AnnexM

Entity Letterhead

STATEMENT OF MANAGEMENT'S RESPONSIBILITY

FOR FINANCIAL STATEMENTS

The Management of the (Name of Entity) is responsible for the preparation of the
fmancial statements as at , including the additional components attached
thereto in accordance with the prescribed fmancial reporting framework indicated therein.
The responsibility includes designing and implementing internal controls relevant to the
preparation and fair presentation of fmancial statements that are free from material
statement whether due to fraud or error, selecting and applying appropriate accounting
policies and making accounting estimates that are reasonable in the circumstances.

The Board of Directors reviews and approves the fmancial statements before such
statements are issued to the regulators, creditors and other users.

The Commission on Audit has audited the fmancial statements of the m

accordance with the Philippine Public Sector Standards on Auditing and has expressed
its opinion on the fairness of presentation upon completion of such audit, in its report to
the Board of Directors.

··~
Chairman of the Board

Date Signed

Chief, Comptroller President and CEO I

Authorized Representative

Date Signed Date Signed

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220
 Annex N

BUDGET UTILIZATION REQUEST AND STATUS Serial No.:

Date
Entity Name Fund

Payee

Office

Address

Responsibility Object CodeJ

Particulars Project Amount
Center Expenditures

Total
A. Certified: Charges to budget necessary, lawful B. I Certified: Budget available and utilized for
and under my direct supervision; and supporting the purpose/adjustment necessary as
documents valid, proper and legal indicated above

Signature : Signature
I

Printed Name:
~/ Printed Name:

Position Position :
Head, Budget Unit/Authorized
Head, Requesting Unit/Authorized Representative
Representative
Date Date

c. STATUS OF UTILIZATION
Reference Amount
Balances
Utilization Payable Payment
Date Particulars BURS/JEV/RCI No. Utilization Payable
(a) (b) (c) (a-b) (b-e)

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221

BUDGET UTILIZATION REQUEST AND STATUS
(BURS)
A. This form shall be used by the Requesting/
Originating Offices in the utilization of their
approved budget allocations.
B. It shall be accomplished as follows:
l. Serial No. - number assigned to the BURS by
the Budget Division/Unit, as follows:
0 00
OO--QTOOO--OTO--QT._
_ _ __..., Serial number (one series
I per fund for each year)
Month
Year
Expenditure Class
0 I - Personnel Services
02 -Maintenance & Other
Operating Expenses
03 - Financial Expense
04 - Direct Costs
06 - Capital Outlays
2. Date - date of receipt
3. F und - the fund name in accordance with the
law that created the fund and/or as assigned by
the GC in which the budget utilization is to be
charged
NOTE: Items 1-3 shall be accomplished by the
Budget Division/Unit upon receipt of contracts,
purchase orders, claim vouchers and other
supporting documents
4. Entity Name - name of the GC/entity
5. Payee- name of payee or creditor
6. Office/Address - name of the office/address of
payee/creditor
7. Responsibility Center - code of the cost
center where expenses shall be charged
8. Particulars - brief description of the utilization
requested for
9. P roject - project as shown in the Approved
Budget
I 0. Object Code/Expenditures - the object code
II. Amount - amount of utilization
NOTE: Items 4 to II shall be accomplished by the Head
of Requesting Office/Authorized Representative
upon submission of claim based on the Approved
Budget received from the Budget Division/Unit.
AnnexN
INSTRUCTIONS
C. The three sections of the BURS shall be
accomplished as follows:
Box A - Certification by the Head of Requesting
Office/Authorized Representative that legality of
charges to the responsibility center are proper, and
necessary under his/her direct supervision.
Box B - Certification by the Head of Budget
Division/Unit/Authorized Representative that
budget is available for utilization.
Box C - Status of Utilization. It shall serve as the
subsidiary ledger for budget utilizations to be
maintained by the Budget Division/Unit.
Budget utilizations shall be posted in the
Utilization Column based on BURS issued.
NBURSA shall be issued to the Budget
Division/Unit by the Accounting Division/Unit for
any correction made in the BURS, as the basis of
the Budget Division/Unit in effecting adjustment in
the RBUD. Services rendered/goods delivered per
Inspection and Acceptance Report (IAR) shall be
posted in the Payable Column based on JEV
drawn. Amount of expenses paid shall be posted in
the Payment Column based on JEV drawn.
;~
After every transaction, pencil footing shall be
made to determine available balance. At the end of
the month, each column shall be footed to arrive at
the balances. Any excess utilization shall be
adjusted (negative entry) in the Section C of the
BURS and recorded in the RBUD.
D. BURS which have been fully liquidated or with zero
balances shall be filed separately from those with
balances.
E. New BURS shall be prepared/ issued for additional
utilization.
F. This form shall be prepared in three (3) copies to be
distributed as follows:
Original Budget Division/Unit (as SL)
Copy2 to be attached to the DV
Copy3 Accounting Division/Unit
(
222
 Annex 0 -1

