FIBECO Manual of Policies and Procedures

2011
FIBECO, Inc.
HR Handbook
Manual of Office Policies,
Guidelines and Procedures
ABA
Admin/Personnel Office
10/1/2011
Table of Contents
PART I : A Look at our Cooperative ............................................................................................................... 8
BACKGROUND .............................................................................................................................................. 8
LEGAL BASIS ............................................................................................................................................. 8
FIBECO, INC. VISION ................................................................................................................................. 8
FIBECO, INC. MISSION .............................................................................................................................. 8
THE FIBECO VALUE STATEMENT (7 CORPORATE CULTURE) ....................................................................... 8
PREFACE ........................................................................................................................................................ 9
Part II: A Look at our People: ENTRY AND SETTLING-IN ................................................................................. 9
POLICY NO. II-001: RECRUITMENT AND SELECTION POLICY ........................................................................... 9
I. Purpose ............................................................................................................................................ 9
II. Scope ................................................................................................................................................ 9
III.
Policy ............................................................................................................................................ 9
IV.
Implementing Guidelines ............................................................................................................ 10
A. Recruitment Authorization Procedure ............................................................................................. 10
1. Authorization .............................................................................................................................. 10
2. Procedure ................................................................................................................................... 10
B. Newly Created or Restructured Positions ........................................................................................ 11
C. Employment Procedure .................................................................................................................. 11
D. Employment Interview Panel .......................................................................................................... 12
E. Age ................................................................................................................................................. 12
F. Appointment .................................................................................................................................. 12
1. Necessary Documents ................................................................................................................. 12
2. Personal Data .............................................................................................................................. 13
G. Induction ........................................................................................................................................ 13
H. The Selection Criteria ...................................................................................................................... 14
I. Qualification standards ................................................................................................................... 15
POLICY NO. II-2011-002: HIRING AND PLACEMENT OF CONTRACTUALS (OUTSOURCING) ........................... 16
I. Purpose .......................................................................................................................................... 16
II. Scope .............................................................................................................................................. 16
III.
Policy .............................................................................................................................................. 16
IV.
A. Direct Hiring ................................................................................................................................ 17
B. Hiring Through a Third Party (Outsourcing/Contracting) .............................................................. 17
C. Qualifications of a Service Provider ............................................................................................. 17
D. Manner of Contracting Out Services ............................................................................................ 17
E. Priority Manpower Requirements for Outsourcing ...................................................................... 18
POLICY NO. II-2011-003: APPOINTMENTS, PLACEMENTS, PROMOTIONS AND TRANSFERS .......................... 19
I. Purpose .......................................................................................................................................... 19
II. Scope .............................................................................................................................................. 19
III.
Definition of Terms ..................................................................................................................... 19
IV.
Policy .......................................................................................................................................... 19
V. Implementing Guidelines ................................................................................................................ 20
A. Administration: Promotion and Transfer ..................................................................................... 20
B. General Rules on Promotions and Transfers ................................................................................ 20
C. Promotions: Special Case ............................................................................................................ 21
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D. Prohibitions or Limitations on Appointments .............................................................................. 22

