REGIONAL

HRMO
CONFERENCE
13 July 2017
TESDA-9, San Roque, Zamboanga City
OBJECTIVES
The conference aims to:

1. Update and synchronize the HR processes in the Regional Office,

Provincial Offices as well as in the TESDA Training Institutes;
2. Resolve issues and concerns relating to personnel matters;
3. Serve as a venue for exchange and development of expertise in the
area of human resource management between and among HRMOs
in TESDA-9 (ROPOTI); and
4. Strengthen the HR and Administrative operation in TESDA-9
(ROPOTI).
GUIDELINES ON LEAVE
ADMINISTRATION AND
ATTENDANCE
MONITORING SYSTEM
TESDA Circular No. 14, Series of 2016 (March 22, 2016)
Mary Jane R. Amarado
AO V / HRMO
13 July 2017
 COVERAGE
These guidelines shall cover all Central, Regional,
Provincial and District Offices including TESDA Administered
Schools officials and employees holding plantilla positions
including casual and contractual. However, consultants
and job-order personnel who are merely hired to address
the exigencies of public service, without employer-
employee relationship with TESDA, and without leave
benefits and privileges being enjoyed by those holding
plantilla positions, as expressly provided for in their
contract, shall not be covered by this Circular.
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 FLEXIBLE WORKING HOURS

The employee must render eight (8) hours of

work per day or forty (40) hours of work in a
week; with time-in entries between 7:00 am
to 9:30 am and time-out entries between
4:00 pm to 6:30 pm.

Beyond 9:30 am is considered late.

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 TARDINESS AND
UNDERTIME

These are deducted against vacation

leave credits and shall not be charged
against sick leave credits, unless the
undertime is for health reasons supported
by medical certificate and application for
leave.

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 TESDA officers and employees who have incurred
tardiness and undertime, regardless of the number of
minutes per day, ten (10) times a month for two (2)
consecutive months during the year or for at least two
(2) months in a semester shall be subject to the
following disciplinary action:

1st Offense - Reprimand

2nd Offense - Suspension for one (1) day to thirty
(30) days
3rd Offense - Dismissal

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 TESDA officers and employees who have incurred
unauthorized absences exceeding the allowable 2.5
days monthly leave credit under the Leave Law for at
least three (3) months in a semester or at least three (3)
consecutive months during the year shall be subject to
the following disciplinary action:

1st Offense - Suspension for six (6) months one day

to one (1) year
2nd Offense - Dismissal

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 RECORDS OF ATTENDANCE
Coverage

All officials and employees, regardless of

employment status, whether regular, temporary or co-
terminus, casual or contractual, unless otherwise
expressly exempted under existing TESDA issuances
and/or pertinent laws, rules and regulations or unless
otherwise provided for in the service/job contract
itself, are required to record their attendance.

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 RECORDS OF ATTENDANCE
Coverage

Employees who are reassigned or detailed to other

offices or its attached agencies shall follow the
attendance and leave policies of the receiving office.

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 USE OF BIOMETRIC
CLOCK/BUNDY CLOCK
2.2.1 All employees are required to register their
daily attendance through the biometric
clock/bundy clock assigned to respective offices
upon arrival and departure from work stations.
However, each office shall maintain a logbook of
attendance for back-up purposes.

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 USE OF BIOMETRIC
CLOCK/BUNDY CLOCK
2.2.2 Presidential appointees and all holders of
Director positions including holders of Attorney VI,
Executive Assistant VI and Board Secretary VI
positions are exempted from the use of the
biometric clock/bundy clock but attendance and
all absences of such officers must be recorded.

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 USE OF BIOMETRIC
CLOCK/BUNDY CLOCK
2.2.3 Under no circumstances shall registration, in whatever manner, of daily
personal time entries be delegated to another person/employee.
Falsification or irregularities in the keeping of time records such as
punching of DTRs for somebody else is a violation of the basic policy
which constitutes dishonesty and/or grave misconduct, and will render
the guilty officer or employee administratively liable without prejudice to
criminal prosecution as the circumstances would warrant.

