HRDO UPLB Operations Manual

HUMAN RESOURCES DEVELOPMENT OFFICE OPERATIONS OPERA TIONS MANU MANUAL AL

CONTENTS OF THIS MANUAL

I.

Introduction Introduction on the Manual (p. 1)

II.

Definition of Terms and acronyms (p.1-5)

III.

General Information Inf ormation about the Agency and and the Selected Selected Areas Areas of Operation Operation (p.6) (p.6)

IV. IV.

Organization and Responsibilities (p.7-9)

V.

Operational Control Control and Supervision (p.9)

VI.

Operating Procedures Procedures (p.10-88)

VII.

Appendices (p.89-197)

I.

INTRODUCTION

The general purpose of this Operations Manual is to communicate the basic personnel policies, practices and procedures to aid the employees of the University of the Philippines Los Baños in the efficient and effective implementation of standards for recruitment, selection and compensation of faculty, research, extension and professional staff and administrative personnel. This Manual covers the duties and responsibilities that are performed within the office which are in accordance with personnel policies of the National government (Civil Service Commission as the lead agency) and University rules and policies.

II.

DEFINITION OF TERMS AND ACRONYMS

A. DEFINITION OF TERMS Employment Status in General Permanent – issued issued to a person who meets all the minimum qualification standards of the position to which he is being appointed, including the appropriate eligibility prescribed, in accordance with the provisions of law, law, rules and standards promulgated in pursuance thereof. This includes all levels of positions. positions. (As amended by CSC MC No. 15, s. 199) Temporary issued to a person who meets the education, experience and training requirements for the position to which he is being appointed except for the appropriate eligibility but only in the absence of a qualified qu alified eligible actually available, as certified b y the Civil Service Regional Director or Field Officer. The appointment shall not exceed e xceed twelve months, reckoned form the date it was issued but the appointee may ma y be replaced sooner if a qualified eligible who is willing to accept the appointment becomes actually available. –

Substitute issued when the regular incumbent of a position is temporarily unable to perform the duties of his position, as when he is on approved leave of absence or is under suspension or is on scholarship grant or is on seco ndment. This is effective only until the return of the former incumbent. incu mbent. A substitute appointment is issued only if the leave of absence of the incumbent is at least three (3) months, except in the case of teachers. –

Co-terminous issued to a person whose entrance and continuity in the service is based on the trust and confidence of the appointing authority or of the head of the organizational unit where assigned; or co-existent with the incumbent; or limited b y the duration of the project; or co-existent with the period for which an agency or office was created. –

Contractual - issued to a person who shall undertake a specific work or job for a limited

1

period not to exceed one year. The appointing authority shall indicate the inclusive period covered by the appointment for purposes of crediting services. Casual issued only for essential and necessary services where there are not enough regular staff to meet the demands of the service. –

Nature of Appointment Original

refers to the initial entry into the career and non-career service.

–

However, for those in the career service, the first six months of service following a permanent appointment shall be probationary in nature and the appointee shall undergo a thorough character investigation. A probationer may be dropped from the service for unsatisfactory conduct or want of capacity an ytime before the expiration of the probationary period. Provided that such action is appealable to the Commission (As amended by CSC MC No. 15 s. 1999) Promotion - the advancement of an employee from one position to another with an increase in duties and responsibilities as authorized by law, and usually accompanied by an increase in salary. Promotion may be from one department or agency to another or from one organizational unit to another within the same department or agency. Transfer is the movement of employee from one position to another which is of equivalent rank, level or salary without break in the service involving the issuance of an appointment –

Reemployment is the reappointment of a person who has been previously appointed to a position in the career o non no n career service under permanent status but was separated there from as a result of reduction in force, reorganization, retirement, voluntary resignation, or of any non-disciplinary actions such as dropping from the rolls and other modes of separation . Reemployment presupposes a gap in the service (As amended by CSC MC No. 15 s. 1999) –

Reappointment is the re-issuance of an appointment during reorganization, dev olution, salary standardization, re-nationalization or similar events Reappointment presupposes no gap in the service. –

Reinstatement- is the issuance of an appointment to a person who has been previously appointed to a position to a career service and who has, through no delinquency or misconduct, been separated therefrom or to one who has been exonerated of the administrative charges unless the decision exonerating him specifies restoration to his previous position. Renewal refers to the subsequent appointment issued upon the ex piration of the appointment of the contractual/casual personnel, or temporary app ointment, if a qualified eligible is not actually available, as certified by the C ivil Service Regional Director or –

2

Field Officer. Renewal presupposes no gap in the service. Change of status

1. temporary to permanent – the appointment issued to a temporary employee when he acquires the appropriate eligibility or becomes fully qualified for the position to which he is appointed. 2. provisional to regular (permanent) – the appointment issued when a provisional teacher qualifies and is registered as a professional teacher. Demotion – is the movement of an employee from one position to another with reduction in duties, responsibilities, status of rank, which may or may not involve reduction in salary and is not disciplinary in nature. Upgrading/ Reclassification - refers to the change in position title with the corresponding increase in salary grade. Positions are upgraded in order to attain effectively the functions and duties attached to the position and for the employee to perform an all-around adaptability in meeting diverse work assignments. This requires issuance of appointment. Other Personnel Movements Reassignment – movement of an employee across the organizational structure within the same department or agency, which does not involve a reduction in rank, status or salary. Detail – Temporary movement of an emplo yee from one department or agency to another which does not involve a reduction in rank, status or salary. Secondment – Movement of an employee from one department or agency to another which is temporary in nature and which may or may not require the issuance of an appointment which may either involve increase in compensation and benefits. Designation – Merely an imposition of additional duties to be performed by a public official which is temporary and can be terminated an ytime at the pleasure of the appointing authority Job Rotation – the sequential or reciprocal movement of an employee from one office to another or from one division to another within the same agency as a means for developing and enhancing the potentials of people in an organization by exposing them to the other work functions of the agency. Qualification Standards the qualification standards prescribed in the Manual which are the minimum and basic requirements for the position. –

Source: Revised Omnibus Rules on Appointments and other Personnel Actions January 2006 Pink Sheet – Summary sheet of the communication in connection with the following matters:

3

1. 2. 3. 4. 5. 6.

Study leave with or without pay Sabbatical leave Special detail assignment Secondment with or without pay Attendance in seminars/conferences/conventions Honorarium/allowances as resource person, lecturer and the like which are charged to seminar/workshop/training fees and unit’s allotment. It is understood that the recommendees are UP Personnel 7. Special collecting/disbursing officer Basic Paper - Summary sheet of the communication in connection with the following matters: blue sheet for the Administrative staff, and green sheet for the Academic and REPS are as follows:

3. 4. 5. 6. 7.

Original appointment Reappointment Renewal Reclassification Tenure

8. Promotion 9. Additional assignment 10. Item/Unit transfer 11. Extension of service

Source: Office of the Chancellor Memorandum No. 107, Series of 1999 Private Practice of Profession – Outside activities of University personnel which include: limited practice of profession, management of private enterprises, outside consultancy, secondment, teaching in other in other educational or training institutions with which the University has a Memorandum of Agreement, as well as research and other activities or projects under the auspices of outside agencies which are not considered integral functions of the University. Such activities shall not be considered part of the regular work load of the personnel concerned. st

Source: Minutes of the 1031 Meeting of the Board of Regents held on 28 June 1990 Sabbatical – Subject of the exigencies of the service, a sabbatical may be granted to a member of the faculty for study, research or some scholarly or creative work, rest, renewal, for a period not exceeding one year, with full salary. th

Source: 1138 Meeting of the Board of Regents held on 17 December 1999

4

B. LIST OF ABBREVIATIONS & ACRONYMS

AcPB AFB AFS ALIB APC BIR BMO CSC CSV ESD FAPHE GS GSIS HRDO MOA MPOR NSO OIL OSU OVCRE OWH PDF PDS PES PMRF RDO REPS RET RMO SPMS SALN SRC SRP TIN TOR

Academic Personnel Board Application for Funeral Benefits Application for Survivorship Application for Life Insurance Benefit Academic Personnel Committee Bureau of Internal Revenue Budget Management Office Civil Service Commission Cash Surrender Value Examination Services Division Financial Assistance Program for Hospitalization Graduate School Government Service Insurance System Human Resources Development Office Memorandum of Agreement Monthly Performance Output Report National Statistic Office Office of the Institutional Linkages Office of the Secretary of the University Office of the Vice Chancellor for Research and Extension Official Working Hours Position Description Form Personal Data Sheet Performance Evaluation System PHILHEALTH Member Registration Form Regional District Office Research Extension and Professional Staff Retirement Records Management Office Strategic Performance Management System Sworn Statement of Assets, Liabilities and Net Worth Service Recognition Credit Application Service Recognition Pay Tax Identification Number Terms of Reference

5

III. GENERAL INFORMATION ABOUT THE AGENCY AND THE SELECTED AREAS OF OPERATION

Receives and releases all incoming and outgoing papers. Issues forms, prepares reports and keep records.

Recruitment, Selection & Appointment Section Provides information on CSC policies , laws and rules and implements University policies and procedures on personnel recruitment, selection and appointment to faculty, REPS and administrative positions; publishes vacant items to be filled-up; screens and evaluates applicants; reviews and checks recommendation, checks the accuracy of all entries in the basic papers and completeness of supporting documents; prepares notice of appointment and serves as secretariat of the Personnel Board

Employee Benefits Section Oversees, monitors and submits documents pertaining to separation, leave benefits and other University benefits; maintains, and updates personnel data in electronic database

Position Classification and Staff Development Section Plans, coordinates, and conducts career and employee development training,

programs

(e.g.

seminar/workshop,

forum etc.) for faculty, REPS, and administrative staff of UPLB. The section is also in-charge in job audit,

ad

hoc

committees,

Performance Evaluation System (PES) of the administrative staff, and Performance Management System -

Office Performance

Evaluation System (PMS-OPES).

6

IV.

ORGANIZATION AND RESPONSIBILITIES A. HRDO ORGANIZATIONAL CHART

7

B. HRDO SECTIONS AND RESPONSIBILITIES HRDO is divided into three sections, with functions defined in relation with the overall mandate and functions of the whole office. The following are the sections of HRDO: 1. Recruitment, Selection & Appointment Section 2. Employee Benefits Section 3. Position Classification and Staff Development Section

B.1

Recruitment, Selection & Appointment Section

 Provides information on CSC policies, laws and rules and implements

    

University policies and procedures on personnel recruitment, selection and appointment to faculty, REPS and administrative positions; Publish vacant items to be filled-up; Screens and evaluates applicants; Reviews and checks recommendation, checks the accuracy of all e ntries in the basic papers and completeness of supporting documents; Prepares all appointments for faculty, REPS and administrative staff Serves as secretariat of the Personnel Board B.2

Position Classification and Staff Development Section

 Plans, coordinates, and conducts career and employee development programs

(e.g., training, seminar/workshop, forum etc.) for faculty, REPS, and administrative staff of UPLB.  In-charge of job audit, ad hoc committees, Performance Evaluation System (PES) of the administrative staff, and Strategic Performance Management System (SPMS). B.3

Employee Benefits Section

 Oversees, monitors and submits documents pertaining to separation, leave

benefits and other University benefits;  Maintains and updates personnel data in electronic database.  Transmits updates of personnel records to various government agencies

C. HRDO DUTIES OF EACH SECTION C.1

Recruitment, Selection & Appointment Section

 Prepares publication and posting of approved vacancies of requesting units  Pre-screens application papers in accordance with CSC qualification standards

and UP rules and regulations  Reviews basic papers and supporting documents for appointment  Issues appointments for Faculty, REPS and Administrative Staff and Graduate Assistants  Issues Notices on Merit Incentives, Salary Increases/Adjustments and

 Create, update and maintain service cards/ledgers of new and active

employees

C.2

Position Classification and Staff Development Section

 Conducts seminars, workshops and forums  Issues memorandums for various personnel request (e.g., flexi time , study

leave, travel abroad etc.)  Checks/computes/encodes and submits the Performance Target/Evaluation of administrative staff  Serves as support staff for Ad-Hoc Committee that is currently reviewing the administrative staffing pattern

C.3

Employee Benefits Section

 Process separation papers  Process leave applications  Process employees’ membership application to other government agencies     

V.

