SOP Library
SOP NO:
HR-PA07
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Administration (HR-PA)
Title:
Revised SOP on Overtime Services
Date Approved/Issued:
03/26/1999
Date Effective:
03/26/1999
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. Definition of Overtime Services
Overtime services shall refer to services rendered by regular and casual employees beyond the 8- hour work schedule on regular work day (Mondays - Fridays ) and on Saturdays, Sundays and holidays or non-working days.
Overtime services of security officers and guards whose regular work days are staggered (schedule other than Mondays - Fridays ) shall refer to those rendered outside of the 8- hour schedule of their regular five working days and those rendered on the remaining 2 days including holidays.
B.
Rendition of Overtime Services
Overtime services shall be rendered where :
1. The work or activity has to be completed on a fixed date and the scheduled day or completion cannot be met within regular work days and hours.
2. There is no fixed date of completion but the prolonged delay or non- completion of the work or activity will result in any of the following:
2.1 Cause financial loss to the NFA or the government including its instrumentalities ;
2.2 Embarrass the NFA or the government due to its inability to meet its commitments; or
2.3 Negate the purpose for which the work or activity was conceived.
3. There would be imminent danger to the life of the NFA personnel or to the properties of the NFA.
4. The work cannot be done by staggering the work schedule of the personnel or by dividing them into shifts.
Generally , overtime work should be avoided by adequate planning of work activities. It should not be resorted to in the performance of regular routine work and activities except in cases when unforseen events and emergency situations will result in any of the situations provided under IV.B.2.
C. Schedule Of Overtime Services
1. Overtime services shall be rendered after the regular 8- hour work schedule on regular days.
2. For Saturdays, Sundays and holidays, overtime services shall follow the regular work schedule of the employee with the usual 12:00 noon to 1:00 P.M. break period.
D. Specific Activities Where Overtime Services May Be Allowed
Activities wherein overtime pay may be authorized are the following:
1. Importation and exportation activities
2. Procurement operations during peak periods
3. Unprogrammed milling, remilling and drying operations
4. Unprogrammed dispersal and distribution activities
5. Preparation of financial and budgetary reports.
a. Five (5) days for monthly reports
b. Seven (7) days for quarterly reports
c. Ten (10) days of year- end reports
d. Reconciliation of prior year accounts- Saturday and Sunday
e. Reconciliation of March and September Physical Count and Books - three (3) days after r receipt of Physical Inventory Report from the Provincial/Regional Physical Inventory Count Committee
f. Five (5) days for Budget Ceiling Advice of Sub-Allotment.
6. Cashiering Services
a. Central Office - Two (2) hours after regular office hours and during Saturdays to accept payment from bidders and other stakeholders.
b. Field Office - three (3) hours during weekdays and ten (10) hours on Saturdays in support to procurement and distribution operations during peak periods.
7. Security and Communications
8. Services of drivers, transportation and vehicle maintenance, utility workers and those in charge with the supervision and maintenance of Staffhouse.
9. Preparation of Corporate Operating Budget (COB) and Budgetary Estimates and other required data for the following:
a. Council meeting
b. Congress/ Senate/DBM/DA/CSC/budget hearings
c. National Planning Conference
d. Quarterly re-evaluation and re-assessment of targets.
10. Quality control (processing) and training services rendered to clients of the Food Development Center.
11. Reactivation of the OPCEN/Command centers at Central office and Field Offices during Saturdays, Sundays and holidays.
12. Services rendered by Regional/Provincial Economists in the performance of their regular functions and other intervening assignments. The number of hours to be rendered as well as the activities to be undertaken by the Economists shall be vested on the prudent discretion of the Regional/Provincial Officials.
13. Activities related to the operation of ERAP Trading System both in Central and Field Offices, ERAP Sari-Sari Store and ERAP Mobile Store. Overtime Services of Central Office Personnel for ERAP Trading System shall be approved by the respective Department Managers.
