GUIDELINES AND INSTRUCTIONS FOR GOVERNMENT MANDATORY BENEFITS

SOCIAL SECURITY SYSTEM

Loan Application

Requirements:

At least 36 monthly contributions

Actual SSS digitized ID (to be returned to the applicant)

                       

Sickness Notification

Requirements:

No company sick leave credits left

At least 4 days of sickness

Accomplish the form (part I to be accomplished by the sick employee; part II to be accomplished by     the employee’s physician; part III to be accomplished by the HR staff)

Actual SSS digitized ID

* wait for the approval of the SSS. The sickness notification form will be mailed to the office. If approved, fill up the sickness reimbursement form, if not approved because of insufficient documents return the form to the employee and ask to complete the documents:

Sickness Reimbursement

Requirements:

Approved Sickness Notification Form

Sections 1-10 to be filled up by the HR staff; section 11-13 to be filled up by the accounting staff

Have employee sign the form

Actual SSS digitized ID     

* attach the approved sickness notification form to the sickness reimbursement form

Maternity Notification

Requirements:

Employee should notify HRD of pregnancy immediately upon discovery

Actual SSS digitized ID

(Male employees should notify HR office of wife’s pregnancy and due date by accomplishing advanced leave application ahead of time. Only male employees who are legally married are qualified for paternity leave of seven days)

Maternity Reimbursement

Requirements:

Maternity Notification form received by the SSS

Attach to the reimbursement form the certified true copy of the child’s birth certificate and operation             record if caesarian)

Actual SSS digitized ID

* attach the maternity notification form to the maternity reimbursement form.

SSS E-4 Member’s Data Amendment Form

To be filled up by the employee if there are amendments to his / her records (e.i. single to married;             additional dependent/child).

Attach certified true copy and photocopy of birth certificate / marriage contract.

SSS E-6 Application for Social Security ID

To be filled up by the employee. Employee must personally visit the SSS office to process his application for ID.

ALL DOCUMENTS TO BE PROCESSED TO SSS NEED TO BE SUBMITTED WITH THE SSS DIGITIZED ID. IF THE EMPLOYEE DOES NOT HAVE SSS DIGITIZED ID, HE SHOULD APPLY FOR IT. IF HE NEEDS TO PROCESS DOCUMENTS RIGHT AWAY HE SHOULD PRESENT THE APPLICATION FORM ID STUB WITH 2 VALID IDs IF HE HAS NOT RECEIVED HIS DIGITIZED ID YET.

ALL SSS DOCUMENTS SHOULD BE SUBMITTED IN 2 COPIES (ORIGINAL COPY TO THE SSS AND THE PHOTOCOPY TO THE EMPLOYER)

PAG-Ibig / Home Development Mutual Fund

Multi-Purpose Loan Application

Requirements:

At least 24 monthly contributions

Employee’s community tax certificate number

Thumbmark / thumbprint of employee

Records Transfer

To be filled up by the employee to transfer his records under new employer’s name

ESAV Request Slip

To be filled up by the employee if he wants to request for a print out of his contribution records, etc.

Member’s Data Form (MDF)

To be filled up by the employee to transfer / register his records under new employer’s name

Bureau of Internal Revenue (BIR)

1902 Form

To be filled up by the employee who has no TIN number yet.

Attach photocopy of birth certificate, marriage contract (if any) and children’s birth certificate (if any)   to each form

To be accomplished in triplicate. (1 copy for bir, 1 copy for 201 file, 1 copy for the employee)

2305 Form

To be filled up by the employee for amendments/update (single to married; additional             dependents/child)

Must attach photocopy of birth certificate/marriage contract to each form

To be accomplished in triplicate. (1 copy for bir, 1 copy for 201 file, 1 copy for the employee)

Employee must give HR department a copy of this form which has “received” stamp by BIR

*employee may only process 2305 if his BIR record has Revenue District Office (RDO) no. 047. If his record is not under RDO 047, he should personally process his 2305 to the branch where his record is located. Call BIR hotline 981-8888 to know what’s your RDO number.

1905 Form

To be filled up by the employee if he wants to transfer his record under new employer’s name.

Employee must personally submit this form to BIR office where his record is located.

PHILHEALTH (Philippine Health Insurance Corp.)

