BASIC CONTENTS

I. Internal Operations - USG College / Batch Treasurer Guidelines

A. Overview
1. Student Government Operational Fund
2. Student Government Depository Fund

B. General Guidelines
1. Fundraising Activities and Solicitations
1.1 Solicitation for Kada Uno
2. Process for Fundraising Activities
2.1 Face to Face Setting
2.2 Online Setting
3. Financial Book Reports
4. Specimen Signatures
5. Acknowledgement Letters and Honorarium
6. List of Expenses
7. Tax for Direct Payment Transaction
8. Other Reminders
9. Concessionaire Requisition Slips Guidelines
10. Order of Documents for Submission
II. External Operations - OTREAS

INTERNAL OPERATIONS – BATCH / COLLEGE TREASURER GUIDELINES

A. OVERVIEW

This is the money that the university, through S - L.I.F.E, gives

to the CSO organizations and Special Groups, usually amounting to
Operational Fund (OF) Php1,000.00. For the USG units, an annual budget of P397,187.00 is
given and budgeted by the Office of the Treasurer.

Along with SLIFE's Funds Held in Trust (FHIT), the depository

fund is part of the Working Fund, which is obtained from donations
Depository Fund (DF)
or fundraising activities such as Annual Recruitment Week,
solicitations, etc. which are deposited in the Accounting Office.

These are slips found on the Finance Table filled up by an

Requisition Slips organization in making any requisitions.

This is the form used by the organization’s treasurer when

Deposit Slip depositing cash or check in the Accounting Office.

This is the form used by the treasurer in withdrawing money

from its funds (Operational or Working Fund). There are always
Payment Requisition Slip
three copies for the PRS: white, green, and yellow, which are all used
(PRS)
only in the face-to-face set-up and thus will not be applicable in the
online setting.

It is a procedure where the treasurer withdraws cash from the

Depository Fund before the activity. It is to be used for projected
Cash Advance (CA)
expenses of the activity.

A procedure where the organization issues a check directed to

the establishment or to a person for the expenses to be incurred for a
Direct Payment (DP)
specific activity.

A post cash advance or direct payment procedure where the

treasurer will have to summarize the actual expense to which the
Liquidation (LQ)
withdrawn cash or check was used.

It is a procedure done when officers use personal money for

Reimbursement (RM) expenses incurred for an activity.

It is a procedure done when an organization avails of the

service/s of establishment/s and office/s operating in the campus.
Book Transfer (BT)
This is the transfer of funds from one account to another within the
university.
 It is a slip that the organization must fill up to request materials
Request for
or services from the Procurement Office. This form can be
Procurement on Service and
downloaded in a PDF file via Intranet.
Materials (RPSM)

This is the financial document used to report the revenues and

expenses that an organization has incurred during a fundraising
Income Statement (IS)
activity. This may be used as a substitute of the Summary of Expenses
Incurred.

Fundraising Activity Report This is a detailed report of the revenue and expenses that an
(FRA) organization has incurred during a fundraising activity.

This book will contain records of all cash inflows and outflows
during the school year. There are 4 separate sections in the book
Financial Record Book (FRB)
namely: Operational Fund, Depository Fund, Petty Cash Fund and
List of Expenses for each term in the same school year.

This is a sheet where treasurers log the list of expenses and all
Log Sheet the memos submitted to the finance team.

Summary of Expenses This is a financial document submitted to the Accounting Office

Incurred / List of attached to valid original receipts for liquidation of cash advance or
Expenses (LOE) reimbursement of expenses.

1. STUDENT GOVERNMENT OPERATIONAL FUND

This is the annual budget allocated by the University administration for the University Student Government,
which is used mostly for transactions within the university and cannot be carried over to the next school year.
This fund must be exhausted before using the Depository Fund.

Account Name: Student Government Operational Fund, Unit*

Account Number: 11004301

*Replace this with the name of the transacting unit

2. STUDENT GOVERNMENT DEPOSITORY FUND

This account contains all the collected solicited funds of the University Student Government and is shared by all
Executive Committee offices and Batch Student Governments.
 Account Numbers and Account Names Other Accounts

New BITUIN New BITUIN

Old Account Account
Account Account Name Account Account Name
Number Number
Number Number

Executive Board
600-532 62007801 600-678 621012701 Calamity Fund
(OPRES-OTREAS)

*Acct not yet De La Salle

Judiciary & University
600-778 62010701 600-647 included in
COMELEC Student
BITUIN system Cooperative

Centralized *Acct not yet

600-176 61013201 Scholarship and 600-989 included in Gawad Kalinga
Allowance Fund BITUIN system

Student *Acct not yet

STRATCOM *For
6060-286 62001501 Government 600-862-524 included in
FRAs
Allowance Fund BITUIN system

Student
*Acct not yet
Appropriations Government
600-679 62010101 600-845 included in
Fund Centralized
BITUIN system Lockers Fund

Business and
*Acct not yet
University Vision Economics
6060-286 61004901 600-862 included in
Mission Week Convention for
BITUIN system Students

N/A 62001501 SC Loan Program

Colleges

Old Account
New BITUIN Account Number Account Name
Number

600-252 62005201 College of Liberal Arts

600-680 62010201 School of Economics

 600-534 62008001 College of Business

600-535 62008101 College of Education

600-536 62008201 College of Science

600-537 62008301 College of Computer Studies

600-538 62008401 Gokongwei College of Engineering

B. GENERAL GUIDELINES

1. FUNDRAISING ACTIVITIES AND SOLICITATIONS

A USG unit is allowed a maximum of 3 Fund Raising Activities for the whole year. If the net profit at the end
of activity is less than PhP 5,000, the activity will not be counted as an FRA; hence, an FRA Report will no longer
be prepared. However, the unit must still log the deposit slips in the eFRB logger. For solicitations, follow the
Deposit Transaction guidelines below. Prepare a google sheet or excel file that will summarize all the deposits for
a solicitation in order to have a document that would account for all the deposits. There is no template for this.
Merely include the Official Receipt Number, the date it was submitted to OTREAS, if given separately, and
address this to OTREAS. One copy will do.

Before submitting the documents to S-LIFE for the FRA, submit the Activity Approval Form together with the
project proposal including the budget proposal signed by the USG Executive Treasurer. In the case of
solicitation/sponsorship activities, all solicitation/sponsorship letters shall be noted by and signed by the USG
Executive Treasurer. The Sponsorship packages, and list of sponsors to be contacted should always be attached.

Within one week after the project, submit a PDF copy of the fund-raising activity report indicating
the actual expenses incurred, actual income raised and the breakdown of donations/sponsorships if applicable.
Include the pertinent documents such as the official receipts for the expenses and the receipt of deposit of the
income raised.

Further guidelines are found in the Student Activities Manual.

Important points to remember:
- Payment to STRATCOM when using trademarked logos, phrases etc.
- Include the payment in the projected expenses portion.
- Always have a document that would summarize the proceeds for FRA. With this, attach/cite
the appropriate official receipt numbers as well as the proof of transaction when these were
submitted.

