Republic .ie Philippines

DEPARTMENT OF TRANSPORTATION AND COMMUNICATIONSOFFICE OF THE SECRETARY

OFFICE ORDER NO. 2011- 20

To ALL OFFICIALS AND EMPLOYEESThis Department

Subject REVISED INTEGRATED POLICY ON TIME AND ATTENDANCEMONITORING, LEAVE ADMINISTRATION AND OTHER IMPORTANTAPPLICABLE RULES/POLICIES FOR THE EMPLOYEES OF THEDEPARTMENT OF TRANSPORTATION AND COMMUNICATIONS-CENTRAL OFFICE (DOTC-CO)

Date 29 April 2011

I. RATIONALE

1. Office Order No. 2009-142 dated 23 November 2009 was issued in order to update andenhance the full understanding and compliance with the rules and regulations set by theCivil Service Commission (CSC) and this Office on time monitoring and attendance,leave administration, and retirement.

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2. In view of the issuance of CSC Memorandum Circular Nos. 16, 17 and 25 all series of2010 re: Policies on Undertime, Half-Day Absence and Guidelines on the Availment ofSpecial Benefits for Women, respectively, it is imperative that the said Office Order mustbe amended for dissemination and implementation.

11. BASIC POLICIES

A. Responsibilities of the Concerned Offices:

1. All supervisors in this Department are hereby directed to disseminate, orient andimplement this policy to their respective staff. It is to be emphasized that, as they havethe primary jurisdiction over their staff, they shall monitor the daily whereabouts andattendance behaviors of their subordinates.

2. Likewise, all employees have the primary responsibility to know and to comply with allthe existing policies of CSC and this Department.

3. The Personnel Division shall monitor the monthly attendance of the employees basedon the verified/validated/signed Daily Time Records (DTRs) submitted by thesupervisors. Likewise, the Personnel Division shall submit a report of attendanceinfractions to the Legal Service, if any, for appropriate action.

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Office Order No. 2011- , Revised Integrated Policy 2on Time/Attendance Monitoring and Leave Administrationfor the DOTC-Central Office' employees

Ill. SPECIFIC ATTENDANCE POLICIES

A. OFFICE WORKING HOURS - RULE XVII, EO 292

1. All officials and employees of this Department shall render not less than eight (8)hours of work a day for five (5) days for a total of forty (40) hours a week, exclusiveof time for lunch. This number of hours or even beyond, when circumstances sowarrant, is required from all government officials or employees who are appointed topositions to perform specific functions, duties and responsibilities to serve the public.(Section 5)

2. Flexi-time starts from 7:00 am to 9:30 am and ends from 4:00 pm to 6:30 pm; thecore time is 9:30 am to 4:00 pm, except when there is Flag Ceremony. In the lattercase, the official time to be observed shall be:

• Flexi-Time for employees who arrived before 8:00 am; and• 8:00 am to 5:00 pm for employees who arrived at 8:00 am and beyond. Any fraction

of an hour after 8:00 am shall be considered tardiness.

3. Noon-break shall be from 12:00 nn to 1:00 pm.

B. USE OF BIOMETRIC BUNDY CLOCK (FINGERSCAN MACHINE)

1. All employees shall be required to key-in four (4) transactions in the biometric bundyclock (fingerscan machines). Failure to key-in four (4) times shall be considered asincomplete transaction except when an employee: is on official business; is ordered togo home due to illness; or opts to go undertime; or on a half day absence; or in othersimilar circumstances. However, for undertime or half day absence, deduction from theemployee's vacation leave credits or salary, whichever is applicable, shall beappropriately done.

2. If an employee has no transaction, or has only one (1) transaction which is notsupported by any document that he/she is on official business, he/she will be consideredabsent.

3. The supervisor's initialls shall validate the handwritten time entries in the Daily TimeRecord (DTR) in case of missing and/or incomplete transactions.

4. Employees who failed to transact with the biometric/mechanical bundy clock duringnoon-break shall be considered half-day absence.

5. For the conduct of official business in the morning and after 1:00 pm, employeesshall no longer be required to key-in and key-out in the Fingerscan Machine, their time of

Office Order No. 2011- , Revised Integrated Policy 3on Time/Attendance Monitoring and Leave Administrationfor the DOTC-Central Office' employees

arrival and departure, respectively, to avoid error on time computation as the Gate Passwill cover their time entries during the period.

C. EXEMPTIONS FROM THE USE OF THE BIOMETRIC BUNDY CLOCK (FINGERSCANMACHINE)

1. Employees having difficulty in using the biometric bundy clock, as verified by thePersonnel Division, shall be allowed to use the mechanical bundy clock.

2. Drivers and close-in-security personnel who are assigned to Presidential Appointeesshall register their time entries in the biometric bundy clock when their supervisors areabsent, on leave or on travel (locally or abroad). The time entries from the computer-generated DTRs being released by the Personnel Division shall be transferred to theBundy/Time Card (yellow DTR) for the supervisor's signature.

Their DTRs shall be included in the transmittal of DTRs of the concerned Official's staffto the Personnel Division within the first seven (7) working days of the succeedingmonth.

D. DAILY TIME RECORD (DTR)

DTR is the basis of the employees' attendance and the updating of monthly leavecredits/earnings.

The employee and the supervisor's signatures signify their assent and/or attestation tothe time entries in the DTR.

1. Presidential Appointees, from Directors up, are covered by Department Order No.2009-26 dated 09 July 2009. (Annex "B")

2. Falsification or irregularities in the keeping of time records such as punching of DTRsfor somebody else is a violation of the basic policy which constitutes dishonesty and/ormisconduct, and will render the guilty officer or employee administratively liable withoutprejudice to criminal prosecution as the circumstances warrant. (Sec. 4, Rule XVII, EO292, as amended)

3. Under normal conditions, the Personnel Division officially transmits all printed DTRs toall concerned offices/supervisors every 3rd working day of the month.

