SOP No: HR-PR04.A

SOP Library

SOP NO: HR-PR04.A (List of Exhibits/Attachments)

Mission: Finance and Administration

Area: Human Resource (HR)

Activity: Personnel Records and Information (HR-PR)

Title: Amendment/Addendum to the Revised SOP on the Certificate of Clearance (revision of NFA COC Form)

Date Approved/Issued: 08/01/2018

Date Effective: 08/01/2018

Digest:

I. TERMS OF REFERENCE

A. Rationale

B. Objective

C. Scope

D. Basis

II. IMPLEMENTING GUIDELINES
For the information and guidance of all concerned, hereunder is the Amendment/ Addendum to the Revised SOP on the Certificate of Clearance (COC).

1. This is to reiterate strict compliance of all NFA employees in securing NFA COC FORM 7 when applying for the following:

a. Leave of Absence with or without pay in excess of thirty (30) calendar days;

b. Resignation/Retirement;

c. Transfer to another government agency;

d. Re-assignment from one NFA office to another except transfer within central office; and,

e. Other mode of separation (e.g. death)

2. Based on CSC MC No. 24, s. 2017 entitled ”2017 Omnibus Rules on Appointments and Other Human Resource Actions” the above mentioned employees shall be required to submit the approved CS FORM No. 7 (Clearance Form – for C.O. ANNEX A / ANNEX A.1 for F.O. of this amendment), replacing NFA COC Form 1 or NFA COC Form 2 (Provisional and Terminal Clearance, respectively).

3. When applying for a clearance, the employee shall accomplish CS FORM No. 7 and attach the Request Slip/Tracking Sheet (Annex B- Sample format Ľ piece of bond paper). The Request/Tracking Sheet will serve as a monitoring device of CS FORM No. 7.

Issuance of Certifications/Statement of Accountabilities/CS FORM No. 7 from the concerned departments shall

not exceed 10 working days

from the date of the receipt of the Request Slip/Tracking Sheet.

4. Accordingly, employees applying for the CS FORM No. 7 shall first be issued Certifications/Statement of Accountabilities (Exhibit 1-7 – refer to the attached forms) from money, stock and property accountability by the concerned department/office. If the employee has been found to be with accountabilities, the concerned department/office shall advice him/her to settle first the accounts with the NFA Cashier.

5. No clearance shall be issued to Stock Accountable Officer with on-going compromise agreement. He/She shall be covered by the Guidelines in the Execution of a Compromise Agreement in the Payment of Final Shortages by NFA (SOP No. LG-SS08.A) approved November 11, 2013.

6. Instruction on How to Accomplish the CS FORM No. 7(ANNEX A/A.1)

Purpose

1. Purpose – check on the space provided corresponding to the purpose of the clearance application;

2. For Leave purposes, specify if vacation/sick leave with or without pay in excess of thirty (30) days, Maternity leave, Study Leave, etc.;

3. For other modes of separation not mention on the given choices –specify the mode of separation on the space provided.

4. Effectivity/Inclusive Period – indicate the effectivity date of separation, if the purpose of leave, indicate the period covering the said leave (ex. From January 15 to March 15, 2018);

5. Office of Assignment – indicate the name of office where the applicant is currently assigned;

6. Position/SG/Step – indicate the plantilla position title including the salary grade level and the Step (Ex. MAA III/18/8);

7. Name and Signature of Employee – print full name of the employee applicant and affix signature over printed name.

II.

Clearance

from Work-Related Accountabilities

This portion will replace COC Form A of SOP No. HR-PR04 (Revised SOP on Certificate of Clearance) which is a certification of the employee applicant from his/her office of origin.

1. Recommending Officer – indicate the full name of the immediate supervisor of the employee applicant and affix signature over printed name.

2. Approving Officer – indicate the name of the Head of Office (Administrator, Deputy Administrator, Asst. Administrator, Department Manager, Regional Manager, and Provincial Manager) and affix signature over printed name.

The following specifications of authority shall be used for this purpose:

CS From 7 Applicant	Recommending Officer	Approving Office
Administrator		Office of the President
Deputy Administrators		Administrator
Assistant Administrators		Deputy Admin. for Finance and Administration
Department Managers/ Regional Managers	Asst. Admin for Finance and Administration	Deputy Admin. for Finance and Administration
Asst. Department Managers, Asst. Regional Managers, Division Chiefs, Provincial Managers	Department Manager/ Regional Manager	Asst. Admin for Finance and Administration
Council Secretary & Special Asst.		Administrator
Executive Assistant V	Special Assistant	Administrator
C.O. Rank and File Employees	Division Chief	Department Manager
R.O. Rank and File Employees	Asst. Regional Manager	Regional Manager
P.O Rank and File Employees	Provincial Manager	Regional Manager

III.

Clearance from Money and Property Accountabilities

“Cleared”/”Not Cleared” portion shall be checked whichever is applicable.

In “Name of Clearing Officer/Official” indicate the name of the concerned Department Manager and affix signature on the proper column.

