UPLAND DEVELOPMENT PROGRAMME
in
SOUTHERN MINDANAO (UDP)
PERSONNEL MANUAL
UDP Personnel Manual
Table of Contents
Page
1. Introduction
1
2. Scope and Coverage
2
2
Responsibilities of Personnel Section
3. Personnel Services
3
3.1 Authority
3.2 Basis
3.3 Types of Personnel
3
3.4 Recruitment, Selection &
Placement
3
Operating policies
Recruitment Process
Selection and Appointment
Contract
Orientation
3
3
3
5
7
8
12
3.5 Salary and Benefits
Administration
Operating Policies
Compensation Package
Leave of Absence
Vacation
Sick
Maternity
Emergency
12
12
14
15
15
16
17
17
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UDP Personnel Manual
3.6 Other Personnel Actions
Promotion
Transfer
Demotion
Separation
18
18
20
21
22
3.7 Training and Staff
Development
3.8 Grievance Machinery
3.9 Code of Conduct and Ethical
Standards
Discipline
Operating Policies
Basis of Disciplinary Action
Summary of Forms Used
22
24
25
26
26
27
28
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UDP Personnel Manual
1.
INTRODUCTION
T his Manual lays down the policies and procedures for programme operations relating to personnel and
as such is provided for the guidance of all officers, advisers and others who are engaged in the day to
day functioning of Upland Development Programme in Southern Mindanao (UDP).
1.1
Authority for the Manual
The authority for this Manual rests in the Financing Agreement between the Republic of the Philippines
and the Commission of the European Communities under Reference No. PHI/B7-3000/IB/ALA 97/68
establishing the Upland Development Programme in Southern Mindanao (UDP). Hereinafter referred
to as the Programme.
This Manual is to be used in conjunction with the manuals on Financial, Administration and
Procurement Policies and Procedures, and in no other way overrides the authority given by, or
the rules and regulations set down, in these manuals.
1.2
The Personnel procedures shall uphold and be implemented vis-a-vis the provisions of the
Omnibus Rules Implementing Book V of Executive Order No. 292 and Other Pertinent Civil
Service Laws. The recruitment procedures and employment terms shall adhere to those
pertaining to contractual employees under the rules and regulations of the Civil Service
Commission (CSC), the Department of Budget and Management (DBM) and other issuances.
Any policy or action in the Programme’s personnel procedures inconsistent and/or contrary
to these provisions shall be superceded to conform with such rulings.
1.3
The main objective of this Manual is the development of the rank and file and
supervisory/management staff to effectively implement the Programme. With this in mind, the
Personnel Services Section will:
-
assist in manpower planning, providing advice and assistance to the Programme in
establishing and updating recruitment policies and procedures which are in accordance
with civil service rules and regulations;
-
support the Programme in all aspects of recruitment in order to establish and maintain
an effective staff complement in which staff are correctly assigned in the plantilla and
are advised of their duties and responsibilities;
-
prominently place advance written notice of all staff recruitment or promotion
opportunities, actual recruitment and promotions throughout all PMO and Provincial
Office bulletin boards;
-
encourage internal staff development and monitor performance in order to advise
management on weaknesses that should be corrected, or improvements that could be
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UDP Personnel Manual
-
made, through training or other measures;
advise the Programme on salary regulations and administer the secure processing of
salaries and benefits such that staff are paid promptly and correctly in accordance with
the rules and regulations on contractual employment;
-
foster and develop effective communication between management and staff while
providing counseling to staff on their problems and complaints;
-
monitor staff attendance and behavior in order to advise superiors and management of
attendance, conduct or misdemeanors;
-
assess and advise management on merit;
-
maintain, in strict confidence, personnel records and documented job descriptions of
all staff and monitor their career paths in order to encourage and assist them to achieve
their potentials;
-
pursue/identify opportunities for personnel improvement and advancement in
conjunction with the appropriate section/division of the Programme;
-
implement all policies and procedures relating to personnel matters including locallyhired/national consultants and volunteers coming from volunteer service organizations.
-
References in the text to "the Project Co-Directors" refer to the National CoDirector (or in his absence the Deputy Project Director) and the European CoDirector (or in his absence the Acting Team Leader). Due to the limited input of
the Finance and Administration Specialist, exceptionally, in his absence the signing
authority delegated to him as a result of this manual may be assumed by another
member of the TA team nominated by the Co-Directors.
. SCOPE AND COVERAGE
2.1.
The Personnel Services Section has responsibilities in supporting the Programme in the following
aspects:
-
Recruitment, Selection and Placement
Personnel Actions
Employee Welfare and Benefits Administration
Local Professional Inputs
Training and Development
Performance Appraisal
Grievance Machinery
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-
Code of Discipline
3. PERSONNEL SERVICES
3.1
Authority
The authority to hire and dismiss Programme personnel is vested in the CoDirectors under the principle of Co-Management, and cannot be delegated. All
appointments and notices of separation, shall be approved by both Co-Directors, or
endorsed to higher authorities as may be appropriate.
3.2 Basis
The Civil Service Rules and Regulations shall be an integral part of this Manual.
In case of a conflict between the CS Rules and this Manual, the former shall prevail.
3.3 Types of Personnel
The type of personnel employed by the Programme are contractural as detailed
below:
3.3.1
Contractual Staff
Personnel directly hired by the Programme and whose appointments are approved by
the Co-Directors and confirmed by the Civil Service Commission(CSC). These are
personnel who occupy approved plantilla positions and whose appointment is
authorized in the approved Annual Work Plan & Budget (AWP&B) for the current
year. Contractuals are hired to undertake specific work or job for a period not to
exceed the life of the Programme.
3.4
Recruitment, Selection and Placement
3.4.1
Operating Policies:
a.
Programme Staff are recruited in accordance with the Department of Agriculture /DBM
approved plantilla. Any amendment, which shall come in the form of increase in number
of existing positions, upgrading, reduction/abolition, and/or creation of new positions, shall
have the approval of the above-mentioned offices.
b.
The Programme shall strictly adhere to CSC regulations on Nepotism in the employment
of relatives which provide that no appointment shall be made in favour of a relative of the
appointing or recommending authority, or of the chief of office, or of the persons exercising
immediate supervision over them. The word “relative” and members of the family referred
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UDP Personnel Manual
to are those related within the third degree either of consanguinity or of affinity of any of
the above-mentioned officials.
c.
The 1997 Revised edition Qualification Standards issued by the Civil Service Commission
(CSC) or any later revisions, shall serve as the basis in ascertaining the minimum
educational, experience and training requirements of each plantilla position. The
Programme may prescribe requirements higher than what is minimally required by the CSC
QS to meet its standards in hiring personnel but in no way should these standards be set
below the minimum relevant job specification set by the CSC for each position.
d.
All positions listed in the approved plantilla shall be subject to dedicated Terms of
Reference which may be amended from time to time to recognize changes in Programme
needs.
e.
The filling-up of plantilla positions shall be based on the Programme’s personnel
deployment schedule or recruitment plan which is maintained by the Personnel Section,
where vacancies are filled-up as the need for the services of appointees to positions arises.
This is updated as the need demands, so that vacancies are filled in a timely and efficient
manner and recruitment progress may be readily monitored.
f.
The basic hiring rate of new entrants shall be step one of the grade level of the positions
they are being hired to, as listed in the table of wages issued by the DBM in the
implementation of salary standardization plus twenty per cent (20%) of this rate as the
add-on premium .
g.
