UP Authority To Fill Guidelines

UNIVERSITY OF THE PHILIPPINES
Quezon City
OFFICE OF THE PRESIDENT
MEMORANDUM NO. PAEP 16-27
DATE 25 May 2016
TO Vice Presidents
Chancellors
Acting Chancellor, UP Cebu
Director, PGH
::::: :,,::~:~~ead:o~nits10
Secretary of the University
FROM
President ~~~
SUBJECT Online Processing of Requests for "Authority to Fill (ATF)

Vacant Plantilla Items" for Administrative Staff and REPS
As part of the strategic initiative to streamline administrative processes, the

submission, review, and approval of requests to fill up vacant plantilla items for
administrative staff and the Research, Extension, and Professional Staff (REPS)
shall be done online through the eUP Human Resource Information System (HRIS),
effective immediately. The following documents shall be attached:
1. Justification: including faculty, staff, & student ratios for academic units
2. Statement on the mission and goals of the unit over the next five (5) years
3. List of specific duties and responsibilities with corresponding weights
(percentage)
4. Contribution of the new employee to the mission and goals of UP, through
the unit I office
5. Organizational chart
6. Functional chart
7. Current staff chart
8. Signs and degree of backlog in performance targets & accomplishments
9. Coping mechanisms
Concerned officials involved in the process shall ensure strict due diligence in
reviewing and recommending approval through the eUP HRIS. Please note that
eUP HRIS generated documents do not require a signature, and are
considered official. For guidance & compliance.
Attachments:
Annex 1. Sample "Notice of Approval of Authority to Fill Vacant Plantilla Item"
2F Quezon Hall, University of the Philippines,Diliman, Quezon City 1101, Philippines

Tel. (632) 928-0110/ (632) 928-3014 Telefax: 920-6882 E-mail: [email protected], [email protected]
Annex 2. A TF process flow
References:
Administrative Order No.4, issued on 13 Feb. 1989, Section 5 on "Filling up of vacant items
Republic Act No. 7430, "An Act Providing for Optimum Utilization of Pefsonnel in
Government Service Through a System of Attrition", enacted on 07 February 1992
Administrative Order No. 103, "Directing the Continued Adoption of Austerity Measures in the
Government", issued on 31 Aug. 2004 by Pres. G. M. Arroyo Section 2 continues to
implement the "Attrition Policy".
PAEP Memorandum No 11-05 "University Policies for Authority to Fill Plantilla Items", issued
on 11 April 2011.
Online guide for filling up vacant plantilla items:

http://e.up.edu.phlwp-contentiuploadsI2016104IeUP-HRIS-Manual-Authority-to-Fill-v1.0-4-May-
2016.pdf
Other eUP manuals: http://e.up.edu.phlmanuals/#fa1ea6a47f
For queries on system usage, please contact the eUP He/pdesk or email: [email protected]
For other questions, please contact your respective HRDOs.
ANNEX 1
Diliman, Quezon City
UP-HR Form No. 016

Authority Fill No. 000000001
NOTIFICATION OF APPROVAL
AUTHORITY TO FILL VACANT ITEM
(Exemption from Section 2, AO 103 s.2004 Attrition Policy & UP AO4 s.1989)
<Chancellor/UPC Dean>
<Designation>
<CU>
This is to inform you of the approval of the request to fill the vacant position, <position>,
position of <CU/UPC College Organization> on <date of approval>.
Please coordinate with the HRDO for the publication, posting, and other procedures and
guidelines relative to the filling of the said position.
Thank you.
ALFREDO E. PASCUAL
President
References:
Administrative Order No. 4, issued on 13 Feb. 1989, Section 5 on Filling up of vacant items
AO103 s.2004 Attrition Policy; CSC-DBM Joint Circular No. 3, s. 2004
Memorandum No. MVG 06-50 dated 05 June 2006 Requests for Authority to Fill Vacant / Vacated Items
Memorandum No. PAEP 11-05 dated 11 April 2011 University Policies for Authority to Fill Plantilla Items
<PSIPOP No.>
SG <Salary Grade-Step>
cc: HRDO
Approved by:
No. Name Position Office Date Approved/Time

1 <Name> <Originator> <Office> <Date, Time>
2 <Name> <Head of Unit> <Office> <Date, Time>
3 <Name> <Position> Human Resource Development Office <Date, Time>
4 <Name> <Position> Budget Office <Date, Time>
5 <Name> Vice Chancellor <OVCAA/OVCA> <Date, Time>
6 <Name> Chancellor <UP CU> <Date, Time>
7 <Name> Vice President <OVPAA/OVPA> <Date, Time>
8 <Name> President UP System <Date, Time>
This is a system-generated document which does not require a signature.

