The Demand Letter For Unliquidated Cash Advances is a crucial document in Philippine business and government operations, used when an individual or entity has failed to properly account for or liquidate funds advanced to them. It serves as a formal prerequisite to legal action and is often required for audit compliance, particularly in government agencies where Commission on Audit (COA) regulations apply. The document becomes necessary when routine requests for liquidation have been unsuccessful, and a more formal approach is required. It typically follows internal policies regarding cash advance liquidation periods and must comply with Philippine civil law requirements for formal demands. The letter establishes a paper trail for potential legal proceedings and helps organizations maintain proper financial controls and accountability.
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1. Sender's Details: Complete name, position/title, and address of the person/entity sending the demand
2. Date: Current date of the demand letter
3. Recipient's Details: Complete name, position/title, and address of the person who received the cash advance
4. Subject Line: Clear indication that this is a demand letter for unliquidated cash advances
5. Cash Advance Details: Specific information about the cash advance including date granted, amount, and purpose
6. Demand Statement: Clear and firm demand for immediate liquidation or repayment of the cash advance
7. Timeline: Specific deadline for compliance with the demand
8. Legal Basis: Reference to relevant laws, regulations, or policies regarding cash advances and liquidation requirements
9. Consequences: Statement of potential actions to be taken if the demand is not met within the specified timeline
10. Closing: Formal closing statement and signature block
1. Previous Communications: Reference to prior attempts to collect or request liquidation, used when there have been previous formal or informal requests
2. COA References: Specific references to COA rules and regulations, included when the cash advance involves government funds
3. Interest Calculation: Details of any applicable interest or penalties, included when charging interest on the unliquidated amount
4. Settlement Options: Proposed payment or liquidation arrangements, included when willing to accept installment payments or partial liquidation
5. Corporate Authority: Reference to corporate policies or authority, included when the demand is between corporate entities
1. Cash Advance Receipt: Copy of the original cash advance receipt or voucher
2. Statement of Account: Detailed breakdown of the unliquidated amount, including any partial liquidations made
3. Previous Correspondence: Copies of previous communications regarding the unliquidated cash advance
4. Applicable Policies: Relevant excerpts from company policies or government regulations regarding cash advances
5. Computation Sheet: Detailed calculation of any interest, penalties, or other charges being claimed
Relevant legal definitions
Clauses
Relevant Industries
Government and Public Sector
Banking and Financial Services
Corporate Services
Education
Healthcare
Non-Profit Organizations
Construction
Manufacturing
Retail
Professional Services
Relevant Teams
Finance
Legal
Compliance
Internal Audit
Administrative
Human Resources
Treasury
Accounts Receivable
Corporate Governance
Risk Management
Relevant Roles
Finance Manager
Accountant
Internal Auditor
Compliance Officer
Legal Counsel
Chief Financial Officer
Administrative Officer
Department Head
Human Resources Manager
Corporate Secretary
State Auditor
Collections Manager
Accounts Receivable Supervisor
Treasury Manager
Financial Controller
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