Author: LGU Quezon Quezon

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Processing of Disbursement Vouchers

Supporting documents are reviewed and allotment of obligation is certified.

Office or Division:	Office of the Municipal Accountant
Classification:	Simple/Complex
Type of Transaction:	G2G – Government to Government; G2B – Government to Business; G2C – Government to Citizen
Who may avail:	LGU Employees, Suppliers/Creditors, Other Claimants

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
2. Documentary checklist and router slip	Office/Department
3. Duly approved Obligation Request (for transactions under General Fund and Special Education Fund)	Municipal Budget Office
4. Complete documentary requirements (as per COA Circular 2012-001)	Where applicable

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Transmit the checklist and router together with complete supporting documents.	Receive the documents.	None	2 minutes	Ciriaca M. Mendoza Administrative Aide I
	Review and pre-audit the supporting documents. Forward the documents to the Municipal Accountant for final review and approval.	None	30 minutes – simple transaction 2 hours – complex transaction	Myla O. Dela Cruz Accounting Clerk II
	Review the documents and prepare the Disbursement Voucher (DV) and Journal Entry Voucher (JEV).	None	15 minutes – simple transaction 1 hour – complex transaction	Jocelyn A. Sisperez Municipal Accountant
	Record in the logbook and forward the signed DV to Municipal Treasurer’s Office for preparation of check.	None	3 minutes	Ciriaca M. Mendoza Administrative Aide I
	TOTAL (Simple Transaction) (Complex Transaction)	None None	50 minutes 3 hours & 5 minutes

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Receive and record barangay financial transaction documents

Barangay Financial Transaction Documents (BFTDs) are submitted to Accounting Office monthly for the preparation of barangay financial reports.

Office or Division:	Office of the Municipal Accountant
Classification:	Complex
Type of Transaction:	G2G-Government to Government
Who may avail:	24 Barangays of LGU Quezon, Quezon

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
3. Cash on Hand and In Bank Register 4. Cash Receipts and Deposits Register 5. Check Disbursement Register 6. Cash Disbursement Register 7. Report of Collections and Deposits 8. Reports of Collections and Remittances 9. Summary of Checks Issued (including disbursement vouchers, duplicate checks, and complete supporting documents) 10. Summary of Cash Payments (including liquidation reports and complete supporting documents) 11. Copy of Punong Barangay Certification (PBC) 12. Snapshot of Bank Statement 13. Report of Accountability for Accountable Forms	Barangay of LGU Quezon, Quezon

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

3. Cash on Hand and In Bank Register
4. Cash Receipts and Deposits Register
5. Check Disbursement Register
6. Cash Disbursement Register
7. Report of Collections and Deposits
8. Reports of Collections and Remittances
9. Summary of Checks Issued (including disbursement vouchers, duplicate checks, and complete supporting documents)
10. Summary of Cash Payments (including liquidation reports and complete supporting documents)
11. Copy of Punong Barangay Certification (PBC)
12. Snapshot of Bank Statement
13. Report of Accountability for Accountable Forms

Barangay of LGU Quezon, Quezon

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Transmit the reports.	Receive the reports and documents.	None	10 minutes per transmittal	Myla O. Dela Cruz Accounting Clerk II (Pob 3, Pob 4, Guinhawa, Villa Belen, Tagkawa, Villa Gomez, Magsino, Sabang, Villa Mercedes, Cagbalogo, Caridad, Del Pilar) Jocelle C. Mendoza Accounting Clerk I(Pob 1, Pob 5, Apad, Argosino, Gumubat, Mascariña) Gigi R. Asia Accounting Clerk I(Pob 2, Pob 6, Montaña, Silangan, Cometa, Villa Francia)
	Review the submitted reports and documents. Prepare and encode the Journal Entry Voucher (JEV).	None	4 hours per transmittal	Myla O. Dela Cruz Accounting Clerk II (Pob 3, Pob 4, Guinhawa, Villa Belen, Tagkawa, Villa Gomez, Magsino, Sabang, Villa Mercedes, Cagbalogo, Caridad, Del Pilar) Jocelle C. Mendoza Accounting Clerk I (Pob 1, Pob 5, Apad, Argosino, Gumubat, Mascariña) Gigi R. Asia Accounting Clerk I (Pob 2, Pob 6, Montaña, Silangan, Cometa, Villa Francia)
	Review of JEV.	None	30 minutes per transmittal	Jocelyn A. Sisperez Municipal Accountant
	TOTAL	None	4 hours & 40 minutes

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Issuance of Service Record/Certificate of Employment to active employees

Certification of actual government services rendered by an employee.

Office or Division:	Human Resource Management Office
Classification:	Simple
Type of Transaction:	G2G-Government to Government
Who may avail:	Active Municipal Government Employees

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
1. Accomplished request form	Office/Department

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Fill out and submit request form.	Receive the request form and review the information provided. Advise the client to proceed to Municipal Treasurer’s Office (MTO) and pay the corresponding certification fee.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
	Prepare the document and forward the same to HRMO-Designate for signature.	None	10 minutes	Mary Joy P. Oronan Administrative Asst.
	Certify the document.	None	5 minutes	Jocelyn A. Sisperez HRMO-Designate
2. Receive the certification.	Record the certification in the logbook and release the same to the requesting employee.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
	TOTAL	None	25 minutes

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Issuance of Certificate of Leave Balance

Certification of actual leave balance of an employee.

Office or Division:	Human Resource Management Office
Classification:	Simple
Type of Transaction:	G2G-Government to Government
Who may avail:	Municipal Government Employees

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
1. Accomplished request form	Office/Department

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Fill out and submit request form.	Receive the request form and review the information provided.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
	Prepare the document and forward the same to HRMO-Designate for signature.	None	10 minutes	Mary Joy P. Oronan Administrative Asst.
	Certify the leave balance.	None	5 minutes	Jocelyn A. Sisperez HRMO-Designate
2. Receive the certification.	Record the certification in the logbook and release the same to the requesting employee.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
	TOTAL	None	25 minutes

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Issuance of Service Record/Certificate of Employment to retired/separated employees

Certification of actual government services rendered by an employee.

Office or Division:	Human Resource Management Office
Classification:	Simple
Type of Transaction:	G2G-Government to Government
Who may avail:	Retired/Separated Municipal Government Employees

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
1. Accomplished request form	Office/Department
2. Official Receipt	Municipal Treasurer’s Office

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Fill out and submit request form.	Receive the request form and review the information provided. Advise the client to proceed to Municipal Treasurer’s Office (MTO) and pay the corresponding certification fee.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
2. Pay the corresponding fee at MTO.	Receive payment and issue Official Receipt (OR).	Php. 50.00	10 minutes	Revenue Collection Clerk
3. Go back to HRM Office and present the OR.	Check the OR. Prepare the document and forward the same to HRMO-Designate for signature.	None	10 minutes	Mary Joy P. Oronan Administrative Asst.
	Certify the document.	None	5 minutes	Jocelyn A. Sisperez HRMO-Designate
4. Receive the certification.	Record the certification in the logbook and release the same to the requesting client.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
	TOTAL	Php. 50.00	35 minutes

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Processing of Leave Application

Application filed by an employee to avail leave as authorized by governing laws.

Office or Division:	Human Resource Management Office
Classification:	Simple
Type of Transaction:	G2G-Government to Government
Who may avail:	Active Municipal Government Employees

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
1. Accomplished leave application form	Office/Department

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Fill out and submit leave application form, duly approved by concerned department head.	Receive the request form and review the information provided.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
	Update leave card of the requesting employee.	None	15 minutes	Mary Joy P. Oronan Administrative Asst.
	Certify leave balance.	None	5 minutes	Jocelyn A. Sisperez HRMO-Designate
	Forward the application to the Office of the Municipal Mayor/ Office of the Municipal Vice Mayor for approval.	None	15 minutes	Mary Joy P. Oronan Administrative Asst.
2. Receive the approved leave application.	Record in the logbook and release the same to the requesting employee.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
	TOTAL	NONE	45 minutes

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Issuance of Authority to Travel/Locator Slip

Certification authorizing an employee to travel on official business/time.

Office or Division:	Human Resource Management Office
Classification:	Simple
Type of Transaction:	G2G-Government to Government
Who may avail:	Active Municipal Government Employees

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
1. Accomplished request form	Office/Department
2. Letter of invitation, if any	Training service provider

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Fill out and submit request form.	Receive the request form and review the information provided.	None	10 minutes	Mary Joy P. Oronan Administrative Asst.
	Prepare the document and forward the same to Office of the Municipal Mayor/ Office of the Municipal Vice Mayor for approval.	None	15 minutes	Mary Joy P. Oronan Administrative Asst.
2. Receive the certification	Record the certification in the logbook and release the same to the requesting employee.	None	5 minutes	Mary Joy P. Oronan Administrative Asst.
	TOTAL	NONE	30 minutes

Issuance of Trip Ticket

Trip Ticket is needed when requesting the use of the municipal vehicle. All employees are required to get a trip ticket at the office of the GSO

Office or Division:	General Services Office
Classification:	Simple
Type of Transaction:	G2G-Government to Government
Who may avail:	All Municipal Employees

CHECKLIST OF REQUIREMENTS	WHERE TO SECURE
1. Travel Order/Locator Slip	HRMO

CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit travel Order/Locator Slip	1.1 Checks submitted documents	None	1 minute	Maximo O. Luna, Jr. GSO-Designate Glen Edrick Cabrera Clerk Ashley G. Ogania Clerk
	1.2.Checks availability of vehicle & driver to be assigned	None	2 minutes	Glen Edrick Cabrera Clerk Ashley G. Ogania Clerk
	1.3. If vehicle & driver is available, issue trip ticket and driver’s ticket to client	None	3 minutes	Glen Edrick Cabrera Clerk Ashley G. Ogania Clerk
2. Forwards the Trip ticket and Drivers Ticket to the Municipal Mayor for approval	2. Signs Trip Ticket and Driver’s Ticket	None	1 minute	Hon. Ma. Caridad P. Clacio Municipal Mayor
3. Receives approved Trip ticket	3.Release approved trip ticket	None	1 minute	Glen Edrick Cabrera Clerk Ashley G. Ogania Clerk
	TOTAL	NONE	8 minutes

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