Contents

7.0 ADMINISTRATIVE WORK

Administrative work is the service rendered to address the organizational needs of the University. It is a form of academic citizenship that compels the faculty to carry out activities and services for the benefit of the University community through participation and leadership.

Furthermore, the national university, in consequence its faculty, is mandated to provide democratic governance in the University based on collegiality, representation, accountability, transparency and active participation of its constituents, and promote the holding of forums for students, faculty, research, extension and professional staff (REPS), administrative staff, and alumni to discuss non-academic issues affecting the University. [Republic Act No. 9500 (23 July 2007), Sec. 3h] The faculty is also expected to participate actively in the effective governance and institutional development of the University. [UP Faculty Code of Ethics, approved at the 63rd UP Diliman University Council Meeting (08 December 1998) and noted at the 1128th UP BOR Meeting (28 January 1999)] Maintaining academic excellence needs the support of an enabling environment anchored on operational excellence. Operational excellence, in turn, is achievable only through administrative efficiency and financial sustainability. [University of the Philippines Strategic Plan 2011-2017, p. 11]

To pursue institutional excellence and democratic governance grounded in academic citizenship, faculty members are enjoined to take on administrative work throughout their academic career. The University recognizes and supports administrative work through the following: grant of an equivalent administrative load credit (ALC) and/or honoraria, Representation Allowance (RA) and Transportation Allowance (TA), and other entitlements, in accordance with University policy [1161st UP BOR Meeting (25 July 2002)] and government rules and regulations.

  • 7.1 Administrative Framework

    The University of the Philippines (UP) is a university system composed of constituent universities (CUs) established solely by its Board of Regents (BOR) upon the recommendation of the President of the University. [Rep. Act No. 9500 (23 July 2007), Sec. 4] The administration of the University and exercise of its corporate powers are vested primarily in the BOR. The BOR exercises control over the affairs of the University through the policies and other rules of governance it formulates. The President, as top executive officer, sees to it that the BOR’s mandates are properly communicated and, more importantly, executed and observed at all levels down the organizational hierarchy. [Office of the Secretary of the University (OSU) (2008), Handbook on Existing Delineation of Authority in the University, Foreword to the Second Edition]

    The Administration of each CU is vested in the Chancellor insofar as authorized by the BOR and the President of the University. [Rep. Act No. 9500, Sec. 18] The University Council (UC), consisting of the Chancellor as Chairperson and all faculty members holding the rank of assistant professor and higher as members, is the highest academic body of the CU. [Rep. Act No. 9500, Sec. 16]

    The University continues to promote and maintain its institutional unity and integrity while establishing a decentralized UP System whereby the CUs are given more powers and responsibilities. The System Administration undertakes, coordinates and integrates System-wide functions and activities, and decentralizes among the autonomous units' campus-oriented academic, administrative and service functions. [UP President Executive Order No. 4 (23 March 1983), Sec. 1]

    The UP System’s operation is anchored upon the principle of “delegation of authority.” Delegation of authority is defined as “allowing someone to act on your behalf to perform tasks or to consume resources that are available to you.” It is perceived as a natural consequence of the division of work inherent in a decentralized decision-making with respect to actions, performance of responsibilities/tasks and use of UP resources. [OSU (2008), Handbook on Existing Delineation of Authority in the University, Foreword to the Second Edition]

    • 7.1.1 Faculty Administrative Work Assignment

      Regular faculty members may be given administrative work assignment in the form of (1) appointment as administrator of an academic unit or of a non-academic unit/office of the System, CU or academic unit, (2) committee work assignment, or (3) appointment as Program Development Associate or Assistant (PDA).

      The administrative appointment is an additional assignment for a fixed term of office. [1094th UP BOR Meeting (26 January 1996)] Faculty administrators are given, in addition to their salary, entitlements such as honorarium, administrative load credit (ALC), representation, and transportation allowances. [1161st UP BOR Meeting (25 July 2002)] Faculty members with committee work assignment or PDA appointment may be given 1-3 units of ALC and/or honorarium. [1094th UP BOR Meeting (26 January 1996)]

