Chapter 1

INTRODUCTION

Recent developments brought about by the Philippine Public Financial Management

Reforms and significant changes in the field of accounting prompted the harmonization of the
existing accounting standards with the international accounting standards. This Commission
revised the New Government Accounting System (NGAS) Manual prescribed under Commission
on Audit (COA) Circular No. 2002-002 dated June 18, 2002 to make it responsive to dynamic
changes and modern technology.

Sec. 1. Legal Basis. The Government Accounting Manual (GAM) is prescribed by COA
pursuant to Article IX-D, Section 2 par. (2) of the 1987 Constitution of the Republic of the
Philippines which provides that:

“The Commission on Audit shall have exclusive authority, subject to the

limitations in this Article, to define the scope of its audit and examination,
establish the techniques and methods required therefor, and promulgate
accounting and auditing rules and regulations, including those for the
prevention and disallowance of irregular, unnecessary, excessive,
extravagant, or unconscionable expenditures, or uses of government funds
and properties". (Underscoring supplied)

Sec. 2. Coverage. This Manual presents the basic accounting policies and principles in
accordance with the Philippine Public Sector Accounting Standards (PPSAS) adopted thru COA
Resolution No. 2014-003 dated January 24, 2014 and other pertinent laws, rules and regulations.
It includes the Revised Chart of Accounts (RCA) prescribed under COA Circular No. 2013-002
dated January 30, 2013, as amended; the accounting procedures, books, registries, records, forms,
reports, and financial statements; and illustrative accounting entries. It shall be used by all
National Government Agencies (NGAs) in the:

a. preparation of the general purpose financial statements in accordance with the PPSAS
and other financial reports as may be required by laws, rules and regulations; and

b. reporting of budget, revenue and expenditure in accordance with laws, rules and
regulations.

Sec. 3. Objective of the Manual. The Manual aims to update the following:

a. standards, policies, guidelines and procedures in accounting for government funds

and property;

b. coding structure and accounts; and

c. accounting books, registries, records, forms, reports and financial statements.

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 Chapter 2

GENERAL PROVISIONS, BASIC STANDARDS AND POLICIES

Sec. 1. Scope. This chapter covers the general provisions from existing laws, rules and
regulations; and the basic standards/fundamental accounting principles for financial reporting by
national government agencies.

Sec. 2. Definition of Terms. For the purpose of this Manual, the terms used as stated
below shall be construed to mean as follows:

a. Accrual basis – means a basis of accounting under which transactions and other
events are recognized when they occur (and not only when cash or its equivalent is
received or paid). Therefore, the transactions and events are recognized in the
accounting records and recognized in the financial statements of the periods to which
they relate. The elements recognized under accrual accounting are assets, liabilities,
net assets/equity, revenue, and expenses.

b. Assets – are resources controlled by an entity as a result of past events, and from
which future economic benefits or service potential are expected to flow to the entity.

c. Contributions from owners – means future economic benefits or service potential that
have been contributed to the entity by parties external to the entity, other than those
that result in liabilities of the entity, that establish a financial interest in the net
assets/equity of the entity, which:

1. conveys entitlement both to (i) distributions of future economic benefits or

service potential by the entity during its life, such distributions being at the
discretion of the owners or their representatives; and to (ii) distributions of any
excess of assets over liabilities in the event of the entity being wound up; and/or

2. can be sold, exchanged, transferred, or redeemed.

d. Distributions to owners – means future economic benefits or service potential

distributed by the entity to all or some of its owners, either as a return on investment
or as a return of investment.

e. Entity – refers to a government agency, department or operating/field unit. It may be

referred to in this GAM as an agency.

f. Expenses – are decreases in economic benefits or service potential during the

reporting period in the form of outflows or consumption of assets or incurrence of
liabilities that result in decreases in net assets/equity, other than those relating to
distributions to owners.

g. Government Accounting – encompasses the processes of analyzing, recording,

classifying, summarizing and communicating all transactions involving the receipt
and disposition of government funds and property, and interpreting the results
thereof. (Sec. 109, Presidential Decree (P.D.) No. 1445)

h. Government Budget – is the financial plan of a government for a given period, usually
for a fiscal year, which shows what its resources are, and how they will be generated

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 and used over the fiscal period. The budget is the government's key instrument for
promoting its socio-economic objectives. The government budget also refers to the
income, expenditures and sources of borrowings of the National Government (NG)
that are used to achieve national objectives, strategies and programs.

i. Liabilities – are firm obligations of the entity arising from past events, the settlement
of which is expected to result in an outflow from the entity of resources embodying
economic benefits or service potential.

j. Net assets/equity – is the residual interest in the assets of the entity after deducting all
its liabilities.

k. Revenue – is the gross inflow of economic benefits or service potential during the
reporting period when those inflows result in an increase in net assets/equity, other
than increases relating to contributions from owners.

l. Revenue funds – comprise all funds derived from the income of any agency of the
government and available for appropriation or expenditure in accordance with law.
(Section 3, P.D. No. 1445)

Sec. 3. Responsibility, Accountability and Liability over Government Funds and

Property

a. Responsibility over Government Funds and Property

1. It is the declared policy of the State that all resources of the government shall be
managed, expended or utilized in accordance with laws and regulations, and
safeguarded against loss or wastage through illegal or improper disposition, with
a view to ensuring efficiency, economy and effectiveness in the operations of
government. The responsibility to take care that such policy is faithfully adhered
to rests directly with the chief or head of the government agency concerned.
(Sec. 2, P.D. No. 1445)

2. Fiscal responsibility shall, to the greatest extent, be shared by all those exercising
authority over the financial affairs, transactions, and operations of the
government agency. (Sec. 4(4), P.D. No. 1445)

3. The head of any agency of the government is immediately and primarily

responsible for all government funds and property pertaining to his agency.
Persons entrusted with the possession or custody of the funds or property under
the agency head shall be immediately responsible to him, without prejudice to the
liability of either party to the government. (Sec. 102, P.D. No. 1445)

b. Accountability over Government Funds and Property

1. Every officer of any government agency whose duties permit or require the
possession or custody of government funds or property shall be accountable
therefor and for the safekeeping thereof in conformity with law. Every AO shall
be properly bonded in accordance with law. (Sec. 101, P.D. No. 1445; Section 50,
Chapter 9, Subtitle B, Book V, Executive Order (E.O.) No. 292)

2. Transfer of government funds from one officer to another shall, except as allowed
by law or regulation, be made only upon prior direction or authorization of the
Commission or its representative. (Sec. 75, P.D. No. 1445)

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 3. When government funds or property are transferred from one AO to another, or
from an outgoing officer to his successor, it shall be done upon properly itemized
invoice and receipt which shall invariably support the clearance to be issued to
the relieved or outgoing officer, subject to regulations of the Commission.
(Sec. 77, P.D. No. 1445)

c. Liability over Government Funds and Property

1. Expenditures of government funds or uses of government property in violation of

law or regulations shall be a personal liability of the official or employee found to
be directly responsible therefor. (Sec. 103, P.D. No. 1445)

2. Every officer accountable for government funds shall be liable for all losses
resulting from the unlawful deposit, use, or application thereof and for all losses
attributable to negligence in the keeping of the funds. (Sec. 105(2),
P.D. No. 1445)

3. No AO shall be relieved from liability by reason of his having acted under the
direction of a superior officer in paying out, applying, or disposing of the funds or
property with which he is chargeable, unless prior to that act, he notified the
superior officer in writing of the illegality of the payment, application, or
disposition. The officer directing any illegal payment or disposition of the funds
or property shall be primarily liable for the loss, while the AO who fails to serve
the required notice shall be secondarily liable. (Sec. 106, P.D. No. 1445)

4. When a loss of government funds or property occurs while they are in transit or
the loss is caused by fire, theft, or other casualty or force majeure, the officer
accountable therefor or having custody thereof shall immediately notify the
Commission or the auditor concerned and, within 30 days or such longer period
as the Commission or auditor may in the particular case allow, shall present his
application for relief, with the available supporting evidence. Whenever
warranted by the evidence, credit for the loss shall be allowed. An officer who
fails to comply with this requirement shall not be relieved of liability or allowed
credit for any loss in the settlement of his accounts. (Sec. 73, P.D. No. 1445)

Sec. 4. Fundamental Principles for Revenue. All revenues accruing to the NGAs
shall be governed by the following fundamental principles:

a. Unless otherwise specifically provided by law, all revenues accruing to an entity by

virtue of the provisions of existing law, orders and regulations shall be
deposited/remitted in the National Treasury (NT) or in any duly authorized
government depository, and shall accrue to the General Fund (GF) of the NG.
(Sec. 65(1), P.D. No. 1445)

b. Except as may otherwise be specifically provided by law or competent authority, all

moneys and property officially received by a public officer in any capacity or upon
any occasion must be accounted for as government funds and government property.
(Sec. 42, Chapter 7, Title I(B), Book V, E.O. No. 292)

c. Amounts received in trust and from business-type activities of government may be

separately recorded and disbursed in accordance with such rules and regulations as
may be determined by a Permanent Committee composed of the Secretary of Finance
as Chairman, and the Secretary of Budget and Management and the Chairman, COA,
as members. (Sec. 65(2), P.D. No. 1445)
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 d. Receipts shall be recorded as revenue of Special, Fiduciary or Trust Funds or Funds
other than the GF, only when authorized by law as implemented by rules and
regulations issued by the Permanent Committee. (Sec. 66, P.D. No. 1445)

e. No payment of any nature shall be received by a collecting officer without

immediately issuing an official receipt in acknowledgement thereof. The receipt may
be in the form of postage, internal revenue or documentary stamps and the like,
officially numbered receipts, subject to proper custody, accountability, and audit.
(Sec. 68(1), P.D. No. 1445)

f. Where mechanical devices (e.g. electronic official receipt) are used to acknowledge
cash receipts, the COA may approve, upon request, exemption from the use of
accountable forms. (Sec. 68 (2), P.D. No. 1445)

g. At no instance shall temporary receipts be issued to acknowledge the receipt of public

funds. (Sec. 72, GAAM Volume I)

h. Pre-numbered ORs shall be issued in strict numerical sequence. All copies of each
receipt shall be exact copies or carbon reproduction in all respects of the original.
(Sec. 73, GAAM Volume I)

i. An officer charged with the collection of revenue or the receiving of moneys payable
to the government shall accept payment for taxes, dues or other indebtedness to the
government in the form of checks issued in payment of government obligations, upon
proper endorsement and identification of the payee or endorsee. Checks drawn in
favor of the government in payment of any such indebtedness shall likewise be
accepted by the officer concerned.

At no instance should money in the hands of the CO be utilized for the purpose of
cashing private checks. (Sec. 67(1) and (3), P.D. No. 1445)

j. Under such rules and regulations as the COA and the Department of Finance (DOF)
may prescribe, the Treasurer of the Philippines and all AGDB shall acknowledge
receipt of all funds received by them, the acknowledgement bearing the date of actual
remittance or deposit and indicating from whom and on what account it was received.
(Sec. 70, P.D. No. 1445)

Sec. 5. Fundamental Principles for Disbursement of Public Funds. Section 4 of

P.D. No. 1445, the Government Auditing Code of the Philippines, provides that all financial
transactions and operations of any government entity shall be governed by the following
fundamental principles:

a. No money shall be paid out of any public treasury or depository except in pursuance
of an appropriation law or other specific statutory authority.

b. Government funds or property shall be spent or used solely for public purposes.

c. Trust funds shall be available and may be spent only for the specific purpose for
which the trust was created or the funds received.

d. Fiscal responsibility shall, to the greatest extent, be shared by all those exercising
authority over the financial affairs, transactions, and operations of the government
agency.

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 e. Disbursement or disposition of government funds or property shall invariably bear the
approval of the proper officials.

f. Claims against government funds shall be supported with complete documentation.

g. All laws and regulations applicable to financial transactions shall be faithfully

adhered to.

h. Generally accepted principles and practices of accounting as well as of sound

management and fiscal administration shall be observed, provided that they do not
contravene existing laws and regulations.

Sec. 6. Basic Government Accounting and Budget Reporting Principles. Each entity
shall recognize and present its financial transactions and operations conformably to the following:

a. generally accepted government accounting principles in accordance with the PPSAS

and pertinent laws, rules and regulations;

b. accrual basis of accounting in accordance with the PPSAS;

c. budget basis for presentation of budget information in the financial statements (FSs)
in accordance with PPSAS 24;

d. RCA prescribed by COA;

e. double entry bookkeeping;

f. financial statements based on accounting and budgetary records; and

g. fund cluster accounting.

Sec. 7. Keeping of the General Accounts. The COA shall keep the general accounts of
the Government and, for such period as may be provided by law, preserve the vouchers and other
supporting papers pertaining thereto, pursuant to Section 2, par. (1), Article IX-D of the 1987
Philippine Constitution.

Sec. 8. Financial Reporting System for the National Government. The financial
reporting system of the Philippine government consists of accounting system on accrual basis and
budget reporting system on budget basis under the statutory responsibility of the NGAs, Bureau
of the Treasury (BTr), Department of Budget and Management (DBM), and the COA, as follows:

a. Each entity of the National Government (NG) maintains complete set of accounting
books by fund cluster which is reconciled with the records of cash transactions
maintained by the BTr.

b. The BTr accounts for the cash, public debt and related transactions of the NG.

c. Each entity maintains budget registries which are reconciled with the budget records
maintained by the DBM and the Government Accountancy Sector (GAS), COA.

d. The COA, through the GAS:

1. maintains budget records showing the overall approved budget of the NG and its
execution/implementation;

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 2. consolidates the FSs and budget accountability reports of all NGAs and the BTr
with COA’s records to come up with an Annual Financial Report (AFR) for the
NG as required in Section 4, Article IX-D of the 1987 Philippine Constitution;
and

3. prepares other financial reports required by law for submission to oversight

agencies.

Sec. 9. Objectives of General Purpose Financial Statements. The objectives of

general purpose financial statements (GPFSs) are to provide information about the financial
position, financial performance, and cash flows of an entity that is useful to a wide range of users
in making and evaluating decisions about the allocation of resources. Specifically, the objectives
of general purpose financial reporting in the public sector are to provide information useful for
decision-making, and to demonstrate the accountability of the entity for the resources entrusted to
it.

Sec. 10. Responsibility for Financial Statements. The responsibility for the
preparation of the FSs rests with the following:

a. for individual entity/department FSs – the head of the entity/department central office
(COf) or regional office (RO) or operating unit (OU) or his/her authorized
representative jointly with the head of the finance/accounting division/unit; and

b. for department/entity FSs as a single entity – the head of the entity/department COf
jointly with the head of the finance unit.

Sec. 11. Components of General Purpose Financial Statements. The complete set of
GPFSs consists of:

a. Statement of Financial Position (Annex A);

b. Statement of Financial Performance (Annex B);
c. Statement of Changes in Net Assets/Equity (Annex C);
d. Statement of Cash Flows (Annex D);
e. Statement of Comparison of Budget and Actual Amounts (Annex E); and
f. Notes to the Financial Statements, comprising a summary of significant accounting
policies and other explanatory notes. (Annex F)

Sec. 12. Books of Accounts and Registries. The books of accounts and registries of the
NG entities consist of:

a. Journals

1. General Journal (Appendix 1)

2. Cash Receipts Journal (Appendix 2)
3. Cash Disbursements Journal (Appendix 3)
4. Check Disbursements Journal (Appendix 4)

b. Ledgers

1. General Ledgers (Appendix 5)

2. Subsidiary Ledgers (Appendix 6)

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 c. Registries

1. Registries of Revenue and Other Receipts (Appendices 7, 7A, 7B, 7C and 7D)
2. Registry of Appropriations and Allotments (Appendix 8)
3. Registries of Allotments, Obligations and Disbursements (Appendices 9A, 9B, 9C
and 9D)
4. Registries of Budget, Utilization and Disbursements (Appendices 10A, 10B, 10C
and 10D)

Sec. 13. Fund Accounting. The books of accounts shall be maintained by fund cluster
as follows:

Code Description
01 Regular Agency Fund
02 Foreign Assisted Projects Fund
03 Special Account-Locally Funded/Domestic Grants Fund
04 Special Account-Foreign Assisted/Foreign Grants Fund
05 Internally Generated Funds
06 Business Related Funds
07 Trust Receipts

The composition of fund clusters is enumerated in Annex P.

Sec. 14. Components of Budget and Financial Accountability Reports. The budget
reports consist of the following Budget and Financial Accountability Reports (COA-DBM-DOF
Joint Circular No. 2013-1, as amended by COA and DBM Joint Circular No. 2014-1 dated July 2,
2014):

a. Quarterly Physical Report of Operation (QPRO) – BAR No. 1

b. Statement of Appropriations, Allotments, Obligations, Disbursements and Balances

(SAAODB) – FAR No. 1

c. Summary of Appropriations, Allotments, Obligations, Disbursements and Balances

by Object of Expenditures (SAAODBOE) – FAR No. 1-A

d. List of Allotments and Sub-Allotments (LASA) – FAR No. 1-B

e. Statement of Approved Budget, Utilizations, Disbursements and Balances

(SABUDB) – FAR No. 2 (for Off-Budget Fund)

f. Summary of Approved Budget, Utilizations, Disbursements and Balances by Object

of Expenditures (SABUDBOE) – FAR No. 2-A (for Off-Budget Fund)

g. Aging of Due and Demandable Obligations (ADDO) – FAR No. 3

h. Monthly Report of Disbursements (MRD) – FAR No. 4

i. Quarterly Report of Revenue and Other Receipts (QRROR) – FAR No. 5

Sec. 15. Fair Presentation. The FSs shall present fairly the financial position, financial
performance and cash flows of an entity. Fair presentation requires the faithful representation of
the effects of transactions, other events, and conditions in accordance with the definitions and

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recognition criteria for assets, liabilities, revenue, and expenses set out in PPSAS. The application
of PPSAS, with appropriate disclosures, if necessary, would result in fair presentation of the FS.

Sec. 16. Compliance with PPSASs. An entity whose financial statements comply with
PPSASs shall make an explicit and unreserved statement of such compliance in the notes.
Financial statements shall not be described as complying with PPSASs unless they comply with
all the requirements of PPSASs. Inappropriate accounting policies that do not comply with
PPSAS are not rectified either by disclosure of the accounting policies used, or by notes or
explanatory material.

Sec. 17. Departure from PPSAS. In the event that Management strongly believes that
compliance with the requirement of PPSAS would result in misleading presentation that it would
contradict the objective of the FSs set forth in PPSAS, the entity may depart from that
requirement if the relevant regulatory framework allows, or otherwise does not prohibit, such a
departure.

Sec. 18. Going Concern. The FSs shall be prepared on a going concern basis unless
there is an intention to discontinue the entity operation, or if there is no realistic alternative but to
do so.

Sec. 19. Consistency of Presentation. The presentation and classification of items in

the FSs shall be retained from one period to the next unless laws, rules and regulations, and
PPSAS require a change in presentation.

Sec. 20. Materiality and Aggregation. Each material class of similar items shall be
presented separately in the financial statements. Items of a dissimilar nature or function shall be
presented separately unless they are immaterial. If a line item is not material, it is aggregated
with other items either on the face of FSs or in the Notes to the FSs. A specific disclosure
requirement in a PPSAS need not be satisfied if the information is not material.

Sec. 21. Offsetting. Assets and liabilities, and revenue and expenses shall not be
allowed to offset unless required or permitted by a PPSAS except when offsetting reflects the
substance of the transaction or other event.

Sec. 22. Comparative Information. Comparative information shall be disclosed with

respect to the previous period for all amounts reported in the FSs. Comparative information shall
be included for narrative and descriptive information when it is relevant to an understanding of
the current period’s FSs.

Sec. 23. Structure and Content. The FSs and each component shall be identified
clearly and distinguished from other information in the same published document.

Sec. 24. Statement of Financial Position. An entity shall present current and non-
current assets, as well as current and non-current liabilities, as separate classifications on the face
of the Statement of Financial Position (SFP).

Sec. 25. Statement of Financial Performance. The Statement of Financial Performance

(SFPer) shall include line items that present the revenue, expenses and net surplus or deficit for
the period.

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 Sec. 26. Statement of Changes in Net Assets/Equity. An entity shall present in the
Statement of Changes in Net Assets/Equity (SCNA/E) the following:

a. Net Income or Deficit for the period;

b. Each item of revenue and expenses for the period that, as required by Standards, is
recognized directly in net assets/equity, and the total of these items;

c. Total revenue and expenses for the period; and

d. For each component of net assets/equity separately disclosed, the effects of changes
in accounting policies and corrections of errors recognized in accordance with
PPSAS 3-Accounting Policies, Changes in Accounting Estimates and Errors.

Sec. 27. Statement of Cash Flows. The Statement of Cash Flows (SCF) provides
information to users of FSs a basis to assess the ability of the entity to generate cash and cash
equivalents and to determine the entity’s utilization of funds. This also provides information on
how the entity generates income authorized to be used in their operation and its utilization.

Sec. 28. Statement of Comparison of Budget and Actual Amounts. A comparison of

budget and actual amounts will enhance the transparency of financial reporting in government.
This shall be presented by government agencies as a separate additional financial statement
referred in this Manual as the Statement of Comparison of Budget and Actual Amounts
(SCBAA).

Sec. 29. Notes to Financial Statements. The Notes to FSs contain information in
addition to that presented in the SFP, SFPer, SCNA/E, SCF and SCBAA. Notes provide narrative
descriptions or disaggregation of items disclosed in those FSs and information about items that do
not qualify for recognition in those statements.

Sec. 30. Qualitative Characteristics of Financial Reporting. An entity shall present

information including accounting policies in a manner that meets a number of qualitative
characteristics such as understandability, relevance, materiality, reliability and comparability.
These qualitative characteristics are the attributes that make the information provided in the FSs
useful to users.

Sec. 31. Key Features of Assets. The key features of an asset are:

a. the benefits must be controlled by the entity;

b. the benefits must have arisen from a past event; and

c. future economic benefits or service potential must be expected to flow to the entity.

The following are indicators of control of the benefits by the entity:

a. the ability of an entity to benefit from the asset and to deny or regulate the access
of others to that benefit.

b. an entity can, depending on the nature of the asset, exchange it, use it to provide
goods or services, exact a price for others’ use of it, use it to settle liabilities, hold
it, or perhaps even distribute it to owners.

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 c. possession or ownership of an object or right would normally be synonymous
with control over the future economic benefits embodied in the right or object.

However, there are instances when an entity may possess an object or right but not expect
to enjoy the benefits embodied in it, e.g. under a finance lease agreement, control over the
leased property owned by the lessor is transferred to the lessee.

The following are indicators of past event:

a. the specification of a past event differentiates assets from intentions to acquire

assets, which are not to be recognized.

b. a transaction or event giving rise to control of the future economic benefits must
have occurred.

The following are indicators of future economic benefits:

a. distinguishable from the source of the benefit i.e. the particular physical resource
or legal right;

b. does not imply that assets necessarily generate cash flows, the benefits can also
be in the form of ‘service potential’;

c. in determining whether a resource or right needs to be accounted for as an asset,

the potential to contribute to the objectives of the entity should be the prime
consideration;

d. capacity to contribute to activities/objectives/programs; and

e. the fact that an asset cannot be sold does not preclude it from providing future
economic benefits.

Sec. 32. Recognition of an Asset. An asset shall be recognized in the financial position
when and only when (a) it is probable that the future economic benefits will flow to the entity;
and (b) the asset has a cost or value that can be measured reliably.

The following are indicators of probable inflow of future economic benefits:

a. the chance of benefits arising is more likely rather than less likely (e.g. greater
than 50%).

b. benefits can be expected on the basis of available evidence or logic.

The following are indicators of reliable measurement:

a. valuation method is free from material error or bias.

b. faithful representation of the asset’s benefits.

c. reliable information will, without bias or undue error, faithfully represent those
transactions and events.

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 Sec. 33. Accounting Standards for Revenue. The following accounting standards shall
apply for revenue and receipts of government entities:

a. Revenue includes only the gross inflows of economic benefits or service potential
received and receivable by the entity in its own account. (PPSAS 9)

b. Receipts/Collections shall refer to all cash actually received from all sources during a
given accounting period.

c. Fines shall include economic benefits or service potential received or receivable by a

public sector agency, as determined by a court or other law enforcement body, as a
consequence of the breach of laws or regulations. Fines and penalties, either on tax
revenue or other specific income account, shall be recognized as income of the year
these were collected.

d. Gifts and donations shall consist of voluntary transfers of assets including cash or
other monetary assets, goods in-kind and services in-kind that one agency makes to
another, normally free from stipulations. (PPSAS 23)

e. Goods in-kind are tangible assets transferred to an agency in a non-exchange

transaction, without charge, but may be subject to stipulations. External assistance
provided by multilateral or bilateral development organizations often includes a
component of goods in-kind. (PPSAS 23)

f. Taxes are economic benefits or service potentials compulsory paid or payable to

public sector agencies, in accordance with laws and or regulations, established to
provide revenue to the government. Taxes do not include fines or other penalties
imposed for breaches of the law. (PPSAS 23)

g. Transfers are inflows of future economic benefits or service potential from non-
exchange transactions, other than taxes. (PPSAS 23)

Sec. 34. Use of Appropriated Funds. All moneys appropriated for functions, activities,
projects and programs shall be available solely for the specific purposes for which these are
appropriated.

Sec. 35. Appropriation for Loan Proceeds. Expenditures funded by foreign and
domestic borrowings shall be included within the expenditure program of the entity concerned.
Loan proceeds, whether in cash or in kind, shall not be used without the corresponding release of
funds through a Special Budget.

Sec. 36. Basic Requirements for Disbursements and the Required Certifications.
Disbursements of government funds shall comply with the following basic requirements and
certifications:

a. Availability of allotment/budget for obligation/utilization certified by the Budget

Officer/Head of Budget Unit;

b. Obligations/Utilizations properly charged against available allotment/budget by the

Chief Accountant/Head of Accounting Unit;

c. Availability of funds certified by the Chief Accountant. The Head of the Accounting
Unit shall certify the availability of funds before an Agency Head or his duly
authorized representative enter into any contract that involves the expenditure of
public funds based on the copy of budget release documents;

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 d. Availability of cash certified by the Chief Accountant. The Head of the Accounting
Unit shall certify the availability of cash and completeness of the supporting
documents in the disbursement voucher and payroll based on the Registry of
Allotments and Notice of Cash Allocation/Registry of Allotment and Notice of
Transfer of Allocation;

e. Legality of the transactions and conformity with existing rules and regulations. The
requesting and approving officials shall ensure that the disbursements of government
funds are legal and in conformity with applicable rules and regulations;

f. Submission of proper evidence to establish validity of the claim. The Head of the
Requesting Unit shall certify on the necessity and legality of charges to allotments
under his/her supervision as well as the validity, propriety and legality of supporting
documents. All payments of government obligations and payables shall be covered
by Disbursement Vouchers (DV)/Payrolls together with the original copy of the
supporting documents which will serve as basis in the evaluation of authenticity and
authority of the claim. It should be cleared, however, that the submission of the
supporting documents does not preclude reasonable questions on the funding,
legality, regularity, necessity and/or economy of the expenditures or transactions; and

g. Approval of the disbursement by the Head of Agency or by his duly authorized

representative. Disbursement or disposition of government funds or property shall
invariably bear the approval of the proper officials. The DVs/Payrolls shall be signed
and approved by the head of the agencies or his duly authorized representatives.

Sec. 37. Certification of Availability of Funds. No funds shall be disbursed, and no

expenditures or obligations chargeable against any authorized allotment shall be incurred or
authorized in any department, office or agency without first securing the certification of its Chief
Accountant or head of accounting unit as to the availability of funds and the allotment to which
the expenditure or obligation may be properly charged.

No obligation shall be certified to accounts payable unless the obligation is founded on a

valid claim that is properly supported by sufficient evidence and unless there is proper authority
for its incurrence. Any certification for a non-existent or fictitious obligation and/or creditor shall
be considered void. The certifying official shall be dismissed from the service, without prejudice
to criminal prosecution under the provisions of the Revised Penal Code. Any payment made
under such certification shall be illegal and every official authorizing or making such payment, or
taking part therein or receiving such payment, shall be jointly and severally liable to the
government for the full amount so paid or received. (Book VI, Section 41 of EO No. 292)

Sec. 38. Prohibition against the Incurrence of Overdraft. Heads of departments,

bureaus, offices and agencies shall not incur nor authorize the incurrence of expenditures or
obligations in excess of allotments released by the DBM Secretary for their respective
departments, offices and agencies. Parties responsible for the incurrence of overdrafts shall be
held personally liable therefor. (Book VI, Chapter 5, Section 41 of EO No. 292)

Sec. 39. Mode of Disbursements. Payments/Disbursements by NGAs may be effected

through the Treasury Single Account (TSA), by issuing Modified Disbursements System (MDS)
check or commercial check, cash through cash advance, Advice to Debit Account (ADA), or
Non-Cash Availment Authority (NCAA).

13
 Sec. 40. Authority to Disburse/Pay. NGAs are authorized to disburse/pay based on the
Notice of Cash Allocation (NCA), Notice of Transfer of Allocation (NTA), Cash Disbursement
Ceiling (CDC) or other authority that may be provided by law.

Sec. 41. Disbursement Voucher/Payroll. Checks/ADA shall be drawn based on duly

approved disbursement voucher or payroll.

Sec. 42. Maintenance of Records. All checks/ADA drawn during the day, whether
released or unreleased including cancelled checks shall be recognized chronologically in the
Checks/ADA Disbursement Record maintained by the Cash/Treasury Unit.

Sec. 43. Reporting of Disbursements. All payments/disbursements shall be reported

using the prescribed forms for recording in the books of accounts.

14
 Chapter 3

BUDGET EXECUTION, MONITORING AND REPORTING

Sec. 1. Scope. This Chapter prescribes the guidelines in monitoring, accounting and
reporting of the budget in the financial statements. This also prescribes the records to be
maintained by the national government agencies, forms to be used and reports to be prepared to
effectively monitor the budget as well as the required information disclosure and presentation of
budget information in the financial statements in accordance with PPSAS 24.

Sec. 2. Definition of Terms. For the purpose of this Manual, the terms stated below
shall be construed to mean as follows:

a. Allotment – is an authorization issued by the DBM to NGAs to incur obligations for

specified amounts contained in a legislative appropriation in the form of budget
release documents. It is also referred to as Obligational Authority.

b. Appropriation – is the authorization made by a legislative body to allocate funds for

purposes specified by the legislative or similar authority.

c. Approved Budget – is the expenditure authority derived from appropriation laws,

government ordinances, and other decisions related to the anticipated revenue or
receipts for the budgetary period. The approved budget consists of the following:

UACS Code
New General Appropriations 01
Continuing Appropriations 02
Supplemental Appropriations 03
Automatic Appropriations 04
Unprogrammed Funds 05
Retained Income/Funds 06
Revolving Funds 07
Trust Receipts 08

d. Automatic Appropriations – are the authorizations programmed annually or for some

other period prescribed by law, by virtue of outstanding legislation which does not
require periodic action by Congress.

e. Budget Information – the budgetary information consists of, among others, data on
appropriations or the approved budget, allotments, obligations, revenues and other
receipts, and disbursements.

f. Continuing Appropriations – are the authorizations to support obligations for a

specific purpose or project, such as multi-year construction projects which require the
incurrence of obligations even beyond the budget year.

g. Disbursements – are the actual amounts spent or paid out of the budgeted amounts.

h. Final Budget – is the original budget adjusted for all reserves, carry-over amounts,
transfers, allocations and other authorized legislative or similar authority changes
applicable to the budget period.

15
 i. New General Appropriations – are annual authorizations for incurring obligations
during a specified budget year, as listed in the GAA.

j. Obligation – is an act of a duly authorized official which binds the government to the
immediate or eventual payment of a sum of money. Obligation maybe referred to as
a commitment that encompasses possible future liabilities based on current
contractual agreement.

k. Original Budget – is the initial approved budget for the budget period usually the
General Appropriations Act (GAA). The original budget may include residual
appropriated amounts automatically carried over from prior years by law such as
prior year commitments or possible future liabilities based on a current contractual
agreement.

l. Revenues – are increases in economic benefits or service potential during the

accounting period in the form of inflows or increases of assets or decreases of
liabilities that result in increases in net assets/equity, other than those relating to
contributions from owners.

m. Supplemental Appropriations – are additional appropriations authorized by law to

augment the original appropriations which proved to be insufficient for their intended
purpose due to economic, political or social conditions supported by a Certification of
Availability of Funds (CAF) from the BTr.

Sec. 3. Fund Release Documents. With the adoption of the UACS and the
Performance-Informed Budgeting (PIB), the following are the fund release documents:

a. Obligational Authority or Allotment – the following are the documents which

authorize the entity to incur obligations:

1. General Appropriations Act Release Document (GAARD) – serves as the

obligational authority for the comprehensive release of budgetary items
appropriated in the GAA, categorized as For Comprehensive Release (FCR).

2. Special Allotment Release Order (SARO) – covers budgetary items under For
Later Release (FLR) (negative list) in the entity submitted Budget Execution
Documents (BEDs), subject to compliance of required documents/clearances.
Releases of allotments for Special Purpose Funds (SPFs) (e.g., Calamity Fund,
Contingent Fund, E-Government Fund, Feasibility Studies Fund, International
Commitments Fund, Miscellaneous Personnel Benefits Fund and Pension and
Gratuity Fund) are also covered by SAROs.

3. General Allotment Release Order (GARO) – is a comprehensive authority issued

to all national government agencies, in general, to incur obligations not exceeding
an authorized amount during a specified period for the purpose indicated therein.
It covers automatically appropriated expenditures common to most, if not all,
agencies without need of special clearance or approval from competent authority,
i.e. Retirement and Life Insurance Premium.

b. Disbursement Authority – the following documents authorize the entity to pay

obligations and payables:

1. Notice of Cash Allocation (NCA) – authority issued by the DBM to central,

regional and provincial offices and operating units to cover the cash requirements
of the agencies;

16
 2. Non-Cash Availment Authority (NCAA) – authority issued by the DBM to
agencies to cover the liquidation of their actual obligations incurred against
available allotments for availment of proceeds from loans/grants through
supplier’s credit/constructive cash;

3. Cash Disbursement Ceiling (CDC) – authority issued by DBM to the Department

of Foreign Affairs (DFA) and Department of Labor and Employment (DOLE) to
utilize their income collected/retained by their Foreign Service Posts (FSPs) to
cover their operating requirements, but not to exceed the released allotment to the
said post; and

4. Notice of Transfer of Allocation – authority issued by the Central Office to its

regional and operating units to cover the latter’s cash requirements.

Sec. 4. Classification of Expenditures. Expenditures of NGAs shall be classified into

categories as may be determined by the DBM including, but not limited to the following:

a. Entity incurring the obligation;

b. Program, Activity and Project (PAP);

c. Object of expenditures, including personnel services (PS), maintenance and other

operating expenditures (MOOE), financial expenses (FE), and capital outlays (CO);

d. Region or locality of use;

e. Economic or functional classification of the expenditures;

f. Obligational authority and cash transactions arising from fund releases; and

g. Such other classifications as may be necessary for the budget process.

Sec. 5. Monitoring of the Budget. The budget shall be monitored by the Budget
Division/Units of NGAs through the maintenance of registries for that purpose.

Sec. 6. Registries of Revenue and Other Receipts. The Registries of Revenue and
Other Receipts (Appendices 7, 7A, 7B, 7C and 7D) shall be maintained by the Budget
Division/Unit of NGAs to monitor the revenue and other receipts estimated/budgeted, collected
and remitted/deposited.

Sec. 7. Procedures in Monitoring and Recognizing Revenue and Other Receipts

a. Recognizing Estimated Revenue/Other Receipts

Area of Seq.
Activity
Responsibility No.
Budget Division/Unit
Staff Concerned 1 Receives copy of the Estimated Revenue per
Approved Budget of the Agency (ERABA).
Records the same in the logbook and forwards
the ERABA and the supporting documents
(SDs) to the Budget Staff.

17
 Area of Seq.
Activity
Responsibility No.
Budget Staff 2 Records the estimated revenue/other receipts
in the appropriate column of the RROR.
Files the RROR and the copy of ERABA for
reference.

b. Recognizing Revenue/Other Receipts Collected and Deposited

Area of Seq.
Activity
Responsibility No.
Budget Division/Unit
Staff Concerned 1 Receives from the Cash/Treasury Unit or
other unit concerned of the entity the copy of
the Report of Collections and Deposits
(RCD), TRA (Note 1), Cash Receipts Register
(CRReg) (Note 2) and Credit Memo/Abstract
of Deposits (Note 3). Records the same in the
logbook and forwards the documents to the
Budget Staff.

Note 1 – The TRA is used by the Bureau

of Internal Revenue (BIR) to
recognize the income from
taxes withheld by various
NGAs.
Note 2 – The CRReg is used by
operating units of NGAs
without complete set of books
of accounts such as foreign-
based government agencies,
etc.
Note 3 – The Credit Memo/Abstract of
Deposits from the bank is used
to recognize revenue deposited
with the National Treasury
through the AGDBs or
Authorized Agent Banks
(AABs).

Budget Staff 2 Records the collections of revenue/other

receipts/constructive receipts of revenue
under the appropriate column of the RROR.
Files the RROR and the copy of RCD and
supporting documents for reference.

Sec. 8. Registry of Appropriations and Allotments. The Registry of Appropriations

and Allotments (RAPAL) (Appendix 8) shall be maintained by NGAs to monitor appropriations
and allotments charged thereto. It shall show the original, supplemental and final budget for the
year and all allotments received charged against the corresponding appropriation. The balance is
extracted every time an entry is made to prevent incurrence of overdraft in appropriations.
Separate RAPAL shall be maintained by fund cluster and by Major Final Output
(MFO)/PAP/Appropriation Acts.

18
 Sec. 9. Procedures in Recording Appropriations and Allotments. The procedures for
recording appropriations and allotments are as follows:

Area of Seq.
Activity
Responsibility No.
Staff Concerned 1 Receives the GAA and the allotment release documents from
the DBM. Records the same in the logbook and forwards
these documents to the Budget Staff for recording in the
RAPAL and RAOD.

Budget Staff 2 Records the appropriations and allotments in the

appropriate columns of the RAPAL and the RAOD.
Forwards a copy of the allotment release documents to the
Accounting Division/Unit for reference.

Note – The amount of allotment should not exceed the

authorized appropriations in the GAA. If the
allotment exceeds the appropriation, appropriate
actions should be taken.

Sec. 10. Registries of Allotments, Obligations and Disbursements. The Registries of

Allotments, Obligations and Disbursements (RAOD) shall be maintained by the Budget
Division/Unit of agencies to record allotments, obligations and disbursements. It shall show the
allotments received for the year, obligations incurred against the corresponding allotment and the
actual disbursements made. The balance is extracted every time an entry is made to prevent
incurrence of obligations in excess of allotment and overdraft in disbursements against obligations
incurred. The RAODs shall be maintained by appropriation act, fund cluster, MFO/PAP, and
allotment class.

a. Registry of Allotments, Obligations and Disbursements-Personnel Services

(RAOD-PS) (Appendix 9A) shall be used to record the allotments received,
obligations incurred and disbursements classified under PS.

b. Registry of Allotments, Obligations and Disbursements-Maintenance and Other

Operating Expenses (RAOD-MOOE) (Appendix 9B) shall be used to record the
allotments received, obligations incurred and disbursements classified under MOOE.

c. Registry of Allotments, Obligations and Disbursements-Financial Expenses

(RAOD-FE) (Appendix 9C) shall be used to record the allotments received,
obligations incurred and disbursements classified under FE.

d. Registry of Allotments, Obligations and Disbursements-Capital Outlays (RAOD-CO)

(Appendix 9D) shall be used to record the allotments received, obligations incurred
and disbursements classified under CO.

Sec. 11. Obligation Request and Status. The incurrence of obligations shall be made
through the issuance of Obligation Request and Status (ORS) (Appendix 11). The ORS shall be
prepared by the Requesting/Originating Office supported by valid claim documents like DVs,
payrolls, purchase/job orders, itinerary of travel, etc. The Head of the Requesting/Originating
Office or his/her authorized representative shall certify in the Section A of the ORS as to the
necessity and legality of charges to the budget under his/her supervision, and validity, propriety
and legality of SDs. The Head of the Budget Division/Unit shall certify to the availability of
allotment and such is duly obligated by signing in Section B of the ORS.

19
 Sec. 12. Subsidiary Record for Obligation. A subsidiary record to monitor a particular
obligation shall be maintained by the Budget Division/Unit in Section C of the ORS. It shall
contain the original amount of obligation, payable (goods delivered and services rendered) and the
actual amount paid.

Sec. 13. Adjustment of Obligation. Adjustment of obligation incurred after the

processing of the claim by the Accounting Division/Unit shall be made through the use of Notice
of Obligation Request and Status Adjustment (NORSA) (Appendix 12). The adjustment shall be
effected through a positive entry (if additional obligation is necessary) or a negative entry (if
reduction is necessary) in the ‘Obligation’ column of the ORS and RAOD.

Sec. 14. Notice of Obligation Request and Status Adjustment. The NORSA shall be
prepared by the Accounting Division/Unit after the processing of the claim which shall be used in
adjusting the original amount obligated to the actual obligations incurred in the RAOD. It shall
be forwarded by the Accounting Division/Unit to the Budget Division/Unit to take up the
adjustments of obligation in the RAOD. The following transactions shall also need adjustments
of obligations:

Transactions Supporting Documents

a. Refund of cash advance granted during Certified copies of official receipts and
the year other SDs
b. Over/Underpayment of expenditures Certified copies of official receipts and
during the year bills and other SDs
c. Disallowances pertaining to expenses Certified copies of official receipts and
incurred during the validity period of bills, notice that the disallowances are
the budget that became final and final and executory, and other SDs
executory during the same period

Sec. 15. Procedures in Recording Obligation. Obligation shall be recorded in the

appropriate RAOD through ORS with the following procedures:

Area of Seq.
Activity
Responsibility No.
Budget Division/Unit
Staff Concerned 1 Receives the ORS, duly signed by the Head of the
Requesting Office, including copies of DV/Payroll,
Contract/Purchase Order (PO) and other SDs from
office/personnel concerned. Verifies completeness of
the documents. If complete, records the same in the
logbook maintained for the purpose and forwards the
documents to the Budget Staff for processing. If
incomplete, returns the documents to the Requesting
Office for completion.

Budget Staff 2 Receives the ORS and its SDs from the Staff concerned.
Verifies availability of allotment based on the
appropriate RAOD. If allotment is not available, returns
the documents to the office/personnel concerned.

3 If allotment is available, assigns number on the ORS

based on the Control Logbook maintained for the
purpose. Records the amount obligated based on the
ORS in the ‘Obligation’ column of the RAOD. Initials

20
 Area of Seq.
Activity
Responsibility No.
in Section B of the ORS and forward all copies of the
documents to the Head of the Budget Division/Unit for
signature.

Head of Budget 4 Reviews the ORS and SDs. If in order, signs the
Division/Unit certification in Section B of the ORS. Forwards the ORS
and SDs to the Budget Staff.

Budget Staff 5 Forwards the ORS and SDs to the Accounting

Division/Unit for processing of the claim. Retains
original copy of the ORS for maintenance/monitoring of
obligation status.

Note – For the succeeding activities, refer to Chapter 6-

Disbursements.

Sec. 16. Recording of Disbursement in the RAOD. The disbursements shall be posted
under the ‘Payment’ column of Section C of the ORS based on the Reports of Checks Issued
(RCI)/Report of ADA Issued (RADAI) (Appendix 13)/TRA and JEV and recorded in the
appropriate RAOD by the Budget Division/Unit.

Sec. 17. Procedures for the Recording of Disbursements and Adjustment of

Obligation. The procedures for the recording of disbursements and adjustment of obligation are
as follows:

Area of Seq.
Activity
Responsibility No.
Budget Division/Unit
Staff Concerned 1 Receives copies of RCI, RADAI, TRA, JEV and
NORSA from the Accounting Division/Unit as basis for
posting in Section C of the ORS and recording to RAOD.
Records in the Logbook and forwards the RCI, RADAI,
TRA, JEV and NORSA to Budget Staff concerned for
recording in the RAOD and updating Section C of the
ORS.

Recording of Disbursements
Budget Staff 2 Posts the RCI/RADAI/TRA/JEV and pertinent
Check/ADA/TRA numbers in Section C, ‘Payment’
column of the ORS and ‘Disbursements’ column of the
RAOD.

3 In Section C of the ORS, determines the balance of

unpaid obligations by subtracting the amount of
disbursements from obligations. Files the RCI, RADAI,
TRA, JEV and other documents for reference.

Adjustment of Obligation
4 Posts the NORSA in the ‘Obligation’ column of Section
C of the ORS. If the original amount is lesser than the
actual obligation after the processing of the claim, a

21
 Area of Seq.
Activity
Responsibility No.
positive entry corresponding to additional obligation
shall be recorded in the RAOD based on the NORSA. If
the original obligation is greater, a negative entry
representing the excess shall be recorded in the RAOD.

Sec. 18. Registries of Budget, Utilization and Disbursements. The Registries of

Budget, Utilization and Disbursements (RBUD) shall be used to record the approved special
budget and the corresponding utilizations and disbursements charged to retained income
authorized under R.A. 8292 for SUCs and other retained income collection of a national
government agency with similar authority, Revolving Funds and Trust Receipts/Custodial Funds.
It shall be maintained by legal/authority, fund cluster, MFO/PAP and budget classification.

a. Registry of Budget, Utilization and Disbursements-Personnel Services (RBUD-PS)

(Appendix 10A) shall be used to record the budget utilizations and disbursements
classified under PS.

b. Registry of Budget, Utilization and Disbursements-Maintenance and Other Operating

Expenses (RBUD-MOOE) (Appendix 10B) shall be used to record the budget
utilizations and disbursements classified under MOOE.

c. Registry of Budget, Utilization and Disbursements-Financial Expenses (RBUD-FE)

(Appendix 10C) shall be used to record the budget utilizations and disbursements
classified under FE.

d. Registry of Budget, Utilization and Disbursements-Capital Outlays (RBUD-CO)

(Appendix 10D) shall be used to record the budget utilizations and disbursements
classified under CO.

Sec. 19. Budget Utilization Request and Status. The incurrence of budget utilization
shall be made through the issuance of Budget Utilization Request and Status (BURS) (Appendix
14). The BURS shall be prepared by the Requesting/Originating Office supported by valid claim
documents like DV, payroll, purchase/job order, itinerary of travel, etc. The Head of
Requesting/Originating Office or his/her authorized representative shall certify in Section A of the
BURS as to the necessity and legality of charges to the budget under his/her supervision, and
validity and propriety of SDs. The Head of Budget Division/Unit shall certify to the availability
of budget and its utilization in accordance with its purpose by signing in Section B of the BURS.

Sec. 20. Subsidiary Record for Budget Utilization. The Section C of the BURS shall
serve as the subsidiary record to monitor budget utilization to be maintained by the Budget
Division/Unit. It shall contain the original amount of utilization, payable (goods delivered and
services rendered) and the actual amount paid after the processing of the claim.

Sec. 21. Adjustment of Budget Utilization. Adjustment of budget utilization after the
processing of the claim by the Accounting Division/Unit shall be made through the use of Notice
of Budget Utilization Request and Status Adjustment (NBURSA) (Appendix 15). The adjustment
shall be effected thru a positive entry (if additional utilization is necessary) or a negative entry (if
reduction is necessary) in the ‘Utilization’ column of the BURS and RBUD.

Sec. 22. Notice of Budget Utilization Request and Status Adjustment. The
NBURSA shall be prepared by the Accounting Division/Unit after the processing of the claim
which shall be used in adjusting the original amount utilized to the actual utilizations in the
RBUD. It shall be forwarded by the Accounting Division/Unit to Budget Division/Unit to take up

22
the adjustments of utilization in the RBUD. The following transactions shall also need
adjustments of budget utilizations:

Transactions Supporting Documents

a. Refund of cash advance granted during Certified copies of official receipts and
the year other SDs
b. Over/Underpayment of expenditures Certified copies of official receipts and
during the year bills and other SDs
c. Disallowances pertaining to expenses Certified copies of official receipts and
incurred during the validity period of bills, notice that the disallowances are
the budget that became final and final and executory, and other SDs
executory during the same period

Sec. 23. Recording of Disbursement in the RBUD. The disbursement shall be posted
in Section C of the BURS and recorded in the appropriate RBUD based on the RCI, RADAI,
TRA and JEV furnished by the Cashier/Accounting Units to Budget Division/Unit.

Sec. 24. Procedures in Monitoring Budget, Utilizations and Disbursements charged

to Retained Income, Revolving Funds and Trust Receipts/Custodial Funds. The procedures
are as follows:

Area of Seq.
Activity
Responsibility No.
Posting of Approved Budget
Budget Division/Unit
Receiving/Releasing 1 Receives the approved budget (AB) from the concerned
Staff entity official. Records the same in the logbook and
forwards the AB to the Staff Concerned for recording in
the appropriate RBUD.

Staff Concerned 2 Records the AB in the ‘Budgeted Amount’ column of the

RBUD and forwards copies of the budget documents to
the Accounting Division/Unit for reference.

Posting of Utilization
Receiving/Releasing 3 Receives the BURS, duly signed by the head of the
Staff Requesting Office including copies of DV/Payroll,
Contract/PO and other SDs from concerned
office/personnel. Verifies completeness of the documents.
If complete, records the same in the logbook maintained
for the purpose and forwards the documents to Staff
Concerned for recording of utilizations in the appropriate
RBUD. If incomplete, returns the documents to
Requesting Office for completion.

Staff Concerned 4 Receives the BURS and its SDs from Receiving/Releasing
Staff. Verifies availability of budget based on the
appropriate RBUD.

5 If budget is available, assigns number on the BURS based

on the Control Logbook maintained for the purpose.
Records the amount utilized based on the BURS in the
‘Utilization’ column of the RBUD. Initials in Section B of
the BURS and forward all copies of the documents to the
Head of the Budget Division/Unit for signature. If budget
23
 Area of Seq.
Activity
Responsibility No.
is not available, returns the documents to the
office/personnel concerned.

Head of Budget 6 Reviews the BURS and SDs. Signs the certification in
Division/Unit Section B of the BURS. Forwards to the Staff Concerned
the BURS and SDs.

Staff Concerned 7 Records in the logbook the release of the BURS and SDs
to the Accounting Division/Unit for processing of the
claim. Retains original copy of the BURS for
maintenance/monitoring of utilization status.

Note – For the succeeding activities, refer to Chapter 6-

Disbursements.

Posting of Disbursement
Receiving/Releasing 8 Records in the logbook the receipt of the RCI and RADAI
Staff from the Cash Unit, and TRA, JEV and NBURSA from
the Accounting Division/Unit. Forwards the same to Staff
Concerned.

Staff Concerned 9 Posts the RCI/RADAI/TRA/JEV in Section C, Payment

column of the BURS and to the Disbursement column of
the RBUD.

10 In Section C of the BURS, determines the balance of

unpaid utilizations. Files the RCI, RADAI, TRA, JEV and
other documents for reference.

Adjustment of Utilization
Staff Concerned 11 Posts the NBURSA in the ‘Utilization’ column of Section
C of the BURS. For any excess of the actual budget
utilization over the original amount, a positive entry
corresponding to additional utilization shall be recorded in
the RBUD based on the NBURSA. If the original
utilization is greater, a negative entry representing the
excess shall be recorded in the RBUD.

Sec. 25. Presentation of Budget Information in the Financial Statements on a

Comparable Basis. An entity shall prepare a comparison of the budget and actual amounts spent
as a separate statement since the budget and the financial statements are not prepared on a
comparable basis in accordance with PPSAS (Par. 23, PPSAS 24).

Sec. 26. Statement of Comparison of Budget and Actual Amounts. This shall be
prepared based on the various registries maintained by the Budget Division/Unit such as the
RRORs, RAPAL, RAOD/RBUD and other SDs. The data on Actual Amounts shall be verified
by the Accounting Division/Unit in the Statement of Cash Flows (SCF). The statement shall
present the following:

a. The original (approved appropriations, prior year’s not yet due and demandable
obligations) and final budget (continuing appropriations, transfers, realignments and
withdrawals) amounts;
b. The actual amounts on a comparable basis; and
24
 c. By way of note disclosure, an explanation of the material differences between the
budget and actual amounts, which are not included in the financial statements.

(NAME OF THE ENTITY)

STATEMENT OF COMPARISON OF BUDGET AND ACTUAL AMOUNT
(ALL FUNDS OR NAME OF FUND)
FOR THE YEAR ENDED DECEMBER 31, 2015
(in thousand pesos)
Actual Difference
Budgeted Amounts
Amounts on Final
Particulars
Comparable Budget
Original Final Basis and Actual
Notes
RECEIPTS
Tax Revenue 3.13 & 3.15 xxx xxx xxx xxx
Services and Business
Income 3.14 & 3.15 xxx xxx xxx xxx
Assistance and Subsidy 3.13 & 3.15 xxx xxx xxx xxx
Shares, Grants and
Donations 3.13 & 3.15 xxx xxx xxx xxx
Gains 3.14 & 3.15 xxx xxx xxx xxx
Others 3.15 xxx xxx xxx xxx
Total Receipts xxx xxx xxx xxx

PAYMENTS
Personnel Services 3.15 xxx xxx xxx xxx
Maintenance and Other
Operating Expenses 3.15 xxx xxx xxx xxx
Capital Outlay 3.15 xxx xxx xxx xxx
Financial Expenses 3.15 xxx xxx xxx xxx
Others 3.15 xxx xxx xxx xxx
Total Payments xxx xxx xxx xxx
NET RECEIPTS/PAYMENTS xxx xxx xxx xxx

The above statement should be read in conjunction with the accompanying notes.

