Inter-Country Adoption Board Issue Date December 07,

(rcAB) 2018
Doc. Code ICAB-ACCTG-
PAWIM-2018-
PROCEDURES AND WORK
001
INSTRUCTTON MANUAL Revision No. 2
( PAWIM )

Accounting Unit
SCOPE
This covers the rules and regulations to be followed in the
disbursement of public funds, the monitoring of receipt and utilization of
Notice of Cash Allocation (NCA), preparation and processing of
Disbursement Voucher/Payroll; preparation and issue of checks; payment
by cash; granting, utilization and liquidation/replenishment of cash
advances; payment through Advice to Debit Account (ADA); remittance of
taxes withheld through Tax Remittance Advice (TRA).

Acronym Full Text

ACIC Advice of Checks Issued and Cancelled
ADA Authority to Debit Account
ADADJ Advice to Debit Account Disbursement Journal
ADADRec Advice to Debit Account Disbursement Record
AJE Adiusting Journal Entries
BIR Bureau of Internal Revenue
BRS Bank Reconciliation Statement
CAF Certificate of Availability of Funds
CM Credit Memo
CO Capital Outlay
COA Commission On Audit
DM Debit Memoranda
DR Delivery Receipt
DSA Dailv Subsistence Allowance
DV Disbursement Vouchers
GF General Fund
GJ General Journal
GP General Payroll
GSB Government Servicing Bank
IP Index of Payment
IoT Itinerary of Travel
JEV Journal Entry Voucher
LDAAP- List of Due and Demandable Accounts Payable-Advice to
ADA Debit Accounts
LDDAP List of Due and Demandable Accounts Payable
LR Liquidation Report
obR Obligation Request
OP Order of Payment
OR Official Receipt
ORS Obligation Request and Status
PCF Petty Cash Fund
PCFRec Petty Cash Fund Record
PCV Petty Cash Voucher
RCD Report of Collection and Deposits

ORIGINAL COPY
ICAB
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RCI Report of Checks Issued

RD Report of Disbursement
RER Reimbursement Expense Receipt

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

Pagable refers to valid and legal obligations of

Accounts
NGAs/OUs, for which, goods/services/projects have been
delivered/ rendered/ completed and accepted, regardless of the year
when these obligations were incurred.
Aduice 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.
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 sha1l
be covered by DV/Petty Cash Voucher (PCV)/Payro11.

List of Due and Demandable Accounts Payable-Aduice 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.

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.

Regular Cash Aduance - refers to the amount granted to cashiers,

disbursing officers, paymasters, and/or other accountable officers
for the payment of expenses such as payroll, commutable
allowances, honoraria and other similar payments to officials and
employees.

Special Cash Aduance 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,

ORIGINAL COPY
ICAB
 Inter-Country Adoption Board Issue Date December 07,
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Doc. Code ICAB.ACCTG-
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INSTRUCTION MANUAL Revision No 2
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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.
Tax Remittance Aduice -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 sha1l 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).

NOTICE OF CASH ALLOCATION

The NCA shall be the authority of an agency to pay operating expenses,

purchases of supplies and materials, acquisition of Propert5r, Plant and
Equipment (PPE), accounts payable, and other authorized disbursements
through the issue of MDS checks, ADA or other modes of disbursements.

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
tJ:e 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.

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.

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.

Modes of Disbursements

The different modes of disbursements are as follows: (a) MDS-check, (b)

cash (out of cash advance granted to authorize Disbursing Officer), (c)
advice to debit the account, (d) tax remittance advice.
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1. Disbursements by Check. Checks shall be drawn only on duly

approved Disbursement Voucher (DV). 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. The type
of check being issued by ICAB is:

Modified Disbursement Sgstem Checks -are checks issued by

government agencies chargeable against the account of the Treasurer of
the Philippines, which are maintained with different MDS-GSBs.
Procedures for Disbursements by Checks