POLICY NO. II-2011-005: NEW EMPLOYEES BRIEFING ................................................................................. 22
I. Purpose .......................................................................................................................................... 22
II. Scope .............................................................................................................................................. 22
III.
Policy .......................................................................................................................................... 22
IV.
Implementing Guideline .............................................................................................................. 22
POLICY NO. II-2011-006: OFFICIAL WORKING HOURS.................................................................................. 23
I.
Purpose .......................................................................................................................................... 23
II. Scope .............................................................................................................................................. 23
III. Policy .............................................................................................................................................. 23
IV.
A. Regular Breaks ............................................................................................................................ 23
A. Flexi-Time ................................................................................................................................... 24
B. Special Cases ............................................................................................................................... 24
C. Overtime Services ....................................................................................................................... 24
POLICY NO. II-2011-007: MONITORING OFFICIAL TIME RECORDS ................................................................ 25
I. Purpose .......................................................................................................................................... 25
II. Scope .............................................................................................................................................. 25
III.
Policy .......................................................................................................................................... 25
IV.
POLICY NO. II-2011-008: OFFICIAL BUSINESS/ FIELD WORKS AND TRAVEL .................................................. 26
I. Purpose .......................................................................................................................................... 26
II. Scope .............................................................................................................................................. 26
III.
Policy .......................................................................................................................................... 26
Iv. Implementing Guidelines ................................................................................................................... 26
A.Official Local Travel.......................................................................................................................... 26
B. Official Travel Abroad.................................................................................................................. 27
C. Procedure to Make Official Local and Foreign Travels: ................................................................. 27
D. Personal or Official Business Outside of the Office ...................................................................... 27
PART III: A Look at Our People: COMPENSATION, BENEFITS AND WELFARE ................................................ 28
POLICY NO. III-2011-001A: SALARIES AND WAGES SCHEME ........................................................................ 28
I. Purpose .......................................................................................................................................... 28
II. Scope .............................................................................................................................................. 28
III.
Policy .......................................................................................................................................... 28
IV.
A. Guideline on Salary Administration: ............................................................................................ 29
B. Guideline on Salary Increases and Adjustments ........................................................................... 29
C. Guideline on Promotional Increase or Adjustment ...................................................................... 30
D. Procedure for Effecting Salary Changes ....................................................................................... 30
E. Claims of Salaries and Wages ...................................................................................................... 31
POLICY NO. III-2011-001B: SALARY SCHEME FOR CONTRACTUAL EMPLOYEES............................................. 32
I. Purpose .......................................................................................................................................... 32
II. Scope .............................................................................................................................................. 32
III.
Policy .......................................................................................................................................... 32
IV.
A. Salary Level Augmentation Scheme ............................................................................................. 33
POLICY NO. III-2011-003: ALLOWANCES/ENTITLEMENTS & OTHER SUPPLEMENTS ...................................... 35
I. Purpose .......................................................................................................................................... 35
II. Scope .............................................................................................................................................. 35
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III.
Policy .......................................................................................................................................... 35
IV.
A. All Employees.............................................................................................................................. 36
B. Heads of Offices/Departments/Units........................................................................................... 37
POLICY NO. III-2011-005: CASH ADVANCES - OFFICIAL OR PERSONAL PURPOSES ........................................ 38
I. Purpose .......................................................................................................................................... 38
II. Scope .............................................................................................................................................. 38
III.
Policy .......................................................................................................................................... 38
IV.
A. Official Purpose ............................................................................................................................. 38
B. Personal Purpose ........................................................................................................................ 38
POLICY NO. III-2011-006: OVERTIME PREMIUM PAY ................................................................................... 39
I. Purpose .......................................................................................................................................... 39
II. Scope .............................................................................................................................................. 39
III.
Policy .......................................................................................................................................... 39
IV.
POLICY NO. III-2011-007A: TRAINING AND DEVELOPMENT ......................................................................... 40
I. Purpose .......................................................................................................................................... 40
II. Scope .............................................................................................................................................. 40
III.
Definition of Terms ..................................................................................................................... 40
IV.
Policy .......................................................................................................................................... 40
V. Implementing Guidelines ................................................................................................................ 40
A. Staff Development Fund.............................................................................................................. 40
B. FIBECO, Inc. as a Training Ground ................................................................................................ 41
POLICY NO. III-2011-007B: SERVICE AGREEMENT FOR FOREIGN TRAINING ................................................. 42
I. Purpose .......................................................................................................................................... 42
II. Scope .............................................................................................................................................. 42
III.
Policy .......................................................................................................................................... 42
IV.
POLICY NO. III-2011-008: LEAVE BENEFITS .................................................................................................. 43
I. Purpose .......................................................................................................................................... 43
II. Scope .............................................................................................................................................. 43
III.
Policy .......................................................................................................................................... 43
IV.
Implementing Guideline .............................................................................................................. 44
A. Vacation Leave ............................................................................................................................ 44
B. Sick Leave ................................................................................................................................... 44
C. Maternity Leave .......................................................................................................................... 45
D. Paternity Leave ........................................................................................................................... 46
E. Compensatory Leave ................................................................................................................... 46
F. Special Previlege Leave ............................................................................................................... 47
G. Service Incentive Leave ............................................................................................................... 47
H. Terminal Leave ............................................................................................................................ 48
POLICY NO. III-2011-009: MONETIZATION OF LEAVE CREDITS ..................................................................... 48
I. Purpose .......................................................................................................................................... 48
II. Scope .............................................................................................................................................. 48
III.
Policy .......................................................................................................................................... 48
IV.
POLICY NO. III-2011-010: SSS AND OTHER BENEFITS ................................................................................... 49
I. Purpose .............................................................................................................................................. 49
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II. Scope.................................................................................................................................................. 49
III. Policy ................................................................................................................................................. 49
IV. Implementing Guidelines .................................................................................................................. 50
PART IV: A Look at Our Facilities and Services: GOOD HOUSEKEEPING ........................................................ 51
POLICY NO. IV-2011-001: DEDUCTIONS - STATUTORY AND COMPANY- INITIATED ...................................... 51
I. Purpose .......................................................................................................................................... 51
II. Scope .............................................................................................................................................. 51
III.
Policy .......................................................................................................................................... 51
IV.
A. Deductions from Salaries and Other Benefits .............................................................................. 52
B. Deductions from Retirement and Terminal Leave Benefits .......................................................... 52
POLICY NO. IV-2011-002: HEALTH AND SAFETY ........................................................................................... 52
I. Purpose .......................................................................................................................................... 52
II. Scope .............................................................................................................................................. 52
III.
Policy .......................................................................................................................................... 52
IV.
A. Health and Safety ........................................................................................................................ 53
B. Security ....................................................................................................................................... 53
C. First Aid....................................................................................................................................... 53
D. Visitors ........................................................................................................................................ 53
E. Smoking ...................................................................................................................................... 54
F. Emergencies................................................................................................................................ 54
G. Accidents Involving FIBECO Properties ........................................................................................ 54
H. Emergency Fund ......................................................................................................................... 54
POLICY NO. IV-2011-003: VEHICLE MAINTENANCE SERVICES ...................................................................... 55
I. Purpose .......................................................................................................................................... 55
II. Scope .............................................................................................................................................. 55
III.
Policy .......................................................................................................................................... 55
IV.
A. Services via the Motorpool .......................................................................................................... 55
B. Repairs and Maintenance Outside or Beyond the Capacity of FIBECO Motorpool ........................ 56
POLICY NO. IV-2011-004: CONTRACTS AND NEGOTIATIONS........................................................................ 57
I. Purpose ............................................................................................................................................... 57
II. Scope.................................................................................................................................................. 57
III. Policy ................................................................................................................................................. 57
IV. Implementing Guideline .................................................................................................................... 57
A. For programmed and un-programmed purchases (products and services):.................................. 58
POLICY NO. IV-2011-005: COMMUNICATION PROTOCOLS .......................................................................... 58
I. Purpose ............................................................................................................................................... 58
II. Scope.................................................................................................................................................. 58
III. Policy ................................................................................................................................................. 58
A. Incoming Communications .......................................................................................................... 59
B. Outgoing Communication ........................................................................................................... 59
POLICY NO. IV-2011-006: USAGE OF VEHICLES/TRANSPORTATION FACILITIES............................................. 60
I. Purpose ............................................................................................................................................... 60
II. Scope.................................................................................................................................................. 60
III. Policy ................................................................................................................................................. 60
IV. Implementing Guidelines ................................................................................................................... 61
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A. Assigning of Vehicles and Trips .................................................................................................... 61

B. Assigning of Drivers and their Limitations .................................................................................... 61
C. Necessary Control Measures ....................................................................................................... 62
D. Field Works ................................................................................................................................. 62
POLICY NO. IV-2011-007: USE OF OFFICE EQUIPMENT/FACILITIES .............................................................. 64
I. Purpose ............................................................................................................................................... 64
II. Scope.................................................................................................................................................. 64
III. Policy ................................................................................................................................................. 64
A. Computers and IT accessories ..................................................................................................... 64
B. Telephone and Facsimile ............................................................................................................. 64
C. Photocopier ................................................................................................................................ 64
D. Mail ............................................................................................................................................ 65
E. E-mail and Internet Facilities ....................................................................................................... 65
POLICY NO. IV-2011-008: OFFICIAL UNIFORM ............................................................................................. 66
I. Purpose ............................................................................................................................................... 66
II. Scope.................................................................................................................................................. 66
III. Policy ................................................................................................................................................. 66
POLICY NO. IV-2011-009: DISCIPLINARY AND PERSONNEL ACTIONS ............................................................ 67
I. Purpose ............................................................................................................................................... 67
II. Scope.................................................................................................................................................. 67
III. Policy ................................................................................................................................................. 67
A.Procedure and Documentation ........................................................................................................ 68
B. Special Cases.................................................................................................................................. 70
C. Poor Work Performance.............................................................................................................. 70
D. Offenses outside normal working hours ...................................................................................... 71
E. Court Actions .............................................................................................................................. 71
F. Classification of Offenses and penalties ....................................................................................... 72
G. Implied/Acceptable Disciplinary Actions (Outside of the Blue Book Provisions) ........................ 72
H. Dismissal Procedure .................................................................................................................... 73
I. Disciplinary Appeal Procedure ..................................................................................................... 74
POLICY NO. IV-2011-010: GRIEVANCE POLICY ............................................................................................. 77
I. Purpose ............................................................................................................................................... 77
II. Scope.................................................................................................................................................. 77
III. Policy ................................................................................................................................................. 77
A. Standard Grievance Procedure .................................................................................................... 77
POLICY NO. IV-2011-011: DELEGATION OF AUTHORITY ............................................................................... 78
I. Purpose ............................................................................................................................................... 78
II. Scope.................................................................................................................................................. 78
III. Policy ................................................................................................................................................. 78
A. Delegation of Authority to Subordinates ..................................................................................... 79
B. Compliance Documentation ........................................................................................................ 79
C. Transactions Covered .................................................................................................................. 79
POLICY NO. IV-2011-012: TERMINATION OF EMPLOYMENT ........................................................................ 85
I. Purpose ............................................................................................................................................... 85
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II. Scope.................................................................................................................................................. 85
III. Policy ................................................................................................................................................. 85
A. Termination by Notice ................................................................................................................. 85
B. Retirement.................................................................................................................................. 86
C. Death of Staff member ................................................................................................................ 86
D. Certificate of Service ................................................................................................................... 86
E. Discharge/Clearance Form .......................................................................................................... 87
POLICY NO. IV-2011-013: RETRENCHMENT POLICY ..................................................................................... 87
I. Purpose ............................................................................................................................................... 87
II. Scope.................................................................................................................................................. 87
III. Policy ................................................................................................................................................. 87
A. Consultation................................................................................................................................ 88
B. Assistance from FIBECO, Inc. ....................................................................................................... 89
C. Retrenchment Procedures........................................................................................................... 89
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PART I : A Look at our Cooperative

