5. the to the - MTRCB · Prepares BIR Form 2316 - Certificate of Compensation PaymenVTax Withheld of each employee in BIR Attachments Data Entry System. GeneratedBIR Form 2316 per

VERSION NO.

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MANUAL TITLE

OPERATIONS MANUALDOCUMENT NO.

oPM 't 1.02

B

DOCUMENT NAME

OISBURSEMENTS

REVISION NO

0

EFFECTIVITY DATE

DECEMBER 1 , 2016PAGE NO.

10 of 11

4.4 lssuance and Release of Checks

ResponsiblePerson

lnput Activity Output

ACrC and ACIC to the bank

Signed checks 5. Keeps the checks untilreleasing to the payee.

Refer to procedure 4.4 -lssuance and Release ofChecks.

Filed check

ResponsiblePerson

Activity Output

AdministrativeAssistant Vl

Signed checkand DV/SDs,Report ofChecks lssued

1 . Verifies identification of thecollector based on:

1 .1 Presented ldentificationCard

'l .2 Presented letter ofAuthority to Collect ifneeded

'1.3 Checks/verifies theissued Official Receipt

Verifiedidentification


Signed checkand DV

2. Releases issued check topayee.

AcknowledgedDV

DV and SDs 3. Stamps DV and all

supporting documents with"PAlD" with corresponding

OR number and date.

DV and SDswith "Paid"

stamp & otherinfo.


Report ofChecks lssued

4. Prepares Advice of Checkslssued and Cancelled.

Updated Report

tAtlcR CO,Y

The use, disclosure, reproduction, modification, transfer of the document for any purpose in any fom

or by any means witho\tt approval from MTRCB is $ncfly prohibited, and maybe subiect to disciplinary

and/or legal sanctions.

lnput

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DOCUMENT NAME

DISBURSEMENTS

REVISION NO.

0EFFECTlVlrY OATE

DECEMBER 1,2016PAGE NO.

11 ot 11

5.0 LIST OF FORMS

5.1

5.25.35.45.5

Disbursement VoucherAuthority to Debit AccountObligation Request and StatusReport of Accountability for Accountable FormsList of Due and Demandable Accounts Payable - Advice to DebitAccountSummary of LDDAP-ADAs lssued and lnvalidated ADA EntriesAdvice of Checks lssued and Cancelled

5.65.7

AREO BY:

ESGUERRAAssistant Vl

ITSTET GOPYLLAREALch A

APPROVED

IN

Chief

EWED

ative

The use, disclosure, reproduction, modifrcation, transfer ot the document for any purpose in any fomor by any means without apffoval from MTRCB is *rictly prohibited, and maybe subiecl to disciplinary

a nd/or lega I sanction s.

VERSION NO.

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MANUAL TITLE


oPM 12.0'l

flIaMTRCB

DOCUMENT NAME

DISBURSEMENT VOUCHER PROCESSTNG

REV|S|ON NO.

0

EFFECTIVITY DATE

DECEMBER ,t, 2016PAGE NO.

1of 3

1.0 OBJECTIVES

To define the policies and procedures on processing of all

disbursement vouchers as specified in the references listed hereunder.

To describe in detail and in proper sequence the activities andprocedures as well as the responsible persons involved in

disbursement voucher processing in accordance with the establishedgovernment policies, regulations, and guidelines pertaining to such.

3.0 POL|CIES

3.1 Disbursement vouchers should be processed in accordance toGovernment Accounting Manual (GAM) and Commission on Audit(COA) circular.

J.J All incoming and outgoing documents should be recorded on the

logbook in accordance with the principle of completed staff work.

11

1.2

2.0 scoPE

The use, disclosure, reprocluction, modification, transter of the document for any purpose in any form

or by any means without approval from MTRCB is sttictly yohibited, and maybe subiect to disciplinary

a nd/or le ga I sanction s.

IAS'ER CO'Y

This applies to all disbursement vouchers.

3.2 Tax should be withheld in accordance to Bureau of lnternal Revenue(BlR) revenue regulations.

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OISBURSEMENT VOUCHER PROCESSING

REV|StON NO.

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EFFECTIVITY DATE

DEGEMBER,I,2016PAGE NO.

2ot3

4.1 DisbursementVoucherProcessing

ResponsiblePerson


AdministrativeAssistant lll

DV 1. Receives Disbursement Vouchers (DV) fromCash and Disbursement Unit (CDU).

Filled-outDV

2. Encodes the DV in the Registry of Allotmentsand Notice of Cash Allocation (RANCA).

EncodedDV, updatedRANCA

Accountant lll EncodedDV

3. Verifies/Checks the completeness ofsignature of the approving authority,correctness of amounts and computation andsupporting documents and signs the DV.

Verified DV

Verified DV 4. lf everything is complete and correct,endorses the documents to AdministrativeAssistant lll for recording in the DV Logbookprior returning the documents to DisbursingOfficer ll.

Verified DV 5. lf an error is found or if supportingdocuments and signature are incomplete,endorses the documents to AdministrativeAssistant lll for recording in the DV Logbookprior returning the documents to Disbursing

Officer ll.

Verified DV


Logbook 6. Requires the Disbursing Officer ll to sign inthe logbook to acknowledge receipt of DVand supporting documents.

UpdatedLogbook

IltTCl cort

The use, disclosure, reproduc'tion, modification, transfer of the document tor any purpose in any form

or by any means wrthout apyoval from MTRCB is stictly ohibited, and maybe subiecl to disciplinary

and/or legal sanciions.

4,0 NARRATIVEPROCEDURE

Verified DV

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D@UMENT NAME

DISBURSEMENT VOUCHER PROCESSING

REVIS|ON NO.

0EFFECTIVITY OATE

DECEMBER 1, 2016PAGE NO.

3of3

5.0 LIST OF FORMS

5.1

5.2Disbursement VoucherRegistry of Allotments and Notice of Cash Allocation

,,rrro""ffi-*,aoAccounlanl lll

APPROVEO BY:

rprsonS. VILLAREAL XAS?C' EO'VBY:

The

or by any means withoutand/or legal sanctions.

modification, transter of the document for any purpose in any formMTRCB is strictly prohibited, and maybe subject to disciplinary

disclosure,

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D@UMENT NAME

FTLING OF TAX REMITTANCES

REV|S|ON NO.

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EFFECTIVITY DATE


1ot4

1.0 0BJECTTVES

1.1

1.2 To describe in detail and in proper sequence the activities andprocedures as well as the responsible persons involved in filing of tax

remittances in accordance with Bureau of lnternal Revenue (BlR)regulations and guidelines pertaining to such.

2.0 scoPE

This applies to the filing of tax remittances

3.0 POLICIES

3.1 Tax remittance should be filed on or before the due date and should

uphold the latest BIR regulation.

3. 1 .'l Filing on or before 1 dh day of the following month.

3.1.1 .1 BIR Form 1600 - Monthly Remittance Return ofValue-Added Tax and Other Percentage TaxesWthheld

3.1.1 .2 BIR Form 1601-E - Monthly Remittance Return ofCreditable lncome Taxes Withheld (Expanded)

3.1.1.3 BIR 1601-C - Monthly Remittance Retum oflncpme Taxes Withheld on Compensation

3.1 .2 Filing on or before January 31"t of the following year.

31.2.1 BIR Form 1604CF - AnnualEmployees shall be submitted

The use, disclosure, reproduction, modification, transter of the clocument for any purpose in any form

or by any means without apiloval trom MTRCB is strictly prohibited, and maybe subject to disciplinary

and/or legal sa nct ion s.

To define the policies and procedures on filing of tax remittances asspecified in the references listed hereunder.

Alphalist of

x s?Er corY

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D@UMENT NAME

FILING OF TAX REMITTANCES

REV|S|ON NO.

0

EFFECTIVITY DATE

DECEMBER I , 2OI6PAGE NO.

2ol 1

4.0 PROCEDURES

4.1 Filing of Tax Remittances

ResponsiblePerson


AdministrativeAssislant ll

Report ofCheck lssued(RCl), Report

of Advice toDebit Accountlssued(RADAT)

1 . Prepares summary of taxes withheld for the

month and schedule for BIR Form '1601-C.Electroniccopy ofSummary ofTaxesWithheld(suppliers/employeescompensation)and BIR Form

160"t-cschedute

Accountant lll Electroniccopies

2. Checks the emailed copies of Summary ofTaxes Withheld (suppliers/employeescompensation) and schedule for BIR Form

1601-C

Verifiedelectronicdocuments

Verifiedelectronicdocuments

3. Prepares schedule for BIR Forms 1600 and

1601-E and remits online.Generated andfiled BIR Forms1600, 1601-C,1601-E,

Payment Form,

Tax RemittanceAdvice

Schedule of BIRForms 1600 &1601-E

4. Encodes the schedules in Attachments Data

Entry System - Monthly Alphalist of PayeesMenu.

Generated DATfile BIR Forms1600 and 1601-

E

Generated DATfile BIR Forms1600 and 1601-E

5. Emails the generated DAT file BIR Forms1600 and 1601-E to BIR E-Submission forvalidation.

eSubmissionValidationReport

IITTEN CO?V

The use, disclosure, reproduction, modification, transfer of the document for any purpose in any formor by any means without approval from MTRCB is strictly prohibited, and maybe subject to disciplinaryand/or le gal sancl ion s.

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4.2 Preparation of Alphalist

ResponsiblePerson


Accountant lll Electroniccopy of tax

computationperemployee

1 . Prepares BIR Form 2316 - Certificate ofCompensation PaymenVTax Withheld of each

employee in BIR Attachments Data Entry

System.

GeneratedBIR Form

2316 per

employee,BIR Form

1604CFAnnualAlphalist ofEmployees

GeneratedBIR Form2316 per

employee,BIR Form1604CF

AnnualAlphalist

2. Submits BIR Form 1604CFAlphalist through online filing.

Annual eSubmissionValidationReport

GeneratedBtR 2316per

employee,BIR Form

1604CFAnnualAlphalist

3. Submits copies to all concerned:a. BIR Form 2316 - employee, BlR, file

copyb. BIR Form 1604CF - BIR and file copy.

XIETEI COPY

The use, disclosure, reproduciion, modification, transter of the document for any purpose in any formor by any means without approval from MTRCB is strictly ptohibited, and maybe subject to disciplinarya nd/or le ga I sanctio n s.

Endorsedcopies

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REvtstoN No.0

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4ot4

5.0 LIST OF FORMS

5.1 BIR Form 1600 - Monthly Remittance Return of Value-Added Tax and

Other Percentage Taxes Withheld

5.2 BIR Form 1601-C - Monthly Remittance Return of Creditable lncome

Taxes Withhetd (Expanded)

5.3 BIR Form 1601-E - Monthly Remittance Return of Income Taxes Withheldon Compensation

5.4 BIR Form 1604CF - Annual Alphalist of Employees

The di sclo s ure, re yod uction, transfer of the document for any purpose in any form or by

,,.r, o", .ftil-rr,,-oAccoul ar lll

ARED BY: APPROVEO BY:

. VILLAREAL

*"xl3?Et coPY

Chiet

BY

IN

Officer

any means without approval from MTRCB is sticlly prohibited, and maybe subiect to discidinary and/or

legal sanctions.

VERSION NO

1

I\4ANUAL TITLE


oPM 12.03

flIeMTRCB

DOCUMENT NAME

FINANCIAL STATEMENT PREPARATION

REV|S|ON NO.

0

EFFECTIVITY DATE


1of4

To define the policies and procedures on financial statementpreparation as specified in the references listed hereunder

To describe in detail and in proper sequence the activities andprocedures as well as the responsible persons involved in financial

statement preparation in accordance with the established govemment

policies, regulations, and guidelines pertaining to such.

This applies to the preparation of financial statement

3.0 POLICIES

3.1 Financial Statement shall be prepared in accordance with the

Government Accounting Manual (GAM).

1.0 OBJECTIVES

1.1

1.2

2,0 SCOPE

3.2

J,J

Preparation and submission of Monthly Financial Report should be on

or before the 15th day of the following month.

Preparation and submission of Annual Financial Report should be on

or before February 14th of the following year

3.4 All incoming and outgoing documents should be recorded on the

logbook in accordance with the principle of completed staff work.

Illrci colv

The use, disclosure, reproduction, modification, transfer of the document tor any purpose in any form

or by any means without approval ffom MTRCB is strictly prohibited, ancl maybe subiect to disciplinary

and/or legal s a ncl ion s.

VERSION NO

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MANUAL TITLE

OPERATIONS MANUALOOCUMENT NO.

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DOCUMENT NAME

FINANCTAL STATEMENT PREPARATION

REvtstoN No.0

EFFECTIVITY OATE


2ot1

4.0 PROCEDURES

4.1 Financial Statement Preparation

The use, disclosure, reprod uction, modification,or by any means without approval from MTRCBan or bgal sanclions.

trASTEn coPr

transfer of the document for any purpose in any formis strictly prohibited, and maybe subjecl to disciplinary

ResponsiblePerson


Adm inistrativeAssistant lll

RCI, DV 1 . Retrieves the file of Report of Check lssued(RCl) and the file of Disbursement Voucher (DV).

RCI, DV

Accountant lll RCI, DV 2. Prepares joumal entries for the following in amonthly basis: (see eNGAS manual as guide inpreparation of JEV)

RCt,

JEVDV,


RCI, DV,

JEV3. Checks the correctness of the entries RCr,

JEVDV,

RCI, DV,

JEV

4. lnforms the Accountant lll that JEV'S are forapproval.

JEV

Accountant lll JEV 5. Double checks the Joumal entry made JEV

JEV 6- lf not correct, retums to step 3; if conect,proceeds to step 7.

JEV


JEV JEV

JEV 8. Generates and prints the following reports

a. Statement of Financial Performanceb. Statement of Financial Position.

JEV

a. DisbursementVouchersb. Receipt of NCA

c. Tax remittiances

d. Amortization of Prepaid expensese. Depreciation and Amortization of assetsf. Consumptions of Office supplies.g. Printing suppliesh. Payroll for the monthi. Postal Expensesj. Liquidation (if any)k. Cotlection and Deposit for the month

7. Approves and posts correct Joumal Entries.

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REV|S|ON NO.

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3 of 4

TIS?EF COPV

me use, disclosure, reproduction, modifrcation, transfer of the document for any purpose in any formor by any means without aptroval from MTRCB is strictly prohibited, and maybe subiect to disciplinaryand/or legal s a nction s.

ResponsiblePerson


c. Statement of Net AsseUEquity.d. Statement of Cash Flow.

e. All Joumal Entry Voucher for the monthTrial Batance

JEV 9. Prepares necessary supporting documents forthe Joumal entries.

JEV


JEV 10. Affixes signature on the prepared by portion JEV

JEV 1 1 . Forwards to the Accountant for approval JEV

Accountant lll JEV 12. Double checksattached.

the supporting documents JEV

JEV 13. lf not complete returns to step 9; if complete,proceeds to the ne)d step.

JEV

JEV 14. Signs the approved portion and retums to theAdministrative Assistant lll l.

Signed JEV

Admin istrativeAssistant lll

SignedJEV

15. Logs all reports for submission Signed JEV

SignedJEV

16. Submits the report to COA and requires theperson receiving it to sign on the received portion

to acknowledge receipt.

Signed JEV

SignedJEV

17. Files the Accounting Units copy Signed JEV

SignedJEV

18. lf there is an error on the submifted report,

conects the report and retums to Step 14.Signed JEV

OPERATIONS MANUAL

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MANUAL TITLE


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B

DOCUMENT NAME

FINANCIAL STATEMENT PREPARATION

REVISION NO.

0EFFECTIVITY DATE

DECEMBER,I,2016PAGE NO.

4ol 4

5.0 LIST OF FORMS

None

The u , di sclos u re, re prod uct ion, transter of the document for any purpose in any tormor by any means without approval

PREPARED BYi

,'"rro"rffi6i*,.oAccountant lll

REVIEWEO BY:

"ilW,*SUChief

APPROVEO BY:

E LLAREALch

NASTEN CO'Y

and/or lega I sanctio n s.

from MTRCB is strictly prohibited, and maybe subject to disciptinary

VERSION NO,|

MANUAL TITLE


oPM t2.04

TRCB

DOCUMENT NAME

UPDATING OF SUPPLIES LEDGER CARO

REV|S|ON NO.

