MANDATORY MINIMUM SUPPORTING DOCUMENTS FOR COMMON TRANSACTIONS | Office of the Vice-Chancellor for Administration

I. FIRST SALARY

A. NEWLY HIRED PERSONNEL*

Duly accomplished BIR Form 2305 if already with TIN; Form 1902 if still without TIN
Duly accomplished Statement of Assets, Liabilities and Net worth (SALN)
Certified true copy of the following:
Approved Appointment
Oath of Office with documentary stamp
Report for Duty (RFD)
Certificate of Service (COS) or Daily Time Record (DTR)
Approved application for leave, if applicable
ATM Card from DBP Nakpil Branch
PAG-IBIG Membership ID or Registration Tracking Number
PHILHEALTH PIN /MDR (ON LINE) or PHILHEALTH ID
GSIS Membership Information Sheet with Business Partner (BP) Number and Agency Remittance Advice from HRDO
Birth Certificate issued by PSA
Marriage Contract issued by PSA, if applicable
Birth Certificate of dependents issued by PSA, if applicable
Provident Membership Form, if applicable

*For the certified true copy documents, original copy should be submitted to the HRDO.

B. PERSONNEL TRANSFERRED FROM OTHER AGENCY*
In addition to the same requirements to be submitted by a newly hired employees, the Certified true copy of the following should also be submitted

Approved Transfer
Service Record from previous Agency
Clearance from previous Agency
Certificate of Loyalty and Service Awards received (if transferred from PGH or other UP Campuses)
Certificate of last salary, allowance, and other benefits received

*For the certified true copy documents, original copy should be submitted to the HRDO.

II. PROMOTIONS & SALARY DIFFERENTIALS

Certified true copy of the following:

Notice of Salary Adjustment
Report for Duty (RFD)
Certificate of Service (COS) or Daily Time Record (DTR)
Approved application for leave, if applicable

*For the certified true copy documents, original copy should be submitted to the HRDO.

III. ORIGINAL ADDITIONAL ASSIGNMENT

Certified true copy of the following:

Approved Appointment Form
Report for Duty (RFD)
Certificate of Service (COS) or Daily Time Record (DTR)
Approved application for leave, if applicable
Certification that no official vehicle assigned, if applicable

*For the certified true copy documents, original copy should be submitted to the HRDO.

IV. RETIREES UNDER RA 8291

Duly Accomplished Retirement Application Form
Certified true copy of the updated Service Record and Latest Notice of Salary Adjustment (with Certification of Inclusive dates of Leave Without Pay (LWOP); If any)
Letter of Intent to Retire
Statement of Leave Credits Earned Certified by the Human Resource Management Officer (HRMO)
NSO Marriage Certificate – for change of name of married women
GSIS Clearance/Approval
Latest Notice of Salary Adjustment
Certified true copy of Approved Computation of Faculty Cumulative Sick Leave Benefits (FCSLB)
Certified true copy of Approved Application form Service Recognition Pay (SRP)

V. DECEASED RETIREES/EMPLOYEES – PAYABLE TO THE DECLARED HEIRS

In addition to the requirements numerated above:

Photocopy of all IDs
Designation of next of kin
Affidavit of released, waived, and quick claim
Special power of attorney
Birth certificate of children, spouse (NSO certified)
Application for Survivorship Form
Affidavit of Surviving Spouse with declaration of no remarriage or no co-habitation
Application for Funeral Benefit
Copy of the deceased retiree/employee’s death certificate
Marriage Contract
Judicial or Extra Judicial Settlement of Estate (duly notarized)
Copy of decision of the agency’s legal office/adjudication board Identifying the legal heirs of the deceased, in the case of uniformed personnel.

