GETTING TO KNOW YOUR HR

ADMINISTRATION GROUP

HR MANAGEMENT DIVISION

- Recruitment - Promotion- Reassignment- Performance Evaluation- Training

- Compensation & Benefits- Employee Programs

- Day Care Center- Sports Activities- Livelihood Projects

- Library- Personnel Policies, Rules & Regulations- Leave Administration- Employee Records- Separation

CORPORATE SERVICES SECTOR

HUMAN RESOURCE SERVICES DEP’T. (HRSD)

HUMAN RESOURCE STAFFING AND DEVELOPMENT DEP’T. (HRSDD)

DISCIPLINEDISCIPLINE

Discipline

Individual

Generally refers to a person’s self-control,

character, or orderliness and efficiency

usually developed through training.

Organization

Serves as a mechanism for control of the

temperament, interest and action of people

within the organization.

Government’s basic policy on employee conduct and discipline states that ...

“Public office is a public trust. Public

officers and

employees must at all times be

accountable to the

people, serve them with utmost

responsibility,

integrity, loyalty, and efficiency, act with

patriotism

and justice, and lead modest lives.”

The SSS expects its employees

to conduct themselves in a manner

compatible with their status

as public servants.

POLICY STATEMENT

1. The conduct of every employee must be

beyond reproach. They should avoid

actuations which would adversely affect

their status as public servants.

A. OFFICE CONDUCT AND DECORUM

IMPLEMENTING RULES

2. Utmost tact and courtesy should be

observed in dealing with the public.

Always bear in mind that the SSS is a

service institution and the welfare of its

members is its principal concern.

3. Loitering during office hours is strictly prohibited.

4. Rivalries, petty bickering and

intrigues among employees should

be avoided. Unnecessary

conversation and gossiping should

not be tolerated during office

hours.

5. Selling merchandise in the office

is prohibited.

6. There shall be no gambling in

any form inside the office premises.

8. Effort should be exerted in maintaining

the office premises clean. Each employee

shall be responsible for the proper care of

his equipment.

7. Personal telephone calls should be

limited to the more urgent ones and

should be as brief as possible. Calls

should be answered at once and with

utmost courtesy.

a. Grave

b. Less Grave

c. Light

1. CLASSIFICATION OF OFFENSES

B. ADMINISTRATIVE DISCIPLINE

a. Grave Offensesa. Grave Offenses

• Dishonesty

• Gross neglect of duty

• Grave misconduct

• Being notoriously undesirable

• Conviction of a crime

• Falsification of official document

• Physical or mental incapacity or disability

• Receiving for personal use of a fee, gift or other valuable thing in the course of official duties.

• Contracting loans of money or other property from persons with whom the office of the employee has business relations.

• Soliciting or accepting any gift, gratuity, favor,

entertainment, loan or anything of monetary value

in the course of his official duties.

• Nepotism

• Disloyalty to the Philippines and to the Filipino people.

• Oppression

• Disgraceful and immoral conduct.

• Inefficiency and incompetence.

• Frequent unauthorized absences or loafing.

• Refusal to perform official duty.

• Gross insubordination.

• Conduct prejudicial to the best interest of the service.

• Having financial and material interest in any transaction requiring the approval of his office.

• Owning, controlling, managing or accepting employment in any private enterprise

regulated, supervised or licensed by his office.

• Disclosing or misusing confidential or classified information.

• Obtaining or using any statement filed under the Code of Conduct and Ethical Standards for Public Officials and Employees for any purpose contrary to morals or public policy.

• Recommending any person in a private enterprise which has a regular or pending official transaction with his office.

b. Less Grave Offensesb. Less Grave Offenses

• Simple neglect of duty.

• Simple misconduct.

• Gross discourtesy in the course of official duties.

• Violation of existing Civil Service Law and Rules of serious nature.

• Insubordination

• Habitual drunkenness

• Unfair discrimination in rendering service due to party affiliation or preference.

• Failure to file sworn statements of assets, liabilities and net worth and disclosure of business interests and financial connections.

• Failure to resign from his position in the

private business enterprise within 30

days from assumption to public office when

conflict of interest arises, and failure to

divest himself of his shareholdings in private

business enterprise within 60 days from

assumption to public office when conflict of

interest arises.

• Engaging directly or indirectly in partisan

political activities by one holding non-

political office.

c. Light c. Light OffensesOffenses

• Discourtesy in the course of official duties.

