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RECORDING PROCEDURES

OF BARANGAY FINANCIAL
TRANSACTIONS

General Policies in Recording Barangay


Transactions
The accounting of barangay financial transactions shall be done
by the Accountant of the City/Municipality where the barangays
belongs. Recording in the barangay books shall be based on the
registers together with summary reports submitted by the Barangay
Record Keeper (BRK)
The barangay shall maintain its own detailed but simplified
recording system using the forms, summaries, registers and records
prescribed in this manual. Documents supporting the entries in the
summaries, registries and registers shall be kept by the BRK and shall
be made available to the Commission on Audit (COA) representative
anytime for examination/audit

RECEIPTS
AND
DEPOSITS

Receipts and Deposits:


To established accountability and pinpoint responsibility, receipts and
deposits/remittances should be properly documented to provide enough
information in identifying the person responsible for any specific activity. The
basic policies and procedures in recording receipts and remittances of
collections by the BT as deputized by the City/Municipal Treasurer and the
Deputized Barangay Collector (DBC) as well as the recording of BTs
collections and deposits are as follows:
1.Recording in the Summaries
a. Summary of Collections and Deposits
1)Collections and deposits by the BT as Treasurer of the barangay shall be
recorded in the Summary of Collections and Deposits
(Appendix 1) daily
or as transactions occurs;
2)Issued ORs including cancelled ones shall be recorded in correct numerical
sequence;
3)Deposits shall be based on Validated Deposit Slip (VDS) which shall be
recorded as deposits are made;

4)

Collections and remittances by the DBC recorded in the Summary of


Collections and Remittances (SCR) shall alos be recorded in the
Summary of Collections and Deposits (SCD) of the BT daily or as
transactions occurs;
5) Collections and remittances by the DBT recorded in the SCR shall also be
recorded in the SCD of the BT daily or as transaction occurs;
6) The SCD shall be sub-totaled daily;
7) The Daily sub-totals of the SCD shall be recorded in the Cash on Hand
and in the Bank Register (SHBReg) maintained by the BT;
8) Weekly, the SCD shall be totaled, balanced and ruled and submitted to
the BRK supported by the duplicate copies of the Official Receipts (ORs)
issued and the original of the Validated Deposit Slips (VDS);
9) Receipt of the certified SCD and its supporting documents shall be
acknowledged by the BRK; and
10) The SCD shall serve as basis of the BRK in recording the weekly
collections and deposits in the Cash Receipts and Deposit Register
(CRDeg).

b. Summary of Collections and Remittances


1)BT as deputized by City/Municipal Treasurer
a)Collections of BT shall be recorded daily in the Summary of Collections and
Remittances-BT (Appendix 2) or as a collection is made;
b)Issued Ors, Community Tax (CTCs), Real Property Tax Receipts (RPTRs)
including cancelled ones shall be recorded in correct numerical sequence;
c)Remittances of collections to the City/Municipal Treasurer be covered by a
certified SCR supported by the duplicate copies of the issued Ors; and
d)Remittances shall be done daily, which shall be acknowledged by the
City/Municipal Treasurer in the appropriate portion of the SCR. For a barangay
where the travel time to the City/Municipality is more than one day, remittances
of collections shall be made at least once a week or as soon as collection
reaches P 5,000.00

2) Barangay Collections as Deputized by Sangguniang Barangay (SB)


a) Collections of DBC as deputized by the SB shall recorded daily in the
Summary of Collection and Remittances-DBC (Appendix 2a) as
collections are made;
b) Issued Ors and accountable forms with money value shall be recorded
in batches showing the inclusive serial numbers (if available), quantity
issued and the total amount collected;
c)
Remittances of collections to the BT shall be covered by the
certified SCR supported by duplicate copies of the Ors issued;
and;
d)
Remittances shall be done daily which shall be acknowledge by
the BT in the appropriate portion of the SCR.
2. Recording in the Registers
a) The CHBReg shall be maintained by the BT to record the total
collections and deposits daily based on the SCD. The CHBReg shall
serve as the cash book of the BT;

