UNIVERSITY OF THE PHILIPPINES, DILIMAN OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATIONS CITIZENS' CHARTER TABLE OF CONTENTS: I. VISION STATEMENT...........................................................................................................................3 II. MISSION STATEMENT.......................................................................................................................3 IV. STRATEGIC OBJECTIVES................................................................................................................4 V. FEEDBACK AND REDRESS MECHANISM.....................................................................................4 VI. LIST FRONTLINE SERVICES..........................................................................................................5 Effective System Flow...............................................................................................................................6 Office of the Vice Chancellor for Administrations Frontline Services..................................................5 Accounting Office......................................................................................................................................7 Budget Office.............................................................................................................................................8 Cash Office.................................................................................................................................................9 Human Resource Development Office....................................................................................................10 Business Concession Office.....................................................................................................................16 Supply Property Management Office.......................................................................................................17 PABX.......................................................................................................................................................22 UMT.........................................................................................................................................................22 VIII.DIRECTORY................................................................................................................23 I. VISION STATEMENT The OVCA seeks to bolster UP Diliman's bid for national and global recognition as the country's premier national university in a major way. It is committed to creating the best and most hospitable environment, through prompt delivery of top quality administrative services, in support of the University's three major functions: excellence in instruction, research and extension. It hopes to enhance the University's competitive edge and educational mission through periodic policy and program reviews to prioritize finite budget resources, reduce administrative redundancy and achieve maximum impact. II. MISSION STATEMENT OVCA is the office in charge of the overall implementation and administration of the policies relative to personnel, finances, procurements, resources generation and utilities management in UPD. The main task of OVCA, along with the units under its supervision, is to provide the needed support and services that will facilitate the delivery of instruction, research and community/public service by the academic units. IV. STRATEGIC OBJECTIVES: To provide administrative and fiscal support services and resources in a spirit of integrity, transparency, economy, efficiency, accountability and collegiality. To be a model of economy, efficiency and competence in allocating and using its resources, that is, optimally aligned with the needs of its clientele, as the steward of the University's human, physical and financial resources. To make delivery of its support service (fiscal, manpower and procurement) simple, costeffective, timely and prompt. To advance the continuous promotion of staff welfare and development. To improve personnel services through highly selective recruitment and hiring personnel, competency upgrading