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HANDBOOK ONDOCUMENTS PROCESSING

THE UNIVERSITY OF THE PHILIPPINESMINDANAO

Office of the Vice Chancellor for AdministrationOctober 2008

THE UNIVERSITY OF THE PHILIPPINES MINDANAO

Foreword

Madayaw!

This U.P. Mindanao Handbook on Documents Processing, aproduct of a series of administrative workshops conducted by theUniversity, aims to help improve the efficient and effective deliveryof administrative services to our University clientele.

It is intended to be a guide that we refer to from time to time toensure that we do not only follow proper processes andprocedures in performing our administrative functions, but also toacquaint us with the time it takes to process the variousdocuments and adjust our expectations accordingly.

May you find this handbook useful and help you gain a betterappreciation and understanding of our administrative processes.

GILDA C. RIVERO, Ph.D.Chancellor, U.P. Mindanao

1

AcknowledgmentsOperating Procedures

Accounting Office Ms. Zenaida G. CalatravaMr. Lloyd A. Pichon

Budget Office Ms. Edna P. AmeloMs. Lynda A. Buenaobra

Cash Office Ms. Teresita V. LagsubHRDO Dr. Virginia P. Obsioma

Prof. Maria Araceli Dans LeeSPMO Ms. Socorro Brenda E. Acuña

Ms. Myrna D. SardidoPPO/LRO Prof. Isidoro R. Malaque IIIPPO Engr. Cesar E. Estocado

Design Concept & ExecutionProf. Maria Araceli Dans LeeU.P. College of Fine Arts - Department of

Visual Communication (Diliman)

Design Concept & Execution / Cover DesignMs. Ma. Teresa R. Escano

Editing and Final RevisionsMr. Allan V. Villanueva

Administrative SupervisionDr. Lilian A. de las Llagas

Vice Chancellor for Administration (2006 to 2007)Dr. Sylvia B. Concepcion

Vice Chancellor for Administration (2007 to 2008)Prof. Miguel D. Soledad

Vice Chancellor for Administration (2008 to present)2

IntroductionThis Handbook on Documents Processing was

conceptualized by the Office of the Vice Chancellor forAdministration (OVCAd) of the University of the PhilippineMindanao to help its constituencies understand and be familiarwith the services it provides them. Towards this end, we tried topresent the procedures in a simplified flowchart fashion so thatthe Handbook’s end-users may better understand the stepsrequired to facilitate their respective transactions with thevarious administrative offices.

It is divided into four parts: (1) Accounting, Budget & CashOffices; (2) Human Resources Development Office; (3) Supply &Property Management Office; and (4) Physical Plant Office.While transactions with these four groupings inevitablyinterphase with each other, this handbook has been designedto easily determine such relationships in the context ofparticular transactions.

It includes a glossary of abbreviations and acronyms usedin government transactions, alphabetically arranged, which willbe helpful to new personnel of the University.

3

Glossary of AbbreviationsADC Appraisal & Disposal Committee

APC Academic Personnel Committee

AdPC Administrative Personnel Committee

ARE Acknowledgment Receipt for Equipment

BAC Bids & Awards Committee

BIR Bureau of Internal Revenue

BP Basic Papers

COA Commission on Audit

CSC Civil Service Commission

CAPC College Academic Personnel Committee

DAPC Department Academic Personnel Committee

DBM Department of Budget & Management

DR Disbursement Report

DTR Daily Time Record

DV Disbursement Voucher

HRDO Human Resources Development Office

IAR Inspection & Acceptance Report

ICS Inventory Custodian Slip

IIR Inventory & Inspection Report4

5

Glossary of Abbreviations

JEV Journal Entry Voucher

NGS Non-Government Service

OC Office of the Chancellor

OR Official Receipt

OS Obligation Slip

OSU Office of the Secretary of the University

OVCAA Office of the Vice Chancellor for Academic Affairs

OVCAd Office of the Vice Chancellor for Administration

PO Purchase Order

PR Purchase Request

PRS Personnel Requisition Slip

RER Reimbursement Expense Receipt

RIS Requisition & Issuance Slip

ROD Report of Disbursement

SG Salary Grade

SPMO Supplies & Property Management Office

UAPB University Academic Personnel Board

UAdPB University Administrative Personnel Board

Table of ContentsPage

Foreword 1

Acknowledgment 2

Introduction 3

Glossary of Abbreviations 4

Accounting, Budget & Cash OfficesPayment for Personnel Services 9Cash Advance Liquidation 11Employees Payroll 12Remittance of Withheld Salary

