OTS Citizens Charter

Office Address

OTS Citizen’s Charter

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MESSAGE OF THE ADMINISTRATOR

Since its creation on January 30, 2004, in response to the international mandate calling for

a single authority responsible for the security of all modes of transportation in the Philippines, the

Office for Transportation Security (OTS) has consistently endeavored to effectively carry out its

mandate to secure the transportation systems against all acts of terrorism.

OTS Citizen’s Charter will not only enlighten the public of the OTS role in the security of our

country against terrorism but will also provide guidelines on how to fully avail of its services in all

modes of transportation security and on employee administration, among others. Hopefully, we

will be able to continuously deliver quality service to our clients and stakeholders as the Office

consists of frontline services of operating bureaus namely: Civil Aviation Security Bureau, Maritime

Transportation Security Bureau, Land Transportation Security Bureau and Intelligence and

Operations Bureau task to secure the transportation system as well as support bureaus namely:

Legal and Planning Bureau and Administrative and Finance Bureau.

This Citizen’s Charter will be made available and accessible to the general public and can be

downloaded from OTS website.

This Charter shall guide us in nurturing the traditional values of a good public servant,

namely: professionalism, courtesy, efficiency and integrity, and enhance transparency and

accountability in government service.

i


SERVICE PLEDGE

We, the officials and employees of Office for Transportation Security, do solemnly pledge

and commit to deliver excellent security services in all modes of transportation on air, water and

land against acts of unlawful interference necessary for the free movement of people and

commerce towards economic development with outmost professionalism, courtesy, efficiency and

integrity.

ii


TABLE OF CONTENTS

Message from the Administrator i

Service Pledge ii

1. Introduction 1

2. About the Office for Transportation Security 12.1. Brief Description of the OTS 12.2. Vision 12.3. Mission 12.4. Mandates 22.5. Power & Functions 22.6. Primary Functions of Bureaus 32.6. OTS Organizational Structure 42.7. Clients and Stakeholders 4

3. List of Frontline Services 5

4. Step-by-Step Procedures in Obtaining a Particular Service 74.1. Airport Passenger and Baggage Screening at Airport Station 74.2. Evaluation and Approval of Ship Security Assessment 84.3. Evaluation and Approval of Port Facility Security Assessment 94.4. Issuance of International Ship Security Certificate / 10

National Ship Security Certificate4.5. Issuance of Statement of Compliance of Port Facility 114.6. Issuance of Certificate of Security Compliance (LTSB) 124.7. Security Survey/Information 134.8. Application for Employment 144.9. Approval of Application for Monetization/Commutation 15

of Leave4.10. Pag-ibig/GSIS Loan Application 164.11. Application for Travel Authority 174.12. Issuance of Certification of Employment and Service Record 184.13. Processing and Approval of Application for Leave 194.14. Payment of Claims 20

5. Feedback Mechanism 225.1. Feedback and Complaint Form 22

5.1.1 Example of Forms 225.2. OTS Website 235.3. OTS Directory 24

5.3.1. Directory of Officials 245.3.2. Office Location Map 24

10/23/2009OTS Citizen’s Charter

INTRODUCTION

The Office for Transportation Security or OTS is an agency attached to the Department of Transportation and Communications was created in 2004 by virtue of Executive Order 277 and further strengthened by Executive Order 311. The OTS oversees and coordinates all security measures being implemented in all modes of transportation.

OTS is a direct response of the Philippines to the world call on the fight against terrorism. It coordinates with other international agencies to ensure that the Philippines remains at the forefront of implementing world-class security and safety procedures and measures. It likewise conducts skills training and knowledge transfer seminars to private sector partners involved in securing our transport facilities.

Manned by nearly one thousand skilled professionals in six (6) Bureaus, the OTS is present in all the major transport hubs of the Philippines, vigilantly securing our national interest.

About The Office for Transportation Security

Brief Description of the OTS

To effectively carry out its mandate of securing the transportation systems against terrorism, OTS was organized into six (6) Bureaus; Civil Aviation Security Bureau (CASB) , Maritime Transportation Security Bureau (MTSB), Land Transportation Security Bureau (LTSB), and Intelligence and Operations Bureau (IOB), Legal & Planning Bureau (LPB), Administrative and Finance Bureau (AFB).

Vision

The Office for Transportation Security (OTS) is committed to the maintenance of secured and dependable transportation systems as effective instruments for national recovery and economic progress.

Mission

To formulate, develop, implement and coordinate transportation security measures, programs, plans and activities which will enhance the security of the transportation systems of the country.

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http://www.ots.gov.ph/content/view/80/112




Mandates

Office for Transportation Security (OTS) is the designated single authority responsible for the security of the transportation systems of the country, including but not limited to: Civil Aviation, Sea Transport and Maritime Infrastructure, Land Transportation, Rail System and Infrastructure.

Power and Functions

A. Assume the functions of the National Civil Aviation Security Committee (NCASC).

B. Exercise operational control and supervision over all units of law enforcement agencies and agency personnel providing security services in the transportation systems.

