SOP Library
SOP NO:
HR-PB27
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Benefits and Services (HR-PB)
Title:
Revised SOP on Leave of Absence
Date Approved/Issued:
11/07/1996
Date Effective:
11/07/1996
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. Coverage
This shall cover all NFA officers and employees whetherregular or casual except those employed on a contractual, part-time or emergency basis.
B. Entitlement
1.
Sick Leave
/
Vacation Leave
a) All officers and employees whether permanent or temporary who have rendered six (6) months of continuous, faithful and satisfactory service shall be entitled to a seven and a half (7.5) days
sick leave
and seven and a half (7.5) days
vacation leave
with full pay, exclusive of Saturdays, Sundays and Public Holidays. After rendering six (6) months of continuous, faithful and satisfactory service, an employee shall earn 1.25 days vacation leave credits and 1.25 days
sick leave
credits every month.
b) Employees appointed on a casual or emergency status shall likewise be entitled to
vacation
and
sick leave
after having rendered a total of at least six (6) months continuous service in the aggregate, provided such six (6) month period does not involve a single break of more than one (1) week and/or several breaks of from one (1) to three (3) days, the total of which should not exceed fifteen (15) days.
c) Employees rendering services on a part-time basis shall not be entitled to
vacation
and
sick leave
benefits. However, if an employee works part time in two (2) or more different offices and renders the required office hours, he shall be entitled to leave benefits.
d) Employees hired on a contractual basis are not entitled to
vacation
and
sick leave
benefits. Employment contract shall not provide for such leave benefits.
e)
Vacation
and
sick leave
shall be cumulative and any part thereof which may not be taken within the calendar year in which earned, may be carried over the succeeding years. An officer or employee who retires or voluntarily resigns or is separated from the service through no fault of his own on or after
January 9, 1986
and whose benefits are not covered by any special law, shall be allowed to commute all the accumulated
vacation
and/or
sick leave
in excess of 300 days, exclusive of Saturdays, Sundays and Holidays without limitation as to the number of days accumulated.
f)
Vacation
and/or
Sick leave
requested by any officer or employee during the first six (6) months of service from the date of original appointment (Probationary Period) shall be without pay. Any absence during the first six (6) months of service shall extend the completion of the probationary period for the same number of days that an officer or employee was absent.
2.
Maternity Leave
a) A married woman employee who has rendered an aggregate of two (2) or more years of service under permanent, casual, temporary or contractual status, shall be entitled to sixty (60) days maternity leave with full pay in every instance of pregnancy irrespective of its frequency in relation to period.
b) Effective
February 14, 1992
, married women employees who have rendered less than two (2) years of government service regardless of status of appointment can avail of the maternity leave but the computation of their maternity leave pay shall be proportionate to their length of service.
c) An employee who is on maternity leave with full pay and who wants to report back for duty before the expiration of her maternity leave, may be allowed provided she presents a medical certificate that she is physically fit to assume the duties of her position. However, she need not refund the computed money value of the unexpired portion of her maternity leave. She may receive the benefits granted under the maternity leave law and the salary for actual services rendered effective the day she reports for work prior to the expiration of the sixty (60) days period. Since the employee will be paid only for actual services rendered, she need not file an ALA for days that she did not report for work.
3.
Paternity Leave
a) Every married male employee who holds a regular position item in any government office or entity as well as casuals and contractuals with existing appointments who have a direct employer - employee relationship with a particular government office/entity, shall be entitled to paternity leave benefits of seven (7) days with full pay for the first four (4) deliveries of the legitimate spouse with whom he is cohabiting.
