Professional Documents
Culture Documents
for Effectiveness
(LACE)
Recording of Work Hours
Learner’s Outcome:
At the end of the session, you should be able to:
1. Understand the importance of
Recording Services Rendered
2. Know the different forms used
in recording work hours
3. Know the uses and importance
of these forms
Learner’s Outcome:
At the end of the session, you should be able to:
4. Proper appreciation of records and
computation of leave credits
5. Know the conversion of tardiness
and undertime into fractions of a day
6. Learn/re‐learn how to record entries
in the Leave Record Card
Why the need
for a DTR?
Sec. 191 Government Accounting and
Auditing Manual (GAAM)
• Basic Requirements for payment of salaries
and wages are (5):
….. C) Rendition of service being paid
Sec. 194 (GAAM)
• A useful tool to record the
whereabouts of
employees
OM 47, s. 2005
Printed name and
signature of employee
Actual Date of use
Details
• purpose (Official/personal)
• reason
To be filled up by
Guard‐on‐duty
• Certificate of Appearance (CA)
will only be filled‐up for Official
Business transactions
• Personal transactions are not
included
• Inclusion of CA shall be filled‐up
by the person with whom the
employee transacted business
• Inclusion of additional
instruction:
LEAVE RECORD CARD
NAME DIVISION/OFFICE 1ST DAY OF SERVICE
VACATION LEAVE SICK LEAVE DATE & ACTION ON
PERIOD PARTICULARS APPLICATION FOR
EARNED ABS. BAL. ABS. UND. EARNED ABS. BAL. ABS. UND.
LEAVE
UND.W/P W/P UND.W/P W/P
VLB = (PLB + ELC) – (T+U+VL+FL+MON)
VLB = Vacation Leave Balance
PLB = Previous Leave Balance
ELB = Earned Leave Credits
T/U/VL/FL/MON. = Tardy, Undertime,
Vacation Leave, Forced Leave, Monetization
SLB = (PSLB + ESLB) – (ASL)
SLB = Sick Leave Balance
PSLB = Previous Sick Leave Balance
ASL = Approved Sick Leave
Maximum Leave Credits an individual
can earn in a month:
1.25 VL and 1.25 SL
• Table I: Vacation and Sick Leave Credits Earned
on a Monthly Basis (page 12)
(Found in the Omnibus
Rules on Leave)
• Table III: Leave Credits Earned in a Month by
Official/Employee without any Vacation
Leave Credit Left (page 14)
1. Tardiness Incurred = 7 hrs. & 46 min.
Total deductions to VL credits = ?
Total deductions to VL credits = 0.971
2. Tardiness & Undertime Incurred = 14 hrs. &
5 min.
Total deductions to VL credits = ?
Total deductions to VL credits = 1.760
Warm‐up Exercises:
3. Leave balance as of Dec. 1, 2015:
VL = 15.75
SL = 18.50
Find leave balance as of Feb. 1, 2016.
Leave balance as of Feb. 1, 2016:
VL = 18.25
SL = 21.00
Warm‐up Exercises:
4. Leave balance as of Nov. 1, 2015:
VL = 18.55 SL = 14.85
Tardiness & Undertime Incurred = 6 hrs. & 33 min.
Find leave balance as of Dec. 1, 2015.
Leave balance as of Dec. 1, 2015:
VL = 18.981
SL = 16.1
Warm‐up Exercises:
5. First day of government service =
November 15, 2015
Find leave balance as of Dec. 1, 2015.
Find leave balance as of Jan. 1, 2016.
Dec. 1, 2015 = .667 (16 days until Nov.
30, 2015)
Jan. 1, 2016 = 1.917
Recording of Entries
in the Leave Record
Card
Leave Record Card
LEAVE RECORD CARD
NAME DIVISION/OFFICE 1ST DAY OF SERVICE
VACATION LEAVE SICK LEAVE DATE & ACTION ON
PERIOD PARTICULARS APPLICATION FOR
EARNED ABS. BAL. ABS. UND. EARNED ABS. BAL. ABS. UND.
LEAVE
UND.W/P W/P UND.W/P W/P
Recording of Entries in the Leave
Record Card
• Using a new card, for new employees, indicate date
the employee first reported, and the number of
CALENDAR DAYS to be counted as earned leave
credits in the Particulars column.
• Using a new card, for employees with previous
balances, write “Balance Forwarded” on the first
row and the date of last balance. Then write the
previous VL and SL balance on the appropriate
columns.