training of non teaching personnel and providing training opportunities in the use of Information Communication Technology (ICT) and the latest technologies. To continue review and evaluation of University policies on fiscal management, procurement and human resource administration for their relevance and responsiveness to the changing need of the University's academic and non academic units. V. FEEDBACK AND REDRESS MECHANISM Please let us know how we have served you by doing any of the following: Offices e-mails Land lines Officer -in-Charge HRDO [email protected] 9818500-2579 Mam Joy OVCA [email protected] 9818500-2851 Mam Joan ACCOUNTING OFFICE [email protected] 9818500-2753 Mam Alice CASH OFFICE [email protected] 9818500-2762 Mam Lisa BUDGET OFFICE [email protected] 9818500-3019 Mam Perla SPMO [email protected] 9818500-4582 Sir Cenon BCO [email protected] 9818500-4026 Sir Dan PABX [email protected] 9818500-2070 Mam Jade UMT [email protected] 9818500-2070 Mam Riza Thank you for helping us continuously improve our services VI. LIST FRONTLINE SERVICES Office of the Vice Chancellor for Administrations Accounting Office http://ovca.upd.edu.ph/index.php/departments/dili man-accounting-office Budget Office http://ovca.upd.edu.ph/index.php/departments/dili man-budget-office Cash Office http://ovca.upd.edu.ph/index.php/departments/dili man-cash-office Human Resource Development Offices http://hrdo.upd.edu.ph/ Supply Property Management Offices http://spmo.upd.edu.ph/ PABX-UMT http://ovca.upd.edu.ph/index.php/departments/voi p-pabx Business Concession Offices http://ovca.upd.edu.ph/index.php/departments/busi ness-concession-office EFECTIVE SYSTEM FLOW UNIVERSITY OFFICIALS (PRESIDENT ,BOR,CHANCELLOR) DILIMAN OVCA OVCA OFFICES DEANS/DIRECTORS HEADS/AOS EMPLOYEES FACULTY,REPS,ADMINS • • • • Supervision and implementation Capacity Development Requirements submission Feedback mechanism for decision making VII. LIST FRONTLINE SERVICES B.1 ACCOUNTING OFFICE [A] PROCESSING OF VOUCHER FOR PAYMENT OF FIRST SALARY Schedule: Monday – Friday (8:00 a.m. to 5:00 p.m.) Stakeholders: UPD Employees (Newly Appointed) Requirements: Copy of Appointment BIR Form Report for Duty DTR/COS Oath of Office Approved Application for Leave (if applicable) Assets & Liabilities Duration:1 Hour & 21 Minutes Steps 1 Applicant In behalf of the applicant, HRDO submits appointment with complete requirements Service Provider Receives documents Verify completeness Durations Persons in-charge Fees HRMO 2 Minutes 2 Computes Salary Prepares Voucher 10 Minutes HRMO 3 Performs pre – audit 1 Minutes HRDO Director 4 Prepares obligation request 3 Minutes VC for Academic Affairs /Administration 5 Signs obligation request 2 Minutes Chancellor 6 Provides budget clearance 1 Minutes HRMO 7 Journalize entries 8 Signs Voucher 9 Prepares Check 10 Signs check 11 Cosigns Check 12 Received check payments Release Check End of Transactions Form [B]ISSUANCE OF CERTIFICATION (Purpose: GSIS/PAG-IBIG/PHILHEALTH, ETC.) Schedule: Monday – Friday (8:00 A.M. to 5:00 P.M.) Stakeholders: UPD Employees Requirements: None Duration: 14 Minutes Steps 1 2 Applicant Request for Certifications Checks Accounting data -Types certificate -Prints and initials 3 4 Request to the Accounting Office and Claim the requested document Service Provider Verify purpose Advises applicant re: release of document Durations Persons in-charge Fees 1 Minute Accounting Office Staff Checks Accounting data -Types certificate -Prints and initials 10 Minutes Accounting Office Staff Review and signs certificate 2 Minutes Chief Accountant Release document to the applicant 1 Minute Accounting Office Staff End of Transactions B.2 BUDGET OFFICE [1]Budget Preparation And the Budget Calendar The Planning Phase Budget Preparation Budget Authorization Budget Implementation Budget Accountability [2]Funds Available to the Unit for Expenditures Internal Operating Budget General Fund Revolving Fund [3]Classification of Expenses or Obligations Charged Against the IOB Capital Outlay (CO) Current Operating Expenditures Personal Services (PS) Maintenance and Other Operating Expenses (MOOE) [4]Trust Funds – Student Fees Laboratory Fees