payroll & attendance division · accomplishment report, submit the report to the chrmd officer...
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PAYROLL & ATTENDANCE DIVISION
ATTENDANCE MONITORING
Note: If Payroll is processing, NO access to the system can be made. This will affect the duration of the service.
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1
Inquire on the transaction in the Finger scan; submit locators slip; submit daily time record (non-finger scan employees)
Received and encode the date and time indicated in the Employee's Locator Slip;
30 minutes
Paul M. Jimenez Admin Officer II; Noel T. Vargas Admin. Asst. V
Locator Form (QF/CHRMD/C001)
check if there are absences in the submitted DTR and report to the payroll processor
2 days
Paul M. Jimenez Admin Officer II; Noel T. Vargas Admin. Asst. V
DTR; Summary of Attendance
2
Segregate DTR submitted by the Department (non-finger scan); prepare report on absences; prepare a list of employees who failed to submit DTR for holding of salaries
4 days Paul M. Jimenez Admin Officer II
DTR; Hold Salary (Stub) (QF/CHRMD/C003)
3
Download the transactions on all finger scan units to the system; post all encoded transactions: Official Business, Leave Application, and Overtime Application; Process, review and verify printed DTR versus Reports on summary of late/under time and absences
1 day
Johnwin B. Landicho Admin. Officer II Paul M. Jimenez Admin Officer II; Noel T. Vargas Admin. Asst. V
Locator Form (QF/CHRMD/C001); DTR; Summary of Attendance
4 Process DTR of biometrics and non-biometrics every cut-off period
1 day
Paul M. Jimenez Admin. Officer II
Johnwin B. Landicho Admin. Officer II Noel B. Vargas
Admin Assistant II
SALARIES AND OTHER ADJUSTMENTS
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE
FORMS
1
Submit request letter for Salary adjustment; attached all necessary documents Verify the adjustment/s 5 minutes
Paul M. Jimenez Admin. Officer II
Johnwin B. Landicho
Admin. Officer II Noel T. Vargas
Admin. Assistant V
Letter Request; Salary Adjustment Form
2 Check if all the requirements are complete and valid 5 minutes
Paul M. Jimenez Admin. Officer II
Johnwin B. Landicho
Admin. Officer II Noel T. Vargas
Admin. Assistant V
Letter Request; Salary Adjustment Form
3 Prepare Adjustments Form reflecting the amount of computation 15 minutes
Paul M. Jimenez Admin. Officer II
Johnwin B. Landicho
Admin. Officer II Noel T. Vargas
Admin. Assistant V Adjustment Form
4 Endorse to the CHRMD Head for approval of the adjustments 2 minutes
Paul M. Jimenez Admin. Officer II
Johnwin B. Landicho
Admin. Officer II Noel T. Vargas
Admin. Assistant V -
5
Determine if adjustments are for voucher preparation or for adjustment next payday: 1 minute
Paul M. Jimenez Admin. Officer II
Johnwin B. Landicho
Admin. Officer II Noel T. Vargas
Admin. Assistant V -
a. For voucher preparation, if the amount of adjustment is more than P 1,000.00; prepare the ALOBS and voucher for Salary Adjustments and then attached all the requirements for signature of the City CHRMD Officer 5 minutes
Jonah F. Solicito Sr. Admin. Assistant II
ALOBS/Voucher/Salary Adjustment Form
b. For adjustment next payday- if the amount is less than P1,000.00; indicate the adjustment details at Payroll advices logbook to reflect the adjustments next payday 5 minutes
Jonah F. Solicito Sr. Admin. Assistant II
Payroll Advice Logbook
6 Approve the request arbitrary
Atty. Roderick B. Tagnia/Head
CHRMD -
7 Process the request Arbitrary City Budget Office
PAYROLL
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1
Forward the list of newly hired, resigned, retired, deceased, transferred, terminated, and promoted employees; advices on salary differential of promoted/demoted employees 1 hour
Jonah F. Solicito Sr. Admin. Officer II
Required documents based on Personnel Action
2
Advice on Health care loans, allowances, adjustments of salaries, absences without pay, abuloy for the deceased employees, deductions of different loans, verifies summary of attendance regarding leave of absences 1 day
Paul M. Jimenez Admin. Officer II
Johnwin B. Landicho Admin. Officer II Noel T. Vargas
Admin. Assistant V
Required documents based on Personnel Action
3 Forward the list of employees with loans/share/insurance 1 day
Jonah F. Solicito Sr. Admin. Officer II
Loan, Insurance, Share Contribution List
4
