ANNEX A
POLICIES ON THE ATTENDANCE OF ADMINISTRATIVE EMPLOYEES
On Work Schedule and Timekeeping
The University’s official work hours are Monday to Friday, from 8:30 AM to 5:30 PM, and Saturday,
from 8:30 AM to 12:00 PM. All organizational units must be sufficiently staffed during these hours
to maintain essential services to the University community and to facilitate coordination between
units.
1. Recording of Time-In and Time-Out. All non-managerial administrative employees are
required to swipe in and out to record their daily attendance and the hours they work per day.
2. Types of Work Schedule. Employees are required to render 8 hours of work on weekdays and
3.5 hours of work on Saturdays, or a total of 43.5 hours per workweek. Depending on the nature
of their work and demands of their unit’s operations, and upon the discretion of the superiors,
employees may have the following work schedules:
a. Fixed work schedule or shift
b. Compressed work week
c. Flexible work schedule
3. Fixed work schedules or shifts. Following the official business hours of the University,
employees are required to have work shifts from 8:30 AM to 5:30 PM on weekdays, and from
8:30 AM to 12:00 on Saturdays.
Employees may change their official work schedule for educational reasons, when the operations
of the unit require work shifts, or, in exceptional cases, to attend to personal obligations, provided
that the revised schedule still preserves the 8-hour workday and 43.5-hour workweek. It must also
maintain consistency of pattern each week i.e. one schedule for Mondays, one schedule for
Tuesdays, and so on, and the work shift must be between 6:00am to 10pm.
4. Guidelines for changes in work schedules
a. Change of work schedule due to employee’s studies. A temporary change in work
schedule may be established for an employee who is currently pursuing studies, provided
that such a shift change is intended to permit him to attend his classes on time and that the
change will not compromise the operations of the unit. It is the responsibility of the
immediate superior to make certain the fact of the employee’s enrolment and class
schedule. This request must be approved prior to implementation.
b. Change of work schedule due to the demands of operations. The immediate superior
may, upon approval of the unit head, modify an employee’s work schedule to address
operational exigencies such as the need for longer office schedule (e.g. library services), the
need to accommodate early morning or evening services, the need to meet a tight deadline
for an important project or activity, the requirement for preevent preparation or post-event wrapping up, and analogous cases. Supervisors are
discouraged from modifying schedules if it will serve only to make allowances for
tardiness. This request must be approved prior to implementation.
c. Change of work schedule to due to personal obligations. Employees may, upon
approval of the unit head, be allowed to change their work schedule to allow them to attend
to important family or personal obligations. A permanent deviation from the official
university working hours may also be requested after securing permission through a written
memo, stating the reason for said request with approval from the unit head. This request
must be approved prior to implementation.
d. Procedures to be observed when requesting for a change of work schedule.
i.
ii.
Human Resource Management must be notified in writing of any changes in work
schedule one (1) day before any change takes effect. If there are modifications to the
shift, the same “one-day-before rule” applies.
To avail of the shift change, a duly accomplished Request for Shift Change Form,
approved by the immediate supervisor, must be submitted to HRM one (1) day before
the effectivity. The form should contain the name of the requesting employee, start
date and end date of the change of work schedule, the reason for the shift change, and
the proposed work schedule.
5. Compressed work week. A compressed work week is an arrangement where an employee works
43.5 hours in a one week period, but compresses those hours into fewer workdays (i.e., less than
5.5 workdays). Although the shift results in the employee’s having to work for more than eight (8)
hours on some or all workdays, work done beyond the 8th hour will not be compensable by
overtime premium.
Under the compressed work week arrangement, an employee may start work no earlier 6:00am
and end his shift no later than 10pm.
Consistent with Art. 87 of the Labor Code on the Compressed Work Week arrangement, a
notarized waiver is needed and must be executed by the employee, before being allowed to have a
compressed work week.
