Treasurers' Manual (2006-2007 Edition)

Treasurers\u2019 Manual

School Year 2006-2007

By Council of Student Organizations De La Salle University Budget Team

In Cooperation with Office of Student Affairs and the Office of Student-LIFE Table of Contents

Definition of Terms I. Operational Fund

A. Standing Policies B. Requisition Procedures Supplies Requisition Food Requisition Mimeographing Requisition Photocopying Requisition C. Guidelines for Requisitions II. Working Fund

A. Standing Policies B. Guidelines C. Depository Fund a. Book Transfer Procedures b. Reimbursement Procedures c. Cash Advance Procedures d. Liquidation Procedures e. Depositing Procedures D. Petty Cash Fund a. Establishment for Petty Cash Fund Procedures b. Petty Cash Fund Replenishment Procedures III. Treasurers\u2019 Requirements

A. Treasurers\u2019 Meeting B. Financial Record Book C. Turnover of Funds D. Specimen Signature E. Working Fund Statement F. Variance Statement G. Activity Requirements H. Fundraising Activities I. Other Requirements/Guidelines IV. Appendices

Definition of Terms

1. Operational Fund/CSO Budget. This is a sum of money given by the University to an organization, which is regulated by the CSO. 2.

Requisition Forms. These are forms from the Budget Team filled up by an organization in making any requisitions. These signify a deduction from the organization\u2019s Operational Fund.

3. Working Fund. This is the money of the organization, which was obtained from fundraising activities, Annual Recruitment Week, donations and solicitations. This fund is made up of both Depository Fund and Petty Cash Fund. 4. Depository Fund. This is the part of the Working Fund deposited to the Accounting Office. 5. Petty Cash Fund/Cash on Hand. This is a sum of money from the Working Fund that the Organization Treasurer personally keeps and can be used for small or unforeseen expenses.

6. Payment Requisition Slip (PRS). This is one of the forms used by the treasurer in withdrawing from its Working Fund in the Accounting Office. These forms are found in the CSO Treasurer\u2019 table. 7.

Deposit Slip. This is the form used by the treasurer when depositing cash or checks in the Accounting Office.

8. Liquidation \u2013 A post cash advance procedure where the treasurer will have to summarize the actual expense to which the withdrawn cash was used. Here, the CSO Treasurer, the Accounting Office and the Budget Team will verify whether the money has gone into its intended use. If however, there is excess cash, this will be subject to the deposit procedures as stated in the manual. 8.

Working Fund Statement. This is a summary of inflow and outflow of cash that an organization has incurred during a particular period. Three (3) copies of this statement are required.

9. Variance Statement - This is a document to be prepared at the end of a certain period so as to compare the projected revenues (pr) from actual revenues (ar) and budgeted costs (bc) from actual costs (ac). Three (3) copies of this statement are required. 10. Income Statement. This is a detailed report of the revenues and expenses that an organization has incurred during a fundraising activity. 11. Financial Record Book (FRB) - This book will contain records of all cash inflows and outflows during the school year. There are 3 separate sections in the book namely: Depository Fund, Petty Cash and Requisitions for each term in the same school year 12. Summary of Projected Expenses. This is a financial document that summarizes the estimated expenses that will be incurred by the organization in holding a future activity. 13. Summary of Petty Cash Expenses. This is a financial document attached to a PRS that summarizes the expenses already incurred by the organization and is used when a Treasurer replenishes the Petty Cash Fund.

regulation of the CSO Treasurer. amount every school year. 2.

Any ending balance from the Operational Fund of the preceding semester will be carried over to the next semester of the same school year. However, ending balances of the whole school year will be reverted to the University.

3.

There will be a budget update in every Treasurers\u2019 Meeting o every semester to discuss the financial status of the Council regarding the Operational Fund.

4.

Cash advances from the Operational Fund are not allowed except in cases approved by the CSO Treasurer and the SLIFE Director.

B. Requisition Procedures 1.

14. Summary of Expenses Incurred. This is a financial document submitted to the Accounting Office attached to valid original receipts for liquidation of cash advance or reimbursement of expenses.

