SOP Library
SOP NO:
HR-CD05
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Career Development and Performance Evaluation (HR-CD)
Title:
SOP on the NFA Manpower Cross-Posting Program
Date Approved/Issued:
12/07/2004
Date Effective:
12/07/2004
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
1.
Program Coverage
a. The NFA Manpower Cross-Posting Program is open to NFA employees who are holders of Salary Grade Level 22 and below and who meet the following qualifications:
§
must have been holding the same position for at least three (3) years,
§
must have rendered at least a SATISFACTORY performance for the last
two rating periods immediately preceding the period of cross-posting; and
§
must have no pending administrative and/or criminal charges.
b. An employee may be cross-posted under any of the following schemes:
Scheme 1 :
Interdepartmental
(from one department/office to another within the Central Office)
Scheme 2 :
Intra-regional
(from one Provincial Office to another within the same region)
Scheme 3 :
Inter-regional
(from one region to another, one region to Central Office or vice-versa)
c. The function/position to which an employee may be cross-posted should at least be of the same level as his/her present function/position.
2.
Frequency/Duration of Cross-posting
a. An employee may be cross-posted only once for the entire duration of his/her employment with the NFA.
b. Generally, the duration of cross-posting shall be from three (3) to six (6) months. An extension may be granted but only for another three (3) to six (6) months. In no case shall the cross-posting period exceed one (1) year.
c. Requests for extension of the cross-posting period shall be submitted to the HRMD/R.O. Administrative Section by the head of office where the employee is cross-posted. Final approval of extension shall be made by the head of the employee’s original office.
3.
Basis for Cross-Posting
Cross-posting of employees shall be based on the available positions matched with the applications received from interested employees. The available positions shall be determined based on the manpower requirements for cross-posting of the different C.O. departments and field offices as evaluated by HRMD.
a.
Available Positions for Cross-posting
a.1. C.O. departments and provincial/regional offices which have special projects to undertake but do not have sufficient manpower complement may request for additional manpower under the cross-posting program. They shall submit to HRMD the attached form (
Exhibit A
) stating therein the following information:
§
the title and a brief description of the project for which the required manpower shall be utilized;
§
project duration;
§
manpower requirement (position and grade level);
§
qualification standards including any special skills required; and
§
the specific activities to be performed by the cross-posted employee (per position).
a.2. HRMD shall evaluate the requests and consolidate the manpower requirements submitted by the different departments/field offices. A list of available positions under the cross-posting program shall be prepared based on the evaluation made, indicating the positions required with the corresponding qualification standards and the place of assignment.
a.3. HRMD shall have the list circularized for information of all interested NFA employees. The list shall also be posted at the NFA website and in the bulletin boards of the respective Administrative Sections of the Regional Offices and at the HRMD, Central Office.
b.
Applications for Cross-posting
b.1. Employees who are interested to avail of the cross-posting program shall fill out an application form (
Exhibit 2
) to be secured from and submitted to HRMD (for C.O. Employees) or to the Administrative Section of their respective Regional Offices (for Field Office employees).
b.2. HRMD/R.O. Administrative Section shall screen all applications and ensure that only those applicants whose qualifications match the position applied for are accepted under the program. Applications of qualified employees shall be endorsed to the concerned department/field office for further evaluation.
b.3. The concerned department/office shall submit to HRMD/R.O. Administrative Section the name(s) of employee(s) accepted for cross-posting for preparation of a Special Order (S.O.). The responsibility for the preparation of the S.O. shall be as follows:
§
HRMD - for C.O. employees regardless of the place where the employee will be cross-posted.
§
R.O. Administrative Section - for employees of the regional office and provincial offices within the region regardless of the place where the employees will be cross-posted.
b.4. Employees who did not qualify and/or were not accepted for cross-posting shall be informed accordingly in writing through their respective heads of office by HRMD/R.O. Administrative Section.
4.
Performance Targets/Evaluation
a. Employees accepted for cross-posting shall be properly briefed/oriented of their specific tasks/responsibilities by the respective heads of their new offices. The employee’s performance targets shall be properly discussed by the employee and his/her supervisor at the start of the cross-posting period.
b. Cross-posted employees shall be rated at the end of the cross-posting period based on the performance targets agreed upon between the employee and his/her supervisor using the NFA Performance Evaluation System.
c. HRMD-MDD shall be furnished with a copy of the employee’s performance rating during the cross-posting period.
5.
Collection/Payment of Salaries and Other Compensation
a. Salaries and allowances of the cross-posted employee shall be processed and paid at his/her original office. However, the supporting documents shall be signed/approved as follows:
§
TIME CARDS. The certified correct portion of the timecard of the cross-posted employee shall be signed by his/her supervisor at the new office.
§
APPLICATION FOR LEAVE OF ABSENCE (ALA). The ALA shall be processed and approved at the employee’s original office following the NFA Specification of Authority on approval of ALA except for the recommending approval portion which shall be signed by the employee’s supervisor at the new office.
§
The time card, ALA and other supporting documents, duly signed/approved by the concerned officials, shall be submitted to the employee’s original office at least two (2) days prior to the regular payroll processing period, otherwise, the employee shall be ruled out from the regular payroll. The ruled out employee shall be responsible for the preparation of the voucher for the collection of his/her salaries and allowances.
b. Overtime services of the cross-posted employee shall be authorized by and paid at the new office. The total amount paid to the employee for overtime services and the period when the service was rendered shall be indicated in the
Certificate of Overtime Services Paid
to be issued by the Accounting Unit of the office where he/she was cross-posted. The certificate shall be supported by
BIR Form No. 2316
and shall be submitted by the employee to DAS (for C.O. Employees) or R.O./P.O. Accounting Unit (for field employees) upon return to his/her original office after the cross-posting period.
6.
Certificate of Clearance from Money and Property Accountability
The cross-posted employee shall be required to secure a Certificate of Clearance from Money and Property Accountability prior to and after the duration of the cross-posting from his/her original office and from the office where he/she was cross-posted.
7.
Transportation Expenses
A cross-posted employees shall not be entitled to relocation allowance or its equivalent. However, he/she shall be entitled to a reimbursement of actual transportation expenses incurred for his/her transfer to his/her new office (chargeable to the new office) and for his/her return to his/her original office upon completion of the cross-posting period (chargeable to the original office).
All claims for transportation expenses shall be duly supported by receipts. In no case shall these be collected in advance.
8.
Monitoring and Evaluation
a. The R.O. Administrative Section shall be responsible for the supervision and monitoring of the program at the field level. It shall prepare and submit to HRMD a quarterly report (
Exhibit 3
) indicating the following:
§
the name/position of employees within the region who availed of the cross-posting program, the offices where these employees are cross-posted; and the duration of cross-posting;
§
the name/position of employees who are cross-posted in the region (R.O. And P.O.), their original offices and the duration of cross-posting.
b. HRMD-MDD shall be responsible for the overall supervision and monitoring of the program. Based on the quarterly reports submitted by the Regional Offices, it shall prepare and maintain a status report on the program for ready reference of NFA management. The report shall indicate the total number of employees who availed of the program including problems encountered and actions taken, if any.
c. HRMD-MDD shall conduct an annual assessment of the program to measure the effectiveness of the program both on the employees and the organization. It shall evaluate the impact of the program based on feedback gathered from cross-posted employees and their supervisors.
This SOP shall take effect on
December 7, 2004
.
III. RESPONSIBILITIES
IV. FLOW CHART
Top Page
EXHIBITS
No documents found