Deductions 14Payroll for NGS 15Other Financial Transactions 16

Human Resources Development OfficeRequest for Authority to Fill up Vacant Plantilla Items

for Teaching Personnel 19Filling-up of Vacant Plantilla Items

for Teaching Personnel 21

6

Supply & Property Management OfficePurchase by Cash Advance 36Purchase by Direct Contracting 37Purchase by DBM Procurement Service 39Purchase by Shopping 41Repeat Order 43Public Bidding

For Supplies, Materials, EquipmentFor Infrastructure, Janitorial, Security Servicesand Internet Services 45

Negotiated Bid (after second failureof public bidding) 48

Repairs and Maintenance (for equipmentand vehicles) 50

Loss of Government Property 51Disposal of Unserviceable Property 53

Page

Request for Authority to Fill up / Unfreezingof Vacant Plantilla Items for Non-TeachingPersonnel (REPS & Administrative Staff) 23

Filling-up of Vacant Plantilla Itemsfor Non-Teaching Personnel(REPS & Administrative Staff) 25

Requisitioning Employees - Creation ofNew Position for Casual 28

Hiring of Casual Position 30Requisitioning for NGS 33Recruitment for NGS 34

7

Physical Plant OfficeJob Order Request for Design and

Cost Estimates 57Job Order Request for Minor Repair and

Maintenance 58

Accounting, Budget & Cash Offices

8

Payment of Personnel ServicesApplicable to Lecturer, Resource Person, Committee Member, Officer-In-Charge, Building Administrator, Coach, Teaching Overload & Student Asst.

Processing Time: 8 days

9

Sends OS with DV & supporting documents toBudget Office(days)

Assigns OS number & account codeReviews computationsRegisters in OS registryApproves OSSends OS & DV with supporting documents toAccounting Office(2 days)

Requesting Unit

Budget Office

Accounting Office

OVCAd

Assigns DV numberPre-audits DV & supporting documentsComputes withholding taxCertifies DV in Box “A”Indexes & records/journalizes the DVSends DV and supporting documents to OVCAd(3 days)

Note: For overload, the processing time is 5 days.

Signs Box “B” in DVSends DV with supporting documents to CashOffice(1 day)

10

Cash Office

Accounting Office

Receives DV with supporting documentsVerifies completeness of signatories on the DVIssues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA for countersignatureReleases check to Requesting Unit & receivesO.R.(2 days)

Forwards DVs and supporting documents toAccounting Office for recording purposes


Cash Advance LiquidationProcessing Time: 7 days

Requesting Unit

Accounting Office

Sends approved ROD & supporting documents(e.g., official receipt, sales invoice, RER, etc.) toAccounting Office(days)

Pre-audits ROD & supporting documentsCertifies RODAssigns ROD numberIndexes ROD and records/journalizesthe RODFiles ROD for submission to COA(5 to 7 days)

11

12

Employees Payroll (first week of the month)For the 2nd to the 4th week payroll, the Accounting Office provides the Bankwith certification and approval of fund transfer.

Assigns OS number & account codeReviews computationsRegisters in OS registryApproves OSSends OS and supporting documents toAccounting Office(2 days)

Signs Box “A” in OSRecommends approval of the Summary of PayrollSends OS & DV to Budget Office( 1 day)

Prepares fund transfer from SA (payroll) to SA ofemployees to be approved by Accounting, Cash,OVCAd, and OCAssigns DV numberPre-audits DV & supporting documentsCertifies DV in Box “A”Indexes & records/journalizes the DVSends DV and supporting documents to OVCAdfor approval(3 days)


Budget Office

Accounting Office(requesting unit)

OVCAd

Accounting Office

OVCAd Signs Box “B” in DVSends DV with supporting documents to CashOffice(1 day)

Cash Office

Accounting Office

13


Deposits check at the bank with a fund transferletter(1 day)


Receives DV with supporting documentsVerifies completeness of signatories on the DVIssues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA for countersignature(2 days)

