Cash Advance

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 LIB items in your Cash Flow.

Additional Details on Research-Related Transactions

Documentary Requirements for Common Research-Related Transactions

A 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 and not in the name of the University. Each OR should be noted by the 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) (only if applicable)
    3. Summary of Expenses/Liquidation Report
    4. Line Item Budget (LIB)
    5. Cash Program
  5. All documents should be arranged according to the Liquidation Report/Summary of Expenses in order to expedite the pre-audit process.
  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

How to Increase Cash Accountability

Any increase in the amount of accountability, resulting to an increase in the amount of bond shall be subject to increase in premium. 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.

  1. The Researcher prepares a request letter for increase in accountability and attaches a copy of the following documents:
    • Administrative Order for designation as SDO
    • Approved Line-Item Budget
    • Memorandum of Agreement or Clinical Trial Agreement between the University and the Sponsor
    • Cash Flow for two months showing that the amount needed has increased
    • Sworn Statement of Assets, Liabilities and Net Worth
    • General Form 57(A)
    • General Form 58(A)
  2. The request letter is endorsed by the Dean/Director, the Vice Chancellor for Research and/or the Vice Chancellor for Administration, and approved by the Chancellor.
  3. Once the request has been approved, it will be forwarded to the Human Resource Development Office for drafting of the Special Order (SO).
  4. The SO will be signed by the Chancellor and forwarded back to the unit.
  5. The unit will pay the additional fidelity bond that corresponds to the increase in the amount of the cash accountability, directly to the Bureau of Treasury. The Researcher would need to present the following documents:
    • Approved application for bond (General Form No. 57(A) and 58(A))
    • Copy of the Administrative Order for designation as SDO
    • Special Order increasing the amount of accountability
  6. Once bond has been paid, the Researcher will receive a Confirmation Letter containing the name of the SDO, the Risk Number, Approved Amount of Bond and Effective Date. This document is attached to all subsequent requests for cash advance.
  7. Once the bond has been paid, the Researcher can now request for a cash advance equal to the amount of his/her increased cash accountability.
  8. The bond needs to be renewed yearly, before the date of its anniversary, otherwise the bond is automatically cancelled.

Downloadable Forms

How to Apply for an SDO Designation

  1. The Researcher prepares a request letter for designation as SDO for a specific research project for the approved duration specified in the protocol or Memorandum of Agreement/Clinical Trial Agreement. The supporting documents to be attached to the letter are the following:
    • Approved Line-Item Budget
    • Memorandum of Agreement or Clinical Trial Agreement between the University and the Sponsor
    • Cash Flow for Two Months
    • Sworn Statement of Assets, Liabilities and Net Worth
    • General Form 57(A)
    • General Form 58(A)
    • List of Accountable Public Officers (for new applicants)
    • List of Bonded Officers (for renewal)
    • Certificate of No Pending Case (requested through UIS of the person to be designated)
  2. The request letter is endorsed by the Dean/Director, the Vice Chancellor for Research and/or the Vice Chancellor for Administration, and approved by the Chancellor.
  3. Once the request has been approved, it will be forwarded to the Human Resource Development Office for drafting of the Administrative Order (AO).
  4. The AO will be signed by the Chancellor and forwarded back to the unit.
  5. The unit will pay the fidelity bond that corresponds to the amount of the cash accountability directly to the Bureau of Treasury, located at Soriano Ave., Intarmuros, Manila (see Revised Schedule of Premium Rates below). The unit will need to bring the following documents:
    • Approved application for bond (General Form No. 57(A) and 58(A))
    • Copy of the Administrative Order for designation as SDO
  6. Once bond has been paid, the Researcher will receive a Confirmation Letter containing the name of the SDO, the Risk Number, Approved Amount of Bond and Effective Date. This document is attached to all subsequent requests for cash advance.
  7. Once the bond has been paid, the Researcher can now request for a cash advance equal to the amount of his/her cash accountability.

The bond needs to be renewed yearly, before the date of its anniversary, otherwise the bond is automatically cancelled.

Next step: Payment of Bond Premium


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

SOUTHEAST ASIA-EUROPE Joint Funding Scheme for Research Innovation: 2nd Joint Call in the Thematic Areas Bioeconomy and Infectious Disease

We are pleased to announce that the Southeast Asia-Europe Joint Funding Scheme for Research and Innovation through DOST-PCIEERD is now accepting proposals in the Thematic Areas of Bioeconomy and Infectious Diseases.

Attached is the Call for Proposal for your reference. You may also visit this link: https://www.sea-eu-jfs.eu/calls for more information.

The deadline for submission of proposals is on September 18, 2018. For inquiries, kindly coordinate with the Research Grants Administration Office (rgao@post.upm.edu.ph, 567- 2054).

