UP Diliman

Return-to-Work
Guidelines

Post-ECQ Guidelines for

Administrative Processes
Office of the Vice Chancellor
for Administration
Post-ECQ Guidelines for Administrative Processes 1
 Quick Navigation
General Guidelines for Transactions with OVCA Offices 3
Human Resource Development Office (HRDO) 5
Diliman Accounting Office (UPDAO) and Diliman Budget Office (UPDBO) 8
Diliman Cash Office (UPDCO) 9
Supply and Property Management Office (SPMO) 11

2 UP Diliman Return-to-Work Guidelines

General Guidelines for Transactions C. Releasing of document/s from the OVCA Office
with OVCA Offices Whenever applicable, scanned documents can be
released to the proper or authorized receiver. When a
A. Submission of documents to OVCA Offices document hardcopy is needed, the unit first contacts
the concerned OVCA Office if the document/s is/are
Depending on the document type, document submission available for release. The OVCA Office sets the day and
is either through email or physically bringing it to the time the receiver or authorized representative can claim
concerned OVCA Office. the document/s.

1. Transmittal via email D. Follow-up and queries on the status of

transaction or processing of document/s
To prevent close contact, transmittal of some
documents is via email. Request letters and If the submitted document has a DTS number, locating
documents not requiring wet signatures are and tracking the document’s processing stage can be
submitted via email. viewed using the Document Tracking System, https://
dts.up.edu.ph/.
Office Email Address
OVCA [email protected] Follow-up can also be done via:
HRDO (Human Resource
[email protected] a. Email
Development Office)
Accounting [email protected]
b. Website feedback
Budget [email protected]
Cashier [email protected] c. FB Messenger (for general queries only;
SPMO (Supply and not intended for the query on the status of
Property Management [email protected] document processing)
Office)
d. Phone call (limited)
In the email, the sender indicates the Document
Tracking System (DTS) number either in the subject For follow-up queries, email the concerned office and
heading, email body or in the attached file document. provide complete information. The concerned office
cannot act on queries with incomplete information.
2. Receiving of physical documents
Follow-up on Email Unit/Section
The OVCA Offices assign a designated area for
Status of acctgvtracks.upd@ Diliman
receiving and releasing documents where physical disbursement up.edu.ph Accounting
distancing is observed. Messengers or clients submit vouchers Office
document/s in appropriately color-coded or labeled Status of hrrd_ HRDO
drop boxes placed within the office premises. appointment; appointmentstatus. Appointment
Those submitting document/s fill-out two slips Certification of [email protected] Section
detailing the nature of the document/s. The slip is Employment
downloadable from the OVCA website and can be Status of separation- separation_hrdo.upd@ HRDO
filled by the administrative personnel or the client related claims and up.edu.ph Separation
benefits Services
before delivering the document to the concerned
Status of loan benefits_hrdo.upd@ HRDO Benefits
OVCA Office. An assigned staff is stationed at the applications, eHope, up.edu.ph Section
receiving station. computer loan, leave
credits, Certificate
B. Documents that cannot be submitted via email of Employment
and Compensation,
Secondment,
Documents requiring wet signatures like disbursement Limited Practice
vouchers or documents with required hardcopy of the profession,
attachments must be physically submitted to the employees
concerned OVCA Office. For documents coming dependent for study,
Loyalty,Pag-ibig,
from the unit, the DTS number is necessary for easy PhilHealth and GSIS
document tracking. concerns.