Claim Form 1

To be filled up by the employee to claim hospitalization discount

M1a Form

To be filled up by the employee to register his name under new employer’s name

To be accomplished in triplicate.

Attach photocopies of birth certificate/s of dependents and marriage contract if married.

M2 Member Data Amendment Form

To be filled up by the employee for amendments/change in status, additional dependent

To be accomplished in triplicate.

Attach photocopies of birth certificate/s of dependents and marriage contract if married.

HR ROLE - FROM ACQUIRING TO RETAINING

Change in HR role from Acquiring to Retaining

Recruitment or acquiring talents is the most popular HR role. But that was then before. Nowadays, in the era of technology, online networks, sms and mobile apps., HR roles also progress into a more important and meaningful work – and that is Retention. HR is not just hiring people, it also about retaining employees.

Retention is not only about maintaining satisfied and talented employees, it is also making them grow by helping them develop additional skills and polish whatever it is that is already innate in them. Developing talents is also one factor in motivating employees to grow old with the company. In that way, the company is obtaining competitive advantage because adding value to the people is also adding value to the company itself.

Oftentimes, HR are misviewed. They were not seen as valued partners in the organization. They are simply followers of the company President or the owner of the company. Organizations would fail if they don’t realize that HR people are their teammates in making the corporation succeed. They must provide, assist and support each other especially when it deals with HR Programs. So when HR operates as valued partner, it can ensure that only best talents are hired and that skills and competencies are being nurtured the right way.

These partnerships among the members of the organizations enable the HR Manager to add value to the corporation.

ISO IN HUMAN RESOURCE

Human Resource Department, ISO 9000-1200 certification process is the process which highly focused on the documentation than the actual application of the process. Simple tip for achieving the ISO certification for HR department is to prepare the documents before hand in order to get the required result. 

    

1. List of Employees
2. Annual Training Plan
3. Training Record
4. Training Effectiveness Report
5. Employee Requisition Form
6. Interview Evaluation
7. Job Offers/ Employment Contract
8. Probationary Report
9. Job Description
10. Performance Appraisal
11. Accident Records
12. Leave Records(Absenteeism)

Beside this, there are certain areas which the ISO specifically focusses on. You'll have to check with the Quality Assurance/Trainer who's helping you attain this certification for those areas.

First you'll have to decide how you'd like to go about doing a particular activity then the formats which you'd incorporated for those.

1)  Need identification is to be done from quarterly KRAs(may be you want to identify the training needs as a yearly activity)

2) Quarterly calender has to be made (in case its an yearly training yearly calendar with trainings identified monthwise has to be made) - The format could contain columns like Training id, Training name, Planned days, No of persons to attend, actual days the training was conducted,Vendor's name ,Date /Month of Conducting/Conducted).

3) Negotiation with training vendors

4) Deciding a date and mailing to HODs and Participants

5) Filling up of training attendance sheet (Columns – Date, NO,Name of the participant,Department,Signature) and it has to contain information like Name of the training, Training ID,Person/Department who conducted and date.

6) Training feedback form (which could be designed as per the need and focusing on feedbacks, training material,relevance of the training on the job etc)

7) Training effectiveness Evaluation Sheet which should contain the aggregate of all the individual feedback.

8)  Another mandatory training record would be the name of employees,departments,trainings which they have identified against conducted trainings for them.

9) Feedback on each training from HODs to see whether it has been of any use to them or not/how it has effected their work. Create these documents and create a FLOWCHART documenting the processes you follow for each activity.Now whatever document you generate , put it in the PROCESS & HR PROCESS TABLE because these documents are auditable.. Similarly , jot down the activities in recruitment,create a process through a flowchart and then create formats. Auditable formats in recruitment are Personal data form, Manpower request Form & Interview assessment sheet .

10. ) Skill Inventory again is a mandatory requirement of ISO . Design an individual skill inventory forms and department skill inventory forms , the skills mentioned in these forms has to be rated by self as well as superior and this activity . This shoud be a yearly activity. Make this process online where computer could automatically generate an equivalent rating or adjectival equivalent of the rating input.

Similarly you've to summarize all the departmental activities in the process table, define dates for doing that and the entire activities,formats and the process table .

