procedures and work instruction manual (pawim) of general

Procedures and Work Instruction Manual

(PAWIM)

of General Administration and Support Services

(GASS)

FOREWORD

The Procedure and Work Instruction Manual (PAWIM) of General

Administration and Support Services of Western Philippines University is described here. There are twelve (12) offices considered in GASS. These offices are as follows: Property and Supply, Accounting, Human Resource, Budget, Cashier, Procurement, Physical Plant, Motorpool, Records, IGP/Auxiliary, Health Services and Security Services.

These procedures are expected to develop best practices of GASS, effectiveness

and efficiency of support services, financial management, infrastructure development, customer satisfaction and continual improvement.

Republic of the Philippines WESTERN PHILIPPINES UNIVERSITY

Aborlan, Palawan

PAWIM

General Administration and Support Services Lists of Documented Information

1. Accounting Office

1. Preparation of Voucher/Payroll for Employees’ Benefits and Remittances 2. Certifying Funds Available for Purchase Orders 3. Issuance of Certification Requested from Accounting Office 4. Review of Liquidation Reports 5. Processing of Payment 6. Preparation of JEV Based on Internal Accounting Process 7. Preparation of Report Submitted to Other Offices 8. Preparation of Report Submitted to Other Government Offices 9. Preparation of Voucher for Monthly Remittances 10. Preparation of Voucher for Student Refund 11. Procedures on Addressing Students’ Concerns 12. Submission of Paid Vouchers and Payroll to COA 13. Preparation of JEV Based on Reports Submitted by Other Offices 14. Preparation of Journals

2. Budget Office

15. Certification of ORS/BUR Status 16. Preparation and Approval of Program of Receipts and Expenditures (PRE) 17. Preparation of Budget Proposal for Fund 101 18. Preparation of Reports Submitted to other Agencies 19. Preparation of Utilization of Income 20. Requesting of SARO and NCA

3. Cashier’s Office

21. Collection of Payments 22. Disbursement through ADA/LDDAP 23. Disbursement through Cash 24. Disbursement through Check

4. Health Services Department

25. Dental Care Service 26. General Consultation and Treatment of Clients 27. Medical Examination for In-Campus and Off-Campus Activities and for other purposes 28. Pre-Employment and Annual Physical Examination 29. Pre-enrolment Medical & Dental Examination 30. Pregnancy 31. Referral System

5. Human Resource Management Office

32. Application for Leave

33. Attendance Monitoring 34. Availment of Scholarship Grants and Trainings 35. Computation of Compensatory Overtime Credits (COCs) and Availment of Compensatory Time Off (CTO) 36. Issuance of Certificates and Service Record 37. Recruitment, Selection and Promotion of WPU Personnel 38. Resignation and other Modes of Separation 39. Filing Of Complaints

6. Income Generating Project/Auxiliary

40. Income Generating Projects and Auxiliary Services Procedures

7. Motorpool

41. Vehicle Request 42. Driver’s Policy 43. Motorpool Operation 44. Preventive Maintenance

8. Physical Plant Office

45. Document Issuance Procedure 46. Engineering Technical Document Preparation 47. Progress Billing 48. Project Supervision of On-going Projects by Contracting 49. Repair & Maintenance by Administration 50. Utility and Ground Maintenance 51. Variation Order Preparation 52. Emergency Preparedness Plan 53. Safety Inspection

9. Procurement Office

54. Procurement Planning 55. Procurement under Bidding Process 56. Procurement Under Alternative Mode of Payment 57. Processing of Payment 58. Requesting for BAC Resolution for AMP 59. PhilGEPS Posting

10. Property and Supply Office

60. Inspection and Acceptance Report 61. Issuance of Supplies, Materials and Property Plant and Equipment 62. Inventory of Supplies, Materials and Property Plant and Equipment and its Proper Disposition

63. Renewal of Registration and Insurance of University Vehicles, Buildings and Firearms 11. Records Office

64. Records Office Policies and Procedures 12. Security Services

65. Monitoring, Evaluation and Auditing of Outsourced Security Service

PREPARATION OF VOUCHER/PAYROLL FOR EMPLOYEES’ BENEFITS AND REMITTANCES

REVISION HISTORY

Revision Originator Details of Revision Approval Date Effectively Date

Number

0 Original Issue

Prepared by: Reviewed by: Approved by:

CHERRY C. LICHAUCO NILO V. BANLAWE ELSA P. MANARPAAC Admin Officer V, Accountant Vice President for Admin & Finance President

WPU-QMM- XXX – XXX Rev. 0

1


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparation of payroll for

obligation as per Government Accounting Manual, memorandum circulars, and issuances from the Commission on Audit, Department of Budget, and other related government agencies.

2.0 SCOPE

2.1 This procedure covers the preparation of payroll for obligation of the salary for following to WPU employee/s: 2.1.1 Individual Claims 2.1.1.1 First Salary 2.1.1.2 Salary (if deleted from the payroll) 2.1.1.3 Salary of Casual/Contractual Personnel 2.1.1.4 Salary Differentials due to Promotion and/or Step Increment 2.1.1.5 Last Salary 2.1.1.6 Salary due to heirs of deceased employee 2.1.1.7 Maternity Leave 2.1.2 General Claims through the Automated Teller Machine (All Employees) 2.2 This procedure covers the preparation of payroll for obligation of the honorarium and RATA of the Deans, Directors, VPs and President. 2.3 This procedure covers the preparation of payroll for obligation of employees‟ benefits: 2.3.1 Mid-year and year-end bonus 2.3.2 Performance Based Bonus 2.3.3 Productivity Enhancement Incentive 2.3.4 Cash gift 2.3.5 Clothing allowance 2.3.6 Collective Negotiation Agreement bonus 2.3.7 Monetization of leave credits 2.3.8 Loyalty pay 2.3.9 Terminal leave for non-teaching staff 2.3.10 Proportional pay for faculty employees 2.3.11 Public health workers benefits 2.3.12 Other employee benefits declared by the National Government. 2.4 This procedure covers the preparation of voucher for monthly remittances: 2.4.1 Mandatory Remittances (GSIS, PhilHealth, Pag-Ibig) 2.4.2 Other Remittances (NAPO, WPUCCUI, PRIMCO, MCFA, Due to Other Funds, Tulong Kapwa)

3.0 REFERENCES

3.1 Executive Order No. 292 3.2 Salary Standardization Law 3.3 Government Accounting Manual (GAM) 3.4 Commission on Audit (COA) Circular No. 2012-001 dated June 14, 2012 3.5 Republic Act No. 10154 as implemented by CSC Resolution No. 1300237 3.6 Budget Circular No. 2013-1

4.0 TERMS AND DEFINITION

TERMS DEFINITION

Casual Personnel Refers to personnel hired to perform essential and necessary services where

there are no enough regular staff to meet the demands of the service.

Contractual Personnel Refers to personnel hired to undertake a specific work or job for a limited

period not to exceed one year.

First salary Refers to the first salary to be received by the newly appointed employee.

General Claims Automated Teller This refers to the general payroll of the regular faculty and staff

Machine


2


TERMS DEFINITION

Journal Entry Voucher (JEV) This form is used to record all transactions. Accounting journal entries shall be reflected therein and they shall serve as the basis for recording in the books of accounts. (GAM Appendix 36)

Last Salary Refers to the last salary to be received by the outgoing employee. Obligation Request Status This form is used in the utilization of the approved budget allocations under

Fund 101. (GAM Appendix 11) Payroll Is a form used by an agency/entity to pay salaries, wages, PERA, and other

monetary benefits of its officers/employees for a specific period of time or on a given date. (GAM Appendix 33)

Supporting Documents These are required attachments to process the payment as per existing guidelines.

Step Increment Salary increase given for every three years in government service.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Receiving/Releasing Staff

5.1.1 Responsible for the receiving and releasing of documents. 5.1.2 Responsible for maintaining the log book of incoming and outgoing documents.

5.1.3 Responsible for initial checking of SDs submitted and for the required

signatures therein. 5.1.4 Responsible for informing the party concerned for any lacking document/s or

signature. 5.2 Processing Staff

5.2.1 Responsible for the preparation of payroll/vouchers and ORS based on the documents submitted for claims/remittances and on the existing guidelines and records.

5.3 Posting Staff 5.3.1 Responsible for the preparation of deductions (for IGP/Auxiliary products

acquired) from employees‟ salary. 5.4 Records Office

5.4.1 Responsible for the routing of payroll/vouchers and ORS for signature of the Head of Office, Officer-in-Charge or Authorized Signatory.

5.5 HRM and Concerned Faculty & Staff 5.5.1 Responsible for submitting the required attachments to validly support the

preparation of salary and other employee benefits to the Accounting Office. 5.6 Planning Office/PBB Focal Person

5.6.1 Responsible for submitting the required attachments to validly support the preparation of PBB to the Accounting Office.

5.7 Budget Office 5.7.1 Responsible for submitting the required attachments to validly support the

preparation of CNA bonus to the Accounting Office. 5.8 Health Services

5.8.1 Responsible for submitting the DTR of health services‟ personnel to support the preparation of Public Health Workers Benefits to the Accounting Office.

5.9 External Organizations/Associations 5.9.1 NAPO, WPUCCUI, PRIMCO and MCFA shall submit the list of monthly

deductions to be deducted from employees‟ salary.

6.0 PROCEDURE 6.1 Receiving of documents

6.1.1 Receiving/Releasing Staff shall: 6.1.1.1 Receive the documents from party concerned. 6.1.1.2 Initially check the completeness of SDs from concerned offices and the required signatures therein. 6.1.1.3 If incomplete: 6.1.1.3.1 Return the documents to the party concerned for compliance.

3


Assign a control number based on the control logbook maintained for the purpose and record the date of receipt. Forward the received documents to the designated Processing Staff.

6.2 Preparation of List of Deductions 6.2.1 Posting Staff shall:

6.2.1.1 Generate and submit to the Processing Staff the list of deductions to be considered in the preparation of payroll/voucher.

6.3 Preparation of Payroll/Vouchers 6.3.1 Processing Staff shall:

6.3.1.1 Receive the complete documents submitted by concerned offices. 6.3.1.2 Check the completeness, consistency and legality of the documents

submitted, required signatures and the data on the submitted SDs as per Commission on Audit Circular No. 2012-001 dated June 14, 2012.

6.3.1.3 Compute for the claim/s based on the existing guidelines. 6.3.1.4 Compute for the deductions, such as service fee, if applicable. 6.3.1.5 Prepare the payroll/voucher in four copies and ORS in three copies. 6.3.1.6 Forward the prepared documents for signature.

6.4 Routing of Forms for Signature 6.4.1 Receiving/Releasing Staff shall:

6.4.1.1 Record in the log book the documents for signature. 6.4.1.2 Release to the Records Office the payroll/voucher, ORS and its SDs for

signature of the VPAA, VPAF, CAO or Authorized Signatory on the Box A of both Payroll and ORS.

7.0 ATTACHMENTS/FORMS

7.1 Payroll (GAM Appendix 33) 7.2 ORS (GAM Appendix 11) 7.3 Monitoring Schedule for Payroll preparation 7.4 Log Book for Receiving/Releasing Documents 7.5 Accounting Note Slip


6.1.1.4.2

6.1.1.4 If complete: 6.1.1.4.1

4

CERTIFYING FUNDS AVAILABLE FOR PURCHASE ORDERS

REVISION HISTORY


Number

0 Original Issue




5


1.0 PURPOSE 1.1 This procedure describes the policies and procedures for the certification of the amount of funds available for the obligated Purchase Order (GAM Appendix 61).

2.0 SCOPE 2.1 This procedure covers the obligated Purchase Order duly approved by the Budget Office under Fund 101 and 164. 2.2 This procedure covers the Purchase Order charged to Fund 161 and 184 to be obligated by the Accounting Office.

3.0 REFERENCES 3.1 Government Accounting Manual 3.2 Commission on Audit (COA) Circular No. 2012-001 dated June 14, 2 012 3.3 Republic Act (RA) No. 9184 and its Implementing Rules and Regulations


TERMS DEFINITION

Budget Utilization Request Status This form is used in the utilization of the approved budget allocations under (BURS) Fund 161 and 184. (GAM Appendix 14) Purchase Order (PO) Is a form/document used by the agency/entity, addressed to a supplier, to

deliver specific quantities of supplies/goods/property subject to the terms and conditions contained therein. (GAM Appendix 61)

Republic Act No. 9184 Procurement Law of the Philippines Supporting Documents (SDs) These are required attachments to process the payment as per existing

guidelines.

Subsidiary Ledger Card (SLC) This form is used to monitor the movement of funds for each account. (GAM Appendix 57)





signature. 5.1.5 Responsible for sorting the received POs per fund.

5.2 Processing Staff (Fund 161 and Fund 184) 5.2.1 Responsible for checking the validity, completeness, and compliance of the

submitted documents. 5.2.2 Responsible for maintaining the SLC for each fund. 5.2.3 Responsible for posting and monitoring of the processed PO.

5.3 Processing Staff (Fund 101 and Fund 164) 5.3.1 Responsible for checking the validity, completeness, and compliance of the

submitted documents. 5.3.2 Responsible for posting and monitoring of processed PO.

5.4 Accountant/Authorized Representative 5.4.1 Responsible for reviewing the SDs. 5.4.2 Responsible for certifying the ORS/BURS and PO.

5.5 Procurement Office 5.5.1 Responsible for complying with the provisions of R.A. 9184 5.5.2 Responsible for receiving the obligated and signed PO for utilization


6


5.6 Budget Office 5.6.1 Responsible for submitting the obligated document to the Accounting Office for

certification. 5.7 Records Office

5.7.1 Responsible for the routing of POs for signature of the VPAA, VPAF, or President.

5.7.2 Responsible for releasing the signed POs to the Procurement Office. 6.0 PROCEDURE

6.1 Receiving of documents 6.1.1 Receiving/Releasing Staff shall:

6.1.1.1 Receive the documents from party concerned. 6.1.1.2 Initially check the completeness of SDs submitted and the required

signatures therein. 6.1.1.3 If incomplete:

6.1.1.3.1 Return the documents to the party concerned for compliance.

Assign a control number based on the control logbook maintained for the purpose and record the date, creditor/payee, fund, particular and amount.

6.1.1.5 Sort the received POs per fund and forward the same to the designated Processing Staff.

6.2 Processing of documents 6.2.1 Processing Staff (Fund 161 and Fund 184) shall:

6.2.1.1 Check the availability of funds in the SLC and in the approved Line-item Budget, if any. 6.2.1.1.1 If no available fund/not included in the Line-item Budget,

inform the Procurement Office and return the documents. 6.2.1.1.2 If with available fund, please proceed with 6.2.1.2.

6.2.1.2 Check the completeness, consistency and legality of the documents submitted, required signatures and the data on the submitted SDs as per Commission on Audit Circular No. 2012-001 dated June 14, 2012 and R.A. 9184. 6.2.1.2.1 If incomplete, please refer to 6.1.1.3.1. 6.2.1.2.2 If compliant, proceed with 6.2.1.3.

6.2.1.3 Encode in the monitoring the details of the POs and to the designated SLC of the source of fund.

6.2.1.4 Forward the processed POs and SDs to the Accountant/Authorized Representative for review and certification.

6.2.2 Processing Staff shall (Fund 101 and Fund 164): 6.2.2.1 Check the completeness, consistency and legality of the documents

submitted, required signatures and the data on the submitted SDs as per Commission on Audit Circular No. 2012-001 dated June 14, 2012 and R.A. 9184.

6.2.2.2 Encode in the monitoring the details of the POs. 6.2.2.3 Forward the processed POs and SDs to the Accountant/Authorized

Representative for review and certification. 6.3 Review and Certification of POs and its SDs

6.3.1 Accountant/Authorized Representative shall: 6.3.1.1 Review and verify the POs and SDs. 6.3.1.2 If not agreeable, return to the Processing Staff for revision. 6.3.1.3 If amenable, sign the POs and forward for release.

6.4 Releasing of certified POs 6.4.1 Receiving/Releasing Staff shall:

6.4.1.1 Record in the log book the certified POs. 6.4.1.2 Release the complete set of documents to the Records Office.


6.1.1.4 If complete:

6.1.1.4.1

7


7.0 ATTACHMENTS/FORMS 7.1 Log book for Releasing/Receiving PO 7.2 Certified for Funds Availability 7.3 Subsidiary Ledger of Fund 161 and Fund 184 7.4 Accounting Note Slip


8

ISSUANCE OF CERTIFICATION REQUESTED FROM ACCOUNTING OFFICE

REVISION HISTORY


Number

0 Original Issue




9


1.0 PURPOSE

1.1 This procedure describes the policies and procedures in issuance of certification requested from the Accounting Office.

2.0 SCOPE 2.1 This procedure covers the issuance of the following certificates:

2.1.1Certificate of Last Salary Received requested by a former employee

2.1.2Certificate of Availability of Funds (CAF) requested by BAC.

2.1.3Certificate of Benefits Received requested by an employee

2.2 This procedure is not applicable to those individuals who do not have an employer- employee relationship with the University.

3.0 REFERENCES 3.1 Commission on Audit (COA) Circular No. 2012-001

3.2 Index of Payments (GAM Appendix 38)

4.0 TERMS AND DEFINITION TERMS DEFINITION

Certificate of Availability of Funds This document is requested by the BAC to support the bidding process (CAF)

Index of Payments (IP) This is used by the Accounting Division/Unit to record/monitor payments made to each creditor/payee. It shall be maintained by fund cluster. (GAM Appendix 38)

Last Salary Refers to the last salary received by the former employee from the University


5.1.1 Responsible for the receiving and releasing of documents.

5.1.2Responsible for maintaining the log book of incoming and outgoing documents.

5.1.3 Responsible for initial checking of SDs submitted and for the required signatures therein.

5.1.4 Responsible for informing the party concerned for any lacking document/s or signature.

5.2 Processing Staff 5.2.1 Responsible for validating the request. 5.2.2 Responsible for the preparation of the requested certificate.

5.3 Accountant / Authorized Representative 5.3.1 Responsible for reviewing and signing of the requested certificate

6.0 PROCEDURE


6.1.1.1 Receive the documents from requestor. 6.1.1.2 Initially check the completeness of the request letter and certified true

copy of the approved clearance submitted and the required signatures therein.

6.1.1.3 If incomplete: 6.1.1.3.1 Return the documents to the party concerned for

compliance. 6.1.1.4 If complete:

6.1.1.4.1 Assign a control number based on the control logbook maintained for the purpose and record the date of receipt.


10


6.1.1.4.2 Forward the received documents to the designated Processing Staff. 6.2 Preparation of certificate

6.2.1 Processing Staff shall: 6.2.1.1 Employee-Related 6.2.1.1.1 Receive the request letter and the certified true copy of the approved clearance. 6.2.1.1.2 Verify the details on the request letter and approved clearance against the employee‟s records. 6.2.1.1.3 Retrieve the former employee‟s records. Proceed to 6.2.1.3 6.2.1.2 Supplier/Contractor Related 6.2.1.2.1 Receive the request letter from the concerned party. 6.2.1.2.1.1 If the letter does not contain the details of the approved project requested from the Budget Office, proceed to 6.2.1.3 6.2.1.3 Prepare the requested certification. 6.2.1.4 Forward the drafted certification and the source document/s to the Accountant/Authorized Representative for approval. 6.3 Review and Certification of Documents 6.3.1 Accountant/Authorized Representative shall: 6.3.1.1 Review and verify the drafted certification. 6.3.1.2 If not agreeable with the content, return to the staff responsible for revision.

6.3.1.3 If amenable, sign the prepared certificate and forward for release. 6.4 Releasing of Certificate to the Requestor 6.4.1 Receiving/Releasing Staff shall: 6.4.1.1 Record in the log book of certificates the signed certificate. 6.4.1.2 Release to the requestor/authorized representative the certificate.

7.0 ATTACHMENTS/FORMS 7.1 Employee-Related certification 7.1.1 Approved Clearance 7.1.2 Request letter

7.1.3 Index of Payments of the Former Employee 7.1.4 Service Record

7.1.5 Certification of Last Salary Received 7.2 Supplier/Contractor-Related 7.2.1 Request letter

7.2.2 Documents pertaining to the approval of the project 7.3 Accounting Note Slip


11

REVIEW OF LIQUIDATION REPORTS

REVISION HISTORY


Number

0 Original Issue




12


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in reviewing and certification of

liquidation reports as well as the issuance of order of payment for the refund of unexpended cash advances granted to officers and employees.

2.0 SCOPE

2.1 This procedure covers the review and certification of liquidation reports for cash advances granted to officers and employees. 2.2 This procedure covers the issuance of order of payment for the refund of unexpended cash advances granted. 2.3 This procedure covers the preparation of DV and ORS/BURS for the claim of additional expenses, in excess of the cash advances granted.

3.0REFERENCES

3.1 Commission on Audit (COA) Circular No. 2012-001 3.2 Government Accounting Manual (GAM) 3.3 Related Executive Orders 3.4 DBM Issuances 3.5 COA Issuances


TERMS DEFINITION Cash advance This is cash granted to officers and employees for a specific and valid purpose. Disbursement Voucher (DV) This form is used to pay an obligation to creditors for goods purchased or

services rendered. (GAM Appendix 32)


Liquidation Report (LR) This is used to liquidate cash advances for travel and related expenses by the employees/officers concerned of the agency. It shall be supported by the required supporting documents. (GAM Appendix 44)

Obligation Request Status/ This form shall be used in the utilization of the approved budget allocations Budget Utilization Request Status under Fund 101/164. (GAM Appendix 11/14) (ORS/BURS)

Order of Payment (OP) This form is based on a bill and it shall be prepared for each payor. (GAM Appendix 28)

Party Concerned This pertains to faculty and staff who were granted cash advances. Resident Auditor The auditor of the University from Commission on Audit Supporting Documents (SDs) These are required attachments to process the payment as per existing

guidelines.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Receiving/Releasing Staff 5.1.1 Responsible for the receiving and releasing of documents. 5.1.2 Responsible for maintaining the log book of incoming and outgoing documents. 5.1.3Responsible for initial checking of LR and SDs submitted and for the required signatures therein. 5.1.4Responsible for informing the party concerned for any lacking document/s or signature. 5.2 Processing Staff 5.2.1 Responsible for reviewing the LRs and SDs submitted based on the existing guidelines. 5.2.2 Responsible for the preparation of JEV.


13


5.3 Filing Staff 5.3.1 Responsible for sorting the LRs. 5.3.2 Responsible for the preparation of OP to payor for the refund of unexpended

cash advances granted. 5.3.3 Responsible for the preparation of DVs and ORS/BURS for reimbursement of

additional expenses. 5.4 Accountant/Authorized Representative

5.4.1 Responsible for reviewing and certifying the LRs and SDs. 5.4.2 Responsible for forwarding the certified LRs to the Filing Staff for filing and

sorting. 5.4.3 Responsible for reviewing and certifying OP.

5.5 Officers and Employees 5.5.1 Responsible for submitting the LRs and SDs. 5.5.2 Responsible for refunding unexpended cash advances granted, if any.

5.6 Records Office 5.6.1 Responsible for facilitating the DVs and SDs for signature of the VPAA, VPAF,

or President. 6.0 PROCEDURE




6.1.1.3.1 Return the documents to the party concerned for compliance.

6.1.1.4 If complete: 6.1.1.4.1 Assign a control number based on the control logbook

maintained for the purpose and record the date, creditor/payee, fund, particular and amount.

6.1.1.4.2 Forward the received documents to the designated Processing Staff.

6.2 Processing of documents 6.2.1 Processing Staff shall:

6.2.1.1 Check the completeness, consistency and legality of the documents submitted, required signatures and the data on the submitted SDs as per Commission on Audit Circular No. 2012-001 dated June 14, 2012, R.A. 9184 and GAM. 6.2.1.1.1 If incomplete or subject to confirmation, please refer to

6.1.1.3.1. 6.2.1.1.2 If complete, proceed with 6.2.1.2.

6.2.2 Prepare the JEV and sign the “Prepared by” portion of the JEV. 6.2.3 Forward the JEV, LRs and SDs to the Accountant/Authorized

Representative for review and certification. 6.3 Review and Certification of Documents

6.3.1 Accountant/Authorized Representative shall: 6.3.1.1 Review and verify the completeness and appropriateness of the details

on the JEV, LRs and SDs. 6.3.1.2 If not agreeable with the content, return to the Processing Staff for

revision 6.3.1.3 If amenable, sign on the required portion of the documents and

forward for filing and sorting. 6.4 Sorting & Filing of Certified LRs

6.4.1 Filing Staff shall: 6.4.1.1 Sort the forwarded LRs according to the next action needed:

6.4.1.1.1 If with excess cash advance granted, 6.4.1.1.1.1 Issue an OP to the concerned party to initiate the

refund. WPU-QMM- XXX – XXX Rev. 0

14


6.4.1.1.1.2 Forward To the Accountant/Authorized

Representative the draft OP for review and signature.

6.4.1.1.2 If with additional expenses incurred, 6.4.1.1.2.1 Prepare DV in four copies and ORS/BURS in three

copies to initiate the reimbursement. 6.4.1.1.2.2 Forward to the Receiving/Releasing Staff the DVs,

ORS/BURS, and certified LRs for release. 6.5 If with excess cash advance granted

6.5.1 Accountant/Authorized Representative shall:

6.5.1.1 Review and verify the drafted OP.

6.5.1.2 If not agreeable with the content, return to the staff responsible for compliance.

6.5.1.3 If amenable, sign the prepared certificate and forward for release. 6.6 If with additional expenses incurred

6.6.1 Receiving/Releasing Staff:

6.6.1.1 Record the DVs and SDs from the Filing Staff in the log book. 6.6.1.2 Release to the Records Office the DVs, ORS/BURS and SDs for signature.

6.7 Filing of sorted Certified LRs

6.7.1Filing Staff shall:

6.7.1.1 Arrange the sorted Certified LRs for submission to the Resident Auditor.

7.0 ATTACHMENTS/FORMS 7.1 Receiving/Releasing Log Book

7.2 Liquidation Report

7.3 Required supporting documents as per COA Circular No. 2012-001 dated June 14, 2012 7.4 OP (Order of Payment)

7.5 DV (Disbursement Voucher)

7.6 ORS/BURS (Obligation Request Status/Budget Utilization Request Status) 7.7 Accounting Note Slip


15

PROCESSING OF PAYMENT

REVISION HISTORY


Number

0 Original Issue




16


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in processing of payments to

payee pursuant to Government Accounting Manual, memorandum circulars, and issuances from the Commission on Audit, Department of Budget, and other related government agencies.

2.0 SCOPE

2.1 This procedure covers the processing of payment of various claims to payee/s such as the suppliers, contractors, creditors, and employees.

3.0 REFERENCES 3.1 Government Accounting Manual (GAM) 3.2 Commission on Audit (COA) Circular No. 2012-001 dated June 14, 2 012 3.3 Republic Act No. 9184 and its Implementing Rules and Regulations 3.4 Philippine Public Sector Accounting Standards (PPSAS)


TERMS DEFINITION

BIR Forms These forms pertain to the BIR-prescribed forms to be issued to the supplier to support the taxes withheld (i.e., BIR Forms 2307/2306, whichever is applicable)

Claim This pertains to the payment of supplies/goods/services acquired by the University and request for cash advances of employees

Disbursement Voucher (DV) This form is used to pay an obligation to creditors for goods purchased or services rendered. (GAM Appendix 32)

Index of Payments (IP) This form is used by the Accounting Office to record/monitor payments made to each creditor/payee. (GAM Appendix 38)


Obligation Request Status/ This form is used in the utilization of the approved budget allocations under Budget Utilization Request Status Fund 101/164. (GAM Appendix 11/14) (ORS/BURS)

Payee Claimant (i.e., suppliers, contractors, creditors, and employees) Republic Act No. 9184 Procurement Law of the Philippines Supporting Documents (SDs) These are required attachments to process the payment as per existing

guidelines.






5.2.1 Responsible for the processing of documents for claims based on the existing guidelines.

5.2.2 Responsible for the preparation of applicable BIR Forms, if any, and JEV. 5.3 Records Office

5.3.1 Responsible for the routing of DVs for signature of the VPAA, VPAF, or President.


17


5.4 Accountant/Authorized Representative 5.4.1 Responsible for the review, verification, certification of the DVs, SDs, applicable

BIR Forms, if any, and JEV. 5.5 Concerned Colleges/Department/Offices, Faculty and Staff

5.5.1 Responsible for submitting the required attachments to support their claim/s.

6.0 PROCEDURE




6.1.1.3.1 To return the documents to the party concerned for compliance.

Assign a control number based on the control logbook maintained for the purpose and record the date, creditor/payee, fund, particular and amount.

6.1.1.5 Forward the received documents to the designated Processing Staff. 6.2 Processing of documents

6.2.1 Processing Staff shall: 6.2.1.1 Check the completeness, consistency and legality of the documents

submitted, required signatures and the data on the submitted SDs as per Commission on Audit Circular No. 2012-001 dated June 14, 2012, R.A. 9184 and GAM. 6.2.1.1.1 If incomplete or subject to confirmation, please refer to


6.2.1.2 Compute for the amount due to be paid, deductions and the applicable taxes to be withheld, if any.

6.2.1.3 Assign DV number and record in the logbook the DV number and date, creditor/payee, particulars, ORS/BURS control number, applicable taxes withheld, if any, and amount due for payment.

6.2.1.4 Input the accounting entries on the face of the DV and the breakdown of taxes withheld, if any.

6.2.1.5 Prepare the JEV and sign the “Prepared by” portion of the JEV. 6.2.1.6 Prepare the applicable BIR Forms (2307/2306) to support the taxes

withheld from the supplier, if any. 6.2.1.7 Forward the DVs, SDs, JEV and applicable BIR Forms, if any, to the

Accountant/Authorized Representative for review and certification. 6.3 Review and Certification of Documents

6.3.1 Accountant/Authorized Representative shall: 6.3.1.1 Review and verify the appropriateness of the details on the DVs, SDs,

JEV and applicable BIR Forms, if any. 6.3.1.2 If not agreeable with the content, return to Processing Staff for

revision. 6.3.1.3 If amenable, sign on the required portion of the documents and

forward for posting. 6.4 Posting of Payment

6.4.1 Posting Staff shall: 6.4.1.1 Post in the designated IP of the payee the details of the processed DVs

for payment. 6.4.1.2 Files the JEV and forwards the complete set of documents for approval

of payment. 6.5 Routing of Documents for Approval of Payment

6.5.1 Receiving/Releasing Staff shall: 6.5.1.1 Release the complete set of documents to the Records Office for

signature of the Box C on the DVs. WPU-QMM- XXX – XXX Rev. 0

6.1.1.4 If complete:

6.1.1.4.1

18


6.5.2 Records Office shall: 6.5.2.1 Facilitate the routing of DVs for signature of VPAA, VPAF, or President

on Box C. 6.6 Receiving and Releasing of Approved Documents for Payment

6.6.1 Receiving/Releasing Staff shall: 6.6.1.1 Receive and record in the log book the signed DVs from the Records

Office. 6.6.1.2 Secure an Accounting File Copy of the signed DVs. 6.6.1.3 Release to the Cashiers Office the approved DVs for payment.


7.1 Receiving/Releasing Control Log Book 7.2 DV Control Log Book 7.3 JEV Control Log Book 7.4 Index of Payments (GAM Appendix 38) 7.5 BIR Forms No. 2307/2306, if any 7.6 Accounting Note Slip


19

PREPARATION OF JEV BASED ON INTERNAL ACCOUNTING PROCESS

REVISION HISTORY


Number

0 Original Issue




20


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparation of JEV based on

internal accounting process pursuant to Government Accounting Manual, and issuances from the Commission on Audit, Department of Budget, and other related government agencies.

2.0 SCOPE

2.1 This procedure covers the following process: 2.1.1 Recording of accounting adjustments

2.1.1.1 Bank reconciliation adjustments 2.1.1.2 Transposition error 2.1.1.3 Accounting codes 2.1.1.4 Other valid accounting adjustments duly supported

2.1.2 Recording of depreciation of property, plant and equipment

3.0 REFERENCES 3.1 Government Accounting Manual (GAM) 3.2 Commission on Audit (COA) Circular No. 2012-001 dated June 14, 2012 3.3 Republic Act No. 9184 and its Implementing Rules and Regulations 3.4 Philippine Public Sector Accounting Standards (PPSAS) 3.5 COA and DBM Issuances


TERMS DEFINITION

General Journal (GJ) This journal is used to record the transactions not recorded in Special Journals. (GAM Appendix 1)

Journal Entry Voucher (JEV) This form shall be used to record all transactions. Accounting journal entries shall be reflected therein and they shall serve as the basis for recording in the books of accounts. (GAM Appendix 36)

Republic Act No. 9184 Procurement Law of the Philippines Subsidiary Ledger Card (SLC) This form is used to monitor the movement of inventories of the University.

(GAM Appendix 57) Supporting Documents (SDs) These are the required documents submitted and used as basis for recording in

the journals.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Processing Staff

5.1.1 Responsible for informing the Accountant/Authorized Representative for any accounting adjustment/s to be made.

5.1.2 Responsible for the preparation of JEV to initiate the adjustment. 5.2 Accountant/Authorized Representative

5.2.1 Responsible for the preparation of JEV to initiate the adjustment. 5.2.2 Responsible for the review and certification of the JEV and SDs.

5.3 Posting Staff 5.3.1 Responsible for posting of JEV to the GJ and to SLC.

5.4 Filing Staff 5.4.1 Responsible for filing the posted JEV and SDs for submission to the Resident

Auditor and as Accounting File Copy. 6.0PROCEDURE

6.1 Preparation of JEV

6.1.1Processing Staff shall:

6.1.1.1 Prepare the JEV in accordance to PPSAS based on the previously posted JEV (for adjustment), prepared report (for depreciation expense).


21


6.1.1.2 Assign a JEV control number and sign the “Prepared by” portion of the

JEV. 6.1.1.3 Forward the JEV and SDs to the Accountant/Authorized

Representative for review and certification. 6.2 Review and Certification of JEV

6.2.1 Accountant/Authorized Representative shall: 6.2.1.1 Review and verify the correctness of the details on the JEV and SDs. 6.2.1.2 If not agreeable with the content, return to the responsible processing

staff. 6.2.1.3 If amenable, sign on the required portion of the documents and

forward for posting. 6.3 Posting of JEV

6.3.1 Posting Staff shall: 6.3.1.1 Post in the designated journals and SLC the signed JEV.

6.4 Filing of JEV 6.4.1 Files the JEV and SDs for submission to the Resident Auditor and for

Accounting file copy. 7.0 ATTACHMENTS/FORMS

7.1 JEV (Journal Entry Voucher) 7.2 JEV Control Log Book 7.3 GJ (General Journal) 7.4 SLC (Subsidiary Ledger Card) 7.5 Accounting Note Slip


22

PREPARATION OF REPORT SUBMITTED TO OTHER OFFICES

REVISION HISTORY


Number

0 Original Issue




23


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparation of report

submitted to other offices pursuant to related internal memorandum and policies, and issuances from related government agencies.

2.0 SCOPE

2.1 This procedure covers the preparation of report submitted to other offices as per internal memorandum and policies.

3.0 REFERENCES 3.1 General Journals 3.2 Check and ADA Disbursement Journals 3.3 Cash Receipt Journals 3.4 General Ledgers 3.5 Subsidiary Ledgers 3.6 Monthly Bank Statements 3.7 Index of Payments 3.8 Accounting Records and Reports


TERMS DEFINITION

Source Documents These pertain to existing accounting records and reports

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Receiving/Releasing Staff 5.1.1 Responsible for the receiving and releasing of documents. 5.1.2 Responsible for maintaining the log book of incoming and outgoing documents. 5.2 Processing Staff 5.2.1 Responsible for retrieving the needed source documents. 5.2.2 Responsible for drafting the requested report. 5.3 Accountant/Authorized Representative 5.3.1 Responsible for reviewing and revising the drafted report. 5.3.2 Responsible for certifying the finalized report.

6.0 PROCEDURE 6.1 Receiving of documents 6.1.1 Receiving/Releasing Staff shall: 6.1.1.1 Receive the documents from requestor. 6.1.1.2 Forward the received request to the Accountant/Authorized Representative. 6.2 Preparation of Draft Report 6.2.1 Accountant/Authorized Representative shall: 6.2.1.1 Delegate the preparation of the draft report. 6.2.2 Processing Staff shall: 6.2.2.1 Prepare the drafted report for review and approval. 6.2.2.2 Forward the source documents to support the drafted report. 6.3 Finalization of Report 6.3.1 Accountant/Authorized Representative shall: 6.3.1.1 Review and do the necessary revisions on the drafted report. 6.3.1.2 Finalize and sign the report. 6.4 Releasing of Signed Report 6.4.1 Receiving/Releasing Staff shall: 6.4.1.1 Record in the log book the signed report. 6.4.1.2 Release the signed report to the requestor.


24


7.0 ATTACHMENTS/FORMS 7.1 Receiving/Releasing Log Book 7.2 Requested Report 7.3 Accounting Note Slip


25

PREPARATION OF REPORT SUBMITTED TO OTHER GOVERNMENT OFFICES

REVISION HISTORY


Number

0 Original Issue




26


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparation of report submitted

to other government agencies pursuant to Government Accounting Manual, and issuances from the Commission on Audit, Department of Budget, and other related government agencies and as per request from other government agencies.

2.0 SCOPE

2.1 This procedure covers the preparation of report submitted to other government agencies on a monthly, quarterly and annual basis, as follows: 2.1.1 Department of Budget and Management (DBM)

2.1.1.1 Monthly Report of Disbursements (FAR No. 4) 2.1.1.2 Quarterly Report of Collection of Income (FAR No. 5) 2.1.1.3 Other reports requested

2.1.2 Commission on Audit 2.1.2.1 Annual, Quarterly and Monthly Financial Report 2.1.2.2 Supporting Schedules to the Financial Report

2.1.2.2.1 Accounts Payable 2.1.2.2.2 Other Payables 2.1.2.2.3 Accounts Receivables 2.1.2.2.4 Other Receivables 2.1.2.2.5 Due to Officers and Employees 2.1.2.2.6 Property, Plant and Equipment List 2.1.2.2.7 Other Schedules requested

2.1.2.3 Quarterly Report on Unliquidated Cash Advances (RUCA) 2.1.2.4 Quarterly Report on Salary and Allowances (ROSA) 2.1.2.5 Monthly Bank Reconciliations 2.1.2.6 Other reports requested

2.1.3 Other report/s requested by other government agencies on a per need basis

3.0 REFERENCES 3.1 General Journals 3.2 Check and ADA Disbursement Journals 3.3 Cash Receipt Journals 3.4 General Ledgers 3.5 Subsidiary Ledgers 3.6 Journal Entry Vouchers 3.7 Monthly Bank Statements 3.8 Index of Payments


TERMS

DEFINITION

General Journal (GJ) This journal is used to record the transactions not recorded in Special Journals. (GAM Appendix 1) Journal Entry Voucher (JEV) This form shall be used to record all transactions. Accounting journal entries shall be reflected therein and they shall serve as the basis for recording in the books of accounts. (GAM Appendix 36) Subsidiary Ledger Card (SLC) This form is used to monitor the movement of inventories of the University. (GAM Appendix 57) Supporting Documents (SDs) These are the required documents submitted and used as basis for recording in the journals.


5.1.1 Responsible for the receiving and releasing of documents.


27


5.1.2 Responsible for maintaining the log book of incoming and outgoing documents.

5.1.3 Responsible for forwarding the documents to the Accountant.

5.2 Processing Staff 5.2.1 Responsible for preparing the requested data.

5.3 Accountant/Authorized Representative 5.3.1 Responsible for the preparation of the report. 5.3.2 Responsible for the timely submission of the report.

5.4 Records Office 5.4.1 Responsible for the routing of documents for signature of the VPAA, VPAF, or

President. 5.5 President or Authorized Signatory

5.5.1 Responsible for the review and approval of reports for submission. 6.0 PROCEDURE


6.1.1.1 Receive the documents from the other concerned offices. 6.1.1.2 Assign a control number based on the control logbook maintained for

the purpose. 6.1.1.3 Forward the received documents to the Accountant.

6.2 Preparation of report 6.2.1 Accountant shall:

6.2.1.1 Gather information needed for the report requested. 6.2.1.2 Prepare the report based on the data gathered. 6.2.1.3 Forward the report and transmittal letter to the President or

Authorized Signatory, for review and approval. 6.2.1.4 For any revision, evaluate the note for revision and revise the initially

drafted report, if in accordance with the existing rules and regulations. 6.2.1.5 Forward the revised report and transmittal letter to the President or

Authorized Signatory, for review and approval. 6.2.2 Processing Staff shall:

6.2.2.1 Prepare and submit the information needed to the Accountant 6.2.3 Receiving/Releasing Staff shall:

6.2.3.1 Forward the draft report to the Office of the President or Authorized Signatory.

6.2.4 President or Authorized Signatory shall: 6.2.4.1 Review the forwarded report:

6.2.4.1.1 If amenable, sign the report and send back to the Accounting office.

6.2.4.1.2 If not amenable, note the revisions then send back to the Accounting office.

6.2.5 Receiving/Releasing Staff shall: 6.2.5.1 Receive the report from the Office of the President or Authorized

Signatory. 6.2.5.1.1 If approved,

6.2.5.1.1.1 Forward to Records Office for release. 6.2.5.1.1.2 Submit report in mode of delivery required by

requesting agency. 6.2.5.1.2 If disapproved, forward to the Accountant for revision.


7.1 JEV (Journal Entry Voucher) 7.2 GJ (General Journal) 7.3 SLC (Subsidiary Ledger Card) 7.4 Accounting Note Slip


28

PREPARATION OF VOUCHER FOR MONTHLY REMITTANCES

REVISION HISTORY


Number

0 Original Issue




29


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparation of voucher for

monthly remittances as per Government Accounting Manual, memorandum circulars, and issuances from the Commission on Audit, Department of Budget, and other related government agencies.

2.0 SCOPE

2.1 This procedure covers the preparation of following voucher for monthly remittances: 2.1.1 Individual Claims 2.1.1.1 First Salary 2.1.1.2 Salary (if deleted from the payroll) 2.1.1.3 Salary of Casual/Contractual Personnel 2.1.1.4 Salary Differentials due to Promotion and/or Step Increment 2.1.1.5 Last Salary 2.1.1.6 Salary due to heirs of deceased employee 2.1.1.7 Maternity Leave 2.1.2 General Claims through the Automated Teller Machine (All Employees) 2.2 This procedure covers the preparation of payroll for obligation of the honorarium and RATA of the Deans, Directors, VPs and President. 2.3 This procedure covers the preparation of payroll for obligation of employees‟ benefits: 2.3.1 Mid-year and year-end bonus 2.3.2 Performance Based Bonus 2.3.3 Productivity Enhancement Incentive 2.3.4 Cash gift 2.3.5 Clothing allowance 2.3.6 Collective Negotiation Agreement bonus 2.3.7 Monetization of leave credits 2.3.8 Loyalty pay 2.3.9 Terminal leave for non-teaching staff 2.3.10 Proportional pay for faculty employees 2.3.11 Public health workers benefits 2.3.12 Other employee benefits declared by the National Government.

3.0 REFERENCES

3.1 Executive Order No. 292 3.2 Salary Standardization Law 3.3 Government Accounting Manual (GAM) 3.4 Commission on Audit (COA) Circular No. 2012-001 dated June 14, 2012 3.5 Republic Act No. 10154 as implemented by CSC Resolution No. 1300237 3.6 Budget Circular No. 2013-1


TERMS DEFINITION

Casual Personnel Refers to personnel hired to perform essential and necessary services where

there are not enough regular staff to meet the demands of the service.

Contractual Personnel Refers to personnel hired to undertake a specific work or job for a limited

period not to exceed one year.

First salary Refers to the first salary to be received by the newly appointed employee.

General Claims Automated Teller This refers to the general payroll of the regular faculty and staff

Machine

Journal Entry Voucher (JEV) This form shall be used to record all transactions. Accounting journal entries

shall be reflected therein and they shall serve as the basis for recording in the

books of accounts. (GAM Appendix 36)

Last Salary Refers to the last salary to be received by the outgoing employee.

Obligation Request Status (ORS) This form shall be used in the utilization of the approved budget allocations


30


TERMS DEFINITION

under Fund 101. (GAM Appendix 11) Payroll Is a form used by an agency/entity to pay salaries, wages, PERA, and other

monetary benefits to its officers/employees for a specific period of time or on a given date. (GAM Appendix 33)

SDs (Supporting Documents) These are required attachments to process the payment as per existing guidelines.

Step Increment Salary increase given for every three years in government service.






5.2.1 Responsible for the preparation of Payroll and ORS based on the documents submitted for claims and on the existing guidelines.

5.3 Records Office 5.3.1 Responsible for the routing of Payroll and ORS for signature of the Head of

Office, Officer-in-Charge or Authorized Signatory. 5.4 HRM and Concerned Faculty & Staff

5.4.1 Responsible for submitting the required attachments to validly support the preparation of salary and other employee benefits to the Accounting Office.

5.5 Planning Office/PBB Focal Person 5.5.1 Responsible for submitting the required attachments to validly support the

preparation of PBB to the Accounting Office. 5.6 Budget Office

5.6.1 Responsible for submitting the required attachments to validly support the preparation of CNA bonus to the Accounting Office.

5.7 Health Services 5.7.1 Responsible for submitting the DTR of health services‟ personnel to support the

preparation of Public Health Workers Benefits to the Accounting Office.


