Definition

Assignment – any change of assignment for an indefinite period.

Temporary – any change of assignment for a definite period, up to a maximum of six (6) calendar
months. Any assignment beyond six months shall automatically be considered indefinite.

Regulations

1. Management – Initiated Transfer

Due to exigencies of the service, management may transfer you from one position/assignment to
another, either temporarily or permanently where you may be needed by the Agency or where you
maybe more effective in your position or assignment.

2. Employee- Initiated Transfer

If you wish to transfer from your current assignment to another, you must submit your request to
your immediate superior for proper dispostion, details of which are discussed in the provisions of
lateral transfer. If approved , you shall be notified through a memo indicating the effectivity date
of transfer. Letter of request of employees must be submitted to PAS Contain condition that local
wage rate is accepted by the employee.

3. Lateral Transfers

Change of assignments, which do not require any change in the position title or rank.

4. Job Rotation

To ensure knowledge of all areas of work in the department, job rotation is encouraged. An all
around exposure to different work areas is an advantage to both Agency and employees. Agency
maximizes its human resources , while you gain additional knowledge which you can utilize for
your personal and professional advancement. Job rotation also provides you flexibility so that you
can temporarily replace an absent employee without hampering efficiency of operations.

B. Promotions

Agency recognizes professional and career advancement through promotions as an important

incentive for improved employee performance. However, you must realize that only a sustained
high level of performance can lead to advancement opportunities and promotions.

C. Internal Recruitment Program

Agency believes that its human resources must grow both personally and professionally. It
encourages movements and transfer of position and assignment within the organization.

Permanent employees shall be given to assume job vacancies for other positions, provided they
meet the basic requirements of the specified job vacancies.
 Regulations

1. As a general policy, job vacancies in the Agency , except entry level non-managerial positions,
shall be filled up through promotions and transfer of permanent employees within the same
departments. The recommendations for promotion or transfer to another position shall be
endorsed by the Department for approval of General Manager and to be submitted to HRD.

The recommendation shall be accompanied by the latest performance evaluation report on the
qualified employees.

2. Upon the advice by the department concerned, HRD shall circularized an announcement for
Internal recruitment of any job vacancies which are filled up by permanent employees within
the same department.

3. Interested employee shall address to HRD, through their respective Department their application
Letters for evaluation, Employees concerned shall be notified accordingly through their
Department Heads of the status of their application.

4. Employees considered for movements or promotions shall be released by their respective office
within the maximum period of 30 days from receipt of notice from HRD, if their replacement is
not immediately needed or the resulting vacancies shall not be temporarily occupied by an
Agency contracted personnel.

5. Transfer and training of qualified employees shall be implemented by HRD.

6. The training period shall not exceed six (6) calendar months. Exceptions to this policy shall be
referred to HRD.

7. Any trainee who fails to satisfactorily complete his training fails to pass the panel interview after
A maximum of six (6) months training period, shall lose his training status and revert to his
original position.

8. Immediate promotion shall only be allowed for certain positions which do not require prior
training, or where prior training had already been undertaken.

PERFORMANCE APPRAISAL

A. Rationale For Performance Appraisal

Performance Appraisal provides a channel of communication between you and your

supervisor. Likewise it makes you aware of the criteria and standards against which
your supervisor measures your efficiency on the job. This serves as a feedback system
which aims to help you develop your potential, and bring out the best in you.

Likewise, performance appraisal allows management to monitor and asses your readiness
To resume higher position and take greater responsibilities. It form the basis for:

1. Assessment of probationary employees eligibility for appointment to permanent

employment.
 2. Assessment of potential for specialized training, professional and career development,
assignment to other jobs, or promotion to higher responsibilities.

3. Merit adjustments due to performance, or transfer of position/assignment or promotion

of regular employees.

B. Performance Appraisal Form

The Performance Appraisal Form is to be prepared by your supervisor in a narrative

Form is to be prepared by your supervisor in a narrative form, highlighting the significant
incidents wherein you displayed or did not display the performance criteria necessary on
the job. The prescribed form utilizes the qualitative quantitative form of reviewing
employee performance. It must also specify the frequency that a particular factor was
manifested during the period under review. Results of the action/decision must likewise
be indicated in the report.