2. PROCESS FOR FUND RAISING ACTIVITIES

2.1 Face to Face Setting
1. Have the proper pre-activity requirements approved.

2. Once approved, request for acknowledgement receipts from the OTREAS table. Log the request on the
Acknowledgment Receipt logger.

3. Receipt guidelines.
a. Let the buyer sign and indicate their name and contact number.
 b. Only the finance associates and electeds are allowed to sign on the approved by blank.
c. Keep the yellow copies, to be surrendered to OTREAS during the submission of the post-
activity requirements.

4. Prepare a deposit slip for payment to STRATCOM. Have the deposit slip signed by the Executive
Treasurer or authorized signatories. any Finance Officer from OTREAS.

5. Deposit payment to STRATCOM (600-989) directly to accounting.

6. Prepare the income statements and list of expenses, as needed.
● Payment to STRATCOM will be listed as an expense.

7. Include the YELLOW COPY OF THE RECEIPT AND THE DEPOSIT SLIP in the FRA documents for
submission.
8. Submit the FRA report, receipts, and income statement to the OTREAS table.
● NOTE: THIS PROCESS IS NOT YET FINAL. UPDATES WILL BE GIVEN AS SOON AS IT HAS
BEEN FINALIZED.

2.2 Online Setting

1. The assigned unit representative will fill up the Fund-Raising Activity Report.
● Note: There is no need to create an Income Statement.
● The FRA Documents are:
i. FRA Report
ii. Approved Deposit Slip from OTREAS
iii. Screenshot of the email thread (until the acknowledgement of OTREAS regarding the
email sent to the accounting office)
iv. Acceptance letter of COSCA of the unit and & NGO partner
v. Approve Memorandum of Agreement
vi. Approved A-Form
vii. Complied confirmation receipts/deposit slips in one zipped file
● FRA Report Submission: https://bit.ly/FRAreport2122
● eFRB Logger: https://bit.ly/eFRB2122

2. The assigned unit representative will send an email (signed PDF document with date) to the Project
Head asking for the approval and e-signature with the date of the respective process.
● Make sure that the files needed are attached in the email thread.
● The email subject and file name must be Unit Name_Event Title_FRA Report, with Unit Name
and Event Title being changed accordingly.
● The email body should only contain the request for approval. No need to include the table in the
body.
● There should be TWO (2) ATTACHMENTS in the email:
i. 1 PDF Document only with the compiled documents needed in order
ii. 1 Zipped file of the compiled confirmation receipts/deposit slips
3. The Project Head will reply to the email thread by placing his/her/their e-signature, as well as date
when it was signed, to the document. The Project Head must attach the file and send a reply to the
email that he/she/they approved the document.
4. The College President will reply to the email thread by placing his/her/their e-signature, as well as
date when it was signed, to the document. The College President must attach the file and send a reply
to the email that he/she/they approved the document.

5. The requestor will submit the compiled FRA documents to the link: https://bit.ly/FRAreport2122 and
log the deposit slips in the eFRB Logger: https://bit.ly/eFRB2122.
● Once the documents have been logged and are ready for checking, forward the email to the
following:
Email it to the following:
[email protected]
Remember to CC the following:
[email protected]
[email protected]
 [email protected]
Please also CC the EB or the college president depending on your cluster.

6. An OTREAS checker will respond to the EMAIL THREAD which will contain the OTREAS Tracking
Number (OTN) and audited documents.
● NOTE: DO NOT FORGET TO ACKNOWLEDGE THE RECEIPT OF THE OTN AND
DOCUMENT.

7. In cases that the process is pended, you will receive the comments through the email thread and the
requester should resubmit the documents again for approval of the Project Head and the College
President. This is to ensure that they are aware that the process got pended. There will be no
countersigns needed, just an email approval. After that, forward the email again to the OTREAS.

3. FINANCIAL BOOKS AND REPORTS

Each University Student Government unit must submit the following documents to the Office of the Executive
Treasurer.

1. TERM-END REPORTS
This must be in one PDF file with a compilation of the following:
a. Financial Record Book Cover
b. Financial Record Book (eFRB) – Depository Fund
c. Financial Record Book (eFRB) – Operational Fund
i. The eFRB should only include ALL PROCESSED TRANSACTIONS during the
term.
ii. These documents will be used by: the Office of the Executive Treasurer, and
Commission on Audit.
iii. Deadline for this will be announced at a later date near the end of the term.
*this applies to b and c only
d. Income Statement for the term
e. The PDF copy is needed for each turnover document, all of which contain original signatures,
which can only be signed by the people indicated in the turnover documents. (this is submitted
at the end of the 3rd term)

2. MONTHLY REPORTS
This must be in one PDF file with a compilation of the following:
a. Monthly Record Book Cover
b. Monthly Financial Report
c. Income Statement for the month

NOTE: NON-COMPLIANCE WILL RESULT TO THE FREEZING OF THE UNIT’S ACCOUNT FOR 2 WEEKS.

4. SPECIMEN SIGNATURES
1. Each USG unit will be asked to submit the specimen signatures of the officers who are authorized to
process financial documents after they have successfully passed the Treasurers’ Exam. Likewise, the
elected officers of each unit must also submit their specimen signatures.

2. Immediately notify OTREAS regarding changes in the signatories or Treasurer of the unit and update
the contact details. Failure to do so will deem the unit liable for any information lost throughout the
course of such action.
3. Only the signatories submitted in the specimen signatures will be honored.

5. ACKNOWLEDGMENT LETTERS AND HONORARIUMS

NOT FOR FRA ACTIVITIES
1. Acknowledgement letters and honorariums can only have a maximum amount of PhP 10,000.00.
 2. Acknowledgement Letters should be computerized, received by the payee/s, and noted by the
Organization President or Head of USG unit.

3. Acknowledgement Letters will only be accepted should the establishment be not able to produce a
sales invoice, official receipt or cash receipt.

4. A photocopy of the recipient’s valid ID with signature should be included in the transaction upon
submission.

6. LIST OF EXPENSES
This document should ALWAYS be submitted along with the finance transaction, given that the activity incurs
expenses. Provide a PDF copy together with the needed documents depending on the type of transaction.
However, if the activity does not have expenses, use the No Expense form. Provide a PDF copy for each
transaction together with the approved A-Form.

The templates for all the requirements above are in the google drive folder provided to the Treasurers.

7. TAX FOR DIRECT PAYMENT TRANSACTIONS

1. INCLUSION OR EXCLUSION OF WITHHOLDING TAX for Direct Payments should always be
stated in the Billing Statement and/or Formal Quotation, and MOA.
2. Ensure that the Billing Statement and/or Formal Quotation, and MOA shall include detailed
breakdown or computation of the amount due. (VAT, Withholding, etc.)

