City Government

EMPLOYEE MANUAL
June 2008

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 MESSAGE

I wish to congratulate the employees of the Island Garden City of Samal particularly
the committee members for their concerted efforts in crafting this Employee Manual that
aims to provide with basic concepts such as employee welfare and benefits, roles of
employee organizations as partners in good governance, bases of employee discipline and the
norms of conduct and the career growth of employees in government.

For some time, you have attended several trainings and seminars to upgrade your
professional knowledge and skills, and finally came up with something tangible. As
government employee, it is necessary that you familiarize this manual and the nature of
government services that you are rendering to our townspeople and the general public.

It is therefore hoped that this Employee Manual will motivate you to become a more
effective and efficient employee of our primer city, the Island Garden City of Samal.

ANIANO P. ANTALAN
City Mayor

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 MESSAGE

Coming up with an employee manual for the City which contains the policies,
regulations and procedures that its personnel must have to observe while in the workplace is a
landmark accomplishment. Hence, it can be deduced that with this document in place, and as
the City Government undertakes services delivery, its employees will be performing their
respective duties and responsibilities based on the norms and standards set forth thereof.

Having been in the forefront relative to policy making, I feel the urgency of coming
up with this manual that shall likewise be the basis for management in dealing with any
violation that will be committed by concerned employees. With this, I look forward to the
City Government’s becoming as a very responsive institution with its reliable personnel
providing a public service environment that is cognizant to the needs of the people. Relative
hereof, all the personnel who are covered by the provisions of this manual are encouraged to
take their time to look through this and follow its provisions faithfully.

Lastly, the Committee who made possible for the preparation of this document
deserves to be congratulated for a job well done so that it is hoped that this will be considered
as something that is very useful to the employees’ daily lives in the workplace.

Thank you.

ORLY A. AMIT
City Vice-Mayor

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 ACKNOWLEDGEMENT

The task of preparing this Employees Manual would not have been a success without
the support extended by some officials, employees and other concerned entities in the City
Government of the Island Garden City of Samal and that of General Santos City. In its
entirety, such task was so tedious and challenging so that at times when there was a need
for the members of the Committee created for the purpose to finish the same on time, they
had to attend to the demands of their respective works. Yet, with sheer perseverance, they
were able to wrap up the same and made history, that of finally laying down the groundwork
upon which the City Government’s management-personnel actions shall be anchored in the
course of their discharging their respective duties and responsibilities towards the delivery of
services to the people.

With the foregoing achievement, first and foremost the Committee members Ms.
Rodolfa L. Sanchez, Ms. Rosabel V. Jusguan, Ms. Gladys P. Huraňo, Ms. Bernardita C.
Bunhayag, Mr. Jirtz I. Tale, Mr. Jose Ersante M. Fuertes, and Mr. Leo A. Planas as they
went through with the process of preparing this Manual, submitted themselves to the will of
the Father Almighty to give them the strength for them to be able to complete the task amidst
some difficulties that they encountered along the way.

The members likewise extend their heartfelt gratitude to Hon. Aniano P. Antalan, City
Mayor for bestowing upon them his trust and confidence as manifested by the issuance of
an Executive Order creating the Committee. His unwavering support was an inspiration to
the members for them to come up with a document that is workable within the confines of
standard policies set forth for government personnel.

With all sincerity, the members would like as well to thank Mr. Rene E. Ambrona, City
Administrator for Internal Affairs for his guidance so that the Committee will be able to come
up with this document.

Further, the members are taking their time to express gratitude to some Department
Heads and Personnel-In-Charge for human resource development in the City Government of
General Santos City headed by their ever young and dynamic leader in the person of Hon.
Pedro B. Acharon, Jr., City Mayor. Their sharing of their experiences in regards to the
preparation and implementation of their Personnel Manual had been worthy of consideration

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so that the same had been deemed as one of the references as the Committee members
pursued the undertaking.

The Committee members also commend the participation of the following who in one
way or another had contributed for the preparation of this document:

• Some of the staff of this City’s Human Resource and Management Office who
compose the Secretariat that include Medzilou A. Han and Riza M.
Antequesa and support personnel like Ronnie A. Bardoquillo, Dante S.
Dalaygon, Jeby A. Sibay and concerned drivers who had shown concern for
the safety of everyone involved during the study tour held in General Santos
City on February 19 – 21, 2008 purposely conducted to learn new
perspectives on how to develop a manual as a guide for employees while
performing their duties and responsibilities; and

• The Managers of this City for their support and some of the rank-and-file
employees for the insights that they contributed for the task to be a success.

To each and everyone who took part in the preparation of this document, the
Committee members convey their utmost gratefulness for helping in making this document a
critical component of the City Government’s day-to-day operations.

Percenito O. Bustamante, MPA

TWG Chairman

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 TABLE OF CONTENTS

Messages

City Mayor ..…………………………………………………… i

City Vice Mayor …………………………………………..…… ii

Acknowledgment …………………………………………………… iii

I. Background

Brief History of the City ………………………………………. …….. 1

II. Vision, Mission, Goal

Vision …………………………………………………………... …….. 1

Mission ……………………………………………………………….. 1
Goal ……………………………………………………………………. 1
Coverage ……………………………………………………………… 2

III. Employment Policies

3.1 Uniform ……………………………………………………………… 2

3.2 Submission of DTR ………………………………………………... 3
3.3 Attendance to Flag Ceremony every Monday Convocation
and Flag Retreat every Friday afternoon ………………………... 3
3.4 Whereabouts & Travel ……………………………………............ 4
3.5 Punch Card …………………………………………………............ 5
3.6 Lining up in the Bundy Clock ……………………………………… 5
3.7 Break Time …………………………………………………………. 5
3.8 Computer Games …………………………………………………… 5
3.9 Overtime Services …………………………………………………. 5
3.10 Other policies ………………………………………………………... 6

IV. Duties, Responsibilities & Accountabilities

Norms of Conduct ……………………………………………………. 6

Attendance to Activities…………………………………………….. 6
Participation and Support to LGU Programs and
Undertakings ………………………………………………………… 6
Submission of Mandatory Requirements…………………………. 6
Updating of Personnel Records …………………………………….. 6
Turn-over of Accountabilities……..…………………………………. 6
Office Conversations and Workplace ……………………………… 7
Use of Telephone ………………………………………………… 7
Use of Office Equipment ……………………………………….. 7
Employees Children …………………………………………….. 7
Information Security …………………………………………….. 7
Internet Usage ……………………………………………........... 8
Prohibited Acts
Gambling …………………………………………………. 8
Sexual Harassment ……………………………………. 9
False Complaints and Harassment …………………….. 9

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Substance Abuse …………………………………........... 9
Releasing of Classified or Confidential Information…… 9
Conflicts of Interest
(Refer to Rules IX and X, Code of Ethics for Government
Officials and Employees

V. Recruitment, Selection and Appointment ………………………………… 9

VI. Wage & Salary Policies ……………………………………………………. 10

VII. Employee Benefits …………………………………………………………10

VIII. Public Sector Unionism ……………………………………………………. 10

IX. Health & Safety …………………………………………………………….. 10

X. Career and Personnel Development

Performance appraisal …………………………………………… 11

Incentives, reward and recognition ……………………………… 14

XI. Grievance Machinery ……………………………………………………… 15

XII. Personnel Discipline ……………………………………………………… 15

XIII. Utilization of Supplies and Properties…………………………………….. 15

XIV. Creation of Human Resource Development Council (HRDC) …………

XV. Closing note …………………………………………………………………

XVI. Annexes …………………………………………………………………….. 17

XVII. References …………………………………………………………………. 55

XVIII. Administrative Order Creating the Employee Manual Committee……. 56

XIX. Photos …………………………………………………………………….. 58

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 I. Background

The Island Garden City of Samal was created from the merger of the
municipalities of Babak, Samal, and Kaputian by virtue of Republic Act. No. 8471 which
was approved by then President Fidel V. Ramos on January 30, 1998, and later ratified
by its residents on March 7 of the same year.

Politically, Island Garden City of Samal is a component city of Davao del Norte.
As a result of the merger, the three municipalities that were involved in the creation
ceased to exist, thus the newly created city acquired all the physical characteristics of
the former municipalities which now have become its three political districts. Babak as
District l, Samal as District ll where the center of the city government is located, and
Kaputian as District lll.

The City Government of the Island Garden City of Samal has the entire
manpower resources of 615 employees, 263 female and 352 male. There are 634
funded positions out of 660 created positions in the city government of which 539
employees are occupying permanent positions, 60 coterminous, 2 ex-officio and 14
elected officials.

II. Vision, Mission and Goal

2.1 Vision

Employees of integrity working effectively and efficiently.

2.2 Mission

2.2.1 Equal Employment

It is the policy of the City Government to provide equal employment opportunity to

each individual, regardless of race, color, gender, religion, age, sexual orientation,
national or ethnic origin, disability, marital status, veteran status, or any other
occupationally irrelevant condition. This policy applies to recruitment and advertising;
hiring and job assignment; promotion, demotion and transfer; layoff or termination; rates
of pay and benefits; selection for training; and the provision of any other human
resources service.

2.2.2 Valuing Human Capital

The continuing philosophy of the City Government requires that it utilizes all
available human resources to the fullest. The continuing need for well qualified personnel
dictates that individuals with talent must be recognized and encouraged to progress
through equitable human resources policies. This manual, therefore, will be the official
statement of the Island Garden City of Samal personnel policies.

2.3 Goal

This manual is designed to provide managerial and supervisory staff with uniform
knowledge in order to assure equitable and consistent application of the policies. It is the
responsibility of each manager and supervisor to administer these policies consistently
and impartially.

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 2.4 Coverage

The policies in this manual are applicable to all persons employed by the City
Government of Island Garden City of Samal inclusive of City Managers. In this regard, it
is designed to provide information about working conditions, employee benefits, and
policies affecting employment. Further, it provides a general understanding of the City
Government rules, regulations, expectations, and programs available to eligible
employees. The objective is to provide a work environment that is conducive to both
personal and professional growth.

In order to retain necessary flexibility in the administration of policies and

procedures, the City Government may change, amend, revise, or eliminate any of the
policies and/or benefits, or portion thereof, described in this manual.

III. Existing Local Policies

3.1 Uniform

3.1.1 Coverage

• Officials and employees (male and female).

3.1.2 Official Attire

• As prescribed by the city government worn in accordance with their assigned

schedule.

3.1.3 Appropriate Attire on Fridays

• Maong pants/slacks paired with a collared polo/shirt (for male employees), or

any appropriate blouse or shirt (for female employees); and

• Closed shoes/leather sandals.

3.1.4 Prohibited Attire on Fridays

• Gauzy, transparent or net-like shirt or blouse;

• Sando, strapless or spaghetti-strap blouse (unless worn as undershirt), tank-

tops, blouse with over-plunging necklines;

• Mini skirt, walking shorts, cycling shorts, leggings, tights, jogging pants;

• Rubber sandals, rubber slippers, bakya, etc.;

• Ostentatious display of jewelry, except for special occasions and during

official celebrations; and

• Wearing of heavy or theatrical make-up.

3.1.5 Other Prohibitions

• Loud/shocking hair color;

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 • Visible body piercing except earrings; and

• Earrings for men.

• Visible Tattoos

3.1.6 Exemptions on the wearing of uniforms

• When the nature of work of the official or employee demands clothing other
than prescribed;

• Physical disabilities, and other legitimate health reasons;

• Pregnant female employees; and

• Mourning Employees (up to 40 days only).

3.1.7 Penalty in case of violation

Shall be a ground for disciplinary action, for Violation of reasonable Office

Rules and Regulations, under Section 22 [C] Rule XIV, Revised Omnibus Rules
Implementing Book V of the Administrative Code of 1987 (EO 292)

3.2 Submission of DTR

• Employees (regular and coterminous) are required to submit their daily time
records of the previous month to their respective office Administrative Officer
not later than the 4th working day of the following month;

• The City Treasurer not to release the salary for the first half of the following
month to any employee who did not submit the daily time records of the
previous month;

• Any employee or concerned party who repeatedly failed to act in accordance

with this order shall be administratively dealt with severely;

3.3 Attendance to Flag Ceremony every Monday Convocation and Flag Retreat
every Friday Afternoon

• All permanent, temporary, co-terminous, casual, contractual employees and

contract of service workers to attend the flag ceremony every Monday at 8:00
o’clock in the morning and the flag retreat every Friday at 4:30 in the
afternoon;

• Employees present during flag ceremony and flag retreat are required to affix
their signature on the attendance sheet being prepared and circulated by
their Administrative Officer or designate;

• Employees reported to duty as evidenced by the punch card or log sheet

entries but not present during flag ceremony or flag retreat shall be
considered to have incurred undertime. The period of undertime shall be the
corresponding number of hours consumed for the flag ceremony or flag

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 retreat which shall be deducted from the vacation leave credits (Section 34,
MC 41, S. 1998);

• For Babak and Kaputian District, the Deputy Mayors and the District
Administrative Officer(s) or alternate(s) shall monitor the attendance of
employees during flag ceremony and flag retreat but on instances may be
required to attend or join the city employees at the City Hall as ordered by
theLocal Chief Executive. The attendance sheets for the week and the report
on discrepancies shall be submitted to the CHRMO on the 1st working day of
the following week;

• For Contract of Service workers, the corresponding period of undertime shall

be deducted from their salary;

• A written explanation shall be required and be submitted to the CHRMO for

any employee proven to fail in attending the flag ceremony or flag retreat but
had reported to duty;

• Exemptions maybe allowed at the discretion of the Local Chief Executive, the
Department Head or the City Human Resource Management Officer on the
following instances:

a. When the employee is on official business with an approved travel order

or whereabout slip submitted to the CHRMO prior to the trip;
b. When the nature of work or assignment of the employee demands that
he/she shall be excused;
c. Physical disabilities and other legitimate health reasons but on a
prescribed period of time and supported with a medical certificate.

