Post on 28-Nov-2021
Cover Page
PRESIDENT RAMON MAGSAYSAY
STATE UNIVERSITY
CITIZEN’S CHARTER
2020 EDITION
2
I. Vision:
The President Ramon Magsaysay State University shall be a progressive
learner centered research university recognized in the ASEAN region in 2020.
II. Mission/Mandate
PRMSU shall primarily provide advance and higher professional, technical, and
special instructions in various disciplines; undertake research, extension and
income generation programs for the sustainable development of Zambales, the
region and the country. (Sec. 2.0, RA 11015)
III. Quality Policy
The PRMSU is committed to continually strive for excellence in instruction,
research, extension and production to strengthen global competitiveness
adhering to quality standards for the utmost satisfaction of its valued
customers.
IV. Service Pledge
We, the officials, and staff of the President Ramon Magsaysay State University,
commit to:
Offer prompt response to requests, communications, and queries and serve the
public with highest respect from Monday to Friday, from 8:00 a.m. to 5:00 p.m.;
Uphold the university’s vision, work intensely to attain its mission and ensure
its distinct participation in nation building, constantly upgrade and expand our
operations, systems and procedures, and enrich personnel to ensure excellent
service and satisfaction expected of our clientele;
Strongly advocate the attainment of quality education making it accessible to
everyone, the poor, the rich, the underprivileged, the physically impaired,
considering gender and sensitivity, objectivity and fairness;
Produce globally competitive graduates, responsible leaders, accountable
entrepreneurs, and conscientious citizens.
All these we pledge because we are committed and obliged to give you the best
service you deserve.
3
LIST OF SERVICES
Main Campus Page Number External Services
Application for Admission 5-8
Application for Enrollment of College Students 9-13
Application for Enrollment of Junior High School 14-17
Application for Enrollment of CPE Students 18-22
Application for Enrollment of r Graduate School 23-25
Application for Enrollment of College of Law 26-28
Application for Shifting 29-32
Application for Adding, Dropping and Changing of Subjects 33-35
Application for Cross Enrollment 36-38
Application for Removal of Incomplete 39-41
Application for Leave of Absence (LOA) 42-44
Application for Graduation 45-47
Request for Rectification 48-50
Request for the Use of Dry Seal 51
Request for Pertinent Documents 52-54
Internal Services
Student’s Clearance 56
Statements of Accounts 57
Cash Advances for Payroll 58-61
Overtime Pay 62-64
First Salary 65-68
Maternity Leave Benefits 69-71
Monetization 72-74
Last Salary 75-77
Terminal Leave Benefits 78-81
Cash Advances for Travel 82-83
Cash Advances for University Activities 84-85
Cash Advances for Petty Cash Fund 86-87
Reimbursement of Travel Expenses 88-89
Reimbursement of Expenses during University Activities 90-91
Replenishment of Petty Cash Fund 92-93
Payment for Stall/Store Rent 95
Payment for Dormitory Rent 96
Payment for Tuition Fee (Graduate School) 97
Payment for Requested Documents from Registrar 98
Releasing of Scholarship Grant 100
Claiming of Checks for Payment and/or Refund 101
Preparation of Agenda and Issuance of Board Resolution 103-105
Monitoring and Treatment of Cases Mild to Moderate Symptoms 107
Physical Examination during Enrolment 108
Issuance of Medical Certificates 109
General Services Office Functions 111
GSO Reports 112
List of Offices 113-116
Process of Filing Complaints 117
4
Office of the University Registrar -
Admissions and Registration Services
(EXTERNAL)
5
1. APPLICATION FOR ADMISSION (TESTING)
The service provides a documented procedure in administering entrance examination
to applicants who signified intent to enroll in the College of Teacher Education - Junior
High School Department (CTE-JHSD) or any tertiary degree offered in the University.
All applicants will be referred to as New Students and are either classified as
Freshmen (students with no prior enrolment to any secondary school or higher
education institution (HEI) or Transferees (students previously enrolled in other HEIs).
Result of entrance examination for undergraduate students is released within three (3)
working days after date of exam. As for the CTE-Junior High School examinees, result
of examination and ranking will be made available at the CTE-JHSD’s Principal’s
Office three (3) working days after the last day of the scheduled administration of the
test.
Office or Division: Office of the Registrar
Classification: G2C (Government to Citizen)
Type of Transaction: Simple Who may avail: Applicants for the College of Teacher Education – Junior High
School Department or any tertiary degree offered in the University CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For College Freshmen
Fully Accomplished Admission Form
(Testing) for Freshmen and Transferees
(PRMSU-ASA-OURSF 1A)
One (1) photocopy of each of the following
documents (whichever is/are applicable)
Form 137 / SF 9
Form 138 / SF 10
Certificate of Good Moral Character
from school last attended
ALS Certificate of Rating (if
applicable)
PSA Birth Certificate
PSA Marriage Certificate (for married
female applicants)
Two (2) Passport Size ID Picture
For Transferees
Fully Accomplished Admission Form
(Testing) for Freshmen and Transferees
(PRMSU-ASA-OURSF 1A)
One (1) photocopy of each of the following
documents (whichever is/are applicable)
Transcript of Records or Certificate of
Grades
College where program to be enrolled is offered or Campus Registrar’s Office – Window 1 College where program to be enrolled is offered or Campus Registrar’s Office – Window 1
6
Honorable Dismissal / Transfer
Credentials
Certificate of Good Moral Character
from school last attended
PSA Birth Certificate
PSA Marriage Certificate (for married
female applicants)
Two (2) Passport Size ID Picture
For CTE - Junior High School Department
Fully Accomplished Application for
Admission Form – Laboratory Junior High
School (PRMSU-ASA-OURSF 1-B)
One (1) photocopy of each of the following
documents (whichever is/are applicable)
Form 138 / SF 10
Certificate of Good Moral Character
from school last attended
PSA Birth Certificate
Two (2) 2x2 Picture
Principal’s Office, CTE - Junior High School Department or Campus Registrar’s Office – Window 1
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI
BLE
1. Proceed to the
College (or
Principal’s Office,
for Junior High
School students)
where intended
program to enroll is
offered, and acquire
and accomplish
applicable
Application for
Admission (Testing)
Form (PRMSU-
ASA-OURSF 1A or
1B), and present
other requirements
as listed.
1.1. Issue to client
appropriate
application for
admission
(testing) form;
1.2. Receive from
client filled-out
application form
and
requirements as
listed;
1.3. Review the
completeness of
documents/requi
rements
submitted by the
client;
1.4. Evaluate client’s
compliance to
the University’s
and College’s /
Department’s
admission
policies.
None
5 minutes
Dean
Program Chair
College-designated Enrollment Officer/s
Principal,
CTE - Junior High
School Department
JHSD-Designated Enrollment
Officer
7
If client does not meet the admission requirements, advise the client to enroll in other programs in the college, or other colleges in the university, or other schools/HEIs;
1.5. If APPROVED,
return all
documents to
the client (form
and credentials
presented) and
direct the client
to proceed to
Window 13 of
the Office of the
University
Registrar –
Admissions and
Registration
Services
(OURARS)
2. Proceed to Window
13 at the OURARS
to submit approved
Application for
Admission (Testing)
form together with
other requirements.
2.1 Check
documents
submitted;
2.2 Collect
documents if
complete and
appropriate;
2.3 Encode client’s
data into the
University
Information
System (UIS) to
create client’s
application
number;
2.4 Issue the client’s
Test Permit stub.
For college freshmen/transferees, advise clients to proceed to the
None
6 minutes
Window 13, Office of the Registrar-Admission
and Registration
Services
8
Office of Student Affairs (OSA), Guidance Services-Testing Unit. For clients applying admission to the Junior High School program, inform the clients as to schedule and venue of the Admission Test.
3. For college
freshmen/transferee
s, proceed to the
Office of Student
Affairs (OSA),
Guidance and
Counselling
Services-Testing
Unit;
3.1 Inform the client
as to schedule
and venue of the
Admission Test;
3.2 On the day of
the Admission
Test, collect from
client Test
Permit stub;
3.3 Administer to
client the
Admission Test;
3.4 Inform the client
as to when and
where results of
the exam may
be obtained.
None
90 minutes
(exam proper)
Release of Result of
Examination (Three (3)
working days after date of examination)
Office of Student Affairs –
Guidance and
Counselling Services (Testing
Unit)
4. For clients applying
admission to the
Junior High School
program, proceed to
the Testing Area at
the AVR Room,
CTE-JHSD on the
day scheduled for
the Admission Test.
Present to the personnel-in-charge the Test Permit stub for Admission Test.
4.1 Collect from
client Test
Permit stub;
4.2 Administer to
client the
Admission Test;
4.3 Inform the client
as to when and
where results of
the exam may
be obtained.
None
90 minutes
(exam proper)
Result of Exam may be viewed
at the CTE-JHSD
Principal’s Office three (3)working
days after the last day of scheduled
administration of the test.
Office of the University Registrar-Admission
and Registration
Services, (Testing
Staff)
CTE-JHSD Principal
CTE-JHSD Designated Personnel
End of Transactions
9
2. ENROLLMENT (COLLEGE STUDENTS)
The service provides a documented procedure in the enrollment of students in the
various tertiary degrees (Baccalaureate Courses) offered in the University.
Clients may be referred to as either New or Old Students.
New Students are classified as Freshmen (students with no prior enrolment to
any secondary school or higher education institution (HEI)) or Transferees (students
previously enrolled in other secondary school or HEI).
Old Students are either Continuing students - students enrolled at PRMSU in
the immediately preceding semester/term, or Returnees who are students previously
enrolled at PRMSU but not in the immediately preceding semester/term.
All enrollees who are qualified as per provisions in RA 10931 or the Universal
Access to Tertiary Education Act of 2017 are entitled to free tuition for all
courses/subjects/classes enrolled in during a particular semester or term, as part of
the curriculum and are essential to obtaining a degree. This entitlement also includes
free miscellaneous, other school fees, and similar or related fees.
Enrollees who choose to voluntarily opt-out of the provision shall sign and submit
a waiver to the University (Voluntary-Opt-Out Form or PRMSU-ASA-OURSF14).
On the other hand, enrollees who are no longer qualified to avail of the free tuition
fee program must submit a fully accomplished Ineligible to Avail Free Higher Education
Form or PRMSU-ASA-OURSF31.
Office or Division: Office of the Registrar
Classification: G2C - Government to Citizen Type of Transaction:
Simple
Who may avail: Incoming or Old college students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Proceed to
the College
where
intended
program to
enroll is
offered;
Acquire and accomplish applicable enrollment form/s and then present other requirements as listed to secure
1.1 Issue to client a copy of
applicable enrollment
form;
1.2 Check the
completeness/appropriate
ness of requirements
presented.
Evaluate enrollee’s compliance to University and College admission and retention policies as basis to allow enrollment;
1.3 PROFILING
If APPROVED, update enrollee’s profile in the system and assign a unique Student Number
None
15 minutes
College Dean/s
Program Chair/s
Other
designated Enrollment
Officers
10
approval for enrollment.
to the client (if new student). If NOT APPROVED, advise unqualified applicants to enroll in other programs in the college, other programs in other colleges in the university, or to other HEIs. For Old Students, update profile if deemed necessary (i.e. change in contact details, address, name, etc.);
1.4 Perform ACADEMIC
ADVISING to qualified
enrollees to update their
respective Course Audit
Forms (Evaluation
Sheets), and identify what
subjects they may enroll
for the term (Pre-
Registration) with
observance to University
and College academic
policies;
1.5 TAGGING**
Tag students who will avail of the Free Tuition Fee program;
1.6 Print the enrollee’s
Subject Confirmation and
Assessment Slip (SCAS)
and then advise client to
proceed to the
Medical/Dental Unit (New
Students only), or to the
Cashier's Office if
payments are to be made.
Note: ** Students who will voluntarily forego the benefits of the Free Higher Education in SUC’s as per RA 10931 will have to submit a fully accomplished Voluntary-Opt-Out Form (PRMSU-ASA-OURSF14).
On the other hand, students who are no longer qualified to avail of the aforementioned benefits, will
College Dean/s
Program Chair/s
Other
designated Enrollment
Officers
11
have to submit a fully accomplished PRMSU-ASA-OURSF31.
Both documents are available at Window 1 of the Campus Registrar’s Office or Frontline Services Window of each college.
2. Proceed to
the
Cashier's
Office,
present
SCAS and
pay
necessary
fees.
Note: Step only applies to college students who chose to opt-out from / or are no longer qualified to avail of the Free Tuition Fee program
2.1 Accept payment from the
student, then print and
issue Official Receipt
2.2 Refer client to the
Medical/Dental Unit (New
Students only)
Varies depending on program and
number of units enrolle
d
2 minutes
Frontline Services Window
(Cashier’s Office)
3. Proceed to
the Medical /
Dental
Clinics.
Note: Step only applies to New Students
3.1 Conduct physical and
dental check-up;
3.2 Advise client to proceed to
the Campus Registrar's
Office.
None
20 minutes
University Physician
University Nurse/s
University
Dentist
4. Proceed to
the Campus
Registrar's
Office
(CRO) and
submit to the
assigned
Window
(depending
on
4.1 Check requirements as
presented;
4.2 Collect requirements if
complete, correct and
appropriate;
4.3 Print Certificate of
Registration (COR) if
submittals are in order and
complete, and if subjects
listed for enrolment are in
None
10 minutes
Campus Registrar
Campus Registrar
Office Personnel at respective Frontline
12
Course/Prog
ram to be
taken)
complete
and
appropriate
requirement
s as listed.
line with university/college
academic policies;
4.4 Advise client to proceed to
the Accounting, Office of
Student Affairs, and
respective colleges to have
COR stamped as copy
received.
Services Windows
(Windows 2 to 8)
5. Proceed to
the
Accounting
Unit for
submission
of photocopy
of COR.
5.1. Collect a copy of
student's COR for the
current term;
5.2. Stamp student’s copy
of COR as copy received;
5.3. Advise client to
proceed to the Office of
Student Affairs (OSA).
None
1 minute
Frontline Services Window
(Accounting Unit)
6. Proceed to
the OSA to
- fill-out /
update
Personal
Data
Sheet /
Students'
Informatio
n Updating
Sheet;
- undergo
interview;
- pay
insurance
fee;
- submit
photocopy
of COR;
- get ID
printed /
validated.
