Procedure in Conducting Character and Other Background Type Investigation of Applicants or Appointees to All Types of Positions in the Revenue Service

December 19, 1963 REVENUE MEMORANDUM ORDER NO. 63-63 TO : All Officials and Employees of the Bureau of Internal Revenue SUBJECT : Procedure in Conducting Character and Other Background Type Investigation of Applicants or Appointees to All Types of Positions in the Revenue Service The exigencies of the revenue service so requiring, there is hereby adopted a procedure concerning the conduct of character and other background type investigations of applicants, for, or appointees to, all types of positions in the revenue service by the Internal Security Division. The purpose and scope of the investigation is to determine the moral qualification of the applicants for the position sought. Before commencing the character and other background type investigation it shall be the responsibility of the Internal Security Division to study the information available, with a view to ascertaining what is required and to form a plan for its expeditious and successful completion. The Chief of the Internal Security Division and/or his assistant, as well as the investigators in the division, must have knowledge of the duties of the position sought. Said officials and investigators must likewise know the age limitations, educational requirements or any other special qualifications necessary for that particular position. The points to be covered in the screening and/or interview of prospective employees are: 1. Check court records for civil court actions or judgments against the applicant and information relative to any criminal action against him; 2. Check the status of filing and payment of taxes, if any, of the applicant, and determine if there are complaints or letters filed with the bureau reflecting upon the tax status of the applicant; 3. Check the nature and extent of active business or professional work of the applicant outside the government to determine any conflict of interest between his private and official capacity; 4. Ascertain the general reputation of the applicant concerning observation of laws involving gambling, use of liquor and narcotics, and moral turpitude; 5. Determine whether or not there have been any irregularities of conduct on his part which would embarrass the Bureau of Internal Revenue; 6. Look into any complaints tending to show that the applicant has been or is involved in violations of the Civil Service Law rules; 7. Check any aspects of applicant's past employment or outside activities which involved the handling and accountability of funds to determine that he met his responsibilities with honesty and integrity; 8. Look into any physical or mental disabilities of the applicant which would appear to interfere materially with the carrying out of his official duties if appointed; cdll 9. Check the applicant's statements of present networth, and compare increase or decrease since the last filing with income tax returns and manner of living. Explain unusual elements. 10. Make routine checks with normal investigative sources. The prospective employee must be interviewed in a business-like manner which should be characterized by dignity and courtesy on the part of the investigator. If possible, the applicant should be requested to bring with him such documents as birth certificate, school and college diploma, military service certificate and copies of income tax returns for the past five years (5). When the applicant is being interviewed, oral and written notes must be made and only the investigator and representative of the appointing officer should be present. No friend, sponsor and attorneys for the applicant should be allowed. The applicant should be informed that the purpose of the interview is to review his history in order that anything essential in determining his character and integrity may not be overlooked. Before the interview is ended, the applicant should be required to explain the statements made by him during the interview and in his written application, as well as any material omissions in his application. If the applicant has a relative employed by the government, sufficient investigation should be made in such a way that the appointment if pushed through will not violate any of the rules, regulations and laws imposing restraint upon the number of persons from the same family who may be employed in the government service. If the prospective applicant has same chronic ailment which may make him undesirable, further investigations should be conducted under this purpose, hospital records both private and government-owned or operated should be checked. The facts developed should be referred to a BIR approved physician for a determination as to suitability, with provision for medical examination if necessary. Likewise, his past associations and former employers should be interviewed and information thereon secured. The scholastic records of the applicant should also be investigated and verified from the records of the school thus mentioned. This procedure shall also be adopted if he has been formerly in the military service and also if he has been privately employed. Sufficient investigation should also be made of the financial status of the applicant to determine the amount shown in the financial statements or thus checking on the reliability of his financial data. Also, inquiries should be made with the police agencies as well as the NBI, NICA and the Fiscal's Office as well as the Courts of Justice to determine if there had been any record concerning the applicant. Inquiries by correspondence may be resorted to, when the investigator deems it advisable. In cases where there are complaints against the prospective employee, he should be presumed innocent unless conclusively proven otherwise by indisputable facts. In case there are informants available, they should be interviewed. If the informant is not available or not known, discreet inquiry should be made to determine the necessity for further development of the information. Invariably the informant should be required to submit his statements under oath in order that the same may be accorded the proper value of evidence. The interview of the witnesses should be separately conducted so that one witness may not hear the testimony of the others. Before any other appointment is issued or released by the Bureau the investigator's report should be appended to and made the basis of determining whether or not the applicant is qualified mentally, morally and physically and that he is one who possesses a good reputation. Acts of dishonesty, intemperance, demonstrated inability to get along with others, unsatisfactory performance in previous jobs, bad reputation and material false statements in the applicant shall be grounds for disqualification from the position sought. The controlling factors that should be considered in the appointment of any prospective applicant who has not the education and experience requirements for the position are character, ability to deal effectively with people, reputation, fitness and loyalty to the government. The investigator should make his report as comprehensive as required to set forth the full facts, with a one page cover sheet summarizing the findings to enable the Commissioner to determine whether or not the prospective employee is desirable and qualified for the position for which he is applying. The Personnel Division should furnish a copy thereof to the Chief, Internal Security Division in order that the character and background type investigation may be conducted forthwith. In the absence of unusual circumstances character investigation should be completed and report submitted within 30 days. This procedure on character and other type investigation of applicants for, or appointees to, all types of technical positions in the revenue service, together with any additional cases referred by the Commissioner, shall take effect upon approval. LLjur (SGD.) RAMON T. OBEN Acting Commissioner of Internal Revenue