Restoration of Revolving fund for Interment service and Petty Cash

Memorandum

To:   All SBUs

Thru:   MRSS

cc:   Ms. CSS SPCE

Date   February 10, 2026

published at admin plan blog

Objectives:

       1.  To prevent long pending tasks that need PHP to complete e.g.   lawn mowing because there was not gasoline purchased

       2   To strictly enforce imprest system:   ie:   all collections shall be deposited intact, and there is another pathway for expenses via check;   no meddling with collection to pay for the AP

       3.  To prevent fraud and malversation

       4.  To promote efficiency in work

Background:

      1  There are allegations that sbus have not such funds;  however inquiry with  mam  MRSS shows that such funds are existing however they have not made efforts to liquidate, replenish the funds

      2.  Therefore there are lapses in the implementation of such funds

      3.  The rules fo the funds are missing

WHAT:

      1.  Petty cash fund    

          Amount   -  P5,000

         Covers the following expenses:

               1.  Cleaning materials

               2   Emergency repairs not exceeding P500.00, anything above requires conformance to our purchasing procedures:   canvass, po, dr, etc

               3  Merienda for the customers as part of CS

               4.  Gasoline fuel, oil for the brush cutters

      2.   Revolving fund:for Interment service

            Covers cash expenses for interment, not exceeding P5,000 per payment each

         1.  Flowers

         2.  Merienda

         3. Tarps  Announcement and thank you 

         4.  Gratuity for priests/pastors

         5.  Gasoline and fuel not exceeding P500 for tractork.  Minor repairs

     3.  Rules:  process key points  (we need this because of petty thievery and malversation by sbu staff

         Custody

             1.  The custodian shall be the cash assistant and other staff so designated in the meantime. Those handling cash cant handle records and vice versa

                  Those who has the authority to disburse and those involved in record keeping cant be custodian

             2.  The custodian shall sign a surety agreement that may be

                 1.  In form of cash bond or undertaking for salary deduction to secure integrity of the funds

                 2.  The custodian shall have proper surety endorsement by his/her reference.

                 3.  Shall be at least 3 mos with the company and perceived to be trustworthy

           Thus:   sbu must hire hire complete the staffing  and train the cash assistant diligently

         Authority

              1.  The authority to approve shall be by the CMO or most senior staff in the sbu;limited to:

                  1.  P500.00 max for the PCF, and  P5,000 for the Revolving fund

                       Those in excess shall follow normal purchasing procedures and documentation

                  2.  In no case shall the sbu, the CMO and Senior staff, circumvent this by dividing purchases to conform to this limit

             2.  Those who have authority to approve cant control or have physical custody of the cash on hand

        Accountability

           1.  A weekly declaration of the funds is required and submitted:

              Fund limit:

               less:    Disbursements:    (Enumerate)

                   Summary:

           Name          Date   Cv No     Deceased        Payee       Item      Unit price    Total price

                                                                                                                                     Total         

              Fund balance:

                      Cash count

             To be made by the Cash Assistant and approved by the CMO, senior staff and or noted  by SFC

       Security

        1.  The funds shall be kept in a cash box (not in wallet or envelope) under lock and key;  

             the box shall be kept also in secured filing cabinet when left overnight.  Not to be left on top of office tables or cabinets.

       2.  The custodian shall maintain a running balance of disbursement and cash count

   Documentation  and replenishment

      1.  All disbursement shall be via a cash voucher, pre numbered that contains the following information

                                                                    CASH VOUCHER

                                                 SBU________________Address _____________________________

                                                                                                     

                                                                                             Date _____________Number _________

Payee:    Business Name_________________________________

              Owner________________________________________

             Address: ______________________________________

           CP Number/Gmail/DM____________________________

 Particulars:  (ibox)

     Item                       Unit price                              Total price

                                         Total payable

   Prepared by:  ____________     Approved by:  ___________        Paid by ____________________________

PAYMENT RECEIVED BY _________________________________    Date_________________   Amount ________________________

                                                          SOCPN

AMOUNT IN WORDS ____________________________________________________________________________________________________________________

______________________________________________________________________________________________________________________________________

(1/4 BOND PAPER)

