Process Orientation Workshop - 11 - 19 - 2021

Office of the Treasurer
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Office of the Treasurer |
Process Orientation Workshop
P EN IN G CALEB CHUA
O
EM A RK S
R Office of the Treasurer |
rerusaerT eht fo eciffO
Contents of
pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

the Report
Definition of Terms
Process for Each Transaction
General Guidelines
ition of Terms
fin
De

Depository Fund This is the part of the Working Fund, which was obtained from donations or
fundraising activities such as Annual Recruitment Week, solicitations, etc.
(FHIT) which are also deposited in the Accounting Office.
This is the money that the university, through S - LIFE,

Operational Fund gives to the CSO organizations and Special Group and is given and
budgeted by the Office of the Treasurer.
These are slips found on the Finance Table filled up by an

Requisition Slips organization in making any requisitions
This is the form used by the organization’s treasurer when

Deposit Slips depositing cash or check in the Accounting Office.
ition of Terms
fin
De

Payment Requisition This is the form used by the treasurer in withdrawing
money from its funds (Operational or Working Fund). There are
Slip (PRS) always three copies for the PRS: white, green, and yellow.
It is a procedure where the treasurer withdraws cash from

Cash Advance (CA) the Depository Fund before the activity. It is to be used for
projected expenses of the activity.
A procedure where the organization issues a check directed

Direct Payment (DP) to the establishment or to a person for the expenses to be
incurred for a specific activity.
A post cash advance or direct payment procedure where the

Liquidation (LQ) treasurer will have to summarize the actual expense to which the
withdrawn cash or check was used.
ition of Terms
fin
De

It is a procedure done when officers used personal money
Reimbursement (RM) for expenses incurred for an activity.
It is a procedure done when an organization availed of the service/s of

Book Transfer (BT) establishment/s and office/s operating in the campus. This is the transfer
of funds from one account to another within the university.
Request for Procurement on It is a slip that the organization must fill up to request
Service and Materials materials or services from the Procurement Office. This form
can be downloaded in a PDF file via Intranet.
(RPSM)
Income Statement This is the financial document used to report the revenues and expenses
that an organization has incurred during a fundraising activity. This may be
(IS) used as a substitute of the Summary of Expenses Incurred.
ition of Terms
fin
De

Fundraising Activity This is a detailed report of the revenue and expenses that an organization
has incurred during a fundraising activity.
Report (FRA)
This book will contain records of all cash inflows and outflows during the
Financial Record Book school year. There are 4 separate sections in the book namely: Operational
Fund, Depository Fund, Petty Cash Fund and List of Expenses for each term
(FRB) in the same school year.
This is a sheet where treasurers log the list of expenses and all the memos
Log Sheet submitted to the finance team.
Summary of Expenses This is a financial document submitted to the Accounting Office attached to
Incurred / List of valid original receipts for liquidation of cash advance or reimbursement of
Expenses (LOE) expenses.
it io n of th e
Defin
re nt R eq ue sts
Diffe

No expense request This request is to notify us that they won’t be incurring any expense
The PRS is used when the treasurer’s unit would want to request if they can
PRS Request withdraw money either from the Depository fund (Working Fund) or from
the Operational Fund
Student Procurement The SPF form is used if the organization/unit in procuring services and
Form Request (SPF) materials that amount to LESS THAN OR EQUAL TO PHP 50,000.00
The RPSM form is used if the organization/unit in procuring services and

RPSM Request materials that amount to MORE THAN PHP 50,000.00
it io n of th e
Defin
re nt R eq ue sts
Diffe

Donation Drive This form is used in reporting all the proceeds gained from the
Activity donation drive.
This is a detailed report of the revenue and expenses that an organization

Fund-Raising Activity
has incurred during a fundraising activity. With regards to this, a USG unit is
Report Submission allowed a maximum of 3 Fund Raising Activities for the whole year.
PROCESSES

xpense Request
Office of the Treasurer No E
What kind of documents will the No Expense Request need?

