Office of the Vice President for Admin and Finance

Communication/Load Expense Reimbursements

Checklist for Communication/Load Expense Reimbursements

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Process Flow for Communication/Load Expense Reimbursements

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Timeline for Reimbursements of Communication Allowance

• Generally, reimbursement transactions should be processed and completed within a period of one month from the date of purchase of the goods or services. This timeframe ensures timely and efficient handling of expenses while maintaining compliance with organizational policies and procedures.
• Failure to claim within one month shall mean the forfeiture of such claim.

Official Travels

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Checklist for Reimbursement of Local Travels

  Itinerary of Travel
  Certificate of Appearance/Attendance
  Certificate of Travel Completed
  Revised or Supplemental Office Order or any proof supporting the change of schedule
  Communication/Invitation Letter
  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 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 receipts) If applicable
  Reimbursement Expense Receipt (RER) – P 301.00 to P 1,000.00 (Note: Please Separate RER for Every Expense incurred without receipt)
  Certification of Expenses not Requiring Receipts (CENRR) 300 and below
  Official Receipts
  Hotel room/lodging bills with official receipts in the case of official travel to places within 50-kilometer radius from the last city
  or municiplaity covered by the Metro Manila Area, or the city or municipality where their permanent official station is located
  in the case of those outside the Metro Manila Area, if the travel allowances being claimed include the hotel room/lodging rate
  Paper/electronic plane, boat or bus tickets, boarding pass, terminal fee
  Travel Order

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Checklist for Reimbursement of Foreign Travels

  Itinerary of Travel
  Certificate of Travel Completed
  Certificate of Appearance/Attendance for training/seminar/participation
  Communication/Invitation Letter
  Paper/electronic plane tickets, boarding pass, boat or bus ticket
  Bills/receipts for non-commutable representation expenses approved by the President under Section 13 of EO No. 248
  For reimbursement of actual travel expenses in excess of the prescribed rate (EO No. 298)
   Approval by the President
   Certification by the Head of Agency that it is absolutely necessary
   Hotel room bills with official receipts (certification or affidavit of loss shall not be considered as an appropriate replacement
   for the required hotel/lodging bills and receipts)
  Revised Itinerary of Travel, if the previous approved Itinerary was not followed
  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 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 receipts)
  Narrative Report on trip undertaken/ Report on Participation
  OR in case of refund of excess cash advance
  Travel Order

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Checklist for Cash Advance (Local Travel)

  Office Order/Travel Order approved in accordance with Section 3 of EO No. 298
  Duly approved itinerary of travel
  Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books
  Communication/Invitation Letter

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Checklist for Cash Advance (Foreign Travel)

  Office Order/Travel Order approved in accordance with the provisions of Sections 1 and 2 of EO No. 459 dated September 1, 2005:
  As approved by the respective heads of agencies in the case of other government officials and employees regardless of the length of travel:
   - State Universities and Colleges (SUCs) – Chairman of Commission on Higher Education (CHED) in the case of heads of the
   SUCs and respective heads in the case of all other officials and employees.
  Duly Approved Itinerary of Travel
  Letter of invitation of host/sponsoring country/agency/organization
  For plane fare, quotation of three travel agencies or its equivalent
  Flight itinerary issued by the airline/ticketing office/travel agency
  Copy of the United Nations Development Programme (UNDP) rate for the daily subsistence allowance (DSA) for the country
  of destination for the computation of DSA to be claimed
  Document to show the dollar ot peso exchange rate at the date of grant of cash advance
  Where applicable, authority from the OP to claim representation expenses
  In case of seminars/trainings:
   Invitation addressed to the agency inviting participants (issued by the foreign country)
   Acceptance of the nominees as participants (Issued by the foreign country)
   Programme Agenda and Logistics Information
  Certification from the Accountant that previous cash advances have been liquidated and accounted for in the books

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Checklist for Liquidation of Travel Cash Advance (Local)

  Liquidation Report
  Copy of previously approved itinerary of travel together with DV.
  Revised Itinerary of Travel, if the previous approved Itinerary was not followed.
  Certificate of Travel Completed
  Paper/electronic plane, boat or bus tickets, boarding pass, terminal fee
  Certificate of Appearance/Attendance
  Revised or Supplemental Office Order or any proof supporting the change of schedule
  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 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 receipts)
  Certificate of Expenses not Requiring Receipts (CENRR) – not exceeding P 300.00(for expenses with no official receipt)
  Reimbursement Expense Receipt (RER) – P 301.00 to P 1,000.00(for expenses with no official receipt)
  OR in case of refund of excess cash advance
  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 the Metro Manila Area, or the city or municipality where their permanent official station is located
   in the case of those outside the Metro Manila Area, if the travel allowances being claimed include the hotel room/lodging rate
  Travel Order
  Official Receipts

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Checklist for Liquidation of Cash Advance for Travel (Foreign)

