RMO No. 12-2022: Prescribes the guidelines in the processing and issuance of digitalized Request of Certificate of Employment (COE) and Service Record (SR)

Key points

1. Online request. BIR officials and employees request through the Resource Management Group (RMG) Portal, where the request forms are available. The Personnel Division (PD) handles National Office requests and the Administrative and Human Resource Management Division (AHRMD) handles Regional Office requests.
2. Supporting documents. The employee or an authorized representative fills out the form. The photocopy of the payslip, BIR I.D. and, if needed, the representative’s I.D. or authorization must be uploaded to the Portal, otherwise the request is not processed.
3. Release. The COE and SR are issued within three (3) working days from the request, subject to verification and updating of the employee’s record or other reasonable circumstances. PD and AHRMD may not give copies of the COE, SR and other documents to a representative without authorization.
4. Separated employees. The SR of separated employees and of those entitled to longevity and loyalty pay goes to the Compensation and Benefits Section of the PD for processing of retirement claims.
5. Unclaimed documents. Unclaimed COE and SR are kept at the PD or AHRMD for three (3) months from the date of request, then disposed of.

Who is affected

• BIR officials and employees
• Personnel Division and AHRMD

Deadlines and effectivity

• Issued within three (3) working days from the request
• Unclaimed documents kept for three (3) months from the date of request