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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:

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.