[Blueboard] Processing of Order for a Check

cao at admu.edu.ph cao at admu.edu.ph
Mon Apr 1 15:36:51 PHT 2002

DATE		:	March 18, 2002

TO		:	The University Community

FROM		:	Central Accounting Office

SUBJECT	:	Processing of Orders for a Check [OC]

After a careful review of the operations of our Accounts Payable Section and 
evaluation of our findings, the following problems were identified as the 
causes for the delay in processing your check requests and preparation of check 

§	No budget or funds available for the amount requested to be disbursed;
§	Lack of one or more of the required supporting documents;
§	Lack of Tax Identification Number and address for check requests 
payable to consultants and professionals;
§	Absence of project budget or activity cost estimate for cash advances;
§	Unaccounted for or unliquidated released cash advances; and
§	Check requests for supplies that should have been purchased through 
Central Purchasing Office [CPO], in such cases your requests were forwarded to 
CPO for processing.

As an improvement in our existing procedures, the following steps will be 
implemented to expedite processing of your check requests effective 1 April 

1.	Instead of forwarding your check requests to the Office of the VP for 
Finance and Treasurer, operating units will submit their check requests or OCs 
directly to the Central Accounting Office.
2.	Our office will only accept OC packages with TIN number, valid and 
sufficient supporting documents, the request is within the budget of the 
requesting operating unit or there is enough DCB fund balance, the cash advance 
is supported with a budget or activity cost estimate, the payee has no two or 
more unaccounted cash advances.
3.	In addition, our office will also enforce a cut-off time on the receipt 
of your check request.  Your checks will be ready for signature of the 
authorized signatories within two [ 2 ]  working days from the receipt of your 

Request received from/ on	8:00 a.m. to 12:00 noon	Considered to be 
received on the date the OC is submitted to CAO
	1:00 p.m. to 5:00 p.m.	Considered to be received on the following day.
	Saturday	Considered received on the following Monday.

4.	Checks for signature will be forwarded to the Office of the Vice 
President for Finance and Treasurer [OVPFT] between 4:00 P.M. and 5:00 P.M. 
except in cases of rush/ urgent check requests.

We would also like to take this opportunity to clear some important points on 
the processing of your disbursements and purchases:

§	Receipt of items delivered to your unit should be evidenced by the 
signature of your unit’s representative;
§	Supplies worth more than Five Thousand Pesos [ P= 5,000.00] should be 
purchased through our Central Purchasing Office;
§	There is no need to prepare an Order for a Check for materials and 
supplies delivered which are covered by Purchase Order and were purchased 
through Central Purchasing Office.  The Sales Invoice and Receiving Report 
should be forwarded to CPO for payment;
§	Only original OC and/or supporting documents will be accepted at the 
point of submission.

We hope for your cooperation regarding this matter.

Very truly yours,

Leonora P. Wijangco
Director, Central Accounting Office

Approved by:

Jose M. Santos
Vice President for Finance and Treasurer

cc: file

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