0EFFECTIVITY DATE

DECEMBER ,I, 2O,I6

PAGE NO.

1of 3

1.0 OBJECTIVES

1.1 To deflne the policies and procedures on updating of Supplies LedgerCard as specified in the references listed hereunder.

1.2 To describe in detail and in proper sequence the activities andprocedures as well as the responsible persons involved in updating ofSupplies Ledger Card in accordance with the established governmentpolicies, regulations, and guidelines pertaining to such.

2.O SCOPE

This applies to the updating of Supplies Ledger Card in Electronic NewGovernment Accounting System (e-NGAS).

3.0 POL|C|ES

3.1 Supplies Ledger Card should be updated monthly based on the DeliveryReceipt from Department of Budget and Management (DBM)

Procurement Service and Report of Supplies and Materials lssued(RSMI) from the Property and Supply Unit.

3.2 Supplies Ledger Card should be reconciled annually with the Propertyand Supply Unit's record.

3.3 Generated Journal Entry Vouchers (JEVs) shall be submitted monthly toCommission on Audit (COA).

IAI?CT COPY

The use, disclosure, reprod uction, modification,by any means without apyoval from MTRCBand/or lega I sanct io n s.

transfer of the document for any purpose in any form oris $ndly prohibited, and maybe subject to disciplinary

VERSION NO

1

MANUAL TITLE


oPM 12.04

B

DOCUMENT NAME

UPDATING OF SUPPLIES LEOGER CARO

REYISION NO.

0

EFFECTIVITY OATE


2ot3

4,O PROCEDURE

TASTEN COPV

The use, disclosure, reqoduclion, modification, tran ster of the clocument for any purpose in any form orby any means without approval from MTRCB is *idly prohibited, and maybe s

ResponsiblePerson


AdministrativeAssistant ll/lll

DeliveryReceipt(DR),

ReportSuppliesandMaterialslssued(RSMr)

of

''l . Receives the DR and RSMI from Propertyand Supply Unit and foNvards toAccountant lll for Joumal Entry Voucher(JEV) preparation.

Endorsed DR

and RSMI

Accountant lll EndorsedDR andRSMI

GeneratedJEV

3. Attaches the generated JEV in DR andRSMI and submits to COA.

Acknowledgedreceipt in

logbook

a n cl/or le gal sa nct ion s.ubject to disciplinary

2. Receives the endorsed documents andprepares and approves JEV in the e-NGAS.

GeneratedJEV

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UPOATING OF SUPPLIES LEOGER CARD

REV|STON NO.

0EFFECTIVITY DATE


3of3

5.0 LIST OF FORMS

5.1 Report of Supplies and Materials lssued

The d i sclo s ure, re prod uction, transfer of the document for any purpose in any tom orby an means without approval tom MTRCB is stricfly prohibited, and

PREPAREO BY:

,,"rro"rffi*,ao

ISU

ative Ottice,DOLIN

REVIEWEO BY:

Chief

APPROVEO BY:

E

ch nAILLAREAL I\{ASTER COPY

a nd/or legal sa nct ion s.

maybe subject to disciplinary

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1.0 OBJECTIVES

11 To provide guidelines and procedures in recruitment, selection andplacement.

13 To ensure that the recruitment and selection of staff is conducted in amanner that is systematic, efficient and effective, whilst promoting goodpractice, adopting an approach to manpower acquisition and supportingfully the Board's mandate.

2.0 SCOPE

This procedure applies to the recruitment, selection and placement of qualified

employee.

3.0 POL|C|ES

3.1 Chapter 3, Title 1 -A, Book V of the Administrative Code of 1987 provides

that a qualification standard expresses the minimum requirements ofclass positions in terms of education, training and experience, civilservice eligibility, physical fitness and other qualities required forsuccessful performance. The degree of qualifications of an officer or anemployee shall be determined by the appointing authority on the basjs ofthe qualification standard for the particular position.

32 Recruitment and Selection. This component of the plan ensures thatappointment to any career position in the agency shall be made on thebasis of merit and fitness. Opportunity for employment is open to allemployees who possesses the appropriate qualifications for the vacantposition. ln order to attract the best qualified, however, final selectionshall be made on the basis of a comparative assessment of all qualifiedcandidates who have passed the organizational requirements andscreening procedures herein enumerated.

IIS?EI COPV

The use, disclosure, reqoduction, modificationby any means without approval from MTRCBand/or legal sanctions.

document for any purpose in any form oribited, and maybe subject to disciplinary

, transfer of theis strictly proh

RECRUITMENT, SELECTION AND PLACEMENT

1.2 To ensure quatified employees are assigned to the different positions.

3.2.1 Selection of employees for appointment shall be open to allqualified men and women according to the principle of merit andfitness.

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3.2.2 There shall be equal employment opportunity for men and womenat all levels of position in the agency, provided they meet theminimum requirements of the position to be filled.

3.2.3 There shall be no discrimination in the selection of employees onaccount of gender, civil status, disabitity, religion, ethnicity, orpolitical affiliation

3.2.4 When a position in the flrst, second or third level becomes vacant,applicants for employment who are competent, qualified andpossess appropriate civil service eligibility shall be considered forpermanent appointment.

3.2.5 ln addition to the required qualifications, applicants for third levelpositions must possess executive and managerial competence.

3.2.6 Equal Opportunity for Employment

3.2.6.1 No disabled persons shall be denied access toopportunities for suitable environment.

3.26.2 The agency shall provide qualified disabled employeeto the same terms and conditions of employment andthe same compensation, privileges, benefits, fringebenefits, incentives or allowances as a qualified able-bodied person.

3.3 Qualification Standards. The agency qualification standards identify theminimum requirements for a position in terms of education, training,experience and civil service eligibility. Only those who possess suchminimum requirements can be considered for appointment.

3.4 Selection Policies/Procedures. All candidates who possess lhenecessary qualifications shall undergo a psychological examination andpersonal interview to be administered by the Personnel Section, incoordination with the Personnel Selection. On the basis of the results ofscreening, the candidate most qualified for the position shall beappginted.

TITTET COPY

The use, disclosure, regoduction, modiftcationby any means without approval from MTRCBand/or le ga I sanct io n s.

, transfer of the documentis stictly prohibited, and

for any purpose in any form ormaybe subject to disciplinary

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3.4.1 Psychological exam shall refer to the written examination whichmeasures the psychological disposition and intelligence quotient

of the candidate.

3.4.2 Personal lnterviow ghall refer to the oral interview of an individual

candidate or candidates for the purpose of measuring their oral

communication skills and presontation of ideas,

3.4.3 Qualified candidates shall be subject to background investigationto validate the information provided by the candidates. This shall

be documented in the Background lnvestigationfuerification Form.

3.5 Publication of Vacant Positions

3.5.2 The published vacant positions shall also be posted in at leastthree (3) conspicuous places in the agency for at least ten (10)

calendar days. Other appropriate modes of publication may be

adopted.

3.5.3 The following positions are exempt from the publication

requirement:

Primarily confidential positions

Positions which are policy determiningHighly technical positions

Other non-career positions

Third level positions (Career Executive Service)Positions to be filled by existing regular employees inthe agency in case of reorganization

3.5.4 Published vacant positions shall not be filled unless and untilfifteen (15) workings days had elapsed from the date ofpublication. However, this policy shall be dispensed with in casesof renewal (temporary) appointments to further obviate gap in theservices of said appointees.

f,ASTCN COPY

353.13.53.235333.5.3.43.5.3.53536

The use, disclosure, reproduclion, modificationby any means without approval tom MTRCBa nd/or legal s a ncli on s.

, transfer of the document for any purpose in any fom oris stictly prohibited, and maybe subject to disciplinary

3.5.'1 Vacant positions in the career service shall be published in

accordance with the provisions of RA 7041 and its implementingguidelines.

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J.O

3.5.5 The publication of a particular vacant position shall be valid untilfilled up but not to extend beyond six (6) months reckoned fromthe date the vacant position was published.

3.5.6 Appointments to positions not exempted from RA 7041 shallrequire prior publication including renewal (temporary)

appointments. ln order to comply with requirements of RA 7041

and to avoid gap in the services of the holder (incumbents) oftemporary appointments, where appointments are subject torenewal, publication should be done at about two (2) months prior

to expiration thereof.

3.5.7 ln case of chain promotion, anticipated vacancies may bepublished simultaneously with the existing vacant position/s.

A Personnel Selection Board (PSB) for the first and second levelpositions shall be established with the following composition

Executive Director llChlef Administrative OfficerSenior Administrative Assistant ll (HRU)

MTRCB-Employees Association First Level RepresentativeMTRCB-Employees Association Second Level Representative

On-call Division Head of the organizational unit where thevacancy is

3.6.I3.6.23.6.33.6.43.6 53.6.6

3.7 The PSB members including alternate representatives for first andsecond level positions shall undergo orientation and workshop on theselection/ promotion process and CSC policies on appointments.

3.8 Functions of Personnel Selection

3.8.1 Disseminate copies of the agency Merit Selection Plan (MSP) andits annexes to all agency personnel after approval thereof by theCivil Service Commission. An orientation shall also be conductedby the Chief Admin. Officer and Human Resource personnelwithin six (6) months upon approval of the MSP. This orientationis meant to ensure awareness and understanding of the Plan. Areport on the same shall be submitted to the Civil Service FieldOffice concemed for record purposes.

The use, disclosure, reproduction, modification, transfer of the document for any purpose in any fomby any means without approval from MTRCB isand/or legal sanclions

stricfly prohibited, and maybe subiect fo disciplinaryor

lllttth coPY

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3.8.2 Develop a System of Ranking Positions which will be submittedfor approval of the appointing authority, copy furnished the Civil

Service Commission and its Field Office concerned, for referencepurposes.

3.8.3 Develop a plan which shall set the number, knowledge and skills

of personnel needed to achieve the organization's goals,

objectives and programs.

3.8.4 Develop and maintain an updated qualification database ofemployees of the agency to include education, training,experience, skills, competencies and other similar information.

3.8.5 Develop a program to fast track the career movement ofemployees with superior qualifications.

3.8.6 Publish vacant positions as required under RA 7041

3.8.7 Prepare a List of Candidates aspiring for the vacant position

either from within or outside of the office, including qualified next-

in-rank employees within fifteen (15) days from completion of thepreliminary evaluation.

3.8.8 Conduct preliminary evaluation of the qualification of all

candidates.

3.8.10 Submit selection line-up to the PSB for deliberation en banc. Theemployees shall be responsible for updating their Personal Data

Sheet annually, if deemed necessary, and submit supportingdocuments thereto to the HR Unit.

39 All candidates for appointment to first and second level positions shall bescreened by the PSB. Candidates for appointment to third levelpositions shall be screened by the PSB and Chairperson.

3.10 Appointments to the following positions shall no longer be screened bythe PSB:

XASYET COPV

The use, disclosure, reyoduction, modificationby any means without apyoval from MTRCBand/or legal sanctions.

, transfer of the document,s stricfly prohibited, and

for any purpose in any form ormaybe subject to disciplinary

3.8.9 Notify all applicants of the outcome of the preliminary evaluation.

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3.10.1 Substitute appointment due to their short duration and emergencynature. However, should the position be filled by regularappointment, candidates for the position should be screened andpassed upon by the PSB.

3.10.2 Co-terminous appointment for Executive Assistant ll,

Administrative Assistant V and Administrative Aide lV.

3.11 The Chairperson shall, as far as practicable, ensure equal opportunityfor men and women to be represented in the PSB for all levels.

3.12 For vacancies in the first and second levels, all qualified next-in-rankemployees shall be automatically considered candidates for promotion tothe next higher position.

3.13 The PSB shall maintain fairness and impartiality in the assessment ofcandidates for appointment.

314 The appointing authority shall assess the merits of the PSB'srecommendation for appointment and in the exercise of sound

discretion, select, in so far as practicable, from among the top fiveranking applicants deemed most qualified for appointment to the vacantposition.

3.15 The appointing authority may appoint an applicant who is not next-in-rank but possesses superior qualification and competence, and has

undergone selection process.

3.16 Requirementfor Pre-employment Examinations

3.16.1CS Resolution No. 974683, promulgates and adopts a policy onpre-employment mental, physical and medical examinations toensure the highest degree of productivity of its employees. Allofficials and employees entering the government service shall berequired to undergo the following tests:

3 16.1 . 1 Blood Test3.16.1 .2 Urinalysis3.16.1.3 Chest X-ray3.16.1 .4 Drug Test3.16.1.5 Neuro-psychiatric Exam (if necessary)

ilA3TEN COPY

The use, disclosure, reToduction, modificationby any means without approval from MTRCBa nd/or legal s a nctio n s.

, transfer of the documentis stn:ctly prohibited, and

for any purpose in any fom ormaybe subject to disciplinary


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3.16.2 Results of the abovementioned examinations shall be attached tothe Medical Certificate for Employment.

4,0 PROCEDURES

4.1 Publication of Vacant Positions (Under PSB)

ResponsiblePerson


SeniorAdministrativeAssistant ll

Approved

Request forPersonnel

1. Receives copy of Approved

Request for Personnel form.

Receipt ofApproved


form.

Approved


2. Prepares list of vacantpositions to be fllled-out and

the correspondingqualifications and submits toChief Administrative Officer.

List of Vacant

Positions

ChiefAdministrativeOfficer

List of VacantPositions

3. Reviews the list forcompleteness of data.

a. lf not complete, retumsto SeniorAdministrativeAssistant ll.

b. lf complete, fonvardsto Executive Director ll

for approval forposting.

Reviewed list


Reviewed list 4. Receivesposting.

approved list for Approved list

Approved list

Website

Content

Request Form

5. Prepares Website ContentRequest Form foruploading/advertising of thelist of vacant positions in the

AccomplishedWebsiteContentRequest Form

ttlYEi cotY

The use, disclo sure, reproduciion, modification,by any means without approval from MTRCBand/or legal sanctions.

transfer of the documentis stricfly prohibited, and

tor any purpose in any form ormaybe subject to disciplinary

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4.2 Selection of Applicants

ResponsiblePerson


MTRCB official website.

Senior

Administrative

Assistant ll

AccomplishedWebsite

Content

Request Form

and

attachment

6. Submits request together with

attachment to lnformation

Technology Office.

Endorsed

request

Approved list 7. Posts hard copies of the list instrategic areas in the office.

Posted list

ResponsiblePerson


ChiefAdministrative

Officer

ApprovedRequest for

Personnel

to list down and

the next-in-rank

regarding the

1. lnstructs

informpositions

vacancy.

Listing of next-

in-rankpositions

Senior

Administrative

Assistant ll

Listing of next-

in-rankpositions

2. Lists down incumbents/next-in-rank position per approvedRequest for Personnel formand informs them about thevacancy.

Disseminated

vacancy to the

candidates

Listing of next-

in-rank

positions; pool

of candidates

3. Awaits submission ofapplicants within fifteen (1 5)working days from posting.

Monitoring oftarget date forposting

Listing of next-

in-rankpositions; pool

of candidates

4. Receives applicationletters/forms and resumesubmitted personally orthrough mail.

Receiptapplication/credentials

of

IDe use, disclosure, reproduction, modificationby any means without approval from MTRCBand/or lega I sanctio n s.

, transter ot the documentis strictly prohibited, and

tor any purpose in any tom ormaybe subject to disciplinary

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ResponsiblePerson


5. Consolidates application

letters/forms and resumes forassessmenV interview.

Consolidated/collatedapplications/documents

Consolidated/collatedapplications/documents

6. Assesses all the applicants

resume and application forms

with the qualification standard

requirements and selects

those who meet the minimumqualifications precluded by

Civil Service Commission(csc).

Evaluated/Screenedapplications

Evaluated/

Screened

applications

7. Prepares shortlisting ofqualified applicants and

attaches their resume/other

credentials.

Shortlisted

applicants

Shortlisted

applicants,

examination

8. Administers examination, if

necessary.