C. Exercise responsibility for transportation security operations.

D. Formulate, develop, promulgate and implement and upgrade comprehensive security plans, policies, measures, strategies and programs.

E. Examine and audit the performance of transportation security personnel, equipment and facilities.

F. Prepare a security manual/master plan or programme which shall prescribe the rules and regulations for the efficient and safe operation of all transportation systems, including standards for security screening procedures.

G. Prescribe security and safety standards for all transportation systems in accordance with existing laws, rules, regulations and international conventions;

H. Subject to the approval of the Secretary of the DOTC, issue transportation security regulations/ rules.

I. Enlist the assistance of any department, bureau, office, instrumentality, or government-owned or controlled corporation, to carry out its functions and mandate including, but not limited to, the use of their respective personnel, facilities and resources.

J. Actively coordinate with law enforcement agencies in the investigation and prosecution of any illegal act or unlawful interference.

K. Perform such other functions necessary or as may be directed by the secretary of the DOTC.

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Primary Functions of the Bureaus

CASB Civil Aviation Security Bureau - ensures that Annex 17 to the Convention on International

Civil Aviation, as amended, commonly referred to as the Standards and Recommended Practices on Security and as enumerated in the Security Manual for Safeguarding International Civil Aviation Against Acts of Unlawful Interference, as well as the National Civil Aviation Security Programme (NCASP) are implemented.

MTSBMaritime Transportation Security Bureau - ensures that the International Maritime

Organization International Ship and Port Facility Security Code (ISPS) is implemented, and that a National Security Programme for Sea Transport and Maritime Infrastructure is formulated, developed and implemented.

LTSBLand Transportation Security Bureau - ensures that a National Security Programme for Land

Transportation, Rail System and Infrastructure is formulated, developed and implemented.

IOBIntelligence and Operations Bureau - serves as the Intelligence Fusion Center for the OTS

as the central facility for the production of information of intelligence and operational value to the transportation sector. IOB likewise serves as a decision support mechanism for the formulation of policy and strategy for transportation security concerns, as well as a focal point of contact and coordination for intelligence matters both with local intelligence entities and foreign counterparts.

LPBLegal and Planning Bureau - provides legal assistance and counseling in the proper

enforcement and implementation of Transportation Security Regulations. LPB likewise acts as the regular secretariat of the constituted Transportation Security Committees, which pave the way for the drafting and approval of National Transportation Security Programmes now being implemented for civil aviation; sea transport and maritime infrastructure; and road and rail.

AFBAdministrative and Finance Bureau - is in charge of allocating the budget of the whole office

by providing the Agency with economical, efficient and effective services relating to operational budget planning and programming, development of management and internal control systems and procedures, as well as the conduct of management, and formulation of financial and operations audit programs. AFB likewise, ensures the compliance of OTS to the laws of the Civil Service Commission (CSC) making OTS one of the most professional agencies in the government. It also provides the Agency’s efficient and effective services relative to personnel, procurement, property and disposal, information, records, motor transport and mobility, security, janitorial & other support services.

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OTS Organizational Structure

* Bureau Level organizational structure only. Each Bureau has several operational units not defined in this chart.

Clients and Stakeholders

International Civil Aviation Organization (ICAO)

International Civil Aviation Organization - Cooperative Aviation Security Program - Asia/Pacific (ICAO-CASP)International Maritime Organization (IMO)Department of Infrastructure, Transport, Regional Development and Local Government (DITRDLG)Office of Transport Security, Australian Government (OTS-Au. Govt.)Transportation Security Administration (TSA)Japan International Cooperation Agency (JICA)Asia Pacific Economic Cooperation (APEC)Ministry of Land, Infrastructure, Transport and Tourism (MLIT) Ministry of Land, Infrastructure, Transport and Tourism – Japan (MLITT)Department of Transportation and Communications (DOTC)Civil Aviation Authority of the Philippines (CIAA)Civil Aeronautics Board (CAB)Manila International Airport Authority (MIAA)

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ADMINISTRATORADMINISTRATOR

MTSBMTSBMaritimeMaritime

CASBCASBAviationAviation

LTSBLTSBLand & RailLand & Rail

IOBIOBIntelligenceIntelligence

AFBAFBAdmin & FinanceAdmin & Finance

LPBLPBLegal & PlanningLegal & Planning

DEPUTY DEPUTY ADMINISTRATORADMINISTRATOR

ITSTSITSTSInstitute for Transportation Institute for Transportation Security, Training & StudiesSecurity, Training & Studies


Mactan Cebu International Airport Authority (MCIAA)Philippine Aerospace Development Corporation (PADC)Philippine Ports Authority (PPA)Maritime Industry Authority (MARINA)Philippine Coast Guard (PCG)Cebu Port Authority (CPA)Philippine Merchant Marine Academy (PMMA)Land Transportation Office (LTO)Land Transportation Franchising Regulatory Board (LTFRB)Toll Regulatory Board (TRB)Office for Transport Cooperative (OTC)Philippine National Railways (PNR)Light Rail Transit Authority (LRTA)Metro Rail Transit (MRT)National Intelligence Coordinating Agency (NICA)Aviation Security Group – Philippine National Police (ASG-PNP)Civil Service Commissions (CSC)Ombudsman (OMB)All AirportsAirport UsersPort OwnersShipping Companies Transport Passengers

