Republic
.ie Philippines
DEPARTMENT OF TRANSPORTATION
AND COMMUNICATIONS
OFFICE OF THE SECRETARY
OFFICE ORDER NO. 2011-
20
To
ALL OFFICIALS AND EMPLOYEES
This Department
Subject
REVISED INTEGRATED POLICY ON TIME AND ATTENDANCE
MONITORING, LEAVE ADMINISTRATION AND OTHER IMPORTANT
APPLICABLE RULES/POLICIES FOR THE EMPLOYEES
OF THE
DEPARTMENT OF TRANSPORTATION
AND COMMUNICATIONSCENTRAL OFFICE (DOTC-CO)
Date
29 April 2011
I.
RATIONALE
1.
Office Order No. 2009-142 dated 23 November 2009 was issued in order to update and
enhance the full understanding and compliance with the rules and regulations set by the
Civil Service Commission (CSC) and this Office on time monitoring and attendance,
leave administration, and retirement.
I
2.
In view of the issuance of CSC Memorandum Circular Nos. 16, 17 and 25 all series of
2010 re: Policies on Undertime, Half-Day Absence and Guidelines on the Availment of
Special Benefits for Women, respectively, it is imperative that the said Office Order must
be amended for dissemination and implementation.
11.
BASIC POLICIES
A.
Responsibilities
1.
All supervisors
in this Department are hereby directed to disseminate, orient and
implement this policy to their respective staff. It is to be emphasized that, as they have
the primary jurisdiction over their staff, they shall monitor the daily whereabouts and
attendance behaviors of their subordinates.
2.
Likewise, all employees have the primary responsibility to know and to comply with all
the existing policies of CSC and this Department.
3.
The Personnel Division shall monitor the monthly attendance of the employees based
on the verified/validated/signed
Daily Time Records (DTRs) submitted by the
supervisors. Likewise, the Personnel Division shall submit a report of attendance
infractions to the Legal Service, if any, for appropriate action.
of the Concerned Offices:
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Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
2
Ill.
SPECIFIC ATTENDANCE POLICIES
A.
OFFICE WORKING HOURS - RULE XVII, EO 292
1.
All officials and employees of this Department shall render not less than eight (8)
hours of work a day for five (5) days for a total of forty (40) hours a week, exclusive
of time for lunch. This number of hours or even beyond, when circumstances so
warrant, is required from all government officials or employees who are appointed to
positions to perform specific functions, duties and responsibilities to serve the public.
(Section 5)
2.
Flexi-time starts from 7:00 am to 9:30 am and ends from 4:00 pm to 6:30 pm; the
core time is 9:30 am to 4:00 pm, except when there is Flag Ceremony. In the latter
case, the official time to be observed shall be:
•
•
Flexi-Time for employees who arrived before 8:00 am; and
8:00 am to 5:00 pm for employees who arrived at 8:00 am and beyond. Any fraction
of an hour after 8:00 am shall be considered tardiness.
3.
Noon-break shall be from 12:00 nn to 1:00 pm.
B.
USE OF BIOMETRIC BUNDY CLOCK (FINGERSCAN MACHINE)
1.
All employees shall be required to key-in four (4) transactions in the biometric bundy
clock (fingerscan machines). Failure to key-in four (4) times shall be considered as
incomplete transaction except when an employee: is on official business; is ordered to
go home due to illness; or opts to go undertime; or on a half day absence; or in other
similar circumstances. However, for undertime or half day absence, deduction from the
employee's vacation leave credits or salary, whichever is applicable, shall be
appropriately done.
2.
If an employee has no transaction,
or has only one (1) transaction which is not
supported by any document that he/she is on official business, he/she will be considered
absent.
3.
The supervisor's
initialls shall validate the handwritten time entries in the Daily Time
Record (DTR) in case of missing and/or incomplete transactions.
4.
Employees who failed to transact with the biometric/mechanical
noon-break shall be considered half-day absence.
5.
For the conduct of official business in the morning and after 1:00 pm, employees
shall no longer be required to key-in and key-out in the Fingerscan Machine, their time of
bundy clock during
, Revised Integrated Policy
Office Order No. 2011on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
3
arrival and departure, respectively, to avoid error on time computation as the Gate Pass
will cover their time entries during the period.
C.
EXEMPTIONS FROM THE USE OF THE BIOMETRIC BUNDY CLOCK (FINGERSCAN
MACHINE)
1.
Employees having difficulty in using the biometric bundy clock, as verified by the
Personnel Division, shall be allowed to use the mechanical bundy clock.
2.
Drivers and close-in-security
personnel who are assigned to Presidential Appointees
shall register their time entries in the biometric bundy clock when their supervisors are
absent, on leave or on travel (locally or abroad). The time entries from the computergenerated DTRs being released by the Personnel Division shall be transferred to the
Bundy/Time Card (yellow DTR) for the supervisor's signature.
Their DTRs shall be included in the transmittal of DTRs of the concerned Official's staff
to the Personnel Division within the first seven (7) working days of the succeeding
month.
D.
DAILY TIME RECORD (DTR)
DTR is the basis of the employees' attendance and the updating of monthly leave
credits/earnings.
The employee and the supervisor's signatures signify their assent and/or attestation
the time entries in the DTR.
to
1.
Presidential Appointees, from Directors up, are covered by Department Order No.
2009-26 dated 09 July 2009. (Annex "B")
2.
Falsification or irregularities in the keeping of time records such as punching of DTRs
for somebody else is a violation of the basic policy which constitutes dishonesty and/or
misconduct, and will render the guilty officer or employee administratively liable without
prejudice to criminal prosecution as the circumstances warrant. (Sec. 4, Rule XVII, EO
292, as amended)
3.
Under normal conditions, the Personnel Division officially transmits all printed DTRs to
all concerned offices/supervisors every 3rd working day of the month.
4.