4. Likewise, supervisors shall officially transmit the complete Personnel copy of the dulyinitialed/signed DTRs to the Personnel Division within the t= working day of everymonth. The other copy of the DTR shall be retained by the concerned employee forhis/her personal file.

Office Order No. 2011- , Revised Integrated Policy 4on Time/Attendance Monitoring and Leave Administrationfor the DOTC-Central Office' employees

5. Partial official transmittal of the Divisions'/Offices' DTRs may be allowed to comply withthe submission deadline i.e. when the employee is on leave or on travel; provided that, itshall be accompanied by written explanation.

Late/non-submission of duly signed DTRs is a violation of CSC/Office rules andregulations.

E. DOTC-ACTION CENTER PERSONNEL

1. In order to have an objective, fair, and systematic monitoring of attendance, the DOTC-Action Center personnel who are on shifting schedules shall only be required to havetwo (2) fingerscan transactions, as follows:

1st shift2nd shift3rd shiftAdditional shift

6:00 am to 2:00 pm2:00 pm to 10:00 pm

10:00 pm to 6:00 pm8:00 am to 5:00 pm

2. Any single transaction that is not supported by Gate Pass or Travel/Mission Order shallbe treated as absent.

3. If changes in shifting schedules become imperative, the Head of Action Center shallrequest the Secretary or his duly designated representative for the approval of newshifting schedules of personnel. Changes in shifts shall not exceed once every six (6)months and the duration shall not be less than three (3) months to give time for re-programming the Time Monitoring System of this Department.

F. REASSIGNEDIDETAILED/SECONDED EMPLOYEES

Definition of Terms:

Reassignment is the movement of an employee across the organizational structurewithin the same department of agency, which does not involve a reduction in rank, statusor salary.

Detail is the temporary movement of an employee from one department or agency toanother which does not involve a reduction in rank, status or salary.

Secondment is the movement of an employee from one department or agency toanother which is temporary in nature and which mayor may not require the issuance ofan appointment which may either involve increase in compensation and benefits.

1. DOTC-CO employee/s including PMO personnel who are reassigned or detailed orseconded to other Agencies/Offices shall follow the attendance and leave administrationpolicies of the receiving agency.

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Hence, the receiving Agency shall transmit to the Personnel Division, this Department,the verified/validated/signed DTRs of the said employee/s, within the first seven (7)working days of the succeeding month.

2. Likewise, employees from DOTe PMOs and other Agencies who are detailed orseconded to this Department shall follow the attendance and leave administrationpolicies of this Department and shall use the biometric bundy clock (fingerscan machine)in recording their daily attendance.

Hence, the duly signed DTRs including the Certification of Service of the peGuniformed personnel detailed in this Department should be transmitted back to thePersonnel Division within the first seven (7) working days of the succeeding monthfor official transmittal to their mother agencies.

3. Therefore, for guidance and/or other necessary personnel actions, all employees of thisDepartment, including PMO personnel, who are reassigned or detailed or seconded toother Agencies and vice-versa, must immediately inform the PersonnelDivision/Section, that he/she has already reported for work for record purposes.

G. GATE PASS AND TRAVEL/MISSION ORDER

1. Supervisors are responsible in monitoring the whereabouts of their respective staff.Likewise, any employee who leaves his/her office, either for personal or official reasonsshould secure permission from the immediate supervisor. (Office Order No. 61 dated 07December 1984)

2. They shall submit a Gate PasslTravellMission Order to the Personnel Division, prior toattendance to official or personal business to enable the said Division to adjustaccordingly their attendance records.

3. The conduct of official business without the Gate PasslTravellMission Order shall bededucted from the employees' vacation leave credits unless initialed/justified by theconcerned supervisor.

4. Advance/provisional copy of the gate pass may be submitted to the PersonnelDivision if the principal or alternate signatory is not available.

5. Gate Pass is applicable only for one (1) day regardless of the duration and/or start/endtime of the business, except when warranted.

6. Conduct of Official Business (OB) within Metro Manila and places near Metro Manilafor one (1) day duration shall be treated as official; hence, should be supported by GatePass. Beyond these areas, travel order is required.

7. The duration for the conduct of personal business shall be deducted from theemployees' vacation leave credits.

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Office Order No. 2011- , Revised Integrated Policy 6on Time/Attendance Monitoring and Leave Administrationfor the DOTC-Central Office' employees

8. Supervisors may allow their staff to go on official business on account of medicalconsultation, renewal of licenses/permits of CPAs, Engineers, Lawyers, MedicalPractitioners and Drivers whose Position Items are under the DOTC-CO Plantilla ofPersonnel, and which should not be more than half-day absence from work, excepton meritorious cases, provided that gate passes have been submitted beforeconducting such business. (Gate Pass Form ADM-A-05, Important Reminders)

Likewise, employees who are required to attend court hearings are allowed to go onofficial business every time they present a copy of their respective summons.

9. Upon their return however, employees shall submit to the Personnel Division any of thefollowing proofs:

a) For medical consultation - copy of the Medical Certificate from the attendingphysician indicating therein the Tax Identification Number, PTR No.,Hospital/Clinic Name, Address and Telephone Number; or Medical prescriptionof the attending physician in his/her own stationery letterhead; or Laboratoryresults, and

b) For renewal of license/permit - copy of License/Permit

Non-submission of any of these proofs shall be a ground for deduction from thevacation leave credits.

10. The General Services Division's Record Section shall furnish the Personnel Divisionwith a copy of the employee/s' travel/mission order.

11. The Human Resource Development Division shall provide the Personnel Division withrecord of attendance to trainings/seminars/conferences which were conducted/facilitatedby the said Division for the timely adjustment of employee/s' attendance in the TimeMonitoring System.

