, . Republic of the Phil.ippinesNATIONAL STATISTICS OFFICE

Reference No. 08CRDOO-0804

MEMORANDUM CIRCULAR

TO :AIl Regional Directors (except NCR)

FROML!. · fie ~ ..~" _, ..: ...---.

:CARMELITA N. E CT ?~Administrator and Civil Registrar General

SUBJECT :Guidelines in the Accreditation of Travel Agencies and RecruitmentAgencies

DATE :15 August 2008

At present, only the Central Office through the Civil Registration Departmentaccredits travel agencies and recruitment agencies (TAs/RAs) thattransact directly withNSO, specifically in applying and claiming civil registry documents in behalf of theirclients .. Under this set-up, the transactions of accredited TAs/RAs are made at theCentral Outlet in NSO-East Avenue, specifically with the Travel Agency Unit.

The presence of Census Serbilis Outlets nationwide and the existence ofTAs/RAs in various locations of the. country, necessitates the decentralization of thisaccreditation system and the processing of the corresponding transactions.

In view of this, all NSO Regional Directors, except NCR, are authorized toaccredit TAs/RAs within their respective regions subject to the following guidelines:

I. ~yRISDICTIONAND PLACE OF APPLICATION(I

The NSO Regional Directors' jurisdiction shall cover TAs/RAs whose addressesare within the same region covered by the NSO regional office. The place ofapplication shall be the place where the accreditation shall be issued.

The designated servicing outlet should be within the same region which issuedaccreditation and nearest to the TAIRA. Once selected, the servicing outlet cannotbe changed within one accreditation period. Changes in the servicing outlet shouldbe made upon renewal of accreditation upon approval by the Regional Director.

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,. Solicarel Bldg. 1, RMagsaysay Blvd. 5t9. Mesa, Manila 1016P.O. Box 779, Manila, PhilippinesTelephone: (632) 713-7074 • Telefax: (632) 713-7073WINIIV.census.gov.ph • email address:info@census.gov.ph

II. WHAT TO SUBMIT

1. A written application for accreditation by the TNRA shall be submitted tothe NSO Regional Director concerned and shall be processed only if thefollowing requirements are complied with:

a. Letter request for accreditationb. TNRA Information sheet (Annex A)c. DTI Registrationd. Mayor's permite. Agency profilef. SEC Registrationg. TIN number of the liaison officerh. Certificate of Accreditation from the Department of Foreign Affairs;i. Certificate of membership from a recognized association of travel or

recruitment agencies.j, Certificate of Authorization of the authorized liaison officer/so The

TAIRA is entitled to authorize not more than two liaison officers.k. Information sheet (Annex 8) of the liaison officer/s together with the

following: .

o 2 pieces 2x2 colored 10 picture with white backgroundo Certified true copy of liaison officerls' appointment in the

TAIRA .o True machine copy of liaison officer's TAIRA Identification

Card (office 10)

III. PAYMENT FOR ACCREDITATION AND 10 FEE FOR LIAISON

1. The TAIRA shall pay an accreditation fee of five hundred pesos(P500,QO) plus two hundred fifty pesos (P250.00) for eachIdentification Card issued to the liaison officerls.

2. Renewal of the Accreditation shall also have a fee of five hundredpesos (P500.00).

3. The corresponding official receipt should be issued to the TAIRA. Allfees earned in connection with the accreditation shall be remitted to

. the trust fund.4. All TAslRAs that have submitted all the required documents shall be

issued the Certificate of Accreditation (Annex C) and thecorresponding Identification Cards (IDs) for their Liaison Officer/s(Annex 0).

5. Accreditation of TAIRA shall be valid for one (1) year and renewable.

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6. Application for renewal shall be submitted two (2) weeks before the.expiration of the accreditation

IV. PROCESS OF ACCREDITATION AND APPOINTMENT OF THE LIAISONOFFICER

1. All application of accreditation shall be submitted to the Regional·Director at the NSO Regional Office for review of the authenticity andcompleteness of the requirements.

2. Once the application complied with the requirements,. the RD shallapprove the same and shall sign the Certificate of Accreditation andthe Liaison Officer/s Identification Card (ID).

3. An Accreditation Control Number shall be assigned to monitor the·number of application and renewal of the accreditation.

4. The Regional Director shall inform the TAs/RAs that the office shouldbe notified regarding changes in the Liaison Officer and shall surrenderthe liaison officer's ID. Any changes in the LO should be properlycoursed through the RD.