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 OFFICIAL BUSINESS FORM
Employees are required to accomplish an official
business (OB) form prior to their participation and/or
attendance to official functions such as meetings, fora,
conferences or field assignment. Approved/signed OB
slips must be attached to the DTRs/bundy cards upon
submission to the Financial Administrative Services
Division (FASD)/Administrative Units in the ROPOTI.
Employees who attended trainings or seminars are
required to submit a copy of their certificate of
attendance/appearance to such in lieu of the OB form.
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 OFFICIAL BUSINESS FORM
An OB is applicable only for one (1) day regardless of the duration
and start/end time of the business except when warranted. Failure
to submit the duly approved OB forms or certificate of
attendance/appearance shall be a ground for deduction from the
vacation leave credits. Such deduction shall be counted as
tardiness, undertime or whole day absence, whichever is
applicable. The duration for the conduct of personal business shall
be deducted from the employee's vacation leave credits.

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 DAILY TIME RECORDS (DTR)

HRMD / FASD / Administrative Units shall

download and print the DTRs on the first
working day of the succeeding month and
transmit the same to the concerned offices.

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 DAILY TIME RECORDS (DTR)
The employee and the head of office or
his/her authorized representative shall affix
their signatures to signify their agreement
and/or attestation to the time entries in the
DTRs.

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 DAILY TIME RECORDS (DTR)
Duly validated/signed DTRs shall be submitted to the
HRMD/FASD/Administrative Units within ten (10) calendar days from
receipt of such. If an employee fails to submit the same within the
given period, he/she will be given a reminder through telephone. If
after two (2) weeks the employee is still unable to comply, a
memorandum reminding him/her to submit said DTR shall be
issued by the HRMD/FASD/Administrative Units.

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 DAILY TIME RECORDS (DTR)
and when the concerned employee still fails to submit
the DTR within one (1) month, a memorandum shall be
issued by HRMD/FASD/Administrative Units that he/she
will not be included in the next payroll of salary until
he/she submits his/her DTR. In which case, the employee
will receive his/her salary through issuance of
disbursement voucher.
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 DAILY TIME RECORDS (DTR)
DTRs with no entry or has an entry which is not supported
by any document that the employee is on official
business shall result in a whole day absence to be
deducted from the employee's vacation leave credits.
Hence, the corresponding application for leave must be
filed.

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 DAILY TIME RECORDS (DTR)
Manual or handwritten entries shall not be honored
except when the biometric clock is out of order
provided that the same must be supported by a copy
of entries in the official logbook. Likewise, when an
employee is on approved official business (OB), signed
OB slip must be attached to the DTR.

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 LEAVE
PRIVILEGES

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 ACTUAL SERVICE
DEFINED
Refers to the period of continuous service since the
appointment of the official or employee concerned, including
the period or periods covered by any previously approved
leave with pay.
Leave of absence without pay for any reason other than
illness shall not be counted as part of the actual service
rendered.

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 BASIC POLICIES ON
LEAVE BENEFITS
Computation of vacation leave and sick leave credits shall be made
on the basis of one (1) day vacation leave and one (1) day sick
leave for every 24 days or 1.25 each for every 30 days of actual
service.

Actual service refers to the period of continuous service counted

from the date of the appointment of the official or employee,
including the period or periods covered by any previously
approved leave with pay.

Vacation leave without pay shall not be counted as part of the

actual service rendered.

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 ENTITLEMENT TO LEAVE
PRIVILEGES
All officials and employees, whether permanent, temporary, casual or
contractual, who render work during the prescribed office hours, shall
be entitled to fifteen (15) days vacation leave and fifteen (15) days sick
leave annually with full pay exclusive of Saturdays, Sundays and Public
Holidays. An employee who is on probationary status may already avail
of whatever leave credits he/she has earned during said period.
Likewise, he/she may already avail of special leave privileges without
awaiting the completion of six (6) months service.

