For 2012, here is the excerpt of the COA Annual Audit Report for the Municipality of Basey, Samar:
"Scope of Audit
A financial and compliance audit was made on the
accounts and operations of the Municipality of Basey, Samar for the calendar
year 2012. 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 an adverse opinion on the financial statements because: (1) the balance
of the Cash In Bank-LCCA account of P11,224,113.97 cannot be relied upon due to
the failure of the accountant to regularly conduct the required reconciliation
between the bank records and cash in bank balance in the agency’s books and to
maintain subsidiary records for each bank account; (2) the balances of the Due
From Officers and Employees and Advances to Officers and Employees accounts of
P97,821.72 and P2,889,809.39, respectively, are also unreliable due to the
absence of schedule/s or details and disclosures in the Notes to Financial
Statements, unsupported recorded credits to accountability of P2,000,000.00 and
erroneous classifications of transactions amounting to P1,674,476.05; (3) the
accuracy of the balances of the receivables accounts in the total amount of
P6,370,904.72 was not also ascertained due to the absence of subsidiary ledgers
and supporting schedules/details to prior years balances; (4) the correctness
and reliability of the Property, Plant and Equipment accounts balances showing
a net book value of P 98,600,655.71,
comprising 32% of the total assets as of
December 31, 2012, could not be ascertained due to the absence of the subsidiary/property records of
each PPE classification at the Municipal Accountant’s Office and Municipal
Treasurer’s Office (Property Custodian), and absence of a Report on the
Physical Count of Property Plant and Equipment in CY 2012; and (5) the balance
of the Payroll Fund account in the total
amount of P806,639.95 is doubtful due to the failure to fully disclose/explain
the particulars of the transaction in the CY2012 Financial Statements.
Summary of Significant
Findings and Recommendations
1.
The
balance of the Cash In Bank-LCCA account of P11,224,113.97 as of December
31,2012 cannot be relied upon due to the failure of the accountant to regularly
conduct the required reconciliation between the bank records and cash in bank
balance in the agency’s books and to maintain subsidiary records for each bank
account, contrary to Section 74 of PD 1445
and Sections 3.2 & 3.3 of COA
Circular No. 96-001 dated October 2, 1996.
We recommend that the Municipal Mayor directs the
Municipal Accountant to conduct regular reconciliation of the balances of the
bank and book records, prepare correct monthly bank reconciliation statements
and submit the same to the audit team to afford verification, and maintain
subsidiary ledgers/records for all bank accounts.
2.
The
year-end balances of the Due From Officers and Employees and Advances to
Officers and Employees accounts of P97,821.72 and P2,889,809.39, respectively,
are unreliable due to the absence of schedule/s or details and disclosures in
the Notes to Financial Statements, unsupported recorded credits to
accountability of P2,000,000.00 and erroneous classifications of transactions
amounting to P1,674,476.05.
We recommend that the Municipal Mayor should direct
the Municipal Accountant to investigate the causes for the unaccounted balances
as well as those balances without supporting details and to prepare the
necessary schedules/subsidiary records to provide adequate information on the
balances in the financial statements. We further recommend that the Municipal
Mayor should direct the Municipal Accountant to reclassify the transactions and
make the necessary adjustments to come up with correct account balances.
3.
Cash
advances granted to officers and employees for traveling expenses were not
liquidated within the prescribed period resulting in the accumulation of
unliquidated cash advances of P405,330.00 as of year-end, of which
P358,542.50, or 88% is already outstanding for over 1 year to three (3)
years, contrary to Section 89 of
Presidential Decree 1445 and COA Circular 97-002 dated February 10, 1997, thus,
exposing government funds to the risks of possible loss and/or misappropriation.
We recommend that the outstanding cash advances be
liquidated immediately pursuant to Sec. 89 of P.D. 1445, COA Circ. No. 97-002
dated February 10, 1997 and COA Circular No. 2012-004 dated November 28, 2012. We
also recommend that the Municipal Mayor disseminates to all officials and
employees with unliquidated cash advances, a copy of COA Circular No. 2012-004
dated November 28, 2012 and have them acknowledge the receipt of the circular
to serve as a final demand to settle their unliquidated cash advance. We
likewise recommend for the strict enforcement of the pertinent sanctions
provided for in COA Circular No. 2012-004 dated November 28, 2012, including
the suspension of salaries, if the demand remains unheeded. These
recommendations are without prejudice to the issuance of Notices of Suspension
and/or Disallowance resulting from post-audit of transactions.
4.
The
accuracy of the balances of the receivables accounts in the total amount of
P6,370,904.72 as of December 31, 2012 was not ascertained due to the absence of
subsidiary ledgers and supporting schedules/details to prior years balances,
contrary to Section 10, Chapter 1 of the Manual on NGAS for LGUs, Volume II and
Section 111 of P.D. 1445.
We
recommend that management strictly follow the provisions of Section 10, Chapter
1 of the Manual on NGAS for LGUs, Vol. II, and Section 111 of P.D. 1445.
5.
The
correctness and reliability of the Property, Plant and Equipment accounts
balances showing a net book value of
P98,600,655.71, comprising 32% of
the total assets as of December 31, 2012, could not be ascertained due
to the absence of the subsidiary/property records of each PPE classification at
the Municipal Accountant’s Office and Municipal Treasurer’s Office (Property
Custodian), and absence of a Report on the Physical Count of Property Plant and
Equipment in CY 2012, contrary to Sections 119 and 124 of the Manual on NGAS
for LGUs, Vol. I.
