Holy Gardens administrative plans and process flows: accounting

Showing posts with label accounting. Show all posts

Monday, February 16, 2026

Correction/guidance on accounting processes at HAMP

---------- Forwarded message ---------
From: Jorge Saguinsin <jorge@holygardens.ph>
Date: Sat, Feb 14, 2026 at 2:02 PM
Subject: Correction/guidance on accounting processes at HAMP
To: AR Saguinsin <arsaguinsin@gmail.com>, Madel Holy Gardens <mrss@holygardens.ph>, <jorge549.holygardenshandbook@blogger.com>, Holy Gardens La Union <launion@holygardens.ph>

Memorandum:

Attention: SBU Financial Controller (Accounting Assistant)

Thru: Tina Soledad

Date: February 14, 2026

Subject: Correction of accounting processes

Subject:

These things are noted regarding the current task job of the incumbent SFC: with regards to the presentation of docs for approval this morning)

1 Schedules must be properly labelled and dated (None were seen in docs that were presented)

2. The incumbent must be made productive: Alibis and excuses were made as: ang daming ginagawa, uunahin ang salaries (there were only 11 items involved)

We must work hard and be faithful to our job. More respect and ( is needed)

3. The skills described in the employment must be seen now.

4. Forms:

1 We can save on bond pape labor and printingr by:

1. Compiling all the jo on one sheetCV and the names of the payee be enumerated as:

JO Date Payee Amount Particular Received by __________________

( Enumerate )

2. CV format:

CHECK VOUCHER Date Number

Please pay the amount to the following

Name Address Contact Number DAte:

PO number

Payee Amount Bank Check Number

Prepared by:___________________________________ Checked by: _______________________________ Approved by _______________________________

RECEIVED PAYMENT:

Payee: ______________________ Php _________ Amount in words ____________________

Check No. _________________________________ Date______________________

OR AR number

x -x-x-x-x-x-

Purchase/Job order Date ________________No. ______________

SUPPLIER/CONTRACTOR: Name ______________________________________________

Address ____________________________________________ Contact Number ___________________DM_________

Old,/ new supplier Canvass: None With Date required:

Sirs/Madam

Kindly deliver and charge to our account the following goods and services:

Item Quantity Unit Price Total amount

Total:

Terms: 30 days

Requisitioned by: ____________________Prepared by ___________________Checked by: ______________________Approved by__________________________

3 copies: file

supplier (origina)

office

Please attach PO to DR for billing/payment

Monday, January 19, 2026

More guidance, lesson learned on observation and conversation with various sbus Part 1

Memorandum

To All: Attention: Ms. Gladys Crisologo, Ms. Charisse Bandong

Other sbus

Date: January 19, 2026

SUBJECT: More guidance, lesson learned on observation and conversation with various sbus and lessons learned from Hamp immediate resignation

Date: January 10, 2026

Objectives: 1. To encourage professionalism and observance of correct process beginning today and thereafter

2. To stick close to Principles 1 and 2 (which is not happening

3. To add to the knowledge of the new hires; if some of these topics were not taken up during the orientation.

Background. Each of the guidance will have background featured in each one of them

1. Day offs . If there are changes in day off these must be in writing

Background: It was observed that in this meeting with the HAMP staff, somebody was not present because it was reported that there was a change in day off from Tuesday to Friday. Was it in writing.? No. This item is specifically mentioned in the and such must be handled with legal care. Many firmsvhave been fined for not observing the day off (simply because the staff keep on changing their day off verbally and thus made to appear not to give their staff the legally mandated day off. Being prescribed in the law, we must show compliance in writing documented. That must be proved.

In the today, 1/19/2026. the practice seem to be prevalent and must be stopped. The change day off can be documented via the leave form

"Chapter II – Weekly Rest Periods

ART. 91. Right to Weekly Rest Day. – (a) It shall be the duty of every employer, whether operating for profit or not, to provide each of his employees a rest period of not less than twenty-four (24) consecutive hours after every six (6) consecutive normal work days.

(b) The employer shall determine and schedule the weekly rest day of his employees subject to collective bargaining agreement and to such rules and regulations as the Secretary of Labor and Employment may provide. However, the employer shall respect the preference of employees as to their weekly rest day when such preference is based on religious grounds.

ART. 92. When Employer May Require Work on a Rest Day. – The employer may require his employees to work on any day: "

2. Personal files are permanent which must be preserved:

Personnel files such as: , , leaves day offs , tests are permanent records and must be made available to govt agencies the Board and should be preserved

and kept secure vs theft, tampering, and loss. The sbu must have a dummy file, and HR Main office shall be the repository of the original

The 201 file must contain:

1 Pre employment requirements: CV, Co application form, exams, interview sheet, hiring sheet, , Clearances: , police, ; 3 reference and surely letters

2, Employment: job offer, contract, , , numbers, transfers, disciplinary action, commendation,

3, Training - book reports certificates of training, diploma post graduate, seminar certificates.

4. Service records in the company: transfer, promotions, demotions etc. salary records

Background: No such DTR can be found at HAMP and DTR are thrown away and or used as scratch paper. This order and guidance must be strictly observed

3. Accounting files must be maintained by SBU therefore i it is mandatory that sbus employ full time SFC (SBU Accounttng Assistant

Background : No such records exist at HAMP, What is typed in word or Xls are simply typed over and records are erased. The following transactions must be filed and manually or

automatically as each one is transacted:

1. Accounts payable ()

1 Budget: Planned actual payment Check issued # Amount (check registry) date Payee

2. Accumulated funds for 52% for transfer to Majorem) Total

ME Insurance Collection Fee

2% 15% 15% 5% 5%

This month

Cumulative

2, Installment contract receivables (TOTALS) Balanced and totaled monthly

Account No Name Date opened TLP DP Balance PMNTs made Balance

Current

Arrears