OBLIGATION REQUEST (ObR)

INSTRUCTIONS

  1. The ObR shall be prepared in three copies to be distributed as follows:
Original – to be attached to the DV
Duplicate – Budget Unit
Triplicate – Accounting Unit
  1. The Budget Unit shall stamp the date of receipt on the face of this form.
  1. This form shall be accomplished in the following manner:
  2. No.– number assigned to the Obligation Request by the Budget Unit or its equivalent. The numbering shall be as follows:
00 – 0000 – 00 – 0000

Serial number (one series for
each year)
Month
Year
Allotment Class
  1. Payee – nameof payee or creditor
  2. Office–name of the office of payee or creditor
  3. Address – address of the payee or location of the office of the payee or creditor
  4. ResponsibilityCenter – code of the cost center where expenses shall be charged
  5. Particulars -- brief description of the obligation requested
  6. Amount–amount of obligation/adjustment
/
  1. P.P.A. – code for program/project/activity as shown in the ABM/SARO/allotment advice
  1. Account Code– expense/asset/liability account code where the obligation shall be charged
  1. Certified (Box A) – Certification by the Head of Requesting Office or his authorized representative on the necessity and legality of charges to the budget under his supervision, and validity, propriety and legality of supporting documents.
The certifying officer shall affix his signature, print his name, indicate his position, and the date of his signing on the spaces provided.
  1. Certified (Box B)– Certification by the Head of the Budget Unit or his authorized representative on the availability of allotment obligated for the purpose as indicatedtherein
The certifying officer shall affix his signature, print his name, indicate his position, and the date of his signing on the spaces provided.
  1. Any correction/adjustment by the Accounting Unit which will require the corresponding adjustment in the appropriate RAO shall be coordinated with the Budget Unit.

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BUDGET UTILIZATION REQUEST (BUR)

INSTRUCTIONS

  1. The BUR shall be prepared in three copies to be distributed as follows:
Original – to be attached tothe DV
Duplicate – Budget Unit
Triplicate – Accounting Unit
  1. The Budget Unit shall stamp the date of receipt on the face of this form.
  1. This form shall be accomplished in the following manner:
  1. No. – number assigned to the BUR by the Budget Section/Unit. The numbering shall be as follows:
00 0000 00 0000
Serial number (one series for
each year)
Month
Year
Budget Classification

  1. Payee – name of payee/creditor
  1. Office – name of theoffice of payee/creditor
  1. Address –address or the location of the payee/creditor
  1. ResponsibilityCenter – code of the cost center where expenses shall be charged
  1. Particulars -- brief description of the charges
/
  1. Account Code– expense/asset/liability account code where the utilization shall be charged
  1. Amount – amount of budget utilization/ adjustment
  1. Certified (Box A) - Certification by the Head of the RequestingUnit or his authorized representative on the necessity and legality of charges to the budget under his supervision, and validity, propriety and legality of supporting documents.
The certifying officer shall affix his signature, indicate his printed name, position and the date of his signing in the spaces provided.
10. Certified (Box B) –Certification by the Head of the Budget Unit or his authorized representative on the availability of budget earmarked/utilized for the purpose as indicated therein
The certifying officer shall affix his signature, print name,indicate his position and the date of his signing on the spaces provided.
  1. Any correction/adjustment by the Accounting Unit which will require the corresponding adjustment of budget utilization shall be coordinated with the Budget Unit.

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DISBURSEMENT VOUCHER (DV)
INSTRUCTIONS
  1. The DV shall be printed in one whole sheet of 81/2 x 11 size bond paper. This shall be prepared in three copies to be distributed as follows:
Original –Accounting Unit
Duplicate –Cash Unit
Triplicate – Payee's
  1. The Accounting Unit shall stamp the date of receipt on the face of this form.
  1. This form shall be accomplished in the following manner:
  1. DV No. – number assigned to the DV by the Accounting Unit. It shall be numbered as follows:
0000 00 0000

Serial number (one
series for eachyear )
Month
Year
  1. Mode of Payment–put a check "" mark in the appropriate box opposite the mode of payment
  1. Payee– name of the payee/creditor
  1. TIN/Employee No.– Tax Identification Number (TIN) of the claimant/Identification Number assigned by the agency to the officer/employee
  1. OR/BUR No– number of the Obligation Request/Budget Utilization Requestsupporting the DV
  1. Address – address of the claimant
  1. ResponsibilityCenter (Office/Unit/Project and Code) – the office/unit/project and code assigned to the cost center where the disbursement shall be charged
/
  1. Explanation– brief description of the disbursement
  1. Amount– amount of claim
  1. Certified (Box A) – certification by the Head of Accounting Unit or his authorized representativeon the availability of cash, subject to ADA, and on the completeness of the supporting documents
The certifying officer shall affix his signature, print his name, indicate his position, and the date of his signing on the spaces provided.
  1. Approved for Payment (Box B)– approval by the Head of the Agency or his Authorized Representative on the payment covered by the DV.
The approving officer shall affix his signature, print his name, indicate his position, and the date of his signing on the spaces provided.
  1. Received Payment (Box C) – acknowledgment by the claimant or his duly authorized representative for the receipt of the check/cash and the date of receipt. The claimant/payee shall affix his signature on the space provided and shall indicate the number and the date of the check/ADA, bank name and number and date of OR/other relevant documents issued to acknowledge the receipt of payment.
  1. JEV No.and Date – Number and date of the Journal Entry Voucher

REGISTRY OF BUDGET AND UTILIZATION

______

(RBU)

INSTRUCTIONS

  1. The RBU shall be maintained by Expense Class – RBUPS for Personal Services, RBUMO for Maintenance and Other Operating Expenses, RBUCO for Capital Expenses and RBUFE for Financial Expenses
  1. This shall be accomplished as follows:
  1. Sheet No. – sheet number which shall be one series for each year
  2. Date – date of the Approved Budget/Budget Utilization Request (BUR)
  3. Reference – Budget/BUR number
  4. Account Code – account code to where the utilization shall be charged as shown in the BUR
  5. Approved Budget – amount of approved budget and any supplemental/additional budget
  6. Cumulative Budget – the cumulative amount of budget as of a given date
  7. Utilization – amount of utilized budget/commitment made based on the approved BUR supported by pertinent documents
  8. Cumulative Utilization – the cumulative amount of utilization as of a given date
  9. Balance – budget available for utilization
  1. This Registry shall be maintained to control the budget. Unless authorized, the amount of utilization should not exceed the available budget.
  1. At year-end, unless authorized, the unutilized budget in the RBU shall be closed. No BUR is needed for the closure, as the unutilized budget will automatically lapse.
  1. In case a balance in budget exists in any RBU, a negative entry shall be posted in the Cumulative Budget Column to arrive at a zero balance.

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