RECRUITMENT TOOLS FOR OFFLINE RECRUITMENT

     RECRUITMENT TOOLS

     OFFLINE RECRUITMENT

                

             1.                SOURCE :      Skill Banks for Internal Employees      

                        TOOLS    :      Conduct Employee Survey - Skills Inventory       

                        STRATEGY :  Make the vacancy for each team open to all interested and qualified     

                        internal employees; just need to set specific guidelines on promotion

             2.                SOURCE    : Leaf let job ads

                        TOOLS    :    leaflets/flyers including company profit
                        STRATEGY :  malls/lrt/mrt stations/PUBLIC PLACES

             3.        SOURCE    : Encouraging Employee Referrals

           TOOLS    :    wall posters with list of job vacancies; leaflets; announcement through audio    

                                  system; letters to each employee
           STRATEGY :  need to know first the status of employee morale/BUILD IT UP

4.        SOURCE    :  Public Employment Service Offices (nationwide)

           TOOLS       : letters to PESO Directors/ job vacancy list/company profile

           STRATEGY :  coordinate with different PESO Offices nationwide/ join their job fairs  

5.        SOURCE  : Headhunters

           TOOLS     : RECRUITMENT AGENCIES/ HEADHUNTERS

           STRATEGY : will pay at least 13% of the annual renumeration of the chosen candidate

6.                SOURCE  : CONVENTIONS

         TOOLS     : GET TO KNOW DIFFERENT ASSOCIATIONS AND RELATED       

                             CONVENTIONS

           STRATEGY : SPONSOR A BOOTH AND GIVE OUT LEAFLETS AND CALLING 

                               Cards

7.        SOURCE  : Schools/Universities

         TOOLS     : Coordinate with the Placement offices

          STRATEGY : Get acquainted with the Placement Officers and get their con

8.               SOURCE  : CHURCH JOB POSTINGS

         TOOLS     : Coordinate with the Church secretaries and Associations

         STRATEGY : Get contacts

9.        SOURCE  : JOB POSTINGS ON NON-GOVERNMENT ASSOCIATIONS  AND   

                               CHAMBER OF COMMERCE (Different Chapters) and ask for referrals       

           TOOLS     : Coordinate with the members and Officers

           STRATEGY : Know their events- sponsor and participate

10.       SOURCE  : Sponsoring a Grand Alumni Association Reunion

        TOOLS     : Coordinate with the Internal Employees who are members and Officers

        STRATEGY : Get contacts and sponsor their events

11.      SOURCE  : Outbid the competitors

        TOOLS     : Review current benefit and compensation package

        STRATEGY : Adjust benefits; give flexible working hours

12.      SOURCE  : Train the Internal Employees

       TOOLS     : Strengthened Training Programs

       STRATEGY : Assign trainors; identify employees with potential

13.      SOURCE  : Open House

       TOOLS     : Organize this event; announce and advertise

       STRATEGY : Assign each team for an exhibit; have an open booth for receiving   

                            resume/applications

BIR WAIVER FORM

SWORN DECLARATION ON WAIVER OR RIGHT TO CLAIM EXEMPTION OF DEPENDENT CHILDREN BY THE HUSBAND

            In accordance with the provisions of Section 29 (1) (2) (A) of the National Internal Revenue Code, as amended.  I, __________________________________, hereby voluntary depose and say:

1.      That my wife and I are both income earners;

2.      That we file a joint income tax returns on our taxable income;

3.      That I hereby waive my right to claim the additional exemption for all our qualified ______ dependent children in favor of my wife _________________________________ who is presently employed with ______________________________________________.

4.      That this waiver shall be effective for the taxable year ________________ and shall continue for the succeeding year/s unless sooner revoked.

            I hereby declare under penalties of perjury that the foregoing representations are true and correct and that the waiver of right is voluntarily and knowingly made in accordance with the provisions of the National Internal Revenue Code, as amended.

____________________                                            ______________________________

               Date                                                                         Taxpayer – Husband

---------------------------------------------------------------------------------------------------------------------------------

            This is to acknowledge receipt of the above waiver of Mr. ______________

_____________________ in favor of his wife_________________________________

who shall be entitled to claim the additional exemption of all their qualified dependent children effective _________________ (Month/Taxable Year).

                                                                                        ______________________________

                                                                                               Employer of Husband

Note: If husband is engaged in business disregard the acknowledgement receipt portion of this form.