The Payment Requisition Form is an online form provided by the Finance Department.  There are several steps to go through in creating a PRS for your department.

Go to https://erp.benilde.edu.ph and log in using your Infonet username and password.  Once logged in go to Financials > Payment Requisition.  This will bring you to the Payment Requisition List. Click on the CREATE NEW PRS button at the bottom of the window.

There are several fields (marked with a red asterisk) that you cannot skip.  Here’s how you can fill them out.

Requesting user

REQUESTING DEPARTMENT will default to your department (cost center), which is predetermined by your Infonet login.  If you are involved in more than one department, select the one applicable to your transaction.

Click on the field beside the VENDOR’S NAME.  This will display the VENDOR LIST. Use the search box and type in the vendor’s name.  Once it appears, double-click on it to auto-fill the VENDOR’S CODE and VENDOR’S NAME in the appropriate fields.

If the vendor’s name does not appear in the list because it is a new vendor, then click on REQUEST TO CREATE A NEW VENDOR.

The BUDGET SOURCE defaults to the current budget school year.

There is no predetermined PURPOSE so you can free type your answer here.  Type in the purpose of the transaction.  You can also just copy and paste the purpose from the table below.

Transaction Type	Purpose	Application Payment Type
Book Transfer Charges	Inter-departmental payment/s for transfer of budget / income within Benilde	Book Transfer
Cash Advance	A request of advances for anticipated expenses in an event/activity	Check
Concessionaire – Canteen / Photocopier	Payment to the concessionaire for food, catering, or photocopy services	Check
Contracted Services – Janitorial / Maintenance / Office / Security	Payment for contracted services rendered such as janitorial, maintenance, office, and security	Check
Honorarium / Professional Fees / Facilitator / Interpreter’s Fees	Payment for services rendered by third party consultant/s as a one-time payment or for a certain contract/duration	Check, wire transfer, payroll (if Associate)
Insurance	Payment to supplier/s for availing insurance policies	Check
Payment to Affiliates	Payment to La Salle affiliates such as tuition fee of scholars, registration, accommodation, etc.	Check
Payment to Associate	Payment to associates for SSS sickness and maternity benefits, CEAP, etc.	Check
Payment to Student	Payment to students for different purposes such as tokens for services rendered etc.	Check
Payment to Supplier / Contractor / Vendor / Service Provider	Payment for goods or services rendered by outside parties such as suppliers/contractors/vendor/service provider	Check, wire transfer, Manager’s Check
Payroll Remittances & Payroll Related Contributions	All remittances/contributions prepared by the Payroll Department such as SSS, HDMF, CEAP Plans, DLS Credit Cooperative, etc.	Check, Manager’s check
Reimbursement – Accountable / CAPEX Items	Payment to compensate an associate who bought accountable / CAPEX items using their personal money	Check
Reimbursement – OPEX	Payment to compensate an associate who shouldered an expense in an event/activity using their personal money	Check
Replenishment of Petty Cash & Revolving Fund	Replenishment requests of the custodian when petty cash/revolving fund is used	Check
Utilities – Water / Electricity / Telephone / Mobile / Internet	Payment for recurring utilities of the College or department	Check

PRS Status

Due date: Click on the field or the calendar icon on the right to display a calendar and select the due date.

Transaction type: Click on the field to display the different transaction types and select the one that applies to your transaction. See the table above as a reference.

Payment type: Click on the field and select the appropriate payment type.  Refer to the same table above.

Details

Fill in the details needed for your PRS.

Select the appropriate ITEM CODE based on the table below.  Each item code has a corresponding ITEM NAME/DESCRIPTION.

Transaction Type	Item Code	Item Name/Description
Book Transfer Charges	OP00000173	Airfare, International
	PY00000112	Marketing & Advertising (GC Request)
	PY00000157	Student Development
	PY00000168	Facilities Rental
Cash Advance	OP00001131	Hotel Accommodation, Quad Sharing
	PY00000126	Meals Expense
	PY00000142	Giveaways/Gifts/Tokens
	PY00000164	Transportation & Travel Expense
Concessionaire – Canteen	PY00000064	Adult Formation
	PY00000065	Seminar/Training
	PY00000126	Meals Expense
Honorarium / Professional Fees / Facilitators / Interpreter’s Fees	PY00000133	Professional Fees
	PY00000135	Other Professional Fees
Payment To Associate	PY00000191	A/R-EES-Personal-Other Clearing Account
Payment To Supplier / Contractor / Vendor Service Provider	OP00000172	Airfare, Domestic
	PY000000014	Invty – Schol Food Clearing Act
	PY00000182	Moderator/Panelist (Token GC-Payable to Sodexo)
	PY00000210	Government Permits
	PY00000075	General Maintenance Services
Reimbursement – OPEX	PY00000126	Meals Expense
	PY00000142	Giveaways/Gifts/Tokens
	PY00000152	Other School Activities
	PY00000164	Transportation & Travel Expense
Utilities – Water / Electricity / Telephone / Mobile / Internet	CP00000169	PABX System, Telephone
	CP00001665	PABX, Additional Local Lines
	OP00001015	Internet Service Provider
	PY00000084	Internet Subscription
	PY00000085	Telephone Services
	PY00000224	Communication Expense
	PY00000256	ISP, Internet Subscription

The content of the PURPOSE box should match the purpose you indicated in the section above.

Select one of three types of FUND SOURCES:

• UNRESTRICTED funds are drawn from funds that are available for the general operation of the College
• TEMPORARY funds are drawn from funds that are subject to certain restrictions and for a specific purpose
• DEPOSITORY funds (or funds held in trust) are drawn from funds collected from different organizations wherein the College merely acts as a custodian who does not exercise control over said funds

In ACTIVITY/EXPENSE, choose the appropriate expense for the particular activity.  You may refer to the table above.

For ACCOUNT DETAILS choose NONE.  Enter the total AMOUNT of the billing invoice/sales invoice.

Attachments

Go to the ATTACHMENT tab and click on the UPLOAD button.  You can download the LIST OF REQUIRED ATTACHMENTS TO PRS here.  Upload scanned copies of the documents the approving officers need.  Once you have submitted all the documents, click on the SUBMIT button at the lower right of the screen.

The PRS will now be routed to the designated signatories for online approval.  Once approved, print the PRS to be attached with the supporting attachments (if necessary).  A hard copy of the PRS and its attachments will only be submitted to the Finance Department (FD) Payables Section after complete approval in the web portal.

How long would it take to process the PRS?

Once Account Payables has received your PRS (with necessary attachments) it will take 3 to 5 working days to process.

How can I know the status of my PRS?

Once your PRS is prepared and submitted, you will receive an email notification on every approval stage of the PRS.  There are 3 stages: Department Head Approval (depending on the amount), Account Payable (A/P) Receiving and Processing, and check release notification.