Republic of the Phiipaines DEPARTMENT OF TRANSPORTATION B Se | MEMORANDUM For: Atty. Artemio U. Tuazon Jr. | OlG-Undersecretary for Administrative Service Subje: Office Order re Procedural Guidelines in the Onboarding, Time & Attendance Monitoring and Compensation/Salary Processing of Job Order and Contract of Service Personnel in view of the Full Mobilization of the DOTr-Human Resource Information ‘System (DOTr-HRIS) Date: 17 September 2020 \ction Requested: For consideration / approval Background: Our Job Order (JO) and Contract of Service (COS) personnel comprise more than half of the total number of personnel in the DOTr. To make the payroll processing simpler and faster we have included the payroll module in the DOTr-Human Resource Information System. s the Personnel and Treasury Divisions have already concurred with Cloudity, Jur HRIS service provider as to the terms and conditions, the pilot run of the Bayroll system for our non-organic (JO/COS) personne! will begin on 30 September 2020. view thereof, we are submitting the draft Office Order on the procedural luidelines in the onboarding, time and attendance monitoring and lompensation/salary processing of JO/COS personnel for your consideration, ERWIN GC. CARRUNGCO- MA. sesiaP, MENDOZA Goneurrent OIC, Rersonnel Division Chief, Treasury Division Recommending Approval: | I TTY. reroll U. PAGUIO rector Ill, Administrative Service Poatenosteect con. SERGE CSMERASTRECT menrgson ELAN nEEPORT FONE, PAMPANGA 6434Republic of the Philippines f) DEPARTMENT OF TRANSPORTATION OFFICE ORDER NO. 2020 - Os FOR + ALLJOB ORDER AND CONTRACT OF SERVICE PERSONNEL Undersecretaries, Assistant Secretaries, Service Directors, Project Managers & Division Chiefs Concerned DOTr-Central Office SUBJECT | : PROCEDURALGUIDELINES IN THE ONBOARDING, TIME AND | ATTENDANCE MONITORING AND COMPENSATION/SALARY | PROCESSING OF JOB ORDER (J0) AND CONTRACT OF SERVICE \ (COS) PERSONNEL IN VIEW OF THE FULL MOBILIZATION OF THE DOTr HUMAN RESOURCE INFORMATION SYSTEM (DOTr-HRIS) DATE | : —_ 07 September 2020 a ‘This refers to the full mobilization of the DOTr Human Resource Information System (HRIS), particularly the implementation of its Payroll Module in the processing of compensation/salary Claims of Jol Order (JO) and Contract of Service (COS) personnel of this Department, ‘To ensure aeamless transition from the Oracle-based payroll system to the new Payroll Module of the HRIS, itis imperative to establish HRIS-Integrated procedural guidelines on critical HR and financial processes affecting the overall management of }0/COS personnel. Hence, pursuant to Department Order No. 2019-004 dated 11 February 2019 establishing the rules ‘and regulations governing Job Order (JO) and Contract of Service (COS) personnel in this Department, all JO and COS personnel shall observe the standard procedures and schedule of compliance and comply with the submission of the identified requirements in their onboarding, time and attendance monitoring, and compensation/salary clalms processing for services rendered to this Department as stipulated In this Order. A. Onbparding ofJ0 and COS Personnel 1. Newly Hired JO/COS Personnel Procedure Requirement/s Receiving/ | Standard Schedule Processing of Compliance Office ‘a The Personnel Signed Job Offer Personnel Within three (3) Division shall notify | Form with Division days upon receipt the end-user unit of | stipulation on agreed of Job Offer the approval ofthe _| upon start date Pres Ratan toe osuenner Terenas bed seen mundi. poo emaroo.ute Sei eaueres pote action cenren none 1(ce engagement of sald personnel and confirm the offical start date. 1b. Upon the first day of ‘One (1) copy of the Agreement is duly duly signed and signed by allparties | notarized Service ‘concerned and ‘Agreement, as certified by the DOTr-CO General Services Division - Records Section Division. Personnel Immediately after contract execution ¬artzation but no later than the first ‘week of the contract period * Signing of the|Service Agreement constitutes the frst step of the standard onboarding process fr JO and COS personnelthe JD/COS personnel for the contract