(e.g., GSIS, Philhealth, BIR etc.) Process applications for benefits (e.g., FAPHE, SRC, Special Monetization etc.) Evaluates and Prepares the list of personnel eligible for benefits/awards (e.g., rice, loyalty awards, etc.) Updates personnel records (UPLB and other government agencies e.g., GSIS, Philhealth, BIR etc.) Maintains records of leave credits of university personnel Issues Certificate of Employment and Service Record

OPERATIONAL CONTROL AND SUPERVISION

The Chief Administrative Officer ensures the smooth operation of the office through supervision and providing overall direction in achieving the mandate of the office. The Supervising Administrative Officer assists him and serves as the Section Chief of the Recruitment Selection and Appointment section. A Section Chief each heads the Classification and Staff Development Section and the Employee Benefits Section. All three section chiefs are responsible to translate the overall mandate and goals of the office into tasks and activities to guide the support staff in the optimum delivery of services provided by the office.

VI.

OPERATING PROCEDURES

PROCESSING OF REQUEST FOR AUTHORITY TO FILL-UP VACANT/VACATED ITEMS Schedule of Availability of Service : Monday to Friday 8:00 a.m. – 5:00 p.m. without noon break Who May Avail of the Service : Offices that have vacancies due to retirement/resignation/promotion/death of the incumbent What are the requirements : 1. Fully accomplished form signed by requesting officer 2. Date and reason for vacancy of item 3. List of duties and responsibilities attached to the item with corresponding percentages 4. Organizational, personnel and functional chart of the requesting unit 5. Signs and degree of work backlog due to vacancy of the item 6. Coping mechanism of the requesting unit relative to the vacant/vacated item 7. Mission , Vision 8. Duties and responsibilities of all existing and vacant position of the office 9. Job audit of the requesting unit to be done by the CU’s HRDO (HRDO – in charge) 10. Evaluation /assessment and recommendation of CU’s HRDO Head (HRDO – in charge) How to Avail of the Service: Step

Applicant/ Client

Service Provider

1

Get application form

2

Submit accomplished application form Submit accomplished application form Submit accomplished application form

Provide application form and make clarification, if necessary For Budget Director’s recommendation/signature

3

4

Duration of Activity 1-5 minutes

For Vice-Chancellor’s recommendation/signature Check the following: a.proper accomplishment of the form b. completeness and validity of supporting documents/ requirement

30 minutes

Person in Charge HRDO Staff

BMO Chief Administrative Officer Vice Chancellor for Administration HRDO Staff

Fees

Form

6 7

8

9

10

Submit accomplished application form and evaluation Submit accomplished application form and evaluation Submit accomplished application form and evaluation

For Section Chief evaluation/approval For Chief Administrative Officer evaluation/ approval/ signature For Vice Chancellor’s evaluation/approval/ signature

15 minutes 5 minutes

HRDO Staff HRDO Chief Administrative Officer Vice Chancellor for Administration

For Chancellor’s approval/signature

Chancellor

For President’s approval/signature/release

UP President (UP Diliman)

End of Process

PROCESSING FOR CSC PUBLICATION OF VACANT POSITION Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Employees What are the Requirements: 1. Authority to fill the position 2. Request for CSC Publication Duration:

1 hour and 12 minutes

How to Avail of the Service: Step

Applicant / Client

Service Provider

Duration of Activity

Person In Charge

1.

Submit accomplished documents

Stamp, update docutrack, record in electronic file and distribute

(17 mins)

HRDO Staff

Review the attach document to the request for publication of vacant positions Prepare request for the publication of vacant positions

(15 mins)

HRDO Staff

(5 mins)

HRDO Staff

Encode qualification standard of the vacant position, item no., salary grade and place of assignment Check the request for publication and the qualification standards, item no., salary grade and place of assignment of the vacant position to be filled

(10 mins)

HRDO Staff

(10 mins)

HRDO Staff

2.

3.

4.

5.

Form

CSC of Vacant Position in Government (Format)

6.

7.

Final checking of the request for publication of vacant position to CSC

(10 mins)

HRDO Staff

Send request and a copy of vacant position to CSC for publication

(10 mins)

HRDO Staff

End of Process

PROCESSING OF LOCAL PUBLICATION Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Employees What are the Requirements: 1. Authority to fill the position 2. Request for local publication Duration:



Applicant / Client

Service Provider

1.


Stamp, update docutrack, record in electronic file and distribute

2.

3. 4.

5.

Duration of Activity (17 mins)

Person In Charge

Evaluate the request for publication Update electronic file Prepare the local publication

(15 mins)

HRDO Staff

(5 mins)

HRDO Staff

(10 mins)

HRDO Staff

Photocopy the approved publication and release for distribution

(15 mins)

HRDO Staff

Form

HRDO Staff

End of Process

UPLB Bulletin of Vacant Positions

PROCESSING FOR ACADEMIC BOARD AGENDA Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Employees What are the Requirements: - Refer to the requirements for the specific proposed change (original appointment, authority to teach, promotion, tenure etc.) Duration: 52 minutes


Applicant / Client

Service Provider

1.


Stamp, docutrack, record, index in electronic file and distribute

2.

3.

4.

Evaluate the Basic Paper and supporting documents Prepare the Agenda for the meeting Prepare the report for the Academic Meeting

Duration of Activity (17 mins)

Person In Charge

(15 mins)

HRDO Staff

(10 mins)

HRDO Staff

(10 mins)

HRDO Staff

HRDO Staff

End of Process

Form

PROCESSING OF ADMINISTRATIVE BOARD AGENDA Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Employees Those recommended for appointment (original, reemployment, reappointment) What are the Requirements: -Refer to the requirements for the specific proposed change (original appointment, authority to teach, promotion, tenure etc.) Duration:

3 days, 6 hours and 25 minutes


Applicant / Client

Service Provider


Person In Charge

1.


Stamp, docutrack, record, index in electronic file and distribute Evaluate the Basic Paper and supporting documents

(17 mins)

HRDO Staff

(15 mins)

HRDO Staff

Review and check CSC qualification standards for the position to be filled Prepare the Agenda for the meeting

(15 mins)

HRDO Staff

(10 mins)

HRDO Staff

Transcribe the discussion in the meeting Prepare the Minutes of the Meeting Inform & Distribute Agenda & Minutes to all members of the Committee Prepare the endorsement letter for the

(4.5 hrs)

HRDO Staff

(3 working days)

HRDO Staff

(30 mins)

HRDO Staff

(18 mins)

HRDO Staff

2.

3.

4.

5.

6.

7.

8.

Form

PROCESSING OF ORIGINAL APPOINTMENT Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: Those recommended for appointment (Original, Reemployment, Reappointment) What are the Requirements: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22.

Basic paper Justification Letter for hiring Core Staffing Pattern of the unit Application Letter Resume Personal Data Sheet Two (2) ID Picture, 1x1, not computer generated Original copy of Transcript of Records Original and Photocopy of Diploma Medical Certificate with attached 15 pesos worth documentary stamp Personnel Committee Action BS CSC Form 1 (Position Description Form) Authority to fill the item / position Photocopy of Certificate of Eligibility Two (2) copies of certificate of nepotism Photocopy of NSO authenticated Birth certificate Photocopy of Marriage certificate Original copy of NBI clearance Waiver (if from permanent status to temporary) CTTE certificate and notarized CNDA Photocopy of local publication Photocopy of transmittal letter (list of applicants)

Additional Requirements if from another government agency 1. Service Record 2. Certificate of Clearance 3. Certificate of Leave Credits 4. Approved letter (request for transfer) or Approved letter of resignation 5. Certification regarding last payment recieved Duration:



Applicant / Client

Service Provider


Person In Charge

Form

1.



(17 mins)

HRDO Staff

Basic Paper

2.

Sort and review the basic paper and supporting documents

(20 mins)

HRDO Staff

3.

Create a file of the employee in an index card and update electronic file

(8 mins)

HRDO Staff

4.

Inform the unit of the progress of the appointment and the tentative hiring date for the employee Process the basic paper and prepare the appointment

(10 mins)

HRDO Staff

(5 mins)

HRDO Staff

5.

Check the entries on the basic paper, supporting documents and the appointment

(10 mins)

HRDO Staff

6.

Final Checking of entries on the basic paper, supporting documents and the appointment

(5mins)

HRDO Staff

7.

Update docutrack, record in the log book then send to channels

(5 mins)

HRDO Staff

8.

Photocopy, record and release the appointment

(7mins)

HRDO Staff

5.

Basic paper Personal Data Sheet, Position Description Form Nepotism Form

PROCESSING OF O F RENEWAL RENEWAL OF TEMPORARY AND CASUAL CA SUAL PERSONNEL PERSONNE L Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Employees What are the Requirements: 1. 2. 3. 4.

Basic paper Justification Letter for the Renewal Personal Data Sheet (Position Description Form)

Note: If there are are no changes changes to the existing Position Position Description Form Form it should be indicated in the justification letter for the renewal renewal so an updated Position Position Description Form Form will no longer be be required. Duration: 1 hour and 17 minutes minutes


Applicant / Client

Service Provider


Person In Charge

Form

1.



(17 mins)

HRDO Staff

Basic Paper

2.

Sort and review the basic paper and supporting documents

(20 mins)

HRDO Staff

Basic paper Personal Data Sheet, Position Description Form

3.

Update the employees’ index card and update electronic file

(8mins)

HRDO Staff

4.

Process the basic paper and prepare prepare the renewal of appointment

(5mins)

HRDO Staff

5.

Check the entries on the basic paper, supporting documents and the appointment

(10 mins)

HRDO Staff

6.

Final Checking of entries on the basic paper, supporting documents and the

(5 mins)

HRDO Staff

7.


(5 mins)

HRDO Staff

8.

Photocopy Photocop y, record and release the appointment

(7mins)

HRDO Staff

End of Process

PROCESSING FOR PROJECT APPOINTMENTS Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Employees What are the Requirements: 1. Basic paper 2. Advice of Sub allotment Note: The period period of effectivity effectivity of the request request should be within the existing appointment appointment of the concerned staff. In the absence of an advice of sub allotment the basic paper should be cleared by the Budget Management Office before it can be processed. Duration:



Applicant / Client

Service Provider


Person In Charge

Form

1.



(17 mins)

HRDO Staff

Basic Paper

Sort and review the basic paper and supporting documents Update the employees’ index card and update electronic file

(20 mins)

HRDO Staff

Basic paper Sub-allotment

(8mins)

HRDO Staff

2.

3.

4.

Process the basic paper and prepare the appointment

(5mins)

HRDO Staff

5.

Check the entries on the basic paper, paper, supporting documents and the appointment

(10 mins)

HRDO Staff

6.

Final Checking of entries on the basic paper, paper, supporting documents and the appointment

(5mins)

HRDO Staff

7.


(5 mins)

HRDO Staff

8.

