SOP No. 6 2007

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GENERAL HEADQUARTERSARMED FORCES OF THE PHILIPPINES

Camp General Emilio Aguinaldo, Quezon City

14 August 2007STANDING OPERATING PROCEDURESNUMBER . . . . . . . . . . . . . . . . . . . . . . . 06

PROCESSING OF APPLICATION FOR RETIREMENT/SEPARATION CLAIMSAND TRANSFER OF PENSION BENEFITS

1. REFERENCES:

a) RA 340 as amended- An Act to Establish a Uniform Retirement System for theAFP to provide for Separation there from and for other purpose.

b) PD 1638 as amended- Establish a New System of Retirement and Separationfor Military Personnel of the AFP and for other purpose.

c) SOP 13, GHQ, AFP dated 20 July 1994 - Processing of Retirement BenefitClaims and Transfer of Pension Application.

d) Ombudsman Memo Circular No. 10dated 24 January 1995 - Revised Circularon Ombudsman Clearance.

e) Department Circular No. 03-A, DND dated 14 September 2000 - CodifiedApproving and Signing Authority on Military Personnel Administration Matters.

f) AFPCR2 9-2001 GHQ, AFP dated 01 March 2001 - Policy Guidelines in theProcessing of Retirement/Separation from the Military Service of AFP EnlistedPersonnel.

g) RA 9225 dated 25 August 2003 - An Act Making the Citizenship of PhilippineCitizens who acquire Foreign Citizenship permanent, amending for the purpose of

Commonwealth Act No. 63, as amended, and for other purpose.

2. GENERAL CONCEPT:

The SOP was objectively crafted to efficiently facilitate and shorten the period ofprocessing of all applications for retirement/separation and for pension claims/gratuitiesof AFP personnel and legitimate beneficiaries by empowering the Office of the AdjutantGeneral (OTAG), AFP, AFP Pension and Gratuity Management Center (PGMC) andthe Major Service (MS) Adjutants/PGABs with specific responsibilities to administer thecentralized clearance system, ensure the completion of the required command and

ombudsman clearances, service records and personnel documents, secure theapproval of the retirement/separation applications, issue Certificate of LegalBeneficiaries to legitimate/acknowledged survivors and adjudicate cases/appeals on thelate filing of retirement claims caused by the amendment of retirement orders,suspicious claimant and the like thru the creation of their respective MS Retirement andSeparation Adjudication Board (RSAB) similar to AFP RSAB.

Being the program managers of Personnel Services (PS) funds, Major Servicescan now process and pay the commutation of leave credits of their respective personnelthru MS PGABs and Finance Centers in coordination with the AFP Finance Center(AFPFC). Nonetheless, the commutation of leave credits of Technical and

Administrative Service (TAS) personnel and Civilian Employees assigned with GHQ(CE-GHQ) shall be charged against GHQ PS savings, processed and paid by AFP(PGMC) and AFPFC.

This SOP also allows the processing of application of retiring AFP personnel andthose resigned/separated with government accountabilities or pending cases providedthat specific remarks are reflected in the command clearances purposely toretire/separate them. However, their retirement/separation claims will only be releasedupon settlement. Also, incorporated is the re-entitlement of pension forretirees/beneficiaries who have lost their Filipino citizenship and reacquired samepursuant to RA 9225.

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Furthermore, this SOP thru the offices of TIG, TPMG, TJAG, ESPA and GHQAccounting office establishes the creation of an electronic database system ofpersonnel with DLO cases (pending and resolved cases) and money/propertyaccountability and the tracking mechanism of filed application for retirement claimsaccessible in the AFP website for verification and reference.

3. PURPOSE:

This SOP prescribes the policies and procedures in order to expedite theprocessing of the applications of AFP personnel for retirement/separation and theircorresponding retirement/separation entitlements, resumption of pension, restoration ofpension and the transfer of pension benefits to pensioners legitimate beneficiaries.

4. SCOPE:

This SOP covers the stages in accomplishing an application of

retirement/separation claims starting from the correct completion of Personnel ActionForm, submission of the required clearances, processing, funding and payment ofentitlements (commutation of leave and lump sum or separation gratuities), resumptionof pension, transfer of pension derivatives and restoration of pension for pensionersdeleted in the payroll.

5. DEFINITION OF TERMS:

As used in the AFP Pension Fund, the fol lowing shall mean:

a. 36 months lump sum as opted by the retiree to claim, a three (3) yearadvance pension benefit is granted in lump sum amount equivalent to two and a halfpercent (2.5%) of monthly base and longevity pay but not to exceed eighty five percent(85%) of the grade next higher than the permanent grade last held for each year ofactive service rendered except those Officers retired under Section 11 or 12 of PD1638, as amended which shall be computed on the permanent grade last held.

b. Regular monthly pension as opted by the retiree to receive immediatelyafter a month from his retirement date or after the completion of his 36 months lumpsum, a monthly retirement pension is granted equivalent to two and one- half percent(2.5%) of monthly base and longevity pay but not to exceed eighty five percent (85%) of

the grade next higher than the permanent grade last held for each year of active servicerendered except for those Officers retired under Section 11 or 12 of PD 1638, asamended which shall be computed on the permanent grade last held and shall bebased on existing DBM Circular pertinent rules.

c. Retirement either optional or compulsory, as provided in Section 1 of RA340, as amended and Sections 4, 5, 6, 7 and 8 of PD 1638, as amended.

d. Separation - as referred to in Sec 8(b), (c) (d) and Section 8 A of RA 340and Sections 10 -16 of PD 1638.

e. Survivors shall mean

(1) Surviving spouse if married to the deceased (AFP Officer or EnlistedPersonnel) prior to the latters retirement/separation and not legally separated by judicialdecree from the deceased on grounds not attributable to said spouse; Provided thatpension derivatives/entitlements shall be terminated upon the remarriage of spouse.

