HR Recruitment PROCESS FLOW PDF

VERSION NO. MANUAL TITLE DOCUMENT NO.
1 BUREAU OF COMMUNICATIONS SERVICES BCSOM 12.201

OPERATIONS MANUAL
DOCUMENT NAME REVISION NO.
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RECRUITMENT, SELECTION AND PLACEMENT EFFECTIVITY DATE
October 3, 2016
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1. OBJECTIVES
1.1 To provide guidelines and procedures in recruitment, selection and placement.
1.2 To ensure qualified employees are assigned to the different positions.
1.3 To ensure that the recruitment and selection of staff is conducted in a manner that is
systematic, efficient and effective, whilst promoting good practice, adopting an approach
to manpower acquisition and supporting fully the Bureau’s mandate.
2. SCOPE
This procedure applies to the recruitment, selection and placement of qualified employee.
3. REFERENCES
3.1. R.A. 7041

3.2. Chapter 3, Title 1-A, Book V of the Administrative Code of 1987
3.3. CS Resolution No. 97-4683
3.4. Republic Act 7277
4. POLICIES
4.1. Chapter 3, Title 1-A, Book V of the Administrative Code of 1987 provides that a
qualification standard expresses the minimum requirements of class positions in terms
of education, training and experience, civil service eligibility, physical fitness and other
qualities required for successful performance. The degree of qualifications of an officer
or an employee shall be determined by the appointing authority on the basis of the
qualification standard for the particular position.
4.2. Recruitment and Selection. This component of the plan ensures that appointment to
any career position in the agency shall be made on the basis of merit and fitness.
Opportunity for employment is open to all employees who possess the appropriate
qualifications for the vacant position. In order to attract the best qualified, however, final
selection shall be made on the basis of a comparative assessment of all qualified
DOCUMENTED E)Y: REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA HOWARD LANCS^JJ^KING

Administratis e Officer V Chief Administrative Officer Director IV

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October 3, 2016
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candidates who have passed the organizational requirements and screening

procedures herein enumerated.
4.2.1. Selection of employees for appointment shall be open to all qualified men and
women according to the principle of merit and fitness.
4.2.2. There shall be equal employment opportunity for men and women at all levels of
position in the agency, provided they meet the minimum requirements of the
position to be filled.
4.2.3. There shall be no discrimination in the selection of employees on account of

gender, civil status, disability, religion, ethnicity, or political affiliation.
4.2.4. When a position in the first, second or third level becomes vacant, applicants for
employment who are competent, qualified and possess appropriate civil service
eligibility shall be considered for permanent appointment.
4.2.5. In addition to the required qualifications, applicants for third level positions must
possess executive and managerial competence.
4.2.6. Equal Opportunity for Employment
4.2.6.1. No disabled persons shall be denied access to opportunities for suitable

environment.
4.2.6.2. The agency shall provide qualified disabled employee to the same
terms and conditions of employment and the same compensation,
privileges, benefits, fringe benefits, incentives or allowances as a
qualified able-bodied person.
4.3. Qualification Standards. The agency qualification standards identify the minimum
requirements for a position in terms of education, training, experience and civil service
eligibility. Only those who possess such minimum requirements can be considered for
appointment.
4.4. Selection Policies/Procedures. All candidates who possess the necessary qualifications
shall undergo a and personal interview to be administered by the Personnel Section, in
DOCUMENTED BY: REVIEWED BY: / APPROVED BY:

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MYLENE T. Ra n o s a (U N ^ G . AALA HOWARD LANOE-AJJYKING

Administrative Officer V Chief Administrative Officer Director IV

OPERATIONS MANUAL
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RECRUITMENT, SELECTION AND PLACEMENT
October 3, 2016
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coordination with the Personnel Selection Board. On the basis of the results of
screening, the candidate most qualified for the position shall be appointed.
4.4.1. Personal Interview shall refer to the oral interview of an individual candidate or
candidates for the purpose of measuring their oral communication skills and
presentation of ideas.
4.4.2. Qualified candidates shall be subject to background investigation to validate the

information provided by the candidates. This shall be documented in the
Background Investigation/Verification Form.
4.5. Publication of Vacant Positions
4.5.1. Vacant positions in the career service shall be published in accordance with the
provisions of RA 7041 and its implementing guidelines.
4.5.2. The published vacant positions shall also be posted in at least three (3)
conspicuous places in the agency for at least ten (10) calendar days. Other
appropriate modes of publication may be adopted.
4.5.3. The following positions are exempt from the publication requirement:
4.5.3.1. Primarily confidential positions
4.5.3.2. Positions which are policy determining
4.5.3.3. Highly technical positions
4.5.3.4. Other non-career positions
4.5.3.5. Third level positions (Career Executive Service)
4.5.3.6. Positions to be filled by existing regular employees in the agency in
case of reorganization
4.5.4. Published vacant positions shall not be filled unless and until ten (15) workings
days had elapsed from the date of publication. However, this policy shall be
dispensed with in cases of renewal (temporary) appointments to further obviate
gap in the services of said appointees.
4.5.5. The publication of a particular vacant position shall be valid until filled up but not
to extend beyond six (6) months reckoned from the date the vacant position was
published.
DOCUMENTED B[Y: REVIEWED BY: APPROVED.BY:
MYLENE T. RANOSA (U N g G . AALA HOWARD L A N C E ^ J j V k ING

Adm inistrate ?Officer V ChierAdministrative Officer Director IV

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4.5.6. Appointments to positions not exempted from RA 7041 shali require prior
publication including renewal (temporary) appointments. In order to comply with
requirements of RA 7041 and to avoid gap in the services of the holder
(incumbents) of temporary appointments, where appointments are subject to
renewal, publication should be done at about two (2) months prior to expiration
thereof.
4.5.7. In case of chain promotion, anticipated vacancies may be published

simultaneously with the existing vacant position/s.
4.6. A Personnel Selection Board (PSB) for the first and second level positions shall be
established with the following composition:
4.6.1. Director IV or his/her representative, as Chairperson

4.6.2. Chief Administrative Officer
4.6.3. Administrative Officer V
4.6.4. Division Chief of the organizational unit where the vacancy is
4.6.5. Two representatives of the rank and file career employees, one from the first
level and one from the second level. The first level representative shall
participate during the screening of candidates for vacancies in the first level; the
second level representative shall participate in the screening of candidates for
vacancies in the second level. Both representatives shall serve for a period of
two (2) years.
4.7. The PSB members including alternate representatives for first, second and third level
positions shall undergo orientation and workshop on the selection/promotion process
and CSC policies on appointments.
4.8. Functions of Personnel Selection Board
4.8.1. Disseminate copies of the agency Merit Selection Plan (MSP) and its annexes to
all agency personnel after approval thereof by the Civil Service Commission. An
orientation shall also be conducted by the Personnel Section within six (6)
months upon approval of the MSP. This orientation is meant to ensure
awareness and understanding of the Plan. A report on the same shall be
submitted to the Civil Service Field Office concerned for record purposes.
DOCUMENTED BfY: REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA HOWARD LANCE ANJYKING

Administrate 9 Officer V Chief Administrative Officer Director IV

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4.8.2. Develop a System of Ranking Positions which will be submitted for approval of
the appointing authority, copy furnished the Civil Service Commission and its
Field Office concerned, for reference purposes.
4.8.3. Identify vacant positions that may be enrolled in the Brightest for the Bureaucracy
Program (BBP).
4.8.4. Develop a plan which shall set the number, knowledge and skills of personnel
needed to achieve the organization’s goals, objectives and programs.
4.8.5. Develop and maintain an updated qualification database of employees of the

agency to include education, training, experience, skills, competencies and other
similar information.
4.8.6. Develop a program to fast track the career movement of employees with superior
qualifications.
4.8.7. Publish vacant positions as required under RA 7041.
4.8.8. 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 the preliminary evaluation.
4.8.9. Conduct preliminary evaluation of the qualification of all candidates.
4.8.10. Notify all applicants of the outcome of the preliminary evaluation.
4.8.11. Submit selection line-up to the PSB for deliberation en banc. The employees
shall be responsible for updating their Personal Data Sheet annually, if deemed
necessary, and submit supporting documents thereto to the Personnel Section.
4.9. Appointments to the following positions shall no longer be screened by the PSB:
4.9.1. Substitute appointment due to their short duration and emergency nature.
However, should the position be filled by regular appointment, candidates for
the position should be screened and passed upon by the PSB.
4.9.2. Appointment to personal and primarily confidential positions.
4.9.3. Renewal of temporary appointment issued to the incumbent personnel.
DOCUMENTED BY: REVIEWED BY: APPROVED BY:
/p T ^ A Z
MYLENE T. RANOSA /L)N0/G. AALA HOWARD LANCEA^yyfciNG
A dm inistrate Officer V Chief Administrative Officer Director IV

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4.10. The Director IV shall, as far as practicable, ensure equal opportunity for men and
women to be represented in the PSB for all levels.
4.11. For vacancies in the first and second levels, ail qualified next-in-rank employees shall
be automatically considered candidates for promotion to the next higher position.
4.12. The PSB shall maintain fairness and impartiality in the assessment of candidates for
appointment.
4.13. The appointing authority shall assess the merits of the PSB’s recommendation for
appointment and in the exercise of sound discretion, select, in so far as practicable,
from among the top five ranking applicants deemed most qualified for appointment to
the vacant position.
4.14. The appointing authority may appoint an applicant who is not next-in-rank but
possesses superior qualification and competence, and has undergone selection
process.
4.15. Requirement for Pre-employment Mental, Physical and Medical Examinations
4.15.1. CS Resolution No. 97-4683, promulgates and adopts a policy on pre

employment mental, physical and medical examinations to ensure the highest
degree of productivity of its employees. All officials and employees entering the
government service shall be required to undergo the following tests:
4.15.1.1. Blood Test
4.15.1.2. Urinalysis
4.15.1.3. Chest X-ray
4.15.1.4. Drug Test
4.15.1.5. Neuro-psychiatric Exam (if necessary)
4.15.2. Results of the abovementioned examinations shall be attached to the revised

Medical Certificate for Employment.
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MYLENE T. RANOSA lU N O $. AALA howarI ^ anSe a ^ jyC in g
Adm inistrate 3 Officer V Chief Administrative Officer Director IV
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5. NARRATIVE PROCEDURES
5.1. Publication of Vacant Positions

Responsibilities/Authorities _____________________Activities
Administrative Officer V 1. Receives copy of Approved Authority to Fill-up Vacant

positions.
2. Advises HRM Assistant to prepare list of vacant

positions to be filled-out and the corresponding
qualifications.
Administrative Assistant II 3. Prepares the list of vacant positions with qualification

standards and submits to Personnel Section Chief.
Administrative Officer V 4. Reviews the list for completeness of data.

a. If not complete, returns to HRM Assistant.
b. If complete, forwards to FAD Chief for approval
for posting.
Administrative Assistant II 5. Receives approved list for posting.
6. Prepares draft letter to Special Operations Division

(SOD) requesting for assistance in
uploading/advertising of the list of vacant positions in
the BCS official website.
7. Submits the drafted letter to Personnel Section Chief

for checking.
Administrative Officer V 8. Checks the letter and affixes initials and forwards to
FAD Chief for signature.
Administrative Aide VI 9. Once signed, logs the letter, list of vacant positions
and forwards to SOD for uploading in the BCS official
website.
10. The published vacant positions shall also be posted in

at least three (3) conspicuous places in the agency for
DOCUMENTED EIY: REVIEWED BY: APPROVED BY:
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MYLENE T. RANOSA UN<g/G. AALA HOWARD LANCE-ArTJYKING
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at least ten (10) calendar days. Other appropriate

modes of publication may be adopted.
5.2. Pre-Selection of Applicants
Responsibilities/Authorities Activities
Administrative Officer V 1. Instructs the HRM Assistant to list down and inform
the next-in-rank positions regarding the vacancy.
Administrative Assistant II 2. Lists down incumbents/next-in-rank position per

approved Authority to Fill-out Positions and informs
them about the vacancy.
3. Awaits submission of applicants within 15 working

days from posting.
4. Receives application letters/forms and resume

submitted personally or through mail.
5. Consolidates application letters/forms and resumes

and submits to Personnel Section Chief for
assessment and shortlisting of applicants through
Shortlisted Candidates Form.
Administrative Officer V 6. Assesses all the applicants resume and application

forms with the qualification standard requirements and
selects those who meet the minimum qualifications
precluded by Civil Service Commission (CSC).
Returns to HRM Assistant.
Administrative Assistant II 7. Schedules candidates for the preliminary interview

and assessment.
8. On the day of the interview, requests candidates to

accomplish the Personal Data Sheet.
DOCUMENTED E}Y: REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA y/iq>G . aala HOWARD LANCE AJJYKING

Administratis'e Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
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October 3, 2016
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9. Endorses candidates to Personnel Section Chief for

preliminary interview.
Administrative Officer V 10. Conducts preliminary interview and notes down the
candidate’s qualification, and administers written
assessment.
11. Returns documents to HRM Assistant.
Administrative Assistant II 12. Prepares shortlisting of qualified applicants and

attaches their resume and Personal Data Sheets and
submits to Personnel Section Chief for review.
Administrative Officer V 13. Reviews the shortlisted applicants and submits to

FAD Chief for approval.
Administrative Assistant II 14. Once approved, conducts background

investigation/verification of the shortlisted applicants
using the Background InvestigationA/erification Form.
Informs Personnel Section Chief and FAD Chief for
any discrepancies and need for adjustments on the
shortlisted applicants.
15. If no discrepancies, forwards the shortlisted applicants

with attached documents to the Head of Personnel
Selection Board (PSB) for scheduling of interviews
and deliberations. Proceeds to procedure 5.3 -
Selection Process.
5.3. Selection Process
Administrative Officer V 1. Prepares notification to the Personnel Selection Board

(PSB) Members on the date of deliberation per
instruction of the Head of PSB.
2. Distributes the approved Comparative Assessment

Form of the shortlisted applicants to the PSB
DOCUMENTED ESY: REVIEWED BY: APPROVED BY:
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MYLENE T. RANOSA AALA HOW4(RD LANCE ATtfYKING

Administrate e Officer V Chief Administrative Officer Director IV
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Members and applicant’s resume if requested.
3. Contacts or sends notices to all selected applicants

on the date of interview set by PSB Members.
PSB Members 4. Conducts interview using the Structured Interview

Questionnaire/s, assessment and validation of
applicant’s qualification.
Administrative Officer V 5. After the assessment of all applicants by the PSB

Members, prepares the report on rating and ranking.
6. Submits the report to the Head of PSB and members

for validation of the results.
7. Upon receipt of the validated report on rating and

ranking and recommendation for appointment from
the Head of PSB, submits to the Head of
Agency/Director for approval.
Administrative Officer V 8. Once approved, requests selected applicant to

undergo pre-employment mental, physical and
medical examinations.
9. If unfit to work, informs Head of PSB for the selection

of another applicant.
10. If fit to work, informs applicant and proceeds to

BCSOM 12.202 Issuance of Appointments and Other
Personnel Movements.
6. LIST OF FORMS
6.1. Personal Data Sheet

6.2. Shortlisted Candidates Form
6.3. Comparative Assessment Form
6.4. Structured Interview Questionnaires
6.5. Background InvestigationA/erification Form

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MYLENE T. ÂNOSA L»NO Qf. AALA howar^ ^ vncê ^ T O Y k in g
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ISSUANCE OF APPOINTMENTS AND OTHER EFFECTIVITY DATE
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1. OBJECTIVES
1.1 To provide guidelines in the issuance of appointments to selected applicants and

existing employees of the Bureau.
1.2 To ensure employee movements are properly documented.
2. SCOPE
This procedure applies to the appointment of new employees, and movements of existing
employees.
3. REFERENCES
3.1. R.A. 7041

3.2. Executive Order 292
3.3. CSC MC No. 11, 1996
4. POLICIES
4.1. Common Requirements for Regular Appointments
4.1.1. Form - The appointment which must be in triplicate copies shall be in the
prescribed CS Form 33 (revised 1998) or the Appointment Form. Original
copies shall not be filled out using photocopied forms.
4.1.2. Signature of the Appointing Authority - The original copy of the appointment
must be duly signed and the succeeding two (2) copies thereof at least
initialed by the appointing authority.
4.1.3. Position Title - The position title indicated in the appointment shall conform
with the approved Position Allocation List and should be found in the Index of
Occupational Service (IOS). The salary grade shall always be indicated after
the position title.
DOCUMENTED B REVIEWED BY: APPROVED BY:
tMAAV*—
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MYLEflE t. Ra n o s a C l / l # G. AALA HOWARD LANdE^JUYKING
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4.1.4. Employment Status - The employment status shall be indicated on the space
provided thereof. It may be permanent, provisional, temporary, substitute, co
terminus, casual or contractual.
4.1.5. Date of Signing - The date of signing, which is the date of the issuance of the
appointment shall be indicated below the signature and the initials of the
appointing authority.
4.1.6. Nature of appointment - The correct nature of appointment shall be indicated

on the space provided thereof. The nature of appointment, which may either
be original, initial, promotion, transfer, reemployment, reappointment,
reinstatement, renewal, change of status or demotion, shall be indicated in the
space provided thereof.
4.1.7. Publication of vacancy - Vacant positions to be filled shall be published in

accordance with RA 7041 and its implementing guidelines except positions
enumerated in BCSOM 12.201 Recruitment, Selection and Placement.
4.1.8. Personnel Selection Board (PSB) Evaluation/Screening - All appointees

should be screened and evaluated by the PSB, if applicable. As proof thereof,
a certification signed by the Chairman of the Board at the back of the
appointment or alternatively, a copy of the proceedings/minutes of the Board’s
deliberation shall be submitted together with the appointment. The issuance
of the appointment shall not be earlier than the date of the final
screening/deliberation of the PSB.
4.1.9. Candidates for the following appointments shall no longer be subject to

screening of the PSB:
4.1.9.1. Substitute appointment due to their short duration and emergency

nature. However, should the position be filled by regular
appointment, candidates for the position should be screened and
passed upon by the PSB.
4.1.9.2. Appointment to entry laborer positions.
4.1.9.3. Appointment to personal and primarily confidential positions.
4.1.9.4. Renewal of temporary appointment issued to the incumbent
personnel.
MYLENE T. IfRANOSA
Administrativ 9 Officer V Chief Administrative Officer Director IV
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4.1.10. Personal Data Sheet - The appointee’s Personal Data Sheet (CS Form 212,
Revised, 1998) which should be properly and completely accomplished by the
appointee, shall be attached to the appointment. For renewal appointment of
contractual casual personnel, updated Personal Data Sheet shall be required.
4.2. Employment Status in General
4.2.1. Permanent - issued to a person who meets all the minimum qualification
requirements of the position to which he is being appointed, including the
appropriate eligibility prescribed, in accordance with the provisions of law,
rules and standards promulgated in pursuance thereof. An appointment
issued by the appointing authority under a temporary status to a person who
meets all the requirements for permanent appointment to the position to which
he is being appointed, shall be disapproved for violation of Executive Order
292, except when it pertains to occupational groups where the agency
requires additional/special qualifications (i.e. fellow/diplomate). In such cases,
prior clearance to issue temporary appointment should first be obtained from
the Commission.
4.2.2. Temporary - issued to a person who meets the education, experience and
training requirements for the position to which he is being appointed except for
the appropriate eligibility but only in the absence of a qualified actually
available, as certified to by the Civil Service Regional Director or Field Officer.
The appointment shall not exceed twelve months, reckoned from the date it
was issued but the appointee may be replaced sooner if a qualified eligible
who is willing to accept the appointment becomes actually available.
4.2.3. Substitute - issued when the regular incumbent of a position is temporarily

unable to perform the duties of his position, as when he is on approved leave
of absence or is under suspension or is on scholarship grant or is on
secondment. This is effective only until the return of the former incumbent. A
substitute appointment is issued only if the leave of absence of the incumbent
is at least three (3) months.
4.2.4. Co-terminus - issued to a person whose entrance and continuity in the service
is based on the trust and confidence of the appointing authority or of the head
of the organizational unit where assigned; or co-existent with the incumbent; or
limited by the duration of the project; or co-existent with the period for which

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h v iS t i^RANOSA HOWARE^ LANCE A ^ U ^ IN G

Administrate /e Officer V Chief Administrative Officer Director IV
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an agency or office was created. Specifically, the categories of co-terminus

appointments are:
4.2.4.1. Co-terminus with the appointing authority;

4.2.4.2. Co-terminus with the head of organizational unit when assigned;
4.2.4.3. Co-terminus with incumbent;
4.2.4.4. Co-terminus with the project; and
4.2.4.5. Co- terminus with the life span of the agency.
4.2.4.6. Appointments of personnel under foreign-assisted shall be issued
and approved as co-terminus with the project, that is, they are
considered employees for the duration of the project, in which case,
the name of the project and its completion date shall be indicated in
the appointment.
4.2.5. Contractual - issued to a person who shall undertake a specific work or job for
a limited period not to exceed one year. The appointing authority shall
indicate the exclusive period covered by the appointment for the purposes of
crediting services.
4.2.6. Casual - issued to a person who shall undertake a specific work or job for a
limited period not to exceed one year. The appointing authority shall indicate
the inclusive period covered by the appointment for purposes of crediting
services.
4.3. Nature of Appointment - The nature of appointment shall be as follows:
4.3.1. Original - refers to the initial entry into the career service of persons who meet
all the requirements of the position. This includes those appointed under CSC
MC No. 11,1996. It is understood that first six (6) months of service following
an original appointment will be probationary in nature and the appointee shall
undergo character reference investigation. A probationer may be dropped a
thorough character for unsatisfactory conduct or want of capacity any time
before the expiration of the probationary period. Provided that such action is
appealable to the Commission. However, if no notice of termination or
unsatisfactory conduct is given by the appointing authority to the employee
before the expiration of the six-month probationary period becomes
permanent.
DOCUMENTED B'f : REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA
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Administrative Officer V
4S&&.1
Chief Administrative Officer
H O W A ^ ^ ^ ^ E ^ ^ K IN G
Director IV
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4.3.2. Initial - refers to all other appointments of persons entering the government
service for the first time (whether career or non-career service) which are not
covered by the definition of original appointment.
4.3.3. Promotion - refers to the advancement of an employee from one position to

another with an increase in duties and responsibilities as authorized by law,
and usually accompanied by an increase in salary. Promotion may be from
one department or agency to another or from one organizational unit to
another within the same department or agency.
4.3.4. Transfer - refers to the movement of employee from one position to another
which is equivalent rank, level or salary without break in the service involving
the issuance of an appointment. The transfer may be from one department or
agency. 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 office shall first secure permission from the head of
the department or agency where he is employed stating the effective date of
transfer. If 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 of notice to the agency head. If for whatever reason,
the employee fails to transfer on the specified date, he shall be considered
resigned and his reemployment in his former office shall be at the discretion of
its head. The effectivity date of the transfer shall be the day following his last
day of service in the former agency.
4.3.4.1. Head of oversight agencies and their staff are prohibited from
transferring to a department/agency/office/local government unit
where they are assigned or designated to oversee within one year
after the termination of such assignment/designation. This
contemplates only transfer of officials of those offices/units who are
in a position to exert pressure or influence on the new or accepting
agency but not to cover those occupying clerical and skilled
positions such as clerks and drivers.
4.3.4.2. This prohibition contemplates only transfer of those offices/units who

are in a position to exert pressure or influence on the new accepting
clerical and skilled positions such as clerks and drivers.
DOCUMENTED Etv: REVIEWED BY: / APPROVED BY:
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MYLENE T. RANOSA
Administrate e Officer V
($N $/G . A /H a
H O W A R ^ L ^ ^ A ^ K IN G
Director IV
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4.3.5. Reemployment - refers to the reappointment of a person who has been

previously appointed to a position in the career service under permanent
status but was separated therefrom as a result of reduction in force,
reorganization, retirement, voluntary resignation or any non-disciplinary
actions such as dropping from the rolls. Reemployment presupposes a gap in
the service. No prior authority shall be required for the reemployment of a
person who has been previously retired and who has not reached the
compulsory retirement age of 65.
4.3.6. Reappointment - refers to the issuance of an appointment during the

reorganization, devolution, salary standardization, re-nationalization or similar
events or subsequent appointment of substitute employee. Reappointment
presupposes no gap in the service.
4.3.7. Reinstatement - refers to the issuance of an appointment to a person who has

been previously appointed to a position in the career service and who has
thorough no delinquency or misconduct, been separated therefrom or to one
who has been exonerated of the administrative charges unless the decision
exonerating him specifies restoration to his position. It is understood that one
has been exonerated or who has been illegally terminated is deemed not to
have left the service.
4.3.8. Renewal - refers to the subsequent appointment upon the expiration of the
appointment of the contractual/casual personnel, or temporary appointment, if
qualified eligible is not actually available, as certified by Civil Service Director
or Field Officer. Renewal presupposes no gap in the service.
4.3.9. Demotion - refers to the movement of an employee from one position to

another position with reduction in duties, responsibilities, status or rank, which
may or may not involve reduction in salary and is not disciplinary in nature. In
case a demotion involves reduction in salary and is not non-disciplinary, a
written consent shall be secured from the demoted employee. Appointment as
a result of voluntary demotion shall be at the hiring rate for the class of the
position.
4.3.10. Upgrading/Reclassification - refers to the change in position title with the

corresponding increase in salary grade Positions are upgraded in order to
attain effectively the functions and duties attached to the position and for the
employee to perform an all-around adaptability in meeting diverse work
DOCUMENTED BY . REVIEWED BY: / APPROVED BY: ,
MYLENE T. RA n o s a t y N t y G . AALA HOWARD LANCE ArtJYKING

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assignments. Upgrading/reclassification usually involves abolition and

collapsing of positions which the agency finds insignificant to augment the
salaries assigned to the upgraded/reclassified position. The incumbent of a
position in a permanent capacity which has been upgraded/reclassified shall
be appointed to the upgraded/reclassification position without change in
employment status, irrespective of whether or not he meets the qualification
requirements. However, he shall no longer be promoted to the next higher
position unless he meets the qualification requirements of the position
involved.
4.3.11. Reassignment - refers to the movement of an employee from one

organization to another in the same department or agency which does not
involve a reduction in rank, status or salary. If reassignment is presumed to
be regular and made in the interest of public service unless proven otherwise
or if it constitutes constructive dismissal.
4.3.11.1. Constructive dismissal exists when an employee quits his work

because the agency head’s unreasonable, humiliating or
demeaning actuations which render continued work impossible.
Hence, the employee is deemed to have been illegally dismissed.
This may occur although there is no diminution of dignity to more
servile or menial job.
4.3.11.2. No reassignment shall be undertaken if done indiscriminately or

whimsically because the law is not intended as a convenient shield
for the appointing/disciplining authority to harass or oppress a
subordinate on the pretext of advancing and promoting public
interest. Reassignment of small salaried employees is not
permissible if it causes significant financial dislocation. Sufficient
reasons to warrant the continued reassignment of the employee
and performance of functions other than those attached to the
position must be established.
4.3.12. Detail - refers to the temporary movement of an employee from one

department of agency to another which does not involve a reduction in rank,
status or salary. The employee detailed received his salary only from his
mother unit/agency. Detail shall be allowed only for a maximum period of one
(1) year in the case of employees occupying professional, technical and
scientific position. In the case of the other employee detail beyond one (1)
DOCUMENTED B]t : REVIEWED BY: APPROVED BY:
M Y L ^ N ^ M itANOSA (0 N 9 G. AALA HOWARD LANCE A. UYKING

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year may be allowed provided it is with the consent of the detailed employees.
If the employee believes that there is no justification for the detail, he may
appeal his case to the Commission. Pending appeal, the details shall be
executory unless otherwise ordered by the Commission.
4.3.13. Secondment - refers to the movement of an employee from one department

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 in compensation. Secondment shall be governed by the following
general guidelines:
4.3.13.1. As a general rule, secondment shall be limited to employees

occupying professional, technical and scientific positions.
4.3.13.2. Secondment for a period on one (1) year or more shall be subject
to approval of the Commission.
4.3.13.3. Secondment to the international bodies/organization recognized by

the Philippine government may be allowed.
4.3.13.4. Secondment shall be upon the request of the mother agency and
shall always be covered by a written agreement between the
mother agency and the receiving agency and concurred in by the
Commission for records purposes.
4.3.13.5. Payment of salaries of seconded employee shall be borne by the

receiving agency. In case of higher compensation covered by a
duly issued appointment within the Philippine government, the
same may be used for the purpose of computing of leave credits
earned in the mother agency. In case of a lower compensation,
the mother agency shall pay the difference. This rule does not
apply in cases of secondment to international agencies.
4.3.13.6. The seconded employee shall be on leave without pay in his

mother agency for the duration of his secondment and during such
period, he may earn leave credits which are commutable
immediately thereafter and payable by the receiving agency.
^ ^< U*,
3 4
HOWARD LA N C B Û Y K IN G
MYLENE T RANOSA
Administrati /e Officer V Chief Administrative Officer Director IV
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4.3.14. Job rotation - the sequential or reciprocal movement of an employee from one
office to another or from one division to another within the same agency as
means for developing and enhancing the potentials of people in an
organization by exposing them to the other work functions of the agency. The
duration of the job rotation program shall be within the period prescribed but
shall not exceed twelve (12) months.
4.4. Effectivity of Appointment
4.4.1. An appointment issued in accordance with pertinent laws and rules shall take
effect immediately upon its issuance by the appointing authority, and if the
appointee has assumed the duties of the position, he shall be entitled to
receive salary once without awaiting the approval of his appointment by the
Commission. The appointment shall remain effective until disapproved by the
Commission. In no case shall an appointment take effect earlier than the date
of its issuance.
4.4.2. No appointment shall be made effective earlier that the date of issuance
except in the case of change of status in view of having acquired a valid
certificate of registration and valid professional license. However, the
effectivity date of the change status should be the date of release of the
examination and/or the date of issuance appropriate license. The effectivity
date of the change status may be indicated as a footnote on the temporary
appointment provided that the said temporary appointment has not yet
expired.
4.4.3. In case of temporary appointment, the twelve (12) months period of its
effectivity shall be reckoned from the date of issuance of the appointment and
not from the date the appointee assumes the duties of the position.
4.4.4. No official or employee shall be required to assume duty without being

furnished with a copy of his appointment after it is issued by the appointing
authority. The appointee shall acknowledge receipt of the appointment by
signing on the duplicate and other copies of the said appointment.
4.4.5. The services rendered by any person who was required to assume duties and
responsibilities of any position without an appointment having been issued by
the appointing authority shall not be credited nor recognized by the
DOCUMENTED B|Y: REVIEWED BY: / APPROVED BY:
r / ufiqfxs. AALA HOWARD LANCE-ArUYKING

