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SUMMARY GUIDE FOR THE FINANCE KIT
Order for a Check Form / -Direct payment to the supplier (either company or person)-Honoraria/honorarium
-Cash Prizes
Petty Cash Voucher Form / -for reimbursement of expenses not more than P 2,000; Single receipt amounting to 2,000 or receipts with a total of 2,000 are acceptable.
Reimbursement Form / -for reimbursement of expenses more than 2,000; Single receipt amounting more than 2,000 or receipts with a total of more than 2,000 are acceptable.
Acknowledgment Receipt / Allowed only for the following transactions:
-Expenses without official receipt but subject for OSA and CAO’s approval.
Example: stipend for priest, wet market expenses, student services, jeepney rentals
Transportation Expense Report Form / -for the reimbursement of transportation expenses such as tricycle, taxi, LRT, & jeepney.
Turn-over Report Form / -for depositing sponsorship, sales, collected fees of the organization
-for requesting an official receipt of the Ateneo de Manila University
Bills Payment Form / -for direct payment of sponsors particularly those from outside Ateneo
-for events with fee collections whose participants are not from Ateneo
DCB Form / -for opening of new DCB account; for the yearly updating of DCB account (for changing of signatories)
Advance Official Receipt Letter Format / -Applicable only if the company requires an Official Receipt before the issuance of check or cash (either sponsorship or donation)
Budget Transfer Letter Format / Applicable for the payment of the following:
- Org to org expenses
- Org to Ateneo Offices (Departments and offices that does not issue Statement of Account)
Budget transfer is also applicable for some Ateneo offices that offered services with fees. In their case, they have their own budget transfer form and the letter format is not necessarily needed:
They are the following:
Office of Administrative Services (OAS)
-Daily time attendance record for over-time charges of staff and maintenance personnel
-Statement of account for the use of facilities and equipment
University Physical Plant Office (UPPO)
-Job order form (for request of stage, electricity, carpentry, manpower & hauling services)
LS Bookstore
-Statement of Account (for the purchase of LS Bookstore products)
Treasurer’s Office
-Statement of Account (for the use of Church of the Gesu, Irwin Theatre, Pollock Center)
Residence Halls
-Statement of Account (for the use of Dorm Facilities)
University Press
-Statement of Account(for the purchase of U-Pressproducts)
BUDGET PROPOSALS
FF A: Budget Proposal for COA orgs
FF B: Budget Proposal for Sanggunian, COA CB, COP, SJC, COMELEC, DSWS
FF C: Budget Proposal for Special Student Activities / This format is for the 52 Accredited COA orgs only. The budget proposal is submitted to OSA on a semestral basis. It includes all projected revenue and expenses of the current school year. The P 15,000.00 OSA budget allocation per semester should be included in the proposal.
The attachment 1 shows the itemized projected expenses which is equivalent to general budget proposal. The total expenses of each activity should correspond to the total amount indicated in the general budget proposal.
The projected revenue are funds coming from
selling activities, fundraising events, sponsorships and donations.
The projected expenses are the amounts to be charged to the DCB account or those expenses that are subsidized by the OSA.
The actual revenue and the actual income of the previous semester are also needed in this proposal. For comparison, monitoring and checking purposes.
The funding comes from the efforts of the student organizations through its activities and some are from the Student Activities Fund.
for SANGGUNIAN, DSWS, COA Central Board (COA CB), Student Judicial Court (SJC), COMELEC & Confederation of Publications (COP) – the GUIDON,HEIGHTS, and MATANGLAWIN;
This proposal includes all operational and project related expenses. This is submitted to OSA on a yearly basis by the Sanggunian, DSWS, COA CB, SJC and COP. The COMELEC submission is per semester because of its transition period.
The 1st general budget proposal shows the total amount of proposed budget of each unit or department. The 2nd general budget proposal is the summary of operational and project budget and the projected disbursements.
The budget proposals of 2 previous school years with its proposed and actual expenses are also needed for comparison, monitoring and checking purposes.
The attachment 1 shows the itemized operational budget proposal which is equivalent to the 2nd general budget proposal. The total expenses of each activity should correspond to the total amount indicated in the 2nd general budget proposal.
The attachment 2 shows the itemized disbursements for projects which is equivalent to the 2nd general budget proposal. The total expenses of each activity should correspond to the total amount indicated in the projected disbursements of the 2nd general budget proposal.
The total of proposed operational and project budget in the 2nd general budget proposal should be equal to the total of the 1st general budget proposal.
The budget requested of these groups will come from the Student Activities Fund and from the LS Publication Fund.
This budget proposal is for Orsem, Blue Roast, AFAIR, COA Recweek, Blue Christmas. The proposal should be submitted to OSA at least a month before the date of the activity.
The budget proposal shows the projected receipts and projected expenses.
The attachment 1 shows the projected sponsorships in-kind (Ex-deals) with its corresponding amount in pesos.
These groups had its own format of Statement of Receipts and Disbursements which is solely fitted for their activities.
The attachment 1A shows the comparison of projected and actual sponsorships in kind (ex-deals).
The SRD and attachment 1A are to be submitted to OSA after the activity. These forms will help in assessing the success of each event.
The funding comes from the fees, sponsors, donations and fundraising efforts.
Statement of Receipts & Disbursements (SRD) / Financial report submitted to OSA at the end of each semester; serves as the summary report of cash inflow and outflow of the student orgs finances
The attachment 1 shows the comparison of projections and actual amount of revenue and expenses.
This report will help in assessing the organizations liquidity and help in indicating the success of the orgs fundraising efforts.
Turn-over of Funds Letter Format / Financial report submitted to OSA at the end of second semester together with SRD;serves as the documentation for the final turn-over of the organization’s remaining funds; this is to be signed by both incoming & outgoing Presidents and Finance Officers of the organization
Purchase Requisition Form / Applicable only for COP: GUIDON, HEIGHTS, MATANGLAWIN; form used for the payment of bulk printing of magazines, books and newspapers