(2) Surviving children of an Officer or EP born prior to hisretirement/separation from the service and children adopted or acknowledged, while thedeceased parent was still on active military service; Provided that entitlement of benefitsshall be terminated when such children attain twenty one (21) years of age or getmarried.

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(3) In default of those mentioned in paragraphs 1 and 2 above, survivinglegitimate, adopted or acknowledged natural children who have reached twenty-one(21) years of age, or in their absence, his/her surviving parent(s), or in default thereof,his/her surviving unmarried brother and sister.

f. Survivorship Benefit the amount of monthly derivative pension granted to

legitimate beneficiaries equivalent to seventy five percent (75%) of the monthlyretirement pension of the principal/retiree, which shall be divided among the legitimatebeneficiaries.

g. Accumulated Leave Benefi ts the earned salaries in the amountequivalent to the total number of leave credits accumulated by the retiree from the timehe entered the service until to his retirement date.

h. Resumption of Pension is the commencement of monthly pension afterthe 36 months advance pension thereby the retiree shall receive his annual retirementpension payable in equal monthly installment pursuant to existing DBM rules

implementing the appropriate pension rate. This holds only when a retiree opts to availthe benefit of a 36 months lump sum instead of a regular monthly pension.

i. Restoration of Pension reinstatement of the name of pensioner in theAFP pensioners list/payroll deleted for legitimate reasons.

6. POLICIES:

a. MS Adjutants/PGABs shall secure and ensure the completeness of requireddocuments and MS Command Clearances including Ombudsman clearance of their

respective personnel applying for retirement/separation claim prior submission to AFPPGMC. Likewise, AFP PGMC shall secure all required clearances to check for anyincurred accountability and DLO case from GHQ offices/units. Concerned offices shallprovide clearance without delay indicating therein their specific remarks.

b. The President has the signing authority to approve the application for optionalretirement/separation to include posthumous separation of Regular officers, Reserveand TAS officers with SOT while Secretary of National Defense has the delegatedsigning authority to approve application for compulsory retirement of all officers.

c. Department Circular No. 03-A, DND dated 14 September 2000, Codified

Approving and Signing Authority on Military Personnel Administration Matters providesthe delegated Signing Authority to the MS Commanders to approve the applications forthe reversion of their MS officers without Security of Tenure (SOT), retirement of theirrespective MS Enlisted Personnel including members of the remaining Womens

Auxiliary Corps (WAC), the commutation of accumulated leave credits and terminalleave of their MS personnel. MS Adjutants shall issue appropriate retirement/separationorders.

d. Same DND Cir Nr 03-A provides the TDCS to approve applications forreversion of TAS officers without SOT, terminal leave and the commutation ofaccumulated leave credits of TAS officers.

e. Pursuant to SOP No. 13 and Ombudsman Memorandum, commutation ofleave credits is considered earned salaries of concerned government official oremployee. Hence, no deduction shall be made from the commutation of leave credits ofretired or separated personnel unless he/she authorizes the deduction to settle hisincurred financial and property accountabilities while in the service.

f. Pursuant to AFP Special Provision No. 7, General Appropriations Act of FY2005 as re-enacted, Major Services shall pay the Separation Gratuity of separatedOfficers charged against their respective Personnel Services (PS) savings while thepayment for TAS personnels Separation Gratuity shall be charged against GHQs PSsavings.

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g. As MS PGABs and Finance Centers shall be responsible in processing andpayment of commutation of leave credits of their respective personnel, AFP PGMC shallprocess the payment of the commutation of leave credits of TAS personnel and CE-GHQ and AFPFC shall implement the payment.

h. AFP PGMC shall process all applications for retirement/separation claims in

36-month lump sum or regular monthly pension, resumption, restoration of monthlypension and transfer of pension to be paid by AFPFC.

i. Retirement benefit claims of personnel shall be made ready for payment onthe date of their retirement

j. Section 31 of PD 1638 as amended provides that any agreement entered intoby the retiree with other party/ies other than the AFP pertaining to the assignment,cession or conveyance of monthly pension not yet received by the former is illegal

k. Upon the death of the principal pensioner and as requested by legitimate

beneficiaries thru AFP PGMC, OTAG shall issue without delay the Certificate of LegalBeneficiaries to the legal dependents who were declared by the pensioner/retireee priorto retirement as basis for AFP PGMC to implement the Transfer of Pension within thirty(30) working days. Only contested claims shall be referred to the Office of The Judge

Advocate General (OTJAG), AFP for adjudication.

l. Sec 27, PD 1638, as amended provides that pension benefits ofretirees/beneficiaries who have acquired foreign Citizenship shall be terminated anddeleted from the list/payroll of pensioners upon loss of Filipino Citizenship. However, re-entitlement of monthly pension shall be restored upon reacquisition of lost FilipinoCitizenship pursuant to RA 9225.

m. Request for amendments of retirement orders and late filing ofretirement/separation claims shall be adjudicated by the AFP RSAB thru OJ1 and MSRSAB.

7. PROCEDURES:

a. Processing of Retirement/Separation Application and Securing ofClearances at Major Services Level

1) MS Adjutants/PGABs shall request Command and OmbudsmanClearances of their respective personnel applying for retirement/separation.

2) Upon the approval of their Major Service Commanders, MS Adjutantsshall issue reversion orders to Reserve Officers without SOT and retirement orders toEnlisted Personnel.

3) MS Adjutants/PGABs shall submit to AFP PGMC the retirement/separation applications of their respective personnel (Regular Officers and ReserveOfficers with SOT) in folders enclosed with the Command and Ombudsman clearancesfor processing and approval of appropriate authority.

b. Processing of GHQ Clearances and Issuance of Retirement/SeparationOrders

1) AFP PGMC shall secure required GHQ Clearances for all militarypersonnel who applied for retirement/separation claim.

