National Capital Region (NCR)

Division of City Schools

CALOOCAN NORTH III DISTRICT
A. Mabini Elementary School
Caloocan City

DEDICATING INDIVIDUAL VIABILITY AND INTEGRITY IN NURTURING EXCELLENCE

Department of Education
Accounting Division
Checklist: MANDATORY MINIMUM SUPPORTING DOCUMENTS FOR LIQUIDATION OF CASH ADVANCES FOR SCHOOL MODE
MUST BE LIQUIDATED ON OR BEFORE THE 5TH OF THE FOLLOWING MONTH
KINDLY PUT “PAID” STAMP ON ALL ORIGINAL DOCUMENTS
MAINTENANCE AND OTHER OPERATING EXPENSES
COMMON TO ALL KINDS OF DISBURSEMENTS
2016 GAM Cash Disbursement Register (Appendix 43)
Copy of Cheque
Official Receipts
Disbursement Voucher
Obligation Request and Status
BIR Form 2306 and 2307
Authenticated Photocopy of the Approved Work and Financial Plan
Duly Accomplished Annual Procurement Plan
Duly Accomplished Project Procurement Management Plan
Official Travel SUPPLIES AND MATERIALS SUPPLIES AND MATERIALS SECURITY AND JANITORIAL
TRAVEL EXPENSES-LOCAL (Negotiated Procurement-Small Value (Negotiated Procurement-Small Value EXPENSES
Procurement) (ABC above ₱50,000.00, Procurement)
Certificate of individual item must be ₱14,999.00 Authority to contract security and
appearance/participation and below) COMMON TO ALL KINDS OF PURCHASE janitorial services
CONTRACTS
Tickets and boarding passes for Requisition and Issue Slip (RIS)
Requisition and Issue Slip (RIS) Contract executed between
plane Approved by Proper Authorities
agency and private firm
(Appendix 63) Approved by Proper Authorities
Approved Travel Order or Authority to (Appendix 63)
Purchase Request (Appendix 60) Statement of Account/
Travel Purchase Request/COA RECEIVED
COA RECEIVED Purchased Billing Statement
Order/Contract (Appendix 61) Purchased Order/Contract
Division Memorandum
Certificate of availability of funds (Appendix 60 & 61) Copy of Certified Attendance
Approved Itinerary of Travel Certificate of availability of funds Sheet
Original copy of the dealer’s/ supplier’s
Certificate of Travel Completed Original copy of the dealer’s/ supplier’s Daily Time Record
invoice duly signed by the dealer’s or
representative invoice duly signed by the dealer’s or
(Appendix 47)
Inspection and Acceptance Report representative
Official Receipts
(Appendix 59) Inspection and Acceptance Report
Reimbursement Expenses Receipt or waiver of Inspection WATER ILLUMINATION AND POWER
Inventory Custodian Slip
(Appendix 46) SERVICES
(Appendix 59) (Appendix 62)

Property Acknowledgement Receipt for Results of test or analysis by Gov’t Agency if

Certification of Expenses requiring Statement of Account/
Equipment (Appendix 71) articles are subject to test
receipt Billing Statement
Proof of Posting to PHILGEPS Certificate of Availability of Funds
(COA CIR 2017-001) Property Acknowledgement Receipt for
Sent Quotation from at least three
if applicable Equipment (Appendix 71)
(3) suppliers
COMMUNICATION SERVICES
BAC Recommendation to the HOPE the Work and Financial Plan

award of contract in favor of supplier with (Authenticated) Telephone, Telegrams, Cable and
Approved APP Wireless Charges
the lowest calculated and responsive
TRAININGS/SEMINARS quotation Approved PPMP
Authority to Pay or authority to
REGISTRATION FEE Abstract of Quotation Proof of Posting to PHILGEPS incur said expense
Notice of Award Sent Quotation from at least three
Division Memorandum Statement of Accounts/
Mayor’s Permit (3) suppliers
bills/invoices
Approved Travel order or Authority to PHILGEPS Number BAC Recommendation to the HOPE the
Travel award of contract in favor of supplier with Certification from head of office
Income and Business Tax Returns
the lowest calculated and responsive that excess call are official in
Official Receipts Omnibus Sworn Statements
nature
quotation
Certificate of Abstract of Quotation Copy of
TRAVEL EXPENSES - LOCAL
Appearance/Participation messages/telegrams/radiograms/
(REIMBURSEMENTS) Notice of Award
Mayor’s Permit
cablegrams and other wireless
Certificate of Appearance/Participation messages
PHILGEPS Number
THRU EMERGENCY PURCHASE Approved Itinerary of travel
(Additional) (Appendix 45) Income and Business Tax Returns
Tickets and Boarding Passes for plane, Omnibus Sworn Statements POSTAGE CHARGES
Certificate of Emergency Purchase bus, ship
Approved Travel order of
Canvass from at least three (3)
Duly Approved requisitions/
Authority to Travel
suppliers Official Receipts, TRAVEL EXPENSES - LOCAL purchase orders
Reimbursement Expenses Receipt (CASH ADVANCE)
Pictures
(Appendix 46), Statement/Report by
Matrix Certification of Expenses not requiring denomination the balance on the
Approved Travel order of
receipt
Authority to Travel date of last purchase the issues
(COA CIR 2017-001) if applicable
and the balance on the date of
new purchase
ADVERTISING AND PUBLICATION TRAININGS/SEMINARS Approved Itinerary of travel
EXPENSES REGISTRATION FEE (Appendix 45)

Authority to Play Division Office Memorandum

Certification from the Accountant that
Statement of Account Approved Travel order or Authority to
Travel previous cash advance has been
Clippings of the advertisement and liquidated and accounted for in the
notices published Official Receipts
books
Certificate of Appearance/Participation

Cherry blossoms Street, San Roque, Tala 1427, Caloocan City e-mail add.: a_mabini_elem_school@gmail.com Tel. No.: 871-70-62