WEST VISAYAS STATE UNIVERSITY

JANIUAY CAMPUS

FINANCIAL SERVICES DIVISION

Personnel Duties and Responsibilities

CHARRY ROSE R. CALAR

I. Signing of Disbursement Vouchers

1. Check completeness of supporting documents required for every transaction

2. Analyze and verify correctness and of financial transaction
3. Sign Disbursement Voucher
II. Preparation of Reports
4. Preparation of Cash Receipt Journal for all Funds
a. Generation of Cash Receipt for funds 101, 164 & 184 from ROC
b. Generation of Deposits for funds 101, 164 & 184 from ROCD
5. Preparation of Cash Disbursement Journal for all Funds
a. Generation of Cash Advance for Payroll made by the Cashier from RCI
b. Determining the amount liquidated and the corresponding account codes
6. Preparation of Check Disbursement Journal for all Funds – Generated from RCI
7. Preparation of General Journal for all Funds
a. Determining all Taxes withheld for Cash Advances(106 & 148)
b. Posting adjusted entry for Payroll
c. Posting adjusted entry for inventory expensed for the month
d. Posting Special Cash Advance (148) liquidated for the month
8. Posting the data from Journals to General Journal for all Funds
9. From General Ledger, the Balances are posted in a trial Balance
10. Preparation of Cash flow Statement - all Funds
a. Posting to working paper the cash out for the month from general Ledgers
b. Posting the Cash Receipts for the month from the ROC
c. Posting the Cash out and cash in from the General Journal
d. Posting all balances from Working Paper
11. Preparation of Statement of Financial Position - all Funds
12. Preparation of Statement of Financial performance
13. Preparation of Statement of Government Equity
14. Balancing the ending Balance of Cash flow Vs the Cash Balance of Statement of Financial Position
15. Consolidation of Trial Balance and FS for all funds
16. Preparation of Bank Recon for all funds
a. Comparing check issued between the bank statement and the report of checks issued
in the RCI per fund
b. Outstanding checks for prior months are compared to Bank statement
c. All check issued from RCI not found in the Bank Statement are posted in the List of
Outstanding Checks
d. Making sure that the cash Balance from Trial balance is equal to the ending Balance in
the Bank Statement after adjustments
17. Preparation of SLCI
18. Preparation of Actual Income Collected
 19. Maintain subsidiary ledgers of all cash Donations and Scholarship Grants
20. Preparation and maintenance of Liquidation Reports for All Cash Advances Under Fund 101, 164 and
184 (includes CA for travelling, training, and other special cash advances)
21. Prepare & submit reports required by COA Auditors

III. For Remittances

22. Remittance of Tax withheld for all Funds
23. Filing of BIR 1601C
24. Filling of BIR 1600
25. Filing of BIR 1601E
26. Filing the ITR of 101 employees every end of the year (2316)
27. Filing the 1604E for suppliers
28. GSIS Agency Authorized office
- Coordinates with GSIS as to various concerns of employees
- Updates employees record to GSIS
- Upload GSIS remittances before payment by the liaison officer

IV. Other Related Jobs

29. Supervise the safekeeping of accounting records
30. In-charge in the preparation of schedule of fees, Assessment of Students Fees & Mode of Payments
31. Signs Student & Faculty Clearance
32. Signs Employee’s Certificate of Net Pay
33. Attend to Queries of various clients (Faculty, Staff, Students, etc.) pertaining accounting concerns
FERLE F. HONTANAR

I. Preparation of Payrolls
1. Updating the record of individual employees as to their absences or to be included in the payroll for
the month
2. Updating the GSIS remittances; Personal and loans per GSIS billing for payroll
3. Updating PAG-IBIG remittances; Personal and Loans per PAG-IBIG Billing for Payroll
4. Updating PHILHEALTH remittances, Personal share for Payroll
5. Updating JRB loan remittances for Payroll per Billing for the month
6. Updating the CSB remittances for Payroll per Billing for the month
7. Updating the COOP remittances for Payroll per billing for the month
8. Identify the amount to be paid for salary every 15th and 30th of the month
9. Prepare Disbursement Vouchers for regular Payroll
10. Prepare Payroll for NBC 6th Cycle
11. Prepare Disbursement Voucher for NBC 6th Cycle
12. Prepare Payroll for Part-Timers
13. Prepare Disbursement Voucher for Part-Timers
14. Prepare Payroll for Clothing Allowance
15. Prepare Disbursement for Clothing Allowance
16. Prepare Payroll for Mid-Year bonus
17. Prepare Disbursement Vouchers for Mid-Year Bonus
18. Prepare payroll for 13th Month Pay
19. Prepare Disbursement Voucher for 13th month Pay
20. Prepare payroll for C N A
21. Prepare Disbursement Voucher for CNA
II. Preparation of Monthly Remittances
22. Prepare and Summarizes the Personal Share, Government Share and loans of every employee for
GSIS remittance
23. Summarize Personal and Government share for PHILHEALTH remittance
24. Summarize PAG-IBIG Personal and Government share and loan of every employees for
remittance
25. Summarize tax withheld for regular payroll
26. Summarize JRB loans for remittance
27. Summarize CSB loans for remittance
28. Summarize Coop loans for remittance
29. Prepare disbursement voucher for every remittances