Post-ECQ Guidelines for Administrative Processes 3

 Follow-up on Email Unit/Section In case the forms are not available on the website, units
or employees can email the concerned OVCA office and
Status of Authority planning_hrdo.upd@ HRDO Planning
To Fill up.edu.ph and Research request for the needed form/s.
Section
Service Record hrdo.updiliman@ HRDO F. Use of UP email address and Advisory on the
up.edu.ph Administrative digital signature
Services
Job Application/ hrdorecruitment.upd@ HRDO All UP employees must use their UP email address (@
Hiring up.edu.ph Recruitment
and Selection
up.edu.ph) for their official communication internally
Section and externally in compliance with the UP System
Onboarding of training_hrdo.upd@ HRDO Training memorandum and in alignment with the UPD DPO
newly-hired admin up.edu.ph Section Memorandum No. EBM 20-05 on UP Diliman email policy.
personnel and
Research, Extension Signatories are encouraged to use digital signatures
and Professional
legally recognized in RA 8792 such as the DICT PNPKI
Staff (REPS),
mandatory training digital signatures.
and other learning
and development- G. Setting a meeting with the head of an
related concerns
for administrative OVCA Office
personnel
Study leave/Special scholarshipfellowship_ HRDO The Executive Assistant of the concerned office assists in
detail/Sabbatical [email protected] Scholarship setting a schedule for a virtual meeting (e.g., via Zoom)
leave concerns and Fellowship with the head of an OVCA Office.
Section
Status of return suretycontracts_hrdo. Surety
service requirement [email protected] Contracts
and contractual Administration
obligations-related Services
concerns
Administrative hrdc_ovca.upd@ UPD HRDC
development and up.edu.ph secretariat
funding related
concerns
Status of HR-related hrdbd_hrdo.upd@ HRDBD Division
development and up.edu.ph Head
benefits
Check Availability [email protected]. Diliman Cash
ph Office
SPMO concerns [email protected] SPMO
Diliman Budget budgetoffice.upd@ Diliman Budget
Concerns up.edu.ph Office

E. Forms and list of requirements needed for a

certain process

Details on processes including required forms and

documentary requirements can be found in the websites
of the OVCA offices:

Office Website
OVCA https://ovca.upd.edu.ph/
Accounting/Budget/
https://ovca.upd.edu.ph/
Cashier
https://www.facebook.com/
SPMO
spmoupd/
HRDO http://hrdo.upd.edu.ph/

4 UP Diliman Return-to-Work Guidelines

 be submitted together with the evaluation of the
Human Resource Development Office applicants to save processing time. HRMPSB or RPC
(HRDO) may return the matrix of evaluation (and Basic Paper)
if a strong justification for the recommendation of the
A. Request for a certification document from unit is required.
HRDO
D. Submission of request for Authority to Fill/
Requests for certification (e.g., certification of Hire (ATF/ATH) or its renewal
employment, certification of performance rating,
certification of leave credits) can be done via email by Request for Authority to Fill/Hire (ATF/ATH) or its renewal
filling out a request slip found at the HRDO website. can be done via email. The fillable form is available at
Indicate if the document requested can be released the HRDO website including the list of documentary
in electronic form or a printed copy is needed. Due to requirements. The request’s evaluation and processing
data privacy concerns, only the person concerned can are facilitated online. Approved requests are forwarded
request for certifications using his/her UP email address to the official email address of the requesting unit
(@up.edu.ph). HRDO can verify details of the requester’s or head of the unit. The HRDO Recruitment Section
identity, especially those who are not or no longer is provided a copy so they can publish and post the
connected with UP. vacant position and thereby initiate the recruitment and
selection procedure.
B. Submission of application for a job vacancy
(Administrative and Research, Extension and E. Submission of IPCR (Administrative Staff) or
Professional Staff/REPS positions) PES (REPS)

The application process and list of documentary The submission of the Individual Performance
requirements can be found at the HRDO website. The Commitment and Review (IPCR) form for administrative
application can be done via email with ALL documentary employees and the Performance Evaluation System (PES)
requirements attached. The HRDO-Recruitment and form for REPS on or before July 15, 2020 (Performance
Selection Section (HRDO-RSS) evaluate the applicant’s Target) and on or before July 31, 2020 (Performance
eligibility. The HRDO-RSS notifies unqualified applicants Rating) will be online. The Unit AO shall collate and scan
via email. Only the successful applicant is required to (in PDF format) at the unit level the signed IPCR and PES
provide printed original copies of the documents. forms for REPS.

