new attendance policies

POLICIES ON THE ATTENDANCE OF ADMINISTRATIVE EMPLOYEES

ANNEX A

POLICIES ON THE ATTENDANCE OF ADMINISTRATIVE EMPLOYEESOn Work Schedule and TimekeepingThe Universitys official work hours are Monday to Friday, from 8:30 AM to 5:30 PM, and Saturday, from 8:30 AM to 12:00 PM. All organizational units must be sufficiently staffed during these hours to maintain essential services to the University community and to facilitate coordination between units.

1. Recording of Time-In and Time-Out. All non-managerial administrative employees are required to swipe in and out to record their daily attendance and the hours they work per day.

2. Types of Work Schedule. Employees are required to render 8 hours of work on weekdays and 3.5 hours of work on Saturdays, or a total of 43.5 hours per workweek. Depending on the nature of their work and demands of their units operations, and upon the discretion of the superiors, employees may have the following work schedules:

a. Fixed work schedule or shift

b. Compressed work week

c. Flexible work schedule

3. Fixed work schedules or shifts. Following the official business hours of the University, employees are required to have work shifts from 8:30 AM to 5:30 PM on weekdays, and from 8:30 AM to 12:00 on Saturdays.Employees may change their official work schedule for educational reasons, when the operations of the unit require work shifts, or, in exceptional cases, to attend to personal obligations, provided that the revised schedule still preserves the 8-hour workday and 43.5-hour workweek. It must also maintain consistency of pattern each week i.e. one schedule for Mondays, one schedule for Tuesdays, and so on, and the work shift must be between 6:00am to 10pm.

4. Guidelines for changes in work schedules

a. Change of work schedule due to employees studies. A temporary change in work schedule may be established for an employee who is currently pursuing studies, provided that such a shift change is intended to permit him to attend his classes on time and that the change will not compromise the operations of the unit. It is the responsibility of the immediate superior to make certain the fact of the employees enrolment and class schedule. This request must be approved prior to implementation.b. Change of work schedule due to the demands of operations. The immediate superior may, upon approval of the unit head, modify an employees work schedule to address operational exigencies such as the need for longer office schedule (e.g. library services), the need to accommodate early morning or evening services, the need to meet a tight deadline for an important project or activity, the requirement for pre-event preparation or post-event wrapping up, and analogous cases. Supervisors are discouraged from modifying schedules if it will serve only to make allowances for tardiness. This request must be approved prior to implementation.c. Change of work schedule to due to personal obligations. Employees may, upon approval of the unit head, be allowed to change their work schedule to allow them to attend to important family or personal obligations. A permanent deviation from the official university working hours may also be requested after securing permission through a written memo, stating the reason for said request with approval from the unit head. This request must be approved prior to implementation.

d. Procedures to be observed when requesting for a change of work schedule.

i. Human Resource Management must be notified in writing of any changes in work schedule one (1) day before any change takes effect. If there are modifications to the shift, the same one-day-before rule applies.

ii. To avail of the shift change, a duly accomplished Request for Shift Change Form, approved by the immediate supervisor, must be submitted to HRM one (1) day before the effectivity. The form should contain the name of the requesting employee, start date and end date of the change of work schedule, the reason for the shift change, and the proposed work schedule.

5. Compressed work week. A compressed work week is an arrangement where an employee works 43.5 hours in a one week period, but compresses those hours into fewer workdays (i.e., less than 5.5 workdays). Although the shift results in the employees having to work for more than eight (8) hours on some or all workdays, work done beyond the 8th hour will not be compensable by overtime premium.

Under the compressed work week arrangement, an employee may start work no earlier 6:00am and end his shift no later than 10pm.

Consistent with Art. 87 of the Labor Code on the Compressed Work Week arrangement, a notarized waiver is needed and must be executed by the employee, before being allowed to have a compressed work week.

6. Flexible work schedule due to the demands of operations. If circumstances related to operations so demand, the immediate superior may allow an employee to follow a flexible work schedule (or flexi-time). A flexi-time work schedule affords the employee, within certain pre-defined limits, some latitude in determining the start and end of his 8-hour workday.

Under the flexi-time arrangement, an employee may start work no earlier than 6:00am and end his shift no later than 10pm.

