Contents

17.0 SPECIAL DETAIL AND TRAVEL AUTHORITY

Special detail refers to an official assignment that allows faculty members and other personnel to participate in conferences, training programs, workshops, seminars, short-term courses, symposiums, meetings with local and international organizations, research projects, and similar activities. Faculty and REPS may also be detailed temporarily to a requesting agency, government or private, under a secondment arrangement.  Secondment is allowed on the bases of objectives that have to do with national interest or community level goals that are aligned with UPD’s extension agenda.

Special detail often involves travel to a local or international destination. Travel could also be undertaken for purposes of professional development, or for personal reasons. Some official travels are funded by the UP System or UPD while others are funded by the host institution. Some faculty members who go on either official or personal travels use their personal funds to cover fares, accommodation and allowances.

As government employees, all faculty and REPS going on official and personal travels will also have to secure a Travel Authority from the University.

Travel opportunities for professional development may be assigned by the heads of units or may be sought through competitive processes. The latter, which may be due to limited slots or funding, are overseen by the UPD Faculty and REPS International Mobility Committee (FRIMC). [Faculty and REPS International Mobility Committee AO, Administrative Order MLT-16-042, 2016] To pursue the University’s mandate as the national university, faculty and REPS mobility programs aim to enhance quality of the higher education system, contribute in increasing the economic competitiveness of the nation while fostering human understanding across nations. [Section 3, The University of the Philippines Charter of 2008] The FRIMC decides on the bases of criteria hinged on the objectives of the specific faculty and REPS mobility program the faculty member/REPS is applying to.

Faculty and REPS mobility supports transnational education, which may be delivered through:

(a)

Face-to-face or conventional mode of education offered transnationally – This refers to the traditional classroom-based education conducted transnationally.

(b)

Blended learning – This refers to a mode of education delivery combining methods of distance education with traditional classroom-based education. [CHED Memorandum Order No. 02 Series of 2008 on Policies, Standards and Guidelines on Transnational Education]

  • 17.1 SPECIAL DETAIL

    Special appointment is given to a faculty member to carry out an assignment outside the campus for the benefit of the University. This involves temporary relocation to a place in or outside the Philippines. While on special detail, faculty members are considered as in active service and continue to receive benefits as UP personnel.

    A member of the academic staff or an administrative official may be authorized by the Chancellor or the President, as the case may be, to be on special detail in the Philippines or abroad for the benefit of the University or of any of its units under conditions to be fixed by the staff or official concerned in each case. [Art. 241; amended at the following BOR meetings: 754th, Jan. 20, 1967; 760th, July 14, 1967; 762nd, Sept. 15, 1967; 801st, Oct 29, 1970; 828th, Dec. 21, 1972; 839th, Nov. 29, 1973; and 987th, Apr. 24, 1986]

    Provided, That members of the faculty who are married at the time of the detail may be granted family allowance per month, to commence from the date of departure from a Philippine port to the date of arrival in the Philippines if in the opinion of the President, or of the Chancellor, as the case may be, the circumstances warrant;

    Provided, further, That the President, or the Chancellor, as the case may be, may authorize the commutation in advance of salaries and/or family allowances, such commutation shall be limited to not more than three (3) months;

    Provided, finally, That, upon the request of another agency, government or private, and when the needs of the University so permit, University personnel may be detailed by secondment to the requesting agency subject to certain conditions.

    Special detail may involve short and long-term travels for purposes of professional development, non-degree fellowships, post-doctoral fellowships,[1] participating in meetings with local and international organizations, completing research projects and other value-enriching activities including participation in an official capacity in conferences, workshops, seminars, short-term courses, and similar activities subject to prior authorization and to such conditions as may be attached thereto and to applicable laws and regulations.  Secondment to another agency is a form of special detail. (See also Chapter 5.0: Teaching and Chapter 10.0 Faculty Development)

    Faculty members participating in non-degree fellowships and post-doctoral fellowships cannot be granted study leave.

