REQUIRED DOCUMENTS FOR BASIC PERSONNEL TRANSACTIONS

I.   Appointment of Administrative Personnel (light blue paper)

  • Basic Paper (HRDO B-2)
  • Personal Data Sheet (PDS) Revised 2017
  • Transcript of Records (TOR)
  • Diploma
  • CSC Eligibility (if applicable)
  • NSO/PSA Birth Certificate
  • NSO/PSA Marriage Contract
  • Tax Identification Number (from BIR)
  • Pag-IBIG Number
  • PhilHEALTH Number
  • Two (2) passport–size pictures
  • Position Description Form
  • NBI and/or police clearance
  • Medical Certificate
  • Approved transfer, including the following documents, if the recommendee is from another government agency/institution or UP autonomous campus:
  • Complete statement of service record
  • Certification of leave credits, if any
  • Certification of last salary received, with corresponding deduction/s clearance
  • Clearance from previous agency.
  • Certification of loyalty awards, if any.

II.   Appointment of Faculty and REPS (light green paper)

  • Basic Paper (HRDO B-1)
  • Information Sheet/ Personal Data Sheet (PDS) Revised 2017
  • Transcript of Records (TOR)
  • Diploma
  • NSO/PSA Birth Certificate
  • NSO/PSA Marriage Contract
  • Tax Identification Number (from BIR)
  • Pag-IBIG Number
  • PhilHEALTH Number
  • Two (2) passport–size pictures
  • Position Description Form
  • NBI and/or police clearance
  • Medical Certificate
  • Approved transfer, including the following documents, if the recommendee is from another government agency/institution or UP autonomous campus:
  • Complete statement of service record
  • Certification of leave credits, if any
  • Certification of last salary received, with corresponding deduction/s clearance
  • Clearance from previous agency.
  • Certification of loyalty awards, if any.

III.   Processing of Request for Special Detail, Travel Authority, Fellowship Training, Study Leave With and Without Pay, Secondment and Sabbatical

A.   Special Detail/Study Leave

  • Letter request form (HRDO LB-1)
  • Copy of Invitation

Additional Requirements for 30 days and above:

  • University Clearance
  • Return Service Contract
  • Surety Agreement
  • Certification for the renewal of appointment to cover the duration of special detail/fellowship/study leave and of the return service obligation (Note: if status of appointment of the grantee is temporary)

Requirements for extension:

  • Progress report
  • Copy of grades at the end of the semester

B.   Secondment

  • Letter request form (HRDO LB-1)
  • Letter from requesting agency/MOA
  • University Clearance (for the month and above duration)

C.   Sabbatical

  • Letter request form (HRDO LB-1)
  • HRDO Form C-5
  • HRDO Form C-12

IV.   UP Provident Fund, Inc. (UPPFI) Benefit Claim Application

  • Service Record from HRDO - indicating the effective date of separation
  • Photocopy of 2 valid Identification Cards (ID)
  • University Clearance
  • Authorization Letter or SPA (if necessary)
  • 2 valid IDs of the authorized person
  • Written request if check be made payable other than the payee/claimant