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Republic of the Philippines

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

OFFICE OF THE PRESIDENT

MEMORANDUM ORDER
No. 043, Series of 2013

: ALL CONCERNED

TO

SUBJECT: GUIDELINES ON FUND RAISING & COLLECTION ACTIVITIES


DATE

October 25, 2013

1. RATIONALE
All faculty and administrative employee associations, accredited collegebased student organizations, accredited student organizations, Ways and
Means committee created by the University may be allowed to raise funds to
finance specific projects for a legitimate purpose such as (1) to advance the
mission/mandate of the office/organization/university; (2) to promote the
welfare and professional development of the members of the office
organization; and (3) to improve the facilities of the offices.
In order to regulate and ensure that all fund-raising and collection
activities, such activities shall be subject to these guidelines.
2. COVERAGE
2.1 All fund-raising activities organized by University accredited and
recognized student, employee and faculty associations/organizations in
the form of:
2.1.1

Collection of membership dues/fees;

2.1.2

Sale of goods and services (e.g. t-shirt, souvenir items, network


services and laboratory test);

2.1.2

Sale of tickets for concert, raffle, film showing, and any other
social/sports activities to finance a project with legitimate
purpose;

2.1.3

Collection of fees for seminars, events and functions, plant visits,


tours that are not for the completion of academic requirements.

2.2 Exclusion provision


In-campus Student Activities that are intended for the completion
of academic requirements shall be covered by a separate set of
guidelines.

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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2.3 Amounts Covered


2.3.1

Fund Raising Activity collection amounting to at least


Php100,000.00 of student organizations and at least
Php500,000.00 of faculty and administrative associations/
organizations shall be deposited in the University account,
disbursement of which shall be in accordance with applicable
policies and guidelines.

2.3.2

All other collections from Fund Raising Activity not covered by


2.3.1 shall be administered by their respective organization/
association subject to the usual accounting and auditing rules
and regulations.

2.3.3

Institutional level Fund Raising Activities shall be approved by


the BOR and organizational level Fund Raising Activities shall
be approved by the President thru recommendation of the Fund
Raising Board.

3. OTHER PROVISIONS
3.1 Any proposed Fund Raising Activity shall be submitted for approval at
least one month prior to the activity.
3.2 Proposed Fund Raising Activities may be held at designated places inside
the University, except in the following:
3.2.1 Ground floor fronting the offices of the Registrar, Accounting,
ICTC, Library and University Chapel;
3.2.2 Parking lots;
3.2.3 Classrooms; and
3.2.4 All Floors of the South Wing Bridge.
3.3 Proper decorum shall be maintained in the selling of tickets, posting of
advertisements, distribution of flyers, and giving away of free items.
3.4 Duration of the activity shall not be more than one week.
3.5

Venue shall be kept clean and in order during and after the activity.

3.6 Selling of goods such as illegal drugs, alcoholic beverages, cigarettes, and
other similar goods are strictly prohibited.
3.7 Price of tickets shall be reasonable.
3.8 Each unit office/organization is allowed to conduct a maximum of two
(2) Fund Raising Activities per semester.
3.9 Use of University Facility in the conduct of any Fund Raising Activity
shall be subject to reservation one (1) month prior to the activity.

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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3.10 Conduct of Fund Raising Activities which requires the procurement or


outsourcing of equipment/machines/devices and services shall be
subject to the following:
3.10.1 if P500,000 and above, subject to bidding within 3-month
processing period
3.10.2 if the amount is from P100,000 to less than P500,000, subject
to canvass within 2-month processing period.
4. PROCEDURAL REQUIREMENTS
4.1 Pre-activity
4.1.1 Submission of letter of intent addressed to the President thru the
recommendation of the respective Vice Presidents together with
the Fund Raising Activity Application Form (Annex A) shall be
submitted for approval at least one month prior to the actual
implementation taking into consideration the requirement of
Procurement regulation as cited in Item 3.10 of this set of
guidelines.
4.1.2 Upon approval of the proposed project, the proponent shall
register to Internal Audit Office any of the following applicable
documents:
4.1.2.1
4.1.2.2
4.1.2.3
4.1.2.4
4.1.2.5

Pre-numbered tickets
Official receipts
Control sheets
Reservation Slip for use of venue
Goods/services inspection report

4.2 Post-activity
An accomplishment report shall be submitted to the Internal Audit
Office within thirty (30) days after the activity with the following supporting
documents in original copies:
4.2.1 Financial Report (Annex B)
4.2.2 Acknowledgement Receipt for Equipment from the Property
Office for donation in kind (Annex C)
4.2.3 All returned/unsold tickets, list of collectibles/receivables, or
control sheets, if any
5. FUND-RAISING BOARD (FRB)
5.1 Functions
The FRB shall screen, evaluate, and recommend to the University
President for approval all applications in accordance with University
policies.

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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5.2 Composition
The FRB shall be composed of the following:
Chairman

Vice President for Finance

Members

:
:
:
:

Vice
Vice
Vice
Vice

President
President
President
President

for
for
for
for

Academic Affairs
Student Services
Branches & Campuses
Administration

6. NON-COMPLIANCE
Non-compliance shall be subject to appropriate disciplinary sanction.
7. EFFECTIVITY
This guidelines 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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