March 2, 1978
DEPARTMENT MEMORANDUM CIRCULAR NO. 08-78
TO : The Chief Financial and Management ervice, Department Chief Accountant,
Department Budget Officer, Regional Directors, District Officers, Team Leaders,
Regional Accountants, Regional Budget Officers, Cashiers, Accountants and
All Others Concerned
SUBJECT : Reports of Disbursement on Development Projects a Prerequisite
to the Release of Subsequent Allotments of Funds for the Same Development Project
It had been observed that accounting books and other subsidiary records do not reflect the true financial status of development projects undertaken by this Department. Financial reports revealed that about 24% of obligation incurred remained unliquidated. Examination of accounting documents disclosed that reports of disbursements by Cashiers are not prepared regularly and submitted promptly to the respective accounting offices as directed under Accounting Instruction No. 3 dated November 9, 1976. aCTADI
To avoid this unsatisfactory situation which reflects similarly a less satisfactory performance of Cashiers and their supervisors, it is hereby directed, that aside from the photographs of the work accomplished in a particular development project required to accompany the request of Regional Director for the next release of funds for the project, a certification of the Regional Accountant to the effect that reports of disbursements out of the previous release have already been submitted to the Regional Accounting Office shall henceforth be a prerequisite to the subsequent release of funds for a development project. The certification shall show the report of disbursement number, the category or nature of the report (Check or Miscellaneous Cash Disbursement) period covered and the respective gross amount of each report, the aggregate total of which shall not be less than 90% of the amount released. No additional funds for a development project shall be sub-alloted unless the certification by the Regional Accountant as required herein is complied with.
For purposes of uniformity a pro-forma certification is attached as Annex A.
This circular shall take effect immediately.
March 2, 1978, Diliman, Quezon City.
(SGD.) CONRADO F. ESTRELLA
Secretary
ANNEX A
Republic of the Philippines
Department of Agrarian Reform
Region ____
_______________________
CERTIFICATION
TO WHOM IT MAY CONCERN:
This is to certify that out of the funds released to this Region for ________________________________________________________________________________________________________________________________________ under Sub-Allotment Advice No. ___________ dated ___________________________ in the amount of P__________________ which in turn had been sub-alloted by this Region to the Team in ___________________ the following report/s of disbursements had/have been submitted to the accounting office by Cashier _________________________ to wit:
Report No. Nature of Period Covered Gross
Report Amount
_________ _________ _________ _________
_________ _________ _________ _________
_________ _________ _________ _________
_________ _________ _________ _________
_________ _________ _________ _________
_________ _________ _________ _________
Issued in compliance with Department Memorandum Circular No. _______ s. 1978.
________________________
Regional Accountant