3. The following are the withholding tax rates:

a. Supplies: 1%
b. Services: 2%
c. Rentals: 5%
d. Professional (with Certification):
i. 10% - Annual Income below Php 720,000.00
ii. 15% - Annual Income above Php 720,000.00
*If the transaction falls under two categories, the higher rate will be applied

8. OTHER REMINDERS
● Official receipts for expenses SHOULD be named under: De La Salle University Inc. with
complete address of 2401 Taft Ave., Malate, Manila and Taxpayer Identification Number (TIN):
000-755-743-000.
● Non-compliance will not be processed, c/o the accounting office.
● The PRS number will be given by the accounting office upon submission. Furthermore, remember these
numbers for inquiries.
● Follow a 2 week plus/minus transaction lead time from the date of the activity. Cash Advances and Direct
Payments are to be made two weeks BEFORE the activity while reimbursements are to be made 2 weeks
AT THE LATEST after the activity.
● FOR TRANSACTIONS PAYABLE TO STUDENTS, state the student’s FULL NAME (First name,
middle name and last name) and ID NUMBER.
● Exhaust the Operational Fund FIRST.
● Be Frugal.
● ALL Elected and Appointed Officers of the University Student Government are liable for the finances of
their respective unit.
● Only the treasurers are to attend the Treasurer’s Assembly meetings and be part of the Treasurer’s
Assembly FB group, apart from the college treasurer.
● Be familiar with the email thread approval. This is important when submitting to the accounting office.
● For change of payee and cancellation of check, check the Student Activities Manual for guidelines.

A. Forms, Documents and Memo Templates

1. Payment Requisition Slip

The Payment Requisition Slip (PRS) is provided through the chart below. The other templates are all found in
Google Drive. This will be shared to all the treasurers. Leave the PRS number on the chart blank. This will
be given by the accounting office upon processing.

EMAIL SUBJECT: Payee Name - Type of Process (Event Title)

OPTIONS:
Open Petty Cash Fund, Petty Cash Replenishment, Liquidation of Cash Advance, Unliquidated of Cash Advance,
Honorarium/Professional Fee/Concessioners, Process Payment and Request for Payment: Others
· Letter: Solicitations and Sponsorships Invoice Billing Statement – Organization
· Procurement Payment: Organization
· PR Request: Organization (Procurement Request)

DATE October 7, 2021

*Organization/Unit (New BITUIN Account Number)*
ACCOUNT NAME
Example: La Salle Computer Society (LSCS) (62005001)
NEW ACCOUNT CODE 11-1-03-12-046-00000-*NEW ACCT BITUIN NUMBER*-4-62-00-
COMBINATION *GL CODE OF EXPENSE*-00-0000-0000
GL NAME 210303026 - FHIT - FOOD AND MEALS
PAYEE NAME LHEA E. SAQUILAYAN (10212021)
NAME:
BANK NAME:
BANK ACCOUNT NAME:
BANK DETAILS
BANK ACCOUNT NUMBER:
BANK ADDRESS:
HOME ADDRESS:
DESCRIPTION / PURPOSE / Direct Payment for the expenses incurred LEAD 2021 held last
REMARKS October 23, 2021
AMOUNT PhP 2,500.00
NAME OF EXPENSE Food
INVOICE / RECEIPT # This part will be filled out by OTREAS or the accounting office.
FILL OUT THE PAYMENT REQUISITION SLIP ACCORDINGLY.

NOTE: KINDLY FILL OUT THE TABLE WITH THE NECESSARY INFORMATION. THE TEXT IN RED
MERELY SERVES AS AN EXAMPLE.

2. Student Procurement Form / Request for Procurement on Service and Materials

The Student Procurement Form (SPF) and Request for Procurement on Service and Materials (RPSM) is
provided through the chart below. For procurements that amount to less than or equal to PhP 50,000, the SPF
form will be utilized whereas procurements that have a total greater than PhP 50,000 will be following the RPSM
format. In addition, units must use the RPSM form whenever the procurement of services and materials are not
included in the accredited list of suppliers of the university (https://bit.ly/List_of_Accredited_Suppliers).

EMAIL SUBJECT: Payee Name - Type of Process (Event Title)

OPTIONS:

SPF, RPSM

SPF / RPSM
 Date of SPF / RPSM March 10, 2021

Requesting Unit DLSU-USG-SEG

Charged to Account
600-680
Number

Account Name SEG, School of Economics, Depository Fund

1. IS Store
Name of Establishment(s) 2. LM Store
3. AD Store

Description / Purpose/
Raffle Prizes for Awards Night
Remarks

Academic Year AY 2021-2022

1. 091234567890
Contact Number 2. 091234567890
3. 091234567890

Purchase Description Two iPhone 12 Pro Max 128 GB

1. Php 64,999.00
Unit Price 2. Php 60,999.00
3. Php 55,999.00

1. Php 129,998
Total Price 2. Php 121,998
3. Php 111,998

Remarks

Chosen Supplier IS Store

Justification The price offered by this supplier is cheaper than the others.

NOTE: KINDLY FILL OUT THE TABLE WITH THE NECESSARY INFORMATION. THE TEXT IN RED
MERELY SERVES AS AN EXAMPLE.

B. Transactions Done by Treasurers:

TRANSACTION
REQUIREMENTS PROCEDURE
TYPE

The Online Procedure for Cash

Advance can be accessed
● PRS
through:
CASH ADVANCE ● Cash Advance Memo
https://bit.ly/CashAdvance-21-
● Approved A-Form
22
 ● Cash Advance Liquidation Form
● COPY the TIN and amount
○ 1 original, 2 photocopies
○ Pasted receipts on paper. The Online Procedure for Cash
○ IF WITH remaining cash, ask Advance Liquidation can be
CASH ADVANCE
the Accounting Office accessed through:
LIQUIDATION (Window J) for the deposit https://bit.ly/CashLiquidation
slip for the excess cash from -21-22
the advanced money. Include
the yellow copy of the Official
Receipt in the document

SPF SPF
Goods/Services The Online Procedure for Direct
● PRS Payment for SPF can be
● Direct Payment Memo accessed through:
DIRECT PAYMENT https://bit.ly/SPFProcess-21-22
● List of Expenses
* highly recommended
● Approved SPF
● Delivery Receipt from Accredited
Supplier
● Approved A-Form

With RPSM
The Procedure for Direct
With RPSM Payment for RPSM can be
● PRS accessed through:
● Direct Payment Memo https://bit.ly/RPSMProcedure
● List of Expenses -21-22
● Billing Statement together with
scanned RPSM from
Procurement
● Approved A-Form Non RPSM
The Procedure for Direct
Non RPSM Payment for Non RPSM can be
● PRS accessed through:
● Direct Payment Memo https://bit.ly/PRSProcess-21-
● List of Expenses 22
● Billing Statement / Formal
Quotation
● Memorandum of Agreement
● Approved A-Form
 ● PRS
● Reimbursement Memo
● List of Expenses The Online Procedure for
REIMBURSEMENT *this ● Justification for late Reimbursement can be accessed
is not being reimbursement (to be applied if through:
implemented reimbursement did not occur on https://bit.ly/ReimbursementPr
the same term with the activity) ocess-21-22
● Official Receipt
● Approved A-Form

