* SUBSTANTIATING DOCUMENTS FOR CASH DISBURSEMENTS
1. FOODS/REFRESHMENTS
a. Official Receipt
b. If items were purchased from the market or a sari-sari store, an itemized listing with corresponding
prices must be submitted; if possible this must be signed by the store owner or salesclerk.
2. HONORARIA for speakers, judges, performers, security guards, etc..
a. Acknowledgment Receipt; indicating the complete name
3. TRANSPORTATION
a. Official Receipt - for rental of bus or other kind of automobile used
- for gasoline consumed, if the concern will be the one to shoulder
b. Bus Tickets
c. Acknowledgment Receipt - for short trip, which is usually by jeep/taxi (indicating purpose of trip)
4. PRIZES AND GIFTS
a. Acknowledgment Receipt - if given in cash
b. Official Receipt - if given in kind (indicating complete name of recipients)
5. COMMISSIONS
a. Acknowledgment Receipt, if possible
b.
Indicate names of persons who were given commissions and the amount given
6. SCHOLARSHIPS/DONATIONS GIVEN
a. Acknowledgment Receipt
7. SCHOOL/COLLEGE T-SHIRTS
8. DOCUMENTATION/RENTAL FOR VENUE/LIGHTS/MOBILE
a. Official Receipt
9. FURNITURE AND EQUIPMENT / ADVERTISING / SUPPLIES / MEDICINES / ETC.
a. Official Receipt (All furniture, equipment, books and the like shall be confirmed /inspected by
the Property Department)
* IF AN OFFICIAL RECEIPT ( BIR REGISTERED ) CAN NOT BE SUBMITTED, A BIR / VAT
REGISTERED INVOICE WILL BE ACCEPTED
GUIDELINES FOR ACCOMPLISHING FINANCIAL REPORT FORMS
1. Indicate date of the activity or period covered of the report
2. Know the source of funds and write such in the cash receipts portion of the report.
3. Itemize all disbursements/expenses including those incurred in the preparation of the activity and
final report.
4. Submit a separate schedule of disbursements/expenses, as necessary; all substantiating documents
shall be attached or submitted together with the report.
5. Account for any cash excess/deficiency and/or fund balance.
6. Indicate complete name and signature of faculty and students in-charge.
7. Follow up status of financial report under audit within one (1) month after submission date.
8. Adviser and officers should take charge in the safekeeping of the audited financial report.
Copies To: Internal Audit Department, School/College/Dept./Org., VP for Student Affairs/VP For CEU Makati/Malolos
( for CEU Makati/Malolos Projects/Undertakings)
IAF 004
09/01/2016 Page 2 of 2
