SUPPLY AND PROPERTY MANAGEMENT OFFICE

OFFICE OF THE VICE CHANCELLOR FOR ADMINISTRATION

CITIZEN’S CHARTER

VISION UNIVERSITY CLEARANCE INVENTORY CUSTODIAN SLIP (ICS) RETURN SLIP FOR EXCESS, SALVAGE OR DISPOSABLE PROPERTY (RS) INVENTORY AND INSPECTION REPORT OF UNSERVICEABLE PROPERTY SUPPLIER’S REGISTRY
The University of the Philippines is envisioned as the national university, a public and secular institution of higher learning and a community of scholars dedicated to the Type of Frontiline Step Documentary Client/ Requesting Office/ Forms to Processing
Person Steps/ Procedures Fees Office/
search for truth and knowledge as well as the development of future leaders. Service No. Requirements Party Responsible Fill-up Time Type of Frontiline Step Documentary Client/ Requesting Office/ Forms to Processing Type of Frontiline Step Documentary Client/ Requesting Forms to Processing Office/
Type of Frontiline Step Documentary Client/ Requesting Office/ Forms to Processing Type of Frontiline Step Documentary Client/ Requesting Forms to Processing
Steps/ Procedures Fees Steps/ Procedures Fees Person Steps/ Procedures Fees Person Steps/ Procedures Fees
Service No. Requirements Party Person Fill-up Time Service No. Requirements Party Person Fill-up Time Service No. Requirements Party Fill-up Time Service No. Requirements Party Fill-up Time
MISSION a. Original copy of
University Clearance
UPLB Personnel Receive the documentary requirements and check of
Receive documentary ICS None 1.12
Responsible Responsible
(Administrative, the customer has property accountability/ies. UPLB Personnel
b. PAR – for transfer Faculty and REPS) requirements, log and minutes
Lead in setting academic standards and initiating innovations in Teaching, Research and Faculty Development in Philosophy, the Arts and Humanities, the Social shall: Note: If the client has property accountability/ies, FOR ISSUANCE (Administrative, Faculty a. Filled-up and approved Turn-over unserviceable Receive the goods, RS None a. Filled-up and approved Submit a copy of RS or Receive RS/WMR IIRUP None
1. of property Per IIR of RA 9184 Suppliers / Bidders shall: Enrico B. a. Receive the documentray Supplier’s None
accountability of proceed to step 2. Otherwise, proceed to step 4. OF ICS FOR a. Official Receipts (OR) or and REPS) shall: assign ICS number Return Slip (RS) WMR
Sciences, the Professions and Engineering, Natural Sciences, Mathematics, and Technology; and maintain Centers of Excellence in such disciplines and professions; Submit original copy Return Slip property/ies to SPMO check the correctness Carpio requirements Registration
equipment Sales Invoice (SI) – for a. For Shopping- Mayor’s/ Submit all the required
Serve as a graduate university by providing advanced studies and specialization for scholars, scientists, writers, artists, and professionals, especially those who serve on of University NEWLY Junkyard and submit of the article and its 1 b. Filled-up and approved
2.
c. ICS – for b. Two photocopies of PAR/ Business Permit and documents b. Check if the documents Form
clearance; ACQUIRED AND newly acquired 1
the faculty of state and private colleges and universities; inventories Submit photocopy of OR ICS approved RS with specifications. Waste Material Report
Accomplish PAR/ICS inventories; Natalia B. 5-10- PhilGEPS Registration submitted are in accordance
Serve as a research university in various fields of expertise and specialization by conducting basic and applied research and development, and promoting research in d. RS – for TRANSFERRED attached PAR/ICS. 30 minutes (WMR)
3.
for transfer of or SI for newly acquired Española minutes Number - Sec.52.1 (b) with the bidder’s registry
condemnation of INVENTORIES 1 b. Old PAR/ICS signed by Natalia B. Portenio M.
various colleges and universities, and contributing to the dissemination and application of knowledge; unserviceable property inventories.
accountability/ies; None 3-5 minutes b. For Small Value system allowed under the
Lead as a public service university by providing various forms of community, public, and volunteer service, as well as scholarly and technical assistance to the 1 property the original end-user (for Española Mercado /
4. Transfer informatin Revised Implenting Rules of
Accomplish approved transferred inventories Daryll Aquino 2 Procurement - Mayor’s/
government, the private sector, and civil society while maintaining its standards of excellence; from RS to the IIRUP
RS for condemnation Submit photocopy of ICS Business Permit; Income the Republic Act 9184.