7. Procedures to be observed when requesting for a flexi-time work schedule:

a. Request for flexi-time must be communicated in writing to HRM by the immediate supervisor. The request must indicate the justifications (relevant to the operations of the unit) for the request and the names of persons to whom the flexi-time will be applied. Upon receipt of the request, HRM consults the unit head and the ManCom member in-charge of the units oversight and determines the merit of the request. b. An evaluation of the aptness and necessity of the flexi-time work mode will be done by the immediate superior, in consultation with HRM, two months after its initiation, and will be the basis of the approval of the work schedule on a more permanent basis.

c. The consensus of the unit head, the Human Resource Manager and the ManCom member in-charge of oversight is needed to establish grounds for and approve change to flexi-time work schedule. d. HRM, upon concurrence of the unit head and the ManCom member in-charge of the units oversight may, at any time, revoke the approval of flexi-time if conditions no longer demand, or if disadvantages are found to outweigh the benefits of such arrangement.

On Tardiness and UndertimeAll managers and staff are expected to live punctuality at work. Punctuality is understood as being at the assigned work location at the start of ones shift, remaining at work until the scheduled end of the shift, unless excused by a supervisor, and leaving promptly at the end of the shift, unless the employee has been given advance permission from the supervisor to work past that shift.

Tardiness means failure to arrive on the designated start of the employees work schedule, while undertime means leaving early or leaving before the end of the employees work schedule.

Supervisors are responsible for instilling punctuality among their employees through internal controls and consistent supervision and reprimanding whenever necessary.

Guidelines:

1. Effect of tardiness and undertime. Corresponding per minute deductions are made against the employees salary for tardiness and undertime, based on the employees official time records.

2. When tardiness becomes actionable. A supervisor can initiate a disciplinary action against an employee for excessive tardiness. The following shall be considered as occurrences of excessive tardiness: (a) Incurrence of five (5) instances of arriving late for work for fifteen (15) minutes in a given month; or (b) Accumulation of 100 minutes of tardiness in a given month.

3. Who are deducted for tardiness and undertime. All non-supervisory staff will incur deductions in their pay if they report late for work or leave earlier than their official time.4. Request for undertime. Undertime is not allowed unless prior approval is secured from the immediate supervisor. It is within the discretion of the immediate supervisor to approve or disapprove a request for undertime subject to the following guidelines:

a. There is justifiable reason for the request;

b. The undertime will not prejudice the operations of the department

c. The under time does not necessitate the rendering of overtime work within the next three (3) working days.

d. The undertime does not exceed two (2) hours.

On Overtime, Night Differential and Time-Related BenefitsThe University does not encourage employees to work beyond their official work schedules nor to render excessive hours of work, considering their effect on the persons family responsibilities, non-work related commitments, and their health. Hence, overtime, nightshifts, work on holidays and rest days are not allowed except when absolutely necessary. It is the responsibility of the supervisor to plan and schedule work assignments so that these can be done within the employees regular work schedule.

1. Overtime Pay and Overtime Premium. a. Overtime is time worked beyond employees official work schedule. An employee becomes entitled to overtime premium for hours worked more than eight (8) hours in a given work day. Entitlement to overtime premium is based on the hours actually rendered for work and not on the employees work schedule.

b. If an employee renders over eight (8) hours of work on an ordinary day, he is paid an overtime premium of 125% of his hourly rate for every hour of work performed beyond his eighth hour. He is paid 130% of his hourly rate if he is required to work on a rest day or special holiday; he is paid 200% of his hourly rate for working on a regular holiday.

c. All non-supervisory employees whose daily attendance is monitored through the timekeeping system are entitled to overtime, night differential, holiday and rest day premium in accordance with this policy.

2. Night shift and night shift differential. Night shift is work performed between 10 PM and 6AM. It is paid a differential of ten percent (10%) on top of the equivalent hourly rate.

3. Work rendered on a Regular holidaya. A regular holiday is a day declared by the government to be such, and on which work is suspended by law. All full-time employees are deemed paid on such a day even if it is not worked. An additional 100% of the hourly rate is made for work performed on a regular holiday.

b. The regular holidays declared by the government are:

New Years day

January 1

Maundy Thursday

(movable date)

Good Friday

(movable date)

Araw ng Kagitingan

April 9

Labor Day

May 1

Independence Day

June 12

Benigno Aquino Day

August 21

National Heroes Day

last Sunday of August

Andres Bonifacio Day

November 30

Id-ul-Fitr

(movable date)

Christmas Day

December 25

Jose Rizal Day

December 30

4. Work rendered on Special Holidays

a. A special holiday is a day on which work is officially suspended by the local or national government, but such day is not in the list of Regular Holidays. It includes government declarations of work cancellation to commemorate a certain public occasion or event, or due to inclement weather, transport strikes, national emergencies and similar cases. An employee is deemed paid on such a day even if it is not worked. If it is worked, it is paid an additional 30% of the hourly rate.