6. Flexible work schedule due to the demands of operations. If circumstances related to
operations so demand, the immediate superior may allow an employee to follow a flexible work
schedule (or flexi-time). A flexi-time work schedule affords the employee, within certain predefined limits, some latitude in determining the start and end of his 8-hour workday.
Under the flexi-time arrangement, an employee may start work no earlier than 6:00am and end his
shift no later than 10pm.
7. Procedures to be observed when requesting for a flexi-time work schedule:
a. Request for flexi-time must be communicated in writing to HRM by the immediate
supervisor. The request must indicate the justifications (relevant to the operations of the
unit) for the request and the names of persons to whom the flexi-time will be
applied. Upon receipt of the request, HRM consults the unit head and the ManCom
member in-charge of the unit’s oversight and determines the merit of the request.
b. An evaluation of the aptness and necessity of the flexi-time work mode will be done by the
immediate superior, in consultation with HRM, two months after its initiation, and will be
the basis of the approval of the work schedule on a more permanent basis.
c. The consensus of the unit head, the Human Resource Manager and the ManCom member
in-charge of oversight is needed to establish grounds for and approve change to flexi-time
work schedule.
d. HRM, upon concurrence of the unit head and the ManCom member in-charge of the unit’s
oversight may, at any time, revoke the approval of flexi-time if conditions no longer
demand, or if disadvantages are found to outweigh the benefits of such arrangement.
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On Tardiness and Undertime
All managers and staff are expected to live punctuality at work. Punctuality is understood as being at
the assigned work location at the start of one’s shift, remaining at work until the scheduled end of the
shift, unless excused by a supervisor, and leaving promptly at the end of the shift, unless the employee
has been given advance permission from the supervisor to work past that shift.
Tardiness means failure to arrive on the designated start of the employee’s work schedule, while
undertime means leaving early or leaving before the end of the employee’s work schedule.
Supervisors are responsible for instilling punctuality among their employees through internal controls
and consistent supervision and reprimanding whenever necessary.
Guidelines:
1. Effect of tardiness and undertime. Corresponding per minute deductions are made against the
employee’s salary for tardiness and undertime, based on the employee’s official time records.
2. When tardiness becomes actionable. A supervisor can initiate a disciplinary action against an
employee for excessive tardiness. The following shall be considered as occurrences of excessive
tardiness: (a) Incurrence of five (5) instances of arriving late for work for fifteen (15) minutes in a
given month; or (b) Accumulation of 100 minutes of tardiness in a given month.
3. Who are deducted for tardiness and undertime. All non-supervisory staff will incur deductions
in their pay if they report late for work or leave earlier than their official time.
4. Request for undertime. Undertime is not allowed unless prior approval is secured from the
immediate supervisor. It is within the discretion of the immediate supervisor to approve or
disapprove a request for undertime subject to the following guidelines:
a. There is justifiable reason for the request;
b. The undertime will not prejudice the operations of the department
c. The under time does not necessitate the rendering of overtime work within the next three
(3) working days.
d. The undertime does not exceed two (2) hours.
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On Overtime, Night Differential and Time-Related Benefits
The University does not encourage employees to work beyond their official work schedules nor to
render excessive hours of work, considering their effect on the person’s family responsibilities, nonwork related commitments, and their health. Hence, overtime, nightshifts, work on holidays and rest
days are not allowed except when absolutely necessary. It is the responsibility of the supervisor to
plan and schedule work assignments so that these can be done within the employee’s regular work
schedule.
1. Overtime Pay and Overtime Premium.
a. Overtime is time worked beyond employee’s official work schedule. An employee
becomes entitled to overtime premium for hours worked more than eight (8) hours in a
given work day. Entitlement to overtime premium is based on the hours actually rendered
for work and not on the employee’s work schedule.
b. If an employee renders over eight (8) hours of work on an ordinary day, he is paid an
overtime premium of 125% of his hourly rate for every hour of work performed beyond his
eighth hour. He is paid 130% of his hourly rate if he is required to work on a rest day or
special holiday; he is paid 200% of his hourly rate for working on a regular holiday.
c. All non-supervisory employees whose daily attendance is monitored through the
timekeeping system are entitled to overtime, night differential, holiday and rest day
premium in accordance with this policy.