Likewise, supervisors shall officially transmit the complete Personnel copy of the duly
initialed/signed DTRs to the Personnel Division within the t= working day of every
month. The other copy of the DTR shall be retained by the concerned employee for
his/her personal file.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
5.
4
Partial official transmittal of the Divisions'/Offices' DTRs may be allowed to comply with
the submission deadline i.e. when the employee is on leave or on travel; provided that, it
shall be accompanied by written explanation.
Late/non-submission
regulations.
of duly signed DTRs is a violation of CSC/Office
rules and
E.
DOTC-ACTION CENTER PERSONNEL
1.
In order to have an objective, fair, and systematic monitoring of attendance, the DOTCAction Center personnel who are on shifting schedules shall only be required to have
two (2) fingerscan transactions, as follows:
1st shift
2nd shift
3rd shift
Additional
6:00
2:00
10:00
8:00
shift
am to 2:00 pm
pm to 10:00 pm
pm to 6:00 pm
am to 5:00 pm
2.
Any single transaction
be treated as absent.
3.
If changes in shifting schedules become imperative, the Head of Action Center shall
request the Secretary or his duly designated representative for the approval of new
shifting schedules of personnel. Changes in shifts shall not exceed once every six (6)
months and the duration shall not be less than three (3) months to give time for reprogramming the Time Monitoring System of this Department.
F.
REASSIGNEDIDETAILED/SECONDED
Definition
that is not supported by Gate Pass or Travel/Mission Order shall
EMPLOYEES
of Terms:
Reassignment is the movement of an employee across the organizational structure
within the same department of agency, which does not involve a reduction in rank, status
or salary.
Detail is the temporary movement of an employee from one department or agency to
another which does not involve a reduction in rank, status or salary.
Secondment is the movement of an employee from one department or agency to
another which is temporary in nature and which mayor may not require the issuance of
an appointment which may either involve increase in compensation and benefits.
1.
DOTC-CO employee/s including PMO personnel who are reassigned or detailed or
seconded to other Agencies/Offices shall follow the attendance and leave administration
policies of the receiving agency.
I
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
5
Hence, the receiving Agency shall transmit to the Personnel Division, this Department,
the verified/validated/signed DTRs of the said employee/s, within the first seven (7)
working days of the succeeding month.
2.
Likewise, employees from DOTe PMOs and other Agencies who are detailed or
seconded to this Department shall follow the attendance and leave administration
policies of this Department and shall use the biometric bundy clock (fingerscan machine)
in recording their daily attendance.
Hence, the duly signed DTRs including the Certification of Service of the peG
uniformed personnel detailed in this Department should be transmitted back to the
Personnel Division within the first seven (7) working days of the succeeding month
for official transmittal to their mother agencies.
3.
Therefore, for guidance and/or other necessary personnel actions, all employees of this
Department, including PMO personnel, who are reassigned or detailed or seconded to
other Agencies
and vice-versa,
must
immediately
inform
the Personnel
Division/Section, that he/she has already reported for work for record purposes.
G.
GATE PASS AND TRAVEL/MISSION
1.
Supervisors are responsible in monitoring the whereabouts of their respective staff.
Likewise, any employee who leaves his/her office, either for personal or official reasons
should secure permission from the immediate supervisor. (Office Order No. 61 dated 07
December 1984)
2.
They shall submit a Gate PasslTravellMission Order to the Personnel Division, prior to
attendance to official or personal business to enable the said Division to adjust
accordingly their attendance records.
3.
The conduct of official business without the Gate PasslTravellMission Order shall be
deducted from the employees' vacation leave credits unless initialed/justified
by the
concerned supervisor.
4.
Advance/provisional
copy of the gate pass may be submitted to the Personnel
Division if the principal or alternate signatory is not available.
5.
Gate Pass is applicable only for one (1) day regardless of the duration and/or start/end
time of the business, except when warranted.
6.
Conduct of Official Business (OB) within Metro Manila and places near Metro Manila
for one (1) day duration shall be treated as official; hence, should be supported by Gate
Pass. Beyond these areas, travel order is required.
7.
The duration for the conduct of personal
employees' vacation leave credits.
I
ORDER
business shall be deducted from the
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
8.
6
Supervisors may allow their staff to go on official business on account of medical
consultation, renewal of licenses/permits of CPAs, Engineers, Lawyers, Medical
Practitioners and Drivers whose Position Items are under the DOTC-CO Plantilla of
Personnel, and which should not be more than half-day absence from work, except
on meritorious
cases, provided that gate passes have been submitted before
conducting such business. (Gate Pass Form ADM-A-05, Important Reminders)
Likewise, employees who are required to attend court hearings are allowed to go on
official business every time they present a copy of their respective summons.
9.
Upon their return however, employees shall submit to the Personnel Division any of the
following proofs:
a)
For medical consultation - copy of the Medical Certificate from the attending
physician indicating therein the Tax Identification
Number, PTR No.,
Hospital/Clinic Name, Address and Telephone Number; or Medical prescription
of the attending physician in his/her own stationery letterhead; or Laboratory
results, and
b)
For renewal of license/permit - copy of License/Permit
Non-submission
of any of these proofs shall be a ground for deduction from the
vacation leave credits.
10.
The General Services Division's Record Section shall furnish the Personnel Division
with a copy of the employee/s' travel/mission order.
11.
The Human Resource Development Division shall provide the Personnel Division with
record of attendance to trainings/seminars/conferences which were conducted/facilitated
by the said Division for the timely adjustment of employee/s' attendance in the Time
Monitoring System.
12.
Mission Order shall only be issued by the concerned official/offices for activities which
are confidential in nature.
H.