Reference: Administrative Order PAEP 16-27 issued on 25 May 2016
ANNEX 2

Diliman, Quezon City
UP-HR Form No. 016

Authority Fill No. 000000001
NOTIFICATION OF APPROVAL
AUTHORITY TO FILL VACANT ITEM
(Exemption from Section 2, AO 103 s.2004 Attrition Policy & UP AO4 s.1989)
DR. MELINDA D. BANDALARIA

Chancellor
UP Open University
This is to inform you of the approval of the request to fill the vacant position, University
Researcher Position I, of Faculty of Management and Development Studies on 24 February 2016.
Please coordinate with the HRDO for the publication, posting, and other procedures and
guidelines relative to the filling of the said position.
Thank you.
ALFREDO E. PASCUAL
President
References:
Administrative Order No. 4, issued on 13 Feb. 1989, Section 5 on Filling up of vacant items
AO103 s.2004 Attrition Policy; CSC-DBM Joint Circular No. 3, s. 2004
Memorandum No. MVG 06-50 dated 05 June 2006 Requests for Authority to Fill Vacant / Vacated Items
Memorandum No. PAEP 11-05 dated 11 April 2016 University Policies for Authority to Fill Plantilla Items
UPSB-AO23-567-2006
SG 16-1
cc: HRDO
Approved by:
No. Name Position Office Date Approved/Time

1 Pradas, Wyomia Administrative Faculty of Management and 09-Feb-2016 09:19:33
Officer I Development Studies
2 Buot, Innocencio Dean Faculty of Management and 09-Feb-2016 09:48:35
Development Studies
3 Lagaya, Michael Chief Human Resource Development Office 09-Feb-2016 09:52:20
4 Gecalao-Perez, Amalia Chief Budget Office 09-Feb-2016 10:52:20
5 Lumanta, Melinda Vice Chancellor Office of the Vice Chancellor for 09-Feb-2016 16:41:17
Academic Affairs
6 Bandalaria, Melinda Chancellor Office of the Chancellor 12-Feb-2016 17:19:01
7 Concepcion, Gisela Vice President Office of the Vice President for 15-Feb-2016 10:06:54
Academic Affairs
8 Pascual, Alfredo President UP System 24-Feb-2016 18:16:07
This is a system-generated document which does not require a signature.

Reference: Administrative Order PAEP 16-27 issued on 25 May 2016
Online Request for Authority to Fill (ATF) a Vacant Plantilla Item
Reference: Administrative Order PAEP 16-27; Exemption from Sec. 2 AO103 (2004) Attrition Policy
a. UP System offices / units

a.1 ADMINISTRATIVE STAFF
a.2 Research, Extension & Professional Staff (REPS)
b. UP CUs (Diliman, Los Baos, Manila, Visayas, Open University, Mindanao,
Baguio, and Cebu)
b.1 ADMINISTRATIVE STAFF
b.2 Research, Extension & Professional Staff (REPS)
c. UP Philippine General Hospital
c.1 ADMINISTRATIVE STAFF
c.2 Research, Extension & Professional Staff (REPS)
2. Generate Notice of Approval for Authority to Fill a Vacant Item
3. Generate Summary of Approved ATF requests

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UNIVERSITY OF THE PHILIPPINES

OFFICE OF THE PRESIDENT

MEMORANDUM NO. PAEP 16-27

DATE 25 May 2016

SUBJECT Online Processing of Requests for "Authority to Fill (ATF)

As part of the strategic initiative to streamline administrative processes, the

Annex 1. Sample "Notice of Approval of Authority to Fill Vacant Plantilla Item"

2F Quezon Hall, University of the Philippines,Diliman, Quezon City 1101, Philippines

Online guide for filling up vacant plantilla items:

Other eUP manuals: http://e.up.edu.phlmanuals/#fa1ea6a47f

UP-HR Form No. 016

No. Name Position Office Date Approved/Time

This is a system-generated document which does not require a signature.

UNIVERSITY OF THE PHILIPPINES

UP-HR Form No. 016

DR. MELINDA D. BANDALARIA

No. Name Position Office Date Approved/Time

This is a system-generated document which does not require a signature.

a. UP System offices / units

3. Generate Summary of Approved ATF requests

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