DFA Citizen's Charter - 23 July

TABLE OF CONTENTS

Pages Mission / Vision . . . . . . . . . . . . . . . . 1 Performance Pledge . . . . . . . . . . . . . . . 2 Office of Consular Affairs . . . . . . . . . . . . . . 3

Passport . . . . . . . . . . . . . . . . . 4 - 23 Authentication . . . . . . . . . . . . . . . . 24 - 35 Consular Records . . . . . . . . . . . . . . . 36 - 42 Visa . . . . . . . . . . . . . . . . . . 43 - 48 Office of the Undersecretary for Migrant Workers Affairs . . . . . . . . 49 Walk – in . . . . . . . . . . . . . . . . . 50 - 76

Assistance to Kidnapping and Hostage-taking Victims Claims for Benefits (Employment, Death and Insurance) Employment Related Complaints Financial Support Human Trafficking Illegal Recruitment / Human Smuggling Jail Visitation / Assistance to Detained OFW Provision of Services of Lawyer/Counsel Repatriation (Individual and Mass) Shipment of Personal Belongings Shipment of Remains Whereabouts

Letters / Faxes . . . . . . . . . . . . . . . . 77 - 102 Assistance to Kidnapping and Hostage-taking Victims Claims for Benefits (Employment, Death and Insurance) Employment Related Complaints Financial Support Human-trafficking Illegal Recruitment / Human Smuggling Jail Visitation / Assistance to Detained OFW Provision of Services of Lawyer/Counsel Repatriation (Individual/Mass) Shipment of Personal Belongings Shipment of Remains Whereabouts

Office of the Undersecretary for Special Concerns . . . . . . . . . 103 Overseas Absentee Voting (OAV) . . . . . . . . . . . . . 104 - 115 OAV Registration Process for New OAV Registrants OAV Registration Process for Personal Voting OAV Registration Process for Applicants without Biometrics or with Incomplete Biometrics Data OAV Registration Process for Transfer of Registration Records

OAV Registration Process for Voting by Mail Foreign Service Institute . . . . . . . . . . . . . . 116 Carlos P. Romulo Library . . . . . . . . . . . . . . 117 - 120 Reader’s Services Bids and Awards Committee . . . . . . . . . . . . . 121 Public Bidding in the Procurement of Goods, Infrastructure, and Consulting Services . . . . 122 - 126

1

MISSION To advance the interest of the Philippines and the Filipino people in the world community VISION THE DEPARTMENT OF FOREIGN AFFAIRS is the prime agency of government responsible for the pursuit of the State’s foreign policy and the nerve center for a Foreign Service worthy of the trust and pride of every Filipino. We are an organization of competent, dedicated and highly motivated personnel, who devote their energies to the benefit of the Filipino people. We implement foreign policy with the highest standards of professionalism and commitment. We pursue bilateral, regional and multilateral relations to advance the interest of the Philippines and the Filipinos. We build partnerships with national security and development agencies, think-tanks, and the academe, the private sector, the media and civil society in the interest of the nation and the people. We endeavor to promote regional and global cooperation in order to achieve peace, prosperity and stability. In the global arena, we work for social justice especially for the poor, human rights and fundamental freedoms, and a democratic way of life. We are committed to secure a world free from serious environmental degradation, transnational crime and proliferation of nuclear weapons. Our missions abroad are the partners of Filipinos overseas in the pursuit of the national interest and in the promotion and protection of their rights and well-being; We have a highly responsive system, which ensures effective delivery of services. Our personnel are our greatest asset. We are committed to the personal, professional and career development of each employee. In pursuit of our goals, we strive for and live by the principles of excellence, integrity and patriotism.

2

PERFORMANCE PLEDGE We are an organization of competent, dedicated and highly motivated personnel, who adhere to the highest ethical standards of government service, and who devote our energies for the benefit of the Filipino people. We have a highly responsive system, which ensures effective delivery of services. Our personnel are our greatest asset and are committed to delivering quality service to the Filipino people. In pursuit of these goals, we pledge to:

Deliver prompt, efficient and courteous service utilizing a highly responsive system manned by competent, dedicated and highly motivated personnel, Mondays to Fridays, from 8:00 a.m. to 5:00 p.m.;

Formulate procedures that comply with service standards which ensure effective delivery of service to the Filipino people;

Assist our countrymen anytime and anywhere in the Philippines and around the world;

Continue improvements of existing procedures and explore new ones for the betterment of the service;

Adapt world-class norms and standards from both local and international service regulations;

Respond to clients’ complaints at the soonest possible time through the DFA Action Center and take corrective measures;

Empower the public through 24/7 access to information on our policies, programs, activities and services through our website dfa.gov.ph, our Consular Assistance Center at 556-0000, and our DFA Action Center at 834-3333;

Serve and protect the rights of Filipinos in the Philippines and abroad.

Our Mission is to advance the interest of Filipinos, This we pledge.

3

Office of Consular Affairs

4

Passport Division

5

Office of Consular Affairs Passport Services Consular Information Center 834-4000 / Telefax: 836-7759 Schedule of Availability of Services: Monday – Friday, from 7:00am to 4:00pm Who May Avail of the Service: All Filipino citizens Requirements: FOR FIRST TIME PASSPORT APPLICANT *PERSONAL APPEARANCE IS REQUIRED

Duly accomplished application form Birth Certificate (BC) in Security Paper (SECPA) issued by the National Statistics Office (NSO) or Certified True Copy (CTC) of BC issued by the Local

Civil Registrar (LCR) duly authenticated by NSO. If Marriage Certificate or Birth Certificate is blurred, Certified True Copy from Local Civil Registrar’s Office is required.

Supporting documents to prove identity (refer to the List of Supporting Documents)

In Case of No Birth Record: If born after 1950:

Apply for the delayed registration of birth from the Local Civil Registry Office. Submit authenticated birth certificate from NSO and supporting public document/s with correct date and place of birth (i.e. From 137 with readable dry seal,

Voter’s Registration Record, Baptismal Certificate with readable dry seal or Office on Muslim Affairs Certificate).

6

If born on or before 1950: Certificate of Non-Availability of Birth Record from NSO Joint Birth Affidavit Any supporting public document/s with correct date and place of birth (i.e. From 137 with readable dry seal, Voter’s Registration Record, Baptismal

Certificate with readable dry seal or Office on Muslim Affairs Certificate). Additional Requirements: For married women who wants to adopt the surname of her spouse:

Marriage Contract (MC) in Security Paper issued by NSO or Certified True Copy issued by the Local Civil Registrar, duly authernticated by NSO. For spouse of foreign national:

Marriage Contract (MC) in Security Paper issued by NSO or Certified True Copy issued by the Local Civil Registrar, duly authernticated by NSO. Original and photocopy of Commission of Filipinos Overseas (CFO) Guidance and Counseling Certificate of Attendance. (CFO-Tel.no. 561-8321)

FOR MINOR APPLICANT (below 18 years old)

Personal appearance of the minor Personal appearance of either parent, Marriage Contract and proper IDs of the parent (if minor is of legitimate status). Personal appearance of mother and mother’s proof of identity (if minor is of illegitimate status). Birth Certificate (BC) in Security Paper (SECPA) issued by the National Statistics Office (NSO) or Certified True Copy (CTC) of BC issued by the Local

Civil Registrar (LCR) duly authenticated by NSO. If Marriage Certificate or Birth Certificate is blurred, Certified True Copy from Local Civil Registrar’s Office is required.

Document of identity, if minor is 8-17 years old (for first time applicants only) Original and photocopy of the valid passport of the traveling companion except if the applicant is traveling alone.

Additional Requirements: If minor is NOT traveling with either parent or alone:

Original and photocopy of DSWD Clearance (DSWD-525-2445) Affidavit of Support and Consent (ASC) from a parent indicating the name of the traveling companion and relationship to the minor. If illegitimate, minor

should execute the ASC. If both parents are abroad:

Affidavit of Support and Consent (ASC) from parents indicating the name of the travelling companion and must be authenticated by the nearest Philippine Embassy or Consulate General if not executed before a Consul.

Special Power of Attorney designating the representative by name and authorizing him/her to apply for the passport on behalf of the minor and must be authenticated by the nearest Philippine Embassy or Consulate General if not executed before a Consul. In case the authorized party is not the traveling companion, ASC must indicate the name of the traveling companion.

Passport and photocopy of the passport of the travelling companion of the minor. Original and photocopy of proper ID of the duly authorized representative.

7

If minor is legitimated by subsequent marriage of parents:

Authenticated Birth Certificate from NSO with annotation regarding new status as legitimated and full name of the child. Marriage Contract of the parents from NSO.

If minor is illegitimate but acknowledged by father:

Amended birth certificate from NSO reflecting surname of father with Affidavit of Acknowledgement and Consent to use the surname of father. (If the birth certificate already reflects the last name of the father, NSO BC is sufficient).

If minor is born abroad:

Report of birth from the nearest Philippine Embassy or Consulate General, duly authenticated by NSO.

Foundling: (if no longer a minor, supporting public documents establishing identity) Certificate of Foundling authenticated by NSO DSWD Clerance Passport of the person who found the applicant Letter of Authority or endorsement from DSWD for the issuance of passport

Orphaned minor applicant:

Authenticated birth certificate from NSO Authenticated death certificate of parents from NSO Court order awarding guardianship of the orphaned minor applicant or substitute parental authority under Article 214 and 216 of the Family Code. DSWD Clearance Original and photocopy of the valid passport of the traveling companion

Legally adopted: Certified true copy of the Court Decision / Order on Adoption and Certificate of Finality NSO birth certificate before adoption NSO amended Birth Certificate DSWD clearance for minor applicant, if traveling with the person other than the adopting parents

Minor applicant whose mother is likewise a minor: Personal appearance of the mother and maternal grandparents Affidavit of Support and Consent from maternal grandparents Proof of identity of mother and maternal grandparents Original and photocopy of the passport of the traveling companion DSWD Clearance if traveling with the person other than the maternal grandparents

8

FOR MUSLIM APPLICANTS (same general requirements stated above) Additional requirement for late registered Muslim applicants:

Certificate of Cultural Affiliation from the Office on Muslim Affairs For converts who would like to use their Muslim name:

Submit annotated Birth Certificate (BC) in Security Paper (SECPA) bearing the Muslim name Office on Muslim Affairs Certificate of Conversion

FOR RENEWAL OF PASSPORT APPLICANT *PERSONAL APPEARANCE IS REQUIRED For Brown Passport or issued prior to 01 May 1995

Old Passport and photocopy of passport pages 1,2 and 3 (amendment) Birth Certificate to determine complete middle name

For Green Passport or issued after 01 May 1995

Present passport and photocopy of the first page and last page showing the signature of the Passport Signing Officer Additional Requirements: For married women who wants to use the surname of spouse:

Marriage Contract (MC) in Security Paper (SECPA) issued by NSO or CTC issued by the Local Civil Registrar, duly authenticated by NSO If marriage was held abroad:

Report of Marriage Report from the nearest Philippine Embassy or Consulate General, duly authenticated by NSO.

9

FOR REPLACEMENT OF LOST PASSPORT *PERSONAL APPEARANCE IS REQUIRED For LOST VALID PASSPORT

Submit same documents required for first time passport applicants Affidavit of Loss Police Report

Note: There will be a 15-day clearing period prior to the processing of application for replacement of LOST VALID PASSPORTS For LOST EXPIRED PASSPORT

Submit same documents required for first time passport applicants Affidavit of Loss

LIST OF SUPPORTING DOCUMENTS Marriage Contract PRC / IBP ID Land Title Driver’s License School ID / Company ID Government Service Record Old SSS E-1 form / or Digitized SSS ID School Form 137 or Transcript of Record with readable dry seal Voter’s Registration Record Baptismal Certificate with readable dry seal Seaman’s Book Income Tax Retrun (Old) Other documents that show full name, birth details of applicant, signature and citizenship

*For comments, complaints and assistance, please proceed to the Passport Director’s Office / Officer-In-Charge.

10

PASSPORT FEES: Regular Processing (20 working days) – P 950.00 Expedited Processing (10 working days) - Additional P 250.00

For Replacement of Lost valid Passport Additional P 200.00

Guidelines on Emergency Issuance of Passports

Passport issuance should follow the scheduled release dates. Immediate issuance should not be granted except for Emergency Reasons as may be determined by the responsible Consular Officials. Immediate Issuance is not a right. It is a privilege which is subject to the following guidelines:

1. The following are considered justifiable reasons for the immediate issuance of passports: 2.1 SERIOUS ILLNESS

Applicant has to attend to a member of his/her immediate family who is seriously ill; 2.2 DEATH

Applicant has to attend to the wake or burial of a member of his/her immediate family; 2.3 ASSISTANCE TO NATIONALS (ATN) CASE

ATN cases referred by OUMWA for immediate passport issuance; 2.4 OTHER ANALOGOUS / EMERGENCY CASES As may be determined by the authorized officials.

2. All requests for immediate issuance shall be made in writing and supported by documentary (if applicable) and other evidences. 3. Immediate Issuance of Machine Readable Passports may be granted only by the: 1.1 Secretary of Foreign Affairs 1.2 Assistant Secretary of the Office of Consular Affairs 1.3 Executive Director 1.4 Passport Director 1.5 Assistant Passport Director

1.6 Head, Courtesy Lane

11

1.7 Head, Individual Processing 1.8 Head, Agency Processing 1.9 Head, Pending Unit 1.10 Other Officers or employees of the department who are duly authorized by the Passport Director

4. The applicant must comply with the documentary requirements of the law for the issuance of a passport.

The following may be considered under “ANALOGOUS / EMERGENCY CASES” at the discretion of the Consular Officers:

1. Training / Education / Scholarship 2. Urgent work (OFW) 3. Applicant will be severely prejudiced if a passport is not issued.