• Improper or unauthorized solicitation of contributions from subordinate employees.

• Violation of reasonable office rules and regulations.

• Habitual tardiness

• Gambling prohibited by law

• Refusal to render overtime service.

• Disgraceful, immoral or dishonest conduct prior to entering the service.

• Borrowing money by superior officers from subordinates.

• Willful failure to pay just debts or willful

failure to pay taxes due to the

government.

• Lobbying for personal interest or gain in

legislative halls and offices without

authority.

• Promoting the sale of tickets in behalf

of private

enterprises that are not intended for

charitable or public welfare purposes.

• Failure to act promptly on letters and

requests within 15 days from receipt.

• Failure to process documents and complete

action on documents and papers within

reasonable time from their preparation.

• Failure to attend to anyone who wants to

avail

of the service of the office or to act

promptly and

expeditiously on public transactions .

• Engaging in private practice of his

profession, unless authorized by the

Constitution, law or regulation, provided

that such practice will not conflict with his

official functions.

• Pursuit of private business, vocation or

profession

without permission required by Civil

Service rules

and regulations.

b. SUSPENSION

a. DISMISSAL

- cancellation of eligibility

- forfeiture of retirement benefits

- perpetual disqualification for reemployment in the government service

- disqualification for promotion corresponding to the period of suspension

ADMINISTRATIVE DISABILITIES INHERENT IN CERTAIN PENALTIES

c. DEMOTION

- disqualification for promotion for one (1) year

d. FINE

- disqualification for promotion for the same period he was fined

e. REPRIMAND or CENSURE

- shall not carry with it any accessory penalty nor result in the temporary cessation of work

• WARNING or ADMONITION

- shall not be considered a penalty

• PREVENTIVE SUSPENSION

- is not a punishment or penalty for misconduct in office but is considered to be a preventive measure

TYPES OF OFFENSES AND CORRESPONDING PENALTIES

A. Grave Offenses1st offense - dismissal or suspension (6 mos. & 1 day to 1 yr.)2nd offense - dismissal

B. Less Grave Offenses1st offense - suspension (1 mo. & 1 day to 6 mos.)2nd offense - dismissal

C. Light Offenses1st offense - reprimand2nd offense - suspension (1 to 30 days)3rd offense - dismissal

OUTSIDE PART-TIME EMPLOYMENT/

SELF-EMPLOYMENT

SSS may issue written permission for out-side part-time employment/self-employment subject to the following conditions:

1. Shall not conflict or tend to conflict with the official functions of the official or employee

2. Shall not be done during office hours nor within the required 40-hour workweek period and shall not be used as an excuse for refusal of assignment

3. Employee shall not use government resources

4. Permission must first be secured. The request shall be submitted to HRSD accompanied by:

• Indorsement from the Dept./Branch Head• Medical Certificate from the Head of HCD or the Branch Physician

5. For part-time teaching, teaching hours is limited to twelve (12) hours a week. It shall be submitted at the beginning of the school year and should indicate the school, including the subjects and schedule

6. Except for part-time teaching, permission shall expire:

• At the end of the year of issuance

• Where the official or employee is affected by personnel movement (promotion/demotion, transfer, detail and secondment)

7. All renewals for subsequent years should be submitted on or before the end of December of the year of issuance.

Officials and Employees who are also membersof the SSS whether as voluntary, self-employed or part-time employees in the private sector, and who want to avail themselves of member loans and benefits from SSS, shall be allowed to do so by securing clearance from the HRSD.

8. Those who are on leave of absence without pay are still in the government service and are still covered by the rule.

Violation of the above rule shall be sufficient ground for administrative disciplinary action.

OFFICE ATTIRE

POLICY STATEMENT

Employees are required to wear

the prescribed office attire

to maintain organizational

identity and prestige.

I. UNIFORMS

� • All officials and employees shall wear the � prescribed uniform/office attire every day � except on Fridays.� • Senior Officials (Level 3M and up) shall wear business/corporate attire.

• Uniforms shall be cut according to prescribed pattern; no other style shall be allowed.