The term "cohabiting" refers to the obligation of the husband and wife to live together. However, one spouse may be exempted from living with the other if the latter should live abroad or there are valid reasons for the exemption, Provided: such exemption shall not apply if the same is not compatible with the solidarity of the family.
b) A married male employee shall be entitled to paternity leave by filing the requisite leave application form one (1) week prior to the expected delivery or immediately after the delivery date except in cases of miscarriage and abnormal deliveries which were unforseen. Approval of the leave application shall be mandatory on the part of the approving authority unless the services of the male employees are urgently needed to preserve life and property in which case the male employee shall be entitled to overtime pay.
c) The paternity benefits set forth therein, may be enjoyed by the qualified male employee on the days immediately before, during and after the childbirth, or miscarriage of his legitimate spouse. It shall be non-cumulative and strictly non-convertible to cash.
4.
Special Privilege
a) An employee may be granted a maximum of three (3) days within a calendar year to avail of any of the special privileges of his/her choice:
Funeral/mourning leave
Graduation leave
Enrollment leave
Wedding/Anniversary leave
Birthday leave
Hospitalization leave
Accident leave
Relocation leave
b) It shall be non-cumulative and non-commutable.
c) It shall be enjoyed only by those who have rendered six (6) months of continuous, satisfactory service. Casual or emergency employees or laborers may enjoy these privileges after they have rendered at least six months' service in the aggregate.
d) An employee shall seek approval of the application for at least one (1) week prior to the availment, except on emergency cases.
5.
Leave With Pay
Vacation leave
of absence with pay shall be allowed provided the employee has no pending formal administrative charge.
6.
Leave Without Pay
a)
Unauthorized leave of absence shall be considered as leave without pay.
b) For intermittent or broken absences, the leave of absence without pay shall be exclusive of Saturdays, Sundays or Holidays. However, an employee's leave of absence without pay shall be inclusive of Saturdays, Sundays and Holidays for continuous absences covering 5 working days or more.
Illustration:
Employee A has no more leave credits and he was absent on Friday and the succeeding Monday. He shall be considered on leave without pay for two (2) days only (Friday and Monday).
Employee B is on continuous leave of absence without pay for seven (7) days covering 2 week-ends (first day of absence is Friday and the 7th day is Monday of the following week). The basis for the computation of leave without pay shall be the number of calendar days. He shall be considered on leave without pay for eleven (11) days.
c)
Vacation leave
of absence without pay may be allowed for a period of three (3) months. All applications for extension should be accompanied by written request citing the reason for such leave.
d) Leave without pay shall not be granted whenever an employee has leave with pay to his credit except in the case of secondment.
e) Application for leave of absence where the purpose or reason for such leave is for employment in private or other government offices, either inside or outside the country will no longer be allowed (CSC MC No. 15, s. 1989).
The head of the department/office shall be held administratively liable for approving applications for leave of absence of employees who are employed in private or other government offices.
f) Employee who is on official
vacation leave
of absence with or without pay maybe recalled by the Head of Office/Agency in the exigency of the service. He shall be notified in writing the reasons for his recall. Failure on his part to report for work within the period stated in the order shall be a valid ground to drop him from the rolls.
C. Granting of
Vacation Leave
/
Sick Leave
1.
Sick leave
shall be granted only on account of sickness or disability on the part of the employee concerned or of any member of his immediate family.
2.
Sick leave
may be applied for in advance in cases where the official or employee will undergo medical examination or surgery or advised to rest in view of ill health
duly
supported by a medical certificate
.
3. Applications of officials and employees for leave of absence on account of illness, wounds or injuries incurred in the performance of duty extending beyond the available leave credits of the employee concerned must be made on the prescribed form, supported by the proper medical certificate and evidence showing that the illness, wounds or injuries were incurred in the performance of duty. The Head of Department/Agency concerned may direct that absence during any period of disability thus occasioned shall be on full pay, but not to exceed six (6) months. He may, in his discretion, also authorize the payment of medical attendance, necessary transportation, subsistence and hospital fees of the injured persons.
4. Leave of absence for any reason other than illness of an officer or employee or of any member of his immediate family must be contingent
upon the needs of the service
. Hence, the grant of vacation leave shall be at the
discretion of the head of Department/Agency
.
5.