Photocopy, record and release the appointment

(7mins)

HRDO Staff

End of Process

PROCESSING OF NON-GOVERNMENT WORKER CONTRACT Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: Non-Government Worker What are the Requirements: 1. Two copies of Contract of Service 2. Personal Data Sheet / Curriculum Vitae Duration:

20 minutes


Applicant / Client

Service Provider


Person In Charge

1.


Stamp, update docutrack

(5 mins)

HRDO Staff

2.

Review the contract of services and request for notarization if contract is more than 4 months.

(5 mins)

3.

Update the employees’ index card and update electronic file

(5 mins)

4.

Releasing of contract to the department/unit concerned

(5mins)

End of Process

Form

PROCESSING OF GRADUATE ASSISTANT Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: Graduate Students (MS Student) What are the Requirements: Graduate Assistant Form Duration:

20 minutes


Applicant / Client

Service Provider


Person In Charge

1.


Stamp, update docutrack

(5 mins)

HRDO Staff

Review the recommendation for appointment of Graduate Assistant Prepare appointment for approval of the Vice Chancellor for Academic Affairs

(10 mins)

2.

3.

(5mins)

End of Process

Form

PROCESSING OF ADDITIONAL ASSIGNMENT BY DESIGNATION Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Admin and REPS What are the Requirements: 1. Pink sheet (thru channels) 2. Office memorandum – from the Unit/College Head indicating the proposed position and additional duties and responsibilities to be performed 3.Conforme of the person who will assume the duties and responsibilities 4. Personal Data Sheet (PDS) 5. Position Description Form (PDF) 6. Copy of Performance Target

Note: The period of effectivity of the request should be covered by the existing appointment of the concerned staff. Duration: 45 minutes How to Avail of the Service: Step

Applicant/Client

Service Provider


Person in Charge

1

Get application form for Additional Assignment by Designation

Accomplish, review and evaluate the application form and make clarifications, if necessary

Action Officer (Department/Offi ce staff)

2

Forward accomplished application to College/Unit Head for endorsement

Review and evaluate the application form for endorsement

Action Officer (College/Unit Head)

3

Forward the accomplished application to the Human Resource Development Office

To analyze, 30 minutes check/evaluate, and process the application form

HRDO Staff

4

Forward the For endorsement application to the to the Chancellor Office of the Vicechancellor for Administration (Admin); Office of

Action Officer: Vice Chancellor for Administration (Admin); Vice Chancellor

Fees

Form

UPLB Form 99-9 Pink Sheet

Extension (REPS)

(REPS)

5

Forward the application to the Office of the Chancellor

For approval of the application;

6

Forward the application to the Human Resources Development Office

For issuance of Memorandum HRDO Staff memorandum of : 15 minutes approval of application form End of Process

Chancellor

CHECKING/COMPUTATION/ENCODING AND SUBMISSION OF STRATEGIC PERFORMANCE MANAGEMENT SYSTEM RATING OF ADMINISTRATIVE PERSONNEL OF THE UNIVERSITY Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Administrative Personnel What are the Requirements: 1. Fully accomplished Strategic Performance Management System (SPMS) Rating Form signed by Administrative Personnel, Performance Management Team (PMT), Supervisor and Head of Office 2. Unit/College Office Summary List of Administrative Personnel with Designation, Numerical Rating, Numerical Point, Adjectival Rating and Remarks duly attested by Head of Office and PMT 3. Monthly Performance Output Report (MPOR) signed by the PMT for the covered rating period for Administrative Personnel Duration: Six (6) months How to Avail of the Service: Step

Applicant/Client

Service Provider


Person in Charge

1

Get SPMS Form

For Accomplishing of SPMS Form

Admin. Personnel

2

Submit accomplished SPMS form to Supervisor

For evaluation, rating, discussion and agreement with Admin. Personnel and signing of SPMS Form

Action Person (Unit/College Supervisor)

3

Forward accomplished Performance Evaluation to Unit/College head for approval and signature

For approval and signature of SPMS Form

Action Person (Unit/College Head)

4

Forward approved For Summary SPMS Form to Listing of Unit/College Office Performance Evaluation Forms

5

Forward approved

For

Action Person (Unit/College Staff)

6 months

Action Person

Fees

Form

PES FORM 1A

Office (HRDO) 6

Forward prepared SPMS report to Accounting Office

For Productivity Incentive Bonus and Merit Incentive purposes

Action Person (Accounting Staff)

7

Forward prepared For approval and CSC SPMS Report signature of the to OVCA CSC SPMS Report of the OVCA Head

Action Person (OVCA Head)

8

Forward approved For recording SPMS Report of and monitoring UPLB purposes Administrative Personnel to CSC

Action Person (CSC Staff)

9

Forward SPMS For filling and Forms to Records record keeping management Office of SPMS Form (RMO)

Action Person (RMO Staff)

End of Process

CHECKING/ENCODING AND SUBMISSION OF STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TARGET OF ADMINISTRATIVE PERSONNEL OF THE UNIVERSITY Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Administrative Personnel What are the Requirements: 1. Fully accomplished Strategic Performance Management System (SPMS) Target Form signed by Administrative Personnel, Supervisor and Head of Office 2. Unit/College Office Summary List of Administrative Personnel with Designation and Remarks duly attested by Head of Office Duration: One (1) month How to Avail of the Service: Step

Applicant/Client Applican t/Client

Service Provider


Person in Charge

1

Get SPMS Target Form

For accomplishing of SPMS Target Form

Administrative Personnel

2

Submit accomplished SPMS Target Form to supervisor

For evaluation, checking and signing of SPMS Target Form

Action Person (Unit/College Supervisor)

3

Forward accomplished SPMS Target Form to Unit/College Head for approval and signature

For approval and signature of SPMS Target Form


4

Forward approved For Summary SPMS Target Form Listing of SPMS to Unit/College Target Forms


5

Forward approved SPMS Target Form to Human Resources Development Office (HRDO)

For encoding and 1 month checking of SPMS Target Form

Action Person (HRDO Staff)

6

Forward SPMS Target Forms to Records Management

For filing and record keeping of SPMS Target Form

Action Person (RMO Staff)

Fees

Form

PES FORM 1A

VERIFICATION/CHECKING OF O F PERFORMANCE PERFOR MANCE EV E VALUATION RATING OF UPLB EMPLOYEES FOR SAGAD, RANKING AND PROMOTION AND PERFORMANCE EVALUATION RATING FOR CASUAL EMPLOYEES FOR RENEWAL RENEWAL OF APPOINTMENT APPOINTME NT AND RE-APPOI RE-APPOINTMENTS NTMENTS Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Administrative Personnel What are the Requirements: Fully accomplished Basic Paper Form for ranking, promotion, renewal of appointment and re-appointment Duration: 15 minutes How to Avail of the Service: Step


Service Provider


Person in Charge

1

Accomplish Basic For evaluation Paper Form for and checking of ranking, promotion, Basic Paper renewal of Form for appointment and ranking, re-appointment promotion, renewal of appointment and re-appointment


2

Forward accomplished Basic Paper Form to the Unit/College head for endorsement

For evalution and endorsement of Basic Paper Form


3

Forward endorsed Basic Paper Form to Human Resources Development Office (HRDO)

For 15 minutes checking/verifica tion of Performance Evaluation Rating


4

Forward Basic Paper to HRDO Recruitment Section

For evaluation and checking of basic Paper Form


5

Forward Basic Paper Form to

For final checking of

Action Person (HRDO Head)

Fees

Form

HRDO B-1

6

Forward Basic Paper Form to HRDO Releasing Officer

For releasing of Basic Paper Form End of Process


PROCESSING OF FLEXIBLE WORKING HOURS Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB employees What are the Requirements: 1. Letter request addressed address ed to the Vice Chancellor for Administration (thru channels) Conditions: *The flexible working hours shall not start earlier than 7:00 A.M. Five official working hours (OWH) in the university shall be adapted: -7:00 am t0 4:00 pm -7:30 am to 4:30 pm -8:00 am to 5:00 pm -8:30 am to 5:30 pm -9:00 am to 6:00 pm

The flexible working hours adapted by the official or employee shall thereafter be his regular working hours, which cannot cannot be occasionally changed at his convenience. All government officials and employees are required to render eight (8) working hours a day for five working days a week or a total of fort y (40) hours a week, exclusive of time for lunch. Note: The period of effectivity effectivity of the request should be covered by the existing appointment of the concerned staff. Duration: 45 minutes How to Avail of the Service: Step


Service Provider


Person in Charge

1

Submit the letter request for approval in the department



2




3



HRDO Staff

Fees

Form

Office of the Vicechancellor for Administration (Admin) 5


for Administration)


PROCESSING OF HONORARIUM Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB employees What are the Requirements: 1. Pink Sheet (thru channels) 2. Letter request addressed to the Chancellor 3. Approved Budget


Applicant/Client

Service Provider


Person in Charge

1

Get application for Accomplish, Honorarium review and evaluate the application form and make clarifications, if necessary


2




3



HRDO Staff

4

Forward the application to the Budget Management Office

For budget clearance

Action Officer (BMO staff)

5

Forward the application to the Office of the Vicechancellor for

For recommending approval to the Chancellor

Action Officer (Vice Chancellor for Administration/

Fees

Form


(REPS)/ Academic Affairs (Faculty)

Affairs)

6



7



Chancellor

PROCESSING OF LOCAL TRAVEL Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB employees What are the Requirements: 1.Pink sheet (thru channels) 2. Letter request addressed to the Chancellor 3. Letter of invitation 4. Endorsement by the department and college APC 5. Conforme of the person who will assume duties and responsibilities


Applicant/Client

Service Provider


Person in Charge

1

Get application for Accomplish, Local Travel review and evaluate the application form and make clarifications, if necessary


2




3



HRDO Staff

4

Forward the application to the Office of the Vicechancellor for Administration (Admin)/ Research and Extension

For recommending approval to the Chancellor

Action Officer (Vice Chancellor for Administration/ Research and Extension/ Academic

Fees

Form


5



6



Chancellor

PROCESSING OF PRIVATE PRACTICE OF PROFESSION Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB employees What are the Requirements: 1. Accomplish HRDO Form No. F-12 (thru channels) 2. Brief report of past activity if renewal 3. Memorandum of Agreement if teaching with other insti tution Conditions: a. Is not adverse to the interest of the university b. Shall not be conducted on official time c. Will improve person’s efficiency and usefulness to the university d. Shall be subject to such other requirements as may be imposed by law or university rules and regulations Duration: 45 minutes How to Avail of the Service: Step

Applicant/Client

Service Provider


Person in Charge

1

Get application for Accomplish, Private Practice review and evaluate the application form and make clarifications, if necessary


2




3



HRDO Staff

4

Forward the application to the Office of Vice-

For endorsement to the Chancellor

Action Officer (Vice Chancellor for Academic

Fees

Form

HRDO Form No. F-12

(Faculty)/ Office of the Vice-chancellor for Research and Extension (REPS)/ Office of the Vicechancellor for Administration (Admin)

Administration)

5



6


For issuance of Memorandum HRDO Staff memorandum of : 15 minutes approval of application form

End of Process

Chancellor

PROCESSING OF RE-ASSIGNMENT Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Administrative employees What are the Requirements: 1.Pink sheet (thru channels) 2. Letter of request addressed to the chancellor with conforme of the unit and person concerned


Applicant/Client

Service Provider


Person in Charge

1

Get application for Accomplish, Re-assignment review and evaluate the application form and make clarifications, if necessary


2




3



HRDO Staff

4

Forward the application to the Office of the Vicechancellor for Administration (Admin)


