City Accounting Office

City Accounting Office

Mr. Jay Ryan O. Austero

OIC - City Accountant

Mission

To effectively strive in providing authentic information, distribute and carry-out accounting services with professionalism, efficiency and excellence to all our clients.

Vision

Mandated by law to provide an efficient, genuine and realistic financial information to our local legislators and the entire stakeholders as a guide in the decision-making process for the benefit of the general public.

Services Offered

Frontline Service:

All LGU Transactions and other related transactions

Schedule of Availability of Service:

Monday to Friday (8:00AM to 5:00PM except Holidays)

Who May Avail of the Service:

Anybody with transaction to the LGU

Maximum Time to Complete the Process:

18-20 mins.

Total Amount of Fees to be Paid:

NONE

 

Below is the Summary List of all Main Requirements for each Transaction:

A.     Construction/Project:

 

1. Journal Entry Voucher (JEV)

13. Purchase Order (PO)

25. Cert. of Completion

2. Obligation Slip (OS)

14. Inspection & Acceptance Report (IAR)

26. Invoice Receipt for Property

3. Disbursement Voucher (DV)

15. Requisition Issue Slip (RIS)

27. Inventory Custodian Slip

4. Purchase Request (PR)

16. Acknowledgement Receipt for Equipment

28. Memorandum of Agreement

5. Canvass Sheet (CS)

17. Waste Material Report

29. Affidavit of Undertaking

6. Abstract of Quotation/Bid

18. JO/Acceptance/Job Satisfaction Cert.

30. Official Acknowledgement Receipt

7. Cert. of Canvass Posting

19. Detailed Estimates

31. Cert. of PhilGeps Registration

8. Annual Procurement Plan (APP)

20. Individual Project Program of Work

32. Business Permit

9. Project Procurement Management Plan(PPMP)

21. Cert. of Inspection

33. BIR COR 2303

10. Communication/ Project Proposal

22. Pre & Post Inspection Report

34. DTI/SEC

11. Bid Notice Abstract (PhilGEPS)

23. Accomplishment Report

35. Others: Picture, Sketch Plan, FS, Bid Docs, etc.

12. BAC Resolution

24. Statement of Work & Accomplishment Report

 

 

B.     Financial Assistance:

 

1. Journal Entry Voucher (JEV)

 8. Brief Findings (DSWD)

15. Statement of Account/Billing

2. Obligation Slip (OS)

 9. Social Case Study Report (DSWD)

16. Clinical Abstract

3. Disbursement Voucher (DV)

10. Brgy. Certificate of Indigency

17. Estimated Cost for Hemodialysis

4. Memorandum of Agreement (MOA)

11. Medical Cert.

18. Doctor’s Prescription

5. Solicitation Letter/Request Letter

12. Medical Abstract

19. Others:

6. Official Acknowledgement Receipt

13. Cert. of Death

 

7. Cert. of Eligibility (DSWD)

14. Funeral Contract/Memorial Service

 

 

 

C.     Supplies/Equipment:

 

1. Journal Entry Voucher (JEV)

9. Project Procurement Management Plan (PPMP)

17. Invoice Receipt for Property

2. Obligation Slip (OS)

10. Bid Notice Abstract (PhilGEPS)

18. Inventory Custodian Slip

3. Disbursement Voucher (DV)

11. Resolution (BAC)

19. Cert. of PhilGeps Registration

4. Purchase Request (PR)

12. Purchase Order (PO)

20. Business Permit

5. Canvass Sheet (CS)

13. Inspection & Acceptance Report (IAR)

21. BIR COR 2303

6. Abstract of Quotation

14. Requisition Issue Slip (RIS)

22. DTI/SEC

7. Cert. of Canvass Posting

15. Acknowledgement Receipt for Equipment

23. Others:

8. Annual Procurement Plan (APP)

16. Waste Material Report

 

 

D.     Travel Order/Cash Advance for Travel/Reg. Monthly Travel

 

1. Journal Entry Voucher (JEV)

7. Itinerary of Travel

2. Obligation Slip (OS)

8. Cert. of Travel Completed

3. Disbursement Voucher (DV)

9. Cert. of Appearance/Attendance

4. Time Book and Payroll

10. Liquidation Report

5. Communication/Invitation Letter

11. Memorandum

6. Travel Order

12. Others:

 

E.     Land Purchase

 

1. Journal Entry Voucher (JEV)

8. City Appraisal Committee Resolution

17. Realty Tax Computation Slip

2. Obligation Slip (OS)

9. Tax Declaration of Real Property

18. Certification (Assessor)

3. Disbursement Voucher (DV)

10. Official Receipt (CTO) – Updated RPT Payment

19. Real Property Tax Due Bill

4. Cert. of Availability Fund

11. Certification (CTO)

20. Cert. of Authorizing Registration (CAR)

5. Deed of Absolute Sale

12. Annual Procurement Plan (APP)

21. Capital Gain Tax (CGT)

6. SP Resolution for requesting

13. Special Power of Attorney

22. Documentary Stamp Tax

    Assist/Appraise the Private Lots

14. Transfer Certificate of Title

23. Transfer Tax

7. SP Resolution for authority of the

15. Original Certificate of Title

 