LIST OF FRONTLINE SERVICES

Type of Services FEES FORMS

PROCESSING TIME

(Under normal circumstances

per transaction)

Person Responsible/

Location

Airport Passenger and Baggage Screening at Airport Station

None Travel documents (for profiling)

4.3 minutes CASB/SSOs

Evaluation and Approval of Ship Security Assessment

None Ship Security Assessment Report with following: Info Sheet, Cert of Ownership, Cert of Vessel Registry, Marina Accreditation of Shipping Company, General Arrangement PlanAnd On-scene Security Survey Check-off list

6 days MTSB/Clerk/Div. Chief/AA,MTSB

Evaluation and Approval of Port Facility Security Assessment

None Permit to Operate, Info Sheet, Port Facility Security Assessment Report

6 days MTSB/Clerk/Div. Chief/AA,MTSB

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Issuance of International Ship Security Certificate / National Ship Security Certificate

None Letter request, Approved SSA 10 days MTSB/Clerk/Div. Chief/AA,MTSB

Issuance of Statement of Compliance of Port Facility

None Letter request, Approved PFSA 10 days MTSB/Clerk/Div. Chief/AA,MTSB

Issuance of Certificate of Security Compliance

None Security Assessment, Security Plan

8 days and 20 mins

LTSB

Security Survey/Inspection with Threat and Risk Assessment

None Letter Request 3 days IOB

Application for Employment None PDS, 1 pc. Passport Size picture, Diploma/TOR, Local Clearances (NBI, Police, Brgy. & Regional Trial Court), CTC, Certificate of seminars & trainings

30 mins AFB

Approval of Application for Monetization/Commutation of Leave

None Letter Request 2 days, 1 hour and 40 mins

AFB

Pag-ibig/GSIS Loan Application

None Service Record, Cert of non-pending case, Cert that employee is not on-leave w/o pay

2 days AFB

Application for Travel Authority

None Cert of non-pending case, cert of non-pending task, service record

1 day AFB

Issuance of Certification of Employment and Service Record

None None 1 hour and 40 mins

AFB

Processing and Approval of Application for Leave

None Letter Request, Duly accomplished leave form

2 hours and 30 mins

AFB

Payment of Claims None Billing Statement & Support Documents

5 hours AFB

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STEP-BY-STEP PROCEDURES IN OBTAINING A PARTICULAR SERVICE

Office: Civil Aviation Security BureauFrontline Service: Airport Passenger and Baggage Screening at Airport StationClients: Airport UsersRequirements: Travel Documents if needs arisesSchedule of Availability of Service: 24/7 operationFees: NoneTotal Processing Time: 4.3 minutes

No. Client Step Agency Action Office/ Person Responsible

Location of Office Duration

1 Passenger enters the passenger area

Regulate and control the orderly screening of airport users one at a time prior to baggage screening

CASB/ Passenger Controller

Security Screening Checkpoint (Airport)

15 seconds

2 Monitor passenger for any prohibited items while passing thru the WTMD. If WTMD sounds off, advise passenger for body frisking else proceed to check-in counter

CASB/SSO Frisker ---do--- 15 seconds

3 Frisk Passenger. Check for the cause of sounds detected in WTMD. If prohibited items found, refer to Armed Supervisor else proceed to check-in counter

CASB/ SSO Frisker ---do--- 75 seconds

4 Inspect baggage using x-ray machine for any prohibited items. If baggage contains any suspicious prohibited items, advise the passenger to open his baggage for manual inspection else advise passenger to proceed to check-in counter

CASB/ SSO X-ray Operator

---do--- 75 seconds

5 Manual inspection of baggage CASB/SSO Baggage Inspector

---do--- 90 seconds

6 Proceed to check-in Counter

If passenger and baggage cleared of any prohibited items proceed to check-in counter else refer to Armed Supervisor

CASB/SSO ---do---

Note:Security cannot be compromised; hence, passengers are advised to follow strictly the rules and procedures for screening.

Legend:CASB - Civil Aviation Security BureauSSO - Security Screening OfficerWTMD - Walk-Thru Metal Detector

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Office: Maritime Transportation Security BureauServices: Evaluation and Approval of Ship Security AssessmentClients: Shipping Company Requirements:

Letter of Application for Approval of SSAShip Security AssessmentCertificate of Vessel Registry Marina Accreditation of Shipping Company Accomplished On-scene Security Survey Check-off List

Schedule of Availability of Service: Monday - Friday (8:00AM-5:00PM)Fees: NoneTotal Processing Time: 6 days

No. Client Step Agency Action Office Person Responsible


1 Submit letter request together with Ship Security Assessment and documentary requirements

Receive/Record & Endorse Ship Security Assessment to AA, MTSB/Endorse SSA to CSSS

MTSB/ Ms. Marietta Clarito/AA, MTSB

MTSB Office

1 day

2 (Wait for notice) Conduct Tabletop Evaluation SSS/Mr. Germiniano Betero

---do--- 4 days

3 Receive notice of approval and the advice for preparation and submission of corresponding Ship Security Plan or the notice of deficiencies for rectification

If approved, notify clients of the approval and advice to prepare and submit corresponding Ship Security Plan. If not, notify clients of the major deficiencies of the SSA for rectification

SSS/Mr. Germiniano Betero

---do--- 1 day

Prohibitions:The time/duration for every transaction specified above shall be extended in case of natural calamities, non-availability of funds and trained personnel such as inspectors/auditors.