period {n the Payroll Module ofthe DOTr HRIS? f. Within the first week of reporting to work, | Accomplishment of Personnel Within the first the newly hired the Standard Division week of reporting JO/CDS personnel Onboarding (with Treasury ‘for work ‘Checklist forJo/cos | Division) Personnel, which shall include: (2) Signing of Service ‘Agreement (2) New Personnel Ortentation () Release of HRIS Login Credentials (4) Accomplishment of Personal Data ‘Sheet in HRIS () Issuance of DOTr RFID Card and Enrollment of Fingerprint Biometrics in the HRIS Employee ‘Monitoring (6) Submission of three (3) sets of CTC of the duly signed and notarized Service ‘Agreement, as Forney hrf]0/00s personnel he Personne Dison hl rate an HRI count forthe new personnal Here et ose Bac saignneno 3) Werk Location, (2) Wark Scheduleand 3) Allowable Wok Hours the RIS. 3 Standard paytoll data to be encoded shall include (1) project/funding group and (2) tax configurations.f.Upod completion of the standard onbdarding procedure, the JO/COS jnnel shall submit the accomplished onboarding checklist to th Personnel Division, certified by the DOTY-CO General Services Division ~ Records Section © Bank Account detalls for transmiteal of compensation/sal ary (8) BiR Registration for the affected pay period. ‘The JO/GOS personnel shall only be able to submit a claim for the remuneration of rendered services for a specific pay period once their engagement status in the DOTr HRISis confirmed and the gntire onboarding process s completed. ‘As such, fallureto submit the required copy ofthe duly executed and notarized Service ‘Agreement or complete the entire onboarding process shall exclude the JO/CO personnel 2_Ren¢wed J0/COS Personnel Procedure Requirement/s Receiving/ | Standard Schedule Processing ‘of Compliance Office aaa ‘Agreement constitutes the first step ofthe standard onboarding process for JO and COS personnel, | 4| b. Oncd the Service ae is duly signed by all parties concerned and notatized, the JO/COS conctrned thru the end-ser untt shall furnish a copy of the Service Agreement, certified by the CO General ss Division - Recofds Section, to nel for the 4, The Treasury Division shall fnput or update the rdquired details of the J9/COS personnel for the contract period {in thd Payroll Module ofthd DOTr HRIS, e. The nel Division shall notify the JG/COS personnel that He/she has been officially onboarded for thp applicable ccontrict period. One (1) copy ofthe duly signed and notarized Service Agreement, as certified by the DOTr-CO General Services Division ~ Records Section Personnel Division Immediately after contract execution & notarization but no later than the frst week ofthe contract period ee FI tne RIS.‘Note: confirmed and the entire onboarding process fs completed. ‘The JO/COS personnel shall only be able to submit a claim for the remuneration of rendered services for a specific pay period once thelr engagement/renewal status in the DOTr HRIS is As such, failure to submit the required copy of the duly executed and notarized Service ‘Agreement or complete the entire onboarding process shall exclude the J0/CO personnel fromthe scheduled payrollzun forthe affected pay period. B. ‘Timp, Attendance and Performance Monitoring of JO and COS Personnel + Office-Deployed Jo and Time-Based COS Personnel e JO/COS personnel shall be primarily responsible in ensuring the correctness and dompleteness of his/her Daily Time Record (OTR) in the DOTr HRIS. ‘approved by the | Bvidence and Justification mncerned. The same | approved by the be | offtctal/supervisor concern | Procedure Documentary Recelving/ Standard | Requirement/s | Processing | Schedule of Office Compliance ‘a, _AllJO and Time-based 0S personnel shall ‘in four (4) sactlons per work ay through the HRIS fiosks to record using jometric finger sanning and/or ID-enabled nntification Cards: b request for | Accomplished Personne! | Immediately ction in the DTR | Online Request for Division _| but not later than just be sufficiently | Manual Override of three (3) working ified with | Daily Time Records days from the end evidence | with Supporting date of the mana