Vacation leave
with pay or
sick leave
with or without pay are part of the actual service of an employee and he/she earns leave credits when on such leave. Vacation leave without pay, however, is not considered as part of the actual service and an employee who is on vacation leave without pay does not earn leave credits.
D. Filing of Application for Leave of Absence
1. All absences for one (1) full day or more shall be properly covered by an Application for Leave of Absence
(see Exhibit)
. An employee need not accomplish an application for leave of absence incurred for one-half day.
2. Filing of application for
sick leave
shall be filed immediately upon the return of the employee from his leave. An employee is however required during the period of his illness to notify his supervisor in whatever fastest means of his inability to report for work, due to illness. Failure to comply with the said requirement shall be considered as Violation of Reasonable Office Rules and Regulations, which under Executive Order 292 (otherwise known as the Administrative Code of 1987) is treated as light offense with the corresponding degrees of penalties:
1st offense - reprimand
2nd offense - suspension 1-30 days
3rd offense - dismissal
3. Newly hired employees who have not yet earned leave with pay to their credit shall likewise file an application for leave of absence.
4. Application for
vacation leave
of absence for ten (10) days or more shall be submitted five (5) days in advance, of the effective date of such leave.
The employee should see to it that the leave application is approved by the proper authorities. Thus mere filing of such leave application does not entitle the officer/employee to go on leave outright.
5. Filing of
sick leave
of absence exceeding five (5) days shall be accompanied by a medical certificate to certify the employee's illness or that of any member of his immediate family.
In ordinary application for
sick leave
already taken not exceeding five (5) days, the head of department or agency concerned may duly determine whether or not granting of
sick leave
is proper under the circumstances. In case of doubt, a medical certificate may be required (Sec. 18, Rule XVI on Leave of Absence).
6. All applications for leave of government officials/employees, the duration of which is intended to be spent abroad, shall be submitted to the Head of the Agency for final action/approval.
7. Applications for commutation of vacation/or
sick leave
in connection with separation through no fault of an officer or employee should be sent to the head of department or agency concerned for approval.
8. An employee who fails to report for work on a regular day for which a holiday is declared whether whole or half day, shall be considered absent on that day, and therefore should file an application for leave of absence.
9. Any violation of the leave laws, rules or regulations, or any misrepresentation or deception in connection with an application for leave, shall be a
ground for
disciplinary action
.
E. Transfer of Leave Credits
When an officer or employee transfers from one government agency to another, he can choose either of the following modes relative to his unused
vacation
and/or
sick leave
provided there is no gap in the service, to wit:
Have it commuted; or
Have it transferred to his new agency
F. Computation
1. Computation of
vacation
and
sick leave
credits shall be made on the basis of 1.25 days
vacation leave
and 1.25 days
sick leave
for every month of actual service.
"Actual Service" refers to the period of continuous service to include Saturdays, Sundays and Holidays since the appointment of the officer or employee concerned, including the period covered by any previous
vacation leave
with pay and
sick leave
with or without pay.
2. Leave without pay deductible from an employee's salary shall be computed based on the total number of calendar days for the specific month for which leave of absence without pay was incurred.
3. Approved
sick leave
application can be charged to
vacation leave
if ever the employee has no more
sick leave
credits. However, in case an employee has no more
vacation leave
, his approved
vacation leave
applications shall be without pay and cannot be charged to
sick leave
.
4. The number of minutes incurred as tardiness/undertimes shall be converted into a fraction of a day using the following formula:
number of minutes late/undertime
-------------------------------------------
480 minutes
For case of conversion, a table has been prepared
(see Exhibit)
.
5. For purposes of granting leave of absence with pay, a leave balance which is a fraction of 1/4 (.25) or more but less than 3/4 (.75) shall be considered as one-half (1/2) day and a fraction of three-fourths (3/4) or more shall be counted as one full day.