For New Students (Freshmen / Transferees): 6.1.1. assist student in filling-
out Personal Data Sheet;
6.1.2. interview student;
6.1.3. collect payment for
insurance;
6.1.4. collect photocopy of
COR;
6.1.5. Stamp student’s copy
of COR as copy
received;
6.1.6. process and print
student's ID;
For Old Students ((Returnees / Continuing): 6.2.1. assist student in filling-
out Students Information
Updating Form (SIUF);
6.2.2. collect payment for
insurance;
6.2.3. collect photocopies of
COR;
6.2.4. Stamp student’s copy
of COR as copy
received;
Php
50.00
Note: Collected annually during 1st semester for insurance covering one (1) academic year. Those students admitted during second term or summer, pay the
30 minutes
15 minutes
OSA Director
OSA
Personnel at Frontline Services Windows
13
6.2.5. process and print /
validate student's ID;
6.3 Advise students to proceed
to their respective colleges
for submission of
photocopy of COR.
same to cover insurance during the remaining days of the current academic year.
7. Proceed to
the college
where
intended
program to
enroll is
offered and
submit
photocopy of
COR.
7.1. Verify if client
completed all steps of the
enrollment by checking the
completeness of stamps
from all concerned offices
(Accounting Office, OSA);
7.2. Collect a photocopy of
stamped COR, and other
forms and credentials
submitted (if needed);
7.3. Stamp student’s copy
of COR as copy received;
7.4. Advise student to
proceed to the Office of the
Campus Registrar for the
submission of photocopy
of COR.
None
2 minutes
Designated Enrollment Officers at College’s Frontline Services Windows
8. Proceed to
the Campus
Registrar’s
Office to
submit
photocopy of
COR.
8.1. Verify if client
completed all steps of the
enrollment process by
checking the
completeness of stamps in
the COR, required from all
concerned offices
(Accounting Office, OSA,
College);
8.2. Collect a photocopy of
COR;
8.3. Stamp student’s copy
of COR as copy received;
None
1-2 minutes
Campus Registrar
Personnel at respective Frontline Services Windows
(Windows 2 to 8)
End of Transactions
14
3. ENROLLMENT (CTE-JUNIOR HIGH SCHOOL DEPARTMENT)
The service provides a documented procedure in the enrollment of students in the
College of Teacher Education – Junior High School Department (CTE-JHSD).
Office or Division:
Office of the Registrar
Classification: G2C - Government to Citizen
Type of Transaction:
Simple
Who may avail: Junior High School students (Grade 7 to 10)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For Grade 7 and transferee students Fully Accomplished Enrollment Form
(Laboratory High School – Junior High
School) or PRMSU-ASA-OURSF 2-E
Original copy of each of the following
documents (unless stated otherwise)
Form 138 / SF 10
Certificate of Good Moral Character
from school last attended
PSA Birth Certificate (Photocopy)
Entrance exam result
One (1) Passport Size ID Picture
One (1) Long Size Brown Envelope
For Grade 8 to Grade 10 Fully Accomplished Enrollment Form
(Laboratory High School – Junior High
School) or PRMSU-ASA-OURSF 2-E
Form 138 / SF 10 (original)
Principal’s Office, CTE-Junior High School Department Principal’s Office, CTE - Junior High School Department Principal’s Office, CTE - Junior High School Department
(All forms are also available at Window 1, Campus Registrar’s
Office)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBL
E
9. Proceed to the
College of
Teacher
Education -
Junior High
School
Department to
acquire and
accomplish
applicable
9.1 Issue Enrollment Form
to the client;
9.2 Receive accomplished
form and check the
completeness/appropria
teness of requirements
presented to determine
qualification of client for
enrollment based on
University and JHSD
None
10 minutes
Principal, CTE - Junior High
School Department
Other
designated Enrollment
Officers
15
enrolment
form.
Present other requirements as listed and secure approval for enrollment.
admission and retention
policies;
9.3 PROFILING
If APPROVED, update
enrollee’s profile in the system and assign a unique Student Number to New Students. Update profiles of Old students if deemed necessary (i.e. change in contact details, address, name, etc.).
Collect requirements submitted by the client for filing at the office. If NOT APPROVED,
advise unqualified applicants to enroll in other schools;
9.4 Perform ACADEMIC
ADVISING to qualified
enrollees and identify
what subjects they may
enroll for the term (Pre-
Registration);
9.5 Print the enrollee’s
Subject Confirmation
and Assessment Slip
(SCAS) and then advise
client to proceed to the
Cashier's Office for
payment of
Miscellaneous fees.
10. Proceed to the
Cashier's
Office, present
SCAS and pay
necessary
fees.
10.1 Accept payment from
the student, then print
and issue Official Receipt
10.2 Refer client to the
Medical/Dental Unit (only
New Students)
Php
1229.00
(Miscellaneo
us Fees)
2 minutes
Frontline Services Window
(Cashier’s Office)
11. Proceed to the
Medical /
Dental Clinics.
Note: Step only applies to New Students
11.1 Conduct physical and
dental check-up
11.2 Advise client to
proceed to the Campus
Registrar's Office
None
20 minutes
University Physician
University Nurse/s
University
Dentist
16
12. Proceed to the
Campus
Registrar's
Office (CRO)
and present
SCAS and OR.
12.1 Print Certificate of
Registration (COR) if
submittals are in order
and complete;
12.2 Advise client to
proceed to the Office of
Student Affairs (OSA) to
have COR stamped as
copy received;
None
10 minutes
Campus
Registrar’s Office
Personnel at respective Frontline Services Windows
(Windows 2 to 8)
13. Proceed to the
OSA to
- fill-out /
update
Personal
Data Sheet /
Students'
Information
Updating
Sheet;
- undergo
interview
(only new
students)
- pay
insurance
fee;
- submit
photocopy of
COR;
- get ID printed
/ validated.
5.1. Assist student in
filling-out Personal Data
Sheets (PDS) or
Students Information
Updating Form (SIUF);
5.2. Collect payment for
insurance;
5.3. Collect photocopies
of COR;
5.4. Stamp student’s copy
of COR as copy
received;
5.5. Process and print /
validate student's ID;
5.6. Advise students to
proceed to the CTE-
JHSD Principal’s Office
for submission of
photocopy of COR.
Php
50.00
Note: Collected annually during 1st semester for insurance covering one (1) academic year.
10 minutes
OSA
Personnel at Frontline Services Windows
14. Proceed to the
Junior High
School
Department to
submit
photocopy of
COR.
7.5. Verify if client
completed all steps of the
enrollment by checking
the completeness of
stamps from all
concerned offices;
7.6. Collect a photocopy
of completely stamped
COR;
7.7. Stamp student’s copy
of COR as copy received;
7.8. Advise students to
proceed to the Office of
the Campus Registrar for
None
2 minutes
CTE - Junior High School Department designated Enrollment Officer/s
17
the submission of
photocopy of COR.
15. Proceed to the
Campus
Registrar’s
Office to
submit
photocopy of
completely
stamped COR.
8.4. Verify if client
completed all steps of
the enrollment process
by checking the
completeness of stamps
in the COR, required
from all concerned
offices;
8.5. Collect a photocopy
of COR.
8.6. Stamp student’s copy
of COR as copy
received.
None
1-2 minutes
CRO
Personnel (Frontline Services
Windows 2 to 8)
End of Transactions
18
4. ENROLLMENT (CERTIFICATE ON PROFESSIONAL EDUCATION)
The service provides a documented procedure in the enrollment of students in the
College of Teacher Education – Certificate on Professional Education program offered
in the University.
Program is intended for individuals who have already acquired their respective
college degrees and wish to acquire eighteen (18) Professional Education units, either
as requirements for the Licensure Examination for Teachers (LET) for non-education
degree holders, for graduate studies, employment, experience or other related
purposes.
Office or Division:
Office of the Registrar
Classification: G2C - Government to Citizen
Type of Transaction:
Simple
Who may avail: New or old students with earned college degrees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For New Students / Transferees
Approved Application for Admission
(Uniting/CPE Students) or PRMSU-
ASA-OURSF 1-D (photocopy);
Fully Accomplished Enrollment Form
(Uniting/CPE Students) or PRMSU-
ASA-OURSF 2-D
Transcript of Records (reflecting
completed Baccalaureate Degree,
original copy)
PSA Birth Certificate (Photocopy)
PSA Marriage Certificate (photocopy, for
married female applicants)
One (1) Passport Size ID Picture
Honorable Dismissal/Transfer
credentials (in cases of Transferees,
original)
For Old Students (Continuing) Fully Accomplished Enrollment Form
(CPE/Uniting Students) or PRMSU-
ASA-OURSF 2-D (disregard
requirements as listed in the form if
documents are already submitted during
previous term)
Updated Evaluation Form / Program of
Study reflecting all subjects/courses
credited (photocopy)
Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education
19
Student’s Clearance (PRMSU-ASA-
OURSF10)
For Old Students (Returnees) Photocopy of approved Application for
Re-Admission (Old Students –
Returnees) or PRMSU-ASA-OURSF 1-
C
Fully Accomplished Enrollment Form
(Returnees) or PRMSU-ASA-OURSF 2-
G
Certificate of Registration (last term of
attendance at PRMSU, original or
photocopy)
Updated Evaluation Form / Program of
Study reflecting all subjects/courses
credited (photocopy)
Student’s Clearance (PRMSU-ASA-
OURSF10)
One (1) passport size ID Picture (formal,
white background) – for returnees not
enrolled at PRMSU in the last two (2)
years
Dean’s Office, College of Teacher Education Reprinting may be requested through Window 1, Campus Registrar’s Office Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education
(All forms are also available at Window 1, Campus Registrar’s
Office)
CLIENT STEPS
AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIB
LE
16. Proceed
to the
College of
Teacher
Education
(CTE) to
acquire
and
accomplis
h
applicable
enrolment
forms.
Present other requirements as listed to secure approval
16.1 Issue
to client applicable
enrollment form/s;
16.2 Receiv
e from client the duly
accomplished form/s and
check the
completeness/appropriate
ness of requirements
presented;
Evaluate enrollee’s compliance to University and College admission and retention policies as basis to allow enrollment;
16.3 PROFI
LING
If APPROVED, update
enrollee’s profile in the system and assign a unique Student Number
None
10 minutes
CTE Dean
Program
Chair
Other designated Enrollment Officer/s
20
for enrollment.
to the client (if New Student); If NOT APPROVED, advise unqualified applicants to enroll in other schools; For Old Students, update profile if deemed necessary (i.e. change in contact details, address, name, etc.)
16.4 Perfor
m ACADEMIC ADVISING
to qualified enrollees to
update their respective
Course Audit Forms
(Evaluation Sheets), and
identify what subjects
they may enroll for the
term (Pre-Registration);
16.5 Print
the enrollee’s Subject
Confirmation and
Assessment Slip (SCAS)
and then advise client to
proceed to the Cashier's
Office to pay necessary
fees .
17. Proceed
to the
Cashier's
Office,
present
SCAS and
pay
necessary
fees.
17.1 Accept payment from
the client, then print and
issue Official Receipt;
17.2 Refer client to the
Medical/Dental Unit (only
New Students).
Varies
depending on
number of
subjects enrolled
2 minutes
Frontline Services Window
(Cashier’s Office)
18. Proceed
to the
Medical /
Dental
Clinics.
Note: Step only applies to New Students
18.1 Conduct physical and
dental check-up;
18.2 Advise client to
proceed to the Campus
Registrar's Office.
None
20 minutes
University Physician
University Nurse/s
University
Dentist
None
10 minutes
21
19. Proceed
to the
Campus
Registrar'
s Office
(CRO)
and
submit to
personnel
-in-charge
at Window
3
complete
and
appropriat
e
requireme
nts as
listed.
19.1 Check requirements as
presented;
19.2 Collect requirements if
complete, correct and
appropriate;
19.3 Print Certificate of
Registration (COR) if
submittals are in order and
complete, and if subjects
listed for enrolment are in
line with university
academic policies;
19.4 Advise client to
proceed to the Office of
Student Affairs to have
COR stamped as copy
received.
Campus Registrar’s
Office Personnel at
Window 3
20. Proceed
to the
OSA to
- pay
insuranc
e fee;
- submit
photoco
py of
COR;
- get ID
printed /
validate
d.
5.1. Collect payment for
insurance;
5.2. Collect photocopy of
COR;
5.3. Stamp student’s copy
of COR as copy received;
5.4. process and
print/validate student's ID;
5.5. Advise students to
proceed to the college for
submission of photocopy
of COR.
Php
50.00
Note: Collected annually during 1st semester for insurance covering one (1) academic year. Those students admitted during second term or summer, pay the same to cover insurance during the
10 minutes
OSA
Personnel at Frontline Services Windows
22
remaining days of the current academic year.
21. Proceed
to the
College of
Teacher
Education
to submit
photocopy
of COR.
7.9. Verify if client
completed all steps of the
enrollment by checking the
completeness of stamps
from all concerned offices;
7.10. Collect a photocopy of
completely stamped COR,
and other forms and
credentials submitted (if
needed);
7.11. Stamp student’s copy
of COR as copy received;
7.12. Advise students to
proceed to the Office of the
Campus Registrar for the
submission of photocopy of
COR.
None
2 minutes
CTE-
designated Enrollment Officers at Frontline Services Windows
22. Proceed
to the
Campus
Registrar’
s Office to
submit
photocopy
of COR.
8.7. Verify if client
completed all steps of the
enrollment process by
checking the
completeness of stamps in
the COR from all
concerned offices;
8.8. Collect a photocopy of
COR;
8.9. Stamp student’s copy
of COR as copy received.
None
1-2 minutes
Window 3, Campus
Registrar’s Office
End of Transactions
23
5. ENROLLMENT (GRADUATE SCHOOL)
The service provides a documented procedure in the enrollment of students in the
Masters and Doctorate programs of PRMSU Graduate School.
Office or Division: Office of the Registrar
Classification: G2C - Government to Citizen
Type of Transaction: Simple Who may avail: Graduate School students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For New Students/Transferees Approved Notice of Admission
Graduate School Pre-Registration Form
For Old Students (Continuing/Returnees) Graduate School End of Trimester
Clearance
Graduate School Pre-Registration Form
Graduate School, Frontline Services Window Graduate School, Frontline Services Window
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI
BLE
23. Proceed to the
Graduate School
– Frontline
Services
Window to
acquire and
accomplish
applicable
enrolment form
and present
other
requirements as
listed to secure
approval for
enrollment.
23.1 Issu
e to the client
applicable enrollment
forms;
23.2 Rec
eive from client duly
accomplished form/s
and check the
completeness/appropri
ateness of
requirements
presented and
evaluate enrollee’s
compliance to
University and
Graduate School
academic and retention
policies;
23.3 Coll
ect from client
presented documents if
submittals are in order
and complete;
None
10 minutes
Director, Graduate
School
Program Chair
Graduate
School Frontline Services Window
24
23.4 PR
OFILING
When APPROVED for enrollment, update enrollee’s profile in the system and assign a unique student number to New Students; For Old Students, ,
update enrollee’s profile in the system if deemed necessary (i.e. change in contact details, address, name, etc.)
