SOP No: HR-PB56.A

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SOP NO: HR-PB56.A (List of Exhibits/Attachments)

Mission: Finance and Administration

Area: Human Resource (HR)

Activity: Personnel Benefits and Services (HR-PB)

Title: Addendum to the SOP on Leave of Absence

Date Approved/Issued: 04/23/2013

Date Effective: 09/15/2009

Digest:

I. TERMS OF REFERENCE

A. Rationale

B. Objective

C. Scope

D. Basis

II. IMPLEMENTING GUIDELINES

A. GRANTING OF LEAVE

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13. SPECIAL LEAVE BENEFITS FOR WOMEN UNDER RA. 9710

(An Act Providing for the Magna Carta of Women)

13.1 Entitlement to Special Leave Benefits for Women

a. Any female NFA official and employee, regardless of age and civil status, shall be entitled to this special leave for a

maximum period of two (2) months per year

with full pay based on her gross monthly compensation, provided she has rendered at least six (6) months aggregate service in any or various government agencies for the last (12) months prior to undergoing surgical operation/procedure for gynecological disorders.

This special leave may be availed for every instance of gynecological disorder requiring surgical operation/procedure for a maximum period of two (2) months per year.

b. Availment of this special leave benefit shall be in accordance with the attached List Of Surgical Operations for Gynecological Disorders (

Annex A

), which reflects, among others, the estimated periods of recuperation from surgical operation/procedure due to the specific gynecological disorder.

b.1. The said List of Surgical Operations for Gynecological Disorders reflects, among others a classification of the Procedure based on the patient’s estimated period of recuperation, defined as follows:

Classification of the Procedure based on the Patient’s Estimated Period of Recuperation if without concomitant medical problems	Description
Minor	Surgical Procedures requiring a maximum period of recuperation of two (2) weeks (14 calendar days)
Major	Surgical Procedures requiring a minimum period of recuperation of three (3) weeks (21 calendar days) to a maximum period of two (2) months (60 calendar days)

b.2. Other Surgical Operations for Gynecological Disorders which are not found in Annex A may be allowed subject to certification of a competent medical authority and submission of other requirements provided under item 13.2.a hereof.

c. The earned leave credits may be used for preparatory procedures and/or confinement prior to the surgical operation/procedure. Moreover, should the period of recuperation after the surgical operation/procedure exceed two (2) months, the female official/employee may use her earned sick leave credits for the same. If the sick leave credits have been exhausted, the vacation leave credits may be used pursuant to Section 56 of the Omnibus Rules on Leave.

d. This special leave benefit is

non-cumulative

and

not convertible

to cash.

13.2 Filing of Special Leave Benefits for Women

a. An Application for Leave of Absence (ALA) for Special Leave Benefits for Women shall be submitted to HRMD (for C.O.) and RAO/PAO (for F.O.) signed by the employee, together with the following supporting documents:

a.1. Medical Certificate signed by the attending surgeon. This shall indicate the duration of the surgical operation/procedure including the peri-operative period (period of confinement around surgical operation/procedure) and the employee’s estimated period of recuperation.

a.2. Clinical Summary reflecting the gynecological disorder which shall be addressed or was addressed by the said surgical operation/procedure

a.3. Hispathological report

a.4. Operative Technique used for the surgical operation/procedure

b. HRMD (for C.O.) and RAO/PAO (for F.O.) shall process and evaluate the ALA. Approval shall follow the specifications for approval of maternity leave based on the latest approved Specifications of Authority on Human Resource Matters.

c. The application for the special leave benefits may be applied for in advance, that is, at least five (5) days prior to the scheduled date of the gynecological surgical operation/procedure that will be undergone by the employee. The rest of the requirements specified in item 13.2.a. shall be attached to the medical certificate upon the employee’s return to work under item 13.2.e.

d. In instances when a qualified female employee undergoes an emergency surgical procedure, the said leave application shall be filed immediately upon the employee’s return from such leave, also following the procedure set forth in item 13.2.a.

e. Upon the employee’s return to work, she shall also present a medical certificate signed by her attending surgeon that she is physically fit to assume the duties of her position.

13.3 Restoration of the sick/vacation leave credits that were deducted from officials and employees who are entitled to the leave benefits under the Magna Carta of Women.

a. The CSC Guidelines on the Availment of the Special Leave for Women took effect retroactively starting September 15, 2009. Female officials and employees whose periods of surgical operation/procedure and recuperation due to gynecological disorders are covered by the said CSC guidelines but were deducted their sick or vacation leave credits, can have the said leave credits restored and/or appropriate gross compensation paid, as the case may be.

a.1. Employees who are still with NFA and who used their sick/ vacation leave credits shall request for the restoration of their used sick/vacation leave credits.

Employees still with NFA who have incurred leave without pay for such surgical operation/procedure, shall request for the refund of their salaries based on their salary rates at that time when such leave of absence was incurred.

a.2. Employees who have already resigned, retired or separated from the NFA service after the effectivity of the Magna Carta of Women, who have undergone surgical operation/procedure due to gynecological disorders while she was still in the service, can request for the restoration and payment of their leave credits.