● PRS
● Booktransfer Memo
● List of Expenses
EXTERNAL BOOK ● Concessionaire Requisition Slip
● Billing Statement The Procedure for Online
TRANSFER External Book Transfer can be
● Approved A-Form
WITHIN THE accessed through:
UNIVERSITY https://bit.ly/PRSProcess-21-22
IF Book Transfer between
USG/CSO units,
● 1 set of the Memorandum of
Agreement

INTERNAL BOOK The Procedure for Online

● Booktransfer Memo
Internal Booktransfer for can be
TRANSFER ● List of Expenses
accessed through:
WITHIN THE USG ● Approved A-Form
https://bit.ly/PRSProcess-21-22

9. CONCESSIONAIRE REQUISITION SLIPS GUIDELINES

Before filing for a request with an order slip, prepare the required documents for an external booktransfer. Have
the USG Executive Treasurer or authorized signatories from OTREAS sign in Approved by section of the slip.

10. ORDER OF DOCUMENTS FOR SUBMISSION

Order of the documents when stapling and filing are written below. If the transaction does not require a certain
number, skip it. Example, if Cash Advance, the order of the documents will be 1-2-9.
1. Payment Requisition Slip
2. Transaction Memo
3. List of Expenses
4. Justification Letter
5. Official Receipts
a. Write out the TIN and amount of the receipt.
b. Indicate the page number for the receipts at the lower –right portion of the page. Base it with
the number indicated in the List of Expenses.
c. If this is a liquidation, follow the order of the receipts when written on the liquidation form.
Also, include the page number.
6. Billing Statement / Quotation
7. Order Slip
8. Other documents (Photocopies, etc.)
9. A-Form
Direct Payment is the recommended form of transaction. The check will be named directly to the company,
where the said company will be the one to collect the check from Window J. The official receipt will be exchanged
with the accounting office. “kaliwaan”

C. Memos and Letters

Letterhead
Transaction Type
This would depend on the amount of the transactions.
Details

All of the templates are found in the USG Finance Drive. It is

imperative that headers and footers/name of unit be
included in the letter.

D. Signatories

This will apply to both the letters and the Payment Requisition
Slip, the formatting as shown below. For the letter, all of the
signatories will be placed under “Thru:”.
 Batch / College Units

Budget
Amount in PhP Recommended by Endorsed by Approved by
Clearance

Php 100.01 – STUDENT LIFE

College President USG Treasurer -
10,000.00 Head

Php 10,000.01 – STUDENT LIFE Dean of Student

College President USG Treasurer
100,000.00 Head Affairs

STUDENT LIFE Vice President

Php 100,000.01 –
College President USG Treasurer Head & Dean of for Lasallian
500,000.00
Student Affairs Mission

Vice President
STUDENT LIFE for Lasallian
Php 500,000.01
College President USG Treasurer Head & Dean of Mission and
and above
Student Affairs President /
Chancellor

* Only the College Treasurer may sign on behalf of the College President.

Executive Units, COMELEC and Judiciary

Budget
Amount in PhP Recommended by Endorsed by Approved by
Clearance

Php 100.01 – STUDENT LIFE

USG Treasurer USG President -
10,000.00 Head

Php 10,000.01 – STUDENT LIFE Dean of Student

USG Treasurer USG President
100,000.00 Head Affairs

STUDENT
Vice President
Php 100,000.01 – LIFE Head &
USG Treasurer USG President for Lasallian
500,000.00 Dean of Student
Mission
Affairs
 Vice President
STUDENT
for Lasallian
Php 500,000.01 LIFE Head &
USG Treasurer USG President Mission and
and above Dean of Student
President /
Affairs
Chancellor

*Although COMELEC and Judiciary are not under the USG President, the USG as a whole is represented by the
USG President in the university, hence the endorsement.

DESIGNATION
USG Treasurer – Gabriel Caleb T. Chua
USG President – Ma. Giorgina C. Escoto
S-LIFE Director – Mr. Christopher E. Villanueva
Dean of Student Affairs – Dr. Christine Joy A. Ballada
Vice President for Lasallian Mission – Ms. Fritzie de Vera
President – Br. Bernard S. Oca, FSC

E. Finance Hierarchy and Treasurer Responsibilities

College Treasurer Responsibilities

a. Sign on behalf of the College President, when needed.
b. Monitor all of the transactions and disbursements of the College.
c. Be responsible for all the documentations of the college.
d. The College Treasurer is automatically part of OTREAS Finance, subsequently making the CT
answerable to the Office of the Executive Treasurer as its officer.
e. The College Treasurer will act as the Finance Head of the whole college, wherein all the batch
treasurers (if they exist) would be under the College Treasurer.

Batch Treasurer Responsibilities, or its counterpart

a. Would be in charge of the finance of the Batch Treasurer’s respective unit.
b. The Batch Treasurer would be part of the Finance Team of the College Treasurer.
c. The Batch Treasurer will be the ONLY recognized representative of the batch unit. However, the
Batch Treasurer may still have a finance team of a recommended 1 to 2 officers.

For the succeeding years, the College Treasurer will only be picked from the Finance Team of the previous
years. The eligible officers for the following year are the current college and batch treasurers and their
respective finance officers.
 EXTERNAL OPERATIONS – OTREAS
I. Documents Checking Guidelines
A. PPR and A-Forms
1. Check the balances if it reflects that of the Unit Balances Sheet.
2. Check the transactions / expenses to be incurred
3. Check the signatories for the profit and loss ratio.
4. Be particular on where the funds will be coming from.

B. Finance Transactions
1. Check that all the required documents are attached and signed by the required
signatories.
2. Check if the transaction fits within the 2-week plus/minus rule.
3. Check the logger if the transaction has been duly noted.
4. For official receipts:
- Check the amounts in the official receipts are equal to the amounts stated in the
memos.
- Make sure all receipts are valid.

II. Submission of Documents to Offices

A. Submissions: General Guidelines
FOR PENDED TRANSACTIONS
Revise the documents based on the suggestion of the Finance Team and re-log the transaction
in the required tracker.

SUBMISSION TO OFFICE: Student LIFE

All approved submissions for SPF and RPSM will be submitted by the OTREAS Finance Team
to SLIFE.

PPR / A-FORM SUBMISSIONS

1. Log using the PPR and A-FORM logger: https://bit.ly/PPR_AForm2122
● Make sure to upload the approved A-Form or the screenshot of the approval.
2. Counter-check the balances with the Unit Balances sheet.
3. Sign and comment if missing.

LIST OF EXPENSES
NO EXPENSES
1. Attach a copy of the signed PPR (optional) and A-Form for the activity.
2. Accomplish the No Expense LOE template.