REGISTRY OF BUDGET, UTILIZATION AND DISBURSEMENTS

PERSONNEL SERVICES
For the year _____________

Entity Name : - - - - - - - - - - --
Fund Sheet No.: - - - - - - - - -

Reference
Object Code/ Unutilizcd
Date Budgeted Amount Utilization Disbursements Unpaid Utilization
Expenditures Budgeted Amount
Date Serial N wnber
..
~~
1\

223
(
 Annex 0-1

REGISTRY OF BUDGET, UTILIZATION AND DISBURSEMENTS

PERSONNEL SERVICES
(RBUDPS)

INSTRUCTIONS

A. This registry shall be maintained by the Budget Division/Unit of each entity by fund for Personnel
Services.

B. This form shall be accomplished as follows:

I. For the year- the year covered by the registry

2. Entity Name- name of the GC/entity
3. Fund -the fund name in accordance with the law that created the fund and/or as assigned by
the GC.
4. Sheet No. - sheet number which shall be one series per year
5. Date- the date of recording/posting
6. Reference Date- the date of the reference documents
7. Reference Serial No. -the serial number of the BURS/RCIINBURSA/JEV
8. Object Code/Expenditures- the object code
9. Budgeted Amount- the amount of approved budget and any supplemental/ additional budget as of a
given date
10. Utilization - the amount of utilized budget/commitment made based on the approved BURS

itt:
supported by pertinent documents
11. Unutilized Budgeted Amount - the amount of budget still available for utilization (Budgeted
Amount less Utilization)
12. Disbursements- the actual amount paid based on the R A (if any) and JEV
13. Unpaid Utilization- balance of budget utilization for s s rendered but not yet paid (Utilization
less Disbursements)

C. Separate registry shall be maintained for overdraft/utilizations incurred in excess of budgeted amount.

224
 Annex 0-2

REGISTRY OF BUDGET, UTD.-IZATION AND DISBURSEMENTS

MAINTENANCE AND OTHER OPERATING EXPENSES
For the year _ _ _ _ _ _ __

Entity N a m e : - - - - - - - - - - - -
Fund Sheet N().

Reference
Object Code/ Unutiliztd
Date Budgeted Amount Utilization Disbunements Unpaid Utilization
Expenditures Budgeted Amount
Date Serial Number

-~ ~ .
\..
\

225
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 Annex0-2

REGISTRY OF BUDGET, UTILIZATION AND DISBURSEMENTS

MAINTENANCE AND OTHER OPERATING EXPENSES
(RBUDMOOE)

INSTRUCTIONS

A. This registry shall be maintained by the Budget Division/Unit of each entity by fund for Maintenance and
Other Operating Expenses.

