SOP No: HR-PB53

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SOP NO: HR-PB53 (List of Exhibits/Attachments)

Mission: Finance and Administration

Area: Human Resource (HR)

Activity: Personnel Benefits and Services (HR-PB)

Title: Revised SOP on the Payment of Representation and Transportation Allowance (RATA)

Date Approved/Issued: 06/29/2009

Date Effective: 07/01/2009

Digest:

I. TERMS OF REFERENCE

A. Rationale

B. Objective

C. Scope

D. Basis

II. IMPLEMENTING GUIDELINES

1. Entitlement

a. RATA is attached to the performance of duties and responsibilities of incumbents of positions and not merely on positions. Moreover, the salary grades of positions do not automatically entitle the incumbents thereof to RATA.

b. The following NFA officials,

while in the actual performance of their respective functions,

are entitled to a monthly commutable Representation and Transportation Allowance (RATA) at the rates prescribed under the pertinent general provision of the current General Appropriations Act (GAA):

Position Title	Salary Grade	Equivalent Position
Administrator	30	Dept. Undersecretary
Senior Deputy Administrator	29	Assistant Secretary
Deputy Administrator	28	Assistant Secretary
Assistant Administrator	27	Bureau Director
Manager, FDC	27	Bureau Director *(with RATA rate as Dept. Manager III)*
Department Manager III	26	Asst. Bureau Director
Regional Manager II	26	Asst. Bureau Director
Special Asst. to the Administrator	26	Asst. Bureau Director
Asst. Department Manager II	25	Asst. Bureau Regional Director
Asst. Regional Manager II	25	Asst. Bureau Regional Director
Attorney V	25	Asst. Bureau Regional Director *(with RATA rate as Division Chief)*
Division Chief III	24	Division Chief
Accountant V	24	Division Chief
Budget Officer V	24	Division Chief
Cashier V	24	Division Chief
Chief Grains Operations Officer	24	Division Chief
Chief Research Specialist	24	Division Chief
Economist V	24	Division Chief
Engineer V	24	Division Chief
Financial Analyst V	24	Division Chief
Human Resource Dev’t. Officer V	24	Division Chief
Human Resource Mgt. Officer V	24	Division Chief
Information Officer V	24	Division Chief
Information & Technology Officer III	24	Division Chief
Internal Auditor V	24	Division Chief
Legal Officer V	24	Division Chief
Planning Officer V	24	Division Chief
Provincial Manager	24	Division Chief
Security Officer V	24	Division Chief
Statistician V	24	Division Chief

c. Officials and employees who are on authorized attendance at training course/scholarship grant/seminar or any other similar activity, which is tantamount to the performance of their regular duties and responsibilities, may be authorized to continue to collect RATA on a reimbursable basis, subject to availability of funds.

d. Officials and employees duly designated to perform the full-time duties and responsibilities

as Officers-in-Charge (OICs) of the positions enumerated above

, whether or not in concurrent capacities,

are authorized to collect reimbursable RATA

for the positions to which they are designated, provided that:

· their designation as OIC should be for at least one (1) calendar month, and
· their entitlement to RATA should be indicated in the Special Orders designating them as such.

When designated in concurrent capacities and the officials so designated are already entitled to commutable RATA in their regular positions, they shall be authorized to collect the difference, if any, between the RATA of the two positions on a reimbursable basis.

e. The Transportation Allowance (TA) shall not be granted to officials who are assigned or who use government service vehicles in the performance of their duties and responsibilities.

2. Suspension of RATA

The following are the grounds for the automatic suspension of the payment of RATA:

a. Reassignments to positions not covered by RATA whether at NFA or to other government offices which is personally sought by the official concerned.

b. Officials who are facing administrative cases and who are under preventive suspension shall not be paid their RATA for the duration of their preventive suspension but not exceeding ninety (90) days effective on the date of the issuance of their preventive suspension. In case of exoneration, the official may be entitled to back pay of RATA provided such is provided in the decision.

c. Officials and employees enumerated above as entitled to RATA shall no longer be authorized to collect RATA if they are in the following instances:

· when on vacation, sick or maternity leave of absence with or without pay for

one full calendar month (e.g. March 1-31)

or more; and

· when on full time detail with other government agencies or on reassignment within NFA for one full calendar month or more, except when performing duties and responsibilities which are comparable with those of their regular positions, in which case they may be authorized to collect RATA on reimbursable basis subject to availability of funds.

d. Officials and employees whose detail or reassignment has been found by appropriate judicial bodies to be not in accordance with existing laws, rules and regulations, shall be authorized to collect RATA on reimbursable basis for the duration of such detail or assignment.

e. Officers-in-Charge (OICs) of positions entitled to commutable RATA

shall no longer be authorized to collect RATA if they are:

· on full-time or part-time detail with another government agency or on reassignment in a department/office within NFA for one full calendar month or more;

· attending a training course/scholarship grant/seminar or any other similar activity for one full calendar month or more; or

· on vacation, sick or maternity leave of absence with or without pay for one full calendar month or more.

3. Payment of RATA

a. Payment of RATA, whether commutable or reimbursable, shall be in accordance with the rates specified in the pertinent general provision of the annual General Appropriations Act (GAA) and its implementing circulars.

b. RATA may be spent in variable amounts per work day depending on the situation. Entitlement thereto should not be proportionate to the number of work days in a month, inclusive of regular and special holidays falling on work days except in the following cases:

· First payment to a new appointee if he has not assumed the duties and responsibilities of the position at the beginning of the month.

· Last payment to a resigned, retired or transferred official.

· Officials who are receiving commutable TA are no longer entitled to the use of any government vehicle in the performance of their official duties. If one is used, a proportionate amount should be deducted.

· Officials who are assigned service vehicles but same could not be used for at least one (1) week since these are out of order or undergoing repair shall be allowed to claim the proportionate monthly cash equivalent of their TAs until such service vehicles are ready for use.

c. RATA is not compensation income and shall not be subject to tax.

d. Claims for collectible RATA shall be supported by a duly accomplished RATA Claim Certification (

Exhibit 1

). This shall be prepared in two (2) copies and must be properly signed by concerned official/employee.

e. Claims for reimbursable RATA shall be supported by the following:

· RATA Claim Certification duly accomplished by the concerned official/employee (2 copies)
· Official Receipts

f. In case of officials designated to higher positions, the claim for RATA difference between his permanent and designated position shall be treated as reimbursable and therefore shall be supported by Official Receipts.

4. Funding Source

In all cases, commutable and reimbursable RATA shall be paid from the amount appropriated for the purpose and other personal services savings of the agency or project from where the concerned officials and employees draw their salaries. No one shall be allowed to collect RATA from more than one source.

This supersedes SOP No. HR-PB28 which was issued on December 27, 1996. All other rulings and/or issuances inconsistent herewith are hereby superseded.

This SOP shall take effect this July 1, 2009.

Date Approved : June 29, 2009

III. RESPONSIBILITIES

IV. FLOW CHART
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