Research Grant Guidelines

RESEARCH GRANT GUIDELINES

The Research Grant is given to the scholar’s adviser to acquire laboratory equipment and for the
maintenance, operation, and other expenses needed in the scholar’s research. The Research Grant
is intended to support research to be conducted locally. The Research Grant will help the scholar
ensure completion of his/her research on time.

I. Eligibility

The Research Grant is open to scholar within the scholarship contract who is ready to do research
in preparation for thesis or dissertation manuscript writing and who has preferably completed all of
his/her academic courses prescribed in the program of study.

The scholar must have thesis/dissertation proposal or detailed research plan in line with the R&D
thrust of the ERDT Program and that the scholar has preferably defended his/her thesis/dissertation
proposal, as approved by the thesis/dissertation panel of examiners.

Scholars on approved extension status are qualified to apply for this grant.

Scholars with approved leave of absence status are not eligible to apply for this grant.

Scholars who availed ERDT MS and PhD Sandwich Program are no longer qualified to apply for
this grant.

Scholars with common research topic under one faculty adviser may opt to combine their research
grants budget provided that one of the items intended for purchase through the combined research
grant exceeds the allotted budget of one scholar.

II. Components

Master’s Doctoral

Laboratory Equipment and Related Cost ₱114,000.00 ₱253,000.00*

Research Dissemination ₱75,000.00** ₱150,000.00**

Mentor’s Fee ₱36,000.00 ₱72,000.00
TOTAL ₱225,000.00 ₱475,000.00
* For scholars starting 2nd Semester 2017-2018
**For scholars starting 2nd Semester 2014-2015

III. Application

The eligible scholar who wishes to avail the Research Grant must submit the following:
1. Duly accomplished ERDT-RG form;
2. Approved thesis/dissertation proposal or detailed research plan duly certified by his/her
primary adviser and the chairman of his/her department. The approved thesis/dissertation
proposal or detailed research plan must include schedule of research activities (GANTT
Chart), leading to the completion of the program of study; and
3. Line Item Budget (LIB) showing the cost of equipment, experiment expenses, and other
expenses related to research.
a. Allowed: Laboratory / Scientific Equipment, IT Equipment and Accessories, Software,
Laboratory Supplies, Reagents / Chemicals, Professional Services / Commissioned
Work, Characterization/ Rental of Equipment, Fieldwork Expenses (Transportation,
Accommodation & Meals) *Per diem allowance for travel/fieldwork expenses is not
allowed

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b. Not allowed: Online Subscription, Journals, Office supplies, Training, Tokens,

Membership fee, Travel abroad

Incomplete documents shall not be accepted and processed for evaluation.

The scholar must submit the accomplished ERDT-RG form to the ERDT office together with the
required documents. The application shall be evaluated based on merit by the FSSC,
recommending the approval or disapproval of the application for the Research Grant to the Project
Leader for final decision. The adviser of the scholar will be notified by the Project Leader in writing
of the result of the application of the scholar.

IV. Release of Funds

Before proceeding to procurement of any research related materials or services, ERDT Local
Graduate Scholars are highly advised to coordinate with the ERDT office for guidance and proper
processing of research grant.

The use of research grant should be in accordance with Republic Act No. 9184 or the Act Providing
for the Modernization, Standardization and Regulation of the Procurement Activities of the
Government and for other Purposes, better known as the Philippine Government Procurement
Reform Act of 2002 and its Implementing Rules and Regulations; other government policies related
to the use of public funds

V. Realignment of Line Item Budget

When changes in the line item budget (LIB) is needed due to unforeseen circumstances or when
there are items not included in the approved LIB, the scholar shall request realignment of LIB of
his/her research grant subject for evaluation of the FSCC and final approval of the Project Leader.

Requirements for realignment

1. Letter addressed to Menandro S. Berana, D.Eng., ERDT Project Leader explaining the changes
in the line item budget. Letter must be signed by ERDT Scholar, endorsed by the
thesis/dissertation adviser and by the department chair/director/coordinator.
2. Proposed Realignment of Line Item Budget

VI. Accountability for Purchased Equipment

Upon completion of degree, all scholars are required to return all equipment purchased under the
research grant to his/her research adviser. In case of loss of equipment prior to turn-over, the
scholar must replace the item.

The ERDT adviser will be accountable for all the equipment purchased under the research grant of
his/her scholar/s.