le pay periods for JO and COS personnel, see Annex. ural gldelins on bow tous the HIS Employee Self Service Kosh. see Annex A. ral ales on bof equet fo corecionsn the Daly Time Records Se Annex.submitted to the Hersonne Division ‘Note: Any requests for DTR correction must be submitted within the established deadline for the applicable pay period to the Personnel Division. The Treasury Division shall rocked with the payroll run as scheduled regardless if the JO/COS personnel concerned has Jet to accomplish sald correction requests for the affected pay period. % Field-Deployed JO and Time-Based COS personnel ‘The pffice/project unit with J0/COS personnel stationed in the field (Le. project sites or field offices) must have a reliable and secure method, tool or system to record and monitor the daily attendance of their JO/COS personnel. ‘The Personne! Division may assist the project unitin the installation of the DOTr HRIS tmcfone software at thelr identified work st location provided thatthe end-user unt {salready equipped with the physical or IT hardware requirements to run the system. Procedure Documentary Receiving/ Standard Requirement/s | Processing | Schedule of Office Compliance & AlljO and Time-based Gos personne ployed inthe field shall log in four (4) tfansactions per work ay through the cribed method, ol or system utilized the office/project tat the work slte/location. b. Foroffice/projects | Accomplished Personne! | Immediately its in the field which | Online Request for Division | but not later than notusetheDOTr | Manual Encoding of three (3) working RStimekeeping | Time Logs in the days from the end feware, theJO and | DOTr HRIS date of the ime-based COS supported by the ‘applicable pay personnel shall submit | Daily Time Record period’ the Daily Time (PTR) signed and rds for every pay | certified approved jod, which must be_| by the ‘For the applifable pay periods for JO and COS personnel, see Annexjgned and certified by | offictal/suy supervisor/official | concern cerned, Ipon evaluation, the jersonnel Division update the time gs ofthe JO and ime-based COS fersonnel concerned the DOTr HRIS prior processing of mpensation claims r the affected pay od. Note: Any requests for DIR correction must be submitted within the established deadline for the applicable pay period to the Personnel Division. The Treasury Division shall procked with the payroll run as scheduled regardless if the JO/COS personnel concerned has yet to accomplish sald correction requests for the affected pay period. % Felecommuting JO and Time-Based COS personnel ‘The Office/project unit with JO/COS personnel working remotely" or under other atohatee work anges must wlan relic and ete ‘method, too! or system to recofd and monitor the daily attendance of their JO/COS personnel as prescribed by the Personnel Division. Procedure Documentary | _ Recelving/ Standard Requirement/s Processing Schedule of Office Compliance ‘a ThejOand T ime-based COS xrsonnel shall render quired services for e date(s) authorized * work remotely. ——— “For the procedural uidelines on how to request for manual encoding of Dally Time Records inthe DOTr HRIS, see Annexe. 1 Working remotely telecommuting or working from home shall only be alowed as an alternative working arrangement ‘under spetalcreurstances and when duly authorized by the Cv Service Commission, Cmmssion on Aualt, Departnent of Padget and Management or when the Iw s provides.B. After rendering prvices remotely, the | Accomplished JOand Time-based COS shall file an Official Business (08) Personnel aline office Business (0B) Request via DOTr ERIS for the date(s) covered with the Accomplishment ‘Report (AR) submitted as ‘attachment and supporting document Immediately after rendering services on the date(s) authorized to work remotely but not later than three (3) working days from the end date of the applicable nace’ Wotel Any OB requests to work remotely must be submitted within the established deadline for the applicable pay period to the Personnel Division. The Treasury Division shall |proceed with the payroll run as scheduled regardless if the JO/COS personnel