HR POLICY SUPPLEMENT

IRRI Nationally Recruited Staff

PHILIPPINES

INTERNATIONAL RICE RESEARCH INSTITUTE

From 1 February 2015

 This document supplements the HR Policy Manual for NRS in the Philippines. It replaces the Personnel
Policies and Procedures for IRRI Nationally Recruited Staff (2006)
Approved by the IRRI Management Committee: January 2015
Policy owner: Human Resource Services
Contact person: Human Resource Services
Phone: +63 (2) 856-6133 / 856-6129

INTERNATIONAL RICE RESEARCH INSTITUTE 2

Contents
ACRONYMS ................................................................................................................................ 6

1. DEFINITIONS ........................................................................................................................ 7
1.1. ALLOWANCES .............................................................................................................. 7
1.2. AUTHORIZED DEPENDENT .......................................................................................... 7
1.3. BASE PAY ..................................................................................................................... 7
1.4. BENEFITS ...................................................................................................................... 7
1.5. DOMESTIC PARTNER.................................................................................................... 7
1.6. EMPLOYEE .................................................................................................................... 7
1.7. FIXED TERM CONTRACT .............................................................................................. 8
1.8. NATIONALLY RECRUITED STAFF ................................................................................. 8
1.9. OPEN ENDED CONTRACT ............................................................................................ 8
1.10. SPOUSE ......................................................................................................................... 8

2. RECRUITMENT AND EMPLOYMENT ..................................................................................... 9

2.1. EMPLOYMENT REQUIREMENTS ................................................................................... 9
2.2. PRE-EMPLOYMENT MEDICAL CERTIFICATION ............................................................ 9

3. COMPENSATION AND BENEFITS ....................................................................................... 10

3.1. INTRODUCTION.......................................................................................................... 10
3.2. JOB STRUCTURE ......................................................................................................... 10
Job Title ..................................................................................................................................... 10
Job Profile .................................................................................................................................. 10
Job levels.................................................................................................................................... 10
3.3. COMPENSATION......................................................................................................... 11
3.4. BASE PAY ................................................................................................................... 11
Base pay increases ....................................................................................................................... 12
3.5. BENEFITS .................................................................................................................... 12
Thirteenth Month Pay .................................................................................................................. 12
Retirement Plan .......................................................................................................................... 12
Medical and Dental Insurance ...................................................................................................... 12
Group Life Insurance and Accidental Death and Dismemberment .................................................... 12
PhilHealth Benefits...................................................................................................................... 13
Social Security System ................................................................................................................. 13
Home Development Mutual Fund ................................................................................................. 13
Employees’ Compensation Commission Benefits ............................................................................ 13
Travel and Medical Evaluation Insurance....................................................................................... 13
Official Holidays Schedule ........................................................................................................... 13
Annual Leave ............................................................................................................................. 13
Medical Leave ............................................................................................................................ 14
Maternity Leave .......................................................................................................................... 15
Compassionate Leave .................................................................................................................. 15
‚Solo‛ Parent Leave ...................................................................................................................... 15
Leave Without Pay ...................................................................................................................... 16
Transportation ............................................................................................................................. 16

INTERNATIONAL RICE RESEARCH INSTITUTE 3

Other Benefits ............................................................................................................................. 16
3.6. ALLOWANCES ............................................................................................................ 16
Transport Allowance ................................................................................................................... 17
End-of-the-Year Cash Gratuity...................................................................................................... 17
3.7. INCOME TAX.............................................................................................................. 17

4. WORK SCHEDULE ............................................................................................................... 18

4.1. OFFICE WORK HOURS ................................................................................................ 18
4.2. SHIFT WORK .............................................................................................................. 18
4.3. OVERTIME .................................................................................................................. 18
4.4. COMPENSATORY TIME .............................................................................................. 19
4.5. NIGHT SHIFT DIFFERENTIAL...................................................................................... 19
4.6. WORK DISRUPTIONS: WEATHER DISTURBANCES ...................................................... 19

5. PERFORMANCE AND CAREER DEVELOPMENT .................................................................. 20

5.1. PROBATIONARY PERIOD............................................................................................ 20
5.2. PERFORMANCE REVIEWS........................................................................................... 20
5.3. MERIT INCREASES...................................................................................................... 20
5.4. AWARDS AND RECOGNITION.................................................................................... 20
5.5. DEVELOPMENT OPPORTUNITIES ............................................................................... 20
5.6. STUDY LEAVE ............................................................................................................ 20

6. EMPLOYEE MOBILITY ......................................................................................................... 21

6.1. TRANSFER................................................................................................................... 21
6.2. JOB RECLASSIFICATION ............................................................................................. 21
6.3. PROMOTION ............................................................................................................... 21

7. SEPARATION FROM IRRI .................................................................................................... 22

7.1. COMPLETION OF CONTRACT .................................................................................... 22
7.2. RESIGNATION ............................................................................................................. 22
7.3. RETIREMENT............................................................................................................... 22
7.4. VOLUNTARY EARLY RETIREMENT PROGRAM ........................................................... 22
7.5. REDUNDANCY............................................................................................................ 22
7.6. TERMINATION ............................................................................................................ 23
Termination Due to Unsatisfactory Performance ............................................................................. 23
Termination Due to Inappropriate Conduct.................................................................................... 23
7.7. ILL HEALTH AS GROUNDS FOR SEPARATION ............................................................ 23
7.8. DEATH IN SERVICE .................................................................................................... 23
7.9. PAYMENT FOR UNUSED ANNUAL LEAVE.................................................................. 24
Payment for Unused Medical Leave .............................................................................................. 24