12. Mission Order shall only be issued by the concerned official/offices for activities whichare confidential in nature.

H. ATTENDANCE INFRACTIONS

H.1 TARDINESS/UNDERTIME

1. Tardiness is defined as the failure of an employee to arrive at a time set, lack ofpunctuality, or not arriving on time. This definition inevitably implies that an officer oremployee may, in one working day, incur tardiness twice: one in the morning andanother in the afternoon. (CSC Resolution No. 000970 dated 07 April 2000,Carmelita P. Yadao-Guno)

Office Order No. 2011- , Revised Integrated Policy 7on Time/Attendance Monitoring and Leave Administrationfor the DOTC-Central Office' employees

2. Undertime is defined as working time that is less than the full time or the requiredminimum. It is the act of leaving the office/workplace before the prescribed time orthat which is specified by this Department, or the act of rendering services for lessthan the required eight (8) hours of work. However, an employee who incurs anundertime cannot be considered tardy. (CSC Resolution No. 000970 dated 07April 2000, Carmelita P Yadao-Guno)

3. Tardiness and undertime are two (2) entirely different concepts that cannot beinterchanged. They are counted separately, and/or may be jointly, depending on themanner the employee committed attendance infractions in a particular day. Anyincidence of tardiness and/or undertime will be counted against him/her.

4. As an illustration, if an employee reports for work at 9:30 am, then he must renderservice up to 6:30 pm. However, should an employee report for work after 9:30 am,he/she shall then be considered tardy. Should an employee leave the office before6:30 pm, he/she shall be considered on undertime. If the attendance infractionhappens in just one (1) day, the employee will have one (1) count for tardiness andanother count for undertime. (CSC Resolution No. 000970 dated 07 April 2000,Carmelita P. Yadao-Guno)

5. An employee may be twice tardy and/or undertime in a given working day. Toillustrate, if an employee arrives at 9:31 am then keys in his/her going-out time a fewminutes before 12:00 am, then reports back at 1:01 pm and leaves the office before6:30 pm, he will have two (2) counts of tardiness and two (2) counts of undertime - atotal of four (4) attendance infractions in just one day. (CSC Resolution No. 000970dated 07 April 2000, Carmelita P. Yadao-Guno)

6. Tardiness and undertimes shall be deducted from vacation leave credits and shallnot be charged against sick leave credits, unless the undertime is for health reasonssupported by medical certificate and application for leave. (CSC MC No. 41, s. 1998)

7. Habitual Tardiness is an attendance infraction wherein officers and employeesincur tardiness and/or undertime, regardless of the number of minutes per day, ten(10) times a month for at least two (2) consecutive months during the year. orfor at least two (2) months in a semester, which shall be subject to disciplinarysanctions. (CSC-MC No. 34, s. 1998)*

8. CSC Memorandum Circular No. 16 s. 2010 dated 06 August 2010 on undertimeshall be implemented due to the inimical effect of undertime to public service, to wit:

8.1 Any officer or employee who incurs undertime, regardless of the number ofminutes/hours, ten (10) times a month for at least two months in a semestershall be liable for Simple Misconduct and/or Conduct Prejudicial to the BestInterest of the Service, as the case maybe; and

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8.2 Any Officer or employee who incurs undertime, regardless of the number ofminutes/hours, ten (10) times a month for at least two (2) consecutive monthsduring the year shall be liable for Simple Misconduct and/or ConductPrejudicial to the Best Interest of the Service, as the case may be.

9. Offsetting of tardiness or absences by working for an equivalent number of minutesor hours by which an officer or employee has been tardy or absent, beyond theregular or approved working hours of the employee concerned, shall not be allowed.(Section 9, Rule XVII, Omnibus Rules Implementing Book V of EO 292)

H.2 HALF DAY ABSENCE

1. Pursuant to CSC Memorandum Circular No. 17 s. 2010, the guidelines for half dayabsence are as follows:

1.1 Any officer or employee who is absent in the morning is considered to betardy and is subject to the provisions on Habitual Tardiness; and

1.2 Any officer or employee who is absent in the afternoon is considered to haveincurred undertime, subject to the provisions of Undertime.

IV. LEAVE OF ABSENCE (RULE XVI, EO 292, AS AMENDED BY CSC MC No. 41, s.1998 and CSC MC No. 14, s. 1999)

Definition of Terms:

Leave of Absence is generally defined as a right granted to officials and employees notto report for work with or without pay as may be provided by law and as the rulesprescribe in Rule XVI of EO 292.

Unauthorized leave is being absent from work despite prior disapproval of the leaveapplication.

Unfiled Leave refers to the employee's absence from work without filing the necessaryleave application as required under the CSC rules.

Late submission of leave application is the failure of employees to submit their leaveapplications within the allowable period of filing/submission.

Unfiled/late filed/submitted leave is considered as unauthorized leave and theperiod of absence shall be deducted from the salary. It is also considered violationsof CSC rules; thus, subject to disciplinary action.

Office Order No. 2011- , Revised Integrated Policy 9on Time/Attendance Monitoring and Leave Administrationfor the DOTC-Central Office' employees

IV.1 BASIC POLICIES

1. For scheduled leave of absence, Office Clearance is required for thirty (30)calendar days or more to be submitted prior to leave together with the leaveapplication (CSC MC No. 41, s. 1998 and Department Order No. 2009-27).

Therefore, applications for Clearance should be filed at least one (1) month inadvance of the effective date of leave.

2. Employees of this Department who render work during the prescribed office hoursare entitled to fifteen (15) days vacation leave and fifteen (15) days sick leaveannually with full pay, exclusive of Saturdays, Sundays and public holidays, withoutlimitation as to the number of days of vacation and sick leave accumulated.

3. Whenever employees go on leave of absence, they are required to file their leaveapplications using CSC Form No. 6 which was already installed in the computerunits of every office/division/unit and should be fully accomplished in duplicate-original copies.

4. The concerned employee shall see to it that his/her leave application has beenapproved by his/her supervisor, and submitted within the allowable period to thePersonnel Division.