Duration:

PROCESS DURATION PROCESS DURATION Individual Processing

Section 22 minutes RCO Releasing 10 minutes

Individual Releasing Section 10 minutes Courtesy Services (CL) 28 minutes Agency Processing Section 38 minutes CL Releasing 10 minutes

Agency Releasing Section 31 minutes Diplomatic and Official Passport Section (DOPS) 51 minutes

Regional Consular Offices (RCOs) 29 minutes DOPS Releasing 10 minutes

* Waiting time is not included in the Duration. Location:

DFA Office of Consular Affairs Building, cor. Bradco and Diosdado Macapagal Avenue, Parañaque City

12

How to Avail of the Service: Issuance of Passport (Individual Passport Processing)

STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON IN-CHARGE FEE FORM

Get an appointment. Thru phone: call 737-1000 Thru internet: log on to www.passport.com.ph

A reference number will be given by the phone operator (thru phone) or after clicking the date and time icon (thru

internet)

n/a

DFA Office of Consular Affairs

Building (cor. Bradco and Diosdado

Macapagal Blvd., Parañaque City)

Go to DFA Office of Consular Affairs building according to

your schedule.

2 mins CAPAC**

Passport Application

Form

Proceed to gate 2 and approach Appointment Desk. Present your

reference number.

Locates and gives the applicant’s pre printed application form

1 Individual Processing

Section (Gate2-Ground floor)

Proceed to Documents Evaluation and Processing

Section. Submit Documents for evaluation and processing.

Checks whether or not the applicant is included in the Look-Out-List and if the applicant has a previous

passport based on the verified master list. 8 mins Processor Assesses and evaluates the legality of the applicant’s

documents and establishes his/her true identity.

Issues receipt for processing fee.*

2 Cashier (2nd Floor)

Proceed to Cashier for payment of passport fee. Accepts payment and issue the official receipt. 2 mins Cashier

950php for Regular

Processing 1200php

for Expedited Processing

Official Receipt

3

Courier Services (Passport Enrolment Center-2nd floor)***

Proceed to Courier Counters and present receipt and

payment Accepts payment and receipt. **** 2 mins

Courier Services

Personnel

120php per

Passport

Enrolment and Encoding Section

(2nd Floor) Proceed to ePassport Encoder

Checks and detaches the application form and submitted documents in preparation for the enrolment

10 mins Encoder n/a Passport

Application Form

Encodes the applicant’s personal information and scans pertinent documents for electronic file.

Captures applicant’s photo and biometrics Prints the Enrolment Certificate and requires the

applicant to thoroughly check the information before signing the print out form.

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4

Individual Releasing Section

(Gate 3-Ground Floor)

Applicant comes back at the scheduled release date. Releasing

Officer n/a n/a

AFTER STEP 3 (ENROLMENT), APPLICANT MAY GO BACK TO DFA FOR RELEASING OF PASSPORT ACCORDING TO THE RELEASE DATE. * Processor will ask the applicant if he/she wants his/her passport processed as regular or expedited. Additional 250 pesos for expedited processing and another additional 200

pesos as a penalty for replacement of Lost Valid Passports. ** Consular Affairs Public Assistance Center *** Optional. May proceed to Enrolment after paying passport fees to the Cashier. **** Passport for delivery will be delivered to applicant’s mailing address. DURATION: 22minutes (time duration in the queue is not included)

Releasing of Individual Passport (E-Passport) STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON

IN-CHARGE FEE FORM

1

Releasing Section

Holding Area (Gate3-

Ground floor)

Proceed to the Individual Releasing Section and place the receipt in the

drop box located at Window 35.

Receives the applicant’s receipt and inform the applicant to wait at the Releasing Section Holding

Area. The receipts are verified and shipping numbers are placed on it.

10 mins Releasing officer

n/a n/a Wait for the name to be called.

Receipts are given to the locators at the 4th floor for the passports to be located.

Once passport is located, applicant is called at the window to receive his/her passport.

Requests the applicant to sign in the signature pad and releases the pad.*

Releasing Section

(Ground floor) Check all the details in the passport** n/a n/a n/a

END OF TRANSACTION * If owner is unable to claim his/her passport, only immediate family member are allowed to receive the passports together with the authorization letter of the bearer. ** For passports with problems, applicant must go to Customer Care Center (Pending Unit) for resolution. DURATION: 10 minutes (time duration in the queue is not included)

14

Issuance of Passport (Agency Processing Section) STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON IN-

CHARGE FEE FORM

1

Agency Processing Section

(Gate 1-Ground floor)

Liaison officers of the travel agency will log on at www.dfa.gov.ph to acquire an appointment

schedule for their applicant.

Send a reply thru e-mail indicating the date and time the applicant must appear for processing of his/her

application. 1-2 days* Appointment

Section

n/a

Agency Passport

Application Form

NOTE: Applicant’s information will be forwarded to the EDP Section for pre-verification 3 mins** EDP

Verification***

2

On the day and time indicated in appointment slip, liaison officers accompany their applicants to proceed to the designated processing window to

present their applications.

Validates the appointment schedule and pre-verification of EDP in the Master List I min

Processor

Evaluate documents to establish applicant’s identity.

If documents are complete and in order, passport slip/receipt will be issued.

Rejected or unprocessed applications will be

returned to the applicant who will be given one (1) week to come back for re-submission of their

applications.

Cases of questionable citizenship and other inconsistencies will be referred to the Passport

Director’s Office for evaluation/resolution.

15 mins

3 Cashier (2nd floor) Pay the corresponding fee Receives the payment and validate the receipt. 2 mins Cashier

950php Regular

Processing 1,200php Expedited Processing

4 Enrolment Section (2nd floor)

Applicant will proceed to the Enrolment Center for the photo taking and capturing of biometric data (that includes signature and thumb prints). Read the entries to double check and sign the

Computer Generated Form. Log in the production sheet.

Accept the application form, supporting documents and passport slip/receipt.

20 mins Encoder

n/a

Computer Generated

Form

Encodes the data, scan the application form and other important documents.

Take a photo of the applicant, capture thumb prints and signature of the applicant.

Prints the Computer Generated Form and attach copy of the passport slip to it.

5 Agency Processing

Section (Releasing Area , Gate 1-Ground Floor)

The liaison officer comes back at the scheduled release date. Releasing

Officer

15

DURATION: 38 minutes *Depends upon the volume of e-mails received per day. **3 minutes per applicant. *** Electronic Data Processing

Releasing of Passport (Agency Processing Section) STEP *LOCATION CLIENT SERVICE PROVIDER DURATION PERSON IN-

CHARGE FEE FORM

1

Agency Releasing

Section (Gate 1-Agency

Processing Section)

Liaison Officers proceed to the releasing windows to submit the

receipts of passports due for release for the day.

Gathers all passport slips/receipts.

5 mins

Releasing Officer

n/a n/a

Indicates the shipment number for each passport slips/receipt from the computer.

Liaison Offices sign on the electronic signature pad on behalf of the

applicant.

Forward all the receipts with the shipment number to the sorting section and collect /receive all passport/s

that are available for release. 20 mins

Check the data of the passport in the computer. Ask the liaison officer to sign in the signature pad. 5 mins1

Affix, “Released” or “Received” stamp on the slip/receipt and application form. 1 min

Hand the passport/s to the liaison officer. Write or log in the master list the

particulars of the applicants for all passport/s received for the day.

n/a n/a

END OF TRANSACTION

1 Five (5) minutes per passport.

16

Issuance of Passport (Regional Consular Offices) STEP LOCATION1 CLIENT SERVICE PROVIDER DURATION2 PERSON

IN-CHARGE FEE FORM

1

Obtain application form

Provides application form to the applicant and explain briefly how to

fill-out the form properly 5 mins OIC

n/a

Pas

spor

t App

licat

ion

Form

Fill-out application form completely.

2

Proceed to Step 1-Records Verification Area and submit documents for verification.

Verifies the applicant if he/she is included in the look out list and if

he/she has a passport 2 mins Verifier n/a

3

Proceed to Step2-Documents Evaluation and Processing Area.

Submit documents for evaluation and processing.

Evaluates the applicant’s documents 10 mins Processor n/a

Issues receipt

4 Proceed to Step3-Cashier Pay the passport fee Accepts payment 2 mins Cashier 950php3 Official

Receipt

5 Proceed to Step4-Passport Enrolment Affix signature and thumb mark

Encodes the applicant’s personal information in the computer

10 mins Encoder n/a Enrolment Certificate

Print the Enrolment Certificate

Assist the applicant on the proper way of affixing his/her signature and

thumb mark

6 Go back to the DFA Regional Consular Office for the

releasing of passport according to the release date as stated by the Regional Consular Office.

Releasing Officer Passport

DURATION: 29minutes (time duration in the queue is not included) *Schedule of releasing of passports varies from the different Regional Consular Offices.

Releasing of Passport (Regional Consular Office) 1 Location of every step may vary depending on the building schematics of the Regional Consular Offices. 2 Duration may vary depending on the applicants’ concerns 3 Additional 250 pesos for expedited processing and another additional 200 pesos as a penalty for replacement of lost valid passports

17

STEP *LOCATION CLIENT SERVICE PROVIDER DURATION PERSON IN-CHARGE FEE FORM

1 Releasing Section

Proceed to the window and present receipt.

Receives the applicants receipt and inform the applicant to wait at the releasing section holding

area.

10 mins Releasing officer n/a n/a

Wait for the name to be called.

Locates the passport Requests the applicant sign in the RECEIVED

NEW PASSPORT section in the application form/in the signature pad.

Releases the passport Check all the details in the passport n/a n/a n/a

END OF TRANSACTION * Location may vary depending on the building schematics of the Regional Consular Offices.

18

Issuance of Passport -Courtesy Lane Section

STEP LOCATION CLIENT SERVICE PROVIDER DURATION*** PERSON IN-CHARGE FEE FORM

1*

Courtesy Services

Processing Area, Window 1 (Gate

3-2nd floor)

Fill in all the necessary details in the application form. Submit accomplished

application form and the requirements to Courtesy Services Window 1.

Provides application forms and information on who are entitled for Courtesy Service privilege: a. Government employees and their dependents (limited only to husband/wife, unmarried children and parents) and, b. Applicants endorsed by DFA employees.

5 mins Appointment Clerk

n/a

Application Form

1.a

A. Walk-in Applicants (Government employees and dependents) – Application forms are accepted from 8am to 12 noon

only. Submit the application form to Window 1 for Records Verification.

Verifies if the applicant’s name is included in the Look-Out-List and verifies the same in the Department’s double passport verification.

2 mins Verifier

1.b

B. Appointment (Applicants with endorsements) – Submit the application

forms, original documents and photocopies of IDs to Window 1 for

verification.

Provides the appointment slip for the applicant. 1 min Appointment Clerk

Appointment Slip

Verifies if the applicant’s name is included in the Look-Out-List and verifies the same in the Department’s double passport verification.

2 mins Verifier

Application Form

2

Courtesy Services

Processing Area, Window 2-6

(Gate 3-2nd floor)

A. Proceed to Courtesy Services processing area and wait for the name to

be called. Evaluates the applicant’s documents for passport application.

Issues receipts for processing fee. 10 mins Processor B. Proceed to Courtesy Services

processing area on the scheduled date and time.

Proceed to the Cashier located at the 2nd floor

Accepts payment and validates the official receipt. ** 2 mins Cashier Php 1200

Official Receipt

Courier Services (Passport Enrolment Center-2nd floor)****

Proceed to Courier Counters and present receipt and payment Accepts payment and receipt. ***** 2 mins

Courier Services

Personnel

Php120per Passport

Enrolment Section

(2nd floor)

After paying, submit the application forms with attached requirements and the

duplicate of the receipt to the Courtesy Services encoder (Computers 45 to 50

located at the 2nd floor).

Accepts the application forms with attached requirement and the duplicate of the receipt.

Encodes the applicant’s personal information in the computer and prints the Enrolment

Certificate.

5 mins Encoder n/a Enrolment

Certificate

Check the accuracy of the personal information in the Enrolment Certificate.

Assists the applicant in affixing his/her signature. Instructs the applicant to come back 1 min

19

on the release date of his/her passport as stated in the official receipt.

3

Courtesy Services

Releasing Area (2nd\floor)

Go back to Courtesy Services Releasing Area on the release date stated in the slip

to claim the passport.

Collects the passports from the Passport Segregation Area. n/a

Courtesy Services

Releasing Officer

n/a Passport

AFTER THE LAST STEP OF PROCESSING, APPLICANTS WILL GO BACK TO COURTESY SERVICE SECTION AFTER TEN (10) WORKING DAYS TO CLAIM THEIR PASSPORTS. DURATION: 28 minutes (time duration in the queue is not included) * Pre-processing procedures ** Additional 250php is automatically added for expedited processing fee and another additional 200php as a penalty for replacement of Lost Valid Passport (7 working days) *** Results may vary depending on the applicant’s concerns **** Optional. May proceed to Enrolment after paying passport fees to the Cashier. ***** Passport for delivery will be delivered to applicant’s mailing address.

