2012 MRIPersManual OctIssue

PERSONNEL POLICIES AND PROCEDURES
MUTUAL AWARENESS AND AGREEMENT SIGN SHEET

Name of Institution:
Region/Department: Area: Unit:
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
CARD, Inc. Personnel Manual

A PERSONNEL MANUAL SEPTEMBER 2010 REVISED EDITION
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
CARD, Inc. Personnel Manual

A PERSONNEL MANUAL OCTOBER 2012 ISSUE
PERSONNEL 00-00-02
TABLE OF CONTENTS
Preface
Chapter 1 Introduction to Personnel Unit

Section 1. Role of the Personnel Unit
Section 2. Departmental Organigram
Chapter 2 - Rules and Regulations

Section 1. Employment
1.1 Staffing Pattern/Plantilla
1.2 Personnel Recruitment
1.3 Qualifications/Requirements for Employment
1.4 Applicant's Exposure
1.5 Employment Approving Authority
1.6 Employment Classifications
1.7 Hiring through Agency
1.8 Employment of Relatives: Incumbent Relatives within the Institution
1.9 Re-hiring of former employee
1.10 Outside Employment
1.11 Staff Payroll
1.12 Management Training Program/Employment Opportunity for
Sons/Daughters of Common Shareholders
1.13 Official Expenses in the Discharge of Duties
Section 2. Employee Mobility

2.1 Promotions
2.2 Reshuffling and Rotation
2.3 Out-of-Station Assignment
2.4 Branch Team Leader and Area Team Leader
Section 3. Separation
3.1 Resignation
3.2 Termination
3.3 Immediate notification to Centers on staff not anymore connected to CARD MRI
Section 4. Working Schedules

4.1 Working Days and Hours
4.2 Annual Working Days
4.3 Compensable Hours Worked
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
CARD MRI Personnel Unit

PERSONNEL 00-00-03
Section 7. Security, Safety, Cleanliness and Orderliness

7.1 Basic Guidelines on Ensuring Security and Safety in case of Emergency or
Critical Situation
7.2 Operational Concerns on Political Unrest/War/Insurgency Situation
7.3 House Rules on Staff House/Unit Office
7.4 Consideration on Wearing Of Uniform/ID while on Duty and During
Election
7.5 Proper Use of Vehicles/Motorcycles for Security and Safety
Section 8. Performance Evaluation

8.1 Conduct of Performance Evaluation
Section 9. Complaints
9.1 Handling Complaints
Section 10. Core Values

10.1 Upholding Core Values
10.2 Observance of the Monday Morning Assembly
10.3 Wearing the Filipino Dress
10.4 CARD MRI Regional Offices Coordination
Chapter 3 - Compensation, Benefits and Incentives

Section 1. Salary Structure
1.1 Compensation Scheme
1.2 Statutory Benefits
1.3 Paid Holidays
Section 2. Vacation Leave

2.1 Leave Credits
2.2 Schedule of Vacation Leave
2.3 Commutation of Leave Credit
Section 3. Sick Leave

3.1 Sick Leave Credits
3.2 Charging in Sick Leave
3.3 Requirements for Sick Leave
Section 4. Maternity Leave

4.1 Maternity Benefits
4.2 Staffing Requirement Due to Maternity Leave of Absence
Section 5. Paternity Leave

5.1 Paternity Benefits
Section 6. Leave of Absence Without Pay

6.1 Authorization to Leave Without Pay

PERSONNEL 00-00-04
Section 7. Other Benefits

7.1 Allowance
7.2 Insurance Coverage
7.3 Uniform and Identification Card
7.4 Burial Assistance/Support
7.5 Other Benefits that may be added from time to time
7.6 Special Leave Benefits and Wellness Program
7.7 Benefits for Single Parents
7.8 Special Leave Benefits for Women
Section 8. Access to Loans
8.1 Access to Loans
Section 9 Staff Training and Development Program
9.1 Local and International Travel
9.2 Training and Consultancy Agreement
9.3 Further Study
9.4 International Job/Mission Assignment
Section 10. Incentives
10.1 Incentive Program
Chapter 4 - Code of Discipline

Section 1. Description of Terms
1.1 Definition of Terms
Section 2. Promotion of Staff Behavior, Moral Values and Discipline
2.1 Professionalism in office premises and designated official facilities
2.2 Personnel Policy Implementation on Code of Discipline
2.3 Drug Prevention
Section 3. Internal Control Measures
3.1 Strengthening Internal Control System
Section 4. Codes General Rules and Regulations
4.1 Guiding Principles
4.2 Responsibility for Implementation
4.3 Flow of Administrative Proceedings
Section 5. Offenses and Sanctions
5.1 Offenses Category and Sanctions
5.2 Deciding Authority
5.3 List of Offenses
1. Offenses against Conduct and Decorum/Order and Solidarity
2. Offenses against Truth and Integrity of Office
3. Offenses against CARD productivity
4. Offenses against Health and Safety
5. Offenses against Responsible Stewardship of Property and Security
6. Offenses against Responsible Electronic Network Usage
5.4 Prescription of Penalties
5.5 Documentation Requirement
Section 6. Handling Personnel Discipline Circumstances
6.1 General Procedure
6.2 Handling Cases on AWOL and Violation Involving Money
Annexes

PERSONNEL 01-01-01
CHAPTER 1: INTRODUCTION TO PERSONNEL UNIT
SECTION 1. ROLE OF THE PERSONNEL UNIT
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:
1. Developing and Administering Personnel Policies and Programs.
2. Assisting Middle or Line Management in discharging their personnel administration

responsibilities which assistance may be provided through:
a. Employee recruitment, selection, hiring and placement.
b. Determination of what skills are available in the work group
c. Employee counseling and human relations
d. Discipline and complaints
e. Employee benefits and services
f. Encouraging safety and accident prevention
g. Employee training and development to enable middle or line management
upgrade personnel knowledge and skills
h. Employee suggestion system
i. Labor relations problems
j. Personnel records and files
3. Assisting Middle or Line Management in the conduct of Personnel Appraisal through

evaluation of the performance of the personnel under their supervision.

PERSONNEL 01-01-02
4. Coordinating personnel activities by sharing operational responsibility for inter-

departmental programs in personnel areas where coordination can best be achieved by
some degree of centralized administration. Such areas include:
a. Employment- recruitment, selection, hiring, placement, promotion, transfer,
discipline, absenteeism, termination, etc.
b. Training and development of supervisors and staff
c. Benefits and personnel services
d. Wage and salary administration- setting salaries and wage rates
e. Personnel motivation and morale development
f. Health and safety - including accident prevention and the promotion of good
health among personnel
g. Communications- company internal publications, magazines, bulletins,
brochures, etc.
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.
7. Keeping Personnel Records and Files by developing and maintaining a systematic,

accurate and updated personnel records and filing system which is indispensable to
management in its daily operations and decision-making on personnel matters.
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
SECTION 2. DEPARTMENTAL ORGANIGRAM
BOARD OF TRUSTEES
Managing Director
(CARD MRI Coordinating Committee)
Institutional Head
Support Units
Associations & Admin
nsns & A
HRD Other SU
HR Operations HR Programs and Services
Records and Admin Recruitment Services
Personnel Relations Regulatory Compliance

and Services
Capacity Building and

Head Office Relations &
Succession Planning
Services
(Training and Development Program)
Regional Relations
& Services Job Evaluation and Performance
Management Program
Luzon
Visayas Wellness Program and

Benefits Assistance
Mindanao

PERSONNEL 02-1.1-01
CHAPTER 2: RULES AND REGULATIONS
SECTION 1. EMPLOYMENT
1.1 STAFFING PATTERN/PLANTILLA
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
1.2 PERSONNEL RECRUITMENT
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.
1. Following the policy on decentralized recruitment (refer to policy on decentralize

recruitment and hiring) actual recruitment of personnel shall be coordinated to the
Human Resource Unit for review and facilitation of other related personnel action.
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.
5.1. Institutional Focus in Planning for Staffing per Region

a. Staffing Requirements in the regions shall have to consider possible
requirements not only in own or respective region but as well of the
requirements of other regions or offices considering CARD as an MRI.
b. In case a particular region or office is not yet in need of staff such as Unit
Manager, Provincial Office Manager, Area Manager among others, the
respective immediate officer shall determine potential candidate under
supervision that can be given career opportunity in another office or region
including the need for CARD MBA position.
c. Proper coordination shall be coursed through and managed by the assigned
Regional Head for the regional level and by the Operations Director/Asst. Vice
President for the Head Office Level.
5.2. Regular Conduct of UM/POM/AM Ready to Go

a. Though it is advised that coordination to other region is helpful for the
staffing requirements, regular sending of potential staff for career opportunity
such as participation to the UM Ready-To-Go, POM Ready-to-Go, AM Ready-
To-Go shall be practiced even there is no need yet in the area or region for as
long as potential of the staff is observed.
b. Ready-to-Go training shall serve as venue for capacity building for all those
who will be sent for the said training as well as a screening period to select
those who will be qualified to be given career opportunity such as undergoing
the promotional training period.

PERSONNEL 02-1.3-01
1.3 QUALIFICATIONS/REQUIREMENTS FOR EMPLOYMENT
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
1.3.5 SKILLS AND MENTAL ABILITY
The applicant should pass the CARD's standard pre-employment requirements and show
reasonable proof of mental alertness or psychological fitness in the interviews.
1.3.6 PHYSICAL FITNESS
The applicant should be medically fit for employment.
1. The office of the Human Resource or the designated Regional Office accepts
applications and facilitate recruitment.
2. Applicants should present complete and valid credentials as follows:
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
1.4 APPLICANTS EXPOSURE TRAINING
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.
1. Applicants are assigned to a branch/office for corresponding number of days where

they are required to thoroughly observe and learn about CARD's operating system
and procedures. This is done by following the day-to-day activities of incumbent staff
whose position is related to the position the applicants are applying for. This is done
with the direct supervision from the Unit Supervisor and closely monitored by the Unit
Manager/Director.
2. The roles and responsibilities undertaken by the applicant specifically concerning

his/her adherence with the program discipline, and organizational culture and values
are observed.
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.
1. Final approving authorities for employment shall be governed by the following:
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.
For any change of position or appointment to another function, approval shall be

at the Director/Executive Level Authority.
(Summary Chart of Approving and Signing Authority is provided in the annexes

of this manual).
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
4. Shared responsibility and accountability on decentralized HR structure shall consider

the following:
Facilitation of approval on Personnel Action Request that requires H. O. Level

Approval shall be anchored as follows:
a. If Operations anchors preparation of corresponding appointment paper:
1.) Seeks Approval
4.)Implementa Requesting 2.) Approval at H.O.

3.) approval notice
tion by Office
Operations (Regional
Level) 5.) Action/copy sends to
6.) HRD (for recording
and checking)
b. If HRD anchors preparation of corresponding appointment paper:

1.) Seeks Approval 2.) HRD
6.)Implementa Facilitates
Requesting
tion by Approval
Office 3.) Approval
Operations 4.) HRD inform
(Regional at H.O.
5.) sends document approval and
Level)
documents
Operations Officers performing HR function shall use Pre-format appointment

template for a timely issuance to concerned individual/s.
All other employment or engagement contract not covered in the guidelines shall
be anchored and facilitated by the HRD office.

PERSONNEL 02-1.6-01
1.6 EMPLOYMENT CLASSIFICATIONS
POLICY:
Employees are hired and issued corresponding appointment based on the classification of
their employment.
Following are the definition for each classification of employment:
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
3. TEMPORARY OR EMERGENCY EMPLOYEE
One hired for occasional or seasonal work, or as temporary replacement of an employee on

leave. Upon completion of the assignment, or when reason for employment is no longer
present, he/she shall be separated from the service.

