BU Citizen's Charter 2023

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BICOL UNIVERSITY
CITIZEN’S CHARTER
2023 (2nd Edition)
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MESSAGE
Bicol University, as the premier state university

in the Bicol region, is a service provider for the
educational needs of the Bicolano scholars. In
its continuing quest to be always relevant,
inclusive, and excellent its policies and
practices, we have continuously revised the
Citizen’s Charter.
As a University for Humanity characterized by

Productive Scholarship, Transformative
Leadership, Collaborative Service, and
Distinctive Character for Sustainable
Societies, we are called to discharge our duties
to the satisfaction of our clients and
stakeholders. Through this revised Citizen’s Charter, Bicol University fulfills its desire to
serve the public within its various functions and mandates through inclusion of various
updates. h its commitment to productive scholarship, collaborative service grounded on our
instruction, research, and extension directives embodied in our Quality Policy, we aim to
achieve clientele satisfaction and collaboratively serve our clients in the best possible way.
The welfare of our clients and stakeholders including our employees and personnel is of
utmost priority. Thus, this revised Citizen’s Charter allows both clients and service providers
a clear awareness of guidelines, procedures, and mutual expectations towards more
efficient and effective transactions. To understand better the systems and policies in the
University, this revised Charter details the various offices and the corresponding frontline
services they offer. Let this BU Citizens’ Charter be a guide in our pursuit for excellent
collaborative service in developing sustainable societies as we envision the formation of a
distinctive character for molding the best civil servants in the region and ultimately, the nation
(Sgd.) BABY BOY BENJAMIN D. NEBRES III, EdD

SUC President IV
Bicol University
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I. Vision
“A University for Humanity characterized by productive scholarship, transformative

leadership, collaborative service, and distinctive character for sustainable societies”.
II. Mission
“The Bicol University shall primarily give professional and technical training, and provide
advanced and specialized instruction in literature, philosophy, the science and arts,
besides providing for promotion of scientific and technological researches” (RA 552).
III. Service Pledge
We, the employees of Bicol University, in the spirit of genuine service, commit to serve
with utmost dedication and professionalism, guided by this charter and the University’s
policies and applicable laws of the land.
IV. Quality Policy
Bicol University commits to continually strive for excellence in instruction, research and
extension by meeting the highest level of clientele satisfaction and adhering to quality
standards and applicable and statutory requirement
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TABLE OF CONTENTS Page Number
Message 1
Vision, Mission, Service Pledge, Quality Policy 2
List of Services
a. Admissions Office 10
External Services
1. Bicol University College Entrance Test (BUCET) 11
2. High School Entrance test (HiSET) 13
3. Senior High School Admissions Test (SHAT) 15
4. Kindergarten Admission Test (KAT) 17
5. College of Law Entrance Exam (CLET) 19
6. College of Medicine Admission 21
7. Evaluation and Processing of Shifters 23
8. Evaluation and Processing of Transferees 26
9. Evaluation and Processing of Second-courses 28
10. Nursing Aptitude Test (NAT) 31
11. Psychological Testing 33
b. University Health Services

External Services
1. Dental Consultation and Treatment 37
2. Dental Examination 39
3. Medical Consultation and Treatment 40
4. Medical Examination 42
Internal Services
1. Dental Consultation and Treatment 46
2. Dental Examination 48
3. Medical Consultation and Treatment 49
4. Medical Examination 51
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c. Library Services
External Services
1. Charging (Borrowing of Books) 54
2. Discharging (Returning of Books) 59
3. Payment of Fines 60
4. Payment/Replacement of Lost Books 63
5. Documentary Delivery 66
6. Signing of Student Clearance 69
7. Admitting of External Researchers 72
8. Issuance of Library Permit and Access to the Library 74
9. Issuance of Referral Letter 76
10. Issuance of Students Borrower’s Card 79
Internal Services
1. Charging (Borrowing) of Books) 83
2. Discharging (Returning) of Books 88
3. Payment of Fines 89
4. Payment/Replacement of Lost Books 91
5. Document Delivery 95
6. Issuance of Referral Letter 97
7. Signing of Personnel Clearance 100
8. Issuance of Personnel Borrower’s Card 103
d. University Registrar’s Office

External Services
1. Processing Request from Clients and Agencies (Over-
the-Counter, Through Mail and E-mail)
a. Re-Issuance of Official Transcript of Records 108
b. Re-issuance of Diploma 111
c. Issuance of Certifications 114
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d. Issuance of Certification, Authentication and 117
Verification (CAV)
e. Authentication of Academic Credentials 120
f. Request from Internal and External Offices 123
g. Request for Education Verification 126
e. Finance Management Office

External Services
Cashier’s Office
1. Payment of Claims 130
2. Collection of Fees 132
Payroll Administration Office
1. Remittance of Premium and Loan Amortizations to 146
Various Agencies
Internal Services
Accounting Office
1. Pre-Audit of Claims 149
Budget Office
1. Issuance of Certificate of Availability of Funds 176
(CAF)
2. Issuance of Obligation Request and Status (ORS) 178
for F01 and Budget Utilization Request and Status
(BURS) for F05
Cashier’s Office
1. Payment of Claims 181
2. Collection of Fees 183
1. Processing of Various Financial Claims (Personnel 188
Services)
1.1 Salaries of regular and Casual Personnel 188
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1.2 Other Compensation/Allowance and Other 190
Personnel Benefits of Regular and Casual
Personnel
2. Certification of Loans/Signing of Loan Application 191
f. Office of Students Affairs Services

External Services
University Institutional Studies Programs and Service Division
1. Application for Accident Insurance Claims 194
2. Application for Student Loan 196
3. Acknowledgement of Scholarship 198
4. Issuance of Identification Cards 199
5. Re-Printing of Identification Cards 201
6. Application for Performing Arts Group 202
University Student Development Services Division
1. Application for Accreditation/Re-Accreditation of Student 204
Organization (University-Based Organization)
2. Issuance of Authority to Travel for Off-Campus Activity 207
University Student Welfare Services Division
1. Student Individual Inventory Service 211
2. Counseling Service 213
g. Business Affairs Office

External Services
1. Facilities Rental 217
2. Rental of Dormitory 221
3. Rental of BU Guestel 223
Internal Services
1. Rental of BU Dorm 227
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h. Human Resource Management and Development Office
External Services
1. Receiving, Recording and Releasing of 231
Communications
2. Request for Service Record 234
3. Request for Certificate of Employment 238
Internal Services
1. Receiving, Recording and Releasing of 242
Communications
2. Request for Service Record 247
3. Request for Certificate of Employment 250
4. Application for Leave of Absence (GASS and Auxiliary 253
Services Personnel)
5. Processing and Computing of Service Credits 257
6. Filing Up of Vacant Positions (for Non-Teaching) 259
7. Filing Up of Vacant Positions (for Teaching) 268
8. Preparation and Processing of Employee’s Retirement 276
Documents for GSIS Purposes
9. Preparation/Processing of Application of Employee’s 278
Terminal Leave Benefit
i. Administrative Office
External Services
1. Processing of Various Financial Claims 283
Internal Services
1. Processing of Various Financial Claim 288
j. Motorpool Section
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External Services
1. Availment of Bicol University Sticker 308
2. Availment of Services of BU Vehicles 310
Internal Services
3. Availment of Bicol University Sticker 318
4. Availment of Services of BU Vehicles 321
k. Procurement Management Office
External Services
1. Sale of Bidding Documents (Public Bidding- Goods and 326
Infra)
Internal Services
1. Preparation and Consolidation of PPMP to APP 330
2. Processing of Procurement Project – Public Bidding
(Goods and Consulting Services) 331
(Infrastructure Services) 334
4. Processing of Procurement Project (Alternative Method 338
– Goods and Consulting Services)
5. Processing of Procurement Project (Alternative Method 341
– Infrastructure Services)
6. Procurement Contract Management 344
l. Information and Communications Technology Office

External Services
1. Creation of E-mail Accounts for BU Students 347
2. Password Resetting 349
Internal Services
1. BU LMS Course Creation 352
2. Creation of E-mail Accounts for BU Employees 353
3. Password Resetting 355
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4. IT Services 357
m. Supply and Property Management Office

External Services
1. Contract Implementation and Processing of Payment 362
(Part II – Inspection, Acceptance, Issuance and
Payment)
2. Disposal of Unserviceable Properties & 363
Waste Materials (Part II - Conduct Sale
of Unserviceable Property & Refund of
Bid Security)
Internal Services
1. Procurement Thru DBM-PS 368
2. Contract Implementation and 371
Processing of Payment (Part II -
Inspection, Acceptance, Issuance &
Payment)
3. Disposal of Unserviceable Properties & 376
Waste Materials (Part I - Receipt of
Unserviceable Property & Waste Materials
& Preparation of Documents)
Feedback and Complains Mechanism 380

List of Offices 384
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Admissions Office
External Services
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1. Bicol University College Entrance Test (BUCET)
Incoming freshman students are required to take the Bicol University College Entrance Test (BUCET). To obtain a BUCET Test
Permit, they need to submit physical copies of the application requirements.
Office or Division: Admissions Office

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: Students of DepEd-recognized high schools that are high school seniors expecting to graduate at
the end of the school year; OR
Senior High School graduates who have not taken and/or are not taking any college subject.
WHERE TO SECURE
CHECKLIST OF REQUIREMENTS
• BUCET Application Form (1 original) BUAO Website (https://buao.bicol-u.edu.ph)
• 2x2 identical photos (in white background, with nametag Requesting Entity
and signature) (2 pieces)
• Long-sized window envelope Requesting Entity
• PHP 50.00 worth of mailing stamps Post Office
• IPs Certification//NICP Form (if applicable) (1 original) NCIP- Regional Office or online
• 4Ps Certification (if applicable) (1 original) DSWD
• Income Tax Return (ITR)/ Certificate of Tax Exemption Bureau of Internal Revenue (BIR)
(if applicable)
• Geographically-Isolated and Disadvantaged Areas Barangay
(GIDA) Certification (if applicable) (1 original)
• Solo Parent ID (if applicable) (1 photocopy) CSWDO/MSWDO
• PWD ID (if applicable) (1 photocopy) CSWDO/MSWDO
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Graduating Students
• Authenticated SF10-SHS (formerly Form 137) from Grade 9 to School Registrar
Grade 11 (1 photocopy)
*If academic ratings are not affixed at the back page of application
form
Graduated Students
• Authenticated SF10-SHS (formerly Form 137) from Grade 9 to School Registrar
Grade 11 (1 photocopy)
form
• Authenticated SF9-SHS (formerly Form 138) Grade 12 (1 School Registrar
photocopy)
PEPT, A&E. ALS GRADUATE
• Certificate of Ratings DepEd Education Assessment Division (EAD)
• Certificate of Completion DepEd Education Assessment Division (EAD)
Foreign Students
• Original Transcript of Records (TOR) School Registrar
• Personal Data Requesting Entity
• Affidavit of Support Bureau of Immigration
• Alien Certificate of Registration (ACR) Bureau of Immigration
• Results of Test on English as a Foreign Language (TOEFL) Educational Testing Center
• Approved study permit from CHED Commission on Higher Education (CHED)
• Application Fee of USD 50 University Cashier
CLIENT STEPS AGENCY ACTION FEES
PROCESSING
TO BE PERSON RESPONSIBLE
TIME
PAID
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1. Secure the BUCET 1. The website administrator will None 5 Minutes Technical Service Provider
Application Form through check the applicant’s information. Admissions Office
the BUAO website:
https://buao.bicol-u.edu.ph
2. Submit the complete 2. Receive and verify the None 3 Minutes Admin Aide III/ Clerical
application requirements at Application Form and Staff/Technical Service Provider
the Admissions Office. completeness of requirements. Admissions Office
3. Wait for the Test Permit 3.1. Check the applicant’s None 2 Minutes Technical Service Provider
to be released information and encode grades. Admissions Office
3.2 Assign schedule of None 2 Minutes Technical Service Provider
examination Admissions Office
3.2. Issue the BUCET Test None 3 Minutes Technical Service Provider
Permit to the applicant. Admissions Office
TOTAL
None 15 Minutes
*Php 250.00 Testing Fee is free for Filipino freshmen applicants pursuant to R.A. No. 10931
*50 USD application fee shall be paid by a Foreign Student to the University Cashier’s Office upon acceptance
2. High School Entrance Test (HISET)
Incoming Grade 7 students are required to take the High School Entrance Test (HISET). To obtain a HISET Test Permit, they
need to submit physical copies of the application requirements.

Who may avail: Graduates of Elementary School recognized by the Department of Education
WHERE TO SECURE
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• HISET Application Form (1 original) BUAO Website (https://buao.bicol-u.edu.ph)
• 2x2 identical photos (2 pieces) Requesting Entity
• Order Payment Form Admissions Office
• Official Receipt University Cashier’s Office
Graduating Students
• Authenticated SF10-ES (formerly Form 137) from Grade 1 to Grade 5 School Registrar
(1 photocopy)
• Certificate of Enrollment (1 original) School Teacher
Graduated Students
• Authenticated SF10-ES (formerly Form 137) from Grade 1 to Grade 6 School Registrar
(1 photocopy)
• Authenticated SF9-ES (formerly Form 138) Grade 6 (1 photocopy) School Registrar
PROCESSING
TIME
PAID
1. Secure the HISET 1. The website administrator will None 5 Minutes Technical Service Provider
Application Form through the check the applicant’s information. Admissions Office
BUAO website:
2. Submit the complete 2.1 Receive and verify the None 2 Minutes Admin Aide III/ Clerical
application requirements at Application Form and Staff/Technical Service Provider
2.2 Attach the Order payment form None 1 Minute Admin Aide III/ Clerical
in the HISET application form. Staff/Technical Service Provider
Admissions Office
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3. Pay the application fee 3. Record the Official Receipt No. PHP 3 Minutes Cashier
and Date Paid in the SHAT 200.00 University Cashier’s Office
Application Form.
4. Wait for the Test Permit to 4.1. Encode grades and assign None 2 Minutes Admin Aide III/ Clerical
be released schedule of examination. Staff/Technical Service Provider
Admissions Office
4.2. Issue the HISET Test Permit None 2 Minutes Admin Aide III/ Clerical
to the applicant Staff/Technical Service Provider
Admissions Office
TOTAL: PHP
100.00 15 Minutes
3. Senior High School Admission Test (SHAT)
Incoming Grade 11 students are required to take the Senior High School Admission Test (SHAT). To obtain a SHAT Test
Permit, they need to submit physical copies of the application requirements.

Who may avail: Have completed junior high school;
Not have taken senior high school in another school;
Have completed Non-formal Education (NFE) Accreditation and
Equivalency or Alternative Learning System (ALS);
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For Foreign nationals who completed their junior high school education abroad, except Philippine
schools under DepEd.
WHERE TO SECURE
• SHAT Application Form (1 original) BUAO Website (https://buao.bicol-u.edu.ph)
Graduating Students
• Authenticated SF10-JHS from Grade 7 to Grade 9 (1 photocopy) School Registrar
form
Graduated Students
• Authenticated SF10-JHS (formerly Form 137) from Grade 7 to School Registrar
Grade 9 1 (photocopy)
form
• Authenticated SF9-JHS (formerly Form 138) Grade 10 (1 School Registrar
photocopy)
CLIENT STEPS AGENCY ACTION FEES TO PROCESSIN
PERSON RESPONSIBLE
BE PAID G TIME
1. Secure the SHAT 1. The website administrator will None 5 Minutes Technical Service Provider
Application Form through check the applicant’s Admissions Office
the BUAO website: information.
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2. Submit the complete 2.1 Receive and verify the None 2 Minutes Admin Aide III/ Clerical Staff/Technical
application requirements at Application Form and Service Provider
2.2 Attach the Order payment None 1 Minute Admin Aide III/ Clerical Staff/Technical
form in the SHAT application Service Provider
form. Admissions Office
3. Pay the application fee 3. Record the Official Receipt PHP 3 Minutes Cashier
No. and Date Paid in the SHAT 200.00 University Cashier’s Office
Application Form.
4. Wait for the Test Permit 4.1 Encode grades and assign None 2 Minutes Admin Aide III/ Clerical Staff/Technical
to be released schedule of examination. Service Provider
Admissions Office
4.2 Issue the SHAT Test Permit None 2 Minutes Admin Aide III/ Clerical Staff/Technical
to the applicant. Service Provider
Admissions Office
TOTAL: PHP
15 minutes
200.00
4. Kindergarten Admission Test (KAT)
Incoming Kindergarten students are required to take the Kindergarten Admission Test (KAT). To obtain a KAT Test Permit,
they need to submit physical copies of the application requirements.

Who may avail The child is at least 5 years old by October 31 of the current year (DepEd Order no. 20s.2018)
The child has completed Nursery or Kinder 1 in any school.
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The child passed the Kindergarten Admission Test (KAT) administered by the Office of
Admissions covering the following developmental areas: physical, cognitive, and socio-
emotional.
WHERE TO SECURE
• KAT Application Form (1 original) BUAO Website (https://buao.bicol-u.edu.ph)
• Certificate of Kinder 1 or Nursery Completion (1 photocopy) or School Registrar
• Certificate of Enrollment (if currently enrolled) (1 original)
• Birth Certifícate (NSO/PSA) (1 original) (1 photocopy) Requesting Entity/Philippine Statistics
Authority
CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON
BE PAID TIME RESPONSIBLE
1. Secure the KAT 1. The website administrator will None 5 Minutes Technical Service Provider
Application Form through check the applicant’s information. Admissions Office
the BUAO website:
2. Submit the complete 2.1 Receive and verify the None 2 Minutes Admin Aide III/ Clerical
application requirements at Application Form and completeness Staff/Technical Service
the Admissions Office. of requirements. Provider
Admissions Office
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2.2 Attach the Order payment form None 1 Minute Admin Aide III/ Clerical
in the KAT application form. Staff/Technical Service
Provider
Admissions Office
3. Pay the application fee 3. Record the Official Receipt No. PHP 3 Minutes Cashier
and Date Paid in the KAT 200.00 University Cashier’s Office
Application Form.
4. Wait for the Test Permit 4.1 Assign schedule of examination. None 2 Minutes Admin Aide III/ Clerical
to be released Staff/Technical Service
Provider
Admissions Office
4.2 Issue the KAT Test Permit to the None 2 Minutes Technical Service Provider
applicant. Admissions Office
TOTAL: PHP
15 Minutes
200.00
5. College of Law Entrance Exam (CLET)
Incoming freshman students of College of Law are required to take the Bicol University College of Law Entrance Test
(BUCLET).
To obtain a BUCLET Test Permit, they need to submit online copies of the application requirements. An applicant must pass
the entrance exam administered by the Admissions Office and the panel interview undertaken by the college.

Who may avail: Graduates of any Baccalaureate degree.
General Weighted Average of 2.4 or 85% or its equivalent in his/her
pre-law degree.
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WHERE TO SECURE
• CLET Application Form (1 original) BUAO Website (https://buao.bicol-u.edu.ph)
• Data Privacy Consent Form (1 original) School Registrar
• Birth Certifícate (NSO/PSA) (1 original) Requesting Entity/Philippine Statistics
Authority
• TOR/Certificate of GWA (1 photocopy) School Registrar
CLIENT STEPS AGENCY ACTION FEES TO PROCESSING
PERSON RESPONSIBLE
BE PAID TIME
1. Secure the CLET 1. The website administrator None 5 Minutes Technical Service Provider
Application Form through the will check the applicant’s Admissions Office
BUAO website: information.
2. Pay the non-refundable 2. Check the original receipt or PHP 5 Minutes Cashier
testing fee or deposit thru submit a copy 750.00 University Cashier’s Office
Landbank. deposit/transactions slip to the
cashier for issuance of Official
Receipt.
3. Submit the complete 3.1 Receive and verify the None 5 Minutes Technical Service Provider
application requirements via completeness of requirements. Admissions Office
email.
3.2 Notify applicant upon None 5 Minutes Technical Service Provider
receipt if complete or Admissions Office
incomplete.
4. Wait for the Test Permit to 4.1 Check the applicant’s None 2 Minutes Technical Service Provider
be released information and assign Admissions Office
schedule of examination.
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4.2 Issue the Test Permit to None 2 Minutes Technical Service Provider
the applicant via email. Admissions Office
5. Wait for the schedule of 5. After the entrance None 7 Days BUCL Staff
the panel interview examination, the details of the College of Law
interview schedule will be
posted online and sent through
the email address or contact
number provided by the
applicant.
TOTAL: PHP 7 days and 24
750.00 minutes
6. College of Medicine Admission
Incoming freshman students of College of Medicine are required to submit all the necessary documents to the Admissions
Office and must pass the panel interview undertaken by the college.

Type of Transaction: G2C - Government-to-Citizens
Who may avail: Graduates of any Baccalaureate degree.
National Medical Admission Test (NMAT) Result with not below 65 PR score.
WHERE TO SECURE
• BUCM Application Form (1 original) BUAO Website (https://buao.bicol-u.edu.ph)
• Birth Certificate (NSO/PSA) (1 original) Requesting Entity/Philippine Statistics Authority
• Transcript of Records or Certificate of Grades for graduating students School Registrar
(1 original)
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• Certificate of GWA (1 original) School Registrar
• National Medical Admission Test (NMAT) Result (1 original) Center for Educational Measurement
• NBI Clearance (1 original) National Bureau of Investigation
• Certificate of Good Moral (1 original) College Dean or Guidance Counselor
• Latest ITR of parents (1 original) Bureau of Internal Revenue
PROCESSING
TIME
PAID
1. Secure the BUCM 1. The website administrator will None 5 Minutes Technical Service Provider
Application Form through the check the applicant’s information. Admissions Office
BUAO website:
2. Pay the non-refundable 2. Check the original receipt or PHP 5 Minutes Cashier
testing fee or deposit thru submit a copy deposit/transactions 1500.00 University Cashier’s Office
Landbank. slip to the cashier for issuance of
Official Receipt.
3. Submit the complete 3.1 Receive and verify the None 5 Minutes Technical Service Provider
application requirements via completeness of requirements. Admissions Office
online form.
3.2 Notify applicant upon receipt if None 5 Minutes Technical Service Provider
complete or incomplete. Admissions Office
4. Wait for the schedule of 4. After the endorsing the complete None 1 Day Clerical Staff/Dean’s Secretary
the panel interview requirements of the applicant, the College of Medicine
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details of the interview schedule
will be sent through the email
address or contact number
provided by the applicant.
TOTAL: PHP 1 Day, 20
1500.00 Minutes
7. Evaluation and Processing of Shifters
Shifters are internal transferees from one course program to another within the University. The student shall file an application
for this purpose and shall be allowed to shift subject to availability of place/slot in the college/unit they are seeking transfer to.
They shall vie for the places/slots along with transferees from outside the University. They must pass the interview/test and/or
other assessment procedure(s) required by the College/Unit/Department.

Who may avail: A student of any college in the University who has not obtained two or more failing grades in his
present course/program.
The student has not finished fifty percent (50%) or more of the required units of his present course.
General Weighted Average must be 2.4 (85%) or better
Receiving college must have a slot available for the shifter.

WHERE TO SECURE
• Application Form for Shifter (2 original) Admissions Office
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• Certificate of Grades (1 original) (1 photocopy) College Registrar
• Letter of Intent (1 original) (1 photocopy) Requesting Entity
• Certificate or Notice of Availability of Slot (1 original) (1 photocopy) Department Head/Program Chair/College
Dean/Director
PROCESSING
TIME
PAID
1. Present the Certificate of 1. Compute the grades and sign None 2 Minutes Admin Aide III/ Clerical Staff/Technical
Grades or TOR for evaluation the COG/TOR presented and Service Provider
of Grades. inform the student if his/her Admissions Office
General Weighted Average is
qualified or not.
2. Secure slot availability by 2.1 Check if transfer is accepted by None 3 Minutes Admin Aide III/ Clerical Staff/Technical
submitting the Letter of Intent the Dean/Director. Service Provider
to the college where s/he Admissions Office
plans to continue the new
course;
2.2 Provide the Application Form None 2 Minutes Admin Aide III/ Clerical Staff/Technical
for Shifters and give instructions on Service Provider
how to fill out the form. Admissions Office
3. Fill out the Application 3.1 Check that no item is left None 2 Minutes Admin Aide III/ Clerical Staff/Technical
Form for Shifter unanswered in the application Service Provider
3.2 Attach an Order Payment Form None 1 Minute Admin Aide III/ Clerical Staff/Technical
to be paid at the University Service Provider
Cashier’s Office Admissions Office
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4. Give Shifter’s Form 4. Check if transfer is accepted by None 3 Minutes Admin Aide III/ Clerical Staff/Technical
(Endorsement Letter) to the the Dean/Director. Service Provider
college where the shifter Admissions Office
came from.
*Applicable if a student will
transfer to a different campus
5. Pay the non-refundable 5. Record the Official receipt PHP 2 Minutes Cashier
processing fee number and date paid. 100.00 University Cashier’s Office
6. Submit the accomplished 6. Receive and verify the None 3 Minutes Admin Aide III/ Clerical Staff/Technical
form and necessary completeness of requirements. Service Provider
attachments. Admissions Office
7. Wait for the processing of 7.1. Check and review the details None 5 Minutes Admin Aide III/ Clerical Staff/Technical
application for approval of the Dean of Service Provider
Admissions. Admissions Office
7.2 The Dean of Admissions None 3 Minutes Dean of Admissions
decides if the applicant is qualified Admissions Office
for shifting and sign the
application.
7.3. Issue the signed Shifter’s None 3 Minutes Admin Aide III/ Clerical Staff/Technical
Application Form. Service Provider
Admissions Office
7.4 Record details in Logbook of None 1 Minute Admin Aide III/ Clerical Staff/Technical
Shifters and Transferees Service Provider
Admissions Office
TOTAL: PHP
30 Minutes
100.00
*For BS Nursing course program, a Nursing Aptitude Test is required. Please refer to the Service Specification Table no.10
(Nursing Aptitude Testing).
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8. Evaluation and Processing of Transferees
Students from other school shall file an application for this purpose and shall be allowed to transfer subject to availability of
place/slot in the college/unit they are seeking transfer to. They shall vie for the places/slots along with shifters from the
University. They must pass the interview/test and/or other assessment procedure(s) required by the
College/Unit/Department.

Who may avail: An applicant shall not have finished more than twenty-five percent (25%) of the units required for
the course
Has General Weighted Average (GWA) of 2.0 or 89% or its equivalent, or better for all the
academic units he/she has earned outside of Bicol University.
No failed subjects.
Receiving college must have a slot available for the transferee.

WHERE TO SECURE
• Application Form for Transferee (2 original) Admissions Office
• Certificate of Grades or Transcript of Records (1 original) (1 School Registrar
photocopy)
Dean/Director
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• Certificate of Honorable Dismissal School Registrar
PROCESSING
TIME
PAID
1. Present the Certificate of 1. Compute the grades and sign None 2 Minutes Admin Aide III/ Clerical
Grades or TOR for evaluation the COG/TOR presented and Staff/Technical Service Provider
of Grades. inform the student if his/her Admissions Office
General Weighted Average is
qualified or not.
2. Secure slot availability by 2.1 Check if transfer is accepted by None 3 Minutes Admin Aide III/ Clerical
submitting the Letter of Intent the Dean/Director. Staff/Technical Service Provider
course;
2.2 Provide the Application Form
Admin Aide III/ Clerical
for Transferee and give
None 2 Minutes Staff/Technical Service Provider
instructions on how to fill out the Admissions Office
form.
3. Fill out the Application 3.1 Check that no item is left None 2 Minutes Admin Aide III/ Clerical
Form for Transferee. unanswered in the application Staff/Technical Service Provider
3.2 Attach an Order Payment Form None 1 Minute Admin Aide III/ Clerical
to be paid at the University Staff/Technical Service Provider
4. Pay the non-refundable 4. Record the Official receipt PHP 1 Minute Cashier
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5. Submit the accomplished 5. Receive and verify the None 3 Minutes Admin Aide III/ Clerical
form and necessary completeness of requirements. Staff/Technical Service Provider
6. Wait for the processing of 6.1. Check and review the details None 3 Minutes Admin Aide III/ Clerical
application for approval of the Dean of Staff/Technical Service Provider
for transfer and sign the
application.
6.3. Issue the signed Application None 2 Minutes Admin Aide III/ Clerical
Form for Transferee. Staff/Technical Service Provider
Admissions Office
6.4 Record details in Logbook of None 1 Minute Admin Aide III/ Clerical
Shifters and Transferees Staff/Technical Service Provider
Admissions Office
TOTAL: PHP
25 Minutes
100.00
9. Evaluation and Processing of Second-coursers
A conversion or second course is any of the approved courses in the undergraduate program of Bicol University. A student who
intends to enroll in said course should have completed a bachelor's degree in a CHED-recognized/accredited institution of
higher learning. Students who want to pursue a second degree shall file an application for this purpose and shall be allowed to
transfer subject for availability of place/slot in the college/unit they are seeking transfer to. They shall vie for the places/slots
along with shifters and transferees. They must pass the interview/test to be conducted by the concerned college/unit prior to
enrollment.
28
Who may avail: A student must be a graduate of a bachelor's degree of a CHED-recognized/accredited institution
of higher learning.
General Weighted Average (GWA) of 2.5 or 84% or its equivalent, or better for all the academic
units he/she has earned.
Receiving college must have a slot available for the second-courser.
WHERE TO SECURE
• Application Form for Shifter/Transferee (2 original) Admissions Office
• Certificate of GWA or Transcript of Records (1 original) (1 photocopy) College Registrar
Dean/Director
PROCESSING
TIME
PAID
1. Present the Certificate of 1. Compute the grades and sign None 2 Minutes Admin Aide III/ Clerical
Grades or TOR for evaluation the TOR presented and inform the Staff/Technical Service Provider
of Grades. student if his/her General Admissions Office
Weighted Average is qualified or
not.
29
2. Secure slot availability by 2.1 Check if transfer is accepted by None 3 Minutes Admin Aide III/ Clerical
submitting the Letter of Intent the Dean/Director. Staff/Technical Service Provider
course;
2.2 Provide the Application Form None 2 Minutes Admin Aide III/ Clerical
for Transferees and give Staff/Technical Service Provider
instructions on how to fill out the Admissions Office
form.
3. Fill out the Application 3.1 Check that no item is left None 2 Minutes Admin Aide III/ Clerical
Form for Second Courser unanswered in the application Staff/Technical Service Provider
3.2 Attach an Order Payment Form None 1 Minute Admin Aide III/ Clerical
to be paid at the University Staff/Technical Service Provider
4. Pay the non-refundable 4. Record the Official receipt PHP 2 Minutes Cashier
5. Submit the accomplished 5. Receive and verify the None 3 Minutes Admin Aide III/ Clerical
form and necessary completeness of requirements. Staff/Technical Service Provider
6. Wait for the processing of 6.1. Check and review the details None 5 Minutes Admin Aide III/ Clerical
application for approval of the Dean of Staff/Technical Service Provider
for shifting and sign the
application.
6.3. Issue the signed Application None 2 Minutes Admin Aide III/ Clerical
Form for second-courser. Staff/Technical Service Provider
Admissions Office
30
6.4 Record details in Logbook of None 1 Minute Admin Aide III/ Clerical
Shifters and Transferees Staff/Technical Service Provider
Admissions Office
TOTAL: PHP
28 Minutes
100.00
10. Nursing Aptitude Test (NAT)
A student who is a qualified shifter, transferee, or second-courser who wants to study BS Nursing is required to take a Nursing
Aptitude Test (NAT) if receiving college has a slot available for them. The student should obtain at least an above-average
rating to be considered eligible for a slot.
Office or Division : Admissions Office

Classification : Simple
Type of Transaction : G2C – Government to Citizen
Who may avail : A student who is a shifter or transferee or second-course who has a
- General Weighted Average (GWA) of 2.4 or 85% for Shifter;
- General Weighted Average (GWA) of 2.0 or 89% for Transferee;
- General Weighted Average (GWA) of 2.5 or 84% for Second-Courser;
: Receiving college must have a slot available for the BS Nursing course program.
WHERE TO SECURE
• Nursing Aptitude Test (NAT) Form (1 original) Admissions Office
31
• Certificate of GWA or Transcript of Records (1 original) College Registrar
Dean/Director
PROCESSING
TIME
PAID
1. Present the Certificate 1. Compute the grades and sign the None 2 Minutes Admin Aide III/ Clerical
of Grades or TOR for COG/TOR presented and inform the Staff/Technical Service Provider
evaluation of Grades. student if his/her General Weighted Admissions Office
Average is qualified or not.
2. Secure slot availability 2.1 Check if available slot/s is declared None 3 Minutes Admin Aide III/ Clerical
by submitting the Letter or if transfer is accepted by the Staff/Technical Service Provider
of Intent to the college Dean/Director. Admissions Office
where s/he plans to study
BS Nursing;
2.2 Provide the Nursing Aptitude Test None 2 Minutes Admin Aide III/ Clerical
(NAT) Form for to the applicant and give Staff/Technical Service Provider
instructions on how to fill out the form. Admissions Office
3. Fill out the Nursing 3. Check that no item is left unanswered None 2 Minutes Admin Aide III/ Clerical
Aptitude Test (NAT) Form in the application form. Staff/Technical Service Provider
Admissions Office
3.2 Attach an Order Payment Form to None 1 Minute Admin Aide III/ Clerical
be paid at the University Cashier’s Staff/Technical Service Provider
Office Admissions Office
4. Pay the non- 4. Record the Official receipt number PHP 2 Minutes Cashier
refundable testing fee and date paid. 200.00 University Cashier’s Office
32
5. Submit the 5. Receive and verify the completeness None 3 Minutes Admin Aide III/ Clerical
accomplished form and of requirements. Staff/Technical Service Provider
necessary attachments. Admissions Office
6. Wait for the processing 6.1 Check and review the details of the None 5 Minutes Admin Aide III/ Clerical
of application applicant. Staff/Technical Service Provider
Admissions Office
6.2 Schedule the applicant for Nursing None 2 Minutes Admin Aide III/ Clerical
Aptitude Test. Staff/Technical Service Provider
Admissions Office
TOTAL: PHP
22 Minutes
200.00
11. Psychological Testing

Offers educational and psychological testing services to cater to the testing needs of the school, industry/organizational and
clinical settings.
Office or Division : Admissions Office

Type of Transaction : G2C – Government to Citizen
Who may avail : Any individual or organization referred or otherwise, that needs psychological testing
WHERE TO SECURE
• Request Form or Letter (1 original) Requesting Entity
FEES TO BE PROCESSING
CLIENT STEPS AGENCY ACTION PERSON RESPONSIBLE
PAID TIME
33
1. Fill-out the Request 1. Check that no item is left None 10 Minutes Psychometrician/
Form from Psychologist unanswered in the Request Admin Aide IV
Form. Admissions Office
2. Consult the Dean with 2.1 Inform the client of the None 5 Minutes Admin Aide IV/ Clerical Staff
regards to testing needs approval of the Request Form. Admissions Office
2.2 Attach an Order Payment None 2 Minutes Admin Aide IV/ Clerical Staff/
Form to be paid at the University Technical Service Provider
3. Pay the required *See Table 5 Minutes Cashier
testing fee and wait for 3.1 Check the receipt. Fees per Type University Cashier’s Office
the schedule of test of Test
None 10 Minutes Admin Aide IV /
3.2 Schedule the client for the
Psychometrician
Psychological Test.
Admissions Office
None 2 Hours Admin Aide IV /
4. Take the Psychological
4.1 Conduct Psychological Test. Psychometrician
Test
Admissions Office
4.2 Score and profile the test. None 7 Days Admin Aide IV /
Psychometrician
Admissions Office
5. Wait for the result. 5. Individual/group conference None 1 Hour Psychometrician
conducted for test interpretation. Admissions Office
*See Table 7 Days, 3
TOTAL: Fees per Type Hours, 2
of Test Minutes
34
Table 1 - *Fees per Type of Test
Fee
Type of Test
BU Students Outside Students
Intelligence/Test of General Mental Ability PHP 200 PHP 400
Achievement/Aptitude Test PHP 200 PHP 400
Personality Test PHP 300 PHP 600
Interest/Motivation Test PHP 400 PHP 600
Special Tests
-ADHD/ADD
-Dyslexia PHP 400 PHP 1,100
-Autism
-Stanford-Binet
35
University Health Services
External Services
36
1. Dental Consultation and Treatment
To establish, provide and ensure the proper process in dental treatment, consultation, referral and promote dental health
awareness.
Office or Division: Bicol University Health Services

Who may avail: BU Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

For BU Students
Identification Card (1 Original Copy); or Office of Student Affairs Services
Certificate of Registration (1 Original Copy) Registrar Office
FEES
PROCESSING
CLIENT STEPS AGENCY ACTION TO BE PERSON RESPONSIBLE
TIME
PAID
1. Present identification card or 1. Validate the client status None 2 Minutes Dental Aide
certificate of registration from the documents submitted University Health Services
2. Submits for Interview 2. Conducts Interview and None 3 Minutes Dental Aide/Dentist I/ Dentist II
check veracity of forms and University Health Services
documents
3. Submits for vital signs taking 3. Conduct vital signs checking None 5 Minutes Dental Aide/Dentist I/ Dentist II
and evaluation of the client University Health Services
4. Client undergoes dental 4. Dentist conducts dental None 10 Minutes Dentist I/ Dentist II
examination examination and perform University Health Services
37
diagnosis and treatment
planning of the Dental problem
of the Client
5. Referral (If needed) 5. Dentist explain to client the None 3 Minutes Dentist I/ Dentist II
reason of the need to refer to University Health Services
another specialist
6. Client receives medication 6. Dentist perform dental None 30 Minutes Dentist I/ Dentist II
and/or treatment treatment/s and/or gives University Health Services
medication/s to the dental
problem/s of the client.
7. Submit medical/dental 7. Dentist receive, assess and None 2 Minutes Dentist I/ Dentist II
certificate or/and diagnostic document results of the case/s University Health Services
test results of the referred case referred
(if referred)
8. Receive dental education 8. Dentist conducts dental None 5 Minutes Dentist I/ Dentist II
education and promote dental University Health Services
health consciousness.
1 Hour
TOTAL None
38
2. Dental Examination
To establish, provide, and ensure systematic process in the delivery of dental examination to students and employees.


For BU Students
1. Identification Card (1 Original copy) Office of Student Affairs Services
2. Certificate of Registration (1 Original copy) Registrar Office
For Incoming Freshmen/ New Entrants:
1. BUCET/ SHAT/ HISET/ KAT Result (1 original or photocopy) BU Admission
2. Long Brown Envelop (1 pc) Educational Store

3. Individual Dental Health Record Form No.: BU-F-UHS-21 (1 original Downloadable at BU Health Services Facebook Page
copy)
FEES
PROCESSING
TIME
PAID
1. Present identification card 1. Validate the client status from None 2 Minutes Dental Aide
or certificate of registration the documents submitted University Health Services
2. Submits for interview 2. Conducts interview and check None 5 Minutes Dental Aide/Dentist I/ Dentist II
veracity of forms and documents University Health Services
39
3. Submits for vital signs 3. Conduct vital signs checking None 5 Minutes Dental Aide/Dentist I/ Dentist II
taking and evaluation of the client University Health Services
4. Client undergoes dental 4.Dentist conducts dental None 10 Minutes Dentist I/ Dentist II
diagnosis
5. Client receives 5. Dentist perform dental None 20 Minutes Dentist I/ Dentist II
medication and/or treatment treatment/s and/or gives University Health Services
(If with dental findings) medication/s or schedules client
for appointment
6. Client receives dental 6. Releases dental certificate None 1 Minute Dental Aide
certificate University Health Services
TOTAL None 43 Minutes
3. Medical Consultation and Treatment
Systematic process to establish, provide, and ensure the delivery of medical services to students and employees from
consultation, treatment and referral.

