VISION:

To be fully automated with our accounting system starting 2018 with the end in view of improving delivery of public service in processing and recording government transactions to align with the government’s policy on full disclosure and transparency.

MISSION:

To maintain under a fully-automated accounting environment, contented and satisfied office staff who are efficiently and effectively capable of better serving the public with integrity, honesty and transparency through faster processing time of government transaction and accurate and timely financial reporting.

CITY ACCOUNTANT’S OFFICE SERVICES
  1. Processing of payments and other concerns by transacting suppliers, employees and others.
  2. Record keeping of processed and paid city transactions.
  3. Reportorial requirements to oversight agencies like COA, DILG, DBM, BIR, GSIS, PHILHEALTH, PAG-IBIG and reporting complaints on related issues if needed.
  4. In-house development of a computerized accounting system and maintenance.
SERVICES AND PROCEDURES:

1.0. PROCESSING OF PAYMENTS AND OTHER CONCERNS

City Accountant’s Office
2nd Floor, City Hall Building
Dumaguete City
Telephone No. (035) 225-2577; 422-9496
Head of Office – Doreen Paulina S. Cordova, CPA

SCHEDULE OF AVAILABILITY OF SERVICE:
Monday – Friday
8:00 AM – 5:00 PM
NO NOON BREAK

1.1. PROCESSING OF PAYMENTS FOR GOODS AND SERVICES DELIVERED

HOW TO AVAIL OF THE SERVICE:

APPLICANT STEP OFFICE ACTIVITY DURATION PER TRANSACTION ACCOUNTING PERSONNEL
1.1.1. RECEIVING OF DOCUMENTS FOR PROCESSING
Suppliers, Employees & Others 1 Receive and Encode Incoming Documents 2 mins Armenda Ablong / Marlan Quan
2 Stamp and Number Received Documents 2 mins Carmencita Maquiling/ Millie Lou Villegas
1.1.2. AUDITING OF RECEIVED DOCUMENTS
Suppliers 3 Audit Commercial Vouchers for Goods & Services Delivered 30 mins Emilia Bandico, Eduardo Tayko, Luz Paciente, Babelyn de Jesus,
Suppliers Audit Bills / Utility Payments 3 hrs Emilia Bandico, Luz Paciente, Eduardo Tayko
Banks, COOPs, GSIS, BIR, PAG-IBIG, PHILHEALTH Audit Remittances 4 hrs Emerita Vineles, Babelyn de Jesus
Retirees Audit Terminal Leave Payments 4 hrs Babelyn de Jesus, Emilia Bandico
Recipients Audit Financial/ Burial Assistance / Subsidies 30 mins Delia Marositz
Employees Audit Payroll of Regulars, Casuals and Job Orders 17 mins/employee Emilia Bandico, Margarita Mendez, Babelyn de Jesus, Emerita Vineles, Luz Paciente, Delia Marositz, Eduardo Tayko,
Employees and Recipients Audit Liquidation of Travel and Non-Travel 1 hour per Liquidation Report Margarita Mendez
1.1.3.NEGATION AND CARDING OF AUDITED PAYROLLS, ALL VOUCHERS AND OTHERS
Collecting Agencies, Recipients and Employees 4 Negation of AuditedVouchers / Payrolls & Other Claims 10 mins Eddie Apenas
5 Carding of Audited Vouchers/ Payrolls & Other Claims 15 mins / claimant Judilyn Amarado, Norie Corsame, Eddie Apenas, Evelyn Cortes
1.1.4. PREPARATION OF JOURNAL ENTRY VOUCHER (JEV)
Suppliers, Employees, Recipients & Others 6 Preparation of Journal Entries & Printing of JEV to all transactions due for payment 15 mins Teresita Tracy Sumalinog
Recipients Preparation of Journal Entries & Printing of JEV to all transactions due for payment 3 mins Marilyn Pabu-aya
1.1.5. SIGNATURE FOR CERTIFICATION OF ALLOTMENT OBLIGATED AND SUPPORTING DOCUMENTS COMPLETE AND SIGNATURE OF APPROVAL OF JEV
Suppliers, Employees, Recipients & Others 7 Signing of Documents 2 mins Doreen Paulina Cordova / Marieliz Abestano
1.1.6. RECORD THE DOCUMENTS, PAYROLL, VOUCHERS AND OTHERS TO BE RELEASED
Suppliers, Employees, Recipients & Others 8 Record & Release of Processed Documents 2 mins Carmencita Maquiling / Millie Lou Villegas
1.1.7. PREPARATION OF ACCOUNTANT’S ADVICE
Suppliers, Employees, Recipients & Others 9 Preparation & Printing of Accountant’s Advice 5 mins Carlijoy Ycong

1.2. PROCESSING OF OTHER CONCERNS

HOW TO AVAIL OF THE SERVICE:

