SOP No: HR-PB56

SOP Library

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

Mission: Finance and Administration

Area: Human Resource (HR)

Activity: Personnel Benefits and Services (HR-PB)

Title:

SOP on Leave of Absence (Revised 2011)

Date Approved/Issued: 01/07/2011

Date Effective: 01/07/2011

Digest:

I. TERMS OF REFERENCE

A. Rationale

B. Objective

C. Scope

D. Basis

II. IMPLEMENTING GUIDELINES

A. GRANTING OF LEAVE

1. SICK LEAVE/VACATION LEAVE

1.1. NFA officials and employees whether permanent, temporary, or casual, who render work during the prescribed office hours, shall be entitled to 15 days vacation and 15 days sick leave annually with full pay exclusive of Saturdays, Sundays, Public holidays, without limitation as to the number of days of vacation and sick leave that they may accumulate.

1.2. Employees hired on contractual basis are likewise entitled to vacation and sick leave credits as well as special leave privileges.

1.3 Entitlement to Leave Credits of Employees on Extended Service

NFA officials and employees on extended service are entitled to fifteen (15) days vacation and fifteen (15) days sick leave annually subject to the following guidelines :

a. Leave credits earned on extended service are non-commutative. Thus, unused leave credits cannot be converted to their corresponding money value;

b. Leave credits earned on extended service are non-cumulative hence, unused leave credits within the calendar year may not be carried over to the succeeding years;

A person appointed to a co-terminous/primarily confidential position who reaches the age of 65 years is considered automatically extended in the service until the expiry date of his/her appointment or until his/her services are earlier terminated. Thus, a co-terminous/primarily confidential employee is also entitled to the sick and vacation leave credits subject to the rules provided herein.

1.4

The following officials/employees do not earn sick/vacation leave credits:

a. An official/employee who is on vacation leave without pay does not earn leave credits as vacation leave without pay is not considered as part of the actual service. However,

vacation leave with pay and sick leave with or without pay

are part of the actual service and the official/employee earns leave credits when on such leave.

b. An official/employee on terminal leave does not earn any leave credits as he/she is already out of the service. While on terminal leave, he/she merely enjoys the benefits derived during the time of such employment. Consequently, he/she shall no longer be entitled to the benefits or salary increases that may be granted thereafter.-

c. Officials and employees while on rehabilitation leave do not earn and accumulate vacation leave and sick leave credits.

1.5 Computation of Sick Leave/Vacation Leave Credits

a. Computation of vacation and sick leave credits of regular and contractual employees shall be made on the basis of 1.25 days vacation leave and 1.25 days sick leave for every month of “actual service” using the Tables of Computations (Tables I, II, and III).

The term “actual service” refers to the period of continuous service since the appointment of the official or employee concerned,

including the period or periods covered by any previously approved vacation leave with pay and sick leave with or without pay.

b. For purposes of granting leave of absence with pay, a leave balance of 0.25 or more shall be considered as one half (1/2) day while a leave balance of 0.75 or more shall be counted as one full day. However, the difference between the actual leave balance and the leave granted shall be immediately deducted from the succeeding month’s leave earnings. To illustrate:

Employee A incurred a half-day leave but has only .30 vacation leave to his/her credit. He/she shall still be granted half-day leave with pay as 0.30 is more than 0.25 and thus can be considered as ½ day. However, if Employee A is to earn 1.25 VL credits for the succeeding month, the 0.20 difference shall be deducted therefrom. Hence, he/she shall only be earning 1.05 instead of 1.25

1.6 Leave during Probationary Period

An employee can already avail of the sick/vacation leave credits he/she may have earned during the first six months of service from the date of his/her original appointment (probationary period) based on the 1.25 days SL and 1.25 days VL earnings per month. He/she shall no longer be required to complete six (6) months of continuous, faithful and satisfactory service before he/she can be entitled to sick leave and vacation leave with full pay. However, any leave of absence without pay incurred during his/her first six (6) months in the service shall extend the completion of his/her probationary period for the same number of days of such absence. Example:

Employee A’s entrance to duty is June 01, 2000 so his/her probationary period ends on December 01, 2000. He/she applied for a five-day vacation leave of absence, on August 1-4 & 7, 2000. Employee A’s application was approved but was granted only 2.5 days vacation leave of absence with pay, and 2.5 days vacation leave without pay inasmuch as he/she has earned only 2.5 days vacation leave credits as of July 31, 2000. Accordingly, the probationary period of Employee A shall be extended for 2.5 days

1.7

Vacation and sick leave shall be cumulative

and any part thereof which may not be taken within the calendar year may be carried over to the succeeding years.

1.8 Leave of absence for any reason other than illness of an official or employee or of any member of his/her 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 the department/agency.

1.9 An official or employee with sufficient leave credits who applies for vacation or sick leave of absence shall be granted leave with pay at the salary he/she is currently receiving.

1.10 While an official or employee is on vacation or sick leave with or without pay, his/her position is not vacant. During the period of such leave therefore, only substitute appointments can be made to his/her position.

1.11

Transfer of Vacation/Sick Leave Credits

a. An official or employee who transfers from one government agency to another, shall have the following options:

a.1. commute all his/her accumulated vacation and/or sick leave credits, or

a.2. transfer all his/her accumulated vacation and/or sick leave credits to his/her new agency.

b. The second option can be exercised as a matter of right only by an employee who does not have a gap in his/her service. However, a gap of not more than one month may be allowed provided same is not due to his/her fault.

c. The option to transfer accumulated leave credits can be exercised within one (1) year only from the employee’s transfer to the new agency.

d. An official or employee who failed to transfer his/her leave credits to the new office may claim the money value of such leave credits from the office where earned.

e. This provision is not applicable to transfer of leave credits of uniformed personnel from the military to the civilian service.

1.12

Commutation of Vacation/Sick Leave Credits

a. An official or employee who retires, voluntarily resigns, or is allowed to resign or is separated from the service shall be entitled to the commutation of all accumulated vacation and/or sick leave to his/her credit, exclusive of Saturdays, Sundays and holidays without limitation as to the number of vacation and sick leave that he/she may have accumulated, provided his/her leave benefits are not covered by special law.

b. When a person whose leave has been commuted following his/her separation from the service is re-employed in the government before the expiration of the leave commuted, he/she shall no longer refund the money value of the unexpired portion of the said leave. Insofar as his/her leave credits is concerned, he/she shall start from zero balance.

c. The NFA Administrator, may, at his discretion, authorize the commutation of the salary that would be received during the period of vacation and sick leave of any official and employee and direct its payment at the beginning of such leave from the fund out of which the salary would have been paid.

1.13

Leave Without Pay (LWOP)

a. All absences of an official or employee in excess of his/her accumulated vacation or sick leave credits earned shall be without pay. To compute the salary of employees who incur LWOP in a given month, the following formula shall be used:

MONTHLY GROSS SALARY

SALARY = MONTHLY GROSS - -------------------------------------- X NO. OF DAYS

SALARY

CALENDAR DAYS

LWOP

b. An employee, regardless of whether he/she has leave credits or not, who is absent on a day immediately preceding or following a Saturday, Sunday or holiday, shall not be considered absent on said days. except in cases of continuous absences without pay exceeding ten (10) working days. In such cases, the divisor in the above formula shall be the actual number of working days instead of calendar days.

c. Leave without pay shall not be granted whenever an employee has leave with pay to his/her credit except in the case of secondment. In which case, the seconded employee shall be on leave without pay from his/her mother agency for the duration of his/her secondment, and during such period, he/she may earn leave credits which is commutable immediately thereafter at and payable by the receiving agency.

d. When an employee has already exhausted his/her sick leave credits, his/her approved sick leave applications can be charged to his/her vacation leave credits. However, in case an employee has no more vacation leave credits, his/her approved vacation leave applications shall be without pay and cannot be charged to his/her sick leave credits.

e. Consistent with Section 57 (Limit of Leave Without Pay) of the Omnibus Rules on Leave, any of the following leaves without pay not exceeding one (1) year may be granted, in addition to the vacation and/or sick leave earned.

e.1 Vacation Leave Without Pay (VLWOP) not exceeding one (1) year;

e.2 Sick Leave Without Pay (SLWOP) not exceeding one (1) year, or

e.3 Combination of vacation leave and sick leave without pay not exceeding one (1) year

f. Approval of application for extended leave of absence without pay (ALA WOP) shall consider vacation and/or sick leave without pay earlier availed of. Hence :

f.1 Application for leave of absence without pay which is an extension of an earlier approved vacation and/or sick leave without pay may be granted, but not to exceed twelve (12) months, inclusive of vacation and/or sick leave without pay earlier approved. (Example, request for extension of leave of an employee who was on leave without pay from November 9, 2007 up to February 29, 2008 may be granted but not to go beyond November 08, 2008).

f.2 Leave Without Pay (LWOP) incurred in the previous period which is followed by actual work attendance (or leave with pay) shall not be counted to determine the maximum allowable one (1) year or twelve (12) calendar months LWOP. (Example, an employee went on VLWOP for three (3) calendar months, reported for work for 22 days (or was on sick leave with pay for 22 days), and applied again for one (1) year VLWOP. The application for one (1) year VLWOP may be approved since it is within the maximum allowable period and the LWOP incurred in the previous period is not a continuation of the one (1) year VLWOP applied for).

g. An employee who was granted one (1) year sick leave or vacation leave without pay shall not be allowed to extend his/her sick leave without pay nor allowed to go on vacation leave without pay.

h. Leave credits earned while an employee is on sick/vacation leave with pay and sick leave without pay cannot be used to extend leave of absence. Leave earnings can only be availed once an employee report for work after the expiration of his/her leave.

i. Applications for vacation leave without pay shall be endorsed by the Head of Office to HRMD. The HRMD-PBU shall then process the ALA and recommend approval to the Deputy Administrator for Finance and Administration. The number of previous vacation leave without pay availed within the 12-month period prior to the application (whether intermittent or continuous) if any, should be indicated in the endorsement memo as a consideration in evaluating the application. Photocopy of the employees Perpetual Leave Cards for the last two (2) years shall be attached to the ALA.

j. In consonance with Section 52 of the Omnibus Rules on Leave, approval of vacation leave with or without pay shall be contingent upon the needs of the service. Hence, in the exigency of the service, heads of offices may :

Recommend disapproval of application for prolonged vacation leave;

Recommend approval of a prolonged vacation leave but for a shorter period than applied, subject to renewal if circumstances allow; or

Recall an employee on prolonged vacation leave

k. HRMD/RAO/PAO shall monitor the cumulative number of leave without pay availed by an employee within a twelve (12) month period.

l. Succeeding applications for sick leave without pay of employees who have already incurred thirty (30) days sick leave without pay during the year should be endorsed by the Head of Office to HRMD. The HRMD-PBU shall then process the ALA and recommend approval to the Deputy Administrator for Finance and Administration.

m. Section 62 of the Omnibus Rules on Leave states that :

“An official or an employee who is on leave without pay and who fails to report for work at the expiration of one (1) year from the date of such leave shall be considered automatically separated from the service.”