    The contact number is impt because we found out before that in one sbu the provider of chair was the CMO)

   ATTACH THE OR DR AND OTHER PROOF OF RECEIPT/USE

    2.  Abstract/ticket

       Each fund shall have an abstract  ie a register of fund fund disbursement which shall be the ticket for replenishment:

      can be handwritten.  But a soft copy file shall be maintained

     Abstract for ______________________fund                                                Ticket no   2026 _______(we start with 001)

    Sbu___________________________________________Period Covered

   Previous fund balance:____________________

   Add replenishment      ____________________

  Beginning balance _______________________

Disbursement

 Date       CV Number                     Particulars                Unit                    Qty        Total Amount              Amount paid

Cash balance:

       Cash count 

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

1,   Audit weekly;  submission weekly

2.  Two copies:   one for sbu when asking for replenishment and one with orig receipts, dr for submission to Main Office

3.  Be sure to scan all or for SBU files  (no more wala po walang audit trail, favorite escape sa audit of one one man sbu)

2,  Replenishment:

    1.  To make sure that the funds are functioning while the MO is processing the same, the sbu shall apply for replenishment when 70% of the fund is depleted;

    2 .  SBU shall replenish within 7 working days;  those that are only defective shall be withheld not the entire ticket/abstract           

ADMINISTRATIVE TASKS:

    1.  SBU please clear pending cash advances; 

    2.  Apply for reinstatement of funds, with commitment to comply with these procedures

   3. Tina please format the ticket and abstract nicely

   4.  Implement natin ng march.  Hire train tayo.  (We can start with HAMP, LU, Calapan???)

         

Reminder on MC on proper use of PPA (to be printed) 4 copies carbonized

Memorandum

To:    All

Subject:   Reprint, reminder on use of PPA

Memorandum Circular No   2017

: To     All CMO

           CSS 2

           Treasury Assistant

   cc:  Mam Madel

          Chief Accountant

Objectives:

1.  To lessen losses and problem about missing PPA

 2.  To ensure integrity of our sales processes

 3.  To improve our relationship with the customers

Reality background

The following things were observed in Calamba:

1. While we sent many PPA, we ran out of PPA because many agents took home pads of PPA leaving nothing for the office

2.  PPA during the past campaign resurfaced in this new sales campaing showing loose control of PPA

3.  Employees and cmo were observed to be approving the PPA despite instructions on the contrary.  If we allow the sellers to take home the PPA, and the employees to sign the contract, it is possible that they will on their own sell the plots and collect monthly installment for their own account.  It has happened in Calamba lately:  ie the customer got a plot in March, and paid promptly his amortization. The seller did not remit the colleciton

What:

Correct procedure on the issuance and control of PPA:

1.  The SBU will be upon their request and past performance be sent just enough number of PPA

2. The TA and the CSS in charge will have master list or control of the PPA that were sent or received.

3.  The customers must as as much as possible accomplish the PPA at the office and properly supervised.   The sellers must be trained and given reminders on correct accomplishment of PPA

     Basic things to be properly monitored:

     1. Name and basic information of the  customer:;   address, CP and email address (for CRM and greetings)

     2.  The amount of contract and monthly payment (some of the staff and sellers are in a hurry to write the amount that we cant decipher what they wrote

     3.  The plot, number, block number.  There are many erasures  hence when the CO will be issued, there will be challengers

     4.  The beneficiary:   The beneficiary will be the one to deal with us in case of the death of the principal.  He/she will become the authorized representative.  Hence avoid accepting minors or persons not related to the principal as the  beneficiary

    5.  SOCPN  -  Signature over complete printed name.

    6.  Writing on the PPA

        Print legibly the name of the principal and then he she signs over this front and back. When writing at the back, place  carton hard paper so that it will not create more marks on the PPA

  Remember this is what the customer paid for and will pay for the next 60 months

        Write the date.

       Use ball pen when accomplishing the PPA write legibly and with slightly more pressure

4.  The goal is to have the white copy given to the customer within 7 calendar days.  Thus use the portal with the drop box for single entry and multi posting

     We really have to work extra hard.   We have to change the way we think and work

5.  As for the PPA control:

    1.  The seller must register his buyer on a log book record book and be given a form on the  basis of the name he/she gave.