The report shall include your strengths and weaknesses observed during the period.

C. Supervisors Role and Subordinates Role

Your supervisor shall discuss the performance appraisal report with you during a one on
one interview. This enables you to be aware of your strengths or shortcomings and chance
to clarify points about your job. Based on this , you are guided to do a better performance,
as you and supervisor set goals, standards and objectives to be used in the next appraisal
period. Both of you can agree on a plan for improvement of work. Furthermore,
performance appraisal provides you with the opportunity to ask questions and discuss any
difficulties you might have encountered. You can also express any comment regarding the
appraisal.

After the discussion and all points have been clarified, you are to sign on the space pro-
vided for to signify that you have read and understood the evaluation.

D. Frequency And Period Covered In A Performance Appraisal

Employees on probationary status shall be evaluated before permanency. If you happen

to be a permanent employee, on the other hand , you are evaluated every year

EMPLOYEE CODE OF DISCIPLINE

A. Agency believes that rules and regulations are essential for optimum efficiency and
effective operations. They have been designated for the common guidance and
protection of every employee. These are meant to help everyone in the successful
attainment of company’s goal.
 It is the policy of the Agency to be sympathetic, fair, objective and consistent in its
Dealings with its employee. Management shall respond to all violations of any company
rules and regulations with appropriate disciplinary action. A uniform set of policy as set
forth below, shall apply equally to all employees.

Should it be established that you have violated any of the rules and regulations, you shall
be subject to disciplinary action. However, you have the right to due process and shall be
given the opportunity to air your side, either orally or in writing, before any disciplinary
action can be implemented.

B. List And Classification Of Disciplinary Offenses

Offenses are considered as Minor, Moderate or Major depending on the gravity of the
first and succeeding offenses or the number of times such offenses were incurred.

All minor offenses shall be cumulative within a calendar year. For moderate and major
offenses, these shall be cumulative during the tenure of an employee.

Below is the schedule of offenses that are classified based on the seriousness and gravity
of the violations:

1. Minor Offenses

 Failure to wear prescribed uniforms without valid reason and proper authority.
 Failure to properly accomplish Daily Time Sheet.
 Unauthorized and prolonged absence from work place during schedule work
hours.
 Unauthorized solicitation of any nature.
 Sleeping , doing personal work or engaging in private business during scheduled
work hours.
 Vandalism
 Tardiness
 Unsanitary practices
 Lack of professionalism
 Unauthorized drinking of any alcoholic beverage within company premises.

2. Moderate Offenses.

 Absences Without Official Leave

 Unauthorized and improper use of company machines, vehicles or equipments
 Reporting for work under the influence of liquor
 Intimidation, coercion or assault on another within the company premises
 Discourtesy towards client

3. Major Offenses

 Falsification of or misrepresentation on personnel records or application.

 Falsification or forgery of company records/documents.
 Fraud or willful breach of trust in the conduct of one’s job.
 Unauthorized use of company name for personal gain.
 Direct refusal, willful failure or delay to accomplish an assigned task.
  Gross negligence or dereliction of duty in the implementation of company
policies or valid orders from the management authorities.
 Deliberate misuse or removal from Agency premises of company records
without proper authority.
 Deliberate destruction or damage to company property or other employees
property or records.
 Organizing group activities for any purpose on company time and premises
without the knowledge and authorization of Management.
 Indecent behavior, moral indiscretion or lascivious acts prejudicial to the good
name of the company or its employees.
 Publishing or disseminating false or malicious statements concerning any
employee and officers or client of the Agency.
 Causing willful physical injury to any employee within the company premises at
anytime.
 Theft of company or other employees property funds.
 Gambling within company premises.
 Possession of firearms, deadly weapons and/or dangerous drugs within the
company premises at anytime without proper authorization from the company.
 Demanding / accepting , directly or indirectly any sum of money, or anything of
value in consideration of any act of service connected with the performance of
the employee duties.
 Borrowing money from Agency clients.
 Cases involving abuse of discretion whenever actions are made beyond or
outside the limits of one’s authority , which may be detrimental to the Agency
interest.
 Other acts analogous to the foregoing, or as may be determined by the
Management from time to time , shall be dealt with accordingly, imposing
appropriate penalties.

