Retirement Preparation

 

The UP Manila HRDO organizes a retirement orientation scheduled every August of the calendar year. The office invites representative from GSIS, Pag-Ibig and Provident Fund to discuss the process and requirements in detail. Compulsory retirees and employees who already submitted Letter of Intent to Retire may attend the orientation. SRP: Administrative Personnel and REPS FCSLB: Full-time Faculty Retiree

 

A. Process

Compulsory Retirement

  1.  The HRDO Leaves and Benefits Section will inform the employee of his/her retirement 6 months prior retirement date and provides other retirement requirements.
  2. Employee prepares a Letter of Intent to Retire which must be duly endorsed by the Department and Head of the Unit/College, whichever is applicable.
  3. Employee submits the endorsed Letter of Intent to Retire to HRDO Leaves and Benefits Section.
  4. Once received, the HRDO Leaves and Benefits Section checks the completeness of the information prior to initials and signature of the Head of Division and HRDO Director.
  5. HRDO forwards request to recommending Vice-Chancellors Offices, prior to Chancellor’s approval: Office of the Vice-Chancellor for Administration: for the Administrative Personnel Office of the Vice-Chancellor for Research and Development: for the REPS Office of the Vice-Chancellor for Academic Affairs: for Faculty
  6. Once the Letter of Intent to Retire is approved by the Office of the Chancellor, the HRDO Leaves and Benefits Section releases a copy of intent to retire to requesting employee and forwards a copy of document to 201 files.
  7. Employee submits all the retirement requirements to HRDO 3 months prior retirement date.

 

Optional Retirement

  1. Employee prepares a Letter of Intent to Retire which must be duly endorsed by the Department and Head of the Unit/College, whichever is applicable.
  2. HRDO provides the list of retirement requirements to requesting employee.
  3. Employee submits the endorsed Letter of Intent to Retire to HRDO Leaves and Benefits Section.
  4. Once received, the HRDO Leaves and Benefits Section checks the completeness of the information prior to initials and signature of the Head of Division and HRDO Director.
  5. HRDO forwards to recommending Vice-Chancellors Offices, prior to Chancellor’s approval: Office of the Vice-Chancellor for Administration for the Administrative Personnel Office of the Vice-Chancellor for Research and Development for the REPS Office of the Vice-Chancellor for Academic Affairs for Faculty
  6. Once the Letter of Intent to Retire is approved by the Office of the Chancellor, the HRDO prepares a memorandum on the letter of intent with initials of the Head of Division and signature of the HRDO Director.
  7. The HRDO Leaves and Benefits Section releases the memorandum to requesting employee and forwards a copy of the document to 201 files. 8. Employee submits all the retirement requirements to HRDO once all the forms are complete.

B. Requirements

  1. Letter of intent to retire (approval thru channels)
  2. Application for GSIS Retirement/Life Insurance Benefit
  3. Application for Pag-Ibig Provident Benefit Claim
  4. Application for UP Provident Benefit Claim
  5. Application for Terminal Leave Benefits 
  6. Application for Retiree's UP ID (w/ 2 ID picture) via online request
  7. SALN ( as of date of retirement)
  8. Photocopies of two IDs with Date of Birth and 3 specimen signatures
  9. Photocopies of PSA Marriage Contract for Married Women
  10. Exit Interview (for 201 File)
  11. Declaration of Pendency/Non Pendency of Case - c/o Retiree wait for the text from GSIS before notarized and submit to GSIS within 3days
  12. Service Record *to be provided by HR
  13. DTR/COS *to be provided by HR
  14. UP ID - N/A
  15. NOSA *to be provided by HR
  16. Certificate of Not Connected to Other Government Agency
  17. FCSLB or SRP FORM
  18. Service Record PGH or Service Record from other government agency
  19. Certificate of Part Time/Full Time CM Faculty
  20. Certificate of Last Day of Service
  21. Provident Claim Bank Authorization form
  22. Continuation Form or Withdrawl Form for Bayanihan Membership

          *for issuance of Bayanihan clearance (part of University clearance)

 Optional Retiree: 
  1. University Clearance
  2. Succession Plan

 

Pag-Ibig Retirement Application

 

A. Process

  1. Retiree files and submits application 3 months before the retirement date.
  2. HRDO Leaves and Benefits Section reviews the application form and attachments:
  3. Once complete and verified, HRDO Leaves and Benefits Section submits the application form and attachment thru the liaison officer to Pag-Ibig 1 month before the retirement date.
  4. Pag-Ibig reviews and process the submitted application form and attachments.
  5. Once complete, Pag-Ibig approves the application and sends a text message to the retiree once the cheque is available for claiming. If incomplete, the forms will be returned to HRDO.

