SOP Library
SOP NO:
HR-PA04
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Administration (HR-PA)
Title:
Revised SOP on Overtime Services
Date Approved/Issued:
10/21/1996
Date Effective:
10/01/1996
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A.
Definition of Overtime Services
Overtime services shall refer to services rendered by regular and casual employees beyond the 8- hour work schedule on regular work days (Mondays - Fridays ) and on Saturdays, Sundays and holidays.
Overtime services of security officers and guards whose regular work days are staggered (schedule other than Mondays - Fridays ) shall refer to those rendered outside of the 8- hour schedule of their regular five working days and those rendered on the remaining 2 days including holidays.
B
.
Rendition of Overtime Services
Overtime services shall be rendered where :
1. The work or activity has to be completed on a fixed date and scheduled day or completion cannot be met within regular work days and hours.
2. There is no fixed date of completion but the prolonged delay or non- completion of the work or activity will result in any of the following:
2.1 Cause financial loss to the NFA or the government including its instrumentalities ;
2.2 Embarrass the NFA or the government due to its inability to meet its commitments; or
2.3 Negate the purpose for which the work or activity was conceived.
3. There would be imminent danger to the life of the NFA personnel or the properties of the NFA.
4. The work cannot be done by staggering the work schedule of the personnel or by dividing them into shifts.
Generally , overtime work should be avoided by adequate planing of work activities. It should not be resorted to in the performance of regular routine work and activities except in cases when unforseen events and emergency situations will result in any of the situations provided under IV.B.2.
C
. S
chedule Of Overtime Services
1. Overtime services shall be rendered after the regular 8- hour work schedule on regular days. In case the overtime services on these days extend beyond 3 hours, a break period of one hour shall be required.
2. For Saturdays, Sundays and holidays, overtime services shall follow the regular work schedule of the employee with the usual 12:00 NOON TO 1:00 P.M. break period . Extension of Overtime services for more than 3- hours beyond the usual work schedule shall be subject to a one - hour break period.
3.
Exempted from the one - hour break period policy are those
personnel whose
regular 8- hour service include the usual 12:00 noon to 1:00 P.M. break period. Their posts are manned 24 hours (shifting schedule).
D. Specific Activities Where Overtime Services May Be Allowed
Activities wherein overtime pay may be authorized are the following:
1. Importation and exportation activities
2. Procurement operations during peak periods
3. Unprogrammed milling, remilling and drying operations
4. Unprogrammed dispersal and distribution activities
5. Preparation of financial and budgetary reports.
a. Five (5) days for monthly reports
b. Seven (7) days for quarterly reports
c. Ten (10) days of year- end reports
d. Reconciliation of prior year accounts- Saturday and Sunday
e. Reconciliation of March and September Physical Count and Books - three (3) days after r receipt of Physical Inventory Report from the Provincial/Regional Physical Inventory Count Committee
f. Five (5) days for Budget Ceiling Advice of Sub-Allotment.
6. Cashiering Services
a. Central Office - Two (2) hours after regular office hours and during Saturdays to accept payment from bidders and other stakeholders.
b. Field Office - three (3) hours during weekdays and ten (10) hours on Saturdays in support to procurement and distribution operations during peak periods.
7. Security and Communications
8. Services of drivers, transportation and vehicle maintenance, utility workers and dormitory atttendant.
9. Preparation of Corporate Operating Budget (COB) and Budgetary Estimates and other required data for the following:
a. Council meeting
b. Congress/ Senate/DBM/DA/CSC/budget hearings
c. National Planning Conferences
d. Quarterly re-evaluation and re-assessment of targets.
E. Request for Authority To Render Overtime
1. The Provincial Office /C.O. Divisions shall seek approval to render overtime services . They shall submit monthly the Request for Authority to Render Overtime (Exhibit (1) to the Regional Office /C.O. Department two (2) weeks before the month when overtime services will be rendered.
2. The Regional Offices /C.O. Departments shall evaluate requests based on projected operations and work schedule. If found meritorious, they shall approve the request and send copies back to the Provincial Offices/C.O. Divisions.
3. Approval of the request shall be decentralized to the regions/ departments. The Authority to Sign shall be vested on the following:
Central Office :
===========
Departments :
Recommending Approval - Division Chief
Approval - Department Manager
Office of the Assistant Administrators:
RA - Head of Staff
A - Asst. Administrator
Office of the Deputy Administrators:
RA - Head of Staff
A - Deputy Administrator
Administrator’s Office:
RA - Head of Staff
A - Special Assistant
Field Office:
=========
RA - Provincial Manager/
Asst. Regional Manager
A - Regional Manager
In the absence of the approving official, the next lower in rank can execute the required action.
