50 udp personnel manual

8/3/2019 50 UDP Personnel Manual

http://slidepdf.com/reader/full/50-udp-personnel-manual 1/47

UPLAND DEVELOPMENT PROGRAMME

in

SOUTHERN MINDANAO (UDP)

PERSONNEL MANUAL



UDP Personnel Manual

Table of ContentsPage

1. Introduction 1

2. Scope and Coverage Responsibilities of Personnel Section 2

2

3. Personnel Services 33.1 Authority

3.2 Basis

3.3 Types of Personnel

33

3

3.4 Recruitment, Selection &

Placement

3

Operating policies 3

Recruitment Process 5

Selection and Appointment 7

Contract 8

Orientation 12

3.5 Salary and Benefits

Administration 12




3.6 Other Personnel Actions 18Promotion 18

Transfer 20

Demotion 21

Separation 22

3.7 Training and Staff

Development

22

3.8 Grievance Machinery 24

3.9 Code of Conduct and Ethical

Standards

25

Discipline 26Operating Policies 26

Basis of Disciplinary Action 27

Summary of Forms Used 28




1. INTRODUCTION

This Manual lays down the policies and procedures for programme operations relating to personnel andas such is provided for the guidance of all officers, advisers and others who are engaged in the day to

day functioning of Upland Development Programme in Southern Mindanao (UDP).

1.1 Authority for the Manual

The authority for this Manual rests in the Financing Agreement between the Republic of the Philippines

and the Commission of the European Communities under Reference No. PHI/B7-3000/IB/ALA 97/68establishing the Upland Development Programme in Southern Mindanao (UDP). Hereinafter referred

to as the Programme.

This Manual is to be used in conjunction with the manuals on Financial, Administration and

Procurement Policies and Procedures, and in no other way overrides the authority given by, or

the rules and regulations set down, in these manuals.

1.2 The Personnel procedures shall uphold and be implemented vis-a-vis the provisions of the

Omnibus Rules Implementing Book V of Executive Order No. 292 and Other Pertinent Civil

Service Laws. The recruitment procedures and employment terms shall adhere to those

pertaining to contractual employees under the rules and regulations of the Civil Service

Commission (CSC), the Department of Budget and Management (DBM) and other issuances.

Any policy or action in the Programme’s personnel procedures inconsistent and/or contrary

to these provisions shall be superceded to conform with such rulings.

1.3 The main objective of this Manual is the development of the rank and file and

supervisory/management staff to effectively implement the Programme . With this in mind, the




made, through training or other measures;

- advise the Programme on salary regulations and administer the secure processing of

salaries and benefits such that staff are paid promptly and correctly in accordance with

the rules and regulations on contractual employment;

- foster and develop effective communication between management and staff while

providing counseling to staff on their problems and complaints;

- monitor staff attendance and behavior in order to advise superiors and management of

attendance, conduct or misdemeanors;

- assess and advise management on merit;

- maintain, in strict confidence, personnel records and documented job descriptions of

all staff and monitor their career paths in order to encourage and assist them to achieve

their potentials;

- pursue/identify opportunities for personnel improvement and advancement inconjunction with the appropriate section/division of the Programme;

- implement all policies and procedures relating to personnel matters including locally-

hired/national consultants and volunteers coming from volunteer service organizations.

- References in the text to "the Project Co-Directors" refer to the National Co-

Director (or in his absence the Deputy Project Director) and the European Co-Director (or in his absence the Acting Team Leader). Due to the limited input of

the Finance and Administration Specialist, exceptionally, in his absence the signing

authority delegated to him as a result of this manual may be assumed by another




- Code of Discipline

3. PERSONNEL SERVICES

3.1 Authority

The authority to hire and dismiss Programme personnel is vested in the Co-

Directors under the principle of Co-Management, and cannot be delegated. All

appointments and notices of separation, shall be approved by both Co-Directors, or

endorsed to higher authorities as may be appropriate.

3.2 Basis

The Civil Service Rules and Regulations shall be an integral part of this Manual.

In case of a conflict between the CS Rules and this Manual, the former shall prevail.

3.3 Types of Personnel

The type of personnel employed by the Programme are contractural as detailed

below:

3.3.1 Contractual Staff

Personnel directly hired by the Programme and whose appointments are approved by

the Co-Directors and confirmed by the Civil Service Commission(CSC). These are

personnel who occupy approved plantilla positions and whose appointment is

authorized in the approved Annual Work Plan & Budget (AWP&B) for the current




to are those related within the third degree either of consanguinity or of affinity of any of

the above-mentioned officials.

c. The 1997 Revised edition Qualification Standards issued by the Civil Service Commission

(CSC) or any later revisions, shall serve as the basis in ascertaining the minimum

educational, experience and training requirements of each plantilla position. The

Programme may prescribe requirements higher than what is minimally required by the CSC

QS to meet its standards in hiring personnel but in no way should these standards be set

below the minimum relevant job specification set by the CSC for each position.

