4.2 Specific Procedures

4.2.1 For collections made for the Barangay, the BT shall:

a. Upon receipt of cash/check payment, issue an OR to acknowledge the amount received. The OR shall be issued strictly in numerical sequence and it shall be prepared in three copies to be distributed as follows:

Original - Payee
Duplicate copy - Attached to the RCD for submission
to the C/M Accountant; then forwarded to the Auditor
Triplicate copy - BT file

b. At the end of the day, deposit the collections by preparing three copies of deposit slips for bank's validation.

Original - to Bank
Duplicate copy - to be attached to the RCD for submission
to the C/M Accountant; then forwarded to the Auditor
Triplicate copy - BT file

c. Prepare the RCD to summarize daily transactions of the BT.

d. Record daily in the cashbook the total collections and deposits made during the day based on RCD.

e. Forward two copies of the RCD to the C/M Accountant, together with the supporting ORs and validated DS every end of the week for recording in the JCT.

4.2.2 For collections received by the BT as deputized collector of the C/M Treasurer, the BT shall:

a. Upon receipt of cash/check, issue OR provided by the C/M Treasurer, to acknowledge the amount received.

b. Fill up the OR in triplicate copies to be distributed as follows:

Original - Payor
Duplicate copy - Attached to original RCD and submitted to the C/M Treasurer upon remittance
Triplicate copy - Attached to duplicate copy of RCD for
BT file

c. Prepare three copies of RCD based on the duplicate ORs.

Original and
Duplicate - C/M Treasurer
Triplicate copy - BT

d. Remit daily the collections or once the collections reach P5,000.00 to the C/M Treasurer, together with two copies of RCD, and the duplicate ORs.

e. Upon receipt of the collections, the C/M Treasurer shall fill out and sign the acknowledgement portion of the RCD to signify receipt thereof from the BT.

4.2.3 For collections made by the Deputized Barangay Collectors:

a. Collections shall be remitted daily to the BT

b. Prepare Report of Collections and Remittances (RCR) as shown in Annex 9.2 summarizing daily collections

c. The BT shall acknowledge receipt of collections by signing on the receipt portion of the RCR

4.2.4 All remittances shall be supported with RCR.

4.2.5 Collections and deposits for the barangay shall be recorded in the Cashbook (Annex 8) maintained by the BT based on the RCD.

4.2.6 The C/M Accountant shall summarize all CMs including Debit Memos (DMs) received from the Bank with the Bank Statement of the Barangay in the Report of Bank Debit and Credit Memos (RBDCM) - Annex 10 and furnish the BT copy of the RBDCM as basis in posting collections. The RBDCM shall likewise be the basis of recording the transactions in the JCT.

4.2.7 Collections received through the bank or directly credited to the depository account of the barangay shall be recorded in the Cashbook based on the RBDCM.

4.2.8 Upon receipt of the Bank Statement, the C/M Accountant shall prepare a monthly Bank Reconciliation Statement (Annex 11).

4.2.9 Requisitions for new accountable forms for regular collections of the barangay shall be made from the C/M Treasurer.

4.2.10 Requisitions and issuances of accountable forms shall be reported in the monthly RAAF.



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