UP DILIMAN CASH OFFICE Payment for Salaries, Capital Outlay, purchases of goods and services -- these transactions are all consummated upon payment in the Cash Office.

The University settles its financial obligations under the following mode of payments:

Cash – is used to pay for short term loan of students and reimbursement of official expenses for amounts P5, and below chargeable against MOE. No cash payment is issued to suppliers of goods and services.

All claims of payment to UP Employees such as reimbursements, short term loans, etc. must be supported by appropriate documentation *Reimbursement of Supplies - inspection report; official receipts; Waste Material Report (if needed); ARE (Acknowledgement Receipt Equipment) Travel – Travel Order, Itinerary of Travel, tickets, official receipts, Certificate of Travel Completed and Certificate of Appearance. * Short Term Loan of Students – Duly approved application Form; Form 5; original and photocopy of student identification card.

The University granted the Deans and Directors authority to approve disbursements up to P20, The appointment of an Officer-in-Charge must be specific that gives authority for the OIC to approve disbursement vouchers for P 5, and below.

RADA – Request an Authority to Debit Account Regular salaries, honoraria and other benefits are paid to faculties, staff and scholars through remittance to their bank accounts maintained with the authorized government depository banks namely: Development Bank of the Philippines (DBP), Landbank of the Philippines (LBP) and Philippine Veterans Bank (PVB).

RADA – Request an Authority to Debit Account Regular salaries, honoraria and other benefits are paid to faculty, staff and scholars through remittance to their bank accounts maintained with the authorized government depository banks namely: Development Bank of the Philippines (DBP), Landbank of the Philippines (LBP) and Philippine Veterans Bank (PVB).

* Services should have been rendered - for faculties and research employees - duly signed and certified Certificate of Service - for administrative employees - daily time record must be attached * In computation of what is due to employees only changes made by authorized personnel must be done to avoid erroneous payment. * Disbursement Voucher (DV) should have the approval by proper authority on boxes A, B,C. *Employee should maintain only one bank account for payment of salaries and other benefits, Cash Office should be notified/informed immediately of any changes in their bank accounts for updating our database. * Classification of payee per bank by the unit in the preparation of DV.

Collection of Income- The university derives its income from the following sources: A.Tuition of students B. Sales of goods and services C. Operation of physical facilities D. Extension services E.Interest Earnings from Investment

There are four mandatory rules governing the collection of cash: Official receipt must be issued immediately to acknowledge payment or deposit received. Collection of an SCO must be deposited intact to the Cash Office as soon as amount collected reaches five hundred pesos (Php500.00) on the following day. Cash Office deposits its collection daily to a specific bank account maintained at DBP.

Collection must never be used for encashment of personal check. Collection must never be used for payment of expenditures, no matter how urgent the expenditure is or even upon the order of a superior.

Check is used to pay for all services and purchases of the following: 1Salaries and other benefits; 2Supplies and materials; 3Equipment and infrastructure projects; 4Research Projects (internal and commissioned) Cash Office issues checks on the basis of duly processed disbursement vouchers.

Check is used to pay for salaries and other benefits, purchases of supplies and materials, equipment and construction regardless of the amount. Cash Office issues checks on the basis of duly processed disbursement vouchers.

Check is also used to pay the ff: Part time employees such as professorial lecturers, graduate and student assistants who are not maintaining bank accounts with any of the three banks (LBP, DBP and PVB). Other Claims/payments that have no fixed or variable amounts such as overload pay, allowances, stipends, honoraria. Cash or Travel Advances. Requirement in the release of individual check: 2 valid Identification Cards Note: Banking services such as encashment of checks not more than P20th issued by the University can be done at the Cash Office every Tuesdays, Thursdays and Fridays 11-12A.M. A DBP Teller will be available on the stated days.

Replacement of Stale/Lost Checks Requirements: A. Stale Checks 1. Letter request for check replacement or filled up standard form available and provided by the UPD Cash Office 2. Replacement fee of P (O.R. to be attached to the DV) B. Lost Checks (in addition to requirements 1 and 2) 3.Payee must present a copy of the payees request to Stop Payment. 4.Certification from the bank that the lost check was not negotiated 5.Affidavit of Loss

Sample of individual check (amount below P10,000.01) IIC HON JAN, 2012 MA. BERNARDITA M. DACOCO 9 Feb , ONE THOUSAND NINE HUNDRED SIXTY FIVE PESOS ONLY LEONILA T. BALASBAS ALBERTO E. ARCIAGA Acting Director, UPDCO

Sample of supplier check (amount below P200,000.01) COMPUCARE CENTER 18 Jan , ONE HUNDRED EIGTHY THOUSAND EIGHT HUNDRED EIGHTY PESOS AND 88/100 ONLY LEONILA T. BALASBAS VIRGINIA C. YAP Acting Director, UPDCO VC for Administration

Sample of company check (amount above P200,000.00) GOVERNMENT SERVICE INSURANCE SYSTEM 18 Jan ,123, TWELVE MILLION ONE HUNDRED TWENTY THREE THOUSAND FOUR HUNDRED FIFTY SIX PESOS AND 78/100 ONLY ARSENIO R. PAGADOR, Jr. VIRGINIA C. YAP Acting Director, UPDBO VC for Administration

Requirements in the releasing of check to suppliers: SEC registration (beginning of each calendar year) Business permit issued by DTI or Local Gov’t. (single proprietorship) Authorization Letter only to receive check Company Identification Card (I.D.) of authorizing person Company I.D. of the authorized collector Official Receipt

Payment of Cash on Delivery (COD) to suppliers The University limits payment of COD to government agencies such as: Procurement Service Development of Bank of the Philippines Bureau of Treasury National Printing Office, etc. Compliance of documents (i.e. invoice, inspection report and official receipts) should be submitted not later than 30 days upon release of check.

All payments of University obligations are subject to the following: No money shall be paid except in pursuance of an appropriation law (approved budget) Government funds must be spent solely for public purposes. Financial responsibilities shall, in the greatest extent, be shared by all those exercising authority over financial matters, transactions and operations.

In case of COA disallowance of payment, the accountability is shared equally by the signing / approving authorities. The payee is primarily liable of the disallowance and the signatories who made possible the disallowed payments are secondarily liable. Claims shall be supported by complete required documentation Disbursements shall bear the approval of proper authorities. All government laws and regulations applicable to financial transactions shall be observed.

COUNT YOUR CASH BEFORE LEAVING THANK YOU