PERSONNEL 02-1.7-01
(UPDATED PER POLICY MEMO:OCT.28.2008)
1.7 HIRING THROUGH MANPOWER SERVICES/AGENCY
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.
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.
4. Recognizing loyalty and contribution of individuals employed in the manpower

services/agencies in further protecting the CARD MRI assets and capital and in further
providing best advantage in the daily operations of every office in CARD, CARD shall
extend generosity through a special health protection subsidy to qualified manpower
services employee.
Health protection subsidy shall be in the form of privilege to undergo annual physical
examination based on the approved medical examination package including
reasonable transportation going to the preferred nearest accredited hospital.
Annual medical consultation and examination provision for the purpose shall follow
the following range:
Length of period the recipient is
Range of Provision
known and servicing CARD MRI
Maximum 1500 covering doctors fee and
1 to 3 years
laboratory tests
Maximum 2500 covering doctors fee and
Above 3 years to 5 years
laboratory tests
Maximum 5000 covering doctors fee,
Above 5 years
laboratory tests and prescribed medicine

PERSONNEL 02-1.7-02
Respective officer-in-charge as provided in the table below shall determine qualification

following the prescribed criteria and make proper endorsement indicating
preferred schedule date and accredited hospital/place to the respective HRD office
one month before the date requested/preferred.
Area/Place where services is provided Recommending Officer

Assigned in the Branches Area Manager
Assigned in the Head Office/Main Office outside Respective Finance Head
direct supervision of the Org. and Admin.
Assigned in the Head Office/Main Office under direct Org. and Admin. Officer-in-
supervision of the Org. and Admin. charged
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
1.8 EMPLOYMENT OF RELATIVES: INCUMBENT RELATIVES WITHIN THE

INSTITUTION
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.
B. In case of employment of Husband and Wife: When marriage occurs between

employees of the institution, the employees must inform the institution of the
marriage in order that necessary arrangements can be made to address all possible
conflicts of interest.
1. No relatives up to the third degree of consanguinity or affinity should have a working

relationship as Superior and subordinate, e.g. Husband and wife, parent and child,
brothers and sisters, uncles and aunts. This will also cover grandparents, in-laws and
the like covered by afore mentioned consanguinity and affinity.
2. No related staff members may be assigned to situations, where
2.1 One relative might have the opportunity to check, evaluate, approve or audit or
in any means effect the work of any relative.
2.2 The decision of one will be premised on the decision or recommendation of

another.
3. Relatives up to the third degree of consanguinity or affinity assigned in Head Office

maybe allowed if under different Units provided that working relationship is not
superior and subordinate.
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
1.9 RE-HIRING OF FORMER EMPLOYEE
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.
b. qualification for re-employment shall be validated with the Personnel office

and the previous Officers and Institutions Head who have known the former
employee in order to justify if reasonable to be accepted once more based on
the previous service record with CARD MRI including assessment on the
general qualification of employment such as age requirement. Policy on
employing relatives shall be waived upon approval at the Executivce
Committee Level. If former employee qualified and was accepted, he/she will
have the chance for re-employment only once. On the other hand, former
employee if has been formally dismissed from employment shall not qualify
for re-employment.

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.
d. Upon approval of the former employees re-application and before he/she is

formally accepted for re-employment, former employee shall be required of
the following:
For staff level to undergo the regular exposure and training program
for pre-employment and for managerial level to have at least one
week branch exposure for policy update and confirmation of the
former employees willingness and agreement on the new contract of
employment to be served.
Must passed the medical test and submit results if former employee
has been away from CARD for more than six months.
2. When re-employed, former employee shall be covered by the Personnel Policies

on compensation and benefits following the existing policies considering status
of employment if on probation or already regular to the position.

PERSONNEL 02-1.10-01
1.10 OUTSIDE EMPLOYMENT
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.

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.
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.

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.
6. Processing of payroll is normally limited to regular scheduled pay dates (every 15 th

and 30th of the month). Off-cycle payments must be reasonable and duly approved
by the higher officer level: Regional Head for the regional level transactions and
Finance Head for the Head Office/Executive Office transactions.
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.

(IMPLEMENTED PER POLICY MEMO:JUN.10.2009)
1.12 MANAGEMENT TRAINING PROGRAM/EMPLOYMENT OPPORTUNITY FOR

SONS/DAUGHTERS OF COMMON SHAREHOLDERS
POLICY on: Management Training Program and Employment opportunities for

sons and daughters of CARD MRI 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% or more.
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.

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:
a. the Management Training Program shall be discontinued as he/she is deemed

not fit to work with CARD MRI, or;
b. he/she will be encouraged to work with other organization first to gain more
experience. After 3 years of getting sufficient experience, he/she can re-
apply to CARD MRI for a position best suited for him/her.
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.

(UPDATED PER POLICY MEMO POLICY:DEC.10.2008&JAN.12.2009)
1.13. OFFICIAL EXPENSES IN THE DISCHARGE OF DUTIES
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
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
Training Expenses for Staff Promotional Training provided to Officer undergoing

training for promotion (Php1,000/month for Branch Manager Level,
Php2,000/month for Area Manager level, and Php3,000/month for director level
per policy memo 5-43-04)
Out-of-Station Expenses for qualified employees per policy on out-of-station

assignment (refer to policy on out-of-station)
Communication Expenses as approved by the Institutional Head and confirmed

at the Executive Committee based on the nature of the job and key role the
employee is performing. Range of amount provision also considers level of
position or job grade.

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
B. Job Promotion Opportunities

CARD MRI offers vacancies for higher positions from within the ranks prioritizing them for
opportunities on growth and career development. In offering this opportunity, it is the
policy of the CARD MRI to likewise provide equal chances among all qualified employees
across the CARD MRI.
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.
3. Factors for promotion emphasize the following:

Ability- knowledge of work, judgment and common sense, ability to learn new
duties;
Conduct - personality, initiative, cooperation;
Quality of Work; and
Attendance
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.
B. Job Promotions Opportunities
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.
3. Qualified and interested personnel in taking advantage of the opportunities being

offered by any of the CARD MRI are not limited to the institution where the personnel
is employed. This means that job promotion offered by the CARD MBA, for example,
is open to everybody across the CARD MRI who are qualified. The same applies in
the case of vacancies for the bank, NGO or CMDI. Consequently, this further explains
that job promotion does not ensure automatic qualification of any incumbent
personnel within the institution that offers job promotion.
,
4. Selection of the most qualified personnel shall then follow the usual approval
procedures particularly in cases of job promotion of personnel to the position of
another institution or the case of cross-institutional job promotion.

PERSONNEL 02-2.2-01
(UPDATED PER POLICY MEMO:JUL.30.2010)
2.2 RESHUFFLING AND ROTATION ASSIGNMENT
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.
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.
3 Staff Reshuffling is a regular transfer of place of assignment to another place of

assignment in the unit/OBO within the same area, or another area, within the region or
another region depending on the need of the operations where new assignment of the
staff is seen more advantageous.

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.
4. Recommendation/Facilitation of reshuffling and rotation shall follow the proper approval

and shall be coordinated with the office of the Human Resource for the needed further
personnel actions. All transfer or movement from one institution to another
shall be duly approved by the Executive Committee.
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:
A. Proper turn-over of responsibilities

B. Settlement/Turn-over of Accountabilities
C. Accomplishing Personnel Performance Appraisal
D. Necessary Clearance from respective Offices including Finance and IT

PERSONNEL 02-2.3-01
(UPDATED POLICY EFFECTIVE:OCT.01.2009)
2.3 OUT OF STATION ASSIGNMENT
POLICY:
CARD shall implement Out of Station Assignment of any employee as a result of

promotion, reshuffling, rotation, transfer or special assignment believing that this helps
improve CARD productivity while at the same time encourages professional and personal
growth among employees. Thus, CARD shall cover a reasonable traveling and relocation
expenses that will be incurred by the employee in line to his/her out of station assignment.
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. In order for the related reasonable expenses on traveling and relocation to be

reimbursed, following shall be considered:
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.
2.2. Employees official engagement (such as seminars, workshops, trainings and

meetings) shall not affect the approved covered expenses to be covered by
CARD
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.
3. Authorization to reimburse related expenses under this policy shall automatically be

terminated when the employee is brought back to his/her original work base/declared
residence area or to the area that will relieve him/her from any of the conditions as
stated in the guidelines. This is also true in case the employees site assignment has
become his/her new permanent residence which includes transfer of family to the
residence place of staff as supported by employees declaration of residence. In which
case, staff shall continue to reimburse within the period of six months as a period of
adjustment provided him/her and the family as they transfer to new residence lifting
him/her from the condition of out-of-station assignment.
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
6. Specific guidelines for classification of Out-of-Station Assignment and reasonable limit

on expenses that will be covered by CARD is presented in the table below:
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
7. Approval to cover expenses for traveling and relocation related to Out-of-station

assignment of qualified staff shall be facilitated by the HRD as endorsed by the
respective immediate supervisor of the staff indicating assessment on the original
assignment, residence and new place of assignment.
8. Guidelines and policy is subject to evaluation to determine applicability and relativity of
implementation. As such, revision can be made from time to time or even discontinue
implementation, if so required and reasonably needed.

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.
a. Concerned staff/officers must submit to the respective authority their preferred

date/plan of availing the privilege covering the period of six months.
Personnel Recommending Authority Approving Authority

Allowed of
the Privilege
Account Unit Manager/Unit Manager Regional Head
Officer Area Manager
Admin. Staff Immediate Supervisor and Executive Director/Associate Director
Head Office/Executive Office Asst. Vice Pres./Exe. Vice Pres./CEO
Supervisor
Unit Manager Area Manager and Regional Operations Director
Head Respective EO Officer(AVP,EVP,CEO) for
the Bank
Area Regional Head and Executive Director/Associate Director
Manager Operations Director
Regional Operations Director Respective Executive Office Officer
Head (EVP, AVP, CEO) for the Bank
b. Respective Authority shall review the submitted plan and approve it.
c. Concerned staff/officers shall be guided by the approved plan so that the

request shall be granted official.
d. Only in case of emergency or justifiable circumstances will the staff/officer be

allowed to be covered on the official travel home even the schedule is not
covered in the approved plan, however, he/she should notify the respective
authority the earliest.
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
2.4 POSTING OF BRANCH TEAM LEADER AND AREA TEAM LEADER
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:
Particular A. Branch Team Leader B. Area Team Leader

Qualification Regular staff already Full pledge Branch Manager
assigned locally in the assigned in the region or may be
region, if less than a year of newly appointed Branch Manager
service, must have shown but shows positive performance
positive performance and and potential to become the Area
potential to become the Manager
Branch Manager.
Justification on The role of the Branch Team The role of the Area Team Leader
the need for the Leader is crucial since the is crucial since the area is under
Team Leader branch is under the setting the setting up stage where there
up stage where there is no is no available AM yet that can be
available staff yet that can assigned locally
be assigned locally.
Who determine The need to delegate Team The need to delegate Team
the need to Leader for the branch shall Leader for the Area shall be
assign Team be determined by the determined by the Executive
Leader Regional Head in Director/Chief Executive Officer in
consultation with the Branch consultation with the Regional
Manager and Area Managers Head and the Head Office in
of the region. charge of the region or province.

PERSONNEL 02-2.4-02
Particular A. Branch Team Leader B. Area Team Leader

Assigning With the approval of the Head Office With the approval of the Head
Team in charge of the region or province, Office in Charge of the region or
Leader and the Regional Head shall be responsible province, the Regional Head
Approval to assign who will be the Team Leader shall be responsible to assign
for a particular branch under his/her who will be the Area Team
area/region of responsibility Leader for a particular area
under his/her area/region of
A memo shall be issued by the responsibility.
Regional Head and copy furnished to A memo shall be issued by the
the HO Operations and the Personnel Regional Head and copy
Office. furnished to the HO Operations
and the Personnel Office.
Duties and He/She is expected to perform the During the term as the Team
Responsibil function that of the head of the Leader, he/she is expected to
ities branch and ensure branch policy and perform the function that of the
systems compliance including head of the area and ensure
requirements on the branch target. area policy and systems
The Branch Team Leader will compliance including
supervise one (1) TO/AO in the initial requirements on the area target.
month of operation, additional TO/AO
shall be assigned depending on the
capacity of the Team Leader to handle
the branch.
Terms and The Branch Team Leader shall have The Area Team Leader shall
Condition six (6) months term to assume the have six (6) months term to
position. assume the position.
The six (6) months term shall become The six (6) months term shall
the hands on speed up training for the become the hands on speed up
TO in order to qualify for the training for the BM in order to
promotional training on Branch qualify for the promotional
Manager. Hence, delegation as a training on Area Manager.
Team Leader shall commensurate to Hence, delegation as a Team
the requirements on the year of Leader shall commensurate to
service to qualify for the promotional the requirements on the year of
training on Branch Manager. service to qualify for the
He/She must successfully perform promotional training on Area
his/her function in order to be Manager.
appointed as Branch Manager Trainee He/She must successfully
and enjoy the privileges and benefits perform his/her function in order
under the promotional training to be appointed as Area
agreement of six (6) months. Manager Trainee and enjoy the
privileges and benefits under the
promotional training agreement
of six (6) months.

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
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.
2. This is to ensure the speedy computation of the accountabilities/liabilities of the

RESIGNED/TERMINATED/SEPARATED STAFF as well as to effect the immediate release
of the amount/s payable (if any) to the said staff.
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.