concined has yet to accomplish sald OB requests forthe affected pay period. For 4 Optpenaed Contract of Service Personnel it-based contract of service (COS) personnel, the official/supervisor concerned of ice/project unit shall be primarily responsible in assigning dally/weekly deliverables full extent possible and monitoring their timely accomplishments of the same. pay period, and in ensuring the correctness and completeness of his/her submissions. (FOR|NEWLY HIRED/RENEWED PERSONNEL) posers Sees 5 For the applicible pay periods for JO and COS personnel, see Anmex C | ‘COMPENSATION/SALARY CLAIM FOR THE CONTRACT PERIODDTR™ signed and certified by the Procedure Documentary Recelving7 Standard Requirement/s Processing | Schedule of Office Compliance ‘a, The J0/COSPersonnel |() Bank account | ‘Treasury Tmmediately laccomplish and detalls of Jo/cos} Division upon it the initial for transmittal of onboarding but compensation/sala not later than five ry for services (S) working days inchision inthe rendered (from the end date 10/COS Payroll to the ofthe applicaple ‘Treasury Division? —_| (2) BIR-Income Payees pawperiod.” Sworn Declaration, Photocopy of BIR 0605 for Payment of ‘Annual Registration Fee b. TheJp/cosPersonnel | Physical and Online| Treasury | Immediately but shall prepare the Submigsion (viaDOTr | Division —_| not later than five documentary HRIS)" ofthe (@) working days requirements to claim | following from the end date remuneration for documentary ofthe applicable servitesrenderedfor | requirements for pawperiod, the applicable pay processing of perloil. compensation/remun eration claims for the The JP/COS personnel pay shall bubmit scantled/electronic coplek of the required docufnentary requirements online via the DOTr HRIS."* (2) HRIs generated forthe procediaral guldelines on how to submit. "AanexD. via DOTr HIS, bee Annex. ‘Wor the appliqable pay periods for JO and COS personnel, see Annex C. ble pay periods for JO and COS personnel, see Annex C. "For the. ‘8 The J0/0S personnel shall print hs her own DTR via the HRIS. Moreover, ‘which were not generated thru the DOTr HRIS. procedure. faral guldelines on how to submit documentary requirements for pay/compensation claims processing, documentary requirements for pay/compensation claims processing, ‘Treasury Divison shall notaccept DTRS 10@ The physical and signed | official/supervisor copies of the required ‘concerned (2) Accomplishment Report signed and certified by the oficial/supervisor ] concerned | (8) Two (2) sets of CTC | » of duly executed | and notarized | Service Agreement (4) Two (2) copies of | approved | earmarking/fund allocation for the | position Issued by Budget Division (For First Salary Only) For_Time-Based COS Personnel: (1) HRIS-generated DTR_ signed and certified by the official supervisor | concerned (2) Accomplishment Report signed and certified by the official/supervisor concerned | (8) Two (2) sets of CTC of duly executed and notarized Service Agreement (4) Two (2) copies of approved earmarking/fund | allocation for the position issued by Budget Division * coples tobe fetached must be certified by the General Services Divison 2» Submission af a copy of the approved earmarking from Budget Division| salary/compensation forthe applicable contract period. Records Section. is required only when claiming for the ist 1executed by the official concerned (For SG 22 and | i | | (5) Copy of Affidavit of ; | | i | | Sbove only), ‘For Output-Based COS ‘Personnel: (2) coruncate of Service signed and certified by the official/supervisor concerned (2) Accomplishment Report signed and ] certified by the offical/supervisor | concerned | (3) Two (2) sets of CTC | of duly executed and notarized Service Agreement (4) Two (2) copies of approved cearmarking/fund allocation for the position issued by Budget Division (5) Copy of Affidavit of Undertaking executed by the offical concerned (For SG 22 and above only) Woter Te J0/COS personnel concerned must submit to the Treasury Division and the HRIS the required documents for compensation processing within the established deadline of compliance for the applicable pay