6.1.1 Receiving/Releasing Staff shall: 6.1.1.1 Receive the documents from party concerned. 6.1.1.2 Initially check the completeness of SDs from concerned offices and the

required signatures therein. 6.1.1.3 If incomplete:

6.1.1.3.1 To return the documents to the party concerned for compliance.


maintained for the purpose and record the date of receipt. 6.1.1.4.2 Forward the received documents to the designated

Processing Staff. 6.2 Preparation of Payroll

6.2.1 Processing Staff shall: 6.2.1.1 Receive the complete documents submitted by concerned offices. 6.2.1.2 Check the completeness, consistency and legality of the documents

submitted, required signatures and the data on the submitted SDs as per Commission on Audit Circular No. 2012-001 dated June 14, 2012. 6.2.1.2.1 For any lacking documents, refer to 6.1.1..3.1


31


6.2.1.2.2 For complete documents proceed to 6.2.1.3 6.2.1.3 Compute for the claim/s based on the existing guidelines. 6.2.1.4 Prepare the Payroll in four copies and ORS in three copies. 6.2.1.5 Forward the prepared documents for signature.


6.3.1.1 Record in the log book the documents for signature. 6.3.1.2 Release to the Records Office the Payroll, ORS and its SDs for signature

of the VPAA, VPAF, CAO or Authorized Signatory on the Box A of both Payroll and ORS.


7.1 Payroll (GAM Appendix 33) 7.2 ORS (GAM Appendix 11) 7.3 Monitoring Schedule for Payroll Preparation 7.4 Log Book for Receiving/Releasing Documents 7.5 Accounting Note Slip


32

PREPARATION OF VOUCHER FOR STUDENT REFUND

REVISION HISTORY


Number

0 Original Issue




33


1.0 PURPOSE

1.1 This procedure describes the policies and procedures in preparation of voucher for refund of tuition and/or school fees to students as per Government Accounting Manual, memorandum circulars, and issuances from the Commission on Audit, Department of Budget, and other related government agencies.

2.0 SCOPE

2.1 This procedure covers the preparation of following voucher for refund of tuition fee and/or school fees to students.

3.0 REFERENCES

3.1 Government Accounting Manual (GAM) 3.2 Other related government issuances


TERMS

DEFINITION

Disbursement Voucher (DV) This form is used to pay an obligation to creditors for goods purchased or services rendered. (GAM Appendix 32) Official Receipt The document issued by the Cashier as proof of payment Payee Claimant (i.e., students, parent, guardian, authorized representative) Supporting Documents (SDs) These are required attachments to process the payment as per existing guidelines.






5.2.1 Responsible for the preparation of DV and attaching the OR and other required documents to support the claim.

5.3 Records Office 5.3.1 Responsible for the routing of DVs for signature of the Head of Office, Officer-

in-Charge or Authorized Signatory. 5.4 Accountant/Authorized Representative

5.4.1 Responsible for the review, verification, certification of the DVs, SDs, applicable BIR Forms, if any, and JEV.

6.0 PROCEDURE

6.1 Inquiry 6.1.1 Processing Staff shall: 6.1.1.1 Upon inquiry of the student if eligible for refund, check from the list of students the name and covered period. 6.1.1.1.1 If eligible: 6.1.1.1.1.1 The student must submit the original OR 6.1.1.1.1.2 If the student lost his/her OR:

6.1.1.1.1.2.1 He/She must submit a notarized affidavit of loss and a certified true copy of the duplicate of the OR

6.1.1.1.2 If not eligible, inform the student. 6.2 Receiving of documents


34


6.2.1 Processing Staff shall: 6.2.1.1 Check the validity and completeness of the documents submitted.

6.2.1.1.1 If valid, assign a control number based on the control logbook maintained for the purpose and record the date of receipt.

6.2.1.1.2 If incomplete/invalid, inform the party concerned and return the submitted documents.

6.3 Preparation of DV 6.3.1 Processing Staff shall:

6.3.1.1 Verify the name of the payee/student from the list of the students eligible for refund.

6.3.1.2 Photocopy the listing of students as SD together with the documents initially submitted.

6.3.1.3 Prepare the DV in three copies. 6.3.1.4 Forward the prepared documents for signature.


6.4.1.1 Record in the log book the documents for signature. 6.4.1.2 Release to the Records Office the Payroll, ORS and its SDs for signature

of the VPAA, VPAF, CAO or Authorized Signatory on the Box A of both Payroll and ORS.


7.1 Disbursement Voucher (Appendix 32) 7.2 Payroll (GAM Appendix 33) 7.3 ORS (GAM Appendix 11) 7.4 Monitoring Schedule for Payroll preparation 7.5 Log Book for Receiving/Releasing Documents 7.6 Accounting Note Slip


35

ADDRESSING STUDENTS’ CONCERNS

REVISION HISTORY


Number

0 Original Issue




36


1.0 PURPOSE

1.1 This procedure describes the policies and procedures in addressing student‟s concerns related to Accounting Office.

2.0 SCOPE 2.1 This procedure addresses the following student‟s concerns 2.1.1 Verification of Student's Accounts/Balances 2.1.2Verification of Student Loans/Balances 2.1.3 Signing of Student‟s Clearance (Midterm/Finals) 2.1.4 Issuance of Examination Permit 2.1.5 Issuance of Student's Statement of Account.

3.0 REFERENCES 3.1 Student Ledger 3.2 Subsidiary Ledger for Loan 3.3 Official Receipt 3.4 Letter Request for Billing Statement


TERMS DEFINITION

Billing Statement A statement released by the Accounting Office stating the balances of each requesting student

Official Receipt This is used as proof of payment of the student Student Ledger This is used to monitor the account balances of each student as of a certain

period, incorporated in the enrollment system Subsidiary Ledger for Loan This is used to monitor the loan balances of each student.

5.0 RESPONSIBILITIES AND AUTHORITIES

5.1 Front liner Staff 5.1.1 Responsible for maintaining the students‟ ledger 5.1.2 Responsible for maintaining the Subsidiary Ledger for Loan 5.1.3 Responsible for preparing the billing statement for scholarship purposes 5.1.4 Responsible for issuance of Examination Permit and Student‟s Statement of Account 5.1.5 Responsible for preparing valid student‟s refund 5.1.6 Responsible for preparing payroll for scholarship purposes 5.1.7 Responsible for monitoring and setting up of receivables from students 5.2 Accountant/Authorized Representative 5.2.1 Responsible for reviewing and certifying the issued documents by the Front liner Staff.

6.0 PROCEDURES

6.1 Verification of Student‟s Account Balances/Loan Balances 6.1.1 Front liner Staff shall:

6.1.1.1 Request for the Certificate of Registration (COR) or the University I.D. of the requesting student.

6.1.1.2 Check the student‟s file. 6.1.1.3 Issue a billing slip for unpaid balances to the requesting student.

6.2 Signing of Student‟s Clearance 6.2.1 Front liner Staff shall:

6.2.1.1 Request for the Certificate of Registration (COR) or the University I.D. of the requesting student.

6.2.1.2 Check the student‟s file. 6.2.1.2.1 If with unpaid balances, issue a billing slip. 6.2.1.2.2 If with cleared account, counter sign on the clearance.


37


6.2.1.2.3 Forward to the Accountant/Authorized Representative for signature.

6.2.2 Accountant/Authorized Representative: 6.2.2.1 Sign on the student‟s clearance forwarded.

6.2.3 Front liner Staff shall: 6.2.3.1 Release to the student the signed clearance.

6.3 Issuance of Examination Permit/Statement of Account 6.3.1 Front liner Staff shall:

6.3.1.1 Request for the following documents: 6.3.1.1.1 Examination Permit

6.3.1.1.1.1 Accomplished Clearance 6.3.1.1.2 Statement of Account

6.3.1.1.2.1 COR 6.3.1.1.2.2 OR

6.3.1.2 Generate and print the examination permit/statement of account. 6.3.1.3 Release the printed document to the student.


7.1 Examination Permit 7.2 Student Clearance 7.3 Statement of Account 7.4 Billing Slip 7.5 Referral Slip


38

SUBMISSION OF PAID VOUCHERS AND PAYROLLS TO COA

REVISION HISTORY


Number

0 Original Issue




39


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in submission of paid vouchers

and payroll to Commission on Audit pursuant to Government Accounting Manual, and issuances from the Commission on Audit, Department of Budget and Management, and other related government agencies.

2.0 SCOPE

2.1 This procedure covers the submission of paid vouchers and payrolls to COA.

3.0 REFERENCES 3.1 Government Accounting Manual (GAM)


TERMS DEFINITION

Commission on Audit (COA) Sole official external auditor of government agencies. Fund 101 This fund pertains to the fund received by the University from the Philippine

Government Fund 161 This fund pertains to the revolving fund being maintained by the University Fund 164 This fund pertains to the income from tuition fees and other necessary school

charges, such as; matriculation fees, graduation fees, and laboratory fees

Fund 184 This fund pertains to the trust receipts received by the University Paid Payroll Processed payroll used by an agency/entity to pay salaries, wages, PERA, and

other monetary benefits to its officers/employees for a specific period of time or on a given date.

Paid Vouchers Processed disbursement voucher used to pay an obligation to employees/individuals/agencies/creditors for goods purchased or services rendered

Party Concerned i.e., Cashier Office, Budget Office Payee A person to whom money is paid or is to be paid, especially the person to

whom a check is made payable

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Cashier Office 5.1.1 Responsible for submitting the complete paid vouchers and payroll to the Budget Office for Fund 101 and Fund 164 and to Accounting Office for Fund 161 and Fund 184. 5.1.2 Responsible for ensuring that official receipts/invoice, if any, are attached to the paid vouchers. 5.1.3 Responsible for ensuring that the payment was properly acknowledged by the payee/claimant. 5.2 Budget Office 5.2.1 Responsible for forwarding the submitted paid vouchers and payroll of Fund 101 and Fund 164 to the Accounting Office. 5.3 Receiving/Releasing Staff 5.3.1 Responsible for receiving the submitted paid vouchers and payroll. 5.3.2 Responsible for maintaining the log book of incoming and outgoing documents. 5.4 Filing Staff 5.4.1 Responsible for updating the monitoring schedule of released vouchers/payroll to the Cashier Office. 5.4.2 Responsible for filing paid vouchers and payroll for submission to the COA. 5.5 Accountant/Authorized Representative 5.5.1 Responsible for ensuring that all paid vouchers and payroll received are filed and arranged accordingly for submission to COA.


40



6.1.1 Receiving/Releasing Staff shall: 6.1.1.1 Receive the documents from party concerned. 6.1.1.2 Forward the received documents to the designated Filing Staff.

6.2 Updating of Monitoring Schedule 6.2.1 Filing Staff shall:

6.2.1.1 Update the monitoring schedule of released vouchers/payroll to the Cashier Office.

6.2.1.2 Attach the related JEV to each paid voucher/payroll. 6.2.1.3 File and sort the paid vouchers/payroll for submission to the Resident

Auditor. 6.2.1.4 Prepare the transmittal letter to COA.

6.3 Review and Approval of Transmittal 6.3.1 Accountant/Authorized Representative shall:

6.3.1.1 Review and sign the transmittal letter. 6.3.1.1.1 If amenable, sign the transmittal letter. 6.3.1.1.2 If not amenable, return the transmittal letter to the Filing

Staff for revision. 6.4 Transmittal of Paid Vouchers/Payroll to COA

6.4.1 Receiving/Releasing Staff shall: 6.4.1.1 Submit the signed transmittal letter to Records Office to officially

release the document. 6.4.2 Filing Staff

6.4.2.1 Personally submit the paid vouchers and payroll together with the transmittal letter to COA.


7.1 Transmittal Letter 7.2 Monitoring Schedule of Released Voucher/Payroll to Cashier Office 7.3 Accounting Note Slip


41

PREPARATION OF JEV BASED ON REPORT SUBMITTED BY OTHER OFFICES

REVISION HISTORY


Number

0 Original Issue




42


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparation of JEV based on

reports submitted by other offices pursuant to Government Accounting Manual, and issuances from the Commission on Audit, Department of Budget, and other related government agencies.

2.0 SCOPE

2.1 This procedure covers the following reports/transactions: 2.1.1 Recording of deliveries of inventory/equipment directly procured by the University. 2.1.2 Recording of percentage of completion for on-going infrastructure projects. 2.1.3 Recording of collections and deposits through the Cashiers Office and External Campuses. 2.1.4 Recording of check replacement submitted by the Cashiers Office. 2.1.5 Recording of accounts payable at the end of the year from the Budget Office. 2.1.6 Recording of NCA received from DBM through the Budget Office. 2.1.7 Recording of accounts receivables from IGP/Auxiliary Department. 2.2 This procedure does not cover reimbursement transactions.

3.0 REFERENCES

3.1 Government Accounting Manual (GAM) 3.2 Commission on Audit (COA) Circular No. 2012-001 dated June 14, 2012 3.3 Republic Act No. 9184 and its Implementing Rules and Regulations 3.4 Philippine Public Sector Accounting Standards (PPSAS) 3.5 COA and DBM Issuances


TERMS DEFINITION

Cash Receipts Journal (CRJ) This journal is used to record the collection and deposits. (GAM Appendix 2) General Journal (GJ) This journal is used to record the transactions not recorded in Special Journals.

(GAM Appendix 1) Journal Entry Voucher (JEV) This form shall be used to record all transactions. Accounting journal entries

shall be reflected therein and it shall serve as the basis for recording in the books of accounts. (GAM Appendix 36)

Republic Act No. 9184 Procurement Law of the Philippines Subsidiary Ledger Card (SLC) This form is used to monitor the movement of inventories of the University.

(GAM Appendix 57) Supporting Documents (SDs) These are the required documents submitted and used as basis for recording in

the journals.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Receiving/Releasing Staff 5.1.1 Responsible for the receiving and releasing of documents. 5.1.2 Responsible for maintaining the log book of incoming and outgoing documents. 5.1.3 Responsible for initial checking of documents submitted and for the required signatures therein. 5.1.4 Responsible for informing the party concerned for any lacking document/s or signature. 5.2 Processing Staff 5.2.1 Responsible for the checking of details of SDs. 5.2.2 Responsible for the preparation of JEV. 5.3 Accountant/Authorized Representative 5.3.1 Responsible for the review and certification of the JEV and SDs.


43


5.4 Posting Staff 5.4.1 Responsible for posting of JEV to the GJ and to SLC.

5.5 Filing Staff 5.5.1 Responsible for filing the posted JEV and SDs.

5.6 Supply Office 5.6.1 Responsible for submitting the SDs to the Accounting Office to be used as basis

for recording of inventories/equipment. 5.7 BAC Secretariat/Physical Plant Office

5.7.1 Responsible for submitting the SDs to the Accounting Office to be used as basis for recording of percentage of completion on on-going infrastructure projects due for payment.

5.8 Cashier Office 5.8.1 Responsible for submitting the SDs to the Accounting Office to be used as basis

for recording of percentage of completion on on-going infrastructure projects due for payment.

5.9 Budget Office 5.9.1 Responsible for submitting the SDs to the Accounting Office to be used as basis

for recording accounts payable at the end of the year and for the monthly NCA received in the bank.

5.10 IGP/Auxiliary Department 5.10.1 Responsible for submitting the SDs to the Accounting Office to be used as basis

for recording of accounts receivable to be booked for employees. 6.0 PROCEDURE


6.1.1.1 Receive the documents from other concerned offices. 6.1.1.2 Initially check the completeness of SDs submitted and the required


6.1.1.3.1 To return the documents to the concerned offices for compliance.


maintained for the purpose. 6.1.1.4.2 Forward the received documents to the designated

Processing Staff. 6.2 Preparation of JEV

6.2.1 Processing Staff shall: 6.2.1.1 Check the completeness, consistency and legality of the SDs submitted,

required signatures and the data on the submitted SDs as per Commission on Audit Circular No. 2012-001 dated June 14, 2012, R.A. 9184 and GAM. 6.2.1.1.1 If incomplete or subject to confirmation, please refer to


6.2.1.2 Re-compute for the amount to be booked based on the SDs. 6.2.2 Prepare the JEV in accordance to PPSAS, assign a JEV control number

and sign the “Prepared by” portion of the JEV. 6.2.3 Forward the JEV and SDs to the Accountant/Authorized

Representative for review and certification. 6.3 Review and Certification of JEV

6.3.1 Accountant/Authorized Representative shall: 6.3.1.1 Review and verify the correctness of the details on the JEV and SDs. 6.3.1.2 If not agreeable with the content, return to the Processing Staff for

revision. 6.3.1.3 If amenable, signs on the required portion of the documents and

forward for posting.


44


6.4 Posting of JEV 6.4.1 Posting Staff shall: 6.4.1.1 Post in the designated journals and SLC the signed JEV. 6.5 Filing of JEV 6.5.1.1 File the JEV and SDs for submission to the Resident Auditor and Accounting file copy.

7.0 ATTACHMENTS/FORMS 7.1 Receiving/Releasing Control Log Book 7.2 JEV (Journal Entry Voucher) 7.3 JEV Control Log Book 7.4 Journals 7.4.1GJ (General Journal) 7.4.2 CRJ (Cash Receipts Journal) 7.5 SLC (Subsidiary Ledger Card) 7.6 Accounting Note Slip


45

PREPARATION OF JOURNALS

REVISION HISTORY


Number

0 Original Issue




46


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in the preparation and submission

of journals as per Government Accounting Manual issued by the Commission on Audit.

2.0 SCOPE 2.1 This procedure covers the preparation and submission of journals.

3.0 REFERENCES 3.1 General Journals 3.2 Check and ADA Disbursement Journals 3.3 Cash Disbursement Journal 3.4 Cash Receipt Journals 3.5 General Ledgers


TERMS DEFINITION

ADA Disbursement Journal This special journal is used by the Accounting Division/Unit to record the (ADADJ) disbursements through LDDAP-ADA made by the Disbursing Officer/Cashier. It shall be maintained by fund cluster. (GAM Appendix 52) Cash Disbursement Journal This special journal is used by the Accounting Division/Unit to record the (CADJ) disbursements made by the Disbursing Officer. It shall be maintained by fund cluster. (GAM Appendix 3) Cash Receipt Journal This special journal is used to record the RCD/CRReg submitted by the collecting officer/s to the Accounting Division/Unit. It shall be maintained in the Accounting Division/Unit by fund cluster. (GAM Appendix 2) Check Disbursement Journal This special journal is used to record the disbursements through checks made (CDJ) by the Disbursing Officer in the Accounting Division/Unit. It shall be maintained by fund cluster. (GAM Appendix 4) General Journal (GJ) This journal is used to record the transactions not recorded in Special Journals. (GAM Appendix 1) General Ledger This ledger summarizes all transactions recorded in the GJ and special journal (e.g. CRJ, CADJ, CDJ, etc.) maintained in the Accounting Division/Unit. The ledger sheet is arranged in the same order or sequence of the accounts appearing in the RCA. Postings to this ledger shall come directly from the General and Special Journals. (GAM Appendix 5) Journal Entry Voucher (JEV) This form shall be used to record all transactions. Accounting journal entries shall be reflected therein and it shall serve as the basis for recording in the books of accounts. (GAM Appendix 36)


5.1 Filing Staff 5.1.1 Responsible for the filing of JEV from all transactions. 5.1.2 Responsible for the safe-keeping of JEVs for submission to COA and

Accounting File. 5.2 Posting Staff

5.2.1 Responsible for posting of JEVs accordingly in their respective journals. 5.3 Accountant/Authorized Representative

5.3.1 Responsible for reviewing and certifying the journals. 6.0PROCEDURES

6.1 Filing of JEVs

6.1.1Filing Staff shall:

6.1.1.1 File the JEVs accordingly from all transactions.

6.1.1.2 Forward the JEVs to the Posting Staff.


47


6.2 Posting of Journals 6.2.1 Posting Staff shall:

6.2.1.1 Receive the forwarded JEVs. 6.2.1.2 Post the JEVs in their respective journals. 6.2.1.3 Prepare and print the journals for review and approval of the

Accountant/Authorized Representative. 6.3 Finalization of Report

6.3.1 Accountant/Authorized Representative shall: 6.3.1.1 Review the forwarded journals.

6.3.1.1.1 If amenable, signs the journals. 6.3.1.1.2 If not amenable, return to Posting Staff for revision.

6.4 Filing of Journals 6.4.1 Posting Staff shall:

6.4.1.1 File the approved journals. 6.4.1.2 Forward a copy of journals to Filing Staff for submission to COA.


7.1 Receiving/Releasing Log Book 7.2 Requested Report 7.3 Journals

7.3.1 Cash Receipt 7.3.2 Cash Disbursement 7.3.3 Check Disbursement 7.3.4 ADA Disbursement

7.4 General Ledger 7.5 Accounting Note Slip


48

CERTIFICATION OF OBLIGATION REQUEST STATUS (ORS)/ BUDGET UTILIZATION REQUEST

STATUS (BURS)

REVISION HISTORY


Number

0 Original Issue


GENE MICHELLE S. PADUGA NILO V. BANLAWE ELSA P. MANARPAAC Admin. Officer V, Budget Officer Vice President for Admin & Finance President


49

CERTIFICATION OF OBLIGATION REQUEST STATUS (ORS)/ BUDGET UTILIZATION REQUEST STATUS (BURS)

1.0 PURPOSE 1.1 Certifying the availability of allotment in accordance with the approved budget of the university.

2.0 SCOPE 2.1 This includes certifying allocation for Personnel Services, Maintenance & Other Operating Expenses and Capital Outlay of colleges/department/offices.

3.0 REFERENCES 3.1 Budget Circular 3.2 GAA 3.3 Government Accounting Manual (GAM) 3.4 Approved Utilization of Income 3.5 PRE


TERMS DEFINITION

Board of Regents (BOR) This is the governing body of the University. Capital Outlay This pertains to equipment and infrastructure projects. Department of Budget and It is responsible for the sound and efficient use of government resources for Management (DBM) national development and also as an instrument for the meeting of national

socio-economic and political development goals. General Appropriation Act (GAA) Referring to the National Budget of the Philippines

Job Order (JO) A written order to a worker or group of workers to perform a certain job Maintenance and Other This pertains to operating expenses as identified in the GAM. Operation Expenses

Personnel Services This pertains to the personnel compensation Program of Receipts and The budget and its execution to implement the various programs, projects or Expenditures (PRE) activities Purchase Order (PO) A form/document used by the agency/entity, addressed to a supplier, to deliver

specific quantities of supplies/goods/property subject to the terms and conditions contained therein. (GAM Appendix 61)

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Colleges/Department/Sections

5.1.1 Responsible for the preparation of Job Order, Contract Agreement 5.2 Receiving/Releasing Staff

5.2.1 Responsible for the receiving of claims, Purchase Order, Job Order, Contract Agreement


5.3 Processing/Posting Staff 5.3.1 Responsible for the processing of the submitted claims, Purchase Order, Job

Order, Contract Agreement. 5.4 Budget Officer or Authorized Representative

5.4.1 Responsible for the reviewing of submitted claims, Purchase Order, Job Order, Contract Agreement and certifying the allotment.

6.0 PROCEDURE

6.1 Receiving of documents 6.1.1 Receiving /Releasing Staff shall:

6.1.1.1 Receive the complete documents for claims, PO, JO, contract agreement.

6.1.1.2 Record in the log book the details of the documents received 6.1.1.3 Forward the received documents to the processing staff


50

CERTIFICATION OF OBLIGATION REQUEST STATUS (ORS)/ BUDGET UTILIZATION REQUEST STATUS (BURS)

6.2 Processing of documents 6.2.1 Processing Staff shall:

6.2.1.1 Review as to completeness of documents and availability of allotment 6.2.1.1.1 If the document is not complete

6.2.1.1.1.1 To be returned to the claimant and/or procurement if PO, JO, Contract agreement for submission of lacking documents.

6.2.1.2 Assign number for every transaction 6.2.1.3 Posting of obligation to respective RAO 6.2.1.4 To be forwarded to the Budget Officer or Authorized Representative for

final review and signature 6.3 Certifying of Allotment

6.3.1 Budget Officer or Authorized Representative shall: 6.3.1.1 Review and certify the allotment.

6.4 Filing and Releasing of documents 6.4.1 Receiving and Releasing staff shall:

6.4.1.1 File ORS/BURS copies. 6.4.1.2 Release documents to Accounting Office.

7.0 ATTACHMENT/FORMS

7.1 Log Book 7.2 Certified Obligation Request Status/ Budget Utilization Status 7.3 Obligated claims, PO, JO, contract agreement.


51

PREPARATION AND APPROVAL OF PROGRAM OF RECEIPTS AND EXPENDITURE (PRE)

REVISION HISTORY


Number

0 Original Issue




52


1.0 PURPOSE 1.1 Align with the budget proposal and utilization of income which are formulated in line with the University‟s commitment to achieve the mission and vision of the university.

2.0 SCOPE 2.1 This includes Program of Receipts and Expenditures of Special Trust Fund (Fund 164) and General Fund (Fund 101).

3.0 REFERENCES 3.1 Budget Circular 3.2 NEP 3.3 GAA 3.4 Government Accounting Manual (GAM) 3.5 Approved Utilization of Income 3.6 CHED Memorandum Circular No. 20, S. 2011


TERMS DEFINITION


socio-economic and political development goals.

General Appropriation Act (GAA) Referring to the National Budget of the Philippines Maintenance and Other This pertains to operating expenses as identified in the GAM. Operation Expenses

National Expenditure Program It is what the government plans to spend for its programs and projects, as well (NEP) as the sources of funds Personnel Services This pertains to the personnel compensation


5.1 Budget Officer or Authorized Representative 5.1.1 Responsible for the consolidation of budget proposal by object of expenditures,

departments, and fund source. 5.1.1.1 Compare budget ceiling/allocation against submitted proposal. 5.1.1.2 Take notes of any revision, suggestion and recommendation

5.2 Vice President for Administration and Finance 5.2.1 Review the consolidated program of receipts and expenditures.

5.3 Administrative Council 5.3.1 Responsible for the review and recommendation to the President of the

Program of Receipts and Expenditures. 5.4 Finance Committee

5.4.1 Responsible for the review and recommendation to the BOR of the Program of Receipts and Expenditures.

5.5 Office of the President 5.5.1 Responsible for the review, approval and recommendation to the BOR of the Program of Receipts and Expenditures.

6.0 PROCEDURE

6.1 Preparation of documents 6.1.1 Budget Officer shall:

6.1.1.1 Consolidate and prepare Program of Receipts and Expenditures aligned with the budget proposal.

6.1.1.2 To be forwarded to Vice President for Finance and Administration for review and recommendation.


53


6.1.1.3 To be forwarded to the Administrative Council for further review and

recommendations. 6.2 Review and Recommendations

6.2.1 Administrative Council shall: 6.2.1.1 Review the content of the budget proposal and Program of Receipts

and Expenditures 6.2.1.1.1 If for revision, please refer to 6.1.1.1 6.2.1.1.2 If for recommendation for approval, to be forwarded to the

President. 6.2.2 President shall:

6.2.2.1 Review the content of the budget proposal and Program of Receipts and Expenditures and recommend for approval of the Finance Committee and BOR.

6.3 Authorization 6.3.1 Receiving/Releasing Staff shall:

6.3.1.1 Receive the BOR-Approved Program of Receipts and Expenditures from the Office of the President.


7.1 BOR-Approved Program of Receipts and Expenditures. 7.2 BOR Resolution for the Approved Program of Receipts and Expenditures


54

PREPARATION OF BUDGET PROPOSAL FOR FUND 101

REVISION HISTORY


Number

0 Original Issue




55


1.0 PURPOSE 1.1 Budget proposal is formulated in line with the University‟s commitment to achieve its mission and vision.

2.0 SCOPE 2.1 This includes the budget proposal for the Personnel Services, Maintenance & Other Operating Expenses and Capital Outlay of colleges/department/offices under Fund 101.

3.0 REFERENCES 3.1 Budget Circular / Budget Call 3.2 OSBP Guidelines 3.3 Government Accounting Manual (GAM)


TERMS DEFINITION



Maintenance and Other This pertains to operating expenses as identified in the GAM. Operation Expenses

Online Submission of Budget Through the OSBPS, central office of departments/agencies can now Proposal (OSBP) enter budget data directly into the system Personnel Services This pertains to the personnel compensation and benefits of employees funded

by the National Government.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Colleges/Department/Offices

5.1.1 Responsible for the preparation of the budget proposals for their respective colleges/department/offices.

5.2 Receiving/Releasing Staff 5.2.1 Responsible for the receiving of proposals from colleges/departments and

offices. 5.2.2 Responsible for maintaining the log book of incoming and outgoing documents.

5.3 Processing/Posting Staff

5.3.1 Responsible for the consolidation of the submitted budget estimates from colleges/department/offices.

5.3.2 Responsible for the encoding of the BOR-approved budget proposal in the OSBP.

5.4 Budget Officer 5.4.1 Responsible for the review of the consolidated budget proposal from

colleges/department/offices. 5.4.2 Responsible for the reviewing of the online submission to the DBM of the BOR-

approved Budget Proposal. 5.5 Administrative Council

5.5.1 Responsible for the review and recommendation to the President of the Budget Proposal.

5.6 Office of the President 5.6.1 Responsible for the review, approval and recommendation to the BOR of the

Budget Proposal. 5.6.2 Responsible for the approval of the online submission to the DBM of the BOR-

approved budget proposal.


56



6.1.1 Receiving/Releasing Staff shall: 6.1.1.1 Receive the budget proposal from colleges/department/offices 6.1.1.2 Record in the log book the details of the documents received 6.1.1.3 Forward the received documents to the Processing Staff

6.2 Consolidation of documents 6.2.1 Processing Staff shall:

6.2.1.1 Consolidate the budget proposal submitted from colleges /department/offices.

6.2.1.2 Prepare a document showing the comparison of the budget estimates against the budget ceiling.

6.2.1.3 Forward the consolidated Budget proposal and the comparison to the Budget Officer.

6.3 Review of documents 6.3.1 Budget Officer shall:

6.3.1.1 Review the consolidated Budget Proposal and the comparison of estimates against the budget ceiling. 6.3.1.1.1 If the budget proposal is greater than the budget ceiling,

6.3.1.1.1.1 To be returned to the Department head for revision/adjustment.

6.3.1.1.2 If compliant, 6.3.1.1.2.1 To be forwarded to the Administrative Council

for further review and recommendations.

6.4 Review and Recommendations 6.4.1 Administrative Council shall:

6.4.1.1 Review the content of the budget proposal 6.4.1.1.1 If for revision, please refer to 6.3.1.1.1.1 6.4.1.1.2 If for recommendation for approval, to be forwarded to the

President. 6.4.2 President shall:

6.4.2.1 Review the content of the budget proposal and recommend for approval of the BOR.

6.5 Online Submission 6.5.1 Receiving/Releasing Staff shall:

6.5.1.1 Receive the BOR-approved budget proposal from the Office of the President.

6.5.2 Posting Staff: 6.5.2.1 Encode the BOR-approved budget proposal in the OSBP.

6.5.3 Budget Officer: 6.5.3.1 Review the encoded data on the OSBP.

6.5.4 President: 6.5.4.1 Approve the online submission of the BOR-approved budget proposal

to the DBM. 7.0 ATTACHMENT/FORMS

7.1 Consolidated Budget Proposal 7.2 BOR-Approved Budget Proposal 7.3 BOR Resolution for the Budget Proposal 7.4 OSBP Generated Report


57

PREPARATION OF REPORTS SUBMITTED TO OTHER AGENCIES

REVISION HISTORY


Number

0 Original Issue




58


1.0 PURPOSE 1.1 This procedure describes the preparation and submission of reports to other agencies.

2.0 SCOPE

2.1 This procedure covers the preparation and submission of reports to other agencies such as: 2.1.1 Statement of Appropriations, Allotments, Obligations, Disbursements and

Balances (FAR No. 1) 2.1.2 Summary of Appropriations, Allotments, Obligations and Balances by Object of

Expenditures (FAR No. 1-A) 2.1.3 List of Allotments and Sub-Allotments (FAR No. 1-B) 2.1.4 Statement of Approved Budget, Utilizations, Disbursements and Balances (FAR

No. 2) 2.1.5 Summary of Approved Budget, Utilizations, Disbursements and Balances by

Object of Expenditures (FAR No. 2-A) 2.1.6 Financial Plan (BED 1) 2.1.7 Monthly Disbursement Program (BED 3) 2.1.8 Other report/s request by other agencies on a per need basis

3.0 REFERENCES

3.1 Department of Budget and Management (DBM). Unified Reporting System Quick User Guide

3.2 Receiving and Releasing Communication


TERMS DEFINITION

Communication Refers to information conveyed in connection with the performance or transaction of official business by any office.

External Report Refers to report for submission to other agencies directly or submitted to other offices within the University but will be consolidated and eventually sent to agencies outside of the University.

Office Refers to a unit tasked to perform functions aligned to the university‟s overall objectives. As an academe, WPU is composed of various Colleges and other units. A college is subdivided into academic departments and further into divisions. The administrative support branch is subdivided into divisions and then into sections and units. Any of these colleges/units and their subdivisions shall be considered as office.

Oversight Agency (Other Agency) Refers to an institution or agency outside the University which issues a communication to submit reports. This includes among others CHED, DBM, and PASUC.

Template Refers to basic format of information reported.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 University President 5.1.1 Direct preparation and submission of external reports. 5.2 Budget Officer 5.2.1 Gather/consolidate data. 5.2.2 Prepare reports/documents for submission to DBM, CHED, PASUC, etc. 5.2.3 Review the consolidated data of allotment, obligations, disbursement and balances for online encoding and submission. 5.3 Budget Staff 5.3.1 Encode, print, scan, and photocopy communications/documents. 5.3.2 Sort/file official communications/documents. 5.3.3 Receive/release and log incoming/outgoing communications/ documents. 5.3.4 Forward communications/documents to concerned personnel/ offices.


59


5.3.5 Consolidate data of allotment, obligations, disbursement and balances for

online encoding and submission. 5.4 Head of Office

5.4.1 Provide information needed for submission to other agencies. 6.0 PROCEDURE

6.1 Receiving Communication 6.1.1 Receive the documents from other concerned agencies and forward the received

documents to Budget Officer. 6.2 Evaluating Communication

6.2.1 Budget Officer shall assess the communication for submission of reports to identify its information needs and the offices the information

relates to. 6.2.1.1 Office of Vice President for Academic Affairs (OVPAA) or the

concerned offices under its supervision for information on instruction and academic-support services.

6.2.1.2 Office of Vice President for Research, Development and Extension (OVPRDE) or the concerned offices under its supervision for information on research, development and extension.

6.2.1.3 Office of Vice President for Administration and Finance (OVPAF), the Office of the Chief Administrative Officer, or the concerned offices under its supervision for information on administrative services, general services, finance, health services, and Income Generating Projects (IGP)/Auxiliary.

6.2.1.4 If information is being held by offices under the Office of University President, the respective heads of concerned offices shall be the source.

6.3 Providing Information for Submission 6.3.1 Concerned head of office shall:

6.3.1.1 Gather/prepare information pertaining to his/her office. 6.3.1.2 Submit information to Budget Office.

6.3.2 Budget Office personnel shall receive submitted information. 6.4 Evaluating Submitted Information

6.4.1 Budget Officer shall evaluate submitted information for completeness and compliance with the requirements.

6.4.2 Submitted information shall be deemed complete and compliant if it consists the following: 6.4.2.1 All information indicated in request form is provided. 6.4.2.2 Information is formatted as per template provided, if any. 6.4.2.3 Transmittal letter duly signed by head of office. 6.4.2.4 Supporting documents, if required.

6.4.3 In case where there are offices that failed to submit the information needed for submission to other agencies, or the office submitted incomplete information, the Budget Officer shall prepare and submit to the University President a list of offices that did not comply for appropriate action.

6.4.4 Late or subsequent submission of information of concerned offices shall be subjected to the same procedures starting from Section 6.4 above.

6.5 Consolidating Information/Preparing Report 6.5.1 Budget Officer shall consolidate the information submitted and prepare the

report for submission to oversight agencies. 6.5.2 For reports in online reporting systems such as FAR No. 1, FAR No. 1-A, FAR

No.1-B, FAR No. 2, FAR No. 2-A and BED No. 1 and BED No. 3, the Budget Officer shall input the information needed in the system following the oversight agencies‟ guidelines such as the Unified Reporting System Quick User Guide by DBM.

6.5.3 Budget Officer shall prepare transmittal letter to be signed by University President.

6.5.4 Administrative Aide shall assist Budget Officer in encoding, printing, scanning or photocopying reports.

6.6 Transmitting Report to Requesting Agency WPU-QMM- XXX – XXX Rev. 0

60


6.6.1 Administrative Aide shall forward transmittal letter and report to Records

Office to facilitate signing of concerned signatories and/or release of documents.

6.6.2 Budget Office personnel shall: 6.6.2.1 Submit report in mode of delivery required by oversight agency.


7.1 Statement of Appropriations, Allotments, Obligations, Disbursements and Balances - FAR No.1

7.2 Summary of Appropriations, Allotments, Obligations, and Balances by Object of Expenditures -FAR No.1-A

7.3 List of Allotments and Sub-Allotments- FAR No.1-B 7.4 Statement of Approved Budget, Utilization, Disbursements and Balances -FAR No.2 7.5 Summary of Approved Budget, Utilization, Disbursements and Balances by Object of

Expenditures -FAR No.2-A 7.6 Financial Plan – BED 1 7.7 Monthly Disbursement Program- BED 3 7.8 Other Reports


61

PREPARATION OF UTILIZATION OF INCOME

REVISION HISTORY


Number

0 Original Issue




62


1.0 PURPOSE 1.1 Budget proposal in the utilization of income is formulated in line with the University‟s commitment to achieve the mission and vision of the university.

2.0 SCOPE 2.1 This includes the budget proposal for the Personnel Services, Maintenance & Other Operating Expenses and Capital Outlay of colleges/department/offices under Fund 164.

3.0 REFERENCES 3.1 Budget Circular 3.2 CHED Memorandum Circular no. 20 s. 2011 3.3 Government Accounting Manual (GAM)


TERMS DEFINITION


socio-economic and political development goals. Maintenance and Other This pertains to operating expenses as identified in the GAM. Operation Expenses

Personnel Services This pertains to the personnel compensation

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Accounting Office

5.1.1 Responsible for the preparation of projected income of the university 5.2 Colleges/Department/Offices

5.2.1 Responsible for the preparation of the budget proposal for their respective colleges/department/offices.

5.3 Receiving/Releasing Staff 5.3.1 Responsible for the receiving of proposals from colleges/departments and

offices.


5.4 Processing/Posting Staff

5.4.1 Responsible for the consolidation of the submitted budget proposals from colleges/department/offices.

5.5 Budget Officer

5.5.1 Responsible for the computation of budget ceiling for the different colleges/department/offices

5.5.2 Responsible for the review of the consolidated budget proposals from colleges/department/offices.

5.6 Administrative Council

5.6.1 Responsible for the review and recommendation to the President of the Budget Proposal.

5.7 Office of the President

5.7.1 Responsible for the review, approval and recommendation to the BOR of the Proposal on the Utilization of Income.

6.0 PROCEDURE 6.1 Projection of Income

6.1.1 Accounting Office

6.1.1.1 Prepare the projected income of the university

6.1.1.2 Forward the same to Budget Office


63



6.2.1.1 Receive the projected income 6.2.1.2 Forward the received documents to the Budget Officer.

6.3 Preparation of Budget Ceiling 6.3.1 Budget Officer

6.3.1.1 Prepare budget ceiling for the colleges/department/offices based on CHED CMO No.20 S. 2011 guidelines and for the approval of the president.

6.3.1.2 Forward the approved budget ceiling to the respective department. 6.4 Receiving of documents

6.4.1 Receiving /Releasing Staff shall: 6.4.1.1 Receive the budget proposal from colleges/department/offices 6.4.1.2 Record in the log book the details of the documents received 6.4.1.3 Forward the received documents to the Processing Staff

6.5 Consolidation of documents 6.5.1 Processing Staff shall:

6.5.1.1 Consolidate the budget proposals submitted from colleges /department/offices.

6.5.1.2 Prepare a document showing the comparison of the budget proposals against the budget ceiling.

6.5.1.3 Forward the consolidated Budget proposal and the comparison to the Budget Officer.

6.6 Review of documents 6.6.1 Budget Officer shall:

6.6.1.1 Review the consolidated Budget Proposal and the comparison of estimates against the budget ceiling. 6.6.1.1.1 If the budget proposal is greater than the budget ceiling,

6.6.1.1.1.1 To be returned to the Department head for revision/adjustment.

6.6.1.1.2 If compliant, 6.6.1.1.2.1 To be forwarded to the Administrative Council

for further review and recommendations.

6.6.1.2 Prepare Program of Receipts and Expenditures aligned with the Budget Proposal.

6.7 Review and Recommendations 6.7.1 Administrative Council shall:

6.7.1.1 Review the content of the budget proposal and Program of Receipts and Expenditures 6.7.1.1.1 If for revision, please refer to 6.3.1.1.1.1 6.7.1.1.2 If for recommendation for approval, to be forwarded to the

Office of the President. 6.7.2 President shall:

6.7.2.1 Review the content of the budget proposal and Program of Receipts and Expenditures and recommend for approval of the BOR.

6.8 Authorization 6.8.1 Receiving/Releasing Staff shall:

6.8.1.1 Receive the BOR-approved budget proposal from the Office of the President.

6.8.2 Posting Staff: 6.8.2.1 Encode the BOR-approved budget proposal in the RAO

6.8.3 Budget Officer: 6.8.3.1 Review the encoded data on the RAO for implementation


7.1 BOR-Approved Utilization of Income 7.2 BOR Resolution for the Approved Utilization and Program of Receipts and

Expenditures 7.3 BOR- Approved Program of Receipts and Expenditures


64

REQUESTING OF SPECIAL ALLOTMENT RELEASE ORDER (SARO) AND NOTICE OF

CASH ALLOCATION (NCA)

REVISION HISTORY


Number

0 Original Issue




65

REQUESTING OF SPECIAL ALLOTMENT RELEASE ORDER (SARO) AND NOTICE OF CASH ALLOCATION (NCA)

1.0 PURPOSE 1.1 This procedure is used in requesting additional allotment and cash allocation.

2.0 SCOPE 2.1 This procedure covers the additional PS, MOOE and CO requirements which are specified in the “For Later Release” portion of the GAA. 2.2 This procedure also covers the terminal leave and monetization of leave credits.

3.0 REFERENCES 3.1 General Appropriation Act (GAA) 3.2 Budget Circular 3.3 Government Accounting Manual (GAM)


TERMS DEFINITION

Capital Outlay This pertains to equipment and infrastructure projects. Department of Budget and It is responsible for the sound and efficient use of government resources for Management (DBM) national development and also as an instrument for the meeting of national


For Later Release Allotment This allotment is included in the GAA. However, this requires a submission of additional documents to DBM for University‟s utilization.

Maintenance and Other This pertains to operating expenses as identified in the GAM. Operation Expenses

Personnel Services This pertains to the personnel compensation and benefits of employees funded by the National Government.

Physical Plant Office (PPO) Responsible for the preparation and submission of Program of Works for Infrastructure Projects.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Receiving/Releasing Staff 5.1.1 Responsible for the receiving and releasing of complete documents (hardcopy and softcopy) 5.1.2 Responsible for initially reviewing the completeness of documents and the required signatures therein. 5.2 Budget Officer

5.2.1 Responsible for the preparation of request letter to DBM and other documents needed for transmittal to DBM. 5.3 HRM Office

5.3.1 Responsible for the preparation of complete documents for additional PS requirement. 5.4 Physical Plant Office 5.4.1 Responsible for the preparation and submission of Program of Works for Infrastructure Projects. 5.5 Colleges/Department/Sections 5.5.1 Responsible for the preparation of Supplemental APP for supplies and equipment (if applicable). 5.6 Accounting Office 5.6.1 Responsible for the review and signature of BED 3 and List of Retirees to be paid (if applicable). 5.7 Office of the President 5.7.1 Responsible for the approval of documents. 5.8 Records Office

5.8.1 Responsible for the routing of documents.


66

REQUESTING OF SPECIAL ALLOTMENT RELEASE ORDER (SARO) AND NOTICE OF CASH ALLOCATION (NCA)

6.0 PROCEDURE 6.1 The receiving/releasing staff receive the complete documents from concerned offices, as

follows: 6.1.1 From HRM

6.1.1.1 For additional allotment for PS, terminal leave and monetization of leave credits.

6.1.2 From Colleges/Department/Sections 6.1.2.1 For additional allotment for MOOE

6.1.3 From PPO, Colleges/Department/Sections 6.1.3.1 For additional allotment for CO – Infrastructure and equipment

6.2 The Budget Officer shall: 6.2.1 Review the document/s submitted and compute for allotment to be requested. 6.2.2 Prepare the following documents:

6.2.2.1 BED 3 – Monthly Disbursement Program. 6.2.2.2 List of Retirees to be paid 6.2.2.3 Request letter to DBM.

6.2.3 Forward the prepared documents for review and signature of accountant and Head of the Agency.

6.3 The receiving/releasing staff shall release the documents for review and signature of the Accounting Office.

6.4 The Records office route the documents for approval. 6.5 The Receiving/Releasing staff shall receive the signed and released document from the

Records Office and transmit the same to the DBM through mail. 7.0 ATTACHMENT/FORMS

7.1 BED 3 7.2 List of Retirees to be paid, if applicable 7.3 APP for goods/supplies and equipment, if applicable 7.4 Program of Works for Infrastructure, if applicable 7.5 Request letter to DBM.

WPU-QMM- XX X – XXX Rev. 0

67

COLLECTION OF PAYMENTS

REVISION HISTORY


Number

0 Original Issue


BERNADETTE L. ENANO NILO V. BANLAWE ELSA P. MANARPAAC Administrative Officer V, Cashier Vice President for Admin & Finance President


68


1.0 PURPOSE 1.1 It describes the policies and guidelines in collecting payments from the clients (students, faculty & staff, contractors, general public).

2.0 SCOPE 2.1 This covers all cash received by the government, the different manners and procedures of collections and the laws and regulations over cash receipts and collection.

3.0 REFERENCES 3.1 Certificate of Registration 3.2 Government Accounting Manual (GAM) 3.3 Deposit Slip


TERMS DEFINITION

Advice to Debit Account (ADA) Refers to the direct maintenance of the account of the creditor, by the agency through the servicing bank, of payments for due and demandable accounts payable.

