 PROCEDURE ON TRANSFER OF ASSIGNMENT (TOA)

TOA FORM The new position must be existing the plantilla otherwise, the transfer will
not proceed. Before the TOA will proceed, the following documents must be
attached:

 TOA Form
 Recommendation Letter

Absence of any of these requirements will toll the proceeding.

Nota Bene:
The new position must be existing the plantilla otherwise, the transfer will
not proceed.
Memo for Transfer
of Assignment Memo for TOA must be signed by the proper
signatories

 Before serving the TOA, coordinate first to his/her new head, manager or
superior for him to be informed that the said Ee is to be transfer to his new
assignment and also to relay his/her new schedule

For Serving  Served the TOA to the concern Ee and discuss the matter including his
new superior, schedule and his duties and responsibilities as stated in
his/her new Job Description

Prepared by: YOAN B. BUENO – HR Employee Relations Assoc. February

22, 2020
 PROCEDURE IN ISSUING RETURN TO WORK NOTICE (RTW)

Incident Report of
Abandonment – when an Ee failed to report for a period
Abandonment of more than 6 consecutive days

Memo for RTW Upon determination of probable cause on the abandonment of

an Ee, a RTW notice will be issued and to be sent to his known
address.

Nota Bene:
Petty Cash – ask for a PCF for the reimbursement of money
used in sending the TOA signed by HR Head and a
Representative from the Treasury Department

Sent RTW to Failure to reply/respond on the notice upon receipt – notify the
Post Office recruitment for the purpose of job posting

Prepared by: YOAN B. BUENO – HR Employee Relations Assoc. February

22, 2020
 PROCEDURE ON ADMINISTRATIVE CONFERENCE (FOR DISMISSAL/TERMINATION OF AN
EMPLOYEE)

Violation of Company
Policy / Rules and When an Ee committed an act which are in
Regulation contrary to company policies, rules, and regulation
whose penalty falls within the degree of a grave
offense

Issuance of Notice of Admin Inform him/her about the said violation. Indicate
Conference the place and date when the said conference will
be conducted. Also inform him/her that he/she
may bring a legal representative if any.

Meeting with the involved Ee

with his counsel if any
together with committee

Prepared by: YOAN B. BUENO – HR Employee Relations Assoc. February

22, 2020
  PROCEDURE ON THE ISSUANCE OF NOTICE TO EXPLAIN AND NOTICE OF DISCIPLINARY
ACTION
After informing the involved Ee on the penalty of his violation(s), NDA must be served unto him/her by signing the same and indicating the date
time.
Issuance of Notice to Explain if found that Issuance of Notice of
Incident Report (IR)& CCTV *Coordinate with his/her
there is a probable cause to issue the same Disciplinary Action
Report manager or supervisor for them
to schedule his/her suspension. HR has no authority to set the date of suspension.
*Coordinate with RMS and Payroll to record the date of suspension.

Incident Reports
1. Reports originating
from operations or
admin signed by the
manager or
supervisor
CCTV Reports
 Reports submitted
by the CCTV
watcher
*Both the IR and CCTV
must be signed by the ER
indicating the date and
time
Before serving the NTE to the involved Ee, he must Ee must submit his/her
first be informed on the infractions that he was written explanation within
allegedly committed which appears to be in five (5) days from receipt
contrary with the existing company policy duly of the NTE
approved by the latter.
Issuance of NDA
*Signatories in NTE 1. Upon the expiration of the 5 day period for the Ee to
Operations (THM, KC, Jr., AE) submit his/her Written Explanation OR:
 Senior Operations Manager 2. When he/she submitted his/her Written Explanation 2
 Junior Operations Manager or 3 days before the expiration of the 5 day period,
 HR Head NDA must be issued upon the expiration of the 5 day
 Legal Officer period
Outside Operations
 Remove SOM and JOM as signatories and
add the manager or supervisor of the
concern Ee.
 HR Head
 Legal Officer

Prepared by: YOAN B. BUENO – HR Employee Relations Assoc. February

22, 2020