Results

examination

of

Shortlisted

applicants,

examination

9. Schedules candidates for the

interview and assessment by

the PSB.

lnterviewed/assessedapplicants

Selected

applicantAccomplished

Backgroundlnvestigation/VerificationForm

tlsfcn cO'Y

The use, disclosure, regoduction, modificationby any means without apryoval from MTRCBand/or legal sanction s.

, transfer of the documentis stictly prohibited, and

for any purpose in any form ormaybe subjecl to disciplinary

Receipt ofapplication/credentials

10.Once recommended,

conducts background

investigation/verification ofthe selected applicant using

the Background

I nvesti gationA,/erlfication

Form. lnforms CAO for anydiscrepancies and need foradjustments on the shortlisted

applicants.

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ResponsiblePerson


Selected and

disqualified

applicants

1 1 . Contacts or sends notices toall selected and disqualifiedapplicants.

Transmitted

Notices

Selected /approvedapplicant

12.Once approved, requests

selected applicant to undergopre-employment medical

examinations.

Request for

medical

examination

Request formedical

examination

13. |f unfit to work, informs Head

of PSB for the selection ofanother applicant.

Medical

Certificate

results

&

Fit to Workmedical

certificate

14.11 fil to work, issues the Pre-

Employment Checklist forcompliance and proceeds toOPM 13.02 lssuance ofAppointments and Other

Personnel Movements.

lssued Pre-

employment

Checklist

AE?EN COPY

me use, disclosure, reqoduction, modification,by any means without approval trom MTRCBand/or le ga I sanclio n s.

transfer of the document for anyis stricfly prohibited, and maybe

purpose in any form orsublec( to disciplinary

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5.0 LIST OF FORMS

The use,by any means without approvaland/or lega I sa nction s.

Personal Data SheetBackground lnvestigationA/erifi cation Form

Pre-Employment Checklist

reproduction, transfer of the document for any purpose in any form or

5.1

5.25.3

PREPARED BY:

,!,1-"hMARIA CZAHINA D. AGUSTIN

Senior Admin. Assistant ll

;JM

APPROVED BY:

VILLAREAL it ls?En corY

MTRCB is strictly prohibited, and maybe subject to disciplinary

B

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1.0 OBJECTIVES

1.1 To provide guidelines in the issuance of appointments to selectedapplicants and existing employees of the Board.

1.2 To ensure employee movements are properly documented

2-0 scoPE

This procedure applies to the appointment of new employees, and movements ofexisting employees.

3.0 POL|C|ES

3.1 Common Requirements for Regular Appointments

3.1 .1 Form - The appointment which must be in triplicate copies shallbe in the prescribed CS Form 33 (revised 1998) or theAppointment Form. Original copies shall not be filled out usingphotocopied forms.

3.1.2 Signature of the Appointing Authority - The original copy of theappointment must be duly signed and the succeeding two (2)

copies thereof at least initialed by the appointing authority.

313 Position Title - The position title indicated in the appoinlmentshall conform with the approved Position Allocation List andshould be found in the lndex of Occupational Service (lOS).The salary grade shall always be indicated after the positiontitle.

3.1.4 Employment Status - The employment status shall be indicatedon the space provided thereof. lt may be permanent,provisional, temporary, substitute, co-terminus, casual orcontractual.

TASTER COPY

The use, disclos ure, reprcduction, modification,by any means without approval from MTRCBan d/or legal sa nction s.

transfer of the &cumentis stticfly prohbited, and

for any puqse in any fom ormaybe subject to disciplinary

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3.1 5 Date of Signing - The date of signing, which is the date of theissuance of the appointment shall be indicated below thesignature and the initials of the appointing authority.

3.1 .6 Nature of appointment - The correct nature of appointment shallbe indicated on the space provided thereof. The nature ofappointment, which may either be original, initial, promotion,

transfer, reemployment, reappointment, reinstatement, renewal,

change of status or demotion, shall be indicated in the spaceprovided thereof.

3.1 7 Personal Data Sheet - The appointee's Personal Data Sheet(CS Form 212, Revised, 1998) which should be properly andcompletely accomplished by the appointee, shall be attached tothe appointment. For renewal appointment of contractualcasual personnel, updated Personal Data Sheet shall berequired-

Permanent - issued to a person who meets all the minimumqualification requirements of the position to which he is being

appointed, including the appropriate eligibility prescribed, in

accordance with the provisions of law, rules and standardspromulgated in pursuance thereof. An appointment issued bythe appointing authority under a temporary status to a person

who meets all the requirements for permanent appointment tothe position to which he is being appointed, shall bedisapproved for violation of Executive Order 292, except when itpertains to occupational groups where the agency requiresadditional/special qualifications (i.e. fellow/diplomate). ln suchcases, prior clearance to issue temporary appointment shouldfirst be obtained from the Commission.

TAI?Ei COPV

The use, disclosure, repduction, modification,by any means without approval ftom MTRCBand/or legal sanction s.

ent for any putqse in any btm orand maybe subject to disciplinary

transfer of the fuumis stricdy prohbited,

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3.2 Employment Status in General

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3.2.2

3.2.4

Temporary - issued to a person who meets the education,experience and training requirements for the position to whichhe is being appointed except for the appropriate eligibility butonly in the absence of a qualified actually available, as certifiedto by the Civil Service Regional Chairperson or Field Officer.The appointment shall not exceed twelve months, reckonedfrom the date it was issued but the appointee may be replacedsooner if a qualified eligible who is willing to accept theappointment becomes aclually avallable.

Substitute - issued when the regular incumbent of a position is

temporarily unable to perform the duties of his position, as whenhe is on approved leave of absence or is under suspension or ison scholarship grant or is on secondment. This is effective onlyuntil the retum of the former incumbent. A substituteappointment is issued only if the leave of absence of theincumbent is at least three (3) months.

Co-terminus - issued to a person whose entrance andcontinuity in the service is based on the trust and confidence ofthe appointing authority or of the head of the organizational unitwhere assigned; or co-existent with the incumbent; or limited bythe duration of the project; or co-existent with the period forwhich an agency or office was created. Specifically, thecategories of coterminus appointments are:

3.2.4.13.2.4.2

Co-terminus with the appointing authority;Co-terminus with the head of organizational unit whenassigned;Co{erminus with incumbent'Co-terminus with the protect and

Co- terminus with the life span of the agency.Appointments of personnel under foreign-assistedshall be issued and approved as co-terminus with theproject, that is, they are considered employees for theduration of the project, in which case, the name of the

3.2.4.33.2.4.43.2.4.53.2.4 6

TASTER COPY

The use, discbsure, reproduction, modification, transfer of the daumby any means without approval trom MTRCB is strbfly prohbited,and/or lega I s a nction s.

ent for any pur@se in any fom orand maybe subject to disciplinary

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project and its completion date shall be indicated inthe appointment.

aaF Contractual - issued to a person who shall undertake a specificwork or job for a limited period not to exceed one year. Theappointing authority shall indicate the exclusive period coveredby the appointment for the purposes of crediting services.

3.2.6 Casual - issued to a percon who shall undertake a speciflc workor job for a limited period not to exceed one year. Theappointing authority shall indicate the inclusive period coveredby the appointment for purposes of crediting services.

3.3 Nature of Appointment - The nature of appointment shall be as follows

3.3.1 Original - refers to the initial entry into the career service ofpersons who meet all the requirements of the position. Thisincludes those appointed under CSC MC No. 11, 1996. lt is

understood that first six (6) months of service following anoriginal appointment will be probationary in nature and theappointee shall undergo character reference investigation. Aprobationer may be dropped a thorough character forunsatisfactory conduct or want of capacity any time before theexpiration of the probationary period. Provided that such actionis appealable to the Commission. However, if no notice oftermination or unsatisfactory conduct is given by the appointing

authority to the employee before the expiration of the six-monthprobationary period becomes permanent.

332 lnitial - refers to all other appointments of persons entering thegovernment service for the first time (whether career or non-career service) which are not covered by the definition oforiginal appointment.

3.3.3 Promotion - refers to the advancement of an employee fromone position to another with an increase in duties andresponsibilities as authorized by law, and usually accompanied

The use, disclosure, reproduction, moditication, transfer of the document for any purpose in any fom orby any means without approval from MTRCB is sftictt prohlbited, and maybe subject to disciplinaryan d/or lega I sanction s.

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3.3.4 Transfer - refers to the movement of employee from oneposition to another which is equivalent rank, level or salarywithout break in the service involving the issuance of an

appointment. The transfer may be from one department oragency. Provided, however, that any movement from the non-career service to the career service shall not be considered a

transfer. An employee who seeks transfer to another officeshall first secure permission from the head of the department oragency where he is employed stating the effective date oftransfer. lf the request to transfer of an employee is not granted

by the head of agency where he is employed, it shall be

deemed approved after the lapse of 30 days from the date ofnotice to the agency head. lf for whatever reason, the

employee fails to transfer on the specified date, he shall beconsidered resigned and his reemployment in his former office

shall be at the discretion of its head. The effectivity date of thetransfer shall be the day following his last day of service in theformer agency.

3 3.4.1 Head of oversight agencies and their staff areprohibited from transfening to a

departmenuagency/office/local govemment unit

where they are assigned or designated to overseewithin one year after the termination of suchassignmenVdesignation. This contemplates onlytransfer of officials of those offices/units who are in aposition to exert pressure or influence on the new oraccepting agency but not to cover those occupyingclerical and skilled positions such as clerks anddrivers.

3.3.4.2 This prohibition contemplates only transfer of thoseoffices/units who are in a position to exert pressure or

The use, disclosure, reproduction, modification, transfer of the document for any putwse in any fom orby any means without approval from MTRCB is strictly Whibited, and maybe subject to disciplinary

an d/or lega I s a nction s.

by an increase in salary. Promotion may be from onedepartment or agency to another or from one organizational unitto another within the same department or agency.

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influence on the new accepting clerical and skilledpositions such as clerks and drivers.

3.3.5 Reemployment - refers to the reappointment of a person whohas been previously appointed to a position in the careerseNice under permanent status but was separated therefrom asa result of reduction in force, reorganization, retirement,

voluntary resignation or any nondisciplinary actions such asdropping from the rolls. Reemployment presupposes a gap inthe service. No prior authority shall be required for thereemployment of a person who has been previously retired andwho has not reached the compulsory retirement age of 65.

3.3.6 Reappointment - refers to the issuance of an appointmentduring the reorganization, devolution, salary standardization, re-

nationalization or similar events or subsequent appointment ofsubstitute employee. Reappointment presupposes no gap in

the service.

3.3.7 Reinstatement - refers to the issuance of an appointment to aperson who has been previously appointed to a position in thecareer service and who has thorough no delinquency ormisconduct, been separated therefrom or to one who has beenexonerated of the administrative charges unless the decision

exonerating him specifies restoration to his position. lt is

understood that one has been exonerated or who has beenillegally terminated is deemed not to have left the service.

3.3.8 Renewal - refers to the subsequent appointment upon theexpiration of the appointment of the contractual/casualpersonnel, or temporary appointment, if qualified eligible is notactually available, as certified by Civil Service Chairperson orField Officer. Renewal presupposes no gap in the service.

33S Demotion - refers to the movement of an employee from oneposition to another position with reduction in duties,responsibilities, status or rank, which may or may not involve

A3YEI COPY

7he use, discrosure, regoduction, modification, transfer of the &cument for any putwse in any fom orby any means without apryval fron MTRCB ,s slnbfly Whhited, and maybe subject to disciplinaryand/or legal sancfions.

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reduction in salary and is not disciplinary in nature. ln case ademotion involves reduction in salary and is not non-disciplinary, a written consent shall be secured from thedemoted employee. Appointment as a result of voluntarydemotion shall be at the hiring rate for the class of the position.

3.3.10 Upgrading/Reclassification - refers to the change in position titlewith the corresponding increase in salary grade. Positions areupgraded in order to attain effectively the functions and dutiesattached to the position and for the employee to perform an all-around adaptability in meeting diverse work assignments.Upgrading/reclassification usually involves abolition andcollapsing of positions which the agency finds insignificant toaugment the salaries assigned to the upgraded/reclassifiedposition. The incumbent of a position in a permanent capacity

which has been upgraded/reclassified shall be appointed to theupgraded/reclassification position without change in

employment status, irrespective of whether or not he meets thequalification requirements. However, he shall no longer bepromoted to the next higher position unless he meets thequalification requirements of the position involved.

3.3.1 1 Reassignment - refers to the movement of an employee fromone organization to another in the same department or agencywhich does not involve a reduction in rank, status or salary. lfreassignment is presumed to be regular and made in theinterest of public service unless proven otherwise or if it

constitutes constructive dismissal.

3.3.1 1 .1 Constructive dismissal exists when an employee quits

his work because the agency head's unreasonable,

humiliating or demeaning actuations which rendercontinued work impossible. Hence, the employee isdeemed to have been illegally dismissed. This mayoccur although there is no diminution of dignity tomore servile or menial job.

XASYEA COPY

The use, disclosure, reproduclion, modification, transfer ot the bcument for any pu,Wse in any fotm orby any means without apryval tron MTRCB is stricfly prohbited, and maybe subject to disciplinaryan or legal sanctions.

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3.3.13

3.3.11.2 No reassignment shall be undertaken if doneindiscriminately or whimsically because the law is notintended as a convenient shield for theappointingidisciplining authority to harass or oppressa subordinate on the pretext of advancing andpromoting public interest. Reassignment of small

salaried employees is not permissible if it causessignificant financial dislocation. Sufficient reasons towarant the continued reassignment of the employeeand performance of functions other than thoseattached to the position must be established.

Detail - refers to the temporary movement of an employee from

one department of agency to another which does not involve areduction in rank, status or salary. The employee detailed

received his salary only from his mother univagency. Detail

shall be allowed only for a maximum period of one (1) year in

the case of employees occupying professional, technical andscientific position. ln the case of the other employee detailbeyond one (1) year may be allowed provided it is with theconsent of the detailed employees. lf the employee believesthat there is no justification for the detail, he may appeal hiscase to the Commission. Pending appeal, the details shall beexecutory unless otherwise ordered by the Commission.

Secondment - refers to the movement of an employee from onedepartment or agency to another which is temporary in nature

and which may or may not require the issuance of an

appointment but may either involve reduction or increase incompensation. Secondment shall be govemed by the followinggeneral guidelines:

3.3.13.1 As a general rule, secondment shall be limited toemployees occupying professional, technical and

scientific positions.

The use, discbsure, repoduction, mdification, transfer of the hcument tor any pu,Wse in any fom orby any means without approval from MTRCB is stricfly prohibited, and maybe subiect to disciplinaryand/or legal sanctions.

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3.3.13.2 Secondment for a period on one (1) year or moreshall be subject to approval of the Commission.

3.3.13.3 Secondment to the international bodies/organizationrecognized by the Philippine govemment may beallowed.

3.3.13.5 Payment of salanes of seconded employee shall beborne by the receiving agency. In case of highercompensation covered by a duly issued appointmentwithin the Philippine government, the same may beused for the purpose of computing of leave creditseamed in the mother agency- ln case of a lowercompensation, the mother agency shall pay thedifference. This rule does not apply in cases ofsecondment to intemational agencies.

3.3.13.6 The seconded employee shall be on leave withoutpay in his mother agency for the duration of hissecondment and during such period, he may earnleave credits which are commutable immediatelythereafter and payable by the receiving agency.

3.3 14 Job rotation - the sequential or reciprocal movement of anemployee from one office to another or from one division toanother within the same agency as means for developing andenhancing the potentials of people in an organization byexposing them to the other work functions of the agency. Theduration of the job rotation program shall be within the periodprescribed but shall not exceed twelve (12) months.

The use, disclosure, reproduction, modification , transfer of the &cument for any putryse in any fom orby any means without approval from MTRCB is strbtly Whibited, and maybe subject to disciptinaryan or bgal sanctions-

3.3.13.4 Secondment shall be upon the request of the motheragency and shall always be covered by a writtenagreement between the mother agency and thereceiving agency and concuned in by theCommission for records purposes.