8. WORK ENVIRONMENT ....................................................................................................... 25

8.1. ANNUAL PHYSICAL EXAMINATION .......................................................................... 25
8.2. WORK-RELATED INJURY AND MAINTENANCE MEDICINE ........................................ 25
8.3. WORK UNIFORM ........................................................................................................ 25

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9. BUSINESS TRAVEL .............................................................................................................. 26
9.1. TRAVEL INSURANCE.................................................................................................. 26
9.2. PER DIEM ................................................................................................................... 26
Compensation for Meals .............................................................................................................. 26
Reimbursement for Accommodation ............................................................................................. 26

ANNEX 1: BASE PAY SALARY SCALE FOR PHILIPPINES-BASED NRS ...................................... 27

ANNEX 2: ALLOWANCES ......................................................................................................... 27

ANNEX 3: UNIFORM ENTITLEMENTS ...................................................................................... 28

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ACRONYMS
ECC Employees Compensation Commission
ERP Early Retirement Program
HRS Human Resource Services
MDA Managers’ Discretionary Award
NRS Nationally Recruited Staff
NBI National Bureau of Investigation
SATA Semi Annual Team Award
SSS Social Security System
TPA Third Party Administrator
UPLB University of the Philippines Los Baños

INTERNATIONAL RICE RESEARCH INSTITUTE 6

1. DEFINITIONS
1.1. ALLOWANCES
1.1.1. Entitlements paid to certain employees for specific purposes, other than base salary.

1.2. AUTHORIZED DEPENDENT

1.2.1. An employee’s family members who are eligible to participate in the medical/dental insurance
plan, as defined below:
 Legal spouse or recognized domestic partner under the age of 65; 

 Unmarried, biological child, legally adopted child, or legal stepchild, under the age of 21 of
an employee. 
 o He or she must live with employee or maintain the same permanent address; and 
o He or she must also receive more than half of his or her support from the employee. 

1.2.2. A child attending school/college/training away from home full time is considered to live at the
same permanent address as the employee and can therefore be considered a dependent.

1.2.3. Only one spouse or recognized domestic partner will be eligible to be recognized as authorized
dependent.

1.2.4. IRRI holds the right to request evidence of dependency. The employee may be required to
provide IRRI with the original marriage certificate or an official written statement identifying
spouse/domestic partner.

1.3. BASE PAY

1.3.1. That part of compensation paid to an employee in cash, exclusive of all other payments in cash or
in kind for benefits and allowances.

1.4. BENEFITS
1.4.1. Entitlements granted to employees under schemes related to insurance, health, pension etc..

1.5. DOMESTIC PARTNER

1.5.1. A person of at least 18 years of age, who has been in a committed relationship with an IRRI
employee for at least a period of 1 year, and whose relationship is confirmed through
documentation acceptable to IRRI. In the Philippines this includes:
 The partners are not married; and 

 The partners must have resided together continuously for a minimum period of 12 months;
and 

 The partners must have joint financial commitments or must have proof they have a joint
 household; and 
 The partners must intend to continue their relationship permanently. 

1.6. EMPLOYEE
1.6.1 A Nationally Recruited Staff based in the Philippines.

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1.7. FIXED TERM CONTRACT
1.7.1. Contracts with defined duration as indicated in appointment letter.

1.8. NATIONALLY RECRUITED STAFF

1.8.1. Nationally Recruited Staff (NRS) are nationals of the Philippines who have been engaged as
employees, typically following a national or local competition.

1.9. OPEN ENDED CONTRACT

1.9.1. Contracts without defined duration up to the retirement age of 65.

1.10. SPOUSE
1.10.1. A person of at least 18 years of age whose relationship is confirmed through marriage, as proven
by documentation acceptable to IRRI.

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2. RECRUITMENT AND EMPLOYMENT
2.1. EMPLOYMENT REQUIREMENTS
2.1.1. The minimum employment age for employment of NRS in the Philippines is 18 years.

2.1.2. All prospective employees must provide IRRI with a clearance from the National Bureau of
Investigation (NBI) before being employed.

2.1.3. Please see the brochure on Recruitment and Selection Guidelines for more information.

2.2. PRE-EMPLOYMENT MEDICAL CERTIFICATION

2.2.1 IRRI requires prospective employees to demonstrate fitness for the work associated with the
position and the location of the duty station. Pre-employment medical certification, through the
IRRI clinic or other IRRI approved medical institution, is mandatory for all prospective
employees. This will include a mandatory chest x-ray.

2.2.2. IRRI bears all reasonable costs related to required pre-employment medical certification.

2.2.3. The medical certification process must be successfully completed before an appointment is
considered effective. If these examinations have not been completed at the time the appointment
offer is sent, the appointment letter will make the offer contingent upon successful completion of
the certification process.

