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Accounting Office

ORGANIZATIONAL CHART

Atty. RONELIE U. VALTORIBIO
Municipal Mayor

Mr. DOMINGO D. AFALLA
Municipal Accountant

dennis
Mr. DENNNIS RYAN M. ORTIZ
Administrative Aide IV

Mrs. JHOAN B. DUQUE
Administrative Aide IV

Mrs. MARIBETH R. YAMBALLA
Administrative Aide I

 

DUTIES AND FUNCTIONS

      1. No person shall be appointed accountant unless he/she is a citizen of the Philippines, a resident of the LGU concerned, of good moral character, and a certified public accountant. He/she must have acquired experience in the treasury or accounting service for at least five (5) years in the case of the provincial or city accountant and three (3) years in the case of the municipal accountant;
      2. The accountant shall take charge of both the accounting and internal audit services of the LGU concerned and shall;
        • Install and maintain an internal audit system in the LGU concerned
        • Prepare and submit financial statements to the governor or mayor, as the case may be, and to the sanggunian concerned;
        • Appraise the sanggunian and other local government officials on the financial conditions and operations of the LGU concerned;
        • Certify to the availability of budgetary allotment to which expenditures and obligations may be properly charged;
        • Review supporting documents before preparations of vouchers to determine completeness of requirements;
        •   Prepare statement of cash advances, liquidation, salaries, allowances, reimbursements and remittances pertaining to the LGU;
          •   Prepare statement of journal vouchers and liquidation of the same and other adjustments related thereto;
          •   Post individual disbursements to the subsidiary ledger and index cards;
          •   Maintain individual ledger for officials and employees of the LGU pertaining to payrolls and deductions;
          • Record and post in index cards details of purchased furniture, fixtures and equipment, including disposal thereof, if any;
          • Account for all issued requests for obligations and maintain and keep all records and reports related thereto;
          • Prepare journals and the analysis of Obligations and maintain and keep all records and the reports related thereto; and
          • Exercise such other powers and performs such other duties and functions as maybe provided by law or ordinance.
          • The incumbent chief accountant in the office of the treasurer shall be given preference in the appointment to the position of accountant, subject to the civil service law, rules and regulations.

ANNUAL ACCOMPLISHMENT REPORT, 2013

Basically the work in the Accounting Office is routinary in nature, more on recording, recording keeping and reporting. For twelve months of the year we processed thousands of vouchers for payments for the three funds that the municipality has, particularly the General Fund, Special Education Fund and Trust Fund. For the General Fund alone, we processed and recorded more than two thousand vouchers and hundred vouchers on Special Education Fund and Trust Fund. Upon payment of these vouchers the Treasury office will turn over to the Accounting Office for recording in the different journals, ledgers as basis for the preparation of monthly financial statements as required and be submitted to the Commission on Audit as mandated by law. Original copy of all the paid vouchers together with their supporting documents was submitted to the Commission on Audit for their post audit. We also maintain payroll book for the elective officials and employees of the municipality to facilitate the preparation of the statement of remittances for their different obligations to the different institutions such Government Service Insurance System – premiums, loans, Pag-Ibig Mutual Fund – premiums, loans, Philhealth contributions, Bureau of Internal Revenue-Withholding taxes on Compensation, different banking institutions-loans which is done monthly among others for the whole year. We also maintain inventory record for office supplies, accountable forms, property plant and equipment of the municipality. This office prepare also monthly remittances to the Provincial Government of Nueva Vizcaya for their share on real property taxes and special Education Fund. Likewise, we maintain Subsidiary ledgers for all trust liabilities received from other funding agencies under Trust Fund.

Monthly collections made by the Treasury in favor of municipality is closely monitored and properly accounted so as to ensure that be deposited intact to the depository banks of the LGU.

Monthly financial and quarterly report on the Utilization of Funds were prepared and posted at the bulletin board, website of the LGU and other conspicuous places maintained by the municipality as required by the Department of Interior and Local Government for public information purposes.

Finally, our yearend report particularly the Preliminary and Final Trial Balance is now ready for printing and very soon copies be submitted to the Commission on Audit for review and other offices for their references.

ANNUAL ACCOMPLISHMENT REPORT, 2012

      • For the calendar year 2012, the accounting office has the following accomplishments:
        1. All financial obligations incurred during the year were all properly recorded in the different record books such as journals, ledgers among others.
        2. All statements for all remittances such as GSIS premiums/loan repayments, Pag-ibig Mutual fund premiums/loans repayments, Phil health premiums among others were prepared, paid and recorded in the proper book of records.
        3. The monthly financial statements were prepared and submitted to the office of the Mayor, Sangguniang Bayan, COA among others likewise the Year End Financial Report was prepared and submitted respectively as mandated by law.
        4. The Mayor’s office, Sangguniang Bayan among others was appraised on the financial standing of the municipality.