Legend:AA, MTSB – Assistant Administrator, Maritime Transportation Security BureauCSSS – Chief, Ship Security ServiceSSS – Ship Security ServiceSSA – Ship Security AssessmentMTSB – Maritime Transportation Security Bureau

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Office: Maritime Transportation Security BureauServices: Evaluation and Approval of Port Facility Security AssessmentClients: Port Operators Requirements:

Permit to Operate Information Sheet Port Facility Security Assessment Report




1 Submit letter request together with Port Facility Security Assessment and documentary requirements

Receive/Record & Endorse Port Facility Security Assessment to AA, MTSB/Endorse PFSA to CPFSS

MTSB/Ms. Marietta Clarito/AA, MTSB

MTSB Office

1 day

2 (Wait for notice) Conduct Tabletop Evaluation PFSS/Mr. Perfecto Corpuz

---do--- 4 days

3 Receive notice for preparation and submission of Ship Security Plan or receive notice of deficiencies for rectification

If PFSA is approved, notify clients of the approval and advice to prepare and submit Port Facility Security Plan. If not, notify clients of the major deficiencies of PFSA for rectification

PFSS/Mr. Perfecto Corpuz

---do--- 1 day


Legend:AA, MTSB – Assistant Administrator, Maritime Transportation Security BureauCPFSS – Chief, Port Facility Security ServicePFSS – Port Facility Security ServicePFSA – Port Facility Security AssessmentMTSB – Maritime Transportation Security Bureau

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Office: Maritime Transportation Security BureauServices: Issuance of National Ship Security Certificate (NSSC)Clients: Shipping CompanyRequirements:

Letter Request of Application for Issuance of NSSCShip Security PlanAccomplished Check-off List of SSPApproved Ship Security Assessment




1 Submit letter request together with Ship Security Plan and documentary requirements

Receive/Record & Endorse Ship Security Plan to AA, MTSB/Endorse SSP to CSSS

MTSB/Ms. Marietta Clarito/AA,MTSB

MTSB Office

1 day

2 (Wait for notice) Conduct Tabletop Evaluation SSS/Capt. Pedro Lopez

---do--- 2 days

3 Receive notice of the their deficiencies for rectification

If passed Tabletop Evaluation, endorse to AA, MTSB for approval. If not, notify clients their major deficiencies for rectification

MTSB/AA,MTSB ---do--- 1 day

4 Receive notice of scheduled inspection

Notify clients the schedule of verification/prepare travel documents

MTSB/Mr. Germiniano Betero

---do--- 1 day

5 Prepare briefing material

Conduct verification/survey of ship and preparation of after verification/audit report

MTSB/Auditors ---do--- 3 days

6 Receive notice of their deficiencies for rectification

If passed verification, recommend approval of NSSC to the administrator. If not, notify clients of the deficiencies for rectification

MTSB/Mr. Germiniano Betero/ AA,MTSB/ Administrator

---do--- 1 ½ day

7 Receive National Ship Security Certificate

Issuance of National Ship Security Certificate

MTSB/ Ms. Marietta Clarito

½ day


Legend: AA, MTSB – Assistant Administrator, Maritime Transportation Security Bureau SSP – Ship Security PlanCSSS – Chief, Ship Security ServiceNSSC – National Ship Security Certificate MTSB – Maritime Transportation Security Bureau

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Office: Maritime Transportation Security BureauServices: Issuance of Statement of Compliance of a Port Facility (SCPF)Clients: Port OperatorsRequirements:

Letter requestApproved Port Facility Security Assessment

Schedule of Availability of Service: Monday - Friday (8:00-5:00)Fees: NoneTotal Processing Time: 10 days



1 Submit letter request together with Port Facility Security Plan and documentary requirements

Receive/Record & Endorse Port Facility Security Plan Application to AA, MTSB/Endorse PFSA to CPFSS

MTSB/ Ms. Marietta Clarito /AA, MTSB

MTSB Office

1 day

2 (Wait for notice) Conduct Tabletop Evaluation CPFSS/Mr. Perfecto Corpuz

---do--- 2 days


If passed Tabletop Evaluation, endorse to AA, MTSB for approval. If not, prepare notice for clients of the major deficiencies for rectification

