Republic of the Philippines

BATANGAS STATE UNIVERSITY

JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL

IMPLEMENTING RULES AND REGULATIONS OF

BOARD OF REGENTS RESOLUTION NO. ____, OTHERWISE
KNOWN AS THE GUIDELINES ON THE COLLECTION, UTILIZATION,
DISBURSEMENT AND LIQUIDATION OF SSC FUND
OF BATSTATEU – SUPREME STUDENT COUNCIL
(Name of campus)

Pursuant to the Board of Regents Resolution No. ____, A RESOLUTION APPROVING THE
DECENTRALIZATION OF SSC FUND AS PRESENTED IN THE SSCC RESOLUTION NUMBERED TEN,
ENTITLED “GUIDELINES ON THE COLLECTION, UTILIZATION, DISBURSEMENT AND LIQUIDATION
OF SSC FUND”, the following Implementing Rules and Regulations (IRR) are hereby promulgated:

WHEREAS, Section 5, Republic Act 9045, (An Act Creating the Batangas State University), as
amended by Republic Act No. 9472, states that the Board of Regents, hereinafter referred to as the
Board shall be the governing body of the Batangas State University;

WHEREAS, Section 6, Republic Act 9045, (An Act Creating the Batangas State University), as
amended by Republic Act No. 9472, states that “the Board shall promulgate and implement policies
in accordance with the declared State policies on education and other pertinent provisions of the
Constitution on education, agriculture, science and technology, as well as the policies, standards and
thrusts of the CHED under Republic Act No. 7722”;

WHEREAS, the Board of Regents approved the BOR Resolution No. ____, otherwise known as the
“Resolution Approving the Decentralization of SSC Fund” on the Forty – Seventh (47 th) Regular
Meeting of the Board of Regents of Batangas State University last October 28, 2015;

WHEREAS, the Guidelines on the Collection, Utilization, Disbursement and Liquidation of SSC Fund
was prepared by the Supreme Student Councils Confederation and Supreme Student Council of
each campusand was presented by the Student Regent to the Board of Regent last October 23,
2015;

WHEREAS, the proposed guidelines on the collection, utilization, disbursement and liquidation of
SSC Fund was endorsed by the Finance Committee on their meeting last 23 October 2015 for the
approval of the Board of Regents;

WHEREAS, the salient provisions of the proposed guidelines, the priority issues and the pertinent
matters were discussed in a series of small group meetings/discussions of the SSCC and SSC
Officers held from the months of July to September 2015, conducted a Benchmarking Activity at
Bicol University and Cavite State University held on 9 and 21 July 2015, as well as, in two (2)
consultations from the Legal Affairs Office and Financial Services Offices held on 24 September and
16 October 2015, respectively;

WHEREAS, during the SSCC Meeting held last 13 October 2015, the Supreme Student Council (SSC)
Officers agreed to formulate the implementing rules and regulations governing the collection,
utilization, disbursement and liquidation of fund of their campus to be presented to the SSCC.

WHEREAS, the SSCC mandates and requires the Supreme Student Council of each campus to
formulate the implementing rules and regulations of the resolution within fourteen (14) days after
this receiving the notice;

WHEREAS, NOW, THEREFORE, BE IT RESOLVED AS IT IS HEREBY RESOLVED, That pursuant to

the above-same provision of the same resolution, the following provisions are hereby adopted:
 Republic of the Philippines
BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL

TITLE I
PURPOSE, SCOPE AND OBJECTIVES

RULE 1
Purpose

A. These Implementing Rules and Regulations (IRR) are adopted to prescribe

guidelines, procedures and standards for the implementation of BOR
Resolution No. ____.

RULE 2
Scope and Objectives

ARTICLE 2. These Rules shall cover the fiscal and monetary management of the Supreme
Student Council Malvar including the collection, utilization, disbursement and
liquidation of SSC Fund.

C. The objectives of the said resolution are the following.

i. To rationalize and promote efficiency and effectiveness in the delivery

of services to the students;

ii. To maintain fiscal autonomy characterized by independence,

objectivity and integrity so as to enhance responsiveness to the need of
the students;

iii. To provide equitable treatment and management of resources in

formulating plan of programs and activities;

iv. To carry out transparency, accountability and integrity in establishing

truthful and candid organization.

RULE 3
ADMINISTRATIVE COMMITTEES

The Supreme Student Council fund will be collected, disbursed and properly accounted by the
elected officers specifically by the Treasurer under the strict supervision of the President and
the other members of the organization using the guidelines indicated by the constitution.

RULE 4
Collection, Safekeeping and Withdrawal of Membership Fees

A. The newly elected SSC officers will be collecting the membership fee in their campus; there
will be a standard receipt that will be issued for the students that will identify their payment at
the Registrar’s office.
(The payment cut-off is every 5:00 PM after the officer had their tally with the number of the
students who paid that day and the total amount of collection.)

B. the total collections projected on the receipts and abstract of collections to be declared to
the confederation will be audited and checked by the external auditor.

C. The officer in-charge together with the president and treasurer will be the one to deposit the
collected amount to the chosen reputable bank every day.
 Republic of the Philippines
BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL

D. At the end of the enrollment period the treasurer and the council president noted by the
adviser shall present the total breakdown of collection to the, Director for Office of Student
Affairs and Services.

E. Final breakdown of collection shall be presented to the Director for Student Affairs and
Services and Executive Director.

F. The council shall acknowledge the service rendered by the officer – in – charge in collecting
membership fees for the office in form of reimbursing transportation and food expenses
incurred by the officer/s – in – charge each day.

G. There shall be at least 2 (two) officers – in – charge to collect membership fees paid by the
students and be given reasonable allowances of 80 pesos each.

