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Republic of the Philippines BENGUET STATE UNIVERSITY
La Trinidad, Benguet, Philippines 2601 Web Address:
www.bsu.edu.ph
ADMINISTRATION AND FINANCE SECTOR
ACCOMPLISHMENT REPORT CY 2019
I. ADMINISTRATION
1. Signed reports and documents concerning administrative
concerns: ➢ Certificate of Employment ➢ Application for leave ➢
Service Records ➢ Clearance of the University employees ➢ Statement
of Liabilities, and Net Worth ➢ Personal Data Sheet of newly hired
employees ➢ Request to hire/renew of contracts
2. Reviewed and signed the following;
Table 1: Appointments for CY 2019
Table 2: Travel Authority & Travel Order for CY 2019
0
100
200
300
400
500
600
700
800
Contract ofService
Job Order Emergencyworker
Total Number 726 617 12
2019 Appointment
Travel Authority75% (136)
Travel Order25% (45)
Approved Travel Authority & Travel Order
http://www.bsu.edu.ph/
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Table 3: Request to render overtime services
Table 4: Vouchers
** The total number indicated above on table 1 to table 4 is
based on the logbook that was released
from the office.
3. Attended 218 meetings from July to December, 2019.
4. Attended the following official seminars, trainings and other
invitations
Title of the Seminar Date Sponsor L/RN/I
Mandatory Continuing Legal Education Seminar
July 22-26, 2019 Local
Budget and Treasury Management System
August 28-30, 2019
BTMS Local
Resource Speaker during the forum On “System of Ranking
Position”
September 16, 2019
BSU-GEA Local
Resource Speaker during the CaLaJO with the theme “ Integrity in
the Workplace”
September 11, 2019
BSU-HRDO Local
Resource Speaker during the Induction of officers with the theme
“Empowering each other and embracing changers”
September 30, 2019
BSU-BGUIAS Campus
Local
BTMS Training for Admin & Finance, Finance and STO,
High-Adv, Bokod & Buguias Campuses
October 9-10, 2019
BTMS Local
FOI Seminar November 18, 2019
FOI Local
Data Privacy Seminar & Workshop
November 26-28, 2019
DPA Local
Resource Speaker during the BSUNTA seminar with the theme
“Empowerment of Personnel through Protocol Awareness"
December 7 & 18, 2019
BSUNTA Local
Job Order Plantilla
Total Number 310 318
305
310
315
320
Approved request for overtime
- 500 1,000 1,500 2,000
January - June
July - December
January - June July - December
Total Number 1,593 1,052
CY 2019 Vouchers
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5. Prepared correspondence and administrative issuances for
review of the Vice-President for
administration and approval of the University president; ➢
HRMPSB Reconstitution pursuant to 2018 ORA-OHRA and the BSU 2019
Amended Merit
Selection Plan ➢ Reconstitution of the Human Resource Merit
Promotion and Selection Boards (HRMPSB) ➢ Amendments Guidelines for
Local and Foreign Travel of BSU Personnel ➢ Amendments Guidelines
in the hiring of Contract of Service and Job Order Personnel ➢
Exception to Right to Access to Information (DPO-Annex A.
Exceptions)
6. Reviewed reports and prepared communications, administrative
issuances such as the following: ➢ Comment regarding Overload pay
for Faculty Members for August-December 2018 ➢ Comment on the
letter complaints of CSC ➢ Comment on the letter complaints of
Wagner F. Grande ➢ Suspension of University Office Memo. No.
152,s.2019 (BTMS Implementation) ➢ Comment on the letter complaints
from the Business Sector
7. Assisted the different administrative services to ensure that
the development plans and activities
are implemented to sustain quality standards and requirements
and the desired service outcome are accomplished;
8. Served as Officer-In-Charged at Human Resource Development
Office effective last October 06, 2019.
9. Participated in committee deliberations, policy formulation,
revisions and provides clarity of
information/ response on queries and issues pertaining to
administrative issuances, laws, rules and regulations;
10. Oversee the offices/service areas under Administrative
Service Division.
A. Compensation, Benefits & Other Obligations Office
(CBOO)
1) Accomplishments on document preparations of payments due to
and due from employees and other personnel, loans processed and
approved, requests addressed and other accomplishments for the
period covered, January 1 to December 31, 2019.
Distribution of the different
disbursements on compensations, benefits and
other obligations prepared by
CBOO office for January 1 –
December 31, 2019
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A. The monitoring report of the Key Performance Indicators
(KPIs) as indicated in the CBOO
QMS document on Functional & Operational Objectives, KPIs,
Targets and Programs for the
months of January to December 2019 attached.
DETAILS of the salaries and wages
of permanent employees,
contractual and substitute
employees, casual employees,
contract of service and job-order personnel, and
students processed for
January 1 – December 31,
2019.
SUMMARY of the benefits of permanent
employees, contractual
and substitute employees,
casual employees, contract of service and job-order
personnel, and students
processed for January 1 –
December 31, 2019.
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B. CBOO Office continuously update the CBOO Personnel
Information System for the plantilla personnel. The system
integrates other MS Access files of the office on pay slips
generation, loan monitoring and the MS Excel of the index of
payments of plantilla personnel and employee profile.
C. The CBOO office quarterly highlights of accomplishments
regularly submitted in print and electronic copy to the office of
the Vice President for Administration and Finance to comply with
reportorial requirements for the Office of the President.
D. Compliance of Performance-Based Bonus (PBB) requirements as
per Memorandum Circular (MC)
No. 2019-1: Guidelines on the Grant of PBB for FY 2019 under EO
No. 80, s. 2012 and EO No.
201, s. 2016. And MC No. 2019-2: Supplemental Guidelines on the
Grant pf PBB for FY 2019.
The Guidelines/Mechanics in Ranking Offices/Delivery Units for
FY 2019 was consolidated and transmitted to the AO Secretariat
before its due date in October 1, 2019. An administrative
memorandum was distributed per delivery unit to review and return
list of personnel in their respective delivery units as basis for
the finalization of the eligible employees in the PBB Form 1.0. The
performance ratings of the employees for the two rating periods
were inputted in the matrix. The PBB Form 1.0 has been prepared in
the CBOO Office since the start of the PBB. CBOO Office as an
integral part of the HRMO provides administrative and technical
support to HRMO and other offices or University working committees
in the compliance of requirements.
Table 1.0 The PBB Evaluation Matrix Summary, an additional PBB
requirement for FY 2018 finalized in February 2019.