Area of seq Activity

Responsibility Number
Processine of DV
Requesting 1 Prepares the DV in four copies in
Office/Unit accordance with the instructions on the
Designated Staff preparation of the DV to initiate the
payment of claims.
Accounting Staff 2 Receives 4 copies of DV and Supporting
Documents (SDs) and check 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.
Budget Officer 3 Forwards the DVs, and the supporting
documents (SDs) to the budget oflicer for
the preparation of Obligation Request
Status (ORS).
Accountant 4 Forward the 4 copies of DV, SDs together
with ORS to the accountant for the
verification. The Accountant will assign DV
number and will certify the DV. One copy of
DV and ORS together with ttre duplicate
copy of SDs will be retained by the
accountant which will serve as his/her
copy
Accounting Staff 5 The signed 3 DVs together with SDs and 2
signed ORS will be forwarded to the
accounting staff for recording in the logbook
of DV indicating the DV number and date,
creditor/payee, particular and forwards the
documents to the Head of the Agency.
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Head of the Agency 6 Reviews DV and signs in Box C "Approved
for Payment" portion.
Accounting Staff 7 Records in logbook the approved DV and all
SDs and forwards the documents to the
Cash/Treasury Unit.
Cashier Unit I The cashier will make the check, then
will be forwarded to the Head of the
Agency for the signing of check. After
the signed check, the cashier will make
an Advice Checks Issued and
Cancelied (ACIC) to be transmitted to
the Land Bank.

2. Disbursements by Cash. Cash disbursements constitute payments

out of cash advances granted to the regular and special disbursing
officers for petty expenses and MOOE for field operating requirements.
A11 cash payments shall be covered by duly approved
DVs/payrolls/petty cash vouchers (PCVs). The cash advances may be
granted to the cashier's/disbursing officers/oflicials and employees to
cover the following: 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:

o No cash advance shall be given unless for a legally authorized

specific purpose;

. A cash advance shall be reported on and liquidated as soon as the

purpose for which it was given has been served;

o 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;
a Except for cash advance for official travel, no officer or employee
shatl 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;

a Only permanently appointed officials shall be designated as

disbursing officers;

a 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;
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o Transfer of cash advance from one accountable officer to another

shall not be allowed; and
o 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-
OO2 dated February lO, 1997, as amended by COA Circular No. 2006-005
dated July 13, 2006.

CASH ADVANCES

Cash Advances for Travel. Section 2 of Executive Order (EO) No. 2a8
dated May 29,1995, as amended by EO No. 248A and EO No. 298 dated
August 14, t995 and March 23, 2OO4, 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.
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) shall be prepared by the officers/employees
concerned and submitted to the Accounting Division/Unit with
appropriate SDs as basis for Journal Entry Voucher (JEV)
preparation. The excess cash advance shall be refunded. Order of
Payment shall be prepared 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 deliciency in amount.
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Order of Payment

An Order of Payment is a written document ordering the payment of money

drawn by one person on another. ICAB partners, stakeholders and
interested parties shall secure Order of Payment from the Accounting Unit
before payment of money shall be made to the Cash Unit.

As a general policy, only payment by checks shall be accepted by the

Accounting Unit for endorsement to the Cash Unit for the issuance of
Official Receipts. All cash payments shall be made directly by the payor to
the cash unit.

Granting of Cash Advance

Local Ttauel
. Office Order/Travel Order approved in accordance with Section 3
ofEO No.298;
. Duly approved Itinerary of Travel and
o Certification from the accountant that the previous cash advance
has been liquidated and accounted for in the books.

