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