Affiliated Renewable Energy Account name of WPU to DBP for special project Center (AREC)

Certificate of Registration (COR) Refers to the form issued by the Registrar to the students as proof of enrollment.

Identification Cards (ID) Refers to the identification of card holder List of Due and Demandable Refers to accountable form submit to the authorized government depository Accounts Payable (LDDAP) bank. Official Receipts (OR) Is an accountable form held in trust cash by the collecting

officer/treasurer/property officer or other person duly authorized to process or have custody thereof.

Report of Accountability of Refers to the accountable form submitted to the Accounting Office and COA Accountable Forms (RAAF) monthly. Special Trust Fund (STF) Account name of WPU to DBP Student information and Electronic systems used for the collection of payments of the agency. accounting system (SIAS)

Summary of LDDAP-ADA Issued Refers to accountable form submitted together with the LDDAP to the & Invalidated ADA Entries authorized government depository bank. (SLIIE)

Trust Fund (TF) Account name of WPU to DBP for outside fund

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Office of Student Services

5.1.1 Refer to the Admission Office, for the student numbers. 5.2 Different Colleges

5.2.1 Refer to the College Registrar for the printing of the Pre-Registration Form 5.3 Office of Registrar

5.3.1 Printing of COR and order of payments 5.4 Office of Accounting

5.4.1 Order of payments for liquidation of cash advances 5.5 Office of Procurement

5.5.1 Order of payments for bidding


69


6.0 PROCEDURE 6.1 Receive payments by the collecting officer 6.1.1 Refer to Schedule of Fees 6.1.2 Present identification card/Certification of Registration/ Order of payments to the collecting officer 6.1.3 Issuance of official receipts by the collecting officer 6.1.3.1 Original copy for payor 6.1.3.2 Duplicate copy for Accounting Office 6.1.3.3 Triplicate copy for file 6.1.4 Cash count – counting of collection for the day by the collecting officer 6.1.5 Preparation of daily collection reports by the collecting officer 6.1.5.1 Printing of daily collection reports 6.1.6 Turn-over daily collection of the collecting officer to the cashier 6.2 Prepare deposit slips for deposit of each fund by the cashier 6.2.1 Deposit to authorized government depository bank 6.2.2 Attach deposit slips to the monthly collection report 6.3 Submission of monthly collection and deposit report of the cashier 6.3.1 Preparation of monthly collection & deposits report 6.3.2 Extraction of monthly report from the SIAS & ERS 6.3.3 Sorting of OR 6.3.4 Sorting of deposit slips 6.3.5 Printing of monthly collection & deposit report 6.3.6 Submission of monthly collection & deposit report with OR and deposit slips to the Accounting Office 6.4 Filing of used OR and deposit slips for office copy by the cahier‟s staff. 7.0 ATTACHMENT/FORMS

7.1 RAAF - Report of Accountability of Accountable Forms 7.2 Collection Reports 7.3 Deposit Slip 7.4 Official Receipts


70

DISBURSEMENT THROUGH ADA/LDDAP

REVISION HISTORY


Number

0 Original Issue




71


1.0 PURPOSE

1.1 This procedure describes the disbursement through ADA/LDDAP-ADA.

2.0 SCOPE 2.1 This procedure covers the process of payments in the obligated disbursement vouchers.



TERMS DEFINITION


Authorized Government It is the authorized bank of WPU Depository Banks (AGDBs)

Disbursement Voucher (DV) It is a form used for payment Government Servicing Banks It is the government bank. (GSB‟s)

List of Due and Demandable Refers to accountable form submitted to the authorized government depository Accounts Payable (LDDAP) bank. Notice of Cash Allocation (NCA) It is the cash authority issued quarterly by the DBM to cover the cash

requirements Special Power of Attorney (SPA) Document that is notarized by the lawyer


5.1.1 Responsible for the processing and signing of the DV 5.2 Budget Office

5.2.1 Responsible for the processing and signing of the BUR

6.0 PROCEDURE 6.1 Receive DV from accounting office by cashier‟s staff

6.1.1 Verifies completeness of signatories on DV 6.1.1.1 If lack of supporting documents, return to the concerned. 6.1.1.2 If have notes/reminders attached, return to the concerned.

6.1.2 Classification of DV according to fund 6.1.3 Prepare proof list for ADA/LDDAP-ADA 6.1.4 Sign ADA/LDDAP

6.1.4.1 Authorized signatories 6.1.5 Deliver to depository banks (after 24 hours for fund 101/MDS)

6.2 Submission of Reports 6.2.1 Preparation of Report of Authority to Debit Account Issued (RADAI) 6.2.2 Sorting of supporting documents 6.2.3 Stamping “PAID” 6.2.4 Printing of RADAI 6.2.5 Signing of “CERTIFICATION” of disbursing officer 6.2.6 Preparation of Transmittal

6.2.6.1 Printing of Transmittal 6.2.7 Submission of RADAI with transmittal to the Budget and Accounting offices. 6.2.8 Sorting and filing for office copy.


72


7.0 ATTACHMENT/FORMS 7.1 RADAI 7.2 DV 7.3 ADA/LDDAP-ADA


73

DISBURSEMENT THROUGH CASH

REVISION HISTORY


Number

0 Original Issue




74


1.0 PURPOSE 1.1 This procedure describes the disbursement through Cash.

2.0 SCOPE

2.1 This procedure covers the process of payments in the obligated disbursement vouchers.

3.0 REFERENCES 3.1 Government Accounting Manual (GAM) 3.2 Disbursement Voucher


TERMS DEFINITION


Authorized Government It is the authorized bank of WPU Depository Banks (AGDBs)

Disbursement Voucher (DV) It is a form used for payment Government Servicing Banks It is the government bank. (GSB‟s)

List of Due and Demandable Refers to accountable form submitted to the authorized government depository Accounts Payable (LDDAP) bank.

Notice of Cash Allocation (NCA) It is the cash authority issued quarterly by the DBM to cover the cash requirements

Special Power of Attorney (SPA) Document that is notarized by the lawyer


5.1.1 Responsible for the processing and signing of the DV 5.2 Budget Office

5.2.1 Responsible for the processing and signing of the BUR 5.3 Depository Bank

5.3.1 Responsible for the deposits of the agency

6.0 PROCEDURE 6.1 Receive DV from accounting office by cashier‟s staff

6.1.1 Verifies completeness of signatories on DV 6.1.1.1 If lack of supporting documents, return to the concerned office/person. 6.1.1.2 If have notes/reminders attached, return to the concerned

office/person. 6.1.2 Classification of DV according to fund 6.1.3 Prepare proof list for ADA/LDDAP 6.1.4 Sign ADA/LDDAP 6.1.5 Deliver to depository banks (after 24 hours for fund 101/MDS) 6.1.6 Withdraw the corresponding amount (after 24 hours for fund 101/MDS) 6.1.7 Release to the grantee and sign the DV/payroll

6.1.7.1 If authorized representative, present SPA 6.2 Prepare liquidation report of Cash Advance

6.2.1 Cashier

6.2.1.1 Student stipend 6.2.1.2 Refund 6.2.1.3 Book allowance

6.2.2 Disbursing Officer 6.2.2.1 RATA 6.2.2.2 Refund of Tuition & Miscellaneous


75


6.3 Submit to Accounting Office. 6.3.1 Preparation of Liquidation reports 6.3.2 Printing of Liquidation reports 6.3.3 Submission of liquidation reports

6.4 Filing of reports for office copy 7.0 ATTACHMENT/FORMS

7.1 Liquidation Report 7.2 DV 7.3 Payroll


76

DISBURSEMENT THROUGH CHECK

REVISION HISTORY


Number

0 Original Issue




77


1.0 PURPOSE

1.1 This procedure describes the disbursement through MDS & Commercial Check.

2.0 SCOPE 2.1 This procedure covers the process of payments in the obligated disbursement vouchers.


3.2 Monthly Report of Collection and Deposits

3.3 Deposit Slip


TERMS DEFINITION

Advice of Check issued and List of claimants, check amount, check number, and date.

Cancelled (ACIC)

Affiliated Renewable Energy Account name of WPU to DBP for special project

Center (AREC)

Authorized Government Authorized by the agency.

Depository Banks (AGDBs)

Bureau of Treasury (BTr) It is a government agency.

Disbursement Voucher (DV) It is a form used for settlement of government obligations and/or accounts

payable by cash; movement of cash from the BTr or from an authorized

disbursing officer to the final recipient.

Government Servicing Banks Government owned banks.

(GSB‟s)

Modified Disbursement System Shall cover all funds appropriated in the General Appropriations Act (GAA)

(MDS)

Notice of Cash Allocation (NCA) Cash authority issued by the DBM to central, regional and provincial offices

and operating units through the authorized government servicing banks of the

MDS

Special Power of Attorney (SPA) Document that is notarized by the lawyer

Special Trust Fund (STF) Account name of WPU to DBP

Trust Fund (TF) Account name of WPU to DBP for outside fund


5.1.1Verified and approved vouchers, order of payments.

5.2 Budget Office

5.2.1Approval of Budget and obligation request.

5.2.2 Deposit of collection to the authorized government depository bank

6.0 PROCEDURE 6.1 Receive DV from accounting office

6.1.1Verifies completeness of signatories on DV

6.1.1.1 If lack of supporting documents, return to the concerned.

6.1.1.2 If have notes/reminders attached, return to the concerned.

6.1.2 Cashier‟s staff receive the DV

6.1.3 Classification of DV according to fund

6.1.4 Prepares check in four (4) copies for the approved DV by cashier‟s staff 6.1.4.1 Original and three (3) duplicate copies

6.1.5 Reviews the amount of the check against the signed DV by Cashier and Disbursing Officer

6.2 Signs check (Authorized signatories)

6.2.1 Forwards check with attached DV and supporting documents to the Head 6.2.2 Signs check (Authorized signatories)


78


6.2.3 Prepares and signs the Advice of Check Issued and Cancelled (ACIC) for MDS Check

6.2.3.1 Signs ACIC (Authorized signatories) 6.2.3.2 Submits ACIC to the bank 6.3 Releases/Delivers check to payee by cashier‟s staff 6.3.1 Secure Official Receipt (OR)/ Invoice from supplier or claimant 6.3.2 Additional supporting documents may be required by the Cashier before check is released (ID, SPA) 6.3.3 Cashier informs through phone if there are regular scheduled visits for check pick-up or delivery 6.3.4 Box C of the DV is for receiving the payment which includes the signature, printed name, date, check number, date of check, bank name 6.3.5 Receives check and signs logbook 6.3.6 Attaches OR to DV submitted by payee 6.4 Prepares and submits the Report of Check Issued (RCI) 6.4.1 The RCI is prepared daily by cashier‟s staff 6.4.2 Stamping “PAID” 6.4.3 Signing the “Certification” portion of RCI by the Disbursing Officer 6.4.4 Submission of RCI 6.4.4.1 Copies are produced for distribution and file copy 6.4.4.2 Submit to the Accounting & Budget offices 6.5 Filing of documents by the cashier‟s staff 6.5.1 Sorting of documents to be filed 6.5.2 Filing of duplicates of check 6.5.3 Filing of documents for office copy


7.1 RAAF - Report of Accountability of Accountable Forms 7.2 RCI – Report of Check Disbursement 7.3 ACIC – Advice of Check Issued and Cancelled 7.4 OR – Official Receipts


79

DENTAL CARE SERVICES

REVISION HISTORY


Number

0 Original Issue


ELMAR CAESAR Y. EVINA NILO V. BANLAWE ELSA P. MANARPAAC Director, Health Services Vice President for Admin & Finance President


80


1.0 PURPOSE

1.1 This procedure describes the policies and procedures in infirmary visitation for dental care service including dental consultation, oral prophylaxis, and dental extraction.

2.0 SCOPE 2.1 This aims to provide promotive, preventive, and curative dental health care to students and employees. Its objective is to reduce the prevalence of periodontal diseases through oral examination, early detection and prophylactic treatment. It also provides measures for relief of dental pain, oral urgent treatment to clients by removal of non- restorable/non-savable teeth, treatment of post extraction complications and referral of complicated cases. 2.2 This procedure also covers the process of issuance of dental certificate/ clearance by the University Dentist due to absences from the classes or work.

3.0 REFERENCES 3.1 CHED Memorandum Order No. 21 Series of 2006--Guidelines on Student Affairs and Services Program.


TERMS DEFINITION Authorized Personnel This refers to a designated person, the University Nurse or the Campus Nurse,

authorized to issue laboratory request slip in the absence of the University Physician.

Client This refers to any student or private individuals availing services from the University Infirmary.

Medical Certificate This refers to a form indicating the personal information of the client, impression and/or diagnosis of the University Physician and his/her signature.

Private individual This may also refer to as visitors or any persons who are not employed, connected or involved in any projects/programs of Western Philippines University.

University Dentist This refers to the licensed doctor on dental medicine (PRC certification) employed and designated to the position in the University.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Dental Aide/Nursing Aide/First Aide Officer

5.1.1 Receive the client, identify his purpose and give forms to be accomplished. 5.1.2 Prepare the dental room. 5.1.3 Assist the dentist in performing the procedure.

5.2 University Nurse/Campus Nurse 5.2.1 Assess vital signs (temperature, pulse rate, respiration, oxygen saturation and

blood pressure) of the client. 5.2.2 Responsible for the filing, storage, safety, issuance and maintenance of integrity

of all records. 5.3 University Dentist

5.3.1 Conduct dental procedures. 5.3.2 Issue dental certification/clearance.

6.0 PROCEDURES

6.1 Registration/Admission 6.1.1 The Nurse/Dental Aide/First Aid Officer shall greet the client upon entry and

establish rapport. 6.1.2 They shall prepare the client‟s record:

6.1.2.1 For new client, he/she shall fill out the consultation record and it will be attached to his/her individual health record.

6.1.2.2 For old client, record will be retrieved


81


6.2 Waiting Time and Initial Assessment 6.2.1 The client will be given priority number. The „first come, first serve‟ policy will be implemented except for emergency/urgent cases. 6.2.2 The Nurse will assess the vital signs (temperature, pulse rate, respiration, oxygen saturation, and blood pressure) of the client. 6.2.3 The University Dentist or the Nurse will interview the client for health history and to identify the problems/complaints. The client will be prepared for the procedure or the client will be scheduled to his/her convenient date and time upon the availability of the Dentist.

6.3 Preparation of Dental Room 6.3.1 The Dental Aide shall prepare the dental table, dental chair, instruments, and the equipment needed for the procedure.

6.4 Dental Treatment/Evaluation. 6.4.1 Consultation 6.4.1.1 The University Dentist will validate the assessment. Dental intervention will be performed and evaluated if it has enabled the patient to achieve the desired outcome. 6.4.1.2 In the absence of the dentist, the nurse shall formulate his/her nursing diagnosis and perform the nursing intervention for cases which have no potential danger. Intervention shall be evaluated for the patient‟s desired outcome. Then, refer to the other health care professional for dental management. 6.4.1.3 The patient shall be informed on the nature of illness, the appropriate treatment, and prevention and control measures. 6.4.2 Extraction 6.4.2.1 The University Dentist will validate the assessment and health history. 6.4.2.2 Dental assessment will be done to identify the severity of the condition. If the case is complicated, he/she will be referred to specialty clinic. If the case is not complicated, the patient will be prepared for the procedure. 6.4.2.3 The dentist will perform the extraction procedure. 6.4.3 Oral Prophylaxis 6.4.3.1 The University Dentist will validate the assessment and health history and will assess the extent of periodontal problem. 6.4.3.2 The patient will be prepared for the procedure. 6.4.3.3 The dentist will perform the oral prophylaxis procedure.

6.5 Laboratory and Other Diagnostic Examinations 6.5.1 The patient will be referred for a laboratory or diagnostic test when needed.

6.6 Referral System

6.6.1 The patient will be referred if he/she needs further management following the two-way referral system (infirmary/ dental clinic to hospital, infirmary/dental clinic to infirmary/ dental clinic, hospital to infirmary/dental clinic). 6.6.2 The patient will be accompanied when an emergency referral is needed.

6.7 Prescription/Dispensing of Medicine 6.7.1 The patient will be given initial doses of prescribed medicines that are available in the pharmacy. 6.7.2 It shall be recorded in the dispensary record for proper documentation.

6.8 Health Education 6.8.1 The University Dentist or authorized personnel (nurse) shall conduct one-on- one counseling with the patient. 6.8.2 The health education and counseling messages shall be reinforced. 6.8.3 The patient will be given schedule/appointment for the next visit if needed.

6.9 Issuing of Dental Certificate 6.9.1 If needed, a dental certificate will be issued by the University Dentist for the purpose of leaving the class/work. 6.9.2 Only patients who consulted and have dental record of present treatment will be given dental certificate. 6.9.3 Other private or government employee requesting for dental certificates must secure official receipt before issuance and signing of dental certificate.


82


6.9.4 He/she shall fill out the logbook for issued medical certificates. 6.10 Documentation and Evaluation:

6.10.1 The client is required to fill out the Dental Treatment Record. This will be kept and maintained by the authorized personnel.

6.10.2 The patient is also required to fill out the evaluation form of the division. 7.0 ATTACHMENTS/FORMS

7.1 Dental Treatment Record (Student) 7.2 Dental Treatment Record (Employee) 7.3 Referral form 7.4 Dental Certificate 7.5 Evaluation form 7.6 List of Dental Certificate Issued


83

GENERAL CONSULTATION AND TREATMENT OF CLIENTS

REVISION HISTORY


Number

0 Original Issue




84


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in infirmary visitation and

general consultation including medical treatment of common ailments and other diseases.

2.0 SCOPE

2.1 This procedure covers the process of infirmary visitation and general consultation from assessment of client, diagnosis of diseases, planning and implementation of medical and nursing care plan.

2.2 This procedure covers the process of issuance of medical certificate/ clearance by the University Physician due to absences from the classes or work.

3.0 REFERENCES

3.1 CHED Memorandum Order No. 21 Series of 2006--Guidelines on Student Affairs and Services Program.


TERMS DEFINITION

Authorized Personnel This refers to a designated person, the University Nurse or the Campus Nurse, authorized to issue laboratory request slip in the absence of the University Physician.



Private individual This may also refer to as visitors or any persons who are not employed, connected or involved in any projects/programs of Western Philippines University.

Proof of Securing Medical This refers to any note/checklist/ communication letter from the requesting Certificate party showing the evidence of request to whom the certification will be

submitted.

University Physician This refers to the licensed medical doctor (PRC certification) employed and designated to the position in the University.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Nursing Aide/First Aide Officer 5.1.1 Receive the client, identify his purpose and give forms to be accomplished. 5.1.2 Assist in measuring the height and weight and computing the Body Mass Index (BMI) of the client. 5.2 University Nurse/Campus Nurse 5.2.1 Issue laboratory request slip. 5.2.2 Assess vital signs (temperature, pulse rate, respiration, oxygen saturation and blood pressure) of the client. 5.2.3 Conduct initial interview regarding personal profile, current and past health history, obstetric and gynecological history, and family history of the client. 5.2.4 Ensure all items in the form were accomplished. 5.2.5 Responsible for the filing, storage, safety, issuance and maintenance of integrity of all records. 5.3 University Physician 5.3.1 Issue laboratory request slip. 5.3.2 Conduct physical examination. 5.3.3 Issue medical certification/clearance if fit or unfit for the in-campus and off- campus activities or other purposes.


85


6.0 PROCEDURE 6.1 Registration/Admission

6.1.1 The Nurse/Nursing Aide/First Aid Officer shall greet the client upon entry and establish rapport.

6.1.2 They shall prepare the client‟s record: 6.1.2.1 For new client, he/she shall fill out the consultation record and it will

be attached to his/her individual health record. 6.1.2.2 For old client, record will be retrieved .

6.2 Triaging and Initial Assessment 6.2.1 The patient will be given priority number. The „first come, first serve‟ policy will

be implemented except for emergency/urgent cases. 6.2.2 The patient will be initially assessed by the nurse with the following

parameters: 6.2.2.1 Height and weight (weight-for-age and height- for-age indicators for

children below 10 years old and body mass index [BMI] for 10 years old and above).

6.2.2.2 Vital signs (temperature, pulse rate, respiration, oxygen saturation, and blood pressure).

6.2.3 The nurse will interview the patient for health history and to identify the problems/ complaints.

6.3 Clinical Evaluation. 6.3.1 The University Physician will validate the assessment. Medical intervention will

be performed and evaluated if it has enabled the patient to achieve the desired outcome.

6.3.2 In the absence of the physician, the nurse shall formulate his/her nursing diagnosis and perform the nursing intervention for cases which have no potential danger. Intervention shall be evaluated for the patient‟s desired outcome. Then, refer to the other health care professional for medical management.

6.3.3 The patient shall be informed on the nature of illness, the appropriate treatment, and prevention and control measures.

6.4 Laboratory and Other Diagnostic Examinations 6.4.1 The patient will be referred for a laboratory or diagnostic test when needed.

6.5 Referral System 6.5.1 The patient will be referred if he/she needs further management following the

two-way referral system (infirmary to hospital, infirmary to infirmary, hospital to infirmary).

6.5.2 The patient will be accompanied when an emergency referral is needed (refer to Emergency Care Policy).

6.6 Prescription/Dispensing of Medicine 6.6.1 The patient will be given initial doses of prescribed medicines that are available

in the pharmacy. 6.6.2 It shall be recorded in the dispensary record for proper documentation.

6.7 Health Education 6.7.1 The University Physician or authorized personnel (nurse) shall conduct one-on-

one counseling with the patient. 6.7.2 The health education and counseling messages shall be reinforced. 6.7.3 The patient will be given schedule/appointment for the next visit if needed.

6.8 Issuing of Medical Certificate: 6.8.1 If needed, a medical certificate will be issued by the University Physician or

authorized personnel for the purpose of leaving the class/work. 6.8.2 For cases requiring a leave from class/work for more than 30 days, a medical

certification fee is needed to be paid at the Cashier‟s Office. 6.8.3 Only patients who consulted and have medical treatment record of present

illness will be given medical certificate. 6.8.4 Absences due to illness of any duration requested by other private or

government employee, an official receipt must be secured before issuance and signing of medical certificate.

6.8.5 He/she shall fill out the logbook for issued medical certificates. WPU-QMM- XXX – XXX Rev. 0

86


6.9 Documentation and Evaluation: 6.9.1 The patient is required to fill out the Daily Treatment Record. This will be kept

and maintained by the authorized personnel. 6.9.2 The patient is also required to fill out the evaluation form of the division.


7.1 Consultation Record (Student) 7.2 Consultation Record (Employee) 7.3 Referral Form 7.4 Medical Certificate 7.5 Evaluation Form 7.6 List of Medical Certificates Issued


87

MEDICAL EXAMINATION FOR IN-CAMPUS AND OFF-CAMPUS ACTIVITIES AND FOR OTHER PURPOSES

REVISION HISTORY


Number

0 Original Issue




88


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in issuing of medical certificate to participants of in-campus and off-campus activities and other purposes.

2.0 SCOPE 2.1 This procedure covers the process of issuance of medical certificate/ clearance by the University Physician that includes accomplishing forms, securing laboratory results and other associated health documents, and undergoing physical examination 2.2 This covers the in-campus and off-campus activities and other purposes such as OJT (internship, practice teaching, field instruction, practicum, field work and the like), sports activities (sectoral, local, regional and national) and student scholarship grants and other private individuals.

3.0 REFERENCES 3.1 Commission on Higher Education (CHED) Memorandum Order for the programs 3.2 WPU-College of Arts and Sciences BSSW Field Instruction Manual, approved August 2, 2017 by the Curriculum Committee


TERMS DEFINITION

Authorized Personnel This refers to a designated person, the University Nurse or the Campus Nurse, authorized to issue laboratory request slip in the absence of the University Physician. Client This refers to any student or private individuals availing services from the University Infirmary. Medical Certificate This refers to a form indicating the personal information of the client, impression and/or diagnosis of the University Physician and his/her signature. Private individual This may also refer to as visitors or any persons who are not employed, connected or involved in any projects/programs of Western Philippines University. Proof of Securing Medical This refers to any note/checklist/ communication letter from the requesting Certificate party showing the evidence of request to whom the certification will be submitted. University Physician This refers to the licensed medical doctor (PRC certification) employed and designated to the position in the University.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Nursing Aide/First Aide Officer

5.1.1 Receive the client, identify his purpose and give forms to be accomplished. 5.1.2 Assist in measuring the height and weight and computing the Body Mass Index

(BMI) of the client. 5.2 University Nurse/Campus Nurse

5.2.1 Issue laboratory request slip 5.2.2 Assess vital signs (temperature, pulse rate, respiration, oxygen saturation and

blood pressure) of the client. 5.2.3 Conduct initial interview regarding personal profile, current and past health

history, obstetric and gynecological history, and family history of the client 5.2.4 Ensure all items in the form were accomplished 5.2.5 Responsible for the filing, storage, safety, issuance and maintenance of integrity

of all records. 5.3 University Physician

5.3.1 Issue laboratory request slip 5.3.2 Conduct physical examination 5.3.3 Issue medical certification/clearance if fit or unfit for the in-campus and off-

campus activities or other purposes


89


6.0 PROCEDURES 6.1 The Nurses/Nursing Aides/First Aide Officers shall receive the client with a proof of

securing a medical certificate. Note: Clients without proof of securing medical certificate from the requesting party will not be entertained.

6.2 The University Physician or authorized personnel shall issue laboratory test request slip to the client that will undergo OJT. Laboratory testing will be performed by any laboratory/agency. For sports activities, scholarships, and for other purposes, no laboratory testing is required.

6.3 Payment: 6.3.1 For OJT, scholarships, private individual and other purposes, clients must pay

medical certification fee at the Cashier‟s Office An official receipt (OR) shall be presented together with the requirements. CODE: WPU-QSP-ACO-01

6.3.2 For sports activities and other school-initiated activities of student, faculty and administrative staff, no payment is required

Requirements: 6.3.3 For OJT, they must comply with the following:

6.3.3.1 All clients must observe proper personal hygiene 6.3.3.2 All male students should be in prescribed haircut 6.3.3.3 Earrings are not allowed for male clients 6.3.3.4 Colored nail polish is not allowed. Nails must be trimmed short 6.3.3.5 All female students must bring pregnancy test kit with disposable cup

for collection sample urine. 6.3.3.6 Laboratory test results of: 6.3.3.6.1 Routine urinalysis 6.3.3.6.2Complete blood count (CBC) 6.3.4 For sports activities and school activities, they must comply with the following: 6.3.4.1 All clients must observe proper personal hygiene 6.3.4.2 All male students should be in prescribed haircut 6.3.4.3 Earrings are not allowed for male clients 6.3.4.4 Colored nail polish is not allowed. Nails must be trimmed short

6.4 Accomplishment of Forms (available at the University Infirmary/First Aid Stations): 6.4.1 All students shall accomplish:

6.4.1.1 Annual Physical Examination Form for Students 6.4.1.2 Medical Certificate

6.4.2 All private individuals shall accomplish: 6.4.2.1 Annual Physical Examination Form for Private Individual 6.4.2.2 Medical Certificate

6.5 The client shall submit the accomplished forms to the authorized personnel for interview, validation of information and assessment of the following: 6.5.1 Height and weight (weight-for-age and height-for-age indicators for children

below 10 years old and body mass index [BMI] for 10 years old and above) 6.5.2 Visual Acuity Test 6.5.3 Vital signs (temperature, pulse rate, respiration, oxygen saturation, and blood

pressure) 6.5.4 Last menstrual period (LMP) for female

6.6 The client shall undergo physical examination to be conducted by the University Physician or authorized personnel using head-to-toe and/or focus assessment.

6.7 Impressions and diagnoses: 6.7.1 Client with essentially normal finding will be issued a medical certificate for its

purpose 6.7.2 Client with abnormal findings/impressions will be referred to:

6.7.2.1 Confirmatory laboratory test for proper diagnosis 6.7.2.2 Medical specialist for further evaluation and management. Medical

clearance from the attending physician is required prior to issuance of medical certificate for its purpose

6.8 Documentation and Evaluation:


90


6.8.1 The client is required to fill out the logbook for Releasing of Medical Certificate. This will be kept and maintained by the authorized personnel. 6.8.2 The client is also required to fill out the evaluation form of the division.

7.0 ATTACHMENTS/FORMS 7.1 Laboratory Request Slip 7.2 Annual Physical Examination Form (Students) 7.3 Annual Physical Examination Form (Private Individual) 7.4 Referral Form 7.5 Medical Certificate 7.6 Evaluation Form 7.7 List of Medical Certificates Issued


91

PRE-EMPLOYMENT AND ANNUAL PHYSICAL EXAMINATION

REVISION HISTORY


Number

0 Original Issue




92


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in establishing individual health

record for faculty and administrative staff and issuing of medical certificate for employment, promotional appointment, reinstatement, transfer and reemployment.

1.2 This aims to determine physical deficiencies and communicable diseases possessed by the employee for proper referral and management.

2.0 SCOPE

2.1 This procedure covers the process of establishing the individual health record for faculty and administrative staff that includes accomplishing forms, securing laboratory results and other associated health documents, and undergoing physical examination.

2.2 This also covers the issuance of medical certificate/clearance by the University Physician for employment and scholarship grants.

3.0 REFERENCES

3.1 Civil Service Commission (CSC) Memorandum Circular 24, s. 2017-2017 Omnibus Rules on Appointment and Other Human Resource Action.


TERMS DEFINITION

Authorized Personnel This refers to a designated person, the University Nurse or the Campus Nurse, authorized to issue laboratory request slip in the absence of the University Physician.

Client This refers to any person applying for a position in the university or employed faculty and administrative staff for annual physical examination.

Employment This refers to the initial entry into the career or non-career service. Permanent This refers to an appointment issued to a person who meets all the qualification

requirements of the position to which he/she is being appointed to, including the appropriate eligibility, in accordance with the provisions of the law, rules and standards promulgated in pursuance to the CSC memorandum circular.

Promotional appointment This refers to the advancement of a career employee from one position to another with an increase in duties and responsibilities as authorized by law, and usually accompanied by an increase in salary.

Reinstatement This refers to the restoration of a person, as a result of a decision, to a career position from which he/she has, through no delinquency or misconduct, been separated but subject position is already abolished, requiring the issuance of an appointment to a comparable position to the separated employee.

Transfer This refers to the movement of employee from one position to another which is equivalent rank, level or salary without gap in the service involving the issuance of an appointment. The transfer may be from one organizational unit to another or from one department or agency to another.


Reemployment This refers to the appointment of a person who has been previously appointed to a position in the government service but was separated therein as a result of reduction in force, reorganization, retirement, voluntary resignation, or non- disciplinary action such as dropping from the rolls and other modes of separation. Reemployment presupposes a gap in the service.

Proof of Securing Medical This refers to any note/checklist/ communication letter from the requesting Certificate agency showing the evidence of request to whom the certification will be

submitted.



93





5.2.1 Issue laboratory request slip. 5.2.2 Assess vital signs (temperature, pulse rate, respiration, oxygen saturation and

blood pressure) of the client. 5.2.3 Conduct initial interview regarding personal profile, current and past health

history, obstetric and gynecological history, and family history of the client. 5.2.4 Ensure all items in the form were accomplished.

5.2.5 Responsible for the filing, storage, safety, issuance and maintenance of integrity of all individual faculty and administrative

staff health record. 5.3 University Physician

5.3.1 Issue laboratory request slip. 5.3.2 Conduct physical examination.

5.3.3 Recommend for employment, appointment, reinstatement, transfer, re-employment and scholarship grants or for further evaluation and management.

5.3.4 Issue medical certification/clearance. 6.0 PROCEDURE

6.1 The Nurses/Nursing Aides/First Aid Officers shall receive client with notice of hiring/memorandum or any proof of securing medical certificate from Human Resource Management Office (HRMO) or other requesting parties.

Note: Clients without proof of securing medical certificate will not be entertained.

6.2 Issue laboratory request slip by the University Physician or authorized personnel to be

done by any laboratory/agency. 6.3 Payment:

6.3.1 For pre-employment, for non-permanent employee and for the purpose of scholarship grants, reinstatement, and promotional appointment, they must pay medical certification fee at the Cashier‟s Office. An official receipt (OR) shall be presented together with the requirements. CODE: WPU-QSP-ACO-01

6.3.2 For annual physical examination of permanent employee, no payment is required.

6.4 Requirements: 6.4.1 For pre-employment physical examination, they must comply with the

following: 6.4.1.1 One (1) 2x2 ID picture. 6.4.1.2 One (1) ordinary folder (long) with case/cover. 6.4.1.3 One (1) fastener. 6.4.1.4 Original and one (1) photocopy of laboratory test results of:

6.4.1.4.1 Routine urinalysis. 6.4.1.4.2 Complete blood count (CBC). 6.4.1.4.3 Blood chemistry:

6.4.1.4.3.1 fasting blood sugar 6.4.1.4.3.2 serum cholesterol 6.4.1.4.3.3 blood uric acid 6.4.1.4.3.4 serum creatinine

6.4.1.4.4 Chest X-ray (Posterior-Anterior view). 6.4.1.4.5 Drug test (DOH-accredited laboratory/agency). 6.4.1.4.6 Psychological test (from DOH-accredited agency) 6.4.1.4.7 Neurological-psychiatric examination (if applicable) Note: Neurological-psychiatric examination is required to promotional appointment or any position which involve the maintenance of peace and order and the protection of life and property.


94


6.4.2 For annual physical examination of permanent employee and for the purpose of

scholarship grants, they must comply with the following: 6.4.2.1 Below 40 years old:

6.4.2.1.1 Routine urinalysis 6.4.2.1.2 Complete blood count (CBC) 6.4.2.1.3 Chest X-ray (PA view)

6.4.2.2 40 years old and above: 6.4.2.2.1 Routine urinalysis 6.4.2.2.2 Complete blood count (CBC) 6.4.2.2.3 Chest X-ray (PA view) 6.4.2.2.4 Blood chemistry:

6.4.2.2.4.1 fasting blood sugar 6.4.2.2.4.2 serum cholesterol 6.4.2.2.4.3 blood uric acid 6.4.2.2.4.4 serum creatinine

6.5 Accomplishment of Forms: 6.5.1 Accomplishment of Forms (available at the University Infirmary/ Campus First

Aid Stations): 6.5.1.1 CSC form 211 Medical Certificate (revised 2017). 6.5.1.2 Employee Health Record form. 6.5.1.3 Annual Physical Examination form.

6.5.2 For annual physical examination, promotional appointment, reinstatement, and reemployment they shall accomplish: 6.5.2.1 CSC form 211 Medical Certificate (revised 2017) 6.5.2.2 Annual Physical Examination form.

6.6 The client shall submit the accomplished forms to the authorized personnel for interview, validation of information and assessment of the following: 6.6.1 Body Mass Index (height and weight). 6.6.2 Vital signs (temperature, pulse rate, respiration, oxygen saturation, and blood

pressure). 6.6.3 Last menstrual period (LMP).

6.7 Physical examination will be conducted by the University Physician using head-to-toe and/or focus assessment.

6.8 Impressions and diagnoses:

6.8.1 Client with essentially normal finding will be issued a medical certificate for employment, promotional appointment, reinstatement, transfer and reemployment.

6.8.2 Client with abnormal findings/impressions will be referred to:

6.8.2.1 Confirmatory laboratory test for proper diagnosis.

6.8.2.2 Medical specialist for further evaluation and management. Medical clearance from the attending physician is required prior to issuance of medical certificate for employment, promotional appointment, reinstatement, transfer and reemployment.

Documentation and Evaluation:

6.8.3 The client is required to fill out the logbook for Pre-employment and Annual Physical Examination. This will be kept and maintained by the authorized personnel.

6.8.4 The client is also required to fill out the evaluation form of the division.

7.0 ATTACHMENTS/FORMS 7.1 Laboratory Request Slip.

7.2 Employee Health Inventory Record Form.

7.3 Annual Physical Examination Form.

7.4 Referral Form.

7.5 Medical Certificate (CSC Form No. 211, revised 2017).

7.6 Logbook for Pre-employment and Annual Physical Examination.

7.7 Evaluation Form


95

PRE-ENROLMENT MEDICAL AND DENTAL EXAMINATION

REVISION HISTORY


Number

0 Original Issue




96


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in establishing individual student

health record and issuing of medical certificate for enrolment. 1.2 This aims to discover the signs of illness and physical defects in order to correct them,

check on the health habits of students, and prevent the progress of those which cannot be corrected. This is also to ensure the students to be fit and as healthy as possible to gain maximum benefits from their education.

2.0 SCOPE

2.1 This procedure covers the process of establishing the individual student health record that includes accomplishing forms, securing associated health documents, and undergoing physical examination.

2.2 This also covers the issuance of medical certificate/clearance by the University Physician or authorized personnel.

3.0 REFERENCES

3.1 CHED Memorandum Order No. 21 Series of 2006--Guidelines on Student Affairs and Services Program


TERMS DEFINITION

Authorized Personnel This refers to a designated person, the University Nurse or the Campus Nurse, authorized to conduct physical and neurological examination in the absence of the University Physician.

Client This refers to as enrollee or any person that is likely to register in the College/University or any student previously enrolled in the College/University who is availing services from the University Infirmary for enrolment.

Enrolment This refers to the process of registering students in the College/University. Medical Certificate This refers to a form indicating the personal information of the client,

impression and/or diagnosis of the University Physician and his/her signature.

Proof of Securing Medical This refers to any note/checklist/ communication letter from the requesting Certificate agency showing the evidence of request to whom the certification will be

submitted.



5.1.1 Receive the client, identify his purpose and give forms/requirements to be accomplished.

5.1.2 Assist in measuring the height and weight, computing the Body Mass Index (BMI) and visual acuity test of the client.

5.2 University Nurse/Campus Nurse 5.2.1 Assess vital signs (temperature, pulse rate, respiration, oxygen saturation and

blood pressure), body mass index and visual acuity test. 5.2.2 Conduct initial interview regarding personal profile, current and past health

history, pubertal history, obstetric and gynecological history, and family history of the client.

5.2.3 Ensure all items in the form were accomplished. 5.2.4 Issue medical certification/clearance as advised by the University Physician. 5.2.5 Responsible for the filing, storage, safety, issuance and maintenance of integrity

of all individual student health record. 5.3 University Dentist

5.3.1 Assess the general oral health condition of the enrollees.


97


5.4 University Physician 5.4.1 Conduct physical and neurological examination. 5.4.2 Recommend for admission or for further evaluation and management. 5.4.3 Issue medical certification/clearance

6.0 PROCEDURES

6.1 The Nurses/Nursing Aide/First Aide Officers shall receive enrollee with checklist from Office of Student Affairs and Services--Admission Section

Note: Clients without proof of securing medical certificate will not be entertained.

6.2 The enrollee must pay medical certification fee at the Cashier‟s Office. An official receipt (OR) shall be presented together with the requirements.

6.3 The enrollee must comply with the following requirements: 6.3.1 Two (2) pieces 2x2 ID picture. 6.3.2 One (1) piece fastener. 6.3.3 All enrollees must observe proper personal hygiene. 6.3.4 All male enrollees should be in prescribed haircut. 6.3.5 Earrings are not allowed for male enrollees. 6.3.6 Colored nail polish is not allowed. Nails must be trimmed short. 6.3.7 No fancy hair color. 6.3.8 Barangay Clearance, Police Clearance and Judge Clearance for enrollees with

tattoo marks. 6.3.9 Enrollees with pre-existing medical conditions are required to submit Medical

certificate/clearance from attending physician. 6.3.10 Pregnant students, refer to Refer to Pregnancy Procedure

6.4 The enrollee shall accomplish the following forms: 6.4.1 Student Health Record folder with case/cover available at the University Store. 6.4.2 Dental Examination form available at the University Infirmary/ Campus First

Aid Stations. 6.5 The enrollee shall submit the accomplished forms to the authorized personnel for

interview, validation of information and assessment of the following: 6.5.1 Height and weight (weight-for-age and height-for-age indicators for children

below 10 years old and body mass index [BMI] for 10 years old and above). 6.5.2 Visual Acuity Test. 6.5.3 Vital signs (temperature, pulse rate, respiration, oxygen saturation, and blood

pressure). 6.5.4 Last menstrual period (LMP).

6.6 The University Dentist shall assess the general oral health of the enrollee. 6.7 The University Physician or authorized personnel conducts physical and neurological

examination: 6.7.1 Head-to-toe assessment. 6.7.2 All female enrollees must submit themselves for abdominal and breast

examinations when necessary by the University Physician or authorized personnel.

6.7.3 Neurological examination will be based on the interview and physical assessment.

6.8 Impressions and diagnoses: 6.8.1 Enrollees with essentially normal finding will be issued a medical certificate for

enrolment by the University Physician or authorized personnel. 6.8.2 Enrollees with abnormal findings/impressions will be referred to:

6.8.2.1 Laboratory testing for confirmation of diagnosis. 6.8.2.2 Medical specialist for further evaluation and management. Medical

clearance from the attending physician is required prior to issue medical certificate for enrolment.

6.9 Documentation and Evaluation: 6.9.1 The client is required to fill out the logbook for Pre-enrolment Medical and

Dental Examination. This will be kept and maintained by the authorized personnel.

6.9.2 The client is also required to fill out the evaluation form of the division. WPU-QMM- XXX – XXX Rev. 0

98


7.0 ATTACHMENTS/FORMS 7.1 Student Health Record 7.2 Dental Examination Form 7.3 Referral Form 7.4 Medical Certificate Form (Enrolment) 7.5 Logbook for Pre-enrolment Medical and Dental Examination 7.6 Evaluation form


99

PREGNANCY

REVISION HISTORY


Number

0 Original Issue




100

PREGNANCY

1.0 PURPOSE 1.1 This procedure describes the policies and procedures for pregnant women.

2.0 SCOPE

2.1 This procedure covers the process of assessing pregnant students enrolled and school personnel employed.

2.2 This procedure covers the process of issuance of medical certificate with recommendation by the University Physician.

3.0 REFERENCES

3.1 CHED Memorandum Order No. 21 Series of 2006--Guidelines on Student Affairs and Services Program

3.2 Magna Carta for Women


TERMS

DEFINITION

Authorized Personnel This refers to a designated person, the University Nurse or the Campus Nurse, authorized to issue laboratory request slip in the absence of the University Physician. Client This refers to any students or private individuals availing services from the University Infirmary. University Physician This refers to the licensed medical doctor (PRC certification) employed and designated to the position in the University.



(BMI) 5.2 University Nurse/Campus Nurse


blood pressure). 5.2.3 Conduct initial interview regarding personal profile, current and past health

history, obstetric and gynecological history, and family history 5.2.4 Ensure all items in the form were accomplished 5.2.5 Responsible for the filing, storage, safety, issuance and maintenance of integrity

of all record 5.3 University Physician

5.3.1 Issue laboratory request slip 5.3.2 Conduct physical examination 5.3.3 Issue medical certification/clearance if fit or unfit for the in-campus and off-

campus activities or other purposes 5.4 University Nurse/Campus Nurse



history, obstetric and gynecological history, and family history 5.4.4 Ensure all items in the form were accomplished 5.4.5 Responsible for the filing, storage, safety, issuance and maintenance of integrity

of all record 5.5 University Physician

5.5.1 Issue laboratory request slip 5.5.2 Conduct physical examination


101

PREGNANCY

5.5.3 Issue medical certification/clearance if fit or unfit for the in-campus and off-campus activities or other purposes

6.0 PROCEDURE

6.1 The Nurses/Nursing Aides/First Aide Officers shall receive the client with or without referral from the College.

6.2 The Nurses/Nursing Aides/First Aide Officers shall retrieve and prepare the client‟s record.

6.3 Pregnant Student: 6.3.1 Every College/Department must refer the pregnant student to the Health

Services upon admission of the student that she is pregnant or found to be pregnant upon assessment by sending a referral form containing the name, age, birthday, civil status, course and year level, and details on pregnancy.

6.3.2 The pregnant student will be assessed and interviewed by the University Physician or authorized personnel

6.3.3 Students who admit that she is pregnant or found to be pregnant on a test with the expected date of confinement/ delivery (EDC/EDD) not within the semestral period will be allowed to enroll and/or undergo OJT and related activities provided that: 6.3.3.1 The student and her parents know and understand the risks of

pregnancy. 6.3.3.2 The student and her parents know and understand that pregnancy is

not an illness but a result of an action. Therefore, absences due to it is not an excuse.

6.3.3.3 The student must submit medical clearance from her attending physician (Obstetrician) stating that she is fit to continue her studies and a notarized parental consent (if single and/or 25 years old and below) or a notarized consent from spouse (if married and above 25 years old).

6.3.4 Pregnant student with EDC/EDD within the semestral period will not be

allowed to enroll and undergo OJT and related activities upon advice of the University Physician. She will be recommended to apply for a special leave of absence (LOA) at the OSAS due to pregnancy of not less than one (1) semester to one (1) school year.

6.3.5 The University Physician will issue medical certificate with recommendation based on the abovementioned policy.

6.3.6 Pregnant student recommended for enrolment, must submit the medical certificate to the department from which referral was made.

6.3.7 For pregnant student falling under Policy I.1.4, she must apply for special LOA to be assisted by the University Guidance Counselor or Campus Guidance Counselor. This will be submitted to the University/Campus Registrar. A copy of approved special LOA shall be furnished to the Health Services and to the OSAS.

6.4 Pregnant Employee: 6.4.1 All pregnant employees shall present themselves to the Health Services and will

be assessed and interviewed by the University Physician or authorized personnel (refer to Policy and Procedures on General Consultation and Treatment of Client). They will be advised accordingly.

6.4.2 In case of maternity leave, the employee must submit the following: 6.4.2.1 Medical Certificate from the attending physician (Obstetrician)

indicating the status of her pregnancy and the age of gestation (AOG) 6.4.2.2 Official receipt from the Cashier‟s Office for Medical Certification fee. 6.4.2.3 Refer to Policies and Procedures on Medical and Dental Examination

for In-campus and Off-campus Activities and for Other Purposes. 6.4.3 The University Physician will issue medical certificate for maternity leave.

