Professional Documents
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GENERAL HEADQUARTERS
ARMED FORCES OF THE PHILIPPINES
Camp General Emilio Aguinaldo, Quezon City
14 August 2007
STANDING OPERATING PROCEDURES
NUMBER . . . . . . . . . . . . . . . . . . . . . . . 06
PROCESSING OF APPLICATION FOR RETIREMENT/SEPARATION CLAIMS
AND TRANSFER OF PENSION BENEFITS
1. REFERENCES:
a) RA 340 as amended - An Act to Establish a Uniform Retirement System for the
AFP to provide for Separation there from and for other purpose.
b) PD 1638 as amended - Establish a New System of Retirement and Separation
for Military Personnel of the AFP and for other purpose.
c) SOP 13, GHQ, AFP dated 20 July 1994 - Processing of Retirement Benefit
Claims and Transfer of Pension Application.
d) Ombudsman Memo Circular No. 10 dated 24 January 1995 - Revised Circular
on Ombudsman Clearance.
e) Department Circular No. 03-A, DND dated 14 September 2000 - Codified
Approving and Signing Authority on Military Personnel Administration Matters.
f) AFPCR2 9-2001 GHQ, AFP dated 01 March 2001 - Policy Guidelines in the
Processing of Retirement/Separation from the Military Service of AFP Enlisted
Personnel.
g) RA 9225 dated 25 August 2003 - An Act Making the Citizenship of Philippine
Citizens who acquire Foreign Citizenship permanent, amending for the purpose of
Commonwealth Act No. 63, as amended, and for other purpose.
2. GENERAL CONCEPT:
The SOP was objectively crafted to efficiently facilitate and shorten the period of
processing of all applications for retirement/separation and for pension claims/gratuities
of AFP personnel and legitimate beneficiaries by empowering the Office of the Adjutant
General (OTAG), AFP, AFP Pension and Gratuity Management Center (PGMC) and
the Major Service (MS) Adjutants/PGABs with specific responsibilities to administer the
centralized clearance system, ensure the completion of the required command and
ombudsman clearances, service records and personnel documents, secure the
approval of the retirement/separation applications, issue Certificate of Legal
Beneficiaries to legitimate/acknowledged survivors and adjudicate cases/appeals on the
late filing of retirement claims caused by the amendment of retirement orders,
suspicious claimant and the like thru the creation of their respective MS Retirement and
Separation Adjudication Board (RSAB) similar to AFP RSAB.
Being the program managers of Personnel Services (PS) funds, Major Services
can now process and pay the commutation of leave credits of their respective personnel
thru MS PGABs and Finance Centers in coordination with the AFP Finance Center
(AFPFC). Nonetheless, the commutation of leave credits of Technical and
Administrative Service (TAS) personnel and Civilian Employees assigned with GHQ
(CE-GHQ) shall be charged against GHQ PS savings, processed and paid by AFP
(PGMC) and AFPFC.
This SOP also allows the processing of application of retiring AFP personnel and
those resigned/separated with government accountabilities or pending cases provided
that specific remarks are reflected in the command clearances purposely to
retire/separate them. However, their retirement/separation claims will only be released
upon settlement. Also, incorporated is the re-entitlement of pension for
retirees/beneficiaries who have lost their Filipino citizenship and reacquired same
pursuant to RA 9225.
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Furthermore, this SOP thru the offices of TIG, TPMG, TJAG, ESPA and GHQ
Accounting office establishes the creation of an electronic database system of
personnel with DLO cases (pending and resolved cases) and money/property
accountability and the tracking mechanism of filed application for retirement claims
accessible in the AFP website for verification and reference.
3. PURPOSE:
This SOP prescribes the policies and procedures in order to expedite the
processing of the applications of AFP personnel for retirement/separation and their
corresponding retirement/separation entitlements, resumption of pension, restoration of
pension and the transfer of pension benefits to pensioners legitimate beneficiaries.
4. SCOPE:
This SOP covers the stages in accomplishing an application of
retirement/separation claims starting from the correct completion of Personnel Action
Form, submission of the required clearances, processing, funding and payment of
entitlements (commutation of leave and lump sum or separation gratuities), resumption
of pension, transfer of pension derivatives and restoration of pension for pensioners
deleted in the payroll.