2. Night shift and night shift differential. Night shift is work performed between 10 PM and 6AM.
It is paid a differential of ten percent (10%) on top of the equivalent hourly rate.
3. Work rendered on a Regular holiday
a. A regular holiday is a day declared by the government to be such, and on which work is
suspended by law. All full-time employees are deemed paid on such a day even if it is not
worked. An additional 100% of the hourly rate is made for work performed on a regular
holiday.
b. The regular holidays declared by the government are:
New Years’ day
January 1
Maundy Thursday
(movable date)
Good Friday
(movable date)
Araw ng Kagitingan
April 9
Labor Day
May 1
Independence Day
June 12
Benigno Aquino Day
August 21
National Heroes Day
last Sunday of August
Andres Bonifacio Day
November 30
Id-ul-Fitr
(movable date)
Christmas Day
December 25
Jose Rizal Day
December 30
4. Work rendered on Special Holidays
a. A special holiday is a day on which work is officially suspended by the local or national
government, but such day is not in the list of Regular Holidays. It includes government
declarations of work cancellation to commemorate a certain public occasion or event, or
due to inclement weather, transport strikes, national emergencies and similar cases. An
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employee is deemed paid on such a day even if it is not worked. If it is worked, it is paid an
additional 30% of the hourly rate.
b. The following are considered Special Holidays:
Pasig Day (Pasig area only) July 2
All Saints day
November 1
Public rest day
December 31
5. Work rendered on University holidays
a. A University holiday is a day on which work is officially suspended by the University,
usually to commemorate significant milestones or events in the University. It does not
include declarations of work cancellations due to inclement weather, transport strikes,
national emergencies and similar cases. Employees are deemed paid on such a day even if it
is not worked. If it is worked, it is paid an additional an additional 30% of the hourly rate.
b. Currently, the following are considered University holidays:
Day after New Year ’s Day
January 2
Holy Wednesday
(movable date; half-day work)
Charter Day
June 26 (half-day work)
University Day
August 15 (half-day work)
Eve of All Saints Day
October 31 (half-day work)
Eve of Christmas Day
December 24 (half-day work)
Day after Christmas day
December 26
6. Work done during a Rest day and rest day premium
a. Rest day refers to a day on which employees are not expected to render work (e.g. Sunday).
Work rendered on a rest day is paid an additional 30% of the hourly rate.
b. Overtime premium is computed1 in accordance with this schedule:
Ordinary Day
Within 8 hours
100.00%
In excess of 8 hours
125.00%
Night Differential within 8 hours
110.00%
Night Differential overtime
137.50%
Cancellation of Work
Work rendered before cancellation of work but within 8 hours
100.00%
Work rendered after cancellation of work but within 8 hours
130.00%
In excess of 8 hours
169.00%
Night Differential after cancellation of work but within 8 hours
143.00%
Night Differential in excess of 8 hours
185.90%
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Saturday
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The overtime premium is computed using the following formula for the hourly rate:
Hourly Rate =
2
Monthly Salary
30 days
8 hours x percentage
Provision for a one-hour lunch break is normally made in the computation of OT work on Saturdays.