5. The same requirements provided in Guideline Nos. 1j (WHAT YOSUBMIT) should be submitted for the replacement liaison officer.

6. The NSO Regional Director should ensure that the Outlet Supervisor ofthe Servicing Outlet should likewise undertake measures to avoidanomalous transactions. Observations of suspicious transactionsshould be reported to the Regional Director immediately.

7. Transactions of the accredited TAIRA shall be processed in thedesignated servicing outlet through BREQS or through regular filingprocedures of queuing directly in the outlets. For the former, aMemorandum of Agreement (Annex E) on the use of BREQS shall be

·signed between the TA/RA and the NSO Reqlonal Office and shall beconsidered binding unless it is terminated or revoked. Also, a focalperson who will take charge of receiving applications and payments aswell as release of documents should be assigned in the servicingoutlet. Application and/or release schedules of TAIRA should bediscussed and in accordance with mutually set agreements by both theTA/RA and the servicing outlet.

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V. VOLUME OF TRANSACTION

1. In ca.se th~ TA/~ shall transact .t~roU9.h r~gular filing procedure~s ofqueuing directly In outlets, the liaison officer can only queue Indesignated serving outlet to closely monitor him and avoid var ing .transaction areas.

VI. CANCELLATION/SUSPENSION OF TAIRA ACCREDITATION ANDLIAISON ID

1. The NSO Regional Director shall cancel or suspend the accreditationof the TAs/RAs found to be violating NSO rules and procedures.Cancellation shall be made if there are violations of this provision.Temporary suspension shall be made on first offense.

AGROUNDS FOR TEMPORARY SUSPENSION OF LICENSEIII submission of illegitimate requirements for renewal of

accreditation• filing of application outside the scope of their agency (personal)I) no designated liaison officer

. B.GROUNDS FOR CANCELLATION OF ACCREDITATIONI) transacting with "fixers"• issuance of fake documentsIII asking exorbitant fee for each application

2. Correspondingly, the Identification Card of the Liaison Officer of theTAIRA whose accreditation has been cancelled shall be confiscated.Termination of the BREQS MOA, if applicable, also follows once theaccreditation of the concerned TAs/RAs is cancelled. A notice ofcancellation or suspension should be circulated to the servicing outletand all other NSO field offices for their information and caution. Areport on the cancellation should be submitted immediately to theCentral Office.

3. A TAIRA whose accreditation has been cancelled in one region shallno longer be accredited in any other region.

4. For temporarily suspended TAs/RAs, the serviclnq outlet and all otherNSO field offices should benotified immediately about the period ofand grounds for suspension for their information and caution. Similarly,if the TAs/RAs suspension has been tifted, a notice shall likewise beforwarded to all concerned.

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VII. MONITORING REPORT

1. For monitoring and control purposes, the NSO Regional Office. shallmaintain a record of all accredited TAs/RAs. A monitoring report(Annex F) should be submitted to the Office of the Civil RegistrarGeneral (OCRG) every quarter.

2. The Civil Registration Department shall monitor all matters pertainingto accreditation and shall maintain a complete list of accreditedTAs/RAs.

For your guidance and implementation.

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National Statistics OfficeTRAVEL/RECRUITMENT AGENCY INFORMATION SHEET

(Please type and submit in triplicate)

NAME OF AGENCY

OFFICE ADDRESS

E-MAIL ADDRESS

TELEPHONE NO.

LICENSE NO..

LICENSE EXPIRY DATE

TIN NO.

TRAVEL/RECRUITMENT AGENCY'S OFFICIAL SIGNATORIES(Agency Officials Authorized to Sign Request for Filing of Accreditation

Applications) .

NAME DESIGNATION SIGNATURE INITIALS

1. ~ __ -- __ -----------------

2. ~ _

TRAVEL/RECRUITMENT AGENCY'S LIAISON OFFICERS(Agency Personnel Authorized to file the Accreditation Application)

NAME DESIGNATION SIGNATURE INITIALS

1. ~-

2. ,-. _

SAMPLE OF IMPRINT VALIDATOR/RUBBER STAMP OF AGENCY(Imprint Validator - Rubber Stamp)

National Statistics OfficeLIAISON OFFICER DATA SHEET(Please type and submit in triplicate)

NAME:

(Last Name) (First Name) (Middle Name)

ADDRESS:

PLACE OF BIRTH: DATE OF BIRTH. _

NATIONALlTY: --'- SEX: _

CIVIL STATUS: _

SSS NO: TIN NO: -----

NAME OF AGENCY:

TELEPHONE NO.lS: FAX NO. _

L.O. MOBILE NO. _

Date Signature

NOTED BY:

(President/General Manager)

Attach one (1) Passportsize picture

Of Liaison Officer

· REPUBLIC OF THE PHILIPPINES)QUEZON CITY· ) S.s.

