PHLPOST Circular No. 14-85B (2015)

(NAR) VOL. 26 NO. 1/ JANUARY - MARCH 2015

[ PHLPost Circular No. 14-85B, March 12, 2015 ]

AMENDED REQUIREMENTS, GUIDELINES AND PROCEDURES FOR THE NEW POSTAL IDENTIFICATION CARD

Adopted: 12 March 2015 Date Filed: 25 March 2015 In order to make the New Postal ID more accessible to potential applicants and per comments/suggestions of Postal Officials, Personnel and Clients, the General Guidelines, Operational and Accounting Procedures as cited in PHLPost Circular No. 14-85 dated November 5, 2014 and PHLPost Circular No. 14-85a dated November 26, 2014 are hereby amended as follows:

1. OBJECTIVES a. Product innovation using ICT to ensure the continuous growth of the PID product;

b. Improvement of credibility and acceptability of the New PID as an identification card; and, c. Institute security and control features in the issuance of the New PID.

2. DEFINITION OF TERMS a. Biographic Data - are information pertaining to the facts or events in life of an individual such as a person’s name, address, birth and place of date, civil status and parents.

b. Data Capture - is the electronic and/or digital capture and/or recording of the biographic data of an applicant in the PID Capture software using a fingerprint scanner, digital camera, electronic signature pad, and/or other biometrics data capture device.

c. Data Capture Station - is a set of equipment used to capture biographic data typically consisting of computer desktop, laptop or other computing device with and/or connected to biometrics data capture devices such as fingerprint scanner, digital camera, electronic signature pad and similar devices.

d. PID Acceptance Post Office - refers to a post office authorized to accept, process and approve PID application:

• Post Office with Data Capture Station.

• Post Office without Data Capture Station.

e. PID Capturing Post Office - refers to a post office with data capture station for New Postal ID.3. New Postal ID Below is the sample of the new Postal ID: (See Image (NAR) VOL. 26 NO. 1/ JANUARY - MARCH 2015 page 559) 4. GENERAL GUIDELINES 4.1 Who may apply for the New PID Card:

• Filipinos living in the Philippines and abroad; and, • Foreigners living in the Philippines for at least six (6) months prior to application 4.2 No minimum age is prescribed for an applicant. 4.3 The following are the requirements for the New PID Card: 4.3.1 New applicants: FILIPINOS FOREIGNERS General 1. Personal appearance of 1. Personal appearance of Requirements applicant applicant 2. Two (2) copies of duly- 2. Two (2) copies of duly-accomplished PID application accomplished PID in bold/capital letters application in bold/capital letters 3. Submission of any of the following Proof of Identity: 3. Reproduction copy with the original of the Passport 3.1 Anyone (1) of the following valid for at least six (6) primary identification months prior to application documents:

4. Reproduction copy with a. Original Birth Certificate in the original of any of the security paper (SECPA) issued following, valid at least six by the National Statistics Office (6) months prior to (NSO) application:

b. Original Birth Certificate or 4.1. Alien Certificate of Certificate of Live Birth issued Registration Identity Card by the Local Civil Registrar (ACR I- Card);

(LCR) within six (6) months prior to PID application 4.2. Long Stay Visitor Visa Extension (LSVVE); or c. Valid GSIS UMID card 4.3. Temporary Resident d. Valid SSS UMID Card Visa (TRV) e. Valid Passport 5. Proof of Address:

f. Valid LTO Driver’s License 5.1 Original Barangay Certificate on the residency or of the applicant issued within three (3) months prior to PID application; or,3.2 Any two (2) of the 5.2 Original Certification or following secondary Statement of Account from documents, one of which Hotel, transient home or should bear the applicant’s any temporary residence. photo and signature:

