National Office, Regional Office & Revenue Data Center Clearances

April 13, 1998 REVENUE MEMORANDUM ORDER NO. 35-98 SUBJECT : National Office, Regional Office & Revenue Data Center Clearances TO : All Internal Revenue Officials and Employees Concerned I. OBJECTIVES This Order is issued to: 1. Provide the policies, guidelines and procedures for the issuance of clearance (whether for the National Office, Regional Office or Revenue Data Center) of retiring officials, as well as those who resign or are affected by transfer, or are otherwise separated from the service. 2. Endorse the use of the revised clearance forms for the National Office, Regional Office and Revenue Data Centers (please refer to Annex A). II. COVERAGE This Order shall apply to all employees of the Bureau. III. POLICIES 1. All Bureau personnel are required to submit clearance for the following scenarios: 1.1 Automatic/Optional Retirement 1.2 Resignation 1.3 Death 1.4 Transfer to another Government Agency 1.5 Transfer by Travel Order 1.6 Maternity Leave 1.7 Vacation leave of 30 calendar days or more 2. Signatories: 2.1 The initial signatory for all types of clearance (NO, RO or RDC) will be the head of office in which employee concerned is assigned. LLpr 2.2 The system administrator shall be the second to the last signatory. Upon affixing his/her signature to the clearance, the System Administrator(s) shall ensure that the user account of said personnel is revoked/located. 2.3 The last signatory for clearances shall be the ff: 2.3.1 National Office - Service Head 2.3.2 Regional Office - Regional Director 2.3.3 Revenue Data Center - RDC Head IV. GUIDELINES AND PROCEDURES 1. The following procedures shall be followed: 1.1 Personnel Division The Chief, Personnel Division, shall furnish with notice of retirement, transfer, death, resignation, maternity leave or vacation leave (of more than 30 days) the Chief, Property Division, the Chief, Revenue Accounting Division and the Regional Director, if employee is assigned in the Region, or the Revenue Data Center Head, if employee is assigned in the RDC. 1.2 Property Division The Chief, Property Division shall, upon receipt of the copy of the notice, advise the employee by letter about all property said employee is accountable for. 1.3 Revenue Accounting Division The Chief, Revenue Accounting Division shall, upon receipt of the copy of the notice, advise the retiring accountable employee by letter about all requirements, documents, record books, etc., which is necessary for clearance with said division. 1.4 Regional Director Upon receipt of the copy of notice, the Regional Director shall, thru the Chief, Administrative Branch, inform the retiring official/employee about the latter's accountabilities, if any, with the Fiscal Operations Divisions, The Collection Division, and the Administrative Division. 1.5 Revenue Data Center Head Upon receipt of the copy of notice, the RDC Head shall, thru the Director of Resource Management, inform the employee about the latter's accountabilities, if any, with the Disbursement Section, Personnel & Training Section, Property Section, and Records Section. 1.6 System Administrator Upon receipt of the copy of notice, the System Administrator shall ensure that the user account, if any, of said employee will be revoked. 2. Turnover of Property 2.1 The Personnel Division shall furnish the Chief, Property Division, copies of all revenue travel assignment orders affecting Bureau personnel. 2.2. Employees/officials transferred by travel assignment order shall turn over all property, as well as official records/dockets, to the head of office within twenty (20) days after the effectivity of such order. 2.3 In the National Office, turnover of property shall be made thru the Property Division and shall be duly effected thru requisition issue vouchers and the corresponding memorandum receipts. To facilitate said turnover, the Property Division shall furnish the outgoing head of office the list of property, furniture equipment, etc., that should be turned over to the incoming head of office within three (3) days after receipt of the copy of the travel order for such transfer. 2.4 In the Regional Offices, turnover of property shall likewise be effected thru requisition issue vouchers and memorandum receipts thru the Chief, Administrative Division, who shall submit a report on such turnover including copies of the supporting RIVs and memorandum receipts. Such report shall be submitted to the Revenue Service Chief (Personnel & Administrative), Attention: Chief, Property Division, within five (5) days after the turnover of property. 3. Maternity Leave 3.1 All female employees availing of maternity leave are required to submit duly approved clearance forms. 3.2 The Personnel Division shall furnish the System Administrators with a copy of the maternity leave for them to be able to lock the user account, if any, of said employee for the duration of her maternity leave. 