E. Request for Authority to Render Overtime
1. The Provincial Office /C.O. Divisions shall seek approval to render overtime services . They shall submit monthly the Request for Authority to Render Overtime (Exhibit (1) to the Regional Office /C.O. Departments two (2) weeks before the month when overtime services will be rendered.
2. The Regional Offices /C.O. Departments shall evaluate requests based on projected operations and work schedule. If found meritorious, they shall approve the request and send copies back to the Provincial Offices/C.O. Divisions.
3. Approval of the request shall be decentralized to the regions/departments. The authority to approve shall be vested on the following officials :
Central Office :
===========
a) For Central Office Department
:
Recommending Approval - Division Chief/Asst. Dept. Manager
Approval - Department Manager
b) For Field Offices :
Recommending Approval - Provincial Manager/
- Asst. Regional Manager
Approval - Regional Manager
In the absence of the above-mentioned approving officials, the next lower in rank can execute the required action.
4. The above-mentioned recommending and approving authorities can approve rendering of overtime services with pay only for activities listed under Item D (Specific Activities Where Overtime Services May Be Allowed). They shall be fully responsible and accountable for all overtime services with pay that they approve.
For those activities not included under Item D,
Request for Authority To Render Overtime Services
(Exhibit 1) shall be recommended for approval by the Department Manager/Regional Manager and approved by the Administrator. The recommendation shall pass thru HRMD for evaluation and proper endorsement to the Administrator.
5.
Request for Authority to Render Overtime Services
of drivers assigned to Executive Offices shall be recommended for approval by their Heads of Staff and shall be approved by their Heads of Offices (Assistant Administrator or Deputy Administrator concerned).
6. Authority to render overtime services for one quarter should not exceed quarterly overtime allotment.
F.
Compensation for Overtime Services Rendered
1. Overtime Pay on an Hourly Basis
1.1 Personnel rendering overtime services shall be entitled to overtime pay by the hour which shall be based on his /her actual hourly rate, computed as follows:
Actual Salary per Month
Overtime Pay (O.P.) ---------------------------------
22 x 8
1.2 Overtime pay shall be computed as follows :
a. For ordinary working days - Plus 25% of the hourly rate
(0.25 x H.R.)
Overtime Pay = 1.25 x H.R. x no. of hours rendered.
b. For rest days and holidays : Plus 50% of the hourly rate
(0.50 x H.R.)
Overtime Pay = 1.50 x H.R. x no. of hours rendered
1.3 No overtime pay shall be allowed for less than one hour overtime services during any day.
2. Compensatory Day-off
2.1 Overtime services to be compensated with a day-off may be allowed under any of the following circumstances :
a. when the job needs to be rushed because of the urgent necessity of the output.
b. when the employee has already used up the 50% annual salary per employee per annum limitation.
2.2 Rendition of overtime services to be compensated with a day-off shall not be subject to the provisions of IV.E of this SOP. Granting of compensatory day-off shall be at the discretion of the Provincial Manager/Division Chief.
2.3 The following rules shall be observed in granting compensatory day-off :
a. Overtime services should be a minimum of one hour. Accumulated overtime services of eight hours rendered on any day (including Saturdays, Sundays and holidays) shall be entitled to one compensatory day-off.
b. Compensatory day-off for overtime services in a particular month should be availed of not later than the following month otherwise it shall be forfeited. It shall however be scheduled, so as not to hamper work activities/operations of the office.
c. “Compensatory day-off” shall be written on the time card on the date/s when these are availed. Handwritten time entries shall not be allowed.
d. Availment of compensatory day-off shall be supported with a
Certification
(Exhibit 3) signed by the Provincial Manager/Division Chief which shall be attached to the timecard. Compensatory day-off for overtime services rendered on the previous month shall also be supported with a photocopy of the previous month’s timecard.
3. Meal Allowance
Meal allowance as a form of payment of overtime services shall no longer be allowed.
