PVAO!

Aming tahanan
Kanlungan ng kabayanihan
Tungon sa pangangailangan
Marangal na lingkodbayan

Sa mahal naming Beterano

Inaalay ang serbisyo
Ang inyong giting at tapang
Nagpalaya sa Inang Bayan!

Sakripisyo niyo’t kagalingan

Di naming malilimutan
Matitibay na sandigan
Ng demokrasya’t kalayaan

Kaya inyong asahan

Katapatan at kahusayan Di
lamang sa ngayon Kundi
habang panahon

Mabuhay ka PVAO Mabuhay

ka, PVAO Sulong!

PHILIPPINE VETERANS AFFAIRS OFFICE

Veterans Compound, Camp General Emilio Aguinaldo, Q.C.
 (632) 912-4728  [email protected]
 pvao.gov.ph
 PHILIPPINEVETERANS AFFAIRSOFFICE

HANDBOOK

Serbisyo sa Beterano, Serbisyo sa Bayan

PHILIPPINE VETERANS AFFAIRSOFFICE

HANDBOOK
 Philippine Veterans Affairs Office
Code of Conduct Handbook 2013
Camp General Emilio Aguinaldo, Quezon City
A strong and Unified Filipino Veterans Community
serving as a reliable partner in nation-building.

To ensure the welfare and wellbeing of

the veterans and perpetuate the
memory of their heroic deeds.
 PVAO
CORE VALUES

Patriotism
Integrity
Professionalism
Solidarity
TABLETable
OF CONTENTS
of Contents
Foreword from the Secretary of National Defense i

Message from the Undersecretary for Civil, Veterans ii

and Reserve Affairs

Message from the PVAO Administrator iii

About the Code of Conduct 1

Our Commitment 2

Responsibility for Our Code 4

Overview of Our Code 5

Ethical Decision Making 6

SERVICE – “I love my country.” 7

SERVICE – “I value and respect others.” 8

SERVICE - “I protect PVAO’s assets.” 10

SERVICE – “I avoid conflict of interests.” 12

ENGAGEMENT - “I foster a productive, healthy, and safe workplace.” 14

ENGAGEMENT – “I raise compliance and ethics concerns.” 16

ACCOUNTABILITY –“I am responsible formy action, trustworthy 18

inall transactions, recordkeeping, reporting,
and communications.”

ACCOUNTABILITY– “Iobey the law.” 20

ACCOUNTABILITY– “I follow theCodeandpolicies.” 21

MANAGEMENT– “AsPVAOOfficials & Supervisors, 22

Iset the standard.”

PVAOCODEOFCONDUCT(OfficeCircularNo.12-01) 25

PVAOGIFTSANDBENEFITSPOLICY(OfficeCircularNo.12-02) 36
MESSAGE
Foreword

Republic of the Philippines

DEPARTMENT OFNATIONAL DEFENSE
Camp General Emilio Aguinaldo, Quezon City

It is with great appreciation that I welcome this

new Code of Conduct for the Philippine Veterans Affairs
Office. This is an affirmation of the President’s
“Matuwid na Daan”. Through this manual, we not only
protect the integrity and quality of our service to the
public by introducing preventive and prescriptive
measures of conduct; we are also setting the platform
for improvement and growth.

As firm upholders of professional public service, this code is a vital addition to the
organization as it provides the necessary guidelines as we strive to serve our war heroes and their
dependents with utmost candor andenthusiasm.

The inclusion of a chapter on Policy on Gifts and Benefits exemplifies the prudence and
genuine concern of the PVAO management – both to our employees and clientele. It not only aims
to safeguard integrity of our employees faced with compromising situation, it also allows the faithful
application of professional standards needed in the furtherance of our mission.

Needless to say, this reveals PVAO’s philosophy, which is aptly embodied in the line,
“Serbisyo sa Beterano, Serbisyo sa Bayan.” I, therefore, urge each PVAO personnel to employ the
provisions of this guidebook and take pride in upholding the highest standards of corporate and
personal behavior on which our service to our country and fellow countrymen should bebuilt upon.

Once again, my sincerest congratulations to PVAO.

VOLTAIRE T. GAZMIN
Secretary of National Defense

i
MESSAGE
Message

Republic of the Philippines

DEPARTMENT OFNATIONAL DEFENSE
Camp General Emilio Aguinaldo, Quezon City

As a welfare and benefits administration agency,

one of the major final outputs of the Philippine Veterans
Affairs Office (PVAO) is the efficient and effective delivery
of pension and other benefits and services to its special
clients – our nation’s defenders and their families.

This requires the agency to continually develop the

core competencies that it has acquired over decades of service to its unique clientele as these
competencies are what give greater value to the benefits and services PVAO provides.

Undeniably, the contribution of each employee is essential not only in fulfilling the agency’s
mandate but more importantly, in making an impact on our veterans, their spouses, and descendants.
It is therefore necessary for the agency to formulate a Code of Conduct that sets what is expected of
its officials and employees as public servants.

This Code of Conduct specifies unequivocal rules and policies on how we can apply the
principles of honesty, integrity, accountability, and transparency as we relate with our clients, officials,
fellow employees and other stakeholders. It also sets standard of competence and ethics in performing
our day-to-day tasks. As this Code is already explicit in providing guidance on how to carry out our
everyday business, all we need to do know is to embrace it, claim it as a manifestation of our shared
values and strictly adhere to it at all times.

As I congratulate PVAO for coming up with this Code of Conduct, I would like to remind
everyone as well that this is just an initial success. We can only make our success complete and
meaningful if we can truly uphold the provisions set forth in this Code.

EDUARDO G. BATAC
Undersecretary for Civil, Veterans and Reserve Affairs

ii
MESSAGE
Message

Department of National Defense

PHILIPPINEVETERANS AFFAIRSOFFICE
Camp General Emilio Aguinaldo, Quezon City

The Philippine Veterans Affairs Office has truly

gone a long way from its formal inception in 1972. From
the commendations given by our fellow public servants
to the encouraging feedback we receive from the very
people we serve, all these attest to the positive change
that is happening in PVAO.