Employees who have already resigned, retired or separated from the NFA service and have incurred leave without pay for such surgical operation/procedure, shall request for the refund of their salaries based on their salary rates at that time when such leave of absence was incurred.

b. The procedures for the

restoration of the used leave credits of an employee still with NFA

shall be as follows:

b.1. The employee shall submit a Letter Request to HRMD (for C.O.) and RM/PM (for F.O.).

b.2. The photocopy of the previously approved ALA and the list of requirements stated in 13.2.a. shall be attached to the Letter Request for evaluation. In case the requirements can no longer be located, a medical certificate signed by the attending physician will suffice provided the following information are indicated:

the gynecological disorder
the procedure done to address the said disorder
the duration of the surgical operation/procedure including the peri-operative period (period of confinement around surgical operation/procedure)
the employee's estimated period of recuperation for the same.

b.3. HRMD (for C.O.) and RAO/PAO (for F.O.) shall evaluate and process the said request. The employee’s Letter Request shall be approved by the approving authority based on the specifications for approval of maternity leave as per the latest approved Specifications of Authority on Human Resource Matters.

b.4. After approval of the request, HRMD (for C.O.) and RAO/PAO (for F.O.) shall adjust the corresponding entries in the Perpetual Leave Card of the employee.

b.5. The HRMD (for C.O.) and RAO/PAO (for F.O.) shall notify the concerned employee on the adjustments made in the Perpetual Leave Card.

c. The procedures for the

refund of the deducted salary of employees who incurred leave without pay

shall be as follows:

c.1. The employee shall submit a Letter Request to HRMD (for C.O.) and RM/PM (for F.O.) and shall attach the documents stated in item 13.3.b.2.

c.2. HRMD (for C.O.) and RAO/PAO (for F.O.) shall evaluate and process the said request. The employee’s Letter Request shall be approved by the approving authority based on the specifications for approval of maternity leave as per the latest approved Specifications of Authority on Human Resource Matters.

c.3. The HRMD (for C.O.) and RAO/PAO (for F.O.) shall notify the concerned employee upon approval of her request.

c.4. The concerned employee shall then prepare the documents for the refund (e.g. Voucher, BUR, etc) and submit to ASD/Accounting section together with all the documents for processing and payment.

d. The procedures for

the restoration and payment of the used leave of employees who have already resigned, retired or separated from the service

shall be as follows:

d.1. The employee shall submit a Letter Request to HRMD (for C.O.) and RM/PM (for F.O.) and shall attach the documents stated in item 13.3.b.2.

d.2. HRMD (for C.O.) and RAO/PAO (for F.O.) shall evaluate and process the said request. The employee’s Letter Request shall be approved by the approving authority based on the specifications for approval of maternity leave as per the latest approved Specifications of Authority on Human Resource Matters.

d.3. After approval of the request, HRMD (for C.O.) and RAO/PAO (for F.O.) shall adjust the corresponding entries in the perpetual leave card of the employee and shall prepare the necessary documents (e.g. Voucher, BUR, etc.) for payment of the restored leave which shall form part of the terminal leave benefit of the employee.

d.4. HRMD (for C.O.) and RAO/PAO (for F.O.) shall forward all documents to ASD/Accounting section for processing and subsequent payment of the restored leave.

e. The procedures for the

refund of the deducted salary of employees who incurred leave without pay and have already resigned, retired or separated from the service,

shall follow

the procedures stipulated in

13.3.c

14. SPECIAL EMERGENCY LEAVE

14.1. A five-day special emergency leave shall be granted to employees directly affected by calamity/disaster.

14.2. The grant of the special emergency leave shall be based on the declaration of state of calamity by the President of the Philippines or by the Local Sanggunian pursuant to Section 16 of RA No. 10121 (Philippine Disaster Risk Reduction and Management Act of 2010).

However, in case a specific area was not declared under state of calamity but was nonetheless severely affected by the national calamity/disaster, the Administrator in the exercise of his sound discretion, may grant the special emergency leave to affected employees based on proof or evidence presented or news account.

14.3. A commonly declared natural calamity or disaster may include, but not limited to,

earthquakes, flooding, volcanic eruption and landslide

that have profound environmental effect and/or human loss and frequently cause financial loss.

14.4 The special emergency leave shall be for a

maximum of five (5) days in a year.

The said leave is

non-commutative and non-cumulative

. This can be availed either straight or on staggered basis and shall not be deducted from the employee’s leave credits.

14.5. The purpose of the leave may be any of the following:

a. Urgent repair and clean-up of damaged house

b. Being stranded in affected areas

c. Disease/illness of employees brought about by natural calamity or disaster

d. Caring of immediate family members affected by natural calamity or disaster

14.6 The following documents shall be attached to the ALA when filing special emergency leave:

a. If the purpose of the leave is for 14.5.a. and 14.5.b.:

Certification from the respective head of the department/office that the employee resides in the identified calamity area

b. If the purpose of the leave is the employee’s sickness:

Certification from the respective head of the department/office that the employee resides in the identified calamity area
Medical certificate stating that the employee was ill brought about by the recent calamity/disaster

c. If the purpose of the leave is for caring of the employee’s immediate family member/s affected by the calamity/disaster:

Medical certificate stating that the employee’s immediate family member was ill brought about by the recent calamity/disaster
Barangay Certification stating that the place of residence and/or property of the employee’s immediate family member was damaged, specifying extent of damage

14.7. The Special Emergency Leave may be availed of by the affected employees

within

thirty (30) days from the actual occurrence

of the natural calamity/disaster.

14.8. The Heads of offices/departments shall take full responsibility for the grant of Special Emergency Leave and verification of the employee’s eligibility to be granted thereof. Such verification shall include:

a. Validation of place of residence based on latest available records of the affected employee

b. Verification that the place of residence is covered in the declaration of calamity area by the proper government agency and other proofs that may be necessary

c. Verification of the situation and extent of damage caused by the calamity to the affected employees

XXX

All other provisions which are inconsistent with this addendum shall be deemed superseded.

The Special Leave benefits for women took effect retroactively starting September 15, 2009 while the Special Emergency Leave took effect February 16, 2012.

SGD) ORLAN A. CALAYAG
Administrator, NFA

III. RESPONSIBILITIES

IV. FLOW CHART
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EXHIBITS

Annex A - List of Surgical Operations for Gynecological Disorders