� The following are not allowed to be worn when performing official functions inside the workplace:

1. Scarves or sweaters;

2. Tight-fitting, seductive, micro-mini and gauzy/transparent dresses;

3. Sando, strapless or spaghetti-strap blouse (unless worn as undershirt) tank-tops, blouse with plunging neck- lines and shirts with no collar;

4. Skirts or dresses with hemline more than three (3) inches above the knee, walking shorts, pedal pushers, leggings, tights, jogging pants, culottes, cycling shorts;

5. Curlers, turbans and bandannas;

6. Colored or printed undershirts for the barong;

7. Step-ins/athletic footwear, slippers/sandals and bakya;

8. Earrings for men;

9. Extravagant or ostentatious display of expensive jewelry except for special occasions and during celebrations [at most seven (7) pieces only];

10. Wearing of heavy or theatrical make-up;

11. The wearing of denim/“maong” jeans is allowed on Fridays, subject to the following rules:

a. For females, “maong” pants must at all times be paired with collared blouse/shirt;

b. For males, “maong” pants must at all times be paired with collared polo/shirt; and

c. The wearing of worn-out, patched, accessorized, stonewashed (fully faded), skin-tight jeans, or jeans with above the ankles length, is NOT allowed.

12. All officials and employees shall wear the prescribed shoes as follows:

a. Females:

• Closed shoes;

• Peep-toe shoes with strap or fully closed back, with at least one inch heels;

• Sling back shoes with closed front, with at least one inch heels; and

• Formal mule shoes with closed front, with at least one inch heels, are allowed only in Fridays.

b. Males:

• Formal shoes paired with socks appropriate for the uniforms.

13. Male officials and employees must at all times have well-trimmed and neat hair. Hair which is longer than the nape or one- length is not allowed.

PRESCRIBED UNIFORMS

MONDAY

TUESDAY

WEDNESDAY

THURSDAY

• is a slip on, backless shoe

• front of the toe is covered, as in a normal shoe, but the back is open

• comes in various heights and different shaped heels

X X X

MULES

• is a cross between a mule and a full shoe

• instead of a closed back they have a strap which connects the sides and back to the front of the shoe

• can be any height and have open toes or a fully closed front

X X

SLING BACK

• has an opening at the tip of the toes that shows part of the toes but not the whole toe line

• opening is usually small and is rounded or wedge shaped

PEEP TOE SHOE

• styled after the single cross strap, round-toed, low heeled shoe that children often wore to school

• come in varying heights and styles, but what is distinctive about them is their rounded toe and the single or double strap that crosses the middle top of the foot

MARY JANE

• has become almost a generic word for shoe but officially relates to a low-cut shoe that surrounds the foot without fastenings

PUMPS

• is a flat-heeled, enclosed shoe (pump), almost like a slipper

BALLET FLATS

• is based on the same shape as a triangular door-stop

• heel extends from the back of the shoe to right under the foot, running in a wedge shape from back to front.

XX

WEDGE

• are low, leather step-in shoes whose tops resemble a moccasin, but have broad flat heels

• they have no shoelaces or buckles

• are made of leather and are often worn in formal situations

LOAFERS

• is a generic name for footwear primarily designed for sports or other forms of physical exercise

• trainers (British English)• sandshoes/gym boots/joggers (Australian English)• running shoes/runners/gutties (Canadian English) • sneakers/tennis shoes (North American English)• gym shoes/tennies/sports shoes/sneaks/torkies (South African English)• rubber shoes (Philippine English)• canvers (Nigerian English)

X X

ATHLETIC

• had originally been developed as a spa shoe

• has exclusive rights to the proprietary foam resin which forms itself to a wearer's feet and offers purported medical benefits, according to a number of podiatrists

• has a model with molded insoles as diabetic footwear, which help wearers avoid foot injuries

X

CROCS

�II. IDENTIFICATION CARDS

�• All officials and employees shall wear the prescribed identification cards at all times while on duty inside or outside the SSS premises.

�• IDs shall be free of stickers and other items that will cover the identity of the employee

�• In case of loss, the Human Resource Services Department shall replace the ID only upon submission of the following:

�a. Affidavit of Loss, indicating the circumstances surrounding the loss; and

�b. Proof of payment of the corresponding fee worth P 100.00

Department/Office/Branch Headsare responsible to report any violation of the

aforementioned rules to the Human Resource Services Department.

ATTENDANCE IN FLAG CEREMONIES

� Every Monday has been designated as “Araw ng Watawat” (CSC Res. No. 99-0228 and CSC MC No. 02, S. 99)

� All Officials and Employees whose work schedules start from 6:00 AM to 9:00 AM are enjoined to attend the Flag Raising Ceremony every Monday at 8:00 AM.