5. The procedures in the filing, processing, and approval of leave applications, are asfollows:

Leave of Absence within the Philippines

5.1 Employees shall fully accomplish CSC Form No. 6 (Leave Application Form)in two (2) original copies.

5.2 The supervisor recommends the approval or disapproval of the application.

5.3 The authorized official approves the application following the rules ondelineation of functions/delegation of authority.

5.4 The Personnel Division processes the application, particularly thecertification as to leave balance.

5.5 A copy of the processed application is released to the employee concernedevery end of the month which shall serve as reference in monitoring theirleave credits. The other one is retained at the Personnel Division for file.

Further, for employees' guidance, the Personnel Division shall release the annualleave credits at the end of January every year.

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Leave of Absence outside the Philippines (Personal Travel Abroad)

5.6 Follow the Procedures under 5.1 to 5.2

5.7 After the concerned supervisor has recommended/signed the leaveapplication, the concerned employee shall release the same to the PersonnelDivision for the certification as to leave balance.

5.8 After which, the Personnel Division shall release it to the Human ResourceDevelopment Division (HRDD) for the processing of Travel Authority/Orderfor signature of the Secretary or his duly authorized representative.

5.9 The HRDD shall release the approved leave application to the PersonnelDivision for the Leave Folder File and for the employee's copy.

6. An employee who is continuously absent without approved leave for at leastthirty (30) working days shall be considered on absence without official leave(AWOL) and shall be separated from the service or dropped from the rolls withoutprior notice. He/she shall, however, be informed at his/her address appearing onhis/her 201 files of his/her separation from the service, not later than five (5) daysfrom its effectivity. (Section 63, CSC MC No. 41, s. 1998 as amended by CSCResolution No. 070631 dated 10 May 2007)

7. However, when it is clear under the prevailing circumstances that the official oremployee concerned, has established a scheme to circumvent the rule by incurringsubstantial absences though less than thirty (30) working days 3 x in a semester,such that a pattern is already apparent, dropping from the rolls without notice maylikewise be justified. (CSC MC No. 13, s. 2007)

7.1 If the number of unauthorized absences incurred is less than thirty (30)working days, a written Return-to-Work Order shall be served to him/her athis/her last known address on record. Failure on his/her part to report forwork within the period stated in the Order shall be a valid ground to drophim/her from the rolls. (Section 63, CSC MC No. 41, s. 1998 as amended byCSC Resolution No. 070631 dated 10 May 2007)

8. Failure of the employee to report for work after the expiration of one (1) year leaveshall consider him/her automatically separated from the service. (Sec. 62, CSC MCNo. 42, s. 1998)

9. Employees who are granted extension of service upon reaching their compulsoryretirement age will earn leave credits only when such benefit is specifically providedfor in the CSC Resolution.

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10. For absences due to fortuitous events such as death in the family, illness andcalamities, the concerned employees shall inform their immediate supervisors andthe Personnel Division about their absences, for monitoring/record purposes.

11. Whenever the application for leave of absence is not acted upon by the dulyauthorized official/signatory within five (5) working days after receipt thereof, theapplication for leave of absence is deemed approved. (Sec. 49, Rule XVI, EO 292)

The concerned employee has the responsibility to follow-up with his/hersupervisor, the action taken to his/her leave application.

12. An employee shall be considered habitually absent if he/she incurs unauthorizedabsences exceeding the allowable 2.5 days monthly leave credit for at least three(3) months in a semester or at least three (3) consecutive months in a year. Incase of claim of ill health, the validity of such claim shall be verified and theapplication for sick leave shall be disapproved if the reasons given are notsatisfactory. [Section 22 (q), Rule XIV of EO 292 as amended by CSC ResolutionNo. 98-1395 dated 08 June 1998]

13. An employee who is absent without approved leave shall not be entitled to receivehis/her salary corresponding to the period of his/her unauthorized leave ofabsence pursuant to Section 50 of Rule XVI of EO 292. It is understood; however,that his absence shall no longer be deducted from his/her accumulated leavecredits.

The Personnel Division shall continue the submission of monthly report on salarydeduction, restoration to and cancellation from the Payroll to the Treasury Division.

The concerned employee who was cancelled from the Payroll due to Leave WithoutPay has the responsibility to submit the documentary requirements i.e. copies ofsigned DTR, approved Leave Application and Office Clearance, if applicable,directly to the Treasury Division to facilitate the payment of salary throughVoucher and for subsequent restoration to the Payroll.

14. A provisional copy of the leave application may be submitted to the PersonnelDivision, if the approving authority is not available at the time of filing.

15. Supervisors shall officially report their staff with prolonged sudden absences of atleast five (5) working days to the Personnel Division, for notification, monitoring andrecord purposes, to avoid any incidence of overpayment of salaries in case theemployee has no more leave to his credit.

Supervisors' failure to report such absences is a violation of reasonable CSC/Officerules and regulations.

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16. Loafing or frequent unauthorized absences from duty during regular office hoursis punishable under Section 22 (q) of Rule XIV, as amended by CSC Resolution No.98-1395 dated 08 June 1998. As such, supervisors are required to monitor thewhereabouts of their subordinates and report cases of loafing to the Legal Service,through the Personnel Division, for appropriate disciplinary action.

17. Where an official or an employee fails to report for work on a regular day for whichsuspension of work is declared after the start of regular working hours, he/she shallnot be considered absent for the whole day. Instead, he/she shall only be deductedleave credits or the amount corresponding to the time when official working hoursstart up to the time the suspension of work is announced. (Sec. 32, Rule XVI, EO292)

IV.2 TYPES OF LEAVE

A. SICK LEAVE

1. Sick leave is granted only on account of sickness or disability of the employee or anymember of his family (parents, brothers, sisters, children, legal spouse, and evenhouse help who are living with the employee). (Section 54, CSC MC No. 41, s. 1998)

2. If sickness, disability or health risk afflicts an employee while at work, theDepartment Physician shall respond to the emergency call and personallyattend to the employee wherever he/she may be within the office premises toprovide the necessary treatment and/or to accompany the employee to the hospital,if warranted.

