Draft of Proposed changes in IF and Revolving fund

 Ms. Roshel, please note edit after our discussion.  Please lay out in grid/excel format

The Cash advance submitted by Panga do not conform to this process and key points....

On Sun, Feb 17, 2019 at 2:17 PM Jorge Saguinsin <holygardens.groupnew@gmail.com> wrote:

Your immediate comment and further suggestions and /or discussion is requested so that we can implement this expeditiously,    Ms. Roshel, dapat may detalye tayo nito sa mga cash advance request ninyo

Memorandum Circular  No 2019 - 02

Subject:   Revision of  Procedure on Funds for Interment, Funeral Service

What:  Shift to Cash Advance system with rapid liquidation cum P n L upon liquidation, elimination of

            Revolving Fund system

Objectives:

1.  To be responsive to requirements of SBU and  chapel crematorium for funds;  make sure they have

    enough funds to serve the customers

2.  To eliminate details and backlogs in  processing of IF and revolving fund for interment

3.  To implement single touch efficient processing of customer transaction

Reality:

1.  Pasaway sa SBU;   complaining of lack of funds, but it turns it out sbus CSS are not sending the OR

     and replenishment, or use only AR for as CV for the suppliers;

2.  Frequent borrowing  from cash collection;

3.  Un reconciled borrowings from cash collection;

4.  If not there are floating cash balances that are not were not counted periodically by TA

What:

Effective immediately, Acctg and SBUs are to close replenish all revolving fund and do so not later than March  7, 2019,  Complete all replenishment:   close all IF and Revolving fund account by finishing all replenishment, and revert all cash on and hand and replenishment to COH

   As of now, all interments, cremation, funeral services financial requirements  are to be funded by cash advances which shall be liquidated within 72 hours using OR or supplier supplied receipts

Process:

1.  Who:  SBUs for their interment service

     C3 companies (when registered)   Calamba, Pangasinan, and Morong for cremation and funeral service

2.   The concerned parties through their CSS and noted by CMO requests for cash advance based on

      detailed projected expenses and based on the budgeted expenses on an annex (or within the cash     advance form)

          Estimated Expense and Cash Advance Liquidation form Number          

              Sbu.                    Date  of Cash Advance   ______________                 Date of Liquidation  ____________

                                                                                                                                               

      Information required:   (Do in excel or grid form)

     1.  Date of service                                                   IA, FSA   Cremation authorization Number

     2.  Name of deceased

     3.  Type of service   Interment     Funeral Cremation

     4.  Package:      Econo,  Dlx   Luxury for Intermenng

          FS

          PCS

    5.  Indicated Price (per our price list)

    6.   Revenues: 

          1.  Package Price

          2.  Documentation  Fee

          3.  Options: 

                    More flowers

                    Food Service (catering)

                       Video

                       Urn - Marble/Metal/Porcelain 

                   Total 

                   D/P

                  Balance of  (to be paid 3 days before service date)

         Estimated Expenses:                             Requested Amount     Budget            Actual (upon liquidation)     Variance

                Cash:

                1.  Marketing Expense:

                      Referral Fee

                      Commission for Agent

                      Food rewards 

               2.  Labor expense:

                    Pick up assist

                    4 escorts on interment date

                    Manang /maida for maintenance

                    ISG

                    Hukay

                   On call embalmer/driver

                   Signature of embalmer

            3.  Foods

                 Funeral pack

                 Refreshments for IA

                 Catering Service

                 Water Service

           4.   Flowers:

                 Epitaph

                 Spray

                 Corona

                 Decorator/arranger fee

                     

                    Dove release 

           5.  Tarp

                  Announecment

                  Appreciation

           6.  Others:

                Tokens and gifts

                Rental for hearse/limousine

                    Video Service

                    Singer and keyboard 

                 Total  Cash expense (amount requested for this advance)

                 +- actual 

            7.  Non Cash Expense:

                  1.  Marker

                  2.  Casket

                  3.   Urn:   Marble, Wood, Ceramic, Metal

                  4.  Depreciation

                  5.  Fuel for Cremation machine

                      6.  Fuel for service vehicle hearse 

                      7.  Printing expenses/stationaery

                  

                 Total Non Cash

                 8 Total Expenses

                  Net Revenue. / Gross Revenue

                   Benchmark  not less than 30% except for SC, PWD and social cases

       

      N.B Key points

       1.  OR AR in the name of  CSS or CMO, embalmer, GT Funeral Director acknowledgement receipt or piece of scrap paper

            is not accepted;  only paryroll cash voucher direct to supplier laborer is accepted

       2. Submit at least 3 days before the required service date to give time for check making and sending to

          ATM or pay card.;  open  a pay card or  atm account

      3.  Recruit CSS for interment, funeral service, cremation in whose name the funds will be paid

      3.  Liquidate within 72 hours;   no further cash advance shall be allowed

      4.   3f Acctg must finish an application for cash advance within the day it was filed.

      5    One service, one Cash Advance application

      6.   Supporting documents:

           1.  Checklist duly accomplished;

           2.  IA, FSA, CSA

           3.  ARU

      5.  Maximum cash advance for each SBU:   P100,000.00

      6.  Class C offense for non compliance

cc:   Ms. Madelene

       Mr. Dona Aboga

       Holy Gardens Pangasinan

       Holy  Gardens Calamba

       

                

              

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