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2) Upon the approval of appropriate authority, OTAG, AFP shall issueretirement/separation orders for Regular Officers and Reserve Officers/TAS personnelwith SOT and indorse same to AFP PGMC.

c. Processing and Payment of Commutation of Leave Credits.

1) For MS Personnel

(a) Upon completion of retirement/separation applications with requireddocuments by all prospective retirees (officers including Generals and EP), MS

Adjutants shall issue Statement of Service and Leave Records.

(b) MS Adjutants/PGABs shall prepare Disbursement Vouchers (DVs)for the payment of Commutation of Leave Credits.

(c) MS MFOs shall request funds from DBM, thru channels, for thepayment of commutation of leave credits.

(d) Accounting Service Units shall record/journalize funded DVs andMS Finance Centers shall execute the payment of commutation of leave benefits.

2) For TAS Personnel and CE-GHQ

(a) Upon completion of retirement/separation applications with requireddocuments by TAS personnel and CE-GHQ, OTAG, AFP shall issue the Statement ofService and Leave Records reckoned from their date of entry in the military service upto the date of retirement/separation.

(b) AFP PGMC shall process and prepare DVs for the payment of

Commutation of Leave Credits of TAS personnel and the monetization of accumulatedleave balance of CE-GHQ to be forwarded to GHQ MFO.

(c) GHQ MFO shall request funds from DBM, thru channels, for thepayment of commutation of leave benefits of TAS personnel and the monetization ofaccumulated leave for CE-GHQ.

(d) GHQ Accounting Office shall record/journalize funded DVs and theAFPFC shall prepare the checks/ADA and execute the payments of the Commutation ofLeave Benefits of TAS Personnel and the monetization of accumulated leave balance ofCE-GHQ.

d. Processing and Payment of 36-Month Lump Sum and Monthly Pension

1) AFP PGMC shall process thru validation the application for retirementclaims in 36 months lump sum or in monthly pension and prepare DVs for submission toGHQ MFO.

2) AFP PGMC shall submit the listed number of retirees to be paid for theperiod with corresponding amount to claim. For retirees who have incurred money andproperty accountabilities with the government, AFP PGMC shall reflect subsequentdeductions in their retirement benefit (Lump Sum Voucher).

3) GHQ MFO shall request funds from DBM, thru channels, for thepayment of 36 months Lump Sum or monthly pension claim of retirees.

4) GHQ Accounting Office shall record/journalize funded DVs and forwardsame to GHQ MFO for final audit.

5) AFPFC shall implement the payment of 36 months Lump Sum ormonthly claims of retirees.

e. Payment of 36 months lump sum or regular monthly pension of AFPpersonnel who have pending criminal and/or administrative case/s with theOmbudsman.

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1) Prospective retiree with pending case shall submit a written request forthe release of his/her retirement benefits to the Chief, AFP PGMC who shall forthwithtransmit same to OTJAG for legal evaluation. Non-submission of written request fromthe retiree shall mean he/she opted to clear the case before claiming his/her retirementbenefits.

2) OTJAG, AFP shall litigate and recommend whether or not the retireewith pending case shall post a surety/indemnity, property or such other similar securitybond.

3) The retiree shall be paid of his retirement entitlements based on thestipulated terms and conditions in the security bond. Surety/indemnity bond from

AFPGIC and GSIS and property bond posted by the retiree are acceptable. Other formsof security may be acceptable on a case to case basis.

4) GHQ MFO shall ensure that funds for payment of the retirementbenefits of the concerned retiree are readily made available.

5) AFPFC shall release the retirement benefits of a retiree with pendingcase docketed at the office of the Ombudsman provided that the preceding safeguardshave been complied with.

6) AFP PGMC shall regularly furnish OTJAG and AFPFC list of militarypersonnel with pending case at the office of the Ombudsman.

f. Processing of Resumpt ion of Pension

1) For validation and updating, pensioners shall appear personally to the

AFP PGMC to ascertain with his Personnel Update Form not later than two (2) monthsbefore the effective date of resumption of pension.

2) AFP PGMC shall issue authority to AFPFC to implement the resumptionof pension. If any, payment of arrears for prior years shall be done through generationof DVs and funding of which shall be requested by AFP PGMC.

3) AFPFC shall execute payment for the resumption of pension and thosecorresponding arrears for the current year. Arrears for prior years shall be paid upon theavailability of funds.

g. Processing and Payment of Regular Monthly Pension

1) AFP PGMC shall process and validate applications for Direct MonthlyPension.

2) AFP PGMC shall issue to AFPFC theAuthority to Gainthe pensioner inthe Alpha List of AFP Pensioners for implementation. If any, payment of arrears for prioryears will be done through generation of DVs and funding of which shall be requestedby AFP PGMC.

3) AFPFC shall execute payment of direct monthly pension and those

corresponding arrears for the current year.

h. Processing of Retirement Claims of Legitimate Beneficiaries ofPosthumously Retired/Separated AFP Personnel

1) Beneficiaries shall submit application forms to MS Adjutants withrequired attachments.

2) For Officers, OTAG, AFP shall issue without delay Certificate of LegalBeneficiaries as basis for the claims of legitimate beneficiaries of posthumouslyretired/separated AFP Personnel. While for Enlisted Personnel, the MS Adjutants shalldo same.

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3) Processing of pertinent documents and clearances shall follow thesame procedures stated in para 7aand b.

4) AFP PGMC shall compute initial payment for the supplementary claimand subsequent placement of the beneficiary in the payroll as gains for the followingmonth.

5) GHQ Accounting Office shall record/journalize funded DVs and forwardsame to GHQ MFO for final audit.