4. HRD office shall do further coordination with CARD EMPC and perform as liaison to
coordinate between the operations and the CARD EMPC for the processing and
settlement of any payables to or obligation left by the staff concerned
PERSONNEL 02-3.1-02
CLEARANCE PROCEDURE FOR STAFF EXIT (Resignation and Termination)

(Per Policy Memo September 6, 2010)
Responsible Responsibility/Process/Procedure
1. Formally file resignation following 30 days notice
Resigning Staff 2. Gets approval/confirmation on filed resignation
3. Makes turn-over and Settles accountabilities
If Staff was Terminated 1. Receives notice of Employment Termination
from Employment 2. Makes turn-over (if possible) and settles accountabilities
1. Accepts letter resignation and forward to the approving authority

2. Receives confirmation/approval
3. Facilitates turn-over with the staff including staff settlement of remaining
Immediate Head (Unit accountabilities
Supervisor/ Manager/ 4. Checks on accountability of the staff
Director) 5. Submits to the Payroll Officer approved resignation letter and its attachments (turn-
over report, authorization to deduct HR-SEF1.Annex1 and notice of bank account
HR-SEF1.Annex2, HR-SEF2.StaffExit Survey,etc.)
6. Coordinates with the Payroll Officer for the preparation of Statement of Accounts
1. Receives approved resignation/termination documents
2. Consolidate staff statement of last salary, benefits and accountability and prepares
Statement of Accountability and Clearance Status using the prescribed form HR-
SEF1.2010
3. Gets approval of respective Officers as stated in the HR-SEF1.2010
4. Immediately upon approval, submits to the HRD Office all required documents as
follows:
a. Resignation letter if resigned. No need for this if terminated since HR has already a copy of
the staffs Termination of Employment letter. If discontinued from his/her probationary
employment, yellow copy of discontinue appointment provided by the Regional Head shall
be attached to the other documents.
b. Accomplished Employee Statement of Account (SOA) and Clearance Status (should have
Payroll Officer
complete signatures required)
c. Authorization letter from the resigned/terminated staff on where to deposit his/her EMPC
contribution (bank name, account name, and account number).
d. Accomplished Authority to deduct letter.
e. PhilAm Care Card, if available
f. Accomplished pre-exit survey form
g. Copy of turn over report
5. Waits for the HRD office feedback/notice on validation of accounts with CARD
EMPC.
6. Disburse/release remaining payable to staff
7. File copy of proof of payment/settlement to the Resigned staff/Quit claim to the
staffs 201 File Folder

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.
1. When termination is not caused by offenses committed by employee, such as

reduction of personnel due to the installation of labor saving devices, among others,
CARD shall observe governing law on this matter.
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.
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,
MAGANDANG ARAW PO!
NAIS PO NAMING IPABATID NA ANG MGA PANGALANG NAKASAAD

SA PAABISONG ITO AY HINDI NA KONEKTADO SA INSTITUSYON NG
_________________________________ NA KABILANG SA MGA
INSTITUSYON NG CARD MRI AT WALA NG KARAPATAN AT HINDI NA
PINAHIHINTULUTANG MAKIPAG-UGNAYAN O MAKIPAG
TRANSAKSYONG OPISYAL PARA SA DATING KINAANIBANG
INSTITUSYON SA CARD MRI.
PETSA NG
PANGALAN KATUNGKULAN
PAGKAHIWALAY
AMIN PONG IPINA-AABOT NA ANG ANUMANG TRANSAKSYON HINDI

NA SAKOP SA PANAHON NG KANILANG PAGIGING KAWANI AY
HINDI NA OPISYAL NA SAKOP AT PANANAGUTAN NG INSTITUSYON
SA CARD MRI.
MARAMI PONG SALAMAT!
CARD MRI MANAGEMENT
______________________________
Pangalan at Lagda ng Regional Head
Binigyang sipi: HR Regional Office; Unit Office

PERSONNEL 02-4.1-01
SECTION 4. WORKING SCHEDULES
4.1 WORKING HOURS
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.
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
4.2 ANNUAL WORKING DAYS
POLICY:
CARD shall observe the 262 annual working days for all staff.
1. The annual 262 days do not include Saturdays and Sundays or rest days and consists
of the following:
248 ordinary working days

11 regular holidays
3 special days

PERSONNEL 02-4.3-01
4.3 COMPENSABLE HOURS WORKED
POLICY:
The following shall be considered as compensable hours worked:
All time during which an employee is required to be on duty or to be at the

CARD's premises or to be at the prescribed workplace.
All time during which an employee is requested or permitted to work.
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
5.1 TIME RECORDS AND LEAVE OF ABSENCE
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.
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
6.1 REQUIRING 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.
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.
3. Controlling and monitoring overtime work is an important leadership and

management function. CARD Officers must plan and schedule the work of their staff
to avoid overtime work. Overtime work on the preceding day should not be
considered an excuse for being absent on the following working day.
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
6.2 OVER TIME SCOPE AND SCHEDULE
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.
1. Overtime work on regular working days shall be after completion of the regular eight
hours work.
2. Unless absolutely necessary, as certified by the Unit Supervisor/Manager/Director, no

overtime work shall be rendered on Sundays and on Holidays.
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
6.3 OVERTIME AUTHORIZATION AND APPROVAL
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.
1. Authorization to render overtime must be secured prior to the actual conduct of

overtime work. Overtime work without prior authorization and approval cannot be
credited to the requesting employee.
2. The following are authorized to approve overtime work:
(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
6.4 OVERTIME AUTHORIZATION PROCEDURES
POLICY:
ALL overtime shall be covered by an Overtime Authorization Form (OAF).
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
6.5 TYPES AND CORRESPONDING PAY RATES
POLICY:
CARD shall observe guidelines and the implementing law specified in the labor code
pertaining this policy.
1. Following shall be the guidelines in determining pay rates on overtime:
Days First 8 hours Excess of 8 hours

Regular workdays 25% of hourly rate
(125% of hourly rate)
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)
SECTION 7. SECURITY, SAFETY, CLEANLINESS AND ORDERLINESS
7.1 BASIC GUIDELINES ON ENSURING SECURITY AND SAFETY IN CASE OF

EMERGENCY OR CRITICAL SITUATION
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
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
3. Some suggested measures are as follows:

Study the peace and order situation in the area, be conscious of the time and
place the incidents usually happen for staff awareness and proper caution.
Have a good professional relationship with the barangay and the people in the
community. The residents and officials in the barangay can give us helpful
information, warning and protection.
Police are open for request. May request them to conduct patrolling in critical
areas.
Create and apply different strategies as to the handling of money related
transactions with the members.
In critical areas, it is safe to travel along with other vehicles or travel in busy road
rather than traveling alone.
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.
5. It is expected that everyone will be responsible and cooperative so as to have the

needed actions or management decision be made on time.
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.)
7. Emergency situations brought by any accident or incident (which includes hold-up,

robbery, theft, harassment, physical injury, seriously beaten, grave threats
endangering lives of the person and kidnapping) involving staff or personnel or
concerning any facilities of the CARD will have to be attended cautiously protecting
first the lives of the staff.

PERSONNEL 02-7.1-03
Basic Steps Specific Steps

1. Know important What Happened? Who is involved? When and where did it happen? What
information or details on is the situation of the person (staff or other party) involved?
the incident/ accident.
2. Get immediate help In case of Accident or Theft/Hold-up/Physical Injury Related Incident: Seek
help from the members, reliable person, barangay or police nearby the
place. The goal is to rapidly and effectively respond to the
situation to save lives and reduce any suffering.
3. Report immediately to get In case of Accident or Theft/Hold-up/Physical or Serious Injury Related

further assistance and Incident: Immediately communicate by phone or by any available means
directions. of communication to immediate head or to any available CARD authority
(AM, RH, Personnel, Legal or head office Officer), or when knows what
must be done, take immediate necessary actions.
In case of Kidnapping: the immediate head of the victim staff shall
immediately inform the situation to the higher officer in the region who
in turn will assess the real situation and the reality of the situation.
He/She shall immediately inform the Institutional Head of the situation
who shall also report with urgency to the Managing Director. Giving of
information shall have to be contained with the designated
officers for the proper handling of the situation.
4. Attend to the necessary In case of Accident or Theft/Hold-up/Physical or Serious Injury Related

steps depending on the Incident:
case and the situation In case of serious injury of the staff:
give first aid to be done by qualified/knowledgeable available
individual.
Bring the injured staff/individual to the nearest available
hospital. Inform the family of the situation.
In case of death while on duty or on CARD premises:
Declaration of death should be made by the physician/doctor.
Inform the family; get assistance from the personnel office or
legal office if necessary.
In coordination with the family and the Personnel Office/Head
Office Officer (any of the following: Institutional Head,
respective Executive Committee member, Operations Director or
Regional Head), have the corpse transported properly to the
family.
CARD provides benefits through insurance plan, hence, benefit
is normally provided upon processing of claims after submission
of required documents through the Personnel office. Expenses
that will be paid out, (depending on the situation or case) for
the funeral or burial that will be shouldered/advanced by CARD
shall have to be approved by the Personnel Office/Institutional
Head.

PERSONNEL 02-7.1-04
Basic Steps Specific Steps

In case of Kidnapping: Proper management of the situation to reduce
exposure to threat related to the incident is anchored by the designated
committees:
The Crisis Management Committee (CMC) shall be
enforced to act as the overall to plan for the strategy and steps,
oversee and direct the execution of the develop plan in
responding to crisis situations. This shall be composed of the
Legal Unit Head/Security Officer, Legal Counsel, CMDI
Institute Director, CARD MBA General Manager and the
HR Manager. Assisted by the Legal Counsel, the Legal
Unit Head/Security Officer shall chair the committee.
The Managing Director shall be given timely status
report on the progress/resolution of the crisis situation.
It is also of importance for the committee to get access to the
services of credible agencies for the negotiations on the release
of staff and as far as ransom is concern CARD MRI has no
capacity and not in the financial position to pay being
organizations operating as foundations and for public services.
The Crisis Response Team (CRT) Subcommittee shall focus

on the execution of actions and management of the possible
consequences internal to the operations of the CARD MRI. This
shall be composed of the Institutional Head as the Chair of the
committee, the respective Key Management Officers supervising
the victim staff (Operations Director/Asst. Vice President/,
Regional Head, Area Manager and Unit Manager), the Personnel
Director/Manager and the Legal Administrative Officer. This
committee aims to manage situation at the field/unit level to
prevent situation to aggravate and to prevent decision and action
at the unit level or at the institutional side that may divert and
cause reversion of the plan or option decided a the CMC level.
5. Secure required In case of Accident or Theft/Hold-up/Physical Injury Related Incident:

documentations/ report Secure police report, medical report as required
Prepare accident/incident/full investigation report using the CARD
prescribed format
Log accident/incident in the daily attendance book stating nature
of the accident/incident and when it actually happened.
In case of death, Death certificate (6 copies of certified true copy)
Ensure that such documents are submitted to the Personnel
Office.

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.
b. Submissions of reports to all concerned offices are critical procedure that

must be religiously followed.
b.1. Information to Legal Office is to provide all concerned related
assistance that would require legal opinion or legal matters to
protect the staff and the best interest of the institution.
b.2. Information to HRD is to provide all concerned related assistance on
staff concerned and on applicable benefits and claims. HR also
helps facilitates necessary coordination with the operations and
concerned units/offices to help ensure that needed action/s are
being undertaken.
b.2.1. HR task includes providing copy to inform the office of the
Organization and Admin. on the related report for the O and
A to facilitate related insurance claim which includes
applicable fidelity bond/insurance. O and A should also
update HR and Legal including concerned finance operations
office on the progress of the claim for proper documentation
and accounting.
b.3. Compliance Unit has and must only be informed for all related
crime or cases which includes administrative cases on staff
which may result to loss to the bank. This covers estafa case,
robbery, hold-up, theft, falsification, tampering or money related
offenses of staff including negligence which result to loss to the
bank.
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
7.2 OPERATIONAL CONCERNS ON POLITICAL UNREST/WAR/INSURGENCY

SITUATION
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.
1. In case of situations of political unrest/war/insurgency as exemplified by bombings,

riot, and other form of threatening situations related to peace and order, among
others, the Head of the Branch shall notify the Area Manager of the incident or
situation;
2. Area Manager shall assess the situation and shall provide action depending on the
urgency of the action required;
3. In case needed action to suspend collection is urgent, the AM shall notify the Head
Office and to submit report on the situation;
4. In case action to be taken is not so urgent, AM shall need to seek approval from the
Head Office;
5. In case needed action based on the assessment of the Branch Manager does not
necessarily mean suspension of collection but rather strategizing collection remittance
in such a way that collections is brought by the center or taken by the staff in a safe
means and time, the Branch Manager shall need to submit report for confirmation to
the Area Manager who will submit the same to the Head Office;
6. Either means, strategizing collection or suspension of collection, in a given situations,
the Branch Manager shall need to report and seek approval from the Head Office as
to reconsideration in reflecting record of the concerned client or center regarding
Repayment Rate performance.
7. Only in case that clearance re: Peace and Order Situation from the Local Police
Department or Military Office is secured will the Branch or Office resume to normal
transactions or collection with the center. Hence, notice of resuming to normal
branch operations shall be forwarded to the Head Office through the Area Manager.

