UHO Services

Staff Housing

UHO manages more than 250 staff housing units available to qualified UPLB faculty, REPS, and administrative staff on a competitive basis. The office also manages the housing units of UPLB’s allied agencies.

Guest House

UHO offers transient facilities to alumni and other guests. Two proposed UPLB Guesthouses are in the process of renovation to offer best accommodation that are located in Valentin Sajor (Dao) Street and Domingo Lantican Avenue (Narra Road). To know more about this service, kindly contact UHO at (049) 572 0500, (049) 572 0494 or click the button below.

UHO Citizen's Charter

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Availment of UPLB Staff Housing unit (University provides staff housing units to qualified UPLB Faculty and Staff)	Application form Certificate of Compensation payment/Tax Withheld of applicant and spouse (if not filed jointly) as well as other members of the family who will be occupants of the unit, if applicable (previous year) Statement of Assets, Liabilities and Net Worth (previous year) Diploma or certification for degrees earned For non-Ph. D. holders, certificates(s) of completion of trainings attended and copy of transcript of records for units earned for advanced degree, if any Up-to-date Service Record(s) of applicant and spouse (if UPLB personnel) Copy of current appointment to additional assignments, if any Copies of award(s) received Latest payslip Marriage Contract (for family housing unit) Accomplished promissory letter (UHO form) Waiver Data Privacy Act (UHO Form)	UHO Office Accounting Office/201 File HRDO/RMO/201 File 201 File 201 File HRDO Unit/College/RMO 201 File Accounting Office/Cashier’s Office 201 File UHO Office	UPLB Employees	1. Applicants should submit their applications with complete requirements to UPLB Housing Office 2. New Beneficiary must attend the Orientation and Awarding of the housing unit 3. New beneficiary should get Statement of Account for the payment of deposits and advance house occupancy fee. Payment shall be made at the Cahier’s Office 4. New beneficiary must submit a copy of Official Receipt and other requirements 5. New beneficiary must sign the house occupancy agreement 6. New beneficiary can move-in to the awarded housing unit after completion of all the above requirements and processes	1.1 UHO will check if the submitted requirements are complete. Incomplete requirements will not be received and evaluated. 1.2 After the set deadline of submission of applications, UHO committee will evaluate the applications based on the submitted documents. 1.3 The evaluated applications will be forwarded to the Office of the Vice Chancellor for Community Affairs for checking of initial evaluations. 1.4 Once UHO receives the final results of evaluation. The office will request to the Office of the Vice Chancellor for Community Affairs for the awarding of staff housing units to qualified UPLB faculty and staff. 1.5 UHO informs the staff who will be awarded with staff housing unit to attend the orientation and awarding of staff housing units for new staff housing beneficiaries. All applicants will received letter to inform them of the results of evaluation. 1.6 UHO will set the Orientation and Awarding of Staff Housing Units to New Staff Housing Beneficiaries, and all awardees should attend the said orientation. 2.1 UHO Chief will conduct the orientation and awarding of staff housing units to new staff housing beneficiaries at the Office of the Vice Chancellor for Community Affairs. 2.2 Notice of Award will be given to the new staff housing beneficiaries after the orientation. 2.3 Keys for their specific unit will be issued to the new staff housing beneficiaries 3.1 Issues Statement of Account for the payment of deposits. 4.1 Receives and checks copy of Official Receipt and other requirements submitted 5.2 Prepares the house occupancy agreement 5.3 Signs the house occupancy agreement by the beneficiary 5.4 Chief signs the house occupancy agreement 5.5 Vice Chancellor for Community Affairs signs the house occupancy agreement 5.3 Process notarization of agreement 5.4 Forwards copy agreement to staff housing beneficiary 5.5 Informs Utilities Billing Unit, UPMO the new staff housing beneficiary	STEP 1: Receiving personnel or Administrative Assistant II STEP 2: UHO Chief, Head of Staff Housing Division and Technical and Maintenance Section STEP 3: Administrative Assistant II STEP 4: Administrative Assistant II STEP 5 Administrative Assistant II UHO Chief OVCCA	STEP 1 ₱ 0.00 STEP 2 ₱ 0.00 STEP 3 3 month house occupancy (total amount depends on the monthly house occupancy fee) Key Php 200.00 Electric meter ₱ 2998.00 Water meter ₱ 1688.00 (subject to change based on UHO procurement) STEP 4 ₱ 300.00 (private Notary Public – amount is subject to change without prior notice)	TOTAL: 60 working days