        Note 1 – Basis of Financial Statements Presentation

         The Financial Statements have been prepared in accordance with applicable laws, rules and regulations, the generally accepted state accounting principles and standards and the new government accounting systems. (NGAS)

        Note 2 – Summary of Significant Statements Presentation
         The more significant accounting policies and practices of the Municipality are set forth to facilitate the understanding of data presented in the financial statements.

        • 2.1    Consolidation. The Consolidated Financial Statement consist of the General Fund, Special Education Fund and the Trust Fund.
        • 2.2    Modified Accrual Accounting. All expenses are recognized when incurred and reported in the financial statements in the period to which they relate. Income is on accrual basis except for transaction where accrual basis is impractical or when other methods are required by law. Interest Income is recognized upon the preparation of the monthly bank reconciliation statement.
        • 2.3    Modified Obligation System. Appropriations, receipts of allotments and incurrence of obligations are not recorded in the books of accounts. Instead separate registries are maintained to control appropriations, allotments and obligations for each class of expenditures. These registries are the RAAOPS, the RAAOMO, RAAOCO, RAAOFE and the RPI
        • 2.4    Inventories. Supplies and materials purchased for stock are recorded using the Perpetual Inventory System. Specific Cost Identification Method is used in costing the inventory. Purchases made for immediate use and not for stock are charged immediately to appropriate expense account.
        • 2.5    Plant, Property and Equipment. Plant. Property and Equipment are carried at historical cost. Infrastructure under Construction in Progress are valued following the Construction Period Theory. The committee created to establish the balance of Office Supplies Inventory will also conduct a physical count of properties.
        • 2.6    Registry of Public Infrastructure. Completed public infrastructure funded out of regular income and for general public used such as roads, bridges and other infrastructure are dropped from the Plant, Property and Equipment and are closed to Government Equity. These assets are recorded in the Registry of Public Infrastructure (RPI) and are not subject to depreciation.
        • 2.7    Depreciation. The Straight line Method of depreciation is followed. It is computed on the month following the date of purchase. Adjustments to the depreciation accounts have been piecemeal due to the difficulty of establishing the cost of the assets by the Inventory Committee.
        • 2.8    Real Property Taxes are accounted following the modified accrual method of accounting.
        • 2.9    Liability Recognition. Payables are recognized and recorded in the books of accounts only upon acceptance of goods and rendition of services to the municipality. All borrowings and loans incurred are directly recorded in the appropriate liability accounts.
        • 2.10 Financial Expenses. Financial Expenses such as interest and bank charges are separately classified from Maintenance and other Operating Expenses (MOOE).
        • 2.11 Reclassification. All accounts were reclassified to conform with the New Charts of   Accounts prescribed under the New Government Accounting System which tool effect on January 1, 2002 as amended by COA Circular 2003-01 of June 17, 2003.
  • Correction of Fundamental Errors

Fundamental errors of prior years are corrected by using the Prior Year’s Adjustment. Account Errors affecting current year’s operation are charged to the current year’s accounts.

  • Cash

                                                                  This account is broken down as follows:

Account Title

Acct. Code

2012

Cash in Vault

101

         3,947,062.71

Cash Disbursing Officer

103

         4,420,512.96

Petty Cash Fund

104

              44,524.18

Payroll Fund

106

              15,994.64

Cash in Bank-LCCA

111

       10,374,591.81

TOTAL

  18,802,686.30

The Cash in Vault   account consists of undeposited collections of Mr. Rogelito B. Galera,            Municipal Treasurer, amounting to P3, 947,062.62 as of December 31, 2012.

The Cash Disbursing Officer account represents the unliquidated cash advances of Rogelito         B. Galera amounting to P4, 364,564.88 and unliquidated cash advances of Raquel Esquivel amounting to P29, 792.74 (LBP account) and P26,887.18 (DBP account) as of December     31, 2012.

The Petty Cash Fund account amounting to P44, 524.18 represents unliquidated cash advances of Mrs. Raquel Esquivel- Revenue Collection Officer II/ Acting Disbursing Officer as of December 31, 2012.

The Payroll Fund account amounting to P 15,994.16 represents unliquidated cash advances          of Mrs. Raquel Esquivel-Acting Disbursing officer as of December 31, 2012

The Cash in Bank – Local Currency, Current Account represents deposits maintained in     Land Bank of the Philippines, Solano Branch and Development Bank of the Philippines-        Solano Branch.

Receivables        

                                                         This account included the following:                                                    

Account Title

Acct. Code

2012

Accounts Receivable

121

         1,021,321.54

Real Property Tax Receivable

127

         2,031,059.14

Due from NGAs

136

            268,280.42

Receivables Disallowances/Charges

146

            266,559.37

Advances to Officers and Employees

148

         7,233,629.55

Other Receivables

149

            304,292.66

TOTAL

 

  11,125,142.68

 

Accounts Receivable of P994, 071.76 includes collectible from Mr. Rogelito B. Galera-    Municipal Treasurer amounting to P 650,000.00 on his hold-up case. Filed case to       Ombudsman.