EVALUATION MATRIX SUMMARY (PBB 2018)
Ranking No. of
Delivery Units
Name of Delivery Unit
No. of Officials
and Employees Entitled to
PBB
Total Requirement
BEST
1 College of Nursing (CN) 12 238,340.70
2 Office of the Vice President for Research and Extension
(OVPRE)
5 135,840.90
3 Office of the University Registrar (OUR) and Office of the
Vice President for Academic Affairs (OVPAA) 14 323,450.01
4 Accounting Office 12 190,721.77
5 Compensation, Benefits & Other Obligations Office (CBOO) 4
50,374.35
6 Office of Quality Assurance and Accreditation (OQAA) 2
84,058.65
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Sub-Total 49 1,022,786.38
BETTER
1 College of Veterinary Medicine (CVM) 16 287,277.53
2 College of Teacher Education (CTE) 63 1,429,214.14
3 College of Home Economics and Technology (CHET) 17
278,929.86
4 Northern Philippines Root Crops Research and Training Center
(NPRCRTC) 33 405,638.12
5 Higher Education Regional Research Center (HERRC) 1
76,098.95
6 Institute of Social Research and Development (ISRD) 2
32,995.69
7 Office of Research Services (ORS) 3 45,427.30
8 Office of Student Services (OSS) 27 511,870.18
9 Budget Office 6 97,198.58
10 Internal Audit Services (IAS) 5 102,948.00
11 Office of the University Board Secretary (OUBS) 2
58,135.95
12 Human Resource Management Office (HRMO) 5 81,997.30
13 Office of the Chief Administrative Officer-FSD 1
45,401.43
14 Records Management Office (RMO) 4 58,558.00
15 Gender and Development Unit (GAD) 1 16,680.75
Sub-Total 186 3,528,371.75
GOOD
1 College of Arts and Sciences (CAS) 77 1,386,615.60
2 College of Agriculture (CA) 49 1,139,263.40
3 Institute of Human Kinetics (IHK) 11 175,467.75
4 College of Forestry (CF) 14 288,940.50
5 Institute of Public Administration (IPA) 6 107,860.00
6 College of Engineering and Applied Technology (CEAT)
10 150,292.05
7 Bokod Campus - HES (BoC - HES) 19 315,152.80
8 Buguias Campus - HES (BuC - HES) 34 539,133.50
9 Research and Extension Publication Office (REPO) 1
11,205.00
10 Institute of Highland Farming Systems and Agroforestry
(IHFSA) 19 158,350.65
11 Horticulture Research and Training Institute (HORTI) 21
163,159.00
12 Intellectual Property Rights Office (IPRO) 1 11,074.50
13 Office of Extension Services (OES) 5 84,689.50
14 Climate-Smart Agriculture Center (CSAC) 3 38,282.00
15 Agri-based Technology Business Incubator/Innovation Center
(ATBI/IC) 1 33,792.50
16 Cordillera Organic Agriculture Research and Development
Center (COARDC)
1 59,226.50
17 Cordillera Regional Apiculture Center (CRAC) 1 33,792.50
18 Food Science Research and Innovation Center (FSRIC) 1
49,610.50
19 Information and Communication Technology (ICT) Services
6 69,099.50
20 Procurement Management Office (PMO) 3 36,822.50
21 Office of the Chief Administrative Officer-ASD 4
54,849.00
22 Motorpool and Transporation Services (MTS) 11 73,728.70
23 Land Reservations Office (LRO) 5 51,411.00
24 Planning Development Office (PDO) 5 116,257.50
25 Internal Relations Office (IRO) 1 66,173.00
26 University Public Affairs Office (UPAO) 3 38,088.00
27 Buguias-GASS 21 171,743.50
28 Human Resource Development Office (HRDO) 3 32,890.00
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29 Bokod-GASS 15 120,108.40
30 Cashiering Office 4 56,326.50
31 Supply & Property Management Office (SPMO) 7
87,438.50
32
Production Services/Income Generating Projects (Office of the VP
for Business Affairs, Bakery, Food Processing Center, Marketing
Center, Poultry, Cafeteria, HMEG, Garments) 22 242,805.20
33 Legal Office 4 73,407.00
34 General Services Office (GSO) 23 181,075.30
35 Office of the VP Administration and Finance 3 77,108.50
36 Office of the President Staff 4 80,097.50
37 Security Services 9 63,781.50
Sub-Total 427 6,439,119.35
Agency Head FELICIANO G. CALORA JR. University President- SG
30
1 93,297.10
Grand Total 663 11,083,574.58
Table 2.0 The PBB Form 1 Report on Ranking of delivery units for
FY 2018 finalized in February
2019.
E. Human Resource Development for the CBOO Personnel, for the
period covered, January 1 to December 31, 2019. Please see attached
matrix of 2019 Learning and Development (LEAD) Activities of CBOO
Office Personnel.
F. Continuing designations of CBOO Personnel as GSIS Agency
Authorized Officers (AAOs), Electronic Remittance File (ERF)
Handler, and Liaison Officers were submitted to GSIS with the
necessary justification for CBOO personnel below salary grade 12
designated to the stated functions/work. The designations were
endorsed and approved by the University President with Office
Order. Other designations to deal with external agencies are
indicated below in Table 3.0. Table 3.0 Continuing designations of
CBOO Personnel to deal with external agencies (designations in
committees and other working groups in the University are not
included in the matrix)
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NAME OF PERSONNEL POSITION DESIGNATION
SUSAN P. BUASEN-OCASEN Administrative Officer V GSIS Primary
Agency Authorized Officer (AAO)
DEBBIE ANN P. PAZA Administrative Aide VI (at the HRMO)
GSIS Alternate Agency Authorized Officer
CHARISH P. WACLIN Administrative Aide IV GSIS Electronic
Remittance Handler and GSIS Finance “Lock-In” Officer
DEVY W. MIGUEL Administrative Aide IV GSIS Liaison Officer
CHRISTIAN LOIE L. ALLASIW Administrative Aide IV PAG-IBIG
Liaison Officer
Marjorie G. Alsaen Administrative Aide III PhilHealth Employer
Engagement Representative (PEER) for Benefits and Remittances and
BENECO Liaison Officer
Table 4.0 Continuing GSIS Issues and Concerns
ISSUES/ CONCERNS
PARTICULARS ACTIONS TAKEN RECOMMEN
DATIONS
1
QUALIFICATION AS ERF HANDLER and AAO (MINIMUM REQUIREMENT: at
least SG 12)
The minimum requirement of an Electronic Remittance File (ERF)
handler and AAO is at least SG 12. Although the position of the
current ERF handler and alternate AAO is only SG 4, they have to be
designated as the ERF Handler and alternate AAO due to unavailable
positions with SG 12 in the office aside from the immediate
supervisor.
Concerned personnel performed their duties and responsibilities
of an ERF Handler and an AAO despite said requirement of the GSIS.
Justification letter was submitted to GSIS as required.
Reclassification or upgrading of positions in the office.
2
TRANSPORTATION EXPENSES OF GSIS LIAISON OFFICER
There were times when BSU vehicle is not available and liaison
officers have to spend their own money to pay for fare when going
to GSIS Office to submit documents and requests.
The liaison officer schedules a once a month transaction at GSIS
Office to lessen transportation expenses. However, submission of
Member's Request Forms (MRF) have been delayed.
Allotment of transportation allowance for GSIS Liaison Officers
in case BSU vehicle will not be available.
CBOO Personnel in Action………………………..
From Left to Right: Ms. Susan P.
Buasen-Ocasen (Chief, CBOO);
Ms. Irene Alcantara as auditor
Ms. Irene Alcantara evaluating
the CBOO office for the ISO
Certification Internal Audit
on April 30, 2019
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CBOO STAFF (Mr. Christian Loie Allasiw, Ms. Charish Waclin and
Ms.
Marjorie Alsaen) participating in the Public Accountability
Values
Enhancement Seminar held
CBOO PERSONNEL and other BSU
employees) take part in the PMASUC
National Convention Cum Seminar
held in Tagbilaran City, Bohol last
April 23 - 25, 2019
From Left to Right: Ms. Charish Waclin;
Ms. Danica Suzette Ocasen; Mr. Daniel
Zanjiro Ocasen; Ms. Susan P. Buasen-
Ocasen; Ms. Arsenia Bayawa; Ms. Alma
Santiago
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Career Ladder Jumpstart Orientation V
The CBOO Chief, Ms. Susan
P. Buasen- Ocasen, discuss CBOO
matters highlighting benefits and
compensation received by BSU
employees on September11-12,
Newly promoted
staff, Ms. Devy W. Miguel
and Ms. Marjorie G.
Alsaen, together with Mr.
Jordan L. Tomas, a newly
hired casual staff, actively
participated during the
CALAJO V.
The
participants for
Batches 1 and 2
enjoyed their breakfast
during the Module 1
for DRRM and Basic
First Aid Training on
Gender Mainstreaming in Disaster Risk Reduction Management
(DRRM)
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Getting prepared. Ms. Charish P. Waclin
poses with a baby dummy used for Basic Life
Support Training on October 28-30, 2019(right
photo).
A Successful Feat. Ms. Susan P. Buasen-Ocasen with Atty. Matias
C. Angiwan Jr.
(center-most), resource speaker, posed together with the
participants of the Update and
Upgrade Seminar composed of BSU JO/ COS staff held last December
7, 2019.
Gender Mainstreaming in Disaster Risk Reduction Management
(DRRM)
Update and Upgrade Seminar: “Empowerment of Personnel through
Protocol Awareness”
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Ms. Susan P.
Buasen-Ocasen presided
over the CBOO Office’s
monthly meeting discussing
various agenda on
September 9, 2019.
Knowledge is
Power. Ms. Charish P.
Waclin shared ISO
information during the
CBOO office meeting on
October 18, 2019.
Year-end Learning.
Ms. Susan P. Buasen-Ocasen,
outgoing BSUNTA President,
duly spearheaded the
Employee Awareness on the
Provision of the Data Privacy
and Freedom of Information
cum BSUNTA General
Assembly held last December
18, 2019.