Releasing of Passport (Courtesy Services) STEP *LOCATION CLIENT SERVICE PROVIDER DURATION PERSON

IN-CHARGE FEE FORM

1

Courtesy Services

Releasing Section

Window 7 & 8

Proceed to Window 7 or 8 and present receipt.

Receives the applicant’ receipt and instructs the applicant to wait at the Releasing Section Holding

Area. 10 mins Releasing

officer n/a n/a Wait for the name to be called.

Locates the passport Requests the applicant sign in the RECEIVED

NEW PASSPORT section in the application form. Releases the passport

Check all the details in the passport n/a n/a n/a END OF TRANSACTION

20

Issuance of Passport-Diplomatic and Official Passport Section

STEP

LOCATION

CLIENT

SERVICE PROVIDER

DURATION

PERSON IN-CHARGE

FEE

FORM

1*

DOPS

Processing Area

(3rd floor)

Proceed to DOPS Processing Area.

Fill-out all the necessary details in the application form.

Provides the appropriate application form.

(Issuance or Revalidation)

3 mins

Processor

n/a

Not

e V

erba

le/F

orum

1.a

Submit filled-out application form and documentary requirements.

Checks if the applicant is entitled to

Diplomatic/Official Passport (as provided by R.A. 8239 Sec. 7).

2 mins

1.b

• If entitled, check if the requirements are

complete. • If not entitled, seek approval from the

Assistant Secretary, OCA (for Official Passport) or the Secretary of Foreign

Affairs (for Diplomatic Passport).

5 mins

2

Checks Look-Out-List and double passport from

computer database.

2 mins

Verifier

3

Cashier

(2nd floor)

If the applicant/Liaison Officer applied

for issuance of Diplomatic/Official Passport, proceed to the cashier and

pay the appropriate fees.

If the applicant/Liaison Officer applied for issuance

of Diplomatic/Official Passport, issues official receipt for processing fee.**

1 min

Processor

P165.00 – for regular processing P415.00 –

for expedite

processing

Official Receipt

4

DOPS

Processing Area

(3rd floor)

Return to DOPS Processing Area.

Verifies if the applicant is a bona fide employee and if the documentary requirements are authentic with

the office/agency concerned.

5 mins

Clerk

n/a

Issu

ance

/Rev

alid

atio

n Fo

rm

5

DOPS (3rd

Logs approved application forms in the Registry Book. Issue/Revalidate Diplomatic/Official Passport.

5 mins

21

floor)

6

DOPS

(3rd floor)

Encodes applicant’s personal details into the computer, scan picture, machine laminate the

passport and script the applicant’s designation.

10 mins

Encoder

n/a

Issu

ance

/Rev

alid

atio

n Fo

rm

7

Issues Note Verbale/Letter requesting Visa to Foreign Embassies/Consulates, if needed.

5 mins

Clerk

8

Reviews/Edits/Notes passports and Note Verbale.

3 mins

Head, DOPS

9

Delivers passport to the authorized signatory.

10 mins

Assistant Secretary,

OCA; Executive

Director, OCA; Passport/Visa

Director; Principal Assistant

10

Picks-up passport on the release date specified in the slip Releases the passport to the applicant/LO

DURATION: 51 minutes (time duration in the queue is not included) * Pre-processing procedure ** For issuance, processor will ask the applicant/authorized Liaison Officer if Diplomatic/Official applied for will be processed as regular of expedite. Application filed after 12:00

noon will be processed as regular.

22

Releasing of Passport (Diplomatic and Official Passport) STEP *LOCATION CLIENT SERVICE PROVIDER DURATION PERSON

IN-CHARGE FEE FORM

1

Releasing Section

(Diplomatic and Official Passport

Section)Gate3-3rd floor

Proceed to the window and present receipt.

Receives the applicants receipt and inform the applicant to wait at the releasing section holding

area. 10mins Releasing

officer n/a n/a Wait for the name to be called.

Locates the passport Revalidates passport

Releases the passport with Note Verbale/Letter (if applicable)

Check all the details in the passport n/a n/a n/a END OF TRANSACTION

23

Customer Care Center (Pending Unit)

Consular Information Center 834-4000 / Telefax: 836-7759 Schedule of Availability of Services: Monday – Friday, from 7:00am to 4:00pm Who May Avail of the Service:

Public who applied for passport with discrepancies, in photo, Middle Name, Last Name, Date of Birth, Place of Birth, Double Passport, Barcode (CGF), Signature (CGF) and Thumb mark (CGF) of applicant and technical problems regarding passport production.

Requirements: Requirements may differ depending on the case of the passport application.

How to avail of service: STEP *LOCATION CLIENT SERVICE PROVIDER DURATION1

PERSON IN-

CHARGE FEE FORM

1

Passport Division Customer Care Center

Pending Unit (Gate 3-Ground Floor)

Calls or sends SMS to the applicant to inform of their passport application’s status.

Pending Unit

Personnel n/a

Passport Application

Form

Proceed to Customer Care Center-Pending Unit once informed by DFA

personnel.

Resolves the existing problem/s of the passport application Computer

Generated Form (CGF)

If needed, issues receipt for the necessary fee. Asks the applicants to proceed to ECE for an applicant that needs to be recaptured. Once resolved, informs the

applicant of the passport release date.

2 Payment Section (2nd floor)

Proceed to cashier for payment of processing fee. Receives payment and issues official receipt Cashier 950php

Machine Validated Receipt

3 Enrolment Center for ePassport (2nd floor)

Proceed to Computer No. 66 for data recording and capturing.

Receives, modifies and transmits resolved pending application/s. Encoder

Passport Application Enrolment Certificate

END OF TRANSACTION APPLICANT WILL GO BACK TO CUSTOMER CARE CENTER-PENDING UNIT FOR THE RELEASING OF PASSPORT AFTER TEN (10) WORKING DAYS. 1 Duration is not applicable. Results may vary depending on the applicant’s concern/s.

24

Authentication Division

25

Office of Consular Affairs – Authentication Division Processing for Individually Filed/Export/Agency Documents Consular Information Center: 834-4000 Schedule of Availability: Monday-Friday, from 7:00am-4:00pm – receiving of document; releasing of documents 2:00pm-4:00om – releasing of expedite (overtime process) documents Who May Avail of the Service: Those who need their documents to be authenticated by the DFA. Requirements:

REQUIREMENTS FOR AUTHENTICATION OF DOCUMENTS: 1. Birth/ Marriage/ Death Certificate or Certificate of No Marriage Record. - Certificates must be in security paper issued by NSO or must have been certified/authenticated by NSO. - Local Civil Registrar copy (Birth Certificate, Marriage Certificate or Marriage Contract, Death Certificate) is required if document is not readable - Certificate of No Marriage Record is only valid for six (6) months upon date of issue from NSO 2. Transcript of Records and Diploma (Collegiate Level) - Certification (CAV) from the Commission on Higher Education (CHED). - Certified True Copies from the school. 3. Transcript of Records and Diploma (For State Colleges and University) - Certification (CAV) from the School signed by the University Registrar. - Certified true copies from the school. 4. Transcript of Records and Diploma (Vocational/ Intermediate/ Elementary Level) - Certification (CAV) from the Department of Education (DepEd) or the Technical Education and Skills Development Authority (TESDA). - Certified True Copies from the school. 5. Medical / AIDS Free Certificate - Authenticated by the Department of Health (DOH) (Applicable only for use to the following countries that requested the said authentication: Spain, Palau, Libya, Oman,

Cuba, Portugal, Greece and Angola. If not included, submit the same requirements stated in #9. 6. Civil Aviation Authority of the Philippines issued licenses (Formerly Air Transportation Office, ATO) - Authenticated by CAAP. 7. Driver’s Licenses* - Applicant must first secure certification from Land Transportation Office (LTO Main Branch). 8. Professional Licenses/ Board Certificates/ Board Ratings/ Certifications - Certified True Copies must be authenticated by Professional Regulations Commission.

26

9. Certificate of Employment/ Trainings/ Seminars and Baptismal Certificate - Applicant must first secure an Affidavit, stating necessary factual circumstances and attaching certificates. - Affidavit must be notarized - Applicant must secure Certificate of Authority for a Notarial Act signed by the Executive Judge or Vice Executive Judge from the Regional Trial Court which issued the

commission of the Notary Public. 10. Other Notarized Documents - After Document is notarized, applicant must secure Certificate of Authority for a Notarial Act signed by the Executive Judge or Vice Executive Judge from the Regional

Trial Court which issued the commission of the Notary Public. 11. Court Decisions/ Resolutions/ Orders - Applicant must present certified true copies of the decision, resolution, or order. - Applicant must secure copy of specimen signature of the court personnel who signed the certified copies from the Office of Court Administrator (Supreme Court). 12. Immigration Records - Certified/ Authenticated by the Bureau of Immigration. 13. DSWD Clearance - Travel Clearances for minors directly issued by DSWD. - Adoption decrees must be certified/authenticated by the Regional Trial Court that issued the Decision. 14. NBI Clearances - NBI Clearances for travel abroad must be issued by the National Bureau of Investigation (Green). 15. Police Clearances - Police Clearance signed by the Chief of Police issued by the Philippine National Police in various police stations nationwide, usually by the police precinct which has

jurisdiction over the applicant’s place or residence. 16. Barangay Clearances - Clearances issued by the barangay which has jurisdiction over the applicant’s place or residence and must have been authenticated by the Office of the Mayor which has

jurisdiction over the barangay. 17. Export Documents - Must be authenticated by the Philippine Chamber of Commerce (PCCI), the Department of Health (DOH) or by the Bureau of Food and Drugs (BFAD). 18. Phytosanitary Certificates - Original of the certificate issued by the Bureau of Plant Industry or a certified true copy thereof. 19. Foreign documents A Philippine Embassy or Consulate General in the country from where the document originated or by the said country’s Embassy or Consulate General based in the

Philippines must have authenticated these documents.

Duration: 30 minutes Location: DFA Main Building, 2330 Roxas Blvd., Pasay City

27

How to Apply: STEP LOCATION CLIENT SERVICE PROVIDER DURATION

** PERSON IN-CHARGE FEE FORM

1

Processing waiting area

(Authentication Division, Ground floor-DFA Main

Bldg.)

Proceed to Information Counter

Provides the application form for initial screening of

documents and explain how to fill-out the forms properly

15 mins Information Officer n/a

Application form for Authentication

Fill-out an application form n/a 5 min n/a n/a

2

Processing Window


Bldg.)

Present a valid ID upon submission of the documents

Checks application form if properly filed out; Checks IDs and

Authorization letter; Evaluates the completeness

of requirements and authenticity of the

documents submitted; Verifies documents if there’s

a reasonable doubt; Issues receipt if documents

are found in order

5 mins Processor/Evaluation Officer n/a

3 Cashier (Gate 3-

Ground floor-DFA Main Bldg.)

Pay appropriate Authentication Fee Accepts payment 4 mins Cashier

Php100/document (regular process)

Php200/document expedite processing)

n/a

4

Processing Window


Bldg.)

Return the duplicate copy of the receipt to the Processing

Windows

Accepts and attaches machine validated receipts

to the application form 1 min Processor/Evaluation

Officer n/a n/a

TOTAL PROCESSING TIME: 30 minutes **Result may vary depending on the applicant’s concerns and document/s

28

Office of Consular Affairs – Authentication Division Releasing for Individually-Filed/Export/Agency Documents Consular Information Center: 834-4000 Schedule of Availability: Monday-Friday, from 7:00am-4:00pm – releasing of authenticated documents 2:00pm-4:00pm – releasing of expedite process documents Who May Avail of the Service: Those who need their documents to be authenticated by the DFA. Requirements:

• Authentication Slip/Receipt • Valid ID for proper identification of the applicant • Letter of Authorization with valid ID for representatives


29

How to Apply: STEP LOCATION CLIENT SERVICE PROVIDER DURATION** PERSON IN-CHARGE FEE FORM

1 Releasing Window

Claim the Authentication document on the release date* by presenting the machine validated

receipt

Receives applicant’s receipt 10 mins

Releasing Officer n/a n/a

Locates authenticated document

Calls applicant, Checks the ID and/or Authorization

letter 20 mins Release the authenticated document to the applicant

TOTAL RELEASING TIME:30 minutes * 4 WORKING DAYS FOR Individually-filed and agency documents; 3 working days for export documents ** Results may vary depending on the applicant’s concerns and document/s Note: Expedite processing: one (1) working day

30

Office of Consular Affairs – Authentication Division Pending and Correction Section Consular Information Center: 834-4000 Schedule of Availability: Monday-Friday, from 7:00am-4:00pm-releasing of authenticated documents Who May Avail of the Service: Those who need their documents to be authenticated by the DFA. Requirements:

• Authentication Slip/Receipt, Authentication Claim Stub • Authentication document with pending case/ for correction • Valid ID for proper identification of the applicant • Letter of Authorization with valid ID for representatives


31

How to Apply: STEP LOCATION CLIENT SERVICE PROVIDER DURATION** PERSON IN-CHARGE FEE FORM

1 Pending and Correction

Section

Submit the Authenticated document with pending case.

Present proper identification/authorization.

Interviews applicant and reviews the pending document for further

verification

5 mins Assigned Supervisor/ Signing Officer

n/a n/a Waits for the release of the

Pending/Corrected Authenticated document at the waiting area.