23.5 Perf
orm ACADEMIC
ADVISING to qualified
enrollees to update
their respective Course
Audit Forms
(Evaluation Sheets),
and identify what
subjects they may
enroll for the term in
line with university and
Graduate School
academic policies;
23.6 Prin
t the enrollee’s Subject
Confirmation and
Assessment Slip
(SCAS) and then
advise client to
proceed to the
Cashier's Office to pay
necessary fees.
24. Proceed to the
Cashier's Office,
present SCAS
and pay
necessary fees.
24.1 Accept payment
from the client, then
print and issue Official
Receipt;
24.2 Refer client to
Window 12 at the
University Registrar’s
Office
Varies
depending on
number of
subjects to be enrolled
2 minutes
Frontline Services Window
(Cashier’s Office)
25. Proceed to
Window 12 of
the University
25.1 Check SCAS and
OR of the client;
None
10 minutes
Window 12, University Registrar’s
Office
25
Registrar's
Office (OUR)
25.2 Print Certificate of
Registration (COR) if
submittals are in order
and complete;
25.3 Keep a photocopy
of the COR on file;
26. Proceed to the
Graduate School
Frontline
Services
Window to
submit
photocopy of
COR.
7.13. Collect a photocopy
of COR;
7.14. Stamp student’s
copy of COR as copy
received.
None
1 minute
Graduate
School Frontline Services Window
End of Transactions
26
6. ENROLLMENT (COLLEGE OF LAW)
The service provides a documented procedure in the enrollment of continuing students
in the College of Law.
Office or Division: Office of the Registrar
Classification: G2C - Government to Citizen
Type of Transaction: Simple
Who may avail: Continuing College of Law students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For Old Students (Continuing) Fully Accomplished Enrollment Form (Old
Students) or PRMSU-ASA-OURSF 2-C
Updated Evaluation Form / Program of
Study reflecting all subjects/courses
credited (photocopy)
Student’s Clearance from last term
attended (original, PRMSU-ASA-
OURSF10)
College of Law, Frontline Services Window College of Law, Frontline Services Window
College of Law, Frontline Services Window
(Forms are also available at
Window 1, Campus Registrar’s Office)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI
BLE
27. Proceed to the
College to
acquire and
accomplish
applicable
enrolment form
and present
other
requirements
as listed to
secure
approval for
enrollment.
27.1 Issu
e to the client applicable
enrollment forms;
27.2 Rec
eive from client duly
accomplished form/s
and check the
completeness/appropria
teness of requirements
presented and evaluate
enrollee’s compliance to
University and college
academic and retention
policies;
27.3 PRO
FILING
When APPROVED
for enrollment, update enrollee’s profile in the
None
10 minutes
Dean,
College of Law
College of
Law Secretary
27
system and assign a unique student number to New Students; For Old Students, , update enrollee’s profile in the system if deemed necessary (i.e. change in contact details, address, name, etc.)
27.4 Perf
orm ACADEMIC
ADVISING to qualified
enrollees to update their
respective Course Audit
Forms (Evaluation
Sheets), and identify
what subjects they may
enroll for the term in line
with university and
college academic
policies;
27.5 Print
the enrollee’s Subject
Confirmation and
Assessment Slip
(SCAS) and then advise
client to proceed to the
Cashier's Office to pay
necessary fees.
28. Proceed to the
Cashier's
Office, present
SCAS and pay
necessary
fees.
28.1 Accept payment from
the client then print and
issue Official Receipt;
28.2 Refer client to
Window 3 at the
Campus Registrar’s
Office.
Varies
depending on
number of
subjects to be
enrolled
2 minutes
Frontline Services Window
(Cashier’s Office)
29. Proceed to
Window 3 at
the Campus
Registrar's
Office (CRO)
and submit
complete and
appropriate
requirements
as listed.
29.1 Check requirements
as presented;
29.2 Collect requirements
if complete, correct and
appropriate;
29.3 Print Certificate of
Registration (COR) if
submittals are in order
and complete, and if
subjects listed for
enrollment are in line
None
10 minutes
Window 3, Campus
Registrar’s Office
28
with university and
college academic
policies;
29.4 Keep a photocopy of
the COR on file.
30. Proceed to the
College of Law
to submit
photocopy of
COR.
7.15. Collect a photocopy
of COR and other forms
and credentials
submitted;
7.16. Stamp student’s
copy of COR as copy
received.
None
1 minute
College of
Law Secretary
End of Transactions
29
7. SHIFTING OF COURSE
The service provides a documented procedure in assisting students who wish
to shift or transfer to another degree or program in the University.
A student should apply for a shift of course to the Dean of the program where
he/she is getting out to be endorsed to the Dean of the new course, who in turn shall
approve said application together with the Registrar.
Office or Division:
Office of the Registrar
Classification: G2C - Government to Citizen Type of Transaction:
Simple
Who may avail: Old students, continuing or returnees
CHECKLIST OF REQUIREMENTS
Fully accomplished Shifting Form
(PRMSU-ASA-OURSF03)
Updated Course Audit Form or
Evaluation sheet detailing all subjects
so far credited in the current course
Note: For purposes of evaluation or accreditation of course/subjects, the following documents are also advised to be made available by the client:
- For Transferees, include a
photocopy of TOR/Certificate of
Grades from other school/s
attended
- For students previously enrolled
in other degrees or programs in
the university, include a
photocopy of TOR/Certificate of
Grades from previous terms
attended
College Frontline Services Window or Campus Registrar’s Office – Window 1
College Frontline Services Window
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
31. Proceed to
the College
where
current
program
enrolled is
offered.
31.1 Is
sue to client a
Shifting Form;
31.2 A
ccept duly
accomplished
Shifting Form and
endorse the same to
None
1 minute
5 minutes
College Frontline Services Window
30
Acquire and accomplish the Shifting Form and secure approval from the releasing Dean and the accepting Dean (college where new course is to be taken)
the Releasing Dean
to secure approval
of the latter;
31.3 R
eceive shifting form
and determine merit
of the request and
decide with due
consideration to
university and
college admission,
retention and
academic policies;
31.4 If
APPROVED, advise
student to secure
approval from the
Dean of the
accepting college;
31.5 R
eceive Shifting Form
from client together
with a copy of
student’s updated
Evaluation Sheet
(current program
enrolled), and/ or
other references to
credit subjects from
program/s previously
attended (in case of
transferees or
shifters);
31.6 D
etermine merit of the
request and decide
with due
consideration to
university and
college admission,
retention and
academic policies;
31.7 If
APPROVED, advise
student to proceed
to the Cashier’s
Office to pay Shifting
fee and then secure
approval of the
Registrar;
5 minutes
Releasing Dean / Program Chair
Accepting Dean / Program Chair
31
32. Once
approval of
the releasing
and
accepting
deans are
secured,
proceed to
the Cashier's
Office pay
necessary
fees.
32.1 Accept payment
from the client, then
print and issue
Official Receipt;
32.2 Refer client to the
Frontline Services
Window (Windows 2
to 8) at the Campus
Registrar’s Office.
P50.00 (Shifting Fee)
2 minutes
Frontline Services Window
(Cashier’s Office)
33. Present
Official
Receipt and
duly
approved
Shifting Form
to the
Frontline
Services
Window of
the Campus
Registrar’s
Office
33.1 Receive from
client OR and Shifting
Form for approval of
the Registrar;
33.2 If APPROVED,
update student’s
profile in the system
to reflect change in
course;
33.3 Keep Registrar’s
Copy of the duly
approved Shifting
Form;
33.4 Direct student to
distribute the
releasing and
accepting college’s
copies of the Shifting
Form.
None
3 minutes
Campus
Registrar’s Office Frontline
Services Windows 2 to 8
34. Distribute
copies of the
Shifting Form
to the
releasing and
accepting
colleges.
7.17. Receive college’s
copy of the Shifting
Form.
None
1 minute
Frontline Services Windows
(releasing and accepting colleges)
35. Report to the
Dean of the
College or
Program
Chair of the
new course
5.1. Determine which
subjects in the new
course’s curriculum
will be credited from
the previous course
taken by client;
None
5 minutes
Dean or
Program Chair of the accepting
college)
32
to undergo
academic
evaluation.
5.2. Give client an
updated Course
Audit Form
(Evaluation Sheet) of
his new course
detailing subjects so
far credited;
5.3. Advise client to
process his/her
enrollment.
End of Transactions
33
8. ADDING/ CHANGING/ DROPPING OF SUBJECTS
The service provides a documented procedure in assisting students to add,
change and/or drop subject/s for enrollment.
A student may be allowed to change and/or add subjects within two (2) weeks
from the first day of classes during the semester, or within the first three (3) days of
classes during the summer term. Dropping of subjects shall be allowed before the
midterm.
Adding/Changing of subject/s shall be made for valid reasons and shall be
stated in writing using the appropriate form to be approved by the Dean and the
Registrar. Subject/s added/changed unofficially or without approval of the Dean and
the Registrar shall not be given credit. Unofficial dropping of subjects will mean a grade
of 5.0
The total load carried by a student including the added subject/s must not
exceed the maximum under the academic load or that which is prescribed for his
curriculum year during the term/semester.
Office or Division: Office of the Registrar Classification: G2C - Government to Citizen
Type of Transaction: Simple
Who may avail: All students
CHECKLIST OF REQUIREMENTS
- Fully accomplished Adding Form
(PRMSU-ASA-OURSF04) or
Changing/Dropping Form (PRMSU-
ASA-OURSF05), whichever is
applicable
Note: For purposes of observing university and college academic policies on loading of subjects, pre-requisite and advanced subjects, and other related concerns, the following documents are also advised to be made available by the client:
- Updated Course Audit Form or
Evaluation sheet detailing all
subjects so far credited in the
current course
- For Transferees, include a
photocopy of TOR/Certificate of
Grades from other school/s
attended
- For students previously enrolled in
other degrees or programs in the
university, include a photocopy of
College Frontline Services Window or Campus Registrar’s Office – Window 1
College Frontline Services Window
34
TOR/Certificate of Grades from
previous terms attended
CLIENT STEPS
AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIB
LE
36. Proceed to
the College
where
current
program
enrolled is
offered.
Acquire and accomplish the appropriate form and secure approval from officials concerned (Instructor, Dean and Registrar)
36.1 Issue
to client the appropriate
form depending on
purpose of request
(Adding, or
Dropping/Changing);
36.2 Advis
e client to secure
approval from all officials
concerned as identified
in the form;
36.3 Deter
mine merit of the request
based on university and
college admission,
retention and academic
policies;
36.4 If
APPROVED, advise
client to proceed to the
Cashier’s Office to pay
Adding/Changing/Droppi
ng fee;
None
1 minute
5 minutes
College Frontline Services Window
Instructor concerned /
Dean / Program
Chair
37. Proceed to
the
Cashier's
Office to
pay
necessary
fee.
37.1 Accept payment from
the student, then print
and issue Official
Receipt;
37.2 Refer client to the
Frontline Services
Windows (Windows 2 to
8) at the Campus
Registrar’s Office or
Window 12 at the
University Registrar’s
Office (for Graduate
School students)
P50.00
(Adding/ Droppin
g/ Changing Fee)
2 minutes
Frontline Services Window
(Cashier’s Office)
38. Present
Official
Receipt and
college-
38.1 Receive from client
OR and
adding/dropping/changing
form and endorse it for
None
5 minutes
Campus
Registrar’s Office
Frontline
35
approved
form at the
Frontline
Services
Window of
the
Campus
Registrar’s
Office
(windows 2
to 8) or
Window 12
at the
University
Registrar’s
Office (for
Graduate
School
students)
approval of the Registrar
if request and
requirements presented
are in order and
complete;
38.2 If APPROVED,
update student’s profile in
the system to reflect
change/s in subject/s
enrolled;
38.3 Keep Registrar’s
Copy of the duly
approved form;
38.4 Issue to client an
updated Certificate of
Registration (COR),
photocopies of which are
to be distributed by the
client to concerned offices
(Registrar, Accounting,
OSA, College);
38.5 Direct student to
distribute to his/her
college the Dean’s copy
of the form together with
the college’s copy of
updated COR.
Services Windows 2 to
8
Window 12, University Registrar’s Office (for Graduate
School students)
39. Distribute
copies of
the
Updated
COR to the
College
(include
Accounting
Office and
OSA for
undergradu
ate
students).
7.18. Receive copy of the
form.
None
3 minutes
Frontline Services Windows (College,
Accounting Office, OSA)
End of Transactions
36
9. CROSS ENROLLMENT
The service provides a documented procedure in the cross enrollment of students.
Cross enrollment refers to the enrollment of subject/s, prescribed in a student’s
curriculum, to other colleges in the campus, other campuses in the university, or other
HEIs, when those subjects are not offered in their mother college for the current term.
A student may register in two or more colleges in the University provided that
the total number of units/credits do not exceed the maximum allowed by the rules on
academic loading.
A student registered in the University who wishes to cross enroll in another
institution must get a permit from the Dean and the Campus Registrar. The permit
should state in writing the subject/s the student is going to cross enroll and the total
number of units he/she intends to take.
Cross enrollment in all curricular levels may be allowed, provided these
subjects are not offered in the University, must have the same course description and
number of units, and must not be a major subject. No student is allowed to cross enroll
in two (2) or more schools outside the University.
Students from other HEIs who want to cross enroll in the University must
present a permit from the Dean and Registrar of their mother institution. The permit
must specify the subject/s and the unit/s to be cross enrolled.
Cross registration is allowed within the prescribed schedule of enrollment and
its allowable extension (two (2) weeks from the start of classes for the semester, and
three (3) days form the beginning of classes for the summer term).
Office or Division: Office of the Registrar
Classification: G2C - Government to Citizen Type of Transaction: Simple
Who may avail: All students
CHECKLIST OF REQUIREMENTS
Fully accomplished Application to Cross
Enroll Form (PRMSU-ASA-OURSF06)
College Frontline Services Window or Campus Registrar’s Office – Window 1
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIB
LE
40. Proceed to
the College
where current
program
enrolled is
offered.
Acquire and
40.1 Issu
e to client a copy of the
Cross Enrollment Form;
40.2 Advi
se client to secure
approval from all
officials concerned as
identified in the form;
None
1 minute
3 minutes
College Frontline Services Window
37
accomplish the Application to Cross Enroll Form and secure signature and approval from officials concerned (Dean of mother College, Dean where subject to cross enroll is offered, Registrar).
40.3 Dete
rmine merit of the
request based on
university and college
academic policies;
40.4 If
APPROVED, advise
client to proceed to the
College where subject
to cross enroll is
offered.
Dean
Program Chair
(of the mother
College)
41. Proceed to
the College
where
subject to
cross enroll is
offered and
secure the
approval of
the Dean.