Action Officer (Vice Chancellor for Administration)

5

Forward the application to the


Chancellor

Fees

Form


6



PROCESSING OF SABBATICAL Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB Faculty, minimum rank is Associate Professor 1 What are the Requirements: 1. Properly accomplished pink sheet 2. Letter request from the applicant to include: a. Purpose of the sabbatical and where this will be spent. If to be spent in another institution, copy of MOA/TOR with that insti tution should be provided b. Names and conformity of staff who will take over the teaching, research and extension responsibilities of the applicant. c. Clearance from Graduate School (GS), Records Management Office (RMO), Office of the Vice Chancellor for Research and Extension (OVCRE), and the UPLB Library d. Record of leaves undertaken exceeding 5 months in the last six years, if any as certified by the HRDO. e. Complete signature of the APC (approved or disapproved); if disapproved or no action, reason should be stated 3. Certification signed by the applicant and witnessed by the Chair/Director that he/she shall: a. Turn over all records of students who may be needing removal examinations or completion of academic requirements. b. Transfer student advising responsibilities or membership to graduate guidance/advisory committees to other faculty members in consultation with the concerned units (if applicable) c. Submit a copy of the expected output if the purpose of the sabbatical is other than rest and renewal. d. Accomplish a fellowship contract if sabbatical or part of it will be spent abroad if doing scholarly work. 4. A complete list of staff indicating those in active service, on leave/secondment/detail/sabbatical, as the case may be plus those given study load credits. Duration: One (1) hour How to Avail of the Service: Step

1

Applicant/Client

Service Provider

Get application Accomplish, form for sabbatical review and evaluate the application form and make clarifications, if necessary


Person in Charge


Fees

Form


application to College/Unit Head for endorsement

application form for endorsement

Head)

3

Forward the For proper application form Notation to avoid for proper Notation any disruption in the students academic program

Action Officer (Graduate School staff)

3

Forward the Check/compute application form to of contractual the Records obligations Management Office

Action Officer (Records Management Office staff)

4

Forward to the Office of the ViceChancellor for Research and Extension

Clearance if the applicant has an on-going research/extensio n project

Action Officer (OVCRE staff)

5


To analyze, 30 minutes check and evaluate the application form

HRDO Staff

6

Forward the Deliberations of application form to the Application the Academic Form Personnel Board

Academic Personnel Board

7

Forward the application to the Human Resource Development Office

HRDO Staff

8

Forward the For Budget application form to Clearance the Budget Management Office


9

Forward the application to the Office of Vicechancellor for Academic Affairs (Faculty)


Action Officer (Vice Chancellor for Academic Affairs)

10

Forward the application to the Office of the

For recommending approval of the

Chancellor

Preparation of 30 minutes endorsement and processing of the application form

11

Forward the application to the Office of the Secretary of the University

For approval and release to the Office of the Chancellor, UPLB Department, HRDO End of Process

Action Officer (OSU staff)

PROCESSING OF SECONDMENT Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB employee What are the Requirements: 1. Properly accomplished pink sheet 2. Letter request from the applicant to include/ supported by: a. Letter request from the receiving agency b. Names and conformity of staff who will take over the teaching, research and extension responsibilities of the applicant. c. Clearance from Graduate School (GS), Records Management Office (RMO), and the Office of the Vice Chancellor for Research and Extension (OVCRE) d. Certification from the Office of Institutional Linkages on the status of contractual obligation with the University, if any. e. MOA as required by the Civil Service Commission f. Complete signature of the APC (approved or disapproved); if disapproved or no action, reason should be stated g. University clearance (after action of the Board (AcPB)) Duration: One (1) hour and 15 minutes How to Avail of the Service: Step

Applicant/Client

Service Provider


Person in Charge

1

Get application form for secondment



2




3

Forward the For proper application form Notation to avoid for proper Notation any disruption in the students academic program


3

Forward the Check/compute application form to of contractual

Action Officer (Records

Fees

Form


Office 4




5



HRDO staff

6

Forward the Deliberations of application form to the Application the Academic Form Personnel Board


7


HRDO Staff

8



9

Forward the For endorsement application to the to the Chancellor Office of Vicechancellor for Academic Affairs (Faculty)/ Research and Extension (REPS)/ Administration (Admin)


10


For approval of the application

Chancellor

11


For issuance of Memorandum HRDO Staff memorandum of : 15 minutes approval of application form


End of Process

PROCESSING OF SPECIAL DETAIL (ABROAD) EXCEEDING 30 DAYS (e.g., POSTDOCTORAL RESEARCH, VISITING/EXCHANGE FELLOW, TRAINING) Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB employees What are the Requirements: 1. Properly accomplished yellow sheet. a. A complete list of staff indicating those in active service, in leave/secondment/detail/sabbatical, as the case may be plus those given study load credits b. Name of staff (with conformity) who will take over his/her responsibilities 2. Letter request from the awardee, with clearance from Graduate School (GS), Records Management Office (RMO), Office of the Vice Chancellor for Research and Extension (OVCRE) 3. Complete signature of the APC (approved or disapproved); if disapproved or no action, reason should be stated 4. Requirements after action of the Board (AcPB) a. University clearance b. Contract (Foreign Fellowship and Foreign Suretyship)

NOTE: The period of effectivity of the request should be covered by the existing appointment of the concerned staff. Duration: 45 minutes How to Avail of the Service: Step

Applicant/Client

Service Provider


Person in Charge

1

Get application for Accomplish, foreign travel – review and yellow sheet evaluate the application form and make clarifications, if necessary


2




2.a

Forward the application form for proper Notation (for faculty only)

For proper Notation to avoid any disruption in the students academic


Fees

Form

Application for Foreign Travel (Revised: January 2004)

3.a

4

4.a

5

5.a

6

application form to of contractual the Records obligations Management Office

(Records Management Office staff)






HRDO Staff

Forward the application form to the Academic Personnel Board (request for Exceeding 30 days)

Review and evaluate the Application Form




Forward the application for the Office of Institutional Linkages (Travel exceeding 1 month; with contractual obligations; training/study leave/postdoctoral/ special detail

Action Officer (OIL staff)

For interview of applicants, sureties and signing of contract

Forward the For endorsement application to the to the Chancellor Office of Vicechancellor for Academic Affairs (Faculty)/ Office of the Vice-chancellor for Research and Extension (REPS)/ Office of the Vicechancellor for Administration

Action Officer (Vice Chancellor for Academic Affairs/ Research and Extension/ Administration)

8

application to the Office of the Chancellor

the application; issuance of Indorsement Department of Foreign Affairs and Department of Tourism


For issuance of memorandum of approval of application form and submission of foreign travel report to UP Diliman

Memorandum HRDO Staff : 15 minutes Foreign Travel Report: 4 hours

End of Process

PROCESSING OF STUDY LEAVE Schedule of Availability of Service: Monday to Friday 8:00 a.m. - 5:00 p.m. without noon break Who may avail of the Service: UPLB employee, at least one (1) year in service What are the Requirements: 1. Properly accomplished application form (Yellow Sheet – if studying outside the country; Pink Sheet – if studying locally), and to include: a. A Complete list of staff indicating those in active service, on leave/secondment/detail/sabbatical, as the case may be plus those given study load credits. b. Certification signed by the Director/Chair that the rest of the REPS/ faculty members are committed to handle the teaching/research/extension load of the applicant. This should bear the signature of the staff members to indicate their commitment (conforme). c. Copy of the letter of award from the sponsor/scholarship/assi stantship received by the applicant 2. Letter request from the awardee, with clear ance from Graduate School (GS), Records Management Office (RMO), Office of the Vice Chancellor for Research and Extension (OVCRE) 3. Complete signature of the APC (approved or disapproved); if disapproved or no action, reason should be stated 4. Requirements after action of the Board (AcPB) a. University clearance b. Contract (Foreign Fellowship and Foreign Suretyship)

NOTE: The period of effectivity of the request should be covered by the existing appointment of the concerned staff.

Duration: One (1) hour and 15 minutes How to Avail of the Service: Step

Applicant/Client

Service Provider


Person in Charge

1

Get application form for study leave



2

Forward

Review and

Action Officer

Fees

Form

UPLB Form 99-9 Pink Sheet; Application for Foreign Travel (Revised: January 2004)

for endorsement 2.a

Forward the application form for proper Notation (if Faculty)

For proper Notation to avoid any disruption in the students academic program


3

Forward the Check/compute application form to of contractual the Records obligations Management Office

Action Officer (Records Management Office staff)

4




5



HRDO Staff

6

Forward the Deliberations of application form to the Application the Academic Form Personnel Board (Faculty and REPS)/ Administrative Personnel Board (Admin)

Academic Personnel Board/ Administrative Personnel Board

7


HRDO Staff

8



9

Forward the application for the Office of Institutional Linkages (Travel exceeding 1 month;

Action Officer (OIL staff)


For interview of applicants, sureties and signing of contract

training/study leave/postdoctoral/ special detail 10

Forward the For endorsement application to the to the Chancellor Office of Vicechancellor for Academic Affairs (Faculty)/ Research and Extension (REPS)/ Administration (Admin)


11


For approval of the application

Chancellor

12



FILING OF COMPULSORY OR OPTIONAL RETIREMENT/PERMANENT TOTAL DISABILITY RETIREMENT/SEPARATION BENEFITS (RA8291, RA 660, PD 1146 & RA 1616) A. FILING FOR MANDATORY RETIREMENT Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: 1. Active employees who reached the age 65 years old while in ser vice. Requirements: 1. Letter of Intent to Retire addressed to the Chancellor 2. Sworn Statement of Assets, Liabilities and Net Worth (SALN) (as of date of retirement, 3 copies) 3. Marriage Contract authenticated by NSO (for married women only) For GSIS 4. GSIS Policy Contract (original copy) 5. Application for Retirement under RA 660, RA 1616, PD 1146 & RA 8291 / Separation; Form No. 02282014-RET 6. Application for Life Insurance Benefit; Form-No-03102014-ALIB(Maturity &/or Cash Surrender Value) 7. Declaration of Pendency/Non-Pendency of Case Form •

to be submitted before e crediting

8. University Clearance (4 copies) For Terminal Leave Credit (Administrative/R E P S) / Cumulative Sick Leave (Faculty) 9. Approved GSIS application for Retirement 10. Application for Leave; CSC Form 6, Revised 1984 (4 copies) 11. Latest Appointment (c/o HRDO) 12. Certification of Terminal Leave Credits (c/o HRDO) Service Recognition Pay Application (SRP) (c/o HRDO) 13. Application for Service Recognition UPS-HRDO Form, s.2012 Duration: 2-3 days – 4 hours – 45 minutes

How to Avail of Service: For GSIS Applicant / Client

Service Provider

Step

Applicant / Client

Issue letter of retirement notification to the concerned employee as per requirement of RA 10154. Service Provider

2

Submit Letter of intent to retire to the Chancellor’s Office

Step

1

*with notation from Head of Office/Dean/ViceChancellor *submit letter of intent to the Chancellor (120) days prior to his/her actual retirement date

3

4





From Chancellor’s Office, Letter of intent to retire is received by HRDO; HRDO will issue comments /recommendation, and return to the Chancellor for approval.