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3. COMPENSATION AND BENEFITS
3.1. INTRODUCTION
3.1.1. NRS are compensated in accordance with the Philippines labor market. IRRI’s compensation and
benefits package is comparable with other leading research and development organizations in
the area for equivalent positions and caliber of employees, with due regard to availability of
funds. To ensure this competitiveness, IRRI regularly reviews compensation and benefits against
the relevant employment market.

3.1.2. The salary and allowances provided are quoted and paid in Philippine Pesos.

3.1.3. Employees receive their salary twice per calendar month.

3.2. JOB STRUCTURE

3.2.1. When a need is identified, the job profile, based on a standard job profile, is written by the
supervisor, and then submitted to Human Resource Services (HRS) for, review, confirmation of
job level and approval.

3.2.2 Approval is required before a new job can be created. Please see the HR Authorization Matrix for
further information.

Job Title
3.2.3. A job title reflects the general duties of a position, such as, Research Technician I, Officer, and
Associate Scientist. The title also describes the specific function, for example, Officer –
Administration Coordination, or Associate Scientist – Plant Breeding.

Job Profile
3.2.4. Each position at IRRI has a job profile, derived from a standard job profile, which describes the
job purpose, major responsibilities, key performance indicators, person specification and other
related job details. The appropriate knowledge, skills and abilities to do the job are also
described. Standard job profiles are openly available in IRRI’s Job Dictionary.

Job levels
3.2.5. A job level includes a series of jobs involving work of the same nature and responsibility but
requiring different skill sets. IRRI’s job levels range from 1 to 8, with job level 8 requiring the
highest level of knowledge, skills and abilities, and usually being a managerial role with a wide
scope of responsibilities.

3.2.6. All new jobs are classified by HRS to assign a job level. The job level corresponds to a salary
range within the base pay structure.

3.2.7. Positions are placed into job levels based on IRRI’s internal job classification criteria which are
standard for all IRRI locations around the world. Positions with similar roles and responsibilities
are placed in the same job level and receive comparable pay within each location’s pay scale.

INTERNATIONAL RICE RESEARCH INSTITUTE 10

3.2.8. The placement of an individual salary within the job level takes into account the extent and
breadth of experience. To be assured such positions are accurately assessed, and that IRRI’s
compensation is competitive, HRS periodically reviews both job profiles and salary scales.

3.3. COMPENSATION
3.3.1. At IRRI, an employee’s compensation consists of three elements:
  Base pay 
 Benefits 
 Allowances 

3.3.2. IRRI considers internal and external market factors in making compensation and benefit
decisions:
 External market equity: To ensure that IRRI’s compensation and benefits are competitive
with the external marketplace for comparable jobs, HRS undertakes benchmarking surveys,
reviewing data from similar organizations and recommending adjustments as appropriate. 

 Equity within IRRI: To ensure jobs with similar levels of accountabilities / responsibilities,
and required knowledge, skills and abilities are paid comparably, IRRI has a job evaluation
process. 

3.4. BASE PAY

3.4.1. Base pay is awarded according to an approved salary structure. This salary structure provides a
fair and consistent way for IRRI to ensure that employees are equitably rewarded for the work
they do.

3.4.2. All NRS positions are placed into one of the 8 job levels and each level has a corresponding salary
range on a salary scale that has a minimum, midpoint and maximum. Please see Annex 1 for the
monthly base pay salary scale in pesos for NRS in the Philippines.

3.4.3. An employee’s base pay is confidential and personal to that employee. HRS does not share
details of the base pay with others and only provides access to information for planning,
budgetary or auditing purposes, when necessary. Employees are expected to maintain
confidentiality.

3.4.4. Starting base pay is determined by job accountabilities and responsibilities, required
qualifications, experience, local labor market supply and demand for skills, and specific
functional knowledge. A new employee’s starting base pay is based on:
 The relevant IRRI pay scale; 
  Past experience of the successful candidate; and 
 The principle of internal equity. 

If a new employee meets only the minimum requirements of the position, the starting salary
would typically be at, or near, the salary range minimum.

INTERNATIONAL RICE RESEARCH INSTITUTE 11

 Base pay increases
3.4.5. Base pay increases may be awarded based on merit for good performance and / or market
adjustments following regular reviews of both.

3.5. BENEFITS
3.5.1. IRRI NRS in the Philippines receive some or all of the following benefits: thirteenth month,
retirement plan, medical insurance, group life insurance and accidental death and
dismemberment, PhilHealth benefits, Social Security System membership, employees’
compensation commission benefits, medical evacuation insurance when on travel and leave
entitlements.

Thirteenth Month Pay

3.5.2. Employees receive annual additional payments, equivalent to one month’s base pay.

Retirement Plan
3.5.3. IRRI provides a non-contributory retirement plan for employees who successfully passed their
probation. IRRI contributes and invests 10.5% of the employee’s annual base pay. IRRI pays this
amount in addition to the employee’s salary.

3.5.4. All contributions are fully vested. On separation and/or retirement, the total accumulations are
available to the NRS, as well as earned interest income, except in cases where the employment
contract was terminated due to inappropriate behavior and/or violation of IRRI’s Code of Conduct.
Funds are released after the employee is cleared of any financial and property liabilities to IRRI.

Please see paragraph 6.7.4. for information on retirement fund in case of termination due to
inappropriate conduct.