ATTENDANCE INFRACTIONS
H.1 TARDINESS/UNDERTIME
1. Tardiness is defined as the failure of an employee to arrive at a time set, lack of
punctuality, or not arriving on time. This definition inevitably implies that an officer or
employee may, in one working day, incur tardiness twice: one in the morning and
another in the afternoon. (CSC Resolution No. 000970 dated 07 April 2000,
Carmelita P. Yadao-Guno)
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
7
2. Undertime is defined as working time that is less than the full time or the required
minimum. It is the act of leaving the office/workplace before the prescribed time or
that which is specified by this Department, or the act of rendering services for less
than the required eight (8) hours of work. However, an employee who incurs an
undertime cannot be considered tardy. (CSC Resolution No. 000970 dated 07
April 2000, Carmelita P Yadao-Guno)
3. Tardiness and undertime are two (2) entirely different concepts that cannot be
interchanged. They are counted separately, and/or may be jointly, depending on the
manner the employee committed attendance infractions in a particular day. Any
incidence of tardiness and/or undertime will be counted against him/her.
4. As an illustration, if an employee reports for work at 9:30 am, then he must render
service up to 6:30 pm. However, should an employee report for work after 9:30 am,
he/she shall then be considered tardy. Should an employee leave the office before
6:30 pm, he/she shall be considered on undertime. If the attendance infraction
happens in just one (1) day, the employee will have one (1) count for tardiness and
another count for undertime. (CSC Resolution No. 000970 dated 07 April 2000,
Carmelita P. Yadao-Guno)
5. An employee may be twice tardy and/or undertime in a given working day. To
illustrate, if an employee arrives at 9:31 am then keys in his/her going-out time a few
minutes before 12:00 am, then reports back at 1:01 pm and leaves the office before
6:30 pm, he will have two (2) counts of tardiness and two (2) counts of undertime - a
total of four (4) attendance infractions in just one day. (CSC Resolution No. 000970
dated 07 April 2000, Carmelita P. Yadao-Guno)
6. Tardiness and undertimes 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. (CSC MC No. 41, s. 1998)
7. Habitual Tardiness is an attendance infraction wherein officers and employees
incur tardiness and/or undertime, regardless of the number of minutes per day, ten
(10) times a month for at least two (2) consecutive
months during the year. or
for at least two (2) months in a semester, which shall be subject to disciplinary
sanctions. (CSC-MC No. 34, s. 1998)*
8. CSC Memorandum Circular No. 16 s. 2010 dated 06 August 2010 on undertime
shall be implemented due to the inimical effect of undertime to public service, to wit:
8.1
Any officer or employee who incurs undertime, regardless of the number of
minutes/hours, ten (10) times a month for at least two months in a semester
shall be liable for Simple Misconduct and/or Conduct Prejudicial to the Best
Interest of the Service, as the case maybe; and
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
8.2
8
Any Officer or employee who incurs undertime, regardless of the number of
minutes/hours, ten (10) times a month for at least two (2) consecutive months
during the year shall be liable for Simple Misconduct and/or Conduct
Prejudicial to the Best Interest of the Service, as the case may be.
9. Offsetting 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 employee concerned, shall not be allowed.
(Section 9, Rule XVII, Omnibus Rules Implementing Book V of EO 292)
H.2
HALF DAY ABSENCE
1. Pursuant to CSC Memorandum Circular No. 17 s. 2010, the guidelines for half day
absence are as follows:
IV.
1.1
Any officer or employee who is absent in the morning is considered to be
tardy and is subject to the provisions on Habitual Tardiness; and
1.2
Any officer or employee who is absent in the afternoon is considered to have
incurred undertime, subject to the provisions of Undertime.
LEAVE OF ABSENCE (RULE XVI, EO 292, AS AMENDED BY CSC MC No. 41, s.
1998 and CSC MC No. 14, s. 1999)
Definition
of Terms:
Leave of Absence is generally defined as a right granted to officials and employees not
to report for work with or without pay as may be provided by law and as the rules
prescribe in Rule XVI of EO 292.
Unauthorized
application.
leave is being absent from work despite prior disapproval of the leave
Unfiled Leave refers to the employee's absence from work without filing the necessary
leave application as required under the CSC rules.
Late submission of leave application is the failure of employees to submit their leave
applications within the allowable period of filing/submission.
Unfiled/late filed/submitted
leave is considered as unauthorized
leave and the
period of absence shall be deducted from the salary. It is also considered violations
of CSC rules; thus, subject to disciplinary action.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
IV.1
9
BASIC POLICIES
1. For scheduled leave of absence, Office Clearance is required for thirty (30)
calendar days or more to be submitted prior to leave together with the leave
application (CSC MC No. 41, s. 1998 and Department Order No. 2009-27).
Therefore, applications for Clearance should be filed at least one (1) month in
advance of the effective date of leave.
2. Employees of this Department who render work during the prescribed office hours
are entitled to fifteen (15) days vacation leave and fifteen (15) days sick leave
annually with full pay, exclusive of Saturdays, Sundays and public holidays, without
limitation as to the number of days of vacation and sick leave accumulated.
3. Whenever employees go on leave of absence, they are required to file their leave
applications using CSC Form No. 6 which was already installed in the computer
units of every office/division/unit
and should be fully accomplished in duplicateoriginal copies.
4. The concerned employee shall see to it that his/her leave application has been
approved by his/her supervisor, and submitted within the allowable period to the
Personnel Division.
5. The procedures in the filing, processing, and approval of leave applications, are as
follows:
Leave of Absence within the Philippines
5.1
Employees shall fully accomplish CSC Form No. 6 (Leave Application Form)
in two (2) original copies.
5.2
The supervisor recommends the approval or disapproval of the application.
5.3
The authorized official approves the application following the rules on
delineation of functions/delegation of authority.
5.4
The Personnel Division processes
certification as to leave balance.
5.5
A copy of the processed application is released to the employee concerned
every end of the month which shall serve as reference in monitoring their
leave credits. The other one is retained at the Personnel Division for file.
the
application,
particularly
the
Further, for employees' guidance, the Personnel Division shall release the annual
leave credits at the end of January every year.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
Leave of Absence outside the Philippines
10
(Personal Travel Abroad)
5.6
Follow the Procedures under 5.1 to 5.2
5.7
After the concerned supervisor has recommended/signed
the leave
application, the concerned employee shall release the same to the Personnel
Division for the certification as to leave balance.