    2.  The seller must receive the form and return this within 24 hours and to be issued a receipt.

    3.  If the PPA is not returned within 24 hours:

         1. It is invalidated (no more affidavit of loss) and the seller pays P50.00 for the form that is presumed to have been lost.   The CSS no longer accepts the PPA beyond the 24 hours.  In the record, book it is cancelled at 3ffb and the SBU. Thus if invalidated and the seller submits it beyond the prescribed period, the PPA which is invalidated is considered null and void

6.  If the seller does not return the PPA that has been accomplished and it reappears after the customer follows this up (unremitted payment) the  seller's authority to sell is cancelled and shall not be allowed to sell anymore (summary decision - no hearing investigation)

7.  TA and the SBU must reconcile weekly

For strict implementation and compliance

Process: 11 General Orders for Security Guards- why we should be curious and why we should know them?

Providing outstanding amazing values through process clarity and improvement 

Objective:

1.  To get the most of our security services

2.   To prevent losses

3.    To comply with Sanitation Code with regards to MP security (that is why

       gates are required for Memorial Parks

4.  To supervise well our SG for which we spend 50% of our OP ex

Background:

1.  We experienced deaths and loss of property especially at HAMP;   our construction materials for Talanay were lost;   we were robbed at HAMP

2.  We dont know about losses in other SBUS;   

3.   In HGGMP, the guardhouse was even used as abode

4.  SG do not recognize the officers and owners.  They sit and slouch, text, probably sleep on the job at night that is why we are robbed.    They should be at attention always.   Total disregard of 11 GO.  Can we impose and remind them of their duties.   Minsan wala pang uniforme.  

4.    CMOs must know the 11 GO for sentry and make sure the SG assigned understand these GO by heart and employs these as he guards our memorial park properties and dearly beloved of the customers.     Apparently our SG are not strict, disciplined nor dedicated to the current theme of:'' Honoring Lives, Honoring Memories.   

What Are the 11 General Orders of Security?

• Take charge of this post and all government property in view: Security officers are responsible for the areas they are assigned to protect, ensuring the safety and security of all government assets within their purview.
• Observe everything within sight and hearing: Vigilance is paramount in security operations. Officers must maintain keen observation skills to detect and respond to any unusual or suspicious activity promptly.
• Report all violations of orders I am instructed to enforce: Security personnel are obligated to report any breaches of security protocols or violations of rules and regulations to their superiors without hesitation.
• Repeat all calls from posts more distant from the guardhouse or headquarters than my own: Effective communication is essential in security operations. Officers must relay messages accurately and promptly to ensure seamless coordination among different posts.
• Quit my post only when properly relieved: Security officers must adhere to duty schedules and protocols, ensuring that posts are never left unattended unless properly relieved by another qualified individual.
• Receive, obey, and pass on to the sentry who relieves me, all orders from the commanding officer, officer of the day, and non-commissioned officers of the guard only: Clear communication and obedience to authority are critical in security settings. Officers must follow instructions from their superiors and pass on relevant information to their relief.
• Talk to no one except in the line of duty: Maintaining confidentiality and focus is essential for security personnel. Officers should refrain from engaging in unnecessary conversations or disclosing sensitive information while on duty.
• Give the alarm in case of fire or disorder: Security officers are trained to respond swiftly to emergencies such as fires or disturbances, promptly alerting the appropriate authorities and taking necessary action to mitigate risks.
• Call the petty officer of the watch in any case not covered by instructions: When faced with unfamiliar situations or scenarios not explicitly addressed in their instructions, security personnel should seek guidance from their superiors for appropriate resolution.
• Salute all officers and all colors and standards not cased: Respect for authority and symbols of honor is a cornerstone of military and security traditions. Officers are expected to render proper salutes to demonstrate reverence and adherence to protocol.
• Be especially watchful at night and during the time for challenging, to challenge all persons on or near my post and to allow no one to pass without proper authority: Nighttime poses unique security challenges, requiring heightened vigilance and strict adherence to access control procedures. Officers must diligently challenge and authenticate individuals seeking entry to restricted areas, ensuring the integrity of security perimeters.

Slideshare 11 GO for Security Guards

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