Protect and promote the professional and economic rights and welfare of its academic and non-academic personnel; amounting to less than
5. of unserviceable 2 Sign the document
property/ies. P15K or PAR for transferred 3 Assign control number Tax Business Returns;
6. Provide opportunities for training and learning in leadership, responsible citizenship, and the development of democratic values, institutions and practice through
inventories amounting to DTI/SEC Registration; Tax Note: If the client did not satisfy
academic and non-academic programs, including sports and the enhancement of nationalism and national identity; Temporarily store the Quarterly or Maria Cielo
less than P15K 4 Sign the IIRUP 1 minute Clearance; PhilGEPS the requirements, proceed to
University M. Lampa
MANDATE Clearance 2 Detach original copy
3 goods at the SPMO semi- Registration Number; step 2. Otherwise, proceed to
Receive the list of Print and provide the client a list of his/her property junkyard annually FOR ISSUANCE 5 Assign tracking number 1 minute
2 property 30 seconds Onmibus Sworn step 3.
The SPMO operates under the Office of the Vice-Chancellor for Administration. Broadly, its stated functions per 996th BOR meeting dated February 24, 1987 and EO No. Thelma T. accountability/ies. OF IIRUP 1 15 minutes
accountability/ies Menguito Encode the information Statement; Professional
3 per item in FOR ISSUANCE Forward RS with attached Forward to OVCA
99-2 dated July 12, 1999 are: APPLICATION in the database Natalia B. Log and assign RS License/Curriculum Vitae
FOR CLEARANCE Check if the property accountability/ies have been 15 minutes – a document OF RS 4 PAR/ICS to 2nd floor, 3-5 minutes forsignature of the
To procure and issue supplies and materials; 3 Romeo M. Española number Natalia B. (for Consulting Services);
•
accomplished. 8 hours 1 minute SPMO Building 6 OVCA Inspector and the 1 day APPLICATION
• To maintain and control inventory records on properties; Flores Release the duplicate Española and PCAB License (for
4 Receive the duplicate ICS Updates the information Vice-Chancellor for FOR SUPPLIER’S
• To effect systematic and coordinated transfer of supplies, equipment and materials from one person/unit to another; 4 Countersign the clearance form 1 minute ICS Infra) – Sec 53.9
in the database to note Administration REGISTRY
• To sell and dispose of supplies, materials and equipment which are obsolete, condemned or surplus; 5 File original copy 1 minute 5 c. For Public Bidding -
Gercy Love Reconcile from the SPMO records to update the that the property was
• To conduct biddings for the disposition of disposable property and develop standard and criteria for determining their utility; 5 5 minutes 10-30 7 Collect the IIRUP 8 months Mayor’s/Business Permit;
M. Juanillas client’s accountability/ies. Gercy Love condemned
• To administer and provide supply and property management services to all units of UPLB; and seconds per Income Tax Business
Maria Cielo M. Juanillas Reconciles from the
Portenio M
To coordinate, perform or assign to other competent units, the purchasing, storage, standardization of specification, property utilization, disposition and accountability 6 M. Lampa Sign the clearance form 1 minute INVOICE-RECEIPT FOR PROPERTY (IRP) SPMO records to check
item Returns, DTI/SEC
6 Mercado with
insofar as there will be consistent of effectiveness, efficiency, economy. the correctness of the Registration; Tax
Receive the approved 8 the Appraisal Public bidding 1 month
7 application for Thelma T. Release the approved application for clearance 1 minute Type of information specified Clearance; PhilGEPS
Menguito Step Documentary Office/ Person Forms to Processing and Disposal
clearance Frontiline Client/ Requesting Party Steps/ Procedures Fees Registration and Bidding
Service No. Requirements Responsible Fill-up Time Bennie M. Committee
7 Sign the document 1 minute
Evangelista Documents
IRP None
UPLB Personnel Receive the duplicate Natalia B. Release the duplicate Accomplish legitimate
Old Property (Administrative, Faculty and 8 1 minute
Acknowledgment Receive the copy of RS Española copy of RS
REPS) shall: documentary 1-2 minutes requirements Receieve the accomplished
1 Receipt (PAR) 2 5 minutes
Submit photocopy of PAR and requirements, log and per document
Deed of Donation, if donated Romeo M. Flores assign control number PURCHASE ORDER documentary requirements
property
PROPERTY ACKNOWLEDGMENT WASTE MATERIAL REPORT (WMR) Validate and encode all the
7 hours to
Stamp the duplicate 1 minute per 3 information in the supplier’s
2 Office/ 40 minutes
FOR copy document Type of Frontiline Step Forms to Processing registry
ISSUANCE OF Documentary Requirements Client/ Requesting Party Person Steps/ Procedures Fees
Office/ Office/ Service No. Fill-up Time
Type of Frontiline Step Documentary Client/ Requesting Forms to Processing IRP 30 seconds per Type of Frontiline Step Documentary Client/ Requesting Forms to Processing Responsible
Person Steps/ Procedures Fees 3 Gercy Love M. Encode the information item on the
Juanillas in the database Person Steps/ Procedures Fees
Service No. Requirements Party Fill-up Time document Service No. Requirements Party Fill-up Time
Responsible Responsible
Receive the duplicate IRP a. PPMP/APP Submit PO with the Receive PO, stamp, log PO None
4 Release the duplicate 1 minute
IRP b. Purchase Request (PR) with required documents. and assign control
a. Purchase Order (PO) Submit documentary Thelma T. Receive the documentary PAR None 5 minutes a. Filled-up and approved Turn-over unserviceable Receive the goods, WMR None
Romeo M. Flores BAC recommendation number.