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	OFFICE/PERSON RESPONSIBLE	AGENCY ACTION	FEES	PROCESSING TIME
Renewal of house occupancy agreement in staff housing unit (Existing staff housing occupants (UPLB employee) can avail another five-year house occupancy agreement.)	Notice of Renewal List and pictures of occupants Photocopy of UPLB ID Affidavit of no house within 15 km radius Certification from Utilities billing Unit of no arrears Statement of Assets, Liabilities and Net Worth (previous year) Certification of pet vaccination if there is any pet	UHO form Provided by beneficiary Notary Public Utilities Billing Unit, UPMO, UPLB	UPLB employees who are currently residing in staff housing unit	1. Staff housing beneficiary acknowledges the notice of renewal, confirms the date of inspection, new rate and availment of new house occupancy agreement 2. Interview with UHO Chief 3. Accompanies UHO staff inside housing unit for inspection 4. Signs the house occupancy agreement	STEP 1: Administrative Assitant II STEP 2: UHO/Administrative Assitant II STEP 3: Engineer and Foreman/ Skilled Workers, Administrative Assistant II STEP 4: Administrative Assistant II	1.1 Forwards notice of renewal 1.2 Receives signed notice of renewal with new rate, date of inspection and availment of new agreement 2.1 Inspection of the housing unit 2.2 Prepares house inspection report 2.3 Prepare cost estimate of repair 2.4 Prepares house occupancy agreement 2.5 Gives housing agreement to client 3.1 Forwards to UHO Chief and Office of the Vice Chancellor for Community Affairs for signature 4.1 UHO Chief and Vice Chancellor for Community Affairs signs the housing agreement 5.1 Receives from Office of the Vice Chancellor for Community Affairs 5.2 Process notarization 5.3 Forwards copy to staff housing beneficiary	₱ 0.00	TOTAL: 30 working days