MYLENET. (RANOSA
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Commission and shall be personal accountability of the person made him

assume office.
4.5. Additional requirements in specific cases
4.5.1. Erasures or alterations on appointments - when there are erasures or

alterations made on the appointment and other supporting documents, they
should be duly initialled by authorized officials and accompanied by a
communication specifying and authenticating all changes made.
4.5.2. Appointee with decided administrative/criminal case - if an appointee has had

administrative cases, a certified true copy of the decision rendered shall be
attached to the appointment. Appointment by promotion of an employee who
has been found guilty in an administrative case shall be accompanied by a
certification of the appointing official as to when the decision rendered became
final.
4.5.3. Discrepancy in name, date/place of birth - in case of discrepancy in the name,

date/place of birth of the appointee as appearing in the Report of Rating or
Certificate of Eligibility and that appearing in his Personal Data Sheet (CS
Form 212), the correct name, date/place of birth shall be ascertained in
accordance with the following requirements and procedures:
4.5.3.1. A request for the correction of name, date/place of birth and such
other personal information appearing in the records of this
Commission must be filed at the Civil Service Regional Offices or at
the Central Office of the Commission, through the Office for Legal
Affairs, with the use of the proper form.
4.5.3.2. The request must be accompanied by an authenticated copy of the

birth certificate or certificate containing information from the register
of birth of the City or Municipality where requesting party was born.
4.5.3.3. A birth certificate containing information recorded long after the birth
of the person is not sufficient evidence to warrant a correction or
change of information in the records of the Commission in the
absence of a court order.
DOCUMENTED EIY: REVIEWED BY: / APPROVED BY:
MYLEftE T. RANOSA (y iN (/G . AALA HOWARD LANCE-AÛYKING

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4.5.3.4. The action on said request shall be in an appropriate resolution of

the Commission.
4.5.4. Non-Disciplinary Demotion - Appointment involving demotion which is not

disciplinary in nature shall be accompanied by a (1) certification of the agency
head that the demotion is not the result of an administrative case; (2) written
consent by the employee that he interposes no objection to his demotion.
4.5.5. Licenses - when a license is required by special law for the exercise of a
profession or vocation an appointee must possess the necessary license
before he may be appointed. Examples of this licenses issued by the
Professional Regulations Commission and the Supreme Court.
5.1. Appointment Preparation
Responsibilities/Authorities ____________________ Activities
Administrative Assistant II 1. Receives approved recommendation for Appointment

from Head of Agency/Director.
2. Notifies selected applicants and advises them to

submit required documents.
3. Upon receipt of the required documents, prepares

the Appointment of the selected applicant and
submits to Personnel Section Chief for review.
Administrative Officer V 4. Reviews the correctness and completeness of data

and affixes initial if correct and forwards to the Head
of the PSB for countersigning. If not, returns to HRM
Assistant for correction.
Administrative Assistant II 5. Upon receipt from Head of PSB, submits to Head of

Agency/Director for signature.
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MYL eJn ^ T RANOSA lUNtgfe. AALA HOWARO l A N C E ^ t UYKING
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6. Upon receipt of signed Appointment, prepares

endorsement letter to Civil Service Commission
(CSC).
7. Forwards endorsement letter to Personnel Section

Chief.
Administrative Officer V 8. Affixes initials and forwards to FAD Chief for

signature.
Administrative Assistant II 9. Receives endorsement letter from FAD Chief and

forwards to Head of Agency/Director for signature.
10. Upon receipt of signed endorsement letter, attaches

the Appointment and forwards to CSC Field Office for
validation.
Administrative Assistant II 11. Upon receipt of validated Appointment, advises the

appointee to report to assume office.
6. LIST OF FORMS
6.1. Appointment Form

MYLENE T RANOSA (LINCKG. AALA H O W A F ^ ^ N ^ ^ r ^ < IN G

Administratis,>e Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
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PERSONNEL RECORDS MANAGEMENT EFFECTIVITY DATE
October 3, 2016
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1. OBJECTIVE
To provide guidelines in managing the 201 files of the employees.
2. SCOPE
This procedure applies to the management of the 201 files of the employees.
3. REFERENCES
3.1. CSC MC No. 40, 1998

3.2. CSC MC No.8, 2007
4. POLICIES
4.1. CSC MC No.40, 1998 revised Omnibus Rules on Appointment and other personnel
Actions includes among the responsibilities of the Human Resource Management
Officers (HRMO), the maintenance of a complete 201 files for each employee of their
respective offices.
4.2. Management of 201 Files
4.2.1. The length of time an agency keeps 201 files of its separated or retired
personnel is 25 years or up to age ninety (90) of the individual.
4.2.2. The Personnel Section Chief shall be responsible for the establishment,
maintenance and disposal of 201 files of its agency/unit personnel.
4.2.3. The Personnel Section Chief shall provide each agency/unit personnel copies
of their 201 file for the employees’ records.
4.2.4. The Personnel Section Chief shall be responsible for the turnover of 201 files
of an employee transferring to a new employing agency or unit.
DOCUMENTED 1i v T REVIEWED BY: / APPROVED BY:

\j*MA*S**~^
MYLENE T. RANOSA IUNQ>G. AALA HOWARD LANCEhAHJYKING

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4.2.5. An employee who voluntarily resigns from government shall be given one’s
201 file kept by the agency/unit. The individual shall thereafter assume full
responsibility over one’s file.
4.2.6. An employee who retires from government service in good standing shall be
given one’s 201 file kept by agency as memoir during the retirement ceremony
in honor of the employee. An employee in good standing would mean the
person has no pending administrative case with the agency/CSC/Ombudsman
and has been cleared of money and property accountabilities. The retired
employee shall assume the safe keep of one’s records thereafter.
4.2.7. In case of transfer of an employee to another agency, effect the turnover of the
employee’s 201 folder to the new employing agency or unit thorough the
employee.
4.2.8. The Personnel Section shall keep copies of the Statement of Assets, Liabilities
and Net Worth (SALN) of retired/separated employees for a period of ten (10)
years and their Personal Data Sheet and Clearance from Property and Supply
Section, and Monetary Accountabilities for five (5) years. The Commission
shall likewise maintain Personnel Data Sheets up to age 70 of the
retired/separated employee.
4.2.9. Addendum to CSC MC No.8, 2007 provides that the 201 file of a government
employee shall be turned-over by the agency Personnel Section to the
concerned employee upon said employee’s resignation, retirement or
separation from the government service and thereafter, said employee shall
assume responsibility for the said documents.
4.2.10. Personnel Section shall likewise cause the dissemination of said information
through posting in the agency’s website/bulletin board, publication in a
newspaper of general circulation, distribution of flyers, posting of posters in
public areas, radio broadcast and/or such other forms of information media.
4.3. Employee’s 201 File shall include the following:
4.3.1. CS Form 212 (Personal Data Sheet)

4.3.2. CS Form 33 (Appointment Form)
4.3.3. Assumption to Duty
4.3.4. Certification of Leave Balances (for transferees)
DOCUMENTED tjiY: REVIEWED BY: APPROVED BY:
/ ttn m J J
S o k G. AALA HOWARD LAfJCE-Ar-UYKING
MYLENE T RANOSA

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4.3.5. Clearance from Property and Money Accountabilities (for transferees)

4.3.6. Copies of Disciplinary Actions (if any)
4.3.7. Copies of Certificates of Eligibilities
4.3.8. Copies of Diploma, Commendations and Awards
4.3.9. Designations
4.3.10. Notices of Salary Adjustment/Step Increments
4.3.11. Position Description (for all types of appointment)
4.3.12. Medical Certificate (for original appointment and re-employment)
4.3.13. Clearances (NBI clearance for original appointment and re-employment)
4.3.14. Clearance from financial obligations and property accountability for transfer re
employment)
4.3.15. Neuro-psychiatric examination (for original appointments to position which
involve the maintenance of peace and order and the protection of life and
property)
4.3.16. Licenses, if necessary
4.3.17. Performance Evaluations Documents
4.3.18. Other personnel records (e.g., written consent of demoted employee)
4.3.19. Plantilla Entries vis-a-vis appointments
4.3.20. Attendance Records
4.3.21. Leave Records
4.3.22. Service Records
4.3.23. Other Personnel Records (Minutes of meetings, resolutions, office issuance,
policies on personnel management)
4.4. Position Description Form shall be required for all types of appointments, except for
change status.
4.5. Medical Certificate shall be required for original appointment and reemployment. The
Physician must state if the appointee is fit for employment. The results of the Pre
employment Mental-Physical-Medical examinations consisting of Blood Test,
Urinalysis, Chest X-ray, Drug Test, Neuropsychiatric Exam, shall be attached to the
medical certificate of employment.
4.6. Clearances - NBI clearance is required for original appointment and reemployment. In
case of transfer and reemployment clearance from financial obligation and property
accountability from the appointee’s former office is required.
DOCUMENTED E1Y: REVIEWED BY: / APPROVED BY:
o f c
MYLENE T. IRANOSA HOWARD LANCEÂJJYKING
Administrativ e Officer V Chief Administrative Officer Director IV
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October 3, 2016
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4.7. The Personnel Section shall prepare and submit a monthly report of employee
accession and separation duly signed by the Personnel Section Chief to the field or
regional offices of the Commission.
5.1. 201 File Maintenance
Responsibilities/Authorities ____________________ Activities____________________
Administrative Assistant II 1. Prepares individual 201 File to compile all

information e.g., legal documents, academic records,
Personal Data Sheets, etc. upon employment with
the Bureau.
2. Updates/files every quarter on all documents

involving the employees e.g., special orders,
training’s certifications, awards, service records, etc.
3. Removes all dead files or files of employees who

retired from the service.
4. Prepares list of 201 files to be transferred to Record

Section.
5. Submits the list to Personnel Section Chief for

approval.
Administrative Officer V 6. Approves the list of 201 files for transfer to Record
Section.
Administrative Assistant II 7. Upon receipt of approved list, logs the 201 files for
transfer and submits to Record Section for
safekeeping for a certain period before transferring to
Archive Office for permanent file/disposal.
RANOSA LtN O p. AALA how aS dlancE ^ j^ K in g

Administrati ve Officer V Chief Administrative Officer Director IV
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October 3, 2016
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5.2. Initial Turn-Over of 201 Files
Administrative Assistant II 1. Sorts and segregates 201 files of

resigned/retired/separated personnel.
2. Coordinates with the Legal Office, CSC and

Ombudsman to ensure that the individual has no
pending administrative case.
Administrative Officer V 3. Checks the records to ensure that the employee has
been cleared of all property and money
accountabilities.
4. Prepares a list of 201 files to be released for

resigned/retired/separated personnel, and their
authorized representatives for the said record
(Record on Release of 201 files), which shall also
serve as receiving form and record of the records
released to appropriate parties.
5. Posts in the BCS official website the information on

the turn-over of 201 files of personnel who
resigned/retired or were separated from the service
prior to the issuance of CSC MC No. 8, 2007 and his
memorandum circular together with a list of the
names of qualified personnel.
Administrative Assistant II 6. Marks duplicate as “Certified Duplicate Copy” and

dry seal them prior to release or turn-over to
concerned parties.
Administrative Officer V 7. Issues a Certification as to the authenticity of

duplicate documents with original signatures of
authorized representatives contained in the 201 file
to be signed by the FAD Chief. The same shall be
released together with the 201 files to serve as
additional support document to the appointment or
DOCUMENTED ElY: REVIEWED BY: / APPROVED BY:
MYLENET. RANOSA HOWARD LANCEA t-Wy KING

Adm inistrate s Officer V Chief Administrative Officer Director IV
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PERSONNEL RECORDS MANAGEMENT
October 3, 2016
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any other document specified therein when the need

arises.
Administrative Officer V 8. Requires the claimant to accomplish a request for

Release of Records Form.
Administrative Assistant II 9. Releases the 201 files to any one of the following:
a. The owner of the 201 file upon presentation of

valid identification card (ID);
b. A duly authorized representative upon

presentation of a valid ID of the owner,
authorization letter and his/her own valid ID;
c. If the owner of the 201 file is deceased, a

relative upon presentation of proof relationship
to the deceased and his/her own ID.
5.3. Succeeding Turn-Over of 201 Files
Administrative Assistant II 1. Lists the 201 files to be released for

resigned/separated personnel using the said record
(Record on Release of 201 files).
Administrative Officer V 2. Ensures that the individual has no pending

administrative case with the agency, CSC and/or
Ombudsman and has been cleared of all property
and money accountabilities.
Administrative Assistant II 3. Marks duplicate documents as “Certified Duplicate

Copy” and dry seal them prior to release or turn
over to the concerned personnel.
DOCUMENTED &Y: REVIEWED BY: APPROVED BY:
MYLENE T RANOSA
Administrati /e Officer V
4X S L
HOWARD L A N C IA . UYKING
Director IV
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Administrative Assistant II 4. Issues a Certification as to the authenticity of

duplicate documents with original signatures of
authorized representatives contained in the 201 file
to be signed by the FAD Chief. The same shall be
released together with the 201 file to serve as
additional support document to the appointment or
any document specified therein when the need
arises.
5. Releases the 201 files to any one of the following:
a. The owner of the 201 fie upon presentation of

valid Identification Card (ID);
b. A duly authorized representative upon

presentation of valid ID of the owner,
authorization letter and his/her own valid ID;
c. If the owner of the 201 file is deceased, a

relative upon presentation of proof of
relationship to the deceased and his/her own
ID.
5.4. Turn-over of 201/120 File to National Archives of the Philippines (NAP)
R es p o n s ib ilitie s/A u th o rities ____________________ Activities____________________
Administrative Assistant II 1. Requires personnel who resign, retire or are

separated from the service to submit a duplicate
copy of Clearance from Property and Money
Accountabilities and information on forwarding
address and contact number/s.
2. Retains the personnel’s service record, duplicate

copy of Clearance from Property and Money
Accountabilities the forwarding address and the
DOCUMENTED B[Y: REVIEWED BY: APPROVED BY:
vt*****-^1 x m w V
MYLENE T. RANOSA 10l(l<g/G. AALA HOWARD L A N S tA J /Y K IN G
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contact number/s in the records of the agency after

turnover of the other contents of the personnel’s 201
files.
3. Keeps 201 files that remain unclaimed after

resignation/retirement/separation or after the turn
over for one (1) year, after which said records may
be disposed of. Proceeds of sale shall be deposited
in the bank account of the agency.
Administrative Officer V 4. Submits to the National Archives of the Philippines

(NAP) a report on the 201 files that were turned-over
to individual personnel on account of resignation,
retirement or separation from the service.
6. LIST OF FORMS

6.2. Personnel Action Request Form
6.3. Clearance from Property and Money Accountabilities
6.4. Permanent Certificate of Authenticity
6.5. Record on Release of 201/120 File
DOCUMENTED EIY: REVIEWED BY: / APPROVED BY:
MYLENE T RANOSA HOWARD LANCE jSl J^YKING

OPERATIONS MANUAL
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EMPLOYEE BENEFITS AND WELFARE EFFECTIVITY DATE
c a October 3, 2016
PAGE NO.
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1. OBJECTIVES
To provide guidelines for the benefits and welfare of the employees.
2. SCOPE
This procedure applies to the benefits and welfare of the employees.
3. REFERENCES
3.1. Omnibus Rules Implementing Book V of Executive Order No. 292

3.2. CSCMC6, s. 1999
3.3. Republic Act 9262 (the “Anti-Violence Against Women and Their Children Act of
2004”)
3.4. CSC MC Nos. 41, s. 1998 and 14 s. 1999
3.5. CSC Resolution No. 1501531
3.6. Paternity Leave Act
3.7. CSC MC No. 22, s. 2002
3.8. CSC Resolution No. 021420 published Nov. 1, 2002
3.9. R.A. 8972
3.10. CSC MC No. 8, s. 2004
3.11. R.A. 9710
3.12. CSC MC No. 08, 2014
3.13. CSC Resolution No. 020731 published June 7, 2002
3.14. CSC MC No. 8 s. 2003
3.15. R.A. 6758
3.16. Executive Order No. 1077 dated January 9, 1986
3.17. CSC Resolution No. 04-0229 published March 15, 2004
3.18. CSC-DBM Joint Circular No. 1, s. 2006
3.19. CSC MC No. 02, s. 2016
4. POLICIES
4.1. Definition of terms
DOCUMENTED B|Y: REVIEWED BY: APPROVED BY:
M Y L ^ RANOSA
—'
Adm inistrate 5 Officer V

fiaziL
HOWARD LANCE^JJYKING
Director IV
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October 3, 2016
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4.1.1. Vacation Leave refers to the leave of absence granted to officials and
employees for personal reasons, the approval of which is contingent upon the
necessities of the service. Sick Leave refers to leave of absence granted only
on account of sickness or disability on the part of the employee concerned or
any member of his/her immediate family.
4.1.2. Solo Parent is any individual who falls under any of the following categories: A
woman who gives birth as a result of rape and other crimes against chastity
even without a final conviction of the offender, provided that the mother keeps
and raises the child; Parent left solo or alone with the responsibility of
parenthood due to death of spouse; Parent left solo or alone with the
responsibility of parenthood while the spouse is detained or is serving
sentence for a criminal conviction for at least one year.
4.1.3. Leave of absence is generally defined as a right granted to officials and

employees not to report for work with or without pay as may be provided by
law as the rules prescribed.
4.1.4. Commutation of leave credits refers to conversion of unused leave credits to

their corresponding money value.
4.1.5. Cumulation of leave credits refers to incremental acquisition of unused leave

credits by an official or employee.
4.1.6. Immediate 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).
4.1.7. Sick leave refers to leave of absence granted only on account of sickness or
disability on the part of the employee concerned or any member of his
immediate family.
4.1.8. Vacation leave refers to leave of absence granted to officials and employees
for personal reason s, the approval of which is contingent upon the necessities
of the service.
4 .1 .9 . M onetization refers to paym ent in advance under prescribed limits and subject
to specified term s and conditions of the m oney value of leave credits of an
em ployee upon his request without actually going on leave.
DOCUMENTED B' f: REVIEWED BY: , APPROVED BY:

/
r lid
MYLENE T. RANOSA LIN<M3. AALA H O W A ^ L ^ N ^ > !^ K IN G
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4.1.10. 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.
4.1.11. Maternity leave refers leave of absence granted to female government

employees legally entitled thereto in addition to vacation and sick leave. The
primary intent or purpose of granting maternity leave is to extend working
mothers some measure of financial help and to provide her a period of rest
and recuperation in connection with her pregnancy.
4.1.12. Paternity leave refers to the privilege granted to a married male employee
allowing him not to report for work for seven (7) days while continuing to earn
the compensation therefor, on the condition that his legitimate spouse has
delivered a child or suffered a miscarriage, for purposes of enabling him to
effectively end care and support to his wife before, during and after childbirth
as the case may be and assist in caring for his newborn.
4.1.13. Vacation Service Credits refers to the leave credits earned by public school
teachers for services rendered during activities authorized by proper
authorities during long and Christmas vacation. These credits are used to
offset their absences due to illness or to offset proportional deduction in
vacation salary due to absences for personal reasons or late appointment.
4.1.14. Terminal leave refers to money value of the total accumulated leave credits of
an employee based on the highest salary rate received prior to or upon
retirement date/voluntary separation.
4.1.15. Special leave privileges refer to leave of absence which officials or employees
may avail of for a maximum of three (3) days annually over and above the
vacation, sick, maternity and paternity leaves to mark personal milestones
and/or attend filial and domestic responsibilities.
4.1.16. Relocation leave refers to a special leave privilege granted to official/employee

whenever he/she transfers residence.
4.1.17. 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 of acts committed by any person against a woman who is his
DOCUMENTED E!Y: REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA o iL HOWARD LANCt'Ar-UYKING

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wife, former wife, or against a woman with whom the person has or had a
sexual or dating relationship, or with whom he has a common child, or against
her child whether legitimate or illegitimate, within or without the family abode,
which will result in or is likely to result in physical, sexual, psychological harm
or suffering, or economic abuse including threats of such acts, battery, assault,
coercion, harassment or arbitrary deprivation of liberty.
4.1.18. The term “actual service” refers to the period of continuous service since the
appointment of the official or employee concerned, including the period or
periods covered by any previously approved leave with pay.
4.2. Entitlement to leave privileges in general
4.2.1. Appointive officials up to the level of heads of executive departments, heads of

departments, undersecretaries and employees of the government whether
permanent, temporary or casual, who render work during the prescribed office
hours, shall be entitled to fifteen (15) days vacation and fifteen (15) days sick
leave annually with full pay exclusive of Saturday, Sundays, Public Holidays,
without limitation as to the number of days of vacation and sick leave that they
accumulate. (Amended by CSC MC Nos. 41, s. 1998 and 14 s. 1999)
4.3. Paternity Leave Non-Cumulative/Non-Commutative
4.3.1. Paternity Leave of seven (7) days shall be corn-cumulative and strictly non-
convertible to cash. The same may be enjoyed either in a continuous or an
intermittent manner by the employee on the days immediately before, during
and after the childbirth or miscarriage of his legitimate spouse. Said leave
shall be availed of not later than sixty (60) days after the date of the child’s
delivery. This is in pursuant to CSC Resolution No. 1501531.
4.3.2. Conditions for the grant of paternity leave. Every married male employee is
entitled to paternity leave of seven (7) working days for the first four (4)
deliveries of his legitimate spouse with whom he is cohabiting. The first of the
four deliveries shall be reckoned from the affectivity of the Paternity Leave Act
on July 15, 1996. Married male employee with more than one (1) legal spouse
shall be entitled to avail of paternity leave for an absolute maximum of four
deliveries regardless of w hichever spouse gives birth.
4.4. Maternity Leave

DOCUMENTED REVIEWED BY: APPROVED BY:
f Y:
-UwV**'—^
MYLENE T I r a n o s a m H .
HOWARD LANCETAr-UYKING
Director IV
Administrate /e Officer V
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4.4.1. It is understood that maternity leave cannot be deferred but should be enjoyed
within the actual period of delivery in a continuous and uninterrupted manner
not exceeding 60 calendar days (As amended by CSC MC No. 22, s. 2002) In
the case of those in the teaching profession, maternity benefits can be availed
of even if the period of delivery occurs during the long vacation, in which case,
both the maternity benefits and the proportional vacation pay shall be received
by the teacher concerned.
4.4.2. Conditions for the grant of maternity leave. Every woman in the government
service who has rendered an aggregate of two (2) or more years in service,
shall, in addition to the vacation and sick leave granted to her, be entitled to
maternity leave of sixty (60) calendar days with full pay. Maternity Leave of
those who have rendered one (1) year or more but less than two (2) years of
service shall be computed in proportion to their length of service, provided that
those who have served less than one (1) year shall be entitled to sixty (60)
days maternity leave with half pay.
4.4.3. Every woman, married or unmarried, may be granted maternity leave more
than once a year. Maternity leave shall be granted to female employees in
every instance of pregnancy irrespective of its frequency (As amended by
CSC Resolution No. 021420 published Nov. 1, 2002).
4.4.4. 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 before
the expiration of her maternity leave, she may be allowed to do so provided
she presents a medical certificate that she is physically fit to assume the
duties of her position.
4.4.5. The commuted money value of the unexpired portion of the leave need not be
refunded that when the employee returns to work before the expiration of her
maternity leave, she may receive both the benefits granted under the
maternity leave law and the salary for actual services rendered effective the
days she reports for work. As amended by CSC Resolution no. 021420
published Nov. 1, 2002.
4 .4 .6 . T h e formula of computation for this purpose is as follows:
DOCUMENTED &Y: REVIEWED BY: APPROVED BY:
MYLENE T (RANOSA
Administrate /e Officer V
oAL
HOWARD LANCt-ArOYKING
Director IV
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Monthly Salary Rate x Actual No. of Days

SALARY
Worked
22 days
(Provided under CSC MC No. 14, s. 1999)
4.4.7. The Maternity leave with pay may be granted even if delivery occurs just a few
days after the termination of an employee’s service. Maternity leave with pay
may be granted even if the delivery occurs not more than 15 calendar days
after the termination of an employee’s service as her right thereto has already
accrued. Provided for under CSC MC No. 41, s. 1998.
4.4.8. Maternity leave of a female employee on extended leave of absence without

pay. If already entitled, a woman employee can still avail of sixty (60) days
maternity leave with pay even if she is on extended leave of absence without
pay. Provided for under CSC MC No. 41, s. 1998.
4.4.9. Maternity leave of a female employee with pending administrative case. Every
woman employee in the government service is entitled to maternity leave of
absence with pay even if she has a pending administrative case, (as amended
by CSC Resolution No. 021420 published Nov. 1, 2002).
4.4.10. Maternity leave of contractual employees. All contractual female employees

whether or not receiving 20% premium on their salary shall be entitled to
maternity leave benefits like regular employees. As amended by CSC
Resolution No. 021420 Nov. 1, 2002.
4.5. Parental Solo Leave for Solo Parent
4.5.1. RA 8972 & CSC MC No. 8, s. 2004, granted to solo parent to enable them to
perform parental duties and responsibilities where physical presence is
required A seven (7) day leave is granted per year in addition to existing leave
privileges. The 7-day leave is non- cumulative and non-commutative.
4.6. Special Leave Benefit for Women
4.6.1. RA 9710 Any female employee, regardless of age and civil status, shall be
entitled to a special leave of a maximum of two (2) months with full pay,
provided she has rendered at least 6 months aggregate service in any of
various government agencies for the last twelve months prior to undergoing
VMM
MYLENET. RANOSA U N ^/G . AALA HOWARD LANGE-A^JYKING

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surgery for gynecological disorders. Availment of said special leave shall be in

accordance with List of Surgical Operations for Gynecological Disorders.
4.6.2. Requirements for the availing benefit:
4.6.2.1. Duly accomplished Medical Certificate, filled-out by proper medical

authorities;
4.6.2.2. Clinical Summary, reflecting the gynecological disorder;
4.6.2.3. Histopathological Report, reflecting the operative technique used for
surgery including the peri-operative period of confinement around
surgery and estimated period of recuperation;
4.6.2 4. Xerox copy of list of gynecological disorder, proper medical
authorities must identify the gynecological disorder;
4.6.2.5. Clearance, if special leave benefit for women is a month or more.
4.7. Leave of Absence
4.7.1. In general, appointive officials up to the level of heads of executive

departments, heads of departments, undersecretaries and employees of the
government whether permanent, temporary or casual, who render work during
the prescribed office hours, shall entitle to 15 days vacation and 15 days sick
leave annually with full pay exclusive of Saturday, Sundays, Public Holidays,
without limitation as to the number of days of vacation and sick leave that their
accumulate.(Amended by CSC MC Nos. 41, s. 1998 and 14 s. 1999).
4.8. Leave for Violence Victims against Women and Children
4.8.1. In addition to other paid leaves under existing labor laws, company policies,
and/or collective bargaining agreements, the qualified victim- employee shall
be entitled to a leave of up to ten (10) days with full pay, consisting of basic
salary and mandatory allowances fixed by the Regional Wage Board, if any.
4.8.2. The said leave shall be extended when the need arises, as specified in the
protection order issued by the barangay or the court.
4.9. Leave of absence of part-time employees
4.9.1. Employees rendering services on part-time basis entitled to vacation and sick
leave benefits proportionate to the number of work hours rendered. A part-time
„____ L
MYLENE T. RANOSA H O W ^ ^ ^ A N C E A ^ ^ K IN G
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employee who renders four (4) hours of work five (5) days a week or a total of
20 hours a week is entitled to7.5 days vacation leave and 7.5 days sick leave
annually with full pay. (Amended by CSC MC No. 41, s. 1998).
4.10. Leave of absence of employee on rotation basis
4.10.1. Employee on rotation bases shall be entitled to vacation and sick leave
corresponding to the periods of service rendered by them. If employee has
been allowed to work in two or more shifts or rotation, the periods of actual
service covered by each shift or rotation should be added together to
determine the number of years, months and days during which leave is
earned. (Amended by CSC MC no. 41, s. 1998).
4.11. Leave of contractual employees
4.11.1. Contractual employees are likewise entitled to vacation and sick leave credits
as well as special leave privileges provided in Amended by CSC MC no. 41, s.
1998 and 14, s.1999.
4.12. CSC MC No. 08, 2014. Policy on the computation of salaries of employees on leave
without pay. All absences of an official employee in excess of his accumulated vacation
or sick leave credits earned shall be without pay. When an employee, regardless of
whether he has leave credits or not, is absent on a day immediately preceding or
succeeding a Saturday, Sunday or holiday, whether such absent on said Saturdays,
Sundays and Holidays and shall not be deducted leave credits.
4.13. CSC MC Nos. 41 and 14 respectively provides that an official/employee can be

dropped from the rolls “only” if she/he incurs 30 working days of continued absence
without official leave. However, there are instances wherein officials/employees
knowingly circumvent the rule by reporting back to work for brief periods after incurring
prolonged unauthorized absences just to break continuity of their non-attendance.
4.14. Effect of absences without approved leave
4.14.1. An official employee who is continuously absent without approved leave for at
least thirty (30 working days shall be considered absence without leave
(AWOL) and shall be separated from the service or dropped from the rolls
DOCUMENTED BY: REVIEWED BY: APPROVED .BY:
0^1
MYLENE T RANOSA (UN^/G. AALA HOWARD LANCETArUYKING
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without prior notice. However, when it is clear under the obtaining

circumstances that the official or employee concerned, has established 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
apparent dropping from the rolls without notice may likewise be justified.
4.14.2. If the number of unauthorized absences incurred is less than thirty (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 order shall be valid ground to drop him from the rolls.
4.15. Study Leave
4.15.1. Officials and employees, excluding those in the teaching profession who are
covered by different provisions of law, may apply for study leave to the
following conditions:
4.15.1.1. The study leave is a time-off from work not exceeding six (6)
months with pay for qualified officials and employees to help them
prepare for their bar or board examinations or complete their
master’s degree. For completion of master’s degree, the study
leave shall not exceed four (4) months.
4.15.1.2. The leave shall be covered by a contract between the agency

head or authorized representative and the employee concerned.
No extension shall be allowed if the officials or employees avail of
the maximum period of leave allowed herein. If they need more
time to complete their studies, they may file a leave of absence
chargeable against their vacation leave credits.
4.15.1.3. The beneficiary of such leave shall be selected based on the

following requirements:
4.15.1.3.1. The official/employee must have bachelor’s degree

that requires the passing of the bar or a board
licensure examination for the practice of profession;
4.15.1.3.2. The profession or field of study to be pursued must be
relevant to the agency’s mandate, or to the duties and
DOCUMENTED B(Y: REVIEWED BY: APPROVED BY:
M YLENt T. RANOSA U N $/G . AALA HOWARD LANCET-DYKING

