COMMISSION ON AUDIT MEMORANDUM NO. 96-052 November 21, 1996
TO
:
SUBJECT:
1.
All COA Officials and Employees
Prescribing the Mechanisms to Address the Causes and effects of Absenteeism
and Tardiness
OBJECTIVE AND RATIONALE
There are types of absences: one is prearranged for which an application for leave has
been submitted and approved and the other is that which the supervisor is not immediately
informed. Such absences may be paid for or not depending on the sufficiency of leave credits.
Whatever they are, absences and undertimes are manhours lost which affect the efficiency and
stability of the Office. They may be significant indicators of individual attitudes which can affect
office accomplishments. They may also reflect lack of integration of an employee into the work
team and lack of loyalty to her/his Unit/Office and to the Commission.
The Commission has time and again issued guidelines to urge our personnel to improve
their attendance. We have cited Civil Service Commission regulations to make our people
aware of their responsibilities, we are reiterating the pertinent regulations under Annex A as
reminders. But our records show that absenteeism and tardiness are still prevalent. A more
systematic and cooperative effort should, therefore, be made to address the perennial problem.
This Memorandum is issued to set up mechanisms on hoe such efforts may be undertaken in a
coordinated manner.
2.
RESPONSIBILITIES OF THE HUMAN RESOURCE MANAGEMENT OFFICE (HRMO)
As the Office in charge of central personnel management of the Commission, the
HRMO is responsible for undertaking study and evaluation of COA policies on personnel
administration so that appropriate policies can be recommended. Accordingly, the Director,
HRMO, is hereby directed to:
2.1
conduct a study of the causes of chronic absenteeism and tardiness with the end
in view of recommending measures to minimize, if not eliminate, such offenses.
2.2
make regular analysis of absences and tardiness
Units/Offices/Regions. The rate shall be computed as follows:
rate
of
the
Total Man-hours Lost during the Month x 100
No. of Employees x No. of Work Hours
The HRMO shall submit regular reports to the undersigned on the rate per
Office. After an analysis of the reports for six months or so an absenteeism rate
for the Commission shall be identified which may be used as one of the factors
in performance evaluation;
2.3
determines, in coordination with the Director, Planning, Financial and
Management Office (PFMO) and the Directors/OICs of Central and Regional
Offices, the cost of such lost manhours to the Unit ours to the
Unit/Office/Commission which may be used as one of the bases by the Officials
concerned in formulating strategies to make the Unit/Office/Commission cost
effective;
2.4
3.
analyze, in coordination with the Directors/OICs of the Central and Regional
Offices particularly the Director, PFMO, how such manhour lost affect the
productivity of the Unit/office. The result may be used as another factor in giving
incentives to those who have contributed to the productivity. Also, the results of
the Study can be used as inputs to the continual determination of manpower
requirements of each Unit/office which we have started under our streamlining
program.
RESPONSIBILITIES OF THE CENTRAL AND REGIONAL OFFICES
Since personnel administration is not the responsibility of the HRMO alone, all Directors
and OICs of the Central and Regional Offices are enjoined to :
3.1
conduct regular analysis of absences and tardiness rate of the different units of
the Office, including the field audit units for the Central Operating and Regional
Offices using the formula presented under Provision No. 2.2 The results may be
one of the factors the Directors/OICs may use in performance evaluation and in
determining the cost effectiveness of a unit/office for recommendations in the
grant of productivity incentives;
3.2
ensure that the Monthly Summary Reports of Attendance and Absences are
submitted to HRMO within the first ten (10) days of the succeeding month so that
it can undertake analysis immediately;
3.3
see that reports are complete and correct as to information required and that the
attendance and absences of all personnel are reported;
3.4
use the absenteeism rate in formulating strategies on how absenteeism and
tardiness can be controlled;
3.5
in coordination with the Directors of PFMO and HRMO analyze how such lost
manhours affect the productivity of the Unit/Office and the employees
themselves;
3.6
give support to HRMO in their study of the causes of chronic absenteeism and
tardiness; and
3.7
prepare their respective Office guidelines to facilitate the implementation of this
Memorandum.
4.
EFFECTIVITY
This Memorandum shall take effect immediately.
(SGD.) CELSO D. GAÑGAN, Chairman
ANNEX A
CIVIL SERVICE LAWS AND RULES ON ABSENCES AND TARDINESS
The laws and rules on absences and tardiness are in pursuant to Subtitle A, Title I, Book
V, Executive Order 292 made effective on November 23, 1989 as implemented by Civil Service
Commission (CSC) Resolution No. 91-1631 dated December 27,1991.
1.
Frequent unauthorized absences or tardiness in reporting for duty, loafing or
frequent unauthorized absences from duty during regular office hours shall be
one of the grounds for disciplinary action against an officer or employee of the
Civil Service. (Sec. 46, Subtitle A, Title I, Book V, EO 292)
2.
The penalty for frequent unauthorized absences or tardiness in reporting for
duty, loafing or frequent unauthorized absences from duty during regular office
hours is as follows:
Ist Offense
-
Suspension for six (6) months and one day to one
(1) year;
2nd Offense
-
Dismissal (Sec. 23 - q, Rule XIV, CSC Resolution
91-1631).
3.
The officer or employee shall be considered habitually absent if he incurs
unauthorized absence exceeding the allowable 2.5 days monthly leave credits
under the Leave Law for at least three (3) months in a semester or at least three
(3) consecutive months during the year. (Sec. 23 - q)
4.
Any employee shall be considered habitually tardy if he incurs tardiness,
regardless of the number of minutes, ten (10) times a month for at least two (2)
months in a semester or at least two (2) consecutive months during the year.
(Sec. 23 - q)
5.
In case of claim of ill-health, heads of departments of agencies are encourage to
verify the validity of such claim and, if not satisfied with the reason given, shall
disapprove the application for such leave. (Sec. 23 - q)
6.
Application for leaves of employees who absent themselves from work before
approval of the application should be disapproved outright. (Sec. 23 - q)
7.
In the discretion of the Head of any department, agency, or office, any
government physician may be authorized to do a spot check on employees who
are supposed to be on sick leave. (See 23 - q)
8.
Tardiness and undertime shall be deducted from vacation leave credits and shall
not be charged against sick leave credits, unless the undertime is for health
reasons supported by medical certificate and application for leave. (Sec. 25,
Rule XVI Res. 91-1631)
9.
Officers who are absent for at least thirty (30) days without approved leave are
considered on Absence Without Leave (AWOL) and shall be dropped from the
service after due notice. However, when the exigencies of the service require
his immediate presence and he fails/refuses to return to the service, the head of
office may be drop him from the service even prior to the expiration of the thirty
(30) day period above-stated. (Sec. 35, Rule XVI, Res. 91-1631)
10.
Officers and employees who have incurred tardiness and undertime regardless
of minutes per day exceeding ten (10) times a month for two (2) consecutive
months or for two (2) months in a semester shall be subject to disciplinary action.
(Sec. 8, Rule XVII, Res. No. 91-1631)
11.
Off-setting of tardiness or absences by working for an equivalent number of
minutes or hours by which an officer or employee has been tardy or absent,
beyond the regular or approved working hours of the employees concerned,
shall not be allowed. (Sec 9, Rule XVII, Res. 91-1631)