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	OFFICE/PERSON RESPONSIBLE	AGENCY ACTION	FEES	PROCESSING TIME
Avail of extension of stay in UPLB staff housing unit (Beneficiaries who maximize 20 years tenure) (UPLB employees who are occupants of staff housing unit may avail extension of stay in the staff housing unit even if they maximize the 20 years tenure)	Approved letter of extension List of occupants, names and pictures Statement of Assets. Liabilities and Net Worth (previous year) Certificate of Compensation payment/Tax Withheld of applicant and spouse (if not filed jointly) as well as other members of the family who will be occupants of the unit, if applicable (previous year)applicable (previous year)	Provided by the UPLB employees who is a beneficiary of staff housing unit HRDO/RMO/201 file Accounting Office/201 file	UPLB Employees who are occupants of UPLB staff housing unit	1. Staff housing beneficiary submits request letter to the Office of the Chancellor 2. Staff housing beneficiary submits requirements and sign the house occupancy agreement	Administrative Assistant II Administrative Assistant II/Dormitory Manager IV	STEP 1: 1.1. Receives request letter from Office of the Chancellor (through Office of the Vice Chancellor for Community Affairs) 1.2. Prepares history of occupancy and other documents needed 1.3. UHO forwards the request letter (with recommendation and attachment of documents) to the Office of the Vice Chancellor for Community Affairs and Office of the Chancellor for approval 1.4. Office of the Vice Chancellor for Community Affairs and Office of the Chancellor approves request letter 1.5 Receives response from the Office of the Chancellor 1.6 Informs beneficiary the approval of request, request to submit the requirements and provided copy of the approved letter STEP 2: 2.1 Check requirements submitted 2.2 Prepares house occupancy agreement 2.3 Let beneficiary sign the agreement 2.4 Forward to UHO Chief and Vice Chancellor for Community Affairs for their signature 2.5 UHO Chief and Vice Chancellor for Community Affairs signs the housing agreement 2.6. Receives from Office of the Vice Chancellor for Community Affairs 2.7.Process notarization 2.8. Forwards copy to staff housing beneficiary	N/A	TOTAL: 2 hr., 50 mins.
Avail of extension of stay in UPLB staff housing unit (As retiree – personal payment of housing fees) Existing staff housing occupants may avail extension of stay in the staff housing unit as retiree	N/A	N/A	UPLB Retirees who are staying in UPLB staff housing unit	1. Retiree will forward request letter to UHO for the extension of stay in UPLB staff housing unit: For optional retiree: allowed to stay up to 1 year; and For compulsory retiree: allowed to stay up to 2 years 2. For personal payment, retiree should pay house occupancy fee and share of repair at the Cashier’s Office 3. Retiree should submit copy of Official Receipt to the office	Receiving Personnel Head of Staff Housing Division Chief Engineer and Foreman Engineer Administrative Assistant II Administrative Assistant II	STEP 1 1.1 Receives the letter, forwards to the Head of Staff Housing Division for checking and initials, and to UHO Chief for approval 1.2 Inspection of the unit 1.3 Prepares cost of estimate for repair if there is any 1.4 Informs the retiree for the computation of advance house occupancy fee and share of repair 1.5 Provides copy of approved letter of extension and list of requirements STEP 2 2.1 Prepares Statement of Account STEP 3 3.1 Receives copy Office Receipt 3.2 Prepares house occupancy agreement, signs agreement by the beneficiary, Chief and Vice Chancellor for Community Affairs 3.3 Process notarization of agreement 3.4 Forwards copy of agreement to staff housing beneficiary	N/A	TOTAL: 3 hrs
Avail of extension of stay in UPLB staff housing unit (As retiree – payment of housing fees charge to retirement benefits) Existing staff housing occupants may avail extension of stay in the staff housing unit as retiree	Special Power of Attorney Approved letter of extension	Notary Public UHO	UPLB Retirees who are staying in UPLB staff housing unit	1. Retiree will forward request letter to UHO for the extension of stay in UPLB staff housing unit: For optional retiree: allowed to stay up to 1 year; and For compulsory retiree: allowed to stay up to 2 years 2. Retiree prepares request addressed to Vice Chancellor for Administration through channels 3. Retiree should submit approved letter to the office	Receiving Personnel Head of Staff Housing Division Chief Engineer and Foreman Engineer Administrative Assistant II Administrative Assistant II	STEP 1 1.1 Receives the letter, forwards to the Head of Staff Housing Division for checking and initials, and to UHO Chief for approval 1.2 Inspection of the unit 1.3 Prepares cost of estimate for repair if there is any 1.4 Informs the retiree for the computation of advance house occupancy fee and share of repair 1.5 Provides copy of approved letter of extension and list of requirements to retiree STEP 2 2.1 Receives letter and check the details indicated in the letter 2.2 Chief signs the letter to recommend the approval 2.3 Release of letter STEP 3 3.1 Receives approved letter 3.2 Prepares house occupancy agreement, sign agreement by the beneficiary, Chief and Vice Chancellor for Community Affairs 3.3 Process notarization of agreement 3.4 Forwards copy of agreement to staff housing beneficiary	N/A	TOTAL: 3 hrs., 10 mins.

