Guidelines on the Use of the Computerized Time Recorder Equipment

September 12, 1996 REVENUE MEMORANDUM ORDER NO. 27-96 TO : All Revenue Officials and Employees in the National Office SUBJECT : Guidelines on the Use of the Computerized Time Recorder Equipment I. PURPOSE This Order is issued to: 1. Ensure an effective enforcement and faithful observance by all revenue officials and employees of the Civil Service and revenue regulations on office attendance and punctuality; 2. Effectively monitor the implementation of the computerized Time Record System and to attain maximum efficiency in the administration of laws and regulations on punctuality and office attendance. To attain these objectives, the bundy clock has been replaced by the LOGBOX machine, a microprocessor-based data capture device which allows automatic recording and computerized processing of employees' attendance thru the use of the BIR Identification Card. II. GUIDELINES AND PROCEDURES 1. All revenue officials and employees in the National Office Building, Data Processing Center Building, and Revenue Computer Center Building, including contractuals and casuals are required to swipe their ID Cards on the Card Access Controllers (CAC) machine: a) upon the time of arrival in the morning and in the afternoon b) during the 12:00 lunch breaks; and c) upon departure from the office. 2. Consistent with Office Memorandum dated July 27, 1977, only the Commissioner, Deputy Commissioners, Assistant Commissioners, Head Revenue Executive Assistants, Division Chiefs and Assistant Division Chiefs and other officials of equivalent rank are exempted from the use of the Computerized Time Equipment. Attendance and all absences of said officers must be recorded in the office log book and Daily Time Record (CSC Form No. 48) which shall be submitted to the Personnel Division or on before the 5th day of each month. 3. The use of the office log book shall be maintained so that employees without ID cards (e.g. new employees and employees with lost ID) can reflect their office attendance. 4. Service in the field shall refer to service rendered outside the National Office. Employees whose duty require them to render regular service outside the National Office, i.e., employees detailed at other offices, shall be exempted from swiping their ID cards provided they shall register their attendance in a log book which shall be validated by the head of office and which shall be validated by the head of office and which shall be submitted to the Personnel Division or before the 5th day of each month. 5. Official Drivers of bureau executives shall also be exempted from swiping their ID cards only in the morning, provided, they shall register their attendance in the office log book. 6. Employees whose duty require them to leave the office and work in the field all day shall be required to swipe their ID cards upon arrival in the office, only in the morning, but an attendance book shall be maintained to record their time of departure from the field in the afternoon. Anyone who fails to register the time of arrival in the morning in the CAC machine on the pretext that he went directly to his field assignment, shall be marked absent on that particular day. 7. Proper swiping of the ID cards is the responsibility of each employees, otherwise their time shall not be recorded in the Central Processing Unit and they shall be automatically marked absent. Those who fail to swipe in the afternoon shall have an incomplete entry in the CPU', thus, deductions in the leave of credits shall be effected. 8. Employees who shall avail of vacation leave of absence for one (1) full day or more, shall submit in advance the effective date of such leave in the prescribed leave form to the Personnel Division, after proper notation by the head of office. 9. Employees who shall avail of sick leave of absence for one (1) full day or more shall submit the prescribed leave form to the Personnel Division upon his return from such leave. However, notice of absence shall be relayed to the immediate supervisor and/or office head. Application for sick leave in excess of five (5) days shall be filed in advance accompanied by a medical certificate duly certified by the Bureau's physician. The head of office shall be responsible for such notations in the log book. ]10 The Personnel Division shall generate daily attendance report to be validated by the office head, vis-a vis, the office log book. In case of a discrepancy in the registered time, the latest entry shall prevail. The validated attendance report shall be submitted back to the Personnel Division on the same day, securing an office file for the Summary Report of Attendance. 11. The head of office shall submit the Summary Report of Attendance on or before the 5th day of each month. III. RESPONSIBILITY The Personnel Division shall monitor the implementation of the Computerized Time Record System and the head of office shall ensure the efficient administration of laws and regulations on punctuality and office attendance. The Internal Security Division shall assign officers to ensure order in the swiping of ID cards and strict and proper compliance of this order. IV. PENALTIES Non-compliance with this Memorandum Order shall be penalized under CSC Memorandum Circular No. 30, Series of 1989 for violation of Reasonable Office Regulation, to wit: 1st offense Reprimand 2nd offense Suspension : 1-30 days 3rd offense Dismissal The Chief, Internal Security Division shall conduct an investigation to determine the penalties for non-compliance of this Memorandum Order. V. EFFECTIVITY This Order takes effect October 1, 1996. VI. REPEALING CLAUSE All provisions or orders, circulars, and memoranda inconsistent herewith are hereby repealed. LIWAYWAY VINZONS-CHATO Commissioner of Internal Revenue