DFA Citizen's Charter - 23 July

TABLE OF CONTENTS
Pages
Mission / Vision
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1 2 3 4 - 23 24 - 35 36 - 42 43 - 48 49 50 - 76
Performance Pledge
Office of Consular Affairs

Passport . . Authentication . Consular Records Visa . . .
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Office of the Undersecretary for Migrant Workers Affairs .

Walk in
Assistance to Kidnapping and Hostage-taking Victims Claims for Benefits (Employment, Death and Insurance) Employment Related Complaints Financial Support Human Trafficking Illegal Recruitment / Human Smuggling Jail Visitation / Assistance to Detained OFW Provision of Services of Lawyer/Counsel Repatriation (Individual and Mass) Shipment of Personal Belongings Shipment of Remains Whereabouts
Letters / Faxes
77 - 102
Assistance to Kidnapping and Hostage-taking Victims Claims for Benefits (Employment, Death and Insurance) Employment Related Complaints Financial Support Human-trafficking Illegal Recruitment / Human Smuggling Jail Visitation / Assistance to Detained OFW Provision of Services of Lawyer/Counsel Repatriation (Individual/Mass) Shipment of Personal Belongings Shipment of Remains Whereabouts
Office of the Undersecretary for Special Concerns

Overseas Absentee Voting (OAV) .
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103
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OAV Registration Process for New OAV Registrants OAV Registration Process for Personal Voting OAV Registration Process for Applicants without Biometrics or with Incomplete Biometrics Data OAV Registration Process for Transfer of Registration Records OAV Registration Process for Voting by Mail
Foreign Service Institute

Carlos P. Romulo Library
Readers Services
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116
. 117 - 120 . 121
Bids and Awards Committee
Public Bidding in the Procurement of Goods, Infrastructure, and Consulting Services
. 122 - 126
MISSION
To advance the interest of the Philippines and the Filipino people in the world community
VISION
THE DEPARTMENT OF FOREIGN AFFAIRS is the prime agency of government responsible for the pursuit of the States foreign policy and the nerve center for a Foreign Service worthy of the trust and pride of every Filipino. We are an organization of competent, dedicated and highly motivated personnel, who devote their energies to the benefit of the Filipino people. We implement foreign policy with the highest standards of professionalism and commitment. We pursue bilateral, regional and multilateral relations to advance the interest of the Philippines and the Filipinos. We build partnerships with national security and development agencies, think-tanks, and the academe, the private sector, the media and civil society in the interest of the nation and the people. We endeavor to promote regional and global cooperation in order to achieve peace, prosperity and stability. In the global arena, we work for social justice especially for the poor, human rights and fundamental freedoms, and a democratic way of life. We are committed to secure a world free from serious environmental degradation, transnational crime and proliferation of nuclear weapons. Our missions abroad are the partners of Filipinos overseas in the pursuit of the national interest and in the promotion and protection of their rights and well-being; We have a highly responsive system, which ensures effective delivery of services. Our personnel are our greatest asset. We are committed to the personal, professional and career development of each employee. In pursuit of our goals, we strive for and live by the principles of excellence, integrity and patriotism.
PERFORMANCE PLEDGE
We are an organization of competent, dedicated and highly motivated personnel, who adhere to the highest ethical standards of government service, and who devote our energies for the benefit of the Filipino people. We have a highly responsive system, which ensures effective delivery of services. Our personnel are our greatest asset and are committed to delivering quality service to the Filipino people. In pursuit of these goals, we pledge to:
Deliver prompt, efficient and courteous service utilizing a highly responsive system manned by competent, dedicated and highly motivated
personnel, Mondays to Fridays, from 8:00 a.m. to 5:00 p.m.;
Formulate procedures that comply with service standards which ensure effective delivery of service to the Filipino people; Assist our countrymen anytime and anywhere in the Philippines and around the world; Continue improvements of existing procedures and explore new ones for the betterment of the service; Adapt world-class norms and standards from both local and international service regulations; Respond to clients complaints at the soonest possible time through the DFA Action Center and take corrective measures; Empower the public through 24/7 access to information on our policies, programs, activities and services through our website dfa.gov.ph, our
Consular Assistance Center at 556-0000, and our DFA Action Center at 834-3333;
Serve and protect the rights of Filipinos in the Philippines and abroad.
Our Mission is to advance the interest of Filipinos, This we pledge.
Office of Consular Affairs

3
Passport Division
4
Office of Consular Affairs Passport Services

Consular Information Center 834-4000 / Telefax: 836-7759 Schedule of Availability of Services:
Monday Friday, from 7:00am to 4:00pm
Who May Avail of the Service:

All Filipino citizens
Requirements: FOR FIRST TIME PASSPORT APPLICANT

*PERSONAL APPEARANCE IS REQUIRED
Duly accomplished application form Birth Certificate (BC) in Security Paper (SECPA) issued by the National Statistics Office (NSO) or Certified True Copy (CTC) of BC issued by the Local Civil Registrar (LCR) duly authenticated by NSO. If Marriage Certificate or Birth Certificate is blurred, Certified True Copy from Local Civil Registrars Office is required. Supporting documents to prove identity (refer to the List of Supporting Documents)
In Case of No Birth Record: If born after 1950:

Apply for the delayed registration of birth from the Local Civil Registry Office. Submit authenticated birth certificate from NSO and supporting public document/s with correct date and place of birth (i.e. From 137 with readable dry seal, Voters Registration Record, Baptismal Certificate with readable dry seal or Office on Muslim Affairs Certificate).
If born on or before 1950:

Certificate of Non-Availability of Birth Record from NSO Joint Birth Affidavit Any supporting public document/s with correct date and place of birth (i.e. From 137 with readable dry seal, Voters Registration Record, Baptismal Certificate with readable dry seal or Office on Muslim Affairs Certificate).
Additional Requirements: For married women who wants to adopt the surname of her spouse:
Marriage Contract (MC) in Security Paper issued by NSO or Certified True Copy issued by the Local Civil Registrar, duly authernticated by NSO.
For spouse of foreign national:

Marriage Contract (MC) in Security Paper issued by NSO or Certified True Copy issued by the Local Civil Registrar, duly authernticated by NSO. Original and photocopy of Commission of Filipinos Overseas (CFO) Guidance and Counseling Certificate of Attendance. (CFO-Tel.no. 561-8321)
FOR MINOR APPLICANT (below 18 years old)

Personal appearance of the minor Personal appearance of either parent, Marriage Contract and proper IDs of the parent (if minor is of legitimate status). Personal appearance of mother and mothers proof of identity (if minor is of illegitimate status). Birth Certificate (BC) in Security Paper (SECPA) issued by the National Statistics Office (NSO) or Certified True Copy (CTC) of BC issued by the Local Civil Registrar (LCR) duly authenticated by NSO. If Marriage Certificate or Birth Certificate is blurred, Certified True Copy from Local Civil Registrars Office is required. Document of identity, if minor is 8-17 years old (for first time applicants only) Original and photocopy of the valid passport of the traveling companion except if the applicant is traveling alone. Additional Requirements: If minor is NOT traveling with either parent or alone: Original and photocopy of DSWD Clearance (DSWD-525-2445) Affidavit of Support and Consent (ASC) from a parent indicating the name of the traveling companion and relationship to the minor. If illegitimate, minor should execute the ASC. If both parents are abroad: Affidavit of Support and Consent (ASC) from parents indicating the name of the travelling companion and must be authenticated by the nearest Philippine Embassy or Consulate General if not executed before a Consul. Special Power of Attorney designating the representative by name and authorizing him/her to apply for the passport on behalf of the minor and must be authenticated by the nearest Philippine Embassy or Consulate General if not executed before a Consul. In case the authorized party is not the traveling companion, ASC must indicate the name of the traveling companion. Passport and photocopy of the passport of the travelling companion of the minor. Original and photocopy of proper ID of the duly authorized representative.
If minor is legitimated by subsequent marriage of parents: Authenticated Birth Certificate from NSO with annotation regarding new status as legitimated and full name of the child. Marriage Contract of the parents from NSO. If minor is illegitimate but acknowledged by father: Amended birth certificate from NSO reflecting surname of father with Affidavit of Acknowledgement and Consent to use the surname of father. (If the birth certificate already reflects the last name of the father, NSO BC is sufficient). If minor is born abroad: Report of birth from the nearest Philippine Embassy or Consulate General, duly authenticated by NSO. Foundling: (if no longer a minor, supporting public documents establishing identity) Certificate of Foundling authenticated by NSO DSWD Clerance Passport of the person who found the applicant Letter of Authority or endorsement from DSWD for the issuance of passport Orphaned minor applicant: Authenticated birth certificate from NSO Authenticated death certificate of parents from NSO Court order awarding guardianship of the orphaned minor applicant or substitute parental authority under Article 214 and 216 of the Family Code. DSWD Clearance Original and photocopy of the valid passport of the traveling companion Legally adopted: Certified true copy of the Court Decision / Order on Adoption and Certificate of Finality NSO birth certificate before adoption NSO amended Birth Certificate DSWD clearance for minor applicant, if traveling with the person other than the adopting parents Minor applicant whose mother is likewise a minor: Personal appearance of the mother and maternal grandparents Affidavit of Support and Consent from maternal grandparents Proof of identity of mother and maternal grandparents Original and photocopy of the passport of the traveling companion DSWD Clearance if traveling with the person other than the maternal grandparents
FOR MUSLIM APPLICANTS (same general requirements stated above) Additional requirement for late registered Muslim applicants: Certificate of Cultural Affiliation from the Office on Muslim Affairs For converts who would like to use their Muslim name: Submit annotated Birth Certificate (BC) in Security Paper (SECPA) bearing the Muslim name Office on Muslim Affairs Certificate of Conversion
FOR RENEWAL OF PASSPORT APPLICANT

*PERSONAL APPEARANCE IS REQUIRED For Brown Passport or issued prior to 01 May 1995 Old Passport and photocopy of passport pages 1,2 and 3 (amendment) Birth Certificate to determine complete middle name For Green Passport or issued after 01 May 1995 Present passport and photocopy of the first page and last page showing the signature of the Passport Signing Officer
Additional Requirements: For married women who wants to use the surname of spouse: Marriage Contract (MC) in Security Paper (SECPA) issued by NSO or CTC issued by the Local Civil Registrar, duly authenticated by NSO If marriage was held abroad: Report of Marriage Report from the nearest Philippine Embassy or Consulate General, duly authenticated by NSO.
FOR REPLACEMENT OF LOST PASSPORT

*PERSONAL APPEARANCE IS REQUIRED For LOST VALID PASSPORT Submit same documents required for first time passport applicants Affidavit of Loss Police Report Note: There will be a 15-day clearing period prior to the processing of application for replacement of LOST VALID PASSPORTS For LOST EXPIRED PASSPORT Submit same documents required for first time passport applicants Affidavit of Loss
LIST OF SUPPORTING DOCUMENTS

Marriage Contract PRC / IBP ID Land Title Drivers License School ID / Company ID Government Service Record Old SSS E-1 form / or Digitized SSS ID School Form 137 or Transcript of Record with readable dry seal Voters Registration Record Baptismal Certificate with readable dry seal Seamans Book Income Tax Retrun (Old) Other documents that show full name, birth details of applicant, signature and citizenship
*For comments, complaints and assistance, please proceed to the Passport Directors Office / Officer-In-Charge.
PASSPORT FEES: Regular Processing (20 working days) P 950.00 Expedited Processing (10 working days) - Additional P 250.00 For Replacement of Lost valid Passport Additional P 200.00
Guidelines on Emergency Issuance of Passports

Passport issuance should follow the scheduled release dates. Immediate issuance should not be granted except for Emergency Reasons as may be determined by the responsible Consular Officials. Immediate Issuance is not a right. It is a privilege which is subject to the following guidelines: 1. The following are considered justifiable reasons for the immediate issuance of passports: 2.1 SERIOUS ILLNESS Applicant has to attend to a member of his/her immediate family who is seriously ill; 2.2 DEATH Applicant has to attend to the wake or burial of a member of his/her immediate family; 2.3 ASSISTANCE TO NATIONALS (ATN) CASE ATN cases referred by OUMWA for immediate passport issuance; 2.4 OTHER ANALOGOUS / EMERGENCY CASES As may be determined by the authorized officials. 2. All requests for immediate issuance shall be made in writing and supported by documentary (if applicable) and other evidences. 3. Immediate Issuance of Machine Readable Passports may be granted only by the: 1.1 Secretary of Foreign Affairs 1.2 Assistant Secretary of the Office of Consular Affairs 1.3 Executive Director 1.4 Passport Director 1.5 Assistant Passport Director 1.6 Head, Courtesy Lane 10
1.7 Head, Individual Processing 1.8 Head, Agency Processing 1.9 Head, Pending Unit 1.10 Other Officers or employees of the department who are duly authorized by the Passport Director
4. The applicant must comply with the documentary requirements of the law for the issuance of a passport.
The following may be considered under ANALOGOUS / EMERGENCY CASES at the discretion of the Consular Officers:
1. Training / Education / Scholarship 2. Urgent work (OFW) 3. Applicant will be severely prejudiced if a passport is not issued.
Duration:
PROCESS Individual Processing Section Individual Releasing Section Agency Processing Section Agency Releasing Section Regional Consular Offices (RCOs)
* Waiting time is not included in the Duration.
DURATION 22 minutes 10 minutes 38 minutes 31 minutes 29 minutes
PROCESS RCO Releasing Courtesy Services (CL) CL Releasing Diplomatic and Official Passport Section (DOPS) DOPS Releasing
DURATION 10 minutes 28 minutes 10 minutes 51 minutes 10 minutes
Location:
DFA Office of Consular Affairs Building, cor. Bradco and Diosdado Macapagal Avenue, Paraaque City 11
How to Avail of the Service:
Issuance of Passport (Individual Passport Processing)