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3.4 Effectivity of Appointment

3 4.1 An appointment issued in accordance with pertinent laws andrules shall take effect immediately upon its issuance by theappointing authority, and if the appointee has assumed theduties of the position, he shall be entitled to receive salary oncewithout awaiting the approval of his appointment by theCommission. The appointment shall remain effective until

disapproved by the Commission. ln no case shall anappointment take effect earlier than the date of its issuance.

No appointment shall be made effective earlier that the date ofissuance except in the case of change of status in view ofhaving acquired a valid certificate of registration and validprofessional license. However, the effectivity date of thechange status should be the date of release of the examinationand/or the date of issuance appropriate license. The effectivitydate of the change status may be indicated as a footnote on thetemporary appointment provided that the said temporaryappointment has not yet expired.

ln case of temporary appointment, the twelve (12) monthsperiod of its effectivity shall be reckoned from the date ofissuance of the appointment and not from the date theappointee assumes the duties of the position.

3.4.4 No official or employee shall be required to assume duty withoutbeing fumished with a copy of his appointment after it is issuedby the appointing authority. The appointee shall acknowledgereceipt of the appointment by signing on the duplicate and othercopies of the said appointment.

3.4.5 The services rendered by any person who was required toassume duties and responsibilities of any position without anappointment having been issued by the appointing authorityshall not be credited nor recognlzed by the Commission andshall be personal accountability of the person made him assumeoffice.

The use, discbsure, repoduction, mdification, transfer of the &cument for any putpose in any fotm orby any means without apyoval fron MTRCB is stncfly prohhited, and maybe subject to disciplinaryan d/or lega I sa nction s.

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3.5 Additional requirements in specific cases

Erasures or alterations on appointments - when there areerasures or alterations made on the appointment and othersupporting documents, they should be duly initialed byauthorized officials and accompanied by a communicationspecifying and authenticating all changes made.

2E., Appointee with decided administrative/criminal case - if anappointee has had administrative cases, a certified true copy ofthe decision rendered shall be attached to the appointment.Appointment by promotion of an employee who has been foundguilty in an administrative case shall be accompanied by a

certification of the appointing official as to when the decisionrendered became final.

3.531 A request for the correction of name, date/place ofbirth and such other personal information appearing in

the records of this Commission must be filed at theCivil Service Regional Offices or at the Central Officeof the Commission, through the Office for LegalAffairs, with the use of the proper form.

3.5.3.2 The request must be accompanied by anauthenticated copy of the birth certificate or certificatecontaining information from the register of birth of theCity or Municipality where requesting party was bom.

X STER COPY

The use, disclosure, repoduclion, modification, transfer of the &ument for any pu,pose in any form orby any means without apwval ftom MTRCB o stnbfly prohhited, and maybe subject to disciplinaryan d/or lega I sa nction s.

3.5.3 Discrepancy in name, date/place of birth - in case ofdiscrepancy in the name, date/place of birth of the appointee asappearing in the Report of Raling or Certificate of Eligibility andthat appearing in his Personal Data Sheet (CS Form 212), lheconect name, date/place of birth shall be ascertained in

accordance with the following requirements and procedures:

3 5.1

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3.5.3.3 A birth certificate containing information recorded longafter the birth of the person is not sufficient evidenceto wanant a correction or change of information in therecords of the Commission in the absence of a courtorder.

3.5.3.4 The action on said request shall be in an appropriateresolution of the Commission.

3 5.4

3.5.5 Licenses - when a license is required by special law for theexercise of a profession or vocation an appointee must possess

the necessary license before he may be appointed. Examplesof this licenses issued by the Professional RegulationsCommission and the Supreme Court.

The use, disclosure, reproduction, moditication, transfer ot the &cument for any purpose in any fom orby any means without approval from MTRCB is stricfly prohibited, and maybe subject to disciplinaryand/or legal sanctions.

Non-Disciplinary Demotion - Appointment involving demotionwhich is not disciplinary in nature shall be accompanied by a (1)

certification of the agency head that the demotion is not theresult of an administrative case; (2) written consent by theemployee that he interposes no objection to his demotion.

XAS?ER COPY

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ISSUANCE OF APPOINTMEiTITS AND OTHERPERSONNEL MOVEMENTS

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4.O PROCEDURES

4.1 AppointmentPreparation

iIASTER COPY

Ihe use, discbsure, repoduction, modiftcatiorl, fransfer of the document for any pulEp'se in any fom, orby any means without apwval from MTRCB ts slnbfy ptollbited, and maybe subject to disciplinaryan d/or lega I sa nction s.

ResponsiblePenson

lnput Output


Recommendation forapproval

1. Receives approvedrecommendation forAppointment from Head ofAgency/ Chairperson.

Receipt ofapprovedrecommentation

Receipt ofapproved

recommentation

Email andissued Pre-

EmploymentChecklist

Pre-

EmploymentChecklist,

Credentials

3. Upon receipts of the requireddocuments, prepares theAppointment of the selected

applicant and submits to ChiefAdministrative Officer forreview.

AccomplishedAppointment


AccomplishedAppointmentandcredentials

4. Reviews the conectness andcompleteness of data and

affixes initial if conect andforwards to the Head of the

PSB for countersigning andapproval by the chairperson.lf not, retums to SeniorAdministrative Assistant ll forconection.

Reviewed andapprovedAppointment

ApprovedAppointment

5. Upon receipt of signedAppointment, preparestransmittal letter to Civil

TransmittalLetter

Activity

2. Notifies selected applicantsand advises them to submitrequired documents.

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Service Commission (CSC)


TransmittalLetter

6. Fonrvards transmittal letter toChief Administrative Officer forsignature.

SignedTransmittalLetter

SignedTransmittalLetter

7. Upon receipt of signedtransmittal letter, attaches theAppointment and submits toCSC Field Office for validation.

SignedTransmittalLetter withattachedAppointment

SignedTransmittalLetter withattachedAppointment

l B. Upon receipt of validatedAppointment, submits copies

to Budget Unit and appointedpersonnel.

CSC ValidatedAppointmentand transmittedcopy to Budget

HASTCR CO'Y

The use, disclos ure, reproduclion, moditication , transfer of the &cument for any purpose in any fom orby any means without apryval tron MTRCB is stricfly prohbited, and maybe subject to disciplinatyan{or bgal sarctions.

ResponsiblePerson

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5.0 LIST OF FORMS

5.1

5.2Appointment Form

Personal Data Sheet

APPROVED BYI

VILLAREALBY

Chief

TIASTER COPY

use,

by any means withoutany putpse in any form or

and/or bgal sanctions.from MTRCB rs stracfly prohibited, and maybe subject to disciplinary

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DOCUMEI'/T NAME

PERSONNEL RECORDS MANAGEMENT

REVTSION tro.

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1.0 OBJECTIVE

To provide guidelines in managing the 201 files of the employees

2,O SCOPE

This procedure applies to the management of the 201 files of the employees

3.0 POLTCTES

3.1 CSC MC No.40, 1998 revised Omnibus Rules on Appointment and otherpersonnel Actions includes among the responsibilities of the HumanResource Management Unit (HRMU), the malntenance of a complete 201

files for each employee of their respective units/offices.

3.2 Management of 201 Files

3.2.1 The length of time an agency keeps 201 files of its separated orretired personnel is 25 years or up to age ninety (90) of theindividual.

3.2.2 fhe Senior Administrative Assistant ll shall be responsible for theestablishment, maintenance and disposal of 201 files of itsagency/unit personnel.

3.2.3 The Senior Administrative Assistant ll shall provide each unitpersonnel copies of their 201 file for the employees' records asneeded.

3.2.4 The Senior Administrative Assistant ll shall be responsible for thetumover of 201 files of an employee transfening to a newemploying agency or unit.

3.2.5 An employee who voluntarily resigns from govemment shall begiven one's 201 file kept by the agency/unit. The individual shallthereafter assume full responsibility over one's file.

HTS?ER CO'Y

The use, disclosure, regduclion, modification, transter of the bcument for any purpse in any fom orby any means without approval fron MTRCB is strbfly prohbited, and maybe subject to disciplinaryan or legal sanctions.

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3.2.6 ln case of transfer of an employee to another agency, effect the

tumover of the employee's 201 folder to the new employing agencyor unit through the employee if needed.

3.2.7 Tne Human Resource Management Unit (HRMU) shall keep copiesof the Statement of Assets, Liabitities and Net Worth (SALN) ofretired/separated employees for a period of ten (10) years and theirPersonal Data Sheet and Clearance from Supply and Property

Management Unit, and Monetary Accountabilities for five (5) years.

3.2.8 Addendum to CSC MC No.8, 2007 provides that the 201 file of agovemment employee shall be turned-over by the HRMU to theemployee's concerned upon said employee's resignation,retirement or separation from the govemment service and

thereafter, said employee shall assume responsibility for the said

documents.

3.3 Employee's 201 File shall include the following

3.3.1 CS Fotm212 (Personal Data Sheet)3.3.2 CS Form 33 (Appointment Form)3.3.3 Certificate of Assumption3.3.4 Certification of Leave Balances (for transferees)3.3.5 Clearance from Property and Money Accountabilities (for

transferees)3.3.6 Copies of Disciplinary Actions (if any)3.3.7 Copies of Certificates of Eligibilities3.3.8 Copies of Diploma, Commendations and Awards3.3.9 Designations3.3.10 Notices of Salary AdjustmenUStep lncrements3.3. 1 1 Position Description (for all types of appointment)3.3.12 Medical Certificate (for original appointment and re-employment)3.3.13 Clearances (NBl clearance for original appointment and re-

employment)3.3.14 Clearance from financial obligations and property accountability for

transfer re€mployment)

TASTER COPY

The use, discbsure, reproduction, modification, transfer of the &cument for any purpose in any form orby any means without apryval from MTRCB is stricfly prohlbited, and maybe subject to disciplinaryandhr legsl sanctions.

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3.4 Position Description Form shall be required for all types of appointments,except for change status.

.,E Medical Certificate shall be required for original appointment andreemployment. The Physician must state if the appointee is fit foremployment. The results of the Pre-employment medical examinationsconsisting of Blood Test, Urinalysis, Chest X-ray, Drug Test,Neuropsychiatric Exam (if applicable), shall be attached to the medicalcerlificate of employment.

2A Clearances - NBI clearance is required for original appointment andreemployment. ln case of transfer and reemployment clearance fromfinancial obligation and property accountability from the appointee's formeroffice is required.

ASTER COPY

The use, disclosure, reyduclion, mdification, transfer of lhe hcument for any purpse in any form orby any means without approval from MTRCB is striclly prohbited, and maybe subject to disciplinaryand/or bgal sanctions.

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3.3. 1 5 Neuro-psychiatric examination (for original appointments to position

which involve the maintenance of peace and order and theprotection of life and property)

3.3.16 Licenses, if necessary3.3. 1 7 Performance Evaluations Documents3.3.18 Other personnel records (e.9., written consent of demoted

employee)

3.3.19 Plantilla Entries vis-a-vis appointments3.3.20 Attendance Records3.3.21 Leave Records

3.3.22 Service Records3.3.23 Other Personnel Records (e.9. memo, special order)

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4.0 PROCEDURES

4.1 201 File Maintenance

4.2 Turn-Over of 201 Files

The use, disclosure, reproduction, moditication, transfer ot the &cument for any purpose in any form orby any means without approval from MTRCB is sttic y prohibited, and maybe suhject to disciplinaryan d/or lega I sanction s.

ResponsiblePerson



1. Prepares individuat 201 File tocompile all information e.9.,legal documents, academicrecords, Personal Data

Sheets, etc. upon employmentwith the Board.

Created 201 Filewith the requireddocuments

2. Updates files involving theemployees e.9., specialorders, training's certifications,awards, service records, etc.

Filed additional

records

Retired/resignedemployee

3. Safe keeps all dead files orfiles of employees who retired

from the service.

Storedfiles

dead

ResponsiblePerson



List ofresigned/retired/separatedpersonnel

1. Sorts and segregates 201 filesof resigned/retired/separatedpersonnel.

Sorted/segregated files

Employeesclearance

2. Checks the records to ensurethat the employee has beencleared of all property andmoney accountabilities.

Checkedaccountabilities/clearance

TASTER COPY

MANUAL TITLE

201 File

folder,

Employeerecords

Additionalrecords, as

applicable

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201 files,Request forthe record

3. Prepares 201 files to bereleased for resigned/ retired/separated personnel, and theirauthorized representatives forthe said record.

Requested 201file record

Requested201 filerecord

4. Asks resigned/ retired/separated personnel, and theirauthorized representatives toacknowledge receipt in theOfficial Record Book.

Acknowledgedreceipt

The use, disclosure, reproduction, modification, transfer of the bcument for any purpose in any fom orby any means without approval from MTRCB is stnbfly Whhited, and maybe subject to disciplinaryand/or legal sanctions.

OPERATIONS MANUAL

ASTER COPY

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5.0 LIST OF FORMS

Personal Data SheetPosition Description Form

disclosure, transter of the any pwpse in any orby any means without

5.1

5.2

PREPARED BY:t, ,

/*.r",t+MARIA CZARII{A D. AGUSTIN

Senior Admin. ABBistant llREVIEWED BY:

",',v##;:*l

APPROVED BY:

VILLAREAL TIASTET COPY

and/or lega I s a nction s.

from MTRCB rc stricl/y prohhited, and maybe subject to disciptinary

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1.0 OBJECTIVES

2.O SCOPE

3.0 POL|C|ES

3.'1 Definition of terms

3.1 .1 Vacation Leave refers to the leave of absence granted toofficials and employees for personal reasons, the approval ofwhich is contingent upon the necessities of the service. SickLeave refers to leave of absence granted only on account ofsickness or disability on the part of the employee concerned orany member of his/her immediate family.

312 Solo Parent is any individual who falls under any of thefollowing categories: A woman who gives birth as a result ofrape and other crimes against chastity even without a finalconviction of the offender, provided that the mother keeps andraises the child; Parent left solo or alone with the responsibilityof parenthood due to death of spouse; Parent left solo or alonewith the responsibility of parenthood while the spouse is

detained or is serving sentence for a criminal conviction for atleast one year.

3.1.3 Leave of absence is generally defined as a right granted toofficials and employees not to report for work with or withoutpay as may be provided by law as the rules prescribed.

3.1 .4 Commutation of leave credits refers to conversion of unusedleave credits to their corresponding money value.

3.1.5 Cumulation of leave credits refers to incremental acquisition ofunused leave credits by an official or employee.

I STET COPY

The use, disclosure, revoduction , modification, transfer of the document for any purpose in any formor by any means without approval ftom MTRCB is stictly prohibited, and maybe subject to disciplinaryand/or le g al s anction s.

To provide guidelines for the benefits and welfare of the employees.

This procedure applies to the benefits and welfare of the employees.

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J to

3.1 .7 Sick leave refers to leave of absence granted only on accountof sickness or disability on the part of the employee concernedor any member of his immediate family

3.1 .8 Vacation leave refers to leave of absence granted to officialsand employees for personal reason s, the approval of which is

contingent upon the necessities of the service.

3.1 9 Monetization refers to payment in advance under prescribed

limits and subject to specified terms and conditions of the

money value of leave credits of an employee upon his requestwithout actually going on leave.

3.1.10 Pregnancy refers to the period between conception and

delivery or birth of a child For purposes of maternity leave,

miscarriage is within the period of pregnancy.

3.1 .11 Maternity leave refers leave of absence granted to femalegovernment employees legally entitled thereto in addition tovacation and sick leave. The primary intent or purpose ofgranting maternity leave is to extend working mothers somemeasure of financial help and to provide her a period of rest

and recuperation in connection with her pregnancy.

3. 1 . 12 Paternity leave refers to the privilege granted to a married maleemployee allowing him not to report for work for seven (7) dayswhile continuing to earn the compensation therefor, on thecondition that his legitimate spouse has delivered a child orsuffered a miscarriage, for purposes of enabling him toeffectively end care and support to his wife before, during andafter childbirth as the case may be and assist in caring for hisnewborn.

