Monitoring and Verification of Entries in the Logbook of Attendance

February 27, 2023

OCA CIRCULAR NO. 82-2023

 

Pursuant to item no. 3 of OCA Circular No. 07-2013 dated 16 January 2013 (Re: Timely Submission of Certificates of Service of Judges and Daily Time Records (DTRs)/Bundy Cards of Personnel of the Lower Courts), all clerks of court/acting clerks of court and branch clerks of court/acting branch clerks of court/officers-in-charge are mandated to undertake the following responsibilities, to quote:

3. Every Clerk of Court in the Office of the Clerk of Court (OCC) and in the respective branches shall:

3.1 maintain a registry book of attendance (logbook) in which all officials and employees of that court must log in chronologically by signing and indicating therein their time of arrival in and departure from the office;

3.2 check the accuracy of the entries in the DTRs/Bundy Cards by comparing them with the entries in the logbook and ensuring that the time appearing in the DTRs/Bundy Cards tallies with the time recorded in the logbook; and,

3.3 prepare a Monthly Report on Absences, Tardiness and Undertime.

As custodians of logbook of attendance, all clerks of court/acting clerks of court and branch clerks of court/acting branch clerks of court/officers-in-charge are tasked to not only monitor and require the court personnel's entries in the logbook but also ensure that these entries are true and accurate.

Accordingly, and in addition to what is provided in OCA Circular No. 07-2013, all clerks of court/acting clerks of court and branch clerks of court/acting branch clerks of court/officers-in-charge of the first and second level courts are hereby DIRECTED to:

1. check, monitor, and maintain the accuracy and truthfulness of the entries in their respective courts' logbook of attendance;

2. prepare a monthly sworn statement attesting under oath the veracity and truthfulness of the entries in their respective courts' logbook of attendance; and

3. include a copy of the sworn statement to the court's monthly transmittal of Certificates of Service, DTRs/Bundy Cards, and Monthly Report of Absences, Tardiness, and Undertime.

The failure to submit the required sworn statement or the issuance of the same with knowledge of any inaccuracy and/or irregularity in the concerned logbook entries are grounds for administrative liability and possible charge for perjury.

For guidance and strict compliance.

(SGD.) RAUL B. VILLANUEVACourt Administrator

ATTACHMENT

INSERT ATTACHMENT OCA Circular No. 07-2013 dated January 16, 2013.