6) AFPFC shall implement the payment of derivative pension claims to thelegal beneficiary/ies in their preferred mode of delivery.

i. Processing of Transfer of Pension to Legitimate Beneficiaries

1) Beneficiary/ies shall submit application for transfer of pension to theAFP PGMC with the required attachments.

2) OTAG, AFP shall issue without delay Certificate of Legal Beneficiarieswhich shall be the basis for the transfer of pension claims to legitimate beneficiaries.

3) Contested claims filed by claimants other than thoselegitimate/acknowledged beneficiaries of the pensioner prior to his retirement from theactive service shall be forwarded to TJAG for adjudication.

4) AFP PGMC shall compute initial payment for the supplementary claimand subsequent placement of the beneficiary in the gains payroll for the followingmonth. Prior year claims will be paid through DVs and funding of which shall be

requested by AFP PGMC.

5) GHQ Accounting Office shall journalize funded DVs and forward sameto GHQ MFO for final audit.

6) AFPFC shall implement payment of derivative pension benefits to thelegal beneficiary/ies in their preferred mode of delivery.

j. Processing of Restoration of Pension

1) Pensioners/Beneficiary/ies who were deleted from the pensioners list

shall submit application forms to the AFP PGMC with required documents as attachedjustifications.

2) AFP PGMC shall validate submitted documents and determine if thepresented justifications of the Pensioner/Beneficiary/ies can be considered qualified forrestoration of pension.

3) AFP PGMC shall issue authority to AFP FC to restore monthly pension.

4) AFPFC shall execute payment of the restored monthly pension and alsothe corresponding arrears for the current year, if any. Arrears for prior years shall be

paid upon availability of funds.

8. RESPONSIBILITIES:

a. AFP Prospective retirees applying for retirement benefit claim, thoseresigned/separated claiming for separation gratuity, Legal Beneficiaries applyingfor the transfer of pension claims and retirees/beneficiaries applying for re-entitlement upon reacquisition of lost Filipino citizenship.

1) One (1) year before the date of retirement/separation, verify fromprevious unit assignments for money and property accountability/ies and pending legal

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or administrative cases. Appropriate steps must be sought to expedite theresolution/clearing of same. Likewise, to ascertain the conformity of Personal andservice records with government agency like the NSO, verifications must be made fromMajor Service Adjutants/OTAG ensuring the correctness of all entries/data andauthenticity of all required documents.

2) In accomplishing AGO form 110 (Personnel Action Form), clearly state

the type of retirement/separation and its effective date, option to the mode of paymenteither 36 lump sum or regular monthly pension and with contractual obligation/service, ifany.

3) In accomplishing AFP Personnel Data sheet/Dependents Information,provide latest pictures of dependents and attached required personal documents asstated in AFP personnel Directive 01-05 dated 02 Jun 05 and execute an affidavitacknowledging/declaring therein the legal beneficiaries.

4) Submit completed application for retirement/separation to Major ServiceAdjutants/PGABs, thru channels, to reach PGMC/OTAG, AFP NLT (6) months before

the effective date of retirement/separation

5) Retirees who availed the 36 months lump sum shall personally appearand submit an updated Pensioner Update Form (PUF) to AFP PGMC not later than two(2) months before the effective date of resumption of pension for validation.

6) Any AFP Personnel who incurred total and permanent physicaldisabilities while in the service and may be qualified to retire or be separated with CDDshall report to the nearest AFP medical facility with his medical records priorendorsement to the Disability and Separation Board (DSB), AFPMC for medicalevaluation.

7) Upon the death of the principal pensioner, legitimate beneficiaries shallaccomplish application forms for the transfer of pension to AFP PGMC for properdisposition. .

8) TAS officers who were assigned with the different Major Services andapplying for retirement/separation from the active service shall accomplish AGO form110 and secure MS clearance for money/property accountability prior endorsement byTAS offices of the MS to GHQ TAS offices.

9) Retiree/beneficiaries who have lost their Filipino citizenship and whose

names were deleted from the AFP pensioners payroll shall adhere to the provisions ofRA 9225 and submit documents to attest the reacquisition of lost citizenship to AFPPGMC for the restoration of pension. Also retirees whose names were deleted from the

AFP pensioners monthly payroll due to legal reasons shall submit to AFP PGMCjustification for restoration.

b. Unit Personnel Offices

1) Provide assistance to all military personnel applying forretirement/separation claim by ensuring the correctness of entries in the Personnel

Action Form and the completeness of the unit clearances, service related and personal

documents.

2) Properly indorse the application for retirement/separation to the MajorService Adjutants/PGABs with the following basic requirements:

(a) AFP AGO Form 110 (Personnel Action Form)(b) Unit Clearance(c) Statement of Account(s)/Property Accountability/ies and(d) Attached charge/s, if there be any.

3) Designate survivor personnel that will provide particular attention toLegal beneficiary/ies of AFP personnel who were posthumously separated from the

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active service particularly in completing unit clearance, required service related i.e LODdocuments and personal documents and update on the process of application fortransfer of benefit claims.

4) To avoid intentional or unavoidable delays and over payment, furnishcopy of Personnel Action Form of personnel applying for retirement/separation toapprise and allow the MS Finance Service Units to effect the stoppage of their pay and

allowances on the date of their retirement/separation.

5) TAS offices shall endorse the application of their personnel forretirement/separation and reversion with completed basic requirements with MSclearance if needed, directly to AFP PGMC.

c. Major Service Adjutants/PGABS

1) Examine thru validation the authenticity and completeness of allrequired documents in the retirement/separation applications submitted by UnitPersonnel Office/PGAO. Concerned individuals with incomplete information and the

Unit Personnel Office/PGAO will be notified the fastest available means to correct thedeficiencies or processing will not be undertaken.

2) At the MS level, furnish copy of Personnel Action Form of personnelapplying for retirement/separation to Major Service Finance Center and securestatement of last payment, DLO Clearances and Statement of Accounts.