Vacancies shall be circulated internally within the Programme and externally to get the best
candidate for the advertised positions. All external applicants shall undergo pre-screening
and qualifying written examination administered either by a contracted recruitment agency
or the Personnel Section of the Programme.
h.
A Selection and Promotion Board (SPB) will be created to assist the Co-Directors in
employing the most qualified candidate to a position. All applicants (those who meet the
minimum requirements of the position, for both internal and external applicants, and who
pass the pre-screening and written examination, for external applicants) will be short listed
and shall undergo a final/in-depth interview by the Selection and Promotion Board ( SPB)
of the Programme. The Programme shall have the prerogative of giving priority to internal
applicants who, after the evaluation of all applications, would be included in the ranking
of qualified contenders to the position/s.
The SPB is purely recommendatory in
nature.
The approval of Programme hired staff will be by both Co-Directors, however the
appointment documents will be endorsed/signed as follows:
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Grade Level
Endorsed
UDP Personnel Manual
Appointment signed
1 to 23
SPB Regular
National Co-Director
24 and up
Regular SPB with
Secretary DA and
participation of both endorsed by EC as required
Co-Directors
The structure of the SPB for the various grade levels shall be as follows:
1 to 23
SPB Regular Composition
24 and up
Regular SPB with participation of both
Co-Directors
The regular composition of the Selection and Promotion Board is as follows:
Chairperson - Senior Staff representative designated by the Co-Directors
Members FAD Representative (if FAD Chief is not designated as
Chairperson)
Representative of Employees’ Association (President or voted
at large)
Chief of Division/Unit where vacancy exists
Representative of the TA team (normally Finance and
Administration Specialist)
Personnel Officer - Permanent Secretary (Non-voting)
The Board may expand its membership to include other senior staff under whose area of
specialization the prospective employee/s will concentrate
3.4.2
i.
All applicants shall be required to provide full information regarding their age, education,
experience and such other information as may be considered relevant. The Programme
shall disqualify, or if warranted, blacklist, any applicant who is found to have intentionally
made any false statement regarding any information contained in his/her application and/or
resume, including attachments. A prospective employee shall likewise undergo medical
check-up/examination to ascertain his/her health condition prior to employment.
j.
All personnel, who are invited to take up positions within the Programme shall undergo a
90-day probationary period commencing on the date of assumption to duty. The
Programme Co-Directors shall have the discretion to extend the probationary period by
up to a further three (3) months if, in their judgement, there is insufficient basis for
determining the probationer’s suitability within the initial probationary period.
Recruitment Process
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a.
UDP Personnel Manual
Recruitment procedures will be objectively directed at the selection of qualified and
capable applicants. Opportunities for women and internal advancement shall be
encouraged.
b.
The head of division/section shall raise the request to fill up a vacancy as the need for the
services of additional personnel arises, to be approved by the Co-Directors. The
approved request is forwarded to the Personnel Section, which immediately commences
with the recruitment procedures.
c.
Vacancy notices shall be circulated as widely as possible through:
1) publication in newspapers of national and/or local circulation, if warranted;
2) posting prominently at the PMO, the liaison office/D.A. Office in Region XI, Provincial
offices, colleges and universities operating in the area, as appropriate;
3) radio announcements
d.
The notice for submission of applications shall be four weeks from the first date of
publication.
- Applications must satisfy accepted recruitment standards. The applicant must:
=
=
meet the minimum relevant educational and training qualifications and experience
prescribed for the job as specified in the qualification standards for the position;
undergo the interview, testing and other screening procedures that may be
required.
- The minimum requirements to accompany an application are:
*
*
*
*
e.
application letter
transcript of records
personal data sheet/curriculum vitae with latest photo attached
valid professional license/certificate (if prescribed)
Recruitment is in three stages:
(1) Identification/Initial Screening The identification of potential recruits is through responses received to vacancy
notices within the deadline set for submission, from candidates with the required
qualifications. Application letters must be submitted to the Programme CoDirectors, attention of the Personnel Officer (PO). The PO shall review and
make separate files of those who meet and do not meet the minimum relevant
qualification requirements of the vacant position/s.
Those who meet the requirements shall be called for the written examination
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UDP Personnel Manual
while those whose credentials are deficient shall be so advised.
(2) Examination/Testing
Examination/testing shall be conducted by either the Personnel Section or by a
duly authorized institution/recruitment firm engaged by the Programme. The
Programme shall define its policies and procedures in conducting this phase of the
recruitment process. The result shall be made known to the applicants.
(3) Interview with the Selection and Promotion Board
Applicants who are short-listed (after passing the initial screening) shall be
interviewed by the Selection and Promotion Board. At this stage, applicants are
informed of the general terms and conditions of their prospective employment.
Also, if at this point the SPB deems it appropriate, a contender may be required
to undergo a psychological test or any other form of examination, the result/s of
which will substantially help in assessing the suitability of a candidate to a
position. A summary report, normally in the form of the Minutes of the
Meeting/Deliberation supported by the Comparative Presentation Sheet signed
by all members of the Board, shall be submitted to the Co-Directors for the final
determination of candidate/s to be employed. The Co-Directors will jointly
approve the successful candidate/s.
f.
3.4.3
Academic Requirements and Personal Qualities
1)
The minimum academic qualifications of candidates shall be based on the
Qualification Standards (Revised 1997) and the ensuing updates, issued by the
Civil Service Commission.
2)
There shall be no discrimination, positive or negative, on any candidate. A
candidate must, however, be demonstrably capable, both mentally and physically,
of performing the tasks and functions of the appointment.
3)
Other qualities to be encouraged and sought, according to the appointment,
include maturity, communication ability, pleasing personality, leadership qualities
as appropriate, commitment to the general objectives of the Programme, decision
making ability, and common sense .
Selection and Appointment
The Programme Co-Directors shall select the prospective employee from among the short listed
candidates as a result of the evaluation and deliberation of the SPB. The Co-Directors have
the discretion to not necessarily select the highest ranking candidate but anybody from the
shortlist subject to justification. If the Co-Directors agree that not one of the submitted
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candidates can fulfill the requirements of the job, they will return the recommendation to the
Personnel Officer with instructions to re-advertise the position.
The selected candidate for any position will be advised within one week of the decision. In the
event of a selected candidate not taking up the appointed position, the second choice from the
short listed candidate may be offered the position.
3.4.4
Contract:
There are two categories of employment in the Programme:
a. Contractual Employment appointed and funded by the Government of the Philippines’
(GOP) counterpart funds for personnel services - The appointment is based on the
plantilla approved by the Department of Budget and Management (DBM). The National
Co-Director shall sign the appointment of personnel from GL 23 and below as Government
representative. The Secretary of Department of Agriculture shall sign appointment papers
from GL 24 and up. The appointments are processed by the Civil Service Commission field
office. However, in all cases of initial recruitment, renewal of appointment, transfer or
dismissal the written agreement of both Programme Co-Directors will be placed in the
individual's 201 personal file.
b. Contractual Employment funded by grant funds (EC-funded) - The approving /appointing
authority are the Co-Directors and hiring is based on positions submitted to and approved
by the Delegation as recommended by the Department of Agriculture(DA). The hiring of
Local Consultants/ Specialists is based on the approved Annual Work Plan and Budget
(AWP&B) for the current year and follow procedures laid down in the Procurement
manual. If consultancy services are not included in the current budget, the prior approval
of Delegation is required, as endorsed by the DA.
1.
