MEMORANDUM CIRCULAR NO. 2-2004
GUIDELINES FOR
PERSONNEL WHO WILL BE ASSIGNED TO BAGUIO CITY FOR THE COURT'S CY 2004
SUMMER SESSION
In connection with the summer session of the
Court in Baguio City
for CY 2004, the following guidelines are hereby prescribed:
I.
Duration of the Summer Session
The
summer session of the
Court will commence on 15 March 2004 and end on 16 April 2004 unless
otherwise
shortened or extended by the Court.
II.
Number of Personnel for Each Office
Offices
of the Members of
the Court and of the Clerks of Court En Banc and the
Divisions, as well
as other offices as may be authorized, may each be assisted each week
by at
most five (5) members of their staff, excluding the official driver or
chauffeur.
III.
List of Personnel to be Assigned for the Summer Session
Starting
1 March 2004,
each office shall submit to the Office of the Chief Justice a list of
personnel
to be assigned to Baguio City for the summer session, indicating
therein the
duration of their assignment.
In
light of COA Circular
No. 96-004 dated 19 April 1996 providing for the guidelines to
implement
Section 16 of Executive Order No. 248, as amended by Executive Order
No. 248-A,
which prescribes the regulations and new rates of allowance for
official local
and foreign travels of government personnel, officials and employees
who have
not liquidated their cash advances in connection with the Court's
summer
sessions in previous years shall not be assigned to Baguio City unless
they
have liquidated those cash advances prior to the commencement of this
year's
summer session. The Accounting Division of the Financial Management and
Budget
Office (FMBO) shall submit to the Office of the Chief Justice a list of
officials and employees who have unliquidated cash advances in previous
years.
IV.
Weekly Schedule
A.
The following weekly schedule shall be observed:
1st
week
|
March
14 (Sunday)
March
15-19 (Monday-Friday)
March
20 (Saturday)
|
travel
to Baguio
work
week
travel
to Manila
|
2nd
week
|
March
21 (Sunday
March
22-26 (Monday-Friday)
March
27 (Saturday)
|
travel
to Baguio
work
week
Travel
to Manila
|
3rd
week
|
March
28 (Sunday)
March
29-April 2 (Monday- Friday)
April
3
(Saturday)
|
travel
to Baguio
work
week
travel
to Manila
|
4th
week
|
April
4
(Sunday)
April
5-7 (Monday- Friday)
April
8
(Maundy Thursday)
April
9
(Good Friday)
April
10 (Black Saturday
|
travel
to Baguio
work
week
non-working
day
non-working
day
travel
to Manila
|
5th
week
|
April
11 (Sunday)
April
12-16 (Monday-Friday)
April
17 (Saturday)
|
travel
to Baguio
work
week
travel
to Manila
|
However,
those assigned to
the Conference Room and members of the Security Group may leave for
Baguio on Saturday,
13 March 2004, for the first week of the session.
V.
Accommodations in Baguio City
The
assisting staff of
each Member of the Court will be accommodated in the Member's cottage.
All other
personnel assigned in Baguio City for the summer session would stay in
the
renovated staff house and the new duplex building located within the
compound
of the main building of the Court where the Members of the Court hold
office.
The Clerk of Court shall prepare a schedule of the assignment of the
personnel
in the staff house and the new duplex building.
VI.
Rates of Expense Allowance
The
expense allowance for
the personnel assigned to Baguio City shall cover expenses for travel
and food,
and shall be at the following rates:
A. P600 daily,
for Mondays to Fridays except holidays
B. P350 for
Saturdays, Sundays, and holidays
However,
chauffeurs, as
well as security and medical staff, shall receive the P600-rate even
during
Saturdays, Sundays and holidays, considering that they are on-call 24
hours a
day.
VII.
Claim for Cash Advance of Expense Allowance
The
following documents
shall be attached to the Disbursement Voucher in claiming for expense
allowances:
1.
Disbursement Voucher Form - to be signed by the claimant;
2.
Itinerary
of Travel (Appendix A hereof) - to be (a) certified (No. 2,
Appendix A)
by the Assistant Chiefs of Offices (for the Offices of the Clerks of
Court En
Banc and the Divisions, and the other Offices); Chief Justice's
Staff Head
(for the Office of the Chief Justice); the Judicial Staff Heads (for
the
Offices of the Associate Justices); Chiefs of Services (for the Library
and
Clinic Services); and Chief of Division (for the Security Division); and
(b)
approved (No. 3,
Appendix A) by the Chief Justice (for the Office of the Chief Justice);
Associate Justices (for the Offices of the Associate Justices); the
Clerks of
Court (for the Offices of the Clerks of Court, En Bane and
Divisions,
and the Services); and the Chiefs of Offices (for the other offices).
3. Travel Order
- to be signed by the Chief Justice, Associate Justice, Clerk of Court,
or
Chief of Office, as the case may be.
The
processing of the
Disbursement Vouchers for the summer session should be given priority
by the
FMBO, Office of Administrative Services, and the Internal Audit
Division.
VIII.
Release of Cash Advance for Expense Allowance
A.
For those who are assigned for two or more consecutive weeks
to Baguio City:
1.
The expense
allowance for the first week (i.e., initial allowance) shall be
released on
Thursday of the preceding week in Manila.
2.
The expense
allowances for the succeeding weeks shall be deposited every Thursday
by the
Checks Disbursement Division (CDD) of the FMBO in the Land Bank
accounts of the
concerned officials or employees who shall issue a certification to
that
effect.
B.
For those who are
assigned for only one week or assigned intermittently for more than one
week:
The
expense allowance
shall be released in Manila on Thursday of the immediately preceding
week.
IX.
Liquidation of the Cash Advance for Expense Allowance
A.
As required
under Section 16 of Executive Order No. 248, as amended, cash advances
should
be strictly liquidated within thirty (30) days after completion of the
travel.
Failure to liquidate within the prescribed period shall warrant a
suspension of
the payment of the salary of the official or employee until such time
that the
cash advances are liquidated.
B.
In the liquidation of
the expense allowance, the following documents must be submitted:
1.
Liquidation Voucher;
2.
Original
bus tickets or receipts, or official receipt for purchase of gasoline
in an
amount not exceeding the equivalent cost of the customary mode of
transportation;
and
3.
Certificate of Appearance to be signed by the Clerk
of Court, En Banc.
8
March
2004.
HILARIO
G. DAVIDE,
JR.
Chief
Justice
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