      The appointment of a faculty member to an administrative position in another CU or to the System is referred to as a Temporary Second Appointment (TSA) instead of an Additional Assignment. The TSA covers all faculty members whose total load in the second CU, or the System is nine (9) units or more. TSAs must have prior consent of the Chancellor of the CU to which the concerned faculty member belongs. The requesting CU must put its request in writing and, in case of renewal of appointment, must file the request at least one semester prior to the date of renewal of appointment to enable the home unit to make the necessary adjustments in faculty assignments. [1147th UP BOR Meeting (21 December 2000)]

      • 7.1.1.1 Approval of administrative work assignment

        Appointment to administrative positions in the CUs is delegated to the Chancellor. Appointments of faculty administrators that are subject to BOR approval/confirmation are the following: [OSU (2008), Handbook on Existing Delineation of Authority in the University, p. 2]

        7.1.1.1.1

        Vice Presidents, Secretary of the University System and other officers of the administration of the University System;

        7.1.1.1.2

        Chancellors and other officers of administration of the CU;

        7.1.1.1.3

        Deans, directors, or heads of colleges, schools, institutes, and other principal units, academic or non-academic; and

        7.1.1.1.4

        Ad-interim appointments.

  • 7.2 Administrative Posts

    • 7.2.1 UP System

      Administrative posts in the UP System are the President, Vice Presidents, Secretary of the University, Assistant Vice Presidents, Assistant Secretary of the University, and System Office Directors and Program Development Associates (PDAs).

      The University President may choose from the ranks of the faculty to comprise the incumbent administration.

      (See Chapter 2.0: Organization of the University System)

    • 7.2.2 UP Diliman

      Administrative posts in the CUs are the Chancellor, the Vice Chancellors, University Registrar, and Directors of UP Diliman Administrative Offices and Program Development Associates or Assistants (PDAs).

      The Chancellor may choose from the ranks of the faculty to comprise the incumbent administration.

      (See Chapter 3.0: Organization of UP Diliman)

    • 7.2.3 College / Units

      Administrative posts in the Colleges/Units are Deans, Directors, Associate Deans, Deputy Directors, College Secretaries, Department Chairpersons, Assistant Dean/Director, Assistant Chairperson and Coordinators.

      The Dean may choose from the ranks of the faculty to comprise the incumbent administration.

      (See Chapter 3.0: Organization of the UP Diliman)

    • 7.2.4 Program Development Associates / Assistants (PDAs)

      Program Development Associates and Program Development Assistants are experts drawn from the faculty and other personnel of the University to assist in programs of offices/units. The Chancellor appoints these experts on an additional assignment basis. [UP President Executive Order No. 4 (23 March 1983), Sec. 9; OSU Memorandum No. 03-05 (27 January 2003)]

    • 7.2.5 Committee Work

      Committees in the University are created to perform specific services, functions, and duties so as to investigate, report on, or act upon a particular matter. They are constituted to combine expertise gathered from several areas to stimulate new ways of thinking regarding matters that require major decision-making. Committees are required to submit reports to the heads of units/ Chancellors. [1175th UP BOR Meeting (25 September 2003)]

      • 7.2.5.1 Categories of committees in the University

        The President and Chancellor constitute committees at the System and the CU level, respectively. Committees may either be standing or ad hoc (special) in classification. [The Revised Code of the University of the Philippines (1961), Art. 16]

        7.2.5.1.1

        Standing committees: These are committees created by administrative standing orders, rules, or by-laws of an organization. These committees meet regularly, and their membership is set in University policy documents. These committees include:

        (a)

        System level Standing Committees (System APC, etc.)

        (b)

        CU level Standing Committees (CU Executive Committee, UC Standing Committees, Office of the Chancellor Executive Staff, CU Academic Personnel and Fellowship Committee, Fiscal Policies and Operations Committee, Bids and Awards Committee, etc.)

        (c)

        College/Unit level Standing Committees (College Executive Board, Academic Personnel Committees, etc.)

        Members of standing committees are paid on a per meeting basis with no more than two meetings per month, except for the Bids and Awards Committee (BAC) and the Fiscal Policy and Operations Committee (FPOC), which are allowed as many as four meetings a month. [1137th UP BOR Meeting (25 November 1999)]

        (Refer to Chapter 3.0: Organization of UP Diliman for University Council Standing Committees)

        7.2.5.1.2

        Special or ad hoc committees: These are committees formed for a specific task or objective and dissolved after the completion of tasks or achievement of objective.

        7.2.5.1.3

        Sub-committees: These are subordinate groups within committees tasked for a particular objective or course.