Processing of Appointment
1.1 Preparation of Appointment and Submission to CSC:
The following procedures shall be observed in the processing of appointment:
Person/Entity Involved
Personnel Officer
Activity
1.
Requires applicant to submit the following
Pre-employment requirements
a) 2 copies Personal Data Sheet (Form 03) with 2 x 2 ID
photos (latest) supported with transcript of records or
diploma, as appropriate
Page 8
b)
c)
d)
e)
f)
g)
h)
i)
j)
Note:
UDP Personnel Manual
2 copies Service Record (if previously employed in the
government)
2 copies 1 x 1 ID photo for office ID(latest)
Original copy of Medical Certificate issued by a
government physician
Original copy, NBI Clearance
Clearance from Former Employer (If formerly
employed with a government entity, clearance is
required even if the office is not the last employer)
Statement of Assets & Liabilities
W-2 for those employed within the year
Xerox copy of GSIS membership certificate
Xerox copy of TIN
All photo copies shall be validated by presenting the original copies of documents.
If needed, the Personnel Officer shall verify the information appearing in the documents
submitted by the prospective employee. Likewise, should the medical certificate
indicate a disability on the part of the candidate that would affect the discharge of the
functions of the position, the prospective employee shall be immediately notified of the
termination of the hiring procedures after the Co-Directors and the concerned head of
division/ section, are informed of the findings.
Personnel Officer
2.
3.
4.
5.
Chief, Finance & Admin
6.
7.
Programme Directors/Head
Department of Agriculture
8.
9.
Personnel Officer
10.
Receives signed approval form from CoDirectors
Prepares Appointment notice and Position
Description Form*
Requires applicant to sign Job Description
Forwards Appointment notice with
Supporting document to the FAD Chief
Reviews supporting documents and signs as
Witness in the appropriate space on the
CSC appointment form.
Forwards appointment notice and
attachments to the National Co-Director for
signature.
Reviews and initials on the appropriate
space on the CSC appointment papers.
Prepares endorsement of appointment
papers for the Department of Agriculture
and has this signed by the Co-Directors.
Forwards endorsement and appointment
papers to Department of Agriculture for
appropriate action.
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UDP Personnel Manual
-
The submission of the appointments to the Civil Service Commission shall follow the rules
and regulations of the said office on appointments of contractual personnel. The CoDirectors shall be held liable for any violation of any of the rules on appointment and other
personnel actions, i.e., hiring of personnel, who do not meet the minimum requirements
of the position, payment of services without the approved appointment and/or after the
prescriptive period for the submission of papers to the CSC, has expired.
-
The effective date of employment to the Programme shall not be earlier than ;
a. the date of the completion and submission of all pre-employment requirements;
b. the date the contract/appointment is signed by the approving authority/ies;
c. of the actual assumption to duty.
* It is important to note that before any contract of employment or appointment is
prepared and processed, the Personnel Section shall ensure the availability of funds for the
position to be filled up. Fund availability shall be indicated in the Request to Fill- Up a
Position.
1.2 After Approval by the CSC :
Personnel Officer
12.
13.
Gives original appointment notice to contractual
employee.
Opens personnel file of the new employee which shall
compose of the pre-employment requirements, the
appointment and other documents related to his/her
work in the Programme.
1.3 Renewal of Appointment The renewal of the appointment of personnel with the
Programme must satisfy both of the following conditions:
a. The employee has been rated at least satisfactorily in the performance of his/her job
in the rating period immediately preceding the time of renewal and
b. There is still the need for his/her services.
2. Requirements for Payment of First and Last (or Separation) PayThe Personnel Officer shall ensure that the following documentary requirements are
complied with for claims for first and last salary to be attached to the disbursement voucher:
2.1 If first salary payment -
Certification issued by the Personnel Officer as to the employment of concerned
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UDP Personnel Manual
personnel to the position, rate of pay and date of effective/actual assumption to duty;
this will also certify that the copy of the contract/appointment and all the preemployment requirements of the employee are on file in the Personnel Section.
-
Approved daily time record (DTR) (Form 05)
If transferee is from another Government Office:
= certificate of clearance
= certificate of last salary received
2.2 If last (or separation) pay:
- Certification issued by the Personnel Officer that the following documents have been
properly complied with/returned and are on file in the Personnel Section:
•
resignation letter or notice of separation
•
letter of acceptance of resignation signed by both directors
•
certificate of clearance
•
statement of assets & liabilities
•
Programme ID, Health/Life Insurance cards
•
approved DTR
3.
Probation
3.1
A probation period of a 90 days will be required to enable both the Programme and the
employee enough time to make a qualified judgment on the continuance of the contract.
The Programme Co-Directors shall have the discretion to extend the probationary period
by up to a further three (3) months if, in their judgement, there is insufficient basis for
determining the probationer’s suitability within the initial probationary period. During the
probationary period, the new employee may resign without prejudice, subject to the
standard clearance regulations. Correspondingly, the Programme may terminate a
probationary contract at any time before the contract is completed.
3.2
In, and prior to completion of the probationary employment, the Personnel Officer shall
request from the employee’s immediate supervisor an assessment of attitude and
performance with regard to the continuation of the contract beyond the probationary
period. The assessment shall be discussed openly with the employee. Any qualifying
comments or remarks by the supervisor and the Personnel Officer shall be included.
3.3
The Programme reserves the right to exercise its option to terminate the services of
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UDP Personnel Manual
probationary employees under the following conditions:
a.
b.
c.
d.
e.
Severe misconduct including violation of reasonable office rules and regulations;
Violation of any civil service or pertinent laws;
Unsatisfactory work performance;
Commission or conviction of any crime;
When the continued employment of said employee is deemed inimical and
prejudicial to national security;
Filing of candidacy for an elective position;
When the Co-Directors determine that the position should no longer be filled;
When the job description has changed and subsequently, the qualification
requirements of the said position;
Other actions which may be found detrimental to the Programme.
f.
g.
h.
i.
3.4.5 Orientation
It shall be the responsibility of the Personnel Officer, in coordination with the appropriate
Division/Section in the Programme, to provide the standard orientation to new recruits on the
following:
-
goals, objectives and approach
Programme area and coverage
organization structure and chain of command
the work environment and team approach
administration and finance
employee and job description
employment terms, policies and guidelines.
3.5 Salary and Benefits Administration
3.5.1 Operating Policies a.
The employee is appointed by the CSC, however, this manual is the basic instrument that
establishes the relationship of the employee with the Programme
b.
The terms and conditions of appointment conform with government regulations on
contractual employment. The Programme espouses the policy of providing reasonable
benefits and a working environment that would: foster commitment to its goals, motivate
personnel into greater productivity and enhance the capabilities of the employees to attain
career growth in the organization.
c.
All contractual employees shall be entitled to receive salaries and allowances as stipulated
elsewhere in this Manual, on a semi-monthly basis, by direct bank transfer, after satisfying
fully and on time, the requirements for the payment of such remuneration.
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UDP Personnel Manual
d.
Subject to authority by the Department of Agriculture and fund-availability, the Programme
shall endeavor to grant those allowances given by government to regular personnel, aside
from the ones appearing elsewhere in this Manual.
e.
Advances on salaries are not allowed.
f.
Payment of salaries and authorized allowances shall be on the 15th and last day of the
month. If these fall on a non-working day, payment shall be made on the working day
immediately preceding the holiday.
g.