C. Selection of successful applicant As much as possible, there will be no individual

submission of IPCR and PES forms for REPS in order to
The list of qualified applicants together with the properly manage the incoming emails.
applicants’ scanned application documents is sent
to the Department Chairman/Director of the Unit, The Unit AO shall email HRDO copies of the scanned
copy furnished the Administrative Officer (AO) of the IPCR and PES form for REPS together with a summary
Department/Institute, AO of the College/Unit, and the list of employees included in the submission. In case the
Dean/Head of the Unit. Interviews of qualified applicants file is too big, the Unit AO can opt to submit using Google
can be done virtually via Skype or Zoom. The unit is also Drive links or by batches.
provided with the list of unqualified applicants.
The HRDO Monitoring and Evaluation Section (MES)
The deliberation at the unit level can be conducted via receiving personnel acknowledges the submission by
Zoom. The applicant’s evaluation results including sending a Certification of Compliance to Submission,
the matrix of evaluation can be sent to HRDO via email after reviewing and verifying the consistency of the
([email protected]. summary list and the actual copies of scanned IPCRs
ph). Endorsements can be done via email thread to and PES forms for REPS. The Unit AO is responsible
the same address with the individual concurrence for keeping the hard copies of the IPCRs and PES
of the members of the unit’s Human Resource Merit forms for REPS.
Promotion and Selection Board (HRMPSB) or REPS
Personnel Committee (RPC). HRMPSB or REPS Personnel F. Submission of Statement of Assets, Liabilities
and Fellowship Committee (RPFC) of the University and Net Worth (SALN)
deliberates and recommends to the Appointing Authority
(Chancellor) for the applicant’s successful appointment. In compliance with the requirement of the Civil
Service Commission (CSC) and the Office of the
The recommended applicant’s Basic Paper can Ombudsman, manual submission of the 2019

Post-ECQ Guidelines for Administrative Processes 5

 Statement of Assets, Liabilities and Net Worth (SALN) 2. Apply for a loan through GWAPS/GW@PS (GSIS
is required. HRDO is still waiting whether CSC and Wireless Automated Processing System) at the GSIS
the Office of the Ombudsman will issue a resolution kiosks located at the Diliman Cash Office and Quezon
allowing e-signature and on-line submission. Hall, following the steps indicated in the link.

Employees SALN must be submitted to the HRDO For updates, always check GSIS advisory at https://
Information Management Section (IMS). A drop box for www.gsis.gov.ph/category/advisory.
SALN submission is provided. The SALN needs to be
notarized. The unit AO is authorized to administer the I.
Application for eHOPE (Enhanced
oath. The designated Unit AO can collect the SALN. The Hospitalization Programme for Employees)
unit AO shall prepare a summary list of submission that hospitalization benefits
serves as the IMS receiving personnel’s reference. The
summary list together with the three copies of SALN The employee reviews the guidelines and list of
(3 original copies) of all the unit employees must be documentary requirements for eHOPE application
enclosed in a sealed envelope marked with: 2019 SALN at the HRDO website. Employee submits completely
and Name of Unit including the date of submission. accomplished requirements with DTS number to HRDO
via email ([email protected]), or physically
To avoid physical contact, no receiving copy is released submit the application documents to HRDO via drop
at the time of submission. The IMS receiving personnel, box. Official receipts (hardcopies not scanned copies)
upon review of the submission, informs the unit AO must be submitted to HRDO. If using a non-UP extension
when to pick up the receiving copy, if needed. email address (e.g., Gmail or Yahoo mail), the employee
must attach a copy of the front and back of two valid IDs
For employees who opt to personally submit their in the email. The employee coordinates with the HRDO
2019 SALN in view of Data Privacy issue, this is allowed Benefits Section for the application status.
provided that prior arrangement from the IMS receiving
personnel shall be made as to the date and time he/she J. Application for a computer loan
will submit his/her 2019 SALN. It should be noted that
the SALN is notarized or oath administered by the unit The employee reviews the guidelines and list of
AO or immediate supervisor in the AO’s absence form documentary requirements for computer loan
for REPS on or before July 15, 2020 (Performance Target) applications at the HRDO website. Completely fill-
and on or before July 31, 2020 (Performance Rating) will out the form and secure the approval or endorsement
be online. The Unit AO shall collate and scan (in PDF (through email) of the immediate supervisor and unit
format) at the unit level the signed IPCR and PES forms head in coordination with the unit AO. Employee submits
for REPS. completely accomplished requirements with DTS
number to HRDO via email ([email protected].
G. Processing of retirement claims, GSIS Policy ph) or physically submit the application documents to
Maturity claim and other related claims HRDO via drop box.