BACKGROUND
First Bukidnon Electric Cooperative, Inc. (FIBECO) is a non-stock and non-profit entity duly organized under and by
virtue of Presidential Decree 269 with office at Brgy. Anahawon, Maramag, Bukidnon. FIBECO, one of the
Philippines's top electric cooperatives being categorized A+ by the National Electrification Administration is primarily
engage in distribution of electricity throughout its franchise area.
FIBECO distributes electricity to approximately 107,626 customers in the city of Valencia, as well as parts of 11
surrounding towns in the Province of Bukidnon and a town Wao, in the Province of Lanao del Sur. FIBECO, Inc.
electrics service area consists of approximately 3,855 square kilometer. These areas serve commercial and industrial
businesses, including manufacturing firms engaged in the production of sugarcane, pineapple, bananas, and other
industrial and horticultural crops. In addition, FIBECO electrics service area consists of retail trading.
As of 2010, FIBECO, Inc. owns a regulated assets amounting to Four Hundred Twenty-Eight Million, Seven Hundred
Forty-Five Thousand, Four Hundred Forty Pesos (P428,745,440.00) which include 3,123.48 kms. of distributions lines, 5
substations, and various line equipment.
FIBECO will
corporation.
engage in generation, transmission,
and energy supply through its partly owned and controlled
LEGAL BASIS
An employee being part of the organization, much is expected from him/her in the achievement of our vision:
FIBECO, INC. VISION

A world-class, globally competitive, financially stable and member-consumer-owned electric distribution utility
serving as a catalyst of change towards total consumers satisfaction and improvement of quality of life of the
community.
As part of more than a million men and women who have decided to join the Electric Cooperative service, an employee
will now share in the effort of fulfilling our mission:
FIBECO, INC. MISSION

To be a model distribution utility in terms of viability, services efficiency, quality and reliability, employee
morale, and social commitments.
THE FIBECO VALUE STATEMENT (7 CORPORATE CULTURE)

Generosity
Teamwork
Discipline
Hardwork
Honesty
Thrift
Palabra de Honor
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PREFACE
All employees should be aware that conduct that violates the policy set forth is always considered outside
the scope of their employment. Violating the policy could significantly damage the Cooperative and expose it
to unintended legal and commercial liabilities. In addition, individuals who violate these policies are subject to
appropriate disciplinary action by the Cooperative, including possible termination of employment.
Persons who have employees reporting to them should take all necessary steps to ensure their employees
know and follow the policy. In this connection, all Heads of Offices should periodically consult with their staff
members to determine that appropriate procedures for implementation of the policy have been developed
and are being followed.
Part II: A Look at our People: ENTRY AND SETTLING-IN
POLICY NO. II-2011-001: RECRUITMENT AND SELECTION POLICY

I. Purpose
To establishe and attain the highest standards of professionalism throughout the organization by recognizing and
utilizing individual capabilities, productivity and contribution.
The Cooperative firmly believes that the continued progress and success of the Cooperative depends to a very great
extent on its personnel staff that only with a carefully selected well-trained, achievement-oriented, and dedicated
employee force can be the Cooperative maintain its leadership in the industry.
II. Scope
This policy is applicable to FIBECO, Inc., each of its Departments, Divisions, Sub-Offices and the rest of its units, and
any ventures that are controlled by the Cooperative.
III. Policy
1. It is the policy of FIBECO, Inc. to appoint only the most qualified personnel in order to ensure the best fit to the
best job for the best person. This is the way to attain the greatest fit for the greatest value, hence, only the best
shall serve in the Cooperative and to strictly adhere to the merit and fitness principle of selecting and promoting
employees on the basis of their relative qualifications and competence to perform the duties and responsibilities
of the vacant position as explicitly cited in the FIBECO Merit Promotion Plan.
2. Recruitment and Selection aim to search and hire suitable candidate to fill vacancies in FIBECO, Inc. with the
view to satisfying human resources needs. The search may be internal and/or external.
3. Any position within FIBECO, Inc. that becomes vacant will be filled, on completion of a requisition form by the
immediate supervisor to be submitted to the Admin/Personnel Office. Restructured or newly created positions
will only be activated upon approval from the Board or Directors.
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4. The success and adaptability of the Cooperative depends upon the recruitment of employees who are flexible,
adaptable and committed to the success of the FIBECO, Inc. adopting the equal opportunity principle that
disregards color, age, political affiliations, culture, social status and physical stature.
IV.
Implementing Guidelines
Because the most valuable asset of the Cooperative is its employees, our Cooperative has adopted the following
personnel policies:
1. Employ only the best-qualified persons available, recognizing each person as an individual
2. There should be at least three (3) applicants per vacant position to constitute a Selection Process, unless there
are special skills and experience required for the vacant position, this maybe considered as a special
recruitment and hiring.
3. Pay just and reasonable compensation in line with industry standards, job requirements and work performance
4. Help each employee to attain his maximum efficiency and effectiveness through a well-rounded training and
development program
5. Provide and maintain comfortable, peaceful, orderly, and safe working conditions.
6. Promote from within whenever possible and provide opportunities for growth and promotion to each employee
7. Treat each employee with fairness and respect and in return expect from him service marked by dedication,
devotion, and loyalty
8. Encourage each employee to improve and develop himself and hereby prepare him for positions of higher
responsibility
9. Recognize and reward efficiency discipline, and dedication to duty and responsibility
10. Exhaust all means to resolve labor-management differences fairly, promptly, and amicably.
11. Provide a wholesome and friendly atmosphere for harmonious labor-management relations.
A. Recruitment Authorization Procedure

1. Authorization
All authorization procedure detailed below must be completed prior to the commencement of any recruitment procedure.
a) Prior to the employment of any employee the Employment Authorization Form (Appendix ____) must be
completed.
b) The employment of all individuals for budgeted positions within FIBECO, Inc. must be authorized by the
General Manager
c) Employment of Personnel to the position of Manager of Departments/Offices will require the concurrence of the
Board of Directors
2. Procedure
a) The Department/Area Manager will complete the Employment Authorization form.
b) The Department Manager is responsible to ensure correct authorization
procedures have been complied with.
c) The Department Head will submit to the Admin/Personnel Office with a fully authorized Employment
Authority Form and request commencement of Recruitment.
d) The Admin/Personnel Office will control that the correct authorization has been obtained. When all is in
order they shall commence the recruitment process.
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B. Newly Created or Restructured Positions