3.1.13 Vacation Service Credits refers to the leave credits earned bypublic school teachers for services rendered during activitiesauthorized by proper authorities during long and Christmas

MASTER COPY

7he use, discrosure, reproduction, modifrcation, transter of the document for any pwm.se in any fofinor by any means without approval lrom MTRCB is $rictly prohibited, and maybe subjecl to disciplinaryand/or lega I sanc,tion s.

lmmediate family refers to the spouse. children, parents,

unmarried brothers and sisters and any relative living under the

same roof or dependent upon the employee for support.(Amended by CSC MC 6, s. 1999).

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vacation. These credits are used to offset their absences due toillness or to offset proportional deduction in vacation salary dueto absences for personal reasons or late appointment.

3.1 .15 Special leave privileges refer to leave of absence whichofficials or employees may avail of for a maximum of three (3)

days annually over and above the vacation, sick, maternity andpaternity leaves to mark personal milestones and/or attend filial

and domestic responsibilities.

3.1 .16 Relocation leave refers to a special leave privilege granted tooff icial/employee whenever he/she transfers residence.

3.1.17 Violence against women and their children," as used in

Republic Act 9262 (the "Anti-Violence Against Women and

Their Children Act of 2004") "refers to any act or a series ofacts committed by any person against a woman who is his wife,

former wife, or against a woman with whom the person has orhad a sexual or dating relationship, or with whom he has acommon child, or against her child whether legitimate orillegitimate, within or without the family abode, which will result

in or is likely to result in physical, sexual, psychological harm orsuffering, or economic abuse including threats of such acts,

battery, assault, coercion, harassment or arbitrary deprivation

of liberty.

3.1.18 The term "actual service" refers to the period of continuous

service since the appointment of the official or employeeconcerned, including the period or periods covered by anypreviously approved leave with pay.

3.2 Entitlement to leave privileges in general

3.2.1

MAt?ER COPY

The use, disclosure, reproduction, modification, transfer of the document tor any purpose in any form

or by any means without apffoval from MTRCB is sfidy prohibited, and maybe subiect to disciplinary

and/or legal s a nction s.

3.'t.'14 Terminal leave refers to money value of the total accumulatedleave credits of an employee based on the highest salary rate

received prior to or upon retirement date/voluntary separation.

Appointed officials up to the level of heads of executive

departments, heads of departments, undersecretaries and

employees of the govemment whether permanent, temporary

or casual, who render work during the prescribed office hours,

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shall be entitled to fifteen (15) days vacation and flfteen (15)days sick leave annually with full pay exclusive of Saturday,Sundays, Public Holidays, without limitation as to the number ofdays of vacation and sick leave that they accumulate.(Amended by CSC MC Nos. 41 , s. "1998 and '14 s. 1999).

3.2.2 Paternity Leave Non-Cumulative/Non-Commutative

3.2.2.1 Paternity Leave of seven (7) days shall be com-cumulative and strictly non-convertible to cash. Thesame may be enjoyed either in a @ntinuous or anintermittent manner by the employee on the daysimmediately before, during and after the childbirth ormiscarriage of his legitimate spouse. Said leaveshall be availed of not later than sixty (60) days afterthe date of the child's delivery. This is in pursuant toCSC Resolution No. 1501531

3.2.2.2 Conditions for the grant of paternity leave. Everymarried male employee is entitled to paternity leaveof seven (7) working days for the first four (4)

deliveries of his legitimate spouse with whom he iscohabiting. The first of the four deliveries shall bereckoned from the affectivity of the Paternity LeaveAct on July 15, 1996. Married male employee withmore than one (1) legal spouse shall be entitled toavail of paternity leave for an absolute maximum offour deliveries regardless of whichever spouse givesbirth.

3.2.3 Maternity Leave

1111 It is understood that maternity leave cannot bedeferred but should be enjoyed within the actualperiod of delivery in a continuous and uninterruptedmanner not exceeding 60 calendar days (Asamended by CSC MC No. 22, s.2OO2) ln the case ofthose in the teaching profession, maternity benefitscan be availed of even if the period of deliveryoccurs during the long vacation, in which case, both

The use, disclosure, reproduction, modification, transfer of the document tor any purpose in any tormor by any means witholrt approval trom MTRCB is $rictly prohibited, and maybe subject to disciplinaryand/or legal sanctions.

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the maternity beneflts and the proportional vacationpay shall be received by the teacher concerned.

3.23.2 Conditions for the grant of maternity leave. Everywoman in the government service who has renderedan aggregate of two (2) or more years in service,shall, in addition to the vacation and sick leavegranted to her, be entitled to maternity leave of sixty(60) calendar days with lull pay. Maternity Leave ofthose who have rendered one (1) year or more butless than two (2) years of service shall be computedin proportion to their length of service, provided thatthose who have served less than one (1) year shallbe entitled to sixty (60) days maternity leave withhalf pay.

3.2.3.3 Every woman, married or unmarried, may begranted maternity leave more than once a yeat.Maternity leave shall be granted to femaleemployees in every instance of pregnancy

inespective of its frequency (As amended by CSCResolution No. O2142O published Nov 1, 2002).

323 4

3.2.3.5 The commuted money value of the unexpired portion

of the leave need not be refunded that when theemployee retums to work before the expiration ofher maternity leave, she may receive both thebenefits granted under the maternity leave law andthe salary for actual services rendered effective thedays she reports for work. As amended by CSCResolution no. 021420 published Nov. 1, 2002.

XASTCI CO'Y

The use, disclosure, reproduction, modifrcation, transfer of the document for any purpose in any torm

or by any means witholrt apffoval from MTRCB is slrictly prohibited, and maybe subjeci to disciplinarya nd/or le g a I sanct ions.

Every married or unmarried woman may go on

maternity leave for less than sixty (60) days. When a

female employee wants to report back to duty beforethe expiration of her maternity leave, she may beallowed to do so provided she presents a medicalcertificate that she is physically fit to assume theduties of her position.

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The formula of computation for this purpose is asfollows:

(Provided under CSC MC No. 14, s. 1999)

The Maternity leave with pay may be granted even ifdelivery occurs just a few days after the terminationof an employee's service. Maternity leave with pay

may be granted even if the delivery occurs not morethan 15 calendar days after the termination of an

employee's service as her right thereto has alreadyaccrued. Provided for under CSC MC No. 41 , s.

1998.

Maternity leave of a female employee on extendedleave of absence without pay. lf already entitled, awoman employee can still avail of sixty (60) daysmaternity leave with pay even if she is on extendedleave of absence without pay. Provided for underCSC MC No.41 , s. 1998.

Maternity leave of a female employee with pending

administrative case. Every woman employee in thegovernment servi@ is entitled to maternity leave ofabsence with pay even if she has a pendingadministrative case. (as amended by CSC

Resolution No. 021420 published Nov. 1, 2002).

Maternity leave of contractual employees. Allcontractual female employees whether or notreceiving 20% premium on their salary shall beentitled to maternity leave benefits like regularemployees. As amended by CSC Resolution No.

021420 Nov. 1,2OO2.

3.2.4 Parental Solo Leave for Solo Parent

3.2.3.6

3238

3239

3.2.3.10

The use, disclosure, reproduction, moditication, transfer of the document for any purpose in any form

or by any means without approval from MTRCB is $ictly wohibited. and maybe subject to disciplinaryand/or legal sanctions.

SALARY

Monthly Salary

Ratex Actual No. ofDays Worked

22 days

TAA?ET COPY

3.2.3.7

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3.2.4.1 RA 8972 & CSC MC No. 8, s. 2004, granted to soloparent to enable them to perform parental duties andresponsibilities where physical presence is requiredA seven (7) day leave is granted per year in additionto existing leave privileges. The Tday leave is non-cumulative and non-commutative.

3.2.5 Special Leave Benefit for Women

3.2.5.1 RA 9710 Any female employee, regardless of ageand civil status, shall be entitled to a special leave ofa maximum of two (2) months with full pay, provided

she has rendered at least 6 months aggregateservice in any of various government agencies forthe last twelve months prior to undergoing surgeryfor gynecological disorders. Availment of saidspecial leave shall be in accordance with List ofSurgical Operations for Gynecological Disorders.

3.2.5.2 Requirements for the availing benefit:

3.2.5.2.1 Duly accomplished Medical Certificate,filled-out by proper medical authorities;

Clinical Summary, reflecting thegynecological disorder;Histopathological Report, reflecting theoperative technique used for surgeryincluding the peri-operative period ofconfinement around surgery and

estimated period of recuperation;Xerox copy of list of gynecological

disorder, proper medical authorities mustidentify the gynecological disorder;

Clearance, if special leave benefit forwomen is a month or more.

3.2.5.2.2

3.2.5.2.3

3.2.6 Leave of Absence

32.6 1 ln general, appointive officials up to the level ofheads of executive departments, heads ofdepartments, undersecretaries and employees of the

MISTEI CO'Y

The use, disclosure, reproduction, moditication, transter of the document for any purpose in any torm

or by any means witholrt approval from MTRCB is *rictly prohibited, and maybe subject to disciplinaryand/or legal sanctions.

3.2.5.2 4

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government whether permanent, temporary orcasual, who render work during the prescribed officehours, shall entitle to fifteen (1 5) days vacation andfifteen (15) days sick leave annually with full pay

exclusive of Saturday, Sundays, Public Holidays,without limitation as to the number of days ofvacation and sick leave that theiraccumulate.(Amended by CSC MC Nos. 41, s. 1998

and 14 s. '1999).

3.2.7 Leave for Violence Victims against Women and Children

3 2.7 .1 ln addition to other paid leaves under existing laborlaws, company policies, and/or collective bargainingagreements, the qualified victim- employee shall beentitled to a leave of up to ten (10) days with full pay,

consisting of basic salary and mandatory allowancesfixed by the Regional Wage Board, if any.

3.2.7.2 The said leave shall be extended when the needarises, as specified in the protection order issued bythe barangay or the court.

3.2.8 Leave of absence of parttime employees

3.2.8.1 Employees rendering services on part-time basisentitled to vacation and sick leave benefitsproportionate to the number of work hours rendered.A part{ime employee who renders four (4) hours ofwork five (5) days a week or a total of 20 hours aweek is entitled to7.5 days vacation leave and 7.5days sick leave annually with full pay. (Amended byCSC MC No.41 , s. 1998)

3.2.9 Leave of absence of employee on rotation basis

3.2.9.1 Employee on rotation bases shall be entitled tovacation and sick leave corresponding to the periods

of service rendered by them. lf employee has beenallowed to work in two or more shifts or rotation, theperiods of actual service covered by each shift or

The use, disclosure, reproduclion, modification, transfer of the document tor any purpose in any torm

or by any means without approval from MTRCB is $rictly prohibited, and maybe subject to disciplinaryand/or lega I sanctio n s.

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rotation should be added together to determine thenumber of years, months and days during whichleave is earned. (Amended by CSC MC no. 41, s.

1998).

3.2.10 Leave of contractual employees

3.2.10.1 Contractual employees are likewise entitled tovacation and sick leave credits as well as specialleave privileges provided in Amended by CSC MC

no. 4'1, s. 1998 and 14, s.1999.

J,J CSC MC No. 08, 2014. Policy on the computation of salaries ofemployees on leave without pay. All absences of an official employeein excess of his accumulated vacation or sick leave credits earned shallbe without pay. When an employee, regardless of whether he hasleave credits or not, is absent on a day immediately preceding orsucceeding a Saturday, Sunday or holiday, whether such absent on

said Saturdays, Sundays and Holidays and shall not be deducted leave

credits.

3.4 CSC MC Nos. 41 and '14 respectively provides that an official/employeecan be dropped from the rolls "only" if she/he incurs 30 working days ofcontinued absence without official leave. However, there are instanceswherein officials/employees knowingly circumvent the rule by reportingback to work for brief periods after incuning prolonged unauthorizedabsences just to break continuity of their non-attendance.

3.5 Effect of absences without approved leave

3 5.1 An official employee who is continuously absent withoutapproved leave for at least thirty (30 working days shall beconsidered absence without leave (AWOL) and shall be

separated from the service or dropped from the rolls withoutprior notice. However, when it is clear under the obtainingcircumstances that the official or employee concerned, hasestablished a scheme to circumvent the rule by incurring

substantial absences through less than thirty working days (30)3x in a semester, such that a pattern is already apparentdropping from the rolls without notice may likewise be justified.

The use, disclosure, reffoduction, moditication, transter ot the document for any purpose in any form

or by any means without approval ftom MTRCB is incfly prohibited, and maybe subjecl to disciplinarya nd/o r le gal sa nction s.

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a Ea lf the number of unauthorized absences incurred is less thanthirty (30) working days, a written Return-to Work Order shall

be served to him at his known address on record. Failure on

his part to report for work within the period stated in the ordershall be valid ground to drop him from the rolls.

3.6 Study Leave

3.6.1 Officials and employees, excluding those in the teachingprofession who are covered by different provisions of law, may

apply for study leave to the following conditions:

3.6.'t .1 The study leave rs a time-off from work notexceeding six (6) months with pay for qualified

officials and employees to help them prepare fortheir bar or board examinations or complete theirmaster's degree. For completion of master'sdegree, the study leave shall not exceed four (4)

months.

3.6.1 .2 The leave shall be covered by a contract betweenthe agency head or authorized representative andthe employee concerned. No extension shall beallowed if the officials or employees avail of themaximum period of leave allowed herein. lf theyneed more time to complete their studies, they mayfile a leave of absence chargeable against theirvacation leave credits.

3.6.2 The beneficiary of such leave shall be selected based on thefollowing requirements:

5.O.2. I The official/employee must have bachelor's degreethat requires the passing of the bar or a boardlicensure examination for the practice of profession;

3.6.2.2 The profession or field of study to be pursued mustbe relevant to the agency's mandate, or to the dutiesand responsibilities of the concerned official oremployee, as determined by the agency head;

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3.O.1.3 The employee must have rendered at least two (2)years of service with at least very satisfactoryperformance for the last two rating periods

immediately preceding the application;

3.624 The employee must not have any current foreign orlocal scholarship grant;

3.6.2.5 The employee must have fulfilled the serviceobligation of any previous training/scholarship/studyleave grant, and

3.6.2 6 The employee must have a permanent appointment.However, as the purpose of granting study leave is

to develop a critical mass of competent and efficientemployees which will redound to the improvement ofthe agency's delivery of public services, employeeswith coterminous appointment may be allowed toavail of the study leave provided that they:

3.6.2.6.1 Meet the requirements under 3.6.2.1 -3.6.2.6.

3.6.2.6.2 Would be able to fulfil the required serviceobligation; and

3.6.2.6.3 Are not related to the head of agency orto any member of a collegial body orboard, in case of constitutional offices andsimilar agencies, within the 4th degree ofaffinity or consanguinity.

3.6.3 The service obligation to the agency shall be as follows

Period of Grant Service Obligation

One (1) month Six (6) months

Two (2) to three (3) months One (1) year

More than three (3) months tosix (6) months

Two (2) years

3.6.4 Should the official or employee fail to render in full the serviceobligation referred to in the contract on account of voluntaryresignation, optional retirement, expiration of term of

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appointment for coterminous employees, separation from theservice through one's own fault, or other causes within one'scontrol, the official or employee shall refund the gross amountof salary, allowances and other benefits received while on

study leave proportionate to the balance of the serviceobligation required based on the following formula:

R= SOR-SOS X TCR

Where

soRfi=TCR=

SOS=

SOR=

The beneficiaries of the study leave shall inform theirrespective agencies in writing, through the personnel

office, of their failure to take the bar/board examination orto complete their master's degree for which they weregranted the study leave. They shall also refund to theagency all the salaries and benefits received during thestudy leave. Further, for causes within control, they shallbe warned that a repeat of the same would bar thescholarship grant whether foreign or local.

3.1 .1 .2. Study Leave Pro-Forma Service Contract shall be madereadily available prior to availing such leave.

3.2. Special Leave Privileges

3.2.1 ln addition to the vacation, sick, maternity and paternity leave,officials and employees except teachers and those covered byspecial laws, are granted Special Privilege Leave (SPL) Anemployee can still avail of his birthday or wedding anniversary leaveif such occasion falls on either a Saturday, Sunday or Holiday, eitherbefore or after the occasion.

