Guide to HR Documentation Basics

Human Resource (HR) management in the public sector involves maintaining precise records of employee appointments, leaves, performance metrics, and service history. Keeping these documents accurate ensures that employees receive their benefits, promotions, and clearances without delay.

Here is an overview of the foundational HR documents in Philippine public service.

1. Key Onboarding & Status Records

These files document an employee's formal tenure:

• Personal Data Sheet (PDS): The foundation resume of the employee, kept in the 201 file. Sourced from the Forms Hub.
• Service Record: A chronological log of an employee's government service, documenting positions held, salary levels, status (permanent or temporary), and dates of service.

2. Performance Metrics: IPCR and OPCR

Government employees are evaluated using the Strategic Performance Management System (SPMS):

• Individual Performance Commitment and Review (IPCR): Filled out by individual employees to outline their targets and accomplishments for each semester.
• Office Performance Commitment and Review (OPCR): Outlines the collective accomplishments of a division or office department.
• Tool tip: Use our Accomplishment Report Generator to draft structured summaries for your performance ratings.

3. Leave Balance & Credit Accounting

Tracking leave records is vital for salary computations and retirements:

• Leave Credits Calculator: Use the Leave Credits Calculator to compute accumulated credits (sick leave and vacation leave) based on actual days worked.
• Working Days Calculation: Calculate payroll periods or travel durations using the Working Days Calculator.

Official Government Verification Reminder

HR guidelines, salary scales, and leave credit computations are governed by rules issued by the Civil Service Commission (CSC) and the Department of Budget and Management (DBM). Please consult your agency's HR manager or check official CSC circulars (links available in our Agency Websites Directory) to ensure compliance.