period. The Treasury Division shall proceed with the in as scheduled regardless If a J0/COS personnel concerned has yet to submit 12| ‘by the ue Division but shall be procesged separately following the timeline of payroll processing for the next applicable pay period. ee COMPENSATION/SALARY CLAIMS FOR THE CONTRACT PEI foo Procedure Documentary Recelving/ ‘Standard Requirement/s Processing | Schedule of Office Compliance & ‘The ]0/COS Personnel | Physical and Online| Treasury | Not later than five shall prepare the Submigsion (viaDOTr | Diviston | (5) working days documentary BRIS)” of /— the from the end date requirements toclaim | following of the applicable remuneration for documentary ‘pavneriod. serviges rendered for | requirements for the applicable pay processing of period. compensation/remun eration clalms for the b. TheJp/COS personnel | applicable pay shall bubmit period: scanijed/electronic copies of the required documentary ForiO Personnel: requirements opline via the DOTr HRIS." (21) HRIS-generated DTR signed and c. The physical and certified by the origibal signed copies of | _official/supervisor the required concerned docuinentary (2) Accomplishment Report signed and requirements shall be ‘submitted to the certified by the 1 Division. official/supervisor concerned ‘For_Time-Based COS Personnel: For example, in the case of Job Order (0) Personnel late submission of documentary requirements to claim ‘compensation fpr rendered services for the 1" tothe 15° day of month shall be processed inthe scheduled payroll ran of the next applicable pay longside the reglar payroll run forthe 16* to 30"/31" pay period of the month). $2 forthe procefiural guldelines on how to submit documentary requirements for pay/compensation claims processing via DOTr HRIS, bee Annex D. BForthe guidelines on how to submit documentary requirements for pay/compensation claims processing ‘via DOTr HRUS, fee Annex D. For the applable pay periods (or JO and COS personnel se Annex 13() HRis-generated DTR signed and certified by the official/supervisor concerned (2) Accomplishment Report signed ‘and certified by the official/supervisor concerned (8) Copy of Amdavit of Undertaking executed by the ‘official concerned (For SG 22 and above only) For-Qutput-Based COS Personnel: (@) Certificate of Service signed and certified by the official supervisor concerned (2) Accomplishment Report signed and certified by the official/supervisor concerned (8) Copy of Affidavit of Undertaking executed by the offical concerned (For SG 22 and above only) Woter The J0/00S personnal concerned must submit to the Treasury Division and the HRIS | red documents for compensation processing within the established deadline of ce for the applicable pay period. The Treasury Division shall proceed with the fin ‘as scheduled regardless if a JO/COS personnel concerned has yet to submit quirements for the affected pay period: Delayed submissions may still be accepted the req complia payroll his/her 14| | | | by the he Division but shall be procesged separately following the timeline of payroll processihg for the next applicable pay period. ee Procedure Documentary Recelving/ Standard | Requirement/s Processing | Scheduleof | Office Compliance & The [O7COS Personnel | Physteal_and Online | Treasury | Notlater than five shall prepare the Submission (viaDOTr | Division —_| (5) working days documentary BRIS)” ofthe from the end date requirements to claim | following ofthe applicable | - remmjneration for documentary av petiad, fervicesrenderedfor [requirements for the applicable pay processing of peridd. compensation/remun eration claims for the b, ‘TheJ0/COS personnel | applicable pay period: For]O Personnel: (a) HRIS-generated DTR signed and ‘ certified by the offictal/supervisor concerned requirements shall be _| (2) Accomplishment submitted to the Report signed and ‘Treabuty Division. certified by the official/supervisor concerned 3 For example|in the case of Job Order (0) Personnel late submission of documentary requirements to cairn ‘Compensation for rendered services fr the 1" to the 15° day of month shall be processed inthe scheduled