3) With expressed consent and so as not to delay the application for 36months lump sum benefit claim, assist those who have unsettled money or propertyaccountability/ies and charged same against their commutation of leave credit.

4) Implement and administer the DLO centralized clearance system insecuring the required command clearances including Ombudsman clearance and thecompletion of personal documents as attachment to the retirement/separationapplications.

5) Upon approval of their respective Major Service Commanders, issueretirement/separation orders for retiring enlisted personnel including those personnelassigned in GHQ AFP and AFPWSSUs under honorable condition without prejudice forretirement benefits under PD 1638 as amended, effective on their date ofretirement/separation from the active service. Likewise, issue reversion orders forReserve Officers without SOT.

6) Issue the latest Statement of Service and Statement of Leave Recordsto all personnel who are applying for retirement/ separation and request to OTAG acopy of latest Statement of Service and Statement of Leave Records of retiringGenerals/Flag Officers for the commutation of their leave credits.

7) Upon receipt of complete retirement application, validate and prepareDVs for the payment of the Commutation of Leave credits of retiring personnel includingGeneral/Flag officers and endorse same to cognizant MS offices for processing, fundingand subsequent payment by Major Service Finance Centers.

8) Properly endorse to AFPPGMC the application for retirement/separationclaims of all military personnel in folders enclosed therein the Command andOmbudsman clearances. Likewise, submit the application for the retirement/separationof Regular Officers and Reserve Officers with SOT to AFP PGMC for favorableendorsement to the appropriate approving authority.

9) Create Retirement and Separation Adjudication Board to adjudicatecases related to late filing of retirement benefit claims and amendment ofretirement/separation orders.

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10) Issue Certificate of Beneficiaries without delay to the legal beneficiariesof posthumously retired/separated personnel thru MS PGABs as basis for processingthe retirement/separation benefit claims and other entitlements.

11) As a monitoring tool and for funding purposes, submit to AFP PGMC amonthly report on the status and number of applications for retirement/separation claimsforwarded to and being processed by their respective MS offices.

12) Publish publicly the list of DBM funded commutation of leave creditclaims.

d. OTAG, AFP

1) Upon receipt of the approved application for retirement/separation ofRegular Officers and Reserve Officers/TAS officers with SOT and for reversion of TASofficers without SOT by appropriate authority, issue retirement/separation orders.

2) Furnish copies of these officers retirement/separation orders to

AFPPGMC, concerned Major Service Adjutant, concerned personnel and OJ1.

3) Issue the latest Statement of Service and Statement of Leave Recordsof all General/Flag Officers, TAS officers and CE assigned with GHQ applying forretirement/ separation. Furnish the MS Adjutants/PGABs a copy of latest Statement ofService and Statement of Leave Records for the commutation of leave credits.

4) Administer the centralized clearance system in coordination with OTIG,OTPMG, OTJAG and OESPAand Issue DLO clearance to all AFP personnel applyingfor retirement/separation claims as requested by AFP PGMC. State in clearance thespecific remarks or status of those with resolved or unresolved/pending cases.

5) Forward the completed GHQ clearances of Officers and EP who havefiled application for retirement/separation claims to AFP PGMC.

6) Issue Certificate of Beneficiaries without delay as requested by the legalbeneficiaries thru AFP PGMC upon the death of the principal/retiree and also for TASofficers who were posthumously retired/separated while in service.

7) Administer and maintain the Non-current records of all retired andseparated AFP personnel.

8) Adjudicate cases on the accreditation of government service as activeservice of retired/separated AFP personnel and TAS officer thru the Military StatusBoard.

e. AFP PGMC

1) Examine thru validation the completeness and authenticity of alldocuments in the applications for retirement claims submitted by Major Service

Adjutants/PGABS. Applications with incomplete documents/clearances or erroneouslyentered vital information shall be returned for rectification.

.

2) Immediately endorse the application for the retirement/separation ofofficers to the approving authority thru channels and monitor same.

3) Secure GHQ DLO Clearances and Statement of Accounts for all militarypersonnel applying for retirement/separation claims thru OTAG, AFP.

4) Upon receipt from OTAG, AFP the retirement/separation orders of allOfficers and the required GHQ Clearances for both officers and EP applying forretirement claims, process and prepare the DVs covering their choice of mode ofpayment either 36 months Lump Sum or regular monthly pension. Same undertakingshall be done to process the benefit claims of those posthumously separated personnelincluding claims for commutation of leave credits of TAS personnel.

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5) Issue to AFPFC theAuthority to Gainthe pensioner in the Alpha List ofAFP Pensioners for implementation. Likewise, process and validate applications forresumption, restoration of pension and transfer of pension to legal beneficiaries.

6) For funding purposes, accomplish periodically the list of actual retireesclaiming for retirement/separation benefits and TAS personnel claiming for commutation

of leave benefits to be submitted to DBM, thru channels.

7) Upon release of SARO and corresponding NCA, prepare Obligation Slip(OS) and certify chargeability to the DV and forward same to GHQ Accounting Office.

8) Reflect deductions in the Lump Sum Voucher for retirees who haveunsettled or outstanding government money and property accountability.

9) Adjudicate cases of late filing of retirement/separation benefit claimsand appeal for amendment of separation orders thru AFP Retirement and Separation

Adjudication Board.

10) Secure from OTAG the issuance of Certificate of Legal Beneficiaries tothe legal dependents who were declared by the pensioner prior to his retirement andimplement the Transfer of Pension within thirty (30) working days.

11) Publish publicly the list of DBM funded retirement/separation claims ofall retirees and commutation of leave credit claims of TAS officers.

f. GHQ MFO

1) Conduct pre-audit of all DVs and review the priority list of payees as

attachment in the Special Budget Request to reach the approval of DBM for theissuance of SARO and NCA.