6.5 Documentation and Evaluation: 6.5.1 The client shall fill out the logbook for the pregnant students and employee.

This will be kept and maintained by the authorized personnel. 6.5.2 The patient is also required to fill out the evaluation form of the division.


102

PREGNANCY

7.0 ATTACHMENTS 7.1 Consultation Record (Student) 7.2 Consultation Record (Employee) 7.3 Referral Form 7.4 Evaluation Form 7.5 List of Pregnant Students


103

REFERRAL SYSTEM

REVISION HISTORY


Number

0 Original Issue




104

REFERRAL SYSTEM

1.0 PURPOSE

1.1 This procedure describes the policies and procedures in referring patient to more advance treatment and management.

2.0 SCOPE 2.1 This procedure covers the process of referring patient to hospital of choice for further management and treatment.

3.0 REREFENCES 3.1 CHED Memorandum Order No. 21 Series of 2006--Guidelines on Student Affairs and Services Program.


TERMS DEFINITION Authorized Personnel This refers to a designated person, the University Nurse or the Campus Nurse,

authorized to issue laboratory request slip in the absence of the University Physician.






5.2.1 Issue laboratory request slip. 5.2.2 Assess vital signs (temperature, pulse rate, respiration, oxygen saturation and


history, obstetric and gynecological history, and family history of the client. 5.2.4 Ensure all items in the form were accomplished. 5.2.5 Responsible for the filing, storage, safety, issuance and maintenance of integrity

of all records. 5.3 University Physician

5.3.1 Issue laboratory request slip. 5.3.2 Conduct physical examination. 5.3.3 Issue medical certification/clearance if fit or unfit for the in-campus. and off-

campus activities or other purposes.

6.0 PROCEDURE 6.1 The University Physician/University Dentist/Nurses fill out the first half of the referral

form providing pertinent data as indicated (i.e., case summary and reason for referral or services requested).

6.2 The client with the parents/guardian/significant others brings the referral form to the agency where referral is made to avail of the services needed. When necessary, the client will be accompanied by the Health Services personnel to the agency.

6.3 The personnel of the agency to which referral is made fills out the second half of the form, specifying the services rendered/findings and recommendations, and sends back the form to WPU Health Services through the client/family.


105

REFERRAL SYSTEM

6.4 The client/family brings back to WPU Health Services the duly accomplished second half of the form for decision, action or information. The form is filed with the client‟s record.

6.5 Documentation and Evaluation: 6.5.1 The patient is required to fill out the Referrals. This will be kept and

maintained by the authorized personnel. 6.5.2 The patient is also required to fill out the evaluation form of the division.

7.0 ATTACHMENTS/RECORDS

7.1 Referral form 7.2 Evaluation form 7.3 List of Referrals


106

APPLICATION FOR LEAVE

REVISION HISTORY


Number

0 Original Issue


AILENE G. FERRIOL NILO V. BANLAWE ELSA P. MANARPAAC Admin Officer V, HRMO Vice President for Admin & Finance President


107


1.0 PURPOSE 1.1 This procedure describes the process of availment of leave privileges of government

employees.

2.0 SCOPE 2.1 This covers all university permanent, temporary, contractual and casual employees.

3.0 REFERENCES

3.1 Omnibus Civil Service Rules and Regulations


Commutation of leave credits Refers to conversion of unused leave credits to their corresponding money

value

Cummulation of leave credits Refers to incremental acquisition of unused leave credits by an employee

Five days forced/mandatory leave All officials and employees with ten (10) days or more vacation leave credits

shall be required to go on vacation leave whether continuous or intermittent for

a minimum of five (5) working days annually.

Immediate member of the family Refers to spouse, children, parents, unmarried brothers and sisters or any

relative living under the same roof and depending upon the employee for

support.

Leave of absence Is a right granted to employees not to report for work with or without pay.

Leave Without Pay Refers to all absences of an employee in excess of his accumulated vacation or

sick leave credits earned.

Maternity leave Refers to leave of absence granted to female government employees legally

entitled thereto in addition to vacation and sick leave.

Monetization Refers to payment in advance under prescribed limits and subject to specified

terms and conditions of the money value of leave credits of an employee upon

his request without actually going on leave.

Paternity Leave Refers to the privilege granted to a married male employee allowing him not to

report for work for seven (7) days for the first four (4) deliveries of the

legitimate spouse with whom he is co-habiting. A married male employee with

more than one (1) legal spouse shall be entitled to avail of paternity leave for

an absolute maximum of four (4) deliveries regardless of whichever

spouse gives birth.

Pregnancy Refers to the period between conception and delivery or birth of a child.

Rehabilitation Leave for Job- Refers to leave of absence on account of wounds or injuries incurred in the

Related Injuries performance of duty.

Sick Leave Sick leave of absence is taken by an employee on account of personal illness or

illness of any member of his immediate family.

Solo Parent Leave Provided under CSC Res. No. 040284 dated March 22, 2004 under CSC MC.

8, s. 2004- A seven (7) day parental leave granted to a solo parent employee of

the University, that can be availed of every year, on staggered or continuous

basis under any of the following circumstances:

1. Attends to personal milestones of a child such as birthdays, first

communion, graduations and similar events;

2. Performs parental obligations such as enrolment and attendance in

school programs, PTA meetings and the like;

3. Attends to medical, social, spiritual and recreational needs of the

child; and

4. Other similar circumstances necessary in the performance of parental

duties and responsibilities, where physical presence of a parent is

required.

Special Leave Benefits for A special leave benefit of two (2) months granted to a woman with full pay

Women Under R.A. 9710 (An based on her gross monthly compensation following surgery caused by


108


TERMS

DEFINITION

Act Providing for the Magna gynecological disorders.

Carta of Women)

Special Leave Privileges Refer to a three-day special leave granted to employees in addition to the vacation, sick, maternity and paternity leaves subject to specific conditions: 4.1 Personal milestones-such as birthdays/wedding/ wedding anniversary celebrations and other similar milestones, including death anniversaries.

4.2 Parental obligations such as attendance in school programs, PTA meetings, graduations, first communion; medical needs among others, where a child of a government employee is involved. 4.3 Filial obligations to cover employee‟s moral obligation toward his parents and siblings for their medical and social needs. 4.4 Domestic emergencies such as sudden urgent repairs needed at home, sudden absence of a yaya or maid.

4.5 Personal transactions to cover the entire range of transactions an individual does with government and private offices such as paying taxes, court appearances, arranging a housing loan, etc.

4.6 Calamity accident hospitalization leave to apply during instances of force majeure that affects the life, limb, and property of the employee or his immediate family. Ten-Day Leave under R.A. 9262 Refers to the ten (10) days paid leave of absence granted to any woman (Anti-Violence Against Women employee of the government service who is a victim of violence or her child and Their Children Act of 2004) and whose age is below eighteen (18).

Vacation Leave Is usually taken for personal reasons and granted depending on the contingency and needs of the service.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Employees

5.1.1 Responsible for securing the application for leave and ensuring the completeness of information.

5.2 HRMO 5.2.1 Certifies the earned leave credits

5.3 HRM Personnel 5.3.1 Post the approved leave in the leave card

5.4 Immediate Supervisor 5.4.1 Ensures that the leave of absence is within the prescribed rules and regulations

and recommends the approval of leave of absence. 5.5 PRESIDENT/OIC

5.5.1 Responsible for the approval/disapproval of leave application

6.0 PROCEDURE 6.1 Employee secures three (3) copies of application for leave from the HRM Office and fills

in the necessary information completely. 6.2 The employee obtains certification of leave credits from the HRM office.

6.2.1 Presents accomplished form to the immediate supervisor or his/her authorized representative for signature.

6.2.2 Presents the application for leave to the University President or his/her authorized representative for approval/disapproval.

6.2.3 Submits accomplished leave form to the HRM Office for posting in the leave card. Incomplete forms will not be accepted.


7.1 Application for Leave Form 7.2 Medical Certificate


109

ATTENDANCE MONITORING

REVISION HISTORY


Number

0 Original Issue




110


1.0 PURPOSE

1.1 This is to establish reasonable and lawful structured guidelines on monitoring of employees attendance.

2.0 SCOPE 2.1 This procedure covers all Western Philippine University (WPU) employees except those who are holding third level positions.

3.0 REFERENCES 3.1.1 CSC MC No. 21, S. 1991 3.1.2Executive Order No. 292 3.1.3Omnibus Civil Service Rules and Regulations


TERMS DEFINITION

Attendance Means the presence of employee in the university premises for the purpose of work.

Attendance Monitoring System Is the official attendance monitoring system used by the management where each employee is required to log-in and out.

Compressed Workweek Employee completes a full workweek in fewer than five days by working extra hours on the days that they do work.

Core Working Hour Are the hours during which all employees must be on their respective working area unless they are scheduled to be out of the office for official travel, vacation, excused absence, or on a “flex day” resulting from a compressed work week.

Flexi time Is an arrangement that allows an employee to alter the start and end times of her/his work day around the conventional work schedule of 8:00 am to 5:00 pm. Flexi time does not reduce the total number of required working hours in a given workweek.

Log-in Refers to the start of working hours. Log-out Refers to the completion of the hours work. Office Order/Travel Order The acknowledgement receipt that indicates the approval of the official

business done outside the University premises.

Overtime Would mean work performed beyond normal work hours. Regular Work Hours The number of hours the employee is required to work in a day or a week. Regular Work Week Hour Is comprised of forty (40) working hours per week.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 HRM Personnel 5.1.1 Responsible for the monitoring of employees‟ attendance and safekeeping of Daily Time Record 5.1.2Monitor violations on timekeeping and shall inform immediate supervisor on such violation and implement sanction based on CSC Rules and Regulations. 5.1.3Serves as the administrator of the Attendance Monitoring System. 5.2 Immediate Supervisor 5.2.1 Responsible for the monitoring of the daily attendance of the faculty and staff under his supervision. 5.2.2 Implements disciplinary measure or submits report to HRMO upon being informed of violation/s of his/her subordinates. 5.3 Employee

5.3.1 Responsible for reporting to work on time. 5.3.2 Log-in/out appropriately.

5.3.3 Shall abide by all rules and regulations.


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6.0 PROCEDURE 6.1 Employee logs in and out in the morning and in the afternoon with one-hour lunch break. 6.2 Employee renders 40-hours/week service from Monday to Friday official working hours are within 7am to 6pm time frame. 6.3 HRMO personnel generates employees DTRs. 6.4 Employee checks the entries and affixes his signature on the printed DTR. 6.5 Employee presents DTR to his/her immediate supervisor or authorized representative for verification, authentication and signature. 6.6 Employee submits the signed DTR to the HRM Office every 5th day of the succeeding month for summation for payroll purposes, leave monitoring and filing. 6.7 HRMO submits monthly report on list of employees who failed to submit DTRs on the scheduled deadline. 7.0 ATTACHMENT/FORMS

7.1 Daily Time Record


112

AVAILMENT OF SCHOLARSHIP GRANTS AND TRAININGS

REVISION HISTORY


Number

0 Original Issue




113


1.0 PURPOSE

1.1 It aims to provide guidelines on availing scholarship grants and trainings.

2.0 SCOPE 2.1 This will cover all university personnel

3.0 REFERENCES 3.1 Revised Policies and Guidelines on Scholarship Granted


In-House/In-Service Trainings Refer to trainings conducted and/or arranged by the College/Office of WPU Personnel

Outside Trainings Refer to trainings sponsored/conducted by other agencies. Scholarship Grants Refer to assistance granted by the University and other agencies to finance

faculty and staff in upgrading their education capabilities

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Employee

5.1.1 Responsible for requesting for scholarship grants and trainings

5.2 Immediate Supervisor/Dean/Section Head

5.2.1 Endorses deserving employee to avail scholarship grants and trainings 5.3 HRMO Personnel

5.3.1 Responsible in consolidating employee‟s requests for deliberation by the Training and Development Committee.

5.4 Training and Development Committee for Faculty and Nonteaching

5.4.1 Ensures that the employees to be recommended for scholarship grants and training are qualified and have shown remarkable competence and capability in their field of specialization.

5.5 University President

5.5.1 Decides whether the recommendation of the Training and Development committee is appropriate or not.

6.0 PROCEDURE 6.1 Scholarship Grants

6.1.1 Employee submits letter of intent to avail scholarship grants duly recommended by the immediate supervisor.

6.1.2 HRMO personnel consolidates and presents the matter to the Training and Development Committee.

6.1.3 Training and Development Committee deliberates and recommends to the University President the deserving employee to avail scholarship grants. 6.1.4 University President approves/disapproves the request for scholarship grants. 6.2 Attendance to Trainings outside the University

6.2.1 Employee signifies in writing his/her intention to attend trainings. 6.2.2 Deans/Section heads recommend the attendance of their subordinate to training.

6.2.3 University President or his/her authorized representative approves/disapproves the request for trainings.

6.2.4 For processing of supporting documents for travel, refer to Accounting procedures

6.2.5 Employee submits Certificate of Attendance/Participation and Office Order to the HRMO upon completion of travel.

6.3 Conduct of In-House and In-Service Trainings

6.3.1 Refer to Extension Services Procedures

6.4 Presentation to Research and/or Extension Fora, In-House Reviews


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6.4.1 Refer to Research & Development Services Procedures 7.0 ATTACHMENT/FORMS

7.1 Logbook


115

COMPUTATION OF COMPENSATORY OVERTIME CREDITS (COCs) AND AVAILMENT OF COMPENSATORY TIME OFF

(CTO)

REVISION HISTORY


Number

0 Original Issue




116

COMPUTATION OF COMPENSATORY OVERTIME CREDITS (COCs) AND AVAILMENT OF COMPENSATORY TIME

OFF (CTO)

1.0 PURPOSE

1.1 This prescribes the guidelines on the rendition of overtime services and availment of compensatory time off.

2.0 SCOPE 2.1 It covers the overtime services rendered by the faculty and staff of the university.

3.0 REFERENCES 3.1 CSC-DBM Joint Circular No.02, s. 2015


TERMS DEFINITION

Compensatory Overtime Refers to the accrued number of hours an employee earns as a result of services Credits(COC) rendered beyond regular working hours, and/ or those rendered on Saturdays, Sundays, Holidays or scheduled days off without the benefit of overtime pay. Compensatory Time Off (CTO) Refers to the accrued number of hours an employee earns as a result of services rendered beyond regular working hours, and/or those rendered on Saturdays, Sundays, holidays or scheduled days off without the benefit of an Overtime Pay.


5.1.1 Responsible in filing his/her COCs earned 5.2 Immediate Supervisor/Dean/Section Heads 5.2.1 Accountable for the employees output in rendering overtime services 5.3 HRMO personnel 5.3.1 Ensures the completeness of documents filed by the employee and computation of the COCs earned 5.4 University President or his/her Authorized Representative 5.4.1 Acts on the request for the need of rendition of overtime services.

6.0 PROCEDURE 6.1 Compensatory Overtime Credits (COC) 6.1.1 The Dean/head of offices recommends for the rendition of overtime services to the University President. 6.1.2 The University President or his/her representative issues office order to render overtime services in the exigency of service. 6.1.3 Employee renders the OT services. 6.1.4 Employee properly fills out COC form. 6.1.5 Submits properly accomplished certification of COCs earned form to the HRMO with attached office order, DTR and accomplishment report. 6.1.6 HRMO personnel verifies the completeness of the documents. 6.1.7 The University President/authorized representative approves the certificate of COCs.

6.1.8 The HRMO personnel post the COCs earned by the employee. 6.2 Computation Of COCs 6.2.1 HRMO computes overtime services rendered as follows: 6.2.1.1 For overtime services on weekdays or scheduled work days COC = no. of hours of overtime services x 1.0 6.2.1.2 For overtime services on weekends, holidays or scheduled days off: COC = no. of hours of overtime services x 1.5 6.3 Availment of Compensatory Time Off (CTO) 6.3.1 Refer to WPU-QMM-HRM-02 APPLICATION FOR LEAVE


117

COMPUTATION OF COMPENSATORY OVERTIME CREDITS (COCs) AND AVAILMENT OF COMPENSATORY TIME OFF

(CTO)

7.0 ATTACHMENT/FORMS 7.1 DTR 7.2 Logbook 7.3 Certification of COCs earned 7.4 Leave card


118

ISSUANCE OF CERTIFICATES AND SERVICE RECORDS

REVISION HISTORY


Number

0 Original Issue




119

ISSUANCE OF CERTIFICATES AND SERVICE RECORDS

1.0 PURPOSE

1.1 This will serve as guide for employees requesting for certifications and service record.

2.0 SCOPE 2.1 It covers all certifications pertaining to the records of employment in the university.

3.0 REFERENCES


TERMS DEFINITION

Certificate of Employment and Reflects the tenure and compensations received by the employee Compensation

Certificate of Employment and Documents that show the tenure of the employee and if the concerned Good Moral Character employee possesses good standing in the university Certificate of NoPending Certification that states that the employee has no pending administrative and Administrative and Criminal Case criminal case filed against him/her

COE (Certificate of employment) Outlines the employees‟ tenure and work experiences. Service Record Outlines the work experiences of the employee

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Employee/representative 5.1.1Requests certifications or service record 5.2 HRMO personnel 5.2.1Drafts the requested certifications or service record 5.3 Head of HRMO

5.3.1Oversees the authenticity of the information released

6.0 PROCEDURE 6.1 Employee or his/her authorized representative pays the amount of ₱25.00 per certificate requested at the Cashier‟s Office and presents Official Receipt to the HRMO personnel.

6.2 HRMO personnel drafts the certification 6.3 Head of HRMO checks, verifies and signs the certification. 6.4 HRMO personnel release the document to the employee or his/her authorized representative.

6.5 Authorized representative presents authorization and identification card of the employee and representative when claiming the requested documents.

7.0 ATTACHMENT/FORMS 7.1 Logbook


120

RECRUITMENT, SELECTION AND PROMOTION OF WPU PERSONNEL

REVISION HISTORY


Number

0 Original Issue




121


1.0 PURPOSE 1.1 To serve as guide in the process of hiring faculty members.

2.0 SCOPE 2.1 This applies to employees hired to faculty and staff positions whether permanent, temporary, contractual, substitute or hired on contract of service, part time, casual or job order status.

3.0 REFERENCES 3.1 CSC MC 24, s.2017 3.2 Revised Merit System for Faculty members 3.3 Qualification Standards Manual


TERMS DEFINITION

Casual Appointment issued only for essential and necessary services where there are not enough regular staff to meet the demands of the service and for emergency cases and intermittent period not to exceed one year.

Contract Of Service Refers to employment bounded by a contract where no employer-employee relationship exist and are not covered by CSC rules and regulations but covered by COA rules.

Contractual An appointment issued to a person whose employment in the government is in accordance with the special contract to undertake local or foreign-assisted projects or a specific work or job requiring special or technical skills not available in the university, to be accomplished within a specific period.

Job Order Refers to the employment status of non-teaching personnel on daily basis with no employer-employee relationship

Part Time Faculty member who was hired to render part time teaching covered by a contract of service with no employer-employee relationship.

Permanent An appointment issued to a person who meets all the qualification requirements of the position to which he/she is being appointed to, including appropriate eligibility, in accordance with the provisions of law, rules and standards promulgated in pursuance thereof.

Reclassification An appointment issued to a faculty member whose position was reclassified based on NBC No.461.

Recruitment And Selection Manner of hiring faculty members Temporary An appointment issued to a faculty member who does not meet the minimum

education requirement for a faculty position.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Immediate Supervisor/Dean/Section Heads

5.1.1 Ensures that there is enough manpower in the office of assignment 5.2 HRMO Personnel

5.2.1 Responsible for hiring qualified applicants for the university 5.3 Human Resource Merit Promotion And Selection Board (HRMPSB)

5.3.1 Recommends applicants who passed the deep selection process 5.4 University President

5.4.1 Exercises discretion in selecting best applicants for the university

6.0 PROCEDURE 6.1 Recruitment and Selection

6.1.1 The Dean of the College/Section heads submits to the HRMO the request to hire faculty members at least 45 days before the start of semester and at least 30 days for non-teaching personnel.


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6.1.2 The HRMO consolidates the requests, lists aspiring candidates within the university and sources out external applicants by posting vacancies at the website and bulletin boards to attract more applicants. 6.1.3 HRMO conducts preliminary evaluation to screen applicants based on the QS of the position (Education, Eligibility, Training and Experience). 6.1.4 HRMO conducts background investigation based on applicants work attitude towards his/her peers, supervisors, proper conduct and behavior. 6.1.5 HRMO informs qualified applicants to come for interview by the HRMPSB. 6.1.6 HRMPSB conducts interview and deliberates on the qualifications of the applicants using the following criteria: 6.1.6.1 Education 30% 6.1.6.2 Training 20% 6.1.6.3 Experience & Outstanding Accomplishments 20% 6.1.6.4 Physical Characteristics/Personality Traits 20% 6.1.6.5 Potential 10% 6.1.7 HRMO consolidates and ranks applicants based on the results of the above deliberation. 6.1.8 HRMO submits the Comparative Assessment Summary and minutes of the meeting to the University President for action. 6.1.9 The University President selects from the top 5 applicants whom to be appointed for the vacant positions and their corresponding status of employment. 6.2 Promotion

6.2.1 For Faculty Members 6.2.1.1 The HRMO processes the promotion of the regular faculty based on the result of the NBC 461 latest evaluation. 6.2.2 For Non-teaching personnel 6.2.2.1 Refer to 6.1 procedure hereof

7.0 ATTACHMENT/FORMS 7.1 Comparative Assessment Form 7.2 Comparative Assessment Summary


123

RESIGNATION AND OTHER MODES OF SEPARATION

REVISION HISTORY


Number

0 Original Issue




124


1.0 PURPOSE 1.1 To have a clear understanding of the various benefits that an employee must receive

under the law regardless of mode of separation.

2.0 SCOPE 2.1 It covers the resignation, dismissal and other modes of separation procedures that

employees need to comply.

3.0 REFERENCES 3.1 CSC MC NO.24, S.2017 3.2 GSIS Retirement and other Social Insurance benefits brochure


TERMS

DEFINITION

Other Modes Of Separation Dropping from the rolls, termination/expiration of temporary, contractual or casual appointment, retirement or death Resignation An act of an employee by which he/she voluntarily relinquishes in writing his/her position effective on a specific date which shall not be less than thirty (30) days from the date of such notice or earlier as mutually agreed upon by the employee and the appointing authority.


5.1.1 Signifies in writing his/her intention to resign or retire addressed to the University President in not less than 30 days prior to the specific date of resignation or 120 days prior to the effectivity date of retirement.

5.2 University President 5.2.1 Acts on the notice of resignation within 30 days from receipt thereof. It is

deemed complete and operative on the specified date of effectivity or 30 days from the date of submission if left unacted upon for 30 days from receipt of the formal letter of resignation.

5.3 HRMO Personnel 5.3.1 Submits the following documents to the CSC Field Office within 30 calendar

days from the date of effectivity of resignation: 5.3.1.1 Letter of intent to resign ; 5.3.1.2 Acceptance of resignation in writing by the University President which

shall indicate the date of effectivity of the resignation; and 5.3.1.3 Proof of notice of the acceptance of resignation to the employee.

5.4 For other modes of separation, a notice of separation signed by the University President stating the date of such separation, or death certificate shall be submitted by the HRMO personnel to the CSC Field Office within thirty (30) calendar days from the date of the effectivity of the dropping from the rolls, date of separation, or death for record purposes.

6.0 PROCEDURE

6.1 The employee submits letter of intent to resign addressed to the University President in not less than 30 days prior to the date of resignation or at least 120 days if she/he intends to avail retirement prior to his/her actual retirement date.

6.2 The University President acts on the notice of resignation/retirement within 30 days upon receipt.

6.3 HRMO personnel furnishes the employee with the proof of notice of acceptance of resignation/retirement of the employee.

6.4 Employee secures and accomplishes CS Form No.7, s.2017 and Application for Ombudsman Clearance form from the Office of the Human Resource Management. 6.4.1 All items must be properly filled out.


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6.4.2 Incomplete forms will not be processed. 6.5 HRMO personnel facilitates the submission of application for ombudsman clearance. 6.6 Employee submits accomplished CS Form No.7, s. 2017 clearance to the Office of the

Human Resource Management. 6.7 HRMO personnel assist the employee in accomplishing the prescribed forms for filing

terminal leave pay and other claims for GSIS, Pag-IBIG, Philhealth benefits whichever is applicable.

6.8 HRMO personnel verifies the completeness of the accomplished forms and necessary attachments.

6.9 Employee submits accomplished forms to the concerned agencies for the processing of claims.


7.1 CS Form No.7, s.2017 7.2 Application for Ombudsman clearance 7.3 Logbook 7.4 Acceptance of Resignation


126

FILING OF COMPLAINTS

REVISION HISTORY


Number

0 Original Issue




127

FILING OF COMPLAINTS

1.0 PURPOSE 1.1 This will address grievances between or among WPU personnel.

2.0 SCOPE

2.1 It covers all WPU personnel regardless of employment status.

3.0 REFERENCES

3.1 Revised Merit System for Faculty 3.2 CSC MC No.2, s.2001


TERMS

DEFINITION

Aggrieved Refers to employees who are affected or have suffered injuries or damages Grievance Refers to a wrongdoing that is considered as a ground for complaint, or something believed to cause distress


5.1 Immediate Supervisor 5.1.1 Assure his/her subordinates of a healthy environment free from conflicts

5.2 HRMO Personnel 5.2.1 Ensure that every employee shall be assured freedom from coercion,

discrimination, reprisal and biased action on the grievance. 5.3 Grievance committee

5.3.1 Ensure that every aired grievance is resolved

6.0 PROCEDURE

6.1 Employee who felt aggrieved with a complaint or grievance may air his/her complaint or grievance orally to his/her supervisor.

6.2 Immediate supervisor shall resolve the complaint at his/her level by holding a dialogue with the employees involved within

6.3 If the employee (complainant) is not satisfied with the result, immediate supervisor endorses in writing the complaint to the HRMO.

6.4 HRMO personnel convey the complaint to the Grievance committee. 6.5 The Grievance committee convenes to hear the aired grievance and resolves the

complaint within five (5) days. 6.6 If remain unresolved after exhausting all the available remedies under existing laws and

procedures, the grievance will be elevated to the Civil Service Commission Regional Office concerned only upon submission of a Certification on the Final Action on the Grievance (CFAG) issued by the grievance committee which shall contain the history and final action taken by the university on the grievance.


7.1 Logbook 7.2 Minutes of meeting


128

INCOME GENERATING PROJECTS AND AUXILIARY SERVICES

REVISION HISTORY


Number

0 Original Issue


MELNOR S. PASCUAL NILO V. BANLAWE ELSA P. MANARPAAC Director, IGP/Auxiliary Vice President for Admin & Finance President


129


1.0 PURPOSE 1.1 The Income Generating Project and Auxiliary Services procedure is needed to have

common guide in the management of Income Generating Projects of the university. The appropriate procedures are indicated which envisions to answer the call of the government‟s national objective on food security by modernizing agricultural production using limited resources and combat poverty through education, skills development and training of the students, faculty and staff. The project also serves as venue for hands-on training and provides opportunities for interfacing research, instruction and extension.

2.0 SCOPE

2.1 The IGP projects are: University Store (Main & PPC Campus), Bookstore, Lowland rice (Seeds & Production), coconut Seedlings & Copra Production), Duck (egg project), Swine, Livestock (Cattle, Carabao & Goat/Sheep), Vermi Project, Fishery Products, Tropical Fruits, Cut Flower (Orchids), Post Harvest, Nursery, Rubber, Cashew Wine & Prunes Production and Rent Income.

2.2 The Auxiliary Support Services Projects of the University are: I.D. maker, student dormitory, guest house, training center (main)/ Manuel T. Bacosa Theater Hall (PPC), gymnasium, horizon band and infirmary services.

3.0 REFERENCES

3.1 University Code 3.2 Manual of Operation


TERMS DEFINITION

Agri-based project Refers to projects related to agriculture such as crops, animals and fishery. Ambulant Vendor Is one who sells goods by bicycles, motorcycles, jeeps and other vehicles

moving around or just stays in particular place but without permanent stall. It includes persons selling their products using tables and chairs at the designated place.

Auxiliary Services Refers to support services for the students, faculty & staff and other clients. BOM Refers to Board of Management CAO Means Chief Administrative Officer and member of the Board of Management

IGP Refers to Income Generating Projects of the university. Non-Agri based projects Refers to projects not related to agriculture but earning income for the

university. Projects Refers to agri-based, non-agri based and auxiliary projects.


5.1 University President/Administrator 5.1.1 Provides the vision and overall direction of the program. 5.1.2 Oversees the overall implementation of policies as approved by the BOR.

5.1.3 Chairs the Income Generating Project and Auxiliary Services.

5.2 Board of Management (BOM) 5.2.1 The IGP/Auxiliary is governed by a Board of Management (BOM) chaired by

the Chairman who is elected from among the members of the BOM. It shall have 11 members composed of VP for Administration and Finance, VP for Academic Affairs and VP for Research and Extension, CAO, Secretary of BOM, Director, Finance Officers, Internal Control Officer, Supply Officer and MCFA and NAPO Presidents.

The general duties and responsibilities of the Board of Management are: 5.2.2 To determine investment priorities in income generating projects and to

develop/promote such projects according to acceptable investment criteria.


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5.2.3 To make the projects available as part of the facilities for instruction, research,

extension and training consistent with the policies and programs of the University.

5.2.4 To set performance objectives and standards in the management of the IGPs/Auxiliary.

5.2.5 To formulate rules and procedures that will govern routine activities as guide to decision-making concerning funds, property and resources in accordance with auditing and accounting procedures.

5.2.6 To recommend to the Administration the appointment, designation of lower level personnel and dismissal of the same from the IGP/Auxiliary for cause after due process.

5.2.7 To prepare and recommend for approval and implementation an incentive scheme that commensurate to the performance of IGP/Auxiliary personnel and support staff.

5.2.8 To perform other functions related to the attainment of the objectives as well as those delegated by higher University authorities, which are deemed important for the advancement of the University‟s programs.

5.3 IGP/Auxiliary Director The Director is the chief operating officer. He/she is responsible to the overall activities of the project. His/her specific duties and responsibilities are:

5.3.1 To preside all meetings of the Section; 5.3.2 To assume direct responsibility to overall farm operations/administration,

supervise and manage all programs and guidelines to achieve targets with efficiency;

5.3.3 To promote sense of responsibility, commitment, accountability, harmonious camaraderie, cooperation and to establish linkages for the smooth functioning of all the projects.

5.3.4 To prepare and submit semi-annual and annual reports to the administrator regarding the operations of the IGP/Auxiliary services;

5.3.5 To initiate/coordinate farm planning and organize manpower resources and activities of the projects for efficiency in production;

5.3.6 To delegate/assign duties, responsibilities, authority and power to colleagues and subordinates as may be allowed by existing issuances;

5.3.7 To conduct meeting with IGP/Auxiliary personnel on operations; and 5.3.8 To perform other duties delegated by higher authorities.

5.4 Farm Superintendent 5.4.1 Monitors all project operations in coordination with the Project In-charge. 5.4.2 Coordinates statistical work, research analysis, and evaluation of data, forecasts

and trends. 5.4.3 Assists in the preparation, evaluation and analysis of feasibility studies and

prospective investments. 5.4.4 Assists the Division Managers in the preparation of project plan and budget. 5.4.5 Conducts periodic checks and reviews on records and information of all

projects and submits regular progress reports to the Director. 5.4.6 Participates in the planning process of the IGP/Auxiliary. 5.4.7 Performs other duties assigned by the Chair of the BOM and the Director.

5.5 Division Manager for Agri-based/Non Agri-based and Auxiliary Services. 5.5.1 Assumes direct responsibility of the overall supervision and administration of

the projects in the division to achieve established targets with optimum efficiency.

5.5.2 Implements specific policies, programs and procedures, and serves as the link between the Director and lower managerial echelon.

5.5.3 Collates project plan and budget of the projects under his division and prepare performance reports and other reports that maybe needed by the Director and top management.

5.5.4 Conducts periodic checks and reviews on records and information of projects within his jurisdiction.

5.5.5 Initiates planning, better resource allocation and utilization, and improvement of systems and procedures for greater operational efficiency.


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5.5.6 Submits regular progress reports to the Director. 5.5.7 Performs other duties as maybe required by upper management

5.6 Admin. Asst./Marketing, Billing and Collection In charge He /she must be selected or designated by the President upon recommendation of the Director and Board of Management, who can best perform the following functions:

5.6.1 To regularly analyze the market situation as a guide to the production plan for the IGP/Auxiliary;

5.6.2 To collect and collate market information (prices, supply, demand, competitors, etc.) on products/services and submit the same to the Director;

5.6.3 To recommend to the Director the most appropriate policies on how to improve marketing efficiency;

5.6.4 To bill customer‟s order of payments and submit the same to the Cashier‟s Office;

5.6.5 To submit all bills recorded to the Accounting Office for proper deduction of payments;

5.6.6 To devise strategies for the marketing of the IGP/Auxiliary products; and 5.6.7 To perform other functions as may be requested by the chair, higher authorities

and those requested by peers. 5.7 Technology and Business Development Office

The TBDO shall have the following functions: 5.7.1 Facilitate and assist in the execution of agreements, affidavits. Applications,

complaints, and other documents relating to works and inventions necessary to facilitate IP rights.

5.7.2 Advise on the best stage at which a technology or invention should be out-licensed. This is with full regard to the university‟s responsibility of providing the public with reasonable access to the technology or invention while receiving a reasonable return on investment.

5.7.3 Assist university researchers and business/other organizations seeking technology solutions by brokering licensing agreements, from initial negotiations until concluding contracts.

5.7.4 Assist university researchers of particular technologies in commercializing their inventions and/or product development.

5.7.5 Advise the university researchers on the best route to market for a particular technology or invention.

5.7.6 Assist in securing research collaborations with and funding from commercial enterprises.

5.7.7 Help leverage university brand and specialist expertise across subject areas in securing consultancy contracts for faculty and staff. Corollary to this, the TBDO shall ensure that university intellectual property is not compromised during the provision of consultancy services.

5.8 Project In-charge The Project In-charge is the direct implementer of the IGP/Auxiliary Policies who is designated by the University President upon recommendation of the Director and Board of Management. The special duties of the Project In-charge are:

5.8.1 Assume direct responsibility, liability and accountability of project operations and administration.

5.8.2 Plan, organize, direct, control, motivate, train and effectively communicate with project personnel.

5.8.3 Prepare the necessary project plan and budget or business plan, including studies for project‟s improvement and/or expansion.

5.8.4 Prepare request for emergency/student labor and payroll of project personnel. 5.8.5 Accomplish and evaluate income and related business performances and

financial records, set standards and make recommendations. 5.8.6 Conduct regular monitoring of project status, check up tools and equipment

and submit periodic reports to the Division Managers. 5.8.7 Prepare Project Procurement Management Plan (PPMP) and process

requisition forms/vouchers for supplies and materials needed. 5.8.8 Maintain discipline of project personnel.


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5.8.9 Keep and maintain records and submit regular reports to the Division Manager copy furnished the Director. 5.8.10 Perform other related duties as may be required by the Program management. 5.9 BOM Secretary 5.9.1 Take and keep records of all proceedings/minutes of meetings of the BOM; 5.9.2 Assist in the preparation of reports and communications of the BOM. 5.9.3 Encode reports, minutes of meetings and perform other office works. 5.9.4 Perform other related duties as may be delegated by the Chair and/or higher authorities. 5.10 Buyer 5.10.1 Procure supplies and materials needed by the projects, in coordination with the Procurement Office of the University. 5.10.2 Perform other functions as requested by the IGP/Auxiliary Director and Farm Superintendent. 5.11 Clerks /Encoder/ messenger/Laborer/Janitor 5.11.1 Prepare and process all accounting papers needed for project operations; 5.11.2 Follow up papers at the Administration and other offices; 5.11.3 Maintain cleanliness of the office and its surroundings; 5.11.4 Perform other functions as requested by the Director and Chair of the BOM.

6.0 PROCEDURE

6.1 Hiring of IGP/Auxiliary Personnel 6.1.1 The number of laborers on Job Order (JO) status and other hired personnel working in the IGPs/Auxiliary and other college/university offices shall be determined by the BOM. 6.1.2 Hiring of office personnel such as clerk, janitors, utility workers, security guards, etc. shall be the responsibility of the Director. 6.1.3 Project/Field Personnel (Laborers) shall be recommended by the Project In- charge to the BOM Chairman for consideration and approval. 6.1.4 There should be one (1) buyer for IGP/Auxiliary supplies and materials (Agri- based, non-agri-based and support services projects). 6.1.5 Contractual labor shall also be offered to the interested students with the existing hiring rate in the University. Student Assistant can also be tapped to provide labor to the projects. 6.1.6 Project In charge shall maintain laborers and/or can utilize student laborers that are paid with the existing student rate in the University subject to the approval of the BOM Chairman. 6.1.7 The Chairman of the BOM shall automatically be the Chairman of the Bidding Committee of Purchases of Inputs and sales of product and shall be involved in the financial management in coordination with the Accountant. 6.1.8 No Project In-charge shall be assigned to more than one project. 6.1.9 Project In-charge should desist from engaging in similar projects in and outside the school which are private in nature.

6.2.1 The operation of BDC is in accordance with the guidelines issued by the government (DBM, COA, Executive Orders, and Republic Act); 6.2.1.1 Business Development for Instruction Procedure CODE 001 6.2.1.2 Business Development for Research CODE 002 6.2.1.3 Agri- Based Projects CODE 003 6.2.1.4 Non Agri-Based Projects CODE 004 6.2.1.5 Procedures on Auxiliary Support Services CODE 005 6.2.1.6 Use of Farm Machineries and Equipment CODE 006 6.2.1.7 Procedures on Procurement – Refer to Procurement Procedure 6.2.1.8 Financial Management- Refer to Accounting Procedure 6.2.2 Hiring of machinery and equipment shall be allowed only if these are not available in the University. A request in this regard must be approved by the Director and BOM Chairman, copy furnished the University President.


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6.2.3 In case of critical project activity where there is labor shortage, pooling of manpower shall be done with the approval of the IGP Director. Hiring of contractual labor is also allowed under this situation. 6.2.4 Recording and monitoring of production 6.2.4.1 The project In-charge concerned shall record/tabulate harvest together with the assigned Security Guard upon completion of harvesting to be accomplished and signed by the In-charge. The form is to be accomplished in 4 copies, distributed as follows: one copy each to: Security Guard, Project In-charge, BOM Chairman, Farm Superintendent. 6.2.4.2 A consolidated project report/statement of operation shall be submitted to the Director who shall then submit to the University Management when required. For crops, the report has to be submitted at the end of the cropping period, whereas the reports of all projects should be submitted on a monthly/quarterly basis. 6.3 Financial Management 6.3.1 There should be a close coordination between the BOM Chairman, Accounting Office and BDC Director. 6.3.2 Remittances of all cash sales shall be to the Cashier‟s Office. 6.3.3 The BDC Director/Farm Superintendent may post a bond to enable him to cash advance not more than P100,000 as allowed by the Chief Accountant of the school.

6.4 Marketing and Product Disposal 6.4.1 Advertise schedules of selling of the products in bulletin boards of all units in the school. 6.4.2 Faculty, staff and students are given priority to buy the products at discounted prices. Outside buyers are also allowed to purchase products at commercial rates.

6.4.3 The prices of the products and services are determined by the BOM, Project In- charge and marketing in-charge. 6.5 Records And Recording System 6.5.1 Records regarding the operation of the project shall be kept by persons/offices engaged in the Program, using the prescribed format. They are necessary in monitoring and evaluating project‟s performance, and also serve as basis in making decisions, formulating policies and calculating incentives. 6.5.2 Three persons/offices should keep records of income and expenditure of the projects, namely: the Director, Division Manager, and the Accounting Office. 6.5.3 The records kept by the BDC Director are the following: 6.5.3.1 Farm plan and budget per project 6.5.3.2 Report of Allotment and Obligation (RAO) – This is reconciled annually with the Accounting Office 6.5.3.3 Status reports of projects by the Projects In-charge and Division Managers. 6.5.3.4 Semi-annual and annual reports 6.5.3.5 Copies of labor contract and lease contract 6.5.3.6 Copies of PR, PO, Abstract of Canvass, BUR (Budget Utilization Request) and vouchers 6.5.3.7 Copies of appointment of JO employees 6.5.3.8 Financial analysis report of the Project Analyst and Accounting Office 6.5.3.9 Cash Book (if she receives cash payments)

7.0 ATTACHMENT/FORMS 7.1 Forms for Crop Project 7.1.1 Form No. 01-Project Plan and Budget 7.1.2 Form No. 02-Gross and Net Yield 7.1.3 Form No. 03-Expense Record 7.1.4 Form No. 04 -Inventory of Inputs 7.1.5 Form No. 05-Weight Slip 7.2 Forms for Animal and Fishery


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7.2.1 Form No. 01-Project Plan and Budget 7.2.2 Form No. 02-Health Care and Management 7.2.3 Form No. 03-Feed Consumption and Weight Record 7.2.4 Form No. 04-Breeding Record 7.2.5 Form No. 05-Expense Record 7.2.6 Form No. 06-Monthly Inventory Record 7.2.7 Form No. 07-Inventory of Inputs

7.3 Forms for Support Services 7.3.1 Form No. 01-Project Plan and Budget 7.3.2 Form No. 02 -Daily Transaction Record 7.3.3 Form No. 03-Remittance Slip 7.3.4 Form No. 04-Daily Report of Sales Remittance 7.3.5 Form No. 05-Daily Report of Spoiled Merchandise 7.3.6 Form No. 06-Monthly Report of Remittance 7.3.7 Form No. 07-Inventory Report 7.3.8 Form No. 08-Income Statement 7.3.9 Form No. 09-Accounts Receivable Record


135

VEHICLE REQUEST

REVISION HISTORY


Number

0 Original Issue


CELFRANCIS T. CAYAON NILO V. BANLAWE ELSA P. MANARPAAC Motorpool In-charge Vice President for Admin & Finance President


136

VEHICLE REQUEST

1.0 PURPOSE 1.1 This is to standardize the procedure for request of University vehicle.

2.0 SCOPE

2.1 Request procedure of various vehicles of the University for official trips and educational activities.

3.0 REFERENCES

3.1 Vehicle Trip Ticket (VTT) 3.2 Fuel and Oil Withdrawal


TERMS DEFINITION

Administration Is the process or activity of management of the Western Philippines University Requesitioner Refers to personnel who request the University vehicles from all campuses of

Western Philippines University.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 University President /Officer In-charge 5.1.1 Responsible for approval of the request 5.2 Campus Administrator 5.2.1 Authorized representative of the President 5.3 Motorpool In-charge 5.3.1 Responsible for scheduling of vehicle trip ticket 5.3.2 Approve the request of the requesitioner

6.0 PROCEDURE 6.1 The requesitioner must fill out the Pre-Request of Vehicle Trip. 6.1.1 Time Departure (1) 6.1.2 Time Arrival (1) 6.1.3 Time Departure (2) 6.1.4 Time Arrival (3) 6.1.5 Departure Date/s 6.1.6 Drivers Name 6.1.7 Vehicle Plate No. 6.1.8 Vehicle Name 6.1.9 Requesitioner 6.1.10 Authorized Passengers 6.1.11 Purpose 6.2 The motorpool Office (Main Campus)/Campus Administrator Office (PPC Campus) prepare copies of Vehicle Trip Ticket Form. 6.3 The requesitioner Box and date must be filled up and signed. 6.4 Motorpool In-charge for approval as to the condition of vehicle. 6.5 University President/Campus Administrator for approval 6.6 Supply Office issues fuel and oil control number on Fuel and Oil Withdrawal Slip (FOWS).

7.0 ATTACHMENT/FORMS 7.1 Vehicle Trip Ticket 7.2 Vehicle Trip Log sheet


137

DRIVER’S POLICY

REVISION HISTORY


Number

0 Original Issue




138

DRIVER’S POLICY

1.0 PURPOSE 1.1 Explain that policies and/or procedures exist to promote the safe, legal, and responsible

use of vehicles operated for the benefit of university.

2.0 SCOPE 2.1 The policy and procedure applied by the university driver to university owned vehicles

for official business use/trip.

3.0 REFERENCES 3.1 Vehicle Trip Ticket (VTT) 3.2 FOWS

4.0TERMS AND DEFINITION

TERMS DEFINITION

Motorpool Is a group of vehicles used for a particular purpose and dispatched when needed.

Official Trip Trips approved by the University President and/or any authorized personnel with Vehicle Trip Ticket as document.

Preventive Maintenance Schedule A planned guideline from time-to-time to prevent equipment and machinery ( PMS) breakdown. The work carried out on equipment in order to avoid its

breakdown or malfunction. University Driver A person who is authorized to drive university vehicle.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 University Driver 5.1.1Responsible in driving the vehicle 5.1.2Conducting passengers and cargos 5.2 Mechanic

5.2.1Responsible in the repair and maintenance of the vehicle 5.3 Motorpool In-charge 5.3.1Responsible in the over-all operation of the Motorpool operation

6.0 PROCEDURE 6.1 Operation

6.1.1 Conduct Official Trip 6.1.1.1 Received approved Vehicle Trip Ticket 6.1.1.2 Prepare the vehicle to be used as early as possible. 6.1.1.3 Be on requesitioner pick-up place as early as possible. 6.1.1.4 Conduct trip as stated in the Vehicle Trip Ticket. 6.1.1.5 Give one (1) copy of VTT to the Main Gate guard post before leaving the

university. 6.1.1.6 After the trip, certification box must be signed by the Driver and the

requesitioner. 6.1.1.7 Withdraw fuel and oil from authorized station after official trip to

replace the consumed fuel. 6.1.1.8 Park the vehicle in designated parking area

6.1.2 Safe Driving Tips 6.1.2.1 Concentrate on the driving task. 6.1.2.2 Use good road manners. 6.1.2.3 Don‟t drive too fast or too close to the vehicle in front. 6.1.2.4 Remember the two-second rule (Allow more in adverse conditions). 6.1.2.5 Always park well off the road. 6.1.2.6 Don‟t take any unnecessary risks. 6.1.2.7 Know, understand and obey the road rules. 6.1.2.8 Always wear safety protective clothing supplied by the company.


