RMO No. 34-2024: 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)

Key points

1. Manual requests. Requests for COE, CASR and SR with complete attachments go to the IRS-PD for National Office employees and to the HRMS-AHRMD for Regional Office employees. Attachments are a photocopy of the latest payslip, BIR ARTA ID copies of the employee and any pick-up representative, and an authorization letter. OED and AR requests use ANNEX D or E and cite the reason or purpose.
2. Electronic requests. The form and attachments are scanned and emailed to personnel@bir.gov.ph, or the QR Code from RMC No. 90-2024 may be used. Signed SR, COE, CASR and AR are emailed to the address the employee gives.
3. Processing time. The requested documents are issued within three (3) working days from receipt, subject to verification.
4. Mandatory SR releases. A mandatory SR for separated employees goes only to the Compensation and Benefits Section. One for Loyalty Cash Award or Step Increment due to length of service for National Office employees goes only to the Performance Evaluation and Management Section.
5. Data privacy and retention. Nothing is released to a representative without proper request, authorization and attachments, and RA 10173 and Section 270 of the NIRC apply. Processed documents are kept for two (2) months from the date of request, then disposed of.

Who is affected

• National Office employees
• Regional Office employees

Deadlines and effectivity

• Documents issued within three (3) working days from receipt
• Processed documents retained two (2) months from date of request