In view of the above quoted provision, an employee who fails to report for work on the first working day after expiration of one year leave without pay, and who does not tender a letter of resignation or file an application for retirement supported by an approved Terminal Certificate of Clearance within thirty (30) working days from expiration of one (1) year leave without pay, shall automatically be dropped from the rolls without prior notice. Employees who intend to resign or retire from the service after expiration of their one (1) year LWOP should work on their Terminal Certificate of Clearance before their approved LWOP actually expires.

n. It shall be the responsibility of Heads of Offices to remind in writing their employees who are on one (1) year leave without pay, about the consequences of not reporting to duty after their one (1) year leave has expired. The reminder shall be an official notice to be issued and sent to the employee through registered mail at his/her last known address on record at least one (1) month before the expiration of the one (1) year leave.

1.14 Half-day Absence

a. Half-day absence is considered as tardiness or undertime for four (4) hours which shall be deducted from the employees vacation leave credits or from his/her salary, in case the employee’s vacation leave credits had been exhausted.

b. Half-day absence may be charged to sick leave credits if it is due to health reasons provided it is properly covered by an ALA and supported by a medical certificate. ALA’s for half-day absence not supported by a medical certificate shall still be deducted from the employee’s vacation leave credits.

c. Half-day absence covered by an approved ALA and charged to sick leave shall not be counted in the monitoring of frequency of tardiness/undertime, for purposes of imposing of sanction for habitual tardiness/undertime.

1.15

Monetization of Leave Credits

a. Regular Monetization

Officials and employees who have accumulated fifteen (15) days or more vacation leave credits shall be allowed to monetize a minimum of ten (10) days and a maximum of thirty (30) days, provided, that at least five (5) days for Forced Leave (FL) purposes is retained after monetization. The availment of regular monetization of leave credits can be in any month of the year, but subject to availability of funds.

Funding for regular monetization shall be charged to the savings of the department/office concerned. The respective heads of offices (departments/executive offices/regional offices/provincial offices) shall be responsible for managing the funds allocated to their offices for regular monetization. They shall formulate a mechanism for scheduling and prioritization of application for leave monetization of their employees. BTFMD shall remit to the regional offices the funds allotted for regular monetization on a quarterly basis.

Monetization of fifty percent (50%)

or more of the employee’s accumulated vacation/sick leave credits may be allowed under Section 23 of the Omnibus Rules on Leave for valid and justifiable reasons such as:

i. Health, medical and hospital needs of the employee and the immediate members of his/her family;

ii. Financial aid and assistance brought about by force majeure events such as calamities, typhoons, fire, earhtquake and accidents that affect the life, limb and property of the employee and his/her immediate family;

iii. Educational needs of the employee and the immediate members of his/her family;

iv. Payment of mortgages and loans which were entered into for the benefit or which inured to the benefit of the employee and his/her immediate family;

v. In cases of extreme financial needs of the employee or his/her immediate family where the present sources of income are not enough to fulfill basic needs such as food, shelter and clothing;

vi. Other analogous cases as may be determined by the Civil Serice Commision.

The monetization of fifty (50%) or more of the accumulated leave credits shall be upon the favorable recommendation by the Head of Department/Regional Director concerned, for approval of the Administrator and subject to availability of funds.

An employee who wishes to avail of the 50% monetization of his/her total accumulated sick and vacation leave credits shall submit the following requirements to PBU-HRMD:

letter-request stating the purpose of monetization duly endorsed by the proper authorities

C.O. employees shall be endorsed by the respective heads of dept./office

R.O. employees shall be endorsed by the Regional Manager

P.O. employees shall be endorsed by the Provincial Manager and Regional Manager

For Field Office employees, notarized medical certificate with PTR/Lic. no. of attending physician, if request is due to illness of employee or immediate member of his/her family;

For Central Office employees, medical certificate issued by HSU-HRMD or by attending physician. If issued by attending physician must indicate PTR/Lic. no. and noted by NFA Physician

Duly accomplished ALA, signed by the recommending official, Head of Department/Regional Director concerned.

Photocopy of leave cards for current period (for F.O/C.O.. rank and file employees, duly certified by designated AA/RAO/PAO).

Joint Certification from Regional/Provincial Administrative Officers/Accountants as to the availability of funds (for Field Office only); and,

Certification from the respective Regional/Provincial Administrative Officers that Perpetual Leave Cards have been audited and all unused Forced Leaves have been deducted.

The ALA shall be processed by the HRMD-PBU before the final approval of the Administrator.

c. Special Monetization

A special monetization of not more than 10 days for reasons cited under item no. II.A.1.1.14.b shall be allowed for employees who are not eligible to avail of the regular monetization; provided that five (5) days leave credit is retained in the vacation leave balance. If the 5-day vacation leave credits could not be retained due to insufficient vacation leave balance, the special monetization can still be granted chargeable to sick leave balances.

Illustrations :

1. An employee who has 11 days vacation leave balance and 23 days sick leave balance can avail of the special monetization (SM) computed as follows :

SM = [ (VL - 5 days) x 50%] + [SL x 50%]

= [ (11 - 5) x 50% ] + [23 x 50%]

= [ 6 x 50% ] + [23 x 50%]

= 3 + 11.5

= 14.5 days

SM = 10 days (maximum number of days allowed) to be

charged as follows :

[VL = 3 SL = 7]

2. An employee who has 9 days vacation leave and 10 days sick leave balances can only be allowed to monetize 7 days computed as follows :

SM = [ (VL - 5 days) x 50%] + [SL x 50%]

= [ (9 - 5) x 50%] + [ 10 x 50%]

= [ 4 x 50%] + [ 10 x 50%]

= 2 + 5

SM = 7 days to be charged as follows

[VL = 2 SL = 5]

3. An employee who has 3 days vacation leave and 10 days sick leave balances can only be allowed to monetize 5 days computed as follows:

SM = [ (VL - 5 days) x 50%] + [SL x 50%]

= [ ( 3 - 5 ) x 50%] + [10 x 50%]

= [ -2 or 0 x 50%] + [10 x 50%]

SM = 5 days to be charged as follows :

[VL = 0 SL = 5]

d. An employee with sufficient vacation leave credits which could be used for regular monetization shall not be authorized/allowed to avail of the vacation/sick leave special monetization if he/she has not yet availed the maximum 30 days monetization allowed under the regular monetization. However, an employee who has already monetized the maximum of 30 days or has already exhausted (retaining the mandatory five days vacation leave) his/her available vacation leave under the regular monetization shall still be allowed to avail of the special monetization.

Illustration 1. Employee A has 45 days vacation leave credits and has only monetized 20 days vacation leave credits under the regular monetization. He/she cannot yet avail the Special Monetization of 10 days as he/she has still 10 days remaining balance to monetize under the regular monetization.

Illustration 2. Employee B has 30 days vacation leave credits left after he/she has already monetized 25 days under the regular monetization. He/she can still avail the special monetization following the formula under Item 3 [(VL - 5 days) x 50%] + [SL x 50%]

e. In the same manner, employees who availed first of the combined vacation/sick leave special monetization (maximum of 10) may still avail of the regular monetization provided they have already accumulated at least 15 days vacation leave credits (5 days of which shall be for Forced Leave purposes) and funds for regular monetization are still available.

f. Special monetization shall be charged to the budget for regular monetization. Processing and approval of applications for the special monetization shall follow that of regular monetization.

g. The number of days of vacation leave credits that the employee monetized shall be deducted from his/her leave credits. For monitoring purposes, an official or employee who avails of this privilege shall file an ALA indicating therein the number of days he/she/she intends to monetize.

h. Processing of ALA for regular monetization of ten (10) to thirty (30) days for rank and file employees in the Field Offices shall be decentralized to the Regional Administrative Officers/Provincial Administrative Officers, while for monetization of up to 50% of the employee’s leave credits, processing shall be at the PBU-HRMD. Application for regular and special monetization of Central Office officials and employees, Field Office officials and Regional Administrative Officers shall be processed by PBU-HRMD.

i. The formula to be used for the computation of leave monetization shall be as follows:

Monthly Salary

--------------------- x No. of days to be monetized = Money value of the

20.91667 monetized leave

where:

1/.0478087 or 20.91667

is the equivalent number of days in a month for purposes of computation of leave monetization and terminal leave benefits (TLB) based on the formula for the constant factor (CF) as provided in Section II.A.9.9.6 of this SOP.

MATERNITY LEAVE

2.1 Female employees,

(married or unmarried),

shall, in addition to the vacation and sick leave granted them, be entitled to maternity leave of sixty (60) calendar days.

2.2 Female employees who have rendered an aggregate of two (2) or more years in service shall be entitled to maternity leave of 60 calendar days with full pay.

2.3 Maternity leave of those who have rendered one (1) year or more but less than two (2) years of service shall be computed in proportion to their length of service, provided that those who have served for less than one (1) year shall be entitled to 60-days maternity leave with half-pay.

2.4 The computation for the number of days with full pay shall be based on the ratio of 60 days to 2 years (or 720 days) of service using the following formula:

where x = the number of days to be paid, and

720 = y y = the number of days in service

720x = 60y

x =

60y

720

x =

To illustrate, Employee A has rendered one year and six months of service or 540 days:

x =

540

x =

45 days

Employee A shall be entitled to 60 days maternity leave but shall receive full pay for only 45 days.