• For repetitive acts or violation thereof, an employee shall be subject to

administrative sanction in accordance with the CSC Laws and Rules;

3.4 Whereabouts and Travel

3.2.1 Use of Whereabouts Form

• Employee who leaves office for official business should have approved
whereabouts/travel orders;

• The return slip of whereabouts form with attach Certificate of Appearance

should be submitted to the CHRMO for certification and record purposes;

• The use of whereabouts form for travel within the city shall not include the
department heads and other employees who by the nature of their
work/assignment the use of whereabouts form may not be practical. In case
of the latter, the employee who wish to be exempted from the use of
whereabouts form should make the necessary application to the CHRMO as
recommended by the concerned department head; and

• Any employee who leaves the office without approved whereabouts forms or
travel orders shall be considered to have incurred an undertime or
unauthorized absence and which shall be deducted from the vacation leave
credits/salaries. (Sec. 34, Rule XVI, EO 292)

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3.5 Punch Card

3.3.1 Keeping of Punch Card In The Designated Places:

• Place punch cards in designated punch card holders.

Violation shall be subject to Reasonable Rules and Regulations pursuant to
Sec. 52 of Revised Rules on Administrative Cases.

3.6 Punching/Lining up in the Bundy Clock

3.6.1 Out at 12:00 noon and 5:00 afternoon

3.6.2 30 minutes lunch break interval

Violations shall be subject to provisions under RA 6713. This policy shall not
include those who applied for flexi time duly approved by the Chief Executive.

3.7 Break Time

• Morning Snacks

10:00 am – 10:15 am (1st batch)

10:15 am – 10:30 am (2nd batch)

• Lunch Break

12:00 noon – 1:00 pm

• Afternoon Snacks

3:00 pm – 3:15 pm (1st batch)

3:15 pm – 3:30 pm (2nd batch)

3.8 Computer Games

3.6.1 No playing of Computer Games in the office.

• Sanctions in case of violations

1st Offense Reprimand

2nd Offense Suspension 1-30 days
3rd Offense Dismissal

3.9 Overtime Services

• Should have an approved overtime order

• Present overtime order to the security guard on duty upon retrieval of office
key

Violation shall be subject to Reasonable Rules & Regulations pursuant to

Sec. 52 of Revised Rules on Administrative Cases.

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 3.10 Other policies for Government Office Hours, Flexible Time and Punctuality
(Refer to Annex A)

IV. Duties, Responsibilities And Accountabilities

4.1 Norms of Conduct

Employees shall at all times strive to live out the norms of conduct, and duties of
public officials and employees as enumerated under Sections 4 and 5 of the Code
of Ethics for Government Officials and Employees, in conducting personal and
business affairs.

4.2 Attendance to LGU Activities

4.2.1 Attend and support LGU sponsored activities.

4.3 Participation and Support to LGU Programmes and Undertakings

4.3.1Actively participate and support LGU programmes and undertakings.

4.4 Submission of Mandatory Requirements

4.4.1 Comply and submit promptly data, reports or documents required

4.5 Updating of Personnel Records

4.5.1 An employee shall contact the CHRMO to complete the appropriate forms if there
is any change in:

• employee’s name;

• address;

• telephone number;

• marital status;

• number of dependents;

• life insurance beneficiary;

• designation;

• education and training, and/or;

• person to notify in case of an emergency.

4.5.2 Employee information is confidential and only the CHRMO is authorized to provide
employee information and employment verification. Employees are permitted to
review personnel records, and can obtain copies of these records.

4.6 Turn-over of Accountabilities

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4.6.1 Employee who shall leave his/her station for a day or more shall properly turnover
his/her accountabilities.

4.7 Office Conversations and Workplace

4.7.1 Conversations between employees and customers and among employees

themselves shall always be on a professional level.

4.7.2 Desks and workspaces should be clean and orderly.

4.8 Use of Telephone

4.8.1 Telephones shall be for official use only.

4.8.2 Telephone calls should be answered promptly and courteously.

4.9 Use of Office Supplies and Equipment

4.9.1 All office equipments are for official use only. Family members and relatives are
not allowed to use computers, office supplies and other materials.

4.10 Employees Children

4.10.1 Employees should not bring their children below seven years old to work while on
duty.

4.11 Information Security

4.11.1 Use of Computers

• LGU’s personal computers are for official use only;

• Employees or third party personnel authorized to access LGU computers and

facilities are responsible to maintain and secure LGU information;

• Information stored in the network, drives, servers, PC’s and other systems,
are the property of the LGU and are for official use only; and

• Personnel who have logged in on a particular PC should not allow others to

use this same PC without first logging off.

4.11.2 Data security

• Unauthorized use, access modification, destruction or disclosure of any LGU

information or data stored on-line or off-line is prohibited (includes eprocs,
legislative tracking, electronic DTS, rptas, bpls, e-ngas, payroll system and
others); and

• Passwords must be kept confidential. Security violation traced to a User-ID is

the responsibility of the person to whom it was issued.

4.11.3 Bringing of items (Hardware) outside LGU premises is strictly prohibited. This
includes but not limited to the following items:

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 • CD/VCD/DVD drives, disks, and players;

• Hard drives;

• Radio/Stereo/Cassette players;

• Water dispenser/air pot/rice cooker/kitchen utensils;

• Components/TV set;

• Bundy clock;

• Karaoke;

• Sports equipment; and

• LCD Projector.

4.11.4 Permission from the Guard on Duty must be secured before bringing any of the
above items for business reasons.

4.11.5 Guard on Duty needs to log the serial number of the said device. Failure to
disclose items brought outside LGU premises will mean confiscation of the said
items.

4.11.6 In case of confiscation, the LGU reserves the right to investigate the contents of
the confiscated items for security reasons.

4.12 Internet Usage

4.12.1 Internet is for official use only.

4.12.2 Downloading of any non-business related materials is strictly prohibited.

4.12.3 Access to, display or transmission of sexually-explicit images, messages or

cartoons, or any transmission that contains anything that may be construed as
harassment is not permitted.

4.12.4 All LGU policies and procedures apply to employees’ conduct on the Internet,
especially, but not exclusively, relating to: intellectual property, confidentiality,
company information dissemination, standards of conduct, misuse of LGU
resources, anti-harassment, and information and data security.

4.12.5 Virus infestation resulting from unauthorized activities is punishable.

4.13 Prohibited Acts

In addition to acts and omissions of public officials and employees now

prescribed in the Constitution and existing laws and those stated under Sec. 7 of
the Code of Ethics for Government Officials and Employees, the following shall
constitute prohibited acts and transactions of any public official and employee.

4.13.1 Gambling

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 • Any form of gambling within the LGU premises and outside during office
hours.

4.13.2 Sexual Harassment (Annex B)

4.13.3 False Complaints, Rumormonger, Discrimination and Harassment

• False complaint, rumormonger, pronouncements of discrimination or

harassment against another employee in any form (eg. text messages,
unsigned letters, etc.) shall be answerable for and bear the consequences of
his/her malicious accusations.

• Consequences of such misdeed include but are not limited to dismissal.

4.13.4 Substance Abuse

• Intoxification and the unlawful sale, administration, delivery, distribution,

transportation, manufacture, possession or use of dangerous, prohibited or
regulated drugs and drug-use-related paraphernalia

• Employees are responsible for reporting to their immediate supervisor if they

are required to take any kind of prescription, or non-prescription medication
that may potentially affect job performance.

• Those experiencing problems with alcohol, drugs or prohibited substances

are encouraged to voluntarily seek assistance to resolve such problems
before they become serious cases requiring management referral or
disciplinary measures.

4.13.5 Releasing of Classified or Confidential Information

• The LGU prohibits any employee from releasing classified information. The
LGU restricts access to classified information and strictly controls the release
of such materials to other parties or the general public;

• Employee records;

• Client business or other records;

• Service provider business or other records;

• LGU business transactions; and

• Other similar records or data

¾ Unless authorized by the management.

¾ Employee shall not disclose the information to assist the interest of a third
party or prejudice the public interest.

4.12.6 Conflicts of Interest (Refer to Rules IX and X, Code of Ethics for Government
Officials and Employees

V. Recruitment, Selection and Appointment (refer to Annex C)

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VI. WAGE & SALARY POLICIES (refer to Annex D)

VII. EMPLOYEE BENEFITS (refer to Annex E)

VIII. PUBLIC SECTOR UNIONISM

8.1 In compliance of the Resolution No. 89-204 of the Civil Service Commission which
defines the government’s policy on Public Sector Unionism, the LGU-IGaCos…

8.1.1 Recognizes for the exercise of the right to self-organization, collective

bargaining/negotiations, and peaceful concerted activities;

8.1.2 Allows the employees’ representation in policy-making bodies, management created

committees and special committees;

8.1.3 Creates and implements a Labor-Management Committee

8.1.4 Provides for office space for employees’ association including office equipment and
facilities;

8.1.5 Provides to use/access office equipment and transportation facilities to employees’

association;

8.1.6 Institutionalizes consultation of employees through union on policy changes;

8.1.7 Institutionalizes proper dissemination of office communications to all employees.

8.1.8 Provides of a union bulletin board;

8.1.9 Grants union leave aside from the special leaves to officers/members of employees’
association without deducting their leave credits;

8.1.10 Grants office business of time to union officers/members while attending

seminars/workshops/meetings which are related to union activities; and

8.1.11 Implements the collective negotiation agreement which entered by the management
and employees’ association.

IX. Health and Safety

Section 1. The LGU-IGaCoS shall conform to and comply with applicable regulations
and existing legislations requiring safety and health including sanitary working conditions
prescribed by the Department of Health, Department of Labor, Department of Interior
and Local Government and other government bodies.
Section 2.Every department of LGU-IGaCoS shall prioritize the procurement,
chargeable against their MOOE, the following:

• Protective gears such as masks, gloves and rain coats and boots, skull guard,
gas mask and such other protective gadgets deemed necessary in the
workplace as the nature of the job requires;

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 • Sanitary toilets;
• Safe and potable drinking water;
• Adequate lighting; and
• Air condition units.

Further, LGU-IGaCoS agrees to provide the following:

• Free annual medical/physical and dental examinations of all employees by

the City Health Office. Guidelines shall be prepared by the City Health Office;

• Regular BP monitoring of hypertensive employees as needed; and

• Adequate security and protection for employees, clients and person al

properties within the premises.

Section 3. The parties through the LGU-IGaCoS welfare fund, agree to establish an
Employee Hospitalization Assistance Program (EHAP) scheme. The plans, programs
and guidelines for this purpose shall be formulated by the CHRMO, not later than 6
months upon signing of this agreement. The LGU-IGaCoS welfare fund shall take effect
upon approval by the Labor Management Consultative Council subject to COA rules and
regulations.
Section 4. The IGaCoSEA Welfare Committee and CHRMO shall undertake the
specific guidelines and limitation for the above-purpose and the Memorandum of
Agreement with the concerned hospital. Such guidelines shall, upon approval by the
Labor Management Council and subject to COA rules and regulations, bind the parties
concerned and form part of this agreement.
Section 5. Pregnant employees starting from their first trimester of pregnancy shall
exempted from field work without prejudice to the delivery of efficient public service
provided that after delivery or miscarriages the said employee shall be assigned back to
her normal functions after 2 months of delivery. Further, any pregnant employee after
notifying the office may also request for reassignment to offices, units or substations
nearer to her residence within the last three months of pregnancy until she reports back
to work as practicable. Moreover, in case of a highly critical and special condition of the
pregnant employee like threatened abortion, which usually occurs on the first three
months of pregnancy, the same shall be relieved from fieldwork at the time she formally
notifies her office.

X. Career and Personnel Development

10.1 Performance Appraisal (refer to Annex F)

• Policies

1. Adheres to the principle of performance-based of tenure;

2. Operates on shared commitments and objective measures of performance results;
3. Enhances productivity by using performance targets and standards attuned to
organizational goals and mandate;
4. Recognizes the role of multi-stakeholders in the objective assessment and
feedbacking on individual employee performance;

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 5. Promotes transparency and provides mechanism for appeals and resolution of
conflicts and/or disagreement.