5. DEFINITION OF TERMS:
As used in the AFP Pension Fund, the following shall mean:
a. 36 months lump sum as opted by the retiree to claim, a three (3) year
advance pension benefit is granted in lump sum amount equivalent to two and a half
percent (2.5%) of monthly base and longevity pay but not to exceed eighty five percent
(85%) of the grade next higher than the permanent grade last held for each year of
active service rendered except those Officers retired under Section 11 or 12 of PD
1638, as amended which shall be computed on the permanent grade last held.
b. Regular monthly pension as opted by the retiree to receive immediately
after a month from his retirement date or after the completion of his 36 months lump
sum, a monthly retirement pension is granted equivalent to two and one- half percent
(2.5%) of monthly base and longevity pay but not to exceed eighty five percent (85%) of
the grade next higher than the permanent grade last held for each year of active service
rendered except for those Officers retired under Section 11 or 12 of PD 1638, as
amended which shall be computed on the permanent grade last held and shall be
based on existing DBM Circular pertinent rules.
c. Retirement either optional or compulsory, as provided in Section 1 of RA
340, as amended and Sections 4, 5, 6, 7 and 8 of PD 1638, as amended.
d. Separation - as referred to in Sec 8(b), (c) (d) and Section 8 A of RA 340
and Sections 10 -16 of PD 1638.
e. Survivors shall mean
(1) Surviving spouse if married to the deceased (AFP Officer or Enlisted
Personnel) prior to the latters retirement/separation and not legally separated by judicial
decree from the deceased on grounds not attributable to said spouse; Provided that
pension derivatives/entitlements shall be terminated upon the remarriage of spouse.
(2) Surviving children of an Officer or EP born prior to his
retirement/separation from the service and children adopted or acknowledged, while the
deceased parent was still on active military service; Provided that entitlement of benefits
shall be terminated when such children attain twenty one (21) years of age or get
married.
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6. POLICIES:
a. MS Adjutants/PGABs shall secure and ensure the completeness of required
documents and MS Command Clearances including Ombudsman clearance of their
respective personnel applying for retirement/separation claim prior submission to AFP
PGMC. Likewise, AFP PGMC shall secure all required clearances to check for any
incurred accountability and DLO case from GHQ offices/units. Concerned offices shall
provide clearance without delay indicating therein their specific remarks.
b. The President has the signing authority to approve the application for optional
retirement/separation to include posthumous separation of Regular officers, Reserve
and TAS officers with SOT while Secretary of National Defense has the delegated
signing authority to approve application for compulsory retirement of all officers.
c. Department Circular No. 03-A, DND dated 14 September 2000, Codified
Approving and Signing Authority on Military Personnel Administration Matters provides
the delegated Signing Authority to the MS Commanders to approve the applications for
the reversion of their MS officers without Security of Tenure (SOT), retirement of their
respective MS Enlisted Personnel including members of the remaining Womens
Auxiliary Corps (WAC), the commutation of accumulated leave credits and terminal
leave of their MS personnel. MS Adjutants shall issue appropriate retirement/separation
orders.
d. Same DND Cir Nr 03-A provides the TDCS to approve applications for
reversion of TAS officers without SOT, terminal leave and the commutation of
accumulated leave credits of TAS officers.
e. Pursuant to SOP No. 13 and Ombudsman Memorandum, commutation of
leave credits is considered earned salaries of concerned government official or
employee. Hence, no deduction shall be made from the commutation of leave credits of
retired or separated personnel unless he/she authorizes the deduction to settle his
incurred financial and property accountabilities while in the service.
f. Pursuant to AFP Special Provision No. 7, General Appropriations Act of FY
2005 as re-enacted, Major Services shall pay the Separation Gratuity of separated
Officers charged against their respective Personnel Services (PS) savings while the
payment for TAS personnels Separation Gratuity shall be charged against GHQs PS
savings.
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7. PROCEDURES:
a. Processing of Retirement/Separation Application and Securing of
Clearances at Major Services Level
1) MS Adjutants/PGABs shall request Command and Ombudsman
Clearances of their respective personnel applying for retirement/separation.