Receive all the advices from different divisions/departments/agencies; Encodes, updates, and/or deducts according to the advices; Print bank transaction, and report on absences, adjustment, and zero transaction; Forward the printout payroll, payslip, and bank transaction in the City Accounting Office 2 days
Jonah F. Solicito Sr. Admin. Assistant
II Johnwin B. Landicho
Admin. Officer II Paul M. Jimenez Admin. Officer II Noel T. Vargas
Admin. Assistant II
Payroll advice logbook; Payroll summary and Journal
Payroll processing, Fixing negatives, balancing and printing of payroll summary and journal 1 day
Jonah F. Solicito Sr. Admin. Assistant
II Payroll summary and journal
Printing of payslip and endorsing to the frontline 1 day
Noel T. Vargas Sr. Admin Assistant II
Paul M. Jimenez Admin. Officer II Payslip
5 Receive the printout payroll and bank transaction 30 minutes Accounting Office
Payroll summary and journal; Bank Letter
For receiving and checking of DTR and payroll processing of job order employees
1 day
Jonah F. Solicito Sr. Admin. Assistant II/ Noel T. Vargas Admin. Assistant V
Payroll in excel format
Endorse the payroll of job order employees to the CHRMD Head for approval 5 mins
Atty. Roderick B. Tagnia/CHRMD Head
Endorse the approved payroll of job order for budgeting arbitrary
Office of the City Budget Officer
Payroll in excel format
For receiving and checking of DTR and payroll processing of Hazard Pay of DAPCO, CHO, CITY VET For receiving, checking and processing of Payroll of RATA of qualified employees 1 day
Jonah F. Solicito Sr. Admin. Officer II Johnwin B. Landicho Admin. Officer II
Payroll in excel format
Endorse the payroll of hazard pay and rata to the CHRMD head for approval 5 mins
Atty. Roderick B. Tagnia/CHRMD head
Endorse the approved payroll of hazard pay and rata for budgeting Arbitrary
Office of the City Budget Officer
Payroll in excel format
ADMINISTRATIVE DIVISION
RECEIVING OF DOCUMENTS
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Forward the document Receive the documents; sort and log the documents
Every 4 hours
Princess M. Fuentes Admin Assistant I
Received Documents; Encode to :TRACKER
Liwanag Z. Pacifico
Admin Officer I
2
Forward the documents to the City CHRMD Officer (for documents that need disposition) For regular documents (such DTRs, Leave Application, Locator) forward to respective division
15 minutes
Princess M. Fuentes Admin Assistant I
Liwanag Z. Pacifico
Admin Officer I
Received Documents
3
Attend to the request of the documents, forward to respective division and attached necessary notes or actions
5 minutes Liwanag Z. Pacifico
Admin Officer I Routing Slip (QF/CHRMD/A001)
4
Log and sort the documents and take necessary actions, once done notify/forward to the requesting party or for 201 file
1 hour Liwanag Z. Pacifico
Admin Officer I Received Documents; Encode to :TRACKER
REQUEST FOR SERVICE RECORD
STEP APPLICANT/ CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON-IN- CHARGE FORMS
1 Client request in logbook Review logbook request 15 minutes Alfred Jondoc Jr
Senior Admin Asst II Request Logbook (CHRMD:A-logrsr/CD:3)
2 Prepare and process the Service Record; forward to the CHRMD Officer for signature
30 minutes Alfred Jondoc Jr
Senior Admin Asst II
3 Sign the Service record Arbitrary
Atty. Roderick B. Tagnia
City Government Dept. Head II
4 Collect requested documents Released to requesting employee 5 minutes
Princess M. Fuentes Admin Assistant I
Liwanag Z. Pacifico
Admin Officer I
REQUEST FOR CERTIFICATE OF EMPLOYMENT
STEP APPLICANT/ CLIENT SERVICE PROVIDER DURATION
OF ACTIVITY/ TIME FRAME
PERSON-IN- CHARGE FORMS
1 Client request in logbook Review logbook request 15 minutes Alfred C. Jandoc
Senior Admin Asst. II
Request Logbook (CHRMD:A-logrcoe/CD:4)
2 Prepare the Certificate of Employment; forward to the CHRMD Officer for signature
30 minutes Alfred C. Jandoc
Senior Admin Asst. II
3 Sign the Certificate of Employment Arbitrary
Atty .Roderick B. Tagnia
City Gov’t Dept Head-CHRMD
4 Collect requested documents
Record documents in the logbook and release to requesting employee 5 minutes
Princess M. Fuentes Admin Assistant I
Liwanag Z. Pacifico
Admin Officer I
Request Logbook (CHRMD:A-logrcoe/CD:4)
CAREER DEVELOPMENT AND ADVANCEMENT DIVISION Conducting Seminars
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Prepare and submit list of participants recommended for seminars 1 day
Angeline C. Membreve/ Admin Assistant I
Proposed letter for seminar
2
Review the proposed seminar and request for Budget Recommendation from GAD Program Director and Mayor's approval on schedule of seminars arbitrary
Ron James Ortiz/ Admin Officer I
Proposed letter for seminar
3
Set the schedule, and prepare the interdepartmental memorandum informing the employees who will be included on the seminar 1 day
Angeline C. Membreve/ Admin Assistant I
Schedule form; Memorandum
4
Dissemination of Memorandum per Department/ Offices 2 days
Angeline C. Membreve/ Admin Assistant I
Memorandum
4
Encode and print the necessary letters; prepare the materials, visual aids, and other training kits; coordinate with the venues and the speakers; and prepare the program 3 days
Angeline C. Membreve/ Admin Assistant I
Ron James Ortiz/ Admin Officer I Christine Noemi P. Santos / Admin
Assistant I
Program List; Visual Aids and training kits
5 Attends the seminar
Facilitate the program, distribute and collect the Pre and Post Test Questionnaire and Answer Sheet, Training Evaluation Form and Learning Application Plan Form
Depends on Training Hours
Angeline C. Membreve/ Admin Assistant I
Ron James Ortiz/ Admin Officer I Christine Noemi P. Santos / Admin
Assistant I
Pre and Post Test Questionnaire and Answer Sheet, Training Evaluation Form and Learning Application Plan Form
6
Prepare the Certificate of Attendance, then forward to Gad Office and Mayor's Office for signature 1 day
Angeline C. Membreve/ Admin Assistant I Certificate of Attendance
7 Sign the certificate of attendance arbitrary
Hon. Jaime R. Fresnedi / City Mayor
Ms. Catherine Mary R. Biazon / GAD Chairperson and Program
Director Certificate of Attendance
8 Receives the Certificate Assist the CHRMD Officer in awarding the certificates arbitrary
Angeline C. Membreve/ Admin Assistant I
Ron James Ortiz/ Admin Officer I Christine Noemi P. Santos / Admin
Assistant I Certificate of Attendance
9 Secure duplicate copies of the certificates for filling 1 day
Angeline C. Membreve/ Admin Assistant I
Certificate of Attendance
10
Prepare the Documentation and Accomplishment report, submit the report to the CHRMD Officer 1 day
Angeline C. Membreve/ Admin Assistant I
Christine Noemi P. Santos / Admin Assistant I
Documentation and Accomplishment Report
Application for On-The-Job Training
STEP APPLICANT/CLIENT SERVICE PROVIDER
DURATION OF ACTIVITY/ TIME
FRAME PERSON -IN-CHARGE FORMS
1 Inquires about the requirements
Interview and refer applicant to appropriate office/s; gives requirements 1 hour
Christine Noemi P. Santos / Admin Assistant I
Letter request from school , 2 resume with 2x2 photos, Waiver for OJT secured fr Legal Office for 18 yrs old and above, for minors, parents must execute the waiver, Performance appraisal form from school, Time Card
2
Submit request letter of student / applicant, as well as the requirements
Check the submitted requirements, prepare the letter of endorsement for the office or department that needs OJT 1 day
Christine Noemi P. Santos / Admin Assistant I
Endorsement Letter; OJT Requirements
3
Endorse the OJT to the Department Head, secure receive copy of the endorsement letter as well as the requirements for file 1 hour
Christine Noemi P. Santos / Admin Assistant I
Endorsement Letter
4 Completion of the number of hours required
Confirm the completion of hours required arbitrary
Officer whom the OJT has render service Completion Form
5
Check the DTR, prepare the Certificate of Completion then forward to the Dept Head for signature 1 day
Christine Noemi P. Santos / Admin Assistant I
DTR; Certificate of Completion
6 Sign the Certificate of Completion arbitrary
Atty. Roderick B. Tagnia/ Department Head II - CHRMD
Evaluation form; Certificate of Completion
7
Give the Certificate of Completion and secure a copy for filling 30 minutes
Christine Noemi P. Santos / Admin Assistant I
Certificate of Completion
BENEFITS AND WELFARE DIVISION
HOSPITALIZATION REIMBURSEMENTS
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1
Submit request letter for Reimbursement with attachments to CHO
Scan and analyze the request, once approved by CHO Head forward the Endorsement to Mayor's Office arbitrary
Ma. Teresa Tuliao, MD CHO Head
Request Letter; Medical Certificate; Abstract; Statement of Hospital Bill; Original receipt; Charge Ticket; Medical Prescription
2 Sign and approve the endorsement, Forward to the CHRMD arbitrary
Hon. Jaime R. Fresnedi/ City Mayor Endorsement Form
3
Check the status of employees as well as their legal dependent; make sure all the requirements are complete and valid 30 minutes
Alfred C. Jandoc Senior Admin Asst. II
201 File/ Birth, Marriage Contract
4 Compute the total cost of the hospitalization expenses 30 minutes
Alfred C. Jandoc Senior Admin Asst. II Original Receipt with signature
5
Verify/Update in the record of the Hospital expenses (database) cover if benefits does not exceed the allowable amount 1 hour
Alfred C. Jandoc Senior Admin Asst. II
Healthcare Database
6
If ok then time to prepares the Obligation Request, Voucher for reimbursements and attached all the requirements 30 minutes
Alfred C. Jandoc Senior Admin Asst. II
OBR/Voucher
7 Review and verify the processed documents; Endorse to the CHRMD Officer for approval 30 minutes
Alfred C. Jandoc Senior Admin Asst. II
OBR/Voucher/ HealthCare Documents
8 Approve the request 1 day Atty.Roderick B. Tagnia /
Department Head-CHRMD -
9
Photocopy Obligation Request, voucher and all requirements for reimbursement plus the endorsement form signed by CHO
Release the documents using the reimbursement logbook; give instruction to the receiving person to provide 3 copies each for Obligation Request, vouchers and 2 copies each for other remaining documents, plus the endorsement form signed by the CHO-Head, secure one copy for CHRMD file then proceed to City Budget for processing. arbitrary
Alfred C. Jandoc Senior Admin Asst. II
Endorsement Form; OBR/Voucher
10 Proceed documents to Budget Office Process the request arbitrary City Budget Office
OBR/Voucher/ HealthCare Documents
11 Mark the number on the Reimbursements Logbook and file the document in 201 file 1 day
Alfred C. Jandoc Senior Admin Asst. II Reimbursement Logbook
DEATH BENEFITS
A. Deceased person is the employee
a.1 Health Care Funeral and Burial Benefits
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Claimant to request for benefit
Review the employee's 201 file if the benefit has not yet been claimed 1 day
Alfred C. Jandoc Senior Admin Asst. II Death Certificate; Birth or
Marriage Contract
2 Check if all the requirements are complete and valid 30 minutes
Alfred C. Jandoc Senior Admin Asst. II
Death Certificate; Birth or Marriage contract; Funeral Service Contract; Original receipt
3
Verify with the Payroll Master if the employee is still active in the roll and advices the necessary adjustments, if there's any 1 hour
Alfred C. Jandoc Senior Admin Asst. II
4 Verify the identify of the claimant base on the employee's 201 file 1 hour
Alfred C. Jandoc Senior Admin Asst. II Birth or Marriage Contract
5
Prepare the Obligation Request and Voucher for Health care Death Benefits with the claimant's name on it and attached all the requirements for signing of the CHRMD Officer 1 day
Alfred C. Jandoc Senior Admin Asst. II
OBR/Voucher
6 Review and verify the processed documents for endorsement to the CHRMD Officer's approval 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
OBR/Voucher/ Required documents
7 Approve the request 1 day Atty.Roderick B. Tagnia /
Department Head-CHRMD -
8
Photocopy Obligation Request, voucher and all requirements for claims
Release the documents using the Death Benefits logbook; give instruction to the receiving person to provide 3 copies each for ALOBS, vouchers and 2 copies each for other remaining documents, secure one copy for CHRMD file then proceed to City Budget for processing. 30 minutes
Alfred C. Jandoc Senior Admin Asst. II
OBR/Voucher/ Required documents
9 Process the request arbitrary City Budget Office -
10
Mark the number or name on the Death Benefits Logbook and file the document in the 201 file 1 day
Alfred C. Jandoc Senior Admin Asst. II
Death Benefits Logbook
a.2 City Government Employee's Funeral Assistance ("ABULOY")
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Claimant to request for benefit
Review the employee's 201 file if the benefit has not yet been claimed 1 hour
Alfred C. Jandoc Senior Admin Asst. II
Death Certificate; Birth or Marriage Contract
2 Check if all the requirements are complete and valid 30 minutes
Alfred C. Jandoc Senior Admin Asst. II
Death Certificate; Birth or Marriage contract; Funeral Service Contract; Original receipt
3
Verify with the Payroll Master on when will the "abuloy" be deducted from the payroll, as the Payroll master should write the paydate on the Death Certificate 1 hour
Alfred C. Jandoc Senior Admin Asst. II
-
4 Verify the identity of the claimant base on the employee's 201 file 1 hour
Alfred C. Jandoc Senior Admin Asst. II Birth or Marriage Contract
5
Prepare the Certificate for "abuloy" wherein it is named after the claimant and attaches all the requirements forsigning of the City Persoonel Officer 1 day
Alfred C. Jandoc Senior Admin Asst. II
Abuloy Certification
6 Review and verify the processed documents for endorsement to the CHRMD Officer's approval 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
Certifcation/ Required documents
7 Approve the request 1 day Atty.Roderick B. Tagnia /
Department Head-CHRMD -
8 Photocopy all the requirements for claims
Release the documents using the Death Benefits logbook; instructs the receiving person to provide one copy foreach of the documents for 201 file and the original copy to be forwarded to the City Accounting Office 30 minutes
Alfred C. Jandoc Senior Admin Asst. II Abuloy Certification
9 Process the request arbitrary Accounting Office Abuloy Certification/ Voucher
10 Mark the number on the Death Benefits Logbook and file the document in the 201 file 1 day
Alfred C. Jandoc Senior Admin Asst. II Death Benefits Logbook
B. Deceased person is a dependent of the Employee
b.1 Health Care Death Benefits
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Request for benefit Review the employee's 201 file if the benefit has not yet been claimed 1 hour
Alfred C. Jandoc Senior Admin Asst. II
Death Certificate; Birth or Marriage Contract
2 Check if all the requirements are complete and valid 30 minutes
Alfred C. Jandoc Senior Admin Asst. II
Death Certificate; Birth or Marriage contract; Funeral Service Contract; Original receipt
3 Verify if the claimed dependent is declared in the Personal Data Sheet in the 201 file 1 hour
Alfred C. Jandoc Senior Admin Asst. II -
4
Prepare the ALOBS and Voucher for Health Care Death Benefits with the Claimant's name and attached all the requirements for signing of the CHRMD Officer 1 day
Alfred C. Jandoc Senior Admin Asst. II Birth or Marriage Contract
5 Review and verify the processed documents, endorses to the CHRMD Officer for approval 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
OBR /Voucher/ Required documents
6 Approve the request 1 day Atty.Roderick B. Tagnia /
Department Head-CHRMD -
7 Photocopy OBR, voucher and all requirements for claims
Release the documents using the Death Benefits logbook; give instruction to the receiving person to provide 3 copies each for OBR, vouchers and 2 copies each for other remaining documents, secure one copy for CHRMD file then proceed to City Budget for processing. 30 minutes
Alfred C. Jandoc Senior Admin Asst. II
OBR/Voucher/ Required documents
8 Process the request arbitrary City Budget Office -
9
Mark the number or name on the Death Benefits Logbook and file the document in the 201 file 1 day
Alfred C. Jandoc Senior Admin Asst. II Death Benefits Logbook
CLOTHING ALLOWANCE
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Request for Clothing Allowance
Review the employee's 201 file if the benefit has not yet been claimed 1 hour
Jonah F. Solicito Sr. Admin. Assistant II Request Letter
2
Check the hiring date of the employee if he/she has served for a minimum period of six months and still active in the current payroll and/or Appointment or Contract of Service will be renewed. 30 minutes
Jonah F. Solicito Sr. Admin. Assistant II Appointment Paper
3
Verify with the copy of the Clothing Allowance Payroll in the current year if the name of the requested party is not included in the list 1 hour
Jonah F. Solicito Sr. Admin. Assistant II Clothing Payroll Journal
4
If not in the list, prepare the ALOBS and Voucher for Clothing Allowance and attached all the requirements 1 day
Jonah F. Solicito Sr. Admin. Assistant II
OBR /Voucher; Appointment; Payroll Journal
5 Review and verify the processed documents for endorsement to the CHRMD Officer's approval 30 minutes
Jonah F. Solicito Sr. Admin. Assistant II
OBR /Voucher; Appointment; Payroll Journal
6 Approve the request 1 day Atty.Roderick B. Tagnia /
Department Head-CHRMD -
7 Photocopy OBR, voucher and all requirements
Release the documents using the Clothing Allowance logbook; give instruction to the receiving person to provide 3 copies each for OBR, vouchers and 2 copies each for other remaining documents, secure one copy for CHRMD file then proceed to City Budget for processing. 30 minutes