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RELEASE OF FUND
When changes in the line item budget (LIB) is needed due to unforeseen circumstances or when
there are items not included in the approved LIB, the scholar must request realignment of LIB of
his/her research grant

I. ERDT Office will process your request thru PURCHASE REQUEST

The scholar must provide the following documents:

THREE (3) PRICE QUOTATION FROM DIFFERENT SUPPLIER

 Official quotation of the price of the goods or services must include the logo, company
address, contact information (as seen usually in the company’s letterhead) and signature of
authorized company personnel who prepared the price quotation described above provided
by the company.
 Official quotation as attached file in email is acceptable. Email conversation is not allowed.
 Description of the item must be provided in the quotation including the delivery period and
terms of warranty for the goods, especially for equipment.
 Supplier must accept government terms of payment, 15 to 30 days after the delivery of
goods or render of service.
Cash on Delivery (COD) and three (3) days check clearance are not allowed (Prohibition on Procurements on
Cash-on-Delivery Basis, Memorandum No. SSC-11-003 dated 26 January 2011).
 For the suppliers that could not provide an official quotation, the canvass form may be used.
Provided that all signatures of the authorized company personnel and canvasser are original.
 For controlled chemicals, ask the supplier if a permit (e.g., FED permit, PDEA permit) is
needed for the delivery of the chemicals. It is better if the supplier can process the permit.
 For exclusive distributorship, must provide a latest certificate of exclusive distributorship and
certification that there is no suitable substitute

TECHNICAL SPECIFICATION FORM / BID FORM

 Technical Specification form will contain the description of the item to be requested.
 Fill up the first column (“Required Specifications”). Indicate description/specification of the
item you need to purchase, delivery period and warranty terms for equipment.
 Specification for the procurement of goods shall be based on relevant characteristics,
functionality and/or performance requirements. Reference to brand names shall not be
allowed except for the items or parts that are compatible with the existing fleet or equipment
of the same make and brand and to maintain the performance, functionality and useful life of
the equipment. (Reference to Brand Names of Section 18 of R.A. 9184)
 IT equipment (e.g., laptop, external hard disk drive, etc.), shall undergo further evaluation by
the Technical Working Group of SPMO.
 “Conforme” must be signed by your thesis/dissertation adviser

II. REIMBURSEMENT

All claims for reimbursements shall comply with government procurement and Commission on Audit
(COA) rules on supporting documents.

Reimbursement must not exceed the amount of ₱50,000.00 per claim.

Receipts not exceeding ₱10,000.00 shall be under the name of the scholar.

Receipts exceeding ₱10,000.00 shall be under the name of the University of the Philippines Diliman
and shall be subjected to appropriate withholding taxes. In the case that the transaction has no
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withholding tax implications such as when the local supplier is VAT-exempted and income tax
exempt (as evidenced by BIR issued certificate of exemption) or when the sale transpired outside of
the Philippines, no taxes shall be withheld.

Claims for reimbursement which are subjected to withholding taxes shall be paid net after the tax
withheld. Thus, the reimbursement will be less than the original amount advanced by the claimant.
A tax withheld form will be given to the claimant for refund from the supplier.

If the total amount of a receipt exceeds ₱1,000.00, it is required to attach official price quotations
from three (3) different suppliers. Date of the quotation must be prior to the date indicated in the
official receipt.

For travel expenses, it should be in accordance with Executive Order No. 298 or the Amending
Further Executive Order No. 248 dated May 29, 1995 as Amended by Executive Order No. 248-A
dated August 14, 1995, which Prescribes Rules and Regulations and New Rates of Allowances for
Official Local and Foreign Travels of Government Personnel

Purchase prior to approval of Research Grant and realignment will not be allowed.

Attachments for reimbursement (per claim)

1. Explanation/Justification. Letter addressed to Menandro S. Berana, D.Eng., ERDT Project
Leader explaining the need to purchase the item/s immediately.
2. Summary of Expenses (see sample below)
3. Original Copy of Receipts and supporting documents
Receipts should be pasted on a piece of paper from oldest to the recent purchase
4. Quotations
5. Summary of Quotations

Allowed receipts:
- Official Receipt
- Sales Invoice with Collection Receipt (if available)
- Cash Invoice
- Cash Sales Invoice
- Taped Receipt (with the phrase “This serves as official receipt” and TIN No.)
Photocopy immediately.
- Certification of Expenses Not Requiring Receipts (CENRR) for transportation expenses
(e.g. Jeepney and Tricycle Fare) who cannot issue an official receipt (Less than 300.00
only)
- Reimbursement Expense Receipt (RER) for transportation expenses (e.g. tricycle
rental, Jeepney rental) and professional services who cannot issue an official receipt
(Above 300.00)
- Billing Statement (for credit card) or Statement of Account from Bank
Reimbursement of credit card payment is allowed when he/she used his/her own
personal credit card as per COA Circular No. 2004-006 dated Sept. 9, 2004. If the
credit card of the scholar’s adviser was used to purchase the item, the scholar must
write the reason why it was used and duly noted by the scholar’s adviser
- Telegraphic Transfer form from Bank

Supporting Documents:
- Equipment: Description of the item (Brand, Model, Serial No., if available) and photo
- Foreign purchase: Proforma Invoice & justification letter explaining the need to
purchase abroad and certificate that the item is not locally available
- Fieldwork expenses: Travel Report, Itinerary, Certificate of Appearance, Certification
regarding travel expenses in excess of the authorized amount per EO 298
- Transportation expenses: Justification for taxi fare, Vehicle Rental Agreement,
Boarding Pass & Terminal fee (Airfare)
- Accommodation: Billing Statement / Statement of Account from hotel
- For Transportation Rental: Rental Agreement