2) Upon the approval of their Major Service Commanders, MS Adjutants
shall issue reversion orders to Reserve Officers without SOT and retirement orders to
Enlisted Personnel.
3) MS Adjutants/PGABs shall submit to AFP PGMC the retirement/
separation applications of their respective personnel (Regular Officers and Reserve
Officers with SOT) in folders enclosed with the Command and Ombudsman clearances
for processing and approval of appropriate authority.
b. Processing of GHQ Clearances and Issuance of Retirement/Separation
Orders
1) AFP PGMC shall secure required GHQ Clearances for all military
personnel who applied for retirement/separation claim.
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For MS Personnel
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1) Prospective retiree with pending case shall submit a written request for
the release of his/her retirement benefits to the Chief, AFP PGMC who shall forthwith
transmit same to OTJAG for legal evaluation. Non-submission of written request from
the retiree shall mean he/she opted to clear the case before claiming his/her retirement
benefits.
2) OTJAG, AFP shall litigate and recommend whether or not the retiree
with pending case shall post a surety/indemnity, property or such other similar security
bond.
3) The retiree shall be paid of his retirement entitlements based on the
stipulated terms and conditions in the security bond. Surety/indemnity bond from
AFPGIC and GSIS and property bond posted by the retiree are acceptable. Other forms
of security may be acceptable on a case to case basis.
4) GHQ MFO shall ensure that funds for payment of the retirement
benefits of the concerned retiree are readily made available.
5) AFPFC shall release the retirement benefits of a retiree with pending
case docketed at the office of the Ombudsman provided that the preceding safeguards
have been complied with.
6) AFP PGMC shall regularly furnish OTJAG and AFPFC list of military
personnel with pending case at the office of the Ombudsman.
f. Processing of Resumption of Pension
1) For validation and updating, pensioners shall appear personally to the
AFP PGMC to ascertain with his Personnel Update Form not later than two (2) months
before the effective date of resumption of pension.
2) AFP PGMC shall issue authority to AFPFC to implement the resumption
of pension. If any, payment of arrears for prior years shall be done through generation
of DVs and funding of which shall be requested by AFP PGMC.
3) AFPFC shall execute payment for the resumption of pension and those
corresponding arrears for the current year. Arrears for prior years shall be paid upon the
availability of funds.
g. Processing and Payment of Regular Monthly Pension
1)
AFP PGMC shall process and validate applications for Direct Monthly
Pension.
2) AFP PGMC shall issue to AFPFC the Authority to Gain the pensioner in
the Alpha List of AFP Pensioners for implementation. If any, payment of arrears for prior
years will be done through generation of DVs and funding of which shall be requested
by AFP PGMC.
3) AFPFC shall execute payment of direct monthly pension and those
corresponding arrears for the current year.
h. Processing of Retirement Claims of Legitimate Beneficiaries of
Posthumously Retired/Separated AFP Personnel
1) Beneficiaries shall submit application forms to MS Adjutants with
required attachments.
2) For Officers, OTAG, AFP shall issue without delay Certificate of Legal
Beneficiaries as basis for the claims of legitimate beneficiaries of posthumously
retired/separated AFP Personnel. While for Enlisted Personnel, the MS Adjutants shall
do same.
RESTRICTED
4) AFPFC shall execute payment of the restored monthly pension and also
the corresponding arrears for the current year, if any. Arrears for prior years shall be
paid upon availability of funds.
8. RESPONSIBILITIES:
a. AFP Prospective retirees applying for retirement benefit claim, those
resigned/separated claiming for separation gratuity, Legal Beneficiaries applying
for the transfer of pension claims and retirees/beneficiaries applying for reentitlement upon reacquisition of lost Filipino citizenship.
1) One (1) year before the date of retirement/separation, verify from
previous unit assignments for money and property accountability/ies and pending legal
RESTRICTED
RESTRICTED
active service particularly in completing unit clearance, required service related i.e LOD
documents and personal documents and update on the process of application for
transfer of benefit claims.
4) To avoid intentional or unavoidable delays and over payment, furnish
copy of Personnel Action Form of personnel applying for retirement/separation to
apprise and allow the MS Finance Service Units to effect the stoppage of their pay and
allowances on the date of their retirement/separation.
