SOP Library
SOP NO:
HR-PR01
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Records and Information (HR-PR)
Title:
Processing and Issuance of NFA ID Cards
Date Approved/Issued:
12/26/1984
Date Effective:
01/01/1985
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A.
ID Requirement
1. All NFA employees are required to secure NFA identification cards.
2. Regulars and regular casual employees shall be issued permanent Id cards after three (3) months, sunject employees shall utilized temporary IDs.
3. Employees hired on contractual, temporary or sesonal basis and those on detail (from other agencies) shall be issued temporary IDs with the termanition date indicated therein.
B.
Decentralized ID Issuance
1. Proscessing and issuance of ID cards shall be decentralized up to be Regional level. Hence, HRM-C.O. shall take charge of ID processing and issuance for Central Office personnel only.
2. ID supplies (Exhibit 1 & 2) shall be forwarede by HRM-RIS to the Regional Administrative Officer based on the regional complement, and pre-determined rate of consumption.
3. Purchase of ID supplies national requirement shall be centralized at Central Office to be coordinated by HRM-RIS. This shall follow SOP on Central Office Purchasing System.
C.
Request for ID
1. Request for ID shall be made through the existing Application for ID from (Exhibit 3) properly endoresd by the respective Directorate's Adminitrative Assistance/Provincial AO.
2. For Central Office, application shall be submitted to Records and Information Section/Human Resource Management while for field office, to the Administrative and General Services Section/Regoinal Office after payment of required charges.
3. Replacement of IDs shall be granted on the following grounds: a.) LOst IDs b.) damaged IDs c.) change of directorate d.) change of surname (for female).
4. Request for replecement forr replacement of lost IDs shall be accompanied by an Affidavit of Loss.
5. Those securing replacement IDs shall surrender their old ID cards. An employee can keep only one (1) ID at a time.
6. Signatories at Ids shall be as follows:
Permanent ID - Minister
Temporary ID - HRM Directo/Regional Dir.
D.
Payment for IDs
1. First issuance of permanent and temporary Ids shall be free of charge, Replacements for damaged IDs, change of surname and change of directories shall be charged P11.00 and P3.00 for permanent and temporary Ids, respectively.Replacement for lost IDs, however, shall be charged as follows:
Permanent Temporary
1st P15.00 P5.00
2nd P17.00 P7.00
3rd P20.00 P10.00
Replacement after the 3rd time shall be charged the maximum amount of P20.00 for payment and P10.00 for temporary IDs.
2. Payments shall be made to the RIS Section Chief/Provincial AO/AA upon submission of application form. A Privincial Reciept (Exhibit 4) shall be issued to the employee.
3. RIS Section Chief/Provincial AO/AA shall remit payment to the Cashier at the end of the month together with a summary / listing of ID applicants (Exhibit 5). Same summary shall be furnished to the Regional Administrative Officer.
4. Collection by the Central/Provincial Cashier shall follow usual procedure of bank remittance and accouting entries (Exhibit 6).
E.
Employee / ID Number
Central Office
1. Employee No. shall be assigned by EDP-MSD to Central Office employees. This shall be reflected at their permanent IDs.
2. Temporary IDs shall reflected onlyy the ID No. utilizing the codes of their respective Directorate followed by three (3) digit number to be controlled by RIS-HRM.
Example: MSD-001.
Field Office
1. Field Office Employee No. shall the codes of their respective provences (Exhibit 7) followed by a three (3) digits No. to be controlled by the Provincial Administrative Officer. Example: LUN-001 (La Union).
2. Temporary ID Nos. shall likewise follow same procedure of coding.
III. RESPONSIBILITIES
A.
Administrative Asst./Administrative Officer
PAO-03
1. Identifies ID requirement of provincial staff. Sumbits "Application for ID" to RIS-HRMD/Regional Administrative Officer properly indicating PR No. and amount paid at appropriate portion.
2. Keeps record of submitted applications and processed ID cards recieved from RIS-HRM/Regional Administrative Officer.
3. Receives payment for replacement IDs and remits same to Cashier at the end of the month.
B.
Records and Information Section Chief
- HRM
1. Programs national requirment of temporary and permanent IDs. DEtermines allocation of ID supplies for each region and coordinates the purchase and issuance of such to Regional Office.
2. Recieves apyment for replacement IDs and remits same to Cashier at the end of the month.
3. Processes application for ID identifying status of employment, termanation date (if applicable) and employee number. Secures signature of HRM Director for temporary IDs. NFA Minister's signature is already printed at permanent IDs.
4. Issues Ids to connected employees thru their respective Administrative Assistant.
5. Monitor ID supplies inventory, ID processed and ID supplies issued to Regional Office.
C.
Regional Administrative Officer
RAO-01
1. Processes application for ID identifying status of employeement, termination date (if applicable) and employee no. Secures signature of the Regional Director for temporary IDs.
2. Issues IDsto concerned employees thru their respective Administrative Officers.
3. Submit to RIS-HRM quarterly report on ID supplies requirement and ID consumptions.
IV. FLOW CHART
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EXHIBITS
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