      • 7.2.5.2 Classification of standing and ad hoc committees

        Standing and Ad Hoc Committees can be further classified as: [1137th UP BOR Meeting (25 November 1999), as amended at the 1175th UP BOR Meeting (25 September 2003)]

        7.2.5.2.1

        Level 1 – a committee that focuses on program or project implementation; and

        7.2.5.2.2

        Level 2 – a committee that focuses on policy creation and/or review.

         

      • 7.2.5.3 Creation of other committees

        The creation of other committees is subject to the following guidelines:

        7.2.5.3.1The BOR may create such other committees, standing or special (ad hoc), as it may deem necessary and convenient for the proper performance of its functions. [The Revised Code of the University of the Philippines (1961), Art. 16] The President of the University System is an ex-officio member of all standing committees of the Board. [The Revised Code of the University of the Philippines (1961), Art. 17]
        7.2.5.3.2The University Council may create such other committees, standing or special (ad hoc), as it may deem necessary and convenient for the proper performance of its functions. [The Revised Code of the University of the Philippines (1961), Art. 31]

      • 7.2.5.4 Categories of committee membership

        In general, regular membership in a committee is through appointment by the Appointing Authority; in the case of the CUs, it is the Chancellor.

        In some cases, membership and/or chairship of a committee may be one of the following:

        7.2.5.4.1

        Ex-officio: automatic chair/membership to a committee by virtue of the position. Ex-officio members continue in membership for as long as they hold their qualifying post.

        7.2.5.4.2

        Representative: membership by nomination/election to represent a particular area/sector.

        7.2.5.4.3

        In attendance: membership by invitation based on the areas of work of the committee; this membership carries no voting rights.

        7.2.5.4.4

        Alternate membership: membership on a substitute/secondary capacity in certain standing committees if the principal/primary member cannot attend the meeting.

    • 7.2.6 Extent and Parameters (Work Scope)

      The national university is mandated to provide democratic governance in the University based on collegiality, representation, accountability, transparency, and active participation of its constituents, and promote the holding of forum for students, faculty, research, extension and professional staff (REPS), administrative staff, and alumni to discuss non-academic issues affecting the University. [Rep. Act No. 9500 (23 July 2007), Sec. 3h]

      Thus, faculty members, especially faculty administrators, should possess and advocate the ideals of academic citizenship. Academic citizenship should be guided by principles of collegiality, active participation in effective governance and institutional development of the University, administrative efficiency, and ethical conduct. [UP Faculty Code of Ethics, approved at the 63rd UP Diliman University Council Meeting (08 December 1998) and noted at the 1128th UP BOR Meeting (28 January 1999)]

      Faculty members must abide by the laws of the land, provisions of the UP Charter, Revised University Code, policies approved by the Board of Regents, rules and regulations of duly constituted authorities of the University System. [UP Faculty Code of Ethics, approved at the 63rd UP Diliman University Council Meeting (08 December 1998) and noted at the 1128th UP BOR Meeting (28 January 1999)]

  • 7.3 Administrative Guidelines in Granting Entitlements

    Entitlements are given as a form of recognition of the invaluable role of faculty administrators in the attainment of the University’s mission. They also serve as incentives for more qualified members of the faculty to accept administrative assignments. [1161st UP BOR Meeting (25 July 2002)]

    In addition, recognizing that faculty administrators carry the heavy burden of academic management that may affect their research and creative work productivity, a specific promotion scheme for administrators have been suggested to affirm the University’s position that leadership of the University at all levels requires competence both as administrators and as academicians. [OVPAA-UP (2004), Shaping our Institutional Future: A Statement on Faculty Tenure, Rank, and Promotion, p. 27]

    • 7.3.1 Assignment of Administrative Load

      The Administrative Load Credit (ALC) of a faculty member with administrative assignment at the unit, college, or University level is counted as part of the faculty member’s total load credit (24 teaching units per academic year). The grant of ALC is deemed to compensate for such assignment, either partially or fully depending on the position level. [UP Office of the President Memorandum No. 92-40 (21 July 1992)]

      For the purposes of overload honoraria, the teaching load of the faculty administrators is limited to six (6) course credits per semester or twelve (12) course credits per academic year. The overload payment is based on the teaching units and not on the course credit. At least three (3) of the course credits qualified for overload payment must be taught after office hours. [UP Office of the President Memorandum No. FN-01-18 (26 February 2001)]

      There are two types of Administrative Load Credits (ALCs) and Equivalent Unit Deloading (Academic Load): fixed and variable.