I. OPERATIONAL FUND/CSO BUDGET A. Standing Policies

Each organization will be given by the University an Operational Fund for each year, which will be utilized in any amount without exceeding it. This shall be subject to the

Supplies Requisition and Food Requisition Secure 3 copies of Supplies Requisition Slip / Food Requisition Slip from the Budget Team table and fill up the requirements on each page correctly. Have it assessed by the University Bookstore or the appropriate food establishment. Be sure that each page has the signature of the person-incharge. Mimeographing Job Order and Photocopying Job Requisition Secure 3 copies of Mimeographing Job Order Slip / Photocopying Job Requisition Slip from the Budget Team table and the forms provided by MRDO (for mimeographs). Fill up the requirements on each page correctly. (Note: The price list of the MRDO and the photocopiers would be posted on the Budget team\u2019s bulletin board and/or uploaded in the Files Section of the treasurers\u2019 e-group.)

OFFICE OF THE TREASURER COUNCIL OF STUDENT ORGANIZATIONS DE LA SALLE UNIVERSITY

1.

This fund may vary in

2.

Have it properly Treasurer/President.

authorized

by

the

Organization

3.

Submit the filled-up slips to the “For Approval” rack of the CSO Treasurer.

by the Budget Team during the office hours of the Treasurer, which is subject to change per term.

4.

Get the approved forms from the “Approved Forms” rack of CSO Treasurer. Check whether each page has a “cleared” stamp and a signature of the CSO Treasurer.

These approval periods will be announced every term. Each is expected to comply with the office hours of the CSO Treasurer and Budget Team (8:00am – 5:00pm).

5.

Claim the items and sign in all the forms to indicate if the items have been received (Write RECEIVED BY: and sign under it). Keep 1 copy of the approved forms for the Organization Treasurer (organization’s copy) and submit 1 copy to the person-in-charge of the establishment and 1 copy to the CSO Treasurer.

Note: The following are recognized establishments for requisition: University Bookstore Marco Polo Canteen (SPS Canteen) Animo Canteen (Aristocrat Canteen) Zaide Cafe (Z2 Café) La Casita Canteen MRDO Filtrex Photocopier (Any Photocopier within the Campus) C. Guidelines for Requisition

1.

The Organization President and treasurer are the only authorized signatories for requisitions.

2.

Only requisitions with complete data will be approved by the CSO Treasurer. This includes details of the requisition expenses and signature of the personnel in the respective establishments.

3.

All requisition forms must bear the signature of the CSO Treasurer.

4.

Approval Period: The Treasurer will approve requisitions and job orders only after it has been stamped “cleared” and signed

5.

All requisition forms and job order forms to be checked and recorded by the Budget Team should be placed in the “For Approval” rack of the Budget Team at least one day before it is needed. The Treasurer and the Budget Team will not be held liable for any forms submitted after this time.

6.

Signed requisition forms and job order forms can be obtained from the “Approved Forms” rack of the CSO Treasurer.

* No requisitions shall be approved during the Activity Ban Week and the Final Examinations Week. Requisitions and job orders will be valid only until the day before the activity ban week unless approved by the CSO Treasurer. II. WORKING FUND A. Standing Policies

1.

Each organization has been assigned their own depository account number.

2.

Organizations are not allowed to open outside bank accounts. Any organization proven to have outside bank accounts will automatically be expelled from CSO and will not be allowed to operate in the University.

3.

The Depository Fund can be used by an organization to deposit and withdraw their cash/checks. The procedure for deposits and withdrawals should be followed.

4.

Each organization is allowed to have Cash on Hand/Petty Cash Fund amounting to a maximum of Php 3,000 .00.

5.

Money put in the Depository Fund having an average balance of not less than Php5,000.00 per month for the whole School Year and will earn an interest of about 6%-8% per annum.

6.

Interest income will be credited to the organization’s depository account during the first term of the next school year.

6.

Every PRS has 3 copies. These are the white and green copies (for Accounting Office), while the yellow copy of the PRS will serve as the organization’s copy. Hence, they should be kept each time they are presented in the Accounting Office.

7.

The following will be used to audit the revenues and expenses of an organization: a. Re ceipts. All the expenses incurred by an organization must be justified by OFFICIAL RECEIPTS. Any expense that cannot be supported by acceptable receipts except for traveling expenses shall not be honored.

B. Guidelines:

1.

2.

3.

