For National Government Agencies ACCOUNTING BOOKS, REGISTRIES, RECORDS, FORMS AND REPORTS Volume II Chapter 1.
The Books of Accounts, Registries
and Records
Sec. 1. Accounting Books. Agencies of the National
Government shall maintain two sets of accounting books composed basically of the following: a. Regular Agency (RA) Books - This shall be used to record the regular transactions of the agency like the receipt and utilization of Notice of Cash Allocation (NCA) and collections of income and other receipts, which the agency can use. b. National Government (NG) Books - This shall be used to record income/collections which the agency cannot use and are required to be remitted to the National Treasury. Sec. 2. Books of Accounts. The books of accounts shall consist of a) records for recording transactions in chronological order, known as the journals or books of original entry, and b) records for classifying and summarizing the effects of the transactions on individual accounts, known as general/subsidiary ledgers or books of final entry. Sec. 3. Books of Original Entry. Books of original entry or journals, shall be used to record in time sequence, financial transactions and information presented in duly certified and approved accounting documents. The basis of recording in the journals shall be the Journal Entry Voucher (JEV). 1
Meanwhile that agencies are waiting to be computerized, four
special journals, in addition to the General Journal, shall be used namely, a) Cash Receipts Journal (RA book), b) Cash Journal (NG book), c) Check Disbursements Journal, and d) Cash Disbursements Journal. The totals of each account in the Special Journals and individual entries in the General Journal shall be posted directly to the General Ledger. Postings to the Subsidiary Ledgers shall come from the source documents or the JEV. Sec. 4. General Journal (GJ). This Journal (Appendix 1) shall be used to record all transactions which cannot be recorded in the four special journals. It provides columns for the date, the JEV number, particulars which give explanation of the transactions recorded, the account code, posting reference and the debit and credit amounts. Sec. 5. Special Journals. The special journals are specifically designed to record transactions which are repetitive in nature. Special columns are provided to facilitate summations and postings in the General Ledger. Sec. 6. Cash Receipts Journal (CRJ). This Journal (Appendix 2) shall be used to record all collections and deposits reported during the month for the RA book. The source of entries are the JEVs which shall be prepared based on the Reports of Collections and Deposits (RCDs) submitted by the Cashier or Collecting Officers to the Accounting Unit or the official receipts acknowledging collections. Sec. 7. Cash Journal (CJ). This Journal (Appendix 3) shall be used to record all collections and deposits reported during the month for the NG books. The source of entries are the JEVs which shall be prepared based on the RCDs submitted by the Cashier or Collecting Officer to the Accounting Unit or the official receipts acknowledging collections. Sec. 8. Check Disbursements Journal (CkDJ). This Journal (Appendix 4) shall be used to record check payments made by the Cashier or Disbursing Officers. Recording to this journal shall be based 2
on the JEVs supported with paid Disbursement Vouchers (DVs) and
duplicate copies of checks listed in the Reports of Checks Issued (RCI) submitted by the Cashier/Disbursing Officers. Sec. 9. Cash Disbursements Journal (CDJ). This Journal (Appendix 5) shall be used to record all payments made in cash by the Regular/Special Disbursing Officers out of their cash advances. Recording to this journal shall be based on the JEVs supported with the Report of Disbursements (RD) and pertinent documents like the paid payroll, disbursement voucher, etc. Sec. 10. Books of Final Entry. The books of final entry are the General Ledgers and Subsidiary Ledgers. Sec. 11. General Ledger (GL). The General Ledger (Appendix 6) is a book of final entry containing accounts arranged in the same sequence as in the chart of accounts. Totals of columns in the special journals and the individual entries in the GJ are directly posted in this book. At