Jonah F. Solicito Sr. Admin. Assistant II
OBR /Voucher; Appointment; Payroll Journal
8 Process the request arbitrary City Budget Office ALOBS/Voucher; Appointment; Payroll Journal
9
Mark the number or name on Clothing Allowance Logbook and file the document in the 201 file 1 day
Jonah F. Solicito Sr. Admin. Assistant II Clothing Logbook
CERTIFICATE OF CLEARANCE
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Request for Clearance Check if all the requirements are complete and valid 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
Police, Fiscal, Court Clearance; Notice of Salary Adjustments, SALN, ID surrender; Appointments; Resignation letter (if resigned)
2
Check the hiring date of the employee if he/she has served for a minimum period of six months and still active in the current payroll and/or Appointment or Contract of Service will be renewed. 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
Appointment Paper; Service Record
3
Verify with the Payroll Master if the employee is still active in the payroll and advice the necessary adjustments, if there's any 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I -
4
Update and prepare two (2) sets of service record, one as attachment for the Certificate of Clearance and the other is for 201 file 1 hour
Ma. Theresa Desvarro / Senior Admin Assistant I Service record
5 Check if the employee has still remaining leave credits using the PMIPS 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I Leave Certification
6
Create Certificate of Clearance, Leave Application, Certificate of Leave Credits, and Service Record; COE, attached employee's ID to 201 file 1 hour
Ma. Theresa Desvarro / Senior Admin Assistant I
Certificate of Clearance; Leave Application; Certificate of Leave Credits; Service Record; attached employee's ID to 201 file; COE
7 Review and verify the processed documents; forward to the CHRMD Officer for approval 1 hour
Ma. Theresa Desvarro / Senior Admin Assistant I - Certification Created
8 Approve the request 1 day Atty.Roderick B. Tagnia /
Department Head-CHRMD Certificate of Clearance
9
Send out the clearance form to all the department heads concern
Release the certificate of clearance together with the remaining requirements using the Communication Logbook and inform the client to return all the documents after signing of all the signatories in the Clearance Form 10- minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
Clearance Form and all required documents
10 Photocopy all the requirements
Examine if all the attachments are properly signed. Instruct the receiving person to provide 2 copies each of all the documents; get one copy for 201 file and the remaining copy is for the employee Arbitrary
Ma. Theresa Desvarro / Senior Admin Assistant I
Clearance Form and all required documents
11 Mark the number or name on Commutation Logbook and file the document in the 201 file 1 day
Ma. Theresa Desvarro / Senior Admin Assistant I Commutation Logbook
LEAVE BENEFITS
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 File for Leave Application
Review the Leave Application if complete and valid and record the name, covered period, and type of leave to the record book 5 minutes
Carlos Andres Casiguran/ Admin Asst V Leave Form
2 Encode/update the leave application data in the Leave Module of PMIPS 5 minutes
Carlos Andres Casiguran/ Admin Asst V Leave Form
3 Approve the leave application 1 day Atty.Roderick B. Tagnia /
Department Head-CHRMD Leave Form
4 Transmit the leave applications to the City Administrator for signature and approval 1 hour
Carlos Andres Casiguran/ Admin Asst V Leave Form
5 Approve the leave application; transmit back to the CHRMD office after singing arbitrary City Administrator Leave Form
6
Verify if all the leave applications are returned by checking the record book, checks if all the leave applications are approved and signed, transmits to the Records section for filling 5 minutes
Carlos Andres Casiguran/ Admin Asst V Leave Form
COMMUTATION OF LEAVE CREDITS
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Request for commutation of leave credits
Review the employee's 201 file if the benefit has not yet been claimed 1hour
Ma. Theresa Desvarro / Senior Admin Assistant I 201 file
2 Check if all the requirements are complete and valid 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I Service Record