- Singing if the Philippine National Anthem - Recitation of the Pledge to the Philippine Flag - Singing of SSS Hymn

� Flexible working hours (9am-6pm) is � suspended every Monday.

� Flag Retreat - weekly rotation for Main Office Personnel.

Failure to attend the flag ceremonies on Mondaymornings and Friday afternoons shall constitute a violation of reasonable office rules and regulations.

UPDATES

GSIS - On-going reconciliation of records

Pag-IBIG Fund - On-Line Registration System

The System offers the following:

• Registration On-Line through the Pag-IBIG Fund Website

• Register/Update information without visiting their office

• Update employees data by keying Members Identification (MID) Number and Security Code indicated in the HDMF Transaction Card

GOVERNMENT SERVICE

INSURANCE SYSTEM (GSIS)

MEMBERSHIP IN THE GSIS

Compulsory Membership

Contribution RateEE Share - 9% of Basic SalaryER Share - 12% of Basic Salary

Compulsory Life Insurance

BENEFITS

(1) Life Insurance

- Optional Life

(2) Retirement Benefit

(3) Disability

(4) Survivorship

(5) Separation and Unemployment

(6) Other Benefits

DIVIDENDS

An annual dividend may be granted to all members of the GSIS whose life insurance is in force for at least one (1) year in accordance with a dividend allocation formula to be determined by the GSIS.

CONSOLIDATED LOAN

Eligibility Requirements:

- An active member - 20 months creditable service - Must be a holder of GSIS e-Card

LOAN PRIVILEGES

POLICY LOAN

Eligibility Requirements:

- Must be in active service - Policy is in force for at least 1 year- Must be a holder of a GSIS e- Card

HOUSING LOAN PROGRAM

Eligibility - 1) Holder of a GSIS Policy Contract 2) Has not reached the compulsory retirement age 3) Has no outstanding loan with GSIS 4) Not a co-maker to an outstanding GSIS housing loan

5) Up-to-date in the payment of contributions

6) Employer must be up-to-date in remitting contributions and amortizations

7) If not permanent employee, 5 years continuous service is required

Under R.A. 1616

•Refund of Premiums 1. In the service on or before May 31, 1977; 2. Least 20 years service

RETIREMENT BENEFIT

MODES OF RETIREMENT

Under R.A. 8291A. 5 Year Lump sum or 18 Months Lump Sum• At least 15 years of creditable service• At least 60 years at the time of retirement; • Not receiving a monthly pension benefit from permanent total disability

B. 18 Months Lump sum

•At least 15 years of creditable service•Less than 60 years old at the time of retirement•Not receiving a monthly pension benefit from permanent total disability

RETIREMENT BENEFIT

Under RA 660

1. In the service on or before May 31, 1977 2. Total of age and service requirements under the “Magic 87” formula

RETIREMENT BENEFIT

SURVIVORSHIP BENEFITS

Beneficiaries shall be entitled to

survivorship benefits.

A) Death of a Member

B) Death of a pensioner

FUNERAL BENEFITS

Funeral Benefit = P 20,000

Shall be paid upon the death of :

(a) An active member

(b) Separated from the service

(c) Pensioner

(d) Retiree under RA No.1616.

SEPARATION BENEFIT

Under R.A. 8291

1) At least 3 years service but less 15 years service

- Cash payment equivalent to 100% of the average monthly compensation for every year of service the member has paid contributions, but not less than P12, 000.00, payable upon reaching the age of sixty or upon separation, whichever comes later.

SEPARATION BENEFIT

Under R.A. 8291

2) At least 15 years of service and less than 60 years old

a) Cash Payment = 18 x Basic Monthly Pension, payable at the time of separation

and

b) Basic Monthly Pension payable for life upon reaching age 60

Unemployment or Involuntary Separation Benefits.

Monthly cash payments = fifty percent (50%) of the average monthly compensation

Qualifications:•Permanent employee•Involuntarily separated from the service due to the abolition of office or position usually resulting from reorganization•Paid integrated contributions for at least one (1) year prior to separation

HOME DEVELOPMENT

MUTUAL FUND (Pag-IBIG Fund)

Republic Act 7742 dated June 17, 1994

Pag- IBIG membership shall be mandatory•Effective January 1, 1995, all SSS and GSIS members earning at least P4,000 a month

Contribution -EE Share = P 100 -ER Share = P 100(Based on a maximum of P5,000 B.S.)