Be sure to sign in the Memo Logbook each time memos are submitted to the Budget Team’s ‘For Approval’ Rack. Audited memos would be placed on each of the organization’s envelopes as provided for on the Budget team’s table. Submit 3 copies for each memo for: organization’s finance and documentation, and Accounting Office (except as stated in some procedures). For any memo with total amount below Php 5,000, only the name of the Director of the Student LIFE (S-LIFE) must be included. While for memos amounting to Php 5,001 - 20,000, the names of the S-LIFE Director and the Dean of Student Affairs must be included. And for memos amounting to Php 20,001 and above, the names of the S-LIFE Director, the Dean of Student Affairs and Executive Vice-President must be included. Be sure to sign the PRS Logbook provided by the CSO Treasurer each time you get a PRS. Entries must be typewritten, or preferably computerized. (See the Appendix Section for the necessary entries). It is very much required PRS forms are neatly filled up.

4.

All organization treasurers must have with them the Financial Record Book (FRB) to monitor inflows and outflows of cash. All the PRS and OR supporting documents will have information that must be entered under the Depository Fund Section.

5.

Do not use the PRS to reimburse amounts below P100.

b. Acceptable Invoice/Official Receipts 1. Original

on

2. BIR Registered – with TIN (Tax Identification Number) and BIR Permit Number clearly printed the receipt. 3. Cash Invoice (accompanied with memo for expenses without OR) 4. Sales Invoice (accompanied with memo for expenses without OR)

Note: For Cash Prizes, Payment to Jeepney Rentals, or Service fees, use the Acknowledgement Memo. 8. For single items amounting to Php 1000 and above in reimbursements and cash advances, you need to justify them for the EVP. For items which normally go through the Purchasing Dept. (printing, trophy, medal, and supplies), at least 3 establishments must be cited from which you have canvassed the price for comparison, and to prove that the one you purchased was the cheapest. C. Depository Fund

List of Expenses and receipts (for documentation and for finance recordkeeping) should be placed in the “For Approval” rack of the Budget Team table. Allow time for the Budget Team to audit the said memos. Allow 1-2 weeks for processing.

a. Book Transfer Procedures

1.

Secure a PRS from the CSO Treasurer’s table and fill it up correctly.

2.

Print a Book Transfer Memo with complete details as presented in the format.

3.

5.

The original copy of the Memo, together with the accomplished PRS and photocopy of the A-form and a separate photocopied Memo should be placed in the “For Approval” rack of the Budget Team table. Allow time for the Budget Team to audit the said memo. Allow 3-5 days for processing.

Check if the photocopy you placed in the Budget Team table is already audited. If stamped “audited”, give the copy to the Organization Secretary. If not, follow it up with the Budget team.

6.

4.

Check if the photocopy of the memo that you placed in the Budget Team table is already audited. Give the copy to the organization secretary.

Check if the PRS is approved in the PRS logbook. Get from your respective organization’s envelope (located on the table of CSO Treasurer) if the yellow copy of the PRS is already available. If not, documents are still in process.

7.

5.


Bring the yellow PRS to the disbursements window of Accounting Office and claim the check. Be sure to get back the yellow PRS. Encash the check at UCPB (Torre Lorenzo).

b. Reimbursement Procedures

1.


2.

Print a Reimbursement Memo following strictly the required format.

3.

Paste each of the original receipts on a bond paper. Each must be numbered and the corresponding number must appear in the memo.

4.

The original copy of the Reimbursement Memo and official receipts, together with the accomplished PRS, justification memo (for single items that cost Php 1,000 and above) and photocopy of the A-form and a separate 2 photocopy sets of

c. Cash Advance Procedures Note: Submission of cash advance requirements must have a lead time of at least 1 month to give allowance for delays in processing the transaction. Processing of transactions without delays would already be done after a week.

1.


2.

Secure a quotation from the establishment for huge expenses (i.e. rent, printing of membership cards and newsletters, etc). Checks for cash advances with quotations would already be directly addressed to the establishment.

3.

Print a Cash Advance Memo (include description of expenses and their estimated amounts).

4.

The original copy of the Cash Advance Memo, together with the accomplished PRS, the quotation and photocopy of the A-

form and a separate photocopied Cash Advance Memo and Aform should be placed in the “For Approval” rack of the Budget Team table. Allow time for the Budget Team to audit the said memo. Allow 1 week for processing. 5.