B. This form shall be accomplished as follows:

I. For the year- the year covered by the registry

2. Entity Name- name of the GC/entity
3. Fund- the fund name in accordance with the law that created the fund and/or as assigned by
theGC
4. Sheet No. - sheet number which shall be one series per year
5. Date - the date of recording/posting
6. Reference Date- the date of the reference documents
7. Reference Serial No. - the serial number of the BURS/RCIIRADAIIRTRAI/ NBURSA/JEV
8. Object Code/Expenditures- the object code
9. Budgeted Amount- the amount of approved budget and any supplementaVadditional budget as of a
given date
10. Utilization - the amount of utilized budget/commitment made based on the approved BURS
supported by pertinent documents ~
11. Unutilized Budgeted Amount - the amount. <:>f b get still available for utilization (Budgeted
Amount less Utilization)
12. Disbursement-the actual amount paid based o CI, ADA (if any) and JEV
13. Unpaid Utilization- balance of budget utilization for goods delivered or services rendered but not
yet paid (Utilization less Disbursements)

C. Separate registry shall be maintained for overdraft/utilizations incurred in excess of budgeted amount.

226
 Annex 0-3

REGISTRY OF BUDGET, UTILIZATION AND DISBURSEMENTS

FINANCIAL EXPENSES
For the year _ _ _ _ _ _ __

Entity N a m e : - - - - - - - - - - - -
Fund Sheet No.

Reference
Object Code/ Unutilized
Date Budgeted Amount Utilization Disbursements Unpaid Utilization
Expenditures Budgeted Amount
Date Serial Number

•
~~ .
\........
\._

227
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 Annex 0 -3

REGISTRY OF BUDGET, UTILIZATION AND DISBURSEMENTS

FINANCIAL EXPENSES
(RBUDFE)

INSTRUCTIONS

A. This registry shall be maintained by the Budget Division/Unit of each entity by fund for Financial
Expenses.

B. This form shall be accomplished as follows:

1. For the year- the year covered by the registry

2. Entity Name- name of the GC/entity
3. Fund- the fund name in accordance with the law that created the fund and/or as assigned by
the GC.
4. Sheet No. -sheet number which shall be one series per year
5. Date- the date of recording/posting
6. Reference Date - the date of the reference documents
7. Reference Serial No.- the serial number of the BURS/RCIINBURSA/JEV
8. Object Code/Expenditures- the object code
9. Budgeted Amount- the amount of approved budget and any supplementaV additional budget as of a
given date

supported by pertinent documents 'i:

10. Utilization - the amount of utilized budget/commitment made based on the approved BURS

11. Unutilized Budgeted Amount - the amount of bud et still available for utilization (Budgeted
Amount less Utilization)
12. Disbursement- the actual amount paid based on the RC , ADA (if any) and JEV
13. Unpaid Utilization- balance of budget utilization for expenses incurred but not yet paid (Utilization
less Disbursements)

C. Separate registry shall be maintained for overdraft/utilizations incurred in excess of budgeted amount.

228
 Annex 0 -4

REGISTRY OF BUDGET, UTILIZATION AND DISBURSEMENTS

CAPITAL OUTLAY
For the y e a r - - - - - - - -

Entity Name: - - - -- - - - - - - -
Fund Sheet No.

Reference
Object Code/ Unutilized
Date Budgeted Amount Utilization Disbursements Unpaid Utilization
Expenditures Budgeted Amount
Date Serial Number

e< -
?"""'.
~

""-

229
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 Annex 0-4

REGISTRY OF BUDGET, UTILIZATION AND DISBURSEMENTS

CAPITAL OUTLAY
{RBUDCO)

INSTRUCTIONS

A. This registry shall be maintained by the Budget Division/Unit of each entity by fund for Capital Outlay.

B. This form shall be accomplished as follows:

1. For the year- the year covered by the registry

2. Entity Name- name of the GC/entity
3. Fund -the fund name in accordance with the law that created the fund and/or as assigned by the GC
4. Sheet No.- sheet number which shall be one series per year
5. Date- the date of recording/posting
6. Reference Date- the date of the reference documents
7. Reference Serial No.- the serial number of the BURS/RCIINBURSA/JEV
8. Object Code/Expenditures - the object code
9. Budgeted Amount- the amount of approved budget and any supplementaU additional budget as of a
given date
I 0. Utilization - the amount of utilized budget/commitment made based on the approved BURS
supported by pertinent documents
11. Unutilized Budgeted Amount - the amount of budget still available for utilization (Budgeted
Amount less Utilization) ~
12. Disbursement- the actual amount paid base o he RCI, ADA (if any) and JEV
13. Unpaid Utilization- balance of budget uti! n for goods delivered but not yet paid (Utilization
less Disbursements)