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.
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
7.4 CONSIDERATION ON WEARING OF UNIFORM/ID WHILE ON DUTY AND DURING

ELECTION
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.
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.
3. Wearing of IDs can be done with the following caution:

a. During center meetings and collections, the staff must show or display their CARD
ID for proper identification by the members specially for newly hired staff.
b. After the meeting especially while moving from one center to another or when
conducting follow-ups, such ID can be kept to avoid public viewing.
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
7.5 PROPER USE OF VEHICLES/MOTORCYCLES FOR SECURITY AND SAFETY
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.
1. Service vehicles/motorcycles should be used for OFFICIAL PURPOSES ONLY and

should strictly be used with consciousness to follow safety measures and compliance
to regulations.
Service vehicles/motorcycles should strictly not be used when
vehicle/motorcycle registration has expired.
Driver and passenger of vehicle/motorcycle should use seat belt/helmet at
all times.
Driver/Any personnel who will drive the vehicle/motorcycle are not allowed
to drive with expired drivers license, without valid drivers license
or with Student drivers license
Driver/Any personnel are prohibited to use the vehicle/motorcycle
when under the influence of liquor.
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.
4. Staff has to be aware as well that staff remuneration participation or equivalent

charging to staff/officers on related costs is part of administrative
sanctions in case of any proven violation of the policy

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
CARD Mutually Reinforcing Institutions
Para sa Kaligtasan ng lahat at upang maiwasan ang anumang

pangyayaring hindi inaasahan, ang lahat ay nararapat na sumunod
sa patakarang ipinapatupad:
a.) Gamitin ang sasakyan/motorsiklo para sa opisyal na
transaksyon lamang.
b.) Hindi dapat gamitin ang sasakyan/motorsiklo kung expired
na ang rehistro nito.
c.) Gumamit ng helmet/seat belt ang driver at pasahero ng
sasakyan/motorsiklo.
d.) Hindi pinahihintulutan ang sinumang gumamit ng
sasakyan/motorsiklo kung walang lisensya o expired ang
lisensya.
e.) Hindi rin pinahihintulutan gumamit ng sasakyan/motorsiklo
kung ang lisensya ay student drivers license lamang.
f.) Mahigpit na ipinagbabawal ang paggamit ng
sasakyan/motorsiklo kung nasa impluwensya ng alak.
Ang lahat ng pangyayaring aksidente or anumang insidente na may
kaugnayan sa staff at sa operasyon ng CARD ay kinakailangang i-
report o isumite sa Opisina ng HO-Personnel sa lalong madaling
panahon.
Ang lahat ay inaasahang magiging maingat at responsable. Ang
anumang pangyayaring mapapatunayang dulot ng kapabayaan at
paglabag ay mahaharap sa prosesong administratibo.
Pamunuan
CARD HRD-Personnel

PERSONNEL 02-7.5-03
TO : All CARD MRI STAFFS AND OFFICERS
RE : WARNING ALL CONCERNED TO INTENSIFY SECURITY

AND SAFETY OF ALL STAFFS in using
motorcycles/vehicles
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
Loss of accidental benefits

for faulty accident
Shouldering expenses as
personal accountability
for faulty accident
All are expected to take PROPER CAUTION

PERSONNEL 02-8.1-01
(UPDATED POLICY: JAN.2012)
SECTION 8. PERFORMANCE EVALUATION
8.1 CONDUCT OF PERFORMANCE EVALUATION
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.
1. Each employee shall have a personal assessment of his/her performance for the
period specified.
2. Individual assessment shall be forwarded to his/her immediate Unit

Supervisor/Manager/Director for finalization of assessment who shall discuss with the
concerned employee the result of the assessment for his/her information/consent.
3. Following the decentralized HR systems of the CARD MRI, accomplished Evaluation

Form shall then be forwarded to the respective offices for action.
3.1 Evaluation form accomplished for the purpose of taking actions on

recommendation for personnel action such as regular position, promotion, full-
pledge position, change position or transfer of assignment shall be made
separately for the purpose and in time for the needed action.
3.1.1 Communicating above personnel action recommendations to the

Institutional Head and HRD office shall be done electronically (by
respective email) instead of mailing agencies/courier for efficiency and
prevent lost of documents.

PERSONNEL 02-8.1-02
3.1.2 Respective EA or Admin. Staff shall facilitate approval heads/authority

and forward final print out approval to the HRD-Personnel for proper
documentation of approved personnel action.
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:
3.2.1 Formal Personnel Performance Appraisal (PPA) shall be made annually.
3.2.2 Submission of the accomplished PPA forms: Must be received by the

Institutional Head on or before the end of the succeeding month after appraisal
period (January 31); Must be received at the HRD-Personnel Office until 28
February.
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
3.2.5 As a matter of policy, CARD shall be strict on rewarding corresponding

merit increases as a result of individual performance appraisal
following date effectivity based on compliance to meet the deadlines
set. Hence, late submission will follow date effectivity based on the
date of receipt at the HR office.
Example:
PPA Annual PPA Receipt Actual Date
Result Period Deadline Receipt At Effectivity
at HR HR of Merit
Increase
3 Average of February March 31 March 31
(Meets January to June 28 Before January 01
Standard) and July to February 28
December 2007
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
4. Job Objectives on Performance Indicators for Operations shall be as follows:
FOR ACCOUNT OFFICER

I- JOB RESPONSIBILITIES
SN JOB OBJECTIVES
1 Active Members with Loan

Agri-loan Members
2 New Members
3 Incumbent/Existing Members
Small Business Loan
4 New Members
6 Portfolio At Risk (PAR)
7 Audit Ratings Contribution
8 Accomplishment of Learning Session (CwE)
FOR UNIT MANAGER

SN JOB OBJECTIVES

Agri-loan Members
2 New Members
Small Business Loan
4 New Members
8 Accomplishment of Center Visit
10 Net Income
11 OSS

PERSONNEL 02-8.1-05
FOR AREA MANAGER

SN JOB OBJECTIVES

Agri-loan Members
2 New Members
Small Business Loan
4 New Members
8 Accomplishment of Unit Monitoring Visit
10 Net Income
11 OSS
12 FSS
13 Admin. Cost Ratio
FOR REGIONAL HEAD and Above

SN JOB OBJECTIVES

Agri-loan Members
2 New Members
Small Business Loan
4 New Members
8 Accomplishment of Field Monitoring Visit
9 Net Income
10 OSS
11 FSS
12 Admin. Cost Ratio
13 Implementation of Staff Dev. Plan
(No. of person completed/accomplished training/development plan)

PERSONNEL 02-8.1-06
5. Full Caseload on MFI Operations shall be guided as follows:
Position Caseload Remarks

Account Officer Minimum 150 clients with loans Applicable across CARD MRI
under Probation to qualify for regular
Status employment status
Regular Account Caseload is expected to achieve Across CARD MRI but CARD Banks
Officer 300 within 12 months and 360 full caseload until December 2010
within 18 months is 315 and 165 Savers
For Unit Manager To qualify for full pledged Across CARD MRI
position should have Minimum
of 900 active clients with loans
within 1 year
For AM and Minimum caseload shall be based on minimum per branch and
Above minimum number of area/branch covered

PERSONNEL 02-8.1-07
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:
Performance Descriptive Result Rating

Rating Scale
98 and above Excellent (E) 4
90 97 Meets Standard (MS) 3
81 89 Needs Improvement (NI) 2
80 and below Unsatisfactory (Un) 1
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
OVERALL RATING (Get average of rating in the different job objectives)

ADDITIONAL APPRAISERS COMMENTS
*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
8. Audit Rating contribution as included in the Job Objectives is given a rating based on
the following:
a. For AO and UM Level

Equivalent
Basis for Audit Ratings Contribution Performance
Rating on PPA
Unit Rating of 90 Above 4
Unit Rating of 85-89 3
Unit Rating below 75 0
b. For AM Level
Equivalent
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
c. For RH and up Level

Equivalent
Rating on PPA
90% of All Unit Handled Pass Audit Rating 4
85% to 89% of all Unit Handled Pass Audit Rating 3
Below 75% of all Unit Handled Pass Audit Rating 0

PERSONNEL 02-9.1-01
SECTION 9. COMPLAINTS
9.1 HANDLING 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.
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:
(a) All inquiries shall be directed first to the immediate supervisor.
(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.
(c) The Unit Supervisor/Manager/Director shall submit recommendation to the

Operational Head who shall in turn submit findings and recommendation to the
Personnel Committee.
(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)
B. CONCERNING CLIENTS/MEMBERS CONCERNS

CARD MRI values its clients and members and recognizes their contribution and
participation to the success of the operations. It is the CARD MRI responsibility to place
high value on delivering best services to the clients and members. It is to this reason that
the CARD MRI shall provide proper venue to address and attend to their concerns and
complaints. Hence, clients shall be encouraged to report their concerns and complaints
immediately, thus they shall be informed on the CARD MRI policy on reporting valid
concerns and complaints within the prescribed period.
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.

SECTION 10. CORE VALUES
10.1 UPHOLDING CARD CORE VALUES
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
CARD is a group of mutually reinforcing institutions that is dedicated to ultimately empower

the poor by upholding the core values of competence, culture of excellence, family spirit,
stewardship and simplicity.
B. CARD CORE VALUES
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.
CULTURE OF EXCELLENCE. CARD's pioneering effort is rooted in excellence drawn from

the Board and staff's confidence to create, innovate, inspire and continuously challenge the
existing paradigm to ultimately empower the poor.
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.

1. Everyone is expected to maintain professionalism in all his/her activities connected

with his/her work, likewise, much is expected that this value will become a way of life
for each one.
2. Everyone is expected to be an advocate of Business Ethics as expressed in respect,

humility, persistence, persuasiveness, and palabra de honor.
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.

10.2 OBSERVANCE OF THE MONDAY MORNING ASSEMBLY
POLICY:
Everyone is encouraged to regularly attend the morning assembly to take time of

convening together for updating of what has transpired in the last week and what is
expected to be achieved for the week. Further, this is the opportune time as well for all
CARD MRI personnel to meet in prayer and thanksgiving for another week of CARDs
operations.
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.

10.3 WEARING THE FILIPINO DRESS
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.
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

10.4 CARD MRI REGIONAL OFFICES COORDINATION
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.
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).
2. CARD MRI Regional Personnel shall strictly observe the following:

All staff and officers in the regions shall maintain and keep cooperation and team
work regardless of the office or institution each one is representing. Each one is
responsible to protect the best interest as CARD MRI, shall keep and promote
harmonious relationship among staff in different offices.
Working on respective job scope of the different staff/officers in the regions,
they are expected to perform as strong support/resources to build capacity of
the units and offices in the regions with the goal of resolving issues/concerns
more efficiently and in maintaining/improving unit/office compliance to internal
control system.
In case of unexpected situations or emergencies, they shall function as tasked-
force to immediately respond to the situations and coordinate to appropriate
authority.
The Regional Personnel Manager or the Training Officer in the absence of the
Regional Personnel Manager shall be delegated to act as MRI coordinator in the
region.
3. Coordination meeting shall be set and facilitated in the region as presided by the
Regional Head or by his/her delegated personnel.

(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.
4.3. HRD-Personnel Representative in the region shall take responsibility of coordination

of the schedules and documentation of the meetings conducted.
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:
NGO Bank MBA/CaMIA Support Group

Regional Head Regional Provincial Office CMDI/MAHP
Regional Head/Equivalent Manager BDSFI
Accountant Authority Head Office Other Support
Payroll Officer Representative Units
(1 representative Representative
from the Region)

PERSONNEL 03-1.1-01
CHAPTER 3: COMPENSATION, BENEFITS AND INCENTIVES
SECTION 1. SALARY STRUCTURE
1.1 COMPENSATION SCHEME
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.
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:
CARD shall provide benefits as prescribed by law.
1. ON PROBATION/NON-REGULAR EMPLOYEE
All employees on probation and all other non-regular employees are covered by the
following:
Social Security System

Philippine Health Insurance
Home Development Mortgage Fund (HDMF) system
13th month pay on a pro-rata basis
2. REGULAR EMPLOYEE
All regular employees are covered by the following:
Social Security System

Philippine Health Insurance
Home Development Mortgage Fund (HDMF) system
13th month pay (based on the latest payroll as part of institutional benefits)
Retirement Benefits under the CARD MERP*
*The CARD MRI Multi-Employer Retirement Plan (CARD MERP) is set up and
legally registered to provide retirement benefits for all qualified employees of
the participating companies under the plan. The CARD MERP fund must be
protected to ensure funds availability for benefits claim of employee.
o Participating companies of the plan shall comply with the funding
requirement assigned for each company based on the result of the
actuarial or valuation study.
o Valuation study must be made every year to for management information
and timely action needed
o The CARD MERP fund is managed independently by the designated Board
of Trustees under the direct management and supervision of the CARD
MRI Treasury
o The use of the fund is restricted in accordance to the requirements to
protect the fund. Investments must be made and approved properly.
o (Further details on the plan is provided in the CARD MERP)

PERSONNEL 03-1.3-01
1.3 PAID HOLIDAYS
POLICY:
CARD observes regular and special holidays in the country.
1. Every employee is entitled to his regular daily wage on regular holidays,

even if unworked.
2. Effect of absences on Holiday

a. Every employee is entitled to holiday pay when a regular holiday
occurs while he is on leave of absence WITH PAY. It also applies
even if the employee is availing of SSS or equivalent benefits, or if
the employee is placed on leave against his will, there being work
to do.
b. An employee who is on leave of absence WITHOUT PAY on the day

immediately preceding a regular holiday is NOT ENTITLED to
holiday pay if he does not work on such holiday. Where the day
immediately preceding the holiday is a non-working day or the
scheduled rest of the employee, he shall be ENTITLED to holiday
pay if he WORKED ON THE DAY IMMEDIATELY PRECEDING THE
NON-WORKING OR REST DAY.
c. In case of SUCCESSIVE HOLIDAYS, like Maundy Thursday and Good

Friday, an employee is NOT ENTITLED for both holidays if he
absents himself from work on the day immediately preceding the
first holiday unless he works on the first holiday, in which case he
would be entitled to holiday pay of 200% on the first, and 100% on
the second holiday.