This Code of Conduct you are holding right now is a

testament to that continuing commitment to change. Two years ago, PVAO is among the government
agencies that participated in the Integrity Development Review (IDR), which entailed a systematic
assessment of our agency’s vulnerabilities to corruption and thereby provided us with preventive
measures to fight the same.

These measures are reflected in our Moral Recovery Action Plan (MRAP) and Integrity
Development Action Plan (IDAP), in which one of our deliverables is the publication of a Code of
Conduct. This handbook, therefore, is a comprehensive list of policies and values PVAO employees
should adhere to, while educating themselves of the dos and don’ts of public service ethics. We have
also included a chapter on the Policy of Gifts and Benefits to provide a healthy working environment,
free from compromising and perceptibly inappropriate situations, for our employees.

We believe that in enlightening our very personnel with these principles at hand, we are
providing a strong deterrence against corruption and raise the standard of public service to our
veterans and their heirs. Therefore, I commend the IDAP Technical Committee for successfully coming
up with this very useful material as I enjoin every PVAO employee to actively participate in our
continuing campaign for a better and more responsive agency to the country’s veterans.

Mabuhay ang ating mga beterano! Mabuhay ang PVAO!

ERNESTO G. CAROLINA
Administrator

iii
ABOUT THE CODE
About OF CONDUCT
the Code of Conduct

This Code of Conduct is a public declaration of the principles of good conduct and
standards of required behavior that the public can expect from the officials and employees of
the Philippine Veterans Affairs Office (PVAO).
The purpose of the Code is to provide PVAO officials and employees with a framework
for ethical behavior, actions, and decisions in the performance of their official duties. It
supports the Agency’s continuing commitment to honest and ethical conduct and compliance
with laws, rules, and regulations, and company policies, standards, and procedures.

WHY DO WE NEED A CODE OF CONDUCT?

The Philippine Veterans Affairs Office as an organization is made up of individuals from a
variety of backgrounds. Each of us has our own set of experiences and expectations, which
can often influence our own views of what is right and proper.
Sometimes we are called upon to make decisions or implement policy in circumstances in
which our personal values and beliefs, or our individual interests, may be in conflict with
Agency policies.
We are also required to recommend courses of action in matters involving conflicting
interests or competing views about what “the public interest” requires. To ensure that
consistent standards and approaches are adopted in our actions, and that other views are
considered, this Code of Conduct has been designed to provide common guiding principles
and standards ofbehavior.
Ethics are the principles that help determine the choices and decisions we make,
especially in cases where no specific rule exists, or where there may be conflicting interests
or opinions.

TOWHOftDOES THE CODE APPLY?

The provisions of this Code shall apply to all officials and employees of the PVAO,
including temporary and contractual employees. Consultants, contract of service personnel,
and on-the-job trainees are also covered by this Code.

1
OUR Our
COMMITMENT
Commitment

The officials and employees of the Philippine Veterans Affairs Office are committed to
discharging their duties conscientiously and to the best of their ability; to act with honesty,
integrity and impartiality and generally conduct themselves in a manner that is worthy of
public trust, thereby enhancing the role and image of the Agency.
In addition to legislations, PVAO officials and employees recognize the requirements of
this Code of Conduct as the standards that will be adopted in the performance of their
functions and responsibilities as public servants.

2
 ResponsibilityFOR
RESPONSIBILITY forOur
OURCode
CODE

In PVAO, there are several organizations and many individuals who are responsible for our
Code of Conduct – the government, stakeholders, and the general public, among others – but
ultimately, the responsibility for our Code lies with each of us, working together.
While the Code cannot possibly cover every situation we may encounter, it does outline
key responsibilities in critical areas to guide us. In many cases, our Code and office policies
establish minimum standards for complying with Civil Service rules and regulations.

By focusing only on compliance with the law, we miss a much broader goal and benefit as
employees, we share a duty to make PVAO a better organization for all of us.
This Handbook is designed to make it easy for us to understand and apply the Code. Our
Code’s Guiding Principle had been drawn from PVAO’s core philosophy:

“SERBISYO SA BETERANO …
SERBISYO SA BAYAN.”

With the core philosophy as its base, we want to be an Agency where we bring our whole
selves to work, we create an environment where each personnel his/her part and believe in
the following key principles:
• I love my country.
• I value and respect others
• I foster a productive, healthy and safe workplace
• I protect PVAO’s assets
• I avoid conflicts of interests
• I am responsible for my action, trustworthy in all transactions,
record keeping, reporting, and communications
• I obey the law
• I follow our code and policies
• I raise compliance and ethics concerns

3
 ResponsibilityFOR
RESPONSIBILITY forOur
OURCode
CODE

The Code will heighten further the organizational pride of the Agency where every
employee can relate to the mantra:

“I work at PVAO.
This is where I want to work.
This is how I work.”
References to applicable elements of PVAO’s core philosophy appear throughout the
Code under each Guiding Principle. In addition, each Guiding Principle contains four (4)
sections.

OUR PROMISE BEHAVIOR GUIDING PRINCIPLE

SERVICE I love my country. I give my best, faithful

and efficient service to PVAO’s clientsand
stakeholders.
I value and respect others.
I protect PVAO’s assets.
I avoid conflicts of interests.
ENGAGEMENT I foster a productive, healthy andsafe
workplace.
I raise compliance and ethics concerns.
ACCOUNTABILITY I am responsible for my
actions, trustworthy in all
transactions, recordkeeping,
reporting, and communications.
I obey the law.
I follow the Code and policies.
MANAGEMENT I set the standard. I lead by example.
(For PVAOOfficials and Supervisors)

4
 Overview
OVERVIEW OFof OurCODE
OUR Code

Overview. A summary of what our Code requires with respect to that Guiding Principle.
Know Our Code.“Must dos”. More specific requirements and examples that reinforce
the requirements contained in the Overview.

