FREQUENTLY ASKED QUESTIONS

A.  HUMAN RESOURCE DEVELOPMENT TRANSACTIONS

a.1.   What requirements are needed to make an item ready for filling-up?

For regular administrative staff and REPS positions/items, the following are needed:

  • Authority from the UP President to fill the item as per AO No. 4s. 1989 (UP System)
  • Publication of the vacant item as per RA 7041
  • Approved Personnel Requisition Slip (PRS) with Personnel Clearance and Budget Clearance.

a.2.   What should be the basis in filling-up a vacant regular position?

For faculty, it would be based on the staffing base level of each college. For administrative personnel and REPS, Memorandum MVG-00-45 dated 22 May 2000 shall be followed. It states that “Vacant positions in any constituent university shall not be filled unless the need to fill them is fully justified based on a thorough and careful job and personnel audit of the unit concerned, in which case, approval by the President must be obtained.” (Authority to fill/unfreezing of item up to the level of the President)

a.3.   On the recruitment of administrative personnel, does the requesting department/unit select the applicants?

For filling-up of a regular item or casual slot, the requesting department/unit may refer applicant/s for evaluation of the credentials vis-á-vis the qualification standards of the position to be filled up. The Human Resource and Development Office will then require the qualified applicants to take pre-employment examinations. Only those who met the minimum qualification standards and passed the examinations will be assessed by the requesting unit/office. Selection among the candidates referred by the HRDO will then be the responsibility of the requisitioning unit/office subject to the deliberation of UPM HRMPSB and approval of the appointing authority/Chancellor.

a.4.   If an administrative/REPS position is vacated, is it necessary for the next-in-rank employee to fill-up the position?

As per UP Merit Selection Plan: Policy 3.4: “An employee who holds a next-in-rank position, deemed as the most competent and qualified, possesses appropriate civil service eligibility and meets the other condition for promotion may be promoted to the higher position when it becomes vacant. However, the appointing authority may promote an employee who is not next-in-rank but possesses superior qualifications and competence as compared to the next-in rank employee who merely meets the minimum requirements for the position.” Employees who are next-in-rank are evaluated together with other applicants.

a.5.   Is civil service eligibility still a requirement for a faculty position?

No. Members of the faculty are exempted from any civil service examination or regulations that act as requisites to appointment. Every recommendation to the Board of Regents for appointment or promotion shall be accompanied by a complete statement of qualifications, training, service record, publications or researches of the candidate and such other matters which may be called for by the rules of the University. All appointments to the faculty position are made strictly on the basis of merit.

a.6.   What is the role of the UPM HRMPSB in the hiring of personnel?

The UPM HRMPSB makes a systematic assessment of the qualifications of the candidates, taking into consideration the qualification standards of the position and such other requirements. It also recommends to the head of the unit where the vacancy exists, a list of Basic Administrative Policies and Procedures 147 candidates considered qualified for the position and from which the former may choose the person to be appointed.

The Committee uses the same standards and methods of evaluating the competence and qualification of all candidates competing for a particular position as prescribed in the UP Merit Selection Plan.

a.7.   Who are entitled to Special Leave Privileges (SLP)?

The following are entitled to SLP:

  • Regular Administrative and REPS
  • Contractual/Casual Administrative and REPS
  • Faculty
  • Research Faculty

(Source: Collective Negotiation Agreement between University of the Philippines and All UP Academic Employees Union, 29 November 2009)

a.8.   To whom and when is a loyalty pay given

It is given to:

  • Those in the career service (full-time/part-time)
  • Those in the non-career service (contractuals/emergency/casuals)

Excluded are:

  • Clinical faculty
  • Lecturers (all kinds)
  • Professors Emeriti
  • Consultants
  • All other non-regular employees

It is given initially to an employee who had reached at least ten (10) years of continuous and satisfactory service in the particular office granting the award. Thereafter, payment will be made for every set of five (5) years of service.

In the University, payment is made on two dates:

  • On June 18 or the week which will coincide with the founding anniversary of the university for years of service computed as of the end of May of the same year.
  • On December 15 or in time for Christmas for years of service computed as of the end of November of same year.

(Source: Memorandum No. 93-12 from the Office of the President February 11, 1993)

a.9.   What is a sabbatical?

A sabbatical may be granted to a member of the faculty for study, research or some scholarly or creative work, rest, or renewal for a period not exceeding one year with full salary. This is granted to faculty members who have served for not less than six consecutive years, at least as an Associate Professor in the last two years (Rules Governing Sabbaticals).

a.10.   I availed the sabbatical for research purposes. Do I have to submit anything after my leave?