3.5.5. In the event of the employee’s death the designated beneficiaries will receive payments from the
retirement plan.

Medical and Dental Insurance

3.5.6. IRRI provides employees, including those on probation, with a group health medical and dental
insurance plan. Please refer to the Third Party Administrator (TPA) Guidebook for additional
information.

3.5.7. Insurance coverage terminates at the end of the contract, or when an employee reaches age 65,
separates from IRRI, or enters military service.

Group Life Insurance and Accidental Death and Dismemberment

3.5.8. IRRI provides group life and accident insurance to all employees, including those on probation at
no cost to the employee.

3.5.9. Claims for group life and accident insurance are subject to the insurance policy provisions.

INTERNATIONAL RICE RESEARCH INSTITUTE 12

3.5.10. The insured employee is not required to contribute toward the cost of his or her life and accident
insurance coverage.

3.5.11. Insurance coverage terminates at the end of the contract, or when an employee reaches age 65,
separates from IRRI, or enters military service.

PhilHealth Benefits

3.5.12. Employees are enrolled in the Philippine government health insurance program whereby
financial assistance is provided for the employee and his or her recognized dependents. These
benefits include subsidy on inpatient hospital care and outpatient care, including diagnostic and
laboratory expenses.

Social Security System

3.5.13. Employees are members of the Social Security System, which provides a package of benefits in
the event of death, sickness, maternity and old age.

Home Development Mutual Fund

3.5.14. Employees may join as voluntary members of the Home Development Mutual Fund, also
known as Pag-IBIG, paying their own contributions through payroll deduction.

Employees’ Compensation Commission Benefits

3.5.15. Employees are enrolled in the relevant government program in the event of work related
contingencies such as sickness, disability or death. Employees can avail themselves of benefits
ranging from compensation due to loss of income, medical benefits, rehabilitation services,
carer’s allowance, disability or death.

Travel and Medical Evaluation Insurance

3.5.16. Employees making official trips outside the country are covered by group travel insurance,
which includes medical evacuation insurance. Please see section 9, Business Travel, for further
information.

Official Holidays Schedule

3.5.17. Employees generally follow the official holiday schedule of the government of the Philippines.
This includes regular and special holidays announced by the national and local governments.

3.5.18. The number of regular and special holidays varies from year to year and is dependent on
government policy. IRRI establishes an annual holiday schedule before the beginning of each
calendar year.

Annual Leave
3.5.19. Employees are entitled to annual leave. IRRI requires all employees to take regular leave.

3.5.20. Annual leave must be approved by the employee’s supervisor.

INTERNATIONAL RICE RESEARCH INSTITUTE 13

3.5.21. The annual level entitlement depends on the length of service:

Up to 10 years of service 1.25 work days (1 day + 2 hours) for every month of service
11 to 15 years of service 1.50 work days (1 day + 4 hours) for every month of service
16 to 20 years of service 1.75 work days (1 day & 6 hours) for every month of service
20 years or more of service 2.00 work days for every month of service

3.5.22. Annual leave is based on work days. Weekends and official holidays are not included in annual
leave computation.

3.5.23. Not more than 30 days of annual leave may be accumulated and carried over from one year to
another.

Medical Leave
3.5.24. Employees who are too ill to work are entitled to take paid medical leave. This leave should be
used for any absence for medical reasons, including taking an annual medical examination and
keeping a doctor’s appointment.

The medical leave entitlement depends on the length of service:

Up to 10 years of service 1.25 work days (1 day + 2 hours) for every month of service
11 to 15 years of service 1.50 work days (1 day + 4 hours) for every month of service
16 to 20 years of service 1.75 work days (1 day & 6 hours) for every month of service
20 years or more of service 2.00 work days for every month of service

3.5.25. An employee may take three days medical leave without submitting a medical certificate. If an
employee is absent for more than three continuous days he or she must provide HRS with a
medical certificate as soon as practicable.

3.5.26. Not more than 90 days of medical leave may be accumulated and carried over from one year to
another.

3.5.27. Accumulated medical leave credits cannot be converted to cash or other compensation at
separation from employment at IRRI for employees hired on or after 1 January 2003.

3.5.28. For employees who are hired before 01 January 2003 all medical leave accumulated in excess
of 90 days will be converted to cash and paid at the end of the calendar year. The formula for
computing the compensation for unused credits = daily pay x number of sick leave credits.

Leave related to Gynecological Disorder

3.5.29. Female employees who are scheduled to undergo surgery for gynecological disorders can submit
an application for 60 calendar days special leave with full payment.

3.5.30. Gynecological disorders refer to disorders that require surgical procedures, as certified by a
competent physician.

INTERNATIONAL RICE RESEARCH INSTITUTE 14

3.5.31. Female employees are entitled to this leave benefit provided the following conditions are met:
 There has been at least six months continuous aggregate employment service for the 12
 months immediately preceding the surgery; 
  An application for this leave has been submitted and approved; and 
 The surgery due to a gynecological disorder is certified by a competent physician. 

3.5.32. This leave can only be made available when all other medical leave has been used and is addition
to other leave benefits.

3.5.33. This leave is non-cumulative and is not convertible to cash.

Violence Against Women and their Child(ren) Leave

3.5.34. Female employees who are victims of violence are entitled for up to 10 work days paid leave with
full benefits and can be increased when the need arises. This is to cover the days the employee
has to attend to medical and legal concerns for herself or her child(ren).