Administrative Sector

a.) Supply and Property Procurement and Management Services

This shall be signed by the GSD Department Manager for Central Office based on Exhibit 1.
For Field Offices, the Regional/Provincial Administrative Officer shall be the clearing officer.
Signatories for Firearms Accountability shall be based on Exhibit 2.

b.) Human Resource Welfare and Assistance (based on

Exhibit 3

)

This portion shall be signed by HRMD Department Manager for Central Office Employees and RAO for Regional Office Employees/PAO for Provincial Office Employees.

c.) Agency-accredited Union/Cooperative shall be signed by the clearing officer of Provident Fund, NFAEA, NFA-MPC and MSMPC (

Exhibit 4

) accordingly.

Library

Since there is no more NFA Library, indicate not applicable (N/A), No signature needed.

Finance and Asset Management

a.) “Financial Services” will include Grains Stock and Empty Sack Accountabilities. This will be signed by the Head of the Tolerable Allowance Unit for Central Office employees and employees from the field offices but designated at the Central Office. For Regional and Provincial Office employees, the Regional Manager/OIC shall be the signing authority (

Exhibit 5

b.) “Transaction, Processing and Billing Services’ will include money accountability such as cash advances, unliquidated TEVs, loans from NFA, COA disallowances and other receivables with NFA. This portion shall be signed by the Department Manager of Accounting Services Department (ASD-C.O.)/Regional Accountant (R.O.)/Sr. Accounting Specialist. (P.O.) – (

Exhibit 6

c.) “Payroll and Remittances Services” shall also be signed by the Department Manager of ASD/Accounting Unit for field offices.

Professional and Institutional Services

This portion shall be signed by the Department Manager of HRMD for Central Office (Exhibit 3) and RAO for Regional Office employees/PAO for Provincial Office Employees

IV.

Certification of NO PENDING CASE using Exhibit No. 7

The Department Manager of Legal Affairs Department shall issue a Certification of NO PENDING CASE using Exhibit No. 7.

He/She shall check the portion whether the concerned employee/applicant is with pending administrative/criminal/civil cases.

CS FORM No. 7 Certification portion shall be signed by the NFA Administrator.

If the employee applicant is cleared from the concerned department, the clearing officer/official shall attach to the CS FORM NO. 7 the Certifications that shall prove that the subject employee is cleared of any accountability and check the “Cleared” box before affixing their signature.

If the employee appear to have uncleared accountability/ies from the concerned department, the clearing/official shall attach the Statement of Accountabilities and advise the subject employee to make the necessary actions in order to be cleared. The clearing officer/official shall

only check the “Not Cleared”

box.

The clearing/authorized official must only sign on the CS FORM No. 7 corresponding to their portion once the subject employee have settled and cleared of all the accountabilities required. The “Cleared” box shall be checked and signed accordingly.

8. Certifications

8.1 Employees who intend to apply for CS FORM No. 7 are required to secure the following Certifications from the concerned departments:

Certification	Certifying Official
Certification	C.O.	F.O.
As to property accountability (PPE/Supplies and materials, telephone bills) Exhibit 1	Department Manager, General Service Dept. (GSD)	Regional Manager/ Provincial Manager
As to firearms accountability Exhibit 2	Department Manager, Security Services & Investigation Dept. (SSID)	Regional Manager/ Provincial Manager
As to service contract, welfare assistance, professional and institutional development (training/seminar report), exit interview, ID, SALN and others Exhibit 3	Department Manager, HRMD	Regional Manager Provincial Manager
As to other creditors with check-off agreement (NFA Provident Fund, NFAEA, NFA-MPC, MSMPC) Exhibit 4	President/General Manager/Authorized Officer	Authorized Officer
As to Stock Accountabilities Exhibit 5 RM/ARM/PM/OIC/Central Office officials and employees Field Office employees . . . . . . . . . . . . . . . . .	Head, TOLA Unit . . . . . . . . . . . . . . . . . . . . . . . .	Regional Manager
As to Cash accountability/ Cash Advances from Petty Cash Fund/ Funds for Special Projects, unliquidated TEVs, loans from NFA, COA disallowances, NFA provident fund and other receivables, etc. Exhibit 6	Department Manager, Accounting Services Department (ASD)	Regional Accountant (RO)/ Sr. Accounting Specialist (PO)
As to pending administrative and/or criminal/civil case. Exhibit 7	Department Manager, Legal Affairs Department (LAD)	Department Manager, Legal Affairs Department (LAD)

Certifications shall be provided/prepared by the concerned department where the accountability shall be cleared.

Necessary certifications shall be attached to

CS FORM No. 7

to be used as reference prior to its signing by the clearing officer/official including the following documents:

a. Deed of Undertaking –

Exhibit 8

b. Authority to Deduct –

Exhibit 9

c. Latest Service Record

8.2 If an applicant employee has no

cash, property, stock or other accountability with NFA the clearing officer/official shall sign directly on the CS FORM NO. 7 to their name. Otherwise, the employee shall be advised to settle his/her unsettled accounts as listed in the statement of accountability

. A certified photocopy of the Official Receipt (OR) and other document evidencing payment/settlement of accounts shall be presented/submitted to the concerned department to facilitate the signing of CS FORM No. 7.