B. Requirements

  1. Application For Provident Benefits (APB) Claim
  2. Service Record with Certificate of Leave without Pay *to be provided by HRDO 
  3. 2 valid IDs with the date of birth and with 3 specimen signatures
  4. Certificate of Last Payment

 

 

GSIS Retirement Application

 

A. Process

  1.  Retiree files and submits application 3 months before the retirement date. 
  2. HRDO Leaves and Benefits Section reviews the completeness of the form. Once complete, HRDO signs the application form.
  3. HRDO Leaves and Benefits Section submits the application form thru the liaison officer to GSIS 1 month before the retirement date.
  4. GSIS reviews and process the submitted application form.
  5. Once complete, GSIS approves the application and notifies the requesting employee to submit the notarized Declaration of Non-Pendancy/Pendancy of Case (DNPC). 
  6. Retiree submits the notarized DNPC 5 working days upon receipt of notification from GSIS.
  7. Upon receipt by the GSIS, GSIS issues approval letter. The benefits will be received through UMID card.

B. Requirements

  1. Application For Retirement/Separation/Life Insurance Benefits Form.
  2. Service Record with Certificate of Leave without Pay *to be provided by HRDO
  3. 2 valid IDs with date of birth and with 3 specimen signatures
  4. Notarized Declaration of Non-Pendency/Pendency of Case (DNPC) *once the application is approved by GSIS

Additional Requirement for College of Medicine (CM) Faculty Retirees:

  1. Service record from other government agencies;
  2. Certificate of Part-time/full time Faculty;
  3. Certificate Not Connected To Other Government Agency;
  4. Certificate of Last Day in Service

 

Provident Retirement Application

A. Process

 

  1. Retiree files and submits application form 3 months before the retirement date.
  2. HRDO Leaves and Benefits Section reviews the completeness of the form and with approved University Clearance.
  3. HRDO Leaves and Benefits Section submits the application form to Provident Fund.
  4. Provident Fund checks and validates the forms submitted. If incomplete, the application form will be returned to HRDO. But once approved, Provident Fund facilitates and issues the benefit thru the bank account given by the employee.

 

B. Requirements

  1. UP Provident Fund, Inc (Benefit Claim Application)
  2. Service Record with Certificate of Leave without Pay *to be provided by HRDO
  3. University Clearance
  4. 2 valid IDs with date of birth and with 3 specimen signatures
  5. Authorization to Claim Remaining Equity

To claim the personal share of employees in Provident:

  1. Unit clearance (c/o the unit/college); and
  2. Service record c/o HRDO

 

 

Payment for Faculty Sick Leave (FSL) Benefit (Faculty Retirees)

 

For eligible regular, full-time members of the faculty who applied for compulsory retirement, optional retirement due to serious/severe illness as defined by Philhealth. (per BOR 1255th meeting, 5/27/2010) Note of Exclusions in the payment of FSL benefit: Regular Part-time and Non-regular faculty members; Faculty members with administrative function/ cumulative leave, researchers, and community workers; Faculty who are on full-time study leave without pay, exceeded beyond the prescribed period for full-time study; on vacation leave without pay; and Faculty members who are on secondment. An employee who avails of the benefit of Rehabilitation Leave may not avail of this sick leave benefit. (OP MEMO NO. PERR 08-03, 15 January 2008)

A. Process

  1. Employee submits complete requirements for the payment of FCSLB with attached documents depending on the type of retirement.
  2. HRDO process the request by evaluating the completeness of submitted documents and prepares computation of years of service from original appointment until effectivity date of retirement. The HR in-charge provides initial computation and the computation for review of Leaves and Benefits' Section Head.
  3. HRDO forwards the computation to OVCA for review of Internal Audit.
  4. Internal Audit validates and finalizes the computation.
  5. HRDO forwards documents to the Office of the Chancellor/ Office of the President for approval.
  6. Upon receipt of the Chancellor’s approval, HRDO will prepare the voucher, reproduce the copies, and collate and process the documents with the affixed signature of the certified photocopy of all pages.
  7. HRDO forwards documents Budget Office, Accounting Office, and Cash Office for appropriate action.
  8. Cash Office will coordinate with HRDO and perform appropriate action and prepare the payment of earned leave credits in the form of a check.

 

B. Requirements

  1. Approved application for Faculty Cumulative Sick Leave Benefits (FCSLB) 
  2. Internal Audit report
  3. Duly Accomplished Retirement Application form
  4. Service Record with Cert. of LWOP
  5. Letter of Intent to Retire (approved by Chancellor)
  6. NSO Marriage Certificates - for change of name of married women
  7. Certified true copy of the latest Notice of Salary Adjustment
  8. University Clearance
  9. SALN

     For Optional/Disability Retirement:

  1. Approved duly endorsed letter of retirement by the Office of the Chancellor employee, with a justification of the reason of retirement (2 photocopies)
  2. Approved and duly accomplished GSIS Disability Retirement Form endorsed by the HRDO Director; and
  3. Medical certificate issued by the government accredited physician or medical unit (2 photocopies)

     For Deceased:

  1. Duly accomplished GSIS Survivorship Application Form endorsed by the HRDO Director; and
  2. Approved Designation of Next of Kin with complete attachments (2 photocopies)

     For Faculty with Extension Beyond Compulsory Retirement Age of 65:

  1. BOR Approved Appointment/s (2 photocopies)
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Retirement Preparation