a. Valid Paper-based Postal ID b. Baptismal Certificate c. Certificates of Birth/Marriage from the National Commission for Muslim Filipinos (NCMF) d. Certificates of Birth/Marriage from the National Commission for Indigenous Peoples (NCIP) e. Valid Company ID f. Digitized BIR ID g. Elementary or High School Form 137 or Transcript of Records with readable dry seal (for applicants 18 years old and below) h. Valid Integrated Bar of the Philippines (IBP) ID i. Marriage Contract j. Valid NBl/Police Clearance with digitized photo k. Old GSIS/SSS card l. Valid OWWA ID m. Valid PRC ID n. Valid University/School or Alumni ID o. Valid Seaman’s Book p. Senior Citizen ID q. TIN card r. Voter’s ID 4. Submission of anyone (1) of the following Proof of Address4.1 Original Barangay Certificate on the residency of the applicant issued within three (3) months prior to PID application; or, 4.2 Original Proof of Billing Additional 1. Original Marriage Contract 1. For minor applicants, 16 Requirements for married women if only the years and below, personal Birth/Baptismal Certificate is appearance of: presented as a primary identification document and if 1.1 Either parent if minor is Marriage Contract is not a legitimate child; presented as one of the two (2) secondary documents. Should 1.2 Mother if minor is an be in any of the following: illegitimate child; 1.1 In SECPA issued by NSO; 1.3 Legal guardian if both parents of the minor are 1.2 CTC issued by LCR within abroad or deceased; or, six (6) months prior to PID application; 1.4 Either of grandparent if either of the parent of the 1.3 Certificate of Muslim minor are also minor Marriage from the NCMF 2. For legal guardian:

2. For widowed/ annulled/ divorced applicants: 2.1 If both parents are abroad, Special Power of 2.1 Widowed – Death Attorney (SPA) with an Certificate of husband/wife attached photocopy of issued by the NSO or LCR either parent’s valid Passport duly-authenticated 2.2 Annulled – Annotated by the Philippine embassy Marriage Certificate issued by or consulate where the NSO passport was obtained or duly-authenticated by 2.3 Divorced: foreign diplomatic/consular mission in the Philippines a. CTC of divorced decree duly- authenticated by the 2.2 If both parents are Philippine embassy or deceased: consulate where the divorce was obtained or duly- 2.2.1 Court order awarding authenticated by foreign guardianship of the diplomatic/ consular mission in orphaned minor applicant or the Philippines; or, substitute parental authority issued by their country’s b. CTC of Philippine court respective competent recognition of foreign divorce agency duly-authenticated decree; Marriage Certificate by the Philippine embassy from NSO with annotation of or consulate where such divorce decree. authority was obtained or duly-authenticated by the 3. For minor applicants: 16 foreign diplomatic/consular years and below, personal mission in the Philippines appearance of:3.1 Either parent if minor is a legitimate child; 3.2 Mother if minor is an illegitimate child; 3.3 Legal guardian if both parents of the minor are abroad or deceased; or, 3.4 Either of grandparents if either of the parents of the minor is also a minor.

4. For legal guardian of minor applicants: 4.1 If both parents are abroad, Special Power of Attorney (SPA) with an attached photocopy of either parent’s valid Passport duly authenticated by the nearest Philippine Embassy or Consulate General 4.2 If both parents are deceased, 4.2.1 Authenticated death certificate of parents from NSO; and, 4,2.2 Court order awarding guardianship of the orphaned minor applicant or substitute parental authority under Article 214 and 216 of the Family Code 5. For Naturalized Filipinos: 5.1 Copy of Certificate of Retention/Reacquisition of Philippine Citizenship, Order of Approval and Oath of Allegiance 4.3.2 Renewal/Replacement General 1. Personal appearance 1. Personal appearance Requirements for Renewal 2. Two (2) copies of duly- 2, Two (2) copies of duly-of the New accomplished PID accomplished PID application in Postal ID application in bold/capital bold/capital letters letters3. Same general requirements 3. Same general requirements for New Application for New Application 4, Expired/expiring Basic 4. Expired/expiring Basic Postal Postal ID Card unless card is ID Card unless card is lost lost Specific 1. Replacement due to Requirements amendment in civil status: for Replacement 1.1 Marriage – Marriage of the New Certificate in any of the PID following: 1,1.1 In SECPA issued by NSO; or, 1.1.2 CTC issued by LCR within six (6) months upon PID application 1.1.3 Certificate of Muslim Marriage from the NCMF 1.1.4 If married abroad, Report of Marriage or any equivalent document duly- ! authenticated by the Philippine embassy or consulate where the document was obtained or duly-authenticated by foreign diplomatic/consular mission in the Philippines 1.2 Annulment - 1.2.1 Annotated Marriage Certificate in SECPA issued by NSO 1.2.2 Court Decree of Annulment/Declaration of Nullity of Marriage 1.2.3 Certificate of Finality 1.3 Death of spouse - Death Certificate of spouse in any of the following: 1.3.1 In SECPA issued by NSO; or,1.3.2 CTC issued by LCR within six (6) months prior to PID application 2. Replacement or renewal due to correction of demographic data, whichever is applicable: 2.1 Annotated Birth Certificate in SECPA issued by NSO 2.2 Annotated Marriage Certificate in SECPA issued by NSO 3. Replacement due to loss/theft: 3.1 Duly notarized Affidavit of Loss 4.3.3 Requirements for Exception:

1. When entries in NSO Birth or Marriage Certificate are blurred or unreadable: Requirements for Exception 1.1 Transcribed Birth or Marriage Certificate from the LCR 4.4 In the event the applicant refuses to surrender the original copies of Birth Certificate, Marriage Certificate, CENOMAR and other documents from NSO, LCR, etc., the applicant shall submit a photo copy of the same together with the original document for Certification by the Postmaster and the Applicant to read as follows: “ This is to certify that this is a verified photo copy from the original”, and signed by both the Postmaster and the Applicant. 4.4.1 No Certification Fee shall be collected by Post Offices. 4.5 The Application Form (PID Form No. 01) shall be available free of charge at the following:

1. Available at all post offices 2. Downloadable at the PHLPost corporate website - www.phlpost.gov.ph 4.6 Where to apply: All New Postal ID Card applicants may apply at any post office nationwide. 4.7 Validity The New Postal ID Card shall be valid for three (3) years for Filipinos and only one (1) year for Foreigners.However, an unclaimed New Postal ID Card will be considered invalid when it is disposed by the PHLPost Disposal Committee after the prescribed period of retention (180 days) at the Postal Payment Services Division, Business Lines Department. 4.8 Fees The New Postal ID fees shall include the PID card fee and delivery fee plus 12% Value Added Tax (VAT): Particulars Amount PID Card Fee PhP330.00 PID Card Mailing Fee 40.00 (Registered with e-RRR) Total VATable Sales 370.00 + 12% VAT 44.40 Total Amount Payable PhP414.40 4.9 The PID Card and Delivery Fees shall be subject to a 12% value-added tax (VAT). 4.10The issuance of an Official Receipt (OR) is mandatory as proof of payment. Only one (1) OR shall be issued for payment of every approved application. 4.11Equivalent definitive postage stamp shall not be accepted as evidence of the payment of the New Postal ID fees. 4.12No Refund Policy In cases when the approved New Postal ID application is rejected by the system and the applicant is at fault with regards to wrongful information or has applied for a New PID through fraudulent means, the amount paid by the applicant shall not be refunded. 4.13Postage of PID Cards Mailing Envelope Instead of a definitive stamp and/or postage metered machine impression, an indicia to read as “Postage Paid as per PHLPost Circular No. 14-85A dated November 26, 2014” shall be printed in the upper left hand corner of the mailing envelope to denote pre-payment of the delivery fee and Electronic Registry Return Receipt (e-RRR). 4.14Return Address of the New Postal ID Cards The return address of the PID cards mailing envelope shall be the post office where application was filed. 4.15Period of Retention The period of retention at the following offices shall be: TO BE PERIOD OF OFFICE FORWARDED RETENTION TO Delivery Post Office 30 days Acceptance Post - After 3 delivery Office attempts by LetterCarriers, then - Turn-over to Registry Section for window delivery Acceptance Post 60 days Postal Payment Office Services Division (PPSD) Postal Payment 90 days Disposal Services Division Committee 4.16For persons with writing disability such as illiteracy or without hands/fingers, the signature in the printed New PID card shall be left blank. On the other hand, the accompanying parent or legal guardian shall sign the Application Form in behalf of the minor applicant. However, the minor applicant shall write/sign his name in the PID card if he is already able to write. Otherwise, the signature in the printed New PID card shall be left blank if the minor is still unable to write. 4.17Under Article 370 of the New Civil Code of the Philippines, married female applicants have the option to use the following: 4.17.1Her maiden first name and surname and add her husband’s surname; 4.17.2Her maiden first name and her husband’s surname; or, 4.17.3Her husband’s full name, but prefixing a word indicating that she is his wife, such as “Mrs.” Married female applicants may choose the appropriate name to be reflected in their New Postal ID. However, this shall be reckoned with any existing identification card/documents of the applicant.