3
Verify if the employee is still active in the payroll system and advice the necessary adjustments, if there's any 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I -
4 Check if the employee has still remaining leave credits using the PMIPS 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I -
5
Check the Certificate of Last Salary issued by the Accounting Office if the employee has overpayment of salary which should be deducted to the commutated leave credits 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
Certification of Last Salary received
6
Check the Certificate of clearance for deductions or loans to be subtracted from the commutated leave credits 1hour
Ma. Theresa Desvarro / Senior Admin Assistant I Certificate of Clearance
7 Review and verify the processed documents for endorsement to the CHRMD Officer's approval 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
Certificate of Clearance/ ALOBS/Voucher
8 Approve the request 1 day Atty.Roderick B. Tagnia /
Department Head-CHRMD -
9
Release the documents using the Commutation logbook; give instruction to the receiving person to provide 3 copies each for ALOBS, vouchers and 2 copies each for other remaining documents, secure one copy for CHRMD file then proceed to City Budget for processing. 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I
OBR /Voucher/ Required documents
10 Mark the number or name on Commutation Logbook and file the document in the 201 file 30 minutes
Ma. Theresa Desvarro / Senior Admin Assistant I Commutation Logbook
RECRUITMENT AND PLACEMENT DIVISION
HUMAN RESOURCE MERIT PROMOTION AND SELECTION BOARD (HRMPSB)
STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON IN CHARGE FORMS
1 Qualified applicants to submit his/her written application letter signifying his/her interest to the published vacant permanent position with attached required documents to the application letter either walk-in or through e-mail
Conduct preliminary evaluation of applications
Within 5 days Elizabeth A. Gaviola / RSP Division Head Rebeca P. Ramos / Administrative Officer IV
1. Fully accomplished Personal Data Sheet (PDS) with recent passport-sized picture (CS Form No. 212, Revised 2017) which can be downloaded at www.csc.gov.ph; 2. Performance rating in the last rating period (if applicable); 3. Photocopy of certificate of eligibility/rating/license; and 4. Photocopy of Transcript of Records.
2 Issue notification to those who are found not qualified and/or incomplete documents
Within 3 days Elizabeth A. Gaviola / RSP Division Head Rebeca P. Ramos / Administrative Officer IV
Notification letter
3 Conduct of background investigation, written examination, skills test (if applicable) and others
Within 5 days Lorraine Anne P. Reyes / Administrative Officer II Thelma B. Mayuga / Administrative Assistant II Elijah Rose V. Villareal / Administrative Officer II
Personal Data Sheet Background Investigation form Written Examination Forms
4 Assess applicants in terms of performance, education and training, experience and outstanding accomplishment, potential and physical characteristics
Within 5 days Elizabeth A. Gaviola / RSP Division Head Rebeca P. Ramos / Administrative Officer IV
Concerned department head
Merit Promotion and System of Ranking Position; Psycho-social Attributes and Personality Traits Assessment
5 Present the selection line-up to the HRMPSB for deliberation
Within 3 days Elizabeth A. Gaviola / RSP Division Head Rebeca P. Ramos / Administrative Officer IV
Selection line-up
6 Notify qualified applicants on the schedule of HRMPSB interview
Within 3 days Elizabeth A. Gaviola / RSP Division Head Rebeca P. Ramos / Administrative Officer IV
Invitation letter
7 Conduct interview 1 day Human Resource Merit Promotion and Selection Board (HRMPSB)
Comparative Assessment Matrix, Pre-evaluation sheet, Applicant Interview Form with BEI questions, Applicant Attendance Sheet
8 Prepare comparative/ systematic assessment
Within 5 days Elizabeth A. Gaviola / RSP Division Head Rebeca P. Ramos / Administrative Officer IV
Accomplished interview forms Result of Interview, Top Ranking Candidates
9 Submit the top five ranking candidates to the appointing authority/City Mayor
Within 2 days Human Resource Merit Promotion and Selection Board (HRMPSB)
Comparative Assessment Matrix, Accomplished interview forms, Application documents
