Module 2-Employee Services

MODULE 2 :
EMPLOYEES SERVICES
2.1 - SALARY AND WAGE ADMINISTRATION
2.2 - CONTRACTUAL OBLIGATIONS
2.3 - UPDATING OF EMPLOYEE DATA
2.4 - LEAVE MANAGEMENT
2.5 - CAREER MANAGEMENT
The Administrative Services Division is in partnership with
HRMDO, GSO, PBO, PAcctg, PPDO, PGO and PEO in
providing services to employees and their offices.
Administrative Officers should always be

updated with the policies and guidelines of
these partner offices and agencies.
THE ADMINISTRATIVE OFFICER IS THE PARTNER
OF THE CHIEF OF OFFICE IN MANAGING THE
OPERATIONS OF THE ORGANIZATIONS.
- Important factors or needs that should be satisfied

to make sure that quality service is achieved with
our human resources.
IMPORTANT NEEDS THAT SHOULD BE SATISFIED
TO MAKE SURE THAT QUALITY SERVICE IS
ACHIEVED BY OUR HUMAN RESOURCE:
1. Compensation
2. Information or proper communication
3. Affirmation if he’s doing his work right
4. Benefits – administration of benefits and privileges
5. Competency development & Career Coaching
2.1 - SALARY AND WAGE ADMINISTRATION
DEFINITION
SALARY - is a fixed compensation paid regularly for
services.
WAGE - payment usually of money for labor or services
usually according to contract and on an hourly, daily, or
piecework basis.
2.1.1
All permanent positions shall be classified into grade levels with prescribed salary range.
2.1.2
Adjustment of salaries may be done in the following
instances:
• PROMOTION – a promoted employee shall receive and adjustment in salary
commensurate to his new position.
• POSITION UPGRADING – an employee whose position has been upgraded shall be
entitled to a salary adjustment commensurate to the new level of his position.
• SALARY STANDARDIZATION – salary adjustments are made to meet and comply with
the provisions of the law.
• STEP INCREMENT – an employee’s salary is adjusted based on the number of years in
service (3years =1step). The longer the length of service, the higher the increase.
2.1.3
Employee’s salaries are downloaded every 10th and 22nd day of the month through ATM.
2.1.4
Employee’s must accomplish their DTR’s duly
signed by them and approved by Chiefs of offices to
reflect attendance and serve as basis for payment of
salaries or wages. Schedule of submission of DTR
and attendance report is every 1st day of the
following month.
SALARY AND WAGE MANAGEMENT
PAYROLL PROCESS (DRAFT PAYROLL):
• Allowance (Permanent & Casual) - to be submitted
every28th day of the month at HR
• Salary - draft of salary (w/ DTR) - from Acctg to HR (it
should be submitted end of the month
• Draft payroll of Casual/JO - should be submitted every 1 st
working day of the month

• Should not be delayed (or it will be put in 2 nd
batch of
salary release)
2.1.5
THE FOLLOWING ARE STANDARD AND OBLIGATORY DEDUCTIONS FROM AN EMPLOYEE’S
SALARY:
• GSIS premiums (personal share)

• Philippine Health Insurance (PhilHealth)
• Home Development Mutual Fund (Pag-Ibig)
• SSS – optional for Job Order employees
• Withholding tax on Compensation
• Tardiness, Undertime, leave without pay
• Outstanding obligations or loans (unliquidated cash advances, salary loans, housing loans, etc)
2.1.6
IN ADDITION TO AN EMPLOYEE’S BASIC SALARY, AN EMPLOYEE IS ENTITLED TO THE
FOLLOWING:
• Clothing Allowance – given annually for the purchase of uniforms

• 13th Month and 14th Month Pay which is equivalent to one month salary. For service less than a
year, the 13th month pay will be pro-rated accordingly.
• For Job Order (J.O) – financial assistance
• Cash Gift – given as an additional incentive for employees
• Performance Incentives – (PEI, PBB)
(Source: Employee Manual, HRMDO-PGPangasinan)

• Contract of Service refers to the engagement of the services of an

individual, private firm, other government agency, non-government agency or
international organization as consultant, learning service provider or technical
expert to undertake special or job within a specific period.
• Job Order refers to piece work (pakyaw) or intermittent or emergency jobs

such as clearing of debris on the roads, canals, waterways, etc. after natural/
man-made disasters/occurrences and other manual/trades and crafts services
such as carpentry, plumbing, electrical and the like. These jobs are of short
duration and for a specific piece of work.
• Support services may include janitorial, security, driving, data encoding,

equipment and grounds maintenance and other services that support the day
to day operations of the agency.
• The services of the contract of service and job order workers are not covered
by Civil Service law and rules thus, not creditable as government service. They
do not enjoy the benefits enjoyed by government employees, such as leave,
PERA, RATA and thirteenth month pay.
(Source: CSC, COA, DBM Joint Circular No. 1, S.2017)

CONTRACT OF OBLIGATION
(to be monitored by the AO)
HOSPITALS:
Tax of employees Licenses
GSIS Permits
Loans Accreditation
Insurances Certificates
Philhealth
other requirements of interested parties
CONTRACT OF OBLIGATION
INCOME GENERATING OFFICES:

• Remittances
• Financial reports
2.3 UPDATING OF EMPLOYEE DATA
RETENTION PERIOD
2.3.1File 201 (Personnel Files ) 15yrs. after separated/retired
A. Personal Data Sheet 1 yr.
B. Statement of Assets and Liabilities 10 yrs.
C. Certificate of Eligibility Permanent/2nd copy
D. Diplomas Permanent/2nd copy
E. Official Transcript of Record Permanent/2nd copy
F. Birth Certificate Permanent/2nd copy
G. Marriage Contract Permanent/2nd copy
H. Appointment 15 yrs. after separated/retired
I. Contract of Service 5 yrs. after terminated
J. Notice of Salary Adjustments Permanent/2nd copy
K. Step Increment Permanent/2nd copy
L. Certificate of Assumption of Duty Permanent/2nd copy
M. Oath of Office 15 yrs. after separated/retired
N. Position Description Form 15 yrs. after separated/retired
O. Certificate of Training /Seminars last 5 years
P. Awards and Commendations Permanent/2nd copy
Q. ITR/Withholding Tax 4yrs after superseded
1. The following are considered excused absences:

• A written application for leave previously filed by the employee approved by his/her superior.
• Approved emergency leave due to injury, illness or death of an immediate family member,
personal emergencies, calamities and other forms of force majeure.
• Approved vacation or sick leave (vacation leave-filed in advance)(sick leave-filed upon
reporting for work with medical certificates for 5 days or more)
• Leaves arising from performance of civic or military duty as prescribed by law
• Study leave
• Excused absences shall be charged against an employee’s applicable leave credits, provided
they comply with prescribed provision, except in suspension cases, if the applicable leave credit
balance is zero, the leaves shall be considered without pay, however even absences or leave
without pay requires prior approval by chief of office/hospital.
2. Absence without leave shall be dropped from the service after 30 days without notice. The
following shall be considered unexcused absences:
• Absences without prior permission and no written application for leave has been filed
• Sick leave or emergency leave without appropriate notification and when no valid reason has
been presented upon return to work.
TARDINESS
3. Tardiness will be subject to salary deduction or deduction from application leave credits
based on cumulative unexcused tardiness in accordance with the following schedule on a
fifteen day period.
Minutes/ hours late Salary/ leave credit deduction
Table of salary/ leave credit deductions due to tardiness
One minute to ten minutes No deduction (grace period)
11 minutes or more Pro rata deduction
4. A grace period of 10 minutes will be given to every office and hospital employee. Beyond
this period, an employee is considered tardy. For example, 8:00 to 8:10 a.m. But 8:11 a.m
onwards is considered tardy. The real time of arrival after 8:10 a.m is reflected in the DTR
punch cards because this falls beyond the 10 minutes grace period
5. No salary deductions shall be made in the following cases provided that tardiness does not
exceed (4) hours. In excess of four hours, tardiness shall be deducted from an employee’s
applicable leave credits, but in case the rest of the day shall be commuted on a per hour basis.
• Transport delay caused by a publicly known mass transport strike or due to the breakdown of
the government provided transportation (shuttle buses)
• Policy on under time and tardiness.
6. An employee who has incurred tardiness for 10 times in a month shall be subject to
disciplinary action as provided for under civil service rules and regulations.
UNDERTIME
7. An employee shall be granted consideration to leave his workplace prior to time-off only in
times of emergency, important personal reason, illness or injury. Under time are subject to
deductions from leave credits or salaries in the same manner as tardiness.
8. An employee who seeks to leave his/her workplace ahead of dismissal time for valid
reasons stated above must seek the permission or approval of the Chief of Office or hospital.
9. Upon approval, the employee must punch out or log out his/her time card and request the
Assistant department Head, or in his absence, the administrative office or the 5S Focal person
to affix his/her initials on the date of the under time.
SPECIAL TIME OFF
An employee who is required to work for 16 straight hours (8hours

regular work and 8 hours overtime work) is allowed to four hours
time-off on his regular shift the following day without any
deductions from leave credits to salary. This special time-off cannot
be offset or enjoyed on another day except for the first four hours
of the employee’s regular shift on the following day. However, the
employee and his superior may agree to waive this provision when
the workload requires the presence of the employee during the
first four hour. The employee is not given extra pay in case where
the employee waives the provision and reports to work.
2.5 CAREER MANAGEMENT
The Civil Service Commission mandates the establishment of a program on career

development and management in every department or agency as specified in the
Implementing Rule VIII, under Book V E.O. 292 of the Civil Service Law.
A. Career is the individually perceived sequence of attitudes and behaviors associated with
work-related experiences and activities over the span of the person’s life.
B. Career Coaching is a helping approach that entails a one-on-one close interaction between
an employee and a supervisor. It deals essentially in relating career goals with
organizational goals, developing job skills and level of competence of the employee
and eliminating barriers either personal or work-related that affects employee’s
performance and relationship with others.
.
C. Career Development and Management System (CDMS) is an organized,

formalized and planned process of striking the healthy balance between
organizational workforce requirements and individual career needs.
D. Career Development Plan (CDP) maps out the necessary activities, within the
projected timeframe and resources needed, to develop and enhance the
competencies needed by an individual in pursuit of the envisioned career path.
E. Career Goal is the ultimate aim of an individual in terms of professional
development.
F. Career Path is a defined track of development activities that an individual

follows in pursuit of professional goals.
- Training (learning opportunities)
- Scholarship of the Civil Service
- Continuous Study
OTHER OPPORTUNITY TO MANAGE
SUPPLIES MANAGEMENT
• Availability of Supplies if needed by employees
• Controlled Supplies
MANAGING EMPLOYEES
• Wearing of uniforms/ID
• Submission of Attendance Report/DTR’s/Copy of Biometric
PRINCIPLE OF THE CAREER PATHING PROGRAM

The Department supports its employees’ career development within the context
of its mandate, mission, vision and organizational competencies, by providing the
structure and processes necessary to facilitate their professional growth.
THANK
YOU!

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MODULE 2 :

Administrative Officers should always be

- Important factors or needs that should be satisfied

working day of the month

• GSIS premiums (personal share)

• Clothing Allowance – given annually for the purchase of uniforms

(Source: Employee Manual, HRMDO-PGPangasinan)

• Contract of Service refers to the engagement of the services of an

• Job Order refers to piece work (pakyaw) or intermittent or emergency jobs

• Support services may include janitorial, security, driving, data encoding,

(Source: CSC, COA, DBM Joint Circular No. 1, S.2017)

INCOME GENERATING OFFICES:

1. The following are considered excused absences:

An employee who is required to work for 16 straight hours (8hours

The Civil Service Commission mandates the establishment of a program on career

C. Career Development and Management System (CDMS) is an organized,

F. Career Path is a defined track of development activities that an individual

PRINCIPLE OF THE CAREER PATHING PROGRAM

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