MTSB/AA,MTSB ---do--- 1 day

4 Receive notice of schedule of inspection

Notify clients the schedule of inspection/prepare travel documents

MTSB/Mr. Perfecto Corpuz

---do--- 1 days

5 Prepare power point presentation

Conduct verification/survey of port facilities and preparation of after verification/audit report

MTSB/Auditors ---do--- 3 days


If passed verification, recommend approval of SCPF to the administrator. If not, notify clients of the deficiencies for rectification

MTSB/Mr. Perfecto Corpuz/AA, MTSB/ Administrator

---do--- 1 ½ day

7 Receive Statement of Compliance of Port Facility

Issuance of Statement of Compliance of Port Facility

MTSB/ Ms. Marietta Clarito

½ day


Legend:AA, MTSB – Assistant Administrator, Maritime Transportation Security BureauCPFSS – Chief, Port Facility Security ServicePFSS – Port Facility Security ServicePFSA – Port Facility Security AssessmentSCPF – Statement of Compliance of Port FacilityMTSB – Maritime Transportation Security Bureau

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Office: Land Transportation Security BureauServices: Issuance of Certificate of Security ComplianceClients: MRT/LRT/PNR/Bus OperatorsRequirements: Security Assessment PlanSchedule of Availability of Service: Monday-Friday (8:00-5:00)Fees: NoneTotal Processing Time: 8 days & 20 mins



1 Submit Security Assessment/ Security Plan and other allied documents

Receive/Record & endorse same to concerned Division

LTSB/Ms. Lea Dela Cruz

LTSB 20 mins

2 Wait for notice Concerned Division shall review, evaluate & check for completeness of submittal

LTSB/Div. Chief ---do--- 2 days

3 Receive reply on notice of inspection/and or received compliance to deficiencies

Actual physical inspection & report preparation/completion

LTSB/Auditors ---do--- 5 days

4 Receive copy of certificate of compliance/notice of deficiencies

Issuance of Certificate of Security Compliance or send notice of result of inspection for rectification

LTSB/Div. Chief/ AA,LTSB

---do--- 1 day


Legend:LTSB – Land Transportation Security Bureau

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Office: Intelligence and Operations BureauServices: Security Survey/InformationClients: Three Modes of TransportationRequirements:

Letter RequestSecurity Assessment/Security Plan

Schedule of Availability of Service: Monday-Friday (8:00-5:00)Fees: NoneTotal Processing Time: 8 days



1 Submit letter request and other allied documents

Receive/Record & endorse to concerned division

IOB/Ms, Mary Lie Dioso

IOB Office 15 mins

2 Receive reply on notice of survey/inspection

Concerned Division will review, evaluate & check completeness of submittal

IOB/CISD/Div. Chief

---do--- 15 mins

3 Prepare briefing materials

Actual physical inspection & report preparation/completion

IOB/CISD/Auditors ---do--- 2 days 6 hours

4 Receive copy/notice of deficiencies

Initial issuance of Notice on Results of Inspection for rectification during exit briefing

IOB/CISD/Div. Chief/ AA,IOB

---do--- 1 hour 30 mins

Completion of Written Report

Issuance of Notice on Results of Inspection

IOB/CISD/Div. Chief/ AA,IOB

---do--- 5 days


Legend:IOB – Intelligence and Operations BureauAPMS – Admin and Personnel Management Section

CISD – Counter Intelligence Security Division

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Office: Administrative & Finance BureauServices: Application for EmploymentClients: ApplicantsRequirements:

Personal Data Sheet Police ClearancePassport Size picture taken w/in the last 6 mos Barangay ClearanceDiploma/Transcript of Records Barangay ClearanceBirth Certificate (NSO) Res. CertificateNBI Clearance Certificate of Trainings/Seminars AttendedRegional Trial Court Clearance

Schedule of Availability of Service: Monday-Friday (8:00-5:00)Fees: NoneTotal Processing Time: 30 minutes



1 Submits application with complete attachments.

Receive application with complete attachments.

Message Center – Ms. Jeanifer Brenas

AFB Office 5 mins

2 Forward Application for employment to Personnel Section for initial evaluation.

Personnel Section - Mr. Oliver Lisondra

---do--- 5 mins

3 Check/review applicants qualification if eligible & qualified endorse to OTS PSB Secretariat for matrix

C, Pers/HRD Div./ Head Secretariat – Mr. Eric Lopez, Personnel Section - Mr. Oliver Lisondra

---do--- 10 mins

If not qualified & not eligible. (Advise applicant)

Personnel Section - Ms. Jocelyn Mirabueno

---do--- 5 mins

5 Advise Applicants/Clients on the status of application.

Receive, action of PSB after deliberation

PSB Head Secretariat – Mr. Eric Lopez

---do--- 5 mins

Legend:AFB – Administrative & Finance BureauPSB – Personnel Selection Board

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Office: Administrative & Finance Bureau Services: Approval of Application and Payment of Monetization/Commutation of LeaveClients: OTS PersonnelRequirements:

Basic Letter Request (Address to the Administrator, OTS Thru: Chief, PCAS) Duly Accomplished Leave FormCertificate of Available Leave Credits Certified True Copy of OTS ClearanceCertified True Copy of OTS Office Order of Resignation Letter Endorsement from Chief, PCAS Letter Endorsement from Director, PNP-AVSEGROUP Photocopy of KSS FromStatement of Assets and Liabilities (3 Original Copies) OTS Agency Clearance

Schedule of Availability of Service: Monday-Friday (8:00AM-5:00PM)Fees: NoneTotal Processing Time: 2 days, 1 hour and 40 mins



1 Submit application Receive, review, and verify application endorsed from bureau/office based on the requirements (see attached list) and forward application endorsement to Pers/HRD Div.