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responsibilities of the concerned official or employee,

as determined by the agency head;
4.15.1.3.3. The employee must have rendered at least two (2)
years of service with at least very satisfactory
performance for the last two rating periods immediately
preceding the application;
4.15.1.3.4. The employee must not have any current foreign or
local scholarship grant;
4.15.1.3.5. The employee must have fulfilled the service obligation
of any previous training/scholarship/study leave grant;
and
4.15.1.3.6. The employee must have a permanent appointment.
However, as the purpose of granting study leave is to
develop a critical mass of competent and efficient
employees which will redound to the improvement of
the agency’s delivery of public services, employees
with coterminous appointment may be allowed to avail
of the study leave provided that they:
4.15.1.3.6.1. Meet the requirements under 4.15.1.3.1
and 4.15.1.3.2.
4.15.1.3.6.2. Would be able to fulfil the required
service obligation; and
4.15.1.3.6.3. Are not related to the head of agency or
to any member of a collegial body or
board, in case of constitutional offices
and similar agencies, within the 4th
degree of affinity or consanguinity.
4.15.1.4. 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 to Two (2) years

six (6) months
DOCUMENTED EW : REVIEWED BY: APPROVED BY:
s m fu & y
C 7 *
MYLENE T. RANOSA i)N<g/G. AALA H O W A ^ L ^ ^ A ^ K IN G
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4.15.1.5. Should the official or employee fail to render in full the service
obligation referred to in the contract on account of voluntary
resignation, optional retirement, expiration of term of appointment
for coterminous employees, separation from the service through
one’s own fault, or other causes within one’s control, the official or
employee shall refund the gross amount of salary, allowances and
other benefits received while on study leave proportionate to the
balance of the service obligation required based on the following
formula:
R= (SOR-SOS) X TCR
SOR
Where: R= Refund
TCR= Total Compensation Received
(gross salary, allowances and
other benefits)
SOS= Service Obligation Served
SOR= Service Obligation Required
4.15.1.6. The beneficiaries of the study leave shall inform their respective
agencies in writing, through the personnel office, of their failure to
take the bar/board examination or to complete their master’s
degree for which they were granted the study leave. They shall
also refund to the agency all the salaries and benefits received
during the study leave. Further, for causes within control, they
shall be warned that a repeat of the same would bar the
scholarship grant whether foreign or local.
4.15.1.7. Study Leave Pro-Forma Service Contract shall be made readily

available prior to availing such leave.
4.16. Special Leave Privileges
4.16.1. In addition to the vacation, sick, maternity and paternity leave, officials and
employees except teachers and those covered by special laws, are granted
DOCUMENTED ErY: REVIEWED BY: APPROVED BY:
RANOSA HOWARD LANCE'AJdYKING

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Special Privilege Leave (SPL) An employee can still avail of his birthday or
wedding anniversary leave if such occasion falls on either a Saturday, Sunday
or Holiday, either before or after the occasion.
4.16.2. Special Privilege Leave (SPL) Employees applying for Special Privilege
Leaves shall no longer be required to present proof that they are entitled to
avail such leaves. Three-day limit for a given year shall be strictly observed:
and employee can avail of one special privilege leave for three (3) days or a
combination of any of the leaves for maximum of three days in a given year.
Special leave privilege is non-cumulative and strictly non- convertible to cash.
4.16.2.1. Personal milestones such as birthdays/wedding/wedding

anniversary celebrations and other similar milestones, including
death anniversaries.
4.16.2.2. Parental obligations such as attendance in school programs, PTA

meetings, graduations, first communion, medical needs, among
others, where a child of the government employee is involved.
4.16.2.3. Filial obligations to cover the employee’s moral obligation toward

his parents and siblings for their medical and social needs.
4.16.2.4. Domestic emergencies such as sudden urgent repairs needed at

home, sudden absence of a “yaya” or maid, and the like.
4.16.2.5. Personal transactions to cover the entire range of transactions an

individual does with government and private offices such as paying
taxes, court appearances, arranging a housing loan, etc.
4.16.2.6. Calamity, accident, hospitalization leave pertain to force majeure

events that affect the life, limb and property of the employee or his
immediate family.
4.16.2.7. An employee can still avail of his birthday or wedding anniversary

leave if such occasion falls on either a Saturday, Sunday or
Holiday, either before or after the occasion.
4.16.2.8. Employees applying for special privilege leaves shall no longer be

required to present proof that they are entitled to avail such leaves.
Luma/ —'
MYLENE T. RANOSA AALA
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4.16.2.9. Three-day limit for a given year shall be strictly observed: and
employee can avail of one special privilege leave for three (3) days
or a combination of any of the leaves for maximum of three days in
a given year. Special leave privilege is non-cumulative and strictly
non-convertible to cash.
4.16.2.10. Immediate family in Rule I (Definition of Terms) refers to spouse,

children, parents, unmarried brothers and sisters or any relative
living under the same roof or dependent upon the employee for
support.
4.17. Monetization of Leave Credits
4.17.1. Officials and employees whether permanent, temporary, casual, or

coterminous, who have accumulated fifteen (15) days of vacation leave credits
shall be allowed to monetize a minimum of ten (10) days: Provided, that at
least five (5) days is retained after monetization and provided further that a
maximum of thirty (30) days may be monetized in a given year.
4.17.2. Monetization of 50% or more of vacation/sick leave credits. Monetization of

fifty percent (50%) or more of the accumulated leave credits may be allowed
for valid and justifiable reasons such as:
4.17.2.1. Health, medical and hospital needs of the employee and the
immediate members of his/her family;
4.17.2.2. Financial aid and assistance brought by force majeure events such
as calamities, typhoons, fire, earthquake and accidents that affect
the life, limb and property of the employee and his/her immediate
family;
4.17.2.3. Educational needs of the employee and the immediate members
for his/her family;
4.17.2.4. Payment of mortgages and loans which were entered into for the
benefit or which inured to the benefit of the employee and his/her
immediate family;
4.17.2.5. In case of extreme financial needs of the employee or his/her
immediate family where the presents sources of income are not
enough to fulfill basic needs such as food, shelter and clothing;
4.17.2.6. Other analogues cases as may be determined by the Commission.
MYLENE T. RANOSA HOWARD LANCE A. UYKING

Adm inistrate ; Officer V Chief Administrative Officer Director 1V '-'
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4.17.2.7. The monetization of 50% or more of the accumulated leave credits

shall be upon the favorable recommendation of the agency head
and subject to availability of funds.
4.17.2.8. Immediate family is used herein as defined in Rule I (definition of
Terms) of the Omnibus Rules Implementing the administrative
Code of 1987. As amended by CSC Resolution No. 020731
published June 7, 2002.
4.17.2.9. Computation of Leave Monetization.
4.17.2.9.1. Either of the following formula shall be used for the

computation of Monetization of Leave Credits:
Money value of
Monthly No. of days to x CF
the monetized
Salary x be monetized (.0481927)* =
leave
OR
Monthly
Salary No. of days to be = Money value of the
X
Monetized monetized leave
20.916667**
‘ Constant Factor based on Section 40 of CSC MC No. 14, s.

1999** Equivalent number of days in a month for computation of
MLC based of the total number of working days per year (249)
[Section 40 of CSC MC No. 14, s. 1999] 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 Maternity
Leave be as follow. Salaries for the actual service rendered within
the unexpired portion of the maternity leave shall be computed
based on the daily wage rate. Pursuant to R.A. 6758 (Salary
Standardization Law), the daily wage rate shall be determined by
dividing the monthly salary by 22 working days in a month.
4.18. Five days forced/mandatory leave
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MYLENE T. RANOSA XytU &k5. AALA HOWARD LANOEiA-^JYKING
Administrate e Officer V Chief Administrates Officer Director IV

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4.18.1. All officials and employees with 10 days or more vacation leave credits shall
be required to go on vacation leave whether continuous or intermittent for a
minimum of five (5) working days annually under the following conditions:
4.18.1.1. The head agency shall, upon prior consultation with the
employees, prepare a staggered schedule of the mandatory five-
day vacation leave of officials and employees, provided that he
may, in the exigency of the service, cancel any previously
scheduled leave.
4.18.1.2. The mandatory annual five-day vacation leave shall be forfeited if

not taken during the year. However, in cases where the scheduled
leave has been cancelled in the exigency of the service by the
head of agency, the scheduled leave not enjoyed shall no longer
be deducted from the total accumulated vacation leave.
4.18.1.3. Retirement and resignation from the service in a particular year

without completing the calendar year do not warrant forfeiture of
the corresponding leave credits if concerned employees opted not
to avail the required five-day mandatory vacation leave.
4.18.1.4. 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 accumulated vacation leave of 15
days who availed of monetization for 10 days, under Section 22
hereof, shall still be required to go on forced leave. Amended by
CSC MC No. 41, s. 1998.
4.19. Accumulation of vacation and sick leave
4.19.1. Vacation and sick leave shall be cumulative and any part thereof which may
not be taken within the calendar year may be carried over to the succeeding
years. Whenever any official or employee retires, voluntarily resigns, or is
allowed to resign or is separated from the service through no fault of his own,
he shall be entitled to the commutation of all the accumulated vacation a n d / o r
sick leave to his credit, exclusive of Saturdays, Sundays, and holidays, without
DOCUMENTED pY: REVIEWED BY: APPROVED BY:

s'
d j HOWARD LANCFAÛYKING
MYLENE7 . RANOSA
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limitation as to the number of days of vacation and sick leave that he may
accumulate provided his leave benefits are not covered by special law.
4.19.2. When a person whose leaves have been commuted following his separation
from the service is reemployed in the government before the expiration of the
leave commuted, he shall no longer refund the money value of the unexpired
portion of the said leave. Insofar and his leave credits are concerned, he shall
start from zero balance. Amended by CSC MC No. 41, s. 1998.
4.19.3. Computation of vacation leave and sick leave. Computation of vacation and
sick leave shall be made on the basis of one (1) day vacation leave and one
day sick leave for every 24 days of actual service using the tables of
computation as follows: (Provided for under CSC MC No. 41, s. 1998 and
further amended by CSC MC No. 14, s. 1999).
Table I
VACATION SICK LEAVE CREDITS EARNED ON A MONTHLY BASIS
NUMBER OF MONTHS VACATION LEAVE EARNED SICK LEAVE EARNED
1 1.25 1.25
2 2.50 2.50
3 3.75 3.75
4 5.00 5.00
5 6.25 6.25
6 7.50 7.50
7 8.75 8.75
8 10.00 10.00
9 11.25 11.25
10 12.50 12.50
11 13.75 13.75
/p o p jo y
< 5 - HOWARD LANCE-AJ/Y k ING
MYLENE T . RANOSA CL1N0/G. AALA
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12 15.00 15.00
Table II
VACATION AND SICK LEAVE CREDITS EARNED ON A DAILY BASIS
NUMBER OF DAYS VACATION LEAVE EARNED SICK LEAVE EARNED
1 .042 .042
2 .083 .083
3 .125 .125
5 .167 .167
5 .208 .208
6 .250 .250
7 .292 .292
8 .333 .333
9 .375 .375
10 .417 .417
11 .458 .458
12 .500 .500
13 .542 .542
14 .583 .583
15 .625 .625
16 .667 .667
17 .708 .708

r
c V
MYLENE T. RANOSA (UNQffe. AALA H O W A R ^ ^ ^ ^ i^ K IN G
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18 .750 .750
19 .792 .792
20 .833 .833
21 .875 .875
22 .917 .917
23 .958 .958
24 1.000 1.000
25 1.042 1.042
26 1.083 1.083
27 1.125 1.125
28 1.167 1.167
29 1.208 1.208
30 1.250 1.250
Table III
LEAVE CREDITS EARNED IN A MONTH BY OFFICIAUEMPLOYEE WITHOUT ANY
VACATION LEAVE CREDIT LEFT
NO. OF NO. OF LEAVE NO. OF NO. OF LEAVE

DAYS DAYS ON CREDITS DAYS DAYS ON CREDITS
PRESENT LEAVE EARNED PRESENT LEAVE EARNED
WITHOUT WITHOUT
PAY PAY
30.00 0.00 1.250 14.50 15.50 0.604
29.50 0.50 1.229 14.00 16.00 0.583
DOCUMENTED B(Y: REVIEWED BY: / APPROVED BY:
_^
M Y l S ^ RANOSA O L I(4 0 G- AALA H O W A R ^-A N C E ^t^Y K IN G
Administrativ d Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
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p
i
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29.00 1.00 1.208 13.50 16.50 0.562
28.50 1.50 1.188 13.00 17.00 0.542
28.00 2.00 1.167 12.50 17.50 0.521
27.50 2.50 1.146 12.00 18.00 0.500
27.00 3.00 1.125 11.50 18.50 0.479
26.50 3.50 1.104 11.00 19.00 0.458
26.00 4.00 1.083 10.50 19.50 0.437
25.50 4.50 1.063 10.00 20.00 0.417

25.00 5.00 1.042 9.50 20.50 0.396
24.50 5.50 1.021 9.00 21.00 0.375
24.00 6.00 1.000 8.50 21.50 0.354
23.50 6.50 0.979 8.00 22.00 0.333

23.00 7.00 0.958 7.50 22.50 0.312
22.50 7.50 0.938 7.00 23.00 0.292

22.00 8.00 0.917 6.50 23.50 0.271
21.50 8.50 0.896 6.00 24.00 0.250
21.00
9.00 0.875 5.50 24.50 0.229
20.50
9.50 0.854 5.00 25.00 0.208
20.00
10.00 0.833 4.50 25.50 0.187
19.50
10.50 0.813 4.00 26.00 0.167
19.00
11.00 0.792 3.50 26.50 0.146
18.50
11.50 0.771 3.00 27.00 0.125
18.00
DOCUMENTED E*Y: REVIEWED BY: _ APPROVED BY:

/
m yl ^ N e T. RANOSA (y N O tS . AALA HOWARD LANCE-AHJYKING

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17.50 12.00 0.750 2.50 27.50 0.104
17.00 12.50 0.729 2.00 28.00 0.083
16.50 13.00 0.708 1.50 28.50 0.062
16.00 13.50 0.687 1.00 29.00 0.042
15.50 14.00 0.667 0.50 29.50 0.021
15.00 14.50 0.646 0.00 30.00 0.000
15.00 0.625
TABLE IV
CONVERSION OF WORKING HOURS/MINUTES INTO FRACTIONS OF A DAY
Based on 8-Hour Workday
HOURS EQUIVALENT DAY
1 .125
2 .250
3 .375
4 .500
5 .625
6 .750
7 .875
8 1.000
MINUTES EQUIV. DAY MINUTES EQUIV. DAY
DOCUMENTED B f : REVIEWED BY: / APPROVED BY:

i**M\r+**-^
MYLENE T. IANOSA ( y N ^ G . AALA HOWARD LANCtAÛYKING

OPERATIONS MANUAL
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EFFECTIVITY DATE
October 3, 2016
PAGE NO.
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1 .002 31 .065
2 .004 32 .067
3 .006 33 .069
4 .008 34 .071
5 .010 35 .073
6 .012 36 .075
7 .015 37 .077
8 .017 38 .079
9 .019 39 .081
10 .021 40 .083
11 .023 41 .085
12 .025 42 .087
13 .027 43 .090
14 .029 44 .092
15 .031 45 .094
16 .033 46 .096
17 .035 47 .098
18 .037 48 .100
19 .040 49 .102
20 .042 59 .104
21 .044 51 .106
22 .046 52 .108
DOCUMENTED EIY: REVIEWED BY: APPROVED BY;
MYLENE T. RANOSA 4 /N £ $ 3 . AALA h o w a r d l a n c E-a j / y k in g

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23 .048 53 .110
24 .050 54 .112
25 .052 55 .115
26 .054 56 .117
27 .056 57 .119
28 .058 58 .121
29 .060 59 .123
30 .062 60 .125
4.20. Actual service defined
4.20.1. Leave of absence without pay for any reason other than illness shall not be
counted as part of the actual service rendered: Provided, that in computing the
length of service of an employee paid on the daily wage basis, Saturdays,
Sundays or holidays occurring within a period service shall be considered as
service although he did not receive pay on those days inasmuch as his service
was not then required.
4.20.2. A fraction of one-fourth or more but less than three-fourth shall be considered
as one -half day and a fraction of three-fourths or more shall be counted as
one full day for purposes of granting leave of absence. (Amended by CSC MC
No. 41, s. 1998).
4.21. Computation of leave for employees with irregular work schedule
4.21.1. Employees, including, among others, hospital personnel, whose work

schedules are irregular and at times include Saturdays, Sundays, and legal
holidays and are instead off-duty on other days, their off-duty days regardless
or whether they fall on Saturdays, Sundays, or holidays during the period of
their leave, are to be excluded in the computation of vacation and sick leave.
In other words, if an employee is off-duty, say for two (2) days falling on
Saturdays, Sundays, or holidays, these occurring within the period of
authorized leave are to be excluded in the deduction of the number of leave
DOCUMENTED EY: REVIEWED BY: / APPROVED BY:
/ T ri u ^ / /
MYLENE T. RANOSA i i k g G. AALA HOWARD LANCEÂAJYKING
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from earned leave credits of the employee. (Amended by CSC MC No. 41, s.
1998).
4.22. Computation of leave for employees observing flexible working hours
4.22.1. Employees observing flexible working hours who render less than the 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 credits only the numbers of hours
required to be served for a day but which was not served. Any absence
incurred must be charged proportion to the number of hours required for a
day’s work. The number of hours to be served for a day refers not to the eight
(8) regular hours but to the number of hours covered by the core hours
prescribed in the agency concerned.
4.22.2. Compensatory service may be availed of outside of the regular working hours,
except Sundays, to offset non-attendance or undertime during the regular
office hours subject to the written approval of the agency’s proper official.
Each government office shall formulate its own internal regulations for this
purpose. (Amended by CSC MC Nos. 41, s. 1998 and 14, s. 1999)
4.23. Computation of salary prior to leave
4.23.1. The proper head of department, local government unit, and government-
owned or controlled corporation with original charter may, in his discretion,
authorize the communication of the salary that would be received during the
period of vacation and sick leave of any appointive official and employee and
direct its payment at the beginning of such leave from the fund out of which
the salary would have been paid. (Amended by CSC No. 41, s.1998).
4.24. Absence on the regular day for which suspension of work is announced
4.24.1. Where an official or an employee fails to report for work on a regular day for
which suspension of work is declared after the start of regular working hours,
he shall not be considered absent for the whole day. Instead, he shall only be
deducted leave credits or the amount corresponding to the time when official
working hours start up to the time the suspension of work is announced.
(Amended by CSC MC Nos. 41, s. 1998 and further amended by CSC No. 14,
s. 1999).
DOCUMENTED SY: REVIEWED BY: / APPROVED BY:
„ Y L ^ RANOSA U N Q G. AALA HOWARD LANCEAruYKING

Administratis/e Officer V Chief Administrative Officer Director IV
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4.25. Leave of absence without pay on a day immediately preceding or succeeding

Saturday, Sunday or Holiday
4.25.1. When an employee, regardless of whether he has leave credits or not is

absent on a day immediately preceding or succeeding a Saturday, Sunday or
Holiday whether such absence is continuous or not, he shall not be considered
absent on said Saturdays, Sunday or Holidays and shall not be deducted
leave credits. He shall neither receive salary for those days. (Amended by
CSC Nos. 41, s. 1998 and 14, s. 1999).
4.26. Tardiness and undertime are deducted against vacation leave credits
4.26.1. Tardiness and undertime are deducted from vacation leave credits and shall
not be charged against sick leave credits, unless the undertime is for health
reasons supported by medical certificate and application for leave. (Provided
for under CSC MC No. 41, s. 1998).
4.27. Terminal Leave
4.27.1. Terminal is applied for by an official or employee who intends to server his
connection with his employer. According, the filing of adaptability for terminal
leave requires as a condition sine qua non, the employee’s resignation,
retirement or separation from the service. It must be shown first that public
employment ceased by any of the said modes of severance. (Provided for
under CSC MC No. 41, s. 1998).
4.27.2. Approval of terminal leave. Application for commutation of vacation and sick
leave in connection with separation through no fault of an official or employee
shall be sent to the head of department concerned for approval. In this
connection, clearance from the Ombudsman is no longer required for
processing and payment of terminal leave as such clearance is needed only
for payment of retirement benefits. (Amended by CSC MC No. 41, s. 1998).
4.27.3. Payment of terminal leave. Any official /employee of the government who
retires, voluntarily resigns, or is separated from the service and who is not
otherwise covered by special law, shall be entitled to the commutation of his
leave credits exclusive Saturdays, Sundays and Holidays without limitation
and regardless of the period when the credits were earned. (Amended by CSC
MC No. 41, s. 1998).
DOCUMENTED 3Y: REVIEWED BY: APPROVED BY:,
MYLENE T RANOSA (JUNO G. AALA HOWARD LANCE ATUYKING

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4.27.4. Period within which to claim terminal leave pay. Request for payment of
terminal leave benefits must be brought within ten (10) years from the time the
right of action accrues upon an obligation created by law. (Amended by CSC
MC No. 41, s. 1998).
4.27.5. Basis of computation of terminal leave. Payment of terminal leave for purpose
of retirement of voluntary resignation shall be based on the highest monthly
salary received at any time during his period of employment in the government
service and not on his latest salary, unless the latter is the highest received by
the retiree. (Amended by CSC MC No. 41, s. 1998).
4.27.6. Computation of terminal leave. The terminal leave benefits shall be computed
as follows:
TLB = S x D x CF
Where TLB Z2 Terminal leave benefits
S = Highest monthly salary received
D = No. of accumulated vacation and sick leave credits
CF — Constant factor is .0478087
The constant factor was derived from this formula:
365 Days in a year
104 Saturdays & Sundays in a year
Legal holidays in a year (in accordance with RA No.

12 =
9849)
12 zz Months in a year
12 12 ZZ .0481927
DOCUMENTED B Y: REVIEWED BY: APPROVED BY:
c 3 h•4 A\ * -—)
a aa /f m iM S i/
d i n g G. AALA HOWARD L A N C E X t IYKING
MYLENE T. SANOSA
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365-(104+12) 249
This formula shall take effect on January 15, 1999. (Provided for under CSC MC
No. 41, s. 1998 and further amended by CSC MC No. 14, s. 1999)
4.28. Official/Employee on terminal leave does not earn leave credits
4.28.1. The official/employee who is on terminal leave does not earn any leave credits
as he is already out of the service. While on terminal leave, he merely enjoys
the benefits derived during the time of such employment. Consequently, he is
no longer entitled to the benefits or salary increases that may be granted
thereafter. (Amended by CSC MC No. 41, s. 1998).
4.28.2. Public officials and employees on extended service are entitled to fifteen (15)
days vacation and fifteen (15) days sick leave annually subject to the following
guidelines:
4.28.2.1. Leave credits earned on extended service are non-commutative.

Thus, unused leave credits may not be converted to their
corresponding money value;
4.28.2.2. Leave credits earned on extended service are non-cumulative
hence, unused leave credits within the calendar year may not be
carried over to the succeeding years;
4.28.2.3. Executive Order No. 1077 dated January 9, 1986 and other laws
and rules on leave are applicable to officials and employees on
extended service insofar as they not inconsistent with the
preceding guidelines. *As amended by CSC Resolution No. 04-
0229 published March 15, 2004.
4.28.2.4. A person appointed to a coterminous/primarily confidential position
who reaches the age of 65 years is considered automatically
extended in the service until the expiry date of his/her appointment
or until his/her services are earlier terminated. Thus, a
conterminous/primarily confidential employee is also entitled to the
sick and vacation leave credits subject to the rules provided
herein.
/p r y M & y
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4.29. Basis for computation of salary during leave with pay
4.29.1. An official or employee who applies for vacation or sick leave shall be granted
leave with pay at the salary he is currently receiving. (Amended by CSC MC
No. 41, s. 1998).
4.30. Leave during probationary period
4.30.1. An employee still on probation may already avail of whatever leave credits he
has earned during said period. Accordingly, any leave of absence without pay
incurred during the period of probation shall extend the completion thereof for
the same number of days of such absence.
4.31. Transfer of leave credits
4.31.1. When an official or employee transfers from one government agency to

another, he can either have his accumulated vacation and/or sick leave credits
commuted or transferred to his new agency.
4.31.2. The second option can be exercised as a matter of right only by an employee
who does not have gaps in his service. However, a gap of not more than one
month may be allowed provided same is not due to his fault. The option to
transfer accumulated leave credits can be exercised within (1) year only from
the employee’s transfer to the new agency. This provision is not applicable to
transfer of leave credits of uniformed personnel from the military to the civilian
service. (Amended by CSC MC No. 41, s. 1998).
4.32. Remedy when transfer of leave credits denied
4.32.1. An official or employee who failed to transfer his leave credits to the new office
in the line with the provisions in the preceding section may claim the money
value of such leave credits from the office where earned. (Provided for under
CSC MC No. 41, s. 1998).
4.33. Period within which to act on leave application
4.33.1. Whenever the application for leave of absence, including terminal leave, is not
acted upon by the head of agency or his duly authorized representative within
DOCUMENTED IJYi REVIEWED BY: ^ APPROVED BY:

------7"---------------
o W
MYLENE T. 'r a n o s a ( U H g G . AALA HOWARÛ^NÊTV t^Y K IN G
Administrate e Officer V C hief Administrative Officer Director IV
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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)
4.34. Effect of unauthorized leave
4.34.1. An official/employee who is absent without approved leave shall not be entitled
to receive his salary corresponding to the period of his unauthorized leave of
absence. It is understood, however that his absence shall no longer be
deducted from his accumulated leave credits, if there are any. (Amended by
CSC MC No. 41, s.1998).
4.35. Application for vacation leave
4.35.1. All applications for vacation leave of absence for one (1) full day or more shall
be submitted on the prescribed form for action by the proper head of agency
five (5) days in advance, whenever possible, of the effective date such leave.
(Amended by CSC MC No. 41, s.1998).
4.36. Approval of vacation leave
4.36.1. Leave of absence for any reason other than illness of an official or employee
or of any member of his immediate family must be contingent upon the needs
of the service. Hence, the grant of vacation leave shall be at the discretion of
the head of department/agency. (Amended by CSC MC No. 41, s.1998).
4.37. Application for sick leave
4.37.1. All applications for sick leave of absence for one full day or more shall 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 five (5) successive days shall be accompanied by a proper medical
certificate.
4.37.2. Sick leave may be applied for in advance in cases where the official or
employee will undergo medical examination or operation or advised to rest in
view of ill health duly supported by a medical certificate.
DOCUMENTED EpY; REVIEWED BY: APPROVED BY:
s rry M /H /
MYLENE T. RANOSA (j/IN^/G. AALA HOWARD LANCE7CUYKING
Administrate re Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
0
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October 3, 2016
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4.37.3. In ordinary application for sick leave already taken not exceeding five days,
the head of department or agency concerned may duly determine whether or
not granting of sick leave is proper under the circumstances. In case of doubt,
a medical certificate may be required. (Amended by CSC MC No. 41, s.1998).
4.38. Approval of sick leave
4.38.1. Sick leave shall be granted only on account of sickness or disability on the part
of the employee concerned or of any member of his immediate family.
4.38.2. Approval of sick leave, whether with or without pay, is mandatory provided
proof of sickness or disability is attached to the application in accordance with
the requirements prescribed under the preceding section. Unreasonable delay
in the approval thereof or non-approval without justifiable reason shall be a
ground for appropriate sanction against the official concerned. (Amended by
CSC MC No. 41, s.1998 and 14, s. 1999).
4.39. Rehabilitation leave for job-related injuries
4.39.1. Applications of officials and employees for leave of absence on account of

wounds or injuries incurred in the performance of duty must be made on the
prescribed from, supported by the proper medical certificate and evidence
showing that the wounds or injuries were incurred performance of duty. The
head of department/agency concerned shall direct that absence of an
employee during hid period of disability thus occasioned shall be on full pay,
but not exceed six (6) months. He shall also authorize the payment of medical
attendance, necessary transportation, subsistence and hospital fees of the
injured person. Absence in the case contemplated shall not be charged
against sick leave or vacation leave, if there are any. (Amended by CSC MC
No. 41, s.1998).
4.40. Leave without pay
4.40.1. All absences of an official or employee in excess of his accumulated vacation

or sick leave credits earned shall be without pay. To compute the salary of
employees who incur LWOP in a given month, use the following formula:
MYLENET. RANOSA HOWARD LANCJEvA / u YKING

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No. of Days Paid Status Monthly