5.8
After which, the Personnel Division shall release it to the Human Resource
Development Division (HRDD) for the processing of Travel Authority/Order
for signature of the Secretary or his duly authorized representative.
5.9
The HRDD shall release the approved leave application to the Personnel
Division for the Leave Folder File and for the employee's copy.
6. An employee who is continuously
absent without approved leave for at least
thirty (30) working days shall be considered on absence without official leave
(AWOL) and shall be separated from the service or dropped from the rolls without
prior notice. He/she shall, however, be informed at his/her address appearing on
his/her 201 files of his/her separation from the service, not later than five (5) days
from its effectivity. (Section 63, CSC MC No. 41, s. 1998 as amended by CSC
Resolution No. 070631 dated 10 May 2007)
7.
However, when it is clear under the prevailing circumstances that the official or
employee concerned, has established a scheme to circumvent the rule by incurring
substantial absences though less than thirty (30) working days 3 x in a semester,
such that a pattern is already apparent, dropping from the rolls without notice may
likewise be justified. (CSC MC No. 13, s. 2007)
7.1
8.
If the number of unauthorized absences incurred is less than thirty (30)
working days, a written Return-to-Work Order shall be served to him/her at
his/her last known address on record. Failure on his/her part to report for
work within the period stated in the Order shall be a valid ground to drop
him/her from the rolls. (Section 63, CSC MC No. 41, s. 1998 as amended by
CSC Resolution No. 070631 dated 10 May 2007)
Failure of the employee to report for work after the expiration of one (1) year leave
shall consider him/her automatically separated from the service. (Sec. 62, CSC MC
No. 42, s. 1998)
9. Employees who are granted extension of service upon reaching their compulsory
retirement age will earn leave credits only when such benefit is specifically provided
for in the CSC Resolution.
Office Order No. 2011,Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
11
10. For absences due to fortuitous events such as death in the family, illness and
calamities, the concerned employees shall inform their immediate supervisors and
the Personnel Division about their absences, for monitoring/record purposes.
11. Whenever the application for leave of absence is not acted upon by the duly
authorized official/signatory within five (5) working days after receipt thereof, the
application for leave of absence is deemed approved. (Sec. 49, Rule XVI, EO 292)
The concerned employee has the responsibility
to follow-up
supervisor, the action taken to his/her leave application.
with
his/her
12. An employee shall be considered habitually absent if he/she incurs unauthorized
absences exceeding the allowable 2.5 days monthly leave credit for at least three
(3) months in a semester or at least three (3) consecutive months in a year. In
case of claim of ill health, the validity of such claim shall be verified and the
application for sick leave shall be disapproved if the reasons given are not
satisfactory. [Section 22 (q), Rule XIV of EO 292 as amended by CSC Resolution
No. 98-1395 dated 08 June 1998]
13. An employee who is absent without approved leave shall not be entitled to receive
his/her salary corresponding
to the period of his/her unauthorized leave of
absence pursuant to Section 50 of Rule XVI of EO 292. It is understood; however,
that his absence shall no longer be deducted from his/her accumulated
leave
credits.
The Personnel Division shall continue the submission of monthly report on salary
deduction, restoration to and cancellation from the Payroll to the Treasury Division.
The concerned employee who was cancelled from the Payroll due to Leave Without
Pay has the responsibility to submit the documentary requirements i.e. copies of
signed DTR, approved Leave Application and Office Clearance, if applicable,
directly to the Treasury Division to facilitate the payment of salary through
Voucher and for subsequent restoration to the Payroll.
14. A provisional copy of the leave application may be submitted to the Personnel
Division, if the approving authority is not available at the time of filing.
15. Supervisors shall officially report their staff with prolonged sudden absences of at
least five (5) working days to the Personnel Division, for notification, monitoring and
record purposes, to avoid any incidence of overpayment of salaries in case the
employee has no more leave to his credit.
Supervisors' failure to report such absences is a violation of reasonable CSC/Office
rules and regulations.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
12
16. Loafing or frequent unauthorized absences from duty during regular office hours
is punishable under Section 22 (q) of Rule XIV, as amended by CSC Resolution No.
98-1395 dated 08 June 1998. As such, supervisors are required to monitor the
whereabouts of their subordinates and report cases of loafing to the Legal Service,
through the Personnel Division, for appropriate disciplinary action.
17. Where an official or an employee fails to report for work on a regular day for which
suspension of work is declared after the start of regular working hours, he/she shall
not be considered absent for the whole day. Instead, he/she shall only be deducted
leave credits or the amount corresponding to the time when official working hours
start up to the time the suspension of work is announced. (Sec. 32, Rule XVI, EO
292)
IV.2
TYPES OF LEAVE
A. SICK LEAVE
1. Sick leave is granted only on account of sickness or disability of the employee or any
member of his family (parents, brothers, sisters, children, legal spouse, and even
house help who are living with the employee). (Section 54, CSC MC No. 41, s. 1998)
2. If sickness, disability or health risk afflicts an employee while at work, the
Department Physician shall respond to the emergency call and personally
attend to the employee wherever he/she may be within the office premises to
provide the necessary treatment and/or to accompany the employee to the hospital,
if warranted.
3. Approved sick leave application submitted to the Personnel Division later than the
6th working day shall be deducted from his/her salary.
4. Medical Certificate is required for leave of absence in excess of five (5) days.
(Section 16, Rule XVI of EO 292)
5. For scheduled operation and/or advice to rest due to employee's illness, the
leave application shall be submitted prior to the effectivity of such leave, to be
supported by a Medical Certificate issued by the attending physician indicating
therein the License Number, Name of Hospital/Clinic Address, Telephone Number,
Tax Identification Number, duly noted by the Department Physician.