Monthly Meeting
ISO Cascading
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C. Human Resource Management Office (HRMO)
Based on the Operational Planning of Administration and Finance
on December 2019, the following are the functions of the Human
Resource Management Office (HRMO). It encompasses all the processes
involved in the operation of the BSU-HRMO. a. Administer and
implement the University merit system for faculty and non-teaching
personnel; b. Enforce rules and regulations for the University
human resources in accordance to the provisions
prescribed by Civil Service Laws and other pertinent laws;
Administer and regulate the different human resources (HR)
processes for employees, in accordance to pertinent statutory laws,
particularly on:
1. recruitment, selection and placement;
2. performance management;
3. efficient leave and social benefits administration as well as
payroll & taxation registry;
4. periodic appraisal of attendance and punctuality; and
5. separation from service programs
[retirement/resignation/death].
c. Maintain and safeguard personnel documents (201 file) and
human resource database or information system;
d. Formulate and maintain reports, correspondences and issuances
pertaining to personnel management;
e. Review, enhance and promulgate policies, standards and
guidelines for the employees and adopt plans as well as programs,
projects and activities (PPAs) to promote efficient and effective
personnel administration;
f. Perform other functions related to human resource management
as may be provided by law and proper authority.
I. RECRUITMENT, SELECTION AND PLACEMENT (RSP)
A.) RSP: Application Received
DESCRIPTION
Jan
ua
ry
Feb
ruary
Ma
rch
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
er Oc
tob
er
No
ve
mb
er
De
ce
mb
er
To
tal
Non-Teaching
Permanent/Casual 22 18 0 0 0 66 23 9 29 78 24 29 298
JO/COS 29 92 90 12 0 15 109 107 0 5 0 14 473
Teaching
Permanent 0 0 0 0 0 0 1 0 0 0 0 1 2
COS 15 1 0 0 8 4 23 1 0 0 0 12 64
B. RSP: Position Requested to be Filled
DESCRIPTION
Jan
ua
ry
Feb
ruary
Ma
rch
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
e
r Octo
ber
No
ve
mb
er
De
ce
mb
er
Non-Teaching
Permanent/Casual 11 0 0 0 9 1 9 1 8 11 5 0
JO/COS 26 20 3 1 1 22 19 11 3 14 0 5
Teaching
Permanent 0 0 0 0 0 0 2 0 0 0 1 0
COS 11 0 0 0 0 1 12 1 0 0 0 17
TOTAL
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C. RSP: Appointments/Contracts Issued
DESCRIPTION
Jan
ua
ry
Feb
ruary
Ma
rch
Ap
ril
Ma
y
Ju
ne
Ju
ly
Au
gu
st
Se
pte
mb
e
r Octo
ber
No
ve
mb
er
De
ce
mb
er
To
tal
Number
Non-Teaching
Permanent/Casual 12 1 1 1 11 1 1 7 2 37
Temporary 1 1
Contractual 1 1 2
Casual 70 7 1 4 82
Substitute 1 1 2 1 5
JO/COS 226 14 23 8 15 5 18 72 22 32 18 1 454
Teaching
Permanent 0
Substitute 1 1
Contractual 1 1
COS 29 1 1 1 0 14 0 68 4 0 1 0 119
TOTAL Appointments/Contracts Issued 575
EMPLOYEE PROFILE
Description January 2019
June 2019 December 2019
Number of Employees
Permanent/Casual
1. Level I 228 235
2. Level II 466 391
JO/COS (Non-teaching)
1. STF 228 228
134
2. STF-Fiduciary 38
3. IGP 44 44 43
4. GAA Fund 20 20 14
5. Outside BSU Funded Projects
49 49 49
JO/COS (Teaching)
1. COS Instructor 58 6 66
2. Adjunct Faculty 4 2
FACULTY PROMOTION (NBC 461) RESULT CONFIRMED BY BOARD OF REGENTS
AS OF NOVEMBER 2019
Faculty Rank Male Female Total
Professor VI 2 4 6
Professor V 0 6 6
Professor IV 3 1 4
Professor III 4 1 5
Professor II 0 2 2
Professor I 0 0 0
Associate Professor V 6 20 26
Associate Professor IV 3 14 17
Associate Professor III 14 7 21
Associate Professor II 10 15 25
Associate Professor I 10 12 22
Assistant Professor IV 8 14 22
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Assistant Professor III 11 15 26
Assistant Professor II 6 16 22
Assistant Professor I 24 34 58
Instructor III 0 6 6
Instructor II 1 4 5
NUMBER OF VACANT POSITION AS OF DECEMBER 31, 2019
CAMPUS TEACHING NON-TEACHING TOTAL
BOKOD CAMPUS 8 1 9
BUGUIAS CAMPUS 5 0 8
LA TRINIDAD CAMPUS 57 18 75
LEAVE MANAGEMENT AND ADMINISTRATION
Leave Benefits Accessed by Employees (processed leave forms)
Number
Vacation/Sick/Special Leave Privilege 4053
Maternity Leave
12
Paternity leave 5
Magna Carta of Women Leave 3
Solo Parent Leave 21
Study Leave 31
Other Leave (more than 1-month) 18
D. SEPARATION FROM SERVICE E. ATTENDANCE & PUNCTUALITY (DTR)
MANAGEMENT
Generated Reports related to Attendance & Punctuality
Number of Employees
Memorandum released on violation of excessive
tardiness/undertime under RACCS
2
Memorandum on tardiness/undertime 15
Reminder for more than 5 (five) manual written entries in the
DTR
127
Memorandum on Non-submission of DTR, Leave Form & Travel
Documents
226
Description Total Number of Employees
Male Female
Retirement 6 8
Resignation 1 9
Death 1 0
TOTAL 25
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B. Human Resource Development Office (HRDO)
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D. Procurement Management Office (PMO)
ITEM
FUND CLUSTER
TOTAL
GENERAL FUND (GF)
INTERNALLY
GENERATED INCOME
(IGI)
BUSINESS TYPE
INCOME (BTI)
SPECIAL PROJECTS
(SP)
Various Supplies and Materials
29,932,665.97
25,613,259.88
34,752,071.29
27,779,451.58
118,077,448.72
Equipment - 14,575,176.32
764,853.60 3,930,295.00
19,270,324.92
Motor Vehicle - 1,475,940.00
- 1,236,000.00
2,711,940.00
Repair and Maintenance - Facilities
7,359,048.96 3,633,709.00
- - 10,992,757.96
Repair and Maintenance – Machine and Equipment
361,553.16 119,423.96 - - 480,977.12
Repair and Maintenance - Vehicles
1,288,471.12 251,653.00 - - 1,540,124.12
Services 4,234,822.08 11,748,536.01
- 1,006,594.41
16,989,952.50
Infrastructure 19,085,167.06
5,852,981.56
- 598,046.11 25,536,194.73
Total 62,261,728.35
63,270,679.73
35,516,924.89
34,550,387.10
195,599,720.07
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A. Status of Infrastructure Projects
1. Completed Projects
Name of Project Source of Fund
Contract Amount Remarks
1. Storm Drainage 2017 GAA Capital Outlay
14,927,466.08 Completed May 22, 2019
2. CHET Building- Phase II 2017 GAA Capital Outlay
19,237,031.34 Completed on February 4, 2019
3. BSU Bokod Laboratory Building
2018 GAA Capital Outlay
5,000,000.00 Completed January 28, 2019
4. Institute of Human Kinetics Building- Phase II
2018 GAA Capital Outlay
35,000,000.00 Completed on December 29, 2018
5. Academic Building of Buguias Building- Phase II
2018 GAA Capital Outlay
9,999,999.10 Completed March 9, 2019
6. Animal Science Laboratory Building- Phase III
2018 GAA Capital Outlay
6,761,757.12 Completed March 2, 2019
7. College Dormitory 2018 GAA Capital Outlay
12,868,083.53 Completed June 7, 2019
8. Repair of the College of Nursing Building
2018 GAA Capital Outlay
274,427.95 Completed July 12, 2019
9. Repair of Development Communication Laboratory Room
2018 GAA Capital Outlay
671,771.44 Completed July 12, 2019
10. Construction of Bio-Fertilizer Production Facility
2018 GAA Capital Outlay
697,532.32 Completed March 5, 2019
11. Exterior Repair of Gladiola Center
2018 IGI Capital Outlay
1,141,634.53 Completed February 7, 2019
12. Expansion of Medical Clinic- Phase I
2018 IGI Capital Outlay
2,747,399.20 Completed February 6, 2019
13. Repair of Tangere Building 2019 DOST PCAARRD
598,046.11 Completed March 9, 2019
14. Repair of Virtual Laboratory of the College of Nursing
2019 IGI Capital Outlay
2,441,449.22 Completed June 5, 2019
15. Expansion of the University Clinic (Phase II)
2019 IGI – Capital Outlay
485,041.56 Completed July 16, 2019
16. Repair of Road Network 2019 GAA- Capital Outlay
3,719,999.97 Completed October 24, 2019
Various Supplies and Materials,
118,077,448.72 , 60%
Equipment, 19,270,324.92 , 10%
Motor Vehicle, 2,711,940.00, 1%
Repair and Maintenance -Facilities, 10,992,757.96 , 6%
Repair and Maintenance- Machine and Equipment, 480,977.12 ,
0%
Repair and Maintenance- Vehicles, 1,540,124.12 , 1%
Services, 16,989,952.50 , 9%
Infrastracture, 25,536,194.73 , 13%
Purchases for January - December 2019
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2. On-Going Projects
Name of Project Source of Fund Contract Amount
Remarks
1. Rehabilitation of Motorpool
2019 GAA- Capital Outlay
9,998,672.35 94.99% completed
2. Repair of Perimeter Fence of R and E Complex
2019 GAA- MOOE 647,822.42 75% completed
E. Records and Archives Office
The month of July, 2019 the Records Office and Archives
initiated the conduct of a seminar-training on Records Management,
convened the various designated Records Custodians from each
Offices and trained them how to establish their own Office Records
Inventory.