Example I. An employee incurred a half-day leave of absence and the vacation leave balance to his credit is only .250, the employee is still considered leave with pay because .250 is still 1/4 of a day.
.250 balance
- .500 undertime
---------------------
- .250 balance
if he incurred 3 hours undertime
.250 balance
- .375 undertime
---------------------
- .125 balance
Example II. When an employee has a balance leave credit of .750 or more but less than one (1) day and he incurred a one (1) day absence, this can be considered as 1 full day to offset such absence.
.75 balance
-1.00 absence
-------------------
- .25 balance
The negative balance in the three examples which should not exceed to not more than .250 are carried over to the next month which in turn can be deducted from the earned leave credits.
G. Processing
1. For Central Office rank and file employees, applications for leave of absence with or without pay for maternity leave and leave of less than 30 days shall be processed at their respective departments. Applications for thirty (30) days or more shall be processed by Personnel Benefits Unit (PBU)-HRMD.
2. For Provincial Office rank and file employees, application for leave of absence with or without pay shall be processed at the Provincial Office. Likewise, for Regional Office rank and file employees, application for leave of absence with or without pay shall be processed at the Regional Office. Application for ninety (90) days or more shall be processed by PBU-HRMD.
3. Applications for leave of absence with or without pay of all Executive Assistant I in the Central Office and all Administrative Officers in the Regional Office shall be processed at PBU-HRMD. Likewise, application for leave of absence of all Administrative Officers of Provincial Offices shall be processed at the Regional Office.
4. Terminal leave for field office rank and file employees shall be processed and shall be recommended for approval at the respective Regional office. For Central office rank and file, it shall be processed by PBU-HRMD. Leave cards should be properly closed and certified correct by the respective Executive Assistants and noted by the respective department heads/office. All entries shall be reviewed by PBU-HRMD.
5. Application for leave of absence and terminal leave of Central and Field office executives shall be processed by PBU-HRMD.
6. Medical certificate for sick leave exceeding five (5) days shall be issued by the NFA Clinic Physicians only if prior consultation was made with them before going on leave of absence. For employees who were referred by our doctors to appropriate medical specialists, the attending specialist or physician shall issue the necessary Medical Certificate covering his leave of absence.
7. In case of doubt, the head of office/department shall request the Health Services Unit (HSU) to conduct a spot check on the employees to verify their health condition regardless of the number of days of leave.
8. Processing of ALA shall have the following attachments:
a) ALA being processed within the department/office concerned:
For
vacation leave
of absence of more than 30 days:
- Clearance from property and financial accountability
For
sick leave
of absence exceeding 5 days:
- Medical certificate
For
sick leave
of absence of more than 30 days
- Medical certificate
- Clearance from property and financial accountability
For
sick leave
of absence filed in advance
- Medical certificate
Whenever the head of office doubts the employee's claim of ill-health, regardless of number of days of
sick leave
- Medical certificate
For maternity leave
- Marriage contract, leave card for rank and file
- Clearance from property and financial accountability
- Medical Certificate
For paternity leave
- Certified true copy of the marriage contract
- Birth certificate of the newly-born child
- Medical certificate with pathology reports in case of miscarriage, duly signed by the attending physician or midwife showing the actual date of the childbirth, miscarriage.
b) ALA being processed at HRMD:
For
vacation leave
/
sick leave
of thirty (30) days or more
- Letter stating reason for the application for leave of absence
- Clearance from property and financial accountability
- Original copy of leave card
- Medical certificate
H. Specification of Authority (Application of Leave of Absence)
Processing Recommending Approval
Office Approval
1.