14

Remittance of Withheld Salary DeductionsApplicable to BIR withholding tax; employees’ contribution to GSIS,Philhealth, PAG-IBIG, UPPFI & UPMMPC; loans with GSIS, HDMF, ProvidentFund, Computer & UPLBCDC

Generates list & schedule of withheld deductionsPrepares DV & supporting documentsForwards to Budget Office for employer shareobligation (where applicable)Pre-audits DV & supporting documentsCertifies DV in Box “A”Indexes & records/journalizes the DVSends DV & supporting documents to OVCAd(7 days)

Approves DVSends DV & supporting documents to CashOffice(1 day)


Accounting Office

OVCAd

Accounting Office

Receives DV with supporting documentsVerifies completeness of signatories on the DVIssues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA for countersignatureReleases check to Requesting Unit & receivesO.R.(2 days)

Cash Office

15

Payroll for NGS

Sends accomplishment report & DTR dulysigned by the unit head, and contract toAccounting Office(days)

Prepares actual payroll and DVPre-audits DV and supporting documentsChief Accountant certifies & approves the payrollForwards to OVCAd for signing of Box “B”(3 days)


Accounting Office

Cash Office

Accounting Office

NGS Personnel

OVCAd Receives DV and signs Box “B”Forwards DV to Cash Office(1 day)

Receives DV with supporting documentsVerifies completeness of signatories on the DVIssues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA for countersignatureDeposits check at the Bank(2 days)


16

Other Financial TransactionsApplicable to Cash advance (for travel, activities, materials, supplies,

petty cash fund, etc.) - INTERNALPetty cash replenishment - INTERNALCatering/meals/representation expenses - EXTERNALFidelity bond - EXTERNALGasoline expenses - EXTERNALJanitorial services - EXTERNALMaternity leave - INTERNALReimbursement for travel, materials, supplies, equipment, meals, representation expenses - INTERNALRegistration fee for seminars, training, workshop - EXTERNALSTFAP & scholars of other foundations - INTERNALSecurity guard services - EXTERNALSubscriptions - EXTERNALSupplies, materials & equipment - EXTERNALTravel agencies for airplane fare - EXTERNALUtilities (electricity, water & telecommunications) - EXTERNAL

Sends OS with DV & supporting documents toBudget Office

Assigns OS number & account codeReview computationsRegisters in OS registryApproves OSSends OS & DV with supporting documents toAccounting Office (for INTERNAL creditors) and toSPMO (for EXTERNAL creditors)(2 days)

Assigns DV numberPre-audits DV & supporting documentsComputes withholding tax and prepares taxcertificatesCertifies DV in Box “A”Indexes & records/journalizes the DVSends DV & supporting documents to OVCAd orto OC (for cash advances and reimbursements)(3 days)Note: For suppliers, the processing time is 5 days.


Budget Office

Accounting Office

Requesting Unit

17

Signs Box “B” in DVSends DV & supporting documents to Cash Office(1 day)

Accounting Office

OC / OVCAd

Cash Office Receives DV with supporting documentsVerifies completeness of signatories on the DVIssues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA for countersignatureReleases check to Requesting Unit & receivesO.R.(2 days)



18

Human Resources Development Office

19

Requesting Dept.

Request for Authority to Fill up Vacant PlantillaItems for Teaching Personnel

Issues budget clearance for the requestSends all documents to OVCAA for endorsement tothe Chancellor(2 days)

Endorses request of the DepartmentSends documents to HRDO for evaluation of thevalidity of the request(days)

Identifies need to fill up vacant item incoordination with the HRDO(Request is addressed to the Chancellor throughchannels)Required documents:

- Justification- Faculty loading

Evaluates the validity of the request & checkscompleteness of the documents(0.5 day)

HRDO

OVCAA

College

Budget Office


Endorses the requestSends documents & endorsement to OC(2 days)

20

OC Approves/disapproves request(1 day)

Informs the Department of action taken by theChancellor(0.5 day)

Requesting Dept.