      • 7.3.1.1 Fixed ALCs.

        Fixed ALCs are assigned to certain administrative positions as determined and approved by the BOR.

        Full-time administrative positions in the organization structure of the University have the following fixed ALCs: [1142nd UP BOR Meeting (26 May 2000), as amended at the 1166th UP BOR Meeting (02 December 2002)]

        Table 7-1. Administrative positions with fixed ALCs

        Administrative Position

        ALC

        President, Vice Presidents, University Secretary, Chancellors, Assistant Vice Presidents, Assistant University Secretary, University General Counsel, Vice Chancellors, PGH Director

        12 units

        Faculty Regent, Deans, University Registrars, System Directors, Directors of principal units

        9 units

        Assistant Directors of System Offices, Constituent University Directors, Directors of sub-units, Directors of National Centers of Excellence and High School Principals

        6 units

        The Chancellor may lower the ALC as deemed appropriate for Directors of the Principal units and Sub-units. Principal units are academic and non-academic units whose heads report directly to or are supervised by the President, Chancellor, Vice President, Secretary of the University, while Sub-units are units attached to the principal units. [1166th UP BOR Meeting (02 December 2002)]

      • 7.3.1.2 Variable ALCs

        The Chancellor determines the specific ALC for these positions: [1166th UP BOR Meeting (02 December 2002)]

        Table 7-2. Administrative positions with variable ALCs

        Administrative Position

        ALC

        College      Secretaries,      Associate/Assistant     Deans, Chairpersons of Divisions/Departments

        3-6 units

        Faculty members with regular administrative duties not included above (e.g., coordinators, assistant chairs, deputy directors, assistant college secretaries, student relations officers

        1-3 units

        The President/Chancellor, as the case may be, is authorized to assign ALCs to other positions as deemed necessary.  [1166th UP BOR Meeting (02 December 2002)]

        A faculty member appointed to two (2) or more academic administrative positions, other than those specified in the first category under Fixed ALCs, may be granted the ALC for said positions. The total ALC must not exceed nine (9) units. Appointees, however, are entitled to receive honoraria fixed for the positions to which they are appointed, subject to pertinent government and University rules (e.g., No one may receive honoraria exceeding fifty percent (50%), in the aggregate, of her/his basic salary). [UP Office of the President Memorandum No. FN-01-18 (26 February 2001)]

    • 7.3.2 Other Administrative Work Entitlements (Emoluments)

      Faculty administrators are given, in addition to their salary, entitlements such as honorarium, administrative load credit, representation, and transportation allowances. [1161st UP BOR Meeting (25 July 2002)]

      (See also the section on Assignment of Administrative Load)

      • 7.3.2.1 Honoraria

        Honoraria are a form of compensation or reward paid over and above the regular pay in recognition of gratuitous services rendered by government personnel. In general, honoraria are paid to government personnel for additional work rendered which is not among their regular functions. [Presidential Decree 1177 (30 July 1977); National Compensation Circular No. 75 (01 March 1995); Office of the Chancellor Memorandum No. ERR-03-077 (30 June 2003)]

        Any official or employee may be permitted to participate in more than one (1) project. The total honoraria received must in no case exceed fifty percent (50%) of the official’s or employee’s annual salary. [Presidential Decree 1177 (30 July 1977); National Compensation Circular No. 75 (01 March 1995); Office of the Chancellor Memorandum No. ERR-03-077 (30 June 2003)]

        This provision does not apply to teaching personnel of SUCs engaged in actual classroom teaching whose teaching load is outside regular office hours and/or in excess of regular load. It also does not apply to teaching personnel of SUCs designated as heads of departments. The fifty percent (50%) limit, therefore, does not cover overload honoraria and honoraria received by faculty administrators.

        Professors, instructors, teachers, or members of the faculty of government schools, colleges and universities, when required to teach more than their regular teaching load may be paid additional compensation not exceeding seventy-five percent (75%) of their basic salary.

        7.3.2.1.1

        Honoraria for appointment to an administrative position: The appointee to an administrative position is entitled to the honorarium specified for the position only under either of the following situations: [1094th UP BOR Meeting (26 January 1996), as amended at the 1095th UP BOR Meeting (28 February 1996)]

        (a)

        If their basic salary as faculty member is equal to or higher than the salary provided for the administrative position to which they have been appointed.