Code Breakers.“Don’ts”. Examples of behaviors that violate our Code.

Related Policies. References to the most directly related policies such as legislations,
issuances, and Civil Service rules and regulations.

5
ETHICAL DECISION
Ethical MAKING
Decision Making

Our Code of Conduct challenges us to promote ethical behavior in everything that we do. In many
situations, however, the right course of action is not obvious. Sometimes, there is simply no black-
and-white answer. Because of the complex rules and regulations that govern the way we do our
work, the right answer is not clear-cut.

Here are some questions that we can ask ourselves to help us make good ethical decisions:
 Is the action legal?
 Does it comply with our Code?
 Does it comply with Agency policies and procedures?
 Does it feel right?
 How would it look in the media, to stakeholders,
or to thegeneral public?
 Would the action stand the test of time?
 Am I being fair and honest?

If you are unsure, ask for guidance and keep asking until you get answers.

6
SERVICE

 I demonstrate integrity
and honesty in all OVERVIEW
my actions and treat
others with respect. “Love for country” must be a passion that emanates from an individual
who is a citizen of the Philippines. As government employees, the
 I build and sustain flame for this passion must always remain alight. It becomes the
collaborative inspiration for faithful and efficient SERVICE to the veteran-clientele
working and the general public.
relationships by
listening and
demonstrating KNOWOUR CODE
humility.
 I respect and observe the laws of my country.
 I engage in respectful,
 I demonstrate my love of country by attending to the needs
transparent, and
of the veteran-clientele with utmost courtesy.
open
communication.  I advocate the protection of the environment and natural
resources of mycountry.
 I believe resultsmatter;
spin, internal
politics, “who I CODE BREAKERS
know”, my “level”
andthe“level” of
others shouldn’t  Unprofessional conduct when attending to the needs
matter.
of the veteran-clientele.

 Heedless use of resources of the Agency

RELATED LAWS and POLICIES

 Republic Act No. 8491 – Flag and Heraldic Code of the
Philippines
 Republic Act No. 9485 – Anti-Red Tape Act of 2007
 Office Policy re Attendance during Monday Flag Raising
 Legislated Environment Laws such as:
Republic Act No. 8749 – Philippine Clean Air Act of 1999
Republic Act No. 9003 – Ecological Solid Waste
Management Act
 Presidential Decree 953 (July 6, 1976) – Requiring the
Planting of Trees and Penalizing Unauthorized Cutting,
Destruction, Damaging and Injuring Certain Trees, Plants
and Vegetation

7
SERVICE

 I demonstrate integrity OVERVIEW

and honesty in all my Our greatest strength is our workforce, rich in its differences. We recognize and value
actions and treat others every individual’s unique skills and perspectives, a respect we extend to all our
with respect. veteran-clientele, stakeholders, employees, and the generalpublic.
We treat each other with dignity and respect, and foster a workplace free of
 I build and sustain discrimination and harassment.
collaborative working KNOWOUR CODE
relationships by
 I respect the diversity of Filipinos in terms of cultural heritage,
listening and
dialects, religious beliefs, and traditions.
demonstrating
humility.  I foster a work environment where we all perform according to
the standards set by the Civil Service Commission’s Performance
 I engage in respectful, Evaluation System
transparent, and open  I am committed to non-discrimination and equal opportunity for
communication. all employees.

 I believe resultsmatter;
spin, internal politics, CODE BREAKERS
“who I know”, my  Making unwanted or offensive sexual advances toward or
“level”andthe“level” physical contact with another individual in the workplace or at a
of others shouldn’t work-relatedevent
matter.  Making derogatory comments or posting or e-mailing jokes,
stories, or images based on sex, race, national origin, or other
regional characteristics
RELATED LAWS and POLICIES
 The Philippine Constitution
 The State Policy on Gender and Development
 Implementing Rules and Regulations on RA 877,
 an Act Declaring Sexual Harassment Unlawful in the Employment,
Education or Training Environment
 Republic Act No. 9262 – Law on the
Protection of Women and Children

 Republic Act No. 9710 – Magna Carta of Women

8
SERVICE

 I demonstrate integrity OVERVIEW

and honesty in all my
actions and treat others As government employees, each of us must be a careful steward of
with respect. PVAO assets. We have a responsibility to protect these assets from
loss, damage, misuse, and theft. This means that we safeguard both
 I build and sustain PVAO’s physical assets and its intangible assets, such as confidential
collaborative working information, intellectual property, name, and reputation. We also
relationships by respect the property and privacy of others.
listening and KNOWOUR CODE
demonstrating
humility.  I protect PVAO’s intangible assets – even after I no longer
work for the Agency. These include confidential information that is
 I engage in respectful, not generally known to the public.
transparent, and open 
“who
me I know”, p  s I protect the confidentiality, security, and integrity of the b
“level” and the “level” f er onal information of others
l such as personal information a out
ellow employees and cients obtained during the course of official
of others shouldn’t transaction/s.
matter.
 I use my time at work and the equipment and supplies given
to me forwork.

 If I have a personal need that requires using PVAO’s

technology resources such as telephones, computers, e-mail, and
internet access, I make limited use of those resources and follow
office policies.

 I understand that I have no right to privacy when using PVAO’s

assets, and that PVAO reserves the right to monitor my use of
anything found, and disclose any wrongdoing that it uncovers.
CODE BREAKERS
 Distributing any PVAO’s confidential information to an
authorized third party
 Using someone else’s user identification or password when
accessing the Integrated Veterans Data Management System

9
  Communicating with the media on behalf of PVAO,
committing to an advertisement on behalf of the Agency; or using the
name of PVAO, logo, influence, or other assets in connection with any
outside personal or business.