Who may avail: Non-BU Personnel; BU Students

1. Bicol University Student Identification Card (1 Original) Office of Student Affairs Services
40
2. Student Certificate of Registration (1Original Copy) Registrar Office
FEES
PROCESSING
TIME
PAID
1. Present identification card 1. Verify the patient status. None 1 Minute Nurse I/ Nurse II/ Nurse III
or certificate of registration. University Health Services
2. Submit for interview and fill 2. Conduct interview and None 5 Minutes Nurse I/ Nurse II/ Nurse III
up medical patient record. review medical patient record University Health Services
for accuracy of information.
3. Submit for checking of vital 3. Take vital signs of the None 5 Minutes Nurse I/ Nurse II/ Nurse III
signs. patient. University Health Services
4. Proceed to consultation 4. Medical officer conducts None 10 Minutes Medical Officer IV
area. examination, diagnosis and University Health Services
treatment. May perform minor
procedure/s if necessary.
5. Standby for monitoring 5. Medical Officer monitors/ None 3 Minutes
and/or explains to the patient the
*Referral to specialized reason for referral (if needed)
institution/s if needed. to specialized institution.
Medical Officer IV/ Nurse I/ Nurse II/ Nurse III
Emergency cases will be
referred within 30 minutes.
Non-emergency cases will be
referred within 1 day.
6. Report to Nurse 6. Carry out Medical Officer’s None 4 Minutes Nurse I/ Nurse II/ Nurse III
order, dispense medicines as University Health Services
41
prescribed if available and
conduct health education.
7. Report to Nurse 7. Document clinical findings None 2 Minutes Medical Officer IV/ Nurse I/ Nurse II/ Nurse III
(Referred Patient) and release medical University Health Services
certificate if needed.
4. Medical Examination
examination, treatment and issuance of medical certificate.

Who may avail: Non-BU Personnel; BU Students

For Students:
1. Identification Card (1 original copy) Office of Student Affairs Services
2. Certificate of Registration (1 original copy) Registrar Office

For New Entrants:
42
1. BUCET/ SHAT/ HISET/ KAT Result (1 Original or Photocopy) BU Admission Office
3. Chest X-ray (PA view) Result (1 Original copy) Outside Diagnostic & Laboratory Facility
4. Complete Blood Count with Blood Typing Result (1 Original copy) Outside Diagnostic & Laboratory Facility
5. Urinalysis Result (1 Original copy) Outside Diagnostic & Laboratory Facility
6. Hepatitis B Screening Result (For Nursing, Food Service Mgt., Outside Diagnostic & Laboratory Facility
Food Technology, Entrepreneurship, Fisheries, Medicine &
Dentistry courses) (1 Original copy)
7. Medical Clearance (students with comorbidities) (1 Original copy) Attending Physician
8. OB-Gynecologist Clearance (pregnant students) (1 Original copy) Attending Physician
9. Student Health Record (Form No.: BU-F-UHS-05) (1Original copy Downloadable at BU Health Services Facebook Page
or photocopy)
10. Individual Dental Record (Form No.: BU-F-UHS-21) (1 Original Downloadable at BU Health Services Facebook Page
copy or photocopy)
11. Ordinary Long Brown Envelope (1 piece) Educational Store
Reinstatement from Sick Leave:
Medical Certificate (1 original copy) From the attending physician
FEES TO PROCESSING
BE PAID TIME
1. Present identification card 1. Verify the client status. None 1 Minute Nurse I/ Nurse II/ Nurse III
or certificate of registration University Health Services
2. Submit for interview and 2. Conduct interview and None 4 Minutes Nurse I/ Nurse II/ Nurse III
present laboratory and review documents presented. University Health Services
diagnostic results.
43
3. Submit for checking of 3. Take vital signs of the client. None 5 Minutes Nurse I/ Nurse II/ Nurse III
vital signs. University Health Services
4. Proceed to medical 4. Medical Officer conducts None 15 Minutes Medical Officer IV
examination area. medical examination and University Health Services
treatment (if needed).
5. Report to nurse (with 5. Carry out Medical Officer’s None 3 Minutes Nurse I/ Nurse II/ Nurse III
findings) order, dispense medicines as University Health Services
prescribed if available and
conduct health education. May
issue medical certificate if
needed.
6. Report to nurse (without 6. Releases medical certificate. None 2 Minutes Nurse I/ Nurse II/ Nurse III
findings) University Health Services
44
Internal Services
45
1. Dental Consultation and Treatment
To establish, provide and ensure the proper process in dental treatment, consultation, referral and promote dental health
awareness.

Type of Transaction: G2G – Government to Government
Who may avail: BU Employees

Employee Bicol University ID (1 Original valid ID) Office of Student Affairs Services
FEES TO PROCESSING
BE PAID TIME
1. Present identification 1. Validate the client status from None 2 Minutes Dental Aide
card or certificate of the documents submitted University Health Services
registration
4. Client undergoes 4. Dentist conducts dental None 10 Minutes Dentist I/ Dentist II
dental examination examination and perform University Health Services
46
diagnosis and treatment planning
of the dental problem of the Client
5. Referral (If needed) 5. Dentist explain to client the None 3 Minutes Dentist I/ Dentist II
reason of the need to refer to University Health Services
another specialist
medication and/or treatment/s and/or gives University Health Services
treatment medication/s to the dental
problem/s of the client.
7. Submit medical/dental 7. Dentist receive, assess and None 2 Minutes Dentist I/ Dentist II
certificate or/and document results of the case/s University Health Services
diagnostic test results of referred
the referred case (if
referred)
8. Receive dental 8. Dentist conducts dental None 5 Minutes Dentist I/ Dentist II
education education and promote dental University Health Services
health consciousness.
TOTAL None 1 Hour
47
2. Dental Examination
To establish, provide, and ensure systematic process in the delivery of dental examination to students and employees.


FEES TO PROCESSING
BE PAID TIME
1. Present identification None 2 Minutes Dental Aide
card or certificate of 1. Validate the client status from University Health Services
the documents submitted
registration
4. Client undergoes dental 4.Dentist conducts dental None 10 Minutes Dentist I/ Dentist II
diagnosis
medication and/or treatment/s and/or gives University Health Services
48
treatment (If with dental medication/s or schedules client
findings) for appointment
6. Client receives dental 6. Releases dental certificate None 1 Minute Dental Aide
certificate University Health Services
3. Medical Consultation and Treatment
consultation, treatment and referral.


FEES
PROCESSING
TIME
PAID
49
1. Present identification card 1. Verify the patient status. None 1 Minute Nurse I/ Nurse II/ Nurse III
or certificate of registration. University Health Services
2. Submit for interview and 2. Conduct interview and review None 5 Minutes Nurse I/ Nurse II/ Nurse III
fill up medical patient medical patient record for accuracy University Health Services
record. of information.
3. Submit for checking of 3. Take vital signs of the patient. None 5 Minutes Nurse I/ Nurse II/ Nurse III
4. Proceed to consultation 4. Medical Officer conducts None 10 Minutes Medical Officer IV
area. examination, diagnosis and University Health Services
treatment. May perform minor
procedure/s if necessary.
5. Standby for monitoring 5. Medical Officer monitors/ None 3 Minutes
and/or explains to the patient the reason
*Referral to specialized for referral (if needed) to
institution/s if needed. specialized institution.
Medical Officer IV/ Nurse I/ Nurse II/ Nurse
Emergency cases will be referred
III
within 30 minutes. Non-emergency
cases will be referred within 1 day.
6. Report to nurse 6. Carry out Medical Officer’s None 4 Minutes Nurse I/ Nurse II/ Nurse III
order, dispense medicines as University Health Services
prescribed if available and conduct
health education.
7. Report to nurse 7. Document clinical findings and None 2 Minutes Medical Officer IV/ Nurse I/ Nurse II/ Nurse
(Referred Patient) releases medical certificate if III
needed. University Health Services
50
4. Medical Examination
examination, treatment and issuance of medical certificate.


For BU Employees
For Newly Hired Employees:
1. Chest x-ray (PA view) Result (1 original copy) Outside Diagnostic/ Laboratory Facility
2. Urinalysis Result (1 original copy) Outside Diagnostic/ Laboratory Facility
3. Drug Test Result (1 original copy) Outside Diagnostic/ Laboratory Facility
4. Complete Blood Count Result (1 original copy) Outside Diagnostic/ Laboratory Facility
5. Medical Certificate Form (1 original copy) Civil Service Commission Form No.211
Reinstatement from Sick Leave:
Medical Certificate (1 original copy) From the Attending Physician
FEES
PROCESSING
TIME
PAID
51
1. Present identification card 1. Verify the client status. None 1 Minute Nurse I/ Nurse II/ Nurse III
or certificate of registration University Health Services
2. Submit for interview and 2. Conduct interview and review None 4 Minutes Nurse I/ Nurse II/ Nurse III
present laboratory and documents presented. University Health Services
diagnostic results.
3. Submit for checking of 3. Take vital signs of the client. None 5 Minutes Nurse I/ Nurse II/ Nurse III
4. Proceed to medical 4. Medical Officer conducts None 15 Minutes Medical Officer IV
examination area. medical examination and treatment University Health Services
(if needed).
5. Report to nurse (with 5. Carry out Medical Officer’s None 3 Minutes Nurse I/ Nurse II/ Nurse III
findings) order, dispense medicines as University Health Services
prescribed if available and conduct
health education. May issue
medical certificate if needed.
6. Report to nurse (without 6. Releases medical certificate. None 2 Minutes Nurse I/ Nurse II/ Nurse III
findings) University Health Services
TOTAL: None 30 Minutes
52
LIBRARY SERVICES
External Services
53
1. Charging (Borrowing) of Books
Library books may be borrowed by bona fide Bicol University students, faculty (permanent and part-timer), and non-
teaching personnel.
Office/Division: Library
Type of Transaction: G2C - Government to Citizen
WHERE TO SECURE
1. Validated Certificate of Registration (1 Hardcopy or Electronic Copy) of College Registrar
Student
2. BU ID (1 Original) Office of Student Services/Office of the College
Student Affairs Coordinator
3. Student Borrower’s Card (1 Original) Library
Representative
Requesting Party
1. Authorization Letter (1 Physical Letter Signed by the BU Student)
2. BU ID (1 Original) Requesting Party
3. Validated Certificate of Registration (Hardcopy or Electronic Copy) of Requesting Party
Student
4. Student Borrower’s Card (1 Original) Requesting Party
5. Valid ID (1 Original) Representative
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTIONS BE PAID TIME RESPONSIBLE
Face-to-Face
54
1. Present the book/s to be 1.1 Receive the books and None 5 Minutes Librarian
borrowed along with the verify patron borrowing Circulation Section
Certificate of Registration, BU ID requirements. University Library
and borrowers’ card.
Head Librarian
* If representative, present the Unit/College Libraries
requirements for the
representative and of the
student.
1.2 Check the title, author & None 5 Minutes Librarian

accession number of the Circulation Section
book/s against the book University Library
card/s.
Head Librarian
Unit/College Libraries
2. Accomplish the book card/s 2.1 Receive and check the None 5 Minutes Librarian
with date borrowed, name, book card/s and fill out the Circulation Section
college/department and date due slip. University Library
signature.
Head Librarian
2.2 Fill-out the borrower’s None 5 Minutes Librarian

card. Circulation Section
University Library
55
Head Librarian
]
3. Fill-out and sign the Log 3. Check-out in the BU-iLib None 10 Minutes Librarian
Book. System (if applicable) and Circulation Section
check correctness of University Library
information in the Log Book.
Head Librarian
Selected Unit/College Libraries
4. Receive the book/s and 4. Release the book/s None 5 Minutes Librarian
borrower’s card. borrowed and file the book Circulation Section
card/s. University Library
Head Librarian

Online
1. For online book reservation, 1. Check if the client meets None 2 Days Librarian
fill out the form of the specific the requirements and if the Reference and Information Services
unit/college library you want to requested material/s are University Library
borrow a book from: available.
Head Librarian
University Library: Unit/College Libraries
tinyurl.com/AskRISA
East Campus Library:

tinyurl.com/bu-ECLAskRISA
56
Law Library:
tinyurl.com/CLawAskRISA
Health Sciences Library:

tinyurl.com/HSLAskRisa
Guinobatan Library:
tinyurl.com/AskRISAform
Gubat Library:
tinyurl.com/GC-LibraryAskRISA
Polangui Library:
tinyurl.com/PCASkRisaform
Tabaco Library:
https://form.jotform.com/12step
hen26/BUTClibraryRISAform
2. Receive confirmation 2. Send confirmation of None 35 Minutes Librarian
message. availability of material/s and Reference and Information Services
inform the client of the next University Library
steps to proceed with the
transaction.
Head Librarian
3. Proceed to the library section. 3. Check the borrowing None 5 Minutes Librarian
Present the book/s to be requirements and hand-in the Circulation Section
borrowed along with the book card/s. University Library
57
Certificate of Registration, BU Head Librarian
ID, and borrowers’ card. Unit/College Libraries
* If representative, present the
requirements for the
student.
4. Accomplish the book card/s 4.1 Receive and check the None 5 Minutes Librarian
with date borrowed, name, book card/s and fill out the Circulation Section
college/department and date due slip. University Library
signature.
Head Librarian
4.2 Fill-out the borrower’s None 5 Minutes Librarian
card. Circulation Section
University Library
Head Librarian
Book. System (if applicable) and Circulation Section, University Library
check correctness of
information in the Log Book.
Head Librarian
6. Receive the book/s and 6. Release the book/s None 5 Minutes Librarian
borrower’s card. borrowed and file the book Circulation Section
card/s. University Library
58
Head Librarian
TOTAL None 2 Days, 1
Hour, 5
Minutes
2. Discharging (Returning) of Books
To avoid paying the overdue fines, borrowed books must be returned on time.
1. Book/s for return Requesting Party
2. Student Borrower’s Card (1 Original) Library
FEES
AGENCY PROCESSING PERSON
CLIENT STEPS TO BE
ACTIONS TIME RESPONSIBLE
PAID
1. Present book(s) for 1. Receive the borrower’s card and None 5 Minutes Librarian
return/check-in and borrower’s book/s for return/check-in and Circulation Section
card. inspect for damages. University Library
Head Librarian
59
2. Sign-in on the returned 2. Check-in in the BU-iLib system (if None 6 Minutes Librarian
column of the Log Book. applicable). Indicate the date Circulation Section
returned in the borrower’s card. University Library
If OVERDUE,
Head Librarian
See procedure for PAYMENT OF Selected Unit/College Libraries
FINES
3. Receive borrower’s card. 3. Insert book card/s and check Log None 4 Minutes Librarian
Book entries. Release borrower’s Circulation Section
card. University Library
Head Librarian
3. Payment of Fines
If the book has been returned beyond the set due date, fines must be paid.
WHERE TO SECURE
1. Order of Payment (1 Original or Electronic Copy) Library
2. Official Receipt (1 Original Copy) University/College Cashier
60
CLIENT STEPS
Fines below PHP 50.00
1. Pay fine and fill-out the 1. Receive the payment and See 5 Minutes Librarian
Overdue Log Sheet. check information in the Table of Circulation Section University Library
Overdue Log Sheet. Fines
Below
Head Librarian
2. Verify clearance in the OSCS 2. Clear the accountability. None 3 Minutes Librarian
(if applicable). Circulation Section
University Library
Head Librarian
TOTAL No. of 8 Minutes
book/s x
Amount
of Fine
Fines above PHP 50.00

1. Receive the Order of 1. Issue Order of Payment. See 3 Minutes Librarian
Payment. Table of Circulation Section
Fines University Library
Below
Head Librarian
61
2. Present the Order of Payment 2. Process payment based on See 6 Minutes Cashier
to the Cashier and pay fine. Order of Payment and issue Table of University/College Cashier’s Office
Official Receipt. Fines
Below
3. Go back to the library and 3. Receive the Official Receipt See 3 Minutes Librarian
present the Official Receipt. and indicate the OR number Table of Circulation Section University Library
and date in the Overdue Fines Fines
Log Sheet. Below
Head Librarian
4. Retrieve original copy of 4. Clear the accountability. None 3 Minutes Librarian
Official Receipt. Verify clearance Circulation Section University Library
in the OSCS (if applicable).
Head Librarian
book/s x
Amount
of Fine
TABLE OF FINES (per book)

Type of Book Elem/HS/SHS CCT/Undergraduate Graduate Student/
Law/Medicine
Circulation PHP 1.00/day PHP 2.00/hour or PHP 5.00/hour or
PHP 16.00/day PHP 40.00/day
Fiction PHP 1.00/day PHP 5.00/day PHP 5.00/day
62
4. Payment/Replacement for Lost Books
Lost books must be settled before a library clearance can be issued. The client can either replace the book (same
title, author, copyright or latest edition if already out-of-print) or pay a corresponding fee.
WHERE TO SECURE
1. Formal declaration of lost book/s (1 Physical Letter Signed by the student) Requesting Party
2. Certification from the Barangay (if due to natural/man-made disaster) Requesting Party’s Barangay Secretary
AGENCY FEES TO BE PROCESSI PERSON
CLIENT STEPS
ACTIONS PAID NG TIME RESPONSIBLE
For Payment of Cost of Book
1. Present formal declaration 1.1 Receive formal None 5 Minutes Librarian
of lost book/s. declaration and retrieve Circulation Section
book card/s. University Library
Head Librarian
1.2 Check the record for Acquisition 15 Minutes Librarian

cost of book/s. price/assigned Circulation Section/Technical Section
University Library
63
amount if
undetermined
Head Librarian
2. Receive Order of Payment. 2. Issue Order of Payment. Acquisition 5 Minutes Librarian
price/assigned Circulation Section/Technical Section
amount if University Library
undetermined
Head Librarian
3. Pay fines. 3. Process payment based Amount 6 Minutes Cashier
on Order of Payment and indicated in the University/College Cashier’s Office
issue Official Receipt. Order of
Payment
4. Go back to the library and 4. Photocopy Official None 5 Minutes Librarian

present the Official Receipt to Receipt. Write, “Declared Circulation Section University Library
the library personnel-in- Lost & Paid with OR# and
charge. date paid” in the book
card/s. Head Librarian
5. Retrieve original copy of 5.1 Clear the accountability. None 5 Minutes Librarian
Official Receipt and verify Circulation Section
clearance in the OSCS (if University Library
applicable).
Head Librarian
5.2 Record in the accession None 1 Hour Librarian
record and BU-iLib (if Technical Section
applicable) University Library
64
Head Librarian
Unit/College Libraries)
TOTAL Total
Acquisition
1 Hour, 41
price/assigned
Minutes
amount if
undetermined
If Replacement
1. Present formal declaration 1. Receive formal None 15 Minutes Librarian
of lost book/s. declaration, retrieve book Circulation Section
card/s and verify information University Library
in the records.
Head Librarian
2. Receive the written details 2. Give the full bibliographic None 5 Minutes Librarian
of the book/s for replacement. information of the book/s. Circulation Section
University Library
Head Librarian
3. Hand-in the book/s. 3. Check the title, author, None 5 Minutes Librarian
copyright/edition of the Circulation Section
book/s if the same with the University Library
lost book/s.
Head Librarian
65
4. Verify clearance in the 4.1 Clear the accountability None 5 Minutes Librarian
OSCS (if applicable). in the records. Circulation Section
University Library
Head Librarian
None 1 Day Librarian
4.2 Prepare the new book/s University Library
for mechanical processing/
shelving and update the
accession record/BU-iLib. Head Librarian
TOTAL None 1 Day, 30
Minutes
5. Document Delivery
This is one of the Library’s Online Reference and Information Services exclusive to BU students and personnel
without a fee. This service includes scanning of thesis and dissertation abstracts, article from print journal and
book chapter and sending links to e-resources.
WHERE TO SECURE
1. Validated Certificate of Registration of Student (1 Electronic Copy) Requesting Party
66
CLIENT STEPS
1. Fill out the online form of 1. Verify client’s identity and None 1 Day Librarian
the specific unit/college check the BU-iLib, library Reference and Information Services
library you want to request databases, and lists for University Library
the service: availability of material/s.
Head Librarian
tinyurl.com/AskRISA

tinyurl.com/bu-
ECLAskRISA
Law Library:

Guinobatan Library:
Gubat Library:
tinyurl.com/GC-
LibraryAskRISA
67
Polangui Library:
tinyurl.com/PCASkRisafor
m
Tabaco Library:
https://form.jotform.com/1
2stephen26/BUTClibrar
yRISAform
2. Confirm to proceed with 2. Process material for None 1 Day Librarian
the request. document delivery. Reference and Information
Services/Circulation Section/Theses
& Dissertation Section/Periodicals
Section, Computer & Network
Services
University Library
Head Librarian
3. Receive the requested 3. Send material/s to the None 30 Minutes Librarian
library material. client via email. Reference and Information Services
University Library
Head Librarian
Minutes
68
6. Signing of Student Clearance
Accountabilities must be settled before a clearance can be issued for the purpose of graduation, honorable dismissal,
transfer, shifting, or when requesting for school credentials.
WHERE TO SECURE
1. Clearance form (1 Original) College Registrar/Office of the Department
Chairperson
FEES
CLIENT STEPS TO BE
PAID
1. Present the clearance form. 1. Check the List of None 5 Minutes Librarian
Accountabilities or Online Student Reference and Information
Clearance System. Services
University Library
Head Librarian
2. Fill out the Log Book. 2. Sign the clearance if student None 5 Minutes Librarians & University Librarian
has no accountability. University Library
IF WITH ACCOUNTABILITY,
REFER STUDENT TO Head Librarian
PROCESS FOR
69
“DISCHARGING (RETURNING)
OF BOOKS”, “PAYMENT FOR
FINES” or
“PAYMENT/REPLACEMENT
FOR LOST BOOKS”
3. Receive the signed clearance. 3. Release the signed clearance. None 1 Minute Librarian
Reference and Information
Services
University Library
Head Librarian
Online Clearance
1. Send the request thru email of 1. Respond None 2 Days Librarian
the unit/college library and attach to email. Reference and Information
a pdf copy of the clearance form. Services
University Library
* If with accountability, settle IF WITH
accountability, first. ACCOUNTA Head Librarian
BILITY, Unit/College Libraries
University Library: REFER
bu-library@bicol-u.edu.ph STUDENT
TO
East Campus Library: PROCESS
ec-library@bicol-u.edu.ph FOR
“DISCHARGI
Law Library: NG
law-library@bicol-u.edu.ph (RETURNIN
70
G) OF
Health Sciences Library: BOOKS”,
hs-library@bicol-u.edu.ph “PAYMENT
FOR FINES”
Guinobatan Library: or
caf-library@bicol-u.edu.ph “PAYMENT/
REPLACEM
Gubat Library: ENT FOR
gc-library@bicol-u.edu.ph LOST
BOOKS”
Polangui Library:
pc-library@bicol-u.edu.ph
Tabaco Library:
tc-library@bicol-u.edu.ph
2. Receive the signed clearance 2.1 Send the None 30 Minutes Librarian
form in your e-mail. signed Reference and Information
clearance Services
form to University Library
client’s email.
Head Librarian
2.2 Record None 10 Minutes Librarian

the Reference and Information
transaction in Services
the logbook University Library
or monitoring
sheet for Head Librarian
71
online Unit/College Libraries
services.
minutes
7. Admitting External Researchers
All BU Libraries accept non-BU researchers such as students from other schools, government and private researchers
and BU students who are not currently enrolled but under certain conditions and upon payment of a researcher’s fee.
Office/Division: University Library

Who may avail: Non-BU Students and BU students not currently enrolled
WHERE TO SECURE
Students from other schools/ Government and private researchers
1. Referral or Request letter (1 Physical Letter Signed by the
Sending institution
Librarian/Research Instructor/Adviser/Head of Agency or Office)
2. Valid ID (Original) Sending institution
BU student not currently enrolled
1. Certificate of Registration during the previous semester ((1 Original or
Requesting Party
Electronic Copy)
Out-of-School Youth (OSY)
1. Valid ID (1 Original) Requesting Party
2. Certification as OSY issued by authorized Barangay Official where OSY
Requesting Party
resides (1 Physical Letter with Original Signature)
72
Temporary Receipt (1 Original or Electronic Copy, if applicable) Library
Researcher’s ID pass (1 Original but applicable to University Library only)
University/College Cashier’s Office
Official Receipt (1 Original)
CLIENT STEPS
1. Present the requirements. 1. Verify identity of client None 10 Minutes Librarian
and validity of ID and other Reference and Information Services
requirements. University Library
Head Librarian
2. Pay researcher’s fee (if 2. Process payment and See Table 10 Minutes Librarian
applicable). issue temporary receipt or of Reference and Information Services
Order of Payment. Researcher’ University Library
s Fee
Head Librarian
2.1 Present Order of Payment to 2.1. For direct payment to See Table 6 Minutes Cashier
Cashier. University/College Cashier, of University/College Cashier’s Office
process payment based on Researcher’
Order of Payment and issue s Fee
Official Receipt.
3. Fill out the Log Book for 3. Check the Log None 5 Minutes Librarian
External Researchers/External Book/register in the BU-iLib Reference and Information Services
User Information in the BU-iLib system. University Library
system.
Head Librarian
73
4. Present receipt to and fill out 4. Verify receipt and issue None 5 Minutes Librarian/Security Personnel
Visitor’s Log Book. Researcher’s ID pass University Library
(applicable at University
Library only)
Head Librarian
TOTAL Based on 30 Minutes
Table of
Researcher
’s Fee
TABLE OF RESEARCHER’S FEE

External Researcher Type Fee
Elementary/High School PHP 10.00/day or a fraction hereof
Undergraduate PHP 30.00/day or PHP 150.00/month or PHP 300.00/semester of a fraction hereof
Graduate PHP 50.00/day or PHP 300.00/month or PHP 500.00/sem of a fraction hereof
Walk-in or Non-academe-based PHP 100.00/day or PHP 500.00 month or PHP 1,000.00/sem or a fraction hereof
Out-of-School Youth Free
* Based on BOR Resolution No. 018, series of 2008
8. Issuance of Library Permit and Access to the Library
A Library Permit can be issued to Alumni and former BU Faculty and Non-Teaching personnel which gives
them the privilege to access the library and use its services and facilities for free except borrowing of books.
74
G2G - Government to Government
Who may avail: BU Alumni and Former BU Personnel

Alumni:
1. Alumni ID (Original ID) BU Alumni Relation’s Office
Former BU Faculty & Non-Teaching Personnel:
1. Certification (1 Original) BU Human Resource Management and Development
Office
2. Valid ID (1 Original) Requesting Party
Library Permit (1 Original) Library
Researcher’s ID pass (1 Original but applicable to University Library only) Library
CLIENT STEPS
1. Present the requirements. 1. Verify identity of client None 10 Minutes Librarian
and validity of ID and Reference and Information Services
other requirements. University Library
Head Librarian
2. Receive Library Permit and affix 2. Fill-out Library Permit None 5 Minutes Librarian
signature in Log Book. monitoring Log Book Reference and Information Services
and issue Library University Library
Permit.
Head Librarian
75
3. Present Library Permit and 3. Check Library Permit. None 5 minutes Librarian/Security Personnel
Alumni/Valid ID to the Control Desk Issue Researcher’s ID University Library
and fill-out Log Book. pass (for University
Library only).
Head Librarian
9. Issuance of Referral Letter
A referral letter or endorsement letter is issued to bona fide BU students and personnel who intend to conduct research in
libraries of other schools or institutions.

1. Validated Certificate of Registration (1 Hardcopy or Electronic Copy) of College Registrar
Student
2. BU ID (1 Original) Office of Student Services/Office of the College Student
Affairs Coordinator
AGENCY FEES TO PROCESSI PERSON
CLIENT STEPS
ACTIONS BE PAID NG TIME RESPONSIBLE
76
1. Present the 1.1 Verify the requirements and None 5 Minutes Librarian
requirements and fill-out the accomplished request slip. Reference and Information Services
Request slip. University Library
Head Librarian
1.2 Process the request and None 30 minutes Librarian
print the letter/s. Reference and Information Services
University Library
Head Librarian
2. Fill out the Log Book. 2. Release the referral letter/s. None 5 Minutes Librarians & University Librarian
University Library
Head Librarian
ELECTRONIC REFERRAL LETTER
1. Send the request to the 1. Verify the requirements and None 30 Minutes Librarian
email address of your respond to email. Reference and Information Services
unit/college library University Library
indicating the name of
schools or institutions and
Head Librarian
when you intend to visit
them. Attach a photo of
your current validated
77
Certificate of Registration
in the email.
University Library:
bu-library@bicol-u.edu.ph

ec-library@bicol-u.edu.ph
Law Library:
law-library@bicol-
u.edu.ph

hs-library@bicol-u.edu.ph
Guinobatan Library:
caf-library@bicol-u.edu.ph
Gubat Library:
gc-library@bicol-u.edu.ph
Polangui Library:
Tabaco Library:
2. Receive the referral 2.1 Send referral letter in pdf None 30 Minutes Librarian
letter in your e-mail. format to client’s email. Reference and Information Services
University Library
78
Head Librarian
2.2 Record the transaction in the None 10 Minutes Librarian

logbook or monitoring sheet for Reference and Information Services
online services. University Library
Head Librarian
TOTAL None 1 Hour, 10

Minutes
10. Issuance of Student Borrower’s Card

Bona fide BU students are issued with a borrower’s card as requirement for borrowing and for students to monitor their borrowing
transactions or history. The service unit/college library of the student issues the borrower’s card.
Type of Transaction: Government to Citizens, Government to Government

1. Validated Certificate of Registration (1 Hardcopy or Electronic Copy) College Registrar
79
FEES
CLIENT STEPS TO BE
PAID
WITHOUT ACCOUNTABILITY
1. Present requirements. 1. Receive and verify None 5 Minutes Librarian
requirements presented. Circulation Section,
University Library
Head Librarian
1. Fill-out the online patron record 2. Fill-out the borrower’s card. None 15 Minutes Librarian
form in the library’s designated Circulation Section
computer terminal (if University Library
applicable).
Head Librarian
*The form can also be filled-up Unit/College Libraries
online prior to going to the library.
Links online:
University Library:
tinyurl.com/ULpatronrecord

tinyurl.com/ECLPatronrecordform
Law Library:
tinyurl.com/ClawPatronRecord
80
tinyurl.com/HSLPatronrecordform
Guinobatan Library:
tinyurl.com/CAFLibpatronrecord
Gubat Library:
tinyurl.com/Gubat-Patron-Record-
Form
Polangui Library:
tinyurl.com/PCLibraryPatronRecor
dform
Tabaco Library:
https://t.ly/VrU4X
2. Receive borrower’s card. 3. Release borrower’s card. None 5 Minutes Librarian

Circulation Section
University Library
Head Librarian
81
LIBRARY SERVICES
Internal Services
82
1. Charging (Borrowing) of Books
Library books may be borrowed by bona fide Bicol University students, faculty (permanent and
part-timer), and non-teaching personnel.
Type of Transaction: G2G - Government to Government
Who may avail: BU Personnel

1. BU ID (1 original) Human Resource Management and Development
Office/Office of Student Services
2. Personnel Borrower’s Card (1 Original) Library
Representative
1. Authorization Letter (1 Physical Letter) Requesting Party
2. BU ID (1 Original) Requesting Party
3. Personnel Borrower’s Card (1 Original) Requesting Party
4. Valid ID (1 Original) Representative
FEES
CLIENT STEPS TO BE
PAID
Face-to-Face
1. Present the book/s to be 1.1 Receive the books and verify None 5 Minutes Librarian
borrowed along with the BU patron borrowing requirements. Circulation Section
Employee’s ID and University Library
personnel borrowers’ card.
* If representative, present
Head Librarian
the requirements for the
83
representative and of the Unit/College Libraries
BU personnel.
1.2 Check the title, author & None 5 Minutes Librarian

accession number of the book/s Circulation Section
against the book card/s. University Library
Head Librarian
2. Accomplish the book 2.1 Receive and check the book None 5 Minutes Librarian
card/s with date borrowed, card/s and fill out the date due Circulation Section
name, college/department slip. University Library
and signature.
Head Librarian
2.2 Fill-out the borrower’s card. None 5 Minutes Librarian
Circulation Section
University Library
Head Librarian
Book. System (if applicable) and check Circulation Section
correctness of information in the University Library
Log Book.
Head Librarian
84
Selected Unit/College Libraries
4. Receive the book/s and 4. Release the book/s borrowed None 5 Minutes Librarian
borrower’s card. and file the book card/s. Circulation Section
University Library
Head Librarian
Online
1. For online book 1. Check if the client meets the None 2 Days Librarian
reservation, fill out the form requirements and if the requested Reference and Information Services
of the specific unit/college material/s are available. University Library
library you want to borrow a
book from:
Head Librarian
University Library:
tinyurl.com/AskRISA

tinyurl.com/bu-
ECLAskRISA
Law Library:

85
Guinobatan Library:
Gubat Library:
tinyurl.com/GC-
LibraryAskRISA
Polangui Library:
Tabaco Library:
https://form.jotform.com/12
stephen26/BUTClibraryR
ISAform
2. Receive confirmation 2. Send confirmation of None 35 Minutes Librarian
message. availability of material/s and Reference and Information Services
inform the client of the next steps University Library
to proceed with the transaction.
Head Librarian
3. Proceed to the library 3. Check the borrowing None 5 Minutes Librarian
section. Present the book/s requirements and hand-in the Circulation Section
to be borrowed along with book card/s. University Library
the BU ID and personnel
borrowers’ card.
Head Librarian
* If representative, present Unit/College Libraries
the requirements for the
personnel.
86
4. Accomplish the book 4.1 Receive and check the book None 5 Minutes Librarian
card/s with date borrowed, card/s and fill out the date due Circulation Section
name, college/department slip. University Library
and signature.
Head Librarian
4.2 Fill-out the None 5 Minutes Librarian
borrower’s card. Circulation Section
University Library
Head Librarian
5. Fill-out and sign the 5. Check-out in the BU-iLib None 10 Minutes Librarian
logbook. System (if applicable) and check Circulation Section, University Library
correctness of information in the
Log Book.
Head Librarian
6. Receive the book/s and 6. Release the book/s borrowed None 5 Minutes Librarian
borrower’s card. and file the book card/s. Circulation Section
University Library
Head Librarian
TOTAL None 2 Days,
1 Hour,
5 Minutes
87
2. Discharging (Returning) of Books
To avoid paying the overdue fines, borrowed books must be returned on time.

1. Book/s for return Requesting Party
2. Personnel borrower’s Card (1 original) Library
FEES
CLIENT STEPS TO BE
PAID
1. Present book(s) for 1. Receive the borrower’s card None 5 Minutes Librarian
return/check-in and and book/s for return/check-in Circulation Section
borrower’s card. and inspect for damages. University Library
Head Librarian
2. Sign-in on the returned 2. Check-in in the BU-iLib system None 6 Minutes Librarian
column of the Log Book. (if applicable). Indicate the date Circulation Section
returned in the borrower’s card. University Library
If OVERDUE,
Head Librarian
See procedure for PAYMENT OF Selected Unit/College Libraries
FINES
88
3. Receive borrower’s card. 3. Insert book card/s and check None 4 Minutes Librarian
Log Book entries. Release Circulation Section
borrower’s card. University Library
Head Librarian
3. Payment of Fines
If the book has been returned beyond the set due date, fines must be paid.