the end of each month, the accounts are footed and at the end of each year, these are totaled, ruled and closed and the balance extracted to serve as the opening balance of the new fiscal year. Likewise, the account with balances shall appear in the trial balance. Sec. 12. Subsidiary Ledger (SL). The SL is a book of final entry containing the details or breakdown of the balance of the controlling account appearing in the GL. Postings to the SL generally come from the source documents. Examples of GL accounts which have SL are Cash-Collecting Officers, Cash-Disbursing Officers, Cash in Bank Local Currency, Current Account, Accounts Receivable, Notes Receivable, etc. The totals of the SL balances shall be reconciled with their respective control account regularly or at the end of each month. Schedules shall be prepared periodically to support the corresponding controlling GL accounts. Examples of subsidiary ledgers are:
Sec. 13. Registries. In order to monitor allotments received,
obligations incurred, NCAs received and utilized, public infrastructures, dormant accounts, accounts written-off, loans and grants, among others, registries shall be maintained by the concerned government agencies. Sec. 14. Registry of Appropriations and Allotments (RAPAL). The Registry of Appropriations and Allotments (Appendix 12) shall be maintained by the Department of Budget and Management (DBM) for each department of the National Government to control approved appropriations and allotments released. Sec. 15. Registry of Allotments and NCA Issued (RANCAI). The Registry of Allotments and NCA Issued (Appendix 13) shall be maintained by the DBM to control the funding of allotments. The Registry shall be kept by department/agency. Columns are provided for each allotment class and NCA released to the department/agency. A column for the unfunded allotment is provided to determine the balance of allotment without corresponding NCA. Sec. 16. Registry of NCA and Replenishments (RENREP). The Registry of NCA and Replenishments (Appendix 14) shall be used by the Bureau of the Treasury to record the NCA releases and the bank replenishments made to cover MDS checks issued by agencies. Sec. 17. Registries of Allotments and Obligations (RAO). The Registries of Allotments and Obligations (RAO) shall be prepared by agencies to record allotments and obligations. This record shall be maintained by the Budget Unit/Authorized Official of the agency to monitor allotments available for obligations. It shall show all the allotments received and the obligations incurred charged against the corresponding allotment. The balance is extracted every time an entry is made to prevent incurrence of obligations in excess of allotment received. 4
The registries are as follows:
a. Registry of Allotments and Obligations-Capital Outlay (RAOCO), b. Registry of Allotments and Obligations-Maintenance and Other Operating Expenses (RAOMO), c. Registry of Allotments and Obligations-Personal Services (RAOPS), d. Registry of Allotments and Obligations-Financial Expenses (RAOFE). Sec. 18. Registry of Allotments and Obligations-Capital Outlay (RAOCO). The Registry of Allotments and Obligations-Capital Outlay (Appendix 15) shall be used to record allotments received and obligations incurred for capital outlay. Sec. 19. Registry of Allotments and ObligationsMaintenance and Other Operating Expenses (RAOMO). The Registry of Allotments and Obligations-Maintenance and Other Operating Expenses (Appendix 16) shall be used to record allotments received and obligations incurred for expenses classified under Maintenance and Other Operating Expenses. Sec. 20. Registry of Allotments and Obligations-Personal Services (RAOPS). The Registry of Allotments and ObligationsPersonal Services (Appendix 17) shall be used to record allotments received and obligations incurred for expenses classified under Personal Services. Sec. 21. Registry of Allotments and Obligations-Financial Expenses (RAOFE). The Registry of Allotments and ObligationsFinancial Expenses (Appendix 18) shall be used to record allotments received and obligations incurred for financial expenses, such as commitment fees, bank charges, etc. so as to distinguish them from the regular maintenance and other operating expenses.