        (b)

        If no salary is received for the administrative position to which they have been appointed.

        (c)

        It is understood that payment of the honorarium holds true only for the duration of the appointment to the administrative position.

        (d)

        The President determines the appropriate honoraria for all other academic administrative positions in the University, appointment to which is by an additional assignment basis, as deemed appropriate.

        (e)

        The President may formulate and issue such additional guidelines, as deemed appropriate for the proper implementation of this schedule of honoraria.

        (f)

        An academic administrative position the honorarium for which is equivalent to the difference between the basic faculty salary of the incumbent or appointee and the salary for the administrative position, is governed by the schedule of honoraria authorized herein.

        (g)

        When faculty members or any other staff members are appointed, on an additional assignment basis, to the headship of a non-academic unit, they are entitled to the honorarium for director or head of a principal unit or the honorarium for director head of a sub-unit as the case may be prescribed in the foregoing schedule of honoraria for academic administrative positions, except when they receive the salary for the administrative position. [1095th UP BOR Meeting (28 February 1996)]

        (h)

        An OIC who serves for at least five (5) working days is compensated as follows: [1137th UP BOR Meeting (25 November 1999)]

        1.

        OIC of academic administrative positions – The OIC is entitled to the honoraria rate for the position computed pro-rata based on length of service.

        2.

        OIC of administrative positions – If the incumbent holds a plantilla item and renders full-time service (e.g., SPMO Director), the OIC is entitled to honoraria equivalent to the difference between the appointee’s basic salary and the minimum salary for the position being served as OIC, or 50% of the appointee’s basic salary, whichever is lower, pro-rata based on length of service.
        7.3.2.1.2

        Honoraria for Committee work: Standing committee members are paid on a per-meeting basis while ad hoc committee members are paid on a lump sum basis. [1137th UP BOR Meeting (25 November 1999)] Newly formed committees will be assigned their grade category according to the guidelines set by the Vice President for Administration/Chancellor, upon the recommendation of the System/CU FPOC, taking into consideration the nature and extent of their work. [1137th UP BOR Meeting (25 November 1999), as amended at the 1175th UP BOR Meeting (25 September 2003)]

        Chancellors have the authority to reduce, but not to increase, all the rates specified above and to determine which committees may be granted honoraria based on the circumstances in their respective units and the nature of the job being performed by the concerned personnel. [1137th UP BOR Meeting (25 November 1999), as amended at the 1175th UP BOR Meeting (25 September 2003)]

        Administrative assignments that entail a long period of time, at least four (4) months to complete, maybe treated as projects, and honoraria will depend on existing project guidelines. [1175th UP BOR Meeting (25 September 2003)] Standing committees maybe given the rates paid to ad hoc committees, upon approval of the President/Chancellor, when they undertake special projects. [1175th UP BOR Meeting (25 September 2003)]
        7.3.2.1.3

        Representation and transportation allowances (RATA):  RATA are granted to administrators at monthly standard rates in order to defray representation and transportation expenses while in actual performance of the duties and responsibilities of their position. [National Budget Circular No. 546 (17 January 2013)]

        RATA is a collective term for two distinct but complementary allowances: Representation Allowance (RA) and Transportation Allowance (TA). Both allowances are provided to selected administrators to cover related expenses incidental to and in connection with the actual performance of their respective functions. Both allowances may either be commutable or reimbursable. [National Budget Circular No. 548 (15 May 2013)]

        A rationalized scheme on the grant of RATA based on the number of days of actual work performance on workdays by the officials/employees concerned is prescribed. [National Budget Circular No. 548 (15 May 2013)]
         

               The RATA schedule is as follows: [National Budget Circular No. 548 (15 May 2013)]
         

        Table 7-3. Rates of Representation and Transportation Allowances (RATA)
         

        Number of Workdays of Actual Work Performance in a Month

         

        Actual RATA for a Month

        1 – 5

        25% of the monthly RATA

        6 – 11

        50% of the monthly RATA

        12 – 16

        75% of the monthly RATA

        17 and more

        100% of the monthly RATA
         

              (Refer to National Budget Circular No. 548 dated 15 May 2013 for the full Guidelines on the Grant of RATA.)