Central Office
a) Deputy Administrator PBU-HRMD Administrator
regardless of the
number of days with
or without pay
b) Assistant Administrator PBU-HRMD Concerned De- Administrator
regardless of the puty Administrator
number of days, with
or without pay
c) Department Manager
Maternity leave PBU-HRMD Concerned Assis- Concerned Deputy
tant Administrator Administrator*
Assistant Adminis- Deputy Administrator
trator for Finance
for Finance and Ad-
and Administration minis
tration (For Staff
Offices)
Leave of less PBU-HRMD Concerned Assis- Concerned Deputy
than 30 days tant Administrator Administrator*
Assistant Adminis- Deputy Administrator
trator for Finance
for Finance and Ad-
and Administration
minis
tration (For
(For Staff Offices)
Staff
Offices)
30 days or more but PBU-HRMD Concerned
Deputy
Administrator
less than 90 days Administrator*
Deputy Administra-
tor for Finance and
Adminis
tration (For
Staff Offices)
d)
Assistant Department
Managers
Division Chief or
equivalent rank,
with or without pay
Maternity leave PBU-HRMD Department Concerned
Assistant
Manager Administrator
Assistant Administra-
tot f
or Finance
and Admi
nistration
(For
Staff Offices)
Leave of less PBU-HRMD Department Concerned
Assistant
than 30 days
Manager
Administrator
Assistant Administra-
tor
for Finance
and Admi
nistration
(For
Staff Offices)
30 days or more but PBU-HRMD Department Concerned Deputy
less than 90 days Manager/Con- Administrator cerned
Assistant
Deputy Adminis
trator
Administrato
r
for Finance
and Ad-
Assistant Adminis- mi
nis
tration
(For
trator for Finance
Staff
Offices)
and Administration
(For Staff Offices)
e) Line department rank
and file employees
Maternity leave Respective Division Chief/ Department
Mana-
Department
Assistant ger*
Department
Manager
Leave of less than Respective
Division Chief/
Department Manager*
30 days Department
Assistant
Department
Manager
30 days or more but PBU-HRMD Department Concerned Assistant
less than 90 days
Manager
Administrator
Assistant Administra-
tor
for Finance and
Administration
(For Staff Offices)
f)
Administrative Assistant PBU-HRMD Department Department Manager
Manager
of
Human Resource
Management Depart-
ment
g)
Employees at the Office of
Head of Staff Concerned
Assistant
Office Assistant Assistant of Administrator/Deputy Administrator/De- Administra- Administrator
puty Administrator tor/Deputy
Administra-
tor
h) Employees at the Administra- Special Assistant Deputy Administrator
Administrator’s Office
tor’s Office
for
Finance and
Adminstration
2.
Field Office
a) Regional Managers
Maternity leave PBU-HRMD Assistant Adminis- Deputy Administrator trator for Finance for Finance and
and Administration
Adminis
tration
Leave of less than PBU-HRMD Assistant Adminis- Deputy Administrator
30 days, with or
trator
for Finance for Finance and Ad- without pay and Administra- ministration
tion
30 days or more PBU-HRMD Deputy Adminis- Administrator
but less than 90
trator
days, with or
without pay
b) Assistant Regional
Manager,
Manager,
Provincial Managers
Assistant Provincial
Manager,
Head of Grains
Complex Center
Maternity leave PBU-HRMD Regional Deputy Administrator
Manager for Finance and Ad-
ministration
Leave of less PBU-HRMD Regional Deputy Administrator than 30 days Manager for Finance and Ad-
ministration
30 days or more but PBU-HRMD Deputy Adminis- Administrator *
less than 90 days
trator
for Finance
and Adminis
tration
c) Rank and file
employees
Maternity leave P.O./R.O Assistant Provincial Provincial Manager/
Manager (P.O.) OIC (P.O)*
Unit Head (R.O.) Assistant Regional
Manager (R.O.)
Leave of less P.O/R.O Assistant Provincial Provincial Manager/
than 30 days Manager (P.O.) OIC (P.O)* Unit Head (R.O.) Assistant Regional Manager (R.O.)
30 days or more but P.O/R.O Provincial Manager/ Regional Manager
less than 90 days OIC (P.O)* Assistant Regional
Manager (R.O.)
d) Provincial R.O. Provincial Manager Regional Manager
Administrative
Officer
e) Regional R.O. Assistant Regional Regional Manager
Administrative Manager
Officer
All ALAs for terminal leave and ALAs for 90 days or more, of employees regardless of position, shall be subject to the approval of the Administrator.