STEP LOCATION CLIENT Get an appointment. Thru phone: call 737-1000 Thru internet: log on to www.passport.com.ph Go to DFA Office of Consular Affairs building according to your schedule. Proceed to gate 2 and approach Appointment Desk. Present your reference number. Proceed to Documents Evaluation and Processing Section. Submit Documents for evaluation and processing. SERVICE PROVIDER DURATION PERSON IN-CHARGE FEE FORM
A reference number will be given by the phone operator (thru phone) or after clicking the date and time icon (thru internet)
DFA Office of Consular Affairs Building (cor. Bradco and Diosdado Macapagal Blvd., Paraaque City)
2 mins Locates and gives the applicants pre printed application form Checks whether or not the applicant is included in the Look-Out-List and if the applicant has a previous passport based on the verified master list. Assesses and evaluates the legality of the applicants documents and establishes his/her true identity. Issues receipt for processing fee.*
CAPAC**
n/a Passport Application Form
Individual Processing Section (Gate2-Ground floor)
8 mins
Processor
Cashier (2nd Floor)
Proceed to Cashier for payment of passport fee.
Accepts payment and issue the official receipt.
2 mins
Cashier
Courier Services (Passport Enrolment Center-2nd floor)***
Proceed to Courier Counters and present receipt and payment
Accepts payment and receipt. **** Checks and detaches the application form and submitted documents in preparation for the enrolment Encodes the applicants personal information and scans pertinent documents for electronic file. Captures applicants photo and biometrics Prints the Enrolment Certificate and requires the applicant to thoroughly check the information before signing the print out form.
2 mins
Courier Services Personnel
950php for Regular Processing 1200php for Expedited Processing 120php per Passport
Official Receipt
Enrolment and Encoding Section (2nd Floor)
Proceed to ePassport Encoder
10 mins
Encoder
n/a
Passport Application Form
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Individual Releasing Section (Gate 3-Ground Floor)
Applicant comes back at the scheduled release date.
Releasing Officer
n/a
n/a
AFTER STEP 3 (ENROLMENT), APPLICANT MAY GO BACK TO DFA FOR RELEASING OF PASSPORT ACCORDING TO THE RELEASE DATE. * Processor will ask the applicant if he/she wants his/her passport processed as regular or expedited. Additional 250 pesos for expedited processing and another additional 200 pesos as a penalty for replacement of Lost Valid Passports. ** Consular Affairs Public Assistance Center *** Optional. May proceed to Enrolment after paying passport fees to the Cashier. **** Passport for delivery will be delivered to applicants mailing address. DURATION: 22minutes (time duration in the queue is not included)
Releasing of Individual Passport (E-Passport)

STEP LOCATION CLIENT Proceed to the Individual Releasing Section and place the receipt in the drop box located at Window 35. SERVICE PROVIDER Receives the applicants receipt and inform the applicant to wait at the Releasing Section Holding Area. The receipts are verified and shipping numbers are placed on it. Receipts are given to the locators at the 4th floor for the passports to be located. Once passport is located, applicant is called at the window to receive his/her passport. Requests the applicant to sign in the signature pad and releases the pad.* n/a END OF TRANSACTION DURATION PERSON IN-CHARGE FEE FORM
Releasing Section Holding Area (Gate3Ground floor)
10 mins
Releasing officer n/a n/a
Wait for the name to be called.
Releasing Section (Ground floor)
Check all the details in the passport**
n/a
n/a
If owner is unable to claim his/her passport, only immediate family member are allowed to receive the passports together with the authorization letter of the bearer. ** For passports with problems, applicant must go to Customer Care Center (Pending Unit) for resolution. DURATION: 10 minutes (time duration in the queue is not included)
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Issuance of Passport (Agency Processing Section)

STEP LOCATION CLIENT
Liaison officers of the travel agency will log on at www.dfa.gov.ph to acquire an appointment schedule for their applicant.
SERVICE PROVIDER
Send a reply thru e-mail indicating the date and time the applicant must appear for processing of his/her application. NOTE: Applicants information will be forwarded to the EDP Section for pre-verification Validates the appointment schedule and preverification of EDP in the Master List
DURATION
1-2 days* 3 mins**
PERSON INCHARGE
Appointment Section EDP Verification***
FEE
FORM
I min
Agency Processing Section (Gate 1-Ground floor) 2
Evaluate documents to establish applicants identity. On the day and time indicated in appointment slip, liaison officers accompany their applicants to proceed to the designated processing window to present their applications. If documents are complete and in order, passport slip/receipt will be issued. Rejected or unprocessed applications will be returned to the applicant who will be given one (1) week to come back for re-submission of their applications. Cases of questionable citizenship and other inconsistencies will be referred to the Passport Directors Office for evaluation/resolution. 950php Regular Processing 1,200php Expedited Processing n/a Processor 15 mins Agency Passport Application Form
Cashier (2nd floor)
Pay the corresponding fee
Receives the payment and validate the receipt.
2 mins
Cashier
Enrolment Section (2nd floor)
Applicant will proceed to the Enrolment Center for the photo taking and capturing of biometric data (that includes signature and thumb prints). Read the entries to double check and sign the Computer Generated Form. Log in the production sheet. The liaison officer comes back at the scheduled release date.
Accept the application form, supporting documents and passport slip/receipt. Encodes the data, scan the application form and other important documents. Take a photo of the applicant, capture thumb prints and signature of the applicant. Prints the Computer Generated Form and attach copy of the passport slip to it.
20 mins
Encoder n/a
Computer Generated Form
Agency Processing Section (Releasing Area , Gate 1-Ground Floor)
Releasing Officer
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DURATION: 38 minutes *Depends upon the volume of e-mails received per day. **3 minutes per applicant. *** Electronic Data Processing
Releasing of Passport (Agency Processing Section)

STEP *LOCATION CLIENT Liaison Officers proceed to the releasing windows to submit the receipts of passports due for release for the day. Agency Releasing Section (Gate 1-Agency Processing Section) SERVICE PROVIDER Gathers all passport slips/receipts. Indicates the shipment number for each passport slips/receipt from the computer. Forward all the receipts with the shipment number to the sorting section and collect /receive all passport/s that are available for release. Check the data of the passport in the computer. Ask the liaison officer to sign in the signature pad. Affix, Released or Received stamp on the slip/receipt and application form. Hand the passport/s to the liaison officer. n/a END OF TRANSACTION 5 mins DURATION PERSON INCHARGE FEE FORM
20 mins 5 mins1 1 min
Releasing Officer n/a n/a
Liaison Offices sign on the electronic signature pad on behalf of the applicant.
Write or log in the master list the particulars of the applicants for all passport/s received for the day.
n/a
Five (5) minutes per passport.
15
Issuance of Passport (Regional Consular Offices)

STEP LOCATION1 CLIENT SERVICE PROVIDER Provides application form to the applicant and explain briefly how to fill-out the form properly DURATION2 PERSON IN-CHARGE OIC n/a FEE FORM
Fill-out application form completely. 2 Proceed to Step 1-Records Verification Area and submit documents for verification. Proceed to Step2-Documents Evaluation and Processing Area. Submit documents for evaluation and processing. Proceed to Step3-Cashier Pay the passport fee Verifies the applicant if he/she is included in the look out list and if he/she has a passport Evaluates the applicants documents 10 mins Issues receipt Accepts payment Encodes the applicants personal information in the computer 5 Proceed to Step4-Passport Enrolment Affix signature and thumb mark Print the Enrolment Certificate Assist the applicant on the proper way of affixing his/her signature and thumb mark 6 Go back to the DFA Regional Consular Office for the releasing of passport according to the release date as stated by the Regional Consular Office. Releasing Officer 10 mins Encoder n/a 2 mins Cashier 950php3 Processor n/a 2 mins Verifier n/a
Official Receipt
Enrolment Certificate
Passport
DURATION: 29minutes (time duration in the queue is not included) *Schedule of releasing of passports varies from the different Regional Consular Offices.
Releasing of Passport (Regional Consular Office)

1 2
Location of every step may vary depending on the building schematics of the Regional Consular Offices. Duration may vary depending on the applicants concerns 3 Additional 250 pesos for expedited processing and another additional 200 pesos as a penalty for replacement of lost valid passports
Passport Application Form
Obtain application form
5 mins
16
STEP
*LOCATION
CLIENT Proceed to the window and present receipt.
SERVICE PROVIDER Receives the applicants receipt and inform the applicant to wait at the releasing section holding area. Locates the passport Requests the applicant sign in the RECEIVED NEW PASSPORT section in the application form/in the signature pad. Releases the passport n/a END OF TRANSACTION
DURATION
PERSON IN-CHARGE
FEE
FORM
Releasing Section
10 mins
Releasing officer
n/a
n/a
Wait for the name to be called.
Check all the details in the passport
n/a
n/a
* Location may vary depending on the building schematics of the Regional Consular Offices.
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Issuance of Passport -Courtesy Lane Section

STEP LOCATION CLIENT Fill in all the necessary details in the application form. Submit accomplished application form and the requirements to Courtesy Services Window 1. Courtesy Services Processing Area, Window 1 (Gate 3-2nd floor) A. Walk-in Applicants (Government employees and dependents) Application forms are accepted from 8am to 12 noon only. Submit the application form to Window 1 for Records Verification. B. Appointment (Applicants with endorsements) Submit the application forms, original documents and photocopies of IDs to Window 1 for verification. Courtesy Services Processing Area, Window 2-6 (Gate 3-2nd floor) A. Proceed to Courtesy Services processing area and wait for the name to be called. B. Proceed to Courtesy Services processing area on the scheduled date and time. Proceed to the Cashier located at the 2nd floor 2 Courier Services (Passport Enrolment Center-2nd floor)**** Proceed to Courier Counters and present receipt and payment After paying, submit the application forms with attached requirements and the duplicate of the receipt to the Courtesy Services encoder (Computers 45 to 50 located at the 2nd floor). Check the accuracy of the personal information in the Enrolment Certificate. SERVICE PROVIDER Provides application forms and information on who are entitled for Courtesy Service privilege: a. Government employees and their dependents (limited only to husband/wife, unmarried children and parents) and, b. Applicants endorsed by DFA employees. Verifies if the applicants name is included in the Look-Out-List and verifies the same in the Departments double passport verification. Provides the appointment slip for the applicant. Verifies if the applicants name is included in the Look-Out-List and verifies the same in the Departments double passport verification. DURATION*** PERSON IN-CHARGE FEE FORM
1*
5 mins
Appointment Clerk Application Form
1.a
2 mins
Verifier
1 min
Appointment Clerk Verifier
n/a
Appointment Slip
1.b
2 mins
Evaluates the applicants documents for passport application. Issues receipts for processing fee.
Application Form 10 mins Processor
Accepts payment and validates the official receipt. **
2 mins
Cashier Courier Services Personnel
Php 1200 Official Receipt
Accepts payment and receipt. *****
2 mins
Php120per Passport
Enrolment Section (2nd floor)
Accepts the application forms with attached requirement and the duplicate of the receipt. Encodes the applicants personal information in the computer and prints the Enrolment Certificate. Assists the applicant in affixing his/her signature. Instructs the applicant to come back
5 mins Encoder 1 min n/a
Enrolment Certificate
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on the release date of his/her passport as stated in the official receipt. 3 Courtesy Services Releasing Area (2nd\floor) Go back to Courtesy Services Releasing Area on the release date stated in the slip to claim the passport. Collects the passports from the Passport Segregation Area. n/a Courtesy Services Releasing Officer n/a Passport
AFTER THE LAST STEP OF PROCESSING, APPLICANTS WILL GO BACK TO COURTESY SERVICE SECTION AFTER TEN (10) WORKING DAYS TO CLAIM THEIR PASSPORTS. DURATION: 28 minutes (time duration in the queue is not included) * Pre-processing procedures ** Additional 250php is automatically added for expedited processing fee and another additional 200php as a penalty for replacement of Lost Valid Passport (7 working days) *** Results may vary depending on the applicants concerns **** Optional. May proceed to Enrolment after paying passport fees to the Cashier. ***** Passport for delivery will be delivered to applicants mailing address.
Releasing of Passport (Courtesy Services)

STEP *LOCATION CLIENT Proceed to Window 7 or 8 and present receipt. SERVICE PROVIDER Receives the applicant receipt and instructs the applicant to wait at the Releasing Section Holding Area. Locates the passport Requests the applicant sign in the RECEIVED NEW PASSPORT section in the application form. Releases the passport n/a END OF TRANSACTION DURATION PERSON IN-CHARGE FEE FORM
Courtesy Services Releasing Section Window 7 & 8
10 mins
Releasing officer
n/a
n/a
Wait for the name to be called. Check all the details in the passport
n/a
n/a
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Issuance of Passport-Diplomatic and Official Passport Section

STEP LOCATION CLIENT SERVICE PROVIDER DURATION PERSON INCHARGE FEE FORM
1*
Proceed to DOPS Processing Area. Fill-out all the necessary details in the application form.
Provides the appropriate application form. (Issuance or Revalidation)
3 mins
1.b
DOPS Processing Area (3rd floor)
Submit filled-out application form and documentary requirements.
Checks if the applicant is entitled to Diplomatic/Official Passport (as provided by R.A. 8239 Sec. 7). If entitled, check if the requirements are complete. If not entitled, seek approval from the Assistant Secretary, OCA (for Official Passport) or the Secretary of Foreign Affairs (for Diplomatic Passport).
2 mins Processor n/a
5 mins
Checks Look-Out-List and double passport from computer database.
2 mins
Verifier P165.00 for regular processing P415.00 for expedite processing
3 If the applicant/Liaison Officer applied for issuance of Diplomatic/Official Passport, proceed to the cashier and pay the appropriate fees. If the applicant/Liaison Officer applied for issuance of Diplomatic/Official Passport, issues official receipt for processing fee.**
Cashier (2nd floor)
1 min
Processor
Official Receipt
DOPS Processing Area (3rd floor) DOPS (3rd
Return to DOPS Processing Area.
Verifies if the applicant is a bona fide employee and if the documentary requirements are authentic with the office/agency concerned. Logs approved application forms in the Registry Book. Issue/Revalidate Diplomatic/Official Passport.
5 mins
Clerk n/a
5 mins
Issuance/Reval idation Form
Note Verbale/Forum
1.a
20
floor) 6 Encodes applicants personal details into the computer, scan picture, machine laminate the passport and script the applicants designation.
10 mins
Encoder
Issues Note Verbale/Letter requesting Visa to Foreign Embassies/Consulates, if needed.
5 mins
Clerk
Reviews/Edits/Notes passports and Note Verbale.
3 mins
Head, DOPS Assistant Secretary, OCA; Executive Director, OCA; Passport/Visa Director; Principal Assistant
n/a
9 DOPS (3rd floor) Delivers passport to the authorized signatory. 10 mins
10
Picks-up passport on the release date specified in the slip
Releases the passport to the applicant/LO
DURATION: 51 minutes (time duration in the queue is not included) * Pre-processing procedure ** For issuance, processor will ask the applicant/authorized Liaison Officer if Diplomatic/Official applied for will be processed as regular of expedite. Application filed after 12:00 noon will be processed as regular.
Issuance/Revalidation Form
21
Releasing of Passport (Diplomatic and Official Passport)

