Question & AnswerQ&A (DFA Department Order No. 07-12)
The primary legal basis is Executive Order No. 292 or the Administrative Code of 1987, specifically Book V, Title I, Subtitle A, Chapter 1, Section 1 and Section 42, which emphasize government accountability and efficient management of government resources.
All personnel of the Department occupying an officially designated position, including those assigned or transferred to Foreign Service Posts or Offices, those separating from service, resigning, retiring, undergoing job rotation, or reassigned, regardless of employment status (regular, temporary, contractual, etc.), as well as attached personnel, consultants, healthcare staff, and others under contract with the Department.
Yes, employees who go on extended leaves, scholarships, secondments, or volunteer work of one calendar month or more, as well as vacation, study, or other leaves exceeding a month, and personnel on prolonged suspensions, are covered by this Order.
Those who are dropped from the rolls or separated due to sudden incapacity, death, illness, or who go on extended emergency leave due to sudden illness or death of immediate family members are exempted.
A turnover report must include an organizational chart, description of position mandate and responsibilities, key outputs, inventory and location of files and resources, property and funds accountability, contracts, status of projects/programs/cases, memberships in committees or boards, accomplishments, recommendations, and acknowledgments.
The purpose is to ensure continuity of service, preserve institutional memory, and safeguard government resources by documenting key responsibilities and information for incoming personnel.
Turnover reports should be prepared and submitted prior to the arrival of the replacement, preferably a month before official movement from office or post, or as deemed necessary.
Non-compliance is considered a serious offense punishable under civil service rules and regulations. Administrative cases may be filed, which do not preclude filing of other criminal or civil charges for the same violation.
The Office of Personnel and Administrative Services (OPAS) and the administrative officers are tasked with monitoring compliance and conducting seminars.
The PRAISE (Program on Awards and Incentives for Service Excellence) Committee evaluates certified true copies of turnover reports to consider personnel for possible awards, recognitions, or incentives.