Sec. 22. Registry of Allotments and NCA (RANCA). The
Registry of Allotments and NCA (Appendix 19) shall be maintained by the agency particularly the Accounting Unit to monitor the allotment received and NCA received, utilized and the unfunded balance as of a given date. Sec. 23. Registry of Public Infrastructures (RPI). The Registry of Public Infrastructures (Appendix 20) shall be used to record properties for use by the general public. A separate Registry shall be maintained for each class of property or asset, example, Plaza, Parks and Monuments; Roads, Highways and Bridges; Ports, Harbors, Seawalls, River Walls and Others; Runways; Railways; Waterways, Aqueducts, etc; and Irrigation Canals and Laterals, etc. For proper costing, the original construction cost and any major repairs undertaken shall be posted in the respective Registry. It shall be maintained by the Accounting Unit of the agency. Sec. 24. Registry of Reforestation Projects (RRP). The Registry of Reforestation Projects (Appendix 21) shall be used to record expenses incurred on reforestation projects. It shall be maintained by the Accounting Unit of the agency implementing reforestation projects. Sec. 25. Registry of Public Infrastructures-Summary (RPIS). The Registry of Public Infrastructures-Summary (Appendix 22) shall be used to summarize all the public infrastructures of the agency. The total of each registry shall be posted in the summary and the total public infrastructures shall be disclosed in the notes to the financial statements. Sec. 26. Registry of Dormant Accounts (RDA). The Registry of Dormant Accounts (Appendix 23) shall be used to record the transfer of dormant accounts from the RA books pursuant to existing COA rules and regulations. It shall be maintained by the Accounting Unit of the agency.
Sec. 27. Registry of Accounts Written-Off (RAWO). The
Registry of Accounts Written-Off (Appendix 24) shall be used to record the amount of accounts receivable written-off from the RA books. It shall be maintained by the Accounting Unit of the agency. Sec. 28. Registry of Loan Availments and Repayments Foreign, Individual (RLARFI). The Registry of Loan Availments and Repayments Foreign, Individual (Appendix 25) shall be used to record the amount of availments and repayments of the individual loan accounts of the Government of the Philippines (GOP) with foreign lending institutions. It shall be maintained by the Bureau of the Treasury (BTr) of the Department of Finance (DOF). Sec. 29. Registry of Loans Availments and Repayments Foreign, Summary (RLARFS). The Registry of Loans Availments and Repayments Foreign, Summary (Appendix 26) shall be used to summarize the amount of loan availments and repayments of the GOP with foreign lending institutions on a regular basis as recorded in the RLARFI. It shall be maintained by the BTr, DOF. Sec. 30. Registry of Loan Availments and Repayments Domestic, Individual (RLARDI). The Registry of Loans Availments and Repayments Domestic, Individual (Appendix 27) shall be used to record the amount of loan availments and repayments of the GOP with the domestic lending institutions. It shall be maintained by the BTr, DOF. Sec. 31. Registry of Loans Availments and Repayments Domestic, Summary (RLARDS). The Registry of Loans Availments and Repayments Domestic, Summary (Appendix 28) shall be used to summarize the amount of loans availments and repayments of the GOP with the domestic lending institutions as recorded in the RLARDI. It shall be maintained by the BTr, DOF. Sec. 32. Registry of Grant Availments and Utilization Foreign, Individual Donor (RGAUFID). The Registry of Grants Availments and Utilization Foreign, Individual Donor (Appendix 29) shall be used to record the amount of grants received by the GOP thru the 7
BTr from individual foreign donor and utilization thereof. It shall be
maintained by the BTr, DOF. Sec. 33. Registry of Grants Availments and Utilization Foreign, Summary (RGAUFS). The Registry of Grants Availments and Utilization - Foreign, Summary (Appendix 30) shall be used to summarize the amount of grants received by the GOP thru the BTr from foreign donors and utilization thereof. It shall be maintained by the BTr, DOF. Sec. 34. Registry of Grants Availments and Utilization Domestic, Individual Donor (RGAUDID). The Registry of Grants Availments and Utilization Domestic Individual Donor (Appendix 31) shall be used to record the amount of grants received by the GOP thru the BTr from individual domestic donor and grant utilization. It shall be maintained by the BTr, DOF. Sec. 35. Registry of Grants Availments and Utilization Domestic, Summary (RGAUDS). The Registry of Grants Availments and Utilization Domestic Summary (Appendix 32) shall be used to summarize the amount of grants received by the GOP thru the BTr from domestic donors and grant utilization. It shall be maintained by the BTr, DOF. Sec. 36. Registry of Guaranteed Loans Domestic (RGLD). The Registry of Guaranteed Loans Domestic (Appendix 33) shall be used to summarize the amount of loans of private entities with domestic lending institutions as guaranteed by the GOP. It shall be maintained by the BTr, DOF. The total guaranteed loans shall be included in the notes to financial statements and any amount deemed uncollectible shall be treated as expense/liability of the National Government. Sec. 37. Registry of Guaranteed Loans Foreign (RGLF). The Registry of Guaranteed Loans Foreign (Appendix 34) shall be used to record the amount of loans of government agencies and private entities with the foreign lending institutions as guaranteed by the GOP. It shall be maintained by the BTr, DOF. 8
