Cash Advance Requests 1. The requesting unit completes and submits Form PA-GA-5-FOR-23, **Request for Cash Advance or Expense Authorization**, to the Administrative Vice-Rectorate. The corresponding supporting documents must be attached according to the specific need. 2. The Administrative Vice-Rectorate receives the request and verifies that it has been properly processed. If the request has not been processed correctly, it is returned to the requesting unit. The request may only be authorized if there is no active contract covering the specific need (for example, lodging, meals, refreshments, or transportation). Per diem: The salary of each staff member is reviewed, the corresponding per diem is calculated, and the event invitation is attached. Purchases: The request may be processed based on the justification provided, explaining that it is an urgent expense. Price quotations and a written justification must be attached. If the expense is not urgent, the request is forwarded to the Procurement Office to be processed as a purchase. 3. The request is submitted to the Administrative Vice-Rector for authorization. 4. The corresponding administrative act is issued by resolution. 5. Finally, the request is forwarded to the Financial Management Division to continue the process.

The Administrative Vice-Rectorate hereby provides the procedure to follow for submitting a **Reimbursement or Account Offset Request**: 1. Complete Form PA-GA-5.2-FOR-3, **Reimbursement or Account Offset Request** (form attached) with the following information: Type of request: Mark the Refund option with an X. Addressed to: Jorge Adrián Muñoz Velasco Position: Administrative Vice-Rector Applicant's name, identification document, address, telephone number, mobile number, and email address: This information must correspond to the student submitting the request. Bank account information: Only if the student submitting the request is the account holder. Otherwise, do not enter any information in the following fields. Bank account number. Name of the applicant's banking institution. Name of the bank account holder (this includes Daviplata, Bancolombia Ahorros a la Mano, Nequi, and other bank accounts. Cooperative accounts are excluded). Justification: State the reason why the refund should be made. Name of the bank where the payment was made: Indicate the banking institution where the payment corresponding to the amount for which the refund is being requested was deposited. Sign in the applicant's signature field. In the Department Head's Signature field, the Dean of the faculty in which you are enrolled must sign. 2. Attach the following documents: Copy of the national identification card. Payment receipt. PSE transaction receipt or payment receipt. Bank certification. VERY IMPORTANT: Submit the documentation to the Single Service Desk – Calle 5 #4-70, Santo Domingo Cloister.

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Home Administrative Vice-Rectorate About

Administrative Vice-Rectorate

Mission

The Administrative Vice-Rectorate promotes the responsible and transparent management of the human, financial, logistical, and technological resources that support and facilitate the University’s teaching, research, and outreach activities.

Vision

The Administrative Vice-Rectorate will be consolidated as a dynamic and forward-looking administrative system through participatory management with a high level of human development, leading to its modernization and enabling the achievement of a high degree of administrative efficiency.

History

1948

1981

1985

1996

1998

2009

Under Agreement 1745 of 1978, the position of Vice-Rector at the University of Cauca was established. The Vice-Rector was elected by the Board of Directors and selected on a rotating basis from among the deans of the University’s faculties. The Vice-Rector was responsible for replacing the Rector in cases of permanent, temporary, or incidental absence.

El Acuerdo 03 de 1981 denomina a las áreas administrativas como Vice-Rectoría o Dirección Administrativa, División, Sección o Grupo. El Vice-Rector o Director Administrativo integra el Consejo Académico como órgano asesor del Rector y ejercerá las funciones que él le delegue, siendo jerárquicamente superior que los decanos de las facultades.

Por medio del Acuerdo 09 de 1985, se establece la estructura orgánica de la Vice-Rectoría Administrativa de la siguiente manera:

División de Personal

División Financiera

División de presupuesto y Contabilidad
Sección de Pagaduría y Tesorería

División de Servicios Administrativos

Sección de Servicios Generales
Sección de Adquisiciones
División de Almacén e Inventarios

División de Sistemas

División de Bienestar Universitario

El Acuerdo 033 de 1996, designa las funciones de la Vicerrectoría Administrativa

Dirigir, coordinar, controlar y evaluar las diferentes dependencias y velar por que sus componentes obtengan la capacitación y bienestar requeridos.
Contribuir a la formulación de políticas administrativas, de bienestar y financieras de la Universidad y velar por su cumplimiento.
Coordinar y promover la adopción de métodos y sistemas que hagan más eficiente la gestión administrativa.
Realizar el control necesario para la óptima utilización de los recursos de la Universidad.
Proyectar los cambios que se hagan indispensables en la administración presupuestal y contable de la Institución, de acuerdo con los parámetros fijados por la Ley.
Presentar el anteproyecto de presupuesto de la Universidad.