 Use of PVAO resources for personal activities.

RELATED POLICIES and LEGISLATIONS

 Office policy on security measures

 Office policy on Integrated Veterans Data Management

System (IVDMS)

 Office policies on Employee Information and Termination of

Employment

 Records Management and Information SecurityPolicies

 Article 32(11) of the Civil Code: "any public officer or

employee, or any private individual, who directly or indirectly
obstructs, defeats, violates or in any manner impedes or
impairs the privacy of communication and correspondence
shall be liable to the latter for damages”

 Administrative Orders 103 and 110

10
SERVICE
 I demonstrate integrity OVERVIEW
and honesty in all my
actions and treat others
PVAO decides based on the best interests of the public. It looks at
with respect. decisions from the perspective of others – the veteran-clientele,
stakeholders, employees and the general public – to ensure that
 I build and sustain actions are both right and fair. Each has interests and responsibilities
collaborative working outside of work, but PVAO seeks to avoid any conflict or the
relationships by appearance of a conflict between the Agency and employees’ personal
listening and interests or those of relativesor associates.
demonstrating
humility.
KNOWOUR CODE
 I engage in respectful,
transparent, and open  I must not use my position or the knowledge gained as a
communication. result of my position for private or personal advantage.

 I believeresultsmatter;  I understand that there may be outside activities and/or

spin, internal politics, financial interests about which I am obligated to disclose and
“who I know”, my for which restrictions may arise such as influencing decisions
“level” and the “level” of or engaging in employment outside PVAO.
others shouldn’t  I recognize that similar restrictions and obligations may arise
matter. as a result of the activities and financial interests of my
relatives and associates. For this reason, I review and follow
the Conflict of Interest Policy and its procedure in order to
address a conflict or the appearance of a conflict.

 I am aware of the restrictions and my obligation to disclose

regarding the employment by PVAO of my relatives.
 I understand that there are restrictions as prescribed under
PVAO’s existing Policies on Gifts and Benefits with regards to
giving or accepting gifts, entertainment/recreation packages,
personal favors or other items of value in the course of my
employment, because it may influence or appear to influence
decisions in favor of any person or third parties.

12
CODE BREAKERS

 Using my position for personal gain or to further personal

activities.

 Using PVAO property or information for my personal benefit or

the benefit of a relative or associate.

 Conducting non-work related activities during office hours.

 Accepting gifts, entertainment, bribes, inducements, kickbacks or

anything of value – directly or indirectly – either from the
veteran-clientele or from any individual.

RELATED POLICIES and LEGISLATIONS

 Republic Act No. 3019 – Anti-Graft and Corrupt Practices Act

 Section 7, Republic Act No. 6713 - “Divestment”

 Section 8, Republic Act No. 6713 –

“Identification and disclosure of relatives”

 PVAO’s Policy on Gifts and Benefits

13
ENGAGEMENT
 I have the courage to
raiseanddiscloseissues
and constructively
dissent. OVERVIEW
 I respect other’s views
anddecidewhattodo At PVAO, we are committed to providing a productive, healthy, and
safe workplace. We make decisions and take actions that result in a
in a structure and more creative and competitive workplace. We know and comply with
thoughtful way. our Office policies to support our efforts related to health and safety.
We maintain our physical resources, and our workplace that is free
 I deal directly with from the effects of alcohol abuse, gambling, and smoking. We strive
someoneif I havea to protect our environment by working to maximize the efficiency of
problemwith himor the energy and resources we use.
her.

 I bring my whole self to KNOWOUR CODE

work and contribute
my ideas, perspectives,  I create and maintain a safe working environment. I observe
and feedback to safety regulations and exercise due care and good judgment.
advanceour goals.
.  I foster an environment that is free from harassment,
intimidation, physical altercation, or destruction of property.

 I take appropriate steps to prevent accidents from

occurring and eliminate hazards likely to cause accidents.

CODE BREAKERS
 Ignoring an unsafe work condition such as faulty wirings, and
buildings without fire exits.

 Gambling and/or drinking alcohol within the office premises.

 Working while intoxicated or under the influence of alcohol.

 Possessing any sharp/gun weapons within the office premises

including parking lots.

 Engaging in conduct that is commonly considered to be

violent or could incite/provoke, or lead to violence.
RELATED POLICIES and LEGISLATIONS
 Presidential Decree No. 1185 – Fire Code of the Philippines

 Republic Act No. 6541 – National Building Code of the

Philippines

 Office Policies on “NO SMOKING”

 Office Policies on Drinking of Alcohol

 Office Policies on sharp/gun weapons

ENGAGEMENT

 I havethe courageto
raiseanddiscloseissues
and constructively
OVERVIEW
dissent.
At PVAO, discussion and disclose of issues is a responsibility shared
by all of us. While it may not always be easy, we promptly raise
 I respect other’s views compliance and ethics questions and concerns that come to our
anddecidewhattodo attention. We recognize that many problems can be solved simply by
in a structure and discussing them.
thoughtful way.

 I deal directly with KNOWOUR CODE

someoneif I havea
problem with him  If I have a question about compliance and ethics, am sure
or her. about my obligations or those of others, or suspect or know
that wrongdoing (including a violation of our Code) has
 I bring my whole self to occurred or will occur, I raise my question or concern with:
work and contribute
my ideas, perspectives, a) Immediate supervisor;
and feedback to b) Division Chief;
advanceour goals. c) Any other appropriate member of
. management/grievance committee.

 I exercise good judgment and common sense when raising a

compliance and ethics concern. I raise my concern to an
appropriate level within PVAO, depending on the nature of
concern. I refer to Agency policies as needed.

 I ask for guidance and keep asking until I get an answer.

