Recording Procedures-Barangay Funds

Recording Procedures-Barangay Funds

The accounting of barangay financial transactions shall be done by the accountant of the City/Municipality where the barangay belongs. Recording in the barangay books shall be based on the registers together with summary reports submitted by the Barangay Record Keeper.

Receipts and Deposits Recording in the Summaries- Summary of Collections and Deposits (SCD)

Collections and deposits by the BT as Treasurer of the Barangay shall be recorded in the SCD daily or as transaction occurs;

Issued OR including cancelled ones shall be recorded in correct numerical sequence;

Receipts and DepositsDeposits shall be based on Validated Deposit Slip (VDS) which shall be recorded as deposits are made;

Collections and remittances by the DBC recorded in the Summary of Collections and Remittances (SCR) shall also be recorded in the SCD of the BT daily or as transaction occurs;

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;

Receipts and DepositsThe SCD shall be sub-totaled daily;

The daily sub-totals of the SCD shall be recorded in the Cash on Hand and in Bank Register (CHBReg) maintained by the BT;

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 VDS;

Receipts and DepositsWeekly, 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 VDS;

Receipt of the certified SCD and its supporting documents shall be acknowledged by the BRK; and

The SCD shall serve as basis of the BRK in recording the weekly collections and deposits in the Cash Receipts and Deposits Register (CRDReg)

B. Summary of Collections and Remittances

BT as deputized by the City/Municipal Treasurer

Collections of BT shall be recorded daily in the SCR-BT or as collection is made;

Issued Ors, CTC, RPT Receipts including cancelled ones shall be recorded in correct numerical sequence;

B. Summary of Collections and Remittances

Remittance of collections to the City/Municipal Treasurer shall be covered by a certified SCR supported by the duplicate copies of the issued Ors; and

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, remittance of collections shall be made at least once a week or as soon as collection reaches P5,000.00.

Barangay Collector as deputized by SB

Collections of DBC as deputized by the SB shall be recorded daily in the SCR-DBC as collections are made;

Issued Ors and AF with money value shall be recorded in batches showing the inclusive serial numbers (if available), quantity issued and the total amount collected;

Remittance of collections to the BT shall be covered by the certified SCR supported by duplicate copies of the Ors issued; and

Remittances shall be done daily which shall be acknowledged by the BT in the appropriate portion of the SCR.

Recording in the RegistersThe 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 cashbook of the BT;

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” column;

Recording in the registers

Direct deposits made by the DBM for share of the barangay in the IRA and remittance made by city/municipality for its share in the RPT covered by Credit Memos (CM) issued by the bank shall be recorded in the CHBReg and CRDReg; and

Interest earned on bank deposits as reflected in the bank statement (BnkS) shall be recorded in gross by the BT in the CRDReg to fully account for the receipts and deposits of the barangay.

Appropriations and Commitments

The following registries shall be maintained by the CCA/BRK for the five funds of the barangay by class and by object of expenditures: RAC-General FundRAC-Calamity fundRAC-20% Development FundRAC – SK FundRAC – GAD Fund

Appropriations and Commitments Postings in the appropriations columns of the

RAC shall be based on the General Appropriations Ordinance (GAO) of the barangay;

Postings of commitments in the RAC shall be based on the amount of commitments/charges as certified in the DV, Payroll, Contract/PR;

Commitments/Charges for PS, MOOE, FE and Capital Outlay shall be recorded in their respective RAC for the GF;

Appropriations and CommitmentsCommitments/Charges against the Calamity Fund,

20% EDF, SK Fund and Gender Development Fund 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 CY 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 by Checks

All checks issued including cancelled ones shall be recorded by BT in correct numerical sequence in the Summary of Checks Issued (SCkI);

Recordings shall be based on the original paid DVs/Payrolls supported with carbon copy of the checks issued and other supporting documents;

All the checks issued shall be recorded daily by the BT in the SCkI;

DisbursementsThe SCkI shall be sub-totalled and recorded

in the CHBReg daily; and

The SCkI shall be submitted to the BRK for recording in the Checks Disbursements Register (CkDReg) weekly.

Disbursements out of cash advance for payroll

Cash advances for payroll shall be recorded by the BRK in the Cash Disbursements Register (CDReg) based on the SCkI submitted by the BT;

All payments out of cash advances for payroll shall be recorded by the BT/AO in the Summary of Cash Payments (SCP) based on the paid DVs/Payrolls;

Submission of the Summary of Cash Payments (SCP) to the BRK shall be supported with original paid DVs/Payrolls;

Disbursements out of cash advance for payroll

 Liquidation of cash advances shall be

supported by SCP and paid DVs/Payrolls; and

The BRK shall be responsible in recording transactions in the CDReg.

dISBURSEMENTS Disbursements out of cash advance for travel

and special purpose/time-bound undertaking

Liquidation of cash advances shall be supported by Liquidation Report (LR) and pertinent documents; and

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.

Disbursements out of Petty Cash Fund All paid Petty Cash Vouchers (PCVs) shall be

recorded in the Summary of Paid Petty Cash Vouchers (SPPCV) which shall be prepared by the PCF Custodian (PCFC) to report all payments made out of the PCF;

Replenishment of the PCF shall be supported with the SPPCV and all the paid PCVs supporting the entries in the SPPCV;

The submission of SPPCV to the BRK shall be supported with original paid PCVs and their supporting documents;

Disbursements out of Petty Cash Fund

The establishment and replenishment of the PCF shall be recorded in the PCF Register;

The PCFReg which shall serve as the petty cash book shall be maintained by the BT/PCFC;

Recording of payments in the PCFReg shall be based on the SPPCV; and

At year end, 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.

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