HRDO


21

Checks completeness of basic requirements &examines the correctness of entry in the AgendaSheetConvenes the members of the UAPB for a meeting(2 days)

Deliberates on the recommendation of the DAPCPrepares endorsement, Basic Paper and AgendaSheet(days)

Receives application letters/curriculum vitaetogether with OTR, 2 x 2 ID pictures, copies ofcreative works and other credentialsConducts interview and requires applicant for ateaching demonstrationDeliberates on the qualifications of the applicantbased on the established guidelines and criteria forrecruitmentPrepares recommendation to the CAPC(days)

Assists the Department in the publication andposting of vacant plantilla items(1 day)

Recruitment / Selection and Appointment

Filling-up of Vacant Plantilla Items forTeaching Personnel

HRDO

HRDO

CAPC

DAPC

UAPB Evaluates and deliberates on the recommendationof the CAPCEndorses the recommendation to the Chancellor(1 day)

Note: The Basic Paper may be returned to theRequesting Department if there are modifications onthe original recommendations.


22

Recommends approval on Box 15 of Basic Paper(0.5 day)

Signs Box 14 for budget clearance(0.5 day)

HRDO Fills out and signs Box 13 of the Basic Paper &forwards to the Budget Office(0.5 day)

Budget Offfice

OVCAA

OC

HRDO

Approves/disapproves recommendationForwards approved document to HRDO for thepreparation of appointmentRecommends approval to the U.P. President forappointment to positions with SG 22 and above(1 day)

Prepares and initials the appointment of positionswith SG 21 and below(0.5 day)

OC Signs the appointment papers(1 day)

Releases the appointment papers to the appointeeand furnishes copy to the Requesting Department,Accounting Office, Budget Office, COA and CSC(1 day)

HRDO


23

Requesting Dept.

Budget Office

Request for Authority to Fill up / Unfreezing ofVacant Plantilla Items for Non-Teaching Per-sonnel (REPS & Administrative Staff)

Identifies need to fill up vacant item incoordination with HRDORequired Documents

- Request for exemption from AO 4- Justification- Unit’s organizational and functional chart

Evaluates validity of the requestForwards request to Budget Office for budgetclearance(1 day)

Issues budget clearance(1 day)

For REPSEndorses request to the Chancellor

OR

OVCAA

HRDO

For administrative positionsEndorses request to the Chancellor(1 day)

OVCAd


24

Prepares covering letter and endorses approval tothe OVPAA / OVPA(2 days)

Forwards approved request to HRDO upon itsreceipt from the U.P. System

Informs the Requesting Unit of the action taken bythe U.P. System(1 day)

OC

HRDO


25

Prepares publication and posting ofvacant plantilla item as required by CSCReceives application letters, curriculumvitae together with OTR, 2 x 2 ID pictures,etc.Conducts preliminary interview and checkspersonal background of applicantsSubmits short-listed applicants to the RequestingUnit(15 days)

Evaluates and interviews applicants(HRDO may be invited)

Requests OSA to administer pre-requisiteexaminations(days)

Conducts and interprets examination results andsubmits these to the Requesting Unit(2 days)

Prepares Basic Paper and attaches othercredentials of the qualified candidate (e.g.,Application Letters, Curriculum Vitae, OTR, 2 x 2 IDpictures, examination results, etc.) and submits tothe CAPC/UAdPC(days)

Filling-Up of Vacant Plantilla Items forNon-Teaching Personnel (REPS &Administrative Staff)

Requesting Unit

HRDO


OSA

Requesting Unit

UAcPC / UAdPC Deliberates on the recommendation of theRequesting UnitFills out Box 11 of BPForwards to UAPB (for REPS) or to UAdPB (foradministrative positions) through the HRDO(1 day)

26

Checks completeness of basic requirementsPrepares Agenda Sheet and convenes the membersof the UAPB or UAdPB for a meeting(3 days)

Fills out and signs Box 13 of BP for REPSFills out and signs Box 14 of BP for administrativeposition(1 day)

Evaluates and deliberates on the recommendationof the UAcPC or UAdPC(1 day)

HRDO

UAPB / UAdPB

HRDO

Signs Box 14 for REPSSigns Box 15 for administrative position(1 day)

Recommends approval for REPS on Box 15

Budget Office

OVCAA

OR

Recommends approval for administrative positionson Box 14(1 day)

OVCAd


27

Approves/disapproves recommenation andforwards to the HRDO for preparation ofappointmentRecommends approval to the President forappointment to positions with Salary Grades 22 andabove(2 days)

OC

Prepares and initials the appointment of positionswith Salary Grades 21 and below(1 day)

