OFFICE OF THE CITY HUMAN RESOURCE MANAGEMENT OFFICER (ochrmo)

1. ISSUANCE OF SERVICE RECORD

Service Record is a document that provides details of an individual’s government service, which contains the employment period, appointment status, salary, mode of separation, leave, decided administrative case and any other relevant information. This document is typically required for legal purposes such as transfer of employment, loan applications, separation pay, support for claims to financial institutions, and other similar legal transactions

Office or Division:	Office of the City Human Resource Management Officer - Recruitment and Personnel Audit Division
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen G2G - Government to Government
Who may avail:	Separated and Active Employees of the City Government of Malolos
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Principal: Request slip indicating number of copies		Administrative Aide VI - Administrative Unit Office of the City Human Resource Management Officer
Representative: Request slip indicating the number of copies		Administrative Aide VI - Administrative Unit Office of the City Human Resource Management Officer
Authorization Letter - 1 Original Copy		Requesting Active/Separated Employee
Valid Government Issued Identification Card of the person being represented (1 original and 1 photocopy)		PSA, GSIS, DFA, LTO, SSS, PRC, OSCA
Valid Government Issued Identification Card of the Representative (1 original and 1 photocopy)		PSA, GSIS, DFA, LTO, SSS, PRC, OSCA
CLIENTS STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCE SSINGTIME	PERSON RESPONSIBLE
Fill-up and submit request slip	1.1 Accept duly accomplished request slip with attachments	None	5 minutes	Administrative Aide VI Administrative Unit
	1.2 Verification of leave credits for active employees		10 minutes	Administrative Aide I Human Development and Benefits Division
	1.3 Evaluation of 201 File. - For employees with Admin Case		2 hours	Administrative Officer II Recruitment and Personnel Services Division Personnel OCHRMO
	1.4 Draft Service Record		10 minutes	Administrative Officer II Recruitment and Personnel Audit Services Division
	1.5 Finalize and Print Service Record		10 minutes	Administrative Officer II Recruitment and Personnel Audit Division
	1.6 Sign the Service Record		5 minutes	City Human Resource Management Officer
	1.7 Inform the employee that the service record is available		5 minutes	Administrative Aide VI Administrative Unit
2. Accept the Service Record	2.1 Release the Service Record	None	5 minutes	Administrative Aide VI Administrative Unit
	Active	None	6 hours and 50 minutes
	Separated	None	6 hours and 40 minutes

Note: Processing time may take long if the requesting active/separated employee has administrative case to be reflected in the service record

2. CERTIFICATE OF EMPLOYMENT

Certificate of employment is an essential document that officially verifies an individual’s current or prior employment with the agency. It includes specific details such as the job title, department, dates of employment, salary grade, benefits, and any other compensation associated with the position. This comprehensive information serves to confirm the individual’s professional history and employment status within the organization.

Office or Division:	Recruitment and Personnel Audit Division
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen G2G - Government to Government
Who may avail:	Separated and Active Employees of the City Government of Malolos
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Principal: Request slip indicating number of copies		Administrative Aide VI - Administrative Unit Office of the City Human Resource Management Officer
Representative: Request slip indicating the number of copies		Administrative Aide VI - Administrative Unit Office of the City Human Resource Management Officer
Authorization Letter - 1 Original Copy		Requesting Active/Separated Employee
Valid Government Issued Identification Card of the person being represented (1 original and 1 photocopy)		PSA, GSIS, DFA, LTO, SSS, PRC, OSCA
Valid Government Issued Identification Card of the Representative (1 original and 1 photocopy)		PSA, GSIS, DFA, LTO, SSS, PRC, OSCA
CLIENTS STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCE SSINGTIME	PERSON RESPONSIBLE
Fill-up and submit request slip	1.1 Receive duly accomplished request slip	None	5 minutes	Administrative Unit/ Receiving Personnel
	1.2 Prepare Certificate of Employment		10 minutes - active employees 1 day - for separated employees	Recruitment and Personnel Audit Division
	1.3 Sign the Certificate of Employment		1 day	City Human Resource Management Officer
2. Accept Certificate of Employment	2.1 Release Certificate of Employment	None	5 minutes
	Active	None	6 hours and 50 minutes
	Separated	None	6 hours and 40 minutes

3. ASSISTANCE TO STUDENTS FOR ON-THE-JOB TRAINING

The City Government supports college students to gain hands-on experience in the workplace and increase employability within the period agreed upon by the authorities.