b. The following are considered Special Holidays:

Pasig Day (Pasig area only)July 2

All Saints day

November 1

Public rest day

December 31

5. Work rendered on University holidays

a. A University holiday is a day on which work is officially suspended by the University, usually to commemorate significant milestones or events in the University. It does not include declarations of work cancellations due to inclement weather, transport strikes, national emergencies and similar cases. Employees are deemed paid on such a day even if it is not worked. If it is worked, it is paid an additional an additional 30% of the hourly rate.

b. Currently, the following are considered University holidays:Day after New Year s Day

January 2

Holy Wednesday

(movable date; half-day work)

Charter Day

June 26 (half-day work)

University Day

August 15 (half-day work)

Eve of All Saints Day

October 31 (half-day work)Eve of Christmas Day

December 24 (half-day work)

Day after Christmas day

December 26

6. Work done during a Rest day and rest day premiuma. Rest day refers to a day on which employees are not expected to render work (e.g. Sunday). Work rendered on a rest day is paid an additional 30% of the hourly rate.

b. Overtime premium is computed in accordance with this schedule:

Ordinary Day

Within 8 hours100.00%

In excess of 8 hours125.00%

Night Differential within 8 hours110.00%

Night Differential overtime137.50%

Cancellation of Work

Work rendered before cancellation of work but within 8 hours100.00%

Work rendered after cancellation of work but within 8 hours130.00%


Night Differential after cancellation of work but within 8 hours143.00%

Night Differential in excess of 8 hours185.90%

Saturday

Within 3.5 hours100.00%

In excess of 3.5 hours but within 8 hours130.00%


Night Differential within 3.5 hours110.00%

Night Differential in excess of 3.5 hours but within 8 hours143.00%

Night Differential in excess of 8 hours185.90%

Sunday or Special Holiday


In excess of 8 hours 169.00%



Sunday Day which is also a Special Holiday

Within 8 hours (or 3.5 hours if Saturday)150.00%

In excess of 8 hours (or 3.5 hours if Saturday)195.00%



Regular Holiday





Regular Holiday, which is also a rest day





c. Employees are not allowed to render overtime, have a nightshift, work on a holiday or rest day, or render any work outside of ones shift without the explicit consent of the immediate supervisor. Supervisors must establish and implement internal controls as may be necessary to ensure that the requirement for prior consent is observed and that the provisions of this policy are not abused. Supervisors reserve the discretion to decline a request for payment of overtime, nightshift, holiday, or rest day work if such is rendered without the prior approval or if it does not meet the terms of the units internal rules.

7. Filing of overtime work

a. To avail of overtime pay, night differential, and premium pay, an Overtime Payment Request Form must be submitted to HRM. It must indicate the start time and end time of the overtime work for which payment is being requested, and the purpose of the overtime. It must be signed by the requesting employee and approved by the immediate supervisor. The OT form must be submitted to HRM not later than the 1st day of the month immediately following the month when overtime work was rendered.

b. Overtime pay is normally included in the payroll that is given on the 13th day of the month (covering the 1st to 15th days of a month).

8. Meal allowance. Employees are entitled to a fixed amount of meal allowance upon rendering two (2) consecutive hours of overtime work, daily. Employees whose overtime work includes provision for meals (e.g., activities in which the employees are provided meals) are not entitled to file for meal allowance.

9. Paid leaves are hours worked. Paid leaves are considered hours worked for purposes of reckoning hours worked for overtime.

On LeavesThe University grants paid vacation and sick leaves to allow employees to take time off from work for rest, sickness, emergencies and other personal reasons without incurring deductions from their salaries. Sick leaves are used exclusively in case of sickness or similar condition, or any purpose incidental to sickness (e.g. bed rest, check-up). Vacation leaves are used for other purposes.

Employees are encouraged to take long breaks, preferably a minimum of one week-duration, as a means to revitalize energy needed in effectively performing professional duties. Supervisors are advised to coordinate with their staff in planning and scheduling such long leaves mindful of their unit or departments operational needs. 1. Eligibility. All regular administrative employees are entitled to paid vacation and sick leaves.2. Number of leaves. Eligible employees earn 15 days of vacation leaves and 15 days of sick leaves every June 1 of each year. However, employees who obtain entitlement for the leaves after June 1 earn the leaves on a monthly basis i.e. 1.25 days of vacation leaves and 1.25 days of sick leaves per month beginning on the first day of such entitlement. They begin to earn the full leave credits on June 1 following the date of their entitlement. 3. Filing of leaves. Paid vacation and sick leaves can be availed by filling out an online leave application from the UA&P Employees Portal. The leave application requires the approval of the immediate superior. In the leave application, the employee should give the reason for the leave and where the leave should be charged (vacation, sick, accumulated). It shall be the immediate supervisors responsibility to validate the reason for the leave so that it can be charged accordingly. Misrepresentation is considered an act against honesty and is dealt with accordingly.

