RMO No. 34-2024 — Policies and Guidelines in the Manual and Electronic Request for Service Record (SR), Certificate of Employment (COE), Certificate of Actual Services Rendered (CASR), Assignment Record (AR) and Other Employee Documents (OED) Under the Custody of the Information Records Section (IRS) of the Personnel Division (PD) Digest | Full Text | Annex A | Annex B | Annex C | Annex D | Annex

URFAUOF INTERNALREVENUE IRISMN MENT DIVSION

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BUREAU OF INTERNAL REVENUE REPUBLIC OF THE PHILIPPINES DEPARTMENT OF FINANCE ADM UNiY3Z pn AUG 3 0 2024 A

Quezon City Y M

Jor Nation-building vtnue Revenue MeMoranduM order no.0_3_4_- 2 0 2 4 August 8, 2024

SUBJECT Policies and Guidelines in the Manual and Electronic Request for Service Record (SR), Certificate of Employment (COE), Certificate

Information Records Section (IRS) of the Personnel Division (PD) of Actual Services Rendered (CASR), Assignment Record (AR) and Other Employee Documents (OED) Under the Custody of the

TO All Internal Revenue Officials and Employees Concerned

OBJECTIVES

This Order is issued to:

Prescribe the policies and guidelines in requesting both manually and electronically Service Record (SR), Certificate of Employment (COE), Certificate of Actua Documents. Services Rendered (CASR), Assignment Record (AR) and Other Employee

2. Delineate the responsibilities of offices in processing requests for employee records and documents.

I DEFINITION OF TERMS

For purposes of this RMO, the succeeding terms shall have the following meanings:

Service Record (SR) -- is a document containing the records of services rendered the time of separation from the government service (ANNEX A). by an employee, annual salary and place of assignment from date of entry up to

2. Certificate of Employment (COE) -- is a certification of the status of an employee and date of separation, if applicable (ANNEX B). whether active or separated, which includes the position held, salary, date of entry

3. Certificate of Actual Services Rendered (CASR) - is a certification required for the grant of Career Service Eligibility -- Preference Rating which indicates the period of government employment as job order, contract of service, casual, contractual, coterminous, permanent covering the concerned aggregate period (ANNEX C).

4. Other Employee Documents (OED) - (ANNEX D). documents of the employee's historical data from date hired to separation otherwise known as the 201 File, ex. Appointment, Assumption to Duty, etc. is a comprehensive compilation of

5. Assignment Record (AR) -- is a document containing the chronoiogical position designation, place of assignment, transfer order and report for duty of an employee in the bureau (ANNEX E).)

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POLICIES AND GUIDELINES AUG 30 2024 . A. Manual Request AnMvUN - ME Z:t3PW

1. Request for COE, CASR and SR with complete attachments through manual or online application will be processed by the Information and Records Section- Division (HRMS-AHRMD) for Regional Office empioyees using the appropriate Personnei Division (IRS-PD) for National Office employees and Human Resource Management Section-Administrative Human Resource Management ANNEX A to C.

Attachments: 1) photocopy of latest payslip 2) photocopy of BIR ARTA ID of requesting employee 3) photocopy of BIR ARTA ID of representative/ 4) authorization letter authorized to pick-up document

2. Request for OED and AR shal! be done through accomplishing ANNEX D or E of the concerned employee citing the justifiable reasons/purpose with complete attachments as mentioned above

B. Electronic Request

1. For online application, the appropriate request form and the abovementioned attachments shall be scanned and emailed at personnel@bir.gov.ph or they may F). For Regional Offices employees, they may coordinate with HRMS-AHRMD use the QR Code as provided in RMC No. 90-2024 dated July 30, 2024 (ANNEX

2. Signed SR, COE, CASR and AR shall be sent electronically to the email provided by the requesting employee.

C. General Policies and Guidelines

1. The requested COE, SR, CASR, OED and AR shall be issued by PD for National Office employees and AHRMD for Regional Office Employees within three (3) working days from the date of receipt subject for verification.

2. The following mandatory SR shall be released only to the concerned Section of the Personnel Division:

For separated employees- National Compensation & Regional employees Service-National Office employees For Loyalty Cash Award/Step Increment Due to Length of Section Performance Management Section Evaluation and Benefits and

3. PD and AHRMD shall not be allowed to disseminate/distribute copies of COE SR, CASR, OED and AR to a representative without proper request. authorization and required attachments.

4. Data Privacy Act of 2012 (RA 10173) and Section 270 of the National Internal from the employee concerned. Revenue Code (NIRC) will be strictly followed in handling/processing of the submitted BIR data and information. No information/data/document will be released without the proper requests, required attachments and authorization

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5. All processed and signed COE, SR, CASR and AR shali be retained in the Personnel Division for the National Office and AHRMD for the Regional Offices within two (2) months from the date of request after which it shall be disposed of.

IV. EFFECTIVITY

This Order shall take effect immediately.

GUI, JR

P-1 Comr missioner of Internai Revenue

YBUJREAUOFINTERNALREVENUE 1 RYS MYENT DYSON

Y B AU3 3 0 2024 K Iase

BY DMN O TIME: 2:(5bw

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