Authority shall be vested in the Board to consider request for the activation of a newly created or restructured
position.
1. Activation of a position shall be allowed through the submission of an Employment Authorization Form by the
Department Manager to the Admin/Personnel Office.
2. Once the need to fill a vacancy has been identified, the Admin/Personnel Office will submit a motivated
recommendation to the Board through the General Manager for the activation of the position.
3. Internal Advertisements shall be posted on bulletin boards or sent via e-mail or other means to all employees by
the Admin/Personnel Office, while external advertisements shall be placed in specified local newspapers and
radio broadcasts.
C. Employment Procedure
1. The Admin/Personnel Office via the HR Section posts the vacant positions through tri-media approach
2. The Admin/Personnel Office shall receive all applications for employment from both internal and external
applicants and shall acknowledge receipt thereof in writing. All applicants for employment shall be addressed to
the Admin/Personnel Office.
3. Documents to be submitted to the Admin/Personnel Office should consist of the following:
a. Letter of Intent/Application Letter
b. Comprehensive Resume or Curriculum Vitae
c. Photocopies of education and professional credentials
d. Photocopies of training certificates
e. Other documents deemed necessary and as required by the selection committee and Appointing Authority
4. HR conducts screening process in two-fold:
a. Portfolio Evaluation
b. Cognitive and affective examinations
5. The Admin/Personnel Office shall sort all applications that meet the minimum appointment requirements as
advertised, and then forward these applications to the Department Manager concerned (the owner of the
position/s), together with a full list of all applications received.
6. The Department Manager, in consultation with the Admin/Personnel Office, shall draw up the shortlist of
candidates for the selection process.
7. The Admin/Personnel Office shall invite the short listed candidates for interviews with the Selection Committee
as the last tier of the selection process, and will ultimately make a recommendation to the General Manager for
appointment.
8. All Applicants undergo a Three (3) Tier Selection Process as follows:
a. Portfolio Evaluation
b. Examination/Assessment
c. Panel Interview
9. The Final Rating of an applicant undergoing a selection shall be composed of 60% Portfolio Assessment and
40% Panel Interview
10. The Admin/Personnel Office shall ensure that Reference Check on shortlist candidates is done, and then the
employment offer in consultation with the members of the Selection Committee to the selected candidate which
upon acceptance shall be followed by an appointment letter signed by the General Manager or his/her delegate.
Once the selected candidate has accepted the employment offer, the Admin/Personnel Office shall send regret
letters to all the unsuccessful candidates.
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D. Employment Interview Panel

The Employment Interview Panel shall be provided with the ground rules of and procedures for interviewing (by the
Admin/Personnel Office) prior to the actual commencement of interviews.
The Panel shall consist of the following persons:
1. The Department Manager concerned
2. The Admin/Personnel Office
3. The Representative of the Employees Union/Association
4. The Department Manager of the ISD
5. One Representative of the Area Managers
6. For Management Positions the General Manager as well as a selected Board Member shall attend
E. Age
FIBECO, Inc. shall, in terms of Article 139 of the Labor Code, not employ any person under the age of fifteen (15) years
old.
However, FIBECO, Inc. may limit its age requirement of new hires to at least 85% of the mandatory retirement age (60)
unless the position requires special knowledge and competencies as declared by the General Manager.
Applicants of sixty (60) years and older can only be appointed on approval by the General Manager or by the Board.
Employees so appointed can only be appointed in a temporary capacity, and such cannot become members of the
Pension Fund.
F. Appointment
An employee has to undergo and pass the preliminary procedure of testing and interview, the Selection Committee
deliberation, and the approval of the Appointing Authority/ies.
For Department Managers Appointments shall come from the General Manager, but have to be concurred by
the Board of Directors
For Division Chiefs and below Appointing Authority is the General Manager
1. Necessary Documents
a. Letters of Appointment: The formal letter of appointment will bear the signature of the General Manager or as
delegated. The letter shall require the signature of the appointee before the appointment is considered effective.
The employees appointment takes effect on the day he/she assumes duty, which should not be earlier than the
date of effectivity of his appointment.
b. Job Description: On appointment, an employee shall be given a job description. This shall specify the scope
and terms of reference for their position. Each member of staff is expected to devote their time and attention to
their work and not engage in activities that may conflict with FIBECO, Inc.s interests or negatively affect their
performance. Job Descriptions shall be reviewed yearly.
c. Probation: Any NEW appointment made on FIBECO, Inc. shall be subject to a probation period as specified in
the letter of appointment. One month towards the end of the probation period, employees immediate supervisor
shall make an appraisal report recommending a confirmation or termination of the employees services. Where
necessary, the probation period may be extended as considered necessary by FIBECO, Inc. A new employee
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who is on probation may have his appointment terminated at any time without notice. In the event of such
termination, the employee is paid for the period worked up to the time of termination
A NEW employees first six months is a probationary period, during which an employees character and
performance are critically assessed for purposes of determining whether he/she should be given a permanent
status later or be terminated.
d. Confirmation of appointment. On recommendation from the immediate supervisor, the General Manager shall
in writing, confirm the appointment through the Admin/Personnel Office.
e. Duration of employment: Unless otherwise stated, employment for all staff shall be on permanent basis
subject to satisfactory completion of the probation period and availability of funds.
2. Personal Data
On acceptance of an appointment, the new staff member is required to complete the Employee Personal Data Sheet (See Appendix _____). New employees must also furnish FIBECO, Inc. with a declaration of dependents, that is spouse
and own children; next of kin, and provide photocopies of certificates and other testimonials.
Any changes in personal status shall be reported promptly to the Admin/Personnel Office by completing a fresh Personal
Data Sheet. Staff records and related correspondence shall be treated confidentially at all times.
G. Induction
All new staff shall undergo induction training to assist them in the process of becoming integrated to the institution within
the shortest time possible. The respective immediate supervisor in collaboration with the Admin/Personnel Office shall
conduct induction training. See checklist for induction as Annex______:
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H. The Selection Criteria

1. Portfolio Assessment
EDUCATIONAL ATTAINMENT
(C)
Trainings
Attended
(15 points)
(A)
Degree Course
(25 points)
(B)
Skills/License
Acquired
(10 points)
Points
Points
Earned
Earned
Elem
&
3
1 (unreal1
Below
ted)
High
6
1 fit; 1
2
School
related
Level
High
9
1 fit; 1+
6
School
related
Grad
College
12
2 fit; 1+
8
Level
related
30 hrs &
Below
31-50
hrs
College
Graduate
15
Masteral
Level
Masteral
Graduate
PostGraduate
PostGraduate
+ License
18
2 +(1+ Fit,
1+
Related)
10
Points
Earned
1
3
51-70
hrs
71-90
hrs
91-120
hrs
12
121
hrs
(D)
Related
Experience: Depth
& Breadth*
(15 points)
1 related
exp.
2-3
related
exp.
4-5
related
exp.
6-7
related
exp.
8 or more
related
exp.
(E)
Work
Experience/
Length of
Service
(15 points)
Points
Earned
1-4
3
years
5-9
6
years
1-10
pts.
11-20
pts.
10-14
years
21-30
pts
12
12
15-19
years
12
31-40
pts
16
15
20 +
years
15
41-50
pts
20
Points
Earned
3
6
15
20
23
25
a. Panel Interview (Behavioral & Competency Skills)