WITH EXPENSES
1. On the letter, indicate the PRS. This can be submitted along with the transaction.

eFRB UPDATING FORM

This link (https://bit.ly/eFRB2122) would automatically create an entry into each unit’s
individual eFRBs. Input all pertinent information.
IF and WHEN a transaction is CANCELLED, PENDING, or anything as long as this was not
processed, resubmit the requirements based on the suggested revisions and re-log the
transaction in the eFRB logger sheet.
 FOR PROCESSED TRANSACTIONS
Just like the eFRB / Summary Sheet, each unit will have a sheet wherein only ALL PROCESSED
transactions will be recorded and shown. This is for transparency purposes only. Note that when
submitting the PPR, the sum of ALL TRANSACTIONS (not processed only) will be the value to
be used.

SUMMARY SHEET
This will include the following:

1. Finance transactions status. Filtered per individual unit. This would include the
comments made by OTREAS treasurers. (Source file: Response sheet of eFRB Logger.
"Editable")

2. Transaction Count. The number of PENDING, CHECKED, SLIFE, and PROCESSED

transactions. The number of UNSETTLED and SETTLED DEBTS. The number of PENDING
and PROCESSED FRA Reports.

3. Running Balances
- ALL Transactions accounted
- PROCESSED Transactions only

4. The list of DEBTS and FRA REPORTS and CASH ADVANCE LIQUIDATIONS will
also be shown here. (Scroll to the right)
5. Links.

IMPORTANT LINKS

To see all the Finance

USG Finance Drive https://bit.ly/USGFin2022
Templates, Manual and the like.

Folder for keeping all the

USG Archive https://bit.ly/Finance_2122_Archive documents processed during the
online set-up.

To see the updated balances of

Balance Sheet https://bit.ly/BalanceSheet2122
each unit.

Logger for all of Financial

eFRB Logger https://bit.ly/eFRB2122
Transactions.

PPR & A-Form Logger for request of Finance

https://bit.ly/PPR_AForm2122
Tracker signatory in PPR & A-Form.

Logger for getting or claiming of

PRS Tracker https://bit.ly/AcquisitionForm2022
Payment Requisition Slip (PRS).
 Logger for submission/request
CRS-DS-SPF-RPSM https://bit.ly/SlipsProcurement2122 of signatory of CRS, DS, SPF &
Tracker
RPSM.

FRA Report Logger for submission of

https://bit.ly/FRAreport2122
Submission Fundraising Activity Report.

Logger for receiving receipt pads

Acknowledgement https://bit.ly/AcknowledgementReceipt2
to be used in activities (FRA,
Receipt Tracker 022
etc.).
 NO EXPENSE PROCESS PROCEDURE

1. Log and submit the attachment(s) before sending an email to OTREAS. DO NOT LOG TWICE.
a. eFRB Logger: https://bit.ly/eFRB2122
b. Attachment/s must include 1 PDF Document only with the compiled documents needed
in order.
c. No Expense Process must be logged under the Depository Fund.
Note: Noted By should be your College President

2. Once the OTREAS checker has approved the LOE, he/she will email the requestor with the
OTREAS Tracking Number (OTN).

3. The requestor should acknowledge the OTN received on his/her end.

4. In case the process is pended, the requestor will receive an email from OTREAS concerning the
necessary edits or revisions. The requestors must perform the necessary revisions and resubmit
the documents via email.
 PAYMENT REQUISITION SLIP (PRS) PROCESSING

1. Log and submit the attachment(s) before sending an email to OTREAS. DO NOT LOG TWICE.
a. eFRB Logger: https://bit.ly/eFRB2122
b. Attachment: 1 PDF Document only with the compiled documents needed in order.
c. Type of Processes:
i. DP – Direct Payment
ii. EBT – External Book Transfer
iii. IBT – Internal Book Transfer
iv. PCR – Petty Cash Replenishment
Note:
For Memos: Noted By should be your Batch President
For List of Expenses: Noted By should be your College President

2. The following are the steps for the email thread:

a. The requestor will send an email (signed PDF document with date) to the College
President asking for the approval and e-signature with the date of the respective process.
The email body should include the PRS Table shown above. Make sure that there is only 1
PDF attached to the email. Format of the email should be as follows:
Email Subject & File Name: PRS Unit Name_Event Title_Type of Process
Email Body: PRS Table
b. The College President will reply to the email thread by putting his/her e-signature with
date to the document, attaching the file and sending a reply to the email that he/she has
approved the document.
c. The requestor will log and attach the files to the logger.
d. The requestor will forward the email to the OTREAS stating that the document is ready
for checking.
i. Email it to [email protected] and remember to CC the following:
[email protected], [email protected] ,
[email protected].
e. Once the OTREAS checker has received the email, he/she will reply with the OTREAS
Tracking Number (OTN).
f. The requestor should acknowledge the OTN received on his/her end.
g. In cases that the process is pended, you will receive the comments thru the email thread
and the requester should resubmit the documents again for approval of the College
President (Step 1). This is to ensure that the College President is aware that the process
got pended. There will be no countersigns needed, just an email approval. After that,
forward the email again to the OTREAS. No need to re-log in the eFRB logger.
 STUDENT PROCUREMENT FORM (SPF) REQUEST

1. Accomplish the Student Procurement Form.

a. SPF Link: https://bit.ly/SPF_Form2122

2. Log and send attachments first before sending an email to OTREAS. DO NOT LOG TWICE.

a. Procurement Tracker: https://bit.ly/SlipsProcurement2122

3. The format of the email should be as follows:

Email subject & File Name: Unit Name_Event Title_SPF

Email body: SPF Table: https://bit.ly/ProcurementTable2122
*All RED FONTS should be changed.

4. Must include these 2 Attachments in PDF format:

a. One PDF must contain the SPF table, Approved A-Form and the 3 formal quotations
b. The other PDF must contain the procurement table

5. The following are the steps for the email thread:

a. The requestor will send an email to the College Treasurer and College President asking for the
approval and e-signature with the date of the respective process.
i. The email body should include the SPF Table shown above.
ii. Make sure that there are 2 PDFs attached to the email.

b. The College Treasurer will reply to the email thread by putting his/her e-signature with date to
the document, attaching the file and sending a reply to the email that he/she has approved the
document.

c. After the approval of the College Treasurer, the College President will reply to the email thread
by putting his/her e-signature with date to the document, attaching the file and sending a reply
to the email that he/she has approved the document.
d. The requestor will log and attach the files to the logger.

e. The requestor will forward the email to the OTREAS stating that the document is ready for
checking.
i. Email it to [email protected]
ii. Remember to CC the following:
1. [email protected]
2. [email protected]
3. [email protected]

f. Once the OTREAS checker has received the email, he/she will reply with the OTREAS Tracking
Number (OTN).

g. The requestor should acknowledge the OTN received on his/her end.