    • 17.1.1 Purpose

      Faculty members and REPS are given special detail status to fulfill University-related objectives through engagement in activities that are held outside the campus.  These activities, therefore, entail local or international travel for purposes that include the following:

      17.1.1.1

      Academic and creative work. Faculty members and REPS travel to attend or present papers in conferences and symposiums, and to participate in fieldwork activities, workshops and training programs.  Faculty members in the creative fields participate in art exhibits, concerts, dance and music recitals and other similar activities. Other faculty members are invited by other institutions to serve as consultants in particular disciplines or professional fields, while others are sent or invited as exchange or visiting professors.  Some faculty members go on official travel for thesis/dissertation co-advising.

      17.1.1.2

      Administrative duties. Faculty members with administrative assignments or those serving as UP System or UPD officials travel outside the campus, out of town or outside the country to attend meetings or to fulfill their administrative duties.

      17.1.1.3

      Research and extension work. UPD faculty and REPS also travel to undertake research. Specific activities include data gathering, administration of surveys, conduct of interviews and focused group discussions, fieldwork, site assessment and others. Extension work includes community and industry linkages. It also covers public relations and goodwill-oriented endeavors. Some research and extension projects are done in collaboration with foreign institutions and entail international travels.

      17.1.1.4

      Non-degree fellowships and internship. As part of its faculty and REPS development plan, UPD supports travels for faculty and REPS to pursue higher studies or to participate in short-term certificate or non-certificate programs.

       

    • 17.1.2 Detail by Secondment

      Upon the request of another agency, government or private, and when the needs of the University so permit, University personnel may be detailed by secondment to the requesting agency. Secondment term may be full-time, where the personnel is totally de-loaded of teaching, research or administrative load; part-time secondment is where the personnel still has load credit in UPD.  Approval of secondment of faculty or REPS is subject to the following conditions: [1031st BOR meeting, 28 June 1990]

      17.1.2.1

      Secondment to a private agency or to a career position in the government shall not exceed one (1) calendar year, renewable for a similar period;

      Provided, That should the person seconded fail to return to the University after two (2) calendar years, the item in the University shall be vacated ipso facto;

      Provided, further, That secondment to accept an academic position in an academic institution with which the University has a memorandum of agreement shall be for the duration of the term of the particular position.

      17.1.2.2

      Secondment to a policy-determining, primarily confidential or highly technical position in the civil service, may initially be for two (2) calendar years, renewable for a like period;

      Provided, That should the person seconded fail to return to the University after four (4) calendar years, the item in the University shall be vacated ipso facto;

      Provided, further, That in the case of those seconded to the position of secretary or undersecretary in the executive, judiciary or legislative branch, two (2) two-year renewals may be allowed;

      Provided, moreover, That the second renewal may be allowed only if the faculty member resumes teaching in the University during the second renewal; 

      Provided, finally, That should a person seconded to the position of secretary or undersecretary fail to return to the University after six (6) calendar years, the item in the University shall likewise be vacated ipso facto.

      17.1.2.3

      If a full-time secondment is with pay, honorarium, or allowance equivalent to or higher than what is being received in the University, such secondment shall be without pay from the University [University Code, Art. 241].

      17.1.2.4

      Secondment to international agencies or organizations shall be subject to existing agreements between such agencies or organizations and the Philippine government, and shall initially be for one (1) year, renewable for a similar period.  In meritorious cases, the Chancellor may allow a final extension of not more than six (6) months.

