Guidelines in Accessing the Funds to Support Rehabilitation, and Reconstruction Works and Activities Including Purchase of Equipment and Other Instructional Materials for State Universities and Colleges (SUCs)

March 4, 2014

CHED MEMORANDUM ORDER NO. 012-14

 

In accordance with the pertinent provision of Republic Act (RA) No. 7722, otherwise known as "Higher Education Act of 1994" and after consultation with the National Disaster Risk Reduction and Management Council (NDRRMC), Department of Budget and Management (DBM) and Philippine Association of State Universities and Colleges (PASUC), the Commission en banc during its 424th Regular Commission Meeting on 10 February 2014, approved the promulgation of these guidelines specifically for the purpose of accessing the funds to support rehabilitation, and reconstruction works and activities including purchase of equipment for SUCs per Resolution No. 068, series 2014 in accordance with the terms and conditions hereunder:

I. Rationale

Pursuant to the provisions of Republic Act (RA) No. 10633, An Act Appropriating Funds for the Operation of the Government of the Republic of the Philippines from January One to December Thirty-One, Two Thousand and Fourteen, and for Other Purposes, and Republic Act (RA) No. 10634, An Act Appropriating the Sum of Fourteen Billion Six Hundred Million Pesos (P14,600,000,000.00) as Supplemental Appropriations for FY 2013 and for Other Purposes provides an appropriation that augments Calamity Fund and the Quick Response Fund that the State Universities and Colleges (SUCs) shall have access to immediately upon approval and publication of these guidelines.

Thus, CHED together with the representatives of the partner agencies, PASUC, NDRRMC, DPWH and DBM has been tasked to formulate the simplified guidelines to ensure that these rehabilitation and reconstruction program shall be implemented for the State Universities and Colleges (SUCs) by the Commission on Higher Education, ensuring that Commission's goals and objectives are properly met through effective and efficient mechanisms that are institutionalized in the SUC bureaucracy as well as in the Commission itself. aDECHI

II. Objectives

In general, the main objectives are to:

A. Implement the appropriate provisions for SUCs of the Rehabilitation and Reconstruction Program (RRP) and the Unprogrammed Fund of RA 10633 and the supplemental appropriations under RA 10636; and

B. Comply with the requirements and processes of the NDRRMC in the rehabilitation and reconstruction per provisions of RA 10121.

III. Fund Sources and Program Components

A. Fund Sources

a.1. Three Billion Pesos (P3,000,000,000.00) under the Rehabilitation and Reconstruction Program (RRP) per RA 10633

a.2. A portion of the Eleven Billion Two Hundred Million Pesos (P11,200,000,000.00) per RA 10634

a.3. The NDRRM Fund under RA 10633

a.4. Five Billion Pesos (P5,000,000,000.00) of the Unprogrammed Fund per RA 10633 subject to revenue

B. Program Components

b.1. Rehabilitation and Reconstruction Works

b.2. Purchase of Equipment and Other Instructional Materials

IV. Guidelines

The Specific Guidelines for each Program component needed to guide program/project implementers within the SUCs shall be as follows:

A.Rehabilitation and Reconstruction Works

a. The SUCs shall prepare the following for submission to CHED immediately upon securing approval by the Board of Trustees (BOT)/Board of Regents (BOR): DAHaTc

a.1. Project proposal with detailed estimates including the complete description/justification of the project indicating the scope of work, location or site of the project, estimated cost of project, beneficiaries, time frame and Work and financial program/plan

a.2. Lists of procured infrastructure and facilities of their SUC for the last three (3) years

a.3. Lists of damaged buildings with estimated cost.

