REVENUE MEMORANDUM ORDER NO. 34-2024 issued on August 30, 2024 prescribes the policies and guidelines in the manual and electronic request for Service Record (SR), Certificate of Employment (COE), Certificate of Actual Services Rendered (CASR), Assignment Record (AR) and Other Employee Documents (OED) under the Custody of the Information Records Section (IRS) of the Personnel Division (PD).
A. For Manual Request
a. Request for COE, CASR and SR with complete attachments through manual or online application will be processed by the Information and Records Section Personnel Division (IRS-PD) for National Office employees and Human Resource Management Section Administrative Human Resource Management Division (HRMS-AHRMD) for Regional Office employees using the appropriate ANNEX A to C.
Attachments: i) photocopy of latest payslip
ii) photocopy of BIR ARTA ID of requesting employee
iii) photocopy of BIR ARTA ID of representative/
authorized to pick-up document
iv) authorization letter
b. Request for OED and AR shall be done through accomplishing ANNEX D or E of the concerned employee citing the justifiable reasons/purpose with complete attachments as mentioned above.
B. For Electronic Request
a. For online application, the appropriate request form and the abovementioned attachments shall be scanned and emailed at personnel@bir.gov.ph or they may use the QR Code as provided in RMC No. 90-2024 dated July 30, 2024 (ANNEX F). For Regional Offices employees, they may coordinate with HRMS-AHRMD.
b. Signed SR, COE, CASR and AR shall be sent electronically to the email provided by the requesting employee.
The requested COE, SR, CASR, OED and AR shall be issued by PD for National Office employees and AHRMD for Regional Office Employees within three (3) working days from the date of receipt subject for verification.
The following mandatory SR shall be released only to the concerned Section of the Personnel Division:
| For separated employees- National & Regional employees | Compensation and Benefits Section |
|---|---|
| For Loyalty Cash Award/Step Increment Due to Length of Service-National Office employees | Performance Evaluation and Management Section |
PD and AHRMD shall not be allowed to disseminate/distribute copies of COE, SR, CASR, OED and AR to a representative without proper request, authorization and required attachments.
The Data Privacy Act of 2012 (RA 10173) and Section 270 of the National Internal Revenue Code (NIRC) will be strictly followed in handling/processing of the submitted BIR data and information. No information/data/document will be released without the proper requests, required attachments and authorization from the employee concerned. All processed and signed COE, SR, CASR and AR shall be retained in the
Personnel Division for the National Office and AHRMD for the Regional Offices within two (2) months from the date of request, after which it shall be disposed of.