139

DRIVER’S POLICY

6.1.2.9 REMEMBER - accident prevention is your responsibility. 6.1.2.10 Tip in accordance with operating procedure - if unsure DON’T. 6.1.2.11 Overhead obstructions/power lines

6.1.2.12 LTO policy requires that all drivers shall wear seat belts at all times when driving or travelling.

6.1.3 Driving hours

6.1.4 Speed

6.1.4.1 You should always drive at a speed appropriate to the conditions. You must also observe speed restrictions relevant to your vehicle configuration. 6.1.4.2 When travelling on unfamiliar roads, you should adjust the speed of the vehicle such that you are able to stop suddenly in the case of deviations, culverts and other hazards. 6.1.4.3 You should always follow posted signs that provide a guide to the condition and characteristics of the road. 6.1.4.4 Always reduce your speed in wet conditions – drive slowly, even if this results in delays to delivery and pick up schedules. 6.1.4.5 You should descend hills at sign posted truck speed and gear instructions, or in the gear you climbed the hill in. 6.1.4.6 Always observe the roadwork speed limits. 6.1.4.7 You should take corners at or below the speed indicated on the advisory sign. 6.1.4.8 Plan your trip well ahead to give you more reaction time and plenty of time to arrive safely. 6.1.4.9 Always observe the speed limit in depots, parking lots, rest areas, people‟s premises and work sites. 6.1.4.10 If you have been found travelling in excess of the applicable speed you will face disciplinary action. 6.1.5 Seat Belts

6.1.5.1 It is the responsibility of the driver to fully comply with Land Transportation Office requirements regarding the wearing of seat belts in all university vehicles whether wheeled or tracked. 6.1.6 Load Resistance

6.1.6.1 It is your responsibility to make sure the vehicle is appropriate for your load.

6.1.6.2 Any load must be stopped from moving or falling from a vehicle by indirect or direct methods, or a combination of both. 6.1.6.3 A safety check must be done at each driver rest stop, checking at least the following: 6.1.6.3.1 Tires 6.1.6.3.2 Couplings 6.1.6.3.3 Lights 6.1.6.3.4 Oil or water leaks 6.1.6.3.5 Load and load restraint. 6.1.6.4 Loading, Unloading & Queuing. 6.1.6.5 Wherever possible, when waiting to load or unload, attempt to take a

6.2 University Image rest break


140

DRIVER’S POLICY

6.2.1 Public Image 6.2.1.1 While behind the wheel of a vehicle bearing university identification,

you became a representative of the university. You will do the Following: 6.2.1.1.1 Should give courteous service to the public as expected by

the university 6.2.1.1.2 Good relations between the university and the public are

essential and only constant acts of courtesy by employees will maintain these good relations.

6.2.1.1.3 The use of propane or abusive language will not be tolerated.

6.2.2 Road Courtesy 6.2.2.1 Drive with consideration for others AT ALL TIMES and offer all other

traffic the same road courtesy that you expect from them. 6.2.2.2 All dangerous and negligent acts committed will be viewed seriously.

6.2.3 Vehicle Appearance 6.2.3.1 Vehicles should be maintained as to clean and tidy standards in

accordance with motorpool office policy. 6.2.4 Personal Appearance

6.2.4.1 Neat appearance is a personal pride and as representative of institution you should always present a good appearance.

6.2.4.2 You should be clean, neatly dressed at all times when on duty 6.2.5 Client Complaints

6.2.5.1 Do not take complaints personally and do not make excuses. 6.2.5.2 Do whatever you can to solve the problem. 6.2.5.3 If you cannot solve the problem contact your next authority within the

university. 6.2.6 Other Complaints

6.2.6.1 Do not complain about the university or its equipment to any client or member of the public.

6.2.6.2 All complaints should be immediately directed to your next level of authority within the university.

6.3 Incident Report 6.3.1 All incidents must be reported to the Motorpool Office/In-charge.

6.4 Statutory Requirements 6.4.1 Fines and Breaches

Speeding fines and other fines caused by non-adherence to the specific heavy vehicle traffic regulations shall be the responsibility of the driver. The university will pay fines relating to the vehicle‟s condition, or other matters outside the control of the driver.

6.4.2 Use of Mobile Devices 6.4.2.1 Under all circumstances, employees shall obey all motor vehicle laws.

Violations or fines incurred by employees shall be the full responsibility of the employee, and may affect future driving privileges in company. Vehicles as outlined above.

6.4.2.2 University prohibits use of the cell phone while driving if such use interferes with the vehicle's operation: One hand must be on the wheel at all times. Texting is forbidden. Dialing out should be done only from a safely parked position.

6.4.2.3 Hands-free cellular phones are subject to the same policy as the hand-held mobile devices. (No dialing out, texting or interfering with safe operation of the vehicle).

6.4.3 Unacceptable Performance/Behavior 6.4.4 Alcohol & Other Drugs

6.4.4.1 It is the company‟s policy to maintain a drug and alcohol free work environment. The use, sale, transfer, or possession of illegal drugs, or other illegal substances, is strictly prohibited at the job location. This also includes illegal or improper use of controlled substances.


141

DRIVER’S POLICY

6.4.4.2 Reporting to work under the influence of any such substance is strictly prohibited. Doing so, will result in the application of the relevant operations disciplinary procedures. In addition, compliance with any laws or regulations regarding the use or possession of alcohol, illegal drugs, or controlled substances by persons who operate motor vehicles is mandatory.

6.5 EMERGENCY RESPONSE 6.5.1 In the event of an Emergency:

6.5.1.1 Stop immediately and do not panic. 6.5.1.2 At all times, ensure your own safety. 6.5.1.3 If possible take action to minimize further injuries/illness and/or

damage. 6.5.1.4 Assist anyone who may be injured

(Wherever possible, First Aid should be provided by a certified First Aid attendant)

6.5.1.5 SEEK ASSISTANCE 6.5.1.5.1 If at a company or customer site, follow site emergency

procedures. If non-existent, contact a site official. 6.5.1.5.2 If on a public road, contact the Manager and await further

instruction. 6.5.1.5.3 IF ASSISTANCE IS NOT AVAILABLE. Call Police

Station/Authority 6.5.1.5.3.1 Be specific about the location and nature of the

emergency, and follow instructions given by the operator.

6.5.1.5.3.2 Comply with the requirements of any emergency authority that may assume responsibility for the scene.

6.5.2 Emergency Contact Information

Emergency Hotlines 911 (048) 434 9426 Ambulance +63 927 575 5477 +63 950 491 2599 (048)434 9887 PNP +63 977 855 7732 +63 939 902 7367 (048) 434 0012 Fire Department +63 925 707 7177 +63 977 855 1600

Motor pool Office +63 905 515 1783

+63 920 896 7077

7.0 ATTACHMENTS/FORMS 7.1 Preventive Maintenance Schedule

7.2 Vehicle Maintenance Log

7.3 Motorpool Parts and Supply Inventory


142

MOTORPOOL OPERATIONS

REVISION HISTORY


Number

0 Original Issue




143


1.0 PURPOSE

1.1 This manual has been established to ensure the responsible operation of university motorpool for all the university activities.

2.0 SCOPE 2.1 Daily time record 2.2 Personnel individual obligation 2.3 Daily repair and maintenance activity 2.4 Vehicle request 2.5 Job request 2.6 Parts requisition 2.7 Farm tractor and implements 2.8 Driver operation

3.0 REFERENCES 3.1 Leave Form 3.2 Purchase Request 3.3 RIS


TERMS DEFINITION

Farm Equipment Operator A person who is authorized to use farm equipment. Machinist A person who operates a machine, especially a machine tool. Mechanic A person who repairs and maintains machinery. Motorpool Is a group of vehicles used for a particular purpose and dispatched when needed. Preventive Maintenance Schedule A planned guideline from time-to-time to prevent equipment and machinery (PMS) breakdown. The work carried out on equipment in order to avoid its breakdown or malfunction. University Driver A person who is authorized to drive university vehicle.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Motorpool In-charge 5.1.1Responsible in over-all operation of the Motorpool 5.2 Mechanic 5.2.1Responsible in the repair and maintenance of the vehicle 5.3 University Driver 5.3.1Responsible in driving the vehicle 5.3.2 Responsible in conducting passengers and cargos 5.4 Farm Equipment Operator 5.4.1Responsible for driving farm equipment 5.5 Machinist 5.5.1Responsible for repair and operates machines

6.0 PROCEDURE 6.1 Daily Time Record 6.1.1All personnel must log and sign their time in and time out in the attendance log book. 6.1.2 Motorpool In-charge will write the name of personnel and mark it: 6.1.2.1 “OB” if the personnel is on official trip/business 6.1.2.2 “LEAVE” if the personnel is on leave. 6.2 Workplace Housekeeping 6.2.1 All personnel 6.2.1.1 Perform cleaning activity fifteen (15) minutes before and after work. 6.2.2 Motorpool Office


144


6.2.2.1 Prepare assignment area for cleaning and schedule a once a month clean-up within motorpool vicinity if necessary.

6.3 Repair And Maintenance 6.3.1 Mechanic

6.3.1.1 Check the daily repair request and scheduled preventive maintenance.

6.3.1.2 Do repair as requested or as scheduled in PMS. 6.3.1.3 Report to the motorpool office if there are parts needed in the

machine or any problem found that needed immediate action. 6.3.1.4 Report to the motorpool In-charge if the equipment or vehicle not

run or operate. 6.3.2 Farm Equipment Operator

6.3.2.1 Perform preventive maintenance on assigned equipment and implements.

6.3.2.2 Request to the motorpool office a mechanic if repair is needed. 6.3.2.3 Assist the mechanic in the repair and maintenance of equipment.

6.3.3 University Driver 6.3.3.1 Perform preventive maintenance on designated vehicle. 6.3.3.2 Request from motorpool office if there are parts needed or to be

replaced. Assist the mechanic in the repair and maintenance of vehicles.

Receive order from motorpool office for any machining/fabrication in the maintenance of machines.

6.3.4.2 Assist all the personnel in repair and maintenance. 6.2.5 Motorpool In-charge

6.3.5.1 Received request from personnel about repair and maintenance. 6.3.5.2 Prepare a Purchase Request if there are parts needed 6.3.5.3 Assign the requested repair to the mechanic. 6.3.5.4 Assist all the personnel in the repair and maintenance of equipment

and vehicles. 6.4 Operation

6.4.1 Machinist

6.4.1.1 Job Request 6.4.1.1.1 Receive from motorpool office a job order request. 6.4.1.1.2 Do a job order request. 6.4.1.1.3 Log in job order request form if job is finished. 6.4.1.1.4 Prepare a billing if request is not for motorpool use. 6.4.1.1.5 Submit a report on the job done to the office. 6.4.1.2 Everyday activity 6.4.1.2.1 Receive a request from motorpool office. 6.4.1.2.2 Repair and fabricate parts as requested 6.4.1.2.3 Log the finish job/activity as record 6.4.1.2.4 Assist in the motorpool operation at all times. 6.4.2 Mechanic

6.4.2.1 Everyday activity 6.4.2.1.1 Perform housekeeping. 6.4.2.1.2 Receive from motorpool office the daily, weekly and monthly task/activity. 6.4.2.1.3 Perform repair and maintenance as scheduled. 6.4.2.1.4 Assist motorpool operation at all times. 6.4.2.1.5 Log the accomplished task or activity every day. 6.4.2.2 Emergency Repair 6.4.2.2.1 Within the University

Examine the problem of unit. Prepare necessary tools needed. Repair the unit on location


6.3.3.3

6.3.4 Machinist 6.3.4.1

145


If repair is not doable send the unit to the motorpool.

6.4.2.2.2 Out of Town Examine the problem of unit through

communication. Prepare necessary tools, parts and towing

equipment if needed. Request from motorpool office a vehicle to send to

the location. Repair the unit if doable, if not tow the vehicle to

the motorpool. Report to the office the problem.

6.4.3 Farm Operator 6.4.3.1 Everyday Activity

6.4.3.1.1 Perform housekeeping on motorpool. 6.4.3.1.2 Perform walk around inspection. 6.4.3.1.3 Perform standard operating procedure of vehicle or

equipment. 6.4.3.1.4 Receive the requested job/task from motorpool office. 6.4.3.1.5 Do assign task or activity. 6.4.3.1.6 If there is problem encountered, report to the motorpool

office as soon as possible. 6.4.3.1.7 Log the duly accomplished task or activity

6.4.4 University Driver 6.4.4.1 Everyday Activity

6.4.4.1.1 Perform housekeeping on motorpool. 6.4.4.1.2 Perform walk around inspection. 6.4.4.1.3 Perform standard operating procedure on driving vehicle

or equipment. 6.4.4.1.4 Received accomplished VTT with FOWS. 6.4.4.1.5 Conduct the request official trip. 6.4.4.1.6 If there is problem encountered during the trip, report to

the motorpool office as soon as possible. 6.4.5 Motorpool In-charge

6.4.5.1 Prepare Report

6.4.5.1.1 Annual

6.4.5.1.1.1 Annual Preventive Maintenance Schedule 2nd

Week of December 6.4.5.1.1.2 CY Annual Office Report 1st Week of December and submit to the Planning Office 6.4.5.1.2 APP/PPMP of Motorpool Office and submit to the procurement or budget office earlier than September. 6.4.5.1.3 Monthly 6.4.5.1.3.1 Wearing of Uniform. 6.4.5.1.3.2 Accomplishment. 6.4.5.1.3.3 Petty Cash Replenishment.

6.4.5.2 Daily Activity

6.4.5.2.1 Perform housekeeping on motorpool office. 6.4.5.2.2 Vehicle Request

6.4.5.2.2.1 Receive vehicle request from Requisitioner 6.4.5.2.2.2 Prepare and print VTT. 6.4.5.2.2.3 Schedule the VTT in Trip Log Book. 6.4.5.2.2.4 Give the VTT to the requisitioner for processing

and approval. 6.4.5.2.3 Job/Repair Request

6.4.5.2.3.1 Check the request Job/Repair Log Book.


146


6.4.5.2.3.2 Assign request repair/job to the concerned person.

6.4.5.2.4 Parts Request 6.4.5.2.4.1 Check the Parts Request Sheet. 6.4.5.2.4.2 If parts are for emergency, purchase parts thru

Petty Cash Fund as needed and prepare necessary documents for replenishment.

6.4.5.2.4.3 If parts are not for emergency use, prepare a Pre-Repair Inspection and Purchase Request then submit to the Procurement Office.

6.4.5.2.5 Petty Cash Fund 6.4.5.2.5.1 Monitor the daily petty cash fund expense 6.4.5.2.5.2 Write the actual expenses on the record book.

6.4.5.2.5.3 If the expenses is 75% from total fund, replenish the expenses with following documents:

Official Receipt RPPCV PCV PR

RFQ IRS

IAR WMR

6.4.5.2.5.4 Submit to the Procurement Office, Supply Office, Budget Office and Accounting Office.

6.4.5.2.6 Supervision 6.4.5.2.6.1 Monitor daily activity of the personnel 6.4.5.2.6.2 Inspect the safety of all the equipment, vehicle, machine and parts before and after work. 6.4.5.2.6.3 Prepare a report about the incident happened during office hour or within the operation, trip.

6.4.5.2.7 Assist in motorpool activity at all time. 6.4.5.3 Weekly Activity 6.4.5.3.1 Follow-up the status of Purchase Request from Procurement. 6.4.5.3.2 Consolidate Parts Request and prepare Purchase Request.

6.5 Parts Storage

6.5.1 New

6.5.1.1 Receive Supply with RIS from Supply Office. 6.5.1.2 File copy RIS to the Motorpool Office 6.5.1.3 Write the parts received in the Motorpool Supply Inventory. 6.5.1.4 Store the supply securely in the Motorpool Storage. 6.5.1.5 If the supply is requested by the personnel, write the name, supply name, date then sign in the Motorpool Supply Inventory. 6.5.2 Waste Material

6.5.2.1 If there is waste material put a Tag or a Tape then write the Name of the parts, date replaced, where it used and then sign.

6.5.2.2 Keep the waste material on the Motorpool Storage until it is turned over to the Supply Office.


7.1 Attendance Log Book 7.2 Vehicle Trip Ticket (VTT) 7.3 Preventive Maintenance Schedule 7.4 Motorpool Parts and Supply Inventory


147

PREVENTIVE MAINTENANCE

REVISION HISTORY


Number

0 Original Issue




148

PREVENTIVE MAINTENANCE

1.0 PURPOSE

1.1 To provide information regarding preventive maintenance, this is essential for the safe and efficient operation of vehicle and equipment.

2.0 SCOPE 2.1 Provides immediate and long-range repairs to the physical structure and equipment through programs such as: 2.1.1 Ongoing 2.1.2 Seasonal 2.1.3 Preventive 2.1.4 Inventory

3.0 REFERENCES 3.1 Purchase Request 3.2 RIS


TERMS DEFINITION

Preventive Maintenance Schedule A planned guideline from time-to-time to prevent equipment and machinery (PMS) breakdown. The work carried out on equipment in order to avoid its

breakdown or malfunction.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Motorpool In-charge 5.1.1 Responsible in over-all operation of the Motorpool 5.2 Motorpool personnel 5.2.1 Responsible for driving, operations, repair and maintenance of vehicle and farm machineries and equipment

6.0 PROCEDURE 6.1 Planning 6.1.1 The motorpool office prepares a PMS for the next year inline to PPMP preparation 6.1.2 Schedule the plan for the weekly and monthly activity. 6.1.3 Request spare parts needed one (1) month before the PMS. 6.2 Implementation 6.2.1 The motorpool office monitors the PMS at the PMS Plan 6.2.2 The driver, mechanic and other concerned personnel implement the Preventive Maintenance Schedule. 6.2.3 Motorpool office provides parts needed for PMS 6.2.4 Prepare a report on the implemented PMS.

7.0 ATTACHMENTS/FORMS 7.1 Preventive Maintenance Schedule 7.2 Vehicle Maintenance Log 7.3 Motorpool Parts Inventory


149

DOCUMENT ISSUANCE PROCEDURE

REVISION HISTORY


Number

0 Original Issue


BERNARDO S. OCAMPO NILO V. BANLAWE ELSA P. MANARPAAC Physical Plant Supervisor Vice President for Admin & Finance President


150

DOCUMENT ISSUANCE PROCEDURE

1.0 PURPOSE

1.1 This procedure describes the policies and procedures for any documents that will be issued or given (as requested by client) from the office.

2.0 SCOPE 2.1 This procedure covers the policies and responsibilities of the office for any documents that will be issued or given (as requested by client) from the office.

3.0 REFERENCES


Document Is a written, drawn, presented, or memorialized representation of thought. The word originates from the Latin word documentum, which denotes a “teaching” or “lesson”. The verb “doceo” denotes “to teach”. In the past the word was usually used to denote a written proof useful as evidence of a truth or fact.

Issuance The action of supplying or distributing something, especially for official purposes.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Physical Plant Personnel

5.1.1Responsible for the issuance of any engineering related document that the client requests for legal purposes it may serve. 5.1.2Assures that the document being issued is correct and approved. 5.1.3Reserves the right to refuse from the client‟s request if found not appropriate (for agencies not covered by the university). 5.2 Client

5.2.1Responsible to submit his/her signed Letter of Request as part of the office documentation.

6.0 PROCEDURE 6.1 Request for the issuance of document needed.

6.1.1Submit signed Letter of Request.

6.1.2 Subject for approval by the head of the office.

6.1.3 Once approved; fill-out the issuance slip signed by the office head.

6.2 Issuance of document requested

6.3 Record safe keeping.

7.0 ATTACHMENT/FORMS 7.1 Issuance Slip Form


151

ENGINEERING TECHNICAL DOCUMENT PREPARATION

REVISION HISTORY


Number

0 Original Issue




152


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparing engineering technical

document for a certain proposed and or repair and maintenance project.

2.0 SCOPE 2.1 This procedure covers the process of responsibilities of the office during the preparation

of engineering technical documents for a certain proposed or having approved project or any repair and maintenance project that will undergo small value procurement and/or bidding.

3.0 REFERENCES

3.1 Government Procurement Policy Board (GPPB) Forms 3.2. RA 9184


TERMS DEFINITION Computer Aided Design (CAD) An application that aides in drafting drawings. Detailed Estimate (DE) Is a form containing the detailed description of each material, labor and

equipment utilization. Bill of Quantities (BOQ) Is the summary of the detailed estimate. Program of Works (POW) Is the form summary of the proposed project or to be implemented project. Approved Budget for the Contract Refers to the budget for the contract duly approved by the HOPE, as provided (ABC) for in the General Appropriation Act (GAA), continuing, and automatic

appropriations, in the case of national government agencies (NGAs).

RA 9184 Government Procurement Reform Act.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1.1 Responsible for the preparation of designs and plans of the structure that a

certain office is proposing. 5.1.1.1 The Draftsman prepares and signs the engineering drawings proposed

by the client approved by the Head of the Office and the University President.

5.1.1.2 The Head of the Office and the project engineers (civil or electrical engineer) are responsible for the planning and design of the proposed project.

5.1.1.3 The quantity estimator is responsible for the quantity estimates needed on a certain project proposal.

5.1.1.4 The secretary of the office is responsible for the dissemination of the approved engineering technical documents to the clients and other offices of the university that need the document for any legal purposes.

5.1.2 Assures that the specifications of the structure conforms to the standard and what the end user requires.

5.1.3 Responsible for the engineering survey works if required for planning and design stage of the project proposed by a certain office in the university.

5.1.4 Provides structural analysis to structures that will be required by the LGU for the building permit issuance.

5.1.5 Responsible in the preparation of detailed estimate having correct and prevailing prices with a little margin of discrepancy in the estimate of labor and materials quantity of the project to be utilized.

6.0 PROCEDURE

6.1. Request for Technical Engineering Designs and Estimate 6.1.1. Logs his/her issues and concerns in the log book provided in the office.

6.1.2. Fills-out the construction/repair form (refer to the forms below).

6.1.1.1 Construction/R

epair Form for Building Structure Works


153


6.1.1.2 Construction/Repair Form for Electrical Works

6.1.1.3 Construction/Repair Form for Water, Plumbing, and Sanitary Works

6.1.3. Schedules the inspection date and time together with the concerned offices‟

personnel.

6.2. Validation and inspection of site and/or structure.

6.2.1. Conducts engineering survey if necessary or required.

6.2.2. Gathers data needed for designing.

6.3. Engineering technical document preparation.

6.3.1. Preparation and completion of engineering drawings. Drawing completion and

furnishing may take 1 day to 3 weeks depending on the type of proposal the

client is proposing. Structures that require structural analysis require longer

time of completion.

6.3.2. Preparation of detailed estimates, bill of quantities, program of works, bar

chart, s-curve. These documents will usually be completed and printed by the

estimator ranging from 1 day to 2 weeks depending on how big the project

proposal is.

6.3.3. Approval and signing. The document‟s preparer signature as well as the head of

the office may only take half day to 1 day of completion (given the chance that

he/she is not on travel or on-leave). While signature from the end user and the

head of the university will also take half day to 1 day (assuming that she/he is

not on travel, too).

6.4. Submission of approved engineering plans and estimate

6.4.1. Approved engineering plans and estimates will be submitted to the Budget

Office right after the completion of signatures for funding.

6.4.2. Approved engineering plans and estimates will be submitted to the

Procurement Office right after the completion of signatures for posting.

6.5. Filing of approved technical engineering plans and estimates for archiving and implementation purposes.

7.0 ATTACHMENT/FORMS 7.1 Standard Block Form for Engineering Drawings 7.2 Detailed Estimate Form 7.3 Bill of Quantities Form 7.4 Program of Works Form 7.5 Summary of Case Form 7.6 Approved Budget Costing Form


154

PROGRESS BILLING

REVISION HISTORY


Number

0 Original Issue




155

PROGRESS BILLING

1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparing a progress billing of

a certain project by contracting.

2.0 SCOPE 2.1 This procedure covers the responsibilities of the office during the preparation of

progress billing and issuance of necessary engineering related documents to process the billing.

3.0 REFERENCES

3.1 Government Procurement Policy Board (GPPB) 3.2. RA 9184 Guidelines


TERMS DEFINITION

Contractor Is one who undertakes to perform a work or service, or supply goods for a public or private entity.

Inspectorate Team Was created based from the Section 27 of Presidential Decree 898. The law mandated agency heads to install, implement and monitor a sound system of Internal Control. In pursuance of that mandate, the Commission On Audit came up with COA Circular No. 77-48 sometime in 1977 and one of the provisions of the Circular is the creation by the Head of Agency of an Internal Control System which shall monitor the internal control system of the agency in relation to the proper functioning of controls over its resources and the effective protection and use of its assets.

Progress billings Series of invoices/vouchers prepared at different stages in the process of a major project to seek payment for the percentage of work that has been completed so far. A progress billing shows the original contract amount and any client-approved changes to that amount.

Statement of Work Is a form used by the contractor during the request of progress billing that will Accomplishment (SWA) be validated by the inspectorate team during inspection. Voucher Is a term used at COA for a compilation of approved documents following the

checklist provided before payment is made. The term voucher is also synonymous to “receipt” and is often used to refer to receipts as evidence of.


5.1 Physical Plant Personnel

5.1.1 Responsible in assisting the contractor for his/her request for progress billing.

5.1.2 Responsible in assisting/giving technical assistance to the Inspectorate Team

during inspection in all aspects of engineering related questions that requires

answers.

5.1.3 Responsible in the issuance of all engineering related documents to the

Accounting Office as compliance of the checklist provided for each case of

progress billing the voucher requires.

5.1.4 Responsible in safe keeping for records of any approved engineering related

documents.

5.2 Inspectorate Team

5.2.1 Is responsible for scheduling the dates and time of inspection to be conducted.

5.2.2 Responsible for the validation and approval of the contractor‟s request of

his/her physical progress percentage.

5.2.3 Responsible in assuring that there are no unwanted item of works or have no

faults during the final inspection; if observed create a “punchlist”.

5.3 Contractor

5.3.1 Responsible in communicating to the office for his/her progress billing.

5.3.2 Assures that his/her presence is available during the conduct of inspection.


156

PROGRESS BILLING

5.3.3 Responsible in delivering any necessary document in his/her sides as requirements found in the checklist for a faster transaction.

5.3.4 Responsible for the follow-up of his billing in the respective offices. 6.0 PROCEDURE

6.1 The Office assists the Contractor and Inspectorate Team during the request of progress billing. 6.1.1 Contractor submits a letter of request for inspection and Statement of Work

Accomplishment. 6.1.2 If the inspection is made in the external campus, follow the procedure in

requesting service vehicle. 6.1.3 Schedule the date and time of inspection. 6.1.4 Inform contractor for the approved scheduled date and time of the inspection.

6.2. Conducts inspection. 6.2.1. Prepares final Statement of Work Accomplishment and Inspection Report as

approved by the Inspectorate team. 6.2.2. For the final billing, once the project reaches 95% completion, the contractor

requests for the last inspection from the Inspectorate Team. The inspection requires a “punchlist” if there will be unsatisfied jobs observed during inspection.

6.3. Issuance of approved engineering related documents as required by the voucher‟s checklist. 6.3.1. For first and 2nd to the last billing, issue the prescribed documents in the

checklist provided by the Accounting Office. Refer to procurement procedure for progress billing.

6.3.2. As for the “punchlist”, after it is signed by the Project Engineer and Inspectorate Team, a furnished copy will be given to the contractor to complete the findings observed then request for the final inspection as well as for the final billing.

6.3.3. Issue the prescribed documents in the checklist provided by the Accounting Office. Refer to procurement procedure for progress billing.

6.4. Records safe keeping. Important documents that pertaining the start and completion of the project must be filed for documentations.


7.1 Statement of Work Accomplishment Form 7.2 Inspection Report Form 7.3 Punchlist Form


157

PROJECT SUPERVISION OF ON-GOING PROJECTS BY CONTRACTING

REVISION HISTORY


Number

0 Original Issue




158


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in supervising an on-going project

by contract procured through public bidding or by small value procurement whether a newly constructed structure or a repair and maintenance of a structure is made.

2.0 SCOPE

2.1 This procedure covers the responsibilities of the office during the execution of contract of bidding for any construction or repair and maintenance of a certain structure by contract is made.

3.0 REFERENCES

3.1 Government Procurement Policy Board (GPPB) 3.2 RA 9184 – otherwise known as the “Government Procurement Reform Act,” for the

purpose of prescribing the necessary rules and regulations for the modernization, standardization, and regulation of the procurement activities of the Government of the Philippines (GoP).


TERMS DEFINITION Contract “A meeting of minds between two persons whereby one binds himself, with

respect to the other, to give something or to render some service.” Article 1305, New Civil Code, Republic Act No. 386 • A promise or a set of promises for the breach of which the law gives a remedy, or the performance of which the law in some way recognizes a duty. • An agreement, upon sufficient consideration, to do or not to do a particular thing. • A promise enforceable by law.

Contract Completion Is the project sign-off or acceptance of the project/goods by the end-user. Contract Implementation Is the execution of a contract, covering the following milestones: effectivity of

the contract; contractor‟s performance of his contractual obligations; procuring entity‟s performance of its contractual obligations, as specified in the contract; final acceptance or project sign-off; all other related activities; and payment by the Procuring Entity.

Contract Termination Is an ending of the contract prior to its completion. Contractor One who undertakes to perform a work or service, or supply goods for a public

or private entity.

Defects and Liability Refers to the period from the date of issuance of Certificate of Completion of the works as certified by the owner up to the date within which, the contractor shall still be liable for defects, shrinkage or other faults as determined by the owner. The contractor shall execute all such work needed to amend, reconstruct, or remedy at his own cost.

Public bidding Refers to a method of procurement which is open to participation by any interested party and which consists of the following process: advertisement, pre-bid conference, eligibility screening of prospective bidders, receipt and opening of bids, evaluation of bids, post-qualification, and award of contract. For purposes of, and throughout the Implementing Rules and Regulations, the terms “Competitive bidding” and “Public bidding” shall have the same meaning and shall be used interchangeably.


159



5.1.1 Responsible for insuring the project execution of the contractor following the approved designs, specifications and duration of the project harmonizing with the standards and quality of work until completion.

5.1.2 Assures that the contractor follows the set of procedures once engaged in the contract, thus compliance with the permits and requests before the execution of work is a must to do things and is guaranteed by the office.

5.1.3 Responsible in assisting the contractor‟s engineers on site during the implementation of the project for their concerns regarding the project.

5.1.4 Responsible in safe keeping and issuance of precise forms to be used during the actual construction of the project as documentations.

5.1.5 Responsible in assisting/giving technical assistance to the inspectorate team during the progress billing and final inspection of the project.

5.2 Contractor 5.2.1 Is responsible for the proper and quality execution of the contract following the

approved design and specifications in the engineering plans up to its completion.

5.2.2 Is responsible for requesting necessary permits or approval from the owner required before executing a certain job from the contract.

5.3 End-user 5.3.1 Is responsible for giving information for any deviations in the execution of the

structure or goods not observed by the office in order to avoid unwanted outcome that may affect its usage/function once turned-over to them.

6.0 PROCEDURE

6.1 Project monitoring. Monitors the project and the contractor from the beginning to completion. The tasks aims to complete the project in accordance with the standard and approved technical plans and specifications of the project as well to ensure that the project will be completed based on the approved date of completion. 6.1.1 Issuance and approval of permits prior to contractor‟s execution of task

6.1.1.1 Request for excavation work 6.1.1.2 Request for Bar bending/splicing 6.1.1.3 Request for Concrete Pouring 6.1.1.4 Request for Electrical Installation (fixtures) 6.1.1.5 Request for Plumbing Installation (fixtures) 6.1.1.6 Request for Architectural Installation (finishing)

6.1.2 Facilitation of Variation Change Order/Additional Works. Those items of work not included in the approved program of works but necessary to complete and or enhance the project maybe made following the RA 9184‟s guidelines. (Refer to Variation Order Procedure).

6.2 Assists the contractor, inspectorate team and the end-user in technical queries while executing his contract until completion.

6.2.1.1 In case of un-anticipated circumstances, the office may issue a “Suspension Order” to insure the safety or quality of work or in one way or another, the “contractor” may request for suspension of work but with a justifiable reason.

6.2.1.2 Once the situation is all right, a “Resume Order” will be issued by the office or may be requested by the “contractor”.

6.2.1.3 Assists the inspectorate team and the contractor during progress billing requests and inspection (from 1st billing to final billing). (Refer to Progress Billing Procedure).

6.3 Acceptance. Once project is accepted, the office is responsible for assisting the end-user for the “Operation and Maintenance” of the Structure.

7.0ATTACHMENT/FORMS

7.1 Concrete Pouring Permit

7.2 Suspension Order Form

7.3 Resume Order Form


160

REPAIR AND MAINTENANCE BY ADMINISTRATION

REVISION HISTORY


Number

0 Original Issue




161


1.0 PURPOSE 1.1 This procedure best describes the policies and procedures from the inspection of

defective structure or equipment (referring to electrical matter) from the preparation of technical documents up to the execution and completion of repair and maintenance job.

2.0 SCOPE

2.1 This procedure covers the responsibilities of the office from the preparation up to the execution and completion of repair and maintenance of a certain structure or equipment (referring to electrical matter) that will be made by administration.

2.2 This procedure may however not applicable for those repair and maintenance works that requires an external contractor to complete the job.

3.0 REFERENCES

3.1 Government Procurement Policy Board (GPPB) Forms 3.2. RA 9184 Policies and Forms


TERMS DEFINITION Bill of Quantities (BOQ) Summary of the Detailed Estimate Client or End-user All offices of the university that need assistance from physical plant office. Detailed Engineering Plan Consists of architectural, structural, electrical and plumbing drawings. Detailed Estimate (DE) Form which contains the detailed description of each material, labor and

equipment utilization.

Program of Works(POW) Is the form summary of the proposed or to be implemented project. RA 9184 Government Procurement Reform Act Repair and maintenance by Refers to internal task done by the physical plant personnel. Administration

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Project engineers (civil or electrical engineer) 5.1.1 Responsible in planning and designing of the client‟s issues and concern in his/her structure. 5.2 Draftsman 5.2.1 Prepares and signs the engineering drawings proposed by the client approved by the Head of the Office and the University President. 5.3 Quantity estimator 5.3.1 Responsible for the quantity estimates needed on a certain project proposal. 5.4 Secretary of the office 5.4.1 Responsible for the dissemination of approved engineering technical documents to the clients and other offices of the university that need the document for any legal purpose. 5.5 Skilled personnel (carpenter, plumber, and electrician) 5.5.1 Responsible for the execution and completion of repair on site. 5.6 Head of the Office 5.6.1 Monitors his/her personnel that the completion of repair will be on time and with quality to assure that the client will always be pleased. In case that problem arises, he/she now assists his personnel. 5.7 Requesting parties 5.7.1 Those clients seeking for repair and maintenance of their structures.

6.0 PROCEDURE 6.1. Request for repair and maintenance job

6.1.1. Logs his/her issues and concerns in the log book provided in the office.

6.1.2. Fills-out the construction/repair form (refer to the below forms below).


162


6.1.1.1 Construction/repair form for building structure works 6.1.1.2 Construction/repair form for electrical works 6.1.1.3 Construction/repair form for water, plumbing, and sanitary works

6.1.3. Schedules the inspection date and time together with the concerned office personnel.

6.2. Inspection of structure requested by the client for repair and maintenance. 6.2.1. If minor repair is needed and materials are available at warehouse:

6.2.1.1. Physical plant office will schedule and issue an approved Job Order

for the concerned personnel needed for that repair.

6.2.1.2. Concerned personnel proceeds to repair. 6.2.1.3. Once the work is completed the concerned personnel in job order will

submit the Job Order Completed report forms (refer to attached

forms). 6.2.1.4. Turn-over and acceptance of the repair and maintenance task from

the end user.

6.2.2. If there are materials needed to purchase: 6.2.2.1. Concerned office will submit letter for the availability of their fund

signed by Budget Officer/Accounting Office (either of the two offices

depending where their budget comes from). 6.2.2.2. Physical Plant office will prepare the Program of Works, Drawings (if

needed), and purchase request. 6.2.2.3. Submit a copy of (a) Program of Works, (b) drawings, (c) Purchase

request, (d) letter of availability of their fund to Procurement Office

for attachment in purchasing of materials.

6.2.2.4. Follow procurement procedure. 6.2.2.5. Follow inspection and acceptance procedure. 6.2.2.6. Schedule and issue Job Order for the concerned personnel needed for

that repair. 6.2.2.7. Once the work is completed, the concerned personnel in job order will

submit the Job Order Completed Report form (refer to attached

forms). 6.2.2.8. Turn-over and acceptance of the repair and maintenance task from

the end user.


7.1 Repair Request Form for Building Structure Works 7.2 Repair Request Form for Electrical Works 7.3 Repair Request Form for Water, Plumbing, and Sanitary Works 7.4 Standard Block Form for Engineering Drawings 7.5 Detailed Estimate 7.6 Program of Works 7.7 Job Order Form


163

UTILITY AND GROUND MAINTENANCE

REVISION HISTORY


Number

0 Original Issue




164

UTILITY AND GROUND MAINTENANCE

1.0 PURPOSE

1.1 This procedure describes the policies and procedures in maintaining the university ground premises to assure a safe and clean campus.

2.0 SCOPE 2.1 This procedure covers the process of responsibilities of the office during the maintenance of the university ground premises. 2.1.1Follows the annual plan for ground maintenance. 2.1.2Caters the request of some clients for urgent ground maintenance for a certain activity. 2.2 This procedure does not cover ground maintenance outside the university premises.

3.0 REFERENCES


TERMS DEFINITION

Ground Maintenance Refers to keeping the outdoor environment/grounds healthy clean, safe, attractive and orderly. This includes placement and removal of tarpaulins.

Ground Maintenance Worker Is someone who provides pleasant outdoor environment by ensuring that the grounds of houses, businesses, and parks are attractive, orderly, and healthy.

Utility Is an economic term introduced by Daniel Bernoulli referring to the total satisfaction received from consuming a good or service.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1. Physical Plant Office 5.1.1. Responsible for the proper scheduling of activities that the ground personnel follows in cleaning. 5.1.2. Assures that every lawn in the university is properly maintained. 5.1.3. Responsible for the proper care of equipment making sure that it will be available at all times maximizing its life span service.

6.0 PROCEDURE 6.1. Create semi-annual plan for utility and ground maintenance of the university campus.

6.1.1. Identifying and scheduling of areas to be maintained. 6.1.2. Listing of supplies/tools to be used included on the APP (Annual Procurement

Plan). 6.1.3. Refer to procurement procedures for the procuring of supplies and equipment. 6.1.4. Refer to inspection and acceptance procedures for the receiving of supplies and

equipment. 6.2. Execution of ground maintenance as scheduled on semi- annual plan. 6.3. For requested ground cleaning and improvement of different colleges, offices and

organization inside the campus premises, the following should be done: 6.3.1. Logs his/her issues and concerns in the log book provided in the office. 6.3.2. Submits an approved letter of request. 6.3.3. Execution of ground maintenance as requested.

6.4. Report and records keeping. 6.4.1. Submits accomplishment report every 15th and 30th day of the month.


7.1 Semi-annual scheduling form 7.2 Accomplishment report form


165

VARIATION ORDER PREPARATION

REVISION HISTORY


Number

0 Original Issue




166


1.0 PURPOSE 1.1 This procedure describes the policies and procedures in preparing a variation order of a

certain project by contracting.

2.0 SCOPE 2.1 This procedure covers the responsibilities of the office during the preparation of

variation order by contract procure through public bidding for any construction or repair and maintenance of a certain structure by contract.

3.0 REFERENCES

3.1 Government Procurement Policy Board (GPPB) 3.2. RA 9184 Guidelines and Forms


TERMS DEFINITION

Additional/Extra Work Order Covers theintroduction ofnewwork necessary for the completion/improvement or protection of the project which is not included as item of work in the original contract.

Change Order Covers any increase/decrease in quantities of original work items in the contract.

GPPB Government Procurement Policy Board

Variation order Refers to any increase/decrease in quantities within the general scope of the project as bid and awarded, in any of the following aspects:

1. Introduction of new work items that are not included in the original contract; or

2. Reclassification of work items that are either due to change of plans, design or alignment to suit actual field conditions resulting in disparity between the preconstruction plans used for purposes of the bidding and the “as staked plans” or construction drawings prepared after a joint survey by the contractor.


5.1.1 Responsible in identifying the quantity or additional item of works to be requested and to provide the exact computation, detailed estimate and itemized cost of revision of the variation order as basis of BAC‟s approval.

5.1.2 Responsible in assisting/giving technical assistance to BAC during the request of variation order.

5.1.3 Responsible in safe keeping of records and issuance of approved variation order to contractor.

6.0 PROCEDURE

6.1 Request for variation order. 6.1.1 The physical plant office or the contractor identifies and computes the quantity

or item of works to be requested. 6.1.2 Writes and furnishes the computation based from the standard forms specified

by the office. 6.1.3 The physical plant office or the contractor requests from Bids and Awards

Committee for a variation order approval. 6.2 BAC‟s approval for variation order. Follow procurement procedure in approving a

variation order. 6.3 Keeping of file for record and monitoring purposes

6.3.1 Furnish the contractor a copy of approved variation for execution. Follow procedure for issuing engineering and related documents from the office.

6.3.2 Keep a file in the office of the approved variation order.


167


7.0 ATTACHMENT/FORMS 7.1 Variation (Change or Extra) Order Forms 7.2 Itemized Cost of Revision Form 7.3 Bill of Quantities Form


168

EMERGENCY PREPAREDNESS

REVISION HISTORY


Number

0 Original Issue


ADONIS A. MOGOL NILO V. BANLAWE ELSA P. MANARPAAC Safety Officer Vice President for Admin & Finance President


169


1.0 PURPOSE 1.1 The Emergency preparedness procedure covers all activities within and outside the

campus to reduce risk, provide immediate response and give proper emergency management care.

2.0 SCOPE

2.1 The procedure applies to all WPU staff, faculty and student of all department, colleges, establishments, workplace and other campus facilities.

3.0 REFERENCES 3.1. WPU Disaster Risk Reduction Guidelines


TERMS DEFINITION

Accident Shall mean an unplanned or unexpected occurrence that may not or result in personal injury, property damage, work stoppage or interference or any combination thereof;

Hazard Is defined as a physical situation with a potential for human injury, damage to property, the environment or combination thereof or it can be an incident without or inadequate control applied;

Hazardous Establishment Refers to establishments where academic activities and work operations or skills practices performed by a worker, staff, students or faculty instructor in the establishment or workplace in conjunction with or as an incident to such operation or practices and which expose the employee/students to hazards likely to cause disabling injury illness, death or physical or psychological harm;

Health Shall connote a sound state of body and mind of the worker, student which enables him/her to perform his/her job, studies normally, in a state of well- being.

Illness Shall mean any illness caused by environmental factors, the exposure to which is characterized or peculiar to a particular process, trade or occupation and to which an employee, student, faculty is not ordinarily subjected to or exposed outside of or away from environmental condition.

Injury Shall mean any injury or occupational illness suffered by a person arises or in the course of his employment/ schooling.

Medical Personnel Refers to the physician, nurse, dentist, chemist, engineers, safety officers, first aiders engaged by the employer to provide emergency care/first aid.

Safety Shall refer to the physical or environmental conditions of work, study area which substantially comply with the provision of the standard.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Safety Section

5.1.1 Has the main function of preparing emergency preparedness guidelines or plan. 5.1.2 Responsible in the monitoring of emergency preparedness plan. 5.1.3 Coordinate all department/colleges in the issuance of emergency preparedness

plan 5.2 Requesting party

5.2.1 Head/Deans/Directors.

6.0 PROCEDURE 6.1 Preparation and issuance of Emergency Preparedness Plan.

6.1.1 If there is request, requesting party requests to prepare and provide emergency preparedness plan.


170


6.1.2 Preparation of emergency preparedness plan following specific program/ activities.

6.1.3 Refer to WPU Disaster Risk Reduction Guidelines 6.1.4 Prepare and finalize report


7.1 Incident Report Form 7.2 Traffic Accident Report Form 7.3 Fieldtrip Emergency Preparedness Plan Narrative Report Form


171

SAFETY INSPECTION

REVISION HISTORY


Number

0 Original Issue


ADONIS A. MOGOL NILO V. BANLAWE ELSA P. MANARPAAC Safety Officer Vice President for Admin & Finance President


172

SAFETY INSPECTION

1.0 PURPOSE 1.1 The Safety Inspection procedure covers all inspections needed to ensure safety compliance.

2.0 SCOPE 2.1 The procedure applies to all departments, colleges, establishments, workplaces, campus facilities and vicinities.

3.0 REFERENCES 3.1 Occupational Safety Standard (OSH) 3.2 Fire Code of the Philippines 3.3 Building Code of the Philippines


TERMS DEFINITION

Accident Shall mean an unplanned or unexpected occurrence that may not or result in personal injury, property damage, work stoppage or interference or any combination thereof.

Chemical Hazards Harmful chemical compounds in the form of solids, liquids, gases, mists, dusts, fumes and vapors exert toxic effects by inhalation (breathing), absorption (through direct contact), or ingestion (eating or drinking). Airborne chemical hazards exist as concentrations of vapors, gases, dusts, fumes or solids.

Combustible materials Materials such as wood, paper, cloth, rubber, hay and straw which form an ignitable mixture with air at temperature of 100degrees Fahrenheit (23.5 degrees Celsius) and above.

Hazard Is defined as a physical situation with a potential for human injury, damage to property, the environment or combination thereof or it can be an incident without or inadequate control applied.

Hazardous Establishment Refers to establishments where academic activities and work operations or skills practices performed by a worker, staff, students or faculty instructor in the establishment or workplace in conjunction with or as an incident to such operation or practices and which expose the employee/students to hazards likely to cause disabling injury illness, death or physical or psychological harm.