H. Students must pay the membership fee and the officer-in-charge will issue a receipt as a proof of
payment before they proceed to the Registrar’s office.

I. Students who were not able to pay the membership fee will hold their clearance.

RULE 5
Utilization and Disbursement of Funds

A. Projects and activities of each organization will be categorized into following:

i. Tangible Projects – those referring to supplies, materials and equipment, organization

shirts, tokens, catering services (foods and beverages), accommodation services, events
managing and organizing services (stage design, sounds and lights equipment), seeds
and seedlings, gasoline charges and the like.

ii. Intangible Projects – those referring to allowances, trainings, seminars and

workshops, construction services, professional fees and honorarium (speakers, judges,
facilitators and demonstrators), student loans and scholarships, cash prizes for
contests, financial subsidy/ies and the like.

B. All tangible projects shall be procured following the local procurement process.
C. All intangible projects shall account for proper auditing and liquidation procedures.

RULE 6
Financial Audit and Liquidation

A. After each activity/project the Secretary and Treasurer of each Organization shall prepare a
financial statement with the following duly accomplished attachments:

i. Tangible Projects shall be properly audited and liquidated provided with the
attachments given by Procurement Officer. The following are the requirements for
liquidation:
a. Approved Letter with budget proposal
b. Summary of Expenses
c. Official Receipts and Photocopy
d. 3 canvasses (supplier) for single purchase to PhP 1,000.00 and above.
e. Approved Plan of Activities
f. Resolution (if not included in the approved plan of activities)
g. Narrative Report

ii. Intangible projects shall be justified with the following requirements for liquidation:
 Republic of the Philippines
BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL

1. For Seminars, Trainings and Workshops:

a. Letter of Invitation
b. Approved Letter with Budget Proposal
c. Summary of Expenses
d. Itinerary of Travel
e. Authority to Travel (Original Copy)
f. Trip Ticket (if applicable)
g. Official Receipts and Photocopy
h. Transportation Allowances (in case that there are no official receipts,
necessary documents shall be presented – i.e. acknowledgement
receipt, RER etc.)
i. Narrative Report with Pictures
j. Certificate of Appearance (attendance or participation)
k. Certificate of Travel Completed
l. Approved Plan of Activities
m. Resolution (if not included in the approved plan of activities)

2. For professional fees and honorarium:

a. Invitation/Program of Activity
b. Approved Letter with Budget Proposal
c. Summary of Expenses
d. Official Receipts and Photocopy
i. In case that there are no official receipts, necessary documents
shall be presented (i.e. acknowledgement receipt, RER etc.)
e. Narrative Report with Pictures
f. Certificate of Appearance (attendance or participation)
g. Approved Plan of Activities
h. Resolution (if not included in the approved plan of activities)
i. Acknowledgement Receipt

3. For student loans and scholarships, cash prices for contests, financial
subsidy/ies.
a. Approved Letter with Budget Proposal
b. Summary of Expenses
c. Narrative Report with Pictures
d. Acknowledgement Receipt
e. Approved Plan of activities
f. Resolution (if not included in the approved plan of activities)

4. Transportation Allowances for Meetings, Forums, Assembly etc.

a. Approved Letter with Budget Proposal
b. Summary of Expenses
c. Itinerary of Travel
d. Official Receipts and Photocopy
i. In case that there are no official receipts, necessary documents
shall be presented (i.e. acknowledgement receipt, RER etc.)
e. Narrative Report with Pictures
f. Certificate of Appearance (attendance or participation)
g. Approved Plan of activities
h. Resolution (if not included in the approved plan of activities)
i. Acknowledgement Receipt

5. Construction Services
 Republic of the Philippines
BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL

a. Approved Letter with Budget Proposal

b. Summary of Expenses
c. Official Receipts and Photocopy
d. Narrative Report with Pictures
e. Approved Plan of activities
f. Resolution (if not included in the approved plan of activities)
g. Acknowledgement Receipt

B. Before the semester ends the treasurer shall prepare a financial statement or compilation of
each duly audited and liquidated receipts by the officer in-charge (Auditor) and certified
correct by the president and adviser.

C. Automatically, as part of the procedures, there will be an external auditing that will be made
after recommendation of the person to audit by the University Official(s).

D. The final result of the auditing process will be endorsed Organization Adviser, Asst. Director
for Student Organizations and Activities, Director for Student Affairs and Services, Vice
President for Academic Affairs.

RULE 7
Turn Over of Funds

The council adviser, president, treasurer and auditor after the election of new set of
SSC/ SSCC officers will be accountable to the turn-over of funds to the duly elected and
recognized officers through a resolution; failure in compliance will result in holding their
clearance and release of academic records (graduating) and delay of enrolment (non-
graduating).

RULE 8
Accountability of the Officers

In cases where the officer/s of the SSC and the Confederation exhibited act/s in any
form of misconduct such as bribery, graft and corruption, malversation of funds, etc. which
exhibits damages on the portrayed image of the councils are subjects for impeachment
proceedings as stipulated in the Section 2, Article IX – Accountability of Officers. (The
Constitution and By – Laws of the SSC Confederation and the Norms and Conduct for College
Students (NCCS) provides the provisions regarding the aforementioned matter.)

PROVISIONS

Please include the signatures of your officers certifying that the IRR is true and correct

John Denver F. Falculan

President

Billie M. Carandang Maryan Joy C. Lopez

Vice Pre Secretary

Baby Jane L. Montenegro Marivic A. Abad

Treasurer Auditor

Maria Charinna Boongaling Katrina Marie A. Vanguardia

Public Relation Officer Business Manager
 Republic of the Philippines
BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL