Amended Guidelines for New Postal ID Application

Objectives and operational policy

The circular requires product innovation using ICT to ensure the continuous growth of the PID product.
The circular mandates improvement of credibility and acceptability of the New PID as an identification card.
The circular directs the institute of security and control features in the issuance of the New PID.

Definitions of key terms

“Biographic Data” refers to information pertaining to the facts or events in life of an individual such as a person’s name, address, birth and place of date, civil status, and parents.
“Data Capture” is the electronic and/or digital capture and/or recording of the biographic data of an applicant in the PID Capture software using a fingerprint scanner, digital camera, electronic signature pad, and/or other biometrics data capture device.
“Data Capture Station” is a set of equipment used to capture biographic data, typically consisting of a computer desktop, laptop or other computing device with and/or connected to biometrics data capture devices such as fingerprint scanner, digital camera, electronic signature pad and similar devices.
“PID Acceptance Post Office” is a post office authorized to accept, process and approve PID application, either as:
- a Post Office with Data Capture Station; or
- a Post Office without Data Capture Station.
“PID Capturing Post Office” is a post office with a data capture station for New Postal ID.

Who may apply and general eligibility

Filipinos may apply if living in the Philippines and abroad.
Foreigners may apply if living in the Philippines for at least six (6) months prior to application.
No minimum age is prescribed for an applicant.
New Postal ID applications are governed by submission of biographic and biometric capture and specific identity/address proof requirements set out under the circular.

New application and required documents

Applicants must make personal appearance.
Applicants must submit two (2) copies of duly accomplished PID application in bold/capital letters.
New applicants must submit Proof of Identity and Proof of Address under the following rules.

Proof of Identity (New applicants)

For Filipinos and foreigners, the circular requires submission of either:
- Anyone (1) of the listed primary identification documents, or
- Any two (2) of the listed secondary documents, with one (1) secondary document bearing the applicant’s photo and signature.
Primary identification documents include any of the following:
- Original Birth Certificate in security paper (SECPA) issued by NSO.
- Original Birth Certificate or Certificate of Live Birth issued by the Local Civil Registrar (LCR) within six (6) months prior to PID application.
- Valid GSIS UMID card.
- Valid SSS UMID card.
- Valid Passport.
- Valid LTO Driver’s License.
Secondary documents include any of the following:
- Valid paper-based Postal ID.
- Baptismal Certificate.
- Certificates of Birth/Marriage from the National Commission for Muslim Filipinos (NCMF).
- Certificates of Birth/Marriage from the National Commission for Indigenous Peoples (NCIP).
- Valid Company ID.
- Digitized BIR ID.
- Elementary or High School Form 137 or Transcript of Records with readable dry seal (for applicants 18 years old and below).
- Valid Integrated Bar of the Philippines (IBP) ID.
- Marriage Contract.
- Valid NBI/Police Clearance with digitized photo.
- Old GSIS/SSS card.
- Valid OWWA ID.
- Valid PRC ID.
- Valid University/School or Alumni ID.
- Valid Seaman’s Book.
- Senior Citizen ID.
- TIN card.
- Voter’s ID.

Proof of Address (New applicants)

Applicants must submit any one (1) of the following Proof of Address:
- Original Barangay Certificate on the residency of the applicant issued within three (3) months prior to PID application; or
- Original Proof of Billing.
Applicants must also comply with the additional Proof of Address options described in the circular:
- Original Barangay Certificate on residency issued within three (3) months prior to PID application; or
- Original Certification or Statement of Account from Hotel, transient home, or any temporary residence.

Additional requirements by applicant situation

For married women: the applicant must submit an Original Marriage Contract when only the Birth/Baptismal Certificate is presented as a primary identification document and Marriage Contract is not presented as one of the two (2) secondary documents, and it must be in any of the following:
- In SECPA issued by NSO.
- CTC issued by LCR within six (6) months prior to PID application.
- Certificate of Muslim Marriage from the NCMF.
For widowed/annulled/divorced applicants, the applicant must submit the applicable document:
- Widowed: a death certificate of husband/wife issued by NSO or LCR.
- Annulled: an Annotated Marriage Certificate issued by NSO.
- Divorced: either:
  - CTC of the divorced decree duly-authenticated by the Philippine embassy or consulate where the divorce was obtained or duly-authenticated by foreign diplomatic/consular mission in the Philippines; or
  - CTC of Philippine court recognition of foreign divorce decree, and a Marriage Certificate from NSO with annotation of divorce decree.
For minor applicants (16 years and below), personal appearance must be made by the applicable representative:
- Either parent if the minor is a legitimate child.
- Mother if the minor is an illegitimate child.
- Legal guardian if both parents are abroad or deceased.
- Either of the grandparents if either parent is also a minor.
For legal guardian of minor applicants:
- If both parents are abroad: Special Power of Attorney (SPA) with an attached photocopy of either parent’s valid Passport duly authenticated by the nearest Philippine Embassy or Consulate General.
- If both parents are deceased: authenticated death certificates of parents from NSO, and either:
  - a court order awarding guardianship of the orphaned minor applicant, or
  - substitute parental authority under Article 214 and 216 of the Family Code.
For naturalized Filipinos, the applicant must submit:
- Copy of Certificate of Retention/Reacquisition of Philippine Citizenship, Order of Approval and Oath of Allegiance.
For legal guardian in the naturalized Filipinos section, the circular requires:
- If both parents are abroad: SPA with attached photocopy of either parent’s valid passport, duly authenticated by the Philippine embassy or consulate where the passport was obtained or duly authenticated by foreign diplomatic/consular mission in the Philippines.
- If both parents are deceased: court order awarding guardianship of the orphaned minor applicant or substitute parental authority issued by their country’s respective competent agency, duly authenticated by the Philippine embassy or consulate where such authority was obtained or duly-authenticated by foreign diplomatic/consular mission in the Philippines.

Renewal, replacement, and exceptions

Renewal/replacement procedures apply through the “Renewal/Replacement” requirements stated in the circular.

Renewal of the New Postal ID

For renewal, the circular requires:
- personal appearance;
- two (2) copies of duly accomplished PID application in bold/capital letters; and
- same general requirements for New Application.
Renewal applies for an expired/expiring Basic Postal ID Card unless card is lost.

Replacement of the New Postal ID

Replacement due to amendment in civil status includes the following:
- Marriage: Marriage Certificate in any of the following:
  - In SECPA issued by NSO; or
  - CTC issued by LCR within six (6) months upon PID application; or
  - Certificate of Muslim Marriage from the NCMF; or
  - If married abroad: Report of Marriage or any equivalent document duly authenticated by the Philippine embassy or consulate where the document was obtained or duly authenticated by foreign diplomatic/consular mission in the Philippines.
- Annulment:
  - Annotated Marriage Certificate in SECPA issued by NSO; or
  - Court Decree of Annulment/Declaration of Nullity of Marriage; and
  - Certificate of Finality.
- Death of spouse: Death Certificate of spouse in either:
  - In SECPA issued by NSO; or
  - CTC issued by LCR within six (6) months prior to PID application.
Replacement or renewal due to correction of demographic data:
- Annotated Birth Certificate in SECPA issued by NSO; or
- Annotated Marriage Certificate in SECPA issued by NSO.
Replacement due to loss/theft:
- Duly notarized Affidavit of Loss.
Replacement due to exceptions:
- When entries in NSO Birth or Marriage Certificate are blurred or unreadable: Transcribed Birth or Marriage Certificate from the LCR.

Refusal to surrender originals

If an applicant refuses to surrender the original copies of Birth Certificate, Marriage Certificate, CENOMAR, and other documents from NSO, LCR, etc., the applicant shall submit a photocopy together with the original document for Certification by the Postmaster and the Applicant, with the verification statement and signatures of both the Postmaster and the Applicant.
No Certification Fee shall be collected by Post Offices.

Where to apply and application availability

The application form (PID Form No. 01) is available free of charge at:
- all post offices; and
- downloadable at the PHLPost corporate website: phlpost.gov.ph.
All New Postal ID applicants may apply at any post office nationwide.

Validity periods and disposal of unclaimed cards

The New Postal ID card is valid for:
- three (3) years for Filipinos; and
- one (1) year for Foreigners.
An unclaimed New Postal ID card is considered invalid when disposed by the PHLPost Disposal Committee after the prescribed period of retention (180 days) at the Postal Payment Services Division, Business Lines Department.

Fees, VAT, receipts, and payment proof

The New Postal ID fees include:
- PID card fee and delivery fee, plus 12% Value Added Tax (VAT).
The required amounts are:
- PID Card Fee: PhP330.00
- PID Card Mailing Fee (Registered with e-RRR): 40.00
- Total VATable Sales: 370.00
- + 12% VAT: 44.40
- Total Amount Payable: PhP414.40
The PID Card and Delivery Fees are subject to 12% VAT.
The circular requires issuance of an Official Receipt (OR) as mandatory proof of payment.
Only one (1) OR is issued for payment of every approved application.
Equivalent definitive postage stamp is not accepted as evidence of payment of New Postal ID fees.

No-refund rule for approved applications

The circular provides that in cases where an approved New Postal ID application is rejected by the system and the applicant is at fault regarding wrongful information or has applied through fraudulent means, the amount paid by the applicant shall not be refunded.

Mailing envelopes, return address, and retention

Mailing envelopes for PID cards must print an indicia to read “Postage Paid as per PHLPost Circular No. 14-85A dated November 26, 2014” in the upper left-hand corner to denote pre-payment of the delivery fee and Electronic Registry Return Receipt (e-RRR).
The return address of the PID cards mailing envelope is the post office where application was filed.
Retention periods by office are:
- Delivery Post Office: 30 days
- Acceptance Post Office: 60 days
- Postal Payment Services Division (PPSD): 90 days
- Disposal Committee: proceeds after the stated retention periods.

Disability accommodation and married name options

For persons with writing disability such as illiteracy or without hands/fingers, the signature in the printed New PID card is left blank.
For minors, the accompanying parent or legal guardian signs the Application Form on behalf of the minor applicant.
If the minor applicant is already able to write, the minor writes/signs their name in the PID card; otherwise, the signature in the printed New PID card is left blank.
Under Article 370 of the New Civil Code of the Philippines, married female applicants may choose any of the following names to be reflected on the New Postal ID:
- maiden first name and surname and add husband’s surname;
- maiden first name and husband’s surname; or
- husband’s full name, prefixing a word indicating that she is his wife (such as “Mrs.”).
Married female applicants’ chosen name is reflected on the New Postal ID in a manner that reckons with any existing identification card/documents of the applicant.

Operational workflow by office type

The circular establishes a multi-stage process across:
- PID Acceptance Post Offices,
- PID Capturing Post Offices and Data Capture Stations, and
- logistics, dispatch, delivery, and accounting units.
Applications are received, screened, approved (or provisionally approved), endorsed, paid for, transmitted, encoded, and tracked through DMTS/e-RRR and retention/return/disposal cycles.

PID Acceptance Post Offices (with Postmasters)

The Postmaster or designated postal personnel must:
- receive and screen applications to ensure applicant writes in bold/capital letters and address field is complete;
- approve the New PID applications;
- accept payment for approved New PID applications;
- advise applicants when to proceed to the designated PID Capturing Post Office; and
- transmit one (1) copy of approved New PID applications at the end of the working day to the Data Capture Operator, through the Postmaster, with submitted documents attached.
The Postmaster or designated personnel must maintain records of New PID applications processed/transactions.

PID Acceptance Post Offices (without Postmasters)

Postal personnel in-charge must:
- receive and screen applications for bold/capital letters and complete address field;
- give provisional approval;
- accept payment for approved New PID applications;
- advise applicants when to proceed to the designated PID Capturing Post Office; and
- transmit one (1) copy of approved New PID applications at end of day to the Data Capture Operator, through the Postmaster, with submitted documents attached.
Postal personnel in-charge must maintain records of New PID applications processed/transactions.

PID Capturing Post Offices (with Postmasters)

The Postmaster or designated postal personnel must:
- receive and screen applications to ensure bold/capital letters and complete address;
- approve New PID applications;
- accept payment for approved New PID applications;
- endorse approved applications to the Data Capture Station;
- receive and forward to the Data Capture Operator approved applications transmitted by Acceptance Post Offices with Postmasters; and
- receive, approve, and forward applications transmitted by Acceptance Post Offices without Postmasters.
The Postmaster or designated personnel must maintain records of New PID applications.

PID Capturing Post Offices (without Postmasters)

Postal personnel in-charge must:
- receive and screen applications for bold/capital letters and complete address;
- give provisional approval and endorse to the Data Capture Station;
- receive and forward to the Data Capture Operator approved applications transmitted by Acceptance Post Offices with Postmasters; and
- maintain records of New PID applications.

Data Capture Stations

The Data Capture Operator/Postal Personnel In-Charge must:
- receive and check approved New PID applications endorsed by Postmasters/Postal personnel in-charge;
- upon applicant’s appearance and presentation of approval form, encode biographic/capture biometric data based on the approved New PID application;
- scan the approved New PID application;
- electronically transmit captured biographic and biometrics data to Filmetrics Card Production Center at the end of the working day, with transmittal signed by both the Data Capture Operator/Postal Personnel In-Charge and the Postmaster; and
- maintain records of data capture of Premium PID applications received.