h. The OTREAS’ Finance Team will email the SPF to SLIFE for signatories and approval of the
chosen supplier from the Procurement Office.

i. The OTREAS’ Finance Team will email the requestor regarding the approval of the SPF Process
from the Procurement Office.

j. The requester shall contact their chosen supplier for the start of production and delivery.

k. Once the billing statement is received by the requesting party, kindly start preparing PRS,
following the respective Finance Process. Keep in mind that you only have 3 working days to
prepare this.

l. Create a new email thread for the Finance Process (Submission of PRS Procedure).

m. In cases that the process is pended, you will receive the comments thru the email thread and the
requester should resubmit the documents again for approval of the College Treasurer and
College President (Step 2 & 3). This is to ensure that they are aware that the process got pended.
There will be no countersigns needed, just an email approval. After that, forward the email again
to the OTREAS. Do not re-log the documents. Kindly send the documents alongside
the email that will be forwarded.
 RPSM PROCEDURE

1. Complete all documents (See Finance Drive)

● Item specifications
● Contact and Delivery Details
● Estimated Amount for budget clearance/certification
● Charged Account
● Academic Year Budget
● Justification letter if you prefer to purchase from your supplier
2. Accomplish RPSM Form: https://bit.ly/RPSM_Form
3. Log the submission to the Finance Logger. DO NOT LOG TWICE.
a. Procurement Tracker: https://bit.ly/SlipsProcurement2122
4. Send an email to OTREAS
*All red fonts should be changed
Email subject & file name: Unit Name_Event Title_RPSM
Email body: RPSM Table: https://bit.ly/ProcurementTable2122
Attachments: RPSM form and (3) formal quotations from (3) different accredited suppliers with
images of orders
5. The following are the steps for the email thread:
1. Requesting unit officer must send an email to the College Treasurer and College President
2. College Treasurer will reply to email thread with his/her e-signature
3. College President will reply to email thread with his/her e-signature
4. The requestor will forward the email to OTREAS stating that the document is ready for
checking
a. Email to [email protected]
b.
Remember to CC the following:
i. [email protected]
ii. [email protected]
iii. [email protected]
5. Once OTREAS checker received the email, you will receive a reply with the OTREAS Tracking
Number (OTN)
6. OTREAS will send the documents to SLIFE, and all applicable signatories for purchase and
budget certification until it reaches the accounting office
7. Should there be any issues, the accounting office will send an email indicating disapproval. The
RPSM will then be returned to the requesting unit.
8. Should there be any further product review required by the Procurement Office, the
Procurement Office will email the requesting unit
9. The Procurement Office will send the PRS preparation and will be sent back as one email
thread to the unit through OTREAS
10. The requester must prepare the PRS and send back to OTREAS in one email thread
11. Await delivery schedule
12. The Procurement Office will endorse the RPSM, PRS, Sales, Invoice, Receiving Report, and
Purchase Order to the Finance and Accounting Office
 FUNDRAISING ACTIVITY (FRA) REPORT PROCEDURE

1. Log and send the attachments to the logger first before sending an email to OTREAS. DO NOT
LOG TWICE.
a. FRA Report Submission: https://bit.ly/FRAreport2122
b. eFRB Logger: https://bit.ly/eFRB2122
2. The format of the email should be as follows:
Email Subject & File Name: Unit Name_Event Title_FRA Report
Email body: Email requesting for approval. No table needed.
*All RED FONTS should be changed.
3. Must include these 2 Attachments:
a. 1 PDF Document only with the compiled documents needed in order
b. 1 Zipped file of the compiled confirmation receipts/deposit slips

The following are the steps for the email thread:

1. The unit representative will send an email (signed PDF document with date) to the Project Head
asking for the approval and e-signature with the date of the respective process. Make sure that the
files needed are attached to the email thread.
2. The Project Head will reply to the email thread by putting his/her e-signature with date to the
document, attaching the file, and sending a reply to the email that he/she has approved the
document.
3. The College President will reply to the email thread by putting his/her e-signature with date to the
document, attaching the file, and sending a reply to the email that he/she has approved the
document.
4. The requestor will submit the following: Compiled FRA documents to the link:
https://bit.ly/FRAreport2122
a. Log the deposit slips in the eFRB logger: https://bit.ly/eFRB2122
5. ONCE LOGGED AND SUBMITTED, forward the email to the OTREAS stating that the document
is ready for checking.
a. Email it to [email protected]
b. Remember to CC the following:
i. [email protected]
ii. [email protected]
iii. [email protected]
 Cash Advance Process
Reminders:
- Only OTREAS and College Presidents are allowed to use this process
- Note: Cash Advance is applicable for projects that include cash prizes or any cash that must be
transacted before the activity.
- Cash Advance is also allowed for the following instances:
- Urgent Conference Fees
- Institutional University Events
- Other special cases as approved by Accounting

EMAIL SUBJECT:

· BMPS Request: *Transaction Organization*

Example:
BMPS Request: CASH Advance - Organization

OPTIONS:
Open Petty Cash Fund, Petty Cash Replenishment, Liquidation of Cash Advance, Unliquidated of Cash
Advance, Honorarium/Professional Fee/ Concessioners, Process Payment and Request for payment: Others

· Letter: Solicitations and Sponsorships Invoice Billing Statement – Organization

· Procurement Payment: Organization
· PR Request: Organization (Procurement Request)

PRS
DATE: October 7, 2021
ACCOUNT NAME: LA SALLE COMPUTER SOCIETY (LSCS) (NEW CODE
62005001)
11-1-03-12-046-00000-*NEW ACCT BITUIN
NEW ACCOUNT CODE
NUMBER*-4-62-00-*GL CODE OF
COMBINATION
EXPENSE*-00-0000-0000
GL NAME:  210303026 - FHIT - FOOD AND MEALS
Payee Name: LHEA E. SAQUILAYAN  (10212021)
NAME:
BANK NAME:
BANK ACCOUNT NAME:
BANK DETAILS: 
BANK ACCOUNT NUMBER:
BANK ADDRESS:
HOME ADDRESS:
Description/Purpose/Re Direct Payment for the expenses incurred LEAD 2021
marks held last October 23, 2021
 Amount: 2,500.00
Name of Expense: Food 
This part will be filled out by OTREAS or the
Invoice/Receipt #:
accounting office.

Note: Kindly fill-out the table with the necessary information. The text in red merely
serves as an example.

The following are the steps for the email thread:

1. The requestor will send an email (signed PDF document with date) to the College President
asking for the approval and e-signature with the date of the respective process.
a. The email body should include the PRS Table shown above.
b. Make sure that there is only 1 PDF attached to the email.

2. The College President will reply to the email thread by putting his/her e-signature with date to the
document, attaching the file and sending a reply to the email that he/she has approved the
document.