2.5. Maternity leave shall be granted to

female employees (married or unmarried) in every instance of pregnancy irrespective of its frequency. Thus, a married and unmarried female employee may be granted maternity leave more than once a year.

2.6. Enjoyment of maternity leave cannot be deferred and should be availed of either before or after the actual period of delivery in a continuous and uninterrupted manner not exceeding sixty (60) calendar days.

2.7.An employee who wants to report back to duty before the expiration of her maternity leave may be allowed to do so provided she presents a medical certificate that she is physically fit to assume the duties of her position. In such instances, the commuted money value of the unexpired portion of the leave need not be refunded. The employee shall receive both the benefits granted under the maternity leave law and the salary for actual services rendered effective the day she reports back for work. The following formula shall be used in the computation of salary for this purpose:

Monthly salary rate

SALARY = -------------------------- X actual no. of days worked

22 days

2.8. Maternity leave with pay may still be granted to a female employee who is no longer in service provided the delivery occurs not more than fifteen (15) calendar days after the termination of employees’ service as her right thereto has already accrued.

2.9. If already entitled, a female employee

married or unmarried

can still avail of sixty (60) days maternity leave with pay even if she is on extended leave of absence without pay.

2.10. Female employee, married or unmarried is entitled to maternity leave of absence with pay even if she has a pending administrative case.

2.11. All contractual NFA female employees, married or unmarried whether or not receiving 20% premium on their salary shall be entitled to maternity leave benefits like regular employees.

PATERNTIY LEAVE

3.1. Married male employees shall be entitled to paternity leave of seven (7) working days for a maximum of four (4) deliveries of his legitimate spouse with whom he/she is cohabiting. The first of the 4 deliveries shall be reckoned from the effectivity of the Paternity Leave Act on

July 15, 1996.

3.2. Married male employees with more than one (1) legal spouse shall be entitled to avail of paternity leave for an absolute maximum of four (4) deliveries regardless of whoever spouse gives birth.

3.3. Paternity leave shall be non-cumulative and strictly non-convertible to cash. It may be enjoyed either in a continuous or in an intermittent manner by the employee on the days immediately before, during or after the childbirth or miscarriage of his legitimate spouse,

provided, the seven (7) days paternity leave shall be consumed by the employee within a period of one (1) month.

4. MATERNITY AND PATERNITY LEAVE FOR ADOPTIVE PARENTS

Maternity and Paternity Leave benefits and other benefits given to biological parents upon the birth of the child shall be enjoyed by the adoptive parents if the

adoptee is below seven (7) years of age as of the date the child is placed with the adoptive parents

through the Pre-Adoptive Placement Authority issued by the Department of Social Welfare and Development (DSWD).

4.1 Application for maternity and paternity leave of absence by adoptive parents should be accompanied by an authenticated copy of the Pre-Adoptive Placement Authority issued by the Department of Social Welfare and Development if the leave of absence will be availed of before the grant of the petition for adoption.

4.2 If maternity and paternity leave benefits are availed after the grant of petition for adoption, the applications should be accompanied by authenticated copies of the Decree of Adoption issued by the proper court.

4.3 The grant of the leave of absence shall be available to adoptive parents only once during the whole adoption process, provided the adoptee or the adopted child is below seven (7) years of age as of :

4.3 1 the date the child is placed with the adoptive parents through the Pre-Adoptive Placement Authority; or

4.3.2 the date the application for maternity or paternity leave is made.

5. SPECIAL LEAVE PRIVILEGES

5.1 In addition to the vacation, sick, maternity and paternity leave, officials and employees may be granted a maximum of three (3) days special leave privileges within a calendar year subject to the conditions hereunder stated:

a. Personal milestones such as birthdays/wedding/wedding anniversary celebrations and other similar milestones, including death anniversaries.

b. Parental obligations such as attendance in school programs, Parents Teachers Conference (PTC), graduations, first communion, medical needs, among others, where a child of the government employee is involved.

c. Filial obligations to cover the employee’s moral obligation toward his/her parents and siblings for their medical and social needs.

d. Domestic emergencies such as sudden urgent repairs needed at home, sudden absence of a yaya or maid and the like.

e. Personal transactions to cover the entire range of transactions an individual does with government and private offices such as paying taxes, court appearances, arranging a housing loan, etc.

f. Calamity, accident or hospitalization leave pertains to force majeure events that affect the life, limb, and property of the employee or his/her immediate family:

5.2 An employee can still avail of his/her birthday or wedding anniversary leave if such occasion falls on either a Saturday, Sunday or Holiday, either before or after the occasion.

5.3 Three-day limit for a given year shall be strictly observed : an employee can avail of one special leave privilege for three (3) days or a combination of any of the leaves for maximum of three (3) days in a given year. Special leave privileges are non-cumulative and strictly non-convertible to cash.

Half day Special Privilege Leave shall not be allowed.

( CSC Opinion 74 s. 2007 dated March 30, 2007)

5.4 Employees applying for special leave privileges shall no longer be required to present proof that they are entitled to avail of such leave.

5.5 The special leave privileges may be availed of by the official/employee when the occasion is personal to himher and that of his/her immediate family.

6. REHABILITATION LEAVE

6.1

Availment of Rehabilitation Leave

6.1.1 NFA officials and employees may be entitled to the Rehabilitation Privilege for a maximum period of six (6) months for wounds and/or injuries sustained while in the performance of official duties. The duration, frequency and terms of availing of the privilege shall be based on the recommendation of the medical authority. Hence, availing of the privilege may be for less than six (6) months, or may be on a half time basis or an intermittent schedule as determined by the attending physician provided that the cumulative total period of availing of the privilege will not exceed six (6) months.

Illness or sickness resulting from or aggravated by working conditions or the environment cannot be a basis for availing of the Rehabilitation Privilege even if the same may be compensable under the law and regulations of the Employees Compensation Commission (ECC).

6.1.2 Rehabilitation leave may be extended to officials or employees in situations where the official or employee meets an accident while engaged in activities inherent to the performance of his/her duties, including being on Official Business outside of his/her work station, Official Travel, authorized Overtime, Detail Orders and Special Assignment Orders.

Injuries from accidents that occurred while the official or employee was going to work and going home from work are not considered sustained while in the performance of official duties.

6.1.3 Absence from work during the period of Rehabilitation Privilege shall not be deducted from the accumulated sick or vacation leave credits of the official or employee.

However, officials and employees while on Rehabilitation Privilege do not earn and accumulate vacation leave and sick leave credits.

6.1.4 Officials and employees availing of the Rehabilitation Privilege shall receive their salaries and regular benefits such as Personnel Economic Relief Allowance (PERA), Additional Compensation (AdCom), year-end bonus, and cash gift mandated by law.

They are not entitled however to benefits and privileges that are enjoyed based on the actual performance of duties of positions entitled to these benefits such as Representation and Transportation Allowances.

6.1.5 Claimants of Rehabilitation Privilege benefits are entitled to reimbursement for first-aid expenses. Reimbursement is subject to the availability of funds and shall not exceed Five Thousand Pesos (P 5,000.00) unless expenditures beyond said amount are necessary as certified by the HRMD - HSU/ Government Physician and approved by the Administrator.

6.2

FILING OF APPLICATION FOR REHABILITATION LEAVE

6.2.1 Application for Leave of Absence for Rehabilitation Leave shall be submitted to HRMD Personnel Benefits Unit (PBU) for evaluation together with the following supporting documents:

a. Letter Request addressed to the Department Manager of HRMD;
b. Police Report; and,

c. Medical Certificate on the nature of injuries, the course of treatment involved, and the need to undergo rest, recuperation and rehabilitation as the case may be;

6.2.2 Application should be filed within one (1) week from the time of the accident except when a longer period is warranted. Applications may be filed for the injured official/employee by a member of his/her immediate family;

6.2.3 A written concurrence of a government physician should be obtained relative to the recommendation for rehabilitation if the attending physician is a private practitioner, particularly on the duration of the period of rehabilitation.

6.3 The Department Manager/Head of Office shall be held responsible and personally liable for any false or fraudulent claims and irregular availment of the privilege;

6.4 The Department Manager/Head of Office should monitor monthly the medical status of the employee undergoing rehabilitation.

7. STUDY LEAVE

7.1 Study leave may be granted for the purpose of assisting qualified officials and employees to prepare for their bar or board examinations or to complete their master’s/doctorate degree.

7.2 An official/employee may avail of the study leave for a maximum of three (3) times only, each availment shall be for a different purpose (e.g. 1st availment is for bar/board exam, 2nd is for master’s degree, and 3rd is for completion of doctorate degree).

7.3 The study leave may be granted to an official/employee for a period not exceeding six (6) months with pay. For control purposes, however, the maximum allowable period of six months shall not be automatically granted. The maximum allowable period shall vary depending on the purpose for which the study leave is availed of as follows:

Purpose of Study Leave Maximum Allowable Period

Bar or Board Examination six (6) months

Completion of Doctorate Degree four (4) months

Completion of Master’s Degree

a. with thesis four (4) months

b. non-thesis

Ÿ comprehensive exam only one (1) month

case study/strategy paper one (1) month

w/ oral defense

comprehensive exam and case study two (2) months

or strategy paper w/ oral defense

7.4 The duration of the study leave should not go beyond the scheduled date of examination/oral defense, e.g., if the bar examination is scheduled on September 15 and 22, the period covered by the study leave applied for should not be beyond September 22.

7.5 A department/office may only be allowed to send a maximum of two (2) employees to go on study leave at any one time so as not to affect existing and projected workloads.

