1. PROCESS AND PROCEDURES ADVANCES SUBJECT FOR LIQUIDATION
STEPS
GUIDE 01
PROCESS AND PROCEDURES
ADVANCES SUBJECT FOR LIQUIDATION 02 03 04 05 .

2. ADVANCES SUBJECT FOR LIQUIDATION
STEPS
GUIDE 01 02
ASL – or Advances Subject for Liquidation, this is a form of cash advance given to duly authorized employees to cover expenses on their programs & action plans, to cover travel expenses (e.g. seminars, meetings and conferences), to cover expenses on their respective clubs (for club moderators) & other expenses. 03 04 05

3. STEP 1 STEPS 2019 - 2020 01 02 03 04 05 Requesting Personnel (RP)
- Prepare request memorandum
- Attach the following:
Invitations/ Communications
Budgetary Requirements
Other necessary documents to support the conduct of an activity/seminar/conference & etc.
- RP seeks approval from:
Department Head/s
Finance Officer (Budgetary Requirement)
Vice President for Admin and Finance (Recommending Approval)
President (Request Approval)
ADVANCES SUBJECT FOR LIQUIDATION
STEPS
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4. STEP 2
Requesting Personnel (RP)
- After approval, the RP prepares the cash requisition
ADVANCES SUBJECT FOR LIQUIDATION
STEPS
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STEP 3
Business Office
- Receives the cash request and the accompanying documents.
- The receiving staff then checks the completeness of the request (if complete), then proceed with the process.
- Sends the request to the disbursing officer for preparation of check disbursement voucher and journal entry voucher.
- Compile all documents for final approval to the president. 03 04 05

5. STEP 4 STEPS STEP 5 2019 - 2020 01 02 03 04 05 Disbursing Officer
- After approval, the Disbursing officer send the documents to the ASL In-Charge for preparation of the ASL Forms, Prior to the release of the check.
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STEP 5 04
ASL In Charge
- He/She encodes the necessary information to the Personnel ASL Database, and prints the ASL form
- He/She then attach the ASL form to the check disbursement voucher and return it to the Disbursing Officer. 05

6. STEP 6 STEP 7 LIQUIDATION PROCESS
Requesting Personnel (RP)
- Sign the ASL form.
- Receives the check, a copy of the ASL form and the check disbursement voucher.
- Conduct’s the activity
- Within 2 weeks after the last day of the activity, he or she will be required to LIQUIDATE the amount he/ she received from the Business Office.
- He/ She prepares all documents necessary for the liquidation process.
ADVANCES SUBJECT FOR LIQUIDATION
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STEP 7
LIQUIDATION PROCESS

7. YOUR GUIDE IN LIQUIDATION OF
Thank U!
Step 1 - 2
Step 3 - 5
Exhibit A
Step 6 - 7
Exhibit B
YOUR GUIDE IN LIQUIDATION OF
ASL TO
NOTRE DAME OF
TACURONG COLLEGE

8. Thank U! Step 3 - 5 Exhibit A Step 6 - 7 Exhibit B Step 1 - 2
Here are some guide in preparing your liquidation report.
Step 1 – Keep all receipts pertaining to the conduct of the activity, preferably official receipts.
Step 2 – Arrange the receipts ,preferably according to this order:
1. Registrations
2. Accommodation
3. Meals and Snacks
4. Supplies
5. Transportations
5. Honorariums
6. Rentals
7. Other related expenses

9. Thank U! Exhibit A Step 6 - 7 Exhibit B Step 1 - 2 Step 3 - 5
Step 3 – Paste the receipts in the used paper (preferably scrap papers)
Step 4 – Sum up all receipts per page of your liquidation
Step 5 – Compile and sign your liquidation

10. Thank U! Exhibit A Exhibit B Step 1 - 2 Step 3 - 5 Step 6 - 7
Step 6 – Prepare the cover page (see next slide) and details of your liquidation report (see next slide after)
Step 7 – Sign and Submit to the business office and your done!
Signatories:
Prepared – Requesting Personnel
Noted – Department Head
Approval –Vice President for Admin and Finance

11. Thank U! Exhibit B Step 1 - 2 Step 3 - 5 Exhibit A Step 6 - 7
Just visit for the template of the liquidation report

12. Thank U! Exhibit B Step 1 - 2 Step 3 - 5 Exhibit A Step 6 - 7
Detailed Summary of Expenses

13. Thank U! Exhibit B Step 1 - 2 Step 3 - 5 Exhibit A Step 6 - 7
ASL form
THAT’S IT!
YOUR DONE WITH YOUR LIQUIDATION REPORT.
THANK YOU.