Cash Advance

Call for Policy Papers on Higher Education Interventions for the Better Normal

We are pleased to announce that the UP Center for Integrative and Development Studies is seeking to publish the latest policy and research papers on higher education.

In line with the UP CIDS program goals, they are hoping you can compose a Policy Paper of about 3,000 to 6,000 words on the interventions of the University wants to deliver a better normal for our constituencies during and beyond the COVID-19 pandemic. In the Policy Paper, the proponent can discuss the context and content of, among others, your pandemic-related past memoranda as well as current and future initiatives.

To aid you in crafting your Policy Paper, we have attached a copy of our consolidated resources which includes reports and school/HEIs memos related to COVID-19 response. For this call, the policy paper outline is as follows:
• Situation analysis
• Pandemic response framework
• Administrative, technological, and andragogical interventions
• Monitoring and evaluation mechanisms

Deadline of submission of manuscript is on 31 March 2021. Should you need more information you can email Ms. Marrhon Mangalus at msmangalus@up.edu.ph

2022 Innovators in Science Award

We are pleased to announce that the Takeda Pharmaceuticals and the New York Academy of Sciences is opening a call for nominations entitled “The 2022 Innovators in Science Award” that will will recognize scientists from around the globe for their exceptional research in Gastroenterology

The University of the Philippines Manila is is invited to nominate one (1) promising Early-Career Scientist and one (1) outstanding Senior Scientist conducting research in Gastroenterology as candidates for the 2022 Innovators in Science Award.The nomination period begins April 1, 2021 and ends May 27, 2021.

The Awards will be conferred at a formal ceremony and symposium in Tokyo, Japan, on March 28-29, 2022.

You may refer to the Award Guidelines, available at www.TakedaInnovators.com, for details on nominee eligibility, nomination requirements, and evaluation criteria (to download a flyer summarizing this information, please click here). A list of frequently asked questions is also available to assist you during the online nomination process.

Additionally, we will be hosting a free Call for Nominations Webinar on Thursday, March 25, 2021 at 10:30am ET. Webinar participants will learn about Award program eligibility, nomination guidelines, and evaluation criteria to help them assemble a competitive nomination package. Program administrators from the Academy will conclude the webinar with a question and answer period to clarify program requirements. Webinar materials will be available for reference after the webinar at TakedaInnovators.com.

Timeline for the 2022 Innovators in Science Award in Gastroenterology

March 25, 2021Call for Nominations Webinar
April 1, 2021Nominations open
May 27, 2021Nominations close
Nov-21Innovators in Science Award Winners Announced
March 28-29, 2022Innovators in Science Award Ceremony and Symposium in Tokyo, Japan

For further information you may visit the Takeda website at www.TakedaInnovators.com

Call for Proposals 2021-2022: Philippine Council for Health Research and Development

We are pleased to announce to announce that is DOST-PCHRD is accepting research and development (R&D) proposals for funding in 2021-2022 The call for proposals is for specific R&D priority areas under the Harmonized National R and D Agenda (HNRDA) which hinges on DOST’s S&T thrusts, emerging and re-emerging health concerns that prevail in the country.

This call encourages public and private higher education institutes, research and development institutes and non-profit organizations to conduct applied R&D and forge collaboration by and among organizations involved in health R&D.

For more info you can email them at Info_pchrd@pchrd.dost.gov.ph

Call for Proposals: Regional Comprehensive Economic Partnership

We are pleased to announce that the Philippine APEC Study Center Network (PASCN) and Philippine Institute of for Development Studies (PIDS) released a call for research proposals.

The following are the topics that is requested to be focused on are: 1) Agriculture and Fisheries; (2) Tourism; (3) Labor and Employment; (4) Trade in Services; (5) Investments; (6) Education; and (7) MSMEs. Other topics under RCEP are also welcome. 

Deadline of submissions will be on March 15, 2021.

For further details you may download the brief description of the call, Application form and guide for the research proposal template:

Call for Proposal: 2021 CDKL5 Programs of Excellence Pilot Grant Program – LOI

We are pleased to announce that the Orphan Disease Center and Loulou Foundation has released a call for grant that will support research related to CDKL5 Deficiency Disorder (CDD).

Proposal Due Date: Friday, March 26, 2021, not later than 8pm (EST). Full application documents are to be uploaded at https://www.orphandiseasecenter.med.upenn.edu/grants

For more details you may download the attached file:

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.

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.
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

Guidelines on the Utilization of the Research Unit Fund

In pursuant to the approved Amendments on the Implementing Rules and Guidelines on the University Administrative Overhead Funds for Research and Special Projects (BOR 1147th Meeting in December 2000), the Research Grants Administration Office (RGAO) observes the attached guidelines on utilization of the Research Unit Fund (RUF).

Please note that one of the requirements for the utilization of fund is approved Internal Operating Budget (IOB). In this regard, we would like to request each unit to submit their IOB for C.Y. 2019 on or before February 21, 2019. All submitted IOBs will be consolidated by RGAO for approval of the Chancellor. In addition, please submit Project Procurement Management Plan (PPMP) for procurement of items if needed.

Kindly click link to see the Memo and Guidelines: Guidelines on the Utilization of the RUF