C. Separate registry shall be maintained for overdraft/utilizations incurred in excess of budgeted amount.

230
 Annex P

NOTICE OF BUDGET UTILIZATION REQUEST AND NBURSANo.:

STATUS ADJUSTMENT Date:
Fund :
Entity Name

For: The Head:

Budget Division/Unit

0 Please adjust BURS No. dated

due to the following changes:

DResponsibility Center to
D Particulars to
DProject to
DAccount Code to
D Amount toP
D JEVNo.
Please adjust RBUD for excess/under utilization per attached
dated

fLJ ~
Prepared by: Approved by:
.
Accounting Staff-in-Charge Chief Accountant/Head of Accounting Unit

~ Certified Correct: ~ Verified by:

Head of the Requesting UnitJAuthorized

Representative
~
Head ofthe Budget/Authorized Representative

23 1
 AnnexP

NOTICE OF BUDGET UTILIZATION REQUEST AND STATUS ADJUSTMENT

(NBURSA)

INSTRUCTIONS

A. This form shall be used by the Accounting Unit to adjust excess/under utilization. The Accounting Staff-
in-Charge shall put a check mark in every respective item where the adjustments are attributable to.

B. This form shall be accomplished as follows:

l. Entity Name- the name of the GC /entity

2. NBURSA No.- the number assigned by the Budget Division/Unit to the NBURSA
3. Date- date of the receipt
4. Fund - the fund name in accordance with the law that created the fund and/or as assigned by
the GC in which the budget utilization is to be charged
5. BURS No.- the BURS number that needs to be adjusted
6. Dated- the date of the BURS that is to be adjusted
7. Responsibility Center to- the new/adjusted responsibility center of the BURS
8. Particulars to- the change in the nature of the expenditures indicated in the BURS to be adjusted
9. Project to- the project code
10. Account Code to- the object code attributable to the change in the particulars in the BURS to be
adjusted
11 . Amount to P -the amount of the adjustment of the expenditure
12. JEV No. - the serial number of the journal entry voucher made to adjust excess/under utilization
13. Dated - date of the JEV

C. It shall be approved by the Chief Accountant/Head of Accounting Division/Unit.

D. The Head of the Requesting Office or his/her Aut-h~r·zedepresentative shall afftx his/her signature over
printed name to certify that the adjustment is nece o correct the charges in the BURS in the section
C of the NBURSA.

E. The Head of Budget Division/Unit or his/her Authorized Representative shall affix his/her signature over
printed name to conform to the adjustment made.

F. This form shall be prepared in three (3) copies to be distributed as follows:

Original - Budget Division/Unit (as SL)

Copy 2 - COA Auditor, through the Accounting Division/
Unit, to be attached to the DV
Copy3 - Accounting Division/Unit

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232
,.

Annex Q

Fund :
Entity Name
Date :
DISBURSEMENT VOUCHER DVNo. :

Mode of
Payment
0 1\IDs Check O commercial Check D ADA O others (Please specify)

Payee TIN/Employee No.: ORS/BURS No.:

Add r ess
Responsibility
Particulars Project Amount
Center

Amount Due
~Certified: Expenses/Cash Advance necessary, lawful and incurred under my direct supervision.

Printed Name, Designation and Signature of Supervisor

I
B. Cer tified: C. jApproved for Payment

0 Cash available
0 Subject to Authority to Debit Account (when applicable)
D Supporting documents complete and amount claimed
proper
..
MJ /
Signature Signature ~ \~
Printed
Printed Name
Name

Position Position
Head, Accounting Unit/Authorized Representative Agency Head/Authorized Representative

Date Date

D. lReceipt of Payment JEV No.

Check/ Date: Bank Name & Account Number:
ADA No.:
Signature: Date: Printed Name: Date

Official Receipt No. & Date/Other Documents

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 Annex Q

DISBURSEMENT VOUCHER
(DV)

INSTRUCTIONS

A. The DV is a form used to pay an obligation to employees/individuals/agencies/creditors for goods

purchased or services rendered. It shall be prepared by the Requisitioning Unit. The Accounting
Division/Unit shall stamp on the face ofthis form the date of receipt from the requesting unit.