5. OPERATIONAL PROCEDURES 5.1 PID Acceptance Post Offices with Postmasters: The Postmaster or his designated Postal Personnel shall:

a. Receive and screen applications to ensure that the applicant writes in bold/capital letters and the address field is complete;

b. Approve the New PID applications;

c. Accept payment for the approved New PID applications;

d. Advise applicants on when to proceed to the designated PID Capturing Post Office which covers the subject PID Acceptance Post Office;

e. At the end of the working day, transmit to your designated PID Capture Post Office one (1) copy of the approved New PID applications (with copies of submitted documents as attachments), addressed as follows: For : The Data Capture Operator Thru: The Postmaster f. Maintain record of the New PID applications (remaining copy of the Application Form) processed and/or transactions. 5.2 New PID Acceptance Post Offices without Postmasters: The Postal Personnel In-Charge shall:a. Receive and screen applications to ensure that the applicant writes in bold/capital letters and the address field is complete;

b. Give provisional approval;

c. Accept payment for the approved New PID applications;

d. Advise applicants on when to proceed to the designated PID Capturing Post Office which covers the subject PID Acceptance Post Office;

e. At the end of the working day, transmit to your designated PID Capture Post Office one (1) copy of the approved New PID applications (with copies of submitted documents as attachments), addressed as follows: For : The Data Capture Operator Thru: The Postmaster f. Maintain record of the New PlO applications (remaining copy of the Application Form) processed and/or transactions. 5.3 PID Capture Post Offices with Postmasters: The Postmaster or his designated Postal Personnel shall:

a. Receive and screen applications to ensure that the applicant writes in bold/capital letters and the address field is complete;

b. Approve the New PID applications;

c. Accept payment for the approved New PID applications;

d. Endorse the approved applications to the Data Capture Station;

e. Receive and forward to Data Capture Operator the approved New PID applications transmitted by PID Acceptance post offices with Postmasters;

f. Receive, approve and forward to Data Capture Operator the New PID applications transmitted by PID Acceptance post offices without Postmasters;

g. Maintain record of the New PID applications. 5.4 PID Capture Post Offices without Postmasters: The Postal Personnel In-Charge shall:

a. Receive and screen applications to ensure that the applicant writes in bold/capital letters and the address field is complete;

b. Give provisional approval and endorse to the Data Capture Station;

c. Receive and forward to Data Capture Operator the approved PID applications transmitted by PID Acceptance post offices with Postmasters;

d. Maintain record of the New PID applications. 5.5 Data Capture Stations in PID Capture Post Offices: The Data Capture Operator/Postal Personnel In-Charge shall:

a. Receive and check the approved New PID applications endorsed by the Postmasters/Postal Personnel in-charge;

b. Upon appearance of New ID applicant and presentation of New ID application approval form, encode biographic/capture biometric data of the applicants based on the approved New PID application;

c. Scan the approved New PID application;

d. Electronically transmit the captured biographic and biometrics data to Filmetrics Card Production Center at the end of the working day. The transmittal shall be signed by both the Data Capture Operator/Postal Personnel In-Charge and the Postmaster.