_
Salary X
22 days Salary
4.40.2. When an employee had already exhausted his sick leave credits, he can use
his vacation leave credits but not vice versa. (Amended by CSC MC Nos. 41,
s. 1998 and 14, s. 1999) *See also Guidelines for Availing of the Rehabilitation
Privilege (CSC-DBM Joint Circular No. 1, s. 2006).
4.41. Limit of leave without pay
4.41.1. Leave without pay not exceeding one year may be granted, in addition to the
vacation and/or sick leave earned. Leave without pay in excess of one month
shall require the clearance of the proper head of department or agency.
(Amended by CSC MC No. 41, s. 1998).
4.42. When leave without pay is not allowable
4.42.1. Leave without pay shall not be granted whenever an employee has leave with
pay to his credit except in the case of secondment. (Amended by CSC MC No.
41, s.1998).
4.43. Seconded employee on leave without pay from his mother agency
4.43.1. The seconded employee shall be on leave without pay from his mother agency
for the duration of his secondment, and during such period, he may earn leave
credits which is commutable immediately thereafter at and payable by the
receiving agency. (Provided by CSC MC No. 41, s.1998).
4.44. Effect of vacation leave without pay on the grant of length of service step increment
4.44.1. For purposes of computing the length of service for the grant of step
increment, approved vacation leave without pay for an aggregate of fifteen
(15) days shall not interrupt the continuity of the three year service
requirement for the grant of step increment. However, f the total number of
authorized vacation leave without pay included within the three (3) year period
exceeds fifteen (15) days, the grant of one-step increment will only be delayed
c t W
MYLENE T. R a n o s a AALA HOWARD LANC^TVUJYKING
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for the same number of days that an official or employee was absent without
pay. (Provided by CSC MC No. 41, s.1998).
4.45. Effect if pending administrative case against an official or employee
4.45.1. An official or an employee with pending administrative case/s is not barred

from enjoying leave privileges. (Amended by CSC MC No. 41, s.1998).
4.46. Effect of failure to report for duty after expiration of one (1) year leave
4.46.1. If an official or an employee who is on leave without pay pursuant to Section

57 hereto, fails to report for work at the expiration of one year from the date of
such leave, he shall be considered automatically separated from the service.
(Amended by CSC MC No. 41, s.1998)
4.47. Effect of absences without approved leave
4.47.1. An official or an employee who is continuously absent without approved leave

for at least thirty (30) working days shall be considered on absence without
official leave (AWOL) and shall be separated from the service or dropped from
the rolls without prior notice. He shall, however, be informed, at his address
appearing on his 201 files or at his last known written address, of his
separation from the service, not later than five (5) days from its effectivity. If
the number of unauthorized absences incurred is less than thirty (30) working
days, a written Return-to-Work Orders shall be served to him at his last known
address on record. Failure on his part to report for 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).
4.48. Status of the position of an official or employee on vacation or sick leave
4.48.1. 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).
4.49. Effect of decision in administrative case
_i
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4.49.1. An official or employee who has been penalized with dismissal from the
service is likewise not barred from entitlement for his terminal leave benefits.
(Amended by CSC MC Nos. 41, s.1998 and 14, s. 1999).
4.50. Effect on exoneration from criminal/administrative case
4.50.1. In general, officials and employees who have been dismissed from the service
but who were later exonerated and thereafter reinstated, are entitled to the
leave credits during the period they were out of service. (Amended by CSC
MC No. 41, s.1998)
5.1. Daily Time Attendance
Administrative Aide VI 1. Prepares Daily Time Record (DTR) cards for all BCS
personnel every last day of the month indicating
therein the names, official time and the card number of
each personnel.
2. Issues Record Book and pen to Security personnel

wherein each employee will sign and record time of
arrival at and departure from BCS as validation of the
time being recorded by the Bundy Clock.
3. Collects on daily basis all the DTRs and verifies the

signature and the entries against the Record Book.
4. Records daily attendance and computes tardiness,

undertime, absences and posts them in the Summary
Report of Attendance.
5. Prepares Summary of Monthly Attendance Report and

submits copy to HRM Officer I which serves as basis in
DOCUMENTED rBY: REVIEWED BY: APPROVED BY:
MYLENE1\R A N O S A H O W A R ? )^ n B £ ArlJYKING
Administrai ive Officer V Chief Administrative Officer Director IV
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updating leave cards at the end of each month.
6. At the end of the month, presents the card to

respective employees for signature.
7. Bundles the cards, labels them for safekeeping.
5.2. Preparation of Salaries and Other Benefits - General Payroll Preparation
Administrative Officer II 1. Prepares index cards for all BCS personnel every first
working day of the year.
2. Requests for the list of scheduled BCS personnel

Step-Increments or Salary Increase for the current
year form HRM Assistant.
3. Requests Accounting Section for the list of taxes to be

withheld from all the BCS personnel for the year.
4. Computes mandatory salary deductions, and checks

various loan billings/statements from GSIS, PAGIBIG,
Development Bank of the Philippines, etc.
5. Finalizes the computation of net salaries over all

deductions and checks if within the P3,500 minimum
net take home pay of each employees.
6. Encodes the salaries and deductions of each BCS

personnel in the Payroll System.
J a m m A / 4 ^ / ^ f
MYLENE T. RANOSA y n g G . aala HOWARD L A N C & W . UYKING
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7. Prints sample copy for review of computations,

balances and totals. Finalizes and print five (5)
sets/pages of General Payroll.
8. Prepares the Disbursement Voucher, and with the

General Payroll, forwards to the Personnel Section
Chief.
Administrative Officer V 9. Checks the amount of salaries and verifies the

completeness of the data. If there’s no error affixes
initials in the General Payroll and Disbursement
Voucher Officer. If not returns to HRM Officer I.
10. Returns to HRM Officer I for release to FAD Chief.
Administrative Officer II 11. Forwards to FAD Chief the General Payroll and
Disbursement Voucher for signature.
12. Receives the General Payroll and Disbursement

Voucher from FAD Chief.
13. Logs the General Payroll and Disbursement Voucher

and submits to Budget Section for fund allocation.
DOCUMENTED B[V: REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA ( U H g G . AALA HOWARD L A N C E Û Y K IN G

Administratis 3 Officer V Chief Administrative Officer Director IV
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5.3. Preparation of Salaries and Other Benefits- Disbursement Vouchers Preparation - not
included in General Payroll
Administrative Officer II 1. Photocopies Daily Time Record (DTR) Card of the

employee not included in the general payroll and
requests his/her to submit the detailed DTR Form
duly signed by his/her immediate supervisor.
2. Computes the salary/allowance earned for the period

(per month/half month) and the mandatory
deductions (GSIS, PAGIBIG, Philhealth, etc.).
Administrative Officer II 3. Computes other deductions like undertime, late and

absences. Deducts from salary earned for the
period.
4. Prepares the Disbursement Vouchers and attaches

all the supporting documents e.g., DTR Card/Form,
computation of salary earned and deductions.
Forwards to Personnel Section Chief for checking
and initial.
Administrative Officer V 5. Reviews and examines the correctness of the

computation and checks the supporting documents.
a. If not, returns to HRM Officer I.
b. If yes, signs the certification portion in the
disbursement voucher and approves for release
to FAD Chief.
Administrative Officer II 6. Forwards to FAD Chief for initial on disbursement

voucher.
DOCUMENTED EjY: REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA ( y lN Q jG . AALA HOWARD L A N C E T UYKING

Administrate s Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
0
JLr 'J H k EMPLOYEE BENEFITS AND WELFARE EFFECTIVITY DATE
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7. Receives the Disbursement Voucher from FAD Chief.
8. Logs and submits to Budget Section for fund

allocation.
5.4. Application for Leave Process
Administrative Aide VI 1. Issues appropriate leave forms.
2. Receives accomplished Application for Leave Form.
Administrative Officer II 3. Checks the balance for leave applied for; writes it on the
application and affixes initials below the name of
Personnel Section Chief.
4. Forwards to Personnel Section Chief for signature.
Administrative Aide VI 5. Upon receipt from Personnel Section Chief, forwards it

to the immediate superior (if immediate supervisor is a
section chief, affixes initials below the name of the
concerned division chief; the division chief recommends
approval or disapproval then signs it).
6. Receives the Application for Leave Form from

concerned division chief.
7. Forwards to FAD Chief for:

a. Approval/disapproval if leave application is for
vacation leave below 15 days, sick leave and
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MYLENE T RANOSA
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HOWARD LANÊSW-UYKING
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October 3, 2016
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compensatory time-off (CTO) or more, special
Privilege Leave (3 days) force leave (4 days) and
Solo Parent Leave.
b. Recommending approval if application is for
vacation leave for 15 days.
8. Updates and posts the availed leave in the Summary of

Monthly Attendance Report and Employee’s Leave
Cards.
Administrative Aide VI 9. Issues copy of processed application for leave to
concerned employee.
10. Files copy.
5.5. Assignment Slip and Employee Pass
Administrative Aide VI 1. Issues Official Business Slip to requesting employees.
2. Upon receipt of Assignment Slip/Empioyee Pass, checks

if the forms are signed by their Section Chief and
Division Chief.
3. Records the name, time and date of the Assignment

Slip/Employee Pass in the Record Book.
4. Submits to the Guard on Duty for recording of actual

time of departure and return of employees to the
Assignment Slip/Employee Pass Forms.
DOCUMENTED BIY: REVIEWED BY: APPROVED BY:

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MYLENE T. RANOSA 4 / n^ g. AALA H O W A ^ ^ N ^ I^ IY K IN G
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October 3, 2016
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5. Upon receipt of forms from Guard on Duty, records the

time of departure and returned of employees in the
Record Book.
6. Files copy.
5.6. Leave Card Administration
Administrative Officer II 1. Prepares Individual Leave Cards Forms of all BCS

personnel from the date of employment with the
Bureau.
2. Posts earned leave credits of each employee every

end of each month. For Vacation Leave 1.25 and
Sick Leave 1.25.
3. Collects data for deductions to the earned leave

benefits from Summary of Monthly Attendance Report
every month submitted by Personnel Clerk.
4. Converts all the deductions to its equivalent days,

hours, and minutes using the prescribed table every
month.
5. Posts deduction to individual leave cards every month

to update the total balance earned leave benefits of
each BCS personnel.

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5.7. Certificate of Overtime Credits/Compensatory Time-Off
Administrative Aide VI 1. Receives approved Authority to Render Overtime

Request, Special Order, Disposition Forms etc. from
BCS personnel.
2. Prepares supporting documents for verification and

attachments eg., Daily Time Record, copy of
driver’s itinerary, statement of overtime services
rendered form etc.
Administrative Officer II 3. Computes the actual number of hours rendered and

converted to days, hours and minutes. Finalizes the
statement of overtime services rendered and
submits to Personnel Section Chief for
review/checking.
Administrative Officer V 4. Reviews and checks the computation of overtime. If

computation is correct, orders the preparation of
Certificate of Overtime Credits. If not, returns to
HRM Officer I.
Administrative Officer II 5. Prepares Certificate of Overtime Credits (COCs)

and submits to Personnel Section Chief and FAD
Chief for signature.
Administrative Aide VI 6. Issues the COCs to personnel concerned.
Administrative Officer II 7. For the drivers, after activity no.4, orders the
preparation of Disbursement Vouchers for payment
of overtime and forwards to FAD Chief for initial and
approval for release.
DOCUMENTED ^[Y: REVIEWED BY: APPROVED BY:
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Administrative Aide VI 8. Logs and submits to the Budget Section the

disbursement vouchers and supporting documents
for fund allocation.
6. LIST OF FORMS
6.1. Daily Time Record

6.2. Disbursement Voucher
6.3. Application for Leave Form
6.4. Assignment Slip/Employee Pass
6.5. Individual Leave Cards
6.6. Authority to Render Overtime Request
6.7. Statement of Overtime Services Rendered
6.8. Disposition Form
6.9. Certificate of Compensatory Overtime Credits
I
o k /J ^ N P cT aala HOWARD LANCEA t OYKING
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1. OBJECTIVES
1.1 To establish a system to objectively link employee performance with the agency’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 in government.
1.3 To concretize the linkage of organizational performance with the Philippine Development
Plan, Agency Strategic Plan, and Organizational Performance Indicator.
1.4 To ensure organizational and individual effectiveness by cascading institutional

accountabilities to the various levels of the organization.
2. SCOPE
This procedure applies to the strategic performance management system of the agency.
3. REFERENCES
None
4. POLICIES
4.1. The Strategic Performance Management System (SPMS) is a mechanism that links
employee performance with organizational performance to enhance the performance
orientation of the compensation system. It ensures that the employee achieves the
objectives set by the organization and the organization, on the other hand, achieves the
objectives that it has set as its strategic plan.
4.2.1. Performance Management. This component of the intends to foster continuing

improvement in personnel performance and efficiency, and enhance
organizational effectiveness and productivity through the review, assessment and
diagnosis of individual employee performance.
DOCUMENTED B]t : REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA (U N & G . AALA HOWARD LA^C&AJJYKING

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4.3. The SPMS has the following basic elements:
4.3.1. Goals that are aligned to agency mandate and organizational priorities;
4.3.2. System that is outputs/outcomes-oriented;
4.3.3. A team approach to performance management;
4.3.4. Forms that are user-friendly and shows alignment of individual and organizational
goals;
4.3.5. Information systems that support monitoring and evaluation;
4.3.6. A communication plan.
4.4. Evaluation of Individual Performance
4.4.1. All rank-and-file employees of the agency will undergo a semestral evaluation of
individual performance. The evaluation shall provide an objective basis for
training and development, promotions and salary adjustments, incentives and
rewards, and other related personnel movements including administrative
sanctions for employees who may fail to achieve reasonable accomplishments
despite their superior’s assistance and counselling.
4.5. Evaluation of the Non-Supervisory Employees
4.5.1. The individual performance of the non-supervisory rank-and-file employees shall

be identified, measured and developed against set Performance
Commitment/Targets and pre-determined job-related standards, which are
mutually agreed upon by the rater and the ratee, consistent with the
organizational goals and objectives.
4.5.2. The Performance Output shall be rated in terms of following:
4.5.2.1. quantity, quality and time - 65%.

4.5.2.2. behavioral factors such as attendance, punctuality, human relations,
work attitudes, resourcefulness, reliability and integrity which affect
actual job - 35%
4.5.2.3. Likewise, the evaluation shall include the rater’s comments on the
ratee’s strengths and potential or his needs for training and
development.
DOCUMENTED E[Y: REVIEWED BY: APPROVED BY: , .

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MYLENE T RANOSA G. AALA HOWARD LAN^&AJ^YKING
Administrate te Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
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4.6. Evaluation of the Supervisory Employees
4.6.1. The individual performance of the supervisors shall be identified, measured and
developed against set Performance Commitment/Targets and pre-determined
job-related standards, which are mutually agreed upon by the rater and the ratee,
consistent with the organizational goals and objectives.
4.6.2. The Performance Output shall be rated in terms of the following:
4.6.2.1. quantity, quality of work and timeliness in submitting the output - 45%
4.6.2.2. degree of planning and supervision exerted in the accomplishment of
tasks supervisory skills (planning and controlling, leadership, decision
making, maintaining discipline, communication skills and creativity
which affect directly the actual job) - 30%
4.6.2.3. behavioral factors such as attendance, punctuality, human relations,
integrity and reliability - 25%
4.6.2.4. Likewise, the evaluation shall include the rater’s comments on the
ratee’s strengths and potential or his needs for training and
development.
4.6.3. Staff Management and Supervision
4.6.3.1. The development of employees is considered primary strategy in the

improvement of organizational effectiveness and individual employee
performances. For this purpose, all employee exercising supervisory
functions are responsible for the direct supervision and management of
their respective personnel. Such mechanisms as those enumerated
below form part of supervisory responsibilities and are considered as
measures of supervisory performance effectiveness.
4.6.4. SPMS complements the Results-Based Performance Management System that

is implemented by the agency and that links organizational performance to
societal goals. It is also linked to the Performance-Based Incentive System
(PBIS) that consists of the Productivity Enhancement Incentive (PEI) and the
Performance-Based Bonus (PBB).
4.7. The SPMS follows a four-stage cycle, consisting of the following:
DOCUMENTED B]f : REVIEWED BY: APPROVED BY:
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4.7.1. Performance planning and commitment - During this stage, success indicators
are determined. Success indicators are performance level yardsticks 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.
4.7.2. Performance monitoring and coaching - the performance of the office and every
individual shall be regularly monitored at various levels. Monitoring and
evaluation mechanisms ensure that timely and 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 environment/intervention to improve team performance, and
to manage and develop individual potentials.
4.7.3. Performance review and evaluation - This phase aims to assess both office’s and
individual employee’s performance level based on performance targets and
measures as approved in the office and individual performance commitment
contracts. Part of the individual employee’s evaluation is the competency
assessment vis-a-vis the competency requirements of the job. The assessment
shall focus on the strengths, competency-related performance gaps and the
opportunities to address these gaps, career paths, and alternatives.
4.7.4. Performance rewarding and development planning - the results of the

performance evaluation/assessment shall serve as inputs for the agency’s HR
Plan, which includes identification and provision of developmental interventions,
and conferment of rewards and incentives.
4.8. SPMS Rating Scale. The SPMS uses a five-point rating scale, described as follows:
Numerical Adjectival Description
Rating Rating
5 Outstanding Performance represents an extraordinary level of

achievement and commitment in terms of quality and
time, technical skills and knowledge, ingenuity,
creativity, and initiative. Employees at this performance
level should have demonstrated exceptional job mastery
in all major areas of responsibility. Employee
DOCUMENTED B>If: REVIEWED BY: APPROVED BY:
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achievement and contributions to the organization are of

marked excellence.
4 Very Performance exceeded expectations. All goals,

Satisfactory objectives, and targets were achieved above the
established standards.
3 Satisfactory Performance met expectations in terms of quality of

work, efficiency, and timeliness. The most critical annual
goals were met.
2 Unsatisfactory Performance failed to meet expectations, and/or one or

more of the most critical goals were not met.
1 Poor Performance was consistently below expectations,

and/or reasonable progress toward critical goals was not
made. Significant improvement is needed in one or more
important areas.
Administrative Officer V 1. Orients/re-orients agency personnel on the filling-out

of Office Performance Commitment and Review Form
(OPCR) and Individual Performance Commitment
and Review Form (IPCR).
2. Monitors submission of the Office Performance

Commitment and Review Form (OPCR) and
Individual Performance Commitment and Review
Form (IPCR) of all 4 Division.
3. Reviews proper accomplishments of the IPCR and

OPCR. Returns to employee concerned if
adjustments or justifications are needed.
DOCUMENTED B\f: REVIEWED BY: APPROVED BY:
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4. Consolidates the OPCR and IPCR of all section in the

Finance and Administrative Division and submits to
FAD Chief for final review and approval.
5. Prepares Summary List of Individual Performance

Ratings per division and submits to FAD Chief and
SPMS- PMT (Performance Management Team).
Chief Administrative Officer 6. Reviews Summary List of Individual Performance

Ratings to ensure that the average performance of
employee is equivalent or not higher that the office
rating.
Administrative Officer V 7. Coordinates with SPMS-PMT for the final report.
Administrative Aide VI 8. Files copies of BCS SPMS OPCR and IPCR.
9. Files copies of IPCR of BCS personnel in their 201

files.
6. LIST OF FORMS
6.1. Office Performance Commitment and Review Form (OPCR)

6.2. Individual Performance Commitment and Review Form (IPCR)
■W a A A * * * _)
c d
MYLENE T . RANOSA /L i^ G .A A L A HOWARD LANCE~At*/YKING
Administrati ve Officer V C hief Administrative Officer Director IV
OPERATIONS MANUAL
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1. 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.
2. SCOPE
This applies to the establishment of training needs, execution and evaluation of training.
3. REFERENCES
3.1 CSC MC No.21,2013 Qualification Standards on Training
4. POLICIES
4.1. Human Resource Training and Development. This component of the agency provides
opportunities for the application of such interventions as are necessary to improve
under performance and prepare employees for higher responsibilities. These
interventions come in the form of development packages primarily offered by the
agency on the basis of the results of individual employee performance review and
appraisal.
4.2.1. Training Curriculum - refers to a systematically planned program of training

courses for employees which respond to their development needs as they
progress in their respective jobs.
4.2.2. Education Support Fund - refers to the “study now, pay later” scheme
provided by the Office of the President for all employees who wish and are
DOCUMENTED 3Y: REVIEWED BY: APPROVED BY:
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m ylW e t RANOSA G. AALA HOWARD LANCEArtlYKING
Administrate re Officer V Chief Aorfi nistrative Officer Director IV
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qualified to pursue higher education. The Education Support Fund is basically

self-initiated and should be brought to the attention of the Personnel
Development Committee for consideration.
4.2.3. Foreign Scholarship Grants - refer to the scholarship and training/study grants
sponsored by foreign government or training institution cooperation programs.
4.2.4. Job Rotation Program - refers to the assignment/detail of employee to another

unit/office/division within the agency where the nature of work is completely
different from the current assignment of the employee. The objective of the job
rotation program is to expose the employee to other areas of work within
agency.
4.2.5. On-the-job Training - refers to the programmed activity where new, newly-
promoted and promotable employees are subjected to a hands-on training for
a specific position.
4.3. Formal Training
4.3.1. All activities which effect increase of knowledge and skills or enhance behavior
and attitude shall be considered as formal training programs. Such programs
may be undertaken either on a compulsory or need basis and address the
need for employee orientation and development, management, professional or
technical development, middle management development, executive
development, value development and pre-retirement.
4.4. Training courses included in the curriculum are the following:
4.4.1. Introductory or Foundation courses or the series of programs necessary for

employees to become aware of the nature of government service and the work
concerns/cuiture of the agency. They include, but are not limited to, such
programs as Orientation Course, Seminar on Employee Benefits, Value
Development Program, Moral Recovery Program, etc.
4.4.2. Basic Courses or the training programs necessary for the employees to gain
an appreciation of the work environment of the agency and the basic demands
of their work performance. They include, but are not limited to, such programs
as Seminar on Civil Service Law and Rules, Employee Effectiveness Training
DOCUMENTED B y= REVIEWED BY: APPROVED BY:
MYLENE t. FtANOSA l/ n ^ / g . AALA HOWARD LANCÂr-UYKING

Administrative Officer V Chiei Administrative Officer Director IV
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Course, Put It In Writing, Value Orientation Workshop, Computer Appreciation

Seminar, Work Improvement Management Service Seminar Workshop, etc.
4.4.3. Advance Courses or the series of training programs necessary for employees
to effectively carry-out and perform the Key Results Area (KRA) of their
respective jobs and functions. They include, but are not limited to, such
programs as Trainor’s Training (for trainors), Seminar on Inspection and Audit
(for the Audit Teams), Leave Administration Course for Effectiveness (for
employees in the Personnel Office), etc.
4.4.4. Strategic Courses or the series of training programs which will prepare
employees for higher and supervisory responsibilities. They include, but are
not limited to, such programs as Supervisor Development Course, Supervisory
Skills Development Program, Personnel Management Course, etc.
4.4.5. Enhancement Course on the series of training programs necessary for

employees to acquire skills mastery and a wide range exposure to various
theories, ideas and concepts of public administrative practices. They include,
but are not limited to, such programs as Managing by Results, Master in
National Security Administration, etc.
4.5. Responsibility for Training - As much as possible, the Personnel Section shall be
primarily responsible for the conduct of formal training programs for all employees
based on a systematic assessment and identification of their training needs.
Opportunities for formal training, however, are classified either as in-house or external
programs, as follows:
4.5.1. In-House Programs - refers to the series of training programs conducted by

the Personnel Section of the agency. QMS Trainings shall be coordinated
with Planning Division.
4.5.2. External Programs - refers to the series of training programs conducted by

other government agencies (CSC, DAP, Gender and Development (GAD),
COA etc.) or private training institutions or providers which offer training
programs likewise needed by the employees but are not offered by the
agency. In these instances, selection of employees to attend external training
programs shall be on a need basis, upon the recommendations of the
immediate supervisor and the Personnel Development Committee (PDC), and
c >
MYLENE T. RANOSA
Adm inistrate 3 Officer V
AALA
ChierAdministrative Officer
4 ^ ?
HOWARD LANCE AT'UYKING
Director IV
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after a showing that employees to be sent to the program will be able to share
the learnings or knowledge gained from the training.
4.6. Scholarship
4.6.1. Opportunities for scholarship and training or study grants are open to all
qualified employees based on the priority need of the Bureau of
Communications Services and upon the recommendation of the Personnel
Development Committee.
4.7. Other Human Resources Development Interventions
4.7.1. The agency also offers other development interventions which serve as
alternative programs to formal training. The same objective of effecting
increase in knowledge and skills is present without the benefit of a classroom
type instruction. All programs for human resources interventions should be
properly coordinated with the Personnel Section for monitoring and follow-up
purposes.
4.8. Job Rotation Program
4.8.1. Job Rotation of Rank and File and Supervisory Employees - The job rotation
program for rank and file and supervisory employees covers a six-month detail
in another unit/division within the agency. Upon the approval of the immediate
supervisor and as recommended by the Personnel Development Committee,
priority for job rotation is given to high performing employees whose exposure
to other work concerns will further enhance their growth and development.
4.8.2. Cross Posting of Managerial Employees - The job rotation program for
managerial employees cover a minimum of two-year posting to any office in
the agency requiring available technical and managerial expertise.
Recommendations for cross posting shall be approved by the Head of the
Agency/Director.
4.9. Training Master Plan
DOCUMENTED BY: REVIEWED BY: APPROVEDyBY
MYLENE T. RANOSA J. AALA HOWARD LANCE A. UYKING

Administrative Officer V Chie i Administrative Officer Director IV
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4.9.1. During the first calendar quarter of each year, Personnel Section shall issue
the Training Master Plan detailing employees’ training and developmental
needs.
4.9.2. Identified training and developmental needs are based on the results of the
Individual Performance Commitment and Review (IPCR) and Office
Performance Commitment and Review (OPCR) forms.
4.9.3. The Training Master Plan shall be a ‘working’ document wherein changes
such as schedule of training programs, number of attendees, etc. can be
made and shall be re-issued/updated on a monthly basis.
4.9.4. A pool of internal trainers must undergo a Train the Trainers Program. Anyone
interested must inform Personnel Section for its further evaluation and
approval.
4.10. Training Effectiveness Program
4.10.1. A Learning and Development Impact Evaluation Tool (LDIET) Form shall be
accomplished to assess the impact of the training to the participants.
4.10.2. A training report shall be submitted by the participant. This shall contain
learnings from the attended seminar/training to verify the participant individual
attainment.
4.11. CSC MC No.21, 2013 Qualification Standards on Training, training may be acquired
from any of the following institutions:
4.11.1. Any CSC accredited private-training institution;

4.11.2. Government training institutions;
4.11.3. Non-accredited private training institution offering training of highly
technical/specialized nature;
4.11.4. Local training institution that is internationally acclaimed for meeting the global
standards or excellence in training;
4.11.5. Institution recognized by CHED as Center of Excellence or Center of
Development;
4.11.6. Foreign institution that offers training for scholarship purposes or for personal
advancement of participants; or
DOCUMENTED E|Y: REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA H O W A F ^ ^ ^ ^ ^ ^ Y K IN G
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4.11.7. Other institutions that partner with the CSC in building capabilities or civil
servants.
4.12. Training acquired from any of the afore-mentioned institutions must be relevant to the
position to be filled and aligned with the strategy map or development goal of the
institution or organization.
4.13. A specific budgetary allocation of at least 3% of the annual budget shall be set aside
for human resource development. Such program shall include the following:
4.13.1. Induction Program - refers to the program for new entrants in government to
develop their pride, belonging and commitment to public service.
4.13.2. Orientation Program - refers to activities and courses designed to inform new
employees about agency government programs, thrusts and operations as
well as on their duties and responsibilities as well as benefits. Re orientation
program - refers to courses designed to introduce new duties and
responsibilities, new policies and programs to employees who have been in
the service for quite some time.
4.13.3. Professional/Technical/Scientific Programs - programs in specific

professional/technical/scientific areas for enhancement of skills and
knowledge of second level personnel in the career service.
4.13.4. Employee Development Program - refers to courses aimed at maintaining a

high level of competence on basic workplace skills among employees in the
first level career service.
4.13.5. Middle Management Development Program - refers to asset or series of

planned human resource interventions and training courses designed to
provide division chiefs and other official of comparable ranks with
management and administrative skills and to prepare them for greater
responsibilities.
4.13.6. Values Development Program - courses which are designed to enhance and
harness the public service values of participants to be effective government
workers.
MYLENe^T RANOSA / { / n @/g . a a l a HOWARD LAftC&A. UYKING

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4.13.7. Pre-retirement program - refers to courses which are intended to familiarize

would be retirees on the government retirement plans and benefits as well as
available business opportunities or other or who options.
4.13.8. Executive Development Program - refers to activities and experiences, and

continuing education intended to enhance the managerial skills or government
officials.
5.1. Orientation and Training of New Hire
Responsibiiities/Authorities Activities
Administrative Assistant II 1. Schedules induction and orientation of new hire.
2. Endorses the Employee to the immediate head.
Administrative Officer V 3. Signs the Orientation Checklist upon completion.
Administrative Aide VI 4. Asks employee to sign on the Orientation Checklist.
5. Files in the 201 File.
5.2. Individual Development Plan
Responsibiiities/Authorities _____________________Activities____________________
Administrative Assistant II 1. Distributes Individual Development Plan (IDP) to
immediate superior of employees.
Immediate superior 2. Meets with employee to discuss his/her IDP.
DOCUMENTED BY: REVIEWED BY: y APPROVED BY:
M A a a a j -— ^
MYLENE T. RANOSA y m g j G . AALA HOWARD L A N C E X UYKING
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Responsibilities/Authorities _____________________Activities
Employee concerned 3. Fills out the fields on name, current position, salary
grade, years in the position, years in the BCS, two-
year period, division, section, immediate superior’s
name, and tick mark on Year 1, Year 2 or Both for the
no further development is desired or required.
4. Ticks on the appropriate box under Purpose.
5. Determines development (personal) goals for next

year and correlates each goal to the
mission/objective/s of the office.
6. Identifies competencies/skills needed, including

development activities, deadline, resources needed,
and how the achievement/s will be reviewed or
measured.
Employee concerned/ 7. Signs the IDP and forwards to the Division Chief and
Immediate superior Head of Agency/Director for approval.
Employee concerned 8. Once completely signed, forwards the accomplished

IDP to HRM Assistant.
Administrative Assistant II 9. Monitors the implementation and attainment of the IDP

and indicates the date of completion once done.
5.3. Training Master Plan
Administrative Assistant II 1. Based on the result of Individual Development Plan
(IDP), Individual Performance Commitment and
Review (IPCR), and Office Performance Commitment
and Review (OPCR), identifies training and
developmental needs of employees.
2. Searches for annual training calendar of various

government agencies like CSC, COA, DBM etc.
Furnishes copies of Training Schedule to all Divisions.
DOCUMENTED BjIY: REVIEWED BY: APPROVED BY:

