24 July 2003

Memorandum No. ERR-03-083

To:  Deans, Directors, Heads of Units, College Secretaries, 
 Administrative Officers, Student Organizations, All concerned 

Subject: Unauthorized Collections 
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It has come to our knowledge that some organizations and individuals 
 in colleges, units or offices collect fees, rentals and other 
 charges from student or clients of the University without proper 
 authority.

Please be informed that existing Government Auditing Rules and 
 Regulations provide that:

“Collection of revenues and receipts shall be done by the regularly 
 appointed Collecting Officer/Treasurer … collectors/tellers... who 
 shall be properly bonded in accordance with law.”

“No payment of any nature shall be received by a collecting officer 
 without immediately issuing an official receipt in acknowledgement 
 thereof”

(GAAM, Vol1. 1, 1992)

Except for those units that have duly appointed and boded Special 
 Collecting Officers who are authorized to collect specific fees, 
 collection of all fees, rentals and other revenues due the University 
 should be done only by the University’s official collectors stationed 
 at either the Cash Office (where we have two collectors), or at the 
 Registrar’s Office (where we have one collector).

All organizations or individuals who have in their custody any collection 
 for the University should submit their collection to the Cash Office 
 immediately and desist from engaging in any such activity from now on. 
 Any organization or individual found collecting or holding any collection 
 payable to the University without proper authority shall be dealt with 
 according to the existing rules and regulations of the University, 
 without prejudice to the filing of appropriate charges in court under 
 the provisions of the law.

For your immediate compliance.


EMERLINDA R. ROMAN
Chancellor