Sec. 27. Changes from Original to Final Budget. An entity shall present an
explanation of whether the changes between the original and final budget are a consequence of
reallocations within the budget by way of note disclosure in the FSs.

Sec. 28. Reconciliation of Actual Amounts on a Comparable Basis (Budget) and

Actual Amounts in the Financial Statements. The actual amounts presented on a comparable
basis to the budget shall be reconciled with the actual amounts presented in the FSs identifying
separately the differences classified as follows:

a. Basis Differences, which occur when the approved budget is prepared on a basis
other than the accounting basis;

b. Timing Differences, which occur when the budget period differs from the reporting
period reflected in the FSs; and

c. Entity Differences, which occur when the budget omits program or entities that are
part of the entity for which the FSs are prepared.

The reconciliation shall be disclosed as part of the Notes to the FSs.

Sec. 29. Disclosures of Budgetary Basis, Period and Scope. An entity shall explain in
the notes to the FSs the budgetary basis (cash or accrual, or some modification thereof) used in
the preparation and presentation of the budget and the accounting basis used in the financial

25
statements. The period and the entities included in the approved budget shall also be identified in
the notes to financial statements.

Sec. 30. Procedures for the Preparation of the Statement of Comparison of Budget
and Actual Amounts

Area of Seq.
Activity
Responsibility No.
Budget Division/Unit
Staff Concerned 1 Based on the RRORs, RAPAL, RAODs/RBUDs and SDs,
obtain the data on budgeted and actual revenue,
appropriations, allotments, obligations/utilizations and
disbursements and post these in the appropriate column of the
SCBAA.

Note 1 – The number in the ‘Notes’ column shall

correspond to those shown in the Notes to FS
prepared by the agency.
Note 2 – The Receipts portion of the statement shall
contain the various revenue and other receipts
of the agency showing the following:
a. Budgeted Amount:
Original – the approved estimated
revenue of the entity per major
account based on the RROR
maintained by the agency
Final – the approved estimated revenue
of the entity after effecting the
adjustments as reflected in the
RROR.
In cases where the estimated revenue
was not reflected on the approved
budget, the actual collections shall be
considered as the estimated revenue
(final). The same shall be disclosed in
the notes to the FSs.
b. Actual Amounts on Comparable Basis –
refer to collections received from
revenue transaction based on the RCD,
CRReg (for OU without complete set of
books) and CM/Abstract of Deposit as
posted in the RROR
The NCA received for funding
requirements of the agency shall not be
considered as receipts for the purpose of
this statement.
Note 3 – The Payments portion of the SCBAA shall
contain the expenditures of the agency
classified into PS, MOOE, CO, FE and Other
Disbursements showing the following:
a. Budgeted Amount:
26
 Area of Seq.
Activity
Responsibility No.
Original – the approved appropriations
of the agency as reflected in the
GAA and other appropriations law.
Final – the approved appropriations of
the agency after effecting the
adjustments (transfers, realignments
and withdrawals) as reflected in the
RAPAL.
b. Actual Amounts on Comparable Basis –
refer to actual payments/disbursements
posted in the RAOD based on the RCI,
RADAI, TRA and JEV for disbursements
not recorded in the RCI and RADAI. For
Operating Units without complete set of
books, the source documents are the
CBReg, CDReg and the JEV.

Note 4 – This statement shall be prepared by fund

cluster based on the UACS.

Note 5 – In addition to Note 4, a consolidated/combined

statement of all fund clusters shall be prepared.

Budget Staff 2 Prepares the SCBAA in two (2) copies and forwards to the
Accounting Division/Unit for verification of the actual
amounts with the accounting records and the SCF.

Note 6 – The difference between the Final Budget and the

Actual Amounts in the SCBAA shall be
reconciled with the balances of unreleased
appropriations/budget, unobligated allotments/
unutilized budget, and unpaid obligations/
utilizations reflected in the SAAODB/SABUDB.

Head of Budget 3 Signs the “Certified Correct” portion of the SCBAA.

Division/Unit/
Budget Officer

Accounting
Division/Unit
Accounting Staff 4 Receives the 2 copies of the SCBAA from the Budget
Concerned Division/Unit and retrieves the copy of the SCF. Verifies the
receipts and payments on the Actual Amount columns of the
SCBAA with the inflows and outflows in the SCF.
Coordinate with the Budget Division/Unit discrepancy
discovered, if any. Once verified, forwards the 2 copies of the
SCBBA and SCF to the Head of Accounting Unit/Chief
Accountant.

27
 Area of Seq.
Activity
Responsibility No.
Head of 5 Signs the Certified Correct portion of the SCBAA.
Accounting
Division/Unit/Chief
Accountant

Concerned 6 Submits the signed SCBAA to the Audit Team Leader,

Accounting Staff together with other FSs. Furnish one signed copy of the
SCBAA to Budget Division/Unit for file.

Sec. 31. Preparation of the Budget Reports. The following budget reports/documents
as required by DBM and COA shall be submitted:

a. Quarterly Physical Report of Operation (QPRO) – Budget Accountability Report

(BAR) No. 1 (Appendix 16). This report shall reflect the Department’s/Agency’s
actual physical accomplishments as at a given quarter, in terms of the performance
measures indicated in its Physical Plan.

b. Statement of Appropriations, Allotments, Obligations, Disbursements and Balances –

Financial Accountability Report (FAR) No. 1 (SAAODB) (Appendix 17). This report
shall reflect the authorized appropriations and adjustments, total allotments received
including transfers, total obligations, total disbursements and the balances of
unreleased appropriations, unobligated allotments, and unpaid obligations of a
department/office/entity by source and by allotment class. It shall be presented by:

1. Fund Authorization;
2. Major Final Output;
3. Program/Activity/Project; and
4. Major Programs/Projects - identified by Key Result area (KRA)

c. Summary of Appropriations, Allotments, Obligations, Disbursements and Balances

by Object of Expenditures – FAR No. 1.A (SAAODBOE) (Appendix 18). This report
shall be prepared by Funding Source Code (FSC) as clustered and shall reflect the
summary of appropriations, allotments, obligations, disbursements and balances
detailed by object of expenditures consistent with the COA Revised Chart of
Accounts per COA Circular No. 2013-002 dated January 30, 2013 and the Adoption
of the PPSAS per COA Resolution No. 2014-003 dated January 24, 2014.

d. List of Allotments and Sub-Allotments – FAR No. 1.B (Appendix 19). This report
shall reflect the allotments released by the DBM and the sub-allotments issued by the
Entity Central Office/RO, their corresponding numbers, date of issuance, and
amounts by allotment class and FSC. The total allotments per this report should be
equal to the total allotments appearing in the SAAODB (FAR No. 1).

e. Statement of Approved Budget, Utilizations, Disbursements and Balances –

FAR No. 2 (Appendix 20). This report shall reflect the approved budget, the
utilizations, disbursements and balance of the entity’s income authorized by law to
use, such as OWWA/SUCs, duly approved by their Board of Trustee/Regents and
shall be prepared by FSC as clustered.

f. Summary of Approved Budget, Utilizations, Disbursements and Balances by Object

of Expenditures – FAR No. 2.A (Appendix 21). This report shall reflect the details of
the approved budget, utilizations, disbursements and balance of the entity’s income
authorized by law to use presented by object of expenditures consistent with the COA
28
 Revised Chart of Accounts and shall be prepared by Funding Source Code as
clustered.

g. Aging of Due and Demandable Obligations – FAR No. 3 (Appendix 22). This report
shall be prepared by FSC as clustered and shall reflect the balance of unpaid
obligations as indicated in the Obligation Request (ObR) and the ADDOs as at year-
end.

h. Monthly Report of Disbursements – FAR No. 4 (Appendix 23). The report shall
reflect the total disbursements made by department, office or entity and operating unit
from the following disbursement authorities:

1. Notice of Cash Allocation;

2. NCA for Working Fund issued to BTr as an advance funding from loan/grant
proceeds in favor of an entity;
3. Tax Remittance Advice issued;
4. CDC issued by departments with foreign-based agencies or units;
5. Non-Cash Availment Authority; and
6. Others, e.g. Customs, Duties and Taxes (CDT), BTr Documentary Stamps.

The report shall track the actual disbursement of the departments/agencies against
their Disbursement Program. The reasons for over or under spending shall be
indicated.

i. Quarterly Report of Revenue and Other Receipts – FAR No. 5 (Appendix 24). This
report shall reflect the actual revenue and other receipts/collections from all sources
remitted with the BTr and deposited in other AGDB for the current year presented by
quarter, and by specific sources consistent with the COA Revised Chart of Accounts.

Sec. 32. Submission of Budget and Financial Accountability Reports. All

departments/agencies shall observe the following timelines in submitting the required FARs to
COA-GAS and DBM:

a. Within thirty (30) days after the end of each quarter –

1. SAAODB – FAR No. 1

2. SAAODBOE – FAR No. 1.A
3. List of Allotments/Sub-Allotments - FAR No. 1.B
4. SABUDB – FAR No. 2
5. SABUDBOE – FAR No. 2.A
6. QRROR – FAR No. 5

b. On or before 30th day following the end of the year – ADDO – FAR No. 3

c. On or before 30th day of the following month covered – MRD – FAR No. 4

d. On or before February 14 of the following calendar year – Consolidated Statement of

Allotments, Obligations, and Balances per Summary of Appropriations under FCR
under GAA, GARO, and SARO.

29
 Chapter 4

RESPONSIBILITY ACCOUNTING

Sec. 1. Scope. This Chapter covers the definition of terms, objectives, concepts,
presentation of costs and revenue in the financial statements, and the responsibility center code
structure.

Sec. 2. Definition of Terms. For the purpose of this Manual, the terms used in this
chapter shall be construed to mean as follows:

a. Responsibility Accounting – provides access to cost and revenue information under

the supervision of a manager having a direct responsibility for its performance. It is a
system that measures the plans (by budgets) and actions (by actual results) of each
responsibility center.

b. Responsibility Center – is a part, segment, unit or function of a government agency,

headed by a manager, who is accountable for a specified set of activities. Except for
some, which derive most of their income from collection of taxes and fees, NGAs are
basically cost centers which primary purpose is to render service to the public at the
lowest possible cost. Cost centers are established to provide each government
agency’s accessibility to cost information and to facilitate cost monitoring at any
given period.

Sec. 3. Objectives of Responsibility Accounting. Responsibility accounting aims to: a)

ensure that all costs and revenues are properly charged/credited to the correct responsibility center
so that deviations from the budget can be readily attributed to managers accountable therefor; b)
provide a basis for making decisions for future operations; and c) facilitate review activities,
monitoring the performance of each responsibility center and evaluation of the effectiveness of
agency’s operations.

Sec. 4. Concepts of Responsibility Accounting. The following are the concepts of

responsibility accounting:

a. Responsibility accounting involves accumulating and reporting data on revenues and

costs on the basis of the manager’s action who has authority to make the day-to-day
decisions about the items;

b. Evaluation of a manager’s performance is based on the matters directly under his

control;

c. Responsibility accounting can be used at every level of management in which the

following conditions exist:

1. Cost and revenues can be directly associated with the specific level of
management responsibility;

2. Costs and revenues are controllable at the level of responsibility with which they
are associated; and

3. Budget data can be developed for evaluating the manager’s effectiveness in

controlling the costs and revenues.

30
 d. The reporting of costs and revenues under responsibility accounting differs from
budgeting in two respects:

1. A distinction is made between controllable and non-controllable costs.

i. A cost is considered controllable at a given level of managerial responsibility

if the manager has the power to incur it within a given period of time. It
follows that (1) all costs are controllable by top management because of the
broad range of its activity; and (2) fewer costs are controllable as one move
down to lower level of managerial responsibility because of the manager’s
decreasing authority.

ii. Non-controllable costs are costs incurred indirectly and allocated to a

responsibility level.

2. Performance reports either emphasize or include only items controllable by

individual manager.

e. A responsibility reporting system involves the preparation of a report for each level of
responsibility. Responsibility reports usually compare actual costs with flexible
budget data. The reports show only controllable costs and no distinction is made
between variable and fixed costs.

f. Evaluation of a manager’s performance for cost centers is based on his ability to meet
budgeted goals for controllable costs.

Sec. 5. Presentation of Revenue in the Financial Statements. An agency shall

present, in the notes of the SFPer the total revenue, classified by MFO/PAP and by major
classification of the nature of revenue attributed to the major offices/organizational unit of the
agency.

Sec. 6. Presentation of Costs in the Financial Statements. An agency shall present, in

the notes of the SFPer, an analysis of expenses using a classification based on the MFO/PAP and
by major classification of the nature of revenue attributed to the major offices/organizational unit
of the agency. The analysis of expense by MFO/PAP classifies expenses according to the
program or purpose for which they were made. This method can provide more relevant
information to users although allocating costs to functions may require arbitrary allocations and
involves considerable judgment.

31
 Sec. 7. Responsibility Center Code Structure. Each NGA shall be assigned a
responsibility center code defined as organization code in the UACS Manual. For monitoring
revenue and expenses, additional three digit codes for the agency’s major offices/departments
shall be appended to the organization code. The organization code and the agency’s major
offices/departments’ code shall consist of 15 digits as follows:

00 000 0000000 000

Organization
Department

Agency

Lower Level
Operating Unit

Additional code for major office/department

Major Office/
Department

Example: National Government of the Commission on Audit

31 000 0100000 000

Commission on Audit

Agency (none)

Central Office

Additional code for major office/department

National Government
Sector

32
 Chapter 5

REVENUE AND OTHER RECEIPTS

Sec. 1. Scope. This Chapter provides the standards, policies, guidelines and procedures
in accounting for revenue and other receipts including those collections through authorized agent
banks, remittance of collections to the NT through AGDB and deposits with the AGDB in
accordance with PPSAS 9-Revenue from Exchange Transactions and PPSAS 23-Revenue from
Non-exchange Transactions.

Sec. 2. Definition of Terms. For the purpose of this Manual, the following terms shall
be construed to mean as follows:

a. Bequest – is a transfer made according to the provisions of a deceased person’s will.

The past event giving rise to the control of resources embodying future economic
benefits or service potential for a bequest occurs when the entity has an enforceable
claim, for example on the death of the testator, or the granting of probate, depending
on the laws of the jurisdiction. (Par. 90, PPSAS 23)

b. Concessionary loans – are loans received by an entity at below market terms.

c. Exchange transactions – are transactions in which one entity receives assets or

services, or has liabilities extinguished, and directly gives approximately equal value
(primarily in the form of cash, goods, services, or use of assets) to another entity in
exchange. (Par. 11, PPSAS 9)

d. Fair value – is the amount for which an asset could be exchanged, or a liability settled,
between knowledgeable, willing parties in an arm’s length transaction

e. Fines – are economic benefits or service potential received or receivable by NGAs,

from an individual or other entity, as determined by a court or other law enforcement
body, as a consequence of the individual or other entity breaching the requirements of
laws or regulations. (Par. 88, PPSAS 23)

f. Gifts, Donations and Goods In-kind – are voluntary transfers of assets, including cash
or other monetary assets, goods in-kind and services in-kind that one entity makes to
another, normally free from stipulations. The transferor may be an entity or an
individual. For gifts and donations of cash or other monetary assets and goods in-kind,
the past event giving rise to the control of resources embodying future economic
benefits or service potential is normally the receipt of the gift or donation.
(Par. 93, PPSAS 23)

g. Non-exchange transactions – are transactions in which an entity either receives value

from another entity without directly giving approximately equal value in exchange, or
gives value to another entity without directly receiving approximately equal value in
exchange. (Par. 11, PPSAS 9)

h. Pledges – are unenforceable undertakings to transfer assets to the recipient entity.

i. Revenue – is the gross inflow of economic benefits or service potential during the
reporting period when those inflows result in an increase in net assets/equity, other
than increases relating to contributions from owners.

33
 j. Services in-kind – are services provided by individuals to public sector agencies in a
non-exchange transaction.

Sec. 3. Accrual of Revenue to the General Fund. Unless otherwise specifically

provided by law, all revenue (income) accruing to the departments, offices and agencies by virtue
of the provisions of existing laws, orders and regulations shall be deposited in the NT or in the
duly authorized depository of the Government and shall accrue to the xxx General Fund of the
Government: Provided, that amounts received in trust and from business-type activities of
government may be separately recorded and disbursed in accordance with such rules and
regulations as may be determined by the Permanent Committee. (Sec. 44, Chapter V, Book VI,
E.O. No. 292)

Sec. 4. Special, Fiduciary and Trust Funds. Receipts shall be recorded as revenue of
Special, Fiduciary or Trust Funds (TF) or Funds other than the GF, only when authorized by law
and following such rules and regulations as may be issued by the Permanent Committee
consisting of the Secretary of Finance as Chairman, and the Secretary of the Budget and the
Chairman, Commission on Audit, as members. The same Committee shall likewise monitor and
evaluate the activities and balances of all Funds of the NG other than the GF and may recommend
for the consideration and approval of the President, the reversion to the GF of such amounts as
are: (1) no longer necessary for the attainment of the purposes for which said Funds were
established, (2) needed by the GF in times of emergency, or (3) violative of the rules and
regulations adopted by the Committee: provided, that the conditions originally agreed upon at the
time the funds were received shall be observed in case of gifts or donations or other payments
made by private parties for specific purposes. (Sec. 45, Chapter V, Book VI, EO 292).

Sec. 5. Sources of Revenue and Other Receipts. Revenues received by NGAs may
arise from exchange and non-exchange transactions.

In a transaction where the entity may provide some consideration directly in return for the
resources received, but that consideration does not approximate the fair value of the resources
received, the entity determines whether there is a combination of exchange and non-exchange
transactions. Each component of which is recognized separately. (Par. 10, PPSAS 23)

There are transactions where it is not immediately clear whether they are an exchange or a
non-exchange transaction. In these cases, an examination of the substance of the transaction will
determine if they are on exchange or non-exchange transactions. For example, the sale of goods
is normally classified as an exchange transaction. If, however, the transaction is conducted at a
subsidized price, that is, a price that is not approximately equal to the fair value of the goods sold,
that transaction falls within the definition of a non-exchange transaction.

Agencies may receive trade discounts, quantity discounts, or other reductions in the
quoted price of assets for a variety of reasons. These reductions in price do not necessarily mean
that the transaction is a non-exchange transaction. (Par. 11, PPSAS 23)

Sec. 6. Revenue from Exchange Transactions. Revenues received by the NGAs from
exchange transactions are derived from the following:

a. Sale of goods or provisions of services to third parties or to other NGAs. Examples

are:

1. Service Income – Permit Fees, Registration Fees, Registration Plates, Tags and
Stickers Fee, Clearance and Certification Fees, Franchising Fees, Licensing Fees,
Supervision and Regulation Enforcement Fees, Spectrum Usage Fees, Legal

34
 Fees, Inspection Fees, Verification and Authentication Fees, Passport and Visa
Fees, Processing Fees and Other Service Income; and

2. Business Income – School Fees, Affiliation Fees, Examination Fees,

Seminar/Training Fees, Rent/Lease Income, Communication Network Fees,
Transportation System Fees, Road Network Fees, Waterworks System Fees,
Power Supply System Fees, Seaport System Fees, Landing and Parking Fees,
Income from Hostels/Dormitories and Other Like Facilities, Slaughterhouse
Operation, Income from Printing and Publication, Sales Revenue, Hospital Fees,
Share in the Profit of Joint Venture and Other Business Income.

b. Use by other entity of assets yielding interest, royalties and dividends or similar
distributions. Examples are:

1. Interest income – charges for the use of cash or cash equivalents, or amounts due
to the entity;

2. Royalties – fees paid for the use of entity’s assets such as trademarks, patents,
software, and copyrights; and

3. Dividends – share of the National Government from the earnings of its

capital/equity investments in Government-Owned or Controlled Corporations
(GOCCs) and other entities.

Sec. 7. Recognition and Measurement of Revenue from Exchange Transactions.

Revenue from exchange transaction shall be measured at fair value of the consideration received
or receivable.

a. Revenue shall be recognized when it is probable that future economic benefits or

service potential will flow to the entity and these benefits can be measured reliably.

1. Revenue from the sale of goods shall be recognized when all the following
conditions have been satisfied:

i. The entity has transferred to the purchaser the significant risks and rewards
of ownership of the goods; (Par. 28, PPSAS 9)

ii. The entity retains neither continuing managerial involvement to the degree
usually associated with ownership nor effective control over the goods sold;

iii. The amount of revenue can be measured reliably;

iv. It is probable that the economic benefits or service potential associated with
the transaction will flow to the entity; and

v. The costs incurred or to be incurred in respect of the transaction can be

measured reliably.

2. Revenue from the supply of services shall be recognized on a straight line basis
over the specified period of the services unless an alternative method better
represents the stage of completion of the transaction.

35
 When the outcome of a transaction involving the rendering of services can be
estimated reliably, revenue associated with the transaction shall be recognized by
reference to the stage of completion of the transaction at the reporting date. The
outcome of a transaction can be estimated reliably when all the following
conditions are satisfied:

i. The amount of revenue can be measured reliably;

ii. It is probable that the economic benefits or service potential associated with
the transaction will flow to the entity;

iii. The stage of completion of the transaction at the reporting date can be
measured reliably; and

iv. The costs incurred for the transaction and the costs to complete the
transaction can be measured reliably. (Par. 19, PPSAS 9)

For practical purposes, when services are performed by an indeterminate

number of acts over a specified time frame, revenue is recognized on a straight
line basis over the specified time frame unless there is evidence that some other
method better represents the stage of completion. (Par. 24, PPSAS 9)

When the outcome of the transaction involving the rendering of services

cannot be estimated reliably, revenue should be recognized only to the extent of
the expenses recognized that are recoverable. (Par. 25, PPSAS 9).

3. Revenue arising from the use by others of entity assets yielding interest, royalties
and dividends or similar distributions shall be recognized when it is probable that
the economic benefits or service potential associated with the transaction will
flow to the entity; and the amount of the revenue can be measured reliably.
(Pars. 33 and 34, PPSAS 9)

i. Interest shall be recognized on a time proportion basis that takes into

account the effective yield on the asset;

ii. Royalties shall be recognized as they are earned in accordance with the
substance of the relevant agreement; and

iii. Dividends or similar distributions shall be recognized when the

shareholder’s or the entity’s right to receive payment is established.

Examples:

Revenue Revenue Recognition Point

Service Income
Permit Fees, Registration Fees, When services are rendered or if not
Registration Plates, Tags and practicable, when fees are collected upon
Stickers Fee, Clearance and issuance of the respective permits,
Certification Fees, Franchising certificates of registration, plates, stickers,
Fees and Licensing Fees, clearance, certification, franchises and

36
 Revenue Revenue Recognition Point
licenses
Supervision and Regulation When services are rendered or when
Enforcement Fees tickets or relevant document representing
violation are issued or if not practicable,
when fees are collected
Spectrum Usage Fees When bills are rendered for the use,
allocation and assignment of radio
frequency wave lengths or if not
practicable, when fees are collected
Inspection Fees When bills are rendered for the conduct of
inspection by authorized government
official or if not practicable, when fees are
collected
Legal Fees, Verification and When filing fees are billed or if not
Authentication Fees, practicable, when fees are collected
Passport and Visa Fees, When fees are billed upon issuance of the
passport and visa or if not practicable,
when fees are collected
Processing Fees When fees are billed or collected for the
processing of documents for securing
permits/applications.
Other Service Income When fees are billed or if not practicable,
when fees are collected
Business Income
School Fees, Affiliation Fees, When fees are billed or if not practicable,
Examination Fees, Seminar/ when fees are collected
Training Fees
Rent/Lease Income, When fees are billed for earned revenue
Communication Network Fees, from use of government property/facilities
Transportation System Fees, or if not practicable, when fees are
Road Network Fees, Waterworks collected
System Fees, Power Supply
System Fees, Seaport System
Fees, Landing and Parking Fees,
Income from Hostels/
Dormitories and Other Like
Facilities, Slaughterhouse, and
Other Service Income
Sales Revenue When the significant risks and rewards of
ownership have been transferred to the
buyer as indicated in the sales invoice
Hospital Fees When fees are billed for hospital and
related services rendered, or if not
practicable, when fees are collected

37
 Revenue Revenue Recognition Point
Share in the Profit of Joint When share in the profit is earned
Venture
Other Business Income When earned or if not practicable, when
fees are collected

b. Revenue shall be measured at the fair value of the consideration received or

receivable. Any amount of trade discounts and volume rebates allowed by the entity
shall be taken into account. (Par. 14-15, IPSAS 9)

Example: Entity A is authorized to print accounting manuals for sale to other NGAs.
Assume that on July 16, 2014, Entity A sold accounting manuals on account with a
list price of P100,000 less trade discounts of 10%, 10% and 5%. The invoice price of
the merchandise is computed as follows:

List price P100,000

Less: 10% x 100,000 10,000
90,000
Less: 10% x 90,000 9,000
81,000
Less: 5% x 81,000 4,050
Total P 76,950

The journal entry shall be as follows:

Account Title Account Code Debit Credit

Accounts Receivable 10301010 P 76,950
Sales Revenue 40202160 P 76,950
To recognize the sale of the accounting manuals

When the inflow of cash or cash equivalents received or receivable is deferred, the
fair value of the consideration may be less than the nominal amount of cash received or
receivable. The fair value of the consideration is determined by discounting all future
receipts using an imputed rate of interest. The difference between the fair value and the
nominal amount of the consideration is recognized as interest revenue. (Par. 16,
IPSAS 9)

Example: Assume that on August 5, 2015, Entity A received a 60-day, 9%, P12,000
promissory note from X entity for accounting manuals sold. On October 4, 2015, Entity
X paid cash in settlement of its note.

38
 The accounting entries shall be as follows:

Account Title Account Code Debit Credit

August 5
Notes Receivable 10301020 P12,000
Sales Revenue 40202160 P12,000
To recognize the sale

October 4
Cash-Collecting Officers 10101010 P12,180
Notes Receivable 10301020 P12,000
Interest Income 40202210 180
To recognize the collection of notes receivable
Interest = P12,000 x 9% x 60/360 = P180

Sec. 8. Exchanges of Goods or Services for Similar/Dissimilar Good or Services.

When goods or services are exchanged or swapped for goods or services which are of a similar
nature and value, the exchange is not regarded as a transaction which generates revenue.
However, when goods are sold or services are rendered in exchange for dissimilar goods or
services, the exchange is regarded as a transaction which generates revenue. The revenue is
measured at the fair value of the goods or services received, adjusted by the amount of any cash
or cash equivalents transferred. When the fair value of the goods or services received cannot be
measured reliably, the revenue is measured at the fair value of the goods given up, adjusted by the
amount of any cash or cash equivalents transferred. (Par. 17, PPSAS 9)

Sec. 9. Impairment Losses and Allowance for Impairment Losses. When an

uncertainty arises about the collectibility of an amount already included in revenue, the
uncollectible amount, or the amount in respect of which recovery has ceased to be probable, is
recognized as an expense (impairment losses), rather than as an adjustment of the amount of
revenue originally recognized.

Entities shall evaluate the collectibility of accounts receivable on an ongoing basis based
on historical bad debts, customer/recipient credit-worthiness, current economic trends and
changes in payment activity. An allowance is provided for known and estimated bad debts.

Sec. 10. Disclosure. An entity shall disclose:

a. The accounting policies adopted for the recognition of revenue, including the
methods adopted to determine the stage of completion of transactions involving the
rendering of services;

b. The amount of each significant category of revenue recognized during the period,
including revenue arising from:

1. Rendering of services;
2. Sale of goods;
3. Interest;
4. Royalties;
5. Dividends or similar distributions; and
6. Amount of revenue arising from exchanges of goods or services included in each
significant category of revenue.

39
 Sec. 11. Revenue from Non-Exchange Transactions. Revenue of the NGAs from non-
exchange transactions are derived mostly from taxes, gifts and donations, goods in kind and fines
and penalties. Most NGAs derive revenues from transactions where they receive resources and
provide no or nominal consideration directly in return. These are as follows:

a. Tax Revenue

1. Tax Revenue-Individual and Corporation

2. Tax Revenue-Property
3. Tax Revenue-Goods and Services
4. Tax Revenue-Others

b. Fines and Penalties

1. Tax Revenue
2. Service Income
3. Business Income

c. Shares, Grants and Donations

1. Share from National Wealth

2. Share from Philippine Amusement and Gaming Corporation (PAGCOR)/
Philippine Charity Sweepstakes Office (PCSO)
3. Share from Earnings of GOCCs
4. Income from Grants and Donations in Cash
5. Income from Grants and Donations in Kind

d. Revenue from non-exchange transactions may also arise when, in respect of an inflow
of resources from a non-exchange transaction, the entity satisfies a present obligation
recognized as a liability which may be as follows:

1. Trust Liabilities – Customers’ Deposits Payable and Guaranty/Security Deposits

Payable
2. Deferred Credits – Deferred Finance Lease Revenue and Other Deferred Credits
3. Unearned Revenue – Investment Property and Other Unearned Revenue

Sec. 12. Recognition of Revenue from Non-Exchange Transactions. The cash basis
of accounting shall be applied by all government agencies in the recognition of revenue from non-
exchange transaction until a reliable model of measurement of this revenue is developed.
Therefore, asset and the corresponding revenue or liability that arises from non-exchange
transaction shall be recognized when collected or when these are measurable and legally
collectible.

a. Taxation revenue shall be determined at a gross amount. It shall not be reduced for
expenses paid through the tax system.
b. Gifts and donations, other than services in kind shall be recognized as assets and
revenue when it is probable that the future economic benefits or service potential will
flow to the entity and shall be measured at fair value.
c. Goods in-kind received without conditions shall be recognized as revenue
immediately.
d. Donation in cash or in kind shall be recognized as revenue.

40
 Sec. 13. Measurement of Revenue from Non-Exchange Transactions. Revenue from
non-exchange transactions shall be measured at the amount of the increase in net assets
recognized by the entity, unless it is also required to recognize a liability. Where a liability is
recognized and subsequently reduced, because the taxable event occurs, or a condition is satisfied,
the amount of the reduction in the liability will be recognized as revenue. (Pars. 48 and 49,
PPSAS 23)

Sec. 14. Measurement of Assets on Initial Recognition from Non-Exchange

Transactions. An asset acquired through a non-exchange transaction shall initially be measured
at its fair value as at the date of acquisition. (Par. 42, PPSAS 33)

Sec. 15. Measurement of Liabilities on Initial Recognition. Where the time value of
money is material, the liability will be measured at the present value of the amount expected to be
required to settle the obligation. (Par. 58, PPSAS 23)

Sec. 16. Tax Revenue. Taxes are economic benefits or service potential compulsory
paid or payable to public sector agencies, in accordance with laws and or regulations, established
to provide revenue to the government. Taxes do not include fines or other penalties imposed for
breaches of the law. Unless otherwise specified in laws and regulations, the taxable event for:

a. Income tax is the earning of assessable income during the taxation period by the
taxpayer;

b. Value added tax is the undertaking of taxable activity during the taxation period by
the taxpayer;

c. Goods and services tax is the purchase or sale of taxable goods and services during
the taxation period;

d. Customs duty is the movement of dutiable goods or services across the customs
boundary;

e. Death duty is the death of a person owning taxable property; and

f. Property tax is the passing of the date on which the tax is levied, or the period for
which the tax is levied, if the tax is levied on a periodic basis.

Sec. 17. Illustrative Accounting Entries. Refer to Annexes H to N for illustrative

accounting entries.

Sec. 18. Transfer of Internal Revenue Allotment. Where an NG imposes a tax, the
entire proceeds of which is collected by NGAs and transferred to LGUs through an appropriation,
the NGAs recognize assets and revenue for the tax, and a decrease in assets and an expense for
the transfer to LGUs. The LGUs will recognize the assets and revenue for the transfer. The
following is the accounting entry at the books of accounts of the DBM:

41
 Account Title Account Code Debit Credit
Financial Assistance to LGUs 50214030 P10,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P10,000
To recognize transfer of IRA to LGUs

Sec. 19. Expenses Paid Through the Tax System and Tax Expenditures. Taxation
revenue shall be determined at gross amount. It shall not be reduced for expenses paid through the
tax system. Expenses of the government paid through the tax system or as reduction from tax
revenue received should not be offset or deducted from that tax revenue. Therefore, taxation
revenue shall be recognized at the gross amount and the expenses deducted shall be recognized
and shall form part of the statement of financial performance. Expenses paid through the tax
system are those expenses which should be paid irrespective of whether the taxpayer pay taxes, or
use a particular mechanism to pay taxes. (Par. 71, PPSAS 23)

Sec. 20. Taxation Revenue Shall Not Be Grossed Up For the Amount of Tax
Expenditures. Tax expenditures are preferential provisions of the tax law that provide certain
taxpayers with concessions that are not available to others. Tax expenditures are foregone
revenue, not expenses, and do not give rise to inflows or outflows of resources that is, they do not
give rise to assets, liabilities, revenue, or expenses of the government. (Pars. 73 and 74,
IPSAS 23)

Examples are the tax expenditure fund, which is a subsidy released by the DBM to
government-owned or controlled corporations and government financial institutions to settle
customs duties and other taxes arising from the importation of goods; and benefits granted to
taxpayers like the tax credits.

Sec. 21. Recognition of Asset through Transfers. An entity shall recognize an asset in
respect of transfers when the transferred resources meet the definition of an asset and satisfy the
criteria for recognition as an asset. (Par. 76, PPSAS 23)

a. Transfers meet the definition of an asset when the entity controls the resources as a
result of a past event (the transfer), and expects to receive future economic benefits or
service potential from those resources. Transfers satisfy the criteria for recognition as
an asset when it is probable that the inflow of resources will occur, and their fair
value can be reliably measured. In certain circumstances, such as when a creditor
forgives a liability, a decrease in the carrying amount of a previously recognized
liability may arise. In these cases, instead of recognizing an asset as a result of the
transfer, the entity decreases the carrying amount of the liability.
(Par. 78, PPSAS 23)

b. Transfers include grants, debt forgiveness, fines, bequests, gifts, donations and goods
and services in-kind. All of these transactions transfer resources without approximate
equal value in exchange and are not taxes but some are with conditions.

c. Transfers are established by a binding arrangement that includes conditions, such as

inter-entity and intra-entity fund transfers:

1. From an NGA to another NGA;

2. From the NGA’s Central Office to its Regional/Bureau Offices and
Operating/Field Units;
3. From an NGA to an LGU and vice-versa;
4. From an NGA to a GOCC and vice-versa;

42
 5. From an entity that is created by law or regulation to perform specific functions
with operational autonomy; and
6. From donor entity to NGAs.

d. An entity shall recognize an asset in respect of transfers when the transferred

resources meet the definition of an asset and satisfy the criteria for recognition as an
asset.

e. An entity obtains control of transferred resources either when the resources have been
transferred to the entity, or the entity has an enforceable claim against the transferor.
Many arrangements to transfer resources become binding on all parties before the
transfer of resources takes place. (Par. 79, PPSAS 23)

f. Transfers of resources that satisfy the definition of contributions from owners will not
give rise to revenue. Agreements that specify that the entity providing resources (a) is
entitled to distributions of future economic benefits or service potential during the
recipient entity’s life, or distribution of any excess of assets over liabilities in the
event that the recipient entity is wound up, or (b) acquires a financial interest in the
recipient entity that can be sold, exchanged, transferred or redeemed, are, in
substance, agreements to make a contribution from owners. (Par. 80, PPSAS 23)

Sec. 22. Measurement of Transferred Assets. Transferred assets are measured at their
fair value as at the date of acquisition. (Par. 83, PPSAS 23)

Sec. 23. Debt Forgiveness and Assumption of Liabilities

a. Lenders will sometimes waive their right to collect a debt owed by a public sector
entity, effectively cancelling the debt. For example, an NGA may cancel a loan owed
by an LGU. In such circumstance, the LGU concerned recognizes an increase in net
assets because a liability it previously recognized is extinguished. (Par. 84,
PPSAS 23)

b. Entities recognize revenue in respect of debt forgiveness when the former debt no
longer meets the definition of a liability or satisfies the criteria for recognition as a
liability, provided that the debt forgiveness does not satisfy the definition of a
contribution from owners. (Par. 85, PPSAS 23)

c. Where a controlling entity forgives debt owed by a wholly owned controlled entity,
or assumes its liabilities, the transaction may be a contribution from owners.
(Par. 86, PPSAS 23)

d. Revenue arising from debt forgiveness is measured at the carrying amount of the debt
forgiven. (Par. 87, PPSAS 23)

Sec. 24. Recognition and Measurement of Fines

a. Fines are recognized as revenue when the receivable meets the definition of an asset
and satisfies the criteria for recognition as an asset. (Par. 89, PPSAS 23)

b. Where an entity collects fines in the capacity of an agent, the fine will not be
recognized as revenue of the collecting entity. (Par. 89, PPSAS 23)

c. Assets arising from fines are measured at the best estimate of the inflow of resources
to the entity. (Par. 89, PPSAS 23)

43
 Sec. 25. Recognition and Measurement of Bequests

a. Bequests which satisfy the definition of an asset are recognized as assets and revenue
when it is probable that the future economic benefits or service potential will flow to
the entity and the fair value of the assets can be measured reliably. Determining the
probability of an inflow of future economic benefits or service potential may be
problematic if a period of time elapses between the death of the testator and the entity
receiving any asset. The entity will need to determine if the deceased person’s estate
is sufficient to meet all claims on it, and satisfy all bequests. If the will is disputed,
this will also affect the probability of assets flowing to the entity. (Par. 91,
PPSAS 23)

b. The fair value of bequeathed assets is determined in the same manner as for gifts and
donations. Where deceased estates are subject to taxation, the tax authority may
already have determined the fair value of the asset bequeathed to the entity, and this
amount may be available to the entity. Bequests are measured at the fair value of the
resources received or receivable. (Par. 92, PPSAS 23)

Sec. 26. Recognition and Measurement of Gifts, Donations and Goods In-kind

a. Gifts and donations (other than services in-kind) are recognized as assets and revenue
when it is probable that the future economic benefits or service potential will flow to
the entity and the fair value of the assets can be measured reliably. With gifts and
donations, the making of the gift or donation and the transfer of legal title are often
simultaneous, in such circumstances, there is no doubt as to the future economic
benefits flowing to the entity. (Par. 95, PPSAS 23)

b. Goods in-kind are tangible assets transferred to an entity in a non-exchange

transaction, without charge, but may be subject to stipulations. External assistance
provided by multilateral or bilateral development organizations often includes a
component of goods in-kind. (Par. 94, PPSAS 23)

c. Goods in-kind are recognized as assets when the goods are received, or there is a
binding arrangement to receive the goods. If goods in-kind are received without
conditions attached, revenue is recognized immediately. If conditions are attached, a
liability is recognized, which is reduced and revenue recognized as the conditions are
satisfied. (Par. 96, PPSAS 23)

d. On initial recognition, gifts and donations including goods in-kind are measured at
their fair value as at the date of acquisition, which may be ascertained by reference to
an active market, or by appraisal. An appraisal of the value of an asset is normally
undertaken by a member of the valuation profession who holds a recognized and
relevant professional qualification. For many assets, the fair value will be readily
ascertainable by reference to quoted prices in an active and liquid market. For
example, current market prices can usually be obtained for land, non-specialized
buildings, motor vehicles and many types of plant and equipment.
(Par. 97, PPSAS 23)

Sec. 27. Grant with Condition. If conditions are attached to a grant, a liability is
recognized, which is reduced and revenue recognized as the conditions are satisfied. If the
government is required to recognize a liability in respect of any conditions relating to assets
recognized as a consequence of specific purposes, it does not recognize revenue until the
condition is satisfied and the liability is reduced. As an entity satisfies a present obligation
recognized as a liability in respect of an inflow of resources from a non-exchange transaction

44
recognized as an asset, it shall reduce the carrying amount of the liability recognized and
recognize an amount of revenue equal to that reduction.

Example: The NG received a foreign grant amounting to P10 million for the construction
of a railroad system. Under the terms of the grant, the construction project shall be
completed within a period of two years from the receipt of the grant, otherwise, the
money shall be returned to the grantor. The money can only be used as stipulated and the
NG is required to include a note in the financial statement detailing how the money was
spent. The Department of Public Works and Highways (DPWH) will be the implementing
entity. The transactions shall be recognized as follows:

a. Receipt of the Grant

Account Title Account Code Debit Credit

Books of the NG - BTr
Cash in Bank-Local Currency,
Bangko Sentral ng Pilipinas 10102010 P10,000,000
Other Deferred Credits 20501990 P10,000,000
To recognize receipt of grant directly credited to the account of the NG
maintained by the BSP

Books of the Implementing NGA – DPWH

Cash-Modified Disbursement
System (MDS), Special Account 10104050 P10,000,000
Subsidy from National
Government 40301010 P10,000,000
To recognize receipt of the NCA for the construction of a railroad system

b. Purchase of construction materials and payment for labor for the construction of a
railroad system amounting to P10,000,000.

Account Title Account Code Debit Credit

Books of the Implementing NGA-DPWH
Construction in Progress-
Infrastructure Assets 10699020 P10,000,000
Cash-Modified Disbursement
System (MDS), Special
Account 10104050 P10,000,000
To recognize payment for the materials and labor for the construction of a
railroad system

Books of the NG-BTr

Subsidy from National Government 40301010 P10,000,000
Cash in Bank-Local Currency,
Bangko Sentral ng Pilipinas 10102010 P10,000,000
To recognize replenishment of MDS checks issued for payment of the materials
and labor for the construction of a railroad system

c. Receipt of the report from DPWH for the completion of the construction of a railroad
system amounting to P10,000,000.

Account Title Account Code Debit Credit

Books of the NG - BTr
Other Deferred Credits 20501990 P10,000,000
Income from Grants and 40402010 P10,000,000
45
 Donations in Cash
To recognize the income from grants and donations representing payment for
expenses in connection with the grant agreement.

d. Turnover and Acceptance of Completed Infrastructure Asset

Account Title Account Code Debit Credit

Books of the Implementing NGA - DPWH
Railway Systems 10603100 P10,000,000
Construction in Progress-
Infrastructure Assets 10699020 P10,000,000
To recognize the turnover and acceptance of completed railway system

Sec. 28. Recognition and Measurement of Services In-kind. These services meet the
definition of an asset because the entity controls a resource from which future economic benefits
or service potential is expected to flow to the entity. These assets are, however, immediately
consumed and a transaction of equal value is also recognized to reflect the consumption of these
services in-kind. (Par. 98, PPSAS 23)

a. Public sector entities may be recipients of services in-kind under voluntary or

involuntary schemes operated in the public interest. For example:

1. Technical assistance from other governments or international organizations;

2. Persons convicted of offenses may be required to perform community service for
public sector entity;
3. Public hospitals may receive the services of volunteers; and
4. Public schools may receive voluntary services from parents as teachers’ aides or
as board members. (Par.100, PPSAS 23)

b. Due to the many uncertainties surrounding services in-kind, including the ability to
exercise control over the services, and measuring the fair value of the services, the
entity is not required to recognize services in-kind as revenue and as an asset but is
encouraged to disclose the nature and type of services in-kind received during the
reporting period. (Par.102, PPSAS 23)

Sec. 29. Recognition and Disclosure of Pledges. Pledges do not meet the definition of
an asset because the recipient entity is unable to control the access of the transferor to the future
economic benefits or service potential embodied in the item pledged. Agencies do not recognize
pledged items as assets or revenue. If the pledged item is subsequently transferred to the recipient
entity, it is recognized as a gift or donation. Pledges may warrant disclosure as contingent assets.
(Par. 104, PPSAS 23)

Sec. 30. Advance Receipts of Revenue. When an entity receives resources before a
transfer arrangement becomes binding, the resources are recognized as an asset when they meet
the definition and satisfy the criteria for recognition as an asset and recognized as a liability until
the event that makes the transfer arrangement binding occurs, and all other conditions under the
agreement are fulfilled. When that event occurs and all other conditions under the agreement are
fulfilled, the liability is discharged and revenue is recognized. (Par.105, PPSAS 23)

Sec. 31. Recognition and Measurement of Concessionary Loans

a. The portion of the loan that is repayable, along with any interest payments, is an
exchange transaction and is accounted for in accordance with PPSAS 29, Financial
Instruments: Recognition and Measurement, Chapter 7 of this Manual.

46
 b. An entity considers whether any difference between the transaction price (loan
proceeds) and the fair value of the loan on initial recognition is non-exchange
transaction. When an entity determines that the difference between the transaction
price (loan proceeds) and the fair value of the loan on initial recognition is non-
exchange revenue, an entity recognizes the difference as revenue, except if a present
obligation exists, e.g., where specific conditions imposed on the transferred assets by
the recipient result in a present obligation. Where a present obligation exists, it is
recognized as a liability. As the entity satisfies the present obligation, the liability is
reduced and an equal amount of revenue is recognized. (Par. 105A and B, PPSAS 23)

Sec. 32. Dishonored Checks. A check is dishonored either by non-payment or non-

acceptance. Dishonor by non-payment occurs when (a) the check is duly presented for payment
and payment is refused or cannot be obtained; or (b) presentment is excused and the check is
overdue and unpaid (Sec. 83, RA No. 2031, Negotiable Instruments Law). Dishonor by non-
acceptance happens when (a) the check is duly presented for acceptance, and such an acceptance
as is prescribed by law is refused or cannot be obtained; or (b) presentment for acceptance is
excused and the check is not accepted (Sec. 149, RA No. 2031, Negotiable Instruments Law). A
dishonored check may also be defined as a check paid to the agency that was dishonored by the
AGDB due to “Drawn Against Insufficient Fund (DAIF)” or “Drawn Against Uncleared Deposits
(DAUD).”

When a check drawn in favor of the government is not accepted by the drawee for any
reason, the drawer shall continue to be liable for the sum due and all penalties resulting from
delayed payments. Where the reason for non-acceptance by the drawee bank is insufficiency of
funds, the drawer shall be criminally liable therefor.

Responsibility over dishonored checks:

a. When a check is dishonored by non-payment or non-acceptance, the Collecting

Officer should issue a Notice of Dishonored Checks (NDC) (Appendix 25) to the
drawer and to each endorser, and any drawer or endorser to whom such notice is not
given is discharged from liability. The NDC shall be furnished to the Agency Head,
Accountant, Auditor and a copy thereof retained by the Collecting Officer. The
Collecting Officer shall cancel the OR covering the dishonored check. If necessary,
the head of the agency shall promptly institute the corresponding action for the
collection of the amount involved.

b. The Collecting Officer neglecting or failing to give the required NDC to the drawer
(or to the endorser-payor of the government check), who, as a result thereof, is
discharged from liability, shall be personally answerable for the resulting loss
suffered by the government.

c. The making, drawing and issuance of a check payment of which is refused by the
drawee because of insufficient funds in or credit with such bank, when presented
within ninety (90) days from the date of the check, shall be prima facie evidence of
knowledge of such insufficiency of funds or credit unless such maker or drawer pays
the holder thereof the amount due thereon, or makes arrangements for payment in full
by the drawee of such check within five (5) banking days after receiving notice that
such check has not been paid by the drawee.

d. A dishonored check shall be settled by tendering payment in cash or by certified

check to the Collecting Officer concerned. No other mode of payment shall be
accepted.

e. Upon settlement of the dishonored check in the manner herein prescribed, the
Collecting Officer shall not return the check to the payor concerned unless the latter
47
 first surrenders the previous OR therefor. If the previous receipt is no longer
available, sworn statement to the effect that it has been lost or misplaced should be
submitted by the payor.

f. Dishonored checks shall remain in the custody of the Collecting Officer, pending
their redemption, unless the agency head or the court shall direct otherwise, in which
case appropriate receipts should be secured from the officer authorized to take
custody of the checks. The Collecting Officer shall immediately advise the transfer of
custody of the check.

Sec. 33. Procedures in Recording Dishonored Checks

Area of Seq.
Activity
Responsibility No.
Cash/Treasury
Division/Unit
Collecting Officer/ 1 Receives from AGDB the Debit Memo (DM) and copies of
Designated Staff dishonored checks.

2 Verifies the dishonored checks against previous months’

RCD/CRRec maintained on file to ascertain that the checks
were included in the previous months’ collections. If not
included, verifies from AGDB the details of the dishonored
checks.

3 If dishonored checks are included in the RCDs, prepares

NDC to inform the drawers/endorsers/payors that the checks
were dishonored by the AGDB.

Note 1 – The NDC shall be prepared in five copies and

distributed as follows:

Original – Drawer/Endorser (To be delivered

personally or thru registered mail)
Copy 2 – Accounting Division/Unit file
Copy 3 – Agency Head’s file
Copy 4 – COA Auditor’s file
Copy 5 – Cash/Treasury Unit file

4 Retrieves from file Copy 3 of the OR covering the

dishonored check and cancels the OR indicating the
following notation:

“Cancelled (date of Notice of Dishonored Checks) per Bank

Debit Memo/Voucher No._____ dated _________”

5 Retrieves RCD/CRRec on file covering the dishonored

checks and stamps the following notation on the face of the
report/record:
“Cancelled OR No. ______ dated _______ amounting to P
____________ due to dishonored Check No. ______ per
Bank’s Debit Memo No. ________ dated ___________.”

48
 Area of Seq.
Activity
Responsibility No.
Note 2 – In case of collections of OUs without complete
set of books, CRReg will be used instead of
RCD/CRRec.

6 Prepares list of dishonored checks in two copies. Forwards

Copy 2 of the list of dishonored checks together with
originals of dishonored checks, AGDB’s Debit Memo and
Copy 2 of NDC to the Accounting Division/Unit for
preparation of the JEV.

Accounting
Division/Unit
Accounting Staff 7 Receives Copy 2 of the list of dishonored checks, originals of
dishonored checks, AGDB’s Debit Memo and Copy 2 of
NDC from the Cash/Treasury Unit and records the same in
the logbook maintained for the purpose.

8 Based on the list of dishonored checks, prepares the JEV in

two copies. Signs the “Prepared by” portion of the JEV and
forwards the same to the Head of Accounting Division/Unit
for review and signature.

Head of 9 Reviews and signs the “Certified Correct by” portion of the
Accounting JEV. Forwards the JEV supported by Copy 2 of the list of
Division/Unit dishonored checks, originals of dishonored checks, AGDB’s
Debit Memo and Copy 2 of NDC to the Bookkeeper for
recording in the CRJ.

Note 3 – For the succeeding activities, refer to Chapter 19 of

this Manual for the Preparation and Submission of
Trial Balances, Financial Statements and Other
Reports.

Sec. 34. Illustrative Accounting Entries for Dishonored Checks

a. Collections remitted to BTr

Account Title Account Code Debit Credit

1. Cancellation of OR due to Dishonored Checks
Other Receivables 10305990 xxx
Cash-Treasury/Agency Deposit,
Regular 10104010 xxx
To recognize the cancellation of current year’s deposited collections due to
dishonored checks

Other Receivables 10305990 xxx

Accumulated Surplus/(Deficit) 30101010 xxx
To recognize the cancellation of prior year’s deposited collections due to
dishonored checks

49
 Account Title Account Code Debit Credit
2. Redemption of Dishonored Check
Cash-Collecting Officers 10101010 xxx
Other Receivables 10305990 xxx
To recognize replacement of dishonored check

Cash-Treasury/Agency Deposit, Regular 10104010 xxx

Cash-Collecting Officers 10101010 xxx
To recognize the remittance of the replacement of dishonored check

b. Collections deposited to AGDB

Account Title Account Code Debit Credit

1. Cancellation of OR due to Dishonored Checks
Other Receivables 10305990 xxx
Cash in Bank-Local Currency, Current
Account 10102020 xxx
To recognize the cancellation of deposited collections due to dishonored
checks

2. Redemption of Dishonored Check

Cash-Collecting Officers 10101010 xxx
Other Receivables 10305990 xxx
To recognize replacement of dishonored check

Cash in Bank-Local Currency, Current

Account 10102020 xxx
Cash-Collecting Officers 10101010 xxx
To recognize the deposit of the replacement of dishonored check

Sec. 35. Accounting for Cash Overage/Shortage of Collecting Officer. Cash overage
discovered by the Auditor that cannot be satisfactorily explained by the Collecting Officer shall
be forfeited in favor of the government and an official receipt shall be issued by the Collecting
Officer/Cashier. The cash overage shall be taken up as Miscellaneous Income.

Cash shortage which is not restituted by the Collecting Officer despite demand in writing
by the Auditor shall be taken up as receivable from the Collecting Officer.

Sec. 36. Illustrative Accounting Entries for Cash Overage/Shortage of Collecting

Officer

a. Cash Overage

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 xxx
Miscellaneous Income 40609990 xxx
To recognize forfeiture of cash overage of the Collecting Officer

Cash-Treasury/Agency Deposit, Regular 10104010 xxx

Cash-Collecting Officers 10101010 xxx
To recognize the remittance of forfeited cash overage to the BTr

50
 b. Cash Shortage

Account Title Account Code Debit Credit

Due from Officers and Employees 10305020 xxx
Cash-Collecting Officers 10101010 xxx
To recognize cash shortage of Collecting Officer

Cash-Collecting Officers 10101010 xxx

Due from Officers and Employees 10305020 xxx
To recognize restitution of cash shortage

Cash-Treasury/Agency Deposit, Regular 10104010 xxx

Cash-Collecting Officers 10101010 xxx
To recognize the remittance of restituted cash shortage to the BTr

Sec. 37. Disclosures. An entity shall disclose pertinent revenue transactions as follows:
either on the face of, or in the notes to, the GPFS:

a. Disclosure on the face of, or in the notes to, the GPFS (Par. 106, IPSAS 26)

1. The amount of revenue from non-exchange transactions recognized during the

period:

i. Taxes, showing separately major classes of taxes; and

ii. Transfers, showing separately major classes of transfer revenue.