2) Upon receipt of SARO and NCA from DBM, issue Allotment Advice withcorresponding NTA to AFP PGMC for the preparation of ALOBS and furnish a copy toGHQ Accounting Center for journalization/recording.

3) Conduct final audit and forward funded DVs to AFP Finance Center forthe payment of retirement benefit claims to the retirees and beneficiaries.

g. GHQ Accounting Office

1) Issue Clearances and Statement of Accounts to all AFP personnelapplying for retirement/separation upon receipt of request from AFP PGMC. Retireeswith unsettled or outstanding government money/property accountability/ies shall beissued the certificate of money/property accountability and accountability update formwith specific remarks.

2) Upon receipt of SARO and NCA from GHQ MFO, journalize and certifyavailability of funds.

3) Return the funded DVs to GHQ MFO for final audit.

h. AFPFC

1) Issue statement of Last Payment and Latest Pay Slip to retiring or to beseparated TAS officers.

2) Issue certificate of deductions and official receipts to retirees whosettled their incurred money and property accountability/ies thru payment.

3) Upon receipt from GHQ,MFO the funded DVs, prepare the check/ADAand implement the payment of the 36 months Lump Sum or regular monthly pensionand derivative pension to concerned retirees and beneficiaries as payees without delay.

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Same undertaking shall be done for the payment of commutation of leave credits ofTAS Personnel.

i. OTIG, OTPMG, OTJAG, OESPA and GHQ Accounting Office

1) Establish, update and maintain an electronic database system ofpersonnel with DLO case (pending and resolved cases) and money/property

accountabilities with the government.

2) Indicate therein specific remarks on the cases or the accountability asfollows:

(a) Pending cases punishable by dishonorable discharge or separationwith prejudice to retirement/separation benefits

(b) Not deficient in filing of Statement of Assets and Liabilities (SAL)Net Worth and Disclosure of Business Interests and Financial Connections.

(c) With cleared or unclear money and property accountabilities

3) Share the instituted database of personnel with DLO cases andmoney/property accountabilities accessible thru the AFP website for immediateverification and reference.

j. Major Service MFO

1) In the payment of the commutation of leave credits and SeparationGratuities of MS personnel, conduct pre-audit of all DVs and review the priority list ofpayees as attachment in the Special Budget Request to reach the approval of DBM forthe issuance of SARO and NCA.

2) Upon receipt of SARO and NCA from DBM, issue Allotment Advice withcorresponding NTA to MS PGABs for the preparation of ALOBS and furnish a copy toMS Accounting Center for journalization/recording.

3) Charge the payment of commutation of leave credits and the SeparationGratuities against MS PS Savings.

4) Conduct final audit and forward DVs to MS Finance Centers for thepayment of commutation of leave credits to the retirees/payees.

k. Major Service Accounting Office

1) Issue Clearances and Statement of Accounts to all personnel undertheir respective jurisdictions who are applying for retirement/separation and for thepayment of their commutation of leave as requested by MS Adjutants/PGABs. Retireeswith unsettled or outstanding money/property accountability/ies shall be issued thecertificate of money/property accountability and accountability update form with specificremarks.

2) Upon receipt of SARO and NCA from MS MFO, journalize and certifyavailability of funds.

3) Return the funded DVs to MS MFO for final audit.

l. Major Service Finance Centers

1) Issue statement of Last Payment and Latest Pay Slip to personnelapplying for retirement/separation under their paying jurisdiction.

2) As indicated in the Personnel Action Form of personnel applying forretirement/separation and to avoid overpayment schedule and effect the deletion fromthe payroll on the date of their retirement/separation from the active service.

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3) Upon receipt from MS MFO the funded DVs, prepare the check/ADAand implement the payment of commutation of leave benefits to retired personnelwithout delay.

9. RESCISSION:

All policies in conflict with this SOP are hereby rescinded.

10. EFFECTIVITY:

This SOP shall take effect upon publication.

BY COMMAND OF GENERAL ESPERON JUNIOR:

PATERNO E LABIANOCommodore AFPThe Adjutant General

DISTRIBUTION:A

Annexes:

A Requirements for Retirement/SeparationB Requirements for Resumption of PensionC Requirements for Transfer of PensionD Requirements for Restoration of PensionE Requirements for Posthumous Retirement/SeparationF Requirements for Replacement of Pension ChecksG Pensioner Update Form

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ANNEX A TO SOP NUMBER 6 DTD 14 AUGUST 2007

REQUIREMENTS FOR RETIREMENT/SEPARATION

Nr RequirementsNr of

CopiesTo Be produced by AFP Personnel:1. Personnel Action Form. 22. Physical Examination Report or accomplished waiver form that

he/she is not interested for further medical evaluation for his/herpresent state of health before he/she get retired. (AFPMC for CDDbut all other AFP Station Hospital for medical evaluation)

2

3. Duly Accomplished form of non-retraction of retirement/separation. 24. Certificate of Last Payment to be issued by Finance Service Units

(FSU) Duly authenticated copies7

5. AFP Personnel Datasheet and Dependents Information 26. Certification from Civil Service Commission for Civilian Service (if

any)2

7. Photocopy of Passbook (Single Account) showing specifically theretirees name and the account number

5

To Be produced by Major Service PGAB:8. Retirement/Separation Orders with Endorsement from Major

Service Commander

7

9. Latest Statement of Service to be issued by Major Service Adjutant(Duly authenticated copies)

7

10. Statement of Leave Balance issued by Major Service Adjutant (Dulyauthenticated copies)

7

11. Major Service Clearances:a DLO: 3

- IG- JAGO- Provost Marshal- OESPA

b Ombudsman Clearance not earlier than six months beforeretirement

5

c SAO 3d Base Housing Administration 3e Non Appropriated Fund (Water & Electric Bills) 2f Accounting Service 2