d. All positions listed in the approved plantilla shall be subject to dedicated Terms of

Reference which may be amended from time to time to recognize changes in Programme

needs. e. The filling-up of plantilla positions shall be based on the Programme’s personnel

deployment schedule or recruitment plan which is maintained by the Personnel Section,

where vacancies are filled-up as the need for the services of appointees to positions arises.This is updated as the need demands, so that vacancies are filled in a timely and efficient

manner and recruitment progress may be readily monitored.

f. The basic hiring rate of new entrants shall be step one of the grade level of the positions

they are being hired to, as listed in the table of wages issued by the DBM in the

implementation of salary standardization plus twenty per cent (20%) of this rate as the

add-on premium .

g. Vacancies shall be circulated internally within the Programme and externally to get the best

did t f th d ti d iti All t l li t h ll d i




Grade Level Endorsed Appointment signed

1 to 23 SPB Regular National Co-Director

24 and up Regular SPB with Secretary DA and

participation of both endorsed by EC as required

Co-Directors

The structure of the SPB for the various grade levels shall be as follows:

1 to 23 SPB Regular Composition

24 and up Regular SPB with participation of bothCo-Directors

The regular composition of the Selection and Promotion Board is as follows:

Chairperson - Senior Staff representative designated by the Co-Directors

Members - FAD Representative (if FAD Chief is not designated as

Chairperson)Representative of Employees’ Association (President or voted

at large)

Chief of Division/Unit where vacancy exists

Representative of the TA team (normally Finance and

Administration Specialist)

Personnel Officer - Permanent Secretary (Non-voting)

The Board may expand its membership to include other senior staff under whose area of

specialization the prospective employee/s will concentrate




a. Recruitment procedures will be objectively directed at the selection of qualified and

capable applicants. Opportunities for women and internal advancement shall be

encouraged.

b. The head of division/section shall raise the request to fill up a vacancy as the need for the

services of additional personnel arises, to be approved by the Co-Directors. The

approved request is forwarded to the Personnel Section, which immediately commences

with the recruitment procedures.

c. Vacancy notices shall be circulated as widely as possible through:

1) publication in newspapers of national and/or local circulation, if warranted;

2) posting prominently at the PMO, the liaison office/D.A. Office in Region XI, Provincial

offices, colleges and universities operating in the area, as appropriate;

3) radio announcements

d. The notice for submission of applications shall be four weeks from the first date of

publication.

- Applications must satisfy accepted recruitment standards. The applicant must:

= meet the minimum relevant educational and training qualifications and experience

prescribed for the job as specified in the qualification standards for the position;

= undergo the interview, testing and other screening procedures that may be

required.

- The minimum requirements to accompany an application are:




while those whose credentials are deficient shall be so advised.

(2) Examination/Testing

Examination/testing shall be conducted by either the Personnel Section or by a

duly authorized institution/recruitment firm engaged by the Programme. The

Programme shall define its policies and procedures in conducting this phase of the

recruitment process. The result shall be made known to the applicants.

(3) Interview with the Selection and Promotion Board

Applicants who are short-listed (after passing the initial screening) shall be

interviewed by the Selection and Promotion Board. At this stage, applicants are

informed of the general terms and conditions of their prospective employment.

Also, if at this point the SPB deems it appropriate, a contender may be required

to undergo a psychological test or any other form of examination, the result/s of

which will substantially help in assessing the suitability of a candidate to a

position. A summary report, normally in the form of the Minutes of theMeeting/Deliberation supported by the Comparative Presentation Sheet signed

by all members of the Board, shall be submitted to the Co-Directors for the final

determination of candidate/s to be employed. The Co-Directors will jointly

approve the successful candidate/s.

f. Academic Requirements and Personal Qualities

1) The minimum academic qualifications of candidates shall be based on the

Qualification Standards (Revised 1997) and the ensuing updates, issued by the

Ci il S i C i i




candidates can fulfill the requirements of the job, they will return the recommendation to the

Personnel Officer with instructions to re-advertise the position.

The selected candidate for any position will be advised within one week of the decision. In the

event of a selected candidate not taking up the appointed position, the second choice from the

short listed candidate may be offered the position.

