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Republic of the Philippines Document No.
: PM-QMS-001
DEPARTMENT OF EDUCATION Revision No.: 00
REGION 02
Effective Date:
PROCEDURE MANUAL Page No. : 1 of 8
TITLE Disbursement Management Process

SCOPE This process covers payment of obligations/expenditures incurred against the
fund agency for current operating expenditures, accounts payable for prior year’s
obligation, capital outlay, etc.
OBJECTIVE To ensure timely/efficient utilization and disbursement of fund.
Master Stamp: Controlled Stamp: The information contained in this document is a

property of the DepEd Region 02. It may not be
copied, reproduced, released to any third party,
or used in any other way without prior written
consent of the owner of this document.”
Activity Persons Responsible/Activity Details/Interface
Administrative Aide VI (AA VI) receives copies 1-4 of
approved DV, 1-5 copies of LDDAP-ADA ,copies 2-3 of ORS
Receive approved and SDs. Records in the logbook the date of receipt, DV
disbursement voucher Number, payee, particulars and amount.
with c
 FM DV
 FN ORS
 FM SDs
 FM-ADM Logbook
 FM – LDDAP-ADA
Issuance and preparation of AA VI checks completeness of signatories on the DV and issues

check check in three (3) copies.
 FM-ADM check
 FM-DV
Recording in the Administrative Officer I (AO I) retrieves from file the

ChADADRec CkADADRec maintained per bank account and records the
date, check number, LDDAP-ADA. Name of payee, nature of
payment and amount of the DV and indicates the new balance of
the NCA/bank account.
 FM-ADM ChADADRec
 FM-LDDAP-ADA
 FM-ADMIN check
Preparation of FinDES and AO I prepares FinDES and ACIC and forward copies of 1-3 of
ACIC check , copies 1-4 of DV, copies 2-3 of ORS and DSs to the
Administrative Officer V for review and signature

Republic of the Philippines Document No.: PM-QMS-001
REGION 02
Effective Date:
 FM-ADM FinDES
 FM-ADM ACIC
 FM-DV
 FM-ORS
Review and signing of Administrative Officer V (AO V) reviews the amount of check
check/LDDAP-ADA, against DVs, Bank Account No. reflected in the LDDAP-ADA
FinDES and ACIC against FinDES, and check no. against the ACIC.
 FM-ADM FinDES
 FM-ADM ACIC
 FM-DV
 FM-LDDAP-ADA
 FM-ADM check
Administrative Aide IV records in the logbook and releases to

Recording and releasing to the Office of the Regional Director copies of 1-3 of check,
the Director’s Office copies of 1-5 LDDAP-ADA, copies 1-4 of DVs copies 2-3 of
ORs, SDs, check, FinDES,
 FM-ADM FinDES
 FM-ADM ACIC
 FM-DV
 FM-LDDAP-ADA
 FM-ADM check
 FM-ORS
Regional Director signs check, FinDES and ACIC
Signing of check
 FM-ADM FinDES
/LDDAP-ADA, FinDES
 FM-ADM ACIC
and ACIC
 FM-LDDAP-ADA
 FM-ADM check
Recording and releasing to Administrative Assistant III records and releases to cash section
Copies of 1-3 of checks, copies of 1-5 LDDAP-ADA, copies of
Cash Section
1-4 DV, copies of 2-3 copies of ORS, copies of 2-3 FinDES,
copies of 1-3 ACIC

REGION 02
Effective Date:

REGION 02
Effective Date:

REGION 02
Effective Date:
 FM-ADM FinDES
 FM-ADM ACIC
 FM-LDDAP-ADA
 FM-ADM check
Administrative Officer I receives copies of 1-3 of check, copies

Receiving and checking of
1-4 of DV, copies 2-3 of ORS and SDs and checks completeness
completeness of signatures
of signatures in the check, FinDES and ACIC. Retrieves the
CkADARec and notes the return of the signed and countersigned
check.
 FM-ADM FinDES
 FM-ADM ACIC
 FM-LDDAP-ADA
 FM-ADM check
Submission of ACIC Administrative Officer V submits soft and hard copy of ACIC
and FinDES to AGDB
 FM-ADM FinDES
 FM-ADM ACIC
 FM-LDDAP-ADA
Administrative Aide IV releases the original check and copy of 4

Releasing of checks
of DV to the payee. Attaches OR/Invoice issued by
payee/claimant, and requires payee/claimant to sign on Box D of
the DV and Check , Registry/Logbook
 FM-ADM check
 FM-LDDAP-ADA
Monitoring
Continual Improvement

REGION 02
Effective Date:
Prepared by: Reviewed by:
LUVINA N. BAGO ATTY. JOSE MARIO M. MACARILAY

Documents & Records Control Custodian Deputy Quality Management Representative
Recommended by: Approved by:
LEONCIO P. LUMABAN, PhD ESTELA L. CARIÑO, EdD, CESO IV

Quality Management Representative OIC – Office of the Regional Director

REGION 02
Effective Date:


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Republic of the Philippines Document No.

TITLE Disbursement Management Process

Master Stamp: Controlled Stamp: The information contained in this document is a

Issuance and preparation of AA VI checks completeness of signatories on the DV and issues

Recording in the Administrative Officer I (AO I) retrieves from file the

Master Stamp: Controlled Stamp: The information contained in this document is a

Activity Persons Responsible/Activity Details/Interface

Administrative Aide IV records in the logbook and releases to

Master Stamp: Controlled Stamp: The information contained in this document is a

Master Stamp: Controlled Stamp: The information contained in this document is a

Master Stamp: Controlled Stamp: The information contained in this document is a

Activity Persons Responsible/Activity Details/Interface

Administrative Officer I receives copies of 1-3 of check, copies

Administrative Aide IV releases the original check and copy of 4

Master Stamp: Controlled Stamp: The information contained in this document is a

Prepared by: Reviewed by:

LUVINA N. BAGO ATTY. JOSE MARIO M. MACARILAY

LEONCIO P. LUMABAN, PhD ESTELA L. CARIÑO, EdD, CESO IV

Master Stamp: Controlled Stamp: The information contained in this document is a

Master Stamp: Controlled Stamp: The information contained in this document is a

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