Educational Development Fees Library Fees Athletic Fees Cultural Fees Medical Fees Form [5] Central Funds which can be tapped for Non-recurring Expenses General Maintenance Fund Supplementary Miscellaneous Expenses Faculty Development Fund Staff Development Fund Equipment Fund Reprogrammed or Programmed Funds for PS, MOOE, or CO [6]Basic Budgeting and Accounting Concepts • Recurring vs Non-Recurring Expenses • Proper Charging of Obligations or Expenditures against the Proper Allotment • How to Efficiently Monitor Fund Balances and Maximize the use of such Funds • What to do with Unpaid Accounts Before the End of the Year B.3 CASH OFFICE [1]Collection of Income Sources of Income National Government Subsidy Tuition Fees of Students Sales of Goods and Services Operation of Physical Facilities Land Grants and Extension Services Trust Receipts [2]Rules and Regulations Governing Collection and Utilization of Cash Official receipt must be issued immediately Collection must be deposited intact to the authorized depository bank Collection must not be used for payment of expenditures The Agency Head is responsible for the accounting of all income Cash collection is subject to frequent random audit by the COA The persons authorized to collect must render cash reports The persons authorized to collect must maintain a cash book Persons whose cash accountability exceeds P 1,999 must be bonded No new requisition of Official Receipt is allowed unless the previous requisition is already used up [3]Disbursements Rules and Regulations Governing payment of University Obligations Payment of Salaries Payment of Supplies, Materials, Equipment and Construction Reports and Records of Disbursements [4]Short-Term Investments By virtue of Executive Order No. 714, the University was granted the authority to manage and control its affairs specifically those pertaining to fiscal matters. The University is allowed to keep/deposit its income in a bank account maintained at PNB, instead of depositing it at the Bureau of the Treasury. The DBM remits to U.P. cash allocations on a quarterly basis, thus, giving the University the opportunity to invest temporarily unused portions of its cash budget on higher-yielding secured investment/placement at the authorized government deposity bank. The interest earned on investment is used as follows: 20% is set aside for the purpose of increasing capital for investment. 80% can be spent as authorized by the Board of Regents. Some of the uses are as follows: Faculty Development Honoraria /Allowances Financial Benefits MOE Augmentation Custodian of Cash Cash Office remits cash to autonomous campuses. This is done through direct issuance of funding checks or through telegraphic transfer. Cashiering Accountability The Director of the Cash Office or any employee whose position entails handling of cash is responsible for its accounting. It is the duty of that employee to tkae reasonable steps to minimize the risk of losses and irregularities. The head of unit recommending payment of any disbursement subsequently suspended or disallowed by COA is secondarily liable for it. B.4 HUMAN RESOURCE DEVELOPMENT OFFICE [A] PROCESSING OVCA-HRDO BASIC PAPERS UNIT Submit Basic Papers to HRDO Basic Papers for Renewal of Regular,Casual,MC11Category,UP Contractual For AdPFC Papers selection Basic papers for: Original Transfer Reemploym entReappointm entPromotion Forward Basic Papers – to Diliman Budget Office for clearance HRDO Appointment Section Preparation of Appointment papers Vice-Chancellor for Administration – SG 3-17 Office of the Chancellor – SG 18 & above HRDO Releasing of appointment papers and preparation of RAI for submission to Civil Service Commission (CSC) AdPFC Approval [B] Issuance of Service Records (For Active Employees) Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.) Stakeholders: Active Employees Requirements: none Duration: 13 Minutes Steps 1 Applicant Durations Persons in-charge Fees Informs the applicant re: schedule of release of document 1 Minute HRMO 2 -Updates S.R -Prints and Initials 5 Minutes HRMO 3 -Signs S.R 1 Minute HRDO Director Release document to the applicant 1 Minute HRMO 4 Register in HRDO log