Check if the photocopy you placed in the Budget Team table is already audited. If stamped “audited”, give the copy to the Organization Secretary. If not, follow it up with the Budget Team.

6.

Check if the PRS is approved in the PRS logbook. If the Cash Advance is approved, get from your respective organization’s envelope (located on the table of CSO Treasurer) if the yellow copy of the PRS is already available. If not, documents are still in process.

7.

2. Fill out the deposit slip correctly (there are 2 copies in one

sheet) and have it signed by the CSO Treasurer. Don’t forget to log in the deposit logbook located in the CSO Treasurer’s table.

3.

After the activity, fill up the liquidation form correctly and print a Liquidation Memo regarding the liquidation of expenses. Paste the original Official receipts on a bond paper. Also, deposit the excess amount of cash advance if there is any.

2.

Place a photocopied liquidation form, Memo, and the receipts together with 2 photocopy sets of List of Expenses and receipts at the “For Approval” rack of Budget Team table for auditing. At the same time, submit the original liquidation form and original receipts back to the disbursements office within 5 days after the activity (if there is any excess cash, include a photocopied receipt from depositing).

3.

Check if the copy you placed in the Budget Team table is already audited. If stamped “audited”, give a copy to the Organization Secretary (with the Memo regarding cash advance you submitted earlier).

Deposit the cash or check at the Accounting Office. Be sure the Accounting Cashier signs the deposit slips. Two receipts will also be given.

4. 1 copy of the OR (yellow copy) and of the deposit slip must be

submitted back to the CSO Treasurer. The other copy of OR (white copy) and the deposit slip shall serve as the Organization Treasurer’s copy or in case a solicitation was made, given to the sponsors.

Bring the yellow PRS to the disbursements window of Accounting Office and claim the check. A liquidation form will also be given. Encash the check at UCPB (Torre Lorenzo).

d. Liquidation Procedures

1.

e. Depositing Procedures 1. Get a sheet of deposit slip from the CSO Treasurer’s table.

Note: Always inform the cashier of your respective organization’s account number and account name every time you will be depositing cash/check. D. Petty Cash Fund a. Establishment for Petty Cash Fund Procedures

1. Write a formal letter addressed to controller (Mr. Francisco dela Cruz) requesting for a petty cash fund. Include organization name, account number, purpose, name of new custodian, amount to be established (maximum of Php 3000) and name of president, noted by faculty adviser and approved by S-LIFE Director. No specific format is required just include ALL the necessary information stated. 2.


3.

Print an Establishment of Petty Cash Fund Memo

4.

The original copy of the formal letter and Memo, together with the accomplished PRS, and a separate photocopied Memo should be placed in the “For Approval” rack of the Budget Team table. Allow time for the Budget Team to audit the said memo. Allow 1 week for processing.

5.

Check if the photocopy you placed in the Budget Team table is already audited. If stamped “audited”, give the copy to the Organization Secretary. If not, follow it up with the Budget Team.

6.

Check if the PRS is approved in the PRS logbook. If the Establishment is approved, get from your respective organization’s envelope (located on the table of CSO Treasurer) if the yellow copy of the PRS is already available. If not, documents are still in process.

7.

Bring the yellow PRS to the disbursements window of Accounting Office and claim the check. Encash the check at UCPB (Torre Lorenzo).

b. Petty Cash Fund Replenishment Procedures

1. Secure a PRS from the CSO Treasurer’s table and fill it up correctly.

2. 3.

4.

Print a Replenishment Memo (including the types of expenses, TIN #, and their corresponding amounts). Each receipt and its corresponding Petty Cash Voucher must be pasted on a sheet of bond paper. Thus, if there are 10 receipts for replenishment, there are 10 vouchers, there are 10 sheets of bond paper to be submitted for replenishment (excluding the Memo).

The original copy of the Replenishment Memo and official receipts, together with the accomplished PRS, and a separate photocopied Replenishment Memo and receipts should be placed in the “For Approval” rack of the Budget Team table.

5.

Allow time for the Budget Team to audit the said memo. Allow 1 week for processing. Check if the photocopy you placed in the Budget Team table is already audited. If stamped “audited”, give the copy to the Organization Secretary. If not, follow it up with the Budget Team.