Signs the appoinment(1 day)

Releases the appointment to the appointee andgives a copy to the Requesting Unit, AccountingOffice, Budget Office, COA and CSC(1 day)

HRDO

OC

HRDO


28

Identifies need to hire additional employeePrepares a PRS and attaches the followingdocuments:- Justification- Job description/function of the requested positionand that of the existing staff- List of programs/projects to be undertaken- Organizational and functional charts of the unit(days)

Evaluates the request based on approved staffingpattern and checks the completeness of therequirements(2 days)

Endorses the request through channels(days)

Requisitioning Employees - Creation of NewPosition for Casual

Issues budget clearance(2 days)

Requesting Unit

Dean / Unit Head

Budget Office

HRDO


OVCAA Recommends approval

OR

29

OVCAd Recommends approval(2 days)

OC Approves/disapproves the request(2 days)

HRDO Informs the Requesting Unit of the action taken bythe Chancellor(1 day)


30

Prepares publication and posting ofnew position as required by CSC (RA 7041 requirespublication of vacant position)Receives application letters, curriculumvitae together with OTR, 2 x 2 ID pictures,etc.Conducts preliminary interview and checkspersonal background of applicantsSubmits short-listed applicants to the RequestingUnit(15 days)

Evaluates and interviews applicants(HRDO may be invited)

Requests OSA to administer pre-requisiteexaminations(days)

Conducts and interprets examination results andsubmits these to the Requesting Unit(2 days)

Prepares Basic Paper and other credentials of thequalified candidate and submits to the APC(days)

Hiring of Casual Position

HRDO

Requesting Unit

OSA

Requesting Unit


UAcPC / UAdPC Deliberates on the recommendation of theRequesting UnitFills out Box 11 of BPForwards to UAPB (for REPS) or to UAdPB (foradministrative positions) through the HRDO(1 day)

31

Checks completeness of basic requirementsPrepares agenda sheet and convenes the membersof the UAPB or UAdPB for a meeting(2 days)

Fills out and signs Box 13 of BP for REPSFills out and signs Box 14 of BP for administrativeposition(1 day)

Evaluates and deliberates on the recommendationof the APC or AdPC(1 day)

HRDO

UAPB / UAdPB

HRDO

Budget Office Signs Box 14 if REPSSigns Box 15 if administrative position(1 day)

Recommends approval for REPS on Box 15

Recommends approval for administrative positionon Box 14(1 day)

OVCAA

OVCAd

OR


32

Approves/disapproves the recommendation andforwards to the HRDO for preparation ofappointment(2 days)

OC

Prepares and initials the appointment of positionswith Salary Grades 21 and below(2 days)

Signs the appoinment(1 day)

Releases the appointment to the appointeeGives a copy of the appoinment to the RequestingUnit, Accounting, Budget, COA and CSC(1 day)

HRDO

OC

HRDO


Identifies need to hire additional employeePrepares a PRS and attaches the followingdocuments:- Justification- Job description/function of the requested positionand that of the existing staff- List of programs/projects to be undertaken- Organizational and functional charts of the unit(days)

Evaluates the request based on approved staffingpattern and checks the completeness of therequirements(1 day)

Endorses the request through channels(days)

Requisitioning for Non-Government Service(NGS)

Issues budget clearance(2 days)

Requesting Unit

Dean / Unit Head

Budget Office

HRDO


OVCAA / OVCAdRecommends approval(2 days)

OC Approves/disapproves the request(2 days)

Informs the Requesting Unit of the action taken bythe Chancellor(1 day)

HRDO

33

34

Recruitment for Non-Government Service(NGS)

Requesting Unit

Legal Office

Accounting Office

HRDO

Contractee

Requesting Unit

Initiates the recruitment of qualified applicantsPrepares the Contract of Service uponidentification of the most qualified applicant(days)

Reviews the Contract of Service(1 day)

The Unit Head signs the contract as the First Partyand the Contractee signs as the Second Party(days)

Signs the Contract of Service as witnesses(1 day)

AND

Brings the contract to a lawyer for notarization &gives a copy to the HRDO( 2 days)


35

Supply & Property Management Office

36

Purchase by Cash Advance

Prepares PRDean/Director/Unit Head approves the PRSends the PR to SPMO(days)

