February 18, 2019

Re: Draft of Proposed changes in IF and Revolving fund

Acknowledged po sir re: Budgeted expenses on an annex. E-aayos po sir format.


Shel

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On Sun, Feb 17, 2019 at 2:18 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)


      Information required:


     1.  Date of service                                                   IA, FSA   Cremation authorization

     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)


                   Total 


                   D/P


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


         Estimated Expenses:                                                   Plan Actual       Budget


                Cash:


                1.  Marketing Expense:

                      Referral Fee

                      Commission for Agent

                      Food rewards for certain package


               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


           5.  Tarp


                  Announecment

                  Appreciation


           6.  Others:


                Tokens and gifts

                Rental for hearse/limousine


                 Total  Cash expense (amount requested for this advance)


                 +- actual 


            7.  Non Cash Expense:


                  1.  Marker

                  2.  Casket

                  3.   Urn:   Marble, Wood, Ceramic, Metal

                  2.  Depreciation

                  3.  Fuel for Cremation machine

                  4.  Fuel for Hearse


                 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 ______________acknowledgement receipt or piece of scrap paper

            is not 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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