payroll run of ie pay perlod (Le. It shall be processed separately alongside the regular payroll run forthe 16*to ‘308/31 pay pbriod of the month), Sedo the proetdural gldelines on how to submit documentary requirements for pay/compensation claims processing via DOTr HRIS| see Annex D. 1 guidelines on how to submit documentary requirements for pay/compensation clams processing ‘via DOTr HRIS| see Annex D. 3 For the applicable pay periods for JO and COS personnel, see Anmex C 1s‘For_Time-Based COS Personnel: (2) HRIS-generated DTR signed and certified by the official/supervisor concerned (2) Accomplishment Report signed and certified by the official supervisor concerned (3) Copy of Affidavit of Undertaking executed by the official concerned (For SG 22 and above only) @ctc of duly executed and notarized Service ‘Agreement (S) Summary of Actual Deliverables for the entire duration of the contract signed and certified by the official/supervisor concerned For Quiput-Based COS Personnel: (4) Certificate of Service signed and certified by the official supervisor concerned (2) Accomplishment Report signed and certified by the 16‘official/supervisor ‘concerned (3) Copy of Affidavit of Undertaking executed by the | official concerned | (For SG 22 and above only) (@ctc of duly executed and notarized Service ‘Agreement (5) Summary of Actual Deliverables for the entire duration of the contract signed and certified by the official/supervisor concerned Woter The JO/COS personnel concerned must submit to the Treasury Division and the HRIS the required documents for compensation processing within the established deadline of compliance for the applicable pay period. The Treasury Division shall proceed with the payroll hin as scheduled regardless if a JO/COS personnel concerned has yet to submit his/her fequirements for the affected pay period. Delayed submissions may still be accepted by the Treasury Division but shall be processed separately following the timeline of payroll processing for the next: applicable pay period.” usurpesk for porr mus usERs For any inqhirles or concerns regarding the implementation of the DOTr HRIS Payroll Module, all affected pergonnel may coordinate with the appropriate offices, as follows: Nataré of Concern Office Concerned Contact Details For Onboarding and DTR| Personnel Division | Tel. No. 790-8300 loc. 322 and 243 Concerns _| ‘as.support@dotr.gov.ph For Cofipensation/Salary | Treasury Division | Tel. No. 790-8300 loc. 248 and 250 Processing Goncerns 3 For example] in the case of job Order JO) Personne! late submission of documentary requirements to claim Coupenaaton for rendered services for the tothe 15° day of month shall be processed inthe scheduled payroll run of Sheuext applieble pay period (Le, It shall be processed separately alongside the regular payroll run forthe 16" to '30°/31" pay ppriod of the month). 7All other issuances inconsistent herewith are hereby deemed repealed, revoked and/or superseded accordingly, This Order shall take effect on 30 September 2020. For strict compliance. Fis 'U.TUAZON, Ry, 18Republic of the Philippines DEPARTMENT OF TRANSPORTATION ANNEX A - PROCEDURAL GUIDELINES ON THE USE OF THE DOTr-CO HRIS TIME AND ATTENDANCE MONITORING SYSTEM (TMS) AND THE EMPLOYEE ‘SELF-SERVICE KIOSKS 1. All personnel logging in their dally attendance shall key in four (4) transactions using the TMS to be considered present for one whole day, to wit: Mandatory Time Transaction | _ Standard Timeframe for Entries ‘Transaction* | Initial Log-in First log-in of the work day before the applicable one (1) hour break period i Lunch Break Log-Out First login within the i applicable one (1) hour break | period { Second Log-in Last log-in within the i applicable one (1) hour break period © Final Log-Out Tast log-in of the work day after the applicable one (1) hour break period * Timeframes may vary depending on the workweek scheme and work shift (eg, day or night shift) of the personnel concerned. | 2. For every transaction, the TMS shall be required to (a) tap his/her ID Card on the RFID reader of the HRIS Employee Self-Service Kiosk (ESS) Kiosk, and/or (b) register the time entry forthe transaction by placing his/her Anger on the blometrie scanner. 