Encodes Documents

20 mins

Assembly Line Sorts Documents, attaches red ribbon, gold seal and

affixing dry seal

2 Proceed to Releasing Window and present machine validated

receipt/ Authentication slip.

Calls applicants, Stamps “Received” and date on the

Receipt, and releases Authenticated Document

1 mins

Releasing Officer

n/a

n/a

TOTAL RELEASING TIME: 26 minutes

** Results may vary depending on the applicant’s concerns and document/s

32

Office of Consular Affairs – Authentication Division Releasing for PRC, LTO, CAAP, DOH, NBI documents Consular Information Center: 834-4000 Schedule of Availability: Monday-Friday 7:00am-4:00pm-releasing of authenticated documents Who May Avail of the Service: Those who need their documents to be authenticated by the DFA. Requirements:

• Authentication Claim Stub issued from partner Government Agency • Valid ID for proper identification of the applicant • Letter of Authorization with valid ID for representatives


33

How to Avail:

STEP LOCATION CLIENT SERVICE PROVIDER DURATION** PERSON IN-CHARGE FEE FORM

1 Releasing Window

(Authentication Division, Gate 3-Ground floor)

Submit claim stub to Releasing Officer

Accepts claim stub 10 mins

Releasing Officer n/a

n/a

Locates documents

2 Present proper

identification/authorization to Releasing Officer

Calls applicant, Checks the ID and/or Authorization

letter 15 mins Issues receipt to the

applicant for payment

3 Cashier (Gate 3-Ground floor) Pay appropriate fee to the Cashier Accepts payment 4 mins Cashier Php100/document

4

Releasing Window


Present machine validated receipt and submits its duplicate copy to

Releasing Window

Receives applicant’s receipt; Indicates O.R. no. and

stamps the date into the authentication certificate; Releases authenticated document to applicant

1 min Releasing Officer n/a


* Eight (8) Partner Issuing Agencies: Commission on Higher Education (CHED), Department of Education (DepEd), Technical Education Skills Development Authority (TESDA), Professional Regulations Commission (PRC), Land Transportation Office (LTO), Civil Aviation Authority of the Philippines (CAAP, formerly ATO), Department of Health (DOH) and National Bureau of Investigation (NBI). ** Results may vary depending on the applicant’s concerns and document/s

34

Office of Consular Affairs – Authentication Division Releasing for CHED, DepEd, and TESDA documents Consular Information Center: 834-4000 Schedule of Availability: Monday-Friday 7:00am-4:00pm-releasing of authenticated documents Who May Avail of the Service: Those who need their documents to be authenticated by the DFA. Requirements:

• Authentication Claim Stub issued from partner Government Agency • Valid ID for proper identification of the applicant • Letter of Authorization with valid ID for representatives


35

How to Avail:

STEP LOCATION CLIENT SERVICE PROVIDER DURATION ** PERSON IN-CHARGE FEE FORM

1 CHED Releasing Area


Submit claim stub to Releasing Officer

Accepts claim stub 10 mins

Releasing Officer n/a

n/a

Locates documents

2 Present proper

identification/authorization to Releasing Officer

Calls applicant Checks the ID and Authorization letter 2 mins

Issues receipt to the applicant for payment

3 Cashier (Gate 3-Ground floor) Pay appropriate fee to the Cashier Accepts payment 4 mins Cashier Php100/document

4 CHED Releasing Area


Return to Releasing Officer and submit duplicate copy of receipt

Receives and attaches applicant’s receipt

30 mins

Releasing Officer

n/a

Encodes document Assembly Line Sorts documents, attaches

red ribbon, gold seal and dry seal

Assembly Line

Evaluates documents; Signs authentication

certificates 3 mins

Assigned Supervisor/ Signing

Officer

5 Proceed to Releasing Table and present machine validated receipt

Calls applicants, Stamps “Received” and date on the

receipt, and Releases Authenticated document

1 min Releasing Officer


**Results may vary depending on the applicant’s concerns and document/s

36

Consular Records

Division

37

Office of Consular Affairs – Consular Records Division Issuance of Certification on Passport Authenticity Consular Information Center: 834-4000 Schedule of Availability: Monday-Friday, from 7:00am to 4:00pm Who May Avail of the Service: Philippine Green Passport holders (valid) Requirements:

• Valid Original Passport • Two(2) photos (2x2 or passport size) taken within the last six (6) months prior to submission of documents. • Photocopy of the first page and the last page of the passport

Duration: 3 working days

38

How to Avail the Service: STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON IN-

CHARGE FEE FORM

1

CRD Window (Gate 3-Ground Floor)

Proceed to CRD Window and get application form

Provide application form and explain how to fill-out the form properly

7 mins Processor(CRD Personnel) n/a

Application for Passport Certification

NOTE: Issued only for Machine Readable Ready Passport (MRRP)

Fill-out application form and give it to the processor Receive application form for passport certification

Issue a receipt to the applicant

2 Cashier (2nd Floor)

Pay the processing fee to the cashier. After payment, go back to

CRD Window Receive the applicant’s payment and validate the receipt 5 mins Cashier 100php per

certification

3


Personal appearance is required*

It will be endorsed to the verification and retrieval section for the passport record 1day

CRD Personnel n/a n/a

Present original valid passport and photocopy of first and last page of

the passport Submit two (2) passport sized

photos, taken not more than six (6) months.

4 Applicant returns on the day of release. His/her authorized

representative may also pick up the document/s.

Passport certifications are systematically encoded in the Database and printed without the need for manual log

book entry of the control numbers 1day

5 It will be signed by the Acting Director or his/her duly

authorized representative and affixed with the applicant’s passport sized photo and dry seal of the Department.

1day

6 Proceed to CRD Window to get his/her Passport Certification

Releases the Passport Certification to the applicant or authorized representative 5 mins CRD Personnel n/a n/a

APPLICANT MAY GO BACK TO DFA FOR RELEASING OF PASSPORT CERTIFICATION ACCORDING TO THE RELEASE DATE AS STATED BY THE CRD PERSONNEL *Personal appearance is required except when the applicant is:

Eight (8) years old and below, must be applied by either parents. Sixty (60) years old and above and applied only by an immediate family member and must present an authorization letter. Mentally or physically incapacitated and applied only by an immediate family member and must present an authorization letter. Personal appearance may be at the time of application, and/or upon release of document

39

Office of Consular Affairs – Consular Records Division Processing of Passport Records Requests and Receiving of Affidavits Consular Information Center: 834-4000 Schedule of Availability: Monday-Friday, from 7:00am to 4:00pm Who May Avail of the Service: *Those who have problems with their passports such as, mutilated, discrepancies and double passport. * Any one who lost their passport and want to have a valid passport. Requirements: * Affidavit of Loss * Police Report Duration: 15 days for LOST VALID PASSPORTS 6 working days for SPOILED, MUTILATED PASSPORTS and passports with DISCREPANCIES.

40

How to Avail the Service: STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON IN-

CHARGE FEE FORM

1

Fill-out request form attached to the referral slip given by the processor from Individual/Agency Passport

Processing, Courtesy Lane and/or Director’s Office

Processor(CRD Personnel)

200php penalty for lost valid

passports**

n/a


Proceed to CRD Window Receives request form and attachments from the applicant*

5 mins

2

Applicant should return on the day of the release. His/her authorized representative may pick up the

documents (through a travel agency).

Advises applicant to go back for the releasing of Affidavits n/a n/a

Records are then forwarded to the requesting office CRD Personnel

3 Present claim slip/or duplicate copy of Affidavit Releases the document/s 5 mins CRD Personnel n/a n/a

RELEASING FOR PASSPORT RECORD REQUEST FOR AFFIDAVIT OF LOSS IS AFTER 15DAYS. FOR PASSPORT RECORD REQUEST FOR SPOILED, MUTILATED PASSPORTS AND PASSPORTS WITH DISCREPANCIES WILL BE RELEASED AFTER 6 WORKING DAYS. *For replacement of lost valid passport, applicant will be given a receipt issued by the CRD processor. He/she (applicant) must go to the cashier to pay for the penalty, and then he/she must go back to window 79. **Payment will be included in the passport processing fee as a penalty for LOST VALID PASSPORTS on the day of processing.

41

Office of Consular Affairs – Consular Records Division Assistance to Nationals (ATN) Registration Process for Delayed Registration of Birth, Marriage and Death) Consular Information Center: 834-4000 Schedule of Availability: Monday-Friday, from 8:00am-4:00pm Who May Avail of the Service: Filipinos who have come back to the Philippines and failed to register at the Foreign Service Posts (FSP). Duration: 12 Minutes

42

How to Avail the Service: STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON IN

CHARGE FEE FORM

1 CRD Window


Person applying for the Delayed Registration of Birth, Marriage and Death can proceed to the Consular

Records Division (CDR) located at the basement for interview.

Verifies if the vital event was reported to the nearest concerned Post. 1 min

CRD Personnel

n/a

n/a

If reported, a record locator shall be given to the applicant in requesting a record for

NSO. 3 mins

If not reported, a list of requirements will be given to the applicant for him/her to comply for the application of delayed registration.

2 mins

- FA Form No. 40 (Birth) - Form Prescribed by FSC 75-94 (Marriage) -FA Form No. 39 (Death)

2 Cashier After completing the necessary

requirements, a consular fee shall be paid for the registration

Receives applicant’s payment 2 mins Cashier US $ 25.00

(Peso equivalent) n/a

3 CRD Window


Get the dispatch number Gives the dispatch number 2 mins

4

Present the dispatch number to National Statistics Office (NSO) to

acquire NSO copy of BIRTH, MARRIAGE and/or DEATH Certificate

END OF TRANSACTION IF REPORTS HAD ALREADY BEEN MADE BUT YIELDED NEGATIVE RESULT FROM THE NSO, THE APPLICANT WILL HAVE TO FILE FOR RECONSTRUCTION OF RECORD. THIS IS COMMON FOR REPORTS MADE DURING THE YEARS 1994 AND BELOW.

43

Visa Section

44

OFFICE OF CONSULAR AFFAIRS - VISA Division Assistance to Organizations/Companies/Private individuals inquiring how foreigners can obtain a Philippine temporary visitor’s visa (9(a)) i.e. tourist, business Consular Information Center 834-4000 Schedule of Availability of the Service:

Monday – Friday from 8:00am-5:00pm

Who may avail of the Service: Anyone who has any inquiry on how a foreigner can obtain a Philippine Visa.

Requirements: n/a

Duration:

n/a HOW TO AVAIL OF THE SERVICE:

STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON-IN-CHARGE FEE FORM

1 Processing Counter

located at 2nd flr. Visa Division, OCA

Submit Note(s) Verbale together with its enclosures

from foreign embassies, international organizations

based in the Philippines

Receive the documents and evaluate the application

10 mins/doc Visa Assistant Gratis n/a Advise the Liaison Officer to return on the date of release with the receiving copy of the

Note Verbale which was submitted to OCA-Visa

* Normal processing period is five (5) working days

45

OFFICE OF CONSULAR AFFAIRS - VISA Division Releasing of Visas for Foreign Government Officials based in the Philippines Consular Information Center 834-4000 Schedule of Availability of the Service:

Monday – Friday from 3:00 P.M. – 5:00 P.M. - Releasing of Visa

Who may avail of the Service: All foreign government officials (i.e., Embassies, Consulates, Accredited International Organizations and Other United Nations Specialized

Agencies/Instrumentalities) based in the Philippines

Requirements: 1. Receiving copy of the Note Verbale submitted to OCA-Visa

Duration: At least 7-10 minutes/application HOW TO AVAIL OF THE SERVICE:


1 Processing Counter

located at 3rd flr. Visa Division, OCA

Inquires on how foreigners can obtain a Philippine temporary

visitor’s visa

Answers client’s queries 5 mins Visa Assistant n/a n/a

IMPORTANT NOTICE: The Visa Division is not mandated to facilitate the application and/or release any type of visa of private individuals with any foreign embassy.

46

OFFICE OF CONSULAR AFFAIRS - VISA Division Processing of APEC Business Travel Card (ABTC) for Filipino Businessmen Consular Information Center 834-4000 Schedule of Availability of the Service:

Monday – Friday from 8:00 a.m. – 5:00 p.m.

Who may avail of the Service: All bona fide Filipino businessmen who want to avail of ABTC privileges within the 18 APEC member economies

Requirements:

1. Accomplished ABTC Application form 2. Copy of passport(s) including pages with visa stamps/stickers and departure/arrival stamps proving that applicant is a frequent traveler within

the APEC region 3. Bureau of Immigration and National Bureau of Investigation Certificates/Clearances 4. Certificate of Membership (MBC/PCCI/PHILEXPORT) 5. Resume/Curriculum Vitae (to include a statement of the basis/justification of the request for an ABTC) 6. Employment or Company Certificate (to include current position, duties and responsibilities within the company) 7. Company Profile (to specifically include): (a) total capitalization (b) organizational chart (c) name(s), address(es) and telephone(s)/fax(es) and e-mail(s) of business partner(s) in the APEC region (d) past and current business activity in the APEC region (e) annual volume (in peso or dollar) of past and current transactions with business partners in APEC

8. Other pertinent information to justify issuance of an ABTC:

47

Notes:

1. Travel frequency within the APEC region at the time of application is taken to mean that the applicant regularly travels, at least three (3) times a year, within the territory of ABTC participating economies, for business and not purely for tourism purposes.