Once approved by the Chancellor, HRDO will send a letter of notification to the retiree regarding the status of his/her request and invited to HRDO for issuance of retirement documents Submit retirement Review submitted documents documents and prepare Application *submit necessary for Retirement and requirements at least one Application for Life hundred (100) days prior Insurance Benefit

Duration of Activity 10 min

Person In Charge

Fee

HRDO Staff

(None)


Person In Charge

Fee

HRDO Staff

(None)

15 min

HRDO Staff

(None)

15 min

HRDO Staff

(None)

45 min

HRDO Staff

(None)

of his/her intended date of retirement

5

Prepare Service Record and other supporting documents for final checking and approval of HRDO

Requirement



Letter of retirement notification

Requirement



Approved Letter of Intent to Retire

GSIS Policy Contract  University Clearance  SALN  Form No. 02282014RET  Form-No-03102014ALIB  Service Record 

6

7

Wait for GSIS notification via text message or phone call to submit Declaration of Pendency/NonPendency of Case, Annex "A" Form to GSIS

Consolidate & photocopy approved documents for filing and submission to GSIS Issue Declaration of Pendency/NonPendency of Case, Annex "A" Form

10 min

HRDO Staff

(None)

(*notarization fee will depend on who will notarize the documents )



Notarized Declaration of Pendency/NonPendency of Case, Annex "A" Form

End of Transaction

For University Clearance Applicant / Client Service Provider

4Ste p 8

10



11

HRDO Staff 1 hour Receive University Clearance duly signed by concerned units  Check for available leave credit balance  Scoring of leave balances on the clearance sheet  Chief certifies the accumulated leave credits Forward to concerned units following the numbers in the clearance sheet. Back to HRDO once approved by the Chancellor. HRDO Staff 1 hour  Issuance of certification  Release Certification and clearance sheet to concerned  Sort for 



Person In Charge

Fee

Depends on the availability of signatories

Secure a copy from HRDO to be signed by concerned units

9


Requirement

University Clearance

(None)

Duration: Depends on the availability of signatories (None)

Accounting Office, and Concerned Office (office of employee)

12

Pick-up original copy of University Clearance End of Transaction

For Terminal Leave Credit (Administrative) / Cumulative Sick Leave (Faculty) Requirement Step Applicant / Service Provider Duration Person In Fee Client of Charge Activity Submit duly 2-3 days HRDO Staff (None)  Application for Leave; 13  Check for accomplished completeness and CSC Form No. 6 rev. Application for correctness of 1984 Leave; CSC Form documents  Certification of No. 6, Revised  Encode to Leave Terminal Leave 1984 Access Database Credits  Scoring of leave balances on the leave form  Attach Certification of Terminal Leave Credits  Chief signs certification and leave form Requirement Step Applicant / Service Provider Duration Person In Fee Client of Charge Activity 14 Duration:  Forward to respective Office of the Vice Chancellor for recommending Depends on the availability approval. of signatories  Forward to the Office of the Chancellor for approval. 

15

16

Back to HRDO once approved by the Chancellor. Attach supporting documents

HRDO Staff

(None)

University Clearance  Service Record  Copy of latest appointment  SALN as of date of retirement Documents will be forwarded to Accounting Office to prepare Disbursement Voucher. 

17

Submit approved GSIS application for Retirement

Attach required documents and submit to BMO







Letter of intent to retire Approved GSIS application for Retirement Marriage Contract certified by RMO (for married women only)

End of Transaction

For Service Recognition Pay (SRP) Applicant / Client Service Provider

Step

18

19

 

20





Person In Charge

Fee

Requirement

Computes SRP  Application for Service Recognition  Generate Application for  Service Record Service Recognition  Attach Service Record  HRDO Staff and Chief signs application Duration: Forward to respective Office of the Vice Chancellor for recommending Depends on the availability approval. of signatories Forward to the Office of the Chancellor for approval. Back to HRDO once approved by the Chancellor. Forward original copy of approved SRP, duplicate of University Clearance, and Service Record to Accounting Office in preparation-process of Disbursement Voucher. Forward duplicate copy of SRP to RMO. End of Transaction 



Duratio n of Activity 1 hour

B. FILING FOR OPTIONAL RETIREMENT Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: 1. Active employees who opted to retire/resign with at least 15 years in government service. Requirements: 1. Letter of Intent to Retire addressed to the Chancellor 2. Sworn Statement of Assets, Liabilities and Net Worth (SALN) (as of date of retirement, 3 copies) 3. Marriage Contract authenticated by NSO (for married women only) For GSIS 4. GSIS Policy Contract (original copy) 5. Application for Retirement under RA 660, RA 1616, PD 1146 & RA 8291 / Separation; Form No. 02282014-RET 6. Application for Life Insurance Benefit; Form-No-03102014-ALIB(Maturity &/or Cash Surrender Value) 7. Declaration of Pendency/Non-Pendency of Case Form •


8. University Clearance (4 copies) For Terminal Leave Credit (Administrative/R E P S) / Cumulative Sick Leave (Faculty) 9. Approved GSIS application for Retirement 10. Application for Leave; CSC Form 6, Revised 1984 (4 copies) 11. Latest Appointment (c/o HRDO) 12. Certification of Terminal Leave Credits (c/o HRDO) Service Recognition Pay Application (SRP) (c/o HRDO) *Only if the employee retires before reaching 65 years old due to illness (catastrophic) upon recommendation/evaluation of UHS Director 13. Application for Service Recognition UPS-HRDO Form, s.2012 14. Medical Certificate

Duration: 2-3 days – 4 hours – 35 minutes

How to Avail of Service:

Step

1

2

3

For GSIS Applicant / Client

Submit Letter of intent to retire to the Chancellor’s Office

Service Provider

From Chancellor’s Office, Letter of intent to retire is received by *with notation from HRDO; Head of  HRDO will issue Office/Dean/Vicecomments Chancellor /recommendation, * at least six (6) months return to the before his/her intended Chancellor for date of retirement approval. Once approved by the Chancellor, HRDO will send a letter of notification to the retirees regarding the status of his/her request and invited to HRDO for issuance of retirement documents Submit retirement Review submitted documents documents and prepare Application *submit necessary for Retirement and requirements at least one Application for Life hundred (100) days prior Insurance Benefit 

Person In Charge

Fee

HRDO Staff

(None)

15 min

HRDO Staff

(None)



15 min

HRDO Staff

(None)



45 min

HRDO Staff

(None)



10 min

HRDO Staff

(None)

of his/her intended date of retirement

4

5

Prepare Service Record and all supporting documents for final checking and approval of HRDO Chief Consolidate & photocopy approved documents for filing and submission to GSIS

Requirement

Duratio n of Activity 10 min

Approved Letter of Intent to Retire

GSI Approved Letter of Intent to Retire  University Clearance  SALN  Form No. 02282014RET  Form-No-03102014ALIB Service Record

6


Issue Declaration of Pendency/NonPendency of Case, Annex "A" Form





End of Transaction

Step


Durati on of Activit y

Person In Charge

Fee

Requirement

7


8

1 hour HRDO Staff (None) Receive University Clearance duly signed by concerned units  Check for available leave credit balance  Scoring of leave balances on the clearance sheet  Chief certifies the accumulated leave credits Duration:  Forward to concerned units following the numbers in the clearance Depends on the availability of sheet. signatories  Back to HRDO once approved by the Chancellor. 1 hour HRDO Staff (None)  Issuance of certification  Release Certification and clearance sheet to concerned  Sort for dissemination of copies to RMO, Accounting Office, and Concerned Office (office of employee) Pick-up original copy of University Clearance End of Transaction

9

10

11

University Clearance 

For Terminal Leave Credit (Administrative) / Cumulative Sick Leave (Faculty) Requirement Step Applicant / Client Service Provider Duration Person In Fee of Charge Activity Submit duly 2-3 days HRDO Staff (None)  Application for 12  Check for accomplished completeness and Leave; CSC Form Application for correctness of No. 6 rev. 1984 Leave; CSC Form documents  Certification of No. 6, Revised 1984  Encode to Leave Terminal Leave Access Database Credits  Scoring of leave balances on the leave form  Attach Certification of Terminal Leave Credits  Chief signs certification and leave form 13 Duration:  Forward to respective Office of the Vice Chancellor for recommending Depends on the availability approval. of signatories  Forward to the Office of the Chancellor for a pproval.  Back to HRDO once approved by the Chancellor.

Step

14

Applicant / Client

Service Provider

Attach supporting documents


Person In Charge

Fee

HRDO Staff

(None)

Requirement



 



15 16

University Clearance Service Record Copy of latest appointment SALN as of date of retirement

Documents will be forwarded to Accounting Office to prepare Disbursement Voucher. Submit approved Attach required  Letter of intent to documents and submit GSIS application for retire Retirement to BMO  Approved GSIS application for Retirement  Marriage Contract certified by RMO (for married women only) End of Transaction

For Service Recognition Pay (SRP) Applicant / Client Service Provider

Step

17

Submit a copy of Medical Certificate

Duratio n of Activity 1 hour

Person In Charge

Fee

Computes SRP  Generate Application for Service Recognition  Attach Service Record  HRDO Staff and Chief signs application Forward to UHS for recommendation/evaluation of UHS Director; certify classification of illness as defined by PHILHEALTH.  If APPR OVE D – for signature of HRDO Staff and Chief then proceed to Step 19  If NOT – HRDO will notify the concerned employee then E ND OF

18



TRANSACTION 19

  

20





Forward to respective Office of the Vice Chancellor for recommending approval. Forward to the Office of the Chancellor for approval. Back to HRDO once approved by the Chancellor. Forward original copy of approved SRP, duplicate of University Clearance, and Service Record to Accounting Office in preparation-process of Disbursement Voucher. Forward duplicate copy of SRP to RMO. End of Transaction

Requirement

Duration:


C. FILING FOR SEPARATION Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: 1. Active employees who opted to separate, resign o r non-renew with at least 3 years in government service but below 15 years. Requirements: 1. Letter of Intent to Separate/Resign/Non-Renew addressed to the Chanc ellor 2. Sworn Statement of Assets, Liabilities and Net Worth, SALN (as of date of retirement, 3 copies) 3. Marriage Contract authenticated by NSO (for married women only) For GSIS 4. GSIS Policy Contract (original copy) 5. Application for Retirement under RA 660, RA 1616, PD 1146 & RA 8291/Separation; Form No. 02282014-RET 6. Application for Life Insurance Benefit; Form-No-03102014-ALIB(Maturity &/or Cash Surrender Value) 7. Declaration of Pendency/Non-Pendency of Case Form •


8. University Clearance (4 copies) For Terminal Leave Credit (Administrative/R E P S) / Cumulative Sick Leave (Faculty) 9. Application for Leave; CSC Form 6, Revised 1984 (4 copies) 10. Latest Appointment (c/o HRDO) Duration: 2-3 days – 3 hours – 25 minutes

63

How to Avail of Service:

Step

1

FOR GSIS Applicant / Client

Submit Letter of intent to separate/resign/nonrenewal to the Chancellor’s Office

*with notation from Head of Office/Dean/ViceChancellor

Step

2

3

4

Applicant / Client

Submit separation documents

Service Provider





From Chancellor’s Office, Letter of intent to retire is received by HRDO; HRDO will send letter of notification the concern employee regarding the status of his/her request and invited to HRDO for issuance of separation documents

Service Provider

Review submitted documents and prepare Application for Retirement and Application for Life Insurance Benefit.