3, The RFID-enabled Identification (1D) Cards shall be a critical requirement in the use of ie TMS and the HRIS ESS Kiosks. All personnel are strictly enjoined to wear their IDs at all times for failure to do so will prevent the concerned personnel to accomplish Item 2 above. An employee with incomplete transaction logs for the day shall be considered late, Undertime, or half-day absent, as the case may be, except under the instances provided {h Item 5 below. Consequently, deductions from the personnel's compensation/pay shall apply. every personnel may only login his/her time of arrival not earlier than 1 hour before the start ofthe work schedule for the day (eg, not earller than 6 a.m. in DOTr-Clark and Columbla). Consequently, any log-ns contrary thereto shall be considered asthe final log-out ofthe previous work day. INATUGO ST. COR. SERGIO OENERAGR. TeLeran say Clie pratbont Zove: ANGELES Co Trutecing,fooSgna7aosco Bamana PRUPeNeS |GTC ATION CENTER HOTLINE 19a general rule, a single log-in transaction reflected in the DTR shall be considered as, {bsence for the day. On the other hand, missing noon break entry/s in the DTR shall be harked as a half-day absence for the day. 5. The 4-transaction requirement in the TMS as mentioned in Item 4 above need not ppl for J0/COS personel in the following instances subject to certain conditions, to tions to the Transaction | Required Supporting Document/s Requirement fa) When the personnel is on | The personnel concerned shall be required to | official business; or file the applicable Official Business Pass through the Human Resource Information System (HRIS) 6. Attendance during the scheduled monthly flag ceremony is mandatory. During the plicable date/s, those who fall to either attend the sald ceremony or log-in on or jefore 7:30 aim. shall be marked with a half-day absence for the day. 7. Ih case any personnel may experience difficulty in successfully logging in a transaction th the TMS using a particular HRIS ESS Kiosk, the concerned personnel shall attempt 1¢ same at another available kiosk. Should the same issue/difficulty persist, the personnel may submit an ONLINE request for manual encoding/correction {h the DTR to the Personnel Division. This request must be sufficiently justified with ipporting evidence» and approved by the official/supervisor concerned. 3 For thelpracedural guldelines on how to request for corrections in the Dally Time Records, see Annex B. > some efamples of credible supporting evidences Include certified dally ard logs, time-stamped CCTV records, “| | 20Republic of the Philippines DEPARTMENT OF TRANSPORTATION ANNEX B - PROCEDURAL GUIDELINES IN REQUESTING FOR MANUAL ENCODING/CORRECTIONS IN THE DAILY TIME RECORDS OF JOB ORDER (JO) AND CONTRACT OF SERVICE (COS) PERSONNEL ‘To request for manual encoding or corrections of time logs in the DOTr HRIS Daily Time Records (DTR), the J0/COS personnel must follow the steps below: | (2) Accomplish the Ontine Request Form via this link: hittp://bitly/DOTr-HRIS-DTR-REQUEST (2) Input the required personal detats and lick "Nex (3) For office-deployed personnel requesting correction in their time logs for a ‘particular date: a. Download and accomplish the Justification Form’ for DTR Correction, which | mustbe signed by your immediate supervisor. 1b. Once signed and approved by the immediate supervisor, the scanned copy of the Justification Form shall be uploaded by clicking the “Add File” button in | the box provided. | I 5 The Jubtfication Form can be downloaded through this link: htpsu//bity/HRIS-DTR-Correction SEG ON “aera ean Tas aaTudo SCOR. senn ose santo Saar waatecains oat nenn cevten nove, | 2 |DTR Manual Encoding/Correction Request i ‘ea oamare ne poy ssc ir Gong scribe acre en ‘tee era eee fa het carats png ae sue oe Satie me Sethe sei eee seamen neti nne apr nt c. Once the file s uploaded, input in the form the particular date affected by the request for DTR correction, including the specific logs transactions requiring correction/adjustment for that day. fote: You