* Official next lower-in-rank can execute the required action in the absence of the authorized official.
NOTE: Any of the Assistant Administrators or Deputy Administrators can act in behalf of the other in case of the absence of one.
I. Commutation of Leave
1. The head of Agency may, in his discretion, authorize the commutation of the salary that would be received during the period of
vacation
and
sick leave
of any appointive officer and employee and direct its payment on or before the beginning of such leave.
2. When an employee whose leave has been commuted following his separation from the service is reappointed in the government before the expiration of the leave commuted,the employee is given two (2) options, as follows:
a) Refund the money value of the unexpired portion of the leave commuted; or
b) May not refund the money value of the unexpired portion of the leave commuted, but insofar as his leave credits is concerned, he shall
start from zero balance
.
J. Forced Leave
1. Officials and employees shall be required to go on
vacation leave
for a minimum of five (5) working days annually which need not be successive.
2. The Head of Office shall prepare a staggered schedule of the mandatory annual five (5) - day
vacation leave
of officials and employees, provided that he may, in the exigency of the service, cancel any previous scheduled leave.
3. The mandatory annual five (5) day
vacation leave
shall be forfeited if not taken during the year. However, in cases where the scheduled leave has been cancelled
in the
exigency of the service
by the head of office, the scheduled leave not enjoyed shall no longer be deducted from the total accumulated
vacation leave
.
K. Monetization of Leave Credits
1. An official or employee who has accumulated at least fifteen (15) days
vacation leave
credits shall be allowed to monetize a maximum of ten (10) days
vacation leave
.
2. The monetization of
vacation leave
credits shall be availed of only once a year. The availment can be any month of the year.
3. If an official or employee does not avail of the privilege of monetizing his
vacation leave
credits in a year, it shall be deemed included in his accumulated leave credits.
4. An official or employee who monetized the maximum ten (10) days
vacation leave
shall still go on the five (5) days forced leave as provided for under EO 1077 dated January 9, 1986.
5. The employee who avails of this privilege shall not be allowed to go on
vacation leave
simultaneous with the monetization of leave credits. This provision, however shall not be applied to those who shall go on sick leave.
6. To facilitate monitoring of compliance to 11.5, an official or employee who avails of the privilege of monetizing his
vacation leave
shall file an application for leave of absence indicating therein the number of days he intends to commute and the duration of such leave.
7. The number of days of
vacation leave
that the employee monetized shall be deducted from his leave credits.
8. The computation of the money value shall be based on twenty two (22) working days. For a casual employee, computation shall be based on daily rate.
L. Payment
1. An official or employee who is on
vacation
or
sick leave
shall be granted leave with pay at the salary he is currently receiving.
2. An official who is on leave of absence without pay, for a cumulative number of more than 15 calendar days in a given month shall not be allowed to collect his representation and transportation (RATA) allowance on that month, except if the leave of absence is due to illness in which case a medical certificate from the attending physician shall be submitted.
M. Absence Without Official Leave (AWOL)
1. An employee shall be considered AWOL (absent without official leave) if he is not reporting for work without an approved leave.
2. An officer or employee who is continuously absent for at least thirty (30) days without approved leave is considered on absence without leave (AWOL) and shall be dropped from the service without prior notice. He shall, however, be informed of his separation from the service not later than five (5) days from its effectivity which shall be sent to the address appearing on his 201 files. The Notice of Separation shall be signed by the appointing authority.
If the number of unauthorized absences incurred is less than thirty (30) calendar days, a written return to work order shall be sent by the person exercising immediate supervision on the official or employee at anytime that the service of the employee may be required in the interest of the service, at his last known address on record.