The employee reviews the guidelines and list of The employee waits for the advice from the Diliman Cash
documentary requirements at the HRDO website. Office for the crediting of loan to the employee’s LBP
Employee submits completely accomplished ATM payroll account, subject to government accounting
requirements to HRDO via email or submits hardcopy of rules and regulations, and evaluation of the Diliman
documents through an authorized representative in the Accounting Office. Loan settlement is automatically
designated HRDO drop box. Employee communicates debited from the ATM payroll account based on the
with the HRDO Separation Services Section (separation_ terms of payment.
[email protected]) for further assistance, especially
in accomplishing University clearance. The employee submits the official receipt to HRDO for
monitoring and recording purposes.
H. Application for a GSIS Loan
K. Application for study leave, sabbatical
An employee can choose the manner of loan application: leave, special detail and other long-term
official leave
1. Online submission through [email protected]
using the employee’s official UP email address. For The employee reviews the guidelines and documentary
details, visit the online loan application for GSIS requirements posted at the HRDO website:
members and pensioners.
1. Study leave form at https://hrdo.upd.edu.ph/
articles/57/study-leave-applications
6 UP Diliman Return-to-Work Guidelines
2. Sabbatical HRDO Form C-5 at https://api.ovca.upd.edu. 2. Employees under work-from-home arrangement
ph/hrdo/files/documents/5e7e429db9943437d4346606. shall make themselves available during the work
pdf hours that they are at home. (CSC MC 10, s. 2020):

3. Special detail form at https://hrdo.upd.edu.ph/ 3. Evaluation of the employee’s output by the

articles/57/study-leave-applications immediate supervisor on the assigned tasks on
work-from-home arrangement. Those on WFH
Employees can submit completely accomplished simply submits weekly/daily accomplishment
applications with proper endorsements and required reports to serve as the basis for their attendance.
attachments, and with DTS number, to HRDO via email
to [email protected] or Work-from-Home arrangement implementation
physically submit the application documents to HRDO can include:
via drop box. The employee coordinates with the HRDO
Scholarship Section for the application status. 1. Unit Head, through the unit AO, must come up
with a work arrangement for admin staff and REPS
L. Filing for vacation leave, sick leave or short- indicating the weekly schedule and including a
term personal leaves combination of physically reporting to work and
work from home in compliance with MEMORANDUM
The employee files vacation leave, sick leave or NO. TJH 2020-22. Work arrangement must be
other short-term leaves using the CSC Form No. 6 guided by the ADMINISTRATIVE ORDER NO. FRN-
downloadable at the HRDO website and secures the 20-052 (Implementation of the UP Diliman Post-
approval or endorsement of the immediate supervisor ECQ Guidelines). The work arrangement schedule
and unit head in coordination with Unit AO through email must be submitted to HRDO. HRDO will release an
to [email protected]. The unit AO forwards advisory on the submission of work schedule.
the endorsed leave to HRDO, and copy furnishes the
employee for further processing. 2. Unit Head, through the unit AO, records mutually
agreed official work-from-home arrangement,
M. Policy for work from home employees including weekly tasks and deliverables, of personnel
for official recording. Work accomplishments must
Work from Home (WFH) refers to an output-oriented be reported to the unit AO for submission to HRDO.
work arrangement that authorizes the employee to
produce/output results and accomplishments outside 3. Improving capacity or skills in using productivity
of the office. (Civil Service Commission Memorandum tools through access to online learning courses
Circular No. 10, s. 2020). during idle time or after completion of the assigned
tasks.
Different work arrangements and their combinations
were presented in CSC MC 10, s. 2020. In this COVID-19 4. Filing of leave applications if not going to report
pandemic, work participation of all employees will for work (office or work from home), subject to
ensure that services to the University and to the general University and CSC rules guidelines on leave.
public are not disrupted. However, combinations of
work arrangements would make daily time record 5. Being mindful of mealtime and off-work hours for the
(DTR) reporting challenging. The alternative to the DTR employees to spend quality time with their family.
recording for employees working at home can be online-
based attendance/time monitoring schemes. In lieu of Support Mechanisms and Data Privacy Protocol for
DTR submission, work accomplishment submission Productivity
of pre-determined output-based WFH arrangement
can be submitted. Work accomplishment is logged on 1. The employees can officially request for access to
a daily/weekly basis for monitoring purposes and a any communication equipment or service, such
consolidated monthly accomplishment report shall be as desktop or laptop computer, internet or email,
submitted for attendance purposes. facsimile, and telephone or mobile phone load,
among others, subject to approval and Commission
In compliance with the existing rules and regulations on Audit(COA) existing rules and regulations (CSC
including the indicated parameters in the implementation MC 10, s. 2020).
of work-from-home arrangement guidelines, UPD shall
ensure the following: 2. Appropriate Pledge of Confidentiality of
Information, data encryptions, etc. are in place to
1. The employees are given tasks to be performed to ensure protection of data used and processed by
the full extent possible in terms of man-days per the employees as appropriate measures pursuant
work week. (CSC MC 10, s. 2020):
Post-ECQ Guidelines for Administrative Processes 7
 to Republic Act No. 10173 or the Data Privacy Act of
2012 (CSCMC 10, s. 2020).
Diliman Accounting Office (UPDAO) and
Diliman Budget Office (UPDBO)
3. All offices and employees shall ensure that
confidential and proprietary information are Processing of Disbursements Vouchers (DVs)
protected and secured at all times. (CSC MC 10, during the Transition Period (June 1-30, 2020)
s. 2020).
This accounting process is usually in the intermediate
process, from requests the unit/college initiated, to the
completion of the transaction. This process covers:

1. First salary

2. Salaries of Non-UP Contractual charged to

Internal Operating Budget (IOB) the UPD Budget
Office monitors

3. Salaries of Non-UP Contractual charged to unit Trust

Account (TA) the UPD Accounting Office monitored

4. Additional assignment/ honoraria of new

faculty administrator

5. Salaries of Lecturers/Teaching Fellows/Student

Assistant/Graduate Assistant

The Accounting Office prepares and processes

DVs based on the submission of documents with
complete attachments emanating from the unit or
forwarded from the Diliman Budget Office or from
the HRDO. The Accounting Office communicates
missing requirements to the concerned unit.

6. Salaries of project-based personnel charged to Trust

Account from external funds

7. Honoraria of project-based personnel charged to

Trust Account from external funds

The Accounting Office processes DVs based on the

scanned copy of documents the Project Leader
submitted (DV, Certificate of Undertaking with
electronic signature (e-signature) of the Project
Leader) through email.

8. One UP Professorial Chair and Faculty Grants

Awards for CY 2020

Accounting Office verifies, prepares and processes

DVs based on the list of awardees OVCAA submitted.

9. Other payments such as hazard pay, overload,

stipend and book allowance, research grants,etc.

Submission through email of scanned copy of DVs

and undertaking with e-signature.