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Staff housing beneficiary requests for refund of repair cost (Construction materials purchased by beneficiary)	Official Receipts/Sales Invoices Cost of repair estimate	Business establishments where you buy the construction materials UHO	UPLB Employees who are staying in UPLB staff housing unit	1. Staff housing beneficiary submits copies of Official Receipts/Sales Invoices used for the repair of staff housing unit	1.1 Receives the Official Receipts/Sales Invoices 1.2 Checks the submitted receipts if all are Official Receipts or Sales Invoices 1.3 Checks the items listed in the Official Receipts or Sales Invoices which are used for the repair and included in the list of items for 50:50 sharing scheme indicated in the 2008 UPLB Housing Policies, Rules and Regulations 1.4 Prepares computation of sharing for the changes of deduction 1.5 Checks and records computation of changes of deduction 1.6 Prepares cover letter 1.7 Forwards to Chief for approval 1.8 Forwards approved changes of deduction to staff housing beneficiary	Administrative Assistant II Engineer Engineer Engineer Head of Staff Housing Division Engineer Administtrative Assistant II Administtrative Assistant II	None	TOTAL:4 hr., 15 mins.
Staff housing beneficiary requests for refund of repair cost (Construction materials and labor provided by UHO)	Cost of repair estimate	UHO	UPLB Employees who are staying in UPLB staff housing unit	1. Staff housing beneficiary will request to UHO for the available materials and schedule of repair	1.1 UHO will provide materials available 1.2 Schedule repair upon the availability of the beneficiary 1.3 Repair of housing unit 1.4 Prepares computation of repair cost sharing for the changes of deduction 1.5 Checks and records computation of changes of deduction 1.6 Prepares cover letter 1.7 Forwards to Chief for approval 1.8 Forwards approved changes of deduction to staff housing beneficiary	Engineer	None:	TOTAL: 2 hours, 55 mins.

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Personal payment of house occupancy fee or land use rental (UPLB employees, UPLB retirees and other agencies’ housing occupants personally pay housing fees instead of salary deduction)	Statement of Account	UHO	UPLB employee, UPLB retirees and other agencies housing occupants who are staying in staff housing units inside the UPLB	1. Housing occupant will go to UHO to get the statement of account 2. Housing occupant pays to Cashier’s Office the fees and submits copy of Official Receipt to UHO	1.1 Check the record for the payment of fees 1.2 Prepares the Statement of Account 2.1 Receives photocopy of the Official Receipt 2.2 Records payment	STEP 1: Administrative Assistant II STEP 2: Administrative Assistant II	Fee depends on the existing rate in the contract	TOTAL: 40 minutes

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Refund of housing deposits	Original Official Receipt Certification of Refund Copy of Approved letter vacating the staff housing unit	UPLB Employee UHO	UPLB employees who are occupants of staff housing unit	1. Staff housing beneficiary submits copy of original Official	1.1 Receives original Official Receipt 1.2 Prepares Certification of refund 1.3 Prepares and print Disbursement Voucher 1.4 Process Disbursement Voucher at Accounting Office, Office of the Vice Chancellor for Community Affairs 1.5 Receives approved Disbursement Voucher 1.6 Photocopy the approved Disbursement Voucher 1.7 Forwards the approved Disbursement Voucher to Cashier’s Office	Administrative Assistant II	None	TOTAL: 35 minutes

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Repair of staff housing unit	N/A	N/A	UPLB employees who are occupants of staff housing unit	1. Staff housing beneficiary files job request through personal visit, telephone call or through email 2. Staff housing beneficiary signs the repair cost of estimate as conforme and forwards to UHO 3. Beneficiary forwards UHO Satisfaction Survey	1.1 Receives and fill out the job request 1.2 Schedule of inspection 1.3 Inspection of unit 1.4 Preparation and signs of cost of repair estimate 1.5 Forwards copy of cost of repair estimate for conforme of staff housing beneficiary 2.1 Receives cost repair of estimate 2.2 Forwards to Chief for Noted 2.3 Schedule of repair (depends on the availability of staff housing beneficiary) 2.4 Repair of housing unit 2.5 Provides UHO Satisfaction Survey 3.1 Receives filled out UHO Satisfaction Survey	STEP 1: Engineer STEP 2: Engineer STEP 3: Administrative Assistant II	None	STEP 1 15 minutes 10 minutes 45 minutes 45 minutes 15 minutes STEP 2 10 minutes 5 minutes 5 minutes Total number of days repair depends on the repair needed or requested by the beneficiary 5 minutes STEP 3 5 minutes TOTAL: 2 hr., 40 mins.

