Handling of Cash Advances
Issuance of Cash Advance to Requesting DepEd Office.
The Cashier is allowed for advances especially on cases where payment of cash is necessary.
However, the grant of cash advances to Cashier is still based on the general accounting rules and regulations
| Office or Division: | Cash unit | ||||
| Classification: | Simple | ||||
| Type of Transaction: | Government to Government (G2G) | ||||
| Who may avail: | DepEd Employee | ||||
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | ||||
| 1. Authority to Cash Advance ( 1 Original Copy) | Accounting Unit | ||||
| 2. Certification of No Liquidated CA’s | Respective office/bureau/service | ||||
| 3. Documentary requirements | |||||
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE | |
| 1. Request for Authority to Cash Advance and Certification of No Liquidated CA’s | 1.1 Issue the Authority to Cash Advance and Certification of No Liquidated CA’s | None | 20 minutes | Accounting Staff | |
| 2. Forward to Head of Office for Approve, then prepare DV and ORS and attached documentary requirements needed for Cash Advances | 2.1 Sign the documentary requirements needed for Cash Advance | None | 15 minutes | Head of Office | |
| 3. Prepare DV and ORS and attached documentary requirements needed for Cash Advances | 3.1 Forward the ORS/DV to signatories | None | 1 day | Records | |
| 3.2 Receive complete, accurate and approved DV, ORS, ADA and supporting documents form the Head of Office | None | 10 minutes | Cash Personnel | ||
| 3.3 Prepare Payroll Credit System Validation (PACSVAL) | None | 2 hours | Cash Personnel | ||
| 3.4 Forward the PACSVAL to Accountant for review and signature | None | 20 minutes | Accountant | ||
| 3.5 Prepare Advice of Check Issued and Cancelled (ACIC) | None | 30 minutes | Cash Personnel | ||
| 3.6 Review the ADA details against ACIC | None | 20 minutes | Cashier | ||
| 3.7 Sign the ADA, PACSVAL and ACIC | None | 10 minutes | Cashier | ||
| 3.8 Forward ADA, PACSVAL and ACIC to the Head of Office for signature | None | 5 minutes | Cash Personnel | ||
| 3.9 Sign the ADA, PACSVAL and ACIC | None | 30 minutes | Head of Office | ||
| 3.10 Receive the signed ADA, PACSVAL and ACIC | None | 10 minutes | Cash Personnel | ||
| 3.11 Submit the ADA, PACSVAL and ACIC to the bank | None | 1 hour | Cash Personnel | ||
| 3.12 Notify the clients that the Cash Advances are already credited to ATM | None | 15 minutes | Cash Personnel | ||
| TOTAL: | None | 1 day, 6 hours | |||