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
	1.2 Review the completeness of the document (Pre- Audit)	None	15 minutes
	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:		PhP1,000	10 minutes
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