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I hereby acknowledge that I have read and understood the contents of this Institutions
Personnel Policies and Procedures Manual which includes policy memos, circulars and memoranda.
I believe that this manual will serve as a useful guide in my faithful compliance with and adherence
to the policies and regulations contained herein, which are a reflection of the institutions culture and
values.
Therefore, I do solemnly swear to abide by the policies and procedures to the best of my
ability. I understand that failure to do so would result to disciplinary action or dismissal from
employment.
CONFORME:
(Employees Signature Over (Date Noted by:
(Position)
Printed Name) Signed) (Immediate Head)
INSTRUCTION:
Every staff/employee joining/had already joined this unit/office must read and understand the
Personnel Policies and Procedures Manual and he/she must sign on the space above. It is also
encouraged that everyone shall refer to the manual and abides by the policies and procedures.
Accomplished form shall be included in the front page part of the Personnel Manual.
All employees must renew signing in this form annually.
Please make sure this form is available at the unit office any time needed.
Personnel Development Towards Effective Service Delivery:
A PERSONNEL MANUAL SEPTEMBER 2010 REVISED EDITION
CARD, Inc.
PERSONNEL MANUAL
PERSONNEL 00-00-01
PREFACE
Upholding that the staff is the primary asset and driving force of the institution, CARD
values the continuing development of their competence and capability through instilling the
value of integrity, honesty, transparency, discipline, hardwork and excellence leading to the
empowerment of its staff and members in an atmosphere of mutual respect.
Central to CARD's success is the relentless effort, strong dedication and deep commitment
of its management and staff to imbue discipline and other positive values to the clients.
All through this process, CARD management and staff has been guided by the above core
values and principles as well as by policies and procedures that are documented in this
handbook. Even as CARD grows, this Personnel Policies and Procedures Manual shall be
reviewed periodically and fine-tuned when necessary.
Each set of document is numbered in the following manner for easy spotting of items:
XXXX - ## - ## - ##
Page Number
Section
Chapter
Department
PERSONNEL 00-00-02
TABLE OF CONTENTS
Preface
Section 3. Separation
3.1 Resignation
3.2 Termination
3.3 Immediate notification to Centers on staff not anymore connected to CARD MRI
Section 5. Attendance
5.1 Time Records and Leave of Absence
Section 6. Overtime
6.1 Requiring Overtime
6.2 Scope and Schedule
6.3 Authorization and Approval
6.4 Authorization Procedures
6.5 Types and Corresponding Pay Rates
PERSONNEL 00-00-03
Section 9. Complaints
9.1 Handling Complaints
PERSONNEL 00-00-04
Annexes
PERSONNEL 01-01-01
The personnel or human resources unit scope of functions covers a timely provision of
competent personnel, keeping their high morale by developing and motivating them, labor
relations and communications and efficient program administration and adequate budget.
As a staff unit adviser, the Personnel Unit helps and assists managers and supervisors in
their personnel functions specifically in assisting them in the execution of their
responsibilities on personnel administration and maintenance of high morale and discipline
of personnel under them. As such, the major functions of the Personnel Unit include:
PERSONNEL 01-01-02
5. Job Evaluation and Classification, and Salary Administration whereby personnel unit
studies and evaluates jobs, recommends job classification and establishment of sound
wage and salary structure, and administer the organizations policies governing wages
and salaries.
6. Employee and Labor relations where it assists the middle or line management in
handling problems of discipline and complaints and opening communication lines
between management and staff.
8. Support services function for regulatory compliance of all the member institutions of the
CARD MRI and on HR related reportorial requirements for the management and
partners.
PERSONNEL 01-02-01
BOARD OF TRUSTEES
Managing Director
(CARD MRI Coordinating Committee)
Institutional Head
Support Units
Associations & Admin
nsns & A
HRD Other SU
Regional Relations
& Services Job Evaluation and Performance
Management Program
Luzon
Mindanao
PERSONNEL 02-1.1-01
SECTION 1. EMPLOYMENT
POLICY:
The Board sets and approves the staffing pattern of the institution. No item shall be filled
in if not included in the approved Plantilla. However, hiring of temporary or emergency
employee is allowed provided it was duly approved by the authorized body.
GUIDELINES/PROCEDURES:
1. Staffing pattern is determined at the Head Office during the management meeting or
annual review and planning workshop.
2. Proposal for any addition or changes in the Plantilla must be submitted to the
Executive Committee for review and endorsement to the Board.
3. Only when the submitted proposal was approved by the Board will the item be
considered open for recruitment.
PERSONNEL 02-1.2-01
POLICY:
Opportunities for employment are open for both men and women who are selected on the
basis of their qualification to perform the duties and responsibilities inherent in the position
sought as well as their belief in the programs mission and philosophy.
GUIDELINES/PROCEDURES:
2. Recruitment shall be done either through direct contact with qualified persons known
to the organization, officers and staff, through posting in colleges/universities,
through selection from the file of previous applicants, or through advertisement in any
widely circulated newspaper as approved by the designated authority.
3. The Human Resource Unit and the CARD MRI Development Institute (CMDI) reviews
policy on selection procedures and recommends policy improvement to ensure quality
and timely recruitment. Authorized regional heads and support units or departmental
heads facilitates plans and conduct recruitment that will be required in the regions or
departments.
4. Selection Interview as the initial screening for potential applicants is conducted with
the presence of the designated or appointed Officers (Director, Regional Head or
designated Area Manager) who are given the authority to select potential applicants
through the initial screening. Those who passed the initial screening shall be the
reserve applicants for any possible vacancies.
PERSONNEL 02-1.2-02
(UPDATED PER POLICY MEMO: AUG.12.2009)
5. While a timely deployment of staff when needed is one key to ensure productivity and
smooth operations in the unit, procedural policy as stated below is expected to be
followed for the purpose as well as to encourage equal career opportunity for all
qualified staff. This is to also make the RH or concerned officer to become aware of
their role in the overall performance of the institution while they are accountable for
the respective region or office under their supervision.
PERSONNEL 02-1.3-01
POLICY:
CARD sets and observes standard employment qualifications and requirements for all its
personnel, specifically as follows:
1.3.1 AGE
Minimum age requirements for all applicants should be at least nineteen (19) years old.
Male and female applicants for position below supervisory level should not be over thirty-
five (35) years old.
1.3.2 EDUCATION
Regular positions are open to applicants who have finished at least two years vocational
course/ two years college diploma course or college degree level with equivalent two years
units earned or degree holder preferably along the field of business related courses
(accounting, Banking and Finance, Economics, Management and such other business areas
or along the directly related field as in the case of position requiring certain skills and
expertise.
For instances of employment with the minimum qualifications of at least two years
tertiary/college education, please be informed, however, that equivalent job grade or
position level is given also at a minimum entry level based on the approved job grading
policy of the CARD MRI. Upgrading to the equivalent next higher position leveling will be
based on the expertise gain and performance shown by the staff.
1.3.3 CITIZENSHIPS
Only Filipino citizens shall be considered for employment with CARD. Foreign citizens shall
be considered only when justified and is approved by the Board.
1.3.4 PERSONALITY
Applicants should possess a pleasant friendly disposition and present a neat and well-
groomed appearance.
PERSONNEL 02-1.3-02
The applicant should pass the CARD's standard pre-employment requirements and show
reasonable proof of mental alertness or psychological fitness in the interviews.
GUIDELINES/PROCEDURES:
1. The office of the Human Resource or the designated Regional Office accepts
applications and facilitate recruitment.
Application letter
Bio-data/Resume
Official Transcript of Records or any equivalent
Other documents as may be required from the applicant
3. The office of the Human Resource/Regional Office shall review all applications and
those selected shall undergo initial screening through selection interview or written
examination.
4. Those who got positive result or who have passed the initial screening shall undergo
further interview by the requesting officer before inviting them for next steps in
hiring.
5. The applicants who have successfully passed the orientation and exposure training
shall be given job assignment based on the institutions hiring requirements.
6. When selected for hiring, applicant should complete other required document to
facilitate hiring as follows:
Surety Agreement/Letter
Certification of Passed Medical Test
SSS and TIN registration
other applicable requirements when required by CARD
PERSONNEL 02-1.4-01
POLICY:
Following the approved design on exposure program (as designed by the CMDI), applicants
as prospective staff of the institution are required to undergo this program in order to
provide all prospective staff to gain the following:
a.) To know CARD's poverty eradication program, its mission and its activities through in-
depth exposure in actual operations of CARD in the branch/field office;
b.) To understand the underlying culture and values as well as the mechanics in
delivering CARD's services to its clients; and
c.) To assess his/her own personal skills and values and match it with the culture and
values observed at CARD.
GUIDELINES/PROCEDURES:
3. The Unit Supervisor is responsible for conducting an orientation and securing the
required outputs under this period.
4. The applicant is required to keep a daily diary and make it available as basis for
assessing the acquired learning.
5. The applicant is then directed to follow the schedules based on the approved
exposure training design.
6. The Training Manager or the Course Director with the Personnel Manager/Regional
Head shall assess the applicants performance and potentials and provide job
assignment following the rules/policy on employment approving authority.
PERSONNEL 02-1.5-01
(UPDATED PER POLICY MEMO:AUG.5.2010)
1.5. EMPLOYMENT APPROVING AUTHORITY
POLICY:
All Employment shall be done protecting the best interest of the CARD MRI. While
decentralized recruitment and hiring is being implemented, shared responsibility system on
employing and appointing individuals shall be guided by the approved Employment
Approving and Signing Authority.
GUIDELINES/PROCEDURES:
for rank and file and Supervisors whether for probationary or regular
employment are approved by the Regional Head/Department Head
for Jr. Managers (UM level) for probationary is approved by the Head Office
Immediate Director
for Jr. Managers (UM level) for regular or temporary employment are approved
by the Institutional Head
for Sr. Managers and Directors whether for probationary regular or temporary
are approved by Institutional Head and endorsed to the Managing Director while
Executive Positions are confirmed by the Board.
2. While decentralized HR governs employment policy within the CARD MRI, all
authorized and concerned Officers delegated the function on HR shall ensure
observance of professionalism in performing the role and must religiously comply in
the proper notice and submission on documents required on the hiring and
appointment done.
3. All cross CARD MRI transfer shall be cleared by the Institutional Head and shall be
cleared with the office of the Managing Director.
PERSONNEL 02-1.5-02
(UPDATED PER POLICY MEMO:AUG.5.2010)
PERSONNEL 02-1.6-01
POLICY:
Employees are hired and issued corresponding appointment based on the classification of
their employment.
GUIDELINES/PROCEDURES:
1. PROBATIONARY EMPLOYEE
One hired for the period of trial or probation not to exceed six (6) months of continuous
service, during which he/she may be terminated for a just cause, or when he/she fails to
qualify as regular employee in accordance with the standard requirements.
a. The CARD MRI shall follow the normal probationary training period of up to six (6)
months.
b. Should the probationary trainee staff still did not satisfy the CARD in meeting the
agreed targets on the set job objectives within the given period, the Regional
Head or the equivalent level of Authority may opt to give the chance to the
concerned probationary trainee to still show more performance giving an
extension of up to three (3) months.
c. This however, shall be carefully assessed and must strictly follow the procedure on
following proper documentation of the mutual agreement between the concerned
employee and the designated/authorized CARD Officer before the actual extension
will take effect.
d. There should not have extension of probationary training without the
written documented extension of probationary appointment as proof of
the mutual agreement between parties.
2. REGULAR/CORE EMPLOYEE
One who has satisfactorily undergone the probationary period, complied with all CARD
requirements for regular employee, and received the letter of regular appointment duly
signed by the authorized officers of CARD. Regular employees have security of tenure,
however, any employee may be terminated for a just cause.
PERSONNEL 02-1.6-02
PERSONNEL 02-1.7-01
(UPDATED PER POLICY MEMO:OCT.28.2008)
POLICY:
In order to cope with the increasing demand of the institution particularly for security,
driving, messengerial and janitorial services, CARD shall avail services from accredited
agency, except when CARD through the Executive Committee finds justification of the need
and approves for regular hiring.
GUIDELINES/PROCEDURES:
1. Request for position classified under the above policy must be received at the office of
the Organization and Administration Unit, duly signed by the Unit Director.
2. The office of the Organization and Administration Unit shall forward the request to the
Institutional Head for review and approval.
3. Once approved, Organization and Administration Unit shall coordinate with the
accredited agency for their action.
PERSONNEL 02-1.7-02
(UPDATED PER POLICY MEMO:OCT.28.2008)
Respective HRD Office shall coordinate and send Letter of Authorization to undergo
physical examination to the concerned individual through the designated office
where they provide regular services.
Provision of such privilege shall be anchored in the existing accreditation of the CARD
MRI with the existing Health Insurance provider where expense incurred shall be
properly accounted and billed to the respective offices.
Such provision shall however be based on annual review and capacity of the institution
to extend such health program to qualified individuals.
PERSONNEL 02-1.8-01
POLICY:
As a formal and growing institution, employment practices of CARD must create and
maintain constructive working relationships committed to management practices that are
fair, efficient, just and avoids actual or potential conflicts of interest. For this matter, CARD
shall be guided by the following policy:
A. CARD will allow the employment of relatives provided that relatives up to the third
degree of consanguinity or affinity should not find themselves in a superior
subordinate situation.
GUIDELINES/PROCEDURES:
2.1 One relative might have the opportunity to check, evaluate, approve or audit or
in any means effect the work of any relative.
4. Relatives covered by said consanguinity or affinity rule located in the same branch
shall be discouraged for both officers and staff.
PERSONNEL 02-1.8-02
5. Proper transfer of assignments must be done if the consanguinity/ affinity rule over
superior-subordinate working relationship.
6. Designated Supervising officers in the Branch are duly bound to report to their
respective Area Heads any situation covered by this provision by virtue of inter-
marriage or existing working relationship. The Area Head with the consent of
Operations Head must communicate with the Personnel Dept. for proper
implementation of transfer.
7. Unit Heads in the Head Office shall be the responsible person to communicate with
the Executive Vice President/Associate Director or the Chief Executive Officer/
Executive Director for action.
PERSONNEL 02-1.9-01
POLICY:
Former employees who wish to be re-hired shall undergo the normal hiring procedures of
CARD.
CARD MRI values its employees and the services they rendered CARD. CARD MRI then is
open to receiving former employees who wish to be re-employed with the CARD MRI.
Guidelines:
1. Former employees shall be accepted to the CARD MRI should they wish to be
reconsidered for re-employment under the following conditions:
a. former employee shall need to re-apply and must be open to any possible
place of job assignment.
PERSONNEL 02-1.9-02
c. acceptance to the position with the MRI shall be approved following the
employment approval as follows:
Former Employees Possible Position For Approval
Position Level Re-employment
when left CARD
Staff Level with Staff Level Regional Head
service record of less
than two years
Staff Level with Staff Level but can be Regional Head but
service record with considered for next higher confirmed to the
CARD for more than managerial level after six Institutional Head
two years months to one year
Branch Manager Same level of position or Institutional Head
Level next level of position
Area Manager Level depending on the earned Institutional Head
Regional Manager qualification after leaving plus the Managing
Level CARD or next level of Director
Director Level position after a period of
three months to six months
when have seen the
potentials to qualify and
the institution is in need of
the position.
PERSONNEL 02-1.10-01
POLICY:
Upon acceptance for employment with CARD, employee should not compromise to any
outside employment unless given approval by the Executive Committee to continue the
same.