Forelgn Tlaael
o Oflice Order/Travel Order approved in accordance with the
provisions of Sections 1 and 2 of EO 459 dated September 1, 2005;
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

o Duly approved IT;

o Letter of invitation of host/sponsoring
country / a gency f or ganization;
o For plane fare, quotations of three travel agencies or its equivalent;
o Flight itinerary issued by the airline/ticketing office/travel agency;
. 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;
o Document to show the dollar to peso exchange rate at the date of
grant of cash advance;
. Where applicable, authority from the OP to claim representation
expenses; and
In case of seminars/trainings:
o Invitation addressed to the agency inviting participants (issued by
the foreign country)
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a Acceptance of the nominee as participants (issued by the foreign
country)
a Programme Agenda and Logistics Information

a Certification from the accountant that the previous cash advance

has been liquidated and accounted for in the books.

Liquidation of Cash Advance

For Local Traael
. Paper lElectronic plane, boat or bus tickets, boarding pass, terminal
fee;
o Certificate of Appearance/Attendance;
o Copy of previously approved IT;
. Revised or supplemental Office Order or any proof supporting the
change of schedule;
o Revised IT, if the previous approved itinerary was not followed;
o 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); LR
o Reimbursement Expense Receipt (RER)
o OR in case of refund of excess cash advance;
o Certificate of Travel Completed (CTC); and
o Hotel room/lodging bills with official receipts in the case of official
travel to places within SO-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.

For Foreign Traael

. Paper lElectronic plane, boarding pass, boat or bus ticket, terminal

fee;
o Certificate of Appearance/Attendance for training/seminar
participation;
o Bill/Receipts for non-commutable representation expenses
approved by the President under Section 13 of EO No. 248;
For reimbursement of actual travel expenses in excess of the prescribed
rate (EO No. 298):
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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)
o Revised Itinerary of Travel (IT), if applicable;
o Narrative report on trip undertaken/Report on Participation;
o OR in case of refund of excess cash advance;
o Certificate of Travel Completed (CTC); and
. Liquidation Report (LR).

Procedures for Disbursements of Advances to Officers and Employees

Area of Seq Activity

Responsibility No
Receipt and
Liquidation of C/A
for travel
Various Units 1 Receives the approved check and Copy 4 of DV
Officers/Employees from Cash/Treasury Unit.
Concerned
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 Unit
upon return to the official station as foilows:
Local Travel- within 3O days
Foreign Travel- within 6O days

Note 3 - If there is unused/excess traveling

allowances, the amount shall be refunded to the
Cashier/ Collecting Officer who shall in turn
issue the OR to acknowledge receipt of the
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 advances.
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Supervisor of 3 Signs in Box B "Certified: Purpose of

Official/Employee travel/cash advance duly accomplished" portion
Concerned of the LR.
Official/Employee 4 Submits Copies 1-2 of the LR, SDs to
Concerned Accounting Division/Unit for processing and
certification of Box C "Certified: SDs complete
and propef and recording of the actual traveling
expenses.
Accounting Unit 5 Checks completeness of SDs. If complete,
acknowledges receipt of the LR, returns Copy 2
to the claimant and records the same in the
logbook. Otherwise, returns the documents to
the claimant for appropriate action.
Chief 6 Verifies completeness and propriety of tl.e SDs.
Accountant/Head If complete and proper, signs in Box C,
of Accounting Unit "Certified: SDs complete and propeC portion of
the LR. Otherwise, prepares letter informing the
claimant of the deficiencies.
Recording of
Liquld,ation of
Adaances to
Officers and
Emplouees
Designated Staff 7 Prepares JEV based on the LR and SDs received
Signs in the "Prepared by" portion of the JEV.
Chief Accountant 8 Reviews the JEV and signs in the "Certified
Correct" portion.

Designated Staff 9 Records the JEV in the General Journal (GJ)

Files the documents temporarily.
10 Submits to the COA Auditor Copy I of JEVs, LRs

Cash Advance for Specific Purpose/Time-Bound Undertaking. Cash

advance for special purpose/time-bound undertaking shall be granted
only to duly authorize accountable offrcer/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 unutllized cash advance shall be refunded and an
OR shall be issued to acknowledge collection thereof.

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. A11 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
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replenished as soon as disbursements reach at least 75o/o or as needed.