Also, through this Office, a representative from the National
Archives of the Philippines (NAP), came and served as a Learning
Service Provider on Records Management training seminar. Through
this activity, a records inventory from almost offices were
submitted for evaluation by the NAP.
This Office also assisted in the crafting of numerous
Administrative Issuances with appropriate number series and were
leniently served/disseminated to concerned employees and clients,
including mails and other printed matters (publications).
Reproduction of other print-materials were also catered to by
this Office, including the certification and/or authentication of
some public documents as requested by employees and outsiders.
The fabrication of a bulletin board for all out-going
Administrative Issuances was also installed near the Office for
public viewing.
Other highlights include our assistance in the conduct of the
ISO 9001: 2015 and University big events (Christmas Program,
Graduation, etc).
F. Supply and Property Management office (SPMO)
1. Receipt, Inspection and Acceptance. Received of delivered
property, plant and equipment (PPE); semi-expendable items; and
various types of supplies and materials procured for use by diverse
operating units of the University. Accepted deliveries that were
duly inspected and store inventory items as necessary.
Fund Cluster Supplies and
Materials Property, Plant &
Equipment
1. General Fund 101 28,916,079.91 170,542.00
2. Internally Generated Income (05 – STF 164)
20,182,992.00 13,432,380.00
3. Business Type Income (06 – Revolving Fund 161& 163)
53,943,515.11 30,499.00
4. Trust Fund (07 – Special Projects)
3,898,363.01 841,110.00
5. Trust Fund (07 – TF 911) 13,844,249.97 19,285,756.00
TOTAL 120,785,200.00 33,760,287.00
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2. Issuance of supplies and materials, and Property, Plant
and Equipment (PPEs). Issued needed supplies and materials to
concerned end-user units in accordance with their duly approved
Requisition and Issue Slip (RIS). Prepared necessary accountability
forms (Inventory Custodian Slip (ICS)) for tangible property below
P15,000.00 issued to accountable officers. All required reports of
issuance are submitted to concerned offices.
Fund Cluster Total Amount of Issuance
Amount with Inventory Custodian
Slip (ICS)
1. General Fund (01) 26,364,345.44 6,538,441.40
2. Internally Generated Income (05 – STF 164)
18,296,135.88 5,693,185.85
3. Business Type Income (06 – Revolving Fund 161 and 163)
51,889,829.15 169,213.00
4. Trust Fund (07 – Special Projects)
4,112,495.97 305,860.47
5. Trust Fund (07 – TF 911) 13,990,820.28 2,126,491.89
TOTAL 114,653,626.72 14,833,192.61
Issued items of property, plant and equipment to concerned
accountable officers to be utilized for the delivery of services.
Prepared necessary Property Acknowledgement Receipt (PAR) and
established each accountable officers’ property records.
Fund Cluster Amount of Property Acknowledgement
Receipt (PAR)
1. General Fund 101 146,577.00
2. Internally Generated Income (05 – STF 164) 14,868,977.08
3. Business Type Income (06 – Revolving Fund 161 and 163)
169,799.00
4. Trust Fund (07 – TF 911) 20,635,746.00
TOTAL 36,784,709.08
3. Property and Inventory Management.
Monitored property accountability records of various employees.
Prepared Property Transfer Reports (PTR), and renewal of PAR and
ICS on the occasion of retirement, transfer, and/or change in
designations of accountable officer. Facilitated update of property
records pertaining disposable assets. Prepared Inventory and
Inspection of Unserviceable Property (IIRUP) and Waste Materials
Reports (WMR) for disposable/unserviceable PPE or semi-expendable
properties respectively. Conducted physical count of common use
supplies (office supplies, and other supplies and materials i.e.
construction materials and janitorial supplies) kept at storage
facilities. Rearranged stocks in storage facilities for easier
access, identification, and withdrawal during issuance. Facilitated
registration of various University properties. Processed documents
for renewal and payment of insurance of buildings and structures
that were approved for renewal. Processed renewal of registration
of motor vehicles.
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II. LAND Reservation Office (LRO) 1. Safeguard and maintain
ownership of BSU Land Reservation a) Reported the following to the
Office of the Vice President for Administration for appropriate
action:
• 34 Illegal structures within the University reservation;
• 4 illegal activities within the University reservation –
• Utilization of Mr. Alvin Kyle Libag and discovered that he is
not paying his rental. This was referred to UBA for appropriate
action;
• Encroachment of Mr. Simon Molag within Lot 7 of the
reservation at Tabangaoen area;
• 22 persons that encroached the reservation at Puguis and
Poblacion - submitted to the Legal Office for legal action. As a
result, they were advised to visit the Admin and advised them to
stop their illegal activities, else, a case will be charged against
them. At lease 75% heeded with the advice. Some executed MOA and
pay rental to the University
b) Activities protecting the land and projects of the
University
• Restored the damaged gate/fence towards the Tangeree project
with the assistance of the University Security Office – This is to
avoid illegal entry of outsiders that may cause thievery and
destruction in the area.
• Installation of 4 conc. mons (mojon) within the Proc. 698 that
is being sold by various realtors at
• Buyagan, Poblacion, La Trinidad, Benguet, to affirm ownership
of the University and prevent . Coordinated with the Legal
Office
• Conducted continuous orientation to the Security Guards
(agency and plantilla) on the identification of boundary lines and
corners of the Land reservation as a protection tool of University
property;
• Conducted seven (7) surveys within the University land
reservation areas;
• Assisted UBA personnel in fencing the entrance of the new
Wagwagan at Balili; and
• Initiated the distmantling of illegal structure constructed by
Racquel Saydoven at the Swamp area with the assistance of the
Security and GSO.
• Initiated the pruning of trees within the University that are
exposing danger to buildings and properties
c) Other Official activities
• Issued 144 Lot Certifications outside BSU Reservation after it
has been plotted and verified to be true and correct;
• Issued 990 Certificate of No Adverse Claim to business
partners upon verification;
• Issued 180 Gates Passes for the entry of construction
materials to local residents at Balili upon verification that these
are legitimate for private use;
Other Accomplishments Assisted the Housing Committee as member
of the Housing Monitoring and Assessment Team
• Inspection/monitoring of housing units which was vacated by
occupants. Report and recommendations are submitted to the
chairperson of the Housing Committee for action.
• Housing units that are due for assessment and for
occupancy.
• Assisted the PDO in the re-measurement of areas occupied by
housing as per request by the concerned employee.
• Reported four (4) individuals who have been overstaying in
their housing unit;
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III. Security Services Office (SSO)
Incidents Action taken
Alleged theft at guest house where the 32” flat screen TV was
stolen
Coordinated with their head and stolen TV was replaced by the
house attendant
Fencing of the boundary between BSU and formerly employee Mr.
Elmo Sano’s area.
Assisted by Plantilla and agency guards together w/the LRO
personnel fencing of boundary. For monitoring.
Lost mobile phone at Administration building owned by Ms.
Gutierez BSU student
Reviewed CCTV and found out that it was taken by one of the
students. Coordinated w/the Registrar’s office and contacted the
student who got the phone and was returned to the owner.
Attempted robbery at CEAT Coordinated with the tool in-charge
and declared that there is no lost item. Recommended that joint
roving with the Utility in-charge together with assigned guard
before closing the building. Tightened security measures.
Alleged stolen 1 unit defective laptop, 1 gasul tank, 1 grinder
and coins was stolen at Floriculture.