   City Mayor to Purchase Lot

16. Sketch Plan with Bearings & Certification (CPDO)

 

 

 

Procedure to Avail of the Service:

STEP

WHAT TO DO

DURATION OF ACTIVITY

(UNDER NORMAL CIRCUMSTANCES)

PERSON/S IN CHARGE

FEES

REQUIREMENTS

APPLICANT/ CLIENT

SERVICE PROVIDER

1

Proceed to person In-Charge

Receive and Scan Documents with DTS QR Code and forward document for JEV

2-3 minutes

Marcelino Legaria

NONE

Complete Attachments and already checked by the IAS Office

2

Proceed to person In-Charge

Prepares the Journal Entry Voucher (JEV) and attach Summary List

2-3 minutes

Dhanika F. Son (General Fund / Special Accts)

Anabel H. Balbarona(Trust Fund )

Juliet R. Yap ( Travel Transactions)

Evelyn Calipayan (Bills / Communication)

Antonia Balagbis (Cash Advance)

NONE

See attached summary list of requirements

3

Proceed to person In-Charge

Checking of Vouchers

2-3 minutes

Purchased Transaction (QAA)

RETENTION ( Kathyleen O. Flores)

NONE

See attached summary list of requirements

4

Proceed to City Accountant

Review the completeness of all documents

5-10 minutes

Jay Ryan O. Austero

NONE

See attached summary list of requirements

5

Proceed to person In-Charge

Forward and Scan Documents with DTS QR Code

2-3 minutes

Marcelino Legaria

NONE

Complete Attachments and already signed by the City Accountant

6

Proceed to person In-Charge

Record voucher and Checks forwarded by the City Treasurers Office to be forwarded to City Mayors office for signature

5-10 minutes

Joenel Sabando

Kathyleen O. Flores

NONE

See attached summary list of requirements

7

Proceed to City Treasurer’s Office for check issuance then go back to City Accounting Office

Issuance of City Accountant’s Advice

2-3 minutes

Joenel Sabando

Dhanika F Son

NONE

Complete Documents with issued check

8

Proceed to person In-Charge

Forward and Scan Documents with DTS QR Code to City Treasurers Office

2-3 minutes

Marcelino Legaria

NONE

Complete Attachments and complete signatories

Frontline Service:

Barangay Transactions

Schedule of Availability of Service:

Monday to Friday (8:00AM to 5:00PM except Holidays)

Who May Avail of the Service:

Barangay Captain/Barangay Treasurer

Maximum Time to Complete the Process:

6 minutes

Total Amount of Fees to be Paid:

NONE

Procedure to Avail of the Service:

STEP

WHAT TO DO

DURATION OF ACTIVITY

(UNDER NORMAL CIRCUMSTANCES)

PERSON/S IN CHARGE

FEES

REQUIREMENTS

APPLICANT/ CLIENT

SERVICE PROVIDER

1

Proceed to person In-Charge

Countersigned the Approved Budget for each Barangay and SK transactions

2-3 minutes

Janey P. Capricho

NONE

AIP, POW, Detailed Estimates, Request for Quotation, Purchase Request

2

Proceed to person In-Charge

Review the completeness of all documents and Prepare Summary List

2-3 minutes

Marilyn M. Ocado

NONE

See attached summary list of requirements

3

Proceed to person In-Charge

Records the Allotment and Obligation Slip to RAAO

2-3 minutes

Angelyn L. Fuentes

NONE

Allotment and Obligation Slip

4

Proceed to person In-Charge

Prepares the Journal Entry Voucher (JEV) and Records in Cash/ Check Disbursement Journal

2-3 minutes

Assigned Bookkeepers

    Rovelyn D. Bravo

    Amalia P. Valenzona

    Amabelle O. Fegi

NONE

See attached summary list of requirements

5

Proceed to person In-Charge

Review the completeness of all documents

2-3 minutes

Janey P. Capricho

NONE

Complete Attachments and already signed by the assigned Bookkeepers

6

Proceed to City Accountant

Countersigned Check Issued

2-3 minutes

Jay Ryan O. Austero /

Janey P. Capricho

NONE

Complete Documents

Frontline Service:

Issuance of Real Property Tax (RPT) Share

Schedule of Availability of Service:

Monday to Friday (8:00AM to 5:00PM except Holidays)

Who May Avail of the Service:

Barangay Captain / Barangay Treasurer

Maximum Time to Complete the Process:

4 minutes

Total Amount of Fees to be Paid:

NONE

Procedure to Avail of the Service:

STEP

WHAT TO DO

DURATION OF ACTIVITY

(UNDER NORMAL CIRCUMSTANCES)

PERSON/S IN CHARGE

FEES

REQUIREMENTS

APPLICANT/ CLIENT

SERVICE PROVIDER

1

Barangay Captain/ Barangay Treasurer

Verify records and issuance of certification and voucher

3-4 minutes

Evelyn A. Calipayan

NONE

NONE

3/F Baybay City Hall

Brgy. Gaas, Baybay City, Leyte

Email: [email protected]

For complaints / suggestions, please contact the City Accountant email at [email protected]