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Budget Control


           
           Process all requests for Obligation Slips for Certification by the City Budget Officer on the availability of appropriation and allotment and funds obligated for the purpose; records the obligation in the Registry of Appropriations, Allotments and Obligations (RAAO); and prepares a monthly report on the status of appropriations/allotments and obligations for submission to the City Auditor and City Accountant.




                              Procedures on the New Routing of Financial Transactions


I. Purchase Request (PR) for Public Bidding under General Fund


Step 1 – Concerned Department/    
             Office



Prepares and signs the Purchase Request;   prepares Obligation Slip (OS) and certifies as to Charges to Appropriation/ Allotment necessary,  lawful and under his/her direct supervision


 

Step 2 – City Budget Office





Numbers the Purchase Request, checks items against ASPP; records the Request on the RAAO, certifies in the Obligation Slip as to Funds Available (Appropriation/Allotment available & obligated for the purpose)



Step 3 – City Treasurer’s Office


Certifies as to Cash Availability


 

Step 4 – City Mayor’s Office


Approves/disapproves  the Purchase Request

 

Step 5 – Bids and Awards
             Committee (BAC)


For the conduct of Public Bidding/recommends alternative methods of procurement




II.


Purchase Request (P.R.) for Stocks



Step 1 – General Services Office



Prepares and signs the Purchase Request (PR) and  Approved Budget for the Contract (ABC)


 

Step 2 – City Budget Office


Number the Purchase Request


 

Step 3 – City Treasurer’s Office


Certifies as to Cash Availability


 

Step 4 – City Mayor’s Office


Approves/disapproves  the Purchase Request

 


 
Step 5 –  Bids and Awards Committee

For the conduct of Public Bidding



III.


Purchase Request Chargeable to Trust Fund


Step 1 – Concerned Office/
             Department


Prepares and signs the Purchase Request (P.R.) & Approved Budget for the Contract  (ABC)



Step 2 – City Accountant’s  
             Office


Certifies as to Funds Availability



 

Step 3 – City Treasurer’s Office


Certifies as to Cash Availability



Step 4 – City Mayor’s Office


Approves/disapproves the Purchase Request



Step 5 –  Bids and Awards 
              Committee


For the conduct of Public Bidding





IV.


Requisition and Issue Slip (RIS) for Stocks


Step 1 – Concerned Department/
             Office


Prepares Stocks Availability Inquiry (SAI)




Step 2 – General Services Office



Verifies Availability of Stocks, provides price and prepares Requisition and   Issue Slips  (RIS)

 

Step 3 – Concerned Department/
             Office



 
Prepares Obligation Slip (OS) and certifies charges to appropriation/allotment as necessary, lawful and under his/her direct supervision.


 

Step 4 – City Budget Office



Certifies the OS as to Funds Available (Appropriation/Allotment available & obligated for the purpose).


 

Step 5 - General Services Office



Numbers the RIS and releases the stock to the concerned office/department.




V


Payroll and Disbursement Vouchers


Step 1 – Concerned Department/
             Office


Prepares payroll/voucher and the OS. Signs the OS under Box A



 

Step 2 – City Accountant’s Office



Numbers the voucher and pre-audits the transaction, checks as to the computation and the supporting documents and cards the transaction


 

Step 3 – City Budget Office



Numbers the OS and certifies under Box B; records the transaction in the RAAO


 

Step 4 – City Accountant’s
             Office


Certifies under Box A of the voucher as to completeness of supporting documents.


 

Step 5 – City Mayor’s Office/
             Concerned Department



For the approval of the LCE for Disbursement that needs LCE approval or to concerned Dept. Head that needs only Dept. Head approval.

 

Step 6 – City Treasurer’s Office


For disbursement and/or preparation of checks


 

Step 7 – City Administrator’s 
             Office


Countersigns the checks




Step 8 – City Treasurer’s Office


For releasing of checks.