10. Reimbursements and Payment to suppliers

8 UP Diliman Return-to-Work Guidelines
 Submission of original DVs (hard copy) with
Diliman Cash Office (UPDCO)
attached hardcopy of documentary requirements
from units/colleges
A. Making payments to UPD
Important Notes:
Student Fees, Donations, Auxiliary Service Fees and
other Miscellaneous Fees can be paid through:
1. Transactions from July 1, 2020 onwards are
subject to the outcome of discussion with
1. Landbank LinkBiz Online Payment System using
COA on the use of e-signatures. An advisory is
Landbank ATM cards. Step-by-step procedures
issued to units on the DV processing from July
in the use of the Landbank LinkBiz System can be
1, 2020 onwards.
accessed at the UPD Cash Office (UPDCO) Official
Facebook Page.
2. COA requires all hardcopies of the previously
submitted electronic copy of disbursement
2. Bank Transfer, or
vouchers and attachments reported. Thus,
all hardcopy disbursement vouchers and
3. Direct Bank Deposit.
attachments must be submitted to the
Diliman Accounting Office as follows:
A small fee can be incurred using the online payment.
Units are advised to coordinate with the UPDCO through
Transaction Period Deadline the UPDCO official email address for bank account
CY 2019 – March 31, 2020 June 30, 2020 details. Advisories are posted in sites like Computerized
April 1-30, 2020 July 7, 2020 Registration System (CRS) for certain payments such as
May 1-31, 2020 July 15, 2020 tuition and other school fees.
June 1-15, 2020 July 22, 2020
Any of the payment systems requires a Bill for Payment
June 16-30, 2020 July 31, 2020 (Bill)/Statement of Account (SOA) from the originating
Unit/College/Office. Required Bill/SOA format can
3. All documents, including DVs, for return to the be downloaded at the UPDCO Facebook page, www.
unit due to reasons like lack of attachment is facebook.com/dilimancashoffice.
released every other day (MWF) from 9 to 11 a.m.
and 2 to 4 p.m. Depositors are required to send scanned copies of
the validated Bank Deposit Slip (for Direct Deposit)
or Confirmation Slip for bank transfer and for LinkBiz,
together with the Bill/SOA to UPDCO email address
[email protected], with the unit or college
concerned copy furnished for immediate action on the
requested transaction or document.

All remittance of collections including those from

Special Collecting Officers (SCOs) are made directly
through the bank. Hard copies of the duplicate copies
of the issued Official Receipts and the validated Bank
Deposit Slips are submitted to UPDCO through a drop
box for verification. SCOs are notified through email
or telephone call on the results upon completion of
the verification process. Retrieval of the submitted
documents are by appointment.

B. Verification of direct deposits made by clients

of service/s provided by units/colleges

Units can request via email with attached scanned copies

of the validated Deposit Slip/Confirmation Slip together
with the Bill/SOA and the account where the deposit will
be credited to. If needed, Certification of Fund Received
by UPD will be issued online (scanned copy of the

Post-ECQ Guidelines for Administrative Processes 9

 original document) based on reconciled deposits per E. Opening an institutional payroll account
Bank Statement. For verification of multiple deposits
made by the unit’s clients, the unit must provide UPDCO A concerned individual staff requests for a letter of
with a summary of the deposits made by their clients for introduction from the Diliman Accounting Office to open
reconciliation purposes. an institutional payroll account with either LBP or DBP.
The individual staff coordinates directly with the bank
C. Request for issuance of an Official Receipt of choice. The individual staff furnishes the Diliman
(OR) for deposits made through List of Due Accounting Office and Diliman Cash Office of the newly
and Demandable Accounts Payable (LDDAP)/ opened payroll bank account.
Advice to Debit Account (ADA)

Unit sends a letter of request to UPDCO via email at

[email protected] together with the scanned
copy of the LDDAP/ADA and the account where the
deposit will be credited to. Units are informed through
email of the availability of Official Receipt (OR) for
pick-up after verification with the bank statement.
Releasing of OR will be made through the Releasing
Clerk by appointment.

D. Claiming of check/s

Claimant verifies availability of check/s via phone call

(8981-8500 Local 2761). Suppliers and contractors need
to set an appointment to claim check/s. Individual
payees need not set an appointment to claim check/s.

Check releasing is from Monday to Friday. For suppliers

and contractors, releasing is from 9 a.m. to 3 p.m.; for
individual payees, releasing is from 8 a.m. to 5 p.m.

Effective July 2020:

1. Payments to suppliers and contractors will be

through the Landbank of the Philippines (LBP).
Suppliers/contractors are advised to open an LBP
Account and furnish UPDCO with their bank account
number and bank account name for payment
purposes. They will be informed of the availability of
the DV for payment together with the amount as basis
for the submission of the Official Receipt/Collection
Receipt (OR/CR). Payment will be processed upon
receipt by UPDCO of the bank account number and
name and the OR/CR.