STEP *LOCATION Releasing Section (Diplomatic and Official Passport Section)Gate33rd floor CLIENT Proceed to the window and present receipt. SERVICE PROVIDER Receives the applicants receipt and inform the applicant to wait at the releasing section holding area. Locates the passport Revalidates passport Releases the passport with Note Verbale/Letter (if applicable) n/a END OF TRANSACTION DURATION PERSON IN-CHARGE FEE FORM
10mins
Releasing officer
n/a
n/a
Wait for the name to be called. Check all the details in the passport
n/a
n/a
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Customer Care Center (Pending Unit)

Consular Information Center 834-4000 / Telefax: 836-7759 Schedule of Availability of Services:
Monday Friday, from 7:00am to 4:00pm

Public who applied for passport with discrepancies, in photo, Middle Name, Last Name, Date of Birth, Place of Birth, Double Passport, Barcode (CGF), Signature (CGF) and Thumb mark (CGF) of applicant and technical problems regarding passport production.
Requirements:
Requirements may differ depending on the case of the passport application.
How to avail of service:

STEP *LOCATION CLIENT SERVICE PROVIDER Calls or sends SMS to the applicant to inform of their passport applications status. 1 Passport Division Customer Care Center Pending Unit (Gate 3-Ground Floor) Resolves the existing problem/s of the passport application If needed, issues receipt for the necessary fee. Asks the applicants to proceed to ECE for an applicant that needs to be recaptured. Once resolved, informs the applicant of the passport release date. Receives payment and issues official receipt Pending Unit Personnel n/a DURATION1 PERSON INCHARGE FEE FORM Passport Application Form Computer Generated Form (CGF) Machine Validated Receipt Passport Application Enrolment Certificate
Proceed to Customer Care CenterPending Unit once informed by DFA personnel.
Payment Section (2nd floor) Enrolment Center for ePassport (2nd floor)
Proceed to cashier for payment of processing fee. Proceed to Computer No. 66 for data recording and capturing.
Cashier
950php
Receives, modifies and transmits resolved pending application/s. END OF TRANSACTION
Encoder
APPLICANT WILL GO BACK TO CUSTOMER CARE CENTER-PENDING UNIT FOR THE RELEASING OF PASSPORT AFTER TEN (10) WORKING DAYS.
1
Duration is not applicable. Results may vary depending on the applicants concern/s.
23
Authentication Division
24
Office of Consular Affairs Authentication Division Processing for Individually Filed/Export/Agency Documents
Consular Information Center: 834-4000 Schedule of Availability:
Monday-Friday, from 7:00am-4:00pm receiving of document; releasing of documents 2:00pm-4:00om releasing of expedite (overtime process) documents

Those who need their documents to be authenticated by the DFA.
Requirements:
REQUIREMENTS FOR AUTHENTICATION OF DOCUMENTS:
1. Birth/ Marriage/ Death Certificate or Certificate of No Marriage Record. - Certificates must be in security paper issued by NSO or must have been certified/authenticated by NSO. - Local Civil Registrar copy (Birth Certificate, Marriage Certificate or Marriage Contract, Death Certificate) is required if document is not readable - Certificate of No Marriage Record is only valid for six (6) months upon date of issue from NSO 2. Transcript of Records and Diploma (Collegiate Level) - Certification (CAV) from the Commission on Higher Education (CHED). - Certified True Copies from the school. 3. Transcript of Records and Diploma (For State Colleges and University) - Certification (CAV) from the School signed by the University Registrar. - Certified true copies from the school. 4. Transcript of Records and Diploma (Vocational/ Intermediate/ Elementary Level) - Certification (CAV) from the Department of Education (DepEd) or the Technical Education and Skills Development Authority (TESDA). - Certified True Copies from the school. 5. Medical / AIDS Free Certificate - Authenticated by the Department of Health (DOH) (Applicable only for use to the following countries that requested the said authentication: Spain, Palau, Libya, Oman, Cuba, Portugal, Greece and Angola. If not included, submit the same requirements stated in #9. 6. Civil Aviation Authority of the Philippines issued licenses (Formerly Air Transportation Office, ATO) - Authenticated by CAAP. 7. Drivers Licenses* - Applicant must first secure certification from Land Transportation Office (LTO Main Branch). 8. Professional Licenses/ Board Certificates/ Board Ratings/ Certifications - Certified True Copies must be authenticated by Professional Regulations Commission.
25
9. Certificate of Employment/ Trainings/ Seminars and Baptismal Certificate - Applicant must first secure an Affidavit, stating necessary factual circumstances and attaching certificates. - Affidavit must be notarized - Applicant must secure Certificate of Authority for a Notarial Act signed by the Executive Judge or Vice Executive Judge from the Regional Trial Court which issued the commission of the Notary Public. 10. Other Notarized Documents - After Document is notarized, applicant must secure Certificate of Authority for a Notarial Act signed by the Executive Judge or Vice Executive Judge from the Regional Trial Court which issued the commission of the Notary Public. 11. Court Decisions/ Resolutions/ Orders - Applicant must present certified true copies of the decision, resolution, or order. - Applicant must secure copy of specimen signature of the court personnel who signed the certified copies from the Office of Court Administrator (Supreme Court). 12. Immigration Records - Certified/ Authenticated by the Bureau of Immigration. 13. DSWD Clearance - Travel Clearances for minors directly issued by DSWD. - Adoption decrees must be certified/authenticated by the Regional Trial Court that issued the Decision. 14. NBI Clearances - NBI Clearances for travel abroad must be issued by the National Bureau of Investigation (Green). 15. Police Clearances - Police Clearance signed by the Chief of Police issued by the Philippine National Police in various police stations nationwide, usually by the police precinct which has jurisdiction over the applicants place or residence. 16. Barangay Clearances - Clearances issued by the barangay which has jurisdiction over the applicants place or residence and must have been authenticated by the Office of the Mayor which has jurisdiction over the barangay. 17. Export Documents - Must be authenticated by the Philippine Chamber of Commerce (PCCI), the Department of Health (DOH) or by the Bureau of Food and Drugs (BFAD). 18. Phytosanitary Certificates - Original of the certificate issued by the Bureau of Plant Industry or a certified true copy thereof. 19. Foreign documents A Philippine Embassy or Consulate General in the country from where the document originated or by the said countrys Embassy or Consulate General based in the Philippines must have authenticated these documents.
Duration:
30 minutes
Location:
DFA Main Building, 2330 Roxas Blvd., Pasay City 26
How to Apply:
STEP LOCATION Processing waiting area (Authentication Division, Ground floor-DFA Main Bldg.) CLIENT SERVICE PROVIDER Provides the application form for initial screening of documents and explain how to fill-out the forms properly n/a Checks application form if properly filed out; Checks IDs and Authorization letter; Evaluates the completeness of requirements and authenticity of the documents submitted; Verifies documents if theres a reasonable doubt; Issues receipt if documents are found in order Accepts payment DURATION ** 15 mins PERSON IN-CHARGE FEE FORM
Proceed to Information Counter
Information Officer
n/a
Fill-out an application form
5 min
n/a
n/a
Processing Window (Authentication Division, Ground floor-DFA Main Bldg.)
Application form for Authentication 5 mins Processor/Evaluation Officer n/a
Present a valid ID upon submission of the documents
Cashier (Gate 3Ground floorDFA Main Bldg.) Processing Window (Authentication Division, Ground floor-DFA Main Bldg.)
Pay appropriate Authentication Fee
4 mins
Cashier
Php100/document (regular process) Php200/document expedite processing)
n/a
Return the duplicate copy of the receipt to the Processing Windows
Accepts and attaches machine validated receipts to the application form TOTAL PROCESSING TIME:
1 min
Processor/Evaluation Officer
n/a
n/a
30 minutes
**Result may vary depending on the applicants concerns and document/s
27
Office of Consular Affairs Authentication Division Releasing for Individually-Filed/Export/Agency Documents

Monday-Friday, from 7:00am-4:00pm releasing of authenticated documents 2:00pm-4:00pm releasing of expedite process documents

Requirements:
Authentication Slip/Receipt Valid ID for proper identification of the applicant Letter of Authorization with valid ID for representatives
Duration: 30 minutes Location:

DFA Main Building, 2330 Roxas Blvd., Pasay City
28
How to Apply:
STEP LOCATION CLIENT SERVICE PROVIDER DURATION** Receives applicants receipt 10 mins Locates authenticated document Calls applicant, Checks the ID and/or Authorization letter 20 mins Release the authenticated document to the applicant TOTAL RELEASING TIME:30 minutes PERSON IN-CHARGE FEE FORM
Releasing Window
Claim the Authentication document on the release date* by presenting the machine validated receipt
Releasing Officer
n/a
n/a
* 4 WORKING DAYS FOR Individually-filed and agency documents; 3 working days for export documents ** Results may vary depending on the applicants concerns and document/s Note: Expedite processing: one (1) working day
29
Office of Consular Affairs Authentication Division

Pending and Correction Section Consular Information Center: 834-4000
Schedule of Availability:
Monday-Friday, from 7:00am-4:00pm-releasing of authenticated documents

Requirements:
Authentication Slip/Receipt, Authentication Claim Stub Authentication document with pending case/ for correction Valid ID for proper identification of the applicant Letter of Authorization with valid ID for representatives
Duration: 26 minutes Location:

30
How to Apply:
STEP LOCATION CLIENT Submit the Authenticated document with pending case. Present proper identification/authorization. Pending and Correction Section Waits for the release of the Pending/Corrected Authenticated document at the waiting area. Proceed to Releasing Window and present machine validated receipt/ Authentication slip. SERVICE PROVIDER Interviews applicant and reviews the pending document for further verification DURATION** PERSON IN-CHARGE Assigned Supervisor/ Signing Officer n/a Assembly Line n/a FEE FORM
5 mins
Encodes Documents Sorts Documents, attaches 20 mins red ribbon, gold seal and affixing dry seal Calls applicants, Stamps Received and date on the 1 mins Receipt, and releases Authenticated Document TOTAL RELEASING TIME: 26 minutes
n/a Releasing Officer
n/a
** Results may vary depending on the applicants concerns and document/s
31
Office of Consular Affairs Authentication Division Releasing for PRC, LTO, CAAP, DOH, NBI documents
Monday-Friday 7:00am-4:00pm-releasing of authenticated documents

Requirements:
Authentication Claim Stub issued from partner Government Agency Valid ID for proper identification of the applicant Letter of Authorization with valid ID for representatives
Duration:
30 minutes
Location:
32
How to Avail:
STEP 1 LOCATION Releasing Window CLIENT Submit claim stub to Releasing Officer Present proper identification/authorization to Releasing Officer Pay appropriate fee to the Cashier SERVICE PROVIDER Accepts claim stub Locates documents Calls applicant, Checks the ID and/or Authorization letter Issues receipt to the applicant for payment Accepts payment DURATION** 10 mins Releasing Officer 15 mins n/a 4 mins Cashier Php100/document n/a PERSON IN-CHARGE FEE FORM
(Authentication Division, Gate 3-Ground floor)

Cashier (Gate 3Ground floor) Releasing Window
Present machine validated receipt and submits its duplicate copy to Releasing Window
Receives applicants receipt; Indicates O.R. no. and stamps the date into the 1 min authentication certificate; Releases authenticated document to applicant TOTAL RELEASING TIME: 30 minutes
Releasing Officer
n/a
* Eight (8) Partner Issuing Agencies: Commission on Higher Education (CHED), Department of Education (DepEd), Technical Education Skills Development Authority (TESDA), Professional Regulations Commission (PRC), Land Transportation Office (LTO), Civil Aviation Authority of the Philippines (CAAP, formerly ATO), Department of Health (DOH) and National Bureau of Investigation (NBI). ** Results may vary depending on the applicants concerns and document/s
33
Office of Consular Affairs Authentication Division Releasing for CHED, DepEd, and TESDA documents
Monday-Friday 7:00am-4:00pm-releasing of authenticated documents

Requirements:
Authentication Claim Stub issued from partner Government Agency Valid ID for proper identification of the applicant Letter of Authorization with valid ID for representatives
Duration:
50 minutes
Location:
34
How to Avail:
STEP 1 LOCATION CLIENT Submit claim stub to Releasing Officer Present proper identification/authorization to Releasing Officer Pay appropriate fee to the Cashier SERVICE PROVIDER Accepts claim stub 10 mins Locates documents Calls applicant Checks the ID and Authorization letter Issues receipt to the applicant for payment Accepts payment Releasing Officer 2 mins n/a DURATION ** PERSON INCHARGE FEE FORM
CHED Releasing Area

Cashier (Gate 3Ground floor)
4 mins
Cashier Releasing Officer Assembly Line Assembly Line Assigned Supervisor/ Signing Officer Releasing Officer
Php100/document n/a
CHED Releasing Area
Return to Releasing Officer and submit duplicate copy of receipt

5 Proceed to Releasing Table and present machine validated receipt
Receives and attaches applicants receipt Encodes document 30 mins Sorts documents, attaches red ribbon, gold seal and dry seal Evaluates documents; Signs authentication 3 mins certificates Calls applicants, Stamps Received and date on the 1 min receipt, and Releases Authenticated document TOTAL RELEASING TIME: 50 minutes
n/a
**Results may vary depending on the applicants concerns and document/s
35
Consular Records Division

36
Office of Consular Affairs Consular Records Division Issuance of Certification on Passport Authenticity
Monday-Friday, from 7:00am to 4:00pm

Philippine Green Passport holders (valid)
Requirements:
Valid Original Passport Two(2) photos (2x2 or passport size) taken within the last six (6) months prior to submission of documents. Photocopy of the first page and the last page of the passport
Duration:
3 working days
37
How to Avail the Service:

STEP LOCATION CRD Window (Gate 3Ground Floor) CLIENT Proceed to CRD Window and get application form Fill-out application form and give it to the processor SERVICE PROVIDER Provide application form and explain how to fill-out the form properly Receive application form for passport certification Issue a receipt to the applicant NOTE: Issued only for Machine Readable Ready Passport (MRRP) 7 mins DURATION PERSON INCHARGE Processor(CRD Personnel) FEE FORM Application for Passport Certification
n/a
Cashier (2nd Floor)
Pay the processing fee to the cashier. After payment, go back to CRD Window Personal appearance is required* Present original valid passport and photocopy of first and last page of the passport Submit two (2) passport sized photos, taken not more than six (6) months. Applicant returns on the day of release. His/her authorized representative may also pick up the document/s. Proceed to CRD Window to get his/her Passport Certification
Receive the applicants payment and validate the receipt
5 mins
Cashier
100php per certification
3 CRD Window (Gate 3Ground Floor)
It will be endorsed to the verification and retrieval section for the passport record
1day
CRD Personnel Passport certifications are systematically encoded in the Database and printed without the need for manual log book entry of the control numbers It will be signed by the Acting Director or his/her duly authorized representative and affixed with the applicants passport sized photo and dry seal of the Department. Releases the Passport Certification to the applicant or authorized representative 1day
n/a
n/a
5 6
1day 5 mins CRD Personnel n/a n/a
APPLICANT MAY GO BACK TO DFA FOR RELEASING OF PASSPORT CERTIFICATION ACCORDING TO THE RELEASE DATE AS STATED BY THE CRD PERSONNEL *Personal appearance is required except when the applicant is: Eight (8) years old and below, must be applied by either parents. Sixty (60) years old and above and applied only by an immediate family member and must present an authorization letter. Mentally or physically incapacitated and applied only by an immediate family member and must present an authorization letter. Personal appearance may be at the time of application, and/or upon release of document
38
Office of Consular Affairs Consular Records Division Processing of Passport Records Requests and Receiving of Affidavits
Monday-Friday, from 7:00am to 4:00pm
Who May Avail of the Service: *Those who have problems with their passports such as, mutilated, discrepancies and double passport.
* Any one who lost their passport and want to have a valid passport.
Requirements: * Affidavit of Loss * Police Report Duration:

15 days for LOST VALID PASSPORTS 6 working days for SPOILED, MUTILATED PASSPORTS and passports with DISCREPANCIES.
39

STEP LOCATION CLIENT Fill-out request form attached to the referral slip given by the processor from Individual/Agency Passport Processing, Courtesy Lane and/or Directors Office Proceed to CRD Window CRD Window (Gate 3Ground Floor) Applicant should return on the day of the release. His/her authorized representative may pick up the documents (through a travel agency). Present claim slip/or duplicate copy of Affidavit Receives request form and attachments from the applicant* 5 mins Advises applicant to go back for the releasing of Affidavits Records are then forwarded to the requesting office Releases the document/s 5 mins CRD Personnel CRD Personnel n/a n/a n/a n/a SERVICE PROVIDER DURATION PERSON INCHARGE FEE FORM
Processor(CRD Personnel)
200php penalty for lost valid passports**
n/a
RELEASING FOR PASSPORT RECORD REQUEST FOR AFFIDAVIT OF LOSS IS AFTER 15DAYS. FOR PASSPORT RECORD REQUEST FOR SPOILED, MUTILATED PASSPORTS AND PASSPORTS WITH DISCREPANCIES WILL BE RELEASED AFTER 6 WORKING DAYS. *For replacement of lost valid passport, applicant will be given a receipt issued by the CRD processor. He/she (applicant) must go to the cashier to pay for the penalty, and then he/she must go back to window 79. **Payment will be included in the passport processing fee as a penalty for LOST VALID PASSPORTS on the day of processing.
40
Office of Consular Affairs Consular Records Division Assistance to Nationals (ATN) Registration Process for Delayed Registration of Birth, Marriage and Death)
Monday-Friday, from 8:00am-4:00pm

Filipinos who have come back to the Philippines and failed to register at the Foreign Service Posts (FSP).
Duration:
12 Minutes
41

STEP LOCATION CLIENT Person applying for the Delayed Registration of Birth, Marriage and Death can proceed to the Consular Records Division (CDR) located at the basement for interview. SERVICE PROVIDER DURATION PERSON IN CHARGE FEE FORM
Verifies if the vital event was reported to the nearest concerned Post. If reported, a record locator shall be given to the applicant in requesting a record for NSO.
1 min n/a 3 mins CRD Personnel n/a - FA Form No. 40 (Birth) - Form Prescribed by FSC 75-94 (Marriage) -FA Form No. 39 (Death)
CRD Window (Gate 3Ground Floor)
If not reported, a list of requirements will be given to the applicant for him/her to comply for the application of delayed registration.
2 mins
2 3
Cashier
CRD Window (Gate 3Ground Floor)
After completing the necessary requirements, a consular fee shall be paid for the registration Get the dispatch number Present the dispatch number to National Statistics Office (NSO) to acquire NSO copy of BIRTH, MARRIAGE and/or DEATH Certificate
Receives applicants payment Gives the dispatch number
2 mins 2 mins
Cashier
US $ 25.00 (Peso equivalent)
n/a
END OF TRANSACTION IF REPORTS HAD ALREADY BEEN MADE BUT YIELDED NEGATIVE RESULT FROM THE NSO, THE APPLICANT WILL HAVE TO FILE FOR RECONSTRUCTION OF RECORD. THIS IS COMMON FOR REPORTS MADE DURING THE YEARS 1994 AND BELOW.
42
Visa Section
43
OFFICE OF CONSULAR AFFAIRS - VISA Division Assistance to Organizations/Companies/Private individuals inquiring how foreigners can obtain a Philippine temporary visitors visa (9(a)) i.e. tourist, business
Consular Information Center 834-4000 Schedule of Availability of the Service:
Monday Friday from 8:00am-5:00pm
Who may avail of the Service:

Anyone who has any inquiry on how a foreigner can obtain a Philippine Visa.
Requirements:
n/a
Duration:
n/a
HOW TO AVAIL OF THE SERVICE:

STEP LOCATION CLIENT SERVICE PROVIDER Receive the documents and evaluate the application Advise the Liaison Officer to return on the date of release with the receiving copy of the Note Verbale which was submitted to OCA-Visa 10 mins/doc Visa Assistant Gratis n/a DURATION PERSON-INCHARGE FEE FORM
Processing Counter located at 2nd flr. Visa Division, OCA
Submit Note(s) Verbale together with its enclosures from foreign embassies, international organizations based in the Philippines
* Normal processing period is five (5) working days
44
OFFICE OF CONSULAR AFFAIRS - VISA Division Releasing of Visas for Foreign Government Officials based in the Philippines
Monday Friday from 3:00 P.M. 5:00 P.M. - Releasing of Visa

All foreign government officials (i.e., Embassies, Consulates, Accredited International Organizations and Other United Nations Specialized Agencies/Instrumentalities) based in the Philippines
Requirements:
1. Receiving copy of the Note Verbale submitted to OCA-Visa
Duration:
At least 7-10 minutes/application

PERSON-INCHARGE
STEP
LOCATION Processing Counter located at 3rd flr. Visa Division, OCA
CLIENT Inquires on how foreigners can obtain a Philippine temporary visitors visa
SERVICE PROVIDER
DURATION
FEE
FORM
Answers clients queries
5 mins
Visa Assistant
n/a
n/a
IMPORTANT NOTICE: The Visa Division is not mandated to facilitate the application and/or release any type of visa of private individuals with any foreign embassy.
45
OFFICE OF CONSULAR AFFAIRS - VISA Division Processing of APEC Business Travel Card (ABTC) for Filipino Businessmen
Monday Friday from 8:00 a.m. 5:00 p.m.

All bona fide Filipino businessmen who want to avail of ABTC privileges within the 18 APEC member economies
Requirements:
1. Accomplished ABTC Application form 2. Copy of passport(s) including pages with visa stamps/stickers and departure/arrival stamps proving that applicant is a frequent traveler within the APEC region 3. Bureau of Immigration and National Bureau of Investigation Certificates/Clearances 4. Certificate of Membership (MBC/PCCI/PHILEXPORT) 5. Resume/Curriculum Vitae (to include a statement of the basis/justification of the request for an ABTC) 6. Employment or Company Certificate (to include current position, duties and responsibilities within the company) 7. Company Profile (to specifically include): (a) total capitalization (b) organizational chart (c) name(s), address(es) and telephone(s)/fax(es) and e-mail(s) of business partner(s) in the APEC region (d) past and current business activity in the APEC region (e) annual volume (in peso or dollar) of past and current transactions with business partners in APEC 8. Other pertinent information to justify issuance of an ABTC:
46
Notes: 1. Travel frequency within the APEC region at the time of application is taken to mean that the applicant regularly travels, at least three (3) times a year, within the territory of ABTC participating economies, for business and not purely for tourism purposes. 2. ABTC-Philippines may limit the number of ABTC issuance for officials representing one company, depending on the company size, capitalization or type (e.g. family-owned). 3. ABTC-Philippines reserves the right to require additional documents necessary to establish applicants eligibility.
Duration:
The length of time for the release of ABTC card depends on the approval of other member economies

STEP LOCATION CLIENT Submit approved application(s) together with its documentary requirements of Filipino businessmen duly endorsed by MBC/PCCI/PHILEXPORT SERVICE PROVIDER Receive the documents and evaluate the same Advise the Liaison Officer to call OCA-Visa from time to time for the availability of the ABTC card 50 mins/ application ABTC Assistant Charged by MBC/PCCI Or PHILEXPORT DURATION PERSON-INCHARGE FEE FORM
Processing Counter located at 2nd flr. Visa Division, OCA
ABTC application can be downloaded at the DFA website
Notes:
Issued only to bona fide Filipino business persons, the ABTC works like a visa with a validity of three (3) years or upon the expiry date of the holders passport. It provides each holder facilitated entry and exits through special APEC/ABTC lanes at major airports of participating economies. An ABTC holder, however, is still required to carry his or her valid passport. The application, together with its supporting documents, may be filed either with the PCCI, MBC or PHILEXPORT. If the application and its supporting documents are found in order, it will be endorsed by the sponsoring business organizations to ABTC-Philippines (Visa Division-DFA). A processing fee is charged by PCCI, MBC or PHILEXPORT for ABTC applications. Makati Business Club (MBC); Philippine Chamber of Commerce and Industry (PCCI); Philippine Exporters Confederation, Inc. (PHILEXPORT) are the three (3) business organizations which may sponsor the applications.
47
OFFICE OF CONSULAR AFFAIRS VISA Division Releasing of APEC Business Travel Card (ABTC) for Filipino Businessmen
Monday Friday from 8:00 a.m. 5:00 p.m.

All bona fide Filipino businessmen through the liaison officers of MBC, PCCI or PHILEXPORT whose ABTC cards are ready for release
Requirements:
1. 2. Authorization letter issued by the endorsing business organization Copy of valid Identification card of the liaison officer
Duration:
At least 5-10 minutes/transaction

STEP LOCATION Processing Counter located at 2nd flr. Visa Division, OCA Processing counter located at 2nd Flr., Visa Division, OCA CLIENT Submit authorization letter and a copy of valid ID Claim ABTC card* SERVICE PROVIDER Receive the letter and a copy of ID and locate the ABTC card Release card DURATION 10 mins/ application 10 mins/doc ABTC Assistant PERSON-INCHARGE ABTC Assistant FEE FORM
n/a
n/a
Note:
The length of time for the release of ABTC card depends on the approval of other participating economies
48
Office of the Undersecretary for Migrant Workers Affairs

49
Walk-in Clients
50
Office of the Undersecretary for Migrant Workers Affairs Assistance to Kidnapping and Hostage-taking Victims
Telephone Numbers: 834-4996/834-4449 Fax Number: 551-0847 E-mail address: oumwa.ph@gmail.com SCHEDULE OF AVAILABILITY OF SERVICE
Monday to Friday 8:00a.m. to 5:00p.m.
WHO MAY AVAIL OF THE SERVICE

Distressed OFWs NOK of distressed OFWs Other Government Agencies Media Non-government organizations
REQUIREMENTS
Certain documents may be required as deemed necessary.
51

STEP a) CLIENT Register in the OUMWA Walk-in Client Monitoring Sheet (NOK) Local Manning Agency reports the incident to OUMWA Location SERVICE PROVIDER PERSONIN-CHARGE FEE FORM DURATION
b)
OUMWA Reception Counter (DFA, 3rd floor)
Assist client in filling out the monitoring sheet.
Reception Assistant
None
OUMWA Walk-in Client Monitoring Sheet
5 mins.
Request Assistance-to-Nationals (ATN) Form from Reception Assistant a) Fill-up the ATN Form Submit to the Reception Assistant.
b)
OUMWA Reception Counter (DFA, 3rd floor) OUMWA Reception Counter (DFA, 3rd floor)
a) b)
Provide client with ATN Form. Reception Assistant None ATN Form 10 mins.
Explain to client how to fill up the ATN Form. a) Receive and review information indicated by client in the ATN Form. b) Refer to Legal Officer. Legal Officer interviews the client. Explain to the client the actions to be done by the DFA on the case. Briefs the client on actions required from their end pending resolution of the case.
Reception Assistant
None
ATN Form
10 mins.
a) b)
c) Undergo interview by Legal Officer Interview Desk (DFA, 3rd floor)
Legal Officer d) Call the Local Manning Agency for verification and details. Verify the local manning agency with the POEA. Advice the client to coordinate closely with the local manning agency. Provide client with Contact Info Card of Legal Officer Legal Officer/ Reception Assistant
None
30 mins.
e)
f) Interview Desk/ Reception Counter (DFA,
Obtain contact information of the Legal Officer
None
Contact Info Card
2 mins.
3 floor)
rd
52
7 working days 6 Follow-up with Legal Officer (walk-in or telephone). Provide updates based on Posts report and information obtained from the local manning agency and the principal. Legal Officer None *OUMWA will communicate with Post
Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors.
53
Office of the Undersecretary for Migrant Workers Affairs Claims for Benefits (Employment, Death and Insurance)

Distressed OFWs NOK of distressed OFWs Other Government Agencies Media Non-government organizations Death Certificate Contract of Employment Accident/Police Report Insurance Policy *Marriage Contract *Birth Certificate/s *Special Power of Attorney *Affidavit of Heirship 54
WHAT ARE THE REQUIREMENTS