Investigation done by the guards and coordinated w/ Ms. Amado
and declared that items stolen were owned by the students. Gasul
tank was recovered days after. For further investigation and
security measures advised.
Monitoring of housing units for retired BSU employees
Monitored and follow up on the housing units occupied by the
retired employees which some of them had already preparing to
demolish and vacate their place and some were waiting for the
order/instruction from the BSU management.
BSU Foundation Day University foundation celebration was
generally peaceful
Alleged land improvement On-going structure lay-out and piled
pine tree lumbers at Rocky hill area was reported and MOA was
executed.
Illegal structure at Land reservation area
Illegal structure built by certain Mr. Gamotlong was dismantled
w/the composite team Security guards and LRO personnel
Car show activity Said activity pushed thru with further
clarifications from the management
Holiday celebrations Generally peaceful, minor incidents were
properly coordinated and handled accordingly.
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IV. General Services Office (GSO) a) Repairs and Maintenance
Activities
Target number of projects
No. of Completed Projects On-going % of Accomplishment
Programmed Un-programmed
Repairs 47 41 6 87.23%
Maintenance 2059 1947 76 98.25%
Total Percentage
92.74%
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V. Motor Pool
Driving Road worthiness, Compliance of time schedules, client
comfort, satisfaction and completeness. Accommodation of
Reservations of various request with approved travel order. (See
Attached List of Monthly Travels)
Repair And Maintenance and University Vehicles
1. Installation of crankshaft assembly Hi Ace-SFH 273.
2. Engine Change Oil, Transmission and Differential Gear Oil of
Hi Ace-SFH 273.
3. Repair of Starter Assembly of Starex-SHH 537.
4. Putting down Transfer Case assembly of VX-SFT 891.
5. Wheel Alignment and camber adjustment of Revo-SEL 944.
6. Replacement of Upper and Lower Ball joints and other bearings
of Revo-SFU 402.
7. Replacement of rack end of Starex-SHH 537.
8. Change Oil of Revo-SFS 740. 9. Replacement of Clutch
Repair Kit of Starex-SHH 537. 10. Change Oil of Estate-SKA
939. 11. Replacement of clutch
Master Assembly of FB L300-SFS 814
12. Replacement of Differential Oil Seal of Hi Lux-SDA 759.
13. Change Oil of BUS-UO V197 14. Replacemnet of Brake Shoe
REVO SFS-740. 15. Replacement of Ball Joint of
Revo-SFS 740. 16. Aircon Repair of Starex-SHH
537. 17. Change Oil of Revo-SFU 402
and Fortuner-SJV 107 18. Replacement of Tires
Fortuner-SJV 107, Hi Ace-SFH 273, Revo-SFS 740, REVO-SFU 402,
REVO-SEL 944, Starex-SHH 537.
19. Replacement of Brakes of Fortuner-SJV 107.
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20. Cleaning the cylinder head block of VX-SDN 570.
21. Chang Oil of Coaster and Estate-SKA 939.
22. Repair of Aircon of Estate-SKA 939.
23. Change Oil of Revo-SFS 740.
24. Replacement of Headlight (Left) of Coaster-UO V196.
25. Change Oil of Revo-SFU 402, Fortuner-SJV 107 and Estate-SKA
939, BUS-UO V 197.
26. Replacement of Tensioner Bearing, Timing Belt, Balancer Belt
and Alternator Belt and Change Oil Starex-SHH 537.
27. Change oil of Hi Lux-SDA 759. 28. Daily Check-up and car
wash
of University Vehicles.
Other support services
Assignment of University Vehicles in all University
Programs/Activities.
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B. FINANCE OFFICE A. Office of the Chief Finance Office
1. Signed Checks related to the payment of salaries and wages;
cash advances, honorariums, reimbursements of travel expenses,
payment to suppliers and other expenses when the President is on
Official Business Travel.
Fund No. of checks in 3 copies
General Fund 137
Special Trust Fund 791
Revolving Fund 161 and 163 376
Trust Fund 911 481
Special Projects 237
2. Signed other related reports and documents concerning
financial transactions:
• List of Due and Demandable Accounts Payable-Advice to Debit
Accounts (LDDAP-ADA)
• Advice of Checks Issued and Cancelled (ACIC)
• Statement of Allotment, Obligations and Balances
• Flash Report
• Budget Proposal Forms
• Realignments
• Financial Accountability Reports
3. Signed Appointments of Job Order Personnel
4. Signed Clearances and Undertaking of employees
5. Reviewed all financial transactions, signed and/or initial
the same for approval of the President.
6. Attended meetings such as Administrative Council, HRDC
Meetings, Budget Committee meeting, BAC meetings and other various
meetings. 7. Attended official seminars and trainings.
8. Provided advice on the financial condition and status of the
appropriations and allotments of the agency. 9. Summarized the
Statement of Allotment, Obligations and Balances for General Fund
(101), Special
Trust Fund (164) and Revolving Funds 161 and 163 monthly.
10. Gave technical assistance to various employees on financial
matters.
11. Oversee the works of section heads in the Accounting,
Budgeting, and Cashiering Services
B. Accounting Office
I. CORE FUNCTION (ENSURE EFFICIENT AND EFFECTIVE MANAGEMENT OF
FINANCIAL
RESOURCES OF THE UNIVERSITY) 1. Disbursement Process
1. A. Pre-Audit/Processing of Documents and Transactions/ Review
of Financial Reports
and certification of completeness of supporting documents and
availability of funds
1) Pre-audited and processed financial transactions/documents
under General Fund, Business Type Fund (Revolving Fund 161 and
Revolving Fund 163), Internally Generated Income (Special Trust
Fund- Common STF and Fiduciary Funds) Custodial Fund (Trust Fund,
Special
-
Projects, Other Outside Funds, Scholarship Funds and Other
Receipts). Specifically, the Office pre-audit the following:
a) Disbursement Vouchers for payments of Personal Services,
Maintenance and Other Operating Expenses (MOOE) and Capital Outlay;
remittances of various social obligations to GSIS, PAG-IBIG,
PHILHEALTH; remittances of payables to other organizations and or
lending institutions; refund to students, employees and other
claimants.
b) Purchase Orders together with attached procurement papers c)
Claims of Cash Advances for travel, specific purpose, petty cash
fund, advances for
payroll and other activities d) Liquidation Reports of cash
advances e) Terminal Leave Benefits f) Students’ Refund of School
Fees
Breakdown of Pre-audited Disbursement Vouchers and Purchase
Orders
FUND Processed Disbursement
Vouchers/Purchase Orders
General Fund 3,280
Special Trust Fund 2,358
Revolving Fund 161 & Revolving Fund 163 988
Trust Fund (911) 1,255
Trust Fund (Special Projects) 510
Purchase Orders (All Funds) 1,330
Purchase Request (All Funds) 1,979
TOTAL 11,700
✓ Returned a total of 1,433 Disbursement Vouchers/Purchase
Orders and other
financial documents for insufficiency of supporting
documents.
✓ Reprocessed returned Disbursement vouchers upon completion of
required supporting documents.
2) Reviewed Financial Reports of Income Generating Projects and
outside funded
researches/ projects.
3) Reviewed List of Scholars on various scholarship program
4) Reviewed submitted Liquidation Reports on Cash Advances for
travel, advances for payroll, petty cash, specific and other
activities and Liquidation Reports to various Scholarship
Programs.
5) Certified the correctness and completeness of supporting
documents to various
Purchase Orders, Disbursement Vouchers, Payrolls and Liquidation
Reports
6) Certified availability of funds of the following:
Document
Appointment for Student Assistant (number of student
assistant)
9
Job Order Appointment (number of JO appointment processed)
181
Contract of Service Appointment (number of COS appointment
processed)
121
Trainings/Activity Proposal 283
Disbursement Vouchers/Purchase Order/Purchase Request 9,853
TOTAL 10,447
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7) Certified box C of the Disbursement Vouchers
8) Certified availability of funds for various contracts on
Capital Outlay
9) Reviewed and certified as to the correctness and completeness
of supporting documents and as to funds appropriation/funds
availability of financial transactions of the university on various
funds
1. B. Preparation of LDDAP
Month Number of processed DVs subject for LDDAP
Number of processed DVs
included in LDDAP
Percentage (No. of processed DVs
subject for LDDAP/ No. of processed DVs included in
LDDAP)
January 2019 88 88
100%
February 2019 103 103
March 2019 203 203
April 2019 196 196
May 2019 270 270
June 2019 229 229
July 2019 219 219
August 2019 251 251
Sept. 2019 298 298
Oct. 2019 284 284
Nov. 2019 271 271
Dec. 2019 353 353
Total 1,676 1,676
• List of Due and Demandable Accounts Payable-Advice to Debit
Account (LDDAP) including Summary of LDDAP-ADAs Issued and
Invalidated ADA Entries (SLIIE) from January 2019 to December 2019
totaling to 410.