3.4.4 Contract: There are two categories of employment in the Programme:

a. Contractual Employment appointed and funded by the Government of the Philippines’

(GOP) counterpart funds for personnel services - The appointment is based on the

plantilla approved by the Department of Budget and Management (DBM). The National

Co-Director shall sign the appointment of personnel from GL 23 and below as Government

representative. The Secretary of Department of Agriculture shall sign appointment papersfrom GL 24 and up. The appointments are processed by the Civil Service Commission field

office. However, in all cases of initial recruitment, renewal of appointment, transfer or

dismissal the written agreement of both Programme Co-Directors will be placed in the

individual's 201 personal file.

b. Contractual Employment funded by grant funds (EC-funded) - The approving /appointing

authority are the Co-Directors and hiring is based on positions submitted to and approvedby the Delegation as recommended by the Department of Agriculture(DA). The hiring of

Local Consultants/ Specialists is based on the approved Annual Work Plan and Budget

(AWP&B) f th t d f ll d l id d i th P t




b) 2 copies Service Record (if previously employed in the

government)

c) 2 copies 1 x 1 ID photo for office ID(latest)

d) Original copy of Medical Certificate issued by a

government physician

e) Original copy, NBI Clearance

f) Clearance from Former Employer (If formerly

employed with a government entity, clearance is

required even if the office is not the last employer)

g) Statement of Assets & Liabilities

h) W-2 for those employed within the year

i) Xerox copy of GSIS membership certificate

j) Xerox copy of TIN

Note: All photo copies shall be validated by presenting the original copies of documents.

If needed, the Personnel Officer shall verify the information appearing in the documents

submitted by the prospective employee. Likewise, should the medical certificateindicate a disability on the part of the candidate that would affect the discharge of the

functions of the position, the prospective employee shall be immediately notified of the

termination of the hiring procedures after the Co-Directors and the concerned head of

division/ section, are informed of the findings.

Personnel Officer 2. Receives signed approval form from Co-

Directors3. Prepares Appointment notice and Position

Description Form*

4 R q i li t t i J b D i ti




- The submission of the appointments to the Civil Service Commission shall follow the rules

and regulations of the said office on appointments of contractual personnel. The Co-

Directors shall be held liable for any violation of any of the rules on appointment and other

personnel actions, i.e., hiring of personnel, who do not meet the minimum requirements

of the position, payment of services without the approved appointment and/or after the

prescriptive period for the submission of papers to the CSC, has expired.

- The effective date of employment to the Programme shall not be earlier than ;

a. the date of the completion and submission of all pre-employment requirements;

b. the date the contract/appointment is signed by the approving authority/ies;

c. of the actual assumption to duty.

* It is important to note that before any contract of employment or appointment is

prepared and processed, the Personnel Section shall ensure the availability of funds for the

position to be filled up. Fund availability shall be indicated in the Request to Fill- Up aPosition.

1.2 After Approval by the CSC :

Personnel Officer 12. Gives original appointment notice to contractual

employee.

13. Opens personnel file of the new employee which shallcompose of the pre-employment requirements, the

appointment and other documents related to his/her

k i th P




personnel to the position, rate of pay and date of effective/actual assumption to duty;

this will also certify that the copy of the contract/appointment and all the pre-

employment requirements of the employee are on file in the Personnel Section.

- Approved daily time record (DTR) (Form 05)

- If transferee is from another Government Office:

= certificate of clearance

= certificate of last salary received

2.2 If last (or separation) pay:

- Certification issued by the Personnel Officer that the following documents have beenproperly complied with/returned and are on file in the Personnel Section:

• resignation letter or notice of separation

• letter of acceptance of resignation signed by both directors

• certificate of clearance

• statement of assets & liabilities

• Programme ID, Health/Life Insurance cards

• approved DTR

3. Probation




probationary employees under the following conditions:

a. Severe misconduct including violation of reasonable office rules and regulations;

b. Violation of any civil service or pertinent laws;

c. Unsatisfactory work performance;

d. Commission or conviction of any crime;

e. When the continued employment of said employee is deemed inimical and

prejudicial to national security;

f. Filing of candidacy for an elective position;

g. When the Co-Directors determine that the position should no longer be filled;

h. When the job description has changed and subsequently, the qualification

requirements of the said position;

i. Other actions which may be found detrimental to the Programme.

3.4.5 Orientation

It shall be the responsibility of the Personnel Officer, in coordination with the appropriate

Division/Section in the Programme, to provide the standard orientation to new recruits on thefollowing:

- goals, objectives and approach

- Programme area and coverage

- organization structure and chain of command

- the work environment and team approach

- administration and finance- employee and job description

- employment terms, policies and guidelines.




d. Subject to authority by the Department of Agriculture and fund-availability, the Programme

shall endeavor to grant those allowances given by government to regular personnel, aside

from the ones appearing elsewhere in this Manual.

e. Advances on salaries are not allowed.

f. Payment of salaries and authorized allowances shall be on the 15th and last day of the

month. If these fall on a non-working day, payment shall be made on the working day

immediately preceding the holiday.

g. Deductions from payroll are made under the following categories:

g.1 Required/Compulsory -

a) Withholding Tax - the amount of deduction of which depends on age, salary and

the number of authorized exemptions claimed;

b) Social Security - to provide for the social security benefits in the form of sickness,

disability, death and other benefits, both the employee and the employer

contribute monthly to a fund, with the employee's contribution deducted from

his/her salary.