3. The requestor will log and attach the files to the logger.

4. The requestor will forward the email to the OTREAS stating that the document is ready for
checking.
a. Email it to
i. [email protected]
ii. Remember to CC the following:
1. [email protected]
2. [email protected]
3. [email protected]

5. Once the OTREAS checker has received the email, he/she will reply with the OTREAS Tracking
Number (OTN).

6. The requestor should acknowledge the OTN received on his/her end.

7. In cases that the process is pended, you will receive the comments thru the email thread and the
requester should resubmit the documents again for approval of the College President (Step 1).
This is to ensure that the College President is aware that the process got pended. There will be no
countersigns needed, just an email approval. After that, forward the email again to the OTREAS.
Do not re-log the documents. Kindly send the documents alongside the email that
will be forwarded
 Cash Liquidation

Reminders:
- This is a post Cash Advance or Direct Payment procedure where the treasurer will have
to summarize the actual expense to which the withdrawn cash or check was used.
- Only log once you’ve obtained ALL the signatories PRECEDING OTREAS.

EMAIL SUBJECT:

· BMPS Request: Transaction Organization

Example:
BMPS Request: CASH Advance - Organization

OPTIONS:

Open Petty Cash Fund, Petty Cash Replenishment, Liquidation of Cash Advance, Unliquidated of Cash
Advance, Honorarium/Professional Fee/ Concessioners, Process Payment and Request for payment: Others

· Letter: Solicitations and Sponsorships Invoice Billing Statement – Organization

· Procurement Payment: Organization
· PR Request: Organization (Procurement Request)

PRS
DATE: October 7, 2021
ACCOUNT NAME: LA SALLE COMPUTER SOCIETY (LSCS) (NEW CODE
62005001)
11-1-03-12-046-00000-*NEW ACCT BITUIN
NEW ACCOUNT CODE
NUMBER*-4-62-00-*GL CODE OF
COMBINATION
EXPENSE*-00-0000-0000
GL NAME:  210303026 - FHIT - FOOD AND MEALS
Payee Name: LHEA E. SAQUILAYAN  (10212021)
NAME:
BANK NAME:
BANK ACCOUNT NAME:
BANK DETAILS: 
BANK ACCOUNT NUMBER:
BANK ADDRESS:
HOME ADDRESS:
Description/Purpose/Re Direct Payment for the expenses incurred LEAD 2021
marks held last October 23, 2021
Amount: 2,500.00
Name of Expense: Food 
 This part will be filled out by OTREAS or the
Invoice/Receipt #:
accounting office.

Note: Kindly fill-out the table with the necessary information. The text in red merely serves as an
example.

The following are the steps for the email thread

1. The requestor will send an email (signed PDF document with date) to the College
President asking for the approval and e-signature with the date of the respective process.
a. The email body should include the PRS Table shown above.
b. Make sure that there is only 1 PDF attached to the email.

2. The College President will reply to the email thread by putting his/her e-signature with
date to the document, attaching the file and sending a reply to the email that he/she has
approved the document.

3. The requestor will log and attach the files to the logger.

4. The requestor will forward the email to the OTREAS stating that the document is ready
for checking.
a. Email it to:
i. [email protected]
ii. Remember to CC the following:
1. [email protected]
2. [email protected]
3. [email protected]

5. Once the OTREAS checker has received the email, he/she will reply with the OTREAS
Tracking Number (OTN).

6. The requestor should acknowledge the OTN received on his/her end.

7. In cases that the process is pended, you will receive the comments thru the email thread
and the requester should resubmit the documents again for approval of the College
President (Step 1). This is to ensure that the College President is aware that the process
got pended. There will be no countersigns needed, just an email approval. After that,
forward the email again to the OTREAS. Do not re-log the documents. Kindly send the
documents alongside the email that will be forwarded
 KADA UNO PROCESS

1. Prepare the Kada Uno Solicitation Fund Request Transfer document

(https://bit.ly/KadaUno-SolicitationTemplate).

2. Once the documents have been prepared, kindly request for a review and approval of the
document to Gabriel Caleb T. Chua ([email protected]) and CC the
names listed below.
a. Rizelle Mendoza: [email protected]
b. Daniella Leonida: [email protected]
c. Enrique Teodoro: [email protected]

3. When it has been approved, OTREAS will endorse the documents to SLIFE and VPLM
for their signatures.
a. From this point on, the requestor will be cc-ed in the email. This will allow the
requestor to be informed about the status of the documents.

4. Once SLIFE and VPLM have signed the documents, it will be forwarded to DLSP.

5. DLSP will review the documents. Once it is approved, DLSP will send the proof of
transfer to the email indicated in the request template.

6. Upon receipt of proof of transfer from DLSP, the requesting unit must follow the online
processing for deposits to request for crediting to the appropriate depository account of
the unit.

7. Upon completion of the activity implementation date, the organizing unit must submit a
fund utilization report to DLSP, copy furnished to [email protected].
a. You may send the email directly to DLSP, however, kindly CC Gabriel Caleb T. Chua
([email protected]), Rizelle Mendoza
([email protected]), and Alphonso Cataquis (
[email protected]), Daniella Leonida ([email protected]),
Enrique Teodoro ([email protected])
 PETTY CASH REPLENISHMENT
Reminders:
- Each unit head whose unit is eligible to receive Petty Cash must assign a petty cash custodian and
provide the custodian’s full details, which include the following:
- Full name
- ID number
- Phone number
- Course code
- College
- Account number
- The required details of the petty cash custodian must be submitted to OTREAS.
- Only log the transaction after the relevant signatories preceding OTREAS have signed the
documents.
- Only the Executive Board and College Presidents will receive Petty Cash
- Php 7,000.00 for Executive Board
- Php 5,000.00 for College Presidents
- For Petty Cash Replenishment, it should be replenished not more than Php 5,600.00 per PRS.
- Official receipts should be named under: De La Salle University Inc. with the complete
address of 2401 Taft Ave., Malate, Manila and Taxpayer Identification Number (TIN)
000-755-743-000.
- Prepare for a TERM-END Report only for Petty Cash Fund Alone
- All the templates of documents needed are uploaded in the Finance Drive.

EMAIL SUBJECT:

· BMPS Request: Transaction Organization

Example:
BMPS Request: CASH Advance - Organization

OPTIONS:

Open Petty Cash Fund, Petty Cash Replenishment, Liquidation of Cash Advance, Unliquidated of Cash
Advance, Honorarium/Professional Fee/ Concessioners, Process Payment and Request for payment: Others

· Letter: Solicitations and Sponsorships Invoice Billing Statement – Organization

· Procurement Payment: Organization
· PR Request: Organization (Procurement Request)

PRS
DATE: October 7, 2021
ACCOUNT NAME: LA SALLE COMPUTER SOCIETY (LSCS) (NEW CODE
62005001)
 11-1-03-12-046-00000-*NEW ACCT BITUIN
NEW ACCOUNT CODE
NUMBER*-4-62-00-*GL CODE OF
COMBINATION
EXPENSE*-00-0000-0000
GL NAME:  210303026 - FHIT - FOOD AND MEALS
Payee Name: LHEA E. SAQUILAYAN  (10212021)
NAME:
BANK NAME:
BANK ACCOUNT NAME:
BANK DETAILS: 
BANK ACCOUNT NUMBER:
BANK ADDRESS:
HOME ADDRESS:
Description/Purpose/Re Direct Payment for the expenses incurred LEAD 2021
marks held last October 23, 2021
Amount: 2,500.00
Name of Expense: Food 
This part will be filled out by OTREAS or the
Invoice/Receipt #:
accounting office.