PERSONNEL 02-1.11-01
(UPDATED PER POLICY MEMO:OCT.28.2008)
1.11 STAFF PAYROLL
POLICY:
Salary and wage payments are made according to the compensation policies implemented
by CARD and in accordance with the provisions of the applicable labor law and all other
appropriate legal authorities. Responsible CARD offices and authorities are expected to
support and fully cooperate in the collection of employment documents and proper
notification related to employments, they are further responsible for ensuring that salary
and wage payments are authorized, accurate and paid on time in accordance with
established policies, rules and regulations.
Employment and payroll information is confidential, and will not be released except to the
concerned employees who need the information to perform their job responsibilities. All
documents and electronic records related to payroll must be handled and stored in a
manner consistent with their confidentiality by all who have responsibility for any aspect of
the payroll function. The payroll office and the HRD administer the release of employee
information to the requesting office/individuals following the proper request procedure.
GUIDELINES/PROCEDURES:
1. Employment of qualified individuals shall follow the implementing policy guidelines on
recruitment and hiring while administration of salaries and compensation is the
responsibility of the HRD office in coordination with the Finance Office.
1.1. Regional level is authorized to offer pay rates following the minimum salary rates
based on the approved salary table.
1.2. Compensation structures, payments and rate adjustments or change on wage or
salary is administered at the HRD office following the guidelines on approving
authorities.
2. The Payroll officer (or the authorized office given the function on payroll) disburses
funds according to the payroll schedule dully approved by the proper authorities.
3. Applicable laws on withholding tax on compensation and salaries and all regulatory
rules such as SSS, PhilHealth, HDMF-Pag-ibig shall automatically be considered in the
payroll without the employee consent while all other deductibles shall be considered
in the payroll following the proper billing and authorization.
PERSONNEL 02-1.11-02
4. Payments are based on the receipt of written or electronically authorized records from
the branches/offices and should be released only after all the necessary
employment documents (appointment contract, with attach readable copy of SSS
ID/E1/E4 in case of new hired) have been received and properly recorded by
the Payroll Officer/Regional Accountant. Such documents shall then be stored by the
respective Payroll Officer/Regional Accountant to their designated bank branch/area
office/regional office.
5. For purposes of internal controls, meeting requirements of all applicable regulations
and the proper consolidations of employee information where HR related reports are
generated, storing employment documents and records have to be strictly
maintained:
5.1. Appointment letter third copy (yellow copy) from the issuing office together with the approved
staff evaluation or personnel action shall be forwarded and stored at the respective HR office.
5.2. Appointment letter second copy (green copy) with the required attachment (SSS for newly hired)
served by the authorized Officer to the concerned staff shall be forwarded for recording and
storing to the respective Payroll Officer/Regional Accountant.
5.3. Electronic Copy/Soft copy of payroll shall be sent to the respective HRD office on a monthly basis.
Hard copy of the actual payroll released shall be provided to the respective HRD office on a
quarterly basis.
7. Stop Payment Order (SPO), Temporary Stop Payment Order (TSPO) or Transfer
Payment Order (TPO) notice on payroll shall be implemented in the form of written
document.
7.1. In case of staff resignation/termination, approved resignation letter/termination document
indicating date of last day of work shall serve as Stop Payment Order notice for the Payroll
Officer/Regional Accountant. Original approved resignation letter/termination document shall be
forwarded to the respective HRD office while keeping copy on designated regional file.
7.2. In case of sickness or vacation leave without pay, approved leave of absence for the purpose
shall serve as the TSPO notice for the Payroll Officer/Regional Accountant. Record on leave of
staff is incorporated in the leave report summary regularly submitted to the respective HRD
office. Concerned staff under the TSPO shall not however be deleted to the payroll but shall still
be listed with notes on leave without pay, though, no payment made for the period that
corresponds to the dates on the notice/leave form.
7.3. In case of staff transfer of assignment or office where his/her payroll shall have to be transferred
to another Payroll Officer/Regional Accountant, appointment letter shall be forwarded to the
assigned receiving Payroll Officer/Regional Accountant to serve as the TPO notice on staffs
payroll. Receiving Payroll Officer/Regional Accountant shall then coordinate to the originating
Payroll Officer/Regional Accountant for the transfer of payroll schedule, employment records
particularly on related payroll information of the concerned staff.
PERSONNEL 02-1.12-01
(IMPLEMENTED PER POLICY MEMO:JUN.10.2009)
RATIONALE: As a recognition that CARD MRI is assuring a pool of capable and competent
future leaders for this growing institution, the Management Training Program
must be sustained in order to ensure that well-rounded and well-equipped
leaders are produced and maintained within CARD.
POLICY:
Priority in implementing Management Training Program shall be given to the sons and
daughters of common Shareholders whose aggregate investment in CARD MRI (i.e.
CARD Bank, RBST, CARD SME Bank, CaMIA, and other profit oriented CARD
Companies) is 10% and above. Likewise, Employment opportunities shall also be
offered to the said sons and daughters. As a course of action regarding this, CARD MRI
shall be guided by the following policy:
A. CARD will allow employment opportunities for sons and daughters of common
Shareholders whose aggregate investment in CARD MRI (i.e. CARD Bank, RBST,
CARD SME Bank, CaMIA, and other profit oriented CARD Companies) is 10% and
above.
B. Only one child (son or daughter) is allowed per common Shareholder for a regular
full employment (subject to existing rules and regulation of CARD MRI in hiring shall
apply).
C. Only those who graduated from any four year course, to the least, are eligible under
this policy.
PERSONNEL 02-1.12-02
GUIDELINES/PROCEDURES:
1. Qualified sons/daughters will undergo the full Management Training Program
designed by HRD Unit of CARD MRI.
2. Sons and daughters who qualified under this policy will be under or will report
directly in the office of the CARD MRI Managing Director for at least two (2) years.
The Managing Director shall ensure that the son/daughter within the position of
Management Trainee is given the proper orientation, skills, and knowledge
operations about the different institutions of CARD MRI.
3. Management Trainee will be given at least one year of exposure in the different
CARD MRI Institutions. They will be assigned and rotated every after three (3)
months in the different MRI whenever possible as a minimum time for them to get
maximum exposure and experience. The Management Trainee exposure can be
extended up to two years. At the end of two years, the Managing Director, in
consultation with HRD Unit, will decide whether the Management Trainee will be
allowed to continue to work and be assigned to a long term position in a particular
MRI. If otherwise, the Managing Director shall decide on the following:
4. The position which will be given to Management Trainee will not be in the institution
where his/her father or mother is an executive or management officer. This is to
avoid conflict of interest.
5. It is encouraged that after three (3) years, Management Trainees or those who have
been with CARD MRI (son/daughter), should look for other jobs outside of CARD
MRI or with which CARD MRI is a partner. They are encouraged to work for at
least two (2) years or cumulatively two years within a five (5) year timeframe
outside CARD MRI to gain and sharpen their knowledge and experience in
management and field operations. CARD MRI will do its utmost help to place these
Management Trainees to other institutions outside. After 2 years, the Management
Trainee can now return to CARD for a more challenging job (subject to availability of
the position but all efforts and accommodations will be exerted to ensure that the
son/daughter will be given job within CARD MRI).
6. There should only be one child (son/daughter) allocation per common Shareholder
under this Management Training Program at any one time.
PERSONNEL 02-1.13-01
(UPDATED PER POLICY MEMO POLICY:DEC.10.2008&JAN.12.2009)
POLICY:
Depending on the need and conditions that will be required for the best advantage of the
operations, CARD shall cover reasonable expenses in the discharge of duties for selected
key positions
GUIDELINES/PROCEDURES:
7. As approved by the Authorized authority for the qualified officials, following
expenses shall be covered official:
Expenses for Officer-in-charge per policy memo 5-28-04 which is provided only if
acting on and assuming the function for the position temporarily in-charge to the
appointed employee is fifteen (15) days or more given as follows:
Amount of Provision
Level of Position Assumed as an OIC per month
Supervisor (Asst. Branch Manager Level) Php 500
Officer (Branch/Unit Manager Level) Php1,000
Area Manager Level Php2,000
Director Level Php3,000
Executive Level Php4,000
Head of the Institution Php5,000
PERSONNEL 02-2.1-01
(UPDATED POLICY: OCT.2009)
SECTION 2. EMPLOYEE MOBILITY
2.1 PROMOTIONS
POLICY:
A. Promotions.
Vacancies for higher positions shall be filled from within the ranks, without prejudice to
recruitment outside of the institution, except when certain special qualifications,
experience, and training are required for the job
GUIDELINES/PROCEDURES:
A. Promotions
1. Recommendation and approval for promotion can only be done once a year except in
case of transfer, vacancy of position or creation of new position.
2. All promotions shall be based on the capabilities and past performance of the
employee as recommended by his superior and indicated in the performance
evaluation, to include the result of the interview and oral or written test conducted
with the employee for promotion following the CARD MRI approved design on
promotional training module.
4. Promotion shall observe regular procedure of minimum seven (7) months to one (1)
year full-length Promotional Training. Only when pass the training period where
measures of productivity on minimum standard caseload/workload has been achieved
shall the Trainee be appointed full pledged to the position.
5. Final assessment on the performance of the staff on promotion training shall be due
after the sixth month probationary training or on the eleven month continuation of
the one year full-length training.
PERSONNEL 02-2.1-02
6. All due performance assessment and recommendation shall have to be submitted and
received to the HRD-Personnel ten days after the end of the sixth/eleven month
training period (whichever is applicable) to give ample time for the needed personnel
action.
7. Refer further to the approved detailed procedures on job promotions considering level
of managerial positions.
1. Job Promotion opportunities are not limited within the institution. As part of
individual growth and career development program and to encourage professionalism
in the implementation of such program, CARD MRI encourages personnel to have
equal chances to seize opportunities offered by each of the CARD MRI.
2. Vacancies for promotion such as promotion for Unit Manager for the Bank and NGO
and Provincial Manager for the CARD MBA, among others, shall have to be announced
across the CARD MRI for proper information of personnel who are qualified and
interested in the position. Announcement shall be made in coordination with the HR-
Personnel Office.
PERSONNEL 02-2.2-01
(UPDATED PER POLICY MEMO:JUL.30.2010)
POLICY:
For purposes of internal control, all operations, finance and administrative staff must be
reshuffled and/or rotated once every year or based on the approved length of stay in the
unit/office per level of position.
GUIDELINES/PROCEDURES:
1. The Regional Head shall monitor implementation on staff reshuffling and staff rotation
as one of the measures to ensure internal control in the operations.
2. Staff rotation is the exchange of caseload among the Account Officers within the
unit/OBO that will be implemented covering five (5) days period once every three
months.
2.1 The Area Manager shall do the plan to implement staff rotation in the unit/OBO.
He/She shall confirm the proposed plan with the Regional Head. The schedule of
staff rotation within the unit/OBO shall not be simultaneous within the area but
shall be scheduled one unit/OBO following after another. Example: Week 1 is
Unit/OBO 1, week 2 is Unit/OBO 2,etc.
2.2 The Unit Manager upon receiving notice of staff rotation schedule shall inform the
Account Officers at the end of office hour on the Friday for the following Monday
start of the five days rotation period.
2.3 The Account Officer shall ensure that he/she has valid ID as he/she will perform the
regular job as the assigned officer for the week, however, he shall be responsible
to report to the Unit Manager or to the Area Manager or to the concerned next
level Official any observations or findings violating internal controls that has to be
properly addressed or resolved. Any center/member concerns shall be discussed
in the office during the daily recital.
PERSONNEL 02-2.2-02
3.1 Staff Reshuffling shall be done once every year or based on the approved length of
stay in the unit/office per level of position:
Position Endorsed
Approved by Copy furnished
Level by
AO AM RH HR; Finance; CMIT
UM RH OD/AVP HR; Finance; CMIT
AM OD AD/EVP HR; Finance; CMIT
RH OD Instituional Head and MD HR; Finance; CMIT
3.2 Staff Reshuffling request/endorsement shall be in the format Staff Reshuffling memo
where it covers only action request on staff reshuffling.
3.3 Implementation of Staff reshuffling shall strictly follow rules and regulations on code
access on the e-system where IT office ensures changes and/or de-activation of
the staff code upon transfer or effectivity of the staff reshuffling/transfer.
5. Upon approval, designated office process documentation and coordination with the
concern offices to facilitate transfer/rotation ensuring that appropriate coordination is
implemented accordingly. Any employee who will be officially transferred or moved to
another position or to another place of assignment shall have to comply with the proper
procedure such as the following:
PERSONNEL 02-2.3-01
(UPDATED POLICY EFFECTIVE:OCT.01.2009)
POLICY:
GUIDELINES/PROCEDURES:
1. An employee is considered on Out-of-Station assignment when he/she meets all of the
following conditions:
1.1. He/She experienced working in any branch or office of the CARD MRI for at
least six (6) months.
1.2 He/She is given another work assignment under a time frame exceeding
fifteen (15) consecutive working days
1.3 He/She is given new assignment that is too far, risky, difficult and is not
reasonable on the part of the employee to travel back and forth very often.
1.4 New assignment given falls on any of the distance and condition of place as
describe below using the employees residence as the place of origin or
reference point for those whose current work assignment is reasonably closer
to his/her residence place and who was not yet covered by the policy.
However, in case an employee who is given new assignment is currently
assigned to a branch or office that is considerably very distant from his/her
residential province and who was not yet covered by the policy, place of
reference for qualification to Privileges/Site Incentive shall be the area (current
work assignment or the residential place) whichever is closer to the new
assignment.
PERSONNEL 02-2.3-02
2.1. Under normal schedule or condition, employee should be present in the place
of his/her assignment at least fifteen (15) working days in a month.
2.3. If the employee is on vacation leave for the whole period of the month,
regardless of where he/she is staying, there shall be no related disbursement
of expenses particularly under the Out-of-station for the month covered.
However, staff under this out-of-station assignment can reimburse expenses
in case he/she is on sick leave, regardless of where he/she is staying.
4. It is the responsibility of the management to properly plan for staffing and to consider
up to maximum term of up to two (2) years where staff is on-out-of-station assignment
or staff shall be rotated or transferred to another unit or area where possible.
5. This policy shall not apply to employee who works off site from time to time which
arrangement is an integral part of his/her scope of responsibility.
PERSONNEL 02-2.3-03
UPDATED PER POLICY MEMO: APRIL 6, 2011
D. Cross
A. Inland B. Cross Island C. Inland
Island
Assignment. Assignment. Assignment.
Particular Assignment.
(Nearby/ (Nearby/Adjacent (Distant (Distant
Adjacent Province) Island Province) Province) Island Province)
New place of New place of New place of
New place of assignment
assignment is in assignment is in assignment is in
is in another island either
another province another province another island
in the same province or
but within the same within the same either in the
another province, which
island and means island and means same province or
can be reached either by
of transportation is of transportation is another province,
boat or by plane. Sea
Description purely either by purely either by which can be
time travel (if by boat) is
land or by plane. If land or by plane. If reached either by
normally two (2) to three
by land, normal by land, normal boat or by plane.
(3) hours and land travel
travel time usually travel time usually Sea time travel (if
from origin to destination
takes seven (7) to exceeds twelve by boat) normally
normally exceeds one (1)
twelve (12) hours. (12) hours. exceeds seven
hour.
(7) hours.
Monthly Limit on Expenses Covered by CARD
Staff Php1000 Php1000 Php1500 Php1500
Manager Php2000 Php2000 Php2500 Php2500
Director Php3000 Php3000 Php3500 Php3500
Covered Transportation Expenses
Staff Quarterly reimbursable back and forth Quarterly reimbursable back and forth
transportation when going home transportation when going home and
UM Level official 2 days weekdays travel time.