Monthly compensation shall mean Basic Salary plus Cost of Living Allowances (COLA)

The maximum monthly compensation to be used in computing the employee as well as the employer contribution is Five Thousand Pesos (P5,000.00)

PROVIDENT/SAVING BENEFIT

A Pag-IBIG member shall get back their:• Total Accumulated Value (TAV) personal contributions & employer counterpart contributions

• Dividend earning

PROVIDENT/SAVING BENEFIT

Upon:(a) Membership Maturity (20 years or 240 monthly contributions)

(b) Optional Withdrawal after 10 or 15 years • Permanent departure from the country • Permanent/total physical disability, insanity, • Termination from service by reason of health • Death of the member.

MEMBERSHIP

VOLUNTARY MEMBERSHIP

(a) Self-employed persons professionals in private practice,businessmen and other similarly situated individuals informal income earners (e.g. farmers and other agricultural workers, fisherfolks, market vendors, storeowners, vehicle drivers, craftsmen).

(b) Voluntary Basis

(c) Overseas Filipino Workers (OFW’s), resident immigrants and naturalized citizens under the Pag- IBIG Overseas Program (POP).

(d) Non- earning spouses may register as Pag-IBIG members with the consent of their earning spouses

Termination of Membership

1. Membership Maturity - end of the 20 year period of membership2. Death3. Retirement4. Permanent Total Disability or Insanity5. Departure from the country permanently6. Termination from service by reason of health

SHORT-TERM LOAN PROGRAMS

MULTI-PURPOSE LOAN (MPL)

Eligibility - Has made at least 24 monthly contributions

- Active member - Housing Loan of Member, if any,

must be updated

A qualified member may borrow up to 80%of his Total Accumulated Value (TAV), which can be used for any of the following purposes:

• Minor home improvement• Livelihood• Medical• Educational• Purchase of appliance or• Other needs

For members with existing CL, he can avail himself of an MPL only upon the anniversary date of the CL and payment of at least 50% of the loan principal.

CALAMITY LOAN (CL)

A qualified member whose place of residencehas been declared under a State of Calamity,may borrow up to 80% of his Total AccumulatedValue (TAV).

HOUSING LOAN

Eligibility - Has made 24 monthly contributions

- Active member

PHILIPPINE HEALTH INSURANCE

CORPORATION (PHILHEALTH)

RA 7875 of 1995

Administer and manage sustainable, qualityand relevant healthcare services to its members.

Coverage - Employed Sector, OFW, Private Practitioners, Non-Paying Members.

Contributions:EE Share = P 375.00ER Share = P 375.00

(Maximum for salary Php30,000 & up)

Benefit Entitlement

1. Paid at least 3 monthly contributions within the immediate 6 month period prior to the month of confinement.

2. Confined in any accredited hospital for not less than 24 hours due to an illness or injury requiring hospitalization

3. The 45 days allowance for room and board has not been consumed yet

4. Principal members are entitled to 45 days coverage each year while their dependents also have 45 days 5. For OFW’s the payment of the required annual contribution

6. Minor surgical procedures and chemotherapy, radiotherapy, hemodialysis and cataract extraction are also compensable even on outpatient basis.

Services that PHILHEALTH does not compensate at the moment

1. Non-prescription drugs and medicines2. Outpatient psychotherapy and counseling for mental disorders3. Drug and alcohol abuses and dependency treatment4. Cosmetic surgery5. Home and rehabilitation services6. Optometric Services7. Normal Obstetrical delivery, and8. Other cost and ineffective procedures as defined by PHILHEALTH

SSS PROVIDENT FUND

• Established in 1984

• Membership:- Permanent or Regular employees or Officers of the SSS and all members of the Commission as well as their

coterminous employees.

- 1st day of his/her employment

• Contribution RateEE Share - 5-10 % of Basic SalaryER Share - 40% of Basic Salary

SSS PROVIDENT FUND

•Administration of Fund•

Chairman - PCEO Emilio S. De Quiros, Jr.

Vice-Chairman - Comm. Marianita O. Mendoza

Executive Officer - Maria Lourdes N. Mendoza

Trustees: - Atty. Jesse J. Caberoy - Atty. Al Mayo C. Abad- EVP Edgar B. Solilapsi - Alfredo r. Pangilinan- VP Rizaldy T. Capulong - Ma. Carmela M. dela Cruz- Dr. Carolina M. Basilio - Grace Mary V. Guanzon

Provident Fund General Purpose Loan (GPL)

Eligibility:

- must have at least 12 monthly contributions (at the time of application)

Max. Loanable Amount:

- 2/3 or 66.67% of the member’s total equity subject to the PF vesting schedule.

