Revised Guidelines in the Electronic Filing of Applications for Leave and Requests for Travel Authority and/or Extension of Travel Abroad

March 9, 2016

OCA CIRCULAR NO. 67-2016

 

For the information and guidance of all judges and personnel of the lower courts, quoted hereunder is the Resolution of the Court En Banc dated December 8, 2015 in A.M. No. 12-5-39-MTCC, to wit:

"Upon the recommendation of the Office of the Court Administrator, the Court Resolved to APPROVE the following Revised Guidelines in the Electronic Filing of Applications for Leave and Requests for Travel Authority and/or Extension of Travel Abroad:

I. Applications for Leave

1. Lower courts' officials and personnel may submit the scanned copy of their properly accomplished application for leave, duly stamped received in their respective station, together with complete supporting documents, if applicable, to the Employees' Leave Division (ELD), Office of Administrative Services (OAS), Office of the Court Administrator (OCA), to the electronic mail (e-mail) address of the processor-in-charge of the area.

 The ELD, OAS, OCA receives an average of 100 leave applications each day; if all of these applications will be received by only one or two individuals, it would take some time before they could be distributed to the individual processor-in-charge. Thus, it will be more expeditious if the leave applications will be e-mailed directly to the individual processor-in-charge who would be accountable to them in case of delay in processing. In case of resignation, retirement, or transfer of the processor-in-charge, he/she shall inform, through e-mail, the concerned lower court officials and personnel of the e-mail address of the new processor-in-charge.

 The following is the list of the e-mail addresses of the processors-in-charge together with their respective areas of assignment, to wit:

For National Capital Judicial Region (Section 1)
E-mail address	Area In-Charge
Lorna F. Ramoran	Judges:
[email protected]	MeTC-NCJR
	RTC-NCJR
	Personnel:
	RTC
	Parañaque City
	Malabon City
	[Muntinlupa] City
	OCC-Pasig
Emily M. Valenzuela	Personnel:
[email protected].ph	RTC-Manila
Joveliza G. Montoya	Personnel:
[email protected]	MeTC
	Caloocan City
	Quezon City
	Manila
	Makati City
	RTC
	Pasig Br. 67-155
Jeffrhey R. Parcon	Personnel:
[email protected]	RTC
	Las Piñas City
	Makati City
	Pasay City
Rowena A. Alejo	Personnel:
[email protected]	MeTC
	Parañaque City
	Las Piñas City
	Malabon City
	Mandaluyong City
	Marikina City
	Muntinlupa City
	Navotas City
	Pasig City
	Pateros City
	Taguig City
	San Juan City
	Valenzuela City
	Pasay City
	RTC
	Caloocan City
	Valenzuela City
	HOJ-NCR
	Manila
	Marikina City
	Pasig City
	Caloocan City
	Mandaluyong City
	Quezon City
Jonalyn S. [Vallangca]	Personnel:
[email protected]	RTC
	Quezon City
	Mandaluyong City
	Marikina City
	Pasig City Br. 156-268
For Regions 1 to 4 (Section 2)
E-mail address	Area In-Charge
Mary Rosalyn K. Jose	Judges and Personnel:
[email protected]	RTC
	Malolos, Bulacan
	Nueva Ecija
	Tarlac
	Bataan
Maria Margarita C. Dela Cruz	Judges and Personnel:
[email protected]	RTC
	Ilocos Norte
	Ilocos Sur
	Pangasinan
	La Union
Melvin F. Dizon	Judges and Personnel:
[email protected]	RTC
	Baguio
	Bontoc
	Abra
	Ifugao
	Batanes
	Quirino
	Kalinga
	Apayao
	Pampanga
	Zambales
	Baler
	Mindoro
	Romblon
	Tabuk
Amalia D. Alviso	Judges and Personnel:
[email protected]	RTC
	Rizal
	Palawan
	Cavite
	Marinduque
	MCTC
	Cagayan
	Isabela
	Mindoro Occidental
	Mindoro Oriental
	Palawan
Teresita M. Aniñon	Judges and Personnel:
[email protected]	RTC
	Batangas
	Laguna
	Quezon
Zharina Marie I. Cantada	Judges and Personnel:
[email protected]	MTC/MCTC
	Kalinga
	Nueva Ecija
	Tarlac
	Pampanga
	Bulacan
	HOJ
	Regions 1 to 4
Madelaine P. Bergonio	Judges and Personnel:
[email protected]	MTCC
	Regions 1, 3 & 4
Maria Edna J. Penabella	Judges and Personnel
[email protected]	MTC/MCTC
	Batangas
	Zambales
	MTC
	Aurora
	Cagayan
	Nueva Vizcaya
	Bataan
	Isabela
	MCTC
	Batanes
	Ifugao
	Quezon
	Apayao
	Quirino
Jearomel C. Serrano	Judges and Personnel:
[email protected]	MCTC/MTC
	Region 1
Jean M. Fernandez	Judges and Personnel:
[email protected]	RTC
	Benguet
	Cagayan
	Isabela
	Nueva Vizcaya
	MCTC/MTC
	Benguet
	MCTC
	Nueva Vizcaya
	MTCC
	Region 2
Fernando S. Agbulos	Judges and Personnel:
[email protected]	MTC/MCTC
	Cavite
	Rizal
	Laguna
	Romblon
	MTC
	Marinduque
	Quezon
	Quirino
	Mindoro
	Batanes
	MCTC
	Bataan
	Aurora
For Regions 5 to 8 (Section 3)
Irmina [Cristina] G. Pernito	Judges:
[email protected]	Regions 5 to 8
	Personnel:
	MTC
	Region 6
Nenita N. Cervantes	Personnel:
[email protected]	MCTC
	Region 5
	Region 6
	Region 8
	RTC
	Tagbilaran City, Bohol
	Carmen, Bohol — Branch 51
	Laoay, Bohol — Branch 50
	Talibon, Bohol — Branch 52
	Argao, Cebu — Branch 26
	Barili, Cebu — Branch 61
	Bogo, Cebu — Branch 60
	Danao City — Branch 25
	Lapu-lapu City
	OCC
	Branch 27
	Branch 53
	Branch 54
Edgardo F. Quitevis	Personnel:
[email protected]	RTC — Region 5
Jacqueline G. Flores	Personnel:
[email protected]	MTC — Region 7
	MCTC — Region 7
	MTCC — Region 7
Ma. Lorena P. Buño	Personnel:
[email protected]	RTC — Region 8
	MTC — Region 8
	MTCC — Region 8
	Baybay City
	Borongan City
	Catbalogan City
Anna Melissa P. Gonzales	Personnel:
[email protected]	RTC — Region 7
	Cebu City
	Dumaguete City
	Talisay City
	MTCC — Region 6
	Iloilo City
	HOJ
	Regions 5 to 8
Honradez M. Sanchez	Personnel:
[email protected]	RTC
	Region 6
	Region 7
	Toledo City
	Mandaue City
	Oslob, Cebu
	Guihulngan
	Bayawan
Estrelita R. Gonzales	Personnel:
[email protected]	MTC Region 5
	MTCC Region 5
	MTCC Region 6 (except Iloilo
	City)
	MTCC Region 8
	Calbayog City
	Maasin City
	Ormoc City
	Tacloban City
For Regions 9 to 12 (Section 4)
E-mail address	Area In-Charge
Perla N. Barrameda	Judges and Personnel:
[email protected]	MTCC-9
	Dipolog City
	Isabela City
	Pagadian City
	Dapitan City
	MTCC-11
	Garden City [of] Samal
	Bislig City
	General Santos City
	Koronadal City
	Panabo City
	Tagum City
	MTCC-12
	Cotabato City
	Kidapawan City
	Tacurong City
	RTC-11
	Digos City
	General Santos City
	Koronadal City
	Polomolok City n
	Surallah, So. Cotabato
	RTC-12
	Lanao Del Sur
	Lanao Del Norte
	Kabacan, [Northern] Cotabato
	Sultan Kudarat
Joseph C. Cipriano	Judges and Personnel:
[email protected]	MCTC-11
	Sarangani
	Davao Del Norte
	Davao del Sur
	Surigao Del Sur
	South Cotabato
	RTC-11
	Davao Del Norte
	Davao Del Sur
	Surigao Del Sur
	RTC-12
	Midsayap, North Cotabato
	Kidapawan, North Cotabato
Jerry S. Sanchez	Judges and Personnel:
[email protected]	MTCC-10
	Butuan City
	Cagayan De Oro City
	Oroquieta City
	Ozamiz City
	Surigao City
	Tangub City
	Valencia City
	Gingoog City
	Malaybalay City
	MTCC-11
	Davao City
	MTCC-12
	Iligan City
	RTC-10
	Butuan City
	Cagayan de Oro City
	Oroquieta City
Zenaida E. Laca	Judges and Personnel:
[email protected]	MCTC-12
	Lanao Del Norte
	Lanao Del Sur
	North Cotabato
	Sultan Kudarat
	Maguindanao
	Shari'a District Court
	Shari'a Circuit Court
Anamie B. Pimentel	Judges and Personnel:
[email protected]	MTC-9
	Zamboanga Del Sur
	Zamboanga Del Norte
	Jolo, Sulu
	MTC-10
	Camiguin
	Surigao Del Norte
	Bukidnon
	Agusan Del Sur
	Misamis Oriental
	Misamis Occidental
	MTC-12
	Lanao Del Sur
	Lanao Del Norte
	Maguindanao
	North Cotabato
	RTC-9
	Zamboanga Del Norte
	Dipolog City
	RTC-10
	Surigao Del Norte
	Bukidnon
	Ozamiz City
	Gingoog City
	Agusan Del Norte
	Agusan Del Sur
	Misamis Oriental
	Misamis Occidental
	Tangub City
	MTC-11
	Sarangani
	South Cotabato
	Davao del Norte/Sur
	Davao Oriental
	Surigao Del Sur
Jayson Amado	Judges and Personnel:
[email protected]	MCTC-9
	Zamboanga del Norte
	Zamboanga del Sur
	Basilan
	Sulu
	Tawi-Tawi
	MCTC-10
	Agusan del Norte
	Agusan del Sur
	Misamis Occidental
	Camiguin
	Surigao del Norte
	Bukidnon
Ma. Elena A. Morales	Judges and Personnel:
[email protected]	RTC-9
	Zamboanga City
	Zamboanga del Sur
	Pagadian City
	Sulu
	Tawi-Tawi
	Isabela, Basilan
	RTC-11
	Davao City
	HOJ 9-12

 

2. Properly accomplished application for leave (Civil Service Form No. 6 [Revised 1984]) shall include the complete details of the application, the date of filing in the lower court, signature of the applicant, and signature and recommendation, either for approval or disapproval, of the Executive Judge (for those in the Office of the Clerk of Court) or the Presiding Judge (for those in the court branches) or the Clerk of Court as delegated in writing by the Executive/Presiding Judge.

3. The Clerk of Court shall furnish the ELD, OAS, OCA, with a copy of the Executive/Presiding Judge's written delegation of authority to him/her to sign and recommend the approval or disapproval of leave applications, otherwise, the Clerk of Court's signature and recommendation shall not be honored and the leave application shall not be processed.

4. The documents in support of the application for leave, if any, shall be separately scanned, saved and individually attached to the e-mail. The file name of the soft copy of the documents should follow the specified format, i.e., (name), LEAVE APPLICATION, (court). [example: Dela Cruz, Juana A., LEAVE APPLICATION, Branch 1, RTC, Manila].

5. The scanned copy of the application for leave sent through e-mail shall reflect or show on its face that the application had been filed in the proper court station as shown by the stamp of receipt thereat and the actual date of receipt or filing.

 

6. The following time frame under Rule XVI of the Omnibus Rules on Leave in the filing of application for leave of absence in the lower courts shall still be observed: AIDSTE

a. All applications for vacation leave of absence for one (1) full day or more must be filed five (5) days in advance, whenever possible, of the effective date of such leave. (Section 51)

b. All applications for sick leave of absence for one (1) full day or more must be made [using] the prescribed form and shall be filed immediately upon the official or employee's return from such leave. Notice of absence, however, should be sent to the immediate supervisor and/or the agency head. Application for sick leave in excess of five (5) successive days shall be accompanied by a proper medical certificate.

 Sick leave may be applied for in advance in cases where the official or employee will undergo a medical examination or operation or advised to rest in view of ill health duly supported by a medical certificate. (Section 53)

7. Properly accomplished application for leave with its complete supporting documents, submitted to the ELD, OAS, OCA, through e-mail, shall be processed accordingly.

 Within thirty (30) working days from receipt of the properly accomplished application for vacation leave, together with its complete supporting documents, if applicable, the applicant shall be notified through e-mail of the approval or disapproval thereof, otherwise the application shall be deemed approved or disapproved as recommended by the Executive Judge or the Presiding Judge or the Clerk of Court. In no case, however, shall the application be deemed approved for a period exceeding the maximum thirty (30) working days limit provided under A.M. No. 09-7-03-O (Setting the Maximum Period of Vacation Leave of Lower Court Officials and Personnel), Resolution dated February 1, 2011.

 Within thirty (30) working days from receipt of the properly accomplished application for sick leave, which is recommended for approval by the Executive Judge or the Presiding Judge or the Clerk of Court, together with its complete supporting documents, if applicable, the applicant shall be notified through e-mail of the approval or disapproval of the application, otherwise the application shall be deemed automatically approved.

 Within thirty (30) working days from receipt of the properly accomplished application for sick leave, which is recommended for disapproval by the Executive Judge or the Presiding Judge or the Clerk of Court, together with its complete supporting documents, the ELD, OAS, OCA, shall refer [the application] to the SC Clinic Services, for further evaluation and recommendation. Within seven (7) working days from receipt of the Evaluation Report and Recommendation of the SC Clinic Services, the ELD, OAS, OCA, shall advise the applicant of the approval or disapproval of his/her application for sick leave.

 For monitoring purposes, in case of sick leave of absence beyond one (1) month, the concerned employee shall file a sick leave application at the end of each month even before his/her return to work.

 The concerned employee may also file the sick leave application in advance as in cases where he/she will undergo a medical examination or an operation or is advised to rest in view of ill health.

 In all these instances, the sick leave application shall be accompanied by pertinent medical documents.

8. In all cases, the hard copy of the properly accomplished application for leave and its complete supporting documents shall be mailed to and received by the ELD, OAS, OCA, within thirty (30) calendar days from the date of the e-mail for purposes of verification and authentication of the signature of the Executive/Presiding Judge or Clerk of Court and for record purposes, otherwise, the concerned official or employee's corresponding absences shall be considered unauthorized.

II. Request for Travel Authority and Extension of Travel Abroad

1. The scanned copy of the letter-request for authority to travel abroad and properly accomplished application for leave, together with the complete documentary requirements, shall be sent to the ELD, OAS, OCA through the e-mail address of the processor-in-charge of the area as provided in paragraph no. 1 of item I hereof, not earlier than two (2) months before the applicant's intended departure date but not later than ten (10) working days before said date, otherwise, the request shall not be entertained.

2. The scanned copy of the letter-request for extension of travel abroad and properly accomplished application for leave, together with the complete documentary requirements, if applicable, shall be sent to the ELD, OAS, OCA through the e-mail address of the processor-in-charge of the area as provided in paragraph no. 1 of item I hereof, not later than ten (10) working days before the expiration of the period covered by the original travel authority, otherwise, the request shall not be entertained.

3. Within three (3) working days from receipt of the applicant's e-mail request for travel authority or extension of travel abroad, the ELD, OAS, OCA, shall send a reply e-mail to the applicant in case there is any lacking document. In return, the applicant shall send within the next three (3) working days through e-mail the scanned copy of the lacking document.

4. Upon receipt of the complete documentary requirements, the ELD, OAS, OCA, shall process the application for travel authority or extension of travel abroad within ten (10) working days, otherwise, the application shall be deemed approved or disapproved as recommended by the Executive Judge or the Presiding Judge. In no case, however, shall the original period of the travel authority together with the period of extension thereof exceed the maximum thirty (30) working days limit provided under A.M. No. 09-7-03-O in case of automatic approval.

5. A scanned copy of the travel authority or authority to extend travel abroad shall be sent by the ELD, OAS, OCA, through e-mail to the applicant within three (3) working days from its receipt of a copy thereof. The original copy of the travel authority or authority or authority to extend travel abroad shall be sent by the OCA through regular mail unless it was arranged by the applicant that he/she or his/her authorized representative will personally pick-up the same.

6. In all cases, the hard copy of the properly accomplished application for leave and its complete supporting documents, shall be mailed to and received by the ELD, OAS, OCA, within thirty (30) calendar days from the date of the e-mail for purposes of verification and authentication of the signature of the Executive/Presiding Judge and for record purposes, otherwise, the concerned official or employee's corresponding absences shall be considered unauthorized despite the issuance of a travel authority or authority to extend travel abroad.

The applicant's e-mail shall provide the following basic information and shall be in the following format:

 

(Required basic information in the body of the e-mail)

Name: ______________________

Position: ____________________

Court Station: ________________

Contact Numbers: ____________________________ (mobile and landline with area code)

Where leave will be spent: ___________________

Period of leave: ___________________

Other e-mail address/es, if any: _____________

Titles of Attached Documents: (sample)

1. Application for Leave

2. Letter-Request for Authority to Travel Abroad

3. Lower Court (LC) Clearance as to Money/Property Accountability

4. LC Clearance as to Pending Criminal/Civil/Administrative Cases

5. Clearance as to Pending Stenographic Notes from the Applicant's Court and the Court of Appeals (for Court Stenographers)

6. Affidavit of Undertaking (for Clerks of Court in the Office of the Clerk of Court)

Attachments: (sample)

Application for Leave

Letter-Request for Authority to Travel Abroad

LC Clearance as to Money/Property Accountability

LC Clearance as to Pending Criminal/Civil/Administrative Cases

Clearance as to Pending Stenographic Notes from the Applicant's Court and the Court of Appeals

Affidavit of Undertaking

These Guidelines shall be suppletory to all issuances relating to the filing of applications for leave of absence and requests for travel authority and/or extension of travel abroad."

Please be guided accordingly.

(SGD.) JOSE MIDAS P. MARQUEZCourt Administrator

n Note from the Publisher: Copied verbatim from the official copy. Polomolok is a municipality.