The following are the accounting policies regarding cash advance for PCF:

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) should be
allowed only for amounts not exceeding Pl5,OOO 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 c_eiling 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;
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
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.

3. Disbursements through List of Due and Demandable Accounts

Payable-Advice to Debit Account. The use of LDDAP-ADA as a mode of
setflement 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 2013-168 dated February 6,2014 and
February 25, 2014, respectively. The following are excluded from the
implementation of ExMDPS:
o 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;

a Remittance of social insurance premium contributions to

government corporations, such as GSIS, PHILHEALTH, and HDMF;
a 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

a Other payables which cannot be conveniently nor practicably paid

using the ADA.
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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 f Authorrzed Official. The ADA (Box II) shall be signed
by the Cash/Treasury Unit Authorized Signatory and countersigned by the
Head of Agency lAuthorized Signatory. The signatories in Box II shall be
bonded.

4. 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-
2Ol3 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 lAuthorized Oflicial, 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)
certilied 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.

BANK RECONCILIATION

Bank reconciliation covers the preparation of the bank reconciliation

statements for "Cash in Bank" and "Cash-Modified Disbursement System
(MDS)" accounts including the proposed adjusting entries.

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

Bank Charges-charges imposed by the bank for various services rendered

excluding interest charges. This also includes cost of checkbooks,
penalties and surcharges on overdrafts.

Bank Reconciliation -settlement of differences contained in the bank

statement and the cash account in the agency's/entity's books of
accounts.
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Bank Statement - reflects the transactions in the agency's/entity's

(depositor's) bank account for a period such as deposits made to the
account as well as checks/ADAs drawn on the account, bank charges,
returned items, etc.

Canceled Check/ADA-checks/ADAs issued and chargeable to the agency

bank account but was later voided due to expiration of validity, and other
valid reasons.

Credit Memorandum-document issued by the bank informing an increase

in the depositor's (Agency's/Entity's) account, such as previous bank debit
errors and collection direcfly deposited to the agency's/entity's bank
account.

Debit Memorandum-document issued by the bank informing a decrease in

the account, such as previous bank credit errors or service charges and
fees.

Deposits-in-Transit-are amounts of agency/entity deposits in the bank but

which are yet to be recorded by the bank until the next period. These
usually pertain to late deposits in the last day of business for a period.
Lapsed IICAs - NCAs which are no longer valid or its validity has expired
but remain unadjusted by the bank or the agency/entity.
Notice ofCashAllocation- authority issued by the DBM to central, regional
and provincial offices and operating units to cover the cash requirements
of the agency/entity.

Outstanding Checks -checks the agency/entity has issued and recognized

but which have not been presented to the bank for payment.
Returned Check-acheck returned by the bank due to errors or deficiencies
in the maker's or agency's/entity's account.
[Jnrecorded Deposits -are collections of the agency/entity which are
directly deposited by the debtor/client to the bank account of the
agency/entity but remain unrecorded by the agency/entity as at the period
under reconciliation.

Objectives
The Bank Reconciliation Statement (BRS) shall be prepared in order to:

o check correctness of both the bank's and agency's/entity's records,

. serve as a deterrent to fraud, and
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a enable the ICAB or bank to take up charges or credits recognized by
the bank or agency lentity but not yet known to the agency/entity or
bank.
This shall be used in the reconciliation of bank and treasury accounts
maintained with Government Servicing Bank (GSB).

Method of Bank Reconciliation. The monthly BRS shall be prepared by

the Chief Accountant/designated staff for each of the bank accounts
maintained by the ICAB using the Adjusted Balance Method. Under this
method, the book balance and the bank balance are brought to an adjusted
cash balance that must appear on the Statement of Financial Position.

Preparation of the Bank Reconciliation Statement. The Chief

Accountant/Designated Staff shall within ten days from receipt of the
monthly Bank Statement (BS) together with the paid checks, original
copies of Debit Memoranda (DM)/Credit Memoranda (CM) from the GSB,
reconcile the BS with the GL and prepare the BRS in four copies.