Average Score
4.6 - 5
4.1 4.5
3.6 - 4
3.1 3.5
2.6 - 3
2.1 - 2.5
1.6 2
1 1.5
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Percent Equivalent
100
85
75
65
45
35
25
10
(F)
IQ Rating: Exam
Result
(20 points)
Points
Earned
4
8
I. Qualification standards
1. Managerial level positions
Must possess the following qualifications:
a.
b.
c.
d.
At least Masteral Degree holder of a course related to the position or its equivalent
With at least 10 years of work experience
With at least 5 years of supervisory experience
With at least 960 hours of training, 70% of which are related to the job description of the plantilla position to
be filled up
e. With strong analytical skills (with knowledge of statistical analysis)
f. With very good communication (written and oral) skills
g. Must be computer literate
h. With impressive job accomplishments from previous employers/job assignments
i. Preferably with other technical/occupational skills certified by any government regulatory bodies
j. Other credentials directly related to the job description
2. Division Chief Level Positions and Area Managers

a.
b.
c.
d.
At least Masteral Degree holder of a course related to the position or its equivalent
With at least 8 years of work experience
With at least 3 years of supervisory experience
With at least 500 hours of training, 50% of which are related to the job description of the plantilla position to
be filled up
e. With strong analytical skills (with knowledge of statistical analysis)
f. With very good communication (written and oral) skills
h. With impressive job accomplishments from previous employers/job assignments
i. Preferably with other technical/occupational skills certified by any government regulatory bodies
j. Other credentials directly related to the job description
3. Section Head positions

Must possess the following:
a. At least College Graduate of a course related to the position or its equivalent licenses
b. With at least 5 years of work experience
c. With at least 2 years of supervisory experience
d. With at least 480 hours of training, 50% of which are related to the job description of the plantilla position
to be filled up
e. With strong analytical skills
f. With good communication (written and oral) skills
h. Preferably with other technical/occupational skills certified by any government regulatory bodies
4. Officer level positions

Must possess the following:
a. At least College Graduate of a course related to the position or its equivalent licenses
b. With at least 3 years of work experience
c. With at least 2 years of relevant/related experience
d. With at least 240 hours of training, 50% of which are related to the job description of the plantilla position
to be filled up
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e.
f.
g.
h.
With strong analytical skills

With good communication (written and oral) skills
Must be computer literate
Preferably with other technical/occupational skills certified by any government regulatory bodies
5. All non-officer level positions

Must be filled up with people possessing the following:
a. At least College level, preferably with two (2) years in college
b. With at least 5 years of work experience related to the job
c. With Certification of good performance from previous employer/s
d. Preferably with other technical/occupational skills related to the position certified by any government
regulatory bodies
Creation/Revision Date : ______________
Effective Date
: ______________
POLICY NO. II-2011-002: HIRING AND PLACEMENT OF

CONTRACTUALS (OUTSOURCING)
I.
Purpose
This policy is prepared for purposes of establishing standards for recruitment, hiring and placement of employees on
Contractual or Temporary basis, as well as guide for outsourcing specific labor and services.
II.
Scope
III.
Policy
any ventures that are controlled by the Cooperative. This is also applicable in effecting agreements with a Third Party
providing the required labor and services.
1. The Cooperative shall hire personnel on contractual basis either via a Third Party or direct by FIBECO thru the
Admin/Personnel Office.
2. Hiring procedures for contractual employees follow the same procedures for hiring and placement of regular
employees where the applicants would also undergo a Three-Tier Selection Process.
3. However, in the exigency of service, and where the nature of work is routinary, stand-alone assignments or
those position which belong to support services to critical operations, the Management of FIBECO may hire the
services of qualified personnel directly on short-term basis, maximum of five (5) months, and renewable
thereafter upon final evaluation of performance and recommendation of direct supervisors.
4. Selection and placement shall be the responsibility of the Admin/Personnel Office, where, at the discretion and
approval of the General Manager, the Admin/Personnel Office may create a shortlist of qualified applicants from
among its pool/roster of applicants for endorsement to the General Manager and preparation of Contracts of
Services/Temporary Contracts of Employment.
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IV.
Implementing Guidelines
A. Direct Hiring
The following maybe hired on temporary basis because they are disqualified to be contracted out per Labor Code
prohibitions:
1. Works or services directly related or integral to the main business of FIBECO such as:
Meter Readers
By-Piece Disconnectors
Office Clerks/Assistants
Drivers (Confidential Position)
Administrative Aides
Secretary (Confidential Position)
Other plantilla positions (at the discretion of the Top Management)
B. Hiring Through a Third Party (Outsourcing/Contracting)

FIBECO, Inc. may hire personnel on temporary basis through a Third Party Service Provider, provided, however, that the
said Service Provider conforms to the requirements and qualifications set forth by the Department of Labor and
Employment (DOLE) Regulations particularly on adhering to conditions of No Employee-Employer Relationship. On
this regard, the following should be taken into account:
C. Qualifications of a Service Provider
1. Must be duly registered with any Government Regulatory Bodies (SEC, CDA, DOLE, etc.)
2. Must have a complete Organizational Set-Up, 1) a Governing Body, and 2) an Operating Body
(Management & Staff)
3. The Operating Body, who will do the day-to-day operations of the Service Provider must NOT be an inhouse entity
4. The Service Provider undertakes its own business independently;
5. It has substantial capital and investments (such as tools, equipment, machineries, and other facilities) used
in the performance of the contracted jobs or services; and
6. Has its own business premises where office and other administrative transactions are carried out, and
where personnel policies, rules and regulations are in placed
D. Manner of Contracting Out Services

FIBECO, Inc., through the Admin/Personnel Office shall advertise its need for services to be contracted out. It shall be
opened to all qualified Independent Service Providers anywhere in the Region or Province of Bukidnon provided the
latter has met the minimum qualification criteria. The following procedures shall be adhered to:
1. The interested Services Provider must submit the following:
Letter or Expression of Interest responding to FIBECOs manpower requirements
Company Profile
Certificate of Registration or Accreditation by a government registering agency
Business Permit (if applicable)
A Cash Bond of at least P100,000 to cover the first three (3) months of contractual employees salaries
and wages
2. Procedure/s:
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The Admin/Personnel Office shall conduct an evaluation of proposals submitted by the interested Service
Providers and shall endorse to the General Manager its assessment report and recommendation
A Contract of Service shall be forged between the qualified Service Provider and FIBECO, with which
details of arrangement are stipulated (salaries, benefits, number of contractual employees, type of services
to be contracted out, and duration of service, etc.)
Minimum duration of engagement shall be for a period of one (1) year and renewable every year thereafter
depending on the need of FIBECO
Once all the documentary requirements are in placed, the selection and deployment of contractual
employees are facilitated by the Contractor which shall be based on the qualification criteria set by FIBECO
through the Admin/Personnel Office.
All administrative matters relative to the contractual employees shall be handled by the Contractor,
including performance monitoring
Evaluation of performance of contractual employees shall be by the direct supervisor to whom the
contracted services belong. These shall, however, be submitted to the Admin/Personnel Office for final
evaluation of Contract between FIBECO and the Service Provider
E. Priority Manpower Requirements for Outsourcing

FIBECO, Inc. will outsource from a qualified Service Provider services usually performed by occupations which are in
adherence to Section 6 of the Implementing Rules of Book III: Rule VIII-A of the Labor Code such as:
1. Works or services temporarily or occasionally needed to meet or facilitate increase of productivity; those that
require certain expertise; promotional activities for new programs; and short-term or special projects:
Clearing Crews
Service Drop Wires Installers
Construction Workers
Enumerators
Program/Project Endorsers
Consultants
Trainers/Facilitators
Researchers
Others (as long as it is justifiable)
2. Works or services NOT directly related or not integral to the main business or operation of FIBECO:
Janitorial services
Security Services
Messengerial Services
Gardening/Landscaping
Effective Date
: ______________
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POLICY NO. II-2011-003: APPOINTMENTS, PLACEMENTS,

