Date September 21, 2026 Control No. 2026...

Audio by PayperTooAudio

Date September 21, 2026 Control No. 2026 to 280

To all Employees

From H.R Department

Subject Updated Policy and Standard Guidelines on Leave Filing

1. O bjective & Scope

This memorandum is issued to enforce the updated guidelines and standard procedures for requesting planned

leaves, reporting unexpected absences, obtaining return-to-work clearance, and timely submitting documents to

h-rad. Strict compliance is required from all personnel to maintain efficient department operations and ensure

accurate, on-time payroll processing.

2. Standard Leave Filing Procedures

All employees requesting leave must complete the Leave Form (F-H.R01.18 Rv.03) and submit it directly to their

respective Department Head for approval prior to or upon return from Sick leave, in accordance with the timelines

below:

 Vacation Leave (V.L):

(1 to 2 Days) Must be filed at least three (3) days prior to the intended date of leave.

(3 Days) Must be filed at least 1 week prior to the intended date of leave.

(4 Days above) Must be filed at least 1 month prior to the intended date of leave

- Job handover notes and Department Head endorsement must be submitted at least 1 month prior

for the President's final approval.

 Sick Leave (S.L): Must be filed immediately on the day of reporting back to work.

o Medical Certificate Requirement: If the illness or absence exceeds one (1) day, a valid Medical

Certificate must be attached to the Leave Form upon submission. Department Head must report

the absence to h-rad on the day of the absence before 8:15 A.M, while the formal written Leave

Form with Medical Certificate must be submitted by the employee immediately upon return.

 Emergency Leave (E.L):

Absence from work because of emergency may be excused in the following cases

 Medical Emergencies: Sudden illness, acute injury, or unexpected hospitalization of the employee or

their immediate family members

 Bereavement & Loss: Death of an immediate family member requiring urgent time off to manage

arrangements and attend services.

 Property Damage or Severe Accidents: Major home emergencies (like fires or severe leaks) or motor

vehicle accidents.

 Natural Disasters & Calamities: Severe weather, floods, earthquakes, or localized disasters affecting

safety or commuting capabilities.

3. Unplanned Absence Reporting & Department Head Escalation

To ensure adequate operational coverage, employees experiencing unexpected absences must follow the

notification protocols established below:

 Employee Notification Protocol: Employees who are unable to report for work must notify their immediate

Supervisor/Department Head at least two (2) hours before their scheduled shift.

 Department Head h-rad Escalation: Employees must state the specific reason for their absence to their

Head/Superior. The Superior is responsible for reporting the absence and the corresponding reason to h-rad

no later than 8:15 A.M on the day of absence.

 Late Notification & AWOL Tagging: Failure to inform the Supervisor/Department Head at least 2 hours prior

to the shift start will result in the employee being tagged as Absent Without Official Leave (AWOL).

 Same-Day Leave Pay Restriction: Regular employees with available leave credits cannot file for (V.L) Leave

with pay on the same day of an unplanned absence.

4. Return to Work Permit (F-H.R01.33) Requirement

Strict clearance procedures apply to all employees returning from any absence:

 Mandatory Compliance: all absent employees must accomplish and validate a Return-to-Work Permit

(F-H.R01.33) with h-rad prior to resuming work duties on the day of return.

5. Submission Guidelines to h-rad & Payroll Compliance

To avoid payroll processing complications and delayed benefit payments, Department Heads and Supervisors must

adhere to strict submission schedules:

 Submission Deadline: Once approved by the Department Head, all leave forms must be submitted to h-rad

on the same day the employee files the leave or on the day of the employee's absence.

 Payroll Impact: Late submission of leave forms directly impacts payroll processing and may cause delayed

payment for leaves with pay during the payroll cutoff. Delayed forms will not be retroactively processed for

the current payroll cycle.