6.


7.

Bring the yellow PRS to the disbursements window of Accounting Office and claim the check. Be sure to get back the yellow PRS. Encash the check at UCPB (Torre Lorenzo). Note: Whenever an expense has been incurred, the treasurer may immediately replenish its funds. Always remember that expenses that cannot be justified by official receipts will not be honored.

III. TREASURER’S REQUIREMENTS A. Treasurers’ Meeting

There will be a Treasurers’ meeting every last Wednesday (UBREAK) of the month to discuss the necessary financial reports and other requirements. The different schedules for reconciliation date, submission of both softcopies and hardcopies of the end-of-term financial requirement will also be discussed here. Organization Treasurers should attend the said meeting. If in case the Organization Treasurer cannot make it to the meeting, a typewritten formal letter (LEAVE OF ABSENCE MEMO) addressed to the CSO Treasurer should be submitted to the Budget Team along with the name and position of the proxy. Also, the CSO Treasurer should be informed about the proxy at least one (1) school day before the scheduled meeting.

recruitment, and other fund-generating summarized list of expenses from activities.

B. Financial Record Book

A financial record book must be kept by each of the Organization Treasurers. This book will be passed to the CSO Treasurer at the end of the term together with other requirements or at any time required by the CSO Treasurer. The format should be strictly observed and followed. At the end of the School Year, this book should be surrendered to the Budget Team. C. Turnover of Funds

At the end of the School Year, all Organization Treasurers are required to formally turn over the organization’s funds to the incoming treasurer. The outgoing treasurer should obtain a Treasurer’s Turnover of Funds from the Budget Team. Then prepare a Petty Cash Fund Turnover memo (if any). D. Specimen Signature

Each organization will be given a Specimen Signature Form to be filled up properly with the specimen of the signatures to be used by the Organization President and Treasurer for the whole school year of their term of office. This will be submitted to the CSO Treasurer on the date required. Failure to comply will mean no requisition approval by the CSO Treasurer and Accounting Office. New specimen signatures should be submitted to the CSO Treasurer if there will be a change in the specimen signatures.

and

Note: Any expense paid from the organization’s Working Fund that cannot be directly identified with the particular activity but previously recorded by the Organization Treasurer in the Financial Record Book should be summarized under “other expenses” or “Miscellaneous Expense” section in the Working Fund Statement. F. Variance Statement

The negative difference (when pr>ar and bc
1.

No Expenses Incurred. This is a post-activity document for activities without expenses. Two copies will be required for this Memo: 1 for the organization (documentation) and 1 for CSO Treasurer. (See the Appendix Section for the format).

2.

List of Expenses. All activities, where expenses were incurred, require this record for post-activity documentation (except for activities that require Actual Income Statement, LOE is not anymore needed). This must always be submitted together with the photocopied receipts of expenses after an activity. (See List of Expenses in the Appendix Section).

E. Working Fund Statement

Three (3) copies of the Working Fund Statement must be submitted to the Budget Team at the end of each semester. These copies will be submitted to the following offices by the Budget Team: the organization, CSO Treasurer and S-LIFE. Working Fund Statement will include all income—from fundraising projects, solicitations, donations, membership

activities

H. Fundraising Activities

1.

Projected Income Statement. This document should be submitted together with the A-form, Project Plan and other documents, which are subject to approval (by the S-LIFE

Director) at least 1 month before the activity date. (See Projected Income Statement in the Appendix Section). 2.

Actual Income Statement (see Income Statement in the Appendix section). 3 copies must be submitted together with 3 set of photocopies of the official receipts and other supporting forms. (2 copies are for the following offices: Documentations Team and CSO Treasurer; 1 would serve as the organization treasurer’s copy). It should include all revenues (inflows) and expenses (outflows) incurred from the project.

Council of Student Organizations De La Salle University [Logo] [Name of Organization] Date: TO:

Accounting Office

THRU:

Mr. Voltaire M. Mistades Dean, Office of Student Affairs

I. Other Guidelines

1.

The Summary of Expenses Incurred (List of Expenses) with photocopied Official Receipts will be used in auditing the expenses incurred and reflected in the financial statements. Expenses listed in the statements with no supporting documents would be disregarded unless the Organization Treasurer or President proves otherwise and is approved by the CSO Treasurer and the S-LIFE Director.