VI. CLAIM FOR CASH ADVANCE

Disbursement Voucher (DV)
Obligation Request (OBR)/Budget Utilization Request
Approved letter request for claims with budget clearance from Budget Office and/ or Accounting Office
Approved Request/Administrative Order for a Special Disbursing Officer (SDO), if applicable
Approved itinerary of travel, if applicable
Approved authority to travel, if applicable
Confirmation letter from Bureau of Treasury for payment of bond premium, if applicable

VII. PAYMENT FOR SUPPLIERS (GOODS)

Disbursement Voucher (DV)
Obligation Request (OBR)/Budget Utilization Request
Inspection and Acceptance Report (IAR) (Internal Audit Office shall inspect for good/equipment amounting to P100,000.00 and above; while College/Unit shall inspect for good/equipment with amount below P100,000.00)
Warranty certificate for equipment duly noted by the Internal Audit Office if the amount is P100,000.00 and above or by the College/Unit if the amount is below P100,000.00
Purchase Order (PO)
Sales Invoice
Delivery Receipt, if applicable
Purchase Request (PR) (with budget clearance from either Budget or Accounting Office and stamped CERTIFIED to be included in the PPMP by the PSO)
Abstract of canvass/certificate of exclusive distributorship, if applicable
Request for Price Quotation/s
Property Acknowledgement Receipt (PAR) if the equipment is worth P15,000.00 and above, Inventory Custodian Slip (ICS) for equipment below P15,000.00
Notice to Proceed (NTP), if applicable
Bids and Awards Committee (BAC) Resolution, if applicable
Supplemental PPMP (if not included in the PPMP)
Notice of Award (NOA), if applicable

VIII. PAYMENT FOR SUPPLIERS (SERVICES)

Disbursement Voucher (DV)
Obligation Request (OBR)/Budget Utilization Request
Pre- and Post-Inspection Report, if applicable
Work Order/Contract
Service Invoice /Billing statement
Job Order Request (JOR)
Abstract of canvass/certificate of exclusive distributorship, if applicable
Request for Price Quotation/s
Property Acknowledgement Receipt (PAR) if equipment worth P15,000.00 and above
Inventory Custodian Slip (ICS) for equipment below P15,000.00
Notice to Proceed (NTP), if applicable
Bids and Awards Committee (BAC) Resolution, if applicable
Supplemental PPMP (if not included in the PPMP)
Notice of Award (NOA), if applicable
Mandatory Remittances (SSS, PAGIBIG, PhilHealth, etc.) for Janitorial and Security Services

IX. CLAIM FOR REIMBURSEMENT

Disbursement Voucher (DV)
Obligation Request (OBR)/Budget Utilization Request
Approved letter request for claims with budget clearance from Budget Office and/ or Accounting Office prior to reimbursement/Approved Authority to Reimburse
Official Receipts (photocopy if thermal paper)
In the absence of Official Receipt, the following shall be submitted:
Sales Invoice stamped PAID and with signature
Cash Invoice
Credit Card Payment Receipt
Electronic ticket (for travel)
Boarding pass (for travel)
If payee is not a business entity, Reimbursement Expense Receipt (RER) for amount more than P300.00 or Certification of Expenses for amount below P300.00
List of attendees and agenda (food /meeting expenses)
Actual itinerary of travel, if applicable
Approved Authority to travel, if applicable
Certificate of attendance, if travel
Invitation letter, if travel
Pre- and Post-Inspection Report, if service
Inspection and acceptance report (IAR) (Internal Audit Office shall inspect for good/ equipment amounting to P100,000.00 and above; while College/Unit shall inspect for good/equipment with amount below P100,000.00)
Job Order Request (for services)
Purchase Request (for goods)
Work Order (for services)
Purchase Order (for goods)
Abstract of Canvass (for goods or services)
Certificate of Exclusive Distributorship, if applicable
Property Acknowledgement Receipt (PAR) if equipment worth P15,000.00and above
Inventory Custodian Slip (ICS) for equipment below P15,000.00

TO COMMENCE ALL MODES OF PROCUREMENT

I GOODS

Approved Purchase Request that includes:
Quantity and unit of items to be purchased
Specifications
Approved Budget for the Contract and Fund Source
Terms and Conditions
Copy of the PPMP/APP where the items to be purchased are listed
Endorsement of OOBAC to BAC3 (if for public bidding) or to the end-user/implementing unit (if small value procurement and shopping)