• Objectives

1. To continuously foster improvement of employee performance and efficiency;

2. To enhance organizational effectiveness and productivity, and
3. To provide an objective performance rating which serves as basis for personnel
actions, incentives and rewards, and administrative sanctions.

• Scope and Coverage

It applies to all first and second level employees in the career service and may also
apply to employees of non-career service whenever appropriate.

• Rating Period

Performance evaluation is done every six (6) months ending June 30 and
December 30 of every year. However, if there is a need for a shorter or a longer
period, the minimum appraisal is at least ninety (90) calendar days or three (3) months
while the maximum is not longer than one (1) calendar year.

• Mechanics of Rating

1. Levels of Performance. Each employee is rated on the basis of the levels of

performance set by the City Government;

2. Components of Rating. The overall rating of employees for a given rating period
consist of two (2) parts: Part I – Performance and Part II – Critical Factors

3. Performance Evaluation Forms. Prescribed forms to be used:

PEF 1 – is the form used in all stages of the performance evaluation process;
PEF 2 – Subordinate Rater Form
PEF 3 – Peer Rater Form
PEF 4 – Client Rater For

4. Submission of Targets, Standards and Ratings:

The Performance Targets of employees must be submitted to the PERC or CHRMO

not later than fifteen (15) days before the start of the rating period.

The accomplished Performance Evaluation Forms (PEFs) with final rating must be
submitted to the PERC or CHRMO not later than the 15th day after the end of the
rating period.

5. Sanctions. Non-compliance is a ground for disqualification to promotion, trainings

and scholarship grants, and productivity incentive bonus; and administrative sanction
for violation of reasonable office rules and regulations and simple neglect of duty for
the supervisors or employees responsible for the delay or non-submission of said
performance targets performance evaluation forms or both.

10.2 Human Resource Development

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 • Objectives

1. To provide a continuing program to all city employees at all levels;

2. To create an environment or work climate conducive to the development of personnel
skills, talents and values for better public service;
3. To ensure that every qualified city employee maybe provided at least one training
intervention every year;
4. To stimulate and encourage employee development through individual self-
development and life-long learning/education activities.

• Types of Human Resource Development Programs/Interventions/Opportunities

1. Induction Program – for new entrants in government to develop their pride, belonging
and commitment to public service.

2. Orientation Program – courses to inform new employees about government

programs, thrusts, and operations as well as benefits.

3. Reorientation Program – courses designed to introduce new duties and

responsibilities, new policies and programs to employees who have been in the
service for quite sometime.

4. Professional/Technical/Scientific Program – refers to substantive programs in specific

professional/technical/scientific areas for enhancement of skills and knowledge of
second level personnel in the career service.

5. Employee Development Program – refers to courses aimed at maintaining a high

level of competence on basic workplace skills among employees in the first level in
the career service.

6. Middle Management Development Program – refers to a set or series of planned

human resource interventions and training courses designed to provide division
chiefs and other officials of comparable rank with management and administrative
skills and to prepare them for greater responsibilities.

7. Value Development Program – courses which are designed to enhance and harness
the public service values of employees to become effective government workers;

8. Pre-Retirement Program – courses intended to familiarize would-be retirees on the

government retirement plans and benefits as well as available business opportunities
or other productive options/pursuits.

9. Executive Development Program – refers to activities and experiences, and

continuing education intended to enhance the managerial skills of government
officials or executives who belong to the third level.

10. Scholarship and Study Grants (Local and Foreign)

11. On-the-Job Trainings

10.3 Incentives, Reward and Recognition

10.3.1 Employee Of The Month Award

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 • Objective

o To recognize and reward employees for their outstanding performance and

contribution to the effective and efficient delivery of services of the office and
exemplary behavior in the performance of their duties and responsibilities;
and

o To establish a mechanism for identifying, selecting and rewarding deserving

employees on monthly basis.

• Scope

o The award will be given staring January and every month thereafter;

o Every department may have only one (1) awardee for the month; and

o Open to all rank and file employees whether permanent, temporary or

coterminous

• Award

o The awardees will receive a certificate to be given every last Monday

convocation of the following month; and

o Two (2) days special day-off.

10.3.2 Search For Employee Of The Year Award

• To provide incentives and awards based on performance, innovative ideas and

exemplary behavior;

• Kawani Ng Taon - Open to all rank and file employees whether permanent,
temporary and coterminous; and

• Group Award (Sinag Samal Award).

o Open to all groups of employees for consistent dedicated performance

exemplifying the best in the profession or occupation; and

o Two or more employees bound by common objectives, a tasks force,

technical group or special working team formed/created or organized formally
or informally to undertake certain project/program.

• Awards & Incentives

o Trophy and Cash Award of P 10,000.00; and

o IGACOS official entry to the Provincial and CSC Regional/National Award

10.3.3 Loyalty Incentive – granted to an employee who has served continuously and
satisfactorily the agency for at least ten (10) years. The recipient shall be entitled to a
cash award of not less than Php500.00 but not more than Php1,000.00 per year

21
 during the first ten (10) years. Succeeding awards shall be given every five (5) years
thereafter. Other memorabilia/souvenir as may be provided in the agency PRAISE.

10-15 years - Certificate

20 years - Platinum Service Plaque
25 years - Silver Service Plaque
30 years - Pearl Service Plaque

10.2.4 Length of Service Incentive - given to an employee who has rendered at least
three (3) years of continuous satisfactory service in the same position Joint CSC-
DBM Circular No. 1 s. 1990.

10.2.5 Productivity Incentive - An employee will receive this P 2,000 benefit if he or she
has obtained at least a satisfactory performance rating, as determined by the head of
agency, for the two semesters immediately proceeding the year in which the
incentive pay shall be paid.

10.2.6 Service Ring and Plaque of Recognition for the LGU-IGACOS Retirees

• In addition to the benefits granted under the Collective Negotiation Agreement, to

provide recognition to government officials who spent the most productive years
of their lives serving as dedicated civil servants and whose efforts and labor had
greatly contributed to the development of the Island Garden City of Samal and to
its constituents as well, plaque of recognition and service ring shall be given to
every retiree as memorabilia for their lengthy service and loyalty to government
service subject to the approval by the PRAISE committee. The cost of the ring
shall be as follows:

First 10 years in service - P 10,000.00

11 - 20 years in service - 15,000.00
21 - 30 years in service - 20,000.00
31 years in service and above - 25,000.00

XI. Grievance Machinery (refer to Annex G)

XII. Personnel Discipline (refer to Annex H)

XIII. Utilization of Supplies and Properties

13.1 Overview

In the context of this manual, “property” shall primarily include materials, facilities and
equipment. In this regard, their utilization is hereby considered as an integral process in
the Local Government operations. Hence, their effective and efficient management
throughout their life cycle shall be taken cared of to ensure that the City Government
activities are performed in accordance with defined norms and standards. In effect, these
shall include policies, procedures and other systems that would facilitate the undertaking
of institution’s administrative mission.

13.2 Stewardship

Effective stewardship and accountability of property owned by the City is essential.

Therefore, property stewards are deemed accountable to designated departments, each
of which is responsible for the day-to-day management, use, care, record-keeping and
disposal of those assets.

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13.3 Security of Property

Each member of the staff has a general obligation to safeguard and make
appropriate use of properties and equipment either assigned for individual or group use.
Each department must ensure that there are reasonable security measures implemented
in their areas to prevent theft, damage or misuse of equipment. The head of the
department or office must play an integral role relative to these issues. Relative hereof,
safeguarding of property includes, but is not limited to:
• Notifying the appropriate Property Custodian of the acquisition, movement or
disposal of property

• Exercising reasonable care and security measures to prevent theft, misuse, or

damage and maintain assets in good condition;

• Provide adequate protection for equipment during movement, storage or while

being used;

• Ensure that equipment is properly stored and secured when not in use;

• Reporting lost, stolen, damaged or otherwise impaired property to appropriate

parties, including but not limited to a direct supervisor using appropriate
institutional forms

13.4 Roles, Responsibilities and Accountability (Refer to Annex I)

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ANNEXES

24
 Annex A
(Other policies for Government Office Hours, Flexible Time and Punctuality)

3.1 Uniform MC 19, s. 2000 (Resolution No. 002515) October 31, 2000
Revised Dress Code Prescribed For All Government Officials and Employees in the
Workplace

3.1.1 Bases
Section 3, Article IX-B of the 1987 Constitution provides:
CSC as the central personnel agency of the government, shall adopt measures to
promote morale, efficiency, integrity, responsiveness, progressiveness, and courtesy
in the civil service, and shall likewise institutionalize a management climate
conducive to public accountability.
Section 12 (31, Chapter 3, Title II A, Book V of the Administrative Code of 1987 (EO
292):
Empowers the Civil Service Commission to promulgate policies, standards and
guidelines for the Civil Service and adopt plans and programs to promote
economical, efficient and effective personnel administration in the Government.
Section 12 (191, Chapter 3, Title I, Book V of the Administrative Code of 1987)
provides that the Commission shall perform all functions properly belonging to a
central personnel agency and such other functions as may be provided by law.
Code of conduct and Ethical Standards for Public Officials and Employees (RA 6713)
mandates that public officials and employees shall perform and discharge their duties
with professionalism and shall lead modest lives appropriate to their positions and
income. Likewise, they shall not indulge in extravagant or ostentatious display of
wealth in any form.

3.8.1 Government Office Hours (Rule XVII of EO 292)

Section 1. It shall be the duty of each head of the department or agency to require all
officers and employees under him to strictly observe the prescribed office hours.

“When the head of office, in the exercise of his discretion allows government officials
and employees to leave the office during office hours and not for official business, but
to attend social events/functions and/or wakes/interments, the same shall be
reflected in their time cards and charged to their leave credits.

Section 2. Each head of dept. or agency shall require a daily record of attendance of
all the officers and employees under him including those serving in the field or on the
water, to be kept on the proper form, and whenever possible, registered on the
Bundy clock.

Service “in the field” shall refer to service rendered outside the office proper and
service “on the water” refers to service rendered on aboard a vessel which is the
usual place of work.

Section 4. Falsification or irregularities in the keeping of time records will render the
guilty officer or employee administratively liable without prejudice to criminal
prosecution as the circumstances warrant.

Section 5. Officers and employees of all departments and agencies except those
covered by special laws shall render not less than eight (8) hours of work a day for
five (5) days a week or a total of forty (40) hours a week, exclusive of time for lunch.

25
 As a general rule such hours shall be from 8:00 – 12:00 and 1:00 – 5:00 on all days
except Saturdays, Sundays and Holidays.

3.8.2 Flexible Time

Section 6. Flexible working hours may be allowed subject to the discretion of the
head of dept. or agency. In no case shall the weekly working hours be reduced in
the event the dept. or agency adopts the flexi-time schedule in reporting for work.

Section 8. Officers and employees who have incurred tardiness and undertime
regardless of minutes per day exceeding ten (10) times a month for two (2)
consecutive months or for two (2) months in a semester shall be subject to
disciplinary action.

3.8.3 Punctuality

Section 8. Officers and employees who have incurred tardiness and undertime
regardless of minutes per day exceeding ten (10) times a month for two (2)
consecutive months or for two (2) months in a semester shall be subject to
disciplinary action.

• Absenteeism and Tardiness MC 23, s. 1998

Habitual Absenteeism

An employee shall be considered habitually absent if he incurs unauthorized

absences exceeding the allowable 2.5 days monthly leave credit for at least three (3)
months in a semester or at least three (3) consecutive months in a year

In case of ill health, heads of departments of agencies are encouraged to verify the
validity of such claim and if not satisfied with the reason given, should disapprove the
application for sick leave.

In cases of employees who absent themselves from work before approval of their
application should be disapproved outright; and

In the discretion of the head of any dept., agency or office, any government physician
maybe authorized to do a spot check on the employees who are supposed to be on
sick leave. Those found violating the leave laws, rules or regulations shall be dealt
with accordingly by filing appropriate administrative cases against them.

Sanctions

1st Offense – after due proceedings Six (6) months and one (1) day to one (1)
year suspension without pay
2nd Offense – after due proceedings Dismissal

Habitual Tardiness

Any employee shall be considered habitually tardy if he incurs tardiness, regardless

of the number of minutes, ten (10) times a month for at least two (2) months in a
semester or at least two (2) consecutive months during the year.

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Sanctions

1st Offense – after due proceedings Reprimand

2nd Offense – after due proceedings Suspension for one (1) day to thirty (30)
days
3rd Offense – after due proceedings Dismissal

Section 9. Off-setting of tardiness or absences by working for an equivalent number

of minutes or hours by which an officer or employee has been tardy or absent,
beyond the regular or approved working hours of the employees concerned, shall not
be allowed.

Section 10. When the interest of public service so requires the daily hours of work
for officers and employees may be extended by the head of the agency concerned,
which extension shall be fixed in accordance with the nature of the work. Provided,
that work in excess of eight (8) hours must be properly compensated.