      In very meritorious cases, the Board of Regents may, upon recommendation of the unit head concerned, the Dean, the Chancellor and the President, waive the rule on the number of years a faculty/staff member may be allowed to be on secondment.  In no case, however, shall a faculty/staff member be allowed to be on secondment for more than six (6) years. [1039th BOR meeting, 14 March 1991]

    • 17.1.3 Administrative Guidelines

      Special detail may be granted with or without pay. As a general rule, faculty members and staff who will serve as Visiting Professors/Scientists/Fellows in other institutions shall be granted special detail without pay. [1031st BOR meeting, 28 June 1990]

      But if the host institution does NOT provide salary, honorarium or allowance equivalent to or higher than the salary and allowance the faculty member receives from the University, such special detail shall be with pay from the University, since the University of the Philippines Charter of 2008 provides that the University “protect and promote the professional and economic rights and welfare of its academic and non-academic personnel.” [Section 3-e of the University of the Philippines Charter of 2008] The President may recommend to the Board of Regents that a sufficient allowance in addition to his regular salary be given to the Visiting Professor/Scientists/Fellows of the University so as to enable the Visiting Professor/Scientists/Fellows to maintain the prevailing standard of living corresponding  to the position in the place where the Visiting Professor/Scientists/Fellows is to teach or research. [Article 168 of the Revised University Code]

      For the purposes of gaining graduate degrees, the faculty member should apply for study leave and fellowship. [Refer to Chapter 10.0: Faculty Development]

      Faculty and REPS are given special detail status based on the following guidelines that cover duration, eligibility, responsibilities, and documentary requirements and procedure.

       

      17.1.3.1

      Duration of special detail. A faculty member may be allowed to go on special detail to attend conferences, seminars and the like, or serve as consultant or resource person, during a semester if the total amount of class missed is not more than twenty percent (20%) of the time for each course being handled during that semester. [Executive Committee meeting, 28 July 1993; OC Memorandum no. ERR 04-064, 28 May 2004; UPD University Council meeting, 21 July 2004] (See  also Chapter 18 on Unauthorized Absences)

      Faculty members with administrative load should limit the duration of their special detail to not more than fifteen (15) working days (consecutive or cumulative) per semester. [UPD UC meeting, 21 July 2004; OC Memorandum ERR 04-064, 28 May 2004]

      Special detail can be authorized upon the request of an entity, government or private, and when the needs of the University so permit provided the following conditions:

      17.1.3.1.1

      No special detail shall be authorized for a period of more than one year, provided that any special detail for more than thirty (30) days shall be submitted to the President of the Philippines for approval as required by law;

      17.1.3.1.2

      Renewals of a special detail for an aggregate period of more than one year shall be granted only in exceptional cases as determined by the President or the Chancellor; provided that in no case shall a special detail, including renewals thereof, be for more than two consecutive years unless specifically authorized by the Board of Regents;

      17.1.3.1.3

      Any University personnel who have been on special detail shall not be granted permission to another special detail unless they have served the University on a full-time basis for at least the same period as the last special detail, and unless specifically authorized by the Board of Regents.

      17.1.3.1.4

      Leaves or special detail that start while the

       

      An application for special detail for thirty (30) days or more shall be accompanied by a clearance. The head of office concerned shall see to it that the said clearance has been duly recommended by the Division Chief concerned or the immediate supervisor of the employee applying for special detail, before approval of such special detail application or recommendation of the same to higher authorities. [Memorandum Order no. 823, s. 1985]

      17.1.3.2

      Eligibility. Eligibility for special detail is subject to the following guidelines:

      17.1.3.2.1

      Regular faculty, REPS, and administrative personnel, whether permanent or temporary, can apply for special detail.

      17.1.3.2.2

      To be eligible for application for special detail, the regular faculty, REPS, and administrative personnel, whether permanent or temporary, shall belong but not limited to any of the following categories:

      (a)

      Those directly involved in foreign assisted projects that include training and scholarship grants;

      (b)

      Faculty members who are not yet permanent on account of lack of MA/MS or PhD degrees whose availing of the training/scholarship shall satisfy the deficiency [1053rd BOR meeting, Aug. 27, 1992; 1137th BOR meeting, Nov. 25, 1999];

      (c)

      Those engaged in highly scientific fields as certified by DOST;

      (d)

      Those who have been personally invited by a foreign entity to avail of its training/scholarship grants.