STEP 1 CLIENT Register in the OUMWA Walk-in Client Monitoring Sheet Request Assistance-to-Nationals (ATN) Form from Reception Assistant c) Fill-up the ATN Form d) Submit to Assistant. 4 the Reception Location OUMWA Reception Counter OUMWA Reception Counter OUMWA Reception Counter SERVICE PROVIDER Assist client in filling out the monitoring sheet. c) Provide client with ATN Form. d) Explain to client how to fill up the ATN Form. c) Receive and review information indicated by client in the ATN Form. d) Based on information indicated in the ATN Form, refer to ATN Officer. g) ATN Officer interviews the client. h) Require presentation of documents supporting claim for benefits. *(Additional documents may be required.) i) Explain procedures for processing the clients claim. If OFW is a documented worker, refer Next-of-kin to OWWA for other assistance. ATN Officer/ Reception Assistant ATN Officer None Contact Info Card 2 mins. PERSON-INCHARGE Reception Assistant Reception Assistant FEE None FORM OUMWA Walk-in Client Monitoring Sheet ATN Form DURATION 5 mins.
None
10 mins.
Reception Assistant
None
ATN Form
10 mins.
a) Undergo interview by ATN Officer
Interview Desk
ATN Officer
None
Death Certificate Contract of Employment Accident/Police Report Insurance Policy *Marriage Contract *Birth Certificate/s *Special Power of Attorney *Affidavit of Heirship
30 mins.
j)
Obtain contact information of the ATN Officer
Interview Desk/ Reception Counter
Provide client with Contact Info Card of ATN Officer
Follow-up with ATN Officer (walkin or telephone).
Provide updates based on Posts report.
None
7 working days *OUMWA will communicate with Post
Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors. 55
Office of the Undersecretary for Migrant Workers Affairs Employment Related Complaints

REQUIREMENTS
Contract of Employment
56

STEP CLIENT Location OUMWA Reception Counter (DFA, 3rd floor) OUMWA Reception Counter (DFA, 3rd floor) OUMWA Reception Counter (DFA, 3rd floor) Interview Desk (DFA, 3rd floor) Interview Desk/ Reception Counter (DFA, 3rd floor) SERVICE PROVIDER PERSON-INCHARGE Reception Assistant FEE FORM DURATION
Register in the OUMWA Walk-in Client Monitoring Sheet
None
5 mins.
Request Assistance-to-Nationals (ATN) Form from Reception Assistant e) Fill-up the ATN Form 3 f) Submit to the Reception Assistant.
e) Provide client with ATN Form. f) Explain to client how to fill up the ATN Form. e) Receive and review information indicated by client in the ATN Form. f) Based on information indicated in the ATN Form, refer to ATN Officer. k) ATN Officer interviews the client. l) Require presentation of Contract of Employment, contact details of OFW and employer. ATN Officer None Contract of Employment 30 mins. Reception Assistant None ATN Form 10 mins.
Reception Assistant
None
ATN Form
10 mins.
b) Undergo interview by ATN Officer 4
ATN Officer/ Reception Assistant
None
Contact Info Card
2 mins.
7 working days 6 Follow-up with ATN Officer (walkin or telephone). Provide updates based on Posts report. ATN Officer None *OUMWA will communicate with Post
Office of the Undersecretary for Migrant Workers Affairs Financial Support



*Marriage Contract *Birth Certificate of Child/children *Picture of OFW
58

STEP 1 CLIENT Register in the OUMWA Walk-in Client Monitoring Sheet Request Assistance-to-Nationals (ATN) Form from Reception Assistant g) 3 h) Fill-up the ATN Form Submit to the Reception Assistant. Location OUMWA Reception Counter OUMWA Reception Counter OUMWA Reception Counter SERVICE PROVIDER Assist client in filling out the monitoring sheet. g) h) g) Provide client with ATN Form. Reception Assistant None ATN Form 10 mins. PERSON-INCHARGE Reception Assistant FEE None FORM OUMWA Walk-in Client Monitoring Sheet DURATION 5 mins.
Explain to client how to fill up the ATN Form. Receive and review information indicated by client in the ATN Form. Based on information indicated in the ATN Form, refer to ATN Officer. m) ATN Officer interviews the client. Explain to the client the procedure for locating the whereabouts of the OFW and conveying the request for financial support. Require submission of information on the last known address and contact information of the OFW or any document indicating the same. If needed, require submission of pertinent documents to prove relationship of client with the OFW.*
h)
Reception Assistant
None
ATN Form
10 mins.
n)
Undergo interview by ATN Officer
Interview Desk
o)
ATN Officer
None
30 mins.
p)
*Marriage Contract *Birth Certificate of Child/children *Picture of OFW ATN Officer/ Reception Assistant
None
Contact Info Card
2 mins. 7 working days
Follow-up with ATN Officer (walk-in or telephone).
ATN Officer
None
*OUMWA will communicate with Post
59
Office of the Undersecretary for Migrant Workers Affairs Human Trafficking


REQUIREMENTS
60

STEP CLIENT Location OUMWA Reception Counter rd (DFA, 3 floor) OUMWA Reception Counter rd (DFA, 3 floor) OUMWA Reception Counter (DFA, 3rd floor) SERVICE PROVIDER PERSON-INCHARGE Reception Assistant FEE FORM DURATION
None
5 mins.
Request Assistance-to-Nationals (ATN) Form from Reception Assistant i) Fill-up the ATN Form Submit to the Reception Assistant.
i) j)
Provide client with ATN Form. Reception Assistant None ATN Form 10 mins.
Explain to client how to fill up the ATN Form. Receive and review information indicated by client in the ATN Form. j) q) Refer to Legal Officer.
i)
j)
Reception Assistant
None
ATN Form
10 mins.
Legal Officer interviews the client.
r) c) 4 Undergo interview by Legal Officer Interview Desk (DFA, 3rd floor)
Require information on whereabouts (last known address, detention facility), illegal recruiter. s) Refer client to Department of Justice (Inter-Agency Council Against Trafficking) and National Bureau of Investigation (Anti-Human Trafficking Division) for filing of complaint. Legal Officer None 30 mins.
Interview Desk/ Reception Counter (DFA, 3rd floor)
Provide client with Contact Info Card of Legal Officer
Legal Officer/ Reception Assistant
None
Contact Info Card
2 mins.
7 working days 6 Follow-up with Legal Officer (walk-in or telephone). Provide updates based on Posts report. Legal Officer None *OUMWA will communicate with Post.
Office of the Undersecretary for Migrant Workers Affairs Illegal Recruitment/Human-smuggling



62

STEP 1 CLIENT Register in the OUMWA Walk-in Client Monitoring Sheet Request Assistance-to-Nationals (ATN) Form from Reception Assistant a) Fill-up the ATN Form b) Submit to Assistant. 4 the Reception Location OUMWA Reception Counter OUMWA Reception Counter OUMWA Reception Counter SERVICE PROVIDER Assist client in filling out the monitoring sheet. a) Provide client with ATN Form. b) Explain to client how to fill up the ATN Form. a) Receive and review information indicated by client in the ATN Form. b) Based on information indicated in the ATN Form, refer to Legal Officer. a) Legal Officer interviews the client. b) Require information on whereabouts (last known address, detention facility), illegal recruiter. c) Refer client to POEA-Anti-Illegal Recruitment Branch and National Bureau of Investigation for filing of complaint. Provide client with Contact Info Card of Legal Officer PERSON-INCHARGE Reception Assistant Reception Assistant FEE None FORM OUMWA Walk-in Client Monitoring Sheet ATN Form DURATION 5 mins.
None
10 mins.
Reception Assistant
None
ATN Form
10 mins.
a) Undergo interview by Legal Officer
Interview Desk
Legal Officer
None
30 mins.
Legal Officer/ Reception Assistant Legal Officer
None
Contact Info Card
2 mins.
Follow-up with Legal (walk-in or telephone).
Officer
None
7 working days *OUMWA will communicate with Post.
63
Office of the Undersecretary for Migrant Workers Affairs Jail Visitation/Assistance to Detained OFW

REQUIREMENTS
64

STEP CLIENT Location OUMWA Reception Counter (DFA, 3rd floor) OU MWA Reception Counter (DFA, 3rd floor) OUMWA Reception Counter (DFA, 3rd floor) Interview Desk (DFA, 3rd floor) Interview Desk/ Reception Counter (DFA, 3rd floor) SERVICE PROVIDER PERSON-INCHARGE Reception Assistant FEE FORM DURATION
None
5 mins.
Request Assistance-to-Nationals (ATN) Form from Reception Assistant c) Fill-up the ATN Form
c) Provide client with ATN Form. d) Explain to client how to fill up the ATN Form. c) Receive and review information indicated by client in the ATN Form. d) Based on information indicated in the ATN Form, refer to Legal Officer. d) Legal Officer interviews the client. e) Require information on whereabouts (last known address, employer, detention facility) Legal Officer None 30 mins. Reception Assistant None ATN Form 10 mins.
d) Submit to the Reception Assistant. b) Undergo interview by Legal Officer
Reception Assistant
None
ATN Form
10 mins.
Provide client with Contact Info Card of Legal Officer
Legal Officer/ Reception Assistant
None
Contact Info Card
2 mins.
Office of the Undersecretary for Migrant Workers Affairs Provision of Services of Lawyer/Counsel


66

STEP 1 CLIENT Register in the OUMWA Walk-in Client Monitoring Sheet Request Assistance-to-Nationals (ATN) Form from Reception Assistant Location OUMWA Reception Counter OUMWA Reception Counter SERVICE PROVIDER Assist client in filling out the monitoring sheet. e) Provide client with ATN Form. f) Explain to client how to fill up the ATN Form. Reception Assistant None ATN Form 10 mins. PERSON-INCHARGE Reception Assistant Reception Assistant FEE None FORM OUMWA Walk-in Client Monitoring Sheet ATN Form DURATION 5 mins.
None
10 mins.
e) Fill-up the ATN Form f) Submit to Assistant. the Reception
OUMWA Reception Counter
e) Receive and review information indicated by client in the ATN Form. f) Based on information indicated in the ATN Form, refer to Legal Officer. Legal Officer interviews the client.
c) Undergo interview by Legal Officer
Interview Desk
f)
Legal Officer
None
30 mins.
g) Require information on whereabouts (detention facility, employer. h) Explain Department regulations on the provision of services of a lawyer. 5 Obtain contact information of the Legal Officer Interview Desk/ Reception Counter Provide client with Contact Info Card of Legal Officer Legal Officer/ Reception Assistant Legal Officer None Contact Info Card 2 mins.
Follow-up with Legal (walk-in or telephone).
Officer
None
7 working days *OUMWA will communicate with Post.
67
Office of the Undersecretary for Migrant Workers Affairs Repatriation (Individual and Mass)

REQUIREMENTS
68

STEP CLIENT Location OUMWA Reception Counter (DFA, 3rd floor) OU MWA Reception Counter (DFA, 3rd floor) OUMWA Reception Counter (DFA, 3rd floor) SERVICE PROVIDER PERSONINCHARGE Reception Assistant FEE FORM DURATION
None
5 mins.
Request Assistance-to-Nationals (ATN) Form from Reception Assistant
g) h) g)
Provide client with ATN Form.
Explain to client how to fill up the ATN Form. Receive and review information indicated by client in the ATN Form. Based on information indicated in the ATN Form, refer to ATN Officer. i) ATN Officer interviews the client. Require information on whereabouts (last known address, employer, detention facility)
Reception Assistant
None
ATN Form
10 mins.
g) 3 h)
Fill-up the ATN Form
Submit to the Reception Assistant.
h)
Reception Assistant
None
ATN Form
10 mins.
j) d) 4 Undergo interview by ATN Officer Interview Desk (DFA, 3rd floor)
k) l)
Explain procedures in facilitating repatriation. Inform client on fund sourcing requirements for the repatriation ticket.
ATN Officer
None
30 mins.
Interview Desk/ Reception Counter (DFA, 3rd floor)
None
Contact Info Card
2 mins.
7 working days *OUMWA will communicate with Post. Provide updates based on Posts report. ATN Officer None *Actual repatriation is dependent on completion of requirements of host government.
Office of the Undersecretary for Migrant Workers Affairs Shipment of Personal Belongings


70

STEP 1 CLIENT Register in the OUMWA Walk-in Client Monitoring Sheet Request Assistance-to-Nationals (ATN) Form from Reception Assistant Location OUMWA Reception Counter OUMWA Reception Counter SERVICE PROVIDER Assist client in filling out the monitoring sheet. i) 2 j) Provide client with ATN Form. Reception Assistant None ATN Form 10 mins. PERSON-INCHARGE Reception Assistant FEE None FORM OUMWA Walk-in Client Monitoring Sheet DURATION 5 mins.
Explain to client how to fill up the ATN Form. i) Receive and review information indicated by client in the ATN Form.
i) 3 j)
Fill-up the ATN Form Submit to the Reception Assistant.
OUMWA Reception Counter
j)
Based on information indicated in the ATN Form, refer to ATN Officer. m) ATN Officer interviews the client.
Reception Assistant
None
ATN Form
10 mins.
Interview Desk
n) Require information from the client on the location and custodian of the personal belongings. o) Inquire if arrangements have been made with the custodian for the shipment of the personal belongings.
ATN Officer
None
30 mins.
None
Contact Info Card
2 mins. 7 working days
Follow-up with ATN Officer (walkin or telephone).
ATN Officer
None
Office of the Undersecretary for Migrant Workers Affairs Shipment of Remains


REQUIREMENTS
Letter of Acceptance OWWA Information Sheet *Special Power of Attorney duly authenticated by the Saudi Embassy in Manila in favor of employer or area coordinator and Philippine Consulate General (or its duly authorized representative) *Photocopy of passport of the deceased OFW *Picture of the deceased
72