can only submit time log corrections for one (1) date per request. If you have ultiple dates n your DTR that requires correction, you must subm{t a separate request (nh sown ustfteation form foreach effected date 224. Once all the required detalls for the request Is inputted, click "Next” to submit. €. Aconfirmation page will appear to inform you that the request has been duly submitted and received. DTR Manual Encoding/Correction Request ‘ou requen hasbeen reeved Peet cneckycur Gh Tine sar he Hit aie 24 ert the eased changes hae been approved an epee allow upto ety Concerns lente comact the Prsoenel Don Te Ne, 790490 le. 322 an 263 and \inemat nt axaeenanaau 90.08 Toark you. fubmacemessseamte “iforee vend nee Cane Trapan ae sak Google Fesins | (4) For field-deplayed personnel assigned at work locations where the HRIS Timekeeping Kiosks are unavailable and other ‘methods, tools, or systems to monitor sttendance are utilized:b. Upload a scanned copy of your Non-HRIS Dally Time Record (DTR) for the applicable pay period (signed and certified by your immediate supervisor) by clicking “Add File" button in the box provided. ——————— DTR Manual Encoding/Correction i Request i ‘emne ene np waste ys pt tbe Sigman ch tances b. Once the file fs uploaded, input in the form the applicable pay period covered inthe uploaded DTR. Then click “Submit”. 24© Aconfirmation page will appear to inform you that the request has been duly submitted and received. RR DTR Manual Enceding/Correction t Request | Yourrequesthas been eee Pleas chek youaly Tne cord ine is aie 24 | neue regvestedchnge/sneve tren porrct na abped To few up or ony ‘avert lee comact he PevomelDinon #7 He. 790-420. 32 nd 243 ad ‘nee ec aasvonada sana Toe you. Google Ferns 25Republic of the Philippines DEPARTMENT OF TRANSPORTATION ANNEX C - APPLICABLE PAY PERIODS & STANDARD SCHEDULE OF PAYROLL RUN FOR JOB ORDER (J0) AND CONTRACT OF SERVICE (COS) PERSONNEL J0/COSPersonnel | ApplicablePay | Scheduled Payroll] Target Schedule Periods Run for Salary Release Job Order T*to 15" day of the | Not later than the 6* | Notlater than the month working day from the | 10" working day 16" to 30/31" end date of the | from the end date day ofthe month | 4Pplicable payperiod | ofthe applicable pavneriod Note: Effectivity of this schedule shall commence with the 16-30 September 2020 pay period Contract of Service T*to 30° 731" day | Notlater than the 6™ | Notlater than the (Time-Based & ofthe month working day from the | 10* working day Output-Based) end date of the from the end date ' applicable payperiod | ofthe applicable { Note: Efectivity of 1 this schedule shall commence with the 1-30 September 2020 pay period TPNATUBO GT, COR, SERGIO OSHERASR. Cutt encebort zone ANGELES TY PRUPANCA. PRUPPIES. “TELEFAR. 032)723-4025 ‘rRuwne teo.sgooage ect oTeAcTION CENTER HORNE, 26ANNEX D - PROCEDURAL GUIDELINES IN THE SUBMISSION OF DOCUMENTARY REQUIREMENTS FOR SALARY/COMPENSATION CLAIMS OF JOB ORDER | (G0) AND CONTRACT OF SERVICE (COS) PERSONNEL VIA DOTr HRIS ee ee ipulated in Part C ofthis Office Order. a (2) Log in your HRIS account thru this link: https gov.ph/#/home | Note: If you are not yet registered in the system or forgot your login credentials, please submit a request via the HRIS chat box or by sending an email to as.support@dotr.gov.ph (B) [lick the “Schedule” Module among the menu options found in the left side of the website. 27(4) (Click “Attach Files” found on the upper right comer of the webpage. (5) Select the start date and end date of the applicable pay period. 28(6)|ctick the “Choose File” button to upload the scanned copy of the documentary irequirements to be submitted stipulated in Part C ofthis Office Order. Please make isure that all required documents are scanned and compiled in one PDF file. (7) Once the PDF file is uploaded, click the “Save” button to submit the documentary {requirements for compensation/salary claim thru the HRIS. The system shall confirm }fehe document was fully uploaded and submitted. (6) [the physical and original signed copies of the required documentary requirements shall be submited tothe Treasury Division. 29