TO : ASTRA GROUP OF COMPANIES

FROM : ACCOUNTING DEPARTMENT

SUBJECT : AMENDED POLICIES AND PROCEDURES FOR CASH ADVANCES

REQUEST, LIQUIDATIONS, REIMBURSEMENT AND PETTY CASH
REPLENISHMENT

DATE : August 17, 2022

Objective(s)

 To amend the policies and procedures for the following transactions:

o Cash Advance Requests and Liquidations;
o Reimbursements;
o Petty Cash Replenishments;
o Official Receipts;
o Payroll,
o Commissions
o Treasury Disbursement Process
 To strengthen internal controls and proper documentation.
 For strict implementation of policies and procedures.

I. Standard Documentations and Budgets

i. Required attachment/s per transaction for the approval of the cash advance are
as follows

Type of Transaction/s Requirements

SALES DEPARTMENT

Indicate the specific reason of the request, the

Saturations/Site Visit/Client follow up (No list of possible clients to visit, should be listed
closed Deal) down according to location. Attached
accomplished Standard Saturation Form.
Indicate the specific reason including the
Client Meeting/s (with closed deal) names of Clients and the UCC/PSC No. if
there is any.
Attend Pre-Bid or Bidding (Government Attached invitation to BID (ITB) and/or Unit
Accounts) Costing Computation
Indicate the client name and the location
including the Delivery Receipt Number (DR#)
Delivery of Item/s or Unit
and Job Order number plus other system
attachments.
Indicate the detailed purpose/reason while the
Other transactions attachment will depend on the nature of
transaction.
PURCHASING DEPARTMENT

Canvassing of Items
Purchase of Items (Including the pick-up of
item/s)
Return of item/s to suppliers
Other/s
WAREHOUSING/PRODUCTION
DEPARTMENT
Unit transfer to branches
Unit transfer to dealers
Item transfer to branches
Item transfer to Dealers
Unit check-up/assessment of unit
Rendering of service to client/s
Item and Unit Delivery to Client/s
Others
Indicate the detailed reason/purpose of the
request and if applicable the stock inventory
request (SIR#).
Indicate detailed reason/purpose of the request
and the Purchase order no. (PO#) including the
address of the supplier
Indicate the detailed reason/purposes of the
request and the Return to Supplier no. (RTS#)
including the address of the supplier.
Indicate the detailed reason/purpose while the
attachment will depend on the nature of
transaction.
Indicate the detailed reason/purpose of the
request and the chassis# including the location
of the branch and Job Order number plus other
system attachments. Signed Transfer Receipt
should be attached on CA liquidations
Indicate the detailed reason/purpose of the
request including the name, location of the
dealer and the chassis# and Job Order number
plus other system attachments. Kindly secure
the approved transfer slip* from dealership
department. Signed Transfer Receipt should be
attached on CA liquidations.
Indicate the detailed reason/purpose of the
request and the location of the branch and Job
Order number plus other system attachments.
Indicate the detailed reason/purpose of the
request and location of the branch and Job
Order number. Secure a copy of approved
transfer slip from Dealership Department
Indicate the detailed reason/purpose of the
request, location of the branch including its
JO# plus other system attachments
Indicate the detailed reason/purpose of the
request including the name and location of the
branch and other system attachments
Indicate the name and the location of the client
including the Chassis# and delivery receipt
number (DR#).
Indicate the detailed purpose while the
attachment will depend on the nature of
 transaction.
IMPORTATION AND REGISTRATION
DEPARTMENT

Processing of CSR Attached the list chassis# of units subject for

Processing of OR/CR and/or Transfer of
Ownership
Import fund request for duties and taxes
Import fund request for Customs processing
Pick up shipment from port
processing on a particular day
Attached the list of chassis# of units to subject
for processing on a particular day. Ensure that
all requests must have “Cleared for
Registration” clearance slip from Accounting
Department and with System DR entry
Attached copy of approved shipment budget
and the final assessment form of BOC.
Attached copy of approved shipment budget
and the final billing from Broker
Indicate the location and the shipment number

Unloading of shipment at Tullahan Indicate the number of units and the shipment
number.
MARKETING & ADMINISTRATIVE
PURPOSE

Branch Visit/Marketing Research Indicate the location of the branch.