STEP CLIENT Location OUMWA Reception Counter (DFA, 3rd floor) OUMWA Reception Counter (DFA, 3rd floor) OUMWA Reception Counter (DFA, 3rd floor) SERVICE PROVIDER PERSON-INCHARGE Reception Assistant FEE FORM DURATION
Assist client in filling out the monitoring sheet. k) Provide client with ATN Form and Letter of Acceptance. l) Explain to client how to fill up the ATN Form and Letter of Acceptance. k) Receive and review information indicated by client in the ATN Form and Letter of Acceptance. Based on information indicated in the ATN Form, refer to ATN Officer.
None
5 mins.
Request Assistance-to-Nationals (ATN) Form from Reception Assistant
Reception Assistant
None
ATN Form Letter of Acceptance
10 mins.
k) Fill-up the ATN Form and Letter of acceptance l) Submit to the Reception Assistant.
Reception Assistant
None
ATN Form Letter of Acceptance
10 mins.
l)
* OWWA Information Sheet p) ATN Officer interviews the client. q) Explain to the client the procedure for the shipment of remains. r) Require submission of other documents needed, if any, to facilitate shipment of remains. (Depends on the requirements of the country concerned.)* ATN Officer None *Special Power of Attorney duly authenticated by the Saudi Embassy in Manila in favor of employer or area coordinator and Philippine Consulate General (or its duly authorized representative) *Photocopy of passport of the deceased OFW *Picture of the deceased Interview Desk/ Reception Counter (DFA, 3rd floor) ATN Officer/ Reception Assistant
Interview Desk (DFA, 3rd floor)
30 mins.
None
Contact Info Card
2 mins.
73
7 working days *OUMWA will communicate with Post Follow-up with ATN Officer (walkin or telephone). *Completion of the process for the shipment of the remains on several factors/ requirements of host government.
ATN Officer
None
74
Office of the Undersecretary for Migrant Workers Affairs Whereabouts



75

STEP 1 CLIENT Register in the OUMWA Walk-in Client Monitoring Sheet Request Assistance-to-Nationals (ATN) Form from Reception Assistant m) Fill-up the ATN Form 3 n) Submit to the Reception Assistant. Location OUMWA Reception Counter OUMWA Reception Counter OUMWA Reception Counter SERVICE PROVIDER Assist client in filling out the monitoring sheet. m) Provide client with ATN Form. Explain to client how to fill up the ATN Form. m) Receive and review information indicated by client in the ATN Form. n) Based on information indicated in the ATN Form, refer to ATN Officer. s) t) ATN Officer interviews the client. Explain to the client the procedure for locating the whereabouts of the OFW. Require submission of information on the last known address and contact information of the OFW or any document indicating the same. If needed, require submission of pertinent documents to prove relationship of client with the OFW.* ATN Officer/ Reception Assistant n) Reception Assistant None ATN Form 10 mins. PERSON-INCHARGE Reception Assistant FEE None FORM OUMWA Walk-in Client Monitoring Sheet DURATION 5 mins.
Reception Assistant
None
ATN Form
10 mins.
Interview Desk
u)
ATN Officer
None
30 mins.
v)
*Marriage Contract *Birth Certificate of Child/children *Picture of OFW None Contact Info Card 2 mins. 7 working days
ATN Officer
None
76
Letters / Faxes
77
Office of the Undersecretary for Migrant Workers Affairs Assistance to Kidnapping and Hostage-taking Victims


78

STEP c) CLIENT Local Manning Agency sends a letter to OUMWA reporting the incident. Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the victim. Confirm receipt of the letter/fax by calling or visiting OUMWA. 2 (In case client visits OUMWA, please follow procedures for walk-in clients.) o) Location a) b) SERVICE PROVIDER Record receipt of the letter/fax. PERSON-INCHARGE FEE FORM DURATION
d) 1
Furnish the Undersecretary and Executive Director with a copy of the letter/fax. c) Refer to Legal Officer in charge of kidnapping and hostage-taking.
Incoming Communications Assistant
None
5 mins.
Receive call and refer to the Legal Officer in charge of Kidnapping and Hostage-Taking Cases. If Legal Officer receives call, acknowledge receipt of letter/fax. w) Legal Officer interviews the client.
Reception Assistant None 2 mins.
p)
Legal Officer
x)
Explain to the client the actions to be done by the DFA on the case. Briefs the client on actions required from their end pending resolution of the case. z) Call the Local Manning Agency for verification and details. Legal Officer None 30 mins.
y) 3 Undergo phone interview by Legal Officer
aa) Verify the local manning agency with the POEA. bb) Advice the client to coordinate closely with the local manning agency. 7 working days 6 Follow-up with Legal Officer (walk-in or telephone). Provide updates based on Posts report and information obtained from the local manning agency and the principal. Legal Officer None *OUMWA will communicate with Post
Office of the Undersecretary for Migrant Workers Affairs Claims for Benefits (Employment, Death and Insurance

Distressed OFWs NOK of distressed OFWs Other Government Agencies Media Non-government organizations Death Certificate Contract of Employment Accident/Police Report Insurance Policy *Marriage Contract *Birth Certificate/s *Special Power of Attorney *Affidavit of Heirship 80

STEP e) CLIENT Next-of-Kin of OFW writes to OUMWA for assistance. f) Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW. Confirm receipt of the letter/fax by calling or visiting OUMWA. 2 (In case client visits OUMWA, please follow procedures for walk-in clients.) r) e) Location SERVICE PROVIDER PERSON-INCHARGE FEE FORM DURATION
d)
Record receipt of the letter/fax. Incoming Communications Assistant
Furnish the Undersecretary and Executive Director with a copy of the letter/fax. f) Refer to ATN Officer.
None
5 mins.
q)
Receive call and refer to the ATN Officer.
If ATN Officer receives call, acknowledge receipt of letter/fax cc) ATN Officer interviews the client.
ATN Officer Death Certificate Contract of Employment Accident/Police Report Insurance Policy ATN Officer None *Marriage Contract *Birth Certificate/s *Special Power of Attorney *Affidavit of Heirship 30 mins.
e) 3
Undergo phone interview by ATN Officer.
dd) Request client to visit OUMWA and present documents supporting claim for benefits. *(Additional documents may be required.) ee) Explain procedures for processing the clients claim.
7 working days 5 Follow-up with ATN Officer (walk-in or telephone). Provide updates based on Posts report. ATN Officer None *OUMWA will communicate with Post
81
Office of the Undersecretary for Migrant Workers Affairs Employment Related Complaints


82

STEP 1 g) CLIENT Next-of-Kin of OFW writes to OUMWA for assistance. Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW. Location g) h) h) SERVICE PROVIDER Record receipt of the letter/fax. Furnish the Undersecretary and Executive Director with a copy of the letter/fax. Refer to ATN Officer. PERSON-INCHARGE Incoming Communications Assistant FEE None FORM DURATION 5 mins.
i)
Confirm receipt of the letter/fax by calling or visiting OUMWA. (In case client visits OUMWA, please follow procedures for walk-in clients.)
s)
Receive call and refer to the ATN Officer. If ATN Officer receives call, acknowledge receipt of letter/fax ATN Officer interviews the client.
Reception Assistant
None
2 mins.
t)
ATN Officer
Undergo phone interview by ATN Officer.
ff)
ATN Officer
None
30 mins.
gg) Require presentation of Contract of Employment, contact details of OFW and employer.
None
Contact Info Card
2 mins.
ATN Officer
None
7 working days *OUMWA will communicate with Post
83
Office of the Undersecretary for Migrant Workers Affairs Financial Support



84

STEP i) CLIENT Next-of-Kin of OFW writes to OUMWA for assistance. j) Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW. Confirm receipt of the letter/fax by calling or visiting OUMWA. 2 (In case client visits OUMWA, please follow procedures for walk-in clients.) v) k) Location SERVICE PROVIDER PERSON-INCHARGE FEE FORM DURATION
j)
Record receipt of the letter/fax. Incoming Communication s Assistant
Furnish the Undersecretary and Executive Director with a copy of the letter/fax. l) Refer to ATN Officer.
None
5 mins.
u)
Receive call and refer to the ATN Officer.
If ATN Officer receives call, acknowledge receipt of letter/fax hh) ATN Officer interviews the client. ii) Explain to the client the procedure for locating the whereabouts of the OFW and conveying the request for financial support.
ATN Officer
Undergo phone interview by ATN Officer
Require submission of information on the last known address and contact information of the OFW or any document indicating the same. kk) If needed, require submission of pertinent documents to prove relationship of client with the OFW.*
jj)
ATN Officer
None
30 mins.
*Marriage Contract *Birth Certificate of Child/children *Picture of OFW 7 working days
ATN Officer
None
85
Office of the Undersecretary for Migrant Workers Affairs Human-trafficking



86

STEP CLIENT k) Next-of-Kin of OFW writes to OUMWA for assistance. Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the victim. Confirm receipt of the letter/fax by calling or visiting OUMWA. 2 (In case client visits OUMWA, please follow procedures for walk-in clients.) l) Location SERVICE PROVIDER PERSON-INCHARGE FEE FORM DURATION
m) Record receipt of the letter/fax. n) Furnish the Undersecretary and Executive Director with a copy of the letter/fax. o) Refer to Legal Officer. Incoming Communications Assistant
None
5 mins.
w) Receive call and refer to the Legal Officer. x) If Legal Officer receives the call, acknowledge receipt of letter/fax ll) Legal Officer interviews the client. mm) Require information on whereabouts (last known address, detention facility), illegal recruiter. nn) Refer client to Department of Justice (Inter-Agency Council Against Trafficking) and National Bureau of Investigation (Anti-Human Trafficking Division) for filing of complaint.
Reception Assistant None Legal Officer 2 mins.
f) 3
Undergo phone interview by Legal Officer
Legal Officer
None
30 mins.
87
Office of the Undersecretary for Migrant Workers Affairs Illegal Recruitment/Human Smuggling


88

STEP CLIENT m) Next-of-Kin of OFW writes to OUMWA for assistance. n) Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the victim. Confirm receipt of the letter/fax by calling or visiting OUMWA. 2 (In case client visits OUMWA, please follow procedures for walk-in clients.) Location SERVICE PROVIDER PERSON-INCHARGE FEE FORM DURATION
p) Record receipt of the letter/fax. q) Furnish the Undersecretary and Executive Director with a copy of the letter/fax. r) Refer to Legal Officer. Incoming Communications Assistant
None
5 mins.
y) Receive call and refer to the Legal Officer. z) If Legal Officer receives the call, acknowledge receipt of letter/fax. oo) Legal Officer interviews the client.
Reception Assistant None Legal Officer 2 mins.
g) Undergo phone interview by Legal Officer 3
pp) Require information on whereabouts (last known address, detention facility), illegal recruiter. Refer client to POEA-Anti-Illegal Recruitment Branch and National Bureau of Investigation for filing of complaint.
Legal Officer
None
30 mins.
Office of the Undersecretary for Migrant Workers Affairs Jail Visitation/Assistance to Detained OFW


90
How to Avail of the Service

STEP CLIENT o) Next-of-Kin of OFW writes to OUMWA for assistance. p) Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW. Confirm receipt of the letter/fax by calling or visiting OUMWA. 2 (In case client visits OUMWA, please follow procedures for walk-in clients.) Location SERVICE PROVIDER s) Record receipt of the letter/fax. t) Furnish the Undersecretary and Executive Director with a copy of the letter/fax. u) Refer to Legal Officer. Incoming Communications Assistant PERSON-INCHARGE FEE FORM DURATION
None
5 mins.
aa) Receive call and refer to the Legal Officer. Legal Officer bb) If Legal Officer receives the call, acknowledge receipt of letter/fax qq) Legal Officer interviews the client. rr) Require information on whereabouts (last known address, employer, detention facility) Legal Officer None 30 mins. None 2 mins.
h) Undergo phone interview by Legal Officer 3
91
Office of the Undersecretary for Migrant Workers Affairs Provision of Services of Lawyer/Counsel


92

STEP CLIENT q) Next-of-Kin of OFW writes to OUMWA for assistance. Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW. Confirm receipt of the letter/fax by calling or visiting OUMWA. 2 (In case client visits OUMWA, please follow procedures for walk-in clients.) r) Location SERVICE PROVIDER PERSON-INCHARGE FEE FORM DURATION
v) Record receipt of the letter/fax. w) Furnish the Undersecretary and Executive Director with a copy of the letter/fax. x) Refer to Legal Officer. Incoming Communicatio ns Assistant
None
5 mins.
cc) Receive call and refer to the Legal Officer. dd) If Legal Officer receives the call, acknowledge receipt of letter/fax ss) Legal Officer interviews the client.
Reception Assistant Legal Officer None 10 mins.
Undergo phone interview by Legal Officer 3
tt) Require information on whereabouts (detention facility, employer. uu) Explain Department regulations on the provision of services of a lawyer.
Legal Officer
None
30 mins.
Office of the Undersecretary for Migrant Workers Affairs Repatriation (Individual/Mass)



94

STEP s) CLIENT Next-of-Kin of OFW writes to OUMWA for assistance. t) Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW. Confirm receipt of the letter/fax by calling or visiting OUMWA. 2 (In case client visits OUMWA, please follow procedures for walk-in clients.) ff) z) Location SERVICE PROVIDER PERSON-INCHARGE FEE FORM DURATION
y)
Record receipt of the letter/fax. Incoming Communications Assistant
Furnish the Undersecretary and Executive Director with a copy of the letter/fax. aa) Refer to ATN Officer.
None
5 mins.
ee) Receive call and refer to the ATN Officer. If ATN Officer receives call, acknowledge receipt of letter/fax vv) ATN Officer interviews the client. ww) Require information on whereabouts (last known address, employer, detention facility) xx) Explain procedures in facilitating repatriation. yy) Inform client on fund sourcing requirements for the repatriation ticket.
Reception Assistant None ATN Officer 2 mins.
i) 3
ATN Officer
None
30 mins.
7 working days *OUMWA will communicate with Post. Provide updates based on Posts report. ATN Officer None *Actual repatriation is dependent on completion of requirements of host government.
Office of the Undersecretary for Migrant Workers Affairs Shipment of Personal Belongings