Promover los medios adecuados para que los servicios administrativos se presenten a todas las dependencias de la Universidad en forma eficiente y oportuna.
Promover el debido recaudo y manejo de los dineros de la Universidad.
Formular estrategias y alternativas encaminadas al logro de recursos financieros para la Institución, en coordinación con la Oficina de Planeación.
Presentar los informes periódicos y especiales que le sean solicitados por el Rector.
Realizar los trámites necesarios para la adquisición de bienes y servicios que requiere la Institución.
Las demás que le sean asignadas de conformidad con las normas legales y reglamentarias vigentes.

Por medio del Acuerdo 091 de 1998, se modifica la estructura orgánica de la Vicerrectoría Administrativa, así:

División de Recursos Humanos
División Financiera
División TIC

Por otro lado, se adicionan las siguientes funciones:

Atender las actividades relacionadas con la adquisición, y suministro de elementos, materiales y equipos para las dependencias de la Universidad, de conformidad con el plan general de compras.
Llevar y mantener actualizado el inventario de los bienes muebles e inmuebles de la Universidad y velar por la conservación de los planos de cada inmueble.
Llevar los registros contables y mantener actualizada la información de las existencias y movimientos de los bienes muebles y controlar los inventarios de elementos devolutivos y de consumo.

Llevar el registro de los proveedores de bienes y servicios que requiera la institución y catálogos de sus precios.
Proponer la baja de elementos no necesarios para la Universidad.
Velar por el mantenimiento de instalaciones y equipos de la Universidad.
Las demás que le sean asignadas de conformidad con las normas legales y reglamentarias vigentes.

A través Acuerdo 053 de 2009, se reglamenta el procedimiento de Jurisdicción Coactiva en la Universidad del Cauca, tocando los temas de etapas de cobro coactivo y clasificación de la cartera.

Historia

Bajo el Acuerdo 1745 de 1978, se creó el cargo de Vicerrector de la Universidad del Cauca, quien fuese elegido por el Consejo Directivo y escogido en forma rotatoria del personal de decanos de las facultades superiores. El Vicerrector debía reemplazar al Rector titular en faltas absolutas, temporales o accidentales.

Por medio del Acuerdo 09 de 1985, se establece la estructura orgánica de la Vice-Rectoría Administrativa de la siguiente manera:

División de Personal

División Financiera

División de Servicios Administrativos

División de Sistemas

División de Bienestar Universitario

El Acuerdo 033 de 1996, designa las funciones de la Vicerrectoría Administrativa

Dirigir, coordinar, controlar y evaluar las diferentes dependencias y velar por que sus componentes obtengan la capacitación y bienestar requeridos.
Contribuir a la formulación de políticas administrativas, de bienestar y financieras de la Universidad y velar por su cumplimiento.
Coordinar y promover la adopción de métodos y sistemas que hagan más eficiente la gestión administrativa.
Realizar el control necesario para la óptima utilización de los recursos de la Universidad.
Proyectar los cambios que se hagan indispensables en la administración presupuestal y contable de la Institución, de acuerdo con los parámetros fijados por la Ley.
Presentar el anteproyecto de presupuesto de la Universidad.

Promover los medios adecuados para que los servicios administrativos se presenten a todas las dependencias de la Universidad en forma eficiente y oportuna.
Promover el debido recaudo y manejo de los dineros de la Universidad.
Formular estrategias y alternativas encaminadas al logro de recursos financieros para la Institución, en coordinación con la Oficina de Planeación.
Presentar los informes periódicos y especiales que le sean solicitados por el Rector.
Realizar los trámites necesarios para la adquisición de bienes y servicios que requiere la Institución.
Las demás que le sean asignadas de conformidad con las normas legales y reglamentarias vigentes.