Request for payment of Utilities Copy of Billing statement

Company meetings and events
Other administrative purpose
List of employees to attend and the amount of
budget per employee.
Indicate the detailed purpose while the
attachment will depend on the nature of
transaction.

*Be specific, detailed and concise for faster approval, kindly avoid using generalize reason/purpose on
request.

* For Accounting Department’s reference and monitoring, Job order noted by CAJ has the
same effect as the manual transfer slip signed by the Warehouse Supervisor and Warehouse
Manager, so this will not be needed to be attached when requesting for approval of Cash
advances.

*Warehouse supervisor to ensure that NO units shall be released without Notice to Release (NTR)
from Accounting and NO spare parts and materials shall be released without an approved Materials
for Issuance (MIS).

ii. Standard Budget and Limitation

a. Meals

Meal is allowable for the official business transactions only, it includes but not
limited to regular food, snacks and drinks. Standard Meal Allowance will be
 Php200 per meal per employee on a maximum 3 meals per day ONLY. Budget
for Marketing/Sales expenses are not consumable; thus, meals request will
still follow established protocols.

Request of meal allowance for “Meals with customer” is strictly for the repeat
client transaction ONLY. A budget of P3,000 EXCLUSIVE of the STANDARD
MEAL ALLOWNCE subject to Accounting Department’s approval shall be
allowed for “Meals with customer”. If receipt for liquidation exceeds the Php
3,000 budget, excess will be subject to reimbursement provided that the request is
within the budget allocated in the UCC.

For client saturation/site visit/client follow up with no closed deal which are out-
of-town transaction/s that requires overnight stay will be allowed to request a
budget for breakfast ONLY.

Please see below matrix for detailed reference:

IS
TRANSACT
NEW
ION
CLIENTS/RE OUT OF WITH CLIENT MEALS
CLOSED REMARKS
PEAT TOWN? REPRESENTATION? ALLOWABLE?
DEAL
CLIENTS
ALREADY?
*
TRANSACTION TREATED AS IF
SATURATION ONLY. NO
REPRESENTATION ALLOWED.
ALLOWED FOR ALLOWABLE MEALS EXPENSES
NOT ALLOWED, IF
NEW SPECIFIC DATES CAN BE REIMBURSED UPON
NO NO WITHOUT
CLIENTS (Kindly see note RECEIPT OF DP/RF OR PURCHASE
ACCOMODATION
below the table) ORDER /SIGNED SALES
AGREEMENT/ for PRIVATE
ACCOUNTS or NOA and NTP for
GOVERNMENT ACCOUNTS
TO PROVIDE DETAILED REPORT
REPEAT
NO NO/YES ALLOWED ALLOWED OF THE THINGS DISCUSSED WITH
CLIENTS
EACH CLIENT.
OUT OF TOWN TRANSACTIONS
WITH OVERNIGHT STAY, WILL BE
ALLOWED A BUDGET REQUEST
FOR BREAKFAST ONLY, P200
ALLOWED FOR BUDGET PER EMPLOYEE. OTHER
ALLOWED, IF
NEW SPECIFIC DATES ALLOWABLE MEALS EXPENSES
NO YES WITH
CLIENTS (Kindly see note CAN BE REIMBURSED UPON
ACCOMODATION
below the table) RECEIPT OF DP/RF OR PURCHASE
ORDER /SIGNED SALES
AGREEMENT/ for PRIVATE
ACCOUNTS or NOA and NTP for
GOVERNMENT ACCOUNTS

IS TRANSACTION
OUT OF WITH CLIENT MEALS
CLOSED DEAL REMARKS
TOWN? REPRESENTATION? ALLOWABLE?
ALREADY? *
 STANDARD MEAL ALLOWANCE ONLY
YES NO NO YES
(P200 per meal per employee)
MEALS FOR REPRESENTATION WILL BE
GIVEN WITH ALLOWABLE BUDGET
YES NO YES (“meals with client”) YES
STATED ABOVE SUBJECT TO
APPROVAL
STANDARD MEAL ALLOWANCE ONLY
YES YES NO YES
(P200 per meal per employee)
STANDARD MEAL ALLOWANCE ONLY
PLUS MEALS FOR REPRESENTATION
YES YES YES (“meals with client”) YES WILL BE GIVEN REASONABLE
AMOUNT OF BUDGET SUBJECT TO
APPROVAL

ADDITIONAL REMARKS:

ADDITIONAL REMARKS: PRIVATE TRANSACTIONS GOVERNMENT TRANSACTIONS

DOWNPAYMENT FROM CLIENT,

*CLOSED DEAL:
WHAT ABOUT GOVERNMENT
BIDDING RELATED MEALS?
IF WITHOUT DOWNPAYMENT
NOTICE OF AWARD and NOTICE
PURCHASE ORDER FROM CLIENT
TO PROCEED
OR SIGNED SALES AGREEMENT
WILL SUFFICE
MEALS FROM PRE-BIDDING DATE
UP TO BIDDING DATE ARE NOT
ALLOWED TO BE REQUESTED IN
EMPLOYEE CASH ADVANCES.
THESE CAN BE REIMBURSED,
WITH ATTACHMENT OF THE
NOTICE OF AWARD SUBJECT TO
APPROVAL OF ACCOUNTING

FOR NEW CLIENTS:

A.) FOR PRIVATE
ACCOUNTS – MEALS
FOR REPRESENTATION
ARE ALLOWABLE ONLY
FOR THE FOLLOWIG ALLOWED LIQUIDATION FOR
REPRESENTATION DATES: DATE OF CLIENT REPRESENTATION IS
PAYMENT OF DP/RF SINGLE RECEIPT ONLY.
and DELIVERY DATE
B.) FOR GOVERNMENT
ACCOUNTS – DATE OF
NOA/NTP and
DELIVERY DATE

Meals budget can be requested in the following manner;

1. Breakfast
 Meal allowance for breakfast is only allowable if the employee/s depart from
office before 6:30 A.M. only.

2. Lunch
Meal allowance for lunch is only allowable if the employee/s is still out for
business or arrived at the office after 12:30 N.N.

3. Dinner
Meal allowance for dinner is only allowable if the employee/s is still out for
business or arrived at the office after 7:00 P.M.

Meal allowance for “Meriendas” of the production staff for the unloading of
shipment shall be allowable up to Php 250.00 only per day. (Amended. Please
see Note VII)

b. Transportation

1. Toll Fees – this will be budgeted based on the toll rates indicated on the
website of Toll Regulatory Board at http://trb.gov.ph/ . Funding will be done
thru RFID either Easytrip or Autosweep depending on the location to be
traveled.

For the Autosweep/Easytrip account, each transaction must have a request

with a toll budget that should be subsequently loaded to the RFID account of
the service unit to use. Kindly note that the number of transactions showing
in the mobile app is limited only up to 10 transactions, consequently admin
assistant for each department or branch must closely monitor the cash inflow
and outflow of toll fees thru mobile app, he/she must ensure that from time to
time capturing of transaction must be made, otherwise negligence on
his/her part will be assumed. In case of the leave of absence of the admin
assistant, requestor must take charge and policy above applies.

2. Fare – budget for fare is allowable only for office to client/s transaction only,
in cases where the employee/s will directly go to the client/s from his/her
residence, the amount of fare shall be reduced by his/her actual one-way
normal fare. Taxi services will be the last option as mode of transportation,
except for any reasonable circumstances which will be subject for approval,
on the other hand Transport Network Vehicle Services (TNVS) such as Grab,
Angkas and other similar mode of transportations are not allowed.

3. Fuel – All service units shall be issued a fuel fleet card, with transaction limit
based on allowed number of liters. All fuel requests shall be matched with the
record from the fuel company for the amount of fuel loaded per transaction.
All requests shall be based on the distance per location basis and such will be
computed based on the Company’s standard computation as;

Location 1 XXX KM
Location 2 XXX KM
Location 3 XXX KM
 Total Number of Distance XXX KM
Add: Adjustment for Traffic (Independent only)
Within Metro Manila only 15 KM
Metro Manila to Provincial only 20 KM
Provincial to Provincial only 5 KM
Total KM with Adjustment XXX KM
Divided by: Estimated Fuel Consumption per KM/unit
VIOS/AVANZA/ACCENT 10 KM
DOUBLE CAB/HILUX 9 KM
NAVARA 8 KM
Total Fuel Consumption XXX KM
Multiply by:
Estimate
Gasoline (Subject for adjustment to be advised by based on
Accounting Department) Current
Market Price*
Estimate
Diesel (Subject for adjustment to be advise by based on
Accounting Department) Current
Market Price*
Total Amount of Budget Php XXXXX
Note: Roundoff the amount to the nearest hundreds

* Check current market price on this website:

https://www.globalpetrolprices.com.

