SERVICES COMMON TO ALL CAPITOL OFFICES
internal services

• Certificate of Employment
• Certificate of Net Pay, Compensation and Benefits
• Certified Machine Copies of Payrolls / Vouchers
• Certified Machine Copies of Appointments / IPCR / BIR Form 2316 / SALN
• Certification of Leave Credits Balance
• Daily Time Record and Log Data
• Payslip
• Certificate of Last Premium Payment of HDMF, GSIS and PHIC

Issuance of Certificates and other documents related to employment and employee benefits to individuals for their employment and legal purposes.

Office or Division: Administrative Division / Section All Iloilo Provincial Government Offices
Classification: Simple
Type of Transaction: G2C – Government to Citizen, G2G - Government to Government
Who May Avail: Active and Inactive Employees of Iloilo Provincial Government


CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request Form – 1 original copy Receiving Area, IPG Office where individual is/was employed


CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fills up request form and submits to Receiving Area 1.1 Receives and records request None 5 minutes Receiving Clerk - Designate
  1.2 Retrieves data, and prepares document None 2 hours Supervising Administrative Officer or AO Designate
  1.3 Makes final review and signs document None 20 minutes
2. Receives the document from Administrative Division 2. Releases the document None 5 minutes
TOTAL None 2 hours 30 minutes

Note: Person Responsible varies in each office due to availability of positions. They will be named individually and by position per office in the local Information Billboard. Persons Responsible under this service is under the supervision of the Supervising Administrative Officer or AO Designate.

Filing of Application for Leave of Absence

Office or Division: Administrative Division / Section All Iloilo Provincial Government Offices
Classification: Simple
Type of Transaction: G2G – Government to Government
Who May Avail: Active Employees of the Iloilo Provincial Government


CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request Form – 1 original copy Receiving Area, IPG Office where individual is/was employed


CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Fills up request form and submits to Receiving Area 1.1 Receives and records request None 5 minutes Receiving Clerk - Designate
  1.2 Retrieves, checks and computes leave balances None 30 minutes Leave Clerk - Designate
  1.3 Reviews and signs the document None 5 minutes Supervising Administrative Officer or AO Designate
   1.4 Reviews, signs the document and endorses to Head of Office None  5 minutes Division Head of Employee
1.5 Approves / Disapproves the leave application None 30 minutes Head of Office
2. Receives the document from Administrative Division 2.1 Releases the document None 5 minutes Leave Clerk - Designate
TOTAL None 1 hour 20 minutes

Issuance and Recording of Office Supplies to employees for Office use

Office or Division: Administrative Division / Section All Iloilo Provincial Government Offices
Classification: Simple
Type of Transaction: G2G – Government to Government
Who May Avail: Active Employees of the Iloilo Provincial Government


CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Requisition and Issuance Slip – 1 original copy Supply Officer-Designate, IPG Office where individual is employed
List of Office Supplies Requesting Party


CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Submits List of Supplies to the Supply Section 1.1 Receives List and checks availability of supplies None 30 minutes Supply Officer - Designate
 2. Fills-up Requisition and Issuance Slip 2.1 If available, prepares the available supplies If not available, informs client None 30 minutes Supply Officer - Designate
  2.2 Endorses Requisition and Issuance Slip to Head of Office for approval None 5 minutes Supply Officer - Designate
  2.3 Head of Office signs the Requisition and Issuance Slip None 5 minutes Head of Office
3. Receives supplies and signs Requisition and Issuance Slip from Supply Officer 3.1 Signs and release supplies in Requisition and Issuance Slip None 20 minutes  Supply Officer - Designate
TOTAL None 1 hour 30 minutes

Processing of daily time record for preparation of salaries and overtime payroll / vouchers.

