Processing of Disbursement Vouchers (Travel)
This service caters the processing of financial needs/demands of the employees and students particularly on cash advances and reimbursements of travel.
Office or Division: Accounting
Classification: Simple
Type of Transaction: G2C - Government to Citizen; G2G - Government to Government
Who May Avail: GADTC Employees; GADTC students can avail only reimbursement of TEV.
CHECKLIST OF REQUIREMENTS
For Cash Advance of TEV:
1. Travel Order with Communication/Invitation letter from sponsoring agency from the HR Office - Records Section
2. Itinerary of Travel with position and salary from the Requesting Office/Employee
3. Approval Letter of Request for Job Order employees to travel from the HR Office - Records Section
4. Certification for the Charging of the Job Order employee's travel expenses from the HR Office - Records Section
5. Travel Approval Slip from the Requesting Office/Employee
For Reimbursement of TEV:
1. Travel Accomplishment Slip from from the HR Office - Records Section
2. Travel Order with Communication/Invitation letter from sponsoring agency from the HR Office - Records Section
3. Itinerary of Travel with position and salary from the Requesting Office/Employee
4. Approved Letter of Request for Job Order employees to travel(Job Order personnel only) from the HR Office - Records Section
5. Certification for the Charging of the Job Order employee's travel expenses from the HR Office - Records Section
6. Paper/Electronic plane, boat or bus tickets, boarding pass, terminal fee from the Bus company, airline or terminal where the claimant travelled
7. Official Receipt of the Registration fee from the Inviting Association/Organization/Agency
8. Reimbursement Expense Receipt from the Forms at the HR Office - Records Section
9. Original Certificate of Appearance/Attendance from the inviting Association/Organization/Agency
10. Narrative Report signed by the attendant from the claimant
11. Photos from the claimant
| Steps | Service Details |
|---|---|
| 1 | Client Steps: Submit the requirements to the Accounting Office Agency Action: Receives and reviews the requirements submitted by the client Fees to be Paid: None Processing Time: 10 Minutes Person Responsible: Accounting II from the Accounting Office |
| 1.1 | Agency Action: Prepares the Disbursement Voucher Fees to be Paid: None Processing Time: 20 Minutes Person Responsible: Accounting II from the Accounting Office |
| 1.2 | Agency Action: Updates the affected accounts and records the transaction, affix initial signature on the Disbursement Voucher Fees to be Paid: None Processing Time: 30 Minutes Person Responsible: Accounting II from the Accounting Office |
| 1.3 | Agency Action: Forward the Documents/Voucher to the City Accounting Office for Pre-Audit and recording of data in the individual subsidiary ledger Fees to be Paid: None Processing Time: 30 Minutes Person Responsible: Accounting II from the Accounting Office; Management Audit Analyst II from the City Accounting Office |
| 1.4 | Agency Action: Forward the voucher to City Budget Office for verification on the existence of appropriation, preparation and signing of the obligation request and secure the signature of the College President Fees to be Paid: None Processing Time: 1 Hour Person Responsible: Accounting II from the Accounting Office; City Budget Officer III from the City Budget Office; College President |
| 1.5 | Agency Action: Secure approval of Itinerary from the City Mayor Fees to be Paid: None Processing Time: 15 Minutes Person Responsible: Accounting II from the Accounting Office; City Mayor or His/Her Authorized representative from the City Mayor's Office |
| 1.6 | Agency Action: Submit to City Accouting Office for review and approval of the City accountant Fees to be Paid: None Processing Time: 15 Minutes Person Responsible: Accounting II from the Accounting Office |
| 1.7 | Agency Action: Follow-up the status of the voucher at the Accounting Office, CMO and Treasurer's Office Fees to be Paid: None Processing Time: 12 Hours and 10 Minutes Person Responsible: Accounting II from the Accounting Office |
| 1.8 | Agency Action: Notify the employees on the schedule of release Fees to be Paid: None Processing Time: 20 Minutes Person Responsible: Accounting II from the Accounting Office |
| 2 | Client Steps: Receive the notification and proceed to the Treasurer's Office Agency Action: None Fees to be Paid: None Processing Time: None Person Responsible: None |
Total Fees to be Paid: None
Total Processing Time: 15 Hours and 30 Minutes
Office Hours
Monday - Friday
8:00 am - 5:00 pm
(except holidays)
Email: cgo.tangubcity@gmail.com
Address
Barangay 1, Tangub City
Misamis Occidental 7214
Philippines
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