OFFICE OF THE CHANCELLOR
8. Issuance of Certificate of No Objection for Travel Abroad on Personal Business
UPV employees who travel abroad even on personal business must secure approval of the Chancellor, through their heads of units and the college or office from which they belong. Once approved, a Certification of no Objection is being issued and is being presented to the Immigration upon leaving the country. This is also in compliance with the memorandum issued by the Malacañang with the subject:
“Directives Applying to Foreign Travels of all Government Officials and Personnel in the Executive Department dated 03 January 2018 and Memorandum No. TJH 2018-06 issued by the Office of the UP President dated 01 March 2018.
Offices 1. Office of the Unit Head
2. Office of the Dean or of the next higher official 3. HRDO
4. OVCA/ OVCAA/ OVCRE 5. Office of the Chancellor Classification Complex
Type of Transaction G2C
Who may avail All UPV Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Letter request Not applicable
CLIENT STEPS AGENCY ACTION FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Employee files the request to his/her unit head for
endorsement.
1. The unit head endorses the request and forwards to the Dean or next higher authority for
endorsement.
2. The request is forwarded to OC.
None 2 days for Agency Action 1-2
1- Unit Head and Dean or next higher official.
2- Staff in-charge of outgoing of documents
3. OC refers the request to HRDO for comments/
personnel clearance and to the OVCA (for admin personnel), OVCAA (for faculty and professional REPS), or to the OVCRE (for research and extension REPS), for endorsement.
4. HRDO clears the request, VCA, VCRE or VCAA endorses the request, then forwards to OC 5. OC staff screens the request for approval and
prepares the Certificate of No Objection for signature of the Chancellor
6. Releasing of document
1 day for
Agency Action 3
2 to 3 days for Agency Action 4 1 to 2 days for Agency Action 5-6
3- Admin Officer V or Executive Assistant III at OC
4- HRDO staff, HRDO Chief, OVCA/OVCRE/OVCAA staff, VCA, VCRE, VCAA
5- Admin Officer V or Executive Assistant III, Chancellor 6- Admin Aide VI, Admin Aide III TOTAL None 6-8 days
9. Issuance of Authority to Travel Abroad on Official Business
UPV employees who travel abroad on official business must secure approval of the Chancellor, through their heads of units and the college or office from which they belong. Once approved, a Travel Authority is being issued (addressed to DFA and TIEZA) and is being presented to the Immigration upon leaving the country. This is also in compliance with the memorandum issued by the Malacañang with the subject: “Directives Applying to Foreign Travels of all Government Officials and Personnel in the Executive Department dated 03 January 2018 and Memorandum No. TJH 2018-06 issued by the Office of the UP President dated 01 March 2018.
Offices 1. Office of the Unit Head
2. Office of the Dean or the next higher official 3. HRDO
4. OVCA/ OVCAA
5. Office of the Chancellor
Classification Complex
Type of Transaction G2C
Who may avail All UPV Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Application for Authority to Travel Abroad
- HRDO Form 9a, Attachment 1a, revised March 2018 (for faculty and non- teaching academic personnel)
- HRDO Form 9a, Attachment 1b, revised March 2018 (for admin personnel) 2. Details/information about the conference or event
3. Invitation Letter from the Organizer or letter of acceptance of paper (for presentation in conferences or fora)
Available at HRDO. May be downloaded also at UPV intranet (intranet.upv.edu.ph)
CLIENT STEPS AGENCY ACTION FEES TO BE
PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Employee accomplishes the necessary form, attaches all
supporting documents, and submits to his/her unit head for
endorsement.
1. The unit head endorses the
application and forwards to the Dean or next higher authority for
endorsement.
2. The application is forwarded to HRDO for personnel clearance.
3. HRDO clears the application and forwards to the OVCA (for
administrative personnel) or to the OVCAA (for faculty and REPS), for endorsement.
4. VCA or VCAA endorses the application and forwards to OC.
5. OC staff screens the request for
approval and prepares the Authority to Travel for signature of the Chancellor 6. Releasing of document
None 2 to 3 days for Agency Action 1-2 1 to 2 days for Agency Action 3 1 to 2 days for Agency Action 4 1 to 2 days for Agency Action 5-6
1- Unit Head and Dean or next higher official.
2- Staff in-charge of outgoing of documents
3- HRDO staff, Chief HRDO 4- OVCA staff and VCA (for
administrative personnel) or OVCAA staff and VCAA (for faculty and REPS)
5- Admin Officer V or Executive Assistant III, Chancellor 6- Admin Aide VI, Admin Aide III
TOTAL None 5 – 9 days
10. Endorsement of Research Proposals or Activities/Conferences for Funding by External Agencies
The endorsement of the Chancellor is being required by the external funding agency. This is to signify that the Chancellor gives consent and support to the research project or activity, once it gets approved.
