Unified Implementing Guidelines and Procedures for the Basic Biographic and Premium Biometric Postal Identification Cards

November 24, 2015

PHLPOST CIRCULAR NO. 63-15

 

Pursuant to PHLPost Board Resolution No. 2014-70 dated 21 July 2014, the Postal Identification Card was upgraded to a PVC-card type known as the New Postal Identification Card. The New PID has two types, the Basic Biographic Card that was issued starting November 2014 and the Premium Biometric Card which was authorized to be introduced to the public per MANCOM Resolution No. 2015-20 dated 13 August 2015.

Below are the unified implementing guidelines and procedures for the Basic Biographic and Premium Biometric Postal Identification Cards:

1. Objectives

a. Product innovation using ICT to ensure the continuous growth of the PID product;

b. Improvement of credibility and acceptability of the New PID as an identification card; and,

c. Institute security and control features in the issuance of the New PID.

2. Definition of Terms

a. Biographic Data — are information pertaining to the facts or events in life of an individual such as a person's name, address, birth and place of date, civil status and parent's.

b. Biometric Data — are computer data or digital images of the physiological characteristics of an individual, such as fingerprints, facial images or other such traits that uniquely identify a person, as recorded or "captured" through the use of a fingerprint scanner, digital camera or other biometrics data capturing device.

c. Biometric Enrollment — the enrollment with automated biometric identification verification system such as an Automated Fingerprint Identification System (AFIS).

d. Data Capture — is the electronic and/or digital capture and/or recording of the biographic data of an applicant in the PID Capture software using a fingerprint scanner, digital camera, electronic signature pad, and/or other biometrics data capture device.

e. Data Capture Station — is a set of equipment used to capture biographic data typically consisting of computer desktop, laptop or other computing device with and/or connected to biometrics data capture devices such as fingerprint scanner, digital camera, electronic signature pad and similar devices.

f. PID Acceptance Post Office — refers to a post office without a Data Capture Station but that is authorized to process, approve and accept payment and forward PID applications to its designated PID Capturing Office for data capturing.

g. PID Capturing Post Office — refers to a post office with Data Capture Station that is authorized to process and approve applications, accept payments and capture biographic/biometric data of applicants.

h. PID Post Office Group — refers to a group of Acceptance Post Offices serviced by one designated PID Capturing Post Office.

i. Registration — is the process of digitally recording or capturing biographic, demographic and/or biometric data of a Postal ID applicant for the purpose of enrolling the applicant's data into the Postal ID cardholder database and issuing the applicant a Postal ID card.

3. Postal ID Design and Features (Amended)

Below is a sample of the Basic Biographic and Premium Biometric Postal ID cards and its features:

ID Card Features Basic Biographic Postal ID:

  • Biometrics information captured: Facial

  • Level 1 Security: Guilloche and Pre-printed sequential number

  • Magnetic stripe for data storage

  • Unique Identity Verification through the Name and Personal Details   only

  • Card verification through 2D Barcode/QR Code

 Premium Biometric Postal ID:

  • Biometrics information captured: Facial, Fingerprints and Signature

  • Level 1 Security: Guilloche and Ghost Image

  • Level 2 Security: Microprint, UV Ink and Hologram

  • Magnetic stripe for data storage

  • Unique Identity Verification through the Automated Fingerprint   Identification System (AFIS)

  • Card verification through 2D Barcode/QR Code

4. General Guidelines

4.1 Who may apply for the Basic Biographic and Premium Biometric Postal ID cards:

• Filipinos living in the Philippines and abroad; and,

• Foreigners living in the Philippines for at least six (6) months at the time of application.

4.2 No minimum age is prescribed for an applicant.

4.3 An Applicant can only have one Postal ID: either the Basic Biographic Postal ID card or the Premium Biometric Postal ID card. (Amended)