Every-two months reimbursable back
Every-two months reimbursable back and forth and forth transportation when going
AM Level
transportation when going home. home and official 2 days weekdays
travel time.
Every Month reimbursable back and
Every Month reimbursable back and forth
RH/Directo forth transportation when going home
transportation when going home
r Level and official 2 days weekdays travel
time.
Quarterly official 2 days weekdays home visit for all staff with out-of-station assignment
PERSONNEL 02-2.3-04
9. Policy Guidelines on Availing Official Travel Home
Related transportation expenses on qualified staff with approved traveling cost are
advised to properly coordinate with the respective Authority and schedule the date
of their travel home. Staff and Officers must, however, not forget that going home
should not cause delay or disruptions in the normal operations of their respective
work assignments. Approved date and covered days shall be provided strictly
following the covered official travel time.
b. Respective Authority shall review the submitted plan and approve it.
e. In case there will be changes in the approved plan such that the staff/officer
wishes to change the submitted and approved schedule, he/she must seek
approval on the changes.
PERSONNEL 02-2.4-01
POLICY:
CARD in order to serve more clients at the earliest time possible shall speed up recruitment
of Branch Manager and Area Manager by posting Team Leader for the branch operations
and Area Team Leader for the area operations.
Guidelines:
PERSONNEL 02-2.4-02
PERSONNEL 02-3.1-01
(UPDATED PER POLICY MEMO:SEPT.06.2010)
SECTION 3. SEPARATION
3.1. RESIGNATION
POLICY:
Any employee who wants to resign from CARD is required to give written notice
at least thirty (30) days in advance of the effective date of resignation. Proper
procedures shall have to be strictly followed in filing employment resignation to facilitate
proper approval and for a smooth transition. Any employee who fails to give the required
notice may not be given clearance and shall be held liable by the employer for damages, if
any.
A. It is the responsibility of the resigning employee to initiate and complete needed
action to get necessary clearance on his/her employment record on or before the date
of his/her resignation/separation. Nonetheless, for position particularly for field
positions where there are direct contact with the clients and in case where staff has
direct management of a unit or branch, it may take some time (however, should be
done within three weeks after staff exit) to fully validate staff records and to issue
clearance.
B. It must be cleared that any resigning employee has the obligation to clear all his/her
accountabilities on or before the effective date of his/her resignation/separation from
CARD. Likewise, the CARD being the employer has the responsibility to also settle
all benefits due and payable to the resigning staff at least THREE WEEKS after
the effective date of separation, provided the resigning staff has already been cleared
from his/her employment
GUIDELINES/PROCEDURES:
1. For the purpose of proper action regarding the facilitation of documents for submission
to Head Office upon either resignation by or termination of employee, please be
informed that proper exit of employment must be complied with all the required
documents as stated in the guidelines provided in this policy section.
3. Regions are expected to diligently comply with the requirements and guidelines
particularly on the proper notification and documents submission on time so as to
facilitate needed action required.
CARD MRI Personnel Unit
Personnel Development Towards Effective Service Delivery:
A PERSONNEL MANUAL OCTOBER 2012 ISSUE
PERSONNEL 02-3.2-03
Responsible Responsibility/Process/Procedure
1. Receives all documents from the Payroll Officer
2. Reviews documents and perform HR related actions (cancellation of insurance cover,
HRD respective etc.)
Officer 3. Coordinates, notifies and receives from CARD EMPC staff statement of Contribution
and Obligations
4. Prepares and sends notice letter for the staff, CARD EMPC and Payroll Officer.
1. Prepares statement of contribution and accountability with certification/instructions
2. Sends 2 copies to the HRD respective Officer
CARD EMPC 3. Disburse/release remaining payable to staff upon receipt of confirmation from HRD
office.
4. File copy of proof of payment
PERSONNEL 02-3.2-01
3.2. TERMINATION
POLICY:
CARD may terminate the services of any employee for a just cause.
GUIDELINES/PROCEDURES:
2. CARD shall implement the due process when terminating any employee who
committed offenses penalized by dismissal.
3. CARD shall compute and settle any remaining salary, benefits due and payable to the
staff though terminated from employment, provided the staff has already been
cleared from his/her employment. In the same manner, dismissed employee is also
obligated to settle all his/her accountability and financial obligations to the CARD MRI.
PERSONNEL 02-3.3-01
(IMPLEMENTED PER POLICY MEMO:APR.12.2010)
3.3. IMMEDIATE NOTIFICATION TO CENTERS ON STAFF NOT ANYMORE CONNECTED TO
CARD MRI
POLICY:
Unauthorized transactions of the staff that has already been disconnected from the CARD
MRI has to be properly managed and immediately controlled.
GUIDELINES/PROCEDURES:
1. The Regional Head immediately upon receipt of approved resignation or notice of employment
termination of the staff shall issue memo on staff separation notice to the centers which should
be distributed to concerned centers and which should also be posted inside and outside the
office.
2. Cases of staff committed AWOL exceeding five days shall also be included in the memo notice
by the RH to the centers. Once staff have been on AWOL consecutively after five working days
is automatically considered unauthorized to transact with any of the clients and to perform
official function, unless the staff have been cleared and regain cleared status on his
employment record.
3. Copy of the Notice letter attaching approved staff resignation, report on AWOL, discontinue
probationary employment letter shall be submitted to the respective HR regional
office/personnel.
4. For instances of staff administrative cases on process where preventive suspension or penalty
of suspension is served the staff, company issued ID to the staff shall be temporarily
surrendered to the immediate supervisor to be returned to the staff once he/she is officially
authorized to resume his job.
5. Pre-format letter notice is shown below: *20 M. L. Quezon St., City Subdivision, San Pablo City 4000, Laguna, Philippines
Tel. Nos: (63-49) 562-4309 / 562-6560 Fax. No.: (63-49) 562-0009
Website: www.cardbankph.com E-mail: mri.info@cardbankph.com
MAHALAGANG ABISO
PARA SA LAHAT NG MGA KASAPI,
______________________________
Pangalan at Lagda ng Regional Head
Binigyang sipi: HR Regional Office; Unit Office
PERSONNEL 02-4.1-01
POLICY:
Full time employee shall render forty (40) regular working hours per week- eight (8) hours
from Monday until Friday. Part time employee shall render such number of working hours
as agreed upon in their contract of employment.
Hours worked of all field personnel and all staff whose positions are classified
supervisory/managerial is assumed as work done for a period of eight (8) hours for the
day.
GUIDELINES/PROCEDURES:
1. Reporting time shall have the grace period of fifteen (15) minutes.
2. All fixed time rank and file employees shall follow the fixed-time daily schedule from
8:00 am to 5:00 pm (exclusive of one hour lunch break but inclusive of fifteen (15)
minutes coffee break each in the morning as well in the afternoon).
3. Normal lunch break is between 12:00 to 1:00 pm and coffee break at 9:45 10:00
am and at 3:45 4:00 pm. However, schedule can be set by the supervisor or
manager in the staggered time so as to leave the office well attended without service
interruption during such breaks.
4. All other rank and file employees (utilityman, driver, messengers, etc.) whose nature
of work required continuous or specially arranged time schedule shall observe such
working hours as may be assigned to them upon written authority from their
corresponding Directors upon recommendation by the immediate supervisor/manager.
PERSONNEL 02-4.2-01
POLICY:
CARD shall observe the 262 annual working days for all staff.
GUIDELINES/PROCEDURES:
1. The annual 262 days do not include Saturdays and Sundays or rest days and consists
of the following:
PERSONNEL 02-4.3-01
POLICY:
GUIDELINES/PROCEDURES:
1. The following principles shall govern in determining whether the time spent by the
employee is considered Hours Worked as specified in the Implementing Rules of the
Labor Code as follows:
(a) All hours are worked which the employee is required to give his employer,
regardless of whether or not such hours are spent in productive labor or involve
physical or mental exertion.
(b) An employee need not leave the premises of the workplace in order hat his rest
period may be counted, it being enough that he/she stops working, may rest
completely and may leave his workplace, to go elsewhere, whether within or
outside the premises of his workplace.
(c) If the work performed was necessary, or it benefited the employer, or the
employee could not abandon his/her work at the end of his normal working
hours because he/she had no replacement. All the time spent for such work
shall be considered as hours worked if the work was with the knowledge of
his/her immediate supervisor or manager.
(d) The time during which an employee is inactive by reason of interruptions in
his/her work beyond his control shall be considered time either if the imminence
of the resumption of work requires the employee's presence at the place of work
or if the interval is too brief to be utilized effectively and gainfully in the
employee's own interest.
(e) Waiting time spent by the employee shall be considered working time if waiting
is integral part of his/her work or the employee is engaged by CARD to wait.
(f) An employee who is required to remain on call in the premises of CARD or so
close thereto that he/she cannot use time effectively and gainfully for his/her
own purpose shall be considered as working while on call. An employee who is
not required to leave a word at his/her home or with CARD officials where
he/she may be reached is not working while on call.
PERSONNEL 02-5.1-01
SECTION 5. ATTENDANCE
POLICY:
Regular and punctual observance of working hours is expected of each employee. Regular
attendance and punctuality of each employee is critical in keeping smooth operations of
each of the branch or unit office and achieve the desired productivity based on the branch
performance target.
It is the CARDs policy to ensure that the normal or regular operations of each of the
CARDs offices are not disrupted when staff are taking leave of absence and that all leaves
taken by staff are properly accounted at the Finance and HRD office.
GUIDELINES/PROCEDURES:
1. Each employee shall register in the daily time record (DTR)/Staff activity attendance
record including the place of work in case the employee reports for work outside
his/her normal base.
2. Employee must strictly observe proper log of time record/activity attendance for
proper reference and validation of staff payroll.
PERSONNEL 02-5.1-02
5. When taking leave, employee shall strictly comply with the proper application for
leave procedures as follows:
5.1 Staff files application for leave and seek permission following the approving authority
stated below:
Position of Staff Recommending Authority Approving Authority
Applying for Leave
Staff Level (TO, AO, MBA Branch Manager/Unit Area Manager
Provincial Staff, other Manager/Provincial Manager Immediate Supervisor for Head
Admin. Staff, etc) Office/Executive Office
Branch Manager/Unit Area Manager and Regional Operations Director
Manager Head Respective EO Officer(AVP,EVP,CEO)
for the Bank
Provincial Manager -x- Asst. Manager for Operations
Finance Assistant Finance Director Executive Director/Associate Director
Area Manager Regional Head and
Operations Director Executive Director/Associate Director
Respective Executive Office Officer
Regional Head Operations Director (EVP, AVP, CEO) for the Bank
Other Head -x-
Office/Executive Office Immediate Supervisor
Officer/Manager/Directors
Directors/Deputy of Institutional Heads
Institutional Heads Managing Director
Institutional Heads/MRI -x-
Support Units Heads
5.2. Permission must first be sought, that is, application has been formally approved before the
staff or personnel could take official leave.
5.3. Any one should file in advance request for leave the latest at least two (2) days in advance
for normal case of leave and should provide ample time for leave application of more than
one (1) day. Only in highly exceptional cases, notification shall be made on the first hour of
the day of absence provided there is a very good and valid reason why permission could not
be asked the day before.
5.4 Approved filed application for leave should be recorded properly at the branch/unit office for
staff under the field operations and at the finance office for head office personnel to
implement proper payroll action.
5.5 Respective Staff/Officer in-charge of the payroll (Finance Assistant for the NGO, EO
Bookkeeper for the Bank, Finance Officer for the CMDI, Bookkeeper for the BDS and Claims
and Settlement Officer for the CARD MBA) shall submit to the HR office quarterly report
(Every 15th day after the quarter) on the staff leave taken for the period.
6. In case it is necessary to prolong an absence beyond the approved days of absence, the
employee should need to notify the immediate supervisor ahead of time and file proper leave
of absence. In no case, however, that this policy should be abused or the staff may need to
provide valid reason or may even be subjected to the CARDs policy on Code of Discipline .
PERSONNEL 02-6.1-01
SECTION 6. OVERTIME
POLICY:
1. CARD shall comply with all applicable provisions of law governing overtime, rest days,
and holidays. CARD, however, recognizes that overtime work is required but only if it
is urgent and necessary and cannot be done during official normal working hours.
GUIDELINES/PROCEDURES:
2. Overtime is costly and takes up time allocated for the employee's personal and
professional pursuits necessary for physical and mental health. To avoid overtime,
employees are encouraged to systematically plan and schedule their work so that
services are delivered on time and tasks scheduled for the day are finished well within
the regular hours of work.
4. Overtime pay is not and should not be looked upon as part of the regular
compensation of an employee.
PERSONNEL 02-6.2-01
POLICY:
Only rank and file employees and those covered under the labor code are entitled to
overtime pay. Field personnel who regularly perform their duties away from the office and
whose actual hours of work in the field cannot be determined with reasonable certainty are
not entitled to overtime pay.
GUIDELINES/PROCEDURES:
1. Overtime work on regular working days shall be after completion of the regular eight
hours work.
3. Work conducted after office hours while on official business outside the office may be
considered overtime when certified and authorized by the Unit
Supervisor/Manager/Director.
PERSONNEL 02-6.3-01
POLICY:
Overtime work for rank and file employees and those covered under the labor code who
are entitled to overtime pay shall be authorized only for the following reasons:
To meet the deadlines, provided overtime work is not necessitated by the employee's
negligence and unproductivity during regular office hours
During peak hours/months where the volume of work cannot be accommodated during
regular office hours
All other options such as simplifying work processes or redistributing work has been
exhausted
Field personnel who regularly perform their duties away from the office and whose actual
hours of work in the field cannot be determined with reasonable certainty who are not
entitled to overtime pay qualifies to accumulate equivalent leave credit for holidays and
rest days where they are required and have been authorized to perform their job.
GUIDELINES/PROCEDURES:
(a) For overtime work after office hours of up to three (3) hours must be approved
by the immediate supervisor/manager.
(b) For overtime work beyond three (3) hours but not more than twenty-four (24)
hours must be approved by the Regional Level or the Immediate Director Level
Supervisor
(c) For overtime work on Sundays and Holidays must be approved by any member
of the Executive Committee upon endorsement of the Unit
Supervisor/Manager/Director.
PERSONNEL 02-6.4-01
POLICY:
GUIDELINES/PROCEDURES:
1. The OAF shall be prepared on a per section or department basis. The form should
contain the names of employees in the department who will be rendering overtime for
that particular day, the reason for the overtime, and the number of hours authorized.
The OAF should enable the Unit Supervisor/Manager/Director to monitor the
frequency of overtime of each employee and the overtime cost of their respective
departments on a per day basis.
2. Once the OAF has been signed by the authorizing officer, it is forwarded to the lobby
guard/Supervisor-in-charged before 6:00 pm if the overtime work is to be rendered
during regular working day, or one day ahead if the overtime work is to be rendered
on days other than regular working days.
3. At the conclusion of the overtime work, employees will log out and record in the log-
in/log-out authorization to enter premises. The guard/Supervisor-in-charged shall
certify/verify the authenticity of the time records.
4. The OAF is forwarded to the Finance Department for inclusion in the payroll.
PERSONNEL 02-6.5-01
POLICY:
CARD shall observe guidelines and the implementing law specified in the labor code
pertaining this policy.
