Question & AnswerQ&A (DPWH DEPARTMENT MEMORANDUM CIRCULAR NO. 50)
All moneys and property officially received by a public officer in any capacity or upon any occasion must be accounted for as government funds and government property.
The Chief of the Agency is responsible for collecting and accounting all revenues and receipts falling under his jurisdiction.
The Chief of the Agency must ensure that methods and procedures in force are adequate for protection against loss, are being implemented by employees, and proper supervision is exercised, especially over accountable officers.
All income must be deposited in the National Treasury or any duly authorized government depository.
The collecting officer must immediately issue an official receipt in acknowledgment of the payment, which must be officially numbered and subject to proper custody, accountability, and audit.
They must remit or deposit intact the full amounts collected to the treasury of the agency concerned and credit the particular accounts to which the money belongs.
The collecting officer must submit a monthly report of collections to the auditor concerned.
An Order of Payment stating the name of the payee, amount paid, nature of payment, and appropriate account code to be credited.
The collecting officer shall immediately record the receipt/collection in the cash book used for collections.
The collecting officer must remit all collections daily, supported by a validated Remittance Advice.
The Chief Accountant cross-checks remittance advices against actual remittances, credits accounts of the collecting officer if no discrepancies are found, and counter-checks monthly abstracts from the National Treasury against credits given.
Any discrepancy must be verified and immediately adjusted or reported to higher authorities.
Their clearance will be held in abeyance until their remittances have been finally cleared by the National Treasury.
Original, duplicate, triplicate, quintuplicate are retained by the Bureau of the Treasury; quadruplicate attached to the monthly report of collection; sextuplicate returned to the collecting officer.
The original with duplicate official receipt goes to the Resident Auditor; duplicate with validated quadruplicate remittance advices goes to the Chief Accountant; triplicate with triplicate official receipt and validated sextuplicate remittance advices is kept by the collecting officer.