41.1 Dete
rmine merit of the
request based on
university/institution
and college academic
policies;
41.2 If
APPROVED, advise
client to proceed to the
Cashier’s Office (of the
mother campus or
mother institution) to
pay necessary fee.
None
3 minutes
Dean
Program Chair (of the
accepting College)
42. Proceed to
the Cashier's
Office to pay
necessary
fee (of the
mother
campus or
mother
institution).
42.1 Accept payment
from the client, then print
and issue Official
Receipt;
42.2 Refer client to the
Frontline Services
Windows (Windows 2 to
8) at the Campus
Registrar’s Office
P50.00 (Cross
Enrollment fee)
2 minutes
Frontline Services Window
(Cashier’s Office)
43. Present
Official
Receipt and
college-
approved
form at the
43.1 Receive from client
OR and Cross
Enrollment Form and
endorse it for approval of
the Registrar if request
and requirements
None
5 minutes
Campus
Registrar’s Office
Frontline Services
38
Frontline
Services
Window of
the Campus
Registrar’s
Office
(windows 2 to 8)
presented are in order
and complete;
43.2 If APPROVED,
update student’s profile
in the system to reflect
changes;
43.3 Keep Registrar’s
Copy of the duly
approved form;
43.4 Issue to client an
updated Certificate of
Registration (COR),
photocopies of which are
to be distributed by the
client to concerned
offices ( Accounting,
OSA, College);
43.5 Direct client to
distribute to his/her
mother college the
Dean’s copy of the
Cross Enrollment Form
together with the
college’s copy of
updated COR.
Windows 2 to 8
44. Distribute
copies of the
updated COR
to the
Accounting
Office and
OSA.
7.19. Receive copy of the
form.
None
3 minutes
Frontline Services Windows
(Accounting Unit, OSA)
End of Transactions
39
10. COMPLETION (REMOVAL OF AN “INC” MARK)
The service provides a documented procedure in the removal of students’ “INC” mark
or incomplete grades.
An incomplete grade or an “INC” mark is given to a student if he/she fails to
appear and take the final examination due to illness or some other valid reasons. It
may also be given if other course requirements are not satisfied.
Incomplete grades in subjects that are prerequisites to other subjects must be
completed first before enrollment of the latter shall be made.
Completion is the process of eliminating a student’s “INC” mark by passing a
re-examination or satisfying the requirements for the course. A re-examination may
only be given once.
The student shall be given a final grade based on his/her overall performance.
The prescribed period for the removal of an “Inc” mark is ninety (90) calendar days
after the date of final exam. Failure to comply within the prescribed period shall mean
a grade of 5.0.
Office or Division: Office of the Registrar Classification: G2C - Government to Citizen
Type of Transaction: Simple
Who may avail: All students with INC marks
CHECKLIST OF REQUIREMENTS
Fully accomplished Completion Form
(PRMSU-ASA-OURSF07A for Non
Graduate School students or
PRMSU-ASA-OURSF07B for Graduate School students, whichever is applicable)
College/GS Frontline Services Window or Campus Registrar’s Office – Window 1
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI
BLE
45. Proceed to
the
College/GS
where
current
program
enrolled is
offered.
Acquire and accomplish the appropriate form and secure signature
45.1 Issu
e to client a copy of the
Completion Form;
45.2 Advi
se client to secure
approval from all
officials concerned as
identified in the form;
45.3 Det
ermine merit of the
request based on
university and college
academic policies;
45.4 If
APPROVED, advise
client to proceed to the
None
1 minute
5 minutes
College Frontline Services Window
Instructor concerned / Dean / GS Director / Program
Chair
40
and approval from officials concerned (Instructor, Dean and Registrar)
Cashier’s Office to pay
Completion fee;
46. Proceed to
the Cashier's
Office to pay
necessary
fee.
46.1 Accept payment
from the client, then
print and issue Official
Receipt;
46.2 Refer client to the
Frontline Services
Windows (Windows 2 to
8) at the Campus
Registrar’s Office or
Window 12 at the
University Registrar’s
Office for Graduate
School students.
P50.00
(Completion fee)
2 minutes
Frontline Services Window
(Cashier’s Office)
47. Present
Official
Receipt and
college-
approved
form at the
Frontline
Services
Window of
the Campus
Registrar’s
Office
(windows 2
to 8) or
Window 12
at the
University
Registrar’s
Office (for
Graduate
School
students).
47.1 Receive from client
OR and Completion
Form and endorse it for
approval of the
Registrar if request and
requirements presented
are in order and
complete;
47.2 If APPROVED,
update student’s profile
in the system to reflect
change in grade;
47.3 Keep Registrar’s
Copy of the duly
approved form;
47.4 Direct student to
distribute copies of the
Registrar-approved
Completion Form to the
instructor and dean
concerned.
None
5 minutes
Campus
Registrar’s Office
Frontline Services
Windows 2 to 8
Window 12
at the University Registrar’s Office (for Graduate
School students)
48. Distribute
copies of the
Registrar-
approved
Completion
7.20. Receive copy of the
form.
None
3 minutes
Instructor
Frontline Services Windows
41
Form to the
instructor
and dean
concerned.
(College, GS)
End of Transactions
42
11. APPLICATION FOR LEAVE OF ABSENCE (LOA)
The service provides a documented procedure in the application of students for
LOA or Leave of Absence.
LOA refers to an absence from the university.
Students are assumed to enroll on a continuous basis until their program is
completed. Any break in enrollment requires the filing of a Leave of Absence. An
approved LOA is a permission from the university to temporarily interrupt studies. As
a general rule, it carries with it an implied guarantee to accept the student as a
returnee, subject to the policies of the university. The Leave of Absence shall not
exceed one (1) academic year.
Students on LOA are not enrolled in any program, they are not considered bona
fide students, and are not allowed to enter the campus except as occasional visitors
to transact with certain offices. Moreover, students on LOA are not allowed to enroll
and study in another educational institution. No course taken by students on LOA from
another school may be credited towards the completion of the program in this
university.
The application for LOA shall be deemed final and valid upon approval of the
College Dean and Registrar, and payment of necessary fee. Students with approved
LOA are required to drop subjects enrolled in the current term when LOA was filed
and approved.
University policies on dropping are to be observed, as such, LOA may only be
approved before the midterms.
Office or Division: Office of the Registrar
Classification: G2C - Government to Citizen Type of Transaction: Simple
Who may avail: All students
CHECKLIST OF REQUIREMENTS
Fully accomplished Leave of Absence
Form (PRMSU-ASA-OURSF13)
Fully accomplished Changing/Dropping
Form (PRMSU-ASA-OURSF05) if there are
subjects already enrolled in the current
term
College Frontline Services Window or Campus Registrar’s Office – Window 1 College Frontline Services Window or Campus Registrar’s Office – Window 1
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI
BLE
49. Proceed to the
College where
current program
enrolled is
offered.
49.1 Iss
ue to client a copy of
the Leave of Absence
Form;
49.2 Adv
ise client to secure
None
1 minute
College Frontline Services Window
43
Acquire and accomplish the Leave of Absence Form and secure signature and approval from officials concerned (Dean, Registrar)
approval from all
officials concerned as
identified in the form;
49.3 Det
ermine merit of the
request based on
university and college
academic policies;
49.4 If
APPROVED, advise
client to proceed to the
Cashier’s Office to pay
necessary fee.
3 minutes
Dean
50. Proceed to the
Cashier's Office
to pay necessary
fee.
50.1 Accept payment
from the client, then
print and issue Official
Receipt;
50.2 Refer client to the
Frontline Services
Windows (Windows 2
to 8) at the Campus
Registrar’s Office or
Window 12 at the
University Re3gistrar’s
Office for Graduate
School students.
P50.0
0 (Leave
of Absence fee)
2 minutes
Frontline Services Window
(Cashier’s Office)
51. Present Official
Receipt and
college-approved
LOA Form at the
Frontline
Services Window
of the Campus
Registrar’s Office
(windows 2 to 8)
or Window 12 at
the University
Re3gistrar’s
Office for
Graduate School
students.
51.1 Receive from client
OR and LOA Form and
endorse it for approval
of the Registrar if
request and
requirements presented
are in order and
complete;
51.2 If APPROVED,
keep Registrar’s Copy
of the duly approved
form;
51.3 Direct client to
process dropping of
subject/s if there are
any enrolled in the
current term;
Note: As per University academic policy, unofficially dropped
None
5 minutes
Campus
Registrar’s Office
Frontline Services
Windows 2 to 8
Window 12, University
Re3gistrar’s Office
44
subject/s will be given a grade of 5.0
End of Transactions
45
12. APPLICATION FOR GRADUATION
The service provides a documented procedure in the processing of students’
application for graduation.
Graduating students are those who are in their last term of attendance in the
University for the completion of their respective degrees. Candidates for graduation
must have satisfied all academic and non-academic requirements within 10 calendar
days before the College Academic Council meeting. All candidates for graduation must
have their deficiencies made up and their records cleared not later than the date as
prescribed above.
A pre-academic council meeting shall be conducted to assess, evaluate and
approve candidates for graduation in the colleges and campuses prior to the
University-Wide Academic Council Meeting.
No student shall graduate from the University unless his/her name is listed as
a candidate for graduation endorsed and approved by the University Academic
Council and confirmed by the Board of Regents (BOR).
Office or Division: Office of the Registrar
Classification: G2C - Government to Citizen
Type of Transaction:
Simple
Who may avail: Graduating students CHECKLIST OF REQUIREMENTS
Fully accomplished Application for
Graduation Form (PRMSU-ASA-OURSF11)
Updated Course Audit Form (Evaluation
Sheet) duly signed by the Dean
Passport size ID picture with nameplate,
white background, in formal attire with collar
Form 137 (Copy for PRMSU), for high
school and college applicants only,
disregard if already submitted
If Transferee, TOR (Copy for PRMSU),
disregard if already submitted
Photocopy of latest PSA Birth Certificate,
disregard if already submitted
Photocopy of latest PSA Marriage
Certificate for married applicants, disregard
if already submitted
(For submitted photocopy of documents, present original copies for verification purposes)
Campus Registrar’s Office – Window 1
College/GS Frontline Services Window
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
46
52. Proceed to
Window 1 at
the Campus
Registrar’s
Office.
Acquire and accomplish, and submit the Application for Graduation Form to the personnel-in-charge at the window.
52.1 Issue
to client a copy of the
Application for Graduation
Form;
52.2 Accept
and review if required
information is provided
and if the form is
appropriately and
completely filled-out;
52.3 Collect
from client all other
documents as listed;
52.4 Direct
client to Windows 2 to 8 of
the Campus Registrar’s
Office (depending on
program enrolled) or
Window 11 of the
University Registrar’s
Office for Graduate School
students, for initial
evaluation of
requirements;
None
1 minute
3 minutes
College Frontline Services Window
Frontline Services Window, Campus Registrar’s Office (Windows 2 to 8)
Window 11, Office of the University Registrar
53. Proceed to
Windows 2 to
8 of the
Campus
Registrar’s
Office
(depending
on program
enrolled) or
Window 11 of
the University
Registrar’s
Office for
Graduate
School
students, for
initial
evaluation of
requirements.
53.1 Review the availability
on file of documents which
may have already been
submitted by client
(requirements as listed);
53.2 Inform the client
regarding documents that
are yet to be submitted;
53.3 If there are some
documents that need to be
officially requested from
schools previously
attended by the client,
provide the necessary
request forms to the client;
53.4 Check client’s
permanent record and
status of completion of all
academic and non-
academic requirements for
graduation;
None
3 minutes
7 working days
Frontline Services Window, Campus Registrar’s Office (Windows 2 to 8)
Window 11, Office of the University Registrar
47
53.5 Inform client of his/her
deficiencies;
53.6 Monitor client’s
completion of deficiencies
53.7 If client has completed
all academic and none
academic requirements for
graduation, include client’s
name in the List of
Candidates for Graduation
subject to the deliberation
of the College, Campus,
and University Academic
Councils for subsequent
confirmation of the Board of
Regents.
------
53.8 Receive from client OR
and Completion Form and
endorse it for approval of
the Registrar if request and
requirements presented are
in order and complete;
53.9 If APPROVED, update
student’s profile in the
system to reflect change in
grade;
53.10 Keep Registrar’s Copy
of the duly approved form;
53.11 Direct student to
distribute copies of the
Registrar-approved
Completion Form to the
instructor and dean
concerned.
None
5 minutes
Campus
Registrar’s Office Frontline
Services Windows 2 to 8
Window 11 at the OURARS
for GS students.
54. Distribute
copies of the
Registrar-
approved
Completion
Form to the
instructor and
dean
concerned.
7.21. Receive copy of the
form.
None
3 minutes
Frontline Services Windows
(College, GS)
End of Transactions
48
13. REQUEST FOR RECTIFICATION OF STUDENTS’ GRADES /
LATE ENCODING OF GRADES
The service provides a documented procedure in the processing of requests for
rectification of students’ grades and/or late encoding of grades.
Rectification of Grades is a process to cater faculty members’ request to gain
access into the University Information System (UIS) in order to make corrections in
entries made in their grading sheets. This usually covers corrections for erroneous
entries in students’ grades for midterm and finals.
Late Encoding of Grades is requested by faculty members who have failed to
encode entries in their grading sheets for a particular term, after the prescribed period
of encoding has lapsed. An approval for this request would entail the unposting of
grading sheets and the provision of UIS access to the concerned faculty member/s to
encode students’ grades through the system.
Office or Division: Office of the Registrar
Classification: G2E - Government to Employee
Type of Transaction: Simple Who may avail: PRMSU Faculty Members
CHECKLIST OF REQUIREMENTS
Rectification of Grades
Fully accomplished Request for
Rectification of Grades Form (PRMSU-
ASA-OURSF23B)
Photocopy of Class Record in the
concerned subject
Photocopy of Grading Sheet previously
submitted
Late Encoding of Grades
Fully accomplished Request for Late
Encoding of Grades Form (PRMSU-ASA-
OURSF24B) or
University Registrar’s Office – Window 12
CLIENT STEPS AGENCY ACTIONS FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIB
LE
55. Proceed to
Window 12 at the University
55.1 Issue
to client a copy of the requested form;
None
1 working day
Window 12
49
Registrar’s Office. Acquire and accomplish, and submit the appropriate form (depending on nature of request) to the personnel-in-charge at the window.