AGENCY FEES TO BE PROCESSING PERSON
CLIENT STEPS
ACTIONS PAID TIME RESPONSIBLE
Fines below PHP 50.00
1. Pay fine and fill-out the 1.1 Receive the payment and See Table of 5 Minutes Librarian
Overdue Log Sheet. check information in the Fines Below Circulation Section University Library
Overdue Log Sheet.
89
Head Librarian
1.2 Clear the accountability. None 3 Minutes Librarian
Circulation Section
University Library
Head Librarian
book/s x
Amount of
Fine
Fines above PHP 50.00
1. Receive the Order of 1. Issue Order of Payment. See Table of 3 Minutes Librarian
Payment. Fines Below Circulation Section
University Library
Head Librarian
2. Present the Order of 2. Process payment based on See Table of 6 Minutes Cashier
Payment to the Cashier and Order of Payment and issue Fines Below University/College Cashier’s Office
pay fine. Official Receipt.
3. Go back to the library and 3. Receive the Official See Table of 3 Minutes Librarian
present the Official Receipt. Receipt and indicate the OR Fines Below Circulation Section University Library
number and date in the
Overdue Fines Log Sheet.
Head Librarian
90
4. Retrieve original copy of 4. Clear the accountability. None 3 Minutes Librarian
Official Receipt. Circulation Section University Library
Head Librarian
book/s x
Amount of
Fine

Type of Book Personnel
Circulation PHP 20.00/day
Fiction PHP 20.00/day
4. Payment/Replacement for Lost Books
Lost books must be settled before a library clearance can be issued. The client can either replace the book (same title, author,
copyright or latest edition if already out-of-print) or pay a corresponding fee.
91
1. Formal declaration of lost book/s (1 Physical Letter Signed by the Requesting Party
personnel)
2. Certification from the Barangay (if due to natural/man-made disaster) Requesting Party’s Barangay Secretary
CLIENT STEPS
For Payment of Cost of Book
1. Present formal declaration 1.1 Receive formal None 5 Minutes Librarian
of lost book/s. declaration and retrieve Circulation Section
book card/s. University Library
Head Librarian
1.2 Check the record for Acquisition 15 Minutes Librarian
cost of book/s. price/assigned Circulation Section/Technical Section
undetermined
Head Librarian
2. Receive Order of Payment. 2. Issue Order of Payment. Acquisition 5 Minutes Librarian
price/assigned Circulation Section/Technical Section
undetermined
Head Librarian
92
3. Pay fines. 3. Process payment based Amount 6 Minutes Cashier
on Order of Payment and indicated in the University/College Cashier’s Office
issue Official Receipt Order of
Payment
4. Go back to the library and 4. Photocopy Official None 5 Minutes Librarian
present the Official Receipt to Receipt. Write, “Declared Circulation Section University Library
the library personnel-in- Lost & Paid with OR# and
charge. date paid” in the book
Head Librarian
card/s.
5. Retrieve original copy of 5.1 Clear the None 5 Minutes Librarian
Official Receipt. accountability. Circulation Section
University Library
Head Librarian
5.2 Record in the None 1 Hour Librarian
accession record and BU- Technical Section
iLib (if applicable) University Library
Head Librarian
TOTAL Total
Acquisition
1 Hour, 41
price/assigne
Minutes
d amount if
undetermined
If Replacement
93
1. Present formal declaration 1. Receive formal None 15 Minutes Librarian
of lost book/s. declaration, retrieve book Circulation Section
card/s and verify University Library
information in the records.
Head Librarian
2. Receive the written details 2. Give the full None 5 Minutes Librarian
of the book/s for replacement bibliographic information of Circulation Section
the book/s University Library
Head Librarian
3. Hand-in the book/s None 5 Minutes Librarian
3.1 Check the title, author, Circulation Section
University Library
copyright/edition of the
book/s if the same with the
lost book/s. Head Librarian
3.2 Clear the accountability None 5 Minutes Librarian
in the records. Circulation Section
University Library
Head Librarian
None 1 Day Librarian
3.3 Prepare the new
University Library
book/s for mechanical
processing/ shelving and
94
update the accession Head Librarian
record/BU-iLib. Unit/College Libraries)
1 Day, 30
TOTAL None Minutes
5. Document Delivery
This is one of the Library’s Online Reference and Information Services exclusive to BU students and personnel without a fee.
This service includes scanning of thesis and dissertation abstracts, article from print journal and book chapter and sending links
to e-resources.
1. BU Employee’s ID (1 Electronic Copy) Requesting Party
2. Appointment for Part- time Faculty/Research Assistant (1 Electronic Requesting Party
Copy)
FEES
CLIENT STEPS TO BE
PAID
1. Fill out the online form of 1. Verify client’s identity and None 1 Day Librarian
the specific unit/college library check the BU-iLib, library Reference and Information Services
you want to request the databases, and lists for University Library
service: availability of material/s.
95
Head Librarian
tinyurl.com/AskRISA

tinyurl.com/bu-ECLAskRISA
Law Library:

Guinobatan Library:
Gubat Library:
tinyurl.com/GC-
LibraryAskRISA
Polangui Library:
Tabaco Library:
https://form.jotform.com/12ste
phen26/BUTClibraryRISAfo
rm
2. Confirm to proceed with the 2. Process material for None 1 Day Librarian
request. document delivery. Reference and Information
Services/Circulation Section/Theses &
96
Dissertation Section/Periodicals
Section, Computer & Network
Services
University Library
Head Librarian
3. Receive the requested 3. Send material/s to the client None 30 Minutes Librarian
library material. via email. Reference and Information Services
University Library
Head Librarian
Minutes
6. Issuance of Referral Letter
A referral letter or endorsement letter is issued to bona fide BU students and personnel who intend to conduct research in
libraries of other schools or institutions.
97
1. BU ID (1 Original) Human Resource Management and Development
Office/Office of the College Student Affairs
Coordinator
FEES
CLIENT STEPS TO BE
PAID
1. Present the requirements 1.1 Verify the requirements and None 5 Minutes Librarian
and fill-out Request slip. the accomplished request slip. Reference and Information Services
University Library
Head Librarian
1.2 Process the request and None 30 minutes Librarian
print the letter/s. Reference and Information Services
University Library
Head Librarian
2. Fill out the Log Book. 2. Release the referral letter/s. None 5 Minutes Librarians & University Librarian
University Library
Head Librarian
ELECTRONIC REFERRAL LETTER
98
1. Send the request to the 1. Verify the requirements and None 30 Minutes Librarian
email address of your respond to email. Reference and Information Services
unit/college library indicating University Library
the name of schools or
institutions and when you
Head Librarian
intend to visit them. Attach a Unit/College Libraries
photo of your BU ID.
University Library:
bu-library@bicol-u.edu.ph

ec-library@bicol-u.edu.ph
Law Library:
law-library@bicol-u.edu.ph

hs-library@bicol-u.edu.ph
Guinobatan Library:
caf-library@bicol-u.edu.ph
Gubat Library:
gc-library@bicol-u.edu.ph
Polangui Library:
Tabaco Library:
99
2. Receive the referral letter in 2.1 Send referral letter in pdf None 30 Minutes Librarian
your e-mail format to client’s email Reference and Information Services
University Library
Head Librarian
2.2 Record the transaction in the None 10 Minutes Librarian

logbook or monitoring sheet for Reference and Information Services
online services. University Library
Head Librarian
Minutes
7. Signing of Personnel Clearance

Accountabilities of BU personnel must be settled before a clearance can be issued for the purpose of resignation, retirement,
proportional pay/honorarium, study leave, and other types of leave requiring a College/University clearance.
.
Office/Division: University Library
Classification: Complex
100

1. College Clearance Form (1 Original) or University Clearance form (3 Administrative/Dean’s Office (For College Clearance) /
Original) Human Resource Management and Development
Office (For University Clearance)
CLIENT STEPS
1. Present the clearance form 1.1 Receive the None 10 Minutes Librarian
clearance form and Reference and Information
verify personnel’s Services University Library
records for
Head Librarian
accountability
1.2 Counter-sign in the None 15 minutes Librarians
clearance form University Library
1.3 For University None 1 Day Librarian

clearance, send Reference and Information
verification online to all Services, University Library
the unit libraries on the
status of personnel
2. Fill-out Log Book. 2. Sign the clearance. None 10 Minutes University Librarian
University Library
Head Librarian
101
3. Receive the signed 3. Release the None 1 Minute Librarian
clearance form. clearance form. Reference and Information
Services University Library
Head Librarian
(College
clearance)
1 day, 36 Minutes
(Univ. Clearance)
WITH ACCOUNTABILITY
A. PAYMENT FOR FINES
Follow procedure for “PAYMENT OF FINES FOR LESS 8 Minutes
THAN PHP 50”
book/s x (College
Amount of clearance)
Fine 1 Day, 44 Minutes
(Univ. Clearance)
Follow procedure for “PAYMENT OF FINES FOR 15 Minutes
MORE THAN PHP 50”
book/s x (College
Amount of clearance)
Fine
102
1 Day, 51 Minutes
(Univ. Clearance)
B. PAYMENT/REPLACEMENT FOR LOST BOOKS
1 Hour, 41 Minutes
Follow procedure for “PAYMENT FOR LOST BOOKS”
TOTAL Total 2 Hours, 17

Acquisitio Minutes (College
n clearance)
price/assig 1 Day, 2 Hours, 17
ned Minutes (Univ.
amount if Clearance)
undetermi
ned
Follow procedure for “REPLACEMENT FOR LOST 1 Day, 30 Minutes
BOOKS”
TOTAL None 1 Day, 1 Hour, 6
Minutes (College
clearance)
2 Days, 1 Hour, 6
Minutes (Univ.
Clearance)
8. Issuance of Personnel Borrower’s Card

A borrower’s card is issued to Permanent Faculty, Non-Teaching personnel and Part-time Faculty, excluding
Job Order or Contract of Service personnel, as a requirement for borrowing books and to monitor their
borrowing transactions or history. The service unit/college library of the personnel issues the borrower’s card.
103
G2G - Government to Government
Type of Transaction:
Who may avail: BU Permanent Teaching and Non-Teaching Personnel

1. BU ID (1 Original) Human Resource Management and Development
Office/Office of the College Student Affairs
Coordinator
FEES
CLIENT STEPS TO BE
PAID
1. Present requirements. 1. Receive and verify None 5 Minutes Librarian
requirements presented. Circulation Section,
University Library
Head Librarian
2. Fill-out the online patron 2. Fill-out the borrower’s card. None 15 Minutes Librarian
record form in the library’s Circulation Section
designated computer University Library
terminal (if applicable).
Head Librarian
104
*The form can also be filled-
up online prior to going to
the library.
Links online:
University Library:
tinyurl.com/ULpatronrecord

tinyurl.com/ECLPatronrecord
form
Law Library:
tinyurl.com/CLawPatronRec
ord

tinyurl.com/HSLPatronrecord
form
Guinobatan Library:
tinyurl.com/CAFLibpatronrec
ord
Gubat Library:
tinyurl.com/Gubat-Patron-
Record-Form
Polangui Library:
105
tinyurl.com/PCLibraryPatron
Recordform
Tabaco Library:
https://t.ly/VrU4X
3. Receive borrower’s card. 3. Release borrower’s card. None 5 Minutes Librarian
Circulation Section
University Library
Head Librarian
106
University Registrar’s Office
External Services
107
1. Processing of Request from Clients and Agencies (Over-the-Counter, Through Mail and E-mail)
a. Re-Issuance of Official Transcript of Records

This pertains to the 2nd, 3rd or further issuance of transcript for reference/ employment, board examination or enrollment
purposes. This issuance does not apply to students or graduates who were already granted a transfer of credential.
Office or Division: University Registrar’s Office (URO)

Type of Transaction: G2C – Government-to-Citizens
G2B – Government-to-Business
G2G – Government-to-Government
Who may avail: Students, Graduates, Undergraduates, Local and Foreign Agencies

● 2x2 recent photo with nametag and white background (2 pieces) Client (photo booth, printing shops, malls)
● Documentary stamps-worth PHP 30.00 (1 piece per copy) Post Offices – Cashier
Bureau of Internal Revenue – Cashier Window
● Certificate of No Objection if already granted a transfer of credential (1 University or College Registrar’s Office of the
original copy) school the client transferred to – Window 1
● Authorization Letter (1 original copy) Client who is sending their representative
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING PERSON RESPONSIBLE
TIME
1. Fill-out the request form 1.1 Receive and check None 1 Hour Technical Service Provider
onsite or online and submit request form and URO-Window 1
completeness of
108
the requirement/s as requirement/s submitted Clerical Staff URO-Window 3
stated in the said form online or onsite and
retrieve student’s record
*Requests from internal and
on file for assessment
external offices and for education
verification may be submitted
online or onsite.
2. Wait for the confirmation 2. Return the request None 30 Minutes Technical Service Provider
or assessment for the form with assessment URO-Window 1
requested academic and inform the client of
credential onsite or online the lacking Clerical Staff URO-Window 3
requirement/s (if
applicable), date of
release and payment
method
3. Pay and present the 3. Receive payment and None 30 Minutes Cashier
assessed request form assessed request form URO -Window 4
4. Submit the request form 4. Receive and record Bachelor’s degree: 3 Days Technical Service Provider
together with the Official duly accomplished PHP 30 per page URO-Window 1
Receipt and lacking request form, Official
requirements (if Receipt and Formula: Clerical Staff URO-Window 3
applicable) requirements; and ● PHP 30 per page
Clerical Staff Technical Service
forward the same to the x no. of pages =
Provider
personnel-in-charge for Amount
appropriate action Administrative Aide IV
109
Masteral/ Doctorate University Registrar/Associate
Degree: PHP 50.00, University Registrar/ Registrar III
1 page of OTR URO
Formula:
● PHP 50 per page
x no. of pages =
Amount
5. Wait for the claim stub or 5. Release a claim stub None 20 Minutes Technical Service Provider
instruction about the date or inform the client to URO-Window 1
of release of the requested set an online
document/s appointment for claiming Clerical Staff URO-Window 3
6. Present proof of approved 6. Check credential if None 30 Minutes Technical Service Provider
appointment or claim stub completely signed and URO-Window 1
and valid ID in time of affix the date of release
return. Clerical Staff URO-Window 3
and dry seal in the
*If representative, submit the requested document/s.
abovementioned requirements Receives and check the
for claiming, signed requirements for
authorization letter and claiming and release the
photocopy of his/her valid ID credential
and of the requesting party.
TOTAL: Bachelor’s degree: 4 Days,
PHP 30 per page 5 2 Hours,
6 50 Minutes
Formula:
110
● PHP 30 per page
x no. of pages =
Amount
Masteral/
Doctorate Degree:
PHP 50.00, 1 page
of OTR
Formula:
PHP 50 per page x
no. of pages =
Amount
b. Re-Issuance of Diploma
This pertains to the 2nd, 3rd or further issuance of diploma unless the 1st issued diploma is lost or damage.

G2B – Government-to-Business,
111
● Affidavit of Loss if lost (1 original copy) Public Attorney’s Office – Window 1
● Original copy of diploma if damaged BU-URO – Windows 1 and 3
● Authorization Letter (1 original copy) Client who is sending their representative
CLIENT STEPS AGENCY ACTIONS FEES TO BE PROCESSING PERSON RESPONSIBLE
PAID TIME
1. Fill-out the request form onsite 1.1 Receive and check None 1 Hour Technical Service Provider
or online and submit the request form and URO-Window 1
requirement/s as stated in the completeness of
said form Clerical Staff URO-Window 3
requirement/s submitted
*Requests from internal and external online or onsite and
offices and for education verification retrieve student’s record
may be submitted online or onsite. on file for assessment
2. Wait for the confirmation or 2. Return the request form None 30 Minutes Technical Service Provider
assessment for the requested with assessment and URO-Window 1
academic credential onsite or inform the client of the
online lacking requirement/s (if Clerical Staff URO-Window 3
applicable), date of release
and payment method
3. Pay and present the assessed 3. Receive payment and None 30 Minutes Cashier
request form assessed request form URO -Window 4
4. Submit the request form 4. Receive and record duly Bachelor’s/ 5 Days Technical Service Provider
together with the Official Receipt accomplished request Masteral/ URO-Window 1
and lacking requirements (if form, Official Receipt and Doctorate
applicable) requirements; and forward degree: Clerical Staff URO-Window 3
the same to the personnel- PHP 60.00
112
in-charge for appropriate Clerical Staff Technical Service
action Provider
Administrative Aide IV
University Registrar/Associate
University Registrar/ Registrar III
URO
5. Wait for the claim stub or 5. Release a claim stub or None 20 Minutes Technical Service Provider
instruction about the date of inform the client to set an URO-Window 1
release of the requested online appointment for
document/s claiming Clerical Staff URO-Window 3
6. Present proof of approved 6. Check credential if None 30 Minutes Technical Service Provider
appointment or claim stub and completely signed and affix URO-Window 1
valid ID in time of return. the date of release and dry
seal in the requested Clerical Staff URO-Window 3
*If representative, submit the
abovementioned requirements for document/s. Receives and
claiming, signed authorization check the requirements for
letter and photocopy of his/her claiming and release the
valid ID and of the requesting credential
party.
TOTAL: Bachelor’s/ 5 Days, 2
Masteral/ Hours, 50
Doctorate Minutes
degree:
PHP 60.00
113
c . Issuance of Certifications
(General Weighted Average, Good Moral Character, Graduation, for PD 907, Medium of Instruction, Course
Description, Honorable Dismissal and Theoretical and Clinical Laboratory Hours for Nursing Graduates)
This pertains to the following certifications: general weighted average, certificate of graduation, good moral character,
medium of instruction, honorable dismissal, certification for PD 907 and course description.

Classification: Highly Technical
Type of Transaction: G2C – Government-to-Citizens, G2B – Government-to-Business, G2G
Government-to-Government

● Documentary stamps (worth Php30.00 per copy) (1 piece) Post Offices – Cashier
Bureau of Internal Revenue – Cashier
● For Honorable Dismissal, requirements for the re-issuance of Kindly refer to Checklist A
transcript of records
● Authorization Letter (1 original) Client who is sending their representative
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSING PERSON RESPONSIBLE
BE PAID TIME
1. Fill-out the request 1.1 Receive and check request None 1 Hour Technical Service Provider
form and completeness of URO-Window 1
requirement/s submitted online or
114
form onsite or online and onsite and retrieve student’s Clerical Staff URO-Window 3
submit the requirement/s record on file for assessment
as stated in the said form
*Requests from internal and

external offices and for
education verification
may be submitted online
or onsite.
2. Wait for the 2. Return the request form with None 30 Minutes Technical Service Provider
confirmation or assessment and inform the client URO-Window 1
assessment for the of the lacking requirement/s (if
requested academic applicable), date of release and Clerical Staff URO-Window 3
credential onsite or online payment method
4. Submit the request 4. Receive and record duly Formula: 7 Days Technical Service Provider
form together with the accomplished request form, PHP 20 URO-Window 1
Official Receipt and Official Receipt and per page x
lacking requirements (if requirements; and forward the no. of Clerical Staff URO-Window 3
applicable) same to the personnel-in-charge pages =
for appropriate action Amount
Provider
URO
115
5. Wait for the claim stub 5. Release a claim stub or inform None 20 Minutes Technical Service Provider
or instruction about the the client to set an online URO-Window 1
date of release of the appointment for claiming
requested document/s Clerical Staff URO-Window 3
6. Present proof of 6. Check credential if completely None 30 Minutes Technical Service Provider
approved appointment or signed and affix the date of URO-Window 1
claim stub and valid ID in release and dry seal in the
time of return. Clerical Staff URO-Window 3
requested document/s. Receives
*If representative, submit the and check the requirements for
abovementioned claiming and release the
requirements for credential
claiming, signed
authorization letter and
photocopy of his/her
valid ID and of the
requesting party.
TOTAL: Formula: 7 days, 2
PHP 20 hours, 50
per page x minutes
no. of
pages =
Amount
116
d. Issuance of Certification, Authentication and Verification (CAV)
This pertains to the certification needed by the Department of Foreign Affairs or other agencies.


● Original documents (e.g., OTR, diploma and certifications) BU-URO – Windows 1 and 3 or Client
● Clear photocopies of each original document (2 sets) Client
● Documentary stamps (worth Php30.00) (2 sets) Post Offices – Cashier
Bureau of Internal Revenue – Cashier Window
● Authorization Letter (1 original) Client who is sending their representative
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING PERSON RESPONSIBLE
TIME
1. Fill-out the request 1.1 Receive and check None 1 Hour Technical Service Provider
form onsite or online and request form and URO-Window 1
submit the requirement/s completeness of
as stated in the said form Clerical Staff URO-Window 3
*Requests from internal and online or onsite and retrieve
external offices and for student’s record on file for
education verification may assessment
117
be submitted online or
onsite.
2. Wait for the 2. Return the request form None 30 Minutes Technical Service Provider
confirmation or with assessment and inform URO-Window 1
assessment for the the client of the lacking
requested academic requirement/s (if applicable), Clerical Staff URO-Window 3
credential onsite or online date of release and payment
method
4. Submit the request 4. Receive and record duly ● 2 sets CAV (for red 2 Days Technical Service Provider
form together with the accomplished request form, ribbon) - PHP 20 URO-Window 1
Official Receipt and Official Receipt and per cert x 2 sets =
lacking requirements (if requirements; and forward 40 Clerical Staff URO-Window 3
applicable) the same to the personnel-
Formula: Clerical Staff Technical Service
in-charge for appropriate
PHP 40 x 2sets = 80 Provider
action
● 2 sets photocopy Administrative Aide IV
of OTR for
Authentication-PHP University Registrar/Associate
10 per page University Registrar/ Registrar III
URO
Formula:
PHP 10 x No. of
pages = amount
Ex:
118
Php10 x 10 pages =
Php100
5. Wait for the claim stub 5. Release a claim stub or None 20 Minutes Technical Service Provider
or instruction about the inform the client to set an URO-Window 1
date of release of the online appointment for
requested document/s claiming Clerical Staff URO-Window 3
6. Present proof of 6. Check credential if None 30 Minutes Technical Service Provider

approved appointment or completely signed and affix URO-Window 1
claim stub and valid ID in the date of release and dry
seal in the requested
*If representative, submit document/s. Receives and
the abovementioned check the requirements for
requirements for claiming, claiming and release the
signed authorization letter credential
and photocopy of his/her
valid ID and of the
requesting party.
TOTAL ● 2 sets CAV (for 2 Days, 2
red ribbon) - PHP Hours, 50
20 per cert x 2 Minutes
sets = 40
Formula:
PHP 40 x 2sets = 80
119
● 2 sets
photocopy of
OTR for
Authentication-
PHP 10 per page
Formula:
PHP 10 x No. of
pages = amount
Ex:
Php10 x 10 pages =
Php100
e. Authentication of Academic Credentials

This pertains to the clear photocopied documents stamped with certified copy or authenticated copy of the original documents.

G2B - Government-to-Business
G2G -Government-to-Government
120
● Original document/s (e.g., OTR, diploma and certifications) BU-URO – Windows 1 and 3 or Client
● Clear photocopies of the original document/s Client

PAID TIME
form onsite or online request form and URO-Window 1
and submit the completeness of
requirement/s as stated Clerical Staff URO-Window 3
in the said form
online or onsite and retrieve
*Requests from internal student’s record on file for
and external offices and assessment
for education verification
or onsite.
credential onsite or date of release and payment
online method
121
4. Submit the request 4. Receive and record duly None 3 Days Technical Service Provider
form together with the accomplished request form, URO-Window 1
Official Receipt and Official Receipt and
lacking requirements (if requirements; and forward Clerical Staff URO-Window 3
applicable) the same to the personnel-in-
charge for appropriate action
Provider
University Registrar/
Registrar III
URO

time of return. seal in the requested Clerical Staff URO-Window 3
*If representative, submit document/s. Receives and

the abovementioned check the requirements for
requirements for claiming,
signed authorization letter
122
and photocopy of his/her claiming and release the
valid ID and of the credential
requesting party.
TOTAL *Php 10 per 3 Days, 2 Hours,

page 50 Minutes
Formula:
Php 10 x No.
of pages =
amount
Ex:
Php10 x 10
pages =
Php100
f. Request from Internal and External Offices

This pertains to the requests of the offices within and outside Bicol University.

123
● Letter request approved/endorsed by the University President (2 Client

copies)
BE PAID TIME
1. Fill-out the request 1.1 Receive and check request None 1 Hour Technical Service Provider
form onsite or online and form and completeness of URO-Window 1
submit the requirement/s requirement/s submitted online or
as stated in the said form Clerical Staff URO-Window 3
onsite and retrieve student’s
*Requests from internal record on file for assessment
and external offices and for
education verification may
be submitted online or
onsite.
2. Wait for the 2. Return the request form with None 30 Minutes Technical Service Provider
confirmation or assessment and inform the client URO-Window 1
assessment for the of the lacking requirement/s (if
requested academic applicable), date of release and Clerical Staff URO-Window 3
credential onsite or payment method
online
124
3. Pay and present the 3. Receive payment and assessed None 30 Minutes Cashier
assessed request form request form URO -Window 4
Official Receipt and Official Receipt and requirements;
lacking requirements (if and forward the same to the Clerical Staff URO-Window 3
applicable) personnel-in-charge for
appropriate action
Provider
URO
5. Wait for the claim 5. Release a claim stub or inform None 20 Minutes Technical Service Provider
stub or instruction about the client to set an online URO-Window 1
the date of release of the appointment for claiming
requested document/s Clerical Staff URO-Window 3
6. Present proof of 6. Check credential if completely None 30 Minutes Technical Service Provider
approved appointment or signed and affix the date of URO-Window 1
claim stub and valid ID in release and dry seal in the
requested document/s. Receives
125
*If representative, submit and check the requirements for
the abovementioned claiming and release the credential
requirements for claiming,
valid ID and of the
requesting party.

Hours, 50
Minutes
g. Request for Education Verification
This pertains to the requests for academic verification either mail, e-mail or over-the-counter.


● Letter Request (2 copies) Client
● Company Profile (1 authenticated copy) Company
126
● Business Permit (1 authenticated copy) DTI – Window 1
● SEC Registration (1 authenticated copy) Client
● Scanned copy of the OTR of the Student/Graduate (1 set) Client
● Signed Authorization Client
● Letter/Consent of the Student/ Graduate Client

BE PAID TIME
form onsite or online request form and URO-Window 1
and submit the completeness of
requirement/s as stated requirement/s submitted Clerical Staff URO-Window 3
in the said form online or onsite and retrieve
student’s record on file for
*Requests from internal assessment
and external offices and
for education verification
or onsite.
credential onsite or date of release and payment
online method
Official Receipt and Official Receipt and
127
lacking requirements (if requirements; and forward Clerical Staff URO-Window 3
applicable) the same to the personnel-in-
charge for appropriate action Clerical Staff Technical Service
Provider
University Registrar/
Registrar III
URO

time of return. seal in the requested Clerical Staff URO-Window 3
document/s. Receives and
*If representative, submit check the requirements for
the abovementioned claiming and release the
requirements for claiming, credential
valid ID and of the
requesting party.
TOTAL: None 3 Days
2 Hours.
50 Minutes
128
Finance Management Division
External Services
129
CASHIER’S OFFICE
1. Payment of Claims
This process provides the procedure on how the Office of the Cashier process payments to clients from receipt of
Disbursement Voucher to the preparation of checks/LDDAP-ADA up to the release of payment.
Office or Division: University Cashier’s Office

Who may avail: Students, Suppliers, Contractors
WHERE TO SECURE
• Valid Identification Card (1 Original Copy, to be presented) Payee
• Authorization Letter (1 Original Copy, 1 photocopy of ID of claimant, 1 Payee

photocopy of ID of authorized person to collect)
• Special Power of Attorney (1 Original Copy, 1 Original ID to be Payee
presented)
• Official Receipt (properly filled up Official Receipt) Authorized person to collect payment

CLIENT STEPS
1. Request payment of 1.1 Receive audited & properly None 5 Minutes Admin. Asst.I/ Admin. Aide III
claims approved claims from Accounting University Cashier’s Office
Office
130
7 Does final review to determine None 3 Minutes Admin. Officer V
completeness of documents University Cashier’s Office
&signatures
1.3 Determines the fund None 5 Minutes Admin. Officer V

sourcefor the claims University Cashier’s Office
1.4 Prepares corresponding None 5 Minutes Admin. Officer V

check University Cashier’s Office
1.5 Prepares corresponding None 10Minutes Admin. Officer V/ Admin. Aide
LDDAP-ADA III
University Cashier’s Office
1.6 Signs the check and LDDAP- None 10Minutes Admin. Officer V
ADA University Cashier’s Office
1.7 Prepares the Advice of None 15Minutes Admin. Officer V
Checks Issued and Cancelled University Cashier’s Office
(ACIC) if Claim is chargeable to
FUND 01
1.8 Signs the Advice of Checks None 10Minutes Admin. Officer V
Issued and Cancelled (ACIC) and University Cashier’s Office
LDDAP-ADA
NOTE: Skip Step 7-8, if the claim is chargeable against other funds.
1.9 Pays the client or creditor, None 5 Minutes Admin. Officer V/ Admin.
require Official Receipt Asst.I/Admin. Aide III
TOTAL: None 1 Hour, 8
Minutes
131
2. Collection of Fees
This process shows the procedure on how the client may avail of the services from the Office of the
Cashier when paying different kinds of fees.
Office/Division: University Cashier’s Office

Who may avail: All
WHERE TO SECURE
• Bid Documents (Order of Payment) PRMO/BAC Office
• Rentals (Statement of Account) Business Affairs Office
• External Researchers/Library Fines/Lost Books (Order of payment) University Library
• Application fee (College of Law/College of Admissions Office
Medicine/Hiset/SHAT/KAT/NAT)
• Psychological Testing (Order of Payment) Admissions Office
• Shifting/Transferee Fee (Application Form) Admissions Office
• Evaluation of Folders for NBC (Individual print-out for NBC, QCE Folders Zonal/IQA Office
and CCE Folders)
CLIENT STEPS FEES TO BE PAID
1. Pay the corresponding 1.1 Review 1. Bid 5 Minutes Admin. Officer V/Admin.
authorized fees and charges assessment of Documents(depending on Asst.I/Admin. Aide III
fees/order of the approved budget for University Cashier’s Office
payment made the Contract)
• PHP 500(500,000 and

below)
132
• PHP 1,000(More than
500,000up to 1 Million)
• PHP 5,000(More than 1
Million up to 5 Million)
5 Million up to 10
Million)
10 Million up to 50
Million)
50 Million up to 500
Million)
500 Million)
8 Rentals
2.1 Dormitory:
• PHP1,600/head/
month (additional
charge for electricity
per month depending
on the computed
electricity consumption
per appliance as per
computation by
Business Affairs Office)
(Please see table
133
1)
2.2 Guestel:
• PHP 800/room/night
(2pax)
• PHP1,200/room/night
(3pax)
• PHP1,600/room/night
(4pax)
• PHP 200.(additional
charge for extra
bed/night/head)
(Please see table 1)
9 Stall/Space Rentals:
(depending on the
statement of account
issued by Business
Affairs Office)*
(Please see Table 2)
10 BU Vehicle
(Coaster)
• PHP 1,500 per
daywithin Daraga and
Legazpi
• PHP 2,500 per day
(within the region)
(Legazpi to Manila)
134
3.External Researchers
• Please see Table 3
Library Fines
• Please see table 4
Lost Books
• Acquisition
price/assigned
amount if
undetermined
11 Application Fee
• College of Law – PHP
750.00
• College of Medicine –
PHP 1,500.00
• Hiset – PHP 100.00
• SHAT – PHP 200.00
• KAT – 200.00
• NAT – 200.00
12 Psychological testing
6.1 Outside Clients
135
• Intelligence/ Test of
General Mental Ability
– PHP 400.00
• Achievement/Aptitude
Test -PHP 400.00
• Personality test – PHP
600.00
• Interest/
Motivation test – PHP
600.00
• Special
Test(ADHD/ADD,
Dyslexia, Autism,
Stanford-Binet) – PHP
1,100.00
6.2 BU Students
– PHP 200.00
• Achievement/Aptitude
Test -PHP 300.00
• Personality test – PHP
300.00
• Interest/
400.00
136
• Special Test
(ADHD/ADD, Dyslexia,
Autism, Stanford-Binet)
– PHP 400.00
13 Shifting/Transferee
Fee – PHP 100.00
14 Evaluation of Folders
for NBC
• Individual print-out for

NBC – PHP 100.00
• CCE Folders – PHP
150.00
• QCE Folders -
PHP 275.00
1.2 Receive the None 5 Minutes Admin. Officer V/Admin. Asst.

payment and I/Admin. Aide III
issues the University Cashier’s Office
corresponding
Official Receipt
TOTAL: 15 Bid Documents 10 Minutes
(depending on the
approved budget for
the Contract)
137
• PHP 500 (500,000 and
below)
• PHP 1,000 (More than
500,000 up to 1
Million)
• PHP 5,000 (More than
1 Million up to 5
Million)
• PHP 10,000 (More
than 5 Million up to 10
Million)
• PHP 25,000 (More
than 10 Million up to
50 Million)
• PHP 50,000 (More
than 50 Million up to
500 Million)
• PHP 75,000 (More
than 500 Million)
16 Rentals
2.3 Dormitory:
• PHP1,600/head/
month (additional
charge for electricity
per month depending
on the computed
electricity
138
consumption per
appliance as per
computation by
Business Affairs
Office)
(Please see Table1
2.4 Guestel:
• PHP 800/room/ night
(2pax)
• PHP 1,200/
room/night (3pax)
• PHP 1,600/room/
night (4pax)
• PHP 200. (additional
charge for extra
bed/night/head)
17 Stall/Space Rentals:
(depending on the
issued by Business
Affairs Office)*
18 BU Vehicle
(Coaster)
139
within Daraga and
Legazpi
(within the region)
(Legazpi to Manila)
19 External Researchers
• Please see Table 3
Library Fines
• Please see table 4

Lost Books
• Acquisition
price/assigned
amount if
undetermined
20 Application Fee
• College of Law – PHP

750.00
• College of Medicine –
PHP 1,500.00
140
• Hiset – PHP 100.00
• SHAT – PHP 200.00
• KAT – 200.00
• NAT – 200.00
21 Psychological testing
(Outside Clients)
– PHP 400.00
• Achievement/
Aptitude Test -PHP
400.00
• Personality test –
PHP 600.00
• Interest/
600.00
• Special Test
(ADHD/ADD,
Dyslexia, Autism,
Stanford-Binet) – PHP
1,100.00
22 Shifting/Transferee
Fee – PHP 100.00
141
23 Evaluation of Folders
for NBC
• Individual print-out
for NBC – PHP 100.00
• CCE Folders – PHP
150.00
• QCE Folders -
PHP 275.00
TABLE 1
Rate of Rental of BU Dormitory and Guestel
Facilities Rate per head per month Additional Charge for Electricity per month
Depending on the computed elec.
Dormitory 1,600.00/head/ month
Consumption per appliance
Rate per head per room per night Additional Charge for extra bed
800.00/room/night (2pax cap.)
Guestel
1200.00/room/ night (3pax cap.) 200.00/night/ head
1600.00/room/ night (4 pax cap.)
142
TABLE 2
Rental Rate of Stall with Surcharge
STALL CAMPUS COLLEGE RENTAL POSSIBLE RENTAL FEE FOR POSSIBLE
RATE SURCHARGE MONTH OF JUNE AND SURCHARGE
AMOUNT PER JULY (30% discount for AMOUNT PER
RENTAL RATE summer vacation) RENTAL RATE
(1%) (1%)
STALL #1 BU MAIN BU CS 6,945.75 69.46 4,862.03 48.62
FOOD CART #1 BU MAIN BU CS 1,653.75 16.54 1,157.63 11.58
PHOTOCOPIER BU MAIN BU CS 1,155.00 11.55 808.50 8.09
CANTEEN BU MAIN BU CE 5,512.50 55.13 3,858.40 38.58
CANTEEN BU MAIN BU CIELS 2,756.25 27.56 1,929.75 19.30
143
ICE CREAM
BU MAIN BU MAIN 1,155.00 11.55 808.50 8.09
CART
STALL #1 BU EAST BU CENG 1,155.00 11.55 808.50 8.09
STALL #6 BU EAST BU CENG 2,205.00 22.05 1,543.50 15.44
STALL #1 BU DARAGA BU CBEM 2,552.29 25.52 1,786.60 17.87
FOOD CART #1 BU DARAGA BU CBEM 1,155.00 11.55 808.50 8.09
FOOD CART #2 BU DARAGA BU CBEM 2,500.00 25.00 1,750.00 17.50
STALL #1 BU DARAGA BU CSSP 1,155.00 11.55 808.50 8.09
TABLE 3
144
Researcher’s Fee
TABLE OF RESEARCHER’S FEE

External Researcher Type Fee
Elementary/High School PHP 10.00/day or a fraction hereof
Undergraduate PHP 30.00/day or PHP 150.00/month or PHP
300.00/semester of a fraction hereof
Graduate PHP 50.00/day or PHP 300.00/month or PHP
500.00/sem of a fraction hereof
Walk-in or Non-academe-based PHP 100.00/day or PHP 500.00 month or PHP
1,000.00/sem or a fraction hereof
Out-of-School Youth Free
* Based on BOR Resolution No. 018, series of 2008
TABLE 4
Fines per Book

Type of Book Elem/HS/ SHS CCT/Undergraduate Graduate Student/Law/Medicine
Circulation PHP 1.00/day PHP 2.00/hour of PHP PHP 5.00/hour or PhP 40/day
16.00/day
Fiction PHP 1.00/day PHP 5.00/day PHP 5.00/day
145
PAYROLL ADMINISTRATION OFFICE
1. Remittance of Premium and Loan Amortizations to Various Agencies
Remittance of statutory deductions from University personnel for premium contributions and loan amortizations /
payments to authorized government agencies and other private lending institutions
Office/Division: Payroll Administration Office

G2B – Government to Business;
G2G – Government to Government
Who may avail: Creditors and External Agencies
WHERE TO SECURE
Updated monthly billings; Creditors/ External Agencies
Abstract of remittances (7 printed copies)

CLIENT STEPS
1. Email or transmit updated 1.1 Receive, review and record None 24 days for the Payroll Admin Office Senior
monthly billings documents submitted 19 Units/ Staff
Colleges
1.2 Check and update monthly None 4 days for the Payroll Admin Office Senior
billing 19 Units/ Staff
Colleges Payroll Administration Office
1.3 Review and print None 1 day Payroll Admin Office Senior
remittance/s Staff
146
1.4 Sign the monthly remittance None 6 hours Payroll Admin Officer
per college/ unit Payroll Administration Office
1.5 Record and forward the None 2 hours Payroll Admin Office Staff
payroll to the Budget Office for Payroll Administration Office
Obligation Slip
TOTAL None 8 Days
*Documents for receiving shall be disinfected using the UVC disinfection box
*Clients are advised to adhere to government Covid-19 health and safety protocols when transacting at the office such as but not limited
to wearing of face mask and observance of physical distancing. Please be advised further that transactions shall be thru window
transactions only.
147
Internal Services
148
ACCOUNTING OFFICE
1. Pre-Audit Claims
An examination of the supporting documents to ensure that the documents are complete and to determine the validity,
integrity, and propriety, of the claim.
Office or Division: Accounting Office

WHERE TO SECURE
Cash Advances
Petty Cash Fund (PCF)
• Approved establishment of PCF Administrative Office
• Certified copy of approved fidelity bond (for PCF establishment equal or
above P5,0001)
• Approved estimate of petty cash expenses for one month (initial set-up)
Local Travel
• Duly approved Office Order/Travel Order Administrative Office
• Duly approved Itinerary of Travel
• Certification that the payee has no outstanding unliquidated cash
advance (written in the face of the disbursement voucher)
• Letter of invitation of the host/sponsoring agency/organization
• Approved request for trainings/seminars/conference/convention (BU-F-
HRMO-104)
149
• Plane Travel Order, if applicable
Foreign Travel
• Duly approved Office Order/Travel Order Administrative Office
• Authority to travel
• Duly approved Itinerary of Travel
• Certification that the payee has no outstanding unliquidated cash
advance (written in the face of the disbursement voucher)
• Printed copy of the United Nations Development Programme (UNDP) rate
for the daily subsistence allowance (DSA) for the country of destination
on the date of CA (basis for conversion of peso rate)
• Letter of invitation of the host/sponsoring agency/organization
• Flight itinerary issued by the airline ticketing office/travel agency
• Where applicable, authority to claim representation expenses
In case of seminar/training:
• Acceptance of nominee/s as participant/s (issued by the host country)
• Programme Agenda and Logistics Information
Special Cash Advance

• Approved Special Cash Advance Administrative Office
• Certified copy of approved fidelity bond
• Duly received designation as Special Disbursing Officer
Liquidation of Cash Advances

Petty Cash Fund
• Report on Paid Petty Cash Vouchers (RPPCV) Administrative Office (except OR/eOR/AR or
• Petty Cash Vouchers (PCVs) duly accomplished, signed and approved equivalent in case of refund of PCF)
150
• Approved purchase request
• Certificate of Emergency Purchase
• Bills, receipts, sales invoices
• Certification of Expense not Requiring Receipt (CERR) (for expenses
amounting to P300 or less) or Reimbursement Expense Receipts (RER)
(for expenses amounting to more than P300 but not exceeding Pl,000),
pursuant to COA Circular No. 2017-001 dated June 19, 2017, as
amended by COA Circular No. 2021-001 dated June 24, 2021, or other
amount that may be prescribed in the future
• Inspection and Acceptance Report (IAR) or Certificate of Inspection and
Acceptance
• Pre and Post-Repair Inspection Report
• Waste Materials Report (WMR) in case of replacement/repair
• Approved trip ticket, for gasoline/fuel expenses, together with parking and
toll fee receipts, if any (applicable for government vehicles only) Cash Section upon payment of the refund
• Canvass from at least three suppliers for purchases as prescribe
(involving P2,000 and above or other amount that may be prescribed in
the future), except for purchases made while on official travel
• Summary/Abstract of Canvass
• OR/eOR/AR or equivalent in case of refund of PCF
• Inventory Custodian Slip (ICS) for semi-expendable items
For meals and snacks charged to PCF:

• Notice of meeting with agenda/meeting's purpose Administrative Office
• Minutes of Meeting
• Attendance Sheet
151
Liquidation of Local Travel
• Liquidation Report Administrative Office
• Approved Certificate of Travel Completed
• Approved Revised Itinerary of Travel, if the previously approved itinerary
was not followed
• Copy of previously approved Itinerary of travel
• Copy of Office Order and the Supplemental Office/ Order or any proof
supporting the change of schedule
• Original copy of Certificate of Appearance or certified copy of Certificate
of Attendance in the absence hereof, photocopy of the received copy of
Memo of Transmittal of back to Office Report/Narrative Report on trip
undertaken/Report on Participation addressed to the agency head. The
report, duly noted by the agency head or his authorized representative,
shall contain, among others, the following information:
Ø Highlights of the training/activity;
Ø Pictures preferably dated;
Ø Plan of action for knowledge sharing; and
Ø Recommendations
• OR/eOR3 /AR or equivalent in case of refund of excess cash advance
• Paper/electronic plane, boat or bus/train tickets, terminal fee receipts,
paper/electronic boarding passes or a passenger manifest certified by the
concerned airline or shipping company
• Certification by the Head of Agency as to the absolute necessity of the
expenses together with the corresponding bills or receipts, if the
expenses incurred for the official travel exceeded the prescribed rate per
152
day (certification or affidavit of loss shall not be considered as an
appropriate replacement for the required hotel/lodging bills and receipt
• OR/eOR or CERR (for expenses amounting to P300 or less) or RER (for
expenses amounting to more than P300 but not exceeding Pl,000),
pursuant to COA Circular No. 2017-001 dated June 19, 2017, as
amended by COA Circular No. 2021-001 dated June 24, 2021, or other
amount that may be prescribed in the future. In case of payment of toll
fees, the CERR/RER shall be supported with the toll fee rates.
• Hotel room/lodging bills with official receipts in the case of official travel to
places within 50-kilometer radius from the last city or municipality covered
by Metro Manila Area, if the travel allowances being claimed include hotel
room/lodging
Liquidation of Foreign Travel
• Liquidation Report Administrative Office