Health Shall connote a sound state of body and mind of the worker, student which enables him/her to perform his/her job, studies normally, in a state of well- being.

Occupational Load The maximum number of persons that may be allowed to occupy a particular building, structure or facility or portions hereof.

Injury Shall mean any injury or occupational illness suffered by a person arises or in the course of his employment/ schooling.

Illness Shall mean any illness caused by environmental factors, the exposure to which is characterized or peculiar to a particular process, trade or occupation and to which an employee, student, faculty is not ordinarily subjected to or exposed outside of or away from environmental condition.

Occupational Safety and health Refers to the physician, nurse, dentist, chemist, engineers, safety officers, first Personnel aiders and other person engaged by the employer to provide occupational safety

and health services. Safety Shall refer to the physical or environmental conditions of work, study area

which substantially comply with the provision of the standard. Safety Officer Refers to any employee/ faculty trained and tasked to implement occupational

safety and health programs in the workplace in accordance with the provisions of the standards and shall be synonymous to the term “Safety Man”.


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SAFETY INSPECTION

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Supply/ Safety Section

Has the main function of providing the President an advice on safety concerns including matters relating to implementation of Safety Policies, evaluation of incident reports. 5.1.1 Responsible in the monitoring and enforcement of the Safety Policy 5.1.2 Coordinate all department/colleges in enforcing the provision of the Policy 5.1.3 Review reports of inspection, accident investigation, conduct Job Hazard

Analysis, Risk Assessment Evaluation, Root Cause Analysis and submit result and recommendation.

5.1.4 Periodically review and evaluate the Safety Policy and generate continual improvement to sustain effectiveness.

5.1.5 Provide necessary assistance to government inspecting authorities in the proper conduct of their activities as the enforcement of the provision of the standards and compliance therein.

5.1.6 Initiate and supervise safety training for faculty, staff and students. 5.1.7 Develop and maintains a disaster contingency plan and organize emergency

service units as may be necessary to respond to any disaster situation pursuant to the emergency preparedness manual of the university.

5.2 Safety Officer Main function is to act as assistant and consultant in the application of safety programs to remove hazards from the workplace, establishment and to correct unsafe work practices from this purpose with the following duties: 5.2.1 Conduct actual safety and health inspection of all establishments and

occupancy to ensure that workstation/occupation/ instructional safety shall be in place.

5.2.2 Conduct investigation of accident and submit report to the immediate concern regarding any incident for proper action.

5.2.3 Prepare hazard risk analysis and root cause analysis 5.2.4 Act in an advisory capacity on all matters pertaining to safety, health and

security for the guidance of faculty, staff, students and clients. 5.2.5 Conduct promotion of safety against fire emergencies, fire prevention and

management awareness, disaster management, ecological waste management and occupant safety information dissemination.

5.2.6 Formulate safety policies, rules and regulations. 5.2.7 Represent the university in all matters pertaining to safety, security, health and

environmental issues and perform all related coordination activities. 5.2.8 Conduct or facilitate safety training, fire safety awareness and firefighting. Fire

and earthquake drills. 5.2.9 Monitor and ensure compliance of RA 9514 and occupancy certificate

requirement by every establishment. 5.2.10 Provide assistance to government agencies in the conduct of safety, health,

firefighting protection appliances and plan inspection or any related safety and health programs of the national government.

5.3 Requesting party 5.3.1 Head/Deans/Directors/Caretakers/Security

6.0 PROCEDURE

6.1 Conduct of Safety inspection/investigation 6.1.1 If there is request, requesting party requests to conduct Safety Inspection. 6.1.2 No request is needed if incident has occurred. 6.1.3 Quarterly occupancy report

6.2 Conduct Inspection using safety inspection checklist and following specific guidelines Refer to University Safety Policy Refer to Occupancy Safety Inspection Refer to Fire Fighting Equipment Guidelines

6.3 Prepare and finalize report 6.4 Recommendation to requesting respective requesting party


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SAFETY INSPECTION

6.4.1 Infrastructure – Physical Plant Office 6.4.2 Traffic Accident Report – Security Office 6.4.3 Health Services and Sanitation – Health Services 6.4.4 Incident Report – Chief Administrative Officer

7.0 ATTACHMENT/FORMS 7.1 Hazard Report Form 7.2 Occupancy Inspection Report Form 7.3 Occupancy Safety Inspection Checklist Form 7.4 Hazard Risk Analysis Form 7.5 Traffic Accident Report Form 7.6 PCB Transformer Inventory Form 7.7 Inventory & Distribution of Fire Extinguisher 7.8 Comfort Room Sanitation Inspection Form


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PROCUREMENT PLANNING

REVISION HISTORY


Number

0 Original Issue


RIZZA V. YADAO NILO V. BANLAWE ELSA P. MANARPAAC Admin. Officer V, Procurement Vice President for Admin & Finance President


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1.0 PURPOSE 1.1 This document contains procedures being adopted by the Western Philippines

University consisting of the list of services, supplies and equipment needed by every end user unit that will serve as the reference on what to procure for the whole year period.

2.0 SCOPE

2.1 The procedure serves as a guide document in the procurement and contract implementation process, as well as vital reference in procurement monitoring. Moreover, it serves as an important tool resource in the financial management allowing the Procuring Entity the flexibility to optimize the utilization of resources. This covers the Annual Procurement Plan using the Project Procurement Management Plan format from the GPBB.

3.0 REFERENCES

3.1 RA 9184 – The Government Procurement Reform Act 3.2 GPPB Non-Policy Opinions


TERMS DEFINITION

Annual Procurement Plan (APP) Is the main document where procurement projects of the procuring entity are

listed and approved by the Head of procuring entity and submitted to DBM –

GPPB for budget releases and monitoring. It also includes provisions for

foreseeable emergencies based on historical records.

Approved Budget for the Contract The budget for the contract duly approved by the Head of the Procuring Entity,

(ABC) as provided for in the General Appropriations Act (GAA) and/or continuing

appropriations, in the case of national government agencies (NGAs)

Bids and Awards Committee Refers to the Committee established in accordance with Rule V of the Revised

(BAC) IRR of RA 9184; composed of minimum of 5 but not more than 7 members.

Common-Use Supplies Goods, materials and equipment that are repetitively used in the day-to-day

operations of procuring entities in the performance of their functions, which

are included in the Price List of the Procurement Service (PS) of the

Department of Budget and Management (DBM).

Consulting Services Refers to services for Infrastructure projects and other types of projects or

activities of the GoP requiring adequate external technical and professional

expertise that are beyond the capability and/or capacity of the GoP to

undertake such as but not limited to:

advisory and review services;

pre-investment or feasibility studies;

design;

construction supervision;

management and related services; and

other technical services or special studies. General principles on consulting services are provided for in Annex “B” of the IRR.

Goods Refer to all items, supplies, materials and general support services, except

consulting services and infrastructure projects, which may be needed in the

transaction of public businesses or in the pursuit of any government

undertaking, project or activity, whether in the nature of equipment, furniture,

stationery, materials for construction, or personal property of any kind,

including non-personal or contractual services such as the repair and

maintenance of equipment and furniture, as well as trucking, hauling,

janitorial, security, and related or analogous services, as well as procurement of

materials and supplies provided by the Procuring Entity for such services. The

term “related” or “analogous services” shall include, but not be limited to, lease

or purchase of office space, media advertisements, health maintenance


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TERMS

DEFINITION

services, and other services essential to the operation of the Procuring Entity. (IRR-A Section 5[k]) Government Procurement Policy Refers to the Body created in accordance with Rule XX of RA 9184 IRR. Board (GPPB) accordance with

Rule XX of RA 9184 IRR.

Head of the Procuring Entity Is the head of the agency or body, or his duly authorized official, for NGAs and (HOPE) the constitutional commissions or offices, and branches of government Infrastructure Projects Include the construction, improvement, rehabilitation, demolition, repair, restoration, or maintenance of roads and bridges, railways, airports, seaports, communication facilities, civil works components of information technology projects, irrigation, flood control and drainage, water supply, sanitation, sewerage and solid waste management systems, shore protection, energy/power and electrification facilities, national buildings, school buildings, hospital buildings, and other related construction projects of the government. Infrastructure projects shall have the same meaning as, and shall be used interchangeably with, “civil works” or “works.” Philippine Government Electronic Refers to the electronic system as provided in Section 8 of the Revised IRR of Procurement System (PhilGEPS) RA 9184. It is where the procurement projects with P50,000.00 and above approved budget are posted for purposes of publication and promotion. Project Procurement Management Is a procurement plan prepared by end-user or implementing units of the Plan (PPMP) procuring entity. It includes technical specifications, scope of work, or terms of reference on every item or service. It also includes the procurement method to be adopted, time schedule for each procurement activity, and estimated budget cost for the contract


5.1 Procurement Office 5.1.1 Download the Project Procurement Management Plan Format from GPPB 5.1.2 Disseminate PPMP format to all end-user units, offices and departments 5.1.3 Receive evaluated and approved PPMP from Budget Office 5.1.4 Review and validate content of the PPMP in terms of name, nature and

specification of goods and services; estimated cost and total Approved Budget; schedule and mode of procurement to be used

5.1.5 Consolidate PPMPs submitted per department based on the category, schedule and mode of procurement of goods and services

5.1.6 Prepare list of consolidated goods and services per category, schedule and mode of procurement

5.1.7 Transfer the list of consolidated goods and services to GPPB -Annual Procurement Plan format and PS DBM – CSE Annual Procurement Plan format

5.1.8 Submit GPPB Annual Procurement Plan to GPPB and provide copy of APP –

CSE to PS DBM Puerto Princesa City 5.2 End-User Unit

5.2.1 Must accomplish the prescribed PPMP format adhering to rules and guides provided by this procedure

5.3 Budget Office 5.3.1 Provide Total Budget Allocation per unit, office, or department 5.3.2 Validate and review the listed projects 5.3.3 Recommend final budgetary allocation for each end-user unit

5.4 Head of the Procuring Entity/The University President 5.4.1 Issue memorandum on the submission of Project Procurement Management

Plan 5.4.2 Approve the Annual Procurement Plan

6.0PROCEDURE 6.1 Procurement Office downloads and prepares the PPMP Format from the GPPB website.

6.1.1 The PPMP format shall contain the following information:


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6.1.1.1 The name of the project / procurement; 6.1.1.2 General description of the procurement project; 6.1.1.3 The extent/size of contract scopes/packages; 6.1.1.4 The procurement methods to be adopted; 6.1.1.5 The time schedule for each procurement activity; and 6.1.1.6 The ABC

6.2 Submit the PPMP Format to the University President as reference to issuance of a memorandum to all concerned on the submission of PPMP

6.3 Disseminate soft copies of PPMP to end-users 6.4 Orient and assist the End-user on how to accomplish the given format 6.5 End-users fill-up and comply the data needed in the PPMP considering the following

instruction in accomplishing the PPMP form: 6.5.1 Determine the approved allocated budget from Budget Office on a per unit, office, department breakdown 6.5.2 Programmed item must not exceed the allowable amount with provisions for contingencies. 6.5.3 Identity the needs and shall include only those procurements that are considered crucial to the efficient discharge of governmental functions. The IRR-A considers procurement crucial to the efficient discharge of governmental functions if: 6.5.3.1 It is required for the day-to-day operations of the Procuring Entity; or 6.5.3.2 It is in pursuit of the principal mandate of the procuring entity concerned 6.5.4 PPMP also includes data on procurement method to be adopted, time schedule for each procurement activity, and estimated budget cost for the contract 6.5.5 List down supplies and materials needed based on classification indicated in the PPMP Format 6.5.6 Conduct market research to come-up with complete and correct specifications for each item or service 6.5.7 Classify supplies and materials based on their item category, use and functionality 6.5.8 Indicate the Technical Specifications (TS) / Terms of Reference (TOR) /Scope of Work (SOW) that provide the detailed description of the goods to be procured. The following guidelines are considered helpful in writing the TS/SOW/TOR: 6.5.8.1 Quality Assurance 6.5.8.2 Engage the services of technical experts who will serve as consultants 6.5.8.3 Description of the item should be generic and flexible, not product- specific or seemingly tailored for a particular brand, product, contractor or consultant, unless the procurement involves products or services that have intellectual property rights attached to it 6.5.8.4 Description should be clear and unambiguous 6.5.8.5 Consider changes in technology or changes in the concerned industry or field of expertise 6.5.8.6 Functional Description 6.5.8.7 Performance Description 6.5.8.8 Environmental interface 6.5.8.9 Design 6.5.8.10 It is important to note that the use of Brand Name is prohibited by the IRR-A. Specifications for the procurement of goods shall be based on relevant characteristics and/or performance requirements. 6.5.9 In determining the estimated unit cost, the end-user unit has to consider several factors namely: 6.5.9.1 Appropriation for the project or procurement 6.5.9.2 The prevailing market price of the goods and/or services 6.5.9.3 Inflation and cost of money 6.5.10 Anticipate early as to when the supplies will be used

6.6 End-user units submit the accomplished PPMP to the Budget Office for evaluation and recommendation to the University President for approval


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6.7 Budget office must forward the evaluated and approved PPMPs to BAC Secretariat /Procurement Office for consolidation and preparation of APP 6.8 Procurement Office receives and sorts copies of submitted PPMP based on their respective division 6.9 Prepare consolidation table for the following major departments: 6.9.1 Administrative Support Services Division 6.9.2 Higher Education Division 6.9.3 Auxiliary Services Division 6.9.4 Research and Extension Division 6.10 The following data must be included in consolidation: 6.10.1 Item Number 6.10.2 Unit 6.10.3 Quantity 6.10.4 Items/ Product Description – categorize by classification 6.10.5 Estimated Cost 6.10.6 End-user 6.10.7 Total Quantity 6.10.8 Total Cost 6.10.9 Grand Total 6.11 Prepare formulas and check if automatic formulas sum up the quantity and amount per quarter and annum 6.12 Create formulas in the Consolidation Table by quarter schedule 6.13 Enter the quantities for pre-listed items in the format 6.14 Insert rows, columns, formulas, and add items that were not included in the pre-listed format based on their classification 6.15 After consolidation, summarize each table indicating columns for Item No., Unit, Quantity, Items, Estimated Cost and Total Quantity only. Summary of consolidated PPMPs must consist of the following: 6.15.1 Consolidated Table for Administrative Support Services Division 6.15.2 Consolidated Table for Higher Education Division 6.15.3 Consolidated Table for Auxiliary Services Division and Research and Extension Services Division 6.15.4 Consolidated table of Administrative Support Services, Higher Education Division, Auxiliary Services Division and Research and Extension Services Division 6.16 Prepare the APP using the information in the consolidated PPMPs in two types: 6.16.1 CSE – APP 6.16.2 GPPB - APP 6.17 The APP shall contain the following information: 6.17.1 Name of the project/Procurement 6.17.2 PMO or end-user unit 6.17.3 General description of the project/procurement 6.17.4 The procurement methods to be adopted, and indicate the procurement tasks to be outsourced as provided in Section 53(e) of the IRR-A 6.17.5 The Time schedule for each procurement activity 6.18 Submit the APP to BAC for review and signature 6.19 BAC to submit the APP to the University President for approval 6.20 Submit in electronic copy with signature of the HOPE to GPPB website on or before 3oth of November 6.21 Hardcopies of such APP will also be furnished to DBM-PS Depot (Puerto Princesa branch) and to Resident Auditor from Commission on Audit (COA)

7.0 ATTACHMENTS/FORMS 7.1 PPMP

7.2 APP

7.3 E-copy of Consolidated PPMPs (breakdown purposes)


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PROCUREMENT UNDER BIDDING PROCESS

REVISION HISTORY


Number

0 Original Issue




181


1.0 PURPOSE 1.1 To ensure that the Procurement of Goods, Infrastructure Projects and Consulting

Services of the university shall be competitive and transparent, and therefore shall undergo competitive bidding which is open to participation by any interested party.

2.0 SCOPE

2.1 This Method of Procurement consist of the following processes: 2.1.1 Advertisement 2.1.2 Pre-bid conference 2.1.3 Eligibility screening of prospective bidders 2.1.4 Receipt and opening of bids 2.1.5 Evaluation of bids 2.1.6 Post-qualification 2.1.7 Award of contract

3.0 REFERENCES

3.1 APP approved by the Board of Regents 3.2 Approved PR for Goods 3.3 Approved Program of works for Infra Projects 3.4 Approved TOR for Consulting Services 3.5 Philippine Bidding Documents (PBD) 3.5.1 PBD for the Procurement of Goods and Services 3.5.2 PBD for the Procurement of Infrastructure project 3.5.3 PBD for the Procurement of Consulting Services 3.5.4 2016 Revised IRR of RA 1984


TERMS DEFINITION

Act Refers to R.A. 9184, entitled “An Act Providing for the Modernization,

Standardization and Regulation of the Procurement Activities of the

Government and for other Purposes,” otherwise known as the Government

Procurement Reform Act.

Approved Budget for the Contract Refers to the budget for the contract duly approved by the HoPE, as provided

(ABC) for in the General Appropriations Act (GAA), continuing, and automatic

appropriations, in the case of national government agencies (NGAs); the

corporate budget for the contract approved by the governing board, pursuant to

Executive Order (E.O). No. 518, s. 1979, in the case of GOCCs and GFIs, and

R.A. 8292 in the case of SUCs.

Bid Refers to a signed offer or proposal to undertake a contract submitted by a

bidder in response to and in consonance with the requirements of the Bidding

Documents. For purposes of, and throughout this IRR, the term “Bid” shall be

equivalent to and be used interchangeably with “Proposal” and “Tender.”

Bidder Refers to a contractor, manufacturer, supplier, distributor and/or consultant

who submits a bid in response to the requirements of the Bidding Documents.

Bidding Documents Refer to the documents issued by the Procuring Entity as the basis for bids,

furnishing all information necessary for a prospective bidder to prepare a bid

for the Goods, Infrastructure Projects and/or Consulting Services required by

the Procuring Entity.

Bids and Awards Committee Refers to the Committee established in accordance with Rule V of Revised IIR

(BAC) of R.A. 9184.

Competitive Bidding Refers to a method of procurement which is open to participation by any

interested party and which consists of the following processes: advertisement,

pre-bid conference, eligibility screening of prospective bidders, receipt and

opening of bids, evaluation of bids, post-qualification, and award of contract.

For purposes of, and throughout this IRR, the terms “Competitive Bidding” and

“Public Bidding” shall have the same meaning and shall be used


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TERMS DEFINITION

interchangeably. Consulting Services Refer to services for infrastructure projects and other types of projects or

activities of the University requiring adequate external technical and professional expertise that are beyond the capability and/or capacity of the University to undertake such as, but not limited to: (i) advisory and review services; (ii) pre-investment or feasibility studies; (iii) design; (iv) construction supervision; (v) management and related services; and (vi) other technical services or special studies.

Goods Refer to all items, supplies, materials and general support services, except Consulting Services and infrastructure projects, which may be needed in the transaction of public businesses or in the pursuit of any government undertaking, project or activity, whether in the nature of equipment, furniture, stationery, materials for construction, or personal property of any kind, including non-personal or contractual services, such as, the repair and maintenance of equipment and furniture, as well as trucking, hauling, janitorial, security, and related or analogous services, as well as procurement of materials and supplies provided by the Procuring Entity for such services. The term “related” or “analogous services” shall include, but is not limited to, lease of office space, media advertisements, health maintenance services, and other services essential to the operation of the Procuring Entity.

Government Procurement Policy Refers to the Body created in accordance with Rule XX of Revised IIR of R.A. Board (GPPB). 9184. Head of the Procuring Entity Refers to: (i) the head of the agency or body, or his duly authorized official, for (HoPE) NGAs and the constitutional commissions or offices, and other branches of

government; (ii) the governing board or its duly authorized official, for GOCCs, GFIs and SUCs.

Infrastructure Projects Include the construction, improvement, rehabilitation, demolition, repair, restoration or maintenance of roads and bridges, railways, airports, seaports, communication facilities, civil works components of information technology projects, irrigation, flood control and drainage, water supply, sanitation, sewerage and solid waste management systems, shore protection, energy/power and electrification facilities, national buildings, school buildings, hospital buildings, and other related construction projects of the government. For purposes of, and throughout this IRR, the term “Infrastructure Projects” shall have the same meaning as, and shall be used interchangeably with, “civil works” or “works.”

Philippine Government Electronic Refers to the electronic System as provided in Section 8 of this IRR. For Procurement System (PhilGEPS) purposes of, and throughout this IRR, the term “PhilGEPS” shall have the same

meaning as, and shall be used interchangeably with, “G-EPS”.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 The BAC shall have the following functions:

5.1.1 Advertise and/or post the invitation to bid/request for expressions of interest; 5.1.2 Conduct pre-procurement and pre-bid conferences; 5.1.3 Determine the eligibility of prospective bidders; 5.1.4 Receive and open bids; 5.1.5 Conduct the evaluation of bids; 5.1.6 Undertake post-qualification proceedings; 5.1.7 Resolve requests for reconsideration; 5.1.8 Recommend award of contracts to the HoPE or his duly authorized

representative: 5.1.9 Recommend the imposition of sanctions in accordance with Rule XXIII; 5.1.10 Recommend to the HoPE the use of Alternative Methods of Procurement as

provided in Rule XVI hereof; 5.1.11 Conduct any of the Alternative Methods of Procurement;


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5.1.12 Conduct periodic assessment of the procurement processes and procedures to

streamline procurement activities pursuant to Section 3 of the Revised IRR of RA 9184;

5.2 BAC Secretariat/ Procurement Unit 5.2.1 The BAC Secretariat will serve as the main support unit of the BAC with the

following functions and responsibilities: 5.2.1.1 Provide administrative support to the BAC and the TWG; 5.2.1.2 Organize and make all necessary arrangements for BAC and the TWG

meetings and conferences; 5.2.1.3 Prepare minutes of meetings and resolutions of the BAC; 5.2.1.4 Take custody of procurement documents and other records and ensure

that all procurements undertaken by the Procuring Entity are properly documented;

5.2.1.5 Manage the sale and distribution of Bidding Documents to interested bidders;

5.2.1.6 Advertise and/or post bidding opportunities, including Bidding Documents, and notices of awards;

5.2.1.7 Assist in managing the procurement processes; 5.2.1.8 Monitor procurement activities and milestones for proper reporting to

relevant agencies when required; 5.2.1.9 Consolidate PPMPs from various units of the Procuring Entity to make

them available for review as indicated in Section 7 of this IRR and prepare the APP; and

5.2.1.10 Act as the central channel of communications for the BAC with end-user or implementing units, PMOs, other units of the line agency, other government agencies, providers of goods, infrastructure projects, and consulting services, observers, and the general public.

6.0 PROCEDURE

6.1 The Procurement office shall submit to the BAC office the following documents; 6.1.1 Approved APP to determine the appropriate procurement process modality for

the projects. 6.1.2 Approved PR for Goods 6.1.3 Approved Program of works for Infra Projects 6.1.4 Approved TOR for Consulting Services

6.2 Upon determination of appropriate procurement modality to be used for each procurement project, the BAC through its secretariat will prepare the Bidding Documents for each project.

6.3 Preparation of Bidding Documents. 6.3.1 Forms and Content of Bidding Documents.

6.3.1.1 The Bidding Documents shall be prepared by the Procuring Entity following the standard forms and manuals prescribed by the GPPB. The Bidding Documents shall include the following: 6.3.1.1.1 Approved Budget for the Contract (ABC); 6.3.1.1.2 Invitation to Bid/Request for Expression of Interest; 6.3.1.1.3 Eligibility Requirements; 6.3.1.1.4 Instructions to Bidders, including scope of bid, documents

comprising the bid, criteria for eligibility, bid evaluation methodology/criteria in accordance with the Act, and post-qualification, as well as the date, time and place of the pre-bid conference (where applicable), submission of bids and opening of bids;

6.3.1.1.5 Terms of Reference, for Consulting Services; 6.3.1.1.6 Scope of work, where applicable; 6.3.1.1.7 Plans/Drawings and Technical Specifications; 6.3.1.1.8 Form of Bid, Price Form, and List of Goods or Bill of

Quantities; 6.3.1.1.9 Delivery Time or Completion Schedule; 6.3.1.1.10 Form, Amount, and Validity Period of Bid Security;


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6.3.1.1.11 Form, Amount, and Validity of Performance Security and

Warranty; and 6.3.1.1.12 Form of Contract and General and Special Conditions of

Contract. 6.4 Pre-procurement Conference

6.4.1 Prior to the advertisement of the Invitation to bid/Request for Expression of Interest for procurement undertaken through competitive bidding, the BAC, through its Secretariat shall call for pre-procurement conference.

6.4.2 The pre-procurement conference shall be attended by the BAC, the secretariat, the end-user, including TWG.

6.4.3 During this conference, the participants, led by the BAC, shall: 6.4.3.1 Confirm the description and scope of the contract, the ABC and

contract durations. 6.4.3.2 Ensure that the procurement is in accordance with the PPMP and APP;

6.4.3.3 Determine the readiness of the procurement at hand.

6.5 Advertising and Posting of the Invitation to Bid/Request for Expression of Interest. 6.5.1 The Invitation to Bid/Request for Expression of Interest shall be:

6.5.1.1 Posted at any conspicuous place reserved for this purpose in the university for seven (7) calendar days.

6.5.1.2 Posted continuously in the PhilGEPS website, the website of the university for seven calendar days starting on the date of advertisement; and

6.5.1.3 Advertised at least once in one (1) newspaper of general nationwide circulation. Advertisement is not required for contracts to be bid with an ABC of Ten Million Pesos (10,000,000.00) and below for procurement of goods, Fifteen Million Pesos (15,000,000.00) and below for the procurement of Infrastructure projects, and Five Million Pesos (5,000,000.00) and below for the procurement of Consulting Services.

6.6 Pre-bid conference 6.6.1 For contracts to be bid with ABC of One Million Pesos (1,000,000.00) or more,

the BAC shall convene at least one (1) pre-bid conference to clarify and/or explain any of the requirements, terms, conditions, and specifications stipulated in the bidding documents. For contracts to be bid with and ABC of less than One Million Pesos (1,000,000.00), Pre-bid conferences maybe conducted at the discretion of the BAC, subject to the approval of the BAC, a pre-bid conference may also be conducted upon written request of any prospective bidder.

6.6.2 The pre-bid conference shall be held at least twelve (12) calendar days before the deadline for the submission and receipt of bid, but not earlier than seven (7) calendar days from PhilGEPS posting of the Invitation to Bid or Bidding Documents and the case of consulting services, from the determination of the shortlisted consultant.

6.7 Receipt and Opening of Bid 6.7.1 Submission of Bid

6.7.1.1 Bidders shall submit their bids through their duly authorized representative using the forms specified in the Bidding Documents in two (2) separate sealed bid envelopes, and which shall be submitted simultaneously. The first shall contain the technical component of the bid, including the eligibility requirements under Section 23.1 of this IRR for the procurement of Goods and Infrastructure Projects, and the second shall contain the financial component of the bid.

6.7.1.2 The first envelope shall contain the following technical information/documents, at the least: 6.7.1.2.1 For the procurement of Goods:

6.7.1.2.1.1 PhilGEPS Certificate of Registration and membership in accordance with Section 8.5.2 of the Revised IRR of RA 9184, except for foreign


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bidders participating in the procurement by a Philippine Foreign Service Office or Post, which shall submit their eligibility documents under Section 23.1 of the Revised IRR of RA 9184: Provided, That the winning bidder shall register with the PhilGEPS in accordance with Section 37.1.4 of the Revised IRR of RA 9184.

6.7.1.2.1.2 Statement of all Ongoing Government and Private Contracts.

6.7.1.2.1.3 Statement of SLCC. 6.7.1.2.1.4 NFCC Computation or committed Line of Credit. 6.7.1.2.1.5 JVA or the Duly Notarized Statement in

accordance with Section 23.1(b) of this IRR, if applicable.

6.7.1.2.1.6 Bid security in the prescribed form, amount and validity Period.

6.7.1.2.1.7 Technical Specifications, which may include production/delivery schedule, manpower requirements, and/or after-sales service/parts, if applicable.

6.7.1.2.1.8 Omnibus Sworn Statement in accordance with Section 25.3 of this IRR; and

6.7.1.2.1.9 For foreign bidders claiming eligibility by reason of their country‟s extension of reciprocal rights to Filipinos, a certification from the relevant government office of their country stating that Filipinos are allowed to participate in their government procurement activities for the same item or product.

6.7.1.2.2 For the procurement of Infrastructure Projects: 6.7.1.2.2.1 PhilGEPS Certificate of Registration and

membership in accordance with Section 8.5.2 of the Revised IRR of RA 9184, except for foreign bidders participating in the procurement by a Philippine Foreign Service Office or Post, which shall submit their eligibility documents under Section 23.1 of the Revised IRR of RA 9184: Provided, That the winning bid der shall register with the PhilGEPS in accordance with Section 37.1.4 of the Revised IRR of RA 9184.

6.7.1.2.2.2 PCAB License and Registration. 6.7.1.2.2.3 Statement of all Ongoing Government and Private

Contracts. 6.7.1.2.2.4 Statement of SLCC. 6.7.1.2.2.5 NFCC Computation. 6.7.1.2.2.6 JVA, if applicable. 6.7.1.2.2.7 Bid security in the prescribed form, amount and

validity period. 6.7.1.2.2.8 Project Requirements, which shall include the

following: 6.7.1.2.2.8.1 Organizational chart for the contract

to be bid. 6.7.1.2.2.8.2 List of contractor‟s personnel (e.g.,

Project Manager, Project Engineers, Materials Engineers, and Foremen), to be assigned to the contract to be bid, with their complete qualification and experience data.


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6.7.1.2.2.8.3 List of contractor‟s major equipment

units, which are owned, leased, and/or under purchase agreements, supported by proof of ownership or certification of availability of equipment from the equipment lessor/vendor for the duration of the project, as the case maybe; and

6.7.1.2.2.8.4 Omnibus Sworn Statement in accordance with Section 25.3 of the Revised IRR of RA 9184.

6.7.1.2.2.9 For the procurement of Consulting Services: 6.7.1.2.2.9.1 The bid security in the prescribed

form, amount and validity period. 6.7.1.2.2.9.2 Organizational chart for the contract

to be bid. 6.7.1.2.2.9.3 List of completed and ongoing

projects. 6.7.1.2.2.9.4 Approach, work plan, and schedule:

Provided, however, that for architectural design, submission of architectural plans and designs shall not be required during the consultant‟s selection process.

6.7.1.2.2.9.5 List of key personnel to be assigned to the contract to be bid, with their complete qualification and experience data; and

6.7.1.2.2.9.6 Omnibus Sworn Statement in accordance with Section 25.3 of the Revised IRR of RA 9184.

6.7.1.2.2.9.7 The Omnibus Sworn Statement executed by the bidder, or its duly authorized representative, shall contain the following:

6.7.1.2.2.9.8 The signatory is the duly authorized representative of the prospective bidder, and granted full power and authority to do, execute and perform any and all acts necessary to participate, submit the bid, and to sign and execute the ensuing contract accompanied by the duly notarized Special Power of Attorney, Board/Partnership Resolution, or Secretary‟s Certificate, whichever is applicable.

6.7.1.2.2.9.9 It is not “blacklisted” or barred from bidding by the GoP or any of its agencies, offices, corporations, or LGUs, including foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the GPPB.

6.7.1.2.2.9.10 Each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete, and all


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statements and information provided therein are true and correct.

6.7.1.2.2.9.11 It is authorizing the HoPE or his duly authorized representative/s to verify all the documents submitted.

6.7.1.2.2.9.12 It complies with the disclosure provision under Section 47 of the Act and this IRR, in relation to other provisions of R.A. 3019.

6.7.1.2.2.9.13 It complies with existing labor laws and standards.

6.7.1.2.2.9.14 It complies with the responsibilities of a prospective or eligible bidder provided in the PBDs.

6.7.1.2.2.9.15 It did not give or pay, directly or indirectly, any commission, amount, fee, or any form of consideration, pecuniary or otherwise, to any person or official, personnel or representative of the government in relation to any procurement project or activity.

6.7.1.2.2.9.16 The second envelope shall contain the financial information/documents as specified in the PBDs.

6.7.1.2.2.9.17 Bids shall be received by the BAC on the date, time, and place specified in the Invitation to Bid/Request for Expression of Interest. The following periods from the last day of posting of the Invitation to Bid/Request for Expression of Interest up to the submission and receipt of bids shall be observed.

6.7.1.2.2.9.18 For Goods, a maximum period of forty-five (45) calendar days.

6.7.1.2.2.9.19 For Infrastructure Projects, the following are the maximum periods:

ABC Period

(in Philippine currency)

Fifty (50) million and below 50 calendar days

Above fifty (50) million 65 calendar days 6.7.2 Opening of Bid

6.7.2.1 The BAC shall open the bids immediately after the deadline for the submission and receipt of bids. The time, date, and place of the opening of bids shall be specified in the Bidding Documents.

6.7.2.2 In case the bids cannot be opened as scheduled due to justifiable reasons, the BAC shall take custody of the bids submitted and reschedule the opening of bids on the next working day or at the soonest possible time through the issuance of a Notice of Postponement to be posted in the PhilGEPS website and the website of the Procuring Entity concerned.

6.7.2.3 The bidders or their duly authorized representatives may attend the opening of bids. The BAC shall ensure the integrity, security, and confidentiality of all submitted bids. The abstract of bids as read and the minutes of the bid opening shall be made available to the public upon written request and payment of a specified fee to recover cost of materials.


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6.7.3 Bid Evaluation 6.7.3.1 The BAC shall open the first bid envelopes in public to determine each

bidder‟s compliance with the documents required to be submitted for eligibility and for the technical requirements, as prescribed in this IRR. For this purpose, the BAC shall check the submitted documents of each bidder against a checklist of required documents to ascertain if they are all present, using a non-discretionary “pass/fail” criterion, as stated in the Instructions to Bidders. If a bidder submits the required document, it shall be rated “passed” for that particular requirement. In this regard, bids that fail to include any requirement or are incomplete or patently insufficient shall be considered as “failed.” Otherwise, the BAC shall rate the said first bid envelope as “passed.”

6.7.3.2 Immediately after determining compliance with the requirements in the first envelope, the BAC shall go forth with the opening of second bid envelope of each remaining eligible bidder whose first bid envelope was rated “passed.” The second envelope of each complying bidder shall be opened within the same day, except as provided under Section 33 of this IRR. In case any of the requirements in the second envelope of a particular bid is missing, incomplete or patently insufficient, and/or if the submitted total bid price exceeds the ABC, the BAC shall rate the bid concerned as “failed.” Only bids that are determined to contain all the bid requirements for both components shall be rated “passed” and shall immediately be considered for evaluation and comparison.

6.7.4 Post Evaluation

6.7.4.1 The Lowest Calculated Bid/Highest Rated Bid shall undergo post-qualification in order to determine whether the bidder concerned complies with and is responsive to all the requirements and conditions as specified in the Bidding Documents.

6.7.4.2 Within five (5) calendar days from receipt by the bidder of the notice from the BAC that the bidder has the Lowest Calculated Bid or Highest Rated Bid, the bidder shall submit to the BAC its latest income and business tax returns, and other appropriate licenses and permits required by law and stated in the Bidding Documents.

Failure to submit any of the post-qualification requirements on time, or a finding against the veracity thereof, shall disqualify the bidder for award: Provided, That in the event that a finding against the veracity of any of the documents submitted is made, it shall cause the forfeiture of the Bid Security in accordance with Section 69 of the Revised IRR of RA 9184.

6.7.5 Notice and Execution of Award 6.7.5.1 Contract Award

6.7.5.1.1 The BAC shall recommend to the HoPE the award of contract to the bidder with the LCRB, HRRB, SCRB, or SRRB after the post-qualification process has been completed. To facilitate the approval of the award, the BAC shall submit the following supporting documents to the HoPE:

6.7.5.1.1.1 Resolution of the BAC recommending award. 6.7.5.1.1.2 Abstract of Bids. 6.7.5.1.1.3 Duly approved program of work or delivery

schedule, and Cost Estimates. 6.7.5.1.1.4 Document issued by appropriate entity authorizing

the Procuring Entity to incur obligations for a specified amount; and

6.7.5.1.1.5 Other pertinent documents required by existing laws, rules, and/or the Procuring Entity concerned.


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6.7.5.1.1.6 Within three (3) calendar days from the issuance

of the resolution recommending award of the contract, the BAC shall notify all other bidders, in writing, of its recommendation.

6.7.5.1.1.7 Within a period not exceeding fifteen (15) calendar days from the determination by the BAC of the bidder with the LCRB, HRRB, SCRB, or SRRB, and the recommendation to award the contract, the HoPE or his duly authorized representative shall approve or disapprove the said recommendation.

6.7.5.1.1.8 In case of approval, the HoPE shall immediately issue the Notice of Award to the bidder with the LCRB, HRRB, SCRB or SRRB.

6.7.5.1.1.9 In the event of disapproval, which shall be based only on valid, reasonable, and justifiable grounds as provided for under Section 41 of the Revised IRR of RA 9184, the HoPE shall notify the BAC and the bidder in writing of such decision and the grounds for it.

6.7.5.1.1.10 When applicable, the BAC shall conduct a post-qualification of the bidder with the next Lowest Calculated Bid or Highest Rated Bid, as provided in Section 34.6 of the Revised IRR of RA 9184.

6.7.5.1.1.11 A request for reconsideration may be filed by the bidder with the HoPE within three (3) calendar days from receipt of the notice of disapproval. The HoPE shall resolve with finality the request for reconsideration within seven (7) calendar days from the filing thereof and furnish the bidder a copy of the resolution immediately from its promulgation. In no case shall the request for reconsideration stay or delay the bidding process. However, the request for reconsideration must first be resolved before any award is made.

6.7.5.1.1.12 Notwithstanding the issuance of the Notice of Award, award of contract shall be subject to the following conditions:

6.7.6 Submission of the following documents within ten (10) calendar days from Notice of Award: 6.7.6.1 Valid JVA, if applicable. 6.7.6.2 In the case of procurement by a Philippine Foreign Office or Post, the

PhilGEPS Registration Number of the winning foreign bidder. 6.7.6.3 A valid PCAB license and registration for the type and cost of the

contract to be bid for foreign bidders in Infrastructure Projects, when the Treaty or International or Executive Agreement expressly allows submission of such license and registration as a pre-condition to the Notice of Award; or

6.7.6.4 In the case of Consulting Services, the SEC Certificate of Registration of the foreign consulting firm, and/or the authorization or license issued by the appropriate GoP professional regulatory body of the foreign professionals engaging in the practice of regulated professions and allied professions, where applicable.

6.7.6.5 Posting of performance security in accordance with Section 39 of the Revised IRR of RA 9184;

6.7.6.6 Signing of the contract as provided in Section 37.2 of the Revised IRR of RA 9184; and

6.7.6.7 Approval by higher authority, if required, as provided in Section 37.3 of the Revised IRR of RA 9184


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6.7.6.8 Contract award shall be made within the bid validity period provided in

Section 28 of the Revised IRR of RA 9184. 6.7.6.9 The BAC, through the Secretariat, shall post, within three (3) calendar

days from its issuance, the Notice of Award in the PhilGEPS, the website of the Procuring Entity, if any, and any conspicuous place in the premises of the Procuring Entity.

6.7.7 Contract Signing 6.7.7.1 The winning bidder shall post the required Performance Security and

enter into contract with the Procuring Entity within ten (10) calendar days from receipt by the winning bidder of the Notice of Award.

6.7.7.2 The Procuring Entity shall enter into contract with the winning bidder within the same ten (10) day period provided that all the documentary requirements are complied with.

6.7.7.3 The following documents shall form part of the contract: 6.7.7.3.1 Contract Agreement. 6.7.7.3.2 Bidding Documents. 6.7.7.3.3 Winning bidder‟s bid, including the Eligibility requirements, Technical and Financial Proposals, and all other documents/statements submitted. 6.7.7.3.4 Performance Security. 6.7.7.3.5 Notice of Award of Contract; and 6.7.7.3.6 Other contract documents that may be required by existing laws and/or the Procuring Entity concerned in the Bidding Documents.

6.7.8 Notice to Proceed 6.7.8.1 The concerned Procuring Entity shall issue the Notice to Proceed

together with a copy or copies of the approved contract to the successful bidder within seven (7) calendar days from the date of approval of the contract by the appropriate government approving authority. All notices called for by the terms of the contract shall be effective only at the time of receipt thereof by the successful bidder. 6.7.8.1.1 The Procuring Entity, through the BAC Secretariat, shall post a copy of the Notice to Proceed and the approved contract in the PhilGEPS and the website of the Procuring Entity, if any, within fifteen (15) calendar days from the issuance of the Notice to Proceed.


7.1 Invitation to bid of each project. 7.2 Bidders submitted Bid documents. 7.3 Eligibility and Technical Documents 7.4 Financial Documents 7.5 Abstract of Bids 7.6 Bid evaluation Reports 7.7 BAC Resolution Recommending LCRB 7.8 Notice of Award 7.9 Contract Agreement/Purchase Order 7.10 Notice to Proceed 7.11 PhilGEPS Award abstract of awarded contract


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PROCUREMENT UNDER ALTERNATIVE MODE OF PAYMENT

REVISION HISTORY


Number

0 Original Issue




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1.0 PURPOSE 1.1 This is to outline the procedure being adopted by the Western Philippines University in every procurement activity.

2.0 SCOPE 2.1 This procedure shall be adopted to the procurement of all goods, services including consulting services and infrastructure projects of the University under Alternative Mode of Procurement.

3.0 REFERENCES 3.1 Quality Manual 3.2 RA 9184 and its Revised IRR 3.3 Bidding Documents in accordance with RA 9184 3.4 GPPB Issuances 3.5 Government Accounting Manual 3.6 COA Circulars and Regulations


TERMS DEFINITION

Abstract of Bids / Canvass The form is used to indicate qualified bids/price quotes given by legitimate

suppliers, subject for evaluation and awarding of items. The Statement of

Award is indicated below the abstract form with the recommendation of end-

user and procurement officer, and approval of HOPE.

Agency Purchase Request (APR) This form is required by DBM-Procurement Service (PS) Depot as agency‟s

request for commonly-used supplies and equipment (CSE) available in the PS

Alternative Methods of Refers to procurement upon approval of the HOPE and justified by the

Procurement (AMP) conditions provided in RA 9184 and its IRR, to promote economy and

efficiency, to ensure that the most advantageous price for the government is

obtained.

Approved Budget for the Contract Refers to the budget for the contract duly approved by the HoPE as provided

(ABC) for in the General Appropriations Act (GAA), continuing and automatic

appropriations, in the case of National Government Agencies (NGAs) the

corporate budget for the contract approved by the government board, pursuant

to Executive Order (E.O.) No. 518, s 1979;

Bid Refers to a signed offer or proposal to undertake a contract submitted by a

bidder in response to and in consonance with the requirements of bidding

documents or Request for Quotation.

Bidder Refers to a contractor, manufacturer, supplier, distributor and or consultant

who submit a bid in response to the requirements of the bidding documents or

request for quotation.

Bids and Awards Committee Refers to the Committee established in accordance with Rule V of the Revised

(BAC) IRR of RA 9184.

Budget Utilization Request (BUR Appendix 14 of GAM Form. This form is used by the Requesting Office in

utilization of their approved budget allocation; it shall be maintained by fund

cluster and certified by the Budget Officer on the availability and utilization of

funds. It shall be prepared together with PO, Job Order, or any other contracts

incurred for the University.

Competitive Bidding Refers to a method of procurement which is open to participation by any

interested party and which consists of the following processes: advertisement,

pre-bid conference eligibility screening of prospective bidders, receipt and

opening of bids, evaluation of bids, post qualification, and award of contract.

The term Competitive bidding and public bidding shall have the same meaning

and shall be used interchangeably.

Emergency Purchase Refers to the procurement of goods and services due to unforeseen

contingencies that the supply including its quantity is exceptionally urgent or


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TERMS DEFINITION

absolutely indispensable to prevent immediate danger to or loss of life and/or property, or to avoid detriment to the public service.

Goods Refer to all items, supplies, materials and general services, except consulting services and infrastructure projects, which may be needed in the transaction of public business or in the pursuit of any government undertaking, project or activity, whether in the nature of equipment, furniture, stationery, materials for construction or personal property of any kind, including non-personal or contractual services, such as the repair and maintenance of equipment and furniture, as well as trucking/hauling, janitorial, security and related or analogous services, as well as procurement of materials and supplies provided by the procuring entity for such services. The term “related” or “analogous services” shall include, but is not limited to lease of office space, media advertisements, health maintenance services and other services essential to the operations of the Procuring entity.

Head of Procuring Entity (HoPE) Refers to the Head of the Agency or body or his duly authorized official for NGAs and other branches of the government.

Inspection and Acceptance Report Appendix 62 of GAM Form. It is used by Supply and Property Office for the (IAR) inspection and acceptance of hauled/delivered items from the supplier.

Job Order (JO) It served as contract between WPU and the contractor on provision and completion of services indicated therein subject to the terms and conditions contained in the Order.

Philippine Government Electronic Refers to the electronic system as provided in Section 8 of the Revised IRR of Procurement System (PhilGEPS) RA 9184. All procurement projects with an approved budget of

P50,000.00above are required to be posted in this system.

Procurement Refers to the acquisition of goods, consulting services, and the contracting for infrastructure projects by the Procuring Entity. Incase of projects involving mixed procurements, the nature of the procurement, i.e., goods, infrastructure projects or consulting services, shall be determined based on the primary purpose of the contract. Procurement shall also include the lease of goods and real estate. With respect to real property, the procurement shall be governed by the provisions of RA 10752 and other applicable laws, rules and regulations.

Procuring Entity Refers to any branch, constitutional commissions or office, agency, department, bureau, or instrumentality of the GoP (NGA), including GOCC, GFI, SUC and LGU procuring goods, infrastructure projects and consulting services.