4.4 The following are the requirements for the Basic Biographic and Premium Biometric Postal ID cards:

4.4.1 New Applications: (Amended)

		Filipinos		Foreigners
General	1.	Personal appearance of the		1.	Personal appearance of the
Requirements		applicant					applicant
	2.	Two (2) copies of duly-		2.	Two (2) copies of duly-
		accomplished PID application in			accomplished PID application in
		bold/capital letters				bold/capital letters
	3.	Submission of any of the		3.	Submission of the following as
		following as Proof of Identity:			Proof of Identity:
		3.1.	Any one (1) of the			a.	Reproduction copy with
			following primary				the original of the
			identification documents:				Passport valid for at least
			a.	Original Birth				six (6) months prior to
				Certificate in security			application
				paper (SECPA) issued		b.	Reproduction copy with
				by the National				the original of any of the
				Statistics Office (NSO)			following, valid at least six
			b.	Original Birth				(6) months (whenever
				Certificate or				applicable) prior to
				Certificate of Live Birth			application:
				issued by the Local			•	Alien Certificate of
				Civil Registrar (LCR)				Registration Identity
				within six (6) months				Card (ACR I-Card);
				prior to PID				•	Long Stay Visitor Visa
				application					Extension (LSVVE);
			c.	Valid GSIS UMID card			•	Temporary Resident
			d.	Valid LTO Driver's				Visa (TRV); or
				License				•	Special Resident
			e.	Valid Passport					Retiree's Visa (SRRV)
			f.	Valid SSS UMID Card			•	Or any equivalent
									documents allowing
				OR					the applicant to stay
									for three (3) months or
		3.2	Any two (2) of the					more
			following secondary
			documents (should be		4.	Submission of any one (1) of
			valid whenever			the following as Proof of
			applicable), one of which			Address:
			should bear the			a.	Original Barangay
			applicant's photo and				Certificate on the
			signature:					residency of the applicant
			a.	Postal ID (Paper-				issued within three (3)
				based or Basic)				months prior to PID
			b.	Baptismal Certificate				application;
			c.	BIR ID (Digitized)			b.	Proof of Billing from any
			d.	Certificates of					utilities/service addressed
				Birth/Marriage from				in the Philippines;
				the National				c.	Certified True Copy of
				Commission for					Lease Contract (original to
				Indigenous Peoples				be presented);
				(NCIP)				d.	Certified True Copy of
			e.	Certificates of					Condominium Certificate
				Birth/Marriage from				of Title (original to be
				the National					presented); or
				Commission for			e.	Original Certification or
				Muslim Filipinos				Statement of Account
				(NCMF)					from Hotel, transient
			f.	Company ID					home or any temporary
			g.	Elementary or High				residence.
				School Form 137 or
				Transcript of Records
				with readable dry
				seal (for applicants
				18 years old and
				below)
			h.	Integrated Bar of the
				Philippines (IBP) ID
			i.	Marriage Contract
				from NSO or LCR
			j.	NBI/Police Clearance
				with digitized photo
			k.	OWWA ID
			l.	Pag-Ibig ID
			m.	PhilHealth ID
			n.	PRC ID
			o.	Seaman's Book
			p.	Senior Citizen ID
			q.	TIN card
			r.	University/School or
				Alumni ID
			s.	Voter's ID
	4.	Submission of any one (1) of
		the following Proof of Address:
		4.1	Original Barangay
			Certificate on the
			residency of the applicant
			issued within three (3)
			months prior to PID
			application;
		4.2	Certified True Copy of
			Lease Contract (original to
			be presented);
		4.3	Certified True Copy of
			Titles issued by the Land
			Registration Authority
			(LRA);
		4.4	Certified True Copy of
			Real Estate Tax Receipt or
			Certificate (original to be
			presented); or,
		4.5	Original Proof of Billing
Additional	1.	For married women:		1.	For married women:
Requirements		1.1	Original Marriage			a.	If married in the
			Contract (if not presented				Philippines:
			as one of the two (2)				•	In SECPA issued by
			secondary documents).					NSO or CTC issued by
			Should be in any of the ff.:				LCR within six (6)
			a.	In SECPA issued by				months prior to PID
				NSO;					application
			b.	CTC issued by LCR			•	Certificate of
				within six (6) months				Marriage from the
				before PID application;				NCIP or NCMF
			c.	Certificate of Marriage		b.	If married abroad, Report
				from NCIP or NCMF			of Marriage or any
								equivalent document
	2.	For widowed/annulled/				issued by a competent
		divorced applicants:				authority and duly-
		2.1	Widowed:				authenticated by the
			a.	Death Certificate of			Philippine embassy or
				husband/wife issued			consulate where the
				by the NSO or LCR			document was obtained
		2.2	Annulled:					or duly-authenticated by
			a.	Annotated Marriage			foreign diplomatic/
				Certificate issued by			consular mission in the
				NSO				Philippines
		2.3	Divorced:
			a.	CTC of divorced		2.	For widowed/annulled/
				decree duly-			divorced applicants:
				authenticated by the		2.1	For widowed:
				Philippine embassy or			Death Certificate of
				consulate where the			spouse in any of the
				divorce was obtained			following:
				or duly-authenticated			a.	If spouse is a Filipino:
				by foreign diplomatic/				•	In SECPA issued
				consular mission in the					by NSO; or,
				Philippines; or,					•	CTC issued by
			b.	CTC of Philippine court					LCR within six (6)
				recognition of foreign					months prior to
				divorce decree and					PID application
				Marriage Certificate			b.	If spouse is a
				from NSO with					Foreigner, Death
				annotation of divorce				Certificate or any
				decree.					equivalent document
									issued by a
	3.	For minor applicants, 16 years					competent authority
		and below, personal					and duly-
		appearance of:						authenticated by the
		3.1	Either parent if minor is a					Philippine embassy or
			legitimate child;					consulate where the
		3.2	Mother if minor is an					document was
			illegitimate child;					obtained or duly-
		3.3	Legal guardian if both					authenticated by
			parents of the minor are					foreign diplomatic
			abroad or deceased; or,					/consular mission in
		3.4	Either of grandparents if					the Philippines
			either of the parents of		2.2	For annulled:
			the minor is also a minor.			a.	If annulled in the
								Philippines:
	4.	For legal guardian of minor				•	Annotated
		applicants:						Marriage
		4.1	If both parents are					Certificate in
			abroad, Special Power of					SECPA issued by
			Attorney (SPA) with an					NSO
			attached photocopy of				•	Court Decree of
			either parent's valid					Annulment/
			Passport duly					Declaration of
			authenticated by the					Nullity of
			nearest Philippine					Marriage
			Embassy or Consulate				•	Certificate of
			General						Finality
		4.2	If both parents are			b.	If annulled abroad,
			deceased:				Annulment
			a.	Authenticated death			Certificate or any
				certificate of parents			equivalent document
				from NSO; and,				issued by a
			b.	Court order awarding			competent authority
				guardianship of the			and duly-
				orphaned minor				authenticated by the
				applicant or substitute			Philippine embassy or
				parental authority				consulate where the
				under Article 214 and			document was
				216 of the Family Code			obtained or duly-
								authenticated by
	5.	For Naturalized Filipinos:				foreign diplomatic/
		5.1	Copy of Certificate of				consular mission in
			Retention/Reacquisition				the Philippines
			of Philippine Citizenship,		2.3	For divorced:
			Order of Approval and			a.	CTC of divorced
			Oath of Allegiance				decree duly-
								authenticated by
								the Philippine
								embassy or
								consulate where the
								divorce was
								obtained or duly-
								authenticated by
								foreign diplomatic/
								consular mission in
								the Philippines; or,
							b.	CTC of Philippine
								court recognition of
								foreign divorce
								decree and
								Marriage Certificate
								from NSO with
								annotation of
								divorce decree.
						3.	For minor applicants, 16 years
							and below, personal
							appearance of:
							3.1.	Either parent if minor is a
								legitimate child;
							3.2.	Mother if minor is an
								illegitimate child;
							3.3.	Legal guardian if both
								parents of the minor are
								abroad or deceased; or,
							3.4.	Either of grandparent if
								either of the parent of the
								minor are also minor.
						4.	For legal guardian:
							4.1	If both parents are
								abroad, Special Power of
								Attorney (SPA) with an
								attached photocopy of
								either parent's valid
								Passport duly-
								authenticated by the
								Philippine embassy or
								consulate where the
								passport was obtained or
								duly-authenticated by
								foreign diplomatic/
								consular mission in the
								Philippines
							4.2	If both parents are
								deceased:
								a.	Court order awarding
									guardianship of the
									orphaned minor
									applicant or substitute
									parental authority
									issued by their
									country's respective
									competent agency
									duly-authenticated by
									the Philippine
									embassy or consulate
									where such authority
									was obtained or duly-
									authenticated by the
									foreign consular/
									diplomatic mission in
									the Philippines

4.4.2 Upgrading from the Basic Biographic to the Premium Biometric Postal ID Card:

		Filipinos		Foreigners
General	1.	Personal appearance of the applicant
Requirements
	2.	Two (2) copies of duly-accomplished PID application form
	3.	Expired/expiring Basic Biographic Postal ID card

4.4.3 Renewal/Replacement: (Amended)

		Filipinos				Foreigners
General	1.	Personal appearance of the applicant
Requirements
	2	Two (2) copies of duly-accomplished PID application form
	3.	Expired/expiring Basic Biographic or Premium Biographic Postal ID Card
Additional	1.	Renewal with or replacement	1.	Renewal with or replacement
Requirements		due to amendment in civil			due to amendment in civil
		status:					status:
		1.1	Marriage —			1.1	Marriage —
			a.	Marriage Certificate			a.	If married in the
				in any of the				Philippines:
				following:
				•	In SECPA issued				•	In SECPA issued
					by NSO or CTC					by NSO or CTC
					issued by LCR					issued by LCR
					within six (6)					within six (6)
					months prior to					months prior to
					PID application					PID application
				•	Certificate of				•	Certificate of
					Marriage from					Marriage from
					the NCIP or					the NCIP or
					NCMF					NCMF
			b.	If married abroad,			b.	If married abroad,
				Report of Marriage or				Report of Marriage or
				any equivalent				any equivalent
				document duly-				document issued by a
				authenticated by the				competent authority
				Philippine embassy or				and duly-
				consulate where the				authenticated by the
				document was				Philippine embassy or
				obtained or duly-				consulate where the
				authenticated by				document was
				foreign diplomatic/				obtained or duly-
				consular mission in				authenticated by
				the Philippines				foreign diplomatic/
									consular mission in
									the Philippines
		1.2	Annulment —			1.2	Annulment —
			a.	Annotated Marriage			a.	If annulled in the
				Certificate in SECPA				Philippines:
				issued by NSO
			b.	Court Decree of				•	Annotated
				Annulment/					Marriage
				Declaration of Nullity					Certificate in
				of Marriage					SECPA issued by
										NSO
			c.	Certificate of Finality
		1.3	Death of spouse — Death				•	Court Decree of
			Certificate of spouse in					Annulment/
			any of the following:					Declaration of
			a.	In SECPA issued by					Nullity of
				NSO; or,						Marriage
			b.	CTC issued by LCR				•	Certificate of
				within six (6) months					Finality
				prior to PID			b.	If annulled abroad,
				application					Annulment
									Certificate or any
	2.	Replacement or renewal due to				equivalent document
		correction of demographic					issued by a
		data, whichever is applicable:				competent authority
		2.1	Annotated Birth/Marriage				and duly-
			Certificate in SECPA				authenticated by the
			issued by NSO					Philippine embassy or
									consulate where the
	3.	Replacement due to loss/theft:				document was
		3.1	Duly-notarized Affidavit				obtained or duly-
			of Loss						authenticated by
									foreign diplomatic/
									consular mission in
									the Philippines
							1.3	Death of spouse — Death
								Certificate of spouse in
								any of the following:
								a.	If spouse is a Filipino:
									•	In SECPA issued
										by NSO; or,
									•	CTC issued by
										LCR within six (6)
										months prior to
										PID application
								b.	If spouse is a
									Foreigner, Death
									Certificate or any
									equivalent document
									issued by a
									competent authority
									and duly-
									authenticated by the
									Philippine embassy or
									consulate where the
									document was
									obtained or duly-
									authenticated by
									foreign diplomatic/
									consular mission in
									the Philippines
						2.	Replacement or renewal due to
							correction of demographic
							data, whichever is applicable:
							2.1	Annotated Birth/
								Marriage Certificate
								or any equivalent
								document issued by a
								competent authority and
								duly-authenticated by the
								Philippine embassy or
								consulate where the
								document was obtained
								or duly-authenticated by
								foreign diplomatic/
								consular mission in the
								Philippines
						3.	Replacement due to loss/theft:
							3.1.	Duly-notarized Affidavit
								of Loss

4.4.4 Requirements for Exception:

		Filipinos
Requirements	1.	When entries in NSO Birth or Marriage Certificate are blurred or
for Exception		unreadable:
		1.1	Transcribed Birth or Marriage Certificate from the NSO or
			LCR

4.5 In the event an applicant refuses to surrender the original copies of Birth Certificate, Marriage Certificate and other supporting documents issued by the NSO, LCR, Registry of Deeds, etc., the applicant shall submit a photocopy of the same together with the original document (unless otherwise stated herein) for Certification by the Postmaster and the Applicant to read as follows:

 "This is to certify that this is a photo copy of the original document presented by the applicant." and signed by both the Postmaster and the Applicant. (Amended)

4.6 No Certification Fee shall be collected by Post Offices.

4.7 The Application Form (PID Form No. 01) shall be made available, free of charge, at all post offices and downloadable at the PHLPost corporate website — www.phlpost.gov.ph

4.8 All applicants for the Basic Biographic and Premium Biometric Postal ID cards may apply at any post office nationwide. However, data capture is limited to major and strategically-located post offices with data capture stations. (Amended)

4.9 The Basic Biographic and Premium Biometric Postal ID Premium PID shall have a validity of three (3) years from date of issue except for foreigners which shall be valid only for one (1) year. However, foreigners who possess a Special Retiree's Resident Visa (SRRV) shall be issued Postal ID valid for three (3) years. (Amended)

 An unclaimed Basic Biographic and Premium Biometric Postal ID cards will be considered invalid when it is already disposed by the Postal Payment Services Division, Business Lines Department after the prescribed period of retention. (Amended)

4.10 The Basic Biographic and Premium Biometric Postal ID fees shall include the PID card fee and delivery fee plus 12% Value Added Tax (VAT): (Amended)

Particulars	Basic Biographic	Premium Biometric
	PID Card	PID Card
PID Card Fee	PhP330.00	PhP410.00
PID Delivery Fee (Registered with e-RRR)	40.00	40.00
Total VATable Sales	370.00	450.00
+ 12 %VAT	44.40	54.00
	––––––––––	––––––––––
Total Amount Payable	PhP414.40	PhP504.00
	=========	=========

4.11 The issuance of an Official Receipt (OR) is mandatory as proof of payment. As a matter of policy, only one (1) OR shall be issued for payment of every approved application.

4.12 Equivalent postage stamp shall not be accepted as evidence of the payment of the Basic Biographic and Premium Biometric Postal ID fees. (Amended) 

4.13 In cases when the Basic Biographic or Premium Biometric PID application is rejected by the system and the applicant is at fault with regards to wrongful information or has applied through fraudulent means, the amount paid by the applicant shall not be refunded.

4.14 Instead of a stamp or postage metered machine impression, an indicia to read as "Postage Paid as per PHLPost Circular No. 14-85A dated November 26, 2014" shall be printed in the upper left hand corner of the mailing envelope to denote pre-payment of the delivery fee and Electronic Registry Return Receipt (e-RRR).

4.15 For persons with writing disability such as illiteracy or without hands/fingers, the signature in the printed Basic Biographic or Premium Biometric Postal ID card shall be left blank.

 On the other hand, the accompanying parent or legal guardian shall sign the Application Form in behalf of the minor applicant. However, the minor applicant shall write/sign his name in the PID card if he is already able to write. Otherwise, the signature in the printed New PID card shall be left blank if the minor is still unable to write.

4.16 Under Article 370 of the New Civil Code of the Philippines, married female applicants have the option to use the following:

4.16.1 Her maiden first name and surname and add her husband's surname;

4.16.2 Her maiden first name and her husband's surname; or,

4.16.3 Her husband's full name, but prefixing a word indicating that she is his wife, such as "Mrs."

 Married female applicants may choose the appropriate name to be reflected in their Basic Biographic or Premium Biometric Postal ID card. However, this shall be reckoned with any existing identification card/documents of the applicant.

5. Operational Procedures

5.1 Basic Biographic and Premium Biometric Postal ID Acceptance Post Offices with Postmasters:

 The Postmaster or his designated Postal Personnel shall:

a. Receive, screen and approve PID applications;

a1. Screening of applicant should include the following:

1. Checking of applicant's information against submitted documents

2. Confirm if PID application is new or renewal/replacement

3. If PID card is lost, check for requirements on item 4.4.3 of this guidelines

4. If PID card is for renewal/replacement, check for requirements on item 4.4.3 of this guidelines and require the applicant to present his/her PID card for cancellation by punching a hole (using a puncher)

b. Accept payment for the approved PID applications;

c. Advise applicants on when to proceed to the designated PID Capture Post Office which covers the subject PID Acceptance Post Office;

d. Advise PID applicants to report lost PID card at any post office or the PPS Division, Business Lines Department by mail, email and/or telephone, providing his/her Name and Address and the following information, if available:

• Postal Reference Number (PRN)

• PID Card Series No.

• Validity date and issuing post office

e. At the end of the working day, transmit to your designated PID Capture Post Office the approved PID applications, addressed as follows:

For : The Data Capture Operator

Thru : The Postmaster

f. Maintain record of the PID applications processed and/or transactions.

5.2 Basic Biographic and Premium Biometric Postal ID Acceptance Post Offices without Postmasters:

 The Postal Personnel In-Charge shall:

a. Receive, screen PID applications and gives recommending approval;

a1. Screening of applicant should include the following:

1. Checking of applicant's information against submitted documents

2. Confirm if PID application is new or renewal/replacement

3. If PID card is lost, check for requirements on item 4.4.3 of this guidelines

4. If PID card is for renewal/replacement, check for requirements on item 4.4.3 of this guidelines and require the applicant to present his/her PID card for cancellation by punching a hole (using a puncher)

b. Accept payment for the approved PID applications;

c. Advise applicants on when to proceed to the designated PID Capture Post Office which covers the subject PID Acceptance Post Office;

d. At the end of the working day, transmit to your designated PID Capture Post Office the approved PID applications (with copies of submitted documents as attachments), addressed as follows:

For : The Data Capture Operator

Thru : The Postmaster

e. Maintain record of the PID applications processed and/or transactions.

5.3. Basic Biographic and Premium Biometric Postal ID Capture Post Offices with Postmasters:

 The Postmaster or his designated Postal Personnel shall:

a. Receive, screen and approve PID applications;

a1. Screening of applicant should include the following:

1. Checking of applicant's information against submitted documents

2. Confirm if PID application is new or renewal/replacement

3. If PID card is lost, check for requirements on item 4.4.3 of this guidelines

4. If PID card is for renewal/replacement, check for requirements on item 4.4.3 of this guidelines and require the applicant to present his/her PID card for cancellation by punching a hole (using a puncher)

b. Accept payment for the approved PID applications;

c. Endorse the approved applications to the Data Capture Station;

d. Receive and forward to Data Capture Operator the approved PID applications transmitted by PID Acceptance post offices with Postmasters;

e. Receive, approve and forward to Data Capture Operator the PID applications transmitted by PID Acceptance post offices without Postmasters; and,

f. Maintain record of the PID applications processed.

5.4. Basic Biographic and Premium Biometric Postal ID Capture Post Offices without Postmasters:

 The Postal Personnel In-Charge shall:

a. Receive, screen PID applications and gives provisional approval;

a1. Screening of applicant should include the following:

1. Checking of applicant's information against submitted documents

2. Confirm if PID application is new or renewal/replacement

3. If PID card is lost, check for requirements on item 4.4.3 of this guidelines

4. If PID card is for renewal/replacement, check for requirements on item 4.4.3 of this guidelines and require the applicant to present his/her PID card for cancellation by punching a hole (using a puncher)

b. Receive approved PID applications transmitted by PID Acceptance post offices with Postmasters;

c. Endorse the provisionally-approved applications to the Data Capture Station; and,

d. Maintain record of the PID applications processed.

5.5. Data Capture Stations in Basic Biographic and Premium Biometric Postal ID Capture Post Offices:

 The Data Capture Operator/Postal Personnel In-Charge shall:

a. Receive and check the approved PID applications endorsed by the Postmasters/Postal Personnel in-charge;

b. Upon appearance of applicant and presentation of approved PID application form and Official Receipt, encode biographic and capture biometric data of the applicants based on the said PID application;

c. For PID applicants with two-word Middle Names such as dela Cruz, dela Peña, etc., check from his submitted identification documents and/or ask the applicant on what Middle Initial they use;

d. Scan the approved PID application;

e. Electronically transmit the captured biographic and biometrics data to Filmetrics Card Production Center at the end of the working day. The transmittal shall be signed by both the Data Capture Operator/Postal Personnel In-Charge and the Postmaster; and,

f. Maintain record of the data capture of the PID applications received.

5.6 Supply Division, Logistics and Property Management Department:

5.6.1 Pre-printed Basic Biographic and Premium Biometric Postal ID Cards

a. Receive the inventory for the quarter of all pre-printed PID cards from Filmetrics for custody and control.

b. Release to authorized representative of Filmetrics the requested number of PID cards for personalization, subject to existing rules and regulations. This should be covered by an RIS form requested by Filmetrics and approved by the Service Regulations Department (SRD) Manager.

5.6.2 Printed Basic Biographic and Premium Biometric Postal ID Cards

a. Receive the personalized PID cards together with acknowledgement receipts from Filmetrics.

b. Inspect delivered PID cards together with the Inspection Committee.

c. Turnover to the Office of the APMG for Operations the PID cards after inspection and acceptance by the Committee on Inspection.

d. Prepare Disbursement Vouchers and supporting documents to facilitate payment of the delivered PID cards.

5.7 Office of the APMG for Operations:

a. Receive the electronic file of the delivered Basic Biographic and/or Premium Biometric Postal ID cards from Filmetrics.

b. Upload the electronic file to the electronic mail tracking database — Domestic Mail Tracking System (DMTS).

5.8 Letter Shopping Center, Service Regulations Department, Office of the APMG for Operations:

a. Receive the personalized PID cards together with acknowledgement receipts from Filmetrics and inform LPMD for inspection by the Inspection Committee;

b. Segregate PID cards with duplicate based on the list provided by Filmetrics;

c. Receive returned/undelivered PID cards for redelivery from the Postal Payment Services Division for letter shopping;

d. Letter shop the PID cards:

• Printing of the cover letter, envelope label and E-RRR

• Attachment of the PID cards to the cover letter

• Insertion of the PID cards with cover letter and sealing of the envelope

• Attachment of the e-RRR to the PID card envelopes

e. Accomplish and attach a Certificate of Mailing (COM) with corresponding volume and amount to the PID cards for dispatch;

f. Submit monthly consolidated COMs every 5th day of the following month to the Bookkeeping Division, CO and copy furnished the Corporate Planning Department and Postal Payment Services Division; and,

g. Forward PID dispatches by delivery post offices following the table below:

PID Mails for Delivery in —	Turnover to —
Makati, Manila and Quezon City	Manila CPO
Other delivery areas nationwide	Airmail Exchange Department (AMED)

h. Maintain record of the PID cards accepted and/or dispatched.

5.9 AMED, All MDCs and/or All SDCs:

a. Receive PID dispatches;

b. Forward PID dispatches to delivery post offices as scheduled; and,

c. Maintain record of the PID dispatches processed.

5.10 All Delivery Post Offices:

a. Receive PID dispatches;

b. Deliver the PID to the addressee or to any responsible person as addressed:

• The second and third redelivery attempts shall be made in the next delivery schedule.

• Details of the delivery and redelivery attempts shall be indicated in the Proof of Delivery (POD) attached to the PID card envelope.

• After the third redelivery attempt, a Delivery Notice shall be issued informing the PID applicant/holder to claim the PID card at the delivery post office within thirty (30) days.

c. Retain for window delivery the PID cards for thirty (30) days if unclaimed after three delivery attempts;

d. Forward by mail, to the PID Acceptance/Capturing Post Office where the application was filed, the unclaimed/undelivered PID cards after the thirty (30) days retention period;

e. Encode the delivery information of PID cards after delivery if DMTS is installed;

f. If no DMTS is installed, forward by mail to the Postmaster of Cluster Head post office (with DMTS) or to the Area Office (Manager, Support Services Division) for updating;

g. Encoded e-RRR of delivered PID cards shall be returned to the PPSD; and,

h. Maintain record of the PID cards delivered.

5.11 All PID Acceptance/Capturing Post Offices:

5.11.1 For Unclaimed PID cards after thirty (30) days retention period by Delivery Post Offices:

a. Receive from delivery post office unclaimed PID cards;

b. Retain for window delivery unclaimed PID cards for another sixty (60) days;

c. Effect window delivery to PID claimants or their authorized representatives;

d. PID holders may request for redelivery of the unclaimed PID cards at the Acceptance Post Office subject to the payment of another PID delivery fee amounting to PhP40.00. (Amended)

e. A PHLPost OR shall be issued for every unclaimed PID cards for redelivery.

f. Acceptance Post Office shall forward the PID card requested for redelivery to the concerned Delivery Post Office.

g. Encode delivery information of PID card claimed/delivered if DMTS is installed;

h. Forward by mail to the Postmaster of Cluster Head post office (with DMTS) or Area Office (Manager, Support Services Division) the e-RRR of PID cards delivered for encoding if no DMTS is installed;

i. Send by mail the unclaimed PID cards to Postal Payment Services Division (PPS Division), Business Lines Department if unclaimed after 60 days; and, TIADCc

j. Maintain record of the unclaimed PID cards window-delivered and sent to PPS Division.

5.11.2 Maintenance of Records for PID Transactions:

a. A record book for Approved PID Applications shall be maintained to contain the following:

	Date of	Name of	Type of	OR Number	Amount
	Approval	Applicant	Application		Paid
1.	____________	____________	____________	____________	____________
2.	____________	____________	____________	____________	____________
3.	____________	____________	____________	____________	____________
4.	____________	____________	____________	____________	____________
5.	____________	____________	____________	____________	____________

 A monthly recapitulation of the number of approved PID Applications and amount of collection shall be prepared and submitted to the Postal Payment Services Division, Business Lines Department. (Amended)

b. A record book for Disapproved PID Applications shall be maintained to contain the following:

	Date of	Name of	Type of	Reason of
	Application	Applicant	Application	Disapproval
1.	____________	____________	____________	____________
2.	____________	____________	____________	____________
3.	____________	____________	____________	____________
4.	____________	____________	____________	____________
5.	____________	____________	____________	____________

 A monthly recapitulation of the number of disapproved PID Applications shall be prepared and submitted to the Postal Payment Services Division, Business Lines Department. (Amended)

5.12 Postal Payment Services Division, Business Lines Department:

5.12.1 For returned PID cards:

a. Receive from PID Acceptance Post Offices the returned PID cards;

b. Retain for another ninety (90) days, for possible claim by the PID holders of the returned/undelivered PID cards:

• The PID holders may claim at the Postal Payment Services Division their PID cards forwarded by PID Acceptance Post Offices

• Returned/undelivered PID cards may be picked-up by claimants (without payment of redelivery fee) upon presentation of the Official Receipt, claim stub and/or Notice along with a valid identification card. (Amended)

c. Encode delivery information of claimed PID cards such as Name, Address and Identification Card presented using DMTS;

d. Submit to the Disposal Committee a Quarterly Summary (every 15th day of the following month after the preceding quarter) of all unclaimed PID cards after the ninety (90) days holding period for proper disposition; and,

e. Maintain record of the Premium PID cards received and disposed.

5.12.2 Report of PID transactions:

a. Receive periodic reports on the PID transactions and/or statistics from Postal Areas; and,

b. Consolidate and report to management the PID transactions and/or statistics, copy furnished the Corporate Planning Department.

5.13 Area Marketing Office (New)

 Approval of PID Application from PID Acceptance and Capturing Post Offices without Postmasters shall be under the Area Marketing Office.

 The Area Marketing Officer, as designated by the Area Director, shall:

a. Whenever applicable, log-in to the PID system to be developed by Filmetrics, Inc. and/or MISD for virtual approval of PID Applications from PID Acceptance and Capturing Post Offices without Postmasters; or,

b. Do post-approval of the PID Applications from PID Acceptance and Capturing Post Offices without Postmasters before card personalization/printing by Filmetrics, Inc.

6. Accounting Procedures

6.1. PID Acceptance and Capturing Post Office

6.1.1 The Postal Teller or Personnel in-charge shall:

a. Issue Official Receipt (in three copies) for the payment of Postal Identification Card. (Amended)

	Basic	Premium
Particulars	Biographic	Biometric
	PID Card	PID Card
PID Card Fee	PhP330.00	PhP410.00
PID Delivery Fee (Registered with e-RRR)	40.00	40.00
Total VATable Sales	370.00	450.00
+ 12 % VAT	44.14	54.00
	––––––––––	––––––––––
Total Amount Payable	PhP414.40	PhP504.00
	=========	=========

• Check Applicant's TIN from the application form and indicate the same on the space provided for in the Official Receipt.

• In case no TIN was provided by the applicant, request applicant to provide TIN if available. If no TIN is available, proceed with the processing of the application.

b. Record the collections in the Postal Teller Daily Transaction Report (PTDTR).

c. Remit to the Cashier or to the Postmaster the collections at the last hour of the day.

6.1.2 The Postmaster or Cashier shall:

a. Maintain a separate cashbook exclusively for the collections of the PID. Upon collections, the cashbook entries shall be as follows:

Date	Particulars	Debit	Credit
MM/DD/YYYY	Beginning balance	Px,xxx.xx
	PID Fees	xx,xxx.xx
	Delivery Fees	xx,xxx.xx
	12% VAT	x,xxx.xx
	Ending Balance		x,xxx.xx
		–––––––––––	–––––––––––
	Total	Pxx,xxx.xx	Pxx,xxx.xx
		==========	==========

b. Record in the Postmaster's Daily Transaction Record (PMDTR) the transactions contained in the submitted PTDTR.

c. Deposit the collections using a separate deposit slip and following the authorized frequency of deposit:

• PID Fee/PID Delivery Fee — Corporate Fund

• 12% VAT withheld — Corporate Fund

 Upon deposit on the following day/deposit schedule, the cashbook entries shall be as follows:

Date	Particulars	Debit	Credit
MM/DD/YYYY	Beginning balance	Px,xxx.xx
	Deposit of PID and		Pxx,xxx.xx
	Delivery Fees to
	Corporate Fund
	Deposit of 12% Trust		xx,xxx.xx
	Fund
	Ending Balance		x,xxx.xx
		–––––––––––	–––––––––––
	Total	Pxx,xxx.xx	Pxx,xxx.xx
		==========	==========

d. Include in the Daily Sales, Collections and Deposit Report the sales of Postal ID.

e. Prepare and submit to the Manager, Fiscal Management Department, every Monday of the following week the Weekly PID Collections and Deposit Report following this format:

Particulars

No. of Approved Applications

PID Fee Collected

PID Delivery Fee Collected

Total Collections

Total 12% VAT Collection

Total Collections plus 12% VAT

Amount Deposited

Date/s of Deposit

f. At the end of the month, submit to the Accounting Section, Area Office, the Postmaster's Monthly Transaction Report (PMMTR) and Monthly Cash Accountability Report (MCAR).

g. To facilitate remittance of 12% VAT withheld from PID sales, at the end of the month prepare a Summary List of VATable Sales following PPC PO VAT Form No. 1.

h. Submit soft and hard copies of the Summary List of VATable Sales to the Chief, Accounting Section, Area Office on or before 5th day of the following month.

6.2. Area Office

6.2.1 The Chief, Administration and Finance Division, Area Office shall:

a. Monitor compliance of Postmasters to paragraphs 6.1.2g and 6.1.2h of these guidelines.

6.2.2 Accounting Section or Authorized Representative shall:

a. Include in the Statement of Income, PID collections for submission to the concerned offices.

b. Verify the correctness of the figures stated in the PMMTR from the supporting schedules.

c. Monitor the deposits made by the Postmasters.

d. Record in the Books of Accounts the revenues, collections and deposits made by the Postmasters.

e. Maintain ledgers for each PMs and for cash, income, receivable and VAT collection.

7. Retention, Return to Sender and Treatment of Undelivered PID Mails (New)

7.1. Return Address of the PID Cards

 The return address of the PID cards mailing envelope shall be the acceptance/capturing post office where the PID application was filed. 

7.2. Period of Retention

 The period of retention at the following offices shall be:

Office	Period of	To be Forwarded to
	Retention
Delivery Post Office	30 days	Accepting/Capturing Post Office
Accepting/Capturing Post Office	60 days	Postal Payment Services Division
		(PPSD)
Postal Payment Services Division	90 days	Disposal Committee (or Records
		Division)

7.3. Treatment of Undelivered PID Mails

 As stated above, the period of retention at delivery post offices is thirty (30) days after the issuance of a Registry Notice. However, as a matter of policy, the following period of retention and service notations shall be observed by the concerned Letter Carriers for other reasons of non-delivery:

Reason for	Time at	Remarks to be
Non-Delivery	Which to	Written or
	be Returned	Stamped on the
		PID Mail
Addressee dead	At once	Deceased
Refused by Addressee	At once	Refused
Addressed to person unknown	At once	Unknown
Moved out and addressee has not filed a	At once	Moved, Left no address
change of address order
Insufficiently addressed where mail fails to	At once	Insufficient address
bear a number, street, box number or
geographical section of a town or city and
the correct address is not known
Addressed to non-existent number, street	At once	No such address
or geographical section of a town or city
and the correct address is not known
Addressed to wrong post office box or	At once	No such box number or
when the box has been closed		box closed

 For the reasons of non-delivery stated above, the PID mail shall be immediately forwarded to the Postal Payment Services Division for proper accounting and disposal. However, the Chief of the Letter Carriers' Section or the Postmaster of the concerned post office shall see to it that delivery endorsements or notations of letter carriers are verified by them.

7.4. Penalty

 A penalty of PhP300.00 per PID mail and filing of appropriate administrative charges to the concerned Letter Carrier, LC Section Chief and/or Postmaster shall be imposed for erroneous return of PID mails found to be deliverable (after proper investigation by the Inspectorate Department).

8. Customer Service

8.1. Customer discounts for upgrading from Paper-based PID/Basic Biographic PID to Basic Biographic or Premium Biometric Postal ID cards are as follows:

8.1.1. Holders of valid Paper-based PID/Basic Biographic PID shall be allowed to apply for the Basic Biographic or Premium Biometric PID at the following discounted rates:

DISCOUNT RATES FOR THE UPGRADE TO BASIC BIOGRAPHIC PID CARD
Rate	Discounted		Delivery
	PID Fee	Fee	12% VAT	Total
PID Card Valid for the		25%	PhP247.50	PhP40.00	PhP34.50	PhP322.00
next 36 months
PID Card Valid for the		20%	PhP264.00	PhP40.00	PhP36.48	PhP340.48
next 24 to 35 months
PID Card Valid for the		10%	PhP297.00	PhP40.00	PhP40.44	PhP377.44
next 12 to 23 months
DISCOUNT RATES FOR THE UPGRADE TO PREMIUM BIOMETRIC PID CARD
Rate	Discounted		Delivery
	PID Fee	Fee	12% VAT	Total
PID Card Valid for the		25%	PhP307.50	PhP40.00	PhP41.70	PhP389.20
next 36 months
PID Card Valid for the		20%	PhP328.00	PhP40.00	PhP44.16	PhP412.16
next 24 to 35 months
PID Card Valid for the		10%	PhP369.00	PhP40.00	PhP49.08	PhP458.08
next 12 to 23 months

 However, the discount applies only to the PID Fee and the applicant still has to pay for the delivery fee and 12% VAT of the total VATable sales.

8.2. Lost PID cards (Amended)

 All post offices shall immediately report to the PPS Division, BLD any lost PID. The PPS Division, BLD shall disseminate the list of lost PID cards every Friday of the week, or whenever applicable, for the information of all concerned.

8.2.1. Replacement of lost PID cards:

a. The PID holder may request for replacement of their lost PID cards by applying at any post office.

b. Upon request for replacement, the PID holder shall:

• Comply with the general requirements for the Renewal/Replacement of PID cards under item 4.4.3 of this guidelines; and,

• Submit a notarized Affidavit of Loss.

c. If loss is due to PID holder's negligence, the PID holder shall pay the PID fees.

d. If loss is due to PHLPost handling, the PID fees shall be waived.

• The PID fees shall be charged to erring PHLPost personnel based on 'prima facie' evidence.

8.3. PID cards Defective Upon Receipt

8.3.1. Upon receipt of the defective card, defective PID cards may be requested for replacement at any post office.

8.3.2. Upon request for replacement, the PID holder shall surrender the defective PID Card.

8.3.3. If defect was due to PHLPost handling and/or production quality, the PID fees shall be waived.

a. For defect due to PHLPost handling, PID fees shall be charged to erring PHLPost personnel based on 'prima facie' evidence.

b. For defect due to production quality, PID fees shall be charged to Filmetrics.

8.3.4. Defective PID cards shall be returned to the PPSD via Official Mail.

8.3.5. The validity of the replaced defective PID card shall be the same as that of the original.

8.4. Damaged PID cards

8.4.1. Upon receipt of the damaged card, the PID holder may request for replacement at any post office.

8.4.2 Upon request for replacement, the PID holder shall surrender the damaged PID Card.

8.4.3 If damage is due to PID holder, the PID holder shall pay the PID fees.

8.4.4 Damaged PID cards shall be returned to the PPSD via Official Mail.

8.4.5 If damage is due to PHLPost handling and/or production quality, the PID fees shall be waived.

a. For damage due to PHLPost handling, PID fees shall be charged to erring PHLPost personnel based on 'prima facie' evidence.

b. For damage due to production quality, PID card shall be replaced by Filmetrics at no cost to PHLPost.

8.4.6 The validity of the PID card damaged replacement shall be the same as that of the original.

 For inquiries, complaints, questions and other concerns regarding the Postal ID, listed below are the following contact details from the Postal Payment Services Division of the Business Lines Department: (Amended)

8.5.1 PID Help Desk Hotline Nos.:

a. (02) 7427349

b. (02) 2309875

8.5.2 E-mail Addresses:

a. [email protected]

b. [email protected]

8.5.3 Mobile Nos.:

a. Globe — (0917) 5215373

b. Smart — (0998) 8447629

c. Sun — (0925) 3212291

 To facilitate immediate reply and action, please ensure that the following information is provided:

• Name of Applicant

• Capturing Post Office

• Date of Capture

• Official Receipt Number

9. Sanctions

PHLPost reserves the right to impose administrative, civil and/or criminal charges to erring postal personnel and/or PID holders for violations of this issuance as well as to the terms and conditions of the PID card.

Any clarification, comments and/or observation on this Circular shall be forwarded to the concerned office below:

 The Postal Payment Services Division

 Business Lines Department[email protected]

Any issuance in conflict herewith is deemed superseded and/or revoked accordingly.

This Circular shall take effect immediately.

(SGD.) MA. JOSEFINA M. DELA CRUZPostmaster General and CEO