2. ABTC-Philippines may limit the number of ABTC issuance for officials representing one company, depending on the company size, capitalization or type (e.g. family-owned).

3. ABTC-Philippines reserves the right to require additional documents necessary to establish applicant’s eligibility.

Duration: The length of time for the release of ABTC card depends on the approval of other member economies HOW TO AVAIL OF THE SERVICE:

STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON-IN-

CHARGE FEE FORM

1

Processing Counter located at

2nd flr. Visa Division, OCA

Submit approved application(s) together with its documentary

requirements of Filipino businessmen duly

endorsed by MBC/PCCI/PHIL-

EXPORT

Receive the documents and evaluate the same

Advise the Liaison

Officer to call OCA-Visa from time to time for the availability of the ABTC

card

50 mins/ application ABTC Assistant

Charged by MBC/PCCI

Or PHILEXPORT

ABTC application

can be downloaded at the DFA

website

Notes:

∗ Issued only to bona fide Filipino business persons, the ABTC works like a visa with a validity of three (3) years or upon the expiry date of the holder’s passport. It provides each holder facilitated entry and exits through special APEC/ABTC lanes at major airports of participating economies. An ABTC holder, however, is still required to carry his or her valid passport.

∗ The application, together with its supporting documents, may be filed either with the PCCI, MBC or PHILEXPORT. If the application and its supporting documents are found in order, it will be endorsed by the sponsoring business organizations to ABTC-Philippines (Visa Division-DFA). A processing fee is charged by PCCI, MBC or PHILEXPORT for ABTC applications.

∗ Makati Business Club (MBC); Philippine Chamber of Commerce and Industry (PCCI); Philippine Exporters Confederation, Inc. (PHILEXPORT) are the three (3) business organizations which may sponsor the applications.

48

OFFICE OF CONSULAR AFFAIRS – VISA Division Releasing of APEC Business Travel Card (ABTC) for Filipino Businessmen Consular Information Center 834-4000 Schedule of Availability of the Service:

Monday – Friday from 8:00 a.m. – 5:00 p.m.

Who may avail of the Service: All bona fide Filipino businessmen through the liaison officers of MBC, PCCI or PHILEXPORT whose ABTC cards are ready for release

Requirements:

1. Authorization letter issued by the endorsing business organization 2. Copy of valid Identification card of the liaison officer

Duration: At least 5-10 minutes/transaction

HOW TO AVAIL OF THE SERVICE:


1

Processing Counter located at

2nd flr. Visa Division, OCA

Submit authorization letter and a copy of

valid ID

Receive the letter and a copy of ID and locate the

ABTC card

10 mins/ application ABTC Assistant n/a n/a

2 Processing counter located at 2nd Flr., Visa Division, OCA

Claim ABTC card* Release card 10 mins/doc

ABTC Assistant

Note: ∗ The length of time for the release of ABTC card depends on the approval of other participating economies

49

Office of the Undersecretary for Migrant Workers

Affairs

50

Walk-in Clients

51

Office of the Undersecretary for Migrant Workers Affairs Assistance to Kidnapping and Hostage-taking Victims Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE

Monday to Friday 8:00a.m. to 5:00p.m.

WHO MAY AVAIL OF THE SERVICE

• Distressed OFWs

• NOK of distressed OFWs

• Other Government Agencies

• Media

• Non-government organizations

REQUIREMENTS

• Certain documents may be required as deemed necessary.

52

How to Avail of the Service: STEP CLIENT Location SERVICE PROVIDER PERSON-

IN-CHARGE FEE FORM DURATION

1

a) Register in the OUMWA Walk-in Client Monitoring

Sheet (NOK)

b) Local Manning Agency reports the incident to

OUMWA

OUMWA Reception Counter

(DFA, 3rd floor)

Assist client in filling out the monitoring sheet.

Reception Assistant None OUMWA Walk-in Client

Monitoring Sheet 5 mins.

2 Request Assistance-to-Nationals

(ATN) Form from Reception Assistant


(DFA, 3rd floor)

a) Provide client with ATN Form.

b) Explain to client how to fill up the ATN Form.

Reception Assistant None ATN Form

10 mins.

3

a) Fill-up the ATN Form

b) Submit to the Reception Assistant.


(DFA, 3rd floor)

a) Receive and review information indicated by client in the ATN Form.

b) Refer to Legal Officer.


10 mins.

4

Undergo interview by Legal Officer

Interview Desk (DFA, 3rd floor)

a) Legal Officer interviews the client.

b) Explain to the client the actions to be done by the DFA on the case.

c) Briefs the client on actions required

from their end pending resolution of the case.

d) Call the Local Manning Agency for verification and details.

e) Verify the local manning agency with

the POEA.

f) Advice the client to coordinate closely with the local manning agency.

Legal Officer None

30 mins.

5 Obtain contact information of the Legal Officer

Interview Desk/ Reception

Counter (DFA, 3rd floor)

Provide client with Contact Info Card of Legal Officer

Legal Officer/

Reception Assistant

None Contact Info Card 2 mins.

53

6 Follow-up with Legal Officer

(walk-in or telephone).

Provide updates based on Post’s report and information obtained from the local manning

agency and the principal. Legal Officer None

7 working days

*OUMWA will communicate

with Post Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors.

54

Office of the Undersecretary for Migrant Workers Affairs Claims for Benefits (Employment, Death and Insurance) Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs



• Media • Non-government organizations

WHAT ARE THE REQUIREMENTS • Death Certificate

• Contract of Employment

• Accident/Police Report

• Insurance Policy

• *Marriage Contract

• *Birth Certificate/s

• *Special Power of Attorney

• *Affidavit of Heirship

55

How to Avail of the Service: STEP CLIENT Location SERVICE PROVIDER PERSON-IN-

CHARGE FEE FORM DURATION

1 Register in the OUMWA Walk-in Client Monitoring Sheet



Reception Assistant

None OUMWA Walk-in Client Monitoring Sheet

5 mins.

2 Request Assistance-to-Nationals (ATN) Form from Reception Assistant


c) Provide client with ATN Form. d) Explain to client how to fill up the ATN

Form.

Reception Assistant

None ATN Form

10 mins.

3 c) Fill-up the ATN Form d) Submit to the Reception

Assistant.


c) Receive and review information indicated by client in the ATN Form.

d) Based on information indicated in the

ATN Form, refer to ATN Officer.

Reception Assistant

None ATN Form

10 mins.

4 a) Undergo interview by ATN Officer

Interview Desk

g) ATN Officer interviews the client. h) Require presentation of documents

supporting claim for benefits. *(Additional documents may be required.)

i) Explain procedures for processing the

client’s claim. j) If OFW is a documented worker, refer

Next-of-kin to OWWA for other assistance.

ATN Officer None Death Certificate Contract of Employment Accident/Police Report Insurance Policy *Marriage Contract *Birth Certificate/s *Special Power of Attorney *Affidavit of Heirship

30 mins.

5 Obtain contact information of the ATN Officer

Interview Desk/ Reception Counter

Provide client with Contact Info Card of ATN Officer

ATN Officer/ Reception Assistant


6 Follow-up with ATN Officer (walk-in or telephone).

Provide updates based on Post’s report. ATN Officer None 7 working days *OUMWA will communicate with Post

Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors.

56

Office of the Undersecretary for Migrant Workers Affairs Employment Related Complaints Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs




REQUIREMENTS


57




OUMWA Reception Counter (DFA, 3rd

floor)




Request Assistance-to-Nationals



floor)

e) Provide client with ATN Form.

f) Explain to client how to fill up the ATN Form.


10 mins.

3

e) Fill-up the ATN Form

f) Submit to the Reception Assistant.


floor)

e) Receive and review information indicated by client in the ATN Form.

f) Based on information indicated in the



10 mins.

4

b) Undergo interview by ATN Officer

Interview Desk

(DFA, 3rd floor)

k) ATN Officer interviews the client.

l) Require presentation of Contract of Employment, contact details of OFW

and employer.

ATN Officer None Contract of Employment 30 mins.


Interview Desk/

Reception Counter (DFA, 3rd

floor)




6 Follow-up with ATN Officer (walk-

in or telephone).

Provide updates based on Post’s report. ATN Officer None

7 working days



58

Office of the Undersecretary for Migrant Workers Affairs Financial Support Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs




WHAT ARE THE REQUIREMENTS


• *Birth Certificate of Child/children

• *Picture of OFW

59





Assist client in filling out the monitoring sheet. Reception Assistant None OUMWA Walk-in Client




g) Provide client with ATN Form.

h) Explain to client how to fill up the ATN Form.


10 mins.

3

g) Fill-up the ATN Form

h) Submit to the Reception Assistant.


g) Receive and review information indicated by client in the ATN Form.

h) Based on information indicated in the



10 mins.

4 Undergo interview by ATN Officer Interview Desk

m) ATN Officer interviews the client.

n) Explain to the client the procedure for locating the whereabouts of the OFW and

conveying the request for financial support.

o) Require submission of information on the

last known address and contact information of the OFW or any document

indicating the same.

p) If needed, require submission of pertinent documents to prove relationship of client

with the OFW.*

ATN Officer None

*Marriage Contract *Birth Certificate of

Child/children *Picture of OFW

30 mins.


Interview Desk/

Reception Counter




6 Follow-up with ATN Officer (walk-in

or telephone).


7 working days



60

Office of the Undersecretary for Migrant Workers Affairs Human Trafficking Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs




REQUIREMENTS


61





floor)






floor)

i) Provide client with ATN Form.

j) Explain to client how to fill up the ATN Form.


10 mins.

3

i) Fill-up the ATN Form

j) Submit to the Reception Assistant.


floor)

i) Receive and review information indicated by client in the ATN Form.

j) Refer to Legal Officer.


10 mins.

4

c) Undergo interview by Legal Officer

Interview Desk

(DFA, 3rd floor)

q) Legal Officer interviews the client.

r) Require information on whereabouts (last known address, detention facility), illegal

recruiter.

s) Refer client to Department of Justice (Inter-Agency Council Against

Trafficking) and National Bureau of Investigation (Anti-Human Trafficking

Division) for filing of complaint.

Legal Officer None 30 mins.


Interview Desk/


floor)


Legal Officer/ Reception Assistant


6 Follow-up with Legal Officer (walk-in

or telephone).

Provide updates based on Post’s report. Legal Officer None

7 working days

*OUMWA will communicate with

Post. Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors.

62

Office of the Undersecretary for Migrant Workers Affairs Illegal Recruitment/Human-smuggling Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






63






Reception Assistant


5 mins.



a) Provide client with ATN Form. b) Explain to client how to fill up the ATN

Form.

Reception Assistant

None ATN Form

10 mins.

3 a) Fill-up the ATN Form b) Submit to the Reception

Assistant.


a) Receive and review information indicated by client in the ATN Form.

b) Based on information indicated in the

ATN Form, refer to Legal Officer.

Reception Assistant

None ATN Form

10 mins.

4 a) Undergo interview by Legal Officer

Interview Desk

a) Legal Officer interviews the client. b) Require information on whereabouts

(last known address, detention facility), illegal recruiter.

c) Refer client to POEA-Anti-Illegal

Recruitment Branch and National Bureau of Investigation for filing of complaint.







6 Follow-up with Legal Officer (walk-in or telephone).

Provide updates based on Post’s report. Legal Officer None 7 working days *OUMWA will communicate with Post.


64

Office of the Undersecretary for Migrant Workers Affairs Jail Visitation/Assistance to Detained OFW Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs




REQUIREMENTS


65





floor)






OU MWA Reception Counter (DFA, 3rd

floor)

c) Provide client with ATN Form.

d) Explain to client how to fill up the ATN Form.


10 mins.

3

c) Fill-up the ATN Form

d) Submit to the Reception Assistant.


floor)

c) Receive and review information indicated by client in the ATN Form.

d) Based on information indicated in the



10 mins.

4

b) Undergo interview by Legal Officer

Interview Desk

(DFA, 3rd floor)

d) Legal Officer interviews the client.

e) Require information on whereabouts (last known address, employer,

detention facility)



Interview Desk/


floor)







7 working days


with Post. Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors.

66

Office of the Undersecretary for Migrant Workers Affairs Provision of Services of Lawyer/Counsel Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






67






Reception Assistant


5 mins.



e) Provide client with ATN Form. f) Explain to client how to fill up the ATN

Form.

Reception Assistant

None ATN Form

10 mins.

3 e) Fill-up the ATN Form f) Submit to the Reception

Assistant.


e) Receive and review information indicated by client in the ATN Form.

f) Based on information indicated in the


Reception Assistant

None ATN Form

10 mins.

4 c) Undergo interview by Legal Officer

Interview Desk

f) Legal Officer interviews the client. g) Require information on whereabouts

(detention facility, employer. h) Explain Department regulations on

the provision of services of a lawyer.







6 Follow-up with Legal Officer (walk-in or telephone).

Provide updates based on Post’s report. Legal Officer None 7 working days *OUMWA will communicate with Post.


68

Office of the Undersecretary for Migrant Workers Affairs Repatriation (Individual and Mass) Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs




REQUIREMENTS


69

How to Avail of the Service: STEP CLIENT Location SERVICE PROVIDER

PERSON-IN-




floor)




OU MWA Reception Counter (DFA, 3rd

floor)

g) Provide client with ATN Form.

h) Explain to client how to fill up the ATN Form.


