Amended Guidelines on the Migration to the New Postal Identification Card

November 26, 2014

PHLPOST CIRCULAR NO. 85-A-14

 

Pursuant to PHLPost Board Resolution No. 2014-70 dated July 21, 2014, effective immediately, the Postal Identification card will be upgraded from paper-based to PVC card and to be known as the 'NEW POSTAL IDENTIFICATION CARD (New PID).'

Anent to this, the following guidelines are prescribed in the implementation of the New Postal ID.

1. OBJECTIVES

a. Product innovation using ICT to ensure the continuous growth of the PID product;

b. Improvement of credibility and acceptability of the New PID as an identification card; and,

c. Institute security and control features in the issuance of the New PID.

2. DEFINITION OF TERMS

a. Biographic Data — are information pertaining to the facts or events in life of an individual such as a person's name, address, birth and place of date, civil status and parent's.

b. Data Capture — is the electronic and/or digital capture and/or recording of the biographic data of an applicant in the PID Capture software using a fingerprint scanner, digital camera, electronic signature pad, and/or other biometrics data capture device.

c. Data Capture Station — is a set of equipment used to capture biographic data typically consisting of computer desktop, laptop or other computing device with and/or connected to biometrics data capture devices such as fingerprint scanner, digital camera, electronic signature pad and similar devices. CAIHTE

d. PID Acceptance Post Office — refers to a post office authorized to accept, process and approve PID application:

• Post Office with Data to Capture Station.

• Post Office without Data Capture Station.

e. PID Capturing Post Office — refers to a post office with data capture station for New Postal ID.

3. New Postal ID

Below is the sample of the new Postal ID:

4. GENERAL GUIDELINES

4.1 Who may apply for the New PID:

• Filipinos living in the Philippines and abroad; and,

• Foreigners living in the Philippines for at least six (6) months upon application.

4.2 No minimum age is prescribed for an applicant.

4.3 The following are the requirements for Basic PID application:

	Filipinos	Foreigners
General Requirements	1. Personal appearance 2. Duly-accomplished PID application form (in three copies) 3. Original copy of Birth Certificate in any of the following: 3.1. Issued by NSO; or, 3.2. Local Civil Registrar (LCR) with current Official Receipt (OR). 4. Plus any one (1) of the following: 4.1 Barangay Certificate on the residency of the applicant issued within three (3) months upon PID application. 4.2 Billing Statement 4.3 Police/NBI Clearance	1. Personal appearance 2. Duly-accomplished PID application form (in three copies) 3. Reproduction copy with the original of the Passport valid for at least two (2) years upon application 4. Reproduction copy with the original of any of the following valid at least six (6) months upon application: 4.1. Alien Certificate of Registration Identity Card (ACR I-Card); 4.2. Long Stay Visitor Visa Extension (LSVVE); or 4.3. Temporary Resident Visa (TRV)
Additional Requirements	5. For minor applicants, 16 years and below, personal appearance of: 5.1. Either parent, if minor is a legitimate child; or 5.2. Mother, if minor is an illegitimate child. 6. For married female applicants: 6.1. Marriage Contract issued by NSO or LCR 7. For widowed/annulled/divorced applicants: 7.1 Widowed — Death Certificate of husband/wife issued by the NSO or LCR 7.2. Annulled — Annotated Marriage Certificate issued by NSO 7.3. Divorced — CTC of divorced decree duly-authenticated by the Philippine embassy or consulate where the divorce was obtained or duly-authenticated by foreign diplomatic/consular mission in the Philippines; CTC of Philippine court recognition of foreign divorce decree; Marriage Certificate from NSO with annotation of divorce decree 8. In case of doubt, unmarried female applicants may be required by the Postmaster to submit a CENOMAR from NSO.	5. For minor applicants, 16 years and below, personal appearance of: 5.1. Either parent if minor is a legitimate child; 5.2. Mother if minor is an illegitimate child; 5.3. Legal guardian if both parents of the minor are abroad or deceased; or, 5.4. Either of maternal grandparent if either of the parent of the minor are also minor 6. For legal guardian: 6.1. If both parents are abroad, Special Power of Attorney (SPA) with an attached photocopy of either parent's valid Passport duly authenticated by the nearest Philippine Embassy or Consulate General 6.2. If both parents are deceased, 6.2.1. Authenticated death certificate of parents from NSO; and, 6.2.2. Court order awarding guardianship of the orphaned minor applicant or Substitute parental authority under Article 214 and 216 of the Family Code