      17.1.3.2.3

      Faculty with temporary appointment applying for special detail must ensure that the period of travel does not go beyond the expiration of the appointment. In cases like these, Academic Unit heads must provide a certificate that they intend to renew the faculty’s appointment.

      17.1.3.2.4

      Travels of faculty members need to be endorsed by the Head of Unit (Dean and/or Director) and approved by the Chancellor. General invitations to academic units must undergo a selection process to determine who will be sent on special detail. Selection must be at the academic unit level. An abstract of the research paper must also be submitted if the faculty member is a paper presenter. [Faculty and REPS International Mobility Committee AO, Administrative Order MLT-16-042,  2016]

      17.1.3.2.5

      University personnel who have been on special detail shall not be granted permission to another special detail unless they have served the University on a full-time basis for at least the same period as the last special detail, and unless specifically authorized by the Board of Regents. [839th BOR meeting, 29 November 1973]

      17.1.3.3

      Responsibilities. An appointment for special detail carries with it certain responsibilities.

      17.1.3.3.1

      Faculty members going on special detail must have prior authorization and subject to conditions as may be attached to its grant. [987th BOR meeting, 24 April 1986] For special detail spanning for one (1) month or more, the faculty member must sign a return of service agreement.

      17.1.3.3.2

      Report back for duty – Faculty and REPS must return to UPD at the end of their special detail unless renewed or extended upon the approval of the Chancellor.

      17.1.3.3.3

      Return Service – Before the start of the special detail, the fellow must sign a return service contract and a corresponding suretyship agreement with the University. [1210th BOR meeting, 30 June 2006]

      (a)

      For special detail within the country, the contract shall stipulate (among other things) a return service of one year (12 months) for every year or a fraction thereof spent on special detail.

      (b)

      For faculty in special detail abroad, the return service shall be at the rate of two years (24 months) return service for every year or a fraction thereof spent on special detail at the expense of the University and/or with the use of external financial grants given the faculty member through or upon endorsement of the University.

      (c)

      When the special detail abroad is for a period of less than six (6) months but not less than two (2) months, the return service shall be one (1) year and if the special detail is for a period of less than two (2) months, the return service shall be six (6) months. 

      (d)

      For every year of special detail without pay, the return service requirement shall be one (1) year. 

      (e)

      In case the fellow does not fulfill the service requirements, they must reimburse to the University all expenses incurred. These expenses may include salaries, grants, and other monetary entitlements plus an equity charge of 50% of the total amount expended and interest at the prevailing legal rate at the time of the breach or revocation of the contract.

      (f)

      UP faculty and REPS are prohibited from signing any suretyship agreement except in instances where the faculty or staff are relatives of the fellow concerned.

      17.1.3.4

      Documentary Requirements and Procedure. These are the documentary requirements for special detail with pay or without pay: [Special Detail Documentary Requirements and Process, HRDO, 2016]

      17.1.3.4.1

      Request for special detail from person concerned with endorsement of Department Chair and Dean with justification; for faculty administrators, the letter must also be endorsed by the head of unit and designated officer-in-charge;

      17.1.3.4.2

      Copy of invitation from requesting agency;

      17.1.3.4.3

      Application for Travel Authority (Abroad) Form (for faculty);

      17.1.3.4.4

      For travels (abroad and local) of more than one month: (1) duly accomplished Fellowship Contract and Corresponding Suretyship Agreement, (2) University Clearance, and (3) latest faculty profile of the department.

      University policy provides that no more than the equivalent of fifteen (15%) of the faculty may be allowed to go on leave of absence and special detail with pay at any given semester. [OC memorandum no. ERR-03-091]

       

      To be granted the status of special detail, the faculty member must submit a letter of application containing the purpose and details of the assignment. If the destination of the special detail is abroad, the letter must also contain a request for travel authority (TA) with the accomplished TA application form.