Verifies PR & supporting documentsSends PR & supporting documents to theRequesting Unit(2 days)

Requesting Unit

Requesting Unit


Requesting Unit prepares supporting documents forcash advance

SPMO

37

Purchase by Direct Contracting

Prepares PRDean/Director/Unit Head approves PRSends PR to SPMO(days)

Verifies PR & supporting documentsConducts canvass of price quotationsSends the documents to Requesting UnitPrepares POSends PO & supporting documents to RequestingUnit(5 days)

Prepares OS based on PODean/Director/Unit Head signs OSSends OS & PO to Budget Office(2 days)

Assigns OS number & account codeRegisters in OS registryApproves OSSends the documents to the Requesting Unitif request is less than Php 20,000.00Sends the documents to OVCAd if request is Php20,000.00 and above(2 days)

Requesting Unit

Requesting Unit

SPMO


Budget Office

38

Serves PO to the supplierReceives the items with PO & Cash/Charge Invoicefrom the supplierReceives, records & inspects deliveryPrepares RIS & issues suppliesSends PR, Canvass of Quotation, Abstract, PO,OS, Charge Invoice, IAR, RIS to the Requesting Unit(5 days)

Approves POSends the documents to SPMO(1 day)

OVCAd

SPMO

Requesting Unit

OR


39

Purchase by DBM Procurement Service


Verifies PR & supporting documentsConducts canvass of price quotationsSends documents to DBMReceives DBM price quotationsPrepares PO and OSSends the documents to Budget Office(3 days)

Prepares DV & promissory noteSends the documents to the Accounting Office(1 day)

Assigns OS number & account codeRegisters in OS registryApproves OSSends the documents to SPMO if request is lessthan Php 20,000.00Sends the documents to OVCAd if request is Php20,000.00 and above(2 days)


Requesting Unit

Budget Office

SPMO

OVCAd

SPMO


Requesting Unit

OR

40

Assigns DV numberPre-audits DV & supporting documentsCertifies DV in Box “A”Sends the documents to OVCAd(5 days)

Releases check to DBMReceives OR from DBMSends OR to Cash OfficeReceives, records & inspects deliveryPrepares RIS & issues supplies to Requesting Unit(5 days)

Certifies DV in Box “B”Sends the documents to Cash Office(1 day)

Prepares & issues checkReleases check to SPMO(2 days)

Accounting Office

Cash Office

OVCAd

SPMO


41

Purchase by Shopping


Verifies PR & supporting documentsConducts canvass of price quotationsPrepares & signs AbstractSends the documents to BAC(2 days)

Approves AbstractSends the documents to SPMO(2 days)

Assigns OS number & account codeRegisters in OS registryApproves OSSends the documents to Requesting Unit if requestis less than Php 20,000.00Sends the documents to OVCAd if request is Php20,000.00 and above(2 days)

Prepares OSDean/Director/Unit Head signs OSSends PO & OS to the Budget Office(1 day)

Requesting Unit


SPMO

BAC

SPMO

Requesting Unit

Budget Office

Prepares POSends PO & supporting documents to theRequesting Unit(1 day)

Serves PO to supplierReceives supplies/equipment with PO & Cash/Charge Invoice from supplierReceives, records & inspects deliveryIssues RIS to Requesting Unit, Canvass ofQuotation, Abstract, PO, OS, IAR & Charge InvoiceSends PR to Requesting Unit(5 days)

42



OVCAd

Requesting Unit

OR

SPMO

43

Prepares POSends PO & supporting documents to RequestingUnit(1 day)

Prepares PR (25% of the original PO)Prepares OSDean/Director/Unit Head approves PRSends PR & supporting documents to SPMO(days)

Requesting Unit

SPMO

Repeat Order


Dean/Director/Unit Head approves PO if request isless than PhP 20,000.00Requesting Unit

Assigns OS number & account codeApproves OSRegisters in OS registrySends documents to SPMO(2 days)

Budget Office

OVCAd Approves PO if request is PhP 20,000.00 and above(1 day)

44

Serves PO to supplierReceives supplies/equipment with PO & Cash/Charge Invoice from supplierReceives, records & inspects deliveryIssues RIS to Requesting Unit, Canvass ofQuotation, Abstract, PO, OS, IAR & Charge InvoiceIssues supplies to Requesting Unit(3 days)