b) Weekly, all collections shall be recorded by the BRK in the CRDReg


using the SCD as reference. The nature of collections shall be
distributed in the special columns provided and those that cannot be
matched with existing columns shall be recorded in the Others
columns;
c) Direct deposits made by the Department of Budget Management
(DBM) for share of the barangay in the Internal Revenue Allotment
(IRA) and remittance made by city/municipality for its share in the
Real Property Tax (RPT) covered by Credit Memos (CMs) issued by
the bank shall be recorded in the CHBReg and CRDReg; and
d) Interest earned on bank deposits as reflected in the bank statement
(BnkS) shall be recorded in gross by the BT in the CHBReg and
CRDReg to fully account for the receipts and deposits of the
barangay.

APPROPRIATIONS
AND
COMMITMENTS

Appropriations and Commitments:


Policies and Procedure. Following the basic principle in government
finances that no funds shall be spent without the necessary appropriations, the
approved appropriations of barangay and the commitments/charges against such
appropriations need to be monitored to prevent the incurrence of
commitments/charges with insufficient or without appropriations. The basic
policies in recording and utilizing the General Appropriations Ordinance (GAO)
are as follows:
1.The following registries shall be maintained by the CCA/BRK for the five funds
of the barangay by class and by object of expenditures:
a.Registry of Appropriations and Commitments General Fund (Appendix 3 to 3c)
b. Registry of Appropriations and Commitments Calamity Fund (Appendix 4)
c.Registry of Appropriations and Commitments 20% Development Fund
(Appendix 5)
d.Registry of Appropriations and Commitments Sangguniang Kabataan Fund
(Appendix 6)

2.
3.

4.

5.

6.

7.

e.
Registry of Appropriations and Commitments Gender and
Development Fund (Appendix 7)
Posting in the appropriations columns of the Registry of Appropriations
and Commitments (RAC) shall be based on the GAO of the barangay;
Posting of commitments in the RAC shall be based on the amount of
commitments/charges as certified in the Disbursement Voucher (DV),
Payroll, Contract/Purchase Request (PR);
Commitments/Charges for Personal Services (PS), Maintenance and
Other Operating Expenses (MOOE), Financial Expenses (FE) and Capital
Outlay (CO) shall be recorded in their respective RAC for the General
Fund (GF);
Commitments/Charges against the Calamity Fund (CF), 20%
Development Fund (DF), Sangguniang Kabataan Fund (SKF) and Gender
and Development Fund (GDF) shall be recorded in their respective RAC
with a detailed breakdown of expenditures;
The balance of appropriations for PS, MOOE, FE and CF shall be
reverted/closed at the end of the year and shall not be made available for
commitments/charges after the calendar year unless otherwise authorized
to be retained as continuing appropriations; and
Balance of appropriations for CO, 20% Development Fund and SK Fund,
however, shall be valid until fully spent or until the project is completed.
The balance, if any, shall be forwarded to the RAC of the following year.

DISBURSEMENTS

Disbursements:
Policies and Procedure. To adequately monitor the accountability of the
BT/Accountable office (AO) on the disbursements of barangay funds, appropriate
documents have to be submitted to the BRK to serve as bases in recording
disbursements in the registers and in the preparation of the necessary reports.
The basic policies in recording disbursements are as follows:
1.Disbursements by checks
a.All checks issued including cancelled ones shall be recorded by BT in correct
numerical sequence in the Summary of Checks Issued (Appendix 8);
b.Recording shall be based on the original paid DVs/Payrolls supported with
carbon copy of the checks issued and other supporting documents;
c.All the checks issued shall be recorded daily by the BT in the Summary of
Checks Issued (SCKI);
d.The SCKI shall be sub-totaled and recorded in the CHBReg daily; and
e.The SCKI shall be submitted to the BRK for recording in the Check
Disbursements Register 9CKDReg) weekly.

