Citizens Charter
Citizens Charter
REQUIREMENTS:
1.For FIRST SALARY submit two (2) copies of the following
A • Daily Time Record
•Request for payment (from schools)
•Form 6
B • Certified true copy of Appointment
•Assignment Order, if applicable
•Certified true copy of Oath of Office
•Certificate of Assumption
•SALN
•BIR withholding certificates (1902)
•Leave Form, if applicable
•LBP account number
2. For subsequent salaries submit letter A ONLY
Note: All requirements should be submitted every 20th day of the month
PROCESS FLOW:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Verification of requirements and preparation of payroll by the Personnel Unit
STEP 3: Certification of Payroll by the Administrative Office
STEP 4: Preparation of Obligation Request Slip by the Budget Unit
STEP 5: Preparation of Disbursement Voucher by the Accounting Unit
STEP 6: For approval of the SDS
STEP 7: Preparation of LDDAP-ADA/Checks and releasing by the Cashier Unit
DURATION:
3 DAYS if complete documents
REQUIREMENTS:
- Payroll/Certification prepared by school
- Updated Service Record
PROCESS FLOW:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Verification of requirements by the Personnel Unit
STEP 3: Certification of Payroll by the Administrative Office
STEP 4: Preparation of Obligation Request Slip by the Budget Unit
STEP 5: Preparation of Disbursement Voucher by the Accounting Unit
STEP 6: For approval of the SDS
STEP 7: Preparation of LDDAP-ADA/Checks and releasing by the Cashier Unit
DURATION:
Note: Request for Loyalty Pay is processed every last month of the fiscal year subject to availability of fund.
REQUIREMENTS:
- Certified true copy of Approved Appointment in case of promotion or Notice of Salary Adjustment/Notice of Step increment in case of step increment/salary increase
- Certificate of First Day of Service
- Approved DTR or Certification that the employee did not incur leave of absence without pay
- Service Record
- Plantilla
- Payslip
PROCESS FLOW:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Verification of requirements and preparation of payroll by the Personnel Unit
STEP 3: Certification of Payroll by the Administrative Office
STEP 4: Preparation of Obligation Request Slip by the Budget Unit
STEP 5: Preparation of Disbursement Voucher by the Accounting Unit
STEP 6: For approval of the SDS
STEP 7: Preparation of LDDAP-ADA/Checks and releasing by the Cashier Unit
DURATION:
3 DAYS if complete documents
REQUIREMENTS:
For Salary (if deleted from the payroll)
- Approved DTR
- Notice of First Day of Service
- SPECIAL ORDER
- Approved application for Leave,Clearances, Medical Certificate(if on sick leave for five days or more)
For Last Salary
- Clearance
- Approved DTR
- Certificate of Last Payment issued by DepED NCR
PROCESS FLOW:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Verification of requirements and preparation of payroll by the Personnel Unit
STEP 3: Certification of Payroll by the Administrative Office
STEP 4: Preparation of Obligation Request Slip by the Budget Unit
STEP 5: Preparation of Disbursement Voucher by the Accounting Unit
STEP 6: For approval of the SDS
STEP 7: Preparation of LDDAP-ADA/Checks and releasing by the Cashier Unit
DURATION:
3 DAYS if complete documents
Bidding Documents Overpayments of salaries
Provident Fund Loans Return of cash advances
Return of cash advances Payment of lost books
Others
REQUIREMENTS:
Order of payment (from Accounting Unit)
PROCESS FLOW: (RECEIVING)
STEP 1: Secure order of payment from Accounting Unit
STEP 2: Submission of Order of Payment to Cashier Unit
STEP 3: Issuance of Official Receipt
REQUIREMENTS:
FOR SUPPLIERS:
- Company ID or Valid ID
- Authorization Letter/Authority to collect
- Official Receipt
FOR TEACHING AND NON-TEACHING PERSONNEL:
- Valid ID
PROCESS FLOW:
FOR SUPPLIERS:
STEP 1: Presentation of valid ID
STEP 2:Issuance of Official Receipt
STEP 3:Releasing of check/payment
FOR TEACHING AND NON-TEACHING PERSONNEL:
STEP 1: Presentation of valid ID
STEP 2:Affixing signature on disbursement voucher/payroll and logbook
STEP 3:Releasing of payment
DURATION: 30 mins.
REQUIREMENTS:
- Affidavit of Loss
- Duplicate copy of Diploma
PROCESS FLOW:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Approval and signatureby the SDS
STEP 3: Releasing from the Records Unit
DURATION:
1 hour (subject to the availability of the signatory)
REQUIREMENTS:
- Result/Certificate
PROCESS FLOW:
STEP 1: Submission of Requirements to the Records Unit
STEP 2: Preparation of Certification by the Records Unit
STEP 3: Verification and signature by the SDS/Administrative Officer
STEP 4: Releasing from the Records Unit
DURATION:
1 hour (subject to the availability of the signatories)
REQUIREMENTS:
- Liquidation Report Form
- Cash Disbursement Register
- Cash-In-Bank Register
- Summary of Taxes Withheld for BIR
- Disbursement Vouchers with complete attachments/documents
Deadline: Every 5th day of the following month
PROCEDURE:
STEP 1: Submission of Cash Disbursement Register to the Accounting Unit
STEP 2: Checking and verification of documents by the Accounting Unit
STEP 3: Posting of Cash Disbursement Register in EFRS.
STEP 4: Submission of Liquidation Reports to COA
REQUIREMENTS:
- Complete Liquidation Report from school (Non-Implementing Units)
PROCEDURE:
STEP 1: Preparation of Obligation Request Slip by the Budget Unit
STEP 2: Preparation of Disbursement Voucher by the Accounting Unit
STEP 3: For approval of the SDS
STEP 4: Preparation of LDDAP-ADA/Checks and releasing by the Cashier Unit
DURATION:
Within three (3) working days after the receipt of complete liquidation report
INCOMING COMMUNICATION
STEP 1: received by the Records Unit
STEP 2: forwarded to the Office of the SDS/ASDS/ Concerned Units
OUTGOING COMMUNICATION
STEP 1: Receive the signed communication from the concerned unit
STEP 2: Recording,releasing and postingof communication
REQUIREMENTS:
Certified true copy of:
- Latest Appointment
- Latest Payslip
- Updated Service Record
- Assumption to Duty
PROCEDURE:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Checking and processing by the Personnel Unit
STEP 3: For recommendation by the Administrative Office
STEP 4: For signature of the SDS
STEP 5: Preparation of transmittal by the Personnel Unit
STEP 6: Submission to the Regional Office by the Records Unit
STEP 7: Step Increment to be integrated to the monthly salary
DURATION:
Within three (3) working days after the receipt of step increment request from school
REQUIREMENTS:
- SICK LEAVE
- 3 copies of duly accomplished Form 6
- 3 copies of Medical Certificates for sick leave of 5 days or more
*** must be filed immediately upon the employees return to work or in advance if employee will undergo a scheduled medical examination or operation
- VACATION LEAVE
- 3 copies of Form 6
***must be filed 5 days before the effectivity of the leave
- Basic letter (if leave is 3 days or more)
- 3 copies of Form 6
PROCEDURE:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Checking and processing of the Personnel Unit
STEP 3: Recommending approval of the AO/ASDS
STEP 4: Approval of the Office of the SDS
STEP 5: For recording of the Personnel Unit
STEP 6: Releasing of approved application for leave by the Records Unit
DURATION:
Within three (3) working days after the receipt of the application for leave
REQUIREMENTS:
- 3 copies of duly accomplished Form 6
- 3 copies of School and Division Clearances
- Application letter indicating the reason for travel/leave abroad
- Certificate of NO pending administrative case
- Certificate from the Principal assigning a substitute teacher
- Certificate of Departure and Arrival
*** Travel abroad on official business/time must be submitted to the Regional Office one (1) month before the scheduled date of departure
** Personal travel abroad must be submitted to the Central Office fifteen (15) days before departure date
PROCEDURE:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Checking and processing of the Personnel Unit
STEP 3: Recommending approval of the AO
STEP 4: Approval of the Office of the SDS
STEP 5: For recording of the Personnel Unit
STEP 6: For transmittalto the Regional Office by the Records Unit or for the employee to personally secure the approval from the Regional Office
DURATION:
2 days provided complete document
REQUIREMENTS:
- 2 Certified copies of appointments
- 2 Certified copies of latest payslip
- 2 Certified copies of Assumption to duty
- 2 Original copies of Service Record
PROCEDURE:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Verification and processing of requirements by the Personnel Unit
STEP 3: For recommendation by the Administrative Officer
STEP 4: For signature of the SDS
STEP 5: For recording by the Personnel Unit
STEP 6: For transmittal to the Regional Office by the Records Unit
STEP 7: Salary adjustment shall be integrated to the monthly salary
DURATION:
Within three (3) working days after the receipt of salary adjustment request from school
REQUIREMENTS:
- 3 copies of duly accomplished ERF
- 3 copies of certified true copy of Official Transcript of Records (OTR), attach original
- 3copies of updated Service Record
- 3 copies of Sworn Statement
- 3 Permit to study (w/ 1 original)
- 1 Prospectus (if w/MA units or graduate)
PROCEDURE:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Checking and processing by the Personnel Unit
STEP 3: Verification of the AO
STEP 4: For signature of the SDS
STEP 5: For recording of the Personnel Unit
STEP 6: Submission to the Regional Office by the Records Unit
DURATION:
Within two (2) working days after the receipt of application provided complete documents
REQUIREMENTS:
Submit two (2) copies of the following:
- Original Form 6 duly signed by the Principal/School Head
- GSIS approved application
- GSIS voucher
- Service Record
- Notice of Salary Adjustment
- Letter of Intent to retire
- Copy of Appointment
- School and Division Clearances
- Certificate of Last Payment
- Indorsement to NCR
- Statement for Leave Earned Credits (Computation)
- List of Terminal Leave (Annex A)
- LARP (Annex B)
- Employee Leave Card
- Request Letter (Convert to Cash)
- Marriage Certificate (PSA)
- SALN
- Land Bank (ATM)
PROCEDURE:
STEP 1: Submission of requirements to the Records Unit
STEP 2: Checking and processing by the Personnel Unit
STEP 3: Verification of the AO
STEP 4: For signature of the SDS
STEP 5: For recording by the Personnel Unit
STEP 6: For transmittal to the Regional Office by the Records Unit
DURATION:
Within three (3) working days if complete documents
REQUIREMENTS:
Request Slip
Latest Pay slip
PROCEDURE:
STEP 1: Submission of request slip to the Personnel Unit
STEP 2: Checking and processing by the Personnel Unit
STEP 3: For signature of the Administrative Office
STEP 4: For recording and releasing of the Personnel Unit
DURATION:
Within the day
REQUIREMENTS:
- Borrower
- Latest payslip
- Service Record
- Two Valid IDs (photocopy)
- Request letter
- Any of the following: Statements of House Arrears, Bill of Materials for house repairs, Official Receipt of Doctor’s Fee or Tuition Fee, others
- Co-Maker
- Pay slip
- Service Record
- Two Valid IDs (photocopy)
PROCESS FLOW:
STEP 1: Submission and checking of requirements by the Records Unit
STEP 2: Verification of Certificate of Employment and Credibility by the Personnel Unit
STEP 3: Verification of documents and recommendation by the AO
STEP 4: Recommending approval by the EPS In-charge
STEP 5: Approval of the SDS
STEP 6: Preparation of Disbursement Voucher by the Accounting Unit
STEP 7: For approval of the SDS
STEP 8: Preparation of Checks and releasing by the Cashier Unit
DURATION:
Within three (3) to five (5) working days if complete documents and provided all signatories are within office premises (no trainings and seminars)