4 'VIA

%
,i Office of the President : Management

ISO 90012008

NATIONAL HOUSING AUTHORITY<ALAI

FILIPINO IC 11 M36293

- 034
Memorandum Circular No. 2018

Subject: Updated Guidelines on the Grant of Representation Allowance and

Transportation Allowance

Pursuant to the NHA's adoption and implementation of the GCG-approved restructuring plan and
consistent with the provisions of National Budget Circular No. 548 dated May 15. 2013 of the
Department of Budget and Management, the following updated guidelines on the grant of
Representation Allowance (RA) and Transportation Allowance (TA) are hereby issued:

1. RATIONALE

Representation Allowance and Transportation Allowance are provided to select NHA officials
to cover expenses related/incidental to and in connection with the actual performance of
their respective functions.

Il. COVERAGE AND RATE

The authorized monthly rates of RATA shall be as prescribed under the pertinent General
Provision of the annual General Appropriations Act (GAA). The monthly rates of RATA of
entitled officials shall be as follows:

Position! Representation Transportation Allowance

Salary Grade (SG) Allowance
General Manager/SG 30 Php 11,000.00 Php 11,000.00

Assistant General 10,000.00 10,000.00

Manager/SG 29
Group Manager/SG 27 9,000.00 9,000.00
Regional Manager/SG 27 9,000.00 9,000.00

Department Manager 8,500.00 8,500.00

A/SG26 -
District Manager/SG 25 7,500.00 7,500.00

Division Manager A/SG 24 5,000.00 5,000.00

Officials and employees designated as Officers-in-Charge or in an Acting capacity of

above-mentioned positions shall be entitled likewise to the prescribed RATA.

Incumbents of Division Manager B/SG 23 and Project Manager BISG 23 positions

shall continue to receive their RATA at Php5,000.00 each until finally revoked.

Ill. GENERAL GUIDELINES AND POLICIES

3.1 Officials and employees who are assigned or presently use government motor
transportation shall no longer be entitled to the transportation allowance.

3.2 The grant of RA and/or TA shall be based on the number of actual work
performance on workdays by the official concerned, as follows:

Elliptical Road, Diliman, Quezon City; Trunkline: (02) 790-0800; www.nha.gov.ph

 MC on Upated Guidelines on the Grant of RATA
Page 2/

Number of Workdays of Actual Actual RA and/or TA

Work Performance in a Month

1 to 5 25% of the monthly RA and/or TA

6 to 11 50% of the monthly RA and/or TA
12 to 16 75% of the monthly RA and/or TA
17 and more 100% of the monthly RA and/or TA

3.3 For purposes of RATA, all leaves of absence except absences incurred due to the
following instances, which are construed as actual work performance shall not be
deducted from RA and/or TA:

3.3.1 Public holiday falling on a workday

3.3.2 Compensatory time-off
3.3.3 Five days forced or mandatory leave
3.3.4 Special emergency leave for employees affected by natural calamities or
disasters provided it is covered by a specific directive/resolution from the
Office of the President (OP) or the Civil Service Commission (CSC)
3.3.5 Suspension of work as declared by competent authority

3.4 For purposes of RATA, the following leaves, notwithstanding that such are paid and
are authorized time-off from work, shall not be construed as actual work performance
and shall be automatically deducted from the RA and/or TA of the concerned
official/employee.

3.4.1 Vacation leave with pay in excess of the five (5) days forced or mandatory
leave
3.4.2 Sick leave with pay
3.4.3 Maximum of three (3) days special leave privileges
3.4.4 Maximum of seven (7) days paternity leave
3.4.5 Maximum of seven (7) days solo parent leave
3.4.6 Maximum of ten (10) days leave for victims of Violence Against Women
and Their Children
3.4.7 Maximum of sixty (60) days maternity leave
3.4.8 Maximum of two (2) months women's leave per Magna Carta of Women
3.4.9 Maximum of six months rehabilitation leave
3.4.10 Maximum of six months study leave

3.5 For officials/employees observing an eight-hour workday, undertime shall still be

counted as a day of actual work performance.

3.6 In exceptional cases, when an official is prevented from the use of a government
motor transportation for three days or more, such as when the motor vehicle
undergoes repair and a replacement vehicle is not provided, the grant of commutable
TA may be allowed, pro-rated based on the number of days of actual work
performance on workdays without an official vehicle, as follows:

No. of Workdays of Actual Work Actual TA for A Month

Performance In a Month Without
an Official Vehicle

3 to 5 25% of the monthly TA

6 to 11 50% of the monthly TA
12 to 16 75% of the monthly TA
17 and more 100% of the monthly TA
 MC on Upated Guidelines on the Grant of RATA
Page 3!

3.7 When an incumbent entitled to RATA in his/her position is subsequently designated

as 010 of a higher position in concurrent capacity, he/she shall be entitled to the
difference between the RATA of the two positions. If designated as 010 of a lower
position in concurrent capacity, no additional RATA shall be provided.

3.8 An incumbent who is on full-time detail to another government agency, or on

reassignment within the NHA or to a special project, may be authorized to continue
to collect RATA, provided that the duties and responsibilities in the new post are
comparable with the supervisor or managerial nature of his regular position as duly
certified by the General Manager.

