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Republic 01 the Philippines Department of Labor and Employment

NATIONAL LABOR RlELATIONS COMMISSION

Que;zon City .

r.

MEMORANDUM CII~CULAR NO. O~ - 0 (Serie.s of 2013)

GUIDELINES FOR THE COLLECTION & REPORTING SYSTEM OF FIDUCIARY FUND To strengthen control measures on the collectons and deposits for FiduciarylTrust and General Fund of the NLRC with the UCPB in view of the Over-lhe-Counter-Collection Facility under Memorandum of Agreement in 2009, the following guidelines and procedures is hereby prescribed: I. Collection Procedures: Responsible Person/Office

Process 1. Preparation of Assessment Form (.AF) - two (2) copies (cashier and file copy) for collectible fees pursuant to En Banc Resolution No. 19-11, series of 2011 by the following offices: A. Nominal Fees

Time Frame (Process 1 to 7One (1) hour)

Office of Labor Arbiters Labor Arbitration Associate Divisions 1-6, Commissicn Deputy Executive Clerk Proper . Unit Head Receiving Unit, NCR and Main Financial & Management Office Division General Services (e.g. posting of bid bond, refund/payment of cash advances, overpayment:, and disallowances)

Upon receipt of document for processing

B. Posting of Cash Bonds (Appeal Bond), Voluntary Compliance to the Decision/Resolution/Order. In case of posting of appeal The Receiving Section bond or voluntary compliance to the decision/resolution/order of the Commission, the respondent shall The respondent individual proceed directly to the Receiving or company Section, Ground Floor to get a AF for him/her to fill up the amount he/she intends to pay as appeal bond or voluntary compliance to the judgment awards in the decisioniresolution/order of the, Commission.
I

Upon Request of the respondent Upon AF securing

C. Garnishments & Proceeds from

Levied Property as Enforcement of the Monetary Judgment the in Awards of Decision/Resolution/Order the Commission. In case of collections (Cash or Sheriff/Acting Sheriff from Check) Manager's of proceeds garnishments or tile by property levied this Sheriff, Sheriff/Acting Commission, AF shall be prepared by the Sheriff/Acting Sheriff who made such garnishment. 2. Presentation of Assessment Form to Payor the Cashier's Office
3. Issuance to the Payor of a Pre1

Upon receipt of garnished the or amount of proceeds levied property.

Immediately upon issuance of theAF Upon receipt of theAF

4. 5.
6.

7.

Numbered Order of Payment (OP) and Payment Slip Form which shall be assigned same number as that of OP three (3) copies. Tender of payment of fees to the UCPB as reflected in the OP and Payment Slip (PS). Validation and acceptance of payments by UCPB Presentation of the machine validated PS which shall serve as the official receipt to the concerned office. Attachment of the photocopied PS to the records of the case.

Cashier

Payor UCPB Teller

Immediately upon receipt of the OP and PS Upon payment

Simultaneously after payment Same responsible person Upon enumerated in #1 presentation of the machine validated PS

Payor

II.

Reporting Procedures: 1. Submission of Daily Reports to the NLRC Accounting Unit: A. Abstract of Collections and Deposits (ACD) and UCPB Summary (If Collections and Deposits (SCD) in two (2) copies together with the supporting documents such as Order of Payments, Payment Slips and report of remittances to BTr for general fund collections Cashier B. Daily Report of Order of Payment Issued (DROPI) in two (2) copies together with the copies of Order of Payments and Assessment Form
'J.
Vorifiooliol'\ ol'\d Pooordil'\S of Collo()tiono in the

Daily - in the morning of the next banking day

Daily - in the morning of the following day

9Mk~ of Aecoun~s and gubmisslon (If Reports to

the Commission on Audit (COA).

Accountant

Veritication of the correc1ness of daily ACO, SCD, DROPI and completeness of supporting documents Preparation of Journal Entry Voucher (JEV) to record the transactions Recording of JEV to Cash Receipts Journal (CRJ) and ponting to the Gentltal Ledger (GL) Posting of trust/fiduciary fund collections to the Subsidiary Ledger (SL) and eTrust Fund Tracking System Submission of the following reports to the Commission On Audit: i. Duplicate copy of J'=.V ii. Original copy of ACD it. Summary of Collections Deposits iv. Order of Payments v. Payment Slips v:. Assessment Forms

Daily receipt reports

of

upon the

Simultaneously within the day after verification of the correctness of the reports

and

On or before the 10th day of the succeeding month

For strict compliance. April 02, 2013.