2. The amount of receivables recognized in respect of non-exchange revenue;

3. The amount of liabilities recognized in respect of transferred assets subject to

conditions;

4. The amount of liabilities recognized in respect of concessionary loans that are

subject to conditions on transferred assets;

5. The amount of assets recognized that are subject to restrictions and the nature of
those restrictions;

6. The existence and amounts of any advance receipts in respect of non-exchange

transactions; and

7. The amount of any liabilities forgiven.

b. Disclosure in the notes to the GPFS (Par. 107, IPSAS 26)

1. The accounting policies adopted for the recognition of revenue from non-
exchange transactions;

2. For major classes of revenue from non-exchange transactions, the basis on which
the fair value of inflowing resources was measured;

3. For major classes of taxation revenue that the entity cannot measure reliably
during the period in which the taxable event occurs, information about the nature
of the tax; and

51
 4. The nature and type of major classes of bequests, gifts, and donations, showing
separately major classes of goods in-kind received.

c. Entities are encouraged to disclose the nature and type of major classes of services in-
kind received, including those not recognized. Such disclosures may assist users to
make informed judgment about:

1. the contribution made by such services to the achievement of the entity’s

objectives during the reporting period; and

2. the entity’s dependence on such services for the achievement of its objectives in
the future.

Sec. 38. Other Receipts. Other receipts of NGAs shall be composed of, but not limited
to, the following:

a. Receipt of NCA. The NCA specifies the maximum amount of withdrawal that an
entity can make from a government bank for the period indicated. The Collecting
Officer shall not issue an OR for the receipt of NCA. The accounting entries to
recognize receipt of NCA are as follows:

Account Title Account Code Debit Credit

Regular
Cash-Modified Disbursement
System (MDS), Regular 10104040 P100,000
Subsidy from National
Government 40301010 P100,000
To recognize receipt of NCA for Regular Agency Fund

Special Account
Cash-Modified Disbursement
System (MDS), Special Account 10104050 P100,000
Cash-Treasury/Agency Deposit,
Special Account 10104020 P100,000
To recognize receipt of NCA for Special Account in the General Fund

Cash-Modified Disbursement
System (MDS), Trust 10104060 P100,000
Cash-Treasury/Agency Deposit,
Trust 10104030 P100,000
To recognize the receipt of NCA for Trust Receipts Fund

b. Non-Cash Availment Authority. The accounting entry to recognize the receipt of

NCAA is as follows:

Account Title Account Code Debit Credit

Accounts Payable 20101010 P950,000
Subsidy from National
Government 40301010 P950,000
To recognize the receipt of NCAA

52
c. Cash Disbursement Ceiling. The accounting entries for the collection of revenue of,
and the constructive receipt of disbursement authority to, Foreign Service Posts
(FSPs) of DFA and DOLE are as follows:

1. DFA and DOLE’s Books

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P100,000
Passport and Visa Fees 40201120 P100,000
To recognize collection of revenue of FSPs

Cash in Bank-Foreign Currency,

Current Account 10103020 P100,000
Cash-Collecting Officers 10101010 P100,000
To recognize deposit of collections to authorized servicing bank of the
FSPs

Cash-Constructive Income
Remittance 10104080 P80,000
Subsidy from National
Government 40301010 P80,000
To recognize receipt of CDC from DBM

Quarters Allowance-Civilian 50102070 P50,000

Rents-Buildings and Structures 50299050 30,000
Cash in Bank-Foreign
Currency, Current Account 10103020 P80,000
To recognize payment of expenses charged to CDC

2. BTr Books:

Account Title Account Code Debit Credit

Subsidy to NGAs 50214010 P80,000
Cash-Constructive Income
Remittance 10104080 P80,000
To recognize constructive receipt of remitted collections by FSPs and
disbursements charged to the issued CDCs to FSPs

d. Tax Remittance Advice. This shall be used to recognize: (1) in the books of national
government agencies, the constructive remittance to BIR and BOC of taxes and
customs’ duties withheld, and the constructive receipt of NCA for those taxes and
customs duties; (2) in the books of the BIR and BOC, the constructive receipt of tax
revenue and customs duties; and (3) in the books of the BTr, the constructive receipt
of the taxes and customs duties remitted.

1. Tax Withheld by NGAs

Account Title Account Code Debit Credit

NGAs’ (withholding agency) Books
Cash-Tax Remittance Advice 10104070 P100,000
Subsidy from National
Government 40301010 P100,000
To recognize constructive receipt of NCA for TRA

53
 Account Title Account Code Debit Credit

Due to BIR 20201010 P100,000

Cash-Tax Remittance
Advice 10104070 P100,000
To recognize constructive remittance to BIR of taxes withheld through
TRA

BIR Books
Cash-Tax Remittance Advice 10104070 P100,000
Income Tax 40101010 P100,000
To recognize constructive receipt of taxes remitted by NGAs through TRA

BTr Books
Subsidy to NGAs 50214010 P100,000
Cash-Tax Remittance
Advice 10104070 P100,000
To recognize constructive receipt of remittance of taxes by NGAs through
TRA

2. BOC Customs Duties charged to TEF

Account Title Account Code Debit Credit

NGAs’ (withholding agency) Books
Military, Police and Security
Equipment 10605100 P1,000,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P990,000
Due to NGAs 20201050 10,000
To recognize the purchase of patrol boat by Philippine Navy
(Cost=P990,000; Customs Duties = P10,000)

Cash-Tax Remittance Advice 10104070 P10,000

Subsidy from National
Government 40301010 P10,000
To recognize constructive receipt of NCA for customs duties charged against
TEF

Due to NGAs 20201050 P10,000

Cash-Tax Remittance Advice 10104070 P10,000
To recognize constructive remittance to BOC of custom duties through TRA

BOC Books
Cash-Tax Remittance Advice 10104070 P10,000
Import Duties 40103010 P10,000
To recognize constructive receipt of import duties remitted by NGAs through
TRA

BTr Books
Subsidy to NGAs 50214010 P10,000
Cash-Tax Remittance Advice 10104070 P10,000
To recognize constructive receipt of the remittance of import duties by
NGAs through TRA

54
e. Receipt of Subsidy/Assistance from other NGAs, LGUs, GOCCs and Other Funds.
The Collecting Officer shall issue OR upon receipt of cash subsidy/assistance.

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P100,000
Subsidy from Other NGAs 40301020 P50,000
Assistance from LGUs 40301030 25,000
Assistance from GOCCs 40301040 25,000
To recognize receipt of subsidy/assistance from other government agencies

Cash-Treasury/Agency Deposit,
Trust 10104030 P100,000
Cash-Collecting Officers 10101010 P100,000
To recognize remittance of collections to BTr

f. Refund of excess cash advances granted to officers and employees. Cash advances
may be classified into:

1. Advances to Officers and Employees – for official travels;

2. Advances for Operating Expenses – granted to regular disbursing officer for

operating expenses of operating/field units and foreign post not maintaining
complete set of books;

3. Advances for Payroll – for payment of salaries, wages and other personnel
benefits; and

4. Advances to Special Disbursing Officer (SDO) – for special purpose/time-bound

undertakings.

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P100,000
Advances for Operating Expenses 19901010 P50,000
Advances for Payroll 19901020 25,000
Advances to Special Disbursing
Officer 19901030
or 25,000
Advances to Officers and
19901040
Employees
To recognize collection of refund of excess cash advances

Cash-Treasury/Agency Deposit,
10104010
Regular
or
Cash-Treasury/Agency Deposit,
10104020 P100,000
Special Account
or
Cash-Treasury/Agency Deposit,
10104030
Trust
Cash-Collecting Officers 10101010 P100,000
To recognize remittance of collections to BTr

55
g. Performance bond/security deposits. Receipts of performance bond posted by
contractor or supplier to guaranty full and faithful performance of their contract. It
may be in the form of cash or certified checks.

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P10,000
Guaranty/Security Deposits
Payable 19901010 P10,000
To recognize collection of performance bond/security deposits

Cash-Treasury/Agency Deposit, Trust 10104010 P10,000

Cash-Collecting Officers 10101010 P10,000
To recognize remittance of collections to BTr

h. Refund of overpayment of expenses. Receipts of refunds from officers, employees

and suppliers/creditors resulting from overpayment of expenses.

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P10,000
Specific Expense account P10,000
To recognize collection of refund of overpayment of expenses.

Cash-Treasury/Agency Deposit,
10104010
Regular
or
Cash-Treasury/Agency Deposit, 10104020
P10,000
Special Account
or
Cash-Treasury/Agency Deposit, 10104030
Trust
Cash-Collecting Officers 10101010 P10,000
To recognize remittance of collections of refund of overpayment of expenses
to BTr

i. Collections made on behalf of another entity or non-government/private

organizations. Receipts of income, receivables or trust funds for the account of other
NGAs, LGUs, GOCCs or non-government/private organizations. These collections
are later remitted to the government agencies or non-government/private
organizations concerned.

1. NGAs (other than University of the Philippines-Legal Research Fund (UP-LRF))

Books

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P5,000
Due to NGAs 20201050 P5,000
To recognize collection of fees accruing to the UP-LRF

Due to NGAs 20201050 P5,000

Cash-Collecting Officers 10101010 P5,000
To recognize remittance of collections to BTr for the account of UP-LRF

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 2. BTr Books

Account Title Account Code Debit Credit

Cash in Bank-Local Currency,
10102030 P5,000
Savings Account
Cash-Treasury/Agency Deposit,
Trust 10104030 P5,000
To recognize receipt of remitted collections for UP-LRF

3. UP-LRF Books

Account Title Account Code Debit Credit

Cash-Treasury/Agency Deposit,
Trust 10104030 P5,000
Trust Liabilities 20401010 P5,000
To recognize remitted collections for UP-LRF by other NGAs

j. Intra-agency and inter-agency fund transfers. Cash received from central

office/regional office/operating units of an entity and from another entity for the
purpose of implementing specific projects.

1. Intra-entity Fund Transfer

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P5,000
Due to Central Office 20301010
or
Due to Bureaus 20301020
or
Due to Regional Offices 20301030 P5,000
or
Due to Operating Units 20301040
or
Due to Other Funds 20301050
To recognize receipt of intra-entity fund transfer

Cash-Treasury/Agency Deposit,
Trust 10104030 P5,000
Cash-Collecting Officers 10101010 P5,000
To recognize remittance of collections to BTr

2. Inter-agency Fund Transfer

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P5,000
Due to NGAs 20201050
or
Due to LGUs 20201070 P5,000
or
Due to GOCCs 20201060
To recognize receipt of inter-entity fund transfer

57
 Account Title Account Code Debit Credit
Cash-Treasury/Agency Deposit,
Trust 10104030 P5,000
Cash-Collecting Officers 10101010 P5,000
To recognize remittance of collections to BTr

Sec. 39. Reporting of Collections and Deposits. Receipts and deposits shall be reported
as follows:

a. At the close of the business day, the Collecting Officers shall prepare the Report of
Collections and Deposits (RCD) (Appendix 26) for submission to Accounting
Office/Unit. The report lists all the ORs issued in numerical sequence including
cancelled ones.

b. The RCD shall be supported by documentary evidence such as duplicate copies of

ORs and validated deposit slips.

c. The Collecting government entity issuing electronic Official Receipt (eOR) should
generate and submit daily to the Auditor a copy of the RCD. In case the collection
system is not integrated with the accounting system, the Accounting Division/Unit
shall recognize the collections and deposits based on the generated reports duly
certified by the Collecting Officer/Cashier/Head of Cash/Treasury Unit.

d. Field Offices (FOs)/Operating Units (OUs) without complete set of books shall
record their collections of income chronologically in the Cash Receipts Register
(CRReg) (Appendix 27). The certified copy of the CRReg together with the required
supporting documents, duplicate copies of ORs and Deposit Slip (DSs) shall be
submitted within five (5) days after the end of each month to the concerned mother
unit (central/regional/division office) by the FOs (a unit under the central/regional/
division office) for review and recording of the transactions in the CRJ by the Chief
Accountant.

Sec. 40. Detailed Procedures for Collections and Deposits through the Collecting
Officer

Area of Seq.
Activity
Responsibility No.
Cash/Treasury Unit Daily
Collecting 1 Receives cash/check from payor representing collection based
Officer on the Order of Payment (OP) (Appendix 28) prepared by the
Accounting Division/Unit.

2 Issues OR to acknowledge receipt of cash/check.

Note 1 – The OR shall be prepared in three copies and

distributed as follows:

Original – Payor
Copy 2 – To be attached to the RCD/CRReg
Copy 3 – Cash/Treasury Unit file

3 Records collections in the Cash Receipts Record (CRRec)

(Appendix 29).

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 Area of Seq.
Activity
Responsibility No.
4 Prepares DSs in three copies.

Note 2 – The DSs shall be distributed as follows:

Original – AGDB
Copy 2 – To be attached to RCD/CRRec
Copy 3 – Cash/Treasury Unit file

5 Deposits collections through AGDB for the account of the

National Treasurer.

Note 3 – As prescribed in Treasury Circular No. 03-2014 dated

June 16, 2014, amended by Treasury Circular No. 05-
2014 dated September 26, 2014, a List of Deposited
Collections (LDC) shall accompany the validated
deposit slips upon deposit. Refer to the aforesaid
Treasury Circulars for the format of LDC.

6 Based on the duplicate copies of ORs on file and validated DSs

from the AGDB, prepares the RCD in four copies. Initials on
the RCD and forwards the same together with Copy 2 of the
ORs and validated DSs to the Head of the Cash/Treasury Unit
for review and signature.

Head of 7 Reviews and signs the RCD. Forwards original of RCD, Copy
Cash/Treasury 2 of the ORs and validated DSs to the Collecting
Unit Officer/Designated Staff for submission to the Accounting
Division/Unit.

Designated Staff 8 Records the RCD in the logbook maintained by the

Cash/Treasury Unit and forwards the same with the copy 2 of
the ORs and validated DSs to the Accounting Division/Unit for
recording in the books of accounts.

Accounting
Division/Unit
Accounting Staff 9 Receives original of RCD with Copy 2 of the ORs and
validated DSs from the Cash/Treasury Unit. Records receipt in
the logbook maintained for the purpose and forwards the same
to the Bookkeeper for review and preparation of the JEV.

Bookkeeper 10 Based on the RCD, prepares JEV in two copies and signs
"Prepared by" portion of the JEV. Forwards the JEV and
documents to the Head of the Accounting Unit for review and
signature.

59
 Area of Seq.
Activity
Responsibility No.
Head/Chief 11 Reviews and signs “Certified Correct by” portion of the JEV.
Accountant Forwards the JEV and documents to the Bookkeeper for
recording in the CRJ.

Note 4 – For the succeeding activities, refer to the Chapter on

Financial Reporting for the preparation and
submission of Trial Balances, Financial Statements
and Other Reports.

Sec. 41. Procedures for Collections through AAB/AGDB

Area of Seq.
Activity
Responsibility No.
Accounting
Division/Unit
Receiving/ 1 Receives the Consolidated Report of Daily Collections
Releasing (CRDC) from the AAB/AGDB. Records receipt in the
Staff logbook maintained for the purpose. Forwards the same
to the Bookkeeper for preparation of the JEV.

Bookkeeper 2 Based on the CRDC, prepares JEV in two copies to

recognize the collections and deposits, and signs
"Prepared by" portion of the JEV. Forwards the JEV and
supporting documents to the Accounting Division/Unit
Head/Chief Accountant for review and signature.

Head/Chief 3 Reviews and signs "Certified Correct by" portion of the

Accountant JEV. Forwards the JEV and supporting documents to the
Bookkeeper for recording in the GJ.

Note – For the succeeding activities, refer to the Chapter

on Financial Reporting for the preparation and
submission of Trial Balances, Financial
Statements and Other Reports.

Sec. 42. Submission of the Quarterly Report of Revenue and Other Receipts. The
Chief Accountant shall prepare the Quarterly Report of Revenue and Other Receipts (QRROR)
(Appendix 24) and submit the report to the GAS, COA, the DBM and the BTr within 30 days after
the end of each quarter. A separate report shall be prepared and submitted for income of the GF
and for income and receipts for Special Account and Trust Fund.

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 Chapter 6

DISBURSEMENTS

Sec. 1. Scope. This Chapter covers the rules and regulations to be followed in the
disbursement of public funds, the monitoring of receipt and utilization of NCA/NTA, preparation
and processing of DV/Payroll; preparation and issue of checks; payment by cash; granting,
utilization and liquidation/replenishment of cash advances; payment through ADA; remittance of
taxes withheld through TRA; availment of foreign loans through suppliers credit/constructive
cash; and payment of operating requirements on FSPs through CDC.

Sec. 2. Definition of Terms. For the purpose of this Manual, the terms used shall be
construed to mean as follows:

a. Accounts Payable – refers to valid and legal obligations of NGAs/OUs, for which,
goods/services/projects have been delivered/rendered/completed and accepted,
regardless of the year when these obligations were incurred.

b. Advice to Debit Account – refers to an authorization issued by the NGA/OU

appearing in the lower portion of the List of Due and Demandable Accounts Payable-
Advice to Debit Account (LDDAP-ADA). It serves as instruction to the Modified
Disbursement System, Government Servicing Banks (MDS-GSBs) to debit a
specified amount from its available NCA balance under regular MDS sub-account for
payment of creditors/payees through the Expanded Modified Direct Payment Scheme
(ExMDPS).

c. Agency – refers to any department, bureau or office of the national government, or

any of its branches and instrumentalities, or any political subdivision, as well as any
GOCCs, including its subsidiaries, or other self-governing board or commission of
the government.

d. Authorized Card Holder – refers to a responsible official to whom a Purchase Card is

issued for purposes of making official purchases within specific categories
enumerated in Annex A of Joint Memorandum No. 2014-01 dated May 15, 2014.

e. Billing Entity – refers to the accounting unit of the concerned participating agency
responsible in the consolidation of the billing statement from the Credit Card
Company (CCC) and payment of the said billing agency.

f. Credit Card Company – refers to Citibank as the authorized credit card service
provider for the Cashless Purchase Card (CPC) System.

g. Commercial Check – refers to a check issued by government agencies chargeable

against the agency’s checking account with AGDBs. These are covered by
income/receipts authorized to be deposited with AGDBs; and funding checks
received by Operating Units from Central/Regional/Division Offices, respectively.

h. Direct Payment System – refers to the payment procedure whereby the MDS-GSB
shall, upon receipt of NCA an LDDAP-ADA from DBM pay the CCC not earlier
than 24 hours but not later than 48 hours, through direct credit to the CCC current
account.

61
i. Disbursements – constitute all cash paid out during a given period in currency (cash)
or by check/ADA. It may also mean the settlement of government
payables/obligations by cash, check or ADA. It shall be covered by DV/Petty Cash
Voucher (PCV)/Payroll.

j. Expanded Modified Direct Payment Scheme – refers to the payment procedures

whereby the MDS-GSB shall pay the creditors/payees listed in the LDDAP-ADA not
later than 48 hours but not earlier than 24 hours upon receipt of the said document
from the NGA/OU:

1. Direct credit to the creditor’s current/savings/ATM account (CA/SA/ATM)

maintained with MDS-GSB; or

2. Bank transfer, if creditor’s account is maintained outside the agency’s MDS-

GSB, where corresponding bank charges shall be borne/paid by the
creditor/payee concerned.

k. Implementing Agency – refers to the agency to which the funds are transferred for the
purpose of prosecuting/implementing the project.

l. Inter-Agency Transferred Fund – refers to cash or money transferred to an

Implementing Agency (IA) for the undertaking of a project by a Source Agency (SA)
in which the allotment was released.

m. Letter of Introduction – refers to a letter addressed to the MDS-GSB, issued by the

NGA/OU to its creditors/payees for the purpose of opening an account or validation
of an existing account.

n. List of Due and Demandable Accounts Payable-Advice to Debit Account – refers to

an accountable form integrating the Advice to Debit Account (ADA) with the
LDDAP, which is a list reflecting the names of creditors/payees to be paid by the
NGA/OU and the corresponding amounts of the unpaid claims.

o. Merchants – refers to those authorized by the CCC to be the sellers/suppliers under

the CPC System.

p. Modified Disbursement System (MDS) Check – refers to a check issued by

government agencies chargeable against the account of the Treasurer of the
Philippines, which are maintained with different MDS AGDBs. MDS checks are
covered by NCA.

q. Modified Disbursement System, Government Servicing Banks – refers to the

authorized government servicing banks, such as Land Bank of the Philippines (LBP),
Development Bank of the Philippines (DBP), and Philippine Veterans Bank (PVB),
to which DBM issues the NCAs for crediting to the MDS sub-accounts of NGAs.

r. Petty Cash Fund – refers to the amount granted to duly designated Petty Cash Fund
Custodian for payment of authorized petty or miscellaneous expenses which cannot
be conveniently paid through checks/LDDAP-ADA.

s. Program Administrator – refers to the designated by the head of the agency who are
tasked to implement and administer the Cashless Purchase Card System.

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 t. Project – refers to the undertaking, whether construction work, research or training
program, computer engagement or other authorized activities which an agency shall
prosecute or implement in favor or in behalf of another agency.

u. Purchase Limit:

1. Cardholder Monthly Purchase Limit – refers to the limit established by the

Program Administrator and approved by the Steering Committee for the total
value of purchases that a cardholder can make in one month.

2. Cardholder Single Purchase Limit – refers to the maximum amount allowed

the cardholder for each transaction.

3. Maximum Purchase Card Limit – refers to the maximum amount that the
unit/office is authorized to utilize as stated in the Purchase Card application

v. Regular Cash Advance – refers to the amount granted to cashiers, disbursing officers,
paymasters, and/or other accountable officers for the payment of expenses such as
salaries and wages, commutable allowances, honoraria and other similar payments to
officials and employees.

w. Steering Committee – refers to the advisory committee composed of representatives

from DND and the DBM which shall provide the guidance on key issues such as
policy and objectives, control, procedures, individual card limits, individuals
authorized to use the cards, amendments, and decisions involving large expenditures.

x. Special Cash Advance – refers to the amount granted on the explicit authority of the
Head of the Agency only to duly designated disbursing officers or employees for
other legally authorized purposes, such as payment of current operating expenditures,
including salaries, wages and allowances, travel expenditures, and maintenance and
other operating expenses, of the agency field office or for special purpose/time-bound
undertaking of the agency when it is impractical to pay the same by check.

y. Source Agency – refers to the agency to which the allotment has been originally
released and in whose behalf or benefit the project will be prosecuted/implemented.

z. Tax Remittance Advice – refers to a serially-numbered document prescribed by the

DBM that should be used by the NGAs in the remittance of withheld taxes on funds
coming from DBM. This form is being distributed by the BIR to be accomplished by
the NGAs. The same shall be duly certified by the Chief Accountant and approved by
the Head of the concerned NGA or his duly authorized representative, and attached to
every withholding tax return filed as payment for taxes withheld. This shall be the
basis for the BIR and the Bureau of the Treasury (BTr) to record the tax collection in
their respective books of accounts. (BIR RR No. 1-2013).

aa. Withdrawal Application – is a written request from the borrower to the development
partner to pay funds against to borrower’s loan account.

Sec. 3. Notice of Cash Allocation. The NCA shall be the authority of an agency to pay
operating expenses, purchases of supplies and materials, acquisition of PPE, accounts payable,
and other authorized disbursements through the issue of MDS checks, ADA or other modes of
disbursements.

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 a. No MDS check/ADA shall be issued without the covering NCA. Hence, the total
MDS checks/ADA issued shall not exceed the total NCA received. To maximize the
available NCAs of the agency, the Common Fund System policy shall be adopted
whereby cash allocation balances of agencies under the Regular MDS Account may
be used to cover payment of current year’s accounts payable i.e., goods and services
which have been delivered and accepted during the year charged against
appropriations of prior year/s, after satisfying their regular operating requirements as
reflected in their Monthly Cash Program.

b. NCA issued and credited to the Special MDS Accounts of agencies for payment of
retirement gratuity/terminal leave benefits as well as prior years’ accounts payable
shall be valid within the period prescribed under existing rules and regulations. The
NCA shall be monitored through the maintenance of the Registry of Allotments and
Notice of Cash Allocation (RANCA) (Appendix 30) by the Accounting Division/Unit.

c. NCA issued and credited to the Special MDS Accounts for Trust to cover payments
of authorized claims shall be valid within the period prescribed under existing
regulations.

d. For NCA issued for foreign assisted projects such as grants from foreign country with
a separate MDS account maintained by the spending agency with Government
Servicing Banks (GSBs), MDS check/ADA shall be issued only for specific purpose
until full implementation of the project, subject to pertinent DBM issuances
prescribing the validity of the NCA.

Sec. 4. Notice of Transfer of Allocation. The NTA shall be the authority of the
regional and operating units to pay their operating expenses, purchases of supplies and materials,
acquisition of PPE, accounts payable, and other authorized disbursements through the issue of
MDS checks, ADA or other modes of disbursements.

a. No MDS check/ADA shall be issued by the ROs/OUs without the covering NTA.
Hence, the total MDS checks issued shall not exceed the total NTA received. NTA
issued and credited to the Regular MDS Accounts of ROs/OUs for their regular
operations which are programmed for a specific month shall be valid within the
period prescribed under existing rules and regulations. To maximize the available
NTAs of the agency, the Common Fund System policy shall be adopted whereby
cash allocation balances of agencies under the Regular MDS Account may be used to
cover payment of current year’s accounts payable i.e., goods and services which have
been delivered and accepted during the year charged against appropriations of prior
year/s, after satisfying their regular operating requirements as reflected in their
Monthly Cash Program.

b. NTA issued by the Central Office and credited to the Special MDS Accounts of
ROs/OUs for payment of retirement gratuity/terminal leave benefits as well as prior
years’ accounts payable shall be valid within the period prescribed under existing
rules and regulations. The NTA shall be monitored through the maintenance of the
Registry of Allotment and Notice of Transfer of Allocation (RANTA) (Appendix 31)
by the ROs/OUs.

Sec. 5. Recording of the Receipt of NCA/NTA. The CO/ROs/OUs shall record in the
RANCA/RANTA all NCAs/NTAs received and the amount disbursed to control and monitor
unfunded allotments and the balance of disbursement authorities.

64
 Sec. 6. Procedures for Recording of Receipt and Utilization of NCAs/NTAs

Area of Seq.
Activity
Responsibility No.

CO/RO/OU
Accounting
Division/Unit
Designated Staff 1 Receives copy of the GAARD, SARO, and GARO, and
posts the allotment in the ‘Allotment Received’ column
of the RANCA/RANTA.

Receiving/ 2 Receives copy of NCA/NTA from DBM/Agency’s

Releasing Staff Central Office and records in the logbook. Forwards
NCA/NTA to the Designated Staff for recording in the
RANCA/RANTA.

Designated 3 Records the receipt of NCA/NTA in the RANCA/

Personnel RANTA.

4 Records the amount disbursed/utilized in the RANCA/

RANTA based on processed DVs/Payroll.

5 Indicates the balance of the Unutilized NCA/NTA and

Unfunded Allotment.

Sec. 7. Modes of Disbursements. The different modes of disbursements are as

follows: (a) checks (MDS or commercial checks), (b) cash (out of cash advance granted to
authorized Disbursing Officer), (c) advice to debit the account, (d) tax remittance advice, (e)
working Fund/CDC, and (f) direct payment method.

Sec. 8. Disbursements by Check. Checks shall be drawn only on duly approved

Disbursement Voucher (DV) (Appendix 32) or Payroll (Appendix 33). These shall be used for
payment of regular expenses which cannot be conveniently nor practically paid using the ADA or
not authorized to be paid using the Petty Cash Fund or advances for operating expenses. Checks
issued shall be reported and recorded in the books of accounts whether released or unreleased to
the respective payees. There are two types of checks being issued by government agencies as
follows:

a. Modified Disbursement System Checks – are checks issued by government agencies

chargeable against the account of the Treasurer of the Philippines, which are
maintained with different MDS-GSBs.

b. Commercial Checks – are checks issued by NGAs chargeable against the Agency
Checking Account with GSBs. These shall be covered by income/receipts authorized
to be deposited with AGDBs.

Sec. 9. Documentary Requirements. The documentary requirements for common

government transactions depending on the nature of expenses to be paid by checks shall be
complied with as prescribed in COA Circular No. 2012-001 dated June 14, 2012, amended by
COA Circular No. 2013-001 dated January 10, 2013.

Sec. 10. Accounting Books, Records, Forms and Reports to be Prepared and
Maintained. All checks drawn during the day, whether released or unreleased including

65
cancelled checks shall be recorded chronologically in the Checks and ADA Disbursements
Record (CkADADRec) (Appendix 34) maintained by the Cash/Treasury Unit. The dates the
checks were actually released shall be indicated in the appropriate column provided for in the
CkADADRec. All checks/ADA drawn whether released or unreleased shall be included in the
Report of Checks Issued (RCI) (Appendix 35) or Report of ADA Issued (RADAI) (Appendix 13),
which shall be prepared daily by the Cashier. The RCI/RADAI together with the original copies
of the supporting documents (SDs) shall be submitted to the Accounting Division/Unit for the
preparation of JEV (Appendix 36). At the end of the year, a Schedule of Unreleased Commercial
Checks shall be prepared by the Cashier for submission to the Accounting Division/Unit. The
adjusting accounting entries for unreleased commercial checks are presented in Sec. 56 of
Chapter 19-Financial Reporting of this Manual.

Sec. 11. Recording of Check Disbursements by Field Offices without Complete Set
of Books. Field Offices (FOs) without complete set of books shall record chronologically in the
Cash in Bank Register (CBReg) (Appendix 37) all checks issued/charged to deposits with the
AGDB. The certified copy of the CBReg together with the required SDs shall be submitted
within five days after the end of each month to the concerned mother unit
(central/regional/division office) by the FOs (a unit under the central/regional/ division office) for
review and recording of the transactions in the books of accounts.

Sec. 12. Procedures for Disbursements by Checks

Area of Seq.
Activity
Responsibility No.
Preparation of DV
Requesting
Office/Unit
Designated 1 Prepares the DV in four copies in accordance with the
Staff instructions on the preparation of the DV (Appendix 32) to
initiate the payment of claims. Forwards the DVs, SDs
and ORS to the Budget Division/Unit for processing.

Note 1 – The procedures on processing/approval of ORS

are discussed in Sec. 15, Chapter 3 of this
Manual.

Processing of DV
Accounting
Division/Unit
Receiving/ 2 Receives Copies 1-4 of DV, SDs and Copies 2-3 of ORS
Releasing Staff from the Budget Division/Unit. Checks completeness of
SDs based on the checklist. If incomplete, returns to the
party concerned for compliance.

If complete, stamps “Received” and indicates date of

receipt and initials on the stamped “Received” portion of
the DV.

Note 2 – Copy 1 of the ORS shall be retained by the

Budget Unit which shall serve as the subsidiary
ledger of obligations.

3 Assigns DV number and records in the logbook the DV

number and date, creditor/payee, particular and amount.

66
 Area of Seq.
Activity
Responsibility No.
Forwards Copies 1-4 of DV, SDs and Copies 2-3 of ORS
to the designated Staff for processing.

Note 3 – The numbering structure for DV shall be as

follows:
00 - 0000 - 00 - 000000

Serial Number
(One Series per Fund
Cluster for each year)

Month of Issue

Year of Issue

Fund Cluster Code

Note 4 – DV number shall also be indicated on every sheet

of the SDs.

Designated 4 Receives Copies 1-4 of DV, SDs and Copies 2-3 of ORS
Staff/ from the Receiving/Releasing Staff. Reviews DV for
Processing completeness and propriety of SDs.
Staff

5 Retrieves Index of Payments (IoP) (Appendix 38) from file

and determines if claim is in order. If with prior payment
on the same claim, returns the DV, SDs and ORS
informing the requesting office/party of prior payment
made. If in order, verifies ORS against DV. If the
amounts in the ORS and DV are the same, records the
following in the IP: DV date and number, particulars and
amount and proceeds to Activity No. 9. For first-time
claimant, prepares IP and records the name, address,
employee number and/or TIN, DV date, particulars and
amount. If the amounts in the ORS and DV differ,
prepares NORSA in three copies and signs the “Prepared
by” portion. Forwards Copies 1-3 of NORSA, Copies 1-4
of DV, Copies 2-3 of ORS and SDs to the Head of
Accounting Division/Unit for approval of the NORSA.

Head of 6 Signs the “Approved by” portion of the NORSA.

Accounting
Division/Unit/
Authorized
Officer

Receiving/ 7 Records in the logbook the return of Copies 1-3 of

Releasing Staff NORSA, Copies 1-4 of DV, Copies 2-3 of ORS and SDs
to the Budget Unit for correction of obligation.

67
 Area of Seq.
Activity
Responsibility No.
Budget
Division/Unit
Designated 8 Posts the NORSA in the ‘Obligation’ column of Section C
Staff of the ORS. If the original amount is lesser than the actual
obligation, a positive entry corresponding to additional
obligation shall be recorded in the RAOD based on the
NORSA. If the original obligation is greater, a negative
entry representing the excess shall be recorded in the
RAOD. Returns Copies 2-3 of NORSA, Copies 1-4 of
DV, Copies 2-3 of ORS and SDs to the Accounting
Division/Unit for processing. Files Copy 2 of NORSA
together with the original copy of the ORS.

Accounting
Division/Unit
Designated 9 Initials in Box B of DV and forwards Copies 1-4 of DV
Staff and SDs, Copies 2-3 of ORS to the Head of Accounting
Division/Unit/Authorized Officer for review.

Note 5 – In case there is NORSA attached to the DV, it

shall be included among the SDs of the DV.

Head of the 10 Retrieves the RANCA/RANTA from file and determines

Accounting availability of NCA. If NCA is sufficient to cover the
Division/Unit/ disbursement, records in the RANCA/RANTA the DV
Authorized date and number, and amount under the ‘Utilized’ column
Officer and indicates NCA balance. Otherwise, notes that cash is
not yet available and returns the DV and SDs to the
Designated Staff for safekeeping.

11 Checks the “Cash available” portion in Box B of the DV.

12 Reviews DV and SDs. Signs Box B of DV. Forwards the

documents to the Receiving/Releasing Staff.

Receiving/ 13 Records in the logbook the release of Copies 1-4 of DV

Releasing Staff and SDs and Copies 2-3 of ORS to the Head of Agency or
Authorized Representative for approval of the DV.

Office of the
Agency
Head/Authorized
Representative
Receiving/ 14 Receives Copies 1-4 of DV, SDs and Copies 2-3 of ORS
Releasing Staff and records in the logbook the date of receipt. Forwards
the set of documents to the Approving Officer for review
and approval.

Approving 15 Reviews DV and signs in Box C “Approved for Payment”

Officer portion. Forwards Copies 1-4 of DV, Copies 2-3 of the
ORS and SDs.

68
 Area of Seq.
Activity
Responsibility No.
Note 6 – Depending on the set up/procedures of agencies,
review of the claims may be done by authorized
personnel/staff prior to the approval of the Head
of the Agency or his/her Authorized
Representative.

Receiving/ 16 Records in logbook the approved DV and all SDs and

Releasing Staff forwards the documents to the Cash/Treasury Unit.

Preparation and Approval of Checks

Cash/Treasury
Unit
Receiving/ 17 Receives Copies 1-4 of approved DV, Copies 2-3 of ORS
Releasing Staff and SDs. Records in the logbook the date of receipt, DV
number, payee, particulars and amount.

Designated 18 Checks completeness of signatories on the DV. Prepares

Staff check in three copies.

19 Retrieves from file the CkADADRec maintained per bank

account and records the date, check number, name of
payee, nature of payment and amount of the DV and
indicates the new balance of the NCA/bank account.
Forwards Copies 1-3 of check, Copies 1-4 of DV, Copies
2-3 of ORS and SDs to the Cashier/Head of
Cash/Treasury Unit for review and signature.

Note 7 – For field offices without complete set of books,

the CBReg shall be maintained.

Cashier or 20 Verifies completeness of signature on the DV. Reviews

Head of Cash/ the amount of the check against the DV and SDs. Signs
Treasury Unit the check.

Receiving/ 21 Records in the logbook the date of submission to the

Releasing Staff approving authority of Copies 1-3 of check, Copies 1-4 of
DV, Copies 2-3 of ORS and SDs.

Office of the
Agency
Head/Authorized
Representative
Receiving/ 22 Records in the logbook the date of receipt of Copies 1-3 of
Releasing Staff check, Copies 1-4 of DV, Copies 2-3 of ORS and SDs.
Forwards the set of documents to the Authorized
Countersigning Official.

Authorized 23 Countersigns the check. Forwards Copies 1-3 of check,

Official Copies 1-4 of DV, Copies 2-3 of ORS and SDs to the
Receiving/Releasing Staff for return to the Cashier/Head
of Cash/Treasury Unit.

69
 Area of Seq.
Activity
Responsibility No.
Cash/Treasury
Unit
Cashier 25 Receives Copies 1-3 of check, Copies 1-4 of DV, Copy 2-
3 of ORS and SDs and checks completeness of signatures
in the check. Retrieves the CkADADRec and notes the
return of the signed and countersigned check.

Cashier 26 Releases the original of check and Copy 4 of DV to the

payee. Attaches OR/Invoice issued by payee/claimant, if
any on Copy 1 of DV and requires payee/claimant to sign
on Box D of the DV and the Check Registry/Logbook.
Files temporarily Copies 2-3 of check, Copies 1-3 of DV,
Copies 2-3 of ORS and SDs for preparation of reports.
Posts in the ‘Date Released’ column of the CkADADRec
the date of release of the check to the claimant.

Preparation of Reports
Daily
Cashier/ 27 Prepares Advice of Checks Issued and Cancelled (ACIC)
Designated (Appendix 39) in accordance with existing rules and
Staff regulations and forwards to the GSB.

28 Retrieves Copies 2-3 of checks, Copies 1-3 of DV, Copies

2-3 of ORS and SDs and prepares the RCI in four copies.

Note 8 – The RCI shall include all checks drawn during

the day whether released or unreleased to the
payees including cancelled ones.

Note 9 – For field offices without complete set of books of

accounts, the Disbursing Officer submits the
certified true copies of the CBReg together with
the SDs to the Accounting Division/Units of
their respective CO/RO/Division Office (DO)
for recording in the books of accounts.

29 Initials in “Certification” portion of the RCI.

Cashier/Head 30 Reviews RCI and signs in “Certification” portion.

of the Cash/
Treasury Unit

Designated 31 Distributes the RCI as follows:

Staff
Original – COA Auditor, through the
Accounting Division/Unit, together
with the original copy of the paid
DVs/payroll, copy of the check and
SDs

Copy 2 – Accounting Division/Unit

70
 Area of Seq.
Activity
Responsibility No.
Copy 3 – Budget Unit
Copy 4 – Cash/Treasury Unit

Preparation of JEV
Accounting
Daily
Division/Unit
Receiving/ 32 Receives Copies 1-2 of RCI with Copy 2 of the Check,
Releasing Staff Copies 1 and 3 of DVs, Copies 2-3 of ORS and other SDs
from Cash/Treasury Unit. Forwards the documents to the
Designated Staff for JEV preparation.

Designated 33 Examines DVs and checks against RCI. Verifies if the

Staff serial number of all checks drawn whether released or
unreleased, including spoiled and cancelled ones, are all
accounted for.

34 Prepares JEV in two copies and signs in the “Prepared by”

portion. Forwards Copies 1-2 of JEV supported with
Copies 1-2 of RCI, Copy 2 of the Check, Copies 1 and 3
of DVs, Copies 2-3 of ORS and other SDs to the Chief
Accountant/Head of Accounting Division/Unit.

Note 10 – For Regional Offices with field offices without

complete set of books, the Designated Staff
shall prepare the JEV based on the certified
copy of CBReg submitted by the Disbursing
Officer concerned. The said JEV shall be
recorded in the CkDJ.

Head of the 35 Reviews correctness of the journal entries and signs on

Accounting “Certified Correct by” portion of the JEV. Forwards
Division/Unit/ Copies 1-2 of JEV supported with Copies 1-2 of RCI,
Authorized Copy 2 of the Check, Copies 1 and 3 of DVs, Copies 2-3
Signatory of ORS and other SDs to Designated Staff for recording in
the CkDJ.

Recording in the CkDJ

Designated 36 Receives Copies 1-2 of JEV with Copies 1-2 of RCI,
Staff Copy 2 of the Check, Copies 1 and 3 of DVs, Copies 2-3
of ORS and other SDs. Records the JEV in the CkDJ.

Note 11 – For Central Office with field offices without

complete set of books, the JEV shall be
recorded in the GJ.

Receiving/ 37 Records in the logbook submission of documents to COA

Releasing Staff and Budget Division/Unit. Retains Copy 2 of JEV and
RCI and Copy 3 of ORS for file.

Note 12
To COA – Copy 1 of JEV, RCI, DV and
NORSA (if there is any), Copy 2 of
71
 Area of Seq.
Activity
Responsibility No.
checks, Copy 2 of ORS and SDs to
the Receiving/ Releasing Staff
To – Copy 3 RCI with Copy 3 of DV for
Budget posting of payments in Box C of
Division/ ORS
Unit

Note 13 – For the succeeding activities, refer to Chapter

on Financial Reporting for the preparation and
submission of Trial Balances, Financial
Statements and Other Reports.

Sec. 13. Illustrative Accounting Entries for Disbursements By Check

Account Title Account Code Debit Credit

1. Payment of the following utility bills:
Meralco Bill P 1,200
PLDT Bill 500
Maynilad Bill 200
Total P 1,900

Water Expenses 50204010 P 200

Electricity Expenses 50204020 1,200
Telephone Expenses 50205020 500
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 1,900
To recognize payment of bills from utility companies based on individual
checks issued

2. Grant of cash advance for travel

Advances to Officers and 19901040 P 1,000
Employees
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 1,000
To recognize granting of travel allowance to employees

3. Advance payment to Procurement Service

Due from NGAs 10303010 P 2,500
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 2,500
To recognize advance payment to Procurement Service for the purchase
of Office Equipment

4. Establishment of Petty Cash Fund (PCF) – P 20,000

Petty Cash Fund 10101020 P 20,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 20,000
To recognize establishment of PCF to cover petty expenses

72
 Account Title Account Code Debit Credit
5. Replenishment of PCF
Expenses charged to the PCF:

Bond paper P 14,000

Postage stamps 2,000
Total P 16,000

Office Supplies Expenses 50203010 P 14,000

Postage and Courier Expenses 50205010 2,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 16,000
To recognize replenishment of PCF based on the Report on Paid Petty
Cash Vouchers (RPPCV) and SDs

6. Remittance of Government’s share

Retirement and Life Insurance
Premium P 3,300
Pag-IBIG Contributions 500
PhilHealth Contributions 300
Total P 4,100

Retirement and Life Insurance 50103010 P 3,300

Premiums
Pag-IBIG Contributions 50103020 500
PhilHealth Contributions 50103030 300
Cash-Modified
Disbursement System
(MDS), Regular 10104040 P 4,100
To recognize remittance of government’s share based on individual
checks issued to GSIS, HDMF and PHIC

7. Remittance of salary deductions

Retirement and Life Insurance

Premium P 3,300
Pag-IBIG Contributions 500
PhilHealth Contributions 300
GSIS-Salary Loan 200
Employees' Association 100
Total P 4,400

Due to GSIS 20201020 P 3,500

Due to Pag-IBIG 20201030 500
Due to PhilHealth 20201040 300
Other Payables 29999990 100
Cash-Modified
Disbursement System
(MDS), Regular 10104040 P 4,400
To recognize remittance of salary deductions based on individual checks
issued to Government Service Insurance System (GSIS), Philippine Health
Insurance Corporation (PHIC), Home Development Mutual Fund (HDMF) and
Employees’ Association

73
 Sec. 14. Disbursements by Cash. Cash disbursements constitute payments out of cash
advances granted to the regular and special disbursing officers for personal services, petty
expenses and MOOE for field operating requirements. All cash payments shall be covered by
duly approved DVs/payrolls/petty cash vouchers (PCVs). The cash advances may be granted to
the cashiers/disbursing officers/officials and employees to cover the following: salaries and
wages, travels, special time-bound undertakings and petty operating expenses. The granting and
liquidation of cash advances shall be governed by the following existing COA rules and
regulations and other pertinent issuances:

a. No cash advance shall be given unless for a legally authorized specific purpose;

b. A cash advance shall be reported on and liquidated as soon as the purpose for which
it was given has been served;

c. No additional cash advance shall be allowed to any official or employee unless the
previous cash advance given to him/her is first settled/liquidated or a proper
accounting thereof is made;

d. Except for cash advance for official travel, no officer or employee shall be granted
cash advance unless he/she is properly bonded in accordance with existing laws or
regulations. The amount of cash advance which may be granted shall not exceed the
maximum cash accountability covered by his/her bond;

e. Only permanently appointed officials shall be designated as disbursing officers;

f. Only duly appointed or designated disbursing officer may perform disbursing

functions. Officers and employees who are given cash advances for official travel
need not be designated as Disbursing Officers;

g. Transfer of cash advance from one accountable officer to another shall not be
allowed; and

h. The cash advance shall be used solely for specific legal purpose for which it was
granted. Under no circumstance shall it be used for encashment of checks or for
liquidation of a previous cash advance.

The specific rules and regulations on the granting, utilization and liquidation of cash
advances are provided for under COA Circular No. 97-002 dated February 10, 1997, as amended
by COA Circular No. 2006-005 dated July 13, 2006.

Sec. 15. Cash Advance for Payroll. Advances for Payroll shall be granted to Regular
Disbursing Officers for payment of salaries, wages, honoraria, allowances and other personnel
benefits of officials and employees. The Advances for Payroll shall not be used for encashment
of checks or for liquidation of previous or other types of cash advances. It shall be equal to the
net amount of the processed payroll corresponding to the pay period. Liquidation of the advances
shall be made within five (5) days after the end of the pay period. Any unclaimed
salaries/allowances shall be refunded and issued official receipt to close the account.

Sec. 16. Documentary Requirements. The documentary requirements for Payroll

Fund for salaries, wages, allowances, honoraria and other similar expenses are provided under
COA Circular No. 2012-001 dated June 14, 2012, amended by COA Circular No. 2013-001 dated
January 10, 2013.

74
 Sec. 17. Accounting Books, Records, Forms and Reports to be Prepared and
Maintained. The Disbursing Officer shall maintain the Cash Disbursements Record (CDRec)
(Appendix 40) to monitor the cash advances/payroll, current operating expenses, and special
purpose/time-bound undertakings and prepare the Report of Cash Disbursements (RCDisb)
(Appendix 41) to report its utilization. Payments shall be based on duly approved Payroll and
shall be posted by the Designated Staff to the IP. The JEV shall be prepared based on the RD and
shall be recorded in the CDJ.

Sec. 18. Procedures for Disbursements out of Advances for Payroll

Area of Seq.
Activity
Responsibility No.
Granting of Advances for Payroll through ADA
Cash/Treasury Unit
Disbursing 1 Receives the validated List of Due and Demandable
Officer/ Accounts Payable-Advice to Debit Account (LDDAP-
Cashier ADA) (Appendix 42) from the authorized Accountable
Officer. Records in the CDRec the date, reference, name
of payee, particulars and the amount of ADA in the ‘Cash
Advance Received’ column.

Disbursing 2 Withdraws the amount of cash advance from the GSB and
Officer/ keeps cash in a safety vault.
Cashier

Note 1 – Agencies are enjoined to institute adequate

internal control to safeguard government funds
against possible losses/misappropriations.

Utilization of Advances for Payroll

3 Pays officials and employees/other payees.

Note 2 – Employees/Payees shall sign on the ‘Signature of

Recipient’ column of the Payroll to acknowledge
receipt of payment.

Note 3 – If there are unclaimed salaries, the Disbursing

Officer should refund the same within the time
prescribed by law/regulations. OR representing
the refund shall be issued by the
Cashier/Designated Collecting Officer.

4 Records the refund for unclaimed salary in the ‘Cash

Advance Received/(Refunded)’ column of the CDRec in
parenthesis.

Liquidation of Advances for Payroll

5 Based on the paid payroll and SDs, prepares RCDisb in
three copies. Signs the “Certification” portion of the
RCDisb and submits to the Accounting Division/Unit.

Note 4 – The RCDisb shall serve as the liquidation report

of the Payroll Fund granted to the Disbursing
Officer.

75
 Area of Seq.
Activity
Responsibility No.

Note 5 - The RCDisb shall be distributed as follows:

Original – COA Auditor, through the

Accounting Division/Unit
together with the paid Payrolls
and SDs for JEV preparation
Copy 2 – Accounting Division/Unit
Copy 3 – Disbursing Officer’s file

Recording of Liquidation
Accounting
Division/Unit
Releasing/ 6 Records the receipt of the RCDisb in the logbook,
Receiving indicates “Received” and signs on all copies, forwards the
Clerk RCDisb to the Designated Staff for JEV preparation, and
returns Copy 2 to the Cash/Treasury Unit.

Designated 7 Verifies completeness of data in the RCDisb as against the

Staff SDs received. Prepares JEV and signs in the “Prepared
by” portion.

Head of the 8 Reviews correctness of the journal entries and signs on

Accounting “Certified Correct by” portion of the JEV.
Division/Unit/
Authorized
Signatory

Designated Staff 9 Records the JEV in the CDJ.

Note 6 – For the succeeding activities, refer to Chapter on

Financial Reporting for the preparation and
submission of Trial Balances, Financial
Statements and Other Reports.

10 Records in the individual IP of officials and employees the

date of payment based on paid payroll. Reconciles and
adjusts, if necessary, the amount of payment posted in the
IP after the processing of claim with the actual amount
paid based on paid payroll. Posts any refund of cash
advances made by the Disbursing Officer for unclaimed
salaries, wages, allowances, etc. based on the RCDisb.

76
 Sec. 19. Illustrative Accounting Entries for Granting and Liquidation of Advances
for Payroll and the Set-up of Salary Deductions and Due to Officers and Employees

Account Title Account Code Debit Credit

1. Set-up of Due to Officers and Employees and Salary Deductions
Assumptions:
Salaries and Wages P35,000
PERA 15,000
Total 50,000
Less: Salary Deductions
Withholding Tax 5,000
Life and Retirement
Premiums 3,000
Pag-IBIG premiums 500
PhilHealth premiums 600
GSIS Salary loan 200
Employees' Association 100 9,400
Net Amount P 40,600

Salaries and Wages-Regular 50101010 P 35,000

PERA 50102010 15,000
Due to BIR 20201010 P 5,000
Due to GSIS 20201020 3,200
01 Life and Retirement
Premiums 3,000
02 Salary Loan 200

Due to Pag-IBIG 20201030 500

Due to PhilHealth 20201040 600
Other Payables 29999990 100
Due to Officers and
Employees 20101020 40,600
To recognize payable to Officers and employees and to set up salary
deductions

2. Granting of Advances for Payroll

Advances for Payroll 19901020 P 40,600
Cash-Modified
Disbursement System
(MDS), Regular 10104040 P 40,600
To record grant of advances to cover payment of salaries and wages of
employees

3. Liquidation of Payroll Fund

Due to Officers and 20101020 P 40,600
Employees
Advances for Payroll 19901020 P 40,600
To recognize liquidation of Advances for Payroll based on the RCDisb and
SDs

Sec. 20. Cash Advances for Operating Expenses of Government Units without
Complete Set of Books of Accounts. Field/Extension/Satellite Offices are some of the
government units under the central/regional/district offices without complete set of books of
accounts. Those offices may be granted cash advances covering two months requirements for

77
MOOE/authorized expenses to finance their operations. The cash advance shall be granted to the
duly designated or appointed Disbursing Officers.

Sec. 21. Documentary Requirements. The documentary requirements for the granting
and liquidation of Cash Advances for Operating Expenses of Government Units without
Complete Set of Books of Accounts are provided under COA Circular No. 2012-001 dated June
14, 2012, amended by COA Circular No. 2013-001 dated January 10, 2013.

Sec. 22. Accounting Books, Records, Forms and Reports to be Prepared and
Maintained. A Cash Disbursements Register (CDReg) (Appendix 43) shall be maintained to
record, monitor and report transactions involving the grant, utilization and liquidation of the cash
advance. The Disbursing Officer shall submit within five days after month-end the certified
copies of the CDReg with supporting paid DVs and other documents to the accounting units of
their respective Central/Regional/Division Offices and Operating Units for JEV preparation or
whenever a request for replenishment is made. The JEV shall be recorded in the books of
accounts.
Sec. 23. Procedures for Disbursements of Cash Advance for Operating Expenses of
Government Units without Complete Set of Books of Accounts

Area of Seq.
Activity
Responsibility No.
Granting of Cash Advance for Operating Expenses of
Field/Extension/Satellite Offices/Operating Units
Cash/Treasury Unit
Disbursing 1 Receives the approved check from the Cashier of the
Officer/Cashier Central/Regional/Division Office or Operating Unit.
Accomplishes the CDReg (Appendix 43) in accordance
with the instructions at the back of the form.