7
MYLENE T. RANOSA t^ C ^ L A A L A h o w a r d I a n c e a Tu y k in g
Administrativt3 Officer V ChierAdministrative Officer Director IV
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3. Requests all Division Chiefs to submit training needs
of their officials and staff with estimated cost of
trainings for the year.
4. Prepares the Summary List of Trainings submitted by

ail Division Chiefs, including analysis of results of
IPCR and OPCR. Forwards to Personnel Section
Chief for review.
Administrative Officer V 5. Reviews the summary list of trainings and segregates

training for possible current year accommodation or for
inclusion to next year budget proposal. Forwards to
FAD Chief for streamlining and/or recommending
approval.
Administrative Assistant II 6. Upon receipt of summary list of trainings from FAD

Chief, prepares Training Master Plan if there are no
changes with the lists. Re-classify/edits the training list
if there are changes.
7. Submits to Personnel Section Chief and FAD Chief the

Training Master Plan for signature and approval for
release to Head of Agency/Director.
8. Upon receipt of approved Training Master Plan,

schedules the first training. Submits to Budget Section
the list for next year for inclusion to budget proposal.
5.4. Training Request
Administrative Assistant II 1. Upon receipt of approved Disposition Form for request
for training from Division Chiefs, processes the
reservation of training slot, registration, special order,
disbursement vouchers etc.
DOCUMENTED B' REVIEWED BY: APPROVED BY:

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M Y i W f j RANOSA {jN Q y G . AALA HOWARD LANCEÂJUYKING

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Responsibilities/Authorities _____________________ Activities____________________

2. Submits all documents to Personnel Section Chief and
FAD Chief for approval.
3. Logs and forwards to Budget Section for allocation of

funds.
4. Coordinates with General Services Section Chief for

the scheduled trainings within Metro Manila for vehicle
provision.
Administrative Officer V 5. For other trainings:

a. GAD Trainings - coordinates with Gender and
Development (GAD) Focal Person/Planning
Division.
b. Quality Management System (QMS) Trainings
Administrative Assistant II - coordinates with Planning Division.
c. In-house trainings to accomplish the 48/year
target of trainings and seminars - coordinates
with various speakers/training providers.
5.5. Request for Printing of Various Training Certificate
Administrative Assistant II 1. Checks the scheduled training through Special

Orders and other supporting documents for
important data e.g., number and names of
participants, dates, venue, theme or title of the
training, name of speakers and others.
2. Prepares sample of certificate with accurate data

and submits to Personnel Section Chief for review
and approval.
Administrative Officer V 3. Reviews the accuracy and completeness of data

and if correct, approves the sample certificate. If
not returns to HRM Assistant for correction.
DOCUMENTED BY: REVIEWED BY: _ / APPROVED BY:
MYLENE T RANOSA /U N < $ 3. AALA H O W A ^ L ^ C ^ ^ IY K IN G

Administrate /e Officer V C hief Administrative Officer Director IV
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MV . TRAINING AND DEVELOPMENT EFFECTIVITY DATE
October 3, 2016
PAGE NO.
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Administrative Assistant II 4. Upon receipt of approved sample certificates,

prepares the Disposition Form addressed to Special
Production Division for the request of layout design
and printing of certificates.
5. Submits the Disposition Form for signature and

approval for release to SPD Chief.
Administrative Assistant II 6. Upon receipt of signed Disposition Form, logs and

submits it to the SPD Chief together with the sample
certificate, list of participants and parchment papers.
7. Coordinates with SPD Chief for the details and date

of release of the printed certifications.
8. Upon receipt of the certificates, submits them to the

concerned Division Chief for counter signing and to
the Head of Agency/Director for his signature.
9. After the certificates are signed, submits to the

speaker/resource person for his/her signature.
Administrative Aide VI 10. Distributes the certificates to the participants after

the trainings/seminars/workshops.
11. Files copy in 201 files of the participants.
5.6. Training Evaluation
Responsibilities/Authorities ____________________ Activities
Administrative Assistant II 1. For external PAID training, asks participants to

submit Training Report.
2. For the in-house training, coordinates with the

Planning Division for the Training Evaluation.
DOCUMENTED PY: REVIEWED BY: / APPROVED BY:

/
MYLENE T . RANOSA AALA HOWARD LANSEJL UYKING

Administrati ve Officer V ChierAdministrative Officer Director IV
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3. Receives summary of training evaluation from

Planning Division.
4. Submits to Personnel Section Chief for review.
Administrative Officer V 5. Reviews the Training Reports/summary of training

evaluations to assess the learnings of the
participants.
6. Reviews the need of further training/s of the

participant if needed.
Administrative Aide Vi 7. Files for future reference on future training.
8. Files the documents.
5.7. Training Effectiveness and Return On Investment
Responsibilities/Authorities ___________________ Activities
Administrative Assistant II 1. Prior to the provision of training, asks the

immediate head of the participant to accomplish
the “Pre-Training” portion of the Learning and
Development Impact Evaluation Tool (LDIET) form.
2. After at least a month of the training, asks the

immediate head of the participant to accomplish
the other portions of the LDIET form. Also, asks
the immediate head to accomplish the Return on
Investment (ROI) Measurement Tool form.
3. Reviews the accomplished LDIET and ROI

Measurement Tool forms and prepares a summary
of the effectiveness of the trainings based on the
observed improvement of the employee and the
associated training investments (costs) on the
employee.
DOCUMENTED Bf - REVIEWED BY: APPROVED BY:
/fT h lM w
MYLENE T. FANOSA G. AALA HOWARD LANCt'AJaYKING
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4. Submits to Personnel Section Chief and FAD Chief

for review and approval.
Administrative Officer V 5. Based on the result, reviews the system for IPCR,
OPCR and Training Master Plan for possible
improvement, if needed.
6. LIST OF FORMS
6.1. Disposition Form

6.2. Orientation Checklist
6.3. Individual Development Plan
6.4. Individual Performance Commitment and Review Form
6.5. Office Performance Commitment and Review Form
6.7. Training Evaluation Form
6.8. Learning and Development Impact Evaluation Tool
6.9. Return On Investment (ROI) Measurement Tool
MYLENE T RANOSA (yN<ZS/G. AALA HOWARD LANCE-AHJYKING

Administratis/e Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
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EMPLOYEE HEALTH AND WELLNESS PROGRAM EFFECTIVITY DATE
October 3, 2016
PAGE NO.
1 of 4
1. OBJECTIVES
1.1 To improve, monitor and evaluate the state of personnel health through the provision of
medical and physical examinations and various health care services.
1.2 To provide guideline in implementing wellness programs (e.g. sports and fitness activities,
health awareness seminars) with the purpose of promoting a healthy lifestyle and improving
productivity and morale of the workforce.
2. SCOPE
This procedure applies to the health and wellness of all employees of the agency.
3. REFERENCES
3.1. CSC MC No. 17 series of 1989

3.2. CSC MC No. 38, 1992
4. POLICIES
4.1. (CSC) Memorandum Circular No. 17 series of 1989, and manifests the System's
commitment in maintaining and evaluating the health and general well-being of its
personnel. Employee Welfare and Service shall be a component of the agency to provide
for other benefits and services given to all employees not otherwise provided under laws of
general application. As such, it is understood that the provision for leave, retirement,
insurance benefits, and other welfare services will conform with existing guidelines on the
matter. However, the agency may formulate such other programs and policies as it may
deem necessary to improve and update its Employee Welfare and Services.
4.2. As per CSC MC No.38, 1992. In order to develop a health and alert workforce, the agency
shall reiterate the implementation of the program, particularly:
4.2.1. Allotment of a reasonable time for regular physical fitness exercise and inclusion
of physical fitness exercise in seminar, training programs and similarly occasions;
DOCUMENTED BY: REVIEWED BY: APPROVED BY: »
< 3 /r r r ^ J y
MYLENE'f. RANOSA ( jjm G. AALA HOWARD LANCE'AT'o YKING
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4.2.2. The above stated authorized one (1) hour each week for the conduct of health
awareness program and twenty (20) minutes daily for the conduct of wellness
and fitness program. Where public servants will be unduly into such number of
groups as may be necessary who shall undertake such activities in different times
of the day and different days of the week;
4.2.3. Adoption of plans for a continuing physical fitness and sports activities.
4.3. Agency Health and Wellness Program shall serve as the framework for policy and program
implementation that will address the health and general welfare of the agency workforce.
Its main purpose is to increase employee well-being and organizational productivity.
Health and wellness activities encourage employees to lead a healthy lifestyle. A healthy
workforce improves overall performance and productivity which in turn leads to more
efficient and responsive public service.
4.4. Sports and other Recreation Activities
4.4.1. An annual or series of monthly sports activity is sponsored by the agency for all
officials and employees. This includes participation in inter-agency sports
competitions and other year round fitness and recreational activities.
4.5. Personnel with existing and documented illnesses (e.g. diabetes, hypertension) shall be
recorded and regularly monitored by the Personnel Section. They shall be advised to
undergo routine tests or examinations necessary in monitoring the status of their illness.
They shall also be provided with relevant information materials whenever needed.
4.6. Physical and Medical Examination for Newly Hired Employees
4.6.1. All newly hired employees endorsed shall undergo the mandatory physical and
medical examination.
4.6.2. The newly hired employee shall undergo the prescribed set of tests. He/she must
submit the official results of the prescribed procedures within one (1) month from
the date of appointment.
4.6.3. The physical examination, results of the laboratory procedures shall serve as the
basis in determining if the newly hired employee is physically fit to work or not.
DOCUMENTED REVIEWED BY: APPROVED BY:
MYLENE T. Ra n o s a HOWARD LANCE-Ar-UYKING

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4.6.4. Additional medical documents or clearances from specialists or sub-specialists as

deemed necessary shall be required.
4.7. Wellness Programs
4.7.1. Personnel Section shall facilitate the conduct of wellness programs that include
physical fitness, sports, health-focused and recreational or interest-based
activities as needed.
4.7.2. Physical fitness and health awareness activities shall be designed in accordance
with the health profile of the agency workforce. These activities shall focus on the
various ways to address the most common or prevalent health problems among
personnel.
4.7.3. The Personnel Section shall coordinate and provide assistance to the Division
Chiefs regarding the type of wellness programs suited for their respective
personnel.
4.7.4. Conduct of in-house sports activities among personnel and participation in inter
agency sports tournaments shall be facilitated by the Personnel Section, provided
that such activities would not hamper or paralyze the delivery of services.
4.8. Evaluation of health condition, applicable leave and loan applications. The following
shall be evaluated by the Personnel Section:
4.8.1. Sick leave applications,
4.8.2. Other health-related leave applications (e.g., Rehabilitation Leave, Magna Carta
for Women, Maternity or Paternity Leave);
4.8.3. Employees Pass for medical reasons.
DOCUMENTED EhY: REVIEWED BY: APPROVED BY:

,____ i
MYLENE T RANOSA ( y W G. AALA HOWARD LANCE a TUYKING

Administrate >e Officer V C h ie f Administrative Officer Director IV
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5.1. Wellness Program Activity
Administrative Officer II 1. Prepares the mechanics of the proposed wellness

program and present this to the Personnel Section
Chief for approval.
Administrative Officer V 2. Reviews the proposed mechanics of the wellness

program.
a. If disapproves, return the proposal with
instruction;
b. If approves, forwards to FAD Chief for
approval.
Administrative Assistant II 3. Forwards to FAD Chief for recommending approval.
4. Receives approved wellness program.
Administrative Officer II 5. Implements the wellness programs.
6. Prepares post program report and submits to the

Personnel Section Chief.
Administrative Officer V 7. Reviews the report and forwards to Personnel Clerk.
Administrative Aide VI 8. Files report.
6. LIST OF FORMS
None
DOCUMENTED pY: REVIEWED BY: APPROVED BY:
MYLENE T . RANOSA (u iN P G. AALA HOWARD LANCE'Ai-UYKlNG

OPERATIONS MANUAL
0
MERIT PROMOTION SYSTEM EFFECTIVITY DATE
October 3, 2016
PAGE NO.
1 of 9
1. OBJECTIVES
1.1 To provide guidelines in merit promotion system.
1.2 To ensure qualified employees are included in the Merit Selection Plan.
2. SCOPE
This procedure applies to the merit promotion system of qualified employees of the agency.
3. REFERENCES
3.1. Section 32, Book V of Administrative Code of 1987 (Executive Order No. 292)
3.2. CSC MC No. 3, s. 1979
3.3. CSC MC No. 18, s. 1988
3.4. CSC MC No. 38, s. 1989
3.5. CSC MC No. 40, s. 1998
3.6. CSC MC No. 15, s. 1999
3.7. CSC MC No. 8, s. 1999
3.8. CSC MC No. 03, s. 2001
3.9. CSC Resolution No. 1600732
4. POLICIES
4.1. Pursuant to the provisions of Section 32, Book V of Administrative Code of 1987
(Executive Order No. 292), CSC Memorandum Circular No. 3, s. 1979 as amended by
CSC Memorandum Circular No. 18, s. 1988 and CSC Memorandum Circular No. 38, s.
1989, as further amended by CSC Memorandum Circular No. 40, s. 1998, CSC
Memorandum Circular No. 15, s. 1999, CSC Memorandum Circular No. 8, s. 1999, and
CSC Memorandum Circular No. 03, s. 2001, the Merit Selection Plan (MSP) shall be
adopted by the Agency. The selection of employees shall be based on their relative
qualifications and competence to perform the duties and responsibilities of the position.
4.2. Merit Promotion. This component of the agency provides opportunities for the
advancement of incumbent employees from one position to another. Such advancement
DOCUMENTED E|Y: REVIEWED BY: APPROVED BY:.
MYLENE T ’ RANOSA < j l ins/ g . a a l a HOWARD LANCE ATbYKING

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is characterized by an increase in duties and responsibilities with a commensurate

increase in salary,
4.3.1. Merit Selection Plan - is a systematic method of assessing and selecting

employees on the basis of their relative qualifications and competence to perform
the duties and responsibilities of the position. The Plan covers career positions in
the first, second and third levels. It may also include non-career positions.
4.3.2. Performance - refers to the individual performance rating of the candidate based
on the agency approved Performance Evaluation System. For purposes of
evaluation, candidates who have obtained at least a very satisfactory rating for
the last two rating periods shall be considered for promotion.
4.3.3. Education and Training - refer to the candidate’s educational background and
completion of relevant training, scholarships, etc.
4.3.4. Experience and Outstanding Accomplishments refer to the candidate’s

occupational history, work experience or exposure and accomplishments worthy
of special commendation.
4.3.5. Potential - refers to the candidate’s ability to assume the responsibilities of the
position to be filled.
4.4. Promotion Criteria
4.4.1. In assessing the comparative qualifications of candidates, their respective degree

of competence will be determined by the extent to which they meet the following
factors/criteria:
4.4.1.1. Performance
4.4.1.1.1. For appointment by promotion, the performance rating of

the appointee for the last three (3) rating periods prior to
the effectivity date of the appointment should be at least
Very Satisfactory.
DOCUMENTED BjY: REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA ^m N<§a 5. AALA HOWARD LANCE ATUYKING

Administrate e Officer V C h ie f Administrative Officer Director IV
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4.4.1.1.2. For appointment by transfer, the performance rating for

the last three (3) rating periods immediately preceding the
transfer from the former office should be at least Very
Satisfactory.
4.4.1.2. Education and Training
4.4.1.2.1. These include educational background, successful

completion of training courses accredited by the Civil
Service Commission, scholarships, training grants and
others which must be relevant to the duties of the position
to be filled.
4.4.1.3. Experience and Outstanding Accomplishments
4.4.1.3.1. These include occupational history, relevant work

experience acquired either from the government or private
sector, and accomplishments worthy of special
commendation.
4.4.1.4. Psycho - Social Attributes and Personality Traits
4.4.1.4.1. These refer to the characteristics or traits of a person

which involve both psychological and social aspects.
Psychological aspects include the way a person perceives
things, ideas, beliefs and understanding and how he/she
acts and relates these things to others and to social
situations.
4.4.2. Selection of employees for appointment shall be anchored on the principles of

merit, competence, fitness and equality. It shall be open to all who are qualified,
regardless of gender, civil status, disability, religion, ethnicity or political affiliation.
4.4.3. When a position in the first, second or third level becomes vacant, applicants for
appointment who are competent, qualified and possess appropriate civil service
eligibility shall be considered for permanent appointment. In addition to the
required qualifications, applicants for third level positions must possess executive
and managerial competence.
DOCUMENTED B\ ft REVIEWED BY: APPROVED BY:
r____ 1 l
m y iW e4 . IRANOSA <j/lNC$3. AALA HOWARD L A N C E Û Y K IN G
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4.5. Selection Process
4.5.1. All employees who meet the qualification requirements of the position to be filled
may be considered for promotion. Such qualified employees will be screened on
the basis of the four (4) factors above-mentioned, and those found possessing
superior qualifications will be selected.
4.6. System of Ranking Positions
4.6.1. Each position in a class having several titles that are horizontally and
hierarchically aligned with all other similar positions in the different
units/divisions/offices. Such alignment defines various career path in the
organization and describes the manner by which movement or progression from
one position to another may be achieved.
4.7. Protest
4.7.1. Only next-in-rank employees who meet the qualification requirements of the
position and who feel aggrieved by the promotion of another may file a protest
with the Grievance Committee. The complete procedure for promotional contests
are also found in the Merit Promotional Plan.
4.8. A Personnel Selection Board (PSB) for first and second level positions shall be
established. It shall be governed by the principles of fairness and impartiality in the
assessment of candidates for appointment.
4.9. All candidates for appointment to first and second level positions shall be screened by the
PSB. Candidates for appointment to third level positions shall be screened by the National
Search Committee (NSC).
4.10. The PSB members, including alternate representatives for first, second and third level
positions, shall undergo orientation and workshop on the selection/promotion process
and CSC policies on appointments.
4.11. Appointments to the following positions shall no longer be screened by the PSB:
4.11.1. Substitute appointment due to their short duration and emergency nature;
However, should the position be filled by regular appointment, candidates for
the position should be screened and passed upon by the PSB;
___________■
> _____________________
DOCUMENTED B Y: REVIEWED BY: / APPROVED BY:
MYLENE T. RANOSA AALA

Administrate e Officer V C h ie f Administrative Officer Director IV
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!,s p MERIT PROMOTION SYSTEM EFFECTIVITY DATE
October 3, 2016
PAGE NO.
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4.11.2. Appointment to entry laborer positions;

4.11.3. Appointment to personal and primarily confidential positions; and
4.11.4. Renewal of temporary appointment issued to the incumbent personnel.
4.12. For vacancies in the first and second levels, all qualified next-in-rank employees in the
organizational unit where the vacancy exists shall be automatically considered
candidates for promotion to the next higher position.
4.13. In upholding the principles of fairness and impartiality in the assessment of candidates,
the PSB may employ the assistance of external or independent resource persons and
may initiate innovative schemes in determining the best and most qualified candidate.
4.14. The appointing authority shall assess the merits of the PSB’s recommendation for
appointment and in the exercise of sound discretion, select, insofar as practicable, from
among the top five ranking applicants deemed most qualified for appointment to the
vacant position.
4.15. The appointing authority may appoint an applicant who is not next-in-rank but possesses
superior qualification and competence, and has undergone the selection process.
4.16. An employee may be promoted or transferred to a position which is not more than three
(3) salary, pay or job grades higher than the employee’s present position except in very
meritorious cases, such as: if the vacant position is next-in-rank as identified in the
System of Ranking Positions (SRP) approved by the head of the agency or the lone or
entrance position indicated in the staffing pattern.
4.17. An employee who is on local or foreign scholarship or training grant; on authorized leave
with pay for not more than two (2) months or on detail may be considered for promotion.
For this purpose, performance rating to be considered shall be the rating immediately
prior to the scholarship/training grant /authorized leave/detail/secondment. If promoted,
the effectivity date of the promotional appointment shall be on the assumption to duty.
For those on scholarship or training grant or authorized leave, effectivity shall be after
said scholarship/training grant /authorized leave/detail/secondment.
4.18. Promotion within six (6) months prior to compulsory retirement shall not be allowed
except as otherwise provided by law.

7
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RANOSA (// in o g / aala HOWARD L A N ^ A a J Y K IN G

Administratis e Officer V Cntef Administrative Officer Director IV
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October 3, 2016
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4.19. A notice announcing the appointment of an employee shall be posted for at least fifteen
(15) calendar days in three (3) conspicuous places in the Office concerned a day after
the issuance of the appointment.
4.20. The approved agency Merit Selection Plan shall be used as one of the bases for the
expeditious approval of appointments, for attestation and accreditation to take final
action on appointments.
4.21. Policy Guidelines on the Three-Salary Grade Limitation on Promotion. Pursuant to CSC
Resolution No. 1600732 guidelines governing the three-salary grade limitation on
promotion, as follows:
4.21.1. For consistency and uniformity, as general rules, all appointments issued in
violation of the policy on the three-salary grade limitation on Promotion shall
be disapproved/invalidated, except when the promotional appointment falls
within the purview of any of the following exceptions:
4.21 .1.1 The position occupied by the person is next-in rank to the vacant
position as identified in the Merit Selection Plan and the System
Ranking Positions (SRP) of the agency.
4.21 .1.2 The vacant position is lone or entrance position, as indicated in the
agency staffing pattern.
4.21 .1.3 The vacant position is hard to fill, such as Accountant, Medical
Officer/Specialist, Attorney or Information Technology
Officer/Computer Programmer positions.
4.21 .1.4 The vacant position is unique and/or highly specialized, such as
Actuarial, Airways Communicator positions.
4.21 .1.5 The candidates passed through a deep selection process, taking
into consideration the candidates’ superior qualification in regard
to:
4.21.1.5.1. Education achievements
4.21.1.5.2. Highly specialized trainings
4.21.1.5.3. Relevant work experience
4.21.1.5.4. Consistent high performance rating/ranking
4.21.1.6. The vacant position belongs to the closed career system e.g.,
those that are scientific, or highly technical in nature.
4.21.2. Other meritorious cases, such as:
DOCUMENTED by! 7“ REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA AALA H O W A R ^ L A N C E ^ ^ ^ IN G

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October 3, 2016
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4.21.2.1. When the appointee is the lone applicant who meets all the
requirements of the position and passed through deep selection
process;
4.21.2.2. When the qualified next-in-rank employees waived their right over
the vacant positions in writing;
4.21.2.3. When the next-in-rank position, as identified in the agency is
vacant;
4.21.2.4. When the next-in rank employee/s is/are not qualified;
4.21.2.5. When the qualified next-in-rank employees did not apply.
4.21.3. The policy on the three-salary grade limitation shall apply only to promotion
within the agency. This prohibition shall not apply to the following human
resource actions which involve issuance of an appointment.
4.21.3.1. Transfer incidental to promotion provided that the appointee was

subjected to deep selection;
4.21.3.2. Reappointment involving promotion from non-career to career
provided the appointee was subjected to deep selection;
4.21.3.3. Reappointment from career to non-career position
4.21.3.4. Reemployment;
4.21.3.5. Reclassification of the position.
4.21.4. In the selection process, the Head of the Agency/Director is enjoined to strictly
observe the above conditions to avoid disapproval or invalidation of
promotional appointments.
4.21.5. In the evaluation of promotional appointments, the CSC regional and field
offices are enjoined to make a thorough evaluation of the manner and merit of
the issuance of the appointment vis-a-vis the reasons or justification of the
appointing authority before taking any action on the appointments.
4.21.6. To facilitate review and evaluation of appointments, BCS submits SRP to CSC
regional or field offices. The agency SRP shall be used as one of the bases
for determining observance of the policy on the three-salary grade limitation
on promotion as herein provided.

MIMSES'—J
MYLENE T. RANOSA f \ i 11^9 G. AALA H O W A R ^ ^ f^ ^ ^ ^ IN G

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Administrative Aide VI 1. Publishes the vacant position in the CSC Bulletin of

Vacant Positions or through other modes of
publication and post the same in conspicuous
places in the agency office concerned for at least
ten (10) calendar days. Men and women shall be
encouraged to apply.
2. Lists candidates aspiring for the vacant position,

either from within or outside of the offices, including
qualified next-in-rank employees. In the process, the
predetermined ratio of applicants for appointment or
hiring quota, among others, should be considered.
Administrative Officer V 3. Conducts preliminary evaluation of the qualification

of all candidates. Those initially found qualified shall
undergo further assessment, such as: written
examination, skills test, interview and others.
Psychological test shall be required for original
candidates/appointees or as may be necessary.
After which, selection line-up shall be prepared and
posted in three (3) conspicuous places in the offices
for at least fifteen (15) calendar days. The date of
posting shall be indicated in the notice.
Administrative Aide VI 4. Notifies all applicants of the outcome of the

preliminary evaluation.
5. Submits the selection line-up to the PSB for

deliberation en banc.
6. Makes a systematic assessment of the competence

and qualifications of candidates for appointment to
the corresponding level positions. Evaluates and
deliberates en banc the qualifications of those listed
DOCUMENTED BY: REVIEWED BY: APPROVED BY: .
a y m m m /
MYLENE T. RANOSA ( J . IN® G. AALA HOWARD LANCE'A»4/YKING
Administratis'e Officer V Chief Administrative Officer Director IV
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October 3, 2016
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in the selection line-up.
Administrative Aide VI 7. Submits the list of candidates recommended for

appointment from which the appointing authority
shall choose the applicant to be appointed.
Chief Administrative Officer 8. Assesses the merits of the FSB’s recommendation

for appointment and in the exercise of sound
discretion, select, insofar as practicable, from
among the top five ranking applicants deemed most
qualified for appointment to the vacant position.
9. Issues appointment in accordance with the

provisions of the BCS Merit Selection Plan.
Administrative Aide VI 10. Posts a notice announcing the appointment of an

employee for at least fifteen (15) days in three (3)
conspicuous places in the Office concerned a day
after the issuance of the appointment. The date of
posting should be indicated in the notice.
6. LIST OF FORMS
None
MYLENE T. RANOSA (jX^G^LA HOWARDLANCfe'AÛYKING

OPERATIONS MANUAL
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1. OBJECTIVES
1.1 To encourage and reward employees, individually and in groups, for their suggestions,
innovative ideas, inventions, discoveries, superior accomplishments, heroic deeds,
exemplary behavior, extraordinary acts or services in the public interest and other personal
efforts which contribute to the efficiency, economy and improvement in government
operations, which lead to organizational productivity.
1.2 To establish a mechanism for identifying, selecting, rewarding and providing incentives to
deserving employees at the start of each year.
1.3 To identify outstanding accomplishments, best practices of employees on a continuing

basis.
1.4 To recognize and reward accomplishments and innovations periodically or as the need
arises.
1.5 To provide incentives and interventions to motivate employees who have contributed ideas,
suggestions, inventions, discoveries, superior accomplishments and other personal efforts.
2. SCOPE
This procedure applies to the rewards and recognition of qualified employees of the agency. It
applies to all employees in the career and non-career service of the agency.
3. REFERENCES
3.1. Book V of Administrative Code of 1987

3.2. CSC-DBM Circular No. 1, s. 1990
3.3. CSC MC No. 15, s. 1990
3.4. Republic Act No. 6686
3.5. CSC MC No. 48, s. 1992
DOCUMENTED BY: REVIEWED BY: X APPROVED BY:

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MYLENE T . RANOSA G. AALA HOWARD LANCfes^j/YKING
Personnel Section Chief FAD Chief Director IV
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4. POLICIES
4.1. In line with the Revised Policies on Employee Suggestions and Incentive Awards System
(ESIAS) as prescribed under CSC MC No. 010112 and CSC MC No. 01 s. 2001, adopt the
Program on Awards and Incentives for Service Excellence (PRAISE) to be referred to as
“BCS PRAISE” with the following policies:
4.1.1. The PRAISE System shall be designed to encourage creativity, innovativeness,

efficiency, integrity and productivity in the public service by recognizing and
rewarding officials and employees, individually or in groups for their suggestions,
inventions, superior accomplishments, and other personal efforts which
contribute to the efficiency, economy, or other improvement in government
operations, or for other extra-ordinary acts or services in the public interest.
4.1.2. The BCS PRAISE shall adhere to the principle of providing incentives and
awards based on performance, innovative ideas and exemplary behavior.
4.1.3. The BCS PRAISE shall give emphasis on the timeliness of giving award or
recognition. Aside from conferment of awards during the traditional or planned
awarding ceremonies, the spirit of on-the-spot grant of recognition shall be
institutionalized.
4.1.4. The BCS PRAISE shall provide both monetary and non-monetary awards and
incentives to recognize, acknowledge and reward productive, creative, innovative
and ethical behavior employees through formal and informal mode. For this
purpose, the System shall encourage the grant of non-monetary awards.
Monetary awards shall be granted only when the suggestions, inventions,
superior accomplishments and other personal efforts result in monetary savings
which shall not exceed 20% of the savings generated.
4.1.5. At least 10% of the HRD Funds shall be allocated for the PRAISE and
incorporated in the Agency’s annual Work and Financial Plan and budget.
4.1.6. The PRAISE shall be institutionalized through the creation of a PRAISE

Committee in all agencies of the government.
4.2. The BCS PRAISE Committee shall have the following composition:
DOCUMENTED EIY : REVIEWED BY: / APPROVED BY:
RANOSA /^ IM D G ? A A L A HOWARD LANCtAr-WPrKING

