SOP Exhibits

Title:

Instruction on How to Accomplish the CS Form 7 (ANNEX A/A.1)

SOP Number : HR-PR04.A

1. Instruction on How to Accomplish the CS Form 7(ANNEX A/A.1)

I. Purpose
1. Purpose – check on the space provided corresponding to the purpose of the clearance application;
2. For Leave purposes, specify if vacation/sick leave with or without pay in excess of thirty (30) days, Maternity leave, Study Leave, etc.;
3. For other modes of separation not mention on the given choices –specify the mode of separation on the space provided.
4. Effectivity/Inclusive Period – indicate the effectivity date of separation, if the purpose of leave, indicate the period covering the said leave (ex. From January 15 to March 15, 2018);
5. Office of Assignment – indicate the name of office where the applicant is currently assigned;
6. Position/SG/Step – indicate the plantilla position title including the salary grade level and the Step (Ex. MAA III/18/8);
7. Name and Signature of Employee – print full name of the employee applicant and affix signature over printed name.
II. Clearance from Work-Related Accountabilities
This portion will replace COC Form A of SOP No. HR-PR04 (Revised SOP on Certificate of Clearance) which is a certification of the employee applicant from his/her office of origin.
1. Recommending Officer – indicate the full name of the immediate supervisor of the employee applicant and affix signature over printed name.
2. Approving Officer – indicate the name of the Head of Office (Administrator, Deputy Administrator, Asst. Administrator, Department Manager, Regional Manager, and Provincial Manager) and affix signature over printed name.
III. Clearance from Money and Property Accountabilities

“Cleared”/”Not Cleared” portion shall be checked whichever is applicable.

In “Name of Clearing Officer/Official” indicate the name of the concerned Department Manager and affix signature on the proper column.

1. Administrative Sector
a. Supply and Property Procurement and Management Services
• This shall be signed by the GSD Department Manager for Central Office based on Exhibit 1.
• For Field Offices, the Regional/Provincial Administrative Officer shall be the clearing officer.
• Signatories for Firearms Accountability shall be based on Exhibit 2.
b. Human Resource Welfare and Assistance (based on Exhibit 3)
This portion shall be signed by HRMD Department Manager for Central Office Employees and RAO for Regional Office Employees/PAO for Provincial Office Employees.
c. Agency-accredited Union/Cooperative shall be signed by the clearing officer of Provident Fund, NFAEA, NFA-MPC and MSMPC (Exhibit 4) accordingly.
2. Library

Since there is no more NFA Library, indicate not applicable (N/A), No signature needed.

3. Finance and Asset Management

a. “Financial Services” will include Grains Stock and Empty Sack Accountabilities. This will be signed by the Head of the Tolerable Allowance Unit for Central Office employees and employees from the field offices but designated at the Central Office. For Regional and Provincial Office employees, the Regional Manager/OIC shall be the signing authority (Exhibit 5).
b. “Transaction, Processing and Billing Services’ will include money accountability such as cash advances, unliquidated TEVs, loans from NFA, COA disallowances and other receivables with NFA. This portion shall be signed by the Department Manager of Accounting Services Department (ASD-C.O.)/Regional Accountant (R.O.)/Sr. Accounting Specialist. (P.O.) – (Exhibit 6).
c. “Payroll and Remittances Services” shall also be signed by the Department Manager of ASD/Accounting Unit for field offices.
4. Professional and Institutional Services

This portion shall be signed by the Department Manager of HRMD for Central Office (Exhibit 3) and RAO for Regional Office employees/PAO for Provincial Office Employees

IV. Certification of NO PENDING CASE using Exhibit No. 7

The Department Manager of Legal Affairs Department shall issue a Certification of NO PENDING CASE using Exhibit No. 7.

He/She shall check the portion whether the concerned employee/applicant is with pending administrative/criminal/civil cases.

V. CS Form 7 Certification portion shall be signed by the NFA Administrator.

2. If the employee applicant is cleared from the concerned department, the clearing officer/official shall attach to the CS FORM 7 the Certifications that shall prove that the subject employee is cleared of any accountability and check the “Cleared” box before affixing their signature.

If the employee appear to have uncleared accountability/ies from the concerned department, the clearing/official shall attach the Statement of Accountabilities and advise the subject employee to make the necessary actions in order to be cleared. The clearing officer/official shall only check the “Not Cleared” box.

The clearing/authorized official must only sign on the CS FORM 7 corresponding to their portion once the subject employee have settled and cleared of all the accountabilities required. The “Cleared” box shall be checked and signed accordingly.