Copy of the Signed PPR (optional)
Signed A-Form for the activity
No Expense LOE Template
xpense Request
Process?
1st Step:

Arrange the documents in accordance with what
was listed in the Treasurer's Manual
1. Signed PPR (Optional)

Log all
2. A - Form documents in
3. No Expense LOE the eFRB logger
xpense Request
Process?
2nd Step:

Email: Gabriel Caleb T. Chua and don't forget
to
cc:
Rizelle Mae Mendoza,
Alphonso Cataquis,
Daniella Leonida,
Enrique Teodoro
to only notify that the Documents have been

logged in the eFRB logger
xpense Request
Process?
3rd Step:

An OTREAS Finance Executive Director will
respond to the EMAIL THREAD which will
contain the OTREAS Tracking Number (OTN)
and audited documents
xpense Request
Process?
4th Step:

After receiving the audited documents,
create a folder for the specified project and
kindly upload the documents in the Archives
folder in the OTREAS drive
xpense Request
Process?
Last Step:

An OTREAS Finance Executive Director will
respond to the EMAIL THREAD which will
contain the OTREAS Tracking Number (OTN)
and audited documents and kindly
acknowledge the email.
Office of the Treasurer PRS Request
What kind of documents will the PRS Request need?

Follow the guidelines in the Treasurer's Manual on what
requirement you would be needing for the type of PRS
Transactions
Cash Advance
Cash Advance Liquidation
Direct Payment
Reimbursement


Process?
1st Step:

The requestor will send an email with the Attached PDF document
with a date to their college president asking for their approval and an
e-signature with the date it was signed
Both the Email Subject and file name should be Payee Name - Type of
Process (EventTitle)
The files of the PDF document will depend on what type of PRS
Transaction it is (Treasurer's Manual)
The CP must approve the document via the email thread the
requestor made and must include the signed document with date
Process?
2nd Step:

Once the document has been approved by
the CP
Log all
NOTE: in the PRS Memos
documents in
"Memo Noted by" - must be signed by
the eFRB logger
the Unit Head
"List of Expenses Noted By" - must be

signed by the College President
Process?
3rd Step:

Email: Gabriel Caleb T. Chua and don't forget to
cc:
Alphonso Cataquis,
Daniella Leonida,
Enrique Teodoro
to forward the email thread and to notify that the Documents have
been logged in the eFRB logger,
Process?
4th Step:

An OTREAS representative will respond to the email
thread which will contain the OTREAS Tracking Number
(OTN)
and please acknowledge that you have received the

OTN
Office of the Treasurer SPF Request
What kind of documents will the SPF Request need?
SPF TABLE

What kind of documents will the SPF Request need?

Approved A- Form
3 Formal Quotations from the Suppliers
Procurement Table (In the Templates Folder)

Process?
1st Step:

The requester shall send an email to both the College
Treasurer and President asking for their approval and
e-signature
The email subject and file name must be
“UnitName_EventTitle_SPF”
The email body should also contain the SPF table

Process?
1st Step:

Make sure that there are two PDF Documents
1st PDF:
SPF Table,
Approved A-Form
3 formal quotations from the suppliers
2nd PDF:
Procurement Table
Process?
1st Step:

Documents must first be
Approved by the College
Treasurer and they should Ask the College President to
respond to the email thread. now sign the documents and
Their response must state their reply to the email thread with
approval and attached with it is their explicit approval and
the signed document signed document
Process?
2nd Step:

both the College Treasurer and College
President
Log all documents

in the Slips
Procurement
Logger
Process?
3rd Step:

cc:
Alphonso Cataquis,
Daniella Leonida,
Enrique Teodoro
to forward the email thread and to notify that the Documents

have been logged in the eFRB logger,
Process?
4th Step:

An OTREAS Finance Executive Director will respond to the
EMAIL THREAD which will contain the OTREAS Tracking
Number (OTN) and audited documents.
*Please acknowledge the Receipt of the OTN*

Process?
5th Step:

The OTREAS finance team will email the SPF to SLIFE for
signatories and for the approval of the chosen supplier from
the Procurement Office
(The requestor will also be CC-ed in the email and once it has
been approved by the office , and an OTREAS representative
will update the requester of the status.)
Process?
6th Step:

Once the requestor’s SPF has
been approved by the office
the requestor can contact the chosen

supplier to start the production and delivery
of the said products,
Process?
7th Step:

Once the billing statement is received by the
requesting party
Start preparing PRS documents, following the
respective Finance Process.
Keep in mind that you only have 5 working days
to prepare the PRS documents.
Process?

