Business entity for payment/reimbursement/cash advances for the purchase of goods and services for the fulfillment of CEZA’s program/activity/projects.

The service starts from receipt of approved request of payment/reimbursement/cash advance/replenishment.

Office or Division:	Finance Department
Classification:	Simple
Type of Transaction:	G2C – for government services whose client is the transacting public G2B – for government services whose client is a business entity G2G – for government services whose client is a government employee or another government agency
Who may avail:	CEZA Employee/Personnel, Other government agency, Suppliers, Contractors, Consultants, Business Entity
CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
Request for payment with the following supporting documents: • For utilities and rent – Statement of Billing/Account • For projects – Progress Billing and Certificate of payment • For supplies/goods/services – Purchase Order/Job Order, Abstract of Cavass, Three quotation, Purchase Request/Request for maintenance • For meetings/conference – Official Receipt, Contact Report, Attendance Sheet, Certificate of Appearance/Participation • For government remittance – Billing, Payment Schedule • For gasoline consumption – Billing, Official Receipt, Vehicle Trip Ticket, Request for fuel • For first salary (permanent) – Certified true copy of duly approved Appointment, Certified true copy of Oath of Office, Certificate of Assumption, SALN, DTR, • For first salary (contract of service) – Payment Memorandum, Contract, DTR, • For salary refund – Payment Memorandum • For monetization of leave credits – Monetization Form (minimum of 10 days) • For overtime – Certification, DTR • For membership dues – Payment Memorandum, Letter from Agency • For consultant – Accomplishment Report, Contract • For last payment of contract of service – Clearance, Memorandum • For financial Assistance – Letter request from concern employee/individual, Memorandum of recommendation, Hospital Billing/Official Receipt • For terminal pay – Clearance, DTR	Supporting documents will be provided by CEZA Employee/Personnel, Other government agency, Suppliers, Contractors, Consultants, Business Entity

Request for reimbursement with the following supporting documents: • For travel – Travel Itinerary, Travel Order, Certificate of Travel Completed, Certificate of Appearance/Participation/Attenda nce, Accomplishment report, Official Receipt • For meetings/conference – Official Receipt, Contact Report, Attendance Sheet, Certificate of Appearance/Participation • For extraordinary & miscellaneous expenses – Certification, Official Receipt	Supporting documents will be provided by CEZA Employee/Personnel
Request for Cash Advance with the following supporting documents: • For Travel – Travel Itinerary, Travel Order/Office Order, Travel Memorandum/Invitation Letter • For activity/program/project –Memorandum, Budget Proposal, Special Order	Supporting documents will be provided by CEZA Employee/Personnel
For replenishment of Petty Cash Fund: • Petty cash replenishment form • Petty cash voucher form • Official receipts • RER • Contact report • Attendance • Task slip • Certificate of emergency	Supporting documents will be provided by CEZA Employee/Personnel

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submits request for payment/reimburse ment/cash advance with attached supporting documents	1.1 Prepare Bidding Documents	None	2 minutes	Chief Administrative Officer (Budget Officer V)/ Division Chief, Budget Division
	1.2 Review the completeness of the document (Pre- Audit)	None	15 minutes	Chief Administrative Officer (Budget Officer V)/ Division Chief, Budget Division
	1.3 Prepares and records two (2) copies of Budget Utilization Request and Slip (BURS).	None	15 minutes	Chief Administrative Officer (Budget Officer V)/ Division Chief, Budget Division
	1.4 Forwards the BURS to the Administrative Division for review and signs the box A of the form.	None	5 minutes	Chief Administrative Officer (Budget Officer V)/ Division Chief, Budget Division
	1.5 Receives the signed BURS.	None	2 minutes	Chief Administrative Officer (Budget Officer V)/ Division Chief, Budget Division
	1.6 Signs the BURS’s box B for the availability of funds.	None	5 minutes	Chief Administrative Officer (Budget Officer V)/ Division Chief, Budget Division
	1.7 Prepares two (2) copies of Disbursement Voucher (DV).	None	10 minutes	Accountant IV/OIC-Division Chief, Accounting Division
	1.8 Records the DV in the DV Logbook	None	5 minutes	Accountant IV/ OIC-Division Chief, Accounting Division
	1.9 Forwards the DV to the Administrative Division and Office of Administrator for approval.	None	5 minutes	Accountant IV/ OIC-Division Chief, Accounting Division
	1.10 Receives the signed DV.	None	2 minutes	Supervising Administrative Officer (Cashier IV)/ OIC-Division Chief, Cash Division
	1.11 Prepares and signs the check.	None	15 minutes	Supervising Administrative Officer (Cashier IV)/ OIC-Division Chief, Cash Division
	1.12 Forwards the check to the Office of Administrator or Deputy Administrator for counter signature.	None	5 minutes	Supervising Administrative Officer (Cashier IV)/ OIC-Division Chief, Cash Division
2. Receives the signed check	2. Records and release the check.	None	7 minutes	Supervising Administrative Officer (Cashier IV)/ OIC-Division Chief, Cash Division
TOTAL:		None	1 hour and 33 minutes