Thank you for your continued interest in health research and development.

SOUTHEAST ASIA-EUROPE Joint Funding Scheme for Research Innovation 2nd Joint Call in the Thematic Areas Bioeconomy and Infectious Disease

CALL FOR PROPOSALS Newborn Screening Research Grants

BACKGROUND

The Department of Health (DOH) recognizes the importance of research in the improvement and success of the Philippine newborn screening program. To ensure that basic, clinical and psycho-socio-cultural researches related to the newborn screening program are undertaken, DOH issued Department Memoranda on 9 August 2010, 2 September 2014 and 25 January 2016. The Memoranda directed the Newborn Screening Reference Center (NSRC) to oversee this research agenda. The NSRC has delegated the administration of the research grants to the National Institutes of Health (NIH) with the assistance of the UP Manila Research Grant Administration Office (RGAO). Consequently, the Philippine newborn screening program is expected to generate researches that would help improve newborn screening processes/services, improve patient outcome, and explore new knowledge in newborn screening.

MECHANICS

The NIH is pleased to announce this ‘Call for Research Proposals’ on behalf of the NSRC’s Research Grant initiative for 2018-2019.
The grant proposal/application process is open to institutions, groups, consultants, trainees (fellows, residents, medical students, non-medical undergraduate students, graduate students). Trainees must have a faculty co-investigator.

FUNDING

Initial budget earmarked for the first cycle (2018-2019) is Php 50 million. Funding is available for multi-year projects.

GENERAL TERMS OF ENGAGEMENT

A. Topics for proposals

1. Short term and long term outcome studies for patients affected with any of the disorders in the newborn. screening panel*
2. Burden of disease studies of conditions in the newborn screening p anel*
3. Determinants on decisions regarding acceptance of newborn screening among various stakeholders (e.g. parents, physicians, nurses, midwives, etc)
4. Acceptability of the use of residual blood spot specimens remaining after screening for research
5. Molecular analysis of metabolic disease cases from 1996-2017
6. Molecular analysis of patients diagnosed with endocrine disorders as a result of newborn screening (e.g. congenital adrenal hyperplasia, congenital hypothyroidism)

If your proposed topic is not in the list, you may still submit your capsule proposal.

*www.newbomscreening.ph

B. Submission Requirement

Kindly register as a proponent @ http://rgao.upm.edu.ph/registration and submit the following requirements on or before October 30, 2018:

1. Capsule Proposal (300 words – brief intro, objectives, impact of study)
2. Letter of Intent
3. CV (max 2 pages) of Lead Proponent (Principal Investigator/Project Leader)
4. Brief profile of the institution of researcher

For queries, please contact Ms. Vivian Biala or Ms. lonee lbarrientos of the Research Grants Administration Office, UP Manila at tele.phone # 567-2054 or email us at rgao@post.upm.edu.ph.

C. Selection Process

Capsule proposals will be reviewed. Feedback will be given within 2 weeks from submission of capsule proposal. Short-listed applicants will be required to submit a full proposal. Full proposals will undergo technical review. RGAO will assist with budget preparation and ethics review.

NSRC Call for Proposal (Open to All)NSRC Call for Proposal (Open to All)

Call for Proposals: UPM-NIH Student Researcher Grant 2018

Good day!

The Office of the Vice Chancellor for Research is pleased to announce that the Research Grants Administration Office (RGAO) is now accepting applications for the UPM Student Researcher Grant for CY 2018. This grant provides funding support for thesis/research of UP Manila undergraduate students, medical students, and masteral students without any scholarship.

A research grant of up to P40,000.00 each shall be given to deserving research projects to subsidize expenses for maintenance and other operating expenses (MOOE) only. The proposals shall be evaluated based on relevance and scientific merit subject to appropriate ethical clearance. The thesis or research adviser should endorse the application and will be responsible for financial disbursements and liquidation of funds. The successful applicants are strongly encouraged to publish their results in reputable peer-reviewed journals and are required to submit their manuscript in a publishable format ready for submission.

Please submit the following requirements on or before 15 October 2018 (Monday):

  1. One (1) printed copy of the full thesis/research proposal
  2. Electronic copy (Word file) of the full thesis/research proposal (send via email to rgao@post.upm.edu.ph)
  3. Endorsement letter signed by the Thesis/Research Adviser, Department Chair and College Dean
  4. Thesis panel certificate of approval
  5. Registration with RGAO at http://rgao.upm.edu.ph/registration/.
Submissions should be sent to the Grants Application and Protocol Development Unit (GAPDU), RGAO at Room 111, NIH Bldg., UP Manila.  For inquiries, you may call (02) 567-2054 or email rgao@post.upm.edu.ph.
 
Please find attached copy of the disseminated memorandum.

Thank you.