3. Approved sick leave application submitted to the Personnel Division later than the6th working day shall be deducted from his/her salary.

4. Medical Certificate is required for leave of absence in excess of five (5) days.(Section 16, Rule XVI of EO 292)

5. For scheduled operation and/or advice to rest due to employee's illness, theleave application shall be submitted prior to the effectivity of such leave, to besupported by a Medical Certificate issued by the attending physician indicatingtherein the License Number, Name of Hospital/Clinic Address, Telephone Number,Tax Identification Number, duly noted by the Department Physician.

6. If the patient is anyone of the immediate members of the family only the patient'sMedical Certificate issued by the attending physician is required. (Rule XVI, OmnibusRules Implementing Book V of EO 292, Section 21, Special Leave privileges)

7. Upon return of the concerned employee to work, a medical clearance from theattending physician that he/she is fit to work should be submitted to the DepartmentPhysician for notation. Afterwards, he/she shall submit it to the Personnel Division

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for record purposes. No employee shall be allowed to report for work withoutmedical clearance and the concerned supervisor shall enforce thisrequirement at all times.

8. An employee who would be recommended by the Department Physician/ supervisorto go home due to sudden illness shall be issued a certification that he/she isexcused from work for the day. The same shall be submitted to the PersonnelDivision so that his/her absence shall not be deducted from the leave balance. Thesaid employee shall strictly adhere to the certification issued.

9. If the employee's abnormal health condition persists/worsens, necessitatingprolonged absence/rest, he/she shall notify the Department Physician, his/hersupervisor, and the Personnel Division of his/her absence and shall file thenecessary leave application upon return to work.

10. For communicable diseases, based on the diagnosis/recommendation of theattending physician and/or this Department's Physician, the concerned employeeshall not be allowed to report for work by the supervisor concerned and shallundergo self-quarantine for the duration of his/her illness to protect the otheremployees.

The concerned supervisor shall see to it that the Physician's instruction is strictlyfollowed by the employee.

B. VACATION LEAVE

1. Vacation Leave refers to leave of absence granted to officials and employees forpersonal reasons, the approval of which is contingent upon the necessities of theservice. (Section 52, CSC MC No. 41, s. 1998)

2. Application for vacation leave of absence for one (1) full day or more shall besubmitted on the prescribed form for action by the proper head of agency or his dulyauthorized representative pursuant to the rules on delineation of functions/delegationof authority five (5) days in advance, whenever possible, of the effective date ofsuch leave. (Section 51, CSC MC No. 41, s. 1998)

3. Leave of absence without pay for any reason other than illness shall not becounted as part of the actual service rendered: Provided, that in computing thelength of service of an employee paid on a daily wage basis, Saturdays, Sundays orholidays occurring within a period of service shall be considered as service althoughhe did not receive pay on those days inasmuch as his/her service was not thenrequired. (Section 28, par. 2 of CSC MC No. 41, s. 1998).

Hence, vacation leave without pay is considered a gap in the service.

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The term "actual service" refers to the period of continuous service since theappointment of the official or employee concerned, including the period or periodscovered by a previously approved leave with pay.

4. For purposes of computing the length of service for the grant of Step Increment,approved vacation leave without pay for an aggregate of fifteen (15) days shall notinterrupt the continuity of the three (3) years service requirement for the grant of StepIncrement. (Section 60, CSC MC No. 41 s. 1998)

5. However, if the total number of authorized vacation leave without pay included withinthe three-year period exceeds fifteen (15) days, the grant of Step Increment will onlybe delayed for the same number of days that an official/employee was absentwithout pay. (Section 60, CSC MC No. 41 s. 1998/0ffice Order No. 2001-81, Item Ill,Par. 2 - Clarification on the Rules, Procedures and Criterion on the Grant of StepIncrement)

6. For the grant of Loyalty Award, an employee, who incurred an aggregate of notmore than 50 days authorized vacation leave without pay within the 10-year period,shall be considered as having rendered continuous service. (CSC MC NO. 6, s.2002)

7. In the same way, an employee who incurred an aggregate of not more than 25 daysauthorized vacation leave without pay within the 5-year period may qualify for the 5-year milestone loyalty award. (CSC MC No. 6, s. 2002)

8. If the total number of authorized vacation leave without pay exceeds fifty (50) daysfor the 10-year period and twenty (25) days for the 5-year period, the grant of LoyaltyAward will also be delayed for the same number of days that an employee wasabsent without pay.

C. FIVE (5) DAYS FORCED/MANDATORY LEAVE (CSC MC No. 41, s. 1998)

1. All employees with ten (10) days or more vacation leave credits shall be required togo on vacation leave whether continuous or intermittent for a minimum of five (5)working days annually. Availment or enjoyment of such leave shall be covered bythe following conditions:

1.1 Pursuant to the delegation/delineation of functions/authorities, and in theexigency of the service, the Secretary may cancel any previously scheduledleave.

1.2 The forced leave shall be forfeited if not taken during the year. However,if the Secretary cancelled the scheduled leave in the exigency of the service,the same shall no longer be deducted from the total accumulated vacationleave.

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1.3 Retirement or resignation from the service in a particular year withoutcompleting the calendar year does not warrant forfeiture of thecorresponding leave credits of concerned employees who opted not to availof the five-day mandatory vacation leave.

1.4 Those with accumulated vacation leave of less than ten (10) days shall havethe option to go on forced leave or not. However, officials and employeeswith accumulated vacation leave of fifteen (15) days who availed ofmonetization for ten (10) days resulting in five (5) days vacation leave, underSection 22 hereof, shall still be required to go on forced leave.

1.5 Forced Leave is only good for five (5) days; hence, applications beyond thisnumber shall be automatically deducted from Vacation Leave credits.

