Republic of the Philippines

Province of Ilocos Sur

City of Vigan

GENERAL SERVICES OFFICE 17 January 2024

HONORABLE JOSE “BONITO” SINGSON

Mayor
City Government of Vigan
Vigan City Hall, Vigan City, Ilocos Sur

Re: Proposal to Abolish the Voucher Team Division of the

General Services Office

Dear Mayor:

Greetings!

Please find attached proposal of the undersigned to abolish the Voucher Team
Division of the City General Services Office to ensure the effective and efficient
processing of voucher transactions in the City Government of Vigan.

For your consideration, Mayor.

Thank you.

Sincerely,

KENNETH B. VICTA
General Services Officer

Proposal: Abolition of the Voucher Team Division

_____________________________________________________________________________________________

Vigan City Hall, Burgos St. corner Quezon Avenue, Vigan City 2700, Philippines • Telephone No. (077) 722-2466 •
Fax No. (077) 722-3838 • [email protected]
Republic of the Philippines
Province of Ilocos Sur
City of Vigan
Proponent:
GENERAL SERVICES OFFICE Kenneth B. Victa
General Services
Officer

Rationale:

The creation of the Voucher Team Division was anchored on the goal to have an
efficient and effective flow of transactions vis a vis goods and services purchased
by the offices of the City Government of Vigan. It was supposed to encourage
accountability and productive in every employee, whether involved in the
processing of voucher documents or not.

As a result, an Executive Order was issued by the Office of the City Mayor
designating several employees with the distinct function of processing core
documents necessary for the payment of purchases made by different offices.
Initially, these employees were task to prepare mandated forms, the information
necessary for its completion prepared in prior by the purchasing department or
office. Concomitantly, any deficiency in documentary requirements in support of a
transaction per government auditing and accounting rules shall be supplied by the
purchasing department office. The goal was to have employees who are in charge
of consolidating voucher transactions per procedure and its attached supporting
documents to

Nevertheless, the challenge was to harmonize the swift submission of needed

documents by the purchasing department and the management of voluminous
transactions by the voucher team. Furthermore, with the enactment of several
amendments to pertinent government auditing and accounting rules, national
government issuances, local ordinances, and other mandates, it was observed that
rather than a swift, accurate, efficient, and effective processing of transactions, the
departments involved evaded accountability making the transactions and its end-
users suffer. Hence, with the

Implementation.

(1) All purchase requests made after the approval of the herein proposal shall
be processed by the purchasing/requesting department.
(2) Pending transactions with the Voucher Team Division as of
__________________ shall be processed and completed within thirty
(30) days from the approval of the herein proposal.
(3) Due endorsement and winding up shall be necessary and shall be
facilitated by the City General Services Office, City Administrator’s
_____________________________________________________________________________________________

Vigan City Hall, Burgos St. corner Quezon Avenue, Vigan City 2700, Philippines • Telephone No. (077) 722-2466 •
Fax No. (077) 722-3838 • [email protected]
Republic of the Philippines
Province of Ilocos Sur
City of Vigan
Office, City
GENERAL SERVICES OFFICE Legal
Services
Office, City
Accounting Office, City Budget Office, City Treasurer’s Office, City
Internal Audit Office, and/or with the support of other department heads.
(4) Employees originally stationed at the Voucher Team Division shall
continue to be stationed at the City General Services Office and the
aforesaid employees shall serve as consolidators for the one-time
cleansing of property, plant, and equipment inventory vis a vis records
program of the City General Services Office. The specific functions of
the said employees shall be drafted by the City General Services Officer
and shall be forwarded to the City Human Resources and Management
Office for its reference, in consideration of performance-based
expectations and personnel management.
(5) Should a legislative action be necessary to effectuate the herein proposal,
the same shall be endorsed to the Office of the Vice Mayor and the
Sangguniang Panlungsod for their consideration.

Budget.

The inherent budget of pertinent offices for Fiscal Year 2024 shall be used as
necessary for the implementation of the herein proposal.

Human Resources Involved.

The Office of the City Mayor, City General Services Office, City Administrator’s
Office, City Legal Services Office, City Accounting Office, City Budget Office,
City Treasurer’s Office, and City Internal Audit Office.

Time Frame.

The abolition of the Voucher Team Division shall be fully effectuated within 30
days from the approval of the herein proposal.

_____________________________________________________________________________________________

Vigan City Hall, Burgos St. corner Quezon Avenue, Vigan City 2700, Philippines • Telephone No. (077) 722-2466 •
Fax No. (077) 722-3838 • [email protected]