PROMOTIONS AND TRANSFERS
I. Purpose
This policy aims to establish standards for directing and effecting appointments, placements, promotion and transfers to
existing employees and would-be employees of FIBECO, Inc. inorder to avoid confusions and vague understanding of
their employment status.
II. Scope
any ventures that are controlled by the Cooperative. This is also applicable in effecting employmet agreements with
FIBECO employees concerning tenurial issues in employment.
III. Definition of Terms

Once accepted, an employees appointment in FIBECO may be permanent, temporary or probationary, co-terminus,
contractual or casual.
A permanent appointment is issued to an employee if he/she possesses all the qualifications required for the position
including the appropriate licenses and eligibilities the Appointing Authority requires.
A temporary or probationary appointment is issued to an employee if he/she meets the education and experience
requirements of the position to which he/she is appointed except for the appropriate eligibility and only in the absence of
a qualified eligible. The duration of this appointment shall not exceed 12 months, unless renewed and to be
replaced sooner if a more technically and educationally eligible becomes available.
A co-terminus appointment is issued to an employee when his/her entrance and continuity in the service is based on
the trust and confidence of the Appointing Authority. As such, an employees service is subject to his/her pleasure or coexistent with his/her tenure or limited by the duration of a program.
When the regular employee is insufficient to carry out the demands of the service and subject to availability of funds,
casual employees may be hired to render the necessary services for a given period. If an employee holds a casual
appointment, it may be renewed depending upon the need of the Cooperative and the availability of funds.
A contractual appointment is issued to an employee if he/she is tasked to perform special projects (which require
expertise) for a specific period of time.
A promotion is the movement of an employee from a position of a lower level to one of a higher level involving more
difficult duties or increased responsibilities and carrying a higher pay, higher status and/or offering better privileges. A
promotion may not involve a pay raise but it may involve an improvement in the employees status and in his chances for
advancement, or in greater job satisfaction or better working conditions. A promotion represents an employees
movement up the organizational ladder.
A transfer is the movement of an employee from one job to another requiring approximately the same degree of skills,
duties and responsibilities, with no change in pay or of the same pay level within the Cooperative
IV. Policy
It is the policy of the Cooperative to promote from within, whenever possible, qualified and deserving employees to
higher positions whenever vacancies occur or to transfer employees to jobs where their talents could best be utilized,
provided they meet the minimum criteria set in this Manual.
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To the best interest of the Cooperative, FIBECO, Inc. may opt to hire from among the external applicants to fill in a
vacant position, particularly Middle or Top Management positionan, employee who possesses the best qualities the Top
Management declared deemed necessary for the improvement of the organizations operations.
V. Implementing Guidelines
A. Administration: Promotion and Transfer
1. The area for consideration for promotion in this program is companywide. Promotion maybe made within the
same department/office or from one department to another.
2. All promotions will be based on merit and performance
Procedure:
A. Within the Department When a vacancy occurs in the Department/Office, the Head/Supervisor, with the
approval of the General Manager may recommend for promotion or transfer a qualified employee of the
Department to the vacancy by following this procedure:
1. The Supervisor accomplishes PD Form No. ____ in _____ copies and sends it to the Department Head for
approval.
2. If the Department Head approves, he sends the forms to the Admin/Personnel Office
3. The Admin/Personnel Office prepares a memorandum regarding the transfer or promotion, indicating
therein any changes in the terms of employment such as salary, position title, etc., and forwards it to the
General Manager for action. If finally approved by Management, one 1) copy is sent to the employees
Supervisor for his information and another copy to the Accounting division for payroll purposes
B. Between Departments Present employees of the Cooperative are given first preferences in filling up
vacancies either by transfer or promotion. If no employee in the Department/Office qualifies for the vacant
position, candidates from other departments maybe considered. However, at the discretion of the Top
Management, vacant positions maybe open to all other departments. This procedure is followed:
1. The Admin/Personnel Office announces the vacancy in the Bulletin Board. Any interested employee
contacts directly the Admin/Personnel Office
2. If the employee-applicant is qualified and accepts the conditions of employment, the Admin/Personnel
Office arranges the transfer of the employee by informing the employees supervisor for his approval to the
projected transfer.
3. If approved, the Admin/Personnel Office prepares a memorandum regarding the transfer, one copy of
which is sent to the employee for his information and another copy to the Accounting for payroll purposes,
with the conditions of the transfer, such as change of salary, position title, etc., if any, specified therein.
4. If there are more than one applicant for the position, the choice should be made on the basis of
qualifications for the job through interviews, tests, attendance and job performance. All things being equal,
qualified seniority (merit) should be given major considerations
B. General Rules on Promotions and Transfers

1. A transferred or promoted employee shall undergo a probationary period of three (3) months in the new
position, without any adjustment in pay. At the end of three months, the employees performance is reviewed by
the Supervisor. If found satisfactory, the employee is made permanent and the corresponding salary scale of
the position given to the employee. If not satisfactory, he is returned to his old position
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2. An appointment to fill the position vacated by the promoted or transferred employee shall be temporary in
nature, not to exceed three months. If the transferred or promoted employee is returned to his old position, the
employment contract of the temporary replacement shall be terminated.
3. Any change in the employment status of an employee such as transfer to another position within/between the
departments/offices should be communicated to the Admin/Personnel Office by the Supervisor
4. However, if an individual applying for a permanent position organic to the cooperative structure has been
employed by the Cooperative on contractual basis for at least 6 months, he/she need not pass through a
probationary period, provided he/she has an at least Satisfactory performance.
5. If an employee is designated a plantilla position in acting capacity for one (1) year or more, the plantilla
position with its corresponding rank and base salary should be given provided he/she exhibits at least a Very
Satisfactory performance
6. If an organic employee vying for promotion to a higher position and rank with an external applicant gets a final
rating of at least 5 points during the selection/screening process, at the discretion of the Appointing Authority,
the appointment should be in favor of the internal applicant (organic employee) for reasons of familiarity with the
organization. Should this be the case, the external applicant should settle for the next lower position available or
takes the vacated position of the newly promoted internal applicant without necessarily undergoing another
screening process.
C. Promotions: Special Case

1. An employee maybe promoted vertically or laterally. Vertical promotion entails a raise in Rank corresponding to
a change in Position Title; while lateral promotion entails increments or growth in Step levels within a particular
rank and plantilla position.
2. An employee maybe promoted to a position from one (1) up to five (5) ranks higher than his/her previous rank
provided he/she exhibits exemplary performance or has made a major accomplishment par excellence.
3. If an appointed employee satisfies all other MINIMUM requirements for promotion except the highest
educational qualification required for the position, he/she will still be given the position but of one (1) rank lower
than what the position should have. He/she only gets the full rank after he/she satisfies the educational
requirements.
4. A newly-promoted employee may not be given his/her rightful rank during his first 6 months to one year
assumption of duties, for reason that he/she is still under observation/evaluation of his actual fitness on the
job. He/she maybe subjected to the following scheme at the discretion of the Appointing Authority (General
Manager):
First 6 months, at least 3 ranks lower than the equivalent rank of the position newly-occupied
After 6 months to one (1) year, one (1) rank lower than the equivalent rank of the occupied position
After one (1) year, and with at least Very Satisfactory performance rating for at least two (2) rating periods,
the newly-promoted employee gets his/her rightful rank
5. An employee is entitled to a one(1) step increment every three (3) years thereafter provided there is no
vertical movement or change in his/her position with a rank higher than his/her previous position, provided
however, that he/she gets at least a Satisfactory Rating for at least three (3) rating periods. For instance, if an
employee serves as Section Head, with a rank of 14 for 12 years without vertical movement, he/she is entitled
to a salary increase of Rank 14, Step 4.
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6. An employee who consistently gets a Very Satisfactory and above ratings for at least three (3) consecutive
rating periods shall be entitled to one (1) step increase in salary or as ordered by the General Manager even
prior to the Every three (3) year Increments scheme.
D. Prohibitions or Limitations on Appointments