6. If the patient is anyone of the immediate members of the family only the patient's
Medical Certificate issued by the attending physician is required. (Rule XVI, Omnibus
Rules Implementing Book V of EO 292, Section 21, Special Leave privileges)
7. Upon return of the concerned employee to work, a medical clearance from the
attending physician that he/she is fit to work should be submitted to the Department
Physician for notation. Afterwards, he/she shall submit it to the Personnel Division
I
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
13
for record purposes. No employee shall be allowed to report for work without
medical
clearance
and the concerned
supervisor
shall
enforce
this
requirement at all times.
8. An employee who would be recommended by the Department Physician/ supervisor
to go home due to sudden illness shall be issued a certification that he/she is
excused from work for the day. The same shall be submitted to the Personnel
Division so that his/her absence shall not be deducted from the leave balance. The
said employee shall strictly adhere to the certification issued.
9. If the employee's abnormal health condition persists/worsens,
necessitating
prolonged absence/rest, he/she shall notify the Department Physician, his/her
supervisor, and the Personnel Division of his/her absence and shall file the
necessary leave application upon return to work.
10. For communicable
diseases, based on the diagnosis/recommendation
of the
attending physician and/or this Department's Physician, the concerned employee
shall not be allowed to report for work by the supervisor concerned and shall
undergo self-quarantine for the duration of his/her illness to protect the other
employees.
The concerned supervisor shall see to it that the Physician's instruction is strictly
followed by the employee.
B. VACATION LEAVE
1. Vacation Leave refers to leave of absence granted to officials and employees for
personal reasons, the approval of which is contingent upon the necessities of the
service. (Section 52, CSC MC No. 41, s. 1998)
2. Application for vacation leave of absence for one (1) full day or more shall be
submitted on the prescribed form for action by the proper head of agency or his duly
authorized representative pursuant to the rules on delineation of functions/delegation
of authority five (5) days in advance, whenever possible, of the effective date of
such leave. (Section 51, CSC MC No. 41, s. 1998)
3. Leave of absence without pay for any reason other than illness shall not be
counted as part of the actual service rendered: Provided, that in computing the
length of service of an employee paid on a daily wage basis, Saturdays, Sundays or
holidays occurring within a period of service shall be considered as service although
he did not receive pay on those days inasmuch as his/her service was not then
required. (Section 28, par. 2 of CSC MC No. 41, s. 1998).
Hence, vacation
leave without pay is considered
a gap in the service.
Office Order No 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
14
The term "actual service" refers to the period of continuous service since the
appointment of the official or employee concerned, including the period or periods
covered by a previously approved leave with pay.
4. For purposes of computing the length of service for the grant of Step Increment,
approved vacation leave without pay for an aggregate of fifteen (15) days shall not
interrupt the continuity of the three (3) years service requirement for the grant of Step
Increment. (Section 60, CSC MC No. 41 s. 1998)
5. However, if the total number of authorized vacation leave without pay included within
the three-year period exceeds fifteen (15) days, the grant of Step Increment will only
be delayed for the same number of days that an official/employee was absent
without pay. (Section 60, CSC MC No. 41 s. 1998/0ffice Order No. 2001-81, Item Ill,
Par. 2 - Clarification on the Rules, Procedures and Criterion on the Grant of Step
Increment)
6. For the grant of Loyalty Award, an employee, who incurred an aggregate of not
more than 50 days authorized vacation leave without pay within the 10-year period,
shall be considered as having rendered continuous service. (CSC MC NO. 6, s.
2002)
7. In the same way, an employee who incurred an aggregate of not more than 25 days
authorized vacation leave without pay within the 5-year period may qualify for the 5year milestone loyalty award. (CSC MC No. 6, s. 2002)
8. If the total number of authorized vacation leave without pay exceeds fifty (50) days
for the 10-year period and twenty (25) days for the 5-year period, the grant of Loyalty
Award will also be delayed for the same number of days that an employee was
absent without pay.
C. FIVE (5) DAYS FORCED/MANDATORY
LEAVE (CSC MC No. 41, s. 1998)
1. All employees with ten (10) days or more vacation leave credits shall be required to
go on vacation leave whether continuous or intermittent for a minimum of five (5)
working days annually. Availment or enjoyment of such leave shall be covered by
the following conditions:
1.1
Pursuant to the delegation/delineation of functions/authorities, and in the
exigency of the service, the Secretary may cancel any previously scheduled
leave.
1.2
The forced leave shall be forfeited if not taken during the year. However,
if the Secretary cancelled the scheduled leave in the exigency of the service,
the same shall no longer be deducted from the total accumulated vacation
leave.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
15
1.3
Retirement
or resignation
from the service in a particular year without
completing
the calendar
year does
not warrant
forfeiture
of the
corresponding
leave credits of concerned employees who opted not to avail
of the five-day mandatory vacation leave.
1.4
Those with accumulated vacation leave of less than ten (10) days shall have
the option to go on forced leave or not. However, officials and employees
with accumulated
vacation
leave of fifteen (15) days who availed of
monetization for ten (10) days resulting in five (5) days vacation leave, under
Section 22 hereof, shall still be required to go on forced leave.
1.5
Forced Leave is only good for five (5) days; hence, applications beyond this
number shall be automatically deducted from Vacation Leave credits.
1.6
Filing of application
applicable.
D. SPECIAL
PRIVILEGE
for Forced
LEAVE
Leave shall be made in advance,
whenever
(SPL) - CSC MC NO. 41, s. 1998
1.
Special Privilege Leave refers to leave of absence which officials and employees
may avail of for a maximum
of three (3) days annually
over and above the
vacation, sick, maternity, solo parent and paternity leaves to mark special milestones
and/or attend to filial and domestic responsibilities.
2.
SPL may be availed of for three (3) days, which may be on a staggered
purposes of attending to filial obligations,
personal milestones,
calamity,
etc.
3.
SPL is non-cumulative
4.
The application
and non-convertible
basis, for
accident,
to cash.
should be filed five (5) days prior
to availment.
5.
SPL on emergency cases shall be filed within the day upon return to work, and
supervisor/office
should be informed of the reason for availing such leave.
