RESPOSIBILITIES

1. Vice-President for Administration and Finance
   • Disbursement Voucher – a document used for processing payment for particular transactions for any form of procurement made by the University.
   • Review, sign, and recommend for approval of the President all Purchase Requests, Purchase Orders, Disbursement Vouchers, Payrolls, Contracts, Job Orders, Appointments of Administrative Personnel, Form 6, detail assignments of Security Guards.
   • Approve/Sign requisition and issue slips, Advice of Checks Issued and Cancelled (ACIC); application for loans of employees;
   • Supervise/monitor the performance/accomplishment of the offices under the VPAF in accordance with their respective quality objectives of attaining quality service.
2. Administrative Aide III
   • Serve as Secretary of the VPAF;
   • Review/check all incoming financial and administrative documents, Communications for signature and appropriate action of the VPAF;
   • Collects customer feedback forms from the offices’ feedback boxes under the office of the VPAF, and collates monthly performance monitoring forms from same offices 5.1.4 Summarizes the collected customer feedbacks5.1.5 File all documents of the office of the VPAF.
3. Administrative Aide I (JO)
   • Record in the log sheets all incoming and outgoing financial and administrative documents, and communications acted upon by the VPAF;
   • Release all documents acted by the VPAF to the President’s Office and other concerned offices;
   • Encode in the computer all the documents recorded on the log sheets;
   • Assist in the filing of documents of the VPAF Office;
   • Do messengerial job for the VPAF

PROCEDURES

1. Documents Procedure
   • Administrative Aide III (JO) shall receive the incoming documents, classify them and record them on the assigned log sheets with the specific date of receipt, time, originating office, name of document/title;
   • Administrative Aide III shall review all incoming documents as to the completeness of supporting documents and if found in order will be given to the VPABF for appropriate action;
   • The VPABF shall review the completeness of the documents and sign/recommend approval of the President, if not in order return the documents to the concerned office with an action slip affixed with it; This document is a property of PSAU and the contents are treated in strict confidentiality. Thus, unauthorized reproduction is strictly prohibited, unless otherwise, permitted by the PSAU Management. All inquiries regarding this procedure shall be directed to the Personnel who is responsible for its control;
   • Administrative Aide III (JO) shall record all documents signed/acted by the VPABF according to their classification on the assigned log sheets with the specific date of release, time, receiving office, and name of document/title.
2. Document Filing Procedure
   • The Administrative Aide III (JO) shall encode all documents recorded on the log sheets in the computer for reference and easy retrieval of information;
   • The Administrative Aide III shall classify all documents to be filed in the filing cabinet according to nature/subject for easy retrieval.