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ANNEX B TO SOP NUMBER 6 DTD 14 AUGUST 2007

REQUIREMENTS FOR RESUMPTION OF PENSION


Copies1. Submission of PUF two (2) months prior to resumption 2

Required attachments of PUF:a. Retirement Order 1b. Photocopy of ID 1c. Marriage Contract (LCR/NSO) 1

2. Photocopy of Passbook (Single Account) showing specifically theretirees name and the account number

3

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ANNEX C TO SOP NUMBER 6 DTD 14 AUGUST 2007

REQUIREMENTS FOR TRANSFER OF PENSION


CopiesOriginal Photocopy

1. Application Form for Transfer (notarized) 1 52. Pensioners Update Form (PUF) 1 5

Required attachments of PUF:a. Retirement/Posthumous Order 1 5b. Photocopy of ID 1 5c. Marriage Contract with signature of both parties

and contracted before retirement of the principalpensioner (LCR/NSO)

1 5

3. Death Certificate of Principal Pensioner (LCR/NSO) 1 54. Birth Certificate of unmarried children below 21 yrs old

(LCR/NSO)1 5

5. Photocopy of Passbook (Single Account) showingspecifically the claimants name and the account number

(LBP/UCPB/PVB/DBP only)*LOI to Bank from AFP PGMC/AFPFC needed

1 5

6. Affidavit of being the surviving spouse of the principalpensioner and of having not remarried with corroboration

1 5

7. NSO CRS From No.5 (Advisory on Marriages) of thedeceasedto be filed at NSO. Claim stub/OR will besubmitted to MAU, AFP PGMC

1 5

Note:

- All photocopies should be authenticated by JAGO except Retirement Order- Submit all requirements in one (1) long folder

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ANNEX D TO SOP NUMBER 6 DTD 14 AUGUST 2007

REQUIREMENTS FOR RESTORATION OF PENSION


Copies1. Retired/Principal Pensioner

a. Application for Claim 2b. PUF 2c. Photocopy of Passbook (Single Account) showing specifically

the retirees name and the account number2

2. Widow 2

a. Application for Claim 2b. PUF 2c. Photocopy of Passbook (Single Account) showing specifically

the claimants name and the account number2

3. Parentsa. Application for Claim 2b. PUF 2c. Photocopy of Passbook (Single Account) showing specifically


4. Guardian of Children who are Below 21 years old and unmarrieda. Application for Claim 2

b. PUF 2c. Birth Certificate of Children (NSO) 2d. Photocopy of Passbook (Single Account) showing specifically


5. RA 9225a. Application for Claim 2b. PUF 2c. Passport (Old and New) 2d. Order of approval of Dual Citizenship 5e. Oath of Allegiance (BID if in the country, DFA Consulate if

abroad)5

f. Photocopy of Passbook (Single Account) showing specificallythe retirees name and the account number

2

Required attachments of PUF for PRINCIPAL PENSIONER:a. Retirement Orderb. Photocopy of IDc. Marriage Contract (LCR/NSO)

Required attachments of PUF for DERIVATIVE PENSIONER:a. Retirement/Posthumous Order of Principal Pensionerb. Photocopy of ID

c. Marriage Contract/Birth Certificate (LCR/NSO)d. JAGO Declaration of Legal Beneficiary

ANNEX E TO SOP NUMBER 6 DTD 14 AUGUST 2007

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REQUIREMENTS FOR POSTHUMOUS SEPARATION/RETIREMENT


CopiesTo Be produced by Legal Beneficiary of AFP Personnel:

1. Application Form of Widow/Parent/s with whole body picture 22. Pensioners Update Form (PUF) 2

Required attachments of PUF:a. Posthumous Orderb. Photocopy of IDc. Marriage Contract/Birth Certificate (LCR/NSO)

3. Death Certificate (LCR) 2

4.Birth Certificate of Deceased/Marriage Contract of Deceased and widow/Marriage contract of parents/Birth certificate of Children of deceasedfrom NSO

7

5. Photocopy of Passbook (Single Account) showing specifically the

retirees name and the account number

5

To Be produced by Major Service PGAB:6. Posthumous Retirement/Separation Orders with Endorsement from

Major Service Commander7

7. LOD/Casualty Report 28. Statement of Service from Major Service 79. Certificate of Legal Beneficiary/ies 710. Statement of Last Payment 211. Major Service Clearances:

d. SAO 2

e. Base Housing Administration 2f. Non Appropriated Fund (Water & Electric Bills) 2g. Accounting Service 2

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ANNEX F TO SOP NUMBER 6 DTD 14 AUGUST 2007

REQUIREMENTS FOR REPLACEMENT OF PENSION CHECKS


Copies1. Retired/Principal Pensioner:

h. Application Form 2i. PUF 2

2. Derivative Pensioner:d. Application Form 2

e. PUF 2

Required attachments of PUF for PRINCIPAL PENSIONER:a. Retirement Orderb. Photocopy of IDc. Marriage Contract (LCR/NSO)

Required attachments of PUF for DERIVATIVE PENSIONER:a. Retirement/Posthumous Order of Principal Pensionerb. Photocopy of IDc. Marriage Contract/Birth Certificate (LCR/NSO)

d. JAGO Declaration of Legal Beneficiaries

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ANNEX G TO SOP NUMBER 6 DTD 14 AUGUST 2007

PENSIONER UPDATE FORM (PUF)

(Please see next page)

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INSTRUCTIONS: PAUNAWA:1) Type or Write clearly 1) I-type o isulat nang maayos at malinaw.2) Send or mail the accomplished form to MAU, AFPPGMC,

Camp Aguinaldo, Quezon City 1110.2) Ipadala kalakip ang iba pang dokumentong kailangan sa MAU,

AFP PGMC, Camp Aguinaldo, Quezon City 1110.3) See back page for additional information. 3) Tingnan ang likod ng pahina para sa inyong gabay.4) Reproduction of this form is allowed. 4) Maaaring magpagawa ng maraming kopya.