GUIDELINES/PROCEDURES:
Restday or special Plus 30% of daily rate 30% of hourly rate of 130%
holiday (130% of (130% of
(130% of daily rate) hourly rate))
Restday and special Plus 50% of daily rate 30% of hourly rate of 150%
holiday (150% of daily rate) (130% of (150% of
hourly rate))
Legal Holiday Plus 100% of daily rate 30% of hourly rate of 200%
(200% of daily rate) (130% of (200% of
hourly rate))
Restday and legal Plus 100% of daily rate and 30% of hourly rate of 260%
holiday plus 30% thereof (130% of (260% of
(260% of daily rate) hourly rate))
2. A night differential of 10% of the employee's basic rate shall be paid for each hour of
work performed between 10:00 pm and 6:00 am. If the overtime work or work in
excess of eight (8) hours falls within the aforesaid period, premiums for overtime
work should first be integrated into the regular hourly rate of the employee before
computing night shift pay.
PERSONNEL 02-7.1-01
(UPDATED PER POLICY MEMO:OCT1.2010)
POLICY:
It is the responsibility of not only CARD but as well its employees to implement necessary
actions to ensure security and safety for both the institution and its employees. In
addition, cleanliness and orderliness is a mark of a well-organized establishment and so
employees are expected to take initiative and consciousness in maintaining such a
motivating working environment at all times.
In order to properly handle and manage any unexpected critical situation or emergency
incident related or connected to the conduct of CARD operations, basic guidelines on such
situation is necessary to ensure staff security and safety which intends to inform and help
the staff to become aware and be prepared on actions or steps to be done in case of
incident or emergency situation
GUIDELINES/PROCEDURES:
1. Employee Responsibility
Each employee shall take proper care of all its properties and take extra
consciousness in the daily activities so as to avoid accidents and other unlikable
consequences that may arise out of negligence or other uncontrollable circumstances.
Employees shall keep their work place neat and clean. Records, files and other types
of paper should be cleared away from unoccupied table. In closing the day's work, all
equipments must be properly checked/attended
2. The CARD MRI promotes security and safety of all the staff. Directives and guidelines
are provided for awareness on preventing critical situations to happen. Hence,
everyone is directed to take necessary precautions for security and safety of all.
PERSONNEL 02-7.1-02
4. All officers must be responsible to properly orient any staff of officer who are new in
the office or are not yet oriented on the policy on security and safety.
6. All staff and personnel should be conscious of and religiously comply on the necessary
basic safety measures at all times particularly while on duty or official function.
(Example: Should not drive when in the influence of liquor or without valid
license/registration and should not ride a motorcycle without the helmet, etc.)
PERSONNEL 02-7.1-03
PERSONNEL 02-7.1-04
(UPDATED PER POLICY MEMO:OCT.1.2010)
PERSONNEL 02-7.1-05
8. Any accident or incident involving any staff or personnel or any facilities of the CARD
MRI such as service vehicle, offices must be documented and reported properly.
Immediate supervisor of the concerned person involved in the accident or incident
must prepare written report using the prescribed format and submit a copy to the
following:
a. Reports are copy furnished to the Legal and HRD for proper facilitation
of action and needed assistance for the concerned staff or officers. However,
for bank member institutions of the CARD MRI , respective Regional Heads
must make sure that the respective Compliance Unit is also given report
on time to comply with the Bangko Sentral ng Pilipinas reporting
requirement.
c. All officers must be responsible to properly orient any staff or officer who are
new in the office or are not oriented on the procedure for consistent compliance
as applicable.
PERSONNEL 02-7.2-01
POLICY:
The Institution, aiming to uplift the quality of life of the rural poor, particularly women,
adhere to the policy of safeguarding the lives and interest of the clients, staff and the
institution. Hence, in cases of political unrest, war or insurgency that may endanger the
lives of the clients, staff and the interest of the institution, CARD MRI shall immediately
implement management discretion to take actions to strategize or even suspend regular
transactions with the clients such as conduct of center meeting and collections.
GUIDELINES/PROCEDURES:
PERSONNEL 02-7.3-01
7.3 HOUSE RULES ON STAFF HOUSE/UNIT OFFICE
POLICY:
All are expected to fully cooperate in ensuring safety and security and to observe good
manners and behave appropriately as a way of keeping a motivating and safe environment
in the staff house or unit office.
GUIDELINES/PROCEDURES:
1. Everybody has to be conscious at all times in all forms of activities in and outside of
the office or staff house:
All branch/offices should be securely locked at all times (day and night).
Doors an windows must have double locks.
Offices and staff house must always be closed when no transactions are
expected.
Everybody should be careful and should not entertain unknown and
suspicious persons. Ex. Do not answer text messages and phone calls
inquiring about releases or meetings. Do not accept/admit persons who will
enter the office premises without the proper identification.
All staff must refrain from giving their personal contact numbers
unnecessarily.
2. For security reasons and in respect with all the others staying in the staff house, all
are required to observe proper decorum such as the following:
Cooperation in keeping the room and premises clean and safe
Cooperation to be in the room/staff house at the expected and reasonable
time of retiring at night
Cooperation to keep the room/staff house pleasant especially in the night so
as not to cause any undue disturbance to others who are staying and are
asleep.
Compliance to the rule of accepting authorized personnel only to stay in the
room/staff house. Accepting guests especially relatives (husband, wife and
friends) to sleep/stay in the room/staff house should be avoided, reasonable
and rare situation is acceptable provided prior arrangement and approval
have been made, which case should not be abused.
Smoking and drinking and being under the influence of liquor or any
prohibited drugs are strictly prohibited at any time in the room/staff house
premises.
3. All the staff and all the others authorized to stay at the staff house should observe to
be in appropriate and acceptable attire especially during the night and all the time
when not in duty or official function while in the staff house premises. All concerned
are required to desist from going out in the room in undershirts, sleeveless
shirt/dress, mini-shorts/skirts or the like.
PERSONNEL 02-7.4-01
POLICY:
The CARD MRI adheres to the policy of safeguarding the lives and interest of the clients and staff
while protecting the interest of whole organizations. Hence, in order to maximize the security and
safety of our staff in performing their jobs despite the threats for hold-ups and robberies, the CARD
MRI shall implement safety measures in support of this institutional move.
GUIDELINES/PROCEDURES:
1. As CARD is a non-political organization and that we are not endorsing any political party or
personalities, each of the CARD personnel and officers should then be conscious of this fact
and that their action and activities should be guided by this.
2. Operations and field staff in all branches/field offices or banking offices are allowed not to
wear the prescribed office uniforms and ID in the following situations:
a. when the area is obviously on a critical condition where peace and order or incident
of hold-ups, robberies or crime are a problem.
b. During election time covering the period February 15 to May 30
c. Any time outside the period as stated on b above provided the respective Officer
of the branch/unit/office shall notify and confirm with the respective Institutional
Heads the need to implement the safety measures particularly in situations as stated
on a above.
4. Likewise, in cases where CARD members also wear their member uniforms, each of the
unit/branch office may also decide to suspend the members wearing of their uniform should
they deem necessary.
PERSONNEL 02-7.5-01
POLICY:
Vehicles/motorcycles are use for purposes of delivering services to the clients more
efficiently. Staff and officers should however be conscious and strict on their respective
responsibility and accountability.
All staff and especially all Officers are directed to strictly comply on the proper use of the
motorcycles and service vehicles at all times. All Officers are expected to make sure that
they themselves comply and impose policy compliance with the staff.
GUIDELINES/PROCEDURES:
2. Staff and Officers are not authorized to have back-ride for the motorcycles or
other passengers for the service vehicles other than those authorized staff.
3. All are also instructed to recall for review and references all related policy on security
and safety for proper guidance and religious compliance.
PERSONNEL 02-7.5-02
5. To always be reminded, a reminder note as shown shall have to be posted to the
office bulletin board.
MAHALAGANG PAALALA
Sa Lahat ng Mga Kawani
PERSONNEL 02-7.5-03
High incidents of MOTORCYCLE ACCIDENTS have been traced happened due to related NEGLIGENCE
AND DELIBERATE NEGLECT OF THE RULES as in the cases of driving without the helmet,
invalid/expired drivers license, unauthorized used for unofficial purposes, use with expired registrations,
and driving under the influence of liquor, among others . WHETHER VEHICLES/MOTORCYCLES
ARE COMPANY OWNED OR STAFF OWNED, RESTRICTION ON THE PROPER USE MUST
BE OBSERVED AT ALL TIMES.
While CARD MRI insures and protects our staffs, it is likewise expected that staffs should be
responsible enough. WE DO NOT WANT ANYONE TO EXPERIENCE ANY OF THE
CONSEQUENCES OF SUCH FAULTY ACCIDENT MUCH AS YOU DO NOT WANT SUCH
INCIDENT TO HAPPEN TO ANY OF YOU.
Be Responsible Painful
to avoid and prevent Consequences
accident
Loss of life
Bodily Injury/
dismemberment
Shouldering expenses as
personal accountability
for faulty accident
PERSONNEL 02-8.1-01
(UPDATED POLICY: JAN.2012)
POLICY:
CARD conducts Performance Evaluation for all regular employees annually and which result
is reviewed covering the twelve months to serve as the Annual Performance Rating of the
employee. Performance Evaluation takes into consideration both quantitative and
qualitative performance indicators. In the conduct of the Performance Evaluation,
standardized form is used.
Depending on specific needs e.g. transfer of assignment, vacancies for any position, CARD
also conducts Special Performance Evaluation as part of the regular procedure and
requirement for these personnel actions.
Any personnel action related to the conduct of performance appraisal should be taken
action on time. It is the responsibility of the staff and respective officers to ensure that
report on individual performance is documented properly and submitted to corresponding
offices on time.
GUIDELINES/PROCEDURES:
1. Each employee shall have a personal assessment of his/her performance for the
period specified.
PERSONNEL 02-8.1-02
3.2 Evaluation form accomplished for the purpose of the regular or periodic
performance evaluation shall be prepared only for the purpose specified
following the guidelines as follows:
3.2.3 Staff who will be transferred must have accomplished PPA before deployment to
another assignment which must be submitted to the new immediate head where
he/she will be assigned.
3.2.4 In order to take immediate action on any personnel action related to the
conduct of the performance appraisal such as salary adjustment, if any, it is
encouraged that PPA should be received at the HRD Personnel on time. Late
submission without justifiable reason shall still be required but
qualification to equivalent salary adjustment, if any, will be forfeited.
PERSONNEL 02-8.1-03
3.2.6 Individual performance appraisal shall consider the annual result as basis for
any Personnel action which includes salary adjustment. Facilitation and
processing of individual PPA result is done following decentralized procedure on
the role of Regional Heads and the HRD.
PERSONNEL 02-8.1-04
(UPDATED PER POLICY MEMO: AUG.31.2010)
PERSONNEL 02-8.1-05
(UPDATED PER POLICY MEMO: AUG.31.2010)
PERSONNEL 02-8.1-06
(UPDATED PER POLICY MEMO: AUG.31.2010)
PERSONNEL 02-8.1-07
(UPDATED PER POLICY MEMO: AUG.31.2010)
6. In order to set a standard guidelines on how to interpret the result of the rating as a
result of assessing each item in the job responsibilities part 1 of the staff performance
appraisal, please be guided of the following standard rating:
Using example below with the example standard target of 300 members and 2.5 M
loans outstanding and get the corresponding rating is shown below.
I. JOB RESPONSIBILITIES (Please use the Rating Scale prescribed at the first page in getting corresponding rating for each item)
STANDARD/ RESULTS Self-
JOB OBJECTIVES TARGET ACTUAL ACCOMPLISHMENT Rating RATING
Figure RATING
Increase/Maintenance of membership 300 275 92% 3 3
Increase/Maintenance of Portfolio 2.5 M 3M 120% 4 4
Outstanding
*interpreting the result of the actual accomplishment of 275 vs 300 sample target, we get the 92%
accomplishment rating. 92% rating result is then interpreted as meeting standards which is 3 on the
rating scale. Hence. A rating of 3 is indicated.
*for the portfolio outstanding, taking the sample 3M accomplishment vs. the sample 2.5 M target
which has an accomplishment rating of 120% got 4 rating based on the table of the rating guide.
7. PAR Rate as included in the Job Objectives is given a rating based on the following:
a. Compute the PAR Rate
b. Based on the computed PAR Rate check the result of this rate as to which bracket will
it fall and get the equivalent Performance Rating.
Equivalent Performance
Computed PAR Rate Bracket
Rating on PPA
0 PAR 4
1.01 to 1 PAR 3
1.01 to 2 PAR 2
2.01 to 2.99 PAR 1
3 and above 0
c. Record the Performance Rating to the PPA form.
PERSONNEL 02-8.1-08
(UPDATED PER POLICY MEMO:AUG.31.2010)
8. Audit Rating contribution as included in the Job Objectives is given a rating based on
the following:
b. For AM Level
Equivalent
Basis for Audit Ratings Contribution Performance
Rating on PPA
All Unit Handled Pass Audit Rating 4
One Unit Handled with low Audit Rating 3
Two Units Handled with low Audit Rating 2
Three Units Handled with low Audit Rating 1
More than Three Unit Handled with low Audit Rating 0
PERSONNEL 02-9.1-01
(UPDATED PER POLICY MEMO: AUG.31.2010)
SECTION 9. COMPLAINTS
POLICY:
To enhance and maintain a positive working relationship with CARD and between its
employees, CARD is open to hear and handle concerns that may be brought up.
GUIDELINES/PROCEDURES:
A. CONCERNING CARD AND EMPLOYEES
1. Any employee should feel free to approach her immediate superior on any matter
he/she may wish to seek confirmation of or clarification.
2. Employee who have reason to seek clarification on matter affecting their work
relationship with CARD and its employees have the following channels to use:
(b) Any complaint shall first be filed with the Unit Supervisor/Manager/Director who
shall conduct an investigation and give the parties a chance to be heard.
(d) The Personnel Committee may conduct its own investigation whenever the need
for it arises from time to time.
(e) The recommendation of the Personnel Committee shall be sent to the concerned
Authority up to the Executive Committee, if warranted, for appropriate action
and decision.
PERSONNEL 02-9.1-02
(UPDATED PER POLICY MEMO: JUL.19.2010)
1. Following format shall be posted in the branches and also in the centers to inform the
clients on the period requirement to properly address their concerns:
MAHALAGANG PAABISO
Ang opisina po ng CARD MRI ay nagpapatupad ng tatlumpung (30) araw mula sa petsa ng
pangyayari upang maging balido o mabigyan ng kaukulang solusyon ang haing suliranin o
pangyayari para sa mga sumusunod:
may kaugnayan sa anumang payment o kaukulang bayad/hulog o deposito ngunit walang
kapalit na Opisyal na Resibo sa mismong araw o petsa na ibinigay ito o kaya ay may Opisyal
na Resibo subalit hindi tama o may kulang sa nakasaad dito ayon sa aktwal na halagang
ibinigay.
may kaugnayan sa deposito/CBU: may mali o kulang ayon sa dapat na halagang pumasok na
deposito base sa Opisyal na deposit slip o sa passbook, hindi awtorisadong paglalabas o
pag-withdraw ng sinumang kawani
May kaugnayan sa loans: kulang ang tinanggap na halaga ayon sa dapat na halagang
matatanggap base sa halaga ng approved loans, matagal na pagproseso ng loans,
pakikibahagi ng sinumang kawani sa loans ng kasapi, pagbabawas sa loans proceeds para
ibayad sa utang ng ibang kasapi; pagkakaroon ng record sa opisina ng iba pang utang o
loans na hindi naman nya hiniram at natanggap
2. Should any CARD MRI officers found out any valid concerns and complaints from
clients, it shall be reported to the respective next higher officials in the area (Area
Manager level rank).