AFFIDAVIT OF UNDERTAKING

I, .....~ , Filipino, of legal age, after having beenduly sworn in accordance with law, hereby depose and state that:

1. I am the President/General Manager of _(hereinafter referred to as AGENCY), a domestic corporation dulyorganized and existing under and by virtue of the laws of thePhilippines, with office address at andduly authorized to execute this Affidavit of Undertaking foraccreditation with the National Statistics Office (NSO).

2. The AGENCY or any of its officers, agents, or employees are notengaged, have not engaged, wi" not engage or have not beenformally accused of engaging in criminal or illegal act, including, butnot limited to the falsification of passports and other publicdocuments.

3. The AGENCY hereby posts with the National Statistics. Officehenceforth referred to as NSO a security bond from the_________ in the amount of (P )effective upon and for the entire term of its accreditation, whichshall be used to compensate the NSO or other parties for any andall violations of Republic Act 8239, its Implementing Rules andRegulations, this Undertaking, or other related Department orders,which may be perpetrated by the AGENCY, or by its officers,agents or employees. The security bond herein posted shall beimmediately callable upon a finding by the NSO made after aninvestigation that the AGENCY or any of its officers, agents oremployees are liable for violation of the aforementioned law, oe itsImplementing Rules and Regulations, this .Undertaking or otherrelated Department orders. Said bond, in addition to the liquidateddamages, shall answer for the loss, liability, injury and/or damagethat may be suffered by the NSO or any of its personnel inconnection with "the AGENCY's transactions with the NSO and willbe released only after liquidated damages or other claims had beensettled.

4. The AGENCY shall, upon accreditation, submit to the NSO a list ofits liaison officers. It also undertakes to immediately inform the OFAin writing of the termination of employment of, or severance of itsbusiness relationship with any of its liaison officers, and tosurrender the IDs issued by the NSO to the same. The AGENCYshall remain liable for the acts of any of its liaison officers prior tothe receipt by the NSO of a formal written notice effecting a

revocation of the former's authority to transact business with theNSO for and on behalf of the AGENCY.

5. The AGENCY shall ensure that the documents forwarded by it ti theNSO are true, correct, genuine and authentic. The submission bythe AGENCY to the NSO of any fraudulent or spurious documentshall constitute a valid ground for the revocation of its accreditationand the immediate forfeiture of its security bond, without prejudiceto the filing by the NSO of the appropriate administrative, civil orcriminal actions which' the NSO may decide to file against theAGENCY.

6. The AGENCY acknowledges the authority of the NSO to suspend,and/or revoke its accreditation and authority to transact business,with it in connection with a finding that the AGENCY has violatedthe aforementioned law, its Implementing Rules and Regulations,this Undertaking or other related Department orders, or hasotherwise breached the trust and confidence reposed upon by it bythe NSO. '

7. The AGENCY shall hold the NSO free and harmless from suit andhereby binds and obligates itself to indemnify the NSO for any andall liabilities, losses, damages, injuries, including death, claims,demands, suits, proceedings, judgments, awards, fines, penaltiesand all expenses, legal or otherwise, of whatever kind and naturearising from and by reason of this Undertaking, due to the fault of,negligence, act, omission, delays, conduct, breach of trust of, ornon-observance, or violation of this Undertaking or any of thestipulation and warranties by the AGENCY and/or any of its officers,agents or employees.

8. it is hereby understood that there is no employer-employeerelationship between the NSO and the officers, agents oremployees of the AGENCY .

.~ 9. The AGENCY undertakes that it has understood the contents of thisUndertaking and the legal consequences thereof and herebywillingly, voluntarily and intelligently binds itself thereto.

In witness hereof, I have hereunto set my hands this day of______ ---,2008in ---------------

AFFIANT

SUBSCRIBED AND SWORN TO before me this day of_________ , 2008 affiant exhibiting to me his/her CommunityTax Certificate No. issued on

in------------- -------------~--------

NOTARY PUBLIC

Doc. No. _Page Nb. _Book No..~--Series of 2008

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