3.2.2. Special Privilege Leave (SPL) Employees apptying for SpecialPrivilege Leaves shall no longer be required to present proof that

Refund

Total Compensation

Received (gross salary,

allowances and otherbenefits)

Service Obligation Served

Service Obligation Required

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they are entitled to avail such leaves. Three-day limit for a given yearshall be strictly observed: and employee can avail of one specialprivilege leave for three (3) days or a combination of any of theleaves for maximum of three days in a given year. Special leaveprivilege is non-cumulative and strictly non- convertible to cash.

3.2.2.1 . Personal milestones such as birthdays/wedding/weddinganniversary celebrations and other similar milestones,including death anniversaries.

3.2.2.2 Parental obligations such as attendance in schoolprograms, PTA meetings, graduations, first communion,medical needs, among others, where a child of thegovernment employee is involved.

3.2.2.4 Domestic emergencies such as sudden urgent repairsneeded at home, sudden absence of a "yaya" or maid,and the like.

3.2.2.5 Personal transactions to cover the entire range oftransactions an individual does with government andprivate offices such as paying taxes, court appearances,arranging a housing loan, etc.

3.2.2.6. Calamity, accident, hospitalization leave pertain to forcemajeure events that affect the life, limb and property of theemployee or his immediate family

3.2.2.7 An employee can still avail of his birthday or weddinganniversary leave if such occ€lsion falls on either aSaturday, Sunday or Holiday, either before or after theoccasion.

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DOCUMENT NAME

3.2.2.3. Filial obligations to cover the employee's moral obligationtoward his parents and siblings for their medical andsocial needs.

3.2.2.8. Employees applying for special privilege leaves shall nolonger be required to present proof that they are entitledto avail such leaves.

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Three-day limit for a given year shall be strictly observed:and employee can avail of one special privilege leave forthree (3) days or a combination of any of the leaves formaximum of three days in a given year. Special leaveprivilege is non-cumulative and strictly non-convertible tocash

3.2.2.10. lmmediate family in Rule I (Definition of Terms) refers tospouse, children, parents, unmarried brothers and sistersor any relative living under the same roof or dependentupon the employee for support.

3.3. Monetization of Leave Credits

Officials and employees whether permanent, temporary, casual, orcoterminous, who have accumulated fifteen (15) days of vacationleave credits shall be allowed to monetize a minimum of ten ("10)

days: Provided, that at least five (5) days is retained aftermonetization and provided further that a maximum of thirty (30) daysmay be monetized in a given year.

352 Monetization oI 5Oo/o or more of vacation/sick leave credits.Monetization of fifty percent (50%) or more of the accumulated leavecredits may be allowed for valid and justifiable reasons such as:

3.3.2.1

3.3.2.2

3.3.2.3

3.3.2.4

3.3.2.5

The use, disclosure, reqoduction, modifrcation,or by any means witholtt approval from MTRCBand/or lega I sa nctio ns.

Health, medical and hospital needs of the employee andthe immediate members of his/her family;Financial aid and assistance brought by force majeureevents such as calamities, typhoons, fire, earthquake andaccidents that affect the life, limb and property of theemployee and his/her immediate family;Educational needs of the employee and the immediatemembers for his/her family;Payment of mortgages and loans which were entered intofor the benefit or which inured to the benefit of theemployee and his/her immediate family;ln case of extreme financial needs of the employee orhis/her immediate family where the presents sources ofincome are not enough to fulfill basic needs such as food,shelter and clothing;

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3.2.2.9.

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3.3.2.6

3.3.2.7

3.3.2.8

3.3.2.9

The use, disclosure, reproduction, modification,or by any means without approval from MTRCBa nd/or lega I sa nction s.

Other analogues cases as may be determined by theCommission.The monetization of 50% or more of the accumulatedleave credits shall be upon the favorable recommendationof the agency head and subject to availability of funds.lmmediate family is used herein as defined in Rule I

(definition of Terms) of the Omnibus Rules lmplementingthe administrative Code of 1987. As amended by CSCResolution No. 020731 published June 7, 2002.Computation of Leave Monetization.

3.3.2.9.1. Either of the follcnring formula shall be usedfor the computation of Monetization of LeaveCredits:

OR

Monthly

Salary XNo. of days to be

Monetized

Money value of the

monetized leave20.916667*

*Constant Factor based on Section 40 of CSC MC No.

14, s. 1999* Equivalent number of days in a month forcomputation of MLC based of the total number of workingdays per year (249) [Section 40 of CSC MC No. 14, s.

19991 divided buy the number of months in a year (12).

"As amended by CSC MC No. 8 s. 2003. Also, the

Commission further reiterates its policy on MaternityLeave be as follow. Salaries for the actual servicerendered within the unexpired portion of the maternityleave shall be computed based on the daily wage rate.

Pursuant to R.A. 6758 (Salary Standardization Law), thedaily wage rate shall be determined by dividing themonthly salary by 22working days in a month.

3.4. Five days forced/mandatory leave

3.4.1 . All officials and employees with 10 days or more vacation leavecredits shall be required to on vacation leave whether continuous

transter of the document for anyis stictly prohibited, and maybe s

purpose in any formubjecl to disciplinary

Monthly

Salary x

No. of days to

be monetized

x CF(.0481927)-

Money value

of the

monetized

leave

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or intermittent for a minimum of five (5) working days annually underthe following conditions:

3.4.1 .1 The head agency shall, upon prior consultation with theemployees, prepare a staggered schedule of themandatory five-day vacation leave of officials andemployees, provided that he may, in the exigency of theservice, cancel any previously scheduled leave.

3.4.1 .2 The mandatory annual five-day vacation leave shall beforfeited if not taken during the year. However, in caseswhere the scheduled leave has been cancelled in theexigency of the service by the head of agency, thescheduled leave not enjoyed shall no longer be deductedfrom the total accumulated vacation leave.

3.4.1 .3. Retirement and resignation from the service in a particularyear without @mpleting the calendar year do not warrantforfeiture of the conesponding leave credits if concernedemployees opted not to avail the required five-daymandatory vacation leave.

Those with accumulated vacation leave less than ten(10)days shall have the option to go on forced leave or not.However, officials and employees with accumulatedvacation leave of "15 days who availed of monetization for10 days, under Section 22 hereot, shall still be required togo on forced leave. Amended by CSC MC No. 41 , s1998.

3.5. Accumulation of vacation and sick leave

3.5.1 Vacation and sick leave shall be cumulative and any part thereofwhich may not be taken within the calendar year may be carried overto the succeeding years. Whenever any official or employee retires,voluntarily resigns, or is allowed to resign or is separated from lheservice through no fault of his own, he shall be entitled to thecommutation of all the accumulated vacation and/or sick leave to hiscredit, exclusive of Saturdays, Sundays, and holidays, withoutlimitation as to the number of days of vacation and sick leave that he

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may accumulate provided his leave benefits are not covered byspecial law.

a Fa When a person whose leaves have been commuted following his

separation from the service is reemployed in the govemment beforethe expiration of the leave commuted, he shall no longer refund themoney value of the unexpired portion of the said leave. lnsofar andhis leave credits are concemed, he shall start from zero balance.Amended by CSC MC No. 4'l , s. 1998.

Computation of vacation leave and sick leave. Computation ofvacation and sick leave shall be made on the basis of one (1) dayvacation leave and one day sick leave for every 24 days of actualservice using the tables of computation as follows: (Provided forunder CSC MC No. 41 , s. 1998 and further amended by CSC MC

No. 14, s. 1999).

Table IVACATION SICK LEAVE CREDITS EARNED ON A MONTHLY 8AS'S

VACATION LEAVE

EARNEO

SICK LEAVE EARNED

1.25

2.503.755.006.257.508.75

10.0011.25

12.5013.75

15.00

't.25

2.503.755006.257.5087510.0011.25

12.50

13.7515.00

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3.5.3.

NUMBER OF MONTHS

1

23

4

567

II10

11

12

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Table llVACATION AND SICK LEAVE CREDITS EARNED ON A DAILY BASIS

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transfer of the document for any purpose in any form

NUMBER OF DAYS VACAT'ON LEAVEEARNED

SICK LEAVE EARNED

1

23

5

5

o

7

8

I10

11

12

13

14

15

16

17

18

19

20

21

2223

252627282930

.042

.083

.125

.167

.208

.250

.292

.333

.375

.417458.500.542.583

.625

.667

708750.792

.833

.875

.917

9581.000

1.0421.083

1.1251.1671.208

1.250

is sirictly prohibited, and maybe subject to disciplinary

.o42

.083

.125

.167

.208

.250

.292

.333

.375

.417

.458

.500

.542

.583

.625

.667

.708

.750

.792

833

875.917

.9581.0001.O42

1.0831.125

1.1671.208

1.250

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Table lllLEAVE CRED'TS EARNED IN A MONTH BY OFFICIAUEMPLOYEEWTHOUT

ANY VACATION LEAVE CREDIT LEFT

NO. OF

DAYS

PRESENT

NO. OF

DAYS ON

LEAVEWTHOUT

PAY

LEAVECREDITS

EARNED

30 0029.5029.0028.5028 0027 5027.OO

26.50

26.0025.5025.OO

24.5024.OO

23 50

23.0022.5022.0021 .50

21.0020.5020.0019.5019.00

18.5018.0017.50

17.0016.5016.00

15.5015.00

0.000.50

1.001502.OO

2.503.003.504.004.505.005.506.006.507.OO

7.508.008.509.009.5010.0010.50'11.00

1'1.50

12 0012.5013 0013.5014.O0

14.5015.00

1.2501.2291 2081.1881.1671.1461.1251.1041.0831 0631.0421.0211.0000.979

0 9580.938o.9170 8960.8750.854

0.8330.8130.792

0.771

0.7500.7290 7080.6870.667

0.6460.625

tltTEt cotY

NO. OF

DAYS

PRESENT

NO. OF

DAYS ON

LEAVEWlTHOUT

PAY

LEAVECREDITS

EARNED

14.5014.0013.5013.0012.5012.OO't1.50

11.0010.5010.009.509.008.508.007.507.OO

6.506.005.505.00

4.504.003.50

3.002.502.OO

1.50'1 .00

0.50

0.00

15.5016.00'16.50

17.0O

17.5018.0018.5019.0019.50

20.0020.5021.0021.5022.O4

22.5023.0O

23.5024 0024.5025 00

2s 5026.0026.50

27.0O

27 5028.0028.5029.OO

29.50

30.00

0.6040.5830.562o.542o.5210.500o.4790.4580.4370.4170 396

0.3750.3540 333o.3120.2920.271

o.250o.2290 208o 187

0.1670.1460.1250.'104

0.083

o 062o.o420.o21

0 000

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TABLE IVCONVERS/ON OF WORKING HOURS/MINUTES INTO FRACTIONS OF A DAY

Based on 8-Hour Workday

HOURS

1

Z

34

567

I

EQUIVALENT DAY

MINUTES EQUIV. DAY MINUTES EQUIV. DAY

1

2

345

67

I910

11

12

13

14

15

16

17

18

192021

22

232425

26

31

32.2.)

34353637

3B

39

40

41

42434445

46

474849tro

51

52

53

5455

56

.065

.067

.069

.071

.o73

.o75077.079

.081

.083

.085

.087

090092

.094096

098100

.102104106

108

110112

115

117

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.125

.250

.375

.500

.625

.750

.8751.000

.002

.004

.006

.008

.010

.o12015017019.021

.o23

.o25027.029.031

.033

.035

037

.040

.042

.044046

.048

.050052

.054

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27282930

056058060062

E-7

58qo

60

119

121

123

125

3.6. Actual service defined

361 Leave of absence without pay for any reason other than illness shallnot be counted as part of the actual service rendered: Provided, thatin computing the length of service of an employee paid on the dailywage basis, Saturdays, Sundays or holidays occurring within aperiod service shall be considered as service although he did notreceive pay on those days inasmuch as his service was not thenrequired.

3.6.2 A fraction of one-fourth or more but less than three-fourth shall beconsidered as one -half day and a fraction of three-fourths or moreshall be counted as one full day for purposes of granting leave ofabsence (Amended by CSC MC No.41, s. 1998).

3.7. Computation of leave for employees with irregular work schedule

37.1 Employees, including, among others, hospital personnel, whosework schedules are irregular and at times include Saturdays,Sundays, and legal holidays and are instead off-duty on other days,their ofkuty days regardless or whether they fall on Saturdays,Sundays, or holidays during the period of their leave, are to beexcluded in the computation of vacation and sick leave. ln otherwords, if an employee is off-duty, say for two (2) days falling onSaturdays, Sundays, or holidays, these occurring within the period ofauthorized leave are to be excluded in the deduction of the numberof leave from earned leave credits of the employee. (Amended byCSC MC No.41, s. 1998).

3.8. Computation of leave for employees observing flexible working hours

3.8.1. Employees observing flexible working hours who render less thanthe usual eight (8) hours of work per day but complete the forty (40)hours of work in a week, shall be deducted from their leave creditsonly the numbers of hours required to be served for a day but whichwas not served. Any absence incuned must be charged proportion

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to the number of hours required for a day's work. The number ofhours to be served for a day refers not to the eight (8) regular hoursbut to the number of hours covered by the core hours prescribed inthe agency concerned.

3.82 Compensatory service may be availed of outside of the regularworking hours, except Sundays, to offset non-attendance orundertime during the regular office hours subject to the writtenapproval of the agency's proper official. Each government office shallformulate its own internal regulations for this purpose. (Amended by

CSC MC Nos.41 , s. 1998 and14, s. 1999)

3.9. Computation of salary prior to leave

3.9.1 The proper head of department, local government unit, andgovernment-owned or controlled corporation with original chartermay, in his discretion, authorize the communication of the salary thatwould be received during the period of vacation and sick leave ofany appointive official and employee and direct its payment at thebeginning of such leave from the fund out of which the salary wouldhave been paid. (Amended by CSC No. 41, s.1998).

3.10.Absence on the regular day for which suspension of work is announced

3. 10. 1 . Where an official or an employee fails to report for work on a regularday for which suspension of work is declared after the start of regularworking hours, he shall not be considered absent for the whole day.lnstead, he shall only be deducted leave credits or the amountcorresponding to the time when official working hours start up to thetime the suspension of work is announced. (Amended by CSC MCNos. 41 , s. 1998 and further amended by CSC No. 14, s. 1999).

3.'1 1 . Leave of absence without pay on a day immediately preceding orsucceeding Saturday, Sunday or Holiday

3.11.1. \Men an employee, regardless of whether he has leave credits ornot is absent on a day immediately preceding or succeeding aSaturday, Sunday or Holiday whether such absence is continuous ornot, he shall not be considered absent on said Saturdays, Sunday orHolidays and shall not be deducted leave credits. He shall neither

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receive salary for those days. (Amended by CSC Nos. 41, s. 1998and 14, s. 1999)

3.1 2. Tardiness and undertime are deducted against vacation leave credits

3.12.1 . T ardiness and undertime are deducted from vacation leave creditsand shall not be charged against sick leave credits, unless theundertime is for health reasons supported by medical certificate andapplication for leave. (Provided for under CSC MC No. 41, s. 1998).

3.1 3. Terminal Leave

3.13.1. Terminal is applied for by an official or employee who intends toserver his connection with his employer. According, the filing ofadaptability for terminal leave requires as a condition sine qua non,the employee's resignation, retirement or separation from theservice. lt must be shown first that public employment ceased by anyof the said modes of severance. (Provided for under CSC MC No.41 , s. 1998).

3.13.2. Approval of terminal leave. Application for commutation of vacationand sick leave in connection with separation through no fault of anofficial or employee shall be sent to the head of departmentconcerned for approval- ln this connection, clearance from theOmbudsman is no longer required for processing and payment ofterminal leave as such clearance is needed only for payment ofretirement benefits. (Amended by CSC MC No. 41 , s. 1998).