4.3.1 In the event the applicant refuses to surrender the original Birth Certificate, Marriage Certificate, CENOMAR and other documents from NSO, LCR, etc., the applicant shall submit a photo copy of the same together with the original document for Certification by the Postmaster and the Applicant to read as follows, "This is to certify that this is a verified photo copy from the original" and signed by both the Postmaster and the Applicant. DETACa

4.3.2 No Certification Fee shall be collected by Post Offices.

4.4 The Application Form (PID Form No. 01) shall be available free of charge at the following:

1. Available at all post offices

2. Downloadable at the PHLPost corporate website — www.phlpost.gov.ph/

4.5 Where to apply:

• All Postal ID applicants may apply at any post office.

4.6 Validity

 The New Postal ID shall be valid for three (3) years.

4.7 Fees

 The Basic PID fees shall include the PID card fee and delivery fee:

Particulars	Amount
PID Card Fee	PhP330.00
PID Delivery Fee (Registered with e-RRR)	40.00
Total VATable Sales	370.00
+ 12% VAT	44.40
Total Amount Payable	PhP414.40

4.8 The PID Card and Delivery Fees shall be subject to 12% value-added tax (VAT).

4.9 The issuance of an Official Receipt (OR) is mandatory as proof of payment. One (1) OR shall be issued for payment of every approved application.

4.10 Equivalent definitive postage stamp shall not be accepted as evidence of the payment of the PID fees.

4.11 No Refund Policy

 In cases when the approved PID application is rejected by the system and the applicant is at fault with regards to wrongful information or has applied for a PID through fraudulent means, the amount paid by the applicant shall not be refunded.

4.12 Postage of PID Cards

 Instead of a definitive stamp and/or postage metered machine impression, an indicia shall be printed in the upper left hand corner of the mailing envelope to denote pre-payment of the delivery fee and Electronic Registry Return Receipt (e-RRR).

4.13 Return Address of the PID Cards aDSIHc

 The return address of the PID cards envelope shall be the acceptance post office.

5. OPERATIONAL PROCEDURES

5.1 PID Acceptance Post Offices with Data Capture Station:

 The Postmaster shall:

a. Receive, screen and approve New PID applications;

b. Accept payment for the approved New PID applications;

c. Receive approved New PID applications transmitted by PID Acceptance post offices;

d. Endorse the approved applications to the Data Capture Station; and,

e. Maintain record of the New PID applications processed and/or transactions.

5.2 PID Acceptance Post Offices without Data Capture Stations:

 The Postmaster shall:

a. Receive, screen and approve New PID applications;

b. Accept payment for the approved New PID applications;

c. Advise applicants to proceed to the PID Capturing office; and,

d. At the end of the working day, transmit by mail the approved New PID applications to the PID Capture post office.

5.3 Data Capture Station — PID Capture Post Office:

a. Receive and check the approved New PID applications endorsed by the Postmasters of PID Capture post offices;

b. Encode biographic/capture biometric data of the applicants based on the approved New PID application;

c. Scan the approved New PID application;

d. Electronically transmit the biographic and biometrics data captured to Filmetrics Card Production Center at the end of the working day; and,

e. Maintain record of the data capture of the New PID applications received.

5.4 Supply Division, Logistics and Property Management Department:

5.4.1 Pre-printed PID Cards ETHIDa

a. Receive the inventory for the quarter of all pre-printed PID cards from Filmetrics for custody and control.

b. Release to authorized representative of Filmetrics the requested number of PID cards for personalization, subject to existing rules and regulations.

5.4.2 Printed PID Cards

a. Receive the New PID cards together with delivery receipts from Filmetrics.

b. Inspect delivered PID cards together with the Inspection Committee.

c. Turnover to the Office of the APMG for Operations the New PID cards after inspection and acceptance by the Committee on Inspection.

d. Prepare Disbursement Vouchers and supporting documents to facilitate payment of the delivered PID cards.

5.5 Office of the APMG for Operations:

a. Accept the inspected PID cards from the Inspection Committee.

b. Receive the electronic file of the delivered PID cards from Filmetrics.

c. Set-up e-BMS at the office.

d. Upload the electronic file to the e-BMS database.