C. Guidelines On Implementation Of Disciplinary Action

Whenever you commit any offense or violate any of the Agency regulations
warranting disciplinary action , the following guidelines on the classification of
offenses and authorities to implement the corresponding penalties shall apply.

1. For minor offenses, corrective action shall begin with an oral reminder. For
subsequent offenses, the employee shall be given a written reprimand or
or maybe suspended from 1 to 7 days. Upon recommending of the supervisors
concerned, this disciplinary action shall be implemented by the Supervisor.

2. For moderate offenses, formal corrective actions shall be implemented with

the suspension of employee from 8 to 15 days. Upon recommendation of the
supervising officer concerned, disciplinary action shall be implemented by the
Department Head.

3. For major offenses, formal corrective action shall begin with the suspension
of the employee concerned from 16 to 30 days. This disciplinary action shall
be implemented by the Agency. For offenses where the recommended penalty
is suspension for more than 30 days or dismissal, the General Manager shall
refer the case to the Committee on Employee Discipline.
 4. Agency Committee Employment Discipline ( CED ) composed of
representative from HRD, Operations, Finance and General Manager.

5. Department Heads concerned shall submit a written report to PAS on all cases
Disciplinary action implemented.

FRINGE BENEFITS AND OTHER PRIVELEGES

A. SICK LEAVE

Permanent office employees are entitled to (15) days sick leave credits per year. If
the employee was not able to report for work due to illness, he / she representative MUST
INFORM his/her Supervisor or Department Head or the PAS of his/her absence before
9:00am. Failure to do so, will make him/her Absent Without Official Leave (AWOL).
Upon returning for work on the following day, he MUST file an Application for Leave of
Absence.

Absence due to illness for (3) days , shall require the submission of a MEDICAL
CERTIFICATE certified by a Medical Practitioner.

B. VACATION LEAVE

Permanent employees are entitled to fifteen to fifteen (15) days vacation leave
credits per year. If an employee was not able to report for reasons other than illness. HE /
SHE MUST inform his / her Supervisor or Department Head of his / her absence before
9:00am , Failure to do so will make him/her ABSENT WITHOUT OFFICIAL LEAVE
(AWOL) . Upon returning for work on the following day, he/she file an Application for
Leave of Absence. If the scheduled leave was not consumed, employee shall inform PAS
so that adjustment will be made.

Employees desiring to avail of more than five (5) days vacation leave, MUST file an
Application for Leave of Absence, at least fifteen (15) days prior to the effectivity of the
intended leave. Said application must be noted by the Supervisor approved by the
Department Head. For the Supervisors, the approval will be the Department Head. For the
Department Head , the approval will be the General Manager. Extension of filed leave is
not permitted.

C. MATERNITY LEAVE

Any married pregnant woman employee who has rendered an aggregate service of at
least six (6) months for the last twelve (12) months immediately preceding the delivery,
complete or miscarriage shall be granted Maternity Leave of at least two (2) weeks prior to
the expected date of delivery and another four (4) weeks after normal delivery , abortion or
miscarriage WITH FULL PAY . Any portion of the (2) weeks pre-delivery period not
applied shall be applied to the post delivery period. The total Maternity Leave shall be
sixty (60) days inclusive of Saturdays, Sundays and Holidays. Full payment of monthly
salary shall be advanced by the company but SSS claim shall be paid to the company upon
receipt.
 An employee applying for Maternity Leave shall attach Medical Certificate certified
by her Physician stating that delivery will probably take place within two (2) weeks.

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 employee unfit to report for work, unless, she has earned sick or vacation leave
credits from which such extended leave maybe charged.

The Company shall grant Maternity Leave Benefits to the first four (4) deliveries by
woman employees, in consonance with the provisions of the New Labor Code.

D. PATERNITY LEAVE

Republic Act No.8187 also known as “Paternity Leave Act of 1996” an act granting
Paternity Leave of seven (7) days with full pay to married male employees in the private
and public sectors for the first four (4) deliveries of the legitimate spouse with whom he is
cohabiting.