Note: Kindly fill-out the table with the necessary information. The text in red merely serves as an
example.

Logger: https://bit.ly/eFRB2122

The following are the steps for the email thread

1. The requestor will send an email (signed PDF document with date) to the College President
asking for the approval and e-signature with the date of the respective process.
a. The email body should include the PRS Table shown above.
b. Make sure that there is only 1 PDF attached to the email.

2. The College President will reply to the email thread by putting his/her e-signature with date to the
document, attaching the file and sending a reply to the email that he/she has approved the
document.

3. The requestor will log and attach the files to the logger.

4. The requestor will forward the email to the OTREAS stating that the document is ready for
checking.
a. Email it to
i. [email protected]
 ii. Remember to CC the following:
1. [email protected]
2. [email protected]
3. [email protected]
5. Once the OTREAS checker has received the email, he/she will reply with the OTREAS Tracking
Number (OTN).

6. The requestor should acknowledge the OTN received on his/her end.

7. In cases that the process is pended, you will receive the comments thru the email thread and the
requester should resubmit the documents again for approval of the College President (Step 1).
This is to ensure that the College President is aware that the process got pended. There will be no
countersigns needed, just an email approval. After that, forward the email again to the OTREAS.
Do not re-log the documents. Kindly send the documents alongside the email that
will be forwarded

Guidelines for Petty Cash Fund (PCF):

1. One receipt should only reflect at max 20% of your organization’s PCF, but the total amount of all
receipts should not exceed 70% of your PCF.
a. This implies that if you spent the maximum Php 2,100 (assuming your PCF is Php 3,000)
for one activity, then no receipt shall reflect more than Php 600.
i. Your receipts can look like this: Receipt 1 (Php 600), Receipt 2 (Php 350),
Receipt 3 (Php 200), Receipt 4 (Php 450), and Receipt 5 (Php 500) = total of Php
2,100 but no receipt exceeded the “at max 20% per receipt” rule.
ii. What if one of the receipts totaled, for example Php 870?
1. If you are going to shoulder the Php 270, then the receipt is acceptable
for Petty Cash Replenishment (PCR) of Php 600 (assuming your PCF is
Php 3,000).
a. The Php 270 is the burden you will have to shoulder for not
foreseeing the expense for not processing Cash Advance for it

2. The maximum amount that is allowed to be spent before processing your PCR documents is 70%
of the PCF. You may accumulate first the PCF expenses before processing your PCR documents.
a. For example, I spent 40% in Activity A, 15% in Activity B, and 10% in Activity C which
totaled to 65% amount spent from my PCF, then I can prepare my PCR documents after
Activity C is held.
b. EXEMPTION TO THE RULE: Expenses beyond 3 months from date of purchase are
not valid for replenishment.

i. For example, I spent 35% in Activity A. Then After 1 month, I spent another 25%
for Activity B
1. If Activity C will happen three months after Activity A, then you should
already replenish the 60% (35+25) because if you wait for Activity C to
happen, to reach the “at max 70% per activity”, rule then the receipts
 from Activity A will have already expired and will not be valid for
replenishment.
a. “Receipts” because you spent 35% in Activity A. That means 2 or
more receipts should be present, because the total amount of one
receipt should not be more than 20% of your PCF. It can be
Receipt 1 (Php 600) and Receipt 2 (Php 450) for Activity A.
c. This will also affect the deadline of submission of your Petty Cash Replenishment (PCR)
documents. The deadline for submission of the complete PCR documents may be beyond
1 month but not later than 3 MONTHS after the FIRST activity date.

3. There are 3 vouchers: Meeting Expenses, Transportation, and Other Expenses

 REIMBURSEMENT
Reminders:

- Only log once the relevant signatories preceding OTREAS have signed

EMAIL SUBJECT:

· BMPS Request: Transaction Organization

Example:
BMPS Request: CASH Advance - Organization

OPTIONS:

Open Petty Cash Fund, Petty Cash Replenishment, Liquidation of Cash Advance, Unliquidated of Cash
Advance, Honorarium/Professional Fee/ Concessioners, Process Payment and Request for payment: Others

· Letter: Solicitations and Sponsorships Invoice Billing Statement – Organization

· Procurement Payment: Organization
· PR Request: Organization (Procurement Request)

PRS
DATE: October 7, 2021
ACCOUNT NAME: LA SALLE COMPUTER SOCIETY (LSCS) (NEW CODE
62005001)
11-1-03-12-046-00000-*NEW ACCT BITUIN
NEW ACCOUNT CODE
NUMBER*-4-62-00-*GL CODE OF
COMBINATION
EXPENSE*-00-0000-0000
GL NAME:  210303026 - FHIT - FOOD AND MEALS
Payee Name: LHEA E. SAQUILAYAN  (10212021)
NAME:
BANK NAME:
BANK ACCOUNT NAME:
BANK DETAILS: 
BANK ACCOUNT NUMBER:
BANK ADDRESS:
HOME ADDRESS:
Description/Purpose/Re Direct Payment for the expenses incurred LEAD 2021
marks held last October 23, 2021
Amount: 2,500.00
Name of Expense: Food 
This part will be filled out by OTREAS or the
Invoice/Receipt #:
accounting office.
 Note: Kindly fill-out the table with the necessary information. The text in red merely
serves as an example.

The following are the steps to the email thread:

1. The requestor will send an email (signed PDF document with date) to the College President
asking for the approval and e-signature with the date of the respective process.
a. The email body should include the PRS Table shown above.
b. Make sure that there is only 1 PDF attached to the email.

2. The College President will reply to the email thread by putting his/her e-signature with date to the
document, attaching the file and sending a reply to the email that he/she has approved the
document.

3. The requestor will log and attach the files to the logger.

4. The requestor will forward the email to the OTREAS stating that the document is ready for
checking.
a. Email it to
i. [email protected]
ii. Remember to CC the following:
1. [email protected]
2. [email protected]
3. [email protected]

5. Once the OTREAS checker has received the email, he/she will reply with the OTREAS Tracking
Number (OTN).

6. The requestor should acknowledge the OTN received on his/her end.

7. In cases that the process is pended, you will receive the comments thru the email thread and the
requester should resubmit the documents again for approval of the College President (Step 1).
This is to ensure that the College President is aware that the process got pended. There will be no
countersigns needed, just an email approval. After that, forward the email again to the OTREAS.
Do not re-log the documents. Kindly send the documents alongside the email that
will be forwarded