Republic of the Philippines Department of the Interior and Local Government BUREAU OF FIRE PROTECTION NATIONAL HEADQUARTERS ‘Agham Road, Bray. Bagong Pag-asa, Quezon City Telefax Number: (02) 8426 - 4399 Email: ofebfp@amail.com 10 AUGUST 202 Date MEMORANDUM CIRCULAR NUMBER _ 2021-018 SUBJECT: PRESCRIBING GUIDELINES, PROCEDURES AND DOCUMENTARY REQUIREMENTS, FOR SIMPLIFYING THE PROCESSING OF RETIREMENT GRATUITY, TERMINAL LEAVE, SPECIAL FINANCIAL ASSISTANCE (SFA), TOTAL PERMANENT PHYSICAL DISABILITY (TPPD) AND DEATH OR SURVIVORSHIP CLAIMS OF THE BFP |. REFERENCES a. Republic Act No. 9485 otherwise known as the Anti-Red Tape Act of 2007; b. Republic Act No. 10154 dated July 14, 2011, entitled “An Act Requiring All Government Agencies to Ensure the Early Release of the Retirement Pay, Pensions, Gratuities and Other Benefits of Retiring Government Employees,” ©. Civil Service Commission Resolution No. 1300237 dated January 30, 2013 entitled “Implementing Rules and Regulations (IRR) of RA No. 10154 as amended by CSC Resolution No. 1302242 dated October 1, 2013 known as “Amendments to Implementing Rules and Regulations (IRR) of RA No. 10154 Otherwise Known as An Act Requiring All Government Agencies to Ensure the Early Release of the Retirement Pay, Pensions, Gratuities and Other Benefits of Retiring Government Employees; d. Department of Budget and Management Circular No. 2013-1 dated April 12, 2013 entitled “Guidelines Prescribing the Documentary Requirements and Procedures in Processing/Payment of Retirement Benefits of Government Employees,” @. COA Circular No. 2012-001 dated June 14, 2012, ‘Prescribing the Revised Guidelines and Documentary Requirements for Common Government Transaction;" f. BFP Memorandum Circular No. 2020-036 dated 01 October 2020 entitled “Policy Guidelines for Optional Retirement of Uniformed Personnel,” g. Memorandum Circular No. 2015-005 dated 03 August 2015, re: “Policy/Guidelines on the Processing of Retirement Benefits of Bureau of Fire Protection (BFP) officer/Personnel/NUP with Pending Criminal/Administrative Cases,” h. Memorandum Circular No. 2017-007 dated September 22, 2017 re: “Revised/Simplified Documentary Requirements for the Processing of Retirement Gratuity, Terminal leave, SpecialFinancial Assistance, TPPD and Death and Survivorship Claims;” i, Memorandum Circular No. 2016-011 dated 13 July 2016, re: Policy/Guidelines in the Immediate Processing and Release of Special Financial Assistance (SFA) in Case of Death of BFP Personnel; j. Memorandum Circular No. 2016-017 dated 30 August 2016, on Supplemental Guidelines on BFP MC 2006-011, re: Immediate processing and release of Special Financial Assistance (SFA); and k. Memorandum Circular No. 2016-011 dated 13 July 2016 known as Policy /Guidelines in the Immediate Processing and Release of Special Financial Assistance (SFA) in Case of Death of BFP Personnel. I, SCOPE This Memorandum Circular shall apply to the processing, approval and the release/payment for all forms of retirement benefits, gratuities claims and special financial assistance of both the uniformed and non-uniformed personnel of the Bureau of Fire Protection. Ill. OBJECTIVES 1. To provide guidelines and procedures which shall simplify and expedite processing of payment of retirement benefits, gratuities and special financial assistance in compliance with the national policy on anti-red tape and ease of doing business in the country; 2. To establish standard checklist of documentary requirements to support processing of specific claim/s; and 3. To establish delegated functions, responsibility and corresponding accountability. IV, GUIDELINES. a. General Guidelines 1. To expedite transactions, regionalize and localize submission, processing and release of benefits/claims within a given prescribed period shall be implemented nationwide, thus, applicants/claimants shall no longer be required to personally appear at the BFP-NHQ in order to submit, follow-up and receive benefits/claims. For this purpose, their shall be one platform of Pension and Benefits Information System (PBIS) to be utilized nationwide and the use of Digital Signatures/Digital Certificates shall be adhered to prevent fraud and satisfy the needs of the BFP, to verify the authenticity and validity of the documents and other submissions, ensure identity of claimants/beneficiaries prior to the release of claims. (ARTA requirements). 