The male employee applying for paternity leave shall notify his employer of the
pregnancy of his legitimate spouse and the expected date of such delivery. Married male
employee is allowed not to report for work for seven (7) days but continues to earn the
compensation thereof, on the condition that his spouse has delivered a child or suffered a
miscarriage for purpose of enabling him to effectively lend support to his wife in her
period of recovery and/or in the nursing of the newly born child.

E. RETIREMENT ( Art.287 Labor Code )

An employee upon reaching the age of sixty (60) years or more, but not beyond
sixty five (65) years which is hereby declared compulsory retirement age, who has served
at least five (5) years in the said establishment , may retire and shall be entitled to a
retirement pay equivalent to at least one half (1/2) month salary for every year of service, a
fraction at least six (6) months being considered as one whole year.

The term one half (1/2) month salary shall mean fifteen (15) days plus one twelfth
(1/12) of the 13th month pay and the cash equivalent of not more than five (5) days of
service incentive leaves.

F. GASOLINE ALLOWANCE

A gasoline allowance shall be provided to officers and staff using their own
personal car in official trip at a rate of P10.00/km. If the user, instead of going back to the
office opted to go home, coming from an official trip, he/she will only be allowed to get
one way trip gasoline allowance. BUT if he/she goes back to the office, then he/she will be
allowed to get a gasoline allowance equivalent to back and forth trip. The employee must
register the km. reading before and after the official trip.
Employees with Transportation Allowance are exempt from claiming this
allowance.
 G. SEMINARS

All regular employees are given the opportunity to upgrade and improve his/her
skills, know how and education, by allowing them to attend Seminars, Teach ins,
Conferences etc. For at least once a year, subject to the following guidelines:

a) Only those, where subjects or topics to be discussed are

related to his/her function, shall be considered.
b) Attendance shall be coordinated and monitored in order to
avoid any disruption in the discharge of functions.
c) Cost of Seminars shall be shouldered by the Company.
However , should the attending employee resign or be
terminated for cause , he/she shall pay the cost of seminar
covered by a retention period as follows

1. One year if cost of seminar is less than ten thousand pesos.

2. Two years if cost of seminar is more than ten thousand.

d) The attending employee executes and signs an AFFIDAVIT

to this effect.
e) A seminar allowance shall be given to the attending employee
as follows;

½ Day W/Day
Rank and file P 75.00 P 100.00
Supervisor P 100.00 P 125.00
Department Head P 150.00 P 200.00
General Manager P 200.00 P 400.00

Actual transportation will be reimbursed.

RESTRICTIONS ON PERSONNEL

A. CONFIDENTIAL INFORMATION

Official business matters and affairs SHOULD be kept strict confidence and should
not be divulged much less discussed with OUTSIDERS.

Inquiries or request for information should be referred to the Department Head.

EMPLOYEES are strictly prohibited from giving out information about Company’s
Clients and removing from the Company premises, records, books, letters form and other
Company property without permission from the Department Head.

B. PRESS RELEASE
 No Officer and Employee area authorized to issue a Press Release without prior
approval from the MANAGEMENT.

C. DEBTS

EMPLOYEES should avoid getting into debts. Debts between co-employees are to
be discouraged and should be settled promptly.

D. OUTSIDE EMPLOYMENT

No Officers or Employee SHALL accept employment such as teaching jobs,

etc. without the permission of the General Manager.

SALARY RATE COMPUTATIONS

Daily Rate (DR) X 314days ( 303 working days + 11 Legal Holidays

----------------------------------
12 Months

= Monthly Basic Rate (MBR)

= MBR + Government Mandated
= Monthly Gross Salary Rate

RATE FORMULA
-------- --------------
1. Monthly Basic Rate + Government Mandated
= Gross Salary

2. Daily Basic Rate X 12 months

314 days
= Daily Rate

3. Hourly Daily Rate

8 hours
= Hourly Rate
OVERTIME PREMIUM

To compute for overtime premium on an hourly basis, one has to convert the monthly rate to daily
rate, then to hourly rate.