2.

All solicited cash/check should be supported by a deposit slip signed by the CSO Treasurer and the official receipt provided by the Accounting Office upon deposit.

3.

The organization’s Financial Record Book will be used in tracing actual cash inflows and outflows. After the auditing procedures, necessary adjustments will be made to update the books of both CSO and the organizations.

Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE FROM: [Signature]

[Name

of

Organization

RE:

BOOK TRANSFER OF EXPENSES INCURRED FOR [ACTIVITY NAME] HELD LAST [ACTIVITY DATE]

[Position, Name of Organization]

This is to notify that [Name of Organization] will pay the amount of P X,XXX.XX to [Organization Where the Amount Will be Transferred] for the [purpose] used in [Activity Name] held last [Activity Date].

P.S. The appendices in the next page show just some of the format of the different memos and financial statements that will be usually used. More will be provided in the treasurer’s yahoo group so they can be easily downloaded by each of the organization’s treasurers. Contact the Budget Team for more details.

APPENDIX

Book Transfer Memo

Treasurer]

Petty Cash Fund Turnover Memo

Council of Student Organizations De La Salle University

Reimbursement Memo Council of Student Organizations De La Salle University

[Logo] [Name of Organization]


Date: TO: THRU:

Date:

Mr. Francisco dela Cruz Controller Mr. Voltaire M. Mistades Dean, Office of Student Affairs

TO:

Accounting Office

THRU:


Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE FROM:

present]

present] RE:

[Name of old Officer] [Signature] [Position, Name of Organization] previous]

Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE [SY

[Name of new Officer] [Signature] [Position, Name of Organization]

[SY

[Name of new President] [Signature] [Position, Name of Organization]

[SY

FROM: [Signature]

[Name

RE:

REIMBURSEMENT OF EXPENSES INCURRED FOR [ACTIVITY NAME] HELD LAST [ACTIVITY DATE]

Organization

Treasurer]


SUMMARY OF EXPENSES INCURRED

PETTY CASH FUND TURNOVER

This is to certify that incoming [position], [Name of Officer], has received the organization’s Petty Cash Fund amounting to [Php xxx], [amount in words] from [Name of Officer], outgoing [position].

of

PARTICULARS

TIN #

AMOUNT P

001 X,XXX.XX 002 X,XXX.XX TOTAL X,XXX.XX

P

TOTAL X,XXX.XX

P

Cash Advance Memo Council of Student Organizations De La Salle University

Liquidation Memo Council of Student Organizations De La Salle University

[Logo] [Name of Organization] Date: TO:

Accounting Office

THRU:


[Logo] [Name of Organization] Date:

Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE FROM: [Signature] RE:

[Name

of

Organization

CASH ADVANCE FOR [ACTIVITY NAME] TO BE HELD ON (ACTIVITY DATE/PERIOD)

SUMMARY OF PROJECTED EXPENSES

001 X,XXX.XX 002 X,XXX.XX

Accounting Office

THRU:

Mr. Voltaire M. Mistades Dean, Office of Student Affairs Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE

Treasurer]


PARTICULARS

TO:

FROM: [Signature]

[Name

of

Organization

Treasurer]

RE:

LIQUIDATION OF EXPENSES FOR [ACTIVITY NAME] HELD LAST [ACTIVITY DATE/PERIOD]


AMOUNT P

AMOUNT OF CASH ADVANCE LESS: EXPENSES (see summary of expenses incurred)

P X,XXX.XX X,XXX.XX

EXCESS (SHORTAGE)

P

XXX.XX

[Name of Organization President] [Signature] [Position, Name of Organization]

SUMMARY OF EXPENSES INCURRED 001

PARTICULARS

TIN #

TOTAL EXPENSES INCURRED

AMOUNT P X,XXX.XX P

X,XXX.XX

RE:

ESTABLISHMENT OF PETTY CASH FUND

This is a request for the establishment of the petty cash fund of [Organization name] with [account number] amounting to [Php xxx], [amount in words] to be handled by [custodian’s name] for [purpose or

P

X,XXX.XX

justification].

