Department of Education

SCHOOLS DIVISION OF DAPITAN CITY

ILAYA NATIONAL HIGH SCHOOL
For the Cash Examination Period October 28, 2017 to December 20, 2018

INTERNAL CONTROL QUESTIONNAIRE – DISBURSING OFFICER

This questionnaire is so worded that an affirmative answer will indicate soundness of the situation
covered by the question. The answers should indicate how things are done and not how they are
supposed to be done.

NO
No. Control Activities YES SCW CC REMARKS

A. General Information

√ Appointed
1 Is the accountable officer appointed or designated as such?

2 Is the accountable officer given instructions regarding √

his/her duties and responsibilities?

3 Is the employee handling cash adequately bonded? If so, √

how much? P500,000.00
√
4 Does he have a signature and handwriting specimen card?
√
5 Has she submitted his photographs to COA?

6 Does the accountable officer keep a file of COA

√
regulations and other existing rules pertaining to his/her
work?

7 Are the office properly enclosed and the Cashier amply √

protected against intrusion by unauthorized persons?

8 Is the accountable officer or other employee handling cash √

provided with safe?

9 Is the combination of the safe changed whenever there is a √

change of custodian?

10 Are duplicate combinations of the accountable officer’s √

safe on file with an authorized officer?

11 Does the AO refrain from acting as Cashier orTreasurer of √

savings and loan association, etc. at the same time?

1
 NO
No. Control Activities YES SCW CC REMARKS

12 Are the employees of the Cashier's Office denied access

√
to, or responsibility over accounting records, especially
those related to cash?

13 Is access to and responsibility for the fund vested in one √

person?

14 Does the organization structure provide a clear-cut

√
separation of cashiering function from accounting
function?

15 Does the custodian of the fund have no access to-

√
a. Cash receipts?
b. General accounting records?

16 Does he avoid access to or responsibility over the

√
accounting records, related to cash (such as subsidiary
ledger of accounts receivables)?

17 If custodian of other funds, are they segregated and √

accounted for separately?
External -
18 Are surprise cash examinations conducted frequently by √
COA
internal and external auditors?
√
19 Does he keep a cashbook?
√
20 Are transactions recorded daily?

21 Is the cashbook balance reconciled with his cash on hand √

at the close of each day?

22 Are cashbook balances reconciled with the subsidiary √

ledgers at least once every quarter?
√
23 Are accounting records up-to-date?

24 Are subsidiary records maintained for each accountable √

officer?

25 Are both the totals and details of bank authenticated

√
duplicate deposit slips matched by the accounting
department against the corresponding official receipts?

26 Are monthly reports of accountability for accountable √

forms prepared and submitted?

2
 NO
No. Control Activities YES SCW CC REMARKS

27 Are unused official receipts and other accountable forms

properly controlled as to ordering, storing and issuing, and √
are adequate records kept of them?

C. Disbursement

By Checks

1 Are all payments except petty fund disbursement and

payroll made by checks? √ ADA

2 Are checks pre-numbered? √

3 Are checks issued in numerical sequence? √
4 Is the stock of unused checks accessible only to the
custodian and to those who prepare and sign checks? √

5 Are all checks drawn countersigned by another

responsible official? √

6 Is the bank furnished of the name and specimen signatures

of officials authorized to sign checks?

7 Is the signing of checks limited to officers or employees

who have no access to accounting records or to cash? √

8 Are all checks for signature and countersigning always

accompanied by approved vouchers and supporting
√
papers?

9 Are disbursement vouchers (DVs), supporting documents

and account distribution reviewed by an authorized
accounting staff? If so, is the covering voucher signed by √
the person who made the review?

10 Are DVs and other supporting documents reviewed by at

least one signatory preparatory to the signing of the
√
check?

11 Is the signing and countersigning of checks in advance or

in blank prohibited? √

12 Is the drawing of checks to “Cash” or “bearer” (except for

revolving funds replenishments and payroll) prohibited? √

3
 NO
No. Control Activities YES SCW CC REMARKS
13 Are voided or spoiled checks properly cancelled and held
available for subsequent inspection? √

14 Are the supporting documents stamped “Paid” or marked

with similar indications immediately after the check is
√
signed to prevent their possible reuse

15 Are checks drawn recorded promptly? √

16 Is the payee’s signature or receipt secured before check is
delivered? √

17 Are bank accounts reconciled at least once each month?

√
18 Are bank Statements and paid checks all sealed by the
bank and delivered directly to the person preparing the
√
reconciliation?

19 Is the reconciliation done by an employee whose duties do

not involve:
a. Signing the checks?
√
b. Recording cash transactions?
c. Handling cash?

20 Does the person who reconciles bank accounts, accounts

for all check numbers, examines signatures, endorsements,
√
payee’s name and date, compare these with the records?

21 Are checks bearing improper endorsements returned to the

bank for corrections? √

22 Are long outstanding checks properly followed up and

controlled? √

23 Are “stop payments” on outstanding checks properly

controlled? √

24 Are reconciling items systematically followed up and

promptly cleared? √

By Cash Advance

Are all advances properly authorized and not excessive in

1 amount? √

Are all previous advances liquidated before a new cash

2 √
advance is given?

4
 NO
No. Control Activities YES SCW CC REMARKS
Are advances liquidated by the officials within a
reasonable time after the purposes of such advances have
3 √
been accomplished?

Are cash advances always supported by approved

vouchers and supporting documents?
4 √

Are expense vouchers and supporting documents stamped

5 “Paid” to prevent their possible reuse? √

Are entries in the cash book up-to-date?

6 √
Are reports of disbursements regularly submitted?
7 √
Are subsidiary records for cash advance kept and
8 reconciled with the control account periodically? √

Is there confirmation of outstanding balances at least once

9 a year? √

Is the foregoing information considered adequate as basis

for our evaluation of internal auditing procedures,
accounting controls or other circumstances that mitigate
10
any weaknesses indicated above, or in that there are no
other circumstances that impair any controls?

Are cash advances granted only to authorize

11 officials/employees? √

Prepared by: Reviewed by:

RUSSEL VINCENT T. SARACHO MA. HERSOLA A. MENDIOLA

State Auditor I State Auditor IV
Audit Team Member Audit Team Leader