Por medio del Acuerdo 091 de 1998, se modifica la estructura orgánica de la Vicerrectoría Administrativa, así:

Por otro lado, se adicionan las siguientes funciones:

Llevar los registros contables y mantener actualizada la información de las existencias y movimientos de los bienes muebles y controlar los inventarios de elementos devolutivos y de consumo.
Llevar el registro de los proveedores de bienes y servicios que requiera la institución y catálogos de sus precios.
Proponer la baja de elementos no necesarios para la Universidad.
Velar por el mantenimiento de instalaciones y equipos de la Universidad.
Las demás que le sean asignadas de conformidad con las normas legales y reglamentarias vigentes.

A través Acuerdo 053 de 2009, se reglamenta el procedimiento de Jurisdicción Coactiva en la Universidad del Cauca, tocando los temas de etapas de cobro coactivo y clasificación de la cartera.

Principles

Enable the Development of Knowledge

Facilitate the growth and diversity of academic and knowledge-based expressions within the University community.

Openness to the Dynamics of Development

Promote interaction with the surrounding environment, especially with the Department of Cauca and the country as a whole. The Administrative Vice-Rectorate seeks to contribute to regional and national development.

Embrace the Public Nature of the Institution

Recognize and fulfill the social mission of the University of Cauca as a public institution. This entails responsibility and transparency in all its actions.

Integrate Autonomy, Participation, and Responsibility

Ensure that decisions are made responsibly and for the benefit of the academic community. University autonomy is combined with the active participation of all stakeholders.

Promote Cultural Interaction

Facilitate the connection between the University of Cauca's cultural mission and students' life projects. This enriches the university experience and promotes a comprehensive education.

Objectives

Efficient Resource Management

Direct, coordinate, and support the various activities that require the management of human, financial, technological, and infrastructure resources. This is carried out to fulfill the University’s institutional social mission and ensure the development and implementation of its academic activities.

Community Engagement

Open the University to the dynamics of development in the Department of Cauca and the country. This involves fostering interaction with the community and contributing to regional and national development.

Autonomy and Responsibility

Integrate autonomy, participation, and responsibility into all University activities. The Administrative Vice-Rectorate must ensure that decisions are made responsibly and for the benefit of the academic community.

Promotion of the Cultural Mission

Promote interaction between the University of Cauca’s cultural mission and the life projects of members of the University community. This includes fostering students’ comprehensive education and their active participation in the University’s cultural and academic life.

Official Correspondence Submission

Types of documents received

Requests received by the Administrative Vice-Rectorate through the Single Service Desk

CDP requests for: Memberships, payment of fees to guest professors and administrative staff, financial support for students, shared financial obligations, union financial assistance, student monitors, purchases.

Other requests: Reimbursements, vacations, leave requests.

Requests received directly by the Administrative Vice-Rectorate

CDP requests for: Supplies, construction works, project supervision, consulting services, apprenticeship contracts, service contracts, judicial clerkships.

Other requests: Cash advances, airline tickets, payments for student monitor positions.

Advance

Cash Advance Requests 1. The requesting unit completes and submits Form PA-GA-5-FOR-23, **Request for Cash Advance or Expense Authorization**, to the Administrative Vice-Rectorate. The corresponding supporting documents must be attached according to the specific need. 2. The Administrative Vice-Rectorate receives the request and verifies that it has been properly processed. If the request has not been processed correctly, it is returned to the requesting unit. The request may only be authorized if there is no active contract covering the specific need (for example, lodging, meals, refreshments, or transportation).

Per diem: The salary of each staff member is reviewed, the corresponding per diem is calculated, and the event invitation is attached.
Purchases: The request may be processed based on the justification provided, explaining that it is an urgent expense. Price quotations and a written justification must be attached. If the expense is not urgent, the request is forwarded to the Procurement Office to be processed as a purchase.

3. The request is submitted to the Administrative Vice-Rector for authorization. 4. The corresponding administrative act is issued by resolution. 5. Finally, the request is forwarded to the Financial Management Division to continue the process.