II INFRASTRUCTURE PROJECTS

Approved plans and drawings
Approved Scope of Works and Technical Specifications
Detailed Cost Estimates/Bill of Quantities
PERT/CPM
Certification that the above cited requirements were prepared in accordance with the University’s standards
Approved Budget for the Contract and Funding Source
Copy of the PPMP/APP where the infrastructure project to be bid is listed
Endorsement of OOBAC to BAC2 (if for public bidding) or to the end-user/implementing unit.

III SERVICES/CONSULTING SERVICES

Approved Terms of Reference/Terms and Conditions
Approved Budget for the Contract and Funding Source
Copy of the PPMP/APP where the project to be bid is listed
Endorsement of OOBAC to BAC 2 (if for public bidding) or to the end-user/implementing unit (if small value)

FOR PAYMENT TO CONTRACTORS OF INFRASTRUCTURE PROJECTS

I. Mobilization/Advance Payment (15% of the Contract Amount)

Approved Request of the Contractor
Approved and Notarized General Construction Agreement
Notice to Proceed
Surety Bond equivalent to the amount of the mobilization fee/down payment

II. Progress Payments

Letter request of the contractor with attached billing statement
Approved and Notarized General Construction Agreement
Scope of Works
Notice to Proceed/Work Order
Approved Accomplishment Report with pictures of the project
Contractor’s notarized affidavit that payment of wages of its workers were made on time
Contractor’s notarized affidavit that suppliers of the construction materials were paid

III. Final Payment

Letter request of the contractor with attached billing statement
Approved and Notarized General Construction Agreement
Scope of Works
Notice to Proceed/Work Order
Approved Accomplishment Report with pictures of the project
Contractor’s notarized affidavit that payment of wages of its workers were made on time
Contractor’s notarized affidavit that suppliers of the construction materials were paid
Certificate of Satisfactory Completion
As-Built Plans (in hard and softcopies) duly signed and sealed by the contractor or its designated engineers/architects in-charge of the project

IV. Refund of Retention Fee

Letter request of the contractor with attached billing statement
Approved and Notarized General Construction Agreement
Scope of Works
Notice to Proceed/Work Order
Approved Accomplishment Report with pictures of the project
Contractor’s notarized affidavit that payment of wages of its workers were made on time
Contractor’s notarized affidavit that suppliers of the construction materials were paid
Certificate of Satisfactory Completion and Acceptance
As-Built Plans (in hard and softcopies) duly signed and sealed by the contractor or its designated engineers/architects in-charge of the project
Warranty bond

III. PURCHASES

Original invoice
Certificate of acceptance
Inspection report/waiver of inspection
Result of test/analysis by proper government agency if articles are subject to test

A Emergency Purchase

Canvass papers
At least three (3) price quotations from bonafide dealers
Certificate of emergency purchase

B Purchase Thru Exclusive Distributors

Certificate of exclusive distributorship
Certificate that there are no sub-dealers selling at lower prices and that no suitable substitute are available

C Public Bidding

Abstract of bids supported by winning bidder’ offer and bid tenders of other participants
Letter of award/acceptance
Performance bond of winning bidder

IV. NEGOTIATED CONTRACTS – INFRASTRUCTURE

Authority to enter into negotiated contract
Contract documents, performance bond & contractor’s accreditation
Plans & specifications
Program of work and detailed cost estimates
Notice to commence work
Certificate of acceptance and inspection report

V. CONTRACT THRU PUBLIC BIDDING – INFRASTRUCTURE

All under no. IX except authority to enter into negotiated contracted
Advertisement/call for bid
Abstract of bids with winning bidder’s offer and bid tenders of other participants
Letter of award/acceptance of bid/proposal

VI. PROGRESS PAYMENT

Billing Statement
Inspection report

A. PAYMENT FOR CHANGE OR EXTRA WORK ORDER & CONTRACT PRICE ADJUSTMENT

Approved change or extra work order
Approval by proper authorities of price adjustment