10 mins.

3 g) Fill-up the ATN Form

h) Submit to the Reception Assistant.


floor)

g) Receive and review information indicated by client in the ATN Form.

h) Based on information indicated in the ATN Form,

refer to ATN Officer.


10 mins.

4

d) Undergo interview by ATN Officer

Interview Desk

(DFA, 3rd floor)

i) ATN Officer interviews the client.

j) Require information on whereabouts (last known address, employer, detention facility)

k) Explain procedures in facilitating repatriation.

l) Inform client on fund sourcing requirements for

the repatriation ticket.

ATN Officer None 30 mins.


Interview Desk/


floor)


ATN Officer/

Reception Assistant


6 Follow-up with ATN Officer (walk-in or

telephone).


7 working days

*OUMWA will communicate with Post.

*Actual repatriation is

dependent on completion of requirements of host

government. Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors.

70

Office of the Undersecretary for Migrant Workers Affairs Shipment of Personal Belongings Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






71











i) Provide client with ATN Form.

j) Explain to client how to fill up the ATN Form.


10 mins.

3

i) Fill-up the ATN Form

j) Submit to the Reception Assistant.


i) Receive and review information indicated by client in the ATN Form.

j) Based on information indicated in the



10 mins.


m) ATN Officer interviews the client.

n) Require information from the client on the location and custodian of the

personal belongings.

o) Inquire if arrangements have been made with the custodian for the

shipment of the personal belongings.



Interview Desk/

Reception Counter





in or telephone).


7 working days



72

Office of the Undersecretary for Migrant Workers Affairs Shipment of Remains Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs



• Media

• Non-government organizations REQUIREMENTS

• Letter of Acceptance • OWWA Information Sheet • *Special Power of Attorney duly authenticated by the Saudi Embassy in

Manila in favor of employer or area coordinator and Philippine Consulate General (or its duly authorized representative)

• *Photocopy of passport of the deceased OFW

• *Picture of the deceased

73





floor)







floor)

k) Provide client with ATN Form and Letter of Acceptance.

l) Explain to client how to fill up the ATN

Form and Letter of Acceptance.


Letter of Acceptance 10 mins.

3

k) Fill-up the ATN Form and Letter of acceptance

l) Submit to the Reception Assistant.


floor)

k) Receive and review information indicated by client in the ATN Form

and Letter of Acceptance.

l) Based on information indicated in the ATN Form, refer to ATN Officer.


Letter of Acceptance 10 mins.

4 Undergo interview by ATN Officer

Interview Desk

(DFA, 3rd floor)

p) ATN Officer interviews the client.

q) Explain to the client the procedure for the shipment of remains.

r) Require submission of other

documents needed, if any, to facilitate shipment of remains. (Depends on

the requirements of the country concerned.)*

ATN Officer None

* OWWA Information Sheet

*Special Power of Attorney duly authenticated by the

Saudi Embassy in Manila in favor of employer or area coordinator and Philippine Consulate General (or its

duly authorized representative)

*Photocopy of passport of

the deceased OFW

*Picture of the deceased

30 mins.


Interview Desk/


floor)




74


in or telephone).


7 working days


with Post

*Completion of the process for the shipment

of the remains on several

factors/ requirements

of host government.


75

Office of the Undersecretary for Migrant Workers Affairs Whereabouts Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs







• *Picture of OFW

76









m) Provide client with ATN Form.

n) Explain to client how to fill up the ATN Form.


10 mins.

3

m) Fill-up the ATN Form

n) Submit to the Reception Assistant.


m) Receive and review information indicated by client in the ATN Form.

n) Based on information indicated in the



10 mins.


s) ATN Officer interviews the client.

t) Explain to the client the procedure for locating the whereabouts of the OFW.

u) Require submission of information on the


indicating the same.

v) If needed, require submission of pertinent documents to prove relationship of client

with the OFW.*

ATN Officer None



30 mins.


Interview Desk/

Reception Counter





or telephone).


7 working days



77

Letters / Faxes

78

Office of the Undersecretary for Migrant Workers Affairs Assistance to Kidnapping and Hostage-taking Victims Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs



• Media

• Non-government organizations WHAT ARE THE REQUIREMENTS


79

How to Avail of the Service:

STEP CLIENT Location SERVICE PROVIDER PERSON-IN-CHARGE FEE FORM DURATION

1

c) Local Manning Agency sends a letter to OUMWA reporting the

incident.

d) Another government agency/DFA Regional Consular Office/

NGO/Media sends a letter to OUMWA referring the request for

assistance of the Next-of-Kin of the victim.

a) Record receipt of the letter/fax.

b) Furnish the Undersecretary and Executive Director with a copy of the letter/fax.

c) Refer to Legal Officer in charge of

kidnapping and hostage-taking.

Incoming Communications

Assistant None 5 mins.

2

Confirm receipt of the letter/fax by calling or visiting OUMWA.

(In case client visits OUMWA, please follow procedures for walk-in clients.)

o) Receive call and refer to the Legal Officer in charge of Kidnapping and Hostage-Taking

Cases.

p) If Legal Officer receives call, acknowledge receipt of letter/fax.

Reception Assistant

Legal Officer

None 2 mins.

3

Undergo phone interview by Legal Officer

w) Legal Officer interviews the client.

x) Explain to the client the actions to be done by the DFA on the case.

y) Briefs the client on actions required from

their end pending resolution of the case.

z) Call the Local Manning Agency for verification and details.

aa) Verify the local manning agency with the

POEA.

bb) Advice the client to coordinate closely with the local manning agency.

Legal Officer None

30 mins.

6 Follow-up with Legal Officer (walk-in or

telephone).

Provide updates based on Post’s report and information obtained from the local manning

agency and the principal. Legal Officer None

7 working days



80

Office of the Undersecretary for Migrant Workers Affairs Claims for Benefits (Employment, Death and Insurance Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs




WHAT ARE THE REQUIREMENTS • Death Certificate


• Accident/Police Report

• Insurance Policy


• *Birth Certificate/s

• *Special Power of Attorney

• *Affidavit of Heirship

81



1

e) Next-of-Kin of OFW writes to OUMWA for assistance.

f) Another government

agency/DFA Regional Consular Office/ NGO/Media sends a

letter to OUMWA referring the request for assistance of the

Next-of-Kin of the OFW.

d) Record receipt of the letter/fax.

e) Furnish the Undersecretary and Executive Director with a copy of the letter/fax.

f) Refer to ATN Officer.



2



q) Receive call and refer to the ATN Officer.

r) If ATN Officer receives call, acknowledge

receipt of letter/fax

Reception Assistant

ATN Officer

None 2 mins.

3

e) Undergo phone interview by ATN Officer.

cc) ATN Officer interviews the client.

dd) Request client to visit OUMWA and present documents supporting claim for

benefits. *(Additional documents may be required.)

ee) Explain procedures for processing the

client’s claim.

ATN Officer None

Death Certificate Contract of Employment Accident/Police Report

Insurance Policy

*Marriage Contract *Birth Certificate/s *Special Power of

Attorney *Affidavit of Heirship

30 mins.


or telephone).


7 working days


Post Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors.

82

Office of the Undersecretary for Migrant Workers Affairs Employment Related Complaints Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






83



1 g) Next-of-Kin of OFW writes to OUMWA for assistance.

h) Another government

agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW.

g) Record receipt of the letter/fax. h) Furnish the Undersecretary and Executive

Director with a copy of the letter/fax. i) Refer to ATN Officer.

Incoming Communications Assistant

None 5 mins.

2 Confirm receipt of the letter/fax by calling or visiting OUMWA. (In case client visits OUMWA, please follow procedures for walk-in clients.)

s) Receive call and refer to the ATN Officer.

t) If ATN Officer receives call, acknowledge


Reception Assistant ATN Officer

None 2 mins.

3 Undergo phone interview by ATN Officer.

ff) ATN Officer interviews the client. gg) Require presentation of Contract of

Employment, contact details of OFW and employer.

ATN Officer None Contract of Employment

30 mins.









84

Office of the Undersecretary for Migrant Workers Affairs Financial Support Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs







• *Picture of OFW

85



1

i) Next-of-Kin of OFW writes to OUMWA for assistance.

j) Another government




j) Record receipt of the letter/fax.

k) Furnish the Undersecretary and Executive Director with a copy of the letter/fax.

l) Refer to ATN Officer.

Incoming Communication

s Assistant None 5 mins.

2



u) Receive call and refer to the ATN Officer.

v) If ATN Officer receives call, acknowledge


Reception Assistant

ATN Officer

None 2 mins.

3 Undergo phone interview by ATN Officer

hh) ATN Officer interviews the client.

ii) Explain to the client the procedure for locating the whereabouts of the OFW and

conveying the request for financial support.

jj) Require submission of information on the


indicating the same. kk) If needed, require submission of pertinent

documents to prove relationship of client with the OFW.*

ATN Officer None



30 mins.


or telephone).


7 working days



86

Office of the Undersecretary for Migrant Workers Affairs Human-trafficking Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






87



1

k) Next-of-Kin of OFW writes to OUMWA for assistance.

l) Another government

agency/DFA Regional Consular Office/ NGO/Media

sends a letter to OUMWA referring the request for


m) Record receipt of the letter/fax.

n) Furnish the Undersecretary and Executive Director with a copy of the

letter/fax.

o) Refer to Legal Officer.



2


(In case client visits OUMWA, please follow procedures for

walk-in clients.)

w) Receive call and refer to the Legal Officer.

x) If Legal Officer receives the call,

acknowledge receipt of letter/fax

Reception Assistant

Legal Officer

None 2 mins.

3

f) Undergo phone interview by Legal Officer

ll) Legal Officer interviews the client.

mm) Require information on whereabouts (last known address, detention facility), illegal recruiter.

nn) Refer client to Department of Justice

(Inter-Agency Council Against Trafficking) and National Bureau of

Investigation (Anti-Human Trafficking Division) for filing of complaint.





7 working days


with Post.

88

Office of the Undersecretary for Migrant Workers Affairs Illegal Recruitment/Human Smuggling Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






89



1

m) Next-of-Kin of OFW writes to OUMWA for assistance.

n) Another government




p) Record receipt of the letter/fax.

q) Furnish the Undersecretary and Executive Director with a copy of the

letter/fax.

r) Refer to Legal Officer.



2



walk-in clients.)

y) Receive call and refer to the Legal Officer.

z) If Legal Officer receives the call,

acknowledge receipt of letter/fax.

Reception Assistant

Legal Officer

None 2 mins.

3

g) Undergo phone interview by Legal Officer

oo) Legal Officer interviews the client.

pp) Require information on whereabouts (last known address, detention

facility), illegal recruiter.

Refer client to POEA-Anti-Illegal Recruitment Branch and National Bureau

of Investigation for filing of complaint.





7 working days



90

Office of the Undersecretary for Migrant Workers Affairs Jail Visitation/Assistance to Detained OFW Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






91

How to Avail of the Service


1

o) Next-of-Kin of OFW writes to OUMWA for assistance.

p) Another government




s) Record receipt of the letter/fax.

t) Furnish the Undersecretary and Executive Director with a copy of

the letter/fax.

u) Refer to Legal Officer.



2


(In case client visits OUMWA,

please follow procedures for walk-in clients.)

aa) Receive call and refer to the Legal Officer.

bb) If Legal Officer receives the call,



3

h) Undergo phone interview by Legal Officer

qq) Legal Officer interviews the client.

rr) Require information on whereabouts (last known address,

employer, detention facility)


4 Follow-up with Legal Officer (walk-in

or telephone).


7 working days



92

Office of the Undersecretary for Migrant Workers Affairs Provision of Services of Lawyer/Counsel Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs





Certain documents may be required as deemed necessary.

93



1

q) Next-of-Kin of OFW writes to OUMWA for assistance.

r) Another government



assistance of the Next-of-Kin of the OFW.

v) Record receipt of the letter/fax.

w) Furnish the Undersecretary and Executive Director with a copy of the

letter/fax.

x) Refer to Legal Officer.


None 5 mins.

2



walk-in clients.)

cc) Receive call and refer to the Legal Officer.

dd) If Legal Officer receives the call,


Reception Assistant

Legal Officer

None 10 mins.

3

Undergo phone interview by Legal Officer

ss) Legal Officer interviews the client.

tt) Require information on whereabouts (detention facility, employer.

uu) Explain Department regulations on

the provision of services of a lawyer.





7 working days



94

Office of the Undersecretary for Migrant Workers Affairs Repatriation (Individual/Mass) Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






95



1

s) Next-of-Kin of OFW writes to OUMWA for assistance.

t) Another government




y) Record receipt of the letter/fax.

z) Furnish the Undersecretary and Executive Director with a copy of the letter/fax.

aa) Refer to ATN Officer.



2



ee) Receive call and refer to the ATN Officer.

ff) If ATN Officer receives call, acknowledge


Reception Assistant


3

i) Undergo phone interview by ATN Officer

vv) ATN Officer interviews the client.

ww) Require information on whereabouts (last known address, employer, detention

facility)

xx) Explain procedures in facilitating repatriation.

yy) Inform client on fund sourcing requirements for the repatriation ticket.



or telephone).


7 working days


Post.

*Actual repatriation is dependent on completion of

requirements of host government.


