IIT | Quality Education for a better Mindanao

Guidelines and Procedures

• Sources of Funds for Disbursements
• Mode of Payments
• Rules Governing the Notice of Cash Allocations using the Modified Disbursement Scheme
• Schedule of Releases
• Collections
• Procedure of Payment during Regular Days
• Procedure of Payment during Registration Period
• Payment Schedules during Registration Period
• Prescribing Guidelines and Various Requests for Refund of Tuition and Other Fees

Sources of Funds for Disbursements

• General Appropriation Act (GAA) released through the issuance of either a monthly or quarterly Notice of Cash Allocation (NCA) - (Fund 101).
• Trust Liabilities - Grants given by DOST and CHED.
• Special Trust Account - Income collected by the institute from tuition and other fees of the students & other income of the institute as provided under RA 8292 and COA Circular 2000-02 - (Fund 164).
• Income Generating Projects (IGP) - Governed by IGP Operating Manual - (Fund 161).

Mode of Payments

1. Modified Disbursement Scheme (MDS Fund 101)
   • Salaries and other benefits of employees are paid through LBP’s ATM.
   • Travels, suppliers and other miscellaneous claims are paid through check if the Amount is P1,000 and above.
   • Stipend of scholars, reimbursements, and payments of claims below P1,000 is paid in cash.
2. Trust Liabilities, Special Trust Fund and IGP Funds are paid through Commercial Checks. The cut-off time for preparation is 1:00PM.

Rules Governing the Notice of Cash Allocations using the Modified Disbursement Scheme

1. It uses the common fund concept wherein payment for personal services, travels, supplies and capital outlay are no longer separately controlled but lumped.
2. The use of an MDS checks for payment.
3. The issuance of an Advice of Checks Issued and Cancelled for all checks issued during the day and submission of a sealed diskette to the bank. The advice will be the basis for encashment in the bank.
4. MDS check has twenty-four (24) hours clearing-time before it can be encashed.
5. The life of issued MDS Check is six (6) months before it becomes stale.
6. Cut-off time for preparation of checks is 11:00AM and checks issued during the day are released after 3:00PM.
7. NCA balance at the end of the month is carried forward to the following month while NCA balances at the end of the year are valid only on the first working day of January. Any NCA balance during the year is automatically reverted to the National Treasury.

Schedule of Releases

• Salaries - on or before the 15th of the month.
• Other benefits - preparation of ATM deposits at least twice a week.
• Stipend of students - 1st week of the month if the payrolls are available in our office.

Collections

These are classified into three (3):

1. Fund 101
   • Collections for refunds/returns of travel, salaries, stipends, cash advances, COA Disallowances, losses from books and equipments.
   • Grants from other government entities like DOST, CHED, BFAR etc.
2. Fund 164
   • Payments from tuition, laboratory, computer and miscellaneous fees
3. Fund 161
   • Income generating projects which are self-liquidating like the operation of canteen, bamboo and ceramics.
   • Income from seminars and trainings.
   • Payments from Rents and other miscellaneous income.

These funds are separately controlled and recorded in the Cash Receipts Book. Reports are submitted weekly and collections are deposited daily to the bank.

Procedure of Payment during Regular Days

1. A bill is issued by the cost center where the services are to be performed.
2. The Collecting Officer issues the Official Receipts.
3. The payor will return to the cost center and present the official receipts.

Procedure of Payment during Registration Period

1. A Priority Number is being distributed to the students.
2. Students are assessed in their respected colleges.
3. Payors shall wait for their priority numbers to be called.
4. Present Cashier’s copy for payment.
5. The Collecting Officer issues the Official Receipts.
6. The students will present their official receipts to the Registrar Office with the student and Registrar.s copies stamped paid by the Cashier.

Payment Schedules during Registration Period

• Full Payment
  1. General Education
  2. Graduate Programs


• Partial Payment (BOR Res. 111,S. 2005)

  A student pays a minimum down-payment of Two Thousand Pesos (P2,000.00) or Fifty Percent (50%) of the total school fees, whichever is higher. If the total is P2,000 or less, the student shall pay the whole amount upon enrollment. If the total fee is less than P4,000 but more than P2,000, a down-payment of 50% of the total fee shall be paid upon enrolment.

Prescribing Guidelines and Various Requests for Refund of Tuition and Other Fees (SO No. 554-IIT s. 2006)

• Categories of Refunds
1. Refunds due to reduction in matriculation fees (tuition & lab fees) resulting from change of matriculation, such as:
   • withdrawal of subjects
   • dissolution of subjects
   • change of loading.
2. Refunds due to change of status:
   • late of release of Special Orders for special IIT scholars
   • late presentation of documents to be classified as scholars, and
   • erroneous calculations of GPA for gaining/maintaining a scholarship or grant.
3. Refunds due to the granting of leave of absence or honorable dismissal (University Code-Art. 339).


• Guidelines and Procedures
1. For Category A
   • No refund is allowed for withdrawal of subjects done after the change of matriculation period.
   • No refund is allowed during summer, unless it is a case of very reasonable emergency.
   • Where fees for subjects withdrawn are equal to that of subject/s added, offsetting of fees is applied.
   • 100% refund of tuition, laboratory and computer fees on regular course offerings whose section where students are enrolled is dissolved.
   • 80% refund of tuition, laboratory, and computer fees on subjects requested by the students but dissolved due to failure in meeting the minimum number of enrollees.
2. For Category B
   • SK officials and Barangay officials as provided by law; valedictorians and salutatorians; and MSU employees’ dependents who failed to present necessary documents during enrollment are entitled to refund upon presentation of the necessary documents within one (1) week after the regular enrolment period.
   • Full refunds should be given at any time if error is caused in calculation of GPA.
   • The last day for Changing Status is on the last day of the Change of Matriculation period.
3. For Category C
   • Students who have paid their matriculation fees and who are granted honorable dismissal or leave of absence shall be entitled to a refund of their tuition, computer and laboratory fees only, excluding miscellaneous fees in accordance with the following schedule:

     Validity	Refund
     Within one (1) week from the opening of classes	80%
     Within the second, third and fourth weeks from the opening of classes	50%
     After the fourth week	No refund

   • Provided that in the case of students who withdraw before the opening of classes or those who register after the opening of classes and withdraw there from, the number of days shall be counted from the actual date of registration.