The Finance Service (FS) validates, evaluates, processes and approves requests for payment of claims of suppliers for the delivered goods/supplies and reimbursement of expenses incurred by employees while on official business.
The processing in the Administrative Service (AS) - Cash Division starts form the receipt of Disbursements Voucher (DV), Obligation Request and Status (ORS), and supporting documents from the FS, up to the submission of required action documents to the government-servicing bank.
Office or Division
| OFFICE OR DIVISION: |
Finance Service (FS), Administrative Service (AS)-Cash Division |
| CLASSIFICATION: | Complex |
| TYPE OF TRANSACTION: |
|
| WHO MAY AVAIL: | Various Suppliers and Employees of the DBM Central Office |
Checklist of Requirements
|
CHECKLIST OF REQUIREMENTS |
TYPE AND NUMBER OF COPY |
WHERE TO SECURE |
|
(1 copy each) |
|
Client Steps
DBM Finance Service (FS) - Office of the Director
|
CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
|
1. Request claim through IPCS, and submit ORS and supporting documents |
1. Receive ORS and supporting documents | None | 30 minutes |
Administrative Assistant (ADAS)I/ADAS III Administrative Officer (AO) II/ AO III/ AO V FS-Office of the Director |
| 2. None | 2. Forward all documents to Budget Division | None | 1 hour |
ADAS I/ ADAS III/ AO II/ AO III/ AO V FS-Office of the Director |
| 3. None | 3.Receive documents and assign to respective budget officer for processing | None | 1 hour |
AO II/IV/V
FS-Budget Division
|
| 4. None | 4. Review allotment availability and check completeness of documents | None | 2 hours |
AO II/IV/V
FS-Budget Division
|
| 5. None | 5. Record claim in subsidiary Ledger (SL) of creditor/payee to monitor status of obligation | None | 2 hours |
AO II/IV/V
FS-Budget Division
|
| 6. None | 6. Obligate amount for indicated purpose, and post ORS in Registry of Allotments, Obligations and Disbursement (RAOD) with assigned ORS number | None | 2 hours |
AO II/IV/V
FS-Budget Division
|
| 7. None | 7. Certify availability of allotment, initial update on SL and sign Box B of the ORS | None | 1 hour |
Chief AO
FS-Accounting Division
|
| 8. None | 8. Forward all documents to Accounting Division | None | 30 minutes |
ADAS II
FS-Accounting Division
|
| 9. None | 9. Receive documents for processing | None | 30 minutes |
ADAS III
FS-Accounting Division
|
| 10. None | 10. Evaluate validity of claim, accuracy of amount and completeness of supporting documents | None | 3 hours |
Accountant I, II, III, IV
FS-Accounting Division
|
| 11. None | 11. Prepare DV journal entry and tax certificates | None | 3 hours |
Accountant I, II, III, IV
FS-Accounting Division
|
| 12. Sign Box A of DV | 12. Return DV to end-user for signature of B/S/O Head in Box A | None | 1 hour |
ADAS III
FS-Accounting Division
|
| 13. None | 13. Certify cash availability, completeness of supporting documents, and determine if subject to ADA or check (Sign Box C of DV) | None | 3 hours |
Chief Accountant
FS-Accounting Division
|
| 14. None | 14. Forward DV and other supporting documents to FS-Office of the Director | None | 30 minutes |
ADAS III
FS-Accounting Division
|
| 15. None | 15. Receive documents for processing and forward to FS Director | None | 30 minutes |
ADASI/AOIII
FS-Office of the Director
|
| 16. None | 16. Approve payment for claim and sign Box D of DV | None | 2 hours |
Director
FS
|
| 17. None | 17. Forward DV and other supporting documents to AS-Cash Division for Check Preparation | None | 30 minutes |
ADASI/III/AO III/V
FS-Office of the Director
|
| 18. None | 18. Receive approved DV and required supporting documents from FS | None | 1 hour |
Administrative Staff
AS-Cash Division
|
| 19. None | 19. Prepare MDS Check and ACIC | None | 4 hours |
Administrative Officer (AO)
AS-Cash Division
|
| 20. None | 20. Review prepared MDS Check and ACIC | None | 4 hours |
Supervising AO
AS-Cash Division
|
| 21. None | 21.Review prepared MDS Check and ACIC, and sign those with amount less than 5M | None | 4 hours |
Chief AO
AS-Cash Division
|
| 22. None |
22. Counter sign MDS Check and ACIC with amount less than 5M Sign MDS Check and ACIC with amount of 5M and above |
None |
Director AS
Authorized Signatories delegated under DO. 29, s. 2022
|
|
| 23. None | 23. Submit following to Landbank of the Philippines (LBP):
|
None | 3 hours |
Administrative Staff
AS-Cash Division
|
| 24. None | 24. Release to payees after 24 hour clearing time and update Check Registry for MDS Check issued | None | 2 hours |
AO
AS-Cash Division
|
| TOTAL | None | 5 working days |