1.6 Filing of application for Forced Leave shall be made in advance, wheneverapplicable.

D. SPECIAL PRIVILEGE LEAVE (SPL) - CSC MC NO. 41, s. 1998

1. Special Privilege Leave refers to leave of absence which officials and employeesmay avail of for a maximum of three (3) days annually over and above thevacation, sick, maternity, solo parent and paternity leaves to mark special milestonesand/or attend to filial and domestic responsibilities.

2. SPL may be availed of for three (3) days, which may be on a staggered basis, forpurposes of attending to filial obligations, personal milestones, calamity, accident,etc.

3. SPL is non-cumulative and non-convertible to cash.

4. The application should be filed five (5) days prior to availment.

5. SPL on emergency cases shall be filed within the day upon return to work, and thesupervisor/office should be informed of the reason for availing such leave.

6. SPL is only good for three (3) days; thus, applications beyond this number shall beautomatically deducted from the Vacation Leave credits.

E. MATERNITY LEAVE - RULE I, CSC MC NO. 41, s. 1998

1. Maternity Leave refers to leave of absence granted to a female governmentemployee legally entitled thereto, in addition to vacation and sick leave, to extend theworking mother some measures of financial help and to provide her a period of restand recuperatio I in connection with her pregnancy.

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2. Every woman, whether married or unmarried, may be granted maternity leave formore than once a year in every instance of pregnancy, irrespective of its frequency.This may be granted based on the following:

2.1 Those who have an aggregate of two (2) or more years of service will begranted sixty (60) days leave.

2.2 Those who have rendered one (1) year or more but less than two (2) years ofservice, the computation of which shall be in proportion with the length ofservice.

2.3 Those with less than 1 year of service shall be entitled to sixty (60) daysleave with half payor 1 month salary.

2.4 It may also be granted on the following conditions:

• If the delivery occurred not more than fifteen (15) calendar days after theemployees' termination from the service;

• Even if she is on an extended leave of absence without pay; and,

• Even if she has a pending administrative case (Sections 13 to 18).

2.5 Filing of leave application shall be one (1) week prior to maternity leave andthe documents to be submitted to the Personnel Division shall include:

• Approved Leave Application• Certification as to the expected delivery by her respective Obstetrician

Gynecologist duly noted by the Department Physician• In case of miscarriage, a copy of the pathological report shall be

submitted following the aforecited procedure, but filing may be uponreturn to work

3. The concerned employee shall coordinate with the Property Utilization andDisposal Division, this Department, on her accountabilities pursuant to DepartmentOrder No. 2009-27 - Clearance Policy.

4. An employee may report back to work prior to the expiration of her maternity leaveand shall be paid for her services, subject to the submission of completedocumentary requirements, to wit:

4.1 written request to return to work4.2 recall order issued by the concerned Service Director, as recommended by

the concerned supervisor4.3 medical certificate/clearance that she is physically fit to work duly noted by the

Department PiySiCian

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5. The concerned supervisor/employee will forward these documents to the PersonnelDivision for record and attendance monitoring purposes, and for coordination withthe Treasury Division.

F. PATERNITY LEAVE - SECTIONS 19-20, CSC MC NO. 41, s. 1998

1. Every married male employee is entitled to paternity leave of seven (7) workingdays for each of the first (4) deliveries of his legitimate spouse.

2. It shall be non-cumulative and strictly non-convertible to cash and may beenjoyed within one (1) month in a continuous or staggered manner before, during, orafter delivery, or in case of miscarriage.

3. The leave application should be filed five (5) days before the actual leave of absenceor within the day upon return to work with the following documents:

• Marriage Contract• Birth Certificate of the New Born Child• Medical Certificate duly signed by the attending physician/midwife showing the

actual date of delivery or miscarriage to be submitted following the aboveprocedure.

G. PARENTAL LEAVE - REPUBLIC ACT NO. 8972 (SOLO PARENT ACT), CSCRESOLUTION NO. 040284 (IRR) and CSC MC NO. 8, s. 2004

1. Parental Leave is granted to a parent who has the sole custody and responsibility ofthe child and who has rendered at least one (1) year of service regardless ofemployment status.

2. It shall be non-convertible to cash and non-cumulative, and the application shallbe filed five (5) days before the leave. In case of emergency however, it shall befiled within the day upon return to work.

3. In order to avail of the Parental Leave, the solo parent shall submit to the PersonnelDivision the Solo Parent Identification Card or Certification issued/validated bythe Department of Social Welfare and Development within the month of Januaryevery year. Non-submission of the Identification Card or Certification thereofshall render the concerned employee disqualified to avail of such leave.

4. However, photocopies of Authenticated Birth Certificate and adoption papers, in caseof adoption, shall be submitted only once for every child.

5. The Personnel Division shall keep records of the solo parent-employees and shallensure that their ID cards and supporting documents are up-to-date.

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H. REHABILITATION LEAVE FOR JOB-RELATED INJURIES - SECTION 55, CSCMC NO. 41, s. 1998 and CSC-DBM JOINT CIRCULAR NO. 1, s. 2006

1. Rehabilitation Leave may be granted to all employees for disability on account ofinjuries sustained while in the performance of duty.

2. It is non-cumulative and non-commutative or non-convertible to cash.

3. Injuries from accidents that occurred while the officials or employees are going towork and/or going home from work are not considered sustained while in theperformance of official duties.

4. The duration, frequency and terms of availing this leave shall be based on therecommendation of the medical authority i.e. may be half day basis, intermittentschedule or less than six (6) months, but not to exceed six (6) months and his/herabsences shall not be deducted from the sick and vacation leave credits.

A written concurrence of a government physician shall be obtained relative to therecommendation for rehabilitation, if the attending physician is a private practitioner,particularly on the period of rehabilitation.The concerned employee shall secure a medical certificate which reflects theintermittent schedule, if required, to be submitted to the Department Physician fornotation and submission to the Personnel Division for record purposes.

5. Officials and employees under rehabilitation leave shall receive their salary andregular benefits mandated by law, such as Personnel Economic Relief Allowance,Additional Compensation, year-end bonus and cash gift.

