SOP No:

SOP Amendment / Addendum

Date : 02/16/1998

SOP Amedment / Addendum No. : HR-PB27.A
Title : Amendments/Addenda on Revised SOP on Leave of Absence
Digest :

I. OBJECTIVE

These amendments/addenda to SOP No. HR-PB27 on Revised SOP on Leave of Absence which took effect November 7, 1996 aim to:

A. amend from ten (10) to thirty (30) the maximum number of days of accumulated

vacation leave

credits which an

employee

is allowed to monetize under ordinary circumstance, pursuant to CSC-DBM Joint Circular No. 2-97.

B. include in the SOP the monetization of maximum of fifty percent (50%) of an employee’s total

vacation

and sick leave credits to assist him/her and/or his/her immediate family member in times of prolonged illness.

C. update the provisions on the required number of days of attendance and/or leave credits which an employee should have, to be entitled to rice allowance, in consonance with the Revised SOP on Rice Allowance which took effect November 1, 1997.

D amend the provision on the payment of RATA to make it consistent with the SOP on the Payment of Representation and Transportation Allowance (RATA) which took effect January 2, 1997.

II. SCOPE

These amendments/addenda will include in the revised SOP, the policies and procedures on monetization of leave credits and pertinent provisions on the availment of Rice Allowance and payment of RATA.

III. BASES

These amendments/addenda are based on the following:

A. Letter of CSC to HRMD dated February 9, 1995 re: Monetization of One Half of the Accumulated Leave Credits be Allowed to Purchase Medicines and Settle Financial Obligations Incurred Due to Present Illness.

B. Letter of CSC to HRMD dated February 20, 1996 re: Monetization Corresponding to 50% of the Accumulated Leave Credits may be Allowed for Purposes of Medical Expenses of an Employee's Immediate Family Members.

C. CSC-DBM Joint Circular No. 2-97 dated June 25, 1997 re: Monetization of Leave Credits for a Maximum of Thirty (30) Days.

D. SOP on the Payment of Representation and Transportation Allowance (RATA) which took effect January 2, 1997.

E. Revised SOP on Rice Allowance dated November 1, 1997.

XXX

IV. IMPLEMENTING GUIDELINES

The following sections of the Revised SOP on Leave of Absence shall be amended to read as follows:

A. XXX

B. XXX

C. XXX

D. XXX

E. XXX

F. XXX

G. XXX

H. XXX

I. XXX

J. XXX

K. Monetization of Leave Credits

1. Pursuant to CSC-DBM Joint Circular No. 2-97, officials and employees with accumulated vacation leave credits shall be allowed to monetize a maximum of thirty (30) days subject to the following provisions:

a) The official or employee still has a balance of five (5) days vacation leave credits after monetization. In this case, an official or employee who only has 15 days vacation leave credits shall be allowed to monetize a maximum of ten (10) days vacation leave.

b) The monetization of vacation leave credits shall be availed of only once a year. The availment can be in any month of the year, but subject to availability of savings.

c) If an official or employee does not avail of the privilege of monetizing his/her vacation leave credits, it shall be deemed included in his/her accumulated leave credits.

d) If after monetization, the employee still has an accumulated vacation leave of at least ten (10) days, he/she shall still go on five (5) days forced leave as provided for under EO 1077 dated January 9, 1986. Those with less than ten (10) days vacation leave credits shall have the option to go on forced leave or not.

e) The number of days of vacation leave that the employee monetized shall be deducted from his/her leave credits.

f) To facilitate monitoring of compliance to

IV.1.g, an official or employee who avails of the privilege of monetizing his/her vacation leave shall file an ALA indicating therein the number of days he/she intends to commute. Processing of ALA for monetization shall be decentralized to the respective Executive/Administrative Assistants.

g) The computation of the money value shall be based on twenty-two (22) working days.

2. In certain meritorious cases and subject to the availability of funds, an employee shall be allowed to monetize, up to fifty percent (50%) of his/her total accumulated vacation and sick leave credits to help sustain medical expenses in time of prolonged illness of the employee and/or his/her dependents.

a) An employee who wish to avail of the 50% monetization of his/her total accumulated sick and vacation leave shall submit the following requirements to HRMD-PBU:

For Central Office:

Letter-request stating the purpose of monetization duly indorsed to HRMD by the Head of Department/Office;
Medical Certificate duly noted by the Chief of Health Services Unit, HRMD or by attending physician noted by HSU-HRMD;
Original copy of leave cards;
Application for Leave of Absence (ALA) duly signed by the Head of Department/Office. For this purpose, ALAs of Central Office rank and file employees will be recommended by the Head of Department/Office and approved by the HRMD Department Manager.

For Field Office:

Letter request stating the purpose of monetization
The letter-request shall be indorsed by the proper authorities (from provincial office to regional office then to Central Office-HRMD);
Notarized Medical Certificate with the PTR and/or License No. of Attending Physician;
Application for Leave of Absence (ALA) of field office officials signed by the recommending and approving authorities per approved Delegation of Authority;
For field office rank and files employees, photocopy of leave cards for the current period duly certified by the respective Regional Administrative Officer (RAO)/Provincial Administrative Officer (PAO);
For accountable officers, duly accomplished Certificates of Clearance from previous and present places of assignment.

b) HRMD-PBU shall check the completeness of submitted requirements. If requirements are incomplete, the employee shall be notified of the lacking document.

c) If requirements are fully complied with, HRMD-PBU shall evaluate the merit of the employee’s request. If found meritorious, letter-request

of the official/employee shall be endorsed to the Administrator for approval. The Indorsement memo shall be signed by the HRMD Department Manager and the Funds Availability portion shall be signed by the DTBFM Department Manager. The Assistant Administrator and Deputy Administrator for Finance and Administration shall recommend to the Administrator the approval of the request. HRMD-PBU shall see to it that the request is acted upon in three (3) working days.

d) Upon approval of the request, HRMD-PBU shall inform the concerned office by sending him/her a copy of the approved memo.

e) HRMD shall also recommend to DTBFM the remittance of funds for monetization by employees in the field offices. A copy of the memo shall be attached to support the recommendation.

f) Upon receipt of the approved request, field office rank and file employees shall accomplish the ALA

which shall be signed by the recommending and approving authorities per approved Delegation of Authority. Processing of ALA shall be decentralized thru the respective RAOs/PAOs.

g) Payment of monetized leave credits of field officials and rank and file employees

shall be decentralized at the field office.

g) HRMD-PBU shall prepare the voucher for Central Office officials and employees with the approved ALA, Notarized Medical Certificate or Medical Certificate issued by HRMD-HSU, photocopy of leave cards and memo as supporting documents

L. Paymen

1. XXX

2. Representation and Transportation Allowance (RATA)

Officials who are on vacation, sick or maternity leave of absence with or without pay for the whole calendar month shall not be allowed to collect RATA.

M. XXX

N. Forfeiture of Leave Benefit and Entitlement to Rice Allowance

1. XXX

2. For an employee to be entitled to rice allowance, he/she should meet the following conditions:

a) he/she should have at least seven (7) days attendance which may not necessarily be successive, or;

b) he/she should have at least seven (7) days leave with pay, or;

c) a combination of leave with pay and attendance totalling to at least seven (7) days for the month.

3. Employees who have incurred continuous absences of ten (10) working days without official leave (AWOL) for the month shall not be entitled to rice allowance.