1. C. Disbursement
2. Financial Reporting and Analysis Process
2. A. Bookkeeping/Recording of Financial Transactions of the
University: 1. Journalized various financial transactions of the
University using the Electronic Government
Accounting System (eNGAS) charged from General Fund, Business
Type Fund (Revolving Fund 161and Revolving Fund 163), Internally
Generated Income (Special Trust Fund- Common STF and Fiduciary
Funds) Custodial Fund (Trust Fund, Special Projects, Other Outside
Funds, Scholarship Funds and Other Receipts). Specifically, the
Office records the ff:
Month NCA Total Disbursement Disbursement Rate
(Total Disbursement/NCA)
January 2019 30,199,000.00 30,072,704.82
97%
February 2019 40,504,000.00 27,478,737.95
March 2019 28,484,000.00 43,034,329.54
April 2019 49,577,000.00 39,677,222.94
May 2019 63,611,100.00 59,828,484.29
June 2019 30,829,000.00 43,559,334.92
July 2019 47,558,194.00 35,024,956.20
August 2019 41,409,523.00 28,189,001.02
Sept. 2019 53,163,000.00 61,769,872.09
Oct. 2019 54,472,377.00 45,407,673.88
Nov. 2019 69,132,000.00 55,762,491.07
Dec. 2019 48,686,500.00 71,119,300.27
Total 557,625,694.00 540,924,108.99
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a. Receipt of Notice of Cash Allocation (NCA) form DBM for
General Fund (Specific Budget of
NGAs Fund, Misc. Personal Benefits Fund, Pension and Gratuity
Fund, Retirement and Life Insurance Fund, Continuing Appropriation
Fund.
b. Collections of the University on various funds c. Deposits
made to Agency Authorized Depository Bank (LBP) d. Disbursements e.
Issuances of supplies and materials made by the SPMO f. Remittances
of government share and personal share on social obligations (GSIS,
PAG-
IBIG, PHILHEALTH, SSS) g. Remittances of other deductions from
payroll such as loans, refunds, payment of electricity,
water and other financial obligations h. Liquidation of cash
advances on travels, advances made by disbursing officers and
special
disbursing officers and other activities. i. Disallowances and
Charges issued by COA j. Refund issued by Management to employees,
scholars, students, etc. k. Non cash outlay transactions such as
depreciation l. Financial expenses such as cost of check booklets,
bank charges m. Other financial transactions and adjustments
2. Reviewed financial transactions journalize and
approved/disapproved journal entries
Breakdown of Journalized and Approved Entry Vouchers
Particulars
Prepared JEV
Approved JEV
Accrual of Interest from Bills 46 46
Audit Disallowance 13 12
Authority to Debit Account 33 33
Automatic Closing Entries 38 18
Beginning Balances 1 1
Billing of Creditor/Employee 189 188
Collections 8,463 8,566
Completed Projects 1 1
Deposits 4,652 4,732
Depreciation of Property, Plant and Equipment
33 33
Disbursement 8,523 8,685
Establishment of Payroll 116 119
Issuance of Inventory Item 35 35
Liquidation of Cash Advance 442 447
Miscellaneous Transactions 1,103 1,101
Other Adjustments 769 770
Prepayment 1 1
Purchase/Receipt of Inventory Items 38 32
Purchase/Receipt of Plant and Property Equipment on Accounts
17 17
Receipt of Notice of Cash Allocation (NCA)
32 32
Remittance of Withholding Taxes (TRA) 73 73
Repair and Maintenance of PPE 3 3
Set-up of Accounts Payable 205 205
Staled/Cancelled Checks 25 25
TOTAL 24,851 25,175
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2. B. Report Preparation (Financial Reports and Supporting
schedules) as follows:
a. Financial Accountability Report using Department of Budget
and Management Unified
Reporting System (DBM-URS) for Report of Disbursements and
Quarterly Report of Actual Receipts (FAR No. 4) using the Unified
Reporting System of DBM (URS-DBM)
b. Submitted copy of FARs for uploading to transparency seal. c.
Monthly Report of Disbursements on various funds of the University
d. Monthly Report of Tax Remittance Advice on Personnel Services,
Maintenance and Other
Operating Expenses and Capital Outlay e. Generated Trial Balance
on various funds using enhance e-NGAS f. Bank Reconciliation
Statements with Schedule of Outstanding Checks on various funds. g.
Detailed Report of remittances of external scholarship programs h.
Monthly Trial Balances on various funds i. Ageing of Cash Advance
and Liquidation j. Other Financial Reports as required by top
management and oversight bodies such as
COA, DBM, CHED, BIR, GAS. k. Prepared report of scholarship
grants and remittances and receivables for submission to
OSA and external scholarship sponsors l. Prepared consolidated
report of income and expenses on various IGPs of the University m.
Prepared Variance Analysis on Actual Receipts versus Projections n.
Prepared Financial Reports of IGPs
3. Billing Process
Prepared Billing Statements, Order of Payments, Students
Statement of Accounts for walk-in clients, parents, scholarship
sponsors.
3. A. Students Accounts
Number of students to be billed
Number of Students billed Percentage (No. of students
billed/students to
be billed)
16,642 16,642 100%
❖ Compliance to Free- Higher Education RA 10931 in coordination
with the Office of the
University Registrar (OUR) in the amount of Php 40,505,934.00
(for La Trinidad, Benguet).
3. B. Lease Accounts
Month Number of accounts to be billed (Lease)
Number of accounts billed
(Lease)
Percentage (No. of accounts billed/No.
accounts to be billed)
January 2019 13 13
100%
February 2019 30 30
March 2019 30 30
April 2019 349 349
May 2019 161 161
June 2019 315 315
July 2019 352 352
August 2019 365 365
Sept. 2019 284 284
Oct. 2019 400 400
Nov. 2019 254 254
Dec. 2019 97 97
Total 1,752 1,752
3. C. Water and Electric Billing Accounts
Water Billing Accounts
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Month Number of accounts to be billed (Water)
Number of accounts billed
(Water)
Percentage (No. of accounts billed/No.
accounts to be billed)
January 2019 51 51
100%
February 2019 27 27
March 2019 25 25
April 2019 27 27
May 2019 24 24
June 2019 26 26
July 2019 24 24
August 2019 26 26
Sept. 2019 28 28
Oct. 2019 25 25
Nov. 2019 24 24
Dec. 2019 25 25
Total 152 152
Electric Billing Accounts
Month Number of accounts to be billed (Electric)
Number of accounts billed
(Electric)
Percentage (No. of accounts billed/No.
accounts to be billed)
January 2019 51 51
100%
February 2019 52 52
March 2019 50 50
April 2019 51 51
May 2019 49 49
June 2019 50 50
July 2019 49 49
August 2019 51 51
Sept. 2019 54 54
Oct. 2019 50 50
Nov. 2019 49 49
Dec. 2019 51 51
Total 304 304
4. Account Monitoring
4. A. Reports prepared as part of monitoring of accounts
a. Summary of List of Due and Demandable Accounts Payable for
the month of January 2019 to December 2019
b. Submitted copy of FARs for uploading to transparency seal. c.
Monthly Report of Disbursements on various funds of the University
d. Monthly Cash Position Reports of various projects under TF-911,
Special Projects,
Revolving Fund 161 & Revolving Fund 163. e. Monthly Status
of Accounts of various lessees. f. Monthly Billing Statement for
various consumers of Electricity and Water g. Schedules of
Receivables on RF 161, RF 163 & RF 164. h. Monthly Summary
Reports on Income, Collections and Balances of various lessees i.
Liquidation & Financial Reports of Scholarship Fund, outside
funded Research Projects. j. Monthly Report of Tax Remittance
Advice on Personnel Services, Maintenance and Other
Operating Expenses and Capital Outlay k. Generated Trial Balance
on various funds using enhanced e-NGAS
• Status of Cash Advances (granted, liquidated and balances)
Monthly report of Status of Cash Advances and Liquidation on
General Fund 101, TF 911, STF, RF 161, RF 163 and Special
Projects.
• Checking and updating of employees with cash advances and
liquidation.