PERSONNEL 03-1.3-02
3. Regular holidays shall refer to the following:
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
b. Nationwide Special Days

Celebration of the historic martyrdom of the late August 21
Senator Benigno Ninoy Aquino
All Saints Day November 1
Last Day of the Year December 31
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
SECTION 2. VACATION LEAVE
2.1 LEAVE CREDITS
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.
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;
When an employee resigns, all accumulated vacation leave shall be credited to

him in the form of terminal pay. However, if the employee has worked for less
than one year he/she is not entitled to any vacation credits;
When a permanent employee shall undertake government examination for

professional growth and gaining more knowledge.
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
2.2 SCHEDULE OF VACATION LEAVE
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.
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.
4. POSTPONEMENT. Vacation leave may be subject to postponement when the

exigency of the service so require as determined by the Unit
Supervisor/Manager/Director, however, it should be scheduled to another date.
5. LEAVE FOREGONE. In the event the Unit Supervisor/Manager/Director asks the

employee to forego his/her vacation leave due to exigencies of the service and not
because of the employee's choice, that leave credit may be added in the succeeding
year and may accumulate it for a period not exceeding the number of days limit per
level of position at year end.

PERSONNEL 03-2.3-01
2.3 COMMUTATION OF LEAVE CREDITS
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
Vacation leave credit is excess of thirty (30) days as of year-end.
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
SECTION 3. SICK LEAVE
3.1 SICK LEAVE CREDITS
POLICY:
All regular employees shall be granted fifteen (15) working days sick leave with pay each
year.
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.
2. Unearned sick leave cannot be taken in advance.
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
3.2 CHARGING IN SICK LEAVE
POLICY:
Sick leave is not commutable to its Cash equivalent.
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
3.3 REQUIREMENTS FOR SICK LEAVE
POLICY:
CARD shall require documents and physical examination when necessary.
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
SECTION 4. MATERNITY LEAVE
4.1 MATERNITY BENEFITS
POLICY:
CARD shall grant to every pregnant employee benefits on maternity governed by the
appropriate rules and regulations of the Social Security System (SSS).
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
4.2 STAFFING REQUIREMENT DUE TO MATERNITY LEAVE OF ABSENCE
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.
1. Personnel who will be on maternity is required to properly make notification as

required by the SSS and to properly notify the office ahead of time of her expected
date or period of maternity leave.
2. Immediate Supervisor concerned take note of the notification and the period of
expected maternity leave for his/her appropriate action and planning.
3. On the seventh (7th) month prior to the expected due date of actual maternity leave,
Immediate Supervisor concerned shall submit his/her plan or request in case there is
a need for temporary replacement personnel, to the Area Manager/Officer Concerned
who will confirm the plan or request before submitting the Regional Head/Equivalent
Authority.
4. Regional Head/Equivalent Authority includes the staffing requirement needed in
deploying staff
5. Reinforcement Personnel shall provide services to the requesting office/branch two
months in advance prior to the period actually needed and until the end of one (1)
month after the personnel who took on maternity leave has resumed work.
6. Immediate Supervisor concerned shall notify the concerned Authority on time in case
such need to extend the services of the Reinforcement Personnel at the branch/office
will be required.

PERSONNEL 03-5.1-01
SECTION 5. PATERNITY LEAVE
5.1 PATERNITY LEAVE
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.
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
SECTION 6. LEAVE OF ABSENCE WITHOUT PAY
6.1 AUTHORIZATION TO LEAVE WITHOUT PAY
POLICY:
CARD shall authorize any of its employee to leave of absence but without pay only when
necessary.
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.
(b) Illness of the employee or a member of his/her immediate family of a married

employee consist of the spouse and children. In the case of a single employee,
parents, unmarried brothers and sisters are considered as member of the
immediate family. The leave shall be for the period not exceeding one month
(30 calendar days), extendible for another 30 calendar days. A physician's
certificate shall be submitted with each application, original and extension.
(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)
SECTION 7. OTHER BENEFITS
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.
1. All regular employees shall be entitled to the following allowance benefits
Rice Allowance (P1,500/mo.)

Uniform/Clothing allowance (P3,000/yr. pro-rata should employee served less
than six months in a year)

PERSONNEL 03-7.2-01
7.2 INSURANCE COVERAGE
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.
1. Insurance plan based on position level is as follows:
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
2. Heath Insurance also provides employees a rider to have their qualified

dependents to be included in the CARD Health plan at a premium affordable to
them.

PERSONNEL 03-7.2-02
3. Health Insurance benefit is administered in-house by the CARD MRI to provide

flexibility of the plan to cover and service all provinces given the geographical
location of CARD operations and to address limitations on Health provider in some
locations. Hence, a Third Party Agreement with the Health Maintenance
Organization (HMO) under the existing provider subject to yearly renewal/contract
agreement is being implemented to also provide a wider network of hospitals and
clinics that can be accessed.
a. All that have been qualified (generally upon regularization of the staff) can
enjoy the benefits covered whether by reimbursement or direct access to
accredited hospitals/clinics.
b. In case of use through HMO, proper identification and coordination to the
hospitals/clinics designated Coordinator is necessary. While Health card ID is
not yet available, staff may use Membership Reference Number which will be
provided the staff or can be requested to the HMO Hotline or through the
assistance of the HR staff assigned nearest your area.
c. Privilege to cover qualified dependents through salary deduction on the
premium is provided. Hence, existing dependents will be automatically
renewed every renewal period (every December or June whichever is the
fiscal year cover of the plan) unless notified to the office for cancellation.
d. Enrollment of qualified new/additional dependents is allowed within the
month upon regularization of the staff or upon declaration of new/additional
dependents such as the case of newborn dependent or newly married
individual.

PERSONNEL 03-7.3-01
7.3 UNIFORM AND IDENTIFICATION CARD
POLICY:
All regular employees are entitled to the official CARD uniform while Identification Card is
issued to all employees whether regular or non-regular.
Guidelines on issuance of employment ID:

1. All employees regardless of employment status shall be issued corresponding ID.
2. ID to be issued shall be in two types (temporary and permanent) depending on
employment status and shall be made as follows:
Employment Authorized Responsible
ID Type
Status Signatory to Issue ID
Personnel Director
Contractual/ Casual Temporary or Respective Personnel Staff
Institutional Head
Regional Head at
Regional Head
the regional level
Personnel
Director/Personnel
Probationary Temporary
Manager/Respective
Personnel Staff
Institutional Head
for Head Office or
Executive Office
Regular employment
including full- Respective
Permanent O&A
pledge/change Institutional Head
position
Aside from regular
position already issued,
Regular undergoing Respective
Temporary ID for Personnel Staff
Promotional Training Institutional Head
promotional Training
will be issued as well
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
7.4 BURIAL ASSISTANCE/SUPPORT
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.
1. Immediate Family Member shall mean:
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.
3. Depending on the employment status, CARD shall extend corresponding financial

assistance to any of its employee suffering under this circumstance.
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
5. Financial Assistance to be provided are as follows:
Amount of Financial
Employee Assistance
Non-regular employee holding non-supervisory
2,000
position
Non-regular employee holding supervisory/

managerial position 3,000
Regular employee holding non-supervisory/ non-
managerial position 5,000
Regular employee holding supervisory/ managerial
position 7,000
Regular employee holding directorial position

10,000
Regular employee appointed member of the Executive
Committee, BOD 20,000
6. In addition, as a symbol of sympathy to the grieving family, a flower worth of

PhP1,000 to PhP1,500 shall be given by the branch/office representing CARD.
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
7.5 OTHER BENEFITS THAT MAYBE ADDED FROM TIME TO TIME
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.
Benefits that are provided are as follows:

A. Guaranteed benefits (Benefits that the institution can afford to provide per year):
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.
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.
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
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;
g. parent left solo or alone with the responsibility of parenthood due to

abandonment of spouse for at least one (1) year;
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
9. SCHEDULE OF PARENTAL LEAVE. Parental leave may be granted from January

15 to November 30. Parental leave between December 1st up to January 14th are
allowed only for meritorious cases.
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)
7.8 SPECIAL LEAVE BENEFITS FOR WOMEN
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.
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.
8. Gynecological disorders refers to disorders that would require surgical procedures

such as, but not limited to, dilatation and curettage and those involving female
reproductive organs such as the vagina, cervix, uterus, fallopian tubes, ovaries,
breasts, adnexa and pelvic floor, as certified by a competent physician. It shall also
include hysterectomy, ovariectomy, and mastectomy.
9. CONDITIONS TO ENTITLEMENT OF SPECIAL LEAVE BENEFITS. Any female

employee, regardless of age and civil status shall be entitled to a special leave,
provided she has complied with the following conditions:
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
c. She has undergone surgery due to gynecological disorders as certified by a

competent physician.

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.
12. This special leave shall be non-cumulative and non-convertible to cash.

PERSONNEL 03-8.1-01
SECTION 8. ACCESS TO LOANS
8.1 ACCESS TO LOANS
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.
1. (Guidelines and provision is provided in the office of the CARD EMPC)

PERSONNEL 03-9.1-01
SECTION 9. STAFF TRAINING AND DEVELOPMENT PROGRAM
9.1 LOCAL AND INTERNATIONAL TRAVEL FOR TRAINING, EXPOSURE, CONFERENCES,

SEMINARS AND MEETINGS FOR EMPLOYEES CAREER DEVELOPMENT
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.
1. TRAVEL OPPORTUNITY AND FUNDING
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
Has the mastery and actual experience on the topic to be presented

Has confidence and advanced skills in conducting and managing training
Has the ability to communicate both in Tagalog and English
In case of multiple nominees, the Executive Committee with the assistance
from the Office of the Human Resource shall objectively select the participant
based on the need of CARD, priority and availability.

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
3. APPROVAL OF THE NOMINATION
Nomination for candidate shall be approved under the following policy:
Candidate Duration of Travel Approving Authority
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
Board Members 1 week and below Chairman
1-2 weeks Chairman
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.2 When sponsoring organization will give partial reimbursement of the

cost related to the travel but no per diem, CARD shall shoulder all other
cost related to the travel not borne. In addition, CARD shall provide the
travel allowance as specified above.
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.
B. FOR LOCAL TRAVEL
Employees are entitled to reimbursement of all expenses related to 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
9.2 TRAINING AND CONSULTANCY ENGAGEMENT
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.
1. RESPONSIBILITY
a. AS COURSE DIRECTOR
Over-all course development and management

Development of the training package/design
Determine qualified resource person for every topic
Overall monitoring and evaluation of the training program
Prepares and submits training evaluation report to CARD
Produce training modules/manuals
b. RESPONSIBILITY AS RESOURCE PERSON
Coordinates with the inviting institutions regarding training arrangement

Prepares and develops training materials for presentation and distribution
Ensures that objectives of the training session are met.
2. PRIVILEGES AND LIMITATIONS
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
(a) IN-HOUSE TRAINING PROGRAM. As course Director, entitled to an

amount of P30,000 to P50,000 per week net of all taxes. While for Resource
Person on in-house training for all outside paying clients, entitled to
honorarium as follows:
Personnel Honorarium per hour

Board and Executive P300
Directors and Sr. Managers P250
Managers P200
Staff P150
(b) OUTSIDE TRAINING PROGRAM. Of the total amount (net of expenses

including expenses in the item b.3 below) received from the inviting clients,
50% to form part of the training and management fee income will go to CARD
while the remaining 50% will be given to the employee as incentive. In
addition, CARD shall provide travel allowances amounting and or equivalent to
twenty-five ($25) USD per day inclusive of approved official departure and
arrival dates. This shall follow the guidelines below:
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.2 When sponsoring organization will give partial reimbursement of the

cost related to the travel but no per diem, CARD shall shoulder all other
cost related to the travel not borne. In addition, CARD shall provide the
travel allowance as specified above.
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.
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
Provincial Office Regional Provincial

CARD MBA Operations Manager Level Manager Level
At least Director Level
Staffs including POM including RPOM
Trainee Level Trainee
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
2.1. Scholarship Plan Type:
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.
2.2. CRITERIA TO AVAIL THE PLAN

Considering the program's affordability, CARD with approval by the Executive
Committee shall select scholar based on priority. Those who will qualify for
scholarship are regular employee rendering services to CARD for five years or more,
exhibiting satisfactory performance and good moral conduct.
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 )
9.4 INTERNATIONAL JOB/MISSION ASSIGNMENT
POLICY:
CARD in its global mission extends services to its international partners.
A. Selection/Nomination of Staff for International Job/Mission Assignment

1. Nomination shall be endorsed to the Executive Committee through the HRD-
Personnel and shall be approved by the Managing Director.
2. Shall retain employment status which item shall also be endorsed for
confirmation of the Board.
B. Compensation and Benefits/Privileges

1. Shall maintain the current salary together with the benefits based on the
status of employment with the CARD MRI.
2. Given the nature of sending CARDs staff for the international engagement,
following are the two classification of staffs international engagement:
a. International Staff (IS) are staff whose previous assignment is in the

Philippines and then stationed in the international offices as regular staff.
Their stay in the international office is not under any specific contract with
any partner and has no specific time frame.
b. Seasonal/Contractual TA Professional Staff (SCTAPS) are those
whose previous assignment is in the Philippines and then stationed in the
international offices as determined by a specific contract with a partner.
Their length of stay has specific time frames as stated in the agreement
with the partner.