      • 7.3.2.2 Academic Leave for Faculty Administrators

        The entitlement to academic leave applies to faculty administrators with nine to twelve (9-12) units of administrative load credit (ALC). An annual academic leave of ten (10) working days is given to faculty administrators to: [1150th UP BOR Meeting (24 May 2001)]

        (a)

        enable them to pursue their intellectual interests while performing administrative functions; and

        (b)

        somehow compensate for the loss in research time they would otherwise enjoy as faculty without any administrative load.

        The terms of the academic leave are as follows: [1150th UP BOR Meeting (24 May 2001)]

        7.3.2.2.1 

        Only faculty members with an administrative load of nine (9) to twelve (12) units are entitled to an annual academic leave.

        7.3.2.2.2 

        The administrator with nine to twelve (9-12) units of administrative load may enjoy ten (10) working days of academic leave (not necessarily continuous) for every year. When administrative service is less than a year, the academic leave is pro-rated accordingly.

        7.3.2.2.3 

        The academic leave is non-cumulative (i.e., may not be charged to leave credit), non-commutative, and may not be monetized. But the administrator may spread out the leave in one (1) year, provided that administrative duties are not prejudiced.

        7.3.2.2.4 

        Should faculty administrators avail of academic leave and then resign from office, the leave is going to be charged against their regular leave credit.

        7.3.2.2.5 

        The academic leave is to be enjoyed in addition to the fifteen (15) days of vacation leave. As in the case of vacation leave, the faculty administrator applies for academic leave.

      • 7.3.2.3 Incentive Scheme for Administrators

        The abovementioned entitlements given to faculty administrators have been found to be inadequate considering the demands of administrative positions. Furthermore, during the period of appointment, faculty administrators are hardly able to pursue research activities. Since the present promotion system assigns greater weight to scholarly activities like teaching, research and publications, faculty administrators face the prospect of lagging behind their colleagues. [1161st UP BOR Meeting (25 July 2002)]

        Recognizing the invaluable role of faculty administrators in the attainment of the University’s mission and realizing the need to entice more qualified members of the faculty to accept administrative assignments, the incentives shown on the following table are granted: [1177th UP BOR Meeting (27 November 2003), as amended at the 1181st UP BOR Meeting (16 April 2004)]

        Table 7-4. Incentive Scheme for Administrators

        Administrative Position

        Incentive

        Funding Source

        President Chancellors Vice Presidents

        University Secretary Assistant Vice Presidents Assistant Secretary University General Counsel

        Research support for a paper or creative work in the form of research dissemination grant every year during the term of the faculty administrator

        UP System

        Board of Regents President Chancellors

        Vice Presidents University Secretary Assistant Vice Presidents Assistant Secretary

        Vice Chancellors

        Limited financial assistance for the annual executive check-up in any government hospital including PGH

        UP System

        (for System officials)

        Constituent unit (for CU officials)

        Vice Chancellors Deans Registrars

        Directors of System Offices (Admissions, CIDS, UP Press, CWS)

        Research support for a paper or creative work in the form of one (1) research dissemination grant during the term of the faculty administrator

        UP System (for System directors)

        Constituent unit (for CU-level officials)

        Faculty Administrators with 12- unit ALC applying for a professorial chair

        Requirement of research track record in lieu of teaching performance for eligibility for the Chair except for GE Chairs; removal of requirement that faculty administrator must teach while occupying the Chair

        except for GE Chairs, provided requirements are met (read or published the Chair lecture)

         

      • 7.3.2.4 Re-Energizing Leave for Administrators

        A “Period for Re-energizing” is granted to administrators to enable them to take time off from their routine functions and responsibilities during the midyear months. This period, which serves to save administrator from burning out, may be done on a shifting arrangement subject to a memorandum issuance of the UP System.