Terms of payment - 1 to 10 years to pay

1 = 6.31%2 = 6.79%3 = 7.25%4 = 7.72%5 = 8.19%6 = 8.65%7 = 9.11%8 = 9.57%9 = 10.03%10 = 10.48%

Provident Fund Emergency Loan

1. Medical Emergency Assistance Loan (MEAL)

2. Funeral assistance Loan (FAL)

3. Calamity/Disaster Assistance Loan (CDAL)

4. Legal Emergency Assistance (LEA)

Eligibility:- must have 6 monthly contributions

(prior to month of application)

Loan Terms/Interest Rates:

1 = 6.31%2 = 6.79%3 = 7.25%4 = 7.72%5 = 8.19%

Maximum Loanable Amount:

- is 30% of member’s total equity subject to the PF vesting schedule

Provident Contributions Availment Assistance(PCAA) Program

Eligibility:

- 12 monthly contributions

Maximum Loanable Amount:

- 33 & 1/3% of the member’s total equity

Frequency of Availment: - Twice in a calendar year

BENEFITS

1. Dividend Payments:

- 20 April 2011, 19 Aug. 2011 & 16 Dec. 2011

2. Death Benefit:

- P 200,000.00

3. Refund of Contributions:

- 100% of EE & ER Contributions plus earnings. (If separation is not for cause and with at least five (5) years service)

4. Separated Employee Accounts (SEP) Program

- Accounts left in the PF by retired or separated members shall continue to be credited with the corresponding

earnings and distributed in the form of dividends. The said accounts shall be allowed only for a maximum period of five (5) years.

SEPARATION

1. Resignation

2. Retirement (Optional / Compulsory)

3. Transfer to another Government Agency

4. Expiration of Term

5. Death

MODES OF SEPARATION

6. Separation Due to Cause - Dropped from the Rolls (non-disciplinary in nature)

a) Absence without Approved Leave

b) Unsatisfactory or Poor Performance

c) Physically & Mentally Unfit

IMPLEMENTING RULES

1. Letter Application for Separation - Should be filed with the Human Resource Services Department (HRSD) through channels at least thirty (30) days before the effectivity date of separation.

- Duly indorsed by the Sector/Division/ Cluster/Department/Branch Head/s.

- Submission of the required documents for separation to the HRSD should be made thirty (30) days prior to the effectivity date of separation.

- Checklist of the required documents for separation may be secured at the HRSD prior to the effectivity of separation)

(Exemption from the 30-days period allowed only if the employee has already obtained the necessary

clearances/requirements).

2. Approving officials are as follows: A. Social Security Commission

- Heads of Department / Branch Offices, Assistant Branch Heads and above.

B. President and CEO- Employees with level 1M and above, Corporate Executive Officers I, II and III (whose former position title was Section Head).

C. Head of Human Resource Management Division

- Employees with level below 1M, except Corporate Executive Officers I, II and III (whose former position title was Section Head).

LEAVE ADMINISTRATION

POLICY STATEMENT

Cognizant of the need for officials and employees to rest and be reinvigorated, anchored on the basic principle that a healthy person is a productive employee,

SSS extend leave privileges when deemed necessary with safeguards againt abuse of this privilege,

to ensure continuity of service to its members.

Working Hours, Breaktime and Attendance

A. Regular ShiftsAM PM BREAKTIME

8:00-12:00 1:00-5:00 10:00-10:15AM12:01-12:30 12:31-1:00 3:00 - 3:15PM

9:00-1:00 2:00-6:00 11:00-11:15AM1:01-1:30 1:31-2:00 4:00 -

4:15PM

9-6 is suspended every Monday for the flag ceremony)

B. Permission To Leave the Office Use PTL form Purpose

Official Business (OB) Outside SSS Premises Personal Purpose duly justified or emergency in nature Official Business (OB) within the SSS Premises (Locator

Log Book)

CONTINUATION:

C. In case of failure to report for work Notify Administraive assistant, immediate

supervisor and Department Head Not later than

Whole day absence - 10:00 AM Half day (AM) Half day (PM) - 3:00 PM

Note: file the corresponding leave application within the prescribed period of filing

CONTINUATION:

D. Basis of Attendance Daily Time Record (DTR)/

Electronic Time Record (ETR) Form 48 Attendance Sheet Attendance Chart

CONTINUATION:

DTR/ETR Rank and File employees and SB Contractuals

Form 48 Executive level positions and coterminuous

employees only Attendance Sheet

In and out entries maintained by the Administrative Assistant after swiping/bundy

Attendance Chart Monthly summary report of employees incurred on

tardiness,undertimes and absences

CONTINUATION:

Reminders on the following: Daily Time Record(DTR)/ Electronic Time

Record(ETR)/Form 48(coterminous) Record time of arrival and departure

through Bundy Clock (Time card) or the Swiping (ID) and Time Sheet

Purely a personal act and not delegated Intentional punching other than one’s

own may liable for disciplinary action

CONTINUATION:

HABITUAL TARDINESS

Officers and employees who have incurred tardiness regardless of the number of minutes per day, Ten(10) times or more in a month

Rules: at least two (2) consecutive months during

the year Or at least two (2) months within a

semester

HABITUAL UNDERTIME

Officers and employees who have incurred tardiness regardless of the number of minutes per day, Ten(10) times or more in a month

Rules: at least two (2) consecutive months during

the year Or at least two (2) months within a

semester

POLICY OF HALF DAY ABSENCE

Half-day in the morning is considered tardy and subject to the provisions on Habitual Tardiness

Half-day in the afternoon is considered undertime, and subject to the provisions on Habitual Undertimes

SANCTIONS FOR HT/HU

1st Offense - Reprimand 2nd Offense - Suspension/

1 to 30 days 3rd Offense - Dismissal

(Pursuant to th Uniform of Administrative case in the Civil Service)

COMPENSATORY OVERTIME CREDIT AND COMPENSATORY TIME-OFF

Compensatory Overtime Credit (COC) refers to the accrued number of hours an employee earns as a result of services rendered beyond regular working hours, and/or those rendered on Saturdays, Sundays, Holidays or scheduled days off without the benefit of overtime pay.

COMPENSATORY OVERTIME CREDIT AND COMPENSATORY TIME-OFF

Compensatory Time-Off (CTO) refers to the number of hours or days an employee is excused from reporting for work with full pay and benefits. It is a non-monetary benefit provided to an employee in lieu of overtime pay.

LEAVE RULES

A. Leave of Absence 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 and as the CSC rules prescribed.

Note: file the corresponding leave application within the prescribed period of filing

B. TYPES OF LEAVE & PRESCRIBED PERIOD OF FILING

3 working days after the leave

Leave taken in account of illness(Med. Cert. req. for 5days)

Sick Leave (SL)

3 working days after the leave

Leave taken for emergency in nature

Emergency Vacation Leave (EVL)

5 working days prior to leave

5 Mandatory leave annually

Forced Vacation Leave (FVL)

5 working days prior to leave

Leave taken for personal reason

Vacation Leave (VL)

Period of FilingDefinitionType of Leave

TYPES OF LEAVE & PRESCRIBED PERIOD OF FILING

Type of Leave

Definition Period of Filing

Special Leave Privilege

3 days Special leave annually, except for emergency cases

1 week prior to the leave (7 calendar days)

Maternity Leave

Married & unmarried female employee who gave birth/miscarrage(60 Calendar days)

5 working days prior to leave, or during the period of leave, or 3 working days after the leave

Paternity Leave

Male employeewhere legal spouse gave birth/miscarrage (7 days staggered or continuous)

5 working days prior to leave, or during the period leave, or 3 working days after the leave

TYPES OF LEAVE & PRESCRIBED PERIOD OF FILING

Type of Leave

Definition Period of Filing

Study Leave (STL)

A time for qualified officials & employees to prepare for their Bar & Board examination and Completion for masters Degree

5 working days prior to leave

Vacation Leave Abroad (VLA)

Employees who go to leave abroad for maximum of 45 calendar days

2 weeks prior to leave (14 calendar days)

1 week prior to leave (7 calendar days)

7days leave for solo parent, whose child is below 18 yrs old or 18 yrs above but mentally/physically incap.