5.6 Letter Shopping Center, Office of the APMG for Operations:

a. Receive the new PID cards from the Office of the APMG for Operations;

b. Segregate PID cards with duplicate based on the list provided by Filmetrics;

c. Letter shop the New PID cards:

• Printing of the cover letter, envelope label and POD;

• Attachment of the New PID cards to the cover letter; cSEDTC

• Insertion and sealing of the New PID cards with cover letter to the envelope; and,

• Attachment of the POD to the New PID card envelopes.

d. Accomplish and attach a Certificate of Mailing (COM) with corresponding volume and amount to the New PID cards for dispatch.

e. Submit monthly consolidated COMs every 5th day of the following month to the Bookkeeping Division, CO and copy furnished the Corporate Planning Department and Postal Payment Services Division.

f. Forward new PID dispatches by delivery post offices following the table below:

Makati, Manila and Quezon City	Manila CPO
Other delivery post offices	Airmail Exchange Department (AMED)

g. Maintain record of the New PID cards accepted and/or dispatched.

5.7 AMED, MDCs and/or SDCs:

a. Receive New PID dispatches;

b. Forward New PID dispatches to delivery post offices as scheduled; and,

c. Maintain record of the New PID dispatches processed.

5.8 Delivery Post Offices:

a. Receive New PID dispatches;

b. Deliver the New PID to the addressee or to any responsible person as addressed:

• The second and third redelivery attempts shall be made in the next delivery schedule.

• Details of the delivery and redelivery attempts shall be indicated in the Proof of Delivery (Pod) attached to the PID card envelope.

• After third redelivery attempt, a Delivery Notice shall be issued informing the New PID holder to claim the PID card at the delivery post office within thirty (30) days. SDAaTC

c. Retain for window delivery the New PID cards for thirty (30) days if unclaimed after three delivery attempts;

d. Forward by mail to PID Acceptance post office the unclaimed undelivered New PID cards for Window Delivery after the 30 days retention period;

e. Encode the delivery information of New PID cards after delivery if e-BMS is installed.

f. If no e-BMS is installed, forward by mail to the Postmaster of Cluster Head post office (with e-BMS) or to the Area Office (Manager, Support Services Division) for updating.

g. Maintain record of the New PID cards delivery.

5.9 All PID Acceptance Post Offices:

5.9.1 For Unclaimed New PID cards after 30 days retention period:

a. Receive from delivery post office unclaimed New PID cards;

b. Retain for window delivery unclaimed New PID cards for 30 days;

c. Effect window delivery to claimants or authorized representatives;

d. PID holders may request for redelivery of the unclaimed New PID cards at the Acceptance Post Office subject to the payment of another PID delivery fee.

e. A PHLPost OR shall be issued for every unclaimed New PID cards for redelivery.

f. Acceptance Post Office shall forward the New PID card requested for redelivery to the concerned Delivery Post Office.

g. Encode delivery information of New PID card delivered if e-BMS is installed;

h. Forward by mail to the Postmaster of Cluster Head post office (with e-BMS) or Area Office (Manager, Support Services Division) the e-RRR of New PID cards delivered for encoding if no e-BMS is installed; acEHCD

i. Send by mail the unclaimed New PID cards to Postal Payment Services Division (PPS Division), Business Lines Department if unclaimed after 30 days; and,

j. Maintain record of the unclaimed New PID cards window-delivered and sent to PPS Division.

5.9.2 Maintenance of Records for New PID Transactions:

a. A record book for Approved PID Applications shall be maintained to contain the following:

Date of approval	Name of applicant	Type of application	OR Number	Amount Paid
1.
2.
3.
4.
5.

  A monthly recapitulation of the number of approved PID Applications and amount of collection shall be prepared and submitted to the Postal Payment Services Division, Business Lines Department.

b. A record book for Disapproved PID Applications shall be maintained to contain the following:

Date of application	Name of applicant	Type of application	Reason of disapproval
1.
2.
3.
4.
5.

  A monthly recapitulation of the number of disapproved PID Applications shall be prepared and submitted to the Postal Payment Services Division, Business Lines Department.

5.10 Postal Payment Services Division, Business Lines Department:

5.10.1 For returned New PID cards: SDHTEC

a. Receive from PID Acceptance post offices the returned New PID cards;

b. Retain for thirty (30) days, for possible claim by the PID holders the retuned/undelivered New PID cards:

• The PID holders may request at the Postal Payment Services Division for redelivery of the unclaimed New PID cards subject to the payment of another PID delivery fee at the Cash and Investment Division, CO.

