OFFICE OF THE VICE CHANCELLOR FOR FINANCE AND ADMINISTRATION
MEMORANDA 2010
University of the Philippines OPEN UNIVERSITY
University of the Philippines OPEN UNIVERSITY Office of the Vice Chancellor for Finance and Administration Memoranda for the Year 2010 No.
Date
10-001
1/6/2010
All UPOU Officials, Faculty and Staff
Financial Assistance for the Family of Ms. Imelda Sibal
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10-002
1/6/2010
All UPOU Officials, Faculty and Staff
Financial Assistance for the Family of Mr. Michael Lagaya
2
10-004 10-005
1/28/2010 2/11/2010
All Concerned All UPOU Officials, Faculty and Staff
Social Security System (SSS) Orientation Financial Assistance for the Family of Ms. Wyomia Pradas
3
10-005a 2/25/2010 10-006 2/17/2010 10-007 2/12/2010
All Concerned All Concerned All UPOU Officials, Employees and Others Concerned
Guidelines for UPOU Gate Sticker GSIS eCard VISA Expiry date Granting and Utilization of Cash Advances
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10-008
All UPOU Employees
2009 Statement of Assets, Liabilities and Networth and Disclosure of Business Interest and Financila Conncetions
3/1/2010
To
Subject
Free Eye Check-Up GSIS Unified Multi-Pirpose Identification Card (UMID)
Page
4
8
10
10-012 10-013
5/6/2010 5/6/2010
All UPOU Employees All UPOU Employees
10-014
5/27/2010
All Learning Center Coordinators Application for Student Loan Program for Concerned 1st Sem 2010-2011
13
10-015
6/1/2010
All UPOU Officials, Faculty and Staff
Financial Assistance for the Family of Ms. Roselyn Gacosta
14
10-016
6/2/2010
All UPOU Employees
Reiteration on the Submission of Daily Time Record(DTR)/Certificate of Service (COS)
11 12
15
10-018
7/15/2010
All UPOU Officials, Faculty and Staff
Financial Assistance for the Family to Mr. Charlie Silao
16
10-019
7/16/2010
All Concerned
Financial Assistant Program for Hospitalization Expenses (FPAHE) for UP Employees
17
Blue Cross Hospitalization Insurance and UP Provident Fund Loan Window for Medical Health Insurance
22
Performance Management System - Office Performance Evaluation System (PMS-OPES) Pilot Implementation and Orientation Workshop
30
10-020
10-021
10-022
10-023
7/16/2010
7/16/2010
7/27/2010
7/27/2010
All Concerned
All Adminstrative Staff
Ms. Geneva Simplina Ms. Arlene Tampus Ms. Imelda Valera Ms. Edelina Yap Ms. Glenda del Socorro
Annual Medical Examination for 2010
All Diliman-Based UPOU Officials, Annual Medical Physical Examination Faculty and Staff
31
32
No.
Date
To
Subject
Page
10-024
7/27/2010
All Los Banos-Based UPOU Officials, Faculty and Staff
Annual Medical Physical Examination for 2010
10-025
8/20/2010
Mr. Isagani Bautista
Additional Assignment - Isagani Bautitsa
10-026
8/24/2010
All UPOU Officials, Faculty and Staff
Financial Assistance for the Family of Ms. Emely Amoloza
37
10-027
9/28/2010
All UPOU Officials, Faculty and Staff
Financial Assistance for the Family of Ms. Victoria Belegal
38
10-027a 10/14/2010 All Concerned (10-041)
Payment and Other Options for Tuition and School Fees
39
10-027b 10/14/2010 All Concerned (10-042)
Schedule of Submission of Regular Reports
10-028
10/15/2010 All UPOU Officials, Faculty and Staff
Financial Assistance for the Family of Ms. Pura Amoloza
45
10-029
10/21/2010 All UPOU Officials, Faculty and Staff
Financial Assistance for the Family of Ms. Arlene Tampus
46
10-030 10-031
10/22/2010 All Concerned 11/4/2010 All Heads of Units/Offices, Adminstrative Officers and Others Concerned
Monetization of Leave Credits Deadline for Submission of Request for Fund Obligation, Payments of Expenditures for FY 2010 andLiquidation/Settlement of Cash Advances
10-032
11/9/2010
All Learning Center Coordinators Application for Student Loan Program for Concerned 2nd Sem 2010-2011
10-033
11/9/2010
All UPOU Employees
10-034 10-035
11/24/2010 All Concerned 11/26/2010 All UPOU Officials, Faculty and Staff
10-036
12/7/2010 Agnes Mejia Lilan Diamante Tessie Tamayao Roselyn Gacosta Wyomia Pradas Imelda Olan Marie Estorel Emely Amoloza Karen Marie Villalobos Marcelino Delfin Elvy Pamulaklakin Encarnacion Jaen Michale Lagaya Pura Amoloza Amalia Gecalao-Perez