3.13.3. Payment of terminal leave. Any official /employee of the government

who retires, voluntarily resigns, or is separated from the service andwho is not otherwise covered by special law, shall be entitled to thecommutation of his leave credits exclusive Saturdays, Sundays andHolidays without limitation and regardless of the period when thecredits were earned. (Amended by CSC MC No. 41, s 1998).

3. 13.4. Period within which to claim terminal leave pay. Request forpayment of terminal leave benefits must be brought within ten (10)years from the time the right of action accrues upon an obligationcreated by law. (Amended by CSC MC No. 41 , s. 1998).

The use, disclosure, reproduction, modification,or by any means without approval Aom MTRCBand/or legal sanctions.

transfer of the document for any purpose in any formis *rictly prohibited, and maybe subject to disciptinary

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3.1 3.6. Computation of terminal leave. The terminal leave benefits shall becomputed as follows:

TLB SxDxCFWhere TLB Terminal leave benefits

S Highest monthly salary received

DNo. of accumulated vacation and sick leave

credits

CF Constant factor is .C/.81927

The constant factor was derived from this formula

12 120481927

365 - (1O4 +12) 249

3.14. Official/Employee on terminal leave does not earn leave credits

3.14.2. Public officials and employees on extended service are entitled tofifteen (15) days vacation and fifteen (15) days sick leave annuallysubject to the following guidelines:

TAS?ER CO?Y

Ihe use, discrosu re, re Vod uction, modification,or by any means without approval from MTRCBand,/or lega I sanctio n s.

transfer of the document for any purposeis stricfly trohibited, and maybe subject to


365 Days in a year

104 Saturdays & Sundays in a year

12Legal holidays in a year (in accordance with RA

No.9849)

12 Months in a year

OPERATIONS MANUAL

3.13.5. Basis of computation of terminal leave. Payment of terminal leavefor purpose of retirement of voluntary resignation shall be based onthe highest monthly salary received at any time during his period ofemployment in the government service and not on his latest salary,

unless the latter is the highest received by the retiree. (Amended byCSC MC No 2, s 2016)

3.14.1. The official/employee who is on terminal leave does not earn anyleave credits as he is already out of the service. While on terminalleave, he merely enjoys the benefits derived during the time of suchemployment. Consequently, he is no longer entitled to the benefits orsalary increases that may be granted thereafter. (Amended by CSCMC No.41, s. 1998).

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3.14.2.1

3.14.2.2

3.14.2.3

3.14.2.4

The use, disclosure, reproduciion, modification,or by any means without approval from MTRCBand/or legal sanctions.

Leave credits eamed on extended service are non-commutative. Thus, unused leave credits may not beconverted to their corresponding money value;Leave credits earned on extended service are non-cumulative hence, unused leave credits within thecalendar year may not be carried over to the succeedingyears;

Executive Order No. 1077 daled January 9, 1986 andother laws and rules on leave are applicable to officialsand employees on extended service insofar as they notinconsistent with the preceding guidelines. *As amendedby CSC Resolution No. 04{229 published March 15,

2004.A person appointed to a coterminouslprimarily confidentialposition who reaches the age of 65 years is consideredautomatically extended in the service until the expiry dateof his/her appointment or until his/her services are earlierterminated. Thus, a conterminous/primarily confidentialemployee is also entitled to the sick and vacation leavecredits subject to the rules provided herein.

3.15.1. An official or employee who applies for vacation or sick leave shallbe granted leave with pay at the salary he is cunently receiving.(Amended by CSC MC No. 41, s. 1998).

3.16. Leave during probationary period

3.1 7. Transfer of leave credits

3.1 7.1 . When an official or employee transfers from one government agencyto another, he can either have his accumulated vacation and/or sickleave credits commuted or transferred to his new agency.

HASTEN COPY

transfer of the document for ant purpose in any formis stictly prohibited, and maybe subject to disciptinary

BEMPLOYEE BENEFITS AND WELFARE

3.15. Basis for computation of salary during leave with pay

3.16.1. An employee still on probation may already avail of whatever leavecredits he has earned during said period. Accordingly, any leave ofabsence without pay incurred during the period of probation shallextend the completion thereof for the same number of days of suchabsence.

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3.17.2. The second option can be exercised as a matter of right only by anemployee who does not have gaps in his service. However, a gap ofnot more than one month may be allowed provided same is not dueto his fault. The option to transfer accumulated leave credits can beexercised within (1) year only from the employee's transfer to thenew agency. This provision is not applicable to transfer of leave

credits of uniformed personnel from the military to the civilianservice. (Amended by CSC MC No. 41 , s. '1998).

3.18.1. An official or employee who failed to transfer his leave credits to thenew office in the line with the provisions in the preceding sectionmay claim the money value of such leave credits from the officewhere earned. (Provided for under CSC MC No, 41 , s. 1998).

3.19. Period within which to act on leave application

3.19.1. Whenever the application for leave of absence, including terminalleave, is not acted upon by the head of agency or his duly authorizedrepresentative within five (5) working days after receipt thereof, the

application for leave of absence shall be deemed approved.(Amended by CSC MC No.41, s.1998)

3.20. Effect of unauthorized leave

3 20 1. An official/employee who is absent without approved leave shall not

be entitled to receive his salary corresponding to the period of hisunauthorized leave of absence. lt is understood, however that hisabsence shall no longer be deducted from his accumulated leavecredits, if there ateany. (Amended by CSC MC No 41, s.1998).

3.21. Application for vacation leave

3.21 .1. All applications for vacation leave of absence for one (1) full day ormore shall be submitted on the prescribed form for action by theproper head of agency five (5) days in advance, whenever possible,of the effective date such leave. (Amended by CSC MC No. 41 ,

s.1 998).

iltttcr corv

transfer of the document for any purpos€ in any formis grictly prohibited, and maybe subject to disciptinary

3.18. Remedy when transfer of leave credits denied

3.22. Approval of vacation leave

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3.22.1 . Leave of absence for any reason other than illness of an official oremployee or of any member of his lmmediate family must becontingent upon the needs of the service. Hence, the grant ofvacation leave shall be at the discretion of the head ofdepartmenVagency. (Amended by CSC MC No. 41 , s.'1998).

3.23.2. Sick leave may be applied for in advance in cases where the officialor employee will undergo medical examination or operation oradvised to rest in view of ill health duly supported by a medicalcertificate.

3.23.3. ln ordinary application for sick leave already taken not exceeding five

days, the head of department or agency concerned may dulydetermine whether or not granting of sick leave is proper under thecircumstances. ln case of doubt, a medical certificate may berequired. (Amended by CSC MC No. 41 , s.1 998).

3.24. Approval of sick leave

3.24.1. Sick leave shall be granted only on account of sickness or disabilityon the part of the employee concerned or of any member of hisimmediate family.

3.24.2. Approval of sick leave, whether with or without pay, is mandatoryprovided proof of sickness or disability is attached to the applicationin accordance with the requirements prescribed under the precedingsection. Unreasonable delay in the approval thereof or non-approvalwithout justifiable reason shall be a ground for appropriate sanctionagainst the official concerned. (Amended by CSC MC No. 41, s.1998and 14, s. 1999).

TIASTER COPY

transfer of the document for any purpse in any fomis *rictly prohibited, and maybe subject to disciptinary

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3.23. Application for sick leave

3.23.1. All applications for sick leave of absence for one full day or moreshall be made on the prescribed form and shall be filled immediately

upon employee's return from such leave. Notice of absence,however, should be sent to the immediate supervisor and/or to the

agency head. Application for sick leave in excess of flve (5)

successive days shall be accompanied by a proper medicalcertificate.

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3.25. Rehabilitation leave for job-related injuries

Applications of officials and employees for leave of absence on

account of wounds or injuries incurred in the performance of dutymust be made on the prescribed from, supported by the proper

medical certificate and evidence showing that the wounds or injurieswere incurred performance of duty. The head of departmenUagencyconcerned shall direct that absence of an employee during hidperiod of disability thus occasioned shall be on full pay, but notexceed six (6) months. He shall also authorize the payment ofmedical attendance, necessary transportation, subsistence andhospital fees of the injured person. Absence in the casecontemplated shall not be charged against sick leave or vacationleave, if there are any. (Amended by CSC MC No. 41 , s.1998).

3.26. Leave without pay

3.26.1. All absences of an official or employee in excess of his accumulatedvacation or sick leave credits earned shall be without pay. Tocompute the salary of employees who incur LWOP in a given month,

use the following formula:

Salary

No. of Days Paid

Status XMonthly

Salary22 days

3.26.2. When an employee had already exhausted his sick leave credits, hec€rn use his vacation leave credits but not vice versa. (Amended byCSC MC Nos. 41 , s. 1 998 and 14, s. 1999) *See also Guidelines forAvailing of the Rehabilitation Privilege (CSC-DBM Joint Circular No.1, s 2006).

3.27. Limit of leave without pay

3.27 .1. Leave without pay not exceeding one year may be granted, inaddition to the vacation and/or sick leave earned. Leave without payin excess of one month shall require the clearance of the properhead of department or agency. (Amended by CSC MC No. 41 ,

s 1998).

The use, disclosure, reproduclion, modifrcation,or by any means without approval from MTRCBa nd/or lega I sancf io ns.

transter of the document for any purpose in any formis stictly prohibited, and maybe subject to disciplinary

MANUAL TITLE

3.25.1

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3.28. \Men leave without pay is not allowable

3.28.1. Leave without pay shall not be granted whenever an employee hasleave with pay to his credit except in the case of secondment.(Amended by CSC MC No.41, s.1998).

3.29. Seconded employee on leave without pay from his mother agency

3.29.1. The seconded employee shall be on leave without pay from hismother agency for the duration of his secondment, and during suchperiod, he may earn leave credits which is commutable immediatelythereafter at and payable by the receiving agency. (Provided by CSCMC No.41 , s.1998).

3.30. Effect of vacation leave without pay on the grant of length of service stepincrement

3.30.1. For purposes of computing the length of service for the grant of stepincrement, approved vacation leave without pay for an aggregate offifteen (15) days shall not interrupt the continuity of the three year

service requirement for the grant of step increment. However, f thetotal number of authorized vacation leave without pay included withinthe three (3) year period exceeds fifteen ("15) days, the grant of one-step increment will only be delayed for the same number of days thatan official or employee was absent without pay. (Provided by CSCMC No.41, s.1998).

3.31 . Effect if pending administrative case against an official or employee

3.31.1. An official or an employee with pending administrative case/s is notbarred from enjoying leave privileges. (Amended by CSC MC No.41, s.1998).

3.32. Effect of failure to report for duty after expiration of one (1) year leave

3.32.1 . ll an official or an employee who is on leave without pay pursuant toSection 57 hereto, fails to report for work at the expiration of oneyear from the date of such leave, he shall be consideredautomatically separated from the service. (Amended by CSC MC No.41, s.1998)

The use, disclosure, reproduction, modifrcation, tran

TASTER COPY

sfer ot the document for any purpose in any formor by any means without apffoval from MTRCB isand/or legal sanctions

strictly prohibited, and maybe subject to disciplinary


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3.33. Effect of absences without approved leave

333 1

3.34.1. While the incumbent is on vacation or sick leave with or without pay,

his position is not vacant. During the period of such leave therefore,only substitute appointment can be made to such position. (provided

for under CSC MC No. 41, s."1998).

3.35. Effect of decision in administrative case

3.35.1. An official or employee who has been penalized with dismissal fromthe service is likewise not barred from entitlement for his terminalleave benefits. (Amended by CSC MC Nos.41 , s.1998 and 14, s.

1999).

3.36. Effect on exoneration from criminal/administrative case

3.36.1. ln general, officials and employees who have been dismissed fromthe service but who were later exonerated and thereafter reinstated,are entitled to the leave credits during the period they were out ofservice. (Amended by CSC MC No.41, s.1998)

ASTEN COPV

The use, disclosure, reproduction, modification,or by any means without approval from MTRCBand/or legal sanctions.

transfer of the document for any purposeis grictly prohibited, and maybe subject to


An official or an employee who is continuously absent withoutapproved leave for at least thirty (30) working days shall be

considered on absence without official leave (AWOL) and shall beseparated from the service or dropped from the rolls without pnor

notice. He shall, however, be informed, at his address appearing on

his 201 files or at his last known written address, of his separationfrom the service, not later than five (5) days from its effectivity. lf thenumber of unauthorized absences incuned is less than thirty (30)

working days, a written Returnto-Work Orders shall be served tohim at his last known address on record. Failure on his part to reportfor work within the period stated in the Order shall be a valid ground

to drop him from the rolls. (Amended by CSC MC Nos.41,s.1998and 14, s.'1999).

3.34. Status of the position of an official or employee on vacation or sick leave

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4.0 PROCEDURES

4.1 Daily Time Attendance

The use, disclosure, reproduction, modification, transfer of the document for any purpose in any formor by any means without apyoval lrom MTRCB is

ResponsiblePerson Output


List ofPersonnel,DTR

1. Prepares Daily Time Record(DTR) cards for all MTRCBpersonnel every last day ofthe month indicating thereinthe names, official time andthe card number of eachpersonnel.

Used DTRs 2. Collects all thechecks entriescomputation.

DTRs and

for payrollCollated andchecked DTRs

DTRs,

Application forLeave,

OvertimeServiceAuthorizatrons,OfficialBusiness Trip

3. Prepares the Reports onLeaves/ Absences andTardiness/ Undertime on amonthly basis.

ReportsLeaves/AbsencesTardiness/Undertime

on

and

Administrative

Aide llReports onLeaves/Absences andTardiness/Undertime

4. Submits the Reports onLeaves/ Absences andTardiness/ Undertime forreview and signature of ChiefAdministrative Officer,Executive Director ll andChairperson.

Signed/approvedReports on

Leaves/Absences andTardiness/Undertime

5. Once approved, distributescopies to Division Heads andCommission on Audit (COA)

TransmittedReports onLeaves/

Absences andTardiness/Undertime

and/or legal sanctions.strictly prohibited, and maybe subject to disciplinary

lnput Activity

Prepared DTRs

Signed/approvedReports onLeaves/

Absences andTardiness/Undertime

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4.2 Preparation ol Salaries ancl Other BenefitsPreparation

General Payroll

The use, disclosure, reproduction, modification,or by any means without aptroval Aom MTRCBand/or legal sa ncl ion s.

transter of the document for aiy purpose in any form


AdministrativeAide ll

6. After the computation of data,returns the DTR to respectiveemployees for signature.

Signed DTRs

7. Bundles the cards, labelsthem for safekeeping.

ResponsiblePerson



MemorandumAppointment

1. Prepares list of scheduledMTRCB personnel Step-lncrements or Salary lncreasefor the current year.

List ofscheduledMTRCBpersonnel Step-lncrements orSalary lncreasereport

Taxes andpremiums

2. Requests Accounting Unit forthe list of taxes and premiums

to be withheld from all theMTRCB personnel for the year.

Updated taxesand premiums

of personnel

All salarydeductions,loan billings/statements

3. Computes mandatory salarydeductions, and checksvarious loan billings/statementsfrom GSIS, HDMF, PHIC, etc.

Summarydeductions

of

Total pay,

Summary ofdeductions

4. Finalizes the computation ofnet salaries over all deductionsand checks if within the P3,500minimum net take home pay ofeach employees.

Final

ComputationNet Salary

Final

Computation:5. Encodes the

deductions ofsalaries andeach MTRCB

Updated PayrollSystem,

ruasTEh copY

is slrictly Nohibited, and maybe subject to disciptinary

ResponsiblePerson

DTRs

Signed DTRs Labeled and

stored DTRs

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ResponsiblePerson


Net Salary personnel in the PayrollSystem.

GeneratedGeneral payroll


Generalpayroll

6. Checks the amount of salariesand verifies the completenessof the data. lf there's no erroraffixes initials in the GeneralPayroll. lf not returns to SeniorAdministrative Assistant ll forcorrection.

Signed Generalpayroll


SignedGeneralpayroll

7. Forwards and asks Budget

Unit to receive the GeneralPayroll for fund allocation.

Endorsed

General payroll

4.3 Application for Leave Process

The use, disclosure, reryoduction, modification,or by any means without approval from MTRCBand,/or legal sanctions.

