Policy and purpose on attendance
- The Circular establishes guidelines and rules governing absenteeism and tardiness of civil service officers and employees.
- The Circular implements attendance standards tied to unauthorized absences and recurring lateness.
- The Circular requires reporting systems and strict implementation by departmental and agency heads.
Scope and who is covered
- The guidelines apply to an officer or employee in the civil service.
- The Circular covers absenteeism based on unauthorized absences and tardiness based on recurring lateness incidents.
- The Circular covers sick leave-related conduct, including employees who absent themselves before approval of sick leave applications.
Habitual absenteeism rule and threshold
- An officer or employee is considered habitually absent when unauthorized absences exceed the allowable 2.5 days monthly leave credit under the leave law for:
- at least three (3) months in a semester, or
- at least three (3) consecutive months during the year.
- Habitual absenteeism is determined by unauthorized absence rates measured against the 2.5 days monthly leave credit and the time periods stated in the Circular.
Sick leave validation and spot checks
- For claims of ill health, heads of department of agencies are encouraged to verify the validity of the claim.
- Heads of department of agencies must disapprove the application for sick leave if they are not satisfied with the reason given.
- Employees who absent themselves from work before approval of their application for sick leave must have their sick leave applications disapproved outright.
- In the discretion of the Head of any department, agency or office, any government physician may be authorized to conduct a spot check on employees supposed to be on sick leave.
- Employees found violating leave laws, rules or regulations through spot checks must be dealt with accordingly by filing appropriate administrative cases.
Habitual tardiness standard
- An employee is considered habitually tardy if the employee incurs tardiness, regardless of the number of minutes, when lateness occurs ten (10) times a month for:
- at least (2) months in a semester, or
- at least two (2) consecutive months during the year.
Sanctions for absenteeism and tardiness violations
- The Circular mandates sanctions through “due proceedings” for violations of the attendance guidelines.
- For the first violation, the employee, after due proceedings, is imposed the penalty of 6 months and 1 day to 1 year suspension without pay.
- For the second violation, and after due proceedings, the employee is dismissed from service.
Reporting, oversight, and internal systems
- Reports on punctuality and attendance of all employees must be submitted to the Personnel Office or Administrative Officer of every department or agency.
- Reports must be submitted not later than two (2) weeks after the end of every semester (June and December).
- Heads of Department or Agencies must oversee the strict implementation of the Circular.
- Heads of Department or Agencies may prescribe their own internal rules and regulations on the use of bundy clock, logbook, pass slip, and/or application for leave of absence.