CODE BREAKERS
 Failing to raise a suspected or known violation of our Code
(including a violation of policy, law or regulation) in an
appropriate manner
 Retaliating against an employee because of a question that he
or she asks or a report that he/she makes under our Code or
related policies
 Failing to cooperate with or interfering with an investigation of
wrongdoing or potential wrongdoing

16
  Knowingly and falsely accusing another employee of
wrongdoing.

RELATED POLICIES and LEGISLATIONS

 Republic Act No. 6770 (Sections 13 and 15)

 PVAO Policies on Internal Reporting and Whistleblowing

 PVAO open policy (suggestion boxes)

 PVAO Grievance Machinery

17
ACCOUNTABILITY

 I am accountable and COMMUNICATIONS.”

I take responsibility
for my actions. OVERVIEW
 I takeresponsibility, At PVAO, we treat our veteran-clientele, stakeholders and the general
apologize for my public fairly, honestly, and in a straightforward manner. We protect the
mistakes, own the integrity of PVAO and ensure that all Agency and veteran records are
problemand resolve accurate and complete. We are committed to exemplary financial and
issues. regulatory reporting. We support the Agency’s commitment to make
disclosures to the public through appropriate public communications
that contain full, fair, accurate, timely, and understandable disclosure.
 I work with a We cooperate fully with internal and external auditors and regulators.
continuous
uncompromising
determination to KNOWOUR CODE
improve myself, my
group/division/office.  If my duties include preparing transactions, I am committed
to reflecting those transactions properly, accurately, and
promptly in all financial statements, books of records for
which I am responsible. This includes compliance with
applicable accounting rules, regulations, principles, and
standards.

 If my duties include complying with internal accounting,

operational and disclosure controls and procedures, I make
sure that I know and follow them.

 I make sure that I am familiar with professional ethics,

regulatory requirements, and internal procedures that affect
or govern my work or that of my division/office/section/unit.

 If I am responsible for preparing public communication or

providing information whether written, press releases, media
interview and appearances, I prepare such public
communication in compliance with PVAO’s disclosure controls,
clearances, and procedures.

 I retain records in accordance with sound records

management practices, policies, and applicable legal and
regulatory requirements.

18
CODE BREAKERS
 Taking unfair advantage of others through manipulation,
concealment, abuse of privileged or confidential information,
or misrepresentation.
 Making false, misleading, or inaccurate statement or entries
in our financial statements, books, or records, including
failing to record or disclose an asset or liability, in order to
deceive others.

 Making false or misleading statements about PVAO to

a regulator, auditor, government official, or to the
general public.

 Creating false or misleading records

 Falsifying any reports or Daily Time Records or any

supporting documents such as Official Receipts
 Destroying/tampering documents withoutauthorization

RELATED POLICIES and LEGISLATIONS

 Office Policy on Disclosure Controls and Procedures

 Office Policy on Records Management

 Article III, Republic Act No. 9470 – “Management of Public
Records”

19
ACCOUNTABILITY
 I am accountableand
I take responsibility
for my actions. OVERVIEW
 I takeresponsibility, At PVAO, we obey the letter and spirit of all laws, rules and
apologize for my regulations in every area in which the Agency conducts its service to
mistakes, own the its veteran-clientele and the general public. We deal fairly with each
problem and other, as well as with the clients and stakeholders. We conduct our
resolve issues. interactions with them according to the highest ethical standards.

 I work with a
continuous
KNOWOUR CODE
uncompromising
 I understand that there are important restrictions on my
determination to transactions, be it support, operations or frontline service. I
improve myself, my understand that these restrictions may extend to my relatives
group/division/office. and associates. I review and comply with civil service rules
and regulations, and conduct myself professionally.

 If I negotiate or administer contracts in behalf of PVAO, I

ensure that the Agency comply with all applicable laws and
regulations, as well as with the provisions of existing contracts.

CODE BREAKERS
 Making false or misleading statements

RELATED POLICIES and LEGISLATIONS

 Philippine Constitution

 Republic Act No. 6713 – Code of Conduct and Ethical

Standards of Public Officials and Employees

20
ACCOUNTABILITY

 I am accountableand
I take responsibility
for my actions.

 I takeresponsibility,
OVERVIEW
apologize for my
The PVAO Code of Conduct and Office policies are important
mistakes, own the components of our commitment to making our Agency a better place
problem and to work. They help each of us contribute to outstanding governance,
resolve issues. and that of achieving Agency goals. Under our Code, we commit to
being accountable for maintaining the highest of compliance and
 I work with a ethics in the workplace.
continuous
uncompromising KNOWOUR CODE
determination to
improve myself, my  I recognize that compliance and ethics are shared
group/division/office. responsibilities.

 I follow our Code and our policies. I recognize that our

Office policies are maintained with the Administrative
Division. I am aware that these policies are updated
periodically and that I am responsible for understanding
changes to policies that apply to my position/job
responsibilities.

 I maintain critical records and other records in accordance

with the records management policies of the Agency.
 I understand that if I violate our Code or a policy, I can be
subjected to disciplinary action in accordance with existing
laws and civil service rules and regulations. In addition, I
understand that some violations may result in referral for
civil or criminal prosecution.
 I acknowledge that compliance with our Code and Office
policies is a condition of my employment as an employee of
the Philippine Veterans AffairsOffice.

CODE BREAKERS
 Violation of the policies/principles enshrined in the PVAO
Code of Conduct

21
RELATED POLICIES and LEGISLATIONS
 Republic Act No. 6713 – Code of Conduct and Ethical
Standards for Public Officials and Employees

 Office Policies onRecords Management

22
MANAGEMENT

 I listen, lead by example,

andcreateaninclusive
environment where
everyone can participate OVERVIEW
and openly express their
opinions without fear of Management has an especially important leadership role when it
retribution. comes to compliance and ethics. They set the tone through words
and deeds; supervise the activities of others to promote compliance
 I am accountable for with our Code, policies, laws, and regulations; and take appropriate
ensuring that my disciplinary action when needed.
subordinates know what
they are supposed to do.
KNOWOUR CODE
As PVAO Official/Supervisor:

 I demonstrate my personal commitment to our Code on a

daily basis leading by what I say and what I do. I expect the
same from others, and I expect them to hold me accountable as
well.