6.
SPL is only good for three (3) days; thus, applications beyond this number
automatically deducted from the Vacation Leave credits.
E. MATERNITY
1.
LEAVE
- RULE I, CSC MC NO. 41,
Maternity
Leave refers to leave
employee legally entitled thereto, in
working mother some measures of
and recuperatio
in connection with
I
the
shall be
s. 1998
of absence granted to a female government
addition to vacation and sick leave, to extend the
financial help and to provide her a period of rest
her pregnancy.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
16
2. Every woman, whether married or unmarried, may be granted maternity leave for
more than once a year in every instance of pregnancy, irrespective of its frequency.
This may be granted based on the following:
2.1
Those who have an aggregate of two (2) or more years of service will be
granted sixty (60) days leave.
2.2
Those who have rendered one (1) year or more but less than two (2) years of
service, the computation of which shall be in proportion with the length of
service.
2.3
Those with less than 1 year of service shall be entitled to sixty (60) days
leave with half payor 1 month salary.
2.4
It may also be granted on the following conditions:
2.5
•
If the delivery occurred not more than fifteen (15) calendar days after the
employees' termination from the service;
•
Even if she is on an extended leave of absence without pay; and,
•
Even if she has a pending administrative case (Sections 13 to 18).
Filing of leave application shall be one (1) week prior to maternity leave and
the documents to be submitted to the Personnel Division shall include:
•
•
•
Approved Leave Application
Certification as to the expected delivery by her respective Obstetrician
Gynecologist duly noted by the Department Physician
In case of miscarriage, a copy of the pathological report shall be
submitted following the aforecited procedure, but filing may be upon
return to work
3. The concerned employee shall coordinate with the Property Utilization and
Disposal Division, this Department, on her accountabilities pursuant to Department
Order No. 2009-27 - Clearance Policy.
4. An employee may report back to work prior to the expiration of her maternity leave
and shall be paid for her services, subject to the submission of complete
documentary requirements, to wit:
4.1
4.2
4.3
written request to return to work
recall order issued by the concerned Service Director, as recommended by
the concerned supervisor
medical certificate/clearance that she is physically fit to work duly noted by the
Department PiySiCian
, Revised Integrated Policy
Office Order No. 2011on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
17
5. The concerned supervisor/employee will forward these documents to the Personnel
Division for record and attendance monitoring purposes, and for coordination with
the Treasury Division.
F. PATERNITY LEAVE - SECTIONS 19-20, CSC MC NO. 41, s. 1998
1. Every married male employee is entitled to paternity leave of seven (7) working
days for each of the first (4) deliveries of his legitimate spouse.
2. It shall be non-cumulative
and strictly non-convertible
to cash and may be
enjoyed within one (1) month in a continuous or staggered manner before, during, or
after delivery, or in case of miscarriage.
3. The leave application should be filed five (5) days before the actual leave of absence
or within the day upon return to work with the following documents:
•
•
•
Marriage Contract
Birth Certificate of the New Born Child
Medical Certificate duly signed by the attending physician/midwife showing the
actual date of delivery or miscarriage to be submitted following the above
procedure.
G. PARENTAL LEAVE - REPUBLIC ACT NO. 8972 (SOLO PARENT ACT), CSC
RESOLUTION NO. 040284 (IRR) and CSC MC NO. 8, s. 2004
1. Parental Leave is granted to a parent who has the sole custody and responsibility of
the child and who has rendered at least one (1) year of service regardless of
employment status.
2. It shall be non-convertible
to cash and non-cumulative,
and the application shall
be filed five (5) days before the leave. In case of emergency however, it shall be
filed within the day upon return to work.
3. In order to avail of the Parental Leave, the solo parent shall submit to the Personnel
Division the Solo Parent Identification Card or Certification
issued/validated by
the Department of Social Welfare and Development within the month of January
every year. Non-submission
of the Identification Card or Certification thereof
shall render the concerned employee disqualified to avail of such leave.
4. However, photocopies of Authenticated Birth Certificate and adoption papers, in case
of adoption, shall be submitted only once for every child.
5. The Personnel Division shall keep records of the solo parent-employees and shall
ensure that their ID cards and supporting documents are up-to-date.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
18
H. REHABILITATION LEAVE FOR JOB-RELATED INJURIES - SECTION 55, CSC
MC NO. 41, s. 1998 and CSC-DBM JOINT CIRCULAR NO. 1, s. 2006
1. Rehabilitation Leave may be granted to all employees for disability on account of
injuries sustained while in the performance of duty.
2. It is non-cumulative and non-commutative or non-convertible to cash.
3. Injuries from accidents that occurred while the officials or employees are going to
work and/or going home from work are not considered sustained while in the
performance of official duties.
4. The duration, frequency and terms of availing this leave shall be based on the
recommendation of the medical authority i.e. may be half day basis, intermittent
schedule or less than six (6) months, but not to exceed six (6) months and his/her
absences shall not be deducted from the sick and vacation leave credits.
A written concurrence of a government physician shall be obtained relative to the
recommendation for rehabilitation, if the attending physician is a private practitioner,
particularly on the period of rehabilitation.
The concerned employee shall secure a medical certificate which reflects the
intermittent schedule, if required, to be submitted to the Department Physician for
notation and submission to the Personnel Division for record purposes.
5. Officials and employees under rehabilitation leave shall receive their salary and
regular benefits mandated by law, such as Personnel Economic Relief Allowance,
Additional Compensation, year-end bonus and cash gift.
5.1
They are not entitled, however, to benefits and privileges that are enjoyed
based on the actual performance of duties of the positions such as
Representation and Transportation Allowances (RATA).
5.2
Claimants are entitled to reimbursement for first-aid expenses, preferably in
government facilities. Reimbursement is subject to the availability of funds
and shall not exceed P5,000.OO, unless expenditures beyond the said
amount are necessary as certified by medical authorities and approved by the
Secretary. First aid refers to the basic medical treatment immediately given
to a person hurt in an accident.