3.5.35. An employee who is victim of violence against herself or her children needs to present a
certification from the Barangay Chairman, government official or clerk of court that an action
related to the matter is pending.

3.5.36. This leave is non-cumulative and is not convertible to cash.

Maternity Leave
3.5.37. All female employees are entitled to 60 work days paid maternity leave, for the birth of a child.
The first 45 calendar days are compensated through the SSS benefits with an IRRI salary
differential benefit. The additional days are fully paid by IRRI.

3.5.38. The leave will be calculated as excluding all official holidays and leave due under any other
provision.

Please see the HR Policy Manual for further information.

Compassionate Leave
3.5.39. In the event of a serious injury, serious illness or death of an immediate family member of the
employee or his or her spouse or IRRI-recognized domestic partner, 5 work days compassionate
leave may be authorized by the supervisor in consultation with HRS.

3.5.40. Travel expenses from IRRI to the location of the immediate family member in the Philippines and
back will be reimbursed by IRRI in the form of a liquidated cash advance or upon presentation of
supporting receipts.

Please see the HR Policy Manual for further information.

“Solo” Parent Leave

3.5.41. ‚Solo‛ parent leave provides employees who solely provide parental care and support to a child
or children below the age of 18 as defined by the national law, the ability to perform parental
duties and responsibilities where physical presence is required. Solo parent employees are

INTERNATIONAL RICE RESEARCH INSTITUTE 15

 entitled to an additional 7 work days paid leave per year. It can be taken continuously or in
broken schedules throughout the year.

3.5.42. An employee must provide evidence of solo parenthood.

3.5.43. This leave benefit is non-cumulative and cannot be converted into cash.

Leave Without Pay

3.5.44. In the event of a personal situation for which no other leave entitlement is available, an employee
who has been employed by IRRI for one year or more may ask his or her supervisor for unpaid
leave for up to 30 work days. The supervisor must inform HRS.

3.5.45. Additional approval is required for leave without pay of more than 30 work days. Please see the
HR Authorization Matrix for the appropriate authority.

3.6.46. When leave without pay is approved, base pay is suspended.

3.5.47. For leave without pay of more than 30 work days, as well as the deduction at base salary rate,
retirement contributions may not be made for the days the employee is away from work. Other
paid allowances may also be discontinued. Group insurance plans may continue during the leave
period.

Transportation
3.5.48. In Los Baños, IRRI runs daily scheduled shuttle buses between IRRI main campus and various
locations which may be used by employees and their dependents.

Please see the relevant Transport Services Guidelines for further information.

Other Benefits
3.5.49. IRRI may provide employee with other benefits such as:
  A Christmas food basket, 
 Christmas week holiday, 

 IRRI-subsidized on-campus employee facilities such as cafeteria, gymnasium, and sports
areas. 

3.6. ALLOWANCES
3.6.1. Employees may receive some or all of the following cash allowances: transport and end-of-the-
year allowance.

INTERNATIONAL RICE RESEARCH INSTITUTE 16

 Transport Allowance
3.6.2. Monthly transportation allowances are provided to employees in job levels 7 and 8. Please see
Annex 2 for further information on the transport allowance.

End-of-the-Year Cash Gratuity

3.6.3. Each year employees receive a year-end cash gratuity payment. Please see Annex 2 for more
information on the end-of-the-year cash gratuity.

3.7. INCOME TAX

3.7.1. As an international organization, IRRI is not required to deduct income tax at source. Employees
are solely responsible for ensuring the accuracy and completeness of their tax declarations and
payments in the Philippines.

INTERNATIONAL RICE RESEARCH INSTITUTE 17

4. WORK SCHEDULE
4.1. OFFICE WORK HOURS
4.1.1. The basic workweek in IRRI is 40 hours, Monday through Friday. IRRI’s regular work hours are
8:00 am to 5:00 pm for office employees and 7:00 am to 4:00 pm for employees working in the
field.

4.1.2. The lunch break is one hour. Employees will have 15 minute breaks in the morning and in the
afternoon.

4.1.3. All employees must report for work on time.

4.2. SHIFT WORK

4.2.1. For certain positions work hours may vary from the regular work schedule in order to meet
organizational requirements. Employees holding these positions, such as farm employees,
drivers, technicians working for the physical plant services and security personnel, may be
requested to work in shifts to ensure there is someone available to meet the demand for their
services.

4.2.2. Shift work hours are organized in coordination with the supervisor. Employees working of shift
work hours should rotate their hours among the team members whenever possible.

4.3. OVERTIME
4.3.1. Supervisors may authorize employees to work overtime only when it is absolutely necessary.
Overtime work for job levels 1-3 must be authorized in advance in writing by the employee’s
supervisor.

4.3.2. Employees in job levels 1-3 receive monetary compensation for overtime if they work:
a) During assigned rest days;
b) During official holidays;
c) More than eight hours on any one day; or
d) When regular work is officially suspended because of exceptional circumstances, such as a
typhoon or cyclone.

4.3.3. Different rates are prescribed depending on the duration of the hours worked and in line with the
local labor law.