• A PHLPost OR shall be issued for every unclaimed New PID card or redelivery.

c. Encode delivery information of claimed New PID cards;

d. Forward to the Disposal Committee the unclaimed New PID cards for proper disposition; and,

e. Maintain record of the New PID cards received and disposed.

5.10.2 New PID transactions:

a. Receive periodic reports on the New PID transactions and/or statistics from Postal Areas; and,

b. Consolidate and report to management the New PID transactions and/or statistics, copy furnished the Corporate Planning Department.

6. ACCOUNTING PROCEDURES

6.1 Acceptance Post Office

6.1.1 The Postal Teller or Cashier shall:

a. Issue Official Receipt (in three copies) for the payment of Postal identification Card.

 

Particulars	Amount
PID Card Fee	PhP330.00
PID Delivery Fee (Registered with e-RRR)	40.00
Total VATable Sales	370.00
+12% VAT	44.40
Total Amount Payable	PhP414.40

 

• Check Applicant's TIN from the application form and indicate the same on the space provided for in the Official Receipt. AScHCD

• In case no TIN was provided by the applicant, request applicant to provide TIN if available. If no TIN is available, proceed with the processing of the application.

b. Record the collections in the Postal Teller Daily Transaction Report (PTDTR).

c. Remit to the Cashier or to the Postmaster the collections at the last hour of the day.

6.1.2 The Postmaster or Cashier shall:

a. Maintain a separate cashbook exclusively for the collections of the New PID.

 Upon collections, the cashbook entries shall be as follows:

 

DATE	PARTICULARS	DEBIT	CREDIT
MM/DD/YYYY	Beginning balance	Px,xxx.xx
	PID Fees	xx,xxx.xx
	Delivery Fees	xx,xxx.xx
	12% VAT	x,xxx.xx
	Ending Balance		x,xxx.xx
	Total	Pxx,xxx.xx	Pxx,xxx.xx

 

b. Record in the Postmaster's Daily Transaction Record (PMDTR) the transactions contained in the submitted PTDTR.

c. Deposit the collections using a separate deposit slip and following the authorized frequency of deposit:

• PID Fee/PID Delivery Fee — Corporate Fund

• 12% VAT withheld — Trust Fund

 Upon deposit on the following day/deposit schedule, the cash book entries shall be as follows:

DATE	PARTICULARS	DEBIT	CREDIT
MM/DD/YYYY	Beginning balance	Px,xxx.xx
	Deposit of PID and Delivery Fees to Corporate Fund		Pxx,xxx.xx
	Deposit of 12% Trust Fund		x,xxx.xx
	Ending Balance		x,xxx.xx
	Total	Pxx,xxx.xx	Pxx,xxx.xx

d. Include in the Daily Sales, Collections and Deposit Report the sales of Postal ID. AcICHD

e. Prepare and submit to the Manager, Fiscal Management Department, every Monday of the following week the Weekly PID Collections and Deposit Report following this format:

Particulars
No. of Approved Applications
PID Fee Collected
PID Delivery Fee Collected
Total Collections
Total 12% VAT Collection
Total Collections plus 12% VAT
Amount Deposited
Date/s of Deposit

f. At the end of the month, submit to the Accounting Section, Area Office, the Postmaster's Monthly Transaction Report (PMMTR) and Monthly Cash Accountability Report (MCAR).

g. To facilitate remittance of 12% VAT withheld from PID sales, at the end of the month prepare a Summary List of VATable Sales following attached format marked as PPC PO VAT Form No. 1.

h. Submit soft and hard copies of the Summary List of VATable Sales to the Chief, Accounting Section, Area Office on or before 5th day of the following month.

6.2 AREA OFFICE

6.2.1 The Chief, Administration and Finance Division, Area Office

a. Shall monitor compliance of Postmasters to paragraphs 6.1.2g and 6.1.2h of these guidelines.