The grantee shall give a seminar/public lecture on his/her research or study at the end of the sabbatical.

(Source: Excerpt from the Minutes of the 1048th meeting of the BOR on 3/26/92)

a.11.   Are there fellowships for the Administrative Personnel?

Yes. It was approved by the BOR at its 1065th meeting dated 26 May 1993. That the grant of 148 University of the Philippines Manila study leave with pay to permanent non-teaching personnel of the University is in line with Memo Circular No. 13, s. 1992 of the Civil Service Commission dated 6 April 1992 requiring government agencies to establish educational support program for its employees. As provided in the Memo Circular, the Education Support Program may aim to financially assist permanent employees who would want to complete their bachelor’s degree and/or pursue post-graduate courses.

(Source: Rules on the Grant of Study Leave With Pay to REPS and Administrative Personnel, 8 June 1993)

a.12.   Are all members of the faculty entitled to Cumulative Leave Credits?

No. Cumulative Leave shall be granted to members of the faculty who regularly perform administrative functions. Administrative functions pertain to offices which are normally necessary in the management of the affairs of the University and its units (Faculty Manual).

a.13.   I am a permanent faculty of the University; will I still be allowed to work for another institution?

It is stated in the Rules Governing Special Detail and Outside Activities that no member of the University Personnel shall engage in outside activities without prior authorization from the Chancellor, upon endorsement by the Dean, Director or head of office concerned, subject to the exigencies of the service.

Outside activities of the University Personnel include: limited practice of profession, management of private enterprise, outside consultancy, secondment, teaching in other educational or training institutions with which the University has a Memorandum of Agreement, as well as research and other activities or projects under the auspices of outside agencies which are not considered integral functions of the University. Such activities are not considered part of the regular workload of the personnel concerned.

Permission to engage in outside activities shall be for a period not exceeding one year, renewable for the same period at the discretion of the Chancellor upon recommendation of the Dean, Director or Head of the Office concerned provided, however, that such permission may be terminated or withdrawn anytime by the Chancellor.

a.14.   I am a faculty member holding an administrative position. What is the maximum number of administrative load credit that can be given to me?

The following administrative load credits shall apply to administrative work performed by members of the faculty:

  • Dean and faculty member with university-wide administrative duties – 6-9 units;
  • Associate Deans, Assistant Deans and Secretaries of colleges and schools, Directors of Subunits or programs, Chairmen of Divisions or departments – 3-6 units; and
  • Faculty members with regular administrative duties not included above – 1-3 units.

The difference between the normal teaching and the administrative load credit shall be the maximum academic load given to faculty member holding an administrative position.

a.15.   Is membership to Provident Fund a requirement for all UPM employees?

No. Membership to Provident Fund Inc. is voluntary.

a.16.   What are the benefits of an employee who is a member of the Provident Fund?

Members of the Provident Fund Inc. are entitled to the following benefits:

  • retirement benefits
  • death assistance benefits
  • taxation benefits
  • equity loan
  • multi-purpose loan

a.17.   What is the role of UP Manila Development Foundation Inc. (UPMDFI)?

The UPMDFI is formed to contribute to the development and growth of UP Manila and the national welfare through the establishment and operation of a private institutional medium to encourage, undertake and/or underwrite:

  • Institutional Development Programs
  • Basic and/or Applied Research
  • Creative Work in Health Sciences, Physical, Biologic, Social or Development Studies and the Humanities

a.18.   What are the different categories of employees in the University?

There are 3 general categories of employees in the University: Faculty, REPS, and the Administrative staff, whose nature may be regarded as regular and non-regular.

a.19.   Is there any specific period required for the faculty to file resignation/separation from the University?

No resignation presented by any member of the faculty shall be considered unless notice thereof has been given to the President through the Dean concerned, at least sixty days before it takes effect. (Art. 182, UP Code)

B.  PHYSICAL INVENTORY SYSTEM

b.1.   Who is the over-all in charge of the physical inventory of equipment in UP Manila?

As mandated by the 1988 Reorganization of UP Manila, the UPM Property and Supply Office is the over-all in charge of the physical inventory of equipment in UP Manila.

b.2.   Who is the over-all in charge of the physical inventory of equipment in UP Manila?