Personnel S ection Chief U TAD Chief Director IV
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4.2.1. Authorized representative of the Head of Agency/Director who will act as

chairperson (either nominated by Head of Agency/Director or chosen through a
general assembly)
4.2.2. Accounting Section Chief or representative
4.2.3. Budget Section Chief
4.2.4. Planning Division Chief or representative
4.2.5. Personnel Section Chief or representative
4.2.6. Two (2) representatives from the career rank-and-file employees who shall
serve for a period of two years and chosen through a general assembly (one
from the first level and one from the second level).
4.3. The BCS PRAISE Committee Chairperson shall be responsible for overseeing the
System’s operation and the Personnel Section shall serve as the System’s Secretariat.
4.4. The BCS PRAISE Committee shall ensure that productivity, innovative ideas, suggestions
and exemplary behavior can be identified, considered, managed and implemented on a
continuing basis to cover employees at all levels.
4.5. The BCS PRAISE Committee shall be responsible for the development, administration,
monitoring and evaluation of the awards and incentives system of the agency.
4.6. The BCS PRAISE Committee shall establish its own internal procedures and strategies.
Membership in the Committee shall be considered part of the members’ regular duties
and functions.
4.7. The BCS PRAISE Committee shall submit its PRAISE and subsequent amendments to
the Civil Service Commission Regional Office (CSC-RO). The CSC-RO or Field Office
concerned shall provide technical assistance, if necessary, to ensure proper
implementation.
4.8. The BCS PRAISE Committee shall submit to the CSC-RO concerned the annual
PRAISE Report on or before the thirtieth day of January to enable their employees to
qualify for nomination to the CSC-sponsored national awards.
4.9. Issues relative to awards and incentives shall be brought before the BCS PRAISE
Committee which shall address the same within fifteen (15) days from the date of
submission.
DOCUMENTED {8Y: REVIEWED BY: APPROVED BY:.
c >
MYLENE T . RANOSA /LANgPG. AALA HOWARD LANCE>M/YKING
Personnel Section Chief C / FAD Chief Director IV
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4.10. The BCS PRAISE Committee may invite the Chairperson of the Grievance Committee,
the President of the BCS Employees’ Association, and the Chairperson of the BCS
Selection Board during deliberations and take notice of their opinions.
4.11. Types of Awards
4.11.1. National Awards - The agency shall participate in the search for deserving
employees who may be included in the screening of candidates for awards given
by other government agencies, private entities, NGOs and other award giving
bodies such as the:
4.11.1.1. “Lingkod Bayan” or Presidential Award - conferred on an individual for

consistent, dedicated performance exemplifying the best in any
profession or occupation resulting in the successful implementation of
an idea or performance, which is of significant effect to the public or
principally affects the national interest, security and patrimony.
4.11.1.2. “Dangal ng Bayan” or Outstanding Public Official/Employee Award -

granted to any public official or employee in the government who has
demonstrated exemplary service and conduct on the basis of his or her
observance of one or more of the eight (8) norms of conduct and
behavior provided for under Republic Act No. 6713 or the Code of
Conduct and Ethical Standards for Government Officials and
Employees.
4.11.1.3. “PAGASA” or Civil Service Commission Award - conferred on a group

of individuals or team who has demonstrated outstanding teamwork
and cooperation, which resulted in the successful achievement of its
goal or has greatly improved public service delivery, economy in
operation, improved working conditions or otherwise benefited the
government in many other ways.
4.11.1.4. Other Awards - given by other government agencies, private

institutions or NGOs to an individual or team for contributions of an
idea or performance that directly benefited the government.
4.11.2. Agency Level Awards - The agency shall develop and initiate the search for
deserving employees who may be included in the screening of candidates for
awards to be given such as:
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4.11.2.1. Best Employee Award - granted to an individual who excelled among

peers in a functioning group, position or profession. A cash award of
not less than the amount provided under relevant existing laws shall be
given to outstanding employees plus a certificate of recognition or
other forms of incentives as the Committee may decide (e.g., Best
Division Chief, Best Driver, Best Utility Worker and other similar
awards).
4.11.2.2. Gantimpala Agad Award - given outright to employees commended by

clients for their courtesy, promptness, efficiency and dedication to duty.
4.11.2.3. Exemplary Behavior Award - based on the eight (8) norms of conduct
as provided under R.A. 6713 (Code of Conduct and Ethical Standards).
The awardee will be automatically nominated by the BCS PRAISE
Committee to the Dangal ng Bayan Award.
4.11.2.4. Best Organizational Unit Award - granted to the top organizational unit
which may be a section, division or office on the basis of meeting the
organization’s performance targets and other pre-determined criteria.
4.11.2.5. Cost Economy Measure Award - granted to an employee or team

whose contributions such as ideas, suggestions, inventions,
discoveries or performance of functions result in savings in terms of
man hours and cost or otherwise benefit the agency and government
as a whole. The monetary award shall not exceed 20% of the
monetary savings generated from the contribution.
4.11.2.6. Service Award - conferred on retirees whether under optional or

compulsory retirement schemes held during a fitting ceremony on or
before the date of their retirement.
4.11.2.7. Such other awards (e.g., Best in Attendance) which the agency may
decide to give.
4.11.3. Types of Incentives - The agency shall continuously search, screen and reward
deserving employees to motivate them to improve the quality of their
DOCUMENTED PY:__ _ REVIEWED BY: APPROVED BY:
OW
MYLENE 7 . RANOSA
Personnel £lection Chief
/ p l t b G. AALA
^ FAD Chief
WE
HOWARD LANCEA t W K IN G
Director IV
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performance and instill excellence in public service. As such the following types
of incentives shall be regularly rewarded:
4.11.3.1. Loyalty Incentive - granted to an employee who has served

continuously and satisfactorily the agency for at least ten (10) years.
The recipient shall be entitled to a cash award of Php 1,000.00 per
year of service (as per CSC MC No. 6 s. 2002) during the first 10
years. Succeeding awards shall be given every 5 years thereafter.
Besides the cash award, a lapel emblem/loyalty pin shall be given:
• 10 and 15 years -Bronze

• 20 and 25 years - Silver
• 30, 35 and 40 years - Gold
• Other tokens such as wristwatch, ring and others may also be
given.
4.11.3.2. Length of Service Incentive - given to an employee who has rendered

at least three (3) years of continuous satisfactory service in the same
position. The cash award shall be incorporated in the salary
adjustments following the Joint CSC-DBM Circular No. 1 s. 1990.
4.11.3.3. Productivity Incentive - given to all employees who have performed at

least satisfactorily for the year covered in accordance with the agency’s
CSC-approved Performance Evaluation System (PES). This monetary
incentive shall follow relevant existing guidelines.
4.11.3.4. Career and Self-Development Incentive - granted in recognition of an

individual who has satisfactorily completed a course or degree within or
outside the country at his/her own expense. A plaque of recognition
may be given to qualified individuals during the agency’s anniversary
celebration.
4.11.3.5. Other incentives, which the BCS PRAISE Committee may recommend
on the basis of special achievements, innovative approaches to
assignments, exemplary service to the public and recognition by an
outside group of a particular achievement.
DOCUMENTED B V - REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA G. AALA HOWARD LANGE^JJYKING

Personnel Se ction Chief F/\D Chief Director IV
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4.11.4. Forms of Awards and Incentives
4.11.4.1. Compensatory Time Off - granted to an employee who has worked

beyond his regular office hours on a project without overtime pay.
4.11.4.2. “Treat Kita” - meal hosted by superiors or supervisors for employees

who have made significant contributions.
4.11.4.3. Personal Growth Opportunities - incentives which may be in the form

of attendance in conferences on official business, membership in
professional organizations, books, journals, tapes and other learning
opportunities.
4.11.4.4. Plaques, Certificates and Commendations
4.11.4.5. Monetary Awards - in cash or equivalent forms, such as gift

certificates.
4.11.4.6. Other incentives - incentives in kind which may be in the form of

merchandise, recognition posted at the Gallery of Achievers, and
others.
DOCUMENTED B REVIEWED BY: y APPROVED BY:

!
/fr y ifU W
MYLENE T. RANOSA <yN 0/G . AALA HOWARD LANCE'A t-Wt KING
Personnel Se ction Chief FAD Chief Director IV
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Administrative Assistant II 1. Prepares the annual list of BCS employees qualified
for rewards and/or recognitions.
2. Reminds the BCS PRAISE Committee Head to

prepare recommendation and submits to Personnel
Section Chief for checking the data.
3. Prepares the updated Service Records Certificate of

employees entitled for rewards and/or recognitions and
submits to Personnel Section Chief for checking the
data.
Administrative Officer V 4. Reviews/examines the correctness of the data. Signs

the Service Record Certificate if there’s no error. If
not, returns to HRM Assistant for corrections.
Administrative Assistant II 5. Submits to PRAISE Committee and upon receipt of

signed Recommendation from BCS PRAISE
Committee Head, prepares the Disbursement
Vouchers and attached the Service Record Certificate.
6. Submits to FAD Chief for approval and signs the

Disbursement Voucher.
7. Upon return, logs and submits to Budget Section for

funding.
6. LIST OF FORMS

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1. OBJECTIVES
1.1 To ensure and enforce compliance at all times with the standards of job performance and
personal behavior.
1.2 To protect the rights and interests of employees and the agency.
1.3 To develop individual responsibility and respect towards his work, agency, property and
colleagues.
2. SCOPE
This procedure applies to all employees of the company regardless of rank, position and
employment status.
3. REFERENCES
3.1. Section 12 of Republic Act No. 6713

3.2. CSC MC No.14, 1991
4. POLICIES
4.1. Pursuant to the provisions of Section 12 of Republic Act No. 6713, otherwise known as the
“Code of Conduct and Ethical Standards for Public Officials and Employees”, approved on
February 20, 1989, and which took effect on March 25, 1989, conformably to Section 17
thereof, the following Rules are hereby adopted in order to carry out the provisions of the
said Code.
4.2. It is the policy of the Agency to promote a high standard of ethics in public service. BCS
employees shall at all times be accountable to the people and shall discharge their duties
with utmost responsibility, integrity, competence and loyalty, act with patriotism and justice,
lead modest lives, and uphold public interest over personal interest.
4.3. BCS shall start conducting value development programs for its employees in order to
strengthen their commitment to public service and help promote the primacy of public
interest over personal interest in the performance of their duties. Such programs and other
/i
DOCUMENTED E Y=___ / REVIEWED BY: ^ APPROVED BY:
7
r___ L . /
MYLENE T RANOSA ( J A W G- a a l a HOWARD LANCE-AÛYKING

OPERATIONS MANUAL
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parallel efforts on value development shall include, among other things, the following
subject:
4.3.1. Ethical and moral values;

4.3.2. Rights, duties and responsibilities of public servants;
4.3.3. Nationalism and patriotism;
4.3.4. Justice and human rights;
4.3.5. Democracy in a free and just society;
4.3.6. Philippine history, culture and tradition; and
4.3.7. Socio-economic conditions prevailing in the country, especially in the depressed
areas, and the need for a Code of Conduct and Ethical Standards.
4.3.8. Continuing refresher courses and seminars and/or workshops to promote a high
standard of ethics in public service shall be conducted.
4.4. Professional, scientific, technical trainings and education programs shall enhance to the
highest degree, professionalism, excellence, intelligence and skills in the performance and
discharge of duties and responsibilities of officials and employees. These programs shall
be conducted and may include subjects that are enumerated in the preceding section.
4.5. It is the responsibility of the agency to ensure that employees attend the value
development program and participate in parallel value development efforts.
4.6. BCS shall conduct continuing studies and analyses of their work systems and procedures
to improve delivery of public services. Towards this end, such studies and analyses shall:
4.6.1. identify systems and procedures that lead or contribute to negative bureaucratic
behavior;
4.6.2. simplify rules and procedures to avoid red tape; and
4.6.3. devise or adopt systems and procedures that promote employee morale and
satisfaction.
4.7. BCS shall develop a service guide or its functional equivalent which shall be regularly
updated and made available to the transacting public. A workflow chart showing
procedures or flow of documents shall likewise be posted in conspicuous places in the
agency for the information and guidance of all concerned. Upon request, the Department
of Budget and Management shall assist the agency in the evaluation and adoption of work
systems and procedures that will institutionalize a management climate conducive to
public accountability.
DOCUMENTED !V fl --------------------- REVIEWED BY: x APPROVED BY:
MYLENE T . RANOSA ( jL \$ G. AALA H O W A R ^ L A N ^ ^ ^ ^ K IN G

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4.8. BCS shall consult the public they serve for the purpose of gathering feedback and
suggestions on the efficiency, effectiveness and economy of services. They shall establish
mechanism to ensure the conduct of public consultation and hearings.
4.9. BCS shall continuously conduct research and experimentation on measures and adopt
innovative programs which will provide motivation to employees in raising the level of
observance of public service ethical standards.
4.10. BCS shall, in consultation with the Office of the Ombudsman, appoint or designate a
Resident Ombudsman who shall act immediately on all request for public assistance
referred to him by the Ombudsman and his Deputies. He shall be held accountable for
the disposition of all requests for assistance. Government officials shall make
themselves available to their staff for consultation and dialogues.
4.11. Transparency of Transaction and Access to Information
4.11.1. Subject to reasonable conditions prescribed by law, the agency adopts and
implements a policy of full public disclosure of all its transactions involving
public interest.
4.11.2. It is the responsibility of Head of Agency/Director to establish measures and

standards that will ensure transparency of and openness in public transactions
in their respective offices, such as in biddings, purchases, other financial
transactions including contracts, status of projects, and all other matters
involving public interest.
4.11.3. Head of Agency/Director shall establish information system that will inform the
public of the following:
4.11.3.1. policies, rules, and procedures;

4.11.3.2. work programs, projects, and performance targets;
4.11.3.3. performance reports; and
4.11.3.4. all other documents as may hereafter be classified as public
information.
4.11.4. Such public information shall be utilized solely for the purpose of informing the
public of such policies, programs and accomplishments, and not to build the
public image of any employee or to advance his own personal interest.
DOCUMENTED bY: REVIEWED BY: APPROVED BYi
o W >**«*—s *
MYLENE1 . RANOSA /V lh (p G . AALA HOWARD LANCE'AJJYKING

Administrat ive Officer V ChMf Administrative Officer Director IV
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4.11.5. BCS shall provide official information, records or documents to any requesting
public, except if:
4.11.5.1. such information, record or document must be kept secret in the

interest of national defense or security or the conduct of foreign
affairs;
4.11.5.2. such disclosure would put the life and safety of an individual in
imminent danger;
4.11.5.3. the information, record or document sought falls within the concepts
of established privilege or recognized exceptions as may be
provided by law or settled policy or jurisprudence;
4.11.5.4. such information, record or document comprises drafts of decisions,
orders, rulings, policy decisions, memoranda, etc.;
4.11.5.5. it would disclose information of a personal nature where disclosure
would constitute a clearly unwarranted invasion of personal privacy;
4.11.5.6. it would disclose investigatory records compiled for law enforcement
purposes or information which if written would be contained in such
records, but only to the extent that the production of such records or
information would (i) interfere with enforcement proceedings, (ii)
deprive a person of a right to a fair trial or an impartial adjudication,
(iii) disclose the identity of a confidential source and in the case of a
record compiled by a criminal law enforcement authority in the
course of a criminal investigation, or by an agency conducting a
lawful national security intelligence investigation, confidential
information furnished only by the confidential source, or (iv)
unjustifiably disclose investigative techniques and procedures; in the
case of a department, office or agency which agency regulates
currencies, securities, commodities, or financial institutions, be likely
to lead to significant financial speculation in currencies, securities,
or commodities, or significantly endanger the stability of any
financial institution; or (ii) in the case of any department, office or
agency be likely or significantly to frustrate implementation of a
proposed official action, except that subparagraph (f) (ii) shall not
apply in any instance where the department, office or agency has
already disclosed to the public the content or nature of its proposed
action, or where the department, office or agency is required by law
to make such disclosure on its own initiative prior to taking final
official action on such proposal.
DOCUMENTEI BY: REVIEWED BY: APPROVED BY:

y
MYLENE . RANOSA g . aala H O W A ^ L ^ ^ ^ T ^ K IN G

Administi at ve Officer V C tm f Administrative Officer Director IV
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4.11.6. BCS shall establish information systems and networks that will effect the widest
possible dissemination of information regarding the provisions of the Code, and
the policies and programs relative thereto.
4.11.7. Revised Dress Code Prescribed for all government employees in the workplace
(MC No.14, 1991).
4.11.7.1. Dress code shall apply to all employees of the agency, except to
those regularly performing their duties and functions in the field, or
those temporarily assigned in actual field operations.
4.11.7.2. Appropriate Attire - is no prescribed office uniform for the day,

employees shall be dressed in appropriate business attire. The
wearing of “maong” pants, although generally prohibited, may be
considered as appropriate attire when paired with a collared
polo/shirt (for male employees), or any appropriate blouse or shirt
(for female employees).
4.11.7.3. Prohibited Attire - The following attire shall be prohibited for all
government employees when performing official functions inside the
workplace:
4.11.7.3.1. Gauzy, transparent or net-like shirt or blouse;

4.11.7.3.2. Sando, strapless or spaghetti-strap blouse (unless
worn as an undershirt), tank-tops, blouse with over
plunging necklines;
4.11.7.3.3. Micro-mini skirt, walking shorts, cycling shorts,
leggings, tights, jogging pants;
4.11.7.3.4. Rubber sandals, rubber slippers, “bakya”
4.11.7.4. Other prohibitions - The following shall also be prohibited during

office hours and within office premises:
4.11.7.4.1. Ostentatious display of jewelry, except for special

occasions and during official celebrations;
4.11.7.4.2. Wearing of heavy or threatrical make-up.
DOCUMENTED B Ym
■• / REVIEWED BY: _ / APPROVED BY:
/p r u id l/
MYLENE T. RANOSA ( j l \ m G. AALA HOWARD lanceX. UYKING
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4.11.7.5. Exemptions that may be allowed - in the implementation of this

Dress Code, certain implementation may be allowed, on the
following grounds:
4.11.7.5.1. When nature of work of the employee demands that

he/she wears clothing other than those prescribed
above;
4.11.7.5.2. When religious affiliations or creed or any legitimate
practice by the employee in relation thereto, requires
him/her to wear a particular clothing;
4.11.7.5.3. Physical disabilities, and other legitimate health
reasons;
4.11.7.5.4. Pregnant female employees are allowed to wear
maternity dress during the period of their pregnancy;
4.11.7.5.5. Employees who lost a loved one can wear mourning
clothes during the period of mourning;
4.11.7.5.6. Other circumstances analogous to the foregoing.
4.11.8. Public Disclosure
4.11.8.1. Every employee, except those who serve in an official honorary

capacity, without service credit or pay, temporary laborers and
casual or temporary and contractual workers, shall file under oath
their statements of assets, liabilities and net worth and a disclosure
of business interest and financial connections including those of
their spouses and unmarried children under eighteen (18) years of
age living in their households, in the prescribed form.
4.11.8.2. Every employee shall identify and disclose under oath to the best of
his knowledge and information, his relatives in the government, up
to the fourth civil degree of relationship, either of consanguinity or
affinity, including bilas, inso, and balae, in the prescribed form,
which shall be filed; (a) within thirty (30) days after assumption of
office, the information contained therein must be reckoned as of his
first day of office;(b) on or before April 30 of every year thereafter,
the information contained therein must be reckoned as of the end of
the preceding year; or (c) within thirty (30) days after separation
from the service, the information contained therein must be
reckoned as of his last day of office.
0 /
MYLENt T. RANOSA AALA HOWARD L A N C E Û Y K IN G

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4.11.9. Conflict of Interest and Divestment
4.11.9.1. An official or employee shall avoid conflict of interest at all times.

Conflict of Interest occurs when the official or employee is:
4.11.9.1.1. a substantial stockholder; or
4.11.9.1.2. a member of the Board of Directors; or
4.11.9.1.3. an officer of the corporation; or
4.11.9.1.4. an owner or has substantial interest in a business; or a
partner in a partnership; and the interest of such
corporation or business, or his rights or duties therein,
are opposed to or affected by the faithful performance
of official duty.
4.11.9.2. A substantial stockholder is any person who owns, directly or

indirectly, shares of stock sufficient to elect a director of a
corporation. This term shall also apply to the parties to a voting
trust.
4.11.9.3. A voting trust means an agreement in writing between one or more

stockholders of a stock corporation for the purpose of conferring
upon a trustee or trustees the right to vote and the other rights
pertaining the shares for certain periods and subject to such other
conditions provided for in the Corporation Law.
4.11.9.4. When a conflict of interest arises, the official or employee involved

shall resign from his position in any private business enterprise
within thirty (30) days from his assumption of office and/or divest
himself of his share-holdings interest within sixty (60) days from
such assumption. For those who are already in the service, and
conflict of interest arises, the officer or employee must resign from
his position in the private business enterprise and/or divest himself
of his shareholdings or interest within the periods herein-above
provided, reckoned from the date when the conflict of interest had
arisen. The same rule shall apply where the public official or
employee is a partner in a partnership.
DOCUMENTED B REVIEWED BY: / APPROVED BY:

r ---------------------
MYLENE T. RANOSA ($ N g G . AALA HOWARD LANCE'AJJ a KING

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None
6. LIST OF FORMS
None
MYLENE' RANOSA /y N ( $ 3 . AALA HOWAiRD^L/VNîÂr^fKING

Administrat ive Officer V C hief Administrative Officer Director IV
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1. OBJECTIVES
1.1 To define various offenses and their corresponding remedial actions.
1.2 To identify the disciplinary measures to ensure implementation of agency rules and
regulations.
1.3 To ensure and enforce compliance at all times with the standards of job performance and
personal behavior.
2. SCOPE
This covers identifying disciplinary issues up to turnover to legal for proper administrative
sanction. This applies to all employees of the agency including contractual and permanent
employees.
3. REFERENCES
3.1. CSC MC No.23 1998

3.2. CSC Resolution on No. 01-0940 dated May 21, 2001
3.3. Republic Act No. 6713
4. POLICIES
4.1. Personnel Relations, Complaints and Grievances. This component provides for the
creation of a work environment characterized by dynamic and progressive employee-
management relations.
4.2. Grievance Machinery - It is the policy of the agency to promote worthwhile, wholesome,
desirable and better supervisor-employee relations and prevent employee dissatisfaction
and discontent. Thus, the Grievance Machinery is intended to simplify, speed up and
install an effective, expeditious, fair, equitable and just grievance machinery in the agency
in order to create an atmosphere conducive to good supervisor-employee-relationship and
boost employee morale. The procedure for grievance resolution.
4.3. Definition of Terms

DOCUMENTED BY: REVIEWED BY: / APPROVED BY;
MYLENE RANOSA G. AALA HOW AR^LANCE'AOi YKING

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4.3.1. Disciplining Authority - refers to the person or body duly authorized to impose the
penalty provided for by law or rules.
4.3.2. Person complained of - refers to the person who is subject of a complaint but
who is not yet issued a notice of charge/s or formal charge by the disciplining
authority.
4.3.3. Respondent - refers to the person who is issued a notice of charge/s or formal
charge by the disciplining authority.
4.3.4. Relative and members of the family referred to are those related within the third
degree either of consanguinity or of affinity.
4.3.5. Preventive Suspension - is not a penalty. It is designed merely as a measure of

precaution so that the official or employee charged may be removed from the
scene of his/her alleged misfeasance/malfeasance/nonfeasance while the same
is being investigated.
4.3.6. Gift refers to a thing or a right disposed of gratuitously, or any act of liberality, in
favor of another who accepts it, and shall include a simulated sale or an
ostensibly onerous disposition thereof.
4.3.7. Loan covers simple loan and c o m m o d a t u m as well as guarantees, financing

arrangement or accommodation intended to ensure its approval. C o m m o d a t u m
refers to a contract whereby one of the parties delivers to another something not
consumable so that the latter may use the same for a certain time and return it.
4.3.8. The term “just debts” shall apply only to: Claims adjudicated by a court of law, or
Claims the existence and justness of which are admitted by the debtor.
4.4. No officer or employee of the agency shall be suspended or dismissed except for cause as
provided by Civil Service Commission, law and after due process. The following shall be
grounds for disciplinary action:
4.4.1. Dishonesty;
4.4.2. Oppression;
4.4.3. Neglect of duty;
4.4.4. Misconduct;
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4.4.5. Disgraceful and immoral conduct;

4.4.6. Being notoriously undesirable;
4.4.7. Discourtesy in the course of official duties;
4.4.8. Inefficiency and incompetence in the performance of official duties;
4.4.9. Receiving for personal use of a fee, gift or other valuable thing in the course of
official duties or in connection there with when such fee, gift, or other valuable
thing is given by any person in the hope or expectation of receiving a favor or
better treatment than that accorded other persons, or committing acts punishable
under the anti-graft laws;
4.4.10. Conviction of a crime involving moral turpitude;
4.4.11. Improper or unauthorized solicitation of contributions fromsubordinate
employees and by teachers or school officials from school children;
4.4.12. Falsification of official document;
4.4.13. Frequent unauthorized absences or tardiness in reporting for duty, loafing or
frequent unauthorized absences from duty during regular office hours;
4.4.14. Habitual drunkenness;
4.4.15. Gambling prohibited by law;
4.4.16. Refusal to perform official duty or render overtime service;
4.4.17. Disgraceful, immoral or dishonest conduct prior to entering the service;
4.4.18. Physical or mental incapacity or disability due to immoral or vicious habits;
4.4.19. Borrowing money by superior officers from subordinates or lending by
subordinates to superior officers;
4.4.20. Lending money at usurious rates of interest;
4.4.21. Willful failure to pay just debts or willful failure to pay taxes due to the
government;
4.4.22. Contracting loans of money or other property from persons with whom the office
of the employee concerned has business relations;
4.4.23. Pursuit of private business, vocation or profession without the permission
required by agency;
4.4.24. Insubordination;
4.4.25. Violating the prescribed Dress Code:
4.4.26. Engaging directly or indirectly in partisan political activities by one holding a non
political office;
4.4.27. Conduct prejudicial to the best interest of the service;
4.4.28. Lobbying for personal interest or gain in legislative halls or offices without
authority;
4.4.29. Promoting the sale of tickets in behalf of private enterprises that are not intended
for charitable or public welfare purposes and even in the latter cases if there is no
prior authority;
DOCUMENTED BX : REVIEWED BY: / APPROVED BY:
MYLENE T. RANOSA (jL \m > G. AALA HO W ARDlANCE ATUYKING

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4.4.30. Nepotism;
4.4.31. Officers and employees who have incurred tardiness and undertime, regardless
of the number of minutes per day, ten (10) times a month for at least two (2)
consecutive months during the year or for at least two (2) months in a semester
shall be subject to disciplinary action in reference to CSC MC No.23 1998.
4.4.32. Sexual harassment cases shall be primarily governed by the Administrative Rules
on Sexual Harassment Cases with CSC Resolution on No. 01-0940 dated May
21, 2001.
4.5. Grounds for Disciplinary Action in accordance with Rules Implementing the Code of
Conduct and Ethical Standards for Public Official and Employees as per Republic Act No.
6713
4.5.1. Directly or indirectly having financial and material interest in any transaction
requiring the approval of his office. Financial and material interest is defined as a
pecuniary or proprietary interest by which a person will gain or lose something;
4.5.2. Owning, controlling, managing or accepting employment as officer, employee,
consultant, counsel, broker, agent, trustee, or nominee in any private enterprise
regulated, supervised or licensed by his office, unless expressly allowed by law;
4.5.3. Engaging in the private practice of his profession unless authorized by the
Constitution, law or regulation, provided that such practice will not conflict or tend
to conflict with his official functions;
4.5.4. Recommending any person to any position in a private enterprise which has a
regular or pending official transaction with his office, unless such
recommendation or referral is mandated by law, or international agreements,
commitment and obligation, or as part of the functions of his office; These acts
shall continue to be prohibited for a period of one (1) year after resignation,
retirement, or separation from public office, except in the case of paragraph
above, but the professional concerned cannot practice his profession in
connection with any matter before the office he used to be with, within one year
after such resignation, retirement, or separation, provided that any violation
hereof shall be a ground for administrative disciplinary action upon re-entry to the
government service.
4.5.5. Disclosing or misusing confidential or classified information officially known to him
by reason of his office and not made available to the public, to further his private
interests or give undue advantage to anyone, or to prejudice the public interest;
4.5.6. Soliciting or accepting, directly or indirectly, any gift, gratuity, favor,
entertainment, loan or anything of monetary value which in the course of his
official duties or in connection with any operation being regulated by, or any
DOCUMENTED BV: REVIEWED BY: APPROVED BY:
-- }
MYLENE T. RANOSA AALA HOWARD LANCEA>JJYKING
Administrate e Officer V ChiefAdministrative Officer Director IV
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transaction which may be affected by the functions of, his office. The propriety or
impropriety of the foregoing shall be determined by its value, kinship or
relationship between giver and receiver and the motivation. A thing of monetary
value is one which is evidently or manifestly excessive by its very nature.
4.5.7. This prohibition shall not include:
4.5.7.1. Unsolicited gift of nominal or insignificant value not given in anticipation
of, or in exchange for, a favor from a public official or employee or
given after the transaction is completed, or service is rendered. As to
what is a gift of nominal value will depend on the circumstances of
each case taking into account the salary of the official or employee, the
frequency or infrequency of the giving, the expectation of benefits, and
other similar factors.
4.5.7.2. A gift from a member of his family or relative as defined in the Code on
the occasion of a family celebration, and without any expectation of
pecuniary gain or benefit.
4.5.7.3. Nominal donations from persons with no regular, pending, or expected
transactions with the department, office or agency with which the
official or employee is connected, and without any expectation of
pecuniary gain or benefits.
4.5.7.4. Donations coming from private organizations whether local or foreign,
which are considered and accepted as humanitarian and altruistic in
purpose and mission.
4.5.7.5. Donations from government to government entities.
4.5.8. As to gift or grants from foreign governments, the Congress consents to:
4.5.8.1. The acceptance and retention by employee of a gift of nominal value
tendered and received as a souvenir or mark of courtesy;
4.5.8.2. The acceptance by a public official or employee of a gift in the nature
of a scholarship or fellowship grant or medical treatment; or
4.5.8.3. The acceptance by a public official or employee of travel grant or
expense for travel taking place entirely outside the Philippines (such as
allowances, transportation, food and lodging) of more than nominal
value if such acceptance is appropriate or consistent with the interest
of the Philippines, and permitted by the head of office, branch, or
agency to which he belongs.
4.5.8.4. Obtaining or using any statement filed under the Code for any purpose
contrary to morals or public policy or any commercial purpose other
than by news and communications media for dissemination to the
general public;
DOCUMENTED B(Y: REVIEWED BY: / APPROVED BY:
MYLENE T. RANOSA / l/ in ^ g . AALA HOWARD LANCfeSAr'UYKING

