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Process Flows for Transactions Requiring Budget Clearance

Process Flows for Transactions Requiring Budget Clearance. Basic Paper Process Flow Letter Request for Funding Obligation Requests ( ObR )/Budget Utilization Requests (BUR) Purchase and other Request Process Flow. Basic Paper Process Flow.

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Process Flows for Transactions Requiring Budget Clearance

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  1. Process Flows for Transactions Requiring Budget Clearance Basic Paper Process Flow Letter Request for Funding Obligation Requests (ObR)/Budget Utilization Requests (BUR) Purchase and other Request Process Flow

  2. Basic Paper Process Flow • Records Management Assistant (RMA) of the Administrative Services Section of the UPD-BO receives the BP from the staff of the Human Resources Development Office (HRDO). • RMA encodes in the masterlistall incoming BPs after assigning a control number and stamping the date received on the BP. • RMA distributes the BPs to the Budget Officer (BO) in-charge of the college/unit.

  3. Basic Paper Process Flow Basic Paper Process Flow • Upon receipt of the BP, the assigned BO reviews and checks if the document is properly filled up and signed and if the proposed appointment is covered by funds. • BO accomplishes Box 15 (Budget Clearance) by filling out the following: • Code/IOB number • PSI number • Designation • Salary/Rate • Hon/Allowance • Effectivity Date

  4. Basic Paper Process Flow Basic Paper Process Flow • BO records the transaction in the Plantilla of Personnel and forwards the BP to the Division Chief (DivChief) after affixing his/her initials. • DivChief reviews and signs the BP for those transactions covered by the delegated authority. Otherwise, DivC forwards the BP to the Acting Director (ActDir) for signature.

  5. Basic Paper Process Flow Basic Paper Process Flow • ActDir, forwards the BP to the RMA after signing. • RMA posts the clearance in the individual index cards. • Processed BPs will be picked-up by a personnel from HRDO.

  6. Basic Paper Process Flow Basic Paper Process Flow • ISSUES AND CONCERNS: • PSI number identified by the college/unit in the BP is not available in the Plantilla of Personnel. • Conflicting entries for the Proposed Designation and Salary Rate in Box 6. • Failure of the college/unit to disclose significant information in Box 7.

  7. Letter Request Process Flow • Records Clerk/Assistant (RCA) receives funding requests with reference slip from the Chancellor or from the Vice Chancellor for Administration (VCA) . Forwards the documents to the Administrative Assistant (AA). • AA stamps on the document the date and time it was received. • AA encodes the document in the masterlist after assigning a control number to the document. Forwards the same to the ActDir.

  8. Letter Request Process Flow Letter Request Process Flow • ActDir reads the funding requests and directs it the BO concerned for the latter’s evaluation/recommendation/appropriate action. Forwards the documents to the AA. • AA distributes the documents to the concerned BO, as directed by the ActDir.

  9. Letter Request Process Flow Letter Request Process Flow • BO reviews and evaluates the request and recommends appropriate action by either: • Stamping on the letter request “Budget Clearance” or “Recommending Approval” chargeable against the appropriate fund; or • Drafting the appropriate comments and/or recommendations. • BO forwards the document to the DivChief.

  10. Letter Request Process Flow • DivChiefevaluates the action of the BO, affixes signature on the document if the recommendation is in order. Otherwise, DivChiefinstructs the BO to amend the action/reply based on their discussion. • ActDir reviews and signs if the recommendation is in order. Forwards the document to the AA for recording as out-going in the masterlist.

  11. Letter Request Process Flow • Messenger delivers the documents to the concerned colleges/units.

  12. Letter Request Process Flow • ISSUES AND CONCERNS: • Funding requests for activities already undertaken without prior budget clearance. • Funding requests that cannot be given appropriate action due to lack of details or needed information.

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