Message Center-Ms. Jeanifer Bernas

AFB Office 10 mins

3 Receive, review application, prepare and sign the corresponding CLC

C, Pers/HRD Div.-Mr. Eric Lopez, Personnel Section-Ms. Jocelyn Mirabueno

---do--- 30 mins

4 Forward application/request with the CLC to AA, AFB for notation and for funding with the Budget Div.

Budget-Ms. Lourdes Sales Budget-Mr. Jeffrey Pinuela AA, A&FB-MS. Remedios Evangelista

---do--- 1 day

5 Forward the noted application from C, Budget Div. to the Administrator, through the Deputy Administrator, for signature and approval.

Budget- Mr. Jeffrey Pinuela ODA-Ms. Victoria Chavez OUSEC-Ms. Milagros Dinglasa

---do--- 1 day

6 Receive the approved application

Received and forward the approved application to the requesting bureau/office.

OUSEC-Ms. Milagros Dinglasa Message Center-Ms. Jeanifer Bernas

---do--- 1 hour after approval of

USEC

Legend:AFB – Administrative & Finance BureauCLC – Certification of Leave CreditsODA – Office of Deputy AdministratorOUSEC – Office of UndersecretaryKSS – Komisyon ng Serbisyo Sibil

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Office: Administrative & Finance Bureau Services: Pag-ibig/ GSIS Loan ApplicationClients: OTS PersonnelRequirements:

Service Record Certificate of No Money/Property AccountabilityCertificate of Non-Pending CaseLetter Endorsement from Chief, PCAS Concerned

Schedule of Availability of Service: Monday-Friday (8:00AM-5:00PM)Fees: NoneTotal Processing Time: 2 days



1 Submit PAG-IBIG/GSIS requirements to HRD (Secure application forms for Pag-Ibig Loans applicant at Finance Div.)

Review the requirements and submit the same to Finance Div. for salary breakdown and pre-assessment.

HRD Section-Ms. Edna Makalintal, Finance Div.- Ms. Vilma Fojas

AFB Office 30 mins

Accept and prepare service record to support application for Pag-ibig loan prior to signature of pers officer.

Personnel Section-Ms. Ofelia Bonilla

---do--- 30 mins

2 Submit the complete application for GSIS loan together with the salary breakdown to C, Pers/HRD Div. for approval.

C, Pers/HRD Div-Ms. Ellen Marcilla, Finance Div-Ms. Vilma Fojas

---do--- 2 hrs

After approval, Advice GSIS loan applicant to apply at any GSIS kiosk.

---do---

Submit the complete requirements together with the accomplished pag-ibig form to finance for approval

Pers/HRD Div-Ms. Ellen Marcilla, Personnel Section –Ms. Ofelia Bonilla

---do--- 1 hr

3

AAO acts on GSIS loan application and Pag-ibig loan application.

C, Pers&HRD Div. Mr. Eric Lopez OC, Pers/HRD Div.-Ms. Ellen Marcilla

---do--- 4 hrs

4

Forward the approved Pag-ibig loan to liaison for filing at pag-ibig Cubao branch and forward the disapproved application to message center for appropriate action

C, Pers&HRD Div. Ms. Eric Lopez OC, Pers/HRD Div.- Ms. Ellen Marcilla

---do--- 1 day

5 For GSIS – verify from bank the approved loan

Inform the applicants for the approved/disapproved loan application

OC, Pers/HRD Div.- Ms. Ellen Marcilla for GSIS

---do--- GSIS-2 hrs after approval, Pag-ibig w/in 1 day thru liaison officers in outlying station/PCAS

6 For approved Pag-ibig loans at Pag-ibig Cubao Office/ATM

Message Center-Ms. Jeanifer Bernas for Pag-ibig

---do---

Legend:AFB – Administrative & Finance BureauAAO – Authorized Administrative OfficerPCAS – Police Civil Aviation StationATM – Automated Teller Machine

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Office: Administrative & Finance Bureau Services: Application for Travel AuthorityClients: OTS PersonnelRequirements:

Certificate of Non-pending CaseCertificate of Non-pending TaskService Record

Schedule of Availability of Service: Monday-Friday (8:00AM-5:00PM)Fees: NoneTotal Processing Time: 1 day



1 Received endorsement or request for TA

Check documents based on the checklist of requirements.