8th Step:
Once the documents are ready for submission,

kindly follow the procedure for PRS.
Make a new email thread given that this is a
different process. (PRS process)
PRS PROCESS
Office of the Treasurer RPSM Request
What kind of documents will the RPSM Request need?
RPSM TABLE

What kind of documents will the RPSM Request need?

Accomplished RPSM form
Approved A-Form
3 Formal Quotations from the 3 different

accredited suppliers with the images of the
order/s
Process?

1st Step:
The assigned unit office will fill up

the RPSM Form/Table (In the
templates folder)
Process?

2nd Step:
The requesting unit must send an email

to the College Treasurer and College
President asking for the approval with
the E-signature and the date of the
respective process.
Process?
3rd Step:

both the College Treasurer and College
President
Log all documents
Note: in the Slips
The documents that will be included: Procurement and
EFRB
eFRB logger
Direct Payment SPF
SPF **Slips Procurement should be approved

first before logging to the eFRB
SPF, Procurement Table and 3
Quotations
Process?
4th Step:

cc:
Alphonso Cataquis,
Daniella Leonida,
Enrique Teodoro

Process?
5th Step:

An OTREAS Finance Executive Director will respond to the EMAIL
THREAD which will contain the OTREAS Tracking Number (OTN)
and audited documents.
*Please acknowledge the Receipt of the OTN*

Process?
6th Step:

OTREAS will send the documents to SLIFE, the Accounting
Department and the Procurement Office for their approval. If there
are any concerns with your RPSM request, we will notify you
immediately.
Process?
7th Step:

Once the documents have been approved,
OTREAS will inform you that you may already
prepare the PRS documents and submit a PRS
request
Process?

8th Step:
The Procurement Office will be the one to process the

payment to the supplier. On the other hand, your unit
and the Asset Management Office will be the one to
coordinate the delivery schedule of the items
ising A c tiv ity
Fund-Ra
Report Su b m iss io n
What kind of documents will the FRA submission need?
FRA Documents (has to be in order)

FRA Report
Approved Deposit Slip from OTREAS
Acceptance Letter of COSCA of the unit (only if it's applicable to the NGO
Partner
Approved Memorandum of Agreement *only if applicable*
Approved A-Form
Compiled confirmation receipts/deposit slips in one zipped file or excel sheet

ising A c tiv ity
Fund-Ra
Process?

NOTE!!!!
Before pushing through with the FRA report submission,

kindly make sure that the process for the deposits have been
followed and is logged in the eFRB Logger from the past
request

ising A c tiv ity

Fund-Ra
Process?
1st Step

The assigned unit representative will fill up the Fund-
Raising Activity Report. (in the Templates Folder)
No need to create an Income Statement

ising A c tiv ity
Fund-Ra
Process?
2nd Step

The assigned unit representative will send an email
(signed PDF document with date) to the Project
Head asking for the approval and e-signature
with the date when the document was signed.
Make sure the files needed are attached in the

email thread
ising A c tiv ity
Fund-Ra
Process?
2nd Step

Email Details:
Email Subject and File Name must be
UnitName_EventTitle_FRAReport
The email body should only contain the request for approval
There should be 2 PDF documents attached to the email
1st PDF
Compiled Documents needed (In order)
2nd PDF
Zipped File of the compiled confirmation receipts/deposit
slips
ising A c tiv ity
Fund-Ra
Process?
3rd Step

The Project Head will reply to the email thread by
placing his/her/their e-signature, as well as date
when it was signed, to the document.
The Project Head must attach the file and send a reply to
the email stating that they approved the document.
ising A c tiv ity
Fund-Ra
Process?
4th Step

