SOP Library
SOP NO:
HR-PA10
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Administration (HR-PA)
Title:
Guidelines and Procedures on the Non-Monetary Remuneration for Overtime Services Rendered
Date Approved/Issued:
12/06/2004
Date Effective:
11/01/2004
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
1. In the exigency of the service, employees may be required to render services beyond the regular 40 working hours in a week
2. The
Head of Office shall determine the need for overtime services.
In this regard, he/she shall issue the authorization for concerned employees to render overtime for a specified purpose on a specified date and time.
3. Overtime services may be authorized only for the following activities:
3.1. completion of infrastructure and other projects with set deadlines when due to unforeseen events the deadline cannot be met without resorting to overtime work;
3.2 relief, assistance, and other related work or services during calamities and disasters;
3.3. seasonal work such as budget preparation and rendition of financial monthly and annual reports to meet scheduled deadlines;
3.4. preparation of special/financial/accountability reports required occasionally by central monitoring agencies like the Congress of the Philippines, Office of the President, Commission on Audit, and Department of Budget and Management;
3.5. implementation of special programs/projects embodied in Presidential directives and authorizations and with specific dates to complete, which are in addition to the regular duties of the employees;
3.6. legal services to facilitate the dissolution of cases/resolutions/decisions;
3.7. Services rendered by drivers and other immediate staff of officials when required to keep the same working hours as their superiors, and
3.8. Such other activities as maybe determined by the head of the agency, as follows:
3.8.1. Procurement and warehousing operations during peak seasons
3.8.2. Unloading and dispersal operations for imported stocks as well as during calamities and disasters or emergency cases
3.8.3. Related transport services to the operations specified above
3.8.4. Security and communication
3.8.5. Staff house services and field office utility workers
4.
Payment of overtime services in cash shall no longer be allowed.
Instead, an employee shall earn
Compensatory Credit for Overtime Services (CCOS
) or the
accrued number of hours resulting from services rendered beyond regular working hours, and/or those rendered on Saturdays, Sundays, Holidays or non-working days without the benefit of overtime pay
.
5. Computation of Compensatory Credit for Overtime Services (CCOS) shall be as follows:
5.1. for overtime services rendered on weekdays or scheduled work days
CCOS = number of hours of overtime services x 1.0
5.2. for overtime services rendered on weekends, holidays, or scheduled days off:
CCOS = number of hours of overtime services x 1.5
6. In the accrual and use of CCOS:
6.1. each employee may accrue
not more than forty (40)
hours of CCOS in a month. In no instance, however, shall the unexpended balance exceed one hundred twenty hours (120) hours.
6.2. The CCOS shall be used as time-off within the year these are earned. The unutilized CCOS should not be earned over the ensuing year, hence, non-cumulative
6.3. The CCOS shall be considered as official time for the following purposes:
6.3.1. Compliance with compensation rules relative to the entitlement of PERA, Additional Compensation, year-end benefits, and other benefits received on a regular basis, and
6.3.2. Computation of service hours for retirement to sick and vacation leave credits, and step increment due to length of service.
7. The use of the CCOS is limited to the following:
7.1. the CCOS cannot be used to offset undertime/s or tardiness incurred by the employee during regular working days;
7.2. the CCOS earned cannot be converted to cash, hence, are non-commutative;
7.3. the CCOS will not be added to the regular leave credits of the employee. Hence, it is not part of the accumulated leave credits that is paid out to the employee.
8. CCOS Effect on Personnel Movement:
8.1. In cases of resignation, retirement, or separation from the service, the unutilized CCOS are deemed forfeited
8.2. In case of detail, secondment or transfer to another agency, the CCOS earned in one agency cannot be transferred to another agency, nor could the employee receive the monetary equivalent thereof.
8.3. In case of promotions, except when promoted to a position not qualified to receive overtime pay under previous issuances, the employee will retain his or her accrued CCOS.
9. An employee who has earned CCOS shall be granted
a Certificate of CCOS Earned (
Exhibit 1
) prepared by the Exec. Asst./RAO/PAO and duly approved and signed by the Head of Office. The Certificate indicates the number of hours of earned CCOS by the employee as of a given month. The certificate shall be issued at the end of each month.
10. Availment of
Compensatory Time-Off (CTO)
10.1. The
Compensatory Time-Off (CTO
), or the
number of hours or days an employee is excused from reporting for work with full pay and benefits
, may be availed in blocks of four (4) or eight (8) hours
10.2. The employee may use the CTO continuously up to a maximum of five (5) consecutive days per single availment, or on a staggered basis within the year.
10.3. The employee must first obtain approval from the head of the agency/authorized official regarding the schedule of availment of CTO. The management shall accommodate to the extent practicable, all applications for availment of CTO at the time requested by the employee.. In the exigency of the service however, the schedule may be recalled and subsequently rescheduled by the Head of the Office/authorized official within the year
III.
Duties and Responsibilities
1. Head of Office/Department/Regional/Provincial Manager
1.1. Authorizes employees to render services beyond regular working hours in
accordance with these guidelines and the rules and regulations on overtime service.
1.2. Grants Certificate of CCOS Earned, concurrently setting safeguard measures to prevent any form of fraud and/or duplicity.
1.3. Approves/disapproves schedule of CTO as requested by the employee, without compromising the delivery of services to clientele.
1.4. Ensures proper implementation of these guidelines. Acts accordingly should violations or irregularities be committed.
2. Employee
2.1. Observes properly the procedures in earning of CCOS and availing of CTO.
2.2. Requests approval from the head of Office on the schedule of CTO.
2.3. Monitors the balance of earned CCOS vis-a-vis CTOs availed of.
3. Executive Assistant/ RAO/PAO
3.1. Submits to the head of Office a monthly report on summary of overtime services rendered and the equivalent CCOS (
Exhibit 2
); reports critical incidents or observations.
3.2. Prepares Certificate of CCOS for signature of the Head of Office.
3.3. Reflects on the time card the application for CTO filed by the employee.
3.4. Recommends measures to improve the implementation of the guidelines to grant CCOS and availment of CTOs.
IV.
Procedural Flow Diagram
(Please see attached)
For the duration of effectivity of AO 103, the rulings and policies in SOP No. HR-PA07, Revised SOP on Overtime Services, specifically Item D, is hereby amended. In addition, all rulings, policies, and/or issuances regarding compensatory-day off inconsistent herewith are hereby superseded.
III. RESPONSIBILITIES
IV. FLOW CHART
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EXHIBITS
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