- GSIS Insurance for contractual employees, if applicable

- Employees’ Compensation Insurance Premium

M di




g.2 Voluntary

By the employee's signed authorization, deductions may be made for the following,

which are to the personal account of the employee:

- Pension Plan

- Life Insurance Premiums

- Others

These shall be deducted and paid to the account of the employees’ association/

cooperative organized by Programme personnel, which shall in turn pay to the

concerned payees. Payroll deduction to settle personal obligations under individual

account of payees, shall not be allowed.

h. Employees shall acknowledge the receipt of their salaries and allowances by signing the

payroll, payslip or the disbursement voucher. Withdrawal of salaries and allowances by

a person other than the payee shall require the presentation of a notarized power of attorney.

i. Salaries and other forms of remuneration shall be subject to withholding tax.

j. The Personnel Section is primarily responsible for the timely preparation of all payrolls and

claims for the availment of benefits granted to Programme personnel.

3.5.2 Compensation Package -

C t t l St ff ( f d d f G P t t f d d d fi d l )




provisions of the General Appropriations Act (GAA) for the current year.

a.5 13th Month Pay based on the basic pay excluding the 20% premium and shall follow the

guidelines issued by the government in granting this benefit. (tax exempt)

a.6 Cash Gift – P5,000 for 1999 and subsequent increases, based on government guidelines,

subject to fund availability but not to exceed the amount stated in the circular issued by the

DBM. (tax exempt)

The release of the mid-year bonus comprising 50% of the 13th month pay and the

Cash Gift, shall follow the implementing guidelines issued by the government.

Personnel who were able to avail of the mid-year bonus but who are separated from

the Programme before October 31st of the current year shall refund the full amount

that they received.

a.7 Productivity Incentive Allowance of P2,000.00 per year to employees who were rated

at least satisfactorily in the last two rating periods (two semesters).

a.9 Clothing/Uniform Allowance of P3,000 per year after six (6) months of employment with

increase thereon depending on the approved GAA for the year subject to fund availability

but not to exceed the DBM-approved amount for the current year. (tax exempt)

a.10 GSIS Insurance - RA 8291 mandatorily covers under GSIS contractual personnel in

government service.

a.11 Employees’ Compensation Insurance Premium (ECIP) of P30.00 per month for each

employee, paid for by the employer.




to the following provisions of the IA/EC-approved guidelines on Staff Leave:

a) Vacation Leave

1) All contractural employees can avail of fifteen (15) working days vacation leave per

annum. The purpose of vacation leave is to safeguard the health and welfare of

employees who should therefore be encouraged to use this leave.

2) After three (3) months of continuous service, all employees shall qualify to go on

vacation leave under pro-rata basis earning 1.25 days per month computed

retroactive the first month of service.

3) Vacation leave shall be scheduled by each section/division duly approved by the

Programme Co-Directors or their designates. Scheduling shall be done in such a

way that it does not hamper operations, thus, it should be distributed with utmost

consideration of work to be done without sacrificing individual needs or

convenience.

4) For purposes of efficient utilization of leave, scheduling should ideally be done using

three (3) to five (5) days at a time. It may not always be possible to take fifteen

(15) days at a time due to work requirements. This shall be a decision of the

Programme Co-Directors or their designates, upon the recommendation of the

Section/Division Chief.

5) Applications for leave using the prescribed Leave Application Form should besubmitted at least seven (7) days before effectivity. In an emergency, vacation leave

may be taken in short notice duly approved by the Programme Co-Directors or

th i d i t b f i l




10) The Personnel Officer who monitors/controls leave credits shall prepare a separate

payroll for payment of leave credits every 15th and end of the month. Leave pay

claims will be paid on the same day that the GoP payroll is paid.

11) Vacation leave should be taken during the year. Unused leave credits can

not be monetized and shall be automatically forfeited upon the start of the

following year.

b) Sick Leave

1) All contractural employees can avail of fifteen (15) days sick leave per annum. Sick

leave is not an absolute entitlement and applies in cases of sickness only.

2) Application for sick leave filed in advance, or exceeding three (3) days, shall

be accompanied by a medical certificate. In case medical consultation was not

availed of, an affidavit should be executed by the applicant.

3) Unused sick leave during the year shall be automatically forfeited upon

the start of the following year. Unused sick leave credits cannot be

monetized.

4) Items 2 and 6 to 10 of the guidelines for vacation leave shall likewise apply to sick

leave.

c) Maternity Leave




3) Office clearance (provisional)

4) Daily Time Record reflecting the period of ML.

Other provisions on leave of absence -

1) Leave of absence exceeding the authorized vacation, sick and maternity leave during

a calendar year shall be treated as an absence or leave without pay. This will only

be granted at the discretion of the Programme Co-Directors and if exceeding thirty

(30) days, shall need the approval of the Department of Agriculture.

2) An application for leave of absence for thirty (30) calendar days or moreshall be accompanied by a provisional clearance from money and property

accountability.