Days OT is R Hourly Overtime Overtime

Rendered A Rate + Premium = Pay per hour
% %

a) Ordinary days 100 + 50 =

Beyond 8 hours 100 + 125 =

b) Sunday / Legal
Holiday 100 + 50 =
__________________________________________________________
( succeeding hrs.) 100 + 125 =

c) Special Holidays
(first 8 hrs) 50 X hourly rate =
_________________________________________________________
( succeeding hours ) 100 + 50 =

NIGHT DIFFERENTIAL

Night differential pay is given to employees who are required and authorized to work from ten 10
PM to 6 AM. The rate is computed as follows:

Hourly Rate X 10% X No. Of Hours from 10PM to 6AM

Regular Pay + Night Differential Premium

OVERTIME AUTHORITY
 Date : ________________

To: Guard On Duty

Please be informed that the following personnel of ______________________________

Will perform overtime work on _________________, 2017

ID NUMBER & NAME : START : END : CODE : SIGNATURE

-----------------------------------:-------------------:--------------:-----------------:--------------------------------------

-----------------------------------:-------------------:--------------:-----------------:--------------------------------------

-----------------------------------:-------------------:--------------:-----------------:--------------------------------------

-----------------------------------:-------------------:--------------:-----------------:--------------------------------------

-----------------------------------:-------------------:--------------:-----------------:--------------------------------------

-----------------------------------:-------------------:--------------:-----------------:--------------------------------------

Noted by: Approved by:

_________________________ _______________________
Supervising Officer Department Head

Code 1. Work to meet deadline

2. Work due to absent personnel
3. Work for submission to government agency.

TRAVEL ASSIGNMENT ORDER

 Date: __________________

__________________________
Employee’s Name

__________________________
Position / Department

You are hereby authorized to travel on official business to perform the following assignments from
___________________ to _____________ with _______ calendar days

For the purpose of the above mentioned official travel and for the interest of the service, you are
authorized to obtain a cash advance of Php._______ to cover the following expenditures:
Actual and necessary expenses: Php ______________
Reimbursement of out of town travelling expenses:
Per diem (total for the duration) ______________
Transportation within the locality ______________
Others ( please specify )
__________________________ __________
__________________________ __________
__________________________ __________
__________________________ __________
Total Php _______________

MODE OF TRANSPORT

/ / Air / / Staff Car / Lease

/ / Land / / Public Utility
/ / Sea / / Private Vehicle

Your stay may be extended when so required subject to provisions of existing policies.

The cash advance shall be kept, disbursed and settled by you in accordance with existing policies.

Employee’s Conformation Recommended by: Approved by:

_____________________ __________________ __________________

REQUEST FOR USE OF COMPANY VEHICLE

Date: ________________ RFUCV No. ________

Requesting Unit: _________________________________

Purpose: __________________

Destinations: _________________________ __________________________

_________________________ __________________________

Period covered: _______________________________________________________

Date of Trip: _____________________

Passengers: _______________________________ _____________________________

_______________________________ _____________________________
_______________________________ _____________________________

Driver : ____________________________

Requested by: ________________________ Noted by:_______________________

Approved by: ________________________

For Driver’s Use

Km. Reading start: ______________ Fuel start: ____________

Km. Reading end : _____________ Load: ___________ liters
Total Reading: _________________ Receipt/s No. ______________
Fuel end: _____________
Time out: _______________ Time in: _______________

Prepared by: Checked by:

________________________________ __________________________
Driver’s signature over printed name Guard on Duty

CASH ADVANCE SLIP

To: Cashier

May I request for cash advance in the amount of pesos:

______________________________________________ Php ____________

To be used on the following:

/ / Transportation / / Inspection
/ / Purchase / / Others

Said cash advance will be liquidated after the purpose.

Requesting Employee: Endorsed by:

_________________________ _________________________
Signature over printed name Signature over printed name

Approved by:

____________________________
Signature over printed name

For Cashier Use

Breakdown of Currency:

P1,000 _________ 20.00 ________ 1.00 _________ 0.10 _________

500 _________ 10.00 ________ 0.50 _________ 0.05 _________
100 _________ 5.00 ________ 0.25 _________ 0.01 _________

Received by: ____________________________

Signature over printed name

SECURITY AGENCY GROUP

COMPANY: __________________________________________________

APPLICATION FOR: / / Vacation leave / / Sick Leave

/ / Maternity Leave / / Paternity Leave
/ / Undertime

Name of Employee: __________________________________ Employee no. ________

Position: ___________________________ Date Employed: ________________
Department / Section: ________________________
Purpose / Reason: _________________________________________________________