      If the special assignment is more than one month, the special detail must be approved first before the request for travel authority can be processed. The submitted faculty profile will be used to check the percentage of faculty on leave and special detail. An application for special detail for thirty (30) days or more shall be accompanied by University Clearance. [Memorandum Order no. 823, s. 1985]

      [For more information on the application for special detail and to download the required forms, please visit the Human Resources Development and Benefits Division (HRDB), HRDO website at http://hrdo.upd.edu.ph/]

      17.1.3.5

      ​​​​​​Bureau of Immigration requirements for international travels– Faculty on special detail may be further subject to other requirements imposed by the National Government (e.g. NEDA, DFA, etc.). It shall be the duty of the Vice-Chancellor for Academic Affairs to keep abreast of these rules, keep the CU faculty informed and enforce the rules.

      The basic travel requirements of faculty and REPS on special detail are the following:

      (a)

      Travel authority

      (b)

      Valid Passport

      (c)

      Personnel Clearance

      (d)

      Filing of appropriate leave

      17.1.3.6

      Crediting of Service of Faculty Members in Special Detail without Pay. These are the conditions for the Special Detail without Pay can be credited as service to the University: [1210th BOR meeting, 30 June 2006]

      17.1.3.6.1

      Existing Memorandum of Agreement between University of the Philippines and the requesting institution;

      17.1.3.6.2

      Approved request for special detail without pay for one (1) year, renewable for another year;

      17.1.3.6.3

      The faculty member or staff shall shoulder the employee and government contribution for GSIS, PhilHealth, Pag-IBIG. The faculty member shall also shoulder the taxes and personal deductions; and

      17.1.3.6.4

      The faculty member or staff shall report back for service to the University immediately after the special detail. Reporting back for service is understood to mean submission of a letter reporting for duty, resumption of teaching duties or assumption of administrative assignment for at least two (2) years for every year of special detail.

  • 17.2 TRAVEL AUTHORITY

    A Travel Authority enables faculty members and REPS to exit the country as a university and government entity, protected by laws on safe passage.  The Travel Authority will cover the duration of the trip.  [Memorandum SSC-06-036, AO PERR 06-51 – Guidelines of the University of the Philippines System on the Approval of Requests for Authority to Travel]

    The status of official travel abroad with its corresponding travel authority is granted to faculty members on special detail and study leave. [Art. 241; amended at the following BOR meetings: 754th, Jan. 20, 1967; 760th, July 14, 1967; 762nd, Sept. 15, 1967; 801st, Oct 29, 1970; 828th, Dec. 21, 1972; 839th, Nov. 29, 1973; and 987th, Apr. 24, 1986]  The application for travel authority of personal travel has a different set of procedure.

    Approval of official local travel doesn’t require accomplishing a Travel Authority. Nevertheless, the faculty member must submit a letter of request for local detail and travel.

    • 17.2.1 Categories of Travel by Duration and Location

      Official travel can be short- or long-term, foreign or local.

      17.2.1.1

      Short-term foreign travel. This refers to foreign travel for attendance to conferences, trainings, and workshops, research/creative work dissemination, ministerial meetings and scholarship and/or trainings funded by the University, private grants or other sources including personal funds, and undertaken for less than one (1) month.

      This travel type requires a travel authority that is granted on the bases of:  dean or supervisor’s endorsement, personnel clearance, and a valid passport. The dean or supervisor endorses the travel based on the purpose, the inviting party if there’s any, and the cumulative total of trips for the semester, among others. Faculty members are required to make arrangements for substitution for classes to be missed and must designate an officer-in-charge for administrative duties. [Exec. Com. Meeting, 28 July 1993]

      17.2.1.2

      Short-term local travel. All local travels that are necessary to fulfill and comply with government or institutional commitments in less than one (1) month are considered as short-term local travel. This also includes all local travel for conferences, short-term trainings, seminars, attendance and presentations in conferences for institutional development, personal advancement and similar objectives.