LEAVE RECORD CARD
NAME DIVISION/OFFICE 1ST DAY OF SERVICE
• Count the number of times the employee was tardy
or undertime for the month, indicate using T and U
• Tally the total number of hours the employee has
committed tardiness/undertime for the month
using the (D‐H‐M) format. For example, the
employee committed 3 times tardiness and 1
undertime for the month, for a total of 1 hour and
20 minutes
• Place the equivalent deduction in the VL w/ pay
column
LEAVE RECORD CARD
NAME DIVISION/OFFICE 1ST DAY OF SERVICE
• Count the total number of times the employee have
taken leave of absences, if any, also using the (D‐H‐
M) format (1 type of leave per row)
• Indicate the equivalent deduction to the leave
credits on the appropriate column, if applicable
• In the rightmost column, indicate the date/s of
leave availed
• For example, the employee had availed of 2 VL and
1 SL for the month:
LEAVE RECORD CARD
NAME DIVISION/OFFICE 1ST DAY OF SERVICE
5/17/2016
SL(1‐0‐0) 1.000 APPROVED 5/18/2016
Recording of Entries in the Leave
Record Card
• On the next row, indicate the first day of the
ensuing month
• Indicate balances earned in the appropriate column
• Calculate for and indicate current balance for the
period
LEAVE RECORD CARD
NAME DIVISION/OFFICE 1ST DAY OF SERVICE
5/17/2016
SL(1‐0‐0) 1.000 APPROVED 5/18/2016
VL = 42.750 SL = 33.250
Flexible
working
hours
April 21, 1989
Availment of Employee
Monitoring
Computation Of Leave Credits (Flexi)
8 hours/day
40 hours/week
Mr. Cris Barbosa’s leave balance as of January 1,
2016:
VL = 12.750 SL = 13.250
His agency has adopted a flexi‐schedule which is
completion of 8 hours/day; Official Work Hours:
8:00 – 11:00 AM and 12:00 – 5:00 PM; His January
2016 DTR is provided for you. Compute Mr.
Barbosa’s Leave Balance as of February 1, 2016.
JANUARY 1 – 31, 2016
TOTAL T/U: 2:16, EQUIV. = 0.283
• Coverage:
– Incumbents of positions of chief of division and
below under permanent, temporary or casual
status, and contractual personnel whose
employment is in the nature of a regular
employee.
CSC‐DBM Joint Cir. 2, s. 2004
• Exemption:
– Those occupying positions whose ranks are higher
than chiefs of division;
– Those appointed to positions in the Career
Executive Service (CES);
– Elective officials; and
– Military and uniformed personnel
CSC‐DBM Joint Cir. 2, s. 2004
• Guidelines
– Employees are required to render forty (40) hours
of work in a week subject to the work schedule
adopted by the agency. In the exigency of the
service, employees may be required to render
services beyond official working hours.
CSC‐DBM Joint Cir. 2, s. 2004
• Guidelines
– The Head of Office shall determine the need for
overtime services. In this regard, the Office
concerned shall issue an office order specifying
the date and time for rendition of overtime, and
its purpose.
CSC‐DBM Joint Cir. 2, s. 2004
• Guidelines
– Overtime services may be authorized for the
following activities:
Completion of infrastructure and other
projects with set deadline when due to
unforeseen events the deadline cannot be
met without resorting to overtime work;
relief, rehabilitation, reconstruction and
other related work of services during
calamities and disasters;
CSC‐DBM Joint Cir. 2, s. 2004
• Work related to school graduation/
registration where the additional work cannot
be handled by existing personnel during
regular working hours;
• Work involving the preparation for and
administration of government examinations,
including the prompt correction and release
of results thereof where existing personnel
are not adequate to handle such work during
regular working hours;
CSC‐DBM Joint Cir. 2, s. 2004
• Computation of COCs
– The COC is expressed in number of hours,
computed as follows:
For overtime services rendered on weekdays or
scheduled work days:
COC = number of hours of overtime services x 1.0
IMPORTANT NOTE: COMPUTING OF COC ONLY APPLIES
ON HOURS RENDERED OUTSIDE OF OFFICIAL WORK
HOURS
For overtime services rendered on weekends, holidays
or scheduled days off:
COC = number of hours of overtime services x 1.5
CSC‐DBM Joint Cir. 2, s. 2004
• Availment of CTO
– May be availed of in blocks of four (4) or eight (8)
hours. Agencies adopting alternative work
schedules should make parallel adjustments in the
availment blocks, tantamount to either a half or
full day leave from work.
– The employee may use the CTO continuously up
to a maximum of five (5) consecutive days per
single availment, or on a staggered basis within a
year.
CSC‐DBM Joint Cir. 2, s. 2004
Rendition of Overtime
Service
Preparation of Monthly Summary
of Actual OT services
and COCs earned
Procedures:
Issuance of Certificate of
COCs by the Head of Office
Request of Approval Certificate of
of the schedule of CTO COCs/Leave
Form
Availment of CTO
Duties of HRMP
31 HOURS AND 37 MINUTES