Month: January 2021

Fund transfer

Q: Who should communicate to the funding agency for the transfer of fund?

A: The research team should continuously follow up the Project Officer of the funding agency of the tranche.

Q: What proof do I need for the transfer of the tranche?

A: For projects funded by government agencies , you need the List of Due and Demandable Accounts Payable – Advice to Debit Account (LDDAP- ADA). For projects funded by international/foreign agencies, you need the Payment Advice. Both can be requested from your funding agencies.

Start up

Q: Do I need to appoint an SDO to start purchasing items directly in the stores (pay in cash) or through government procurement procedures (pay through UPM check)?

A: No. Purchases made in stores can be reimbursed, while those procured through UPM following the procurement procedures will be directly paid by the UPM through their DBP accounts.

Q: When can I start charging expenses? I don’t have my funds yet, but I already have a signed MOA and LIB.

A: Expenses can be charged against the project’s fund at the start date of the project as stated in the MOA. If personal funds are used, this can be reimbursed by submitting the required documents. Follow this link https://rgao.upm.edu.ph/implementation/research-translation/ for more details.

Expense Report, Cash Advance

Q: How can I request for the release of cash advance?

A: Follow this link https://rgao.upm.edu.ph/implementation/cash-advance/ for the steps on how to request for cash advance

Q: Can I reimburse the bond premium?

A: Yes. For your project, it will be charged under Taxes, Insurance Premiums and other fees.

Q: What are the inclusive dates of expenses which I can under cash advance?

A: You can only charge expenses on the approved indicated dates on your Admin. Order.

Q: Can I charge anything on my cash advance?

A: No. You can only charge expenses under the MOOE that are included in your letter request & Cash Flow.

Q: Who are eligible for the SDO position?

A: Only UPM employees with permanent appointment. Follow this link https://rgao.upm.edu.ph/implementation/cash-advance/ for more details.

Q: Are tenure-track appointment of UPM personnel eligible for the SDO appointment?

A: No, not until they have their permanent appointment.

Q: Do I need to be an SDO in order to reimburse my expenses for the project?

A: No.

Q: Are the Sales Invoices generated by the cash registered machine enough to prove the purchase, though, the required proof are the Official Receipts.

A: Yes.

Q: How much is allowed for representation/meal expenses per head?

A: Please refer to EO No. 77.

Payment of staff

Q: How do I claim my salary?

A: You can go to this link for the details https://rgao.upm.edu.ph/implementation/payment-of-staff/

Q: Can all the details in my COS be typewritten so I can lessen the chance of mistakes/erasures?

A: Everything can be typewritten except for the I hereby part. That portion should be handwritten.

Q: I made a mistake while writing on my COS/AR, can I erase it?

A: No. Based on Memo Order No. CCDP-2017-055, Project Contract Forms and Certificate of Service must be free of erasures and/or corrections. Generally, official forms should be free from erasures.

Q: What if I want to hire an additional staff but the position is not in the LIB or the position is only for 1 person?

A: You have to realign your budget & request for the approval of your funding agency.

Q: What should be the date of the PCF?

A: The date is usually the start date of the implementation of the project.

Q: What position and salary should I write in my in the PCF?

A: It should be the given position and salary in the research project. Note that this position should be the same with the items found in your LIB.

Q: Are electronic signature of staff allowed in COS and Accomplishment Reports?

A: Original signatures are required.

Q: Can I pay for the salary of my staff and ask for its reimbursement?

A: No. Salaries & honoraria of project staff should be paid directly through UPM. Their salaries will be transferred to their DBP accounts.

Research Dissemination Grant

Q: What journals are eligible for the UP System International Publication Award (IPA)?

A: Scopus and (Clarivate) Web of Science-indexed journals are eligible for the award.

Q: Are students qualified for the IPA?

A: Yes, Students are qualified to apply for the award. They just have to attach their latest form 5 in the submission documents.

Q: What journals are eligible for the UP Manila Publication Award?

A: Peer reviewed journals which are not Scopus/Web of Science-indexed journals are qualified for the award

Q: If the article was published in a journal which is included in the Beall’s list of Possible, Probable, Predatory Journals, would the article be disqualified for publication award?

A: No. For journals qualified in the UP System International Publication Award, an IPA Committee will evaluate the article to decide if it is qualified or not.