Failure on his part to report for work within the period stated in the order shall be a valid ground to drop him from the rolls. This action, however, is appealable to the CSC or its Regional Office within fifteen (15) days from receipt of such order. (CSC M.C. No. 12, s. 1994).
3. An employee granted
vacation leave
without pay who fails to return for any reason at the expiration of his leave, after having been notified once and warned of the consequence by the head of office/agency, shall be considered AWOL, hence shall be automatically dropped from the service.
N. Forfeiture of Leave Benefit and Rice Allowance
1. The leave benefit of any officer or employee who is separated from the service for a cause shall be forfeited. However, if the penalty meted on him is forced resignation, said employee maybe entitled to his terminal leave benefits if the decision on the administrative case expressly states his entitlement to the same.
2. An employee who is on official leave of absence without pay for a continuous period of one (1) month , except those on maternity leave (with full or half pay) shall not be entitled to rice allowance. In line with this, the practice of reporting for work for one (1) day to break the continuity of a prolonged leave of absence with the intention of circumventing the foregoing policy of granting rice allowance shall not be allowed. He/she should report for work at least seven (7) working days in a month to be entitled to a rice allowance.
O. Tardiness/Undertime/Absences
1. The Executive Assistant/Administrative Officer shall be responsible for monitoring the tardiness/undertime of rank and file employees.
2. Tardiness and undertime are deducted from vacation leave credits and shall not be charged against sick leave credits.
3. Officers and employees who have incurred tardiness and undertime regardless of the number of minutes, ten (10) times a month for at least two (2) months in a semester or at least two (2) consecutive months during the year shall be subject to disciplinary action pursuant to CSC M.C. 4 & 21 s. 1991. Per MC No. 4 and 21 s. 1991, tardiness is treated separately from undertime. Thus an employee can incur a maximum of nine times (9x) tardiness and nine times (9x) undertime in a given month.
4. An officer or employee shall be considered habitually absent if he incurs unauthorized absences exceeding the allowable 2.5 days monthly leave credit under the leave law for at least three (3) months in a semester or at least three (3) consecutive months during the year.
Sanctions for habitual tardiness and absentism are the
following:
a) First violation, the employee after due proceedings shall be meted the penalties of six (6) months and one (1) day to one (1) year suspension without pay.
b) Second violation, the employee after due proceedings, shall be dismissed from the service.
5. Half-day absences, though deducted from vacation leave earnings, shall not be considered as undertime or tardiness.
6. Off-setting of tardiness or absences by working for an equivalent number of minutes or hours by which an officer or employee has been tardy or absent, beyond the regular or approved working hours of the employee concerned, shall not be allowed.
7. Computation of undertime shall be based on the actual number of hours and minutes of undertime incurred by an employee. Hence, tardiness of more than two (2) hours but less than four (4) hours in the morning or in the afternoon which was then considered as 4 hours undertime or half-day leave of absence shall now be deducted from the vacation leave credits only for the actual number of hours and minutes incurred as undertime.
P. Maintenance of Perpetual Leave Cards
1. Maintenance of perpetual leave cards shall be decentralized at the respective offices/departments while those of the Executives/Executive Assistants (C.O.) and Administrative Officer (R.O) shall be at PBU-HRMD. Leave cards of Provincial Administrative Officers shall be maintained at their respective regional offices. For ALAs to be approved by HRMD, a xerox copy of the employee's leave card shall be attached as supporting document.
2. In case a rank and file employee is reassigned or transferred from Central Office to the Field Office or vice-versa, the originating office shall transmit the original leave cards of the transferred/reassigned employee to his/her new work station and maintain only a duplicate or xerox copy of the same for its reference.
3. The authorized processor shall reflect on the leave cards all leave of absence with or without pay, incurred by the employee and leave credits earned at the end of the month. The processor shall
affix his initial
for every entry made on the leave card.