The College President will reply to the email thread by
placing his/her/their e-signature, as well as date when
it was signed, to the document.
The College President must attach the file and send a

reply to the email stating that they approved the
document.
ising A c tiv ity
Fund-Ra
Process?
5th Step

both the Project Head and College
President
Log all documents

in the FRA Report
ising A c tiv ity
Fund-Ra
Process?
6th Step

cc:
Alphonso Cataquis,
Daniella Leonida,
Enrique Teodoro

General Working hours is from 8:00AM - 5:00PM every
Monday to Friday
Guidelines Cut-off time is 5:00PM. Any transactions sent

afterwards will be processed the next working day.
Indicate the FULL NAME of the signatories in the
Some reminders you should take note of documents
whenever you prepare and submit Email OTREAS AFTER logging the documents.
documents. Do not forget to select REPLY ALL to the email
thread.
Do not forget to include the Php 150 bank transfer fee
if the amount is not payable to a UCPB bank account.
If cash prizes will be given for any event, we highly
encourage you to use CASH ADVANCE instead of
direct payment since it'll expedite the process. Once
the winners have been selected, kindly provide the
payee's ID number as well as a copy of their school
ID/EAF
Office of the Executive Treasurer|
What platforms can we use to record funds?
Q&A We HIGHLY RECOMMEND you to make use of Excel

or GSheets to keep track of all of your finance-related
transactions and processes
Here are the answers to the questions you
asked in the POW Registration form What are the processes for the online set-up?
Kindly refer to the USG Guidelines for Online Finance
Processes document for all of the information that
you may need regarding the online processes.
You are REQUIRED to save all online finance
documents in your respective unit's GDrive Folder
(This may be found in the USG Finance Drive) since
we will have to process all those documents once
face-to-face classes resume.
What are the responsibilities of a Finance

head/Treasurer?
You are in-charge of recording, auditing, compiling
and summarizing all of your unit's finance-related
Office of the Executive Treasurer|
documents.
What is the scope of the Treasurer's Exam? The entire
Q&A
Treasurer's Manual and the processes for the different
transactions
How is the exam formatted?

Here are the answers to the questions you
15 points identification
asked in the POW Registration form
20 points true or false
25 points arrange in order
18 points enumeration
22 points essay
Total points: 100, Passing score: 60
Who are required to take the Treasurer's exam?

COO, BVP, ALL Finance head and Finance committee
members
What will happen if we fail the exam?

Finance head: The UNIT cannot process any finance
transactions for 2 weeks
Office of the Executive Treasurer| Executive: Only the EXECUTIVE cannot process any
Process Orientation Workshop finance transactions for 2 weeks
DO YOU HAVE ANY

MORE QUESTIONS?

L OS IN G RIZELLE
C MENDOZA
EM A RK S
R Office of the Treasurer |

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Office of the Treasurer

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

This is the money that the university, through S - LIFE,

These are slips found on the Finance Table filled up by an

This is the form used by the organization’s treasurer when

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

It is a procedure where the treasurer withdraws cash from

A procedure where the organization issues a check directed

A post cash advance or direct payment procedure where the

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

It is a procedure done when an organization availed of the service/s of

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

The RPSM form is used if the organization/unit in procuring services and

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

This is a detailed report of the revenue and expenses that an organization

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

What kind of documents will the No Expense Request need?

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

1. Signed PPR (Optional)

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

to only notify that the Documents have been

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

What kind of documents will the PRS Request need?

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

What kind of documents will the PRS Request need?

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

What kind of documents will the PRS Request need?

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

"List of Expenses Noted By" - must be

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

and please acknowledge that you have received the

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

3 Formal Quotations from the Suppliers

Procurement Table (In the Templates Folder)

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

The email body should also contain the SPF table

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

Log all documents

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

to forward the email thread and to notify that the Documents

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

*Please acknowledge the Receipt of the OTN*

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

the requestor can contact the chosen

pohskroW noitatneirO ssecorP | rerusaerT eht fo eciffO

Please acknowledge the Receipt of the OTN

Please acknowledge the Receipt of the OTN

Approved Memorandum of Agreement only if applicable