Republic of the Philippines

BATANGAS STATE UNIVERSITY

JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL
IMPLEMENTING RULES AND REGULATIONS OF
BOARD OF REGENTS RESOLUTION NO. ____, OTHERWISE
KNOWN AS THE GUIDELINES ON THE COLLECTION, UTILIZATION,
DISBURSEMENT AND LIQUIDATION OF SSC FUND
OF BATSTATEU SUPREME STUDENT COUNCIL
(Name of campus)
Pursuant to the Board of Regents Resolution No. ____, A RESOLUTION APPROVING
THE DECENTRALIZATION OF SSC FUND AS PRESENTED IN THE SSCC RESOLUTION
NUMBERED TEN, ENTITLED GUIDELINES ON THE COLLECTION, UTILIZATION,
DISBURSEMENT AND LIQUIDATION OF SSC FUND, the following Implementing Rules
and Regulations (IRR) are hereby promulgated:
WHEREAS, Section 5, Republic Act 9045, (An Act Creating the Batangas State
University), as amended by Republic Act No. 9472, states that the Board of Regents,
hereinafter referred to as the Board shall be the governing body of the Batangas
State University;
WHEREAS, Section 6, Republic Act 9045, (An Act Creating the Batangas State
University), as amended by Republic Act No. 9472, states that the Board shall
promulgate and implement policies in accordance with the declared State policies
on education and other pertinent provisions of the Constitution on education,
agriculture, science and technology, as well as the policies, standards and thrusts of
the CHED under Republic Act No. 7722;
WHEREAS, the Board of Regents approved the BOR Resolution No. ____, otherwise
known as the Resolution Approving the Decentralization of SSC Fund on the Forty
Seventh (47th) Regular Meeting of the Board of Regents of Batangas State
University last October 28, 2015;
WHEREAS, the Guidelines on the Collection, Utilization, Disbursement and
Liquidation of SSC Fund was prepared by the Supreme Student Councils
Confederation and Supreme Student Council of each campusand was presented by
the Student Regent to the Board of Regent last October 23, 2015;
WHEREAS, the proposed guidelines on the collection, utilization, disbursement and
liquidation of SSC Fund was endorsed by the Finance Committee on their meeting
last 23 October 2015 for the approval of the Board of Regents;
WHEREAS, the salient provisions of the proposed guidelines, the priority issues and
the pertinent matters were discussed in a series of small group
meetings/discussions of the SSCC and SSC Officers held from the months of July to
September 2015, conducted a Benchmarking Activity at Bicol University and Cavite
State University held on 9 and 21 July 2015, as well as, in two (2) consultations from
the Legal Affairs Office and Financial Services Offices held on 24 September and 16
October 2015, respectively;
WHEREAS, during the SSCC Meeting held last 13 October 2015, the Supreme
Student Council (SSC) Officers agreed to formulate the implementing rules and
regulations governing the collection, utilization, disbursement and liquidation of
fund of their campus to be presented to the SSCC.
WHEREAS, the SSCC mandates and requires the Supreme Student Council of each
campus to formulate the implementing rules and regulations of the resolution within
fourteen (14) days after this receiving the notice;

Republic of the Philippines

BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL
WHEREAS, NOW, THEREFORE, BE IT RESOLVED AS IT IS HEREBY RESOLVED,
That pursuant to the above-same provision of the same resolution, the following
provisions are hereby adopted:

Republic of the Philippines

BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL
TITLE I
PURPOSE, SCOPE AND OBJECTIVES
RULE 1
Purpose
A.

These Implementing Rules and Regulations (IRR) are adopted

to prescribe guidelines, procedures and standards for the
implementation of BOR Resolution No. ____.
RULE 2
Scope and Objectives

ARTICLE 2. These Rules shall cover the fiscal and monetary management
of the Supreme Student Council Malvar including the
collection, utilization, disbursement and liquidation of SSC
Fund.
C.

The objectives of the said resolution are the following.

i.

To rationalize and promote efficiency and effectiveness in

the delivery of services to the students;

ii.

To maintain fiscal autonomy characterized by

independence, objectivity and integrity so as to enhance
responsiveness to the need of the students;

iii.

To provide equitable treatment and management of

resources in formulating plan of programs and activities;

iv.

To carry out transparency, accountability and integrity in

establishing truthful and candid organization.
RULE 3
ADMINISTRATIVE COMMITTEES

The Supreme Student Council fund will be collected, disbursed and properly
accounted by the elected officers specifically by the Treasurer under the strict
supervision of the President and the other members of the organization using
the guidelines indicated by the constitution.
RULE 4
Collection, Safekeeping and Withdrawal of Membership Fees

A. The newly elected SSC officers will be collecting the membership fee in their
campus; there will be a standard receipt that will be issued for the students that
will identify their payment at the Registrars office.
(The payment cut-off is every 5:00 PM after the officer had their tally with the
number of the students who paid that day and the total amount of collection.)

B. the total collections projected on the receipts and abstract of collections to

be declared to the confederation will be audited and checked by the external
auditor.
C. The officer in-charge together with the president and treasurer will be the one
to deposit the collected amount to the chosen reputable bank every day.