55.2 Accept and review if required information is provided and if the form is appropriately and completely filled-out;
55.3 Collect from client all other necessary documents as listed;
55.4 Endorse request to the University Registrar for approval;
55.5 Determine the merit of the request and give approval if request is valid and in order;
55.6 If approved, instruct the personnel-in-charge to unpost the grading sheet as per Schedule ID identified in the request;
55.7 Unpost the grading sheet as per Schedule ID identified in the request upon the approval of the University Registrar;
55.8 Inform client to proceed to the UMISO to gain access to the UIS;
55.9 Remind client to submit to the Office a print out of the grading sheet, duly signed by the instructor and the dean.
University Registrar’s
Office
University Registrar
Window 12 University Registrar’s
Office
56. Proceed to the
UMISO and
request
access to the
UIS to encode
/ rectify
student’/s’
grade/s;
56.1 Provi
de client a computer unit
to access required
module in the UIS;
Non
e
2 minutes
UMISO Staff
50
Note: Unposted grading sheets will only be made available for access within 1 whole day.
57. Log-in to the
UIS using
personal
account;
Encode/ Rectify student’/s’ grades; Print the grading sheet and submit a duly signed copy to Window 12 at the University Registrar’s Office.
3.1. Provi
de the client assistance, if
needed;
Non
e
-
UMISO Staff
4. Proceed to
Window 12 at
the University
Registrar’s
Office to
submit a duly
signed copy of
the grading
sheet.
4.1. Accep
t from client duly signed
copy of grading sheet;
4.2. Attac
h it to previously
submitted documents and
keep it on file.
Non
e
1 minute
Window 12 University Registrar’s
Office
End of Transactions
51
14. REQUEST FOR USE OF DRY SEAL IN DOCUMENTS
Office or Division: Office of the Registrar
Classification: G2C – Government to Citizen / G2E - Government to Employee Type of Transaction: Simple
Who may avail: PRMSU students and employees
CHECKLIST OF REQUIREMENTS
Fully accomplished Request for Dry Seal of
Documents (PRMSU-ASA-OURSF26)
Document/s to be dry-sealed
University Registrar’s Office – Windows 12 to 13
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
58. Proceed to
Window 12 or 13 at the University Registrar’s Office. Acquire and accomplish, and submit the request form to the personnel-in-charge at the window.
58.1 Issue to
client a copy of the requested form;
58.2 Accept and review if required information is provided and if the form is appropriately and completely filled-out;
58.3 Collect from client all other necessary documents as listed;
58.4 Endorse request to the University Registrar for approval;
58.5 Determine the merit of the request and give approval if request is valid and in order;
58.6 If approved, assign the personnel-in-charge to facilitate the dry sealing of document/s as requested;
58.7 Do the dry sealing of document/s upon the approval of the University Registrar;
58.8 Return dry-sealed document/s to the client;
58.9 Keep a sample of the document for filing (archive), if needed.
None
1 working day
Window 12 or 13,
University Registrar’s
Office
University Registrar
Window 12 or 13,
University Registrar’s
Office
End of Transactions
52
15. REQUEST FOR PERTINENT DOCUMENTS/RECORDS FOR
SPECIFIC PURPOSES
The service provides a documented procedure in the processing of requests for
pertinent documents/records for specific purpose/s with observance to salient
provisions in Executive Order (EO) No. 2 series of 2016 or the Freedom of Information
Act, and RA 10173 or the Data Privacy Act of 2012.
Office or Division: Office of the Registrar
Classification: G2B - Government to Business / G2G – Government to Government
Type of Transaction: Simple Who may avail: Internal or External offices (private or public companies, other
government agencies, etc.)
CHECKLIST OF REQUIREMENTS
Fully accomplished Pertinent Request
of Documents/Records Form (PRMSU-
ASA-OURSF29) or an official letter of
request detailing the purpose of the
request and the specific documents or
information needed (provide template if
available);
For walk-in transactions with external
offices/agencies, a photocopy of the
office’s or agency’s authorized
representative’s employee ID or any
valid must be submitted;
For student/graduate verification, the
following are the requirements;
Letter from the
company/agency requesting
verification or background
check;
Consent letter duly signed by
the person whose background
is being verified, with attached
photocopy of latest valid
identification card;
If there are certifications (i.e.
Diploma, TOR, etc.) submitted
that need to be verified, submit
a copy to be used as reference
by this Office.
University Registrar’s Office – Windows 10 to 13
53
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIB
LE
59. Proceed to
Window 1 at the
Campus
Registrar’s Office.
Acquire and accomplish, and submit the Request for Pertinent Document Form to the personnel-in-charge at the window.
Note: request may also be sent via the Office of the University Registrar’s official email address: rmtu.university. registrar@prmsu.edu.ph
59.1 I
ssue to client a
copy of the
Request for
Pertinent
Document Form;
59.2 A
ccept the filled-
out form from the
client and review
if required
information is
provided and if
the form is
appropriately and
completely
accomplished;
59.3 C
ollect from client
all other
necessary
documents as
listed;
59.4 I
nform client as to
when document
requested may
be obtained;
59.5 P
repare the
requested
document/s if
request is valid
and does not
violate any
provisions in the
Freedom of
Information Act
(EO No. 2 series
of 2016) and the
Data Privacy Act
of 2012 (RA
10173);
None
1 minute
3 working days
Window 10 to
13 University Registrar’s
Office
None
5 minutes
54
60. Proceed to the
Frontline Services
Window at the
University
Registrar’s Office
to receive
requested
document on
identified date of
release.
60.1 H
and to client the
requested
document/s for
review;
60.2 V
erify from client if
there are
corrections to be
made; if there
are, refer
document/s to
the personnel
who prepared it
to make the
necessary
corrections;
60.3 I
f none, release to
client the
requested
document/s.
Note: Document/s requested may also be forwarded to the requesting party through the company/agency email address appearing in the request letter.
Window 10 to 13
University Registrar’s
Office
End of Transactions
55
Office of the Accounting Services
(Internal Services)
56
1. STUDENTS CLEARANCE
All students, undergraduate and Graduate School Students are required to have their
student’s clearance to settle all their financial accountabilities.
Office or Division: Accounting Services Office
Classification: Simple
Type of Transaction: G2E – Government to Citizen
Who may avail: All Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Cash Advances for Local Travel
Clearance form from respective colleges To be provided by the students
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submit filled-up student/ graduate
clearance form
Receives the filled-up student/ graduate clearance form
None 2 minutes Accounting Staff
Check student's A/R ledger in the University Information System
None 5 minutes Accounting Staff
If student has outstanding account balance, proceed to Step 2, otherwise proceed to Step 3.
None 5 minutes Accounting Staff
Proceed to Collecting Services and pay outstanding balance.
Collecting Staff
Proceed to Accounting Services for signing of clearance.
Receives the filled-up student/ graduate clearance form with the receipts of payments
None 5 minutes Accounting Staff
TOTAL None 17 minutes
57
2. STATEMENTS OF ACCOUNTS
Statement of accounts will be given to those students who request it for financial
assistance purposes.
Office or Division: Accounting Services Office
Classification: Simple Type of Transaction: G2E – Government to Citizen
Who may avail: Active Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Payment Slip To be provided by the accounting staff
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Filled-up payment slip
and give payment to the collecting staff
Receives the filled-up payment slip with payment receipts
None 2 minutes Accounting Staff
Prepare the Statement of accounts of student
None 5 minutes Accounting Staff
Forward the statement of account to the University Accountant for signature
None 5 minutes Accounting Staff
Review and certified the Statement of Account correct
None 30 minutes University Accountant
Forward the statement of account to the accounting staff
None 5 minutes Accounting Staff
Release the statement of account to student
None 5 minutes Accounting Staff
TOTAL None 52 minutes
58
3. CASH ADVANCES FOR PAYROLL (SALARIES, WAGES,
ALLOWANCES, HONORARIA AND OTHER SIMILAR EXPENSES)
Officials and employees authorized to have payments shall be granted cash advance
to cover working days. For Job Order Personnel’s and Contract of Service Non-
Teaching, payments are based on the days rendered within a specific period. For
Contract of Service Faculty, payments are based on the hours of teaching.
Honoraria, Allowances and other payroll of Regular Employees with similar expenses
are based on the days rendered in the University.
Office or Division: Accounting Services Office Classification: Simple
Type of Transaction: G2E – Government to Employee Who may avail: Active and Inactive Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Cash Advances for Local Travel
Approved Contracts (for initial payments) To be provided by the HR personnel
Approval/authority (presidential directive or legislative enactment) or legal basis to pay any allowance/salaries/wages/honorarium/ fringe benefits
Approved payroll/list of payees indicating their net payments
To be provided by the HR personnel
Daily Time Record (DTR) approved by the supervisor
To be provided by the HR personnel/ Employee
For Job Order Personnel, duly verified accomplishment report
To be provided by the Employee
Other documents needed Accounting Services Office
CLIENT STEPS AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIB
LE
Submits documents (3 copies of payroll and 1 copy of DTR
with supporting documents)
Receives the 3 copies of payroll and 1 copy of DTR with supporting documents.
None 5 minutes Accounting
Staff
Pre-audit the payroll and DTR.
None 30 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the
None
30 minutes
Accounting Staff
59
necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare Journal Entry Voucher (JEV)
10 minutes
Accounting Staff
Forwards the documents to University Accountant.
None 5 minutes Accounting Staff
Reviews the payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of gross pay.
None 1 hour University Accountant
Forwards the documents to the Accounting Staff
None 5 minutes Accounting
Staff
Record in the logbook the date of release of the 3 copies of payroll and copy 1 of DTRs to the Budgeting Services.
None 5 minutes Accounting Staff
Forwards documents to the Budgeting Services.
None 5 minutes Accounting Staff
Submits two (2) copies of Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)
Receives 2 copies of ObR/BUR with original copies of supporting documents from Budgeting Services.
None
5 minutes Accounting Staff
60
If the documents failed to pass the pre-audit, returns the documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher
None
30 minutes
10 minutes
Accounting Staff
Forwards the Disbursement Voucher together with the original documents/attachments to University Accountant.
None
5 minutes
Accounting Staff
Reviews the Disbursement Voucher, Payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of net pay.
None
1 Hour University Accountant
Forwards the documents to the Accounting Staff.
None
5 minutes
Accounting Staff
Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy
None
5 minutes
Accounting Staff
61
1 of DTRs, and supporting documents.
Forwards documents to the Office of the designated Vice Presidents for signature.
None
5 minutes
Accounting Staff
TOTAL None 4 hours and 40 minutes
62
4. OVERTIME PAY
Overtime pay shall be granted only to duly authorized employees who render
additional hours in working and those who have submitted requirements needed.
Office or Division: Accounting Services Office
Classification: Simple Type of Transaction:
G2E – Government to Employee
Who may avail: Active Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Overtime authority To be provided by the Immediate Supervisor
Overtime work program To be provided by the employee
Quantified overtime accomplishments duly signed by the employee and supervisor
To be provided by the employee
Certificate of service or duly approved DTR
To be provided by the employee
Justification to render overtime work To be provided by the employee
DV,BUR/ObR, JEV To be provided by the Accounting personnel
Other documents To be provided by the employee
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIB
LE
Submits documents (3
copies of payroll and 1 copy of DTR
with supporting documents)
Receives the 3 copies of payroll and 1 copy of DTR with supporting documents.
None 5 minutes Accounting
Staff
Pre-audit the payroll and DTR.
None 30 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and
None
30 minutes
10 minutes
Accounting Staff
Accounting Staff
63
regulations, prepare Journal Entry Voucher (JEV)
Forwards the documents to University Accountant.
None 5 minutes Accounting Staff
Reviews the payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of gross pay.
None 1 hour University Accountant
Forwards the documents to the Accounting Staff
None 5 minutes Accounting
Staff
Record in the logbook the date of release of the 3 copies of payroll and copy 1 of DTRs to the Budgeting Services.
None 5 minutes Accounting Staff
Forwards documents to the Budgeting Services.
None 5 minutes Accounting Staff
Submits two (2) copies of Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)
Receives 2 copies of ObR/BUR with original copies of supporting documents from Budgeting Services.
5 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the
documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies,
None
30 minutes
10 minutes
Accounting Staff
64
COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher
Forwards the Disbursement Voucher together with the original documents/attachments to University Accountant.
None
5 minutes
Accounting Staff
Reviews the Disbursement Voucher, Payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of net pay.
None
1 Hour University Accountant
Forwards the documents to the Accounting Staff.
None
5 minutes
Accounting Staff
Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy 1 of DTRs, and supporting documents.
None
5 minutes
Accounting Staff
Forwards documents to the Office of the designated Vice Presidents for signature.
None
5 minutes
Accounting Staff
TOTAL None 4 hours and 40 minutes
65
5. FIRST SALARY
Granted to newly hired employees of the University based on their rendered days.
Office or Division: Accounting Services Office
Classification: Simple Type of Transaction: G2E – Government to Employee
Who may avail: Newly appointed Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Certified true copy of duly approved appointment
To be provided by the HR personnel
Assignment order, if applicable To be provided by the HR personnel
Certified true copy of Oath of Office To be provided by the HR personnel
Certificate of Assumption To be provided by the HR personnel
Statements of Assets, Liabilities and net Worth To be provided by the employee
Approved DTR To be provided by the employee
Bureau of Internal Revenue (BIR) withholding certificates (Forms 1902 and 2305)
To be provided by the employee
Payroll Information of New Employee (PINE) for Agencies with computerized payroll systems)
To be provided by the HR personnel
Authority from the claimant and identification documents, if claimed by person other than the payee
To be provided by the employee
Additional requirements for transferees (from٭one government office to another)
Clearance from money, property and legal accountabilities from the previous office
To be provided by the employee
Certified true copy of pre-audit disbursement voucher of last salary from previous agency and/or Certification by the Chief Accountant of last salary received from previous office duly verified by the assigned auditor thereat
To be provided by the previous employer
BIR form 2316 (certificate of Compensation Payment/Tax withheld)
To be provided by the previous employer
Certificate of Available Leave Credits To be provided by the previous employer
Service Records To be provided by the previous employer
CLIENT STEPS
AGENCY ACTIONS FEES TO
PROCESSING TIME
PERSON RESPONSIBLE
66
BE PAID
Submits documents (3 copies of payroll and 1 copy of DTR with supporting
documents)
Receives the 3 copies of payroll and 1 copy of DTR with supporting documents.
None 5 minutes Accounting
Staff
Pre-audit the payroll and DTR.
None 30 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare Journal Entry Voucher (JEV)
None
30 minutes
10 minutes
Accounting Staff
Accounting Staff
Forwards the documents to University Accountant.
None 5 minutes Accounting Staff
Reviews the payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of gross pay.
None 1 hour University Accountant
Forwards the documents to the Accounting Staff
None 5 minutes Accounting
Staff
Record in the logbook the date of release of the 3 copies of payroll and copy 1 of DTRs to the Budgeting Services.
None 5 minutes Accounting Staff
Forwards documents to the Budgeting Services.
None 5 minutes Accounting Staff
Submits two (2) copies of
Receives 2 copies of ObR/BUR with original copies of supporting
None
5 minutes Accounting Staff
67
Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)
documents from Budgeting Services.