3) An employee who is absent without approved leave shall not be entitled to receive

his/her salary corresponding to the period of the unauthorized leave of absence.

d) Emergency Leave

As it implies, this is resorted to when the employee needs to absent herself/himself from

work for an urgent, personal reason. The emergency leave is classified as vacation leave,

the difference being the very short notice given to the appropriate authority/ies in taking

leave from work. If, due to circumstances, it is not possible to seek the approval prior to

the leave, every effort shall be made to inform Management to make it aware of the

whereabouts of the employee. The ALA shall be submitted immediately upon returningto work, for a retrospective approval of the leave.

3 6 Oth P l A ti




history, work experience and accomplishments worthy of special commendation.

a.4 Physical Characteristics and Personality Traits - these refer to the physical

fitness, attitude and personality traits of the individual which must have bearing on

the position to be filled.

a.5 Potential - this takes into account the employee’s capability not only to perform the

duties and assume the responsibilities of the position to be filled but also those of

higher and more responsible positions.

b. Promotion Board

b.1 Composition - To ensure objectivity in promotion, a Selection and Promotion Boardis established to evaluate contenders to various position in the Programme. The

SPB structure is as discussed in Item 3.4.1 of this Manual.

b.2 Functions

i) The SPB shall be responsible for implementing the formal screening procedure

and criteria adopted by the Programme for the evaluation of candidates forpromotion, fairly and consistently.

ii) The SPB shall determine en banc the list of employees recommended for

promotion from which the appointing authority may choose the employee to be

promoted. In preparing the list, the Board shall see to it that the qualifications

of employees recommended are comparatively at par and that they are the best

qualified from among the contenders.

b 3 F t f P ti




Promotions Board in the evaluation of contenders to the vacant positions. These

should however, be indicated in the minutes of the deliberations for the vacant

position. In filling supervisory positions, the SPB shall develop a criteria for

managership and leadership which shall constitute one of the instruments for

selection of candidates for promotion.

A candidate recommended for promotion may not necessarily be the highest

ranking among the contenders for the vacancy provided he/she meets the minimum

requirements of the position.

With everything else considered, an employee with the longer residency in theProgramme may be given preference over the one who has been employed for a

shorter period of time.

b.4 Procedures

1) The head of division/section raises a request to fill-up a vacancy. The request

is forwarded to the Co-Directors for approval.

2) The approved request is forwarded by the Co-Directors’ Secretary to the

Personnel Officer who will prepare the necessary Announcement of Vacancy

and oversee the circulation of such announcement within the Programme. The

announcement shall contain the job description/terms of reference and

specifications/qualification standards of the vacant position.

3) Applications received within the deadline of submission shall be reviewed by the

PO as to compliance to both the qualification, based on QS and the following

d t q i t




with the Minutes and other relevant documents.

6) Upon receipt of the papers from the SPB, the Co-Directors will review and

select from among the short listed candidates the employee to be promoted.

The concerned personnel shall be advised of this decision and shall be asked to

comply with the other documents, following the requirements of the CSC for

promotion, for submission to that office for processing of appointment.

7) If, as agreed between the Co-Directors, the short listed candidates still lack the

suitable qualifications to effectively discharge the functions of the position, the

documents will be returned to the SPB through the Personnel Officer, who willin turn circularize the vacancy externally, to invite other applicants.

3.6.2 Transfer - It is a movement from one position to another which is of equivalent rank, level or

salary without break in service involving the issuance of an appointment.

a. It is the policy of the Programme to encourage employees to achieve their career ambitions

and interests within the organization. Experience in a position is a valuable asset to theorganization, but there may be cases where transfers offer better opportunities.

b. Unless demonstrably inappropriate, the head of the division/section concerned and the

employee should be informed in advance of a proposed transfer.

c. A transfer may be requested by an employee in writing addressed to the Programme Co-

Directors for the attention of the Personnel Officer. An employee requesting transferwould normally discuss it with the immediate supervisor, but there may be circumstances

where that would not be appropriate.




Co-Directors. The written request shall at the same time serve as a waiver on the part of

the employee, to the higher position he/she voluntarily wants to give up.

3.6.4 Separation - It is a voluntary or involuntary termination of employment.

a. Voluntary separation happens when at his/her own volition, an employee tenders his/her

resignation within the contract period and is accepted by the Co-Directors.

b. Involuntary termination of services may occur in any of the following instances:

b.1 As a penalty for breach of discipline according to the provisions of Rule XIV of

the Omnibus Rules Implementing Book V of EO No. 292 and other pertinent rulesof the Civil Service Commission and those issued by the Programme.

b.2 Serious breach of the provisions of the personnel or other Programme manuals.

b.3 Filing of candidacy for an elective position.

b.4 Acceptance of employment outside, unless expressly granted by the Programme.

b.5 As a result of a poor performance evaluation in one rating period.

b.6 As a result of two successive fair/below average performance evaluation.

b.7 As a result of the abolition of the plantilla position by the DBM.b.8 When the service of the contractual are no longer required on the basis of a

notice of non-renewal issued by the Programme 30 days before effectivity.