PERSONNEL 03-9.4-02
3. Equivalent subsidies and Privileges that will be provided per type of

international engagement is as follows:
Other Provision if based
outside the Southeast Asia
International
Subsidies/Privileges SCTAPS such as in Hongkong or
Staff other countries with similar
living standards
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)
3.1. Implementation of the provision above shall consider the following:
i. On Meals Provision: if the partner provides the SCTAPS with meal

allowance, the staff is no longer entitled to the allowance provided by CARD
during the days when the allowance from the partner is received. In case
when the partner negotiated for a lesser amount than what CARD provides
then CARD will pay for the difference.

PERSONNEL 03-9.4-03
ii. Standardization of Allowances/Provision Received While on Travel

as Applicable to All IS and SCTAPS as follows:
Re gula r
Pe r Die m a nd Communic a tion Inte rna tiona l Tra ve l
Country Me a l Allowa nc e
Othe r Provisions Allowa nc e Allowa nc e (USD 20
pe r da y)
To C o untrie s Effe c tive Pro Ra te d Effe c tive No ne

Within the Sa m e
All a c tua l m e a ls
Re g io n (e .g .
So uthe a st Asia ) w hile o n tra ve l
a re re im b ursa b le .
To O the r Effe c tive Pro Ra te d Effe c tive No ne

C o untrie s Within
Asia All a c tua l m e a ls
w hile o n tra ve l
To C o untrie s Pro Ra te d Pro Ra te d Pro Ra te d Effe c tive

O utsid e Asia
w hile o n tra ve l
To the Pro Ra te d Pro Ra te d Pro Ra te d No ne

Philip p ine s
d uring the tra ve l
iii. Per diem and other applicable allowances/provision shall be adjusted

from the regular CARD MRI rank to the Approved Rank on
International Mission Assignment based on TA/International role and
assignment subject to approval of the Managing Director as endorsed
by the Director for International Group. Adjustment to regular CARD
MRI rank shall be applied upon completion of the adjusted
International Mission Rank Level. Example: CARD MRI rank level of
UM level which per diem of only $450 will be adjusted to $500 for
approved level of RH on international mission subject to regular rate
upon completion of mission on higher rank level

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.
*International Staff qualified to relocate his/her immediate family members in

his/her country-base is given allowance to stay in the staff house with his/her
family members for a maximum of two (2) weeks. This period is given to
the staff to have an ample time to find a house to settle-in with his/her family.
Nonetheless, it is expected that concerned International Staff shall make
advance planning and prior arrangement for the actual period of stay of family
members to avoid possible inconvenience related to relocation (Policy Memo
Aug. 11, 2009 effective Aug. 16, 2009)

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.
6. Shall be covered by incentive of 50% of excess fund/net income of the approved

budget/net income or proceeds to serve as honorarium after deducting all
related expenses as further explained in the guidelines C below.
C. Expenses Covered in the International Job/Mission Assignment

1. During the international Job Assignment, expenses that shall be included in the
said engagement shall be as follows:
1.1. Staff Basic Salary including provision on Reimbursement of Expenses
1.2. All other compensation and benefits shouldered by the employer for the
staff such as: mandatory benefits; guaranteed benefits and variable
incentives/benefits.
1.3. Other related actual costs such as travel and transportation,
accommodation, communication, supplies, representation, and other
expenses based on the approved budget.
1.4. Additional overhead cost of 35% shall also be included in the computation
of related expenses to get the net fund balance or net income.

SECTION 10. INCENTIVES
10.1 INCENTIVE PROGRAM
POLICY:
CARD provides motivational program for all its personnel level by recognition and monetary
incentives.
1. FOR ALL STAFF
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:
Branch/Office has satisfactorily accomplished the operational targets set and

approved for the branch
Branch/Office passed the internal audit assessment
Employee has individually passed the performance indicators required
2. FOR FIELD/OPERATIONS STAFF
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.

A. CASELOAD MANAGEMENT INCENTIVE SCHEME

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.
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:
Incentive (In Peso) per Active Borrowing Member per

Centers Repayment Performance
Incentive for 99% 100%
98 % Repayment
Repayment Repayment
For Account Officer Php0.50 Php0.75 Php1.00
For Asst. Branch Manager* (as Computed 25% of the total incentive received by his/her
applicable) Account Officer(s)
For Unit Manager Computed 30% of the total incentive received by his/her
Account Officer(s)
For Area Manager Computed 30% of the total incentive received by his/her Unit
Manager(s)
Note: * For CARD Bank ABM or ASLO officer
GUIDELINES:
1. Incentive shall be on a monthly basis;
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.

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.
4. AO and UM must submit application for incentive to the Area Manager;
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.
7. Incentive scheme is subject to regular evaluation for appropriate policy adjustment

or improvement.

B. BRANCH/CENTER REHABILITATION INCENTIVE SCHEME

The institution shall provide incentive scheme in order to recover centers and branches
which are experiencing repayment crisis. This policy, however, must not prejudice the
interest of the institution to keep a sound financial and operational performance.
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.
GUIDELINES:
1. For purposes of internal control and proper perspective in providing incentive in
the branch/center rehabilitation, all members accounts that will be covered by this
policy has to be justified and submitted for approval by the Institutional Head
which is subject to the boards confirmation. Hence, implementing this policy
starting January 2006 shall cover only those accounts that are duly approved as of
December 31, 2005 and as per new approval onwards, if any.
2. The branch/center rehabilitation incentive scheme is open to all branch staff

including all administrative staff to encourage a concerted branch effort in
recovering the branch/centers.
3. Incentive for every recovered member or account shall be P100.
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.
6. This policy is subject to regular evaluation to determine applicability and relativity

of implementation. As such, revision can be made from time to tome or even
discontinue implementation, if so required and reasonably needed.

C. PRODUCTIVITY INCENTIVE SCHEME
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.
2. Maintenance of Desired Efficiency Level (MoDEL) Incentive

This is the recognition on field staffs achievement on maintaining the desired level of
productivity and efficiency given a considerable period of time.
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.

II- Specific Guidelines for each category:
1. Set Target Achievement Recognition (STAR) Incentive guide:
Staff Indicators Equivalent Incentive

Position No. of Portfolio per
One time incentive upon achievement of
Level Members per TO/AO without
TO/AO PAR indicators
AO
BM/ UM 400 to 450 = or > 3M Php8,000 to maximum Php9,000 (Php20 per member)
AM
2. Maintenance of Desired Efficiency Level (MoDEL) Incentive
a. Performance Indicators Achieved to Receive Incentive

Weight Incentive (Php)
Performance Indicator %age PI Range
Min.* Max.
1. Active Members 40% 400 250
450 400
2. Portfolio Outstanding 40% 3M 250
without PAR
above 3.5M 400
3. Excellent Accomplishment of CwE Sessions
20% For TO/AO= completed the target number of session 100 100
> Accomplishment of the For BM/UM= completed at least 95% branch target on number of
target number of session session
For AM= completed at least 95% area target on number of session
For TO/AO= delivery of session is commendable 100

> Performance on quality
For BM/UM= Majority of the branch TO/AO delivered sessions with
delivery of services
commendable performance
For AM= Majority of TO/AO in the area delivered session with
commendable performance
Total 100% Accumulated Incentive in Php 600 1,000

*Minimum incentive without the CwE is Php500 per month
b. Performance Period and corresponding Incentive

MoDEL Period of MoDEL
Condition Award/Prize
Classification Achievement
Have earned incentive
Achiever MoDEL On a monthly
points at least for the first Equivalent amount earned
of the month basis
2 PIs
Monthly Achiever MoDEL
Achiever Model of At least 10 Equivalent amount earned for
with a minimum earned
the Year months within the period
incentive of 500 per month
a calendar
Monthly Achiever MoDEL Equivalent amount earned
MoDEL of the year
with a minimum earned plus qualification to full
Year
incentive of 650 per month covered international trip

A. Other Forms of Recognition and Incentive
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.
Awards given are as follows:

Branch with the highest audit ratings for the year per area level
Awards of Php1,000 per branch plus certificate
Top 3 audit ratings for the year per institutional level

Awards of Php5,000 (Top 1), Php3,000 (Top 2) and Php2,000 (Top 3) plus
certificate
Branch with the most improved ratings for the year

Awards of Php2,000 per branch plus certificate

PERSONNEL 04-1.1-01
(UPDATED PER POLICY MEMO: APR.26.2010 )
CHAPTER 4: CODE OF DISCIPLINE
SECTION 1. DESCRIPTION OF TERMS
1.1 DEFINITION OF TERMS

POLICY:
For clarity and understanding language and terms shall be defined according to its use and
applicability in the CARD in implementation of this code of discipline
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.
Preventive Suspension a measure imposed during the pendency of an administrative

investigation as a measure of precaution so that the respondent employee is kept
from the workplace during the investigation or inquiry.
Suspension A management prerogative to send an employee on a forced leave as disciplinary

action or sanction for a fixed number of days not exceeding thirty (30) days taking
into account the grounds calling for suspension from the workplace. Suspension
shall be without any remuneration unless exceeded the maximum 30 days.
Dismissal Termination of employment for cause.
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.
Minor Offense Violation/Omission/Infraction which calls for a reprimand.
Serious Offense - Violation/Omission/Infraction which merits more than a reprimand (i.e.,

suspension)
Grave Offense Violation/Omission/Infraction which merits termination.

PERSONNEL 04-2.1-01
SECTION 2. PROMOTION OF STAFF BEHAVIOR, MORAL VALUES AND DISCIPLINE
2.1 PROFESSIONALISM IN OFFICE PREMISES AND DESIGNATED OFFICIAL FACILITIES
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.
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.
6. Use of vehicles or transportation service including motorcycles and assigned

transportation service in the area shall not be use for personal purposes unless
authorized or covered by the existing policy on Transportation Service as specified in
the Organization and Administration Policy Manual.

PERSONNEL 04-2.2-01
2.2 PERSONNEL POLICY IMPLEMENTATION ON CODE OF DISCIPLINE
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)
SECTION 2. PROMOTION OF STAFF BEHAVIOR, MORAL VALUES AND DISCIPLINE
2.3 DRUG PREVENTION POLICY
POLICY: GENERAL POLICY STATEMENT

The CARD MRI has a vital interest in maintaining a safe, healthy, and conducive
workplace. Being under the influence of illegal drug poses serious safety and
health risks not only to the user and dependent but to the entire CARD MRI
employees and members as well.
Pursuant to the declaration of the State policy expressed in R.A. 9165, any
employee of any member institution of the CARD MRI who buys, sells, uses,
passes on, deals with, possesses or is under influence of substance classified as
dangerous drugs, and/or abuses of other non-narcotic substances within the CARD
MRI premises and its immediate vicinity shall be dealt with in accordance with
Republic Act 9165 and its Implementing Rules.
In enforcing the many dimensions of the Drug Prevention Policy, all member
institutions of the CARD MRI shall be committed to implement programs for drug
testing, guidance and counseling, treatment and rehabilitation when applicable.
In all its phases and dimensions, personal privacy and utmost confidentially shall
be strictly observed as prescribed by Law. Test results shall not be used in any
criminal proceedings.
All member institutions of the CARD MRI commits to comply with all local and
national rules, laws, and regulation that relate to the maintenance of an
environment free from dangerous drugs and substances, including the
implementing rules issued and enforced by the Department of Education, and the
Department of Labor and Employment
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
3.1 STRENGTHENING INTERNAL CONTROL SYSTEM
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
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
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
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:
Type of Occurrence Action

Findings
Lapses First count on Verbal discussion as a corrective measure
findings
Second count on For Staff or AO: Verbal reprimand as Final
findings warning to implement penalty
For Manager or UM/AM: Impose demerits Penalty
Third count on For Staff or AO: Impose demerits penalty
findings
Offense Repeated Impose disciplinary action following proper
findings on administrative proceedings.
lapses committed (Instead of demerits penalty, the staff will be
subjected to administrative proceedings)
Lists of findings and lapses with corresponding demerit points are provided on the next
pages.