LBP Cash Card for Pag-ibig Fund Members Mandatory Christmas Break Financial Assistance for the Family of Mr. Charlie Silao 33rd Administrative Officer's Forum
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UNIVERSITY OF THE PHILIPPINES OPEN UNIVERSITY Office of the Vice Chancellor for Finance and Administration
Ref. No. MFL – 10-007
February 12, 2010
F
O R : ALL UPOU OFFICIALS, EMPLOYEES AND OTHERS CONCERNED
FROM
: MELINDA F. LUMANTA Vice-Chancellor
SUBJECT : GRANTING AND UTILIZATION OF CASH ADVANCES As an offshoot of the meeting with the new COA Auditors recently, the following rules, guidelines and procedures on the granting and utilization of cash advances will be strictly implemented. Cash Advance for Petty Cash Fund 1. The purpose of this cash advance is to pay for petty or miscellaneous authorized expenditures which cannot be conveniently paid by check. 2. The person allowed to make this cash advance must be on permanent status of appointment with UPOU. 3. He/she must be designated as Regular or Special Disbursing Officer by the Chancellor. 4. He/she must be bonded. The amount of bond must be equal to the amount of his/her cash accountability. 5. The amount of cash advance must not exceed the one (1) month requirement of the office. 6. The cash advance shall be maintained under the imprest system. When the amount of expenditures paid out of cash advance reaches to about 75% of the fund, a summary report of expenses paid has to be prepared for necessary replenishment/reimbursement. 7. The petty cash custodian has to maintain a petty cash book in which all transactions relative to the handling of the fund shall be recorded. 8. This cash advance must be liquidated or settled with the Accounting Office on or before the year ends.
Cash Advance for Special Purposes Activities 1. The purpose of this cash advance is to pay for authorized expenditures for a specific purpose or activity which cannot be conveniently paid by check. 2. The person allowed to make this cash advance must be on permanent status of appointment with UPOU. 3. He/she must be designated as Regular or Special Disbursing Officer by the Chancellor. 4. He/she must be bonded. The amount of bond must be equal to the amount of his/her cash accountability. Los Baños, Laguna 4031 Philippines Tel No. (63-49) 536 6001-06 ovcfa@upou.edu.ph· www.upou.edu.ph Fax (63-49) 536 6013
Administrative Staff loc. 201 Accounting Office loc. 202,230
Cash Office loc.250 HRDO loc. 220
MISO loc. 451,452 SPMO loc. 210, 211
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5. The amount of cash advance must not exceed the budgetary requirements of the activity/project. The estimated budget for the activity is a required supporting document for the request for cash advance. 6. This cash advance must be liquidated or fully settled with the Accounting Office within two (2) months, or sixty (60) days after the purpose of the cash advance has been completed. 7. No cash advance shall be granted unless the previous one has been fully settled. 8. The granting and liquidation of this cash advance are subject to pre-audit by the Commission on Audit. Cash Advance for Local Travels 1. The purpose of this cash advance is to pay for authorized expenditures for local travels. 2. This cash advance must be liquidated or settled with the Accounting Office within one (1) month, or thirty (30) days after the travel has been completed. 3. No cash advance shall be granted unless the previous one has been fully settled. Cash Advance for Foreign Travels 1. This cash advance must be liquidated or settled with the Accounting Office within two (2) months, or sixty (60) days after the purpose of the cash advance has been completed. 2. No cash advance shall be granted unless the previous one has been fully settled. 3. The granting and liquidation of this cash advance are subject to pre-audit by the Commission on Audit. For your information, guidance and strict compliance. Thank you.
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