1) An audit of a Collecting Officer found they did not use the prescribed Report of Accountability for Accountable Forms (RAAF) format which effectively monitors accountable forms.
2) The RAAF is specified in the Government Accounting Manual, Volume II, and consists of columns to report the description, beginning balance, forms received, issued, and ending balance of accountable items like checks and receipts.
3) The Collecting Officer's monthly RAAFs used a different presentation, incorrectly labeling "Beginning Balance" as "On-Hand" and presenting the information in an outline rather than column format, which provides less detail on accountable forms.
1) An audit of a Collecting Officer found they did not use the prescribed Report of Accountability for Accountable Forms (RAAF) format which effectively monitors accountable forms.
2) The RAAF is specified in the Government Accounting Manual, Volume II, and consists of columns to report the description, beginning balance, forms received, issued, and ending balance of accountable items like checks and receipts.
3) The Collecting Officer's monthly RAAFs used a different presentation, incorrectly labeling "Beginning Balance" as "On-Hand" and presenting the information in an outline rather than column format, which provides less detail on accountable forms.
1) An audit of a Collecting Officer found they did not use the prescribed Report of Accountability for Accountable Forms (RAAF) format which effectively monitors accountable forms.
2) The RAAF is specified in the Government Accounting Manual, Volume II, and consists of columns to report the description, beginning balance, forms received, issued, and ending balance of accountable items like checks and receipts.
3) The Collecting Officer's monthly RAAFs used a different presentation, incorrectly labeling "Beginning Balance" as "On-Hand" and presenting the information in an outline rather than column format, which provides less detail on accountable forms.
1) An audit of a Collecting Officer found they did not use the prescribed Report of Accountability for Accountable Forms (RAAF) format which effectively monitors accountable forms.
2) The RAAF is specified in the Government Accounting Manual, Volume II, and consists of columns to report the description, beginning balance, forms received, issued, and ending balance of accountable items like checks and receipts.
3) The Collecting Officer's monthly RAAFs used a different presentation, incorrectly labeling "Beginning Balance" as "On-Hand" and presenting the information in an outline rather than column format, which provides less detail on accountable forms.
No. Audit Observations Recommendations Rejoinder Comments AOM No. 1. The Collecting Officer did not use the prescribed We recommended that the No comments were 2022-001 Report of Accountability for Accountable Forms Collecting Officer prepare the received from (2021) (RAAF) under Appendix 67 of the Government prescribed RAAF in management. dated Accounting Manual, Volume II thus, effective accordance with Appendix 67 monitoring and reporting of the movement and status of the Government Accounting March 7, of the accountable form is not achieved. Manual, Volume II. 2022 issued to MTCC- The Government Accounting Manual, Volume II, Toledo provides the prescribed format in the preparation of City various reports to be used by all government agencies. Appendix 67 thereof is the prescribed format of the Report of Accountability for Accountable Forms (RAAF) to be used to report the result of the physical count of all accountable forms such as checks, stamps, official receipts, LDDAP-ADA, in the custody of accountable officers.
The prescribed form consists of five main columns,
with the last four columns having two sub-columns each for the quantity and its inclusive serial numbers (SNs). Below is a brief description of each of the five columns: Column 1 - DESCRIPTION OF ACCOUNTABLE FORMS, where to record the name of the form and the number assigned by the National Printing Office . The face value represents the unit value of the forms, if applicable, as in the case of postage stamps and tickets;
Column 2 - BEGINNING BALANCE, where to
record the quantity and inclusive SNs of the previous month's ending balance;
Column 3 - RECEIVED, where to record the quantity
and inclusive SNs of additional accountable forms received from Head Office or transferred from other NBI Offices for a given month;
Column 4 - ISSUED, where to record the quantity and
inclusive SNs of the accountable forms issued for a given month; the serial number should tally on what is reported as issued in the collection report for the month;
Column 5 - ENDING BALANCE, is the result of the
mathematical computation of BEG BALANCE plus (+) RECEIVED minus (–) ISSUED. This column should be reconciled with the actual quantity and inclusive SNs on hand at the end of the month. This column will be carried over as BEG BALANCE in the ensuing month.
Our review of the monthly RAAFs submitted by the
CO shows a different presentation. The 'Beginning Balance' was inappropriately described as ‘On-Hand’ and the information is presented in an outline format rather than in columns.
Presenting the inventory of accountable forms in a
matrix format provides the most detailed view of the accountable forms on hand and issued, since the columns that are related are grouped together. The monitoring and reporting on the movement and status of the accountable forms are easily done.