SOP Library
SOP NO:
HR-PB48
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Benefits and Services (HR-PB)
Title:
Guidelines on the NFA Bereavement Assistance Program for 2007
Date Approved/Issued:
03/09/2007
Date Effective:
03/09/2007
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A.
GENERAL POLICIES
a.
Scope of Coverage
1. The Program shall provide a bereavement financial assistance to beneficiaries of employees covered by the Program who died due to any cause, except suicide, during the period January 1 to December 31, 2007. The amount of bereavement assistance shall be as follows:
1.1
One Hundred Sixty Thousand Pesos (P160,000.00) for
natural death
1.2
Two Hundred Thousand Pesos (P200,000.00) for death by
accident
.
2. All permanent employees of the National Food Authority who were hired before July 1, 1989 shall be the regular members of the Program, and shall pay only the employee’s share of the mutual fund contribution.
3. Since the NFA’s Group Hospitalization, Group Term Life and Group Accident Insurance Programs this year is packaged as a single, self-administered hospitalization and bereavement assistance program designed as a stop-gap measure, each regular member must be enrolled in both the NFA Hospitalization Assistance Program and Bereavement Assistance Program.
4. Employees who were hired on or after July 1, 1989, may opt to enroll in the NFA Bereavement Assistance program, provided they shall pay the total amount of mutual fund contribution.
b.
Source of Fund
1. The fund for the implementation of the NFA Bereavement Assistance Program shall be sourced from the 2007 NFA Corporate Operating Budget (COB) and the employees’ contributions based on the 2006 GTLI and GAIP premiums as presented below:
Regular Member’s Share
NFA Share
Total Amount of Contribution
P1,162.93
P221.38 P1,384.31
Optional members of the Program shall pay the total amount of mutual fund contribution.
2. Regular and optional members’ contribution shall be one-time payment, to be deducted from their payroll/voucher in order to establish the fund of the Program at once and effect its utilization as early as possible.
3. Those who have paid the required contribution and will be separated from the service during the year shall still be covered by the Program until December 31, 2007.
4. The contribution of employees who passed away prior to the collection of the total contribution shall be deducted from the bereavement assistance to the heirs.
c.
Administration of the Program
1. The program shall be administered by HRMD and DAS for central office and the AGS/Accounting Section for the field office.
A Welfare Committee shall be created composed of the following:
Chairperson - HRMD Director
Members - DTBFM Representative
- DLA Representative
- 3 NFAEA Representatives
Secretariat - DMS-PBU, HRMD
2. The Committee shall have the following responsibilites/functions:
a. Monitor the utilization and balances of the funds of the program, in coordination with the DTBFM;
b Discuss issues and problems that may arise in the implementation of the program;
c. Recommend and manage the conduct of fund-raising activities, if necessary, to augment the fund; and,
d. Recommend to the Administrator improvements in the implementation of the program.
B. IMPLEMENTING GUIDELINES
a. Designation of Beneficiaries and Submission of Masterlist
1. The HRMD shall transmit to each Department/Office masterlist of regular members which indicates their existing data, including names and birthdate of their designated beneficiary/ies. Each member must validate his/her insurance data by signing the space provided in the masterlist.
2. Designation of additional beneficiary/ies must be supported by Birth Certificate of the person to be designated.
3. Validated masterlists shall be transmitted back immediately by the Department /Office to the HRMD for verification and recording. The Masterlist of a department/office shall cover the employees who are receiving their salaries and allowances thereat as of the time of validation. Coordination between concerned Departments/Offices is enjoined to ensure that concerned reassigned or detailed employees are not double-listed nor missed in the list.
4. In case of change in beneficiary/ies listed in the masterlist submitted to the HRMD, the employee must notify the HRMD thru letter/memorandum duly indorsed by the Head of Department/Office. This shall be the basis for updating the masterlist and effect change/s in the record of the employee.
5. Each Department/Office shall also submit to the HRMD-Personnel Benefits Unit (PBU) a separate Masterlist for Optional Members (
Annex A
), the same format of the Masterlist for Regular Members.
6. The Masterlists shall be the basis for the deduction of the amount due to the employees in the mutual fund contribution. It shall likewise be the basis in the evaluation of eligibility of claims under the Program.
b.