The Civil Service Commission must be informed in the event of a termination for

contractual personnel.

3.6.5 Procedures in Resigning from the Programme -

a. An employee must file a letter of resignation addressed to the Programme Co-

Di t thi t (30) d b f it ff ti d t




b. Clearance from cash, property, work and documentary accountability

c. Letter of Resignation/Request for Transfer (if applicable)

d. Acceptance of Resignation/Approval of Request by Programme Co-Directors

e. Surrender of Programme ID Card, Health Care Card. In case of loss, a notarized affidavit

of loss shall be submitted.

f. Submission of Statement of Assets and Liabilities as of the last day of employment

in the Programme.

3.7 Training and Staff Development

3.7.1 Operating Policies -

a. The Staff Development Programme shall not be viewed as a reward for good performance

but rather, as a tool to assist in the professional and personal advancement of the staff.

b. The Programme shall adopt the Integrated Human Resource Planning and Development

System (IHRPDS) of the CSC as a framework based on the up-to-date personnel dataand information system, to rationalize all human resource management practices and

processes. The operation of the IHRPDS shall be the shared responsibility and

accountability of the Programme staff at all levels. The PO/Human Resource Management

Officer shall coordinate all efforts and activities in its implementation.

b.1 Employees who have been with the Programme for at least six (6) months may be

considered for local scholarship, study grant and/or training programs.b.2 The Personnel Section, in collaboration with the Technical operations unit, shall

review recommendations for staff training/seminar/workshop/study grant. The final




reasons within his/her control prior to the completion of the mandatory rendition of

service to the Programme as a condition to the availment of a study/scholarship

grant/training as stipulated in the contract, shall reimburse the expenses incurred, to

the Programme. If the grant is on official time, the total amount to be refunded shall

include salaries, allowances, fees, and other expenses incurred during the period of

study/training. If the attendance to the training or schooling is after office hours, the

total amount to be reimbursed shall not include salaries.

b.5 Books purchased out of Programme funds shall be surrendered by the grantee to

the Programme upon completion/termination of the study/training. Such

books/reference materials shall become the property of the Programme.

c. Recreational and social activities. The Programme is supportive of providing reasonable

recreational facilities and social activities as a way of fostering a congenial atmosphere for

staff members and providing venues for relaxation away from work for as long as:

c.1 these activities are undertaken after completion of the required work;

c.2 project costs are reasonable

c.3 staff members are prepared to support these activities, both in terms of giving timeand effort and in sharing the costs of these activities.

d. Performance Appraisal. The Programme shall come up with an appropriate evaluation

system which shall be integrated into the IHRPDS as a tool to enable employees to

improve performance and assess their professional growth including determining the

potentials and development needs of individual employees. It shall incorporate the

following minimum requirements as called for by the CSC:

d.1 It shall provide for the identification of the outputs as well as the job-related

b h i f th iti /f ti d th di f t d d




3.8.1 Operating Procedures

a. Definition of terms

a.1 Complaint -an employee’s expressed (written or spoken) feelings of dissatis-faction

with some aspects of his/her working conditions, relationships or status which are

outside his/her control. This does not include those involving disciplinary actions,

which are governed by separate rules.

a.2 Grievance -a complaint in writing which has, in the first instance and in the

employee’s opinion, been ignored, overridden or dropped without due

consideration.a.3 Grievance Procedure - the method of determining and finding the best way to

remedy the specific cause or causes of the complaint or grievance.

b. A Grievance Committee shall be established to be composed of the following:

b.1 For complaints/grievances existing between and among individual employee and

supervisor/management:

- one (1) member of top management or a representative to act as Chairman

- one (1) higher supervisor except the one being complained of

- one (1) member of the rank and file.

c. Functions of the Grievance Committee:

c.1 To hear/evaluate complaints and cases lodged against a Programme personnel up

to the section head level, by another employee /staff member/management;

2 T b it itt fi di d d ti t th P C Di t




constituted for the purpose. The Committee shall come up with a decision within 10

days of receipt of the written grievance.

d.4 Appeal to the Civil Service Commission - If the complainant is still not satisfied

with the decision of the Co-Directors he/she may file the appeal with the CSC

Office which has jurisdiction over his/her case.

e. The staff shall refrain from using the bulletin boards, flyers, the grapevine or anonymous

letters, as a sounding board for their complaints and/or grievances. In return, management

and senior staff should make themselves available in hearing out genuine

complaints/grievances of the employees and of finding ways to resolve the situations.

f. Basis

In the discharge of its functions, the Committee shall adhere to the applicable provisions

of Chapter 7,Sec. 50 on the Summary Proceedings of Book V of EO 292, Rule XII of

the Rules Implementing Book V of EO 292 and Other Pertinent Civil Service Laws.

3.9 Code Of Conduct and Ethical Standards

3.9.1 Operating Policies

a. The conduct of personnel in the service of the Programme shall be governed by the

applicable provisions of the Rules Implementing the Code of Conduct and EthicalStandards for Public Officials and Employees issued by the Civil Service Commission.




All members of the staff therefore are under obligation to declare in writing to

Programme Management any interests they have in, or personal, family or business

relationships with, any supplier ( past, present and future) of goods and services to the

Programme. Where conflict of interest occurs, the employee is obliged to resign from the

private business within thirty (30) days from assumption of office or divest himself/herself

of his/her share holdings or interests in the business within sixty (60) from such

assumption. For those who are already in the service and a conflict of interest arises, the

official or employee must either resign or divest himself/herself of said interests within the

periods herein provided, reckoned from the date when the conflict of interest had arisen.

c. Practice of Profession

The practice of profession by Programme personnel shall be subject to approval by the

Co-Directors. In acting on the request, the following conditions shall be taken into

account:

c.1 the practice shall not be during office hours;

c.1 the practice will not be in conflict or tend to conflict with the official functions of theemployee;

c.1 the practice shall not entail the use of Programme resources in any form

whatsoever.

3.10 Discipline

3.10.1 Operating Policies

a. The Programme shall create a Fact-Finding Committee that will look into administrative




to enable him/her to prepare his/her defence. The complaint should be under oath.

3.10.2 Basis of Disciplinary Action

All actions, activities and/or transactions in the pursuance of the duties and responsibilities of

Programme personnel, done either singly or collectively, shall be governed by the applicable

provisions of the following issuances:

a. Rule XIV of the Omnibus Rules Implementing Book V of Executive Order No. 292 and

Other Pertinent Civil Service Laws

b. Rules Implementing the Code of Conduct and Ethical Standards for Public Officials andEmployees

c. CSC Memorandum Circular No. 14, s. 1991 re Dress Code Prescribed for all

Government Officials and Employees

d. Policies, rules and regulations issued by Programme Management and the subsequent

amendments.

ooo000ooo




SUMMARY OF FORMS USED

FORM PAGE

Request to Fill-Up Vacancy 29

Selection and Promotion Board Summary

of Scores 30

Personal Data Sheet 31Certification re: Hiring of Personnel 34

Daily Time Record 35

Certificate of Clearance 36

Permission Slip 37

Certificate of Entrance to Duty 38

Application of Leave of Absence 39

Report of Leaves, Absences and Tardiness 40




Date

POSITION/TITLE/S :

DIVISION/SECTION :

JUSTIFICATION :

DATE SERVICES REQUIRED :

REQUESTED BY: RECOMMENDING APPROVAL:

Unit/Section Head Department/Division Head

APPROVED

DISAPPROVED DUE TO

__________________________________

___________________ ___________________

Programme Co-Directors




See separate file – Form-SPB




EUROPEAN UNION - PHILIPPINES

Department of Agriculture

Upland Development Programme in Southern Mindanao

PERSONAL BIO DATA

1. SURNAME FIRST NAME MIDDLE NAME 2. SEX

Male Female

3. CIVIL STATUS

Single Widow/er Married Separated

4. IF MARRIED, WRITE MAIDEN NAME 5. NAME OF SPOUSE

6. TAXPAYER’S IDENTIFICATION NUMBER 7. CITIZENSHIP

8. DATE OF BIRTH 9. PLACE OF BIRTH

10.HEIGHT (meters) 11.WEIGHT (kilos)

12.ADDRESS 13.TELEPHONE NUMBER

14.NAME OF FATHER PLACE OF BIRTH 15.NAME OF MOTHER PLACE OF BIRTH

16.CHILDREN NAME AGE NAME AGE




18.CIVIL SERVICE

ELIGIBILITY/BOARD/BAR

DATE OF

EXAMINATION

RATING PLACE OF EXAM.

(Continue on separate sheet, if necessary)

19.RECORD OF IN-SERVICE TRAINING,STUDY AND SCHOLARSHIP GRANTS(Accredited by the CSC)

TRAINING COURSES PERIOD OFTRAINING NO. OF TRAININGHOURS CONDUCTED BY

20.SERVICE RECORD (include experience outside government service)

INCLUSIVE DATES POSITION AGENCY SALARY STATUS OF

APPOINTMENT

(continue on separate sheet, if necessary)

21.SPECIAL SKILLS




25.Do you have any pending administrative/criminal case? If you have any, give particulars.

7.Have you ever been a candidate in a National or Local Election (Except Brgy. Election) YES NO . If YES, giveparticulars.

28. REFERENCES (Persons not related by consanguinity or affinity to applicant/appointee)

NAME ADDRESS

I declare under the penalties of perjury that the

answers given above are true and correct to the

best of my knowledge and belief.

Community Tax Certifucate No. Issuedat Signature

Issued on

Right Thumbmark

Date Accomplished




See separate file – Form-Cert







DAILY TIME RECORD

A.M. P.M. UNDERTIME

DAY Arrival Depar tur

e

Arrival De pa rtur

e

Hours Minutes

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

1920

21

22







CERTIFICATE OF CLEARANCE

Date of Application:_______________________

Type of Clearance:

Provisional Terminal

TO: THE PROGRAMME DIRECTORS:

This is to apply for clearance from money, property and other accountabilities. It is understoodthat I will be answerable for accountabilities that are established as a result of an audit by proper

authorities, after this clearance is issued.

Name of Applicant: ______________________________ Status of Employment: _______________

Office/Unit/Division: _____________________________ Position: _________________________

Salary: __________________________

PURPOSE:

Vacation / Sick Leave exceeding 30 days Maternity Leave

Effective Date: _____________________ Effective Date: ______________

Termination of Contract Transfer to another Agency

Resignation: __________________________ Terminal Leave for the period :

____________________

Date of separation from the Programme: ______________________

________________________________

Signature of Applicant




CLEARED AS TO:

I. Money Accountabilities (Cash Advances, Loan, Disallowance, Financial Record, etc.)except as stated below:

__________________________________ _____________________________________

CASHIER CHIEF ACCOUNTANT

II. Property, Records and other Non-Cash Accountabil it ies except as stated below:

_________________________________ _____________________________________

SUPPLY OFFICER ADMIN. OFFICER

III. Personnel (Files, Leave of Absence, DTRs, etc.):

Last day of s ervice: ________________________Last day of leave with pay: __________________

_________________________________

PERSONNEL OFFICER

IV. NO PENDING Administrative and/or criminal case filed per records of this Office:

____________________________________

CHIEF, FINANCE AND ADMIN. DIVISION

RECOMMENDING APPROVAL: APPROVED:

___________________________ ____________________________

_____________________________

SUPERVISOR PROGRAMME CO-DIRECTOR PROGRAMME CO-

DIRECTOR

Date of Clearance: ____________________________ Valid until:________________________________




___________________________________________________________

Purpose/s : ___________________________________________________________

___________________________________________________________

Estimated Time of Departure from Office : AM/PM

Estimated Time of Return to Office : AM/PM

Requested by: Approved:

_____________________________ ________________________________

Name and Signature of Employee Programme Co-Directors/Division Chief




This certification is issued as one of the requirements for the first salary payment

Of the above-named employee.

Issued this __________ day of _______________, 20___ in _______________

______________________.

___________________________





DIVISION/ZONE OFFICE NAME (LAST) (FIRST) (MIDDLE)

POSITION

DETAILS OF APPLICATION

A. TYPES OF LEAVE

Vacation Sick

Others (Specify)

B. NUMBER OF WORKINGDAYS APPLIED FOR Inclusive

dates: ______________

C. WHERE LEAVE WILL BE SPENT

W/in the Phil. in Hospital

Abroad Outpatient

D. COMMUTATION

Requested Not Requested

________________________

Signature of applicant

ACTION ON APPLICATION

A. CERTIFICATION OF LEAVE CREDITS

As of

Vacation:Sick : ____________

__________________ ____________

Personnel Officer Date

B. BALANCE as of

Vacation Leave: _________________

Sick Leave : ___________________

B. RECOMMENDATION

Approved W/Pay

W/Out Pay Disapproved due to:

____

______________________ __________

Section/Division Chief Date

__________________________________





REPORT OF LEAVES, ABSENCES AND TARDINESS

For the Payroll Period: _______________

Date:_________________

EMPLOYEE NAME

No. of

Days

No. of

Hours

Correspond-

ing Amount REMARKS




Page 34




C E R T I F I C A T I O N

This is to certify that the services of the persons named herein have been hired by the Programme to the position, rate of pay and

duration of services as indicated below:

NAME ENTRANCE TODUTY

POSITION/OFFICEDESIGNATION

RATE OF PAY CONTRACT FROM CONTRACT TO

This is to certify further that contract of the said personnel are on file at the Personnel Section.

Issued this day of ,20 in .

_________________________ Noted by: ___________________________Personnel Officer FAD Chief




Page 30




SELECTION and PROMOTION BOARD SUMMARY OF SCORES

POSITION : Q. S. : EDUCATION :

EXPERIENCE :

GRADE : TRAINING :

PARTICULARS N A M E O F A P P L I C A N T

AGE

PRESENT ADDRESS (HOME)

PERFORMANCE (35%)

EDUCATIONAL ATTAINMENT (15%)

TRAINING ( 5%)

EXPERIENCE (35%)

POTENTIAL ( 5%)

PHYSICAL CHARACTERISTICS

And PERSONALITY TRAITS ( 5%)

RECOMMENDEE TO VACANT POSITION :

SUBMITTED BY:

Chairperson FAD Chief Employees’ Representative Division /Province where vacancy exits

50 udp personnel manual

Documents