3. Area Manager rank shall facilitate formalizing any valid concerns and complaints by
requesting formal or written complaints using the CARD MRI format (attached
format). It must be made clear that pre-format complaints form shall only
be issued by the Area Manager rank and above position for proper handling
and management of clients complaints. It shall serve as reference/evidences
for staff concerned to be subjected to proper disciplinary action, if any.
4. Actions must be taken promptly and resolution on the submitted complaints must be
made to concerned member/client.
PERSONNEL 02-10.1-01
POLICY:
It is the policy of CARD to establish a healthy business relationship with its clients,
community, other firms/establishments, competitors, and others aiming to promote CARDs
services. Hence, it is the responsibility of each employee to protect the interest, image,
credibility and overall reputation of CARD. Everyone then in CARD should exert all efforts
to help promote its services and improve the overall efficiency in the institution. Hence, all
CARD employees are encouraged to uphold the following mission and core values:
A. CARD's Mission
COMPETENCE. Upholding that the staff is the primary asset and driving force of the
institution, CARD values the continuing development of their competence and capability
through instilling the value of integrity, honesty, transparency, discipline, hard work and
excellence leading to the empowerment of its staff and members in an atmosphere of
mutual respect.
FAMILY SPIRIT. CARD, guided by its genuine love for the poor, builds and nurture an
atmosphere of family spirit through mutual trust, demonstrating commitment and
dedication and sharing of learning experiences among staff and members.
STEWARDSHIP. The Board and staff of CARD live as stewards of its vision and builds on
its strengths, distinctive and uniqueness of its being through a framework of good
governance.
SIMPLICITY. As CARD dedicates its life for the ultimate empowerment of the poor, CARD
opts to live a simple life in words and in deeds at all times.
PERSONNEL 02-10.1-02
GUIDELINES/PROCEDURES:
3. Everyone is hereby directed to uphold the policy and that any consequences that may
arise as a result of infractions shall be dealt with and corresponding sanctions
depending on severity shall be imposed.
PERSONNEL 02-10.2-01
POLICY:
It is also expected that all shall find time to join in the morning assembly at the branches
or field. Hence, attendance to the Head Office/Executive Office assembly must only be
limited to two (2) mornings and the rest shall be devoted for the branch/field assembly.
PERSONNEL 02-10.3-01
POLICY:
As CARD is committed to serve the clients with assertive Nationalism and Filipinism,
everybody is encouraged to be in unity to the CARDs move of restoring our true Filipino
identity through wearing the Filipino dress during Mondays in time for the morning
assembly.
GUIDELINES/PROCEDURES:
1. Female staff has the option to wear pants with their Filipiniana blouses or they can
change outfit after the morning assembly.
2. Wearing Filipino dress is a way of reviving love for our country and be proud Filipino,
a once a week tribute to our culture and values
PERSONNEL 02-10.4-01
POLICY:
In support of the goal of CARD as mutually reinforcing institutions, CARD MRI regional
structure is created for a more improved and efficient services at the field level.
Rationale:
CARD MRI Regional operation is created for the following:
Strengthen coordination and relations between and among institutions of
CARD in the regions
Expedite Head Office services and coordination through the regional operations
Lessen/Minimize pending and unresolved issues/concerns of the
branches/units/offices
Strengthen internal control system in the units/offices.
GUIDELINES/PROCEDURES:
1. Physical facility of CARD MRI Regional Office shall be anchored by the CARD MBA
Provincial Office which shall compose of CARD MBA Provincial Office, CARD NGO
Regional Office, CARD MRI Support Units Regional Office (Personnel, CMDI, Audit, O
& A, Research).
3. Coordination meeting shall be set and facilitated in the region as presided by the
Regional Head or by his/her delegated personnel.
PERSONNEL 02-10.4-02
(UPDATED PER POLICY MEMO: MAR.16.2020/OCT.16.2009)
4. Respective offices of the CARD MRI Regional Office are established to cover
geographic locations of offices in Luzon, Visayas and Mindanao. Arrangement as to
which operations region will be joining together shall have to be arranged
strategically and cost effectively.
4.1. CARD MRI Regional Office Meeting when scheduled is set on any Saturday of the
month. It must be conducted in such a way that all Operations Regional Offices shall
have equal chances of participating in the meeting. Regular agenda of the meeting
shall include but not limited to the following:
4.1.1. Schedules of the Training, recruitment, area of filed visit
4.1.2. Staffing plan and requirement in the per region covered
4.1.3. Staff transfer and movement including priority of transfer
4.1.4. Issues and concerns to the services of Support Group
4.1.5. Policy Update, Interpretation and application.
4.2. Venue of the meeting shall be conducted on a per operations regional base rotation
so as to give chance for the other operations regional office to participate. Likewise,
Presiding Officer shall also be rotated.
4.4. While Operations Regional Office will be participated based on the respective
operations regional suggested venue assignment, all other CARD MRI support units
including the CARD MBA shall have to be represented in the conduct of regular
regional meeting. Following are expected participants to join the meeting:
PERSONNEL 03-1.1-01
POLICY:
CARD maintains a salary and benefits structure competitive with the prevailing
rates/system of similar agencies and organizations compatible with the financial condition
and objectives of the institution. The value of all jobs within the institution is established
at rates of pay that are fair and equitable in relation to the job requirements in terms of
complexity, responsibility, skills and qualifications and in relation to all other jobs in the
institution.
GUIDELINES/PROCEDURES:
1. All rates of payment for employees are standardized and are based on the approved
salary grading system.
2. In some cases appointment of salary rate for newly hired employee other than the
normal grading system, as warranted by his/her qualification, shall be approved by
the Institutional Head and the Managing Director for Sr. Manager and Executive
Position.
PERSONNEL 03-1.2-01
1.2 STATUTORY BENEFITS
POLICY:
GUIDELINES/PROCEDURES:
1. ON PROBATION/NON-REGULAR EMPLOYEE
All employees on probation and all other non-regular employees are covered by the
following:
2. REGULAR EMPLOYEE
PERSONNEL 03-1.3-01
POLICY:
GUIDELINES/PROCEDURES:
PERSONNEL 03-1.3-02
a. Regular Holidays
New Year's Day January 1
Maundy Thursday Movable Date
Good Friday Movable Date
Araw ng Kagitingan (Bataan and Corregidor Day) April 9
Labor Day May 1
Independence Day June 12
National Heroes Day Last Sunday of August
Bonifacio Day November 30
Eidul Fitre Movable Date
Christmas Day December 25
Rizal Day December 30
4. Other special non-working holidays as may be announced from time to time by the
Office of the President (through the Department of Labor) are considered paid
holidays.
5. Vacation and/or sick leave falling under any of the paid holidays are not charged to
the employee's leave credit except when such leave of absence is for at least fifteen
(15) consecutive calendar days.
PERSONNEL 03-2.1-01
POLICY:
All regular employees shall be granted fifteen (15) working days vacation leave with pay
per year completing one (1) year continuous service. However, accrual of such leave
cannot exceed, for all rank and file employees, thirty (30) days and for all officers, sixty
(60) days.
GUIDELINES/PROCEDURES:
1. Vacation leave credits of 1.25 day each month shall start to accumulate from the time
the employee has been extended a probationary appointment. However, vacation
leave can be granted only after every full year of continuous service, except under the
following circumstances:
When an employee gets married the accumulated vacation leave may be credited
to him/her;
When a permanent employee has exhausted all his/her sick leave credit, he/she
may charge his/her absence due to illness against earned vacation leave credits;
2. For field personnel, all supervisors and managers, additional leave credit shall be
provided in cases of holidays not enjoyed due to operational needs. Immediate
Supervisor who authorizes work on holidays shall submit notification to the concerned
finance office indicating the date actually worked and details on the Holiday.
Additional leave credits is as follows:
Particulars No. of days credit
Restday or special holiday 1.25
Restday and special holiday 1.5
Regular holiday 2
Restday and Regular Holiday 2.5
PERSONNEL 03-2.2-01
POLICY:
Vacation leave may be granted from January 15 to November 30. Vacation leave between
December 1st up to January 14th are allowed only for meritorious cases.
GUIDELINES/PROCEDURES:
1. Before the start of the calendar year, every employee shall submit his/her desired
schedule of vacation leave to his/her respective Supervising Officer who shall have
the discretion of approving the said schedule.
2. Two weeks before the scheduled date of leave, the employee should make the
necessary application for leave, and then forward the same to the Personnel Office for
confirmation of availability of leave credits and approval by the authorized officer.
3. RECALL FOR WORK. In case of urgent necessity, CARD may recall for work any
employee who is on vacation leave. In such event, the balance of the employee's
leave shall be rescheduled for another period by the Unit
Supervisor/Manager/Director. Any employee who refuses to be recalled without any
valid reason shall be subject to administrative action.
PERSONNEL 03-2.3-01
POLICY:
Vacation leave shall be commuted to its cash equivalent based on the gross pay only under
the following conditions.
Unused leave credit not exceeding five days based from the year to date accumulated
leave credit provided employee is at least one year in service
Resignation
GUIDELINES/PROCEDURES:
1. Conversion into cash equivalent of the computed number of VL days for annual
disbursement to qualified employees shall be made on the first week of January
following the period under consideration or as cleared in the finance office within
December of the same year under consideration.
2. When an employee goes on vacation leave, his/her salary for such period may be paid
in advance upon his/her request, the approval of which is at the discretion of the
authorized officer(s).
3. Vacation leave credits do not accrue during the period of suspensions, military leave
or when on leave without pay. When employees service is terminated for cause,
he/she shall be entitled only to equivalent five (5) days credit leave per year as
Service Incentive Leave provided by law. Payment of which shall be pro-rated for the
unused credit leave per year.
(Illustration: an employee who rendered at least one year service at the
end of the year is included in the yearly commutation of five (5) unused
leave credit, hence, equivalent SIL is already provided to the staff for the
year. In cases such employee has not yet reached the one year service at
the time of commutation period, whether he/she has utilized the leave credit
or has remaining unutilized leave credit, this shall be considered in the
computation of the converted maximum five (5) days SIL for the employee
who has been terminated for cause. In short, when employee is terminated
for cause, he/she shall only be entitled to the maximum five (5) days leave
credit per year and not for the original company benefits of maximum fifteen
(15) days per year with at least one year in service).
PERSONNEL 03-3.1-01
POLICY:
All regular employees shall be granted fifteen (15) working days sick leave with pay each
year.
GUIDELINES/PROCEDURES:
1. Sick leave credits shall start to accumulate at the time the employee is extended the
probationary appointment at the rate of 1.25 days each month, but may be availed of
only after he/she has completed one year of service with CARD.
3. Sick leave privileges may be used only for the illness of the employee. Sick leaves
with pay will not be granted for employees suffering from venereal diseases, drug
addiction, alcoholism, self-inflicted injury, or other diseases contracted in places of ill
repute as determined by the physician.
PERSONNEL 03-3.2-01
POLICY:
GUIDELINES/PROCEDURES:
1. In case the sick leave credits have been exhausted, absences due to illness may be
charged to available vacation leave credits. Sickness charged to vacation leave
credits may be covered by the SSS sickness benefits provided the employee has
complied with the required number of contribution and appropriate notification.
2. In case both vacation and sick leave credits have been exhausted, absences due to
illness will be charged against salary. Such absences may also be covered by the SSS
sickness benefits provided the employee has complied with the required number of
contribution and appropriate notification.
3. CARD shall check on the illness of an employee and refuse sick leave pay if it is
believed that such payment is unjustified.
4. Sick leave credits do not accrue during period of suspension, military leave or when
leave without pay.
PERSONNEL 03-3.3-01
POLICY:
GUIDELINES/PROCEDURES:
1. Absences exceeding three (3) days shall require a medical certification from the
physician, except when the nature of illness is of an urgent or painful nature, in which
case a written request favorably recommended by the Unit
Supervisor/Manager/Director shall be forwarded to the Personnel Office not later than
the second day the employee reports for work.
2. In cases of absences of one (1) day preceding or succeeding a rest day or holiday,
the same procedure as in number 1 shall apply. During the other days, the Unit
Supervisor/Manager/Director may at his/her discretion forego the need for medical
certificate. However, before such absence could be charged to sick leave, the
employee should submit a notice of absence form immediately upon reporting for
work.
3. Employees who have been ill exceeding fifteen (15) days are required to undergo a
physical examination and shall be allowed to report for work upon written certification
by the physician that employee is well enough to resume work.
PERSONNEL 03-4.1-01
POLICY:
CARD shall grant to every pregnant employee benefits on maternity governed by the
appropriate rules and regulations of the Social Security System (SSS).
GUIDELINES/PROCEDURES:
1. Under the normal condition, employees availing the maternity leave should file to the
Unit Supervisor/Manager/Director her schedule of maternity leave thirty (30) days
prior to the expected date of delivery for appropriate arrangement of her work
assignment in preparation of her absence for work. In such case, maternity leave for
normal delivery shall be for the period of 60 days while 78 days in caesarian case.
2. Only when the employee has complied with the required contribution and necessary
notification will she be entitled to maternity payment In cases wherein the
employee's actual salary is more than the maximum benefits covered by the SSS,
CARD shall pay the balance to cover the monthly salary due the employee.
3. The maternity leave shall be extended without pay on account of illness medically
certified to arise out of pregnancy, delivery, abortion, or miscarriage, which renders
the women unfit for work, unless she has earned unused leave credits from which
such attended leave may be charged.
PERSONNEL 03-4.2-01
POLICY:
As the institution provides maternity benefits for its qualified personnel, that includes
maternity leave of absence, it is but advantageous that the management be prepared
ahead of time in addressing possible personnel requirement. Further, it is the policy of the
institution that all concerned employees comply with proper notification and other actions
required concerning maternity. Otherwise, depending on the consequences involving work,
personnel concerned shall be held liable including disentitlement to maternity benefits
claims.
GUIDELINES/PROCEDURES:
PERSONNEL 03-5.1-01
POLICY:
CARD shall grant to every male employee, whose legal spouse has given birth, a paternity
leave benefits of seven (7) days, provided such delivery is covered up to a maximum of
four deliveries.
GUIDELINES/PROCEDURES:
1. Under the normal condition, employees availing the paternity leave should file to the
Unit Supervisor/Manager/Director his schedule of paternity leave a day before the
date of his leave.
2. Employee on paternity leave is considered leave with pay since this is a separate
benefit which shall not be charged to his vacation leave.
PERSONNEL 03-6.1-01
POLICY:
CARD shall authorize any of its employee to leave of absence but without pay only when
necessary.
GUIDELINES/PROCEDURES:
1. Leave of absence without pay may be granted to a permanent employee or officer for
any of the following reasons:
(a) Professional growth through continuing studies such as reviewing for the CPA
Board or Bar Examinations, or pursuing a Master's Degree or further studies.
The purpose must be to gain more knowledge and experience needed in his/her
work. Leave of absence in these cases shall be for the period not exceeding
three months (90 calendar days), renewable for another three (3) months only.
Proof of enrollment/registration/school acceptance should be presented by the
employee and periodic check should be conducted to determine if he/she is still
enrolled.
(c) Leave of absence without pay shall be allowed only after the employee or officer
concerned has exhausted his/her vacation leave credits, in the case of extended
sick leave.
(d) Permission to go on leave without pay shall be applied for in writing at least
thirty (30) days before the leave is intended to take effect.
