Separation Requirements

Separated employees (e.g. resignation, non-renewal, transfer to other government agencies, transfer to other CU, dropped from the rolls, optional retirement) are required to submit the following to the HRDO Appointment Section to initiate their clearance:

Letter of Resignation, or;
Letter from the Dean indicating employee's non-renewal to the position

Once the HRDO receives the approved letter for processing, HRDO will release the following documents to the Unit/College:

Acceptance of Resignation, or;
Memorandum indicating non-renewal of the employee to the position

Once the Unit/College receives the above-stated documents, the separated employee may now comply with his/her/their Unit Clearance and proceed with the accomplishment of his/her/their University Clearance (form for download here).

GUIDELINES IN PROCESSING THE UNIVERSITY CLEARANCE

NO COMPLETE DOCUMENTARY REQUIREMENTS, NO PROCESSING.

Download the University Clearance form (CS Form no. 7).
Fill up the required information:

3. Separated employee to secure Unit Clearance:

4. Separated employee to process his/her/their clearances to the following units/colleges:

III. CLEARANCE FROM MONEY AND PROPERTY ACCOUNTABILITIES

Administrative Services and Finance Management

a. Supply and Property Management Office

b. PGH Supply and Property Management Office (if from College of Medicine)

c. Information Management System

d. PGH Accounting Office

e. Office of the Vice Chancellor for Research

University Library
Certification of No Pending Administrative Case

a. Legal Office

b. Office of Anti-Sexual Harassment

Agency Accredited Union/Cooperative/etc. (if N/A or non-member, Dean or Director of the Unit/College shall provide a signature on the University clearance)

a. UP Diliman Housing Office

b. UP Provident Fund

c. UP Credit Cooperative

d. PGH Bayanihan Multipurpose Cooperative

e. UP Manila Development Foundation, Incorporated

Faculty Accountability (tick the box provided for "not applicable" if the separated employee does not have a teaching load/position as "Faculty")

a. Office of the University Registrar

b. Office of the Alumni Relations

c. National Institutes of Health

5. Prepare the following documents and submit these as attachments along with the University Clearance in the HRDO:

a. Duly signed SALN with date indicated on top of the 1st page same with the effectivity date of separation.

(form and instructions here)

b. UP Identification card (if the ID card was missing, submit a notarized affidavit of loss)

c. Exit interview (form and instructions here)

d. GSIS Application for Retirement/Separation/Life Insurance Benefits (instructions for fill up here)

e. GSIS Members' Request Form (MRF) (form and instructions here)

e. Terminal leave application form (CS Form no. 6; instructions for fill up here)

f. Daily Time Record/COS (for Admin. and REPS); Leave records from unit/college (for Faculty with Additional Assignment as Admin.)

g. IPCR/PES for last rating period applicable (for Admin. and REPS)

Possible additional requirements:

h. Service record from previous government employment (if transferee or reappointed)

i. Certificate of leave credits from last government employment before UP Manila (if transferee or reappointed)

j. Authority to Deduct form

6. HRDO will evaluate attached documents and will prepare the necessary attachments which will be submitted to the UPM Accounting office.

7. If there are no accountabilities identified, the UPM Accounting Office will forward the University Clearance to either of the following:

a. Office of the Vice Chancellor for Administration and Finance (for Admin. staff);

b. or to the Office of the Vice Chancellor for Academic Affairs (for Faculty staff);

c. or to the Office of the Vice Chancellor for Research (for REPS staff).

If there is an identified accountability, the UPM Accounting Office will issue a Statement of Account to the separated employee for his/her/their compliance before forwarding the clearance to the concerned unit.

8. The OVCAF/OVCAA/OVCR will forward the University Clearance to the HRDO for recording of the accomplished clearance.

9. The HRDO will distribute the following copies:

a. Original Copy of the University Clearance to the separated employee

b. Duplicate to employee's unit/college

c. Triplicate to the UPM Accounting Office

d. Quadruplicate to the 201/120 file of the separated employee

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