Purchase Order (PO) Appendix 61 of GAM Form. It served as contract between WPU and the supplier on delivery and supply of items indicated therein subject to the terms and conditions contained in the Order.

Purchase Request (PR) Appendix 60 of GAM Form, used to request all items needed in the performance of duties or operation

Request for Quotation (RFQ) Form used to solicit price quotes from legitimate suppliers for requested items indicated in the approved PR

Requisition and Issue Slip (RIS) Appendix 63 of GAM Form. It is used by Supply and Property Office in the issuance of items hauled/delivered by suppliers based on the served PO.

Technical Working Group (TWG) The group assisting the BAC on technical functions necessary in the implementation of procurement plan.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Receiving / Releasing Staff

5.1.1 Responsible in acceptance and recording of incoming and outgoing documents 5.1.2 Review the documents and forward them to concerned staff/office for action.

5.2 Bids and Awards Committee (BAC) 5.2.1 The BAC shall be responsible in the provision of BAC Resolution to projects

with P50,000.00 and above approved budget for the contract (ABC) under small value procurement facilitated by the Procurement Office.


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5.3 Technical Working Group (TWG) The TWG is responsible to assist the BAC in the following: 5.3.1 Review of the technical specifications, scope of work, and terms of reference; 5.3.2 Evaluation of bids; 5.3.3 Recommend to BAC and to HOPE

5.4 BAC Secretariat or the Procurement Unit They shall have the following functions and responsibilities: 5.4.1 Provide admin support to the BAC and the TWG 5.4.2 Take custody of procurement documents and other records to ensure that all

procurements undertaken by the University are properly documented 5.4.3 Post procurement opportunities and notices of awards at PhilGEPS 5.4.4 Monitor and facilitate procurement activities and milestones for proper

reporting to relevant agencies 5.5 Budget Office

The Budget Office is responsible in the following procurement-related procedures: 5.5.1 Certifies in signing the PR as to its availability of fund particularly for Fund 164

and Fund 101 5.5.2 Facilitates the obligation of contracts, POs, JOs, and other related documents

by signing in the BUR for approval. 5.5.3 Processes of Request for Cancellation of POs or some item/s in the PO in order

to make the budget available again for obligation. 5.5.4 Maintains the Budget Availability for Fund 164 and Fund 101 of every

Unit/College and Department 5.6 Accounting Office

The Accounting Office shall be responsible in the following procurement-related procedures:

5.6.1 Checking of the documents to facilitate the obligation of the Contracts, Purchase Orders, Job Orders and certify by signing the BUR, PO, JO that there is available fund for the project.

5.6.2 Certifying the completeness and correctness of procurement procedures in accordance with Government Accounting Manual and COA Regulations. 5.6.3 Processing of Request for Cancellation of POs or some item/s in the PO in order to make the budget available again for obligation.

5.6.4 Maintaining the Budget Availability of Fund 184 and Fund 161

5.7 Supply and Property Office

They shall be responsible in the following:

5.7.1 Recommending to the HOPE that the University has no available resources like those of the listed item/s in the Purchase Request.

5.7.2 Receiving the complete set of procurement papers and the item/s delivered or hauled from suppliers; witnessed by hauling staff from Procurement Office 5.7.3 Preparing the Inspection and Acceptance Report considering its correctness, completeness and specifications based on PO

5.7.4 Facilitating issuances of supplies to end-user using RIS form, the Inventory Custodian Slip (ICS), or Property Accountability Report (PAR) for property and equipment.

5.8 Procurement Office

The Office is responsible for the:

5.8.1 Review/receipt and consolidation of only those with complete specifications and approved PPMPs prior to consolidation of APP

5.8.2 Consolidation of the PPMPs into APP of two types (APP-CSE and General APP) 5.8.3 PPMPs/PRs that have incomplete specifications should be returned and/or feedback to the end-user within 3 - 5 days.

5.8.4 Facilitating of the whole Procurement Activities from procurement planning to payment processing

6.0 PROCEDURE 6.1 Refer to Procedure on Procurement Planning

6.2 Follow Budget Office Procedure for allocation of budget per department/college/unit (code).


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6.3 Procurement Office to prepare PR on quarterly basis based on the APP/PPMP; assuming that all specifications are completely indicated in the approved PPMPs 6.4 For technical item/s, consider the inputs or confirmation of TWG or end-user on specifications prior to PR processing. 6.5 Receive the approved PR & BAC Resolution from BAC 6.6 Request for Quotation or Canvassing Procedure at Procurement Office: 6.6.1 For supplies available at DBP-PS Depot, prepare Agency Purchase Request (APR) for commonly-use supplies and equipment (CSE) and submit to Procurement Service Depot – Palawan for quotation purposes of available supplies in the depot 6.6.2 For Projects not available in DBM-PS Depot, prepare at least 4 sets of RFQs for items not available in the PS based on data and specifications indicated in the approved PR; including notes to Bidder especially data on delivery period, warranty period, price validity, documentary requirements such as PhilGEPS Registration Certificate, Business Permit, latest ITR, and mode of delivery 6.6.3 Post the opportunities to PhilGEPS for all projects amounting to P50,000.00 and above 6.6.4 Prepare transmittal to BAC for Resolution of all projects with approved budget of P50,000.00 and above 6.6.5 Record the RFQ in RFQ Logbook, indicate its control number, its PR number, and its purpose 6.6.6 Release the RFQ for approval of the President thru VPAA/VPAF 6.6.7 Receive and color-shade the RFQ Number in RFQ Logbook as a proof of receipt of the approved RFQ 6.6.8 File a blank copy of approved RFQ for office file 6.6.9 Three (3) sets of RFQ shall be endorsed to canvassers and serve to at least three

(3) suppliers with known qualifications. Record the release in RFQ Issuance and Monitoring Matrix, and remind them on the instructions such as: 6.6.9.1 Inform the bidders that partial bid is not encouraged; all items should

be quoted in order to qualify for evaluation in awarding on a per lot basis. Partial bid can only be allowed if item/s requested are not always available in the market and there is an immediate need for the item/s

6.6.9.2 Agree with them on the date when to get or deliver the filled-out RFQs

with maximum limit of 15 working days. 6.6.9.3 Get contact number of the bidder for follow-up purposes

6.6.10 Pick-up the filled-out RFQ from the bidders and from DBM-PS Depot PS Depot 6.6.11 Canvasser to record the receipt of three (3) filled-up/quoted RFQs by indicating the date of acceptance and color-shading in RFQ Issuance and Monitoring Matrix as proof of RFQ submission/retrieval and monitoring of 3 sets RFQ completion

6.6.12 Canvasser should submit completed RFQ to PR/RFQ Supervisor for pre- screening and review on completeness and correctness of the following: 6.6.12.1 Date of RFQ (atmost 3 months validity for obligation), RFQ Number, PR Number

6.6.12.2 Price quotes (erasures should be countersigned, etc) 6.6.12.3 Signatories (HOPE, Canvasser, Bidder)

6.6.12.4 PR/RFQ Supervisor to attach the required documents such as: 6.6.12.4.1 Approved PR and its necessary documents 6.6.12.4.2 PhilGEPS Posting for P50,000.00 and above cost 6.6.12.4.3 BAC Resolution for above P50,000.00 project costs 6.6.13 Forward the complete procurement papers to Abstract of Canvass Officer for preparation of the Abstract

6.7 Procedure in evaluation and awarding of the Project based on the following guidelines and procedures:

6.7.1 BAC Resolution issued to Procurement Officer to recommend to the HOPE the award of the project based on the provisions in RA 9184 and its IRR 6.7.2 Include the End-User or Technical Working Committee as co-signatory in the recommending approval of the award for approval of the HOPE


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6.7.3 Adhere to the provisions outlined in Annex H of the Revised IRR of RA 9184 re:

Consolidated Guidelines for Alternative Methods of Procurement 6.8 Abstract of Bids/Canvass (AOBC) and Awarding Procedures:

6.8.1 Prepare the Abstract of Canvass with atleast 3 sets of completely filled-out RFQ 6.8.2 Indicate the RFQ number, date of preparation, purpose, and end-user in the

abstract form 6.8.3 Encode in the abstract form the same data indicated by bidders in their

submitted RFQ filled-out forms, such as: 6.8.3.1 Item Number 6.8.3.2 Quantity 6.8.3.3 Unit 6.8.3.4 Product Description including brand/models, specs, etc 6.8.3.5 Price per Unit 6.8.3.6 Total Price 6.8.3.7 Grand Total

6.8.4 Sign the prepared by at the bottom part of the Abstract Form and forward to Procurement Officer or her duly authorized Officer for evaluation and awarding 6.8.5

After checking and evaluation, the Procurement Officer will indicate the award and recommend it to the HOPE for approval

6.8.6 For technical items with critical specifications, the recommendation was done together with the end-user or its TWG in order to award the correct items/s according to end-user or TWG‟s recommendation

6.8.7 If there‟s a need for justification, it should be prepared by end-user indicating valid and reasonable reasons for doing so. It shall be noted by Procurement Officer; and approved by the HOPE as supporting document to the award made

6.8.8 Maintain copy of Abstract of Bids/Canvass for office file 6.8.9 Record and release Abstract of Canvass with recommended awardee/s to the

President as attachment to Purchase Order (PO) /Job Order (JO) and BUR for President‟s approval

6.9 Purchase Order (PO) / Job Order (JO) and BUR procedure 6.9.1 Prepare the PO to PS-Depot based on quotation of supplies received from them.

Total amount of quotation should be the same with the PO amount. Required attachment of PO to DBM-PS Depot are the following: 6.9.1.1 PR 6.9.1.2 APR 6.9.1.3 Quotation

6.9.2 For items not available in PS, prepare also the PO based on Abstract of Canvass, and approved Certification/Justification from end-user if any; with award approved by the HOPE

6.9.3 Prepare also the Budget Utilization Request (BUR) as attachment to PO/JO 6.9.4 Prepare the breakdown of supplies or materials per college/unit/ department as

reference of Supply Office in the issuance of supplies. 6.9.5 Attach to PO/JO and BUR its complete supporting documents such as PR,

RFQs, Abstract of Canvass, and other additional required supporting documents (refer to checklist of requirements)

6.9.6 Record and release such complete set of documents to VPAA/CAO for signature of BUR; President for approval of PO

6.9.7 Record the approved PO/JO in the PO and JO Logbook, and indicate Control Number in a year-month-control # sequence

6.9.8 Give the approved & numbered PO/JO with BUR and its complete supporting documents to Procurement Officer for checking, countersigning, and database posting

6.9.9 Return the checked/countersigned PO/JO to PO Account Officer for posting and for PR Monitoring File

6.9.10 Release the complete set of PO/JO and BUR for Obligation to Budget Office (for Fund 101 & 164) or Accounting Office (for Fund 184 & 161)

6.9.11 Stamped Received the returned obligated PO/JO and indicate the date of receipt in the PO Logbook and color-shade the PO/JO Number as a proof of receipt from Accounting Office


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6.9.12 Endorse the 3 copies of obligated PO to PO Issuance Officer for serving to suppliers. Record the issuance for monitoring purposes

6.9.13 Issue the obligated PO to suppliers by having them signed and indicate date of receipt in the conforme; remind the supplier on date of delivery or when it will be available for pick-up; and the place of delivery if it‟s for delivery

6.9.14 Return the duly received PO to PO Officer for segregation of filing: 1 copy for COA, and the other copy with stamped of Accounting for Procurement Papers attachment

6.9.15 Attach the duly received copy of POs to its supporting documents located in the concerned PO boxes, waiting for delivery and payment processing.

6.9.16 For instance that supplier requested in writing on cancellation of some items in the PO for some justifiable and acceptable reasons, processing of Certificate of Cancelled PO will be done with End-User, Procurement Office, Budget Office, and Accounting Office as signatories. Required supporting documents and activities to be done are the following:

6.9.16.1 Process the approval of supplier‟s Letter Request for Cancellation. Noted by Procurement Office and approved by the HOPE

6.9.16.2 Upon approval of the request, process the Certificate of Cancelled PO with request letter from Procurement Officer addressed to the President and attention to Budget, Accounting, and Supply Office as supporting document to cancellation

6.9.16.3 Upon approval of the Cancelled PO/items, effect the adjustment on PR Posting Monitoring File.

6.9.16.4 Post also in the concerned PO, then attach a copy of PO & BUR in the papers for cancellation

6.9.16.5 Release the Cancellation Papers for approval of End-user, Budget Officer, Accountant

6.10 Follow-up to suppliers before the agreed date of delivery / pick-up to ensure that items will be available upon pick-up/hauling

6.11 Procedure on Hauling with full delivery:

6.11.1 Based on PO, check the items for hauling as to specs and quantity

6.11.2 Check the Delivery Receipt or Charge Invoice based on actual hauling indicated in the PO before signing the received part

6.11.3 Ensure that hauled items will be safe from any situations that will cause damage or deformation while on travel

6.11.4 Immediately upon arrival, hauling staff look for complete supporting papers in the PO boxes and record for release to Supply Office for inspection and acceptance. He will also serve as witness during actual inspection if required by the Supply Office or the inspection team.

6.12 Refer to Property and Supply Inspection and Acceptance Procedure

6.13 Refer to Procurement Payment Processing/Disbursement Voucher Procedure

7.0 ATTACHMENTS/FORMS 7.1 PPMP of all Colleges, Units, Departments

7.2 APP

7.2.1 APP – CSE Fund 101

7.2.2 General APP – Fund 101 & Fund 164

7.2.3 Supplemental APPs

7.2.4 Purchase Request:

7.2.5 Logbook

7.2.6 PR copy (in number sequence)

7.2.7 PR Posting File (PO against PR)

7.3 Request for Quotation

7.4 Abstract of Bids/Abstract of Quotation

7.5 BAC Resolutions for P50,000.00 procurement under SMV

7.6 PhilGEPs Posting

7.6.1 PhilGEPS Logbook

7.6.2 PhilGEPS Posting closed (printed copy)

7.7 Justification/Certifications


198


7.8 Purchase Order 7.8.1 PO Logbook 7.8.2 PO File of submission to COA 7.9 Job Order 7.9.1 JO Logbook 7.9.2 JO File 7.10 Budget Utilization Request 7.11 Breakdown of Supplies and Materials per end-user 7.12 Project Status Folders 7.13 CNAS from PS Depot 7.14 Certificate of Cancelled PO/Items 7.14.1 Letter from Suppliers 7.14.2 Letter of Procurement Office addressed to the President on supplier‟s request 7.14.3 Copy of PO with cancellation posting 7.14.4 Copy of BUR 7.14.5 Forms from Supply Office: 7.14.5.1 IAR 7.14.5.2 RIS


199


REVISION HISTORY


Number

0 Original Issue




200


1.0 PURPOSE 1.1 This is to outline the procedure being adopted by the Western Philippines University in

the processing of payments to suppliers, contractors, consultants and staff with incurred expenses in behalf of the university.

2.0 SCOPE

2.1 This procedure shall be limited to processing of payment of all University Obligations relative to procurement of goods, infrastructure projects and consulting services.

3.0 REFERENCES 3.1 2016 Revised IRR of 9184 3.2 Bidding Documents in accordance with RA 9184 3.3 GPPB Issuances 3.4 Government Accounting Manual (GAM) 3.5 COA Circulars and Regulations


TERMS DEFINITION

Approved Budget for the Contract Refers to the budget for the contract / project duly approved by the HoPE as (ABC) provided for in the General Appropriations Act (GAA). Bids and Awards Committee Refers to the Committee established in accordance with Rule V of the Revised (BAC) IRR of RA 9184; composed of minimum of 5 but not more than 7 members. Philippine Government Electronic Refers to the electronic system as provided in Section 8 of the Revised IRR of Procurement System (PhilGEPS) RA 9184. It is where the procurement projects with P50,000.00 and above

approved budget are posted for purposes of publication and promotion.

Technical Working Group (TWG) The group assisting the BAC on technical functions necessary in the performance of their mandates.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Bids and Awards Committee 5.1.1The BAC shall be responsible in the provision of BAC Resolution to projects with P50,000.00 and above approved budget for the contract (ABC). 5.2 Technical Working Group The TWG is responsible to assist the BAC in the following: 5.2.1Review of the technical specifications, scope of work, and terms of reference; 5.2.2 Evaluation of bids; 5.2.3 Recommend to BAC and to HOPE 5.3 BAC Secretariat or the Procurement Unit They shall have the following functions and responsibilities: 5.3.1Provide admin support to the BAC and the TWG 5.3.2 Take custody of procurement documents and other records to ensure that all procurements undertaken by the University are properly documented 5.3.3 Post procurement opportunities and notices of awards at PhilGEPS 5.3.4 Monitor and facilitate procurement activities and milestones for proper reporting to relevant agencies 5.4 Budget Office

5.4.1 The Budget Office will process the cancellation of PO / JO requested by supplier or end-user as per approval of the President in order to make the budget available again under Fund 164 and Fund 101 of every Unit/College and Department

5.5 Accounting Office 5.5.1 The Accounting Office will process the cancellation of PO / JO requested by

supplier or end-user as per approval of the President in order to make the budget available again under Fund 184 and Fund 161.


201


5.6 Supply and Property Office They shall be responsible in the following: 5.6.1 Receive the complete set of procurement papers and the item/s delivered or

hauled from suppliers; witnessed by hauling staff from Procurement Office. 5.6.2 Prepare the Inspection and Acceptance Report considering the correctness,

completeness and specifications based on PO 5.6.3 Facilitate issuances of supplies to end-user using RIS form, facilitate the

Inventory Custodian Slip (ICS), or Property Accountability Report (PAR) for property and equipment.

5.7 Procurement Office The office is responsible to: 5.7.1 Facilitate the whole procurement activities from procurement planning to

payment processing

6.0 PROCEDURE 6.1 Check and review the supporting documents as to completeness and accuracy using the

Checklist of Requirements 6.2 Prepare the Disbursement Voucher indicating the following data:

6.2.1 Name of Supplier 6.2.2 Address 6.2.3 TIN 6.2.4 BUR Number 6.2.5 Particulars with inclusion of PO/JO Number 6.2.6 Amount 6.2.7 Name of Signatory at Box A: VPAA for Academic Affairs, CAO for Admin and

Finance 6.3 Record and number the Disbursement Voucher at DV Logbook, then release to VPAA or CAO for DV - Box A signature

6.4 Receive signed DV from VPAA/CAO

6.5 Forward the numbered DV with its supporting documents to Procurement Officer or her Authorized Representative for review of documents, post the of DV number in the PO Monitoring Database and countersign in the controlled DV number under procurement control number at the bottom of the DV

6.6 Photocopy the DV and its supporting documents for Office file

6.7 Record and release DV with complete supporting documents to Supply Office and have them signed in the DV Logbook

6.8 For reimbursement, end-user shall prepare all documents to support his/her claim. It includes all documents listed in the Checklist of Requirement for DV, except in the following situations:

6.8.1 Only one (1) RFQ for expenses incurred with an amount less than P1,000.00; only from the transacted store/supplier

6.8.2 Three (3) RFQ are required if expenses are amounting to P1,000.00 and above; and it requires Abstract of Canvass signed by the claimant 6.8.3 Certificate of Emergency Purchase is required as attachment for reimbursement voucher

6.8.4 Same suppliers with various receipts purchased with the same purpose should be combined in one (1) PO

6.8.5 One (1) IAR and RIS for every PO is required for Supply Office‟s processing 6.8.6 Summary of Disbursement to show the details of expenses, certified correct by the claimant

7.0 ATTACHMENT/FORMS 7.1 Purchase Request

7.2 Approved Budget for the Contract

7.3 PPMP

7.4 APP

7.5 RFQ

7.6 Abstract of Bids/Abstract of Quotation

7.7 BAC Resolutions


202


7.8 BAC Resolutions for P50,000.00 procurement under SMV 7.9 PhilGEPs Posting 7.9.1PhilGEPS Logbook 7.9.2 PhilGEPS Posting closed (printed copy) 7.10 PO / JO 7.11 BUR


203

REQUESTING FOR BAC RESOLUTION FOR AMP

REVISION HISTORY


Number

0 Original Issue




204


1.0 PURPOSE This is to outline the procedure on requesting the Bids and Awards Committee (BAC) for BAC Resolution of procurement of goods, services, and infrastructure projects under Alternative Mode of Procurement with project cost or ABC amounting to P50,000.00 and above.

2.0 SCOPE

This procedure shall be applied to all procurement of goods, infrastructure projects and consulting services of the University.

3.0 REFERENCES 3.1 Revised IRR of RA 9184 3.2 GPPB issuances 3.3 COA Rulings


TERMS DEFINITION

Approved Budget for the Contract Refers to the budget for the contract / project duly approved by the HoPE as (ABC) provided for in the General Appropriations Act (GAA). Bids and Awards Committee Refers to the Committee established in accordance with Rule V of the Revised (BAC) IRR of RA 9184; composed of minimum of 5 but not more than 7 members. Head of Procuring Entity (HoPE) Refers to the Head of the Agency or body or his duly authorized official for NGAs and the constitutional commissions or offices and other branches of the government.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 BAC Secretariat or the Procurement Unit They shall have the following functions and responsibilities: 5.1.1Provide admin support to the BAC and the TWG 5.1.2Take custody of procurement documents and other records to ensure that all procurements undertaken by the University are properly documented 5.1.3Post procurement opportunities and notices of awards at PhilGEPS 5.1.4Monitor and facilitate procurement activities and milestones for proper reporting to relevant agencies

6.0 PROCEDURES 6.1 Check / evaluate the approved PRs as to category and/or proposed project/activity 6.2 Summarize the total ABC of these PR/s 6.2.1 If the total PR exceeded the amount of P50,000.00 but did not reach the Public Bidding threshold – then the total project should be included in the transmittal to BAC for BAC Resolution requisition 6.2.2 If the total of PR reached the P1M threshold, there is no need for BAC Resolution because it is automatically submitted to BAC for public bidding mode of procurement 6.3 Prepare the List of Projects for BAC Resolution indicating the Title of the Project, PR Numbers, Fund Cluster, and the ABC; 6.4 Prepare the Transmittal to BAC, with the following attachments: 6.4.1 Accomplished List of Projects / Line Item Budget 6.4.2 Approved PRs, and/or other related supporting documents 6.5 Submit the Transmittal to BAC for inclusion of the Request in the Agenda during BAC Meeting

6.6 Attend the BAC Meeting to respond to any queries of the BAC members during meetings

6.7 Wait for the approved BAC Resolution, then proceed to procurement procedures with this document as one of the attachments for procurement processing 6.8 File copy of BAC Resolution for office file


205


6.9 Update a BAC Resolution Report on a monthly basis 7.0 ATTACHMEMTS/FORMS

7.1 Purchase Request 7.2 PPMP 7.3 APP


206

PHILGEPS POSTING

REVISION HISTORY


Number

0 Original Issue




207

PHILGEPS POSTING

1.0 PURPOSE This is to outline the procedure on posting of procurement opportunities to Philippine Government Electronic Procurement System (PhilGEPS) under the Department of Budget and Management for projects with project cost or ABC amounting to P50,000.00 and above.

2.0 SCOPE

This procedure shall be applied to all procurement of goods, infrastructure projects and

consulting services of the University.

3.0 REFERENCES 3.1 Revised IRR of RA 9184 3.2 GPPB issuances 3.3 COA Rulings


TERMS DEFINITION

Approved Budget for the Contract Refers to the budget for the contract / project duly approved by the HoPE as (ABC) provided for in the General Appropriations Act (GAA).

Bids and Awards Committee Refers to the Committee established in accordance with Rule V of the Revised (BAC) IRR of RA 9184; composed of minimum of 5 but not more than 7 members. Philippine Government Electronic Refers to the electronic system as provided in Section 8 of the Revised IRR of Procurement System (PhilGEPS) RA 9184. It is where the procurement projects with P50,000.00 and above

approved budget are posted for purposes of publication and promotion.

Technical Working Group (TWG) The group assisting the BAC on technical functions necessary in the performance of their mandates.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 BAC Secretariat or the Procurement Unit

They shall have the following functions and responsibilities: 5.1.1 Provide admin support to the BAC and the TWG 5.1.2 Take custody of procurement documents and other records to ensure that all

procurements undertaken by the University are properly documented 5.1.3 Post procurement opportunities and notices of awards at PhilGEPS 5.1.4 Monitor and facilitate procurement activities and milestones for proper

reporting to relevant agencies

6.0 PROCEDURES The Procurement Office based on approved PR, will do the following: 6.1 Review and summarize the PRs per category and compute the total ABC 6.2 If the total ABC exceeded the amount of P50,000.00; then the total project should be posted in the PhilGEPS 6.3 Prepare the Request for Quotation 6.4 Check the completeness of specifications, its quantity, and units used in the RFQ 6.5 Post the procurement opportunity in the PhilGEPS: 6.5.1by attaching the RFQ as associated document 6.5.2 by indicating the individual list of items with complete specifications and details in the line item part


7.1 Purchase Request 7.2 Request for Quotation 7.3 PPMP 7.4 APP


208

INSPECTION AND ACCEPTANCE REPORT

REVISION HISTORY


Number

0 Original Issue


GEORGE S. FERRIOL NILO V. BANLAWE ELSA P. MANARPAAC Admin. Officer V, Supply Officer Vice President for Admin & Finance President


209


1.0 PURPOSE 1.1 Means the examination (including testing) of supplies, materials, property plant and

equipment including services (raw materials and component) to determine whether the items and services conform to contract requirements, which include all applicable drawings, specifications and purchase description. Inspection may consist of checking for identity, quantity and shipping damages.

2.0 SCOPE

2.1 Inspection and Acceptance of Supplies, Materials and Property Plant and Equipment including services.

3.0 REFERENCES

3.1 Government Accounting Manual for National Government Agencies Vol. I-III 3.2 Training Handbook on Property and Supply Management System 3.3 Manual on Appraisal of Government Properties except Real State, Antique Property

and Works of Art 3.4 Training Handbook on Internal Control Structure


TERMS

DEFINITION

End User Is the person who actually uses a particular product/item. Inspection and Acceptance Is a report submitted by the inspection officer/ committee, technical working Report (IAR) group and the supply and/ or property custodian on the inspection and

acceptance, respectively, of the purchased supplies, goods, equipment or property.

Inspection Committee Is a group of people represented by property and supply office, accounting office and internal control office which is authorized to conduct actual/ocular inspection for the newly acquired/delivered items.

Property Custodian Refers to the guardianship of government property by the person accountable. Technical Working Group (TWG) Is an ad hoc group of experts on their field of specialization.


5.1 Receiving and Releasing Section Personnel 5.1.1 Conduct verification/validation as to completeness and authenticity of required

attachments according to the checklist in the documents submitted by the Procurement Office.

5.1.2 Only verified/validated documents will be forwarded to the inspection committee for actual/ocular inspection of the items.

5.1.3 Documents identified with lacking required attachments will be retured immediately to the Procurement Office for appropriate action.

5.2 Inspection Committee 5.2.1 Conduct actual/ocular inspection and signing of inspection box for those items

verified and found in order as to quantity and specifications of supplies, materials, property plant and equipment including services.

5.2.2 The committee may recommend for rejection of items delivered as per specifications based on purchase order and reduction in price in terms of shortage in quantity.

5.2.3 Prepare the inspection and acceptance report. 5.3 Technical Working Group

5.3.1 Conduct actual/ocular inspection, signing of inspection box and certify that the following equipment are properly inspected and found in order as to specifications of supplies, materials, property plant and equipment including services.

5.3.2 The committee may recommend for rejection in terms of deficiencies/defects in quality and may submit a written report as a result of their findings.


210


5.4 End-User 5.4.1 Accept the items as per request which passed the testing and inspection

procedure conducted by the technical working group and the inspection committee.

5.4.2 Sign inspection box under the end-user and indicating the date of inspection or receipt.

5.5 Property Custodian 5.5.1 Acknowledge receipt of the items by signing the acceptance box either complete

or partial the quantity of the delivered items and indicating the date of receipt. 6.0 PROCEDURE

6.1 The Procurement Office issues a request for inspection to the inspection committee/officer, technical working group, and end-user/s of the newly acquired supplies, materials, property plant and equipment including services and forwarded the documents to the receiving and releasing section personnel.

6.2 The receiving and releasing section personnel conduct verification/validation as to completeness and authenticity of required attachments according to the checklist in the documents submitted by the Procurement Office.

6.3 The verified/validated documents conducted by the receiving and releasing section personnel will be forwarded to the inspection committee/officer, technical working group and end user/s for actual/ocular inspection of the delivered items.

6.4 The documents identified with lacking required attachments will be returned immediately to the procurement office for appropriate action.

6.5 The inspection committee/officer conducts inspection during Monday, Wednesday and Friday to give priority on the preparation of Inspection and Acceptance Report and other necessary attachment during Tuesday and Thursday.

6.6 In case of reimbursement, replenishment and liquidation, the end user can facilitate the signing of Inspection and Acceptance Report by the Inspection Committee from Monday to Friday, provided that the required attachment such as RIS, ICS, PAR, Request for Pre/Post Repair Inspection and Waste Material Report should be in placed.

6.7 The inspection committee/officer, technical working group and end -user/s will proceed to the delivery site and conduct inspection and testing procedures; if applicable or if there are items considered as equipment.

6.8 The inspection committee must secure the serial and model numbers, brand and property sticker of the inspected delivered equipment items including pictures for proper control and records.

6.9 After the inspection and testing process, preparation of inspection and acceptance report will be done by the member of the inspection committee/officer represented by the authorized representative coming from the Property and Supply Office.

6.10 The IAR shall be prepared in four (4) copies distributed as follows: 6.10.1 Original – Supplier (attachment to the DV) 6.10.2 Copy 2 – Inspection Committee 6.10.3 Copy 3 – Accounting Office (attachment to the JEV) 6.10.4 Copy 4 – Property and Supply Office File

6.11 The technical working group certifies, signs and specifies the date of inspection and testing on the upper portion of the inspection box of the IAR, indicating that the following equipment are properly inspected and found in order as to quantity and specifications.

6.12 The end-user certifies, signs and specifies the date of inspection on the upper portion of the inspection box of the IAR, indicating that they are inspected, verified and found in order as to quantity and specifications.

6.13 The inspection committee/officer shall sign, specify the date of inspection, and put check “√” mark on the inspection portion of the IAR, indicating that they inspected, verified and found in order the items delivered as to quantity and specifications.

6.14 Prepared and signed inspection and acceptance report by the inspection committee/officer, technical working group and end user/s will be forwarded by the warehouse section personnel to the receiving and releasing section personnel.

6.15 The receiving and releasing section personnel forward the inspection and acceptance report to administrative and operation section personnel.


211


6.16 Administrative and operation section personnel forward the inspection and acceptance report to the property custodian.

6.17 The property custodian shall acknowledge the receipt of the items by indicating in the acceptance portion of the IAR, signature, date of acceptance and check “√” mark whether the delivery is complete or partial as to quantity.

6.18 The property custodian forward the signed inspection and acceptance report to the administrative and operation section personnel.

6.19 In case of services like repairs of various property plant and equipment, a pre repair and post repair inspection shall be accomplished by the administrative and operation section personnel of the office as required attachment in the document prior to the preparation of disbursement voucher.

6.20 The receiving and releasing section personnel release the accomplished inspection and acceptance report form and other supporting documents to the Procurement Office.


7.1 IAR Form – PPC Campus 7.2 IAR Form – Main Campus 7.3 Pre-repair and Post-repair Inspection


212

ISSUANCE OF SUPPLIES, MATERIALS AND PROPERTY PLANT AND EQUIPMENT

REVISION HISTORY


Number

0 Original Issue




213


1.0 PURPOSE 1.1 Issuance is the act of transferring the custodianship of a property from one person to

another. Utilization, on the other hand, is the process of promoting greater services and economy in the use of supplies, materials and equipment of the government through efficient and honest procurement, systematic and coordinated transfer of control and recording; proper care, maintenance and repair and appropriate and timely disposal.

2.0 SCOPE

2.1 Issuance of Supplies, Materials and Property Plant and Equipment.

3.0 REFERENCES

3.1 Government Accounting Manual for National Government Agencies Vol. I-III 3.2 Training Handbook on Property and Supply Management System 3.3 Manual on Appraisal of Government Properties except Real State, Antique Property

and Works of Art 3.4 Training Handbook on Internal Control Structure


TERMS

DEFINITION

ICS (Inventory Custodian Slip) Is a form used by the supply and/or property custodian to issue tangible items Form amounting to less than Php15,000 to end-user to establish accountability over them. PAR (Property Acknowledgement Shall be used in the property and supply office/division/unit to record the issue Receipt) Form of PPE to end-user. It shall be maintained by fund cluster. It shall be renewed every three years or every time there is a change in custodianship/user of the property. Items amounting to more than Php15,000 to end-user to establish accountability over them. RIS (Requisition and Issue Slip) Shall be used by the requisitioning division/office to request supplies, goods, Form equipment, and property carried in stock and by the supply and/ or property division/ unit to issue the items requested. RSMI (Report of Supplies and Is a form prepared by the property and supply office/division/unit to Materials Issued) Form report/summarize all issues of inventories (by stock number) during the day.


5.1 Receiving and Releasing Section Personnel 5.1.1 Responsible in releasing of documents with attached duly signed inspection

and acceptance report, requisition and issue slip, inventory custodian slip and property acknowledgement receipt to the Procurement Office for the preparation of disbursement vouchers.

5.2 Administrative and Operation Section Personnel 5.2.1 Property Custodian

5.2.1.1 Sign the prepared report of supplies and materials issued on a daily basis, inventory custodian slip and property acknowledgement receipt.

5.3 Warehouse Section Personnel 5.3.1 In charge in the preparation of notification forms to different colleges, departments, sections or end user/s regarding the availability of their requested supplies, materials and property plant and equipment and ready for issuance.

5.3.2 In charge in the preparation of requisition and issue slip, inventory custodian slip and property acknowledgement receipt.

5.3.3 Responsible for the issuance of supplies, materials and property plant and equipment to all respective colleges, departments, sections or end user/s. 5.3.4 In charge in the preparation of report of supplies and materials issued.

5.4 End-user

5.4.1 Responsible in coordinating a transport service/vehicle used in transporting their requested supplies, materials and property plant and equipment from


214


property and supply office warehouse going to their respective colleges, departments or sections.

5.4.2 Responsible in claiming their requested supplies, materials and property plant and equipment.

5.4.3 Responsible in informing the Property and Supply Office regarding their unclaimed requested items.

6.0 PROCEDURE

6.1 Warehouse section personnel are responsible in the preparation of notification form, requisition and issue slip, report of supplies and materials issued, inventory custodian slip and the property acknowledgement receipt including its property numbers and stickers.

6.2 The RIS shall be prepared in three (3) copies distributed as follows: 6.2.1 Original – Accounting Division/Unit (to be attached to the RSMI) 6.2.2 Copy 2 – Requisition Division/Office file 6.2.3 Copy 3 - Property and Supply Office File

6.3 The RSMI shall be prepared in two (2) copies distributed as follows: 6.3.1 Original – Accounting Division/Unit to support the JEV 6.3.2 Copy 2 – Property and Supply Office File

6.4 The ICS shall be prepared in two (2) copies distributed as follows: 6.4.1 Original – Property and Supply Office File 6.4.2 Copy 2 – Recipient or end-user

6.5 The PAR shall be prepared in two (2) copies distributed as follows: 6.5.1 Original – Property and Supply Office File 6.5.2 Copy 2 – Recipient or end-user

6.6 Warehouse section personnel put property stickers on the items. Red stickers stand for property plant and equipment amounting to more than Php15,000.00, Blue stickers stand for inventory custodian slip known as semi expendable supplies amounting to less than Php15,000.00. Yellow stickers stand for donation.

6.7 Warehouse section personnel are responsible for the issuance of supplies, materials and property plant and equipment to all respective colleges, departments, sections or end user/s.

6.8 The end user/s are responsible in coordinating a transport service/vehicle used in transporting their requested supplies, materials and property plant and equipment coming from property and supply office warehouse going to their respective colleges, departments or sections.

6.9 The end user/s are responsible in claiming their requested supplies, materials and property plant and equipment within three (3) working days upon receipt of notification form.

6.10 Unclaimed items within three (3) working days, the end user should inform the Property and Supply Office the reasons regarding about the unclaimed requested items through written communication.

6.11 The end user/s are responsible of the signing of requisition and issue slip, inventory custodian slip and property acknowledgement receipt under the portion of received by for proper accountability and monitoring of the items and returned to the warehouse section personnel.

6.12 Warehouse section personnel forward the duly signed inventory custodian slip and property acknowledgement receipt to the administrative and operation section.

6.13 Warehouse section personnel will now prepare the report of supplies and materials issued to be signed by the authorized personnel and forwarded to the administrative and operation section personnel for submission to the accounting office.

7.0ATTACHMENT/FORMS

7.1 Requisition And Issue Slip

7.2 Report of Supplies and Materials Issued

7.3 Inventory Custodian Slip

7.4 Property Acknowledgment Receipt

7.5 Notification Form


215

INVENTORY OF SUPPLIES, MATERIALS AND PROPERTY PLANT AND EQUIPMENT AND ITS

PROPER DISPOSITION

REVISION HISTORY


Number

0 Original Issue




216

INVENTORY OF SUPPLIES, MATERIALS AND PROPERTY PLANT AND EQUIPMENT AND ITSPROPERDISPOSITION

1.0 PURPOSE 1.1 Inventory-taking is an indispensable procedure for checking the integrity of property

custodianship. The physical stock – taking of equipment and supplies serves as a basis for preparing accounting reports. At the end of the year the Accounting Office and the Property and Supply Office should reconcile their records.

2.0 SCOPE

2.1 Inventory of Supplies, Materials and Property Plant and Equipment including proper disposition.

3.0 REFERENCES 3.1 Government Accounting Manual for National Government Agencies Vol. I-III 3.2 Training Handbook on Property and Supply Management System 3.3 Manual on Appraisal of Government Properties except Real State, Antique Property and Works of Art 3.4 Training Handbook on Internal Control Structure


TERMS DEFINITION

Appraisal and Disposal Is a group of people represented by Vice President for Administration and

Committee Finance as chairman, Chief Administrative Officer as vice-chairman, Property

and Supply Officer as member, Accountant as member and Internal Control

Officer as member of which are authorized for proper disposition of

unserviceable properties of the Agency/University in accordance to COA

regulations and procedures on appraisal and disposal of government

properties.

End User/Person Responsible Is the person who actually uses a particular product/item.

ICS (Inventory Custodian Slip) Is a form used by the supply and/or property custodian to issue tangible items

Form amounting to less than Php 15,000 to end-user to establish accountability over

them.

IIRUP (Inventory and Inspection Is a report prepared by the Property and Supply Office as basis to record

Report of Unserviceable Property) dropping from the books the unserviceable properties carried in the PPE

Form accounts.

Inventory Committee Is a group of people represented by Property and Supply Office, Accounting

Office and Internal Control Office who are authorized to conduct

actual/physical/ocular inventory of supplies, materials and property plant and

equipment acquired by the university.

PAR (Property Acknowledgement Shall be used in the property and supply office/division/unit to record the issue

Receipt) Form of PPE to end-user. It shall be maintained by fund cluster. It shall be renewed

every three years or every time there is a change in custodianship/user of the

property. Items amounting to more than Php15,000 to end-user to establish

accountability over them.

Property Custodian Refers to the guardianship of government property by the person accountable.

PTR (Property Transfer Report) Shall be used when there are transfers of property from one Accountable

Form Officer/Agency/Fund Cluster to another Accountable Officer/Agency/Fund

Cluster.

RAD (Request for Authority to Is the form used by the Property and Supply Office in requesting proper

Dispose) Form authority in disposing unserviceable supplies, materials and property plant and

equipment to the head of the agency/university subject for his/her approval,

copy furnished the office of the auditor (COA) and the Accounting Office thru

its accountant prior to the conduct of disposal/auction procedure.

RLSDDP (Report of Lost, Stolen, Shall be used by the Accountable Officer to report or notify the auditor of the

Damaged or Destroyed Property) COA, the Chief Accountant and all others concerned of the lost, stolen,

Form damaged or destroyed property.

RPCPPE (Report on the Physical Is the form used to report on the physical count of PPE by type such as land,

Count of Property, Plant and land improvements, infrastructure, building and other structures, machinery


217

INVENTORY OF SUPPLIES, MATERIALS AND PROPERTY PLANT AND EQUIPMENT AND ITS PROPER DISPOSITION

Equipment) Form and equipment, transportation equipment, furniture, fixtures and books, etc. which are owned by the agency. It shall be prepared yearly by fund cluster.

RRICS (Receipt of Returned This form is used by the end user/ person responsible/ accountable officer in Inventory Custodian Slip) Form returning his/her supplies and materials custody to Property and Supply Office

for proper evaluation, monitoring, control and updating of his/her records.

RRPPE (Receipt of Returned This form is used by the end user/person responsible/accountable officer in Property Plant and Equipment) returning his/her property plant and equipment custody to Property and Form Supply Office for proper evaluation, monitoring, control and updating of

his/her records.

WMR (Waste Material Report) Shall be used by the Property and Supply Office or the Property Custodian to Form report all waste materials previously taken up in the books of accounts as assets

or in his/her custody so that they may be properly disposed of and derecognized from the books.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Inventory Committee

5.1.1 The committee has the authority to impose implementing guidelines in conducting inventory to the respective colleges, external campuses, sections and departments that may contribute for the efficiency and accuracy of the inventory taking conducted. The following guidelines are as follows; 5.1.1.1 The Inventory Committee will issue a memorandum prior the conduct

of Inventory as scheduled by the Committee. 5.1.1.2 Faculty and Staff shall have the priority to be entertained by the

Inventory Committee in the conduct of inventory of their respective items under his/her custody for accurate results of the data subject for verification.

5.1.1.3 The Committee conducts Inventory of PPE – Property Plant and Equipment every three (3) years interval or if deemed necessary.

5.1.1.4 The Committee gives only 30 days to the Faculty and Staff to present missing items under his/her accountability. After 30 days grace period item/s which are not found or cannot be presented, the Committee will consider the items under the missing lists.

5.1.1.5 As per result of the inventory, report of summarized missing property plant and equipment of concerned faculty and staff will be submitted by the committee to the Accounting Office for proper computation and depreciation of the items as basis for payment or replacement to be imposed by the Property and Supply Office to concerned faculty and staff/end user.

5.1.1.6 The ICS – Inventory Custodian Slips (Semi-Expendable Supplies) are under the responsibility of Faculty and Staff and they are accountable and liable in case of improper use, losses/missing or negligence equivalent to 5% of the total acquisition cost of the items.

5.2 Appraisal and Disposal Committee 5.2.1 Appraisal in computing the appraised value of the property is to set the

government‟s/university‟s minimum selling price so that the government/university shall receive fair compensation for the items sold. The Disposal Committee Members, including the owning agency, shall each prepare its appraisal report. The following guidelines are as follows; 5.2.1.1 Missing property plant and equipment item/s can be replaced to be

paid based on the replacement cost of the item or can request relief of accountability from COA.

5.2.1.2 Conduct an ocular inspection of the property to be appraised to assess its physical condition.

5.2.1.3 Seek reference price information such as acquisition cost or current market price of similar property or replacement cost for a similar new property.

5.2.1.4 Compute the appraised value following the revised formula on appraisal of government properties except real estate, antique property


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and works of art, which take into account the property‟s actual physical condition, the relevant reference price information, expected useful life of the property and the changes in the value of the property caused by depreciation, and those caused by changes in the value of the exchange currency, the peso, and also appreciation in the value of the property occasioned by the reconditioning, major repair or upgrade of property as well as favorable changes in the exchange value of the Philippine peso.

5.2.2 Disposal is the end of the life cycle of a government/university property, a considerable quantity of unserviceable, no longer needed, repaired or reconditioned obsolete, forfeited/seized, supplies, materials and equipment and valueless records which have grown into unmanageable and uneconomical proportions now exist in the various government agencies. To save on cost of maintaining such property there is a need for their disposal to avoid continuing carrying / inventory costs, prevent further deterioration thereby obtaining the fair return in case of sale and to relieve the accountable officers of unnecessary accountability and also make available space for the agency . 5.2.2.1 Once supplies/property becomes unserviceable from any cause or are

no longer needed, the officer accountable therefore shall immediately return the same to the Property Officer/equivalent position concerned.

5.2.2.2 The Property Officer/equivalent position shall file an application for disposal/request for authority to dispose with appropriate documents to the COA Auditor.

5.2.2.3 The COA Auditor shall inspect the items and determine whether the items are with or without value and forward his/her recommendation to the Head of the Agency.

5.2.2.4 The Head of the Agency shall forward the documents to the Disposal Committee.

5.2.2.5 The Disposal Committee shall recommend to the Head of the Agency the mode of disposal as appropriate and deemed most advantageous to the government/university.

5.2.2.6 If found to be valuable the unserviceable property may be sold at public auction to the highest bidder under the supervision of the proper Committee on Award or similar body.

5.2.2.7 The awardee shall pay, claim and withdraw the property upon the determination of the awardee, the bid bond shall be considered as partial payment and the difference between such payment and the offered bid price shall be paid in the form of cash, cashier‟s/manager‟s check of a reputable bank within the area where the bidding was held. Full payment shall be made within 5 working days from the date of the notice of award. In addition to the purchase price, any taxes, custom duties or charges in connection with the sale shall be borne by the awardee. 5.2.2.7.1 Claims shall be made only by the awardee, after the bid

price is fully paid as evidenced by an official receipt. The Disposal Committee shall effect it in the presence of the reporting accountable officer or his duly authorized representative and witnesses.

5.2.2.7.2 The property officer of the owning agency shall accomplish a tally-out sheet as evidence of actual delivery. Authorized agency official and the buyer acknowledging receipt of the items shall sign the tally-out sheet.