 I set realistic goals and expectations for my division/office,

and I keep my promises and commitments.

 I see to it that all employees under my supervision are aware

of their obligations under our Code. This includes participation in
appropriate trainingprograms.

 I maintain a workplace environment that encourages open

communication. In particular, I foster a culture in which
employees are encouraged to raise compliance and ethics
concerns without fear of retaliation.

 I exercise good judgment and common sense when

addressing compliance and ethics concerns that have been
brought to my attention. I see that such concerns are addressed
at an appropriate level within the organization and are escalated
as necessary.

CODEBREAKERS
 Retaliating against any employee who raises a compliance or
ethics concern.

23
  Failing to address compliance or ethics concerns raised by
employees.

 Failing to act affirmatively to prevent prohibited conduct

that I know or suspect an employee is engaging in or plans to
engage.

 Failing to take appropriate disciplinary action against an

Employee who has engaged in wrongdoing, e.g. violation of our
Code, policies, laws, rules and regulations.

RELATED POLICIES and LEGISLATIONS

 Executive Order 292 – Administrative Code of 1987

 Civil Service Rules and Regulations/Circulars andother Issuances

 Administrative Order No. 255/Moral Renewal Action Plan

24
PVAOPVAO CODE
CODE OF OF CONDUCT
CONDUCT

OFFICE CIRCULAR NO: 12-01

TITLE

This set of rules shall be known as the Code of Conduct for Philippine Veterans Affairs Office
(PVAO) Officials and Employees.

DECLARATION OF POLICY

Public office is a public trust. It is the policy of the State to promote a high standard of ethics in
public service. Public officials and employees shall at all times be accountable to the people and shall
discharge their duties with utmost responsibility, integrity, competence, and loyalty, act with patriotism and
justice, lead modest lives, and uphold public interest over personal interest.

PURPOSE

In order to maintain public confidence and trust in PVAO, as well as integrity and professionalism
of its personnel, this Code outlines the standards of conduct that are expected from all PVAO officials and
employees.

Rule I

Coverage

The provisions of this Code shall apply to all officials and employees of PVAO, including temporary and
contractual employees. Consultants, personnel hired under contract of service, and on-the-job trainees are
also covered by this Code.

Rule II

Definition of Terms

For the purpose of this Code, the following terms shall be construed to mean as follows:

a. “Code” shall refer to this Code of Conduct.

b. “Conflict of Interest” arises when a PVAO official or employee has competing professional or
personal obligation or financial interest, or he/she has some influence in any transaction involving
him/her that is inconsistent with his/her loyalty to public service. It may also exist when a PVAO
personnel is influenced or appears to be influenced by his/her personal interests, or when an official
act results in unwarranted personal benefit or to that of his/her family and relatives.

25
 Personal interests include not only a PVAO personnel’s financial or other private interests but the
financial or other interests of his/her family or relatives.

c. “Gift” refers to a thing or a right to dispose of gratuitously, or any act or liberality, in favor of
another who accepts it, and shall include a simulated sale or an ostensibly onerous disposition
thereof. It shall not include an unsolicited gift of nominal or insignificant value not given in
anticipation of, or in exchange for, a favor from a public official or employee.

d. “Family of PVAO personnel” means their spouse and their children.

e. “Fixer” refers to a person who, for a fee, favor, or present, performs any of the acts for, and in
behalf of another person, in relation to or in connection with any official transactions in PVAO.
f. “Fixing” refers to the act that involves undue facilitation of transactions for pecuniary gain or any
other advantage or consideration.

g. “PVAO assets and resources” includes tangible resources such as funds, vehicle, property, plant
and equipment, and information communications technology resources acquired through any mode,
and intangible resources such as time at work.

h. “PVAO personnel” means PVAO officials and employees, including temporary and contractual
employees.

i. “Official purpose” is one related to authorized activities or the performance of official duties.
j. “Relatives” refer to any and all persons related to PVAO personnel within the fourth civil degree
of consanguinity or affinity.

Rule III

General Principles of Conduct

Section 1. PVAO is the agency in charge of delivering benefits and services improving the Filipino
veterans and their lawful beneficiaries. It is also responsible for perpetuating the heroic deeds and legacy
of Filipino veterans. Accordingly, PVAO personnel need to exemplify commitment and dedication to serve
the veteran-clientele and adhere to the agency’s core philosophy of “Serbisyo sa Beterano, Serbisyo
sa Bayan”.
Section 2. PVAO personnel shall adhere to the following norms of conduct of public officials and
employees as mandated by RA 6713:
a. Commitment to publicinterest
b. Professionalism
c. Justness and sincerity
d. Political neutrality
e. Responsiveness to thepublic
f. Nationalism andpatriotism
g. Commitment to the rule of law
h. Simple living

26
 Section 3. PVAO personnel shall maintain excellence and competence in performing duties and
responsibilities from the simplest to the most complex tasks. They shall strive to produce results that are
responsive to the needs of the public.

Section 4. PVAO personnel shall promote teamwork and camaraderie. They shall treat each other
with respect and courtesy, notwithstanding disagreements on issues and policies.

Section 5. PVAO personnel shall at all times be accountable to the public for their decisions and
actions.

Section 6. PVAO personnel shall be transparent in all their official transactions. They shall, however,
only withhold information where prescribed by law, such as but not limited to, those inimical to the public
interest, and those covered by executive privilege.

Section 7. While PVAO recognizes freedom of speech and expression as inalienable human rights,
PVAO personnel shall ensure that their decisions, directions and conduct in office do not encourage or
induce others to defy the law, public order, morals, good customs, established policies, lawful orders,
decrees and edicts.