Q: Who are qualified for the OIL Travel Grant?

A: UP students taking up masters or doctorate are qualified for the grant including faculty who are taking their masters/doctorate in the university

Administrative Overhead Cost (AOC)

Q: Where was the Administrative Overhead Cost derived?

A: The Administrative Overhead cost is derived from the Total Budget of the study. The Total budget is the sum of the personal services (PS) and maintenance and other operating expenses (MOOE). Personal services include the compensation of the staff and other personnel that may be required for the entire duration of the project. The MOOE are the expenditures of the project (i.e. communication, travel, and supplies and materials). The rate for the Administrative Overhead Cost for non-government sponsored researches is 15% of the total budget, while 7.5 % for government-funded researches.

Q: What does the Administrative Overhead Cost covers?

A: The AOC covers the UPMREB review fee, including the continuing review and IACUC review fee.

Q: Where does the Administrative Overhead Cost proceed?

A: 80% of the administrative overhead cost goes to the Research Unit fund (RUF). The University Administrative Overhead Cost refers to expenses incurred by the University for accounting and bookkeeping, personnel support services, maintenance of facilities, utilities, etc. which are not provided for in the itemized budget of a research project/program. These are indirect costs of a research project/program borne by external funding agencies.

The Administrative Overhead Cost paid by the study sponsor is shared equally between the Research Grants Administration Office and the Research-Generating Unit to which the Principal Investigator belongs to. The share of the AOC of the Research-Generating Unit will henceforth be referred to as Research Unit Fund (RUF).

The RUF can be used for the following purposes:

  1. To help shoulder the utilities and maintenance bills.
  2. To provide assistance to academic programs, such as the acquisition of equipment and supplies and materials in support of such programs.
  3. To help upgrade the library collection of the University.
  4. To grant salaries/honoraria/incentive pay to deserving personnel and/or offices providing service to the research/project/program.

The amount to be allocated as salaries/honoraria/incentive pay to deserving personnel shall in no case exceed fifty percent (50%) of the share of the administration for research/project/program and in no case shall any part or portion of that honoraria be paid to any personnel of the University who is not involved in providing administrative support to the projects as approved by the appropriate University official.

10% of the Administrative overhead cost goes to the site of the study (i.e. PGH) and the remaining 10% goes to the College unit in which the principal investigator is affiliated.

Procurement

When procuring items needed for the conduct of research project, the items to be purchased will be procured by UP Manila’s offices in behalf of the project, following the regulations set forth by Republic Act No. 9184 “An Act Providing for the Modernization, Standardization and Regulation of the Procurement Activities of the Government and for other Purposes.” The project leader shall not use the cash advance he or she has on hand for these. The cash advance is only used for travel / transportation, representation, meals.

SCENARIO:

A research project needs to procure 10 pcs of laptops to conduct a national survey of a particular disease condition. What are the steps needed to be undertaken to effect the purchase?

First, let us first be familiar with the documents that are prepared for the procurement of materials needed for the conduct of a research project.

Q: What is the PPMP – Project Procurement Management Plan?

This is a document in tabular form showing the schedule as to when items needed by the project are to be procured.  Items to be procured must be planned ahead of time and not procured at whim.  This requires astute planning on the part of the project leader.

The PPMP must show that the electronic tablets are needed by June 2019, for example. Hence, this will serve as a guide as the when the procurement process must start.  A lead time of 2 months minimum is usually observed.

Q: What is the PR – purchase request ?

A purchase request is prepared by RGAO to assist the research project in starting the procurement of a particular.  This document is the first step to get approval of the procurement.  The product is not yet being purchased, but we are just getting approval for it.  The PR must contain the following information: research project that needs the item, detailed specifications of the item, quantity of the item, and the budgeted price of the item. It is best practice not to place the brand of the item but just the details of the specifications.  If a certain brand is required, this must be properly justified.  RGAO would then forward the PR to the Accounting Department to ensure availability of funds, and to the Procurement Office for the proper mode of procurement. Only then will this be given approval.

Going back to our case, the purchase request should contain the name of the research project, the item (laptop), the specifications (size, memory, operating system, capabilities), quantity (10 pcs), budgeted price (P25,000).

Q: What is the PO – Purchase Order ?