book for service record Service Provider Returns to HRDO as per schedule and claim of the requested documents Form END of Transactions [C] Issuance of Service Records (For Separated Employees) Schedule : Monday to Friday (8:00 A.M. to 5:00 P.M.) Stakeholders: Separated Employees Requirements: none Duration: 13 Minutes Steps Applicant Service Provider Durations Persons in-charge 1 Register in HRDO log book for service record Advices the Applicant re: -Payment of Fees -Date of release of document 1 Minute HRMO 2 Pay to Cashier Receives payment and issues Official Receipt 5 Minutes Cashier 3 -Checks SR from the files -Prints and signs 10 Minutes HRDO Director 4 Sign SR 1 Minute HRMO Verifies Official Receipt -Releases document to the Applicant 1 minute HRMO 5 Returns to HRDO as per schedule and claim of the requested documents End of Transactions Fees 10.00 Php per document Form [D]Issuance of Certificate of Employment (Purpose: GSIS/PAG_IBIG/Provident) Schedule : Monday to Friday (8:00 A.M. to 5:00 P.M.) Stakeholders: Active Employees Requirements: none Duration: 13 Minutes Steps 1 Applicant Service Provider Register in HRDO to log book Advices the Applicant re: for Certification -Date of release of document Durations Persons in-charge Fees Form 1 Minute HRMO 2 -Checks Personnel data -Type certificates -Prints and initials 10 Minutes HRMO 3 Sign certificate 1 Minute HRDO Director Release document to the applicant 1 minute HRMO 4 Returns to HRDO as per schedule and claim of the requested documents End of Transactions [E] Issuance of Certificate of Employment (Purpose: For Reference and/or Private Loans) Schedule: Monday to Friday (8:00 A.M. to 5:00 P.M.) Stakeholders: Separated Employees Requirements: none Duration: 13 Minutes Steps Applicant Service Provider Durations Persons in-charge Fees Form 1 Register in HRDO log book for service record Advices the Applicant re: -Payment of Fees -Date of release of document 1 Minute 2 Pay to Cashier Receives payment and issues Official Receipt 5 Minutes 3 -Checks SR from the files -Prints and signs 10 Minutes 4 Sign SR 1 Minute Verify official receipts -Release document to the applicant 1 minute 5 Returns to HRDO as per schedule and claim of the requested documents End of Transactions [F] Request for Special Detail and issuance of Travel Authority (Foreign Trips) Schedule: Monday to Friday (8:00 A.M. to 5:00 P.M.) Stakeholder: Active Employees Requirements: Unit Head endorsed duly accomplish Request Form Letter of Invitation University Clearance (if applicable) Service Contract Surety Agreement Duration: 20 Minutes Steps 1 Applicant Service Provider Submit the requests with the Receives the request and complete requirement with the requirements from the HRDO applicant -Check completeness Durations Persons in-charge Fees HRMO 2 Minutes 2 Evaluate receipts Prepares Travel Authority 10 Minutes HRMO 3 Signs HRDO Clearance -Initials Travel Authority 1 Minutes HRDO Director 4 Submit to the office of the VC Endorse request Academic Initials Travel Authority Affairs/Administration 3 Minutes VC for Academic Affairs /Administration 5 Submit to the office of the Chancellor Approve request Signs Travel Authority 2 Minutes Chancellor 6 Returns to HRDO as per schedule and claim of the requested documents Verify official receipts -Release document to the applicant 1 Minutes HRMO End of Transactions Form Request Form If applicable: Univ. Clearance Service Contract Surety Agreement [G] Application for Leave Schedule: Monday to Friday (8:00 a.m. to 5:00 p.m.) Stakeholders: Central Administration Employees Requirements: Application for Leave (Form 6) Medical Certificate Maternity Leave Vacation Leave of 30 calendar University Clearance Duration: 20 Minutes Steps 1 Applicant Service Provider Submit the requests with the Receives the request and complete requirement with the requirements from the HRDO applicant -Check completeness Durations Persons in-charge Fees HRMO 2 Minutes 2 Evaluate receipts Prepares Travel Authority 10 Minutes HRMO 3 Signs HRDO Clearance -Initials Travel Authority 1 Minutes HRDO Director 4 Submit to the office of the VC Endorse request Academic Initials Travel Authority