PNP Memorandum Circular No. 001-08 Daily PNP Personnel Accounting Report System

January 17, 2008

PNP MEMORANDUM CIRCULAR NO. 001-08

DAILY PNP PERSONNEL ACCOUNTING REPORT (DPPAR) SYSTEM

1. REFERENCES:

a. PNP Commanders Manual; and

b. Republic Act No. 6975 as amended by Republic Act No. 8551.

2. PURPOSE:

This Circular prescribes the policies, guidelines and procedures in the daily accounting of personnel from the National Headquarters, National Support Units, Police Regional Offices, Police Provincial/City Offices down to City/Municipal Police Stations/Precincts.

3. DECLARATION OF POLICY:

Consistent with Section 2 of Republic Act No. 8551, the PNP hereby adopts the Daily PNP Personnel Accounting Report (DPPAR) System that shall serve as a tool to promote professionalism among and within the ranks of PNP uniformed and non-uniformed personnel so as to achieve efficiency and effectiveness in the performance of their functions. The DPPAR shall have uniform application in all levels of the PNP organization and it shall reflect accurate timely personnel data that shall be considered in all aspects of police administration and operations. aTcSID

4. OBJECTIVES:

This Circular aims to:

a. Improve the current personnel accounting at all levels of the organization; and

b. Enhance the understanding of personnel of their respective tasks and functions in order that they can be more effective and efficient in undertaking their specific duties at their respective place and time of work.

5. DEFINITION OF TERMS:

For purposes of this Circular, the following terms are hereby defined:

a. Daily PNP Personnel Accounting Report (DPPAR) — means the daily history of the PNP offices/units. It is a permanent, statistical, and historical record of personnel and its eventual custody rests with the Directorate for Personnel and Records Management.

b. Personnel Holding and Accounting Unit (PHAU) — refers to the office created as functional unit of DPRM in charge of the daily accounting of personnel and custodian of all reports. CSIcHA

c. PNP personnel — means the uniformed and non-uniformed personnel of the PNP.

d. Organic — refers to PNP personnel rendering actual duties in his/her office/unit assignment as reflected in the roster of personnel.

e. Duty — refers to PNP personnel actually rendering police administrative/operation duty in his/her office/unit assignment and carried in the unit/office disposition and location of personnel.

f. Detail — refers to personnel of PNP offices/units performing duty with other specific PNP office/unit or other government agency but carried in the roster of personnel of his/her mother unit. DIECTc

6. POLICIES:

a. All PNP personnel shall be accounted daily. Any change as described in paragraph 8.c. affecting the status of PNP personnel shall be entered and described on the DPPAR;

b. The following are the abbreviations to designate the different ranks for commissioned and non-commissioned officers of the PNP:

POLICE COMMISSIONED OFFICERS

ABBREVIATED RANK	RANK
PDG	Police Director General
PDDG	Police Deputy Director General
PDIR	Police Director
PCSUPT	Police Chief Superintendent
PSSUPT	Police Senior Superintendent
PSUPT	Police Superintendent
PCINSP	Police Chief Inspector
PSINSP	Police Senior Inspector
PINSP	Police Inspector

POLICE NON-COMMISSIONED OFFICERS

ABBREVIATED RANK	RANK

SPO4	Senior Police Officer 4
SPO3	Senior Police Officer 3
SPO2	Senior Police Officer 2
SPO1	Senior Police Officer 1
PO3	Police Officer 3
PO2	Police Officer 2
PO1	Police Officer 1

c. The Non-Uniformed Personnel (NUP) shall be accounted according to their Salary Grades (SG) ranging from SG 1 to SG 25; aAHSEC

d. DPPAR shall be prepared by the following PNP offices/units and such other units as may be activated by appropriate orders:

1) Command Group

2) Directorial Staff

3) National Separate Units

a) National Office

b) Regional Office

c) Provincial/City Office

4) Police Regional Office

a) Regional Command Group

b) Regional Staff

c) Regional Mobile Groups

d) District Office

e) District Mobile Groups

f) Provincial Office

g) Provincial Mobile Groups

h) City Police Office

i) City Mobile Groups IaTSED

j) City Police Stations

k) Numbered Police Stations

l) Municipal Police Stations

m) Police Precincts

5) PNP Satellite Offices

6) Special Task Forces

e. Consolidated Monthly Report of the DPPAR shall be submitted to the DPRM not later than the seventh day of the following month;

f. The DPPAR covers a 24-hour period, i.e., from 8 A.M. to 8 P.M of the date on which the events to be recorded occurred. The accounting report for the "day" shall be undertaken at 8 o'clock in the morning and shall end at 5 o'clock in the afternoon for offices at the National, Regional, Provincial Headquarters performing administrative functions. For those on shift schedules, the accounting report for the "day" shall be from the start to the end of the shift schedule. All entries therein for that day are made on the line opposite the "Day of Month"; CIAacS

g. Gains and Losses: Orders for the appointment, reassignment, promotion, termination from the service, dropping from the rolls, resignation, separation and retirement of personnel assigned in the Command Group and Directorial Staff shall be published at the National Headquarters (Attn: DPRM). Confirmatory orders shall be issued by the National Headquarters for orders issued by PROs/NSUs before the addition or deletion of name in the PNP Roster and Salary File;

h. Personnel Awaiting Assignment: Personnel awaiting assignment in the Police Regional Offices shall be carried as attached/unassigned by the Regional Personnel Holding and Accounting Unit (RPHAU) of the Regional Personnel and Human Resource Development Division (RPHRDD or its counterpart at the National Support Units. The status of attached/unassigned of PNP personnel awaiting assignment should not exceed thirty (30) days;

i. Detail of personnel with agencies or offices other than his/her unit assignment shall be governed by PNP Memorandum Circular No. 2007-004 dated May 8, 2007;

j. Reassignment Orders: The gaining and losing units shall be informed within five (5) workings days on any movement/transfer of PNP personnel;

k. The following issuances/documents will be used as basis for personnel accounting: EScaIT

1) General Orders, Special Orders and Station Orders;

2) Approved Official Leave/Records;

3) Monthly Personnel Roster;

4) Daily Accounting Reports;

5) Monday Flag Raising Attendance Report;

6) Daily Formation Attendance Report.

l. The DPPAR and all other documents in support to the report shall be kept with utmost confidentiality unless ordered to be produced by the court or competent authority.

7. PROCEDURES:

a. PREPARATION —

1) The DPPAR shall be prepared at 7:45 in the morning and at least fifteen (15) minutes before the start of the shift schedules. Only in cases of extreme condition will the hour of preparation exceed 8 o'clock in the morning or exceeds the fifteen-minute for those on shift schedules;

2) The DPPAR shall be prepared by the different offices/units enumerated in para 6.c of this circular;

3) For the Command Group and Directorial Staff, the Consolidated Monthly Report shall be submitted to DPRM (Attn: PHAU) NLT the 7th day of the following month; cIaHDA

4) For NSUs, the NSU Provincial/City Offices shall submit the Consolidated Monthly Report to the NSU headquarters on the 30th of the month that shall in turn submit the consolidated report to DPRM (Attn: PHAU) NLT the 7th day of the following month;

5) For Police Stations/Precincts of PROs, the Consolidated Weekly Report shall be submitted to the Police Provincial/City Office every Friday at 4 o'clock in the afternoon using DPPAR Form No. 2. The PPOs/CPOs shall in turn submit its Consolidated Monthly Report to RPHRDD of PROs on the 30th of the month while the Consolidated Monthly Report of the PROs shall be submitted to DPRM (Attn: PHAU) NLT 7th day of the following month; cHCIEA

6) The DPPAR shall be on computer print/typewritten but in case a computer/typewriter is not immediately available, entries may be made with ballpen provided all copies are completely legible. Red ink shall not be used in preparing reports;

7) Abbreviations as listed above will be used when possible;

8) Punctuation marks shall be used only when necessary for clarification or remarks;

9) If entries for one (1) day exceed the space provided, additional sheets will be attached for "Remarks" and for "Record of Event";

10) It will be noted that a space is provided for name, rank, badge number and designation/position on each line. Reasons affecting the individual will be written on the space provided. EScAID

b. CORRECTIONS —

1) No erasure shall be made on the DPPAR. An incorrect entry shall be deleted by typing or drawing a line across the entry and initialed by the personnel making the report. After the DPPAR has been authenticated, corrections may be made only by an appropriate remark on the DPPAR of a succeeding day. The remarks correcting an error, or revoking a remark, or amending a remark of a previous report shall be preceded by the word "CORRECTION" (in capital letters), followed by the date of the DPPAR on which the erroneous remark appeared. The complete erroneous remark shall then be stated, followed by the corrective information, and prefaced by the word "SHOULD BE" (in capital letters);

2) Under no circumstance, except in case of correction of a final report, shall a corrected copy of a DPPAR be forwarded to DPRM to replace a DPPAR previously submitted.

c. DISPOSITION —

1) The consolidated original copy of the DPPAR shall be retained at the office/unit for future reference; CTSAaH

2) The DPPAR may be only disposed of after five (5) years and only upon written clearance from higher authorities.

8. GUIDELINES TO BE OBSERVED IN THE FILLING UP OF ENTRIES

a. HEADING —

1) Office/Unit, day, month, and year shall be entered in the appropriate spaces to indicate the effective date of the report;

2) The rank, name and designation of the reporting personnel shall be written on the appropriate line.

b. REMARKS —

1) The rank, last name, first name, middle initial, position/designation, badge number and reason of absence of a PNP personnel shall be indicated in the spaces provided for the purpose;

2) The status of personnel who is absent shall include the reason/s of his/her absence in the DPPAR; CAacTH

3) Remarks pertaining to all changes required by this circular shall be reported on the line after each individual's name, rank, badge number. If two or more individuals are affected by the same change requiring a single remark, the full name, rank, position/designation and badge number will be listed for each on consecutive lines. Gains and losses as well as change in rank shall be substantiated by corresponding changes in the strength section;

4) In case of transfer of assignment from one unit to another, the losing unit must indicate said transfer in the REASONS SECTION of its DPPAR. It is likewise the responsibility of the gaining unit to specify in the REASONS SECTION of its DPPAR the date of transfer of subject personnel;

5) A record of the promotion or demotion of each individual personnel shall be indicated in the DPPAR including the date and authority of such change;

6) When there is no change in the status of personnel during the period of accounting, the words "NO CHANGE" shall be entered in the remarks section and strength shall be transcribed from the previous day. CHDTEA

c. RECAPITULATION —

1) Organic (Org) — refers to the number of personnel by rank for uniformed personnel and by salary grade for non-uniformed personnel assigned in an office/unit.

2) Detail (Det) — refers to the number of personnel carried by an office/unit on detail status.

3) Total — refers to the sum of organic personnel and those on detail.

4) Present (P) — refers to personnel who reported for office during the day:

a) Duty (Dy) — refers to PNP personnel actually rendering police administrative/operation duty on his/her office/unit assignment and carried in the unit/office disposition and location of personnel. EAcHCI

b) Under Instruction (UI) — refers to personnel who were sent to accomplish a specific task on a specific period/time.

c) Conference (Conf) — refers to official gatherings/meetings in a specific time and place.

d) Schooling (Sch) — refers to PNP personnel who are officially sent to undergo schooling local or abroad for a limited period.

e) Travel (Trav) — refers to PNP personnel authorized to leave his office/unit on official time for a specific task such as inspections, audit, visit, etc.

5) Absent — refers to PNP personnel who wittingly or unwittingly fail to report for office for the day for whatever reason/s. STEacI

a) Leave (Lv) — the right granted to personnel not to report for work with or without pay as may be provided by law and as the rules prescribe in Rule XVI of the Omnibus Rules Implementing Book V of the Administrative Code of 1987 (Executive Order 292).

The length of leave authorized shall be included in the remarks column and the nature of leave (vacation, sick, mandatory, special privilege, maternity, paternity, Violation Against Women and Children (VAWC), solo parent, etc.). Entries showing an extension of leave shall be made on the date the extension was granted.

b) Confined in Hospital (Conf Hosp) — refers to PNP personnel admitted in PNP hospitals and dispensaries and DOH retained hospitals on account of sickness. CTDacA

The Daily PNP Personnel Accounting Report for hospital shall show a record of personnel wounded in action. The remarks reflecting discharge from the hospital shall indicate the cause of confinement whether in line of duty or on account of sickness. In case of discharge from confinement or death, the same shall be indicated in the DPPAR.

c) Sick — refers to PNP personnel who fails to report to work on account of sickness.

d) Absent Without Official Leave (AWOL) — refers to the status of any PNP personnel who absents himself/herself from work without approved leave of absence of to any of the circumstances mentioned in Section 3 of NAPOLCOM Memorandum Circular No. 95-017.

Personnel on AWOL status shall be listed in the roster of the unit or office where they are assigned until dropped from the rolls or dismissed from the Police Service. Personnel who shall incur unauthorized absences for a continuous period of thirty (30) days shall be dropped from the rolls by his/her mother unit and the appropriate remarks be made. PNP members on AWOL who shall report back to duty before they could be dropped from the rolls or dismissed from the service shall be accepted subject to disciplinary action for the AWOL committed. DAEcIS

e) Suspended (Suspd) — refers to PNP personnel who are not required to report for work due to penalty imposed or as a preventive measure imposed due to a pending administrative or criminal case.

f) Dropped from rolls (DFR) — is a non-disciplinary remedy of terminating official relations with the PNP for being on AWOL. If the AWOL is for a continuous period of at least thirty (30) calendar days, no prior notice is required for the issuance of DFR order. However, if the AWOL is less than thirty (30) days, a return to work order is necessary before a DFR order could be issued.

g) Missing (Miss) — refers to PNP uniformed personnel who, while in the performance of duty or by reason of his being a member of the PNP is officially confirmed missing in action, kidnapped or captured by lawless elements. He/She shall, however, be carried in the office/unit roster. His/her absence however, shall be indicated in the "REMARKS" of the DPPAR. When it becomes known or confirmed that subject personnel is dead, he shall be retired/terminated from the PNP Service in accordance with existing laws, rules and regulations. AcIaST

h) Under detention (Und Dtn) — refers to PNP personnel who is detained by authority of competent court whether during the pendency of a criminal case or as a result of criminal conviction.

6) Loss/es — refers to PNP personnel who is/are not required to report for work for reason that his/her employer-employee relationship has been officially terminated.

a) Terminated/Separated (Trmd/Sprtd) — refers to PNP personnel who shall be reported as separated from the Service by resignation, discharge, or dismissal in accordance with existing laws, rules and regulations.

b) Retired (Ret) — refers to PNP personnel whose employee-employer relationship is severed by compulsory or optional retirement. aIHSEc

c) Deceased (Dec) — refers to PNP personnel who passed away whether in line of duty or on account of sickness during the accounting.

PNP personnel who shall be reported to have died shall be indicated in the DPPAR on the date of such death. Circumstances of death shall likewise be indicated whether in line of duty or on account of sickness, etc.

d. AUTHENTICATION

The DPPAR shall be prepared and signed by the Executive Senior Police Officer (ESPO) and authenticated by the Administrative Officer/Personnel Officer (ADMO) of the reporting unit, or, in his/her absence, his/her assistant/deputy. The rank, first name, middle initial and last name of the authenticating officer with his/her signature shall be required. If more than one form is required, each page shall be initialed by the authenticating officer and last page shall bear his/her signature. AcHSEa

9. AMENDING CLAUSE:

All issuances contrary to or inconsistent with this Circular are hereby amended accordingly.

10. PENALTY CLAUSE:

Any violation of this Circular shall be a ground for administrative sanction in accordance with existing laws, rules and regulations.

11. EFFECTIVITY:

This Memorandum Circular shall take effect after fifteen (15) days from the filing of a copy hereof at the University of the Philippine Law Center in consonance with Sections 3 and 4 of Chapter 2, Book VII of Executive Order No. 292, otherwise known as "The Revised Administrative Code of 1987", as amended.

(SGD.) AVELIÑO I. RAZON, JR.Police Director General

DAILY PNP PERSONNEL ACCOUNTING REPORT

CONSOLIDATED WEEKLY PNP PERSONNEL ACCOUNTING REPORT

CONSOLIDATED MONTHLY PNP PERSONNEL ACCOUNTING REPORT