PERSONNEL 04-3.1-03
Unit of Penalty per

FINDINGS/LAPSES
Demerits 100
I- Cash/Fund Related
1.1 Cash on hand not found in tact and improperly kept On daily basis
On daily basis charge
Demerits penalty of 100
or equivalent 28% p.a.
1.2 Excess amount of cash in the bank (interest on loans as
opportunity lost) on
earnings whichever is
higher
Unable to accomplish daily cash report or proof of
1.3 On daily basis
cash
Beyond 4pm remittance for branches under E*Banker
System (reports with signed documents and excess
1.4 Per late remittance
cash, in case there is no depository bank in the unit)
to the main branch every Friday
Late posting/accounting of remittance at the area
1.5 Per late posting date
office/branch office
Non-compliance to cash report submission deadlines
1.6 On a per day basis
and cut-off
II- Accounts and Records Related

Failure to prepare Target Collection and Loan
2.1 Per period required
Disbursement Master Roll on time
Failure to include scheduled loan releases in the
Per number of loan
2.2 master roll which result to non-inclusion in the
release unaccounted
documents and funds preparation on time
Erasures on ledgers and other accountable
2.3 Per number of documents
documents
Unupdated book of accounts/registers and
Per number of days
2.4 amortization schedule; Unupdated AO Registers,
unupdated
Cash Book and General Ledger
Erroneous accounting of loan/MBA/Savings/CBU/ Per number of loan
2.5
transactions (no amount is missing) transactions
Wrong postings/unreconciled clients and bank Per number of
2.6 record; Wrong postings/unreconciled clients documents/book un-
passbook and AO register reconciled

PERSONNEL 04-3.1-04
Unit of Penalty per

FINDINGS/LAPSES
Demerits 100
Per number of report
2.7 Wrong report of past due accounts
made
Wrong report on Target Collection and Loan Per number of report
2.8
Disbursement on Master Roll made
2.9 Non compliance in updating the monitoring register On a weekly basis
Non compliance in updating branch/center visit
2.10 On a weekly basis
register
Non compliance to print the branch Subsidiary
2.11 On a Monthly basis
Ledger every end of the month
Non compliance to properly sort and file branch
2.12 On a Monthly basis
Subsidiary Ledger after printing them.
III- Documents Related
3.1 Bank checkbooks are improperly kept Per occurrence
Per number of
Failure to accomplish means test/Poverty Score card
3.2 unaccomplished
form for recruited members
document
Incomplete information or required stamp mark
(paid, cancelled, released, etc.) on loan or
disbursement documents, other payment,
3.3 Per document
transaction documents and deposits and other
accountable forms (if missing is signature, it falls as
an offense)
Per transaction per
3.4 Lost document for mailing
member
Undistributed MBA membership certificates by the
3.5 Per certificate
branch or unit staff
Delayed issuance of CARD MBA membership
3.6 Per certificate
certificates of the provincial office staff
Late submission of MBA monthly remittance and
3.7 Per occurrence
supporting documents

PERSONNEL 04-3.1-05
Unit of Penalty per

FINDINGS/LAPSES
Demerits 100
IV- Disbursement and Payment Related
Wrong payment of claims related to LRF, Refund, or other Per payment
4.1
benefits transactions
4.2 Incomplete copies of duplicate and triplicate OR Per missing OR
Unjustifiable payment of MBA claims/benefits beyond the Per day beyond the
4.3
1-3-5 target expected time frame
V- Staff Related
5.1 Failure to attend Monday Morning Assembly Per assembly held
Per
Failure to attend other required meetings and official
5.2 meeting/gathering
gatherings
held
VI- Branch Monitoring
Per center/per
Failure to accomplish the required target of centers/branch branch (100 for UM
6.1
to be visited level;150 for the
rest)
Non compliance to the proper procedure on conducting Per findings on
branch monitoring (no signature of UM or AO in the specific non-
6.2
checklist; unaccomplished checklist but with signature of compliance stated
UM or AO; not discussing findings to the UM or AO) (150)
Non compliance to update plan/accomplishment register
6.3 Per submission (150)
book
Non compliance to submit the plan/accomplishment
6.4 Per submission (150)
register book
6.5 Failure to conduct weekly Unit Staff Meeting Per week (150)
6.6 Failure to conduct Monthly UMs Meeting Per month (150)

PERSONNEL 04-4.1-01
SECTION 4. CODES GENERAL RULES AND REGULATIONS
4.1 GUIDING PRINCIPLES
POLICY:
CARD in implementing the code of discipline shall be guided by the principles of this code.
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.
2. No one shall be excused from appropriate actions or penalties on the reason of

ignorance of the institutions policies, rules, and regulations.
3. The management reserves the right to suspend penalty or be lenient with penalties in
meritorious cases at all times.
4. Anyone found guilty of misappropriation of funds shall be dismissed from the

organization and which case shall be referred further to the Legal Office for the
necessary legal action/litigation. He/she may be placed under preventive suspension
while his/her case is under investigation. The Unit Manager shall be responsible for
taking action against Account Officer. The Area Manager shall be responsible for taking
action against the Unit Manager, and so on.
5. All suspension shall be without pay.
6. Any disciplinary actions shall be done in accordance with the Labor Code of the
Philippines.
7. Implementation of disciplinary action on erring employees shall not prevent the

institution from filing criminal action in accordance with the applicable laws.
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
4.2 RESPONSIBILITY FOR IMPLEMENTATION
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.
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.
Reviews and approves (or disapproves) disciplinary actions recommended by

supervisors. In doing this, he sees to it that objectivity, fairness and
constructiveness are observed.
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
Maintains discipline and promote efficiency among his subordinate in order to

achieve desired goals of his section.
Sees to it that policies and guidelines prescribed in this Code are followed in as
far as his unit/section is concerned.
In cases of violation or supposed violation by any of his subordinates of any of

the rules and regulations, he must investigate and report the same immediately
following the concerned offices described in the FLOW OF ADMINISTRATIVE
PROCEEDINGS.
Both Unit Supervisor/Manager/Directors and Supervisors must see to it that all

employees under them are fully aware of the offenses listed and the prescribed penalty
of each. In cases where employee needs enlightenment, Unit
Supervisor/Manager/Directors and/or Supervisor are duty-bound to clearly and
completely explain the same to the employee.
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
4.3 FLOW OF ADMINISTRATIVE PROCEEDINGS
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.
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.
2. Serious Offenses (Concerned Officers: UM + Committee, preferably AO +UM of

another office)
Infraction which is classified as SERIOUS will be handled by a Disciplinary Committee
composed the UM together with the Account Officer and Unit Manager from another
branch. Prior to the Committees hearing, testimonies of witnesses will be gathered
by the IS/UM which will be attached to the Notice of Incident which he will issue to
the employee. For decided case penalty of up to Five (5) days Suspension, it shall be
confirmed by the Area Manager (for the case of an AO/staff), hence, there be no
need to form Disciplinary Committee but to get witness instead.
3. Grave Offenses (HR/Legal as endorsed from the operations/regional level)

GRAVE Offenses are infractions which are terminable in nature. This will be handled
by HR and Legal Departments. The usual documentation has to be observed
beginning from the gathering of testimonies up to issuance of the Notice of
Resolution. Immediate Supervisor/UM acts as support or resource person in the
processing of the case.
(May further refer to attached flow chart in the annexes)

PERSONNEL 04-5.1-01
SECTION 5. OFFENSES AND SANCTIONS
5.1 OFFENSES CATEGORY 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).
Depending on the category of offenses and the frequency of offense committed,

corresponding maximum sanctions are provided below:
CATEGORY FREQUENCY of offense MAXIMUM SANCTION
First Written Warning
Second 2 Days Suspension
A Third 5 Days Suspension
Fourth 10 Days Suspension
Fifth Dismissal
First 2 Days Suspension

B Second 8 Days Suspension
Third Dismissal
First 8 Days Suspension

C
Second Dismissal
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
5.2 DECIDING AUTHORITY
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:
DECIDING AUTHORITY for Infraction Committed

by:
MANAGER
MAXIMUM SANCTION STAFF
(i.e. Area
(i.e. Account (i.e. Unit Manager
Officer) Manager
level)
level)
Written Warning Unit Area Regional Head
Manager/Immedia Manager/Immediate
te Supervisor Supervisor
2 Days Suspension Area Manager Regional Head Operations
Director/
Asst. Vice Pres.
5 Days Suspension Area Manager Operations Director/ Institutional
Asst. Vice Pres. Head
8 to 10 Days Suspension Regional Head Institutional Head Managing
Director
Dismissal Institutional Head and confirmed to the Board
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
5.3 LIST OF OFFENSES
1.0 OFFENSES AGAINST CONDUCT AND DECORUM / ORDER AND SOLIDARITY
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.
SN List of Offenses Category 1st 2nd 3rd 4th 5th

Incomplete uniform or not wearing proper use
1.1 of uniform or office attire, i.e., no name plate, A W 2S 5S 10S D
stickers on nameplate, etc. (if applicable)
Failure to time in/out time card and/or sign
1.2 in/out department logbook through negligence A W 2S 5S 10S D
and/or unjustifiable reasons.(if applicable)
1.3 Failure to show an ID Card when required.
A W 2S 5S 10S D
Failure to notify the Unit
1.4 Supervisor/Manager/Director or Supervisor of A W 2S 5S 10S D
ones inability to report for work at least one
(1) hour before the working time.
Failure to give prior notice to incur tardiness
1.5 to the Unit Supervisor/Manager/Director. A W 2S 5S 10S D
Failure to file the appropriate leave form
1.6 within the prescribed period when availing of A W 2S 5S 10S D
any leave.
Failure to submit a medical certificate for
1.7 sickness exceeding three (3) days. A W 2S 5S 10S D
Improper behavior/horse playing, malicious
1.8 mischief or committing acts which may disturb A W 2S 5S 10S D
other employees at work.
Participating in loud and heated arguments
1.9 during official working hours and/or within B 2S 8S D
CARD premises.
Gambling in any form within the CARD
1.10 premises or during official function. C 8S D

PERSONNEL 04-5.3-02

Use of CARD property for personal
1.11 gain/satisfaction without prior approval. C 8S D
Intoxication or being under the influence of
1.12 liquor or drugs inside the office or during C 8S D
official function.
Disrespect, rudeness, verbal abuse, arrogance
1.13 or display in any form of unbecoming behavior C 8S D
including provoking or challenging fight with
customers, CARD Officials and or other
employees.
Deliberately spreading malicious/false rumors
against CARD, its employees, Officials or
1.14 guests concerning personal affairs, or C 8S D
deliberate distortion of facts or statements in
such a way as to enhance ones status or
reputation or to discredit, embarrass or
endanger another CARD employee, CARD
officials and/or customers. (Rumor mongering)
Horseplay/disorderly act other than fighting,
1.15 resulting to minor injury to a person or C 8S D
damage to CARD or co-employee's property.
Engaging in any immoral/unethical acts or
1.16 conduct violative of common decency and C 8S D
morality with customers and/or co-employees
within CARD premises.
Failure to report within 72 hours after one has
1.17 received an erroneous payment or C 8S D
overpayment of salary, commission, allowance
or other forms of remuneration or
reimbursement.
On the part of a superior, deliberately
1.18 condoning, tolerating or participating in an C 8S D
offense committed by a subordinate.
1.19 Coercing, bribing or inducing others to violate C 8S D
CARD rules.
1.20 Abuse of position for personal gain or C 8S D
advantage from other employees.
Tampering with CARD/Employee timecards,
1.21 records, documents of equipments, including D D
the giving of false information on CARD
documents, receipts/cheques.

PERSONNEL 04-5.3-03

Commission of a crime or offense including
1.22 serious threats by the employee against a D D
customer, his employer or any immediate
member of his family or his authorized
representative.
Taking of illegal or habit forming drugs while
1.23 inside the office or during official function. D D
1.24 Drunkenness while on duty ("lasing"). D D
1.25 Vandalism or destruction of office properties. D D
1.26 Accepting or offering of anything of value in
exchange for promotion or employment and D D
others connected with his employment.
Making arrangements with CARD suppliers,
1.27 guests or customers in order to obtain D D
pecuniary or other benefits.
Uttering words, doing acts or making gestures
to a superior that are manifestly insulting,
1.28 threatening or grossly disrespectful to the D D
latter. Other acts committed by a subordinate
for reasons directly connected with his
superior's discharge of official duties, which
acts clearly prejudice said superior's
interest(s).
1.29 On the part of a superior, clear abuse of D D
status, power of discretion.
Extortion or any form of oppressive extraction
1.30 of money or anything of value from co- D D
employee or from customer(s).
1.31 Engaging in money lending at usurious rates. D D
Engaging in any activity which is directly
1.32 competitive with the CARD's business or any D D
part of its operation.
Unauthorized drinking/imbibing liquor or
1.33 alcoholic beverages (including beer) within the D D
CARD premises.
1.34 Sexual harassment. D D
Committing offenses which are penalized with
1.35 suspension for a total of 26 working days D D
during a 12-month period.
1.36 Conduct unbecoming of a moral and decent D D
person.

PERSONNEL 04-5.3-04
2.0 OFFENSES AGAINST TRUTH AND INTEGRITY OF OFFICE
CARD MRI values honesty, integrity and truthfulness.

These have to be manifested always in the delivery of our duties.
Coverage: Infractions cited here are those which are money related and acts, behavior towards
superiors and acts which undermine the integrity of an individual.

2.1 Dishonesty in any form. D D
2.2 Misappropriation of CARD funds or property. D D
2.3 Stealing in any form. D D
Falsification of or misrepresentation/false
2.4 statements in the application for employment D D
or any CARD records/documents including
forgery, fraud, deceit.
2.5 Soliciting of gifts or commission from guests, D D
suppliers, etc.
Stealing, concealing or deliberately misplacing
2.6 without justifiable purpose another D D
employee's property within CARD premises, or
at assigned job site or during official working
hours.
Forging or imitating the handwriting or
2.7 signature of any CARD official or employee. D D
2.8 Gross discourtesy towards superior and D D
clients.
Use of CARD in personal transaction or
2.9 business for gain or profit. which are D D
manifestly disadvantageous to CARD.
2.10 Entering on behalf of CARD into any D D
transaction regarding purchases.
2.11 Loss of confidence, fraud, breach of trust. D D

PERSONNEL 04-5.3-05
3.0 OFFENSES AGAINST CARD PRODUCTIVITY
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.

