18 March 2011

MEMORANDUM CIRCULAR NO. 007

TO : All Officials and Employees in the Department Proper SUBJECT : Rationalizing the Policies and Guidelines in the Use of Biometrics System for Attendance Monitoring Submission of Daily Time Records (DTRs) and Certificate of Service (COS) I. PURPOSE 1. To consolidate all related Department Circulars and Orders in the use of the Biometrics Service System in attendance monitoring, provide policies and clear guidelines in the submission of the Daily Time Records (DTRs) and Certificate of Service (COS); and 2. To prepare the employees for the eventual integration of the Biometrics System with the payroll and personnel database of the Department Human Resources Management Information System (HRMIS). II. SCOPE AND APPLICATION 3. This Circular shall apply to all officials and employees in the Department Proper. III. GUIDELINES 4. All employees subject to the submission of Daily Time Records (DTRs) are obliged to register with the Biometrics System with the Management Information Systems Division (MISD) for coverage. 5. Employees enrolled in the system shall records time in/time out daily in the Biometrics System. IV. SUBMISSION OF DAILY TIME RECORDS 6. Within three (3) days after the end of each month, Leave Section, Personnel Division shall process and provide a monthly print-out of DTRs for each employee, which shall be distributed to the Heads of Division/Staff/Service for approval within two (2) days. 7. Every Division/Staff/Service shall maintain their respective logbooks or records for internal monitoring/control. 8. Employees on alternative mode of attendance recording shall submit a copy of their respective logbooks to the Leave Section, Personnel Division, a day after the end of each month. The Leave Section shall generate a print-out of DTRs with encoded/filled-up time in/time out based on the submitted logbook and to be returned within two (2) days, duly approved. 9. The Daily Time Record Adjustment/Pass Slip (DTRAS) form shall be used and filled-up every time there will be an adjustment in the time in/time out including those on official

time/business indicating the reason thereof and attaching copies of the Department/Office Order and Certificate of Appearance, if applicable. 10. Employees with biometric incompatibility shall secure clearance from the MISD prior to the submission of DTRAS. The use of DTRAS shall be limited to three times only in a given month. 11. All duly approved DTRs shall be submitted to the Leave Section, Personnel Division five (5) days after the end of each month. V. SUBMISSION OF CERTIFICATE OF SERVICE 12. Prosecutors including Prosecution Attorneys shall submit their respective Certificates of Service within two (2) days after the end of each month to their respective Division Heads/Senior Deputy State Prosecutor-in-Charge for approval within two (2) days. The same shall be forwarded to the Administrative Officer of the National Prosecution Service who shall submit a monthly report to the Leave Section, Personnel Division, within five (5) days after the end of each month. Other presidential appointees, State Counsels and all other lawyers shall submit their Certificates of Service within two (2) days after the end of each month for approval by the officials exercising immediate supervision over their Division/Staff/Service, who shall in turn submit within three (3) days to the Leave Section, Personnel Division. 13. The Certificates of Service shall contain any record of absences including undertimes. 14. All duly approved Certificates of Service shall be submitted to the Leave Section, Personnel Division, five (5) days after the end of each month. VI. ACCOUNTABILITY 15. Each official and employee shall be responsible for the truthfulness and accuracy of the entries in his/her DTR and COS. 16. The Head of Division/Staff/Service shall ensure their subordinates compliance with this issuance. 17. The periods specified herein are working days and mandatory. Non-compliance with this Circular, related orders, rules and regulations; any misrepresentation or deception in connection with the implementation of this Circular shall be a ground for withholding salaries and the imposition of disciplinary action in accordance with pertinent Civil Service laws, rules and regulations, as appropriate. VII. REPEALING CLASE 18. Existing issuances inconsistent with this Circular are hereby repealed and/or modified accordingly. VIII. EFFECTIVITY 19. This Circular shall take effect on 1 April 2011.

(signed) LEILA M. DE LIMA Secretary