Affairs/Administration 3 Minutes VC for Academic Affairs /Administration 5 Submit to the office of the Chancellor Approve request Signs Travel Authority 2 Minutes Chancellor 6 Returns to HRDO as per schedule and claim of the requested documents Verify official receipts -Release document to the applicant 1 Minutes HRMO End of Transactions Form Request Form If applicable: Univ. Clearance Service Contract Surety Agreement B.5 BUSINESS CONCESSION OFFICE The Office under the stewardship of the OVCA, and shall continue to perform it mandates of administering the business concessionaires of the UPD, and at the same time, undertake the needed review of the rental rates of this with expiring contracts for the purpose of coming up with a more realistic and competitive rates. The BCO shall continue to pursue vigorously the collection of rental payments from delinquent business establishments; and the enforcement of the terms of reference(TORs) of the contract between UPD and its concessionaire. In the same vein it shall see to it University is properly compensated for the utilization of its facilities and spaces for entrepreneurial endeavors by the various units. Main Functions: [1]Effective and Efficient Collection of : Rentals (space and land use) Fees (Permit-to-Operate/Vend) Other sources of income (temporary services, markets, etc.,) from businesses in the University under its purview. Evaluation and updating of Contracts of business operators in the University of the Philippines Diliman (UPD) together with the monitoring of activities. [2]Categories of Operators: Leases (lots and spaces) Canteen concessionaires Kiosks Ambulant vendors (Samahang Manininda sa UP Campus – SMUPC) Food deliveries Food sales Flea markets / Tiangge Businesses in Residential areas (For policy evaluation-Transitory) [3]Issues and Concerns: Canteen concessions – Bidding and Monitoring Tiangge / Temporary Food Service (Food safety sanitation, Waste disposal, Security, Duration) Inquiries Resource generation zones Flow Charts (Units Regular Requests): Canteen Concessions: B.6 SUPPLY PROPERTY MANAGEMENT OFFICE PROCUREMENT FLOWCHART: A) MODE: BIDDING LESS THAN 1 MILLLION B) MODE: BIDDING 1 MILLION ABOVE C) MODE: DIRECT CONTRACTING (LOCAL & ABROAD) D) MODE: REPEAT ORDER B.7 PABX-UMT 1) Troubleshooting PABX & Telephony Schedule: Monday – Saturday (8:00 A.M. to 5:00 P.M.) Stakeholders: UPD Employees Requirements: None Duration: 30 Minutes Steps 1 Applicant Request for disabled number Service Provider Durations Persons in-charge Fees Technician verify the call error PABX Technician 10 Minute 2 If slight problem call the client 10 Minutes for immediate fixing If Phone is damaged inform the client about the time to trouble shoot PABX Technician 3 Recommend Solutions 5 Minutes PABX-UMT Supervisor 4 Request for testing the number Ticket problem resolve once again 5 Minute PABX Technician End of Transactions Form VIII.DIRECTORY Offices under the Office of the Vice Chancellor for Administrations Accounting Office Diliman Budget Office (DBO) Cash Office Human Resources Development Office (HRDO) Supply and Property Management Office (SPMO) Utilities Management Team PABX Business Concessions Office (BCO) Ms. Celeste P. Mamaril, Acting Director Mr. Antonio M. Becoñado, Officer-in-charge Ms. Leonila T. Balasbas, Acting Director Dr. Angela D. Escoto, Director Prof. Dan A. Saguil, Acting Director Prof. Philip Christian Zuñiga, Team Leader Ms. Christine Alejandro, Officer-in-Charge Dr. Raquel B. Florendo, Director Director of Institutes and Centers Dr. Cynthia Neri Zayas Atty. Flordeliza C. Vargas-Trinidad Prof. Elizabeth Aguiling-Pangalangan Prof. Harry Roque Prof. Patricia Daway Prof. Rowena Morales Prof. Concepcion L. Jardeleza Jay L. Batumbacal, JSD Dr. Maria Faina Diola Dr. Ebinezer R. Florano Prof. Wilhelmina L. Cabo Dr. Edwin Gaspar A. Alampay Dr. Ma. Oliva Z. Domingo Dr. Sonia D. Jacinto Dr. Florian del Mundo Dr. Carlo Arcilla Dr. Cynthia Palmes-Saloma Dr. Rolando V. Sarmago Dr. Windell L. Rivera Dr. Marie Antonette J. Meñez Dr. Rene Rollon Dr. Marian P. Roque Dr. Maria Midea M. Kabamalan Dr. Ricardo T. Jose Prof. Roehl Jamon Prof. Patrick Campos Prof. Shirley