School:

District:
Requirements for Liquidation and Disbursement of Cash Advances
For Liquidation of Cash Advance
Month of :___________________ Job Order
1 Liquidation Report (2 copies) 1 Disbursement Voucher & Duplicate copy of Check issued
2 Photocopy of Disbursement Voucher liquidated 2 Job Order (duly signed/appoved documents)
3 Cash Disbursement Register (CDR) 2 copies 3 Contract
4 Bank Statement/ Snapshot/ iaccess transaction details 4 DTR
5 Bank Reconciliation Statement 5 Job Order Payroll
6 Request letter (for Liquidation)

For supplies Fidelity Bond

1 Disbursement Voucher & Duplicate copy of Check issued 1 Disbursement Voucher & Duplicate copy of Check issued
2 Purchase Request 2 Deposit Slip
3 Request for quotation (3 stores) 3 Authority to Accept Payment
4 Abstract of Quotation of Prices (2 copies) 4 Confirmation Letter
5 Purchase Order
6 Official receipt/Billing Statement/Charge Invoice/Sales Invoice GAD Documents ( all are duly signed/approved)
7 Picture of supplies (with property custodian) 1 Disbursement Voucher & Duplicate copy of Check issued
8 Inspection and Acceptance Report (2 copies) 2 Memo
3 List of Participants
For repair,repaint/improvement 4 Program Matrix
1 Disbursement Voucher & Duplicate copy of Check issued 5 Travel Order
2 Purchase Request 6 Endorsement from SDS
3 Request for quotation (3 stores) 7 Contract (Notarized)
4 Abstract of Quotation of Prices (2 copies) 8 Purchase Request
5 Purchase Order 9 Request for quotation (3 suppliers)
6 Official receipt/Billing Statement/Charge Invoice/Sales Invoice 10 Abstract of Quotation of Prices (2 copies)
7 Picture of Materials 11 Purchase Order
8 Inspection and Acceptance Report 12 Official receipt
9 Program of Work 13 Pictures of GAD training
10 Labor payroll/RER (if any) 14 Attendance/meal attendance
11 Picture before, during and after of works done
SLAC Session
Installation of Electric and Water 1 Disbursement Voucher & Duplicate copy of Check issued
1 Disbursement Voucher & Duplicate copy of Check issued 2 Memo(approved by PSDS)
2 Agreement/Contract from the provider 3 Program matrix
3 Lay-Out 4 List of Participants
4 Barangay/Mayor’s Permit 5 Purchase Request
5 Program of Works 6 Request for quotation (3 suppliers)
6 Official receipt 7 Abstract of Quotation of Prices
7 Picture before, during and after of works done 8 Purchase Order
9 Official receipt/Billing Statement/Charge Invoice/Sales Invoice
Installation of Internet/telephone 10 Pictures of SLAC session
1 Disbursement Voucher & Duplicate copy of Check issued 11 Attendance/meal attendance
2 Agreement/Contract from the provider
3 Billing Immersion/Insurance (for SHS)
4 Official receipt 1 Disbursement Voucher & Duplicate copy of Check issued
2 Agreement/ Contract
Reimbursement of Seminar/training 3 List of Students
1 Disbursement Voucher & Duplicate copy of Check issued 4 Official Receipt
Travel Order(Signatory for travel order-if w/in division-SDS, if outside
2
division-ARD/RD) Payment of Utility bills
3 Memo 1 Disbursement Voucher & Duplicate copy of Check issued
4 Official Receipt for Registration Fee 2 Bills(current due amount only)
5 Cert. of Appearance/Cert.of Participation 3 Official receipt
Itinerary of Travel(Signatory of itinerary (SH- ASDS and SDS
6 regardless of where the SH travels, if teaching personnel, if w/in 1 REFUND (if there is any)
division area (SH and PSDS), if outside division(SH and SDS)
Cert. of Travel Completed(Signatory for cert. of travel completed- For Succeeding Cash Advance
7 for SH - PSDS, for teaching personnel, SH only Month of :___________________
Bus ticket, Plane Ticket with Boarding Pass 1 Request Letter
8
Request for Quotation (for 3 suppliers) VAN HIRE 2 Purchase Order
9 RER 3 Fidelity Bond (Confirmation Letter)
4 Mayor's Permit/ BIR 2303 (for new suppliers only)

Checked by: Acknowledge by: Legend:

___________ √ submitted
Administrative Assistant III DATE not necessary
Remarks: X need to submit
Returned; need to complete requirements
Completed
Registration Mark: Distribution Mark:

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