96

Office of the Undersecretary for Migrant Workers Affairs Shipment of Personal Belongings Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs






97



1

u) OFW or Next-of-Kin of OFW writes to OUMWA for assistance.

v) Another government



OFW or Next-of-Kin of the OFW.

bb) Assist client in filling out the monitoring sheet. Record receipt of the letter/fax.

cc) Furnish the Undersecretary and Executive Director with a copy

of the letter/fax.

dd) Refer to ATN Officer.


None 5 mins.

2

Request Assistance-to-Nationals (ATN) Form from Reception Assistant



gg) Receive call and refer to the ATN Officer.

hh) If ATN Officer receives call, acknowledge receipt of letter/fax

Reception Assistant

ATN Officer

None 2 mins.

3

Undergo phone interview by ATN Officer

zz) ATN Officer interviews the client.

aaa) Require information from the client on the location and custodian of the personal belongings.

bbb) Inquire if arrangements have been made with the

custodian for the shipment of the personal belongings.



or telephone).


7 working days



98

Office of the Undersecretary for Migrant Workers Affairs Shipment of Remains Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs



• Media

• Non-government organizations

WHAT ARE THE REQUIREMENTS • Letter of Acceptance

• OWWA Information Sheet

• *Special Power of Attorney duly authenticated by the Saudi Embassy in Manila in favor of employer or area coordinator and Philippine Consulate General (or its duly authorized representative)

• *Photocopy of passport of the deceased OFW

• *Picture of the deceased

99



1

w) Next-of-Kin of OFW writes to OUMWA for assistance.

x) Another government

agency/DFA Regional Consular Office/

NGO/Media sends a letter to OUMWA referring the request for assistance of

the Next-of-Kin of the OFW.

ee) Record receipt of the letter/fax.

ff) Furnish the Undersecretary and Executive Director with a copy of

the letter/fax.

gg) Refer to ATN Officer.



2

a) Confirm receipt of the letter/fax by calling or

visiting OUMWA.

b) Request client to visit OUMWA for the

submission of the Letter of Acceptance and other pertinent documents.


walk-in clients.)

ii) Receive call and refer to the ATN Officer.

jj) If ATN Officer receives call,


Reception Assistant



ccc) ATN Officer interviews the client.

ddd) Explain to the client the procedure for the shipment of

remains.

eee) Require submission of other documents needed, if any, to facilitate shipment of remains.

(Depends on the requirements of

ATN Officer None

Letter of Acceptance

* OWWA Information Sheet

*Special Power of

Attorney duly authenticated by the Saudi Embassy in Manila in favor of employer or area

30 mins.

100

the country concerned.)* coordinator and Philippine Consulate General (or its duly

authorized representative)

*Photocopy of passport of the deceased OFW

*Picture of the

deceased

4 Follow-up with ATN Officer



7 working days


with Post

*Completion of the process for the shipment of

the remains on several

factors/ requirements of

host government.

101

Office of the Undersecretary for Migrant Workers Affairs Whereabouts Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: [email protected] SCHEDULE OF AVAILABILITY OF SERVICE



• Distressed OFWs







• *Picture of OFW

102



1 y) Next-of-Kin of OFW writes to OUMWA for assistance.

z) Another government

agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW.

hh) Record receipt of the letter/fax. ii) Furnish the Undersecretary and Executive

Director with a copy of the letter/fax. jj) Refer to ATN Officer.

None 5 mins.

2 Confirm receipt of the letter/fax by calling or visiting OUMWA. (In case client visits OUMWA, please follow procedures for walk-in clients.)

kk) Receive call and refer to the ATN Officer.

ll) If ATN Officer receives call, acknowledge


Reception Assistant ATN officer

None 2 mins.


Interview Desk

fff) ATN Officer interviews the client. ggg) Explain to the client the procedure for

locating the whereabouts of the OFW. hhh) Require submission of information on

the last known address and contact information of the OFW or any document indicating the same.

iii) If needed, require submission of pertinent

documents to prove relationship of client with the OFW.*

ATN Officer None *Marriage Contract *Birth Certificate of Child/children *Picture of OFW

30 mins.



103

Office of the Undersecretary

for Special Concerns

104

Overseas Absentee Voting Secretariat

OAV Registration Process for New OAV Registrants Abroad: OAV Focal Person

Contact the nearest Philippine Embassy, Consulate and other Government Offices where one resides In the Philippines: The Vice Chair’s Office Contact Nos. 8343275/8344361 Schedule of Availability: Prescribed Registration Dates (to be provided by COMELEC) Five (5) days a week / eight (8) hours per day, and on special specified dates for field and mobile registration. Who May Avail of the Service: All qualified Filipinos abroad and those who will be abroad during the period of National Elections. What are the Requirements:

• Valid Passport (or Photocopy of Passport) • Seaman’s Book (for Seafarers) • Oath of Allegiance and Order of Approval or Identification Certificate (for Dual Citizens)

Duration: 16 Minutes

105

How to Avail of the Service: STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON

IN-CHARGE FEE FORM

1

Foreign Service Posts

(Embassies and

Consulates), other

government agencies (POLO's), Private

Establishments (MECO's)

and Designated Registration Centers in

the Philippines

(NAIA, POEA, CFO and OWWA)

Proceed to Post which has jurisdiction where he/she temporarily resides or at designated registration centers in the Philippines (NAIA, POEA, OWWA & CFO).

2 Personally appear before the COMELEC-deputized Post representative.

Provide OAV Form No.1 and explain how to fill up the form. 3 Minutes

COMELEC-DEPUTIZED

POST REPRESENTA

TIVE/OAV FOCAL

PERSON

NONE

3

Submit accomplished OAVF No. 1, passport and other supporting documents (if applicable) to COMELEC-deputized Post Representative.

Determine identity of applicant: Verify Passport/other documents.

3 Minutes

COMELEC-DEPUTIZED

POST REPRESENTA

TIVE/OAV FOCAL

PERSON

NONE OAV Form No. 1

- Check if applicants name is already in National Registry of Overseas Absentee Voters (NROAV).

4 Proceed to DCM Operator for Biometrics Capturing.

Affix application form number sticker on accomplished OAVF No. 1 and encode applicant's demographic data into Data Capturing System.

7 minutes DCM OPERATOR NONE OAV Form No. 1

- Capture applicant's biometric data.

- Affix initials in the space found in part II of OAVF No 1.

- Return initialed OAVF No. 1 to applicant, direct applicant to the representative of the Commission.

106

5

Proceed to the Administering Officer (COMELEC-Deputized Post Representative).

Administer the Oath, sign and give the acknowledgment receipt (lowest portion) part of the OAV Form No 1 to the applicant and return the accomplished OAVF No. 1 to the DCM Operator for encoding of demographic data of applicant thereafter.

3 Minutes ADMINISTERING OFFICER NONE OAV Form No. 1

END OF TRANSACTION

107


OAV Registration Process for Personal Voting Abroad: OAV Focal Person

Contact the nearest Philippine Embassy, Consulate and other Government Offices where one resides In the Philippines: The Vice Chair’s Office Contact Nos. 8343275/8344361 Schedule of Availability: Voting Period starts one month before the actual date of the election in the Philippines and ends at 3:00 pm of the election day (Philippine Time). Who May Avail of the Service: All qualified Overseas Absentee Voters. What are the Requirements:

• Voter’s ID or Any Valid ID

108



1

Foreign Service Posts (Embassies,

Consulates and POLO's ), and

Private Establishments

(MECO's)

Person applying for a ballot approaches Poll Clerk and gives his/her name and address together with other data concerning his/her identity.

Poll Clerk verifies if the name of person applying for a ballot is included in (a) CLOAV or (b) OAVF No. 2-A or (c) BOOK OF VOTERS

Poll Clerk None

- ascertain voter's identity by verifying voter's photograph in OAVF No. 2-A

- directs voter to approach the Chairman for issuance of his/her official ballot.

2 Approach the Chairman for Issuance of Ballot

Chairman affixes his/her signature in space provided in OAVF No. 2-A.

Chairman of SBEI None

- announce the serial number of ballot, enters the serial number of the ballot, opposite name of voter in OAVF No. 2-A.

- authenticate the ballot by affixing his/her signature at the back of the ballot.

- require voter to affix signature opposite his/her name in OAVF No. 2-A.

- fold the ballot in such a manner that only the portion of ballot where serial number appears is shown and issue the folded ballot to the voter.

3 Accomplish the ballot by indicating candidates/party of his/her choice

None

109

4

Foreign Service Posts (Embassies,

Consulates and POLO's ), and

Private Establishments

(MECO's)

Fold the ballot in the same manner as when received and return ballot to Member-Secretary The Member-Secretary, without seeing

contents of ballot and within view of voter & Chairman, verifies:(a) serial number of ballot coupon against number previously entered in OAVF No.2-A(b) whether or not ballot coupon detached or(c) ballot is accidentally defaced by the voter such that it cannot be lawfully used.

Member-Secretary of SBEI None

- require voter to affix his/her right thumbmark in corresponding space in ballot coupon & opposite his/her name in OAVF No. 2-A.

- detach the ballot coupon, deposit it in ballot box, provides voter with an envelope for the ballot and returns the ballot to the voter.

5 Place the ballot inside the envelope and return it to the Chairman

Deposit the envelope containing ballot inside ballot box compartment for valid ballots in the presence of voter and other members of the SBEI.

Chairman of SBEI None

END OF TRANSACTION

110


OAV Registration Process for Applicants without Biometrics or with Incomplete Biometrics Data Abroad: OAV Focal Person


• Overseas Absentee Voter’s ID • Acknowledgement Receipt of the OAV Form No. 1 • Valid Passport (or Photocopy of Passport) • Seaman’s Book (for Seafarers)


111

How to Avail of the Service: STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON IN-CHARGE FEE FORM

1

Foreign Service Posts (Embassies and

Consulates), other government agencies

(POLO's ), Private Establishments (MECO's) and Designated

Registration Centers in the Philippines (NAIA, POEA, CFO

and OWWA)

Personally appear before the COMELEC representative at the

Philippine Embassy, Consulate or at designated registration centers in the

Philippines.


5 Minutes

COMELEC-DEPUTIZED POST

REPRESENTATIVE/OAV FOCAL PERSON

NONE OAV Form No. 1

Registered in Same Post without Biometrics or with Incomplete Biometrics data.

Require Applicant to accomplish OAVF No. 1. Stamp OAVF No. 1 "for data capturing only". Direct applicant to proceed to DCM Operator.

2 Proceed to DCM Operator for Biometrics Capturing.

Assign new application form number (for data capturing purposes only the old number will remain as the registration number) on accomplished OAVF No. 1 and encode applicant's demographic data into

Data Capturing System.

7 Minutes DCM OPERATOR NONE OAV Form No. 1 - Capture applicant's biometric data.

- Affix initials in the space found in part II of OAVF No 1.

- Return initialed OAVF No. 1 to applicant, direct applicant to the representative of the Commission.

3 Proceed to the Administering Officer

(COMELEC-Deputized Post Representative).

Administer the Oath, sign and give the acknowledgment receipt (lowest portion) part of the

OAV Form No 1 to the applicant and return the accomplished OAVF No. 1 to the DCM Operator for

encoding of demographic data of applicant thereafter.

3 Minutes ADMINISTERING OFFICER NONE OAV Form No. 1

END OF TRANSACTION

112


OAV Registration Process for Transfer of Registration Records Abroad: OAV Focal Person


• Overseas Absentee Voter’s ID • Acknowledgement Receipt of the OAV Form No. 1 • Valid Passport (or Photocopy of Passport) • Seaman’s Book (for Seafarers)


113



1

Foreign Service Posts (Embassies and

Consulates), Other government agencies

(POLO's), Private Establishments (MECO's) and Designated

Registration Centers in the Philippines (NAIA, POEA, CFO

and OWWA)

Personally appear before the COMELEC

representative at the Philippine Embassy,

Consulate or at designated registration

centers in the Philippines and request for the

transfer of registration records.


7 Minutes

COMELEC-DEPUTIZED POST

REPRESENTATIVE/OAV FOCAL

PERSON

NONE

OAV Form No. 1 and OAV Form

No. 1B

Check if applicants name is already in NROAV.

CASE 1: Registered in other Post with

Complete Biometrics. Ask the applicant to accomplish OAVF

No.1B and proceed to Step 2.

CASE 2: Registered in other Post

without Biometrics or with Incomplete Biometrics data.

Require applicant to accomplish OAVF Form No. 1 and OAVF Form No. 1B,

Stamp OAVF No. 1 "for data capturing only" and proceed to STEP 2 of the OAV

PROCESS FOR APPLICANTS WITHOUT BIOMETRICS OR WITH

INCOMPLETE BIOMETRICS.

2

Proceed to the Administering Officer

(COMELEC-Deputized Post Representative).

Administer the Oath, sign and return the accomplished OAVF No. 1B to the DCM

Operator. 3 Minutes ADMINISTERING

OFFICER NONE OAV Form No. 1B

END OF TRANSACTION

114


OAV Registration Process for Voting by Mail Abroad: OAV Focal Person

Contact the nearest Philippine Embassy, Consulate and other Government Offices where one resides In the Philippines: The Vice Chair’s Office Contact Nos. 8343275/8344361 Schedule of Availability: Voting Period starts one month before the actual date of the election in the Philippines and ends at 3:00 pm of the election day (Philippine Time). Who May Avail of the Service: All qualified Overseas Absentee Voters. What are the Requirements:

• Voter’s ID or Any Valid ID

115


STEP CLIENT SERVICE PROVIDER DURATION PERSON IN-CHARGE FEE FORM

1

Upon receipt of the mailing packet (which contain the ballot, an inner and outer envelope, list of candidates and voting instructions in English and Filipino), accomplish the ballot by writing candidates and party-list organization of your choice.