P. Evidente Dr. Aura C. Matias Dr. Ariel C. Blanco Dr. Joel Joseph S. Marciano Jr. Dr. Alexis A. Acacio Dr. Hilario Sean O. Palmiano Dr. Guillermo Q. Tabios III Dr. Fernando J. Germar Dr. Soledad Ulep Prof. Nestor O. Rañeses Dr. Ronaldo San Jose Col. Leopoldo A. Imbang Jr. Dr. Patrick D. Flores Dr. Jose Y. Dalisay Jr. Dr. Ramon L. Clarete Dr. Ramon P. Santos Prof. James Ryan Jonas Dr. Gerardo B. Agulto Director, Center for International Studies (CIS) Director, Office of National Administrative Register Director, Institute of Human Rights Director, Institute of International Legal Studies Director, Institute of Administration of Justice Director, Office of Legal Aid Director, Institute of Government and Law Reform Director, Institute for Maritime Affairs and Law of the Sea (UPIMLOS) Director, Publications Office (NCPAG) Director, Center for Policy and Executive Development Director, Center for Leadership, Citizenship and Democracy Director, Center for Local and Regional Governance Director, Center for Public Administration and Governance Education Director, Institute of Biology Director, Institute of Chemistry Director, National Institute of Geological Sciences (NIGS) Director, National Institute of Molecular Biology and Biotechnology (NIMBB) Director, National Institute of Physics (NIP) Director, Natural Sciences Research Institute (NSRI) Director, Marine Science Institute (MSI) Director, Institute of Environmental Science and Meteorology (IESM) Director, Institute of Mathematics Director, Population Institute (PopI) Director, Third World Studies Center Director, Film Institute Director, Office of Research and Publication Director, Office of Extension and External Relations Executive Director, National Engineering Center (NEC) Director, Training Center for Applied Geodesy and Photogrammetry (TCAGP) Director, Electrical & Electronics Engineering Institute (EEEI) Director, Institute of Civil Engineering (ICE) Director, National Center for Transportation Studies (NCTS) Director, National Hydraulic Research Center (NHRC) Director, Building Research Service Director, National Institute for Science and Mathematics Education Development (NISMED) Director, Institute for Small-Scale Industries (ISSI) Principal, UP Integrated School (UPIS) Commandant and Department Head, Department of Military Science and Tactics (DMST) Curator, Jorge Vargas Museum Director, Institute of Creative Writing (ICW) Director, Economics Research Center Director, Ethnomusicology Center Executive Director, UP Provident Fund, Inc. Director, UP Foundation, Inc. Deans Arch. Mary Ann A. Espina Dr. Elena Rivera Mirano Dr. Eduardo T. Gonzalez Dr. Miguela M. Mena Dr. Ben Paul B. Gutierrez Dr. Ramon L. Clarete Dr. Rosario I. Alonzo Dr. Aura C. Matias Prof. Leonardo C. Rosete Dr. Aurorita T. Roldan Prof. Ronualdo U. Dizer Prof. Julkipli M. Wadi Atty. Jonathan P. Sale Prof. Danilo L. Concepcion Prof. Kathleen Lourdes B. Obille Dr. Rolando B. Tolentino Dr. José S. Buenconsejo Dr. Maria Fe Villamejor-Mendoza Dr. José Maria P. Balmaceda Dr. Grace Aguiling-Dalisay Prof. Jocelyn T. Caragay College of Architecture (Archi) College of Arts and Letters (CAL) Asian Center (AC) Asian Institute of Tourism (AIT) Cesar E.A. Virata School of Business School of Economics (SE) College of Education (CEduc) College of Engineering (CEngg) College of Fine Arts (CFA) College of Home Economics (CHE) College of Human Kinetics (CHK) Institute of Islamic Studies (IIS) School of Labor and Industrial Relations (SOLAIR) College of Law (CL) School of Library and Information Studies (SLIS) College of Mass Communication (CMC) College of Music (CM) National College of Public Administration and Governance (NCPAG) College of Science (CS) College of Social Sciences and Philosophy (CSSP) College of Social Work and Community Development (CSWCD) Dr. Dennis S. Mapa School of Statistics (Stat) Dr. Mario R. Delos Reyes Prof. Edison B. Cruz Dr. Armand Salvador B. Mijares Dr. Florencia Charito I. Sebastian School of Urban and Regional Planning (SURP) Director, Technology Management Center (TMC) Director, Archaeological Studies Program Director, UP Diliman Extension Program in Pampanga (UPDEPP)
© Copyright 2018