If the documents failed to pass the pre-audit, returns the documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher
None
30 minutes
10 minutes
Accounting Staff
Forwards the Disbursement Voucher together with the original documents/attachments to University Accountant.
None
5 minutes
Accounting Staff
Reviews the Disbursement Voucher, Payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of net pay.
None
1 Hour University Accountant
Forwards the documents to the Accounting Staff.
None
5 minutes
Accounting Staff
Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy 1 of DTRs, and supporting documents.
None
5 minutes
Accounting Staff
68
Forwards documents to the Office of the designated Vice Presidents for signature.
None
5 minutes
Accounting Staff
TOTAL None 4 hours and 40 minutes
69
6. MATERNITY LEAVE BENEFITS
Maternity Leave Benefits shall be granted to pregnant regular employees that going
to deliver a baby, miscarriage etc. who have submitted requirements needed.
Office or Division: Accounting Services Office Classification: Simple
Type of Transaction: G2E – Government to Employee
Who may avail: Active Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Certified true copy of approved application for leave
To be provided by employee
Certified true copy of Maternity Leave Clearance To be provided by employee
Medical Clearance for Maternity Leave To be provided by the Ob-Gyn
CLIENT STEPS
AGENCY ACTIONS FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits documents (3 copies of payroll and 1 copy of DTR with supporting
documents)
Receives the 3 copies of payroll and 1 copy of DTR with supporting documents.
None 5 minutes Accounting
Staff
Pre-audit the payroll and DTR.
None 30 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare Journal Entry Voucher (JEV)
None
30 minutes
10 minutes
Accounting Staff
Accounting Staff
70
Forwards the documents to University Accountant.
None 5 minutes Accounting Staff
Reviews the payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of gross pay.
None 1 hour University Accountant
Forwards the documents to the Accounting Staff
None 5 minutes Accounting
Staff
Record in the logbook the date of release of the 3 copies of payroll and copy 1 of DTRs to the Budgeting Services.
None 5 minutes Accounting Staff
Forwards documents to the Budgeting Services.
None 5 minutes Accounting Staff
Submits two (2) copies of Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)
Receives 2 copies of ObR/BUR with original copies of supporting documents from Budgeting Services.
None
5 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher
None
30 minutes
10 minutes
Accounting Staff
Forwards the Disbursement Voucher together with the original
None
5 minutes
Accounting Staff
71
documents/attachments to University Accountant.
Reviews the Disbursement Voucher, Payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of net pay.
None
1 Hour University Accountant
Forwards the documents to the Accounting Staff.
None
5 minutes
Accounting Staff
Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy 1 of DTRs, and supporting documents.
None
5 minutes
Accounting Staff
Forwards documents to the Office of the designated Vice Presidents for signature.
None
5 minutes
Accounting Staff
TOTAL None 4 hours and 40 minutes
72
7. MONETIZATION
Monetization shall be granted to regular employees who has enough leave credits
earned.
Office or Division: Accounting Services Office Classification: Simple
Type of Transaction: G2E – Government to Employee
Who may avail: Active Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved leave application (ten days) with leave credit balance certified by the Human Resource Office
To be provided by employee
Request for leave covering more than ten days duly approved by the Head of Agency
To be provided by employee
Others To be provided by employee
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits documents (3 copies of payroll and 1 copy of DTR with supporting
documents)
Receives the 3 copies of payroll and 1 copy of DTR with supporting documents.
None 5 minutes Accounting
Staff
Pre-audit the payroll and DTR.
None 30 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare Journal Entry Voucher (JEV)
None
30 minutes
10 minutes
Accounting Staff
Accounting Staff
73
Forwards the documents to University Accountant.
None 5 minutes Accounting Staff
Reviews the payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of gross pay.
None 1 hour University Accountant
Forwards the documents to the Accounting Staff
None 5 minutes Accounting
Staff
Record in the logbook the date of release of the 3 copies of payroll and copy 1 of DTRs to the Budgeting Services.
None 5 minutes Accounting Staff
Forwards documents to the Budgeting Services.
None 5 minutes Accounting Staff
Submits two (2) copies of Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)
Receives 2 copies of ObR/BUR with original copies of supporting documents from Budgeting Services.
5 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher
None
30 minutes
10 minutes
Accounting Staff
Forwards the Disbursement Voucher together with the original
None
5 minutes
Accounting Staff
74
documents/attachments to University Accountant.
Reviews the Disbursement Voucher, Payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of net pay.
None
1 Hour University Accountant
Forwards the documents to the Accounting Staff.
None
5 minutes
Accounting Staff
Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy 1 of DTRs, and supporting documents.
None
5 minutes
Accounting Staff
Forwards documents to the Office of the designated Vice Presidents for signature.
None
5 minutes
Accounting Staff
TOTAL None 4 hours and 40 minutes
75
8. LAST SALARY
Last Salary will be granted to those employees who have reach their retirement date,
those who rendered their resignation and/or deceased employee.
Office or Division: Accounting Services Office Classification: Simple
Type of Transaction: G2E – Government to Employee
Who may avail: Retired or resigned employees; living dependents of deceased employee
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved payroll/list of payees indicating their net payments
To be provided by HR personnel
Clearance from money, property and legal accountabilities
To be provided by employee
Daily Time Record DTR) approved by the supervisor
To be provided by employee
For Job order personnel, duly verified accomplishment report
To be provided by employee
Others To be provided by employees
CLIENT STEPS
AGENCY ACTIONS FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits documents (3 copies of payroll and 1 copy of DTR with supporting
documents)
Receives the 3 copies of payroll and 1 copy of DTR with supporting documents.
None 5 minutes Accounting
Staff
Pre-audit the payroll and DTR.
None 30 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC
None
30 minutes
10 minutes
Accounting Staff
76
rules and regulations, prepare Journal Entry Voucher (JEV)
Accounting Staff
Forwards the documents to University Accountant.
None 5 minutes Accounting Staff
Reviews the payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of gross pay.
None 1 hour University Accountant
Forwards the documents to the Accounting Staff
None 5 minutes Accounting
Staff
Record in the logbook the date of release of the 3 copies of payroll and copy 1 of DTRs to the Budgeting Services.
None 5 minutes Accounting Staff
Forwards documents to the Budgeting Services.
None 5 minutes Accounting Staff
Submits two (2) copies of Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)
Receives 2 copies of ObR/BUR with original copies of supporting documents from Budgeting Services.
None
5 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher
None
30 minutes
10 minutes
Accounting Staff
77
Forwards the Disbursement Voucher together with the original documents/attachments to University Accountant.
None
5 minutes
Accounting Staff
Reviews the Disbursement Voucher, Payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of net pay.
None
1 Hour University Accountant
Forwards the documents to the Accounting Staff.
None
5 minutes
Accounting Staff
Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy 1 of DTRs, and supporting documents.
None
5 minutes
Accounting Staff
Forwards documents to the Office of the designated Vice Presidents for signature.
None
5 minutes
Accounting Staff
TOTAL None 4 hours and 40 minutes
78
9. TERMINAL LEAVE BENEFITS
Terminal Leave Benefits will be granted to those regular employees who have reach
their retirement date. Payment will be based on their leave credits balance.
Office or Division: Accounting Services Office Classification: Simple
Type of Transaction: G2E – Government to Employee
Who may avail: Retired employees; living dependents of deceased employee
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Clearance from money, property and legal accountability from the Central Office and from Regional office of last assignment
To be provided by employee
Certified photocopy of employees leave card as at last date of service duly audited by the Personnel Division and COA/ certificate of leave credits issued by the admin/Human Resource Management Office (HRMO)
To be provided by HR personnel
Approved Leave Application To be provided by employee
Complete service record To be provided by HR personnel
Statement of Assets, Liabilities and Net Worth (SALN)
To be provided by employee
Certified photocopy of appointment/ Notice of Salary Adjustment (NOSA) showing the highest salary received if the salary under the last appointment is not the highest
To be provided by HR personnel
Computation of Terminal Leave Benefits duly signed/certified by the accountant
To be provided by HR personnel
Applicants authorization (in affidavit form) to deduct all financial obligations with the employer/agency/LGU
To be provided by employee
Affidavit of applicant that there is no pending criminal investigation or prosecution against him/her (RA No. 3019)
To be provided by employee
In case of resignation, employees letter of resignation duly accepted by the Head of the Agency
To be provided by employee
Additional requirements in case of death٭of claimant
Death certificate authenticated by NSO/PSA
To be provided by living dependents of deceased employee
Marriage contract authenticated by NSO/PSA
To be provided by living dependents of deceased employee
Birth certificates of all surviving legal heirs authenticated by NSO/PSA
To be provided by living dependents of deceased employee
79
Designation of next-of-kin To be provided by living dependents of deceased employee
Waiver of rights of children 18 years old and above
To be provided by living dependents of deceased employee
Others To be provided by living dependents of deceased employee
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits documents (3 copies of payroll and 1 copy of DTR with supporting
documents)
Receives the 3 copies of payroll and 1 copy of DTR with supporting documents.
None 5 minutes Accounting
Staff
Pre-audit the payroll and DTR.
None 30 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare Journal Entry Voucher (JEV)
None
30 minutes
10 minutes
Accounting Staff
Accounting Staff
Forwards the documents to University Accountant.
None 5 minutes Accounting Staff
Reviews the payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of gross pay.
None 1 hour University Accountant
Forwards the documents to the Accounting Staff
None 5 minutes Accounting
Staff
80
Record in the logbook the date of release of the 3 copies of payroll and copy 1 of DTRs to the Budgeting Services.
None 5 minutes Accounting Staff
Forwards documents to the Budgeting Services.
None 5 minutes Accounting Staff
Submits two (2) copies of Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)
Receives 2 copies of ObR/BUR with original copies of supporting documents from Budgeting Services.
None
5 minutes Accounting Staff
If the documents failed to pass the pre-audit, returns the documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher
None
30 minutes
10 minutes
Accounting Staff
Forwards the Disbursement Voucher together with the original documents/attachments to University Accountant.
None
5 minutes
Accounting Staff
Reviews the Disbursement Voucher, Payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of net pay.
None
1 Hour University Accountant
81
Forwards the documents to the Accounting Staff.
None
5 minutes
Accounting Staff
Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy 1 of DTRs, and supporting documents.
None
5 minutes
Accounting Staff
Forwards documents to the Office of the designated Vice Presidents for signature.
None
5 minutes
Accounting Staff
TOTAL None 4 hours and 40 minutes
82
10. CASH ADVANCES FOR TRAVEL
Officials and employees authorized to travel shall be granted cash advance to cover
traveling expenses. No additional cash advance shall be granted to any official or
employee unless the previous cash advance given to him/her is first liquidated and
accounted for in the books. For local travel, liquidation shall be done with a period of
30 days upon return to the personnel’s workstation. On the other hand, cash advance
for foreign travel shall be liquidated within 60 days upon return to the Philippines.
Office or Division: Accounting Services Office Classification: Simple
Type of Transaction: G2E – Government to Employee
Who may avail: Active Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Cash Advances for Local Travel
Approved Itinerary of Travel before the travel To be provided by the employee
Approved Travel Order Office of the VP – Administration & Finance
Invitation letter or notice of meeting/seminar/workshop/etc.
Agency/Organizer of the meeting/ seminar/workshop/etc.
Approved Trip Ticket (if using government vehicle)
Office of the Motorpool Supervisor
Certification from the accountant that the previous cash advance has been liquidated and accounted for in the books
Accounting Services Office
Cash Advances for Foreign Travel
Approved Itinerary of Travel before the travel To be provided by the employee
Approved Travel Order Office of the VP – Administration & Finance
Invitation letter or notice of meeting/seminar/workshop/etc.
From the host country or agency organization
For plane fare, quotations from three (3) travel agencies
Travel agency
Flight itinerary Issued by the airline/ticketing office/ travel agency
Copy of the United Nations Development Programme (UNDP) rate for the daily subsistence allowance (DSA) for the country of destination for the computation of DSA to be claimed
From the Office of International Linkages
Document to show the dollar to peso excnage rate at the date of grant of cash advance
Banko Sentral ng Pilipinas Website
Board Resolution From the Office of Board Secretary
83
Certification from the accountant that the previous cash advance has been liquidated and accounted for in the books
Accounting Services Office
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits documents
(original copy & 1 photocopy of documents)
Receives original and photocopy of documents None 5 minutes Accounting Staff
Pre-audits documents
None 2 days Accounting Staff
Forward pre-audited documents to Budget Office
None 5 minutes Accounting Staff
Receives Obligation Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited documents from Budget Office
None 5 minutes Accounting Staff
Prepares Disbursement Voucher (DV)
None 2 hours Accounting Staff
Reviews and signs DV
None 40 minutes University
Accountant Forward DV to the
respected VP’s None 5 minutes Accounting Staff
TOTAL None 2 days and 3 hours
84
11. CASH ADVANCES – EXPENSES FOR UNIVERSITY ACTIVITIES
Cash Advance for University Activities shall be granted only to duly authorized
accountable officer or special disbursing officer. It shall be liquidated by the
accountable officer within five (5) days after the said activity.
Office or Division:
Accounting Services Office
Classification: Simple
Type of Transaction:
G2E – Government to Employee
Who may avail: Active Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter of request approved by the University President
To be provided by the employee
Duly approved Budget Proposal To be provided by the employee
Program of Activities To be provided by the employee
Resolution Office of SSG or CSBO
Certification from the accountant that the previous cash advance has been liquidated and accounted for in the books
Accounting Services Office
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits documents
(original copy & 1 photocopy of
documents)
Receives original and photocopy of documents None 5 minutes Accounting Staff
Pre-audits documents
None 2 days Accounting Staff
Forward pre-audited documents to Budget Office
None 5 minutes Accounting Staff
Receives Obligation Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited documents from Budget Office
None 5 minutes Accounting Staff
85
Prepares Disbursement Voucher (DV)
None 2 hours Accounting Staff
Reviews and signs DV
None 40 minutes University
Accountant Forward DV to the
respected VP’s None 5 minutes Accounting Staff
TOTAL None 2 days and 3 hours
86
12. CASH ADVANCE FOR PETTY CASH FUND
The Petty Cash Fund (PCF) to be set up shall be sufficient for the recurring petty
operating expenses of the agency for one month.