• Prepared detailed status of accounts of various lessees
submitted to UBA and Legal Office
• Prepared List of employees who failed to comply with the
prescribed period to liquidate cash advances.
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• Monitoring of Cash Advance of a current year to be submitted
to COA and Government Accountancy Sector(GAS)
II. STRATEGIC FUNCTION
A. Continued the implementation of checkless payment scheme
under Fund cluster 01, except fund source Pension and Gratuity that
started July 2014. The Accounting Office is preparing the List of
Due and Demandable Payables with the corresponding Authority to
Debit Account to the agency authorized depository bank, the Land
Bank of the Philippines.
B. Implemented the enhanced electronic National Government
Accounting System with the Unified Accounting Code Structure and
fund clustering and fund sourcing scheme, in compliance to COA and
DBM rules and regulations.
C. Conducted orientation on financial protocols to various
sector of the University
D. Maintenance of Tax System
a. Prepared daily Certificate of Taxes Withheld (form 2306 &
2307) for various suppliers of goods
and services as attachment to Disbursement Vouchers. b. Prepared
monthly Tax Remittance Advice (TRAs) under GF-101 on compensation,
R-VAT,
PCT and EWT (BIR Form 1601-C, BIR Form 1600 & BIR Form
1601-E remitted to Land Bank/BIR thru Automatic Debit Advice
(ADA)
c. Maintained and updated the monthly withholding tax of
individual employees and submit the same to CBOO.
d. Prepared, filed and remitted monthly withholding tax of the
University on compensation, Value Added Tax (VAT), Expanded
Withholding Tax (EWT), Professional tax, Percentage Tax using
online system of BIR, the Electronic Filing and Payment System; and
Electronic Tax Payment System (LBP)
e. Reconciled taxes withheld and taxes submitted per subsidiary
ledger for Bokod, Buguias and La Trinidad campuses
f. Monitored the BIR Notification (e-Payment) LBP Confirmation
g. Maintained excel format database on the Gross Receipts,
exclusion from gross income,
monthly withholding tax of employees h. Coordinated with the
HRMO and CBOO on tax matters i. Prepared tax refund for the Year
2019 for plantilla employees. j. Collected BIR Income Payee’s Sworn
Declaration for Gross Receipts/Sales (Annex B) of Job
Orders and Contract of Service and submitted to BIR together
with Annex C as required k. Prepared and submitted through
e-submission ([email protected]) the Monthly
Alphalist of Payees (MAP) and Quarterly Alphabetical List of
Payees (QAP) l. Zeroed out taxes for the year 2020.
E. Maintenance of Student Account System:
a. Set up assessment of student related fees using the Student
Information and Accounting
System (SIAS) for Second Semester and Midyear 2018-2019 b.
Assisted in enrollment for Second Semester for A.Y. 2018-2019 and
Midyear Term 2019 c. Adjusted Students’ Accounts thru Student
Information and Accounting System (SIAS) for
students with excess units not covered by RA10931 d. Signed
University clearances of students with no financial accountability.
e. Printed and issued individual Statement of Accounts for students
with excess units not
covered by RA10931 f. Prepared payroll for refund and
disbursement vouchers for student’s refund of school fees. g.
Coordinated with the Office of the Registrar and on the Office of
Student Service &
Development (OSSD/OSA) on matters of scholarship program for
BSU/Institutional and External Scholars configuration thru
SIAS.
h. Prepared data of school fees for UNIFAST Billing (submitted
March 8, 2019) i. Assist in first semester AY 2019-2020 enrollment
j. Set up fees for first semester AY 2019-2020 on SIAS k. Simulate
enrollment with colleges and institutes l. Assist in UNIFAST
Billing for Midyear Term 2019 and 1st semester 2019-2020 in
coordination with the Registrar’s Office m. Prepared detailed
list of assessment n. Update student ledgers for payments made
through the e-payment portal
mailto:[email protected]
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III. Preparation of Other Reports
a. Technical Assistance and Support Services
• Technical assistance to various clienteles such as parents,
guardian, students, project leaders and other offices (BAPTC, UBA,
SPMO, IAS, Registrar, Academic offices)
• Attended various meetings with the BSU President and top
management of the University
• Gave technical assistance to parents of students, students,
scholarship sponsors and other clientele
• Gave technical assistance to BSU Bokod and BSU Buguias
Campuses in recording transactions to E-NGAs.
• Coaching of intern
• Issued clearances/certification/notices of settlement of cash
advances to various employees.
• Participated in the conduct of physical inventory of property
of the University
• Reviewed submitted Financial Reports of Buguias & Bokod
Campuses
• Received and released memorandum of agreements, contract of
service, financial reports, job order appointments, and official
communications.
• Certified as to availability of funds of all MOA, contract of
service and job order appointments in 5-7 copies per
MOA/contract/appointment
• Reviewed financial accountability reports uploaded on BSU
website under transparency seal.
B. Budget Office 1. Pre-audited/Processed financial transactions
in Budget Utilization Requests (BURs) & Obligation Requests
(ORS) submitted to the office for the following funds:
Table 1: Summary of Processed financial transactions as of
December 31, 2019
Fund
No. of BUR/OBR processed
Total
Allotment
Amount
Obligated
Utilization
Rate
General Fund 2, 408 542,272,827.00 513,735,260.17 94.74%
Special Trust Fund
2,403 245,935,844.62 138,692,246.33 56.39%
Revolving Fund 161 & 163
992
97,026,979.98 67,264,195.57
69.33%
Trust Fund 911 1,465 136,343,634.94 78,659216.09 57.69%
Special Projects 581 26,855,380.95 14,242,565.09 53.03%
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Figure 1: Utilization Rate as of December 31, 2019
4. Requested to the Department of Budget & Management (DBM)
the Special Allotment Release
Order (SARO) and Notice of Cash Allocation (NCA) of the
following:
Table 2: Summary of Requested SARO and NCA to DBM:
NCA N0. Particulars Amount (Php)
For the month of January 2019
19-000286 FY 2019 First Quarter Comprehensive Release
99,187,000
For the month of April 2019
19-0004985
To cover the regular operating and RLIP requirements for the
second quarter (April to June 2019) as well as the 4th tranche
compensation adjustments (January to April 2019) including related
costs, as authorized under EO No. 201, s. 2016, as amended by EO
No. 76, s. 2019.
135,249,000
For the month of May 2019
19-0008372
Release of cash allocation to cover the monetization of unused
leave credits of fort (40) personnel
2,123,100
Release of cash to cover the monetization of leave credits of
BSU employees
2,132,740
For the month of June 2019
19-0011368
FY 2019 Second Semester Comprehensive Release 299,184
For the month of July 2019
19-0012966
Release of cash allocation to cover the Terminal Leave Benefit
of Mr. Juanito C. Bestre, an optional retiree.
289,890
19-0012967
Release of cash allocation to cover the Terminal Leave Benefit
of Mr. Fred B. Dao-ines, a compulsory retiree.
119,304
For the month of August 2019
19-0015083
Release of cash allocation to cover the Terminal Leave Benefit
of Mr. Henry S. Bernard, former Agricultural Technician II and a
compulsory retiree.
18, 523
For the month of October 2019
19-0019554
Release of cash allocation to cover the Terminal Leave Benefit
of Mr. Edwin S. Tolingan, former Instructor I, deceased
retiree.
71,754
19-0020879
Release of cash to cover the payment of prior year’s accounts
payable.
9,491,623
94.74%
56.39%
69.33%
57.69%53.03%
0.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
70.00%
80.00%
90.00%
100.00%
General Fund Special TrustFund
Revolving Fund161 & 163
Trust Fund 911 Special Projects
Utilization Rate
-
For the month of November 2019
SARO and re-alignment of savings from MOOE and PS for the
payment of CNA incentive in accordance with NBC No. 2019-5
guidelines on CNA
12,584,020
For the month of December 2019
19-0026677
Release of cash to cover the payment of the FY 2019 SRI of 762
employees, chargeable against the Miscellaneous Personnel Benefits
Fund under the FY 2019 General Appropriations Act.
5,246,500
5. Entered allotment and obligations in the New Budget System
for the following fund:
• Government Subsidy (Fund 101) 6. Prepared Summary of Allotment
and Obligation (SAOB) for the month of January to December 2019
for the following funds:
• Government Subsidy (Fund 101)
• Special Projects (SP)
• Trust Fund 911
• Special trust Fund (STF)
• Revolving Fund 161 & 163
7. Entered data in the following registries for Government
Subsidy (Fund 101):
• Registries of allotment, Obligation, and Disbursement (RADD)
for General Administration and
Support Services (GASS), Support to Operations (STO), MFO
1-Higher Education Services, MFO
2-Advanced Education Services, MFO 3-Research Services, MFO
4-Expension Services.