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Within 3.5 hours
100.00%
In excess of 3.5 hours but within 8 hours
130.00%
In excess of 8 hours
169.00%
Night Differential within 3.5 hours
110.00%
Night Differential in excess of 3.5 hours but within 8 hours
143.00%
Night Differential in excess of 8 hours
185.90%
Sunday or Special Holiday
Within 8 hours
130.00%
In excess of 8 hours
169.00%
Night Differential within 8 hours
143.00%
Night Differential overtime
185.90%
Sunday Day which is also a Special Holiday
Within 8 hours (or 3.5 hours if Saturday)
150.00%
In excess of 8 hours (or 3.5 hours if Saturday)
195.00%
Night Differential within 8 hours
165.00%
Night Differential overtime
214.50%
Regular Holiday
Within 8 hours
200.00%
In excess of 8 hours
260.00%
Night Differential within 8 hours
220.00%
Night Differential overtime
286.00%
Regular Holiday, which is also a rest day
Within 8 hours
260.00%
In excess of 8 hours
338.00%
Night Differential within 8 hours
286.00%
Night Differential overtime
371.80%
c. Employees are not allowed to render overtime, have a nightshift, work on a holiday or rest
day, or render any work outside of one’s shift without the explicit consent of the immediate
supervisor. Supervisors must establish and implement internal controls as
may be necessary to ensure that the requirement for prior consent is observed and that the
provisions of this policy are not abused. Supervisors reserve the discretion to decline a request
for payment of overtime, nightshift, holiday, or rest day work if such is rendered without the
prior approval or if it does not meet the terms of the unit’s internal rules.
7. Filing of overtime work
a. To avail of overtime pay, night differential, and premium pay, an Overtime Payment
Request Form must be submitted to HRM. It must indicate the start time and end time of
the overtime work for which payment is being requested, and the purpose of the overtime.
It must be signed by the requesting employee and approved by the immediate supervisor.
The OT form must be submitted to HRM not later than the 1st day of the month
immediately following the month when overtime work was rendered.
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b. Overtime pay is normally included in the payroll that is given on the 13 th day of the month
(covering the 1st to 15th days of a month).
8. Meal allowance. Employees are entitled to a fixed amount of meal allowance upon rendering two
(2) consecutive hours of overtime work, daily. Employees whose overtime work includes
provision for meals (e.g., activities in which the employees are provided meals) are not entitled to
file for meal allowance.
9. Paid leaves are hours worked. Paid leaves are considered hours worked for purposes of reckoning
hours worked for overtime.3
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Hence, an employee who had filed a paid half-day leave and decided to come to work for the
remaining half will be eligible for overtime premium, if he renders overtime work.
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On Leaves
The University grants paid vacation and sick leaves to allow employees to take time off from work for
rest, sickness, emergencies and other personal reasons without incurring deductions from their
salaries. Sick leaves are used exclusively in case of sickness or similar condition, or any purpose
incidental to sickness (e.g. bed rest, check-up). Vacation leaves are used for other purposes.
Employees are encouraged to take long breaks, preferably a minimum of one week-duration, as a
means to revitalize energy needed in effectively performing professional duties. Supervisors are
advised to coordinate with their staff in planning and scheduling such long leaves mindful of their unit
or department’s operational needs.
1. Eligibility. All regular administrative employees are entitled to paid vacation and sick leaves.
2. Number of leaves. Eligible employees earn 15 days of vacation leaves and 15 days of sick leaves
every June 1 of each year. However, employees who obtain entitlement for the leaves after June
1 earn the leaves on a monthly basis i.e. 1.25 days of vacation leaves and 1.25 days of sick leaves
per month beginning on the first day of such entitlement. They begin to earn the full leave credits
on June 1 following the date of their entitlement.
3. Filing of leaves. Paid vacation and sick leaves can be availed by filling out an online leave
application from the UA&P Employees Portal. The leave application requires the approval of the
immediate superior. In the leave application, the employee should give the reason for the leave
and where the leave should be charged (vacation, sick, accumulated). It shall be the immediate
supervisor’s responsibility to validate the reason for the leave so that it can be charged
accordingly. Misrepresentation is considered an act against honesty and is dealt with accordingly.
If the reason for the leave is capable of anticipation (e.g. long vacation, personal or family
activity), the request for the leave approval must be made at least two (2) working days before the
intended date of leave. It is within the discretion of the immediate supervisor to disapprove a
leave authorization in case of failure to submit the leave application within the prescribed period.