Under certain conditions, an appointment may not be issued. For instance, if an employee is an elected official, he/she
cannot be appointed to any office or position during his/her term of office. If an employee is a candidate who lost in an
election, he/she can be appointed to this office after only at the discretion of the Appointing Authorities. If an employee is
one who resigns from the civil service to work for a candidate, he/she can still be reinstated or reappointed during the
six- month period following such election.
Effective Date
: ______________
POLICY NO. II-2011-005: NEW EMPLOYEES BRIEFING

I. Purpose
This policy is to provide a guide for the Administrative Office in acquainting newly-appointed FIBECO employees,
regardless of appointment status. This will also serve as a handy tool for Heads of Departments/Offices to orient their
newly-appointed employees.
II. Scope
This covers all newly hires of FIBECO in each of its Departments, Divisions, Sub-Offices and the rest of its units, and in
any ventures that are controlled by the Cooperative.
III. Policy
Newly-appointed employees should report to their station on the day their appointment takes effect. Their first day of
office should first be spent on getting to know their working environment by undergoing a briefing session to be facilitated
by the Admin/Personnel Office.
IV. Implementing Guideline

The briefing session shall focus on the following:
1. Profile of the organization (History, Accomplishments, Directions, Organizational Structure)
2. Official announcements and welcoming of new employees during Monday convocations
3. Tour around the Cooperatives offices and facilities
4. Profile of the Department or office where the new employee will be assigned
5. Briefing on the Positions Job Descriptions
6. Listing and provision of basic office tools, equipment, facilities and amenities, supplies and materials that are
critical in the performance of duty of the newly hires
7. Provision of the Employees Handbook along with other administrative concerns e.g. IDs, SSS/Philhealth, etc.
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The following documents shall be submitted to the Admin/Personnel Office for processing:
1. Certified true copy of an employees appointment
2. Oath of Office
3. Sworn Statement of Assets and Liabilities
4. Assumption to Duty
5. Daily Time Record, duly certified by an employees Supervisor
Effective Date
: ______________
POLICY NO. II-2011-006: OFFICIAL WORKING HOURS

I. Purpose
This policy is establish to provide a standard reporting time for all FIBECO, Inc. employees inorder to properly monitor
and record official time schedules necessary for payroll preparation.
II. Scope
any ventures that are controlled by the Cooperative where employees of any employment status and types of
assignments must adhere to as applicable.
III. Policy
As a Policy, FIBECO, Inc. requires an employee to work for not less than eight (8) hours a day, Monday through Friday.
Personnel who are assigned to man facilities critical to the business of FIBECO 24/7 shall be scheduled on three (shifts),
such that they are required to work for at least 8 hours per shift.
Working beyond 8 hours calls for an overtime pay per Labor Code requirement. Logging-in of official work hours must
start and end at the designated shift of the concerned employee.
IV. Implementing Guidelines

A. Regular Breaks
1. Coffee Break
All personnel are entitled to a fifteen-minute coffee break in the morning and in the afternoon from 10:00 to 10:15 and
3:00 to 3:15 p.m., respectively. However, for personnel who are on irregular schedules, they have the option to take a
break of fifteen (15) minutes twice within their designated work hours, provided, however, that their relievers while they
are on a break (esp. if they are assigned to jobs that do not require interruptions.
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2. Lunch/Meal Break
Lunch break is usually from 12:00 noon to 1:00 p.m. However, this can be adjusted depending on work situations where
interruption at noontime is not possible. When this happens, an employee is still entitled to enjoy a one (1) hour meal
break.
A. Flexi-Time
On some cases, FIBECO may adopt a flexible working hour schedules within which employees may report for work
between 7:30 a.m. to 9:00 a.m. and leave the office at the earliest time of 4:30 p.m. provided, such employee has
worked for eight hours.
Flextime means an employee has 7:30, 7:31, 7:32 and so until 9:00 a.m. to report for work, and can leave the office at
4:30, 4:31, 4:32 and so on until 6:00 p.m. Moreover, an employee who reports for work later than 9:00 shall be
automatically considered late. A Monday Convocation is mandatory, such that every Monday, employees are bound to
attend the flag ceremony at 8:00 a.m. Hence, those who are under flexi time should not report beyond 8:00 a.m. for they
shall be considered late.
B. Special Cases
FIBECO, Inc. may grant exemptions for regular Time-In schedules to the following employees as provided for under the
Labor Code:
1. Managerial employees and Heads of Office, whose work involves the following:
Overall management of the establishment/company
Have the authority to hire or fire; or
Have the authority to suggest or recommend as to hiring, firing, promotion or other change of status of the
employees
Performs work directly related to management policies of the company
Executes supervision of highly specialized or technical lines of work
Performs special assignments and tasks
2. Workers who are paid by results
3. Field Personnel who regularly performs their duties away from the main or branch office of FIBECO and whose
actual hours of work in the field cannot be determined with reasonable certainty.
The above personnel who maybe exempted for the regular Time-In Schedule, are however, required to submit a daily
attendance monitoring report at the end of the month for monitoring and evaluation by the Admin/Personnel Office.
C. Overtime Services
There are times when an employee may be required to render overtime work not only on workdays but also during
holidays to finish urgent and important tasks that cannot be completed during the regular working hours. Authorized
overtime work shall be entitled to overtime pay subject to accounting rules and regulations, and in conformance with the
DOLE Regulations provided that such work falls any of the following as allowable overtime services:
1. Urgent and important tasks such as preparation of reportorial obligations with deadlines as mandated by NEA,
funders/donors, FIBECO partners and the Top Management and Leadership of FIBECO
2. Work that has something to do with preventing loss of life and property, there is imminent danger to public
safety, or there is serious accident and other force majeure incidents
3. Works intended to avoid serious loss or damage of machines and equipment seriously needed in a mainstream
operation
4. Other works specially assigned by the Top Management which he/she obliges to be of top priority
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Procedure to Render Overtime Services:

An employee maybe allowed to render overtime services following the steps below:
1.
2.
3.
4.
5.
Employee fills-up a Request to Render Overtime Form and submits to his/her Section Head
Section Head evaluates the nature of request and the expected outputs of the requested overtime service
Section Head signs and submits for approval by the Department Head
Once approved, the concerned employee starts his/her overtime service
After rendering the overtime service, the employee concerned consolidates his/her outputs and the
corresponding Overtime Report Form and submits the second set of documents for filing by his/her Section
Head.
Note:
For services that are urgent and under emergency situations, completion of the documentary requirements
maybe done right after the delivery and completion of overtime services.
Effective Date
: ______________
POLICY NO. II-2011-007: MONITORING OFFICIAL TIME RECORDS