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Process of clearance of UPLB employee/retiree who did not stay in staff housing unit (UPLB employees process clearance to UHO for checking of accountabilities)	N/A	N/A	UPLB employees/retirees	1. HRDO emails clearance of UPLB personnel	1.1 Receives clearance 1.2 Records clearance 1.3 Checks the name of the employee in the record of UHO accountabilities 1.4 Informs Chief/Dormitory Manager IV of no accountabilities 2.1 Clears personnel and response to email	STEP 1: Administrative Assistant II/Dormitory Manager IV STEP 2: Chief/Dormitory Manager IV	None	TOTAL: 31 minutes
Process of clearance of UPLB employee who previously stayed in staff housing unit (Personal payment) (UPLB employees/retirees process clearance to UHO for checking of accountabilities)	N/A	N/A	UPLB employees/retirees	1. UPLB employee/retiree submits cleaance 2. UPLB employee pays his/her accountabilities to Cashier’s Office 3. UPLB employee/retiree signs UHO logbook clearance	1.1 Receives clearance 1.2 Records clearance 1.3 Checks the name of the employee in the record of UHO accountabilities 1.4 Infoms the UPLB employee of the accountability 1.5 Issues Statement of Account for personal payment 2.1 Receives copy of Official Receipt 2.2 Records the Official Receipt 2.3 Informs Chief/Dormitory Manager payment of accountabilities 3.1 Clears personnel and response to email	STEP 1: Administrative Assistant II/Dormitory Manager IV STEP 2: Administrative Assistant II Administrative Assistant II Administrative Assistant II STEP 3: Chief/Dormitory Manager IV	Total amount depends on the accointabilities computed during his/her stay in staff housing unit	TOTAL: 1 hr.; 31 mins
Process of clearance of UPLB employee who previously stayed in staff housing unit (Salary Deduction) (UPLB employees process clearance to UHO for checking of accountabilities)	Approval letter for the request for salary deduction	UPLB Employee	UPLB employees	1. HRDO emails clearance of UPLB personnel 2. UPLB employee submits letter requesting for a salary deduction of her/his accountabilities	1.1 Receives clearance 1.2 Records clearance 1.3 Checks the name of the employee in the record of UHO accountabilities 1.4 Infoms the UPLB employee of the accountability 1.5 Issues Statement of Account for personal payment 2.1 Receives letter 2.2 Check details of request and initials 2.3 Forwards to Chief for approval 2.4 Provides copy of approved letter to employee 3.1 Clears personnel and response to email	STEP 1: Administrative Assistant II/Dormitory Manager IV STEP 2: Administrative Assistant II/Dormitory Manager IV STEP 3: Chief/Dormitory Manager IV	Total amount depends on the accointabilities computed during his/her stay in staff housing unit	TOTAL: 1 hr., 21 mins.
Process of clearance of retiree with approved extension of stay in staff housing unit (Retirees process clearance to UHO for checking of accountabilities)	Approved letter of extension Approved letter from Office of the Vice Chancellor for Administration that that charging of housing fees will be deducted from his/her retirement benefits Notarized Special Power of Attorney	UHO Retiree Retiree	Retirees who is staying in staff housing unit	1. HRDO emails clearance of UPLB personnel	1.2 Receives clearance 1.2 Records clearance 1.3 Checks the requirements if complete 1.4 Informs Chief/Dormitory Manager IV of no accountabilities 2.1 Clears personnel and response to email	STEP 1: Administrative Assistant II/Dormitory Manager IV STEP 2: Chief/Dormitory Manager IV	None	TOTAL: 35 minutes

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Process of request letters from residents, students, student organizations, employees and or other offices (Any nature of request by residents, students, student organizations, employees and or other offices made to UHO)	Letter/Email request	Client	UPLB employees, students and other offices	1. Student, resident, UPLB employee and other offices submit request to UHO 2. Meet with UHO Chief	1.1 Receives letter 1.2 Fowards letter to the concerned division 1.3 Checks details of request and initials 1.4 Schedule for a meeting with Chief 2.1 UHO Chief meets with client for verification of details and/or concerns 2.2 Affixes signature and approves/disapproves letter 2.3 Provides copy of approval to the client and or division concerned with the request	STEP 1: Administrative Assistant II Administrative Assistant II Head of Division concerned Administrative Assistant II STEP 2: UHO Chief UHO Chief Administrtaive Assistant II	None	TOTAL: 1 hour