AFB Office 10 mins

2 Forward request to Pers/HRD Div. C, Pers/HRD Div-Mr. Eric Lopez

---do--- 5 mins

3 C, Pers/HRD indorsed to HRD section for the preparation of TA

OC,Pers/HRD Div – Ms. Ellen Marcilla

---do--- 30 mins

4 Prepare letter request to be signed by the Administrator to DOTC HRD for issuance of Travel Authority and facilitate the consolidation of other travel documents.

HRD Section-Ms. Josephine de Ocampo / Ms. Edna Makalintal

---do--- 30 mins

5

Forward the prepared letter request together with requirements to AA, A/FB for notation.

HRD Section-Ms. Edna Makalintal

---do--- 30 mins

6

Endorse the request to DA for notation and recommendation to the Administrator

AA, A&FB-Ms. Remedios Evangelista

---do--- 2 hrs

7

Forward the letter request to the Office of the Administrator for approval and signature.

ODA-Ms. Victoria Chavez

---do--- 2 Hrs

8 Forward the approved documents to message center.

OUSEC-Ms. Milagros Dinglasa

---do--- 20 mins

9 Forward the letter request for TA signed by the Administrator to HRD-DOTC.

Message Center- Ms. Jeanifer Bernas

---do--- 10 mins

10 Received the approved/disapproved TA

Inform and return the approved/disapproved TA


---do--- 1 Hr upon receipt from

DOTCNote: 1-10 Days allowance for signature of SOTC

Legend:AFB – Administrative & Finance BureauDA – Deputy AdministratorTA – Travel AuthorityODA – Office of Deputy AdministratorOUSEC – Office of Undersecretary

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Office: Administrative & Finance Bureau Services: Issuance of Certification of Employment and Service RecordClients: OTS PersonnelRequirements: NoneSchedule of Availability of Service: Monday-Friday (8:00AM-5:00PM)Fees: NoneTotal Processing Time: 1 hour and 40 mins



1 Request for certification/service record

Receive request for Service Records / Certificate of Employment and forward the same to Personnel Section


AFB Office 5 mins

2 Logs request and prepare SR and COE of applicant.

Personnel Section-Ms. Ofelia Bonilla

---do--- 30 mins

3 Review and forward the noted SR and COE to C, Pers/HRD Div.

C, Pers/HRD Div.-Mr. Eric Lopez

---do--- 30 mins

4

Sign and forward to message Center the approved SR/COE.


---do--- 30 mins

5 Receive the approved SR/COE

Logs and release the approved SR/COE to the employee or representative.


---do--- 5 mins

Legend:AFB – Administrative & Finance BureauSR – Service RecordCOE – Certificate of Employment

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Office: Administrative & Finance Bureau Services: Processing and Approval of Application for LeaveClients: OTS PersonnelRequirements:

Basic Letter Request (Address to the Administrator, OTS Thru: Chief, PCAS)Duly Accomplished Leave Form

Schedule of Availability of Service: Monday-Friday (8:00AM-5:00PM)Fees: NoneTotal Processing Time: 2 hours and 30 mins



1 File/request application for leave of official or employee.

Receive, review application, and initial to the correctness of leave balance of official or employee, & forward to C, Pers & HRD Div. /Personnel Officer.

Personnel Leave Clerk- Ms. Evangeline Latag

AFB Office 20 mins

2 Review & sign the corresponding certificate of leave credits (CLC).


---do--- 30 mins

3 Approve & sign application for leave of officials or employee for a period of 1- 30 days leave

AA, AFB ---do--- 20 mins

4 Approve & sign application for leave of official or employee for a period of 31 days and above including study leave, Leave to be Spent Abroad, Monetization/Committee/Terminal Leave & Leave w/o pay (regardless of number of days).

Administrator ---do--- 20 mins

5 Receive copy of applicant’s approved/ disapproved leave of absence.

File & furnish copy of approved / denied application for leave to Official / employee concerned

From Records Section to Personnel Leave Clerk- Ms. Evangeline Latag

---do--- 1hr

Legend:AA, AFB– Assistant AdministratorAFB – Administrative & Finance BureauCLC – Certificate of Leave Credits

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Office: Administrative & Finance BureauServices: Payment of ClaimsClients: OTS PersonnelRequirements: Schedule of Availability of Service: Monday-Friday (8:00AM-5:00PM)Fees: NoneTotal Processing Time: 5 hours



1 Claimant/Requesting parties

Receive the forms Budget Utilization Request (BUR), (duly designed by the authorized signatories of the Requesting Bureau) and Disbursement Voucher (DV) together with the supporting documents from the requesting personnel and officers of the different Bureaus.

Budget Staff – Mr. Romeo Mariñas

AFB Office 30 mins (assuming all supporting

documents are complete)

2 Verifies availability of fund allotment. If no allotment is available, the Head Budget Div. will return through her staff the BUR, DV together with the supporting documents to the requesting office/personnel.

C, Budget Div.-Ms. Lourdes Sales

---do--- 30 mins

If there are funds available to cover the obligation, the C, Budget Div. will certify as to availability of allotment and the corresponding charges thereto and affix her signature on the BUR.