Disbursing 2 Encashes check in GSB and keeps cash in a safety

Officer/Cashier vault.

Note 1 – Agencies are enjoined to institute adequate

internal control to safeguard government
funds against possible losses/
misappropriations.

Utilization of Cash Advances for Operating Expenses

3 Pays the MOOE/authorized expenses requirements of

the field/extension/ satellite offices/operating units
based on duly approved DVs with the required SDs.

Note 2 – Refer to the instructions at the back of DV

(Appendix 32) on how to prepare the DV and
Seq. No. 1-16, Sec. 12 of this Chapter for the
procedures in processing and approval of
DV.

4 Records in the CDReg the date, reference, name of

payee, particulars and the amount disbursed under the
‘Payments’ column. Enters the nature of payments
made under the appropriate columns under the
‘Breakdown of Payments’.

78
 Area of Seq.
Activity
Responsibility No.

Note 3 – The total of the ‘Advances for Operating

Expenses-Payments’ column must always
be equal to the sum of the totals of the
‘Breakdown of Payments’ columns.

5 Indicates the running balance of the cash advance in

the ‘Balance’ column after posting each transaction.

Liquidation of Cash Advances for Operating

Expenses
Disbursing 6 Submits to the Accounting Division/Unit of
Officer/Cashier Central/Regional/Division Office or Operating Unit
concerned a certified photocopy of the CDReg with
complete SDs every time the cash advance is
liquidated.

Note 4 – Refer to Seq. No. 5-10, Section 18 of this

Chapter for the procedures in recording the
liquidation of cash advance. Instead of paid
payroll, paid DVs shall be used as basis of
liquidation. Instead of officials and
employees, use creditors/payee in
maintaining the IP.

Sec. 24. Illustrative Accounting Entries to be recorded in the Central/

Regional/Division Office or OU Books for Advances for MOOE/Authorized Expenses
Granted to Government Units without Complete Set of Books of Account

Account Title Account Code Debit Credit

Central/Regional/Division Office or OU Books

Assumptions:

Estimated Expenses for 2 months requirements:

Office Supplies Expenses P 10,000

Traveling Expenses 15,000
Water Expenses 8,000
Telephone Expenses 5,000
Electricity Expenses 12,000
Total P 50,000

Advances for Operating Expenses 19901010 P50,000

Cash-Modified Disbursement 10104040 P50,000
System (MDS), Regular
To recognize granting of cash advance to field units without books of accounts

Office Supplies Expenses 50203010 P 10,000

Traveling Expenses-Local 50201010 15,000

79
 Account Title Account Code Debit Credit
Water Expenses 50204010 8,000
Electricity Expenses 50204020 5,000
Telephone Expenses 50205020 12,000
Advances for Operating
Expenses 19901010 P 50,000
To recognize liquidation of cash advance upon receipt of the certified copies
of CDReg with paid DVs and other supporting documents from field/extension/satellite
offices/operating units

Sec. 25. Cash Advances for Travel. Section 2 of Executive Order (EO) No. 248 dated
May 29, 1995, as amended by EO No. 248A and EO No. 298 dated August 14, 1995 and March
23, 2004, respectively, provide that travels shall cover only those that are urgent and extremely
necessary, will involve the minimum expenditure and are beneficial to the agency concerned
and/or the country.

a. No government fund shall be utilized to defray foreign travel expenses of any

government official or employee, except in the case of training, seminar or
conference abroad when the officials or other personnel of the foreign mission
cannot effectively represent the country therein, and travels necessitated by
international commitments; provided that no official or employee, including
uniformed personnel of the Department of the Interior and Local Government
(DILG) and Department of National Defense (DND) will be sent to foreign training,
conferences or attend international commitments when they are due to retire within
one year after the said foreign travel [Section 16(c) of Fiscal Year (FY) 2012 GAA
or pertinent provisions of the GAA for the Year]. Under Memorandum Circular No.
52 dated October 2, 2003 of the Office of the President, the grant of clothing
allowance in all categories of trips is suspended indefinitely.

b. Officials and employees authorized to travel shall be granted cash advance to cover
traveling expenses. The amount to be granted shall be accounted as “Advances to
Officers and Employees”. No additional cash advance shall be granted to any
official or employee unless the previous cash advance given to him/her for travel is
first liquidated and accounted for in the books. For local travel, liquidation shall be
done within a period of 30 days upon return to the personnel’s workstation. On the
other hand, cash advance for foreign travel shall be liquidated within 60 days upon
return to the Philippines. The Liquidation Report (LR) (Appendix 44) shall be
prepared by the officers/employees concerned and submitted to the Accounting
Division/Unit with appropriate SDs as basis for JEV preparation. The excess cash
advance shall be refunded and an OR shall be issued to acknowledge receipt thereof.
In case the amount of cash advance is less than the travel expenses incurred, the LR
shall be submitted to liquidate the cash advance previously granted and a DV shall
be prepared to claim reimbursement of the deficiency in amount.

Sec. 26. Documentary Requirements. The documentary requirements for cash

advance for travel as provided under 1.1.4 of COA Circular No. 2012-001 dated June 14, 2012,
amended by COA Circular No. 2013-001 dated January 10, 2013, are as follows:

a. Granting of Cash Advance

1. Local Travel

i. Office Order/Travel Order approved in accordance with Section 3 of EO No.

298;

80
 ii. Duly approved Itinerary of Travel (IoT) (Appendix 45) and
iii. Certification from the accountant that the previous cash advance has been
liquidated and accounted for in the books.

2. Foreign Travel

i. Office Order/Travel Order approved in accordance with the provisions of

Sections 1 and 2 of EO 459 dated September 1, 2005;

o As approved by the Office of the President in the case of the following

officials:

 Members of the cabinet and officials of equivalent rank

 Heads of agencies under or attached to the Office of the President

The Chief Justice and Associate Justices of the Supreme Court were
exempted under Memorandum Order No. 26 dated July 31, 1986. Under E.O.
No. 477 dated August 21, 1991, the Chairmen and Commissioners of the
Constitutional Commissions, Chairman and Members of the Commission on
Human Rights, Ombudsman and Deputy Ombudsmen were also exempted
from securing prior approval from the OP in connection with travels abroad.

o As approved by the respective heads of agencies in the case of other

government officials and employees regardless of the length of travel:

 NGAs – Department Secretaries or their equivalent

 State Universities and Colleges (SUCs) – Chairman of Commission
on Higher Education (CHED) in the case of heads of the SUCs and
respective heads in the case of all other officials and employees
 Technical and Vocational Schools – Chairman of Technical
Education and Skills Development Authority (TESDA) in the case of
technical and vocational schools and respective heads in the case of
all other officials and employees

ii.Duly approved IT;

iii.Letter of invitation of host/sponsoring country/agency/organization;
iv. For plane fare, quotations of three travel agencies or its equivalent;
v. Flight itinerary issued by the airline/ticketing office/travel agency;
vi. Copy of the United Nations Development Programme (UNDP) rate for the
daily subsistence allowance (DSA) for the country of destination for the
computation of DSA to be claimed;
vii. Document to show the dollar to peso exchange rate at the date of grant of
cash advance;
viii. Where applicable, authority from the OP to claim representation expenses;
and
ix. In case of seminars/trainings:

o Invitation addressed to the agency inviting participants (issued by the

foreign country)
o Acceptance of the nominee as participants (issued by the foreign country)
o Programme Agenda and Logistics Information

x. Certification from the accountant that the previous cash advance has been
liquidated and accounted for in the books.

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 b. Liquidation of Cash Advance

1. For Local Travel

i. Paper/Electronic plane, boat or bus tickets, boarding pass, terminal fee;

ii. Certificate of Appearance/Attendance;
iii. Copy of previously approved IT;
iv. Revised or supplemental Office Order or any proof supporting the change of
schedule;
v. Revised IT, if the previous approved itinerary was not followed;
vi. Certification by the Head of Agency as to the absolute necessity of the
expenses together with the corresponding bills or receipts, if the expenses
incurred for official travel exceeded the prescribed rate per day (certification
or affidavit of loss shall not be considered as an appropriate replacement for
the required hotel/lodging bills and receipts);
vii. LR (Appendix 44);
viii. Reimbursement Expense Receipt (RER) (Appendix 46);
ix. OR in case of refund of excess cash advance;
x. Certificate of Travel Completed (CTC) (Appendix 47); and
xi. Hotel room/lodging bills with official receipts in the case of official travel to
places within 50-kilometer radius from the last city or municipality covered
by the Metro Manila Area, or the city or municipality where their permanent
official station is located in the case of those outside the Metro Manila Area,
if the travel allowances being claimed include the hotel room/lodging rate.

2. For Foreign Travel

i. Paper/Electronic plane, boarding pass, boat or bus ticket, terminal fee;

ii. Certificate of Appearance/Attendance for training/seminar participation;
iii. Bill/Receipts for non-commutable representation expenses approved by the
President under Section 13 of EO No. 248;

iv. For reimbursement of actual travel expenses in excess of the prescribed rate
(EO No. 298):

o Approval of the President

o Certification from the Head of Agency that it is absolutely necessary
o Hotel room bills with official receipts (certification or affidavit of loss
shall not be considered as an appropriate replacement for the required
hotel/lodging bills and receipts)

v. Revised IT, if applicable;

vi. Narrative report on trip undertaken/Report on Participation;
vii. OR in case of refund of excess cash advance;
viii. CTC; and
ix. LR.

Sec. 27. Accounting Books, Records, Forms and Reports to be Prepared and
Maintained. The officers/employees who made the travel shall prepare the LR which shall be the
basis for the preparation of the JEV. The Accounting Division/Unit shall record the JEV in the GJ
and maintain SL/IP for officers and employees where the granting and liquidation of travel
allowances shall be posted for monitoring purposes.

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Sec. 28. Procedures for Disbursements of Advances to Officers and Employees

Area of Seq.
Activity
Responsibility No.
Receipt and Liquidation of Cash Advance for
Travel
Various Units
Officers/Employees 1 Receives the approved check and Copy 4 of DV
Concerned from Cash/Treasury Unit.

Note 1 – Officers/Employees shall sign on the

received portion of the original copy of
the DV to acknowledge receipt of
traveling allowance.

2 Upon return to the official station, prepares the LR

in two copies and signs in Box A or “Certification”
portion. Attaches appropriate SDs such as IT,
CTC, Certificate of Appearance, Travel Report,
Plane/Boat Ticket, and RER.

Note 2 – The LR together with the

appropriate SDs shall be submitted
to the Accounting Division/Unit
upon return to the official station as
follows:
 Local travel – within 30 days
 Foreign travel – within 60 days

Note 3 – If there is unused/excess traveling

allowance, the amount shall be
refunded to the Cashier/ Collecting
Officer who shall in turn issue the
OR to acknowledge receipt of
amount refunded.

Note 4 – The DV and ORS shall be prepared

by the official/ employee concerned
for the reimbursement of allowable
traveling expenses incurred in
excess of the cash advance.

Supervisor of 3 Signs in Box B “Certified: Purpose of travel/cash

Official/Employee advance duly accomplished” portion of the LR.
Concerned

Official/Employee 4 Submits Copies 1-2 of the LR, SDs to Accounting

Concerned Division/Unit for processing and certification of
Box C “Certified: SDs complete and proper” and
recording of the actual traveling expenses.

Accounting Division/Unit
Releasing/Receiving 5 Checks completeness of SDs. If complete,
Clerk acknowledges receipt of the LR, returns Copy 2 to
the claimant and records the same in the logbook.
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 Area of Seq.
Activity
Responsibility No.
Otherwise, returns the documents to the claimant
for appropriate action.

Chief 6 Verifies completeness and propriety of the SDs. If

Accountant/Head of complete and proper, signs in Box C, “Certified:
Accounting SDs complete and proper” portion of the LR.
Division/Unit Otherwise, prepares letter informing the claimant of
the deficiencies.

Note 5 – Upon compliance of the deficiencies, refer to

Sequence No. 4.

Recording of Liquidation of Advances to Officers

and Employees
Designated Staff 7 Prepares JEV based on the LR and SDs received.
Signs in the “Prepared by” portion of the JEV.

Chief 8 Reviews the JEV and signs in the “Certified

Accountant/Head of Correct” portion.
Accounting
Division/Unit

Designated Staff 9 Records the JEV in the GJ. Files the documents
temporarily.

10 Submits to the COA Auditor Copy 1 of JEVs, LRs

and SDs at the end of the month.

Note 6 – For the succeeding activities, refer to the

Chapter in Financial Reporting for the
preparation and submission of Trial
Balances, Financial Statements and Other
Reports.

Sec. 29. Illustrative Accounting Entries for the Granting and Liquidation of
Advances to Officers and Employees covering Official Travel

Account Title Account Code Debit Credit

Advances to Officers and Employees 19901040 P2,000
Cash-Modified Disbursement System
(MDS), Regular 10104040 P2,000
To recognize granting of cash advance for local travel to officers and employees
based on duly approved and paid DV, Authority to Travel and IT

Traveling Expenses-Local 50201010 P 2,000

Advances to Officers and Employees 19901040 P 2,000
To recognize liquidation of cash advance for local travel upon receipt of LR and
supporting documents

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 Account Title Account Code Debit Credit
Advances to Officers and Employees 19901040 P 200,000
Training Expenses 50202010 80,000
Cash-Modified Disbursement System
(MDS), Regular 10104040 P 280,000
To recognize granting of cash advance for training abroad

Traveling Expenses-Foreign 50201020 P 200,000

Advances to Officers and Employees 19901040 P 200,000
To recognize liquidation of cash advance for training abroad upon receipt of LR
and supporting documents.

Sec. 30. Cash Advance for Specific Purpose/Time-Bound Undertaking. Cash

advance for special purpose/time-bound undertaking shall be granted only to duly authorized
accountable officer/special disbursing officer. It shall be accounted for in the books of accounts
as “Advances to Special Disbursing Officer.” It shall be liquidated by the accountable officer
within a specified period. Any unutilized cash advance shall be refunded and an OR shall be
issued to acknowledge collection thereof.

Sec. 31. Documentary Requirements. The documentary requirements for cash

advance for specific purpose/time-bound undertaking are provided under COA Circular No. 2012-
001 dated June 14, 2012, amended by COA Circular No. 2013-001 dated January 10, 2013.

Sec. 32. Accounting Books, Records, Forms and Reports to be Prepared and
Maintained. The accountable officer/special disbursing officer shall prepare the RCDisb and
maintain the CDRec to monitor and control the granting and utilization of cash advance. The
RCDisb shall be the basis in the preparation of the JEV which shall be recorded by the designated
staff in the CDJ. The SL and IP shall also be maintained by the Accounting Division/Unit.

Sec. 33. Procedures for Disbursements of Advances to Special Disbursing Officers

Area of Seq.
Activity
Responsibility No.
Granting of Cash Advance for Specific Purpose/Time-Bound
Undertaking
Cash/Treasury Unit
Accountable 1 Receives the approved check and Copy 4 of DV from
Officer/Special Cash/Treasury Unit. Records in the CDRec the date, reference,
Disbursing Officer name of payee, particulars and the amount of check in the
‘Cash Advance Received’ column.

Designated 2 Encashes check in GSB and keeps cash in a safety vault.

Accountable
Officer/Special
Disbursing Officer

Note 1 – Agencies are enjoined to institute adequate internal

control to safeguard government funds against
possible losses/misappropriations.

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 Area of Seq.
Activity
Responsibility No.
Utilization of Cash Advance for Specific Purpose/Time-
Bound Undertaking
3 Pays the authorized expenses based on duly approved DV and
SDs.

4 Records payments made in the ‘Disbursements’ column of the

CDRec.

Liquidation of Cash Advance for Special Purpose/Time-

Bound Undertaking
5 Prepares RCDisb in three copies based on the CDRec. Signs
the “Certification” portion of the RCDisb. Forwards the
RCDisb and SDs to the Accounting Division/Unit.

Note 2 – The RCDisb shall be distributed as follows:

Original – COA Auditor, through the
Accounting Division/Unit
together with the paid
Payrolls and SDs for JEV
preparation
Copy 2 – Accounting Division/Unit
Copy 3 – Disbursing Officer’s file

Note 3 – If there are unused cash advances, refund the amount to

the Cashier who shall in turn issue the OR to
acknowledge receipt of the refund. The OR shall be
attached to the RCDisb.

Recording of Liquidation of Cash Advance for Special

Purpose/Time-Bound Undertaking
Accounting
Division/Unit
Receiving/ 6 Checks completeness of SDs. If complete, acknowledges
Releasing Clerk receipt of the RCDisb, returns Copy 2 to the Accountable/
Special Disbursing Officer and records the same in the
logbook. Otherwise, returns the documents to the
Accountable/Special Disbursing Officer for appropriate
action.

Designated Staff 7 Verifies completeness and propriety of the RCDisb and SDs.
If complete and proper, prepares JEV in two copies and signs
in the “Prepared by” portion. Otherwise, prepares letter
informing the Accountable/Special Disbursing Officer of the
deficiencies.

Chief 8 Reviews the JEV and signs in the “Certified Correct” portion.
Accountant/Head
of Accounting
Division/ Unit

Designated Staff 9 Records the JEV in the CDJ.

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 Area of Seq.
Activity
Responsibility No.
Note 4 – For the succeeding activities, refer to Chapter on
Financial Reporting for the preparation and
submission of Trial Balances, Financial Statements
and Other Reports.

Sec. 34. Illustrative Accounting Entries for Advances to Special Disbursing

Officers

Account Title Account Code Debit Credit

Assumptions:
Estimated Expenses for the celebration of agency
anniversary:
Office Supplies Expenses P 10,000
Traveling Expenses 15,000
Printing and Publication Expenses 5,000
Total P 30,000

Advances to Special Disbursing

Officer 19901030 P 30,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 30,000
To recognize the granting of cash advance for the anniversary celebration

Traveling Expenses-Local 50201010 P 15,000

Office Supplies Expenses 50203010 10,000
Printing and Publication Expenses 50299020 5,000
Advances to Special Disbursing
Officer 19901030 P 30,000
To recognize the liquidation of cash advance after the anniversary celebration based on
the RCDisb and supporting documents submitted by the Special Disbursing Officer

Sec. 35. Cash Advance for Petty Operating Expenses. The Petty Cash Fund (PCF) to
be set up shall be sufficient for the recurring petty operating expenses of the agency for one
month. It shall be maintained using the Imprest System. All replenishments shall be directly
charged to the expense account and at all times, the PCF shall be equal to the total cash on hand
and the unreplenished expenses. The PCF shall be replenished as soon as disbursements reach at
least 75% or as needed. The following are the accounting policies regarding cash advance for
PCF:

a. The fund shall be kept separately from the regular cash advances/collections and shall
not be used for payment of regular expenses such as rentals, subscriptions, light and
water bills, purchase of supplies and materials for stock purposes, and the like.
Payments out of PCF, which shall be made through a Petty Cash Voucher (PCV)
(Appendix 48), should be allowed only for amounts not exceeding P15,000 for each
transaction, except when a higher amount is allowed by law and/or specific authority
by the COA. Splitting of transactions to avoid exceeding the ceiling shall not be
allowed. All disbursements out of PCF shall be covered by duly accomplished and
approved PCV supported by cash invoices, ORs or other evidence of disbursements;

87
 b. The unused balance of the PCF shall not be closed/refunded at the end of the year.
The fund shall be closed only upon termination, separation, retirement or dismissal of
the Petty Cash Fund Custodian (PCFC), who in turn shall refund any balance to close
his/her cash accountability; and

c. At the end of the year, the PCFC shall submit to the Accounting Division/Unit all
unreplenished Petty Cash Vouchers (PCVs) for recording in the books of accounts.

Sec. 36. Documentary Requirements. The documentary requirements for PCF as

provided under COA Circular No. 2012-001 dated June 14, 2012, amended by COA Circular No.
2013-001 dated January 10, 2013, and under this Chapter, are as follows:

a. Granting of Petty Cash Advance

1. Authority of an accountable officer issued by the Head of the Agency or his/her

duly authorized representatives indicating the maximum accountability and
purpose of cash advance (for initial cash advance);

2. Certification from the Accountant that previous cash advances have been
liquidated and accounted for in the books; and

3. Approved application for bond and/or Fidelity Bond for the year for cash
accountability of P5,001 or more as provided under Treasury Circular No. 02-
2009 dated August 6, 2009.

b. Additional Documentary Requirements for initial cash advances

1. Approved estimates of petty expenses for one month; and

2. Copy of policy for maintaining PCF under the imprest system

c. Liquidation of PCF

1. Report on Paid Petty Cash Vouchers (RPPCV) (Appendix 49);

2. Approved purchase request with certificate of Emergency Purchase if necessary;

3. Bill, receipts, sales invoices

4. Inspection and Acceptance Report (IAR) (Appendix 62);

5. Waste Materials Report (WMR) (Appendix 65) in case of replacement/repair;

6. Approved Trip Ticket, for gasoline/fuel expenses;

7. Canvass from at least three suppliers for purchases involving P1,000 and above,
except for purchases made while on official travel;

8. Summary/Abstract of Canvass;

9. PCVs duly accomplished and signed;

10. OR in case of refund;

88
 11. For reimbursement of toll receipts; and

i. Toll Receipts
ii. Trip Tickets

12. Such other supporting document that may be required.

Sec. 37. Accounting Books, Records, Forms and Reports to be Prepared and
Maintained. The PCFC shall prepare the RPPCV and maintain the Petty Cash Fund Record
(PCFR) (Appendix 50) to monitor and control the granting and utilization of the fund.
The RPPCVs shall be the basis in the preparation of the DV to replenish the PCF. The Accounting
Division/Unit shall record the replenishment of PCF in the CkDJ through a JEV and shall
maintain SL to monitor and control accountability.

Sec. 38. Procedures for Disbursements through Petty Cash

Area of Seq.
Activity
Responsibility No.
Establishment of PCF
Various Units
Petty Cash Fund 1 Receives the approved check from the Cashier for the
Custodian establishment of PCF. Records in the PCFR the date, particulars,
reference and the amount of check in the ‘Cash Advance’
column.

2 Encashes check in GSB and keeps cash in a safety vault.

Note 1 – Agencies are enjoined to institute adequate internal

control to safeguard government funds against
possible losses/ misappropriations.

Utilization of Cash Advance from PCF

Requesting 3 Accomplishes Box I columns ‘Particulars’ and ‘Amount’ and Box
Personnel A “Requested by” portion of the PCV.

Immediate 4 Signs Box A “Approved by” portion of the PCV and returns to
Supervisor Requesting Personnel.

Requesting 5 Submits the required documents to the PCFC for the release of
Personnel fund.

Petty Cash 6 Receives from the Requesting Personnel the PCV duly approved
Custodian by the Immediate Supervisor of the Requestor.

7 Upon release of the petty cash, signs in Box B “Paid by” portion
of the PCV.

Requesting 8 Receives petty cash and signs in Box B “Cash Received by”
Personnel portion of the PCV.

Petty Cash 9 Issues Copy 2 of the PCV to the Requesting Personnel.

Custodian
10 Files the original of PCV awaiting liquidation.

89
 Area of Seq.
Activity
Responsibility No.
Liquidation of Cash Advance from PCF
11 Receives from Requesting Personnel Copy 2 of the PCV together
with SDs. Checks and reviews completeness of documents such
as the date, amount and nature of expenses paid as shown in the
SDs.

If incomplete, returns to Requesting Personnel for completion of

needed SDs.

12 If complete, retrieves the original of PCV from file and fills up

Box II “Total Amount Granted”, “Total Amount Paid per
OR/Invoice No.”, and “Amount Refunded/ Reimbursed” portion
of the original and Copy 2 of PCVs.

13 Checks the appropriate boxes for “Received Refund” or

“Reimbursement Paid” portion and signs Box C of the PCV.

Requesting 14 Checks and fills up the appropriate boxes for “Liquidation

Personnel Submitted by” and “Reimbursement Received by” upon
submission of necessary SDs and receipt or reimbursement of
cash, if any, and signs Box D of the PCV.

Petty Cash Fund 15 Returns Copy 2 of the PCV to the Requesting Personnel.
Custodian

16 Retrieves PCFR from file and records paid PCVs. Fills up the
following columns: date, PCV No., name of payee, nature of
payment and the amount in the ‘Disbursements’ and ‘Cash
Advance Balance’ columns.

17 Files the original PCV together with the SDs.

Replenishment of PCF
18 Retrieves from file the original of the PCV together with the SDs.
Checks the completeness of all PCVs for replenishment.

19 Based on the paid PCVs and SDs, prepares the RPPCVs in two
copies. Signs the “Certification” portion of the RPPCV.

Note 1 – The RPPCVs shall serve as the basis in the

preparation of the DV to replenish the PCF.
Note 2 – In case of retirement, separation, termination or
dismissal of the PCFC, any unused balance shall
be refunded to close the accountability. The
incoming Custodian shall be granted a new PCF.

21 Based on the RPPCVs, prepares DV in four copies and ORS in

three copies. Forwards Copies 1-4 of the DV, original of the
RPPCVs and PCV, and SDs to Authorized Official for review
and signature.

90
 Area of Seq.
Activity
Responsibility No.
Authorized 22 Signs in Box A portion of the ORS and DV.
Official

Petty Cash Fund 23 Forwards Copies 1-4 of the DV, Copies 1-3 of ORS, originals of
Custodian RPPCVs and PCVs and SDs to Budget Division for recording of
obligation.

Note 3 – For the processing of ORS and check, refer to Sec. 15 of

Chapter 3 and Sec. 12 of this Chapter, respectively.

Note 4 – For the recording of replenishment of PCF, refer to Seq.

32 to 37 of Sec. 12 of this Chapter.

Note 5 – The RPPCVs shall be distributed as follows:

Original – COA Auditor, through the Accounting

Division/Unit, together with the
original copies of the paid PCVs and SDs
Copy 2 – Treasury/Cash Unit

Sec. 39. Illustrative Accounting Entries for Disbursements Out of Petty Cash

Account Title Account Code Debit Credit

Assumptions:
Estimated Expenses:
Traveling Expenses P10,000
Office Supplies Expenses 8,000
Postage and Courier Expenses 5,000
Fuel, Oil and Lubricants Expenses 2,000
Other MOOE 5,000
Total P 30,000

Petty Cash 10101020 P 30,000

Cash-Modified Disbursement
System (MDS), Regular 10104040 P 30,000
To record the establishment of PCF

Traveling Expense-Local 50201010 P 10,000

Office Supplies Expenses 50203010 8,000
Fuel, Oil and Lubricants 50203090 2,000
Postage and Courier Expenses 50205010 5,000
Other Maintenance and Operating
Expenses 50299990 4,800
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 29,800
To record the replenishment of Petty Cash based on the DV, RPPCVs and SDs

Cash-Collecting Officer 10101010 P 200

Petty Cash 10101020 P 200
To record return of unused PCF upon retirement, resignation, separation and
termination of the Petty Cash Custodian based on the OR

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 Account Title Account Code Debit Credit
Assume the following are the unreplenished
PCVs as at December 31:
Office Supplies P 300
Traveling Expenses-Local 400
P 700

Traveling Expenses-Local 50201010 P 300

Office Supplies Expenses 50203010 400
Petty Cash 10101020 P 700
To record the unreplenished petty cash at the end of the year

Sec. 40. Cash Advances for Petty Cash Fund of Government Units without
Complete Set of Books of Accounts. Government Units without complete set of books of
accounts may be granted cash advance covering two months operating requirements for
authorized petty and other miscellaneous expenses to finance their operations. The cash advance
shall be granted to the duly designated or appointed Disbursing Officer.

Sec. 41. Accounting Records, Forms and Reports to be Prepared and Maintained.
The PCFC shall maintain the Petty Cash Fund Register (PCFReg) (Appendix 51) to
monitor/summarize the PCF established/replenished and the disbursements charged thereto. A
photocopy of this Register together with original PCV and its SDs shall be submitted to the
Accounting Division/Unit of the agency’s respective Central/Regional/Division Office to serve as
basis in the preparation of the DV to replenish the payments made or the JEV, at year-end, if no
replenishment is made.

Sec. 42. Accounting for Cash Shortage/Overage of Disbursing Officer. Cash

overage discovered by the Auditor that cannot be satisfactorily explained by the Disbursing
Officer shall be forfeited in favor of the government and an official receipt shall be issued by the
Collecting Officer/Cashier. The cash overage shall be taken up as Miscellaneous Income. Cash
shortage which is not restituted by the Disbursing Officer despite demand in writing by the
Auditor shall be taken up as receivable from the Disbursing Officer.

Sec. 43. Illustrative Accounting Entries for Cash Overage/Shortage of Disbursing

Officer

a. Cash Overage

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 xxx
Miscellaneous Income 40609990 xxx
To recognize forfeiture of cash overage of the Disbursing Officer

Cash-Treasury/Agency Deposit, Regular 10104010 xxx

Cash-Collecting Officer 10101010 xxx
To recognize the remittance of forfeited cash overage to the BTr

b. Cash Shortage

Account Title Account Code Debit Credit

Due from Officers and Employees 10305020 xxx
Advances for Operating Expenses/ 19901010/
Advances for Payroll/ 19901020/
Advances to Special Disbursing Officer 19901030 xxx
To recognize cash shortage of Disbursing Officer
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 Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 xxx

Due from Officers and Employees 10305020 xxx
To recognize restitution of cash shortage.

Cash-Treasury/Agency Deposit, Regular 10104010 xxx

Cash-Collecting Officer 10101010 xxx
To recognize the remittance of restituted cash shortage to the BTr

Sec. 44. Accounting for Cancelled Checks. Checks may be cancelled when they
become stale, voided or spoiled. The depository bank considers a check stale, if it has been
outstanding for over six months from date of issue or as prescribed.

A stale, voided or spoiled check shall be marked cancelled on its face and reported as
follows:

a. Voided, spoiled or unclaimed stale checks with the Cashier shall be reported as
cancelled in the List of Unreleased Checks that will be attached to the RCI.

b. New checks may be issued for the replacement of stale/spoiled checks in the hands of
the payees or holders in due course, upon submission of the stale/spoiled checks to
the Accounting Division/Unit. A certified copy of the previously paid DVs shall be
attached to the request for replacement. A JEV shall be prepared to take up the
cancellation. The replacement check shall be reported in the RCI.

Sec. 45. Illustrative Accounting Entries for Cancelled Checks

a. Cancellation and Replacement of Stale/Voided/Spoiled MDS check issued in the
current year
Account Title Account Code Debit Credit
Cash-Modified Disbursement System
(MDS), Regular 10104040 xxx
Accounts Payable 20101010 xxx
To recognize the cancellation of stale/voided/spoiled MDS checks

Accounts Payable 20101010 xxx

Cash-Modified Disbursement System
(MDS), Regular 10104040 xxx
To recognize the replacement of stale/voided/spoiled MDS checks.

Cash-Modified Disbursement System

(MDS), Regular 10104040 xxx
Appropriate Account xxxxxxxx xxx
To recognize the cancellation of stale/voided/spoiled MDS checks without
replacement

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 b. Cancellation and Replacement of Stale/Voided/Spoiled MDS check issued in the
prior year

Account Title Account Code Debit Credit

Accumulated Surplus/(Deficit) 30101010 xxx
Accounts Payable 20101010 xxx
To recognize the cancellation of stale/voided/spoiled MDS checks
Accounts Payable 20101010 xxx
Cash-Modified Disbursement System xxx
(MDS), Regular 10104040
To recognize the replacement of stale/voided/spoiled MDS checks
Accumulated Surplus/(Deficit) 30101010 xxx
Appropriate Account xxxxxxxx xxx
To recognize the cancellation of stale/voided/spoiled MDS checks without
replacement

c. Cancellation and Replacement of Stale/Voided/Spoiled commercial check issued in

the current and prior year

Account Title Account Code Debit Credit

Cash in Bank-Local Currency, Current xxx
Account 10102020
Accounts Payable 20101010 xxx
To recognize the cancellation of stale/voided/spoiled commercial checks
Accounts Payable 20101010 xxx
Cash in Bank-Local Currency, Current xxx
Account 10102020
To recognize the replacement of stale/voided/spoiled commercial checks
Accumulated Surplus/(Deficit) 30101010 xxx
Appropriate Account xxxxxxxx xxx
To recognize the cancellation of stale/voided/spoiled commercial checks
without replacement.

Sec. 46. Accounting for Disallowances. Disallowances shall be taken up in the books
of accounts only when they become final and executory. The Accountant shall prepare the JEV to
take up the Receivable-Disallowances/Charges and credit the appropriate account for the current
year or Accumulated Surplus/(Deficit) account if pertaining to expenses of previous years.

Cash settlement of disallowances shall be acknowledged through the issue of an official

receipt and reported by the Cashier in the RCD.

Sec. 47. Illustrative Accounting Entries for Disallowances

a. Recording of disallowances for current year’s transaction

Assume that the entity incurred overpayment of Office Supplies:

Amount paid P 100,000

Should be 90,000
Difference P 10,000

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 Account Title Account Code Debit Credit
Receivables-Disallowances/Charges 10305010 P10,000
Office Supplies Expense 50203010 P10,000
To recognize the overpayment of purchased office supplies directly issued to
end-user
Cash-Collecting Officers 10101010 P10,000
Receivables-Disallowances/Charges 10305010 P10,000
To recognize the settlement of disallowance
Cash-Treasury/Agency Deposit, Regular 10104010 P10,000
Cash-Collecting Officers 10101010 P10,000
To recognize the deposit of collection

b. Recording of disallowance for prior year’s transaction

Account Title Account Code Debit Credit

Receivables-Disallowances/Charges 10305010 P 10,000
Accumulated Surplus/(Deficit) 30101010 P 10,000
To recognize the overpayment of office supplies purchased during the prior year
Cash-Collecting Officers 10101010 P 10,000
Receivables-Disallowances/Charges 10305010 P 10,000
To recognize the settlement of disallowance

Cash-Treasury/Agency Deposit, Regular 10104010 P 10

Cash-Collecting Officers 10101010 P 10
To recognize the deposit of collection

Sec. 48. Accounting for Overpayments. Sometimes overpayments or even double

payment of expenditures do happen in agencies. These could be avoided with the institution of
proper controls but some could not be avoided because of built-in procedures. One example is the
payment of payrolls. Payrolls are prepared in advance and some agencies pay their employees
through the banking system. All these are done before reports of attendance are submitted,
making it impossible to know the exact amount to be paid in case there are absences without pay
during the pay periods. In case of overpayments, refunds shall be demanded of the employees
concerned.

Sec. 49. Illustrative Accounting Entries for Overpayments

a. Overpayment taken up as receivable

Account Title Account Code Debit Credit

Due from Officers and Employees 10305020 xxx
Salaries and Wages-Regular 50101010 xxx
To recognize overpayment of salaries and wages (When overpayment is
ascertained)

Cash-Collecting Officers 10101010 xxx

Due from Officers and Employees 10305020 xxx
To recognize receipt of refund
Cash-Treasury/Agency Deposit, Regular 10104010 xxx
Cash-Collecting Officers 10101010 xxx
To recognize the deposit of collection

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 b. Refund of overpayment not taken up as receivable
Account Title Account Code Debit Credit
Cash-Collecting Officers 10101010 xxx
Salaries and Wages-Regular 50101010 xxx
To recognize receipt of refund of Salaries and Wages-Regular during the
current year
Cash-Treasury/Agency Deposit, Regular 10104010 xxx
Cash-Collecting Officers 10101010 xxx
To recognize the deposit of collection

Cash-Collecting Officers 10101010 xxx

Accumulated Surplus/(Deficit) 30101010 xxx
To recognize receipt of refund of overpayment in the ensuing year

Cash-Treasury/Agency Deposit, Regular 10104010 xxx

Cash-Collecting Officer 10101010 xxx
To recognize the deposit of collection

Sec. 50. Disbursements through List of Due and Demandable Accounts Payable-
Advice to Debit Account. The use of LDDAP-ADA as a mode of settlement of accounts payable
due the creditors/payees of all NGAs and their OUs was prescribed under DBM Circular Letter
No. 2013-16 dated December 23, 2013 which implemented the ExMDPS, amended by DBM
Circular Letter Nos. 2013-16A and 2013-16B dated February 6, 2014 and February 25, 2014,
respectively. The following are excluded from the implementation of ExMDPS:

a. Payment of Terminal Leave and Retirement Gratuity (TL/RG) benefits which is

governed by Republic Act No. 10154 as implemented by CSC Resolution
No.1300237 and Budget Circular No. 2013-1;

b. Remittance of social insurance premium contributions to government corporations,

such as GSIS, PHILHEALTH, and HDMF;

c. Payment of Accounts Payable to utility companies, such as: supplier of petroleum, oil
and lubricants, water, illumination and power services, telephone, internet and other
communication services; and

d. Other payables which cannot be conveniently nor practicably paid using the ADA.

Sec. 51. Signatories in the List of Due and Demandable Accounts Payable-Advice
to Debit Account. The LDDAP (Box I) shall be certified correct by the Chief Accountant/Head
of Accounting Division/Unit and approved by the Head of Agency/Authorized Official. The
ADA (Box II) shall be signed by the Cash/Treasury Unit Authorized Signatory and countersigned
by the Head of Agency/Authorized Signatory. The signatories in Box II shall be bonded.

Sec. 52. Accounting Books, Records, Forms and Reports to be Prepared and
Maintained. All LDDAP-ADA prepared/issued during the day shall be recorded chronologically
in the CkADADRec (Appendix 34) maintained by the Cash/Treasury Unit. The dates the
LDDAP-ADAs were actually delivered to the MDS-GSB shall be indicated in the appropriate
column provided for in the CkADADRec. The RADAI shall be prepared by the Cash/Treasury
Unit daily. All approved LDDAP-ADA including those not yet delivered to the MDS-GSB shall
be included in the RADAI. The RADAI together with the original copies of the DVs and other
SDs shall be submitted to the Accounting Division/Unit for the preparation of JEV.

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 Sec. 53. Monitoring of Receipt of Validated LDDAP-ADA and Official Receipt or
other Acceptable Evidence of Receipt of Payment. The Cash/Treasury Unit shall monitor the
receipt of the validated LDDAP-ADA from the MDS-GSB and the issue of Official Receipt (OR)
or other acceptable evidence of receipt of payments by the creditors/payees.

Sec. 54. Recording of LDDAP-ADA Issued/Invalidated. The Head of the Accounting

Division/Unit shall prepare a JEV and credit the “Cash-Modified Disbursement System (MDS),
Regular” account upon receipt from the Cash/Treasury Unit of the RADAI supported with DV
and SDs. The JEV shall be recorded in the ADA Disbursements Journal (ADADJ)
(Appendix 52).

LLDAP-ADA may be invalidated due to any inconsistency of information (i.e., bank

branch, account name/number) between the bank records and LDDAP-ADA or errors stated in
item 8.0 of DBM Circular Letter 2013-16 dated December 23, 2014. An invalidated ADA shall be
reported as follows:

a. New LDDAP-ADA may be issued for the replacement of invalidated LDDAP-ADA,

upon submission of the validated LDDAP-ADA indicating non-payment to
creditors/payees due to any inconsistency of information (i.e., bank branch, account
name/number) to the Accounting Division/Unit by the Cash/Treasury Unit. A
certified copy of the previously paid DVs shall be attached to the request for
replacement.

b. A JEV shall be prepared to take up the cancellation of the invalidated LDDAP-ADA.

The replacement LDDAP-ADA shall be reported in the RADAI.

Sec. 55. Documentary Requirements. The documentary requirements for common

government transactions depending on the nature of expenses shall be complied with as
prescribed under COA Circular No. 2012-001 dated June 14, 2012, amended by COA Circular
No. 2013-001 dated January 10, 2013.

Sec. 56. Procedures for Disbursements through LDDAP-ADA

Area of Seq.
Activity
Responsibility No.
Preparation of LDDAP-ADA
Accounting
Division/Unit
Bookkeeper 1 Prepares in 5 copies the LDDAP-ADA for approved DVs
pertaining to the current and prior years’ accounts payable.

Note 1 – Prepare separate LDDAP-ADA for creditors/ payees

with Current/Savings/ATM Account maintained with
other banks outside the MDS-GSB of the NGAs and
OUs (receiving NCAs directly from DBM).

Example: The MDS-GSB of the NGAs and OUs

(receiving NCAs directly from DBM) is LBP, but some
of the creditors are maintaining accounts with DBP,
PVB and private banks. One LDDAP-ADA shall be
prepared for creditors with LBP accounts, while
separate LDDAP-ADA shall be prepared for those with
accounts outside LBP.

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 Area of Seq.
Activity
Responsibility No.
Note 2 – The numbering structure for LDDAP-ADA shall be as
follows:

01101101 - 10 - 001 - 2014

Year

Serial Number
(One Series per year)

Month
Funding Source Code

Chief 2 Reviews and signs in Box I “Certified Correct” portion of

Accountant/ LDDAP-ADA and forwards the documents to the
Head of Receiving/Releasing Staff.
Accounting
Division/Unit

Receiving/ 3 Records in the logbook the release of Copies 1-5 of LDDAP-

Releasing Staff ADA, Copies 1-4 of DVs and SDs to the Head of Agency or
Authorized Representative for approval of the LDDAP-ADA.

Approval of the “LDDAP” Portion

Office of the
Agency Head/
Authorized
Representative
Receiving/ 4 Receives Copies 1-5 of LDDAP-ADA, Copies 1-4 of DVs and
Releasing Staff SDs and records in the logbook the date of receipt thereof.

Head of the 5 Reviews LDDAP-ADA and signs in Box I “Approved” portion of

Agency/ the LLDAP. Forwards Copies 1-5 of LDDAP-ADA, Copies 1-4
Authorized of DVs, and SDs.
Representative/
Approving
Officer

Receiving/ 6 Records in logbook the release of Copies 1-5 of LDDAP-ADA,

Releasing Staff Copies 1-4 of DVs and all SDs and forwards the documents to the
Cash/Treasury Unit.

Approval of “ADA” Portion

Cash/Treasury Unit
Receiving/ 7 Receives Copies 1-5 of approved LDDAP-ADA, Copies 1-4 of
Releasing Staff DVs, and SDs. Records in the logbook the date of receipt of
LDDAP-ADA, covering DV numbers, payees, particulars and
amounts.

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 Area of Seq.
Activity
Responsibility No.

Designated Staff 8 Checks completeness of signatories on the LDDAP-ADA and in

the DVs and amount.

9 Retrieves from file the CkADADRec maintained per bank account

and records the date and number, name of payee, nature of
payment and amount of the covering DVs, date and number of
LDDAP-ADA, and indicates the new balance of the NCA/bank
account. Forwards Copies 1-5 of LDDAP-ADA, Copies 1-4 of
DVs and SDs to Cashier for review and signature.

Cashier 10 Verifies completeness of signature on the LDDAP-ADA and

DVs. Reviews the amount of the LDDAP-ADA against the total
amount of the DVs and SDs. Signs the “ADA” portion.

Receiving/ 11 Records in the logbook the release of Copies 1-5 of LDDAP-

Releasing Staff ADA, Copies 1-4 of DVs and SDs.

Office of the Agency

Head/Authorized
Representative
Receiving/ 12 Records in the logbook the receipt of Copies 1-5 of LDDAP-
Releasing Staff ADA, Copies 1-4 of DV and SDs.

Head of Agency/ 13 Countersigns the “ADA” portion. Forwards Copies 1-5 of

Authorized LDDAP-ADA, Copies 1-4 of DVs, and SDs to the
Representative/ Receiving/Releasing Staff for return to the Cashier.
Approving
Officer

Receiving/ 14 Records in the logbook the release of Copies 1-5 of approved

Releasing Staff LDDAP-ADA, Copies 1-4 of DVs and SDs.

Cash/Treasury Unit
Designated Staff 15 Receives Copies 1-5 of LDDAP-ADA, Copies 1-4 of DV, and
SDs. Retrieves the CkADADRec and checks completeness of
documents. Files documents temporarily for the preparation of the
Summary of LDDAP-ADAs Issued and Invalidated ADA Entries
(SLIIAE) (Appendix 53).

16 Stamps “PAID” on all LDDAP-ADA, DVs, and SDs.

Preparation of Summary of LDDAP-ADAs Issued and

Invalidated ADA Entries
Cash/Treasury Unit
Designated Staff 17 Retrieves Copies 1-5 of all LDDAP-ADA for delivery to the
MDS-GSB together with Copies 1-4 of DV and SDs and prepares
the SLIIAE in four copies. Assigns control number in the
SLIIAE. Records in the logbook the SLIIAE number and date,
covering LDDAP-ADA number, date and amount and total
amount of the SLIIAE and forwards the document to the
Cashier/Head of Cash/ Treasury Unit.
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 Area of Seq.
Activity
Responsibility No.

Cahier/Head of 18 Verifies completeness of signature on the LDDAP-ADA. Checks

Cash Treasury the correctness of the amounts. Signs the “Certified Correct by”
Unit portion of the SLIIAE and endorses to the Head of
Agency/Authorized Official. Files temporarily the covering DVs
and SDs.

Receiving/ 19 Records in the logbook the release of Copies 1-4 of SLIIAE and
Releasing Staff copies of the LDDAP-ADA issued to the Head of Agency/
Authorized Official.

Receiving/ 20 Receives Copies 1-4 of SLIIAE and copies of LDDAP-ADA

Releasing Staff issued and records in the logbook the date of receipt.

Head of Agency/ 21 Signs the “Approved by” portion of the SLIIAE. Forwards Copies
Authorized 1-4 of SLIIAE and copies of LDDAP-ADA issued to the
Official Receiving/ Releasing Staff for return to the Cashier/Head of
Cash/Treasury Unit.

Cash/Treasury Unit
Receiving/ 22 Receives Copies 1-4 of SLIIAE and copies of LDDAP-ADA
Releasing Clerk issued. Records in the logbook the date of receipt and forwards to
the Cashier/Head of Cash/Treasury Unit.

Cashier/Head of 23 Checks completeness of the SLIIAE and LDDAP-ADA and SDs.

Cash/ Treasury Forwards Copies 1-3 of the SLIIAE and Copies 1-4 of the
Unit LDDAP-ADA to the Designated Staff. Files Copy 4 of SLIIAE
and Copy 5 of LDDAP-ADA temporarily.

Note 3 – The MDS-GSB shall retain the original SLIIAE together

with the Copy 1 of LDDAP-ADA issued as well as the
Copy 2 of the SLIIAE and LDDAP-ADA for
submission to the BTr on the same day of receipt of
said document from the agency. This will serve as the
advisory to the BTr on the magnitude of expected
disbursements through LDDAP-ADA and
replenishment of the MDS Seed Fund. The remaining
copies of the SLIIAE and LDDAP-ADA shall be
distributed as follows:

Copy 3 of SLIIAE – Receiving Copy

and Copy 4 of
LDDAP-ADA
Copy 4 of SLIIAE – COA (attached to the
RADAI)
Copy 5 of – To the designated staff of
LDDAP-ADA Cash/Treasury Unit for the
preparation of RADAI.

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 Area of Seq.
Activity
Responsibility No.
Designated Staff 24 Releases Copies 1-2 of SLIIAE and Copies 1-3 of LDDAP-ADA
immediately to MDS-GSB which shall pay the creditors/payees
listed in the LDDAP-ADA not later than 48 hours but not earlier
than 24 hours upon receipt of the said document from the NGA
and OUs (receiving NCAs directly from DBM).

Note 4 – Copy 3 of SLIIAE and Copy 4 of LDDAP-ADA which

shall be the copy of the Cash/Treasury Unit shall be
stamped “Received” by the MDS-GSB upon receipt of
Copies 1-2 of SLIIAE and Copies 1-3 of the LDDAP-
ADA. Copy 5 of LDDAP-ADA shall be given to the
Designated Staff of the Cash/Treasury Unit for the
preparation of the RADAI.

Designated Staff 25 Furnishes creditors/payees with copy of the LDDAP-ADA or

informs them of the LDDAP-ADA number for the purpose of
updating them on the status of their claims and for the issue of
provisional receipt once they are included in the LDDAP-ADA,
subject to replacement of provisional receipt with an OR other
acceptable evidence of receipt of payment of disbursements
consistent with COA Circular No. 2004-006 dated September 9,
2004, immediately after actual receipt of payment.

Note 5 – Copy 4 of the DV shall be given to the payee upon issue

of OR.

Daily
Designated Staff 26 Obtains validated Copy 3 of the LDDAP-ADA and submits to the
Cashier.

Cashier/ 27 Receives the validated Copy 3 of LDDAP-ADA and reproduces

Designated Staff three copies thereof to be attached to Copies 2-4 of the DVs.
Retrieves Copies 1-4 of DVs and SDs and attaches the validated
Copy 3 of the LDDAP-ADA to the original DV and SDs and the
photocopies of the validated Copy 3 of LDDAP-ADA to Copies
2-4 of the DVs. Files the documents temporarily.

28 Monitors return and completeness of submission of the duly

validated LDDAP-ADA from the MDS-GSB and receipt of OR
other acceptable evidence of receipt of payment.

Preparation of Report of Advice to Debit Account Issued

Daily
Cash/Treasury Unit
Designated Staff 29 Retrieves Copies 3-4 of SLIIAE, copies of LDDAP-ADA and
Copies 1-4 of DVs and SDs and prepares the RADAI in four
copies.

30 Initials in “Certification” portion of the RADAI.

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 Area of Seq.
Activity
Responsibility No.
Disbursing 31 Reviews RADAI and signs in “Certification” portion.
Officer/Cashier/
Head of
Cash/Treasury
Unit

Designated Staff 32 Distributes the RADAI as follows:

Copies 1-3 – Accounting Division/Unit for submission to
the following:

Copy 1 – COA Auditor (with Copy 3 of

LDDAP-ADA, originals of DVs
and SDs and Copy 4 of SLIIAE)
Copy 2 – Accounting Division/Unit file
Copy 3 – Budget Division/Unit
Copy 4 – Cash/Treasury Unit file copy (with Copy 3
of SLIIAE and Copy 4 of LDDAP-ADA,
Copy 2 of DV and SDs)

Designated 33 Furnishes assigned Unit/Office with copy of RADAI for posting in

Personnel the agency’s website.

Preparation of JEV
Accounting Daily
Division/Unit
Receiving/ 34 Receives Copies 1-3 of RADAI supported with Copy 4 of
Releasing Staff SLIIAE, copies of the validated LDDAP-ADA and Copy 1 and 3
of DVs and SDs.

Designated Staff 35 Examines DVs and copies of validated LDDAP-ADA against

RADAI. Verifies if the serial number of all the LDDAP-ADA
issued are all accounted for.

36 Prepares JEV in two copies and signs in the “Prepared” portion.

Head of the 37 Reviews and signs the JEV. Forwards Copies 1-2 of JEV and
Accounting Copies 1-3 of RADAI supported with Copy 4 of SLIIAE, copies
Division/Unit/ of LDDAP-ADA, Copy 1 and 3 of DVs and SDs to the
Authorized bookkeeper for recording in the ADADJ.
Signatory

Recording in ADADJ
Designated Staff 38 Receives Copies 1-2 of JEV, Copies 1-3 of RADAI, Copy 4 of
SLIIAE, copies of LDDAP-ADA, Copies 1 and 3 of DVs and
SDs. Records the JEV in the ADADJ.
39 Records in the logbook submission of documents to COA and
Budget Unit. Retains Copy 2 of JEV and RADAI, copy of
LDDAP-ADA, Copy 3 of DVs and SDSs for file.

Note 6 – The distribution shall be as follows:

To COA – Copy 1 of JEV and RADAI, Copy 4 of
SLIIAE, validated Copy 3 of LDDAP-

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 Area of Seq.
Activity
Responsibility No.
ADA and Copy 1 of DV and SDs
To Budget Unit – Copy 3 of RADAI for posting of
payments in Box C of ORS

Sec. 57. Illustrative Accounting Entries for Disbursements through LDDAP-ADA

Particulars Account Code Debit Credit
1. Upon set up of payables to Suppliers and Contractors
Buildings 10604010 P 80,000
Accounts Payable 20101010 P 80,000
To set up payables to contractors and suppliers based on approved DVs

2. Payment through ADA

Accounts Payable 20101010 P 80,000
Cash-Modified Disbursement System
(MDS), Regular 10104040 P 80,000
To recognize payment of payables to suppliers or contractors through ADA

3. Payment of salaries through ATM

a. Salaries and Wages 50101010 P 35,000
PERA 50102010 15,000
Due to BIR 20201010 P 5,000
Due to GSIS 20201020 3,200
Due to Pag-IBIG 20201030 500
Due to PhilHealth 20201040 600
Other Payables 29999990 100
Due to Officers and Employees 20101020 40,600
To recognize expenses for salaries and wages to be paid through ATM

b. Cash in Bank-Local Currency, Current

Account 10102020 P 40,600
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 40,600
To recognize deposit for salaries and wages to be paid through ATM

c. Due to Officers and Employees 20101020 P 40,600

Cash in Bank-Local Currency,
Current Account 10102020 P 40,600
To recognize payment of salaries and wages through ATM

4. Granting of Payroll Fund

Assumptions:
Salaries and Wages P 35,000
PERA 15,000
Total P 50,000
Less: Salary Deductions
Withholding Tax 5,000
Life and Retirement
Premiums 3,000
Pag-IBIG premiums 500
PhilHealth premiums 600
GSIS Salary loan 200

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 Particulars Account Code Debit Credit
Employees'
Association 100
Net Amount P 40,600

Advances for Payroll 19901020 P 40,600

Cash-Modified Disbursement System
(MDS), Regular 10104040 P 40,600
To recognize granting of cash advance for payroll based on duly approved
payroll through ADA

5. Payment for delivery of supplies and materials for consumption

Office Supplies Inventory 10404010 P 2,500
Cash-Modified Disbursement System
(MDS), Regular 10104040 P 2,500
To recognize payment for the delivery of supplies and materials based on
Delivery Receipt No. 12451

6. Payment of rent
Prepaid Rent 19902020 P 1,300
Cash-Modified Disbursement System
(MDS), Regular 10104040 P 1,300
To recognize payment of one year rent of photocopying machine (July, 2015–
June, 2016)
7. Advances to Contractors
Advances to Contractors 19902010 P 8,000
Cash-Modified Disbursement System
(MDS), Regular 10104040 P 8,000
To recognize 15% mobilization fees to contractors to be recouped from
progress billings

8. Payment of Accounts Payable

Gross P 40,000
Less: Withholding Tax
(VAT) 3,600
Net P 36,400

Accounts Payable 20101010 P40,000

Due to BIR 20201010 P 3,600
Cash-Modified Disbursement System
(MDS), Regular 10104040 36,400
To recognize payment of payables based on duly approved DV and SDs

Sec. 58. Disbursements Through electronic Modified Disbursement System as part

of the Modified Disbursement Scheme. As part of the implementation of the Treasury Single
Account (TSA) system for government disbursement, the electronic Modified Disbursement
System (eMDS) has been adopted as one of the modes of disbursement under Joint Administrative
Order (JAO) No. 2015-1 dated March 12, 2015 of the DBM and DOF. This is to facilitate an
efficient and prompt reconciliation of spending agencies’ disbursements vis-à-vis the accounts of
the BTr maintained at the LBP as Authorized Government Servicing Bank (AGSB).