If the reason for the leave is capable of anticipation (e.g. long vacation, personal or family activity), the request for the leave approval must be made at least two (2) working days before the intended date of leave. It is within the discretion of the immediate supervisor to disapprove a leave authorization in case of failure to submit the leave application within the prescribed period. If the employee proceeds with the leave without such authorization, such leave is considered absence without official leave (AWOL) and is deducted from the employees salary. It may be considered an act against diligence and will be dealt with accordingly.

If the reason for the leave is sudden or unexpected, and hence, cannot be anticipated, the leave must be submitted the day upon the employees return from the leave. It is the responsibility of the employee to immediately notify his immediate supervisor by way of a phone call or a text message (SMS) that he is not able to report for work. It is within the discretion of the immediate supervisor to disapprove a leave authorization in case of failure to submit the leave authorization forms within the prescribed period or in case of failure to make immediate notification. If the leave is disapproved, such leave is considered an absence without official leave (AWOL) and is deducted from the employees salary. The same is considered an act of lack of diligence and is dealt with accordingly.4. Floating Holiday Leave. Since they are not entitled to claim overtime pay, supervisors who are instructed to work on a holiday due for compelling reasons shall be entitled to floating

holiday leave which is equivalent to a vacation leave credit. To be valid, the holiday work must be approved by the immediate superior of the supervisor concerned.

5. Half-day leave. A half-day (0.5) day leave is that which does not exceed four (4) hours.

6. Effect of Work Suspension. In case of a University announcement of a work suspension (e.g. due to inclement weather, transport strike, etc), an employee who is on leave shall not incur deduction on his leave credit or deduction in salary as a result of the leave.7. Leave without pay. Employees are required to file a leave, whether or not he has leave credits available. Leaves that are filed when there are no leave credits available are considered leaves without pay (LWOP).

8. Accrual. A maximum of 7.5 days of unused vacation leaves and 7.5 days of unused sick leaves may be accrued to the following school year as accumulated leaves. Employees may accumulate up to 60 days of leaves. These leaves may be used for any reason.

9. Commutation to cash. A maximum of 7.5 days of unused vacation leaves and 7.5 days of unused sick leaves may be commuted to cash at the end of the school year. All administrative employees are entitled to leaves encashment, provided that their time records are complete and that they have dutifully filed their leaves during the school year. Members of the OPCOM and MANCOM cannot encash their unused leaves.

10. Interchangeability of leaves. An employee may use vacation leave credits in case of a sickness-related leave, or the sick leave credits, for leaves not related to sickness, provided that in the case of tapping into the vacation leaves, the employee has no more sick leave credits left, or in the case of tapping into the sick leaves, the employee has no more vacation leave credits left.

The number of vacation leaves drawn from sick leave credits shall be deducted from the employees allowance for encashable leaves.

11. Effect of resignation/termination. If an employee resigns or is separated in the middle of the school year, his leaves are prorated at 1.25 days of vacation leave and 1.25 days of sick leave for every month served from June 1 of the current school year. A maximum of 7.5 days of unused vacation leave and 7.5 days of unused sick leave credits may be commuted to cash and is credited in the last pay. Leaves taken in excess of the prorated number of leaves will result in corresponding deductions as negative leave credits in the employees last pay. 12. Terminal leave. Terminal leave is a leave taken immediately before the date of separation or resignation. As a general rule, terminal leaves are not allowed. This is to prevent possible difficulties in the handover of responsibilities. Unused leaves shall be encashed and included in the last pay. It is only in highly exceptional cases where an employee may be allowed to go on terminal leave. In such cases, it is within the discretion of the immediate supervisor to determine whether the unit or department can afford to allow the employee to go on terminal leave.

The overtime premium is computed using the following formula for the hourly rate:

Hourly Rate =Monthly Salary 30 days8 hours x percentage

Provision for a one-hour lunch break is normally made in the computation of OT work on Saturdays.

Hence, an employee who had filed a paid half-day leave and decided to come to work for the remaining half will be eligible for overtime premium, if he renders overtime work.

For purposes of this policy, supervisor shall mean first-line supervisor or person-in-charge of a group of subordinates and one who no longer is entitled to overtime pay. OPCOM and MANCOM members are exempted from this rule.

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