requirements Menguito requirements, log and assign 1 minute per Waste Material Report supplies and materials to check the correctness of
b. Sales Invoice/ Official document
1 5 File original copy c. Request for Quotation (RFQ)
Receipt property number and encode in 1 b. Photocopy of PAR/ICS SMO junkyard and the article and its 30minutes FOR ISSUANCE
the unit’s inventory of PPE submit WMR with specifications. OF PO d. Supplier’s Official Quotation
c. Inspection and
attached PAR/ICS. e. Abstract /Summary of
ISSUANCE OF PAR Acceptance Report Portenio M.
Lucita R.
FOR NEWLY d. Warranty Certificate INVOICE-RECEIPT FOR PROPERTY Mercado / 1 Quotation (AOQ)
Villegas
ACQUIRED PPE Receive the duplicate Release the duplicate PAR for 1 minute Daryll Aquino f. Properly Filled-up Purchase
2 2 Sign the document Order
PAR for newly acquired newly acquired PPE
PPE Type of Note: Make sure that the
Step Documentary Office/ Person Forms to Processing
Frontiline Client/ Requesting Party Steps/ Procedures Fees FOR ISSUANCE Temporarily store the Quarterly or winning bidder is included in
No. Requirements Responsible Fill-up Time
3 minutes per Service OF WMR 3 goods at the SPMO semi- the UPLB’s supllier’s registry
3 File original copy
document junkyard annually and submitted all the required
a. Filled-up and UPLB Personnel Receive the documents PPRIR None documents
Forward RS with
Receive the documentary approved Pre and (Administrative, Faculty and and check the Natalia B. Log and assign WMR 3-5-
e. Old Property UPLB Personnel 4 attached PAR/ICS to 2nd
1 requirement, log and assign PAR None 2-3 minutes Post Repair REPS) shall: correctness of the Española number minutes Check/scrutinize PO
Acknowledgment (Administrative, Faculty floor, SPMO Building
control number Inspection Report infomation specified. and encode in the
Receipt (PAR) signed and REPS) shall: database of three
1 (PPRIR) Update the database.
Natalia B. Submit PPRIR indicating the s Gercy Love M. Bennie M.
by the original end- 5-10 minutes 5 Sign the document 1 minute different Bids and
Española cope of work and attach Juanillas Evangelista
user Submit photocopy of Awards Committe.
Bennie M.
2 Stamp the duplicate copy 1 minute a. Photocopy of photocopy of PAR 2
PAR signed by the Evangelista
Property
original end-user Natalia B.
Acknowledgment 6 Receive the RS Release the RS 1 minute Note: If the PO has
Española
ISSUANCE OF PAR Receipt (PAR) discrepancy, proceed to
FOR Countersign the
FOR TRANSFERRED 30 seconds per 2 step 3. Otherwise,
Gercy Love M. Encode the information in the ISSUANCE OF document
PPE 3 item on the proceed to step 4.
Juanillas database PPRIR
document Certify that the PPE to
Attach letter to the
3 Bennie M. be repaired is UPLB
1 minute 3 unit/end-user for
Receive the duplicate Release the duplicate PAR for Evangelista property
4 1 minute compliance.
PAR for transferred PPE transferred PPE 4 Sign the document
Romeo M. 4 Countersign to PO 1 minute
Flores Gercy Love M. Release approved Maria Cielo
1 minute per 5 Receive approved PPRIR 1 minute per 5 Sign the PO
5 File original copy Juanillas PPRIR M. Lampa
document document Lucita R.
6 Receive the PO Release the PO
6 File one copy Villegas
7

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