Prepare Service Record and all supporting documents for Final checking and approval of HRDO Chief Consolidate & photocopy approved documents for filing and submission to GSIS


Person In Charge

Fee

HRDO Staff

(None)

Requirement

Approved Letter of Intent to Resign/ Non-Renewal






Person In Charge

Fee

HRDO Staff

(None)

45 min

HRDO Staff

(None)

10 min

HRDO Staff

(None)

Requirement

GSIS Policy Contract  University Clearance  SALN  Form No. 02282014RET  Form-No-03102014ALIB Service Record 

64

5


Issue Declaration of Pendency/NonPendency of Case, Annex "A" Form





End of Transaction

Step

6


Fee



Requirement


HRDO Staff 1 hour Receive University Clearance duly signed by concerned units  Check for available leave credit balance  Scoring of leave balances on the clearance sheet  Chief certifies the accumulated leave credits Forward to concerned units following the numbers in the clearance sheet. Back to HRDO once approved by the Chancellor. HRDO Staff 1 hour  Issuance of certification  Release Certification and clearance sheet to concerned  Sort for dissemination of copies to RMO, 



9

Person In Charge


7

8

Duratio n of Activity

(None)

Duration: Depends on the availability of signatories

(None)

65

Accounting Office, and Concerned Office (office of employee)

10


For Terminal Leave Credit (Administrative) / Cumulative Sick Leave (Faculty) Requirement Step Applicant / Client Service Provider Duratio Person In Fee n of Charge Activity Submit duly 2-3 days HRDO Staff (None)  Application for Leave; 11  Check for accomplished completeness and CSC Form No. 6 rev. Application for correctness of 1984 Leave; CSC Form documents  Certification of No. 6, Revised 1984  Encode to Leave Terminal Leave Access Database Credits  Scoring of leave balances on the leave form  Attach Certification of Terminal Leave Credits  Chief signs certification and leave form 12 Duration:  Forward to respective Office of the Vice Chancellor for recommending Depends on the availability approval. of signatories  Forward to the Office of the Chancellor for approval.  Back to HRDO once approved by the Chancellor. HRDO Staff Attach supporting (None)  University Clearance 13 documents  Service Record  Copy of latest appointment  SALN as of date of retirement Documents will be forwarded to Accounting Office to prepare Disbursement Voucher. 14 End of Transaction

66

IN CASE OF DEATH Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service:  Primary beneficiaries: 1. Legal spouse; and 2. Dependent legitimate, legally adopted or legitimated children, including illegitimate children, who have not reached the age of majority, or, have reached the age of majority but incapacitated and incapable of self-support due to a mental or physical defect acquired prior to age of majority.  Secondary beneficiaries:

1.

The dependents parents and, subject to the restriction on dependents children, the legitimate descendants.

Requirements: 1. University Clearance (4 copies) 2. Sworn Statement of Assets, Liabilities and Net Worth, SALN (date of death, 3 copies) 3. Marriage Contract authenticated by NSO (for married women only) For GSIS 4. GSIS Policy Contract (original copy) 5. Application for Survivorship Benefit Form; Form-No-03102014-AFS 6. Service Record with Leave of Absence without Pay (c/o HRDO) 7. Affidavit in Support of Death Claim 8. Affidavit for Refund of Funeral Expenses 9. Application for Funeral Benefits; Form-No-03182014a-AFB 10. Affidavit of Legal/Certified Guardian if incapacitated Dependent Child 11. Affidavit of Legal/Certified Guardian of Minor Dependent Child 12. Affidavit of Surviving spouse 13. Proofs of surviving legal heirs and guardianship 14. Death certificate authenticated by NSO (3 original copies) 15. Marriage Contract authenticated by NSO (3 original copies) 16. Birth Certificate of all living children NSO (3 original copies) 17. Birth Certificate of surviving spouse NSO (3 original copies) 18. Birth Certificate of member (if single) NSO (3 original copies) 19. Marriage Contract of married female children NSO (3 original copies) 20. Photocopy of valid IDs, spouse and children (2 valid IDs each)

21. University Clearance (4 copies) For Terminal Leave Credit (Administrative/R E P S) / Cumulative Sick Leave (Faculty) 22. Application for Leave; CSC Form 6, Revised 1984 (4 copies)

67

23. Latest Appointment (c/o HRDO) 24. Certification of Terminal Leave Credits (c/o HRDO) 25. Next of Kin (c/o Legal Office) Service Recognition Pay Application (SRP) (c/o HRDO) 26. Application for Service Recognition UPS-HRDO Form, s.2012 Duration: 2-3 days – 4 hours – 55 minutes How to Avail of Service: For GSIS Step Applicant / Client

1

Notify HRDO the death of UPLB employee

2

Secure NSO Documents (3 original copies each) Submit all documents

3

Service Provider


Person In Charge

Fee

Issuance of list of requirements for Survivorship Benefits and Funeral Benefits

15 min

HRDO Staff

(None)

Review submitted documents and prepare Application for Survivorship Benefit Form and Application for Funeral Benefits

25min

HRDO Staff

(None)

Requirement



 





4

Prepare Service Record and other supporting documents for Final checking and approval of HRDO Chief

45 min

HRDO Staff

(None)





University Clearance SALN Form-No03102014AFS Form-No03182014aAFB Requirement no. 10-15 Service Record Other supporting documents

68

HRDO Consolidate & 10 min Staff photocopy approved documents for filing and submission to the Liaison Officer; submits to GSIS for final processing End of Transaction

5

For University Clearance Step Applicant / Service Provider Client

6

Person In Charge

Fee


7

Applicant / Client





Requirement


Receive University Clearance duly signed by concerned units  Check for available leave credit balance  Scoring of leave balances on the clearance sheet  Chief certifies the accumulated leave credits Service Provider 

Step

8


(None)

1 hour

HRDO Staff

(None)


Person In Charge

Fee

Forward to concerned units following the numbers in the clearance sheet. Back to HRDO once approved by the Chancellor.

Requirement


69

9







10

Issuance of certification Release Certification and clearance sheet to concerned Sort for dissemination of copies to RMO, Accounting Office, and Concerned Office (office of employee)

1 hour

HRDO Staff

(None)


For Terminal Leave Credit (Administrative) / Cumulative Sick Leave (Faculty) Requirement Step Applicant / Service Provider Duration Person In Fee Client of Charge Activity 2-3 days HRDO (None)  Application 11 Submit duly  Check for Staff accomplished completeness and for Leave; Application correctness of CSC Form for Leave documents No. 6 rev. 1984  Encode to Leave Access Database  Certification of Terminal  Scoring of leave Leave Credits balances on the leave form  Attach Certification of Terminal Leave Credits  Chief signs certification and leave form

70

12



 

13

14

Forward to respective Office of the Vice Vice Chancellor for recommending approval. Forward to the Office of the Chancellor for approval. Back to HRDO once approved a pproved by the Chancellor. HRDO Attach Staff supporting documents


(None)

University Clearance  Service Record  Copy of latest appointment  SALN as of date of death  Death Certificate  Next of Kin Documents will be forwarded to Accounting Office to prepare Disbursement Voucher. Voucher. End of Transaction 

71

For Service Recognition Pay (SRP) Step Applicant / Service Client Provider

17

18

Person In Charge

Fee

Requirement

1 hour Computes SRP  Application for Service  Generate Recognition Application for Service  Service Record Recognition  Attach Service Record  HRDO Staff and Chief signs application Duration: Forward to respective Office of the Vice Chancellor for Depends on the recommending approval. availability of Forward to the Office of the Chancellor for approval. signatories Back to HRDO once approved a pproved by the Chancellor. Forward original copy of approved SRP, SRP, duplicate of University Clearance, and Service Record to Accounting Office in preparation-process of Disbursement Voucher. Voucher. Forward duplicate copy of SRP to RMO. End of Transaction 



 

19






SERVICE RECOGNITION CREDIT APPLICATION (SRC) Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: 1. Active employees whose total leave credits are used up due to prolonged sickness (as recommendation/evaluation of UHS Director) Requirement: 1. Service Record 2. Application for Service Recognition UPS-HRDO Form, s.2012 Duration: 1 hour

72

How to Avail of Service: Step

17

Applicant / Client

Submit a copy of Medical Certificate

Service Provider


Person In Charge

1 hour Computes SRP  Generate Application for Service Recognition  Attach Service Record  HRDO Staff and Chief signs application Forward to UHS for recommendation/evaluation of UHS Director; certify classification of illness as defined by b y PHILHEALTH. PHILHEALTH. for signature of HRDO Staff and Chief then A PPR R OVE D – for  If APP proceed to Step Step 19 HRDO will notify the concerned employee then END  If NOT – HRDO

18

20

Forward to respective Office of the Vice Vice Chancellor for recommending approval.  Forward to the Office of the Chancellor for approval. a pproved by the Chancellor.  Back to HRDO once approved 5 min  Forward original copy of approved SRC, duplicate of University Clearance, and Service Record to Accounting Office in preparation process of Disbursement Voucher. Voucher.  Forward duplicate copy of SRC to RMO.  Forward/Pick-up copy of document to/of employee concerned. End of Transaction 

Requirement



OF TRANSACTI ON 19

Fee

Duration:


73

FINANCIAL ASSISTANCE PROGRAM FOR HOSPITALIZATION EXPENSE (FAPHE) CLAIM

Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: 1. Permanent/temporary/casuals who rendered five (5) years of continuous service Requirements: 1. a. Hospital confinement including pre/post- operative and laboratory procedures b. Hospital confinement including pre/post- operative and laboratory procedures c. Out-patient procedures to include dialysis, cataract surgery, surgery, chemotherapy, cobalt/radiotherapy, cobalt/radiotherapy, life-saving procedures like hemodialysis, and cases requiring emergency treatment like hypertension, diabetes mellitus, pulmonary procedures and psychosomatic/psychiatric cases that require prolonged medical treatment. d. Prescribed medicines outside confinement from discharge in hospital up to seven (7) days thereafter as prescribed by the attending physician. e. Post-confinement medications, laboratory and hospital procedures prescribed by the attending physician. 2. FAPHE Form (duly accomplished) , medical certificate, certificate, original copy of receipts (hospital payments, medicines, laboratory fees)and fees)and statement from the hospital Duration: 15 minutes


1

Applicant / Client

Fill-out FAPHE Form

Service Provider

Receive/review accomplished FAPHE (together with the attachments) and advise applicant to have it signed by the FAPHE committee


15 min

Person In Charge

HRDO Staff

Fee

Requirement

(None) Please refer refer to the list of requirements.