      17.2.1.3

      Long-term foreign travel. Research and study abroad, visiting professorship, faculty exchange for more than one (1) month are categorized under long-term foreign travel.

      This travel type requires a University Clearance and  travel authority that is granted on the same bases as those used for short-term foreign travel plus other requirements that include: an approved study leave for those who will pursue higher studies, study plan and contracts with fund sources, if applicable; personnel clearance issued by HRDO, and a valid passport.  Depending on the terms of study, fund sources, agreements with host institutions, other requirements may be needed.

      17.2.1.3.1

      Fellowship/Study – Faculty members may pursue graduate studies abroad in areas of study according to University priorities by applying for study leave. Whether the faculty member applies for study leave with pay or without pay shall be subject to the collective department and college faculty decision.

      17.2.1.3.2

      Visiting/ Exchange professorship – Faculty members may be invited to participate in a faculty exchange program under an existing agreement with a partner university. The faculty exchange occurs between a UPD faculty member and a faculty member from the partner university in the same field of expertise.

      Faculty members may also be invited by other universities abroad to teach, even without a CU-level agreement. Such arrangements, however, should be approved by the President or Chancellor based on the endorsement of the UPD Faculty and REPS International Mobility Committee. [Faculty and REPS International Mobility Committee AO, Administrative Order MLT-16-042,  2016; Handbook of Delineation, 2008]

      17.2.1.4

      Long-term local travel. Research and/or study at a local university or institution for more than one (1) month is categorized under long-term local travel.

      This travel type requires a University Clearance and approved request for special (local) detail.

      17.2.1.4.1

      Fellowship/Study – Faculty members may pursue graduate studies locally in areas of study according to University priorities by applying for study leave. Whether the faculty member applies for study leave with pay or without pay shall be subject to the collective department and college faculty decision.

      17.2.1.4.2

      Visiting/ Exchange professorship – Faculty members may be invited to participate in a faculty exchange program under an existing agreement with a partner university. The faculty exchange occurs between a UPD faculty member and a faculty member from the partner university in the same field of expertise.

    • 17.2.2 Procedural Flow

      Faculty members and REPS must follow the following procedures to secure a travel authority:

      17.2.2.1

      Applying faculty members/REPS must prepare the following to be submitted to the Dean, Director or Head of Unit for endorsement:

      17.2.2.1.1

      A letter of request through channels and addressed to the Chancellor;

      17.2.2.1.2

      Duly accomplished Travel Authority Form

      17.2.2.1.3

      Attachments: Invitation/Acceptance/Admission, Program/Abstract

      17.2.2.1.4

      OIC for Administrative Duties

      17.2.2.1.5

      For travels for more than one month, University Clearance, the latest faculty profile of the department, and approved Special Detail or Study Leave.  Approved special detail or special detail is a documentary requirement before the application for travel authority can be processed. [Memorandum Order no. 823, s. 1985]

      University policy provides that no more than the equivalent of fifteen (15%) of the faculty may be allowed to go on leave of absence and special detail with pay at any given semester. [OC memorandum no. ERR-03-091, 3 September 2003], which will be checked using the latest faculty profile.

      17.2.2.2

      The Dean, Director or Head of Unit endorses the applicant based on the accompanying documents.

      17.2.2.3

      The application documents are forwarded to the HRDO for endorsement and attachment of Personnel Clearance, as well as appointment for temporary personnel.

      17.2.2.4

      The application documents are forwarded to OIL Diliman for review and evaluation based on the accompanying documents. OIL Diliman endorses for approval of the VCAA. Should there be additional requirements, OIL Diliman refers to the HRDO, unit concerned or the applying faculty/REPS. For personal travel, the application documents will be forwarded to the OVCA.

      17.2.2.5

      The application documents are then forwarded to the Chancellor’s office for approval and returned to the HRDO.