Deductions from payroll are made under the following categories:
g.1 Required/Compulsory a) Withholding Tax - the amount of deduction of which depends on age, salary and
the number of authorized exemptions claimed;
b) Social Security - to provide for the social security benefits in the form of sickness,
disability, death and other benefits, both the employee and the employer
contribute monthly to a fund, with the employee's contribution deducted from
his/her salary.
- GSIS Insurance for contractual employees, if applicable
- Employees’ Compensation Insurance Premium
- Medicare
- PAGIBIG
c) Unauthorized Absences, Tardiness and Undertime Unauthorized absences and authorized absences without pay are deductible
from the salary.
Tardiness in excess of the allowable allowance per month, shall be deducted
from the vacation leave credits or in the absence of any VL credits, from the
salary of employees in the payroll immediately following the occurrence.
Undertime of 2 hours or less, shall likewise be deducted from vacation leave
credits or in the absence of any VL credits, from the salary of employees.
e) Unliquidated cash advances - Cash advances which are not liquidated on or
before due date shall be deducted from the payroll immediately following the due
date.
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UDP Personnel Manual
g.2
Voluntary
By the employee's signed authorization, deductions may be made for the following,
which are to the personal account of the employee:
- Pension Plan
- Life Insurance Premiums
- Others
These shall be deducted and paid to the account of the employees’ association/
cooperative organized by Programme personnel, which shall in turn pay to the
concerned payees. Payroll deduction to settle personal obligations under individual
account of payees, shall not be allowed.
h.
Employees shall acknowledge the receipt of their salaries and allowances by signing the
payroll, payslip or the disbursement voucher. Withdrawal of salaries and allowances by
a person other than the payee shall require the presentation of a notarized power of
attorney.
i.
Salaries and other forms of remuneration shall be subject to withholding tax.
j.
The Personnel Section is primarily responsible for the timely preparation of all payrolls and
claims for the availment of benefits granted to Programme personnel.
3.5.2 Compensation Package a.
Contractual Staff ( funded from GoP counterpart funds and defined as employer)
a.1
Salary - based on the first (1st) step of the government salary grade schedule of the
position which is taxable.
a.2
Additional Compensation Allowance (ACA) of P500.00 per month is given to each
employee upon employment which is tax exempt.
No step increment for meritorious and/or length of service in a particular position, shall be
enjoyed by personnel. All salary payments shall begin with the first step of the salary
grade of the position a personnel is being contracted for.
a.3
Personnel Economic Relief Allowance (PERA) of P500.00 for all grade levels upon
employment which is tax exempt.
a.4
Representation and Transportation Allowance (RATA) for Grade Level 24 and up.,
subject to availability of funds. The rate shall be in accordance with the applicable
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UDP Personnel Manual
provisions of the General Appropriations Act (GAA) for the current year.
a.5
13th Month Pay based on the basic pay excluding the 20% premium and shall follow the
guidelines issued by the government in granting this benefit. (tax exempt)
a.6
Cash Gift – P5,000 for 1999 and subsequent increases, based on government guidelines,
subject to fund availability but not to exceed the amount stated in the circular issued by the
DBM. (tax exempt)
The release of the mid-year bonus comprising 50% of the 13th month pay and the
Cash Gift, shall follow the implementing guidelines issued by the government.
Personnel who were able to avail of the mid-year bonus but who are separated from
the Programme before October 31st of the current year shall refund the full amount
that they received.
a.7
Productivity Incentive Allowance of P2,000.00 per year to employees who were rated
at least satisfactorily in the last two rating periods (two semesters).
a.9
Clothing/Uniform Allowance of P3,000 per year after six (6) months of employment with
increase thereon depending on the approved GAA for the year subject to fund availability
but not to exceed the DBM-approved amount for the current year. (tax exempt)
a.10 GSIS Insurance - RA 8291 mandatorily covers under GSIS contractual personnel in
government service.
a.11 Employees’ Compensation Insurance Premium (ECIP) of P30.00 per month for each
employee, paid for by the employer.
a.12 MEDICARE of P37.50 per employee with the employer paying an equal amount.
a.13 PAGIBIG - P100.00 per month employee’s share; P100.,00 per month, employer’s
share.
a.14 Per Diem/Travel/Meals/Transportation Allowances Cost of official travel expenses shall fall within the limits authorized in the Financial
Manual.
3.5.3 Leave of Absence
Section 4, rule XVI on Leave of Absence of the Omnibus Rules Implementing Book V of EO
No. 292 states that “ Employees hired on a contractual basis are not entitled to vacation and sick
leave benefits. Employment contract shall not provide for such leave benefits”. However, the
EU Court of Auditors has allowed the granting of such benefit to Programme personnel subject
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UDP Personnel Manual
to the following provisions of the IA/EC-approved guidelines on Staff Leave:
a)
Vacation Leave
1)
All contractural employees can avail of fifteen (15) working days vacation leave per
annum. The purpose of vacation leave is to safeguard the health and welfare of
employees who should therefore be encouraged to use this leave.
2)
After three (3) months of continuous service, all employees shall qualify to go on
vacation leave under pro-rata basis earning 1.25 days per month computed
retroactive the first month of service.
3)
Vacation leave shall be scheduled by each section/division duly approved by the
Programme Co-Directors or their designates. Scheduling shall be done in such a
way that it does not hamper operations, thus, it should be distributed with utmost
consideration of work to be done without sacrificing individual needs or
convenience.
4)
For purposes of efficient utilization of leave, scheduling should ideally be done using
three (3) to five (5) days at a time. It may not always be possible to take fifteen
(15) days at a time due to work requirements. This shall be a decision of the
Programme Co-Directors or their designates, upon the recommendation of the
Section/Division Chief.
5)
Applications for leave using the prescribed Leave Application Form should be
submitted at least seven (7) days before effectivity. In an emergency, vacation leave
may be taken in short notice duly approved by the Programme Co-Directors or
their designates before going on leave.
6)
If, in the event of sickness or emergency an employee is not able to submit a leave
application, then every effort must be made to inform the office within 24 hours after
the onset of leave through a letter, telephone message or via co-employees of the
anticipated length of absence. On return to work, the employee should complete
the leave application retrospectively.
7)
Applications for leave shall be received and recorded (when leave is duly approved)
by the Personnel Officer. It shall become part of the 201 file.
8)
A semi-annual and annual leave summary shall be maintained by the Personnel
Officer for administrative purposes.
9)
All claims for payment of leave benefit should be supported by the approved
application for leave and a properly completed Daily Time Record (Form 48) with
the dates of leave reflected therein.
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UDP Personnel Manual
10) The Personnel Officer who monitors/controls leave credits shall prepare a separate
payroll for payment of leave credits every 15th and end of the month. Leave pay
claims will be paid on the same day that the GoP payroll is paid.
11) Vacation leave should be taken during the year. Unused leave credits can
not be monetized and shall be automatically forfeited upon the start of the
following year.
b)
c)
Sick Leave
1)
All contractural employees can avail of fifteen (15) days sick leave per annum. Sick
leave is not an absolute entitlement and applies in cases of sickness only.
2)
Application for sick leave filed in advance, or exceeding three (3) days, shall
be accompanied by a medical certificate. In case medical consultation was not
availed of, an affidavit should be executed by the applicant.
3)
Unused sick leave during the year shall be automatically forfeited upon
the start of the following year. Unused sick leave credits cannot be
monetized.
4)
Items 2 and 6 to 10 of the guidelines for vacation leave shall likewise apply to sick
leave.