7.6 The study leave shall be covered by a contract between the employee and the NFA Administrator or his/her authorized representative. The contract shall bind the employee to a service obligation corresponding to the period of his/her study leave computed as follows:

Period

Service Obligation

One (1) month or less six (6) months

More than one (1) month to three (3) months one (1) year

More than three (3) months to six (6) months two (2) years

7.7 In case the official or employee fails to render in full the service obligation referred to in the contract on account of voluntary resignation, optional retirement, separation from the service through his/her own fault, or other causes within his/her control, he/she shall refund the gross salary, allowances and other benefits received while on study leave based on the following formula:

R =

(SOR - SOS)

x TCR

SOR

Where: R = Refund

SOR = Service Obligation Required

SOS = Service Obligation Served

TCR = Total Compensation Received

(Gross Salary, allowances and other benefits received while on study leave)

7.8 Requests for study leave shall be made by the employee using the Study Leave Request and Evaluation Form (Exhibit 1). The request shall be properly endorsed by the respective head of office/department to the MDD-HRMD for evaluation based on the following qualification requirements:

1) applicant must be a graduate of a bachelor’s degree which requires the passing of government bar and board licensure examination.

2) for thesis writing or comprehensive examination, applicant must have completed all the academic requirements for a master’s/doctorate degree.

3) the profession or field of study to be pursued must be relevant to the agency or to the official duties and responsibilities of the concerned official or employee.

4) applicant must be a permanent employee.

5) applicant must have rendered at least two (2) years of service with at least Very Satisfactory performance for the last two rating periods immediately preceding the application.

6) applicant must have no pending administrative and criminal charges as evidenced by a certificate of no pending administrative and criminal charges issued by the Legal Affairs Department (LAD).

7) applicant must not have any current foreign or local scholarship grant.

8) applicant must have fulfilled the service obligation for any previous study leave, scholarship/training contract.

7.9 Requests for study leave shall be supported by the following documents:

a. duly accomplished Request for Study Leave properly endorsed by the head of office;

b. duly accomplished ALA indicating the purpose and period of study leave;

c. proof of enrollment (for completion of master’s/doctorate degree and for review classes if study leave application is for six months);

d. certification from school as to the tentative schedule of comprehensive examination (for completion of master’s/doctorate degree);

e. certification of no pending administrative/criminal case from DLA.

f. Certification that applicant does not have current foreign or local scholarship grant and has no pending service contract from previous study leave/scholarship training contract.

g. Certification of Very Satisfactory PES rating for the last two (2) rating periods immediately preceding the application.

7.10 All requests for study leave shall be acted upon by the MDD-HRMD within five (5) working days after receipt of request and the concerned employee shall be properly notified of the approval/disapproval of his/her request within such period. Employees whose requests were denied shall be informed of the reason thereof.

7.11 Processing and approval of applications for study leave shall be based on the number of days of study leave applied for, following the approved NFA Specification of Authority.

7.12 In case an official/employee fails to pursue the purpose for which the study leave was intended, he/she/she shall immediately inform the HRMD in writing, through the respective head of office/department. In such cases, the actual number of study leave incurred shall be charged to the vacation leave credits of the official/employee, and if the official/employee has no more vacation leave credits, he/she/she shall refund the gross salary, allowances and other benefits received while on study leave based on the formula stated above in Section II.7.7 of this SOP.

7.13 At the end of the study leave, the official/employee shall submit to MDD-HRMD, an evidence or proof that he/she had actually taken the exam or completed the purpose for which the study leave was availed.

7.14 The MDD-HRMD shall monitor the implementation of the employees’ study leave nationwide to ensure that the purpose of the leave is accomplished.

8. SABBATICAL LEAVE

8.1 Sabbatical leave is granted to a Career Executive Service Officer (CESO) or a CES Eligible who is an incumbent of CES position and who has served the CES for at least five (5) years and whose performance rating under the CES Performance Evaluation System is at least very satisfactory for five (5) consecutive years.

8.2 The sabbatical leave aims to provide CESO and CES Eligibles with the opportunity to further their professional development and growth. It shall also serve as a venue for creativity and demonstration of the official’s executive excellence where their personal expertise is utilized for public service outside of the Career Executive Service. It is granted as a reward and incentive to officials for their very satisfactory performance and as an encouragement for their future high performance.

8.3 The sabbatical leave may take any of the following forms:

a. Sabbatical for personal growth, i.e., teaching in a state university or college, pursuit of advance studies, or other forms of professional advancement, secondment to an international organization, research or book writing; and,

b. Sabbatical for public service, i.e., involvement in a countryside development project of a local government unit (LGU), or of an accredited non-governmental organization or rendering assistance to an LGU where his/her expertise is required.

8.4 A sabbatical leave may be enjoyed once every five (5) years of service in a CES position except when the official concerned is in his/her last two (2) years of service prior to compulsory retirement.

8.5 A sabbatical leave shall be for a period of not more than six (6) months. In the event that the purpose of the leave shall be accomplished within a period of less than six (6) months, the unused portion of the leave shall be forfeited and shall not be added to the official’s vacation or sick leave.

8.6 The officials going on sabbatical leave at any one time shall not exceed ten percent (10%) of the total number of CESOs and CES eligibles occupying CES positions at the NFA.

8.7 Applications for sabbatical leave shall be filed with the MDD-HRMD at least seven (7) months before the proposed sabbatical leave for evaluation. The application shall be accompanied by two (2) copies of the official’s sabbatical leave plan. The sabbatical leave plan shall indicate the following:

a. the purpose and nature of the sabbatical leave;

b. the expected outputs;

c. an action plan of implementation including time frame, duration and post sabbatical activities like information sharing for project replicability;

d. the organization or institution with whose projects or activities the official intends to spend his/her sabbatical leave; and,

e. proof of acceptance by the organization or institution of the official’s participation in its project through his/her sabbatical leave.

8.8 Applications found to be meritorious shall be recommended by the NFA Administrator for approval of the CES Board. However, when the exigency of the service requires, the NFA Administrator may also recommend the deferment or postponement of the sabbatical leave to some later date but within the calendar year.

8.9 The sabbatical leave applications shall be evaluated by MDD-HRMD within a month from receipt. The MDD-HRMD shall inform the official concerned within the same period of the action taken on his/her application, whether the application is not recommended for approval or endorsed to the CES Board for approval or deferment. In case of deferment or disapproval, the official concerned shall be informed of the reasons in writing.

8.10 Applications for sabbatical leave favorably acted upon by the NFA Administrator must be endorsed to the CES Board for final action six (6) months before the proposed leave. The Board shall act on the sabbatical leave application within thirty (30) days from receipt of such endorsement. The Board may approve or disapprove the sabbatical leave application on the basis of its evaluation of the sabbatical leave plan and the expected results.

8.11 An official on sabbatical leave shall be entitled to the payment of his/her salary and other benefits such as bonuses, 13th month pay, and other allowances during the period of such leave. Where the activities performed under the sabbatical leave allow for payment of honoraria/allowances by the host institution, the official shall be entitled to the same in addition to his/her salary, provided, that the allowance shall not exceed fifty percent (50%) of his/her monthly salary.

8.12 An official going on sabbatical leave shall have the following obligations:

a. Ensure the completion of his/her sabbatical leave plan during its approved duration;

b. If for any valid reasons, the official is unable to continue with his/her plan implementation, the official shall immediately inform the NFA Administrator and the CES Board so that remedial actions may be undertaken;

c. Report back for work immediately at the end of his/her sabbatical leave, and within a month of his/her return, submit a report to the NFA Administrator on his/her sabbatical leave and undertake the necessary post sabbatical activities identified in his/her plan. A copy of the report shall be furnished the CES Board.

d. Shall not engage in any form of employment while on sabbatical leave.

8.13 Where available, an official going on sabbatical leave may avail of grants in support of his/her sabbatical leave plan implementation.

8.14 An official who fails to complete and/or accomplish the objectives of his/her sabbatical leave plan for no valid reason shall refund all salaries and benefits he/she has received while on sabbatical leave. He/she shall also be disqualified from participation in and/or enjoyment of future sabbatical leave.

8.15 The MDD-HRMD shall monitor the officials’ sabbatical leave to ensure that the purpose of the leave is accomplished.

9. TERMINAL LEAVE

9.1 Any official/employee of the government who retires, voluntarily resigns or is separated from the service who is not otherwise covered by special law, shall be entitled to terminal leave/commutation of his/her leave credits exclusive of Saturdays, Sundays and holidays without limitation and regardless of the period when the credits were earned.

9.2 Terminal leave is applied for by an official or employee who intends to sever his/her connection with his/her employer. Accordingly, the filing of application for terminal leave requires as a condition sine qua non, the employee’s resignation, retirement or separation from the service with or without any fault on his/her part. It must be shown first that public employment cease by any of the said modes of severance.

9.3 An official or employee who has been penalized with dismissal from the service is not barred from entitlement to his/her terminal leave benefits.

9.4 Payment of terminal leave for purposes of retirement or voluntary resignation shall be based on the highest monthly salary received at any time during his/her period of employment in the government service and not on his/her latest salary unless the latter is the highest received by the retiree.

9.5 Effective January 15, 1999, the terminal leave benefits shall be computed using the following formula:

TLB = S

Where:

TLB - Terminal Leave Benefits

S - Highest monthly salary received

D - No. of accumulated vacation and sick leave credits

CF - Constant Factor which is .0478087

The Constant Factor was derived from this formula:

365 = days in a year

104 = Saturdays and Sundays in a year

10 = Legal holidays (as provided by EO 292) in a year

12 12

------------------------- = --------- = .0478087

365 - (104 + 10) 251

Based on the above factor, the equivalent number of days in a month is 1/ .0478087

20.91667

. For purposes of computing terminal leave benefits and leave monetization, this factor shall be applied.

9.6 Request for payment of terminal leave benefits must be brought within ten (10) years from the time the right of action accrues upon an obligation created by law.