5.3
Procedures/Application
for Entitlement - The immediate supervisor shall
assist the concerned staff on the matter of documentation to facilitate the
approval of the application.
5.3.1
Application shall be made through a letter supported by relevant
report, i.e. police report, if any, and medical certificate on the nature of
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
19
the injury, the course of treatment involved and the need to undergo
rest, recuperation and rehabilitation as the case may be.
5.3.2
The employee or any member of his/her family shall first make a letter
of application, together with the prescribed leave application (CSC
Form 6), and shall submit the same to the Department Physician
within one (1) week from the time of the accident, except when
longer period is warranted.
5.3.3
Rehabilitation Leave application for more than thirty (30) days shall be
supported with the Office Clearance.
5.3.4
The Department Physician shall immediately evaluate and submit her
recommendation to the Secretary through the Personnel Division.
The latter shall transmit the same to the Secretary through the
concerned officials.
5.3.5 Submission of request with incomplete documents shall warrant denial
of the grant of benefits.
5.3.6
I.
Upon approval/disapproval by the Secretary, the documents shall be
released to the Personnel Division for further processing/action.
TEN (10) DAYS LEAVE - REPUBLIC ACT NO. 9262 (VIOLENCE AGAINST
WOMEN AND THEIR CHILDREN ACT OF 2004) and CSC RESOLUTION NO.
051206
1. Violence is any act or series of acts committed by any person against a woman who
is his wife, former wife, or against a woman with whom the person has or had a
sexual or dating relationship, or with whom he has a common child, or against her
child whether legitimate or illegitimate, within or outside the family abode, which
results in, or is likely to result in, physical, sexual, psychological harm or suffering, or
economic abuse including threats or such acts, battery, assault, coercion,
harassment or arbitrary deprivation of liberty. It includes, but is not limited to, the
acts enumerated in Section 3 of RA 9262.
2. Any woman employee in the government service, regardless of employment status
and/or whose child is a victim of violence and whose age is below eighteen (18) or
above eighteen (18), but unable to take care of himself/herself, is entitled to avail of
the ten (10) days leave. It may be on a continuous or intermittent manner to cover
the days that she has to attend to medical and legal concerns.
3. It is non-cumulative and non-commutative.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
20
4. Whenever applicable, it should be filed before the actual leave of absence or
immediately upon the employee's return, accompanied by the following documentary
requirements:
4.1
Barangay Protection Order (BPO);
4.2
Temporary/Permanent
court;
4.3
If Protection Order is not yet issued by the Barangay or the Court, a
certification issued by the Punong Barangay or Prosecutor or the Clerk of
Court that the application for BPO, TPO, or PPO has been filed with the said
Office shall be sufficient to support the application for the ten (10) days leave;
and
4.4
In the absence of the BPO, TPO, PPO or the certification, a Police Report
specifying the details of the occurrence of violence on the victim and a
medical certificate may be considered at the discretion of the immediate
supervisor of the woman employee concerned.
Protection Order (TPO or PPO) obtained from the
J. SPECIAL LEAVE BENEFITS FOR WOMEN - REPUBLIC ACT NO. 9710, MAGNA
CARTA OF WOMEN AND CSC MEMORANDUM CIRCULAR NO. 25 s. 2010
1. Any female public sector employee, regardless of age and civil status, shall be
entitled to special leave of a maximum of two (2) months with full pay based on her
gross monthly compensation, provided she has rendered at least six (6) months
aggregate service in any or various government agencies for the last twelve (12)
months prior to undergoing surgery for gynecological disorders.
2. The special leave may be availed for every instance of gynecological
requiring surgery for a maximum period of two (2) months per year.
disorder
3. The availment of the said special leave benefits shall be in accordance with the
Guidelines' List of Surgical Operations for Gynecological Disorders - Annex "A" as
provided for under CSC MC No. 25 which reflects the estimated periods of
recuperation from surgery due to the specific gynecological disorder.
4. Other Surgical Operations for Gynecological Disorders which are not found in Annex
"A" of the Guidelines may be allowed subject to certification of a competent medical
authority and submission of duly approved application for leave (CSC Form No. 6).
5. The earned leave credits may be used for preparatory procedures and/or
confinement prior to surgery. Moreover, should the period of recuperation after the
surgery exceed two (2) months, the female/employee may use her earned sick
leave credits for the same. If the sick leave credits have been exhausted, the
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
21
vacation leave credits may be used pursuant to Section 56 of the Omnibus Rules on
Leave.
6. This special leave benefit is non-cumulative and not convertible to cash.
7.
Procedure for the availment of the Special Benefits for Women:
7.1
The application for the special leave benefit shall be made through the CSC
Form No. 6 signed by the employee and duly approved by the proper signing
authorities.
7.2
The CSC Form No. 6 shall be accompanied by a medical certificate filled
out by the proper medical authorities, e.g. attending surgeon accompanied by
a clinical summary reflecting the gynecological disorder which shall be
addressed or was addressed by the said surgery; the hispathological report;
the operative technique used for the surgery; the duration of the surgery
including the peri-operative period (period of confinement around surgery); as
well as the employee's estimated period of recuperation for the same.
7.3
The application for the special leave benefits may be applied in advance, that
is, at least five (5) days prior to the scheduled date of the gynecological
surgery that will be undergone by the employee. The rest of the requirements
shall be attached to the medical certificate upon the employees return to
work.
This advance notice would give the proper authorities ample time and means
to prevent disruption of the operations of work unit during the absence of the
employee and to address the exigency of the services of the office.
7.4
In instances when a qualified female employee undergoes an emergency
surgical procedures, the said leave application shall be filed immediately
upon the employee's return from such leave together with the required
documents.
7.5
Upon the employee's return to work, she shall also present a medical
certificate signed by her attending surgeon that she is physically fit to
assume the duties of her position.