2. One year prior to the effective date of retirement, Personnel Records and Management Division (PRMD), Directorate for Personnel (DP) and Regional Administrative Division (RAD) shall update the 201 File and the breakdown of leave credits of prospective retiring BFP personnel in the online Human Resource Management Information System (HRMIS), DP Database. These documents should be readily available and @Oaccessible anytime by the Retirement Benefits Unit (RBU), RAD and Retirement Benefits Administrative Service (RBAS), BFP-NHQ, for consolidation in processing of benefits/claims. . The application for optional or early retirement for uniformed personnel is subject to the acceptance of the Chief, BFP whose cut-off for submission is until the last day of February of every preceding year, prior to the effective year of retirement in order to be included with the compulsory, in the request for budget allocation. (Amending Secs. 4.1 and 4.2 of BFP MC No. 2020-036 dated 01 October 2020). BFP officials or employees, survivorship beneficiaries (compulsory, optional and separated from service), shall submit complete retirement/claims documents in their respective regional command addressed to the Regional Director, ATTN: Chief, RAD or Chief of Directorial Staff, ATTN: Chief, RBAS for BFP-NHQ personnel, at least one hundred and twenty (120) days prior to effective date of retirement (Section 5, CSC Resolution No. 1300237) . The Office of Retirement Claims Division (RCD), RBAS and RBU, RAD shall ensure that all documentary requirements for claims of the retiring BFP official or employee are complete upon acceptance and properly stamped RECEIVED and log-booked. (Each document should be duly authenticated and in two (2) copies). After consolidating all additional documents and records, said offices shall process and submit the same to the Regional Director or the Chief, BFP for their respective approval, at least ten (10) days before the ninety (90)-day requirement prior to the effective date of retirement, (Section 5, CSC Resolution No. 13-00237). BFP personnel with an existing money and property accountability with the BFP, other government agencies and LGUs shall be required to execute an authorization (in affidavit form) to deduct from the retirees’ Terminal/Commutation of Leave Claims the valuative equivalent which should not be more than 50% of the gross claim. In case the retirement benefits are not sufficient to cover all accountabilities, or concerned BFP pensioner has other financial obligations to any accredited Financial Institution, Automatic Pension Deduction Scheme (APDS) shall be carry over as “resultant” Provided, that loans contracted or incurred by pensioner is during the period of active service or prior to the period of retirement. (DOJ Opinion No.7, s. 2017 dated June 06, 2017) Application for retirement benefits claim of a concemed retiring official or employee with pending criminal and administrative cases punishable by dismissal or removal or which its penalty carries with it possible pecuniary liability or forfeiture of benefits, or with issued Notice of Suspension, Disallowance/Charge by the Commission on Audit, shall be held in abeyance subject to the provisions stipulated under BFP MC No. 2015-005 dated 03 ‘August 2015 (Section 7 of R.A. No. 6683). A Declaration of Pendency/Non- Pendency of Case may be required to be executed by the concerned retiree. (See attached Annex "A’). The BFP shall ensure that any pending administrative case filed before IAS against a retiring official or employee is resolved and/or terminated within a period of three (3) months from effective date of the compulsory or early/optional retirement, as authorized by law. (Section 6, CSC Resolution No. 13-00237 in relation to Section 7 of R.A. No. 6683) For pending administrative case/s filed before the Office of the Ombudsman and CivilService Commission, the retiring official or employee concerned shall notify