Maternity Leave
Entitlement to this benefit shall be in consonance with the provisions of issuances by the
Civil Service Commission.
Under the government procedures on maternity leave, women in government service who
have rendered an aggregate of two or more years of service shall be entitled to maternity
leave of 60 days with full pay. For those who have rendered less than 2 years at the time
of leave, the computation of the payment of leave shall be proportionate to the length of
service rendered by the employee.
(Refer to MC No. 17, s. 1991 and other CSC Circulars)
Supporting papers required before processing payment of the maternity leave shall be the
following:
1)
2)
Approved application for maternity leave
Doctor’s certificate of the probable date of delivery.
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UDP Personnel Manual
3)
4)
Office clearance (provisional)
Daily Time Record reflecting the period of ML.
Other provisions on leave of absence -
d)
1)
Leave of absence exceeding the authorized vacation, sick and maternity leave during
a calendar year shall be treated as an absence or leave without pay. This will only
be granted at the discretion of the Programme Co-Directors and if exceeding thirty
(30) days, shall need the approval of the Department of Agriculture.
2)
An application for leave of absence for thirty (30) calendar days or more
shall be accompanied by a provisional clearance from money and property
accountability.
3)
An employee who is absent without approved leave shall not be entitled to receive
his/her salary corresponding to the period of the unauthorized leave of absence.
Emergency Leave
As it implies, this is resorted to when the employee needs to absent herself/himself from
work for an urgent, personal reason. The emergency leave is classified as vacation leave,
the difference being the very short notice given to the appropriate authority/ies in taking
leave from work. If, due to circumstances, it is not possible to seek the approval prior to
the leave, every effort shall be made to inform Management to make it aware of the
whereabouts of the employee. The ALA shall be submitted immediately upon returning
to work, for a retrospective approval of the leave.
3.6 Other Personnel Actions
3.6.1 Promotion -
a.
It is the advancement of an employee from one position to another with an
increase in duties and responsibilities as authorized by law, and is usually
accompanied by an increase in salary.
The comparative degree of competence and qualification of employees shall be determined
by the extent to which they meet the requirements at the time of the appointment:
a.1
a.2
a.3
Performance - this shall be based on the two performance ratings immediately
preceding the movement of the employee. No employee shall be considered for
promotion unless his/her performance rating is at least satisfactory.
Education and Training - these shall include educational background and
successful completion of training courses, scholarships, training grants and others.
Such education and training must be relevant to the duties of the position to be
filled.
Experience and Outstanding Accomplishments - these shall include occupational
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a.4
a.5
b.
UDP Personnel Manual
history, work experience and accomplishments worthy of special commendation.
Physical Characteristics and Personality Traits - these refer to the physical
fitness, attitude and personality traits of the individual which must have bearing on
the position to be filled.
Potential - this takes into account the employee’s capability not only to perform the
duties and assume the responsibilities of the position to be filled but also those of
higher and more responsible positions.
Promotion Board
b.1 Composition - To ensure objectivity in promotion, a Selection and Promotion Board
is established to evaluate contenders to various position in the Programme. The
SPB structure is as discussed in Item 3.4.1 of this Manual.
b.2
Functions
i) The SPB shall be responsible for implementing the formal screening procedure
and criteria adopted by the Programme for the evaluation of candidates for
promotion, fairly and consistently.
ii) The SPB shall determine en banc the list of employees recommended for
promotion from which the appointing authority may choose the employee to be
promoted. In preparing the list, the Board shall see to it that the qualifications
of employees recommended are comparatively at par and that they are the best
qualified from among the contenders.
b.3
Factors for Promotion
The following criteria/factors for promotion and the equivalent percentage
weight, shall serve as basis in the comparative evaluation of contenders to
vacant positions:
1)
2)
3)
4)
5)
6)
Performance
Educational Attainment
Training
Experience
Potential
Physical Characteristics &
Personality Traits
=
=
=
=
=
35%
15%
5%
35%
5%
=
5%
-----------100
Total Percentage
=
Other intangible factors shall likewise be considered by the members of the
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UDP Personnel Manual
Promotions Board in the evaluation of contenders to the vacant positions. These
should however, be indicated in the minutes of the deliberations for the vacant
position. In filling supervisory positions, the SPB shall develop a criteria for
managership and leadership which shall constitute one of the instruments for
selection of candidates for promotion.
A candidate recommended for promotion may not necessarily be the highest
ranking among the contenders for the vacancy provided he/she meets the minimum
requirements of the position.
With everything else considered, an employee with the longer residency in the
Programme may be given preference over the one who has been employed for a
shorter period of time.
b.4
Procedures
1) The head of division/section raises a request to fill-up a vacancy. The request
is forwarded to the Co-Directors for approval.
2) The approved request is forwarded by the Co-Directors’ Secretary to the
Personnel Officer who will prepare the necessary Announcement of Vacancy
and oversee the circulation of such announcement within the Programme. The
announcement shall contain the job description/terms of reference and
specifications/qualification standards of the vacant position.
3) Applications received within the deadline of submission shall be reviewed by the
PO as to compliance to both the qualification, based on QS and the following
documentary requirements:
-
letter application
updated Personal Date Sheet/ Form 212
Copy of the latest performance appraisal
Accomplished Potential Assessment Form
4) Those who meet the minimum requirements of the position shall be notified of
the schedule of interview with the SPB by the PO. At the same time, the
pertinent information of each qualified contender shall be presented in the
Selection and Promotion Board Summary of scores preparatory to the
deliberation of the SPB.
5) The SPB will interview all applicants as scheduled and deliberate on the
qualifications and fitness of these applicants to the position. The SPB shall
make a short list of the contenders, for submission to the Co-Directors, together
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UDP Personnel Manual
with the Minutes and other relevant documents.
6) Upon receipt of the papers from the SPB, the Co-Directors will review and
select from among the short listed candidates the employee to be promoted.
The concerned personnel shall be advised of this decision and shall be asked to
comply with the other documents, following the requirements of the CSC for
promotion, for submission to that office for processing of appointment.
7) If, as agreed between the Co-Directors, the short listed candidates still lack the
suitable qualifications to effectively discharge the functions of the position, the
documents will be returned to the SPB through the Personnel Officer, who will
in turn circularize the vacancy externally, to invite other applicants.
3.6.2 Transfer - It is a movement from one position to another which is of equivalent rank, level or
salary without break in service involving the issuance of an appointment.
a.
It is the policy of the Programme to encourage employees to achieve their career ambitions
and interests within the organization. Experience in a position is a valuable asset to the
organization, but there may be cases where transfers offer better opportunities.
b.
Unless demonstrably inappropriate, the head of the division/section concerned and the
employee should be informed in advance of a proposed transfer.
c.
A transfer may be requested by an employee in writing addressed to the Programme CoDirectors for the attention of the Personnel Officer. An employee requesting transfer
would normally discuss it with the immediate supervisor, but there may be circumstances
where that would not be appropriate.
d.
The result of any transfer decision shall be discussed by the Personnel Officer with the
employee.
3.6.3 Demotion - Is the movement from one position to another involving the issuance of an
appointment with diminution in duties, responsibilities, status or rank which may
or may not involve reduction in salary.
Demotion shall only be made possible under the following circumstances:
a.
that the employee was identified, as per his/her performance evaluation on result, to be
incompetent in his present job/tasks;
b.
any misdemeanor which the Co-Directors may deem punishable by the above-mentioned
action;
c.
upon the request of the employee, as expressed in writing, for reasons acceptable to the
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UDP Personnel Manual
Co-Directors. The written request shall at the same time serve as a waiver on the part of
the employee, to the higher position he/she voluntarily wants to give up.
