Records Management Clerk (RMC) of the Records Management Clerk (RMC) of the Administrative Services Section of the UPD-BO Administrative Services Section of the UPD-BO receives the Obligation Requests (ObR) and the receives the Obligation Requests (ObR) and the Budget Utilization Requests (BUR) from Budget Utilization Requests (BUR) from representatives of various units/colleges.representatives of various units/colleges.

RMC checks the ObR/BUR and its supporting RMC checks the ObR/BUR and its supporting documents and when she finds them in order, documents and when she finds them in order, stamps the date and time of receipt on the stamps the date and time of receipt on the upper right corner of the Obr/BUR.upper right corner of the Obr/BUR.

RMC distributes the documents to the Admin RMC distributes the documents to the Admin Aide/Admin Assistant for encoding and Aide/Admin Assistant for encoding and assigning of ObR/BUR number.assigning of ObR/BUR number.

After encoding the number, Admin After encoding the number, Admin Aide/Admin Assistant distributes the Aide/Admin Assistant distributes the documents to the Budget Officer (BO) in-documents to the Budget Officer (BO) in-charge of the college/unit.charge of the college/unit.

Upon receipt of the ObR/BUR, the Upon receipt of the ObR/BUR, the assigned Budget Officer reviews and assigned Budget Officer reviews and evaluates the documents.evaluates the documents.

The assigned BO processes the ObR/BUR The assigned BO processes the ObR/BUR and then records the transaction in the and then records the transaction in the Registry of Allotment and Obligation Registry of Allotment and Obligation (RAO) or Registry of Budget for Agency (RAO) or Registry of Budget for Agency Income (RBAI). He/she then forwards the Income (RBAI). He/she then forwards the papers to the Division Chief (DivChief).papers to the Division Chief (DivChief).

DivChief reviews and signs the ObR/BUR for DivChief reviews and signs the ObR/BUR for those covered by the delegated signing those covered by the delegated signing authority then forwards the ObR/BUR to the authority then forwards the ObR/BUR to the Admin Aide/Admin Assistant for final Admin Aide/Admin Assistant for final encoding in the masterlist. encoding in the masterlist.

Messenger delivers processed ObRs/BURs to Messenger delivers processed ObRs/BURs to the UPD Accounting Office.the UPD Accounting Office.

But, if it is not covered by the delegated But, if it is not covered by the delegated signing authority, DivChief initials and signing authority, DivChief initials and forwards the ObR/BUR to the Acting Director forwards the ObR/BUR to the Acting Director (ActDir) for signature.(ActDir) for signature.

ActDir signs and forwards the ObR/BUR ActDir signs and forwards the ObR/BUR to the Admin Aide/Admin Assistant for to the Admin Aide/Admin Assistant for final encoding in the masterlist.final encoding in the masterlist.

Messenger delivers processed Messenger delivers processed ObRs/BURs to the UPD Accounting ObRs/BURs to the UPD Accounting Office.Office.

INSTANCES WHERE ObR OR BUR IS RETURNED TO THE INSTANCES WHERE ObR OR BUR IS RETURNED TO THE UNIT:UNIT:

1.1. ObR is used instead of BUR, or vice versa.ObR is used instead of BUR, or vice versa.

2.2. Lack or absence of available fund.Lack or absence of available fund.

3.3. Lack of supporting documents, e.g. Certificate of Lack of supporting documents, e.g. Certificate of Service and approved line item budget.Service and approved line item budget.

4.4. Payee on the DV is different from the payee on the Payee on the DV is different from the payee on the BUR/OBR.BUR/OBR.

5.5. Incorrect classification of expense item, e.g an EO item Incorrect classification of expense item, e.g an EO item is requested to be charged against MOOE allotment. is requested to be charged against MOOE allotment.

END OF THE PRESENTATION.END OF THE PRESENTATION.Thank You!Thank You!