I. Purpose
This policy is established to provide a guideline for monitoring and leeping records of official reporting time of FIBECO
employees
II. Scope
III. Policy
To record the time an employee spends in the office or in his assigned work area, an employee is required to log-in
his/her ID card number through the use of an electronic machine located at the Security Gate at the time he/she arrives
and departs from his work area at an official reporting schedule applicable to him/her.
The logging-in of an employee card is a very personal act. Friendship, concern for his/her co-employees cannot be held
as valid reasons for logging-in another employee's card. Moreover, logging-in of another persons card constitutes a
grave offense, which, if proven, can be a ground for summary removal from the service.
IV. Implementing Guidelines

In case of power interruptions, or when the machine is out of order, an employee is required to enter his/her log-in/ logout records in the log sheet placed near the security guard on duty. Failure to enter an employees log-in/ log-out
transaction for the day will be treated as an absence or tardiness.
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If an employee is holding a middle management level position to General Manager level position, (from Division Chief to
General Manager), he/she is not required to keep a daily Time Record of attendance but should file an application for
leave in case of absence and an End-of-the-Month Attendance Monitoring Report.
If an employee is on a full-time scholarship or fellowship provided by the Philippine government, an employee may not
be required to report to office. However, if the scholarship has been secured by an employee privately and is not relevant
to our work, an employee shall file a leave of absence, the approval of which depends on an employees supervisor and
the General Manager.
Effective Date
: ______________
POLICY NO. II-2011-008: OFFICIAL BUSINESS/ FIELD WORKS AND

TRAVEL
I. Purpose
This policy is intended to establish standard for holding travels, trips and other official businesses outside of FIBECOs
work stations.
II. Scope
III. Policy
1. It is the policy of FIBECO, Inc. that whenever an employees work requires him/her to leave his/her regular
workstation, or on an out-of -town assignment, an employee needs to prepare a detailed itinerary and travel
order on the prescribed forms. This needs the approval of the Department Manager where the concerned
employee reports to and final approval of the his/her Travel Order by the General Manager.
2. Should the General Manager is inavailable at a time the TEV is prepared, the Admin/Personnel Office takes the
delegated authority to sign Travel documents inorder to properly monitor whereabouts of employees on a daily
basis.
3. All authorized travels and trips must be coordinated with the Admin/Personnel Office who will consolidate and
record them on a weekly and monthly basis. This is to enable the Office to efficiently monitor official businesses
the employee is engaged in, and to facilitate tracking of employees activities.
Iv. Implementing Guidelines

A.Official Local Travel
Personnel on official travel beyond 50 km radius from his/her official station, and where said transaction is not
inherent to his/her function, he/she is entitled to Travel Allowances stipulated under the Section on
Allowances/Remunerations of this Manual.
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B. Official Travel Abroad

Aside from transportation expenses, personnel on official travel abroad are also entitled to the following:
Travel allowance of _______ U.S. Dollars ($______ )
Hotel room/ lodging rates of __________U.S. Dollars ($_____ ) per day.
Clothing Allowance subject to BOD Approval
No transportation expenses shall be provided if the employee/official is provided with transportation allowances by the
host country/sponsoring organization. Moreover, if the host country/institution provides allowance or per diem lower than
that prescribed by BOD Policy, such employee should be entitled to the difference only - the amount of authorized
means of transportation.
C. Procedure to Make Official Local and Foreign Travels:

1. Employee prepares a Travel Workplan and an Itinerary of Travel and have them approved by his/her
Department Manager, with recommending approval by his/her Section Head
2. Together with the above documents, employee attaches the Travel Order as approved by the General Manager
3. Employee submits said documents to the Administrative Department for processing and recording
4. Admin/Personnel Office forwards the documents to the Finance Department for processing of Travel Allowance
and Transportation Costs via Travel and Expense Voucher Form
5. Finance prepares the check for TEV and forwards, including the complete travel documents to the General
Manager for signature
6. Once signed, the check is released to the employee through the Cashier
7. The Cashier records and files the travel documents
D. Personal or Official Business Outside of the Office

Regardless of an employees employment status, he/she is not to engage in the private practice of his/her profession if
such practice will be in conflict or tend to conflict with his/her official duties in the Cooperative during his official time.
Also prohibited is transacting personal matters during regular office hours unless it has something to do with familial
obligations, and the duration of transaction is less than one hour. Attending to personal affairs is highly improper and
unethical. An employee cannot convert, for an employees own use, the time that properly belongs to the people or the
company/cooperative the employee is serving.
Hence, only on very exceptional cases that an employee can attend to his/her personal concerns during office hours, like
going to the doctor for emergency treatment or taking sick member of his/her family to the hospital.
Less pressing personal matters like following up the transactions of an employees relatives or friends with his/her own
agency or going to the bank to withdraw cash for payment of due amortization, are obligations that need prior permission
from an employees immediate superior. However, granting an employee the permission is discretionary on his/her part.
What must always prevail is the interest of the office.
To transact personal business outside of the office premises with consent:
1. Secure an Official Business (OB) from an employees Section Head. In her/his absence, the request should be
elevated to the Department Manager
2. However, if said Officials are not available, the Admin/Personnel Office will always be the clearinghouse.
3. A Duplicate copy of the signed/approved OB form shall always be filed at the Admin/Personnel Office
Effective Date
: ______________
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2011

D. Prohibitions or Limitations on Appointments .............................................................................. 22

A. Assigning of Vehicles and Trips .................................................................................................... 61

PART I : A Look at our Cooperative

engage in generation, transmission,

and energy supply through its partly owned and controlled

FIBECO, INC. VISION

FIBECO, INC. MISSION

THE FIBECO VALUE STATEMENT (7 CORPORATE CULTURE)

Part II: A Look at our People: ENTRY AND SETTLING-IN

POLICY NO. II-2011-001: RECRUITMENT AND SELECTION POLICY

A. Recruitment Authorization Procedure

B. Newly Created or Restructured Positions

D. Employment Interview Panel

H. The Selection Criteria

a. Panel Interview (Behavioral & Competency Skills)

2. Division Chief Level Positions and Area Managers

3. Section Head positions

4. Officer level positions

With strong analytical skills

5. All non-officer level positions

POLICY NO. II-2011-002: HIRING AND PLACEMENT OF

B. Hiring Through a Third Party (Outsourcing/Contracting)

C. Qualifications of a Service Provider

D. Manner of Contracting Out Services

E. Priority Manpower Requirements for Outsourcing

POLICY NO. II-2011-003: APPOINTMENTS, PLACEMENTS,

III. Definition of Terms

B. General Rules on Promotions and Transfers

C. Promotions: Special Case

D. Prohibitions or Limitations on Appointments

POLICY NO. II-2011-005: NEW EMPLOYEES BRIEFING

IV. Implementing Guideline

POLICY NO. II-2011-006: OFFICIAL WORKING HOURS

IV. Implementing Guidelines

Procedure to Render Overtime Services:

POLICY NO. II-2011-007: MONITORING OFFICIAL TIME RECORDS

IV. Implementing Guidelines

POLICY NO. II-2011-008: OFFICIAL BUSINESS/ FIELD WORKS AND

Iv. Implementing Guidelines

B. Official Travel Abroad

C. Procedure to Make Official Local and Foreign Travels:

D. Personal or Official Business Outside of the Office

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