3.6.4 Separation -
It is a voluntary or involuntary termination of employment.
a. Voluntary separation happens when at his/her own volition, an employee tenders his/her
resignation within the contract period and is accepted by the Co-Directors.
b. Involuntary termination of services may occur in any of the following instances:
b.1
b.2
b.3
b.4
b.5
b.6
b.7
b.8
As a penalty for breach of discipline according to the provisions of Rule XIV of
the Omnibus Rules Implementing Book V of EO No. 292 and other pertinent rules
of the Civil Service Commission and those issued by the Programme.
Serious breach of the provisions of the personnel or other Programme manuals.
Filing of candidacy for an elective position.
Acceptance of employment outside, unless expressly granted by the Programme.
As a result of a poor performance evaluation in one rating period.
As a result of two successive fair/below average performance evaluation.
As a result of the abolition of the plantilla position by the DBM.
When the service of the contractual are no longer required on the basis of a
notice of non-renewal issued by the Programme 30 days before effectivity.
The Civil Service Commission must be informed in the event of a termination for
contractual personnel.
3.6.5 Procedures in Resigning from the Programme a.
An employee must file a letter of resignation addressed to the Programme CoDirectors thirty (30) days before its effective date;
b.
A letter of acceptance shall be issued to the personnel concerned after which, a
clearance shall be given to him/her provided he/she is free from any administrative case
and/or accountability;
c.
After issuing an office clearance to the personnel concerned, a separation
pay which consists of his/her last salary, shall be given.
3.6.6 Documentary Requirements as a Result of Separation from the Programme The following requirements shall be submitted/complied with if an employee is separated from
the Programme as a result of resignation, termination, non-renewal of contract or transfer to
another agency:
a.
Approved application for terminal leave
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UDP Personnel Manual
b.
Clearance from cash, property, work and documentary accountability
c.
Letter of Resignation/Request for Transfer (if applicable)
d.
Acceptance of Resignation/Approval of Request by Programme Co-Directors
e.
Surrender of Programme ID Card, Health Care Card. In case of loss, a notarized affidavit
of loss shall be submitted.
f. Submission of Statement of Assets and Liabilities as of the last day of employment
in the Programme.
3.7 Training and Staff Development
3.7.1 Operating Policies a.
The Staff Development Programme shall not be viewed as a reward for good performance
but rather, as a tool to assist in the professional and personal advancement of the staff.
b.
The Programme shall adopt the Integrated Human Resource Planning and Development
System (IHRPDS) of the CSC as a framework based on the up-to-date personnel data
and information system, to rationalize all human resource management practices and
processes. The operation of the IHRPDS shall be the shared responsibility and
accountability of the Programme staff at all levels. The PO/Human Resource Management
Officer shall coordinate all efforts and activities in its implementation.
b.1
b.2
b.3
Employees who have been with the Programme for at least six (6) months may be
considered for local scholarship, study grant and/or training programs.
The Personnel Section, in collaboration with the Technical operations unit, shall
review recommendations for staff training/seminar/workshop/study grant. The final
recommendation shall be forwarded to the Co-Directors for approval.
Attendance to training/seminar/workshop/study grant shall be contingent on the
following conditions:
1) when the activity shall mean enhancement of the trainee’s skills and educational
knowledge;
2) when the activity shall mean acquisition of new or additional technique or skill
in line with the employee’s field or expertise;
3) when the activity shall satisfy the needed requirement for updating and renewing
licenses as required by the Professional Regulations Commission (PRC);
4) when the activity shall obviously benefit the employee in terms of status, contacts
and influence in furtherance of his/her career and which, eventually, will redound
to the benefit of the Programme.
b.4
A grantee who resigns, voluntarily retires, or is separated from the Programme for
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b.5
c.
Recreational and social activities. The Programme is supportive of providing reasonable
recreational facilities and social activities as a way of fostering a congenial atmosphere for
staff members and providing venues for relaxation away from work for as long as:
c.1
c.2
c.3
d.
these activities are undertaken after completion of the required work;
project costs are reasonable
staff members are prepared to support these activities, both in terms of giving time
and effort and in sharing the costs of these activities.
Performance Appraisal. The Programme shall come up with an appropriate evaluation
system which shall be integrated into the IHRPDS as a tool to enable employees to
improve performance and assess their professional growth including determining the
potentials and development needs of individual employees. It shall incorporate the
following minimum requirements as called for by the CSC:
d.1
d.2
d.3
d.4
3.8
UDP Personnel Manual
reasons within his/her control prior to the completion of the mandatory rendition of
service to the Programme as a condition to the availment of a study/scholarship
grant/training as stipulated in the contract, shall reimburse the expenses incurred, to
the Programme. If the grant is on official time, the total amount to be refunded shall
include salaries, allowances, fees, and other expenses incurred during the period of
study/training. If the attendance to the training or schooling is after office hours, the
total amount to be reimbursed shall not include salaries.
Books purchased out of Programme funds shall be surrendered by the grantee to
the Programme upon completion/termination of the study/training. Such
books/reference materials shall become the property of the Programme.
It shall provide for the identification of the outputs as well as the job-related
behaviours of the position/functions and the corresponding performance standards
which shall be mutually agreed upon between the supervisor and the subordinates.
It shall provide mechanisms by which an employee shall be currently advised of
his/her progress in accomplishing his/her assignments.
Supervisors shall be given opportunity by the System to make comments and
recommendations regarding employee’s strengths and weaknesses which may be
instrumental in furthering his/her career, or identifying constraints that may impede
his/her development.
Performance evaluation shall be done every six months ending on June 30 and
December 31 of every year. However, if the organizational needs require a shorter
or longer period, the minimum appraisal period shall be at least 90 days or three
months. No appraisal shall be longer than one year.
Grievance Machinery
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UDP Personnel Manual
3.8.1 Operating Procedures
a. Definition of terms
a.1
a.2
a.3
Complaint -an employee’s expressed (written or spoken) feelings of dissatis-faction
with some aspects of his/her working conditions, relationships or status which are
outside his/her control. This does not include those involving disciplinary actions,
which are governed by separate rules.
Grievance -a complaint in writing which has, in the first instance and in the
employee’s opinion, been ignored, overridden or dropped without due
consideration.
Grievance Procedure - the method of determining and finding the best way to
remedy the specific cause or causes of the complaint or grievance.
b. A Grievance Committee shall be established to be composed of the following:
b.1
For complaints/grievances existing between and among individual employee and
supervisor/management:
-
c.
Functions of the Grievance Committee:
c.1
c.2
d.
one (1) member of top management or a representative to act as Chairman
one (1) higher supervisor except the one being complained of
one (1) member of the rank and file.
To hear/evaluate complaints and cases lodged against a Programme personnel up
to the section head level, by another employee /staff member/management;
To submit written findings and recommendations to the Programme Co-Directors,
for disposition.
Grievance Procedure - In the resolution of conflicts within the Programme, the following
procedures shall be observed in sequential order:
d.1
d.2
d.3
Oral discussion -A complaint shall be presented orally in the first instance to the
employee’s immediate supervisor who shall within three (3) days from the date of
presentation, inform the employee orally of his/her decision.
Grievance in writing- If the employee is not satisfied with the decision of the
immediate supervisor, he/she may submit his/her grievance in writing through his/her
immediate supervisor, to the next higher officer or official who shall, within five days
from the date of receipt of the written grievance, inform in writing the employee
through the immediate supervisor, of his/her decision.