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Process for the delivery of repair materials from suppliers outside UPLB for the repair of staff housing units (Staff housing beneficiaries purchased repair materials for the repair of staff housing units)	Letter/Email request UHO gatepass (UHO form)	Client UHO	UPLB faculty, staff and retirees	1. Housing beneficiary fill out UHO form and submits/email photocopy of Official Receipt, Sales Invoice, Cash Invoice or Delivery Receipt	1.1 Provides UHO Form 1.2 Checks filled out form and submitted photocopy of Official Receipt, Sales Invoice, Cash Invoice or Delivery Receipt and initialed by staff in charge 1.3 For approval of UHO Chief 1.4 Provides approved copy to housing beneficiary 1.5 Provide copy to Security and Safety Office	UHO Engineer/Administrative Assist II UHO Engineer/Administrative Assist II Chief UHO Engineer/Administrative Assist II Administrative Assist II	None	TOTAL: 40 minutes

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Process for the hauling of personal belongings of UPLB Faculty and staff who vacated their housing units (Staff housing beneficiaries/Retirees who vacated their housing units)	Letter/Email request UHO gatepass (UHO form)	Client	UPLB faculty, staff and retirees	1. Housing beneficiaries fill out moving out permit	1.1 Staff in charge provides moving out form 1.2 Checks filled out form and intialed for signature of UHO Chief 1.3 Approval of Chief 1.4 Provides copy of approval to housing beneficiaries and Security and Safety Office	Administrative Assistant II Administrative Assist II Chief Administrative Assist II	None	TOTAL: 20 minutes

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Request of Certificate of Employment for Individual Contract of Service (Individual Contract of Service provided with Certificate of Employment)	N/A	N/A	Individual Contract of Service	1. Individual Contract of Service may request Certificate of Employment through phone calls, personally inform the office or through email	1.1 Receives request 1.2 Checks folder for the details to be put in the certificate 1.3 Prepares Certificate of Employment 1.4 Fowards for signature of Chief 1.5 Release of document	Administrative Assistant II	None	TOTAL: 14 minutes
Request for pruning or tree removal, to be endorsed to LMS, UPMO (medium to major works)	Job Request Form (UHO Form)	UHO	UPLB employees who are occupants of staff housing unit	1. Staff housing beneficiary files job request through personal visit, telephone call or through email	1.1 Receives and fill out the job request 1.2 Schedule of inspection 1.3 Inspection of request 1.4 Endorsement of request to LMS, UPMO	Engineer	None	TOTAL: 33 minutes
Request for additional home improvements not covered in UHO’s repair mandate (UHO is in charge in the maintenance and repair of staff housing units)	Letter/Email Request Job Request Form (UHO Form)	Client UHO	UPLB employees who are occupants of staff housing unit	1. Staff housing beneficiary files request for additional improvements through personal visit, telephone call or through email 2. Staff housing beneficiary signs the cost of estimate as conforme and forwards to UHO 3. Beneficiary informs UHO of completion of improvements made for post-inspection	1.1 Receives and fill out the job request 1.2 Schedule of inspection 1.3 Inspection of unit 1.4 Preparation and signs of cost of repair estimate 1.5 Forwards copy of cost of improvement estimate for conforme of staff housing beneficiary 2.1 Receives cost repair of estimate 2.2 Forwards to Chief for Noted 3.1 Schedule of inspection 3.2 Inspection of unit	Engineer Engineer Administrative Assistant II/ Engineer	None	TOTAL: 2hrs. ; 45 mins
Request for construction of detached garage (UHO is in charge in the maintenance and repair of staff housing units)	Letter/Email Request			1. Staff housing beneficiary files request for construction of detached garage through personal visit, telephone call or through email 2. Staff housing beneficiary signs the cost of estimate as conforme and forwards to UHO 3. Beneficiary informs UHO of completion of improvements made for post-inspection	1.1 Receives and fill out the job request 1.2 Schedule of inspection 1.3 Inspection of unit 1.4 Preparation and signs of cost of repair estimate 1.5 Forwards copy of cost of improvement estimate for conforme of staff housing beneficiary 2.1 Receives cost repair of estimate 2.2 Forwards to Chief for Noted 3.1 Schedule of inspection 3.2 Inspection of unit	Engineer Engineer Administrative Assistant II/Engineer Engineer/Foreman	None	TOTAL: 2 hrs.; 45 mins.