96

STEP u) CLIENT OFW or Next-of-Kin of OFW writes to OUMWA for assistance. v) Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the OFW or Next-of-Kin of the OFW. Request Assistance-to-Nationals (ATN) Form from Reception Assistant Confirm receipt of the letter/fax by calling or visiting OUMWA. (In case client visits OUMWA, please follow procedures for walk-in clients.) Undergo phone interview by ATN Officer aaa) 3 Location SERVICE PROVIDER bb) Assist client in filling out the monitoring sheet. Record receipt of the letter/fax. cc) Furnish the Undersecretary and Executive Director with a copy of the letter/fax. dd) Refer to ATN Officer. Incoming Communicatio ns Assistant None 5 mins. PERSON-INCHARGE FEE FORM DURATION
gg) Receive call and refer to the ATN Officer. hh) If ATN Officer receives call, acknowledge receipt of letter/fax
Reception Assistant ATN Officer
None
2 mins.
zz) ATN Officer interviews the client. Require information from the client on the location and custodian of the personal belongings.
ATN Officer
None
30 mins.
bbb) Inquire if arrangements have been made with the custodian for the shipment of the personal belongings.
7 working days 4 Follow-up with ATN Officer (walk-in or telephone). Provide updates based on Posts report. ATN Officer None *OUMWA will communicate with Post
97
Office of the Undersecretary for Migrant Workers Affairs Shipment of Remains


Distressed OFWs NOK of distressed OFWs Other Government Agencies Media Non-government organizations Letter of Acceptance OWWA Information Sheet *Special Power of Attorney duly authenticated by the Saudi Embassy in Manila in favor of employer or area coordinator and Philippine Consulate General (or its duly authorized representative) *Photocopy of passport of the deceased OFW *Picture of the deceased 98

STEP CLIENT w) Next-of-Kin of OFW writes to OUMWA for assistance. ee) Record receipt of the letter/fax. x) Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW. a) Confirm receipt of the letter/fax by calling or visiting OUMWA. b) Request client to visit OUMWA for the submission of the Letter of Acceptance and other pertinent documents. (In case client visits OUMWA, please follow procedures for walk-in clients.) ccc) ATN Officer interviews the client. Letter of Acceptance * OWWA Information Sheet ATN Officer None *Special Power of Attorney duly authenticated by the Saudi Embassy in Manila in favor of employer or area 30 mins. ii) Receive call and refer to the ATN Officer. ff) Furnish the Undersecretary and Executive Director with a copy of the letter/fax. gg) Refer to ATN Officer. Incoming Communications Assistant Location SERVICE PROVIDER PERSON-INCHARGE FEE FORM DURATION
None
5 mins.
Reception Assistant None 5 mins. ATN Officer
jj) If ATN Officer receives call, acknowledge receipt of letter/fax
ddd) Explain to the client the procedure for the shipment of remains. eee) Require submission of other documents needed, if any, to facilitate shipment of remains. (Depends on the requirements of
99
the country concerned.)*
coordinator and Philippine Consulate General (or its duly authorized representative) *Photocopy of passport of the deceased OFW *Picture of the deceased 7 working days *OUMWA will communicate with Post
ATN Officer
None
*Completion of the process for the shipment of the remains on several factors/ requirements of host government.
100
Office of the Undersecretary for Migrant Workers Affairs Whereabouts



101

STEP 1 y) CLIENT Next-of-Kin of OFW writes to OUMWA for assistance. Another government agency/DFA Regional Consular Office/ NGO/Media sends a letter to OUMWA referring the request for assistance of the Next-of-Kin of the OFW. Location SERVICE PROVIDER hh) Record receipt of the letter/fax. ii) z) Furnish the Undersecretary and Executive Director with a copy of the letter/fax. Refer to ATN Officer. PERSON-INCHARGE FEE None FORM DURATION 5 mins.
jj)
Confirm receipt of the letter/fax by calling or visiting OUMWA. (In case client visits OUMWA, please follow procedures for walk-in clients.)
kk) Receive call and refer to the ATN Officer. ll) If ATN Officer receives call, acknowledge receipt of letter/fax
Reception Assistant ATN officer
None
2 mins.
Interview Desk
fff) ATN Officer interviews the client. ggg) Explain to the client the procedure for locating the whereabouts of the OFW. Require submission of information on the last known address and contact information of the OFW or any document indicating the same. If needed, require submission of pertinent documents to prove relationship of client with the OFW.*
ATN Officer
None
30 mins.
hhh)
iii)
*Marriage Contract *Birth Certificate of Child/children *Picture of OFW ATN Officer None 7 working days *OUMWA will communicate with Post
102
Office of the Undersecretary for Special Concerns

103
Overseas Absentee Voting Secretariat

OAV Registration Process for New OAV Registrants
Abroad: OAV Focal Person Contact the nearest Philippine Embassy, Consulate and other Government Offices where one resides In the Philippines: The Vice Chairs Office Contact Nos. 8343275/8344361
Prescribed Registration Dates (to be provided by COMELEC) Five (5) days a week / eight (8) hours per day, and on special specified dates for field and mobile registration.

All qualified Filipinos abroad and those who will be abroad during the period of National Elections.
What are the Requirements: Valid Passport (or Photocopy of Passport) Seamans Book (for Seafarers) Oath of Allegiance and Order of Approval or Identification Certificate (for Dual Citizens) Duration:
16 Minutes
104

STEP LOCATION CLIENT Proceed to Post which has jurisdiction where he/she temporarily resides or at designated registration centers in the Philippines (NAIA, POEA, OWWA & CFO). COMELECDEPUTIZED POST REPRESENTA TIVE/OAV FOCAL PERSON COMELECDEPUTIZED POST REPRESENTA TIVE/OAV FOCAL PERSON SERVICE PROVIDER DURATION PERSON IN-CHARGE FEE FORM
Foreign Service Posts (Embassies and Consulates), other government agencies (POLO's), Private Establishme nts (MECO's) and Designated Registration Centers in the Philippines (NAIA, POEA, CFO and OWWA)
Personally appear before the COMELEC-deputized Post representative.
Provide OAV Form No.1 and explain how to fill up the form.
3 Minutes
NONE
Submit accomplished OAVF No. 1, passport and other supporting documents (if applicable) to COMELECdeputized Post Representative.
Determine identity of applicant: Verify Passport/other documents. 3 Minutes - Check if applicants name is already in National Registry of Overseas Absentee Voters (NROAV). Affix application form number sticker on accomplished OAVF No. 1 and encode applicant's demographic data into Data Capturing System. - Capture applicant's biometric data. - Affix initials in the space found in part II of OAVF No 1. - Return initialed OAVF No. 1 to applicant, direct applicant to the representative of the Commission. 7 minutes
NONE
OAV Form No. 1
Proceed to DCM Operator for Biometrics Capturing.
DCM OPERATOR
NONE
OAV Form No. 1
105
Proceed to the Administering Officer (COMELECDeputized Post Representative).
Administer the Oath, sign and give the acknowledgment receipt (lowest portion) part of the OAV Form No 1 to the applicant and return the accomplished OAVF No. 1 to the DCM Operator for encoding of demographic data of applicant thereafter. END OF TRANSACTION
3 Minutes
ADMINISTERI NG OFFICER
NONE
OAV Form No. 1
106

OAV Registration Process for Personal Voting
Voting Period starts one month before the actual date of the election in the Philippines and ends at 3:00 pm of the election day (Philippine Time).

All qualified Overseas Absentee Voters.
What are the Requirements: Voters ID or Any Valid ID
107

STEP LOCATION Foreign Service Posts (Embassies, Consulates and POLO's ), and Private Establishments (MECO's) CLIENT Person applying for a ballot approaches Poll Clerk and gives his/her name and address together with other data concerning his/her identity. SERVICE PROVIDER Poll Clerk verifies if the name of person applying for a ballot is included in (a) CLOAV or (b) OAVF No. 2-A or (c) BOOK OF VOTERS Poll Clerk - ascertain voter's identity by verifying voter's photograph in OAVF No. 2-A - directs voter to approach the Chairman for issuance of his/her official ballot. 2 Approach the Chairman for Issuance of Ballot Chairman affixes his/her signature in space provided in OAVF No. 2-A. - announce the serial number of ballot, enters the serial number of the ballot, opposite name of voter in OAVF No. 2A. - authenticate the ballot by affixing his/her signature at the back of the ballot. - require voter to affix signature opposite his/her name in OAVF No. 2A. - fold the ballot in such a manner that only the portion of ballot where serial number appears is shown and issue the folded ballot to the voter. 3 Accomplish the ballot by indicating candidates/party of his/her choice None None DURATION PERSON INCHARGE FEE FORM
Chairman of SBEI
None
108
Fold the ballot in the same manner as when received and return ballot to Member-Secretary
The Member-Secretary, without seeing contents of ballot and within view of voter & Chairman, verifies:(a) serial number of ballot coupon against number previously entered in OAVF No.2-A(b) whether or not ballot coupon detached or(c) ballot is accidentally defaced by the voter such that it cannot be lawfully used. Member-Secretary of SBEI - require voter to affix his/her right thumbmark in corresponding space in ballot coupon & opposite his/her name in OAVF No. 2-A. - detach the ballot coupon, deposit it in ballot box, provides voter with an envelope for the ballot and returns the ballot to the voter. Deposit the envelope containing ballot inside ballot box compartment for valid ballots in the presence of voter and other members of the SBEI. END OF TRANSACTION None
Foreign Service Posts (Embassies, Consulates and POLO's ), and Private Establishments (MECO's)
Place the ballot inside the envelope and return it to the Chairman
Chairman of SBEI
None
109

OAV Registration Process for Applicants without Biometrics or with Incomplete Biometrics Data

What are the Requirements: Overseas Absentee Voters ID Acknowledgement Receipt of the OAV Form No. 1 Valid Passport (or Photocopy of Passport) Seamans Book (for Seafarers) Duration:
15 Minutes
110

STEP LOCATION CLIENT Personally appear before the COMELEC representative at the Philippine Embassy, Consulate or at designated registration centers in the Philippines. SERVICE PROVIDER DURATION PERSON IN-CHARGE FEE FORM
Determine identity of applicant: Verify Passport/other documents.
5 Minutes Registered in Same Post without Biometrics or with Incomplete Biometrics data. Require Applicant to accomplish OAVF No. 1. Stamp OAVF No. 1 "for data capturing only". Direct applicant to proceed to DCM Operator.
COMELEC-DEPUTIZED POST REPRESENTATIVE/OAV FOCAL PERSON
NONE
OAV Form No. 1
Foreign Service Posts (Embassies and Consulates), other government agencies (POLO's ), Private Establishments (MECO's) and Designated Registration Centers in the Philippines (NAIA, POEA, CFO and OWWA)
Proceed to DCM Operator for Biometrics Capturing.
Assign new application form number (for data capturing purposes only the old number will remain as the registration number) on accomplished OAVF No. 1 and encode applicant's demographic data into Data Capturing System. OAV Form No. 1
7 Minutes - Capture applicant's biometric data. - Affix initials in the space found in part II of OAVF No 1. - Return initialed OAVF No. 1 to applicant, direct applicant to the representative of the Commission.
DCM OPERATOR
NONE
Proceed to the Administering Officer (COMELEC-Deputized Post Representative).
Administer the Oath, sign and give the acknowledgment receipt (lowest portion) part of the OAV Form No 1 to the applicant and return the accomplished OAVF No. 1 to the DCM Operator for encoding of demographic data of applicant thereafter.
3 Minutes
ADMINISTERING OFFICER
NONE
OAV Form No. 1
END OF TRANSACTION
111

OAV Registration Process for Transfer of Registration Records

What are the Requirements: Overseas Absentee Voters ID Acknowledgement Receipt of the OAV Form No. 1 Valid Passport (or Photocopy of Passport) Seamans Book (for Seafarers) Duration:
10 Minutes
112

STEP LOCATION CLIENT Personally appear before the COMELEC representative at the Philippine Embassy, Consulate or at designated registration centers in the Philippines and request for the transfer of registration records. Foreign Service Posts (Embassies and Consulates), Other government agencies (POLO's), Private Establishments (MECO's) and Designated Registration Centers in the Philippines (NAIA, POEA, CFO and OWWA) SERVICE PROVIDER DURATION PERSON INCHARGE FEE FORM
Determine identity of applicant: Verify Passport/other documents.
Check if applicants name is already in NROAV. CASE 1: Registered in other Post with Complete Biometrics. Ask the applicant to accomplish OAVF No.1B and proceed to Step 2. CASE 2: Registered in other Post without Biometrics or with Incomplete Biometrics data. Require applicant to accomplish OAVF Form No. 1 and OAVF Form No. 1B, Stamp OAVF No. 1 "for data capturing only" and proceed to STEP 2 of the OAV PROCESS FOR APPLICANTS WITHOUT BIOMETRICS OR WITH INCOMPLETE BIOMETRICS. Proceed to the Administering Officer (COMELEC-Deputized Post Representative). Administer the Oath, sign and return the accomplished OAVF No. 1B to the DCM Operator. END OF TRANSACTION 3 Minutes 7 Minutes
COMELECDEPUTIZED POST REPRESENTATIVE/ OAV FOCAL PERSON
NONE
OAV Form No. 1 and OAV Form No. 1B
ADMINISTERING OFFICER
NONE
OAV Form No. 1B
113

OAV Registration Process for Voting by Mail
Voting Period starts one month before the actual date of the election in the Philippines and ends at 3:00 pm of the election day (Philippine Time).

All qualified Overseas Absentee Voters.
What are the Requirements:

Voters ID or Any Valid ID
114

STEP CLIENT Upon receipt of the mailing packet (which contain the ballot, an inner and outer envelope, list of candidates and voting instructions in English and Filipino), accomplish the ballot by writing candidates and party-list organization of your choice. Place the accomplished ballot inside the inner envelope. Place the inner envelope in the outer envelope which bears the address of the Embassy or Consulate. Send the accomplished ballot to the Embassy or Consulate that has jurisdiction over their respective residence and where they actually registered. (The outer envelope has the pre-printed address of the Embassy/Consulate so there was no danger of sending the ballots to the wrong Embassy/Consulate). Deposit the envelope containing ballot inside ballot box compartment for valid ballots in the presence of other members of the SBEI SERVICE PROVIDER DURATION PERSON IN-CHARGE FEE FORM
None
None
None
Chairman of SBEI
None
END OF TRANSACTION
115
Foreign Service Institute

116
FOREIGN SERVICE INSTITUTE CARLOS P. ROMULO LIRARY

READERS SERVICES
Contact Person: Contact Number: The Librarian 834-3214
Schedule of Availability of Service:

Monday to Friday, 8:00 a.m. to 5:00 p.m.