Appeal to the Programme Co-Directors- If the employee is not satisfied with prior
decisions relative to his/her grievance, he/she may submit, through channels, his/her
grievance in writing to the agency head, who may refer it to a grievance committee
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d.4
UDP Personnel Manual
constituted for the purpose. The Committee shall come up with a decision within 10
days of receipt of the written grievance.
Appeal to the Civil Service Commission - If the complainant is still not satisfied
with the decision of the Co-Directors he/she may file the appeal with the CSC
Office which has jurisdiction over his/her case.
e.
The staff shall refrain from using the bulletin boards, flyers, the grapevine or anonymous
letters, as a sounding board for their complaints and/or grievances. In return, management
and senior staff should make themselves available in hearing out genuine
complaints/grievances of the employees and of finding ways to resolve the situations.
f.
Basis
In the discharge of its functions, the Committee shall adhere to the applicable provisions
of Chapter 7,Sec. 50 on the Summary Proceedings of Book V of EO 292, Rule XII of
the Rules Implementing Book V of EO 292 and Other Pertinent Civil Service Laws.
3.9 Code Of Conduct and Ethical Standards
3.9.1 Operating Policies
a.
The conduct of personnel in the service of the Programme shall be governed by the
applicable provisions of the Rules Implementing the Code of Conduct and Ethical
Standards for Public Officials and Employees issued by the Civil Service Commission.
b.
Conflict of Interest Section 1.a. of Rule IX on Conflict of Interest and Divestment of the Rules Implementing
the Code of Conduct and Ethical Standards for Public Officials and Employees provides
that “ An official or employee shall avoid conflict of interest at all times”. Conflict of
interest occurs when the official or employee is:
b.1
b.2
b.3
b.4
b.5
b.6
a substantial stockholder; or
a member of the Board of Directors; or
an officer of the corporation; or
an owner or has a substantial interest in a business; or
a partner in a partnership; and
when the interest of such corporation or business, or his rights and duties therein,
are opposed to, or are affected by the faithful performance of official duty.
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UDP Personnel Manual
All members of the staff therefore are under obligation to declare in writing to
Programme Management any interests they have in, or personal, family or business
relationships with, any supplier ( past, present and future) of goods and services to the
Programme. Where conflict of interest occurs, the employee is obliged to resign from the
private business within thirty (30) days from assumption of office or divest himself/herself
of his/her share holdings or interests in the business within sixty (60) from such
assumption. For those who are already in the service and a conflict of interest arises, the
official or employee must either resign or divest himself/herself of said interests within the
periods herein provided, reckoned from the date when the conflict of interest had arisen.
c.
Practice of Profession
The practice of profession by Programme personnel shall be subject to approval by the
Co-Directors. In acting on the request, the following conditions shall be taken into
account:
c.1
c.1
c.1
the practice shall not be during office hours;
the practice will not be in conflict or tend to conflict with the official functions of the
employee;
the practice shall not entail the use of Programme resources in any form
whatsoever.
3.10 Discipline
3.10.1 Operating Policies
a. The Programme shall create a Fact-Finding Committee that will look into administrative
complaints filed against any of its personnel. It shall be convened as needed, to gather
relevant information/documentary evidence and review the same, conduct hearings and
submit recommendation for the disposition of the Co-Directors.
The basic composition of the Committee shall be the same as that of the Grievance
Committee. The membership may be expanded to include other members of the staff
who, in the opinion of the Programme Management, would contribute to the early
resolution of the case at hand.
b. No action shall be taken on an anonymous complaint unless there is obvious truth or merit
to the allegations set forth in the complaint.
c. The complaint to be given due course should be written in clear, simple and concise
language so as to apprise the respondent of the nature of the charge against him/her and
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UDP Personnel Manual
to enable him/her to prepare his/her defence. The complaint should be under oath.
3.10.2 Basis of Disciplinary Action
All actions, activities and/or transactions in the pursuance of the duties and responsibilities of
Programme personnel, done either singly or collectively, shall be governed by the applicable
provisions of the following issuances:
a. Rule XIV of the Omnibus Rules Implementing Book V of Executive Order No. 292 and
Other Pertinent Civil Service Laws
b. Rules Implementing the Code of Conduct and Ethical Standards for Public Officials and
Employees
c. CSC Memorandum Circular No. 14, s. 1991 re Dress Code Prescribed for all
Government Officials and Employees
d. Policies, rules and regulations issued by Programme Management and the subsequent
amendments.
ooo000ooo
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UDP Personnel Manual
SUMMARY OF FORMS USED
FORM
PAGE
Request to Fill-Up Vacancy
Selection and Promotion Board Summary
of Scores
Personal Data Sheet
Certification re: Hiring of Personnel
Daily Time Record
Certificate of Clearance
Permission Slip
Certificate of Entrance to Duty
Application of Leave of Absence
Report of Leaves, Absences and Tardiness
29
30
31
34
35
36
37
38
39
40
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
REQUEST TO FILL-UP VACANCY
Page 29
UDP Personnel Manual
Date
POSITION/TITLE/S
:
DIVISION/SECTION :
JUSTIFICATION
:
DATE SERVICES REQUIRED :
REQUESTED BY:
RECOMMENDING APPROVAL:
Unit/Section Head
Department/Division Head
APPROVED
DISAPPROVED DUE TO
__________________________________
___________________
___________________
Programme Co-Directors
Page 30
UDP Personnel Manual
See separate file – Form-SPB
Page 31
UDP Personnel Manual
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
PERSONAL BIO DATA
1. SURNAME
FIRST NAME
MIDDLE NAME
2. SEX
Male
Female
3. CIVIL STATUS
Single
Widow/er
Married
Separated
4. IF MARRIED, WRITE MAIDEN NAME
5. NAME OF SPOUSE
6. TAXPAYER’S IDENTIFICATION NUMBER
7. CITIZENSHIP
8. DATE OF BIRTH
9. PLACE OF BIRTH
10.HEIGHT (meters)
11.WEIGHT (kilos)
12.ADDRESS
13.TELEPHONE NUMBER
14.NAME OF FATHER
16.CHILDREN
PLACE OF BIRTH
NAME
15.NAME OF MOTHER
AGE
PLACE OF BIRTH
NAME
AGE
(Continue on separate sheet, if necessary)
17.EDUCATION
NAME OF SCHOOL
COLLEGE/UNIVERSITY
DEGREE/UNITS
EARNED
INCLUSIVE
DATES OF
ATTENDANCE
HONORS
RECEIVED
ELEMENTARY
SECONDARY
VOCATIONAL
COLLEGE
POST GRADUATE
(Continue on separate sheet, if necessary)
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UDP Personnel Manual
18.CIVIL SERVICE
ELIGIBILITY/BOARD/BAR
DATE OF
EXAMINATION
RATING
PLACE OF EXAM.
(Continue on separate sheet, if necessary)
19.RECORD OF IN-SERVICE TRAINING,STUDY AND SCHOLARSHIP GRANTS(Accredited by the CSC)
TRAINING COURSES
PERIOD OF
TRAINING
NO. OF TRAINING
HOURS
CONDUCTED BY
20.SERVICE RECORD (include experience outside government service)
INCLUSIVE DATES
POSITION
AGENCY
SALARY
STATUS OF
APPOINTMENT
(continue on separate sheet, if necessary)
21.SPECIAL SKILLS
22.OTHER QUALIFICATIONS (include membership in related associations, hobbies, etc.)