We recommend that the Municipal Mayor should
undertake the following measures, to wit: a) direct the Accounting and
Municipal Treasurer’s Offices to properly maintain property records and to
conduct regular reconciliation of both records so that errors could be detected
and necessary adjustments be made to come up with correct balances; b) create a
committee to conduct an inventory of all properties of the municipal government
in accordance with Section 124 of the Manual on New Government Accounting
System for local government units, Volume I; and c) send concerned officials
and employees to attend training on property and supply management system.
6.
Disbursements
for personal services in the amount of P48,386,168.67 exceeded the 45% general
limitations on budgeting by P5,444,753.97, in violation of Section 325 (a) of
the Local Government Code of 1991 or RA 7160, thus, depriving the municipality
of the use of funds for other crucial social services and priority development
projects.
We recommend that management strictly comply with
the budgetary limitations on Personal Services mandated under the Local
Government Code of 1991.
7.
Payment
of wages to Job Order Workers in the aggregate amount of P8,242,698.00 were not
supported with contracts, accomplishment reports and Daily Time Records,
contrary to Section 4 (6) of PD 1445 and COA Circular 2012-001 dated June 14,
2012, thus, the necessity of the contracted services and propriety of the
disbursements were not ascertained.
We recommend that management strictly adhere to the
provisions of Section 4 (6) of PD 1445 and COA Circular No. 2012-001 dated June
14, 2012, more particularly Sections 1.1.1 and 1.2.1 thereof. This
recommendation is without prejudice to the issuance of Notices of Suspension
and/or Disallowance resulting from the post-audit of transactions.
8.
The
funds allocated for the Local Disaster Risk Reduction and Management Fund
(LDRRMF) in the total amount of P4,968,679.15
was not fully planned and utilized, contrary to Republic Act 10121 and
DILG Memorandum Circular 2012-73 dated April 17, 2012, and the unutilized
amount was not transferred to the Special Trust Fund at the end of the year in
violation of COA Circular No. 2012-002 dated September 12, 2012, thus, exposing
the funds to possible misuse.
We recommend that management strictly comply with
the set rules/guidelines under DILG Memorandum Circular 2012-73 dated April 17,
2012 and COA Circular 2012-002 dated September 12, 2012.
9.
Purchases
of construction materials donated to the different barangays in the total
amount P2,112,247.32 were not done through competitive public bidding, contrary
to the pertinent provisions of the Government Procurement Reform Act (RA 9184)
and its Revised Implementing Rules and Regulations. Moreover, Disbursement Vouchers and
supporting documents totaling P1,779,457.50 were not submitted for audit, thus,
precluded the audit team from determining the propriety and correctness of the
recorded transactions.
We
recommend that management should strictly adhere to the pertinent provisions of
RA 9184 and its Revised Implementing Rules and Regulations in all its
procurement activities. This recommendation
is without prejudice to the issuance of Notices of Suspension and/or
Disallowance resulting from post-audit of transactions.
10.
Payments
of financial assistance under the Aid to Individual in Crisis Situation (AICS)
Program and to different Barangays for various purposes, in the total amount of
P981,606.00 and P360,800.00, respectively; and various donations to other
individuals/entities through reimbursement of SB members and direct payment to
recipients in the total amount of P1,274,000.00, were made notwithstanding the
absence of the basic documents supporting the claims, contrary to the
provisions of DSWD Department Order No. 22, as amended by Administrative Order
No. 5, Series of 2008, and Section 4(2 & 6) of P. D. 1445, thus, casting doubt
on the necessity and propriety of the transactions.
We
recommend that management should strictly implement the provisions of DSWD
Department Order No. 22, as amended by Administrative Order No. 5, Series of
2008, and Section 4(2 & 6) of P. D. 1445. This recommendation is without
prejudice to the issuance of Notices of Suspension and/or Disallowance
resulting from post-audit of transactions.
11.
The
balance of the Payroll Fund account in the total amount of P806,639.95 is
doubtful due to the failure of the Municipal Accountant to fully
disclose/explain the particulars of the transaction in the CY2012 Financial
Statements and to make pertinent adjusting journal entries in the books of
accounts.
We
recommend that the Municipal Mayor should direct the Municipal Accountant to
prepare the necessary disclosures on the accounts in the financial statements,
to make the necessary adjustments in the books to come up with correct account
balances, and to send demand letters to the concerned accountable officer/s for
the immediate submission of liquidation documents.
12.
The
Municipality failed to fully implement the proposed programs and projects
charged to the 20% Economic Development Fund (EDF) in CY 2012 and the funds
appropriated were partly utilized to pay ineligible expenditures in the total
amount of P643,754.30, contrary to the relevant provisions of DILG-DBM Joint
Circular No. 2011-1 dated April 13, 2011 and Section 321 of RA 7160, thus
depriving the community with needed development projects.
We recommend that management strictly comply with
the provisions of DILG-DBM Joint Circular No.2011-1 with regard to
appropriation and utilization of the 20% Economic Development Fund for
development projects to help achieve desirable socio-economic development and
environmental outcomes. This
recommendation is without prejudice to the issuance of Notices of Suspension
and/or Disallowances resulting from the post-audit of transactions.
Statement
of Audit Suspensions, Disallowances and Charges (SASDC)
The total audit suspensions and disallowances found
in the audit of various transactions of the Municipality as of December 31,
2012 amounted to P390,873.44 and
P339,031.89, respectively, based on the Notice of Suspension (NS) and Notice of
Disallowance (ND), and Notice of Charge (NC) issued by this Commission. Audit suspensions and disallowances arising
from the post-audit of calendar year 2012 transactions are still for issuance.
Status
of Implementation of Prior Year’s Audit Recommendation
Of the seven (7) recommendations contained in the
Annual Audit Report for CY 2011, three (3) were fully implemented, two (2) were
partially implemented and two (2) were not acted upon by management."
Source: www.coa.gov.ph