The following is an excerpt from the COA Annual Audit Report for Basey for CY 2011:
"Scope of Audit
An audit was conducted on the accounts and operations of the Municipality of Basey, Samar for the calendar year 2011. The audit was aimed to ascertain the propriety and validity of disbursements and receipts as well as the reliability of the accounts as presented in the financial statements. The audit consisted of review of operating procedures, interview with concerned municipal officials and employees, verification and analysis of accounts, and such other procedures considered necessary under the circumstances.
State Auditor’s Report on the Financial Statements
The Auditor rendered a qualified opinion on the financial statements because: (a) the reliability of the value and existence of the accounts Reforestation-Upland amounting to P5,963,548.41, Swampland amounting to P8,285,249.68, Work/Other Animals amounting to P1,656,500.00, Breeding Stocks amounting to P1,104,163.50, and the net realizable value of Loans Receivable – Others amounting P6,634,631.83, are doubtful due to unrecorded losses of properties and the remote possibility of collection of the receivables. (b) Information Technology - Software with a net book value of P3,238,380.00 has become valueless because it is no longer used in the operation of the Municipal Treasurer and Assessment Offices. (c) Current assets such as Real Property/Special Education Taxes Receivable amounting P33,232,397.26 are unrealizable and Due from Other Funds representing funds exposure for completed projects not yet turned-over to the municipality and almost complete Infres projects amounting to P87,030,554.56, hence, cannot be considered as current.
Summary of Significant Findings and Recommendations
A. Financial and Compliance Audit
1. The reliability of the value and existence of the accounts Reforestation-Upland amounting to P5,963,548.41, Swampland amounting to P8,285,249.68, Work/Other Animals amounting to P1,656,500.00, Breeding Stocks amounting to P1,104,163.50, and the net realizable value of Loans Receivable – Others amounting P6,634,631.31, are doubtful due to unrecorded losses of properties and the remote possibility of collection of the receivables.
We recommend that management strictly observe Sections 111 and 112 of PD 1445 for a fair presentation of the accounts in the financial statement.
2. The management appropriated a total of P19,200,000.00 or 19.28% of the Internal Revenue Allotment (IRA) of the Municipality for the Development Fund instead of P19,919,907.48 or 20% minimum threshold as mandated under Section 287 of the Republic Act (RA) 7160 otherwise known as the Local Government Code of 1991. Further, part of the IRA appropriated for Development Fund was used to pay honoraria, debt servicing and other obligations totaling P9,098,174.44 contrary to the DILG-DBM Joint Memorandum Circular (MC) No. 1, s. 2005, thus, defeating the purpose for which the fund was established.
We recommend that management appropriate no less than 20% of the Internal Revenue Allotment (IRA) for Economic Development Fund in consonance with Section 287 of RA 7160 and utilize the fund within the limits and/or purposes outlined in the DILG-DBM Joint Memorandum Circular No. 1, s. 2005.
3. Expenditures for gasoline, oil and lubricants amounting P1,357,068.26 were not properly supported with duly accomplished Driver’s Trip Tickets (DTT) and neither were supported with reports of fuel consumption in violation of Sections 2 and 4 of COA Circular 75-6 dated November 7, 1975, thus monitoring of fuel consumption for the purpose of minimizing wasteful, excessive and unnecessary expenditures of government vehicle was made difficult.
We recommend that management strictly comply with the requirements of COA Circular No. 75-6, dated November 7, 1975 and Section 4(2) of PD 1445 in order to control and regulate the use government vehicles, and to ensure that the fuel consumed is for government use. Likewise, require the drivers concerned to submit duly approved and properly accomplished Driver’s Trip Tickets with the Monthly Report of Official Travels, and Monthly Report of Fuel Consumption. This recommendation is without prejudice to the issuance of Notice of Suspension/Disallowance as a result of post-audit.
4. 4. Procurement of common-use supplies and equipment amounting to P973,948.83 were not made thru the Procurement Service (PS) Depot, but rather thru shopping from various private stores/suppliers or reimbursements, contrary to Administrative Order No. 17 dated July 28, 2011, thus, the policy of the government in promoting economy and efficiency in procurement is defeated.
We recommend that management procure common-use supplies and equipment only at the DBM, PS Depot as mandated by AO No. 17 dated July 28, 2011 and DBM Circular Letter No. 2011-6 dated August 25, 2011. Common-use supplies and equipment not available at the PS should be procured in accordance with IRR of RA 9184.
5. 5. Cash advances totaling P 793,486.50 were not liquidated at year-end, of which 47.42% or P 376,291.00 have been outstanding for over one year, contrary to Accounting Circular No. 2006-001 dated November 9, 2006 and COA Circular No. 97-002 dated February 10, 1997, thus exposing government funds to the risk of misuse.
We recommend that management require the concerned officials and employees to liquidate immediately their outstanding cash advances in accordance with Accounting Circular No. 2006-001 and COA Circular No. 97-002, otherwise, withhold payment of any money due them in accordance with Section 5.9 of COA Circular No. 97-002 and Section 37 of PD 1445. This recommendation is without prejudice to the issuance of Notice of Suspension/Disallowance as a result of post-audit.
6. 6. The municipality did not provide comprehensive fire insurance coverage for the government properties with a net value of P 54.1 M as of December 31, 2011 with the Government Service Insurance System, thus exposing these properties to natural and man-made calamities which is contrary to Republic Act 656 and Presidential Decree 245.
We recommend that management insure all government properties with GSIS against any insurable risks as required in Section 5 of RA 656.
7. 7. Disbursement and journal entry vouchers, and other financial reports were submitted late, contrary to Section 347 of RA 7160, Section 100 of PD 1445, COA Circular 95-006, dated May 18, 1995, COA Circular No. 2009-001 dated February 12, 2009, and other pertinent sections of NGAS Manual for LGUs, thus, depriving management on the prompt communication of the audit results.
We recommend that the Municipal Mayor ensure that all executive officials and employees of the municipality faithfully discharge their duties and functions as provided by regulations pursuant to Section 444.b.1.x of RA 7160. Likewise, require the Municipal Treasurer and Accountant to render their accounts, and all officials and employees concerned to submit the other financial reports. This recommendation is without prejudice to the issuance of Notice of Suspension/Disallowance as a result of post audit.
Compliance with Tax Laws
We are pleased to note that during the year 2011, the municipality had complied with Revenue Regulation No. 2-98 dated May 17, 1998 particularly on the withholding and remittance to BIR the taxes withheld from compensation and goods and services procured from private suppliers. It has collected during the year total withholding taxes amounting to P 4,176,833.02. Withholding taxes pertaining to the period from January to November 2011 amounting P 3,703,866.22 was remitted in 2011 , while withholding taxes pertaining to December, 2011 amounting P 472,966.80 is due to be remitted in January, 2012.
Statement of Audit Suspensions, Disallowances and Charges (SASDC)
The total audit suspensions, disallowances and charges found in the audit of various transactions of the Municipality as of December 31, 2011 is P 732,698.71 based on the Notice of Suspension (NS), Notice of Disallowance (ND), and Notice of Charge (NC) issued by this Commission.
Status of Implementation of Prior Years’ Audit Recommendations
Of the twenty one (21) audit recommendations contained in the CY 2008-2010 Annual Audit Reports, twelve (12) were partially implemented and nine (9) were not acted upon by management."