4.3.4. Employees in job level 4 and higher are not entitled to overtime monetary compensation.

INTERNATIONAL RICE RESEARCH INSTITUTE 18

4.4. COMPENSATORY TIME
4.4.1. Employees in job levels 4 and higher who are required to work:
a) During assigned rest days;
b) During official holidays; or
c) When regular work is officially suspended because of exceptional circumstances, such as a
typhoon or cyclone;
may be compensated with time off, if endorsed by their supervisor in writing.

4.5. NIGHT SHIFT DIFFERENTIAL

4.5.1. An additional compensation of ten percent (10%) of an employee’s base pay is provided per each
hour of work performed between 10:00 pm and 6:00 am.

4.6. WORK DISRUPTIONS: WEATHER DISTURBANCES

4.6.1. In case of weather disturbances, employees should follow the Guidelines in the Event of Weather
Disturbances.

4.6.2. Security services will advise employees if IRRI is closed and a message to this effect will be sent
to all employees.

INTERNATIONAL RICE RESEARCH INSTITUTE 19

5. PERFORMANCE AND CAREER DEVELOPMENT
5.1. PROBATIONARY PERIOD
5.1.6. During the probationary period employees are not entitled to retirement contributions.

Please see the HR Policy Manual for further information

5.2. PERFORMANCE REVIEWS

5.2.1. Performance ratings are recorded in the manner prescribed by the performance rating system of
IRRI. Please see the Guide to myPAD for further information.

5.3. MERIT INCREASES

5.3.1. An employee’s base pay can grow within a job level through merit increases when good
performance warrants. All pay decisions are subject to the availability of current and continued
funding.

5.4. AWARDS AND RECOGNITION

5.4.1. IRRI provides meaningful employee rewards and recognition programs which includes service
awards for ‘length of service’, Nationally Recruited Staff Awards, Managers’ Discretionary
Award (MDA), and Semi Annual Team Award (SATA). Please see myHR.irri.org for more
information on these awards.

5.5. DEVELOPMENT OPPORTUNITIES

5.51. Due to the dynamic nature of IRRI’s work, the changing funding models, the organizational
needs and the need to maintain equity within a multicultural work force IRRI recognizes the need
for flexible development opportunities for its employees. Development opportunities are
provided through possibilities for career progression and capacity building support such as
formal learning programs, performance assessments, job experiences and interpersonal
relationships.

5.6. STUDY LEAVE

5.6.1. IRRI recognizes that its long-term effectiveness depends upon the excellence of its employees. To
this end, IRRI supports the continued professional development of employees, at all levels.

5.6.2. If an employee wishes to take up a part-time study that is relevant to his or her work and which
may have an impact on regular work hours he or she must discuss it with the supervisor. Based
on this discussion and in line with the guidelines on flexible working, the employee and the
supervisor should reach a mutually agreed arrangement for flexible working over the period of
the course of study. The agreement should be formally recorded. Should this arrangement be for
longer than 30 work days, then approval should be sought from HRS.

INTERNATIONAL RICE RESEARCH INSTITUTE 20

6. EMPLOYEE MOBILITY
6.1. TRANSFER
6.1.1. A transfer typically involves an employee moving from one job to another at the same job level.
Transfers may be within the same division, to another division or from one duty station to
another within the country.

6.1.2. Transfers may be prompted in two ways:

a. Transfers initiated by employee: An employee would like to explore new opportunities in a

different office or project or in a different field of work; and

b. Transfers initiated by IRRI: There is an organizational need to move an employee to a

different position, for example, (1) when a project closes and the employee has not finished
his or her contract, (2) when there is no longer a need for the position on the team, or (3)
when the skills of an employee can be used better on a different team.

6.1.3. When the transfer is reasonable, mutually beneficial to IRRI and the employee, and involves no
demotion or decrease in salary, benefits, and other privileges, then IRRI reserves the right to
implement the transfer. If the employee does not agree with any of the offered positions, he or
she will be subject to redundancy.

Please see the Guidelines for the Appointment, Promotion, and Transfer of Nationally Recruited Staff at
IRRI for further information.

6.2. JOB RECLASSIFICATION

6.1.1. Job reclassification is the repositioning of a job from one level to another, following a substantial
change in the responsibilities and duties of the job. IRRI may implement job reclassification to allow
IRRI to respond to changes in funding and organizational priorities in a timely manner.

Please see the Guidelines for Job Reclassification of Nationally Recruited Staff Positions for
further information

6.3. PROMOTION

6.3.1. Promotion at IRRI is awarded in order to recognize and reward significant accomplishments, to
develop productive professionals and research units, and to promote career advancement for the
benefit of the individual and IRRI. The NRS career path, offers a series of positions which hold
progressively increasing responsibility and seniority.

Please see the Guidelines for the Appointment, Promotion and Transfer of Nationally Recruited Staff at
IRRI for further information.

INTERNATIONAL RICE RESEARCH INSTITUTE 21

7. SEPARATION FROM IRRI
7.1. COMPLETION OF CONTRACT
7.1.1. Employees will be notified in writing by HRS whether or not IRRI intends to extend their
appointment at least one month before the contract end-date.

7.2. RESIGNATION
7.2.1. An employee must notify IRRI at least 1 month before the effective date of resignation. Failure to
comply with this may result in salary deduction.