Remittance of the Employees’ Contribution to the Program
1. A disbursement voucher for regular members shall be prepared by HRMD and processed by DAS. The check shall be deposited by the DTBFM to the “NFA Welfare Fund” account upon submission of the validated masterlist to DAS by HRMD-DMS.
2. Personal share of regular members and the total contribution of optional members shall be deducted one-time and in full amount from whatever benefits/incentive that may be received from NFA. DMS-HRMD/RAOs/PAOs shall provide DAS/Accounting Section with a copy of Masterlists to be used as basis in deducting their contributions.
3. Contributions of central/field office employees shall be deposited by the DAS/Regional/Provincial Accountant to the “NFA Welfare Fund” account to be maintained at NFA Central Office only.
4. A copy of Summary List of contributions (
Annex B
) and deposit slip shall be attached to the Masterlists of the regular and optional members to be submitted to DMS-HRMD.
c.
Management of Fund
1. The fund for the NFA Bereavement Assistance Program shall be managed by the NFA. The DAS shall set-up an “NFA Welfare Fund” account in the books of NFA while DTBFM shall open a separate bank account, “NFA Welfare Fund,” where all collections from contributions for the NFA Bereavement Assistance and Hospitalization Programs will be deposited and where all claims shall be charged against.
2. Funds from contributions for the NFA Bereavement Assistance Program shall not be utilized for claims from the NFA Hospitalization Assistance Program and vice versa.
3. Any fund balance at the end of the year shall be carried over to the next year’s fund.
4. If the fund would be insufficient, necessary actions shall be undertaken by the NFAEA and NFA Management. This may include the following options:
a. Use of 30% of the NFA’s savings from operating expenses (in accordance with PSLMC Resolution No. 02, s. 2003)
b. Conduct fund-raising activities to be managed jointly by the Management and the NFAEA
d.
Evaluation and Settlement of Claims
1. Central and Field Offices shall report to the HRMD-Personnel Benefits Unit (PBU)all deaths compensable under the Program within fifteen (15) days from date of occurrence.
2. The following documents in support of the claim which should have been already verified by the AA/RAO/PAO, must be submitted/indorsed as soon as possible by the concerned Department/ Office to the HRMD-PBU:
a. Claimant's Statement Form duly accomplished by each beneficiary (
Annex C
)
b. Birth Certificate of employee
c. Death Certificate of employee
d. Birth Certificate of each beneficiary
e. Marriage Contract (if spouse is a designated beneficiary)
Documents
b
to
e
must be authenticated/certified by the NSO or Local Civil Registrar
3.
The HRMD-PBU shall check the validity and completeness of submitted requirements. If requirements are not valid/incomplete, the concerned Head of Office/Department shall be notified; submission of valid/lacking documents shall be made immediately.
4. The HRMD-PBU shall evaluate/process the claim documents and recommend approval/disapproval to HRMD Department Manager.
5. For central office, the HRMD-PBU shall prepare the voucher for the approved claim. It shall be forwarded to DAS for processing, together with the photocopy of supporting documents and to DTBFM for Budget Utilization Slip (BUS) approval.
6. The DTBFM shall prepare the check/s for the payment of bereavement assistance. It shall furnish the HRMD with a copy of the check/s and voucher received by the beneficiaries.
7. For Field Office, the HRMD-PBU shall
recommend to
DTBFM the remittance of funds to the concerned field office. A copy of the approved Claimant's Statement Form (Annex D) shall be attached to support the recommendation
.
8. The DTBFM shall furnish the HRMD, a copy of the notice of remittance of funds for bereavement assistance. The HRMD-PBU shall notify the concerned field office on the remittance of fund.
9. Should the beneficiary be a minor and irrevocably designated, a judicial guardian for such minor must be appointed. A corresponding Affidavit of Guardianship must be submitted to the HRMD-DMS.
10. If there is no beneficiary designated by the insured individual or if there is no designated beneficiary surviving at the death of the insured individual, the insurance proceeds shall be payable to his estate.
The NFA Bereavement Assistance Program shall be implemented immediately.
Approved :
March 9, 2007.
III. RESPONSIBILITIES
IV. FLOW CHART
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