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Republic of the Philippines

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

OFFICE OF THE PRESIDENT

MEMORANDUM ORDER
No. 042, Series of 2013

: ALL CONCERNED

TO
SUBJECT:

POLICY ON SOLICITATION AND ACCEPTANCE OF DONATIONS

DATE

October 22, 2013

Purpose:

To provide a framework for solicitation and acceptance of donations and


to ensure transparency and accountability in the process

Coverage:

This policy shall cover all kinds of solicitation and acceptance of monetary
or non-monetary donations made by authorized PUP officials, faculty
members, administrative employees, and students.
Solicitation and acceptance of donation for grants/scholarships however,
shall be covered by the existing policies and guidelines on the said
purposes.

DEFINITION OF TERMS:
x

Authorized Representative

the head of the unit or any individual


authorized by the unit head

Beneficiary unit

- the Department/college/branch/Campus/
association/organization which receives the
donation

Donation

- any voluntary monetary or non-monetary


contribution/allocation to the University or any
of its units

Donor

- an individual or entity that makes


monetary or non-monetary contribution/
allocation to the University or any of its unit

Recognized/accredited unit office/department/college/branch/campus of


the University as well as association or
organization in University

Solicitation

- the act of acquiring monetary and nonMonetary


resources
from
entities
in
support of the fulfillment of the University
functions:
instruction,
research
and
development, and service

Soliciting unit

- the department/college/branch/campus/
association/organization
that
conducts
solicitation

2ND floor South Wing PUP A. Mabini Campus Anonas Street, Sta. Mesa, Manila Phone: (Direct Line) 7162644; Telefax: 716-1143
(Trunk Line) 7167832 local 201/202/658/659 ; website: www.pup.edu.ph e-mail:president@pup.edu.ph

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POLICY DETAILS:
Solicitation
x

Only authorized representative/s of a recognized/accredited unit of the


University may conduct solicitation. The signatory of the solicitation letter
shall be the head of the soliciting unit duly noted by the immediate
supervisor.

Acceptance of Donations
x

All donations shall be properly documented with any or a combination of


the following that applies to the form/type of donation: Official Receipt,
Memorandum of Agreement, Deed of Donation, Memorandum Receipt,
Liquidation Statement. Corresponding photos and video shall also form
part of the documentation.

All donations shall be subject to accounting and auditing procedures.

Monetary or non-monetary donations amounting to less than


Php100,000.00 may be accepted by the head of the beneficiary unit on
behalf of the University.

The University President or his authorized representative shall accept


monetary or non-monetary donations amounting to Php100,000.00 and
above.

Potential donation of equipment or goods that may place demands upon


the University in terms of special requirements, e.g. electrical, space,
humidity control, maintenance, shall be coordinated with the Office of the
Vice President for Administration for initial review and endorsement to the
President for final approval.

Non-monetary donations shall form part of the property of the University


system and shall be subject to the same control and regulation that govern
the use of University-owned property.

PROCEDURE:
Solicitation
x

A letter of intent addressed to the University President, endorsed by the


Dean/Director and recommended by the respective Vice-President of the
soliciting unit, shall be submitted for evaluation and approval. The letter
of intent shall indicate the project/activity, its objectives, possible
donor/s, and the form/type of donation sought.
However, solicitation of small value amount or item such as tarpaulin,
bandiritas, trophies, medals, transportation and/or food allowance, token
for judges, and the likes shall be administered by the head of the soliciting
unit.

Receiving copy/copies of solicitation letter shall be submitted to the


Internal Audit Office for registration and monitoring purposes.

2ND floor South Wing PUP A. Mabini Campus Anonas Street, Sta. Mesa, Manila Phone: (Direct Line) 7162644; Telefax: 716-1143
(Trunk Line) 7167832 local 201/202/658/659 ; website: www.pup.edu.ph e-mail:president@pup.edu.ph

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Acceptance of Donation
x

Donations shall be accepted by either the head of the beneficiary unit or


the University President, depending on the amount / value of the donation
as stated in the Policy details.

The beneficiary unit shall coordinate with the respective PUP offices for the
preparation of necessary documents such as Memorandum of Agreement
(Legal Office), Deed of Donation (Legal Office), Memorandum Receipt
(Property Office), or Official Receipt (Fund Management Office).

The beneficiary unit shall submit an accomplishment report, noted by its


respective Vice-President, within thirty (30) working days upon acceptance
of donation to the Office of the President through the Internal Audit Office
for auditing, with any of the following pertinent attachments:
Memorandum of Agreement, Deed of Donation, Memorandum Receipt
(MR), Official Receipt (OR), Liquidation Statement, List of Collectibles/
Receivables (if any), and other documents as may be required.

RESPONSIBILITY OF THE SOLICITING UNIT/BENEFICIARY UNIT/UNIVERSITY


x

For monetary donation, the University through the Fund Management


Office shall issue an Official Receipt to the donor.

As a matter of courtesy, the head of the beneficiary unit shall issue a


thank-you letter or Certificate of Recognition to the donor as soon as the
donation is firmed up, unless the donor requests to remain private and
anonymous.

If it is indeed appropriate, in particular donations of Php100, 000.00 or


above, the thank-you letter or the Certificate of Recognition shall be signed
by the University President.

Some donors may request periodic report on the utilization of their


donations. The head of the beneficiary unit shall ensure that such reports
are submitted to the donor on time and in a regular manner.

The head of the soliciting unit shall submit a quarterly report of all the
solicitation and acceptance of donations made to the Office of the President
and the Offices of the Vice-Presidents.

Non-compliance:

Non-compliance of this policy shall be subject to appropriate


disciplinary sanction.

Effectivity:

This policy shall take effect on October 19, 2013.

(Sgd.) EMANUEL C. DE GUZMAN, PhD


President

2ND floor South Wing PUP A. Mabini Campus Anonas Street, Sta. Mesa, Manila Phone: (Direct Line) 7162644; Telefax: 716-1143
(Trunk Line) 7167832 local 201/202/658/659 ; website: www.pup.edu.ph e-mail:president@pup.edu.ph

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