Office or Division:	Recruitment and Personnel Audit Division
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen
Who may avail:	Students of Universities and Colleges
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Letter of Intent - 1 Original Copy Resume of Student		Applicant
Resume		Applicant
Endorsement Letter from University/College Authorities - 1 Orignal Copy		University/College OJT Coordinator/Head
CLIENTS STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCE SSINGTIME	PERSON RESPONSIBLE
1. Submit Letter of Intent supported with resume and Endorsement Letter for University/College Authorities	1.1 Receive duly accomplished request slip	None	5 minutes	Administrative Unit/ Receiving Personnel
	1.2 Review the undergrad course of the applicant		10 minutes	Administrative Aide VI Administrative Unit
	1.3 Coordinate to related office the intention of student for OJT		1 day	City Human Resource Management Officer
	1.4 Notify the student of availability of office for OJT		20 minutes	Administrative Aide VI Administrative Unit
	1.5 Prepare endorsement letter to the designated office	None	5 minutes	City Human Resource Management Officer
	1.6 Conduct orientation on the policies of the City Government	None	30 minutes	City Human Resource Management Officer
2. Present the evaluation report and DTR	1.7 Prepare certificate of completion - after the required number of hours has been served	None	10 minutes	City Human Resource Management Officer
	Acceptance and Endorsement	None	1 day 1 hour and 15 minutes
	Certificate of Completion	None	10 minutes

4. Loan Applications

Employees who have the financial ability to repay may qualify to apply for loans from government financial institutions and private entities that have a memorandum of agreement or contract with the agency. Eligibility will be determined based on the guidelines established by the GFIs and private entities. The CHRMO will certify and collect the monthly loan payments through salary deductions while providing other certifications to support loan applications.

Office or Division:	Human Development and Benefits Division
Classification:	Simple
Type of Transaction:	G2G - Government to Government (Internal Service to Government Employees)
Who may avail:	Active Employees of the City Government of Malolos
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
GSIS Loan Application - GSIS Touch Mobile Apps		GSIS Touch Mobile Apps
For Other Financial Institutions
Loan Application (LANDBANK, PAGIBIG, DBP, Veterans Bank, Producers Bank, CGMEMCO)		Administrative Aide VI - Administrative Unit Office of the City Human Resource Management Officer Financial Institutions' Website and Offices
Service Record - 1 Original Copy		Administrative Officer II Recruitment and Personnel Audit Division Office of the City Human Resource Management Officer
Pay slip/Certificate of Net Pay - 1 Original Copy		Administrative Officer I Human Development and Benefits Division Office of the City Human Resource Management Officer
Personal Letter - 1 Original copy		Applicant
(Requirements may vary as to policies of financial institutions)
CLIENTS STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCE SSINGTIME	PERSON RESPONSIBLE
1. GSIS Loan Application: - secure online application GSIS Touch	1.1 Open GSIS Wireless Automated Processing System - check loan application	None	10 minutes	Administrative Officer II Human Development and Benefits Division
	1,2 Evaluate the applicants' capacity to pay		5 minutes	Administrative Officer II Human Development and Benefits Division
	1.3 Authorize/ Unauthorized GSIS loan application thru email confirmation		1 day	Administrative Officer II Human Development and Benefits Division
2. Applicant will be notified by GSIS thru email or text message on the approved/ disapproved loan		None
1. For Other Financial Institutions: Submit duly filled-up application form with complete requirements	1.1 Receive duly accomplished loan application and requirements	None	5 minutes	Administrative Aide VI Administrative Unit
	1.2 Evaluate the applicant's capacity to pay	None	30 minutes	Supervising Administrative Officer/Administrative Officer II Human Development and Benefits Division
	1.3 Sign the loan application		5 minutes	City Human Resource Management Officer
	1.4 Submit loan application to financial institutions (LANDBANK) Issue the loan application to the employee (other Financial Institutions)	None	1 day	Administrative Aide VI Administrative Unit
2. Applicant will submit the application to financial institutions
3. Applicant will be notified by financial institutions on the approved/ disapproved loan application
	GSIS Loan	None	1 day and 15 minutes
	Other Financial Institutions	None	1 day and 15 minutes

5. LEAVE APPLICATION

Leave of Absence is a privilege granted to officials and employees in the government to be absent and not to report for duty for one or more days with their positions held for them until their return.