APPLICANT STEP OFFICE ACTIVITY DURATION PER TRANSACTION ACCOUNTING PERSONNEL
1.2.1 PREPARATION OF CERTIFICATE OF NET TAKE HOME PAY AND TAX CERTIFICATES OF SUPPLIERS
Suppliers, Employees, Recipients & Others 1 Preparation & Printing of Tax certificate of Suppliers 5 mins Carlijoy Ycong
Employees 1 Preparation & Printing of Certificate of Net Take Home Pay and issuance 1 hr Eddie Apenas / Eduardo Tayko

2.0. RECORD KEEPING OF PROCESSED AND PAID CITY TRANSACTIONS

City Accountant’s Office
2nd Floor, City Hall Building
Dumaguete City
Telephone No. (035) 225-2577; 422-9496
Head of Office – Doreen Paulina S. Cordova, CPA

SCHEDULE OF AVAILABILITY OF SERVICE:
Monday – Friday
8:00 AM – 5:00 PM
NO NOON BREAK

2.1. BOOKEEPING FUNCTIONS AND FILING

HOW TO AVAIL OF THE SERVICE:

APPLICANT STEP OFFICE ACTIVITY DURATION PER TRANSACTION ACCOUNTING PERSONNEL
2.1.1. RECEIPT OF PAID PAYROLLS, COMMERCIAL VOUCHERS, COLLECTION REPORTS, SUMMARY AND ABSTRACT REPORTS FROM THE CITY TREASURER’S OFFICE.
City Treasurer’s Office 1 Receive and segregate vouchers, payrolls & others 30 mins Primitiva de Leon & Rebecca Larena
2.1.2. PREPARATION OF JOURNAL ENTRY VOUCHER (JEV), JOURNALIZATION, GENERATION OF RECAP AND PRINTING
City Accountant’s Office 2 Preparation of Journal Entry Voucher (JEV) 15 days Marieliz E. Abestano, Diega S. Ansok, Donalyn A. Baybay & Bernardina Rowena E. Duran
3 Journalization (encode paid vouchers to journal) 5 mins per payroll / voucher Marieliz E. Abestano, Teresita Manaquil, Diega S. Ansok, Donalyn A. Baybay, Bernardina Rowena E. Duran & Marilyn Pabu-aya
4 Generation of RECAP 15 days after end of previous month Marieliz E. Abestano, Teresita Manaquil, Diega S. Ansok, Donalyn A. Baybay, Bernardina Rowena E. Duran & Marilyn Pabu-aya
5 Printing of Journals 1 hour Marieliz E. Abestano, Teresita Manaquil, Diega S. Ansok, Donalyn A. Baybay, Bernardina Rowena E. Duran & Marilyn Pabu-aya
2.1.3. POSTING TO SUBSIDIARY LEDGERS AND GENERAL LEDGERS
City Accountant’s Office 6 Posting to Subsidiary Ledgers 15 mins per transaction Marieliz Abestano, Bernardina Rowena Duran, Teresita Tracy Sumalinog, Marlan Quan, Armenda Ablong, Novee Sonjaco, Diega Ansok, Donalyn Baybay, Rochella Samson
7 Posting to General Ledgers 5 mins per account Marieliz Abestano, Bernardina Rowena Duran, Donalyn Baybay
2.1.4. PREPARATION OF FINANCIAL STATEMENTS AND SCHEDULES
COA, DILG, LCE, SP & OTHERS 8 Preparation of Trial Balances 3 days Marieliz Abestano, Bernardina Rowena Duran & Donalyn Baybay
9 Preparation of Statement of Financial Performance 1 day Marieliz Abestano, Bernardina Rowena Duran & Donalyn Baybay
10 Preparation of Statement of Financial Position 1 day Marieliz Abestano, Bernardina Rowena Duran & Donalyn Baybay
11 Preparation of Statement of Cash flows 5 days Bernardina Rowena Duran
12 Preparation of Statement of Comparison of Budget & Actual Amounts 3 days Marieliz Abestano, Bernardina Rowena Duran
13 Preparation of Statement of Changes in Equity 15 mins Marieliz Abestano, Bernardina Rowena Duran & Donalyn Baybay
14 Preparation of Liquidation of Statement of Appropriation, Allotment & obligation 10 mins per transaction Donnalyn Baybay
15 Preparation of Schedule of various accounts 5 days Marieliz Abestano, Bernardina Rowena Duran, Donalyn Baybay,Teresita Tracy Sumalinog, Ann Margareth Timonan, Marlan Quan, Rochella Samson, Criselda Rubio
COA 16 Preparation of Bank Recon Statement 5 days Marieliz Abestano, Bernardina Rowena Duran & Donalyn Baybay
COA 17 Preparation of Notes to Financial Statement 5 days after Consolidated Trial Balance Doreen Paulina S. Cordova / Marieliz Abestano
2.1.5. UTILIZATION AND LIQUIDATION REPORTS OF VARIOUS PROJECTS & ACTIVITIES
DILG, COA, DSWD, DPWH & etc. 1 Preparation of Utilization, Liquidation and Updates of Completed, On-going Projects and Activities 5 days per Program / Activity Diega Ansok, Ann Margareth Timonan, Bernardina Rowena Duran
2.1.6. SCANNING OF DOCUMENTS FOR FILING AND SUBMISSION TO COMMISSION ON AUDIT
City Accountant’s Office 1 Scanning of vouchers and payroll for File 15 mins Rebecca Larena , Egbert Abadilla
COA 2 Submission of Paid Payroll and vouchers to COA 3 days Primitiva de Leon, Analie Alviola, Marlan Quan