Q. Reporting of Absence
1. The Executive Assistant/Administrative Officers of the central office Departments and the field offices shall submit a monthly and quarterly Personnel Attendance and Leave Balances Report
(
see Exhibit
)
to HRMD and to respective regional office based on the accomplished time card. The time cards shall be submitted to DAB/Accounting unit only after the monthly and quarterly Personnel Attendance and Leave Balances Report have been prepared by the Executive Assistants/Administrative Officers.
2. The respective heads of office shall be responsible for monitoring and ensuring that rules, policies and procedures on leave of absence are strictly implemented and complied with especially those applicable to prolonged and unauthorized absences.
R. Audit of Leave Credits
A monthly spot checking of leave cards, maintained by the Executive Assistant I and the Administrative Officer in the field office , shall be conducted by HRMD every now and then to check the veracity of the entries by the processor. IAS shall then conduct an annual audit of all leave cards of Central and Field Office employees.
III. RESPONSIBILITIES
A. Application/Processing/Approval of the leave of absence of NFA officials - Central and Field Office (Division Chief/Equivalent rank and up) and Executive Assistant I (C.O.) and Regional Administrative Officer.
1. NFA Officials/Executive Assistant I/Regional Administrative Officer
a) Accomplishes and signs application for leave of absence in three (3) copies
2. Personnel Benefits Unit (PBU), HRMD
a) Updates the perpetual leave card of the concerned NFA Official/Executive Assistant I/Regional Administrative Officer and reflects the leave balance in application of leave of absence (ALA) before approval.
b) Forwards ALA of concerned NFA official/Executive Assistant I/Regional Administrative Officer to the approving authority.
3. Recommending Authority
a) Signs in the recommending approval portion of the said documents
4. Approving Authority
a) Approves/disapproves ALA
5. Executive Assistant/Administrative Officer
a) Forwards copy # 1 of approved ALA to DAS together with the daily time record every end of the month.
b) Retains copy # 2 of the approved ALA for file and reference.
B. Application/Processing/Approval of Application of Leave of Absence (ALA) of Provincial Administrative Officer
1. Provincial Administrative Officer
a) Accomplishes and signs ALA in three copies.
2. Regional Administrative Officer
a) Updates the perpetual leave card and reflects the leave balance in ALA before approval.
b) Forwards ALA to the approving authority.
3. Recommending Authority
a) Signs in the recommending approval portion of the said documents.
4. Approving Authority
a) Approves/disapproves ALA.
5. Regional Administrative Officer
a) Forwards copy #1 of approved ALA to the Provincial Accounting Unit together with the daily time record every end of the month.
b) Retains copy # 2 of the approved ALA for file and reference.
C. Application/Processing/Approval of leave of absence (ALA) of rank and file employees (Central and Field Office)
1. Employee (Central and Field Office)
a) Accomplishes and signs ALA in three (3) copies.
2. Executive Assistant I (for Central Office rank and file employees)/Provincial Administrative Officer (for Provincial Office rank and file employees)/Regional Administrative Officer/(for Regional Office rank and file employees)
a) Updates the perpetual leave card of the concerned employee and reflects the leave balance in the ALA before approval.
b) Notes the tardiness and undertime and deducts from the vacation leave of concerned employee every end of the month.
c) Forwards copy # 1 of approved application of eave of absence (ALA) together with the time cards and the payroll to DAS (C.O.)/Accounting unit (P.O. and R.O.).
d) Retains copy # 2 of the approved ALA for file and reference.
e) Prepares the periodic attendance report to be submitted to PBU-HRMD/R.O.
3.
Department of Accounting Services (DAS) - (C.O)/Accounting Section (P.O./R.O.)
a) Processes the payroll.
b) Deducts leave without pay from the salary of employees.
c) Forwards copy # 2 of approved ALA together with the time cards and payroll to COA for post-auditing.
IV. FLOW CHART
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EXHIBITS
Table Showing Conversion of Working Hours/Minute Into Fractions of a Day
Application for Leave of Absence
Personnel Attendance and Leave Balances Report