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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:
• 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: Supporting documents will be provided by CEZA Employee/Personnel
• 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
Request for Cash Advance with the following supporting documents: Supporting documents will be provided by CEZA Employee/Personnel
• For Travel – Travel Itinerary, Travel Order/Office Order, Travel Memorandum/Invitation Letter
•  For activity/program/project – Memorandum, Budget Proposal, Special Order
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 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  
2. Pay processing fee/ present proof of payment thru Bank deposit 2.1 Upon payment of cash or presentation of proof of payment thru Bank deposit, cashier issues Official Receipt PhP1,000 10 minutes Supervising Administrative Officer (Cashier IV)/ OIC-Division Chief, Cash Division
Forms of acceptable payment:
a. Cash paid through the CEZA Cashier        
b. Bank deposit to Land Bank Pasig Capitol current account #0672- 1034-01        
3. Submits copy of CEZA OR 3.1 Verify and validate request None 4 hours Division Manager A/ Division Chief, Labor and Visa Services
  3.2 Prepare Cancellation Order and stamp passport None 2 days Division Manager A/ Division Chief, Labor and Visa Services
  3.3 Approval of Cancellation Order and stamp passport None None Administrator and
      Chief Executive Officer, Office of the Administrator and Chief Executive Officer
4. Receive CEZA I-Card Certification 4.1 Issue Cancellation Order and file/record documents None 30 minutes Division Manager A/ Division Chief, Labor and Visa Services
TOTAL: PhP1,000 2 days, 4 hours and 45 minutes  

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