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GUIDELINES FOR FILLING OUT THE LINE-ITEM BUDGET
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1. Projects with a 1 year duration should not exceed Php 200,000 (REPDI Manual p. 33).
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2. For project requiring more than Php 200,000 yearly budget, the proponents are encouraged to seek external funding from, for example, Department of Agriculture, Department of Science and Technology, National Commission for Culture, and the Arts, Commission on Higher Education, among others.
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3. The project implementation date/month must follow the starting date advised by the ORS in the Call for Proposals.
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4. It is strongly advised that proponents allot a one semester window prior to the intended start date (as indicated in the work plan) to avail the 1-unit credit for their approved proposal and to have time to arrange the necessary paper work for the smooth implementation of the project.
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5. Direct cost means the actual amount that will be charged to the Research budget upon approval of the project by the BOR; indirect cost pertains to the percentage of workload of proponents relative to their monthly salary.
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For Personnel Services (Indirect Cost)
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1. Starting 2022 and in view of the equivalent teaching load (ETL) provided to researchers upon BOR approval of their research projects, the ORS will reflect in the budget proposal the fraction of the researchers' salary commensurate to the ETL/ time they will spend for the research.
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2. The following are the equivalent teaching load and percentage of workload for institutionally-funded research (2021 REPDI Manual Annex A.19)
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RoleETL%Workload
Sample (Asst. Prof. 1/month)
per quarter
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Program Leader
945%15,793.6547380.95
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Project Leader
630%10,527.3031581.9
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Study Leader/ Project Staff
315%5,263.6515790.95
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Note: Assistant Professor 1 is Salary Grade 15 (Php 35097 per month as of 2022)
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3. If the proponent is enjoying an ETL in other projects under REPDI (Research, Extension, Innovation, Production), s/he can only avail whichever is the highest ETL regardless of the number of projects they are involved in.
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For Maintainance and Other Operating Expenses (Direct Cost)
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1. Indicate the estimated amount rounded off to the closest hundreds digit. Avoid indicating an amount up to the centavo. For example, Instead of Php 32456.25, write Php 32500.00.
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2. The Budget and Procurement Offices require that all requests be specified in detail. Please see this guide and sample provided by the Budget Office.
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·       Travelling Expenses- Indicate all the details for your travelling expenses. See sample below.
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Year 1 Q1 Gas allowance (5,000/ travel x 5 trips) = 25,000
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Q2 Gas allowance (5,000/ travel x 5 trips) = 25,000
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Q3 Gas allowance (5,000/ travel x 2 trips) = 10,000
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Q4 Gas allowance (5,000/ travel x 2 trips) = 10,000
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·       Cellphone/ Telephone must change to “Mobile Load” and indicate all the details for your mobile load expenses. See sample below
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Year 1 Q1- Q4 (P750/ month x 3= P2,250/ quarter x 4= P 9,000)
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·       Internet Expense- Indicate all the details for your internet expenses. Indicate where exactly it will be used that the proponents could not use the University's existing internet service. See sample below.
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Year 1 Q1- Q4 (12 months @ P 2,625)
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·       Office Supplies Expenses- Indicate all the details of the office supplies that you needed for your research. See sample below.
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Flash drive/ External drive (indicate all the specs) = 5,000
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Bond paper (10 reams x P350) = 3,500
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Ballpen (10 pcs x P100) = 1,000
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Ink Epson L310 (2 pcs x P 1,500) = 3,000
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Folder (10 pcs x P 6.00) = 600
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Stapler (3 pc x P 100) = 300
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Envelope (10 pcs x P 6.00) = 600
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·       Representation Expenses- Indicate all the details for your representation expenses. See sample below.
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Year 1 Q1 Meal allowance (250/ person x 60) = 15,000
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Q2 Meal allowance (250/ person x 60) = 15,000
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Q3 Meal allowance (250/ person x 60) = 15,000
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Q4 Meal allowance (1000/ person x 15) = 15,000
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·       Professional Services- Indicate all the details for your professional services. See sample below.
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Statistician= 5,000
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Editor= 2,000
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Language Expert= 3,000
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·       Farm supplies and Materials expenses must change to “Agricultural Supplies and Material” and indicate all the details for your agricultural supplies and materials (if it is only applicable for your project).
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·       Printing and Binding Expenses – Indicate all the details for your printing and binding expenses. See sample below.
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Year 1 Q4 Binding of Terminal Report = 2,000
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·       Insurance Expenses- Indicate all the details for your insurance expenses. See sample below.
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1,667.00/ person x 3= 5,000
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Other Info:
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All equipment/ machines are subject to capital outlay and charged to research office for re-alignment of funds.
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Procurement of equipment and services by our Procurement Office can take as long as six months to 1 year. Please consider this in your budget proposal and work plan.
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3. Other things to remember about disbursement of funds (subject to change with reference to new Government Rules and Regulations on procurement and budgetary disbursement):
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a. Upon BOR approval of the project, project leaders will be designated by the University President as Disbursing Officers. As Disbursing Officers, the project leader will be entitled to requesting cash advance up to Php 100,000, instead of the usual Php 5,000 per request. Upon receipt of the SO as disbursing officer, the project leader is advised to process the necessary documents. This can take as long as 3 months depending on compliance of documentary requirements.
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b. Materials and services amounting to 999 or less do not need any quotation. The proponent must keep the Official Receipt for liquidation.
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c. Materials and services amounting to Php 1000 - 49,999 require quotation from at least three providers. Please coordinate with the Procurement Office for the form and process.
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d. Materials and services amounting to Php 50,000 or higher require PhilGeps posting through the Procurement Office. Please coordinate with the Procurement Office for the form and process.
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