Physical Inventory of Equipment is the actual physical counting of equipment. In UP Manila,
physical inventory is done every year and the process normally starts in July.

b.3.   What is the purpose/importance of the Physical Inventory of Equipment?

Physical Inventory of Equipment is done to see to it that everything in the record tallies with the actual number of equipment (For reconciliation of records purposes). Output of the inventory is also used as the basis of the annual report submitted to Commission on Audit every end of the year.

b.4.   What is Property Acknowledgement Receipt (PAR) and Inventory Custodian Slip (ICS)?

The PAR shall be used in the Supply and/or Property Division/Unit to record the issuance of Property, Plant and Equipment to the end-user. It shall be maintained by fund cluster and shall be renewed every three years or every time there is a change in custodianship/user of the property.

The ICS is a form used by the Supply and/or Property Custodian to issue tangible items amounting to less than P15,000.00 to the end-user in order to establish accountability over them.

b.5.   Who prepares the Property Acknowledgement Receipt (PAR) and Inventory Custodian Slip (ICS)?

The Property and Supply Office (PSO) prepares all the PAR and ICS for the equipment in the UPM Central Administrative (CAD) Offices. At the college level and other units, the respective supply officers prepare the PAR and ICS and furnish a copy to the PSO.

b.6.   How often should a Property Acknowledgement Receipt (PAR) and Inventory Custodian Slip (ICS) be renewed?

PAR and ICS shall be renewed every three years or every time there is a change in custodianship/user of the property.

b.7.   What will happen to properties not covered by the Property Acknowledgement Receipt (PAR) and Inventory Custodian Slip (ICS)?

Property not covered by PARs and ICS’s for CAD, would be considered as under the direct responsibility of the property officer. Property in the colleges/units with no PAR and ICS or without end-users shall be under the direct responsibility of the Head of Units.

C.  BIDDING PROCEDURES & PROCUREMENT SYSTEM

c.1.   What is needed for an interested supplier to be able to join the bidding in UP Manila?

An interested bidder should have PLATINUM Registration with PhilGEPS in UP Manila.

c.2.   Who approves the purchase order (PO)?

For approving officers, refer to the table below:

APPROVING REQUEST PURCHASE REQUEST PURCHASE ORDERS DISBURSEMENT VOUCHERS
Negotiated Purchase Bidding
Board of Regents - More than P10M > P150M -
UP President - >P6M to P10M > P50M to 150M -
Chancellor - >P500,000 - P6M > P10M to 50M Above P3M
Vice Chancellor For Administration P3M & below P500,000 & below P10M & below P3M below
Unit Head/Dean/Director P100,000 & below regardless of the mode -

c.3.   Who facilitates bidding and awards activities?

As a matter of policy/guidelines, all projects/contracts referred to BAC should be acted expeditiously.

c.4.   What is Annual Procurement Plan?

Annual Procurement Plan refers to the itemized list prepared by the head of the office showing the kind, estimated quantity, estimated cost, and description of supplies or property together with the balance on hand, if any required for the ensuing fiscal year.

c.5.   What is Annual Procurement Program?

Annual Procurement Program refers to the itemized list prepared by the head of agency (local, national, GOCC) showing the kind, estimated quantity, estimated cost, and description of supplies together with the balance on hand, if any required by the agency for the ensuing fiscal year. The annual procurement program shall be essentially based on the annual procurement plan.

c.6.   What is Emergency Purchase?

Emergency Purchase is a purchase through direct requisition or order by bureaus and offices without public bidding but based on a canvass of prices from three or more bonafide dealers. Due to emergency, i.e. any event or occurrence wherein the need for supplies, materials, equipment or services has become exceptionally urgent or absolutely indispensable as to prevent imminent danger to, or loss of life or property or to avoid detriment to public service.

c.7.   What is a Purchase Order?

The PO serves as the contract between the entity and the supplier for the delivery of specified items based on the stipulations stated which was agreed upon during the procurement process.

c.8.   What is a Competitive/Public Bidding?

Competitive/ Public Bidding refers to a method of procurement which is open for participation of any interested party and which consists of the following processes: advertisement, prebid conference, eligibility screening of prospective bidders, receipt and opening of bids, evaluation of bids, post-qualification, and award of contract. The terms “Competitive Bidding” and “Public Bidding” shall have the same meaning and shall be used interchangeably.

c.9.   What is “Splitting”?

Splitting, in its literal sense, means dividing or breaking up into separate parts or portions or is an act resulting in a fissure, rupture, or breach. Within the sphere of government procurement, splitting is associated with requisitions, purchase orders, deliveries and payments.

There are three (3) Forms of Splitting:

  • Splitting of Requisition happens when one or more items needed at or about the same time are requested separately;
  • Splitting of Purchase Order happens when two or more POs are issued based on two or more requisitions for the same time by different requisitioners; and
  • Splitting of Payment happens when two or more payments are made for one or more items involving one PO.

D.  FISCAL OPERATIONS

d.1.   What is an appropriation?

Appropriation is an authorization made by laws or other legislative enactment for payments to be made with funds of the government under specialized conditions and/or for special purposes.

d.2.   What is an allotment?

Allotment is an authorization issued by the Department of Budget and Management to an agency (UP) which allows it to include obligations within a specified amount, that is, within a legislative appropriation.

d.3.   What are obligations?

Obligations are amounts committed to be paid by a government agency arising from an act of a duly authorized administrative officer binding the government to the immediate or eventual payment of a sum of money.

d.4.   What is Obligation Request (ObR) or Budget Utilization Request (BUR)?

ObR/BUR is accomplished for each obligation incurred based on the supporting documents, such as payrolls, purchase orders, job orders, etc. to certify as to availability of allotment.

d.5.   What is Internal Operating Budget (IOB)?

IOB is the sub-allocation of obligational ceiling from the UP System (General Fund) and the University Income (Revolving Fund) to the different units/head.

d.6.   Who determines the Internal Operating Budget of a unit?

The IOB of a unit is determined by the Budget Office adopting the guidelines issued by the UP System.

d.7.   What is a Notice of Sub-allotment?

A Notice of Sub-Allotment is a sub-allotment advice based on the approved IOB, prepared by the Budget Office and issued to the different colleges and units (except for PGH) upon approval of the Chancellor.

d.8.   What is Special Allotment Release Order (SARO)?

SARO is the release by the DBM directly to UP System for special projects.

d.9.   What is Statement of Allotment, Obligations and Balance (SAOB)?

SAOB is the monthly summary report of allotments received and corresponding obligations/expenditures incurred during the month, from all sources by object of expenditure.

d.10.   What is General Appropriations Act (GAA)?

The GAA is the legislative authorization that contains the new appropriations in terms of specific amounts for salaries, wages and other personnel expenses; and capital outlays authorized to be spent for the implementation of various programs/projects and activities of all departments, bureaus and offices of the government for a given year.

Source: “The Budgeting Process”, DBM Publications, II. A

d.11.   What is Personal Services Itemization and Plantilla of Personnel (PSI-POP)?

PSI-POP is one of the separate registries that is prepared and maintained by the UP System DBM for the fiscal year. This document is checked and certified by the HRDO Director and is approved by the Chancellor.

E.  LEGAL OPERATIONS

e.1.   Does the legal office have templates of contracts?

Yes. The standard templates for contracts are downloadable in the UP Manila Legal Office website (http://legal.upm.edu.ph)1.

e.2.   How are administrative complaints initiated?

Administrative complaints against an employee of UP Manila are initiated following the procedure based on the Revised Rules on Administrative Cases in the Civil Service2. A copy of this is also downloadable in the UP Manila Legal Office website.

e.3.   How are complaints of students against other students initiated?

Complaints by the students against other students are initiated following the Rules and Regulations on Student Conduct and Discipline in the UP Manila Student Handbook3.

e.4.   How are complaints of the students against faculty members or the UP Manila Employees initiated?

These complaints are considered as administrative cases and follow the procedure based on the Revised Rules on Administrative Cases in the Civil Service2.

e.5.   Can we secure copies of proceedings and documents related to administrative cases?

Yes, as long as you are a party to the administrative cases. Otherwise, it is prohibited by the Data Privacy Act of 20124 to release copies of proceedings and related documents.

e.6.   How can we secure copies of documents?

You can secure copies of documents by submitting a letter of request stating the particular documents you want to have a copy of and stating the purpose for the copy.

e.7.   Does the UP Manila Legal Office draft affidavit?

Yes, as long as it is related to the official proceedings and functions of the office. However, affidavits for personal concerns are not included. Templates of affidavits in relation to administrative proceedings are available in the UP Manila Legal Office website.

e.8.   Does UP Manila Legal Office entertain personal queries?

No. Only request for legal advice or opinion on official matters are given due course.

e.9.   How long does it take to review contracts?

It takes about seven (7) days to review contracts with complete supporting documents.