Receiving or making excessive personal
3.1 telephone calls, i.e., more than three (3) A W 2S 5S 10S D
personal calls a day or more than 5-minute
call.
3.2 Tardiness of 30 minutes or less. A W 2S 5S 10S D
3.3 Abuse of authorized break period. A W 2S 5S 10S D
Quitting work without proper handover or
3.4 reliever as required by the nature of the job. A W 2S 5S 10S D
3.5 Sleeping, daydreaming or unauthorized B 2S 8S D
resting while on duty.
Loitering, leaving work while on duty,
3.6 wandering around, wasting time or spending B 2S 8S D
time away from ones job during working
hours without permission from Supervisor or
Unit Supervisor/ Manager/Director or proper
relief.
3.7 Tardiness for more than thirty (30) minutes. B 2S 8S D
3.8 Malingering or pretending to be ill to escape B 2S 8S D
work.
Conducting private business on CARD time
and resources without prior authority
3.9 including selling tickets of whatever kind,
buying or selling goods, making or collecting C 8S D
payments for such goods within office
premises or during official working hours.
Refusing or willfully neglecting to perform
one's assigned work or refusal to comply
with instructions, rules and regulations.
3.10 Unauthorized absence/AWOL of two (2) C 8S D
days to four (4) days.
Willful failure, neglect or refusal to carry out
3.11 written job or work instruction(s) issued by C 8S D
superior authority.

PERSONNEL 04-5.3-06

Refusing to accept work, change of shift or
3.12 work location assigned by a superior without C 8S D
justifiable reason(s).
Unjustified refusal to accept transfer to C 8S D
3.13 and/or be assigned to other departments.
Gross inefficiency or negligence in the
3.14 performance of assigned tasks or duties. C 8S D
Failure to conform with procedures resulting
3.15 in the delay of operations and/or guests or C 8S D
clients complaints.
Failure to report for overtime work after
3.16 having been scheduled and informed about C 8S D
it.
3.17 Unauthorized absence of 5 days or more. D D
3.18 Gross and habitual neglect by the employee D D
of his duties.
Deliberately slowing down, holding back,
3.19 hindering or limiting of production or D D
intimidating, coercing or inducing other
employees to do so.

PERSONNEL 04-5.3-07
4.0 OFFENSES AGAINST HEALTH AND SAFETY
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.
Coverage: Health and Safety

4.1 Smoking in No Smoking areas. B 2S 8S D
Failure to report immediately a personal
4.2 injury/accident occurring within the CARD C 8S D
premises, loss or breakage of equipment,
furniture or other property.
Throwing flammable materials, liquids or lighted
4.3 cigarettes into garbage cans, trashcans or C 8S D
waste containers.
Deliberately hiding a known serious and/or
4.4 contagious disease or major illness which may D D
endanger the lives or health of customers
and/or employees.
Unauthorized possession of firearm, explosives,
and/or deadly weapon(s), i.e., knives,
4.5 explosives, bolos, balisong and/or inflammable D D
materials within CARD premises; bringing into
CARD premises any form of liquor or alcoholic
beverages, narcotics, drugs and their
derivatives.
Physical injury inflicted to co-employee or
4.6 Supervisor /Unit Supervisor/Manager/Director/ D D
CARD Officer when inside or near the vicinity of
the CARD or during official function.
Possessing and/or selling illegal habit forming
4.7 drugs and their derivatives while inside the D D
CARD premises or during official function.

PERSONNEL 04-5.3-08
5.0 OFFENSES AGAINST RESPONSIBLE STEWARDSHIP OF PROPERTY AND

SECURITY
As stewards of our material investments, we are obligated to ensure its upkeep

to serve our purpose to the fullest. We are guardians of these resources meant to
serve us and achieve our end. The protection of our ideals, property
and security deals much to the Institutions.
Coverage: These cover violations pertaining to the Protection of Property, Concealment of

Information.

Unauthorized use of CARD equipment and
5.1 other office property for personal use/purposes, B 2S 8S D
i.e., stationery, supplies, etc.
Uncooperative attitude to make a
report/statement of an offense committed to
5.2 the supervisor/Unit B 2S 8S D
Supervisor/Manager/Director, as the offense
party or having knowledge of or participation to
offense committed.
Negligence resulting in loss, waste or spoilage
5.3 of CARD asset(s) in an amount not exceeding B 2S 8S D
P1,000.00.
Failure to report and turn over lost property
5.4 immediately to proper authority. C 8S D
5.5 Disclosure of confidential information. C 8S D
Permitting or assisting unauthorized persons to
5.6 enter or have access to restricted areas, C 8S D
cabinets, lockers, files, etc.
5.7 Abusive use of CARD materials and supplies. C 8S D
Negligence or carelessness resulting in loss,
5.8 wastage or spoilage of CARD asset(s) in an C 8S D
amount exceeding P1,000.00 but less than
P3,000.00.
Operating, using, meddling with, or impeding
5.9 the proper use of machines, tools, equipments, C 8S D
vehicles, facilities or premises to which the
employee had not been assigned or is not
allowed to use.
5.10 Making false statements about CARD or its C 8S D
products/services.

PERSONNEL 04-5.3-09

Unauthorized withdrawal of CARD funds,
5.11 receivables, supplies and materials and other D D
properties.
Unauthorized disclosure of confidential
information, trade secrets related to CARD
5.12 affairs or unauthorized reproduction of CARD D D
records, documents, etc. known to employees
or outside persons which may benefit any
competitor or other party to the prejudice of
CARD.
Gross negligence resulting in loss, wastage or
5.13 spoilage of CARD asset(s) in an amount D D
exceeding P3,000.00.
5.14 Utter disregard for safety/accident measures D D
instituted by CARD.
Deliberately giving false testimony upon a
5.15 material matter in the course of an inquiry or D D
investigation.

PERSONNEL 04-5.3-10
6.0 OFFENSES AGAINST RESPONSIBLE ELECTRONIC NETWORK USAGE
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

Unauthorized use of the electronic network for
6.1 personal business interest, as well as for B 2S 8S D
purposes not in line with the aims of the
Institution (e.g., hobbies, recreational reading or
browsing, computer games other than those
used for academic purposes).
Excessive use of network facilities to the point of
6.2 hampering the work environment or work output B 2S 8S D
of the user or a co-employee.
Electronic transmission, distribution, and
6.3 reproduction of obscene or seditious materials, C 8S D
as well as of any materials in violation of
Philippine Laws.
Visits or access to Internet websites,
6.4 subscription to mailing lists, or participation in
user forums or groups that are morally C 8S D
objectionable under the Institutions corporate
culture.
6.5 Libel or slander of other parties or users, C 8S D
including stalking.
Unauthorized use of computer accounts, access
6.6 codes, or network identification numbers C 8S D
belonging to other users.
6.7 Unauthorized use of or access to network C 8S D
resources.
6.8 Political lobbying. C 8S D
6.9 Sending of information or materials that form B 2S 8S D
part of a pyramid scheme or chain letter.
6.10 Vandalism (i.e., willful and malicious destruction
or infliction of damage on equipment, software, D D
or data belonging to the Institution or other
users), including the deliberate uploading or
creation of computer virus.

PERSONNEL 04-5.3-11

6.11 Plagiarism and other acts of academic D D
dishonesty.
6.12 Unauthorized reproduction of copyrighted D D
materials.
6.13 Violation of software license agreements. D D
6.14 Other violation of rules on electronic network C 8S D
usage.
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
5.4 PRESCRIPTION OF PENALTIES
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.
Following shall be the prescribed period:
CLASS A OFFENSE = 9 MONTHS
CLASS B OFFENSE = 12 MONTHS
CLASS C OFFENSE = 18 MONTHS
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
5.5 DOCUMENTATION REQUIREMENTS
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.
From the IS/UM Level

1. Testimonies of Witnesses/documents or proof of charges (c/o IS/UM)
2. Show Cause Memo/Incident Memo (c/o IS/UM )
From the Concerned Employee

1. Reply to the Show Cause Memo/Incident Memo
From the Disciplinary Committee Level

1. Committee Findings Report c/o Chair of Disciplinary Committee
2. Resolution Memo c/o Chair of Disciplinary Committee

PERSONNEL 04-6.1-01
SECTION 6. HANDLING PERSONNEL DISCIPLINE CIRCUMSTANCES
6.1 GENERAL PROCEDURE
POLICY:
Objectivity and compliance to prescribed procedure must always be observed in handling

all related disciplinary action concerning personnel discipline. Immediate Supervisor shall
take responsibility in taking initiatives in coordinating and resolving any impact or concerns
as a consequence of the committed offenses. Administrative charges and Legal action shall
be pursued as deemed appropriate and warranted.
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
6.2 HANDLING CASES ON AWOL AND VIOLATIONS INVOLVING MONEY
POLICY:
1. Absent without Official Leave (AWOL)

Article 285 of the Labor Code provides that An employee may terminate without
just cause the employee-employer relationship by serving a written notice on the
employer at least ONE (1) MONTH in advance. The employer upon whom NO
SUCH NOTICE WAS SERVED may hold the employee LIABLE FOR DAMAGES.
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.
2. VIOLATION INVOLVING MONEY

Employee who will be found violating the Personnel Manual, specifically Offenses
Against Truth and Integrity and Responsible Stewardshhip, Class D Offenses,
Dishonesty in any form, Misappropriation of CARD funds and property and Stealing
in any form, shall be reported to the Legal Unit for appropriate legal action.
Issuing receipt even without receiving cash payment, unauthorized withdrawal of

CBU, Unremitted Collection, Borrowing money from members for whatever reason
are among those violations involve in the above mentioned offenses.
No settlement or arrangement will be done in the branch/field level. Civil or criminal

action shall be instituted against the offending employee. Settlement shall be done, if
there is any, through the Legal Counsel of CARD or through Legal/Court proceedings.

ANNEXES

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PERSONNEL POLICIES AND PROCEDURES

MUTUAL AWARENESS AND AGREEMENT SIGN SHEET

Region/Department: Area: Unit:

CARD, Inc. Personnel Manual

CARD, Inc. Personnel Manual

Chapter 1 Introduction to Personnel Unit

Chapter 2 - Rules and Regulations

Section 2. Employee Mobility

Section 4. Working Schedules

CARD MRI Personnel Unit

Section 7. Security, Safety, Cleanliness and Orderliness

Section 8. Performance Evaluation

Section 10. Core Values

Chapter 3 - Compensation, Benefits and Incentives

Section 2. Vacation Leave

Section 3. Sick Leave

Section 4. Maternity Leave

Section 5. Paternity Leave

Section 6. Leave of Absence Without Pay

CARD MRI Personnel Unit

Section 7. Other Benefits

Chapter 4 - Code of Discipline

CARD MRI Personnel Unit

CHAPTER 1: INTRODUCTION TO PERSONNEL UNIT

SECTION 1. ROLE OF THE PERSONNEL UNIT

1. Developing and Administering Personnel Policies and Programs.

2. Assisting Middle or Line Management in discharging their personnel administration

3. Assisting Middle or Line Management in the conduct of Personnel Appraisal through

CARD MRI Personnel Unit

4. Coordinating personnel activities by sharing operational responsibility for inter-

7. Keeping Personnel Records and Files by developing and maintaining a systematic,

CARD MRI Personnel Unit

SECTION 2. DEPARTMENTAL ORGANIGRAM

HR Operations HR Programs and Services

Records and Admin Recruitment Services

Personnel Relations Regulatory Compliance

Capacity Building and

Visayas Wellness Program and

CARD MRI Personnel Unit

CHAPTER 2: RULES AND REGULATIONS

1.1 STAFFING PATTERN/PLANTILLA

CARD MRI Personnel Unit

1.2 PERSONNEL RECRUITMENT

1. Following the policy on decentralized recruitment (refer to policy on decentralize

CARD MRI Personnel Unit

5.1. Institutional Focus in Planning for Staffing per Region

5.2. Regular Conduct of UM/POM/AM Ready to Go

CARD MRI Personnel Unit

1.3 QUALIFICATIONS/REQUIREMENTS FOR EMPLOYMENT

CARD MRI Personnel Unit

1.3.5 SKILLS AND MENTAL ABILITY

1.3.6 PHYSICAL FITNESS

The applicant should be medically fit for employment.

2. Applicants should present complete and valid credentials as follows:

CARD MRI Personnel Unit

1.4 APPLICANTS EXPOSURE TRAINING

1. Applicants are assigned to a branch/office for corresponding number of days where

2. The roles and responsibilities undertaken by the applicant specifically concerning

CARD MRI Personnel Unit

CARD MRI Personnel Unit

1. Final approving authorities for employment shall be governed by the following:

For any change of position or appointment to another function, approval shall be

(Summary Chart of Approving and Signing Authority is provided in the annexes