Internal Rules and Regulations in Recording and Monitoring of Office Attendance

September 4, 2006

DOF DEPARTMENT ORDER NO. 033-06

 

To enable this Department to effectively monitor the employees' office attendance pursuant to Rule XVII, "Government Office Hours" of the Civil Service Law and Rules, MC No. 4 s. 1991 dated 22 January 1991, "Policy on Absenteeism and Tardiness," and MC No. 21 s. 1991 dated 04 June 1991, "Policy on Government Working Hours for Government Officials and Employees," the following rules and regulations are hereby reiterated for strict compliance:

1. The FingerScan Printout shall be the basis of the salary of employees. Absences and undertimes of employees will automatically be deducted without waiting for the confirmation of respective supervisors. Upon confirmation of print outs, any deduction made from salary and allowance shall be paid in the succeeding payroll period.

2. Employees on detail or on mission shall be required to record their attendance by using DTR (Form 48) and shall submit the same duly signed by their respective supervisors at the end of each month as basis for their salary.

3. Employees, except Drivers assigned to authorized officials, Chief of Divisions and above, shall record their office attendance through the FingerScan machines installed in the following locations:

    3rd Floor, DOF Building

    5th Floor, DOF Building

    7th Floor, EDPC Building

    It is understood that Chief of Divisions referred above are those identified as such in the Personal Services Itemization and Plantilla of Personnel. (Sec. 44 of General Provisions Annual and General Appropriations Act) CAIHTE

4. Employees shall continue to observe the flexi-time schedule as follows:

a.) Employees shall be allowed a one-hour grace period from the start of their respective office hour schedule, i.e., (a) 7:30 a.m. to 4:30 p.m., and (b) 8:30 a.m. to 5:30 p.m. provided they shall render the required eight (8) hours of work in one (1) day exclusive of one (1) hour lunch break. However, on Mondays, all employees shall observe the 8:00 a.m. to 5:00 p.m. schedule to enable them to attend the Flag Raising Ceremony.

b.) Employees who report for work at (a) 8:31 a.m. or (b) 9:31 a.m. or later, respectively, shall be considered tardy. Employees who leave the office with less than eight (8) hours service during the day, except if on Official Business, shall be considered as having incurred undertime.

c.) Employees are entitled to a lunch break not exceeding one (1) hour, which shall be from 12:00 p.m. to 1:00 p.m. in all cases.

5. Employees shall likewise sign in the attendance logbook in their respective offices upon arrival at and departure from the office.

6. Recording of attendance including mid-breaks during regular working days shall be strictly observed. Any of the following instances shall result in attendance of half day only:

a. Failure to swipe in upon arrival to office in the morning,

b. Failure to swipe during mid-breaks, or

c. Failure to swipe out at the end of the working hours.

    Likewise, an employee shall be considered absent for the day when his FingerScan printout reflects any of the following:

a. No swipe at the start of office hours and during mid-breaks,

b. No swipe during mid-breaks and at the end of office hours, or

c. No swipe at the start and at the end of office hours.

    Failure to swipe during mid-breaks shall only be allowed twice a month. Other instances shall not be considered unless the following conditions are met:

    First & Second Offense — to be endorsed by the Undersecretary concerned DETACa

    Third Offense — to be endorsed by the Department Secretary

7. In case of Official Business (OB), the employee shall file with the Personnel Services Division (PSD) a properly accomplished Pass Slip duly approved by his supervisor before proceeding to his assignment. In case of urgent Official Business and the employee needs to directly proceed to place of assignment, he shall submit the same to PSD within two (2) days upon return to the office. If the employee fails to submit required OB Pass Slip within the prescribed period, he shall be considered either absent, undertime or late depending upon the period of time he was out of the office. No verbal notice of Official Business (OB) shall be entertained.

8. An employee going on seminar, field inspection, or other official assignment of more than one day shall be authorized through an appropriate Department Personnel Order (DPO), Office Order or Investigation Authority, in the case of Revenue Integrity Protection Service (RIPS) personnel. The Central Records Management Division or the employee concerned shall furnish PSD a copy of said Order for monitoring purposes. The personnel in charge of records of the Revenue Integrity Protection Service (RIPS) shall likewise furnish PSD a copy of said Investigation Authority.

9. Monthly FingerScan printouts of the subordinates' attendance shall be forwarded to head of office for confirmation after which the same shall be returned to PSD.

10. Employees who register their office attendance through means other than the FingerScan machine (e.g., Chief of Divisions, Drivers) shall submit their duly signed and approved Daily Time Record (CS Form No. 48) to PSD not later than the fourth (4th) working day of the succeeding month. If the employee fails to submit said DTR within the prescribed period, he will not be included in the payroll following the applicable month where he failed to comply.

11. Attendance in work-related court hearings shall be considered official business.

12. Frequent unauthorized absences, loafing or frequent unauthorized absences from duty during regular office hours shall be meted the following penalties:

    First offense — suspension for six (6) months and one (1) day to one (1) year

    Second offense — DISMISSAL aDSIHc

    An officer or employee in the civil service shall be considered habitually absent if he incurs unauthorized absences exceeding the allowable 2.5 days monthly leave credit under the Leave Law for at least three (3) months in a semester or at least three (3) consecutive months during the year.

    In case of claim of ill health, respective supervisors, upon clearance from the Undersecretary in charge of Administration, can verify the validity of such claim, and if not satisfied with the reasons given, should disapprove the applications for sick leave. (CSC MC No. 23 s. 1998)

    An employee is considered loafing if he/she wastes time doing nothing or lounges in workplace other than his/her own official workstation.

13. Violation of reasonable office rules and regulations which shall include HABITUAL TARDINESS shall be meted the following penalties:

    First Offense — Reprimand

    Second Offense — Suspension for one (1) day to thirty (30) days

    Third Offense — DISMISSAL

    An employee shall be considered habitually tardy if he incurs tardiness, regardless of the number of minutes, ten (10) times a month for at least two (2) months in a semester or at least two (2) consecutive months during the year. (CSC MC No. 23 s. 1998)

All orders, circulars or memoranda contrary or inconsistent thereto are hereby repealed/modified accordingly.

This Order takes effect immediately.

 

(SGD.) MARGARITO B. TEVESSecretary