Reimbursements

The Administrative Vice-Rectorate hereby provides the procedure to follow for submitting a **Reimbursement or Account Offset Request**: 1. Complete Form PA-GA-5.2-FOR-3, **Reimbursement or Account Offset Request** (form attached) with the following information:

Type of request: Mark the Refund option with an X.
Addressed to: Jorge Adrián Muñoz Velasco
Position: Administrative Vice-Rector
Applicant’s name, identification document, address, telephone number, mobile number, and email address: This information must correspond to the student submitting the request.
Bank account information: Only if the student submitting the request is the account holder. Otherwise, do not enter any information in the following fields.
Bank account number.
Name of the applicant’s banking institution.
Name of the bank account holder (this includes Daviplata, Bancolombia Ahorros a la Mano, Nequi, and other bank accounts. Cooperative accounts are excluded).
Justification: State the reason why the refund should be made.
Name of the bank where the payment was made: Indicate the banking institution where the payment corresponding to the amount for which the refund is being requested was deposited.
Sign in the applicant’s signature field.
In the Department Head’s Signature field, the Dean of the faculty in which you are enrolled must sign.

2. Attach the following documents:

Copy of the national identification card.
Payment receipt.
PSE transaction receipt or payment receipt.
Bank certification.

VERY IMPORTANT: Submit the documentation to the Single Service Desk – Calle 5 #4-70, Santo Domingo Cloister.

Tickets

Ticket Requests

1. The Administrative Vice-Rectorate requests that each unit estimate the budget required for tickets in order to initiate the public procurement process.

2. Each unit reviews its per diem budget and requests the amount needed for tickets during the year. The Administrative Vice-Rectorate compiles all requests from the different units and prepares a single CDP request for the Financial Management Division.

3. Once the CDP is issued, the public procurement process for tickets is opened.

4. The requesting unit completes and submits Form PA-GA-5-FOR-44, Ticket Request, to the Administrative Vice-Rectorate, duly signed by the Dean or Head of the corresponding unit. The invitation to the event must be attached as supporting documentation.

5. The Administrative Vice-Rectorate receives the request and verifies whether the requesting unit has a budget allocated for tickets. If the unit has an available budget, the request is officially registered internally and submitted to the Administrative Vice-Rector for authorization. If there is no available budget, the request is returned to the unit, which may request a CDP to process a contract amendment.

6. A copy of the request is provided to the travel agency representative.

7. The travel agency representative makes the reservation in coordination with the passenger and sends the cost of the ticket to the Administrative Vice-Rectorate.

8. The Administrative Vice-Rectorate reviews the available budget against the actual cost of the ticket and authorizes its issuance. If the available budget is insufficient, the requesting unit is notified so that it can obtain the additional funds from the Office of the Rector or other units.

9. The travel agency submits the invoices, which are used to process partial payment records, together with the payment certificate, report, and certificate of satisfactory receipt.

10. Reconcile the accounts with the travel agency to ensure that no invoices remain unpaid.

Functions of the Administrative Vice-Rectorate

Direct, coordinate, monitor, and evaluate the different units, ensuring that their personnel receive the required training and well-being support.
Coordinate and promote the adoption of methods and systems that improve the efficiency of administrative management.
Develop proposals for the changes required in the institution’s budgetary and accounting administration, in accordance with the parameters established by law.
Promote appropriate measures to ensure that administrative services are provided efficiently and promptly to all units of the University of Cauca.
Develop strategies and alternatives aimed at securing financial resources for the institution, in coordination with the Planning Office.
Carry out the procedures required for the procurement of the goods and services needed by the institution.
Maintain an up-to-date inventory of the University’s movable and immovable assets and ensure the preservation of the plans for each property.
Ensure the maintenance of the University of Cauca’s facilities and equipment.

Contribute to the development of the University’s administrative, student and staff well-being, and financial policies, and ensure their implementation.
Carry out the necessary oversight to ensure the optimal use of the University of Cauca’s resources.
Prepare the preliminary draft of the University of Cauca’s budget.
Promote the proper collection and management of the University of Cauca’s financial resources.
Submit the periodic and special reports requested by the Rector.
Carry out activities related to the procurement and supply of materials and equipment for the University’s units, in accordance with the General Procurement Plan.
Recommend the disposal of assets that are no longer required by the University of Cauca.

“We are an institution that evolves through its people, new technologies, and the modernization of its administrative processes. We are transforming as we move toward our Bicentennial.”