Establishment of Petty Cash Fund Memo Council of Student Organizations De La Salle University

Replenishment Memo



Date: TO:

Mr. Francisco dela Cruz Controller

THRU:

[Name] Faculty Adviser


Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE FROM: [Signature]

[Name

of

Organization

TO:

Accounting Office

THRU:


Treasurer]

Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE

[Position, Name of Organization] FROM: [Signature]

[Name

of

Organization

Treasurer]

[Position, Name of Organization] RE:

REPLENISHMENT OF PETTY CASH FUND SUMMARY OF PETTY CASH EXPENSES PARTICULARS

TIN #

AMOUNT

001 X,XXX.XX 002 X,XXX.XX

P

TOTAL X,XXX.XX

P

FROM:

[Name of Treasurer] [Signature] [Position] [Name of Organization]

RE:

Justification for Single Item Purchases above P1,000.00

This is to justify the purchase of [Name of Item Purchased] made by [Name of Officer who bought the item] [Position] of [Org Name] from [Name of Store]. This was used for [Purpose] [Name of Activity] held last [Date of Acitivity]. It only costs [Price of the Item], the lowest after canvassing from the following establishments: Name of Establishment Price

Contact Person

Contact No

1. 2. 3.

Justification Memo

Acknowledgement Memo



[Logo] [Name of Organization] DATE TO: THRU:


Accounting Office Mr. Voltaire M. Mistades Dean, Office of Student Affairs Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE

TO: THRU:

Accounting Office Mr. Voltaire M. Mistades Dean, Office of Student Affairs Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE

FROM:

[Name of Treasurer] [Signature] [Position], [Name of Organization]

RE:

ACKNOWLEDGEMENT MEMO

From:

[Name of Organization Treasurer] [Position], [Name of Organization]

Re:

Commission for Solicitor

This is to certify that [name of beneficiary] received the amount of P X,XXX.XX as [reason].

Greetings! We would like to request your good office to facilitate the payment for the following people for being able to solicit for [Name of Organization].

Payment received by:

NAME 1. [[Payable to whom] 2. [[Payable to whom]

Signature:

Date received:

AMOUNT Php X,XXX.XX Php X,XXX.XX

Attached herewith are copies of the Official receipts for your perusal. Thank you.

Commission for Solicitor Council of Students Organization De La Salle University [Logo] [Name of Organization]

Projected Income Statement (Actual – just remove the word Projected) Council of Student Organizations De La Salle University [Logo] [Name of Organization] PROJECTED INCOME STATEMENT

Date

[ACTIVITY NAME] (Activity Date/Period)

For:

Mr. Francisco dela Cruz Controller

Date Prepared:

Thru:


PROJECTED REVENUES X,XXX.XX

P

Total Projected Revenues X,XXX.XX

P

Ms. Evelyn Lopez-Esparrago Director, Office of Student LIFE

LESS: PROJECTED EXPENSES

Total Projected Expenses X,XXX.XX

No expenses were incurred.

PROJECTED NET INCOME FROM OPERATIONS X,XXX.XX Prepared by:

Noted by:

____________________ ___________________ [Organization Treasurer] [Organization President] VP-Finance/Treasurer President ____________________ [Name of Project Head] Project Head No Expenses Incurred

P

Prepared by: ______________________ [Name of Treasurer]

[Project Manager]

Received by: __________________________________________ Name of Budget Team Representative/Date

List of Expenses Council of Student Organizations De La Salle University [Logo] [Name of Organization] SUMMARY OF INCURRED EXPENSES


Organization:

________________________ [Name of Project Manager]

[Position], [Name of Organization]


SUMMARY OF INCURRED EXPENSES

Noted by:

Organization: Title of Activity: Date of Activity:

Title of Activity: SUMMARY OF EXPENSES

Date of Activity: NO.

PARTICULARS

TIN NO.

AMOUNT

001 002

P XXX

TOTAL

P XXX

25,000

A. ACADEMICS

Noted by:

______________________ [Name of Treasurer]

________________________ [Name of Project Manager]

[Position], [Name of Organization]

[Project Manager]

Received by:

Activity Date June 4 June 11 July 16 July 23 July 30 August 6 B.

___________________________________ Name of Budget Team Representative/Date

June 18 June 25

Council of Student Organizations De La Salle University [Logo] [Name of Organization]

C.