e. Maintain record of the data capture of the Premium PID applications received. 5.6 Supply Division, Logistics and Property Management Department:5.6.1 Pre-printed New PID Cards a. Receive the inventory for the quarter of all pre-printed New PID cards from Filmetrics for custody and control.

b. Release to authorized representative of Filmetrics the requested number of New PID cards for personalization, subject to existing rules and regulations. This should be covered by an RIS form requested by Filmetrics and approved by the Service Regulations Department (SRD) Manager. 5.6.2 Printed New PID Cards a. Receive the personalized PID cards together with acknowledgement receipts from Filmetrics.

b. Inspect delivered New PID cards together with the Inspection Committee.

c. Turnover to the Office of the APMG for Operations the New PID cards after inspection and acceptance by the Committee on Inspection.

d. Prepare Disbursement Vouchers and supporting documents to facilitate payment of the delivered New PID cards. 5.7 Office of the APMG for Operations:

a. Receive the electronic file of the delivered New PID cards from Filmetrics.

b. Set-up Domestic Mail Tracking System (DMTS) at the office.

c. Upload the electronic file to the DMTS database. 5.8 Letter Shopping Center, Service Regulations Department, Office of the APMG for Operations:

a. Receive the personalized PID cards together with acknowledgement receipts from Filmetrics and inform LPMD for inspection by the Inspection Committee;

b. Segregate PID cards with duplicate based on the list provided by Filmetrics;

c. Receive returned/undelivered PID cards for redelivery from the Postal Payment Services Division for letter shopping;

d. Letter shop the New PID cards;

• Printing of the cover letter, envelope label and e-RRR;

• Attachment of the New PID cards to the cover letter;

• Insertion and sealing of the New PID cards with cover letter to the envelope; and • Attachment of the e-RRR to the New PID card envelopes.

e. Accomplish and attach a Certificate of Mailing (COM) with corresponding volume and amount to the New PID cards for dispatch.

f. Submit monthly consolidated COMs every 5 th day of the following month to the Bookkeeping Division, CO and copy furnished the Corporate Planning Department and Postal Payment Services Division.

g. Forward New PID dispatches by delivery post offices following the table below: NEW PID MAILS FORTURN OVER TO - DELIVERY TO - Makati, Manila and QuezonManila CPO City All Other Delivery PostMMDC, AMED Offices in Mega Manila Area Other Delivery Post Offices AMED h. Maintain record of the New PID cards accepted and/or dispatched.5.9 AMED, MDCs and/or SDCs:

a. Receive New PID dispatches;

b. Forward New PID dispatches to delivery post offices as scheduled; and c. Maintain record of the New PID dispatches processed. 5.10Delivery Post Offices:

a. Receive New PID dispatches;

b. Deliver the New PID to the addressee or to any responsible person as addressed:

• The second and third redelivery attempts shall be made in the next delivery schedule.

• Details of the delivery and redelivery attempts shall be indicated in the e-RRR attached to the New PID card envelope.

• After third redelivery attempt, a Delivery Notice shall be issued informing the PID holder to claim the New PID card at the delivery post office within thirty (30) days.

c. Retain for window delivery the New PID cards for thirty (30) days if unclaimed after three delivery attempts;

d. Forward by mail to PID Acceptance Post Office the unclaimed undelivered New PID cards for Window Delivery after thirty (30) days retention period;

e. Encode the delivery information of New PID cards after delivery if Domestic Mail Tracking System (DMTS) is installed;

f. If no DMTS is installed, forward by mail to the Postmaster of Cluster Head post office (with DMTS) or to the Area Office (Manager, Support Services Division) for updating;

g. e-RRR of delivered PID cards shall be returned to the Letter Shopping Center, h. Office of the APMG for Operations; and, Maintain record of the New PID cards delivered. 5.11All PID Acceptance/Capturing Post Offices: 5.11.1For Unclaimed New PID cards after thirty (30) days retention period by Delivery Post Offices:

a. Receive from delivery post office unclaimed New PID cards;

b. Retain for window delivery unclaimed New PID cards for another sixty (60) days;

c. Effect window delivery to claimants or authorized representatives;

d. PID holders may request for redelivery of the returned/undelivered New PID cards already transmitted to the PPSD subject to the payment of another PID delivery fee;

e. A PHLPost OR amounting to PhP44.80 shall be issued for every unclaimed New PID cards for redelivery and a copy of which is to be sent to the Postal Payment Services Division for their information;

f. Acceptance Post Office shall forward the New PID card requested for redelivery to the concerned Delivery Post Office.