B. This form shall be accomplished as follows:

1. Entity Name - name of the GC/entity

2. Fund - the fund name in which the disbursement should be charged
3. Date- date of preparation of the DV
4. DV No. - number assigned to the DV by the Accounting Division/Unit. It shall be numbered as follows:
0000-00-0000
-~1- • ~~~~Number (one series for each year)

~ Year
5. Mode of Payment- put a check "V" mark in the appropriate box of the mode of payment (Commercial Check,
Others)
6. Payee- name of the payee/creditor
7. TIN/Employee No. -Tax Identification Number (TIN) of the claimant/Identification Number assigned by the
agency to the officer/employee
8. BURS No. - the serial number of the BURS supporting the DV
9. Address - address of the claimant
I 0. Particulars - brief description of the disbursement
11. Responsibility Center (Office/Unit/Project and Code) - the office/unit/project and code assigned to the cost
center where the disbursement shall be charged
12. Project - the project as shown in the approved budget
13. Amount - amountofclaim ~
14. Certified (Box A)- certification by the ·r sp nsible officer having direct supervision and knowledge of the facts
of the transaction. ~
15. Certified (Box B) - certification by ad of Accounting Unit or his/her authorized representative on the
availability of cash, on the completeness of the supporting documents and the propriety of the amount claimed.
The certifying officer shall affix his/her signature and indicate his/her name and position/designation,
and the date of signing on the spaces provided.
16. Approved for Payment (Box C)- approval by the Head of the government corporation or his/her Authorized
Representative on the payment covered by the DV.
The approving officer shall affix his/her signature and indicate his/her name and position/designation,
and the date of signing on the spaces provided.
17. Receipt of Payment (Box D) - acknowledgment by the claimant or his/her duly authorized representative for
the receipt of the check/cash and the date of receipt. The claimant/payee shall affix his/her signature on the
space provided and shall indicate the number and the date of the check. bank name and account number, and OR
number and date other relevant documents issued to acknowledge the receipt of payment
18. JEV No. and Date - number and date of the JEV covering the DV

C. The DVs shall be prepared in four (4) copies to be distributed as follows:

Original - COA, through Accounting Division/Unit together with the supporting

documents for submission to the Auditor for post audit
Copy2 - Cash Treasury/Unit
Copy3 - Accounting Division/Unit
Copy4 - Payee

( 234
 Annex R

JOURNAL ENTRY VOUCHER JEVNo.:

Entity Name : Date:

Fund:

ACCOUNTING ENTRIES
Responsibility
Center p Amount
Accounts and Explanation Account Code
Debit Credit

'

TOTAL
Prepared by: Certified Co~

Accounting Personnel Head, Accounting Unit

235
 AnnexR
l
JOURNAL ENTRY VOUCHER
(JEV)

INSTRUCTIONS
A. This form shall be used to record all transactions of the GCs, whether cash receipts, cash disbursements or
non-cash transactions. Accounting journal entries shall be reflected therein and it shall serve as the basis
for recording in the books of accounts.

B. This form shall be accomplished as follows:

1. Entity Name - name of the GC/entity

2. Fund -the fund name in accordance with the law that created the fund and/or as assigned by the GC
3. JEV No. -JEV number assigned by the Accounting Division/Unit. The numbering shall be as follows:

Serial Number (one series per year)

Month
Year
Fund Code

4. Date - date of the JEV preparation

5. Responsibility Center - code assigned to the cost/responsibility center
6. Accounts and Explanation- account titles and brief explanations of the transactions
7. Account Code - account code in accordance with the Revised Chart of Accounts
8. P - put a check""" mark to indicate posting to the Special/General Journal
9. Debit- total amount d eted *"
10. Credit- total amount ere e
11. Prepared by: - name a ature of the person who prepared the JEV
12. Certified Correct: - name and signature of the Head of the Accounting Unit certifying the
correctness of the entries in the JEV.