in writing the said government agencies of his/her pending retirement application, for similar purpose and intent of granting an expeditious resolution of the case. 9. After the lapse of the above prescribed 3-month period and the case still remains unresolved without justifiable reason/s and/or without fault or delay attributable to the retiring officiavemployee, except when an appeal is taken by the said officiallemployee, all retirement benefits/gratuities due shall be immediately released to the concemed retiree without prejudice to the outcome of the case. Provided, that the concerned retiree shall execute and submit a duly notarized Affidavit of Undertaking (with at least 2 guarantors), binding him/her to return all benefits/gratuities received from BFP in case of adverse decision and/or he/she is found guilty. (See attached Annex "B") (Ombudsman Memorandum Circular No. 10, series of 1995 in relation to COA Circular No. 2012.001 dated June 14, 2012) 10. Terminal/accrued leave benefits of a retiring official or employee shall not be withheld due to a pending administrative/criminal case, and shall, therefore, be paid immediately upon effective date of retirement, unless otherwise prohibited by competent court of law. (Section 6, CSC Resolution No. 13- 00237), 11. Retirement benefits/gratuities lumpsum and/or other related benefits due to retiring BFP personnel or employee shall be released and paid on the date of retirement or within a period of thirty (30) days from actual retirement date of the concerned employee. (Section 5, CSC Resolution No. 13-00237). Provided, that outright pension will only commence on the 30" day of actual retirement date. 12.To expedite processes for Special Financial Assistance (SFA), medical reimbursement, Total Permanent Physical Disability (TPPD) and Death/Survivorship Claims, BFP non Commissioned Officers (NCO) with regional assignments shall be subject to Regional Claims and Adjudication Committee (RCAC) while BFP Commissioned Officers and personnel assigned at BFP-NHQ shall be subject to the Claims and Adjudication Board (CAB), BFP-NHQ. In case of denial of the claim, the applicant may submit a Motion for Reconsideration to the Regional Director or the Chief, BFP respectively within ten (10) days from the date of receipt of the notice of denial thereof. (Amending item No. 7.4 of Memorandum Circular No. 2012- 012 dated September 18, 2012 known as “Establishment of the BFP Regional Claims Adjudication Committee’) 13.Should the Regional Director or the Chief, BFP deny the appeal, the applicant, within ten (10) days from the receipt of the notice of denial, may lodge an appeal to the Secretary, DILG by which, it is final and executory. (Amending item No. 7.5 of Memorandum Circular No. 2012-012 dated September 18, 2012 known as “Establishment of the BFP Regional Claims Adjudication Committee.) b. Specific Guidelines 1. Information Communication Technology Management Service (ICTMS) shall oversee the development of Pension and Benefits Information System (PBIS) similar to a payroll system which a retired personnel can access their individual account and monitor the progress of the processing of their retirement benefits or-line, with the use of BFP-issued username andpassword; 2. Interlink/integration of benefits/claims and pension system, RBAS to HRMIS- DP, DL, budget and accounting, DC and FS shalll be established to ensure that the set period for the standard processing of retirement claims is achieved; 3. For the regional operation, the ORD shall facilitate the installation of RBU direct connectivity with PBIS-RBAS using one platform to synchronize records for ease of doing business. RBU shall observe regular maintenance of IT equipment and components, keep updated list of separated, retired and survivor pensioners in their respective AORs. Receive all application, ensure completeness of documents and process for retirement and ‘separation benefits claims, terminal leave and other gratuities in accordance to accounting and auditing requirements. Thereafter, all regions shall transmit its respective fund request to RBAS, BFP-NHQ for nationwide consolidation of the total budgetary requirements. 4. Thereafter, RBAS shall forward total fund request for Retirement Gratuity and Terminal Leave (RG/TL) budget, current and accrued, to DC and assist in the preparation of supporting documents for the release of Retirement Benefits Fund (RBF) with the Department of Budget and Management (DBM), to be filed at least ninety (90) days prior to the effective date of retirement. (Section 5, CSC Resolution No. 13-00237). V. PROCEDURE 1 DP - every last day of March, issue a nationwide Retirement Order (OR) for both compulsory and optional retirement due for the following year, HRMD or the RAD concern, shall notify in writing their respective personnel who are least six (6) months due for retirement, for the purpose of observing appropriate Light Duty Status; 3. The DL and/or regional Logistic Division as well as the Directorate for Comptrollership shall issue Certificate of Money and Property Accountability at least six (6) months prior to retirement, valid until the end of Light/Non Duty Status; 4. RBU, RAD receives application folder, four (4) moths prior to retirement date of a retiree, secure BFP internal records, prepares computation sheet of specific claims (retirement gratuity /terminal leave claim/TPPD benefits or death/survivorship benefits claim) and disbursement vouchers. Prepares Memorandum for issuance of Regional Order for Commutation of Leave Credits claim, Regional List of Actual Retirees Payee (LARP), forward claims documents to Accounting and the Office of the RD for approval and forward fund requirement to BFP-NHQ, within ten (10) days commencing on the date of receipt of application for retirement benefits/claim; 5. RCD, RBAS shall likewise receive application folder, four (4) months prior to retirement date of a retiree, secure BFP internal records, Prepares computation sheet of specific claims (retirement gratuity Iterminal leave claim/TPPD benefits or death/survivorship benefits claim) and disbursement vouchers. Prepares Memorandum for issuance of Bureau Order for Commutation of Leave Credits claim, consolidated List of Actual Retirees Payee (LARP) by Batches, forward claimsdocuments to Accounting Division, then to the Office of the Chief, BFP for approval. Consolidate nationwide budgetary requirement and forward to the Office of the DC within three (3) days upon receipt of regional application for retirement benefits/claim; 6. The DC shall consolidate nationwide LARP Batches, prepares letter of indorsement to DILG and DBM signed by the Chief BFP for the release of SARO approved LARP. within three (3) days commencing on the receipt of folder with Once the Retirement Gratuity/Terminal Leave Fund (RGTL) or Special Allotment Release Order and Notice of Fund/Cash Allocation (NFA/NCA) is received from the DBM, Directorate for Comptrollership will proceed to Numbering of Claims based on LARP/ complete DVs and JEV, prepares Bank Advice and List of Due and Demandable Accounts Payable (LDDAP) and forward documents for approval of higher offices. 7. The Chief, Directorial Staff will processes and affix signature recommending approval. 8. Chief, BFP approve/disapprove claims and forward claim folder to Accounting Division, DC for the payment of LDDAP. 9. Finance Service furnish the LODAP to LBP for crediting of payment to retiree’s ATM account. Lastly, furnish soft copy of transaction documents to RBAS (ATTN: PBIS), a copy of record of payments to Directorate of Logistics and forward claims folder with all transaction documents to Accounting Division, Directorate for Comptrollership and Regional Accounting Unit for post audit. VI. DOCUMENTARY REQUIREMENTS In every transactions, in consonance with COA Circular prescribing the Revised Guidelines and Documentary Requirements for Common Government Transactions and ARTA simplification of documentary requirements, the following are prescribed for compliance of the responsible party, to wit: PENSION (1SET-2 COPIES EACH DOCUMENT) A) RETIREMENT GRATUITY - 3 YEARS LUMP SUM OR OUTRIGHT Claimant's Requirements: Regional/NHQ Requirement: ‘A. Letter of Intent to Retire approved by Chief, BFP (for Optional Applicant); ATM) Account signature over printed name of the B. Information with ‘A. Retirement Order, B. Updated Service Record; C. Original and Latest Appointment; and D. Regional/National Certificate of Non- claimant; C. Latest Personal Data Sheet (PDS) with latest picture; D. Ombudsman Clearance — Original Copy; and E. Declaration of Pendency/ Non- Pendency of Case from Civil Service Commission — Original Copy “In lieu of items D & E - Affidavit of Undertaking (with at least 2 guarantors) Pending Case; | REGIONAL SUBMISSION _TO_RBAS, BF Hi - List of Actual Retirees Payee (LARP) with Total Retirement — Gratuity Computation and Terminal Leave Benefits Claims duly endorsed/signed by the Regional Director,B) TERMINAL/ COMMUTATION OF LEAVE CLAIM FOLDER (1 SET- 2 COPIES EACH DOCUMENT) Claimant's Requirements: Regional/NHQ Requirement: ] A. Letter of Intent to Retire] A. Bureau Order (Retirement / Resigna approved by Chief, BFP (for! tion/ Dropped from the Rolls/ Transfer Optional)/Letter of Resignation| _ and Dismissal from the Service) duly accepted by the Chief,| B. Updated Service Record; BFP/Regional Director (for | C. Certified photocopy of Initial and Separated from the Service); Latest AppointmentNotice of Salary B. ATM Account Information with Adjustment (NOSA)- showing the | signature over printed name of | highest salary received if the salary the claimant; under the last appointment is not the C. Latest Personal Data Sheet) highest; (PDS) with latest picture D. Itemized Leave Record with Inclusive D. Application for Leave signed by| dates duly signed by the authorized the applicant and approved by signatories and to be confirmed by the Regional Director/Director of Leave Management Section, BFP- Directorates or Chief of Support| _ NHQ Services, BFP-NHQ; | E. Computation of Terminal Leave E. Office Clearance for Money/| Benefits duly signed /certified by the Property Accountability (NMPA) Accountant; and/or Affidavit of Undertaking for| F. For claimant separated from the Authority to Deduct service other than compulsory/optional Accountabilities (in affidavit form, retirement: Certificate of. No} if needed); Outstanding Service Obligation F. Statement of Assets and| —_ (NOSO) signed by Regional Director, Liabilities (SALN) as of last date} Director of Directorates, Chief of of submission of SALN; Support Services, BFP-NHQ or their appropriate representative, and G. Certificate of Deletion H. Certificate of last paymentC) TOTAL PERMANENT PHYSICAL DISABILITY (TTPD) CLAIMS C.1. SPECIAL FINANCIAL ASSISTANCE FOLDER (1 SET- 2 COPIES EACH DOCUMENT) Claimant's Requirements: Regional/NHQ Requirement: ] A Letter of Intent for SFA] A. Investigation Report concurred by the Application; | Regional Director, Director of | B. Latest Personal Data Sheet (PDS) Directorates and Chief of Support | with latest picture Services, BFP-NHQ. C. Clinical Abstract from Attending| B. Certificate of Legitimate Operation Physician; and signed by appropriate Chief of Office; D. Medical Certificate validated by| C. Updated Service Record: | BFP Medical Officer. D. Original and Latest Appointment E. Regional Claims Adjudication Committee (RCAC) Resolution or | Claims Adjudication Board (CAB) Resolution; and F. Bureau Order for Entitlement of SFA. REGIONAL SUBMISSION TO DP, BFP- | NHQ - Request for SFA Release of Funds | signed by the Regional Director. C.2, TOTAL PERMANENT PHYSICAL DISABILITY BENEFITS CLAIMs FOLDER (1 SETS -2 COPIES EACH DOCUMENT) Claimant's Requirements: Regional/NHQ Requirement: A. Letter of Intent to Retire; B. ATM Account Information —_with signature over printed name of the claimant; Latest Personal Data Sheet (PDS) with latest picture Ombudsman Clearance Copy; Declaration of Pendency/ Non- Pendeney of Case from Civil Service Commission — Original Copy; -In lieu of items C & D - Affidavit of — Original Undertaking (with at least 2 guarantors-beneficiaries) F. Clinical Abstract from Attending Physician; and Medical Certificate validated by BFP Medical Officer. A. Investigation Report concurred by the Regional Director, Director _ of Directorates and Chief of Support Services, BFP-NHQ; Updated Service Record; Original and Latest Appointment |. Regional Certificate of Non-Pending Case (Original); Regional Claims Adjudication Committee (RCAC) Resolution or Claims Adjudication Board (CAB) Resolution; and F. Bureau Order (TPPD Retirement / TPPD Separation); REGIONAL SUBMISSION TO _RBAS, BEP-NHQ = Inclusion to the List of Actual | Retirees Payee (LARP) 90o mD) DEATH AND SURVIVORSHIP CLAIMS D.1) SPECIAL FINANCIAL ASSISTANCE FOLDER (1SET-2 COPIES EACH DOCUMENT) Claimant’s Requirements: Regional/NHQ Requirement: ‘A. Letter of Intent for SFA Application; | A. Investigation Report concurred by the B. ATM Account Information with| Regional Director, Director of signature over printed name of the) Directorates and Chief of Support | claimant; Services, BFP-NHQ. C. Latest Personal Data Sheet (PDS)| B. Latest Service Record; with latest picture C. Original and Latest Appointment D. Death Certificate duly certified by| D. Regional Claims Adjudication LCR or PSA; | Committee (RCAC) Resolution or E. Marriage Contract duly certified by| Claims Adjudication Board (CAB) Philippine Statistics Authority (PSA)-| _ Resolution; and if married E. Bureau Order (Posthumous F. Birth Certificate (of BFP and children-| Retirement / Separation) if any) duly certified by Philippine Statistics Authority (PSA) ~ if single._| 0.2) DEATH AND SURVIVORSHIP BENEFITS CLAIMS FOLDERS (3 SETS-2 COPIES EACH DOCUMENT) Claimant's Requirements: Regional/NHQ Requirement: A. Letter of Intent for Retirement Claim; A. Investigation Report concurred by the B. ATM Account Information —_with | Regional Director, Director of signature over printed name of the | Directorates and Chief of Support claimant; Services, BFP-NHQ. C. Latest Personal Data Sheet (PDS) B. Posthumous Order (Retired/ with latest picture; Separated); D. Death Certificate duly certified by LCR C. Latest Service Record; or PSA; D. Original and Latest Appointment; | E. Marriage Contract authenticated by | E. Regional Claims Adjudication | PSA, if married: Committee (RCAC) Resolution or F. ID of the spouse (photocopy); Claims Adjudication Board (CAB) | G. CENOMAR of spouse; Resolution; and H. Birth Certificates of all surviving legal | F. Bureau Order —_(Posthumous heirs authenticated by PSA; Retirement / Separation); and |. Birth Certificate of Deceased G. Certificate of Legal Dependent(s)/ authenticated by PSA, if single; Beneficiaries confirmed by the Chief, J. ID of parents (photocopy); Records Section K. Designation of next-of-kin (for single with no living parents); L. Mental Health Certificate from government accredited institution for | Mentally-Incapacitated person |D.3) TERMINAL/ COMMUTATION OF LEAVE CLAIM (1 SET) [Claimant's Requirements: A B. m ceo. a Letter of Intent for Retirement Claim; ATM Account Information with signature over printed name of the claimant; . Latest Personal Data Sheet (PDS) with latest picture; Death Certificate duly certified by LCR or PSA; Marriage Contract authenticated by | PSA, if married; | ID of the spouse (photocopy) Birth Certificates of all surviving legal heirs authenticated by PS, Birth Certificate of Deceased authenticated by PSA, if single; ID of parents (photocopy); Designation of next-of-kin (for single with no living parents); Application for Leave signed by any of the beneficiaries and approved by the Regional Director, Vil. REPEALING CLAUSE: | Regional/NHQ Requirement: A. Investigation Report concurred by the Regional Director, Director of Directorates and Chief of Support Services, BFP-NHQ. B. Latest Service Record; C. Original and Latest Appointment; D. Regional Claims Adjudication Committee (RCAC) Resolution or Claims Adjudication Board (CAB) Resolution; and | E. Bureau Order (Posthumous Retirement / Separation); and F. Certificate of Legal Dependent(s)/ Beneficiaries confirmed by the Chief, Records Section; G. Itemized Leave Record with Inclusive | dates duly signed by the authorized signatories; and H. Certificate of Monetization Regional Office/BFP-NHQ. from All provisions of existing policies/circulars/issuances inconsistent with this Memorandum Circular are hereby rescinded and/or amended accordingly. Vi. EFFECTIVITY: This Memorandum Circular takes effect upon approval. VW JOSE INDO EV3ANG JR DIRECTOR ic Chief, BFP