g. Encode delivery information of New PID card delivered if Domestic Mail Tracking System (DMTS) is installed;

h. Forward by mail to the Postmaster of Cluster Head post office (with DMTS) or Area Office (Manager, Support Services Division) the e-RRR of New PID cards delivered for encoding if no DMTS is installed;

i. Send by mail the unclaimed New PID cards to Postal Payment Services Division (PPS Division), Business Lines Department if unclaimed after 60 days; and, j. Maintain record of the unclaimed New PID cards window- delivered and sent to PPS Division.5.11.2Maintenance of Records for New PID Transactions:

a. A record book for Approved New PID Applications shall be maintained to contain the following: DATE OF NAME OF TYPE OF OR AMOUNT APPROVALAPPLICANTAPPLICATIONNUMBER PAID 1.

2.

3.

4.

5. A monthly recapitulation of the number of Approved New PID Applications and amount of collection shall be prepared and submitted to the Area Office on or before the 5th day of the following for consolidation. The Area Office shall submit the soft copy of the consolidated Record of Approved New PID Transactions every 10 th day of the following month to the e- mail address of the Postal Payment Services Division, Business Lines Department found in

part 7.5.2 of this Circular.

b. A record book for Disapproved New PID Applications shall be maintained to contain the following: DATE OF NAME OF TYPE OF REASON OF APPLICATIONAPPLICANTAPPLICATIONDISAPPROVAL 1.

2.

3.

4.

5. A monthly recapitulation of the number of Disapproved New PID Applications shall be prepared and submitted to the Area Office on or before the 5 th day of the following month for consolidation. The Area Office shall submit the soft copy of the consolidated Disapproved New PID Applications every 10 th day of the following month to the e-mail address of the Postal Payment Services Division, Business Lines Department found in part 7. 5.2 of this Circular 5.12Postal Payment Services Division, Business Lines Department: 5.12.1For returned New PID cards:

a. Receive from PID Acceptance post offices the returned New PID cards;

b. Retain for another ninety (90) days, for possible claim by the PID holders of the returned/undelivered New PID cards;

• The PID holders may request at the Postal Payment Services Division for redelivery of their returned/undelivered New PID cards subject to the payment of another PID delivery fee amounting to PhP44.80 (VAT inclusive) at the post office where they applied or any nearby post office.

c. Encode delivery information of claimed New PID cards such as Name, Address and Identification Card presented;d. Forward to the Letter Shopping Center for letter shopping and dispatch after receipt of Official Receipt from the post office where the redelivery fee was paid;

e. Forward to the Disposal Committee all unclaimed New PID cards after the ninety (90) days holding period for proper disposition; and, f. Maintain record of the New PID cards received and disposed. 5.12.2New PID transactions:

a. Receive periodic reports on the New PID transactions and/or statistics from Postal Areas; and, b. Consolidate and report to management the New PID transactions and/or statistics, copy furnished the Corporate Planning Department.

6. ACCOUNTING PROCEDURES 6.1 Acceptance Post Office 6.1.1The Postal Teller or Cashier shall:

a. Issue Official Receipt (in three copies) for the payment of Postal Identification Card. Particulars Amount PID Card Fee PhP330.00 PID Delivery Fee 40.00 (Registered with e- RRR) Total VATable Sales 370.00 + 12% VAT 44.40 Total Amount PhP414.40 Payable • Check Applicant’s TIN from the application form and indicate the same on the space provided for in the Official Receipt.