(e) All application for leave without pay shall be recommended for approval by the
Unit Supervisor/Manager/Director concerned to the Personnel Office for approval
by the Executive Committee.
PERSONNEL 03-7.1-01
(UPDATED PER POLICY MEMO:JAN.12.2009)
7.1 ALLOWANCE
POLICY:
CARD conducts periodic review of its benefits and based on the institution's capability
provides additional/improvement on benefits upon approval by the Board.
GUIDELINES/PROCEDURES:
PERSONNEL 03-7.2-01
POLICY:
CARD shall provide Life Insurance benefits for core employees (hired for regular item)
while other employees not covered in the regular item shall be covered based on approval.
On the other hand, PAID Plan Insurance and Medical Insurance benefits shall be provided
only for all regular employees. Premium for such insurance benefits shall be covered
solely by CARD as part of the benefits of employees.
GUIDELINES/PROCEDURES:
Level of Position
Middle
Type of Insurance Director Staff/Rank Remarks
Manager
and Up and File
and Officer
includes accidental
death, total
Life Insurance 600,000 400,000 200,000
permanent disability
and dismemberment
CARD MBA Life
Insurance (Accident, includes 10,000
110,000 110,000 110,000
Life and hospitalization cover
Hospitalization)
PAID Plan Insurance includes Personal
(under CARD 120,000 120,000 120,000 accident and 20,000
insurance agency) funeral
limit based on pre-
Health Insurance 120,000 100,000 80,000
existing condition
PERSONNEL 03-7.2-02
PERSONNEL 03-7.3-01
POLICY:
All regular employees are entitled to the official CARD uniform while Identification Card is
issued to all employees whether regular or non-regular.
3. To ensure that IDs for regular employment/position are issued on time, Personnel
Staff shall make sure that accomplished ID requests forms are submitted to the O
and A ahead of time. Once HR received confirmation/approval to regular
employment/position, accomplished ID requests forms are already available on file
at the O & A for their prompt action. HR shall checks with O and A Office released
ID to ensure that all requests have been provided.
4. Responsible person to issue corresponding employment ID given the respective
accountability as stated in 2 above shall monitor and make sure that all employees
were provided their IDs
PERSONNEL 03-7.4-01
POLICY:
CARD empathizes with its employees in times of grief to loss of loved ones and recognizes
their financial needs. It is, therefore, the policy of the institution to extend financial
assistance and non-monetary support to a grieving employee.
GUIDELINES/PROCEDURES:
1.1. For employee who is still single, his/her immediate family members are his/her
parents, brother(s) and sister(s) including those legally adopted regardless of
age and status.
1.2. For married employee, his/her immediate family members are his/her spouse,
parents and children including those legally adopted regardless of age and
status.
2. On the occasion of the death of any of the employees parents, spouse or immediate
family member, an employee shall be provided a bereavement leave not to exceed
two (2) days for probationary employee and five (5) days for regular employee.
4. CARD shall provide financial assistance for the death of any of the employees
parents, spouse or immediate family member.
PERSONNEL 03-7.4-02
Amount of Financial
Employee Assistance
Non-regular employee holding non-supervisory
2,000
position
7. In case of employment of sisters/brothers in the institution, only one can claim the
financial assistance being provided. On the other hand, in case of employment of
husband and wife in the institution, only one can claim of the financial assistance,
except for the death of parents where financial assistance can be claimed separately.
8. Claims can be paid immediately from the office of the claimant, however, copy of
payment shall be sent to the HRD at the Head Office.
PERSONNEL 03-7.5-01
POLICY:
It must be understood, however, that benefits aside from statutory and mandated, are
subject to change depending on the institutional capacity and board approval.
Cash gift of Php10,000 for all regular staff but pro-rated for those not yet regular
Equivalent 14th month pay for all regular staff but pro-rated for those not yet
regular
B. Variable benefits (Benefits that the institution can provide depending on the
institutional performance and capacity to be granted to officers and employees on
a pay for performance scheme):
Cash bonus/es equivalent to one month pay for all regular staff but pro-rated for
those not yet regular
Remunerated loyalty bonus
Other motivational bonus/incentives
PERSONNEL 03-7.6-01
(UPDATED POLICY: APRIL.7. 2011)
7.6 SPECIAL LEAVE BENEFIT AND WELLNESS PROGRAM PRIVILEGE
POLICY:
CARD MRI values its employees as the major player in its success and therefore CARD
MRI supports in the promotion of good health among its employees. It is the policy of
the CARD MRI then to provide special privileges and benefits to its employees in the form
of special leave and wellness program.
GUIDELINES/PROCEDURES:
1. The benefits and privilege is provided within the year and therefore is forfeited
every year when not used or availed of.
2. Special leave benefit is with pay and is provided for all regular employees. It is a
separate leave privileges outside the leave benefits already provided for
employees.
3. Special leave benefit of one (1) day is provided for the occasion of celebrating
employees Birthday.
a. Special Leave Privilege shall follow appropriate procedure on taking leave.
Special leave is a must to enjoy every year to celebrate birthday.
b. This special leave privilege shall be on the exact day or occasion but for some
practical or reasonable situation can also be requested in advance for
rearrangement either Monday or Friday or a day before or after the non-
working day within the month.
4. The wellness program is an annual physical examination (APE) provided under the
CARD MRI Health Plan. Regular employees with at least one year of service can
avail of this program. Availing of this benefit can have the following options:
a. As facilitated by the HR annually starting from the month of August to
November to take time for annual health check up or physical examination.
The HR in charge shall coordinate with the Operations Director/Assistant Vice
President for the proper scheduling by batches.
b. Personal Choice of Doctor or Hospital at Own Arrangement. Employee who
chooses this option must have the approval of his/her immediate supervisor
but it shall be subsidized through reimbursement subject to the limit of the
physical examination benefits provided. Reimbursement shall be made at the
Head Office under the Health Plan office or through the respective
units/branches following the normal accounting procedure.
PERSONNEL 03-7.7-01
(UPDATED POLICY: AUG.01.2011)
7.7 BENEFITS FOR SINGLE PARENTS
POLICY:
CARD is conscious of the Republic Act No. 8972 also known as the Solo
Parents Welfare Act of 2000 and shall also abide in the provisions of the law.
As benefit to any CARD employee who qualifies as a solo parent, the
institution shall provide parental leave of not more than seven (7) working days
every year and flexible working schedule.
GUIDELINES/PROCEDURES:
1. Parental leave shall mean leave benefits granted to a solo parent to enable him/her to
perform parental duties and responsibilities where physical presence is required. It is
an addition to leave privileges under existing laws and shall be granted to any solo
parent employee who has rendered service of at least one (1) year.
2. Flexible work schedule is the right granted to a solo parent employee to vary his/her
arrival and departure time without affecting the core work hours. CARD shall provide
for a flexible working schedule for solo parents provided that the same shall not affect
individual and CARD productivity and provided further that CARD may request
exemption from the above requirements from the DOLE on certain meritorious
grounds.
3. CARD shall not discriminate against any solo parent employee with respect to the
terms and conditions of employment on account of his/her status.
4. A solo parent is any individual who falls under any of the following categories:
a. a woman who gives birth as a result of rape and other crimes against chastity
even without a final conviction of the offender, provided that the mother keeps
and raises the child;
b. parent left solo or alone with the responsibility of parenthood due to death of
spouse;
c. parent left solo or alone with the responsibility of parenthood while the spouse is
detained or is serving sentence for a criminal conviction for at least one (1) year;
d. parent left solo or alone with the responsibility of parenthood due to physical
and/or mental incapacity of spouse as certified by a public medical practitioner;
PERSONNEL 03-7.7-02
(UPDATED POLICY: AUG.01.2011)
e. parent left solo or alone with the responsibility of parenthood due to legal
separation or de facto separation from spouse for at least one (1) year, as long
as he/she is entrusted with the custody of the children;
f. parent left solo or alone with the responsibility of parenthood due to declaration
of nullity or annulment of marriage as declared by a court or by a church as long
as he/she is entrusted with the custody of the children;
h. unmarried mother/ father who has preferred to keep and rear her/his
child/children instead of having others care for them or give them up to a
welfare institution;
i. any other person who solely provides parental care and support to a child or
children; or
j. any family member who assumes the responsibility of head of family as a result
of the death, abandonment, disappearance or prolonged absence of the parents
or solo parent.
5. Solo parent employee will be qualified to parental leave provided that he/she have a
written declaration of his/her status and of which was verified/confirmed by CARD.
6. A change in the status or circumstance of the parent claiming benefits under this Act,
such that he/she is no longer left alone with the responsibility of parenthood, shall
terminate his/her eligibility for this benefit.
7. Children referred to in this Act or benefit are those who are living with and dependent
upon the solo parent for support who are unmarried, unemployed and not more than
eighteen (18) years of age, or even over 18 years but are incapable of self-support
because of mental and/or physical defects/disability.
8. In the event that the parental leave is not availed, it shall not be convertible to cash,
unless specifically agreed on previously.
PERSONNEL 03-7.7-03
(UPDATED POLICY: AUG.01.2011)
a. Two weeks before the scheduled date of leave, the employee should make the
necessary application for leave, and then forward to his/her immediate
supervisor and approval by the designated authority per level of approving
authority.
b. If approved, the solo parent employee should forward the approved leave
application to HRD and to their payroll officer.
PERSONNEL 03-7.8-01
(UPDATED POLICY: SEPT.15.2011)
POLICY:
CARD shall grant to every female employee, who underwent surgery caused by
gynecological disorders, special leave benefits of two months in compliance with
Department of Labor and Employment (DOLE) Order No. 112-11.
GUIDELINES/PROCEDURES:
7. Special leave benefits for women refers to a female employees leave entitlement of
two (2) months with full pay based on her gross monthly compensation following
surgery caused by gynecological disorders, provided that she has rendered continuous
aggregate employment service at least six (6) months for the last 12 months. This
two-month leave is in addition to leave privileges under existing laws.
a. She has rendered at least six (6) months continuous aggregate employment
service for the last twelve (12) months prior to surgery;
b. She has filed an application for special leave in accordance with item # 4 hereof;
and
PERSONNEL 03-7.8-02
(UPDATED POLICY: SEPT.15.2011)
10. APPLICATION FOR SPECIAL LEAVE. The employee shall file her application for
leave within a reasonable period of time from the expected date of surgery.
However, prior application for leave shall not be necessary in cases requiring
emergency surgical procedure, provided that CARD shall be notified verbally or in
written form within a reasonable period of time and provided further that after the
surgery or appropriate recuperating period, the female employee shall immediately
file her application.
11. GRANTING OF BENEFITS. The staff shall be entitled to her two months full salary
as shared between the SSS and the Company. This special leave may be covered by
the SSS sickness benefits provided the employee has complied with the required
number of contribution and appropriate notification. In case of non-reimbursement
from SSS, the Company shall only pay the amount which is equivalent to computed
benefits less the amount reimbursable to SSS.
PERSONNEL 03-8.1-01
POLICY:
Under the existing guidelines on the CARD EMPC and other qualified CARD facility, all
regular employees with at least one (1) year in service have access to loans which includes
regular, multi purpose, kapamilya, housing, car or motor loan.
GUIDELINES/PROCEDURES:
PERSONNEL 03-9.1-01
POLICY:
CARD places high value on its human resource and recognizes the importance of
competent and committed staff. Hence, it is the priority of CARD to provide all its
employees the training and development inputs and opportunities to effectively and
efficiently perform designated functions as well as to promote, facilitate and advance the
professional and personal growth of CARD employees.
GUIDELINES/PROCEDURES:
a. All invitations are carefully studied and screened by the Executive Committee with
assistance from the office of the Human Resource. It is clear that all professional
engagement must be acted in behalf of the institution.
b. In accepting invitations for travel, CARD must also consider possible source of
fund to finance the activity.
2. NOMINATION OF CANDIDATE
Nomination of candidate on all invitations shall be carefully assessed based on the purpose
of the activity. Criteria/basis for selection are as follows:
a. AS RESOURCE PERSON
PERSONNEL 03-9.1-02
b. AS PARTICIPANT
Relevance of the activity on the current and or future job responsibility of the
employee
Satisfactory job performance based on previous and current record
Ability and capacity to communicate both in English and Tagalog
Has the excellent knowledge and skills to represent CARD and has the ability to
start up networking and linkaging
Rank and File and Middle 1 week and below President/Executive Director
Managers 1- 2 weeks President/Executive Director
plus the Chairman
More than 2 weeks Board
Executive Officers 1 week and below Chairman
1- 2 weeks Chairman
More than 2 weeks Board
Board Members 1 week and below Chairman
1-2 weeks Chairman
More than 2 weeks Board
4. PRIVILEGES
All employees engaged in official travel are considered on official function and shall not be
charged leave without pay.
PERSONNEL 03-9.1-03
(UPDATED POLICY: JUL.01.2010)
A. INTERNATIONAL TRAVEL
CARD shall provide travel allowances amounting and or equivalent to twenty-five ($25) USD
per day inclusive of approved official departure and arrival dates to anyone selected and
approved to represent the institution.
a.1. When sponsoring organization will give full reimbursement of all cost
related to the travel but no per diem, the travel allowance as specified
above shall be given.
a.3 When sponsoring organization will give full reimbursement including per
diem, CARD shall no longer provide the travel allowance of $25 USD per
day.
a.4. CARD will allow a cash advance subject to liquidation upon completion
of the travel.
5. REQUIREMENTS
All employees who participated in this engagement are required to submit written report
after five (5) days and seven (7) for local and international travels, respectively. Following
must be considered in the report:
Title of the Training Course
Name of Participant/Designation
Date/Duration of the Course
Place/Venue
Background/Introduction on the Training Course
Background of the Course Organizer
Result/Summary of the Training course (major learning and insights; relevance of
the training course; other findings and recommendations to CARD
Contacts made/Persons met
Detailed Plan of Action
PERSONNEL 03-9.2-01
POLICY:
Based on the expertise and capability, Senior Officers, Key Management and Board of
Directors are given the opportunity to be assigned as course director and/or resource
person.
GUIDELINES/PROCEDURES:
1. RESPONSIBILITY
a. AS COURSE DIRECTOR
In order to provide equal and fair opportunities to all, a maximum of 240 hours per year
shall be allowed to all employees to act as Resource Person or Course Director without
filing a leave of absence. Beyond this limit, employee concerned who will still be entitled to
act as Resource Person or Course Director shall be allowed only if has been authorized to
be on leave, this should follow policy on leave of absence. If in case, employees leave of
absence is already without pay, concerned employee then has to pay corresponding
amount to cover all mandatory dues such as SSS, PhilHealth, among others.
PERSONNEL 03-9.2-02
b.1 When sponsoring organization will give full reimbursement of all cost
related to the travel but no per diem, the travel allowance as specified
shall be provided.
b.3 When sponsoring organization will give full reimbursement including per
diem, CARD shall no longer provide the travel allowance of $25 USD per
day.
b.4. CARD will allow a cash advance subject to liquidation upon completion
of the travel.
3. MANNER OF PAYMENT
All fees received from outside clients shall be given directly to the Finance Department for
proper accounting and recording. Upon checking for all expenses incurred, an amount
agreed as incentive will be paid to the employee concerned.
PERSONNEL 03-9.3-01
((UPDATED PER POLICY MEMO:APR.23.2009)
9.3 FURTHER STUDY
POLICY:
CARD MRI recognizes the importance of providing opportunities for personal and
professional advancement for its employees. While preparing them as future leaders for
the long-term operations of the CARD MRI, regular formal study program form part of the
capacity building for them.