Fuel allowance is only for official business transactions. No service unit will be
used for personal agendas and taking home of the service unit is strictly
prohibited except for the units specifically assigned for the use of managers.

Fuel request for the newly arrived units from shipment shall be set as follows:

 Light and Medium Trucks – 15 liters/unit*

 Heavy Trucks and Equipment – 20 liters/unit*
 *(Amended. Please see Note VII)

c. Accommodations – the budget for this is only applicable for out-of-town

transaction/s wherein going back home is not possible. Standard accommodation
allowance of Php1,000 per person only. For the request of accommodation
advance booking is highly encouraged, Finance Department can assist with
regard the arrangement of hotel accommodation.

d. Documentation

1. Notarial Fees - documents to be notarize should be remarked specifically and

the number of copies.
2. Photocopy/Scan/Printing – this will be requested based on the current market
price by declaring the label of the document/s and the number of pages.

e. Other expense category will be budgeted depending on the nature of the

transactions provided that it must be detailed as possible, subject to approval of
Accounting Department.

II. Policies and Procedures on Cash Advances

i. Petty cash advances

A. Policies

b. Petty cash fund is available in every branch (Head Office, Balonbato, Subic) amounting
to Php10,000 held by the petty cash custodian. Petty cash custodian and manager will be
held accountable and responsible for any discrepancies and for the timely monitoring of
the fund transactions. Petty cash custodian is required to submit on a weekly basis a
petty cash report, detailing the weekly balance of the petty cash fund based on
custodian’s count, petty cash releases as well as replenishments and any variance that
may arise based on the report will require an explanation from the custodian.

b. No petty cash will be released without the approval of the accounting department.
Moreover, petty cash is strictly intended only for the request of budget with an
amount of Php1,000 and below and it must be requested and liquidated within the
day, meaning transaction/s with receipt dated today with an amount Php1,000 and
below should be requested on the petty cash within the day otherwise transaction
will be considered to the reimbursement.

c. Petty cash must be requested for replenishment when the balance reaches 50%
(Php 5,000) of the total petty cash fund or bi-monthly, whichever comes first.
Custodian must print out the replenishment summary and attached the original
supporting documents of the petty cash liquidations for replenishment, requests
with no original receipt attached to it will be part of the accountability of the
custodian.
 B. Procedures

1. Petty cash will be requested thru Petty Cash Module by each employee.
2. Seek approval of the accounting department.
3. Releasing of cash from Petty Cash Custodian, petty cash voucher must be printed
out by the custodian and must secure that the voucher is duly signed by the receiver
of the cash.
4. Liquidate the request and forward the receipt to the petty cash custodian.
5. Approval of the liquidation by Accounting Department.
6. Petty cash custodian to replenish the petty cash fund accordingly.
7. Releasing of petty cash replenishment by Treasury Department.

ii. Cash Advances (Above Php1,000)

Cash advances are intended only for the official business transactions which are
normally anticipated or planned ahead of time.

A. Policies

b. Cash budget request on Cash Advance Module must be only be requested an

amount above Php1,000 only.
c. Request of budget must be made 1 (one) day before the transaction date, kindly
ensure that a day before the transaction, request have already been approved.
(CAJ signs all checks every morning only, once a day)
d. Requestor should ensure the completeness of requirements and information
before proceeding to the process of endorsement and approval to avoid delay. It is
also the responsibility of the requestor to monitor the status of the request.
e. All cash advance request must be endorsed by the department/branch
head/manager before it can proceed to the approval of the Accounting
Department. *
*system is requiring the notation of request if the amount exceeded to Php 15,000
which will be noted by Sir Argel.

B. Procedures

1. Requestor must prepare the request on the system.

2. Seek endorsement of the branch/department head/manager.
3. Seek approval of accounting department (ensure that all required documents are
forwarded, thru email or viber).
Kindly send the required docs on our email:
To: arvin.tejones@astramc.com.ph
Subject: For Approval – ECA21000000
Body: <Clear attachment Documents>
4. Releasing of budget will be based on Treasury Department Policy.
III. Policies and procedures on employee reimbursement other than medical
reimbursement.

Reimbursements are expenses paid by the employees for the official business-related
transactions which had not been requested for cash advance or did not qualify in cash
advance.