AFP PGMCRevised Form Nr. 1A (01 September 2007) PENSIONER UPDATE FORM (PUF)

Is the Principal Pensioner still alive?

(check box) Yes No

If not, indicate the date of death and Cause of Death (day, month, year)

SECTION I AFP RETIREES / SEPARATED PERSONAL DATA1. LAST NAME 2. FIRST NAME 3. MIDDLE NAME

4. Retirement/Separation Rank 5. AFP Serial Number 6. Branch of Service (Check box)

PA PN PAF PC

7. Date of Birth (Day, Month, Year)

8. Address: (House Nr., Street, Barangay, Town or City, Province 9. Postal (Zip Code) 10. Telephone Nr 11. Cell phone Nr

12. Religion 13. Civil Status (Check box)

Single Widow/er

Married Separated

14. Citizenship 15. Sex (Check box)

Male

Female

16. Date of Original Entry to the AFP(Day, Month, Year)

17. Date of Separation from the AFP(Day, Month, Year)

18. Cause of separation from the AFP (check box)

Compulsory Retirement Posthumous

Optional Retirement CDD

19. Authority of retirement/separation from the AFP (General Orders Nr, Para Nr, Date (month, day, year) (Attach copy of retirement/Separation Orders)(ex: GO Nr 1, Para Nr 20, GHQ, AFP dtd 01 Dec 1965, Pursuant Sec 1a & 10 in conjunction with sec 8, RA 340)

20. Are you receiving monthly pension?(check box)

Yes No

21. If Yes, how much?

P

22. How do you receive your pension? (Check box)

Local Pick-up Mailing Banking

23. AFP RETIREES/SEPARATED SPECIMEN(IF DECEASED, IGNORE THIS BOX)

LEFT THUMBMARK RIGHT THUMBMARK

2 x 2 picture(AFP Pensioner)

I declare under the penalties of perjury pursuant tothe provisions of existing laws, that this has been made ingood faith, verified by me, and to the best of my knowledgeand belief, is true and correct.

AFP PENSIONER DATE SIGNED(Signature Over Printed Name) (Day, Month, Year)

SECTION II. BENEFICIARYS PERSONAL DATA

1. LAST NAME 2. FIRST NAME 3. MIDDLE NAME

4. Date of Birth (Day, Month, Year) 5. Place of Birth 6. Citizenship

7. Relationship with the AFP Retired or separatedAFP personnel

Spouse Parent

Brother/Sister Child

8. If the beneficiary isaspouse, write thedate of marriage. (day/month/year)

9. If the beneficiary is aminor child (below 18years old), write the name of guardian.

10. Address: (House Nr, Street, Barangay, Town or City, Province) 11. Postal (Zip) Code

12. Telephone/Cellular Phone Nr: 13. Civil Status (check box)

Single Widow/er Married Separated

14. Sex (Check Box)

Male Female

15. Religion

16. Are you receiving monthly pension?

(Check box) Yes No

17. If Yes, how much?

P

18. How do you receive your pension? (Check box)

Local Pick-up Mailing Banking

19. BENEFICIARYS SPECIMEN(IF DECEASED, IGNORE THIS BOX)

LEFT THUMBMARK RIGHT THUMBMARK

2 x 2 picture(Beneficiary)

I declare under the penalties of perjury pursuant tothe provisions of existing laws, that this has been made ingood faith, verified by me, and to the best of my knowledgeand belief, is true and correct.

BENEFICIARY DATE SIGNED(Signature Over Printed Name) (Day, Month, Year)

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ADDITIONAL INSTRUCTIONS: REQUIREMENTS FOR AFP RETIREE:

1) If the AFP Retiree is still alive:Fill-up Section I;Fill-up Section II for future beneficiary/ies such as the Spouse andChildren below 21 years old.

2) If the AFP Retiree is already deceased:If married, spouse must fill-up Section I and II;

If unmarried (single), the parents must fill-up Section I and II.

3) Qualified to be Beneficiary/ies:For deceased married AFP Retiree/Principal Pensioner:

- spouse and children below 21 years old;For Deceased Unmarried (Single) AFP Retiree/PrincipalPensioner

- Parents or- Acknowledged Natural Children below 21 years old

For any inquiry or comment, you may text AFP PGMC at0927 856 6748 or0921-570-8483, email at [email protected]. [email protected] call at (02) 911-6001local 6531.

AFPPGMC can be accessed through its website:

http://www.afppension.ghq-mfo.com

1) Retirement/Separation Order (GO/SO);2) Marriage Certificate (For Married AFP Retiree);3) AFP Retirees ID (Xerox back to back)

REQUIREMENTS FOR BENEFICIARY:

1) Retirement/Posthumous Order;

2) Declaration of Beneficiaries from JAGO, AFP;3) Pensioners ID (Xerox back to back);4) NSO issued Marriage Contract with signature of both

partiesif the beneficiary of the principal pensioneris thewife/husband or birth certificateof the principalpensioner if the beneficiary is/are the parent/s

FOR NON APPEARANCE OR SUBMISSION THRUMAILING OR COURIER, SUBMIT THE FOLLOWINGREQUIREMENTS:

1) Whole body picture holding any current newspaper ofmajor circulation;

2) Camera film or negative used for the picture;3) Mail or send it to:

Monitoring & Assistance Unit (MAU)AFP Pension Gratui ty Management CenterCamp Gen. Emilio Aguinaldo, Quezon City
mailto:[email protected]:[email protected]://www.afppension.ghq-mfo.com/http://www.afppension.ghq-mfo.com/mailto:[email protected]:[email protected]

Documents

SOP No. 6 2007