      17.2.2.6

      HRDO processes DFA endorsements and other requests, files the documents to the 201 file of the faculty and releases the travel authority to the faculty/REPS.

    • 17.2.3 Approving Authority

      17.2.3.1

      The following approving authority shall grant Travel Authority to the respective requesting party:

      17.2.3.1.1

      Chancellor – all faculty and non-academic staff of the constituent unit

      17.2.3.1.2

      President – all Chancellors, System officials and staff

      17.2.3.1.3

      Board of Regents – President of the University

      17.2.3.2

      All approving authority can grant travel authority for foreign travels. All approved travels abroad shall be reported to the Office of the President of the Philippines, indicating therein the names of the travelers, their designations, the duration, nature and purpose of the travel, and the costs of the travel. Travel expenses may be covered through various funding sources including government, private or personal funds.

    • 17.2.4 Administrative Guidelines

      The following guidelines govern the issuance of Travel Authority:

      • 17.2.4.1 Entitlements

        17.2.4.1.1

        Use of official passport – Official passports are to be issued to all government officials and employees on official trips abroad. [Republic Act No. 8239, Philippine Passport Act of 1996] UPD faculty members are entitled to use Official Passports (Red) during their special detail upon approval of Travel Authority.

        17.2.4.1.2

        Travel tax exemption – Faculty members with a certified true copy of the Travel Authority or Travel Order from the Chancellor indicating that they are on official travel shall be exempted from paying travel tax. [Sec. 2, PD 1183]

        17.2.4.1.3

        Per diem – Faculty members on special detail abroad, provided their stay is not funded by the host institution, shall be entitled to a Daily Subsistence Allowance (DSA) as provided under the United Nations Development Program (UNDP) Index. This can be secured from the Department of Foreign Affairs. The DSA is equivalent to per diem authorized under Section 75 of RA No. 7157, otherwise known as the Foreign Service Act of 1991.The DSA shall be apportioned as follows unless otherwise stated in the UNDP Index:
         

        (a)

        Fifty percent (50%) for hotel/lodging;

        (b)

        Thirty percent (30%) for meals; and

        (c)

        Twenty percent (20%) for incidental expenses.
         

        When the country of destination is not listed in the said Index, the DSA for the nearest country shall be adopted. [Executive Order No. 248 dated May 29, 1995 as amended by Executive Order No. 248-A dated August 14, 1995 and Executive Order No. 298 dated March 23, 2004]

        17.2.4.1.4

        Salary – If the host institution compensates in the form of a salary, then the special detail shall be considered/categorized as without pay from the University.

        If the host compensates by way of allowances or honoraria, the special detail shall be considered/categorized also as without pay from the University if such compensation is higher than the salary and allowances of the faculty member or REPS in the University.

        17.2.4.1.5

        Creditable services – The GSIS Board of Trustees, on 20 October 1998, approved Resolution No. 432 which allowed the University to credit the fellowship services of faculty members who were on study grant/leave without pay during the 60’s and 70’s under the Rockefeller, Ford, or other Foundations which provided liberal stipend and allowances.

        The University has requested the GSIS that the same liberal interpretation be adopted in the cases of tenured faculty members and regular employees who go on leave without pay, for as long as the leave is officially sanctioned by the University and is covered by a memorandum of agreement, by allowing them to pay both personal and government shares in their retirement premiums to prevent deduction from their creditable service upon retirement.

        The request excludes those employees who are allowed by the University to go on leave without pay for rest and rejuvenation or for any other reason without a corresponding memorandum of agreement duly approved by the University. It is understood that these employees do not incur a gap in service but the duration of said leave will be deducted from their creditable service upon retirement. [Memorandum No. PERR-06-46, 22 November 2006]

      • 17.2.4.2 Criteria and requisites

         

        17.2.4.2.1

        Administrative clearances – Faculty members applying for special detail must secure clearance and/or approval from authorized officials. This includes endorsement from the Department Chair or Institute Director, Dean or Director of the Unit, and Personnel Clearance from the HRDO. Travel Authority is granted by the Chancellor only upon recommendation of the VCAA.

