CorRel Pre-Project Deliverables

Before or during the planning phase of each effort, the project or pool heads, together with their deployed associates, must undergo briefing with the CorRel Head (martin.bustos@student.ateneo.edu) and Externals Vice President (katrina.serafica@student.ateneo.edu), where consent to fulfilling partnership duties and other office processes will be reviewed.

A separate alignment meeting with the Project Head of their assigned initiative and the CorRel Head must take place beforehand to clarify expectations, particularly regarding target partner companies, desired sponsorship packages, and partnership benefits.

The Project-Based Sponsorship Primer is a document that introduces AMS to potential partners and outlines the partnership opportunities available for a specific project. 

Make a copy of this Canva file and edit necessary details based on the current project or academic year. For the sponsorship package, use the tiers and benefits as discussed during the briefing with the Project Heads, CorRel Head, and EVP. Save this document as a PDF file and compress the file if necessary.

Add approved contacts (companies with a signed MOA) to the Final List of Partners sheet in your respective Project Sponsorship Masterfile.

This document formalizes the partnership with each company that accepts the partnership invitation. Although the contents may vary per memorandum, all fully accomplished documents must generally contain the following:

• The full name of both AMS and the partner organization;

• The agreed benefits each party shall receive: changes of the partner’s package due to  negotiations must reflect here; 

• The duration of the validity of the partnership: the day, month, and year must be explicit; and

• The signatures on behalf of both parties: anyone from the Corporate Relations committee, project heads, department heads, or the CorRel Office Head is eligible to sign the form

MOA Drafting

The CorRel associates shall draft the Memorandum of Agreement (MOA) following the MOA Template by OSA. Use the file name format AMS_MOA_Name of Project_Name of Sponsor and have it reviewed by PHs and CorRel Head.

Sending of Draft to Partners for Approval

The CorRel associates send the MOA draft to the partner companies for their review and approval of the terms and conditions.

MOA Submission to OSA

Upon approval, the CorRel associate shall submit an unsigned copy that must first be sent and approved by the Office of Student Activities (OSA). Guidelines for this procedure are as follows:

• Download the UNSIGNED MOA in a .docx format

• Open the Student Activities link and choose SUBMIT DOCUMENT option

• Fill up the following details:

  • Student Organization: AMS

  • Type of Document: Memorandum of Agreement

  • Formator: Janlo Capuyan

  • Project Title

  • Short Description

  • Unsigned MOA in a .docx format

• For the person who is submitting, input your name, number, and email as person-in-charge. You can accomplish this within 8 AM to 5 PM on weekdays, and 8 AM to 12 NN on Saturdays; the OSA portal is closed during Sundays. Please await the confirmation!

• After filling the details, click submit, and a link will appear where you can track the status of the submission.

AMS Signing of MOA 

Once approved by OSA, route the document to the CorRel Head for signature.

Sending the MOA to Partners

After receiving the partner’s signed copy, send the MOA to the partner company for their review in a new email thread. Follow up and confirm that the partner has received and acknowledged the MOA. Once the partner confirms all is in order, request their official signature. Use the template provided in the Corporate Relations Email Template Document.

Sending of Finalized MOA

Send the fully signed MOA back to the partner. Use the template provided in the Corporate Relations Email Template Document. 

MOA Folder Setup and Tracker Update Instructions

1. Add a folder to your project drive’s CorRel folder named 0x MOAs. Create two subfolders: 01 Unsigned MOAs and 02 Finalized MOAs. 

2. Upload all unsigned MOAs in the first subfolder and make sure to update the Final [Project Name] Partners Tracker sheet with the link to the unsigned MOA.

3. Always keep the MOA Status column of the tracker updated using the appropriate status: MOA Drafted, MOA Approved by OSA, MOA Sent to Partner, MOA Acknowledged, MOA Signed by Partner, MOA Signed by AMS, Finalized MOA Sent.

Reminder: Memorandums of Agreement (MOAs) must be sent out through a new email thread to approved partners at least one (1) month before the project implementation; and be fully processed with OSA at least two (2) weeks before the implementation of the project or special effort.

Partner companies are expected to follow the outlined steps for settling sponsorship payments. This ensures a smooth and transparent financial transaction between the partner and AMS.

Payment Instructions

Once the Memorandum of Agreement (MOA) is signed, payment instructions will be sent to the partner via email using the approved template in the Corporate Relations Email Template Document.

The document for payment instructions will be provided by the assigned Finance Associate in charge.

If the partner requests for an invoice or billing statement, then request a charged invoice from the Finance Associate in charge, which will be provided by OSA.

Confirmation and Recording

Upon receipt of payment proof, confirm with the AMS Finance Officer or designated officer-in-charge.

Update the Payment Status column in the sponsorship masterfile to reflect the payment status: Not Paid, In Process, or Paid

Issuance of OR (if requested)

Ask the company representative whether they would need an Official Receipt. If the partner requests an Official Receipt (OR), inform the Finance Associate  immediately. The OR will be processed through the Office of Student Activities (OSA) and may take up to 5–7 working days.

Update the Requested OR? column in the sponsorship masterfile to reflect the OR status: No (OR not requested), Yes – OSA Processing, or Yes – Sent.