III. Other related Jobs

30. Prepare certificate of net pay
31. Maintenance of Employee Ledgers
32. Maintenance of remittance Ledgers
33. Issuance of Certification of Remittance to Employees
34. Assist cashier in collection (as needed)
35. Assist cashier for payment of salary.
36. Act as liaison officer for GSIS, PHILHEALTH, PG-IBIG, COOP, JRB and CSB
Danilyn C Muel

Reports

1. Encoding and maintenance of Report of Checks Issued (RCI) for Fund 101, 164 and 184
2. Encoding and Maintenance of Log Book- for outgoing Disbursement Vouchers-All funds
3. Prepare ROD and facilitate for signing of cashier
4. Separate ROD file copy and COA Copy
5. File and Maintain Vouchers for file copy and COA copy
6. Separate and file ALOBS-fund 101 & 164
7. Update the BIR 2316 database of individual employee yearly/annually
8. Print and Facilitate BIR 2316 for signing individually
9. Update the BIR 1604E database yearly/annually
10. Prepare DAT file 1604CF and 1604E for submission to the BIR

STUDENTS ACCOUNT

11. Encoding and Maintenance of Database for individual student accounts

12. Update, file and Maintain Individual student ledger cards
13. Prepare Student’s Statement of Accounts
14. Issuance of Students’ Statement of Accounts
15. Issuance of Students Test Permits
16. Issuance of Student Clearance
17. In charge in stamping & receiving the dropping/changing & adding forms
18. In charge in receiving & filing student’s Affidavit of Loss
19. In charge in receiving & filing student’s Special Class forms
20. File, Update, and maintain approved promissory notes
21. Assess student account during enrollment
22. Assess student account during enrollment for Summer OJT students

Scholarship

23. Maintain and Update Scholarship documents and accounts

a. Government Scholarship
 Brgy. Scholars
- Band
- CSC Officers
- Corp Commander
- President, School Organization
- KDAC (Campus Dancers)
- Varsity
 Faculty Dependent
 Academic Scholars
 Entrance Scholars
 CHED Scholars
- Tulong-Dunong
- Full Merit
- Half Merit
- SNPLP (Study Now Pay Later)
- ESGP-PA
 - Iskolar ng Iloilo
- Iskolar ng Bayan
- PWD (Person With Disabilities)
- CHED-OTOS (One-Town-One Scholars)
- CHED-(APPEND & Abang-Lingkod)
b. Special Scholarship
1. Municipal Scholar
2. PYAP
3. Pestaño-Ramos
4. Bernardo Gentil
5. D. H. Locsin
6. Cameleon
24. Prepare Billing statement and Certification of ESGP-PA scholars
25. Prepare Billing statement for PYAP scholars

Payroll

26. Prepare Payroll for Job-Orders

27. Prepare Disbursements Voucher for Job-orders
28. Prepare payroll for Transfer of fund from fund 184 to 164 for tuition of scholars
29. Prepare Disbursement Voucher for Fund transfer
30. Prepare Payroll & other supporting documents for Refunds for overpayment of tuition and other fees and
scholarship grantees
31. Prepare Disbursement voucher for Refunds

Other Related Jobs

32. Facilitate ALOBS for signing

33. Facilitate Vouchers for signing
34. Photocopy the needed documents
35. Print the daily ROC every month
36. Facilitate the signing of liquidation for cash advances
37. Prepare envelope for wages of Job-orders, student laborers, PartTime Instructors & scholar grantees
38. Act as Document facilitator of the office

SONIA N. ESTEVA

I. REPORT

1. Prepare Monthly Report of Collections and Deposits and submit to concerned authorities.
2. Validates Payrolls
3. Prepare and Maintain Deposits slips (all deposit slips must be numbered in series
4. Deposit all cash collections
5. Prepare withdrawal slips and proper maintenance of withdrawal slip files
6. Withdraw cash for Payroll
7. Withdraw cash for refunds of tuition
8. Maintain Cash books for:
a. Cash Collections
b. Cash Withdrawals
 c. Cash Advances
9. Issue Checks
10. In custody, maintain, update all passbooks and all other cash accountable forms and documents
11. Validates all remittances
12. Counter sign all certifications relating to remittances
13. Responsible for Cash Resources of the School
14. Sign checks

15. Collect payment of students

16. Distribute salaries to employees
17. Distribute refunds for overpayment
18. Releases check for payment

JUN MARK VILLA

1. Collect Payments of students

2. Collect other fees from clients
3. Encode and Maintain ROC
4. Prepare Checks
5. Prepare and maintain Log Book of Checks issued for all funds
6. Assist Cashier in distribution of salary and refunds
7. Assist Cashiers in releasing check
8. Making sure that the cash collected for the day is equal to total amount recorded in the issued receipt
9. Filing of receipt issued per fund and by month
10. Assist cashier in balancing the figures recorded in the ROC versus amount recorded in the book