7.2.2. A notice of resignation must be submitted in writing, addressed to the appropriate authority (see
the HR Authorization Matrix) and copied to HRS and Unit/Division Head or Deputy Director
General (in case of a Senior Manager).

7.2.3. An employee who does not report to work without tendering resignation may be dismissed.

7.3. RETIREMENT
7.3.1. The mandatory retirement age is 65 years, which becomes effective close of business on the last
day of the month in which an employee turns 65.

7.4. VOLUNTARY EARLY RETIREMENT PROGRAM

7.4.1. IRRI may offer a mutually agreed voluntary Early Retirement Program (ERP) for employees who
have positively contributed to IRRI over many years to finish successful IRRI careers. The
program gives due consideration to the employee’s age and length of service.

7.4.2. The number of applicants awarded early retirement in any one year is subject to the availability
of funds and operational requirements.

7.4.3. A successful applicant is not eligible to be re-employed or re-engaged at IRRI.

Please see the brochure Information and Resources Handbook for IRRI Mutually Agreed Voluntary
Early Retirement Program for further information.

7.5. REDUNDANCY
7.5.1. Employment with IRRI is conditional upon IRRI receiving adequate funding to carry out its
activities. When necessary, the Director General will determine which activities are to be
curtailed and which employment contracts are to be made redundant.

7.5.2. In case of redundancy, written notice must be served on the employee(s) and a copy of such
submitted to the local Department of Labor and Employment at least one month before the
intended date of termination.

INTERNATIONAL RICE RESEARCH INSTITUTE 22

7.5.3. In case of such termination, the employee(s) affected shall be entitled to separation pay of an
amount at least equivalent to that provided for by law.

7.6. TERMINATION

Termination Due to Unsatisfactory Performance

7.6.1. An employee whose performance has been rated unsatisfactory will be subject to a Performance
Improvement Plan for a minimum of 6 months. The Performance Improvement Plan is
developed in consultation with the supervisor, employee and HRS. If the employee does not to
meet the objectives stated in the Performance Improvement Plan or does not show any significant
improvement during this period, IRRI may decide to terminate the employment contract.

7.6.2. An employee whose performance has been rated unsatisfactory for two consecutive occasions
may be dismissed. However, the employee will still be entitled to his or her share of the
retirement fund and to accumulated annual leave credits, in accordance with existing IRRI
policies.

7.6.3. If a supervisor recommends an employee’s engagement to be terminated due to unsatisfactory

performance, HRS will review the recommendation and consider whether the employee has been
given sufficient opportunity to improve his or her performance based on the Performance
Improvement Plan.

Termination Due to Inappropriate Conduct

7.6.4. IRRI reserves the right to withhold payment of benefits should the reason for termination be for
serious disciplinary misconduct.

Please see the Guidelines on IRRI’s Disciplinary Procedures for more information.

7.7. ILL HEALTH AS GROUNDS FOR SEPARATION

7.7.1. In case of separation due to the employee’s ability to work because of ill health, written notice
must be served on the employee and a copy of such must be submitted to the local Department of
Labor and Employment at least one month before the intended date of termination.

7.7.2. In case of such termination, the employee shall be entitled to separation pay of an amount at least
equivalent to that provided for by law.

7.8. DEATH IN SERVICE

7.8.1 When an employee dies in service, the beneficiaries will receive all entitlements normally
specified for separation due to resignation. In addition, IRRI provides assistance to the
employee’s family. It is the responsibility of the supervisor and HRS to facilitate the delivery of
the following assistance:
 A cash advance; 
 One cavan (50 kgs) of rice or cash equivalent if requested; and 

INTERNATIONAL RICE RESEARCH INSTITUTE 23

  One bus for use by relatives, co-employees, trainees, or scholars who may wish to attend the
funeral (not beyond 100 kilometers from IRRI). 

7.8.2. If an employee dies while on assignment by IRRI at a location other than the duty station, the cost
of transferring the deceased to his or her family shall be borne by IRRI.

7.9. PAYMENT FOR UNUSED ANNUAL LEAVE

7.9.1. At separation from IRRI, employees are entitled to payment at current base pay for any unused
annual leave up to a maximum of 30 work days at the date of separation.

Payment for Unused Medical Leave

7.9.2. IRRI does not pay out unused medical leave for employees hired on or after 1 January 2003.

7.9.3. A resigning employee below 60 years of age who was hired prior to 1 January 2003 and has
served IRRI for at least 15 years shall be paid for all his or her unused sick leave credits. The
formula for computing the compensation for unused credits = daily pay x number of sick leave
credits. If service is for less than 15 years, the employee shall be paid for sick leave credits in
excess of 90 days.

INTERNATIONAL RICE RESEARCH INSTITUTE 24

8. WORK ENVIRONMENT
8.1. ANNUAL PHYSICAL EXAMINATION
8.1.1. Employees must undertake an annual physical examination. IRRI and/or the relevant insurer
will cover all reasonable costs.

8.2. WORK-RELATED INJURY AND MAINTENANCE MEDICINE

8.2.1. Work-related injuries and issues related to maintenance medicine are dealt with in accordance
with the Employees Compensation Commission (ECC) and the Social Security System (SSS).