10. FORCED/ MANDATORY LEAVE

10.1 All officials and employees with ten (10) days or more vacation leave credits shall be required to go on vacation leave whether continuous or intermittent for a minimum of five (5) working days annually under the following conditions:

a) The head of department/office shall, upon prior consultation with the employees, prepare a staggered schedule of the mandatory five-day vacation leave of officials and employees, provided that he/she may, in the exigency of the service, cancel any previously scheduled leave.

b) The mandatory annual five-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 the department/office, the scheduled leave not enjoyed shall no longer be deducted from the total accumulated vacation leave. This shall be supported by a disapproved ALA.

c) Officials and employees who retire/resign from the service in a particular year without completing the calendar year shall not be deducted the corresponding leave credits if concerned official/employee opted not to avail of the required five-day mandatory vacation leave.

d) Those with accumulated vacation leave of less than ten (10) days shall have the option to go on forced leave or not. However, officials and employees with accumulated vacation leave of fifteen (15) days who availed of monetization for ten (10) days shall still be required to go on forced leave.

e) Employees who availed of the CSC-Local Scholarship Program and other scholarship grants and those who went on study leave are exempted from the mandatory five-day leave only if they were in school for one full year (i.e., January to December), otherwise, they shall be required to go on five (5) day forced leave, unless their VL balance is less than ten (10) days and they did not avail of either regular, special or 50% monetization of leave credits during the year.

Those exempted from the mandatory five (5) day leave shall secure a certification from their Head of Office of said exemption.

Half day absences and sick leave charged to vacation leave shall not be considered as forced leave.

11. PARENTAL LEAVE FOR SOLO PARENTS

11.1 NFA officials and employees regardless of employment status who fall under any of the categories of a “solo parent” as defined in Item No. I.D.14 (Definition of Terms) of this SOP and who have rendered service of one (1) year whether continuous or broken shall be entitled to a “parental leave” of not more than seven (7) working days every year in addition to other leave privileges under existing laws.

Half day Parental Leave shall not be allowed.

(CSC Opinion No. 74 s. 2007 dated March 30, 2007)

11.2 The official/employee may avail of parental leave under any of the following circumstances :

a. attend to personal milestones of a child such as birthdays, first communion, graduations and other similar events;

b. perform parental obligations such as enrollment and attendance in school programs, Parents Teachers Conference (PTC) and the like;

c. attend to medical, social, spiritual and recreational needs of the child; and,

d. other similar circumstances necessary in the performance of parental duties and responsibilities, where physical presence of a parent is required.

11.3 To avail of the privilege, the official/employee must present a Solo Parent Identification Card duly validated by the Social Welfare and Development Office. The Solo Parent Identification Card shall be required from the employee to support his/her application for Parental Leave.

Procedure on How to Secure an Identification Card (ID):

a. Visit the Social Welfare and Development Office of the city or municipality of residence to manifest need for an application for a solo parent Identification Card.

b. Fill up application form for the assistance, indicating but not limited to the following information :

a. Name

b. Age

c. Address/Area of Domicile

d. Income per month

e. Source/s of Income

f. Number of children

g. Circumstances of being solo

h. Undergo the necessary assessment process.

i. Upon the favorable evaluation of the social worker (DSWD), a Solo Parent Identification Card shall be issued to the solo parent within 30 days upon application duly signed by the city/municipal Social Welfare Officer and the city/municipal mayor. The solo parent Identification Card is necessary for the availment of parental leave, among other benefits provided for under RA 8972 and its Implementing Rules and Regulations (IRR). Such Identification Card shall be valid for only one (1) year, but may be renewed subject to a new assessment and evaluation. Failure to renew will mean that he/she has changed his/her status as a . solo parent.

j. Submit the accomplished application form (CS Form No,. 6) duly supported with certified true copies of the solo parent ID and birth certificate of the child/children or other requirements such as medical certificate, if necessary.

11.4 The parental leave is non-cumulative and is not convertible to cash. If not availed of within the calendar year, said privilege shall be forfeited.

11.5 The parental leave may be availed of on a staggered or continuous basis, subject to the approval of the department manager/regional director/head of office. In this regard, the employee shall submit the application for parental leave at least one (1) week prior to its availment, except on emergency cases. However, applications for half-day Parental Leave for solo parent shall be disapproved.

11.6 Application for parental leave shall be done through the usual Application for Leave of Absence (ALA). “Parental Leave” shall be indicated in the appropriate portion of the ALA.

11.7 The approving authority shall have the discretion to approve or disapprove the parental leave if there is suspicion of misrepresentation in the status or circumstance of the employee. Misrepresentation on the part of the employee shall be dealt with accordingly. Falsification of supporting documents or any misrepresentation in the application of parental leave will render the employee administratively liable without prejudice to criminal liability.

11.8 Approval of parental leave application is mandatory provided it is in order. Non-approval without justifiable reason shall be a ground for appropriate sanction against the official concerned.

11.9 Termination of Parental Leave Privileges

a. Changes in the status and family situation of a such as marriage or the concerned parent is no longer left alone with the responsibility of parenthood shall lead to termination of parental leave privileges. However, the termination shall be without prejudice to re-application should circumstances warrant.

b. The head of department/office concerned may determine whether granting of parental leave is proper or may conduct the necessary investigation to ascertain if grounds for termination and withdrawal of the privilege exist.

12.

LEAVE UNDER ANTI-VIOLENCE AGAINST WOMEN AND THEIR CHILDREN

12.1. The woman employee-victim of Violence Against Women (VAW) shall be entitled to leave of absence up to ten (10) days in addition to other paid leaves under the Labor Code and Civil Service Rules and Regulations, extendible when necessity arises as specified in the protection order pursuant to CSC Resolution No. 051206 dated August 26, 5005.

12.2 The following shall be entitled to a paid leave of absence not exceeding ten (10 days)

a. Any woman employee in the government service regardless of employment status, who is a victim of violence as defined under D.31 of this SOP;

b. Any woman employee whose child is a victim of violence and whose age is below eighteen (18) or above eighteen (18) but unable to take care of himself/herself.

12.3 The application for leave shall be filed, whenever practicable, before the actual leave of absence or immediately upon the woman employee’s return from such leave. It shall be accompanied by any of the following supporting documents :

a. Barangay Protection Order (PBO) obtained from the Barangay;

b. Temporary / Permanent Protection Order (TPO/PPO) obtained from the court.

c. If the protection order is not yet issued by the barangay or the court, a certification issued by the Punong Barangay / Kagawad or Prosecutor or the Clerk of Court that the application for the BPO, TPO or PPO has been filed with the said office shall be sufficient to support the application for the ten-day leave; or

d. In the absence of the BPO/TPO/PPO or the certification, a police report specifying the details of the occurrence of violence on the victim and a medical certificate may be considered, at the discretion of the immediate supervisor of the woman employee concerned.

12.4 The woman employee who applies for ten-day leave may avail of the same in a continuous or intermittent manner to cover the days that she has to attend to medical and legal concerns.

12.5 The ten (10) day leave shall be non - cumulative and not convertible to cash. Leaves not availed of are considered waived.

12.6. When necessity arises as specified in the Protection Order, the woman employee may apply for extension and, for this purpose, use the other leave benefits provided under civil service rules and regulations.

12.7 The official who denies the application for leave of a woman employee victim of VAW, despite submission of the BPO/TPO/PPO, shall be held liable for conduct prejudicial to the best interest of the service.

B. FILING/PROCESSING AND APPROVAL OF APPLICATION FOR LEAVE OF ABSENCE

1. All absences for one full day or more shall be properly covered by an Application for Leave of Absence (ALA).

2. Leave of absence incurred for one-half (1/2) day need not be filed as it is considered tardiness or undertime which shall be deducted from the employee’s vacation leave credits or from his/her salary, in case the employee’s vacation leave credits had been exhausted. However, when the half-day leave incurred is for health reasons, the employee shall file an ALA indicating SL in the appropriate portion, and said ALA must be supported with a medical certificate. Application for half-day absence not supported by a medical certificate shall still be deducted from the employee’s vacation leave credits or from his/her salary if he/she has no more vacation leave credits.

Application for Sick Leave

3.1 Application for sick leave shall be filed immediately upon the employee’s return from such leave. The employee, however, is required, during the period of his/her illness, to notify his/her immediate supervisor through the fastest means available, of his/her inability to report for work.

3.2 Sick leave may be filed in advance in cases where the official or employee will undergo medical examination or operation or advised to rest in view of ill health duly supported by a medical certificate attesting to the employee’s illness or that of any member of his/her immediate family. If advised to rest, the medical certificate should be specific as to the period of prescribed rest.

3.3 Application for sick leave of more than five (5) days should be supported by a Medical Certificate. However, application for sick leave for 1.5, 2.5, 3.5 and 4.5 days, although less than 5 days shall still be required to be supported by a medical certificate to be consistent with the policy that 0.5 absences, not supported by an ALA and medical certificate shall be treated as tardiness or undertime and charged to VL credits.

3.4 Applications for Sick Leave of thirty (30) calendar days or more which are filed in advance, in view of the employee’s ill health, shall be filed at least five (5) days before the effective date of leave.

3.5 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.

3.6 Medical certificate for sick leave exceeding five (5) days shall be issued by the NFA Physicians only if prior consultation was made with them before the employee went on leave. For employees referred by the NFA Physicians to the appropriate medical specialists, the attending specialist or physician shall issue the necessary medical certificate covering his/her leave of absence.

3.7 An application for sick leave filed in advance but is not supported by a medical certificate should be disapproved.

3.8 In case of doubt, the head of office/department may request the Health Services Unit (HSU)/F.O. Admin Unit to conduct a spot check on the employees to verify their health condition regardless of the number of days of leave.

3.9 The HSU/F.O. Admin Unit has the option to ask for a copy of the medical certificate and/or conduct actual visitation to check the health condition of the employee on prolonged sick leave which was approved in view of a physician’s certificate that he/she is not fit to work or is advised to take a prolonged rest.

3.10 Approval of sick leave, whether with pay or without pay is mandatory provided proof of sickness or disability is attached to the application in accordance with the requirements prescribed in this SOP. Unreasonable delay in the approval thereof or non-approval without justifiable reason shall be a ground for appropriate sanction against the official concerned

4. Application for Vacation Leave

4.1 Applications for vacation leave of absence for one (1) full day or more shall be submitted five (5) days in advance of the effective date of such leave and its approval is contingent upon the needs of the service.

4.2 Applications for Vacation Leave for thirty (30) calendar days or more shall be filed at least ten (10) days before effective date of leave.

4.3 The grant of vacation leave shall be at the discretion of the head of department. Thus, mere filing of vacation leave applications does not entitle the employee to go on leave outright. The employee shall see to it that his/her leave application is approved by proper authorities before going on leave.

