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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  

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