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 This JAO shall apply to all spending agencies, offices and instrumentalities under the
Executive Branch, including SUCs, together with other Executive Offices using LBP as GSB. The
Judicial Branch, the Legislative Branch, Constitutional Offices, and all other Agencies, Offices
and Instrumentalities banking with LBP and therefore maintaining MDS sub-accounts with said
bank are likewise covered by the JAO for NG to have a holistic view of the budgetary
transactions of all spending agencies.

The policy guidelines are as follows:

a. Heads of Departments, Bureaus, Offices and other instrumentalities under the

Executive Branch, maintaining MDS sub-accounts with LBP, including SUCs,
together with other Executive Offices, are enjoined to enroll and subscribe to the
eMDS to perform selected MDS transactions online; and to monitor disbursements
and generate MDS reports under the Government’s MDS;

b. Enrolment in the eMDS shall be free of charge; and

c. All other spending agencies, offices, and instrumentalities of government maintaining

MDS sub-accounts with GSBs other than LBP shall continue to observe the current
procedure of the MDS System, unless they voluntarily transfer their accounts with
LBP to avail of the latter’s eMDS facility or until after enrolment and subscription to
the eMDS upon amendment or repeal of Memorandum Order Nos. 276 (s. 1990)
and/or (s. 1994).
Sec. 59. Disbursements through Cashless Purchase Card System. The CPC System
was prescribed as an alternative mode of payment for goods and services under Joint
Memorandum Circular (JMC) No. 2014-1 dated May 15, 2014 of the Department of National
Defense (DND), Armed Forces of the Philippines (AFP) and the DBM.

The general guidelines on the implementation of the CPC System are as follows:

a. The CPC System to be implemented by participating agencies is a mode to procure

specific eligible items through the use of an electronic card. The CPC functions
similarly to a credit card and shall only be used for pre-identified items within body
limits mutually agreed upon by members of the Steering Committee. It shall also be
used only with specific merchant groups already enumerated under agreement with
the credit card company.

b. Only individuals recommended by the Program Administrator and authorized by the

Steering Committee shall be allowed to use the CPC and pre-identified items within
monthly limits set at levels mutually agreed upon by members of the Steering
Committee. The CPC shall likewise be used only with specific merchant groups
already enumerated under agreement with the credit card company.

c. Only individuals recommended by the Program Administrator and authorized by the

Steering Committee shall be allowed to use the CPC at predetermined monthly
purchase limits. Authorized individuals shall be permanent employees of the
participating agencies and shall, as much as possible be involved in the procurement
of goods and services of their unit/office.

1. Individual credit limits which have been approved by the Steering Committee
may only be increased and/or amended by the Steering Committee.

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 2. Approvals or increased individual credit limits as well as additional personnel of
participating agencies to be entitled to the CPC shall only be granted after three
(3) months pilot testing of implementation of the CPCS.

3. In the event the participating agencies determine that additional personnel should
be entitled to the CPC or in case its existing cardholders need to be replaced, the
Program Administrator shall inform the Steering Committee in the writing about
the changes proposed. The Program Administrator must support these changes
with a written explanation on why the changes are being sought.

d. Chief of Offices of the Participating Agencies who approved CPC are jointly
accountable with their Special Disbursing Officers.

e. The CPC System shall not, in any way, supplant, replace or revise the procurement
policies and procedures prescribed under RA No. 9184 otherwise known as the
Procurement Law.

f. The total amount authorized to be covered by the CPC shall form part of the cash
advance levels of the participating agencies. The CPC shall not be used nor intended
to allow or justify the increase in cash advance levels for the participating agencies.

g. The CPC shall initially be used for purchase of small value non-common use items
which are not available with the Procurement Service.

h. The cost of purchasing unauthorized items using the CPC shall be for the personal
account of the individual who undertook the transaction. This is without prejudice to
the suspension of the cardholder’s privilege to use the issued CPC and other penalties
which the participating agencies may impose.

i. In case the participating agencies find specific items which it disputes as having been
procured (based on the receipts the individual CPC holder has), they shall
immediately inform CCC of this discrepancy.

j. The participating agencies shall ensure the timely payment of the CPC billing
received from the CCC. In the event that delays in payment of the CPC billings
occur, any additional charges such as late payment charges/penalties shall be charged
against the personal account of the employee directly responsible for the cause of
such delays. In no case shall the NCA issued be used to settle late payment charges.

k. The existing disbursement policies and procedures on the use of NCA and the
Common Fund System shall continue to apply where the CPC System is concerned.

l. Payment to the CCC for legitimate purchases made out of the CPC shall be consistent
with the existing MDS disbursement procedures pursuant to DMB Circular Letter No.
2013-16.

The specific guidelines on the implementation of the CPC System are provided under
Item 5.0 of DND-AFP-DBM JMC No. 2014-1 dated May 15, 2014, are as follows:

a. Once the allotment is made available to the participating agencies, the latter shall
obligate an amount under supplies, materials and other services corresponding to the
amount allocated for the CPC system.

b. The CPC holder shall be entitled to purchase goods from accredited merchants once
the obligation for the CPC has been made.

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 c. The CPC holder shall secure the charge slips/receipts issued by the accredited
merchant and file the same for the purposes of submission to the agency accounting
units. These documents shall also be used for inspection of actual goods purchased
and payments to the CCC.

d. Inspection and acceptance of the procured items shall comply with the existing
procedures adopted by the agency for the purpose.

e. The accounting offices/units shall ensure that procured items are within the items
enumerated in Annex A of the above-mentioned JMC and consistent with the
limitations under Annex B of the same JMC.

f. Upon receipt of the CCC billing statement, the agency accounting units shall compare
the totals of the charge slips against the amounts reflected in the billing statement and
confirm the correctness of the same.

g. The Finance Service Unit of the agency concerned shall ensure that payments are
made on or before the dates specified in the CCC billing statement.

h. The cost of items being disputed shall likewise be included in the payment to be made.
Adjustments in payments, if required, shall be made in the subsequent billing cycle.

i. In the event the CPC is lost or stolen the cardholder must immediately notify the
Program Administrator. He must likewise be responsible in reporting to the CCC via
phone or electronic modes, the loss of the card to prevent unauthorized utilization of
the same.

1. The privilege of the CPC holder to procure goods through a CPC shall temporarily
be suspended in case his card is stolen or lost.

2. The Program Administrator shall determine whether the CPC holder was negligent
and/or culpable in the loss of his CPC. He shall recommend remedial steps in case
of notes procedural gaps; permanent suspension of the privilege or restoration of
the same. In all instances, the Program Administrator shall inform the Steering
Committee on the measures taken.

3. The CPC person shall be held accountable in terms of payment for the purchases
made against the card during the period it was lost or stolen.

Sec. 60. Disbursements through Tax Remittance Advice. The Tax Remittance
Advice (TRA) refers to a serially-numbered document prescribed by the DBM that should be used
by the NGAs in the remittance of withheld taxes on funds coming from DBM. With the inclusion
of all NGAs among the taxpayers who are mandated to use the Electronic Filing and Payment
System (eFPS) under the Bureau of Internal Revenue Regulations No. 1-2013 dated
January 23, 2013, the TRA is accomplished on-line which is called the Electronic TRA (eTRA).
The eTRA is certified correct by the Chief Accountant/Head of Accounting Division/Unit and
approved by the Head of Agency/Authorized Official, and used to record the remittance of taxes
withheld to the BIR. The same document shall be the basis for the BIR and the BTr to draw a JEV
to record the tax collection and deposit in their respective books of accounts. The JEV shall be
recorded in the GJ.

The eTRA shall be supported with the Summary of Taxes Withheld (STW) certified by
the Chief Accountant. The STW is the document which summarizes the type and amount of taxes
withheld. The Accounting Division/Unit shall maintain SL to monitor remittances of taxes
withheld from individual employees, suppliers and contractors.

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 Sec. 61. Procedures for Disbursements through TRA

Area of Seq.
Activity
Responsibility No.
Accounting Division/Unit
Chief Accountant/ 1 Complies with the registration requirements of the BIR as
Head of Accounting withholding agent pursuant to Sec. 26 of the National
Division/Unit/ Internal Revenue Code.
Bookkeeper

Cash/Treasury Unit
Disbursing Officer/ 2 Pays employees/suppliers/contractor for services rendered/
Cashier goods delivered net of withholding taxes.

Note 1 – Refer to Sec.13 for the procedures for disbursement by

checks and Sec. 19 for the procedures on the
disbursements through Payroll Fund.

Accounting Division/Unit
Bookkeeper 3 Prepares STW which will serve as basis for the remittance to
the BIR.

Note 2 – STW is prescribed in Annex A of DOF-DBM-COA

Joint Circular No. 1-2000 dated January 3, 2000.

4 Forwards the STW to the Chief Accountant for signature.

Chief 5 Reviews the STW and prepares the TRA and forwards to the
Accountant/Head of Agency Head for approval.
Accounting
Division/Unit

Office of the Head of

Agency/Authorized
Official
Receiving/Releasing 6 Records in the logbook the receipt of the STW. Forwards
Clerk the same to the Head of Agency/Authorized Official for
approval.

Head of Agency/ 7 Reviews the STW and approves.

Authorized Official

Receiving/Releasing 8 Upon receipt from the Head of Agency/Authorized Official

Clerk of the approved STW, forwards the same to the designated
personnel of Accounting Division/Unit.

Accounting Division/Unit
Designated Personnel 9 Receives from the Receiving/Releasing Clerk the STW.
Based on the STW, files tax returns and submits through the
eFPS, then proceed to payment menu, selecting TRA as type
of payment and fills out the amount intended for TRA.

10 Prints the validated eTRA and the required tax returns for all
taxes withheld for compensation, expanded, final and
government money payments (BIR Form 1601-C, 1601-E,
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 Area of Seq.
Activity
Responsibility No.
1601-F and 1600, respectively) and forwards the documents
with the STW to the Chief Accountant/Head of Accounting
Division/Unit.

Chief Accountant/ 11 Reviews the eTRA and signs on the “Certified by” portion.
Head of Accounting Forwards the eTRA, STW and required tax returns to the
Division/Unit Head of Agency/Authorized Official for approval.

Office of the Head of

Agency/Authorized
Official
Receiving/Releasing 12 Records in the logbook the receipt of the eTRA, STW and
Clerk required tax returns. Forwards the same to the Head of
Agency/Authorized Official.

Head of Agency/ 13 Reviews and approves the eTRA.

Authorized Official

Accounting Division/Unit
Receiving/Releasing 14 Upon receipt from the Head of Agency /Authorized Official
Clerk of the approved eTRA, STW and required tax returns,
forwards the same to the designated personnel of
Accounting Division/Unit for the preparation of the JEV.

Designated Personnel 15 Prepares the JEV and records in the GJ the constructive
receipt of NCA for TRA and remittance of all taxes withheld
thru TRA.

Designated Personnel 16 Reproduces four copies of eTRA, STW and required tax
returns and submits three copies to the concerned BIR
Office. Files the received copy.

Note 3 – Under DOF-DBM Joint Circular No. 1-2000A

dated July 31, 2001 which prescribes the
procedure for the remittance of all taxes withheld
by NGAs to the BIR, an NGA shall file before
the BIR a TRA supported by withholding tax
returns on or before the 10th day of the following
month after the said taxes had been withheld.

Note 4 – For the succeeding activities, refer to Chapter on

Financial Reporting for the preparation and
submission of Trial Balances, Financial
Statements and Other Reports.

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 Sec. 62. Illustrative Accounting Entries for Remittance of Taxes Withheld
through TRA

Particulars Account Code Debit Credit

a. Agency Books
1. Constructive Receipt of NCA for TRA
Cash-Tax Remittance Advice 10104070 P 5,000
Subsidy from National Government 40301010 P 5,000
To recognize constructive receipt of NCA for TRA

2. Remittance of taxes withheld through TRA

Due to BIR 20201010 P 5,000
Cash-Tax Remittance Advice 10104070 P 5,000
To recognize remittance of taxes withheld through TRA

b. BIR Books
1. Constructive Receipt of Tax Revenue through TRA from the NGAs
Cash-Tax Remittance Advice 10104070 P 5,000
Income Tax 40101010 P 5,000
To recognize constructive receipt of tax revenue based on the TRA received
from the agency

c. BTr Books
1. Constructive Utilization of NCA for TRA by the remitting NGAs
Subsidy to NGAs 50214010 P 5,000
Cash-Tax Remittance Advice 10104070 P 5,000
To recognize remittance of taxes withheld by the agency based on the TRA
received

Sec. 63. Disbursement for Inter-Agency Transferred Funds (IATF). The following
are the accounting policies for the transfer of funds:

a. A Memorandum of Agreement (MOA) shall be entered into by the SA and the IA for
the undertaking by the latter of the project of the former. The MOA shall provide for
the requirements for project implementation and reporting.

b. The fund to be transferred or sub-allotted to the IA shall be a) in an amount sufficient

for three months operation subject to replenishment upon submission of the reports of
disbursements by the IA, or b) the total project cost, as may be determined by the
Heads of the two agencies in either case.

c. The check shall be issued in the name of the IA for deposit to its trust account in its
authorized government depository bank. The IA shall issue its official receipt in
acknowledgment.

d. Depending on the MOA, the fund transfers may be treated as a) If the MOA provides
a condition that the fund shall be spent as specified and any excess shall be returned
to the SA, the IA shall recognize the receipt of the fund as asset at its fair value with a
corresponding liability, while the SA shall recognize a receivable corresponding to
the fund transfer; or b) If the MOA provides stipulations or no condition, the IA
shall recognize the receipt of the fund as asset at its fair value with a corresponding
revenue, while the SA shall recognize an expense corresponding to the fund transfer.

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 e. A separate subsidiary record for each account shall be maintained by the IA whether
or not a separate bank account is opened.

f. Within ten (10) days after the end of each month/end of the agreed period for the
Project, the IA shall submit the RCI and the RCDisb to report the utilization of the
funds. Only actual project expenses shall be reported. The reports shall be approved
by the Head of the IA.

g. The IA shall return to the SA any unused balance upon completion of the project, if
stipulated in the MOA.

h. The SA shall draw a JEV to take up the reports. The amount to take up the
liquidation in the RCI shall be net of the cash advances granted by the IA to its
accountable officers.

i. The IA Auditor shall audit the disbursements out of the trust accounts in accordance
with existing COA Regulations

j. The Chief Accountant/Head of the Accounting Division/Unit of the IA shall, on the

basis of the Notice of Finality of Decision (NFD), record in the books of accounts any
audit disallowance as receivable.

k. When the IA is a Bureau/Regional Office of the SA, the procedures for centrally
managed projects shall be followed in accordance with entries herein provided.

l. The illustrative accounting entries are presented in Annex E.

Sec. 64. Disbursements by Foreign-based Government Agencies. CDC is an

authorization issued by the DBM to DFA and other agencies with foreign posts to utilize their
collections retained by their Foreign Service Posts (FSPs) to cover operating requirements, but not
to exceed the released allotment to the said post. (National Budget Circular No. 535 dated
December 29, 2011). The following are the accounting policies regarding disbursements by
Foreign-based Government Agencies (FBGAs):

a. Based on the proposed budget of FSP/Foreign Attaché, a Working Fund shall be

established to cover payment of PS and MOOE. The Finance Officer shall be
required to maintain CBReg and CDReg to monitor and control the Working Fund.

b. All disbursements from the Working Fund shall be covered by duly approved
DV/Payroll with the required SDs. At the end of the month, the Finance Officer of
FSPs/Foreign Attachés shall prepare and submit RCDisb together with the SDs to the
Central Office concerned for preparation of JEV to record the liquidation made by the
accountable officer. The JEV shall be recorded in the CkDJ and CDJ based on the
CBReg and CDReg, respectively.

Sec. 65. Illustrative Accounting Entries for Disbursements of FBGAs. The

illustrative accounting entries for disbursements of FGBAs charged to CDC are shown in
Sec. 38 (c), Chapter 5 of this Manual.

Sec. 66. Disbursements through Direct Payment Method. This type of disbursement
should be covered by an NCAA. This mode of disbursement is made through the JEV issued by
the BTr to the availing/implementing agency to record payment of goods and services made
directly by the lending institution to the supplier or contractor. The JEV shall be recorded in
the GJ.

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 Sec. 67. Procedures for Disbursements through Direct Payment Scheme of Foreign
Loans Availment

Area of Seq.
Activity
Responsibility No.
Recording of Goods/Property/Services Procured abroad
through Direct Payment Method by NGA Concerned
NGA
Accounting Division/Unit
Designated Personnel 1 Receives Inspection and Acceptance Report (IAR) from
Property Officer/Supply Officer/Official Concerned,
shipping documents and certified copy of the approved
billing from supplier/contractor and prepares JEV to
record goods/property in the books of accounts. The cost
shall be based on the certified copy of the duly approved
billing.

Head of Accounting 2 Reviews correctness of the journal entries and signs on

Division/Unit/ “Certified Correct by” portion of the JEV.
Authorized Signatory

Designated Personnel 3 Records the JEV in the GJ.

4 Prepares the Withdrawal Application (WA) from the loan

account to pay for the goods and services and submits to
the head of the agency for approval.

Head of Agency 5 Approves the WA and submits to the foreign lending

institution (FLI)/development partner (DP).

Recording of Foreign Loans Payable in the BTr’s Books

of Accounts
Bureau of the Treasury
Accounting Division/Unit
Designated Personnel 6 Receives the WA/advice of payment or any proof of
disbursement from the FLI/DP and prepares the JEV in
three copies to record the amount paid by the
supplier/contractor/consultant as proceeds from
borrowings.

Head of Accounting 7 Reviews correctness of the journal entries and signs on

Division/Unit/ “Certified Correct by” portion of the JEV. Forwards
Authorized Signatory Copies 1 of JEV and WA/advice of payment or any proof
of disbursement from the FLI/DP to Designated Staff for
recording in the GJ and Copies 2-3 to the NGA concerned
together with the WA/advice of payment or any proof of
disbursement received from the FLI/DP.

Designated Personnel 8 Records the JEV in the GJ.

NGA
Accounting Division/Unit
Designated Personnel 9 Receives from the BTr Copy 2-3 of JEV together with
copy of WA/advice of payment or any proof of

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 Area of Seq.
Activity
Responsibility No.
disbursement from the FLI/DP and records in the logbook.

10 Submits to the DBM Copy 2 of JEV together with copy of

WA/advice of payment or any proof of disbursement, list
of suppliers/contractors/consultants directly paid by the
FLI/DP for the issuance of NCAA.

11 Receives NCAA from the DBM, records in the logbook.

12 Reconciles NCAA with the JEV to record receipt of

goods/property paid by FLI/DP.

13 Prepares JEV to record receipt of NCAA and settlement of

accounts payable.

Head of Accounting 14 Reviews correctness of the journal entries and signs on

Unit/Authorized “Certified Correct by” portion of the JEV.
Signatory

Designated Personnel 15 Records the JEV in the GJ.

Note – For the succeeding activities, refer to the Chapter

on Financial Reporting for the preparation and
submission of Trial Balances, Financial
Statements and Other Reports.

Sec. 68. Illustrative Accounting Entries for Disbursements through Direct Payment
Scheme of Loan Availment

Particulars Account Code Debit Credit

Agency Books

Communication Equipment 10605070 P500,000

Accounts Payable 20101010 P 500,000
To recognize receipt of PPE procured through the direct payment scheme

Accounts Payable 20101010 P 500,000

Subsidy from National Government 40301010 P 500,000
To recognize receipt of NCAA and payment of payables based on the WA/advice of
payment or any proof of disbursement received from the FLI/DP

BTR Books

Subsidy to NGAs 50214010 P 500,000

Loans Payable-Foreign 20102050 P 500,000
To recognize the replenishments made to AGSB negotiated MDS- checks and
payments on account of the NGA

Sec. 69. Financial Statements Presentation. The Financial Statement presentation of

the accounts related to disbursements shall be in accordance with Chapter 19-Financial Reporting
of this Manual.

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 Chapter 7

FINANCIAL INSTRUMENTS

Sec. 1. Scope. This Chapter provides principles for: (a) presenting financial instruments
as liabilities or net assets/equity and for offsetting financial assets and financial liabilities; (b)
recognizing and measuring financial assets, financial liabilities and some contracts to buy or sell
non-financial items; and (c) disclosure in the entity’s financial statements that enable users to
evaluate the significance of financial instruments for the entity’s financial position and
performance and the nature and extent of risks arising from financial instruments to which the
entity is exposed during the period and at the end of the reporting period, and how the entity
manages those risk.

Sec. 2. Definition of Terms. For the purpose of this Manual, the terms stated below
shall be construed to mean as follows:

a. Equity instrument – is any contract that evidences a residual interest in the assets of
an entity after deducting all of its liabilities.

b. Derivative – is a financial instrument that derives its value from the movement in
commodity price, foreign exchange rate and interest rate of an underlying asset or
financial instrument.

c. Financial instrument – is any contract that gives rise to both a financial asset of one
entity and a financial liability or equity instrument of another entity. (Par. 9,
PPSAS 28)

d. Financial asset – is any asset that is:

1. Cash;
2. An equity instrument of another entity;
3. A contractual right to receive cash or another financial asset from another entity;
4. A contractual right to exchange financial instruments with another entity under
conditions that are potentially favorable; or
5. A contract that will or may be settled in the entity’s own equity instruments.

e. Financial liability – is any liability that is:

1. A contractual obligation:

i. To deliver cash or another financial asset to another entity; or

ii. To exchange financial assets or financial liabilities with another entity under
conditions that are potentially unfavorable to the entity.

2. A contract that will or may be settled in the entity’s own equity instruments.

Sec. 3. Financial Instruments. The following are the characteristics of a financial

instrument:

a. There must be a contract;

b. There are at least two parties to the contract; and

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 c. The contract shall give rise to both a financial asset of one party and a financial
liability or equity instrument of another party.

A specific example is NG holdings in the capital stock of Philippine Airlines (PAL)

through the BTr. In the books of the BTr, this is a financial asset because it represents resources
from which future economic benefits are expected to flow to the entity in the form of dividends or
similar distributions. On the other hand, PAL considers the NG holdings as a financial liability
because it gives rise to an obligation to return the amount on due date and to pay dividends in the
future. Financial instruments could also be cash in the form of bills, coins, and checks; cash in
bank; trade accounts; notes and loans; debt securities and equity securities.

Sec. 4. Cash and other Financial Assets. Cash is the most basic financial instrument
because it is the medium of exchange and is the basis on which all transactions are measured and
recognized in the financial statements. Cash deposited with a bank or similar financial institution
is a financial asset because it represents the contractual right of the depositor to withdraw money
from the bank or to draw a check or similar instrument against the balance in favor of a creditor in
payment of a financial liability. The bank, on the other hand, views this deposit as a financial
liability because of its obligation to deliver the money upon demand from the depositor.

Common examples of financial assets representing a contractual right to receive cash in

the future are: Accounts Receivable, Notes Receivable, Loans Receivable-GOCCs, Loans
Receivable-LGUs, and Loans Receivable-Others.

Sec. 5. Initial Recognition of Financial Asset. An entity shall recognize a financial

asset in its statement of financial position when it becomes a party to the contractual provisions of
the instrument. (Par. 16, PPSAS 29)

Sec. 6. Initial Measurement of Financial Assets. When a financial asset at fair value
through surplus or deficit is recognized initially, an entity shall measure it at its fair value. In the
case of a financial asset not at fair value through surplus or deficit, the financial asset is
recognized at fair value plus transaction costs that are directly attributable to the acquisition, issue
or disposal of the financial asset. (Par. 45, PPSAS 29)
If the financial asset is measured at fair value through surplus or deficit, transaction costs
are expensed outright. In the example below, assume that there is P10,000 transaction cost.
Example for Financial Asset at Fair Value through surplus or deficit:
Account Title Account Code Debit Credit
Financial Assets Held for Trading 10201010 P 500,000
Cash in Bank-Local Currency, Bangko
Sentral ng Pilipinas 10102010 P 500,000
To recognize the acquired financial asset held for trading

Other Financial Charges 50301990 P 10,000

Cash in Bank-Local Currency, Bangko
Sentral ng Pilipinas 10102010 P 10,000
To recognize the transaction cost incurred

Example for Financial Asset not at Fair Value through surplus or deficit:
Account Title Account Code Debit Credit
Investments in Treasury Bonds-Foreign 10202040 P 510,000
Cash in Bank-Local Currency, Bangko
Sentral ng Pilipinas 10102010 P 510,000
To recognize investment in foreign treasury bonds

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 Sec. 7. Categories of Financial Assets. For the purpose of measuring a financial asset
after initial recognition, the financial assets are classified into four categories, namely: (Par. 47,
PPSAS 29)
a. Financial asset at fair value through surplus or deficit. A financial asset at fair value
through surplus or deficit is one that is either:
1. A held-for-trading asset, or
2. An asset designated as at fair value through surplus or deficit on initial
recognition. Any financial asset can be classified in this category if its fair value
can be reliably estimated.
b. Held-to-maturity investments. These are non-derivative financial assets with fixed or
determinable payments and fixed maturity that an entity has the positive intention and
ability to hold to maturity.
c. Loans and receivables. These are non-derivative financial assets with fixed or
determinable payments and are not quoted in an active market. Examples of financial
assets to be recognized in this category are loans, investments in debt instruments,
trade receivables and bank deposits.
d. Available-for-sale financial assets. Available-for-sale financial assets are those non-
derivative financial assets that are designated as available for sale or are not classified
as loans and receivables, held-to-maturity investments or financial assets at fair value
through surplus or deficit.

The initial measurement for financial asset at fair value through surplus or deficit and
financial asset classified as available for sale are the same, only that the changes in fair value of
financial asset measured at fair value through surplus or deficit are reported in surplus or deficit
while the changes in fair value of available for sale financial asset are reported in the net asset.

Sec. 8. Subsequent Measurement of Financial Assets. After initial recognition, an

entity shall measure financial assets, including derivatives that are assets, at their fair values,
without any deduction for transaction costs it may incur on sale or other disposal, except for:
a. Loans and receivables and Held-to-maturity investments, which shall be measured at
amortized cost using the effective interest method; and
b. Investments in equity instruments that do not have a quoted market price in an active
market and whose fair value cannot be reliably measured and derivatives that are
linked to and must be settled by delivery of such unquoted equity instruments, which
shall be measured at cost. (Par. 48, PPSAS 29)

Example:

On December 31, 2014, the fair value of the Financial Assets Held for Trading with a
carrying amount of P500,000 is P600,000. The changes in fair value shall be reported in
surplus/deficit. The following entry shall be made on December 31, 2014 to reflect the
changes in fair value.

Account Title Account Code Debit Credit

Financial Assets Held for Trading 10201010 P 100,000
Gain from Changes in Fair Value of
Financial Instruments 40501110 P 100,000
To recognize the changes in fair value of the Financial Assets Held for Trading

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 On December 31, 2014, the fair value of the Financial Assets classified as Available-for-
sale with a carrying amount of P500,000 is P600,000. If the financial asset is classified as
Available-for-sale, the changes in fair value shall be reported in the Statement of Changes
in Net Assets. Below is the entry to recognize the changes in fair value of the available
for sale financial asset:

Account Title Account Code Debit Credit

Investment in Bonds 10203020 P 100,000
Unrealized Gain/(Loss) from
Changes in the Fair Value of
Financial Assets 30501010 P 100,000
To recognize the change in the fair value of the Available-for-sale

Sec. 9. Measurement at Amortized Cost. Investments of NGAs in BTr issued bonds,

loans and receivable accounts are measured at amortized cost. The following are illustrative
accounting entries on measurement at amortized cost:

On January 1, 2014, an NGA granted loan amounting to P500,000 to an LGU with annual
interest of 6%. On December 30, 2014, the LGU made a partial payment of P 100,000.

The entries on the books of the NGA are:

Account Title Account Code Debit Credit

January 1, 2014
Loans Receivable-Local Government
Units 10301040 P 500,000
Cash in Bank-Local Currency,
Current Account 10102020 P 500,000
To recognize the loan granted to LGU

December 30, 2014

Cash in Bank-Local Currency, Current
Account 10102020 P 130,000
Loans Receivable-Local Government
Units 10301040 P 100,000
Interest Income 40202210 30,000
To recognize the receipt of partial payment of loan of the LGU directly
credited to the NGA’s bank account

The amortized amount at year-end of the Loans Receivable account of P 400,000 is its cost
on initial measurement less the repayment.

Sec. 10. Impairment of Financial Assets. An entity shall assess at the end of each
reporting period whether there is any objective evidence that a financial asset or group of
financial assets is impaired. If any such evidence exists, the entity shall measure the amount of
loss as the difference between the carrying amount of the asset and the present value of estimated
future cash flows discounted at the financial asset’s original effective interest rate. The carrying
amount of the asset shall be reduced either directly or through use of an allowance account. The
amount of the loss shall be recognized in surplus or deficit.

In case of Accounts Receivable, the Allowance for Impairment shall be provided in an

amount based on collectibility of receivable balances and evaluation of such factors as aging of
accounts, collection experiences of the agency, expected loss experiences and identified doubtful
accounts.

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 An adjusting journal entry to recognize the impairment loss is as follows:

Example 1: Impairment of Accounts Receivable – P 1,000

Account Title Account Code Debit Credit

Impairment Loss-Loans and
Receivables 50503020 P 1,000
Allowance for Impairment-
Accounts Receivable 10301011 P 1,000
To recognize impairment loss on accounts receivable

Example 2: Impairment of Loans Receivable from an LGU – P 50,000

Account Title Account Code Debit Credit

Impairment Loss-Loans and
Receivables 50503020 P 50,000
Allowance for Impairment-Loans
Receivable, Local Government
Units 10301041 P 50,000
To recognize impairment loss on loans receivable from LGU

Sec. 11. Derecognition of Financial Assets. Derecognition is the process of removing a

previously recognized financial asset, liability or equity from the statement of financial position.
An entity shall derecognize a financial asset when, and only when:

a. The contractual rights to the cash flows from the financial asset expire or are
waived; or

b. The entity transfers the financial assets provided the following conditions exist:

1. The entity transfers substantially all the risks and rewards of ownership of the
financial assets; and
2. The entity has not retained control over the financial assets.

The derecognition of financial assets is subject to the provisions of P.D. No. 1445 on the
writing off of receivables and other policies issued by the COA.

Example: An LGU paid its outstanding loan balance amounting to P1,000,000 to an

NGA. The NGA, upon receipt of the payment from the LGU, will derecognize its
receivable account from said entity because its contractual rights to the cash flows from
the financial asset expire. The journal entry to recognize the derecognition follows:

Account Title Account Code Debit Credit

Cash in Bank-Local Currency,
Current Account 10102020 P 1,000,000
Loans Receivable-Local
Government Units 10301040 P 1,000,000
To recognize receipt of collection of the loan receivable from LGU directly
credited to the NGA’s bank account

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 When the contractual rights to the cash flows from the financial asset are waived as
approved by the COA, assuming that impairment losses have been previously recognized, the
entry will be:

Account Title Account Code Debit Credit

Allowance for Impairment-Loans
Receivable-Local Government
Units 10301041 P1,000,000
Loans Receivable-Local
Government Units 10301040 P1,000,000
To recognize waiver of the loan receivable from the LGU

Sec. 12. Transfer of Financial Assets. An entity transfers a financial asset if, and only
if, it either:

a. Transfers the contractual rights to receive the cash flows of the financial asset; or

b. Retains the contractual rights to receive the cash flows of the financial asset, but
assumes a contractual obligation to pay the cash flows to one or more recipients in an
arrangement that meets the following conditions:

1. The entity has no obligation to pay amounts to the eventual recipients unless it
collects equivalent amounts from the original asset. Short-term advances by the
entity with the right of full recovery of the amount lent plus accrued interest at
market rates do not violate this condition; and

2. The entity is prohibited by the terms of the transfer contract from selling or
pledging the original asset other than as security to the eventual recipients for the
obligation to pay them cash flows.

3. The entity has an obligation to remit any cash flows it collects on behalf of the
eventual recipients without material delay. In addition, the entity is not entitled to
reinvest such cash flows, except for investments in cash or cash equivalents
during the short settlement period from the collection date to the date of required
remittance to the eventual recipients, and interest earned on such investments is
passed to the eventual recipients.

When an entity transfers a financial asset, it shall evaluate the extent to which it retains
the risks and rewards of ownership of the financial asset. In this case:

a. If the entity transfers substantially all the risks and rewards of ownership of the
financial asset, the entity shall derecognize the financial asset and recognize
separately as assets or liabilities any rights and obligations created or retained in the
transfer.

b. If the entity retains substantially all the risks and rewards of ownership of the
financial asset, the entity shall continue to recognize the financial asset.

c. If the entity neither transfers nor retains substantially all the risks and rewards of
ownership of the financial asset, the entity shall determine whether it has retained
control of the financial asset.

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 In this case:

1. If the entity has not retained control, it shall derecognize the financial asset and
recognize separately as assets or liabilities any rights and obligations created or
retained in the transfer.

2. If the entity has retained control, it shall continue to recognize the financial asset
to the extent of its continuing involvement in the financial asset.

Sec. 13. Financial Liability. Examples of financial liabilities which are transacted by
many national government agencies are Accounts Payable, Bail Bonds Payable, Notes Payable,
Interest Payable, Bonds Payable-Domestic, Bonds Payable-Foreign, and Loans Payable-Domestic
and Loans Payable-Foreign representing domestic and foreign debt accounted at the BTr.

Sec. 14. Recognition of a Financial Liability. An entity shall recognize a financial

liability in its statement of financial position when it becomes a party to the contractual provisions
of the instrument. (Par. 16, PPSAS 29)

A financial instrument that does not explicitly establish a contractual obligation to

deliver cash or another financial asset may establish an obligation indirectly through its terms and
conditions.

a. A financial instrument may contain a non-financial obligation that must be settled if,
and only if, the entity fails to make distributions or to redeem the instrument. If the
entity can avoid a transfer of cash or another financial asset only by settling the non-
financial obligation, the financial instrument is a financial liability.

b. A financial instrument is a financial liability if it provides that on settlement the entity

will deliver either:

1. Cash or another financial asset; or

2. Its own shares whose value is determined to exceed substantially the value of the
cash or other financial asset. Although the entity does not have an explicit
contractual obligation to deliver cash or another financial asset, the value of the
share settlement alternative is such that the entity will settle in cash. In any event,
the holder has in substance been guaranteed receipt of an amount that is at least
equal to the cash settlement option. (Par. 24, PPSAS 28)

Sec. 15. Initial Measurement of Financial Liabilities. When a financial liability is

recognized initially, an entity shall measure it at its fair value plus, in the case of a financial
liability not at fair value through surplus or deficit, transaction costs that are directly attributable
to the issue of the financial liability. (Par. 45, PPSAS 29)

For financial liability designated initially as at fair value through surplus and deficit, the
related transactions costs are expensed immediately. For financial liability measured at amortized
cost, transaction costs are included in the initial measurement.

Transaction costs are incremental costs that are directly attributable to the issue or
disposal of a financial liability. An incremental cost is one that would not have been incurred if
the entity had not issued or disposed the financial liability. Transaction costs include: (a) fees and
commissions paid to agents, advisers, brokers and dealers; (b) levies by regulatory agencies and
securities exchanges; and (c) transfer taxes and duties.

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 Example: On January 1, 2014, the BTr issued a 5-year P100,000 face value bonds for
P95,787.63. Interest is 5% payable annually. The prevailing interest rate is 6%. The
bonds were issued through an underwriter and the agency paid bond issue cost of
P34,000. The financial liability was measured at amortized cost. The following are the
accounting journal entries to recognize the transaction:

Account Title Account Code Debit Credit

Cash in Bank-Local Currency, P95,787.63
Bangko Sentral ng Pilipinas 10102010
Discount on Bonds Payable-Domestic 20102021 4,212.37
Bond Payable-Domestic 20102020 P100,000.00
To recognize the issuance of bonds payable by the BTr

Bond Issue Cost-Domestic 20102023 P34,000

Cash in Bank-Local Currency,
Bangko Sentral ng Pilipinas 10102010 P34,000
To recognize the incurrence of bond issue cost by the BTr

Bond issue costs are not treated as outright expense but amortized over the life of the
bond similar to that for discount on bonds payable. Bond issue costs are conceived as cost of
borrowing and therefore will increase interest expense.

The amortization of bond issue costs is recognized by debiting interest expense and
crediting bond issue cost. Under the effective interest method of amortization, the bond issue cost
should be aggregated to the discount on bonds payable and netted against the premium on bonds
payable.

Sec. 16. Subsequent Measurement of Financial Liabilities. After initial recognition,

an entity shall measure a financial liability at amortized cost using the effective interest method.
The “amortized cost” of a financial liability is the amount at which the financial liability is
measured at initial recognition minus the principal repayments, plus or minus the cumulative
amortization using the effective interest method of any difference between the initial amount and
the maturity amount, and minus any reduction (directly or through the use of an allowance
account) for impairment or uncollectibility. (Par. 10, PPSAS 29)

The difference between the face amount and present value of the financial liability is
amortized through the interest expense using the effective interest method. The difference
between the face amount and present value is either discount or premium on the issue of financial
liability.

Assume:
Face value of the bond P100,000
Term 5-years
Selling price 95,787.63
Issue Date January 1, 2014
Nominal Rate 5% annually
Effective interest rate 6% annually

Face value of the bond P 100,000.00

Selling price 95,787.63
Discount on Bonds Payable P 4,212.37

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 Below is the schedule of amortization based on the information given:

Amortization Schedule
Debit
Interest Amortization Credit Carrying
Interest Balance
Expense of Bond Balance of Amount of
Date Expense of Bond
(5% of Discount Bonds the Bonds
FV)
(6% of G1) Discount
(C-B) Payable (F-E)
(E1-D)
A B C D E F G
January 1, 2014 4,212.37 100,000.00 95,787.63
December 31, 2014 5,000.00 5,747.26 747.26 3,465.11 100,000.00 96,534.89
December 31, 2015 5,000.00 5.792.09 792.09 2,673.02 100,000.00 97,326.98
December 31, 2016 5,000.00 5,839.62 839.62 1,833.40 100,000.00 98,166.60
December 31, 2017 5,000.00 5,890.00 890.00 943.40 100,000.00 99,056.60
December 31, 2018 5,000.00 5,943.40 943.40 - 100,000.00 100,000.00
E1 – previous balance of the Bond Discount
G1 – previous Carrying Amount of the Bonds

The amortized cost of the bonds payable on December 31, 2014 will be:

Credit Balance of bonds payable P100,000.00

Debit balance of bond discount (3,465.11)
Amortized cost (December 31, 2014) P 96,534.89
Or
Book value of the Bonds (January 1, 2014) P 95,787.63
Amortization of Bond discount 747.26
Amortized cost (December 31, 2014) P 96,534.89

Sec. 17. Derecognition of Financial Liability. An entity shall remove a financial

liability (or a part of a financial liability) from its statement of financial position when, and only
when, it is extinguished, that is, when the obligation specified in the contract is discharged,
waived, or cancelled, or expires.

Example: A government entity paid its P1,000,000 loan from a local creditor. Upon
payment of the loan, the entity shall derecognize its liability from the local creditor. The
journal entry in the agency’s books follows:

Account Title Account Code Debit Credit

Loans Payable-Domestic 20102040 P1,000,000
Cash in Bank-Local Currency,
Bangko Sentral ng Pilipinas 10102010 P1,000,000
To recognize the payment of the loan

Loans Payable-Domestic 20102040 P 1,000,000

Miscellaneous Income 40609990 P 1,000,000
To recognize the condoned/waived loan

Sec. 18. Equity Instrument. The term “equity instrument” may be used to denote the
following:

a. A form of unitized capital such as ordinary or preference shares;

b. Transfers of resources (either designated or agreed as such between the parties to the
transaction) that evidence a residual interest in the net assets of another entity; and/or

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 c. Financial liabilities in the legal form of debt that, in substance, represent an interest in
an entity’s net assets. (AG27, PPSAS 28)

Equity security encompasses any instrument representing ownership shares and right,
warrants or options to acquire or dispose of ownership shares at a fixed or determinable price. It
represents an ownership interest in an entity. This includes ordinary share, preference share and
other share capital.

The government securities issued by the BTr are debt securities in the form of treasury
bills and treasury notes. They have maturity date and maturity value. Other examples include
Bangko Sentral ng Pilipinas commercial papers and preference shares with mandatory redemption
date or are redeemable at the option of the holder.

Sec. 19. Derivatives. Derivative is a financial instrument that derives its value from the
movement in commodity price, foreign exchange rate and interest rate of an underlying asset or
financial instrument.

PPSAS 29 provides the following characteristics of a derivative financial instrument:

a. Its value changes in response to the change in a specified interest rate, financial
instrument price, commodity price, foreign exchange rate, index of prices or rates,
credit rating or credit index, or other variable, provided in the case of a non-financial
variable that the variable is not specific to a party to the contract (sometimes called
the “underlying”);

b. It requires no initial net investment or an initial net investment that is smaller than
would be required for other types of contracts that would be expected to have a
similar response to changes in market factors; and

c. It is settled at a future date.

The very purpose of derivatives is risk management. Risk management is the process of
identifying the desired level of risk, identifying the actual level of risk and altering the latter to
equal the former.

Sec. 20. Hedging. Hedging is a method of offsetting a potential financial loss or the
structuring of a transaction to reduce risk involving financial instruments. Hedge accounting
recognizes the offsetting effects on surplus or deficit of changes in the fair values of the hedging
instrument and the hedged item.

Par. 96 of PPSAS 29 provides the 3 types of hedging relationships:

a. Fair value hedge: a hedge of the exposure to changes in fair value of a recognized
asset or liability or an unrecognized firm commitment, or an identified portion of
such an asset, liability or firm commitment, that is attributable to a particular risk and
could affect surplus or deficit.

b. Cash flow hedge: a hedge of the exposure to variability in cash flows that (i) is
attributable to a particular risk associated with a recognized asset or liability (such as
all or some future interest payments on variable rate debt) or a highly probable
forecast transaction and (ii) could affect surplus or deficit.

c. Hedge of a net investment in a foreign corporation.

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 A hedge or hedging relationship has two components, namely hedging instrument and
hedged item.

Sec. 21. Hedging Instrument. A designated derivative or a designated non-derivative

financial asset or non-derivative financial liability whose fair value or cash flows are expected to
offset changes in the fair value or cash flows of designated hedged item.

Sec. 22. Hedged Item. Hedged item is an asset, liability, firm commitment, highly
probable forecast transaction or net investment in a foreign operation that (a) exposes that entity
to risk of changes in fair value or future cash flows and (b) is designated as being hedged.

Sec. 23. Presentation of Financial Instruments. The issuer of a financial instrument

shall classify the instrument, or its component parts, on initial recognition as a financial asset, a
financial liability or an equity instrument in accordance with the substance of the contractual
arrangement and the definitions of a financial asset, a financial liability and an equity instrument.
(Par. 13, PPSAS 28)

Sec. 24. Illustrative Accounting Entries on Financial Assets

a. Financial Assets classified as Held-to-Maturity

On January 1, 2014 the BTr purchased a 5-year 5% P100,000 face value bonds for
P95,787.63. The issuer pays the interest annually. The prevailing interest rate is 6%.
The table below shows the amortization of bond discount.

Amortization Schedule
Carrying
Interest Interest Amortization of
Amount of the
Date Income Income Bond Discount
Bonds
(5% x FV) (6% x E1) (C-B)
(E1+D)
A B C D E
January 1, 2014 95,787.63
December 31, 2014 5,000 5,747.26 747.26 96,534.89
December 31, 2015 5,000 5,792.09 792.09 97,326.98
December 31, 2016 5,000 5,839.62 839.62 98,166.60
December 31, 2017 5,000 5,890.00 890.00 99,056.60
December 31, 2018 5,000 5,943.40 943.40 100,000.00
E1 – previous balance of the Carrying Amount of the Bonds

Note: On maturity date December 31, 2018, the carrying amount of the investment is
P100,000 which is equal to the face value of the bond.

The accounting entries in the books of the BTr are as follows:

Account Title Account Code Debit Credit

January 1, 2014
Investment in Bonds 10203020 P 95,787.63
Cash in Bank-Local Currency,
Bangko Sentral ng Pilipinas 10102010 P 95,787.63
To recognize investment in bonds

Note: Cash in Bank-Local Currency, Current Account and Cash in Bank-Local

Currency, Savings Account may also be used.

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 Account Title Account Code Debit Credit
December 31, 2014
Cash in Bank-Local Currency, P 5,000
Bangko Sentral ng Pilipinas 10102010
Interest income 40202210 P 5,000
To recognize receipt of annual interest
Investment in Bonds 10203020 P 747.26
Interest income 40202210 P 747.26
To recognize amortization of bond discount
December 31, 2015
Cash in Bank-Local Currency, P 5,000
Bangko Sentral ng Pilipinas 10102010
Interest income 40202210 P 5,000
To recognize receipt of annual interest
Investment in Bonds 10203020 P 792.09
Interest income 40202210 P 792.09
To recognize amortization of bond discount
December 31, 2016
Cash in Bank-Local Currency, P 5,000
Bangko Sentral ng Pilipinas 10102010
Interest income 40202210 P 5,000
To recognize receipt of annual interest
Investment in Bonds 10203020 P 839.62
Interest income 40202210 P 839.62
To recognize amortization of bond discount
December 31, 2017
Cash in Bank-Local Currency, P 5,000
Bangko Sentral ng Pilipinas 10102010
Interest income 40202210 P 5,000
To recognize receipt of annual interest

Investment in Bonds 10203020 P 890

Interest income 40202210 P 890
To recognize amortization of bond discount
December 31, 2018
Cash in Bank-Local Currency, P 5,000
Bangko Sentral ng Pilipinas 10102010
Interest income 40202210 P 5,000
To recognize receipt of annual interest
Investment in Bonds 10203020 P 943.40
Interest income 40202210 P 943.40
To recognize amortization of bond discount
Cash in Bank-Local Currency, P 100,000
Bangko Sentral ng Pilipinas 10102010
Investment in Bonds 10203020 P 100,000
To recognize maturity of investment in bonds

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b. Loans Receivable
On January 1, 2014, an NGA relent a loan to an LGU amounting to P1,000,000 payable
in 5 years with 6% annual interest. The accounting entries to recognize the transactions
are as follows:
Account Title Account Code Debit Credit
January 1, 2014
Loans Receivable-Local Government
Units 10301040 P 1,000,000
Cash in Bank-Local Currency,
Current Account 10102020 P 1,000,000
To recognize the relent loan
December 31, 2014
Cash in Bank-Local Currency,
Current Account 10102020 P 200,000
Loans Receivable-Local
Government Units 10301040 P 200,000
To recognize the collection of receivable
Cash in Bank-Local Currency,
Current Account 10102020 P 60,000
Interest income 40202210 P 60,000
To recognize collection of interest

c. Notes Receivable
On March 15, 2014, a government hospital received promissory notes from several
patients amounting to P100,000 payable in 6 months with 6% annual interest. The
accounting entries to recognize the transactions follow:

Account Title Account Code Debit Credit

March 15, 2014
Notes Receivable 10301020 P 100,000
Hospital Fees 40202170 P 100,000
To recognize the receipt of the promissory note
August 15, 2014
Impairment Loss-Loans and
Receivables 50503020 P 30,000
Allowance for Impairment-Notes
Receivable 10301021 P 30,000
To recognize impairment of Notes Receivable

September 15, 2014

Cash-Collecting Officers 10101010 P 70,000
Allowance for Impairment-Notes
Receivable 10301021 30,000
Notes Receivable 10301020 P 100,000
To recognize collection of the balance of the Notes Receivable
Cash-Collecting Officers 10101010 P 2,850
Interest Income 40202210 P 2,850
To recognize collection of interest income

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 Sec. 25. Illustrative Accounting Entries on Financial Liabilities

On January 1, 2014 the BTr issued a 5-year 9% P100,000 domestic bonds at 10% effective
interest rate for P96,149. Interests are paid semi-annually. The amortization schedule based on
the information given is presented below:

Amortization Schedule
Debit
Interest Amortization Credit Carrying
Interest balance of
Expense of Bond Balance of Amount of
Date Expense Bond
(4.5% x Discount Bonds the Bonds
(5% x G1) Discount
FV) (C-B) Payable (F-E)
(E1-D)
A B C D E F G
January 1, 2014 3,851.00 100,000 96,149.00
June 30, 2014 4,500 4,807.45 307.45 3,543.55 100,000 96,456.45
December 31, 2014 4,500 4,822.82 322.82 3,220.73 100,000 96,779.27
June 30, 2015 4,500 4,838.96 338.96 2,881.76 100,000 97,118.24
December 31, 2015 4,500 4,855.91 355.91 2,525.85 100,000 97,474.15
June 30, 2016 4,500 4,873.71 373.71 2,152.14 100,000 97,847.86
December 31, 2016 4,500 4,892.39 392.39 1,759.75 100,000 98,240.25
June 30, 2017 4,500 4,912.01 412.01 1,347.74 100,000 98,652.26
December 31, 2017 4,500 4,932.61 432.61 915.13 100,000 99,084.87
June 30, 2018 4,500 4,954.24 454.24 460.88 100,000 99,539.12
December 31, 2018 4,500 4,960.88 460.88 - 100,000 100,000.00
E1 – previous balance of the Bond Discount
G1 – previous Carrying Amount of the Bonds

The accounting entries are as follows:

Account Title Account Code Debit Credit

January 1, 2014
Cash in Bank-Local Currency, Bangko
Sentral ng Pilipinas 10102010 P 96,149
Discount on Bonds Payable-Domestic 20102021 3,851
Bonds Payable-Domestic 20102020 P 100,000
To recognize the issue of bonds

June 30, 2014

Interest Expenses 50301020 P 4,500
Cash in Bank-Local Currency,
Bangko Sentral ng Pilipinas 10102010 P 3,600
Due to BIR 20201010 900
To recognize payment of semi-annual interest and taxes withheld from the investor

Due to BIR 20201010 P 900

Cash-Tax Remittance Advice 10104070 P 900
To recognize remittance to BIR of the withheld final tax

June 30, 2014

Interest Expenses 50301020 P 307.45
Discount on Bonds Payable-
Domestic 20102021 P 307.45
To recognize amortization of bond discount

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 Account Title Account Code Debit Credit
December 31, 2014
Interest Expenses 50301020 4,500
Cash in Bank-Local Currency,
Bangko Sentral ng Pilipinas 10102010 3,600
Due to BIR 20201010 900
To recognize payment of semi-annual interest and taxes withheld

Due to BIR 20201010 P 900

Cash-Tax Remittance Advice 10104070 P 900
To recognize remittance to BIR of the final tax withheld

Interest Expenses 50301020 P 322.82

Discount on Bonds Payable-
Domestic 20102021 P 322.82
To recognize amortization of bond discount

December 31, 2018

Bonds Payable-Domestic 20102020 P 100,000
Cash in Bank-Local Currency,
Bangko Sentral ng Pilipinas 10102010 P 100,000
To recognize redemption of the bonds

Sec. 26. Presentation in the Financial Statements. Financial instruments accounts

shall appear in the Statement of Financial Position as follows.

ABC Agency
Condensed Statement of Financial Position
As at December 31, 2014

Asssets Note 2015 2014

Current Assets
Cash and Cash Equivalents 6 xxx xxx
Investments 7 xxx xxx
Receivables 8 xxx xxx
Non-Current Assets
Investments 7 xxx xxx
Receivables 8 xxx xxx

Liabilities and Equity

Current Liabilities
Financial Liabilities 15 xxx xxx

Non-Current Liabilities
Financial Liabilities 15 xxx xxx

Note: Refer to Annex F of Volume I of this Manual for the sample disclosure in the Notes to the
Financial Statements.

