Coverage
- Applies to all personnel with officially designated positions in the Department under various personnel transitions: assignments abroad, separation, resignation, retirement, job rotation, reassignment.
- Includes all ranks and employment types: regular, temporary, contractual, trainees, casuals.
- Extends to Special Envoys, Honorary Consuls, attached personnel, locally hired employees, consultants, seconded personnel, healthcare providers, etc.
- Covers personnel on extended leaves, scholarships, secondments, volunteer work exceeding one calendar month or as deemed appropriate.
- Includes personnel on prolonged disciplinary suspensions.
- Exceptions: personnel separated suddenly due to incapacitation, death, illness, or on emergency leave for family emergencies.
- In absence of turnover report, supervising authority/subordinate must submit an alternative report covering applicable sections.
Elements of a Turnover Report
- Organizational chart or chain of command outline.
- Description of position: mandate, mission, responsibilities, duties, functions.
- Key outputs of the position.
- Inventory and location of files (physical and electronic) and resources.
- Property, accountable forms, and funds.
- Contracts.
- Details of ongoing, pending, and upcoming projects, programs, cases, activities with status, description, desired outcome, milestones, contacts.
- Membership or positions held in any office, boards, committees, working groups.
- Accomplishments and contributions relative to work plan.
- Recommendations and acknowledgments.
Implementation
- Office of Personnel and Administrative Services (OPAS) and administrative officers tasked to monitor compliance and provide seminars.
- Turnover procedures included in orientation for new and replacement personnel.
- Departing personnel should ideally be available to provide transition period; their contact information (postal, email, phone) must be provided.
- Finance and Property Officers have specific authorized overlap periods with incoming counterparts (Finance: 30 days; Property: 15 days).
- Other key personnel at foreign posts allowed up to 10 days overlap period.
- Overlap can be in addition to the standard 60-day reassignment period but does not apply if incoming officer is already staff.
- Supervising Officer/Head of Office ensures completeness and comprehensiveness of turnover reports.
- Turnover reports to be prepared and submitted prior to replacement arrival, preferably one month before movement.
- Incoming personnel request predecessor’s turnover report upon assuming office.
- Uniform matrix format prescribed but narratives allowed; an appropriate cover memo must be included.
- Internal Audit Service incorporates examination of turnover reports in performance audits.
- Submission of turnover report required for clearance issuance; copy filed in personnel’s 201 folder.
- Non-submission affects performance reviews and promotions.
- OPAS-PMD tracks compliance.
Briefing Module
- OPAS to prepare and provide briefing modules on turnover report implementation for Administrative Officers.
- Upon request, OPAS will brief incoming Administrative Officers.
Review by PRAISE Committee
- Certified true copy of turnover report also serves as accomplishment report.
- PRAISE Committee evaluates turnover reports for possible awards, recognition, or incentives.
Funding
- Funding requirements for turnover report implementation to be appropriated and included in the General Appropriations Act.
Administrative Liability
- Violation or non-compliance classified as a serious offense with penalties under civil service rules.
- Administrative cases do not preclude other criminal or civil actions.
- Complaints filed with OPAS for appropriate action.
Repealing Clause
- All inconsistent prior Department Orders, circulars, and regulations repealed or amended accordingly.
Effectivity
- Order takes effect fifteen (15) days after filing with the University of the Philippines Law Center.