Citizens Charter

Citizens Charter 2023

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 to Duty
    • BIR withholding certificates (1902)
    • Leave Form, if applicable
    • LBP account number
    • PAG IBIG ID
    • Philhealth ID

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. Payslip (Adjusted and Not Adjusted)

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 signature by 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 posting of communication

STEP INCREMENT

REQUIREMENTS:

Certified true copy of:

  1. Latest Appointment
  2. Latest Payslip
  3. Updated Service Record
  4. Assumption to Duty

PROCEDURE:

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. 2 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

FOR TRAVEL ABROAD (UNOFFICIAL / PERSONAL)

A. BASIC LETTER
B. INDORSEMENT OF PRINCIPAL
C. FORM 6
D. SCHOOL CLEARANCE
E. DIVISION CLEARANCE
F. CERTIFICATE OF NO PENDING CASE FROM NCR
G. CERTIFICATION OF WILL NOT HAMPER THE SERVICE WHILE ON TRAVEL
H. ANNEX D FORM

ADDITIONAL REQUIREMENTS FOR TRAVEL ABROAD (OFFICIAL)

  1. COPY OF INVITATION (THE NAME/S OF CONCERN PARTY SHOULD BE REFLECTED ON THE INVITATION.
    * Personal travel abroad must be file 30 days prior to travel.
    ** Travel abroad on official business/time must be submitted 50 days prior to travel.

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 transmittal to 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. 1 Certified copy of appointment
  2. 1 Certified copy of latest payslip
  3. 1 Certified copy of Assumption to duty
  4. 1 Original copy 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. 1 original copy and 2 photocopies of Authenticated Transcript of Records in the masteral course signed by the school registrar.
  3. 1 copy of updated Service Record
  4. 1 Permit to Study
  5. 1 Prospectus/Curriculum (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)

REQUEST FOR CREATION/ RESET OF DEPED EMAIL

REQUIREMENTS:

– Certified Copy Appointment
– School ID/PRC ID

PROCESS FLOW:

STEP 1: Submit the DepEd request slip form to School ICT Coordinator
STEP 2: Verification and filling up of the shared sheet by the School ICT Coordinator
STEP 3: Creation/Reset of DepEd Email

DURATION:

        5 minutes

RECEIVING OF COMPLAINTS

Contents of an administrative complaint (DepEd Order 49, s. 2006)

  1. Full name and address of the complainant
  2. Full name and address of the person complained of as well as his position and office in the Department of Education
  3. A narration of the relevant and material facts which should show the acts or omission as allegedly committed by the person
  4. Certified true copies of documentary evidence and affidavits of his witnesses if any; and
  5. Certification of non-forum shopping.

PROCESS FLOW:

STEP 1: The Records Unit will receive the complaint.
STEP 2: The complaint will be forwarded to the Office of the SDS.
STEP 3: Legal Unit shall receive the complaint from the OSDS for assessment – for grievance, mediation, for preliminary/fact-finding investigation or to be forwarded/indorsed to a higher office.
STEP 4: Legal Unit shall forward the complaint with the assessment/ recommendation to the OSDS for appropriate action.

DURATION:

      Within 3 days

REQUEST FOR CERTIFICATE OF NO PENDING CASE (NON-TEACHING PERSONNEL)

REQUIREMENTS:

  1. Employee ID

PROCESS FLOW:

FOR ONLINE APPLICATION OF CERTIFICATE OF NO PENDING CASE

STEP 1: Fill-up Google Forms (link can be found in the official website of Schools Division Office of Navotas City).
STEP 2: Upon verification and checking that the requesting personnel has no pending case, Legal Staff will prepare the certificate to be signed by the Division Attorney.
STEP 3: Certificate is released via email or can be claimed personally by the applicant at the Legal Unit Office.

FOR WALK-IN APPLICATION OF CERTIFICATE OF NO PENDING CASE

STEP 1: Employee must present his/her ID to the Legal Unit.
STEP 2: Upon verification and checking that the requesting personnel has no pending case, Legal Staff will prepare the certificate to be signed by the Division Attorney.
STEP 3: Certificate is ready to be released.

DURATION:

      Within the day.

REQUEST FOR CERTIFICATE OF CORRECTION OF NAME

REQUIREMENTS:

  1.  1. School Forms eg. Form 137(Original Copy)
    2. Certification or Indorsement from the School Head (Photocopy)
    3. PSA Certificate of Live Birth (Original Copy)
    4. Notarized Affidavit of Discrepancy (Original Copy)
    5. Notarized Affidavit of Two Disinterested Person (Original Copy)
    6. Special Order of Graduation (only required for clients who graduated in a
    Private School) (Original Copy)
    7. Proof of identity of requesting party (Valid ID: with photo and signature). If
    representative, proof of identity with authorization letter from requesting
    party.

PROCESS FLOW:

STEP 1: The Records Unit will receive the request and the documents required from the applicant.
STEP 2: The Request will be forwarded to the Legal Unit. Legal Staff will check if the requirements and details are complete.
STEP 3: If the request is in order, the Division Attorney will issue a Resolution for the correction of name in the school records of the requesting party.
STEP 4: Resolution and the attached documents will be forwarded to the Records Unit for releasing.

DURATION:

      Within 3 days if complete documents.

FEEDBACK MECHANISM

Who May Avail of the Service:

All concerned who availed the services of SDO Navotas.

Requirements:

Clients may submit their feedback to any of the following channels:

    1. Feedback Form located at the lobby of SDO Navotas or;
    2. Microsoft Forms using this link:  https://bit.ly/SDONavotasCSM-2024
    3. Microsoft Form for Human Resources using this link:  https://bit.ly/SDONavotasHRFeedbackForm2024

PROCEDURE:

STEP 1: Fill-out / Accomplish the Feedback Form
STEP 2: Drop the Feedback Form inside the Suggestions Box/ or submit through online.
STEP 3: Feedback requiring answers are forwarded to the concerned unit for immediate action and reply to the client.

DURATION:

           Within the day