C. It shall be prepared in two (2) copies by the Accounting Division/Unit based on the transaction documents
presented and distributed as follows:

Original submitted to the COA Auditor together with the supporting

documents after recording in the journals for post audit
Copyl retained by the Accounting Division/Unit for file

236
 AnnexS

STATEMENT OF COMPARISON OF BUDGET AND ACTUAL AMOUNTS

(SCBAA)

INSTRUCTIONS

A. The SCBAA shall be prepared by the Budget/Division Unit of the GC based on the Corporate Operating
Budget (COB), Registries of Budget Utilizations and Disbursements (RBUDs) and all other supporting
documents. It shall be prepared as a separate financial statement.

B. The SCBAA shall be prepared/accomplished by the Budget Division/Unit, in coordination with the
Accounting Division/Unit, as follows;

1. "Particulars" (Column 1) shall indicate the line items for receipts (e.g., tax revenue, service and
business income, assistance and subsidy) and payments by expense class (e.g., personnel services,
maintenance and other operating expenses, capital outlay) with the number under the ''Notes" column,
which shall correspond to those shown in the Notes to Financial Statement prepared by the GC.

2. The "Receipts" portion of the SCBAA shall contain the various revenue and other receipts of the GC
showing the following:

a. For the "Budgeted Amounts" (Column 2) - "Original" (Column 2.1) portion, the approved
estimated revenue of the GC per major account based on the COB;
b. For the "Final" (Column 2.2) portion, the approved estimated revenue of the entity after
effecting necessary adjustments. In cases where there is no estimated revenue reflected on the
approved budget, the actual collections shall be considered as the estimated revenue (Final)
which shall be disclosed in the Notes to FS; and
c. For the "Actual Amounts on Comparable Basis" (Column 3), the collections received from
revenue transaction based on the Report of Collections and Deposits, Cash Receipts Register
(for GCs without complete set of books) and Credit Memorandum/Abstract of Deposit (data
provided by/sourced from the Accounting Division/Unit). Only those collections pertaining to
current year's revenue/income shall be considered.

3. The "Payments" portion of the SCBAA shall contain the expenditures of the GC classified into
Personnel Services, Maintenance and Other Operating Expenses, Capital Outlay, Financial Expenses
and other disbursements of the GC showing the following:

a. For the "Budgeted Amounts" (Column 2)- "Original" (Column 2.1) portion, the approved
estimated expenditures of the GC as reflected in the COB;
b. For the "Final" (Column 2.2) portion, the approved estimated expenditures of the GC after
effecting necessary adjustments; and
c. For the "Actual Amounts on Comparable ~asis" (Column 3), the actual
payments/disbursements posted in the RBUDs based o~~d_~ of Checks Issued (RCI),
Report of Disbursements and Journal Entry Vouchers ~~Q~~~~~~ents not recorded in the
RCI (data provided by/sourced from the Accounting Division/Unit), if any. Only
disbursements pertaining to current year's utilizations shall be considered.

4. The " Difference Final Budget and Actual" (Column 4) is accomplished by deducting from the "Final"
(Column 2.2) the "Actual Amounts on Comparable Basis" (Column 3) both in the "Receipts" and
" Payments" portion. The resulting difference shall be reconciled with the balances of the unutilized
budget and unpaid utilizations reflected in the RBUDs.

237 (
C. The Head of Budget Division/Unit shall sign in the "Certified Correct" portion of the SCBAA certifying
the correctness ofthe "Budgeted Amounts" columns.

D. The Head of Accounting Division/Unit shall verify the data on the "Actual Amounts" column and sign in
the "Certified Correct" portion.

E. The SCBAA shall be submitted by the Accounting Division/Unit to the Audit Team Leader, together with
the other financial statements and furn ishes one copy to Budget/ Division/Unit for fi le.

238