        Entitled to re-energizing leave are the following administrators: [UP President Executive Order No. 03-11 (14 March 2003); Office of the Secretary of the University Memorandum No. 03-22 (29 April 2003)]

        •    President
        •    Vice Presidents
        •    Chancellors
        •    Vice Chancellors
        •    Deans
        •    Directors
        •    Heads of Unit
        •    Associate Deans
        •    Deputy Directors
        •    College Secretaries
        •    Department Chairs

         

      • 7.3.2.5 Monetization of Leave Credits for Faculty Administrators

        The monetization of leave credits is subject to the following guidelines: [Omnibus Rules Implementing Book V of Executive Order No. 292 (Administrative Code of 1987), Sec. 22, Rule XVI, as amended by Civil Service Commission (CSC) Memorandum Circular No. 41, s 1998; Omnibus Rules Implementing Book V of Executive Order No. 202, Sec. 23, Rule XVI, as amended by CSC Resolution No. 020731; Omnibus Rules Implementing Book V of Executive Order No. 292, Sec. 24, Rule XVI, as amended by CSC Memorandum Circular No. 8, s 2003]

        7.3.2.5.1

        Regular monetization: Officials and employees in the career and non-career service – whether permanent, temporary, casual, or co-terminus – who have accumulated fifteen (15) days of vacation leave credits are allowed to monetize a minimum of ten (10) days. At least five (5) days must be retained after monetization. A maximum of thirty (30) days may be monetized in a given year.

        7.3.2.5.2

        Special monetization: Special monetization of 50% or more of the accumulated vacation/sick leave credits of an official/employee may be allowed for valid and justifiable reason such as:

             (a)

        Health medical and hospital needs of employees and the immediate members of their family;

             (b)

        Financial aid and assistance brought about by force majeure events such as calamities, typhoons, fire, earthquake and accidents that affect the life, limb and property of employees and the immediate members of their family;

             (c)

        Educational needs of the employee sand the immediate members of their family;

             (d)

        Payment of mortgage and loans, which were entered into for the benefit, or which inured to the benefit, of employees and their immediate family;

             (e)

        In cases of extreme financial needs of employees or their immediate family where the present sources of income are not enough to fulfill basic needs such as food, shelter, and clothing; and

             (f)

        Other analogous cases as may be determined by the CSC. The monetization of 50% or more of the accumulated leave credits depend upon the favorable recommendation of the agency head and subject to the availability of funds.

        For UP Diliman, the applications for monetization are subject to the approval of the Chancellor upon the recommendation of the Fiscal Policies and Operations Committee (FPOC).

      • 7.3.2.6 Cumulative leave for faculty administrators

        The cumulative leave is granted to faculty members who: [Unless otherwise stated, the provisions are from The Revised Code of the University of the Philippines (1961), Art. 230]

        7.2.3.6.1

        Regularly perform administrative functions in offices that are necessary in the management of the affairs of the University and its units;

        7.2.3.6.2

        Are engaged in assignments which involve reporting for work beyond the normal office hours, and therefore cannot take advantage of the teacher's vacation leave (mid-year period). Both circumstances must be certified to by the appropriate Dean or Director. This privilege may be granted only when the assignment carries an official designation or appointment, lasting at least one (1) academic year, with the prior approval of the Chancellor; and

        7.2.3.6.3

        Are engaged in research under the following conditions: [UP President Executive Order No. 3 (13 July 1989)]

        (a)

        The faculty member carries an official designation as program/project/study leader lasting at least one (1) academic year, and

        (b)

        The assignment as program/project/study leader prevents the faculty from taking advantage of the teacher's vacation leave, and

        (c)

        The faculty is entitled to cumulative vacation and sick leave credits only during the mid-year period, to be computed based on the following: for 30 calendar days of service during the mid-year period, 1.25 vacation leave credits and 1.25 sick leave credits are earned.

      • 7.3.2.7 Five days forced/mandatory leave for faculty administrators

        All officials and employees with vacation leave credits 10 days or more are required to go on vacation leave continuously or intermittently for a minimum of five (5) working days annually.

        The five (5)-day mandatory leave is restricted by the following conditions:

        7.2.3.7.1

        The mandatory five (5) - day vacation leave may be cancelled in the exigency of service;

        7.2.3.7.2

        The mandatory leave is forfeited if not availed of during the year;

        7.2.3.7.3

        The mandatory leave is not forfeited if an employee retires or resigns from the service in a particular year without completing the calendar year and the employee opts not to avail of this leave; and

        7.2.3.7.4

        Employees with accumulated vacation leave credits of less than ten (10) days may opt to go on forced leave or not. However, officials and employees with accumulated vacation leave of 15 days and who availed monetization for 10 days are still required to go on forced leave.

        [Omnibus Rules Implementing Book V of Executive Order No. 292, Sec. 25, Rule XVI, as amended by CSC Memorandum Circular No. 41, s 1998]

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