Sec. 38. Cash Receipts Record (CRR). The Cash Receipts
Record (Appendix 35) shall be used by the designated Collecting Officer to record his/her collections and deposits. Sec. 39. Check Disbursements Record (CkDR). The Check Disbursements Record (Appendix 36) shall be used by the Disbursing Officer to record checks released charged against NCAs/funding checks received/deposits in a bank current account of government agencies. A separate record shall be maintained for each source of fund. Sec. 40. Cash Disbursements Record (CDR). The Cash Disbursements Record (Appendix 37) shall be used by the Disbursing Officer to record the cash advance received and disbursements made out of the cash advances. Sec. 41. Stock Card (SC). The Stock Card (Appendix 38) shall be used to record all receipts and issuances of supplies. It shall be maintained by the Supply and Property Unit for each item in stock. Sec. 42. Property Card (PC). The Property Card (Appendix 39) shall be used by the Supply and Property Unit to record the description, transfer/acquisition, disposal, and other information about the property, plant and equipment. It shall be kept for each class of property, plant and equipment.
Chapter 2.
The Accounting Forms
and Reports
Sec. 43. Journal Entry Voucher (JEV). The Journal Entry
Voucher (Appendix 40) shall be used for all transactions of the government, whether cash receipts, cash/check disbursements or noncash transactions. It shall be prepared by the Accounting Unit based on transaction documents presented. Accounting journal entries shall be reflected therein and it shall serve as the basis for recording the transactions in the appropriate journals. Sec. 44. Allotment and Obligation Slip (ALOBS). The Allotment and Obligation Slip (Appendix 41) shall be used to record allotments received and to request for obligation charged against the allotments. It shall be prepared before processing the claim to ensure that funds are available for the purpose. Sec. 45. Order of Payment (OP). The Order of Payment (Appendix 42) shall be accomplished by the Accounting Unit by stating the nature and computation of amount due before collections shall be received by the Cashier. Sec. 46. Disbursement Voucher (DV). The Disbursement Voucher (Appendix 43) shall be used by government agencies for all money claims. The number shall be indicated on the DV and on every supporting document of the claim. The supporting documents shall be listed on the face of the voucher and in case more space is needed, the back of the DV shall be used. Sec. 47. Petty Cash Voucher (PCV). The Petty Cash Voucher (Appendix 44) shall be used for disbursements out of the Petty Cash Fund. Sec. 48. General Payroll (GP). The General Payroll (Appendix 45) shall be used for the payment of salaries, wages, overtime pay, honoraria and other emoluments of government officers and employees. 10
Sec. 49. Itinerary of Travel (IT). The Itinerary of Travel
(Appendix 46) shall be prepared by the concerned official or employee making the travel. The IT shows the details of travel such as places to be visited, date, including the amount of expenses to be incurred. It shall be prepared before the travel is made or upon reimbursement of travelling expenses. Sec. 50. Payroll Payment Slip (PPS). The Payroll Payment Slip (Appendix 47) shows amounts of compensation income due and paid for a pay period including the details of deductions. Sec. 51. Index of Payments (IP). The Index of Payments (Appendix 48) shall be used to record payments made to each employee, supplier, and other agency creditors. Sec. 52. Supplies Availability Inquiry (SAI). The Supplies Availability Inquiry (Appendix 49) shall be used to inquire the availability of supplies on stock from the Accounting Unit. Sec. 53. Requisition and Issue Slip (RIS). The Requisition and Issue Slip (Appendix 50) shall be used to request supplies and materials that are carried on stock. Sec. 54. Purchase Request (PR). The Purchase Request (Appendix 51) shall be used to request for the purchase of inventory/item not available on stock and it shall be the basis of preparing the Purchase Order. Sec. 55. Purchase Order (PO). The Purchase Order (Appendix 52) shall be used to support purchase of equipment, supplies and materials, etc. Sec. 56. Acknowledgement Receipt for Equipment (ARE). The Acknowledgement Receipt for Equipment (Appendix 53) shall be used to acknowledge the receipt of property and equipment for official use from the Property Officer.