• Approved Certificate of Travel Completed
• Approved Revised Itinerary of Travel, if the previously approved itinerary
was not followed
• Copy of previously approved Itinerary of travel
• Copy of Office Order and the Supplemental Office/ Order or any proof
supporting the change of schedule
• Original copy of Certificate of Appearance or certified copy of Certificate
of Attendance in the absence hereof, photocopy of the received copy of
Memo of Transmittal of back to Office Report/Narrative Report on trip
undertaken/Report on Participation addressed to the agency head. The
report, duly noted by the agency head or his authorized representative,
shall contain, among others, the following information:
153
Ø Recommendations
• OR/eOR3 /AR or equivalent in case of refund of excess cash advance
• Printed copy of the United Nations Development Programme (UNDP) rate
for the daily subsistence allowance (DSA) for the country of destination
on the date of travel (basis for conversion of peso rate)
concerned airline or shipping company. In the absence thereof other
documents such as, but not limited to, a certified true copy of the passport
showing the dates of entry and exit, duly stamped by the Immigration
Office of the country of destination as indicated in the approved travel
authority and itinerary of travel; or a passenger manifest certified by the
• For reimbursement of actual travel expenses in excess of the prescribed
rate:
Ø Approval authority for reimbursement duly approved by the Head
of Agency
Ø Certification from the Head of the Agency that it is absolutely
necessary
Ø Hotel room with official receipts (certification or affidavit of loss
shall not be considered as an appropriate replacement for the
required bills and receipts)
Ø Bills/receipts for non-commutable representation expenses Administrative Office
approved by the President or authorized officials
154
Liquidation of Special Cash Advance
• Duly accomplish cash disbursement record (Appendix 40)
• Liquidation Report
• Same requirements as those for salaries, petty operating expenses, other
personnel services, and maintenance and other operating expenses
depending on the nature of expenses incurred.
Salary
First Salary
For Regular Employees Payroll Section
• Certificate of Appointment duly attested by the Civil Service Commission
(CSC) or its equivalent
• Assignment/Re-Assignment order, if applicable
• Certified copy of Oath of Office
• Certificate of Assumption
• Statement of Assets, Liabilities and Net Worth
• Approved Daily Time Record (DTR)
• Bureau of Internal Revenue (BIR) withholding certificate
• Payroll Information on New Employee (PINE)
• Authority from the claimant and identification documents, if claimed by
person other than the payee
Additional Requirements for transferee (from one government agency to
another)
• Clearance from money, property and legal accountabilities from the
previous office
• Certified copy of paid disbursement voucher of last salary received and/or
Certification by the Chief Accountant for the breakdown of last salary
received and remittance of statutory deductions from previous office
155
• Certificate of leave credits
• Service Records
• BIR Certificate of Compensation Payment/Tax Withheld
• Approved/paid Home Development Mutual Fund (HDMF) and PhilHealth
Forms
For Contract of Service and Job Order Workers
• Approved Contract for Contract of Service and Job Order Workers
(usually for Research Assistant with approved contract)
• Job Order-1st claim
• Letter Order
• Approved renewal of contract-quarterly
• Approved manual entry
• Travel Order/Permission to leave Form
• Original Certificate of Appearance or certified photocopy of
attendance/participation
• Accomplishment Report
• Approved extension of service/ Approved request for payment
• Accomplishment report for the extension of service
• Certificate of Assumption
• Approved DTR
• BIR withholding certificate ( the Accounting Section issue if requested by
JO/Cos)
Salary (if Deleted from the Payroll)
• Approved DTR
• Notice of Assumption
• Approved Application for Leave, and Medical Certificate if on sick leave
for five days or more, and clearance if on leave for 30 days or more.
Salary of Casual/Contractual Personnel, Charged to Personnel Services
• For accredited agencies by the CSC (for first claim)
Ø Certified copy of the pertinent contract/appointment
156
Ø Copy of the Report of Personnel Action (ROPA) of the pertinent
contract/appointment marked received by the CSC
• For other agencies (for first claim)
Ø Certified copy of the pertinent contract/appointment marked
received by the CSC
• Duly Approved Accomplishment Report
• Approved DTR
• Certificate of Assumption of Duty for the first salary
Salary Differentials due to Promotion and/or Step Increment
• Due to Promotion
Ø Certified copy of Approved Appointment
Ø Certificate of Assumption
• Notice of Salary Adjustment (NOSA), for step increment/salary increase
• Approved DTR or certification that the employee has not incurred leave
without pay
• Certification by the LCE, in case of LGUs, that the promotion/step
increment is still within the PS limitation
Last Salary
• Clearance from money, property and legal accountabilities
• Approved DTR
• Authority to deduct accountabilities, if any
• Certification of available leave credits
Salary due to Heirs of Deceased Employee
• Death Certificate issued by the Philippine Statistics Authority (PSA) or
Court Declaration in case of presumptive death or any evidence of
circumstances of death, whichever is applicable
• Marriage Certificate issued by PSA, if applicable
• Birth Certificate of surviving legal heirs issued by PSA
• Waiver of right of children 18 years and above, if applicable
• Designation of next-of-kin
157
Ø Affidavit of two disinterested parties that the deceased is survived
by legitimate and illegitimate children (if any), natural, adopted or
children of prior marriage
Salary during Maternity Leave
• Certified copy of approved Application for Maternity Leave
• Certified copy of Maternity Leave Clearance
• Medical Certificate for Maternity Leave
• Certification as Solo Parent (for additional 15 days paid leave
Certificate of Assumption
Allowances, Honoraria and Other Forms of Compensations
Clothing/Uniform Allowance
For Individual Claims Payroll Section
• Certificate of Assumption (for new employee and those on leave without
pay)
• Certificate of Non-payment from previous agency, for transferees
For General Claims
• Approved Clothing/Uniform Allowance Payroll
• Approved Payroll Register
• Letter to the bank to credit employees account of their allowance
• Validated deposit slips/LDDAP-ADA, if applicable
Collective Negotiation Agreement (CNA) Incentive
• Resolution signed by both parties incorporating the guidelines/criteria for
granting CNA incentive
• Copy of CNA
• Comparative statement of DBM approved level of operating expenses
and actual operating expenses
• Proof of remittance to the National Treasury of its 50 percent dividends
share approved by Department of Finance on the annual earnings for
income generating GCs/GFIs.
158
• Certification issued by the Head of Agency on the total amount of
unencumbered savings generated from the cost cutting measures
identified in the CNA which resulted from the joint efforts of labor and
management and systems/productivity/income improvement
• Proof that the planned programs/activities/projects have been
implemented and completed in accordance with targets for the year
Hazard Duty Pay
• Certification by the Secretary of the Department of Science and
Technology (DOST)/ Department of Health (DOH)/Department of National
Defense (DND)/Director of the Philippine Institute of Volcanology and
Seismology that the place of assignment/travel is a strife-
torn/embattled/disease-infested/distress or isolated areas/stations, or
areas declared under state of calamity or emergency, or with volcano
activity or eruption.
• Approved DTR/Report or Duly Accomplished Time Record of employee
or travel report
• Copy of Special Order from the agency/department Head covering the
assignment to hazardous/difficult areas.
• For non-DOST personnel, Certification from DOST Secretary showing the
degree of risk to hazards, actual exposure and rates
• Certification issued by the Chief Accountant that the amounts received by
the recipient/s are compliant with the rules and rates on hazard pay
Honoraria
Government Personnel Involved in Government Procurement

• Office Order creating and designating the BAC compositions and
authorizing the members to collect honoraria Administrative Office
• Minutes of BAC meetings
159
• Notices of Award to the winning bidders of procurement activity being
claimed
• Certification that the procurement involves competitive bidding
• Attendance sheet listing the names of attendees to the BAC meetings
• Certification issued by the Chief Accountant or Cluster Accountant that
the amounts received by the recipient/s do not exceed 25% of the annual
basic salaries
Teaching Personnel [Department of Education (DepEd), TESDA, SUCs and
other educational institutions]
• Certification from the Registrar/Dean of College that the load is in excess
of the regular load or outside the regular office hours
• Schedule of classes indicating the designed teaching personnel
• Certificate of actual conduct of classes and/or Accomplishment Report
• Service Report
• Certification issued by the Chief Accountant or the Cluster Accountant
that the amounts received by the recipient/s do not exceed the limits
Governing Boards of Collegial Bodies
• Appointment/designation as member of the Board
• Certification that the claimant is not an appointee to a regular position in
the governing board of collegial body who receives salaries, regular
allowances and other benefits
• Minutes of Meeting and Attendance Sheet as certified by the Board
Secretary
• Certification issued by the Chief Accountant that the amounts received by
the recipient/s do not exceed the limits
Resource Person/Coordinator/Facilitator
• Office Order for their designation with authority to collect honorarium Administrative Office/Payroll Section
• Authority to Conduct the Training/Seminar and the participants
160
• Course Outline/Program
• Copy of the Letter/Invitation to Guest Resource Speaker/Persons (as
accepted/conformed)
that the amounts received by the recipient/s do not exceed the limits
Special Projects
• Office Order for the creation of the Special Project Team
• Special Project Plan
• Terms of Reference
• Accomplishment Report/Certificate of Completion of project deliverables
• Certificate of acceptance by the Agency Head of the deliverables per
project component
• Certification issued by the Chief Accountant or the Cluster Accountant Administrative Office/Payroll Section
that the amounts received by the recipient/s do not exceed 25% of the
annual basic salaries
Science and Technological Activities
• Office Order or Authority to collect honoraria

• Plan/Program of Activities with specific deliverables/project output
• Accomplishment Report/Certificate of Completion of programmed
activities certified by the manager/Head/proponent of the Special Project
and to be approved by the Head of the Agency or his/her designated
official.
• Certificate of Acceptance by the Agency Head of the deliverables/project
output
that the amounts received by the recipient/s do not exceed 25% of the
annual basic salaries
161
Longevity Pay
• Service Record
• Certification issued by the Personnel Officer that the claimant has not
incurred more than 15 days of vacation leave without pay
For Individual Claims

• Service Record
• Certificate of non-payment from previous office (for transferee)
• Certificate from HRO/U that the claimant has not incurred more than 50
days leave without pay within the preceding 5-year period, as the case
may be, or proof of eligibility to receive incentive/service recognition
For General Claims Administrative Office/Payroll Section

• Loyalty Cash Award/ Incentive/Service Recognition Award Payroll
• Certificate from HRO/U that the claimants have not incurred more than 50
days leave without pay within the preceding 5-year period, as the case
may be, or proof of eligibility to receive incentive/service recognition
• Payroll Register (hard and soft copy)
• Letter to the bank requesting to credit employees' account of their PIB
claims
• Validated Deposit Slips/LDDAP-ADA, if applicable
Mid-Year/Year-End Bonus (YEB) and Cash Gift (CG)

• Clearance from money, property and legal accountabilities (retiree)
• Certificate of Assumption to Office (for new employee/transferee)
• Certification of no -payment from previous agency (for transferee)
For General Claims:
• Bonus and/or CG Payroll
162
• Payroll Register (Hard and soft copy)
• Letter to the bank to credit employees account oftheir Bonus and/or CG
claims
• Validated Deposit slips/LDDAP-ADA, if applicable
Monetization of Leave Credits

• Approved leave application with leave credit balance certified by the
Human Resources Officer
• Request for monetization of leave covering more than ten days duly
approved by the Head of Agency
For monetization of 50 percent or more:

• Clinical abstract/medical procedures to be undertaken in case of health,
medical and hospital needs
• Barangay Certification in case of need for financial assistance brought by Administrative Office/Payroll Section
calamities, typhoons, fire, etc.
• Justification on financial needs for the education of employee or children
Overtime Pay
• Overtime authority stating the necessity and urgency of the work to be
done, names of personnel, the purpose of expected outputs, specific
period of such services and the manner of compensating the same
• Overtime Work Program
• Quantified Overtime Accomplishment duly signed by the employee and
supervisor
• Certificate of service or duly approved DTR
• Approved manual entries
Personnel Economic Relief Allowance (PERA)

• Same requirements as those for payment of salaries
163
Program on Awards and Incentives for Service Excellence (PRAISE)
• Proof of eligibility to receive PRAISE award
• Approved payroll
Productivity Incentive Bonus (PIB) or Productivity Enhancement Incentive (PEI)

For Individual Claim
• Certification that the performance ratings for two semesters given to the
personnel of the concerned division/office are at least satisfactory
• Certification from the Legal Office that the employee has no
administrative charge
For General Claims

• PIB Payroll
• List of personnel dismissed within the year Administrative Office/Payroll Section
• List of personnel on absent without official leave (AWOL)
• Certification that the performance ratings for the two semesters given to
the personnel of the concerned division/office are at least satisfactory
• Payroll register (hard and soft copy)
• Letter to the bank to credit employees' account of their PIB/PEI claims
Representation and Transportation Allowance (RATA)

• Copy of Appointment/Office Order (1st payment)
• Certificate of Assumption (1st payment)
• Certificate or evidence of service rendered or approved DTR
• Certification that the official/employee did not use government vehicle
(written in the face of the DV)
• Certification on the Actual Incurrence of RATA (for those with authorized
monthly commutable representation and transportation allowance)
164
For General Claims:
• Approved RATA payroll
• Approved Payroll Register (hard and soft copy)
• Letter to the bank to credit employees account of their RATA claims, if
applicable stamped "Received" by the bank
• Validated Deposit Slip/LDDAP-ADA, if applicable
Subsistence, Laundry and Quarters Allowances

• Authority for entitlement to collect the benefit approved by Agency Head
• Approved DTR Administrative Office/Payroll Section
• Certification from the Legal Office that the employee has no
administrative charge
For General Claims

• Payroll of personnel entitled to claim subsistence, laundry and quarters
allowance
• Payroll register (hard and soft copy)
• Letter to the bank to credit employees account of their claims
Terminal Leave Benefits

• Agency Clearance from money, property and legal accountability from the
Central Office and/or from the Regional Office of last assignment
• Ombudsman Clearance
• Certified photocopy of employees leave card with computed leave credits
as at last date of service by the Personnel
Division/Unit/Office/Admin/Human Resources Office/Unit
165
• Approved leave application
• Complete service record
• Statement of Assets, Liabilities and Net Worth (SALN)
• Certified photocopy of appointment/NOSA showing the highest salary
received if the salary under the last appointment is not the highest.
• Computation of terminal benefits duly signed /certified by the Chief
Accountant
• Applicant's authorization (in affidavit form) to deduct all financial
obligations with the employer agency/ LGU
• In case of resignation, employee's letter of resignation duly accepted by
the Head o the Agency.
Administrative Office/Payroll Section
Additional requirements in case of death
• Death certificate issued by PSA
• Marriage Certificate issued by PSA
• Birth certificate of all surviving legal heirs issued by PSA
• Designation of next-of-kin
• Waiver of rights of children 18 years old and above, if applicablE
Other Expenditures
Utility Expense Administrative Office
• Statement of Account/Bill
• Invoice/Official Receipt or machine validated statement of account/bill
Telephone/Communication Expense
• Statement of Account/Bill
166
• Invoice/Official Receipt or machine validated statement of account/bill or
collection and acknowledgement receipts.
• Certification by Head of Agency or his authorized representatives that all
National Direct Dial (NDD), National Operator Assisted Calls and
International Operator Assisted Calls are official calls
• Authority from the Head of Agency for entitlement to Mobile phone
allowance
• Certification from the Chief Accountant or cluster Accountant and
Property Officer that the employee was not issued a postpaid plan for
mobile phone.
Extraordinary and Miscellaneous Expenses
• Certification executed by the official concerned that the amount claimed Administrative Office
was spent for the purpose and in the amount not exceeding the limit
indicated in the general provisions of the GAA
• Relevant Invoices/Receipts, if the amount claimed was spent for the
purpose and in the amount exceeding the limit indicated in the general
provisions of the GAA
• Minutes of the meeting if used for the purpose of meetings, seminars and
conferences
Procurement of Goods, Consulting Services and Infrastructure Projects

(Regardless of Mode of Procurement)
Infrastructure Projects
Advance Payment for Mobilization Cost
167
• Irrevocable Standby Letter of Credit/Security Bond/Bank Guarantee Physical Development and Maintenance Office
• Notice of Award (PDMO)/Supply Office (SO)/Procurement and
• Notice to Proceed Management Office (PrMO)
Progress Payments
• Statement of Work Accomplished (SWA)

• Progress Billing Statement
• Inspection Report by the Agency's Authorized Engineer
• Results of Test Analysis, if applicable
• Contractor's Affidavit on payment of laborers and materials
• Pictures/Geotagged Photos, before, during and after construction of items
of work especially the embedded items
• Certificate of Percentage of completion
Final Payment
• As-Built Plans
• Final SWA
• Warranty Security
• Certificate of Completion
• Copy of turn-over documents/transfer of project and facilities such as
motor vehicles, laptops, and other equipment and furniture included in the
contract to concerned government agency
• Certificate of Acceptance by the Agency
• Final Inspection Report of the Agency's authorized Engineers and/or
Inspectorate Team
• Statement of Time Elapsed
• Pictures/Geotagged Photos before, during and after construction of items
of work especially the embedded items
168
Release of Retention Money
• Warranty security in form of cash, bank guarantee, irrevocable standby

letter of credit from a commercial bank, GSIS or surety bond callable on
demand
• Certification from the end-user that the project is completed inspected
and accepted.
Consulting Services
• Copy of curriculum vitae of the consultant

• Copy of the Terms of Reference or Contract (for first payment)
• Approved consultancy Progress/ Final Reports, and output required under
the contract
• Progress/Final Billing
• Contract of Infrastructure Projects subject of Project Management
Consulting Services
Goods
Supplies, Materials, Equipment and Motor Vehicles
• Purchase Requisition (PR) Procurement Management Office

• Original copy of Dealers/Suppliers' Invoices showing the quantity, (PrMO)/Supply Office/Administrative Office
description of the articles, unit and total value, duly signed by the dealer
or his authorized representative
• Results of Test Analysis, if applicable
169
• Tax receipts from the Bureau of Customs or the BIR indicating the exact
specifications and/or serial number of the equipment procured by the
government as proof of payment of all taxes and duties due on the same
equipment, supplied or sold to the government
• Delivery receipt duly received.
• Inspection and Acceptance Report prepared by the Department/Agency
property inspector and signed by the Head of Agency or his authorized
representative
• Property Acknowledgement Receipt (PAR), for equipment.
• Warranty Security for a minimum period of three months, in the case of
expendable supplies, or a minimum period of one year in the case of
semi-/non-expendable supplies, after acceptance by the procuring entity Procurement Management Office
of the delivered supplies (PrMO)/Supply Office/Administrative Office
• Authority to purchase, in case of motor vehicles
For Procurement of drugs and medicines
• Certificate of product registration from Food and Drug Administration

(FDA)
• Certificate of good manufacturing practices from FDA
• Batch release certificate from FDA
• If the supplier is not the manufacturer, certification from the manufacturer
that the supplier is an authorized distributor/dealer of the product/items
• License to Operate from FDA with List of Sources (whether it is a
manufacturer, importer, seller or distributor)
• Certification by the Medical Officer that medicines and drugs requisitioned
is included in the PNDF Current Edition
• Delivery Receipt/Invoice bearing Lot Nos. and Expiry Dates of the drugs
and medicines
170
General Support Services (janitorial, security maintenance, garbage collection
and disposal and similar services)
• Performance Appraisal Report
• Statement of account or Contractor's Bill
• Record of Attendance Services
• Proof of remittance to concerned government agencies [BIR/Social
Security System (SSS)/ECC/Pag-ibig/PhilHealth]
Rental Contracts for Property

• List of prevailing comparable property within the vicinity (for first claim)
• Vicinity map (for first claim)
• Bills/Invoices
• Certificate of Occupancy (space/building) (for first claim)
Repair and Maintenance of Aircrafts, Watercrafts, Equipment and Motor Procurement Management Office
Vehicles (PrMO)/Supply Office/Administrative Office
• Bills/Invoices
• Pre-Repair Inspection Report
• Post-Repair Inspection Report
• Repair History of Property
• Waste Materials Report
• Warranty Certificate
• Certificate of Acceptance
Advertising Expenses
• Job Order or Contract
• Bill/Statement of Account
• Copy of newspaper clippings evidencing publication and/or CD/DVD in
case of TV/Radio commercial
• Copy of Approved Agency Media Plan, if any.
171
Cultural and Athletic Activities
• Budget estimates approved by the Head of Agency

• Office Order
• Same requirements under procurement depending on the nature of
expense and the mode of procurement adopted
Human Resource Development Program (HRDP Claim)
Stipend/Book Allowance
• Photocopy of Approved HRDP Grant (Contract)
• Photocopy of Approved HRDP Grant (Memo from the President)
• Photocopy of proof of enrollment (Certificate of Registration/Certification
from the University)
• Certified copy of Academic Calendar (for 1st and last claim of stipend for
the semester)
Note: To attach original or certified (by HRMO) photocopy of Contract and Administrative Office
Memo from the President for the first claim for new/extended contracts
Tuition and Other Fees
• Photocopy of Assessment of Fees/Billing from the Institution (if not
included in the COR) Ο Original Official Receipt
Transportation Expenses
172
• Approved Itinerary of Travel
• Certificate of Travel Completed
• Certificate of Appearance
• Travel Order* Administrative Office
• Plane Travel Order, if applicable*
* For grantees not on leave status
Thesis and Dissertation Assistance
• Original copy of Line-Item Budget duly endorsed by the adviser and
approved by the dean of the Institution.
For the first 50%

• Approved and accepted proposal duly signed by the adviser/s and panel
members and endorsed by the Dean of the Institution.
For the remaining 50%
Approved and accepted Thesis signed by the Adviser/s and panel members and
endorsed by the dean of the Institution.
173
FEES
CLIENT STEPS TO BE
PAID
1. Submit the Disbursement 1.1. Receive Disbursement None 30 Minutes Accounting Clerk
Vouchers (DV) including Vouchers, including Accounting Office
minimum mandatory the supporting documents.
requirements to the receiving
clerk 1.2. Record the claims in the
logbook and /or fill up the CMS.
1.3. Assign voucher numbers to

the claims in chronological order
and according to the appropriate
fund source.
Pre-Audit of Claims None 20 Days Accountant / Accounting Head
Accounting Office
1.4. Determine the validity,
integrity, and propriety of the claim.
1.5. Ensure that the supporting

documents are complete and the
amount claimed is proper.
1.6. Return the claims to the

receiving staff if the supporting
documents are incomplete, or
prepare an endorsement letter if
the claims do not establish the
validity, integrity, or propriety
174
elements and forward it to the
releasing staff.
Signing of Claims None 20 Minutes Accountant / Accounting Head
Accounting Office
1.7. Affixes signature in Box C.
1.8. Forwards to the releasing

clerk.
Endorsement to the Approving None 20 Minutes Accounting Clerk
Office Accounting Office
1.9. Forward claims.
2.0. Secure in the logbook the

signature of the receiving Office.
Endorsement to the Cash Section None 30 Minutes Accounting Clerk
Accounting Office
2.1 Receive disbursement
vouchers, including the supporting
documents, from the approving
office.
2.2 Detach a copy of the approved

voucher, ORS/BURS, and other
necessary documents.
2.3 Forwards the approved DV,

including the supporting
documents, to the Cashier's Office.
175
TOTAL: None 20 Days, 1
Hour, 40
Minutes
BUDGET OFFICE
1. Issuance of Certificate of Availability of Funds (CAF)
The budget officer in charge will commit a certain amount of funds as budget allocation for an approved activity. In
cases when the activity is not included in the approved Work and Financial Plan, approved Supplemental Project
Procurement Management Plan (PPMP) must be secured.
Office or Division: Budget Office/Finance

WHERE TO SECURE
1. Purchase Request for goods (1 Original Copy)
2. Job Order for services (1 Original Copy) Requesting Party
3. Approved Project Procurement Management Plan (PPMP)
(1 Photocopy)
CLIENT STEPS
1. Request for the issuance of 1.1 Receive the documents None 4 Hours Administrative Aide I
Certificate of Availability of submitted Budget Office
Funds
or
176
Administrative Aide VI
Budget Office
1.2. Review the completeness None 1 Day Budget Officer in Charge
of documents – Administrative Officer V
and provide necessary (Fund 01/CO)
comments – Administrative Officer III
(Usable Income)
– Administrative Aide VI
(Fiduciary Income)
Budget Office
1.3. Prepare the Certificate of None 1 Day Administrative Aide I
Availability of Funds (CAF) and Budget Office
CAF Monitoring Sheet
or
Budget Officer in Charge

– Administrative Officer V
(Fund 01/CO)
– Administrative Officer III
(Usable Income)
(Fiduciary Income)
Budget Office
1.4. Signs the Certificate of None 4 Hours Budget Officer in Charge
Availability of Funds (CAF) – Administrative Officer V
(Fund 01/CO)
(Usable Income)
(Fiduciary Income)
TOTAL: None 3 Days
177
2. Issuance of Obligation Request and Status (ORS) for F01 & Budget Utilization Request and
Status (BURS) for F05
The budget officer in charge will certify that an allotment is available and obligated for the purpose/adjustment necessary
per valid claim
Office/Division: Budget Office/Finance

WHERE TO SECURE
For PS PS – Payroll Administration Office

1. Disbursement Voucher (3 Original Copies)
2. Payroll (3 Original Copies)
3. Daily Time Record (1 Original Copy)
4. Abstract of Remittances (2 Original Copies)
For MOOE/CO - procurable items:

1. Disbursement Voucher (3 Original Copies)
2. Purchase Request for goods (1 Original Copy) MOOE/CO – Supply Management
3. Job Order for services (1 Original Copy) Office/PDMO
4. CAF (1 Original Copy)
5. BAC Documents (1 Original Copy)
● RFQs
● Abstract of Bids
● BAC Resolution
178
● Letter Order for services
● Purchase Order for goods
For MOOE - non-procurable items:

1. Travel -
a. Disbursement Voucher (3 Original Copies)
b. Appendix A & B (3 Original Copies)
c. Travel Order (1 Original Copy)
d. Certificate of Appearance (1 Original Copy)
e. Travel Tickets & Official Receipts (1 Original Copy) MOOE – Administrative Office
2. Communication/Utilities
b. Statement of Account (1 Original Copy)
3. Security/Janitorial
b. Statement of Account (1 Original Copy)
c. Daily Time Record (1 Original Copy)

CLIENT STEPS
1. Request for Issuance of 1.1. Receive the documents None 4 Hours Administrative Aide I
ORS or BURS Budget Office
or
Budget Office
179
1.2. Review completeness of the None 1 Day Budget Officer in Charge
documents and allocates fund – Administrative Officer V
(Fund 01/CO)
(Usable Income)
(Fiduciary Income)
Budget Office
1.3. Prepare the Obligation Request and None 1 Day Administrative Aide I
Status (F01) or the Budget Utilization Budget Office
Request Status (F05)
or

(Fund 01/CO)
(Usable Income)
(Fiduciary Income)
Budget Office
1.4. Sign the ORS or BURS None 2 Hours Budget Officer in Charge
(Fund 01/CO)
(Usable Income)
(Fiduciary Income)
Budget Office
180
1.5. Forward the document to the VPAF None 2 Hours Administrative Aide I
(PS claims) and Administrative or BAC Budget Office
Office (MOOE/CO claims)
or

(Fund 01/CO)
(Usable Income)
(Fiduciary Income)
Budget Office
TOTAL None 3 Days
CASHIER’S OFFICE
1. Payment of Claims
This process provides the procedure on how the Office of the Cashier process payments to clients from receipt of Disbursement
Voucher to the preparation of checks/LDDAP-ADA up to the release of payment.
Office or Division: University Cashier's Office

WHERE TO SECURE
1. Valid Identification Card (1 Original Copy, to be presented) Payee
181
2. Authorization Letter (1 Original Copy, 1 photocopy of ID of Payee
claimant, 1 photocopy of ID of authorized person to collect)
3. Special Power of Attorney (1 Original Copy, 1 Original ID to be Payee
presented)
FEES
CLIENT STEPS TO BE
PAID
1. Request payment of 1.1 Receive audited & properly None 5 Minutes Admin. Asst.I/Admin. Aide III
claims approved claims from Accounting University Cashier's Office
Office
1.2 Does final review to determine None 3 Minutes Admin. Officer V
completeness of documents University Cashier's Office
&signatures
1.3 Determines the fund source for None 5 Minutes Admin. Officer V
the claims University Cashier's Office
1.4 Prepares corresponding check None 5 Minutes Admin. Officer V
University Cashier's Office
1.5 Prepares corresponding None 10Minutes Admin. Officer V/ Admin. Aide III
LDDAP-ADA University Cashier's Office
1.6 Signs the check and LDDAP- None 10Minutes Admin. Officer V
ADA University Cashier's Office
1.7 Prepares the Advice of Checks None 15Minutes Admin. Officer V
Issued and Cancelled (ACIC) if University Cashier's Office
Claim is chargeable to FUND 01
1.8Signs the Advice of Checks None 10Minutes Admin. Officer V
Issued and Cancelled (ACIC) and University Cashier's Office
LDDAP-ADA
NOTE: Skip Step 7-8, if the claim is chargeable against other funds.
182
1.9 Pays the client or creditor, None 5 Minutes Admin. Officer V/ Admin. Asst.I/Admin.
require Official Receipt Aide III
University Cashier's Office
Minutes
2. Collection of Fees
This process shows the procedure on how the client may avail of the services from the Office of the Cashierwhen
paying different kinds of fees.
Office/Division: University Cashier's Office

WHERE TO SECURE
• Refund of travels/Cash Advances(Order of Payment) Central Accounting Office
• Refund of Scholarship(Order of Payment) Central Accounting Office

• Library Fines(Lost Books) University Library
• Psychological Testing /Psycho Exam(Order of Payment) Admissions Office
• Evaluation of Folders for NBC(Individual print-out forNBC, QCE Folders Zonal/IQA Office
and CCE Folders)
CLIENT STEPS
183
1. Pay the corresponding 1.1 Review assessment of 1.Refund of 5 Minutes Admin. Officer I/Admin.
authorized fees and fees/order of payment Travel/Cash Asst.I/Admin. Aide III
charges made Advance-*based University Cashier's Office
on the pre-audited
Liquidation Report
2.Refund of
Scholarship-
*depending on the
approvedendorse
ment coming from
OSA
3. Library Fine
• Please see table
1
• Lost Books
Acquisition
price/assigned
amount if
undetermined
4.PsychologicalT
esting/Psycho
Exam
184
• Intelligence/
Test of General
Mental Ability -
PHP 400.00
• Achievement/A
ptitude Te
Acquisition
price/assigned
amount if
undetermined
• st -PHP 400.00
• Personality test
- PHP 600.00
5. Evaluation of
Folders for NBC
• Individual print-
out for NBC -
PHP 100.00
• CCE Folders -
PHP 150.00
• QCE Folders -
PHP 275.00
1.2 Receive the payment None 5 Minutes Admin. Officer V/Admin.

and issues the Asst.I/Admin. Aide III
corresponding Official University Cashier's Office
Receipt
185
TOTAL: 1.Refund of 10 Minutes
Travel/Cash
Advance - *based
on the pre-
audited
Liquidation
Report
2.Refund of
Scholarship -
*depending on
the approved
endorsement
coming from
OSAS
3.Library
Fines(Lost
Books)
• See Table 1
(Acquisition
price/assigned
amount if
undetermined)
4. Psychological
Testing/Psycho
Exam
• Intelligence/
Test of
186
General
Mental Ability
- PHP 400.00
• Achievement/
Aptitude Te
Acquisition
price/assigned
amount if
undetermined
• st -PHP 400.00
• Personality
test - PHP
600.00
5. Evaluation of
Folders for NBC
• Individual
print-out for
NBC - PHP
100.00
• CCE Folders -
PHP 150.00
• QCE Folders -
PHP 275.00
TABLE 1
187
Fines per Book
TABLE OF FINES (Per Book)

Type of Book Personnel
Circulation PHP 20.00/day
Fiction PHP 20.00/day
PAYROLL ADMINISTRATION OFFICE
1. Processing of Various Financial Claims (Personnel Services)
1.1 Salaries of Regular and Casual Personnel
Preparation of payroll and individual claims for salaries of all regular and casual personnel of the University shall be managed
at the Payroll Administration Office
Office or Division: Payroll Administration Office

Who may avail: BU Personnel (Regular and Casual)
WHERE TO SECURE
Accomplished Daily Time Record (1 original copy); College /Unit Administrative Office
Monthly Report of Attendance (1 signed copy)
188
CLIENT STEPS
1. BU Personnel submit the 1.1 Receive, review and None 3 days for the Payroll Admin. Office Staff
Daily Time Record (DTR) to the record documents submitted 19 Units/ Payroll Administration Office
respective College or Unit Colleges
administrative Offices;
*The concerned office submits

DTR’s and Report of Attendance
on or before the 5th day of the
month
1.2 Create payroll/s for salary None 1 day Payroll Admin Office Senior Staff
of the pay period Payroll Administration Office
1.3 Do Summary of Charges None 4 hours Payroll Admin Office Staff/Payroll

Admin Officer
1.4 Review and sign payroll/s None 2 days Payroll Admin Officer
1.5 Record and forward the None 1 hour Payroll Admin Office Staff
payroll to the Budget Office Payroll Administration Office
for Obligation Slip
Hours
189
1.2 Other Compensation/ Allowances and Other Personnel Benefits of Regular and Casual
Personnel
Preparation of payroll and individual claims for allowances, other compensation and authorized personnel benefits of
all regular and casual personnel of the University shall be managed at the Payroll Administration Office

WHERE TO SECURE
Accomplished Daily Time Record (1 original copy) College /Unit Administrative Office
Monthly Report of Attendance Reports from HRMDO as basis of specific claim Human Resource Development and
(1 signed copy) Management Office
FEES
CLIENT STEPS TO BE
PAID
1. BU Personnel submit the 1.1 Receive, review and record None 2 days for 19 Payroll Admin. Office Staff
Daily Time Record (DTR) to the documents submitted Units / Payroll Administration Office
respective College or Unit Colleges
administrative Offices;
The Unit /College Admin

Officers submit a certification
190
required for the payment of
benefits
1.2 Create payroll/s for salary of None 1 day Payroll Admin Office Senior
the pay period Staff
1.3 Do Summary of Charges None 4 hours Payroll Admin Office

Staff/Payroll Admin Officer
Review and sign payroll/s None 2 Days Payroll Admin Officer
Record and forward the payroll to None 1 hour Payroll Admin Officer
the Budget Office for Obligation Payroll Administration Office
Slip
Hours
2. Certification of Loans/Signing of Loan Application
Applications for loans with government agencies and authorized private lending institutions shall be done at the Payroll
Administration Office to be signed by the Chief Administrative Officer for Finance or by the Administrative Officer V, Head of the
Payroll Admin Office

191
Type of Transaction: G2G- Government to Government
WHERE TO SECURE
Application Form (1 original copy) Creditors/ External Agencies
Payslip (3 certified copies) Payroll Administration Office
Online GSIS Application GSIS
CLIENT STEPS
1. Submit loan application with 1.1 Receive documents None 30 minutes Payroll Admin Office Staff
complete requirements submitted Payroll Administration Office
1.2 Review and sign of hard None 4 hours Chief Administrative Officer-
copy of application form Finance
Payroll Admin. Officer

1.3 Confirm online application None 2 days Chief Administrative Officer-

form Finance

Hours, 30
Minutes
192
Office of Student Affairs and Services
External Services
193
University Institutional Student Programs and Services Division
1. Application for Accident Insurance Claims
To facilitate claims of insurance benefits. Officially enrolled students/ personnel requesting coverage or compensation for
expenses incurred for medical expenses and other group accident insurance benefits.
Office or Division: Institutional Student Programs and Services Division

Who may avail: Officially enrolled students
WHERE TO SECURE
1. Application form (1 original copy) Office of the College Student Affairs and
Services Coordinator, BU website,
ISPSD Office
2. Incident report (1 original copy) PNP (If outside the campus)
CSAC (If within the campus)
3. Receipt of purchased medicine (1 original copy) Pharmacy
Hospital
4. Doctor’s Prescription (1 original copy) Hospital/Medical Clinic/Local Government
Units/Accredited Health Services
5. Medical Certificate (1 original copy) Hospital
Medical Clinic
6. Statement of Account (if hospitalized, 1 original copy) Hospital
194
7. Official Receipt and Certificate of Registration (if due to motorcycling) LTFRB
8. Driver’s License and Official Receipt (if due to motorcycling) LTFRB
FEES PERSON RESPONSIBLE
PROCESSING
CLIENT STEPS AGENCY ACTION TO BE
TIME
PAID
1. Accomplish and submit 1.1 Accept and review None 1 Minute Director
request/ application form and documents if compliant to University Inst. Student
other supporting documents to requirements. Programs and Services
the UISPS Division Window 1 Division
1.2 Inform and prepare an None 15 Minutes Director
endorsement of documents to University Inst. Student
the university insurance Programs and Services
provider Division
1.3 Pick-up documents and None 22 Days Branch Manager
process application of client. Insurance Provider
1.4 Receive check of payment None 1 Minute Director

from the insurance provider University Inst. Student
Programs and Services
Division
1.5 Notify claimant/beneficiary None 1 Minute Director
of check and schedule date of University Inst. Student
release. Programs and Services
Division
195
2. Go to window 1 to receive 2. Release the check to the Director
the check and register in the client. University Inst. Student
None 3 Minutes
logbook to acknowledge Programs and Services
payment. Division
TOTAL: None 22 Days,
21 Minutes
2. Application for Student Loan

Student loans are available to qualified and deserving but financially disadvantaged students.

Who may avail: All officially enrolled students
BU-F-OSAS-05 or BU website
BU-F-OSAS-06 or Window 3, Student Union Center
BU-F-OSAS-07 or
BU-F-OSAS-08 or
BU-F-OSAS-09 or
BU-F-OSAS-10 or
(3 original copies)
Certificate of Registration (1 copy – Certified True copy) Registrar
2 x 2 (3 pieces original copies) Photo studio/print shop
196
FEES PERSON RESPONSIBLE
TO BE PROCESSING
CLIENT STEPS AGENCY ACTION
PAID TIME
1. Submit the application 1.1 Accept and verifies None 30 Minutes University Scholarship and Grants-
form and other supporting applications submitted per the in-Aid Coordinator
documents to the Student approved guidelines. University Inst. Student Programs
Union Center window 3 or and Services Division
email to bu_osas@bicol-
u.edu.ph
1.2 Recommend to the Office of None 1 Day University Scholarship and Grants-
the President thru the VPAA the in-Aid Coordinator
approval of the application. University Inst. Student Programs
and Services Division
1.3 Prepare voucher/ payroll, None 5 Days University Scholarship and Grants-
other docs for the processing of in-Aid Coordinator
approved loan grants. University Inst. Student Programs
TOTAL: None 6 Days,
30 Minutes
197
3. Acknowledgment of Scholarship
Students and personnel who want to avail of or have an existing a scholarship grant/tuition discounts/financial assistance
are required to file an Acknowledgment of Scholarship every semester of the school year for posting/monitoring/submission
of requirements to benefactors/reporting to partner agencies, and the like. The client usually submits the form and other
documentations during enrolment.

Who may avail: Students and personnel with scholarship grants/tuition privileges/discounts
Application Form (1 original copy) College Student Affairs and Services Coordinator,
BU website, ISPSD Office
Certificate of Registration for the current semester (1 duly certified copy) Registrar’s Office
Proof of Scholarship/Letter from Benefactor/Sponsor (if new applicant) Respective benefactors
2 x 2 picture with name tag (1 copy) Photo Center/Print Shop
Long folder (1 piece) To be provided by the applicant.
CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE
BE PAID TIME
1. Submit the application form 1.1 Verify submitted None 1 Minute University Scholarship and Grants-in-
and other supporting documents documents. Aid Coordinator
to the Student Union Center, University Inst. Student Programs and
window 1/2/3 or email to Services Division
bu_osas@bicol-u.edu.ph
198
1.2 Tag and post details of None 1 Minute University Scholarship and Grants-in-
the scholarship and Aid Coordinator
discount. University Inst. Student Programs and
Services Division
2. Register and sign the 2. Issue the Notice of None 1 Minute University Scholarship and Grants-in-
Monitoring Sheet. Acknowledgment or email Aid Coordinator
client a copy of the Notice of University Inst. Student Programs and
Acknowledgment. Services Division
4. Issuance of Identification Cards
The university identification card is issued to all officially enrolled first year students and newly hired personnel. The issuance
of ID to first year students is scheduled a few days after the enrolment, while the personnel may visit the USDS anytime upon
release of the ID claim stub from the HRMO.