5.1 They are not entitled, however, to benefits and privileges that are enjoyedbased on the actual performance of duties of the positions such asRepresentation and Transportation Allowances (RATA).

5.2 Claimants are entitled to reimbursement for first-aid expenses, preferably ingovernment facilities. Reimbursement is subject to the availability of fundsand shall not exceed P5,000.OO, unless expenditures beyond the saidamount are necessary as certified by medical authorities and approved by theSecretary. First aid refers to the basic medical treatment immediately givento a person hurt in an accident.

5.3 Procedures/Application for Entitlement - The immediate supervisor shallassist the concerned staff on the matter of documentation to facilitate theapproval of the application.

5.3.1 Application shall be made through a letter supported by relevantreport, i.e. police report, if any, and medical certificate on the nature of

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the injury, the course of treatment involved and the need to undergorest, recuperation and rehabilitation as the case may be.

5.3.2 The employee or any member of his/her family shall first make a letterof application, together with the prescribed leave application (CSCForm 6), and shall submit the same to the Department Physicianwithin one (1) week from the time of the accident, except whenlonger period is warranted.

5.3.3 Rehabilitation Leave application for more than thirty (30) days shall besupported with the Office Clearance.

5.3.4 The Department Physician shall immediately evaluate and submit herrecommendation to the Secretary through the Personnel Division.The latter shall transmit the same to the Secretary through theconcerned officials.

5.3.5 Submission of request with incomplete documents shall warrant denialof the grant of benefits.

5.3.6 Upon approval/disapproval by the Secretary, the documents shall bereleased to the Personnel Division for further processing/action.

I. TEN (10) DAYS LEAVE - REPUBLIC ACT NO. 9262 (VIOLENCE AGAINSTWOMEN AND THEIR CHILDREN ACT OF 2004) and CSC RESOLUTION NO.051206

1. Violence is any act or series of acts committed by any person against a woman whois his wife, former wife, or against a woman with whom the person has or had asexual or dating relationship, or with whom he has a common child, or against herchild whether legitimate or illegitimate, within or outside the family abode, whichresults in, or is likely to result in, physical, sexual, psychological harm or suffering, oreconomic abuse including threats or such acts, battery, assault, coercion,harassment or arbitrary deprivation of liberty. It includes, but is not limited to, theacts enumerated in Section 3 of RA 9262.

2. Any woman employee in the government service, regardless of employment statusand/or whose child is a victim of violence and whose age is below eighteen (18) orabove eighteen (18), but unable to take care of himself/herself, is entitled to avail ofthe ten (10) days leave. It may be on a continuous or intermittent manner to coverthe days that she has to attend to medical and legal concerns.

3. It is non-cumulative and non-commutative.

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4. Whenever applicable, it should be filed before the actual leave of absence orimmediately upon the employee's return, accompanied by the following documentaryrequirements:

4.1 Barangay Protection Order (BPO);

4.2 Temporary/Permanent Protection Order (TPO or PPO) obtained from thecourt;

4.3 If Protection Order is not yet issued by the Barangay or the Court, acertification issued by the Punong Barangay or Prosecutor or the Clerk ofCourt that the application for BPO, TPO, or PPO has been filed with the saidOffice shall be sufficient to support the application for the ten (10) days leave;and

4.4 In the absence of the BPO, TPO, PPO or the certification, a Police Reportspecifying the details of the occurrence of violence on the victim and amedical certificate may be considered at the discretion of the immediatesupervisor of the woman employee concerned.

J. SPECIAL LEAVE BENEFITS FOR WOMEN - REPUBLIC ACT NO. 9710, MAGNACARTA OF WOMEN AND CSC MEMORANDUM CIRCULAR NO. 25 s. 2010

1. Any female public sector employee, regardless of age and civil status, shall beentitled to special leave of a maximum of two (2) months with full pay based on hergross monthly compensation, provided she has rendered at least six (6) monthsaggregate service in any or various government agencies for the last twelve (12)months prior to undergoing surgery for gynecological disorders.

2. The special leave may be availed for every instance of gynecological disorderrequiring surgery for a maximum period of two (2) months per year.

3. The availment of the said special leave benefits shall be in accordance with theGuidelines' List of Surgical Operations for Gynecological Disorders - Annex "A" asprovided for under CSC MC No. 25 which reflects the estimated periods ofrecuperation from surgery due to the specific gynecological disorder.

4. Other Surgical Operations for Gynecological Disorders which are not found in Annex"A" of the Guidelines may be allowed subject to certification of a competent medicalauthority and submission of duly approved application for leave (CSC Form No. 6).

5. The earned leave credits may be used for preparatory procedures and/orconfinement prior to surgery. Moreover, should the period of recuperation after thesurgery exceed two (2) months, the female/employee may use her earned sickleave credits for the same. If the sick leave credits have been exhausted, the

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vacation leave credits may be used pursuant to Section 56 of the Omnibus Rules onLeave.

6. This special leave benefit is non-cumulative and not convertible to cash.

7. Procedure for the availment of the Special Benefits for Women:

7.1 The application for the special leave benefit shall be made through the CSCForm No. 6 signed by the employee and duly approved by the proper signingauthorities.

7.2 The CSC Form No. 6 shall be accompanied by a medical certificate filledout by the proper medical authorities, e.g. attending surgeon accompanied bya clinical summary reflecting the gynecological disorder which shall beaddressed or was addressed by the said surgery; the hispathological report;the operative technique used for the surgery; the duration of the surgeryincluding the peri-operative period (period of confinement around surgery); aswell as the employee's estimated period of recuperation for the same.

7.3 The application for the special leave benefits may be applied in advance, thatis, at least five (5) days prior to the scheduled date of the gynecologicalsurgery that will be undergone by the employee. The rest of the requirementsshall be attached to the medical certificate upon the employees return towork.

This advance notice would give the proper authorities ample time and meansto prevent disruption of the operations of work unit during the absence of theemployee and to address the exigency of the services of the office.