If the employee proceeds with the leave without such authorization, such leave is considered
absence without official leave (AWOL) and is deducted from the employee’s salary. It may be
considered an act against diligence and will be dealt with accordingly.
If the reason for the leave is sudden or unexpected, and hence, cannot be anticipated, the leave
must be submitted the day upon the employee’s return from the leave. It is the responsibility of
the employee to immediately notify his immediate supervisor by way of a phone call or a text
message (SMS) that he is not able to report for work. It is within the discretion of the immediate
supervisor to disapprove a leave authorization in case of failure to submit the leave authorization
forms within the prescribed period or in case of failure to make immediate notification. If the
leave is disapproved, such leave is considered an absence without official leave (AWOL) and is
deducted from the employee’s salary. The same is considered an act of lack of diligence and is
dealt with accordingly.
4. Floating Holiday Leave. Since they are not entitled to claim overtime pay, supervisors who are
instructed to work on a holiday due for compelling reasons shall be entitled to floating
holiday leave which is equivalent to a vacation leave credit.
To be valid, the “holiday
work” must be approved by the immediate superior of the supervisor concerned.4
5. Half-day leave. A half-day (0.5) day leave is that which does not exceed four (4) hours.
For purposes of this policy, “supervisor” shall mean first-line supervisor or person-in-charge of a
group of subordinates and one who no longer is entitled to overtime pay. OPCOM and MANCOM
members are exempted from this rule.
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6. Effect of Work Suspension. In case of a University announcement of a work suspension (e.g.
due to inclement weather, transport strike, etc), an employee who is on leave shall not incur
deduction on his leave credit or deduction in salary as a result of the leave.
7. Leave without pay. Employees are required to file a leave, whether or not he has leave credits
available. Leaves that are filed when there are no leave credits available are considered leaves
without pay (LWOP).
8. Accrual. A maximum of 7.5 days of unused vacation leaves and 7.5 days of unused sick leaves
may be accrued to the following school year as accumulated leaves. Employees may accumulate
up to 60 days of leaves. These leaves may be used for any reason.
9. Commutation to cash. A maximum of 7.5 days of unused vacation leaves and 7.5 days of unused
sick leaves may be commuted to cash at the end of the school year. All administrative employees
are entitled to leaves encashment, provided that their time records are complete and that they have
dutifully filed their leaves during the school year. Members of the OPCOM and MANCOM
cannot encash their unused leaves.
10. Interchangeability of leaves. An employee may use vacation leave credits in case of a sicknessrelated leave, or the sick leave credits, for leaves not related to sickness, provided that in the case
of tapping into the vacation leaves, the employee has no more sick leave credits left, or in the case
of tapping into the sick leaves, the employee has no more vacation leave credits left.
The number of vacation leaves drawn from sick leave credits shall be deducted from the
employee’s allowance for encashable leaves.
11. Effect of resignation/termination. If an employee resigns or is separated in the middle of the
school year, his leaves are prorated at 1.25 days of vacation leave and 1.25 days of sick leave for
every month served from June 1 of the current school year. A maximum of 7.5 days of unused
vacation leave and 7.5 days of unused sick leave credits may be commuted to cash and is credited
in the last pay. Leaves taken in excess of the prorated number of leaves will result in
corresponding deductions as negative leave credits in the employee’s last pay.
12. Terminal leave. Terminal leave is a leave taken immediately before the date of separation or
resignation. As a general rule, terminal leaves are not allowed.
This is to prevent possible
difficulties in the handover of responsibilities. Unused leaves shall be encashed and included in
the last pay. It is only in highly exceptional cases where an employee may be allowed to go on
terminal leave. In such cases, it is within the discretion of the immediate supervisor to determine
whether the unit or department can afford to allow the employee to go on terminal leave.
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