2. Payments to individual payees will be made to their

payroll bank account. In view of this, personnel/staff
and individual payees who have not yet submitted
their payroll bank account and those who have
submitted their personal Savings Account MUST
open an institutional payroll account with either
LBP or Development Bank of the Philippines (DBP).

10 UP Diliman Return-to-Work Guidelines

Supply and Property Management G.
Inventory & Inspection Report of
Unserviceable Property (IIRUP)
Office (SPMO)
Unit electronically submits scanned copy of IIRUP,
A. Issuance of Common-Use Supplies and having the wet signature of Unit Supply Officer and
Equipment (CSE) the signature of unit head (either wet or PNPKI digital
signature), via official email. SPMO acknowledges
Effective 01 June 2020, all end-users are required to use receipt through official email.
the SPMO portal for ordering of Common-Use Supplies
and Equipment. Instead of manually submitting the RIS H. Acceptance of Unserviceable Property and
with OBR/BUR to the Budget Office/Accounting Office, Equipment (Bulk Waste Materials)
the End-User will just email the RIS to the Budget/
Accounting Office for budget clearance. Once budget Unit electronically submits scanned copy of IIRUP, which
cleared, the SPMO will release the items to the end- serves as an advance copy but the submission of actual
user. Releasing of CSE is scheduled every Wednesday unserviceable property is still to be done manually.
and Friday.
I. Request for Reusable Materials and
B. Inspection and Acceptance Report (IAR) Equipment
and Pre-Repair Inspection and Acceptance
Report (PIR) Unit electronically submits scanned copy of request via
official email. SPMO electronically provides requesting
Unit electronically submits scanned copy of IAR/PIR, unit a copy of OVCA-approved/disapproved request.
having the signature of the end-user (either wet or
PNPKI digital signature), via official email. SPMO issues J.
Request for Relief from Property
scanned copy of IAR/PIR to unit, with the signature of Accountabilities
SPMO OIC (either wet or PNPKI digital signature), via
official email. Unit electronically submits request via official email.
SPMO electronically issues scanned copy of official
C. Property Accountability Receipt (PAR) and response to the request for relief from property
Inventory Custodian Slip (ICS) accountabilities to the requesting unit via official email.

Unit electronically submits scanned copy of PAR/ICS, K. Request for Airline Reservation, Booking
having the signatures of recipient and signature of and Issuance
the issuing officer (either wet or PNPKI signature), via
official email. SPMO acknowledges receipt through End-user verifies from the SPMO through the Travel
official email. Arranger (whether by phone or through email) of
the availability of the desired flight schedule with
D. University Clearance corresponding amount of the airline ticket. After
verification, End-user prepares the Requisition and
SPMO electronically issues PROPERTY ACCOUNTABILITY Issue Slip (RIS) and forwards it to the UPD Budget Office
CLEARANCE CERTIFICATE, with signature of SPMO OIC and/or UPD Accounting Office for allotment of funds
(either wet or PNPKI digital signature). in conformity with the Annual Procurement Plan for
Common-Use Supplies and Equipment (APP-CSE). The
E. Copy of PAR, ICS and List of Property approved RIS should be forwarded to the SPMO for
Accountabilities confirmation of the booking (Air-Asia-4 hours, PAL-24
hours, Cebu Pac 12 hours. The Travel Arranger generates
Unit downloads form, fill-out and submits the request the e-ticket and ensures that the end-user will receive
via office official email account. SPMO electronically the said e-ticket.
issues scanned CERTIFIED TRUE COPY of PAR/ICS/List of
Accountabilities to the requesting unit via official email. L. Submission of APP-CSE/Supplemental APP-CSE

F. Waste Material Report (WMR) Unit drops Annual Procurement Plan for CSE (APP-
CSE)/Supplemental APP-CSE stamped received by
Unit electronically submits scanned copy of WMR, which Procurement Office in SPMO drop box. Unit also
serves as an advance copy but the submission of actual sends electronic copy to [email protected].
waste material is still to be done manually. SPMO consolidates/updates APP-CSE in the database,
Procurement Service–Department of Budget and
Management (PS-DBM) Virtual Store and SPMO portal.

Post-ECQ Guidelines for Administrative Processes 11