8.2.2. In the case an employee is entitled to the ECC Income Benefit, IRRI will pay the employee the
difference between the actual base pay salary and the ECC Income Benefit amount received by
the employee from the day the employee is no longer able to work until the ECC Income Benefit
ends, as decided by the ECC.

8.2.3. An employee who suffers a work-related illness or injury and does not report for work while
receiving the ECC Income Benefit continues to earn the corresponding leave credits and does not
need to need not file for leave.

8.2.4. Any employee with work-related illness certified by ECC for which certain maintenance
medication is needed, will course his or her claim through the ECC and SSS.

Please see the brochure ‘List of Occupational and Compensable Diseases under the Employees’
Compensation Program’ for further information.

8.3. WORK UNIFORM

8.3.1. IRRI provides protective and representational uniforms, free of charge, to employees working in
certain sectors. These uniforms are for the sole use of the employee and must be worn in the
proper manner. Employees receive uniforms appropriate to the type of work and the location of
the duty station. Old uniforms must be returned to IRRI whenever new uniforms are issued and
at the end of an employee’s employment at IRRI.

Please see Annex 3 for information on uniform entitlements.

INTERNATIONAL RICE RESEARCH INSTITUTE 25

9. BUSINESS TRAVEL
9.1. TRAVEL INSURANCE
9.1.1. Employees making official trips outside the Philippines are covered by group travel insurance,
which includes medical evacuation insurance.

9.2. PER DIEM

Compensation for Meals

9.2.1. If an employee makes an official trip away from his or her duty station and the trip does not
involve an overnight stay, the employee will be entitled to meal allowances provided the
employee travels outside the duty station during meal times.

9.2.2. The rates for meal allowances will be fixed and revised from time to time as deemed necessary by
IRRI.

Reimbursement for Accommodation

9.2.3. An employee is eligible to be reimbursed for costs related to overnight stay on an official trip.

9.2.4. No cost for overnight stay is reimbursed and no compensation for meals is provided when IRRI
provides suitable accommodation and/or meals.

Please see the IRRI Travel Policy for further information.

INTERNATIONAL RICE RESEARCH INSTITUTE 26

ANNEX 1: BASE PAY SALARY SCALE FOR PHILIPPINES-BASED NRS

Base pay salary scale for Philippines-based NRS per month in local currency
As of 1 November 2014

Job level Minimum Median Maximum

Level 1 10,790 14,030 17,260
Level 2 12,950 16,830 20,720
Level 3 15,540 20,200 24,860
Level 4 20,920 29,290 37,660
Level 5 30,340 42,470 54,610
Level 6 43,990 61,580 79,180
Level 7 61,580 89,290 117,000
Level 8 89,290 133,940 178,580

ANNEX 2: ALLOWANCES

A monthly transport allowances are provided to NRS in Job levels 7 and 8

as follows
Transport Allowance
 Job level 7: Php 8,000
 Job level 8: Php 10,0001
End-of-the-Year Cash
Php 5,000 is provided in the month of December each year
Gratuity

1Those NRS who were hired before February 2015 and who already have an assigned IRRI vehicle may continue to
make use of this benefit

INTERNATIONAL RICE RESEARCH INSTITUTE 27

ANNEX 3: UNIFORM ENTITLEMENTS
NRS are entitled to have certain uniforms provided by IRRI, as follows:
Researchers/technicians
(mostly field work)
Researchers/technicians
(mostly laboratory work)
Researchers/technicians
(with both field and lab work)
Mechanics
Dispatchers/drivers
Physical Plant (PP) shop personnel
Food and Housing Services (FHS)
personnel (men)
FHS personnel (women)
Security personnel
INTERNATIONAL RICE RESEARCH INSTITUTE
2 sets of gray uniform (jacket and pants) or 1 piece gray jacket
plus 3 collarless T shirts and 2 pairs of gray pants
2 pieces of white laboratory gowns
1 pair of rubber gloves
1 piece white laboratory gown
1 piece gray jacket or 3 collarless T shirt
2 pairs of gray pants
1 pair of rubber shoes
3 sets of blue overalls
6 pieces of collarless T shirt with nameplate
4 pieces of white polo (polo barong for dispatchers)
3 pairs of blue pants
1 pair of leather shoes
6 pieces collarless T shirt
2 pairs of maong pants
1 pair of safety shoes
1 raincoat every 2-5 years for electrician
2 pairs maong pants
2 pieces collarless T shirts
1 piece white polo shirt
1 pair leather shoes
1 pair rubber shoes
1 set bartending suit
1 pair white pants
2 sets white dress (blouse and skirt)
2 pieces collarless T shirt
1 pair blue pants
3 pieces of polo barong
3 pairs of pants
2 pieces of T shirt with IRRI logo
1 pair of short pants
1 pair of leather shoes
2 pairs of black socks
1 baseball cap with logo
1 set of ciel blue uniform (complete)
1 piece of raincoat every 3 years
1 piece of chaleco every 3 years
1 pair of rubber boots every year
28
INTERNATIONAL RICE RESEARCH INSTITUTE 29
 For inquiries, please contact:

INTERNATIONAL RICE RESEARCH INSTITUTE

Human Resource Services
Los Baños, Laguna, Philippines
http://myHR.irri.org/

International Rice Research Institute 2014

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HRPB-2014-09