4. Clearance forms for the different locations (NO, Regional Office, Revenue Data Centers) require signatures of different officials (refer to Annex A for sample clearance forms). Listed below is the summary of clearance signatories: LOCATION SIGNATORIES National Office Division Chief/Head of Office Chief, Personal Division Chief, Records Division Chief, General Services Division Chief, Internal Security Division Chief, Accountable Forms Division Chief, Training Division BIRSALA/BIREA/BIRMAG BIR Consumers Cooperative Chief, Revenue Accounting Division Chief, Accounting Division System Administrator ACIR of Service Regional Office RDO/Division Chief Chief, Administrative Division Chief, Legal Division Chief, Collection Division Chief, Finance Division Chief, Assessment Division System Administrator Regional Director Revenue Data Center Division Chief/Head of Office Head, Personnel & Training Division Head, Property/Gen. Services Division Head, Records Division Head, Disbursement/Finance Division Director, Resource Management Director, Document Processing Director, Computer Operations & Network Engineering Director, Quality Assurance System Administrator RDC Head V. REPEALING CLAUSE All other revenue issuances and/or portion(s) thereof that are inconsistent herewith are hereby revoked and/or amended accordingly. VI. EFFECTIVITY This Order shall take effect immediately. prcd LIWAYWAY VINZONS-CHATO Commissioner of Internal Revenue ANNEX A-1 NATIONAL OFFICE CLEARANCE _______________ Date TO WHOM IT MAY CONCERN: This is to certify that as far as this Bureau is concerned Mr./Ms. ______________ holding a position of ____________________________________ is cleared of all money and property responsibilities with the government. __________________________________________________ (Head of Office) __________________________________________________ (Chief, Personnel Division) __________________________________________________ (Chief, Records Division) __________________________________________________ (Chief, General Services Division) __________________________________________________ (Chief, Internal Security Division) __________________________________________________ (Chief, Accountable Forms Division) __________________________________________________ (Chief, Training Division) __________________________________________________ Cleared as to BIRSALA-BIREA-BIRMAG Verified True and Correct __________________________________________________ (General Manager, BIR Consumers Cooperative) __________________________________________________ (Chief, Revenue Accounting Division) __________________________________________________ (Chief, Accounting Division) __________________________________________________ (System Administrator) __________________________________________________ Assistant Commissioner (Service) NOTE: If later on an official or an employee who had been cleared is discovered still accountable for money, property, and pending papers, the clearance previously issued will not relieved him/her of said accountability. ANNEX A-2 REGIONAL OFFICE CLEARANCE ______________ Date TO WHOM IT MAY CONCERN: This is to certify that as far as this Revenue Region is concerned Mr./Ms. _______________________ holding a position of _____________________________ is cleared of all money and property responsibilities with the government. __________________________________________________ (Revenue District Officer/Division Chief) __________________________________________________ (Chief, Assessment Division) __________________________________________________ (Chief, Administrative Division) __________________________________________________ (Chief, Legal Division) __________________________________________________ (Chief, Collection Division) __________________________________________________ (Chief, Finance Division) __________________________________________________ (Chief, Accounting Division) __________________________________________________ (System Administrator) __________________________________________________ Regional Director NOTE: If later on an official or an employee who had been cleared is discovered still accountable for money, property, and pending papers, the clearance previously issued will not relieve him/her of said accountability. (CMO Cir. No. 32) Last salary received: ______________________ _____________________ (Period) (Amount) ANNEX A-3 REVENUE DATA CENTER CLEARANCE _______________ Date TO WHOM IT MAY CONCERN: This is to certify that as far as this Revenue Data Center is concerned Mr./Ms. _____________________ holding a position of _______________________________ is cleared of all money and property responsibilities with the government. __________________________________________________ (Head of Office/Division Chief) __________________________________________________ (Head, Personnel and Training Section) __________________________________________________ (Head, Property/Gen. Services Section) __________________________________________________ (Head, Records Section) __________________________________________________ (Head, Disbursement/Finance Section) __________________________________________________ (Director, Resource Management) __________________________________________________ (Director, Document Processing) __________________________________________________ (Director, Computer Operations and Network Engineering) __________________________________________________ (Director, Quality Assurance) __________________________________________________ (System Administrator) __________________________________________________ Head, Information Systems Unit, RDC NOTE: If later on an official or an employee who had been cleared is discovered still accountable for money, property, and pending papers, the clearance previously issued will not relieved him/her of said accountability.