• In case no TIN was provided by the applicant, request applicant to provide TIN if available. If no TIN is available, proceed with the processing of the application.

b. Record the collections in the Postal Teller Daily Transaction Report (PTDTR).

c. Remit to the Cashier or to the Postmaster the collections at the last hour of the day. 6.1.2The Postmaster or Cashier shall:

a. Maintain a separate cashbook exclusively for the collections of the New PID. Upon collections, the cashbook entries shall be as follows: DATE PARTICULARS DEBIT CREDIT MM/DD/YYYY Beginning Px,xxx.xx balance PID Fees xx,xxx.xx Delivery Fees xx,xxx.xx 12% VAT x,xxx.xx Ending Balance x,xxx.xxTotal P P xx,xxx.xx xx,xxx.xx b. Record in the Postmaster’s Daily Transaction Record (PMDTR) the transactions contained in the submitted PTDTR.

c. Deposit the collections using a separate deposit slip and following the authorized frequency of deposit:

• PID Fee/PID Delivery Fee - Corporate Fund • 12%VAT withheld - Trust Fund Upon deposit on the following day/deposit schedule, the cash book entries shall be as follows: DATE PARTICULARS DEBIT CREDIT MM/DD/YYYY Beginning balance Px,xxx.xx Deposit of PID and Delivery Fees P to Corporate Fund xx,xxx.xx Deposit of 12% Trust Fund x,xxx.xx Ending Balance x,xxx.xx Total P P xx,xxx.xx xx,xxx.xx d. Include in the Daily Sales, Collections and Deposit Report the sales of Postal ID.

e. Prepare a Weekly PID Collections and Deposit Report following this format: Particulars No. of Approved Applications PID Fee Collected PID Delivery Fee Collected Total Collections Total 12% VAT Collection Total Collections plus 12% VAT Amount Deposited Date/s of Deposit Submit a soft copy of the said report to the Manager, Fiscal Management Department, every Monday of the following week through this e-mail address: [email protected] f. At the end of the month, submit to the Accounting Section, Area Office, the Postmaster’s Monthly Transaction Report (PMMTR) and Monthly Cash Accountability Report (MCAR).

g. To facilitate remittance of 12% VAT withheld from PID sales, at the end of the month prepare a Summary List of VATable Sales following attached format marked as PPC PO VAT Form No. 1.

h. Submit soft and hard copies of the Summary List of VATable Sales to the Chief, Accounting Section, Area Office on or before 5 th day of the followingmonth.

6.2 AREA OFFICE

6.2.1The Chief, Administration and Finance Division, Area Office a. Shall monitor compliance of Postmasters to paragraphs 6.1.2g and 6.1.2h of these guidelines. 6.2.2Accounting Section or Authorized Representative shall:

a. Include in the Statement of Income, New PID collections for submission to the concerned offices.

b. Verify the correctness of the figures stated in the PMMTR from the supporting schedules.

c. Monitor the deposits made by the PMs d. Record in the Books of Accounts the revenues, collections and deposits made by the Postmasters.

e. Maintain ledgers for each PMs and for cash, income, receivable and VAT collection. (A separate PHLPost Circular shall be prepared for the collection, recording and reporting of 12% VAT) 7. CUSTOMER SERVICE 7.1 Migration from Paper-Based PID to the New Postal ID 7.1.1Holders of valid paper-based Postal IDs shall be allowed to apply for the New Postal ID at the following discounted rates: DISCOUNT RATES Rate Discounted PID Fee Card Valid for the next 36 25% PhP247.50 months Card Valid for the next 24 20% PhP264.00 to 35 months Card Valid for the next 12 10% PhP297.00 to 23 months 7.2 Lost New PID cards 7.2.1PID holders shall report their lost New PID card to PPS Division, Business Lines Department within five (5) days by mail, email and/or telephone, providing the following information:

• Postal Reference Number (PRN) • Name and address • Validity date and issuing post office The PPS Division shall disseminate the list of lost New PID cards every Friday. 7.2.2Replacement of lost New PID cards:

b. The PID holder may request for replacement of the lost New PID cards after five (5) days to any post office.

c. Upon request for replacement, the PID holder shall:• Comply with the general requirements for the application of New PID; and, • Submit a notarized Affidavit of Loss d. If loss is due to PID holder negligence, the PID holder shall pay the PID fees e. If loss is due to PHLPost handling, the PID fees shall be waived.