Section 8. PVAO personnel shall have the duty to act in what they believe to be the best interest
of the public, consistent with principles and beliefs for what is right, and adhere to the highest tenets of
public ethics.

Section 9. PVAO personnel shall at all times exhibit loyalty and utmost respect to the public, and
commitment to the mission of PVAO.

Section 10. PVAO personnel shall not deliberately place themselves under any financial or other
obligation to outside individuals or organizations that might adversely influence them in the performance
of their official duties.

Section 11. PVAO personnel shall lead simple and modest lives appropriate to their positions and
income.

Section 12. PVAO personnel shall carry out public business based on the highest tenets of
professional practice. They shall not use their positions or influence to secure unwarranted benefits,
privileges or exemptions for themselves or for others.

Section 12. PVAO personnel shall act in the best interest of the public and the PVAO in their
dealings with other stakeholders by:
a. Being conscientiously honest, efficient, and diligent; and
b. Not taking any course of action that would tarnish the integrity and reputation of the
organization.

Rule IV

Conflict of Interest

Section 1. PVAO personnel shall avoid conflict of interest at all times.

27
 Section 2. The following acts are within the bounds of conflict of interest and are, thus,
prohibited:

a. Directly or indirectly having financial or pecuniary interest in any business, contract or

transaction in connection with which a PVAO official/employee intervenes or takes part in his/her official
capacity.

b. Directly or indirectly requesting or receiving any gift, present, share, percentage, or any
other pecuniary or material benefit, for himself/herself or for another, from a person with whom a PVAO
official/employee conducts official business.
c. Entering, on behalf of PVAO, into any contract or transaction that is disadvantageous to
the agency.
d. Representing oneself as being able, whether real or imagined, to influence, facilitate, or
assist another person having transaction, application, request or contract with PVAO in which a PVAO
official/employee has to intervene (influence peddling).

1) Acting as a fixer or following up/expediting processing and/or payment of

pension claims or benefits of a claimant in exchange for money or other
pecuniary gain or consideration (pension/benefits/claims fixing);

2) Unduly influencing a PVAO official/employee to take a particular action that

favors or tends to favor a particular individual (complainant or accused on a
case being handled by a PVAO official/employee);
3) Unduly influencing a PVAO official/employee to take a particular action which
favors, or tends to favor, a particular private contractor/bidder/supplier.

g. Use of credentials, PVAO Identification Cards issued to PVAO officials/employees, to

intimidate, exert influence or obtain, directly or indirectly, privileges, favors for themselves or others;

h. Engaging in the private practice of profession (or “moonlighting”), without the written
permission from/ authorization by the PVAO Administrator, especially by those officials and employees
whose duties and responsibilities require that their entire time be at the disposal of the Government.

i. Recommending (during a PVAO official’s/employee’s incumbency and within one (1)

year after resignation, retirement or separation) any person to any position in a private enterprise which
has regular/pending official transaction with PVAO.

Section 3. PVAO personnel may consult their immediate superior or appropriate official for advice
in determining the possibility or existence of conflict of interest. Any information disclosed shall be held in
confidence except when the best interest of the public or PVAO demands otherwise.

Section 4. PVAO personnel who have conflict of interest, or a possibility thereof, in any transaction
shall take immediate steps to resolve such conflict.

They shall promptly make full disclosure of such conflict in writing or verbally to their immediate
superior or appropriate official. In this connection, the latter shall have the duty to act upon immediately
to address the situation at issue.

28
 PVAO personnel subject of conflict of interest shall inhibit themselves from participating in any
activity related to such transaction. Nonetheless, they may be allowed to provide inputs, if necessary,
relevant to the transaction provided that, they shall not participate in the decision making for such
transaction.

Rule V

Confidentiality of Information

Section 1. PVAO personnel should observe the confidentiality of information that they acquire by
virtue of their employment or affiliation with the Agency. They should not disclose or misuse
information/data or documents to further their interest or give undue advantage to any individual.

Section 2. PVAO personnel shall not release or order the release of classified information and/or
document unless authorized by competent authority.

Section 3. PVAO personnel shall diligently abide by the legal prescription in the handling of public
and classified documents or information.

Section 4. Upon separation from the agency, PVAO personnel shall turn over all classified official
documents or information in their possession to the proper authority. They shall not disclose such classified
documents or information without authorization.

Rule VI

Solicitation or Acceptance of Gifts, Benefits, and/or Donations

Section 1. PVAO personnel shall not solicit or accept, directly or indirectly, any gift, gratuity, favor,
entertainment, loan or anything in the course of their official duties or in connection with any transaction
which may unduly influence the functions of their office or which may affect their judgment in the
performance of their duties and responsibilities. This shall also apply to the family and/or relatives of PVAO
personnel.

Section 2. PVAO personnel or a member of his / her family shall not be prevented from accepting
gift of nominal or insignificant value in the nature of souvenir, token of appreciation, symbolic item, or
moderate and occasional acts of hospitality or goodwill; provided, in accepting such gift, hospitality or
goodwill, the public interest and the integrity of PVAO will not be or appear to be compromised in any
way.

PVAO personnel shall consider the following factors on the acceptance of gift:
a. perception of outside party to the acceptance of gift or benefit;
b. the reason for the gift or benefit being offered;
c. value of the giftor benefit;
d. the frequency of the gift; and,
e. presence or absence of pending, existing, or forthcoming transaction with PVAO.

29
 Section 3. PVAO may accept donations coming from funding institutions, other government entities,
and private organizations whether local or foreign, which are considered and accepted as humanitarian or
in the furtherance of its mandate. PVAO shall abide by the existing government accounting and auditing
rules and regulations relative to receipt of donations.