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III. DIRECT PAYMENT

JOB ORDER (Professional Fee / Labor fee)

Documents needed:
1. Accomplished Job Order form
2. Photocopy of valid ID
3. TIN No.
4. Certificate of service completed signed by scholar and adviser
5. For daily rate: Certificate of service (UP Form No. 65-A)
6. For per hour rate: Daily Time Record

CHARACTERIZATION / ANALYSIS (within UP Diliman)

Payment must be made to the College thru UP Trust Account

The scholar will receive a scanned copy of Disbursement Voucher as proof of payment once
forwarded to UP Accounting Office.

Documents needed:
1. Original signed copy of Billing Statement / Statement of Account

REMINDER:
Splitting of Contracts is not allowed. Splitting of Government Contracts mean the division or breaking up of
GOP contracts into smaller quantities and amounts, or dividing contract implementation into artificial phases
or sub-contracts for the purpose of evading or circumventing the requirements of law and this IRR, especially
the necessity of public bidding and the requirements for the alternative methods of procurement. (Revised
Implementing Rules and Regulations of Republic Act 9184, Section 54.1)

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FORMS
I. Proposed Line Item Budget (LIB)

Name:
Program:
Thesis/Dissertation Title:
Thesis/Dissertation Adviser:
Item/s (Detailed) Qty Unit Estimated Cost (₱) Purpose

II. Line Item Budget (LIB) Realignment

Name:
Program:
Thesis/Dissertation Title:
Thesis/Dissertation Adviser:
Item/s Qty Unit Approved Line Item Proposed Reason for
(Detailed) Budget (₱) Realignment (₱) Realignment

III. Summary of Expenses for Reimbursement

Name:
Program:
Thesis/Dissertation Title:
Thesis/Dissertation Adviser:
Date Receipt No. Qty Unit Particulars Unit Cost Total Cost
(from oldest (kg, L,
to recent pc, unit,
purchase) lot, box,
pack,
etc.)

IV. Summary of Quotations for Reimbursement

Supplier 1 Supplier 2 Supplier 3
Quantity Item
Name of Supplier Name of Supplier Name of Supplier
(Offer in Peso)

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V. Canvass Form

Date

Dear Madam/Sir:

We would like to request for a quotation for the following item/s:

Item
Qty Item/ Particulars Unit Cost Total Cost
No.
1
2
TOTAL

Please quote us your government price(s) and state the time within which you can make the
delivery. It will be appreciated if we can have your quotation submitted not later than
____________________.

Very truly yours,

Thesis Adviser

QUOTATION SUBMITTED BY:

Signature over Printed Name Address

of Authorized Representative

Name of Company Contact Number

CERTIFICATION

I hereby certify under oath that I have personally conducted this canvass that price/s
quoted herein are true and correct and the signature of the representative of this Company
submitting the quotation is genuine.

Contact Number Signature over Printed Name

of Authorized Canvasser

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VI. Technical Specification Form / Bid Form

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VII. Job Order

JOB ORDER
CONTRACT PERIOD OF EMPLOYMENT FUNDING OFFICE
NAME DESIGNATION ACKNOWLEDGEMENT
PRICE FROM TO CHARGES ASSIGNMENT
ERDT Trust
Account No.
9353700-499

The said order shall automatically cease upon this expiration as stipulated above, unless renewed. However, the services of any or all of the above- named can be
terminated prior to this Job Order for lack of funds or when their services are no longer needed. The above-named hereby attest he/she is not related within the
third degree (fourth degree in case of LGUs) of consanguinity or affinity to the 1) hiring authority and/or 2) representatives of the hiring agency; that he/she has not
been previously dismissed from government service by reason of an administrative offense; that he/she has not already reached the compulsory retirement age of
sixty-five (65). Furthermore, the service rendered hereunder is not considered or will never be accredited as a government service.

Prepared by: Recommending Approval: Approved By: Certified as to existence

of Appropriations:

Name & Signature Name & Signature Rizalinda L. De Leon, Ph.D

ERDT Scholar Adviser UP COE Dean/ ERDT Program Leader

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VIII. Certificate of Service Completed

Date

CERTIFICATE OF SERVICE COMPLETED

This is to certify that __________________________rendered his/her full service as

_________________________ from _________________________ under research grant of ERDT
scholar of Engineering Research and Development for Technology (ERDT).

This certification is issued for the purpose of processing of their payment amounting to
____________________________________________ (PhP____________) each with the rate of
____________________________________.

Name & Signature

ERDT Scholar

Noted by:

Name & Signature

Adviser

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IX. Certificate of Service (UP Form No. 65-A)

X. Reimbursement Expense Receipt (RER)

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