None

2 Place the accomplished ballot inside the inner envelope. None

3 Place the inner envelope in the outer envelope which bears the address of the Embassy or Consulate.

None

4

Send the accomplished ballot to the Embassy or Consulate that has jurisdiction over their respective residence and where they actually registered. (The outer envelope has the pre-printed address of the Embassy/Consulate so there was no danger of sending the ballots to the wrong Embassy/Consulate).

Deposit the envelope containing ballot inside ballot box compartment for valid ballots in the presence of other members of the SBEI Chairman of SBEI None

END OF TRANSACTION

116

Foreign Service

Institute

117

FOREIGN SERVICE INSTITUTE CARLOS P. ROMULO LIRARY READER’S SERVICES

Contact Person: The Librarian Contact Number: 834-3214

Schedule of Availability of Service: Monday to Friday, 8:00 a.m. to 5:00 p.m. Who May Avail of the Service: Primary Clients: All D.F.A. and F.S.I. employees Secondary Clients: Students, Government and Non-Government employees, Researchers Requirements: For the Primary Clients: 1. Office I.D.

For the Secondary Clients 1. Valid I.D. and Visitor’s Pass 2. For Students, Referral letter from their respective School Librarians, School I.D. or Library Card, Visitor’s Pass

Conditions:

1. Letter is valid for one day. 2. On a given day, only two students per school are allowed in the Library at any given time 3. The duration of the client’s stay in the Library depends of the number of other clients who need to do research

Duration: 16 minutes (under normal circumstances)

118


STEP LOCATION APPLICANT/CLIENT SERVICE PROVIDER

DURATION OF ACTIVITY Person-in-

Charge FEES FORMS (Under Normal

Circumstances)

Walk-in clients: For undergraduate students:

1 Ground Floor

Present referral letters issued by the school librarian (names of student/s

being referred must be stated) together with school ID or Library

Card and Visitor's Pass

Check the referral letter to make sure that it is signed by the school Librarian and the name of student is stated as evidenced by the school ID.

Librarian will keep the documents presented during

the time client is inside the library

2 min Librarian (Reader's Services)

For graduate students, other researchers

1 Present a valid ID at the Circulation counter and Visitor's Pass

Check the ID and the Visitor's Pass. Librarian will keep the

I.D.s presented during the time client is inside the library


2 Request for assistance in looking for materials

Assist researcher to do bibliographic or literature

search

Librarian (Reader's Services)

*instruct researcher on how to use the card catalog or

electronic database 3 min

*assist researcher in locating materials 10 min

3 Photocopy materials

4 Return the borrowed materials to the supervisor

Records the returned materials 1 min

119

STEP LOCATION APPLICANT/CLIENT SERVICE PROVIDER DURATION

OF ACTIVITY (Under Normal

Circumstances)

Person-in-Charge FEES FORMS

1 Request to photocopy materials

Asks researcher to sign the book card/s of the material

to be photocopied and issue photocopy pass


2 Photocopy materials

(20 min allotted time

for researcher to return materials

photocopied)

DFAMPI Photocopying Machine Operator

PhP 3.00/page

3 Return materials photocopied Receives and return book card for returned materials 2 min

Librarian (Reader's Services)

Over-the-phone clients

1 Request assistance over the

phone (e.g. if library has a copy of a documents, books, articles)

If the query is of bibliographic research in nature, ask client to call

back in 10 minutes

10 min Librarian

Search for requested materials:

*If the client is looking for a full-text materials:

if less than five

pages, locate, photocopy and fax documents

45 min/doc Librarian

if more than five pages, locate, photocopy materials and ask client to

pick up materials

30 min/document Librarian

120

Request for Certified True Copy of Treaties:

1

Request for certified true copy (CTC) of treaties

Asks client to send/fax or bring letter of request stating the reason for need of a certified true copy of

document

2

Present letter f Request and fill up request form

Assists the client to fill out request form and receives original copy of letter and asks client to return for

the document after 2 days.

CTC

Request form

Locates original copy of document (45 min/documents) Librarian

Photocopy document

DFAMPI Photocopying

Machine Operator under

Librarian's supervision

Php6.00 per page

3

Return to the Library on the scheduled date

Show client and to verify if it is the requested document 2 min Librarian

4

Central Records, OPAS, Basement

Accompany Librarian to Central Records Division for certification

Accompanies the client to Central Records Division 15 min Librarian

5

OPAS stamps Certified True Copy

in the document. Signs the document or page.

6 Cashier, OFM, 4th Flr.

Pay the certification fee Accepts payment and issue official receipt OFM 100php

/page

7

Central Records, OPAS, Basement

Proceed to Central Records Division

Records the documents

CRD, OPAS Present official receipt as proof of payment to certified

documents Issue Certified documents

121

Bids and Awards

Committee

122

Bids and Awards Committee

Public Bidding in the Procurement of Goods, Infrastructure, and Consulting Services

Bids and Awards Committee, Office of Legal Affairs 834-4116

Schedule of Availability of Services: Monday – Friday, from 9:00 am to 5:00 pm Who May Bid: 1. Duly licensed Filipino citizens/ sole proprietorships

2. Partnerships, corporations, or cooperatives duly organized under Philippine laws and 60% of their interest is owned by Filipinos 3. Joint venture (60% Filipino ownership or interest, in case of goods and consulting services; 75% ownership in case of infrastructure projects) 4. Foreign citizens, partnerships, corporations, cooperatives or associates under conditions specified in Section 23 of the Implementing

Guidelines of Republic Act 9184 Disqualification The bidder must NOT be related to the Secretary, the head of the Procuring Entity (also the Undersecretary for the Administration), members of the Bids and Awards Committee (BAC), the Technical Working Group (TWG), BAC Secretariat, the head of the end-user unit, and the project consultants, by consanguinity or affinity within the third civil degree.

On the part of the bidder, this rule shall apply to the following persons: (a) If the bidder is an individual or a sole proprietorship, to the bidder himself; (b) If the bidder is a partnership, to all of its officers and members; (c) If the bidder is a corporation, to all its officers, directors, and controlling stockholders; and (d) If the bidder is a joint venture, items (a), (b), or (c) shall correspondingly apply to each of the members of the said joint venture

123

Requirements:

Four (4) sets of the following documents, unless otherwise stated, placed in four (4) separately sealed packages, arranged accordingly in folders with labels/tabs:

• Company Profile stating the (i) name of the company, (ii) business address/es, (iii) e-mail address/es, (iv) telephone and fax numbers, (v)

current board of directors (for a corporation), current list of partners (partnership), current officers and/or operators (for single proprietorships and other entities), (vi) the year the business was established.

• Registration Certificate from the Securities and Exchange Commission (for corporations/partnerships), from the Department of Trade and Industry (for single proprietorships), or the Cooperative Development Authority (for cooperatives). The certificate must be a certified true copy issued by the appropriate government agency. Otherwise, the original certificate must be presented during the bid opening for examination of the BAC.

• Valid Mayor’s Permit issued by the city or municipality where the principal place of business of the prospective bidder is located. A certified true copy is required but the original must be presented for verification purposes.

• Accreditation/Membership Certificate or License issued by the proper government agency or organization to be determined by the BAC, depending on the nature of the project. If a copy is submitted, it should be certified as a true copy by the issuing government agency or organization.

• BIR Registration reflecting VAT tax registration. For copies certified by the bidder’s officers, the original must be presented during the bid opening for examination by the BAC.

• 2007 and 2008 Annual Income Tax Returns filed through EFPS, with a copy of EFPS enrolment of the bidder. If enrolment in the EPFS was made after the filing of the tax returns, the tax returns submitted by bidder must be duly stamped “received” by the BIR. The original certificate of enrolment must be presented for verification purposes.

• Audited Financial Statements for 2007 and 2008 duly stamped “received” by the BIR.

• Up- to- date Tax Clearance from the BIR (certified true copy by the BIR) to prove timely payment of taxes. Tax clearance must be valid for bidding purposes.

124

• Track Record for 2008 and 2009 showing a list of relevant completed and ongoing contracts, including contracts awarded but not yet started, and the amounts of the contracts. The bidder must have a single similar contract whose value must at least be fifty percent (50%) of the approved budget for the project. (For regular/expendable supplies, the value must at least be twenty five percent [25%] of the ABC). (Original signed by the appropriate officer of the bidder)

• Documentary proof that the (i) bidder has a paid up capital, or (ii) an existing long-term bank deposit, or (iii) a Credit Line from a universal or commercial bank, equivalent to at least thirty percent (30%) of the contract price. As proof of the paid up capital, bidder must submit its up-to-date GIS duly certified as a true copy by the SEC. As proof of bank deposit, an original bank certification must be submitted with a warranty that it shall not be pre-terminated until after thirty (30) days from the submission of the bid documents. If a credit line is submitted, it should state that it is valid until thirty (30) days after the award of the contract, if the bidder is awarded the contract.

• Names and specimen signature/s of authorized representative/s of the company. (Original)

• Notarized Statement that bidder is not barred from bidding by the Government or any of its agencies, offices, instrumentalities or corporations, including LGUs. (Original)

• Notarized Undertaking authorizing BAC or its authorized representatives to validate any documentary submission of bidder, including bank statements, and to conduct inspections of the bidder’s company premises. (Original)

• PhilGEPS accreditation. (Certified true copy of company officer but the original must be presented for verification)

• If applicable, a joint venture agreement duly notarized in case of foreign bidders not doing business in the Philippines.

125

How to Participate as Proponent/Bidder in the Public Bidding Activities

STEP

LOCATION

PROPONENT/BIDDER

SERVICE PROVIDER

DURATION PERSON

-IN- CHARGE

FEE

FORM

1

Advertisement

Newspaper of general circulation, PhilGEPS website, and DFA bulletin

board

n/a

Cause the publication and

posting of the invitation to bid

Published once;

Posted for 7 days

BAC Secretariat

n/a

n/a

2

Submission of Letter of Intent and Purchase

of Bid Documents

OLA, BAC Secretariat, 3rd Floor

Submits the Letter of Intent to Participate in the Public Bidding

and buys Bid Documents

Receive the Letter of Intent and Sell Bid Documents

Anytime from

Publication to the deadline for

Submission of Bid Documents

BAC Secretariat

Depends on the project

Business Letter

3 Pre-Bid

Conference

Board Lounge Room

or in any other location within the DFA, as may be

stated in the advertisement

Participate in the Conference

Discuss the eligibility

requirements and the technical and financial components of the

contract to be bid

Within 12 days

before deadline of submission of bids

BAC & TWG with Observers (COA,

PAGC, CBCP, MBC)

n/a

n/a

Write request for clarification

and/or make queries and submit to BAC

Respond to the request by issuing a Supplemental/Bid

Bulletin and post such bulletin on the PhilGEPS or the website

of the procuring entity

7 days before

deadline of submission

BAC

4 Submission

and Receipt of Bids

Board Lounge Room or in any other

location within the DFA, as may be


Submit the required eligibility requirements

Receive the sealed envelopes submitted by the proponent/bidder

Before the deadline for submission of Bid

Documents as specified in the advertisement

BAC Secretariat

As part of the technical

requirements, bid security equivalent

to 2% (if cash, cashier’s or

manager’s check, bank draft, or

irrevocable credit) or 5% (if surety

bond) of the ABC is required

4 sets of the Required

Documents in 4 sealed

envelopes arranged in folders with labels and

tabs

126

5 Opening and Evaluation of

Bids

Board Lounge Room or in any other

location within the DFA, as may be


Witness the opening of the envelopes

Open the bids and evaluate the eligibility of the proponents and

the completeness of the documents submitted

Within 7 days from receipt of proposals, in case of goods and

infrastructure projects

BAC & TWG with Observers (COA,

PAGC, CBCP, MBC)

n/a

n/a

Evaluates the bids

Within 21 days from

receipt in case of consulting services

6 Post-

Qualification of the Lowest

Bidder

Company premises of the lowest bidder, offices of relevant

government agencies, office s of clients/partners of

proponent/bidder, or such other places as

the BAC & TWG deems appropriate

Submit Post Qualification Documents

Check the submitted documents for authenticity and

accuracy

Within 7 days from determination of

Lowest Calculated/Highest

Rated Bid

BAC, TWG, and end-user with COA

representative

n/a

n/a

Ascertain the capability of

proponent/bidder to comply with the Terms of Reference (TOR)

of the project

7 Award of Contract

Newspaper of general circulation, PhilGEPS website, and DFA bulletin

board

Receives Notice of Award

Issues the Notice of Award

Within 7 days from Post Qualification

Head of Procuring Entity (HOPE)

issues the Notice upon

recommendation of BAC

5 OR 10% ( in case of cash,

cashier’s /manager’s check,

bank draft/guarantee, or irrevocable letter of credit), or 30% (in case of surety bond) of the ABC

n/a

Prepares Draft Contract for Execution between Bidder and

the Department

Posts of the Notice of Award

BAC transmits notice to qualifying bidder and posts

the same

8 Contract Signing

DFA premises

Signs contract and posts

performance security

Signs contract and issues

Notice to proceed

Within 15 days from

notice of award

HOPE and BAC

Secretariat

n/a

n/a

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