Memorandum Circular No. 10
Series of 2004
TO
: All Concerned
SUBJECT :
Guidelines on the E-Submission of Contracts of Filipino Seafarers
Thru Licensed Manning Agencies
Pursuant
to the e-Link for OFWs program of the Department of Labor and
Employment and the thrust of the Administration to streamline processes
and documentary requirements in order to facilitate the mobilization of
Filipino seafarers to join their foreign going vessels, the contract
e-submission shall be implemented by the Seabased Employment
Accreditation and Processing Center (SEAPC).
The e-submission system is envisioned to provide licensed manning
agencies the electronic tool to submit seafarers’ contracts and
accreditation details for electronic processing by the Seabased
Employment Accreditation and Processing Center. It shall also cut
down transaction delays and human intervention by using a secure
computer technology and the internet.
I. REQUIREMENTS
Participating agencies shall maintain a dedicated personal computer with the following minimum specifications:
HARDWARE PENTIUM 4 Class (1.8 Gz)
256 MB RAM
8MB Video RAM
SVGA Monitor
40 GB Standard IDE Drive-Storage
Operating System Software Windows 2000
Windows XP (Home or Professional)
Network
Stable Internet Connection
UPS
At least two-minutes power to allow proper Shutdown
Personnel
IT personnel/team/unit
II. MECHANICS ON E-SUBMISSION OF EMPLOYMENT CONTRACTS
The
SEAPC shall provide participating agencies with a free Seafarers e-
submission software installer. Subject agencies shall provide the
SEAPC with a blank CD and a blank diskette for this purpose. Each
software installer is designed to be a unique copy containing security
and confidential data that can be useful only to the requesting agency
and the user’s manual.
Participating
agencies shall be required to register online using the build in
seafarers’ contract e-submission software registration. Upon
registration, the SEAPC shall activate the agency’s e – submission
mailbox so that it can commence the contract e - submission with the
following procedures:
A. Seabased In House Processing thru E-Submission
1. The agency submits to the SEAPC the request for approval of issuance of pre-numbered Overseas Employment Certificates (OECs)
2. The SEAPC issues pre-paid OECs to the agencies availing of the in house e- submission system.
3.
The agency encodes the contract particulars and the information sheet
of the seafarer (sample copy of the revised info sheet attached).
4. The agency ensures that the OEC number to be applied to a particular seafarer is also encoded.
5.
The agency posts the contracts and OEC data to the POEA Seabased
database. The bulk of the processing rests in the POEA computer
system, which performs the computerized monitoring of the status of the
agency, principal, the vessel and the OFW verification from the
watchlist.
6. The agency then processes the employment contracts and issues the OECs to hired seafarers.
7.
The agency submits to the Central Records Division copies of the set of
the following documents processed during the reporting period:
a. POEA Copy of the OEC
b. One Page Employment Contract
c. Full Text of the Standard Employment Contract
B. Regular contract E-Submission
1.
Agency encodes the contract particulars and the information sheet of
the seafarers (copy of sample revised info sheet attached) and submits
the encoded data to the SEAPC thru internet.
2. The Center automatically downloads data and post the same to the POEA seabased data base.
3. The Center then electronically notifies the agency of the result of posting.
4.
Agency receives the notification from the Center, whish indicates the
Request to Process Seafarers (RPS) Number.
5.
The agency fills up the e-submit request and monitoring form
(copy attached) and presents this to the assessment counter at the
Seabased Center.
6.
The set of employment contracts (covering page and full text) together
with the Seaman’s Identification and Record Book (SIRB) shall be
presented to the POEA counter for stamping and signature by the
designated officer of the Center simultaneous with assessment and
payment of fees.
7.
As a matter of procedure, agency representative pays the assessed
amount/s at the Cashier Counter at the Center within three days from
date of posting. Corresponding number of E-receipts are issued for exit
clearances of the seafarers. Copies of the One Page Employment Contract
and Full Text of the Standard Employment Contract are retained.
III. PARTICIPATION COST
All
agencies participating in the in house e-Submission program shall
course their request for processing through a service provider that is
recognized by POEA. The service provider shall charge a minimal fee of
P550.00 for the maintenance of the hosting services of the agency’s
mailbox per month for 100 contracts to be billed on an annual basis. An
incremental cost is charged for contracts submitted beyond the
prescribed quota of 100 contracts.
IV. PROJECT DESK HELP
Participants
in the e-submission system may still avail of the present system and
procedure for contract processing and in house processing scheme.
The
Seabased Employment Accreditation and Processing Center shall maintain
a project desk help located at the Office of the Director II of the
Center to ensure the smooth implementation of the e submission system.
These guidelines shall take effect immediately.
ROSALINDA DIMAPILIS-BALDOZ
Administrator
22 July 2004
Encl.: as stated.
Revised Info sheet
E-Submit Request and Monitoring Form
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