2.2. OTHER ACCOUNTING CONCERNS

HOW TO AVAIL OF THE SERVICE:

APPLICANT STEP OFFICE ACTIVITY DURATION PER TRANSACTION ACCOUNTING PERSONNEL
2.2.1. PREPARATION OF CERTIFICATE OF AVAILABILITY OF FUNDS AND OTHER COMMUNICATIONS, CERTIFICATES AND CLEARANCES
Sangguniang Panglungsod, City Budget Office 1 Preparation of Certificate of Availabilty of Funds 15 mins Donalyn Baybay & Doreen Paulina S. Corodva / Marieliz Abestano
Employees & Others 1 Preparation of Certificate for Utilized & Unexpended Balances of Projects/ Activity and Outstanding Obligations 15 mins Diega Ansok, Marlan Quan, Ann Margareth Timonan / Bernardina Rowena Duran
COA, SP, LCE & Others 1 Preparation of Communication, Endorsements, Query and Comments on Audit Observation Memorandum (AOMs) 4 hrs Doreen Paulina S. Cordova, marieliz Abestano, Donalyn Baybay
Retirees / Resign from Service 1 Clearance for money accountabilities from City Government Service retirement/ separation 1 min Doreen Paulina Cordova, Marieliz Abestano, Bernardina Rowena Duran, Diega Ansok, Donalyn Baybay,Marlan Quan, Chelvier Kate Cadangan, Norie Corsame, /Judilyn Amarado
2.2.2. PREPARATION OF REMITTANCES FOR WITHHELD AMOUNTS: PHILHEALTH AND BIR
BIR 1 Preparation of BIR Remittance 5 mins per transaction Carlijoy Ycong, Chelvier Kate Cadangan
PHILHEALTH 1 Preparation of PHILHEALTH Remittance 5 mins per transaction Carlijoy Ycong

3.0. REPORTORIAL REQUIREMENTS TO OVERSIGHT AGENCIES

City Accountant’s Office
2nd Floor, City Hall Building
Dumaguete City
Telephone No. (035) 225-2577; 422-9496
Head of Office – Doreen Paulina S. Cordova, CPA

SCHEDULE OF AVAILABILITY OF SERVICE:
Monday – Friday
8:00 AM – 5:00 PM
NO NOON BREAK

HOW TO AVAIL OF THE SERVICE:

APPLICANT STEP OFFICE ACTIVITY DURATION PER TRANSACTION ACCOUNTING PERSONNEL
3.1. SUBMISSION OF COMPLETE SET OF FINANCIAL STATEMENTS AND SCHEDULES
COA 1 Submission of Complete Set of Financial Statement and Schedules 2 days Marieliz Abestano, Bernardina Rowena Duran, Donalyn Baybay
DILG 2 Submission of Quarterly FDPP Reports 1 hr Marieliz Abestano
SP & LCE 3 Submission of Complete Set of Financial Statement and Schedules 1 day Marieliz Abestano, Bernardina Rowena Duran, Donalyn Baybay
3.2. POSTING TO THREE (3) CONSPICUOUS PLACES
Public 4 Printing and Posting of FDPP Report 1 day Marieliz Abestano
3.3. REPORTING COMPLAINTS TO OVERSIGHT AGENCIES
COA 1 Verbal / Written Communication 1 day Doreen Paulina S. Cordova / Marieliz E. Abestano

4.0. IN-HOUSE DEVELOPMENT OF A COMPUTERIZED ACCOUNTING SYSTEM AND MAINTENANCE

City Accountant’s Office
2nd Floor, City Hall Building
Dumaguete City
Telephone No. (035) 225-2577; 422-9496
Head of Office – Doreen Paulina S. Cordova, CPA

SCHEDULE OF AVAILABILITY OF SERVICE:
Monday – Friday
8:00 AM – 5:00 PM
NO NOON BREAK

HOW TO AVAIL OF THE SERVICE:

APPLICANT STEP OFFICE ACTIVITY DURATION PER TRANSACTION ACCOUNTING PERSONNEL
4.1. DESIGN AND INSTALLATION OF A COMPUTERIZED ACCOUNTING SYSTEM
City Accountant’s Office 1 Receiving of Documents for Processing ONE YEAR Aldwin Parilla
2 Preparation of JEV (Processing & Bookkeeping), Journalization, Generation of RECAP & Printing
3 Posting to Subsidiary Ledger and General ledger
4 Preparation of Financial Statement
5 Incorporation of Negation and Carding data to the system
4.2. MAINTENANCE OF THE COMPUTERIZED ACCOUNTING SYSTEM
City Accountant’s Office 1 Regular System Back-Up on Accounting Files MONTHLY Aldwin Parilla
Regular Maintenance and Troubleshooting as the need arises QUARTERLY OR AS THE NEED ARISES