The purchase order (PO) is prepared once a PR has been given approval.  The PO is the document that is sent to a supplier by the purchasing entity confirming an order for items or services to be procured. The supplier to be chosen is the one who has the most competitive price who can deliver the items specified. The PO includes the name of the research project needing the item, the vendor, the description and quantity of the goods or services, the price, date of delivery or performance, payment information, and delivery address.

Going back to our case, the PO should contain the name of the research project, the vendor (Electronics Supplies, Inc.), the item (laptop), the specifications, quantity (10 pcs), purchase price (P24,000), date of delivery (within 15 days from acceptance of the purchase order), payment information (check payment within 30 days from delivery), delivery address (547 Pedro Gil St.).

Q: What is a DV – disbursement voucher ?

Upon delivery of the purchased item, the supplier will provide an invoice and have the accepting office sign a delivery receipt.  The invoice represents the supplier’s request for payment from the purchaser. The DV is a form used to have a check made representing the purchaser’s payment to the supplier for the items delivered or services rendered.

Going back to our case, the needed 10 pcs of laptops have been delivered. These have been inspected and found to be appropriate.  The supplier has provided an invoice and the accepting office has signed the delivery receipt. A disbursement voucher is then prepared resulting in a check from the account of UP Manila payable to Electronics Supplies, Inc. with the amount of P240,000.

Common Problems Encountered in the Procurement Process

  1. The items to be purchased as listed in the PPMP do not match the items in the line item budget.

The items listed in the PPMP will be counterchecked with those listed in the LIB to ensure that proper funds have been budgeted for the various items to be procured. There are instances when the project staff have not properly prepared the line item budget (LIB) and PPMP.

For example, the PPMP shows that a statistical software has to be procured. However, the LIB does not contain this item.

Q: How can this scenario be prevented?

A: Proper planning must be done in the preparation of the LIB and PPMP. The items to be procured as listed in the PPMP must have been budgeted corresponding amounts as stated in the LIB.

  1. Failure to know the prevailing market price of items to be purchased

The purchase request stated that the study has set a budget in the amount of P25,000 per piece of the electronic tablet. During the bidding process, there were no offers from any supplier and the bidding failed.  This is because no supplier can sell the items at that low price since the prevailing market price is at P28,000.

Q: How can the failure of bidding in this scenario been prevented?

A: The project leader must first have an idea of the prevailing market price of the items they need to procure. To allow for inflation and increase in market prices, the amount in the budget can be increased by approximately 10%. If the market price is P28,000, the budget for the item can be placed at P30,800 thereabouts.

      3. Failure to provide the details of the product specifications.

The purchase request and purchase order missed an important detail in the product specification. This resulted in the software to be used in the national survey not compatible with the procured laptops.

Q: How can this be avoided?

A: The purchase request must contain the details of the product specifications to conform to the requirements of the research project.

Registration

Q: How do I register my research with RGAO?

A: You may register your research by completing the online form at http://rgao.upm.edu.ph/registration. You will receive an RGAO registration certificate with the RGAO reference number for your research via email after One (1) working day to acknowledge your registration.

Q: Do I still need to register my research with RGAO even if it will not undergo UPMREB/IACUC review?

A: Yes, all researches conducted/ to be conducted in the University and/or by University staff (including faculty, students, REPS, and PGH employees, residents/ fellows) should be registered. These include all research regardless of area or topic, design or methodology, or funding source (e.g. case reports, meta-analysis, systematic review, creative work).

Q: Can I still register ongoing and completed researches?

A: Yes, you may still register ongoing and completed researches. You may register your researches at any point in the research process: Research protocol is ready for review;

  • Research is to be started;
  • Ongoing research;
  • Research is completed and the report is final;
  • Research has been accepted for presentation in a local or international meeting;
  • Research has been accepted for publication/ is published; and
  • Research work results in a patentable product.