_________________________
Signature of Employee

Recommend: / / Approved / / Disapproved / / Approved / / Disapproved

_____________________________ ___________________________
Immediate Superior Department Head

For Personnel Administration Use

Vacation Leave Sick Leave Mat./Pat. Leave

W/pay W/o pay W/pay W/o pay
------------ ---------- --------- ----------- ---------------------
Balance as of
_____________ _______ ______ _____ _______ ______________
Leave Credits
Earned _______ ______ _____ _______ ______________
Less: This
Application _______ ______ _____ _______ ______________
Balance to
Date _______ ______ _____ _______ ______________

Prepared by: Certified by:

___________________________ __________________________
Personnel Clerk Administrative Officer
PERSONNEL REQUISITION FORM
 Date: _______________

To: Human Resources Department

We would like to request the following personnel due to:

/ / New
/ / Replacement

Number of personnel: _____________

Position: _________________
Place of assignment: _______________________________________
Date needed: _________________

Justifications ( In case of new position )

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Requesting Officer:

______________________________
Signature over printed name

Noted by: / / Approved / / Disapproved

___________________________ ________________________________
Department Head HRD General Manger

Copy furnished:
Department Head – Finance
Recruitment Section
( to be accomplished in duplicate )

REQUEST FOR CERTIFICATION

 Date: _____________

HUMAN RESOURCES DEPARTMENT

Personnel Administration Section

Sir / Madam

May I request from your office a certification of my;

/ / Employment
/ / SSS Membership
/ / Pag-ibig Membership
/ / Philhealth Membership

The certification being requested will be used for my (reason):

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Requested by:

______________________________
Signature over printed name

ID No. _____________

Endorsed by: Approved by:

___________________________ _________________________
Immediate Supervisor Administrative Officer

SECURITY SERVICES GROUP

 Request for Xerox

Company: ___________________________
Department: _________________________
Date: _______________________________
Document: _______________________________
________________________________
Purpose: _________________________________
No. of Copies: ________________
/ / Short bond paper
/ / Legal bond paper

Requested by: Approved by:

_____________________________ _____________________________
Signature over printed name Immediate Superior

Xerox Operator: ________________________

Meter Reading: Copies:

Start: ____________
End:

OFFENSES CLASSIFICATION INITIAL ACTION

1. Improper or incomplete wearing of prescribed uniform A WR
or paraphernalia.
2. Non observance of proper grooming such as polished shoes A WR
proper haircut etc.
3. Tardiness, reporting for work late, without reasonable A WR
cause (see policy on Tardiness)
4. Absent Without Official Leave ( AWOL ) for one day A WR
( see policy on absences )
5. Failure to properly accomplish & submit DTR on time A WR
Or losing of time record.
6. Failure to notify Superior one hour before prescribed A WR
work time, in case of absence.
7. Failure to recite correctly the General Orders, Code of A WR
Conduct and Code of Conduct of Security Guards
8. Smoking while on duty. A WR
9. Sitting down unless required by the nature of his work A WR
10. Act or behavior affecting the good image of the company, A WR
Employee or client such as excessive borrowing etc.
11. Improper maintenance of firearm, ammunition or A WR
paraphernalia.
12. Failure to give due respect to co-employee, officer of AFP A WR
and PNP or other outside party.
13. Reading periodical book or any reading material while on A WR
Duty unless required to do so.
14. Causing undue delay in the accomplishment of assignment A WR
such as required reports or other office documents etc.
15. Act of behavior affecting performance of duty such as A WR
unnecessary conversation, vending, texting, etc.
16. Creating or contributing to the unsanitary condition B 5 days suspension
within company, one’s post or client premises.
17. Unauthorized distribution of banned literature or any B 5 days suspension
written, printed, viewing materials including exhibition of
pornographic material within company or client premises.
18. Participating in, allowing or promoting gambling or any B 5 days suspension
other game of chance within company or client premises.
19. Failure to carry private security license, firearms license B 5 days suspension
Or duty detail order while on duty.
20. Taking a nap during work hours. B 5 days suspension
21. Losing or misplacing company or clients documents. B 5 days suspension