Guidelines on the Hiring of Contractuals, Execution of Contracts of Services, Creation of Contractual Information and Payroll System and Processing of Compensation of Philippine Mediation Center Unit Staff

January 17, 2022

OCA CIRCULAR NO. 15-2022

 

The Supreme Court en banc in its Resolution in A.M. No. 21-08-01 SC PHILJA dated October 5, 2021, approved, among others, the transfer of the Philippine Mediation Center Office (PMCO) from the Philippine Judicial Academy (PHILJA) to the Office of the Court Administrator (OCA) and the conversion of the 191 contractual PMC Unit Staff as regular court personnel in the plantilla of the Office of the Clerks of Courts of the stations where they are assigned.

Pursuant to the said Resolution, the herein Guidelines on the Hiring of PMC Unit Staff, Execution of Contracts of Service, Creation of Contractual Information System (CIS) and Contractual Payroll System (CPS), Processing of Daily Time Record (DTR) and Payment of Compensation shall be as follows:

1. Hiring of PMC Unit Staff

The PMC shall determine the vacancies in the PMC Unit nationwide. PMC Unit Staff are recruited and screened by the PMC, Court Management Office, in accordance with the qualification standards and screening procedures set forth for the purpose. The applicants shall be screened based on age, educational attainment, employment history, trainings attended, and the required eligibility. The hiring and renewal of PMC Unit Staff are subject to the approval of the Supreme Court. Their compensation shall be initially sourced from the approved Annual Operating Budget of the PMC, CMO. However, once the PMC Unit Staff are converted to regular personnel of the judiciary, their salaries shall henceforth be charged to the general appropriations of the Supreme Court.

The newly-hired PMC Unit Staff shall undergo work orientation to be conducted by the PMC Central Office and actual hands-on training by a senior PMC Unit Staff to be designated for the purpose. Accordingly, the new staff shall submit the following:

a. Contract of Service;

b. Personal Information Sheet (PMC Form No. 3);

c. Diploma or Certificate of Completion (for vocational or certificate program);

d. Transcript of Records;

e. Civil Service Eligibility or equivalent board examination;

f. Physical Examination or Medical Certificate; ETHIDa

g. PMC Identification Card with picture;

h. Landbank Payroll Savings Account;

i. NBI or Police Clearance;

j. Certificate of Good Moral Character; and

k. Tax Identification Number.

2. Contracts of Services (COS)

The renewal of contracts of services and hiring of PMC Unit Staff shall be approved by the Supreme Court. Once approved, the PMC shall prepare the individual COS which is good for a maximum period of six months, subject to renewal for another six months per the PMC's evaluation of the performance of the concerned PMC Unit Staff. For newly-hired PMC Unit Staff, the period of their COS will depend on their actual assumption in the Unit.

Pursuant to Civil Service rules, the COS shall contain the names of the first and second party, the contractual position, place of assignment, compensation, period of contract, duties and responsibilities, nature of contractual employment, signature of contracting parties and their witnesses, and the authentication page. The COS shall be executed and signed by the Court Administrator (First Party) and the PMC Unit Staff (Second Party) and 2 witnesses, i.e., the Executive Judge in the area where the unit staff is assigned; and the Chief of Office of the Court Management Office, Office of the Court Administrator. All signatories to the contracts shall sign each and every page thereof. The contract shall then be notarized and authenticated by the Deputy Court Administrator of the OCA, Supreme Court.

3. Contractual Information System and Contractual Payroll System

The PMC, through the Management Information Systems Office (MISO), shall develop a Contractual Information System (CIS) and Contractual Payroll System (CPS) for the compensation of its Mediation Unit Staff. The MISO shall continuously provide the technical support and constant upgrading of both systems while the PMC, in coordination with the OCA, Office of the Administrative Services, shall provide, encode and update the necessary database information of the individual PMC Unit staff stored in these two systems.

The CIS is a system designed to store the basic detailed information database of contractual PMC Unit Staff such as personal details, educational background, employment history and trainings attended. It also provides the monthly record of attendance, tardiness and absences of the mediation staff. On the other hand, the CPS is basically linked to the CIS and its entire database; and operated by the Financial Management Office of the OCA. It can generate payroll printouts and Bureau of Internal Revenue (BIR) Withholding Tax forms.

4. Processing of Daily Time Records (DTRs) and Payment of Compensation

Hereunder is the TIMELINE on the submission of Daily Time Records (DTRs) and payment of compensation of contractual mediation staff. Starting January 1, 2022, the DTRs shall now be processed on a monthly basis.

 

	SUBMISSION OF DAILY TIME RECORD	CREDITING OF PAYMENT OF SERVICE
REGULAR PAYROLL	On or before the seventh (7th) day of the succeeding month of the payroll covered by the DTR	On the twenty fifth (25th) day of the succeeding month of the payroll covered by the DTR

 

All original DTRs received within the abovementioned timeline shall be processed and considered as part of the regular payroll. For original DTRs received on time but with erroneous entries and with lacking documentary requirements, these shall be automatically processed upon correction or completion of said documentary requirements.

All original DTRs submitted beyond the above timeline shall be automatically included in the special payroll processing system.

The following are the documentary requirements for the processing of the compensation of a PMC Unit Staff:

A. For initial/renewed Contract of Service

1. Certified true photocopy of Contract of Service;

2. Original DTR signed by the PMCU Staff and verified by the Clerk of Court and/or Executive Judge;

3. Photocopy of Land Bank of the Philippines (LBP) automated teller machine (ATM) card (for newly hired);

4. Photocopy of PMC Detail Memo (if necessary);

5. Certificate of Attendance (if necessary); and

6. Approved request for excused leave of absence (if necessary); and

7. Other necessary supporting documents.

B. For terminated COS due to permanent appointment

1. Original DTR

2. Certified photocopy of Oath of Office

3. Certified photocopy of Certificate of Assumption to Duty

C. For terminated COS before its expiration

1. Original DTR

2. Clearance, process, data, and other information related thereto

All PMC Unit Staff are required to submit their BIR requirements pursuant to Memorandum No. 03-2022 dated January 6, 2022 on or before January 15, 2022 to the Philippine Mediation Center, Court Management, OCA. cSEDTC

The tax rate availed of in the Income Payee's Sworn Declaration of Gross Receipts/Sales shall be applied to their compensation for the entire year.

All requirements for the processing of compensation shall be submitted to the the Philippine Mediation Center, Court Management Office.

For strict compliance.

(SGD.) RAUL BAUTISTA VILLANUEVADeputy Court Administrator