Office or Division:	Human Development and Benefits Division
Classification:	Simple
Type of Transaction:	G2G - Government to Government (Internal Service to Government Employees)
Who may avail:	Active Employees of the City Government of Malolos
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Leave Application Sick Leave - for more than 5 days must be supported by medical certificate Vacation Leave - shall be applied 5 days prior to the date of availment - if more than 30 days and/or outside of the country must be supported approved clearance - Authority to Travel (if outside of the country) Other types of leave may require guidance from OCHRMO before availment		Office of the Applicant
Sick Leave of more than 5 days must be supported by medical certificate		Medical Certificate from Medical Doctor
Vacation Leave shall be applied 5 days prior to the date of availment, if more than 30 days and/or outside of the country must be supported by approved clearance, Authority to Travel (if outside of the country) Other types of leave may require guidance from OCHRMO before availment		Clearance - Administrative Officer II Personnel Development and Benefits Division Office of the City Human Resource Management Officer
Other types of leave require guidance from Office of the City Human Resource Management Officer
CLIENTS STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCE SSINGTIME	PERSON RESPONSIBLE
1. Submit duly accomplished leave application	1.1 Receive duly accomplished leave application and supporting document, if applicable	None	5 minutes	Administrative Aide VI Administrative Unit Office of the City Human Resource Management Officer
	1.2 Compute leave credits		5 minutes	Administrative Aide I Human Development and Benefits Division
	1.3 Certify leave credits		2 hours	City Human Resource Management Officer
	1.4 Send to concerned department the application of leave for recommendation of approval/non-approval of department head		1 day	Administrative Aide I Human Development and Benefits Division
	1.5 Accept the leave from offices	None	30 minutes	Administrative Aide I Human Development and Benefits Division
	1.6 Send the leave application to the Office of the City Administrator/Office of the Mayor or Office of the City Vice Mayor for initial or approval	None	2 days	Administrative Aide I Human Development and Benefits Division
	1.7 Reflect/deduct on the leave credits the number of days of leave applied	None	5 minutes	Human Development and Benefits Division - Personnel assigned in leave administration
	1.8 Distribute approved leave to offices	None	2 hours	Administrative Aide I Human Development and Benefits Division
1.2 Secure copy of approved leave from designated office personnel in charge on leave of absence
	TOTAL	None	3 days 4 hours 45 minutes

6. PAYMENT OF TERMINAL PAY

Any official/employee of the government who retires, voluntarily resigns or is separated from the service through no fault of his own, and who is not otherwise covered by special law, shall be entitled to the commutation of his leave credits exclusive of Saturdays, Sundays and Holidays without limitation and regardless of the period when the credits were earned.

Office or Division:	Human Development and Benefits Division
Classification:	Simple
Type of Transaction:	G2C - Government to Citizen G2G - Government to Government
Who may avail:	Separated and Active Employees of the City Government of Malolos
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
Letter of retirement or resignation		Prepared by the Applicant
Duly signed leave form of the applicant		Prepared by the Applicant
Approved Clearance		Administrative Officer II Human Development and Benefits Division Office of the City Human Resource Management Officer
Service Record		Administrative Officer II Human Development and Benefits Division Office of the City Human Resource Management Officer
Certificate of Last Day in Service		Administrative Officer II Recruitment and Personnel Audit Division Office of the City Human Resource Management Officer
CLIENTS STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCE SSINGTIME	PERSON RESPONSIBLE
1. Secure and submit all requirements	1.1 Receive duly accomplished terminal pay request form with complete requirements	None	5 minutes	Administrative Unit/ Receiving Personnel
	1.2 Review the submitted requirements		2 hours	Recruitment and Personnel Audit Division
	Compute the terminal pay and prepare voucher and obligation request		20 minutes	Recruitment and Personnel Audit Division
	Check the documents and sign the voucher		1 day	CHRMO
	Endorse the terminal pay documents to concerned offices for proper accounting and auditing procedures		5 minutes	Administrative Unit/ Releasing Personnel