GUIDELINES/PROCEDURES:
1. Full-scholarship granted by the CARD MRI to formal studies for selected Management
Officials shall be guided as follows:
1.1. Nomination to send them to specific study program is guided by the following
nomination criteria:
CARD MRI CRITERIA FOR NOMINATION TO FORMAL STUDY PROGRAM
Program
Degree
Criteria SNHU SNHU
Course MA-OD AIM (EMBA)
(SEA Campus) (USA campus)
(SFAC)
Performance Record No outstanding adverse performance record
No potential future related personnel risk is observed
Length of Service
At least 5 At least 5
All functions At least 5 years At least 5 years
years years
Operations Staffs At least 5 years
CARD MBA Operations
At least 5 years
Staffs
Other Admin. Staffs At least 5 years
Support Staffs At least 3 years
Management Function
At least Entry
All functions Management
Level
Area Manager
Regional Head
Level including At least Operations Director
Operations Staffs Level including RH
Area Manager Level including OD Trainee
Trainee
Trainee Level
Area Manager
level but is lined up
Regional Head level but
or waiting for RH
material for OD position or
level including RH
functions involved
OIC and those
international engagement
candidate for RH
position
At least Entry
Management Level
functioning as
At least Entry At least Director Level or if not
Deputy in the unit
Other Admin. Staffs Management yet Director level but regular
or next line of
Level Member of the Executive and
management
Management Committee or
supporting the
functions is crucial such that
head of the unit
the role serves as next line of
management/one of the
At least Entry
deputies in the institution or
Management Level
At least major unit
Support Staffs and functioning as
Supervisory Level
Sr. Staff/Officer in
the unit
PERSONNEL 03-9.3-02
1.2. Scholars to this program are expected to finish the course within the prescribed
term of the course. An extension of up to maximum three years is however
provided for the course to be concluded.
1.3. Agreement and terms of the program shall be formalized with the Scholar which
is facilitated with the HRD office.
1.4. In situation where the Scholar extended the period of the study beyond the
maximum years granted as per 1.2 above, scholarship condition shall apply
including forfeiture or deferment of salary increase (if any) or confirmation of
full-pledge position (as applicable) until specific Scholarship Program for the
concerned employee has been concluded.
1.5. For situation where employee stopped studying, equivalent amount of units not
earned shall be returned to the office, unless, the reason is illness or health
related and is approved by the Executive Committee.
2. All regular employees who wish to get involved in further studies to earn Degree
Course or Master's Degree can avail Scholarship Plan
SCHOLARSHIP PLAN A
Scholarship covers a complete course term and offers optional venue depending on
the employee's preference. CARD subsidy will cover tuition fee based on the
employee's length of service with CARD. Thus, following shall be the guidelines:
Benefits
Length of Service (%age of subsidy on all school fees but to a
maximum of P7,000 for 9 units per semester)
10 years and above 100%
9 years 90%
8 years 80 %
7 years 70%
6 years 60%
5 years 50%
SCHOLARSHIP PLAN B
Scholarship covers education by subjects (3 to 6 units) term and offers optional venue
depending on employee's preference. CARD subsidy will cover all expenses due.
PERSONNEL 03-9.3-03
SCHOLARSHIP PLAN C
Scholarship covers a complete course term in collaboration with outside scholarship
program gained by the employee either voluntarily or endorsed by CARD. In this
case, CARD will provide optional subsidy.
2.3. AGREEMENT
CARD shall grant the scholarship, provided the following have been mutually agreed
to.
a. Scholar commits to render a minimum of one year service with CARD for every
semester enrolled.
b. Field of Education to be taken must ensure its usefulness in the field of work and
therefore must be job related.
c. Quality of work and work output must not suffer. In case this happened,
employee will have to pause studying and will continue only when work
requirements have been achieved/redeemed.
d. Proof of school admission with class schedules and report card must be
submitted to the office of the Human Resource before the first day of class and
after the school semester, respectively.
e. All covered subsidies will be provided with official receipt. All forms of
reimbursement shall be made within ten (10) days after the actual payments.
f. Any subject dropped or failed for any cause except for illness or health related
will not be covered by the scholarship plan. Therefore, payments made by
CARD on these subjects shall be returned to CARD whether in cash or by
installment through salary deduction with interest of 10% per annum.
g. Employees shall be allowed to use office facilities and equipment including
consumption of supplies in preparation to and compliance to course
requirements, provided use of office facilities/equipment will be done after office
hours.
h. Attendance to classes falling any working days shall be duly approved by the
Institutional Head/Equivalent Authority
i. A scholarship contract shall be executed and duly signed prior to
implementation.
PERSONNEL 03-9.4-01
(PREVIOUS POLICY MAY.8.2009 UPDATED PER POLICY MEMO: JUNE.15.2010 )
POLICY:
CARD in its global mission extends services to its international partners.
GUIDELINES/PROCEDURES:
2. Given the nature of sending CARDs staff for the international engagement,
following are the two classification of staffs international engagement:
PERSONNEL 03-9.4-02
Per Diem
Overall International Group Director/Head $ 600.00 per month plus $100
Team Head of the Country Office $ 550.00 per month
Director and Up Level $ 525.00 per month
Regional Head Level $ 500.00 per month
Area Manager Level $ 475.00 per month
Unit Manager level $ 450.00 per month
Meals $ 10.00 per day plus $7
Communication $ 20.00 per month
(*Above rates is effective January 01, 2010)
PERSONNEL 03-9.4-03
PERSONNEL 03-9.4-04
4. Special Privilege depending on the type of staffs international engagement
shall be provided but shall always be subject to availability of funds as follows:
Special Family Privilege
Qualified Staff
Within the First Year Assignment After the First Year and onwards Assignment
Two home visits per year (once
International Staff
within every six months) Has the option to avail either the following:
D uration: T he vacation is for a A. One home visit per year (with the same package as
maximum of two weeks (14 days provided during the first year) and one family visit per year
including weekends ) with the following package:
T ravel S ubs idies : C AR D will cover
100% of the airfare and other travel-
related expens es s uch as meals D uration: T he family vis it to the s taff's international as s ig nment is
while in trans it, hotel for a period of one week (7 days ) plus travel time.
accommodation, local/g round
trans portation while traveling .
C overag e: C AR D will cover maximum of three (3) family
R eporting at the H O : T he s taff is
members . E lig ible for this benefit are immediate family members .
required to report at the H O at leas t
F or married s taff, elig ible are hus band and s ing le children under
two days after arrival and on the
21 years old. F or s ing le s taff, elig ible are parents and s ing le
s pecific dates as will be required.
s ibling s under 21 years old.
T ravel S ubs idies : T he s taff will be provided with a US D 500.00
fixed allowance for the entire vis it of his /her family members .
In addition, the airfares , meals in trans it, hotel accommodation
while in trans it, local/g round trans portation while on travel,
terminal fees , will be covered by C AR D .
As well, C AR D will as s is t the family in proces s ing travel
documents s uch as certifications and vis as as needed. P as s ports
of the family members will be res pons ibility of the s taff.
B. Relocation Subsidy
C overag e: E lig ible for this benefit are immediate family members .
F or married s taff, elig ible are hus band and s ing le children under
21 years old. F or s ing le s taff, elig ible are parents of any ag e and
s ing le s ibling s under 21 years old.
T ravel S ubs idies : C AR D will cover the cos ts of one-way plane
tickets of maximum of three (3) family members at the time when
the s taff will relocate his /her family.
As well, C AR D will as s is t the family in proces s ing travel
documents s uch as certifications and vis as as needed. P as s ports
of the family members will be res pons ibility of the s taff.
L iving S ubs idies : T here will be a provis ion of a fixed monthly living
s ubs idy of US D 150.00 for thos e as s ig ned in S E A with the
exception of H K . T he IS s taff who will be as s ig ned in H K and
other future international office with the s ame living s tandards ,
will be entitled to an additional US D 100.00 monthly living s ubs idy,
to a total of US D 250.00.
One home visit per year (with the same package as
The same provision as with the
SCTAPS provided during the first year) and one family visit per year
IS
with the same package as provided for IS option "A" above.
PERSONNEL 03-9.4-05
5. All other cost related to official functions such as airfare, ground transportation,
accommodation and other incidental costs shall be borne by CARD.
PERSONNEL 03-10.1-01
POLICY:
CARD provides motivational program for all its personnel level by recognition and monetary
incentives.
GUIDELINES/PROCEDURES:
Depending on the CARD MRIs operational and financial capacity and as approved by the
Executive Committee, CARD provides performance incentive for all staff covered by its
policy based on the approved scheme/terms which considers the following:
Application of this incentive shall be strictly upon justification to implement the scheme has
been duly approved by the Executive Committee. It must be understood that this scheme
is not automatic and which can only be applied depending on the operational situation in
the CARD MRI unit offices.
PERSONNEL 03-10.1-02
Recognizing the importance of productivity and quality service in achieving the goal of the
institution in helping the poor improve their lives, the institution recognizes the value of the
role of the Operations Staff and Officers as the direct channel of productivity and quality
service. It is therefore the policy of the institution to provide incentive scheme to protect
the members and their centers through embracing a strong credit discipline. As such, the
institution shall provide remuneration incentive in handling and maintenance of the
members and their centers. Remuneration shall be equivalent to total number of active
borrowing members multiplied by corresponding peso incentive per active borrowing
members as follows:
GUIDELINES:
2. A staff or officer qualifies to the incentive if he/she meets the following qualification:
The Staff or Officer must be regular employee
The Staff must be handling not less than 300 active borrowers (members with
loans outstanding of either Sikap or Sagip or both) or the approved Standard
Caseload of Active Borrowers in the branch or area as approved by the Head of
the Institution and confirmed by the MRI Managing Director
Must have satisfactory performance and no outstanding record on employee
discipline.
PERSONNEL 03-10.1-03
3. A staff who will be handling new caseload or centers as with the case of staff
reshuffling and or caseload rearrangement within the branch shall have a grace
period of three months which means automatic qualification to incentive computed
using Php1.00 per active borrower. He/she needs to prove satisfactory performance
as exemplified by improvement on centers performance based on current caseload
in order to continue qualification to incentive. Otherwise, automatic incentive after
three (3) months grace period shall be cancelled. However, in case of automatic
incentive to problematic centers/branch by a Technical Officer, incentive received
from this shall not be included in the incentive to be received by the Asst. Branch
Manager, Branch Manager and Area Manager until incentive is resumed on a regular
criteria.
5. Area Manager reviews the application and endorses to the Officer in charged of the
province operations for approval and confirmation by the Institutional Head
6. Approved incentive is returned to the branch for payment while report on incentive
payment shall be submitted to the HRD office every quarter.
PERSONNEL 03-10.1-04
4. Incentive shall be paid on the date after the loan or due account has been fully
recovered and that there is no additional or increase default accounts of the staff.
5. The Institutional Head shall approve application for incentive of qualified staff as
recommended by the respective Area Managers.
PERSONNEL 03-10.1-05
POLICY:
CARD shall provide incentive to the staff in recognition of their significant contribution in
expanding outreach while keeping the operations sustainable through improving
productivity and efficiency level at the branch/unit. Incentive scheme shall come out in
two categories as follows:
1. Set Target Achievement Recognition (STAR) Incentive
This is the recognition on field staffs achievement on meeting the expected staff
productivity and efficiency level.
GUIDELINES:
I- General Guidelines
a. Qualified employees covered by the policy are:
Regular employees whose functions or tasks are covered in the performance
indicators of this policy.
Staff who has no any outstanding adverse record reported in the 201 files (still
under the prescription period as provided in the code of discipline policy) or no
significant record on Internal Control System monetary penalty.
b. Staffs caseload will only cover own achievement. In case of caseload achieved by
transfer to the staff, such caseload shall be recognized as own achievement after a
period of three months of maintaining or managing the same. Likewise, in case the
staff is transferred, his previous caseload shall also be counted on him within the
period of three months.
c. Portfolio Outstanding will include new releases with amortization included in the
assessment period.
d. With the use of the IT/MIS reports/ledgers, respective authority shall validate and
make approval following the approval authority as follows:
Incentive for Approval By:
Position of
AO Regional Head
BM/UM Operations Director/HO Officer/EO Officer
AM HO/EO Officer
e. Release of the prize/award shall be made immediately after approval.
f. Recognition given to the staff shall be reported to the Personnel Office by the
Payroll Officer on a monthly basis.
PERSONNEL 03-10.1-06
II- Specific Guidelines for each category:
1. Set Target Achievement Recognition (STAR) Incentive guide:
PERSONNEL 03-10.1-07
The institution provides recognition to staff assigned in the branch for their
exemplary effort and performance in achieving high ratings on branch audit. This
helps promote awareness to staff to strengthen internal control at the field level.
PERSONNEL 04-1.1-01
(UPDATED PER POLICY MEMO: APR.26.2010 )
CHAPTER 4: CODE OF DISCIPLINE
SECTION 1. DESCRIPTION OF TERMS
GUIDELINES/PROCEDURES:
1. Definition of Terms
Employee Loafing Unauthorized and prolonged absence from the workplace during scheduled
work hours without valid reason.
Absence Without Leave (AWOL) Unexcused absence/failure to report for work for any cause
whatsoever without prior clearance or notification, whether oral or written.
Substantial Evidence Evidence which is more than mere scintilla. It refers to such relevant
evidence as a reasonable mind might accept as adequate to support a conclusion
(The Philippine Labor Code).
Due Process The standards of conduct or inquiry in administrative proceedings pursuant to law.
Disciplinary Committee Designated authorities to hear the case of an erring employee with the
aim of coming up with a fair and objective position in providing resolution on the
case. It shall compose three designated employees including representative peer in
the committee member.
PERSONNEL 04-2.1-01
POLICY:
CARD MRI protects its image and reputation in order to take advantage in delivering its
services to the clients and thereby achieving its goals and objectives. It is therefore the
policy of the CARD MRI to also protect the interest, safety and reputation of both the
clients and its staff by institutionalizing Professionalism in all CARD MRI premises and
official facilities.
GUIDELINES/PROCEDURES:
1. All office premises and designated official facilities of the CARD MRI including the staff
house and use of vehicles or transportation service shall be restricted as venue and
facilities only for the conduct of official business, activities or transactions or conduct
of acceptable and morally upright activities.
2. Restrictions on offices as limited only for official purposes prohibits other activities,
business or transactions that are personal in nature such that such office and official
facilities shall not be the venue or shall not be use for purposes that are personal in
nature.
3. Restrictions shall be observed at all times during working and non-working hours.
4. Restrictions shall apply to all personnel or any person whose intentions or purpose of
activities, business or transactions is covered by the policy. Hence, prohibiting such
activities are also applicable even to CARDs clients, staff and their relatives.
5. All office premises and designated official facilities of the CARD MRI including the staff
house shall not be use as venue specifically for the following:
Conduct of personal business such as selling goods or products like Avon,
Natasha, among others.
Selling of other products like food and beverages
Selling of any goods, products or services in consignment or installment
basis.
PERSONNEL 04-2.2-01
POLICY:
The set of rules described in this code of discipline is not intended to be restrictive or all
encompassing. The institution, whenever, necessary, may formulate other necessary
policies, rules, and regulations relative to discipline according to the institutions vision,
mission, and goals shall be deemed to be automatically incorporated in this set of rules.
The institution may delete or amend existing definitions and/or penalties.