Who may avail: First Year students
Newly Hired Personnel

Certificate of Registration Registrar
199
Official Receipt Cashier
Claim stub from the HRMO (for Personnel) Office of the Human Resource and Management
FEES TO PROCESSING PERSON RESPONSIBLE

BE PAID TIME
1. Present copy of the 1. Verify presented documents. None 1 Minute Director
Certificate of Registration/ University Inst. Student Programs
Claim Stub issued by and Services Division
HRMO.
2. Verify correctness of 2. Encode information of client None 1 Minute Director
personal data encoded. into the ID data system. University Inst. Student Programs
3. Pose for photo. 3. Take photo of the client. None 1 Minute Director
University Inst. Student Programs
4. Sign on the signature 4.1 Affix signature onto client None 1 Minute Director
pad. profile. University Inst. Student Programs
4.2 Print data of client onto the None Director
PVC ID card. 1 Minute University Inst. Student Programs
6. Register in the Registry 6. Release ID to client. None Director
Sheet. 1 Minute University Inst. Student Programs
200
5. Re-Printing of Identification Cards
Re-printing of Identification card is provided for students who have lost their identification card or when ID issued have become
mutilated, defaced or when changes in the ID holder is required due to shifting of course/transferee, as well as to personnel due
to change of status, promotion, loss, and the like.

Who may avail: Students enrolled for the current semester/midyear
Personnel

Certificate of Registration for current semester Registrar
Official Receipt for ID reprinting Cashier
Affidavit of Loss (1 original copy) Public Attorney’s Office/ Notary Public
Endorsement from CSASC/Dean/Director (1 original copy) CSASC/Dean’s Office/Director’s Office
ID Claim Stub from HRMO (For personnel only) Office of the Human Resource Management
FEES TO PROCESSING
BE PAID TIME
1. Student-client pay to 1. Review and accept PHP 15 Minutes Director
the cashier the ID printing documents for completeness 75.00 University Inst. Student
fee and proceed to the Programs and Services
Student Union Center, 2nd Division
Floor USDS office and
submit all other
requirements.
201
2. Review data for 2.1 Enter new None 1 Minute Director
correctness. information/change in the client University Inst. Student
ID profile. Programs and Services
Division
2.2 Print data to PVC card ID. None 1 Minute Director

University Inst. Student
Programs and Services
Division
3. Register in the 3. Release printed ID to client. None 1 Minute Director

Monitoring Sheet and University Inst. Student
receive the printed ID. Programs and Services
Division
TOTAL PHP 18 Minutes

75.00
6. Application for Performing Arts Group

Recruit members for the various Performing Arts Groups of Bicol University.

Who may avail: Students with inclination to music, arts, and performances.
202
Accomplished BU PAG Form University Culture and Arts Office
2nd Floor, BU Student Union Center
FEES PROCESSING PERSON RESPONSIBLE

CLIENT STEPS AGENCY ACTION TO BE TIME
PAID
1. Submit application form. 1. Accepts and verifies application None 3 Minutes University Culture and the Arts
for the audition process Coordinator
University Inst. Student Programs
2. Report for the scheduled 2. Conduct initial audition None 7 Days University Culture and the Arts
audition. activities. Coordinator
Programs and Services Division
3. Attend workshops/ 3. Organize series of workshops None 22 Days University Culture and the Arts
rehearsals and trainings Coordinator
Programs and Services Division
4. Perform in university 4. Facilitate/ supervise group None None University Culture and the Arts
activities, off-campus invites, performances in in the university Coordinator
and other college events/ and outside invitations. University Inst. Student
functions. Programs and Services Division
203
Minutes
University Student Development Services Division
1. Application for Accreditation/ Re-Accreditation of Student Organization (University-Based

Organization)
Recognizing the need of students to organize themselves into groups, society, guild in pursuit of similar interests,
advocacy, build relations, foster shared interest, and many more. Accreditation/Re-accreditation of student
organizations is conducted in the 1st semester of the school year. University-based organization apply for
accreditation/re-accreditation with the OSAS, while the College-based organization with the College Student Affairs and
Services Coordinator.
Office or Division: University Student Development Services Division

Students who may want to form into a Group, Society, Guild, promote advocacy, and the
Who may avail:
like.
A. Accreditation of a new organization
Accomplished BU-F-OSAS-18 (3 original copies) USDS Office, BU Website, College Student Affairs
and Services Coordinator, Student Council Offices.
Constitution-and-by-Laws (1 set original copy duly signed by Applying organization.
founding officers/members and adviser)
204
List of Founding Officers and Adviser Applying organization.
(1 original copy, please follow format in the form)
List of Members (1 original copy, please follow format in the form) Applying organization.
Program of Activities for 2 semesters Applying organization.
(2 original copies)
Flyer of the Organization (1 original copy) Applying organization.
B. Re-accreditation of organization Applying organization.
Accomplished BU-F-OSAS-18 (3 original copies) Applying organization.
Constitution-and-by-Laws (if amended, with signature of officers, Applying organization.
members, and adviser, 1 set original copy)
Accomplishment Reports for 2 semesters, of the last school year Applying organization.
accredited (1 set photocopy duly signed by concerned officers)
Audited Financial Reports for 2 semesters of the last school year Applying organization.
based on their program of activities (1 set photocopy)
List of Officers (1 original copy, please follow format in the form) Applying organization.
List of Members (1 original copy, please follow format in the form) Applying organization.
Program of Activities for 2 semesters for the current school year Applying organization.
Recent Flyer of the organization (1 copy original) Applying organization.
Applying organization.
Bank book in the name of the organization (1 photocopy cover
page and transaction for the school year accredited)
FEES PROCESSING PERSON

CLIENT STEPS AGENCY ACTION TO BE TIME RESPONSIBLE
PAID
205
1. Submit/upload the application 1.1 Accept and review submitted/ None 5 Days Director
form and other supporting uploaded documents for University Student
documents for accreditation/re- completeness. Development Services
accreditation to the USDS office
or email to usds.buosas@bicol-
u.edu.ph
1.2 The University Accreditation None 15 Days Dean
Committee convenes to evaluate
Office of Student Affairs
applications.
and Services
1.3 Prepare and release list of None 2 Days Director

organizations with requirement
University Student
deficiencies.
Development Services
2. Comply with document 2.1 Verify document compliance. None 3 Minutes Director
deficiencies.
University Student
Development Services
2.2 Post/ None 5 days Director
disseminate to the different University Student

colleges/ units List of Development Services
206
Accredited and Re-accredited
UBO for the current school year.
TOTAL None 27 Days,

3 Minutes
2. Issuance of Authority to Travel for Off-Campus Activity
Off-campus activities are integral part of the academic life of the student. Participation to curricular and non-curricular
off-activities are permitted provided approval and proper documentation is secured by the student/group/class.
Office or Division: University Student Development Services Division

Who may avail: Students/Class planning to conduct a curricular or noncurricular off-campus activity.

A. Curricular
Letter to the President (2 copies original) Requesting party
Syllabus (1 copy photocopy) Faculty-in-Charge
Approved proposal (1 set photocopy) Dean’s office/OP
Endorsement by the College Crisis Management Crisis Dean’s office
Risk Management Plan Requesting party
Syllabus (1 set photocopy) Faculty-in-Charge
207
Risk Management Plan (1 copy original)
Letter to LGU’s/Agencies/Officials with acknowledgment/response Concerned LGU/Agencies/Officials
Certification that participants are officially enrolled (1 copy original) / College Registrar
Certificate of Registration duly signed by Registrar (1 copy photocopy)
Parents permit/JURAT (1 copy original, notarized) BU website
USDS Office
Medical clearance/certification (1 copy original) University Health Office
Insurance coverage for current school year with list of student insured (1 College Student Council
copy photocopy)
LTFRB official receipts (1 copy clear photocopy) Travel and Tour Operator
Third Party or Subcontracting
Certificate of Registration (1 copy clear photocopy) Travel and Tour Operator
Certificate of Public Convenience (1 copy clear photocopy) Travel and Tour Operator
Certificate of Road Worthiness (1 copy photocopy clear) Travel and Tour Operator
Driver’s License (1 copy photocopy clear) Travel and Tour Operator
DOT Accreditation (1 copy photocopy clear Travel and Tour Operator
Department of Tourism
Authority to Travel for Faculty Chaperones (1 copy original) College Dean
Designation of Faculty-in-Charge/Chaperone (1 copy original) College Dean
208
Training Certificate of First Aid/BLS for Faculty-in-Charge/Chaperone (1 Phil. Red Cross
copy photocopy) Medical Health Units
Bureau of Fire and Protection
B. Non-curricular
Letter to the President (2 copies original) Requesting Party
Approved proposal (1 set photocopy) Dean’s Office/OP
Endorsement by the College Crisis Management Crisis (1 copy original) Dean’s Office
Risk Management Plan (1 copy original) Dean’s Office
Invitation from organizing group with program (1 photocopy) Requesting Party
Letter to LGU’s/Agencies/Officials with acknowledgment/response Concerned LGU/Agencies/Officials
Certification that participants are officially enrolled (1 copy original) / College Registrar
Certificate of Registration duly signed by Registrar (1 copy photocopy)
Parents permit/JURAT (1 copy original, notarized) BU website
USDS Office
Medical clearance/certification (1 copy original) University Health Office
Insurance coverage for current school year with list of student insured (1 College Student Council
copy photocopy)
LTFRB official receipts (1 copy clear photocopy) Travel and Tour Operator
Certificate of Registration (1 copy clear photocopy) Travel and Tour Operator
Certificate of Public Convenience (1 copy clear photocopy) Travel and Tour Operator
Certificate of Road Worthiness (1 copy photocopy clear) Travel and Tour Operator
209
Driver’s License (1 copy photocopy clear) Travel and Tour Operator
DOT Accreditation (1 copy photocopy clear Travel and Tour Operator
Department of Tourism
Authority to Travel for Faculty Chaperones (1 copy original) College Dean
Designation of Faculty-in-Charge/Chaperone (1 copy original) College Dean
Training Certificate of First Aid/BLS for Faculty-in-Charge/Chaperone (1 Phil. Red Cross
copy photocopy) Medical Health Units
Bureau of Fire and Protection
FEES TO PROCESSING PERSON RESPONSIBLE

BE PAID TIME
1. Submit letter request and 1.1 Receives, and verifies 30 Minutes Director
other documents to the document compliance to CMO University Student
None Development Services
OSAS Dean, Ground Floor, 63, series 2017.
Student Union Center.
210
1.2 Prepare Authority to Travel of 1 Day Director
participants and endorsement of University Student
the OSAS Dean to OP thru VPAA Development Services
and UCMC recommending
approval of the off-campus None
activity.
1.3 Forward all documents to the 30 Minutes Director

VPAA. University Student
None Development Services
TOTAL: None 1 Day

1 Hour
University Student Welfare Services Division
1. Student Individual Inventory Service
To keep a record of student profile and all information gathered about each individual in school which may aid the client in
developing a deeper and fuller awareness for the client to create appropriate plans for improving the quality of his life
based on self-awareness/ understanding.
211
Office or Division: University Student Welfare Services Division
Who may avail: All Students of Bicol University

Fully accomplished Student Profile Form (1 copy original) Office of Student Welfare Services Division/
College Guidance Offices
2 x 2 picture (1 piece) Local Photo Center/ Print Shop

CLIENT STEPS AGENCY ACTION FEES TO PROCESSING PERSON RESPONSIBLE
BE PAID TIME
1.Sign in the Visitor’s Log 1.1 Give the Visitor’s Log book to None 1 Minute Director
Book in the receiving the client University Student Welfare
area of the office. Services Division
1.2 Give a copy of the Student None 5 Minutes Director

Profile Form to the students per University Student Welfare
block. Services Division
2.Fill-out the Student 2.1 Receive the require None 2 Days Director
Profile Form and submit documents by block and check University Student Welfare
to your College Guidance for completeness. Services Division
Office.
212
2.2 Collate and summarize the None 2 Days Director
data. University Student Welfare
Services Division
2.3 Place the students’ profiles in None 30 Minutes Director

the student inventory folders and University Student Welfare
all folders are organized in the Services Division
steel cabinets.
Minutes
2. Counseling Service
To establish a goal-oriented relationship between a professionally trained, competent counselor and an individual
seeking help for the purpose of bringing about a meaningful awareness and understanding for the self and environment,
improve planning and decision making. Also, to formulate new ways of behaving, feeling and thinking for problem
resolution and/ or development/ growth.
Office or Division: University Student Welfare Services Division

Who may avail: All Students of Bicol University

Fully accomplished counselling intake form or referral form (1 original Office of Student Welfare Services Division
copy or you may fill out link: bitly.bucounselingintakeform College Guidance Offices
213
CLIENT STEPS AGENCY ACTION FEES PROCESSING PERSON RESPONSIBLE
TO BE TIME
PAID
1.Accomplishing of 1.1 Download or print the None 5 Minutes Director
Counseling Intake counseling intake form response or University Student Welfare
Form/ Referral Form referral form response of the Services Division
student.
1.2 Send thru the email the None 2 Minutes Director
counseling intake form response of University Student Welfare
the student to the respective Services Division
Registered Guidance Counselor.
1.3 Contact and schedule for None 10 Minutes Director

counseling. University Student Welfare
Services Division
2. Respond to the 2.1 Start the online or tele- None 2 Hours Director
message of the Guidance counseling or face-to-face University Student Welfare
Counselor and report on counseling session (Intake to Services Division
the scheduled counseling Termination)
session in the respective
College Guidance Office
or thru telephone or
online.
2.2 Assess the case if it is within None 15 Minutes Director
professional capability.
214
University Student Welfare
Services Division
2.3 Assess if there’s a need for None 15 Minutes Director
further session or referral to other University Student Welfare
professionals. Services Division
2.4 Check on students after None 15 Minutes Director
termination of counseling (follow- University Student Welfare
up) Services Division
TOTAL None 3 Hours, 2
Minutes
215
Business Affairs Office
External Services
216
1. Facilities Rental
To facilitate systematic steps and procedures for the availment of rental facilities.
Office or Division: Business Affairs Office (BAO)

G2C – Government to Citizen; G2G - Government to Government; G2B -
Government to Business
Who may avail: All
1. Letter of Intent (1 Original Copy) BAO
2. Official Receipt for 3 months Deposit (1 Copy - Photocopy) BU Cashier
3. DTI Registration (1 Copy - Photocopy) DTI
4. Health Clearance (1 copy - Photocopy) LGU

CLIENT STEPS
1. Submit Requirements 1. Receives complete None 15 Minutes College Business
Requirements Manager
Business Affairs
Office
2. Client pays the 3 months deposit at 2.1 Issue Official Receipt See Table 15 Minutes Cashiers Office
the cashier *Rental University Cashier’s
Rate with Office
Surcharge
217
2.2 Check / review the None 20 Minutes College Business
requirements submitted by Manager
the clients Business Affairs
Office
2.3 Prepare the MOA for None 19 Days College Business

approval, witnessed by the Manager, Director
Director of BAO, reviewed by Business Affairs
Legal and signed by the BU Office
President
Attorney III
Legal Affairs Office
SUC President IV
Office of the President
2.4 Preparation and issuance See Table 1 Hour College Business

of (SOA prepared and *Rental Manager
distributed before the 5th of Rate with Business Affairs
the month) Surcharge Office
2.5 Recording. Photocopy of None 10 Minutes College Business

Official Receipt filed in Manager
individual folders and digitally Business Affairs
recorded. Office
TOTAL: See Table 19 Days, 2

*Rental hours
Rate with
Surcharge
218
*Rental Rate with Surcharge
STALL CAMPUS COLLEGE RENTAL POSSIBLE SURCHARGE RENTAL FEE FOR POSSIBLE
RATE AMOUNT PER RENTAL MONTH OF JUNE SURCHARGE
RATE (1%) AND JULY (30% AMOUNT PER
discount for RENTAL RATE (1%)
summer vacation)
PHOTOCOPIER BU MAIN BU CS 1,155.00 11.55 808.50 8.09
CANTEEN BU MAIN BU CE 5,512.50 55.13 3,858.40 38.58
CANTEEN BU MAIN BU CIELS 2,756.25 27.56 1,929.75 19.30
ICE CREAM
BU MAIN BU MAIN 1,155.00 11.55 808.50 8.09
CART
219
STALL #6 BU EAST BU CENG 2,205.00 22.05 1,543.50 15.44
FOOD CART #2 BU DARAGA BU CBEM 2,500.00 25.00 1,750.00 17.50
220
2. Rental of BU Dormitory
To facilitate systematic steps and procedures for the availment of the BU Dormitory.
Office/Division: Business Affairs Office

WHERE TO SECURE
● Application form (1 Original Copy) BAO Dormitory
● Statement of Account (1 Photocopy) BAO Dormitory
● Official Receipt (1 Photocopy) BU Cashier
CLIENT STEPS
1. Submits Application form 1.1 Received & None 10 Minutes Dormitory In-Charge
process the Business Affairs
application/ Office Dormitory
requirements
1.2 Review/ Evaluate None 10 Minutes Dormitory In-Charge
application Business Affairs
Office Dormitory
1.3 Approval of None 10 Minutes Dormitory In-

application charge/BAO Director
Business Affairs
Office/Dormitory
221
1.4 Prepare None 10 Minutes Dormitory In-Charge
statement of account; Business Affairs
Prepare monthly Office
every 5th day of the
following month
(Dormitory)
1.5 Review and None 10 Minutes BAO Director

Approval of statement Business Affairs
of account Office
2. Pay to the Cashier the amount 2. Receive payment PHP1,600.00/ 10 Minutes BU Cashier
indicated in the Statement of Account and issues Official head/month University Cashier’s
Receipt (OR) Office
Note: Additional
charge for
electricity based
on the
computed
consumption
per appliance
3. Present Official Receipt to the 3.1 Receive None 5 Minutes Dormitory In-charge
Dormitory In-Charge photocopy of the Business Affairs
Official Receipt Office Dormitory
222
3.2 File the None 5 Minutes Dormitory In-charge
photocopy of the OR Business Affairs
for reference Office Dormitory
purposes
4. Receive the key for the BU Dormitory 4. Release the key to None 10 Minutes Dormitory In-charge
Room the client Business Affairs
Office Dormitory
None 1 Hour, 20
TOTAL Minutes
3. Rental of BU Guestel
To facilitate systematic steps and procedures for the availment of the BU Guestel.

Who may avail: All
WHERE TO SECURE
● Reservation form (1 Original Copy) BAO Guestel
● Statement of Account (1 Photocopy) BAO Guestel
CLIENT STEPS
1. Submits Reservation 1.1 Received & process None 10 Minutes House Parent
form the reservation form Business Affairs Office Guestel
223
1.2 Review Reservation None 10 Minutes House Parent
form Business Affairs Office Guestel
1.3 Approval of None 10 Minutes House Parent & BAO Director
Reservation Business Affairs Office Guestel
1.4 Prepare the None 10 Minutes House Parent
Statement of Account Business Affairs Office Guestel
1.5 Review and Approval None 10 Minutes BAO Director
of Statement of Account Business Affairs Office
2. Pay to the Cashier the 2. Receive payment and Rate per head 10 Minutes BU Cashier
amount indicated in the issues official receipt per room per University Cashier’s Office
Statement of Account night
● PHP 800/
room/night
(2pax cap.)
● PHP 1200/
room/night
(3pax cap.)
● PHP 1600/
room/night (4
pax cap.)
Additional
charge for extra
bed -
200.00/night/
head
224
3. Present Official 3.1 Receive photocopy of None 5 Minutes House Parent
Receipt to the the Official Receipt Business Affairs Office Guestel
Dormitory In-Charge
3.2 File the photocopy of None 5 Minutes House Parent
the OR for reference Business Affairs Office Guestel
purposes
4. Receive the key for the 4. Release the key to the None 10 Minutes House Parent
BU Guestel Room client Business Affairs Office Guestel
TOTAL Rate per head 1 Hour, 20
per room per Minutes
night
● PHP 800/
room/night
(2pax cap.)
● PHP 1200/
room/night
(3pax cap.)
● PHP 1600/
room/night (4
pax cap.)
*Additional
charge for
extra bed -
200.00/night/
head
225
Internal Services
226
1. Rental of BU Dormitory
To facilitate systematic steps and procedures for the availment of the BU Dormitory.

WHERE TO SECURE
● Application form (1 Original Copy) BAO Dormitory
● Reservation form (1 Original Copy) BAO Dormitory
● Statement of Account (1 Photocopy) BAO Dormitory
CLIENT STEPS
1. Submits Application 1.1 Receive & process None 10 Minutes Dormitory In-Charge
form/requirements / reservation form the application/ Business Affairs Office
reservation form/ Dormitory
requirements
1.2 Review/ Evaluate None 10 Minutes Dormitory In-Charge
application/ reservation Business Affairs Office
form Dormitory
1.3 Approval of None 10 Minutes Dormitory In-charge/BAO

application/ reservation Director
Business Affairs
Office/Dormitory
227
1.4 Prepare statement None 10 Minutes Dormitory In-Charge
of account; Prepare Business Affairs Office
monthly statement of
account every 5th day of
the following month
(Dormitory)
1.5 Review and None 10 Minutes BAO Director
Approval of statement of Business Affairs Office
account
2. Pay to the Cashier the amount 2. Receive payment and PHP1,600.00/ 10 Minutes BU Cashier
indicated in the Statement of issues Official Receipt head/month University Cashier’s
Account (OR) Office
Note: Additional
charge for
electricity based
on the computed
consumption per
appliance
Transient
200/night
3. Present Official Receipt to the 3.1 Receive photocopy None 5 Minutes Dormitory In-charge
Dormitory In-Charge of the Official Receipt Business Affairs Office
Dormitory
3.2 File the photocopy None 5 Minutes Dormitory In-charge

of the OR for reference Business Affairs Office
purposes Dormitory
228
4. Receive the key for the BU 4. Release the key to None 10 Minutes Dormitory In-charge
Dormitory Room the client Business Affairs Office
Dormitory
TOTAL: PHP1,600.00/ 1 Hour, 20

head/month Minutes
Note: Additional
charge for
electricity based
on the
computed
consumption
per appliance
Transient
200/night
229
HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT OFFICE
EXTERNAL SERVICES
230
1. Receiving, Recording and Releasing of Communications
This service is provided for external clients who will file a request, apply for a government service position(s) or other documents
that require action.
All requests and applications will be evaluated to check its accuracy and completeness of the attachments required. After
evaluation, the specific documents and the receiving copy will be recorded and will be assigned special tracking number for
easy retrieval and monitoring.
The following are the documents that we receive:

1. Application Letter
2. Indorsements
3. Request for Service Record
4. Request for Certificate of Employment
5. Other request from BU internal offices for action
Office or Division: HRMDO

Type of Transaction: G2C - Government to Citizens
G2B - Government to Business
G2C - Government to Government
Who may Avail: : BU Employees, Students, Applicants and representatives from other agencies (private and public)
CHECKLIST REQUIREMENTS WHERE TO SECURE
For Application Letters (1 copy each)

- PDS - Requesting entity
231
- Certificate of Employment - Current or previous employer
- Certificate of Trainings Attended - Requesting entity
- IPCR (if applicable)
Request for Certificate of Employment - Requesting entity

- Documentary Stamps - HRMDO
- Completely filled-up Records request Form (BU-F-HRMDO 54)
Other request from internal offices for action - Requesting entity

- Duly signed letter-request
FEES
PROCESSING
TIME
PAID
For Face-to-Face For Face-to-Face Transaction:
Transaction:
1. Submits communication 1.1 Receive and check the

and supporting documents communication/ request and None 5 Minutes Administrative Aide VI
through personal delivery supporting documents. HRMDO
1.2 Check the completeness of
the attachments. If incomplete,
notify the requesting party.
For online submission: For online submission:

Scan and attach the 1.3 Acknowledge and print the
document(s) to the bu- document and its attachment(s) None 3 minutes Administrative Aide VI
hrmdo@bicol-u.edu.ph for action. HRMDO
232
For the application, email to If incomplete, notify the Administrative Aide III
requesting party. HRMDO
bu-recruitment@bicol-
u.edu.ph
1.3 Recording and barcoding of Administrative Aide VI

the documents None 2 Minutes HRMDO
1.4 Affix the signature to the Administrative Aide VI

duplicate copy None 2 Minutes HRMDO
1.5 Encoding of the documents to Administrative Aide VI

the HRMDO database. None 5 Minutes HRMDO
1.6 Forward the

Supervising Administrative
communication/request to the
None 1 Day Officer
Head of the HRMDO for action
HRMDO
1.7 Releases and disseminates Administrative Aide VI
the communication to concerned HRMDO
None 5 Minutes
officer or staff
1.8. Route the document for Administrative Aide VI

action to concerned HR HRMDO
None 4 hours
personnel.
1.9 Retains the copy of the Administrative Aide VI

request and supporting HRMDO
None 5 Minutes
documents and file the same
233
2. Receive the
communication/ request
For face-to-face transaction:
For face-to-face
transaction: 2.1 Release the documents to the
authorize representative or liaison
Receive the officer.
communication/acted
request, indicate the name, For online transaction: Administrative Aide VI
date and time received. 2.2 Send the acted request or HRMDO
requested documents to the
official email. None 5 Minutes
For online transaction:
Acknowledge the email from
the official email address
bu-hrmdo@bicol-u.edu.ph
TOTAL 1 Day,
NONE 4 Hours
32 Minutes
Please be advised further that transactions shall be thru window transactions only.
The issuance Service Record for the BU retiree or former BU personnel is processed upon submission of the Records
Request Form (B-F-HRMDO-54). Service Record is sought by BU personnel, permanent and job orders and those who
234
have separated from Bicol University, as a requirement for employment or in transacting with private or government
agencies.

Type of Transaction: G2C- Government-to-Citizens
Who may Avail: Former Bicol University Personnel
WHERE TO SECURE
CHECKLIST REQUIREMENTS
Records Request Form (BU-F-HRMDO-54) (1 original copy) HRMDO
Documentary Stamp (2 pcs for Php15.00; 1 pc for Php 30.00 Requesting party
Signature of the requesting employee or authorized representative indicating
date & time of receipt in the Request Form (Authorization Letter & ID are Requesting Party
needed if a representative claims for SR.
FEES
AGENCY PROCESSING
CLIENT STEPS TO BE PERSON RESPONSIBLE
ACTION TIME
PAID
For face-to-face
transaction:
1.Requesting employee fills 1.1 Receive and retrieves, check Administrative Aide VI
None 5 Minutes HRMDO
up the records request form the completeness of the request.
for Service Record* or
sends request via email or
HRMDO official messenger
account.
235
For online submission,
Send the request to the bu- For online submission:
hrmdo@bicol-u.edu.ph
check the completeness of the
request and retrieve the
attachment such as Authorization
and scanned ID
1.2 Pull out from file the original Administrative Aide VI

Service Record None 2 Minutes HRMDO
1.3. Prepares Service Record For BUCE, BUPC, BUCS,

BUCAL
Administrative Assistant III

HRMDO
None 5 Minutes For BUCAF, IPESR,

JMRIGD, BUGS, OU
Administrative Aide III

HRMDO
For CSSP, CBEM,

BUCENG, BUCIT, Casual
1.4. Verifies and affixes the
documentary stamp to the printed None 3 Minutes Administrative Officer IV
Service Record HRMDO
236
For GASS, Rdmd, Emd,
Auxiliary
Administrative Officer I
HRMDO
For BUCN, BUCM, BUYC

and BU Gubat
Administrative Assistant I
HRMDO
1.5 Reviews and signs the printed Supervising Administrative

Service Record None 3 Minutes Officer
HRMDO
1.6 Records in the Record Request None Administrative Aide VI
Form: Date, Name and time and 2 Minutes HRMDO
receiving person
2. Receive the Service 2.1. Issues the printed Service

Record Record to the requesting employee
or authorized representative Administrative Aide VI
For the authorized None 2 Minutes HRMDO
representative
Present the ID and

authorization
None 22 Minutes
TOTAL
Please be advised further that transactions shall be thru window transactions only
237
The preparation of Certificate of Employment is processed upon submission of the Records Request Form
(B-F-HRMDO-54). This process is for those who have separated from service or former BU personnel or BU retiree.

Who may Avail: Former BU employee, BU Retiree (part-timer, casual, job order, permanent)

Documentary Stamp (2 pcs for Php15.00; 1 pc for Php 30.00 Requesting Entity
Signature of the requesting employee or authorized representative
Requesting Entity
indicating date & time of receipt in the Record Request Form
Authorization Letter & ID are needed if a representative claims for
Requesting Entity
Certificate of Employment
FEES
PROCESSING
TIME
PAID
For face-to-face For face-to-face Transaction: For Permanent Employees:
Transaction:
None 2 Minutes Administrative Aide VI
1. Fill up the request for a 1.1. Receives & Records HRMDO
Certificate of Employment employee’s request for a
238
via a. face to face Certificate of Employment via (a) For Job Orders
transaction, b. email or face to face transaction, (b) email
HRMDO messenger official or HRMDO messenger official Administrative Assistant III
account account. HRMDO

Send the request to the bu-
hrmdo@bicol-u.edu.ph For online submission:
check the completeness of the
attachment such as Authorization
and scanned ID
1.2. Retrieves/ Pull out from files None 3 Minutes

the original Service Record.
1.3. Prepares Certificate of For Permanent Employees:
Employment and prints.
HRMDO
None 4 Minutes
For Job Orders

HRMDO
1.4. Affixes documentary stamp Administrative Aide VI

None 1 minute
to the Certificate of Employment. HRMDO
239
1.5. Reviews and signs the None 3 Minutes Administrative Officer IV
Certificate of Employment. HRMDO
1.6. Records in the Record For Permanent Employees:
Request Form: Date, Time,
Name, & Receiving Person. Administrative Aide VI
HRMDO
None 2 Minutes
For Job Orders

HRMDO
2. Receive the Certificate of 2. Releases the certificate of

Employment employment to the requesting
employee or authorized
representative
For the authorized None 1 Minute HRMDO
representative
Present the authorization

and ID
240
HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT OFFICE
INTERNAL SERVICES
241
1. Receiving, Recording and Releasing of Communications
This service is provided for Internal clients who will submit, forward or comply reports or other documents or submit request
for HRMDO action will be served by the frontline service provider.
All document/record/or report will be evaluated to check its accuracy and completeness of the attachments required. After
evaluation, the specific documents and the receiving copy will be recorded and will be assigned special tracking number for
easy retrieval and monitoring.
The following are the documents that we receive:

1. Application Letter (BU Personnel)
2. Form 6
3. Request for HRDP
4. Request to attend Training (BU-
5. Indorsements
6. Issuances from the Office of the President
9. Other request from internal offices for action
Office or Division : HRMDO

Type of Transaction : G2C - Government to Government
Who may Avail : BU Employees
242
For Application Letters (1 copy each)

- PDS
- Certificate of Employment - Requesting entity
- Certificate of Trainings Attended - Current or previous employer
- IPCR (if applicable) - Requesting entity
- - Requesting entity
Leave of Absence
Sick leave
- (CSC Form 6) (3 copies)
- Medical Certificate (for more than 5 days sick leave) - HRMDO
- Attending physician
Emergency Leave
- CSC Form 6 (3 copies)
- Declaration of State of Emergency (for emergency leave) - HRMDO
- Local Government Unit
Vacation Leave (Travel Abroad)

- CSC Form 6 (3 copies) - Dean/Director
- Approved latter - Local Evaluation Committee
- - Requesting entity
Request for HRDP - Identified University
- Endorsement from the respective dean or director
- Local Evaluation - HRMDO
- IPCR
- Acceptance from the identified University - Requesting entity
243
Request to Attend Training
- TNSF (BU-F-74-75)
- Invitation
Indorsements
Issuances from the Office of the President
Request for Service Record

- Documentary Stamps
- Completely filled-up Records Request Form (BU-F-HRMDO 54)
Request for Certificate of Employment
- Documentary Stamps
- Completely filled-up Records request Form (BU-F-HRMDO 54)
Other request from internal offices for action

- Duly signed letter-request
FEES TO PROCESSING
BE PAID TIME
For face-to-face
transaction None
HRMDO
1. Submits 1.1 Receive and check the
communication and communication/ request and
5 Minutes
supporting documents supporting documents.
through personal
delivery If incomplete, notify the requesting
HRMDO
party.
244
Acknowledge and print the
document and its attachment(s) for
For online submission action.
scan and attach the
document(s) to the bu- If incomplete, notify the requesting
hrmdo@bicol-u.edu.ph party.
1.2 Recording and barcoding of the Administrative Aide VI

None 5 Minutes
documents HRMDO
1.3 Affix the signature to the
duplicate copy None 5 Minutes
HRMDO
Encoding of the documents to the
HRMDO database. None 5 Minutes
HRMDO
1.5 Encoding of the documents to
the HRMDO database. None 5 Minutes
1.6 Forward the

Supervising Administrative
communication/request to the
None 1 Day Officer
Head of the HRMDO for action
HRMDO
1.7 Releases and disseminates the
communication to concerned Administrative Aide VI
None 5 Minutes
officer or staff
1.8. Route the document for action Administrative Aide VI

None 4 hours
to concerned HR personnel.
245
1.9 Retains the copy of the request
and supporting documents and file Administrative Aide VI
None 5 Minutes
the same
2. Receive the
communication/ request
For face-to-face For face-to-face transaction:

transaction
2.1 Release the documents to the
Receive the authorize representative or liaison
communication/acted officer.
request, indicate the
name, date and time
received.
For online transaction
2.2 Send the acted request or
None 5 Minutes
requested documents to the official Administrative Aide VI
For online transaction email.
Acknowledge the email
from the official email
address
bu-hrmdo@bicol-
u.edu.ph
1 Day 22
TOTAL None
Minutes
246
The issuance Service Record is processed upon submission of the Records Request Form (B-F-HRMDO-54). Service
Record is sought by BU personnel, permanent and job orders and those who have separated from Bicol University, as a
requirement for employment or in transacting with private or government agencies.

Type of Transaction: G2G- Government-to-Government
Who may Avail: Bicol University Personnel (permanent, temporary, casual and Job Order)
Documentary Stamp (2 pcs for Php15.00; 1 pc for Php 30.00 Requesting party
Original Service Record (SR) HRMDO
date & time of receipt in the Request Form (Authorization Letter & ID are Requesting Party
needed if a representative claims for SR)
FEES
AGENCY PROCESSING
ACTION TIME
PAID
For face-to-face transaction:
For face-to-face
transaction: Administrative Aide VI
1.1 Receive and retrieves, check None 5 Minutes HRMDO
1.Requesting employee fills the completeness of the request.
up the records request form
for Service Record* or sends
247
request via email or HRMDO For online submission:
official messenger account. check the completeness of the
For online submission: attachment such as Authorization
Send the request to the bu- and scanned ID
hrmdo@bicol-u.edu.ph
1.2 Pull out from file the original Administrative Aide VI

Service Record None 2 Minutes HRMDO
1.3. Prepares Service Record For BUCE, BUPC, BUCS,

BUCAL

HRMDO
For BUCAF, IPESR,

JMRIGD, BUGS, OU
None 5 Minutes Administrative Aide III

HRMDO
For CSSP, CBEM,

BUCENG, BUCIT, Casual
Administrative Officer IV
HRMDO
248
For GASS, Rdmd, Emd,
Auxiliary
HRMDO
For BUCN, BUCM, BUYC

and BU Gubat
HRMDO
1.4. Verifies and affixes the

documentary stamp to the printed None 3 Minutes
Service Record
1.5 Reviews and signs the printed
Service Record Supervising Administrative
None 3 Minutes Officer
HRMDO
1.6 Records in the Record Request Administrative Aide VI

None
Form: Date, Name and time and 2 Minutes HRMDO
receiving person
2. Receive the Service 2.1. Issues the printed Service
Record Record to the requesting employee
or authorized representative
249
For the authorized
representative
Present the ID and

authorization
TOTAL
None 22 Minutes

The preparation of Service Record is processed upon submission of the Records Request Form (B-F-HRMDO-54).
Certificate of Employment is sought by BU personnel, permanent, part timers and job orders and those who have
separated from Bicol University, as a requirement for employment or in transacting with private or government agencies.

Type of Transaction: G2G - Government-to-Government
Who may Avail: Active and Separated Personnel
Documentary Stamp (2 pcs for Php15.00; 1 pc for Php 30.00 Requesting Entity
Requesting Entity
date & time of receipt in the Record Request Form
Authorization Letter & ID are needed if a representative claims for Certificate of Requesting Entity
Employment
FEES TO PROCESSI
BE PAID NG TIME
250
For face-to-face For face-to-face transaction:
transaction:
1. Fill up the request for a 1.1. Receives & Records

Certificate of Employment employee’s request for a Certificate For Permanent Employees:
via a. face to face of Employment via (a) face to face
transaction, b. email or transaction, (b) email or HRMDO Administrative Aide VI
HRMDO messenger official messenger official account. HRMDO
None 2 Minutes
account
For Job Orders
Send the request to the bu- For online submission: Administrative Assistant III
hrmdo@bicol-u.edu.ph check the completeness of the HRMDO
request and retrieve the attachment
such as Authorization and scanned
ID
1.2. Retrieves/ Pull out from files the
None 3 Minutes
original Service Record.
1.3. Prepares Certificate of For Permanent Employees:
Employment and prints.
HRMDO
None 4 Minutes
For Job Orders

HRMDO
1.4. Affixes documentary stamp to Administrative Aide VI

None 1 minute
the Certificate of Employment. HRMDO
251
1.5. Reviews and signs the Administrative Officer IV
None 3 Minutes
Certificate of Employment. HRMDO
1.6. Records in the Record Request For Permanent Employees:
Form: Date, Time, Name, &
Receiving Person. Administrative Aide VI
HRMDO
None 2 minute
For Job Orders

HRMDO
2. Receive the Certificate of 2. Releases the certificate of

Employment employment to the requesting
employee or authorized
representative
For the authorized None 1 minute HRMDO
representative

and ID

252
4. Application for Leave of Absence (GASS and Auxiliary personnel)
Leave of absence is a right granted to officials and employees not to report for work with or without pay as may be provided by
law as the rules prescribe in Rule XVI hereof.
Sick leave refers to leave of absence granted only on account of sickness or disability on the part of the employee concerned
or any member of his immediate family.
Vacation leave refers to leave of absence granted to officials and employees for personal reason s, the approval of which is
contingent upon the necessities of the service.
Under the law, government personnel are entitled to the following:

- 3 days special leave
- 5 days forced leave
- 105 days maternity leave
- 7 days solo parent leave
- 7 days paternity leave
- 10 days VAWC
- 60 days special leave for women
- 5 days Calamity Leave
- 5 days CNA Leave
Office of Division : HRMDO

Type of Transaction : G2G - Government-to-Government
Who may Avail : BU Personnel (Permanent, temporary and casual)
For vacation leave, Sick Leave and Special Leave Requesting party
1. Accomplished Leave Form (CSC Form 6 Revised 2020) – 3 Original Copies)
253
Other Requirements for certain types of leave:
For Sick Leave (filled in advance or exceeding five (5) days
Attending Physician/University Health Services
2. Medical Certificate (1 photocopy)
(UHS)
For Maternity Leave
3. Proof of pregnancy e.g. ultrasound, doctor’s certificate) Hospital/ Attending Physician
Accomplished Notice of Allocation of Maternity Leave Credits (CS Form No.
Requesting Party
6a) (3 original copies)
For Paternity Leave
4. Proof of child’s delivery e.g. birth certificate, medical certificate (1 photocopy) Hospital/ Attending Physician
5. Marriage Certificate /Contract (1 photocopy) Philippine Statistics Authority (PSA)
For Solo Parent
Local Government Unit -Social Welfare and
6. Updated Solo Parent ID (Photocopy)
Development Office (SWDO)
For Study Leave
7. Notice of Approved Request for Study Leave (1 photocopy) Faculty/HRMDO
For VAWC Leave
8. Any of the following supporting documents:
- Barangay Protection Order (BPO) Barangay Hall/ Barangay Captain
- Temporary/Permanent Protection Order (TPO/PPO)
For Rehabilitation Leave -up to 6 months
9. Approved Letter Request ( 1 original copy) Requesting party
10. Police Report, if applicable (1 photocopy) Police Station
11. Medical Certificate on the nature of the injuries, the course of treatment
involved, and the need to undergo rest, recuperation, and rehabilitation, as the
case may be. (1 photocopy)
12. Written concurrence of a government physician should be obtained

Government physician
relative to the recommendation for the rehabilitation if the attending physician
254
is a private practitioner, particularly on the duration of the period of
rehabilitation.
For Special Leave benefits for Women

13. Medical Certificate filled out by the proper authorities, e.g. the attending
surgeon accompanied by a clinical summary reflecting the gynecological
disorder which shall be addressed or was addressed by the said surgery; the
histopathological report; the operative technique used for the surgery; the
Attending Physician
duration of the surgery including theperi-operative period; as well as the
employees estimated period of recuperation for the same. (1 photocopy of
Medical Certificate and other laboratory reports)
For Special Emergency (Calamity) Leave

14. Declaration of State of Calamity Local Government Unit (LGU)
15. Pictures of damages ( 1 printed copy) Requesting Entity
For Adoptive Leave
Department of Social Welfare and
16. Authenticated copy of the Pre-Adoptive Placement Authority
Development (DSWD)
For Leave of Absence for Thirty (30) days or more
17. Accomplished Clearance From (Civil Service Form No. 7)
End-User
(2 original copies)
18. Clearance ((1 photocopy)
For CNA Leave
19. Medical Certificate (for Faculty) (1 photocopy) Attending Physician
CLIENT STEPS AGENCY ACTION FEES TO BE PAID PROCESSING TIME PERSON

RESPONSIBLE
PER STEP
255
1. Submit the 1.1 Receives and
accomplished Application records in the logbook
for leave (CSC Form 6) the Application for
including the documentary leave (CSC Form 6)
requirements. 1.2. Deducts Process Administrative
and certify the Assistant II
Schedule of filling leave available leave credits. HRMDO
application:
None 10 Minutes
Administrative Officer
1. Vacation Leave, Forced IV
Leave, Special Privilege HRMDO
Leave, Solo Parent
Leave, Adoption Leave 1.2. Deducts Process Administrative
– 5 days in advance and certify the Assistant II
before the schedule available leave credits. HRMDO
leave
2. Sick Leave – None 10 Minutes
immediately upon return IV
of employee HRMDO
Maternity Leave – 30 days
in advance 1.3. Reviews the Administrative
processed leave form Assistant II
(leave of more than 60 HRMDO
days and those for
None 5 Minutes
travel abroad)
IV
HRMDO
1.4. Forwards the Administrative Aide VI
None 2 Minutes
processed leave form HRMDO
256
to the CAO/VPA or the
President for approval
1.5. Receives back
None 3 Minutes
signed leave form
1.6. Releases to Administrative
concerned AO or Assistant II
None 10 Minutes
employee Approved HRMDO
Form 6
TOTAL NONE 40 Minutes
4. Processing and Computing of Service Credits

Service credit are leave credits earned by full time faculty members for the services rendered within the time and activities
duly approved by the President. Audit earned service credits are added to the leave credits they earned for the current year.
Request for service credits are forwarded to HRMDO for recommendation prior to the actual service while computation of the
actual service rendered are done upon submission of the requirements.
Office or Division : HRMDO

Type of Transaction : G2G - Government-to-Government
Who may Avail : BU personnel (Permanent, Casual and Temporary)
Daily Time Record (DTR-Form 48) (1 Original copy) HRMDO
257
Approved request to render service (i.e. after regular office hours, during
HRMDO
Saturdays, Sundays, Holidays and summer vacation)
Accomplishment Report
Requesting Party
FEES
AGENCY PROCESSIN
ACTION G TIME
PAID
1. Submits the approved 1.1. Receives approved
Employee’s request for Employee’s request for service Administrative Aide VI
service credits by unit/college credits by unit/college and reviews
the complete attachments.
1.2 Reviews computation from 10 Minutes/
Unit/College Administrative Officer Administrative Assistant II
None employee
and prepares Special Order HRMDO
DTR
1.3. Reviews prepared Special 5 Minutes

Order for Service Credits None /employee Administrative Officer IV
DTR. HRMDO
1.4. Signs prepared & reviewed Supervising Admin. Officer

Special Order for Service Credits None 2 Minutes HRMDO
1.5. Reflects/ records in the Leave

Administrative Assistant II
Card the computed equivalent None 2 Minutes HRMDO
service credits
1.6. Forwards copy of Special Administrative Aide VI
Order to the AO/ dean of the None 10 Minutes HRMDO
unit/college
258
2. Receives the Special 2.1 End User Receives the special
None 2 Minutes
Order Order
5. Filing Up of Vacant Positions (for Non-Teaching Personnel)
Filling a vacancy non-teaching positions is a process that requires action from the University Human Resource Merit Promotion
and Selection Board (UHRMPSB). It could be by means of appointment, re-appointment, promotion or transfer of an employee
from an office the University.