SPMO


45

Public Bidding (for purchases Php 250,000.00& above)

Prepares PR, ABC, specifications & instruction tobiddersDean/Director/Unit Head approvesSends the documents to the Budget Office(days)

Issues budget clearanceSends the documents to the Accounting Office(2 days)

Verifies PR & supporting documentsSends PR & supporting documents to BAC(1 day)

Advertises & invites biddersConducts pre-bid conferenceReceives, opens & evaluates bidsApproves resolution & recommends bid awardsPrepares Notice of AwardSends the documents to OC, OVCAd & Legal Officefor signature(45 days)

Certifies availability of fundsSends the documents to SPMO(1 day)

For Supplies, Materials and Equipment

Requesting Unit

Budget Office

Accounting Office

SPMO

BAC

Processing Time: 65 daysFor Infrastructure, Janitorial, Security and Internet Services

OC Approves Notice of Award(1 day)

46

Prepares OSSends the documents to Budget Office(1 day)

Assigns OS number and account codeRegisters in OS registryApproves OS(2 days)

Approves PO (for supplies) or contract (forinfrastructure projects and services)(1 day)

Releases Notice of AwardReceives Performance Bond from winning bidderPrepares PO and forwards bidding documents toLegal Office for contract preparation(1 day)

SPMO

Requesting Unit

Budget Office


OC

Serves PO or contract to winning bidderPrepares Notice to Proceed(1 day)

SPMO

47

Approves the Notice to ProceedSends the documents to SPMO(2 days)

Serves Notice to Proceed and PO to winning bidderReceives supplies/equipment and Charge InvoiceReceives, records and inspects deliveryPrepares RIS & issues supplies, materials &equipment to the Requesting UnitSends PR, Bid document, Abstract, PO, OS, IAR andCharge Invoice to the Requesting Unit(7 days)

OC

SPMO


48

Prepares POSends the documents to the Requesting Unit(1 day)

Prepares the OSDean/Director/Unit Head signs OSSends the documents to Budget Office(1 day)

Negotiated Bid(after second failure of public bidding)

Prepares a Letter of Request for Negotiated Bidaddressed to the ChancellorSends the documents to OC(1 day)

Approves the Letter of RequestSends the documents to SPMO(2 days)

Conducts canvass of price quotationsOpens price quotationsPrepares & signs the AbstractSends the documents to BAC(5 days)

Approves the AbstractSends the documents to SPMO(2 days)

BAC

OC

SPMO

BAC

SPMO

Requesting Unit


49

Assigns OS number & account codeRegisters in OS registryApproves the OSSends the documents to OVCAd(2 days)

Serves PO to the winning bidderReceives supplies/equipment/services & ChargeInvoiceReceives, records & inspects deliveryPrepares RIS & issues the supplies, materials &equipmentSends PR, Canvass of Quotation, Abstract, PO, OS,IAR & Charge Invoice to the Requesting Unit(6 days)


Budget Office

OVCAd

SPMO


50

Repairs and Maintenance (for equipment andvehicles)

Verifies & approves Pre-Inspection ReportSends the documents to the Requesting Unit(2 days)

Records & certifies Pre-Repair Inspection ReportSends the documents to property inspector(1 days)

Prepares Pre-Repair Inspection ReportSends the documents to SPMO(days)

Prepares PRDean/Director/Unit Head approves the PR(1 day)

Note: For different modes of procurement, pleaserefer to flow charts for (1) Purchase by CashAdvance, (2) Purchase by Direct Contracting, (3)Shopping, and (4) Repeat Order.

Requesting Unit

SPMO

Requesting Unit

Property Inspector


51

Loss of Government Property

Records & files the Notice of LossSends ARE to the Accountable Officer(1 to 3 days)

Prepares Notice of Loss within 30 calendar daysSends the Notice to COA, Police authority and SPMO(days)

Prepares request for relief from accountability of lostpropertyAttaches ARE to the requestExecutes affidavit of lossSecures joint affidavit from two individuals notinvolved in the lossSecures final police report attesting to attempts torecover the lossPrepares IIRSends the documents to OC(10 days)

Sends the documents to COA(1 day)