A. Policies

a. Claiming of reimbursement must be be done within 3 days after the date of

transaction (date indicated in the receipt), otherwise the transaction will no longer
be acceptable for reimbursement. For transactions requiring employees to be out
of office and will take several days, basis for allowable period for reimbursement
will be within 3 days from reporting back to office.
b. Requestor must ensure the completeness of the requirements and information
before proceeding to the approval. Reimbursement sheet must be printed out and
must be submitted to the accounting department along with the original
supporting documents. “No valid receipt, No reimbursement Policy”.
c. Transactions that do not qualify for reimbursement will automatically be
disapproved.
d. Cut-off period for the submission of reimbursement will be 2 days before the
payroll cut-off period and it must be approved 1 day before the cut-off, however
if the cut-off falls on weekend, submission will be 2 days before weekend and it
must be approved 1 day before the weekend. This will be strictly implemented.

B. Procedures

1. Encode the reimbursement in the system through the Reimbursement Module.

2. Submit the reimbursement to Accounting Department for approval together with the
supporting documents. Medical reimbursements must be forwarded to HR first for
verification, HR then to forward the documents to Accounting Department for
Approval.
3. Treasury department to forward the listing of reimbursements for release to Human
Resource Department.
4. Reimbursement will reflect on the 15/30 payroll, provided that the reimbursement
has been approved before the cut-off date as mentioned above.

IV. Policies and Procedures for the Liquidation/reimbursement of transactions.

A. Policies

i. As a general rule “No Receipt, No Liquidation/Reimbursement policy”.

ii. All transactions subject for liquidation must be liquidated same day for petty cash
advance or 3 days from the date of transaction for cash advances above Php 1,000,
failure to comply may result to disapproval of liquidation and reimbursement or
charging of interest for the cash advances, except for any reasonable circumstances.
iii. All liquidations must be supported by a receipt either official or non-official.
  For purchases from vendors (such as sari-sari stores etc.) that do not issue
receipts, employee should itemize the expenses with the signature of the
manager. Amount should not exceed Php200 per liquidation/reimbursement,
except for any reasonable circumstances, which is subject for the approval of
Accounting Department).
 In case of unreceipted fares from Tricycle and Jeepney, employee should also
provide itemized list of fares in a point to point description.
 Liquidation/Reimbursement of taxi fares must be supported with a tape receipt or
other proof of payment, such as photo of the taxi meter showing the amount of
fare. No proof of payment shall be disapproved by the Accounting
Department.

iv. All receipts must be original upon submission to the Accounting Department, except
for any reasonable circumstances subject for approval.

v. Meals liquidation restriction on the receipt:

a. Liquidation of meals for Php 200 pesos must be presented with a BIR accredited
receipt, however;
b. If such liquidation is presented with the un-official receipt the allowable amount
for liquidation is Php 120 only, there is no exemption to this rule.

vi. Toll fees liquidation/reimbursement policy:

a. Toll fees paid thru cash/Gcash shall be liquidated/reimbursed by attachment the
of original receipts.
b. For the toll payments using the RFID account, requestor must attach the proof of
load to the account and image showing the transaction details as shown on the
mobile application. The amount in the liquidation must be the actual amount of
outflow for toll fees.
c. In case transaction details cannot be submitted due to the negligence of the admin
assistant or requestor, the allowable amount of liquidation will only 50% of the
load amount and the other 50% will be deducted to admin assistant thru payroll
deduction form unless the latter provide a transaction details coming directly
from the RFID’s Companies.

vii. Faded receipt/s will not be considered unless supported by a clear photocopy or
duplicate copy.

viii. Liquidation/reimbursement for transactions having used of service unit must be

submitted with a GATE PASS signed by the guard on duty on date of activity. Non
submission of gate pass upon liquidation/reimbursement may result to a disallowance
TO one meal ONLY.

ix. SOP’s paid by the employee/s for any traffic law violation shall be strictly subject for
approval from CAJ together with recommendation of HR before forwarding the
liquidation or reimbursement to the Accounting Department.

x. In case where there’s excess budget upon liquidation the following actions must be
taken:
 1. For Head office – return the cash directly to the Treasury Department.
2. For Branches – deposit the cash directly to the Company’s bank account, and make
deposit summary for every deposit made. One Deposit Slip, One Deposit summary
must be made, Validated Deposit summary is the pre-requisite for the approval of
the liquidation of the branches OR return the cash directly to the Treasury
Department upon liquidation, depending on circumstances.

