Law Summary
Definition of Key Terms
- Biographic Data: Personal information including name, address, birth details, civil status, and parents.
- Data Capture: Electronic/digital recording of biographic data using fingerprint scanners, cameras, signature pads, or biometrics.
- Data Capture Station: Equipment set including computing device and biometric capture devices.
- PID Acceptance Post Office: Authorized post office to accept, process, and approve applications, with or without Data Capture Station.
- PID Capturing Post Office: Post office equipped with Data Capture Station for the New Postal ID.
Eligibility and Applicant Categories
- Applicants include Filipinos residing locally or abroad and foreigners residing in the Philippines for at least six months.
- No minimum age requirement to apply.
Application Requirements for New Applicants
- Filipinos must appear personally and submit two copies of the application in bold capital letters.
- Provide proof of identity via primary or secondary documents, including birth certificates, UMID cards, passports, company IDs, and other accepted documents.
- Proof of address via original Barangay Certificate or billing proof is required.
- Foreign applicants submit valid passports and visa-related documents along with proof of address.
- Additional documents required for married, widowed, annulled, divorced, minors, legal guardians, and naturalized Filipinos with specific supporting documents.
Renewal and Replacement Criteria
- Renewal requires personal appearance, two application copies, expired/expiring old Postal ID (not lost), and general new application documents.
- Replacement includes scenarios such as amendments due to civil status changes, loss/theft, or correction of demographic data with corresponding supporting documents.
- Specific affidavits required for replacement due to loss.
Exceptions and Document Certification
- Transcribed birth or marriage certificates needed if official NSO entries are unclear.
- Applicants refusing to surrender original documents must submit photocopies certified by Postmaster and applicant.
Application Process and Fees
- Application available at all post offices or downloadable online free of charge.
- Validity: 3 years for Filipinos; 1 year for foreigners.
- Fees: PID card fee PHP 330, mailing fee PHP 40, plus 12% VAT totaling PHP 414.40.
- Official receipts mandatory; definitive stamps not accepted.
- No refund policy for fraudulent or incorrect applications.
Operational Procedures
- Responsibility distributed among Postmasters, Postal Personnel In-Charge, Data Capture Operators, various departments from supply division to delivery post offices.
- Procedures include application screening, approval, payment acceptance, data capture, record maintenance, mailing, redelivery, and disposal of unclaimed cards.
- Specific guidelines detailed for offices without Postmasters.
- Records and reports of PID applications, disapprovals, deliveries, and returns required.
Accounting Procedures
- Collection recorded and receipts issued by Postal Teller/Cashier.
- Separate cashbooks for PID collections maintained.
- Monitoring and reporting by Postmaster and Area Office Accounting arm including VAT remittance.
- Weekly and monthly transaction reports required with format specifications.
Customer Service Provisions
- Migration from paper-based to New Postal ID with discounted renewal fees based on remaining validity.
- Procedures for reporting and replacing lost, defective, or damaged cards.
- Waiver of fees for PHLPost handling errors; applicants liable if loss/damage due to their fault.
- Validity of replaced cards matches original cards.
Contact Information
- Designated contacts in Postal Payment Services Division provided with email addresses, mobile and telephone numbers.
- Required information specified for efficient inquiry processing.
Transitory Provisions
- Phase-out of paper Postal ID cards upon deployment of Data Capture Stations.
- Proper inventory management, return, and audit of paper IDs mandated.
- Paper-based Postal IDs remain valid until expiration.
Sanctions
- PHLPost authorized to impose administrative, civil, or criminal charges on postal personnel or PID holders violating the circular’s provisions or card terms.
- This circular supersedes prior related issuances and revokes conflicting provisions.
This comprehensive circular establishes clear guidelines and procedures for issuance, renewal, replacement, and management of the New Postal Identification Card in the Philippines, ensuring security, accessibility, and accountability throughout the process.