VARIANCE STATEMENT

Date Prepared:

May 23

CASH INFLOW

August 27

A, FUNDRAISING Activity Name ARW

July 19

Raffle Total

Projected Revenue P 15,000 10,00 0 P

Actual Revenue P 20,000

Difference P

15,000 P

5,000 5,000

P

Career Talk Comprehensive Exam Reviewers Tutorial Industry Analysis Seminar Eco Prac Talk Echoes Newsletter Total

Budgeted Cost P 1,500 1,000 100 800

Actual Cost P 500 1,200 0 500

0 1,500 P 4,900

200 1600 P 4,000

Budgeted Cost P 1,667

Actual Cost P 2,000

1,750 6,000

1,500 8,700

Difference P1,000 (200)1 100 300 (200)2 (100) P 900

Activity Name 1st General Assemby st 1 Ecolympics Membership Card Distribution Total

P 9,417

P 12,200

Difference P (333)3 250 (2,700)4 P (2,783)

DEVELOPMENTAL

Activity Date May 17

For the period April 1 to August 31, 2003 Of the school year 2003 to 2004

Activity Name

EXTRA-CURRICULAR

Activity Date June 11

Variance Statement

Activity Date July 1

10,000

CASH OUTFLOW

Note; Expense # 2 was taken from the Petty Cash Fund. Prepared by:

35,000

Activity Name Leadership Seminar Teambuilding Seminar Officer’s Evaluation Total

Budgeted Cost P 400 3,000 0 P 3,400

Actual Cost P 430

Difference P (30)

5,000

(2,000)5

100

(100)6

P 5530

P(2,130)

D. SOCIO-CIVIC AND SPIRITUAL Activity Date June 7

Activity Name Educational Special Enrichment

Budgeted Cost P 1,000

Actual Cost P 800

Difference P 200

June 4

Program (ESEP 1) Recollection 0 Total P 1,000

0 P 800

0 P 200

E. NETWORKING Activity Date May 31 July 19

Activity Name JPES Orientation JPES Ecolympics Total

Budgeted Cost P 0 0 P 0

Actual Cost P 0 0 P 0

Difference P P

0 0 0

Footnote Disclosures: 1 The actual number of members who received the comprehensive exam reviewers was greater than the targeted number of members. 2

3

Prepared by: _______________________ [Name of Treasurer]

VP-Finance

Noted by: ____________________ {Name of President]

President

Working Fund Statement

Third Term

Council of Student Organizations

[Name of Activity]

[PRS #]

De La Salle University

[Name of Activity]

[PRS #]

DEPOSITORY FUND, as of May 22, 2004

[LOGO] [NAME OF ORGANIZATION]

PETTY CASH FUND, as of March 16, 2004

WORKING FUND STATEMENT

For the period March 17, 2004 to May 22, 2004

Add.

Of the School Year 2004-2005

Replenishments of Petty Cash Fund #1

[PRS #]

#2

[PRS #]

SUBTOTAL

Date Prepared:

Less: DEPOSITORY FUND as of March 16, 2004 ADD: SOURCES ASIDE FROM OPERATIONAL FUND [OR #]

[Name of Activity]

[OR #]

P

XXX XXX

Second Term

[Name of Activity]

[OR #]

[Name of Activity]

[OR #]

P

[OR #]

[Name of Activity]

[OR #]

[PRS #]

#2

[PRS #]

XXX P

PETTY CASH FUND, as of May 22, 2004 CASH BREAKDOWN Depository Fund

XXX

Third Term

[Name of Activity]

#1

Unreplenished Petty Cash Expenses

First Term

[Name of Activity]

Replenished Expenses

Petty Cash Fund TOTAL CASH BALANCE, as of May 22, 2004

XXX XXX

Prepared by:

Noted by:

,

[Name of Treasurer]

[Name of President]

XXX

[Position]

President

TOTAL BALANCE OF DEPOSITORY FUND LESS: EXPENSES Summer Term

[Name of Activity]

[PRS #]

P

[Name of Activity]

[PRS #]

XXX

[Name of Activity]

[PRS #]

XXX

[Name of Activity]

[PRS #]

XXX

[Name of Activity]

[PRS #]

XXX

[Name of Activity]

[PRS #]

XXX

First Term

Second Term

Treasurers' Manual (2006-2007 Edition)

Recommend Documents