3.9 An incumbent who is on authorized full-time attendance in a

scholarship/study/training grant or similar activity may be allowed to continue to
collect RATA on reimbursable basis, subject to the availability of funds and the
following conditions as certified by the General Manager.
anager:-

3.9.1 The study/training/scholarship is part of the training and development

3.9.1
program of the NHA and is aimed at directly enhancing the capability of the
official/employee to perform the duties and responsibilities of his position;

3.9.2 The study/training requires frequent coordination and mobility in order to fulfill
the requirements of the course, for which expenses are not covered by the
study/training grant; and

3.9.3 The grant of RATA within the duration of a particular

scholarship/study/training, whether short-term or long-term, shall not exceed
six months. In cases of multiple study/training/scholarship grants within a
calendar year, the combined duration of which exceeds six months, RATA
may be provided only for a maximum period of six months within the calendar
year.

IV. DELINEATION OF ROLES AND RESPONSIBILITIES

For purposes of monitoring and compliance to the guidelines on the grant of RATA vis-à-vis
the provisions of Memorandum Circular No. 2464 dated September 11, 2012 on Amended
Guidelines and Procedures in the Allocation, Distribution and Utilization of NHA Motor
Vehicles, the following delineation of roles and responsibilities shall be required:

4.1 Human Resource Management Department (HRMD)

4.1.1 Monitor and maintain record of officials/employees entitled to the RATA

4.1.2 Submit report to Accounting Department of the name/s of officials/employees
with overpayment in RA and/or TA for payroll deduction.

4.2 Accounting Department (AD)

4.2.1 Properly deduct overpayment of RA and/or TA in the salaries/benefits of the

concerned official/employee.
4.2.2 Maintain record of RATA payments and/or deductions of officials/employees.
 MC on Upated Guidelines on the Grant of RATA
Page 4!

4.3 General Services Department (GSD)

4.3.1 Maintain and provide the Internal Audit Department and HRMD an updated
Vehicle Inventory and Allocation Report (RATA Form-1) of all
departments/projects/regions every quarter.
4.3.2 Issue certification (RATA Form-2) to support the claim of officials/employees
in cases when the motor vehicle assigned to him underwent repair, etc.
4.3.3 Submit to the HRMD monthly report (RATA Form-3) of officials/employees
who availed of the service vehicle based on the trip tickets submitted to the
GSD.

4.4 Administrative Services Officer or designated Administrative Services Staff

4.4.1 Ensure proper accomplishment by the official/employee of the Property

Acknowledgment Receipt (PAR) and immediate submission of the same to
the GSD.
4.4.2 Submit to the GSD the trip tickets of officials and employees whose service
vehicles are not covered by fleet card, together with the original copy of
official receipt for processing of payment for the fuel consumption.
4.4.3 Submit to the GSD the duly accomplished trip tickets of officials and
employees who availed of the service vehicle.
4.4.4 Submit to the GSD the purchase requisitions or job orders for the repair of
service vehicle.
4.4.5 Issue appropriate certification of non-availment of service vehicle of
official/employee for purposes of claiming TA.

V. RESPONSIBILITY OF THE GENERAL MANAGER

The General Manager shall be held responsible for the proper implementation of this
Circular. He shall be held liable for the grant of RATA not in accordance with the provisions
of this Circular, without prejudice, however, to the refund of any undue payments received by
the officials concerned.

VI. SAVING CLAUSE

Cases not covered by the provisions of this Circular shall be referred to the DBM for
resolution.

VII. REPEALING CLAUSE

The provisions of all other existing circulars or issuances on the grant of RATA that are
inconsistent with the provisions of this Circular are repealed or superseded accordingly.

This shall take effect retroactive to May 23, 2018.

For the guida ce all concerned.

MARCELINO P. ESCALADA, J
,'General ManagerV
November 15 2018
(Date of Approval)
 RATAFORM-1

OFFICE OFTHEPRESIDENT
NATIONAL HOU SING AU THORITY
Dilima n, Quezon City

LLJ
>
>
F-
>-

Li)
F-
LU
Of
F-
3-

U)

z
z
z

0
z

0
0
0

Ll-
C

a)

0
0
0

0
Organ izational PAR Issued To

0
Date Issued

0
Name of Driver Cu rrent User/s Description Remarks
Un it
I
J Plate No. IDate Acq u ired
lAmoun t HRMD Pu rposes On ly)

Certified Correct:

Manager, Transport D ivision, GSD

Manager, GSD
 RATA FORM-2

(Date)

CERTIFICATION OF MOTOR MAINTENANCE REPAIR

This is to certify that the service vehicle assigned to

(Type & Plate No.)
of has been
(Name/Position/Des ig nation) (Dept/District/Region)

under repair for the period from to -

This cerification is being issued to support the claim of Transportation Allowance of the
concerned officer/employee.

Manager, Transport Division

Certified Correct.
orrect:-

Manager, GSD

Cc: HRMD
 RATA FORM-3

Date

MEMORANDUM

For : The Manager, HRMD

Subject : Monthly Report on the Availment of Service Vehicle by NHA Officers

And Employees Entitled to Transportation Allowance

The following NHA officer/s and employee/s who is/are entitled to the TA has/have availed of
the service vehicle based on the trip ticket/s submitted to this office:

Name Dept/District/Region Inclusive Date/s

1.
2.
3.
4.
5.

For information and appropriate action.

Manager, Transport Division

Certified Correct:

Manager, GSD

Cc: 1AD