CIRCULAR NO. 32-93, July 09, 1993

OFFICE OF THE COURT ADMINISTRATOR

Inspite of the issuances by the Court of Circulars
and Memoranda to attain maximum efficiency in the proper handling of
collections and deposits, there are still Clerks of Court who have not
been submitting regularly their monthly report of collections and
deposits while others are not remitting at all their collections.

There are also cases wherein Clerks of Court are not
collecting the correct legal fees prescribed under Rule 141, as amended,
of the Rules of Court.

In view hereof, all Clerks of Court/Accountable Officers are enjoined to follow strictly the guidelines prescribed hereunder:

1) Submission of monthly report of collections for
all funds should be sent to this Court not later than the 10th day of
each succeeding month and should include the following:

a) Original copy of the Report of the Clerk of
Court’s Account indicating the current debit and credit (Judicial Form
No. 20); duplicate official receipts issued; and the corresponding
remittance advice slips duly validated by the Bank where collection was
deposited (amount of collections per report should equal amount per
remittance).
(For General Fund for Clerk of Court of RTC and SDC)

b) Duplicate copy of Sheriff’s Report of
Collections and Account (Judicial Form No. 38-A); validated duplicate
copy of official receipts and the corresponding remit tance advice slips
(amount of collections per report should equal amount per remittance).
(For General Fund for Ex-Oficio Sheriff of RTC and SDC)

c) Original copy of report of deposits and
withdrawals and validated duplicate copy of official receipts and
deposit slips; and in cases of withdrawals, a copy of the order . of the
Court duly authenticated with Court’s seal and a copy of the
acknowledgement receipt.
(For Fiduciary Fund of RTC and SDC)

d) Original copy of report of deposits and
withdrawals; duplicates of official receipt issed, and in case of
withdrawals, copy of Sheriff’s cash payment receipts.
(For Sheriff Trust Fund of RTC AND SDC)

e) Original copy of Report of Collections and
Deposits; duplicate official receipts issued and copy of the validated
deposit slip or the postal money order stub if remittance is by PMO.
(For Judicial Development Fund of RTC, SDC, Metro TC, MTCC, MTC MCTC and SCC)

2) In cases where no transaction was made within
the month, notice to that effect should be submitted to this Court in a
formal letter within the aforementioned period.

3) All reports should be signed by the Clerk of Court and the Accountable Officer concerned.

4) All monthly reports in two copies should be addressed to:

“The Chief Accountant
Supreme Court of the Philippines
Taft Avenue, Manila”,

Copy furnished –

“The Office of the Court Administrator”

5) All newly appointed Clerks of Caurt and all other Collecting’
Officers concerned be required to use new sets of books after, turning
over to the Court the old sets of books.

6) Every end of the year, the Office of the Court
Administrator must be furnished with a report of Fiduciary Fund and
Sheriff Trust Fund balances duly certified correct by the Provincial
Auditor and submitted not later than January 30, of the succeeding year.

For immediate compliance.

July 9, 1993.