CEVI - LOAN DISBURSEMENT
VIA CEBUANA PAY-OUT PROCESS
Process # | Who? | When? | How? | Time to Complete |
1. | Economic Development Officer (EDO) | After 2nd approval of clients loan in Musoni or upon request from the EDO or BM.
| Generates Loan Disbursement Sheet (LDS) from Musoni, loan contract and loan card.
| Within the same day or as advise |
2. | EDO | Upon receipt of loan contract and loan card | Go to the area and requires client to sign the loan contract and loan card. Note: All signed Loan Contract and Loan Card submitted to BA until 2pm shall be disbursed within the day. Submission after 2pm shall be processed on the following day.
| Within the same day or the following day |
3. | Branch Accountant (BA)
| Upon receipt of signed loan contract and loan card
| Inputs loan information to Cebuan Payroll Template and sends to AA via Skype/Teams (See file: Cebuana Payroll Template…)
| Within the same day |
4. | Area Accountant (AA) | Upon receipt of Cebuana Payroll Template
| Receives and reviews the Cebuana Payroll Template based on the LDS, Encrypts the file and upload to Cebuana Pay-out System (CPS) and sends notification to the Cebuana Lhuillier Transaction GC via skype (see file….) | Within the same day |
5. | Accounting Manager – Branches (AMB) or Treasury Manager (TM) | Upon notification from the AAs
| Approves or rejects uploaded file for posting. Notifies Treasury Officer (TO) via Skype once approved or rejected.
Note: Rejected files will be communicated to the Area Accountant for checking and re-uploading.
| Within the same day |
6. | Treasury Officer (TO) or Area Accountant (HO)
| Upon notification from the approver
| Posts approved loan for disbursement and generates batch posted transaction report in the CPS and sends notification to the Cebuana Lhuillier Transaction GC via skype.
Note: Cebuana Pay-out System is only accessible until 5pm.
| Within the same day |
7. | Cebuana | After posting | Sends SMS notification to clients with details and transaction code as reference for client pay-out/disbursement.
| Within the same day |
8. | Clients | After posting
| Receives SMS from Cebuana that the amount is ready for pay-out/disbursement. Claims loan remittance in any cebuana branch with valid IDs (Government ID, Brgy. Certification, CEVI ID)
| |
9. | Branch Manager | After receipt of Cebuana Batch Posted Transaction | Informs EDO on the availability of Cebuana Pay-out Control No. for the particular disbursements. Ensures all clients receives their corresponding control no. | Within the same day |
10. | EDO | After receipt of Control No. from BM | Verifies if clients received the code via text, call or msgr. EDO will provide the code if clients did not received cebuana notification. | Within the same day |
12. | BA | After receipt of Cebuana Batch Posted Transaction | Disburse loan in Musoni. Reconcile the inter-office balances based on the submitted Cebuana Posted Transactions Summary Report from TO. Notifies TO any variances and make necessary adjustments. | Within the same day |
13. | Treasury Officer (TO) | After generating the Cebuana Batch Posted Transaction Report
| Prepares Summary of Cebuana Disbursements Report for the day segregated per branch with corresponding accounting entry and SUN6 Journal Import (JI) template. Forwards via wvi email to the Accounting Specialist for importing to SUN6 and to the branch accountant for reconciliation. | Daily |
14. | BA | After receipt of Summary of Cebuana Disbursement Report
| Recheck and reconciles Musoni and Summary Transaction amount in the Daily Reconciliation Template and notifies TO for any variances. | Daily |
15. | Accounting Specialist | After receipt of Summary of Cebuana Disbursement Report
| Reviews and import JI template to SUN6.
| Daily |
16. | HO Accountant | After importing the JI template | Reviews and posts held journal. Prints journal vouchers for signature.
| Daily |
17. | Accounting Specialist | After posting of held journal in SUN6 | Compares and reconciles inter-office balances between SUN6 and Musoni. | Daily |