• Registry of Appropriation and Allotment.
8. Prepared University Budget Proposal submitted to the House of
Representatives:
• Duly accomplished Budget Preparation (BP) Forms A-D,
100-300
• Financial Reports and Highlights of Accomplishments as of
June, 2019
• Comparative Budget Justifications by Program/Project/Activity
(Form A) FY 2017-2019
• Comparative Detailed breakdown (2017-2019)- Form B & Form
C- Capital Outlays
• Financial Accountability Reports as of June 30, 2019 (FAR 1,
1A, 1AB, 1B, 2 & 2A)
• Budget Accountability Report (BAR 1)
• Budgetary Adjustments
• Detailed breakdown of unused appropriations
• Statistical Data FY 2017-2019
• Financial and Narrative Reports of the Sources and Utilization
of Income as of June 30, 2017
• Consolidated other required reports from Academic, Research
& Extension Sectors and other
Offices in Administration & Finance. Reproduced 6 sets.
9. Consolidated Budgetary Reports for SUCs CAR for Regional
Budget Proposal for 2019. Reproduced
12 sets.
10. Prepared power point presentation to be used for the Budget
Deliberation for FY 2019 Budget Proposal
to be presented in the Congress. Reproduced 50 sets.
11. Prepared the Program of Receipts and Expenditures for FY
2019. Reproduced 50 sets used in Pre-
board meetings and final deliberation of the Board of
Regents.
12. Prepared the University Budget Proposal FY 2020 and
submitted it to RDC/DBM.
13. Prepared and submitted the Budgetary Requirements FY 2020
Budget Deliberation to the Senate
Committee on Finance on July 31, 2019.
14. Prepared and submitted Budgetary Requirements FY 2020 Budget
Deliberation to the Philippine
Association of State Universities and Colleges (PASUC).
15. Accomplished as of December 2019 the Budget and Financial
Accountability Reports (BFARS) for
quarter ending December 2019 and submitted online through
courier to DBM-CAR and COA.
16. Submitted online the FLASH Report for the month of January
and to December 2019 and submitted
-
hard copy to NEDA-CAR and DBM-CAR.
17. Submitted the list of prior year’s unpaid authorized
personnel benefits for the month of November
and December, Calendar Year 2018 (Batch 1,2 and 3) to be paid
from the savings of FY 2019
allocation of personnel services to the Department of Budget and
Management.
18. Submitted the following Budget Execution Plans and Targets
for 2019 of the university to the
Department of Budget and Management:
• BED 1: Financial Plan
• BED 2: Physical Plan
• BED 3: Monthly Disbursement Program
19. Attended various meetings.
20. Attended seminars/ workshops
C. Cashiering Office
1. Collection Below is the summary of collections (over the
counter and collections by the bank acknowledged by the office)
from January 1 to December 31, 2019. The bulk of collection is
under the Internally Generated Project (STF 164) which includes
tuition fees, miscellaneous and other school fees, rental of
property, parking, disallowances and other fees.
FUND CLUSTER TOTAL per cluster (PhP)
(01) Regular Agency Fund (GF-101) 667,663.02
(05) Internally Generated Income (STF-164)
144,915,382.24
(06) Business Type Income (RF-161 & 163)
21,462,690.35
(07) Trust Fund (TF-911) 58,113,475.42
(07) Trust Fund (Special Projects) 23,311,256.31
TOTAL 248,470,467.34
2. Disbursement The bulk of the disbursement vouchers processed
and prepared with checks or Authority to Debit Account (ADA) for
payment of University obligations are under General Fund or the
appropriation from the national government, followed by
disbursements under Internally Generated Cluster (STF 164). The
Other disbursements were from Trust fund Cluster or those by
Externally Funded Special Projects (TF 911, Corcaarrd Project,
HERRC Project, Native Pig Project, etc) and the Business-Related
Fund Cluster (RF 161 and RF 163) such as University Canteen,
Marketing, Bakery, etc. Summary of Disbursements from January to
December, 2019 are as follows:
TOTAL per cluster
FUND CLUSTER No. of Voucher
Amount (Php)
(01) Regular Agency Fund (GF-101)
3,065 540,924,108.99
(05) Internally Generated Income (STF-164)
2,250 128,155,268.83
(06) Business Type Income (RF-161 & 163)
1,108 71,714,214.44
(07) Trust Fund (TF-911) 1,235 88,141,315.27
(07) Trust Fund (Special Projects)
705 12,408,165.00
TOTAL per month 8,363 841,343,072.53
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3. Report of Accountable Forms Issued The cashier’s office is
responsible for the issuance of Official Receipts for collections
made to the University from various clients. A total of 69,264
Official Receipts were issued by the Office for the year 2019 for
collection of tuition fees, rentals, and other receivables of the
University. There was a significant decrease of 26,436 in the
issuances of Official Receipts as compared to the 2018 issuances of
95,700 ORs. Below is the summary of Report of Accountability for
Accountable Forms issued from January 1 to December 31, 2019.
Jan Feb Mar Apr May Jun
e July Aug
Sept
Oct Nov Dec Total
Accountable Form No. 51 C (booklet)
1,843
2,109
1,500
3,235
3,517
2825
4107
1,691
1,009
3,707
1562
1,566
28,671
Accountable Form No. 51 C (continuous)
8,623
1,849
2,257
2,279
3,728
5,446
2,821
6,141
1,690
2,180
1,895
1,684
40,593
4. Financial Reporting
Summary of Various Reports the Cashier’s Office prepares and
submits to the Accounting Office from January to December 2019 for
recording:
Cashier's Office Reports Submitted from January to December
2019
Jan
Feb
Mar
Apr
May
June
July
Aug
Sept
Oct
Nov
Dec Total
Report of Checks Issued (RCI) 18 17 17 17 17 17 17 15 16 26 26
27 230
Report of ADAs Issued (RADAI) 10 14 1 7 8 0 7 8 8 9 8 12 92
Report of Collections and Deposits (RCD) 51 42 52 33 51 55 56 42
52 47 41 55 577
Report of Cash Disbursement (RCD) 12 4 2 10 8 2 8 8 2 9 5 3
73
TOTAL 91 77 72 67 84 74 88 73 78 91 80 97 972
Jan
Feb
Mar
Apr
May
June
July
Aug
Sept
Oct
Nov
Dec Total
TOTAL REPORTS SUBMITTED 91 77 72 67 84 74 88 73 78 91 80 97
972
TOTAL REPORTS FOR SUBMISSION 91 77 72 67 84 74 88 73 78 91 80 97
972
Actual accomplishment rate
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100%
100% 100%
5. Online Payment Portal
The office has been promoting the use of online payment thru the
Landbank e-Payment portal as a result there was a noted increase in
the number and amount of payments of clients paying under the
Landbank e-payment portal.
Comparative number of users & amount for Landbank e-payment
portal for the year 2018 & 2019 are as follows:
YEAR No. of users Amount (Php)
2018 39 193,405.00
2019 66 335,674.02
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OTHER ACCOMPLISHMENTS Office of the Vice President for
Administration and Finance 1. Spearheaded the implementation,
monitoring and evaluation of the planned programs, projects and
activities of the sector; 2. As Chairperson of the different
Committees it facilitated deliberations to arrive at Committee
recommendations, suggested courses of actions, or evaluation
reports for the President to consider in decision making. 3. Acted
as Overseer of the support services and coordinated with other VPs
on area needing improvement.
4. Approved and or/signed for the President the following
administrative and financial documents that are pertinent to the
daily operations under the sector.
• Obligation/budget Utilization Request;
• Purchase Request;
• Travel Orders;
• Trip Tickets and Fuel Withdrawal, to include all sectors;
• Permit to use University buildings and facilities. In view of
this, there were 278 permits that were processed within the year of
2019;
• Leave application for less than six (6) months;
• Monetization of leaves for at least one (1) month;
• Property forms, including short term clearances; and
• Other documents pertaining to the sector. 5. Approved
performance targets and accomplishments of employees under
Administration and Finance sector for CY 2019. These were closely
monitored in order to obtain customer satisfaction feedback. 6.
Processing of 270 permit to use facilities both external and
internal. 6. Assigned as Officer-In-Charge of the University in the
absence of the President in various dates of 2019; Submitted by:
JOHN JAMES F. MALAMUG VP-Administration and Finance /JJM/temie