PARENTAL LEAVE

Leave for women and their children against violence(10 days staggared or continuous)

TEN DAY LEAVE

3 days after the leave

A Job related injuries not chargeable to SL not exceeding 6 months

REHABILITATION LEAVE (RL)

Period of FilingDefinitionType of Leave

TYPES OF LEAVE & PRESCRIBED PERIOD OF FILING

5 working days, during the period leave, 3 working days after the leave

Type of Leave

Definition Period of Filing

MAGNA CARTA FOR WOMEN (RA 9710)

TYPES OF LEAVE & PRESCRIBED PERIOD OF FILING

Privilege for women to recuperate after the gynecologicaloperation*Major maximum of 2month/60 calendar days* Minor maximum of 2 weeks/14 calendar days

5 working days prior to the schedule date of surgery, or during the period of leave, or 3 working days after the leave

ML & PLSpecial leave forAdoptive parents

5 working days prior to leave, or during the period leave, or 3 working days after the leave

EMPLOYEES MAY BE ENTILTED TO STL ON OFFICIAL TIME BASED ON THE FOLLOWING CONDITIONS

Not to exceed 6 months Covered by service commitment/obligation Graduated with Bachelor’s Degree which

requires passing of Bar/Board Licensure Examination

For Thesis writing and comprehensive examination, must have completed academic requirements for Masters Degree

EFFECT OF UNAUTHORIZED ABSENCES An official and employees who is absent

without approved leave shall not be entitled to receive his/her salary corresponding to the period of his unauthorized leave of absence/unauthorized absences are without pay

His/her absence shall no longer be deducted from his/her accumulated leave credits

Employee who is continuously absent without approved leave for at least 30 days is considered AWOL and will be dropped from

the rolls wiithout prior notice

Reasons for which leave may be disapproved/unauthorized

Non-notification (Prescribed time for notification)

Late filing (Prescribed period of Filing)

Unfiled leave

HABITUAL ABSENTEEISM

Officials and employees who incurred unauthorized absences exceeding the allowable 2.5 days monthly leave credits for at least three (3) consecutive months during the year or at least three (3) months within a semester shall be subject to disciplinary action

SANCTIONS FOR HA

1st Offense - 6 months & 1 day to 1 year 2nd Offense - Dismissal

(Pursuant to the Uniform Rules on Administrative cases in the Civil Service)

APPROVING OFFICIAL

OFFICE ORDER NO. 2011 - 088Effective August 1, 2011, the signatories for all matters pertaining to Leave andAttendance of the Legal Sections in the Divisions of the Branch Operations Sector andOperations Legal Department shall be as follows:

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DOCUMENTS CONCERNED OFFICIALS/ APPROVINGSTAFF OFFICIAL

Leave Applica/Form 48 Head of Legal Sections Attorneys Head, Opertions Legal

Stenographers, Senior Clerk Department

Daily / Electronic Time Record Heads of Legal Section for Head, Operations

(DTR/ETR) and related NCR Central and North Legal Department

matters pertaining to Divisions

Attendance

Daily / Electronic Time Record Heads of Legal Section Heads of Divisions of

(DTR/ETR) and related except NCR Central and Branch Operations

matters pertaining to North Division Sector

Attendance

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DOCUMENTS CONCERNED OFFICIALS/ APPROVING

STAFF OFFICIALS

Leave Application / Form 48, Head of Operations Chief LegalDaily / Electronic Time Legal Department Counsel

Records (DTR/ETR) andrelated matters pertaining to

Attendance

Daily / ElectronicTime Record Attorneys Head, Legal Section(DTR/ETR) and related Stenographersmatters pertaining to Senior Clerks

Attendance

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OFFICE ORDER NO. 2012-010 Designation of Approving Officials for Travel Abroad (For Rank/Position Below Department/Branch Head)

continuation

continuation

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DOCUMENTS CONCERNED OFFICIALS/ APPROVING

STAFF OFFICIALS

Maternity Leave Applicatiion Head, Department/Branch Head, HRMDMonetization Head, Department/Branch Head, HRSDParental Leave (Solo Parent) Head, Department/Branch Head, HRSDPaternity Leave Head, Department/Branch Head, HRSDRehabilitation Leave Head, Department/Branch Head, HRMDSpecial Leave Privilege Head, Department/Branch Head, HRSDStudy Leave Head, Department/Branch Head, HRMDTen Day Leave( RA 9262) Head, Department/Branch Head, HRMD

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DOCUMENTS CONCERNED OFFICIALS/ APPROVING

STAFF OFFICIALS

Vcation/Sick Leave - Not more than 10 dys Head, Department/Branch Head, HRSD- More than 10 Days Head, Department/Branch Head, HRMD (Prvided that the Sick Leave Application filed in advance, of long duration needs re- commendation from the Head, HCD