Republic of the Philippines

BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL
D. At the end of the enrollment period the treasurer and the council president
noted by the adviser shall present the total breakdown of collection to the,
Director for Office of Student Affairs and Services.
E. Final breakdown of collection shall be presented to the Director for Student
Affairs and Services and Executive Director.
F. The council shall acknowledge the service rendered by the officer in charge
in collecting membership fees for the office in form of reimbursing
transportation and food expenses incurred by the officer/s in charge each
day.
G. There shall be at least 2 (two) officers in charge to collect membership
fees paid by the students and be given reasonable allowances of 80 pesos each.
H. Students must pay the membership fee and the officer-in-charge will issue a
receipt as a proof of payment before they proceed to the Registrars office.
I. Students who were not able to pay the membership fee will hold their clearance.
RULE 5
Utilization and Disbursement of Funds

A. Projects and activities of each organization will be categorized into following:

i. Tangible Projects those referring to supplies, materials and equipment,
organization shirts, tokens, catering services (foods and beverages),
accommodation services, events managing and organizing services (stage
design, sounds and lights equipment), seeds and seedlings, gasoline
charges and the like.
ii. Intangible Projects those referring to allowances, trainings, seminars
and workshops, construction services, professional fees and honorarium
(speakers, judges, facilitators and demonstrators), student loans and
scholarships, cash prizes for contests, financial subsidy/ies and the like.
B. All tangible projects shall be procured following the local procurement
process.
C. All intangible projects shall account for proper auditing and liquidation
procedures.
RULE 6
Financial Audit and Liquidation

A. After each activity/project the Secretary and Treasurer of each Organization

shall prepare a financial statement with the following duly accomplished
attachments:
i. Tangible Projects shall be properly audited and liquidated provided with
the attachments given by Procurement Officer. The following are the
requirements for liquidation:
a. Approved Letter with budget proposal
b. Summary of Expenses
c. Official Receipts and Photocopy

Republic of the Philippines

BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL
d. 3 canvasses (supplier) for single purchase to PhP 1,000.00 and
above.
e. Approved Plan of Activities
f. Resolution (if not included in the approved plan of activities)
g. Narrative Report
ii. Intangible projects shall be justified with the following requirements for
liquidation:
1. For Seminars, Trainings and Workshops:
a. Letter of Invitation
b. Approved Letter with Budget Proposal
c. Summary of Expenses
d. Itinerary of Travel
e. Authority to Travel (Original Copy)
f. Trip Ticket (if applicable)
g. Official Receipts and Photocopy
h. Transportation Allowances (in case that there are no official
receipts, necessary documents shall be presented i.e.
acknowledgement receipt, RER etc.)
i. Narrative Report with Pictures
j. Certificate of Appearance (attendance or participation)
k. Certificate of Travel Completed
l. Approved Plan of Activities
m. Resolution (if not included in the approved plan of
activities)
2. For professional fees and honorarium:
a. Invitation/Program of Activity
b. Approved Letter with Budget Proposal
c. Summary of Expenses
d. Official Receipts and Photocopy
i. In case that there are no official receipts, necessary
documents shall be presented (i.e.
acknowledgement receipt, RER etc.)
e. Narrative Report with Pictures
f. Certificate of Appearance (attendance or participation)
g. Approved Plan of Activities
h. Resolution (if not included in the approved plan of
activities)
i. Acknowledgement Receipt
3. For student loans and scholarships, cash prices for contests,
financial subsidy/ies.
a. Approved Letter with Budget Proposal
b. Summary of Expenses
c. Narrative Report with Pictures
d. Acknowledgement Receipt
e. Approved Plan of activities
f. Resolution (if not included in the approved plan of activities)
4. Transportation Allowances for Meetings, Forums, Assembly etc.
a. Approved Letter with Budget Proposal
b. Summary of Expenses
c. Itinerary of Travel

Republic of the Philippines

BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL
d. Official Receipts and Photocopy
i. In case that there are no official receipts, necessary
documents shall be presented (i.e.
acknowledgement receipt, RER etc.)
e. Narrative Report with Pictures
f. Certificate of Appearance (attendance or participation)
g. Approved Plan of activities
h. Resolution (if not included in the approved plan of
activities)
i. Acknowledgement Receipt
5. Construction Services
a. Approved Letter with Budget Proposal
b. Summary of Expenses
c. Official Receipts and Photocopy
d. Narrative Report with Pictures
e. Approved Plan of activities
f. Resolution (if not included in the approved plan of activities)
g. Acknowledgement Receipt
B. Before the semester ends the treasurer shall prepare a financial statement or
compilation of each duly audited and liquidated receipts by the officer in-charge
(Auditor) and certified correct by the president and adviser.
C. Automatically, as part of the procedures, there will be an external auditing
that will be made after recommendation of the person to audit by the University
Official(s).
D. The final result of the auditing process will be endorsed Organization Adviser,
Asst. Director for Student Organizations and Activities, Director for Student
Affairs and Services, Vice President for Academic Affairs.
RULE 7
Turn Over of Funds

The council adviser, president, treasurer and auditor after the election of
new set of SSC/ SSCC officers will be accountable to the turn-over of funds to the
duly elected and recognized officers through a resolution; failure in compliance
will result in holding their clearance and release of academic records
(graduating) and delay of enrolment (non-graduating).
RULE 8
Accountability of the Officers

In cases where the officer/s of the SSC and the Confederation exhibited
act/s in any form of misconduct such as bribery, graft and corruption,
malversation of funds, etc. which exhibits damages on the portrayed image of
the councils are subjects for impeachment proceedings as stipulated in the
Section 2, Article IX Accountability of Officers. (The Constitution and By Laws
of the SSC Confederation and the Norms and Conduct for College Students
(NCCS) provides the provisions regarding the aforementioned matter.)
PROVISIONS

Republic of the Philippines

BATANGAS STATE UNIVERSITY
JPLPC Campus Malvar, Batangas
SUPREME STUDENT COUNCIL
Please include the signatures of your officers certifying that the IRR is true
and correct
John Denver F. Falculan
President
Billie M. Carandang
Vice Pre

Maryan Joy C. Lopez

Secretary

Baby Jane L. Montenegro

Treasurer

Marivic A. Abad
Auditor

Maria Charinna Boongaling

Public Relation Officer

Katrina Marie A. Vanguardia

Business Manager