5) TAS offices shall endorse the application of their personnel for
retirement/separation and reversion with completed basic requirements with MS
clearance if needed, directly to AFP PGMC.
c. Major Service Adjutants/PGABS
1) Examine thru validation the authenticity and completeness of all
required documents in the retirement/separation applications submitted by Unit
Personnel Office/PGAO. Concerned individuals with incomplete information and the
Unit Personnel Office/PGAO will be notified the fastest available means to correct the
deficiencies or processing will not be undertaken.
2) At the MS level, furnish copy of Personnel Action Form of personnel
applying for retirement/separation to Major Service Finance Center and secure
statement of last payment, DLO Clearances and Statement of Accounts.
3) With expressed consent and so as not to delay the application for 36
months lump sum benefit claim, assist those who have unsettled money or property
accountability/ies and charged same against their commutation of leave credit.
4) Implement and administer the DLO centralized clearance system in
securing the required command clearances including Ombudsman clearance and the
completion of personal documents as attachment to the retirement/separation
applications.
5) Upon approval of their respective Major Service Commanders, issue
retirement/separation orders for retiring enlisted personnel including those personnel
assigned in GHQ AFP and AFPWSSUs under honorable condition without prejudice for
retirement benefits under PD 1638 as amended, effective on their date of
retirement/separation from the active service. Likewise, issue reversion orders for
Reserve Officers without SOT.
6) Issue the latest Statement of Service and Statement of Leave Records
to all personnel who are applying for retirement/ separation and request to OTAG a
copy of latest Statement of Service and Statement of Leave Records of retiring
Generals/Flag Officers for the commutation of their leave credits.
7) Upon receipt of complete retirement application, validate and prepare
DVs for the payment of the Commutation of Leave credits of retiring personnel including
General/Flag officers and endorse same to cognizant MS offices for processing, funding
and subsequent payment by Major Service Finance Centers.
8) Properly endorse to AFPPGMC the application for retirement/separation
claims of all military personnel in folders enclosed therein the Command and
Ombudsman clearances. Likewise, submit the application for the retirement/separation
of Regular Officers and Reserve Officers with SOT to AFP PGMC for favorable
endorsement to the appropriate approving authority.
9) Create Retirement and Separation Adjudication Board to adjudicate
cases related to late filing of retirement benefit claims and amendment of
retirement/separation orders.
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RESTRICTED
5) Issue to AFPFC the Authority to Gain the pensioner in the Alpha List of
AFP Pensioners for implementation. Likewise, process and validate applications for
resumption, restoration of pension and transfer of pension to legal beneficiaries.
6) For funding purposes, accomplish periodically the list of actual retirees
claiming for retirement/separation benefits and TAS personnel claiming for commutation
of leave benefits to be submitted to DBM, thru channels.
7) Upon release of SARO and corresponding NCA, prepare Obligation Slip
(OS) and certify chargeability to the DV and forward same to GHQ Accounting Office.
8) Reflect deductions in the Lump Sum Voucher for retirees who have
unsettled or outstanding government money and property accountability.
9) Adjudicate cases of late filing of retirement/separation benefit claims
and appeal for amendment of separation orders thru AFP Retirement and Separation
Adjudication Board.
10) Secure from OTAG the issuance of Certificate of Legal Beneficiaries to
the legal dependents who were declared by the pensioner prior to his retirement and
implement the Transfer of Pension within thirty (30) working days.
11) Publish publicly the list of DBM funded retirement/separation claims of
all retirees and commutation of leave credit claims of TAS officers.
f. GHQ MFO
1) Conduct pre-audit of all DVs and review the priority list of payees as
attachment in the Special Budget Request to reach the approval of DBM for the
issuance of SARO and NCA.
2) Upon receipt of SARO and NCA from DBM, issue Allotment Advice with
corresponding NTA to AFP PGMC for the preparation of ALOBS and furnish a copy to
GHQ Accounting Center for journalization/recording.