TIASTER COPY

transferis Sictly

of the document for any purpose in any fomptohibited, and maybe subject to disciplinary

ResponsiblePerson



Applicationfor Leave

1 . lssuesforms.

appropriate leave lssuedApplication forLeave

Applicationfor Leave

2. Receives accomplished andapproved Application forLeave Form by the Unit Head.

Receiptapprovedform

ofleave

SeniorAdmrnistrativeAssistant ll

ApprovedIeave form

3. Checks the balance for leaveapplied for; writes it on theapplication and affixes initialsbelow the name of ChiefAdministrative Officer.

Updated leaveform

Adm inistrativeAide ll

Updatedleave form

4. Fonarards

Administrativesignature.

to ChiefOfficer for

CAO approvedleave form

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CAO

approvedleave form

5. Submits leave formsExecutive DirectorChairperson for approval.

tolt

ED/Chairperson approvedleave form

6. Recerves the approvedApplication for Leave Forms.

Receipt ofED/Chairpersonapproved leaveform


Receipt ofED/Chairperson approvedleave form

7. Updates/ posts the availedleave in the Report onLeaves/Absences andTardiness/ Undertime andEmployee's Leave Cards.

Updated leavebalance & leavecards


UpdatedApplicationfor Leave

8. lssues copy of processed

application for leave toemployee concerned and filesthe original copy in per

employee file.

lssued UpdatedApplication forLeave

4.4 Assignment Slip and Employee Pass

ResponsiblePerson



OfficialBusiness Slipform

1. lssues Official Business Slip torequesting employees.

lssued OfficialBusiness Slip

ApprovedOfficialBusiness Slip

2. Upon receipt of approvedOfficial Business Slip, checks ifthe form is signed by theDivision Head.

Checked OfficialBusiness Slip


3. Records the Offlcial BusinessSlip in the database.

TASTET CO'Y

The use, disclosure, reproduction, modifrcation,or by any means without approval from MTRCBa nd/or legal s a nc:tio n s.

transfer of the document for any purposeis strictly gohibited, and mabe subject to

in any fomdisciplinary

ED/Chairpersonapproved leaveform

Checked

OfficlalBusiness Slip

Updateddatabase

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CheckedOfficialBusiness Slip

4. Submits to the Guard on Dutyfor recording of actual time ofdeparture and return ofemployees in the OfficialBusiness Slip.

Updated time inOfficial BusinessSlip


5. Upon receipt of completed OB

Slip from Guard on Duty,

checks @mpleteness ofdata/entries.

OB

Completelyfilled-out OB

Slip

6. Files copy Filed copy

4.5 Leave Card Administration

ResponsiblePerson



1 Prepares Employees LeaveCards from the date ofemployment with the Bureau.

Prepared LeaveCards

Leave Cards 2. Posts earned leave credits ofeach employee every end ofeach month. For VacationLeave 1.25 and Sick Leave1.25.

Posted leavecredits in Leave

Cards

Leaveavailments

Updated ReportonLeaves/Absences and Tardiness/Undertime

Leaveavailments

4. Converts all the deductions toits equivalent days, hours, andminutes usi the

Total deductions

The use, disclosure, reproduction, modification,or by any means without apprcval from MTRCBand/or legal sanctions.

TTAITER CO'Y

transfer of the document for any purpose tn any form/s stictly prohibited, and maybe subject to disciplinary

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CompletedOfficialBusiness Slip

Completelyfilled-outSlip

List ofPersonnel,Leave Cards

3. Collects data for deductions tothe earned leave benefits inthe Report onLeaves/Absences andTardiness/ Undertime everymonth.

prescribed

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4.6 Certificate of Overtime Credits/Compensatory Time-Off

HASTET COPV

transfer ot the document tor any purpose in any form

ResponsiblePerson


table every month

5. Posts deduction to EmployeesLeave Cards every month toupdate the total balanceearned leave benefits of eachMTRCB personnel.

Updated leavebalance

ResponsiblePerson



OvertimeServiceAuthorization,SpecialOrder, OfficialBusiness Slip,

etc.

ApprovedOvertimeServiceAuthorization,Special Order,Official BusinessSlip

ApprovedOvertimeServiceAuthorization,SpecialOrder, OfficialBusiness Slip

2. Computes the actual numberof hours rendered andconverted to days, hours andminutes. Finalizes thestatement of overtime servicesrendered and submits to ChiefAdministrative Officer forreview/checking.

Updatedstatement

overtimerendered

of


Updatedstatement ofovertimerendered

3. Reviews and checks thecomputation of overtime. Ifcomputation is correct, ordersthe preparation of Certificate ofOvertime Credits. If not,returns to SeniorAdministrative Assistant ll.

Reviewed

statementovertimerendered

of

is grictly prohibited, and maybe subject to disciplinary

Totaldeductions

1. Receives approved OvertimeService Authorization, SpecialOrder, Official Business Slip,etc. from MTRCB personnel.

The use, disclosure, reproduction, modification,or by any means wrthout approval Aom MTRCBand/or lega I san ct io n s.

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ResponsiblePerson

lnput Activity


Reviewedstatement ofovertimerendered

4. Prepares Certificate ofOvertime Credits (COCs) and

submits to Chief AdministrativeOfficer for signature.

SignedCertificate ofOvertimeCredits (COCs)

Adm inistrativeAide ll

SignedCertificate ofOvertimeCredits(COCs)

5. lssues the COCs to personnel

concerned.lssued COCs

The use, disclosure, reToduction, modification,or by any means without apffoval from MTRCBa nd/or legal sa nclion s.

HASTER COPY

transfer of the document for any purpose in any tomis $ictly Nohibited, and maybe subject to disciplinary


Output

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5.0 LIST OF FORMS

515.25.35.4

Application for Leave Form

Trips/ltinerary & Official Business Slip

Overtime Service AuthorizationCertificate of Compensatory Overtime Credits

PREPARED BY:

,lL4-,+^MARta czARtfta D. AGusnN

Senior Admin. Assistant llREVTEWED BY:

"u'fur*,* IChiel AdhhiCtAtive Oflicel

APPROVEO BY:

LLAREALtoHC hai

MASTER CO'Y

The d i sclos u re, re prod uclio n, transfer of the document for any purpose in any fomor by means without apvoval from MTRCBand/or legal sanc:tions.

is ilicfly prohibited, and maybe subject to disciptinary

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1.0 OBJECTIVES

1.1 To establish a system to objectively link employee performance with theBoard's vision, mission and strategic goals.

1.2 To creates a culture of individual and collective efficiency, productivity,

accountability and ultimately, performance-based security of tenure ingovemment.

'1.3 To concretize the linkage of organizational performance with the PhilippineDevelopment Plan, Board Strategic Plan. and Organizational Performancelndicator.

14 To ensure organizational and individual effectiveness by cascadinginstitutional accountabilities to the various levels of the organization.

2.0 scoPE

This procedure applies to the strategic performance management system of theBoard.

3.0 POL|C|ES

3.1 The Performance Management System (PMS) is a mechanism that linksemployee performance with organizational performance to enhance theperformance orientation of the compensation system. lt ensures that theemployee achieves the ob.iectives set by the organization and theorganization, on the other hand, achieves the objectives that it has set asits strategic plan.

3.2. Definition of terms

3.2.1. Pedomanc€ Management. This component of the intends to fostercontinulng improvement in personnel performance and efficiency,and enhance organizational effectiveness and productivity through

T|ASTEF CO?V

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the review, assessment and diagnosis of individual employeeperformance.

3.3. The PMS has the following basic 6lem6nts:

Goals that are aligned to Board mandate and organizationalpriorities;

System that is outputs/outcomes-oriented;A team approach to performance management;

Forms that are user-friendly and shows alignment of individual andorganizational goals;

lnformation systems that support monitoring and evaluation;A communication plan-

3.3.2.3.3.3.

3.3.4.

3.3.1 .

3.3.53 3.6

3.4. Evaluation of lndividual Performance

3.4.1. All rank-and-file employees of the Board will undergo a semestralevaluation of individual porformance. The evaluation shall provide

an objective basis for training and development, promotions andsalary adjustments, incentives and r6wards, end other relatedpersonnel movements including administrativo sanctions foremployees who may fail to achieve reasonabl€ accomplishmentsdespite their superio/s assistanc€ and counselling.

3.5. Evaluation of the Non-Supervisory Employees

3.5.1. The individual performance of the non-supervisory rank-and-fileomployeos shall be identified, measured and developed against setPerformance CommitmenuTargets and pre-determined job-relatedstandards, which ar6 mutually agreed upon by the rater and theratee, consistent with the organizational goals and objectives.

3.5.2. Th6 Performance Output shall be rated in terms of following:

3.5.2.13.5.2.2

quantity, quality and time - 65%.behavioral factors such as attendance, punctuality, humanrelations, work attitudes, resourcetulness, reliability andintogrity which affect aclual job - 350/6

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3.5.2.3. Likewise, the evaluation shall include the ratefscomments on the ratee's strengths and potential or his

needs for training and developm€nt.

3.6. Evaluation of the Supervisory Employees

3.6.1 The individual performance of the supervisors shall be identified,measured and developed against set PerformanceCommitmenUTargets and pre-determined job-related standards,which are mutually agreed upon by the rater and tho ratee,consistent with the organizational goals and objectives.

3 6.2.1 quantity, quality of work and timeliness in submittingthe output - 45%degreo of planning and supervision exerted in theaccomplishment of tasks supervisory skills (planning

and controlling, leadership, decision-making,maintaining discipline, communication skills andcreativity which affect directly the actualjob) - 30%behavioral factors such as attendance, punctuality,

human relations, integrity and reliability - 25%Likewise, the evaluation shall include the ratefscomments on the ratee's strengths and potsntial or hisneeds for lraining and development.

3.6.3. Staff Management and Suporvision

3.6.3 1 The development of employees is considered primary

strategy in the improvement of organizationaleffecliveness and individual employee performances.For this purpose, all employee exercising supervisoryfunctions are responsible for the direct supervision andmanagement of their respeclive personnel. Suchmechanism$ as those enumerated below form part ofsupervisory responsibilities and are considered asmeasures of supervisory performance effectiveness.

itasTEF cotv

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3.6 2.4

legal sanctionsand maybe subject to disciplinary andhr

3.6.2. The Performance Output shall be rated in terms of the following:

3.6.2.2.

3.6.2.3.

strictly prohibited,

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3.6.4. PMS complements the Results-Based Performance Management

System that is implemented by the Board and that links

organizational performance to societal goals. lt is also linked to thePerformance-Based lncentive System (PBIS) that consists of theProductivity Enhancement lncentive (PEl) and the Performance-Based Bonus (PBB).

3.7. The PMS follows a four-stage cycle, consisting of the following

3.7.2. Pertofirance monitonng and coaching - the performance of theoffice and every individual shall be regularly monitored at vanouslevels. Monitoring and evaluation mechanisms ensure that timelyand appropriate steps can be taken to keep a program on track, and

that its objectives or goals are met in the most effective manner.Managers and supervisors act as coaches and mentors to provide

an enabling environmenuintervention to improve team performance,

and to manage and develop individual potentials.

3.7.3. Performance review and evaluation - This phase aims to assessboth office's and individual employee's performance level based onperformance targets and measures as approved in the office andindividuai performance commitment contracts. Part of the individual

employee's evaluation is the competency assessment vis-d-vis thecompetency requirements of the job. The assessment shall focus onthe strengths, competency-related performance gaps and the

opportunities to address these gaps, career paths, and altematives.

3.7.4. Pertotmance rewarding and development planning - the results ofthe performance evaluation/assessment shall serve as inputs for theBoard's HR Plan, which includes identification and provision of

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3.7.1. Performance planning and commitment - During this stage, successindicators are determined. Success indicators are performance levelyardsticks consisting of performance measures and performance

targets. These shall serve as bases in the office's and individual

employee's preparation of their performance contract and rating

form.

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developmental interventions, and conferment of rewards andincentives.

38 PMS Rating Scale. The PMS uses a five-point rating scale, described asfollows:

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Numerical

Rating

Adjectival

Rating

Description

Performance represents an extraordinary level ofachievement and commitment in terms of quality

and time, technical skills and knowledge, ingenuity,

creativity, and initiative. Employees at thisperformance level should have demonstratedexceptional job mastery in all major areas ofresponsibility. Employee achievement and

contributions to the organization are of marked

excellence.

Outstanding

verySatisfactory

Pertotmance exceeded expectations. All goals,

objectives, and targets were achieved above the

established standards.

Satisfactory

2 Unsatisfactory Performance failed to meet expectations, and/orone or more of the most critical goals were not met.

1 Poor Performance was consistently below expectattons,

and/or reasonable progress toward critical goals

was not made. Significant improvement is needed

in one or more important areas.

legalsanctions.'ybe subject to disciplinary and/or

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4

Performance met expectations in terms of quality ofwork, efficiency, and timeliness. The most critical

annual goals were met.

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4.0 PROCEDURE

ResponsiblePerson



List ofPersonnel,

AttendanceSheet,IPCR, DPCR

1 . Orients/re-orients Boardpersonnel on the filling-out ofDivision PerformanceCommitment and ReviewForm (DPCR) and lndividual

Performance Commitmentand Review Form (IPCR).

AttendanceSheet

Monitoring ofDPCR, IPCR

2. Monitors submission of theDPCR) and IPCR of all 3

Divisions.

Monitoring

Sheet

AccomplishedDPCR, IPCR

3. Reviews proper

accomplishments of the IPCR

and DPCR. Returns toemployee concerned fadjustments or justifications

are needed.

ReviewedDPCR, IPCR

4. Consolidates the DPCR andIPCR of all section/divisionfinal review and approval.

ConsolidatedDPCR, IPCR

Report

ChiefAdministrativefficer

ConsolidatedDPCR, IPCR

Report

5. Reviews Summary List oflndividual PerformanceRatings to ensure that theaverage performance ofemployee is equivalent or nothigher that the division rating.

ReviewedDPCR, IPCR

Report

SeniorAdministrative

Reviewed

DPCR, IPCR6. Coordinates with PMS-PMT

for the final report.Final

reportsummary

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ReviewedDPCR, IPCR

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ResponsiblePerson


Assistant ll Report

AdministrativeAide lV

AccomplishedIPCR

7. Files copies ofMTRCB personnel

201 files.

IPCR ofin their

Filed copy

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prohibited, and maybe subject to disciplinary andbr

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5.0 LIST OF FORMS

lndividual Performance Commitment and Review Form (IPCR)

Division Performance Commitment and Review Form (DPCR)5.1

5.2

PREPARED BY:

,lrL""r*MARIA CZARINA O, AGUSTIN

Senior Admin. Assistant ll

IIN

ve Officer

REVIEWEO BY

SUSAChief Ad

APPROVEO BY:

c ls0nLLAREAL MASTER COPY

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2.0 SCOPE

3.0 POL|C|ES

JI Human Rssource Training and Development. This component of theagency provides opportunities for the application of such interventionsas are necessary to improve under performance and prepare

employees for higher responsibilities. These interventions come in theform of development packages primarily offered by the agency on thebasis of the results of individual employee performance review andappraisal,

3.2. Definition of terms

3.2.'l . Training Curriculum - refers to a systematically plannedprogram of training courses for employees which respond totheir development needs as they progress in their respectivejobs.

3.2.2. Educalion Support Fund - refers to the "study now, pay latef'scheme provided by the Office of the President for allemployees who wish and are qualified to pursuo highereducation. The Education Support Fund is basically self-initiatedand should be brought to the attention of the PersonnelD€velopment Committee for consideration.

MISTER CO?Y

The use, disclosure, reproduction, moditication, transfer of the document tor any purpose in any formor by any means without approval from MTRCB is sfic'tly prohibited, and maybe subject to disciptinaryand/or lega I sanc.tion s.

1.0 OBJECTIVES

1.1 To provide guidelines in training and development process.

1 .2 To ensure compliance with training and development process in

accordance with government regulations.

1.3 To improve the performance of staff in their present roles.

1.4 To support personal learning and development.

This applies to the establishment of training needs, execution and evaluationof training.