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Accommodation Facilities	For UPLB constituents UPLB ID For UPLB Office Activity UPLB ID of transacting person and Request for Quotation/Purchase Request/Purchase Order ID for Non-UP Passport for Foreign Guests Reservation Sheet Billing Summary Official Receipt	Applicant Applicant Applicant DFA OFSH-UHO OFSH-UHO OFSH-UHO	Students, UPLB faculty and staff, alumni, and other guests of UPLB	1. Inquiry of Guests 2. Valid ID Presented 3. Fill-out Reservation Sheet 4. Registration Card 5. Payment 6. Claim Official Receipt	1.1 Verify availability of Room 2.1 To be Photocopied by staff in charge 3.1 Verify the information (number of rooms: double or triple occupancy); number of days/night stay) Ask if Senior citizen, PWD or UP staff; provide costs estimates; Confirms details to guests 3.2 Approval of the Reservation 4.1 Complete the necessary information. Fill-out check-in Time 4.2 Check-in Guests and turn-over room key 4.3 Check-out Guests and turn-over key 5.1 Inform and ask guests about the payment for room accommodation charges. 5.2 Issuance of Statement of Account /Billing 6.1 Issuance of Official Receipt	STEPS 1-5: Front Desk Staff On-duty STEP 6: Special Collecting Officer	depends on the rooms they will avail	TOTAL: 23 minutes

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Training Facilities	1. For UPLB constituents UPLB ID 2. For UPLB Office Activity UPLB ID of transacting person and Request for Quotation/Purchase Request/Purchase Order 3. ID for Non-UP 4. Reservation Sheet 5. Registration Card (Check-in/Check-out) 6. Billing Summary 7. Official Receipt	Applicant Applicant Applicant OFSH-UHO OFSH-UHO OFSH-UHO OFSH-UHO	Students, UPLB faculty and staff, alumni, and other guests of UPLB	1. Inquiry of Guests 2. Fill-out Reservation Sheet 3, Payment 4. Claim Official Receipt	1.1 Verify availability of Room 2.1 Verify the informaton and provide necessary details eg (type of rooms, seating capacity, number of days; purpose of function) number of hours use of audio-visual equipment; provide costs estimates; Confirms details to guests 2.2 Approval of the Reservation 3.1 Inform and ask guests about the payment for training room charges. 3.2 Issuance of Statement of Account /Billing 4.1 Issuance of Official Receipt	STEPS 1-3: Front Desk Staff On-duty STEP 4: Special Collecting Officer	depends on the number of hours used by the guests and the total charges	TOTAL: 19 minutes

TYPE OF FRONTLINE SERVICE	DOCUMENTARY REQUIREMENTS	WHERE TO SECURE	CLIENT/REQUESTING PARTY	STEPS/ PROCEDURE	AGENCY ACTION	OFFICE/PERSON RESPONSIBLE	FEES	PROCESSING TIME
Application for the Waiving of Fees of OFSH Facility Use (UPLB offices, faculty and staff may avail of waived fees for the use of OFSH)	1. Waiver Form 2. Approved Letter for the free use	OFSH-UHO Client	Students, UPLB faculty and staff, alumni, and other guests of UPLB	1.Get Waiver Form 2. Fill out Waiver Form 3. Client process to other offices 4. Client submits approved waiver form/approved letter request	1.1 Provides Waiver Form and checks availability of room (accommodation or training facilities) 2.1 Checks filled-out Waiver Form 2.2 Initials of staff in Charge 2.3 Forwards to UHO Chief for recommending approval 3.1 Staff in charge receives documents	STEP 1: Front Desk Staff-on-duty STEP 2: Front Desk Staff-on-duty/UHO Chief/Dormitory Manager IV STEP 3: OVCCA/Office of the Chancellor STEP 4: Front Desk Staff-on-duty	None	TOTAL: 16 minutes

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