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4.5.8.5. Unfair discrimination in rendering public service due to party affiliation

or preference;
4.5.8 6. Disloyalty to the Republic of the Philippines and to the Filipino people;
4.5.8.7. Failure to act promptly on letters and request within fifteen (15) days
from receipt, except as otherwise provided in these Rules.
4.5.8.8. Failure to process documents and complete action on documents and
papers within a reasonable time from preparation thereof, except as
otherwise provided in these Rules;
4.5.8.9. Failure to attend to anyone who wants to avail himself of the services
of the office, or to act promptly and expeditiously on public personal
transactions;
4.5.8.10. Failure to file a sworn statements of assets, liabilities and net worth,
and disclosure of business interests and financial connections; and
4.5.8.11. Failure to resign from his position in the private business enterprise
within thirty (30) days from assumption of public office when conflict
of interest arises, and/or failure to divest himself of his shareholdings
or interests in private business enterprise within sixty (60) days from
such assumption of public office when conflict of interest arises,:
Provided however, that for those who are already in the service and a
conflict of interest arises, the official or employee must either resign
or divest himself of said interests within the periods here-in above
provided, reckoned from the date when the conflict of interest had
arisen.
4.6. The following grave offenses shall be punishable by dismissal from the service:
4.6.1. Serious Dishonesty;
4.6.2. Gross Neglect of Duty;
4.6.3. Grave Misconduct;
4.6.4. Being Notoriously Undesirable;
4.6.5. Conviction of a crime involving moral turpitude;
4.6.6. Falsification of official document;
4.6.7. Physical or mental incapacity or disability due to immoral or vicious habits;
4.6.8. Receiving for personal use of a fee, gift or other valuable thing in the course of
official duties or in connection therewith when such fee, gift or other valuable thing
is given by any person in the hope or expectation of receiving a favor or better
treatment than that accorded to other persons, or committing acts punishable
under the anti-graft laws;
4.6.9. Contracting loans of money or other property from persons with whom the office of
the employee has business relations;
DOCUMENTED BJY: REVIEWED BY: / APPROVED BY:
A A \_ y
MYLENE T RANOSA /U U Q G. AALA HOWARD LANCt-AJJYKING

Administrati /e Officer V C h ie f Administrative Officer Director IV
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4.6.10. Soliciting or accepting directly or indirectly, any gift, gratuity, favor, entertainment,
loan or anything of monetary value which in the course of his/her official duties or
in connection on with any opera on being regulated by, or any transaction which
may be affected by the functions of his/her office. The propriety or impropriety of
the foregoing shall be determined by its value, kinship, or relationship between
giver and receiver and the motivation. A thing of monetary value is one which is
evidently or manifestly excessive by its very nature;
4.6.11. Nepotism; and
4.6.12. Disloyalty to the Republic of the Philippines and to the Filipino people.
4.7. The following grave offenses shall be punishable by suspension of six (6) months and one
(1) day to one (1) year for the first offense and dismissal from the service for the second
offense:
4.7.1. Less serious dishonesty;
4.7.2. Oppression;
4.7.3. Disgraceful and immoral conduct;
4.7.4. Inefficiency and incompetence in the performance of official duties;
4.7.5. Frequent unauthorized absences, or tardiness in reporting for duty from duty
during regular office hours;
4.7.6. Refusal to perform social duty;
4.7.7. Gross Insubordination;
4.7.8. Conduct prejudicial to the best interest of the service;
4.7.9. Directly or indirectly having financial and material interest in any transaction
requiring the approval of his/her office. Financial and material interest is de ned as
pecuniary or proprietary interest by which a person will gain or lose something;
4.7.10. Owning, controlling, managing or accepting employment as officer, employee,
consultant, counsel, broker, agent, trustee, or nominee in any private enterprise
regulated, supervised or licensed by his/her office, unless expressly allowed by
law;
4.7.11. Disclosing or misusing confidential or classified information officially known to
him/her by reason of his/her office and not made available to the public, to further
his/her private interests or give undue advantage to anyone, or to prejudice the
public interest;
4.7.12. Obtaining or using any statement led under the Code of Conduct and Ethical
Standards for Public Officials and Employees for any purpose contrary to morals or
public policy or any commercial purpose other than by news and communications
media for dissemination to the general public; and
DOCUMENTED*!3fY; REVIEWED BY: APPROVED BY:
MYLENE T RANOSA / l\ V $ G. AALA H O W A I^ f ^ ^ ^ ^ Y K IN G

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4.7.13. Recommending any person to any position in a private enterprise which has a
regular or pending official transaction with his/her office, unless such
recommendation or referral is mandated by law, or international agreements,
commitment and obligation, or as part of the function of his/ her office.
4.8. The following less grave offenses are punishable by suspension of one (1) month and one
(1) day suspension to six (6) months for the first offense; and dismissal from the service for
the second offense:
4.8.1. Simple Neglect of Duty;
4.8.2. Simple Misconduct;
4.8.3. Discourtesy in the course of official duties;
4.8.4. Violation of existing Civil Service Law and rules of serious nature;
4.8.5. Insubordination;
4.8.6. Habitual Drunkenness;
4.8.7. Unfair discrimination in rendering public service due to party preference;
4.8.8. Failure to file sworn statements of assets, liabilities and net worth, and disclosure
of business interest and financial connections including those of their spouses and
unmarried children under eighteen (18) years of age living in their households;
4.8.9. Failure to resign from his/her position in the private business enterprise within thirty
(30) days from assumption of public office when conflict of interest arises, and/or
failure to divest himself/herself of his/her shareholdings or interest in private
business enterprise within sixty (60) days from assumption of public office when
conflict of interest arises; Provided, however, that for those who are already in the
service and conflict of interest arises, the official or employee must either resign or
divest himself/herself of said interest within the periods hereinabove provided,
reckoned from the date when the conflict of interest had arisen; and
4.8.10. Engaging directly or indirectly in par san political activities by one holding non
political office.
4.9. The following light offenses are punishable by reprimand for the first offense; suspension
of one (1) to thirty (30) days for the second offense; and dismissal from the service for the
third offense:
4.9.1. Simple discourtesy in the course of official duties;
4.9.2. Improper or unauthorized solicitation of contributions from subordinate employees
and by teachers or school officials from school children;
4.9.3. Viola on of reasonable office rules and regulations;
4.9.4. Frequent unauthorized tardiness (Habitual Tardiness);
4.9.5. Gambling prohibited by law;
4.9.6. Refusal to render over time service;
oiP
MYLENE T. RANOSA
Administrate 3 Officer V
G. AALA
HOWARD LANCE A. UYKING
Director IV
1 B U R E A U O F C O M M U N IC A T IO N S S E R V IC E S B C S O M 1 2 .2 1 1
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4.9.7. Disgraceful, immoral or dishonest conduct prior to entering the service;

4.9.8. Borrowing money by superior officers from subordinates;
4.9.9. Willful failure to pay just debts or willful failure to pay taxes due to the government;
4.9.10. Lobbying for personal interest or gain in legislative halls and offices without
authority;
4.9.11. Promoting the sale of tickets in behalf of private enterprises that are not intended
for charitable or public welfare purposes and even in the later cases, if there is no
prior authority;
4.9.12. Failure to act promptly on letters and request within fifteen (15) working days from
receipt, except as otherwise provided in the rules implementing the Code of
Conduct and Ethical Standards for Public Officials and Employees;
4.9.13. Failure to process documents and complete ac on on documents and papers
within a reasonable me from preparation thereof, except as otherwise provided in
the rules implementing the Code of Conduct and Ethical Standards for Public
Officials and Employees;
4.9.14. Failure to attend to anyone who wants to avail himself/herself of the services of the
office, or act promptly and expeditiously on public transactions;
4.9.15. Engaging in private practice of his/her profession unless authorized by the
Constitution, law or regulation, provided that such practice will not conflict with
his/her official functions; and
4.9.16. Pursuit of private business, vocation or profession without the permission required
by Civil Service rules and regulations.
4.10. Absence Without Approved Leave
4.10.1. An officer or employee who is continuously absent without official leave (AWOL)
for at least thirty (30) working days shall be separated from the service or
dropped from the rolls without prior notice. He/she shall, however, be informed
of his/her separation not later than five (5) days from its effectivity which shall
be sent to the address appearing on his/her 201 less or to his/her last known
address.
4.10.2. If the number of unauthorized absences incurred is less than thirty (30) working
days, a written Return-to-Work order shall be served on the employee at his/her
last known address on record. Failure on his/her part to report to work within the
period stated in the order shall be a valid ground to drop him/her from the rolls.
4.10.3. If it is clear under the obtaining circumstances that the employee concerned,
has established a scheme to circumvent the rule by incurring substantial
DOCUMENTED, E(V: REVIEWED BY: APPROVED BY:
t \
MYLENET RANOSA /jtlN^pG . AALA HOWARD LANCE AMJYKING

Administrate >e Officer V Chief Administrative Officer Director IV
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absences though less than thirty (30) working days, such that a pattern is
already apparent, dropping from the rolls without notice may likewise be
justified.
4.10.4. Frequent unauthorized absences, loafing or frequent unauthorized absences

from duty during regular office hours.
4.10.4.1. 1st offense - suspension for (6) months and (1) day to one year
4.10.4.2. 2nd offense - DISMISSAL
4.10.5. An officer or employee in the civil service shall be considered habitually absent
if he incurs unauthorized absences exceeding the allowable 2.5 days monthly
leave credit under the Leave Law for at least three (3) months in a semester or
at least three consecutive months during the year. In case of claim of ill-health,
heads of departments or agencies are encouraged to verify the validity of such
claim and, if not satisfied with the reasons given, should disapprove the
application for sick leave. On the other hand, in cases where an employee
absents himself from work before approval of the application, said application
should be disapproved.
4.11. Violation of reasonable office rules and regulations which shall include Habitual
Tardiness
4.11.1. Offenses and sanctions:
4.11.1.1. 1st offense - Reprimand

4.11.1.2. 2nd offense - Suspension for one (1) day to thirty (30) days
4.11.1.3. 3rd offense - Dismissal
4.11.2. Any employee shall be considered habitually tardy if he incurs tardiness,

regardless of the number of minutes, ten (10) times a month for at least two (2)
months in a semester or at least (2) consecutive months during the year.
4.11.3. Officers and employees who have incurred tardiness and undertime, regardless
of the number of minutes per day, ten (10) times a month for at least (2)
consecutive months during the year or for at least two (2) months in a semester
shall be subject to disciplinary action. CSC MC No.23, 1998.
4.12. Unsatisfactory or Poor Performance

feY: REVIEWED BY: APPROVED BY:
MYLENE1■. RANOSA /W N d O A A L A HOWARD LANCE ATDYKING

Administrat ive Officer V Chief Administrative Officer Director IV
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4.12.1. An employee who is given two (2) consecutive unsatisfactory ratings may be
dropped from the rolls due to notice. Notice shall mean that the officer or
employee concerned is informed in writing of his/her unsatisfactory performance
for a semester and is sufficiently warned that a succeeding unsatisfactory
performance shall warrant his/her separation from the service. Such notice shall
be given not later than thirty (30) days from the end of the semester and shall
contain sufficient information which shall enable the employee to prepare an
explanation.
4.12.2. An employee, who for one evaluation period is rated poor in performance, may
be dropped from the roles due to notice. Due notice shall mean that the officer
or employee is informed in writing of the status of his/her performance not later
than the fourth (4th) month of that rating period with sufficient warning that
failure to improve his/her performance within the remaining period of the
semester shall warrant his/her separation from the service. Such notice shall
also contain sufficient information which shall enable the official or employee to
prepare an explanation.
4.13. Physically Unfit
4.13.1. An officer or employee who is continuously absent for more than one (1) year
by reason of illness may be declared physically unfit to perform his/her duties
and the head of office in exercise of his/her sound judgment may consequently
drop him/her from the rolls.
4.13.2. An officer or employee who is absent by reason of illness for at least two
hundred sixty (260) working days during a twenty four (24) - month period may
also be declared physically unfit by the Head of Agency/Director.
4.13.3. An officer or employee who is behaving abnormally and manifests continuing

mental disorder and incapacity to work as reported by his/her co-workers or
immediate supervisor and confirmed by a competent physician, may likewise be
dropped from the rolls.
4.13.4. For the purpose of the three (3) preceding paragraphs, notice shall be given to
the officer or employee concerned containing a brief statement of the nature of
his/her incapacity to work.
DOCUMENTED PY: REVIEWED BY: APPROVED BY:
C— t
MYLENE1 RANOSA ( j . \ \ $ G . AALA HOWARD LANCE^TtfYKING
Administrat ve Officer V Chief Administrative Officer Director IV
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4.14. Except when initiated by the disciplining authority, no complaint against a civil service
employee shall be given due course unless the same is in writing and subscribed and
sworn to by the complainant.
4.15. In meting out punishment, the same penalties shall be imposed for similar offenses and
only one penalty shall be imposed in each case. The disciplining authority may impose
the penalty of removal from the service, demotion in rank, suspension for not more than
one year without pay, fine in an amount not exceeding six months’ salary, or reprimand.
4.16. Disciplinary Cases - Complaint
4.16.1. Who May Initiate. - Administrative proceedings may be initiated by the

disciplining authority m o t u p r o p r i o or upon complaint of any other person.
4.16.2. Requisites of a Valid Complaint. - Except when initiated by the disciplining

authority or his/her authorized representative, no complaint against a civil
service official or employee shall be given due course unless the same is in
writing, subscribed and sworn to by the complainant. In cases initiated by the
proper disciplining authority or his/her authorized representative, a show causes
order is sufficient.
4.16.3. No anonymous complaint shall be entertained unless there is obvious truth or

merit to the allegations therein or supported by documentary or direct evidence,
in which case the person complained of may be required to comment. The
complaint in triplicate copies shall be written in a clear, simple and concise
language and in a systematic manner as to apprise the person complained of,
of the nature and cause of the accusation against him/her and to enable him/
her to intelligently prepare his/her defense or answer/comment. However,
should there be more than one (1) person complained of, the complainant is
required to submit additional copies corresponding to the number of persons
complained of.
4.16.4. The complaint shall contain the following:
4.16.4.1. full name and address of the complainant;

4.16.4.2. full name and address of the person/s complained of as well as
his/her/their position/s and office/s;
4.16.4.3. a narration of the relevant and material facts which shows the acts
or omissions allegedly committed;
DOCUMENTED B£ --------------------- REVIEWED BY: APPROVED BY:
MYLENE T. RANOSA /j/lN g T 3. AALA H O W A ^ L ^ ^ T t ^ ,KING

Administrativ ?Officer V Chief Administrative Officer Director IV
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4.16.4.4. certified true copies of documentary evidence and affidavits of

his/her witnesses, if any; and
4.16.4.5. certification or statement of non-forum shopping.
4.16.5. The absence of any of the aforementioned requirements may cause the
dismissal of the complaint.
4.16.6. When and Where to File a Complaint. - Except when otherwise provided for by
law, an administrative complaint may be filed at any time with the Commission
or any of its Regional Offices, heads of departments, agencies.
4.16.7. Withdrawal of the Complaint. - The withdrawal of the complaint does not result
in its outright dismissal nor discharge the person complained of from any
administrative liability. Where there is obvious truth or merit to the allegation in
the complaint or where there is documentary evidence that would tend to prove
the guilt of the person/s complained of, the same should be given due course.
4.16.8. Act on on the Complaint. - Upon receipt of a complaint which is sufficient in

form and substance, the disciplining authority shall require the person/s
complained of to submit a Counter-Affidavit/Comment under oath within three
(3) days from receipt of order requiring him/her/their comment/s.
4.16.9. Preliminary Investigation. - A Preliminary Investigation is a proceeding

undertaken to determine whether a prima facie case exists to warrant the
issuance of a formal charge. It involves a fact-finding investigation or an ex-
parte examination of records and documents submitted by the complainant and
the person/s complained of, as well as documents readily available from other
government offices.
4.16.10. Investigation Report. - Within five (5) days from the termination of the
preliminary investigation, the investigating officer shall submit the Investigation
Report with recommendation and the complete records of the case to the
disciplining authority.
4.17. Penalty
4.17.1. The payment of penalty or fine in lieu of suspension shall be available in

Grave, Less Grave and Light Offenses where the penalty imposed is for six (6)
months or less at the ratio of one (1) day of suspension from the service to
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one (1) day fine; Provided, that in Grave Offenses where the penalty imposed
is six (6) months and one (1) day suspension in view of the presence of
mitigating circumstance, the conversion shall only apply to the suspension of
six (6) months. Nonetheless, the remaining one (1) day suspension is deemed
included therein.
4.17.2. The maximum period to pay the fine shall not exceed one (1) year from the
time the decision/resolution becomes final and executory. The conversion of
suspension into fine is final and executory and, therefore, not subject of
appeal or any other similar relief.
4.17.3. The failure of the respondent to pay the fine or part thereof shall cause the
reversion to the original penalty of suspension. As such, respondent shall
serve the original penalty of suspension imposed, irrespective of the amount
he/she has already paid.
4.17.4. Fine may be paid in equal monthly installments subject to the following
schedule of payment prescribed below:
4.17.4.1. Fine equivalent to one (1) month salary shall be paid within two (2)
months;
4.17.4.2. Fine equivalent to two (2) months salary shall be paid within four
(4) months;
4.17.4.3. Fine equivalent to three (3) months salary shall be paid within six
(6) months;
4.17.4.4. Fine equivalent to four (4) months salary shall be paid within eight
(8) months;
4.17.4.5. Fine equivalent to five (5) months salary shall be paid within ten
(10) months; and
4.17.4.6. Fine equivalent to six (6) months salary shall be paid within twelve
(12) months.
4.17.5. The net shall be paid to the agency imposing the same, computed on the
basis of respondent’s salary at the time the decision becomes final and
executory.
4.18. Jurisdiction of Head of Agency/Director - Head of Agency/Director shall have original

concurrent jurisdiction with the Commission over their respective officers and
employees. They shall take cognizance of complaints involving their respective
DOCUMENTED E(Y: REVIEWED BY: APPROVED BY:
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Administrate >e Officer V ChierAdministrative Officer Director IV
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personnel. Their decisions shall be final in case the penalty imposed is suspension for
not more than thirty (30) days or ne in an amount not exceeding thirty (30) days salary.
In case the decision rendered by a bureau is appealable to the Commission, the same
may be initially appealed to the department to the Commission and pending appeal, the
same shall be executory except when the penalty is removal, in which case the same
shall be executory only after confirmation by the Head of Agency/Director concerned.
4.18.1. An investigation may be entrusted to regional director or similar officials who

shall make the necessary report and recommendation to the chief of bureau
within the period specified.
4.18.2. An appeal shall not stop the decision from being executory, and in case the
penalty is suspension or removal, the respondent shall be considered as
having been under preventive suspension during the pendency of the appeal
in the event he wins an appeal.
4.19. Procedures in Administrative Cases Against Non-Presidential Appointees
4.19.1. Administrative proceedings may be commenced against a subordinate officer

or employee by the Secretary or head of office of equivalent rank, or head of
local government, or chiefs of agencies, or regional directors, or upon sworn,
written complaint of any other person.
4.19.2. In the case of a complaint filed by any other persons, the complainant shall
submit sworn statements covering his testimony and those of his witnesses
together with his documentary evidence. If on the basis of such papers a
prima facie case is found not to exist, the disciplining authority shall dismiss
the case. If a prima facie case exists, he shall notify the respondent in writing,
of the charges against the latter, to which shall be attached copies of the
complaint, sworn statements and other documents submitted, and the
respondent shall be allowed not less than seventy-two hours after receipt of
the complaint to answer the charges in writing under oath, together with
supporting sworn statements and documents, in which he shall indicate
whether or not he elects a formal investigation if his answer is not considered
satisfactory. If the answer is found satisfactory, the disciplining authority shall
dismiss the case.
4.19.3. Although a respondent does not request a formal investigation, one shall
nevertheless be conducted when from the allegations of the complaint and the
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answer of the respondent, including the supporting documents, the merits of

the case cannot be decided judiciously without conducting such an
investigation.
4.19.4. The investigation shall be held not earlier than five days nor later than ten
days from the date of receipt of respondent’s answer by the disciplining
authority, and shall be finished within thirty days from the filing of the charges,
unless the period is extended by the Commission in meritorious cases. The
decision shall be rendered by the disciplining authority within thirty days from
the termination of the investigation or submission of the report of the
investigator, which report shall be submitted within fifteen days from the
conclusion of the investigation.
4.19.5. The direct evidence for the complainant and the respondent shall consist of
the sworn statement and documents submitted in support of the complaint or
answer, as the case may be, without prejudice to the presentation of additional
evidence deemed necessary but was unavailable at the time of the filing of the
complaint or answer, upon which the cross-examination, by respondent and
the complainant, respectively, shall be based. Following cross-examination,
there may be redirect and re-cross examination.
4.19.6. Either party may avail himself of the services of counsel and may require the
attendance of witnesses and the production of documentary evidence in his
favor through the compulsory process of subpoena or subpoena duces tecum.
4.19.7. The investigation shall be conducted only for the purpose of ascertaining the
truth and without necessarily adhering to technical rules applicable in judicial
proceedings. It shall be conducted by the disciplining authority concerned or
his authorized representative.
4.20. Appeals
4.20.1. Appeals, where allowable, shall be made by the party adversely affected by
the decision within fifteen days from receipt of the decision unless a petition
for reconsideration is seasonably filed, which petition shall be decided within
fifteen days. Notice of the appeal shall be filed with the disciplining office,
which shall forward the records of the case, together with the notice of appeal,
to the appellate authority within fifteen days from filing of the notice of appeal,
with its comment, if any. The notice of appeal shall specifically state the date
DOCUMENTED BY: REVIEWED BY: / APPROVED BY;
MYLENE T RANOSA AALA HOWARD LANCE~AJJYKING

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of the decision appealed from and the date of receipt thereof. It shall also
specifically set forth clearly the grounds relied upon for excepting from the
decision.
4.20.2. A petition for reconsideration shall be based only on any of the following
grounds: (a) new evidence has been discovered which materially affects the
decision rendered; (b) the decision is not supported by the evidence on
record; or (c) errors of law or irregularities have been committed which are
prejudicial to the interest of the respondent: Provided, that only one petition for
reconsideration shall be entertained.
4.21. Summary Proceedings
4.21.1. No formal investigation is necessary and the respondent may be immediately

removed or dismissed if any of the following circumstances is present:
4.21.1.1. When the charge is serious and the evidence of guilt is strong;
4.21.1.2. When the respondent is a recidivist or has been repeatedly
charged and there is reasonable ground to believe that he is guilty
of the present charge; and
4.21.1.3. When the respondent is notoriously undesirable.
4.21.2. Resort to summary proceedings by the disciplining authority shall be done with
utmost objectivity and impartiality to the end that no injustice is committed:
Provided, that removal or dismissal except those by the President, himself or
upon his order, may be appealed to the Commission.
4.22. Preventive Suspension
4.22.1. The proper disciplining authority may preventively suspend any subordinate
officer or employee under his authority pending an investigation, if the charge
against such officer or employee involves dishonesty, oppression or grave
misconduct, or neglect in the performance of duty, or if there are reasons to
believe that the respondent is guilty of charges which would warrant his
removal from the service.
4.23. Lifting of Preventive Suspension Pending Administrative Investigation
DOCUMENTEDBp: REVIEWED BY: APPROVED BY:
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4.23.1. When the administrative case against the officer or employee under
preventive suspension is not finally decided by the disciplining authority within
the period of ninety (90) days after the date of suspension of the respondent
who is not a presidential appointee, the respondent shall be automatically
reinstated in the service: Provided, That when the delay in the disposition of
the case is due to the fault, negligence or petition of the respondent, the
period of delay shall not be counted in computing the period of suspension
herein provided.
4.24. Removal of Administrative Penalties or Disabilities
4.24.1. In meritorious cases and upon recommendation of the Commission, the

President may commute or remove administrative penalties or disabilities
imposed upon officers or employees in disciplinary cases, subject to such
terms and conditions as he may impose in the interest of the service.
Administrative Officer V 1. Advices HRM Assistant to contact the employee who

had been absent without an approved leave for at least
five (5) working days.
Administrative Assistant II 2. Prepares the letter that advises the employee to report
within five (5) days on the date of the letter, otherwise,
he/she will be dropped from the rolls. Submits to
Personnel Section Chief for review.
Administrative Officer V 3. Reviews the letter and initials. If correct, release to FAD
Chief. If not, returns to HRM Assistant.
Administrative Assistant II 4. Upon receipt from FAD Chief submits to Head of

5. Forwards the signed letter to Record Section for

transmittal to the employee concerned.
DOCUMENTED REVIEWED BY: ^ APPROVED BY:
£
MYLENE T RANOSA AALA howar^ ^ ^ ^ ^ T u y k in g
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Administrative Officer V 6. Receives the answer from employee concerned through

letter or personnel appearance. Explains why she/he
was absent without approved leave.
Administrative Assistant II 7. Submits to FAD Chief the letter. Prepare a

Memorandum, for recommending approval if the reason
of his absences is valid. If not, a reprimand for violating
the BCS rules and regulations regulation on leave laws
and warned that a repetition of same violation will mean
a more drastic disciplinary action and submits to the
Chairman for approval.
8. Upon receipt of signed Memorandum submits to Record

Section for transmittal or receipt from the employee
concerned.
6. LIST OF FORMS
None
DOCUMENTED B Y : , REVIEWED BY: / APPROVED BY:.

V*j*t**S/
o i l
MYLENE T. RANOSA ( l\ W Q G. AALA HOWARD L A N C E X j/Y K IN G
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1. OBJECTIVES
1.1 To provide guideline in providing appropriate retirement program.
1.2 To ensure resignation of employee is properly documented and processed.
1.3 To ensure compliance with the resignation and retirement process prior to issuance of
certificate.
2. SCOPE
This procedure covers application of retirement program and resignation of employees.
3. REFERENCES
3.1. IRR of RA No. 10154, otherwise known as an Act Requiring all concerned government
agencies to ensure the early release of the retirement pa, pensions, gratuities and other
retiring government employees.
3.2. GSISActof 1997
4. POLICIES
4.1. Definition of Terms
4.1.1. Retirement benefits - remuneration, which include pensions, gratuities, terminal

leave benefits, and other benefits, given to an official or employee by reason of
his/her retirement from government service.
4.1.2. Force majeure - events or circumstances which could not be foreseen, or which
though foreseen, are inevitable.
4.2. Period for release of retirement benefits of retiring government employees shall be
released to them within a period of 30 days from the actual retirement date of the
concerned employee. The employer-agency must, however, submit all requirements for
purposes of retirement to the concerned agency at least 90 days prior to the effectivity
date of the retiree’s retirement. To complete all said requirements in due time, the
DOCUMENTED EIV: REVIEWED BY: APPROVED BY:
z f/n 4 M A //
RANOSA (j L w q g . a a l a H O W /^ ^ ^ ^ ^ ^ T K IN G
Administrate >e Officer V Chief Administrative Officer Director IV
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employee concerned shall file his/her expression of intent to retire at least 20 days prior to
his/her actual retirement date.
4.3. The occurrence of force majeure or other insuperable cause shall toll the running of the
prescribed period. Upon cessation of the occurrence of force majeure or other insuperable
causes, the running of the prescribed period shall continue.
4.4. Retirement benefits granted under the GSIS Act of 1997 shall be released to the retiree on
his/her last day of service in the government: provided that all requirements are submitted
to the GSIS at least 90 days prior to the effective date of retirement, the release of the
retirement benefits shall be moved corresponding to the number of days of delay of
submission of the complete requirements.
4.5. Retiring employees with pending cases
4.5.1. Retirement benefits of retiring employees may only be withheld if the employee
has a pending administrative case, the outcome of the case involves a possible
pecuniary liability on the part of the employee, and the law specifically authorizes
the withholding of the retirement benefits. In no case, however, shall the
terminal/accrued leave benefits of a retiring employee be withheld because of a
pending administrative case.
4.5.2. The Head of Agency/Director where the administrative case against a retiring
employee is pending shall ensure that said case is terminated/resolved within a
period of 3 months from the effectivity date of the retirement of the concerned
employee. After the lapse of such period and the case has not yet been
terminated/solved, without justifiable reason/s and/or without fault or delay
attributable to the retiring employee, the retirement benefits due shall be
immediately released to him/her without prejudice to the outcome of the case. The
concerned quasi-judicial agency where the case is pending shall determine and
resolve issues pertaining to aforesaid fault and/or delay. For this purpose, appeal
taken by the employee shall constitute a justifiable reason for the non-release of
his/her retirement benefits.
4.5.3. Notice of pendency of case - the retiring employee shall seek of pendency/non-
pendency of administrative case from his/her employer agency, Civil Service
Commission, Office of the Ombudsman, or in case of presidential appointees, from
the Office of the President.
DOCUMENTED EtY : REVIEWED BY: / APPROVED BY:

/
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4.5.4. The retiring employees shall:
4.5.4.1. Submit a written expression of intent to retire indicating the desired date
of retirement and the retirement package he/she intends to avail at least
120 days prior to his/her actual retirement date; and
4.5.4.2. Submit the complete documentary requirements prescribed by the
employer-agency not later than 100 days prior to the actual/intended
date of retirement.
4.6. Resignation
4.6.1. The following documents shall be submitted to the CSC for record purposes:
4.6.1.1. The voluntary written notice of the employee informing the appointment
authority that he is relinquishing his position and the effectivity date of
the said resignation: and
4.6.1.2. The acceptance of resignation in writing by the Head of Agency/Director
or appointing authority which shall indicate the date of effectivity of the
resignation.
4.6.1.3. An officer or employee under investigation may be allowed to resign
pending decision of his case without prejudice to the continuation of the
proceedings until finally terminated.
4.6.2. Dropping from the Rolls
4.6.2.1. Officers and employees who are either habitually absent or have
unsatisfactory or poor performance or have shown to be physically and
mentally fit to perform their duties may be dropped from the rolls subject
to the following procedures:
4.6.2.1.1. Absence without approved leave
4.6.2.1.1.1. An officer who is continuously absent without

approved leave (AWOL) for at least thirty (30)
calendar days shall be separated from the
service or dropped from the rolls without prior
notice. He shall however be informed of his
separation from the service not later than five
DOCUMENTED B'h ___ REVIEWED BY: APPROVED BY:
RANOSA G. AALA H O W A ^ ^ ^ ^ ^ ^ K IN G
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(5) days from its effectivity which shall be sent

to the address appearing on his 201 files; and
4.6.2.1.1.2. If the number of unauthorized absences
incurred is less than thirty (30) calendar days,
written Return-to-Work order shall be served on
the official or employee at his last known
address on record. Failure on his part to report
for work within the period stated in the order
shall be a valid ground to drop him from the
rolls.
4.6.2.1.2. Unsatisfactory or Poor Performance