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 Sec. 27. Forms and Reports to be Prepared and Maintained. The following
schedules and forms shall be prepared and maintained by the agencies relative to their financial
instruments accounts:

a. To be prepared by all National Government Agencies

1. Schedule of Accounts Payable (Appendix 54)

2. Schedule of Accounts Receivable (Appendix 55)
3. Registry of Accounts Written-Off (Appendix 56)

b. The BTr shall maintain records on loan availments and repayments, grant availments
and utilization, and guaranteed loans using its computerized application.

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 Chapter 8

INVENTORIES

Sec. 1. Scope. This Chapter covers the definition, recognition, measurement, cost
formulas to be used and related disclosure requirement in accordance with PPSAS 12 on
Inventories. It includes specific guidelines and procedures on acquisition, issue, disposal and
impairment of inventory and defines the benchmark for those tangible items not enough to be
considered as Property, Plant and Equipment (PPE).

Sec. 2. Definition of Terms. For the purpose of this Manual, the terms used as stated
below shall be construed to mean as follows: (Par. 9, PPSAS 12)

a. Current Replacement Cost – is the cost the entity would incur to acquire the asset on
the reporting date.

b. Fair Value – is the amount for which the same inventory could be exchanged
between knowledgeable and willing buyers and sellers in the marketplace.

c. Inventories are assets:

1. In the form of materials or supplies to be consumed in the production process

(examples: materials and supplies awaiting use in the production process);

2. In the form of materials or supplies to be consumed or distributed in the rendering

of services (examples: office supplies, ammunitions, maintenance materials);

3. Held for sale or distribution in the ordinary course of operations (examples:

merchandise purchased by an entity and held for resale, or land and other
property held for sale, agricultural produce); or

4. In the process of production for sale or distribution (examples: goods purchased

or produced for distribution to other parties for no charge or for a nominal charge
like educational books produced by a health authority for donation to schools).

d. Net Realizable Value – is the estimated selling price in the ordinary course of
operations, less the estimated costs of completion and the estimated costs necessary to
make the sale, exchange, or distribution. It is the net amount that an entity expects to
realize from the sale of inventory in the ordinary course of operations. (Pars. 9 & 10,
PPSAS 12)

e. Perpetual Inventory System – is a system that continually tracks all additions to and
deletions from inventory

Sec. 3. Cost of Inventories. The cost of inventories shall comprise all costs of purchase,
costs of conversion (materials, labor and overhead) and other costs incurred in bringing the
inventories to their present location and condition, excluding abnormal amounts of wasted
materials, labor, other production and selling costs, administrative overheads that do not
contribute to bringing inventories to their present location and condition. Trade discounts, rebates,
and other similar items are deducted in determining the costs of purchase. (Pars. 18, 19 & 25,
PPSAS 12)

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 Sec. 4. Measurement. Inventories shall be measured as follows:

a. At the lower of cost and net realizable value. However, where inventories are
acquired through a non-exchange transaction, their costs shall be measured at their
fair value as at the date of acquisition; (Pars. 15-16, PPSAS 12)

b. At the lower of cost and current replacement cost where they are held for distribution
at no charge or for a nominal charge, or for consumption in the production process of
goods to be distributed at no charge or for a nominal charge; or (Par. 17, PPSAS 12)

c. In accordance with PPSAS 27, inventories comprising agricultural produce that an

entity has harvested from its biological assets shall be measured on initial recognition
at their fair value less costs to sell at the point of harvest. (Par. 29, PPSAS 12)

Sec. 5. Cost Formulas. The cost of inventories of items that are not ordinarily
interchangeable, and goods or services produced and segregated for specific projects, shall be
assigned by using the specific identification of their individual costs. Specific identification of
costs means that specific costs are attributed to identified items of inventory. This is appropriate
treatment for items that are segregated for a specific project, regardless of whether they have been
bought or produced. However, specific identification of costs is inappropriate when there are
large numbers of items of inventory that are ordinarily interchangeable. In such circumstances,
the method of selecting those items that remain in inventories could be used to obtain
predetermined effects on the surplus or deficit for the period. (Par. 32-33, PPSAS 12)

For interchangeable items, cost is determined using the weighted average cost formula.
(PAG2 and Par. 35, PPSAS 12)

Sec. 6. Weighted Average Method. The weighted average method shall be used for
costing inventories. This method calls for the re-calculation of the average cost of all items in
stock after every purchase. Therefore, the weighted average cost is the total cost of all units
subsequent to the latest purchase, divided by their total number of units available. The
Accounting Division/Unit shall be responsible in computing the cost of inventory on a regular
basis as shown in the following sample Supplies Ledger Card (SLC) (Appendix 57).

SUPPLIES LEDGER CARD

______________________
Entity Name
Inventory Item No. : 10404010-003
Description : INK CARTRIDGE Fund Cluster : (01) Regular
Agency
Unit of Measurement : piece Reorder Point : 3
Receipt Issue Balance No. of
Date Reference Days to
Qty. Unit Cost Total Cost Qty. Unit Cost Total Cost Qty. Unit Cost Total Cost
Consume
Beginning
01-01-2015 1 1,332.55 1,332.55
Balance
JEV-01-2015-
01-10-2015 12 1,399.18 16,790.16 13 1,394.05 18,122.71
01-0356
JEV-01-2015-
01-15-2015 10 1,394.05 13,940.50 3 1,394.05 4,182.15
01-0357
JEV-01-2015-
01-20-2015 4 1,539.10 6,156.40 7 1,476.94 10,338.55
01-0358
JEV-01-2015-
01-23-2015 5 1,476.94 7,384.70 2 1,476.94 2,953.88
01-3449
JEV-01-2015-
02-10-2015 8 1,490.00 11,920.00 10 1,487.39 14,873.88
02-5454
JEV-01-2015-
02-15-2015 5 1,487.39 7,436.95 5 1,487.39 7,436.95
02-5668

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 Sec. 7. Recognition as an Expense. When inventories are sold, exchanged, or
distributed, their carrying amount shall be recognized as an expense in the period in which the
related revenue is recognized. If there is no related revenue, the expense is recognized when the
goods are distributed or the related service is rendered.

The amount of any write-down to net realizable value and all losses of inventories shall
be recognized as an expense in the period the write-down or loss occurs. Reversal of any write-
down of inventories arising from increase in net realizable value shall be recognized as a
reduction in the amount of inventories recognized as an expense in the period in which the
reversal occurs. (Par. 44, PPSAS 12)

Sec. 8. Impairment. An asset is said to be impaired if the cost of inventories held for
sale is higher than the net realizable value or the cost of inventories held for distribution or
consumption is higher than the current replacement cost. The difference between the cost and net
realizable value/current replacement cost shall be recognized as an expense in the financial
statement.

Sec. 9. Perpetual Inventory Method. Supplies and materials purchased for inventory
purpose shall be recorded using the perpetual inventory system, resulting in a more accurate
inventory records and a running total for the cost of goods sold in each period. The system
requires accounting records to show the amount of inventory on hand at all times through the
maintenance of the SLC (Appendix 57) by the Accounting Division/Unit and Stock Card (SC)
(Appendix 58) by the Supply and/or Property Division/Unit for each item in stock. Regular
purchases shall be coursed through the inventory account and issues thereof shall be recorded as
they take place except for supplies and materials purchased out of PCF for immediate use or on
emergency cases which shall be charged directly to the appropriate expense accounts.

Sec. 10. Semi-expendable Property. Tangible items below the capitalization threshold
of P15,000 shall be accounted as semi-expendable property. The following policies apply as
follows:

a. Semi-expendable property which were recognized as PPE shall be reclassified to the

affected accounts.

b. These tangible items shall be recognized as expenses upon issue to the end-user.

Sec. 11. Accountability over Semi-expendable Property. Inventory Custodian Slip

(ICS) (Appendix 59) shall be issued to end-user of Semi-expendable Property to establish
accountability over them. Accountability shall be extinguished upon return of the item to the
Property and Supply Division/Unit or in case of loss, upon approval of the relief from property
accountability.

Sec. 12. Disclosure and Presentation. The financial statements shall disclose:

a. The accounting policies adopted in measuring inventories, including the cost formula
used;

b. The total carrying amount of inventories and the carrying amount in classifications
appropriate to the entity;

c. The carrying amount of inventories carried at fair value less costs to sell;

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 d. The amount of inventories recognized as an expense during the period;

e. The amount of any write-down of inventories recognized as an expense in the period;

f. The amount of any reversal of any write-down that is recognized in the statement of
financial performance in the period;

g. The circumstances or events, such as changed economic circumstances, that led to the
reversal of a write-down of inventories; and

h. The carrying amount of inventories pledged as security for liabilities. (Par. 47,
PPSAS 12)

Sec. 13. Inventory Accounting System. The Inventory Accounting System consists of
the system of monitoring, controlling and recording of acquisition and disposal of inventory. The
system starts with the receipt of the purchased inventory items. The requesting office in need of
the inventory items, after the Property and Supply Division/Unit has determined that the items are
not available in stock, shall prepare and cause the approval of the Purchase Request (PR)
(Appendix 60). Based on the approved PR and after accomplishing all the required procedures
adopting a particular mode of procurement, the agency shall issue a duly approved Contract or
Purchase Order (PO) (Appendix 61).

Procedures relative to the obligation of allotment to cover the funding requirement of the
Contract/PO and payment of the inspected and accepted deliveries are discussed under
Chapter 3-Budget Execution, Monitoring and Reporting, and Chapter 6-Disbursements of this
Manual.

Physical count/inventory, which is required semi-annually, is an indispensable procedure

for checking the integrity of property custodianship.

Sec. 14. Inventory Accounting Sub-Systems. The sub-systems for inventory accounting
are as follows:

a. Receipt, Inspection, Acceptance and Recording Deliveries of Inventory Items

b. Requisition and Issue of Inventory Items

c. Transfer and/or Disposal of Inventory Items

Sec. 15. Procedures in the Receipt, Inspection, Acceptance and Recording of

Deliveries of Inventory Items

Area of Seq.
Activity
Responsibility No.
Delivery of Inventory Items
Property and/or Supply
Division/Unit
Property and/or 1 Signs “Received” portion of the original and Copy 2 of
Supply Custodian the Delivery Receipt (DR). Files the original and returns
Copy 2 of the DR to the Supplier/Procurement Service.

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 Area of Seq.
Activity
Responsibility No.
2 Prepares Inspection and Acceptance Report (IAR)
(Appendix 62) in four (4) copies. Forwards Copies 1-4 of
IAR, original of DR, and Copy 2 of approved PO to the
Property Inspector for inspection of deliveries.
Inspection Committee
Property Inspector 3 Inspects and verifies items as to quantity and conformity
to specifications based on the DR and approved PO. If
delivery is not in conformity to the specifications or
delivery is incomplete, indicates notation on the IAR that
the deliveries are not in conformity to specifications
and/or terms agreed under the approved PO and returns
the Copies 1-4 of IAR, original of DR, and Copy 2 of
approved PO to the Property and/or Supply Division/Unit.
If delivery is in order, indicates the date of inspection,
places “√” in the box for “Inspected, verified and found in
order as to quantity and specifications”, and signs the
“Inspection” portion of the IAR. Retains Copy 2 of IAR
and forwards Copies 1, 3 and 4 of IAR, original of DR
and Copy 2 of PO to the Property and/or Supply
Custodian for acceptance of goods delivered.

Property and/or Supply

Division/Unit
Property and/or 4 For deliveries not conforming to specification and/or
Supply Custodian terms of the PO, receives Copies 1-4 of IAR, original of
DR and Copy 2 of PO. Returns the items to the supplier
and requires the latter to comply with the agreed
specifications and/or terms of the PO.

For deliveries in order, indicates the date of acceptance,

places “√” in the box for “Complete as to quantity and
specifications” or “Partial (pls. specify quantity)”, and
signs the “Acceptance” portion of the IAR. Stores the
items delivered for issue to the Requisitioning Office.

5 Forwards Copy 3 of IAR and photocopy of PO and DR to

the Accounting Division/Unit for recording the
received/accepted goods and posting to the SLC, and
Copy 4 of IAR and copy 2 of PO to the Stock Card
Keeper for recording in the SCs.

Note 1 – Distribution of the IAR shall be as follows:

Original – Property and/or Supply

Division/Unit (to be attached to the
DV, together with the original DR)
Copy 2 – Inspector/Inspection Committee
Copy 3 – Accounting Division/Unit (attached
in setting up of payables)
Copy 4 – Property and/or Supply
Division/Unit file

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 Area of Seq.
Activity
Responsibility No.
Accounting
Division/Unit
Receiving/Releasing 6 Records in the logbook the receipt of Copy 3 of IAR and
Staff photocopy of PO and DR and forwards to the Accounting
Staff concerned for the preparation of JEV.

Accounting Staff 7 Based on Copy 3 of the IAR and photocopy of PO and

DR, prepares JEV to recognize the receipt of inventory
items in the books of account (GL). Signs the “Prepared
by” portion of the JEV and forwards the JEV and SDs to
the Chief Accountant/Head of the Accounting
Division/Unit for approval.

Chief Accountant/ 8 Reviews correctness of the journal entries and signs on

Head of Accounting “Certified Correct by” portion of the JEV. Forwards JEV
Division/Unit and SDs to Designated Staff for recording in the GJ.

Property and/or Supply

Division/Unit
Property and/or 9 Prepares DV. Attaches the original IAR, Copy 2 of DR,
Supply Custodian Original copy of PO and photocopy of PR. Forwards
documents to the Accounting Division/Unit for the
processing of DV.

Note 2 – For the preparation of DV, refer to Seq.

1, Sec. 12, Chapter 6-Disbursements of
this Manual.

Note 3 – For succeeding activities on processing

of payment for delivered inventory
items and equipment, refer to Sec. 15,
Procedures in Recording Obligations,
Chapter 3-Budget Execution,
Monitoring and Reporting, and
Sections 12 and 48, Procedures in
Disbursements by Checks/LDDAP-
ADA, Chapter 6-Disbursements of this
Manual.

Note 4 – For purchases made through the

Procurement Service (PS), the DV shall
be prepared on the basis of the approved
Agency Procurement Request (APR).
The payment shall be made directly to
the PS.

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 Area of Seq.
Activity
Responsibility No.
Maintenance of SLC

Accounting
Division/Unit
SLC Keeper 10 Records receipt of delivered/accepted goods and posts
necessary information to the SLC based on the Copy 3 of
IAR, copy of PO and DR.

Sec. 16. Procedures in the Requisition and Issue of Inventory Items

Area of Seq.
Activity
Responsibility No.
Requesting Office
Requesting Personnel 1 Prepares Requisition and Issue Slip (RIS) (Appendix 63)
in three (3) copies.

Note 1 – The RIS shall be distributed as follows:

Original – Accounting Division/Unit

Copy 2 – Requesting Office
Copy 3 – Property and/or Supply
Division/Unit

2 Fills up all the necessary information except for the

‘Issue’ column. Initials in the “Requested by” portion
and forwards the RIS to authorized official for review.
Head/Authorized Official 3 Determines the reasonableness of the quantity and
nature of item/s being requested and ensures that the
same does not exceed the planned usage for the period.
Signs the “Approved by” portion of the RIS.

Requesting Personnel 4 Receives signed RIS and forwards to the Property

and/or Supply Division/Unit for determination of
availability of stocks and/or withdrawal of inventory
items requested.

Property and/or Supply

Division/Unit
Property and/or Supply 5 Receives RIS from Requesting Personnel. Reviews and
Custodian verifies the completeness of information. Indicates a “√”
in the ‘Stock Available? Yes’ column, if item/s being
requisitioned is/are available on stock, or “X” in the
‘Stock Available? No’ column if not available. If item/s
requisitioned is/are available, issues the item/s
requisitioned, indicates the quantity issued in the
‘Issued-Quantity’ column and any remarks in the
‘Issued-Remarks’ column, and signs the “Issued by”
portion. If item/s requisitioned is/are not available,
returns the RIS to the Requisitioning Office for the
preparation of the PR.

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 Area of Seq.
Activity
Responsibility No.

Requesting Office
Requesting Personnel 7 Receives supplies requested and signs in the “Received
by” portion of the RIS.

Note 2 – For items not available on stock, prepares the

PR (Appendix 60) in accordance with the
instructions provided at the back of the form.

Property and/or Supply

Division/Unit
Property and/or Supply 8 Files permanently in numerical order Copy 3 of RIS and
Custodian temporarily the originals of RIS for the preparation of
Report of Supplies and Materials Issued (RSMI)
(Appendix 64).

9 Retrieves the original copies of RIS from temporary

file, ensures the completeness of the RIS and prepares
the RSMI in two (2) copies at the end of the day.

10 Signs the “Certified by” portion of the RSMI.

Stock Card Keeper 11 Receives signed RSMI and forwards to the Accounting
Division/Unit the original copy of RSMI together with
original RIS. Files Copy 2 of RSMI.

Accounting Division/Unit
Accounting Staff 12 Receives the original copy of RSMI and original RIS.
Checks and verifies the completeness of information.
Retrieves SLC from file and fills up the “To be filled up
in the Accounting Division/Unit” portion of RSMI.
Records the RSMI in the SLC and signs in the “Posted
by/date” portion.

13 Prepares JEV in two (2) copies based on the RSMI to

record the issue of stock.

14 Signs the “Prepared by” portion of the JEV and

forwards JEV and SDs to the Chief Accountant/Head of
the Accounting Division/Unit for review and approval.

Chief Accountant/Head 15 Reviews correctness of the accounting entry and

of Accounting completeness of SDs. If in order, signs the “Certified
Division/Unit Correct by” portion of the JEV and forwards Copies 1
and 2 of JEV to the Bookkeeper. If not in order, returns
the JEV and SDs to the Accounting Staff concerned for
correction.

Accounting Staff 17 Receives JEV and SDs for the correction of accounting
entry. Returns the JEV and SDs to the Chief
Accountant/Head of the Accounting Division/Unit for
approval.

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 Area of Seq.
Activity
Responsibility No.
Bookkeeper 16 Receives signed JEV supported with the RSMI and RIS
and records JEV in the GJ. Files copy 2 of JEV.

Note 3 – For succeeding activities, refer to Section on

the Preparation and Submission of Trial
Balances, Financial Statements and Other
Reports in Chapter 19-Financial Reporting of
this Manual.

Sec. 17. Records, Forms and Reports to be prepared and/or maintained. The
following records, forms and reports are prescribed for use:

b. Stock Card (SC) (Appendix 58) – shall be used to record all receipts and issues of
supplies and the balance in quantity at any time. It shall be maintained by the
Property and/or Supply Division/Unit for each item in stock. The IAR, RIS, PO and
DR serve as the original sources of information for making entries on the card.

c. Supplies Ledger Card (SLC) (Appendix 57) – shall be used to record materials
received, issued and the balance both in quantity and amount at any time. It shall be
maintained by the Accounting Division/Unit for each kind of supplies and materials.
The IAR, RIS, RSMI, PO and DR serve as the original sources of information for
making entries on the card.

d. Requisition and Issue Slip (RIS) (Appendix 63) – shall be used by the end-user to
request issue of supplies and materials that are carried on stock. It is also used by the
Property and/or Supply Division/Unit to indicate availability or non-availability of
items requisitioned and/or to record issues of item/s requisitioned.

e. Purchase Request (PR) (Appendix 60) – shall be used by the end-user to request for
the purchase of inventory or item/s not available on stock. It shall be the basis of
preparing the PO.

f. Purchase Order (PO) (Appendix 61) – shall be used by the Property and/or Supply
Custodian to support the purchase of property, supplies and materials, etc. It shall be
issued to the selected supplier indicating, among other information, the specifications,
quantities, and agreed prices of property, supplies and materials to be purchased.

g. Report of Supplies and Materials Issued (RSMI) (Appendix 64) – shall be prepared by
the Property and/or Supply Custodian based on the RIS and shall be used by the
Accounting Division/Unit as basis in preparing the JEV to record the supplies and
materials issued.

h. Waste Materials Report (WMR) (Appendix 65) – shall be used by the Property and/or
Supply Custodian to report all waste materials such as destroyed spare parts and other
materials considered scrap due to replacement.

i. Report on the Physical Count of Inventories (RPCI) (Appendix 66) – shall be used to
report the physical count of supplies by type of inventory as at a given date. It shows
the balance of inventory items per card and per count and shortage/overage, if any.
These include the semi-expendable property wherein the issue is covered by ICS.

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 j. Inspection and Acceptance Report (IAR) (Appendix 62) – shall be used for inspection
and acceptance of purchased and delivered property, supplies and materials.

k. Report of Accountability for Accountable Forms (RAAF) (Appendix 67) – shall be

prepared by the Accountable Officer to report on the movement and status of
accountable forms in his/her possession. The accountable forms include those with or
without face value.

l. Inventory Custodian Slip (ICS) (Appendix 59) – shall be prepared upon issue of semi-
expendable property covered by approved RIS.

Sec. 18. Illustrative Accounting Entries. The following are the illustrative accounting
entries for transactions involving inventories:

a. Inventory Held for Sale:

Account Title Account Code Debit Credit
Merchandise Inventory 10401010 P 1,000
Cash-Modified Disbursement
Systems (MDS), Regular 10104040 P 1,000
To recognize purchase of inventories for sale amounting to P 1,000

Cash-Collecting Officers 10101010 P 1,200

Sales Discounts 40202161 300
Sales Revenue 40202160 P 1,500
To recognize sale of merchandise for P 1,500 at 20% discount

Cost of Sales 50402010 P 1,000

Merchandise Inventory 10401010 P 1,000
To recognize sale of merchandise inventory worth P 1,000

Sales Revenue 40202160 P 1,500

Revenue and Expense
Summary 30301010 P 1,500
To close the Revenue accounts to Revenue and Expense Summary account
Revenue and Expense Summary 30301010 P 1,300
Cost of Sales 50402010 P 1,000
Sales Discount 40202161 300
To close the Expense accounts to Revenue and Expense Summary account

Revenue and Expense Summary 30301010 P 1,200

Accumulated Surplus/(Deficit) 30101010 P 1,200
To close the Revenue and Expense Summary account to Accumulated
Surplus/(Deficit) account

b. Inventory Held for Distribution:

Account Title Account Code Debit Credit
Welfare Goods for Distribution 10402020 P 2,000
Accounts Payable 20101010 P 2,000
To recognize the purchase of welfare goods for distribution

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 Account Title Account Code Debit Credit
Accounts Payable 20101010 P 2,000
Cash-Modified Disbursement
Systems (MDS), Regular 10104040 P 2,000
To recognize payment of welfare goods purchased

Welfare Goods Expenses 50203060 P 2,000

Welfare Goods for Distribution 10402020 P 2,000
To recognize the issue/distribution of goods amounting to P 2,000

Revenue and Expense Summary 30301010 P 2,000

Welfare Goods Expenses 50203060 P 2,000
To close the expense account to Revenue and Expense Summary account

Accumulated Surplus/(Deficit) 30101010 P 2,000

Revenue and Expense
Summary 30301010 P 2,000
To close the Revenue and Expense Summary account to Accumulated
Surplus/(Deficit) account

c. Inventory Held for Manufacturing:

Account Title Account Code Debit Credit
Raw Materials Inventory 10403010 P 1,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 1,000
To recognize purchase of raw materials worth P 1,000

Direct Labor 50401010 P 500

Cash-Modified Disbursement
System (MDS), Regular 10104040 P 500
To recognize direct labor costs incurred in operations for P 500

Manufacturing Overhead 50401020 P 300

Cash-Modified Disbursement
System (MDS), Regular 10104040 P 300
To recognize applied manufacturing overhead amounting to P 300

Work-in-Process Inventory 10403020 P 1,800

Raw Materials Inventory 10403010 P 1,000
Direct Labor 50401010 500
Manufacturing Overhead 50401020 300
To recognize transfer of raw materials, direct labor and manufacturing
overhead to production process amounting to P 1,800

Finished Goods Inventory 10403030 P 1,800

Work-in-Process Inventory 10403020 P 1,800
To recognize transfer of completed units to finished goods worth P 1,800

Cash-Collecting Officers 10101010 P 2,500

Sales Revenue 40202160 P 2,500
To recognize sales revenue of finished goods for P2,500

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 Account Title Account Code Debit Credit
Cost of Sales 50402010 P 1,800
Finished Goods Inventory 10403030 P 1,800
To recognize cost of sales of finished goods inventory worth P1,800

Sales Revenue 40202160 P 2,500

Revenue and Expense
Summary 30301010 P 2,500
To close the Revenue accounts to Revenue and Expense Summary account

Revenue and Expense Summary 30301010 P 1,800

Cost of Sales 50402010 P 1,800
To close the Expense accounts to Revenue and Expense Summary account

Revenue and Expense Summary 30301010 P 700

Accumulated Surplus/(Deficit) 30101010 P 700
To close the Revenue and Expense Summary account to Accumulated
Surplus/(Deficit) account

d. Inventory Held for Consumption:

Account Title Account Code Debit Credit
Office Supplies Inventory 10404010 P 600
Accounts Payable 20101010 P 600
To recognize purchase of office supplies on account amounting to P 600

Office Supplies Expenses 50203010 P 400

Office Supplies Inventory 10404010 P 400
To recognize issue/consumption of office supplies amounting to P 400

Revenue and Expense Summary 30301010 P 520

Office Supplies Expenses 50203010 P 520
To close the expense accounts to Revenue and Expense Summary account

Accumulated Surplus/(Deficit) 30101010 P 520

Revenue and Expense Summary 30301010 P 520
To close the Revenue and Expense Summary account to Accumulated
Surplus/(Deficit) account

e. Semi-Expendable Machinery and Equipment:

Account Title Account Code Debit Credit
Semi-Expendable Machinery 10405010 P 13,000
Cash-Modified Disbursement
System (MDS), Regular 10401010 P 13,000
To recognize purchase of air-conditioning unit amounting to P 13,000

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 Account Title Account Code Debit Credit
Semi-Expendable Office
Equipment 10405020 P 14,500
Cash-Modified Disbursement
System (MDS), Regular 10401010 P 14,500
To recognize purchase of printer amounting to P 14,500

Semi-Expendable Machinery and

Equipment Expenses 50203210 P 27,500
Semi-Expendable Machinery 10405010 P 13,000
Semi-Expendable Office
Equipment 10405020 14,500
To recognize the issue of semi-expendable machinery and office
equipment to end-users

Repairs and Maintenance-Semi-

Expendable Machinery and
Equipment 50213210 P4,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P4,000
To recognize repair of the air-conditioning unit two years after
purchase

Revenue and Expense Summary 30301010 P 31,500

Semi-Expendable Machinery
and Equipment Expenses 50203210 P 27,500
Repairs and Maintenance-
Semi-Expendable Machinery
and Equipment 50213210 4,000
To close the expense account to Revenue and Expense Summary account

Accumulated Surplus/(Deficit) 30101010 P 31,500

Revenue and Expense
Summary 30301010 P 31,500
To close the Revenue and Expense Summary account to Accumulated
Surplus/(Deficit) account

f. Semi-Expendable Furniture, Fixtures and Books:

Account Title Account Code Debit Credit
Semi-Expendable Furniture and
Fixtures 10406010 P 10,000
Cash-Modified Disbursement
System (MDS), Regular 10401010 P 10,000
To recognize purchase of sofa set amounting to P 10,000

Semi-Expendable Books 10406020 P 12,500

Cash-Modified Disbursement
System (MDS), Regular 10401010 P 12,500
To recognize purchase of books amounting to P 12,500

Semi-Expendable Furniture,
Fixtures and Books Expenses 50203220 P 22,500

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 Account Title Account Code Debit Credit
Semi-Expendable Furniture
and Fixtures 10406010 P 10,000
Semi-Expendable Books 10406020 P 12,500
To recognize the issue of semi-expendable furniture, fixtures and books to
end-users

Revenue and Expense Summary 30301010 P 22,500

Semi-Expendable Furniture,
Fixtures and Books
Expenses 50203220 P 22,500
To close the expense account to Revenue and Expense Summary account

Accumulated Surplus/(Deficit) 30101010 P 22,500

Revenue and Expense P 22,500
Summary 30301010
To close the Revenue and Expense Summary account to Accumulated
Surplus/(Deficit) account

g. Impairment and Reversal of Inventories

1. Inventories Held for Sale:

Assume:
Cost P4,000,000
Net Realizable Value* 3,880,000
Impairment Loss P 120,000

*Computation of Net Realizable Value

Estimated Selling Price P4,080,000
Less: Estimated cost of disposal 200,000
Net Realizable Value P3,880,000

Account Title Account Code Debit Credit

Impairment Loss-Inventories 50503070 P120,000
Merchandise Inventory 10401010 P120,000
To recognize impairment loss of inventories held for sale

2. Inventories Held for Distribution:

Assume:

Current
Impairment
Inventories Cost Replacement
Loss
Cost
Office Supplies Inventory P2,000,000 P1,750,000 P250,000
Welfare Goods for Distribution 1,000,000 850,000 150,000
Total P3,000,000 P2,600,000 P 400,000

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 Account Title Account Code Debit Credit
Impairment Loss-Inventories 50503070 P400,000
Office Supplies Inventory 10404010 P250,000
Welfare Goods for
Distribution 10402020 150,000
To recognize impairment loss of Office Supplies Inventory and
Welfare Goods for Distribution

3. Inventories Held for Manufacturing:

Account Title Account Code Debit Credit

Impairment Loss-Inventories 50503070 P 15,000
Raw Materials Inventory 10403010 P 15,000
To recognize impairment of raw materials inventory at the reporting
date – P15,000

Raw Materials Inventory 10403010 P 15,000

Accumulated 30101010 P 15,000
Surplus/(Deficit)
To recognize the reversal of write-down of Raw Materials Inventory
after the reporting date – P 15,000

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 Chapter 9

INVESTMENT PROPERTY

Sec. 1. Scope. This Chapter provides standards, policies, procedures and guidelines in
accounting for investment property (IP) under PPSAS 16, Investment Property. Entities shall
apply these policies on IP, including (a) the measurement in a lessee’s financial statements of IP
interests held under a lease accounted for as a finance lease and (b) the measurement in a lessor’s
financial statements of IP provided to a lessee under an operating lease.

Sec. 2. Definitions of Terms. The following terms are used in this Chapter with the
meanings specified:

a. Carrying amount – is the amount at which an asset is presented in the statement of

financial position.

b. Cash Generating Unit – the smallest identifiable group of assets held with the
primary objective of generating a commercial return that generates cash inflows from
continuing use that are largely independent of the cash inflows from other assets or
groups of assets.

c. Cost – is the amount of cash or cash equivalents paid or the fair value of other
consideration given to acquire an asset at the time of its acquisition or construction.

d. Depreciation – is the systematic allocation of the depreciable amount of an asset over

its useful life.

e. Impairment – a loss in the future economic benefits or service potential of an asset,

over and above the systematic recognition of the loss of the asset’s future economic
benefits or service potential through depreciation.

f. Investment Property – is a property (land or buildings-or part of a building-or both)

held to earn rentals, or for capital appreciation or both. It is not held for use in the
production or supply of goods or services, for administrative purposes, or sale in the
ordinary course of business.

g. Owner-occupied property – is property held (by the owner or by the lessee under a
finance lease) for use in the production or supply of goods or services or for
administrative purposes.

h. Recoverable amount – is the higher of a cash-generating asset’s fair value less costs
to sell and its value in use.

Sec. 3. Items considered as Investment Property. The following are examples of IP:

a. Land held for long-term capital appreciation rather than for short-term sale in the
ordinary course of operations;

b. Land held for a currently undetermined future use;

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 c. A building owned by the entity (or held by the entity under a finance lease) and
leased out under one or more operating leases on a commercial basis;

d. A building that is vacant but is held to be leased out under one or more operating
leases on a commercial basis to external parties;

e. Property that is being constructed or developed for future use as IP; and

f. Significant portion of a property that is held to earn rentals or for capital appreciation
rather than to provide services, and insignificant portion that is held for use in the
production or supply of goods or services or for administrative purposes.

Sec. 4. Items not considered as Investment Property. The following are not IP:

a. Biological assets related to agricultural activity;

b. Mineral rights and mineral reserves such as oil, natural gas and similar non-
regenerative resources;

c. Property held for sale in the ordinary course of operations or in the process of
construction or development for such sale;

d. Property being constructed or developed on behalf of third parties;

e. Owner-occupied property, including:

1. Property held for future use as owner-occupied property;

2. Property held for future development and subsequent use as owner-occupied

property;

3. Property occupied by employees; or

4. Owner-occupied property awaiting disposal.

f. Property that is leased to another entity under a finance lease;

g. Property held to provide a social service and which also generates cash inflows;

h. Property held for strategic purposes; and,

i. Property held for use in the production or supply of goods or services or for
administrative purposes.

Sec. 5. Criteria for Recognition. IP shall be recognized as an asset when, and only
when:

a. It is probable that the future economic benefits or service potential that are associated
with the IP will flow to the entity; and

b. The cost or fair value of the IP can be measured reliably.

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 Sec. 6. Measurement at Initial Recognition. IP shall be measured initially at its cost.
Transaction costs shall be included in this initial measurement. Cost includes purchase price and
any directly attributable expenditures, such as:

a. Professional fees for legal services;

b. Property transfer taxes; and

c. Other transaction costs.

Costs not included at initial recognition:

a. Start-up costs unless they are necessary to bring the property to the condition
necessary for it to be capable of operating in the manner intended by management;

b. Operating losses incurred before the investment property achieves the planned level
of occupancy; or

c. Abnormal amounts of wasted materials, labor or other resources incurred in

constructing or developing the property.

Sec. 7. Mode of Acquisition of Investment Property. IP can be acquired through cash

purchase, non-exchange transaction, construction, exchange of assets and installment.

a. Cash Purchase. The cost of a purchased IP consists of the purchase price and all costs
directly attributable to its acquisition, such as, professional fees for legal services,
property transfer taxes and other transaction costs.

Example: Entity A purchased a land for capital appreciation at a cash price of

P1,000,000. Professional fees and transfer taxes totaling to P50,000 were also paid.
The accounting entry to recognize the purchase shall be as follows:

Account Title Account Code Debit Credit

Investment Property, Land 10501010 P 1,050,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 1,050,000
To recognize purchase of land for capital appreciation

b. Non-exchange Transaction. Where an IP is acquired through a non-exchange

transaction, its cost shall be measured at its fair value as at the date of acquisition.
Non-exchange transactions may be through transfer of property at no cost (donation),
or by the exercise of powers of sequestration.
Example: Entity A received an unconditional donation of a piece of land with a fair
value of P2,000,000. The accounting entry to recognize the receipt of donated land
shall be as follows:

Account Title Account Code Debit Credit

Investment Property, Land 10501010 P 2,000,000
Income from Grants and
Donations in Kind 40402020 P 2,000,000
To recognize receipt of donated land

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c. Self-constructed Property. If an IP is self-constructed, whether by contract or by
administration, all costs related to the construction shall be recognized as
“Construction in Progress” while it is not completed. Upon completion, these costs
shall be transferred to an “Investment Property” account when the criteria for
recognition of such are met.
Example: Entity A constructed a building intended to earn rent income. Contract
price is P11,200,000, inclusive of VAT, payable in two progress billings. Advance
payment to contractor is 15% of the contract price while retention fee is 10% of the
progress billing.

The following are the illustrative accounting entries:

Account Title Account Code Debit Credit
Advances to Contractors 19902010 P 1,680,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 1,680,000
To recognize payment of mobilization fee to contractor
Construction in Progress-
Buildings and Other Structures 10610030 P 5,600,000
Advances to Contractors 19902010 P 1,680,000
Accounts Payable 20101010 3,920,000
To recognize first progress billing – 50% completed
(P11,200,000 x 50% = P5,600,000 – P1,680,000 = P3,920,000)
Accounts Payable 20101010 P 3,920,000
Guaranty/Security Deposits
Payable 20401040 P 560,000
Due to BIR 20201010 350,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 3,010,000
To recognize payment for first progress billing
Cash-Tax Remittance Advice 10104070 P 350,000
Subsidy from National
Government 40301010 P 350,000
To recognize constructive receipt of NCA for TRA

Due to BIR 20201010 P 350,000

Cash-Tax Remittance Advice 10104070 P 350,000
To recognize constructive remittance of withholding tax through TRA

Construction in Progress-
Buildings and Other Structures 10610030 P 5,600,000
Accounts Payable 20101010 P 5,600,000
To recognize receipt of final progress billing

Accounts Payable 20101010 P 5,600,000

Guaranty/Security Deposit
Payable 20401040 P 560,000
Due to BIR 20201010 350,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 4,690,000
To recognize payment of final progress billing

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 Account Title Account Code Debit Credit
Cash-Tax Remittance Advice 10104070 P 350,000
Subsidy from National
Government 40301010 P 350,000
To recognize constructive receipt of NCA for TRA
Due to BIR 20201010 P 350,000
Cash-Tax Remittance Advice 10104070 P 350,000
To recognize constructive remittance of withholding tax through TRA
Investment Property, Buildings 10501020 P 11,200,000
Construction in Progress-
Buildings and Other
Structures 10610030 P 11,200,000
To recognize IP based on the certificate of acceptance
Guaranty/Security Deposits
Payable 20401040 P 1,120,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 1,120,000
To recognize refund of retention fee

Entity A constructed a building by administration with total costs of P1,048,000,

consisting of construction materials (inclusive of VAT), labor costs and various
overhead expenses amounting to P448,000, P350,000, and P250,000, respectively.

The illustrative accounting entries shall be as follows:

Account Title Account Code Debit Credit

Construction Materials Inventory 10404130 P 448,000

Due to BIR 20201010 P 24,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 424,000
To recognize payment of construction materials amounting to P 448,000

Construction in Progress-
Investment Property, Buildings 10599010 P 448,000
Construction Materials
Inventory 10404130 P 448,000
To recognize issue of construction materials amounting to P 448,000

Construction in Progress-
Investment Property, Buildings 10599010 P 350,000
Due to BIR 20201010 P 35,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 315,000
To recognize payment of labor costs amounting to P350,000

Construction in Progress-
Investment Property, Buildings 10599010 P 250,000
Water Expenses 50204010 P 10,000
Electricity Expenses 50204020 150,000
Salaries and Wages-Regular 50101010 90,000
To recognize payment of overhead expenses amounting to P250,000

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 Account Title Account Code Debit Credit

Cash-Tax Remittance Advice 10104070 P 59,000

Subsidy from National
Government 40301010 P 59,000
To recognize constructive receipt of NCA for TRA

Due to BIR 20201010 P 59,000

Cash-Tax Remittance Advice 10104070 P 59,000
To recognize constructive remittance of taxes withheld through TRA

Investment Property, Buildings 10501020 P 1,048,000

Construction in Progress-
Investment Property,
Buildings 10599010 P 1,048,000
To recognize investment property upon completion of construction

d. Installment Payment. If payment for IP is deferred, its cost is the cash price
equivalent. The difference between this amount and the total payments is recognized
as interest expense over the period of credit.

Example: Entity A purchased a land for capital appreciation. Cash price is

P1,120,000, 50% down payment and the balance is payable in 10 equal annual
installments at 10% interest per year.

The accounting entries shall be as follows:

Account Title Account Code Debit Credit

Investment Property, Land 10501010 P 1,120,000

Cash-Modified Disbursement
System (MDS), Regular 10104040 P 510,000
Due to BIR 20201010 50,000
Accounts Payable 20101010 560,000
To recognize initial down payment of P560,000

Accounts Payable 20101010 P 56,000

Interest Expenses 50301020 5,600
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 58,100
Due to BIR 20201010 3,500
To recognize payment of first annual installment

Accounts Payable 20101010 P 56,000

Interest Expenses 50301020 5,600
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 58,100
Due to BIR 20201010 3,500
To recognize payment of second annual installment

Sec. 8. Measurement after Recognition. After initial recognition, an entity shall use
the cost model (PAG 2, PPSAS 16) as its accounting policy and this shall be applied to all of its
investment property. Under this model, IP shall be measured at cost less any accumulated
depreciation and any accumulated impairment losses. The depreciation expense and impairment

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loss to be recognized shall be computed in the same manner as that for PPE. Refer to Chapter 10-
Property, Plant and Equipment for illustrative transactions.

Sec. 9. Transfers To or From Investment Property. Transfers to or from IP shall be

made when, and only when, there is a change in use, as evidenced by the following:

a. Commencement of owner-occupation, for a transfer from IP to owner-occupied

property;

b. Commencement of development with a view to sale, for a transfer from IP to

inventories;

c. End of owner-occupation, for a transfer from owner-occupied property to IP; or

d. Commencement of an operating lease (on a commercial basis) to another party, for a

transfer from inventories to IP.

Sec. 10. Transfer from Investment Property to Owner-occupied Property. Consistent

with application of cost model in recognizing subsequent measurement of PPE, when an entity
converts its IP to owner-occupied property, the latter shall be carried at cost less any accumulated
depreciation and any accumulated impairment loss.

Example: On January 1, 2015, Entity A decided to occupy a building currently used as an

IP. The building has a cost of P20,000,000, original useful life of 10 years, accumulated
depreciation of P9,500,000, allowance for impairment of P500,000, residual value of 5%
of the cost and remaining useful life of 5 years.

The accounting entries shall be as follows:

Account Title Account Code Debit Credit

January 1, 2015
Buildings 10604010 P 20,000,000
Accumulated Depreciation-Investment
Property, Buildings 10501021 9,500,000
Accumulated Impairment Losses-
Investment Property, Buildings 10501022 500,000
Accumulated Depreciation-
Buildings 10604011 P 9,500,000
Accumulated Impairment Losses-
Buildings 10604012 500,000
Investment Property, Buildings 10501020 20,000,000
To recognize transfer from IP to owner-occupied property

January 31, 2015

Depreciation-Buildings and Other
Structures 50501040 P 158,333.33
Accumulated Depreciation-
Buildings 10604011 P 158,333.33
To recognize depreciation of building for the month of January 2015
(P 20,000,000 – 1,000,000/10 x 1/12 = P 158,333.33)

Sec. 11. Transfer from Investment Property to Inventories. When an entity converts
its IP to Inventories, the latter shall be recognized at the carrying amount of the former and shall
be measured in accordance with PPSAS 12-Inventories.

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 Example: On January 1, 2015, Entity A decided to subdivide, develop and sell a land
currently held as an IP. The land has a cost of P20,000,000.

The accounting entry shall be as follows:

Account Title Account Code Debit Credit

January 1, 2015
Merchandise Inventory 10401010 P 20,000,000
Land/Reclaimed Land-06
Investment Property, Land 10501010 P 20,000,000
To recognize transfer from IP to Inventories

Sec. 12. Transfer from Owner-occupied Property to Investment Property. Consistent

with application of cost model in recognizing subsequent measurement of IP, when an entity
converts its owner-occupied property to IP, the latter shall be carried at cost less any accumulated
depreciation and any accumulated impairment loss.

Example: On January 1, 2015, Entity A decided to lease out an owner-occupied building

with a cost of P10,000,000, original useful life of 10 years, accumulated depreciation of
P4,750,000, allowance for impairment of P250,000, residual value of 5% and remaining
useful life of 5 years.

The accounting entries shall be as follows:

Account Title Account Code Debit Credit

January 1, 2015
Investment Property, Buildings 10501020 P10,000,000
Accumulated Depreciation- 4,750,000
Buildings 10604011
Accumulated Impairment Losses-
Buildings 10604012 250,000
Buildings 10604010 P 10,000,000
Accumulated Depreciation-
Investment Property,
Buildings 10501021 4,750,000
Accumulated Impairment
Losses-Investment Property,
Buildings 10501022 250,000
To recognize transfer from PPE to IP

January 31, 2015

Depreciation-Investment Property 50501010 P 79,166.67
Accumulated Depreciation-
Investment Property,
Buildings 10501021 P 79,166.67
To recognize the depreciation of the IP for the month of January 2015

Sec. 13. Transfer from inventories to investment property. When an entity converts
its inventories to IP, the latter shall be recognized at the carrying amount of the former and shall
be depreciated over its remaining useful life applying the policies in this Chapter.

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 Example: A building held for sale in the ordinary course of business is to be leased out by
the entity. The building is carried as inventory at a cost of P10,000,000 at the time of
change in use on June 1, 2015. Residual value is 5% and remaining useful life is 5 years.

The accounting entries shall be as follows:

Account Title Account Code Debit Credit

June 1, 2015
Investment Property, Buildings 10501020 P 10,000,000
Merchandise Inventory 10401010 P 10,000,000
To recognize transfer from Merchandise Inventory to IP

June 30, 2015

Depreciation-Investment Property 50501010 P 158,333.33
Accumulated Depreciation-
Investment Property,
Buildings 10501021 P 158,333.33
To recognize depreciation of IP for the month of June 2015

Sec. 14. Derecognition of Investment Property. An IP shall be derecognized on

disposal or when the IP is permanently withdrawn from use and no future economic benefits or
service potential is expected from its disposal.

Sec. 15. Gains/Losses. Gains or losses arising from the retirement or disposal of IP shall
be determined as the difference between the net disposal proceeds and the carrying amount of the
asset, and shall be recognized in surplus or deficit in the period of the retirement or disposal.

Example: A building held as IP is sold to another entity for P5,000,000. It had a cost of
P4,000,000, accumulated depreciation of P500,000 and allowance for impairment of
P100,000.

The accounting entries shall be as follows:

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P 5,000,000
Accumulated Depreciation-
Investment Property, Buildings 10501021 500,000
Accumulated Impairment Losses-
Investment Property, Buildings 10501022 100,000
Investment Property, Buildings 10501020 P 4,000,000
Gain on Sale of Investment
Property 40501030 1,600,000
To recognize the gain on the disposal of the IP

Sec. 16. Compensation from third parties. Compensation from third parties for IP that
was impaired, lost or given up shall be recognized in surplus or deficit when the compensation
becomes receivable.

Example: A building held as IP was razed by fire. It had a cost of P4,000,000,

accumulated depreciation of P500,000 and allowance for impairment of P100,000.

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 The accounting entries shall be as follows:

Account Title Account Code Debit Credit

Loss of Assets 50504090 P 3,400,000
Accumulated Depreciation-
Investment Property, Buildings 10502011 500,000
Accumulated Impairment Losses-
Investment Property, Buildings 10502012 100,000
Investment Property, Buildings 10502010 P 4,000,000
To recognize the loss of Investment Property, Buildings

Due from Government-Owned or

Controlled Corporations 10303020 P 1,500,000
Other Service Income 40201990 P 1,500,000
To recognize the receivable due from GSIS Insurance Fund

Cash-Collecting Officers 10101010 P 1,500,000

Due from Government-Owned or
Controlled Corporations 10303020 P 1,500,000
To recognize collection from GSIS Insurance Fund

Cash-Treasury/Agency Deposit,
Regular 10104010 P 1,500,000
Cash-Collecting Officers 10101010 P 1,500,000
To recognize remittance to BTr

Sec. 17. Impairment of Investment Property. An asset is said to be impaired when its
carrying amount in the SFP exceeds its recoverable amount due to fall in market value of an asset.
The following policies apply to impairment of an asset:

a. At each reporting date, an entity shall assess whether there is an indication that an asset
may be impaired. If an indication of impairment exists, the entity shall estimate the
recoverable amount of the asset. In assessing whether there is an impairment of an asset,
an entity shall consider, as a minimum, the following indications:

1. External sources of information:

i. During the period, an asset’s market value has declined significantly more
than would be expected as a result of the passage of time or normal use;

ii. Significant changes with an adverse effect on the entity have taken place
during the period, or will take place in the near future, in the technological,
market, economic, or legal environment in which the entity operates, or in the
market to which an asset is dedicated;

iii. Market interest rates or other market rates of return on investments have
increased during the period, and those increases are likely to affect the
discount rate used in calculating an asset’s value in use and decrease the
asset’s recoverable amount materially;

2. Internal sources of information:

i. Evidence is available of obsolescence or physical damage of an asset;

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 ii. Significant changes with an adverse effect on the entity have taken place
during the period, or are expected to take place in the near future, in the
extent to which, or the manner in which, an asset is used or is expected to be
used. These changes include the asset becoming idle, plans to discontinue or
restructure the operation to which an asset belongs, plans to dispose of an
asset before the previously expected date, and reassessing the useful life of an
asset as finite rather than indefinite;

iii. A decision to halt the construction of the asset before it is complete or in a

usable condition; and

iv. Evidence is available from internal reporting that indicates that the economic
performance of an asset is, or will be, worse than expected, which includes
the existence of:

(a) Cash flows for acquiring the asset, or subsequent cash needs for
operating or maintaining it, that are significantly higher than those
originally budgeted;

(b) Actual net cash flows or surplus or deficit flowing from the asset that are
significantly worse than those budgeted;

(c) A significant decline in budgeted net cash flows or surplus, or a

significant increase in budgeted loss, flowing from the asset; or

(d) Deficits or net cash outflows for the asset, when current period amounts
are aggregated with budgeted amounts for the future. (Par. 25 and 27,
PPSAS 26)

b. The computation for impairment loss is shown in the formula below:

Impairment Loss = Carrying Amount less Recoverable Amount

Cost less Accumulated Depreciation and Accumulated

Carrying amount =
Impairment Loss

Recoverable Amount = Higher of Fair Value less Cost to sell and Value in Use

Value in Use = Present Value of the Asset’s estimated future cash flows

Estimates of future cash flows shall include:

1. Projections of cash inflows from the continuing use of the asset;

2. Projections of cash outflows that are necessarily incurred to generate the

cash inflows from continuing use of the asset (including cash outflows to
prepare the asset for use) and can be directly attributed, or allocated on a
reasonable and consistent basis, to the asset; and

3. Net cash flows, if any, to be received (or paid) for the disposal of the asset
at the end of its useful life. (Par. 52, PPSAS 26)

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c. The impairment loss shall be recognized as an expense in the financial statement.

Example:

Investment Property, Buildings (with estimated

useful life of 40 years) P35,000,000
Accumulated Depreciation (for 25 years) 20,781,250
Carrying Amount P14,218,750

Fair Value (net of cost to sell) of Investment

Property, Buildings P14,150,000
Value in Use P13,500,000

Recoverable Amount P14,150,000

Computation of impairment loss:

Carrying Amount P14,218,750
Less: Recoverable amount (Fair Value) 14,150,000
Impairment Loss P 68,750

The accounting entry to recognize impairment loss is as follows:

Account Title Account Code Debit Credit

Impairment Loss-Investment Property
Buildings-02 50503080 P68,750
Accumulated Impairment Losses-
Investment Property, Buildings 10502012 P68,750
To recognize impairment loss of the investment property

d. After the recognition of an impairment loss, the depreciation charge for the asset shall be
adjusted in future periods to allocate the asset’s revised carrying amount, less its residual
value, on a systematic basis over its remaining useful life. Depreciation after the
recognition of an impairment loss shall be computed as follows:

Revised Carrying Amount – Residual Value

Depreciation Expense =
Remaining Estimated Useful Life (in months)

Example: Investment Property, Buildings P35,000,000

Less: Accumulated Depreciation (25 years) 20,781,250
Impairment Loss 68,750
Revised Carrying Amount P14,150,000

P14,150,000 – P1,750,000
P 68,888.89 =
180 mos.

The accounting entry to recognize the adjusted depreciation is as follows:

Account Title Account Code Debit Credit

Depreciation-Investment Property 50501010 P 68,888.89
Accumulated Depreciation-
Investment Property, Buildings 10502011 P 68,888.89
To recognize monthly depreciation expense after recognition of an
impairment loss

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 e. If there is any indication that an asset may be impaired, the recoverable amount shall be
estimated for the individual asset. If it is not possible to estimate the recoverable amount
of the individual asset, an entity shall determine the recoverable amount of the cash-
generating unit to which the asset belongs (the asset’s cash-generating unit). (Par. 77,
PPSAS 26)

An impairment loss shall be recognized for a cash-generating unit if, and only if,
the recoverable amount of the unit is less than the carrying amount of the unit. The
impairment loss shall be allocated to reduce the carrying amount of the cash-
generating assets of the unit on a pro rata basis, based on the carrying amount of each
asset in the unit. These reductions in carrying amounts shall be treated as impairment
losses on individual assets and recognized immediately in surplus or deficit.
(Par. 91, PPSAS 26)

In allocating an impairment loss, an entity shall not reduce the carrying amount of
an asset below the highest of:

1. Its fair value less costs to sell (if determinable);

2. Its value in use (if determinable); and

3. Zero.

The amount of the impairment loss that would otherwise have been allocated to
the asset shall be allocated pro rata to the other cash generating assets of the unit.
(Par. 92, PPSAS 26)

Sec. 18. Reversal of Impairment Loss. An entity shall assess whether there is any
indication that an impairment loss recognized in prior periods for an asset may no longer exist or
may have decreased. If such indication exists, the entity shall estimate the recoverable amount of
that asset.

a. The entity shall consider, at the minimum, the following indications in assessing
whether an impairment loss recognized in prior periods for an asset may no longer
exist or may have decreased:

1. External sources of information:

i. The asset’s market value has increased significantly during the period;

ii. Significant changes with a favorable effect on the entity have taken place
during the period, or will take place in the near future, in the technological,
market, economic, or legal environment in which the entity operates or in the
market to which the asset is dedicated; and

iii. Market interest rates or other market rates of return on investments have
decreased during the period, and those decreases are likely to affect the
discount rate used in calculating the asset’s value in use and increase the
asset’s recoverable amount materially.