7.4 In instances when a qualified female employee undergoes an emergencysurgical procedures, the said leave application shall be filed immediatelyupon the employee's return from such leave together with the requireddocuments.

7.5 Upon the employee's return to work, she shall also present a medicalcertificate signed by her attending surgeon that she is physically fit toassume the duties of her position.

K. STUDY LEAVE - covered by Department Order No. 2009-29 dated 11 September2009. (Annex "e")

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L. MONETIZATION OF LEAVE CREDITS - SECTIONS 22 to 24, RULE I, CSC MCNO. 41, S. 1998

1. Monetization refers to payment in advance, under prescribed limits and subject tospecified terms and conditions, of the money value of leave credits of anemployee upon his request without actually going on leave.

2. Officials and employees in the career and non-career service who haveaccumulated fifteen (15) days of vacation leave credits shall be allowed tomonetize a minimum of ten (10) days: Provided, that at least five (5) days isretained after monetization, and provided further that a maximum of thirty (30)days may be monetized in a given year

3. All employees are given the option to choose the number of days they want tomonetize in a given year, based on the criteria set by the CSC, but only onerequest for monetization per-employee-per-year will be granted. Thepayment shall be made twice a year: applications received from January toJune will be paid by July, and those from July to December will be paid bythe end of December, subject to the availability of funds.

Employees, shall submit their applications not later than the 15th of June forthe 1st semester applications, and by end of November for the 2nd semesterapplications to give ample time for the Personnel and Treasury Divisions toprocess all applications.

Beyond this period, all applications for monetization shall be fully justified andrecommended by the concerned supervisor, and shall be subject to theavailability of funds.

4. Additional conditions in the grant of the monetization of leave credits:

4.1 Filing of Forced Leave application shall still be required even if the leavebalance is less than ten (10) days.

4.2 50% monetization is allowed and is chargeable to vacation and sick leavebalances (Sec. 23, Rule XVI, EO 292). Vacation Leave however shouldfirst be exhausted before utilizing the Sick Leave, and therequest/application shall be subject to the approval of the Secretary.

M. TRANSFER OF LEAVE CREDITS - SECTION 47, CSC MC NO. 41, s. 1998

1. When an employee transfers from one government agency to another, he/she caneither have his/her accumulated vacation and/or sick leave credits commuted ortransferred to his/her new agency.

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2. The second option can be exercised as a matter of right only by an employee whodoes not have gaps in his/her service. However, a gap of not more than onemonth may be allowed provided the same is not due to his fault.

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

N. TERMINAL LEAVE

1. Terminal leave refers to the money value of the total accumulated leave credits ofan employee based on the highest salary rate received prior to or upon retirementdate/voluntary separation.

2. The Personnel Division shall submit the Terminal Leave credits to the TreasuryDivision for processing/payment thereof, only upon submission of the followingdocuments:

The Applicant-employee:

• Terminal Leave Application• GSIS and Office Clearance• Latest Statement of Assets, Liabilities and Net Worth

The Personnel Division shall provide the following:

• Updated Service Record• Leave Computation Card/Sheet• Copy of latest Appointment• Copy of latest Notice of Salary Adjustment

3. The request/claim for payment of Terminal Leave benefits must be done withinten (10) years from the date of separation from the service; otherwise, the sameshall be forfeited. (Sec. 38, CSC MC No. 41 s. 1998)

V. OTHER POLICIES:

A. APPLICATION FOR LOAN

1. In the availment of/application for loans whether at the Government ServiceInsurance System, Land Bank of the Philippines, PAG-IBIG, etc., the applicant-employee shall fully comply with all the existing guidelines/conditions anddocumentary requirements particularly when utilization of leave credits is required.

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B. REQUIREMENTS FOR SPECIFIC CASES:

1. Orders/Resolutions/Decisions

The Legal Service, after having served the Order/Resolution/Decision to thesuspended/dismissed employee/s, shall officially transmit copies thereof to thePersonnel Division for record purposes and for coordination with the TreasuryDivision.

2. Suspension or Leave of Absence Without Pay

The concerned employee, after his/her suspension or leave of absence without pay,must inform the Personnel Division that he/she has already reported for work tofacilitate the recommendation for restoration to the Payroll by the Treasury Division,and for record purposes.

Further, it shall be his/her responsibility to submit to the Treasury Division, thefollowing documents for the processing of his/her salary claim through Voucher:

• Signed DTR• Office Clearance, if applicable• Medical Certificate in case of Sick Leave• Copy of Order/Resolution/Decision

3. Optional/Compulsory Retirees

All retirees, upon receipt of the Notice to Retiree, are advised to comply with thepreparation/submission of documentary requirements to facilitate the release ofclaim/benefits.

4. Transferred/Resigned Employees

Employees who transferred to other government Agencies or resigned from theservice are likewise advised to prepare/submit the documentary requirements uponreceipt of the authority to transfer or acceptance of resignation, to facilitate thetransfer of records and/or processing of claim/benefits.

C. OFFICE CLEARANCE

Strict compliance with Department Order No. 2009-27 on the guidelines in thesubmission/processing of Office Clearance is hereby reiterated. The original copyof the Office Clearance shall be submitted to the Personnel Division as anattachment to the terminal leave credits for submission to the Treasury Division. Acopy shall be retained at the Personnel Division's Leave Folders which shall be thebasis for the turnover of the 201 file for the retiree's safekeeping, pursuant to CSC

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Resolution No. 070881, CSC MC No. 8, s. 2007, and Department Order No. 2007-35, all pertaining to the management of 201/120 Files.

VI. REPEALING CLAUSE

All issuances inconsistent herewith are hereby amended and/or superseded accordingly.

VII. EFFECTIVITY

This Order shall take effect immediately.

For your guidance and strict compliance.

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DOTC-OSEC OUTGOING 11.00736Legal Basis:

Omnibus Rules on LeaveExecutive Order No. 292Various CSC Resolutions