5.2.2.7.3 Claims shall be made only during official government/university working hours.

5.2.2.7.4 Claims shall be made within the period fixed by the Disposal Committee but not more than 30 days after awarding. Failure on the part of the awardee to claim the property within the stipulated period shall have the effect of cancellation of the award/contract. The awardee shall


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then be charged storage fees and other incidental fees/cost or damages, i.e., costs incurred in the conduct of another public bidding or negotiation. If the property remains unclaimed over a prolonged period of time, ownership of the contracted/awarded property shall automatically revert to the government/university. The government/university shall then have the right to dispose of the property thru whatever manner the Disposal Committee deems most advantageous to the government/university.

5.2.2.8 Upon disposal of property, the pertinent portions of the Inventory & Inspection Report of Unserviceable Property, Report of Waste Materials or Invoice-Receipt for Property, whichever is applicable, shall be accomplished. These reports shall be the basis for dropping the property from the books of accounts and for taking up the proceeds from the sale of the property.

5.3 Property Custodian 5.3.1 Has the authority of imposing the Inventory Committee implementing

guidelines in order to exercise properly the Property and Supply Office mandates.

5.3.2 Has a key role in the process of Appraisal and Disposal Committee in exercising their responsibility and authority in order to have a competitive and successful disposition of unserviceable supplies, materials and property plant and equipment with justifiable return on the side of the government funds thru sales proceeds out of this procedure.

5.4 End-User/Person Responsible 5.4.1 Is responsible of proper usage, care and maintenance of all supplies, materials,

and property plant and equipment under his/her custody 5.4.2 Is responsible to immediately notify the auditor and the Property and Supply

Office of the occurrence of the loss and within thirty (30) days secure and submit report of lost, stolen, damaged or destroyed property under his/her custody for the application for relief attached all necessary supporting documents:

5.4.2.1 Affidavit executed by the end-user/person responsible/accountable officer stating the following facts: 5.4.2.1.1 Property lost and its valuation; 5.4.2.1.2 Actual date in which the absence was first noted; 5.4.2.1.3 Manner of disappearance 5.4.2.1.4 Efforts put forth to recover the same; 5.4.2.1.5 Provisions made to safeguard the property; and 5.4.2.1.6 Date when the loss was reported to the auditor and the

police authorities. 5.4.2.2 Joint Affidavit of two (2) disinterested persons cognizant of the facts and circumstances about the loss. In case it is not possible to obtain the statement of two disinterested persons and only one is available, or none at all, such fact should be set forth in the affidavit of the person requesting relief, giving the reasons therefore.

5.4.2.3 Final Police Report showing the steps taken by the police authorities to recover the property lost and to apprehend the suspect(s) and the present status of the case;

5.4.2.4 Comments and/ or Recommendation of the Agency Head;

5.4.2.5 Comments and/ or Recommendation of the Auditor as a result of the investigation and evaluation of the causes of the loss and the evidences submitted, which shall be listed in his endorsement, taking into consideration, the degree of diligence exercised by the accountable officer in the safekeeping of government property under his custody so that negligence on the part of the accountable officer is not an attributable factor to the causes of loss;


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5.4.2.6 For negligence to exist there must be an omission to do something which reasonable man, guided by consideration, which ordinarily regulated the conduct of human affairs, would do;

5.4.2.7 Certification from Police/Fire, Chief/Provincial, Governor/Mayor or other competent authority as to the destruction brought by natural calamity and/or insurgency;

5.4.2.8 Inspection Report on the extent of damage on insured property; 5.4.2.9 Copy of Property Acknowledgement Receipt and Inventory Custodian

Slip for property lost; 5.4.2.10 Certificate by the veterinarian/project in-charge as to cause of death

with a description of the animal, if the property is a government animal under the care of a veterinarian/project in-charge.

5.4.3 Is responsible of returning to the Property and Supply Office all of his/her supplies, materials and property plant and equipment under his/her custody once they become unserviceable or unrepairable.

6.0 PROCEDURE

6.1 The Property and Supply Office thru the Inventory Committee conducts meeting in planning preparation for the implementation of physical/actual/ocular inventory of property plant and equipment of university under the custody of permanent faculty and staff and inform the management with regards to the output of the meeting.

6.2 The management will issue a memorandum stating the conduct of physical/actual/ocular inventory of property plant and equipment to concerned deans of different colleges, directors, campus administrator, section heads and departments under the custody of all permanent faculty and staff/end user attached the prepared schedule respectively.

6.3 All permanent faculty and staff/end user who have an inventory custodian slip for supplies and materials have the responsibility to secure and protect for any loss and misuse of the items under their custody and they are liable for whatever happened on the items.

6.4 The inventory committee will conduct inventory taking every three (3) years interval or if deemed necessary based on their planned schedule issued to all concerned deans of different colleges, directors, campus administrator, section heads and departments thru the issued memorandum by the management subject to change with prior notice.

6.5 Inventory committee result of the inventory taking should be prepared and proper reporting will take place through the Property and Supply Office.

6.6 The Property and Supply Office submit the report of list of missing property plant and equipment as per inventory committee findings to concerned permanent faculty and staff/end user to accounting office for proper computation of replacement cost with applied depreciation.

6.7 The report of list of missing property plant and equipment with computed replacement cost and applied depreciation coming from Accounting Office is returned to Property and Supply Office for proper notification to concerned faculty and staff/end user regarding their liability.

6.8 The Property and Supply Office imposes for payments on cash basis from the concerned faculty and staff/end user identified with liability based on the list of missing property plant and equipment to the Cashier‟s Office and the official receipt will be presented to Property and Supply Office for posting.

6.9 The Property and Supply Office reports the list of missing property plant and equipment with computed replacement cost and applied depreciation supported by official receipts paid by concerned faculty and staff/end user to the Accounting Office for proper right off in the book of accounts of property plant and equipment of university.

6.10 All permanent faculty and staff/end user identified with unserviceable property plant and equipment under their custody are responsible to return them to the Property and Supply Office to be able to update their records on the property acknowledgement receipt and secure receipt of returned property plant and equipment for records purposes.


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INVENTORY OF SUPPLIES, MATERIALS AND

PROPERTY PLANT AND EQUIPMENT

AND ITS PROPER DISPOSITION

6.11 All returned unserviceable property plant and equipment to the Property and Supply Office are now subject for the preparation of report to the Accounting Office through an inventory and inspection report of unserviceable property with attached pictures for documentation and proper computation of depreciation cost subject to disposition of the property through public auction. 6.12 The Property and Supply Office prepares the authority to dispose unserviceable property plant and equipment with attached duly accomplish inventory and inspection report of unserviceable property and corresponding pictures subject for approval of the head of the agency or his/her duly authorized representative. 6.13 Approved authority to dispose unserviceable property plant and equipment will forwarded to the office of the auditor (COA) for their information and comments affixed their received confirmation of the report copy furnished the Accounting Office. 6.14 The Property and Supply Office through the appraisal and disposal committee conducts necessary procedure as per indicated under 5.0 of responsibilities and authorities, 5.2 appraisal and disposal committee, 5.2.1 of 5.2.1.1 to 5.2.1.4 and 5.2.2 of 5.2.2.1 to 5.2.2.8 respectively for strict compliance. 6.15 In case property plant and equipment will be lost, necessary procedure under 5.0 of responsibilities and authorities, 5.4 end user / person responsible, 5.4.1 to 5.4.3 will be strictly implemented.

7.0 ATTACHMENT/FORMS 7.1 Report on The Physical Count of Property, Plant And Equipment 7.2 Request for Authority to Dispose/Unserviceable PPE & Inventory Custodian Slip / Semi Expendable Supplies 7.3 Inventory and Inspection Report of Unserviceable Property 7.4 Waste Materials Report 7.5 Property Transfer Report 7.6 Report of Lost, Stolen, Damaged or Destroyed Property 7.7 Inventory Custodian Slip 7.8 Receipt of Returned Property Plant and Equipment 7.9 Receipt of Returned Inventory Custodian Slip 7.10 Property Acknowledgment Receipt


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RENEWAL OF REGISTRATION AND INSURANCES OF UNIVERSITY VEHICLES,

BUILDINGS AND FIREARMS

REVISION HISTORY


Number

0 Original Issue




223

RENEWAL OF REGISTRATION AND INSURANCES OF UNIVERSITY VEHICLES, BUILDINGS AND FIREARMS

1.0 PURPOSE 1.1 Every government office/establishment, is required to insure its property with the

General Insurance Fund against any insurable risk therein provided and pay premiums and also required for a renewal of registration.

1.2 Insurance against loss and/or damage of an insured vehicle, building and other government property or liability arising from ownership and operation.

1.3 Insurance of all government properties with the General Insurance Fund. A protection provided against hazard and liabilities arising from the use, maintenance and ownership of the vehicle insured and for the loss and damage of the property by fire or lightning. All motor vehicles owned by the government must be secured through the renewal of registration for the protection against loss or accident.

2.0 SCOPE

2.1 Renewal of Registration and Insurances of University Vehicles, Buildings and Firearms.

3.0 REFERENCES

3.1 Memorandum Circular No. 634 of the Office of the President (Insurance law) 3.2 Commission on Audit Circular No. 79-112 3.3 Republic Act ( RA) 656 – General Insurance Fund 3.4 Republic Act 10591 (May 29, 2013 – Comprehensive Firearms and Ammunition

Regulation Act)


TERMS

DEFINITION

Insurance A practice or arrangement by which a company or government agency provides a guarantee of compensation for specified loss, damage, illness, or death in return for payment of a premium. Insurance Law All provincial, city and municipal governments, and government owned or controlled corporations are hereby directed to insure all property and other assets belonging to the government, its agencies and political subdivisions in accordance with the property. Insurance Premium An insurance premium is the amount of money charged by the Insurer (GSIS) on the property insured for active coverage. Property Includes vessels and crafts, motor vehicles, machineries, permanent buildings, properties stored therein or in buildings rented by the Government or properties in transit.

Registration Is the action or process of registering or of being registered.

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Administrative and Operation Section Personnel

5.1.1 Property Custodian 5.1.1.1 Responsible of securing and facilitating the renewal of registration of

vehicle and its insurances. 5.1.1.2 Responsible of securing building insurances, depending on the budget

appropriated by the university. 5.1.1.3 Responsible of securing certificate of license to own and possess

firearms for juridical and renewal of registration of firearms.

6.0 PROCEDURE 6.1 Renewal of Registration of Motor Vehicle (LTO)

6.1.1 Letter Request to the LTO for the computation of registration or renewal of Motor Vehicles.

6.1.2 Duly accomplished LTO Form (Motor Vehicle Inspection Report) 6.1.3 Facilitate smoke emission test of Motor Vehicles at any LTO accredited

Emission Testing Center.


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RENEWAL OF REGISTRATION AND INSURANCES OF UNIVERSITY VEHICLES, BUILDINGS AND FIREARMS

6.1.4 Attached certificate of cover from GSIS of the Motor Vehicle subject for the renewal of registration. 6.1.5 Prepare Voucher to facilitate payment of renewal of registration. 6.1.6 Facilitate payment to the LTO Branch office. 6.1.7 Secure the Official Receipt and Sticker. 6.2 Renewal of Insurances Motor Vehicle and Building (GSIS) 6.2.1 Letter Request to the GSIS for the computation of renewal of insurances for motor vehicles and buildings. 6.2.2 Prepare Voucher to process the payment attached the billing statement of GSIS.

6.2.3 Facilitate payment to the GSIS Branch. 6.2.4 Secure Official Receipt and Insurance Policy. 6.2.5 In-case of loss, damage by fire or lightning duly filled out Application Form, Certificate of Availability of Funds and Latest Inventory with Latest Appraised Value.

6.2.5.1 List of vehicles for fleet accounts ( hard & soft copy) with complete details 6.2.5.2 Copy of OR/CR 6.2.5.3 Letter request for insurance cover 6.2.5.4 Certificate of Availability of Funds (CAF) 6.2.5.5 For equipment, letter request for cover, duly accomplished application form, Certificate of Availability of Funds and inventory list of equipment with details & values. 6.3 Renewal of certificate of license to own and possess firearms for juridical and registration of firearms. 6.3.1 For renewal of Juridical certificate of license to own and possess firearms 6.3.1.1 Submit the previous year renewed LTOPF at the Juridical Section of Firearms and Explosive Office, Camp Crame, Quezon City. 6.3.1.2 Payment of Php200.00 at Land Bank of the Philippines, Camp Crame Branch for the LTOPF License Renewal – Juridical. 6.3.1.3 Wait for the issuance of renewed LTOPF (2 yrs validity) at Juridical section. 6.3.2 For renewal of firearms registration. 6.3.2.1 Prepare letter request of firearm records verification of listed firearms of university for purposes of renewal of registration addressed to Office of the Chief, Records Section, Firearms and Explosives Office, PNP, Camp Crame, Quezon City. 6.3.2.2 Duly Accomplished Juridical Entity Application for Regular License (2 copies) 6.3.2.3 Duly Accomplished Juridical Entity Application For New/Transfer Firearm Registration 6.3.2.4 Approved Juridical License to Own and Possess Firearms (LTOPF). 6.3.2.5 Firearms Record Verification / Certification from Records Section, FEO Firearms with UI attached updated Police Report. 6.3.2.6 Inventory Report issued by Bonded Firearms Custodian. 6.3.2.7 Photocopy of expired Firearms LCR. 6.3.2.8 List of Firearms for renewal with Recapitulation of Firearms 6.3.2.9 Wait for the issuance of Certification that the following Firearms Information exist in FEO New System in favor of the University certified by the Chief Records Section, FLD (4 yrs validity).

7.0 ATTACHMENT/FORMS 7.1 LTO Form (Motor Vehicle Inspection Report) 7.2 PNP/Camp Crame Forms (Renewal of Juridical Certificate of License to own and possessed Firearms ) 7.3 PNP/Camp Crame Forms (Juridical Entity Application for New/Transfer Firearm Registration )

7.4 GSIS Form (Motor Vehicle Insurance Application Form)

7.5 GSIS Form (Property Insurance Application Form)


225

RECORDS OFFICE POLICIES AND PROCEDURES

REVISION HISTORY


Number

0 Original Issue


ARMIE A. MEJORADA NILO V. BANLAWE ELSA P. MANARPAAC Records Officer Vice President for Admin & Finance President


226


1.0 PURPOSE The WPU management believes that records of each department/office of the

University, reflects the historical development of the university and of its stakeholders. Therefore such records need to be systematically managed to ensure preservation of historically valuable materials, to provide ready access to vital information and to promote the efficient and economical operation of university. 1.1 To ensure that a full and accurate university records are created, used, preserved and

disposed in a systematic manner, compliant with Republic Act RA No. 9470, otherwise known as the “National Archives of the Philippines”.

1.2 To set records management procedures and create retention/disposal schedules of all university record types in all formats such as textual, photographic, visual, electronic records, emails, etc. in all university departments and offices.

1.3 To ensure preservation of records of permanent valued and established archival criteria to maintain and assure continued access to appropriate historical records.

1.4 To prevent the premature destruction of records which need to be retained for a specific period to satisfy legal, financial and other requirements of public administration.

1.5 To support both protection of privacy and freedom of information services and

personnel as well as the university employees. 1.6 To define authorities, responsibilities, and accountabilities of the Records Officer and

personnel as well as the university employees.

2.0 SCOPE 2.1 Consistent with the mandate provided under Article I, Section 3 of RA No. 9470,

Western Philippines University (WPU) Records Management Policy and Procedures shall cover archival, records management and disposal programs of the entire university including both written and printed matter, electronic records, books, drawings, photographs, or anything on which information is recorded or stored by graphic, electronic or mechanical means, or copies thereof, received by any academic or administrative office of the University in connection with the transaction of University business and retained by such office as evidence of the activities of the University or because of the information contained therein.

2.2 This policy is applicable to all areas and locations of the University and includes all departments, offices, units, research centers, external campuses and areas of work which form part of the institutional structure.

3.0 REFERENCES

3.1 Republic Act RA No. 9470 3.2 P.D. 1445 3.3 FOI Manual


TERMS DEFINITION

Access Refers to the granting of permission to: use the reference

service of an archives institution or office;

examine and study individual archives and records or

collection held by archives; and

extract information from archives and records for research or

publication

Active Records Active records are records, which are required and referred to

constantly for current use, and which need to be retained and

maintained in office space and equipment close to users.

Administrative Value This is a form or work document that value is determined by

their use as administrative tools to accomplish the mission of

the office or University. Examples: Directives and Issuances,


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TERMS DEFINITION

Office Methods and Procedures, Correspondence and Reports.

Appraisal Refers to the study of records, their relationships and contents,

to determine their utility values as to administrative, fiscal,

legal, and archival value and time values whether temporary or

permanent.

Archival Value Refers to the historical research significance or records or

documents which may be derived from records such as the

creation and development of an agency, its policies and

procedures that could be used as basis of research.

Archives Shall refer to:

public records, paper, periodicals, books or other items, articles

or materials, whether in the form of electronic, audio-visual, or

print, which by their nature and characteristics have enduring

value, that have been selected for permanent preservation;

the place (building/room/storage area) where archival

materials are kept and preserved; and an organization(or part

of an organization) whose main function is to select, collect and

preserve archival records and make such records available for

public use.

Authority Refers to a conclusive statement leading to an official decision

pertaining to records and archives management.

Authority to Dispose of Records Refers to written permission issued by the executive Director of

the National Archives of the Philippines (NAP) to government

agencies for the destruction of valueless records.

Classification Scheme Refers to a systematic arrangement of subjects according to a

plan as an aid in classifying file materials.

Conservation Refers to the physical care and maintenance of archival

materials, including cleaning, storage, and repair

Disposal Refers to the act of selling, landfill /burying, or any other way

of discarding valueless records in accordance with the

provisions of RA 9470.

Disposal Procedures Refer to series of steps in the disposal of valueless records.

Document Refers to recorded information regardless of medium or

characteristics. Frequently used interchangeably with

“records”.

Economical Disposal Refers to management ways of discarding valueless records

that will generate savings in terms of space, equipment,

manpower, and other source of income.

Evaluation Refers to the act of examining disposable records in order to

assess their value, quality, importance and extent of physical

condition.

Executive Director Refers to the head of the National Archives of the Philippines.

File Refers to: a folder containing records; or a collection of records

involving a specific name or topic; or the operation involved in

arranging records of file drawer.

File Break Refers to the termination of filing activity for a particular file at

a predetermined time, or after a lapse of a specific event and

the beginning of a new filing period.

Financial Records Refer to the records created and maintained by the agency

about their financial transactions and obligations.

Fiscal Value Refers to the relative worth or usefulness of records pertaining

to financial transactions and obligation of agencies and

organization. Examples: Payrolls, Vouchers, Official Receipts

and Budget Estimates.

General Records Disposition Schedule (GRDS) Refers to a records control schedule governing the disposition

of specified recurring records series common to all government


228


TERMS DEFINITION

agencies issued by the National Archives of the Philippines.

Historical Value This pertains to the utility of records as evidence in the

narration or interpretation of significant events, persons,

entities and places in the nations past long after their

administrative, legal or fiscal value has expired.

Inactive Records Inactive records are records for which the active and semi-

active retention periods have lapsed and which are no longer

required to carry out the functions for which they were created.

Inventory Inventory – refers to a descriptive listings of the records

holding by records series indicating its specific location,

inclusive dates and volume in cubic meter; conduct of related

activities to locate, identify, describe, count, and measure all

records in the office and storage areas including all loose and

bound papers, microforms, optical disks, and magnetic tapes

and disks.

Legal Value Refers to the value of records containing evidence of legally

enforceable rights or obligations of government and/or private

person. Examples: Land Titles, Contracts, Claims.

Letter of Availment Refers to letter of agencies availing the services of the NAP

official buyers of valueless records

National Archives of the Philippines National Archives –refers to the National Archives of the

Philippines (NAP) , which is established and strengthened

under RA 9470.

Non-Current Records Refer to files that deal with competed or adjourned business

not needed for action or reference in continuing agency

transactions but have continuing research or historical value to

the government and public.

Open Access Records Refer to public records that have not been prohibited for public

access.

Permanent Refers to valuable records which usefulness is worthy of

preservation because of their administrative, legal, and/or

archival (historical, social and research) significance.

Preservation Refers to all actions taken to retard deterioration of, or prevent

damage to, cultural materials and controlling the environment

and conditions of use and may include treatment to maintain

materials as nearly as possible in an unchanging state.

Private Archives/Collections Refer to records belonging to private individuals and/or

entities which are of archival value.

Public Access Registry Refers to public access register containing prohibition and

restriction on the unauthorized disclosure and access of

information in any public records.

Public Archives Refer to public records that are under the custody and control

of the Executive Director of NAP.

Public Records Refer to public records or classes of records, in any form, in

whole or in part, created or received, whether before or after

the effectivity of RA 9470, by a government agency in the

conduct of its affairs, and which have been retained by the

government agency or its successors as evidence or because of

the information contained therein.

Record Custodian Refers to the employee of department/division/section/unit

responsible to maintain, secure, and care for records in accordance with University Records Management

Program guidelines.

Records Refer to information, whether in its original form or otherwise,

including documents, signatures, seals, texts, images, sounds,

speeches, or data compiled, recorded, or stored, as the case

may be:


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http://adminrecords.ucsd.edu/Records/Index.html





TERMS DEFINITION

in written form on any material; or

on film, negative, tape, or other medium so as to be capable of

being reproduced; or

by means of any recording device or process, computer, or

other electronic device or process.

Records Creation Refers to the:

organization‟s operation wherein exchange of written ideas

between two sources occur;

act of controlling records and retaining them in records

keeping system; and

bringing of records into existence as evidence of any

administrative process.

Records Disposition From office to storage area, identification and preservation of

archival records, and the destruction of valueless records.

Records Disposition Schedule (RDS) Refers to a listing of records series by organization showing, for

each records series the period of time it is to remain in the

office area, in the storage (inactive) area and its preservation or

destruction.

Records Maintenance and Use The creative process of records management that includes the

proper handling and operations of records, the arrangement of

written materials into usable filing sequence, and the selection

of the most efficient type of filing equipment.

Records Management Refers to the managerial activities involved with respect to

records creation, records maintenance and use, transmission,

retention, and records disposition in order to achieve adequate

and proper documentation of policies and transaction of

government for its efficient, effective and economical

operation.

Records Management Audit Refers to the periodic inspection of the records holdings of

government offices, whether national or local for purposes of

identifying and incorporating records series that are not yet

included in the agency RDS.

Records Management Improvement Committee Refers to a group of key officials and employees designated by

(RMIC) the head of the agency responsible for the improvement of their

records activities.

Records Office Refers to a university unit responsible for planning, developing,

prescribing, disseminating and enforcing policies, rules and

regulations, and coordinating agency-wide records

management program.

Records Officer Refers to the employee responsible for overseeing the records

management program and providing guidance on adequate and

proper recordkeeping.

Records Series Refers to a group of related records arranged under a single

unit, label or kept together as a unit because they deal with a

particular subject, result from the same activity or have a

related special form.

Request for Authority to Dispose of Records Refers to NAP Form No. 3 used in the disposal of valueless

records.

Research Value This deals with the usefulness of records as primary materials

in studies of methods, procedures, operations and the like, in

education, engineering, medicine, public administration and

other fields.

Restricted Access Records Refers to records which access has been restricted because

there exists a legal impediment and/or standard or advice

issued by the Executive Director that requires such public

records to be withheld from public access.


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TERMS DEFINITION

Restriction Refers to the limitation placed by authority on access to records or Information.

Retention Period Refers to the specific period of time established and approved by the National Archives of the Philippines as the life span of records, after which they are deemed ready for permanent/archiving or destruction.

Semi-active Records Semi-active records are records, which are referred to infrequently and are not required constantly for current use. Semi-active records are removed from office space to lower cost off-site storage until they are no longer needed.

Temporary Refers to records that already served the purpose for which they had created.

Time Value Refers to specific period of usefulness of records. Transfer of Records Refers to systematic movement of records out of high cost

space and equipment to less expensive storage area/Records Center

Utility Value Refers to the nature of usefulness of the records to the university operations. Temporary or permanent records are further appraised on the basis of their usefulness.

Valueless Records Refer to all records that have reached the prescribed retention periods and outlived the usefulness to the agency or the government as a whole.

Vital Records Refer to records containing information essential for: emergency operation during a disaster; the resumption and/or continuation of operations; the reestablishment of the legal, financial and/or functional status of the organization; and the determination of the rights and obligations of individuals and corporate bodies with respect to the organization.

Volume of Records Refers to quantity of records in terms of cubic meter. WPU Refers to Western Philippines University


5.1 Records Management Improvement Committee (RMIC) 5.1.1 Develops policy and guidelines for the creation, management and disposition of

university records; 5.1.2 Approves recommendations as contained in retention and disposal schedules

forwarded by university‟s relevant offices; 5.1.3 Arbitrates on issues relating to the retention or disposition of University

records; 5.1.4 Provides advice on specialist areas. 5.1.5 Prepares and submits an annual report for Governing Body.

5.2 Records Office 5.2.1 Oversees the Records and Archives Management and Disposition Program of

the University and to serve as the liaison of the university with the National Archives of the Philippines (NAP).

5.3 Creation of Records Management Improvement Committee (RMIC) Mandate The Records Management Improvement Committee (RMIC) shall serve as an advisory body on the development of records management and responsible for following; Western Philippines University Records Management Improvement Committee (RMIC) shall comprise of: - Authorized representative of the President - Chairperson - Vice President for Academic Affairs – Vice Chairperson - Human Resource Management Officer - Secretary - Records Officer -Member - Admission Officer- Member - CTI Director - Member - University Registrar - Member


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5.4 Ownership of Records All records, irrespective of format, (i.e. textual, photographic, visual, electronic records, including emails) created or received by University officers or employees in the course of performing their duties, are property of the University and subject to its overall control. University employee having custody of university records at the severance of his/her employment with the university or changing positions within the university is mandated to turnover all university records in his/her custody to his/her successor.

5.5 Records Management Procedures 5.5.1 Establishment of WPU Record Office-Storage/Mini Archives

5.5.1.1 The university shall maintain and operate records office-storage/mini archives of non-current records preparatory to their transfer to the NAP, Records Center or to Archives Repository.

5.5.1.2 All non-current records of each department/section/unit shall transfer records to the Records and Archives Office for repository. Non -current records refer to files that deal with completed or adjourned business not needed for action or reference in continuing college transactions but have continuing research or historical value to the government and public

5.5.2 Records Creation 5.5.2.1 Each department/division/section/unit shall have an integrated

program in the creation of necessary records and copies thereof, including reports, forms, and issuances of the absolute minimum in the most effective way consistent with efficiency and economy.

5.5.2.2 Each department/division/section/unit shall keep and preserve a logbook in which shall be recorded in chronological order all final official acts, decisions, transactions or contract pertaining to their functions. The logbook shall be in the custody of the Records Custodian concerned of every office and shall be opened to the public for inspection.

5.6 Records Management and Control

The university Records Office shall serve as a centralized receiving and releasing unit of all communications for proper recording and routing procedures under the accountability of the Records Officer.

In the case of WPU-PPC Campus, the administrative aide at the Office of the University President shall serve as the extension of records office and shall be responsible in receiving, recording, releasing and routing of all communications. For WPU external campuses the Dean of External Campus office clerk shall serve as the extension of records office under the accountability of the Dean.

5.7 Utilization of Filing Equipment and Floor Space The university shall set standards and criteria for the maximum utilization of filing equipment and floor space for maintaining and servicing files.

5.8 Personnel Security and Access to the File 5.8.1 The Records Officer/Custodian and its authorized representative shall have the

sole access to the office files and shall be responsible for the security of records at all time.

5.8.2 Confidential records shall be kept separately from the general files in secured file containers.

5.8.3 Records Officer and all Records Office personnel handling confidential information are bound by their duty and responsibility to keep such information confidential.

5.8.4 Messenger - responsible in ensuring the deliveries and routing of documents/records

5.8.5 Clerk - responsible for receiving and releasing of incoming and outgoing records/documents.


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6.0 PROCEDURE 6.1 Managing of Incoming and Outgoing Mails and other documents:

6.1.1 Records Office shall maintain a logbook where incoming correspondence, indicating its number, date, sender, subject matter and initial of the receiving personnel be recorded as well as the action taken must also be indicated in the “remarks” column. Said logbook shall serve as tracer of the incoming correspondence.

6.1.2 The original copy of the correspondence should be stamped “RECEIVED” in the upper right side of the document indicating the date, control number, initial of the receiving Records Office personnel including the time whenever necessary and applicable.

6.1.3 All official correspondence and mail received through the postal services office, couriers, fax and electronic mail and other related means should be recorded at the records office to be routed to the concerned office or employee.

6.1.4 Circular Memo and other official correspondence from the office of the University President and other University Officers should be coursed through the Records Office for processing, proper recording and stamping of “received” or “released” then it should be circulated or disseminated to the different offices/department/college, unit or to the concern university employee/officer without delay.

6.1.5 The assigned staff/messenger shall perform the routing services to the different concerned offices for proper action.

6.1.5.1 The concerned office staff will receive the documents in the records management logbook.

6.1.6 Official documents that are already acted upon by the concerned officials but did not pass through proper channel will be stamped “RECEIVED” on the date the documents are forwarded to the Records Office.

6.1.7 The Records Office should keep a copy of the circular memo or other official correspondence received or released (preferably original copy) with complete action taken for its “official file” and future reference. The file copy may or may not have attachment, yet the notations and action taken should be properly recorded.

6.2 Releasing documents and records: 6.2.1 Documents/Files/letters to be received at the Records Office should always be

in three (3) copies. All copies are original as much as possible. 6.2.2 All copies should be stamped “RELEASED” dated, numbered (if needed) and

initialed by the releasing personnel. 6.2.3 The originating office of the document should specify the service desired

whether the document is for messenger service, personal delivery to the concerned office or officials, postal, courier, electronic mail sending or other related means.

6.2.4 Official documents released for mailing should be affixed with stamps and should be properly recorded in the logbook for outgoing documents/correspondence.

6.2.5 Office orders, memorandum and other official issuances from the Office of the President, and other officers of the University should be received at the Records Office with complete copies to ensure all concerned will be furnished.

6.2.6 All attachments/annexes as stated in the communications for release must be properly included.

6.2.7 All official documents/communications forwarded to the Records Office beyond 4:30 P.M. shall be processed as to priorities for next day transactions.

6.2.8 In cases of rush and urgent dissemination of information/advisories and memoranda are needed, the originating office could help in the dissemination of advance information via text messages, phone calls or emails to avoid unnecessary delays of information, provided official delivery of communications will be done by the messenger as soon as possible.

6.3 Request for Official Records of the University:


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6.3.1 Getting or requesting a copy of public records/documents should be made by

the person concerned officially by writing addressed to the President stating the reasons for such request. (refer to FOI Manual)

6.3.2 Requesting for copies of memorandum, issuances, office orders and the like for official purposes needed by different colleges, units of the university. 6.3.2.1 The requesitioner should fill-up the RMO Documents Request Form

(DRF) available at the Records Office for approval of the University President or by the Records Officer depending on the value of the documents requested.

6.3.3 Legal and confidential records requested in relation to landholdings cases, complaints and other crucial cases should be referred first to the University Legal Counsel or to higher University officials with knowledge in the matter for approval before the release of the said documents. (refer to FOI Manual)

6.4 Request for Certified Xerox Copy 6.4.1 The Records Officer should require the person concerned to present the

original copy of the documents presented before stamping “CERTIFIED XEROX COPY”, properly initialed with corresponding date and time (if needed).

6.4.2 If the documents presented was also a xerox copy it should be stamped “CERTIFIED XEROX COPY from THE XEROX COPY”, properly initialed with corresponding date and time (if needed).

6.5 Filing correspondence and records: 6.5.1 Filing and maintenance ensures the efficient and economical handling,

classifying and arranging, storage and retrieval of active records. 6.5.2 Currently the university is maintaining an Alphabetic Scheme of filing system

with a combination of alphanumeric classification. 6.5.3 The assigned staff will determine whether the records are ready for filing, to

ensure the completeness attachments and actions 6.5.4 The file copy should be marked “FILE”, properly initialed with date to show

that the paper is officially released for filing. 6.5.5 Read the material, analyze the file material to determine the most likely subject

category under which the file/material will be classified. 6.5.6 Mark the file/material in the upper left corner of the material 6.5.7 Use file codes (codes in the file classification) 6.5.8 Sort/arrange records in filing order according to code for easy filing 6.5.9 Each record is filed under the proper classification with the newest addition

always on top in its respective folder. 6.5.9.1 If necessary, use “Cut-off” periods of File Breaks discontinuing or

termination of filing activity for a particular file and the beginning of a new filing period.

6.5.10 When terminated, the case file labels should be marked with the dates of closing 6.5.10.1 Inactive files can be transferred to storage

6.5.11 All active records/files are stored in steel filing cabinets inside the Records Management Office to ensure from unauthorized access and for easy retrieval.

6.5.12 Only authorized personnel are allowed to retrieve/pull out the files from filing cabinet.

6.6 Records Disposal Procedures 6.6.1 Inventory of Records - The university shall prepare an inventory of its records

holdings in the prescribed form (NAP Form 1) as an initial step in developing the Records Disposition Schedule (RDS) and for whatever purpose the agency may deem necessary.

6.6.2 Records Disposition Schedules - The university department/division/section/unit in preparation of their respective office Records Disposition Schedule shall observe the enclosed General Records Disposition Schedules in determining the disposal of their valueless records (Annex 1) by checking their specific and authorized retention periods.


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6.6.3 Department/division/section/unit shall not dispose of their records earlier

than the period indicated for each record series. However, records may be retained for longer periods if there is a need to do so.

6.6.4 Western Philippines University (WPU) Records Disposition Schedule 6.6.4.1 The Records Officer shall prepare the university Records Disposition

Schedule (RDS) to be accomplished in the prescribed form (NAP Form 2) covering its department/division/section/unit substantive records and those records not included in the General Records Schedules to serve as its guide in the disposition of records.

6.6.4.2 The RDS shall be forwarded to the University Records Management Improvement Committee (RMIC) for review before it is approved by the University President. Then it is forwarded to the Executive Director of NAP for evaluation and approval. Once approved, the original copy of RDS is returned to WPU for implementation.

6.6.4.3 An approved RDS should be regularly updated through revision or amendment to reflect significant changes in the operations of University. Such revision or change in the RDS shall likewise be submitted for approval by the Executive Director of NAP as the need arises.

6.6.5 Request for Authorization 6.6.5.1 The university shall not destroy or sell any record without having first

secured authority from the Executive Director. 6.6.5.2 The university shall accomplish and submit the Request for Authority to

Dispose of Records (NAP Form No. 3) in three (3) copies and properly fill-up the specific record series, period covered, volume and authorized retention periods in the WPU RDS, GRDS and/or specific laws and regulations are complied with such as: Financial records that are subject of audit by the Commission on Audit (COA) were post-audited and finally settled, and the records involved in a case or investigation were finally decided upon or settled.

6.6.6 Appraisal and Examination of Disposable Records 6.6.6.1 Upon receipt of the request for authority to dispose of records, the

same shall be forwarded to the Chief of the Records Management Services.

6.6.6.2 The Chief of RMSD concerned shall assign a division staff or Records Management Analyst to evaluate the valueless records requested for disposal who shall then prepare and submit an analyst report based on his/her evaluation and/or examination including the manner or method of disposal in RMAO Form. 4 (Records Management Analyst Report).

6.6.6.3 In cases where the requested records for disposal are declared as non-record materials by the requesting agency, it shall be the sole responsibility of the Records Management and Archive Office (RMAO) to determine whether these records can be considered as such. If found to be non-record materials, they can be included in the actual disposal of valueless records provided they are no longer needed in the operation of the agency.

6.6.7 Authority to Dispose 6.6.7.1 The Executive Director, upon the recommendation of the Chief of

RMSD and based upon his/her final evaluation and judgment shall issue the authority to dispose of records indicating therein the mode of disposal.

6.6.7.2 The Executive Director shall issue the authority to dispose of records and the manner of disposal thereof.

6.6.7.3 In case the mode of disposal is by Sale, the guidelines on Government Procurement shall be followed in the selection of contracted buyer.

6.6.7.4 The university may opt to avail the services of NAP official buyer, a letter of availment shall be submitted to NAP.

6.6.8 Segregation and Custody of Valueless Records WPU-QMM- XXX – XXX Rev. 0

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6.6.8.1 The Records Officer of the university shall supervise the segregation of

valueless records and be responsible for their safekeeping until their actual disposal.

6.6.9 How Disposals are to be Accomplished 6.6.9.1 To safeguard the records and to check that the records to be disposed

are of the same records which were appraised and examined and that no insertions or omission have been done, the actual disposal of records shall be witnessed by Authorized representatives from the university, NAP and COA.

6.6.9.2 Witnessing of actual disposal by NAP authorized representative may be dispensed with according to the requirement under NAP IRR and final ascertainment of NAP.

6.6.10 Authority to conduct Public Bidding 6.6.10.1 The university shall conduct public bidding for the disposal of valueless

records once a year following the pertinent provisions on public bidding and awarding of contracts of P.D. 1445. Preferably, the public bidding should be conducted towards the end of the calendar year so that the effectivity of the contract of the winning bidder shall be in January of the following year. A copy of the contract shall be submitted to NAP prior to the actual disposal.

6.6.11 Certificate of Disposal 6.6.11.1 A Certificate of Disposal (RMAO Form No. 6) shall be prepared in

triplicate by the NAP authorized representative who will witness the actual disposal of records. In cases where the witnessing by NAP authorized representative is dispensed with WPU Records Officer shall prepare the said Certificate of Disposal.

6.6.11.2 The Certificate shall indicate the nature of the records, the manner, place and date of disposal and their approximate volume in cubic meters and weight as well as the amount of official receipt number in case of sale.

6.6.11.3 The original copy goes with the University, a copy for the NAP and a copy for the COA. It shall also serve as report on the disposal of valueless record.

6.6.12 Proceeds of Sale All proceeds realized from the sale of disposable valueless records shall be remitted to the WPU Fund.

6.6.13 Disposal of Damaged Public Records 6.6.13.1 Disposal of damaged permanent university records and damaged

university Records that have not yet passed their prescribed retention periods shall be considered for authorized disposal upon submission to NAP of the following requirements: Official Report pertaining to:

6.6.13.2 the non-usability and extent of damage done the records; causes of the damage to the public records; photo documentation and information on what other WPU records series can the data or information of the damaged public records be found.

6.6.13.3 Request for Authority to Dispose of Records (NAP Form No. 3) in three (3) copies and properly filled-up with the specific records series, period covered and volume of the damaged public records, approved and signed by the WPU Office concerned.

6.6.13.4 Certification that the said damaged public records that are subject of

audit by the commission on Audit were post-audited and finally settled, and/or the records involved in a case or investigation were finally decided upon or settled.

6.6.14 File Breaks 6.6.14.1 The university has its file breaks at the end of the year (if needed). (File

breaks are generally set during the slack periods of filing and servicing.)


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6.6.15 Transfer of Records to Archives 6.6.15.1 Direct Transfer

The Archives Collection and Access Division (ACAD) of NAP is authorized to take into its custody all government records with enduring value and other historical materials for research and preservation purposes.

6.6.15.2 Donations Donations may be accepted from public and private sectors or entered into exchange policy agreement, subject to existing Philippine laws and evaluation policies of the NAP.

6.6.16 Acquisition The physical nature and condition of the records, weighed against the capacity of the Archives Collection and Access Division (ACAD) to collect and ensure access to them in the present and the long term, will be considered as criteria in deciding whether or not to acquire or retain records, particularly technology-dependent records.

6.6.17 Access to Archival Materials Any person who wishes to request information or have access to archival materials shall follow the procedures set by the ACAD.

6.6.18 Revision of the records retention and disposal schedule (RRDS) This procedure shall be reviewed and modified, if necessary, on a yearly basis. Any proposed changes or modifications to the records in this schedule or if activities of the division require different retention, a written proposal shall be submitted to the University Records Management Improvement Committee (RMIC) for assessment and approval.

6.6.19 Penal Provision A WPU employee, who willfully or negligently, damages a university record in violation of the provisions of RA 9470 and its IRR contravenes or fails to comply with any provision of said Act and its IRR shall be deemed to have committed an offense and shall be punished according to the penalty provided for under R.A. 9470.


7.1 Logbook 7.2 FDRF 7.3 NAP Form 1 7.4 NAP Form 2 7.5 NAP Form 3


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MONITORING, EVALUATION AND AUDITING OF OUTSOURCED SECURITY SERVICE

REVISION HISTORY


Number

0 Original Issue


JOSUE F. ABALING NILO V. BANLAWE ELSA P. MANARPAAC Chief Security Officer Vice President for Admin & Finance President


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1.0 PURPOSE 1.1 This procedure aims to determine the performance of outsourced security agency.

2.0 SCOPE 2.1 This procedure covers the monitoring, evaluation and auditing of contracted outsourced security services.

3.0 REFERENCES 3.1 WPU Security Plan 3.2 RA 5487 as amended in 2003 3.3 Contract between WPU and Security Agency 3.4 University Memorandum Orders 3.5 OSS Student Handbook


TERMS DEFINITION

Audit A methodical review of the Security Contract; assessment of the security agency‟s compliance to the requirements expressed in the contract.

Detachment Commander Refers to the head security of an agency hired by the administration. Evaluation A routine procedures performed by the Chief Security Officer to determine the

quality of performance of the security personnel.

Investigation Refers to a planned organized determination of facts concerning specific loss, damage of assets due to threat, hazards or unsecured conditions.

Monitoring It is the action taken by the WPU Administration through University Chief Security and organic security guard of WPU to ensure the implementation of Security Service Contract.

Outsource Security Services It refers to the security agency hired by the WPU to guard and protect its constituents.

Physical Security Refers to the concern with physical measure, adopted to prevent authorized access to facilities, equipment, materials or document to safeguard them from loss, damage or pilferage.

Security Guard Refers to person licensed to exercise security profession

5.0 RESPONSIBILITIES AND AUTHORITIES 5.1 Security Section 5.1.1 Has the main function of providing the President an advice on security concerns including matters relating to implementation of security policies, evaluation of incident reports regarding security matters. 5.1.1.1 Responsible in the monitoring and enforcement of the Security Plan. 5.1.1.2 Coordinate all department/colleges in enforcing the provision of the Security Policy 5.1.1.3 Review reports of inspection, accident and incident investigation, conduct evaluation of outsource security agency and submit result and recommendation. 5.1.1.4 Periodically review and evaluate the Security Plan and generate continual improvement to sustain effectiveness. 5.1.1.5 Provide necessary assistance to government inspecting authorities in the proper conduct of their activities as the enforcement of the provision of the standards and compliance therein 5.1.1.6 Initiate and supervise security awareness orientation for faculty, staff and students. 5.1.1.7 Issue Gate Pass 5.1.1.8 Develop and maintain a disaster contingency plan and organize emergency service units as may be necessary to respond any disaster


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situation pursuant to the Emergency Preparedness Manual of the University.

5.2 Chief Security Officer 5.2.1 Main function is to act an assistant and consultant in the application of security

programs and has the following duties: 5.2.1.1 Monitor and evaluate enforcement of WPU Security Plan. 5.2.1.2 Conduct monitoring and evaluation of Security personnel of outsource

security agency. 5.2.1.3 Conduct investigation of accident, incident and submit report to the

immediate concern regarding any incident for proper action. 5.2.1.4 Act in an advisory capacity on all matters pertaining to security for the

guidance of faculty, staff, students and clients. 5.2.1.5 Represent the university in all matters pertaining to security related

activities. 5.2.1.6 Provide assistance to government agencies in the conduct of security

information dissemination, investigation and other security matters from local and national government.

5.2.1.7 Represent the agency in coordination with the local PNP command and Barangay in connection with the peace and order within the area of responsibility.

5.2.1.8 Receive order and execute orders from the University President/ Vice President for Administration and Finance for implementation

5.3 University Security Personnel

5.3.1 Monitor and evaluate enforcement of Security Plan

5.3.2 Conduct evaluation of outsource security personnel

5.3.3 Conduct investigation of accident, incident and submit report to the immediate concern regarding any incident for proper action

5.3.4 Provide assistance to government agencies in conduct of security information dissemination, investigation and other security matters from local and national government.

5.3.5 Represent the agency in coordination with the local PNP command and Barangay in connection with the peace and order within the area of responsibility as per instruction from the Chief Security/ memorandum order from the Office of the President.

5.3.6 Issue gate pass

5.3.7 Receive order from University President and Chief Security for implementation 5.4 Contract Outsource Security/ Agency

5.4.1 Responsible in the Implementation of the Security Plan

5.5 Requesting party

5.5.1 Deans/Directors/Student Organization/Clientele

6.0 PROCEDURE 6.1 Conduct monitoring and evaluation using security evaluation survey checklist form. 6.1.1 Refer To Daily Task Evaluation Monitoring Survey

6.2 Conduct security assistance during campus activities.

6.2.1 If there is request, requesting party requests for security assistance for its approved campus program or activity.

6.2.2 No request is needed if school activity is scheduled

6.3 Conduct Issuance of Gate Pass

6.3.1 Requesting party requests for vehicular gate pass form

6.3.2 Requesting party proceeds to cashier‟s office for payment of gate pass 6.3.3 Requesting party submits Vehicular Gate Pass accomplished form with receipt to the Security Services Section office.

6.3.4 University security personnel receive, process and record the accomplished Vehicular Gate pass form and issue gate pass.

6.3.5 University security personnel place gate sticker at the designated portion of the vehicle/tricycle or motorcycle.

6.4 Prepare, finalize and record report.


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7.0 ATTACHMENT/FORMS 7.1 Monthly Task Evaluation Monitoring Survey Form 7.2 Weekly Inspection Monitoring Report Sheet 7.3 Daily Operational Readiness And Performance Evaluation Form 7.4 Delinquency Report Form 7.5 Vehicle Monitoring Sheet 7.6 Traffic Accident Report Form 7.7 Vehicular Gate Pass/Stickers Application Form 7.7.1SJTODA Vehicle Gate pass Sticker Sheet 7.7.2 Private vehicle Gate pass Sticker Sheet 7.7.3 Employee Vehicle Gate pass Sticker Sheet


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