4.4 Applications received when the vacation leave has started or after the vacation leave has been incurred shall automatically be disapproved.

4.5 Application for vacation leave without pay, including extension of vacation leave after exhausting vacation leave credits, is subject to the approval of the Deputy Administrator for Finance and Administration (DAFA)

4.6. In accordance with SOP No. HR-PR03.B (Amendment to SOP on Clearance), application for leave exceeding thirty calendar days or more should be supported with an approved Provisional Certificate of Clearance, otherwise, it should not be acted upon. As provided under Item 3.1 of said amendment, since the employee will not be permanently separated from NFA, he/she need not settle cash accountabilities which by NFA policy are to be paid within a prescribed period (exmple: EDL, Calamity Loan. However, cash accountabilites which are demandable and must be paid in full (example: excess TEV, stocks/MTS shoratges with demand letter, SVLF arrearages, etc.) should be settled before the Provisional Clearance is approved.

5. Processing of Applications for Leave of Absence

5.1 Applications for the different types of leave shall be processed by the following offices:

	TYPE OF LEAVE	PROCESSOR
C.O. Executives & Rank & File employees	All types of leave	HRMD
F.O. Executives and RAO	All types of leave	HRMD
R.O. Rank & File employees and PAO	SL with pay SL without pay up to 30 days VL with pay FL, Special Leave Privilege, Parental (Solo Parent), Paternity, Maternity, Terminal, Regular & Special Monetization VL without pay (1 day or more) SL without pay (exceeding 30 days)	) ) ) R.O. Admin Unit ) ) HRMD )
	TYPE OF LEAVE	PROCESSOR
P.O./FDC Rank & File employees	SL with pay SL without pay up to 30 days VL with pay FL, Special Leave Privilege, Parental (Solo Parent), Paternity, Maternity, Terminal, Regular & Special Monetization VL without pay (1 day or more) SL without pay (exceeding 30 days)	) ) P.O. Admin Unit/ ) FDC. Admin Unit ) ) HRMD )
All C.O. & F.O. Officials and Employees	Rehabilitation Leave, 50 % Monetization, Sabbatical and Study Leave	) ) HRMD )

5.2 Approval of ALA’s of all Central Office and Field Office officials and employees shall follow the existing Specifications of Authority on Human Resource (HR) Matters per General Memorandum Order No. AO-2K10-01-004 dated January 20, 2010. Only the specified officials shall be written as signatories in the recommending and approval portions of the ALA. Immediate supervisors shall only affix their initials under the name of the final recommending/approving authority.

6. Applications for leave of absence shall be supported by the following documents:

6.1

Vacation leave of more than 30 calendar days with or without pay

Provisional Clearance from property and financial accountability - Another Provisional Clearance shall be required should an employee request for an extension of leave (with or without pay)

For Vacation Leave Without Pay -

- endorsement of Head of Office

- photocopy of Perpetual Leave Card for the last two (2) years

6.2 Sick leave

SL for five (5) days and below

Submission of a medical certificate is at the option of the approving authority of ALA except for ALAs for 1.5, 2.5, 3.5 and 4.5 days for which a medical certificate shall be required

SL for six (6) up to 30 calendar days

Medical Certificate

SL for more than 30 calendar days

Medical Certificate - Another Medical Certificate shall be required should an employee request for an extension of leave (with or without pay)

Provisional Certificate of Clearance from property and financial accountability - Another Provisional Clearance shall be required should an employee request for an extension of leave (with or without pay)

Photocopies of Perpetual Leave Card

SL filed in advance regardless of number of days

Ÿ Medical Certificate. If advised to rest, duration/period of rest should be indicated

SL filed while abroad

Medical Certificate authenticated by the Philippine Consulate where it was issued.

SL for half-day absence for health reasons

Medical Certificate

6.3 Maternity leave

clearance from property and financial accountability

medical certificate

6.4 Paternity leave

certified photocopy of marriage contract

medical certificate (with pathology reports in case of abortion/miscarriage) duly signed by the attending physician or

midwife showing the actual date of the childbirth or miscarriage.

6.5 Rehabilitation leave

Employee’s Letter request for rehabilitation leave addressed to the Department Manager of HRMD which shall be approved by the Administrator.

Medical certificate on the nature of the injuries, the course of treatment involved, and the need to undergo rest, recuperation and rehabilitation, as the case may be.

Letter from HRMD-HSU signifying its concurrence to the recommendation for rehabilitation of employee, if the attending physician is a private practitioner

Police/accident report

6.6 Study leave

clearance from property and financial accountability (for leave of 30 calendar days or more)

Study Leave Request form duly evaluated and favorably acted upon by HRMD-MDD including all the supporting documents as mentioned in II.A.7.9 of this SOP.

6.7 Sabbatical leave

clearance from property and financial accountability (for leave of 30 calendar days or more)

two (2) copies of the official’s sabbatical leave plan.

6.8 ALA’s for Travel Abroad for Personal Reasons (either on Sick or Vacation Leave)

Memo-request of employee for travel authority for personal reasons, indorsed by the Head of Office (DM/RM)

Provisional Certificate of Clearance from property and financial accountability - for more than 30 calendar days of leave

If travel is for health/medical reasons, medical certificate that employee is fit to travel

6.9 Maternity and Paternity Leave for Adoptive Parents

Authenticated copy of the Pre-Adoptive Placement Authority being issued by the Department of Social Welfare and Development (if the leave of absence will be availed of before the grant of the petition for adoption)

Authenticated copy of the Decree of Adoption being issued by the proper court (if maternity and paternity leave benefits are availed after the grant of petition for adoption)

6.10 Parental Leave for Solo Parent

Identification Card being issued by DSWD

6.11 Terminal Leave

NFA Clearance - all existing Certificates of Clearance including the following:

* Certification from Internal Audit Services (IAS) that he/she has no stock/MTS shortages or unliquidated stock/MTS accountability

Certification from Security Services and Investigation Department (SSID) that he/she is not a subject of a fact finding investigation

Certification from Legal Affairs Department (LAD) for F.O. employees, that he/she has no pending administrative case

Authority to Deduct

Certification of Last Salary Received

Any of the following:

* GSIS Retirement Approval, GSIS Retirement Voucher, GSIS Clearance, Certificate of Outstanding Loan Balances from GSIS

Original Perpetual Leave Cards

Service Record starting last day of service

Certification of No Leave/Leave Without Pay Incurred

Certification of Accrued Leave Credits

7. Disapproval of Application for Leave of Absence (ALAs).

7.1 In case of claim of ill-health, heads of department/offices may verify the validity of such claim and, if not satisfied with the reason given, the application for sick leave should be disapproved.

7.2 Applications for vacation leave may be disapproved, as may be deemed necessary by the head of office, in the exigency of service.

8. All applications for leave of absence including terminal leave shall be acted upon by the authorized approving official within five (5) working days upon receipt, otherwise, it shall be deemed approved.

C. UNAUTHORIZED LEAVE

1. An official or employee who is on Absence Without Official Leave (AWOL) shall be considered on unauthorized leave e.g., (a) employees who go on leave without prior approval of the immediate supervisor, and (b) employees who go on leave despite the disapproval of their leave applications

2. Unauthorized leave of absence shall be considered as leave without pay and as such, the official/employee shall not be entitled to receive his/her salary corresponding to the period of his/her unauthorized leave of absence. However, his/her absence shall no longer be deducted from his/her accumulated leave credits, if there are any.

D. ABSENCE WITHOUT OFFICIAL LEAVE (AWOL)

1. An employee is expected to report to work after the expiration of his/her approved leave, otherwise he/she shall be considered on absence without official leave (AWOL). In consonance with Section 63 of the Omnibus Rules on Leave, an official or employee who is continuously absent without approved leave for at least thirty (30) working days shall be considered on absence without official leave (AWOL) and shall be separated from the service or dropped from the rolls without prior notice. He/she shall however, be informed at his/her address appearing on his/her 201 files or at his/her last known written address, of his/her separation from the service, not later than five (5) days from its effectivity.

2. If the number of unauthorized absences incurred is less than thirty (30) working days, a written Return-to-Work Order (RWO) shall be served to the employee at his/her last known address on record. Failure of the employee to report for work within the period stated in the Order shall be a valid ground to drop him/her from the rolls.

3. The concerned head of office shall be responsible for the issuance of the RWO to the employee on AWOL, cc HRMD. In case the employee fails to report for work within the period specified in the RWO, the concerned head of office shall prepare a written request to HRMD to drop the employee from the rolls.

4. The HRMD Department Manager shall be responsible for the proper notification of the employee on AWOL of his/her separation from the service or his/her dropping from the rolls within five (5) days from its effectivity.

E. PROLONGED LEAVE OF ABSENCE

1. Employees who are on a continuous leave of absence for one (1) calendar month to a period of one (1) year with or without pay shall be considered on prolonged leave.

2. Prolonged leave thru alternate filing of ALAs for Sick Leave and Vacation Leave is deemed a circumvention of the policies on leave administration. Hence, the second and succeeding ALAs for Sick Leave should be supported by a Medical Certificate subject to Management’s verification of the actual health condition of the employee.

3. The approval of an application for sick leave filed in advance by an official or employee who presents a Medical Certificate stating that he/she is advised to take a prolonged (one calendar month or more) rest shall be subject to the following conditions :

3.1 The Medical Certificate presented by the official or employee should clearly indicate the period/duration during which the concerned official/employee is advised to take a rest.

3.2 If the official or employee applies for extended leave while abroad, he/she shall be required to submit a new Medical Certificate issued by his/her attending physician abroad. If extended rest is advised, the duration should be indicated in the Medical Certificate. The Medical Certificate should be duly notarized and authenticated by the Philippine Consulate where it was issued.

4. Applications for vacation leave/sick leave exceeding thirty calendar days or more should be supported with an approved Provisional Certificate of Clearance, otherwise it should not be acted upon.