        17.2.4.2.2

        Teaching and other duties – Faculty members are responsible for making arrangements regarding teaching and administrative load. Make-up classes can be scheduled prior to the faculty member’s travel or upon arrival from travel. A substitute instructor can be appointed among co-faculty members. Those with administrative load must ensure that an Officer-in-Charge is appointed.

        Per University rules, “as much as possible local and international travels should not be scheduled during registration days, the first two weeks of classes, and final examination days.” [OC memo ERR-04-064, 28 May 2004]

        University policy provides that no more than the equivalent of fifteen (15%) of the faculty may be allowed to go on leave of absence and special detail with pay at any given semester. [OC memorandum no. ERR-03-091]

        When a faculty member is awarded a faculty fellowship or goes on study leave without pay, the home department can/may hire a substitute; thus, the total teaching capacity of the department or college is not impaired.

        In recommending a full study leave with pay, the rest of the department or college faculty commits itself to take over the teaching load and other duties to be left behind by the faculty going on full study leave.

        The decision to allow a faculty member to go on full study leave with pay should be a collective faculty decision. Before a chairman or dean recommends full study leave with pay, the rest of the department should be informed in writing (by the chairperson or dean) and there should be at least a consensus among the faculty on their commitment to shoulder the additional load.

        17.2.4.2.3

        Funding – The approving authority may also grant funds for foreign travels up to a maximum of seventy five percent (75%) of the applicant’s allocated travel budget, in excess of which they shall be required to obtain the approval from the Office of the President of the Philippines for the utilization of the remaining balance. [Executive Order 459, s 2005]

        17.2.4.2.4

        Financial accountabilities – An application for leave of absence or special detail for thirty (30) days or more shall be accompanied by a clearance. The head of office concerned shall see to it that the said clearance has been duly recommended by the Division Chief concerned or the immediate supervisor of the employee applying for leave or special detail, before approval of such leave or special detail application or recommendation of the same to higher authorities. [Memorandum Order no. 823, s. 1985]

        Before leaving for fellowship or study leave abroad, the faculty member must first settle and secure clearances of all property, money and other accountabilities from the University. [ERDT-DOST practice, Responsibilities of the scholar and ERDT-DOST. 2013 ERDT Website]

         

      • 17.2.4.3 Accounting and documentary requirements

        17.2.4.3.1

        Claims for reimbursement of expenses shall be approved subject to the presentation of official receipts, bills, invoices and other such documents showing that the necessary expenses were incurred.

        17.2.4.3.2

        In case of cash advances, an accounting/liquidation of the cash advances received   shall be rendered and submitted to the University within sixty (60) days after returning to the Philippines, in case of official travel broad, or within thirty (30) days of return to the University, in case of official local travel. Any excess cash advance shall be returned to the University together with the submission of the accounting/liquidation report.

        17.2.4.3.3

        A report with recommendation, if any, on the conference or seminar attended, examination or investigation conducted, or mission undertaken, shall be submitted to the head that approved the official travel.

         

        [Executive Order No. 298 s 2004]

         

      • 17.2.4.4 Personal travels

        17.2.4.4.1

        The faculty and REPS may go on leave for rest and recreation or for other non-university related activities.  Such trips are encouraged to allow faculty and REPS to reenergize and to engage in other productive pursuits.

        17.2.4.4.2

        As government employees, all faculty and REPS going on personal travels have to secure a Travel Authority from the University. The Travel Authority indicates that travel expenses are undertaken at no cost to the university. The Travel Authority also indicates who the substitute instructor/s would be for missed classes; it likewise indicates appointed officers-in-charge in the case of faculty members with administrative load. (Executive Order No. 459, s. 2005)

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