Type of Transaction: G2G- Government-to-Government
Who may Avail: Deans and Directors
Heads/Chiefs of Unit/Office
Request for Fill up Vacant Position (2 original copies) Requesting Entity
Approved Request (1 photocopy) Requesting Entity/ Office of the President
FEES
PROCESSING PERSON RESPONSIBLE
TIME PER STEP
PAID
1. Submit/ forward request 1.1. Receives & records request to Administrative Aide VI
None 2 Minutes
to fill up vacant items / fill up vacant items / positions (BU HRMDO
259
positions (BU MSP Form 01) MSP Form 01) from respective
to HRMDO Colleges / Units
1.2. Forwards request to the Head

of the HRMDO for review and None 2 Minutes
verification
1.3. Reviews and verifies request Administrative Officer I
None 3 Minutes
HRMDO
1.4. Signs request to fill up vacant
Supervising Admin. Officer
items/position None 2 Minutes
HRMDO
1.5. Forwards reviewed and signed
request to the Vice President for
Administration & Finance
1.6. Receives & records the Administrative Aide VI

approved request to fill up vacant None 2 Minutes HRMDO
items/positions
1.7. Prepares the Announcement of
Vacancy (BU MSP Form 2) and the
CSC publication based on the None 5 Minutes
HRMDO
approved request per instruction of
the HRMDO Head
1.8. Reviews and initials Supervising Admin. Officer
Announcement of Vacancy and the None 3 Minutes HRMDO
CSC publication
1.9. Forwards prepared Administrative Aide VI
Announcement of Vacancy and the None 2 Minutes HRMDO
260
CSC publication to the Office of the
President for Approval
1.10. Receives Approved
Announcement of Vacancy and the Administrative Aide VI
CSC publication from Office of the None 2 Minutes HRMDO
President
1.11. Reproduces 19 copies of Administrative Assistant I

Announcement of Vacancy for HRMDO
posting/Scanning for posting in Administrative Officer I
social media and copy for HRMDO
college/units of the University None 5 Minutes
and/or
(Administrative Aide VI)
1.12. Posts the announcement of Administrative Assistant I
vacancy in conspicuous places of HRMDO
the University and in the BU website
for 10 working days (copy furnished and/or
all units/campuses of the University)
HRMDO
None 5 Minutes
and/or
Administrative Assistant II
HRMDO
261
1.13. Forwards the prepared Administrative Assistant II
publication to the Civil Service None 2 hours HRMDO
Commission, Field Office
1.14. Receives and records
application letters and credentials of For face to face filling of
applicants application:
HRMDO
None 5 Minutes
For online Submission of
Application:
HRMDO
1.15. Prepares initial evaluation of
credentials of applicants and those Administrative Assistant I
considered next in rank to the HRMDO
published vacant position using
Individual Assessment Form Administrative Officer I
HRMDO
10 Days
None And/or
(per position)
HRMDO
HRMDO
262
1.16. Sends letters to those Administrative Assistant I
None 30 Minutes
considered next in rank HRMDO
1.17. Prepares notice and schedule Administrative Officer I
of deliberation with prior HRMDO
consultation with the Chair
University Human Resource Merit, None 10 Minutes and/or
Promotion & Selection Board
(UHRMPSB) as to availability Administrative Assistant I
HRMDO
1.18. Deliberates on the vacant
University Human Resource
items published per college by
None 2 hours Merit, Promotion & Selection
UHRMPSB and set the schedule of
Board
written and skills test
1.19. Inform the qualified applicants Administrative Officer I
of the schedule of exam. HRMDO
and/or
None 10 Minutes
HRMDO
1.20. Receives results of the written Administrative Aide VI

and skills test None 3 days HRMDO
1.21. Prepares notice of interview None 5 Minutes

1.22. Informs applicants of the Administrative Assistant I
schedule of interview thru text or HRMDO
None 30 Minutes
phone call or email and/or
263
HRMDO
1.23. Interviews applicants University Human Resource
None 2 days Merit, Promotion & Selection
Board
1.24. Receives result of the
None 1 day
Interview and written and skills test
1.25. Prepares the summary of
evaluation, Minutes of deliberation Administrative Assistant I
and interview using Selection Line – HRMDO
None 2 days
up Assessment Form and
Qualification of Candidates
1.26. Reviews and verifies summary

of evaluation, Minutes of Supervising Admin. Officer
None 30 Minutes
deliberation and interview for HRMDO
signature of the USB
1.27. Signs the BU MSP Form 04 Supervising Admin. Officer
None 3 Minutes
HRMDO
1.28. Prepares the Board
Resolution with the list of
Recommendees using Appendix H Administrative Assistant I
None 10 Minutes
– Ranking of Top Five Applicants HRMDO
deemed most qualified (BU MSP
Form 05)
1.29. Signs Board Resolution None 5 days UHRMPSB Committee
1.30. Records and forwards
documents and board resolution None 2 Minutes Administrative Aide VI
together with the supporting HRMDO
264
documents to the UHRMPSB
Committee for signature
1.31.Coordinates with Admissions Administrative Officer I

Office for the schedule of the HRMDO
psychological test for top 5 ranking
applicants and prepares the None 2 Hours and/or
required request form
HRMDO
1.32. Forwards the request form for
None 1 day
Psychological Test
1.33. Receives and records the
HRMDO
psychological test result from
None 15 days
Admissions Office
1.34. Records and forwards

documents and board resolution
together with the supporting
documents to the President’s Office
through the Chairman of the
UHRMPSB for the final interview
1.35. Schedule Interview in Administrative Aide VI
coordination with the Office of the None 5 days HRMDO
President
1.36. Receive the documents and Administrative Officer I
Board Resolution acted/signed by HRMDO
the President from the Office of the None 5 Minutes
Chairman, UHRMPSB and/or
265
HRMDO
1.37. Records signed Board
Resolution and supporting None 2 Minutes
HRMDO
documents
1.38. Forwards signed Board
Resolution and supporting
documents to the head of the Administrative Aide VI
None 30 Minutes
HRMDO for information and HRMDO
instruction
1.39. Informs the selected applicant Administrative Officer I

through the unit head or end-user HRMDO
and advises to comply with the None 20 Minutes
required documents per instruction and/or
of the Head of the HRMO
1.40. Prepares appointment of Administrative Assistant I
appointee upon compliance of all None 10 Minutes HRMDO
the requirements
1.41. Reviews prepared
appointment and certifies that all
requirements and supporting papers
pertinent to the appointment have None 10 Minutes
HRMDO
been complied with, reviewed and
found to be in order
1.42. Forwards appointment to the Administrative Aide VI

Chairman, UHRMPSB for signature None 2 Minutes HRMDO
266
1.43. Receives back and records
the appointment signed by the None 2 Minutes
President
1.44. Schedule of oath of Office in Administrative Officer I
coordination with the Office of the HRMDO
President
None 3 Days and/or
HRMDO
1.45. Posts the name/s of the newly
appointed personnel at the bulletin None 2 Minutes
HRMDO
board
1.45. Releases original copy of
appointment, Oath of Office and Administrative Assistant I
None 3 Minutes
instructs appointee to report to HRMDO
his/her Unit Dean/Director
1.46. Prepares Certificate of Administrative Officer I
Assumption to Duty for signature of HRMDO
his/her Unit Dean/Director
None 2 Minutes and/or
HRMDO
1.47. Receives the signed certificate Administrative Aide VI
of Assumption to Duty from the None 2 Minutes HRMDO
concerned unit
48 Days
TOTAL None 2 Hours
25 Minutes
267
*Rule VII Sec. 29 of 2017 Omnibus Rules on Appointments and other Human Resource Actions, as amended .
7. Filling Up of Vacant Position (For Teaching Personnel)
Filling a vacancy non-teaching positions is a process that requires action from the University Faculty Selection Board
(UFSMB). It could be by means of appointment, re-appointment, promotion or transfer of faculty from another agency to the
University.
The request emanates from the end-user or respective Dean or Director where the vacancy exists and the evaluation of the
credentials are made by the Local Evaluation Committee. The result of the local evaluation is then forwarded to the UFSMB
through HRMDO for review and conduct of Behavioral Events Interview (BEI).

Type of Transaction: Government-to-Government
Who may Avail: Heads/Chiefs of Unit/Office
Initial Request and Plantilla of Personnel (1 original) Requesting Entity/End-User/HRMDO
Approved request (1 photocopy) Requesting Entity/End-User/HRMDO
FEES TO PROCESSING
BE PAID TIME
1. Submits the 1.1. Receives & records request to fill None 2 Minutes
request to full up up vacant item for teaching position
268
vacant for Administrative Aide VI
teaching position HRMDO
1.2. Forwards request to Head of the None 5 Minutes
HRMDO for review and verification
1.3. Reviews and verifies request to fill None 10 Minutes Administrative Officer I
up vacant item HRMDO
1.4. Signs the reviewed request to fill None 2 Minutes Supervising Admin. Officer
up vacant item HRMDO
1.5. Forwards, reviewed and signed Administrative Aide VI
request to the Office of the Vice None 1 Day HRMDO
President for Academic Affairs
1.6. Receives & records approved Administrative Aide VI
request to fill up vacant item for None 2 Minutes HRMDO
teaching personnel
1.7. HRMDO prepares the Administrative Officer I
Announcement of Vacancy and reviews HRMDO
the same None 10 Minutes And/or

HRMDO
1.8. Forwards prepared Announcement
to the Office of the President for None 1 Day
Approval HRMDO
1.9. Receives Approved Announcement None 2 Minutes
of Vacancy from Office of the President
269
1.10. Reproduces 19 copies of Administrative Assistant I
Announcement of Vacancy HRMDO
and/or
None 5 Minutes
HRMDO
and/or
HRMDO
1.11. Posts the announcement of Administrative Assistant I

vacancy in conspicuous places of the HRMDO
University and in the BU Website as
well as in FB account for 10 working
HRMDO
days (copy furnished all None 5 Minutes
units/campuses of the University) and/or
HRMDO
1.12. HRMDO receives and records Administrative Aide VI

Application Letters and credentials of None 2 Minutes HRMDO
Applicants
270
1.13. Forwards Application Letters and
credentials of Applicants to Head of the None 2 Minutes
HRMDO
1.14. Forwards Application Letters and Administrative Aide VI
credentials to the Local Technical HRMDO
Committee thru the Dean for evaluation None 15 Days
using the prescribed form (PASUC
CCE)
1.15. End-User Conducts Written Test None 5 Days Local Evaluation Committee of
and Demo Teaching of applicants the Requesting College
1.16. Receives Result of Summary of None 5 Minutes
Evaluation from the College Administrative Aide VI
HRMDO
1.17. Forwards Result of Summary of None 5 Minutes
Evaluation to the Head of HRMDO
1.18. Reviews and verifies Result of Administrative Assistant III
Summary of Evaluation submitted HRMDO
30 Minutes
None and
per applicant

HRMDO
1.19. Returns the summary of Administrative Aide VI
evaluation to the College/Unit if there None 5 Minutes HRMDO
is/are correction/s to be made
1.20. Prepares notice of deliberation/ Administrative Assistant III

interview of the University Faculty Merit None 5 Minutes HRMDO
& Selection Board (UFMSB) for the
271
scheduled interview and zoom
credentials
1.21. Forwards Notice of Meeting to the Administrative Aide VI
VPAA for scheduling and signing of None 5 Minutes HRMDO
notice of meeting
1.22. Receives signed notice of None 2 Minutes
meeting w/ schedule indicated Administrative Aide VI
1.23. Forwards to the UFMSB the HRMDO
None 2 hours
notice of meeting
1.24. Conducts the Behavioral Events 30 Minutes
None University Faculty Merit &
Interview (BEI) of applicants per applicant Selection Board
1.25. Prepares summary of evaluation, Administrative Assistant III
None 1 Hour HRMDO
interview and Board Resolution
1.26. Reviews summary of evaluation,

None 15 Minutes Supervising Admin. Officer
interview and Board Resolution HRMDO
1.27. Signs Board Resolution with the
recommendees for submission to the None 1 Day UFMSB
President
1.28. Forwards Board Resolution with
supporting documents to the UFMSB None 5 Minutes
for signature Administrative Aide VI
HRMDO
1.29. Forwards Board Resolution with
supporting documents to the Office of None 2 Minutes
the President who shall make the final
272
choice from among the recommendees
of the Board
1.30. Coordinates with Admissions
Office for the schedule of the Administrative Assistant III
psychological test of the None 5 Minutes HRMDO
recommendees and prepares the
required request form
1.31. Forwards the request form for Administrative Aide VI
psychological test to Admissions Office None 15 days HRMDO
1.32. Receives the psychological test None 2 Minutes

result from Admissions Office
1.33. Records and forwards documents
and Board Resolution together with the None 2 Minutes
supporting documents to the
President’s Office
1.34. Receives back the documents
and Board Resolution signed by the None 2 Minutes Administrative Aide VI
HRMDO
President
`
1.35. Records signed Board Resolution None 2 Minutes
and Supporting documents
1.36. Forwards signed Board
Resolution and supporting documents None 2 Minutes
to the Acting Head of the HRMO for
information and instruction
1.37. Informs the selected applicant
None 3 Minutes Administrative Assistant I
through the unit head or end-user and
HRMDO
advises to comply with the required
273
documents per instruction of the Head
of the HRMDO
1.38. Prepares appointment of
appointee upon compliance of all Administrative Assistant I
documents HRMDO
None 10 Minutes
and/or
HRMDO
1.39. Reviews prepared appointment
and certifies that all requirements and
supporting papers pertinent to the None 10 Minutes Supervising Admin. Officer
HRMDO
appointment have been complied with,
reviewed and found to be in order
1.40. Forwards appointment to Administrative Aide VI
Chairman, UFMSB
1.41. Receives back and records the Administrative Aide VI

None 2 Minutes
appointment signed by the President HRMDO
1.42. Informs the Appointee through the

unit head to get the original copy of
None 3 Minutes Administrative Assistant I
appointment and to take her/his Oath of
HRMDO
Office to be Administered by the
University President (as scheduled)
274
1.43. Posts the name/s of the newly
appointed personnel at the bulletin None 3 Minutes Administrative Assistant I
HRMDO
board
1.44. Releases original copy of
appointment, Oath of Office and Administrative Aide VI
None 3 Minutes
HRMDO
instructs appointee to report to his/her
Unit Dean/ Director/Head of Office
1.45. Prepares Certificate of
Assumption to Duty for signature of None 2 Minutes Administrative Assistant I
his/her Unit Dean/ Director/Head of HRMDO
Office
1.46. Receives the certificate of Administrative Aide VI
Assumption to Duty from the concerned None 2 Minutes HRMDO
unit
1.47. Conducts brief orientation to the Ms. Christine Z. Belgica
newly hired employee on the Vision, Administrative Officer II
Mission, Goals and Objectives of the
University, Basic Policies, rules and None 30 Minutes and/or
regulations, benefits and privileges,
roles and responsibilities. Administrative Assistant I
HRMDO
38 Days
Total None 7 Hours
1 Minute
*Rule VII, Section 29 of Omnibus Rules on Appointment and other Human Resource Actions
275
8. Preparation and Processing of Employee’s Retirement Documents for GSIS Purposes
Preparation and processing of retirement document starts upon receipt of the approved retirement. The following are the
documents prepared as attachment:
a. Certification of Leave Without Pay (If applicable)
b. Service Record

Type of Transaction: G2G-Government-to-Government
Who may Avail: Retiring/retired personnel
WHERE TO SECURE
CHECKLIST REQUIREMENTS
Three (3) copies of the following:
- Agency Clearance of No Pending Administrative Case
- Certification of Last Day of Service
Filled-up application form for retirement from GSIS Requesting Entity
Authorization (for those who cannot claim the documents personally)
Identification Card of the authorized representative
Original service record (1 Original Copy) HRMDO

Certificate of Last day of service (1 Original Copy) College/Unit AO
HRMDO/College/Unit
Leave Card (1 Original Copy)
FEES TO PROCESSING
BE PAID TIME
1. Retirees submits the 1.1 HRMDO Receives Administrative Aide VI
None 5 Minutes
application for retirement employee’s application for (Administrative Aide VI)
276
retirement approved by the
President
1.2 Prints and verifies Service
Record of retiring employee
indicating last day of service None 10 Minutes
HRMDO
and Leave of Absence Without
Pay (LWOP)
1.3 Prepares Certificate of Administrative Officer IV
Leave of Absence Without Pay None 10 Minutes HRMDO
(if any)
1.4 Reviews and signs the
Certificate of Leave of None 5 Minutes
HRMDO
Absence w/o pay
1.5 Forwards the application
for retirement to the
None 1 day
President’s Office for signature Administrative Aide VI
with supporting documents HRMDO
1.6 Receives back the
documents signed by the None 3 Minutes
President
2. Receive the retirement 2.1. Releases to the concerned
documents employee or to authorized
representative together with
For the authorized the attached documents for
representative submission to GSIS Administrative Officer IV
None 5 Minutes
HRMDO
and Identification Card
277
1 day of
Total None
38 Minutes
9. Preparation/Processing of Application of Employee’s Terminal Leave Benefits

Terminal leave is the money value of the total accumulated leave credits of an employee based on the highest salary rate
received prior to or upon retirement date/voluntary separation. (CSC MC No. 41, series of 1998)
The retirement documents upon evaluation and review, shall be submitted to Budget Office and Department of Budget
and Management Office.

Type of Transaction: G2G-Government-to-Government
Who may avail: Retiring/retired personnel
Affidavit of No Pending Criminal Case (1 original copy) Requesting Entity
Leave Form (Form 6) (3 original copies) HRMDO
Unit/University Clearance (3 original copies) Requesting Entity
Statement of Assets, Liabilities & Net worth (2 original copies) Requesting Entity
Leave Cards (1 photocopy) HRMDO
Certificate of Leave Absence (1 original) HRMDO
NOSI/NOSA/Appointment (1 photocopy) HRMDO
Service Record (1 original) HRMDO
Affidavit of No Pending Criminal Case (1 original) Legal Office
Approved Request to retire Requesting Entity/HRMDO
GSIS Clearance Requesting Entity
278
If deceased:
1. death certificate (Original copy)
2. cert. of survivorship (Original copy) Requesting Entity
3. special power of attorney (SPA) if the legal heirs cannot personally
appear to submit / follow-up the claims (Original copy)
FEES TO PROCESSING
BE PAID TIME
1. Retiree submits application for 1.1 Receives and
Terminal Leave records employee’s Administrative Aide VI
application for None 2 Minutes HRMDO
Terminal Leave
1.2. Audits the Leave

card of the retiree
(a) If non-teaching,
prepares statement of Administrative Assistant II
vacation and sick HRMDO
leave credits None 4 hours
(b) If teaching HRMDO
personnel, prepares
certification of leave
balance
3. Certifies Administrative Officer IV
correctness of the HRMDO
statement of vacation
and sick leave credits None 2 Minutes And/or
HRMDO
279
4. Checks, verifies,
and signs the Supervising Admin. Officer
None 5 Minutes
statement of vacation HRMDO
and sick leave credits
5. Prepares, prints
certification of Leave
Balances, and affixes None 5 Minutes
HRMDO
the documentary
stamp
6. Reviews and signs Supervising Admin. Officer
None 5 Minutes
the Certification HRMDO
7. Forwards to
Administrative Office
the Terminal Leave
None 30 Minutes
papers for
adjudication and Administrative Aide VI
voucher preparation HRMDO
8. Receives from
Administrative Office
Terminal Leave None 2 Minutes
papers with voucher
and adjudication
9. Prepares and Administrative Officer IV
Review LARP Form HRMDO
(List of Actual
None 10 Minutes
Retirees to be Paid)
HRMDO
10. Records and Administrative Officer IV
None 2 Minutes
forwards Terminal HRMDO
280
Leave Papers with
LARP to the BU
Budget Office for
submission to DBM
upon verification as to
the correctness of the
University Accountant
and approval of the
LARP by the
President and to be
approved by the
Regional Director of
the Department of
Budget and
Management
5 hours
Total None
3 Minutes
281
UNIVERSITY ADMINISTRATIVE OFFICE
External Services
282
1. Processing of Various Financial Claims
This service pertains to processing of payment of obligation to employees/ individual/ agencies/ creditors for goods
purchased or services rendered.
Office or Division: University Administrative Office (GASS & Auxiliary Services)
Type of Transaction: • G2C - Government-to-Citizens

• G2B - Government-to-Businesses
• GSG - Government-to-Government
Who may avail: • BU Personnel
• BU Students
• Creditors/ External Agencies

Other Expenditures
Utility Expense
• Statement of Account/Bill (1 original, 1 photocopy) Utility Company
• Invoice/Official Receipt or machine validated statement of account/bill Utility Company
(1 original, 1 photocopy)
Other Expenditures
Telephone/Communication Expense
• Statement of Account/Bill (1 original, 1 photocopy) Communication Company
• Invoice/Official Receipt or machine validated statement of account/bill Communication Company
or collection and acknowledgement receipts. (1 original, 1 photocopy)
283
• Certification by Head of Agency or his authorized representatives that Concerned BU Office
all National Direct Dial (NDD), National Operator Assisted Calls and
International Operator Assisted Calls are official calls (1 original, 1
photocopy)
• Authority from the Head of Agency for entitlement to Mobile phone Office of the BU President
allowance (2 certified copy of the original)
• Certification from the Chief Accountant or cluster Accountant and Central Accounting Office
Property Officer that the employee was not issued a postpaid plan for
mobile phone. (3 original)
General Support Services (janitorial, security maintenance, garbage
collection and disposal and similar services)
• Performance Appraisal Report (1 original, 1 photocopy) General Support Agency
• Statement of account or Contractor's Bill (1 original, 1 photocopy) General Support Agency
• Record of Attendance Services (1 original, 1 photocopy) General Support Agency
• Proof of remittance to concerned government agencies [BIR/Social General Support Agency
Security System (SSS)/ECC/Pag-ibig/PhilHealth] (2 certified copy of
the original)
CLIENT STEPS AGENCY ACTIONS FEES PROCESSING PERSON RESPONSIBLE
TO BE TIME
PAID
1. Clients submits 1.1 Review, receive and record None 1 hour Administrative Aide
documents for processing of documents submitted University Administrative
financial claim Office (GASS & Auxiliary
Services)
284
1.2 Prepare Disbursement None 3 days Administrative Aide
Voucher (DV) and other necessary University Administrative
documents Office (GASS & Auxiliary
Services)
GASS & Auxiliary Services

University Administrative
Office (GASS & Auxiliary
Services)
1.3 Record the Disbursement None 7 hours Administrative Aide

Voucher (DV) and attach Claim University Administrative
Monitoring Sheet Office (GASS & Auxiliary
Services)
1.4 Review documents and sign None 2 days GASS & Auxiliary Services
Box A of the Disbursement Administrative Officer
Voucher (DV) University Administrative
Services)
Chief Administrative Officer

for Administrative Division
Office
285
1.5 Forward Disbursement None 1 day Administrative Aide
Voucher (DV) to the Budget Office University Administrative
Services)
TOTAL
None 7 days
286
UNIVERSITY ADMINISTRATIVE OFFICE
Internal Services
287
Processing of Various Financial Claims
This service pertains to processing of payment of obligation to employees/ individual/ agencies/ creditors for goods
purchased or services rendered.
Office or Division: University Administrative Office (GASS & Auxiliary Services)

G2B - Government-to-Businesses
GSG - Government-to-Government
BU Students
Creditors/ External Agencies

Cash Advances
Petty Cash Fund (PCF)
• Approved establishment of PCF (2 certified photocopy of the Office of the BU President
original)
• Certified copy of approved fidelity bond (for PCF establishment Bureau of Treasury
equal or above P5,0001) (2 certified photocopy of the original)
• Approved estimate of petty cash expenses for one month (initial Office of the BU President
set-up) (2 certified photocopy of the original)
Cash Advances
Local Travel
• Duly approved Office Order/Travel Order (2 certified copy of the Office of the BU President/Vice-President/
original) Deans/Director/Heads of Offices (whichever is
applicable)
288
• Duly approved Itinerary of Travel (3 original) Claimant/Office of the BU President/Vice-
President/ Deans/Director/Heads of Offices
(whichever is applicable)
• Certification that the payee has no outstanding unliquidated cash Central Accounting Office (with initial from the
advance (written in the face of the disbursement voucher) (3 Campus/Cluster Accounting Office)
original)
• Letter of invitation of the host/sponsoring agency/organization (2 Host/Sponsoring Agency/Organization
photocopy)
• Approved request for trainings/seminars/conference/convention Immediate Supervisor/BU Human Resource
(BU-F-HRMO-104) (1 original and 1 photocopy) Management Office/Vice-
President/Dean/Director/ Head of Office
• Plane Travel Order, if applicable (2 certified copy of the original) Office of the BU President
Cash Advances
Foreign Travel
• Duly approved Office Order/Travel Order (2 certified copy of the Office of the BU President
original)
• Authority to travel (2 certified copy of the original) Office of the BU President
• Duly approved Itinerary of Travel (3 original) Claimant/Office of the BU President/Vice-
President/ Deans/Director/Heads of Offices
• Certification that the payee has no outstanding unliquidated cash Central Accounting Office (with initial from the
advance (written in the face of the disbursement voucher) (3 Campus/Cluster Accounting Office)
original)
• Printed copy of the United Nations Development Programme Please download the DSA at UNDP Official
(UNDP) rate for the daily subsistence allowance (DSA) for the Website
country of destination on the date of CA (basis for conversion of
peso rate) (2 printed copies)
289
• Letter of invitation of the host/sponsoring agency/organization (2 Concerned Host/Sponsoring Agency/
certified copy of the original) Organization
• Flight itinerary issued by the airline ticketing office/travel agency (2 Airline/Airline Ticketing Office/Travel Agency
photocopy)
• Where applicable, authority to claim representation expenses (2
certified copy of the original)
In case of seminar/traiing:
• Acceptance of nominee/s as participant/s (issued by the host
country) (2 certified copy of the original)
Concerned Host/Sponsoring Agency/
• Programme Agenda and Logistics Information (2 certified copy of Organization
the original)
Special Cash Advance
• Approved Special Cash Advance (2 certified copy of the original) Office of the BU President
• Certified copy of approved fidelity bond (2 certified photocopy of Claimant

the original)
• Duly received designation as Special Disbursing Office (2 certified Office of the BU President
copy of the original)
Liquidation of Cash Advances
Petty Cash Fund
• Report on Paid Petty Cash Vouchers (RPPCV) (3 original) Petty Cash Custodian
• Petty Cash Vouchers (PCVs) duly accomplished, signed and Petty Cash Custodian
approved (3 original)
• Approved purchase request (2 certified copy of the original) Vice-President/ Deans/Director/Heads of
Offices (whichever is applicable)
290
• Certificate of Emergency Purchase (1 original, 1 photocopy) Petty Cash Custodian/Claimant
• Bills, receipts, sales invoices (1 original, 1 photocopy) Concerned Business Establishment
• Certification of Expense not Requiring Receipt (CERR) (for Petty Cash Custodian/Claimant
expenses amounting to P300 or less) or Reimbursement Expense
Receipts (RER) (for expenses amounting to more than P300 but
not exceeding Pl,000), pursuant to COA Circular No. 2017-001
dated June 19, 2017, as amended by COA Circular No. 2021-001
dated June 24, 2021, or other amount that may be prescribed in
the future (1 original, 1 photocopy)
• Inspection and Acceptance Report (IAR) or Certificate of Designated Inspector/ Inspection Committee
Inspection and Acceptance (3 original)
• Pre and Post-Repair Inspection Report (3 original) Pre and Post-Repair Inspection Committee
• Waste Materials Report (WMR) in case of replacement/repair (3 Pre and Post-Repair Inspection Committee
original)
• Approved trip ticket, for gasoline/fuel expenses, together with Motorpool Section
parking and toll fee receipts, if any (applicable for government
vehicles only) (2 certified copy of the original)
• Canvass from at least three suppliers for purchases as prescribe Petty Cash Custodian/Claimant
(involving P2,000 and above or other amount that may be
prescribed in the future), except for purchases made while on
official travel (1 original, 1 photocopy)
• Summary/Abstract of Canvass (3 original) Petty Cash Custodian/Claimant
• OR/eOR/AR or equivalent in case of refund of PCF (1 original, 1 Cashier’s Office
photocopy)
• Inventory Custodian Slip (ICS) for semi-expendable items (3 Supply Office

original)
291
For meals and snacks charged to PCF:
• Notice of meeting with agenda/meeting's purpose Petty Cash Custodian
• Minutes of Meeting
(2 certified copy of the original)
Liquidation of Local Travel
• Liquidation Report (3 original) Claimant/ Office of the BU President/Vice-
President/ Deans/Director/Heads of
Offices/Accountant
• Approved Certificate of Travel Completed (3 original) Office of the BU President/Vice-President/
Deans/Director/Heads of Offices (whichever is
applicable)
• Approved Revised Itinerary of Travel, if the previously approved Office of the BU President/Vice-President/
itinerary was not followed (3 original) Deans/Director/Heads of Offices (whichever is
applicable)
• Copy of previously approved Itinerary of travel (2 photocopy) Cashier’s Office
• Copy of Office Order and the Supplemental Office/ Order or any Office of the BU President/Vice-President/
proof supporting the change of schedule (2 certified copy of the Deans/Director/Heads of Offices (whichever is
original) applicable)
• Original copy of Certificate of Appearance or certified copy of Concerned Host/Sponsoring Agency/
Certificate of Attendance in the absence hereof, photocopy of the Organization and Claimant/Client
received copy of Memo of Transmittal of back to Office
Report/Narrative Report on trip undertaken/Report on Participation
addressed to the agency head. The report, duly noted by the
agency head or his authorized representative, shall contain, among
others, the following information:
292
Ø Recommendations
• OR/eOR3 /AR or equivalent in case of refund of excess cash Cashier’s Office
advance (1 original, 1 photocopy)
• Paper/electronic plane, boat or bus/train tickets, terminal fee Transportation company
receipts, paper/electronic boarding passes or a passenger
manifest certified by the concerned airline or shipping company
• Certification by the Head of Agency as to the absolute necessity of Office of the BU President/Authorized
the expenses together with the corresponding bills or receipts, if University Official
the expenses incurred for the official travel exceeded the
prescribed rate per day (certification or affidavit of loss shall not be
considered as an appropriate replacement for the required
hotel/lodging bills and receipt (1 original, 1 photocopy)
• OR/eOR or CERR (for expenses amounting to P300 or less) or Cashier’s Office
RER (for expenses amounting to more than P300 but not
exceeding Pl,000), pursuant to COA Circular No. 2017-001 dated
June 19, 2017, as amended by COA Circular No. 2021-001 dated
June 24, 2021, or other amount that may be prescribed in the
future. In case of payment of toll fees, the CERR/RER shall be
supported with the toll fee rates. (1 original, 1 photocopy)
• Hotel room/lodging bills with official receipts in the case of official Hotel/Lodging Establishment
travel to places within 50-kilometer radius from the last city or
municipality covered by Metro Manila Area, if the travel allowances
being claimed include hotel room/lodging (1 original, 2 photocopy)
Liquidation of Foreign Travel
• Liquidation Report (3 original) Claimant/ President/Vice-President/
Deans/Director/Heads of Offices/Accountant
293
• Approved Certificate of Travel Completed (3 original) Office of the BU President/Vice-President/
Deans/Director/Heads of Offices (whichever is
applicable)
• Approved Revised Itinerary of Travel, if the previously approved Office of the BU President/Vice-President/
itinerary was not followed (3 original) Deans/Director/Heads of Offices (whichever is
applicable)
• Copy of previously approved Itinerary of travel (2 photocopy) Cashier’s Office
• Copy of Office Order and the Supplemental Office/ Order or any Office of the BU President/Vice-President/
proof supporting the change of schedule (2 certified photocopy of Deans/Director/Heads of Offices (whichever is
the original) applicable)
• Original copy of Certificate of Appearance or certified copy of Concerned Host/Sponsoring Agency/
Certificate of Attendance in the absence hereof, photocopy of the Organization and Claimant/Client
received copy of Memo of Transmittal of back to Office
Report/Narrative Report on trip undertaken/Report on Participation
addressed to the agency head. The report, duly noted by the
agency head or his authorized representative, shall contain, among
others, the following information:
Ø Recommendations
• OR/eOR /AR or equivalent in case of refund of excess cash Cashiers Office
advance (1 original, 1 photocopy)
• Printed copy of the United Nations Development Programme Please download the DSA from the official
(UNDP) rate for the daily subsistence allowance (DSA) for the UNDP website.
country of destination on the date of travel (basis for conversion of
peso rate) (2 printed copies)
294
• Paper/electronic plane, boat or bus/train tickets, terminal fee Transportation Company
manifest certified by the concerned airline or shipping company. In
the absence thereof other documents such as, but not limited to, a
certified true copy of the passport showing the dates of entry and
exit, duly stamped by the Immigration Office of the country of
destination as indicated in the approved travel authority and
itinerary of travel; or a passenger manifest certified by the
concerned airline or shipping company (1 original, 1 certified copy
of the original)
• For reimbursement of actual travel expenses in excess of the
prescribed rate:
Ø Approval authority for reimbursement duly approved by the Office of the BU President
Head of Agency (2 certified copy of the original)
Ø Certification from the Head of the Agency that it is
absolutely necessary (2 certified copy of the original) Office of the BU President
Ø Hotel room with official receipts (certification or affidavit of
loss shall not be considered as an appropriate replacement
for the required bills and receipts) (1 original, 1 photocopy) Hotel/Lodging Establishment
• Bills/receipts for non-commutable representation expenses Business establishment
approved by the President or authorized officials (1 original, 1
photocopy)
Liquidation of Special Cash Advance
• Duly accomplish cash disbursement record (Appendix 40) (3 Special Disbursing Officer/Claimant
original)
• Liquidation Report (3 original) Special Disbursing Officer/Claimant
• Same requirements as those for salaries, petty operating Special Disbursing Officer/Claimant
expenses, other personnel services, and maintenance and other
operating expenses depending on the nature of expenses incurred.
295
Salary
For Contract of Service and Job Order Workers
• Approved Contract for Contract of Service and Job Order Workers End-user Office/Human Resource
(usually for Research Assistant with approved contract) (1 original, Management and Development Office
1 photocopy)
• Job Order-1st claim (1 original, 1 photocopy) Immediate Supervisor, Administrative Officer,
Supply Officer, Vice-President/Dean/Director
• Letter Order (1 original, 1 photocopy) Budget Officer, Vice-President/Dean/Director
• Approved renewal of contract-quarterly (1 original, 1 photocopy) Office of the BU President/ End-user
Office/Human Resource Management and
Development Office
• Approved manual entry (2 certified copy of the original) Job Order personnel/ Immediate Supervisor
• Travel Order/Permission to leave Form (2 certified copy of the Office of the BU President/Vice-
original) President/Dean/ Director/Head of Office
• Original Certificate of Appearance or certified photocopy of Concerned Office/Agency
attendance/participation (1 original, 1 photocopy)
• Accomplishment Report (1 original, 1 photocopy) Job Order personnel
• Approved extension of service/ Approved request for payment (1 End-user office
original, 1 photocopy)
• Accomplishment report for the extension of service (1 original, 1 Job Order personnel/Immediate Supervisor
photocopy)
• Certificate of Assumption (1 original, 1 photocopy) Immediate Supervisor
• Approved DTR (1 original, 1 photocopy) Job Order personnel
• BIR withholding certificate (the Accounting Section issue if Accounting Office
requested by JO/Cos) (1 original, 1 photocopy)
Allowances, Honoraria and Other Forms of Compensations
Honoraria
296
Government Personnel Involved in Government Procurement
• Office Order creating and designating the BAC compositions and Office of the BU President
authorizing the members to collect honoraria (2 certified copy of
the original)
• Minutes of BAC meetings (2 certified copy of the original) BAC Secretariat
• Notices of Award to the winning bidders of procurement activity BAC Secretariat
being claimed (2 certified copy of the original)
• Certification that the procurement involves competitive bidding (1 BAC Secretariat
• Attendance sheet listing the names of attendees to the BAC BAC Secretariat
meetings (2 certified copy of the original)
• Certification issued by the Chief Accountant or Cluster Accountant Accounting Office
that the amounts received by the recipient/s do not exceed 25% of
the annual basic salaries (3 original)
Honoraria
Governing Boards of Collegial Bodies
• Appointment/designation as member of the Board (2 certified copy Office of the Board Secretary
of the original)
• Certification that the claimant is not an appointee to a regular Office of the Board Secretary
position in the governing board of collegial body who receives
salaries, regular allowances and other benefits (1 original, 1
photocopy)
• Minutes of Meeting and Attendance Sheet as certified by the Board Office of the Board Secretary
Secretary (2 certified copy of the original)
297
• Certification issued by the Chief Accountant that the amounts Accounting Office
received by the recipient/s do not exceed the limits (3 original)
Honoraria
Resource Person/Coordinator/Facilitator
• Office Order for their designation with authority to collect Office of the BU President
honorarium (2 certified copy of the original)
• Authority to Conduct the Training/Seminar and the participants (2 Office of the BU President
• Course Outline/Program (2 certified copy of the original) Implementing College/Office/Department
• Copy of the Letter/Invitation to Guest Resource Speaker/Persons Implementing College/Office/Department
(as accepted/conformed) (2 certified copy of the original)
• Certification issued by the Chief Accountant or the Cluster Accounting Office
Accountant that the amounts received by the recipient/s do not
exceed the limits ( 3 original)
Honoraria
Special Projects
• Office Order for the creation of the Special Project Team (2 Office of the BU President
• Special Project Plan (2 certified copy of the original) Implementing College/Office/Department
• Terms of Reference (2 certified copy of the original) Legal Affairs Office
• Accomplishment Report/Certificate of Completion of project Implementing College/Office/Department
deliverables (1 original, 1 photocopy)
• Certificate of acceptance by the Agency Head of the deliverables Agency concerned
per project component (1 original, 1 photocopy)
exceed 25% of the annual basic salaries (3 original)
298
Honoraria
Science and Technological Activities
• Office Order or Authority to collect honoraria (2 certified copy of the Office of the BU President
original)
• Plan/Program of Activities with specific deliverables/project output Claimant
(2 certified copy of the original)
• Accomplishment Report/Certificate of Completion of programmed Claimant
activities certified by the manager/Head/proponent of the Special
Project and to be approved by the Head of the Agency or his/her
designated official. (1 original, 1 photocopy)
• Certificate of Acceptance by the Agency Head of the Office of the BU President
deliverables/project output (2 certified copy of the original)
exceed 25% of the annual basic salaries (3 original)
Monetization of Leave Credits
• Approved leave application with leave credit balance certified by Human Resource Management and
the Human Resources Officer (1 original, 1 photocopy) Development Office
• Request for monetization of leave covering more than ten days Claimant
duly approved by the Head of Agency (1 original, 1 photocopy)
For monetization of 50 percent or more:

• Clinical abstract/medical procedures to be undertaken in case of Physician
health, medical and hospital needs (2 certified copy of the original)
• Barangay Certification in case of need for financial assistance
brought by calamities, typhoons, fire, etc. (2 certified copy of the Barangay Captain
original)
299
• Justification on financial needs for the education of employee or
children (1 original, 1 photocopy) Claimant
Overtime Pay
• Overtime authority stating the necessity and urgency of the work to Office of the BU President
be done, names of personnel, the purpose of expected outputs,
specific period of such services and the manner of compensating
the same (2 certified copy of the original)
• Overtime Work Program (2 certified copy of the original) Claimant
• Quantified Overtime Accomplishment duly signed by the employee Claimant
and supervisor (1 original, 1 photocopy)
• Certificate of service or duly approved DTR (1 original, 1 Claimant
photocopy)
• Approved manual entries (2 certified copy of the original) Claimant
Representation and Transportation Allowance (RATA)
• Copy of Appointment/Office Order (1st payment) (2 certified copy Office of the BU President
of the original)
• Certificate of Assumption (1st payment) (1 original, 1 photocopy) Office of the BU President
• Certificate or evidence of service rendered or approved (1 original, Office of the BU President
1 photocopy)
• Certification that the official/employee did not use government Concerned BU Official
vehicle (written in the face of the DV) (3 original)
• Certification on the Actual Incurrence of RATA (for those with Concerned BU Official
authorized monthly commutable representation and transportation
allowance) (1 original, 1 photocopy)
For General Claims:
• Approved RATA payroll (3 original) Administrative Office
• Approved Payroll Register (hard and soft copy) (3 original) Finance Division
300
• Letter to the bank to credit employees account of their RATA Cashier’s Office
claims, if applicable stamped "Received" by the bank (1 original, 1
photocopy)
• Validated Deposit Slip/LDDAP-ADA, if applicable (1 original, 1 Cashier’s Office
photocopy)
Terminal Leave Benefits
• Agency Clearance from money, property and legal accountability Claimant/Retired Employee
from the Central Office and/or from the Regional Office of last
assignment (1 original, 1 photocopy)
• Ombudsman Clearance (2 certified copy of the original) Claimant/Retired Employee
• Certified photocopy of employees leave card with computed leave Human Resource Management and
credits as at last date of service by the Personnel Development Office
Division/Unit/Office/Admin/Human Resources Office/Unit (2
• Approved leave application (1 original, 1 photocopy) Claimant/Retired Employee
• Complete service record (1 original, 1 photocopy) Human Resource Management and
Development Office
• Statement of Assets, Liabilities and Net Worth (SALN) (2 certified Claimant/Retired Employee
• Certified photocopy of appointment/NOSA showing the highest Claimant/Retired Employee
salary received if the salary under the last appointment is not the
highest. (2 certified copy of the original)
• Computation of terminal benefits duly signed /certified by the Chief Central Accounting Office
Accountant (2 original)
• Applicant's authorization (in affidavit form) to deduct all financial Claimant/Retired Employee
obligations with the employer agency/ LGU (1 original, 1
photocopy)
301
• In case of resignation, employee's letter of resignation duly Claimant/Retired Employee
accepted by the Head of the Agency. (2 certified copy of the
original)
Additional requirements in case of death
• Death certificate issued by PSA (2 certified copy of the original) Claimant
• Marriage Certificate issued by PSA (2 certified copy of the original) Claimant
• Birth certificate of all surviving legal heirs issued by PSA (2 Claimant
• Designation of next-of-kin (1 original, 1 photocopy) Claimant
• Waiver of rights of children 18 years old and above, if applicable (1 Claimant
Extraordinary and Miscellaneous Expenses
• Certification executed by the official concerned that the amount Office of the BU President
claimed was spent for the purpose and in the amount not
exceeding the limit indicated in the general provisions of the GAA
• Relevant Invoices/Receipts, if the amount claimed was spent for Business Establishment
the purpose and in the amount exceeding the limit indicated in the
general provisions of the GAA (1 original, 1 photocopy)
• Minutes of the meeting if used for the purpose of meetings, Office of the BU President
seminars and conferences (1 original,1 photocopy)
• Attendance Sheet (1 original, 1 photocopy) Office of the BU President
Stipend/Book Allowance
• Photocopy of Approved HRDP Grant (Contract) (2 certified copy of BUHRDP Grantee
the original)
• Photocopy of Approved HRDP Grant (Memo from the President) (2 BUHRDP Grantee
302
• Photocopy of proof of enrollment (Certificate of Academic Institution enrolled at
Registration/Certification from the University) (2 certified copy of the
original)
Tuition and Other Fees
the original)
• Photocopy of proof of enrollment (Certificate of BUHRDP Grantee/ Academic Institution
Registration/Certification from the University) (2 photocopy) enrolled at
• Photocopy of Assessment of Fees/Billing from the Institution (if not BUHRDP Grantee/ Academic Institution
included in the COR) enrolled at
• Original Official Receipt (1 original, 1 photocopy)
Transportation Expenses
the original)
• Photocopy of proof of enrollment (Certificate of BUHRDP Grantee
Registration/Certification from the University) (2 certified copy of
the original)
• Paper/electronic plane, boat or bus/train tickets, terminal fee Transportation company
manifest certified by the concerned airline or shipping company (1
original, 1 photocopy_
• Approved Itinerary of Travel (3 original) BUHRDP Grantee
• Certificate of Travel Completed (3 original) BUHRDP Grantee
303
• Certificate of Appearance (1 original, 1 photocopy) Academic Institution enrolled at
• Travel Order * (2 certified copy of the original) President or Vice-President (whichever is
applicable)
• Plane Travel Order, if applicable* (2 photocopy) Office of the BU President
* For grantees not on leave status

Thesis and Dissertation Assistance
the original)
• Photocopy of proof of enrollment (Certificate of BUHRDP Grantee
Registration/Certification from the University) (2 certified copy of
the original)
• Original copy of Line-Item Budget duly endorsed by the adviser BUHRDP Grantee
and approved by the dean of the Institution. (1 original, 1
photocopy)
For the first 50%
• Approved and accepted proposal duly signed by the adviser/s and BUHRDP Grantee
panel members and endorsed by the Dean of the Institution. (2
For the remaining 50%

• Approved and accepted Thesis signed by the Adviser/s and panel
members and endorsed by the dean of the Institution. (2 certified BUHRDP Grantee
BE PAID TIME
304
1. Clients submits 1.1 Review, receive and record None 1 hour Administrative Aide
documents for documents submitted University Administrative
processing of Office (GASS & Auxiliary
financial claim Services)
1.2 Prepare Disbursement None 3 days Administrative Aide

Voucher (DV) and other University Administrative
necessary documents Office (GASS & Auxiliary
Services)

Services)
1.3 Record the Disbursement None 7 hours Administrative Aide

Voucher (DV) and attach Claim University Administrative
Monitoring Sheet Office (GASS & Auxiliary
Services)
1.4 Review documents and None 2 days GASS & Auxiliary Services
sign Box A of the Disbursement Administrative Officer
Voucher (DV) University Administrative
Services)
305
for Administrative Division
Office
1.5 Forward Disbursement None 1 day Administrative Aide

Voucher (DV) to the Budget University Administrative
Office Office (GASS & Auxiliary
Services)
TOTAL None 7 days
306
Motorpool Section
External Services
307
1. Availment of Bicol University Stickers
The Motorpool Section controls number of transport vehicles entering Bicol University grounds for the security and
safety of BU personnel, BU students, and other stakeholders
Office or Division: Motorpool Section

G2B – Government to Businesses
Who may avail: BU Students; Private Entity

1. Application, BU form Motorpool-2 (1 Original) Motorpool Section
2. OR CR (1 Photocopy) Requesting Student/Private Entity
3. Driver’s License (1 Photocopy) Requesting Student/Private Entity
4. BU Student’s ID (1 Photocopy) Requesting Student/Private Entity
PAID TIME
1. Clients submits 1.1. Receipt of None 1 Hour Administrative Aide I
application application form Administrative Service Division
Attached Photocopy of Office
OR CR, Driver’s
Head Motorpool Section
License, BU ID
Administrative Service Division
Office
1.2. Evaluated None 30 Minutes Administrative Aide I

correctness and Administrative Service Division
308
completeness of Office
submitted documents.
Office
1.3. Recommends to None 30 Minutes Head Motorpool Section

Business Affairs Office Administrative Service Division
Office

Office

Office
1.4. The Business ● 4-wheeled - PHP 1 Day BAO Director

Affairs Office prepares 500 Business Affairs Office
the billing statement
● Motorcycle/ Admin. Aide
Tricycle – PHP
250 In-charge Dormitory
2. The client shall pay the 2.1. The Cashier’s Amount indicated 1 Day Administrative Officer V
fees indicated in the billing Office receives the in the Billing University Cashier’s Office
statement at the Cashier’s payment and issues Statement
Office (if applicable) Official Receipt. Administrative Assistant I
309


3. The client submits 3.1. Receipt of official None 1 day BAO Director
official receipt to Business receipt and release of Business Affairs Office
Affairs Office BU Car Pass/Stciker
Admin. Aide
In-charge Dormitory
TOTAL: ● 4-wheeled - PHP 3 Days, 1
500 Hour
● Motorcycle/
Tricycle – PHP
250
*Clients are advised to adhere to government Covid-19 health and safety protocols when transacting at the office such as but not limited to
wearing of face mask and observance of physical distancing. Please be advised further that transactions shall be thru window transactions only.
2. Availment of Services of BU Vehicles

The Bicol University Motorpool Section has a fleet of vehicles to provide transportation needs of BU personnel, BU
students, other agencies, and external clients.
310
G2B – Government to Businesses
Who may avail: Government Agencies and Private Entity

Letter Request addressed to the University President (1 Original) Requesting Agency/Private Entity/Individual

PAID TIME
1. Clients submits letter 1.1. Office of the None 4 Hours Administrative Aide IV
request President receives Office of the President
request for approval
1.2. Receipt of request None 1 Hour Administrative Aide I

letter Administrative Service Division
Office

Office
311
1.3. Staff check the None 4 Hours Administrative Aide I
logbook to verify Administrative Service Division
whether there is Office
previous request and
what vehicle is available
for the trip
Office
1.4 Recommend None 1 Hour Head Motorpool Section

approval of request if Administrative Service Division
vehicle is available Office

Office

Office
1.5. Staff/Driver None 4 Hours Administrative Aide I

prepares the pre- Administrative Service Division
inspection report of the Office
vehicle or
Assigned Driver
Motorpol
312
1.6. The Business * For Private Entity 1 Day BAO Director
Affairs Office prepares Business Affairs Office
the billing statement (if (Rate X Day)
applicable) +driver per diem + Administrative Aide
Diesel
In-charge Dormitory
Rate x Day: Business Affairs Office
PHP 1,500/day
Daraga/Legazpi
Area
PHP 2,500-
Within the region
PHP 5,000-
Outside the
Region
Driver per diem:
PHP 2,200/day
Outside the region
PHP 750/day
within the region
313
* For Government
Agency - None
2. The client shall pay the 2.1. The Cashier’s Amount indicated 1 Day Administrative Officer V
fees indicated in the Office receives the in the Billing University Cashier
billing statement at the payment and issues Statement
Cashier’s Office (if Official Receipt. Administrative Assistant I
University Cashier
applicable)
University Cashier

University Cashier
2.2. The Office of the None 1 Day Vice-President for Administration

Vice-President for and Finance
Administration and Office of the Vice President for
Finance shall issue a Admin and Finance
travel order to the
assigned driver if trip is
outside the Province of
Albay/ Region
2.3 Trip ticket is None 1 Day Administrative Aide I
numbered and recorded Administrative Service Division
Office
314
2.4 Trip Ticket is issued None 1 Hour Guard on Duty
to the Guard on Duty Ricardo A. Arcilla Building
2.5 Guard on Duty None 30 Minutes Guard on Duty
releases to the assigned Ricardo A. Arcilla Building
driver the trip ticket and
keys and record time of
departure
2.6 Conduct Trip None As required by Assigned Driver
the trip Motorpool
2.7 The guard on duty None 30 Minutes Guard on Duty
records the arrival of the Ricardo A. Arcilla Building
vehicle at the back of
the trip ticket and
receives the vehicle
keys
TOTAL: * For Private 3 Days, 1
Entity Hour
(Rate X Day)
+driver per diem
+ Diesel
Rate x Day:
PHP 1,500/day
315
Daraga/Legazpi
Area
PHP 2,500-
Within the region
PHP 5,000-
Outside the
Region
Driver per diem:
PHP 2,200/day
Outside the
region
PHP 750/day
within the region
* For Government
Agency - None
*Clients are advised to adhere to government Covid-19 health and safety protocols when transacting at the office such as but not
limited to wearing of face mask and observance of physical distancing. Please be advised further that transactions shall be thru
window transactions only.
316
MOTORPOOL SECTION
Internal Services
317
1. Availment of Bicol University Stickers
The Motorpool Section controls number of transport vehicles entering Bicol University grounds for the security
and safety of BU personnel, BU students, and other stakeholders


1. Application, BU form Motorpool-2 (1 Original) Motorpool Section
2. OR CR (1 Photocopy) Requesting Personnel
3. Driver’s License (1 Photocopy) Requesting Personnel
4. BU Employee ID (1 Photocopy) Requesting Personnel
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSI PERSON RESPONSIBLE
NG TIME
1. Clients submits 1.1. Receipt of None 1 Hour Administrative Aide I

application application form Administrative Service Division Office
Attached Photocopy
of Head Motorpool Section
Administrative Service Division Office
OR CR, Driver’s
License, BU ID
318
1.2. Evaluated None 30 Minutes Administrative Aide I
correctness and Administrative Service Division Office
completeness of Head Motorpool Section
submitted Administrative Service Division Office
documents.
1.3. Recommends to None 30 Minutes Head Motorpool Section
Business Affairs Administrative Service Division Office
Office
GASS & Auxiliary Services Administrative

Officer
1.4. The Business Application for first 1 Day BAO Director

Affairs Office vehicle -None Business Affairs Office
prepares the billing Application for Second
statement (if Vehicle: Admin. Aide
applicable) 4 wheeled - PHP 350
In-charge Dormitory
Motorcycle/Tricycle - Business Affairs Office
PHP 150
2. The client shall pay 2.1. The Cashier’s Amount indicated in 1 Day Administrative Officer V
the fees indicated in the Office receives the the Billing Statement University Cashier’s Office
billing statement at the
319
Cashier’s Office (if payment and issues University Cashier’s Office
applicable) Official Receipt.

3. The client submits 1. Receipt of official None 1 Day BAO Director
official receipt to receipt and release Business Affairs Office
Business Affairs Office of BU Car
Pass/Sticker Administrative Aide
In-charge Dormitory
TOTAL: ● Application for 3 Days, 1
first vehicle -None Hour
● Application for
Second Vehicle:
4 wheeled - PHP
350
320
Motorcycle/
Tricycle -
PHP 150
*Clients are advised to adhere to government Covid-19 health and safety protocols when transacting at the office such as but not limited to wearing of face
mask and observance of physical distancing. Please be advised further that transactions shall be thru window transactions only.
2. Availment of Services of BU Vehicles

The Bicol University motorpool section has a fleet of vehicles to provide transportation needs of BU personnel, BU
students, other agencies, and external clients.


1. Letter request Form No. 002 (1 Original) Motorpool Section
2. Travel order (1 Photocopy)
a. if outside Albay Province Travel order issued by:
b. if outside the Region a. Unit/College Head
b. University President
BE PAID TIME
321
1. Clients submits request 1.1. Receipt of request form None 1 Hour Administrative Aide I
form Attach Form 1/letter request as Administrative Service Division
applicable form from concerned Office
department Head of Motorpool Section
Office
1.2. Staff check the logbook to None 4 Hours Administrative Aide I

verify whether there is previous Administrative Service Division
request and what vehicle is Office
available for the trip
Office
1.3. Staff/Driver prepares the None 4 Hours Administrative Aide I

pre-inspection report of the Administrative Service Division
vehicle Office
or
Assigned Driver
Motorpool
1.4. Approves the request Form 1 Day Head Motorpool Section

No. 002. If not approved, the Administrative Service Division
reason is stated. Office
322
Office

Office
1.5. The Office of the Vice- None 1 Day Vice-President for Administration
President for Administration and and Finance
Finance shall issue a travel Office of the Vice President for
order to the assigned driver if Admin and Finance
trip is outside the Province of
Albay/ Region
1.6 Trip ticket is numbered and None 1 Day Administrative Aide I

recorded Administrative Service Division
Office
1.7 Trip Ticket is issued to the None 1 Hour Guard on Duty

Guard on Duty Ricardo A. Arcilla Building
1.8 Guard on Duty releases to None 30 Minutes Guard on Duty

the assigned driver the trip ticket Ricardo A. Arcilla Building
and keys and record time of
departure
323
1.9 Conduct Trip None As required by Assigned Driver
the trip Motorpool
1.10 The guard on duty records None 30 Minutes Guard on Duty
the arrival of the vehicle at the Ricardo A. Arcilla Building
back of the trip ticket and
receives the vehicle keys
Hours
*Clients are advised to adhere to government Covid-19 health and safety protocols when transacting at the office such as but not limited to wearing
of face mask and observance of physical distancing. Please be advised further that transactions shall be thru window
324
Procurement Management Office
External Services
325
1. Sale of Bidding Documents (Public Bidding – Goods and Infra)
The Bidding Documents are issued to prospective bidders of certain goods or services. The Bidders may be asked to pay a fee
to recover the cost for the preparation of the Bidding Documents pursuant to the Guidelines on the Sale of the Bidding
Documents. The BAC shall issue the bidding documents to the prospective bidders upon payment of the corresponding cost
thereof.
Office or Division: University BAC Secretariat Section

Type of Transaction: G2B - Government to Business
Who may avail: Prospective Bidders

● Official Receipt of Payment of Bidding Documents (1 University Cashier
Original Copy)
● One (1) Valid Company Identification Card Prospective Prospective Bidder Company
Bidder Company
TO BE TIME
PAID
1. Fill out the Intent and 1. Check if the form is filled out None 10 Minutes Admin Aide IV (Infra)
Document Purchase correctly PrMO
Form provided by the
Univ. BAC and or
present Valid Company
Procurement Management
ID Assistant (Goods and Consulting
Services)
PrMO
326
or
Univ. BAC Secretary

PrMO
2. Proceed to the 2.1 Release the Order of Payment *See 10 Minutes Univ. Cashier
University Cashier and Form to be presented to the Univ. the University Cashier’s Office
pay the corresponding Cashier table of
Fee indicated in the Fees for
Order of Payment Form Bidding
provided by the Univ. docume
BAC Secretariat nts
2.2 Issue a copy of the Bidding None 30 Minutes Admin. Aide IV (Infra)
Document PrMO
or
Procurement Management
Assistant (Goods and Consulting
Services)
PrMO
or
Univ. BAC Secretary

PrMO
2. Register in the 3. Maintain registry of the Bidders None 5 Minutes Admin Aide IV (Infra)
logbook and who purchased the Bidding PrMO
acknowledge Documents
or
327
receipt of the Procurement Management
Bidding D Assistant (Goods and Consulting
3. ocuments. Services)
PrMO
Approved Budget for the Contract (Php) Maximum Cost of Bidding Documents (Php)
500,000 and Below 500.00
More than 500,000.00 up to 1 Million 1,000.00
More than 1 Million up to 5 Million 5,000.00
More than 500 Million 75,000.00
*Fees of Bidding Documents based on Section 5.0, Appendix 8 of the 2016 Revised
Implementing Rules and Regulations (IRR) of Republic Act (RA) No. 9184.
328
Procurement Management Office
Internal Services
329
1. Preparation and Consolidation of PPMP to APP
PPMP refers to the procurement plan of a specific program/project/activity of the Agency. The Agency then must prepare an
APP (consolidated PPMP) to reflect the necessary information on the entire procurement activities that it plans to undertake
within the calendar year.
Office or Division: Procurement Planning and Management Section


● Annual Procurement Plan (1 Original Copy) PrMO
● Approved Project Procurement Management Plan (PPMP) (1 Respective End-users

Photocopy)
● Approved Project Procurement Management Plan in Excel Format Respective End-users
(1 Softcopy)
TO BE TIME
PAID
1. Submission of the 1.1 Consolidate the approved None 22 Days Admin. Aide III
Approved PPMP to the PPMP submitted by each Cluster PrMO
following offices: BAC and Chiefs/Heads of Offices.
or
Cluster BAC for
Procurement Planning and
Deans/Directors of the Management Section Head
College/Campus for PrMO
Cluster consolidation
330
Procurement Planning
and Management
Section (PPMS) for the
Chiefs/Heads of Offices
1.2 Submission of the consolidated None 7 Days Admin. Aide III
PPMP to the President for PrMO
Approval
or

Management Section Head
PrMO
1.3 Submission of the approved None 1 Day Admin. Aide III
APP to the GPPB PrMO
or

PrMO
TOTAL None 30 Days

(Goods and Consulting Services)
Procurement is the process of selecting services from a supplier who fits best the need. It includes the process of selecting
products and services that will provide value for money.
331
Office or Division: BAC Secretariat Section

● Approved Project Procurement Management Plan (PPMP) or End-User
Supplemental PPMP (1 Photocopy)
● Certificate of Availability of Funds (CAF) (1 Original Copy) Budget Officer
● Approved Request for Procurement (Purchase Request/Job End-User

Order) (1 Original Copy)
● Technical Specifications/Terms of Reference/ Job Order indicated End-User
in the Approved Request for Procurement (Purchase
Request/Job Order) (1 Softcopy)
BE PAID TIME
1. Submit the Purchase 1. Check if attachments are None 10 Minutes Procurement Management
Request/Job Order for complete Assistant (Goods and Consulting
procurement with the Services)
needed attachments PrMO
2. Submit the revised 2.1 Assign GDS Number and None 1 Day Procurement Management
PR/JO/ TOR, if there is record data. Assistant (Goods and Consulting
a need, based on the Services)
recommendation of the PrMO
Technical Member/TWG
332
2.2 Forward the procurement None 3 Days Technical Member/TWG for
request and its attachments to Goods and Consulting Services
the Technical Member/TWG for Univ. BAC
Pre-procurement Evaluation
2.3 Send Notice of Pre- None 1 Day Univ. BAC Secretary
Procurement Meeting to Univ. PrMO
BAC Committee, End-User,
*COA and Observers if applicable
3. Attend Pre- 3.1 Conduct of Pre-Procurement None 1 Day Univ. BAC Committee, End-User,
Procurement Conference (Optional if ABC is Univ. BAC Secretary (Goods and
Conference below P2,000,000.00) Consulting Services)
3.2 Preparation of Bidding None 21 days Univ. BAC Secretary (Goods,
Documents Consulting Services)
PrMO
3.3 Review Bidding Documents None 5 days Technical member/ TWG, End-
User
3.4 Advertisement/ Posting of None 21 Days Admin. Aide III
Invitation to Bid PrMO
3.5 Send notice of Pre-Bid None 1 Day Univ. BAC Secretary (Goods,
Meeting to Univ. BAC Committee, Consulting Services)
End-User, COA and Observers PrMO
4. Attend Pre-Bid 4.1. Conduct Pre-Bid Conference None 1 Day Univ. BAC Committee, End-User,
Conference Univ. BAC Secretary (Goods and
Consulting Services)
4.2 Issue Supplemental Bid None 5 Days Univ. BAC Committee and Univ.
Bulletin in case of any changes BAC Secretary (Goods and
with regard to the procurement Consulting Services)
project PrMO
333
5. Attend Bid Opening (if 5.1. Opening of Bid Documents None 1 Day Univ. BAC Committee, End-User,
public bidding is the and Preliminary Evaluation of Bid Univ. BAC Secretary (Goods and
mode of procurement) Consulting Services), COA,
Observers, Suppliers
5.2 Detailed Evaluation of Bid None 7 days Technical Member/ TWG for
Goods and Consulting Services
PrMO
5.3 Post Qualification None 1 day Technical Member/ TWG for
Goods and Consulting Services,
Univ. BAC Secretary
PrMO
5.4 Issuance of Notice of Award None 15 Days Univ. BAC Committee (Goods
to the Winning Bidder and Consulting Services)
5.5 Preparation of Contract None 15 Days Univ. BAC Committee and Univ.
BAC Secretary (Goods and
Consulting Services)
TOTAL None 99 Days,10
Minutes
3. Processing of Procurement Project – Public Bidding (Infrastructure Services)
Procurement is the process of selecting services from a contractor who fits best the need. It includes the process of selecting

334

Supplemental PPMP (1 Photocopy)
● Approved Request for Procurement (Purchase Request/Job Order) End-User

(1 Original Copy)
● Project Description (1 Photocopy) End-User/PDMO
● Conceptual Design (1 Photocopy) End-User/PDMO
● Preliminary Survey & Mapping (1 Photocopy) End-User/PDMO
● Proposed Design and Construction Schedule End-User/PDMO
(1 Photocopy)
● Construction Safety and Health Program (1 Photocopy) End-User/PDMO
● Technical Specifications/Terms of Reference/ Job Order indicated End-User/PDMO

in the Approved Request for Procurement (Purchase Request/Job
Order) (1 Softcopy)
TO BE TIME
PAID
335
1. Submit the Program of 1. Check if attachments are None 10 Minutes Admin Aide IV (Infrastructure
Works for procurement complete Services)
with the needed PrMO
attachments
2. Submit the revised 2.1 Assign CW Number and record None 5 Days Admin Aide IV (Infrastructure
POW/TOR, if there is a data. Services)
need, based on the PrMO
recommendation of the
2.2 Forward the procurement None 7 Days Technical Member/TWG for
request and its attachments to the Infrastructure Services
Technical Member/TWG for Pre- Univ. BAC
procurement Evaluation
2.3 Send Notice of Pre- None 1 Day Univ. BAC Secretary

Procurement Meeting to Univ. BAC PrMO
Committee, End-User,
*COA/Observers if applicable
3. Attend Pre- 3.1 Conduct of Pre-Procurement None 1 Day Univ. BAC Committee, End-User,
Procurement Conference Conference (Optional if ABC is Univ. BAC Secretary (Infrastructure
below P5,000,000.00) Services)
3.2 Preparation of Bidding None 21 Days Univ. BAC Secretary (Infrastructure
Documents Services)
PrMO
3.3 Review Bidding Documents None 7 Days Technical member/ TWG
PrMO
336
End-User
3.4 Advertisement/ Posting of None 21 Days Admin. Aide IV

Invitation to Bid PrMO
3.5 Send notice of Pre-Bid Meeting None 1 Day Univ. BAC Secretary (Infrastructure
to Univ. BAC Committee, End- Services)
User, COA and Observers PrMO
4. Attend Pre-Bid 4.1. Conduct Pre-Bid Conference None 1 Day Univ. BAC Committee, End-User,
Conference Univ. BAC Secretary (Infrastructure
Services)
4.2 Issue Supplemental Bid Bulletin None 5 Days Univ. BAC Committee and Univ.
in case of any changes with regard BAC Secretary (Infrastructure
to the procurement project Services)
5. Attend Bid Opening 5.1. Bid Submission and Opening None 1 Day Univ. BAC Committee, End-User,
of Bid Documents and Preliminary Univ. BAC Secretary (Infrastructure
Evaluation of Bid Services), COA, Observers,
Suppliers
5.2 Detailed Evaluation of Bid None 5 days Technical Member/ TWG for
Infrastructure Services
PrMO
5.3 Post Qualification None 1 day Technical Member/ TWG for
Infrastructure Services, Univ. BAC
Secretary
PrMO
5.4 Issuance of Notice of Award to None 15 Days Univ. BAC Committee
the Winning Bidder (Infrastructure Services)
5.5 Preparation of Contract None 15 Days Univ. BAC Committee and Univ.
337
BAC Secretary (Infrastructure
Services)
Minutes
4. Processing of Procurement Project (Alternative Method – Goods and Consulting Services)
Procurement is the process of selecting services from a supplier who fits best the need. It includes the process of selecting


Approved Supplemental PPMP (1 Photocopy)
● Approved Request for Procurement (Purchase Request/Job End-User

Order) (1 Original Copy)
● Technical Specifications/Terms of Reference/ Job Order indicated End-User
in the Approved Request for Procurement (Purchase
Request/Job Order) (1 Softcopy)
338
CLIENT STEPS AGENCY ACTIONS FEES TO PROCESSI PERSON RESPONSIBLE
BE PAID NG TIME
1.Submit the Purchase 1. Check if attachments are None 10 Minutes Procurement Management Assistant
Request/Job Order for complete (Goods and Consulting Services)
procurement with the PrMO
needed attachments
2. Submit the revised 2.1 Assign GDS Number and None 5 Days Procurement Management Assistant
PR/JO/TOR, if there is record data. (Goods and Consulting Services)
a need, based on the PrMO
Technical
Member/TWG
2.2. Forward the procurement None 5 Days Technical Member/TWG for Goods and
request and its attachments to the Consulting Services
Technical Member/TWG for review Univ. BAC
of technical specifications/Job
Order
2.3 Preparation of Request for None 7 Days Univ. BAC Secretary (Goods,
Quotation (RFQ) Consulting Services and Infra)
PrMO
2.4 Advertisement/ Posting of None 7 Days Admin. Aide III
Invitation to Bid (for projects PrMO
amounting to P50,000.00)
2.5 Retrieval and Acceptance of None 7 Days Univ. Canvassers
Submitted RFQs from Suppliers PrMO
339
or
Univ. BAC Secretary

PrMO
2.6 Opening of submitted RFQ None 1 Days Univ. BAC Secretary
PrMO
2.7 Detailed evaluation of RFQ None 7 Days Technical Member/ TWG for Goods
and Consulting Services
PrMO
2.8 Post Qualification None 1 Day Technical Member/ TWG for Goods
and Consulting Services, Univ. BAC
Secretary
PrMO
2.9 Issuance of Purchase None 15 Days Univ. BAC Committee for Goods and
Order/Letter Order to the Winning Consulting Services, Univ. BAC
Bidder Secretary
PrMO
2.10 Preparation of Contract None 15 Days Univ. BAC Committee for Goods and
Consulting Services, Univ. BAC
Secretary
PrMO
Minutes
340
5. Processing of Procurement Project (Alternative Method – Infrastructure Services)
Procurement is the process of selecting services from a contractor who fits best the need. It includes the process of
selecting products and services that will provide value for money.


Approved Supplemental PPMP (1 Photocopy)
● Approved Request for Procurement (Program of Works) (1 Original End-User

Copy)
● Project Description (1 Photocopy) End-User/PDMO
● Conceptual Design (1 Photocopy) End-User/PDMO
● Preliminary Survey & Mapping (1 Photocopy) End-User/PDMO
● Proposed Design and Construction Schedule (1 Photocopy) End-User/PDMO
● Construction Safety and Health Program (1 Photocopy) End-User/PDMO
341
● Scope of Works indicated in the Approved Request for End-User/PDMO
Procurement (SOW) (1 Softcopy)
CLIENT STEPS AGENCY FEES TO BE PAID PROCESSING PERSON RESPONSIBLE
ACTIONS TIME
1. Submit the Program of 1. Check if None 10 Minutes Admin Aide IV (Infrastructure
Works for procurement with attachments are Services)
the needed attachments complete PrMO
2. Submit the revised 2. Assign CW None 5 Days Admin Aide IV (Infrastructure
POW/TOR, if there is a Number and record Services)
need, based on the data. PrMO
2.1. Forward the None 7 Days Technical Member/TWG for
procurement Infrastructure Services
request and its Univ. BAC
attachments to the
Technical
Member/TWG for
Pre-procurement
Evaluation
2.2. Preparation of None 14 Days Univ. BAC Secretary (Infra)
Public Bidding PrMO
Document (PBD)
2.3 Advertisement/ None 21 Days Admin Aide IV (Infrastructure
Posting of Invitation Services)
to Bid PrMO
342
2.4 Clarificatory None 1 Day Univ. BAC Committee and Univ.
Meeting with Univ. BAC Secretary (Infra)
BAC Committee (If PrMO
applicable/for NP
two-failed bidding)
2.5 Acceptance of None 1 Day Univ. BAC Secretary (Infra)
Submitted Bid PrMO
Documents from
Contractors
2.6 Opening of the None 1 Day Univ. BAC Committee, and Univ.
Submitted Bid BAC Secretary (Infra)
Documents PrMO
2.7 Detailed None 6 Days Technical Member/TWG for
evaluation of Bids Infrastructure Services
as Read and Bids Univ. BAC
as Calculated
2.8 Post None 1 Day Univ. BAC Committee, and Univ.
Qualification BAC Secretary (Infra)
PrMO
2.9 Issuance of None 15 Days Univ. BAC Committee, and Univ.
Notice of Award to BAC Secretary (Infra) PrMO
the winning bidder
2.10 Preparation of None 15 Days Univ. BAC Committee, and Univ.
the Contract BAC Secretary (Infra)
PrMO
343
Minutes
6. Procurement Contract Management
The Contract Management in Procurement verifies, validates, and ascertains that all the provisions indicated in the contract
and all the supporting documents are in order.
Office or Division: Contract Management Section

G2B – Government to Business
Procurement Documents and all of its attachments (1 Original Copy) BAC Secretariat Section

TO BE TIME
PAID
1. Submission of the 1.1 Review the Procurement None 15 Days Procurement Management
Procurement Documents and its attachments if Assistant
Documents for issuance procurement process is compliant CMS
of Notice of Award and with RA 9184
Notice to Proceed
1.2 If compliant, favorable None 7 Days Procurement Management
endorsement to the Head of the Assistant
Procuring Entity (HoPE) for issuance CMS
344
of Notice of Award (NOA) and Notice
to Proceed (NTP). Otherwise,
issuance of Contract shall not be
endorsed for approval.
1.3 A Post-Award Conference shall None 1 Day Admin. Aide III
be conducted to discuss roles and PrMO
responsibilities in connection with the
implementation of the contract or

PrMO
1.4 Monitoring of None Procurement Management
Delivery/Performance of the Contract Assistant
CMS
1.5 Monitoring of the Payment of the None Procurement Management
Procurement Project Assistant
CMS
TOTAL None 23 Days
345
Information and Communications Technology Office
External Services
346
1. Creation of Email Accounts for BU Students
The creation of email accounts for Bicol University Students involves receiving the student's data, provisioning unique
email addresses for their personal and educational needs and login credentials to students for their verification.
Office or Division: Information and Communications Technology Office


The student must present:
-BU Student Identification Card (1 original) or -Office of Student Affairs Services
-Certificate of Registration (1 original or 1 photocopy)
-Office of the College Registrar
FEES
PROCESSING PERSON
TIME RESPONSIBLE
PAID
1. Present Identification Card or 1.1 For on-site requests, assigned None 10 Minutes Admin. Staff
Certificate of Registration for BU staff will entertain the client; Information and
Communications
Students for on-site; Technology Office
1.2 If the Students send their None 20 Minutes Admin. Staff

concerns online, staff will be
347
sending a reply through the Information and
email they have provided Communications
Technology Office
2. Access the Student Center 2. Computer is provided for those None 15 Minutes Admin. Staff
Account to gain access to your who want to access at our office, Information and
Communications
official email account, 2 weeks staffs will assist the students Technology Office
after the scheduled enrollment.
(For those officially enrolled
students
3. For late enrollees, you may fill 3. Response from the staff None 2 days Admin. Staff
out this google form assigned to your concern will Information and
Communications
(tinyurl.com/bu-icto-concerns) to email your account details. Technology Office
gain access to your official email
account. Wait for ICTO's response
indicating your Official Email
Account Details.
4. Fill out the Clientele Satisfaction 4. After the submission of the None 8 Minutes Admin. Staff
Survey using Google Form which form by the client, it will be Information and
can be accessed using this link: viewed by the staff in the system Communications
Technology Office
tinyurl.com/bu-icto-rating for evaluation.
Minutes
348
2. Password Resetting
The password reset is to assist users in regaining access to their accounts in case they forget their current password
or suspect any potential security breaches, allowing them to set a new and secure password. It is to protect user
accounts from unauthorized access.

Type of Transaction: G2C – Government to Citizens
Who may avail: BU Students; BU Alumni
The student must present:
-BU Student Identification Card (1 original) -Office of Student Affairs Services
or
-Certificate of Registration (1 original or 1 photocopy) -Office of the College Registrar
Alumni must present:
-Government Issued Identification Card (1 original) -SSS, GSIS, BIR, DFA, Pag-IBIG, Post
Office
FEES TO PROCESSI PERSON
BE PAID NG TIME RESPONSIBLE
1. Present Identification Card 1.1 For on-site requests, assigned None 10 Minutes Admin. Staff
(for BU Students and staff will entertain the client; Information and
Communications
Employees) or Certificate of Technology Office
Registration for BU Students
for on-site;
or
349
Fill out the Google Form
(tinyurl.com/bu-icto-
concerns) for a password
reset request.
concerns online, staff will be Information and
sending a reply through the Communications
email they have provided Technology Office
2. Wait for the response of 2. A text/email from us will be sent None 2 Days Admin. Staff
ICTO indicating the BU Email to clients Information and
Communications
Account Details via the Technology Office
provided contact details (text
message or email) in the
Google Form.
3. Fill out the Clientele 3. After the submission of the form None 8 Minutes Admin. Staff
Satisfaction Survey using by the client, it will be viewed by Information and
Communications
Google Form which can be the staff in the system for Technology Office
accessed using this link: evaluation.
tinyurl.com/bu-icto-rating
Minutes
350
Information and Communications Technology Office
Internal Services
351
1. BU LMS Course Creation
The BU Learning System is used by BU students and faculty to manage their courses, calendars, and private files. It is
also used for submitting homework assignments, online exams, and quizzes, providing grades, and also for giving lecture
notes to students.