Card inventory, personalization, and dispatch

Supply Division, Logistics and Property Management Department (LPMD) must:
- receive inventory of pre-printed New PID cards from Filmetrics for custody and control; and
- release requested numbers for personalization to an authorized Filmetrics representative subject to an RIS form requested by Filmetrics and approved by the SRD Manager.
For printed New PID cards, LPMD must:
- receive personalized cards with acknowledgement receipts from Filmetrics;
- inspect delivered cards with the Inspection Committee;
- turnover to the Office of the APMG for Operations after inspection and acceptance by the Committee on Inspection; and
- prepare Disbursement Vouchers and supporting documents for payment.
The Office of the APMG for Operations must:
- receive electronic files of delivered cards from Filmetrics;
- set up the Domestic Mail Tracking System (DMTS); and
- upload the electronic file to the DMTS database.

Letter shopping and Certificates of Mailing

The Letter Shopping Center, Service Regulations Department, and Office of the APMG for Operations must:
- receive personalized cards with acknowledgement receipts from Filmetrics and inform LPMD for inspection by the Inspection Committee;
- segregate PID cards with duplicates based on the Filmetrics list;
- receive returned/undelivered PID cards for redelivery from PPSD for letter shopping;
- letter shop cards by printing cover letter, envelope label, and e-RRR; attaching cards to cover letter; inserting and sealing cards with cover letter into the envelope; and attaching e-RRR to envelopes;
- accomplish and attach a Certificate of Mailing (COM) with corresponding volume and amount;
- submit monthly consolidated COMs every 5th day of the following month to the Bookkeeping Division, CO, with copies furnished to the Corporate Planning Department and the Postal Payment Services Division;
- forward New PID dispatches by delivery post offices using the specified turn-over table:
  - Makati, Manila and Quezon City → Manila CPO (turn over: Manila CPO)
  - All Other Delivery Post Offices in Mega Manila Area → MMDC, AMED
  - Other Delivery Post Offices → AMED;
- maintain records of accepted and/or dispatched New PID cards.

Delivery and redelivery rules

AMED, MDCs and/or SDCs must:
- receive New PID dispatches;
- forward dispatches to delivery post offices as scheduled; and
- maintain records of dispatches processed.
Delivery Post Offices must:
- receive dispatches;
- deliver the New PID to the addressee or any responsible person as addressed;
- conduct redelivery attempts such that:
  - the second and third redelivery attempts are made in the next delivery schedule; and
  - delivery and redelivery details are indicated in the e-RRR attached to the envelope;
- after the third redelivery attempt, issue a Delivery Notice informing the PID holder to claim the card within thirty (30) days at the delivery post office;
- retain cards for window delivery for thirty (30) days if unclaimed after three delivery attempts;
- forward by mail to the PID Acceptance Post Office the unclaimed undelivered cards for window delivery after the thirty (30) days retention period;
- encode delivery information after delivery if DMTS is installed;
- if no DMTS is installed, forward by mail to the Postmaster of the Cluster Head post office (with DMTS) or to the Area Office (Manager, Support Services Division) for updating;
- return e-RRR of delivered cards to the Letter Shopping Center, Office of the APMG for Operations; and
- maintain records of delivered New PID cards.

Unclaimed cards after retention at delivery offices

For all PID Acceptance/Capturing Post Offices, upon receipt of unclaimed New PID cards after thirty (30) days retention by Delivery Post Offices, the office must:
- receive returned unclaimed cards;
- retain unclaimed cards for another sixty (60) days for window delivery;
- effect window delivery to claimants or authorized representatives;
- allow PID holders to request redelivery of returned/undelivered cards already transmitted to PPSD subject to payment of another PID delivery fee;
- issue a PHLPost OR amounting to PhP44.80 for every unclaimed New PID card for redelivery, and send a copy to PPSD;
- forward the requested cards for redelivery back to the concerned Delivery Post Office;
- encode delivery information if DMTS is installed; if DMTS is not installed, forward e-RRR for encoding to the postmaster or area office for updating;
- send unclaimed cards by mail to Postal Payment Services Division (PPS Division), Business Lines Department if unclaimed after 60 days; and
- maintain records of unclaimed cards window-delivered and sent to PPS Division.