Additional Details on Research-Related Transactions

Documentary Requirements for Common Research-Related Transactions

Download: Checklist for the Liquidation and Reimbursement of Research Expenses

General Reminders:

  1. The cash advance can only be used to pay for Maintenance and Other Operating Expenses.
  2. All Official Receipts (OR) should be in the name of the SDO (or project leader if no SDO) and not in the name of the University. Each OR should be noted (signed) by the SDO (or project leader if no SDO).
  3. All thermal receipts must be photocopied and the original attached to the photocopy.
  4. Each submission should be accompanied by the following documents:
    1. Disbursement Voucher (DV)
    2. Budget Utilization Request (BUR)/Obligation Request (ObR) (if applicable)
    3. Summary of Expenses/Liquidation Report
    4. Line Item Budget (LIB)
    5. Cash Program (if applicable)
  5. All documents should be arranged according to the Liquidation Report/Summary of Expenses in order to expedite the pre-audit process and must be fastened using a fastener.
  6. Phone canvass is allowed for expenses not greater than Php 20,000.00.
  7. Please use a fastener to hold the document together.
  8. Small receipts should be glued on a whole paper.
Expense ItemConditions
I.        Travel ExpensesLocal Travel – Liquidation within 15 days after official return   Foreign Travel –  Liquidation within 30 days after official return
a.  General Requirements for Local/Foreign Travel[1],[2] 
i.  Approved Letter Request 
ii. Approved Travel Order oriii. Approved Authority to TravelFor foreign travel
iv. Local Special DetailFor local travel
v. Duly Approved Itinerary of Travel 
vi. Approved Revised Itinerary of TravelIf the previous approved itinerary was not followed
vii. Certificate of Appearance/Attendance 
viii. For seminars/workshops/trainings 
1. Certificate of Service and Appointment of the SpeakerFor speakers in seminars/conferences
2. Acceptance of the nominees as participants (issued by the foreign country) 
3. Programme Agenda and Logistics Information 
ix. Certificate of Travel Completed 
 x. United Nations Development Programme (UNDP) rate for the Daily Subsistence Allowance (DSA) for the country of destinationFor foreign travel only
xi. Photocopy of Official Receipt of Returned Unused Cash AdvanceIf applicable only. Indicate specific purpose, date and travel destination of cash advance
xii. Certification of the Head of Agency as to the absolute necessity of the expenses together with the corresponding bills or receipts, if the expenses incurred for official travel exceeded the prescribed rate per dayIf applicable only. Certification or Affidavit of Loss shall not be considered as an appropriate replacement for the required hotel/lodging receipts
b. Air Travel 
i. Official Receipt 
ii. Approved Purchase RequestFor check payments made to a travel agency
iii. Flight itinerary issued by the airline/ticketing office/travel agency, boarding pass and terminal fee/ticketAll are required
iv. Abstract of Open Canvass and Canvass of Quotations (at least 3)Travel Agency only
v. BIR 2303 or Certificate of RegistrationTravel Agency only
c. Chartered Boat/Van Rental 
i. Official ReceiptIf applicable only. RER or Acknowledgement Receipt can be used
ii. Contract of Service 
iii. Itinerary of Travel (Transportation Form) with List of Passengers 
iv. Local Special Detail 
v. Travel AuthorityFor JO staff
vi. Abstract of Open Canvass and Canvass of Quotations (at least 3)Optional if in remote communities
vii. BIR 2303 (Certificate of Registration)If applicable only
 d. Metered Taxi 
i. Official ReceiptUber/Grab Car/Grab Taxi: Include e-mail receipt
 ii. RERUber/Grab Car/Grab Taxi Booking FeeReceived from: SDO   Payee: Driver Witness: Staff
i. Approved Itinerary of Travel (Transportation Form)If in groups: Add list of passengers   Approved by: PI Liquidated by: Staff
ii. Certificate of Appearance 
e. Bus 
i. Bus ticket/Official Receipt 
ii. Approved Itinerary of Travel (Transportation Form)If in groups: Add list of passengers   Approved by: PI Liquidated by: Staff
iii. Certificate of Appearance 
f. Customary modes of transportation(Jeep, FX, MRT, LRT, Tricycle) 
i. RERReceived from: SDOPayee: Staff   Witness: Staff
ii. Approved Itinerary of Travel (Transportation Form)If in groups: Add list of passengersApproved by: PI   Liquidated by: Staff
g. Boat (passenger) 
i. Boat ticket and terminal ticket 
ii. Approved Itinerary of Travel (Transportation Form)If in groups: Add list of passengersApproved by: PI   Liquidated by: Staff
II. Gasoline Expenses (Official Vehicles Only)For gasoline expenses incurred while using a private vehicle in the performance of research-related duties, the expenses must be converted into the possible cost incurred if using customary mode of transportation
a. Official Receipt 
  