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Sec. 57. Report of Collections and Deposits (RCD). The
Report of Collections and Deposits (Appendix 54) shall be prepared by the Cashiers/Collecting Officers to report all collections received and deposits made. The report lists all the ORs issued in numerical sequence, including the cancelled ones. The report shall be the basis in preparing the JEV for recording in the Cash Receipt Journal/Cash Journal, as the case maybe. Sec. 58. Report of Checks Issued (RCI). The Report of Checks Issued (Appendix 55) shall be prepared by the Cashiers/Disbursing Officers to report checks actually received by the payor or authorized representatives during the period. including cancelled ones. Separate RCI shall be prepared for MDS and commercial checks released. The report shall be the basis in preparing and recording the JEV in the Check Disbursements Journal. It shall be supported with list of unclaimed checks. Sec. 59. Report of Disbursements (RD). The Report of Disbursements (Appendix 56) shall be prepared by the Regular/Special Disbursing Officers to support liquidations of their cash advances. The report shall be certified as to correctness by the Disbursing Officer and forwarded to the Accounting Unit for preparation of the JEV and final recording in the Cash Disbursements Journal. Sec. 60. Petty Cash Replenishment Report (PCRR). The Petty Cash Replenishment Report (Appendix 57) shall be prepared by the Petty Cash Custodian to report all disbursements made out of his Petty Cash Fund. Sec. 61. Liquidation Report (LR). The Liquidation Report (Appendix 58) shall be prepared by the concerned employees/officers to liquidate cash advances for travel or for other purposes except those cash advances granted to Regular/Special Disbursing Officers.
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Sec. 62. Report of Supplies and Materials Issued (RSMI).
The Report of Supplies and Materials Issued (Appendix 59) shall be prepared by the Supply Officer and shall be used by the Accounting Unit as a basis in preparing the JEV to record the supplies and materials issued. Sec. 63. Waste Materials Report (WMR). The Waste Materials Report (Appendix 60) shall be used to report all waste materials such as destroyed spare parts and other materials considered scrap due to replacement. Sec. 64. Inventory and Inspection Report for Unserviceable Property (IIRUP). The Inventory and Inspection Report for Unserviceable Property (Appendix 61) shall be used as basis to record dropping from the books the unserviceable properties carried in the Property, Plant and Equipment accounts. Sec. 65. Report on the Physical Count of Inventories (RPCI). The Report on the Physical Count of Inventories (Appendix 62) shall be used to report the physical count of supplies by type of inventory as of a given date. It shows the balance of inventory items per cards and per count and shortage/overage, if any. Sec. 66. Report on the Physical Count of Property, Plant and Equipment (RPCPPE). The Report on the Physical Count of Property, Plant and Equipment (Appendix 63) shall be used to report the physical count of property, plant and equipment by type as of a given date. It shows the balance of property and equipment per cards and per count and shortage/overage, if any. Sec. 67. Inspection and Acceptance Report (IAR). The Inspection and Acceptance Report (Appendix 64) shall be used to acknowledge the receipt of supplies and equipment purchased and inspection made thereof.
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Sec. 68. Report of Accountability for Accountable Forms
(RAAF). The Report of Accountability for Accountable Forms (Appendix 65) shall be prepared by the Accountable Officer to report on the movement and status of accountable forms in his possession. The accountable forms include those with or without face value.