  Liquidation Report
  Copy of previously approved itinerary of travel together with DV.
  Revised Itinerary of Travel, if the previous approved Itinerary was not followed.
  Certificate of Travel Completed
  Paper/electronic plane, boat or bus tickets, boarding pass, terminal fee
  Certificate of Appearance/Attendance
  Revised or Supplemental Office Order or any proof supporting the change of schedule
  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 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 receipts)
  Certificate of Expenses not Requiring Receipts (CENRR) – not exceeding P 300.00(for expenses with no official receipt)
  Reimbursement Expense Receipt (RER) – P 301.00 to P 1,000.00(for expenses with no official receipt)
  For reimbursement of actual travel expenses in excess of the prescribed rate (EO No. 298)
   Approval by the President
   Certification from the Head of Agency that it is absolutely necessary
   Hotel room bills with official receipt (certification or affidavit of loss shall not be considered
  as an appropriate replacement for the required hotel/lodging bills and receipts)
  OR in case of refund of excess cash advance
  Narrative Report on trip undertaken/ Report on participation
  Travel Order
  Official Receipts
  Bills or receipts for non-commutable representation expenses approved by the President under section 13 of EO No. 248

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Process Flow for Claims Claims Regarding Travels

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Request Letter/Application for Authority to Travel with Itinerary of Travel

Admin:
  Prepared by REQUESTOR
  Noted by IMMEDIATE HEAD
  Certified Funds available by the Budget Officer
  Recommending Approval by the Campus Director
  Approved by the School President

Note:
Scanned copy is permitted, but original copy with fresh signatures is to be followed. The original should be attached together with the document for the claims of travel.

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Request Letter/Application for Authority to Travel with Itinerary of Travel

Faculty:
  Prepared by REQUESTOR
  Noted by IMMEDIATE HEAD
  Certified Funds available by the Budget Officer
  Recommending Approval by the VPAA
  Approved by the School President

Note:
Scanned copy is permitted, but original copy with fresh signatures is to be followed. The original should be attached together with the document for the claims of travel.

If faculty have designations, the process for the Request Letter to be followed will be based on the purpose of the travel.

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Request Letter/Application for Authority to Travel with Itinerary of Travel

Under Research & Extension:
  Prepared by REQUESTOR
  Noted by IMMEDIATE HEAD
  Certified Funds available by the Budget Officer
  Recommending Approval by the VPREG
  Approved by the School President

Note:
Scanned copy is permitted, but original copy with fresh signatures is to be followed. The original should be attached together with the document for the claims of travel.

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Issuance of Travel Order

For Main Campus:
 The signatory will be the School President.

For Other Campuses:
 -Travel Order is to be signed by the respective Campus Directors as long as the application for authority to travel has been approved by the School President.
 -In case of changes as to the date of travel, the signatory for the Travel order will be the School President, supported by the reason of change of date.
 -If there will be changes for the amount to be claimed, and the amount is more than the requested one, prepare another request letter to be signed by the requestor,
 budget officer, and approved by the VPAF.

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Issuance of Travel Order for Intercampus Travels

Under Admin:
 Campus Director
Under Faculty:
 VPAA/Designated Official
Under Research & Extension:
 VPRERG/Designated Official

Note:
Must indicate in the Travel Order which Campus and office will be traveled to.

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Board of Trustees(BOT) Travels

  The claimable amount is equal to 50% of the allowable per diem allowance.
  If the accommodation is not provided, 100% of the per diem can be claimed.

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Cash Advances for Two or More Trips Scheduled within 30 days

  An employee may request cash advances for two or more trips scheduled within 30 days, provided that the application is submitted as a lump sum. Additionally, the employee must be aware of all tentative travels scheduled for that month.

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Downloadable Resources / Document Templates(click the download icon)

Reimbursement of Goods/Foods

Checklist for Reimbursement of Goods/Foods

  Request Letter
  Certificate of Emergency Purchase
  Purchase Request Signed by the Procurement Officer and the School President
  Updated PPMP from website/source
  Bills, Receipts, Sales Invoice
  Inspection and Acceptance Report
  Requisition and Issue Slip for goods except for food reimbursement
  Inventory Custodian Slip/ Property Acknowledgment Receipt whichever is applicable
  Fuel Request Form/Requisition and Issue Slip
  Canvass from at least three suppliers involving from 1,000 and above, except for purchases made while on
  official travel (If one item costs 1,000 or more)
  Summary/Abstract of Canvass
  Layouts (T-shirt, Tarpaulin, etc.)
  Attendance for food reimbursements
  Guest list for accommodation

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Process Flow for Payment of Reimbursements

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Prerequisites Before Purchasing Items for Reimbursement

  Request Letter/Authority to Purchase
  Certificate of Emergency Purchase

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Process Flow for Request Letter/Authority to Purchase

Note:
Scanned copy is permitted, but original copy with fresh signatures is to be followed. The original should be attached together with the document for the claims of reimbursement.

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Certificate of Emergency Purchase

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Timeline for Reimbursements

  Generally, reimbursement transactions should be processed and completed within a period of ONE MONTH from the date of purchase of the goods or services.
   This timeframe ensures timely and efficient handling of expenses while maintaining compliance with organizational policies and procedures.
  Failure to claim within one month shall mean the forfeiture of such claim.

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Things to Remember

  Updated PPMP.The updated PPMP should be attached and it should be downloaded/ printed from the system/source.
  This is to ascertain whether the items for reimbursement are included in the PPMP.
  Inspection and Acceptance Report. A separate Inspection and Acceptance Report must be prepared for each purchase with different dates.

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For Fuel and Accomodation Reimbursements

  If there are gasoline expenses incurred for purposes other than vehicle use, the Fuel Request Form or Requisition Issue Slip must be attached.
  For accommodation, the guest list must be attached as a supporting document.

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Downloadable Resources/Templates