Support Services Branch
A. Request for Certification and Service Record
The Human Resource Management Section (HRMS) under the Administrative Division (AD)/Support Services Branch (SSB) provides services in the form of issuance of certifications and service record based on the Personnel Information System (PIS), Personal Services Itemization and Plantilla of Personnel (PSIPOP), and other pertinent documents. The certifications and service record are important documents used by former employees for their application, promotion, retirement, travel, and for whatever legal purpose the documents may serve.
The records were automated starting Year 2000; however, records of employees who were employed before Year 2000 were not included in the existing HR system. The records shall be retrieved manually from the HR Records Storage Room or verified from the Civil Service Commission (CSC).
Office or Division:
Human Resource Management Section (HRMS), Administrative Division (AD), Support Services Branch (SSB), NAMRIA
Classification: Complex Type of
Transaction: G2C - Government to Citizen Who may avail: Former NAMRIA employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE External Client Request form
(one copy) and One (1) valid identification (ID) card
HRMS Office (Printed Form)
Copies of service records, appointment and other pertinent documents
Former Employee
Contact details Former Employee
If the request is filed through a representative, an Authorization Letter and one (1) valid ID of the representative
Former Employee and Authorized Representative
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE 1. Request
certification or service record
1.1.Receive and Check request from ICRMS.
None 15 minutes Administrative Officer IV (HRMO II)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE by filling-up
ECRF Former employee should provide specific
requirement/inf or-mation needed and for whatever purpose it may serve
If the request is through a phone call, the former
employee must provide
complete
information with regards to the service
requested and for whatever legal purpose the document may serve.
Contact
Number is also important In the absence of the former employee, duly authorized representative of the
employee may transact with HRMS upon presentation of Authorization Letter and presentation of Valid former
Verify with client information required if necessary.
SSB-HRMS
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE employee and
the authorized representative.
1.2 Check and Verify records in the Human Resource Information System or HRIS (PIS, PSIPOP) and other former employee information
If record is available, proceed to Agency Action No. 1.7; if not, proceed to Agency Action No. 1.5
None *Processing time depends on
the availability of
records in the HRIS and other employee information.
30 mins if information
is available in
the HRIS
Administrative Assistant II SSB-HRMS
1.3 If former
employee of the Bureau of Coast and Geodetic Survey
/Hydrography Branch (HB), coordinate with HB San Nicolas Office to check and verify records
If the record is available proceed to Agency Action No. 1.7; if not, proceed to Agency Action No. 1.4
None 15 mins coordination
*Processing time depends on
the availability of
records in HB, San
Nicolas Office and
other employee information.
30 mins if available in HB record.
Clerk III HB
or Administrative
Officer IV (HRMO II) SSB-HRMS
or Administrative
Assistant II SSB-HRMS
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE 1.4. Retrieve
records from HR Records Storage Room(Ft.
Bonifacio/San Nicolas) If record is available proceed to Agency Action No. 1.7; if not proceed to Agency No. 1.5
None 4 hours
Project Development
Assistant III SSB-HRMS
or Project Development
Assistant II SSB-HRMS
or
Clerk III HB 1.5 Request
record from CSC Field Office
If record is available
proceed to Step No. 1.7; if not, proceed to Agency Action No. 1.6
None 3 days Project
Development Assistant II SSB-HRMS
or
Clerk III HB
or
Administrative Assistant II SSB-HRMS
or Project Development
Assistant III SSB-HRMS
or Project Development
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
Assistant II SSB-HRMS 1.6. If additional
information is necessary, request record from CSC Central Office
Php 50.00per
record
3 days Administrative Assistant II SSB-HRMS
or Project Development
Assistant III SSB-HRMS
or Project Development
Assistant II SSB-HRMS
or Project Development
Assistant II SSB-HRMS 1.7. Draft
Certification and/or Service Record
Affix initial
None 30 minutes Administrative Officer IV (HRMO II) SSB-HRMS
or Administrative
Assistant II SSB-HRMS For HB (San
Nicolas Office, Manila), send Certification/
Service Record
None 20 mins Clerk III
HB
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE to Fort
Bonifacio Office for the
signature of the Chief,
Administrative Division 1.8. Review the
contents of the Certification/Ser vice Record and sign the document/s
None 4 hours Chief,
Administrative Division SSB-Admin
Division 1.9 Inform the
former employee or authorized representative of the
availability of the requested document/s
None 15 minutes Project Development
Assistant II SSB-HRMS
1.10 Release the document to the former employee or authorized representative and request for client feedback
None 15 minutes
2. Check and Receive the requested document/s
2. Check and record client feedback and rating
None 15 minutes
Project Development
Assistant II SSB-HRMS 3. Fill out the
ECRF
Feedback/Sugg estion Details
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE TOTAL Php 50.00
per CSC record
Total Processing
Time depends on
the availability
of records and other
former employee information
in NAMRIA and CSC
Notes:
1. Total processing time for the transaction depends whether records and other employee information are readily available in the NAMRIA HRIS in Fort Bonifacio Office or HB in San Nicolas Office, or whether records and other former employee information need to be supplemented with records and other former employee information from CSC Field Office and Central Office.
2. Total processing time in Fort Bonifacio Office with available information in the HRIS is 10 hours.
3. Total processing time involving Fort Bonifacio and San Nicolas Offices is 10 hours and 35 minutes.
4. Total processing time involving NAMRIA Fort Bonifacio Office and CSC Field Office is 7 days, 1 hour and 15 minutes
5. Total processing time involving NAMRIA Fort Bonifacio and San Nicolas Offices and CSC Field Office is 10 days, 1 hour, and 15 minutes.
6. Total processing time involving NAMRIA Fort Bonifacio and CSC Field and Central Offices is 10 days, 2 hours, and 35 minutes