74

2

FAPHE Committee; affix signature on the form

3

FAPHE Committee members up to the Chancellor’s level; affix signatures on the form Back to HRDO

4

5

Return to applicant

Evaluate and check the validity of the attached documents (original receipts for medicine, hospital and laboratory fees) and statement from the hospital validating the confinement period Check approval of the Chancellor

depends upon the number of receipts evaluated

Medical Officer/ Director

(None)

Depends upon the availability of signatories

Committee members

(None)

Record/monitor 5 min HRDO the Staff approved amount of reimbursement Voucher preparation End of Transaction

(None)

75

APPLICATION FOR MATURITY OF GSIS POLICY Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: 1. Active employees, whose GSIS Policy Contract (for CM policy only) . Requirements: 1. Original GSIS Policy Contract 2. Application for Life Insurance; Form-No-03102014-ALIB Duration: 20 minutes How to Avail of Service: Step Applicant / Client Service Provider

1

Bring original copy of GSIS Policy Contract

2

Accomplish Application for Maturity Form and submit all requirements

3


Person In Charge

HRDO Staff Checks Maturity date if matured or 1 month before maturity date and issue Application for Life Insurance Benefit Encode and print 10 min HRDO Staff Application for Life Insurance Benefit for review, signature, and thumb mark of applicant HRDO Staff Consolidate 5 min accomplished documents for approval of HRDO Chief and submit to the Liaison Officer; submits to GSIS for final processing End of Transaction

Requirement

Fee

(None)



Original GSIS Policy Contract

(None)



Form-No-03102014ALIB

(None)

76

APPLICATION FOR CASH SURRENDER VALUE OF POLICY (CSV) Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: 1. Active members who opted to resign, retire and separated 2. Active members who opted to terminate his/her policy before separation from service or maturity of the policy 3. Separated member whose policy have been in force for one (1) year Requirements: 1. GSIS Policy Contract 2. Application for Life Insurance Benefit; Form-No-03102014-ALIB 3. Service Record with Leave of Absence without Pay (c/o HRDO) Duration: 1 hour – 15 minutes How to Avail of Service: Step Applicant / Client Service Provider

1

2

3 4

Bring original copy of Policy Contract

Accomplish Draft Application for Life Insurance Benefit


Person In Charge

HRDO Staff Check Maturity date and length of service thru Service Record; if correct, issue Draft Application for Life Insurance Benefit Encode and print 10 min HRDO Staff Application for Life Insurance Benefit for review, signature thumb mark of client Prepare Service 45 min HRDO Staff Record HRDO Staff Consolidate 5 min accomplished documents for approval of HRDO Chief and submit to the Liaison Officer; submits to GSIS for final processing End of Transaction

Requirement

Fee

(None)



GSIS Policy contract Form-No-03102014ALIB



Service Record



(None)

(None) (None)

77

APPLICATION FOR GSIS TENTATIVE COMPUTATION Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: Active employees. Requirement: Service Record Duration: 45 minutes How to Avail of Service: Step Applicant / Client Service Provider

1

Proceed to HRDO and request for GSIS Tentative Computation

Check and review Service Record for approval of HRDO Chief


Person In Charge

Fee

HRDO Staff

(None)

Requirement

Service Record

End of Transaction

78

REQUESTING OF SERVICE RECORD Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: Active employees Requirements: 1. PAG-IBIG maturity form (for personnel applying for maturity of PAG-IBIG) 2. For other purposes, NONE Duration: 45 minutes How to Avail of Service: Step

1

Applicant / Client

Sign the logbook

2

3

Service Provider

Review/check/verify current Service Record for correctness of Appointment and Leave of Absence without pay Update employee's personal record/profile; additional entry of Appointment and Leave of Absence without pay Review and prepare updated Service Record


Person In Charge

Fee

HRDO Staff

(None)

10 min

HRDO Staff

(None)

5 min

HRDO Staff

(None)

Requirement

Claim / pick up Service Record End of Transaction

79

SPECIAL MONETIZATION OF LEAVE CREDITS Schedule of availability of Service Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: 1. All qualified employees may monetize leave credits for special c ases due to health, medical and hospitalization once in a given calendar year. 2. For monetization of leave credits due to unforeseen circumstances brought about by force majeure, the applicant must claim within fourteen (14) calendar days from the date of calamity, typhoon, fire, earthquake o r accident occurred. Requirements: 1. Medical Certificate 2. Leave form CSC form No 6 (duly accomplished) 3. Letter request address to the Chancellor 4. Application, Evaluation and Approval Sheet (available at HRDO) Duration: 40 minutes How to Avail of Service: Step

1

2

3

4

Applicant / Client

Service Provider

Prepare letter Check the request, fill-out documents, indicate leave form (CSC the total leave credit Form 6), balance on the medical Application, certificate, fillEvaluation and out the App. Approval Sheet and Evaluation and indicate the total Approval Sheet leave credit balance Ad-Hoc Com Evaluate and evaluates the recommend the request number of days granted for special monetization Ad-Hoc Com Check and sign members affix signatures on the form Documents to the Chancellor’s Office

Approve


15 min

Depends upon the availability of the Director Depends upon the availability of members Depends upon the availability of the

Person In Charge

Fee

HRDO Staff

(None)

Medical Officer/ Director

(None)

Ad-Hoc Committee Members

(None)

Chancellor

(None)

Requirement

 

CSC Form 6 Application, Evaluation and Approval Sheet

80

Chancellor

5

Back to HRDO

Encode/score/certify the leave credit balance

25 min

HRDO Staff

(None)

HRDO Chief 6

Forward to Accounting Office

Prepare DV

End of Transaction

81

CERTIFICATE OF EMPLOYMENT Schedule of availability of Service Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: All permanent, temporary and casual employees

Requirements: Personal request or by telephone request indicating the purpose Duration: 20 minutes


Applicant / Client

1

Personal or telephone request

2

3

Service Provider

Check /confirm designation, status of appointment, office/unit, salary and effectivity of original appointment Classification/purpose Check the detailed of request compensation/additional benefits Claim the certificate Prepare the certificate


Person In Charge HRDO Staff

Fee

5 min

HRDO Staff

(None)

5 min

HRDO Staff

(None)

Requirement

(None)

End of Transaction

82

UNIVERSITY ID Schedule of availability of Service Thursday (if it falls on a registration period) Monday-Friday (if not registration period) 8:00am – 5:00pm Eligible to Avail of the Service: All Permanent, temporary, casual employees, lecturers and emeritus professors Requirements: 1. ID form 2. One (1) 1x1 or 2x2 picture 3. UP Form 113 Duration: 20 minutes How to Avail of Service: Step

Applicant / Client

1

Fill-out the ID form

2

Fill-out UP Form 113 Submit Forms to the Registrar’s Office

3

4

Claim ID at HRDO

Service Provider


Verify the correctness of the data/information Pay at Cashier’s Office Prepare the University ID

10 min

Issue ID

10 min Depends on the time/period of ID application Depends when will the ID be delivered to HRDO


Fee

Requirement

(None)

ID Form

Cashier

P130.00

UP Form 113

OUR Staff

(None)

ID & UP Form 113

HRDO Staff

(None)

End of Transaction

83

LEAVE CREDITS BALANCE Schedule of availability of Service Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: All permanent, temporary, and casual employees Requirements: None Duration: 10 minutes


1

Applicant / Client

Personal or telephone inquiry/request

Service Provider


Check the leave balance (vacation and sick leave)

10 min


Fee

Requirement

(None)

End of Transaction

84

APPLICATION FOR TIN CARD Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: Active employees with TIN number with an updated BIR p ersonal and employment record, and RDO. Requirements: BIR accomplished Form 1902. Duration: 5 minutes How to Avail of Service: Step Applicant / Client

1

2


Encode and double check data into TIN Card template Saves to USB; submit to BIR on the scheduled day for TIN Card printing

2 min

From BIR; prepare list of printed TIN Card and notification of availability of TIN Card; then sort ready for pick up

3

4

Service Provider

Person In Charge

Requirement

Fee

HRDO Staff

(None)



Form 1902

Depends HRDO Staff upon the availability of TIN Cards and BIR Staff HRDO 3 min

(None)



TIN Card Template saved in a USB

(None)



Staff

Printed TIN Card  List of printed TIN Card

Claim TIN Card and sign receiving copy End of Transaction

85

REQUEST FOR CHANGE/UPDATE OF PERSONAL RECORDS Schedule of Availability of Service: Monday to Friday; 8:00 a.m. to 5:00 p.m. with no noon break Eligible to Avail of the Service: Active employees that has changes/update in his/her personal record. Requirements: 1. Letter request to change/update personal record addressed to HRDO Chief. 2. BIR Form 2305 3. PHILHEALTH Member Registration Form (PMRF) 4. PAG-IBIG Member’s Change of Information  Change of Marital Status

1. Marriage contract or other pertinent documents depending on nature of marital request. (photocopy)  Change of Name & Birthdate

1. Birth Certificate NSO authenticated or from the Local Civil Registrar (photocopy)  Additional Child/Children/Beneficiary/Qualified Dependent Children

1. Child’s Birth Certificate NSO authenticated or from the Local Civil Registrar (photocopy)  BIR Tax Exemption for married women whose husband is employed

1. Sworn declaration and waiver of right to claim exemption of qualified dependent children (Annex “F”)  BIR Tax Exemption for married women whose husband is unemployed

1. Affidavit of unemployment of husband 5. CSC Application Form for Correction of Personal Information (For Administrative Personnel only)  Birth Certificate (Original/Certified copy and 1 Photocopy) from the National       

Statistics Office Personal Affidavit of Discrepancy (2 original copies) explaining the discrepancy in the Personal Information Affidavit of Two Disinterested Persons Identification Card (photocopy-original must be presented) Photocopy of documents sought to be corrected Marriage Contract, if married (Original/Certified copy and 1 Photocopy) Service Record (Original/Certified copy and 1 Photocopy) Documents on file with the Commission where the information sought to be corrected is recorded

86

 Report of Rating / Certificate of Eligibility (Original and photocopy)

For purposes of correction of exam records upon application with the Examination Services Division (ESD) o Application for re-issuance/authentication of eligibility, in lieu of Report of Rating/Certificate of Eligibility  Proof of Payment of Processing Fee (P500.00) o

For late registration of birth concerned partly should submit all docu ments stated above and other authenticated supporting documents such as: Baptismal Certificate o Other Employment, Personal or School Records which would support the o entry reflected in the delayed registered birth certificate. Duration: 20 minutes How to Avail of the Service: Step Applicant / Service Provider Client 1

Change of Marital Status: Submit Letter request to change/update Marital Status addressed to HRDO Chief Change of Name and Birthdate : Inform HRDO if there’s any change/update on your Name or Birthdate

4

Accomplish Forms and attach specific requirements

Person In Charge

Fee

HRDO Staff

(None)

10 min

HRDO Staff

(None)

5 min

HRDO Staff

(None)

Interview concerned employee and issue necessary forms

Issue Forms that needs to be changed/updated

2 3

Receives Letter request for Approval of HRDO Chief.


Check accomplished forms and attachments; forward to the Liaison officer; submit to respective Government Agency For GSIS change/update: HRDO will accomplish Form E “Request for Change of Personal

Requirement

Letter request to change/update personal record addressed to HRDO Chief (for marital status)  Marriage contract or other pertinent documents depending on nature of marital request.  Birth Certificate  BIR Form 2305  PHILHEALTH Member Registration Form (PMRF)  PAG-IBIG Member’s Change of Information  Sworn declaration and waiver of right to claim exemption of qualified dependent children (Annex “F”)  Affidavit of 

87

Information” then forward it to GSIS via email

5

For CSC change/update

unemployment of husband

Depends on availability of requirements

HRDO Staff

P500.0 0



Please refer to list of requirements

End of Transaction

88

VII.