5. An official or employee who is continuously absent for more than one (1) year by reason of illness may be declared physically unfit to perform his/her duties and the head of office in the exercise of his/her sound judgement, may consequently drop him/her from the rolls. Similarly, an officer or employee who is intermittently absent by reason of illness for at least 260 working days during a 24 month period may also be declared physically unfit by the head of office and may likewise be dropped from the rolls.

6. Management shall exercise its prerogative to verify the health condition of an employee whose application for prolonged sick leave was approved in consideration of a submitted medical certificate. Those found to have false representation shall be charged with the appropriate administrative offense.

7. Monitoring of Employees on Prolonged Leave

7.1 Provincial Offices shall submit to the Regional Office a monthly Report on Employees on Prolonged Leave (Exhibit 2) not later than the 5th working day of the following month.

7.2 Regional Offices shall submit to HRMD a monthly Regional Consolidated Report on Employees on Prolonged Leave (Exhibit 3) not later than the 7th working day of the following month.

7.3 The inclusive dates of duration of the prolonged leave shall be indicated in the report (i.e if the duration is June 1 - August 31, 2006, this period should always be indicated in the reports for June, July and August, and not broken monthly)

7.4 Action taken by the Heads of Offices on employees who are already on AWOL should be indicated in the “remarks” portion of the report.

7.5 The report shall be prepared by the Provincial Administrative Officer/Regional Administrative Officer and certified correct by the head of office.

7.6. HRMD shall submit to the Office of the Assistant Administrator for Finance and Administration a Monthly National Consolidated Report on Employees on Prolonged Leave (Exhibit 4) not later than 10th working day of the month following the period covered by the report

7.7 The Provincial and Regional Administrative Officers shall closely monitor the duration of the approved leave of employees. Without waiting for the due date of submission of the monthly report on employees on Prolonged Leave, HRMD shall be immediately informed if:

a. The employee whose approved leave has expired has reported back to work;

b. The official/employee has been on authorized leave extension, or;

c. The official/employee has been recommended to be dropped from the roll due to AWOL.

F. LEAVE OF ABSENCE WHILE ON PERSONAL TRAVEL ABROAD

1. NFA officials and employees who will travel abroad for personal reasons shall submit to HRMD a letter request for the issuance of an Authority to Travel Abroad, duly indorsed by the Head of Office. HRMD shall prepare the Authority to Travel abroad and submit the same to the Administrator for approval.

2. Application for Authority to travel abroad while on vacation or sick leave should be received by HRMD at least five (5) working days prior to effectivity of such leave/date of departure, except in cases of emergency. (

Pls. refer to Memo ODAFA-02k6-12-10 dated Dec. 27, 2006)

3. The request for Travel Authority shall be supported by the following documents :

Approved ALA (for SL with or without pay filed in advance, and VL with pay) or ALA for approval of the DAFA (for VL without pay)

Photocopies of Perpetual Leave Cards for the current year and immediately preceeding year.

Medical Certificate (for application for sick leave filed in advance)

An approved Provisional Certificate of Clearance (COC) for ALA for vacation or sick leave exceeding thirty (30) calendar days

Request for Travel Authority with incomplete documents shall be automatically disapproved.

4. An employee who filed in advance an application for sick leave to seek medical treatment abroad and was granted a Travel Authority, shall, within one (1) month from departure, submit a medical certificate for the treatment/consultation sought abroad, duly notarized and authenticated by the Philippine Consulate of the country where it was issued. Failure to submit said medical certificate shall be a ground for the immediate recall of the employee from his/her leave.

5. The Medical Certificate presented by the official or employee should clearly indicate the period/duration during which the concerned official/employee is advised to take a rest.

6.. An employee who applies for an extended sick leave while abroad, shall submit a new Medical Certificate duly notarized and authenticated by the Philippine Consulate of the country where it was issued. However, he/she shall no longer be required to apply for a new Travel Authority.

In accordance with Civil Service rules, the Head of Office may verify the validity of claim of ill health, and if not satisfied with the reason given, should disapprove the application for sick leave. (This is in relation to Section 67 of the Omnibus Rules on Leave, “Cause of Disciplinary Action” which states that : “Any violation of the leave laws, rules or regulation, or any misrepresentation or deception in connection with application for leave shall be a ground for disciplinary action”

7. If the official or employee prefers to take a rest ABROAD, he/she shall be required to secure a Travel Authority for his/her personal trip. However, he/she shall not be required anymore to submit a Medical Ceritifcate authenticated by the Philippine Consulate in the country where he/she will go.

G. ABSENTEEISM /TARDINESS

HRMD shall be responsible for monitoring the absences and tardiness / undertime of C.O. rank and file employees, NFA executives and RAOs.

The respective heads of offices/departments shall be responsible for monitoring and ensuring that rules, policies and procedures on leave of absence and tardiness are strictly implemented and complied with especially those applicable to prolonged and unauthorized absences.

Absenteeism:

1. An official or employee shall be considered

habitually absent

if he/she incurs unauthorized absences exceeding the allowable 2.5 days monthly leave earnings under the leave law for at least three (3) months in a semester or for three (3) consecutive months during the year.

2. Sanctions for habitual absenteeism are as follows:

a. First Violation. The employee, after due proceedings, shall be meted the penalty 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.

Tardiness/Undertime:

3. An employee can be tardy twice in a day, one in the morning and one in the afternoon.

Illustration 1: Regular Work Schedule - Tuesday to Friday

8:30 am to 12 noon - 1::00 - 5:30 pm

AM	PM	REMARKS
8:35 - 12:00	1:00 - 5:30	1 x tardy (5 mins. in the morning)
8:35 - 12:00	1:05 - 5:30	2 x tardy (5 mins. in the morning and 5 mins. in the afternoon)

4. Half day absences unless covered by ALA and supported by a Medical Certificate shall also be considered as tardiness/undertime.

a. Any official or employee who is absent in the morning is considered to be tardy and is subject to the provisions on Habitual

Tardiness.

b. Any official or employee who is absent in the afternoon is considered to be undertime and is subject to the provisions on Undertime.

Illustration 2: (Assuming work schedule is 8:00-8:30 to 12:00; 1:00-1:30 to 5:00-5:30 p.m., sliding/full flexi-time).

AM	PM	REMARKS
Absent	1:45 - 5:30	2 x tardy (4 hrs. in the morning and 15 mins. in the afternoon)
8:35 - 12:00	Absent	Tardy of 5 mins. in the morning and undertime of 4 hrs. and thirty minutes in the afternoon)

In the illustration above, a sliding / flexi-time schedule is being observed. Hence, an employee should report to work not later than 8:30 a.m. so as not to be considered tardy. To complete the required eight (8) hours of work per day, an employee who reports to work at 8:30 a.m. must leave work at 5:30 p.m. Since the employee reported for work at 8:35 a.m., he/she therefore incurred tardiness of five (5) minutes. Having left work at 12:00 noon, he/she therefore incurred an undertime of four (4) hours and thirty (30) minutes (270 minutes), the same length of time had he/she reported to work from 1:00 p.m. to 5:30 p.m.

Illustration 3: (Assuming work schedule is 8:00-8:30 to 12:00; 1:00-1:30 to 5:00-5:30 p.m., sliding/full flexi-time).

AM	PM	REMARKS
8:15 - 12:00	1:00 - 5:10	Undertime of 5 mins. in the afternoon)
8:35 - 12:00	1:00 - 4:30	Tardy of 5 mins. in the morning and undertime of 1 hour in the afternoon)

5. As provided in the Omnibus Rules Implementing EO 292, habitual tardiness occurs if the employee incurs tardiness regardless of the number of minutes, ten (10) times a month for at least two (2) months in a semester or for two (2) consecutive months during the year.

6. Similarly, pursuant to CSC MC. No. 16, s. 2010, the Commission resolves that undertime is not classified as tardiness. An employee who incurs undertime regardless of the number of minutes/hours, ten (10) times in a month for at least two (2) months in a semester or for two (2) consecutive months during the year shall be liable for Simple Misconduct and/or Conduct Prejudicial to the Best Interest of the Service, as the case may be.

7. Sanctions for habitual tardiness/tardiness shall be as follows :

First offense - Reprimand

Second Offense - Suspension for one (1) to thirty (30) days

Third Offense - Dismissal

8. Half-day absence (tardiness or undertime ) due to health reasons, (charged to sick leave) as supported by a medical certificate and ALA, shall not be counted in the monitoring of frequency of tardiness/undertime, for purposes of imposing sanction for habitual tardiness/undertime.

9. The Provincial Office shall submit to the Regional Office a monthly Report on Punctuality and Attendance (Exhibit 5), not later than the 5th working day of the following month. However, Regional Offices need not submit the same to HRMD.

10. The HRMD shall furnish the concerned departments/offices a Report on Punctuality and Attendance (Exhibit 5) monthly.

11. The HRMD/RM/PM shall send a written warning (Exhibit 6) to employees who incurred tardiness/undertime of ten (10) times or more for the month regardless of the number of minutes.

12. The HRMD/RM/PM shall recommend to the Security Services and Investigation Department (SSID) the imposition of appropriate sanctions to habitually absent/tardy employees.

13. Tardiness

and undertime shall be deducted

from vacation leave credits and shall not be charged against sick leave credits, except for tardiness/undertime (half-day absences) which are for health reasons supported by medical certificate and application for leave.

14. Computation of undertime/tardiness shall be based on the actual number of hours and minutes incurred by an employee. It shall be converted into a fraction of a day using the following formula:

number of minutes late/undertime

480 minutes

A conversion table is provided (refer to Table IV) for easy reference.

15. Offsetting of tardiness/undertime or absences by working for an equivalent number of minutes or hours by which an official or employee has been tardy/undertime or absent, beyond the regular or approved working hours of the official/employee concerned, shall not be allowed.

H. MAINTENANCE OF PERPETUAL LEAVE CARDS (PLC)

1. Leave credits earned as well as leave of absences and tardiness/undertime incurred by each official or employee shall be recorded in the Perpetual Leave Card (Exhibit 7). The type of leave availed by the employee shall be properly reflected in the leave card and all entries made thereon shall bear the initials of the leave processor. The leave card shall be updated monthly.