The responsibility of ensuring that policies, rules and regulations pertaining to discipline are
strictly and properly followed is jointly vested on the Personnel Department, Unit
Supervisor/Manager/Directors and Supervisors.
PERSONNEL 04-2.3-01
(UPDATED PER POLICY MEMO: SEPT.26.2011)
DISCIPLINARY PROCEEDINGS
Acts committed in violation of R.A. 9165 and its Implementing Rules shall be considered
a grave offense.
When an employee violates, the case against him shall proceed following the
procedures contained in R.A. 9165.
In all cases, the requirement of due process applicable in a work environment
shall be complied with.
PREVENTIVE MEASURES
Drug Testing. Medical Tests will be conducted on a random, ad hoc and regular
basis. Refusal to undergo drug testing is tantamount to refusal to follow rules and
regulations of the employing institution.
Information Campaign will be conducted on a regular basis to discuss the dangers
of substance abuse.
PERSONNEL 04-3.1-01
(UPDATED PER POLICY MEMO:APR.28.2011)
SECTION 3. INTERNAL CONTROL MEASURES
POLICY:
CARD as Mutually Reinforcing Institutions recognize the importance of internal control as a
primary factor to continuity and success of the institutions. Strict compliance with policies
and procedures is a pre-requisite to ensure control and that recurring findings and lapses
should not be tolerated and should be avoided. In this light, it is the policy of the CARD
MRI to impose internal control measures through imposing performance demerit points and
disciplinary action when findings warrant such action. Implementation of such policy aims
to:
Ensure awareness and cooperation among staff and officer to consistently achieve
quality in maintaining internal controls
Encourage staff and officer to do best and excel and recognize their achievements
Serve as a means to safeguard the institution from risk of internal control
breakdown
GUIDELINES/PROCEDURES:
1. Demerits Points shall be imposed and directly implemented by the respective
supervisors to the staff/officers under their direct supervision. In case the findings
was found out by the AM or RH or from Head Office Monitoring which was not yet
found out by the immediate supervisor (UM), findings will be discussed and hand
over to the UM for proper implementation on penalty.
2. Demerits imposed shall be given and equally divided among the staff/officers
involved or to all those staff/officers that are found accountable to the findings.
Example: Findings of the AM for transactions released without proper approval as
the transaction should be elevated for approval by the AM: Equivalent points of
demerit points shall shared by the UM and AO involved in the findings on lapses.
3. For instances where supervisor does not comply in implementing demerit points,
findings on lapses found out by the next immediate supervisor shall be given solely
to the concerned supervisor who failed to comply. Example: A.) AM found out that
UM does not apply demerits points on findings on lapses of the AO, the UM
concerned shall be the one to be charged of the demerits points. B.) If RH found
out that AM does not apply demerit points on findings on lapses at the unit
committed by the AO, the AM concerned shall be the one to be charged of the
demerit points twice (at the AO level and at the UM level).
PERSONNEL 04-3.1-02
(UPDATED PER POLICY MEMO:APR.28.2011)
4. Demerit Point shall be made immediately after detection and discussion with the
concern person and should be recorded in corresponding log book record on
Findings per unit, per Area or per Regional record.
5. HRD Unit receives and consolidates individual performance demerit points from the
Area Level through the Area Manager and from the Head Office Level through the
immediate supervisor on a monthly basis. It is then necessary that designated
officers submits report to the respective HRD assigned regularly on a monthly basis
based on the deadline of reports regularly submitted at the Head Office. This form
part of the regular reporting and monitoring at the Head Office Level. (Refer to
Annex form on Summary of Committed Lapses Report)
6. HRD keeps records, facilitates and coordinates for actions and monitor individual
progress.
7. Computed demerits of staff is reviewed based on the level of risk the staff has
caused weakness in the internal control system. Hence, quality of the staff job
performance indicates whether he/she has contributed or not to the protection of
internal control based on the level of risk of his/her committed lapses.
8. Individual Result of Demerit Points is reviewed at the HRD and based on the
consolidated total points committed (low to high points), action shall be facilitated.
9. On the other hand, merit is when the staff has not contributed to the risk but
instead has exhibited quality job performance in protecting and adhering to internal
control system.
10. Based on the Demerit Result as consolidated from the HRD, action for HRD
facilitation are as follows:
Estimated Estimated
No. Lapses No. Case Demerit Performance Bonus*
Intervention Action
Case per Lapses for Points Rating Share
month 6 months
Coaching for manageable lapses
3 20 2000 4 100%
committed
Counseling for still tolerable
7 40 4000 3 90%
lapses
Counseling and Retraining
10 60 6000 2 80%
alarming lapses
Disqualification for promotion for
13 80 8000 1 70% repeated and increasing trend
on lapses
*provided depends on the capacity of the institution
PERSONNEL 04-3.1-02.1
(UPDATED PER POLICY MEMO:APR.28.2011)
11. Implementation of this policy does not exempt staff/officers for necessary
disciplinary measures as provided in the code of discipline on the Personnel Manual.
Recurring lapses of the staff which impact and consequence would be
disadvantageous to the institution and which could foster potential material risk is
considered negligence on his part, which case is now considered an offense. It is
then but necessary that such negligence committed by staff has to be dealt with
through proper administrative disciplinary action.
a. Lapses are incident or situations where staff fall short of performing what is
necessary and acceptable results expected of his/her functions which incident
or occurrence is not found malicious or without any personal intent.
b. Offenses are actions or incident involving staff which is violative of
institutional procedure or policy that is either a result of negligence or willful
c. infractions.
d. Handling lapses and offenses committed by staff and officer shall consider the
following:
Lists of findings and lapses with corresponding demerit points are provided on the next
pages.
PERSONNEL 04-3.1-03
PERSONNEL 04-3.1-04
PERSONNEL 04-3.1-05
PERSONNEL 04-4.1-01
POLICY:
CARD in implementing the code of discipline shall be guided by the principles of this code.
GUIDELINES/PROCEDURES:
1. All are required to be at all times conscious to understand the list of offenses and
penalties provided in this policy of which all employees are expected to avoid
committing such offenses. All violations and infringements of the institutions rules and
regulations shall be subject to disciplinary actions in accordance with the set penalties.
3. The management reserves the right to suspend penalty or be lenient with penalties in
meritorious cases at all times.
6. Any disciplinary actions shall be done in accordance with the Labor Code of the
Philippines.
8. Offenses not included in the list under this policy on code of discipline will be treated on
a case-to-case basis. As a general rule, offenses committed will be treated individually
and separately even if they fall under the same type of penalty. Management may
impose lighter or stiffer penalties depending on the gravity of the offense and
circumstances of the case.
PERSONNEL 04-4.2-01
POLICY:
A disciplinary action, whether reprimand or suspension, is not a punishment for a wrong
doing, but rather a reminder to reform and adjust back to acceptable norms of behavior
which can actually help the employee.
The responsibility of ensuring that policies, rules and regulations pertaining to discipline are
strictly and properly followed is jointly vested on the Personnel Department, Unit
Supervisor/Manager/Directors and Supervisors.
GUIDELINES/PROCEDURES:
1. PERSONNEL DEPARTMENT
Oversees and monitors proper implementation of the policies/guidelines contained
in this Code.
Sees to it that appropriate measures are constantly taken to inform employees of
the policies, rules and regulations of CARD.
Advise other Departments as to how policies and guideline should be
implemented. If and when necessary, it explains the meaning and applicability to
specific cases of each policy. It also provides the handling of actual disciplinary
cases in other Departments.
Sees to it that such policies, rules and regulations are consistently updated based
on the needs of the different sections/departments in CARD. This should be done
in close consultation with Management.
Sees to it that appropriate control measures are laid down to facilitate
implementation of corrective actions to assist erring employees and inform Unit
Supervisor/Manager/Directors/supervisors on the delinquency standing of
employees under their supervision.
Prepares all documents and reports that may be required to effectively implement
this Code.
Advises other departments as to how to handle disciplinary cases where penalty is
dismissal or preventive suspension leading to dismissal.
Files, prepares and submits for and on behalf of CARD any legal documents to the
Department of Labor or National Labor Relation (NLRC).
PERSONNEL 04-4.2-02
2. UNIT SUPERVISOR/MANAGER/DIRECTORS
Sees to it that all supervisors under him are fully aware of their responsibilities in
maintaining discipline. Ensures that his supervisors are knowledgeable and fully
understand all relevant rules and regulations.
Assists in the settlement of any grievances that may arise in connection with this
Code.
Prepares and submits to the Personnel Department the required reports on
cases investigated and/or for proper actions meted out for proper control and
record.
3. SUPERVISORS
Sees to it that policies and guidelines prescribed in this Code are followed in as
far as his unit/section is concerned.
Employees, on the other hand, are duty-bound to read and understand the definitions
and penalties contained herein. Employees should always bear in mind that ignorance
of the contents of this Code does not excuse the employee from being penalized.
PERSONNEL 04-4.3-01
POLICY:
In the administration of a case proceeding for a committed infraction, delineation of
responsibilities is hereby stated to provide a clear understanding as to how an infraction
will be processed following the due process in this code.
GUIDELINES/PROCEDURES:
1. Minor Offenses (Concerned Officer: Immediate Supervisor/UM)
All MINOR offenses will be processed by the IS/UM. It will also be the ISs/UMs
responsibility to give / issue the reprimand to erring employee. As a preventive
measure, employee has always to conform to the acceptable behavior espoused by
CARD MRI and for the IS/UM make the necessary intervention (mentoring, coaching,
verbal correction) once he sees that the employees behavior is already manifesting
an unacceptable behavior.
PERSONNEL 04-5.1-01
SECTION 5. OFFENSES AND SANCTIONS
POLICY:
Following the conduct of proceedings according to law and CARD MRI issuances, and
should the facts warrant a finding of an infraction or violation, sanction shall be imposed in
accordance with the following categories of offenses, without prejudice to a lesser sanction
if warranted by mitigating circumstances or humanitarian considerations as may be found
by the Disciplinary Committee and as concurred by the next higher authority.
Nature of offenses are classified according to the degree that are categorized as Class A,
Class B, Class C, and Class D where the latter has the highest degree of offense
committed. Category of the nature of offense suggest how serious or grave the offense is
from lighter (Class A) to serious case (Class D), however, offense though lighter it is but if
are repeatedly committed, it becomes heavier and falls under the serious to grave case
(Class B to Class D).
D First Dismissal
Preventive suspension, when warranted, may be imposed subject to the Regional Head
Level Clearance for cases involving AO and to the Operations Director/AVP for Operations
for cases involving Unit Manager level.
PERSONNEL 04-5.2-01
POLICY:
As a result of decision arrived at by the designated Disciplinary Committee after reviewing
the case on offense committed by the staff, authority to concur decision is provided below:
Following the Code of Discipline, all defined sanctions for the different infractions
committed by erring employees have to be applied, followed and administered. This
means that concerned immediate supervisor and/or designated Disciplinary Committee will
have to issue and handle the infraction according to the Manual and to refrain from
instituting deviations from that of what is prescribed therein.
Example: 1. If the case committed per policy manual states a penalty of 8 days for
staff level, Area Manager cannot decided to lower the penalty unless the
Area Manager endorsed or justifies to the Regional Head and the latter
approves the recommendation.
Example: 2. If the case committed per policy manual states a penalty of dismissal for
a staff level, the concerned Immediate Supervisor or next level Supervisor
cannot decide to lower the penalty unless the Institutional Head approves it.
Hence, cases such as this will have to be properly endorsed to the HRD to
further facilitate following the due process.
PERSONNEL 04-5.3-01
As Professionals who are models of excellence and service, we at CARD MRI has to promote, at all
times, the proper decorum, behavior and order to promote
a culture of professionalism and decency in all our undertakings
and dealings reflective of our philosophy and culture. This has to manifest
in all our actions and deeds.
Coverage: Under this Category, the infractions mentioned are offenses pertaining to office
behavior, absences and punctuality, immoral acts, misrepresentation, and others.
PERSONNEL 04-5.3-02
PERSONNEL 04-5.3-03
PERSONNEL 04-5.3-04
Coverage: Infractions cited here are those which are money related and acts, behavior towards
superiors and acts which undermine the integrity of an individual.
PERSONNEL 04-5.3-05
The delivery of our duties contributes to the overall objective of the Institution.
It is our inherent duty to ensure that we perform our tasks with the end in mind of contributing to
the success of CARD MRI.
Coverage: The infractions mentioned under this category covers offenses on absences,
punctuality and tardiness, time misappropriation, employee loafing, among others.
PERSONNEL 04-5.3-06
PERSONNEL 04-5.3-07
Health and Safety are important to the Institution as we value the well-being
of our most important resource, the human resource. Excellence in service can
only be achieved by having a sound mind and a sound body.
PERSONNEL 04-5.3-08
PERSONNEL 04-5.3-09
PERSONNEL 04-5.3-10
Technology is meant to be in service of the human genius, and not its master. Responsible use of
the new channels of communication is ushered to maximize the use of Technology to our
Institutions efficiency and effectiveness.
Coverage: IT Related
PERSONNEL 04-5.3-11
OFFENSES NOT INCLUDED IN THE ABOVE WILL BE TREATED ON A CASE TO CASE BASIS.
AS A GENERAL RULE, OFFENSES COMMITTED WILL BE TREATED INDIVIDUALLY AND
SEPARATELY EVEN IF THEY FALL UNDER THE SAME TYPE OF PENALTY. EXECUTIVE
COMMITTEE MAY IMPOSE LIGHTER OR STIFFER PENALTIES DEPENDING ON THE
GRAVITY OF THE OFFENSE AND THE CIRCUMSTANCES OF THE CASE.
PERSONNEL 04-5.4-01
The prescription of offenses is given to give the employee a chance to clean his/her record.
Thus, upon expiration of the prescribed period, the offense of the employee is no longer
included in the evaluation of the next offense. The employee is given a clean slate upon
expiration of the period.
Clean Slate:
Example: When an employee does not commit another class A offense within nine months
from his class A offense, his last Class A offense shall no longer be considered in
determination of the penalty to be imposed.
PERSONNEL 04-5.5-01
For a minor, more serious or grave offenses, the following documents have to be ensured
available prior to the resolution of a case. Concerned parties have to ensure that this is
done to ensure objectivity when deriving the findings /decision by the Concerned Officer or
Disciplinary Committee.
PERSONNEL 04-6.1-01
POLICY:
GUIDELINES/PROCEDURES:
1. In case of irregularities, all managers and officers should be aware of the dual effect
of the problem: Resolution of the operational problem and addressing the problem
to the staff concerned through personnel discipline procedure.
o Resolution of the case does not mean solving the damage or problem to the
operations alone. Example. Case of unauthorized CBU withdrawal is resolved
with the members as the staff settled his/her obligations/accountability but
he/she has to be given appropriate disciplinary action as well.
o Transfer of staff to another office or branch should be taken carefully and
should not be confused as disciplinary action for the staff. The staff should
still have to be subjected to proper disciplinary action.
2. All staff related problem shall have to be properly addressed to him/her supported
with proper documentation which should also have to be submitted to the Personnel
Office on time:
o for proper information of the staff on the wrong doings he/she committed in
order for the staff to be aware of what improvement he/she needs to do.
o for appropriate reference of CARD for all related staff program and policies
PERSONNEL 04-6.2-01
POLICY:
The operation of CARD is very much affected by the abandonment of work made
by the employees whether regular or probationary. Any employee who will leave
his job without compliance to the above law must be reported to the Legal Unit for
appropriate action. A criminal or civil case will be filed to the employee who will
be found guilty of such violation.
ANNEXES