AccountableOfficer

AccountableOfficer

SPMO

AccountableOfficer


OC Recommends approval of application for reliefSends the documents to the Accountable Officer(2 days)

52

If COA grants the relief from accountability, theAccountable Officer sends the documents to SPMOIf COA denies relief from accountability, theAccountable Officer pays for the lost property &sends the OR to SPMO(1 day)

Grants/denies application for relief fromaccountabilitySends the documents to the Accountable Officer(days)

For relief granted, SPMO drops accountability fromthe book of accountsFor relief denied, SPMO drops accountability uponreceipt of ORSends the documents to the Accounting Office(3 days)

AccountableOfficer

COA

SPMO

Accounting Office Drops accountability from the book of accounts(1 day)


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Disposal of Unserviceable PropertyProcessing Time: 45 days

Prepares IIRDean/Director/Unit Head approves IIRSends the documents to SPMO(days)

Assigns IIR numberCertifies IIR of disposable propertyStores unserviceable property in the stockroomConducts inventory of unserviceable propertyEndorses disposal of unserviceable propertyPrepares endorsement letter for the disposal ofunserviceable propertySends the documents to ADC(4 days)

Inspects & appraises the unserviceable propertyRecommends mode of disposalSends the documents to SPMO

Note: ADC meets once a month.

Prepares endorsementSends the documents to COA(1 day)

Inspects the unserviceable property to be disposedSends the documents and the decision to SPMO(days)

Requesting Unit

SPMO

SPMO

COA

SPMO Endorses the documents to BAC(1 day)

ADC

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Serves the Notice of Award to winning bidder(1 day)

Signs the resolution and Notice of AwardSends the documents to BAC(2 days)

Advertises & invites biddersConducts pre-bid conferenceConducts pre-procurement conferenceReceives, opens & evaluates bidsApproves resolution & bid awardSends the documents to OC, OVCAd & Legal Office(30 days)

Receives the Notice of AwardPays for the purchased unserviceable property tothe Cashier(0.5 day)

BAC

OC

SPMO

Winning Bidder

Cash Office Issues OR to the winning bidder(0.5 day)


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Sends the Acknowledgment Receipt and gate passto the winning bidderReleases unserviceable property to winning bidderRecords & files all the documentsSends the documents to Accounting Office for filing(1 day)

Prepares Acknowledgment ReceiptSends the documents to OC(1 day)

Signs the Acknowledgment ReceiptSends the documents to SPMO(2 days)

OC

SPMO

SPMO

Drops accountability from the book of accounts(1 day)Accounting Office


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Physical Plant Office

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Requesting Unit

PPO ReceivingClerk

PPO Chief

PPO

Job Order Request for Design and CostEstimates

Total Processing Time: 8 days

Fills out three (3) copies of the Job Order RequestformSends the document to OVCAd with letter requestindicating purpose of the design/cost and source offund for the project(days)

Receives the Job Order Request form & assigns ajob order number(0.5 day)

Engineer/ArchitectIn Charge

Prepares the design and cost estimateForwards the document to the PPO Chief forevaluation and approval(2 to 5 days)

Evaluates and approves the design and costestimateInforms the Requesting Unit of the number of daysrequired for the design and cost estimates of theirjob request (1 day)

Forwards design and cost estimates to theRequesting Unit and provides a copy to the OVCAd(0.5 day)

Requesting Unit

Approves the request for design and cost estimatesand forwards it to PPO(1 day)

OVCAd

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Requesting Unit

PPO ReceivingClerk

PPO Chief

Job Order Request for Minor Repair andMaintenance

Total Processing Time: 4 days

Fills out three (3) copies of the Job Order RequestformSends the document to PPO(days)

Receives the Job Order Request form & assigns ajob order number(0.5 day)

Bldg./GroundMaintenance

Inspects the area requested for repair &maintenanceAssigns skilled workerSchedules the job order request, including theestimated date of completionRecommends approval & forwards the document tothe PPO ChiefInforms the Requesting Unit of the work schedule(2 to 3 days)

Approves the job requestInforms the Requesting Unit of the number of daysrequired for the design and cost estimates of theirjob request and provides a copy to the OVCAd(0.5 day)

Requesting Unit

THE UNIVERSITY OF THE PHILIPPINES MINDANAO on... · 2020. 12. 29. · THE UNIVERSITY OF THE...

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