(continue on separate sheet, if necessary)
23.Are you related within the 3rd degree of consanguinity or affinity to the appointing or recommending authority
(fourth degree for career employees in Local Government Unit or to the chief of bureau or office, or to the person
who has immediate supervision over you in the office, Bureau or Department you are to be appointed? YES NO
If YES, Give particulars.
24.Have you ever been convicted for violating any law, decree, ordinance or regulations any court or tribunal?
YES
NO . Have you ever been convicted for any breach or infraction by a military tribunal or authority, or
found guilty of an administrative offense? YES NO . If your answer is YES to any question, give particulars.
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UDP Personnel Manual
25.Do you have any pending administrative/criminal case? If you have any, give particulars.
7.Have you ever been a candidate in a National or Local Election (Except Brgy. Election) YES NO . If YES, give
particulars.
28. REFERENCES (Persons not related by consanguinity or affinity to applicant/appointee)
NAME
ADDRESS
I declare under the penalties of perjury that the
answers given above are true and correct to the
best of my knowledge and belief.
Community Tax Certifucate No.
at
Issued on
Issued
Signature
Right Thumbmark
Date Accomplished
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UDP Personnel Manual
See separate file – Form-Cert
Page 35
UDP Personnel Manual
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
DAILY TIME RECORD
A.M.
DAY
Arrival
Departur
e
P.M.
Arrival
UNDERTIME
Departur
e
Hours
Minutes
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
27
29
30
31
I certify on my honour that the above are true and correct report of work
Performed, record of which was made daily at the time of arrival and
departure from office.
________________________
Signature
______________________________________________________
Verified as to the prescribed office hours.
________________________
In-Charge
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UDP Personnel Manual
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
CERTIFICATE OF CLEARANCE
Date of Application:_______________________
Type of Clearance:
Provisional
Terminal
TO: THE PROGRAMME DIRECTORS:
This is to apply for clearance from money, property and other accountabilities. It is understood
that I will be answerable for accountabilities that are established as a result of an audit by proper
authorities, after this clearance is issued.
Name of Applicant: ______________________________
Office/Unit/Division: _____________________________
Status of Employment: _______________
Position: _________________________
Salary: __________________________
PURPOSE:
Vacation / Sick Leave exceeding 30 days
Effective Date: _____________________
Termination of Contract
Resignation: __________________________
Maternity Leave
Effective Date: ______________
Transfer to another Agency
Terminal Leave for the period :
____________________
Date of separation from the Programme: ______________________
________________________________
Signature of Applicant
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UDP Personnel Manual
CLEARED AS TO:
I.
Money Accountabilities (Cash Advances, Loan, Disallowance, Financial Record, etc.)except as stated below:
II.
__________________________________ _____________________________________
CASHIER
CHIEF ACCOUNTANT
Property, Records and other Non-Cash Accountabilities except as stated below:
III.
_________________________________ _____________________________________
SUPPLY OFFICER
ADMIN. OFFICER
Personnel (Files, Leave of Absence, DTRs, etc.):
Last day of service: ________________________
Last day of leave with pay: __________________
_________________________________
PERSONNEL OFFICER
IV.
NO PENDING Administrative and/or criminal case filed per records of this Office:
____________________________________
CHIEF, FINANCE AND ADMIN. DIVISION
RECOMMENDING APPROVAL:
APPROVED:
___________________________ ____________________________
_____________________________
SUPERVISOR
PROGRAMME CO-DIRECTOR
DIRECTOR
Date of Clearance: ____________________________
________________________________
PROGRAMME CO-
Valid until:
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
PERSONNEL PERMISSION SLIP
Date:
Permission is hereby requested to leave the Office on:
Official Business
Personal Business
Destination/s : ___________________________________________________________
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UDP Personnel Manual
___________________________________________________________
Purpose/s
: ___________________________________________________________
___________________________________________________________
Estimated Time of Departure from Office
:
AM/PM
Estimated Time of Return to Office
:
AM/PM
Requested by:
Approved:
_____________________________
Name and Signature of Employee
________________________________
Programme Co-Directors/Division Chief
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
CERTIFICATE OF ENTRANCE TO DUTY
This is to certify that _____________________________________________
who has been hired to the position of ______________________________________
has actually reported to work on ___________________________.
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UDP Personnel Manual
This certification is issued as one of the requirements for the first salary payment
Of the above-named employee.
Issued this __________ day of _______________, 20___ in _______________
______________________.
___________________________
Programme Co-Directors
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
APPLICATION FOR LEAVE OF ABSENCE
Date Filed __________________
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UDP Personnel Manual
DIVISION/ZONE OFFICE
POSITION
NAME (LAST)
(FIRST)
(MIDDLE)
DETAILS OF APPLICATION
A. TYPES OF LEAVE
Vacation
Others (Specify)
B. NUMBER OF WORKING
DAYS APPLIED FOR
dates: ______________
Sick
C. WHERE LEAVE WILL BE SPENT
W/in the Phil.
in Hospital
Abroad
Outpatient
D. COMMUTATION
Requested
Not Requested
Inclusive
________________________
Signature of applicant
ACTION ON APPLICATION
A. CERTIFICATION OF LEAVE CREDITS
As of
Vacation:
Sick : ____________
__________________
Personnel Officer
B. RECOMMENDATION
Approved
W/Pay
W/Out Pay
Disapproved due to:
____
____________
Date
B. BALANCE as of
Vacation Leave: _________________
Sick Leave : ___________________
______________________
Section/Division Chief
__________
Date
__________________________________
Programme Co-Directors
Date: _______________
.EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
________________________________
________________________________
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UDP Personnel Manual
REPORT OF LEAVES, ABSENCES AND TARDINESS
For the Payroll Period: _______________
Date:_________________
EMPLOYEE NAME
No. of
Days
Prepared by:
_________________________
Personnel Officer
No. of
Hours
Corresponding Amount
REMARKS
Noted:
_______________________
FAD Chief
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UDP Personnel Manual
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
CERTIFICATION
This is to certify that the services of the persons named herein have been hired by the Programme to the position, rate of pay and
duration of services as indicated below:
NAME
ENTRANCE TO
DUTY
POSITION/OFFICE
DESIGNATION
RATE OF PAY
CONTRACT FROM
CONTRACT TO
This is to certify further that contract of the said personnel are on file at the Personnel Section.
Issued this
day of
_________________________
Personnel Officer
,20
in
.
Noted by:
___________________________
FAD Chief
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UDP Personnel Manual
EUROPEAN UNION - PHILIPPINES
Department of Agriculture
Upland Development Programme in Southern Mindanao
SELECTION and PROMOTION BOARD SUMMARY OF SCORES
POSITION
:
GRADE
:
Q. S. :
PARTICULARS
EDUCATION
EXPERIENCE
TRAINING
N A M E
O F
:
:
:
A P P L I C A N T
AGE
PRESENT ADDRESS (HOME)
PERFORMANCE
(35%)
EDUCATIONAL ATTAINMENT
(15%)
TRAINING
( 5%)
EXPERIENCE
(35%)
POTENTIAL
( 5%)
PHYSICAL CHARACTERISTICS
And PERSONALITY TRAITS
( 5%)
RECOMMENDEE TO VACANT POSITION :
SUBMITTED BY:
Chairperson
FAD Chief
Employees’ Representative
Division /Province where vacancy exits
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