2. Internal sources of information:

i. Significant changes with a favorable effect on the entity have taken place
during the period, or are expected to take place in the near future, in the
extent to which, or the manner in which, the asset is used or is expected to be

157
 used. These changes include costs incurred during the period to improve or
enhance the asset’s performance or restructure the operation to which the
asset belongs;

A decision to resume construction of the asset that was previously halted

before it was completed or in a usable condition; and

ii. Evidence is available from internal reporting that indicates that the economic
performance of the asset is, or will be, better than expected.

b. If the impairment loss recognized for an asset no longer exists or may have decreased,
this indicates that the remaining useful life, the depreciation method or the residual
value may need to be reviewed and adjusted even if no impairment loss is reversed
for the asset.

c. An impairment loss recognized in prior periods for an asset shall be reversed if, and
only if, there has been a change in the estimates used to determine the asset’s
recoverable amount since the last impairment loss was recognized. If this is the case,
the carrying amount of the asset shall be increased to its recoverable amount. That
increase is a reversal of an impairment loss.

d. The increased carrying amount of an asset attributable to a reversal of an impairment

loss shall not exceed the carrying amount that would have been determined (net of
depreciation or amortization) had no impairment loss been recognized for the asset in
prior periods.

e. A reversal of an impairment loss for an asset shall be recognized immediately in

surplus or deficit.

The following are the procedures in recognizing reversal of impairment loss:

1. Determine the recoverable amount, which is the higher between the fair value less
cost to sell and the value in use, of the investment property.

2. Compare the recoverable amount with the carrying amount (net of accumulated
depreciation and accumulated impairment losses) as at the reporting period. If the
recoverable amount is higher than the carrying amount, the difference is the
estimated reversal of previously recognized impairment loss or a portion thereof.
On the other hand, if the recoverable amount is equal to or lower than the
carrying amount, no reversal shall be recognized.

3. Compute the carrying amount (net of accumulated depreciation) had no

impairment loss been recognized in prior periods.

4. Compare the carrying amount (net of accumulated depreciation and accumulated

impairment losses) with the carrying amount (net of accumulated depreciation)
had no impairment loss been recognized in prior periods. If the former is lesser
than the latter, the difference is compared with the estimated reversal computed in
(2).

5. The amount of reversal of the impairment loss is the lower of the difference
between the two carrying amounts referred to in (4) and the estimated reversal
in (2).

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Example of Reversal of Impairment Loss:

Step Assumptions and Computations Amount

Investment Property, Buildings P35,000,000.00

Less: Accumulated Depreciation, Investment Property,
Buildings (27 years)
Accumulated Depreciation (25 years) P20,781,250.00
Accumulated Depreciation (2 years)
(68,055.56 x 24 months) 1,653,333.33 22,434,583.33
Accumulated Impairment Losses 68,750.00
Revised Carrying Amount, December 31 (27th year) P 12,496,666.67

1 Assume on December 31 of the 27th year:

Fair value less cost to sell P 13,000,000.00
Value in Use (present value of future cash flows) P 12,700,000.00

Recoverable Amount P 13,000,000.00

2 Computation of the estimated reversal of impairment loss:

Recoverable Amount P 13,000,000.00
Carrying Amount with impairment loss, December 31 12,496,666.67
(27th year)
Estimated Reversal P 503,333.33

3 Computation of the Carrying Amount as if no impairment

loss is recognized:
Cost of Investment Property, Buildings P35,000,000.00
Less: Accumulated Depreciation-Investment Property,
Buildings (for 27 years) 22,443,750.00
Carrying Amount had no impairment loss been
recognized in prior years P12,556,250.00

4 Computation of the difference between the two carrying

amounts:
Carrying Amount had no impairment loss been
recognized in prior years P 12,556,250.00
Carrying Amount with impairment 12,496,666.67
Difference P 59,583.33

5 Comparison between the estimated reversal in Step 2 and

the difference in Step 4
Estimated Reversal P 503,333.33
Difference P 59,583.33

The amount of reversal of the impairment loss is the

lower of the two amounts. P 59,583.33

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 The accounting entry to recognize reversal of impairment loss recognized in
previous year:

Account Title Account Code Debit Credit

Accumulated Impairment Losses-
Investment Property, Buildings 10502012 P 59,583.33
Reversal of Impairment Losses 40602010 P 59,583.33
To recognize reversal of impairment loss

Example of No Reversal of Impairment Loss:

Step Assumptions and Computations Amount

1 Assume on December 31 of the 27th year:
Fair value less cost to sell P 12,000,000.00
Value in Use (present value of future cash flows) P 10,000,000.00

Recoverable Amount P 12,000,000.00

2 Computation of the estimated reversal of impairment loss:

Recoverable Amount P 12,000,000.00
Carrying Amount with impairment loss, December 31 12,496,666.67
(27th year)
Difference (P 496,666.67)

Note: No reversal of impairment loss shall be recognized.

f. After a reversal of an impairment loss is recognized, the depreciation (amortization)

charge for the asset shall be adjusted in future periods to allocate the asset’s revised
carrying amount, less its residual value (if any), on a systematic basis over its
remaining useful life.

g. A reversal of an impairment loss for a cash-generating unit shall be allocated to the

cash-generating assets of the unit pro rata with the carrying amounts of those assets.
These increases in carrying amounts shall be treated as reversals of impairment losses
for individual assets and recognized immediately in surplus or deficit. No part of the
amount of such a reversal shall be allocated to a non-cash-generating asset
contributing service potential to a cash-generating unit. (Par. 110, PPSAS 26)

In allocating a reversal of an impairment loss for a cash-generating unit, the

carrying amount of an asset shall not be increased above the lower of:

1. Its recoverable amount (if determinable); and

2. The carrying amount that would have been determined (net of amortization or
depreciation) if no impairment loss had been recognized for the asset in prior
periods.

The amount of the reversal of the impairment loss that would otherwise have
been allocated to the asset shall be allocated pro rata to the other assets of the unit.
(Par. 111, PPSAS 26)

Sec. 19. Accounting Records to be Prepared and Maintained. The Accounting

Division/Unit shall record promptly the acquisition, description, estimated life, depreciation,

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impairment loss, disposal, and other information for each class of IP in the Investment Property
Ledger Card (IPLC) (Appendix 68). The IPLC shall be reconciled with the inventory of the asset
and the control accounts and any discrepancies shall be immediately verified and adjusted.

Sec. 20. Disclosures. An entity shall disclose:

a. That it applies the cost model;

b. When classification is difficult, the criteria it uses to distinguish IP from owner-

occupied property and from property held for sale in the ordinary course of
operations;

c. The amounts recognized in surplus or deficit for:

1. Rental revenue from IP;

2. Direct operating expenses (including repairs and maintenance) arising from IP

that generated rental revenue during the period; and

3. Direct operating expenses (including repairs and maintenance) arising from IP

that did not generate rental revenue during the period.

d. The existence and amounts of restrictions on the realizability of IP or the remittance

of revenue and proceeds of disposal;

e. Contractual obligations to purchase, construct or develop IP or for repairs,

maintenance, or enhancements;

f. The depreciation methods used;

g. The useful lives or the depreciation rates used;

h. The gross carrying amount and the accumulated depreciation (aggregated with
accumulated impairment losses) at the beginning and end of the period;

i. The reconciliation of the carrying amount of IP at the beginning and end of the
period, showing the following:

1. Additions, disclosing separately those additions resulting from acquisitions and

those resulting from subsequent expenditure recognized as an asset;

2. Additions resulting from acquisitions through entity combinations;

3. Disposals;

4. Depreciation;

5. The amount of impairment losses recognized, and the amount of impairment

losses reversed, during the period in accordance with PPSAS 21 or PPSAS 26, as
appropriate;

6. The net exchange differences arising on the translation of the financial statement
into a different presentation currency, and on translation of a foreign operation
into the presentation currency of the reporting entity;

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 7. Transfers to and from inventories and owner-occupied property; and

8. Other changes.

Sec. 21. Procedures in Recording Investment Property. The procedures in recording

investment property are as follows:

Area of Seq.
Activity
Responsibility No.
Acquisition of IP

Property and/or Supply 1 Cash purchase/Installment payment

Division/Unit
Follow the same procedures as prescribed under Sec.
46, Chapter VI – Disbursements. Assigns property
number on the IP and indicates the same on the IAR.
Forwards the IAR to the Accounting Division/Unit.

2 Self-construction of IP (by administration or by

contract)

Follow the same procedures as prescribed under Sec.

46-47, Chapter 10 – Property, Plant and Equipment.
Assigns property number on the IP and indicates the
same on the Certificate of Acceptance (CAc).
Forwards the CAc to the Accounting Division/Unit.

Accounting 3 Initial Recognition

Division/Unit
Based on the supporting documents, prepare JEV to
recognize the IP in the books of accounts (GJ, GL
and IPLC).

Cash/Treasury Unit 4 Generation of Income

Issues OR for the rent income. Follows the same

procedures as prescribed under Sec. 43 - Procedures
on Collections and Deposits, Chapter V – Revenue
and Other Receipts.

Accounting 5 Depreciation
Division/Unit
Prepares JEV to recognize the monthly depreciation
in the books of accounts (GJ, GL and IPLC).

6 Impairment Loss, if applicable

Prepares JEV to recognize impairment loss, if

applicable, in the books of accounts (GJ, GL and
IPLC).

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 Area of Seq.
Activity
Responsibility No.
7 Reversal of Impairment Loss, if applicable

Prepares JEV to recognize reversal of impairment

loss, if applicable, in the books of accounts (GJ, GL
and IPLC).

8 Disposal

Sale of IP held for capital appreciation

Upon sale of IP, prepares JEV to derecognize the IP

and recognize the gain/loss in the books of accounts
(GJ, GL and IPLC) based on SDs.

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 Chapter 10

PROPERTY, PLANT AND EQUIPMENT

Sec. 1. Scope. This Chapter covers accounting for Property, Plant and Equipment (PPE)
which includes land; land improvements; buildings and other structures; machinery and
equipment; transportation equipment; furniture, fixtures and books; leasehold improvements; and
other PPE including specialist military equipment, infrastructure assets, and heritage assets. It
also, covers accounting treatment, recognition, measurement, derecognition to ensure that all
PPEs are properly valued and recorded, and the disclosure requirements in reporting PPE.

Sec. 2. Definition of Terms. When used in this Manual, the following terms shall mean:

a. Carrying Amount – is the amount at which an asset is recognized after deducting any
accumulated depreciation and accumulated impairment losses.

b. Cost – is the amount of cash or cash equivalents paid and the fair value (FV) of the
other consideration given to acquire an asset at the time of its acquisition or
construction.

c. Depreciation – is the systematic allocation of the depreciable amount of an asset over

its useful life.

d. Depreciable Amount – is the cost of an asset, or other amount substituted for cost,
less its residual value.

e. Entity-specific Value – is the present value (PV) of the cash flows an entity expects to
arise from the continuing use of an asset and from its disposal at the end of its useful
life or expects to incur when settling a liability.

f. Exchange Transactions – are transactions in which one entity receives assets or

services, or has liabilities extinguished, and directly gives approximately equal value
(primarily in the form of cash, goods, services, or use of assets) to another entity in
exchange.

g. Fair Value – is the amount for which an asset could be exchanged or a liability
settled, between knowledgeable, willing parties in an arm’s length transaction.

h. Impairment Loss of a Cash-generating Asset – is the amount by which the carrying

amount of an asset exceeds its recoverable amount.

i. Impairment Loss of a Non Cash-generating Asset – is the amount by which the

carrying amount of an asset exceeds its recoverable service amount.

j. Non-exchange Transactions – are transaction where an entity either receives value

from another entity without directly giving approximately equal value in exchange, or
gives value to another entity without directly receiving approximately equal value in
exchange.

k. Property, Plant and Equipment – are tangible assets that are:

1. purchased, constructed, developed or otherwise acquired;

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 2. held for use in the production or supply of goods or services or to produce
program outputs;
3. for rental to others;
4. for administrative purposes;
5. expected to be used during more than one reporting period; and
6. not intended for resale in the ordinary course of operations.

l. Residual Value – is the equivalent to at least five percent (5%) of the cost of an asset
that the entity would currently obtain from disposal of the asset, after deducting the
estimated costs of disposal, if the asset were already of the age and in the condition
expected at the end of its useful life, unless a more appropriate percentage is
determined by an entity based on their operation.

m. Recoverable Service Amount – is the higher of a non cash-generating asset’s fair

value less costs to sell and its value in use.

n. Useful Life – is the period over which an asset is expected to be available for use by
an entity; or the number of production or similar units expected to be obtained from
the asset by an entity.

o. Value in use of a cash generating asset – the present value of the estimated future
cash flows expected to be derived from the continuing use of an asset and from its
disposal at the end of its useful life.

p. Value in use of a non-cash generating asset – the present value of the asset’s
remaining service potential.

Sec. 3. Criteria for Recognition. The cost of an item of PPE shall be recognized as
assets if, and only if:

a. it is probable that the future economic benefits or service potential associated with the
item will flow to the entity;

b. the cost or fair value of the item can be measured reliably;

c. beneficial ownership and control clearly rest with the government;

d. the asset is used to achieve government objectives; and

e. it meets the capitalization threshold of P15,000.

Under this recognition principle, an entity shall evaluate all its PPE costs at the time they
are incurred. These costs include cost incurred initially to acquire or construct an item of PPE and
costs incurred subsequently to add to, replace part of, or service the PPE.

Sec. 4. Applying the Capitalization Threshold of P15,000. The capitalization

threshold of P15,000 represents the minimum cost of an individual asset recognized as a PPE on
the Statement of Financial Position.

a. Items with individual values below the threshold but which work together in the form
of a group of network asset whose total value exceeds the threshold shall be
recognized as part of the primary PPE. (Example: computer network, PABX system,
sewerage system).

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 Expenditures incurred on purchasing, developing, and operating hardware, like
web servers, staging servers, production servers and internet connections of a website
is accounted for as PPE if the total value of the primary asset (communications
networks) and these items is within the threshold of P15,000 and above.

b. This threshold shall be applied on an individual asset or per item basis. Each item
within the bulk acquisition with aggregate or total value of PPE, such as library
books, computer peripherals and small items of equipment, will need to meet the
capitalization threshold to be recognized as PPE.

Sec. 5. Measurement at Recognition. PPE that qualifies for recognition as an asset

shall be measured at cost. However, where the PPE is acquired through a non-exchange
transaction, its cost shall be measured at its fair value as at the date of acquisition. The cost of an
item of PPE comprises: (Pars. 30 and 31, PPSAS 17)

a. Purchase price, including import duties and non-refundable purchase taxes, after
deducting trade discounts and rebates;

b. Any costs directly attributable to bringing the asset to the location and condition
necessary for it to be capable of operating in the manner intended by management.
Examples of directly attributable costs are:

1. Costs of employee benefits arising directly from the construction or acquisition of

the item of PPE;

This shall be limited to salaries and benefits of employees directly involved in the
project delivery (example: project management or construction)

2. Costs of site preparation;

3. Initial delivery and handling costs;

4. Installation and assembly costs;

5. Costs of testing whether the asset is functioning properly, after deducting the net
proceeds from selling any items produced while bringing the asset to that location
and condition (such as samples produced when testing equipment); and

6. Professional fees.

c. The initial estimate of the costs of dismantling and removing the item and restoring
the site on which it is located, the obligation for which an entity incurs either when
the item is acquired, or as a consequence of having used the item during a particular
period for purposes other than to produce inventories during that period.

These costs may be incurred as a result of a contract. When such costs can be
reasonably estimated, they shall be accrued (net of expected recoveries), as part of the
capital asset and amortized over its useful life.

The provision for future site restoration costs is to be recognized as a liability

until the future site restoration takes place. Example, when an entity constructs an
asset on leased land, with the condition that it restores the site to its original condition
at the end of the lease term. In this case, an estimate of the cost of demolishing the
asset and cleaning-up the site shall be capitalized as part of the cost of the asset and
amortized to expense at the same rate as the asset. The rationale behind this

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accounting treatment is that the site restoration costs linked to the use of the asset and
hence shall be recognized over the years of use rather than at the time the restoration
work is performed.

Where future site restoration costs are expected to be significant but cannot be
reasonably estimated, a contingent liability shall be reported in accordance with
PPSAS 19, Provisions, Contingent Liabilities and Contingent Assets.

Computation of cost of PPE with Dismantling Cost

Example: The East Avenue Medical Center purchased medical equipment, with
estimated useful life of five years, on January 2, 2014 with the following
data:

Purchase price P1,000,000

Delivery cost 15,000
Dismantling cost at the end of five-year useful life 80,000

Computation of Cost:

Purchase price P1,000,000

Delivery cost 15,000
PV of Dismantling Cost (P80,000 x 0.620921) 49,674
Total Cost P1,064,674
1
– assumed: average borrowing rate at the time of acquisition is 10%
(0.62092 is the PV factor of 1)

Computation of Interest Expense:

Computation of Carrying
Year Initial Cost Interest
Interest Amount
Year 1 P 49,674 x 10% P 49,674 P 4,967 P 54,641
Year 2 54,641 x 10% 5,464 60,105
Year 3 60,105 x 10% 6,011 66,116
Year 4 66,116 x 10% 6,612 72,728
Year 5 7,272 80,000

Computation of Depreciation Expense:

Residual Value = P1,015,000 x 5% = P50,750

Note: PV of dismantling cost shall not be included in the computation of residual

value
Depreciation P1,064,674 – P50,750
= = P202,785
Expense 5 years

The accounting entries to recognize the medical equipment shall be as follows:

Account Title Account Code Debit Credit

January 2, 2014
Medical Equipment 10605110 P 1,064,674
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 1,015,000
Other Provisions 20601990 49,674
To recognize cash purchase of medical equipment

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 Account Title Account Code Debit Credit
1st year – 2014 (Dec. 2014)
Depreciation-Machinery and
Equipment 50501050 P 202,785
Accumulated Depreciation-
Medical Equipment 10605111 P 202,785
To recognize the depreciation for the year
1st year – 2014 (Dec. 2014)
Interest Expenses 50301020 P 4,967
Other Provisions 20601990 P 4,967
To recognize the finance charges corresponding to the provisions for the year

Items of PPE may be required under existing laws, rules and regulations for safety or
environmental reasons. The acquisition of such PPE, although not directly increasing the future
economic benefits of or service potential of any particular existing item of PPE, may be necessary
for the entity to obtain the future economic benefits or service potential from its other assets in
excess of what could be derived had those items not been acquired. For example, fire safety
regulations may require a hospital to retro-fit new sprinkler systems. These enhancements are
recognized as an asset because, without them, the entity is unable to operate the hospital in
accordance with the regulations. However, the resulting carrying amount of such an asset and
related assets is reviewed for impairment as Non-Cash Generating Asset.

Sec. 6. Costs not qualified for recognition as PPE. The following are examples of
costs that are expensed rather than recognized as elements of cost of a PPE: (Par. 33, PPSAS 17)

a. Costs of opening a new facility;

b. Costs of introducing a new product or service (including costs of advertising and
promotional activities);
c. Costs of conducting business in a new location or with a new class of customers
(including costs of staff training); and
d. Administration and other general overhead costs.

Sec. 7. Modes of Acquisition of PPE. Acquisition is the process through which one
entity gains possession or takes over the ownership of a particular PPE. The different modes of
acquiring PPE includes purchase, construction, exchange transaction, non-exchange transaction,
transfer and finance lease.

Sec. 8. Purchase of PPE. PPE acquired through purchase are charged against
appropriations/allotments or special budget for capital outlay. PPE can be purchased on cash
basis, on account, on installment basis, with promotional items, and at a lump sum price.

a. On Cash Basis. PPE acquired through cash purchase shall initially be recognized at
cost which includes cash paid plus all costs incurred in bringing the asset to the
location necessary for its intended use such as delivery, installation costs, etc. These
are recognized in the books of accounts as PPE after inspection and acceptance of
delivery.

Example: An entity purchased a photocopying machine with the following costs:

Total cost:
Invoice price P45,000
Delivery cost 3,000

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 Installation cost 1,500
Test run cost 1,000
Total 50,500
Less: Withholding Tax 3,140
Net Amount Paid P37,460

The accounting entries to recognize the photocopying machine shall be as follows:

Account Title Account Code Debit Credit

Office Equipment 10605020 P50,500
Cash-Modified Disbursement
System (MDS), Regular 10104040 P37,460
Due to BIR 20201010 3,140
To recognize cash purchase of office equipment

Note: Refer to Chapter 22-Illustrative Entries of this Manual for the constructive
receipt of NCA for TRA and remittance to BTr

b. On Account. When an asset is acquired on account subject to a cash discount, the cost
of the asset is equal to the purchase price, including import duties and non-refundable
purchase taxes, after deducting trade discounts and rebates.

Example: An entity purchased a threshing machine on account at P200,000, with

credit terms of 2/10, n/30.
The accounting entries to recognize the machine shall be as follows:

Account Title Account Code Debit Credit

Agricultural and Forestry Equipment 10605040 P196,000
Accounts Payable 20101010 P196,000
To recognize purchase of machinery on account

Accounts Payable 20101010 P196,000

Cash-Modified Disbursement
System (MDS), Regular 10104040 P184,240
Due to BIR 20201010 11,760
To recognize payment of machinery within the discount period

Accounts Payable 20101010 P196,000

Other Losses 50504990 4,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P188,240
Due to BIR 20201010 11,760
To recognize payment of machinery beyond the discount period

Note: Refer to Chapter 22-Illustrative Entries for the constructive receipt of NCA
for TRA and remittance to BTr

Note: The cost of the asset is the invoice price minus the discount regardless of whether
the discount is taken or not. Cash discounts are generally considered as reduction
of cost and not as income. If the discount is not taken, it shall be recognized as
Other Losses.

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c. On Installment Basis. The cost of an item of PPE is the cash price equivalent or its
fair value at the recognition date. However, if acquired through installment and
payment is deferred beyond normal credit terms, the difference between the cash
price equivalent and the total payment is recognized as interest over the period of
credit, unless such interest is capitalized as allowed in PPSAS 5, Borrowing Cost.

Example: An entity purchased a bulldozer at an installment price of P3,000,000. The

terms are P500,000 down payment and the balance is payable in four equal annual
installments. The cash price of the heavy equipment is P2,700,000. The purchase
shall be recognized as follows:

Account Title Account Code Debit Credit

Construction and Heavy Equipment 10605080 P2,700,000
Accounts Payable 20101010 P2,200,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 355,359
Due to BIR 20201010 144,641
To recognize the purchase and initial payment for the bulldozer acquired on
installment basis

Note: Refer to Chapter 22 – Illustrative Entries for the constructive receipt of NCA
for TRA and remittance to BTr

Accounts Payable 20101010 P550,000

Interest Expenses 50301020 75,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 625,000
To recognize the first installment payment and corresponding interest

d. Purchase with promotional items. If promotional items are received upon purchase of
the PPE, the allocation of cost for the promo items received shall be as follows:

1. If the promotional item received is the same as the PPE purchased, the total
purchase cost shall be allocated to the total quantity purchased plus the
promotional item.

Example: An entity purchased 10 units of motor vehicles at P330,000 per unit

totaling P3,300,000. An additional unit was received as promotional item.
Computation of the cost per unit is P3,300,000/11 units = P300,000.

The journal entry to recognize the motor vehicles are as follows:

Account Title Account Code Debit Credit

Motor Vehicles 10606010 P 3,300,000
Accounts Payable 20101010 P 3,300,000
To recognize the purchase of 11 units of motor vehicles at P300,000/unit

Accounts Payable 20101010 P3,300,000

Cash-Modified
Disbursement System
(MDS), Regular 10104040 P 3,102,000.00
Due to BIR 20201010 198,000.00
To recognize the payment of 11 units of motor vehicles at P300,000/unit

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 Note: Refer to Chapter 22-Illustrative Entries for the constructive receipt of
NCA for TRA and remittance to BTr

e. If the promotional item received is different from the PPE purchased, the cost of the
promo item shall be its fair value. It shall be deducted from the total cost of the items
purchased and the balance shall be allocated to the total quantity purchased.

Example: An entity purchased a motor vehicle at P330,000. A window-type air

conditioning unit with fair value of P20,000 was received as promotional item.
Computation of the cost of motor vehicle is P330,000 – P20,000 = P310,000. The
journal entry to recognize the motor vehicles are as follows:

Account Title Account Code Debit Credit

Motor Vehicles 10606010 P310,000
Accounts Payable 20101010 P310,000
To recognize the purchase of motor vehicles at P310,000

Office Equipment 10605020 P20,000

Accounts Payable 20101010 P20,000
To recognize the receipt of window-type air conditioning unit as promo item

Accounts Payable 20101010 P330,000.00

Cash-Modified Disbursement
System (MDS), Regular 10104040 P310,200
Due to BIR 20201010 19,800
To recognize the payment of accounts payable

Note: Refer to Chapter 22-Illustrative Entries for the constructive receipt of NCA
for TRA and remittance to BTr

f. At a lump sum price. In case the acquisition of PPE is at a “lump sum price”, the cost
shall be apportioned to the asset acquired in order to have proper basis for computing
depreciation. The purchase cost shall be distributed based on the relative fair value of
the assets acquired.

Example: An entity purchased a land and building in cash at a single cost of

P4,400,000. The land and building have fair values of P1,000,000 and P3,000,000,
respectively, at the time of acquisition. The cost shall be allocated as follows:

Property Fair Value Fraction Allocated Cost

Land P1,000,000 ¼ P1,100,000.00
Building 3,000,000 ¾ 3,300,000.00
P4,000,000 4,400,000.00
Less: Withholding Tax 220,000.00
Net Amount Paid P4,180,000.00

The accounting entry to recognize the land and building shall be as follows:

Account Title Account Code Debit Credit

Land 10601010 P1,100,000.00
Buildings 10604010 3,300,000.00
Cash-Modified Disbursement 10104040 P4,180,000
System (MDS), Regular

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 Account Title Account Code Debit Credit
Due to BIR 20201010 220,000
To recognize cash purchase of land and building at proportionate cost based
on relative fair values of the property

Note: Refer to Chapter 22 – Illustrative Entries for the constructive receipt of NCA
for TRA and remittance to BTr

The cost of several PPE purchased at lump sum price per set/group/lot shall be
allocated to each PPE based on the breakdown of cost reflected in the invoice, if any.
In the absence of such breakdown, the allocation of cost shall be based on the relative
fair value of the assets acquired.

Example: An entity purchased a computer set with printer, table and chair at a lump
sum price of P55,000. The invoice reflected the following cost component:

PPE Acquired Invoice Cost

Computer (CPU, Monitor, Keyboard and Mouse) P48,000.00
Printer 3,500.00
Computer Table 2,500.00
Computer Chair 1,000.00
Total Cost 55,000.00
Less: Withholding Tax 3,300
Net Amount Paid P 51,700

The purchase shall be recognized as follows:

Account Title Account Code Debit Credit

Information and Communications
Technology Equipment 10605030 P 48,000.00
Semi-Expendable Information and
Communications Technology
Equipment 10405030 3,500.00
Semi-Expendable Furniture and
Fixtures 10406010 3,500.00
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 51,700
Due to BIR 20201010 3,300
To recognize the purchase of computer set with printer, table and chair
Note: Refer to Chapter 22-Illustrative Entries for the constructive receipt of NCA
for TRA and remittance to BTr

g. Construction of PPE. During the construction period, all expenses incurred in

relation to the construction of the PPE shall be taken up in the books as Construction
in Progress (CIP) with the appropriate asset classification. As soon as the construction
is completed, the “Construction in Progress” account shall be reclassified to the
proper asset account. Likewise, all expenses such as interests, license fees, etc.,
during the construction period shall be capitalized.

However, where loans intended for the construction of infrastructure projects that
were contracted by the NG and recorded in the BTr, borrowing cost shall not be
capitalized. Instead, the interest on loans shall be recognized as expenses in the NG
books of the BTr.

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 For loans borrowed directly by the NGAs, the allowed alternative treatment
discussed in Sec. 5, Chapter 17-Borrowing Costs, this Manual shall be used. At the
end of the project, any PPE acquired and used in the construction shall be reclassified
to the appropriate PPE account based on the depreciated cost. Such cost shall be
deducted from the cost of completed/constructed PPE.

If the project is to be constructed by administration, the procurement of labor and

materials shall be in compliance with the provisions of R.A. No. 9184 and its Revised
Implementing Rules and Regulations. If by job order contracts, refer to relevant COA
and CSC rules and regulations.

1. Illustrative accounting entries for construction undertaken by contract:

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P75,000
Guaranty/Security Deposits Payable 20401040 P75,000
To recognize receipt of cash from the contractor paid as performance bond

Cash-Treasury/Agency Deposit, Trust 10104030 P75,000

Cash-Collecting Officers 10101010 P75,000
To recognize deposit of (cash) performance bond to BTr through AGDB

Advances to Contractors 19902010 P120,000

Cash-Modified Disbursement
System (MDS), Regular 10104040 P120,000
To recognize payment of 15% of contract amount as advances to contractor
(P800,000 x 15%)

Construction in Progress-Buildings and

Other Structures 10699030 P400,000
Accounts Payable 20101010 P340,000
Advances to Contractors 19902010 60,000
To recognize payable based on the first progress billing on the construction
of building
Computation:
50% of P800,000 P400,000
Less: Recoupment of advances to contractors (50%
of P120,000) 60,000
Net Amount P 340,000

Accounts Payable 20101010 P 340,000

Cash-Modified Disbursement
System (MDS), Regular 10104040 P 282,200
Guaranty/Security Deposits Payable 20401040 34,000
Due to BIR 20201010 23,800
To recognize payment of payable based on the first progress billing on the
construction of building
Computation:
Accounts Payable P340,000
Less: 10% Retention 34,000
Withholding Tax 23,800 57,800
Net Amount P282,200

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 Account Title Account Code Debit Credit
Construction in Progress-Buildings
and Other Structures 10699030 P400,000
Accounts Payable 20101010 P340,000
Advances to Contractors 19902010 60,000
To recognize the payable based on the final billing on the construction of
building
Computation:
50% of P800,000 P400,000
Recoupment of advances to
contractors (60,000)
Liquidated damages for delayed
completion ( 8,000)
Amount Due P332,000

Cash-Collecting Officers 10101010 P8,000

Miscellaneous Income 40609990 P8,000
To recognize collection of liquidated damages (1/10 of 1% of the contract)

Accounts Payable 20101010 P340,000

Cash-Modified Disbursement
System (MDS), Regular 10104040 P282,200
Guaranty/Security Deposits Payable 20401040 34,000
Due to BIR 20201010 23,800
To recognize payment of final billing
Computation:
Accounts Payable P340,000
Less: 10% Retention 34,000
Withholding Tax 23,800 57,800
Net Amount P282,200

Note: Refer to Chapter 22-Illustrative Entries for the constructive receipt of NCA
for TRA and remittance to BTr

Buildings 10604010 P800,000

Construction in Progress-Buildings
and Other Structures 10699030 P800,000
To recognize turn-over and acceptance of building-contract amount

Guaranty/Security Deposits Payable 20401040 P 75,000

Cash-Modified Disbursement
System (MDS), Trust 10104060 P 75,000
To recognize return of performance bond

Guaranty/Security Deposits Payable 20401040 P68,000

Cash-Modified Disbursement
System (MDS), Regular 10104040 P 68,000
To recognize release of retention fee

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 2. Illustrative accounting entries for construction by administration:
Account Title Account Code Debit Credit
Construction Materials Inventory 10404130 P 250,000
Accounts Payable 20101010 P 250,000
To recognize the delivery and acceptance of construction materials with
charge invoice

Accounts Payable 20101010 P 250,000.00

Cash-Modified Disbursement
System (MDS), Regular 10104040 P236,607.14
Due to BIR 20201010 13,392.86
To recognize payment for construction materials delivered

Note: Refer to Chapter 22-Illustrative Entries for the constructive receipt of NCA
for TRA and remittance to BTr

Construction in Progress-Building
and Other Structures 10699030 P 250,000
Construction Materials
Inventory 10404130 P 250,000
To recognize issue of construction materials
Construction in Progress-Building
and Other Structures 10699030 P 56,000
Accounts Payable 20101010 P 56,000
To setup liability for labor payroll

Advances to Special Disbursing

Officers 19901030 P 50,400
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 50,400
To recognize cash advance granted to disbursing officer for payment of
labor payroll

Accounts Payable 20101010 P 56,000

Advances to Special Disbursing
Officers 19901030 P 50,400
Due to BIR 20201010 5,600
To recognize liquidation of advances made by the disbursing officer
Note: Refer to Chapter 22-Illustrative Entries for the constructive receipt of NCA
for TRA and remittance to BTr

Other Infrastructure Assets 10603990 P 306,000

Construction in Progress-
Building and Other Structures 10699030 P 306,000
To transfer CIP account to PPE account upon completion of the project

Sec. 9. Exchange Transactions. One or more items of PPE may be acquired in

exchange for a non-monetary assets, or a combination of monetary and non-monetary assets. The
cost of such an item of PPE is measured at its fair value unless (a) the exchange transaction lacks
commercial substance, or (b) the fair value of neither the asset received nor the asset given up is
reliably measurable. However, if the acquired item is not measured at fair value, its cost is
measured at the carrying amount of the asset given up. Recognition of costs in the carrying
amount of an item of PPE ceases when the item is in the location and condition necessary for it to

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be capable of operating in the manner intended by management. Therefore, costs incurred in
using or redeploying an item are not included in the carrying amount of that item. The following
costs are not included in the carrying amount of an item of PPE:

a. Costs incurred while an item capable of operating in the manner intended by

management has yet to be brought into use or is operated at less than full capacity;

b. Initial operating losses, such as those incurred while demand for the item’s output
builds up; and

c. Costs of relocating or reorganizing part or all of the entity’s operations

Sec. 10. Types of Exchange Transactions. The types of exchange transaction are
exchange with commercial substance and exchange without commercial substance.

a. Exchange with Commercial Substance. An exchange transaction has commercial

substance by considering the extent to which its future cash flows or service
potentials is expected to change as a result of the transaction. An exchange
transaction has commercial substance if:

1. The configuration (risk, timing, and amount) of the cash flows or service potential of the
asset received differs from the configuration of the cash flows or service potential of the
asset transferred; or

2. The entity-specific value of the portion of the entity’s operations affected by the
transaction changes as the result of the exchange; and

3. The difference in (a) or (b) is significant relative to the fair value of the asset exchanged.

b. Exchange without Commercial Substance. If the PPE acquired in an exchange

transaction lacks commercial substance, the cost is measured at the carrying amount
of the asset given up. Consequently, no gain or loss shall be recognized.

Example: If the fair value of the car received cannot be measured, the carrying
amount of the old truck given up of P250,000 shall be used. The accounting entry
shall be as follows:

Account Title Account Code Debit Credit

Accumulated Depreciation-Motor
Vehicles 10606011 P 750,000
Motor Vehicles 10606010 250,000
Motor Vehicles 10606010 P 1,000,000
To derecognize the old truck given up and recognize the new car received at
the carrying amount of the old truck (Cost = P 1,000,000; Acc. Dep. = P 750,000)

Sec. 11. Non-exchange Transaction. PPE acquired through a non-exchange transaction,

such as donation, presidential proclamation, taxes, transfers and grants, its cost shall be measured
at its fair value as at the date of acquisition. However, this does not constitute revaluation. If the
fair value cannot be determined, the asset shall be recorded at a nominal value (the value that is
stated on currency or face value).

Sec. 12. Donation without Condition. Cost of PPE acquired through donation without
condition shall be taken up at its fair value at the date it is acquired. All expenses incurred in
connection with the donated asset, such as delivery and installation costs, shall be included in the

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amount recognized as asset. The fair value of the PPE shall be recognized as “Income from
Grants and Donations in Kind.”

Example: A bus was donated to Entity A with a fair value of P1,000,000. Duties and taxes
paid were P10,000; thus, the total cost amounted to P1,010,000. The donation received shall
be recognized as follows:

Account Title Account Code Debit Credit

Motor Vehicles 10606010 P1,010,000
Income from Grants and Donations in Kind 40402020 P1,000,000
Cash-Modified Disbursement System
(MDS), Regular 10104040 10,000
To recognize donations in kind received and duties and taxes paid

Sec. 13. Donation with Condition. Where a PPE is acquired through donation with
conditions or restrictions, a liability account shall be recognized until the conditions or restrictions
have been fulfilled.

Example: A land was donated to Entity A with a condition that a school building will be
constructed to operate as an elementary school for 20 years. The land has a fair value of
P950,000 at the time of donation. The building has a residual value of 5% and an estimated
useful life of 20 years. Building was available for use on June 1, 2014. The accounting
entries to recognize the donation and building constructed shall be as follows:
Account Title Account Code Debit Credit
Land 10601010 P950,000
Other Deferred Credits 20501990 P950,000
To recognize the fair value of the land received as donations (Provide SL)

Assume that the school building constructed by administration costing P600,000 has been
inspected and accepted by Entity A. (Note: Assume that the transactions on the construction
of the building were already recognized.)

Account Title Account Code Debit Credit

School Buildings 10604020 P600,000
Construction in Progress-Buildings and
Other Structures 10699030 P600,000
To recognize the school building constructed and completed

The monthly depreciation shall be computed as follows:

Cost less estimated residual value (5%) divided by estimated useful life in months
(20 years x 12 mos.). The monthly depreciation shall be (P600,000 - P30,000)/240 =
P2,375.

Account Title Account Code Debit Credit

Depreciation-Buildings and Other
Structure 50501040 P2,375
Accumulated Depreciation-School
Buildings 10604021 P2,375
To recognize depreciation for the month of June 2014

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 Since the condition (construction of school building) was fulfilled, the following adjustment
shall be made:

Account Title Account Code Debit Credit

Other Deferred Credits 20501990 P950,000
Income from Grants and Donations in
Kind 40402020 P950,000
To recognize income from grants and donations in kind upon fulfillment of
condition of the donation

Sec. 14. Intra-agency transfers of PPE (from Central Office to Regional

Offices/Staff Bureaus or vice versa). These shall be recognized at the carrying amount of the
asset received. The receiving department/office shall recognize the asset at its original historical
cost less accumulated depreciation and accumulated impairment loss.
a. PPE purchased and transferred in the same year
Example: Entity A-Central Office transferred on December 15, 2014 to Regional Office
(RO) No. I a Lexmark Printer purchased on January 12, 2014 with an acquisition cost
of P40,000 and accumulated depreciation of P7,600.

The accounting entries to recognize the transfer are as follows:

1. Entity A-Central Office books

Account Title Account Code Debit Credit

Subsidy to Regional Offices/Staff 50214070 P32,400
Bureaus
Accumulated Depreciation-
Information and Communications
Technology Equipment 10605031 7,600
Information and Communications
Technology Equipment 10605030 P40,000
To recognize the transfer of a Lexmark Printer to Entity A-RO No. I

2. Entity A-RO No. I books

Account Title Account Code Debit Credit

Information and Communications
Technology Equipment 10605030 P 40,000
Accumulated Depreciation-
Information and
Communications Technology 10605031 P 7,600
Equipment
Subsidy from Central Office 40301060 32,400
To recognize the receipt of transferred Lexmark Printer from Entity A-
Central Office
Note: The Source Agency/Entity shall provide the Receiving Agency/Entity the
necessary documents/information on the transferred PPE such as the
remaining useful life of the PPE, among others.

b. PPE purchased in Prior Year (PY) and transferred in Current Year (CY)

Example: On December 15, 2014, the Entity A-Central Office transferred to Entity A-
RO No. I a Lexmark Printer purchased on December 20, 2013 with acquisition cost of
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 P40,000, estimated useful life of five years, residual value of five percent (5%), and
accumulated depreciation of P7,600. The accounting entries to recognize the transfer
are as follows:

1. Entity A-Central Office

Account Title Account Code Debit Credit

Accumulated Surplus/(Deficit) 30101010 P32,400
Accumulated Depreciation-
Information and Communications
Technology Equipment 10605031 7,600
Information and Communications
Technology Equipment 10605030 P40,000
To recognize the transfer of printer to Entity A-RO No. I

2. Entity A-RO No. I

Account Title Account Code Debit Credit

Information and Communications
Technology Equipment 10605030 P40,000
Accumulated Depreciation-
Information and
Communications Technology 10605031 P 7,600
Equipment
Accumulated Surplus/(Deficit) 30101010 32,400
To recognize the receipt of printer from Entity A-Central Office

Sec. 15. Inter-agency transfer of PPE. Transfer from one government entity to another
shall be recognized by the recipient entity at net carrying value. The transferor shall derecognize
the PPE account upon transfer.

Example: Entity A transferred to Entity B a computer purchased last year with acquisition
cost of P40,000 and accumulated depreciation of P7,600. The following are the accounting
entries to recognize the PPE:

Account Title Account Code Debit Credit

Entity A – Transferor
Accumulated Surplus/(Deficit) *1 30101010 P 32,400
Accumulated Depreciation-Information and
Communications Technology Equipment 10605031 7,600
Information and Communications
Technology Equipment 10605030 P 40,000
To derecognize the computer transferred to Entity B

Entity B – Recipient
Information and Communications
Technology Equipment 10605030 P 32,400
2
Accumulated Surplus/(Deficit) * 30101010 P 32,400
To recognize the receipt of computer from Entity A
Notes:*1 - In case the transfer was made within the same year of purchase, Financial Assistance to
NGAs shall be used. (Transferor)

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 *2 - In case the transfer was made within the same year of purchase, Subsidy from Other
National Government Agencies shall be used. (Recipient)

Sec. 16. Grants. Grants are assistance in the form of transfer of resources, in cash or in
kind, to an agency/entity from other levels of government, private sectors or international
institutions with or without conditions relating to the operating activities of the agency/entity.
These grants shall be recognized as income over the periods necessary to match them with the
related costs which they are intended to compensate on a systematic basis. Grants, including non-
monetary its cost shall be measured at its fair value as at the date of acquisition, and shall be
recognized when there is reasonable assurance that: (a) the entity will comply with the conditions
attached, and (b) the grants will be received.

The grant qualifies as trust receipt and the agreement stipulates that any PPE acquired
shall be donated to the recipient entity upon completion of the projects. The following are the
accounting entries:

Account Title Account Code Debit Credit

Cash-Collecting Officers 10101010 P 1,000,000
Due to Other NGAs 20201050 P 1,000,000
To recognize the receipt of the grants

Cash-Treasury/Agency Deposit, Trust 10104030 P 1,000,000

Cash-Collecting Officers 10101010 P 1,000,000
To recognize the deposit of grants received to the National Treasury

Cash-Modified Disbursement System

(MDS), Trust 10104060 P 200,000
Cash-Treasury/Agency Deposit,
Trust 10104030 P 200,000
To recognize the receipt of NCA from the DBM

Information and Communications

Technology Equipment 10605030 P 200,000
Cash-Modified Disbursement
System (MDS), Trust 10104050 P 200,000
To recognize the IT Equipment upon purchase

Due to Other NGAs 20201050 P 200,000

Income from Grants and Donations
in Kind 40402020 P 200,000
To recognize income in proportion to the cost of ICT equipment

Depreciation Expense-Machinery and

Equipment 50501050 P 38,000
Accumulated Depreciation-
Information and Communications
Technology Equipment 10605031 P 38,000
To recognize depreciation expense for the year
P200,000 - 10,000 = P190,000
P190,000 / 5 yrs = P38,000 (annual depreciation)

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 Sec. 17. Acquisition of PPE through Fund Transfer to other Government Agencies
or Civil Society Organizations
Implementation of projects through funds transferred to other government agencies may
require the acquisition of the necessary PPE. For proper monitoring and accountability, the
following policies shall be followed:

a. Acquisition by Source Agency/Entity.

1. The source agency/entity shall record and monitor the PPE purchased out of
transferred funds to CSOs when the PPE meets the recognition criteria and the
MOA/U provides that the PPE will be returned to the source agency/entity.

2. The source agency/entity shall monitor the PPE purchased out of transferred
funds to other government agencies but shall not record the PPE until it is
returned by the implementing agency.

3. The depreciation of recorded PPE shall be in accordance with Sec. 28 of this

Chapter.
b. Acquisition by Implementing Agency/Entity.
1. The funds received from inter-agency fund transfer shall be recorded in the fund
cluster for trust receipts as asset.

2. The implementing agency/entity shall record and monitor the PPE purchased out
of inter-agency transferred funds when the PPE meets the recognition criteria.

At the end of the project, the transfer shall be made in accordance with the
MOA/U as in the following cases:
i. Case 1 – The MOA/U provides that the PPE will be donated to the
implementing agency/entity.

ii. Case 2 – The MOA/U provides that the PPE will be returned by the
implementing agency/entity to the Source Agency/Entity.
Note: Examples of accounting entries are shown in Annex M of Volume I of this Manual.
Sec. 18. Finance Lease. Another mode of acquiring PPE is through finance leases. A
finance lease is a kind of lease that transfers substantially all the risks and rewards incident to
ownership of an asset. At the start of the lease term, lessees shall recognize assets acquired under
finance leases as assets, and the associated lease obligations as liabilities in their statements of
financial position. The depreciable amount of a leased asset is allocated to each accounting period
during the period of expected use on a systematic basis consistent with the depreciation policy the
lessee adopts for depreciable assets that are owned. If there is reasonable certainty that the lessee
will obtain ownership by the end of the lease term, the period of expected use is the useful life of
the asset; otherwise the asset is depreciated over the lease term or its useful life, whichever is
shorter. The detailed procedures on finance lease are discussed in Chapter 13-Leases of this
Manual.

Sec. 19. Receipt, Inspection and Acceptance of PPE. Receipt of items purchased by
the agency/entity shall be inspected by the inspection officer/committee before acceptance by the
Supply and/or Property Custodian. Acceptance shall be made only if the PPE delivered conform
to the standards and specifications in the PO (Appendix 61). Inspection and acceptance shall be
made using the IAR (Appendix 62).

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 Sec. 20. Recording of Deliveries. Deliveries of PPE shall be recorded immediately in
the Property Card (Appendix 69) maintained by the Supply and/or Property Division/Unit on the
basis of the IAR and other supporting documents. The IAR and other supporting documents shall
be forwarded to the Accounting Division/Unit for the recording of deliveries in the books of
accounts through JEV and in the Property, Plant and Equipment Ledger Card (PPELC)
(Appendix 70). Based on the IAR and other supporting documents, the Supply and/or Property
Division/Unit shall prepare the DV and submit to the Accounting Division/Unit for the processing
of payment (Refer to Chapter 6-Disbursements).

Sec. 21. Issue of PPE. Based on approved RIS, the Supply and/or Property Custodian
shall prepare the Property Acknowledgement Receipt (PAR) (Appendix 71) to support the issue of
property to end-user. The PAR shall be renewed at least every three years or every time there is a
change in accountability or custodianship of the property.

Sec. 22. Measurement after Recognition. For consistency and uniformity, the cost
model shall be applied to an entire class of PPE. Cost model means that PPE are carried at cost,
less any accumulated depreciation and any accumulated impairment losses.

Sec. 23. Subsequent Costs of PPE other than Reforestation Projects. Subsequent
costs are costs of the day-to-day servicing of an item of PPE which are recognized as an expense
when incurred. Costs of day-to-day servicing are primarily the costs of labor and consumables,
and may include the cost of small parts. The purpose of these expenditures is often described as
“repairs and maintenance” of an item of PPE.

Parts of some items of property, plant, and equipment may require replacement at regular
intervals. Items of property, plant, and equipment may also be required to make a less frequently
recurring replacement, such as replacing the interior walls of a building, or to make a non-
recurring replacement. Under the recognition principle in Sec. 3 of this Chapter, an entity
recognizes in the carrying amount of an item of property, plant, and equipment the cost of
replacing part of such an item when that cost is incurred, if the recognition criteria are met. The
carrying amount of those parts that are replaced is derecognized in accordance with the
derecognition provisions of this Chapter.

Sec. 24. Repairs and Maintenance. Repairs and maintenance primarily maintain or
improve the functionality and capacity of the PPE; increase its service life; improve the quality of
its output; or reduce the operating cost. These may be categorized into major and minor repairs.
Minor repairs shall be directly charged to expense account “Repairs and Maintenance” of the
specific PPE while major repairs shall be added to the carrying amount of the PPE and shall be
depreciated over the remaining life of the PPE. Where cost cannot easily be differentiated
between a minor or major repair, it shall be treated as expense.

a. Spare parts and servicing equipment carried as inventory shall be recognized in

surplus or deficit as consumed. However, major spare parts and stand-by equipment
qualify as PPE when an entity expects to use them during more than one period.
Similarly, if the spare parts and servicing equipment can be used only in connection
with an item of PPE, they are accounted for as PPE.

b. Parts of some items of PPE may require recurring replacement such as a road needing
resurfacing every few years or non-recurring replacement such as replacing the
interior walls of a building. Under the recognition principle, an entity recognizes in
the carrying amount of an item of PPE the cost of replacing part of such an item when
that cost is incurred if the recognition criteria are met. The carrying amount of those
parts that are replaced is derecognized.

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 Pro-forma accounting entries for repairs and maintenance are as follows:

Account Title Account Code Debit Credit

Repairs and Maintenance-
Transportation Equipment 50213060 P15,000.00
Cash-Modified Disbursement
System (MDS), Regular 10104040 P14,196.43
Due to BIR 20201010 803.57
To recognize minor repair of motor vehicle (body repainting)
Motor Vehicles 10606010 P80,000.00
Cash-Modified Disbursement
System (MDS), Regular 10104040 P75,714.29
Due to BIR 20201010 4,285.71
To recognize the cost of replacement of motor engine
Note: Refer to Chapter 22-Illustrative Entries for the constructive receipt of NCA for
TRA and remittance to BTr

Loss of Assets 50504090 P22,500

Accumulated Depreciation-Motor
Vehicles 10606011 47,500
Motor Vehicles 10606010 P70,000
To derecognize the replaced motor engine

Repairs and maintenance which are necessary to obtain the expected service potential of a
capital asset for its estimated useful life are not betterments. These costs shall be expensed when
incurred. These include repairs to restore assets damaged by fire, flood, accidents or similar
events, to the condition just prior to the event; and routine maintenance and expenditures, such as
repainting, cleaning and replacing minor parts.

Sec. 25. Betterments. Betterments are enhancements to the future economic benefits or
service potential of a capital asset, such as:

a. an increase in the previously assessed physical output or service capacity;

b. a reduction in associated operating costs;
c. an extension of the estimated useful life; or
d. an improvement in the quality of output.

Betterments which meet the threshold of the applicable capital asset category are
capitalized. Otherwise, they are expensed. Where betterment enhances the future economic
benefits or service potential of a capital asset without increasing its estimated useful life, the
depreciation period shall remain the same. Where betterment increases the estimated useful life
of a capital asset, its useful life shall be changed. The revised depreciation period shall not exceed
the estimated useful life of that capital asset. Where betterment involves the replacement of an
identifiable component of a capital asset, the original cost of that component and the related
accumulated depreciation shall be derecognized.

For example, a road may need resurfacing every few years. Under the recognition
principle, the cost of resurfacing shall be recognized in the carrying amount of the road.
However, the carrying amount of those parts that are resurfaced shall be derecognized in
accordance with the derecognition provisions of this Chapter.

Where a cost cannot easily be differentiated between a repair and betterment, the cost
shall be treated as an expense with respect to the accounting principle of conservatism.

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 Some parts of an item of PPE may require replacement/betterment at regular intervals, of
which these are capitalized. Replacements/Betterments improve the functionality or increase the
useful life of the PPE, while repairs and maintenance primarily maintain the functionality of the
asset.

An entity shall capitalize the costs incurred for repair, betterment, enhancement,
expansion or upgrade of existing PPE if the amount is material and:

a. where the expenditure results in an effective increase in the future economic benefits
or service potential that is expected to be derived from using the asset and the
increase in future economic benefits or service potential will be realized;

b. there has been an effective increase in the quality of the services provided by the asset
beyond that previously determined; or

c. there has been an effective extension to the asset’s useful life as a result of the
expenditure.

Sec. 26. Additions and Rearrangements. Additions are modifications which increase
the physical size or function of the PPE. Two types of expenditures which shall be both
capitalized are namely, entirely new unit and expansion, and enlargement or extension of the old
asset. For example, the addition of a wiring to a building or the addition of an air conditioning
system increases the service potential of that facility and shall be capitalized. On the other hand,
rearrangements are cost incurred in moving an asset from one location to another that will benefit
future periods but do not represent additions, replacements or improvements.

The cost of an addition which is a new unit is depreciated over its useful life. But the cost
of an expansion shall be depreciated over its useful life or remaining life of the PPE of which it is
part, whichever is shorter. Rearrangement cost is the relocation or reinstallation of an asset which
proves to be less efficient in its original location. This cost is also known as “moving cost”,
“reinstallation cost” or “relocation cost.” This cost is capitalized and amortized over the
remaining life of the asset for which it pertains. The undepreciated amount of the original
installation cost shall be expensed and the pertinent accumulated depreciation accordingly
derecognized.