III. Per Diem (Travel and Accommodation)[3] 
a. Contract 
b. RER 
c. Certificate of Appearance 
d. Grant guidelines from funding agency (or equivalent letter)If the per diem amount is greater than Php 800.00/day
IV. Accommodation (Actual Expenses)If claiming actual expenses, staff cannot claim the entire amount of the per diem expenses. Additionally, this is not applicable for accommodation for pre-planned major activities such as trainings, workshops, conferences and large meetings.
a. Official Receipt 
b. Certificate of Appearance 
V. Transportation and Delivery 
a. Official Receipt 
b. Abstract of Open Canvass and Canvass of Quotations (at least 3)If courier services or trucking services that vary according to weight or time of travel, respectively, include note that “actual prices vary according to” weight/time
VI. Representation 
a. Meetings 
i. Official Receipt 
ii. Original signed attendance sheet 
iii. Abstract of Open Canvass and Canvass of Quotations (at least 3)If purchase > P 1,000
iv. Grant guidelines from funding agency (or equivalent justification letter)If representation expenses exceeds Php 150.00 /person/meeting
b. Community/Field 
i. Official ReceiptAlternative: RER/Acknowledgement Receipt
ii. Original signed attendance sheetFor group activities, e.g. meeting with barangay officials
iii. Certificate of AppearanceIndividual meals for field work
VII.  Supplies and Materials 
i. Official Receipt 
ii. Duly accomplished RERIf purchased in remote communities and suppliers is unable to provide an OR
iii. Collection Receipt and/or Sales Invoice and/or Cash Invoice stamped with PAID and signed by the cashierIf supplier is unable to provide an OR
iv. Requisition and Issue Slip 
  
  
vii. Abstract of Open Canvass and Canvass of Quotations (at least 3)If purchase was made in metropolitan areas (e.g. NCR, first class municipalities, etc) and prices is > P 1,000
VIII. Communication Expenses 
a. Internet 
i. Billing Statement OR Call Cards 
ii. Official Receipt 
b. Call and Text 
i. Official Receipt 
ii. Call Cards 
iii. Call Logs 
c. Mobile Phone Unit 
i. Certificate of No Official PhoneProvide if the study does not have an official mobile phone unit. Also indicate the SIM card numbers and respective owners
ii. Acknowledgement Receipt of Equipment (ARE) / Inventory Custodian Slip (ICS)For the mobile phone unit
IX. Printing and Binding 
a. Official Receipt 
b. Sample (First page of document, A4-sized design of the tarpaulin or poster) 
c. Abstract of Open Canvass and Canvass of Quotations (at least 3)Required for a single receipt of Php 1,000 or more. Not required if expenses were incurred in remote communities.
X. Patient Remuneration 
a. Transportation Allowance 
i. RER 
ii. Transportation Form 
b. Meal Allowance/Other Expenses 
i. RER 
ii. Attendance with AcknowledgementBetter if included
XI. General Support ServicesOffice and equipment maintenance and repairs
a. Approved Job Order 
b. Pre and post inspection 
c. Approved Work Order 
d. Waste Material ReportFor disposal of waste materials from repair or replacement of damaged fixed assets
XII.  Other Professional Services (e.g. Laboratory Services) 
a. Liquidation/Reimbursement (Cash) 
i. Contract of Service (or equivalent) 
ii. Billing Statement 
iii. Official Receipt 
iv. Summary of PatientsIf applicable
v. Abstract of Open Canvass and Canvass of Quotations (at least 3)Not needed if services are available within the UP System (PGH, UPD, UPLB, etc)
b. Check payment 
i. Purchase Request 
ii. Purchase Order/Contract of Service 
iii. Billing StatementExcept OR
iv. Summary of PatientsIf applicable
v. Abstract of Open Canvass and Canvass of Quotations (at least 3)Not needed if services are available within the UP System (PGH, UPD, UPLB, etc)

[1] Memorandum Order No. CCDP-2016-010. Mandatory Supporting Documents for Liquidation of Cash Advance for Travel (Local and Foreign) and Special Purpose Cash Advance

[2] Commission on Audit Circular No. 2012-001, dated June 14, 2012. Revised Documentary Requirements for Common Government Transactions

[3] Executive Order No. 77. Prescribing Rules and Regulations and Rates of Expenses and Allowances for Official Local and Foreign Travels of Government Personnel


Downloadable Forms