3) Conduct final audit and forward funded DVs to AFP Finance Center for
the payment of retirement benefit claims to the retirees and beneficiaries.
g. GHQ Accounting Office
1) Issue Clearances and Statement of Accounts to all AFP personnel
applying for retirement/separation upon receipt of request from AFP PGMC. Retirees
with unsettled or outstanding government money/property accountability/ies shall be
issued the certificate of money/property accountability and accountability update form
with specific remarks.
2) Upon receipt of SARO and NCA from GHQ MFO, journalize and certify
availability of funds.
3) Return the funded DVs to GHQ MFO for final audit.
h. AFPFC
1) Issue statement of Last Payment and Latest Pay Slip to retiring or to be
separated TAS officers.
2) Issue certificate of deductions and official receipts to retirees who
settled their incurred money and property accountability/ies thru payment.
3) Upon receipt from GHQ,MFO the funded DVs, prepare the check/ADA
and implement the payment of the 36 months Lump Sum or regular monthly pension
and derivative pension to concerned retirees and beneficiaries as payees without delay.
RESTRICTED
Same undertaking shall be done for the payment of commutation of leave credits of
TAS Personnel.
i.
follows:
(a) Pending cases punishable by dishonorable discharge or separation
with prejudice to retirement/separation benefits
(b) Not deficient in filing of Statement of Assets and Liabilities (SAL)
Net Worth and Disclosure of Business Interests and Financial Connections.
(c) With cleared or unclear money and property accountabilities
3) Share the instituted database of personnel with DLO cases and
money/property accountabilities accessible thru the AFP website for immediate
verification and reference.
j.
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3) Upon receipt from MS MFO the funded DVs, prepare the check/ADA
and implement the payment of commutation of leave benefits to retired personnel
without delay.
9. RESCISSION:
All policies in conflict with this SOP are hereby rescinded.
10. EFFECTIVITY:
This SOP shall take effect upon publication.
BY COMMAND OF GENERAL ESPERON JUNIOR:
PATERNO E LABIANO
Commodore
AFP
The Adjutant General
DISTRIBUTION:
A
Annexes:
A Requirements for Retirement/Separation
B Requirements for Resumption of Pension
C Requirements for Transfer of Pension
D Requirements for Restoration of Pension
E Requirements for Posthumous Retirement/Separation
F Requirements for Replacement of Pension Checks
G Pensioner Update Form
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Nr
Requirements
Nr of
Copies
2
2
2
7
2
2
5
7
7
7
5
3
3
2
2
RESTRICTED
Nr
1.
2.
Requirements
Submission of PUF two (2) months prior to resumption
Required attachments of PUF:
a. Retirement Order
b. Photocopy of ID
c. Marriage Contract (LCR/NSO)
Photocopy of Passbook (Single Account) showing specifically the
retirees name and the account number
Nr of
Copies
2
1
1
1
3
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Nr
1.
2.
3.
4.
5.
6.
7.
Requirements
Application Form for Transfer (notarized)
Pensioners Update Form (PUF)
Required attachments of PUF:
a. Retirement/Posthumous Order
b. Photocopy of ID
c. Marriage Contract with signature of both parties
and contracted before retirement of the principal
pensioner (LCR/NSO)
Death Certificate of Principal Pensioner (LCR/NSO)
Birth Certificate of unmarried children below 21 yrs old
(LCR/NSO)
Photocopy of Passbook (Single Account) showing
specifically the claimants name and the account number
(LBP/UCPB/PVB/DBP only)
*LOI to Bank from AFP PGMC/AFPFC needed
Affidavit of being the surviving spouse of the principal
pensioner and of having not remarried with corroboration
NSO CRS From No.5 (Advisory on Marriages) of the
deceased to be filed at NSO. Claim stub/OR will be
submitted to MAU, AFP PGMC
Nr of
Copies
Original
1
1
Photocopy
5
5
1
1
5
5
1
1
5
5
Note:
-
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2.
3.
4.
5.