6.2.2 Accounting Section or Authorized Representative shall:

a. Include in the Statement of Income, New PID collections for submission to the concerned offices.

b. Verify the correctness of the figures stated in the PMMTR from the supporting schedules. TAIaHE

c. Monitor the deposits made by the PMs.

d. Record in the Books of Accounts the revenues, collections and deposits made by the Postmasters.

e. Maintain ledgers for each PMs and for cash, income, receivable and VAT collection. (A separate PHLPost Circular shall be prepared for the collection, recording and reporting of 12% VAT)

7. CUSTOMER SERVICE

7.1 Migration from Paper-Based PID to the New Postal ID

7.1.1 Holders of valid paper-based Postal IDs shall be allowed to apply for the New Postal ID at the following discounted rates:

DISCOUNT RATES

	Rate	Discounted PID Fee
Card Valid for the next 36 months	25%	PhP247.50
Card Valid for the next 24 to 35 months	20%	PhP264.00
Card Valid for the next 12 to 23 months	10%	PhP297.00

7.2 Lost New PID cards

7.2.1 PID holders shall report their lost New PID card to PPS Division, Business Lines Department within five (5) days by mail, email and/or telephone, providing the following information:

• Postal Reference Number (PRN)

• Name and address

• Validity date and issuing post office

 The PPS Division shall disseminate the list of lost New PID cards every Friday.

7.2.2 Replacement of lost New PID cards:

a. The PID holder may request for replacement of the lost New PID cards after five (5) days to any post office.

b. Upon request for replacement, the PID holder shall:

• Comply with the general requirements for the application of New PID; and,

• Submit a notarized Affidavit of Loss.

c. If loss is due to PID holder negligence, the PID holder shall pay the ID fees.

d. If loss is due to PHLPost handling, the PID fees shall be waived. cDHAES

• The PID fees shall be charged to erring PHLPost personnel based on 'prima facie' evidence.

e. The validity of the New PID card lost replacement shall be the same as that of the original.

7.3 New PID cards Defective upon Receipt

7.3.1 Upon receipt of the defective card, defective PID cards may be requested for replacement at any post office.

7.3.2 Upon request for replacement, the PID holder shall surrender the defective New PID Card.

7.3.3 If defect was due to PHLPost handling and/or production quality, the PID fees shall be waived.

a. For defect due to PHLPost handling, PID fees shall be charged to erring PHLPost personnel based on 'prima facie' evidence.

b. For defect due to production quality, PID fees shall be charged to Filmetrics.

7.3.4 The validity of the replaced defective New PID card shall be the same as that of the original.

7.4 Damaged New PID cards

7.4.1 Upon receipt of the damaged card, the PID holder may request for replacement in any postal outlets.

7.4.2 Upon request for replacement, the PID holder shall surrender the damaged New PID Card.

7.4.3 If damage issue to PID holder, the PID holder shall pay the PID fees.

7.4.4 If damage is due to PHLPost handling and/or production quality, the PID fees shall be waived.

a. For damage due to PHLPost handling, PID fees shall be charged to erring PHLPost personnel based on 'prima facie' evidence.

b. For damage due to production quality, PID fees shall be charged to Filmetrics.

7.4.5 The validity of the New PID card damaged replacement shall be the same as that of the original. ASEcHI

8. TRANSITORY PROVISIONS

8.1 The issuance of Paper Postal Identification Card (Paper PID) shall cease upon deployment and live operation of the following:

8.1.1 Data Capture station in a Post Office

8.1.2 All Data Capture stations in a cluster or area

8.2 The paper Postal Identification card inventory shall be returned to the Area General Services Section, Administration and Finance Division within five (5) working days upon full deployment and live operations of all Data Capture Stations.

8.2.1 The Area General Services Section, Administration and Finance Division shall return to the Logistics and Property Management Department (LPMD) within ten (10) working days.

8.2.2 The inventory turnover shall be covered by a Report of Paper ID Inventory.

8.2.3 The LPMD shall acknowledge receipt of the inventory turnover by Area General Services Section.

8.2.4 The Internal Audit Department shall conduct table and field audit, if applicable, of returned Paper PID cards inventory.

8.3 The paper PID cards issued shall continue to be valid until its validity date.

9. SANCTIONS

PHLPost reserves the right to impose administrative, civil and/or criminal charges to erring postal personnel and/or PID holders for violations of this issuance as well as to the terms and conditions of the PID card.

Any clarification, comments and/or observation on this Circular shall be forwarded to the office below:

The Postal Payment Services Division[email protected]

This supersedes PHLPost Circular No. 14-85 dated November 5, 2014. Any other issuance in conflict herewith is deemed superseded and/or revoked accordingly. ITAaHc

For the information, guidance and compliance of all concerned.

(SGD.) MA. JOSEFINA M. DELA CRUZPostmaster General and CEO

 

PID APPLICATION FORM

PHLPost Application for Postal ID Card

 

PPC PO VAT FORM NO. 1

Summary List of New PID Sales