Employee applicant with unsettled accountabilities shall attach their Certifications/Statement of Accountabilities to the CS FORM No. 7 including other documents as required by the ASD and HRMD. In this case, the clearing officer shall check the “Not Cleared” portion of the CS FORM No. 7.

For LAD, the details of the pending administrative and/or criminal cases in which the employee was charged shall be submitted, if any.

Security Services & Investigation Department (SSID) shall submit to the Legal Affairs Department (LAD), a list of NFA Employees who are subjected of a fact finding investigation on a monthly basis for this purpose.

If an employee who is securing a Certification from HRMD has an unserved portion of a service contract, HRMD shall convert the unserved portion into peso value and indicate it in the Certification. HRMD shall then require the concerned employee to pay the peso value and present the Official Receipt (OR) before issuing the Certification. The unserved portion of a service contract may also be deducted from the Terminal Leave Benefits (TLB) of an employee and HRMD shall indicate in the Certification that concerned employee has enough TLB.

8.3 To ensure that all receivables from the concerned official/employee have been properly settled, request for Certification from Accounting Services Department (Exhibit 6) shall be supported by the following documents:

Approved Certifications from: GSD, SSID, TOLA Unit, HRMD and Provident, NFAEA, NFA-MPC and MSMPC;

Authority to Deduct;

Latest Service Record

8.4 For NFA field office officials/employees, the Provincial Administrative Officer (PAO) shall be responsible in the completion of the Statement of Stock Accountabilities (Grains and Empty Sacks) certified correct by the Senior Accounting Specialist (SAS) and approved by the Provincial Manager. The statement shall reflect the complete Stock Accountabilities (Grain Stocks, Empty Sacks) and Accountable Forms) from all Provincial Offices where the employee has been assigned as Stock Accountable Officer (SAO-SGOO) based on the latest Service Record of the concerned official/employee.

For NFA field offices, the Regional Office concerned shall sign the Certification based on the Statements of Stock Accountabilities (Grains and Empty Sacks) issued by the Provincial Offices where the said employee was designated/ assigned as Stock Accountable Officer.

The Regional Office shall ensure that all applicants for clearances has complied with Statement of Stock Accountabilities (Grain Stocks, Empty Sacks) requirement prior to signing of the Certification (Exhibit 5).

For officials/employees from field offices who were detailed/assigned at Central Office, the concerned Representative on Administrative Matters (RAM) shall be responsible in the completion of the said Statement of Stock Accountabilities (Grain and Empty Sacks) in Exhibit 5 prior to approval by the Head of TOLA Unit.

Statement of Stock Accountabilities (Grains and Empty Sacks) shall be based on the Quarterly Status of Stock Accountabilities wherein all cases of stock accountabilities of stock accountable officers are reported per Central Office/Field office audit records.

8.5 For purposes of verification whether or not the NFA employee has been designated as an Accountable Officer, a copy of the latest Service Record shall be attached to the request. The Service Record shall be issued by the PAO and it should properly enumerate all provinces where the employee was assigned to determine previous assignments.

Accordingly, the Head of Office concerned (RM/PM) shall request for Certification from LAD (Exhibit 7) through the fastest means of communication.

8.6 The Certifications/Statement of Accountabilities shall be attached to the CS FORM No. 7 for submission to HRMD (for CO)/Administrative Unit (for RO/PO). The HRMD Department Manager/Administrative Officer IV (RAO)/Administrative Officer III (PAO) shall check if all the necessary Certifications/Statement of Accountabilities are attached to the CS FORM No. 7 and shall affix his/her initial on the CS FORM No. 7 to attest that necessary requirements have been compiled with prior to approval of the Administrator.

8.7 The retiring field office employee shall submit the approved CS FORM No. 7 together with complete set of certifications to RAO/PAO. The Administrative Officer IV (RAO) shall be responsible for the transmittal of the approved CS FORM No. 7 and the necessary requirements to HRMD to facilitate his/her retirement benefit claims.

9. Process Flow in Securing CS Form No. 7 (Annex C)

X X X

All other provision of the Revised SOP on Certificate of Clearance which are inconsistent with these amendments shall be deemed superseded.

This amendment/addendum shall take effect immediately upon approval.

Lt. Col. Jason L.Y. Aquino, (Ret) P.A.
Administrator

Date Approved: August 1, 2018

III. RESPONSIBILITIES

IV. FLOW CHART
Top Page

EXHIBITS

ANNEX A.1

Exhibit

Exhibit

Annex A

Exhibit 1

Exhibit 2

Exhibit 3

Exhibit 4

Exhibit 5

Exhibit 6

Exhibit 7

Exhibit 8

Exhibit 9

Annex B

Instruction on How to Accomplish the CS Form 7 (ANNEX A/A.1)

Clearance

ANNEX A.1
Exhibit
Exhibit
Annex A
Exhibit 1
Exhibit 2
Exhibit 3
Exhibit 4
Exhibit 5
Exhibit 6
Exhibit 7
Exhibit 8
Exhibit 9
Annex B
Instruction on How to Accomplish the CS Form 7 (ANNEX A/A.1)
Clearance