• The PID fees shall be charged to erring PHLPost personnel based on ‘prima facie’ evidence.

f. The validity of the New PID card lost replacement shall be the same as that of the original. 7.3 New PID cards Defective Upon Receipt 7.3.1Upon receipt of the defective card, defective PID cards may be requested for replacement at any post office. 7.3.2Upon request for replacement, the PID holder shall surrender the defective New PID Card. 7.3.3If defect was due to PHLPost handling and/or production quality, the PID fees shall be waived.

a. For defect due to PHLPost handling, PID fees shall be charged to erring PHLPost personnel based on ‘prima facie’ evidence.

b. For defect due to production quality, PID fees shall be charged to Filmetrics 7.3.4The validity of the replaced defective New PID card shall be the same as that of the original. 7.4 Damaged New PID cards 7.4.1Upon receipt of the damaged card, the PID holder may request for replacement in any postal outlets. 7.4.2Upon request for replacement, the PID holder shall surrender the damaged New PID Card. 7.4.3If damage is due to PID holder, the PID holder shall pay the PID fees. 7.4.4If damage is due to PHLPost handling and/or production quality, the PID fees shall be waived.

a. For damage due to PHLPost handling, PID fees shall be charged to erring PHLPost personnel based on ‘prima facie’ evidence.

b. For damage due to production quality, PID fees shall be charged to Filmetrics. 7.4.5The validity of the New PID card damaged replacement shall be the same as that of the original. 7.5 Contact Person/Details For inquiries, complaints, questions and other concerns regarding the New Postal ID, listed below are the following contact persons/details from the Postal Payment Services Division of the Business Lines Department 7.5.1Contact Persons:

a. Ms. Jeanette Agamata - focal person b. Ms. Carla Lacson - alternate 7.5.2E-mail Addresses:

a. [email protected] b. [email protected] c. [email protected] d. [email protected] Nos.:

a. Smart - 09985300520 b. Globe - 09173110923 c. Sun - 09228327706 7.5.4Telephone Nos.:

a. (02) 527-5872 b. (02) 527-0151 c. (02) 527-0107 To facilitate immediate reply and action, please ensure that the following information is provided:

• Name of Applicant • Capturing Post Office • Date of Capture • Official Receipt Number 8. TRANSITORY PROVISIONS 8.1 The issuance of Paper Postal Identification card (Paper PID) shall cease upon deployment and live operation of the following: 8.1.1Data Capture station in a Post Office 8.1.2All Data Capture stations in a cluster or area 8.2 The paper Postal Identification card inventory shall be returned to the Area General Services Section, Administration and Finance Division within five (5) working days upon full deployment and live operations of all Data Capture Stations. 8.2.1The Area General Services Section, Administration and Finance Division shall return to the Logistics and Property Management Department (LPMD) within ten (10) working days. 8.2.2The inventory turnover shall be covered by a Report of Paper ID Inventory. 8.2.3The LPMD shall acknowledge receipt of the inventory turnover by Area General Services Section. 8.2.4The Internal Audit Department shall conduct table and field audit, if applicable, of returned Paper PID cards inventory. 8.3 The paper PID cards issued shall continue to be valid until its validity date 9. SANCTIONS PHLPost reserves the right to impose administrative, civil and/or criminal charges to erring postal personnel and/or PID holders for violations of this issuance as well as to the terms and conditions of the PID card. This supersedes PHLPost Circular No. 14-85 dated November 5, 2014 and PHLPost Circular No. 14-85A dated November 26, 2014. Any other issuances in conflict herewith are deemed superseded and/or revoked accordingly. For the information, guidance and compliance of all concerned.(SGD) MA. JOSEFINA M. DELA CRUZ Postmaster General and CEO