OB and Attendance Policy

MEMORANDUM:
HR No. 2018-1012-01
TO : ALL EMPLOYEES
FROM : Human Resources Department
DATE : October 12, 2018
SUBJECT : OFFICIAL BUSINESS POLICY
This policy outlines requirements for the management of travel on official departmental business
and provides clear instructions on the approval and authorization processes for travel on official
business.
Spending on travel on official business must be sustainable, transparent and achieve value for
money. The department requires personnel to obtain appropriate approval and authorization
for any official travel using Company money, prior to using any mode of transport and incurring
any travel expense. Obtaining prior approval to undertake departmental travel provides better
control of the travel arrangements, improves planning and coordination, establishes limits for
expenditure and assists in budget management.
In considering a request to travel, approving officers should ensure that travel is necessary and
that the business activity could not be conducted by other means utilizing available technology
and innovative approaches to working. Where it is established that travel is required, approving
officers are to ensure that the minimum number of personnel are involved.
Where it is necessary for employees to undertake travel, the most economical and practical
form of transport should be chosen. Employees should in the first instance consider travelling by
public transport. If public transport is unavailable or unsuitable, then a departmental vehicle
should be used. If a departmental vehicle is not available then either taxi, rental car, ride sharing
could be used depending on the cost effectiveness and suitability.
The OB form is to be completed by employees and then approved by a representative prior to

travel being undertaken. This form will constitute the master record which governs all travel
arrangements for the journey(s) to which it applies. Representative should ensure that all
relevant details are provided on the OB Form.
In addition, effective October 15, 2018, direct OB shall no longer be allowed, unless the immediate
head requested personnel to do so. However, the requested/assigned personnel shall need to
log/time in and out through these ways; sharing his/her location by sending a picture on his/her
current site/location, cellphone with a GPS application, and/or other means that can prove the
employees’ attendance and official time of arrival/departure on the site/location and this shall
be sent through phone/application or email through their Immediate Head and HR personnel. The
Human Resource Personnel shall monitor the daily attendance of the employees based on these
and also with the Biometrics record. All employees are required to login and log out in the
biometric scanner, as deem necessary. Failure to log in or log out on the above-mentioned ways
shall be considered as incomplete attendance.
Moreover, for lates, undertime or half day absence, deduction from the employee's vacation
leave credits or salary, whichever is applicable, shall be appropriately done. If an employee has
no (log-in/out) transaction, or has only one (1) transaction which is not supported by any
document that he/she is on official business, he/she will be considered absent. In case of missing
OB the immediate supervisor's shall have the supporting documents to be submitted to HR and
shall be subject for validation.
Falsification or irregularities in time records such as misrepresenting OB for herself/himself or

somebody else is a violation of the basic policy which constitutes dishonesty and/or misconduct,
and will render the guilty employee administratively liable without prejudice to criminal
prosecution as the circumstances warrant.
This policy supersedes all previous editions of the Company’s Official Business/Attendance policy.
All Heads and Immediate Heads are hereby directed to disseminate, orient and implement the
policies in this Memorandum to their respective employees. It is to be emphasized that, as they
have the primary jurisdiction over their employees, they shall monitor the daily whereabouts and
attendance behaviors of their subordinates. Likewise, all employees have the primary
responsibility to know and comply with all the existing Company policies.

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MEMORANDUM:

FROM : Human Resources Department

DATE : October 12, 2018

SUBJECT : OFFICIAL BUSINESS POLICY

The OB form is to be completed by employees and then approved by a representative prior to

Falsification or irregularities in time records such as misrepresenting OB for herself/himself or

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