Office or Division: Accounting Services Office
Classification: Simple Type of Transaction:
G2E – Government to Employee
Who may avail: Designated Petty Cash Custodian
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Authority of an accountable officer issued by the Head of Agency or his/her duly authorized representatives indicating the maximum accountability and purpose of cash advance
Office of the University President
Approved application of bond Accounting Services Office
Approved estimates of petty expenses for one month
To be provided by the employee
Copy of policy for maintaining PCF under the imprest system
Accounting Services Office
Certification from the accountant that the previous cash advance has been liquidated and accounted for in the books
Accounting Services Office
CLIENT STEPS AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON
RESPONSIBLE
Submits documents (original copy & 1
photocopy of documents)
Receives original and photocopy of documents
None 5 minutes Accounting Staff
Pre-audits documents
None 2 days Accounting Staff
Forward pre-audited documents to Budget Office
None 5 minutes Accounting Staff
Receives Obligation Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited documents from Budget Office
None 5 minutes Accounting Staff
87
Prepares Disbursement Voucher (DV)
None 2 hours Accounting Staff
Reviews and signs DV
None 40 minutes
University
Accountant
Forward DV to the respected VP’s
None 5 minutes Accounting Staff
TOTAL None 2 days and 3 hours
88
13. REIMBURSEMENT OF TRAVEL EXPENSES
Officials and employees who don’t have cash advance before their said travel may
reimburse the amount they’ve spent during their official travel.
Office or Division: Accounting Services Office
Classification: Simple Type of Transaction:
G2E – Government to Employee
Who may avail: Active Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Itinerary of Travel To be provided by employee
Certificate of Travel Completed To be provided by employee
Approved Office/Travel Order Office of the VP – Administration & Finance
Invitation letter or notice of meeting/seminar/workshop/etc.
Agency/Organizer of the meeting/ seminar/workshop/etc.
Paper/ electronic plane/boat/bus tickets, boarding pass, terminal fee
Travel agency/Airline Company/ Bus Company
Approved Trip Ticket (if using government vehicle)
Office of the Motorpool Supervisor
Official Receipt – diesel/gasoline and toll fee
Oil Company and Toll Way Company
Official Receipt of hotel accommodation Hotel
Official Receipt – Registration fee Agency/Organizer of the meeting/ seminar/workshop/etc.
Certificate of Appearance Agency/Organizer of the meeting/ seminar/workshop/etc.
CLIENT STEPS AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON
RESPONSIBLE
Submits documents (original copy & 1
photocopy of documents)
Receives original and photocopy of documents
None 5 minutes Accounting Staff
Pre-audits documents
None 2 days Accounting Staff
Forward pre-audited documents to Budget Office
None 5 minutes Accounting Staff
Receives Obligation
None 5 minutes Accounting Staff
89
Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited documents from Budget Office
Prepares Disbursement Voucher (DV)
None 2 hours Accounting Staff
Reviews and signs DV
None 40 minutes
University
Accountant
Forward DV to the respected VP’s
None 5 minutes Accounting Staff
TOTAL None 2 days and 3 hours
90
14. REIMBURSEMENT OF EXPENSES DURING THE CONDUCT OF
UNIVERSITY ACTIVITIES
Officials and employees who don’t have cash advance before their said activity may
reimburse the amount they’ve spent during the conduct of University activity.
Office or Division:
Accounting Services Office
Classification: Simple Type of Transaction:
G2E – Government to Employee
Who may avail: Active Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Approved Request for Payment To be provided by employee
Summary of Expenses To be provided by employee
Official Receipt/ Sales Invoice To be provided by employee
Approved Budget Proposal To be provided by employee
Resolution Office of SSG or CSBO
Attendance To be provided by employee
Program Invitation To be provided by employee
Inspection and Acceptance Report Supply and Property Office
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits documents
(original copy & 1 photocopy of
documents)
Receives original and photocopy of documents None 5 minutes Accounting Staff
Pre-audits documents
None 2 days Accounting Staff
Forward pre-audited documents to Budget Office
None 5 minutes Accounting Staff
Receives Obligation Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited
None 5 minutes Accounting Staff
91
documents from Budget Office
Prepares Disbursement Voucher (DV)
None 2 hours Accounting Staff
Reviews and signs DV
None 40 minutes University
Accountant
Forward DV to the respected VP’s
None 5 minutes Accounting Staff
TOTAL None 2 days and 3 hours
92
15. REPLENISHMENT OF PETTY CASH FUND
The PCF shall be replenished as soon as disbursements reach at least 75% or as
needed.
Office or Division:
Accounting Services Office
Classification: Simple Type of Transaction:
G2E – Government to Employee
Who may avail: Designated Petty Cash Fund Custodian CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Report on Paid Petty Cash Vouchers To be prepared by Petty Cash Fund Custodian
Petty Cash Vouchers duly accomplished and signed
To be prepared by Petty Cash Fund Custodian
Official receipts, cash invoices, sales invoices, billing statements
To be provided by employees
Reimbursement expense receipts (RER) for expenses without official receipts, cash invoices, sales invoices
To be provided by employees
Approved purchase request with Certificate of Emergency Purchase for purchases above P1,000.00
To be provided by employees
Canvass/Abstract of Price Quotations from at least three suppliers for purchases involving above P1,000.00
To be provided by employees
Inspection and Acceptance Report (IAR)
Supply and Property Management Office or Designed Supply Officer from other campuses
Report of Waste Materials in case of repair/ replacement
Supply and Property Management Office or Designed Supply Officer from other campuses
Approved Itinerary of Travel and other supporting documents for travel
To be provided by employees
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits documents
(original copy & 1 photocopy of
documents)
Receives original and photocopy of documents None 5 minutes Accounting Staff
93
Pre-audits documents
None 2 days Accounting Staff
Forward pre-audited documents to Budget Office
None 5 minutes Accounting Staff
Receives Obligation Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited documents from Budget Office
None 5 minutes Accounting Staff
Prepares Disbursement Voucher (DV)
None 2 hours Accounting Staff
Reviews and signs DV
None 40 minutes University
Accountant
Forward DV to the respected
VP’s
None 5 minutes Accounting Staff
TOTAL None 2 days and 3 hours
94
Cashiering Services Office
(Collecting Services)
Internal/External Services
95
1. PAYMENT FOR STALL/STORE RENT
This service includes the processing of the payment for the rent of stalls/stores within
the premises of the campus. The billing form should be secured from the Accounting
Services first prior to proceeding to the Cashiering Services Office.
Office or Division:
Collecting Services
Classification: Simple
Type of Transaction:
G2C – Government to Citizen
Who may avail: Stall/Store Owners
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Billing Form Accounting Services
CLIENT STEPS AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Presents the billing form to the cashier
Reviews the billing form and advises the client of the payable amount
None 2 minutes Cashier
Pays the rent Receives, checks and processes the payment through the POS/payment system
To be based on prevailing rental fee
2 minutes Cashier
Receives official receipt
Issues official receipt
None 2 minutes Cashier
TOTAL To be based on prevailing rental fee
6 minutes
96
2. PAYMENT FOR DORMITORY RENT
This service includes the processing of the payment for dormitory room rent. The
billing form should be secured from the Dormitory Manager first prior to proceeding
to the Cashiering Services Office.
Office or Division:
Collecting Services
Classification: Simple
Type of Transaction:
G2C – Government to Citizen G2E – Government to Employee
Who may avail:
Students and/or Employees
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Billing Form Dormitory Manager
CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Presents the billing form to the cashier
Reviews the billing form and advises the client of the payable amount
None 2 minutes Cashier
Pays the rent Receives, checks and processes the payment through the POS/payment system
To be based on prevailing rental fee
2 minutes Cashier
Receives official receipt
Issues official receipt
None 2 minutes Cashier
TOTAL To be based on prevailing rental fee
6 minutes
97
3. PAYMENT OF TUITION FEE (GRADUATE SCHOOL)
This service includes the processing of the payment for the enrolment of new and old
Graduate School students. The assessment form should be secured from the Office
of the Graduate School Registrar first prior to proceeding to the Cashiering Services
Office.
Office or Division:
Collecting Services
Classification: Simple Type of Transaction:
G2C – Government to Citizen
Who may avail:
New and Old Students
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Assessment Form Graduate School Registrar CLIENT STEPS
AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Presents the assessment form to the cashier
Reviews the form and advises the client of the payable amount
None 2 minutes Cashier
Pays the amount
Receives, checks and processes the payment through the POS/payment system
To be based on the assessed amount
2 minutes Cashier
Receives official receipt
Issues official receipt
None 2 minutes Cashier
TOTAL To be based on the assessed amount
6 minutes
98
4. PAYMENT FOR REQUESTED DOCUMENTS FROM THE
REGISTRAR (TRANSCRIPT OF RECORDS, CERTIFICATIONS,
VALIDATED DOCUMENTS, ETC.)
This service includes the processing of the payment for the requested documents
from the University Registrar (such as Transcript of Records, Certifications,
Validated Documents, etc.). The records should be requested through the Office of
the Registrar first prior to proceeding to the Cashiering Services Office. For the
prevailing fees, please see the schedule of fees posted near or at the Cashiering
Services, Accounting Services and/or Office of the Registrar.
Office or Division:
Collecting Services
Classification: Simple
Type of Transaction:
G2C – Government to Citizen
Who may avail: Students and Former Students
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Assessment Form Office of the Registrar
CLIENT STEPS AGENCY ACTIONS
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Presents the assessment form to the cashier
Reviews the form and advises the client of the payable amount
None 2 minutes Cashier
Pays the amount Receives, checks and processes the payment through the POS/payment system
To be based on prevailing rental fee
2 minutes Cashier
Receives official receipt
Issues official receipt
None 2 minutes Cashier
TOTAL To be based on prevailing rental fee
6 minutes
99
Cashiering Services Office
(Disbursing Services)
Internal/External Services
100
1. RELEASING OF SCHOLARSHIP GRANTS
This service includes the releasing of checks/cash to student scholarship grantees.
The student-grantee must have submitted the requirements to avail scholarship
grants or financial support from grantors. Grants may be released electronically
(ATM cards), cash or check. It is important for the student to contact the Scholarship
Coordinator prior to proceeding to the Cashiering Services Office and verify whether
he/she is eligible to receive the grant/support.
Office or Division: Disbursing Services Classification: Simple
Type of Transaction:
G2C – Government to Citizen
Who may avail: Students and Former Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Photocopy of Student Identification (ID) Card with three specimen signatures
To be provided by the requesting party/client
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits photocopy of ID to the cashier
Checks the ID and verifies whether the client is in the list or not. If not, refers the student to proceed to the Scholarship Services Office.
None 3 minutes Cashier
Receives and signs payroll/voucher and logbook
Releases check to the student-grantee
None 3 minutes Cashier
TOTAL None 6 minutes
101
2. CLAIMING OF CHECKS FOR PAYMENT AND/OR REFUND
This service includes the releasing of check/cash to client as payment/refund to
suppliers, contractors, separated employees, students, and other claimants.
Office or Division: Disbursing Services
Classification: Simple Type of Transaction:
G2C – Government to Citizen G2B – Government to Business G2G – Government to Government G2E – Government to Employee
Who may avail: Students and Former Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For students: Photocopy of Student Identification (ID) Card with three specimen signatures For contractor/supplier: Official receipt For previous employees: None
To be provided by the requesting party/client
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits the requirement(s) to the cashier
Checks the requirements presented and checks cash/ check to be released to the client
None 3 minutes Cashier
For students: Receives cash/check and signs payroll/ voucher and logbook For contractor/ supplier: Receives cash/check signs acknowledgment receipt and logbook For employees: Receives cash/check and signs logbook
Releases check to the client
None 3 minutes Cashier
TOTAL None 6 minutes
102
Office of the University Board Secretary
Internal/External Services
103
1. PREPARATION OF AGENDA AND ISSUANCE OF BOARD
RESOLUTIONS
The Agenda Folder contains the list of proposals/items and its attachments subject
to the approval, confirmation, or notation of the PRMSU Board of Regents. It is
prepared by the staffs of the Office of the University Board Secretary only when the
Complete Staff Work (CSW) has been completed by the proponent.
Office or Division: Office of the University Board Secretary Classification: Complex
Type of Transaction: G2E – Government to Employee
Who may avail: Active Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Proposal transmitted/endorsed by the University President
Office of the University President
CSW Office of the University Board Secretary
CLIENT STEPS
AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI
BLE
Submits the proposal/request to the Office of the University President for endorsement to the Board.
Staff of the Board Secretary receives proposal/request as transmitted/ endorsed by the University President.
None 1 minute OUBS Staff
If the Completed Staff Work (CSW) is accomplished, waits for the approval of the Board. If CSW is not accomplished, revises/improves the proposal/request.
Board Secretary reviews and evaluates the proposal/ request. If the Completed Staff Work (CSW) is accomplished, includes the proposal/ request for review/ evaluation of the appropriate Board Committee. If not, returns the proposal/request to the proponent/ requester for revision/ improvement.
None 5 minutes Board Secretary
104
If the Completed Staff Work (CSW) is accomplished, waits for the approval of the Board.
Board Secretary submits the proposal/request for review/evaluation of the appropriate Board Committee during the Pre-Board Meeting.
None 1 hour and 30 minutes
Board Secretary
If proposal/ request is endorsed by the Board Committee, waits for the approval of the Board. If CSW is not accomplished, revises/improves the proposal/request.
If proposal/ request is endorsed by the Board Committee, include in the Agenda. If provided with suggestions/ revisions, return the proposal to the proponent/ requester for improvement/ revision.
None 1 day Board Secretary
If proposal/ request is endorsed by the Board Committee, waits for the approval of the Board.
Board Secretary prepares the Agenda and submits such to the members of the Board at least six (6) days before the Board Meeting. Staff of the Board Secretary uploads the e-copy of the Agenda on iCloud for the Board of Regents’ copies.
None 7 days Board Secretary
If proposal/ request is endorsed by the Board Committee, waits for the approval of the Board.
Board Secretary notes the approved/confirmed/noted/deferred Agenda Items presented for approval.
None 2 hours Board Secretary
If proposal/ After the Board approves/confirms/notes/d
None 1 hour Board Secretary
105
request is endorsed by the Board Committee, waits for the approval of the Board.
efers Agenda items presented for approval, the Board Secretary prepares the Summary of Actions Taken.
If proposal/ request is endorsed by the Board Committee, waits for the approval of the Board
Staff of the Board Secretary prepares individual Board Resolutions based on the Summary of Actions Taken document.
None 1 hour Staff of the Board Secretary
If approved by the Board, receives the copy of the Board resolution. If not, revises the proposal for the next Board Meeting.
Staff of the Board Secretary Staff distributes copies of the Board Resolutions to the concerned/ appropriate offices/bulletin boards.
