Liquidation Process and Requirements

In compliance with the requirements of the Commission on Audit (COA) and the UP System Accounting Office (UPSAO) for the settlement of financial assistance, the grantee shall submit a liquidation report and comply with the following required documents within 30 working days upon completion of the program. 

For Graduate Students

Requirements

  • Itinerary of Travel (signed by the grantee, adviser, and OIL Director) 
  • Summary of Expenses (signed by the grantee and adviser)
  • Official Receipt, Sales Invoice, Statement of Account (arranged according to the summary of expenses, original, and photocopy)
  • Original Boarding Pass or Certificate of Travel from the Airline
  • Certificate of travel completed (signed by the grantee, adviser, and Dean)
  • Copy of Certificate of Appearance/Attendance
  • COOPERATE Activity and Feedback Form

The grantee shall attend a liquidation session before submission of the said requirements.

Process

Step 1: Submit liquidation report to oilcooperate@up.edu.ph for evaluation. (1 working day)

Step 2: OIL Staff will evaluate the submitted report. (1-2 working days)

Step 3: Grantee will comply with revisions or requirements on submitted documents, as advised by OIL Staff. (1-5 working days)

Step 4: Liquidation Report with complete requirements will be endorsed for signature to the Director of Office of International Linkages (OIL). (1 working day)

Step 5: Signed liquidation report will be transmitted to UP System Accounting Office (UPSAO) for review. (1 working day)

Step 6: UPSAO will issue their feedback for compliance if any. (1-30 working days)

Step 7: Once cleared by the UPSAO, OIL will un-tag the Grantee from OIL accountabilities. (1 working day)

For Adviser

The grantee shall liquidate the funds at their CU Accounting Office within 30 working days after the completion of the program. Usual attachments to the liquidation report are as follows: 

  • Liquidation Report (see template) duly signed by the Director of the UP CU Accounting Office
  • Copy of the 1st page of each Disbursement Voucher
  • Official Receipt/s or invoice/s of purchased items (original)
  • Copy of FCM and approved line-item budget