APPENDICES

VII.1 Basic Paper (Blue) for Administrative Personnel

89

90

91

VII.2 Basic Paper (Green) f or Faculty and REPS

92

93

94

VII.3 BIR Annex F waiver

95

Annex “F”

SWORN DECLARATION AND WAIVER OF RIGHT TO CLAIM EXEMPTIONS OF QUALIFIED DEPENDENT CHILDREN In accordance with the provisions of Section 29 (1) (2) (A) of the National Internal Revenue Code, as amended, I Mr. _________________________________________________, hereby voluntarily depose and say: 1. That my wife and I are both income earners; 2. That we file a joint income tax return on our taxable income; 3. That I am a (check pls): ___ self employed: ___ engaged in business; ___ practice profession; 4. That this waiver will be effective for the taxable year _______ and shall continue for the succeeding years unless sooner revoked; 5. That I hereby waive my right to claim the additional exemption for all our qualified dependent children in favor of my wife presently employed with: Name of wife: ______________________________________________ _____________________________________ Name of wife’s employer _____________________________________________ _____________________________ Address of employer ______________________________________________________________________________ TIN of employer ________________________ Tel No. _____________________ Fax No. ______________________

Name of qualified dependent child(ren)

Date of Birth (mm/dd/yyy)

1 2 3 4 I hereby declared under penalties of perjury that the foregoing representations are true and correct and that the waiver of right is voluntarily and knowingly made in accordance with the pro visions of the National Internal Revenue Code, as amended. _________________________________ ____________________ _______________________ (Signature of husband over printed name) TIN Date _______________________________________________________ _________________________________________ ACKNOWLEDGEMENT OF HUSBAND’S EMPLOYER

Name of husband’s employer__________________________________________ ______________________________ Address of employer ______________________________________________________________________________ TIN of employer________________________ Tel No. __________________ Fax No. _________________________ ____________________________________________ ___________________________ (Signature over printed name of husband’s employer/ Date (mm/dd/yyy) Chief Accountant/Head, Personnel Office) ______________________________________________________________________________ __________________ ACKNOWLEDGEMENT OF WIFE’S EMPLOYER

This is to acknowledge receipt of the above waiver of right to claim additional exemptions of Mr. ______________________________________________________ _ in favor of his wife Mrs/Ms. _____________________________________________ who shall be entitled to claim the additional exemptions for all their qualified dependent children effective ______________________ ________________. (Month) (taxable year) Name of wife’s employer ______________________________ _____________________________________________ Address of employer ______________________________________________________________________________ TIN of employer _______________ Tel No.____________ Fax No.______________ _________________________________________ (Signature over printed name of wife’s employer/ Chief Accountant/Head, Personnel Office) Note:

___________________________ Date (mm/dd/yyy)

If husband engaged in business, disregard the portion on Acknowledgement of Husband’s Employer. Must be signed by both employers of husband and wife before effecting changes in the payroll of their respective employers. Must be attached to BIR Form No. 2305 or BIR Form No . 1902.

96

VII.4 BIR Form 1902

97

98

VII.5 BIR Form 2305

99

100

VII.6 Certificate of Report f or Duty (UP Form 405)

101

102

VII.7 Daily Time Record (Civil Service Form No. 48)

103

Civil Service Form No. 48

Civil Service Form No. 48

DAILY TIME RECORD

DAILY TIME RECORD

(Name)

(Name)

For the month of ______________________ Official hours for (Regular Days 8:00 – 5:00) Arrival & Departure = (Saturdays, Sundays )

For the month of ______________________ Official hours for (Regular Days 8:00 – 5:00) Arrival & Departure = (Saturdays, Sundays )

Day

A.M. Arri

P.M. Dep.

Arri

Undertime Dep.

Arri

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 28 29 30 31

Dep.

Day

A.M. Arri

P.M. Dep.

Arri

Undertime Dep.

Arri

Dep.

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 28 29 30 31

Total

Total

I CERTIFY on my honor that the above is a true and correct report of the hours of work performed, record of which was made daily at the time of arrival and departure from office.

I CERTIFY on my honor that the above is a true and correct report of the hours of work performed, record of which was made daily at the time of arrival and departure from office.

Verified as to the prescribed office hours

Verified as to the prescribed office hours

In Charge

In Charge

104

VII.8 Designation of additional & change beneficiary

105

106

VII.9 Extension of Appointment of Regular Faculty Beyond Age 65

107

108

VII.10 Financial Assistance Program for Hospitalization Expenses (FAPHE)

109

110

VII.11 Foreign Fellowship - Study Leave Agreement

111

UNIVERSITY OF THE PHILIPPINES LOS BAÑOS College, Laguna FOREIGN FELLOWSHIP/STUDY LEAVE AGREEMENT

KNOW ALL MEN BY THESE PRESENTS: This FOREIGN STUDY FELLOWSHIP AGREEMENT executed this ____ day of_______________________, 20___ at ______________________________________ Philippines, by and between: The UNIVERSITY OF THE PHILIPPINES, the national university, a public and secular institution of higher learning, created by virtue of Act No. 1870, as amended and reorganized and operating by virtue of Republic Act No. 9500, through its constituent university, University of the Philippines Los Baños, with official address at College, Laguna, Philippines, represented herein by its vice-chancellor, _______________________________, hereinafter

referred

to

as __________________________________;

_______________________________________________,

of

legal

age,

and Filipino,

single/married/separated, residing at _____________________________________________ ______________________________________ and employed as ________ ______________ ____________________ in _________________________________________ hereinafter reffered to as the GRANTEE, WITNESSE TH WHEREAS, the UNIVERSITY through its foreign study fellowship/foreign study leave/foreign special detail program, encourages faculty development; WHEREAS, foreign study fellowship, foreign study leave with pay, and foreign special detail with pay are available to qualified faculty and other personnel intending to pursue a teaching career in the UNIVERSITY or to pursue advance studies abroad; WHEREAS, the GRANTEE, after proper screening and selection, has been found qualified for and duly award _________________________________________ beginning ________________________________ to enable him/her to pursue the degree 112

of _________________________________ in the _______________________________

VII.12 Foreign Suretyship - Foreign Study Fellowship

113

114

115

116

VII.13 Form-No-02282014-RET-Retirement

117

118

119

120

121

VII.14 Form-No-03102014-ADR-Disability

122

123

124

125

126

VII.15 Form-No-03102014-AFS-Survivorship

127

128

129

130

131

VII.16 Form-No-03102014-ALIB-Life-Insurance-Benefits

132

133

134

VII.17 Form-No-03102014-POR76799-Portability

135

136

137

138

139

VII.18 Form-No-03182014a-AFB-Funeral-Benefits

140

141

142

VII.19 GSIS CRMD Form No. 06-08-2010 - Member's Request

143

144

VII.20 GSIS Membership Information Sheet (Form No. MIS-05-02)

145

Form No. MIS-05-02

PASEGURUHAN NG MGA NAGLILINGKOD SA PAMAHALAAN (Government Service Insurance System) Financial Center, Roxas Boulevard, Pasay City ID Picture

MEMBERSHIP INFORMATION SHEET

(Taken within the last 3 months)

PERSONAL DATA: Name: ________________________________________________ _________________________________ Last name First Name Middle Name Sex: ______________

Civil Status: ______________________ TIN: _____________________________

Date of Birth: _________________ Place of Birth: ____________________________________________ __ (Month/Day/Year)

Town/District

City/Province

Residence/Mailing Address: _______________________________________________ _________________________________________ House, Apt. or Bldg No./St. Name

Barangay or Barrio

Town/City

Province

Zip Code

EMPLOYMENT DATA: Office: _______________________________________ Date of Original Appointment: ________________

(Month/Day/Year)

Office Address: _______________________________________________ _________________________________________ No.

Street

Town/City

Province

Position Title: __________________________________ Status of Appointment: ______________________ Present Salary: _________________________ Date of Effectivity of Present Salary: ____________________

(Month/Day/Year)

For DEPED Employees only: Division No.: ________ Station No.: ________ Employee No.: ____________ Home Tel. No.: ________________________________ Celphone No.: _____________________________ Office Tel. No.: ________________________________ eMail Address: _____________________________

Signature of Member Attested:

Signature over Printed Name of Personnel/Administrative Officer

146

VII.21 GSIS Retirement Cert - PhilHealth

147

148

VII.22 Leave form (CSC Form No. 6)

149

CSC Form No. 6 Revised 1984

APPLICATION FOR LEAVE

1. OFFICE/AGENCY

2. N AME (Last)

3. DATE OF FILING

(First)

4. POSITION

(Middle)

5. SALARY (Monthly)

DETAILS OF APPLICATION

6. a) TYPE OF LEAVE  Vacation  To seek employment  Others  

6. b) WHERE LEAVE WILL BE SPENT (1) IN CASE OF VACATION LEAVE  Within the Philippines  Abroad (specify)

Sick Maternity

(2) IN CASE OF SICK LEAVE  In hospital (specify)

Others (Specify) __________________ ________________________________



c) NUMBER OF WORKING DAYS APPLIED



Out patient (specify)

d) COMMUTATION 



Requested

Not requested

FOR:_10_days_______________________ Inclusive dates _______________________

_______________________

___________________________________

(Signature of Applicant)

DETAILS OF ACTION ON APPLICATION

7. a) CERTIFICATION OF LEAVE CREDITS

7. b)

as of ___________________________ Vacation

Days

Sick

Total

Days

Days

 Approval 

Disapproval due to

(Authorized Official )

JOSELITO ARMANDO M. PALANCA HRDO Chief Administrative Officer 7. c) APPROVED FOR days with pay days without pay others

7. d) DISAPPROVAL DUE TO

Signature DATE:

150

VII.23 Local Faculty Fellowship/ Study Leave Agreement

151

UNIVERSITY OF THE PHILIPPINES LOS BAÑOS College, Laguna LOCAL FACULTY FELLOWSHIP/STUDY LEAVE AGREEMENT KNOW ALL MEN BY THESE PRESENTS: This LOCAL STUDY FELLOWSHIP AGREEMENT executed this _____ day of ______________________________ 20___ at _________ _________, Philippines, by and between: The UNIVERSITY OF THE PHILIPPINES, the national university, a public and secular institution of higher learning, created by virtue of Act No. 1870, as amended and reorganized and operating by virtue of Republic Act No. 9500, through its constituent university, University of the Philippines Los Baños, with official address at College, Laguna,

Philippines,

represented

herein

_____________________________________________,

by

its

hereinafter

vice-chancellor, referred

to

as

_______________________________, and _______________ ________________, of legal age, Filipino, single/married/separated, residing at ________________________________ ______________________________ and employed as _______________ _____________ in ____________________________________________________ hereinafter referred to as GRANTEE.

W I T N E S S E T H WHEREAS, the UNIVERSITY through its local faculty fellowship/local study leave program encourages staff development; WHEREAS, local faculty fellowship and local study leaves with pa y are available to qualified staff members intending to develop their career in the UNIVERSITY; WHEREAS, the GRANTEE after screening and selection, has been found qualified for and duly awarded ____________________________________________ beginning _____________________________________ to enable him/her to pursue the degree of _____________________________________________________ in the ________________________________________________ _______;

152

VII.24 Surety Agreement f or Local Study Fellowhip (Attachment 2-A)

153

154

VII.25 Certificate of Nepotism

155

156

VII.26 OVPAA Form 3 (Appointment of Non-Regular Faculty Beyond Age 65)

157

158

VII.27 Pag-IBIG Application for Provident Benefits Claim (HQP-PFF-040, V02.1)

159

160

161

VII.28 Pag-IBIG MCIF (Member's Change of Information Form) (HQP-PFF049)

162

163

VII.29 Panunumpa sa Katungkulan

164

165

VII.30 Personal Data Sheet (PDS) (CS Form 212 Rev 2005)

166

167

168

169

170

VII.31 Pink Sheet for Sabbatical (UPLB Form 99-9)

171

172

VII.32 Pink Sheet Local Honorarium Additional Assignment (UPLB Form 99-9)

173

174

VII.33 PMRF (Philhealth Member Registration Form Rev. October 2013)

175

176

177

VII.34 Position Description Form (PDF) (BC-CSC Form No.1)

178

179

180

VII.35 Limited Practice of Profession (HRDO Form No. F-12 )

181

182

VII.36 Worksheet f or Official Travel Report (RESDIC Form 2000)

183

184

VII.37 SALN Form 2015

185

186

187

VII.38 Special Monetization of Leave Credits

188

189

VII.39 Travel request

190

191

VII.40 University Clearance Sheet

192

193

VII.41 Work Plan for UP Los Baños Emeritus Professor

194

195

VII.42 Application for Foreign Travel (Yellow-Sheet)

196

197

HRDO UPLB Operations Manual

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