---do---

3 Records the amount obligated, assign a number to the Budget Utilization Request Form, maintain a copy and forward the BUR, DV and the corresponding supporting documents to Accounting Div. for processing.

Budget Staff – Cherry Faustino / Tonnette Mercado

---do--- 30 mins

4 Receive the BUR, DV and supporting documents from the Budget Div. Checks completeness of attached documents. If incomplete, return to the

Accounting Staff – Ms. Evangeline Jarapa / Ms. Juanita Brosas / Ms. Jinkie Cariño

---do--- 30 mins

requesting party for compliance. If complete, assigns DV number and records in the logbook the DV number, date, payee, particular and the amount.

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5 Reviews DV and check completeness of the supporting documents. Checks index of Payment to determine if there is no prior payment of the same claim. Signs the box a portion of the DV.

C, Accounting Div.– Cecilia Umengan

---do--- 30 mins

If the claim was already paid, returns the DV to the accounting staff to be released to the claimant.

AFB Office

6 Records the approved DV to the logbook and index cards of payment. Forwards the BUR, DV and the supporting documents to the authorized agency officials based on the approved memorandum on the delineation of authority.

Accounting Staff – Evangeline Ms. Jarapa/ Ms. Juanita Brosas/ Ms. Jinkie Cariño

---do--- 30 mins

7 Reviews and approves disbursement voucher. Forwards BUR, DV and supporting documents to the Finance Div. for Check preparation.

Head of Agency/Authorized Signatories based on the delineation of authority

---do--- 30 mins

8 Receives BUR, DV and supporting documents and records the same to the logbook. Verifies completeness of signatories on the DV. Prepares Check in 3 copies.

Finance Staff - Ms. Nenita Gonzales/Ms. Aida Carrando

---do--- 30 mins

9 Verifies completeness of the signatures on the DV. Reviews the amount of Check against the DV and supporting documents. Signs the Checks.

C, Finance Div.– Ms. Perla Molina

---do--- 30 mins

10 Countersigns check. Forwards the 3 copies of the check to the Cashier.

Head of Agency/Authorized Signatories based on the delineation of authority

---do--- 30 mins

11 Claimant/Payee Release the original check to the payee. Attaches Official Receipt/Sales Invoice on copy 1 of the DV.

Cashier – Ms. Nenita Gonzales/Ms. Aida Carrando

---do---

Legend:AFB – Administrative & Finance BureauBUR – Budget Utilization RequestDV – Disbursement Voucher

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FEEDBACK MECHANISM

Feedback and Complaint FormsThe OTS has devised feedback and complaint form to monitor the satisfaction of our clients/

stakeholders on services rendered by our personnel and satisfied/unsatisfied clients may drop it in suggestions/complaint box located at the OTS lobby. These feedbacks are monitored and consolidated every end of the month and reports are submitted to Pers & HRD Division for appropriate action.

Example of Forms:

Fig. 1 Client Feedback Form

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Fig. 2 Complaint Form

OTS Website Clients and stakeholders can also send their feedback thru email at this address: [email protected].

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mailto:[email protected]


OTS Directory

Our office is located at Andrew's Ave. cor Aurora Blvd. Pasay City. We are open from

Monday-Friday 8:00am-5:00pm. You can visit our website at www.ots.gov.ph. Our Hotline

numbers are Tel# 855-2725 and Cell#: 0905-2677757.

Directory of Officials

BUREAUS/OFFICES OFFICERS CONTACT NUMBER

Office of the Administrator USEC CECILIO R. PENILLAAdministrator

Tel. No. 855-2735Telefax 855-2418

Office of the Deputy Director ASSEC LUCAS V CAUTON JRDeputy Administrator 853-2607

Civil Aviation Security Bureau DIR ROGELIO B BATHANAssistant Administrator, CASB 855-2435

Maritime Transportation Security Bureau DIR ISIDRO P BAÑARIAAssistant Administrator, MTSB 833-3350

Land Transportation Security Bureau DIR CARLITO R DIMAANOAssistant Administrator, LTSB 855-2725

Intelligence and Operations Bureau DIR ARTEMIO B GABRIELAssistant Administrator, IOB 853-7964

Legal and Planning Bureau DIR MIGUEL FF ORAAAssistant Administrator, LPB 854-5083

Administrative and Finance Bureau DIR LEONCIO T LAYGOAssistant Administrator, LPB 851-0469

OTS Location Map

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OTS Site

http://www.ots.gov.ph/


TASK FORCE IN THE PREPARATION OF CITIZEN’S CHARTER OFOFFICE FOR TRANSPORTATION SECURITY

DIR LEONCIO T. LAYGO – Chairman

MR. BERNARDINO O. TARDECILLA – Vice Chairman

Mr. Geminiano A. Betero - Member

PSUPT Guillermo T. Liguigan (Ret) – Member

PSUPT Danilo R. Morada (Ret) – Member

Mr. Elvin B. Tinsay – Member

Ms. Verna A. Bonifacio – Member

Ms. Cecille F. Umengan – Member

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OTS Citizens Charter

Documents

Transcript of OTS Citizens Charter