Due from Officers and Employees account includes unliquidated cash advances of Ex-     Mayor Jose A. Legaspi, Jr (deceased) and Rodrigo Tabita, Sr. amounting to P1,524,385.14           & P4,374176.83 respectively. Court proceedings is on going at the Sandigan Bayan for Ex-          Mayor Rodrigo Tabita Case.

Inventories

                                                         This account consists of the following:

Account Title

Acct. Code

2012

Office Supplies Inventory

155

              18,625.25

Accountable Forms Inventory

156

              36,371.42

TOTAL

 

        54,996.67

Property, Plant and Equipment

             This account consists of the following:

Account Title

Acct. Code

2012

Land

201

           502,920.00

Land Improvements

202

         1,904,052.51

Office Buildings

211

       12,776,895.55

Hospitals and Health Centers

213

944,299.80

Markets and Slaughterhouses

214

         1,345,743.49

Other Structures

215

            578,335.75

Office Equipment

221

         1,651,114.92

Furnitures and Fixtures

222

         1,188,414.23

IT Equipment and Software

223

        2,044,010.87

Library Books

224

              10,154.00

Communication Equipment

229

            488,543.15

Construction and Heavy Equipment

230

         3,724,824.29

Firefighting Equipment and Accessories

231

              35,560.00

Technical and Scientific Equipment

236

            100,973.05

Other Machinery and Equipment

240

            329,729.94

Motor  Vehicles

241

        3,038,569.07

Other Transportation Equipment

248

        3,222,856.00

Other Property, Plant and Equipment

250

             74,000.00

TOTAL  

  33,960,996.62

Less: Depreciation

      1,515,144.84

Book Value

   32,445,851.78

 Other Assets

            This account includes the following:

Account Title

Acct. Code

2012

Work/Other Animals

281

            206,192.00

Other Assets

290

            652,966.92

TOTAL

 

      859,158.92

Current Liabilities

           This account consists of the following:

Account Title

Acct. Code

2012

Accounts Payable

401

         2,925,305.95

Due to officers and employees

403

            138,880.85

Due to National Treasury

411

              23,873.87

Due to BIR

412

            364,563.50

Due to GSIS

413

            317,437.89

Due to Pag-ibig

414

50,271.63

Due to Philhealth

415

24,322.32

Due to Other NGAs

416

1,276,940.79

Due to Other LGUs

418

629,661.53

Guaranty Deposits Payable

426

              12,980.00

Other Payables

439

         1,177,192.58

TOTAL

      6,941,430.91

Deferred Credits

Account Title

Acct. Code

2012

Deferred Real Property Tax Income

451

         2,031,059.14

TOTAL

 

       2,031,059.14

Government Equity

Government Equity- beg. 2012

43,408,406.79

Adjustment to Beg. Balance

358,224.87

Adjusted Beg. Balance

43,766,631.66

Add: Retained Earnings

3,777,364.06

Total

47,543,995.72

Less: Transfer to Registry
Public Infrastructure

0.00

Prior Year Adjustment

(171,137.64)

Total Equity 2012

47,372,858.08

 Income Accounts

             This account consists of the following:

Account Title

Acct. Code

2012

Business Tax

582

            459,180.54

Community Tax

583

            172,098.67

Real Property Tax

588

            516,436.16

Discount on Real Property Tax

954

            (23,437.76)

Fines and  Penalties

599

              95,877.21

Fees on Weight and Measure

601

              10,935.00

Permit Fees

605

            178,847.76

Registration Fees

606

              80,278.90

Other Permit and Licenses

608

            239,221.20

Afiliation Fees

611

              11,538.80

Clearance and Certification Fees

613

            274,915.00

Income from Cemetery Operations

633

            118,011.25

Income from Markets

636

              67,700.00

Income from Transportation System

638

                3,000.00

Rent Income

642

            144,991.96

Interest Income

664

              28,513.88

Internal Revenue Collections

665

       36,998,577.00

Share from Tobacco Excise Tax

671

              70,065.00

Miscellaneous Income 

678

              48,618.08

TOTAL

    39,495,368.65

 Personal Services

            CY 2012 expenses for Personal Services are the following:

Account Title

Acct. Code

2012

Salaries and Wages-Regular

701

       13,098,191.33

Salaries and Wages-Others

705

            162,928.90

Personnel Economic Relief Allowance (PERA)

711

         1,397,818.16

Representation Allowance (RA)

713

            991,200.00

Transportation Allowance (TA)