xi. Below are the steps to be taken in liquidating cash advances/ requesting
reimbursement:
1. Prepare the request either liquidation or reimbursement thru our system (ensure that
all required data and limits are compliant to avoid disapproval).
2. Secure that all receipt/s are original and complete, in case there are SOPs or
unreceipted representations paid secure the proper signatory on the liquidation or
reimbursement sheet.
3. Manner of submission of liquidation and reimbursement:
I. If there is cash for return from liquidation:
i. Liquidation for above Php 1,000.00;
a. For head office – secure 2 copies of liquidation sheet, both copies must
be stamped with “Received” by the Treasury Department. One copy of
liquidation will retain with the Treasury Department while the other one
copy must be submitted to the Accounting Department attached with the
original supporting documents.
b. For Branches – secure one copy of liquidation sheet attached with
original supporting documents and the copy of Deposit Summary
attached with the original deposit slip. Address both to the Treasury
Department and must be Forwarded to the Accounting Department once
the liquidation sheet is stamped with “Received” by the Treasury
Department.

ii. Liquidation for petty cash advances (Php 1,000.00 and below);

All the original receipts must be indicated on the back portion its PCV# and
submit it to petty cash custodian together with the cash for return, printing of
liquidation sheet is not required. Petty cash custodian must secure that all the
supporting documents are intact and properly attached on its petty cash
voucher printed out during the release of petty voucher.

II. a. If liquidation has negative excess or zero (0) or if it is a reimbursement, secure

only one copy together with the original supporting documents and directly
submit it to the Accounting Department. For the approved liquidation with
liquidation excess, use reimbursement module by selecting the liquidation
number, no supporting documents needed to submit if the reimbursement is
coming from the liquidation with liquidation excess. Releasing will follow the
process of reimbursement.

Note: For the cash shortages or liquidation excess arising from disapproval of the
portion of the liquidation or error in system inputs resulting in additional cash to be
returned or liquidation excess, system liquidation will not be processed until
additional cash return is remitted to treasury and system liquidation is updated.
xii. “Strictly No offsetting policy”, excess budgets must be returned fully to the
Company, if any liquidation excess arise, the said liquidation will be form part of
reimbursement and will be eligible only once the liquidation has already been
approved. In addition, reimbursement due to unbudgeted expense of same nature of
transaction with the liquidation, cannot be offset on each other to arrive at the final
cash for return to Treasury Department. Unbudgeted expense will be disallowed in
the liquidation, this will form part of reimbursement.

xiii. Transaction Date

a. Cash advance liquidation with date of activity or receipt is earlier than the date of
request will be disapproved and cancelled by accounting department because
those transactions are already considered reimbursement.
b. Date of receipt not within the range of date of activity as indicated in the Cash
Advance Request will also result to disapproval of the Accounting Department
and it will be considered in reimbursement, except for any reasonable
circumstances and written explanation with the accounting department is
necessary.

xiv. Transaction Receipt Details

a. All sales invoices, official receipts & delivery receipts must be named under the
following Companies only, otherwise invalid:

1. Name: Astra Multimarket Corporation

TIN: 009-769-692-000
Address: Mc Arthur Highway, San Rafael, Tarlac City
2. Name: 5th Ray Corporation
TIN: 010-110-327-000
Address: No. 46, Quirino Highway, Balonbato, Quezon City
3. Name: Swift Global Marketing Corporation
TIN: 010-109-277-000
Address: Azure Bldg. 2A, Edsa Munoz, Katipunan, Quezon City
4. Name: Topmach Corporation
TIN: 010-102-615-000
Address: Mc Arthur Highway, San Rafael, Tarlac City

b. Company name mentioned above must be followed, should short cut details such
as but not limited to ASTRA, ASTRAMC, FIFTH RAY, 5TH, FIFTH, SWIFT,
TOPMACH, etc. is considered forfeited on the liquidation.

c. All receipts must be completely filled-in by the supplier/s, nevertheless employee

can fill-in the missing details provided that the receipt is a manual receipt. In case
of POS generated receipt, manual override of the details is strictly not acceptable,
the remedy for this issue is to request a manual receipt or request for re-printing
with a corrected detail. Exceptions are Tolls Fees, Parking Fees, Taxi Receipts,
Bus tickets and other receipts with similar nature of transactions.

d. Standardized transaction for receipt nomination

Business Purpose/s Type of Transaction
Sales All transactions with done
Expense/Dealership deal client/s
Expense
Bidding Transaction (such
as and limited only to Pre-
Bid, attending of bidding
and consummation of sale
transaction)
Saturation/Meetings with
prospect clients
Administrative Purchase of company
Expense property such as
Computers, Furnitures,
Office supplies, Office
equipment and others.
For admins fieldwork
transaction/s.
Marketing Expense For Advertising and
fieldwork transaction/s
Production Expense Unit Delivery/Unit
Transfer/Unit Pick-up
Services to Client/s
Purchasing Expense Purchase of Inventory
Canvassing of Inventory
Importation Processing of Import with
Expense shipment number
Company to Use
Company to use for the sale transaction
Company to use for the sale transaction
Others – kindly coordinate with
Accounting Department
Edsa 1 and 2 Sales – use Astra
Multimarket Corporation
Subic – use Swift Global Marketing
Corporation
Balonbato Sales – use 5th Ray Corporation
Others – kindly coordinate with
Accounting Department
Depends on the Accounting Department’s
approval based on INPUT VAT
requirements
Depends on the Accounting Department’s
approval based on INPUT VAT
requirements
Accounting Department will determine
the Company to use based on Taxation
Requirements.
Unit Delivery - Company to use for the
sale transaction
Unit Transfer - Based on Consignee
(check system Shipment Registry)
Unit Pick-up - Based on Consignee
(check system Shipment Registry)
Company to use for the sale transaction
Company to use for the purchase
transaction
Defaulted to 5th Ray Corporation
Cash advance sheet will be automatically
 displaying the Company to use.
<Temporarily for the old system – use
Swift Global Marketing Corporation>

Processing of upcoming Importation Department shall determine

Import, no shipment the Company based on what Consignee to
number use. <Temporarily for the old system –
use Swift Global Marketing
Corporation>

Registration Processing of CSR Cash advance sheet will be automatically

Expense be displaying the Company to use based
on the Consignee used for the chassis#.
<Temporarily for the old system – use
Swift Global Marketing Corporation>

Processing of OR/CR or Cash advance sheet will be automatically

Transfer of Ownership displaying the Company to use based on
the Company used to sell the unit.
<Temporarily for the old system – use
Swift Global Marketing Corporation>

xv. Specific policy for sales expense liquidation:

a. All transactions made by the sales department must be tagged with specific
client/s.
b. For saturation or client meetings, Accounting Departments’ assumption that there
are 2 or more clients visited and so the list of clients on liquidation sheet except
for any reasonable circumstances subject for approval of the Accounting
Department.
c. For transaction where there is already sure client, budgets approved on the
costing computation is NOT consumable, hence transaction is still subject for
the approval of the Accounting Department.
d. In cases, where Sales Department provided a “cash” to the client as a
representation, the liquidation must be signed by the Sales officer, Sales Manager
AND CAJ, otherwise the said representation will be disapproved.
e. To clarify , “UNLIQUIDATED” means no system liquidation was made in the
system yet; "NO SUPPORTING DOCUMENTS WERE FORWARDED TO
ACCOUNTING" meaning there is a system liquidation but still on Pending status
the reason is either no documents were forwarded to Treasury for accounting of
any liquidation excess or the documents were still in Treasury and not yet
forwarded to accounting for processing of liquidations. For cash advances to be
considered "LIQUIDATED", liquidation status should be "COMPLETED" in the
system. No "APPROVED" liquidation status, cash advance is considered
unliquidated.

xvi. Specific policy for importation fund liquidation:

Liquidation must be all supported by an approved import budget attached with all
the necessary supporting documents such as BOC assessment notice for the
 duties and taxes and official receipts for the shipping lines and other customs
processing.

xvii. Specific policy for registration liquidation:

Liquidation for processing of PNP Clearance, CSR and OR/CR must be
supported by a copy of official receipt, liquidation must be on a per batch basis.

xviii. The Company will charge an interest of 1% per day based on the amount of
unliquidated starting from the lapse of 3 days/same day policy up to the date of
acknowledgement of liquidation sheet of the Accounting Department.

xix. All reimbursement/s and liquidation/s are sole responsibility of the requestor unless
otherwise proven, admin assistant shall assume.

V. Authorized person scheme

Transaction Role Authorized Person

Petty Cash Advances Preparer Requestor itself or may delegate to the admin
assistant

Approver Accounting Department

Releaser Petty Cash Custodian

Petty Cash Liquidation Preparer Requestor itself or may delegate to the admin
assistant

Approver Accounting Department - HO

Petty Cash Replenishment Preparer Petty Cash Custodian

Checker Accounting Department - HO

Releaser Treasury Department

Cash Advances request (Above Php Preparer The requestor itself or may delegate to the
1,000.00) admin assistant

Endorser Department Head/Manager

Approver Accounting Department

Releaser Treasury Department

Cash Advances Liquidation (Above Preparer The requestor itself or may delegate to the
Php 1,000.00) admin assistant

Approver Accounting Department

 Reimbursement other than Medical Preparer The requestor itself or the person within the
Reimbursement Department.

Approver Accounting Department

Releaser Treasury Department

VI. Releasing of Fund/Budget

Release of budget will follow the Treasury Policies. All of budget related concern should be
coordinated to Treasury Department unless such concern was due to holding of release
ordered by the Accounting Department such must be coordinated to the latter.

VII. Allowable budget/s for Unloading of Shipments for Importations

Type Max. Budgeted Fuel Remarks

Heavy Trucks 40 liters. Per liter rate will be based on
Light and Medium Trucks 25 liters. current market price

Between 10 am and
Meals 3pm Between 12 mn and 3am
Snacks only (P25 per head) for a
default number of 10 personnel P250 P250

VIII. TREASURY DISBURSEMENT PROCESS FOR FUNDING REQUESTS

• All ATM cards have a limit of PHP 20,000.00 withdrawal transaction per day. Any
amount more than that shall be requested earlier.

• All ATM cards have a maintaining balance of PHP 2,500. Please make sure that this is
maintained or the account will be closed. Penalties and other fees for account re-opening
will be charged to the Manager and card custodian.

• The Admin/Holder of the ATM card is required to submit a balance inquiry receipt
indicating the ending balance of their ATM to Treasury Head (KGA) every month-end.

• Please make sure to withdraw from Eastwest Bank ATM machines as much as possible
to avoid transaction fees.

• All requests shall be rounded up to the nearest hundreds as the ATM machines could
not release less than 100 pesos. Excess amount shall be liquidated accordingly. Example:
550 = 600

• Cut offs for cash advances is at 4PM for next day’s release. Meaning, the request should
be in “FOR CHECK PREPARATION” already at 4PM for voucher preparation.

• Screenshot of the Fund Transfer to your respective accounts will be enough proof that
the request was released to your team. No need for a signed voucher.
 • The Admin-Holder and Manager will be responsible for cash disbursed to the ATM
cards assigned to each branch/department.

• All withdrawals shall be with receipts which will be submitted during liquidation. In the
absence of a receipt, print a clear picture of the ATM transaction.

IX. DISBURSEMENT SCHEDULE AND CUT-OFF ON REIMBURSEMENTS,

COMMISSIONS AND PAYROLL

PARTICULARS CUTOFF SCHEDULE REMARKS

Period Covered: 26th of the For June 30
1st Payout: 15th of the previous month to 10th of the payroll,
Month current month period
covered is
from June 8-
PAYROLL
25. Regular
cut-off shall
commence
2nd Payout: 30th or 31st Period Covered: 11th to 25th of the on July
of the Month month 15,2022
1st Payout: Reimbursements If it falls on a
Reimburseme received from 25th of previous weekend or
Reimbursements to be
nts (Medical month to 9th of the current month Holiday,
incorporated in Payroll:
and all regular reimburseme
At least 1 day before
reimburseme 2nd Payout: Reimbursements nts should be
payroll cut-off
nts received from 10th to 24th of the submitted 2
month days ahead
Releasing:
Every end of
the Month:
2nd cut-off
Payroll
If collection
date is from
Commissions to be 26th to end
Collections: From 1st to 25th day of
Commissions incorporated in Payroll: of the Month,
the Month
Every 25the of the Month the
commission
will be
released on
the 2nd
payout of the
following
month.

Prepared by:
Arvin Tejones
General Accountant

Approved by:

Cesar Angelo Aquino Jr. Dannabelle Baniqued

President HR Officer