Sec. 27. Depreciation. PPE gradually loses its ability to provide service over the course
of time. Because of this, its cost needs to be distributed on a systematic basis over its useful life.
The allocated cost is referred to as depreciation. The depreciation charge for each period shall be
recognized as expense unless it is included in the carrying amount of another asset. For example,
the depreciation of manufacturing plant and equipment is included in the costs of conversion of
inventories. Similarly, depreciation of PPE used for development activities may be included in
the cost of an intangible asset recognized. The following are policies regarding depreciation of
PPE:

a. There are three factors an entity must consider in determining depreciation:

1. Initial cost,
2. Useful life, and
3. Expected residual value at the end of its useful life.

b. Except for land and not recognized heritage assets, all PPE shall be depreciated.

c. Depreciation of an asset begins when it is available for use such as when it is in the
location and condition necessary for it to be capable of operating in the manner
intended by management. For simplicity and to avoid proportionate computation,

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 depreciation shall be for one month if the PPE is available for use on or before the
15th of the month. However, if the PPE is available for use after the 15 th of the
month, depreciation shall be for the succeeding month.

d. Depreciation of an asset ceases when the asset is derecognized. Therefore,

depreciation does not cease when the asset becomes idle or is retired from active use
and held for disposal unless the asset is fully depreciated.

e. The straight line method of depreciation shall be adopted unless another method is
more appropriate for entity operation. That method is applied consistently from
period to period unless there is a change in the expected pattern of consumption of
those future economic benefits or service potential.

f. The estimation of the useful life of the asset is a matter of judgment based on the
experience of the entity with similar assets. The agency/entity is in the best position
to estimate the expected useful life of its PPE. As a guideline, PPE shall be
depreciated over the following life spans:

Property, Plant and Equipment Estimated Useful Life

Land Improvements - Over the useful life of the asset to
which the improvement was made
or the useful life of the
improvement if significantly shorter
Infrastructure Assets - 20 to 50 years
Buildings and Other Structures - 30 to 50 years
Machinery and Equipment - 5 to 15 years
Transportation Equipment:
Motor vehicles - 5 to 15 years
Motor vehicles (Military vehicles) - 3 to 20 years
Trains - 10 to 20 years
Aircrafts and Aircrafts Ground Equipment - 10 to 20 years
Watercrafts - 10 to 25 years
Furniture, Fixtures and Books - 2 to 15 years
Leased Assets, excluding Land - Over the useful life of the leased
asset or the lease term, whichever is
shorter. The lease term would
include any renewal option periods
where extension of the lease is
expected.
Leased Assets Improvements - Over the useful life of the
improvement or the lease term,
whichever is shorter. The lease
term would include any renewal
option periods where extension of
the lease is expected.
Service Concession Assets - Over the useful life of the service
concession asset or the term of the
service concession arrangement,
whichever is shorter. The term of
the service concession arrangement

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 Property, Plant and Equipment Estimated Useful Life
would include any renewal option
periods where extension of the
service concession arrangement is
expected.

Other Property, Plant and Equipment - 2 to 15 years

g. Based on the above life spans, the entity shall prepare the specific estimated useful
life for each asset based on its experience on the life of its PPE, copy furnished the
Resident Auditor and the Government Accountancy Sector of COA.

h. The estimated useful life of the undepreciated portion of a PPE shall be reviewed on a
regular basis and revised when the appropriateness of a change can be clearly
demonstrated.

i. A residual value equivalent to at least five percent (5%) of the cost shall be adopted
unless a more appropriate percentage is determined by the entity based on its
operation subject to the approval of COA.

Generally, infrastructure assets have no residual value. In case, the residual

value of parts of the infrastructure assets can be determined, the policy of at least five
percent (5%) of the cost of that part shall be applied.

j. The residual value and the useful life of an asset shall be reviewed at least at each
annual reporting date and, if expectations differ from previous estimates, the
change(s) shall be accounted for as a change in an accounting estimate in accordance
with Chapter 19-Financial Reporting of this Manual.

k. The computation of monthly depreciation expense shall be as follows:

Cost – Residual Value

Depreciation Expense =
Estimated Useful Life (in months)

l. Depreciation shall be recognized as a debit to the “Depreciation Expense” account

and a credit to the “Accumulated Depreciation” account. Accumulated Depreciation
is a contra-asset account presented in the FS as deduction from the related asset
account. Depreciation expense shall be recognized on a monthly basis subject to item
(c) of this Section.

Example: On June 5, 2014, an office equipment was purchased at P22,000 and has
an estimated useful life of 5 years and 5% residual value. Said equipment was
available for use on June 20, 2014.

P 22,000 – P 1,100
Monthly Depreciation = = P348.33
60 months

The accounting entry shall be as follows:

Account Title Account Code Debit Credit

June 30, 2014
No depreciation expense recognized.

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 Account Title Account Code Debit Credit
July 31, 2014
Depreciation-Machinery and 50501050 P 348.33
Equipment
Accumulated Depreciation-Office
Equipment 10605021 P 348.33
To recognize depreciation for the month of July 2014

m. Each part of an item of PPE with a cost that is significant in relation to the total cost
of the item shall be recorded and depreciated separately.

The engine amounting to P15,000,000 and the passenger seats amounting to

P5,000,000 are expected to be replaced after 5 years of continuous use with 5%
residual value. The remaining parts of the aircraft are estimated to have a residual
value of P2,250,000 after 20 years.

Residual
Parts Amount Estimated Life Depreciation
Value
Engine P15,000,000 750,000 5 yrs. (60 mos.) P237,500
Passenger Seats 5,000,000 250,000 5 yrs. (60 mos.) 79,167
Remaining Parts 45,000,000 2,250,000 20 yrs. (240 mos.) 178,125
Total P65,000,000 P494,792

The accounting entry to recognize the depreciation is as follows:

Account Title Account Code Debit Credit

Depreciation Expense-Transportation
Equipment 50501060 P494,792
Accumulated Depreciation-
Aircrafts and Aircrafts Ground
Equipment 10606031 P494,792
To recognize monthly depreciation

Sec. 28. Impairment of PPE other than Reforestation Projects. A property is said to
be impaired when its carrying amount in the Statement of Financial Position exceeds its
recoverable service amount or recoverable amount due to fall in market value of an asset. To
determine whether an item of PPE is impaired, an entity applies PPSAS 21, Impairment of Non-
Cash Generating Assets, or PPSAS 26, Impairment of Cash-Generating Assets, as appropriate.
The procedures in determining the amount of impairment loss and reversal for cash generating
PPEs, if any, are provided in Sections 17 and 18, respectively, of Chapter 9 - Investment Property
of this Manual. The following policies apply to impairment of non-cash generating PPEs:

a. At each reporting date, an entity shall assess whether there is an indication that an
asset may be impaired. If any such indication exists, the entity shall estimate the
recoverable service amount of the asset. In assessing whether there is an impairment
of an asset, an entity shall consider, as a minimum, the following indications :

1. External sources of information:

i. Cessation, or near cessation, of the demand or need for services provided by

the asset; and

ii. Significant long-term changes with an adverse effect on the entity have taken
place during the period, or will take place in the near future, in the

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 technological, legal, or government policy environment in which the entity
operates;

2. Internal sources of information:

i. Evidence is available of physical damage of an asset;

ii. Significant long-term changes with an adverse effect on the entity have taken
place during the period, or are expected to take place in the near future, in the
extent to which, or manner in which, an asset is used or is expected to be
used. These changes include the asset becoming idle, plans to discontinue or
restructure the operation to which an asset belongs, or plans to dispose of an
asset before the previously expected date and reassessing the useful life of an
asset as finite rather than indefinite;

iii. A decision to halt the construction of the asset before it is complete or in a

usable condition; and

iv. Evidence is available from internal reporting that indicates that the service
performance of an asset is, or will be, significantly worse than expected.

b. The computation for impairment loss is shown in the formula below:

Impairment Loss = Carrying Amount less Recoverable Service Amount

Cost less Accumulated Depreciation and Accumulated
Carrying amount =
Impairment Loss
Recoverable Service
= Higher of Fair Value less Cost to sell and Value in Use
Amount
Value in Use = Present Value of the Asset’s remaining Service Potential

Computation of Value in Use:

1. Depreciated Replacement Cost Approach

Under this approach, the present value of the remaining service potential
of an asset is determined as the depreciated replacement cost of the asset. The
replacement cost of an asset is the cost to replace the asset’s gross service
potential. This cost is depreciated to reflect the asset in its used condition. The
depreciated replacement cost is measured as the reproduction or replacement
cost of the asset, whichever is lower, less accumulated depreciation calculated
on the basis of such cost, to reflect the already consumed or expired service
potential of the asset.

The replacement cost and reproduction cost of an asset are determined on

an optimized basis since the entity would not replace or reproduce the asset
with a like asset if it is an overdesigned or overcapacity asset. Overdesigned
assets contain features that are unnecessary for the goods or services the asset
provides. Overcapacity assets are assets that have a greater capacity than is
necessary to meet the demand for goods or services the asset provides.

Example:

Acquisition cost of ICT Equipment P500,000

Acquisition date January 2, 2012

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 Estimated Useful Life 5 years
Residual Value:
in 2012 10%
in 2014 5%
Replacement cost P300,000
Fair Value less Cost to Sell P100,000

Computation of Impairment Loss:

Cost P500,000
Accumulated Depreciation as at December 31,
2013 [(P500,000-50,000) x 2/5] 180,000
Carrying Amount as at December 31, 2013 320,000
Depreciation in 2014 [(P320,000-25,000)/3] 98,333
Carrying Amount as at December 31, 2014 P221,667

Replacement Cost P300,000

Depreciation from 2012-2013
(P300,000 x 0.90 x 2/5) 108,000
Depreciation for 2014
P300,000-108,000= P192,000-(300,000 x .05)
x 1/3) 59,000
Depreciated Replacement Cost P133,000

Fair Value Less Cost to Sell P100,000

Depreciated Replacement Cost 133,000

Recoverable Service Amount P133,000

Note: Recoverable service amount is the higher between the

fair value less cost to sell and value in use using the
depreciated replacement cost approach

Carrying Amount as at December 31, 2014 P221,667

Recoverable Service Amount 133,000
Impairment Loss P 88,667

2. Restoration Cost Approach

Restoration cost is the cost of restoring the service potential of an asset to

its pre-impaired level. Under this approach, the value in use of the asset is
determined by subtracting the estimated restoration cost of the asset from the
current cost of replacing the remaining service potential of the asset before
impairment. The latter cost is usually determined as the depreciated
reproduction or replacement cost of the asset, whichever is lower.

Example: Entity A purchased a machinery in 2009 at the cost of P1,000,000,

with estimated useful life of 10 years. In 2014, the machinery sustained
damage due to fire requiring P200,000 to be restored to a usable condition.
The restoration will not affect the useful life of the asset. The cost of new
machinery to provide a similar service is P1,200,000 in 2014. The fair value
less cost to sell is P400,000.

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 Computation of Impairment Loss:

Cost P1,000,000
Accumulated Depreciation as at December 31,
2013 [(P1,000,000-100,000) x 4/10] 360,000
Carrying Amount as at December 31, 2013 640,000
Depreciation in 2014 [(P640,000-50,000)/6] 98,333
Carrying Amount as at December 31, 2014 P541,667

Replacement Cost P1,200,000

Depreciation from 2009-2013
(P1,200,000 x 0.90 x 4/10) 432,000
Depreciation for 2014
P1,200,000-432,000= [P768,000-(1,200,000 x
.05)]/6 118,000
Depreciated Replacement Cost P650,000
Restoration Cost 200,000
Value in Use 450,000

Fair Value less Cost to Sell 400,000

Value in Use 450,000

Recoverable Service Amount P450,000

Note: Recoverable service amount is the higher between the

fair value less cost to sell and value in use using the
restoration cost approach.

Carrying Amount as at December 31, 2014 P541,667

Recoverable Service Amount 450,000
Impairment Loss P 91,667

3. Service Units Approach

Under this approach, the present value of the remaining service potential
of the asset is determined by reducing the current cost of the remaining service
potential of the asset before impairment to conform to the reduced number of
service units expected from the asset in its impaired state. As in the restoration
cost approach, the current cost of replacing the remaining service potential of
the asset before impairment is usually determined as the depreciated
reproduction or replacement cost of the asset before impairment, whichever is
lower.

Example: On January 31, 2011, Entity A acquired a new printing machine at a

cost of P400,000. The estimated useful life of the machine would be 4 million
copies of books to be printed over 10 years. In 2014, it was reported that an
automated feature of the machine’s function does not operate as expected,
resulting in a 15 percent reduction in the machine’s annual output level over
the remaining 5 years of the useful life of the asset. The replacement cost of a
new printing machine is P450,000 in 2014. The fair vale less cost to sell of the
same year is P200,000.

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 Cost P400,000
Accumulated Depreciation as at December 31,
2013 [(P400,000-40,000) x 3/10] 108,000
Carrying Amount as at December 31, 2013 292,000
Depreciation in 2014 [(P292,000-20,000)/7] 38,857
Carrying Amount as at December 31, 2014 P253,143

Replacement Cost P450,000

Depreciation from 2011-2013
(P450,000 x 0.90 x 3/10) 121,500
Depreciation for 2014
P450,000-121,500= [P328,500-(450,000 x
.05)]/7 43,714
Depreciated Replacement Cost P284,786

Value in Use (P284,786 x 85%) P 242,068

Fair Value less Cost to Sell P 200,000

Value in Use P 242,068

Recoverable Service Amount P 242,068

Note: Recoverable service amount is the higher between the

fair value less cost to sell and value in use using the
restoration cost approach.

Carrying Amount as at December 31, 2014 P253,143

Recoverable Service Amount P 242,068
Impairment Loss P 11,075

The choice of the most appropriate approach to measuring value in use depends
on the availability of data and the nature of the impairment:

1. Impairments identified from significant long-term changes in the

technological, legal, or government policy environment are generally
measurable using a depreciated replacement cost approach or a service units
approach, when appropriate;

2. Impairments identified from a significant long-term change in the extent or

manner of use, including that identified from the cessation or near cessation of
demand, are generally measurable using a depreciated replacement cost or a
service units approach, when appropriate; and

3. Impairments identified from physical damage are generally measurable using

a restoration cost approach or a depreciated replacement cost approach, when
appropriate. (Par. 50, PPSAS 21)

c. The impairment loss may be recognized in the financial statement as an expense, or

liability if, and only if, that is required by PPSAS 19-Provisions, Contingent
Liabilities and Contingent Assets, as discussed in Chapter 18 of this Manual.

Example of Impairment Loss recognized as expense:

ICT Equipment P350,000

Accumulated Depreciation (for 2 years) 126,000
Carrying Amount P224,000
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 Fair Value of ICT Equipment less cost to sell P200,000
Value in Use P150,000
Computation of impairment loss:
Carrying Amount P224,000
Less: Recoverable Service Amount (Fair Value) 200,000
Impairment Loss P 24,000

The accounting entry to recognize impairment loss is as follows:

Account Title Account Code Debit Credit

Impairment Loss-Property, Plant and
Equipment 50503090 P24,000
Accumulated Impairment Losses-
Information and Communications
Technology Equipment 10605032 P24,000
To recognize impairment loss of ICT Equipment

d. After the recognition of an impairment loss, the depreciation charge for the asset shall
be adjusted in future periods to allocate the asset’s revised carrying amount, less its
residual value, on a systematic basis over its remaining useful life.

Depreciation after the recognition of an impairment loss shall be computed as

follows:

Revised Carrying Amount – Residual Value

Depreciation Expense =
Remaining Estimated Useful Life (in months)

Example: ICT Equipment P350,000

Less: Accumulated Depreciation (2 years) 126,000
Accumulated Impairment Losses 24,000
Revised Carrying Amount P200,000

P200,000 – P17,500
P5,069.44 =
36 mos.

The accounting entry to recognize the adjusted depreciation is as follows:

Account Title Account Code Debit Credit

Depreciation Expense-Machinery and
Equipment 50501050 P5,069.44
Accumulated Depreciation-
Information and Communications
Technology Equipment 10605031 P5,069.44
To recognize monthly depreciation expense after recognition of an
impairment loss

Sec. 29. Reversal of Impairment Loss. An entity shall assess at each reporting date
whether there is any indication that an impairment loss recognized in prior periods for an asset
may no longer exist or may have decreased. If any such indication exists, the entity shall estimate
the recoverable service amount of that asset.

a. The entity shall consider, as a minimum, the following indications in assessing

whether an impairment loss recognized in prior periods for an asset no longer exist or
may have decreased:
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 1. External sources of information:

i. Resurgence of the demand or need for services provided by the asset; and

ii. Significant long-term changes with a favorable effect on the entity have taken
place during the period, or will take place in the near future, in the
technological, legal or government policy environment in which the entity
operates.

2. Internal sources of information:

i. Significant long-term changes with a favorable effect on the entity have taken
place during the period, or are expected to take place in the near future, in the
extent to which, or manner in which, the asset is used or is expected to be
used. These changes include costs incurred during the period to improve or
enhance an asset’s performance or restructure the operation to which the asset
belongs;

ii. A decision to resume construction of the asset that was previously halted
before it was completed or in a usable condition; and

iii. Evidence is available from internal reporting that indicates that the service
performance of the asset is, or will be, significantly better than expected.

b. If there is an indication that an impairment loss recognized for an asset may no longer
exist or may have decreased, this may indicate that the remaining useful life, the
depreciation method or the residual value shall be reviewed and adjusted even if no
impairment loss is reversed for the asset.

c. An impairment loss recognized in prior periods for an asset shall be reversed if, and
only if, there has been a change in the estimates used to determine the asset’s
recoverable service amount since the last impairment loss was recognized. If this is
the case, the carrying amount of the asset shall be increased to its recoverable service
amount. That increase is a reversal of an impairment loss.

d. The increased carrying amount of an asset attributable to a reversal of an impairment

loss shall not exceed the carrying amount that would have been determined (net of
depreciation or amortization) had no impairment loss had been recognized for the
asset in prior periods.

e. A reversal of an impairment loss for an asset shall be recognized immediately in

surplus or deficit.

The following are the procedures in recognizing reversal of impairment loss:

1. Determine the recoverable service amount, which is the higher between the fair
value less cost to sell and the value in use, of the PPE.

2. Compare the recoverable service amount with the carrying amount (net of
accumulated depreciation and accumulated impairment losses) as at the reporting
period. If the recoverable service amount is higher than the carrying amount, the
difference is the estimated reversal of previously recognized impairment loss or a
portion thereof. On the other hand, if the recoverable service amount is equal to
or lower than the carrying amount, no reversal shall be recognized.

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 3. Compute the carrying amount (net of accumulated depreciation) had no
impairment loss been recognized in prior periods.

4. Compare the carrying amount (net of accumulated depreciation and accumulated

impairment losses) with the carrying amount (net of accumulated depreciation)
had no impairment loss been recognized in prior periods. If the former is lesser
than the latter, the difference is compared with the estimated reversal computed
in (2).

5. The amount of reversal of the impairment loss is the lower of the difference
between the two carrying amounts referred to in (4) and the estimated reversal
in (2).

Example of Reversal of Impairment Loss:

Step Assumptions and Computations Amount

Office Equipment P50,000

Less: Accumulated Depreciation
Accumulated Depreciation (2 years) P19,000
Accumulated Depreciation (1 year)
(P21,000-P2,500/3 years) 6,167 25,167
Accumulated Impairment Losses 10,000
Revised Carrying Amount, December 31 (3rd year) P14,833

1 Assume on December 31 of the 3rd year:

Fair value less cost to sell P29,000
Value in Use (present value of service potential) P20,000

Recoverable Service Amount P29,000

2 Computation of the estimated reversal of impairment loss:

Recoverable Service Amount P29,000
Carrying Amount with impairment loss, December 31 (3rd
year) P14,833
Estimated Reversal P14,167

3 Computation of the Carrying Amount as if no impairment

loss is recognized:
Cost of Office Equipment P50,000
Less: Accumulated Depreciation-Office Equipment (for 3
years) 28,500
Carrying Amount had no impairment loss been recognized
in prior years P21,500

4 Computation of the difference between the two carrying

amounts:
Carrying Amount had no impairment loss been recognized
in prior years P21,500
Carrying Amount with impairment P14,833
Difference P 6,667

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 Step Assumptions and Computations Amount
5 Comparison between the estimated reversal in Step 2 and the
difference in Step 4
Estimated Reversal P14,167
Difference P 6,667

The amount of reversal of the impairment loss is the lower

of the two amounts. P 6,667

The accounting entry to recognize reversal of impairment loss recognized in

previous year:

Account Title Account Code Debit Credit

Accumulated Impairment Losses-Office
Equipment 10605022 P 6,667
Impairment Loss-Property, Plant and
Equipment 50503090 P 6,667
To recognize reversal of impairment loss

Example of No Reversal of Impairment Loss:

Step Assumptions and Computations Amount

1 Assume on December 31 of the 3rd year:

Fair value less cost to sell P12,000
Value in Use (present value of service potential) P10,000

Recoverable Service Amount P12,000

2 Computation of the estimated reversal of impairment loss:

Recoverable Service Amount P12,000
Carrying Amount with impairment loss, December 31 14,833
(3rd year)
Difference (P2,833)

Note: No reversal of impairment loss shall be recognized.

f. After a reversal of an impairment loss is recognized, the depreciation (amortization)

charge for the asset shall be adjusted in future periods to allocate the asset’s revised
carrying amount, less its residual value, if any, on a systematic basis over its
remaining useful life.

Sec. 30. Heritage Assets. Heritage assets are those assets which have historical, cultural
and environmental significance, and are intended to be preserved in trust for future generations.
Examples of heritage assets include historical buildings and monuments, statues, museum and
gallery collections, archeological sites, national archives, ruins, conservation areas, nature
reserves, and works of art.

a. The following are characteristics of heritage assets (although these characteristics are
not exclusive to such assets):

1. Their value in cultural, environmental, educational, and historical terms is

unlikely to be fully reflected in a financial value based purely on a market price;

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 2. Legal and/or statutory obligations may impose prohibitions or severe restrictions
on disposal by sale;

3. They are often irreplaceable and their value may increase over time, even if their
physical condition deteriorates; and

4. It may be difficult to estimate their useful lives, which in some cases could be
several hundred years.

b. Heritage assets shall be measured at cost. If acquired through non-exchange

transaction, its cost is its fair value at the date of acquisition. Depreciation shall not
be recognized but these shall be subject to impairment. Fair value, if measurable,
shall be disclosed.

c. Some heritage assets have future economic benefits or service potential other than
their heritage value, for example, a historic building being used for office
accommodation. In these cases, they may be recognized and measured on the same
basis as other items of PPE. (Par. 11, PPSAS 17)

d. For accountability purposes, a Registry of Heritage Assets (RHA) (Appendix 72) shall
be maintained for heritage assets not recognized in the books of accounts, by the
Accounting Division/Unit and appropriate PAR shall be issued to end-
user/accountable officer. At the end of each month, the total amount shall be posted
in the Registry of Heritage Asset-Summary (RHAS) (Appendix 72A).

Sec. 31. Infrastructure Assets. Besides the five criteria for recognizing PPE,
infrastructure assets have the following additional characteristics:

a. Part of a system or network;

b. Specialized in nature and do not have alternative uses;
c. Immovable; and
d. May be subject to constraints on disposal.

In accordance with PPSAS 17, public infrastructures shall be recognized as PPE in the
entity’s financial statements. These shall be recorded in the books of accounts as Infrastructure
Assets such as road networks, sewer system, water and power supply systems, communication
networks, etc.

Sec. 32. Reforestation Projects. With the implementation of PPSAS, reforestation

projects are recognized as Land Improvements, Reforestation Projects in the books of accounts of
the DENR or other entity concerned.

Sec. 33. Initial Costs for Reforestation Projects. The following constitutes the initial
costs of Land Improvements-Reforestation Projects:

a. Survey, Mapping and Planning (SMP)

b. Nursery Operation and Seedling Production or Procurement

c. Plantation Establishment (Site preparation, hauling of seedlings and planting)

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 Only directly attributable cost shall be recognized as part of the initial cost of the project
constituting the Construction in Progress-Land Improvements based on the progress reports and
other relevant reports and supporting documents provided by the concerned unit of the entity
and/or the contractors/partners. These costs shall be recorded in the appropriate Construction in
Progress–Land Improvements Ledger Cards maintained for Reforestation Projects for each
contractor.

With appropriate assistance from DA, DAR, DENR, DSWD, LGUs and other
government agencies and instrumentalities and private sector, the members of People’s
Organization (POs) concerned implementing the reforestation project, shall primarily be
responsible for the maintenance and protection of the established plantations.

Sec. 34. Turn-Over of Reforestation Projects. After the duration of the planting
activities (three years), the reforestation project shall be turned over to the entity provided that the
conditions in the contract have been complied with, and project has passed the performance
evaluation by a third party identified by the entity.

The “Construction in Progress” account shall be transferred to account “Land

Improvements, Reforestation Projects” based on the Final Inspection and Acceptance Report
submitted by the Implementing Agency/Contractor (IAC) and duly accepted by unit concerned of
the agency/entity, supported with, among others, geo-tagged photos of all planted sites covered by
Memorandum of Agreement (MOA)/Letter of Authority (LOA) and Work and Financial
Plan (WFP).

Sec. 35. Subsequent Costs for Reforestation Projects. Subsequent expenditures

incurred for the reforestation project shall be accounted for as follows:

a. Costs for the maintenance and protection incurred within the duration of the
reforestation project such as construction of firelines, strip brushing, replanting,
providing pest control, patrolling shall be capitalized.

b. Costs for the maintenance and protection incurred after the duration or turn-over of
the reforestation project shall be charged to Repairs and Maintenance-Land
Improvements.

c. The cost of replacing trees shall be expensed where small numbers of trees are being
replaced in any one particular area.

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 Sec. 36. Impairment of Reforestation Projects. When reforestation projects are
destroyed/impaired by force majeure (fortuitous event beyond the control of man e.g., typhoon,
flood, landslides, earthquakes, and the like), an impairment loss shall be taken up for the trees as
soon as it is discovered that the trees in the area have been destroyed. The Assessment and
Validation Office (AVO) has indicated that they cannot provide an objective split between the
land value and the tree value as part of their normal valuation process. This being the case, it will
be up to each agency/entity to liaise with their valuers at the point in time a reforestation area has
been destroyed to arrive at an impairment value.

Sec. 37. Illustrative Accounting Entries for Reforestation Projects

Example: The DENR awarded a reforestation project to ABC Cooperative Inc., a

registered PO to participate in the National Greening Program under E.O. No. 26 dated
February 24, 2011 by planting trees in the Municipality of San Mateo, Rizal. The contract
price is P1,000,000. The accounting entries to recognize the reforestation project shall be
as follows:

Account Title Account Code Debit Credit

Advances to Contractors 19902010 P 150,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 P 150,000
To recognize payment of 15% mobilization fee

Construction in Progress-Land
Improvements 10699010 P 350,000
Advances to Contractors 19902010 P 52,500
Due to BIR 20201010 21,875
Guaranty/Security Deposits
Payable 20401040 35,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 240,625
To recognize payment of 1st progress billing – 35% work accomplished

Note 1: Refer to Chapter 22-Illustrative Entries for the constructive receipt of NCA for TRA and
remittance to BTr

Construction in Progress-Land
Improvements 10699010 P 350,000
Advances to Contractors 19902010 P 52,500
Due to BIR 20201010 21,875
Guaranty/Security Deposits
Payable 20401040 35,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 240,625
To recognize payment of 2nd progress billing – 35% work accomplished

Construction in Progress-Land
Improvements 10610010 P 300,000
Advances to Contractors 19902010 P 45,000
Due to BIR 20201010 18,750
Guaranty/Security Deposits
Payable 20401040 30,000
Cash-Modified Disbursement
System (MDS), Regular 10104040 206,250
To recognize payment of 3rd and final billing – 30% work accomplished
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 Account Title Account Code Debit Credit

Guaranty/Security Deposits Payable 20401040 P 100,000

Cash-Modified Disbursement
System (MDS), Regular 10104040 P 100,000
To recognize refund of retention fee
Note 2: Retention fee is refunded if all the requirements stipulated in the contract was met.

Loss of Assets 50504090 P 500,000

Construction in Progress-Land
Improvements 10610010 P 500,000
To recognize damaged reforestation project
Note 3: Damaged 50% of the project as approved by the Regional Director (RD) stated in the
Assessment and Validation Report (AVR) and verified by the COA Auditor

Land Improvements, Reforestation

Projects 10602020 P 500,000
Construction in Progress-Land
Improvement 10610010 P 500,000
To recognize the turn-over and acceptance of the reforestation project
Note 4: Undamaged 50% of the project as approved by the RD as stated in the AVR and verified
by the COA Auditor

Note 5: For the documentary requirements refer to 13.3 of COA Circular No. 2012-001.

Sec. 38. Physical Count of PPE. The entity shall have a periodic physical count of PPE,
which shall be done annually and presented on the Report on the Physical Count of Property,
Plant and Equipment (RPCPPE) (Appendix 71) as at December 31 of each year. This shall be
submitted to the Auditor concerned not later than January 31 of the following year. Equipment
found at station and losses discovered during the physical count shall be reported to the
Accounting Division/Unit for proper accounting/recording.

Sec. 39. Derecognition. The cost of the PPE together with the related accumulated
depreciation and accumulated impairment loss shall be removed from the accounts (2014 ed.
Financial Accounting, Volume I, Valix). The carrying amount of an item of PPE shall be
derecognized on disposal or when no future economic benefits or service potential is expected
from its use or disposal. The following are the policies on the disposal of PPE:

a. The gain or loss arising from derecognition of an item of PPE shall be included in
surplus or deficit when the item is derecognized.

b. If, under the recognition principle, an entity recognizes in the carrying amount of PPE
the cost of a replacement for its part, then the carrying amount of the replaced part
shall be derecognized. If it is not practicable to determine the carrying amount of the
replaced part, the entity may use the cost of the replacement as an indication of what
the cost of the replaced part was at the time it was acquired or constructed.

c. The gain or loss arising from the disposal of an item of PPE shall be determined as
the difference between the net disposal proceeds, if any, and the carrying amount of
the item;

d. A JEV shall be prepared by the Accounting Division/Unit to derecognize the asset

from the books of accounts only after its disposal;

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 e. Disposal procedures of unserviceable property shall be in accordance with applicable
rules and regulations on Supply and Property Management Manual, and Sec. 79 of
P.D. No. 1445.

Pro-forma accounting entries to recognize disposal of PPE are as follows:

Account Title Account Code Debit Credit

1. Disposal through sale (less than carrying amount)
Cash-Collecting Officers 10101010 P45,000
Accumulated Depreciation-Motor
Vehicles 10606011 450,000
Loss on Sale of Property, Plant and
Equipment 40501040 5,000
Motor Vehicles 10606010 P500,000
To recognize sale of unserviceable motor vehicle at less than the carrying amount

2. Disposal through sale (above carrying amount)

Cash-Collecting Officers 10101010 P60,000
Accumulated Depreciation-Motor
Vehicles 10606011 450,000
Motor Vehicles 10606010 P500,000
Gain on Sale of Property, Plant
and Equipment 50504040 10,000
To recognize sale of unserviceable motor vehicle above the carrying amount

3. Disposal through Donation

Donations 50299080 P50,000
Accumulated Depreciation-Motor
Vehicles 10606011 450,000
Motor Vehicles 10606010 P500,000
To recognize disposal through donation

4. Disposal through Destruction

Impairment Loss-Property, Plant
and Equipment 50503090 P50,000
Accumulated Impairment
Losses-Motor Vehicles 10606012 P50,000
To recognize impairment loss of the unserviceable PPE

Accumulated Depreciation-Motor
Vehicles 10606011 P 450,000
Accumulated Impairment Losses-
Motor Vehicles 10606012 50,000
Motor Vehicles 10606010 P 500,000
To derecognize unserviceable PPE through disposal by destruction

Sec. 40. Idle, Unserviceable and Fully Depreciated PPE. The following are the
policies on idle, unserviceable and fully depreciated PPE:

a. Temporary idle activity or abandonment of PPE does not preclude depreciating the
asset, as future benefits are consumed not only through usage but also through
obsolescence, and wear and tear.

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b. A PPE is said to be fully depreciated when the carrying amount is equal to zero or
residual value. The cost of fully depreciated assets remaining in service and the
related accumulated depreciation and accumulated impairment losses shall not be
removed from the accounts.

c. A PPE is said to be unserviceable if it is no longer capable of providing the entity

with future economic benefits or service potential.

d. All unserviceable property shall be reported in the Inventory and Inspection Report of
Unserviceable Property (IIRUP) (Appendix 74). PPE reported in the IIRUP shall be
dropped from the books by debiting Impairment Loss-Property, Plant and Equipment
(cost of the PPE less Accumulated Depreciation).

Sec. 41. Loss of Property. The accounting policies on loss of property are as follows:

a. When a loss of government funds or property occurs while they are in transit or the
loss is caused by fire, theft, or other casualty or force majeure, the officer accountable
therefore or having custody thereof shall immediately notify the Commission or the
auditor concerned and, within thirty days or such longer period as the Commission or
auditor may in the particular case allow, shall present his applicable for relief, with
the available supporting evidence. Whenever warranted by the evidence credit for the
loss shall be allowed. An officer who fails to comply with this requirement shall not
be relieved of liability or allowed credit for any loss in the settlement of his accounts.
(Sec. 73, P.D. No. 1445)

b. Lost property and the related accumulated depreciation and impairment loss shall be
derecognized in the books upon receipt of the Report of Lost, Stolen, Damaged,
Destroyed Property (RLSDDP) (Appendix 75) supported by a Notice of Loss
prepared and submitted by the Accountable Officer. The loss shall be charged to
account “Loss of Assets” at an amount equal to its carrying amount.

Established accountability of the accountable officer:

Sample Computation:
Cost of Medical Equipment P200,000
Accumulated Depreciation 38,000
Accumulated Impairment Loss 34,000
Net Carrying Value (Loss of Asset) P128,000

c. The accountability of the accountable officer over the loss of depreciable asset shall
be based on depreciated replacement cost (DRC) PPSAS 21 par. 45. DRC is
replacement cost less accumulated depreciation calculated on the basis of replacement
cost.

Sample Computation:
Replacement Cost (Current market price) P150,000
Accumulated Depreciation 54,000
Depreciated replacement cost P 96,000

d. A receivable account shall be set up to record the accountability of the accountable

officer simultaneous with derecognition of the lost PPE.

e. Compensation from third parties for items of PPE that were impaired, lost or given up
shall be recognized as income when the compensation becomes receivable.

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f. In case of partial destruction/loss of PPE the amount to be derecognized shall be its
carrying value less the fair value of the remaining serviceable portion.

The following are the accounting entries to recognize the loss of PPE:

a. Total loss of PPE

Account Title Account Code Debit Credit

Loss of Assets 50504090 P128,000
Accumulated Depreciation-Medical
Equipment 10605111 72,000
Medical Equipment 10605110 P200,000
To recognize loss of medical equipment

Due from Officers and Employees 10305020 P96,000

Other Deferred Credits 20501990 P96,000
To set up the accountability of the accountable officer

Other Deferred Credits 20501990 P96,000

Due from Officers and Employees 10305020 P96,000
To recognize adjustment due to the grant of relief from accountability to
accountable officer by COA

Note: If request for relief from accountability denied

Cash-Collecting Officers 10101010 P96,000
Due from Officers and Employees 10305020 P96,000
To recognize receipt of payment from accountable officer for the lost asset if
relief was not granted

Other Deferred Credits 20501990 P96,000

Miscellaneous Income 40699990 P96,000
To recognize income realized from lost asset due to payment by accountable
officer

Cash-Collecting Officers 10101010 P15,000

Proceeds from Insurance/
Indemnities 40609010 P15,000
To recognize proceeds from insurance claim

b. Partial loss of PPE

Cost of six rooms school building P500,000

Accumulated Depreciation 225,000
Carrying Amount P275,000
Assumed that two rooms were razed by fire.
Fair Value of four remaining rooms P184,000

Computation for the Loss:

Carrying Amount P275,000
Less: Fair Value of remaining rooms 184,000
Partial Loss P 91,000

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 Account Title Account Code Debit Credit
Loss of Assets 50504090 P91,000
Accumulated Depreciation -Buildings 10604011 75,000
Buildings 10604010 P166,000
To recognize partial loss of building due to fire

Sec. 42. Accounting and Property Records to be maintained for PPE. The Chief
Accountant shall maintain the PPELC for each category of PPE including work and other
animals, livestock etc. The PPELC shall be kept to record promptly the acquisition, description,
custody, estimated useful life, depreciation, impairment loss, disposal and other information about
the asset. For check and balance, the Property and Supply Office/Unit shall likewise maintain PC
for PPE in their custody to account for the receipt and disposition of the same. The balance per
PC shall be reconciled with PPELC maintained by the Accounting Division/Unit. They shall also
be reconciled with other property records like PAR.

The following are the forms/reports necessary to account for PPE:

a. Purchase Request (Appendix 60) – this form shall be used by the requisitioner to request
for the purchase of PPEs items not available on stock. It shall be the basis of preparing
the Purchase Order (PO).

b. Purchase Order (Appendix 61) – this form shall be prepared by the Supply and/or
Property Division/Unit to support the purchase of PPE, supplies and materials, etc. It
serves as the contract between the entity and the supplier for the delivery of specified
items based on the stipulations stated which was agreed upon during the procurement
process.

c. Inspection and Acceptance Report (Appendix 62) – this form shall be used to report the
result of the inspection made by the Authorized Inspector on the deliveries and the
status of the accepted items by the Supply and/or Property Custodian. This form shall
also be used for the inspection of repairs, infrastructures and reforestation projects.

d. Property Card (Appendix 70) – this card shall be used by the Supply and/or Property
Division/Unit to record the description, acquisition, transfer, disposal, and other
information about the PPE. It shall be kept for each class of PPE.

e. Property, Plant and Equipment Ledger Card (Appendix 71) – this card shall be used for
each class of PPE to record the acquisition, description, custody, estimated life,
depreciation, impairment, disposal, transfer/adjustment, repair history and other
information about the property. It shall be kept and maintained by the Accounting
Office/Unit.

f. Property Acknowledgement Receipt (Appendix 72) –This form shall be used by the
Supply and/or Property Division/Unit to report the issuance of PPE and the
acknowledgement of the end-user.

g. Report on the Physical Count of Property, Plant and Equipment (Appendix 73) – this
form shall be used to report the physical count and condition of PPE by type as at a
given date, including those which are unrecorded and those which could not be
accounted for. It shows the balance of PPE per property cards and per count and the

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 shortage/overage, if any. It shall be rendered by the Inventory Committee, on its yearly
physical count of properties owned by the entity.

h. Inventory and Inspection Report for Unserviceable Property (Appendix 74) – this report
shall be used to account for all unserviceable property of an entity which is subject to
disposal. It also serves as the basis in derecognizing the unserviceable properties carried
in the PPE accounts.

i. Report of Lost, Stolen, Damaged or Destroyed Property (Appendix 75) – this form shall
be used by the accountable officer/employee to report or notify the concerned officials
of the lost, stolen, damaged or destroyed property.

j. Property Transfer Report (Appendix 76) – this form shall be used every time there will
be transfer of property from an outgoing officer to his successor or from one
accountable officer/employee to another of the same or another entity.

Sec. 43. Property Accounting System. The Property Accounting System consists of the
following procedures:

a. Recording of Receipt, Inspection and Acceptance of PPE

b. Recording of Requisition and Issue of PPE
c. Construction of PPE by administration
d. Construction of PPE by contract

The requesting office in need of the PPE item/s, after the Supply and/or Property
Division/Unit has determined that the items are not available in stock, shall prepare and cause the
approval of the PR (Appendix 60). Based on the approved PR and after accomplishing all the
required procedures adopting a particular mode of procurement/acquisition, the agency/entity
shall issue a duly approved Contract/PO (Appendix 61). Procedures relative to the obligation of
allotment to cover the funding requirement of the Contract/PO and payment of the inspected and
accepted deliveries are discussed under Chapter 3-Budget Execution, Monitoring and Reporting,
and Chapter 6-Disbursements, of this Manual. Physical count/inventory, which is required
annually, is an indispensable procedure for checking the integrity of property custodianship.

Sec. 44. Procedures in the Recording of Receipt, Inspection and Acceptance of PPE

Area of Seq.
Activity
Responsibility No.

Delivery/Receipt of PPE
Supply and/or Property
Division/Unit
Supply and/or 1 Signs “Received” portion of the original and Copy 2 of
Property Custodian the DR. Files the original and returns Copy 2 of the DR
to the Supplier/ Procurement Service.

2 Prepares IAR in three copies. Forwards IAR, original of

DR, and Copy 2 of approved PO from file to Property
Inspector/Committee for inspection of deliveries.

Note 1 – Distribution of the IAR shall be as follows:

Original – Supplier (to be attached to the DV)

Copy 2 – Property Inspector/Inspection
Committee

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 Area of Seq.
Activity
Responsibility No.
Copy 3 – Supply and/or Property
Division/Unit’s file
Property Inspector 3 Inspects and verifies PPE as to quantity and conformity
with specifications based on the DR and approved PO.
If in order, signs and indicates date of inspection in the
‘Inspection’ column of the IAR. Retains Copy 3 of IAR.
Forwards the PPE, Copies 1-2 of IAR, original of DR
and Copy 2 of PO to Supply and/or Property Custodian
for acceptance.

4 If specifications are not in order or delivery is not

complete, indicates notation on the IAR that the
deliveries are not in conformity with specifications
agreed under the approved PO or deliveries are not
complete.

Supply and/or 5 Receives the item/s from the Property Inspector, and
Property Custodian assigns property number on the PPE received and
indicate the same on the IAR.

6 Signs on the ‘Acceptance’ column of the IAR,

acknowledging receipt of the items delivered. Checks
the appropriate box whether complete or partial (indicate
quantity received) delivery, and indicate the date of
receipt and remarks, if any.

Forwards the IAR to the Accounting Division/Unit

7 If specifications are not in order or delivery is not

complete, contact the supplier for appropriate action.

Accounting 8 Based on the IAR and supporting documents, prepare

Division/Unit JEV and recognize the receipt of PPE in the books of
accounts (GJ and GL).

Accounting Staff 9 Records promptly the receipt/acquisition of PPE in the

PPELC maintained for each class of PPE.

Supply and/or Property 10 Prepares DV indicating the Supplier as Payee. Attaches

Division/Unit the original IAR, Copy 2 of DR, PO and photocopy of
PR. Forwards documents to Budget Division/Unit for
the preparation of ORS. Forwards Copy 2 of IAR and
copy of PO to the Property Card Keeper for recording in
the PC.

Note 2 – For succeeding activities on processing of

payment for delivered PPE, refer to Chapter
3 and 6 of this Manual, for the Procedures in
the Recording of Obligations and Procedures
in Disbursements, respectively.

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 Area of Seq.
Activity
Responsibility No.
Note 3 – For purchases made through the Procurement
Service, the DV shall be prepared on the
basis of the Approved Agency Procurement
Request. The payment shall be made directly
to the Procurement Service.

Supply and/or 9 Records promptly the receipt/acquisition of PPE in the

Property Custodian Property Card maintained for each item of PPE.

Sec. 45. Procedures in the Recording of Requisition and Issue of PPE

Area of Seq.
Activity
Responsibility No.
Requesting Office
Requesting 1 Prepares RIS in three copies. It shall be distributed as
Personnel follows:

Original – Accounting Division/Unit (to be

attached to the PAR)
Copy 2 – Requisitioning Division/Office’s file
Copy 3 – Supply and/or Property
Division/Unit’s file

Fills out the necessary information pertaining to

requisition, except the ‘Issue’ columns of the RIS.

Authorized Official 2 Reviews RIS and signs on the “Requested by” portion
in the RIS.

Requesting 3 Records the signed RIS in the logbook and indicate

Personnel the date, particulars and remarks. Forwards the same
to Supply and/or Property Division/Unit for
processing of the requisition.

Supply and/or Property

Division/Unit
Receiving Staff 4 Receives signed RIS from Requesting Office. Records
the date, particulars and requesting office in the
logbook. Assigns number on RIS and issues Copy 2
to Requesting Personnel for file.

Designated Staff 5 Determines the availability of the requisitioned PPE.

If not available, returns the RIS to the Requesting
Office for the preparation of PR for the PPE
requested. If available, forwards RIS to the Supply
and/or Property Custodian.

Supply and/or 6 Receives and initials RIS. Forwards the original and
Property Custodian Copy 3 of RIS to the Head of the Supply and/or
Property Division/Unit for review and approval.
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 Area of Seq.
Activity
Responsibility No.

Head of the Supply 7 Reviews RIS and signs the “Approved By” portion of
and/or Property RIS. Forwards Copies 1 and 3 of RIS to Supply
Division/Unit and/or Property Custodian.

Supply and/or 8 Based on the approved RIS, indicates the number in

Property Custodian the RIS.

9 Prepares PAR. Indicates the quantity, unit, description

and property number of the items being issued. Signs
in the “Issued by” portions of the RIS and PAR.
Records the date, number and particulars in the PAR
logbook.

Note 1 – PAR shall be distributed as follows:

Original – Supply and/or Property

Division/Unit file
Copy 2 – Recipient or user of the
property file

Note 2 – The PAR shall be renewed every three years

or every time there is a change in
custodianship/user of the property

Concerned Office 10 Retrieves Copy 2 of RIS. Checks item if in conformity

Requesting with RIS. Signs ‘Received By’ portion of original and
Personnel Copy 2 of PAR and RIS.

11 Returns original PAR and Copies 1 and 3 of RIS to

Supply and/or Property Custodian for recording in the
PC. Files Copy 2 of PAR and Copy 3 of RIS.

Supply and/or Property

Division/Unit
Supply and/or 12 Files original of PAR per accountable
Property Custodian officer/employee and Copy 3 of RIS. Forwards the
original RIS to the Accounting Division/Unit.

Supply and/or 13 Records promptly the issuance of PPE in the PC

Property Custodian maintained for each class of PPE.

Accounting
Division/Unit
Designated Staff 14 Receives original RIS from the Supply and/or
Property Division/Unit. Prepares JEV to record the
issuance of PPE.

PPELC Keeper 15 Records promptly the issuance of PPE in the PPELC

maintained for each class of PPE.

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Sec. 46. Procedures in the Construction of PPE by administration

Area of Seq.
Activity
Responsibility No.
Supply and/or Property 1 Receipt, Inspection, Acceptance and Recording of
Division/Unit, and/or Materials
Accounting Follow the same procedures as prescribed under Sec.
Division/Unit 15-Procedures in the Receipt, Inspection, Acceptance
and Recording Deliveries of Inventory Items, Chapter
8-Inventory, except that the receipt of these materials
shall be recognized as a debit to “Construction
Materials Inventory” account.

Supply and/or Property 2 Requisition and Issue of Materials

Division/Unit, and/or Follow the same procedures as prescribed under Sec.
Accounting 16-Procedures in the Requisition and Issuance of
Division/Unit Inventory Items, Chapter 8-Inventory, except that such
shall be recognized as a debit to “Construction in
Progress” and a credit to “Construction Materials
Inventory”. Posts the issuance to the CIP Ledger Card.

Supply and/or Property 3 Payment of Direct Labor and Overhead Expenses

Division/Unit, and/or Follow the same procedures as prescribed under Sec.
Accounting 33-Procedures for Disbursements of Advances to
Division/Unit Special Disbursing Officers, Chapter 6-Disbursements,
except that such shall be recognized as a debit to
“Construction in Progress” and a credit to appropriate
asset or liability accounts. Posts the disbursements to
the CIP Ledger Card (Appendix 77).

Note 1 – Refer to Sec. 8(g) on Acquisition or

Construction of PPE for the illustrative
accounting entries for construction by
administration.

Supply and/or Property 3 Upon Completion of the Project

Division/Unit Based on the Project Management Team’s Certification
of 100% Completion, assigns property number on the
completed project and indicates the same on the
Certificate of Acceptance (CAc).

Forwards the Project Management Team’s Certification

of 100% Completion and CAc to the Accounting
Division/Unit.

Accounting 4 Prepares JEV to recognize in the books of accounts the

Division/Unit completed project based on the Project Management
Team’s Certification of 100% Completion and Final
Acceptance.

Note 2 – Upon completion of the project, the fair

value less cost to sell of PPE purchased
and used in the construction (e.g., motor

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 Area of Seq.
Activity
Responsibility No.
vehicles, computers, air conditioning
units, etc.) shall be deducted from the
total project cost and to be recognized
in the appropriate PPE accounts.

Sec. 47. Procedures in the Construction of PPE by contract

Area of Seq.
Activity
Responsibility No.
Public Bidding
Bids and Awards 1 Conducts bidding in accordance with R.A. 9184.
Committee

Cash/Treasury Unit 2 Issues Official Receipt for Bidders’ Bond payment.

Collecting Follows the same procedures as prescribed under Sec.
Officer/Cashier 40- Detailed Procedures for Collections and Deposits
through the Collecting Officer, Chapter 5-Revenue
and Other Receipts.

Bids and Awards 3 Award the project to the bidder with Lowest
Committee Calculated Responsive Bid.

Head of the 4 Signs the contract and forwards to the Accounting

Agency/Entity Division/Unit.

Accounting 5 Certifies the contract as to availability of funds. This

Division/Unit may be done by stamping on the contract itself or by
Chief Accountant/ preparing a Certificate of Availability of Funds (CAF).
Head of Accounting
Division/Unit

Budget Division/Unit 6 Prepares ORS for the entire contract price and attaches
Designated Staff the signed contract and CAF.

Cash/Treasury Unit 7 Issues OR for the receipt of Performance Bond (cash

bond). The amount of Performance Bond will be
decreased by the amount paid for the Bidders’ Bond.
Follow the same procedures as prescribed under Sec.
40-Detailed Procedures for Collections and Deposits
through the Collecting Officer, Chapter 5-Revenue
and Other Receipts.

Accounting 8 Validates/Verifies the performance bond (non-cash

Division/Unit bond) issued by the insurance company.

Project Management 9 Prepares DV for the payment of mobilization fee.

Unit and/or Supply Attaches the bill of the creditor and copies of the
and/or Property Unit contract, original ORS, abstract of bids, bidder’s bond,
notice to commence work, performance bond and blue
print and other documents required under COA
Circular No. 2012-001.

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 Area of Seq.
Activity
Responsibility No.
For the procedures on disbursements, refer Chapter 6-
Disbursements.

Accounting 10 Posts the disbursements in the appropriate CIPLC.

Division/Unit
Note 1 – All transactions pertaining to the construction
including accounts payable shall be posted in
the CIPLC.

Progress Billings
Project Management 11 Prepares DV for the progress billing received.
Unit and/or Supply Attaches the bill of the creditor, Project Management
and/or Property Unit Team’s Certification of Work Done and copy of the
original ORS and other documents required under
COA Circular No. 2012-001.

Final Billing
Project Management 12 Prepares DV for the progress billing received.
Unit and/or Supply Attaches the bill of the creditor, Project Management
and/or Property Unit Team’s Certification of 100% Completion and Final
Acceptance, and copies of the contract, original ORS,
performance bond, Statement of Work Accomplished
duly Approved by the Head of the Procuring Entity
and notice to commence work.

Project Management 11 Prepares DV for the refund of Retention fee to the

Unit and/or Supply contractor. Attaches the bill of the creditor, Project
and/or Property Unit Management Team’s Certification of 100%
Completion and Final Acceptance, and copies of the
contract, original ORS, abstract of bids, bidder’s bond,
performance bond and notice to commence work.

Sec. 48. Disclosure. The financial statements shall have the following PPE disclosures:

a. The financial statements shall disclose, for each class of PPE recognized in the
financial statements:

1. The measurement bases used for determining the gross carrying amount;

2. The depreciation methods used;

3. The useful lives or the depreciation rates used; and

4. The gross carrying amount and the accumulated depreciation (aggregated with
accumulated impairment losses) at the beginning and end of the period.

b. A reconciliation of the carrying amount at the beginning and end of the period
showing:

1. Additions;

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 2. Disposals;

3. Acquisitions through entity combinations;

4. Increases or decreases and impairment losses;
5. Impairment losses recognized in surplus or deficit in accordance with PPSAS 21;

6. Depreciation;

7. Other changes; and

8. A reconciliation report shall be prepared using the following format:

Reconciliations (in thousand pesos)

Furniture
Particulars Land Buildings Machinery
and Fixtures
Comparative Reporting Periods 2015 2014 2015 2014 2015 2014 2015 2014
Beginning Carrying Amount 2,025 2,025 2,090 2,260 1,085 1,100 200 150
Add : Additions - - 250 100 120 200 20 100
Total 2,025 2,025 2,340 2,360 1,205 1,300 220 250
Less : Disposals - - (150) (40) (60) (80) (20) -
Depreciation (As per
Statement of Financial
Performance)
- - (160) (180) (145) (135) (50) (50)
Impairment Loss (As per
Statement of Financial
Performance) - - (30) (50) - - - -
Ending Carrying Amount (As per
Statement of Financial Position) 2,025 2,025 2,000 2,090 1,000 1,085 150 200

Gross Cost (Asset Account Balance

per Statement of Financial Position) 2,025 2,025 2,420 2,320 1,280 1,135 250 250
Less : Accumulated Depreciation - - (340) (180) (280) (135) (100) (50)
Allowance for Impairment (80) (50)
Carrying Amount (As per Statement
of Financial Position) 2,025 2,025 2,000 2,090 1,000 1,085 150 200

c. The financial statements shall also disclose for each class of PPE recognized in the
financial statements:

1. The existence and amounts of restrictions on title, and PPE pledged as securities
for liabilities;
2. The amount of expenditures recognized in the carrying amount of an item of PPE
in the course of its construction;
3. The amount of contractual commitments for the acquisition of PPE; and
4. If it is not disclosed separately on the face of the statement of financial
performance, the amount of compensation from third parties for items of PPE that
were impaired, lost or given up that is included in surplus or deficit.

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d. Agencies are encouraged to disclose the following using the data in the IIRUP:

1. The carrying amount of temporarily idle PPE;

2. The gross carrying amount of any fully depreciated PPE that is still in use;
3. The carrying amount of PPE retired from active use and held for disposal; and
4. When the cost model is used, the fair value of PPE when this is materially
different from the carrying amount.

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