10 Select the candidate deemed most qualified to the position
Arbitrary Mayor Jaime R. Fresnedi HRMPSB’s assessment reports
11 Notify candidates on the decision of the appointing authority/City Mayor
Within 5 days Atty. Roderick B. Tagnia Notification letter
12 Process and submit requirements to the CHRMD
Within 7 days Selected candidate(s) Requirements checklist
13 Prepare the appointment documents upon receipt of complete requirements
Within 7 days Elizabeth A. Gaviola / RSP Division Head
Appointment papers
14 Sign the appointment and administer the oath taking of the selected candidate/s
Arbitrary Mayor Jaime R. Fresnedi Oath of office; Assumption to duty
15 Post notice of appointment 15 calendar days
Elizabeth A. Gaviola / RSP Division Head Rebeca P. Ramos / Administrative Officer IV
Notice of appointment
16 Onboarding of the selected candidate
Within 6 months
Elizabeth A. Gaviola / RSP Division Head Rebeca P. Ramos / Administrative Officer IV Concerned department head
Onboarding Journal; IPCR; Performance Evaluation; Narrative report, Coaching Form;
FIRST SALARY
STEP APPLICANT/ CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON-IN- CHARGE FORMS
1 Submit requirements for first salary Check and receive the requirements 15 minutes
Lorraine Anne Reyes Admin Officer II / Thelma Mayuga
Admin Assistant II / Elijah Rose Villareal
Admin Officer II
Daily Time Record Assumption to Duty
Personal Commitment Position Description
Form Individual Performance
and Commitment Review Targets
Copy of Contract
2
Consolidate the needed requirements and process the
voucher for first salary then forward the voucher to CHRMD Head for
signature
2 days
Elijah Rose Villareal Admin Officer II / Elizabeth Gaviola
Division Head
ALOBS; Voucher
3 Sign the voucher 1 day Atty. Roderick B. Tagnia
CHRMD Head ALOBS; Voucher
4 Forward the voucher to the
Administrative Division for releasing Within the day of
receipt
Ron James Ortiz Admin Officer II / Princess Fuentes Admin Assistant I
ALOBS; Voucher
5 Release the voucher to City Budget
and Management Department Within the day of
receipt Princess Fuentes Admin Assistant I
ALOBS; Voucher
6 Advise to Payroll and Attendance Division for inclusion in the PMIPS
Within the cutoff period
Elizabeth Gaviola Division Head
-
CREATION OF 201 FILES
STEP APPLICANT/ CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON-IN- CHARGE FORMS
1 Submit all requirements based on
the issued checklist
Compile all the submitted requirements, application letter,
curriculum vitae, test report. approval letter, copy of contract and first salary documents and file to 201
folder
Within the day of receipt
Lorraine Anne Reyes Admin Officer II /
Elijah Rose Villareal Admin Officer II
All submitted requirements,
application letter, curriculum vitae, test
report, approval letter, copy of contract and
first salary documents
2 Endorse 201 file to IT Division for updating of information to PMIPS
Within the day of receipt
Louie Boy Ebit Admin Officer II /
Joel De Mesa Admin Officer II /
Mikhael Reyes Admin Aide IV
201 file
RESIGNATION
STEP APPLICANT/ CLIENT SERVICE PROVIDER DURATION OF
ACTIVITY/ TIME FRAME
PERSON-IN- CHARGE FORMS
1 Submits a resignation letter addressed to the City Mayor or City Administrator
Approve the resignation letter and forward to CHRMD Officer for further action arbitrary
Hon. Jaime R. Fresnedi/ City Mayor; Allan A.
Cachuela/ City Administrator Resignation Letter
2 Receive the approved resignation letter 1 day
Elizabeth A. Gaviola / RSP Division Head Resignation Letter
3 Prepare and issue the acceptance letter 1 day
Rebeca P. Ramos / Administrative Officer IV
Louie Boy D. Ebit / Administrative Officer II Acceptance letter
4
Advise the Payroll & Attendance and Benefits & Welfare Division on the effectivity of the resignation letter 1 day
Rebeca P. Ramos / Administrative Officer IV
3
Reflect the resignation on the PMIPS and take necessary action such closing of SR; Leave credits accumulation 1 day
Jonah F. Solicitio / Senior Administrative Assistant II
Nelson Solicito / Administrative Assistant VI -
4
File the received acceptance letter to the employee’s 201 file and label as inactive 1 day
Leonel M. Jawili /Administrative Aide IV 201 file
Certified by: Approved by:
Atty. RODERICK B. TAGNIA JAIME R. FRESNEDI
City Government Department Head II City Mayor
CITY HUMAN RESOURCES MANAGEMENT DEPARTMENT CITY GOVERNMENT OF MUNTINLUPA