b. The CHED Chairperson endorses verified project proposals to NDRRMC as recommended by the CHED Disaster Rehabilitation Management Committee (CDRMC);

c. NDRRMC endorses to DPWH for validation/evaluation;

d. NDRRMC Chairperson endorses to the Office of the President (OP);

e. OP endorses to DBM for release of funds to CHED;

f. DBM releases funds to CHED per approved program/project;

g. CHED distributes funds to SUCs;

h. SUCs submit Reports of Actual Fund Utilization and Accomplishment (per attached form) with supporting documentation of at least 50% of work program duly authenticated by COA resident to CHED for endorsement to DBM;

i. DBM releases 2nd tranche to CHED; IaHAcT

j. CHED distributes 2nd tranche to SUCs;

k. SUCs submit reports for completion and liquidation; and

B. Purchase of Equipment

a. The SUCs shall prepare the following for submission to CHED immediately upon approval by the BOT/BOR:

a.1. Project proposal with detailed estimates

a.2. List of procured equipment of their SUCs for the last three (3) years

a.3. List of damaged equipment with estimated cost/needed equipment to complete rehabilitation.

b. CHED reviews and approves the project proposal through the CDRMC;

c. CHED endorses to DBM for release of funds;

d. DBM releases funds to CHED;

e. CHED processes transfer of funds to SUCs as per approved program/project;

f. SUCs implement the project and submit report for completion and liquidation; and

g. CDRMC monitors the implementation and requires SUCs to submit needed report.

V. Implementing Committees and Approving Authority

The CHED Disaster Rehabilitation Management Committee composed of officials from the Commission shall be constituted to properly and efficiently manage this program and to ensure that targeted objectives are met with deliverables/output provided on time.

The Approving Authority for the grant of program/project funds shall be the Commission En Banc (CEB) upon the endorsement of the CHED Disaster Rehabilitation Management Committee (CDRMC), provided that the duly accomplished terms and conditions required under each specific guideline for the particular project proposal are attached to, and form part of the completed staff work preceding favorable endorsement by the CDRMC.

VI. Program/Project Outputs/Deliverables and Timelines

All Program/Project Funds for this purpose shall be disbursed within the period provided for each Program component, such that expected Outputs and Deliverables in these program components shall be completed, submitted and reported to the CHED Disaster Rehabilitation Management Committee within timelines set by concerned entities of the government in accordance with the usual accounting and audit regulations.

The CHED Disaster Rehabilitation Management Committee shall be responsible for ensuring adherence to the specific timelines of deliverables in accordance with log frames drawn up for the Program components, as well as compliance with proper accounting and audit as well as other pertinent regulations.

VII. Transparency and Accountability

The Commission shall adopt as a strict policy, the principles of Transparency and Accountability in the disbursement of the funds herein provided and shall ensure that all pertinent and applicable procedures under the new Procurement Law (RA 9184), as well as government accounting and auditing regulations are strictly and faithfully enforced.

To ensure the proper and equitable distribution of the FUND for this purpose, the Fund recipient SUCs shall be hereby required to submit together with project proposal(s) their lists of procured infrastructure, facilities and equipment of their SUC for the three (3)-year period prior to the current year and their lists of damaged buildings and equipment with estimated cost. aESHDA

Thus, any and all Fund disbursements related to this program shall be fully liquidated to the Commission as required in Article VIII hereof, and as may be applicable depending on the accounting treatment endorsed by the Commission on Audit Government Accounting System for proper implementation.

All Program/Project Reports shall be submitted to the Commission en Banc and the Management Committee within the set timelines.

VIII. Miscellaneous Provisions

The Commission retains the right to amend or modify any of the provisions of these Guidelines for proper and valid cause, provided that all ongoing projects validly processed and already approved shall not be affected thereby, unless there exists compelling reason to do otherwise. It is understood that any and all subsequent issuances or guidelines approved by the Commission en Banc shall accordingly modify or amend these guidelines, and be binding on the concerned agencies, and project implementers.

These Guidelines approved by the Commission en Banc shall be deemed in force and effect fifteen (15) days after the publication in a newspaper of general circulation, and upon submission of three (3) certified copies at the Office of the National Administrative Register (ONAR) of the U.P. Law Center.

Issued this 4th day of March 2014 at the Higher Education Development Center Building, U.P. Campus, Diliman, Quezon City.

 

(SGD.) PATRICIA B. LICUANAN, Ph.D.Chairperson