Office or Division: Administrative Division / Section All Iloilo Provincial Government Offices
Classification: Simple
Type of Transaction: G2G – Government to Government
Who May Avail: Active Employees of the Iloilo Provincial Government


CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For Salary 1. Signed and Approved Daily Time Record – original and 1 duplicate copy 2. Approved Application For Leave (if applicable) – 2 original copies 3. Information on changes in loan / premium deductions (if applicable) 4. Travel / Office Order (if applicable) Requesting Employees
For Overtime Pay: 1. Signed and Approved Daily Time Record – 1 original and 1 duplicate copy 2. Overtime Accomplishment Report Requesting Employees


CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Employees submits Requirements to Payroll Clerk on or before set cut-of 1.1 Receives requirements None 5 minutes Payroll Clerk - Designate
  1.2 Checks requirements for completeness None 4 hours Payroll Clerk - Designate
  1.3 Computes, checks and adjust salary payable None 4 hours Payroll Clerk - Designate
  1.4 Encodes and reviews payroll None 4 hours Payroll Clerk - Designate
   1.5 Prints payroll and other supporting documents None  4 hours  Head of Office
1.6 Endorses payroll and supporting document to Supervising Administrative Officer or AO Designate None 5 minutes Payroll Clerk - Designate
1.7 Reviews and signs Payroll and related documents None 4 hours Supervising Administrative Officer or AO Designate
1.8 Endorses payroll and supporting documents to Head of Office None 5 minutes
1.9 Reviews and signs Payroll and related documents None 2 hours Head of Office
1.10 Submits payroll to Budget Office for Processing None 1 hour Payroll Clerk - Designate
TOTAL None 1 hour 30 minutes

An officer or employee is allowed to monetize : • a maximum of ten (10) working days vacation leave/service credits once a year (Regular). • a maximum 50% of all accumulated vacation/sick leave credits due to valid and justifiable reasons (Special)

Office or Division: Administrative Section, Hospital Management Office
Classification: Simple
Type of Transaction: G2G – Government to Government
Who May Avail: All 12 district hospitals and 1 provincial hospital of the Iloilo Provincial Government


CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Application for Leave (2 copies) Requesting Party Leave Clerk - Designate
For Regular Monetization • Applicant must have accumulated at least 15 days of vacation leave credits
For Special Monetization • Applicant must have at least more than thirty (30) days accumulated vacation and sick leave credits • Letter request for additional monetization approved by the Governor • Waiver duly signed by waiving personnel in favor of the applicant • Dul approved application for leave or leave balances of the waiving employee


CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1.Submits requirements to Administrative Office 1.1 Receives and records request None 5 minutes Leave Clerk - Designate
  1.2 Retrieves, checks and computes leave credits None 10 minutes
  1.3 Prepares payroll and obligation request (OBR) None 15 minutes Payroll Clerk - Designate
  1.4 Reviews , signs leave form, payroll and obligation request (OBR), and endorses to Head of Office None 15 minutes Supervising Administrative Officer or AO Designate
  1.5 Approves and signs the leave form, obligation request (OBR) and Payroll None 30 minutes Provincial Government Department Head
1.6 Records and forwards obligation request (OBR) and Payroll to Human Resource Development Office for final review and recording None 20 minutes Payroll Clerk - Designate
TOTAL   None 1 hour 35 minutes  
• Salaries & Wages/PERA
• Per diems/Traveling/Training Expenses
• Other Benefits/Bonuses/Claims

For issuing of barcodes of OBRs/Vouchers/Payrolls of claims for financial document tracking

Office or Division: Administrative Division
Classification: Simple
Type of Transaction: G2G – Government to Government
Who May Avail: Active Employees of the Iloilo Provincial Government


CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Obligation Requests (OBR) Requesting Party Leave Clerk - Designate
2. Vouchers
3. Payrolls
4. Complete attachments of supporting documents (DTRs, Office Orders, Itinerary of Travel etc)


CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING TIME PERSON RESPONSIBLE
1. Presents OBRs/ Vouchers/Payroll 1.1 Receives vouchers/ payrolls/OBRs and log to computer for bar coding None 3 minutes Administrative Assistant III
  1.2. Print bar code and attached to vouchers/ payrolls/OBRs None 1 minute Administrative Assistant III
2. Receives bar coded OBRs/Vouchers/ Payrolls 3. Release bar coded OBRs/Vouhers/ Payrolls None 1 minute Administrative Assistant III
TOTAL   None  5 minute