2. Disbursements out of cash advance for payroll


a. Cash Advances for payroll shall be recorded by the BRK in the Cash
Disbursements Register (CDReg) based on the SCKI submitted by the BT;
b. All payments out of cash advances for payroll shall be recorded by the BT/AO
in the Summary of Cash Payments (Appendix 9) based on the paid DVs/Parolls;
c. Submission of the Summary of Cash Payments (SCP) to the BRK shall be
supported with original paid DVs/Payrolls;
d.
liquidation of cash advance shall be supported by SCP and paid
DVs/Payrolls; and
e. The BRK shall be responsible in recording transactions in the CDReg.
3. Disbursements out of cash advance for travel and special purpose/timebound undertaking.
a. Liquidation of cash advances shall be supported by Liquidation Report (LR)
and pertinent documents; and
b. The LR shall be submitted by the AO to the City/Municipal Accountant, thru
the BRK, to serve as basis in recording the liquidation in the books.

4. Disbursements out of Petty Cash Fund


a. All paid Petty Cash Vouchers (PCVs0 shall be recorded in the Summary of
paid Petty Cash Vouchers (Appendix 9) which shall be prepared by the Petty
Cash Fund Custodian (PCFC) to report all payments made out of the Petty
Cash Fund (PCF);
b. Replenishment of the PCF shall be supported with the Summary of Paid Petty
Cash Vouchers (SPPCV) and all the paid PCVs supporting the entries in the
SPPCV;
c. The submission of SPPCV to the BRK shall be supported with original paid
PCVs and their supporting documents;
d. The establishment and replenishment of the PCF shall be recorded in the
Petty Cash Fund Register (PCFReg);
e. The PCFReg which shall serve as the petty cash book shall be maintained the
BT/PCFC;
f. Recording of payments in the PCFReg shall be based on the SPPCV; and
g. At yearend, any unreplenished expenses recorded in the SPPCV shall be
submitted to the BRK for submission to the City/Municipal Accountant for
recording in the books.

SUPPLIES AND MATERIALS,


PROPERTY, PLANT AND
EQUIPMENTS, PUBLIC
INFRASTRUCTURES AND
REFORESTATION PROJECTS

Supplies and Materials, PPE, Public Infra. And


Reforestation Projects:
Policies and Procedure. The recording of procurement and issuance of
Supplies and Materials Property, Plant and Equipment (PPE), Public
Infrastructures and Reforestation Projects is necessary for the proper
documentation of assets of the barangay and in the monitoring their
utilization/location. In the same manner, the disposal and loss of assets must be
recorded to effect the reduction in the books. The basic policies in recording
supplies and materials, PPE, Public Infrastructure and Reforestation Projects are
as follows;
1.Supplies and Materials
a.A Supplies Logbook (Appendix 11) shall be maintained by the BT to record the
receipts and issuances of supplies and materials; and
b.A Creditors Card (Appendix 12) shall be maintained by the BRK for the amount
due the suppliers for the items purchased on account and payments made.

2. Property, Plant and Equipment


a. Property, Plant and Equipment Register (Appendix 13) shall be used to record
the PPE owned by the barangay, including their location;
b. Creditors Card (CC) shall be used to record the amount due the
suppliers/contractors for the items delivered to the barangay on account and
the payments made; and
c. Recording in the Property, Plant and Equipment Register (PPReg) shall be
based on the Inspection and Acceptance Report (IAR) and the Property
Acknowledgement Receipt (PAR).
3. Public Infrastructure and Reforestation Projects
a. Completed and accepted public infrastructure and reforestation projects shall
be recorded in the Registry of Public Infrastructure (RPI) and Registry of
Reforestation Projects (RRP), respectively; and
b. The repairs and maintenance costs of public infrastructure and reforestation
projects shall also be recorded in the registry.
4. Disposal of Supplies and Materials and Property, Plan and Equipment
a. Supplies and Materials and PPE for disposal shall be reported in the Waste
Material Report (WMR) and Inventory and Inspection Report of Unserviceable
Property (IIHUP); and

a. The disposal of PPE shall be recorded in the PPEReg maintained by the


BRK as a reduction from the asset of the barangay based on the IIRUP
submitted by the BT
5. Loss of Supplies and Materials and Property, Plant and Equipment
a. Loss of supplies and materials shall be recorded in the supplies logbook
as a reduction from the stocks; and
b. Loss of PPE shall be recorded in the PPEReg maintained by the BRK as a
reduction from the assets of the barangay based on the notice of loss
submitted by the AO to the PB thru the BT.

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