Page 61 - PARAMETER E

Part 1- Administrative Manual

4.4.15.8. The submitted documents to ascertain entitlement of vacation service credit claimed by the
faculty concerned shall be evaluated by the head of HRM Office;
4.4.15.9. To avoid errors in computation of leave balances, leave credits should be reviewed first by the
employee’s immediate supervisor;
4.4.15.10. The individual employee’s leave card which shall be made available to parties concerned
upon request shall be updated by the HRMO; and
4.4.15.11. The provisions on Leave of Absence and Vacation Leave Credits are always subservient to any
amendment/s promulgated by the CSC.

4.4.16. Time Keeping System

4.4.16.1. A Biometric or any other appropriate device shall be maintained in the University to monitor the
working hours of the employees;
4.4.16.2. The Security Guard shall take charge of the maintenance and proper use of the biometric;
4.4.16.3. All employees, except the University President, are required to use the biometric to monitor their
time in and out as to the actual time of arrival and departure. At the end of the month, the
immediate supervisor should check entries in the biometric print out against entries in the Daily
Time Record (Form 48) and should certify correctness of both entries;
4.4.16.4. Computation of leave credits should be reviewed by the immediate supervisor before recording.
The immediate head signs/certifies time cards before recording in the corresponding employee
leave cards;
4.4.16.5. In no case shall an employee leave their areas of assignment without approval by his immediate
supervisor, locator slips shall be used in monitoring the whereabouts of the employees during
office hours – the nature whether on official or personal business; destination; purpose; date and
time shall be indicated in the form. The slip shall be approved by the immediate supervisor. A
Locator Slip will not entitle the employee to the use of official hours for private purpose. Thus, if
on personal business, the same shall be charged against the leave credits of the employee
concerned; and
4.4.16.6. All Locator Slips must be attached to the Form 48.

4.4.17. Retirement

The following documents are required for submission to the GSIS and the HRMO Office
upon application for retirement:
4.4.17.1. Duly approved application letter to retire;
4.4.17.2. GSIS Retirement Gratuity Adjudication;
4.4.17.3. GSIS Certificate of Clearance;
4.4.17.4. Complete Service Record;
4.4.17.5. Clearance from money, property and legal accountability;
4.4.17.6. Fiscal’s clearance (place of assignment);
4.4.17.7. Fiscal’s clearance (place of residence);
4.4.17.8. Affidavit of applicant that he/she has no pending criminal case;
4.4.17.9. Statement of assets and liabilities;
4.4.17.10. Last appointment papers;
4.4.17.11. Appointment showing highest salary received if salary under last appointment is not the
highest; and
4.4.17.12. Current I.D. of the employee should be surrendered.
4.4.18. Resignation

A resignation letter should be submitted to the University President through channels 30
days before the effectivity of the resignation;

4.4.18.1. An employee who intends to resign shall be required to accomplish clearance from money and
property accountability before resignation is accepted; and

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IFSU Code