K. STUDY LEAVE - covered by Department Order No. 2009-29 dated 11 September
2009. (Annex "e")
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
L. MONETIZATION
NO. 41, S. 1998
22
OF LEAVE CREDITS - SECTIONS 22 to 24, RULE I, CSC MC
1. Monetization refers to payment in advance, under prescribed limits and subject to
specified terms and conditions, of the money value of leave credits of an
employee upon his request without actually going on leave.
2. Officials and employees in the career and non-career service who have
accumulated fifteen (15) days of vacation leave credits shall be allowed to
monetize a minimum of ten (10) days: Provided, that at least five (5) days is
retained after monetization, and provided further that a maximum of thirty (30)
days may be monetized in a given year
3. All employees are given the option to choose the number of days they want to
monetize in a given year, based on the criteria set by the CSC, but only one
request for monetization
per-employee-per-year
will be granted.
The
payment shall be made twice a year: applications received from January to
June will be paid by July, and those from July to December will be paid by
the end of December, subject to the availability of funds.
Employees, shall submit their applications not later than the 15th of June for
the 1st semester applications, and by end of November for the 2nd semester
applications to give ample time for the Personnel and Treasury Divisions to
process all applications.
Beyond this period, all applications for monetization shall be fully justified and
recommended by the concerned supervisor,
and shall be subject to the
availability of funds.
4. Additional conditions in the grant of the monetization of leave credits:
4.1
Filing of Forced Leave application shall still be required even if the leave
balance is less than ten (10) days.
4.2
50% monetization is allowed and is chargeable to vacation and sick leave
balances (Sec. 23, Rule XVI, EO 292). Vacation Leave however should
first
be exhausted
before utilizing the Sick Leave, and the
request/application shall be subject to the approval of the Secretary.
M. TRANSFER OF LEAVE CREDITS - SECTION 47, CSC MC NO. 41, s. 1998
1. When an employee transfers from one government agency to another, he/she can
either have his/her accumulated vacation and/or sick leave credits commuted or
transferred to his/her new agency.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
23
2. The second option can be exercised as a matter of right only by an employee who
does not have gaps in his/her service. However, a gap of not more than one
month may be allowed provided the same is not due to his fault.
3. The option to transfer accumulated leave credits can be exercised within one (1)
year only from the employee's transfer to the new agency.
N. TERMINAL LEAVE
1. Terminal leave refers to the money value of the total accumulated leave credits of
an employee based on the highest salary rate received prior to or upon retirement
date/voluntary separation.
2. The Personnel Division shall submit the Terminal Leave credits to the Treasury
Division for processing/payment thereof, only upon submission of the following
documents:
The Applicant-employee:
•
•
•
Terminal Leave Application
GSIS and Office Clearance
Latest Statement of Assets, Liabilities and Net Worth
The Personnel Division shall provide the following:
•
•
•
•
Updated Service Record
Leave Computation Card/Sheet
Copy of latest Appointment
Copy of latest Notice of Salary Adjustment
3. The request/claim for payment of Terminal Leave benefits must be done within
ten (10) years from the date of separation from the service; otherwise, the same
shall be forfeited. (Sec. 38, CSC MC No. 41 s. 1998)
V.
OTHER POLICIES:
A. APPLICATION
FOR LOAN
1. In the availment of/application for loans whether at the Government Service
Insurance System, Land Bank of the Philippines, PAG-IBIG, etc., the applicantemployee shall fully comply with all the existing guidelines/conditions
and
documentary requirements particularly when utilization of leave credits is required.
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
24
B. REQUIREMENTS FOR SPECIFIC CASES:
1. Orders/Resolutions/Decisions
The Legal Service, after having served the Order/Resolution/Decision
to the
suspended/dismissed employee/s, shall officially transmit copies thereof to the
Personnel Division for record purposes and for coordination with the Treasury
Division.
2. Suspension
or Leave of Absence Without Pay
The concerned employee, after his/her suspension or leave of absence without pay,
must inform the Personnel Division that he/she has already reported for work to
facilitate the recommendation for restoration to the Payroll by the Treasury Division,
and for record purposes.
Further, it shall be his/her responsibility to submit to the Treasury Division, the
following documents for the processing of his/her salary claim through Voucher:
•
•
•
•
Signed DTR
Office Clearance, if applicable
Medical Certificate in case of Sick Leave
Copy of Order/Resolution/Decision
3. Optional/Compulsory
Retirees
All retirees, upon receipt of the Notice to Retiree, are advised to comply with the
preparation/submission of documentary requirements to facilitate the release of
claim/benefits.
4. Transferred/Resigned
Employees
Employees who transferred to other government Agencies or resigned from the
service are likewise advised to prepare/submit the documentary requirements upon
receipt of the authority to transfer or acceptance of resignation, to facilitate the
transfer of records and/or processing of claim/benefits.
C. OFFICE CLEARANCE
Strict compliance with Department Order No. 2009-27 on the guidelines in the
submission/processing of Office Clearance is hereby reiterated. The original copy
of the Office Clearance shall be submitted to the Personnel Division as an
attachment to the terminal leave credits for submission to the Treasury Division. A
copy shall be retained at the Personnel Division's Leave Folders which shall be the
basis for the turnover of the 201 file for the retiree's safekeeping, pursuant to CSC
Office Order No. 2011, Revised Integrated Policy
on Time/Attendance Monitoring and Leave Administration
for the DOTC-Central Office' employees
25
Resolution No. 070881, CSC MC No. 8, s. 2007, and Department Order No. 200735, all pertaining to the management of 201/120 Files.
VI.
REPEALING CLAUSE
All issuances inconsistent herewith are hereby amended and/or superseded accordingly.
VII.
EFFECTIVITY
This Order shall take effect immediately.
For your guidance and strict compliance.
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DOTC-OSEC
1IIIIIIIIIIIIIIIIIIIIIIIIIillllll~IIIIIIIIIIII~IIII~1111
OUTGOING
Legal Basis:
Omnibus Rules on Leave
Executive Order No. 292
Various CSC Resolutions
11.00736