Requirements
Retired/Principal Pensioner
a. Application for Claim
b. PUF
c. Photocopy of Passbook (Single Account) showing specifically
the retirees name and the account number
Widow
a. Application for Claim
b. PUF
c. Photocopy of Passbook (Single Account) showing specifically
the claimants name and the account number
Parents
a. Application for Claim
b. PUF
c. Photocopy of Passbook (Single Account) showing specifically
the retirees name and the account number
Guardian of Children who are Below 21 years old and unmarried
a. Application for Claim
b. PUF
c. Birth Certificate of Children (NSO)
d. Photocopy of Passbook (Single Account) showing specifically
the retirees name and the account number
RA 9225
a. Application for Claim
b. PUF
c. Passport (Old and New)
d. Order of approval of Dual Citizenship
e. Oath of Allegiance (BID if in the country, DFA Consulate if
abroad)
f. Photocopy of Passbook (Single Account) showing specifically
the retirees name and the account number
Required attachments of PUF for PRINCIPAL PENSIONER:
a. Retirement Order
b. Photocopy of ID
c. Marriage Contract (LCR/NSO)
Required attachments of PUF for DERIVATIVE PENSIONER:
a. Retirement/Posthumous Order of Principal Pensioner
b. Photocopy of ID
c. Marriage Contract/Birth Certificate (LCR/NSO)
d. JAGO Declaration of Legal Beneficiary
Nr of
Copies
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
5
5
2
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Nr
Requirements
Nr of
Copies
2
2
2
7
7
2
7
7
2
2
2
2
2
RESTRICTED
Nr
1.
2.
Requirements
Retired/Principal Pensioner:
h. Application Form
i. PUF
Derivative Pensioner:
d. Application Form
e. PUF
Required attachments of PUF for PRINCIPAL PENSIONER:
a. Retirement Order
b. Photocopy of ID
c. Marriage Contract (LCR/NSO)
Required attachments of PUF for DERIVATIVE PENSIONER:
a. Retirement/Posthumous Order of Principal Pensioner
b. Photocopy of ID
c. Marriage Contract/Birth Certificate (LCR/NSO)
d. JAGO Declaration of Legal Beneficiaries
Nr of
Copies
2
2
2
2
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INSTRUCTIONS:
PAUNAWA:
AFP PGMC
Revised Form Nr. 1A (01 September 2007)
If not, indicate the date of death and Cause of Death (day, month, year)
(check box)
Yes
No
2. FIRST NAME
4. Retirement/Separation Rank
3. MIDDLE NAME
12. Religion
PN
PAF
PC
10. Telephone Nr
14. Citizenship
Widow/er
Male
Married
Separated
17. Date of Separation from the AFP
(Day, Month, Year)
Female
18. Cause of separation from the AFP (check box)
Compulsory Retirement
Posthumous
Optional Retirement
CDD
19. Authority of retirement/separation from the AFP (General Orders Nr, Para Nr, Date (month, day, year) (Attach copy of retirement/Separation Orders)
(ex: GO Nr 1, Para Nr 20, GHQ, AFP dtd 01 Dec 1965, Pursuant Sec 1a & 10 in conjunction with sec 8, RA 340)
Local Pick-up
Mailing
Banking
LEFT THUMBMARK
DATE SIGNED
(Day, Month, Year)
RIGHT THUMBMARK
2. FIRST NAME
3. MIDDLE NAME
5. Place of Birth
6. Citizenship
Spouse
Parent
Brother/Sister
Child
Widow/er
(Check box)
Yes
No
Married
Separated
Male
15. Religion
Female
Mailing
Banking
2 x 2 picture
(Beneficiary)
LEFT THUMBMARK
RIGHT THUMBMARK
BENEFICIARY
(Signature Over Printed Name)
DATE SIGNED
(Day, Month, Year)
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ADDITIONAL INSTRUCTIONS:
1)
2)
3)
Qualified to be Beneficiary/ies:
For deceased married AFP Retiree/Principal Pensioner:
- spouse and children below 21 years old;
For Deceased Unmarried (Single) AFP Retiree/Principal
Pensioner
- Parents or
- Acknowledged Natural Children below 21 years old
Retirement/Posthumous Order;
Declaration of Beneficiaries from JAGO, AFP;
Pensioners ID (Xerox back to back);
NSO issued Marriage Contract with signature of both
parties if the beneficiary of the principal pensioner is the
wife/husband or birth certificate of the principal
pensioner if the beneficiary is/are the parent/s