Citizens Charter

Citizens Charter

REQUEST FOR SALARY OF NEWLY HIRED TEACHERS

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

REQUEST FOR LOYALTY PAY

REQUIREMENTS:

  1. Payroll/Certification prepared by school
  2. 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.

REQUEST FOR SUPPLEMENTARY PAYROLL FOR SALARY DIFFERENTIAL AND/OR STEP INCREMENT

REQUIREMENTS:

  1. 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
  2. Certificate of First Day of Service
  3. Approved DTR or Certification that the employee did not incur leave of absence without pay
  4. Service Record
  5. Plantilla
  6. 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

REQUEST FOR PAYMENT OF SUPPLEMENTARY PAYROLL

REQUIREMENTS:

For Salary (if deleted from the payroll)

  1. Approved DTR
  2. Notice of First Day of Service
  3. SPECIAL ORDER
  4. Approved application for Leave,Clearances, Medical Certificate(if on sick leave for five days or more)

For Last Salary

  1. Clearance
  2. Approved DTR
  3. 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

RECEIVING OF PAYMENTS

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

RELEASING OF PAYMENTS

REQUIREMENTS:

FOR SUPPLIERS:

  1. Company ID or Valid ID
  2. Authorization Letter/Authority to collect
  3. Official Receipt

FOR TEACHING AND NON-TEACHING PERSONNEL:

  1. 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.

ISSUANCE OF SECOND COPY OF DIPLOMA

REQUIREMENTS:

  1. Affidavit of Loss
  2. 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)

CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV) FOR ALS/PEPT

REQUIREMENTS:

  1. 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)

MOOE LIQUIDATION

REQUIREMENTS:

  1. Liquidation Report Form
  2. Cash Disbursement Register
  3. Cash-In-Bank Register
  4. Summary of Taxes Withheld for BIR
  5. 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

MOOE DOWNLOADING

REQUIREMENTS:

  1. 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

COMMUNICATION FLOW

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

STEP INCREMENT

REQUIREMENTS:

Certified true copy of:

  1. Latest Appointment
  2. Latest Payslip
  3. Updated Service Record
  4. 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

APPLICATION FOR LEAVE

REQUIREMENTS:

  1. SICK LEAVE
    1. 3 copies of duly accomplished Form 6
    2. 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
  2. VACATION LEAVE
    1. 3 copies of Form 6

      ***must be filed 5 days before the effectivity of the leave

    2. Basic letter (if leave is 3 days or more)

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

APPLICATION FOR LEAVE ABROAD

REQUIREMENTS:

  1. 3 copies of duly accomplished Form 6
  2. 3 copies of School and Division Clearances
  3. Application letter indicating the reason for travel/leave abroad
  4. Certificate of NO pending administrative case
  5. Certificate from the Principal assigning a substitute teacher
  6. 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

SALARY ADJUSTMENT FOR PROMOTION

REQUIREMENTS:

  1. 2 Certified copies of appointments
  2. 2 Certified copies of latest payslip
  3. 2 Certified copies of Assumption to duty
  4. 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

APPROVAL OF EQUIVALENT RECORDS FORM (ERF)

REQUIREMENTS:

  1. 3 copies of duly accomplished ERF
  2. 3 copies of certified true copy of Official Transcript of Records (OTR), attach original
  3. 3copies of updated Service Record
  4. 3 copies of Sworn Statement
  5. 3 Permit to study (w/ 1 original)
  6. 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

APPLICATION FOR TERMINAL LEAVE BENEFITS

REQUIREMENTS:

          Submit two (2) copies of the following:

  1. Original Form 6 duly signed by the Principal/School Head
  2. GSIS approved application
  3. GSIS voucher
  4. Service Record
  5. Notice of Salary Adjustment
  6. Letter of Intent to retire
  7. Copy of Appointment
  8. School and Division Clearances
  9. Certificate of Last Payment
  10. Indorsement to NCR
  11. Statement for Leave Earned Credits (Computation)
  12. List of Terminal Leave (Annex A)
  13. LARP (Annex B)
  14. Employee Leave Card
  15. Request Letter (Convert to Cash)
  16. Marriage Certificate (PSA)
  17. SALN
  18. 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

REQUEST FOR SERVICE RECORD, CERTIFICATE OF EMPLOYMENT AND COMPENSATION, PHILHEALTH CERTIFICATE OF CONTRIBUTION

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

PROVIDENT LOAN

REQUIREMENTS:

  1. Borrower
    1. Latest payslip
    2. Service Record
    3. Two Valid IDs (photocopy)
    4. Request letter
    5. Any of the following: Statements of House Arrears, Bill of Materials for house repairs, Official Receipt of Doctor’s Fee or Tuition Fee, others
  2. Co-Maker
    1. Pay slip
    2. Service Record
    3. 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)