Page 269 - Area 10 - Relevant Document

Part 1- Administrative Manual

4.4.15.5. Unused service credits shall be converted to vacation and sick leave using the formula stated
above. The total vacation and sick leave that may accumulate to the credit of a teacher has
no limit;
4.4.15.6. Commutation of teacher’s accumulated service credits converted to vacation and sick
leave shall be allowed only to those who resign, retire or are separated from the service;
4.4.15.7. Payment of terminal leave shall be made only after confirmation of the total accumulated
leave of the teacher. For the purpose of confirmation, the claim shall be supported by
pertinent records showing dates, times, and places when and where service credits were
earned;
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.

48
IFSU Code