BU Employee must present:
-BU Employee ID or Government Issued Identification Card (1 - BU, SSS, GSIS, BIR, DFA, Pag-IBIG, Post Office
Original)
FEES
PROCESSING
TIME
PAID
1. Fill out Google Form 1. Upon receiving the request, staff None 15 Minutes Admin. Staff
(tinyurl.com/bu-lms- will automatically create the course Information and
Communications Technology
concerns) to request assigned to the faculty and send a
Office
for a BULMS Course. response indicating that the request
has been done.
2.Open BU LMS 2. Staff will review the course if it is None 10 Minutes Admin. Staff
Account to check if the already tagged and created. Information and
requested course has Communications Technology
352
already been tagged Office
under your Name.
Satisfaction Survey by the client, it will be viewed by the Information and
using Google Form Communications Technology
staff in the system for evaluation. Office
which can be accessed
using this link:
tinyurl.com/bu-icto-
rating
TOTAL: None 35 Minutes
2. Creation of Email Accounts for BU Employees
The creation of email accounts for Bicol University employees involves receiving employee data, provisioning unique
email addresses, communicating login credentials to employees, and providing support and management for their
accounts.


-BU Employee ID or Government Issued Identification Card (1 Original)
353
- BU, SSS, GSIS, BIR, DFA, Pag-IBIG,
Post Office
FEES TO PROCESSING
BE PAID TIME
1. For on-site requests, 1.1 For on-site requests, assigned None 15 Minutes Admin. Staff
present Identification staff will entertain the client; Information and
Card for BU Employees Office
or
Send request to create

an official email account
by filling out the Google
Form (tinyurl.com/bu-
icto-concerns)
1.2 If the employees send their None 15 Minutes Admin. Staff
concerns online, staff will be Information and
sending a reply through the Communications Technology
email they have provided. Office
2. Wait for the response 2. A reply from our staff will be sent None 2 Days Admin. Staff
of ICTO indicating the BU through email or text messaging. Information and
Email Account Details via
Office
the provided contact
details (text message or
email) in the Google
Form.
354
Satisfaction Survey using by the client, it will be viewed by Information and
the staff in the system for Communications Technology
Google Form which can
evaluation. Office
be accessed using this
link: tinyurl.com/bu-icto-
rating
Minutes
3. Password Resetting
The password reset is to assist users in regaining access to their accounts in case they forget their current password or
suspect any potential security breaches, allowing them to set a new and secure password. It is to protect user accounts from
unauthorized access.

-BU Employee ID or Government Issued Identification Card (1 - BU, SSS, GSIS, BIR, DFA, Pag-IBIG, Post Office
Original)
355
FEES TO PROCESSING
BE PAID TIME
1. Present Identification 1.1 For on-site requests, assigned None 20 Minutes Admin. Staff
Card (for BU Students staff will entertain the client; Information and Communications
Technology Office
and Employees) or
Certificate of
Registration for BU
Students for on-site;
or
Fill out the Google Form

(tinyurl.com/bu-icto-
concerns) for a
password reset request.
concerns online, staff will be Information and Communications
sending a reply through the Technology Office
email they have provided
2. Wait for the response 2. A reply from our staff will be sent None 2 Days Admin. Staff
of ICTO indicating the through email or text messaging. Information and Communications
Technology Office
BU Email Account
Details via the provided
contact details (text
356
message or email) in
the Google Form.
Satisfaction Survey by the client, it will be viewed by Information and Communications
Technology Office
using Google Form the staff in the system for
which can be accessed evaluation.
using this link:
tinyurl.com/bu-icto-
rating
Minutes
4. IT Services
The IT services at Bicol University provide a variety of technology-related assistance and services to students, teachers,
and employees to help them with their academic and administrative requirements, such as Software installation, Hardware
repair, and other computer system services.

357
-BU Employee ID or Government Issued Identification Card (1 Original) - BU, SSS, GSIS, BIR, DFA, Pag-IBIG,
Post Office
FEES TO PROCESSING
BE PAID TIME
1. For on-site requests, 1.1 Technical personnel will assist None 15 Minutes Technical Staff
the Employee will present the employee with his/her concern Information and
any Identification Card; for on-site; Office
Sign the Service Request

Form that will be provided
by the Technical Staff
indicating the details of
the request and the work
performed.
Recommendations will be
provided if the said issue
is not resolved.
Clients also may request

via call/text/online
message regarding the
help needed. If no
Technical Staff is
358
available, said request
will be scheduled for
another date
1.2 Upon receiving the request None 10 Minutes Technical Staff
online or by text, assigned staff will Information and
be sending a reply. Communications Technology
Office
2. Wait for the immediate 2. Message/call/text will be done None 10 Minutes Technical Staff
action/recommendation by the staff assigned to your Information and
concern. Communications Technology
that will be provided by Office
the Technical Staff if the
request can be solved
immediately by providing
instructions via
call/text/online message.
3. Wait for the Technical 3. For offices that are needed to be None 3 Days Technical Staff
Staff to visit the Office of visited, technical staff will check Information and
the status of your hardware or Communications Technology
the BU Employee who Office
equipment.
requested the IT Service
and to perform IT-Related
work to solve the issue.
4. Fill out the Clientele 4. After the submission of the form
Satisfaction Survey using by the client, it will be viewed by None 8 Minutes Technical Staff
the staff in the system for Information and
Google Form which can Communications Technology
evaluation.
be accessed using this Office
359
link: (tinyurl.com/bu-
icto-rating)
Minutes
360
Supply and Property Management Office
External Services
361
1. Contract Implementation and Processing of Payment (Part II - Inspection, Acceptance,
Issuance & Payment)
This Service is made to inform the personnel, official and external party (supplier) for the Contract Implementation and
Processing of Payment. The purpose of this service is to have a uniform process of Contract Implementation and Processing of
Payment in the University.
Office/Division: Supply and Property Management Office (SPMO)

Type of Transaction: G2G - Government to Government; G2B – Government to Business
Who may avail: Bidder

• Delivery Receipt / Invoice Receipt (1 original copy) Supplier (for Goods)
• Statement of Account / Billing Statement (1 original copy) Supplier (for Services)
• Purchase Order / Letter Order / Contract (1 original copy) Supply and Property Management Office
or BAC Office
• Purchase Request (1 original copy & 1 photocopy) Supply and Property Management Office
or BAC Office
FEES
AGENCY PROCESSIN PERSON
CLIENT STEPS TO BE
ACTIONS G TIME RESPONSIBLE
PAID
1. Present the Delivery Receip tor 1.1 Check the delivery base on None 1 Hour Administrative Officer I
Invoice Receipt of the Delivery of the Delivery Receipt/ Invoice (BUAS)/ Administrative Aide
Supplies & Materials or Equipment Receipt and Contract/Purchase I (GASS)
Order SPMO
362
1.2 Check the delivery as to None 1 Hour Administrative Officer I
quantity and specifications stated (BUAS)/ Administrative Aide
in the Contract/PO/LO I (GASS)
SPMO
1.3 Receive the delivery of None 15 Minutes Administrative Officer I
supplies and materials (BUAS)/ Administrative Aide
I (GASS)
SPMO
1.4 Prepare Inspection and None 1 Hour Clerical Staff (JO)
Acceptance Report of the SPMO-GASS
supplies and materials delivered
Clerical Staff (JO)
SPMO-BUAS
1.5 Forward the Inspection and None 10 Minutes Clerical Staff (JO)
Acceptance Report to the SPMO-GASS
Designated Inspector
Clerical Staff (JO)
SPMO-BUAS
TOTAL: None 3 Hours, 25
Minutes
2. Disposal of Unserviceable Properties & Waste Materials (Part II - Conduct Sale of Unserviceable
Property & Refund of Bid Security)
This Service is made to inform the personnel, official and external party for the Disposal of Unserviceable Properties and Waste
Materials. The purpose of this service is to have a uniform procedure of the Disposal of Unserviceable Properties and Waste
Materials in the University.
363
Office or Division: Supply and Property Management Office (SPMO)
Type of Transaction: G2G - Government to Government; G2B – Government to Business
Who may avail: Bidder

1. Letter Request to join the bid (1 original copy) Bidder
2. Valid ID (1 photocopy - bring the original copy of ID for validation) Bidder
3. 10% Bid Security Bidder
FEES
CLIENT STEPS TO BE
PAID
1. Submit Letterand photocopy 1.1 Issue the Request for None 1 Day University Supply Officer
ofValid ID Quotation to the bidders SPMO
1.2 Explain the query of thebidder None 30 Minutes University Supply Officer
regarding the processof disposal (if SPMO
any)
2. Submit the Requestfor Quotations 2.1 Received the Sealedquotation None 20 Minutes University Supply Officer
with10% bid security (cash)of the bid put the date andtime when it is SPMO
pricein a sealed envelope submitted
2.2 Assist in the opening of None 4 Hours Administrative Officer I
thesealed request for SPMO
quotationsubmitted by the bidders
2.3 Prepare Minutes of thebidding None 4 Hours Administrative Officer I
process SPMO
2.4 Refund the 10% bid securityof None 1 Hour University Supply Officer
the losing bidders after thebidding SPMO
process
364
3. Pay the bid security 3. Inform the cashier's Officefor the 10%bid 10 Minutes Administrative Officer I
details of the payable security( SPMO
refunda
ble)
4. Submit OfficialReceipt (photocopy) 4.1 Accept the copy of the Official None 10 Minutes University Supply Officer
of the amount paid Receipt and attached inthe SPMO
disposal documents
4.2 Prepare the Abstract ofBids None 1 Hour Administrative Officer I

and Forward to theCommittee for SPMO
signature
4.3 Prepare the Notice of None 30 Minutes Administrative Officer I
Awardand Forward to the Head SPMO
ofAgency for signature
4.4 Inform the winning bidderto None 10 Minutes University Supply Officer
sign the Notice of Award SPMO
5. Furnish the Cashier Officea Total 15 Minutes Administrative Officer I
5. Pay the amount ofthe total bid SPMO
copy of the Notice of Awardto Bid
price
determine the amount topay Price
6.1 Prepare the Contract of Saleof None 1 Hour Administrative Officer I/
6. Submit the authenticated copy of University Supply Officer
the Disposalthe winning bidder as
theOfficial Receipt andValid ID SPMO
buyer
6.2 Forward to Head of Agencyfor None 20 Minutes Administrative Officer I
signature as seller and tothe SPMO
winning bidder as buyer
6.3 Have it notarize by thelegal None 1 Hour Administrative Officer I
office or any authorize notary SPMO
public
365
6.4 Release the None 1 Day University Supply Officer
unserviceableproperties and waste SPMO
materials
6.5 Finalize the None 3 Days Administrative Officer I/
completedocuments of the University Supply Officer
Disposal SPMO
6.6 Review the completenessof the None 1 Day University Supply Officer
documents of Disposal SPMO
6.7 Submit the Disposal Reportto None 20 Minutes Administrative Officer I
Accounting Office and COAOffice. SPMO
7. Submit Letterand Original copy 7.1 Receive the letter and None 10 Minutes University Supply Officer
ofOfficial Receipt theOfficial Receipt SPMO
7.2 Recommend the letter forthe None 15 Minutes University Supply Officer
refundand forward to SPMO
theCommittee Chair., for approval
7.3 Prepare, Review and Sign the None 30 Minutes University Supply Officer
Disbursement Voucherfor the SPMO
refund
7.4 Forward to AccountingOffice. None 10 Minutes Administrative Officer I
SPMO
TOTAL Total 7 Days, 7
Bid Hours, 50
Price Minutes
366
Supply and Property Management Office
Internal Services
367
1. Procurement thru DBM-Ps
This Service is made to inform the personnel, official and external party about the Supplies and Materials thru Department of
Budget and Management – Procurement purpose of this service is to have a uniform procurement procedure in the University.

Who may avail: Permanent Employee of Bicol University
4. Approved Purchase Request (1 original copy & 1 photocopy) Requesting party / end-user
5. Certification of Availability of Fund (CAF) (1 original copy) Budget Office
AGENCY FEES TO PROCESSIN PERSON

CLIENT STEPS
ACTIONS BE PAID G TIME RESPONSIBLE
1. Submit Approved 1.1 Receive the Approved PR& None 10 Minutes Administrative Officer I
Purchase Request and CAF SPMO
CAF
1.2 Prepare Agency Purchase None 1 Day Administrative Officer I
Request of the supplies/materials SPMO
requested based on the Purchase
Request
1.3 Review and sign the Agency None 30 Minutes University Supply Officer
Purchase Request SPMO
1.4Forward the APR to Budget None 10 Minutes Administrative Aide I

Office & Head of Agency or SPMO
368
Authorize Representative for
signature
1.5 Receive the Approved APR None 10 Minutes Administrative Officer I
from Head of Agency or Authorized SPMO
Representative
1.6 Submit the Approved APR to None 1 Day Storekeeper (JO)
DBM-PS SPMO-GASS
Clerical Staff (JO)

SPMO-BUAS
1.7 Print the screenshot of None 15 Minutes Administrative Officer I
available supplies (if supplies are SPMO
available from PS Website)
1.8 Print Certification of Non- None 15 Minutes Administrative Officer I/
Availability of Supplies(if supplies Administrative Aide I
are not available at PS Website) SPMO
(If supplies are available)
1.9 Prepare PO base on the price None 1 Hour Administrative Officer I
quotation by DBM-PS or SPMO
screenshot of available supplies
1.10 Record, Sign and assign None 30 Minutes Administrative Officer I/ University
control number of the PO Supply Officer
SPMO
1.11 Forward the PO to Budget None 20 Minutes Storekeeper (JO)
Office for signature& preparation of SPMO-GASS
ORS/BURS and for signature of
the Head of Agency or Authorize Clerical Staff (JO)
SPMO-BUAS
Representative
(If supplies are not available)
369
1.9 Print the Certification of Non- None 15 Minutes Administrative Officer I/
Availability of Supplies from PS Administrative Aide I
Website SPMO
1.10 Prepare & Sign Endorsement None 20 Minutes Administrative Officer I/ University
to BAC Office Supply Officer
SPMO
1.11 Forward the Endorsement to None 10 Minutes Administrative Aide I
BAC Office for procurement in SPMO
local supplier.
1.12 Prepare the None 1 Hour Administrative Officer I
DisbursementVoucher together SPMO
with thecomplete supporting
documents
1.13 Record and assign None 15 Minutes Administrative Officer I
controlnumber in the logbook SPMO
1.14 Review and Sign the DV None 30 Minutes University Supply Officer
SPMO
1.15 Forward the sign DVtogether None 10 Minutes Administrative Officer I
with the completesupporting SPMO
documents toAccounting Office
1.16 Pick Up supplies at DBM- None 1 Day Administrative Aide I
PSupon payment by the Cashier. SPMO
Storekeeper (JO)
SPMO-GASS
Clerical Staff (JO)

SPMO-BUAS
TOTAL: None *If supplies
are
available – 3
370
Days, 5
Hours, 15
Minutes
*If supplies
are not
available – 3
Days, 4
Hours, 10
Minutes
2. Contract Implementation and Processing of Payment (Part II - Inspection, Acceptance, Issuance

& Payment)
This Service is made to inform the personnel, official and external party (supplier) for the Contract Implementation and
Processing of Payment. The purpose of this service is to have a uniform process of Contract Implementation and
Processing of Payment in the University.
Office/Division: Supply and Property Management Office (SPMO)

Classification: Simple; Complex

• Delivery Receipt / Invoice Receipt (1 original copy) Supplier (for Goods)
• Statement of Account / Billing Statement (1 original copy) Supplier (for Services)
• Annual Procurement Plan (1 photocopy) Requesting party
371
• Purchase Request (1 original copy & 1 photocopy) Requesting party
FEES
AGENCY PERSON
CLIENT STEPS TO BE PROCESSING TIME
ACTIONS RESPONSIBLE
PAID
1. Inspect the 1.1 Assist in the inspectionof the None 1 Day Administrative
completeness of delivery of supplies/materials & Officer I (BUAS)/
thedelivery base in equipment Administrative Aide I
theInspection (GASS)
SPMO
andAcceptance Report
1.2Designated Inspector inspectand None 1 Day Internal Auditor III
sign the Inspection Report IAS Office
1.3Supply Officer accept None 1 Hour University Supply
theinspected delivery and sign Officer
theInspection and SPMO
AcceptanceReport
2. Request for 2.1 For SupplementalPurchase, None 2 Hours Clerical Staff (JO)
theissuance of supplies Prepare Requisition and Issue Slip SPMO-GASS;
(RIS),Inventory Custodian Slip
(ICS)and Property Clerical Staff (JO)
SPMO-BUAS
Acknowledgement Receipt (PAR)
A. For supplies
A. 2.2 Approved and sign theRIS of None 30 Minutes University Supply
the requested supplies Officer
SPMO
A. 2.3 Sign the RIS and issue / None 20 Minutes University Supply
release the request supplies Officer/
Administrative Aide I
SPMO
372
B. For Semi Expendable Prop.
B. 2.2 Record the Semi None 1 Hour University Supply
expendableproperty in the log book, Officer
assigncontrol number and sign SPMO
theInventory Custodian Slip (ICS)
B. 2.3 Sign /Approved the RISof None 30 Minutes University Supply
supplies to be release Officer
SPMO
B. 2.4 Sign the RIS and issue / None 20 Minutes University Supply
release the goods Officer/
SPMO
C. For Equipment
C. 2.2 Record the None 1 Hour University Supply
Equipment/Property in the Officer
logbook,assign Property Number SPMO
andSign the PAR
C. 2.3 Record the Property in None 1 Hour University Supply
theProperty Card Officer
SPMO
C. 2.4 Prepare the Property Tagof None 30 Minutes University Supply
the Property Officer
SPMO
C. 2.5 Issue / Release the None 30 Minutes University Supply
Equipment/Property to end-user Officer/
SPMO
D. For Bulk Purchase
373
D. 2.2 Record the supplies in None 1 Day Administrative
theStock Card and turn over Officer I
toStorekeeper SPMO
D. 2.3 Record in the Bin Card the None 1 Day Storekeeper (JO)
supplies turn over by theSupply SPMO
Officer and store properly in the
Stockroom.
D. 2.4 Prepare Requisition andIssue None 30 Minutes Administrative
Slip Officer I
SPMO
D. 2.5 Sign the Approvedportion of None 20 Minutes University Supply
RIS Officer
SPMO
D.2.6 Sign the Issued portionof RIS None 30 Minutes University Supply
and release the supplies/materials Officer
requested SPMO
D. 2.7 Record the issued suppliesin None 1 Hour Administrative
the Stock Card and Bin Card Officer I
SPMO
3. Return the 3.1 Preparation of None 1 Hour Administrative
Requisition and DisbursementVoucher together with Officer I (BUAS)/
Issue Slip/Inventory thecomplete supporting documents Administrative Aide I
Custodian (GASS)
SPMO
SLP(ICS)and
PropertyReceipt
(PAR)
3.2 Prepare & Assign None 30 Minutes Administrative Aide I
ControlNumber in the Logbook SPMO
Clerical Staff (JO)

SPMO-BUAS
374
3.3 Review the completenessof the None 1 Hour University Supply
supporting documentsand sign the Officer
DV SPMO
3.4 Forward the DV to Accounting None 15 Minutes Administrative Aide I
Office SPMO
Clerical Staff (JO)

SPMO-BUAS
TOTAL None A. For supplies –
2 Days, 6 Hours, 35
Minutes
B. For Semi Expendable

Prop. –
2 Days, 5 Hours, 35
Minutes
C. For Equipment – 2
Days, 6 Hours, 45
Minutes
D. For Bulk Purchase –

4 Days,7 Hours, 5
Minutes
Note: For Bulk Purchase transactions there’s no need to attached RIS/ ICS in preparation of Disbursement
Voucherbecause it will be attachedin the monthly Report of Supplies and Materials Issued submitted toAccounting
Office.
375
3. Disposal of Unserviceable Properties & Waste Materials (Part I - Receipt of Unserviceable Property
& Waste Materials & Preparation of Documents)
This Service is made to inform the personnel, official and external party for the Disposal of Unserviceable Properties and
Waste Materials. The purpose of this service is to have a uniform procedure of the Disposal of Unserviceable Properties and
Waste Materials in the University.


5. Property Acknowledgement Receipt (1 original copy) Employee / end-user
6. Inventory Custodian Slip (1 Original copy) Employee / end-user
7. Property Return Slip (2 original copy) Supply and Property Management

Office
8. Unserviceable Property / Waste Materials Employee / end-user
FEES
CLIENT STEPS TO BE
PAID
1. Return theUnserviceable Property & 1.1 Verify the returned None 30 Minutes Administrative Officer I/
WasteMaterials unserviceable property & waste University Supply
material from ICS & PAR Officer
SPMO
376
1.2 Prepare the Property Return None 30 Minutes University Supply
Slip of the unserviceable property Officer
and waste materials SPMO
1.3 Review & Sign the Property None 30 Minutes University Supply
Return Slip Officer
SPMO
2. Sign the Property Return Slip of the 2.1 Received & Record the None 30 Minutes University Supply
returned Unserviceable Property Property Return Slip in the Officer
&Waste Materials Logbook SPMO
2.2 Assign Control Number of None 20 Minutes University Supply
Property Return Slip (PRS) Officer
SPMO
2.3 Store the unserviceable None 20 Minutes Administrative Aide I
property in the stock room for SPMO-GASS
disposal
Clerical Staff (JO)
SPMO
2.4 Prepare Inventory and None 1 Day Administrative Officer I/
Inspection Report of Unserviceable University Supply
Property and Waste Materials Officer
Report SPMO
2.5 Review and Sign the Inventory None 2 Hours University Supply
and Inspection Report of Officer
Unserviceable Property and Waste SPMO
Materials
2.6 Endorse the Report to the None 30 Minutes Administrative Officer I/
Chairman of Appraisal and University Supply
Disposal Committee Officer
SPMO
377
2.7 Provide the Committee and None 1 Day Administrative Officer I
COA the List / IIRUP and pictures SPMO
of all items included in disposal
2.8 Assist in the preparation of None 1 Hour Administrative Officer I
Certification SPMO
2.9 Assist in the preparation of the None 4 Hours Administrative Officer I
resolution SPMO
2.10 Prepare the Invitation to Bid None 4 Hours Administrative Officer I
and Forward to the Committee SPMO
Chairman for signature
2.11 Post the Invitation to Bid and None 4 Hours Administrative Officer I
schedule SPMO
2.12 Prepare the Pre-Canvass None 30 Minutes Administrative Officer I
Form SPMO
2.13 Conduct Pre-Canvass of the None 1 Day University Supply
Unserviceable Property andWaste Officer
Materials SPMO
2.14 Prepare Recommendation for None 1 Hour Administrative Officer I/
the floor price of the Unserviceable University Supply
Property and Waster materials to Officer
be dispose SPMO
2.15 Forward the None 20 Minutes University Supply
Recommendation to the Disposal Officer
Committee for signature SPMO
2.16 Prepare Request for None 1 Hour Administrative Officer I
Quotation SPMO
2.17 Notify the COA about the None 30 Minutes University Supply
schedule of opening/ sale of Officer
SPMO
378
Unserviceable Property and Waste
Materials
Hours, 30
Minutes
379
V. FEEDBACK AND COMPLAINTS
FEED BACK AND COMPLAINTS MECHANISM

Fill out Client Feedback Forms which can be obtained from the frontline desk officer at
the Public Assistance and Complaint Desk (PACD).
How to Send feedback
Drop the accomplished Feedback Form in the designated suggestion box within the
entrance of the Office or Send your feedback through email at:
Feedback is gathered and processed by the respective colleges/campuses/units

including offices. A report of Customer Feedback is prepared to document action plans
How feedback is processed
and monitor actions taken.
WALK-IN
Accomplish the Client Complaint Form and drop it at the designated drop box at the
Public Assistance and Complaint Desk (PACD) of the respective
college/campus/units.
At the PACD, discuss the concerns with the designated Officer of the Day. Submit
How to file a complaint
necessary evidence, if applicable.
Email/Hotline:
Send/Discuss complaint thru the official PAAC email address or the official email
address of the respective office provided or call Hotline 8888
or email at the email address provided below:
380
BU Guinobatan Campus :
bucaf.artadesk@bicol-u.edu.ph
BU Tabaco :
butc.artadesk@bicol-u.edu.ph
BU Polangui:
bupc.artadesk@bicol-u.edu.ph
BU Guinobatan :
bucaf.artadesk@bicol-u.edu.ph
BU Gubat :
bugc.artadesk@bicol-u.edu.ph
Contact Information
BU Legazpi Campus
Cluster I
College of Medicine/College of Dental Medicine:
bucm.artadesk@bicol-u.edu.ph
College of Education:
buce.artadesk@bicol-u.edu.ph
IPESR :
ipesr.artadesk@bicol-u.edu.ph
Cluster II
BU College of Arts and Letters:
bucal.artadesk@bicol-u.edu.ph
Graduate School:
381
bugs.artadesk@bicol-u.edu.ph
Open University:
buou.artadesk@bicol-u.edu.ph
Jesse M. Robredo Institute of Governance & Development:

jmrigd.artadesk@bicol-u.edu.ph
College of Law:
bucl.artadesk@bicol-u.edu.ph
Cluster III
College of Nursing:
bucn.artadesk@bicol-u.edu.ph
College of Science:
bucs.artadesk@bicol-u.edu.ph
Cluster IV
College of Engineering:
buceng.artadesk@bicol-u.edu.ph
College of Industrial Technology:

bucit.artadesk@bicol-u.edu.ph
Institute of Design and Architecture:

buia.artadesk@bicol-u.edu.ph
Research and Extension Division:

rde.artadesk@bicol-u.edu.ph
382
General Administration and Support Services
and Auxiliary Services:
gassaux.artadesk@bicol-u.edu.ph
383
VI. LIST OF OFFICES
Office Address Contact Information
2nd Floor, Ricardo A.

bbbiiidnebres@bicol-u.edu.ph
Arcilla Building, Bicol
Office of the President bupresident@bicol-u.edu.ph
University, Rizal St.,
op@bicol-u.edu.ph
Legazpi City

Presidential Management Arcilla Building, Bicol
reinahabalo@bicol-u.edu.ph
Staff Office (PMSO) University, Rizal St.,
Legazpi City

University and Board Arcilla Building, Bicol
norlypreyes@gmail.com
Secretary (UBS) University, Rizal St.,
Legazpi City
384
Arcilla Building, Bicol bu-legaloffice@bicol-u.edu.ph
Legal Affairs Office
University, Rizal St., daredoblado@bicol-u.edu.ph
Legazpi City

International Relations Arcilla Building, Bicol internationalrelationsoffice@bicol-u.edu.ph
Office (IRO) University, Rizal St., dmrivero@bicol-u.edu.ph
Legazpi City

renelynbautista428@yahoo.com
Communication and Public Arcilla Building, Bicol
bu-cpro@bicol-u.edu.ph
Relations Office (CPRO) University, Rizal St.,
thebuzzette@bicol-u.edu.ph
Legazpi City
3rd Floor, Ricardo A.

Internal Audit Service (IAS) cabarrameda@bicol-u.edu.ph
Legazpi City
385
Bicol University Main cjcipcon@bicol-u.edu.ph bualumnirelations@bicol-u.edu.ph
Alumni Relations Office Campus, Rizal St.,
(ARO) Legazpi City
Information and BU College of Science

bu-icto@bicol-u.edu.ph
Communication Technology Building 1, Rizal St.,
ajordonez@bicol-u.edu.ph
Office (ICTO) Legazpi City
Office of the Vice President for Administration and Finance (OVPAF)

Office of the Vice President
Arcilla Building, Bicol bu-vpaf@bicol-u.edu.ph
for Administration and
University, Rizal St., npreyes@bicol-u.edu.ph
Finance
Legazpi City
st
1 Floor, Ricardo A.
Arcilla Building, Bicol mmcaustero@bicol-u.edu.ph
Administrative Services
University, Rizal St., bu-adminoffice@bicol-u.edu.ph
Legazpi City
st
Human Resource 1 Floor, Ricardo A.
0919-000-4921
Management and Arcilla Building, Bicol
bu-hrmdo@bicol-u.edu.ph
Development Office University, Rizal St.,
jtbarrameda@bicol-u.edu.ph
(HRMDO) Legazpi City
386
1st Floor, PDMO
Supply and Property Building, Bicol
Management University Main university-supply@bicol-u.edu.ph
Office (SPMO) Campus, Rizal St.,
Legazpi City
st
1 Floor, Ricardo A.
Motorpool Service Office Arcilla Building, Bicol
jlabrigo@bicol-u.edu.ph
(MSO) University, Rizal St.,
Legazpi City
nd
2 Floor, Aquilino P.
Procurement Management Bonto Building, Bicol acacells@bicol-u.edu.ph
Office (PrMO) Universirty, Rizal St., bu-prmo@bicol-u.edu.ph
Legazpi City
st
1 Floor, Ricardo A.
Financial Management Arcilla Building, Bicol loydpcasais_lpc@yahoo.com
Division (FMD) University, Rizal St., bicoluniversity.fmopao@gmail.com
Legazpi City
st
1 Floor, Ricardo A.
bu-budget@bicol-u.edu.ph
Budget Office (BO) kicaballero@bicol-u.edu.ph
Legazpi City
387
1st Floor, Ricardo A.
Arcilla Building, Bicol josephlopera0329@yahoo.com;
Accounting Office (AO)
University, Rizal St., bu-accounting@bicol-u.edu.ph
Legazpi City
1st Floor, Ricardo A.

Cashier's Office (CO) bu-cashier@bicol-u.edu.ph
Legazpi City
nd
Procurement Management Bonto Building, Bicol acacells@bicol-u.edu.ph
Office Universirty, Rizal St., buprmo-ppms@bicol-u.edu.ph
Legazpi City
Bicol University Main
Security Services Office Campus, Rizal St.,
Legazpi City

General Services Office Campus, Rizal St., jnmolar@bicol-u.edu.ph
Legazpi City
Office of the Vice President for Academic Affairs (OVPAA)
mjbborres@bicol-u.edu.ph
Office of the VP for 2nd Floor, Ricardo A.
bu-vpaa@bicol-u.edu.ph
Academic Affairs Arcilla Building, Bicol
388
Legazpi City
BU Student Union
Internal Quality Assurance lbbarbacena@bicol-u.edu.ph
Center, Building,
Office (IQAO) bu-iqao@bicol-u.edu.ph
Legazpi City
Gate 4, Bicol
bu-admission@bicol-u.edu.ph
Admission Office University, Daraga,
hplomibao@bicol-u.edu.ph
Albay
Gate 4, Bicol
University Registrar's Office bu-uro@bicol-u.edu.ph
University, Daraga,
(URO) rmlorino@bicol-u.edu.ph
Albay
BU Student Union
Office of Students Affairs dltonga@bicol-u.edu.ph
Center, Building,
and Services (OSAS) bu-osas@bicol-u.edu.ph
Legazpi City
Gate 4, Bicol
University Library Service bu-library@bicol-u.edu.ph
University, Daraga,
(LS) gasjulianda@bicol-u.edu.ph
Albay
Gate 4, Bicol
University Health Services bu-clinic@bicol-u.edu.ph
University, Daraga,
(UHS) jmmllana@bicol-u.edu.ph
Albay
Aquilino P. Bonto
Building, Bicol lmlopez@bicol-u.edu.ph
Language Center
University, Rizal St., languagecenterbu@gmail.com
Legazpi City
389
National Service Training eduardothaddeus.livica@bicol-u.edu.ph
Campus, Rizal St.,
Program (NSTP) bu-nstp@bicol-u.edu.ph
Legazpi City
Office of the Vice President for Research, Development and Extension (OVPRDE)
Office of the VP for

BU East Campus, RDC buovprde@bicol-u.edu.ph
Research, Development
Building Legazpi City mnestrella@bicol-u.edu.ph
and Extension
R&D Management Division BU East Campus, RDC llmaceda@bicol-u.edu.ph
(RDMD) Building, Legazpi City rdc@bicol-u.edu.ph
Extension Management BU East Campus, EMD mcprico@bicol-u.edu.ph

Division (EMD) Building, Legazpi City buemd@bicol-u.edu.ph
Intellectual Property
BU East Campus,
Management Division ykbala@gmail.com
Legazpi City
(IPMD)
Publication and Knowledge BU East Campus,
pkmd@bicol-u.edu.ph
Management Division Legazpi City
Regional Center for Food

BU East Campus, mcpbaltazar@bicol-u.edu.ph
and Safety and Quality
Legazpi City
Assurance (RFSQA)
390
Center for Technology
BU East Campus,
Commercialization and ammalinis@bicol-u.edu.ph
Legazpi City
Enterprises (CTCED)
Center for Teaching BU East Campus,
bercasio_rebecca@yahoo.com
Excellence Legazpi City
Center for Gender and BU East Campus, noelrafer@yahoo.com;
Development Legazpi City bucgad@bicol-u.edu.ph
Regional Center for Science

BU East Campus,
and Mathematics Education bu-recsmed@bicol-u.edu.ph
Legazpi City
(RCSMED)
Aquilino P. Bonto
Special Project Preparation Building, Bicol
cjrvcortez@bicol-u.edu.ph
Office Universirty, Rizal St.,
Legazpi City
Office of the Vice President for Planning and Development (OVPPD)

Office of the VP for Arcilla Building, Bicol
bu-vprgam@bicol-u.edu.ph
Planning and Development University, Rizal St.,
saramos@bicol-u.edu.ph
Legazpi City
Planning and Development Aquilino P. Bonto alwinjoseph.maceres@bicol-u.edu.ph;

Office (PDO) Building, Bicol bu-pdo@bicol-u.edu.ph
391
Universirty, Rizal St.,
Legazpi City

Physical Development and
Campus, Rizal St., bu-pdmo@bicol-u.edu.ph
Maintenance Office (PDMO)
Legazpi City
Business Affairs Office Arcilla Building, Bicol
viola.amano@yahoo.com.ph
(BAO) University, Rizal St.,
Legazpi City
Aquilino P. Bonto
Resource Generation
Building, Bicol anamarie.abante@bicol-u.edu.ph
and Physical Assets
Universirty, Rizal St., bu-rgpamo@bicol-u.edu.ph
Management Office
Legazpi City
Academic Deans and Directors

Aquilino P. Bonto
Building, Bicol bugs-dean@bicol-u.edu.ph
Graduate School
University, Rizal St., mjbmascarinas@bicol-u.edu.ph
Legazpi City
Morera, Guinobatan, rbdy@bicol-u.edu.ph
BU Guinobatan
Albay bucaf100@bicol-u.edu.ph
392
College of Social Science abnepomuceno@bicol-u.edu.ph
Daraga, Albay
and Philosophy bucssp-dean@bicol-u.edu.ph
College of Business,
bucbem@bicol-u.edu.ph
Economics and Daraga, Albay
dmrivero@bicol-u.edu.ph
Management
bicolmentors_08@yahoo.com
College of Education Daraga, Albay
lornsmm@yahoo.com
College of Education smorozco@bicol-u.edu.ph

Integrated Laboratory High Daraga, Albay buelem@bicol-u.edu.ph
School
College of Education
Integrated Laboratory Daraga, Albay mtmabainza@bicol-u.edu.ph
Elementary School
EM’s Barrio, Legazpi bucengdean@gmail.com

College of Engineering
City abbg0116@yahoo.com
393
jasibo@bicol-u.edu.ph
College of Nursing Campus, Rizal St.,
bicoluniversity.collegeofnursing@yahoo.com
Legazpi City
College of Industrial EM’s Barrio, Legazpi jcarroco@bicol-u.edu.ph

Technology City bucit-dean@bicol-u.edu.ph
irene.moral@bicol-u.edu.ph
College of Arts and Letters Rizal St., Legazpi City
calbicoluniv@yahoo.com
College of Science Rizal St., Legazpi City jeserrano@bicol-u.edu.ph; bucs_2004@yahoo.com
ossy@bicol-u.edu.ph
College of Medicine Rizal St., Legazpi City
bucm-dean@bicol-u.edu.ph
2nd Floor, Aquilino P.

Bonto Building, Bicol
College of Law bucl-dean@bicol-u.edu.ph
Universirty, Rizal St.,
Legazpi City
Institute of Physical
Education, Sports and Daraga, Albay clsales@bicol-u.edu.ph
Recreation
394
Institute of Design and EM’s Barrio, Legazpi ladelrosario@bicol-u.edu.ph
Architecture (IDeA) City buia@bicol-u.edu.ph
BU Polangui Polangui, Albay bupc-dean@bicol-u.edu.ph

mjbcatangui@bicol-u.edu.ph
butc-dean@bicol-u.edu.ph
BU Tabaco Tabaco City, Albay
bootz_nayvemortega@yahoo.com
rrjadie@bicol-u.edu.ph
BU Gubat Gubat, Sorsogon
bugc-dean@bicol-u.edu.ph
2nd Floor, Bicol

Open University University Library, bjbbalilo@bicol-u.edu.ph
Legazpi City
nd
Jesse M. Robredo Institute
Bonto Building, Bicol bu-jmrigd@bicol-u.edu.ph
of Governance and
Universirty, Rizal St., nlibo@bicol-u.edu.ph
Development
Legazpi City
395
396

BU Citizen&#39;s Charter 2023

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BU Citizen&#39;s Charter 2023

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1

Bicol University, as the premier state university

As a University for Humanity characterized by

(Sgd.) BABY BOY BENJAMIN D. NEBRES III, EdD

“A University for Humanity characterized by productive scholarship, transformative

III. Service Pledge

IV. Quality Policy

b. University Health Services

d. University Registrar’s Office

e. Finance Management Office

f. Office of Students Affairs Services

g. Business Affairs Office

l. Information and Communications Technology Office

m. Supply and Property Management Office

Feedback and Complains Mechanism 380

Office or Division: Admissions Office

2. High School Entrance Test (HISET)

Office or Division: Admissions Office

3. Senior High School Admission Test (SHAT)

Office or Division: Admissions Office

4. Kindergarten Admission Test (KAT)

Office or Division: Admissions Office

5. College of Law Entrance Exam (CLET)

Office or Division: Admissions Office

6. College of Medicine Admission

Office or Division: Admissions Office

7. Evaluation and Processing of Shifters

Office or Division: Admissions Office

General Weighted Average must be 2.4 (85%) or better

Receiving college must have a slot available for the shifter.

Office or Division: Admissions Office

Receiving college must have a slot available for the transferee.

9. Evaluation and Processing of Second-coursers

10. Nursing Aptitude Test (NAT)

Office or Division : Admissions Office

11. Psychological Testing

Office or Division : Admissions Office

Office or Division: Bicol University Health Services

Who may avail: BU Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Office or Division: Bicol University Health Services

Who may avail: BU Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

2. Long Brown Envelop (1 pc) Educational Store

3. Medical Consultation and Treatment

Office or Division: Bicol University Health Services

Who may avail: Non-BU Personnel; BU Students

Office or Division: Bicol University Health Services

Who may avail: Non-BU Personnel; BU Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

2. Certificate of Registration (1 original copy) Registrar Office

8. OB-Gynecologist Clearance (pregnant students) (1 Original copy) Attending Physician

TOTAL None 30 Minutes

Office or Division: Bicol University Health Services

Who may avail: BU Employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

TOTAL None 1 Hour

Office or Division: Bicol University Health Services

Who may avail: BU Employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

TOTAL None 43 Minutes

3. Medical Consultation and Treatment

Office or Division: Bicol University Health Services

Who may avail: BU Employees

BU Citizen's Charter 2023

BU Citizen's Charter 2023