4.
Authority to rendered overtime services for one quarter should not exceed quarterly overtime budget for the quarter.
F.
Compensation for Overtime Services Rendered
1.
Compensatory Day-off
Compensatory day-off shall be resorted to as long as this will not hamper work activities/ operations of the office. Where an employee has already used up the 50% annual salary per employee/per annum limitation, compensatory day off day may also be allowed subject to scheduling so as not to hamper work activities/operations of the of the office.
2. Overtime Pay on an Hourly Basis
2.1 Personnel rendering overtime services shall be entitled to overtime pay by the hour which shall be based on his /her actual hourly rate, computed as follows:
Actual Salary per Month
Overtime Pay (O.P.) ---------------------------------
22 x 8
2.2 Payment of overtime services of the employee shall be subject to the following:
a. The aggregate overtime pay to be received by an employee in a given calendar year
shall not exceed 50 % of his annual basic salary . Any excess claim shall automatically be disallowed; and
b. The overtime compensation to be paid by the office/department shall be limited to the budget ceiling to be issued on a quarterly basis.
2.3 No overtime pay shall be allowed for less than one hour overtime services during any day.
3.
Meal Allowance
Meal allowance as a form of payment of overtime services shall no longer be allowed.
G.
Personnel Not Entitled to Overtime Pay
The following personnel shall not be entitled to any form of overtime compensation:
1.
Those with the rank of Division Chief and above including those in acting capacity who are receiving Representation and Transportation Allowances during the period of incumbency.
2. Those on official travel status and are receiving equivalent traveling allowances.
3. Those assigned to special projects and are paid honoraria and allowances, provided that the total amount received in a given calendar year as additional compensation from special projects shall not exceed 50 % of his annual basic salary.
H. Preparation of Budget for Overtime Services
1. In preparing the budget for overtime compensation, the following should be considered:
a. Maximum number of hours allowed for overtime:
With shifting
:
3 hours/day ( regular days )
11 hours/day (Saturday, Sunday and Holidays - directly involved)
8 hours/day (Saturday , Sunday and Holidays - support services)
Without shifting:
4 hours/day
b. Persons authorized to render overtime.
c. Rates based on 50 % of annual basic salaries of employees authorized to render overtime.
d. Overtime pay budget ceiling allocated by Budget Division - DTBFM.
2. The Administrative Officer/ Administrative Assistant shall monitor the disbursement of budget for overtime pay of the office/department. Based on the certification of unexpended allotment for overtime pay, the Regional Director/Department Manager/Head of Office shall approve the performance of overtime services .
I. Remittance of Funds
1. DTBFM shall issue Advice of Sub Allotment/Remittance funds to the Regional Offices within two (2) weeks upon receipt of the request. For C.O . departments, DTBFM shall issue the Advice of Sub- Allotment within one (1) week upon receipt of the request . This shall be based on the actual overtime services rendered and shall be determined thru the following:
1.1 The Provincial Offices/C.O. Divisions shall submit monthly the Request for Remittance of Funds for Payment of Overtime Services Rendered (Exhibit 2) to the Regional Offices/ C.O. Departments.
1.2 The Regional Offices/C. O. Departments shall consolidate requests to be submitted to DTBFM for funding. DTBFM shall then remit the overtime budget direct to PO/RO.
J.
Processing/Payment of Claims for Overtime Pay
1. Overtime services shall be paid thru the payroll system on monthly basis. They shall be paid upon receipt of the funds remitted by DTBFM. For Central Office departments, overtime payroll shall be prepared on or before the 10th day of the following month.
2. The field office Administrative Officer/Executive Assistant I shall prepare the overtime payroll for all personnel who have rendered overtime services as authorized for the month .
3. The supporting documents for the overtime payroll shall be the following:
Request for Authority to Render Overtime
Request for Remittance of Funds for Payment of Overtime Services Rendered
The Regional Manager/Department Manager shall have the primary responsibility of assuring that only necessary overtime services are authorized and paid.
III. RESPONSIBILITIES
IV. FLOW CHART
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EXHIBITS
Exhibit 4 - Statement of Property Accountabilities