2. The perpetual leave cards of CO rank and file employees, NFA executives (grade level 24 positions and above) and Regional Administrative Officers shall be maintained at PBU-HRMD. Leave cards of Provincial Administrative Officers shall be maintained at their respective regional offices while perpetual leave cards of PO/FDC rank and file employees shall be maintained at their respective offices.

3. In case of transfer or reassignment of an employee, the originating office shall transmit the original leave cards of the transferred/reassigned employee to his/her new work station. However, a duplicate copy of the leave cards shall be maintained at the originating office for reference.

4. In case the personnel in charge of maintaning the PLCs will be replaced due to retirement, resignation, transfer, reassignment, etc., a proper turn over of the PLCs between the outgoing and incoming personnel in charge must be ensured.

5. If the PLCs could no longer be located for one reason or another despite thorough search as certified by HRMD (for CO employees) or the Administrative Officers (for FO employees) and there exists no basis (e.g. Daily Time Records, Attendance Records, etc.) from which a PLC may be reconstructed, the SL/VL beginning balances indicated in the next available PLC shall be assumed as correct figures where the audit shall start.

Illustration A :

Employee A entrance to duty : March 21, 1982

Lacking PLCs noted : March 1982 to May 1990

Balance indicated in the earliest : VL = 48.147

available PLC as of May 31, 1990 SL = 100.167

In the preceeding example, the audit shall start using the earliest available leave balances : VL = 48.147 and SL = 100.167. This shall take the presumption of correctness and regularity on the recorded available leave balances.

In case the missing PLCs are in between the periods when the PLCs are available, the audit shall start from the more recent leave beginning balance where the records of leave earnings and utilization are already continuously maintained.

Illustration B :

Employee B entrance to duty : January 15, 1985

PLCs are complete from Jan. 15 1985 to June 26, 1985

Balance indicated as of : VL = 9.887

June 26, 1988 SL = 20.167

Lacking PLCs noted : June 27, 1988 to Jan. 30, 1991

Balance indicated at PLC : VL = 27.731

as of Jan. 31, 1991 SL = 30.167

In this illustration, the audit of the PLCs shall start from January 31, 1991 PLC containing leave balances VL = 27.731 and SL = 30.167, which are assumed to be correct balances in the absence of preceeding PLCs for June 27, 1988 to January 30, 1991. The balances as of June 26, 1988 in this example are disregarded.

6. Leave cards of retired/resigned Central Office officials/employees and of Field Officials and RAO shall be surrendered to PBU-HRMD. Leave cards of retired/resigned PAOs shall be maintained by the Regional Office while leave card of other separated field office rank and file employees shall be maintained at the last place of assignment.

7. HRMD shall conduct spot checking of leave cards being maintained by the RAOs/PAOs to check the veracity of entries made by the leave processors.

8. The HRMD/RAO/PAO shall conduct an audit of PLCs of Central Office and Field Office officials and employees where the PLCs are being maintained.

9. In case of lost PLCs, all personnel found responsible for the loss shall be held liable and shall be subject to penalties provided under applicable Civil Service Rules and Regulations.

I. TRANSFER OF LEAVE CREDITS

1. When an official or employee transfers from one government agency to another, he can either have his accumulated vacation and/or sick leave credits commuted or transferred to his/her new agency.

2. Leave can only be transferred if the employee does not have gaps in his service. However, a gap of not more than one(1) month may be allowed provided same is not due to his fault.

3. The transfer of accumulated leave shall be claimed within one (1) year only from the employee’s transfer to the new agency.

II OTHER PROVISIONS

1. Absence on a regular day for which suspension of work is announced.

An official or employee who failed to report for work on a regular day for which suspension of work was declared after the start of regular working hours shall not be considered absent for the whole day. Instead, he/she shall only be deducted leave credits corresponding to the amount of time from the start of official working hours up to the time when suspension of work was announced.

2. Effect of Pending Administrative Case on Official or Employee

An official or employee with pending administrative case is not barred from enjoying leave privileges.

3. Effect of Exoneration from Criminal/Administrative Case

In general, officials and employees who have been dismissed from the service but who were later exonerated and thereafter reinstated, are entitled to the vacation/sick leave credits during the period they were out of the service.

4. Effect of Absences on Other Employee Benefits

4.1 Forfeiture of RATA.

Officials who are on vacation, sick or maternity leave of absence with or without pay for the whole calendar month shall not be allowed to collect RATA in accordance with the provisions of SOP No. HR-PB28 - Revised SOP on the Payment of RATA.

4.2 Non-entitlement to Rice Allowance

. Pursuant to SOP No. HR-PB30 -

Revised SOP on Rice Allowance

, an official or employee shall not be entitled to receive rice allowance if:

a. employee has been absent without official leave (AWOL) continuously for ten (10) working days in a given month, or

b. employee failed to meet the 7-day attendance requirement as follows:

must have at least seven (7) days attendance for the month which may not necessarily be successive, or ;

if on leave, must have at least seven (7) days leave with pay for the month, or

combination of leave with pay and attendance which totals to at least seven (7) days for the month.

5. Effect of Vacation Leave Without Pay on Length of Service Step Increment

For purposes of computing the length of service step increment, approved vacation leave without pay for an aggregate of fifteen (15) days shall not interrupt the continuity of the three-year service requirement for the grant of step increment. However, if the total number of authorized vacation leave without pay included within the three-year period exceeds fifteen (15) days, the grant of one-step increment will only be delayed for the same number of days that an official or employee was absent without pay.

6. Effect of Vacation Leave Without Pay on Grant of Loyalty Award

6.1 An official or employee who incurred more than fifty (50) days of authorized vacation leave without pay within the 10-year period shall no longer be entitled to the granting of loyalty award since his/her service is no longer continuous having incurred a gap in his/her service. He/she will only receive the said benefit after a period of 10 years counted after the last day of his/her 50 days authorized vacation leave without pay.

6.2 An official or employee who incurred more than twenty five (25) days of authorized vacation leave without pay within the 5-year period shall no longer be entitled to the granting of 5-year milestone loyalty award since his/her service is no longer continuous having incurred a gap in his/her service. He/she will only receive the said benefit after a period of 5 years counted after the last day of his/her 25 days authorized vacation leave without pay.

III. SANCTIONS

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.

IV. RESPONSIBILITIES

A. Filing/Processing/Approval of ALA

1. NFA Officials and Employees

Ÿ Accomplishes and signs ALA in three (3) copies. Copy distribution of accomplished/approved ALA shall be as follows :

For NFA executives/RAO

Copy 1 - HRMD

Copy 2 - Department/Office of the concerned official/RAO

Copy 3 - Accounting Department/Finance Section

For rank and file employees

(CO and FO)

Copy 1 - CO - ASD/ FO - Finance Section

Copy 2 - HRMD - PBU File/Admin Section

Copy 3 - Department/Office of the concerned employee

Ÿ Attaches the required supporting documents to ALA.
Ÿ Forwards ALA to recommending official.

2. Recommending/Approving Official

Ÿ Signs and approves filed ALA.
Ÿ Forwards/endorses ALA to PBU - HRMD/RAO/PAO for processing.

PBU-HRMD Processor - For NFA executives/RAO/CO Rank and File Employees

RAO - For RO Rank and File Employees/PAO

PAO - For PO Rank and File Employees

Processes/evaluates filed ALA

Checks completeness/authenticity of required supporting documents, notifies concerned employee, in case of non-compliance to requirements

Posts in the employee’s PLC’s filed ALA

Certifies as to VL/SL balances as of date of filling/processing

Forwards copies to concerned department/office as mentioned in IV.A.1. with supporting documents together with the daily time record every end of the month

Ÿ Retains copy for reference and file
Ÿ Updates perpetual leave card of employees at the end of the month

- computes the undertime and tardiness incurred by employees at the end of the month

- deducts equivalent fraction of an hour of the UDT/tardiness incurred from leave balance

- indicates leave earnings for the month and add to employees’ leave balance
- affixes initials on every entries made on leave card

B. Reporting/Monitoring of Absences/UDT/Tardiness

1. RAO/PAO

a. PAO

submits to the Regional Office, a Report on Employees on Prolonged Leave (Exhibit 2) and a Report on Punctuality and Attendance (Exhibit 5) for the month not later than the 5th working day of the following month.

b. RAO submits to HRMD a Regional Consolidated Report on Employees on Prolonged Leave (Exhibit 3) for the month not later than the 7th working day of the following month. The monthly Report on Punctuality and Attendance need not be submitted to HRMD.

c. PAO/RAO shall send a written warning to employees (Exhibit 6) who incurred tardiness of ten (10) times or more for the month regardless of the number of minutes.

d. PAO/RAO monitors the duration of the approved leave of employees. Without waiting for the due date of submission of the Monthly Report of Employees on Prolonged Leave, informs HRMD if:

§ The employee whose approved leave has expired has reported back to work;
§ The official/employee has been on authorized leave extension, or;
§ The official/employee has been recommended to be dropped from the roll due to AWOL.

2. Head of Office

a. Ensures that rules, policies and procedures on leave of absence are strictly implemented and complied with especially those applicable to prolonged and unauthorized absences.

b. Recommends imposition of appropriate sanctions to habitually absent/tardy employees to Security Services and Investigation Department (SSID).

3. HRMD

a. Submits to the Assistant Administrator for Finance and Administration a Monthly National Consolidated Report on Employees on Prolonged Leave (Exhibit 4) not later than the 10th working day of the month.

b. Prepares a monthly Report on Punctuality and Attendance (Exhibit 5) to be submitted to the concerned departments/offices and sends a written warning to employees who incurred tardiness of ten (10) times or more for the month regardless of the number of minutes.

c. Recommends imposition of appropriate sanctions to habitually absent/tardy employees to Security Services and Investigation Department (SSID).

The foregoing SOP supersedes SOP No. HR-PB37 approved April 24, 2002 and amendments issued thereto. All other rulings and/or issuances inconsistent herewith are also hereby superseded.

This SOP shall take effect on January 7, 2011..

Date Approved: January 7, 2011.

III. RESPONSIBILITIES

IV. FLOW CHART
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EXHIBITS

Annex A - List of Surgical Operations for Gynecological Disorders