MEMORANDUM RCS 4452018

TO : GMA and North TGP Branches

FROM : Rodel C. San Antonio

SUBJECT : Reiteration of Finance Policy

CC : GMA Area Managers, North Area Managers

This is to reiterate some of vital memo from finance.

FINANCE DEPARTMENT

 PETTY CASH FUND – small fund given to branches or Individual (field or Head office personnel) for
minimal expenses which submits reimbursement and replenish monthly
 CHARGE FUND – A designated amount of money given to branch which used for receipting monies
and making change
 ALLOWANCES – Benefits/Privileges given to employees when they go on work related fields duties
and authorized business trips (room accommodation, drinking water and transportation)
 1. PETTY CASH LIQUIDATION
o After compiling on official blue bag envelop with attached document transmittal, submit
through delivery to reach head office by official cut off date every:
 For individual – every 7th day of the following month
 For branches – every 5th day of the following month
o Finance specialist will check the liquidations for HOAs approval, then uploading via FT and
for the HOA’s authorization
o Liquidations must be uploaded before on the 15th day the month the authorization will
follow
o Once PCF replenishment has been authorized by HOA, message cast will be texted to
concern branch/individual cc to their respected AM and regional Managers

2. BUDGET AND UTILITY PAYMENT REQUEST

o Budget request are emailed to dgpi.finance@gmail.com for immediated approval and
transfer
 Please take note the repairs, maintenance, RpH and LTO concerns must be refer to
Org development Dept. permits concerns accounting dept, training seminars
allowance to HR dept, 4ps budget-meal and transpo must be approved by RM/AM
o Utilities – electric and water will be send to dgpi.billing@gmail.com
 Please check the due dates of said bills, if it will reach 1-3 days. Add up said
penalty to amount of bill
o Only emails with proper documentation submitted before 5pm will be process and
transfer, for emailed request 5 PM onwards will process the following day
o Once uploaded budget request authorized by HOA, message cast will be texted to concern
branch/ individual cc to their respected Area and Regional Managers

REMINDERS
1. PCF and all budget requested transferred to designated pcf account should be separately
liquidated and submitted through delivery with proper filing attachment
 Summary printed on 2 long bond paper
 Thermal receipt must photocopied and compiled
 Filing of OR must be organized based on summary date series
 Input of references number for budget liquidation
 Original copy deposit slip must be attached
 ATM bal inquiry receipt must be attached also
2. Budget liquidation will be monitored every month and summary will be emailed to AMs and RMs
for facilitation of liquidation
3. Unable to comply on rule no 1 and late submission of liquidation on given period will be
implementing penalty which proceed s to MPL
 ATD GUIDELINES
i. <PHP 10,000 penalty of Php 100.00 per month date
ii. >PHP 10,000 penalty of 10% based on total amount of budget per month
 4. Excess of Budget should be deposited the soonest. Must informed through texting to
09328597597 and 09325710796
- Must be scan and send to dgpi.finance@gmail.com cc to dgpi.latinaolive@gmail.com within
the day of deposit. Unable to comply will be penalized worth 100.00

CASH SALES MANAGEMENT

 Every end of the day sales, cashier must perform their tender declaration on the POS
 Actual cash inside drawer including the cash at the vault that was previously dropped make sure
that POS drawer leave no cash inside. Must bring out to a safe place to count e.g back office
 After tendering make sure to separate the change fun and total cash sales for deposit. Cashiers
shortage must be paid and overage must be included to be endorsed to your TL or SM and put
back to vault
 Total cash sales should be reported to their respective Area Managers daily.
o If in case POS down/power interruption occur make sure to check all manual or the file
and punched the following day. Corresponds the texting of corrected sales to area
managers and finance dept
 Please take note that petty cash , cash sales and charge fund may not be used for store expenses
or disbursement. Any unauthorized used will dealt with corresponding sanction
 Incurred shortage or overage which exceed allowable amount must accomplished an IR then send
to dgpi.finance@gmail.com and cc to dgpi.incidentreport@gmail.com
 All cash sales must be deposited on the following day before 12:00nn
 Sales during Saturdays and Sunday must be deposited if their banks are open.
 If in case of national Holidays finance dept will send an schedule and list of banks branches to
designated gmail account and text for update

For strict compliance.

Rodel C. San Antonio

Regional Manager