B. FINAL PAYMENT

All under nos. IX, X & XI
Certificate of completion and final acceptance
Certificate of final inspection & contractor’s affidavit re payment of laborers & material men

C. CLAIMS FOR REPAIRS

Repairs thru negotiated contract & public bidding refer to no. IX & X (except plans & specifications)
Job order/contract
Waste material report
Certificate that damage is due to fair wear & tear & not due to negligence
Guaranty of the repairman

Pre/Post-repair inspection by unit auditor if amount is below P5,000.00 or by COA TPI if amount exceeds P5,000.00

VII. APPLICATION, RENEWAL AND CANCELLATION OF BOND

A. Procedure for application

Note 1: This form shall be subscribed and sworn to before any officer authorized to administer oath.

Repairs thru negotiated contract & public bidding refer to no. IX & X (except plans & specifications)
General Form No. 57A (Request Form) – 2 copies
General Form No. 58A (Application Form) – 2 copies
Two (2) passport size identification pictures taken within the last three (3) months prior to the date of application
Latest Sworn Statement of Assets, Liabilities and Net Worth (SALN)
List of Bondable public officers certified by the agency officer in charge of Administrative and/or Finance Department, Service , Division or unit (Form Annex D)

Note 2: The Request and Application Forms, together with required supporting documents, shall be filed with the CTOO II assigned at the BTr DOs/POs having jurisdiction over the agency.

B. Renewal – the fidelity bond of an accountable public officer shall be renewed before the expiration of the bond.

General Form No. 57A
List of bonded public officers subject for renewal certified by the agency official in charge of Administrative and/or Finance department, service, division or unit
Agency certification that the bond applicant has no pending administrative and/or criminal case (Annex E)
Copies of pertinent pleadings, orders and prosecutions filed or issued by the disputing parties, prosecutory or investigatory offices and judicial bodies (for applicant with pending administrative and/or criminal case);
Copy of the latest BTr approved bond or copy of the Confirmation Letter; and
Latest Sworn SALN.

C. Increase in Accountability –any increase in the amount of accountability, resulting to an increase in the amount of bond shall be subject to increase in premium.

General Form No. 57A – shall accomplish and submit to the concerned DO/ PO
Special Order increasing the amount of accountability
List of bonded public officers certified by the agency official in charge of Administrative and/or Finance department, service, division or unit.

Note 1: The amount of bond premium shall be computed based on the increased amount of bond. The bond shall take effect upon the time of payment of premium on the new bond application. Note 2: The CTOO II concerned shall cancel the previously assigned risk number to the applicant and issue a new risk number to the new bond application.

D. Cancellation

The Head of the Agency or authorized representative shall immediately submit a written request for bond cancellation to the concerned Btr, PO/ PO CTOO II involving accountable public officers who are no longer accountable by reason of retirement, separation from the service, promotion, transfer, suspension from office or for any other cause rendering them not bondable to their present position.
The Head of the Agency or authorized representative requesting for cancellation of the bond shall accomplish and submit General Form No. 57A, items 10-16.

E. Requirements for Payment of Adjudicated Claim

File a claim for payment from the Fidelity Fund
BTr – process the claim in accordance with existing budgeting, accounting & auditing rules and regulations
In case of misuse, shortages and unrelieved losses in the account of bonded public officer, the claim shall be supported by the following documents:
Agency and COA findings and recommendation on the defalcation, shortages and unrelieved accountability;
Latest Statement of Assets and Liabilities of the bonded official/employee;
Proof of current and subsisting bond and payment of bond premium; and
Other documents which may be required by the BTr.

Note: In case of proven shortages and defalcation, the public officer responsible thereto should be removed or relieved of his duties without prejudice to civil, criminal or administrative cases to be instilled; and only approved claims shall be paid from the Fidelity Fund.

TO COMMENCE ALL MODES OF PROCUREMENT

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