714

            739,200.00

Clothing Allowance

715

            236,000.00

Subsistence, Laundry and Quarter Allowance

716

            126,487.49

Productivity Incentive Allowance

717

              90,000.00

Hazard Pay

721

            123,836.70

Cash Gift

724

            292,500.00

Year End Bonus

725

         1,087,030.38

Life and Retirement Insurance Contributions

731

         1,477,301.28

Pag-ibig Contributions

732

              68,200.00

PHILHEALTH Contributions

733

            142,000.00

ECC  Contributions

734

              63,503.14

Terminal  Leave Benefits

742

            657,029.05

Other Personal Benefits

749

         1,480,391.07

TOTAL

 

     22,233,617.50

Maintenance and Other Operating Expenses

          CY 2012 expenses for Maintenance and Other Operating expenses are the following:

Account Title

Acct. Code

2012

Travelling Expenses-Local

751

        74,075.26

Training Expenses

753

        39,995.86

Office Supplies Expenses

755

        57,797.61

Accountable Forms Expenses

756

        28,066.98

Medical, Dental and Laboratory Supplies Expenses

760

        33,995.09

Other Supplies Expenses

765

        58,284.82

Electricity Expenses

767

        34,220.12

Postage and Deliveries

771

        49,507.49

Membership Dues and Contribution  to Organizations

778

        34,277.10

Advertising Expenses

780

        47,750.00

Representation Expenses

783

      285,254.00

Auditing Services

792

        60,000.00

Repairs and Maintenance-Office Equipment

821

        52,429.46

Repairs and Maintenance-Motor Vehicle

841

        25,672.82

Repair and Maintenance-Other Transportation Equipt

848

        61,930.28

Depreciation-Office Building

911

      101,286.40

Depreciation-Hospitals and Health Centers

913

        28,328.64

Depreciation-Markets and Slaughterhouses

914

        40,372.20

Depreciation-Other Structures

915

        17,241.84

Depreciation-Office Equipment

921

      219,183.32

Depreciation-Furniture and Fixtures

922

      112,086.60

Depreciation-IT Equipment

923

      228,918.36

Depreciation-Communication Equipment

929

        43,956.48

Depreciation-Construction and Heavy Equipment

930

      215,928.26

Depreciation-Technical and Scientific Equipment

936

589.08

Depreciation-Other Machinery & Equipment

940

          4,736.33

Depreciation-Motor Vehicles

941

      228,364.25

Other Transportation Equipment

948

      272,938.08

Depreciation-Other Property, Plant and Equipment

950

          1,215.00

Other Maintenance and Operating Expenses

969

   9,225,985.36

TOTAL EXPENSES

13,484,387.09

 

      • Final and Preliminary Trial Balance – are statements used to show that the Debits and Credits in a double-entry bookkeeping ledger are equal.
      • Statement of Income & Expenditures – this statement shows the income received (total income) and expenditures during the year. It is the result of operation which is a Net Income.
      • Balance Sheet – This statement shows the Agency’s assets (Properties Owned), liabilities (obligations) and Equity (Capital Investments). This is also show the capability and stability of the agency/municipality to meet its obligations.
      • Statement of Cash Flows – This statement shows the movement of cash. This will show how cash inflows such collections, other cash received, withdrawals from the depository banks and cash outflows such as disbursements, purchases, deposits to depository banks. This statement is a reconciliation of the cash-beginning balance and cash –ending balance.

 

ANNUAL ACCOMPLISHMENT REPORT, 2011
For the calendar year 2011, the accounting office has the following accomplishments:

          • All financial obligations incurred during the year were all properly recorded in the different record books such as journals, ledgers among others.
          • All statements for all remittances such as GSIS premiums/loan repayments, Pag-ibig Mutual fund premiums/loans repayments, Phil health premiums among others were prepared, paid and recorded in the proper book of records.
          • The monthly financial statements were prepared and submitted to the office of the Mayor, Sangguniang Bayan, COA among others likewise the Year End Financial Report was prepared and submitted respectively as mandated by law.
          • The Mayor’s office, Sangguniang Bayan among others was appraised on the financial standing of the municipality.

ANNUAL ACCOMPLISHMENT REPORT, 2010
For the calendar year 2010, the accounting office has the following accomplishments:

          • All financial obligations incurred during the year were all properly recorded in the different record books such as journals, ledgers among others.
          • All statements for all remittances such as GSIS premiums/loan repayments, Pag-ibig Mutual fund premiums/loans repayments, Phil health premiums among others were prepared, paid and recorded in the proper book of records.
          • The monthly financial statements were prepared and submitted to the office of the Mayor, Sangguniang Bayan, COA among others likewise the Year End Financial Report was prepared and submitted respectively as mandated by law.
          • The Mayor’s office, Sangguniang Bayan among others was appraised on the financial standing of the municipality.

 

Copyright © 2012. All Rights Reserved.