None 1 day Staff of the Board Secretary
TOTAL None 9 days 5 hours 36 minutes
106
Medical Unit
Internal/External Services
107
1. MONITORING AND TREATMENT OF CASES WITH MILD TO
MODERATE SYMPTOMS
Office or Division:
Medical Unit
Classification: Simple
Type of Transaction:
G2G – Government to Government G2C – Government to Citizen G2E – Government to Employee G2B – Government to Business
Who may avail: Students and Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
“2x2” picture Admission Desk (Nurse)
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Proceed to the University Medical Clinic
Ask about the medical problem, take vital signs and record it on the Patient’s Chart
None 10 minutes Nurse
Proceed to the University Physician (Consultation Room)
Medical Assessment; prescription of medicines
None 20 minutes University Physician
Print name and sign on the patient’s logbook
Dispensing of medicines
None 5 minutes Nurse
TOTAL None 35 minutes
108
2. PHYSICAL EXAMINATION DURING ENROLLMENT
Office or Division: Medical Unit
Classification: Simple Type of Transaction:
G2G – Government to Government G2C – Government to Citizen G2E – Government to Employee G2B – Government to Business
Who may avail: Incoming Students/ Transferees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Enrollment Assessment Form Admission Desk (Nurse)
“2x2” picture
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Proceed to the University Medical Clinic and submit “2x2” picture. Fill out Patient’s Chart. Print name and sign on logbook
Attach the picture to Patient’s Chart; Take the vital signs and record on the chart.
None 10 minutes Nurse
Proceed to the University Physician
Physical Examination
None 12 minutes University Physician
Proceed back to the Nurse
Sign the enrollment assessment form
None 2 minutes Nurse
TOTAL None 24 minutes
109
3. ISSUANCE OF MEDICAL CERTIFICATES FOR SUC III OLYMPICS
AND CLRAA
Office or Division: Medical Unit Classification: Simple
Type of Transaction:
G2G – Government to Government G2C – Government to Citizen G2E – Government to Employee G2B – Government to Business
Who may avail: College Student Athletes and High School Student Athletes
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Pre- Participation Physical Evaluation History Form
Admission Desk (Nurse)
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Proceed to the University Medical Clinic. Submit the pre-participation Physical Evaluation History Form. Print name and sign on logbook. * Secure the Patient’s Chart
Attach the Pre-Participation Physical Evaluation History Form to the Patient’s Chart. Take the vital signs and record on the Patient’s Chart
None 10 minutes Nurse
Proceed to the University Physician
Physical Examination; fill out and sign medical certificate
None 15 minutes University Physician
Proceed back to the Nurse
Log/Sign in the logbook
None 2 minutes Nurse
TOTAL None 27 minutes
110
General Service Office
Internal/External Services
111
1. GENERAL SERVICES OFFICE FUNCTIONS
a. Take charge in the operation and maintenance of Electrical
Power Circuits (Machine Equipments, Ventilations, Sound and
computer system) Water Utilities system, and Sanitary Facility
b. Take charge in the up keeping and cleanliness of building,
grounds, and drainage system.
c. Take Charge in the preparation of venue of all University
activities.
Justification:
To systematize and synchronize related general services work and
activities through well-defined position structures providing for direct hierarchal
responsibilities.
Office or Division: General Services Office
Classification: Simple
Type of Transaction: G2C – Government to Citizen G2E – Government to Employee G2B – Government to Business
Who may avail: PRMSU Employee, Student and Stall owner
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Document Request Slip Form or Through Text and Call
G.S.O Head Quarters / G.S.O Head units
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Fills out Document Request Slip or letter submits the same to the frontline service or any staff
Receives request services (letter or Electronic communication )
None 3 minutes GSO Staff
Study and conduct the need services by the GSO staff assigned
None 5 Minutes GSO Staff
Action Services None 1 hour GSO staff
The GSO Head and Field Supervisor evaluate the work
None 5 minutes GSO Head and Field Supervisor
TOTAL None 1 hour and 13 minutes
112
2. GSO REPORTS
(State what the service is all about; or, the description of the service, which may
include its purpose(s))
Office or Division:
General Services Office
Classification: Highly Technical
Type of Transaction:
G2C – Government to Citizen G2E – Government to Employee G2B – Government to Business
Who may avail: Campus Director, Office of the Vice President for finance and services, Office of the University President
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter of Request To be provided by the requesting party/client
CLIENT STEPS AGENCY ACTIONS
FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
Submits request to the GSO Head
Receives request letter or electronic communication
None 3 minutes GSO Head or Staff
Evaluate and study the request
None 5 minutes GSO Head or Staff
Assigned staff None 3 Minutes GSO Head
Evaluate the completion of work
None 5 minutes GSO Head or GSO Field Supervisor
TOTAL None 21 Minutes
113
LIST OF OFFICIALS
HEAD OF OFFICE/UNIT OFFICE AND ADDRESS CONTACT NUMBER
Garcia, Cornelio Canlas University President PRMSU, Iba, Zambales
09399104189
Villalobos, Roy Nuguid VP Administration and Finance/HRMO PRMSU, Iba, Zambales
09209764112
Echaure, Jessie Sabellano VP Academic and Student Affairs PRMSU, Iba, Zambales
09215870268
Farin, Elizabeth Nalupa VP Research, Extension, Training, Production & Gender PRMSU, Iba, Zambales
09985866509
Cristobal, Jerry Susa
VP Planning, Institutional Development, Quality Assurance and Good Governance/ Director, Planning and Development PRMSU, Iba, Zambales
09487698488
Antonio, Presy Agdipa University/Board Secretary PRMSU, Iba, Zambales
09278020235
Villalobos, Christian Santos Internal Audit Services PRMSU, Iba, Zambales
09171129200
Beltran, Eden Tongson Gender and Development/ Director, Extension Programs PRMSU, Iba, Zambales
09985105917
Cawagas, Jeffrey Donato Investigation and Security Office PRMSU, Iba, Zambales
09194096021
Docuyanan, Jose Dizon Registration and Admission Services/Satellite Campuses Operations PRMSU, Iba, Zambales
09209198930
Gamboa, Wilfredo Laconsay LGU and NGO Linkages PRMSU, Iba, Zambales
09163255874
Ganaden, Angelo Rodriguez Industry - Academe Linkages PRMSU, Iba, Zambales
09198229110
Casupanan, Ivy Hipolito Campus Director PRMSU, Castillejos, Zambales
09217930381
Rondina, Nestor Zoleta Campus Director PRMSU, San Marcelino, Zambales
09985874547
Romera, Marietta Silan Assistant Campus Director PRMSU, San Marcelino, Zambales
09399034823
Regaspi, Rene Biaz Campus Director PRMSU, Botolan, Zambales
09988828192
Magno, Elvira Doctolero Campus Director PRMSU, Iba, Zambales
09989519558
Vizcarra, Myraliza Ocampo Campus Director PRMSU, Masinloc, Zambales
09099930256
Javier, Nerissa Liban Assistant Campus Director PRMSU, Masinloc, Zambales
09501911958
Marquez, Jurelac Dela Llana Campus Director PRMSU, Candelaria, Zambales
09178051058
114
Orge, Novrina Bigilda Anonas Campus Director, Sta. Cruz Campus/ Director, Instruction PRMSU, Iba, Zambales
09989657872
Edaño, Domingo Cayaban Advanced Education/Graduate School PRMSU, Iba, Zambales
09088203265
Espiritu, Jo Arquero Assistant Director, Advanced Education PRMSU, Castillejos, Zambales
09498809742
Gutierrez, Marilyn Mendones Student Affairs PRMSU, Iba, Zambales
09083316150
Yap, Robert Alvin Acayan Sports Development PRMSU, Iba, Zambales
09100800064
Cuartocruz, Felicidad Villanueva College of Accountancy and Business Administration PRMSU, Iba, Zambales
09504964449
Soquila, Salvador Sales College of Agriculture and Veterinary Medicine (San Marcelino Campus) PRMSU, San Marcelino, Zambales
09399389810
Sazon, Raymundo Aguilar College of Agriculture and Forestry (Botolan Campus) PRMSU, Botolan, Zambales
09194743199
Magtalas, Santi Aranas College of Arts and Sciences 09988594427
Dela Cruz, Menchie Artates College of Communication and Information Technology PRMSU, Iba, Zambales
09193892842
Uy, Lilian Flauta College of Teacher Education PRMSU, Iba, Zambales
09469330589
Magno, Helen Abadam Senior High School PRMSU, Iba, Zambales
09202734174
De Guzman, Marie Fe Dizon Junior High School PRMSU, Iba, Zambales
09981746383
Dedicatoria, Marlon James Academia
College of Engineering PRMSU, Iba, Zambales
09338132891
Nacana, Atanacio Miclat College of Industrial Technology PRMSU, Iba, Zambales
09192156408
Farrales, Josefina College of Law PRMSU, Iba, Zambales
09189345749
Pudadera, Rene Eustaquio College of Nursing PRMSU, Iba, Zambales
09184244212
Ravana, Leila Legaspi College of Tourism and Hotel Management PRMSU, Iba, Zambales
09282067264
Sazon, Rowena Remojo College of Fisheries / Director, Climate Change Institute PRMSU, Iba, Zambales
09466660776
Rico, Reeve Gjester Dollosa Scholarship Services PRMSU, Iba, Zambales
09209764099
Abagon, Baby Sarmiento Cultural and Literary Affairs PRMSU, Iba, Zambales
09989818234
Ragadio, Daryl John Capili Student Organizations PRMSU, Iba, Zambales
09122333745
115
Valondo, Liza Marie Martin Library Services PRMSU, Iba, Zambales
09202741769
Sy-Santos, Nida Pauline Rosete Medical Services (Medical Clinic) PRMSU, Iba, Zambales
09088960250
Escoreal, Gilbert Misola Dental Services PRMSU, Iba, Zambales
09282785591
Abangan, Marlene Tolentino Domiciliary Services PRMSU, Iba, Zambales
09193198987
Galang, Nemia Mirador Campus Registrar, Iba Campus PRMSU, Iba, Zambales
09171483590
Binoya, Seth Ordillas Campus Registrar, Castillejos Campus PRMSU, Castillejos, Zambales
09073224212
Laguatan, Rommel Pampuan Campus Registrar, San Marcelino Campus PRMSU, San Marcelino, Zambales
09097024909
Castillo, Yukiyana Dorde Campus Registrar, Botolan Campus PRMSU, Botolan, Zambales
09462205663
Bugarin, Jo Ann Caguineman Campus Registrar, Masinloc Campus PRMSU, Masinloc, Zambales
09123677502
Edurain, Maricel Mejia Campus Registrar, Candelaria Campus 09493753588
Imperial, Mc Juluis Dato Campus Registrar, Sta. Cruz Campus PRMSU, Sta. Cruz, Zambales
09107012176
Sergio, Chona Dullas National Service Training Program/ROTC PRMSU, Iba, Zambales
09394022472
Melegrito, Shirlyn Raguini Financial Management Services / Budgeting Services PRMSU, Iba, Zambales
09272570491
Faustino, Tanny Huerta Property and Supply Management Office 09399146967
Briones, Roberto Jr. Curameng Accounting Services PRMSU, Iba, Zambales
09985495978
Dolojan, Eugene Reyes Collecting and Disbursing Services PRMSU, Iba, Zambales
09166638816
Ararro, Melecio Bedonia Record Management Services PRMSU, Iba, Zambales
09214143955
Fulinara, Chona Lou Charcos Procurement Services PRMSU, Iba, Zambales
0989746958
Magno, Flaviano Mayor Head, Motorpool Services PRMSU, Iba, Zambales
09209684935
Daag, Morrimer Nimenzo Head, Motorpool Services PRMSU, San Marcelino, Zambales
09088966995
Abugho, Dinah Esteban Research Services/ Regional Mango Center PRMSU, San Marcelino, Zambales
09164613502
Balicaco, Rue Lei Acuña Energy Manager, Iba and North Campuses PRMSU, Iba, Zambales
09466733779
Barrera, Ricky Sarmiento Head, University Management Information System PRMSU, Iba, Zambales
09465877333
Cabal, Esmen Macadaan Director, Quality Assurance PRMSU, Iba, Zambales
09197147729
116
Fabro, Anita Arlantico Income Generating Project/ Assistant Dean, College of Agriculture and Veterinary Medicine
0906436490
Fortin, B.R Paul Abujen Infrastructure Development and Project Monitoring Office PRMSU, Iba, Zambales
09091839394
Juliano, Joseph Javier Income Generating Project - Rentals and Marketing Productions PRMSU, Iba, Zambales
09094822958
Punzalan, Edna Marie De San Agustin
Statistical Services and Publication PRMSU, Iba, Zambales
09989909627
Rico, Felipa Manangan International Linkages PRMSU, Iba, Zambales
09088636716
Rogayan, Danilo Villar Communications and Public Relations PRMSU, Iba, Zambales
09952790322
Vega, Jan Henry Abayan Energy Manager, South Campuses PRMSU, Iba, Zambales
09064397425
117
PROCESS OF FILING COMPLAINTS
THROUGH PACD/FEEDBACK FORM:
Go to our Public Assistance and Complaints Desk and/or the concerned Frontline Service Office and get a Feedback Form;
Rate the service and/or fill in your complaint/suggestion in the box provided; Drop the form in the Suggestion Box.
THROUGH EMAIL OR OTHER MODES:
Write your complaint and send it via mail or email to the contact information below or
by calling our telephone number.
You may leave your contact information for us to reach you about your concern.
The PACD is located at the Admin Security Guard’s Desk of the Campus.
118
ARTA FEEDBACK FORM
INSTRUCTION: This feedback form can be used to provide us COMMENDATIONS, COMMENTS/SUGGESTIONS
and/or COMPLAINTS. If you have a complaint, you may opt not to answer Part II and immediately fill out Part III of
this form. Please drop this form in the Suggestion Box located at the Public Assistance and Complaints Desk or
email us at rmtuarta@yahoo.com. You may leave your contact information so that we can reach you.
PART I. PLEASE PROVIDE THE NEEDED DATA: The personal information are optional and will be treated with confidentiality.
Name:
Address:
Contact No.:
Email:
PLEASE TICK THE APPROPRIATE BOX: You are a _____________________.
PRMSU Student PRMSU Alumnus/Graduate PRMSU Faculty Member PRMSU Nonteaching Employee
PRMSU Tenant Visitor Others, please specify: _________________________________________
Service availed:
Name of office transacted with:
Name of employee/personnel transacted with:
PART II. PLEASE RATE THE FOLLOWING USING THE FOLLOWING SCALE: 5 – Outstanding 4 – Very Satisfactory 3 – Satisfactory 2 – Needs improvement 1- Poor
Indicator 5 4 3 2 1
Competency of the staff/employee
Customer friendliness of the staff/employee
Courtesy of the staff/employee
Professional conduct of the staff/employee
Timeliness of the service provided
Quality of the service provided
Overall assessment of the service provided in terms of customer satisfaction
PART III. CUSTOMER COMMENDATION, SUGGESTION/COMMENT, COMPLAINT.
Based on the service provided to me, I would like to provide: Commendation Comment/Suggestion Complaint (Please provide details in the box below)
Signature over printed name of client: Date accomplished: