REPUBLIC

Department ofOF THE PHILIPPINES

Science and Technology
Philippine Atmospheric, Geophysical and
Astronomical Services Administration (PAGASA)
Science Garden, Agham Road, Diliman, Quezon City 1100

MEMORANDUM

TO : ALL PAGASA OFFICIALS AND EMPLOYEES

FROM : Dr. NATHANIEL T. SERVANDO

Administrator

SUBJECT : Guidelines & Procedures on Claims for Overtime Pay

DATE : September 08, 2011

In the interest of service and for clarity of its implementation, this Guidelines and
Procedures on Claims for Overtime Pay for Services Rendered which is being
implemented on January 1, 2008, is hereby re-issued for information and guidance.

REVISED GUIDELINES AND PROCEDURES

 ON CLAIMS OF OVERTIME SERVICES

I. Basic Authority
The claim/payment of overtime services shall be governed by the guidelines prescribed
under:

1. DBM Cir. No. 10 dated March 29, 1996;

2. CSC-DBM Joint Cir. No. 2 & 2-A dated Oct. 4, 2004 and July 1, 2005;
3. Accounting and Auditing Manual for Research Operations (AAMRO), and
4. Overtime rulings issued from time to time.

II. Policy on Overtime

Specific activities for which necessary overtime with compensation may be authorized
for the following activities Accounting and Auditing Manual for Research Operations and
CSC-DBM Joint Circular No. 2, dated October 4, 2004):

 Completion of infrastructure and other projects with set deadlines when due to
unforeseen events the deadline cannot be met without resorting to overtime
work;

 Relief, rehabilitation, reconstruction and other related work or services during

calamities and disasters;

 Work related to school graduation/registration where the additional work can not
be handled by existing personnel during regular working hours;

 Work involving the preparation for the administration of government examinations

including the prompt correction and release of results thereof where existing
personnel are not adequate to handle such work during regular working hours;

Seasonal work such as budget preparation and rendition of annual reports to

meet scheduled deadlines;

Preparation of special/financial/accountability reports required occasionally by

central monitoring agencies like the Congress of the Philippines, Office of the
President, Commission on Audit, Department of Budget and Management,
National Economic and Development Authority;

 The provision of essential public services during emergency situations, such as

power, energy, water distribution and control of basic staples, communication
and transportation, medical and health services, peace and order ad security.

 Implementation of special programs/projects embodied in Presidential directives

and authorizations and with specific dates to complete, which are in addition to
the regular duties of the employees;

Legal services to facilitate the dissolution of cases/resolution of

cases/resolutions/decisions;
  Services rendered by drivers and other immediate staff of officials when required
to keep the same working hours as their superiors; and

Such other activities as may be determined by the head of the agency.

The PAGASA, as a service agency is mandated to deliver accurate, timely and

beneficial weather, climate and astronomical data and information for the protection of
life and property. This requires its personnel to render duty beyond the prescribed hours
when there is no relief and during the occurrence of inclement weather, tropical
cyclones, tsunamis and other meteorological, astronomical and climatic disturbances. In
this regard, the Director may authorize corresponding overtime pay for services
rendered in excess of 40 hours a week. The authority shall be subject to the Civil
Service Commission (CSC) rules, particularly Rule XVII on Government Office Hours.

III. Coverage

This circular shall cover incumbents of positions of chief of division and below under
permanent, temporary, or casual status and contractual personnel whose employment is
in the nature of a regular employee. It includes incumbents of positions of chief of
division and below who are designated to apposition in the Career Executive Service
(CES)

IV. Exemption

Appointive Officials whose equivalent ranks are higher than chief of division are not
entitled to payment of overtime services.

V. Rules and Regulations

A. The Deputy Directors and Chiefs of Branch/Divisions are hereby delegated authority
to issue directives to personnel under their supervision to work overtime. In their
absence, the following are authorized to issue the directive subject to their
confirmation.

1. Assistant Weather Services Chief

2. Chiefs of Section
3. Duty Forecasters
4. Chief Meteorological Officers and OICs of Field Stations including NAIA
Meteorological Office, Science Garden Synoptic Station, Port Area
Meteorological Station and Astronomical Observatory.

B. The directive may be given under any of the following conditions:

1. Absence of relief personnel on shift duties. The Division Chief concerned shall
determine the number of personnel who will render duty on instances where
there is no inclement weather.

A copy of their shift duty schedule (at least 2-month schedule) shall be
submitted in advance to the Human Resources Management & Development
Section.
 2. Additional activities are to be performed resulting from the occurrence of
typhoons, severe weather systems other than tropical cyclones, floods,
tsunami, drought and natural calamities;

3. Specific activities referring to those mentioned in the Accounting and Auditing

Manual for Research Operations and CSC-DBM Joint Circular No. 2, dated
October 4, 2004, and other cases which are determined and approved by the
Director for monetary payment.

C. Shift Duty personnel reporting for duty on regular holidays shall not be entitled
to overtime pay instead he/she earns only a corresponding compensatory day
off. The same shall also apply when suspension of work is declared.

Media liaison personnel while on duty during inclement weather shall be

authorized to render overtime services not exceeding 12 hours when on duty
and 21 hours while on off duty.

D. Non shift or regular duty personnel when directed are authorized to render overtime
services not exceeding eight (8) hours during regular work days and sixteen (16)
hours on Saturdays, Sundays and Holidays.

E. One (1) hour break time is required after every rendition of eight (8) hours overtime
services. The one (1) hour break does not apply if the succeeding overtime
services rendered is less than eight (8) hours. This provision applies only to
non-shift personnel.

F. Overtime services shall in no case be allowed to be continued the next day after
rendition of the maximum period of twenty-one (21) hours for off duty shift personnel
and twelve (12) hours for on duty shift personnel, and sixteen (16) hours for non shift
or regular duty personnel. In these instances, a shift work order signed by the
immediate supervisor is required and overtime services shall be resumed after 24
hours or one (1) day.

G. Division Chiefs/Branch Chiefs and personnel on travel status are not allowed
overtime pay.

H. No employee shall be entitled to overtime pay for each day in which said employee is
tardy and when the number of times the employee is tardy within the week is more
than two (2) times; except during very severe weather conditions and/or widespread
flooding and normal public transportation activities in Metro Manila are disrupted.

I. The total leave of absence and/or compensatory day off that can be availed by the
employee during the week is not more than two (2) days.

K. Claims for overtime pay shall be made at the end of each month.

L. Payment for overtime services rendered is subject to availability of savings.

VI. Supporting Documents

Claims for overtime shall be supported by the following documents:

1. Directive issued in accordance with the above rules and regulations which has
been prescribed.

2. Daily Time Record for the appropriate week signed by the immediate supervisor.

3. Authority or Special Order to pay overtime services signed by the approving

authority or the Director.

4. For the Administrative Support Group, Accomplishment Report signed by the

employee and supervisor is required.

VII. Computation of Overtime Services with Pay

Payment of overtime services shall include the following:

1. Those rendered beyond eight (8) work hours of a regular work day;

2. Those rendered on rest days, such as Saturdays, Sundays and Off-days for shift
personnel;

3. Those rendered on holidays or non-working days for non-shift personnel

covered with a work order or a directive.

4. Personnel rendering overtime services shall be entitled to overtime pay by the

hour which shall be based on his/her actual hourly rate, computed as follows:

Actual Hourly Rate (H.R.) = Actual Salary Per Month

22 x 8

VIII. Overtime pay shall be computed s follows:

A. For ordinary working days: Plus 25% of the hourly rate (0.25 x H.R.)

Overtime Pay = 1.25 x H.R. X No. of Hours Rendered

B. For rest days and holidays: Plus 50% of the hourly rate (0.50 x H.R.)

Overtime Pay = 1.50 x H.R. x No. of Hours Rendered

IX. The total overtime pay of the employee for the year shall not exceed fifty percent (50%)
of his annual basic salary.

X. Overtime Pay for contractual employees shall be based on the rate exclusive of the 20%
premium.
XI. Overtime services that are claimed as compensatory days off and paid with the
corresponding Subsistence Allowance & other benefits under RA 8439 shall no longer
be paid.

XII. This guidelines shall take effect January 1, 2008. All other circulars, guidelines and
issuances that are inconsistent herewith are hereby repealed and modified accordingly.