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 ENTITLEMENT TO LEAVE
PRIVILEGES
An official or employee with pending administrative case/s is not
barred from enjoying leave privileges. Likewise, one who has been
penalized with dismissal from the service is still entitled to payment of
his/her terminal leave benefits.
Officials and employees who have been dismissed from the service but
who were later exonerated and thereafter reinstated are entitled to
the leave credits during the period that they were out of the service
subject to the limitations provided for by the law.

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T echnical Ed ucation a nd Skills D evelopment Authority www.tesda.gov.ph fb.com/TESDAOfficial
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T echnical Ed ucation a nd Skills D evelopment Authority www.tesda.gov.ph fb.com/TESDAOfficial
 All kinds of leave of
absence taken by the
official or employee
should be applied for
using the Application for
Leave Form
and submitted to the
head of office or his/her
duly
authorized
representative for
action.
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 LEAVE OF ABSENCE
When an official or employee fails to file his/her leave
application within the prescribed period, the absence/s incurred
shall be considered unauthorized, and should thus be
disapproved by the head of office or his/her duly authorized
representative.
Unauthorized/disapproved leave may be a ground for
disciplinary action and shall be deducted from his/her
accumulated leave credits, if any.
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 LEAVE OF ABSENCE

All applications for leave of absence,

with or without pay, for a period of at
least thirty (30) calendar days should be
accompanied by a clearance from
money and property accountabilities.

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 LEAVE OF ABSENCE
An official or employee who fails to report for work on a
regular day for which a suspension of work is declared after
the start of the regular working hours shall not be
considered absent for the whole day. Hence, an
application for leave is not necessary. The deduction on
vacation leave credits only applies from the start of the
official working hours up to the time of suspension of work.
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 LEAVE OF ABSENCE
Whenever the application for leave of absence,
including terminal leave, is not acted upon by the
head of office or his/her duly authorized
representative within five (5) working days from
receipt thereof, the application for leave of absence
shall be deemed approved.

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 LEAVE OF ABSENCE
Officials and employees who are absent in
the morning are considered to be tardy
while those who are absent in the
afternoon are considered to have incurred
undertime.

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 LEAVE OF ABSENCE
All absences of an official or employee in excess of
his/her accumulated vacation or sick leave credits
earned shall be without pay. When an employee had
already exhausted his/her sick leave credits, he/she
can use his/her vacation leave credits but not vice
versa.

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 LEAVE OF ABSENCE
Leave without pay not exceeding one (1)
year may be granted, in addition to the
vacation and/or sick leave earned. Leave
without pay for a period of at least one (1)
month shall require clearance.

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 TYPES OF LEAVES

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 VACATION LEAVE (VL)
Leave of absence for any reason other than illness of an official or
employee or of any member of his immediate family, but this must be
contingent to the needs of the service.

Application and Approval:

It must be filed thru the prescribed form five (5) days in advance before
the scheduled date of leave for approval by the official concerned.

Application for any leave of absence for at least 30 calendar days or

more requires a clearance from the Authority using the prescribed form.

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 Employees may be
allowed to go on vacation
leave, local or abroad, with
pay. If the vacation leave is
for foreign travel purposes,
the employee must secure a
Travel Authority two (2)
weeks before the intended
date of travel, regardless of
the number of days, whether
such vacation falls on
weekends, holidays or
declared nonworking days
for other purpose/s.

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 VACATION LEAVE (VL)
In line with the policy, the following are the required documents:

a. Memorandum addressed to the Director concerned stating the

purpose of the travel abroad. Said request should be duly endorsed
by the Director concerned.

b. Application for leave covering the period of the travel duly approved
by the Director concerned.

c. Clearance as to money and property accountability for vacation

leave of at least thirty (30) calendar days.
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 VACATION LEAVE (VL)
The complete requirements should be submitted to the
HRMD at least two (2) weeks before the intended date of
travel. No action shall be taken on requests for travel
authority with incomplete requirements. Officials and
employees who leave the country without the approved
travel authority by the authorized approving officer shall
be subject to disciplinary action.
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 SICK LEAVE (SL)
Leave of absence due to illness or disability of an official or employee or any
member of his immediate family.

Application and Approval:

It must be filed thru the prescribed form immediately upon employee’s return from

such leave. Notice of absence, however, should be sent to the supervisor. A

medical certificate should support a sick leave of absence of more than five (5)

days. It may be applied in advance in cases of a scheduled medical

examination/procedure or operation.

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 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 5 working days annually. This is
automatically deducted from vacation leave credits whether filed
and availed or not. In order to avoid deduction, an official or
employee shall file an application and have it disapproved by
authorized official in the exigency of the service.

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 SPECIAL PRIVILEGE LEAVE (SPL)
Three-day limit for a given year shall be strictly observed. SPL is non-
cumulative.

 Personal milestone – birthdays, wedding/wedding anniversary

 Parental obligations – attendance in school related programs
 Filial obligations – moral obligation toward parents and siblings for
medical and social needs
 Domestic emergencies – sudden urgent repairs at home or sudden
absence of a yaya or maid
 Personal transactions – transactions in government and private offices
 Calamity, accident hospitalization leave – force majeure that affect the
life, limb and property

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 REHABILITATION LEAVE
On account of wounds or injuries incurred in the performance of duty. Performance of duty
means situations wherein the official or employee was already at work which includes those on
Official Business outside the work station, Official Travel, authorized overtime, Detail Order, and
Special Assignment Orders.

Note: Injuries from accidents that occurred while the official or employee is on his way to the
office or bound for home from work are not considered sustained while in the performance of
official duties.

Absence shall not be charged against sick leave or vacation leave, if there are any.

Rehabilitation Leave can be availed in a maximum of 6 months and shall be with pay.

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 SOLO PARENT LEAVE
In addition to the Usual SL and VL plus the SPL, a seven (7) days solo parental leave is
also granted to officials/employees who are solo parents as defined in the following
and subject to conditions under CSC MC No. 8, 2004:
A woman who gives birth as a result of rape and other crimes against chastity;
Parent left solo or alone with the responsibility of parenthood due death of spouse,
detention of spouse for criminal conviction for at least 1 year, physical/mental
incapacity of spouse, legal separation provided he/she has the custody of children,
declaration of nullity or annulment of marriage and abandonment of spouse.
Unmarried person who has preferred to keep children instead of having others care
for them;

Duly licensed foster parent who solely provides parental care; and
Any family member who assumes the responsibility of head of family as a result of
death, abandonment and disappearance of parents.

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 SPECIAL EMERGENCY LEAVE

A five-day special emergency leave shall be granted

to government employees directly affected by natural
calamity/disaster, i.e.: earthquakes, flooding, volcanic
eruption, and landslide that have profound
environmental effect and/or human loss and
frequently cause financial loss;

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 SPECIAL EMERGENCY LEAVE
The purpose may be any of the following: for urgent repair and clean-up
of damaged house, being stranded in affected areas, disease/illness of
employees brought by natural calamity/disaster, caring of immediate
family members affected by natural calamity/disaster;

Will not be deducted from the employee’s leave credits;

Can be applied for five (5) straight working days or on staggered basis
within thirty (30) days from the first day of calamity declaration by proper
government agencies/authorities;

Supporting document or proof is the submission of the barangay

certification.

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 COMPENSATORY LEAVE/ 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.

The head of office shall determine the need for overtime services
The cannot be used to offset undertime/tardiness incurred by the
employee during regular working days and cannot be converted
to cash.

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THANK YOU