Primary Clients: All D.F.A. and F.S.I. employees Secondary Clients: Students, Government and Non-Government employees, Researchers
Requirements:
For the Primary Clients: 1. Office I.D. For the Secondary Clients 1. Valid I.D. and Visitors Pass 2. For Students, Referral letter from their respective School Librarians, School I.D. or Library Card, Visitors Pass
Conditions:
1. Letter is valid for one day. 2. On a given day, only two students per school are allowed in the Library at any given time 3. The duration of the clients stay in the Library depends of the number of other clients who need to do research
Duration:
16 minutes (under normal circumstances)
117

DURATION OF ACTIVITY (Under Normal Circumstances)
STEP
LOCATION
APPLICANT/CLIENT
SERVICE PROVIDER
Person-inCharge
FEES
FORMS
Walk-in clients: For undergraduate students: Check the referral letter to make sure that it is signed by Present referral letters issued by the the school Librarian and the school librarian (names of student/s name of student is stated as being referred must be stated) evidenced by the school ID. 2 min Librarian will keep the together with school ID or Library Card and Visitor's Pass documents presented during the time client is inside the library For graduate students, other researchers Present a valid ID at the Circulation counter and Visitor's Pass Check the ID and the Visitor's Pass. Librarian will keep the I.D.s presented during the time client is inside the library Assist researcher to do bibliographic or literature search *instruct researcher on how to use the card catalog or electronic database *assist researcher in locating materials 3 4 Photocopy materials Return the borrowed materials to the supervisor Records the returned materials 1 min 3 min
Ground Floor
Librarian (Reader's Services)
2 min
Librarian (Reader's Services) Librarian (Reader's Services)
Request for assistance in looking for materials
10 min
118
STEP
LOCATION
APPLICANT/CLIENT
SERVICE PROVIDER Asks researcher to sign the book card/s of the material to be photocopied and issue photocopy pass
DURATION OF ACTIVITY
(Under Normal Circumstances)
Person-inCharge Librarian (Reader's Services) DFAMPI Photocopyin g Machine Operator Librarian (Reader's Services)
FEES
FORMS
Request to photocopy materials
2 min (20 min allotted time for researcher to return materials photocopied)
Photocopy materials
PhP 3.00/page
Return materials photocopied
Receives and return book card for returned materials
2 min
Over-the-phone clients 1 Request assistance over the phone (e.g. if library has a copy of a documents, books, articles) If the query is of bibliographic research in nature, ask client to call back in 10 minutes Search for requested materials: *If the client is looking for a full-text materials: if less than five pages, locate, photocopy and fax documents if more than five pages, locate, photocopy materials and ask client to pick up materials 10 min Librarian
45 min/doc
Librarian
30 min/document
Librarian
119
Request for Certified True Copy of Treaties:

1 Request for certified true copy (CTC) of treaties Asks client to send/fax or bring letter of request stating the reason for need of a certified true copy of document Assists the client to fill out request form and receives original copy of letter and asks client to return for the document after 2 days. Locates original copy of document (45 min/documents) Librarian DFAMPI Photocopying Machine Operator under Librarian's supervision 2 min Librarian
Present letter f Request and fill up request form
CTC Request form
Photocopy document
Php6.00 per page
3 Central Records, OPAS, Basement
Return to the Library on the scheduled date
Show client and to verify if it is the requested document
Accompany Librarian to Central Records Division for certification
Accompanies the client to Central Records Division
15 min
Librarian
5 Cashier, OFM, 4th Flr. Central Records, OPAS, Basement
OPAS stamps Certified True Copy in the document. Signs the document or page. Pay the certification fee Proceed to Central Records Division Present official receipt as proof of payment to certified documents Accepts payment and issue official receipt Records the documents CRD, OPAS Issue Certified documents OFM 100php /page
120

121

Public Bidding in the Procurement of Goods, Infrastructure, and Consulting Services
Bids and Awards Committee, Office of Legal Affairs 834-4116 Schedule of Availability of Services: Monday Friday, from 9:00 am to 5:00 pm Who May Bid: 1. Duly licensed Filipino citizens/ sole proprietorships 2. Partnerships, corporations, or cooperatives duly organized under Philippine laws and 60% of their interest is owned by Filipinos 3. Joint venture (60% Filipino ownership or interest, in case of goods and consulting services; 75% ownership in case of infrastructure projects) 4. Foreign citizens, partnerships, corporations, cooperatives or associates under conditions specified in Section 23 of the Implementing Guidelines of Republic Act 9184 Disqualification The bidder must NOT be related to the Secretary, the head of the Procuring Entity (also the Undersecretary for the Administration), members of the Bids and Awards Committee (BAC), the Technical Working Group (TWG), BAC Secretariat, the head of the end-user unit, and the project consultants, by consanguinity or affinity within the third civil degree. On the part of the bidder, this rule shall apply to the following persons: (a) If the bidder is an individual or a sole proprietorship, to the bidder himself; (b) If the bidder is a partnership, to all of its officers and members; (c) If the bidder is a corporation, to all its officers, directors, and controlling stockholders; and (d) If the bidder is a joint venture, items (a), (b), or (c) shall correspondingly apply to each of the members of the said joint venture
122
Requirements: Four (4) sets of the following documents, unless otherwise stated, placed in four (4) separately sealed packages, arranged accordingly in folders with labels/tabs: Company Profile stating the (i) name of the company, (ii) business address/es, (iii) e-mail address/es, (iv) telephone and fax numbers, (v) current board of directors (for a corporation), current list of partners (partnership), current officers and/or operators (for single proprietorships and other entities), (vi) the year the business was established. Registration Certificate from the Securities and Exchange Commission (for corporations/partnerships), from the Department of Trade and Industry (for single proprietorships), or the Cooperative Development Authority (for cooperatives). The certificate must be a certified true copy issued by the appropriate government agency. Otherwise, the original certificate must be presented during the bid opening for examination of the BAC. Valid Mayors Permit issued by the city or municipality where the principal place of business of the prospective bidder is located. A certified true copy is required but the original must be presented for verification purposes. Accreditation/Membership Certificate or License issued by the proper government agency or organization to be determined by the BAC, depending on the nature of the project. If a copy is submitted, it should be certified as a true copy by the issuing government agency or organization. BIR Registration reflecting VAT tax registration. For copies certified by the bidders officers, the original must be presented during the bid opening for examination by the BAC. 2007 and 2008 Annual Income Tax Returns filed through EFPS, with a copy of EFPS enrolment of the bidder. If enrolment in the EPFS was made after the filing of the tax returns, the tax returns submitted by bidder must be duly stamped received by the BIR. The original certificate of enrolment must be presented for verification purposes. Audited Financial Statements for 2007 and 2008 duly stamped received by the BIR. Up- to- date Tax Clearance from the BIR (certified true copy by the BIR) to prove timely payment of taxes. Tax clearance must be valid for bidding purposes. 123
Track Record for 2008 and 2009 showing a list of relevant completed and ongoing contracts, including contracts awarded but not yet started, and the amounts of the contracts. The bidder must have a single similar contract whose value must at least be fifty percent (50%) of the approved budget for the project. (For regular/expendable supplies, the value must at least be twenty five percent [25%] of the ABC). (Original signed by the appropriate officer of the bidder) Documentary proof that the (i) bidder has a paid up capital, or (ii) an existing long-term bank deposit, or (iii) a Credit Line from a universal or commercial bank, equivalent to at least thirty percent (30%) of the contract price. As proof of the paid up capital, bidder must submit its up-to-date GIS duly certified as a true copy by the SEC. As proof of bank deposit, an original bank certification must be submitted with a warranty that it shall not be pre-terminated until after thirty (30) days from the submission of the bid documents. If a credit line is submitted, it should state that it is valid until thirty (30) days after the award of the contract, if the bidder is awarded the contract. Names and specimen signature/s of authorized representative/s of the company. (Original) Notarized Statement that bidder is not barred from bidding by the Government or any of its agencies, offices, instrumentalities or corporations, including LGUs. (Original) Notarized Undertaking authorizing BAC or its authorized representatives to validate any documentary submission of bidder, including bank statements, and to conduct inspections of the bidders company premises. (Original) PhilGEPS accreditation. (Certified true copy of company officer but the original must be presented for verification) If applicable, a joint venture agreement duly notarized in case of foreign bidders not doing business in the Philippines.
124
How to Participate as Proponent/Bidder in the Public Bidding Activities

STEP LOCATION Newspaper of general circulation, PhilGEPS website, and DFA bulletin board PROPONENT/BIDDER SERVICE PROVIDER DURATION PERSON -INCHARGE FEE FORM
1 Advertisement
n/a
Cause the publication and posting of the invitation to bid
Published once; Posted for 7 days
BAC Secretariat
n/a
n/a
2 Submission of Letter of Intent and Purchase of Bid Documents
OLA, BAC rd Secretariat, 3 Floor
Submits the Letter of Intent to Participate in the Public Bidding and buys Bid Documents
Receive the Letter of Intent and Sell Bid Documents
Anytime from Publication to the deadline for Submission of Bid Documents
BAC Secretariat
Depends on the project
Business Letter
3 Pre-Bid Conference
Board Lounge Room or in any other location within the DFA, as may be stated in the advertisement
Participate in the Conference
Discuss the eligibility requirements and the technical and financial components of the contract to be bid Respond to the request by issuing a Supplemental/Bid Bulletin and post such bulletin on the PhilGEPS or the website of the procuring entity
Within 12 days before deadline of submission of bids
BAC & TWG with Observers (COA, PAGC, CBCP, MBC) BAC
n/a
n/a
Write request for clarification and/or make queries and submit to BAC
7 days before deadline of submission
4 Submission and Receipt of Bids
Submit the required eligibility requirements
Receive the sealed envelopes submitted by the proponent/bidder
Before the deadline for submission of Bid Documents as specified in the advertisement
BAC Secretariat
As part of the technical requirements, bid security equivalent to 2% (if cash, cashiers or managers check, bank draft, or irrevocable credit) or 5% (if surety bond) of the ABC is required
4 sets of the Required Documents in 4 sealed envelopes arranged in folders with labels and tabs
125
5 Opening and Evaluation of Bids
Open the bids and evaluate the eligibility of the proponents and the completeness of the documents submitted Witness the opening of the envelopes Evaluates the bids
Within 7 days from receipt of proposals, in case of goods and infrastructure projects Within 21 days from receipt in case of consulting services BAC & TWG with Observers (COA, PAGC, CBCP, MBC) n/a n/a
6 PostQualification of the Lowest Bidder
Company premises of the lowest bidder, offices of relevant government agencies, office s of clients/partners of proponent/bidder, or such other places as the BAC & TWG deems appropriate
Submit Post Qualification Documents
Check the submitted documents for authenticity and accuracy Ascertain the capability of proponent/bidder to comply with the Terms of Reference (TOR) of the project
Within 7 days from determination of Lowest Calculated/Highest Rated Bid
BAC, TWG, and end-user with COA representative
n/a
n/a
Issues the Notice of Award 7 Award of Contract Newspaper of general circulation, PhilGEPS website, and DFA bulletin board Receives Notice of Award Within 7 days from Post Qualification Prepares Draft Contract for Execution between Bidder and the Department Signs contract and posts performance security
Posts of the Notice of Award
Head of Procuring Entity (HOPE) issues the Notice upon recommendation of BAC BAC transmits notice to qualifying bidder and posts the same HOPE and BAC Secretariat
5 OR 10% ( in case of cash, cashiers /managers check, bank draft/guarantee, or irrevocable letter of credit), or 30% (in case of surety bond) of the ABC
n/a
8 Contract Signing
DFA premises
Signs contract and issues Notice to proceed
Within 15 days from notice of award
n/a
n/a
126

DFA Citizen&#39;s Charter - 23 July

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DFA Citizen&#39;s Charter - 23 July

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TABLE OF CONTENTS

Office of Consular Affairs

Office of the Undersecretary for Migrant Workers Affairs .

Office of the Undersecretary for Special Concerns

Foreign Service Institute

. 117 - 120 . 121

Bids and Awards Committee

Public Bidding in the Procurement of Goods, Infrastructure, and Consulting Services

Office of Consular Affairs

Office of Consular Affairs Passport Services

Who May Avail of the Service:

Requirements: FOR FIRST TIME PASSPORT APPLICANT

In Case of No Birth Record: If born after 1950:

If born on or before 1950:

For spouse of foreign national:

FOR MINOR APPLICANT (below 18 years old)

FOR RENEWAL OF PASSPORT APPLICANT

FOR REPLACEMENT OF LOST PASSPORT

LIST OF SUPPORTING DOCUMENTS

Guidelines on Emergency Issuance of Passports

DURATION 22 minutes 10 minutes 38 minutes 31 minutes 29 minutes

DURATION 10 minutes 28 minutes 10 minutes 51 minutes 10 minutes

How to Avail of the Service:

Issuance of Passport (Individual Passport Processing)

n/a Passport Application Form

Individual Processing Section (Gate2-Ground floor)

Cashier (2nd Floor)

Proceed to Cashier for payment of passport fee.

Accepts payment and issue the official receipt.

Courier Services (Passport Enrolment Center-2nd floor)***

Proceed to Courier Counters and present receipt and payment

Courier Services Personnel

Enrolment and Encoding Section (2nd Floor)

Proceed to ePassport Encoder

Passport Application Form

Individual Releasing Section (Gate 3-Ground Floor)

Applicant comes back at the scheduled release date.

Releasing of Individual Passport (E-Passport)

Releasing Section Holding Area (Gate3Ground floor)

Releasing officer n/a n/a

Wait for the name to be called.

Releasing Section (Ground floor)

Check all the details in the passport**

Issuance of Passport (Agency Processing Section)

Agency Processing Section (Gate 1-Ground floor) 2

Cashier (2nd floor)

Pay the corresponding fee

Receives the payment and validate the receipt.

Enrolment Section (2nd floor)

Computer Generated Form

Agency Processing Section (Releasing Area , Gate 1-Ground Floor)

Releasing of Passport (Agency Processing Section)

20 mins 5 mins1 1 min

Releasing Officer n/a n/a

Five (5) minutes per passport.

Issuance of Passport (Regional Consular Offices)

Releasing of Passport (Regional Consular Office)

Passport Application Form

Obtain application form

CLIENT Proceed to the window and present receipt.

Wait for the name to be called.

Check all the details in the passport

Issuance of Passport -Courtesy Lane Section

DFA Citizen's Charter - 23 July

DFA Citizen's Charter - 23 July