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 Annex B
(Sexual Harassment)

• Administrative Rules defines sexual harassment as:

o An act, or a series of acts, involving any unwelcome sexual advance

o A request or demand for a sexual favor
o Other verbal or physical behavior of sexual nature, committed by a government
official or employee in a work-related, training or education-related environment
of the person complained of.

• Basic components of Sexual harassment

o The act is unwelcome, uninvited or unsolicited;

o It is repeated (for light offenses);
o It may be deliberate or done unconsciously; or
o It emphasizes a person’s sexuality over the role as a worker.

• Person who may commit Sexual harassment

Sexual harassment may be committed by an officer or employee in the public and private
sectors.

Sexual harassment in the public sector is governed by Administrative Disciplinary Rules

on Sexual Harassment Cases; SH in the private sector, by RA 7877.

• Places where the Administrative Offense of SH may be committed

o Workplace, school or training institution.

o Any other place where the parties are found as a result of social functions, work-
related places including school/training responsibilities, and travel.
o Official conferences, for a, symposia or training sessions
o Electronic media such as telephone, cellphone, fax machine, or e-mail

• Sexual harassment may be committed in a work place under the following

circumstances:

o submission to or rejection of the act or series of acts used as basis for any
employment decision (including, but not limited to, matters related to hiring,
promotion, raise in salary, job security, benefits and any other personnel action)
affecting the applicant/employee; or
o the act or series of acts have the purpose or effect of interfering with the
complainant’s work performance, or creating an intimidating, hostile or offensive
work environment; or
o the act or series of acts might reasonably be expected to cause discrimination,
insecurity, discomfort, offense or humiliation to a complainant who may be a co-
employee, applicant, or ward of the person complained of.

• Sexual harassment may also take place:

o in any place where the parties were found as a result of work or education or
training responsibilities or relations;
o at work or education or training-related social functions;

28
 o while on official business outside the office or school or training institution or
during work or school or training-related travel;
o at official conferences, for a symposia or training sessions; or
o by telephone, cellular phone, fax-machine or electronic mail.

• The victim my file a complaint

o before the Committee on Decorum and Investigation

o before the court having jurisdiction thereof
o before the appropriate court in an independent civil action for damages

• Forms of sexual harassment

o Physical
a. Malicious touching
b. Overt sexual advances
c. Gestures with lewd insinuation.
o Verbal, such as but not limited to, requests or demands for sexual favors, and
lurid remarks
o Use of objects, pictures or graphics, letters or written notes with sexual
underpinnings
o Other forms analogous to the foregoing.

• Grave Acts of Sexual harassment

o Unwanted touching of private parts of the body (genitalia, buttocks, and breast);
o Sexual assault;
o Malicious touching;
o Request for sexual favor in exchange for employment, promotion, local or foreign
travels, favorable working conditions or assignments, a passing grade, the
granting of honors or scholarship, or the grant of benefits or payment of stipend
or allowance; and
o Other analogous cases

• Less Grave Acts of Sexual harassment

o Unwanted touching or brushing against a victim’s body;

o Pinching not falling under grave offense;
o Derogatory or degrading remarks or innuendoes directed towards the members
of one sex or one’s sexual orientation or used to describe a person;
o Verbal abuse or threats with sexual overtones; and
o Other analogous cases.

• Light Acts of Sexual harassment

o Surreptitiously looking or stealing a look at a person’s private part or worn

undergarments;
o Telling smutty/sexist jokes or sending these through electronic media such a text,
e-mail or the like, causing embarrassment or when such jokes are clearly vulgar;
o Malicious leering or ogling;
o Display of sexually offensive pictures, materials or graffiti;
o Unwelcome inquiries or comments about a person’s sex life;
o Unwelcome sexual flirtations, advances or proportions;
o Making offensive hand or body gestures;

29
 o Persistent unwanted attention with sexual overtones;
o Unwelcome phone calls with sexual overtones, causing discomfort,
embarrassment or insult; and
o Other analogous cases.

• The penalties for light, less grave, and grave offenses are as follows:

For light offenses:

1st offense - Reprimand
2nd offense - Fine or suspension not exceeding thirty (30) days
3rd offense - Dismissal

For less grave offenses

1st offense - Fine or suspension not less than thirty (30) days and not exceeding
six (6) months
2nd offense - Dismissal

For grave offenses

Dismissal

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 Annex C
(Recruitment, Selection and Appointment)

5.1 Qualification Standard

• A qualification standard expresses the minimum requirements for a class of position

in terms of education, training and experience, civil service eligibility, physical fitness,
and other personality traits required by the job.

5.2 CS Eligibility

• For First level positions

1. Cultural Community Employee Eligibility-granted to members of the cultural

communities who held first level positions at the time of conferment of such
eligibility(Conferment of this eligibility was phased-out in August, 1980)
2. Barangay Official Eligibility-granted to Barangay officials pursuant to CSC Res. 83-
496, as amended by CSC Res. 93-3666
3. RA 6850 Career Service Sub-Professional Eligibility-granted to those holding
temporary appointments to first level positions in the career service who have
rendered a total of seven (7) years of efficient service as of February 8, 1990.
4. P.D. 1125 Eligibility granted to selected Muslim rebel\returnees/trainees.
5. P.D. 1569 Eligibility- granted to Barangay Nutrition Scholars, which is appropriate
only to functionally-related first level positions, such as Nutrition Aide.
6. Licensure Examination For Teachers (LET)
7. Professional Board Examination For Teachers (PBET)
8. Police Officer
9. MC 11
10. CESO
11. CSC RES.#93-3666
12. Security Guard License
13. 1st Class Radio Tel. Operator
14. Driver’s License
15. Agricultural Officer (Qualifying)
16. Fisheries Board Examination
17. CSC RES. 83-496
18. RA 6850
19. Restricted Radio Tel. Operator. Certificate
20. Batas Pambansa Blg. 337
21. MC 42 (Nursery Farm Foreman)
22. PNP Entrance Examination

5.3 Nature of Appointment

5.3.1 Original appointment-refers to initial entry into the career service of person who
meets all the requirements of the position.

5.3.2 Promotion appointment-is the advancement of an employee from one position to

another with an increase in duties and responsibilities as authorized by law. And
usually accompanied by an increase in salary.

5.3.3 Transfer appointment-is the movement of employee from one position to another
which is not equivalent rank, level or salary without break in the service involving the
issuance of an appointment.

31
5.3.4 Reemployment appointment-is the reappointment of a person who has been
previously appointed to the position in the career service under permanent status
but was separated there from as a result of reduction in force, reorganization,
retirement, voluntary resignation or of any non-disciplinary actions such as dropping
from the rolls.

5.3.5 Reappointment-is the re-issuance of an appointment during reorganization,

devolution, &salary standardization.

5.3.6 Renewal appointment-refers to the subsequent appointment issued upon the

expiration of the appointment of the contractual/casual or temporary appointment.

5.3.7 Demotion appointment-is the movement o an employee from one person to another
with reduction in duties, responsibilities status of rank which may or may not involve
reduction in salary.

5.4 Status of appointment

5.4.1 Permanent-issued to a person who meets all the minimum qualification requirements
of the position to which he is appointed.
5.4.2 Temporary-issued to a person who meet the education, experience and training
requirements for the position to which he is being appointed except for the
appropriate eligibility.
5.4.3 Co-terminus-issued to a person whose entrance and continuity in the service is
based on the trust and confidence of the appointing authority.
5.4.4 Casual-issued only for essential and necessary services where there are not enough
regular staff to meet the demands of the service.
5.4.5 Contractual-issued to a person to undertake a specific work or job for a limited period
not to exceed one year.
5.4.6 Job Order-issued to a person to do a piece of work or intermittent job of short
duration not exceeding six months paid on a daily basis for local projects authorized
by the Sanggunian concerned.

5.5 Effectivity of Appointment

Sec.1. An appointment issued in accordance with pertinent laws and rules shall take
effect immediately upon its issuance by the appointing authority.

Sec. 2 an appointment of a department head requiring the concurrence of the local

sanggunian shall be effective on the date of its issuance by the appointing authority;
provided that the effectivity of the said appointment shall end the moment the local
sanggunian rejects or disapproves it. (CSC res. 062262)

5.6 Prohibition and Limitation on Appointment

5.6.1 No person shall be appointed in the local government career service if he is related
within the fourth civil degree of consanguinity or affinity to the appointing or
recommending authority. (Nepotism)

5.6.2 No elective official or appointive officer or employee shall hold any office or
employment in the government unless otherwise allowed by law or the primary
functions of his position.

5.6.3 No elective or appointive public officer or employee shall receive additional, double or
indirect compensation, unless specifically authorized by law, nor accept without the

32
 consent of Congress, any present, emolument, office or title of any kind from any
foreign government.

5.6.4 No candidate who lost in an election (except Barangay election) shall not be eligible
for appointment or reemployment to any office in the government or government-
owned or controlled corporation within one year following such election.(Sec.6,
Art.IX-B, 1987 Philippine Constitution; Sec. 94(b), RA 7160and Sec.54(2) Bk V, E.O.
#292.

5.6.5 An employee who resigned from the government service during the three-month
period before any election to promote the candidacy of another shall not be re-
employment during the six-month period following such election.(Sec. 7, Rule VII,
Omnibus Rules)

5.6.6 Heads of unit/field/provincial office of an oversight agency and his staff are prohibited
from transferring or being appointed to any position in the
department/agency/office/local government which his unit or office assigned or
designated o oversee within one year after the termination of such
assignment/designation.(Sec. 5,Rule VII Omnibus Rules)

5.6.7 Positions in the local government units shall not be reclassified or upgraded as long
there are incumbents.

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 Annex D
(Wage & Salary Policies)

6.1 Schedule of Payment of Salaries.

6.1.1 The salaries of regular employees are normally released on 15-30 basis. If the 15th or
30th / 31st falls on a Saturday, Sunday or even Monday, salaries are given on the preceding
working day.

6.1.2 Allowances, incentives and bonuses are released on the basis of the guidelines,
circulars and issuances issued for that purpose.

6.1.3 Representatives may claim in behalf of the payee provided that the representative is
duly authorized as evidenced by a special power of attorney.

6.2 Mandatory and Other Authorized Deductions

6.2.1 Mandatory Deductions. Deductions from salaries, emoluments or other benefits

accruing to any government employee may be allowed for the payment of obligations due to
the GSIS, HDMF, PHIC, the Bureau of Internal Revenue (BIR), and other government
financial institutions. The same is allowed for associations/ cooperatives organized and
managed by government employees for their benefit and welfare and duly operated under
existing laws.

6.2.2 Authorized Deductions. Deductions by virtue of a memorandum of agreement signed

between the local government and any private institution (insurance, banks and other
financing institutions) wherein the agency/ LGU withholds a portion of employee’s salaries as
payment of financing, investment and insurance services provided by the private institution
to the employee. The agency will then remit the amount withheld to the private institution.

6.3 Required Net Take Home Pay

Employees’ net take home pay shall not be lower than Three Thousand Pesos (P3,000.00)
after all mandatory and authorized deductions shall have been deducted pursuant to Sec. 36
of the General Appropriations Act of 2005.

34
 Annex E
(Employee Benefits)

7.1 Clothing Allowance. This is an allowance amounting to Four Thousand Pesos (P4,000)
given to employees who are in the service for at least six consecutive months, provided that
the employee will serve the agency for another six months from time the allowance is
received.

7.2 Mid-year Bonus. An employee may receive one-half of the amount of year-end bonus
and cash gift in May, provided that the employee has rendered at least four months of
service, including leaves of absence with pay, from January 1 to April 30 of the given year
regardless of whether or not they still be in the service as of October 31 of the same year.
Payments of the authorized benefits shall be made not earlier than May 1, and should be
paid not later than May 31 of the particular year.

7.3 Year-end Bonus. This is given in the month of November which is the other half of the
bonus given in the mid-year.

The appropriations herein provided for the year-end bonus and cash gift equivalent to one
(1) month basic salary and additional cash gift of Five Thousand Pesos Only (P5,000.00)
provided under R.A. No. 6686 as amended by R.A. No. 8441 shall be granted to all national
government officials and employees whether under regular , temporary, casual or
contractual status, on full-time or part-time basis, who have rendered at least a total of four
(4)months of service including leaves of absence with pay in the government from January 1
to October 31 of each year and who are still in the service as of October 31 of the same
year.

Pro-rated share of the remaining balance of cash gift

All government personnel who have rendered more than four months of service in a given
year before their retirement/ separation from the service may receive a proportionate share
of the remaining balance of the cash gift in addition to the benefit provided in the foregoing
paragraphs.

The pro-rated share of the cash gift shall follow a twenty percent (20%) gradation for every
month of service, in excess of the four month service requirement as follows

Month of Retirement/ Separation from Percentage Amount

Service

May 0% 0

June 20% 500

July 40% 1000

August 60% 1500

September 80% 2000

October 100% 2500

35
Granting of Extra cash Gift is subject to budget circular

7.4 Step Increment. This is a 2.5% increase in the basic salary given if an employee has
rendered continuous satisfactory service in a particular position for at least three years. In
any given position, an employee is allowed a maximum of 8 steps.

7.5 Loyalty Award. This incentive is received if an employee has rendered at least 10 years
of continuous and satisfactory service and every five years thereafter.

If an employee incurred an aggregate of not more than 50 days authorized vacation leave
without pay within the 10-year period, he or she will still be considered as having rendered
continuous service for purposes of granting the loyalty award.

In the same way, if an employee incurred an aggregate of not more than 25 days authorized
vacation leave without pay within the five year period, he or she may qualify for the loyalty
award every five years of service.

The incentive is given at P500.00 for every year of service.

7.6 Productivity Incentive. An employee will receive this P 2,000 benefit if he or she has
obtained at least a satisfactory performance rating, as determined by the head of agency, for
the two semesters immediately proceeding the year in which the incentive pay shall be paid.

7.7 Leave Benefits.

7.7.1 Vacation Leave. Leave of absence granted for personal reasons, the approval of
which is contingent upon the necessity of the service. An employee is entitled to a 15-day
vacation leave annually with full pay exclusive of Saturdays, Sundays and holidays.

7.7.2 Sick Leave. This leave is granted when an employee or his or her immediate family
member, who is primarily dependent upon the former for support, is sick. An employee is
entitled to 15-day sick leave annually with full pay exclusive of Saturdays, Sundays and
holidays.

7.7.3 Accumulation of vacation and sick leave. Vacation and sick leave shall be
cumulative and any part thereof which may not be taken within the calendar year may be
carried over to the succeeding years. Whenever any official or employee retires, voluntarily
resigns, or is allowed to resign or is separated from the service through no fault of his own,
he shall be entitled to the commutation of all the accumulated vacation and/ or sick leave to
his credit, exclusive of Saturdays, Sundays, and holidays, without limitation as to the number
of days of vacation and sick leave that he may accumulate provided his leave benefits are
not covered by special law.

When a person whose leave has been commuted following his separation from the service is
reemployed in the government before the expiration of the leave commuted, he shall no
longer refund the money value of the unexpired portion of the said leave. Insofar as his leave
credit is concerned, he shall start from zero balance.

7.7.4 Maternity Leave. Married women in the government service who have rendered an
aggregate of two (2) or more years of service, shall, in addition to the vacation and sick
leave granted them, be entitled to maternity leave of sixty (60) calendar days with full pay.

Maternity leave of those who have rendered one (1) year or more but less than two (2) years
of service shall be computed in proportion to their length of service, provided, that those who

36
have served for less than one (1) year shall be entitled to 60-days maternity leave with half
pay.

It is understood that enjoyment of maternity leave cannot be deferred but should be enjoyed
within the actual period of delivery in a continuous and uninterrupted manner not exceeding
60 calendar days.

A married woman may be granted maternity leave more than once a year or in every
instance of pregnancy irrespective of its frequency.

7.7.5 Paternity Leave. Every married male employee is entitled to a paternity leave of seven
(7) working days for the first four (4) deliveries of his legitimate spouse with whom he is
cohabiting.

7.7.6 Special Leave Privileges. In addition to the vacation, sick, maternity and paternity
leave, officials and employees with or without existing or approved Collective Negotiation
Agreement (CNA), except teachers and those covered by special leave laws, are granted
the following special leave privileges subject to the conditions hereunder stated:

• funeral/ mourning leave

• graduation leave
• enrollment leave
• wedding/ anniversary leave
• birthday leave
• hospitalization leave
• accident leave
• relocation leave
• government transaction leave
• calamity leave

That the official/ employee may be granted a maximum of three (3) days within a calendar
year of any or combination of special leave privileges of his choice which he would opt to
avail;
That such privileges shall be non-cumulative;
That the official/ employee shall submit the application for the said special leave privileges
for at least one (1) week prior to its availment except on emergency cases; and
Special leave privilege may be availed of by the official / employee when the occasion is
personal to him and that of his immediate family.

7.7.7 Forced/ Mandatory Leave. All officials and employees with 10 days or more vacation
leave credits shall be required to go on vacation leave whether continuous or intermittent for
a minimum of five (5) working days annually. The mandatory annual five-day vacation leave
shall be forfeited if not taken during the year and shall be deducted accordingly from the
leave credits

7.7.8 Terminal Leave. Terminal leave is applied for by an official or an employee who
intends to terminate his connection with his employer

7.7.9 Rehabilitation Leave for Job-related Injuries. Applications of officials and

employees for leave of absence on account of wounds or injuries incurred in the
performance of duty must be made on the prescribed form, supported by the proper medical
certificate and evidence showing that the wounds or injuries were incurred in the
performance of duty. The head of department/ agency concerned shall direct the absence of
an employee during his period of disability thus occasioned shall be on full pay, but not to

37
exceed six (6) months. He shall authorize the payment of medical attendance, necessary
transportation, subsistence and hospital fees of the injured person. Absence in the case
contemplated shall not be charged against sick leave or vacation leave, if there are any.

7.7.10 Solo Parent Leave. An employee can avail of this seven-day leave if any of the
following is met:

• A woman who gives birth as a result of rape, provided, you keep and raise the child;
• A parent left solo or alone with the responsibility of parenthood due to the following:

o Death of spouse;
o Detention of spouse for at least one year;
o Physical, mental incapacity of spouse as certified by a public certified practitioner;
o Legal separation from spouse provided you have the custody of the children;
o Declaration of annulment of marriage provided you have the custody of the
children below 18 years of age; and
o Abandonment by spouse for at least one year

• An unmarried person who has preferred to keep and rear children through legal
adoption;
• A person who provides parental care or licensed as a foster parent by the CSWD or
you are appointed as legal guardian by the court;
• A family member who assumes the responsibility of the head of the family as a result
of:
o Death;
o Abandonment;
o Disappearance;
o Disappearance or prolonged absence for at least one year.

7.7.11 Leave Without Pay. All absences of an official or employee in excess of his
accumulated vacation or sick leave credits earned shall be without pay. When an employee
had already exhausted his sick leave credits, he can use his vacation leave credits but not
vice versa. Leave without pay not exceeding one year may be granted in addition to the
vacation and/or sick leave earned. Leave without pay in excess of one month shall require
the clearance of the proper head of department or agency.

7.7.12 Study Leave. This refers to time-off from work not exceeding six months with pay for
the purpose of assisting an employee in preparing for bar/board review and in writing your
thesis/ dissertation to complete masteral or doctoral degree. The leave shall be covered by a
contract between the employee and the city mayor.

7.8 Employees’ Compensation (based on Budget Circular No. 4 dated 6/28/1991)

7.8.1 Personnel Economic Relief Allowance (PERA). All appointive employees of the
government occupying itemized plantilla positions with Salary Grade 23 or below, and
all casual and contractual employees of equivalent salary grade, who have rendered
at least twelve (12) months of continuous or uninterrupted service as of January 1,
1991 or thereafter;

The PERA shall be paid in accordance with the following:

• Employees who are paid on annual or monthly basis shall be paid the PERA of P
500 per month;

38
 • Employees who are paid on a daily basis shall be paid PERA of P 22.72 per day
but not to exceed P 500 per month;
• The PERA of employees paid on an hourly, daily or part-time basis shall be
computed on the basis of actual services rendered during the month but not to
exceed P 500 per month;
• Entitlement to the PERA by employees in the local government units shall be in
accordance with the following schedule;

For Provinces/ Cities Municipalities

Special Cities and 1st Class 100% 90%

2nd Class and 3rd Class 90% 80%
4th Class, 5th class and 6th Class 80% 70%

Employees who are on full-time or part-time detail with another government agency, entity or
special project shall receive the PERA from their home office, or in the case of employees
paid from project funds, from the same source where they draw their basic salaries. No one
shall receive PERA from more than one source.

(based on budget circular no. 12, dated 4/7/1997) updated rules and regulations on the grant
of personnel economic relief allowance (PERA) and expansion of coverage to include all
employees of the government.

Coverage – all civilian appointive government personnel under permanent, temporary,

contractual, casual, substitute or emergency status, regardless of salary grade assignment,
whether or not receiving Representation and Transportation Allowance (RATA), or on full-
time or part-time basis, Exempt – elective officials and members of local legislative bodies,
those who are absent without leave (AWOL) and

Rules and regulations - a) government personnel who are paid on annual or monthly basis
shall be paid PERA of P 500 per month; b) The PERA of government personnel paid on an
hourly, daily or part-time basis shall be computed on the basis of actual services rendered
during the month but not to exceed P 500 per month; c) The PERA of government personnel
who incurred absences without pay including those on leave without pay during the month
shall be computed on the basis of actual services rendered with pay during the same month;
d) …..

7.8.2 Hazard. For Public Health Workers, Hazard pay not exceeding P600 per month is
given to them.

7.8.3 Laundry. For Public Health Workers, Laundry Allowance of P 125 per month is
given to them.

7.8.4 Subsistence. For Public Health Workers Subsistence Allowance of P30 per day is
given to them.

7.9 Government Service Insurance System (GSIS). Membership in the GSIS is

compulsory irrespective of employment status, provided you have not reached the
compulsory retirement age at the time of election or appointment.

7.9.1 Life Endowment Policy.

• Maturity Benefit. Upon maturity of your life insurance, the face amount thereof, less
any indebtedness shall be paid to you.

39
 • Cash Surrender Value. After the insurance shall have been in force for one year, and
if you have been separated from the service prior to the maturity of your insurance,
you may be paid the cash value less any indebtedness unless the terms of your
separation provide otherwise.
• Waiver of Premium Due to Permanent Total Disability. If you are separated from the
service due to permanent total disability as determined by the system, your
contribution that may become due and payable during the period of disability shall be
deemed waived and considered paid.
• Death benefit. If you die prior to the maturity of your insurance and during its
continuance, the system shall pay your designated beneficiaries or your legal heirs,
as the case may be, the face amount less any indebtedness.
• Accidental Death Benefit. If you die and the cause of your death is due to accident,
the GSIS shall pay you designated beneficiaries or legal heirs, an additional amount
equivalent to the face amount of your compulsory life insurance.
• Dividend. Your policy shall earn dividend on the basis of earning realized by the
accumulated value of the policy. The declared interest earnings rate shall be
determined by the actuary and approved by the Board of Trustees.
• Policy Loan. You are entitled to avail of this loan if you have paid more than one year
premium.

7.9.2 Enhanced Life Policy

• Termination Value. You can withdraw the termination equivalent to 25% for every life
insurance premiums due and paid in full only upon your separation from the
government service less your total indebtedness.
• Death Benefit. Upon your death, during the term of the policy, your qualified
beneficiaries are entitled to receive the death benefits based on the latest salary
preceding your death to which salary the corresponding life insurance premium was
paid and remitted to the GSIS.
• Annual Dividend. Your policy shall earn dividend on the basis of your earnings
realized by the accumulated termination value of your money. The declared interest
earnings shall be determined by the actuary and approved by the Board of Trustees.

7.9.3 Retirement Benefits

• RA 1616 (Gratuity benefit). If you choose this, the benefit that you will receive is
equivalent to one month salary for each year of service for your first 20 years; one
and a half months salary for each year of service in excess of 20 up to 30 years; and
two months salary for each year of service over thirty years, based on the highest
salary received.

• RA 660 or Magic 87. Retirement is at age 52-64 with 16-35 years or service or what
is labeled as “Magic 87”, i.e. the sum of your age and the length of your service must
be 87.

If you retire at age 57, the amount of your monthly annuity (pension) shall be P 30.00
plus 1.2% of each year of service rendered before June 16, 1951 of the average monthly
salary during the last three years prior to the date of retirement, but said amount shall not
exceed 75% of the average monthly salary.

For other ages, your annuity shall be adjusted actuarially but the amount must not
exceed 80% of the average monthly salary.

40
 • RA 8291. If you are not receiving a monthly pension benefit from Permanent Total
Disability, retirement is at age 60 with 15 years of creditable service.

7.9.4 Unemployment Benefit. This is given to you if you have paid the required 12
months integrated contributions under RA 8291 and is voluntarily separated from the
service as a result of the abolition of your office or position usually resulting from the
reorganization. The benefit is in the form of cash payment equivalent to 50% of the
Average Monthly Compensation.

7.9.5 Separation Benefit. This will be given to you if you leave the city government through
a choice of your own or when circumstances force you to resign.

7.9.6 Disability Benefit. This will be granted to you due to the loss or reduction in your
earning capacity caused by the loss or impairment of the normal functions of your physical
and/or mental faculties as a result of injury or sickness.

7.9.7 Survivorship Benefit. If you are either a deceased member or a pensioner, this
benefit is extended to your surviving and qualified beneficiaries to cushion them against the
adverse economic effects resulting from your death.

7.9.8 Burial Benefit. This will be granted to your beneficiaries if you are: an active member;
a member who has been separated from service but who is entitled to future separation or
retirement benefit; a member who is an old-age pensioner; a retiree who at the time of
retirement is of pensionable age under RA 8291 but opted to retire under RA 1616; or a
member who retired under RA 1616 prior to the effectivity of RA 8291 with at least 20 years
of service, regardless of age.

7.10 Medical Benefits (PhilHealth-Medicare)

7.10.1 Inpatient Hospital Care:

• Room and board;

• Services of health care professionals;
• Diagnostic, laboratory, and other medical examination services;
• Use of surgical or medical equipment and facilities;
• Prescription drugs and biologicals, subject to the limitations stated in Sec. 37 of
RA 7875; and
• Inpatient education packages.

7.10.2 Outpatient Care:

• Services of health care professionals;

• Diagnostic, laboratory, and other medical examination services;
• Personal preventive services;
• Prescription drugs and biologicals, subject to the limitations described in Sec. 37
of RA 7875, and
• Emergency and transfer services.

7.11 PAG-IBIG Program

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7.11.1 Provident/ Savings Benefit. The Pag-IBIG Fund offers you a fast, easy and affordable
way of saving for your future needs.

• Your savings enjoy the following features:

o double or triple monthly savings;

o annual dividend earnings;
o portability
o tax-free and government guaranteed

• You shall get back your Total Accumulated Value (TAV) consisting of your
personal contributions, your employer counterpart contributions and dividend
earnings upon the occurrence of any of the following:

o membership authority (20 years or 240 monthly contributions) or

o optional withdrawal after 10 or 15 years, i.e., if you joined the fund in 1995;
o retirement;
o permanent departure from the country;
o permanent/ total physical disability;
o insanity, and
o termination from service by reason of health. Your beneficiary can also claim
the TAV upon your death.

7.11.2 Short-Term Loan Benefit/ Multi-purpose Loan. You may apply for a multi-purpose
loan (MPL) if you are an active member who has made at least 24 monthly
contributions.

• Loan Amount

Your loan entitlement will depend on the number of contributions you have made,
based on the following:

Loan amount is up to 60% of TAV if you, have made 24-59 monthly

contributions;
Loan amount is up to 70% of TAV if you have made 60-119 monthly
contributions;
Loan amount is up to 80% of TAV if you have made at least 120 monthly
contributions;

• Interest Rate

Your loan will bear an interest at the rate of 10.75% per annum for the duration of
the loan.
• Loan Term

The loan shall be paid over a maximum period of 24 months.

• Loan Payments

Your loan shall be amortized in equal monthly amortizations in such amounts as

may fully cover the loan obligation.

42
 A penalty of one-half percent (1/2%) shall be charged to you for every month of
delay.

If you are a member with an outstanding Pag-IBIG housing loan, you may be
allowed to avail of an MPL, provided that the account is not more than nine
months in arrears and is not yet cancelled or foreclosed.

However, if you are a member with outstanding Pag-IBIG housing loan that is not
more than nine months in arrears but is not yet cancelled or foreclosed, you may
be allowed to avail of an MPL, provided that the purpose of the MPL is to update
your housing loan arrearages. The MPL proceeds to be applied on the housing
loan arrearages shall be subject to your loan entitlement

7.11.3 Housing Loan

• If you are an active member who has made at least 24 monthly contributions at
the time of loan application and has a net take home pay of at least P 3,000.00
after deducting the monthly amortization, you may avail of a housing loan up to P
2,000,000. For any of the following purposes:
• purchase of a residential unit;
• purchase of a house and lot;
• construction or completion of a residential unit on a lot owned by you;
• home improvement; and
• Refinancing of an existing mortgage loan with an institution acceptable to Pag-
IBIG Fund, provided that the loan to be refinanced is current and updated at the
time of loan application, and the account reflects a perfect repayment history for
at least two years, duly supported by your ledger.

7.11.4 Grounds for Withdrawal of Members Savings

• Membership Term Maturity. Members who registered under PD 1752
(implementation was July 1, 1981) may withdraw savings after 20 years of active
Fund membership, i.e. after making 240 monthly contributions to the Fund.
Members who registered under RA 7742 (implementation was January 1, 1995)
may apply for partial withdrawal of savings after 10 or 15 years of continuous
membership provided they have no outstanding loan with the Fund.
• Retirement. Early Retirement at age 45; Optional Retirement at age 60;
Mandatory retirement at age 65.
• Permanent Departure from the country
• Permanent/Total Disability
• Insanity
• Termination from service by reason of health
• Death of member. Legal heirs or beneficiaries get the benefits due the deceased
member, and an additional death aid benefit of 6,000.00.

7.12 RATA:

(Based on Local Budget Circular No. 68, dated 6/4/98)

The local chief executive, with the approval of the Sanggunian may authorize the
following officials to receive RATA pursuant to Section 41 of RA 8522

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 • Local Chief Executive

• Local Vice Chief Executives

• Sanggunian Members

• Department/ Office Heads

• Assistant Department/ Office Heads

The rate of RATA authorized in the LGU shall vary depending on the income
classification of said LGU. The percentage application of the RATA authorized in the
GAA for a given position/ rank in the national government shall be adopted based on
the income classification of an LGU.

The transportation allowance herein authorized shall not be granted to an official who
is assigned a government vehicle or who use government motor transportation in the
performance of his official duties and responsibilities.

7.13 OVERTIME:

7.13.1 Overtime Compensation:

(BC no. 2002-2, dtd 3/26/02) To encourage and promote domestic tourism as intended
by AO No. 32, overtime work should be avoided except when absolutely necessary as
may be determined by the agency head who may further issue related additional
guidelines.

OT Services with Pay. In accordance with Budget Circular No. 10, dated March 29,
1996, overtime services, if any, shall be paid at plus 25% of the hourly rate excerpt for
holidays and previously established rest days.

(Budget Circular No. 10, dated 3/29/1996) This circular shall cover (1) incumbents of
positions of chief of division and below under permanent, temporary of casual status,
and contractual personnel whose employment is in the nature of a regular employee.

• Computation of Overtime Service with pay

Overtime services shall include: (1) those rendered beyond eight (8) work hours of a
regular work day; (2) those rendered on rest days, such as Saturdays and Sundays, and
(3) those rendered on holidays or non-working days

Personnel rendering overtime services shall be entitled to overtime pay by the hour
which shall be based on his/ her actual hourly rate, computed as follows:

Actual Hourly Rate (HR) = Actual Salary per Month / 22x8

Overtime pay shall be computed as follows;

For ordinary working days: Plus 25% of the hourly rate (0.25 x H.R.)

Overtime Pay = 1.25 x H.R. x No. of Hours Rendered

44
 For rest days and holidays: plus 50% of the hourly rate (0.50 x H.R.)

Overtime Pay = 1.50 x H.R. x No. of Hours Rendered

The total overtime pay of the employee for the year shall not exceed fifty percent (50%)
of his annual basic salary

Overtime Pay for contractual personnel shall be based on the rate exclusive of the 20%
premium.

7.14 Non-Monetary Remuneration for Overtime Services Rendered (pursuant to Section

1 (d) of Administrative Order No. 103, “Directing the Continued Adoption of Austerity
Measures in the Government”.

This covers incumbent of positions of chief of division and below under permanent,
temporary or casual status, and contractual personnel whose employment is in the
nature of regular employee.

Compensatory Overtime Credit (COC) refers to the accrued number of hours an

employee earns as a result of services rendered beyond regular working hours, and/ or
those rendered on Saturdays, Sundays, Holidays or scheduled days off without the
benefit of overtime pay.

Compensatory Time-Off (CTO) refers to the number of hours or days an employee is

excused from reporting for work with full pay and benefits. It is a non-monetary benefit
provided to an employee in lieu of overtime pay.

Availment of CTO.

The CTO may be availed of in blocks of four (4) or eight (8) hors. Agencies adopting
alternative work schedules should make parallel adjustments in the availment blocks,
tantamount to either a half full day leave from work.

The employee may use the CTO continuously up to a maximum of five (5) consecutive
days per single availment , or on staggered basis within the year.

The employee must first obtain approval from the head of the agency/ authorized official
regarding the schedule of availment of CTO. The management shall accommodate, to
the extent practicable, all applications for availment of CTO at the time requested by the
employee. In the exigency of the service, however, the schedule may be recalled and
subsequently rescheduled by the Head of the Office/ Authorized official within the year.

7.14.1 Compensatory Overtime Credit

Compensatory Time-off

(Based on BC No. 2003-8, dtd 12/8/03) The allowance shall be as prescribed in the
pertinent general provision of the annual GAA, may be given in cash or in kind subject to
the discretion of the agency head.

Government personnel who are expected to render at least six (6) consecutive months in
a particular year including leaves of absence with pay shall be entitled to U/CA.

Newly hired government personnel shall be entitled to U/CA after they have rendered six
(6) consecutive months of service or in the next grant thereof whichever comes later.

45
Government personnel who are required to wear uniform at all times in the performance
of their functions such as security guards and those which are in direct contact with
patients and other similar positions shall be granted U/CA whether or not they meet the
service requirement.

Government personnel who transferred to other agencies/ positions which are required
to wear uniforms at all times like the positions cited in the preceding paragraph hereof
may be granted U/CA by their new agencies even if they have received U/CA from their
former agencies subject to the discretion of the agency head concerned.

46
 Annex F
(Grievance Machinery)

The grievance is a system of determining and finding the best way to address the
specific cause or causes of a grievance.
Grievance is a work-related discontentment or dissatisfaction which had been
expressed verbally or in writing and which, in the aggrieved employee’s opinion, has been
ignored or dropped without due consideration.

11.1 Application of Grievance Machinery

11.1.1 Instances which shall be acted upon through the grievance machinery:
• Non-implementation of policies, practices and procedures on economic and
financial issues and other terms and conditions of employment fixed by law,
including salaries, incentives, working hours, leave benefits such as delay in the
processing of overtime
• pay, unreasonable withholding of salaries and inaction on application for leave.
• Non-implementation of policies, practices and procedures which affect employees
from recruitment to promotion, detail, transfer, retirement, termination, lay-offs
and other related issues that affect them such as failure to observe selection
process in appointment, and undue delay in the processing of retirement papers.
• Inadequate physical working conditions such as lack of proper ventilation in the
workplace, and insufficient facilities and equipment necessary for the safety and
protection of employees whose nature and place of work are classified as high
risk or hazardous.
• Poor interpersonal relationship and linkages such as unreasonable refusal to give
official information by one employee to another.
• Protest on appointments.
• All other matters giving rise to employee dissatisfaction and discontentment outside
of those cases enumerated above.

11.2 Grievance Procedures

11.2.1 At the first instance, present your grievance verbally or in writing to your
immediate supervisor who will inform you of corresponding action within three (3)
working days from the date of presentation.
However, if the object of your grievance is your immediate supervisor, then you
bring your grievance to your next higher supervisor,

11.2.2 If you are not satisfied with your immediate supervisor’s action, you submit your
grievance in writing to your next higher supervisor within five (5) days, who will
inform you of corresponding action within five (5) working days.

11.2.3 If your are not satisfied with your higher supervisor’s action, you appeal to the
Grievance Committee within five (5) days from receipt of the action of the next
higher supervisor. The committee has ten (10) days to investigate and has to
render a decision within five (5) days from completion of investigation.

11.2.4 If you are not satisfied with the action of the Grievance Committee, you may
elevate within five (5) working days from receipt of grievance committee to the
City Mayor who shall make decision within ten (10) working days from receipt of
grievance.

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 11.2.5 If you are still dissatisfied with the decision of the City Mayor, you may appeal to
the Civil Service Commission Regional Office from fifteen (15) working days from
receipt of the City Mayor’s decision.

11.3 Dispute Settlement

Pertains Employee-Management dispute. This covers the following controversies:

1. Terms and conditions of employment which occur in the process of formulation.
2. Interpretation or application of laws, rules and regulations.
3. Violation of the Collective Negotiation Agreement and Constitution and by-laws of
the union.

Causes of disputes
1. Mismanagement 3. Inefficiency
2. Incompetence 4. Oppression
5. Graft and Corruption
6. Arbitrary exercise of discretionary power of management.
7. Unfair practice or refusal to negotiate or bargain with a union in good faith.

11.3.1 Modes of Dispute Settlement

1. Conciliation - a process whereby a 3rd party (conciliator) brings the parties together
encourages them to discuss their differences and assists them in developing their own
proposed solutions.

2. Mediation – process whereby a 3rd party (mediator) is more active assisting the
parties reach acceptable solutions to the problem/s and helps the disputing parties
develop or come out with an acceptable solution. The mediator may submit his own
proposal for dispute settlement.

The foregoing are peaceful modes of settling disputes.

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 Annex G
(Personnel Discipline)

7.1 NORMS OF CONDUCT (Sec. 4, RA 6713)

a. SEC.4 Norms of Conduct of Public Officials and Employees---(A) Every public officials
and Employees shall observe the following as standards of personal conduct in the
discharge and execution of official duties:

(a). Commitment of Public Interest- - - Public officials and employees shall always uphold
the public interest over and above personal interest. All government resources and powers
of their respective office must be employed and used efficiently, honestly and economically,
particularly to avoid wastage in public funds and revenues.

(b). Professionalism- - - Public officials and employees shall perform and discharge their
duties with the highest degree of excellence, professionalism, intelligence and skill. They
shall enter public service with utmost devotion and dedication to duty. They shall endeavor
to discourage wrong perception of their rules as dispensers or peddlers of undue patronage.

(c). Justness and Sincerity- - - Public officials and employees shall remain true to the
people at all times. They must act with justness and sincerity and shall not discriminate
against anyone, especially the poor and the under-privileged. They shall at all times respect
the rights of others, and shall refrain from doing acts contrary to law, good morals, good
customs, public policy, public order, public safety and public interest. They shall not
dispense or extend undue favors of account of their office to their relatives whether by
consanguinity or affinity except with respect to appointments of such relatives to positions
considered strictly confidential or as members to their personal staff whose terms are
coterminous with theirs.

(d). Political neutrally- - - Public officials and employees shall provide service to anyone
without discrimination and regardless to party affiliations or preference.

(e). Responsiveness to the Public- - - Public officials and employees shall extend prompt,
courteous and efficient service to the public. Unless otherwise provided by law or when
required by the public interest, public officials and employees shall provide information to
their policies and procedures in clear and understandable language, ensure openness of
information, public consultations and hearings whenever appropriate, encourage
suggestions, simplify and systematized policy, rules and procedures, avoid red tape and
develop an understanding and appreciation of the socio-economic conditions prevailing in
the country, especially in the depressed rural and urban areas.

(f). Nationalism and Patriotism- - - Public officials and employees shall at all times be loyal
to the republic and to the Pilipino people, promote the use of locally-produced goods,
resources and technology and encourage appreciation and pride of country and people.
They shall endeavor to maintain and defend Philippine sovereignty against foreign
intrusions.

(g). Commitment and Democracy- - - Public officials and employees shall commit
themselves to the democratic way of life and values, maintain the principle of public
accountability, and manifest by deeds the supremacy of civilian authority over the
military. They shall at all times uphold the Constitutions and put loyalty to country above
loyalty to persons or party.

49
(h). Simple living- - - Public officials and employees and their families shall lead modest
lives appropriate to their positions and income. They shall not indulge in extravagant or
ostentatious display of wealth in any form.

b. SEC. 5. Duties of Public Officials and Employees- - - In the performance of their duties,
all public officials and employees are under obligation to:

(a). Act promptly on letters or request- - - All public officials and employees shall, within
fifteen (15) working days from receipt thereof, respond to letters, telegrams or other means
of communication sent by the public. The reply must contain the action taken on the request.

(b). Submit annual performance reports- - - All heads or other responsible officers of
office and agencies of the government and of government-owned or controlled corporations
shall, within forty-five (45) working days from the end of the year, render a performance
report of the agency or office or corporation conquered. Such report shall be open and
available to the public within regular office hours.

(c). Process documents and papers expeditiously- - - All officials papers and documents
must be processed and completed within a reasonable time from the preparation thereof
and must contain, as far as practicable, not more than three (3) signatories therein. In the
absence of duly authorized signatories, the official next-in-rank or officer-in-charge shall sign
for and in their behalf.

(d). Act immediately on the public’s personal transactions.- - - All public officials and
employees must attend to anyone who wants to avail himself of the services of their offices
and must, at all times, act promptly and expeditiously.

(e). Make documents accessible to the public- - - All public documents must be made
accessible to, and readily available for inspection by, the public within reasonable working
hours.

2. GROUNDS FOR DISCIPLINARY ACTION and PENALTIES (Rule IV, Sec. 52, Uniform
Rules on Administrative Cases)

Section 52. Classification of Offenses. – Administrative offenses with corresponding

penalties are classified into grave, less grave or light, depending on their gravity or depravity
and effects on the government service.

1. The following are grave offenses with their corresponding penalties:

A. Dishonesty
1st offense – Dismissal

B. Gross Neglect of Duty

1st offense – Dismissal

C. Grave Misconduct
1st offense – Dismissal

D. Being Notoriously Undesirable

1st offense – Dismissal

E. Conviction of a crime involving moral turpitude

1st offense – Dismissal

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F. Falsification of official document
1st offense – Dismissal

G. Physical or mental incapacity or disability due to immoral or vicious habits

1st offense – Dismissal

H. Engaging directly or indirectly in partisan political activities by one holding non-

political office
1st offense – Dismissal

I. Receiving for personal use of a fee, gift or other valuable thing in the course of official
duties or in connection therewith when such fee, gift or other valuable thing is given
by any person in the hope or expectation of receiving a favor or better treatment than
that accorded to other persons, or committing acts punishable under the anti-graft
laws.
1st offense – Dismissal

J. Contracting loans of money or other property from persons with whom the office of
the employee has business relations.
1st offense – Dismissal

K. Soliciting or accepting directly or indirectly, any gift, gratuity, favor, entertainment,

loan or anything of monetary value which in the course of his official duties or in
connection with any operation being regulated by, or any transaction which may be
affected by the functions of his office. The propriety or impropriety of the foregoing
shall be determined by its value, kinship, or relationship between giver and receiver
and the motivation. A thing of monetary value is one which is evidently or manifestly
excessive by its very nature.
1st offense – Dismissal

L. Nepotism
1st offense – Dismissal

M. Disloyalty to the Republic of the Philippines and to the Filipino people.

1st offense – Dismissal

N. Oppression
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

O. Disgraceful and immoral conduct

1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal
P. Inefficiency and incompetence in the performance of official duties
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

Q. Frequent unauthorized absences, or tardiness in reporting for duty, loafing or

frequent unauthorized absences from duty during regular office hours.
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

R. Refusal to perform official duty

1st offense – Suspension (6 mos. 1 day to 1 year)

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 2nd offense – Dismissal

S. Gross insubordination
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

T. Conduct prejudicial to the best interest of the service

1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

U. Directly or indirectly having financial and material interest in any transaction requiring
the approval of his office. Financial and material interest is defined as pecuniary or
proprietary interest by which a person will gain or lose something.
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

V. Owning, controlling, managing or accepting employment as officer, employee,

consultant, counsel, broker, agent, trustee, or nominee in any private enterprise
regulated, supervised or licensed by his office, unless expressly allowed by law.
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

W. Disclosing or misusing confidential or classified information officially known to him by

reason of his office and not made available to the public, to further his private interest
or give undue advantage to anyone, or to prejudice the public interest.
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

X. Obtaining or using any statement filed under the Code of Conduct and Ethical
Standards for Public Officials and Employees for any purpose contrary to morals or
public policy or any commercial purpose other than by news and communications
media for dissemination to the general public.
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

Y. Recommending any person to any position in a private enterprise which has a

regular or pending official transaction with his office, unless such recommendation or
referral is mandated by (1) law,, or (2) international agreements, commitment and
obligation, or as part of the function of his office.
1st offense – Suspension (6 mos. 1 day to 1 year)
2nd offense – Dismissal

2. The following are less grave offenses with the corresponding penalties:

1. Simple Neglect of Duty

1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

2. Simple Misconduct
1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

3. Gross Discourtesy in the course of official duties

1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

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4. Violation of existing Civil Service Law and rules of serious nature.
1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

5. Insubordination
1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

6. Habitual Drunkenness
1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

7. Unfair discrimination in rendering public service due to party affiliation or preference

1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

8. Failure to file sworn statement of assets, liabilities and net worth, and disclosure of
business interest and financial connections including those of their spouses and
unmarried children under eighteen (18) years of age living in their households.
1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

9. Failure to resign from his position in the private business enterprise within thirty (30)
days from assumption of public office when conflict or interest arises, and/or failure to
divest himself of his shareholdings or interest in private business enterprise within
sixty (60) days from assumption of public office when conflict of interest arises;
Provided, however, that for those who are already in the service and conflict of
interest arises, the official or employee must either resign or divest himself of said
interest within the periods hereinabove; provided, reckoned from the date when the
conflict of interest had arisen.
1st offense – Suspension 1 mo. 1 day to 6 mos.
2nd offense – Dismissal

3. The following are Light Offenses with corresponding penalties;

1. Discourtesy in the course of official duties

1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

2. Improper or unauthorized solicitation of contributions from subordinate employees

and by teachers or school officials from school children
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

3. Violation of reasonable office rules and regulations

1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

4. Frequent unauthorized tardiness (Habitual Tardiness)

1st offense – Reprimand
2nd offense – Suspension 1-30 days

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 3rd offense - Dismissal

5. Gambling prohibited by law

1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

6. Refusal to render overtime service

1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

7. Disgraceful, immoral or dishonest conduct prior to entering the service

1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

8. Borrowing money by superior officers from subordinates

1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

9. Lending money at usurious rates of interest

1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

10. Willful failure to pay just debts or willful failure to pay taxes due to the government
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

The term “just debts” shall apply only to:

a. Claims adjudicated by a court of law, or

b. Claims the existence and justness of which are admitted by the debtor.

11. Lobbying for personal interest or gain in legislative halls and offices without authority
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

12. Promoting the sale of tickets in behalf of private enterprises that are not intended for
charitable or public welfare purposes and even in the latter cases, if there is no fare
purposes and even in the latter cases, if there is no prior authority.
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

13. Failure to act promptly on letters and request within fifteen (15) days from receipt,
except as otherwise provided in the rules implementing the Code of Conduct and
Ethical Standards for Public Officials and Employees
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

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 14. Failure to process documents and complete action on documents and papers within
a reasonable time from preparation thereof, except as otherwise provided in the rules
implementing the Code of Conduct and Ethical Standards for Public Officials and
Employees.
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

15. Failure to attend to anyone who wants to avail himself of the services of the office, or
act promptly and expeditiously on public transactions
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

16. Engaging in private practice of his profession unless authorized by the Constitution,
law or regulation, provided that such practice will not conflict with his official
functions.
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense - Dismissal

17. Pursuit of private business, vocation or profession without permission required by

Civil Service rules and regulations.
1st offense – Reprimand
2nd offense – Suspension 1-30 days
3rd offense – Dismissal

3. JURISDICTION (Sec. 7, Rule 1, Uniform Rules on Administrative Cases)

Section 7. Jurisdiction of Heads of Agencies. – Heads of Departments, agencies,

provinces, cities, municipalities and other instrumentalities shall have original concurrent
jurisdiction, with the Commission, over their respective officers and employees.

1. Disciplinary

A. Complaints involving their respective personnel. Their decisions shall be final in case
the penalty imposed is suspension for not more than thirty days or fine in an amount
not exceeding thirty (30) days salary.

Decisions of Heads of Agencies imposing a penalty of removal shall be executory

only after confirmation by the Department Secretary concerned.

2. Non-disciplinary

1. Protests against the appointments of their respective personnel. They shall have
original concurrent jurisdiction with the Civil Service Regional Office concerned; and

2. Complaints on personnel actions and other non-disciplinary actions of their

respective personnel.

4. PREVENTIVE SUSPENSION (Sec. 19, Rule II, Uniform Rules on Administrative Cases)

Section 19. Preventive Suspension. Upon petition of the complaint or motu proprio, the
proper disciplining authority may issue an order of preventive suspension upon service of the

55
Formal Charge, or immediately thereafter to any subordinate officer or employee under his
authority pending an investigation, if the charge involves;

1. dishonesty;
2. oppression;
3. grave misconduct;
4. neglect in the performance of duty; or
5. if there are reasons to believe that the respondent is guilty of charges which would
warrant his removal from the service.

An order of preventive suspension may be issued to temporarily remove the respondent

from the scene of his misfeasance or malfeasance and to preclude the possibility of exerting
undue influence or pressure on the witnesses against him or tampering of documentary
evidence on file with his Office.

In lieu of preventive suspension, for the same purpose, the proper disciplining authority
or head of office may reassign respondent to other unit of the agency during the formal
hearings.

5. APPEALS (Sec. 38—47, Rule III, Uniform Rules on Administrative Cases)

Section 38. Filing of Motion for Reconsideration.-The party adversely affected by the
decision may file a motion for reconsideration with the disciplining authority who rendered
the same within fifteen(15) days from receipt thereof.

Section 39. When deemed filed.-A motion for reconsideration sent by mail shall be
deemed filed on the date shown by the postmark on the envelope which shall be attached to
the records of the case and in case of personal delivery, the date stamped thereon by the
proper office.

Section 40. Grounds for Motion for Reconsideration.- The motion for
reconsideration shall be based on any of the following:
a. New evidence has been discovered which materially affects the decision rendered,or
b. The decision is not supported by the evidence on record, or
c. Errors of law or irregularities have been committed prejudicial to the interest of the
movant.

Section 41. Limitation,- Only one motion for reconsideration shall be entertained.

Sect ion 42. Effect of Filing.- The filing of a motion for reconsideration within the
reglementary period of fifteen(15) days shall stay the execution of the decision sought to be
reconsidered.

Section 43. Filing of Appeals.- Decisions of heads of departments, agencies,

provinces, cities, municipalities and other instrumentalities imposing a penalty exceeding
thirty(30) days suspension or fine in an amount exceeding thirty days salary, may be
appealed to the Commission Proper within a period of fifteen(15) days from receipt therof.

In case the decision rendered by a bureau or office head is appealable to the

Commission, the same may be initially appealed to the department head and finally to the
Commission Proper. Pending appeal, the same shall be executory except where the penalty
is removal, in which case the same shall be executory only after confirmation by the
Secretary concerned.

56
 A notice of appeal including the appeal memorandum shall be filed with the appellate
authority, copy furnished the disciplining office. The later shall submit the records of the
case, which shall be systematically and chronologically arranged, paged and securely bound
to prevent loss, with its comment, within fifteen(15) days, to the appellate authority.

Section 44. When deemed filed.- An appeal sent by mail shall be deemed filed on
the date shown by the postmark on the envelope which shall be attached to the records of
the case and in case of personal delivery, the dateb stamped thereon by the proper office.

Section 45. Appeal Fee.- The appellant shall pay an appeal fee of Three Hundred
Pesos (P300.00) and a copy of the receipt therof shall be attached to the appeal.

Section 46. Perfection of an Appeal.- To perfect an appeal, the appellant shall

within fifteen(15) days from receipt of the decision submit the following:
a. Notice of appeal which shall specifically state the date of the decision appealed
From and the date of receipt thereof;
b. Three(3) copies of appeal memorandum containing the grounds relied upon for
The appeal, together with the certified true copy of the decision, resolution or order
appealed from, and certified copies of the documents or evidence;
c. Proof of service of a copy of the appeal memorandum to the disciplining office;
d. Proof of payment of the appeal fee; and
e. A statement or certification of non-forum shopping.

Failure to comply with any of the above requirements within the reglementary period
shall be construed as failure to perfect an appeal and shall cause its dismissal.

Section 47. Effect of Filing.- An appeal shall not stop the decision from being
executory, and in case the penalty is suspension or removal, the respondent shall be
considered as having been under preventive suspension during the pendency of the appeal,
in the event he wins the appeal.

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 ANNEX I
(Utilization of Supplies and Properties)

I. Roles, Responsibilities and Accountability

Generally, applicable provisions of Rule 19, (Utilization of Supplies and Property) and
Rule 20 (Accountability for Supplies or Properties), all under Title IV (Utilization and
Accounting) of the Commission on Audit Circular No. 92-386 (Rules and Regulations on
Supply and Property Management in Local Governments) shall be the bottomline for the
management of Supplies and Properties with emphasis on the accountability to whom these
are being issued.

• Direct Responsibility for Supplies and Properties

The person in actual possession of the supplies or property or entrusted with its
custody and control shall be responsible for its proper use and care and shall exercise
the diligence of a good father of a family in the utilization and safekeeping thereof.

• Transfer of Excess Property or Properties

It shall be the duty of every head of the department or office to turn over to the
City General Services Officer, as the case maybe, excess properties for re-issuance to
other departments or offices.

II. Accountability for Supplies and Properties

• Primary and Secondary Accountability for Supplies and Properties

Every head of department or office in the City Government shall be primarily

accountable for all supplies and properties assigned or issued to his or her department
or office. The personnel entrusted with the possession or custody of supplies and
properties under the primary accountability of the head of the department or office shall
be immediately accountable to said officer. The head of a department or office shall
require the person in possession or having custody and control thereof under him or her
to keep such records and make reports for his or her own information and protection.

• Transfer of Accountability

Transfer of non-consumable supplies or properties from the City General

Services Officer to any department or office for reissuance to the end-user shall be
covered by a Property Issue Slip (PIS - LGU Form No. 08) to be prepared in such
number of copies as are necessary showing the complete descriptions of the supplies
and properties and the acquisition cost. Each Property Issue Slip must bear certificates
effecting the transfer to be signed by the City General Services Officer and head of the
department or office.

Transfer of non-consumable supplies or properties from the head of the

department or office to the end-user shall be covered by Acknowledgment Receipt (ARE)
for non-expendable materials and Inventory Custodian Slip (ICS) for semi-expendable
supplies. The City General Services Officer shall be furnished with a copy of said
documents.

• Responsibility and Duty of a Personnel Immediately Accountable

58
 The personnel in actual physical possession of or entrusted with the custody or
control of supplies or properties shall be responsible for the proper use and care of the
same and shall exercise due diligence in the utilization and safekeeping thereof. Further,
he or she shall keep a complete and updated record of the same and shall render an
account or inventory thereof semi-annually to the head of department or office
concerned.

• Duty of Personnel Primarily Accountable

It shall be the duty of every head of department or office to keep a complete

record of all supplies or properties under his or her charge and render his accounts or
inventories thereof semi-annually to the Local Chief Executive through the City General
Services Officer on or before July 31 and January 15 of each year. The auditor shall be
furnished a copy of the report.

• Measure of Liability of Personnel Accountable for Supplies and

Properties

The personnel in possession of or having custody or control of supplies or

properties who is immediately accountable thereof, shall be liable for its money value in
case of illegal, improper or unauthorized use thereof, by himself or by any other persons
for whose acts her she may be responsible, he or she also shall be liable for all loss,
damage or deterioration occasioned by negligence in the keeping or use of such
supplies or properties. The burden of proof that due diligence and care in the utilization
and safekeeping thereof was observed, rests on the accountable officer.

Unless, he registered his or her objection in writing, an accountable personnel

shall not be relieved from liability by reason of his or her having acted under the direction
of a superior officer in using supplies or properties with which he or she is chargeable.
The officer directing any illegal, unauthorized or improper use of supplies or properties
shall first be required to answer thereof.

• Notice of Loss and Application for Relief

When loss of government supplies or properties occurs, it shall be the duty of the
officer immediately accountable or having custody thereof to immediately notify
simultaneously the office or department head and the Office of the City Auditor. The
office or department head shall immediately conduct a preliminary investigation of the
loss and refer the matter to the proper government investigating agency.

An officer or employee who fails to comply the requirement shall not be relieved
of liability or allowed credit for any of such loss in the settlement of his or her accounts.

The request for relief shall be filed with the City Auditor by the accountable officer
within the statutory period of thirty (30) days or of such longer as maybe be allowed. In
general, the request shall be accompanied by the following documents:

o the basic notice of loss showing the exact date of filing and receipt in the
office of the auditor concerned;

o affidavit of the accountable officer containing a statement of facts and

circumstance of the loss;

59
 o affidavits of two (2) disinterested parties cognizant of the facts and
circumstances of the loss;

o final investigation report of the office or department head, proper government

investigating agency and the auditor on the facts and circumstances
surrounding the loss;

o a list and description including the book value, date of acquisition, property
number, account classification, condition of the property, and other additional
relevant information of the properties lost duly certified by the City General
Services Officer.

o latest inventory and inspection report preceding the loss and inventory report
of properties remaining after the loss duly witnessed by the City Auditor;

o a comment and/or recommendation of the local chief executive on the

request;

o exact or accurate amount of government cash or book value of the property

subject of the request for relief; and

o acknowledgment Receipt of Equipment (ARE) covering the properties subject

of the request.

The request for relief shall be coursed through the office of department head
concerned and City General Services Officer for their comment and recommendation.

In case of bulk losses of supplies or properties pertaining to more than one (1)
office or department, the request for relief shall be made by the City General Services
Officer. The request shall also be accompanied by the latest inventory report preceding
the loss and inventory report of properties remaining after the loss duly witnesses by the
City Auditor.

In all cases, the request shall be endorsed by the local chief executive together
with his or her recommendations to the City Auditor.

If the occurrence of the loss has also been reported to other police agencies, the
final investigation report thereon should be submitted.

• Additional Information on Certain Cases

In cases where the loss of government properties is due to fire, theft,

robbery/hold up, force majeure (earthquake, typhoons, etc.), the request for relief shall
be accompanied by the documents hereunder enumerated in addition to those
previously required:

o fire

- the final report of the Local Police/Fire Department or Station on the

incident;

- list or inventory of burned or destroyed properties as well as those

properties retrieved after the fire, stating therein the acquisition cost/book
value of each item duly verified by the City Auditor;

60
 - authenticated picture or pictures showing the site/office or government
properties razed by the fire; and

- fire insurance policies, if any covering subject properties.

o theft or robbery/hold up

- the final police report on the theft or robbery case;

- detailed list of government properties lost or destroyed as well as those

properties retrieved after the robbery incident disclosing the book value of
each item or exact amount of government money/cash involved, duly
certified by the City Auditor; and

- authenticated picture or pictures taken relative to the incident.

o force majeure

- detailed list/inventory of lost or destroyed government properties or lost

cash, as well as those properties retrieved after the calamity, duly verified
by the City Auditor; and

- certification of the proper official of the local PAGASA or other similar

government agency on the actual occurrence of the calamity specifying
therein the approximate or exact time the incident happened and the areas
or places affected thereby.

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XVIII. References

COMPENDIUM (Local Budget Issuances CY 2001-2003) – with DBM Decisions and Rulings

OMNIBUS RULES ON APPOINTMENTS AND LEAVES (as prescribed by CSC MC No. 38,
s. 1993)
EMPLOYEE HANDBOOK 2006 Edition – City Government of General Santos

Commission on Audit Circular No. 92-386 (Rules and Regulations on Supply and Property
Management in Local Governments)

RA 6713

62
 Republic of the Philippines
Province of Davao
ISLAND GARDEN CITY OF SAMAL

OFFICE OF THE CITY MAYOR

ADMINISTRATIVE ORDER NO. 6, Series of 2008

CREATING THE EMPLOYEE MANUAL COMMITTEE OF THE CITY GOVERNMENT OF

THE ISLAND GARDEN CITY OF SAMAL, CONSTITUTING THE COMPOSITION AND
DEFINING ITS FUNCTIONS.

WHEREAS, the City Government envisioned to have an empowered and

strengthened labor force composed of well rounded and competent personnel; worthy of
remuneration and recognition; protected and equitably provided of their rights and
privileges; and responsible public service providers;

WHEREAS, to be aware of the role of the City Government as employer and the city
employees as public service providers, there is a need to consolidate and institutionalize all
of the above-mentioned concerns to serve as guide and reference material in the day to day
operation in the form of an employee manual accorded to existing laws and local policies;

WHEREAS, to materialize the said employee manual and to expedite its formulation,
finalization, publication and institutionalization, a Committee to work on this specific
undertaking shall be created;

NOW, THEREFORE, I, ANIANO P. ANTALAN, City Mayor of the Island Garden

City of Samal, by the virtue of power vested in me by law and the sovereign will of the
people do hereby order the following:

Section 1. CREATION. The Employee Manual Technical Committee is hereby

created and constituted.

Section 2. COMPOSITION. The Committee shall be composed of the following:

PERCENITO O. BUSTAMANTE - Chairperson

City Government Department Head, CGSO

RODOLFA L. SANCHEZ - Vice Chairperson

City Government Asst. Department Head, CHRMO

BERNARDITA C. BUNHAYAG - Member

Project Evaluation Officer III, CPDO

ROSABEL V. JUSGUAN - Member

Administrative Officer IV, CHRMO

LEO A. PLANAS - Member

Registration Officer III, CCRO

JIRTZ I. TALE - Member

63
 Local Treasury Operations Officer III, CTO

JOSE ERSANTE M. FUERTES - Member

Local Legislative Staff Officer III, SP Secretariat
MEDZILOU A. HAN - Secretariat
Administrative Officer II, CHRMO

RIZA M. ANTEQUESA - Secretariat

Administrative Assistant I, CHRMO

Section 3. FUNCTIONS AND RESPONSIBILITIES. The Committee shall have the

following functions and responsibilities:

a. conduct research studies to various government agencies or units and gather

substantial data and information as to the components, substance and
technicalities prior to the formulation of the manual;
b. collate and consolidate all outputs from the studies made for reference and
application purposes;
c. formulate, draft, finalize, reproduce copies of the proposed manual;
d. convene as required to work on the completion of the manual;
e. recommend to the City Mayor a consultant when necessary to provide
professional expertise to the committee in the preparation of the manual;
f. present the manual to the City Mayor and to the management level for approval;
and to the Sangguniang Panlungsod for legislation;
g. orient all city employees the importance, objectives, content and application of
the manual;
h. recommend for inclusion, orientation pertinent of the manual to any of the
induction program for city employees by the City Human Resource Management
Office;
i. as the need arises, shall continue to innovate, amend or revise the said manual
in accordance to its usefulness and applicability.

Section 4. TERM OF APPOINTMENT. The Chairperson, Members and Secretariat

of the Employee Manual Committee shall be automatically appointed by the City Mayor with
the signing of this Executive Order which shall remain enforce until rescinded by competent
authorities.

Section 5. ACCOUNTABILITY. The Chairperson shall be directly accountable to

the City Mayor while the Committee Members and the Secretariat shall be accountable to
the Chairperson.

Section 6. SEPARABILITY CLAUSE. If any provision, section, or part of this order

shall be declared illegal, all other sections or provisions not affected shall remain to be in
force and effect.

Section 7. EFFECTIVITY. This Executive Order shall take effect immediately.

So ordered and done in the Island Garden City of Samal this ______ day of February
2008.

ANIANO P. ANTALAN
City Mayor

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PHOTOS

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