G. Personnel Not Entitled to Overtime Pay
The following personnel shall not be entitled to any form of overtime compensation :
1. Those with the rank of Division Chief and above including those in acting capacity who are receiving Representation and Transportation Allowances during the period of incumbency.
2. Those on official travel status and are receiving equivalent travelling allowances.
3. Those whose cumulative overtime pay for a particular period have used up the 50% annual salary per employee/per annum limitation. Those assigned to special projects and are paid honararia and allowances shall be entitled to overtime pay provided that the total amount received in a given calendar year as additional compensation from special projects shall not exceed 50% of his annual basic salary.
H. Services Not Entitled to Overtime Pay and Compensatory Day-off
Overtime services with pay and compensatory day off shall not be allowed in the following cases :
1. Those rendered on Saturdays and Sundays if the employee was absent on the preceding Friday.
2. Those rendered during holidays if the employee was absent on the preceding day.
3. Those rendered during regular working day if the employee was late or has incurred undertime, regardless of the number of minutes lost due to tardiness or undertime.
It shall be the responsibility of the RAO/PAO/Administrative Assistant to verify the attendance of employees who are claiming for overtime pay. Entitlement to compensatory day-off shall be the lookout of the immediate supervisor of the employee.
I. Preparation of Budget for Overtime Services
1. In preparing the budget for overtime compensation, the following should be considered:
a. Maximum number of hours allowed for overtime:
With shifting (Security Guards, Radio Operators)
3 hours/day ( regular days )
11 hours/day (Saturday, Sunday and Holidays - directly involved)
8 hours/day (Saturday , Sunday and Holidays - support services)
Without shifting :
4 hours/day
b. Persons authorized to render overtime.
c. Rates based on 50 % of annual basic salaries of employees authorized to render overtime.
d. Overtime pay budget ceiling allocated by Budget Division - DTBFM
2. The Administrative Officer/ Administrative Assistant shall monitor the disbursement of budget for overtime pay of the office/department. Based on the
certification
of unexpended allotment for overtime pay, the Regional Director/Department Manager/Head of Office shall approve the performance of overtime services .
J. Funding Source and Remittance of Funds
1. Overtime Services shall be paid out of the amount specifically appropriated in the agency budget for overtime pay.
2. At the end of the month, C.O. Divisions / Provincial Offices shall submit a
Statement of Actual Overtime Services Rendered
(Exhibit 2) to their respective C.O. Departments/Regional Offices. This statement shall reflect detailed listings of actual services rendered and shall be the basis for the amount of fund being requested.
3. The Regional Office shall wire DTBFM, while C.O. Departments shall send a memo-request to DTBFM stating the amount of fund being requested. There shall be no need to submit the
Statement of Actual Overtime Services Rendered
to DTBFM.
4. DTBFM shall issue an Advice of Sub-Allotment to the concerned central office department and shall remit funds directly to the concerned Provincial Office or Regional Office within one (1) week upon receipt of the request for funding.
K. Processing/Payment of/for Claims for Overtime Pay
1. Overtime services shall be paid thru the payroll system on monthly basis. They shall be paid upon receipt of the funds remitted by DTBFM. For Central Office departments, overtime payroll shall be prepared on or before the 10th day of the following month.
2. The field office Administrative Officer/Executive Assistant I shall prepare the overtime payroll for all personnel who have rendered overtime services as authorized for the month .
3. The supporting documents for the overtime payroll shall be the following:
3.1 Approved Request for Payment of Overtime Services.
3.2 For FDC overtime payroll for activities under IV.E.10 : Certification from the FDC Manager that the overtime pay being claimed is part of the fee charged to the client and the total amount of overtime pay does not exceed the corresponding amount paid by the client.
4. The Regional Manager/Department Manager shall have the primary responsibility of assuring that only necessary overtime services are authorized and paid.
III. RESPONSIBILITIES
IV. FLOW CHART
Top Page
EXHIBITS
Request for Authority to Render Overtime Services
Statement of Actual OT Services Rendered
Certification