Records and monthly recapitulation

All PID Acceptance/Capturing Post Offices must maintain:
- a record book for Approved New PID Applications containing:
  - date of approval
  - name of applicant
  - type of application
  - OR number
  - amount paid
- monthly recapitulation of the number of approved applications and amount of collection, submitted to the Area Office on or before the 5th day of the following month; the Area Office must submit a soft copy every 10th day of the following month to the email address of the Postal Payment Services Division, Business Lines Department found in part 7.5.2 of the circular.
The offices must also maintain:
- a record book for Disapproved New PID Applications containing:
  - date of application
  - name of applicant
  - type of application
  - reason of disapproval
- monthly recapitulation of the number of disapproved applications submitted to the Area Office on or before the 5th day of the following month; the Area Office must submit a soft copy every 10th day of the following month to the email address of the Postal Payment Services Division, Business Lines Department found in part 7.5.2 of the circular.

Postal Payment Services Division (PPSD) functions

For returned New PID cards, PPSD must:
- receive returned cards from PID Acceptance post offices;
- retain returned/undelivered cards for another ninety (90) days for possible claim by PID holders;
- allow PID holders to request redelivery during the ninety (90) days holding period subject to payment of another PID delivery fee amounting to PhP44.80 (VAT inclusive) at the post office where they applied or any nearby post office;
- encode delivery information for claimed cards such as name, address, and identification card presented;
- forward cards to the Letter Shopping Center and dispatch after receiving the Official Receipt from the post office where the redelivery fee was paid;
- forward unclaimed cards after the ninety (90) days holding period to the Disposal Committee for proper disposition; and
- maintain records of cards received and disposed.
For New PID transactions, PPSD must:
- receive periodic reports on PID transactions and/or statistics from Postal Areas; and
- consolidate and report to management the PID transactions and/or statistics, with copy furnished to the Corporate Planning Department.

Accounting procedures for payments

The circular sets payment and VAT handling through Acceptance Post Offices.

Acceptance Post Office accounting

The Postal Teller or Cashier must:
- issue an Official Receipt in three (3) copies for payment of Postal Identification Card with the required breakdown:
  - PID Card Fee: PhP330.00
  - PID Delivery Fee (Registered with e-RRR): 40.00
  - Total VATable Sales: 370.00
  - - 12% VAT: 44.40
  - Total Amount Payable: PhP414.40
- check the applicant’s TIN from the application form and indicate it on the OR; and if no TIN is provided:
  - request the applicant to provide TIN if available; and
  - proceed with processing if no TIN is available.
- record collections in the Postal Teller Daily Transaction Report (PTDTR).
- remit collections to the Cashier or Postmaster at the last hour of the day.
The Postmaster or Cashier must:
- maintain a separate cashbook exclusively for New PID collections;
- record cashbook entries separating PID fees, delivery fees, and the 12% VAT component as described in the circular;
- record transactions in the Postmaster’s Daily Transaction Record (PMDTR) using submitted PTDTR;
- deposit collections using a separate deposit slip, following the authorized frequency, splitting:
  - PID fee/PID delivery fee to Corporate Fund; and
  - 12% VAT withheld to Trust Fund;
- include sales of Postal ID in Daily Sales, Collections and Deposit Report;
- prepare a Weekly PID Collections and Deposit Report and submit a soft copy every Monday of the following week through fmd.pid@gmail.com;
- submit monthly reports to the Accounting Section, Area Office including:
  - Postmaster’s Monthly Transaction Report (PMMTR) and
  - Monthly Cash Accountability Report (MCAR);
- prepare a Summary List of VATable Sales (PPC PO VAT Form No. 1) for remittance of 12% VAT withheld; and
- submit soft and hard copies of Summary List of VATable Sales on or before the 5th day of the following month to the Chief, Accounting Section, Area Office.

Area Office accounting oversight

The Chief, Administration and Finance Division, Area Office must monitor compliance of Postmasters with the VAT summary submission duties.
The Accounting Section or authorized representative must:
- include New PID collections in the Statement of Income for submission;
- verify the correctness of figures in PMMTR from supporting schedules;
- monitor deposits made by postmasters;
- record revenues, collections, and deposits in books of accounts; and
- maintain ledgers for each postmaster and for cash, income, receivable and VAT collection.

Customer service rules for migration and replacement

Migration from paper-based PID to New Postal ID

Holders of valid paper-based Postal IDs may apply for New Postal ID at discounted rates based on the card’s remaining validity:
- 25% discount: discounted PID fee PhP247.50 for card valid for the next 36 months.
- 20% discount: discounted PID fee PhP264.00 for card valid for the next 24 to 35 months.
- 10% discount: discounted PID fee PhP297.00 for card valid for the next **