Area of seq Activity

Responsibility No
Accounting Unit 1 Secures/Gathers the monthly BS, GL and SLs of
accounts "Cash-Modified Disbursement
System (MDS), Regular'', "Cash-Modified
Disbursement System (MDS), Trust" and
previous month's BRS.
2 Ensures that the unadjusted ending book and
bank balances per previous month's BRS are
the current month's beginning book and bank
balances, respectively.
3 Reviews the previous month's BRS to determine
reconciling items needing adjustments by
the agency lentity which remain unadjusted
4 Lists or marks the previous months'unadjusted
items
for inclusion in the current month's reconciling
items.
b Compares the NCAs recognized in the books
with those reflected in the bank statements to
determine the unrecognized, lapsed or unused
NCA and/or any errors.
6 Compares the checks/ADAs recognized in the
books with those in the bank statements.
7 Adds to the unadjusted balance per bank the
following:
Inter-Country Adoption Board Issue Date December 07,
(rcAB) 2018
Doc. Code ICAB-ACCTG-
PAWIM-2018-
PROCEDURES AND WORK 001
INSTRUCTION MANUAL Revision No. 2
(PAWTM)

a. NCAs received by the agency/entity but not

yet recognizedby the bank; and
b. Errors discovered in the BS that understates
the cash balance.
8 Subtracts from the unadjusted balance per
bank the
following:
a. NCAs which are no longer valid/lapsed NCA;
b. outstanding checks;
c. outstanding ADA; and
errors in that overstates the cash balance.
9 Calculates the correctf adjusted balance per
bank.
10 Adds to the unadjusted balances of accounts
"Cash- Modified Disbursement System (MDS),
Regular" and Cash-Modified Disbursement
System(MDS), Trust" the following:
a. NCAs received but not yet recogntzedby
the agency
b. Cancelled Checks and
Errors discovered in the agency's records that
understates the cash balance.
11 Subtracts from the unadjusted balances of
accounts
"Cash-Modified Disbursement System (MDS)
Regular", and "Cash-Modified Disbursement
System (MDS), Trust" the following:
a. lapsed NCA not yet adjusted by the
agency
records that
b. errors in the agency's/entity's
overstate the cash balance; and
c. bank charges.
L2 Calculates the adjusted balances of accounts
"Cash- Modified Disbursement System (MDS),
Regular", and "Cash-Modified Disbursement
Trust
13 Prepares the BRS in accordance with the
format required by the COA.
L4 Prepare JEV S to tecogt]rze neces sary
adj ustm.en ts for all tems affecting the cash
balance books.
15 Reviews and the BRS and JEVs.
L6 Records the adjustments in the General Journal
based on the JEVs
L7 Submits the BRS to the following:

- COA
 Inter-Country Adoption Board Issue Date December 07,
(ICAB) 2018
Doc. Code ICAB-ACCTG-
PAWIM-2018.
PROCEDURES AND WORK
001
INSTRUCTION MANUAL Revision No 2
(PAWIM)

Copy 2 - Head of the Agency

Copy3-AccountingUnit
Copy 4 - Bank if necessary

Recognition of Adjustments. The Chief Accountant/Designated Staff

shall prepare a JEV to recognize all reconciling items that require
adjustment and correction in the books of accounts.

Reporting. The Chief Accountant shall submit the BRS within twenty days
after receipt of the monthly BS to the following:

Oiginal -COA Auditor (with all the supporting documents

and JEVs
copa 2 -Head of Agency lE.ntity
copa 3 -Accounting Division/ Unit file
copa 4 -Bank, if necessary

Admin
1av-
JAYBIE DIAZ ATTY. ETTE ABF^'O
Accountant III Execu Director
Date:

ORIGINAL COPY
ICAB