4.6.2.1.2.1. An official or employee who is given two (2)
consecutive unsatisfactory ratings may be
dropped from the rolls after due notice. Notice
shall mean that the officer or employee
concerned is informed in writing of his
unsatisfactory performance for a semester and
is sufficiently warned that a succeeding
unsatisfactory performance shall warrant his
separation from the service. Such notice shall
be given not later than 30 days from the end of
semester and shall contain sufficient
information which shall enable the employee to
prepare explanation.
4.6.2.1.2.2. An official or employee, who for one evaluation
period is rated poor in performance, may be
dropped from the rolls after due notice. Due
notice shall mean that the officer or employee is
informed in writing of the status of his
performance not later than the 4th month of the
rating period with sufficient warning that failure
to improve his performance within the
remaining period of the semester shall warrant
his separation from the service. Such notice
shall also contain sufficient information which
shall enable the employee to prepare
explanation.
DOCUMENTED E Y: t. REVIEWED BY: APPROVED BY:

— '
MYLENE T RANOSA G. AALA HOWARD LANCB^XJYKING

Administrate /e Officer V Chief Administrative Officer Director IV
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4.6.2.1.3. The officer or employee who is separated from the service

through any of the above modes has the right to appeal his
case to the Commission or its regional office within fifteen
(15) days from receipt of such order or notice of separation.
4.6.2.1.4. The order of separation is immediately executory pending

appeal, unless the Commission on meritorious grounds,
directs otherwise.
4.6.2.1.5. This mode of separation from the service for unauthorized

absences or unsatisfactory or poor performance or physical
and mental incapacity is non-disciplinary in nature and shall
not result in the forfeiture of any benefits on the part of the
official or employee nor in disqualifying him from
reemployment in the government.
4.6.2.1.6. The written notice mentioned in the preceding paragraphs

may be signed by the person exercising immediate
supervision over the official or employee. However, the
notice of separation shall be signed by the appointing
authority or Head of Agency/Director.
4.6.2.2. Dismissal
4.6.2.2.1. A certified true copy of the decision rendered where the

penalty of dismissal was imposed shall be submitted to the
Commission.
4.6.2.2.2. Other modes of separation such as termination/expiration of

temporary appointment, retirement, or death, a notice stating
the date of such separation shall be submitted to the
Commission.
4.7. Extension of Service
4.7.1. In meritorious cases, the Commission may allow the extension of service of a
person who has reached the compulsory retirement age of sixty-five (65), for a
period of six (6) months only unless otherwise stated. Provided that, such
DOCUMENTED! SY: REVIEWED BY: APPROVED BY:
<55 W
MYLENE1 . RANOSA
a a '- - " *
Administrati ve Officer V
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( J L \ $ G . AALA
HOWARD LANCFAr-U/KING
Director IV
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extension may be for a maximum period of one (1) year for one who will complete
the fifteen (15) years of service required under the GSIS Law.
4.8. Request for Extension of Service
4.8.1. A request for extension shall be made by the Head of Agency/Director and shall be
led with the Commission not later than three (3) months prior to date of the
official/employee’s compulsory re retirement.
4.8.2. The following documents shall be submitted to the Commission:
4.8.2.1. Request for extension of service signed by the Head of Agency/Director,

containing the justifications for the request;
4.8.2.2. Certificate that the employee subject of the request is fit mentally and
physically to perform the duties and functions of his/her position;
4.8.2.3. Certified true copy of the employee’s Certificate of Live Birth;
4.8.2.4. Service Record of the employee if the purpose of the extension is to
complete the fifteen (15) year service requirement under the GSIS law;
and
4.8.2.5. Proof of payment of filing fee.
4.8.3. The only basis for Head of Agency/Director to allow an employee to continue
rendering service his/her 65th birthday is a Resolution of the Commission granting
the request for extension. Absence of such resolution, the salaries of the said
employee shall be for the personal account of the responsible official.
4.8.4. Grant of Extension of Service. An employee on service extension shall be entitled

to salaries, allowances and other remunerations, that are normally considered part
and parcel of an employee’s compensation package, subject to the existing
regulations on the grant thereof.
DOCUMENTED B’f : REVIEWED BY: APPROVED BY:
/fiw iU X v
M \ T ^ ^ 7 \ | r a NOSA G. AALA HOWARD LANCEAnjYKING
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5.1. Retirement Application Assistance
Administrative Assistant II 1. Notifies the Retiree six (6) months prior to his/her
retirement date.
2. Upon receipt from Retiree a letter of intent for

retirement, indicates the type of benefits he/she is
qualified RA 1616, RA 8291 (18 months/60 months
lump sum) forwards it to the Head of Agency/Director
for notation.
3. Prepares the acceptance letter addressed to the retiree

of his/her application for retirement and forwards to
Personnel Section Chief and FAD Chief for their
initials.
4. Forwards the acceptance letter to Head of

Agency/Director for signature and approval.
5. Requests the Retiree to accomplish application form

for GSIS Retirement and application for Cash
Surrender Value and attached the original GSIS policy
Contract.
6. Prepares various documents for attachment to the

application form to GSIS like the following:
a. Certification of last day of his/her employment
b. Service Record
c. Declaration of pending/non-pendency of case after
the approval of retirement claim/before release of
check or crediting to GSIS e-Card then forwards to
Personnel Section Chief for signature.
DOCUMENTED. B REVIEWED BY: APPROVED BY:

T -----
R
MYLENE T. RANOSA /0 N O G L A A L A W LANCE-Ar'UYKING
HOWARD S ,
Administra tiv e Officer V Chief Administrative Officer Director IV
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Administrative Officer V 7. Reviews/examines the correctness of the data and
completeness of the documents of the retiree. If the
data are correct and complete, signs the documents
Administrative Assistant II and aPProve for release- lf not returns to HRM
Assistant.
8. Logs and forwards the application form for retirement
and all the supporting documents to Record Section
for filing with GSIS.
5.2. Preparation for Terminal Leave Benefits
Administrative Officer II 1. Requests the Retiree to fill-up Application for Leave

Form, upon receipt of letter of intent for retirement.
2. Updates the Leave Card Form of the Retiree and

compute the estimated earned leave credit up to the
date of retirement of the retiree.
3. Process the Application for Leave Form. Routes to

various signatories.
4. Prepares the Statement for Leave Credits and

conversion of years of service to total terminal leave
benefits.
Administrative Assistant II 5. Prepares various documents for attachment to the

application for Terminal Leave Benefits:
a. Service Record
b. Clearance from money, property and legal
accountability
c. Statement of Assets, Liabilities and Net worth
(SALN)
d. Copy of last appointment/NOSA-Notice of Salary
Adjustments
Then forwards to Personnel Section Chief for
DOCUMENTED Br - , REVIEWED BY: ^ APPROVED BY:
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verification, reviews and signature.
Administrative Officer V 6. Reviews/examines the correctness of the data and

completeness of the documents of the retiree.
a. If the data are correct and complete, signs the
documents.
b. If not returns to HRM Assistant.
Administrative Officer II 7. Consolidates all the documents and convert to actual

amount the total terminal leave and prepare the
Disbursement Vouchers.
Formula/Computation:
Rate per month x no. of days x .0481927 = Terminal
Leave Pay
8. Submits to Personnel Section Chief for final verification

of the documents and the disbursement voucher.
Administrative Officer V 9. Reviews/examines the correctness of the Statement of

Leave Credits, data on the various documents and
disbursement voucher.
a. If the data are correct and complete, signs the
documents.
b. If not returns to HRM Officer I and HRM Assistant.
Administrative Officer II 10. Logs and submits to the Budget Section for funding
request to DBM.
DOCUMENTED B t : REVIEWED BY: APPROVED BY:
SSIiaaA—^
MYLENE T. RANOSA < u £
HOWARD LANÊ sM J Y K IN G
Director IV
Administrate 3 Officer V
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5.3. Employee Resignation
Administrative Officer V 1. Upon receipt of Letter of Resignation from employee.

Forwards it to FAD Chief then to Head of
Agency/Director for notation.
2. Advises the HRM Assistant to prepare CSC Form

Acceptance of Resignation and Office Clearance of
Employee from money property and legal
accountability.
3. Advises the HRM Officer I to update the Leave Cards

Form of employee who’s resigning and compute the
Terminal Leave Benefits and his/her remaining salary
and other benefits.
Administrative Assistant II 4. Prepares CSC Form Attendance of Resignation and

submits to Personnel Section Chief for review and
routes the Clearance to various signatories.
5. Reviews the correctness of the Acceptance Letter if

correct, affixes initials. Forwards to FAD Chief for
signature. If not, returns to HRM Assistant.
6. Upon receipt of the CSC Form Acceptance of

Resignation. Forwards to Head of Agency/Director
for signature.
7. Upon receipt of signed Acceptance of Resignation,

prepares the endorsement letter to CSC and submits
to Personnel Section Chief and FAD Chief for their
initials and forwards to Head of Agency/Director.
8. Submits to CSC the Letter of Resignation,

Acceptance of Resignation and the endorsement
letter.
DOCUMENTED) 3Y: REVIEWED BY: APPROVED BY:

y
JY m U A /
AALA HOWARD LANCE ATUYKING 1
m y Le n e i . RANOSA
Administrat ive Officer V Chief Administrative Officer Director IV
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Administrative Assistant II 9. Prepares the Statement of Leave Credits and

conversion of years of service to total terminal leave
and computes the actual amount for payment.
Administrative Officer V 10. Computes the amount of last salary and other
benefits and the total deduction/loans etc.
Administrative Officer II 11. Submits to Personnel Section Chief the Statement

of Leave Credits, the computation of Terminal
Leave and last salary computation for review and
signature.
12. Reviews the correctness of the computation and

completeness of the data, signs the documents if
correct. If not, returns to HRM Officer I.
13. Complies all supporting documents and prepares

the disbursement vouchers for terminal leave
benefits, last salary and other benefits submits
Personnel Section Chief for review and initial.
14. Reviews/examines the completeness of the

documents. If complete, signs the disbursement
voucher and approve for release to FAD Chief. If
not return, to HRM Officer I.
15. Logs and submits to the Budget Section for funding.
16. Schedules the employee for exit interview with the

FAD Chief.

7
MYtENE 1 RANOSA / j m g G . AALA HOWARD LANCE~AnJYKING

Administrat Ve Officer V C hm Administrative Officer Director IV
OPERATIONS MANUAL
0
■-mm
v. ^ EMPLOYEE SEPARATION EFFECTIVITY DATE
October 3, 2016
PAGE NO.
1 2 o f 13
5.4. Employee Transfer to Other Government Agencies
Administrative Officer V 1. Upon receipt of Letter of Transfer to other Government

Agencies from employee, forwards it to FAD Chief then
to Head of Agency/Director for notation.
Administrative Assistant II 2. Prepares the letter of approval of transfer and Office

Clearance of employee from money, property and legal
accountability. Submits to Personnel Section Chief for
review and routes the Clearance to various signatories.
Administrative Officer V 3. Reviews the letter of approval of transfer and signs if

correct and for release to HRM Assistant.
Administrative Assistant II 4. Upon receipt from FAD Chief, submits to Head of

5. Together with the signed Office Clearance and Letter

of Approval of Transfer, submits to HRM Officer I for
inclusion to other documents needed by the employee
who’s transferring.
Administrative Officer II 6. Updates the Leave Card Form and prepares the
Statement of Leave Credits and disbursement voucher
his/her last salary & other benefits and deduction.
Then submits to Personnel Section Chief for review.
Administrative Officer V 7. Reviews the correctness of the Statement of Leave

Credits and the computation of the last salary and
other benefits, if correct, signs the statement and
voucher and forwards to FAD Chief for signature. If
not, returns to HRM Officer I.
8. Upon receipt of the signed Statement of Leave Credits,

submits it to Head of Agency/Director for signature.
/fr r y M A /
MYLfeNE t | RANOSA {AUCyG. AALA HOWARD LANCt'A^yYKING
OPERATIONS MANUAL
0
\^ § t.|3 8 r October 3, 2016
PAGE NO.
13 of 13
Administrative Officer V 9. Together with the copy of signed Office Clearance,

Letter of Approval of Transfer and disbursement
voucher of last salary and other benefits, logs and
submits to Budget Section for allocation of funds.
10. Compiles all signed documents, the Statement of

Leave Credits, Letter of Approval for Transfer and
Office Clearance. Logs and releases to requesting
employee.
6. LIST OF FORMS
6.1. Application for Leave Form

6.2. Leave Card Form
6.4. Statement of Leave Credits
6.5. Office Clearance
6.6. Statement of Assets, Liabilities and Net worth
6.7. Notice of Salary Adjustments
DOCUMENTED EfY: REVIEWED BY: / APPROVED BY:
m y l e n Z t I r a No s a HOWARD LANCE^L-UYKING
OPERATIONS MANUAL
0
ISSUANCES AND CERTIFICATION PROCESS EFFECTIVITY DATE
October 3, 2016
PAGE NO.
1 of 5
1. OBJECTIVES
1.1. To provide guideline in issuing records/certifications requested by the Agency

employees.
1.2. To ensure employees’ service record index cards are updated.
2. SCOPE
This procedure covers the request and issuance of records/certifications and updating of
service record index cards of BCS employees.
3. REFERENCES
None
4. POLICIES
4.1. Agency employee request for records/certifications shall be documented in the Personnel
Action Request Form.
4.2. Employees’ Service Record Index Cards shall be kept updated by the Personnel Section.
DOCUMENTEDIS fy . REVIEWED BY: „ / APPROVED BY:
If
MYLENE T RANOSA AALA P LAPN C E^JiY
HOWARD M K IN G
Administn ti\re Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
0
October 3, 2016
PAGE NO.
2 of 5
5.1. Request and Issuance of Approved Communication
Responsibilities/Authorities _______________ Activities
Administrative Assistant II 1. Receives Personnel Action Request

Form/Disposition Form from the requesting
unit/person for the issuance of the following:
Special Orders, Memorandum, Travel Order, etc.
with complete details of events.
2. Prepares the draft communications and submits to

Personnel Section Chief for checking and approval
for final printing.
Administrative Officer V 3. Reviews the correctness of communications. If

document is correct, affixes initials; if not, returns
to HRM Assistant.
Administrative Assistant II 4. Forwards the final communications to FAD Chief

for initial.
5. Receives the documents from FAD Chief.
6. Submits to the Flead of Agency/Director IV for

approval and signature. If approved, forwards to
Record Section for dissemination. If not, returns to
Step 2.
Administrative Aide VI 7. Logs and forwards the approved communication to

Record Section for dissemination.
OPERATIONS MANUAL
0
October 3, 2016
PAGE NO.
3 of 5
5.2. Request and Issuance of Certification
Administrative Assistant II 1. Receives Personnel Action Request Form from BCS

employees for issuance of various certifications e g.
Certificate of Employment, Annual Salary
Certifications, etc.
2. Checks data with employee’s service record index card

and plantilla position for complete information.
3. Prepares the particular certification and submits to

Personnel Section Chief for review and signature.
Administrative Officer V 4. Reviews the correctness of data and signs the

certifications, if correct. If not returns to HRM
Assistant.
Administrative Assistant II 5. Upon receipt of signed certifications, stamps it with

BCS seal.
6. Informs the requesting BCS employees and releases

the certification.
DOCUMENTED $ Y : ^ REVIEWED BY: / APPROVED BY:
s fy r y u x /
my W je- f. RANOSA &HN<g/G. AALA HOWARD LANCEÂXIYKING
Administra live Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
0
0 ISSUANCES AND CERTIFICATION PROCESS EFFECTIVITY DATE

October 3, 2016
PAGE NO.
4 of 5
5.3. Service Record Updating and Releasing
Responsibiiities/Authorities Activities
Administrative Assistant II 1. Prepares Employees’ Service Record Index Cards of

all BCS personnel from the date of employment with
the Bureau.
2. Posts regular updates based on notice of salary

adjustment/step increment, promotions, Absences
Without Official Leave (AWOL), etc.
3. Prepares annual updated service record certificates for

filing in BCS personnel 201 files.
4. Prepares Service Record Certificate upon receipt of

Personnel Action Request Form from previous BCS
employees and current personnel.
5. Prepares Service Record Certificate as attachment to

Loyalty Awards.
6. Submits to Personnel Section Chief for review and

signature.
Administrative Officer V 7. Reviews the correctness of data and signs the

certifications, if correct. If not returns to HRM
Assistant.
Administrative Assistant II 8. Upon receipt of signed certifications, stamps it with

BCS seal.
9. Informs the requesting BCS current/previous

employees and releases the certification.
mS S ^ r a No s a /U N 0 /3 . AALA HOWARDLAN<Ê a J u YKING

Administrative Officer V ChierAdministrative Officer D irectoH v
OPERATIONS MANUAL
0
October 3, 2016
PAGE NO.
5 of 5
6. LIST OF FORMS
6 4 /p n ru fW u Z
G. AALA h o w a r ^ lX n^ ^ ^ iy k in g
MYLENE1 . RANOSA
OPERATIONS MANUAL
0
mm PERSONNEL REPORTORIAL REQUIREMENTS EFFECTIVITY DATE
October 3, 2016
PAGE NO.
1 of 7
1. OBJECTIVE
To ensure all the required reports are prepared accurately and submitted as per schedule.
2. SCOPE
This procedure covers the preparation and submission of reports.
3. REFERENCES
a. Civil Service Commission (CSC) Memo Circular No. 26 series of 1991

b. Civil Service Commission (CSC) Memo Circular No. 2 series of 2010
c. Civil Service Commission (CSC) Memo Circular No. 9 series of 1989
d. R.A. 6713
4. POLICIES
4.1 All reports shall be reviewed by the Personnel Section Chief, Finance and Administrative
Division Chief and Head of Agency/Director before submission.
4.2 Personnel Section shall prepare and submit to CSC-OP Field Office the following reports
on a monthly basis:
4.2.1 Monthly Report of Separation and Accession

4.2.2 Monthly Report on Database of Individual Barred From Entering Government
Service and Taking Civil Service Examination
4.3 Personnel Section shall prepare and submit the Report of Training, Development and
Scholarship Programs/Activities on a semestral and quarterly basis.
4.4 Statement of Assets, Liabilities and Net Worth (SALN) Summary List of Filers and
Certification shall be prepared and submitted to CSC-OP Field Office on an annual basis.
4.5 The Personal Service itemization and Plantilla of Personnel (PSIPOP) shall be uploaded/
updated by the Personnel Section Chief every 5th of the month in the DBM Website due to
the following: salary adjustments, step increments, transfer, death and drop from BCS
personnel.
DOCUMENTED EfY= ✓ REVIEWED BY: / APPROVED BY:
MYLENE T RANOSA X Jn o g . aala HOWARD LANÊ~Ac UYKING

OPERATIONS MANUAL
0
PERSONNEL REPORTORIAL REQUIREMENTS EFFECTIVITY DATE
October 3, 2016
PAGE NO.
2 of 7
4.6 PSIPOP shall be submitted quarterly to Civil Service Commission (CSC), Commission on
Audit (COA), Department of Budget and Management (DBM) and BCS Budget Section.
5.1 Monthly Report of Separation and Accession
Administrative Assistant II 1. Prepares Monthly Report of Separation and Accession

in compliance with Civil Service Commission (CSC)
Memo Circular No. 26 series of 1991 to report on
separation of employees from the service and
accession of employees in the service.
2. Submits the monthly report to Personnel Section Chief

for review and signature.
Administrative Officer V 3. Reviews the correctness of the report, signs and

approves for release to Finance and Administrative
Division (FAD) Chief if correct. If not, returns to HRM
Assistant.
Administrative Assistant II 4. Forwards to FAD Chief for initials.

5. Receives the report from FAD Chief and submits to the
Head of Agency/Director for signature.
6. Upon receipt of approved report, prepares

endorsement letter.
7. Forwards the endorsement letter to Personnel Section

Chief and FAD Chief for initials and submits to Head of
Agency/Director IV for signature.
8. Upon receipt of signed endorsement letter, submits the

Report to CSC-OP Field Office.
OPERATIONS MANUAL
0
-=
;>*.r .«*& PERSONNEL REPORTORIAL REQUIREMENTS EFFECTIVITY DATE
October 3, 2016
PAGE NO.
3 of 7
5.2 Monthly Report on Database of Individual Barred From Entering Government

Service and Taking Civil Service Examination
Administrative Assistant II 1. Prepares Monthly Report on Database of Individual

Barred From Entering Government Service and Taking
Civil Service Examination in compliance with Civil
Service Commission (CSC) Memo Circular No. 2
series of 2010.
2. Submits the monthly report to Personnel Section Chief

for review and signature.
Administrative Officer V 3. Reviews the correctness of the report, signs and

Assistant.

5. Receives the report from FAD Chief and submits to the
Head of Agency/Director for signature.

endorsement letter.


DOCUMENTED n /: REVIEWED BY: / APPROVED BY:
5
MYLENE T. RANOSA /^ n® g / aala HOWARD LANCE~Av*JYKING
Administrate e Officer V Chier Administrative Officer Director IV
OPERATIONS MANUAL
0
October 3, 2016
PAGE NO.
4 of 7
5.3 Report of Training, Development and Scholarship Programs/Activities
Administrative Assistant II 1. Prepares Report of Training, Development and

Scholarship Programs/Activities by consolidating all
the trainings, workshops, scholarship for the period:
a. Semestral Report in compliance with Civil
Service Commission (CSC) Memo Circular No.
9 series of 1989
b. Quarterly Report for submission to Planning
Division for the Bureau’s Accomplishment
Report
2. Requests the Budget Section for the actual cost of

various trainings, seminar, etc.
3. Submits the Quarterly and Semestral reports to

Administrative Officer V 4. Reviews the correctness of the reports, signs and

Assistant.

6. Upon receipt of approved reports, prepares
endorsement letter for the Semestral Report. For the
Quarterly Report, submits to Planning Division for
inclusion to the Bureau’s Quarterly Accomplishment
Report.


DOCUMENTED B[Y: REVIEWED BY: X APPROVED BY:
P«V'AA*~-^
RANOSA /y iN d /G . AALA HOWARD LA N C ^w U YK IN G
Administrate re Officer V C hief Administrative Officer Director IV
OPERATIONS MANUAL
0
October 3, 2016
PAGE NO.
5 of 7
5.4 Annual Statement of Assets, Liabilities and Net Worth (SALN) Summary List of Filers
and Certification
Administrative Assistant II 1. Prepares Memorandum for submission of SALN to all

BCS employees with the deadline set by Civil Service
Commission (CSC).
2. Compiles and submits the Annual Statement of Assets,

Liabilities and Net Worth (SALN) to Personnel Section
Chief for review and signature.
Administrative Officer V 3. Reviews the completeness of the SALN and approves

for release to Finance and Administrative Division
(FAD) Chief.
Administrative Assistant II 4. Forwards to FAD Chief for signature.

5. Upon receipt from FAD Chief, prepares the Summary
List of Filers and Certification in compliance to Section
8 of the RA 6713.
6. Submits the Summary List of Filers and Certification to

Administrative Officer V 7. Reviews the completeness of the reports, signs if

correct and approves for release to FAD Chief. If not,
returns to HRM Assistant.
Administrative Assistant II 8. Forwards to FAD Chief for signature.
9. Receives the signed Summary List of Filers and

Certification from FAD Chief, then submits to Head of
Agency/Director IV for signature.

endorsement letter.
DOCUMENTED B)Y: REVIEWED BY: / APPROVED BY:
MYLENE T. RANOSA /L IN IN G . AALA HOWARD LANCcAr-UYKING

Administratis<e Officer V Chief Administrative Officer Director IV
OPERATIONS MANUAL
0
October 3, 2016
PAGE NO.
6 of 7

Chief and FAD Chief for initials and submits to Flead of
Administrative Assistant II Agency/Director IV for signature.
12. Upon receipt of signed endorsement letter, submits

the Report to CSC OP Field Office.
5.5 PSIPOP Updating and Reporting
Responsibilities/Authorities __ __________________ Activities____________________

Administrative Assistant II 1. Prepares the Plantilla of BCS Personnel according to
DBM prescribed format.
2. Submits to the Personnel Section Chief for review and

signature.
Administrative Officer V 3. Reviews/examines the correctness of all the data in the

Plantilla of BCS Personnel. If the data are correct,
signs and approves for uploading to DBM website the
PSIPOP System. If not, returns to FIRM Assistant.
Administrative Assistant II 4. Encodes/uploads and updates in DBM Website the

PSIPOP every 5th of the month. Updates due to the ff:
Salary Adjustments, Step Increments, transfer, death
and drop from BCS personnel.
5. Downloads/prints the updated BCS PSIPOP in DBM

Website every end of each quarter and forwards to
Personnel Section Chief for checking and signature.
Administrative Officer V 6. Reviews/examines the correctness of the printed copy

of PSIPOP. If correct, signs the PSIPOP. If not,
returns to FIRM Assistant II.
DOCUMENTED \ JY: REVIEWED BY: / APPROVED BY:
‘isauamJ
MYLENE T . RANOSA <yN(Y£. AALA HOWARD LANCE A. UYKING
Administrati ve Officer V ChiefAdministrative Officer Director IV
OPERATIONS MANUAL
0
-r
i>
*. PERSONNEL REPORTORIAL REQUIREMENTS EFFECTIVITY DATE
October 3, 2016
PAGE NO.
7 of 7

Administrative Assistant II 7. Forwards to Finance and Administrative Division (FAD)
Chief for counter signing.
Administrative Assistant II 8. Submits copies to Head of Agency/Director IV for

signature.
9. Upon receipt of signed copies of PSIPOP, submits to

the following agencies: Civil Service Commission
(CSC), Commission on Audit (COA), Department of
Budget and Management (DBM) and BCS Budget
Section every quarter of the year.
10. Files copy for Personnel Section.
6 LIST OF FORMS
None
MYLENE1 . RANOSA (U N G ^ A A L A HOWARD LANCE'A^jyKING


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VERSION NO. MANUAL TITLE DOCUMENT NO.

1 BUREAU OF COMMUNICATIONS SERVICES BCSOM 12.201

1.1 To provide guidelines and procedures in recruitment, selection and placement.

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

3.1. R.A. 7041

DOCUMENTED E)Y: REVIEWED BY: APPROVED BY:

MYLENE T. RANOSA HOWARD LANCS^JJ^KING

1 BUREAU OF COMMUNICATIONS SERVICES BCSOM 12.201

0 RECRUITMENT, SELECTION AND PLACEMENT EFFECTIVITY DATE

candidates who have passed the organizational requirements and screening

4.2.3. There shall be no discrimination in the selection of employees on account of

4.2.6. Equal Opportunity for Employment

4.2.6.1. No disabled persons shall be denied access to opportunities for suitable

DOCUMENTED BY: REVIEWED BY: / APPROVED BY:

MYLENE T. Ra n o s a (U N ^ G . AALA HOWARD LANOE-AJJYKING

1 BUREAU OF COMMUNICATIONS SERVICES BCSOM 12.201

4.4.2. Qualified candidates shall be subject to background investigation to validate the

4.5. Publication of Vacant Positions

DOCUMENTED B[Y: REVIEWED BY: APPROVED.BY:

MYLENE T. RANOSA (U N g G . AALA HOWARD L A N C E ^ J j V k ING

1 BUREAU OF COMMUNICATIONS SERVICES BCSOM 12.201

4.5.7. In case of chain promotion, anticipated vacancies may be published

4.6.1. Director IV or his/her representative, as Chairperson

4.8. Functions of Personnel Selection Board

DOCUMENTED BfY: REVIEWED BY: APPROVED BY:

MYLENE T. RANOSA HOWARD LANCE ANJYKING

1 BUREAU OF COMMUNICATIONS SERVICES BCSOM 12.201

4.8.5. Develop and maintain an updated qualification database of employees of the

4.8.7. Publish vacant positions as required under RA 7041.

4.8.9. Conduct preliminary evaluation of the qualification of all candidates.

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

DOCUMENTED BY: REVIEWED BY: APPROVED BY:

1 BUREAU OF COMMUNICATIONS SERVICES BCSOM 12.201

4.15. Requirement for Pre-employment Mental, Physical and Medical Examinations

4.15.1. CS Resolution No. 97-4683, promulgates and adopts a policy on pre­

4.15.2. Results of the abovementioned examinations shall be attached to the revised

DOCUMENTED BY: REVIEWED BY: / APPROVED BY:

5.1. Publication of Vacant Positions

Administrative Officer V 1. Receives copy of Approved Authority to Fill-up Vacant

2. Advises HRM Assistant to prepare list of vacant

Administrative Assistant II 3. Prepares the list of vacant positions with qualification

Administrative Officer V 4. Reviews the list for completeness of data.

Administrative Assistant II 5. Receives approved list for posting.

6. Prepares draft letter to Special Operations Division

7. Submits the drafted letter to Personnel Section Chief

10. The published vacant positions shall also be posted in

at least ten (10) calendar days. Other appropriate

5.2. Pre-Selection of Applicants

Administrative Assistant II 2. Lists down incumbents/next-in-rank position per

3. Awaits submission of applicants within 15 working

4. Receives application letters/forms and resume

5. Consolidates application letters/forms and resumes

Administrative Officer V 6. Assesses all the applicants resume and application

Administrative Assistant II 7. Schedules candidates for the preliminary interview

8. On the day of the interview, requests candidates to

DOCUMENTED E}Y: REVIEWED BY: APPROVED BY:

MYLENE T. RANOSA y/iq>G . aala HOWARD LANCE AJJYKING

9. Endorses candidates to Personnel Section Chief for

4.15.1. CS Resolution No. 97-4683, promulgates and adopts a policy on pre