Office 1. Office of the Unit Head
2. Office of the Dean or the next higher official 3. OVCA/ OVCAA
4. Office of the Chancellor
Classification Simple
Type of Transaction G2C
Who may avail UPV Researchers (Faculty, REPS or Administrative Personnel)/ UPV Unit
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter request
2. Research Proposal or Activity/Conference Proposal
3. Endorsement of Unit Head, Dean, and the VCRE or VCAA
Not applicable
CLIENT STEPS AGENCY ACTION FEES
TO BE PAID
PROCESSING TIME PERSON RESPONSIBLE
1. UPV Researcher/Unit submits the request for endorsement with all the required documents to OC.
1. OC staff refers the proposal to the Chancellor for review with the draft endorsement, for consideration.
None 1 to 2 days for Agency Action 1
1- Admin Officer V or University Extension Associate I or Executive Assistant III at OC
2. Once cleared, the Chancellor signs the endorsement and releases it to the Researcher.
1 to 2 days for Agency Action 2
2- Chancellor, Admin Officer V or University Extension Associate I or Executive Assistant III TOTAL None 2-4 days
11. Endorsement of Application for Study Abroad, Scholarship, or Attendance to Training Program
The endorsement of the Chancellor is needed for such applications signifying what UPV is willing to commit as counterpart (e.g., continued salary and other benefits)
Office 1. Office of the Unit Head
2. Office of the Dean or the next higher official 3. OVCA/ OVCAA
4. HRDO
5. Office of the Chancellor Classification Simple
Type of Transaction G2C
Who may avail UPV Personnel (Faculty, REPS or Administrative Personnel)
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter request (the requestor may attach draft endorsement) 2. Information about the scholarship or training program applied for 3. Endorsement of Unit Head, Dean, and the VCRE or VCAA
Not applicable
CLIENT STEPS AGENCY ACTION FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. UPV personnel submits the request for endorsement with all the required
documents to OC
1. OC staff refers the request to the HRDO for review (checks if the program to be enrolled in or participated is within the expertise of the faculty or staff. Or if it is within the approved faculty development plan of the academic unit in the case of the faculty).
None 2 to 4 days for Agency Action 1
1- Admin Officer V or Executive Assistant III at OC, HRDO staff and Chief HRDO
2. Once cleared, the OC staff prepares or finalizes the endorsement for signature of the Chancellor
3. Releasing of endorsement to the requestor.
1-2 days for Agency Action 2 1 day for Agency Action 3
2- Admin Officer V or University Extension Associate I or Executive Assistant III, Chancellor 3- Admin Officer V or
University Extension Associate I, Admin Aide VI, Admin Aide III
TOTAL None 4-7 days
12. Issuance of appointment for composition of committees or appointment of Officers-in-Charge
An Administrative Order is being issued by the Chancellor to appoint/designate composition of committees and OICs.Office Office of the Chancellor
Classification Complex
Type of Transaction G2C
Who may avail UPV Offices/Unit
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter Request Not applicable
CLIENT STEPS AGENCY ACTION FEES
TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. UPV office/unit submits the request for the issuance of appointment of committee members or OIC.
1. OC staff receives the request, reviews the document and prepares the Administrative Order (AO).
2. Chancellor approves the request and signs the AO.
3. Releasing of document
None 1 day for OIC and 2 days for
committees, for Agency Action 1 2 days for Agency Action 2-3
1- Admin Officer V or University Extension Associate I or Executive Assistant III 2- Chancellor
3- Admin Officer Vor University Extension Associate I or Executive Assistant III, Admin Aide VI, Admin Aide III
TOTAL None 5 days
13. Issuance of authority to hold cash advance (for amount above P5,000)
The authority to hold cash advance (in the form of Administrative Order) is required before a personnel holds a cash advance. He/she must be a tenured employee and must be duly bonded for a cash advance of more than P5,000.
Office 1. Office of the Chancellor 2. Accounting Office
Classification Complex Type of Transaction G2C
Who may avail All Regular or Tenured UPV Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Letter Request duly endorsed by the head of unit Not applicable
CLIENT STEPS AGENCY ACTION FEES TO
BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1. Employee submits
request for authority to hold cash advance.
1. OC staff refers the request to the Accounting Office for clearance and conditions.
2. Once cleared, OC staff prepares the authority to hold cash advance, for signature of the Chancellor.
3. Releasing of the Administrative Order
None 3 days for Agency Action 1
2 days for Agency Action 2-3
1- Admin Officer V or Executive Assistant III, Admin Aide VI, Admin Aide III at OC, Accounting Staff and Accounting Chief
2- Admin Officer V orUniversity Extension Associate I, Chancellor
3- Admin Officer V orUniversity