Section 4. PVAO personnel shall not allow their actions and decisions to be influenced by the
prospect of future employment with others who deal with PVAO.

Section 5. PVAO personnel shall not exercise the influence obtained from their public office, or use
official information, to gain any improper benefit for themselves or others.

Rule VII

Use of PVAO Assets and Resources

Section 1. PVAO personnel shall use PVAO assets, resources, and facilities for official purpose only

Section 2. PVAO personnel shall be conscientious in their use of these assets and resources, and
shall use reasonable efforts to prevent misuse by other persons.

Section 3. PVAO personnel shall keep appropriate records of and ensure that they regularly
account for assets, equipment, and other resources entrusted to them.

Section 4. PVAO personnel concerned shall ensure that they implement an efficient assets and
resources management system, including inventory, allocation and property disposal guidelines.

Rule VIII
Observance of Courtesy and Respect Towards Colleagues

Section 1. PVAO personnel shall, at all times, observe courtesy and respect towards colleagues and
ensure that the atmosphere in the workplace is characterized by good working conditions which is free
from discrimination and harassment.

Section 2. Discrimination on the grounds of regional/cultural diversity, sex, gender preference, age,
civil status, religious belief or affiliation, physical disability, and social, political, and cultural preferences shall
not be tolerated.

Section 3. It is unlawful for an official/employee who has authority, influence or moral ascendancy
over another in the workplace to demand sexual favors from another, regardless of whether such demand
is accepted.

30
 Rule IX

Compliance and Reporting Violations

Section 1. PVAO personnel shall uphold the observance of all laws, rules and regulations in
accordance with their oath of office and to act at all times befitting of a public servant.

Section 2. PVAO officials and supervisors shall demonstrate their awareness of the Code standards
by modeling them in their own behavior. They shall have the responsibility to ensure that their
subordinates have received a copy of, read, and understood this Code.

Section 3. A complaint against any PVAO personnel under this Code shall be handled in accordance
with the Revised Rules on Administrative Cases in the Civil Service, without prejudice to other appropriate
legal or authorized action, if warranted.

Section 4. Any PVAO personnel who has personal knowledge of an infringement of this Code or
any applicable laws shall raise this issue with his/her concerned superior or official for appropriate action.
Such infringement may likewise be reported anonymously to the Resident Ombudsman or to an appropriate
superior or official.

Rule X

Penalties

Section 1. Offenses Against Persons

a. Physical fighting or deliberate attempt to inflict or cause bodily harm or injury upon another;
or, have in fact inflicted or caused bodily harm to another, either personally or through other
persons, for any reasons, and within PVAO premises, property, or elsewhere, if

started from within and consummated outside PVAO premises, or during PVAO sponsored
activities.

1st Offense -------- Written Warning

2nd Offense -------- Suspension

b. Commission of crime, threats, intimidation, provoking a fight, undue interference, coercion

against any employee, or person of authority, inside PVAO premises.

1st Offense -------- Written Warning

2nd Offense -------- Suspension

c. Use of profane, abusive, defamatory, or slanderous language; making false rumors, malicious
statements against another employee, or person of authority.
1st Offense -------- Written Warning
2nd Offense -------- Suspension

31
d. Uncontrolled temper unbecoming of an Official, Supervisor, and/or an Employee.

1st Offense ----- Verbal Warning

2nd Offense ----- Written Warning

3rd Offense ----- Suspension

Section 2. Offenses Against Property

a. Any act of stealing, whether from fellow employees, from superiors, from suppliers/dealers,
from visitors.
1st Offense -------- Suspension
2nd Offense -------- Dismissal

b. Any act of stealing or theft of PVAO property, including the malicious removal and/or
transfer of PVAO property without proper authorization and documentation. Suspension
1st Offense -------- Suspension
2nd Offense -------- Dismissal

Section 3. Infraction Against PVAO Interest and Policy

a. Any act of fraud or willful breach of trust reposed on the employee, especially act constituting
falsification misrepresentation, tampering, or fraudulently altering personnel/employment records,
file, time record, and other personnel and/or PVAO documents.

1st Offense -------- Dismissal

b. Disclosing confidential or classified PVAO information, record, technical data, business plans,
without proper authorization.

1st Offense -------- Dismissal

c. Deliberate concealment of conflict of interest situations in order to have personal gain.

1st Offense -------- Suspension

2nd Offense -------- Dismissal

d. Misappropriation and/or malversation of PVAO funds, including the tampering of travel

reimbursement receipt/documents.

1st Offense -------- Dismissal

e. Leaves Without Pay in excess of five (5) days within twelve (12) month period and confirmed
by the AdministrativeDivision

6th Day -------- Verbal Warning

32
 7th Day -------- Written Warning
8th Day -------- Suspension
f. Absence Without Official Permission (AWOP) or leave.
Below a month ------- Written Warning
More than a month -------- Dismissal

g. Tardiness in excess of two (2) HOURS within a month, with each violation committed only
AFTER the FIFTEEN (15) MINUTES grace period, and each month considered as a specific
offense:

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning

3rd Offense -------- Suspension

4th Offense -------- Dismissal

h. Wasting time, loitering, or abandoning work area/station during work hours without proper
permission from the immediate superior.

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning

3rd Offense -------- Suspension

4th Offense -------- Dismissal

i. Sleeping on the job, while on duty, or within PVAO time.

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning
3rd Offense -------- Suspension

j. Deliberately slowing down or disrupting operation, office work, and/or engaging in sabotage of
PVAO operations or cause losses to the PVAO.
1st Offense -------- Suspension
2nd Offense -------- Dismissal

k. Serious misconduct, insubordination or willful disobedience of superior’s lawful order, request,

including refusal to perform or accept job assignments.

1st Offense -------- Written Warning

2nd Offense -------- Suspension
3rd Offense -------- Dismissal

l. Gross, habitual, and inexcusable negligence, carelessness, incompetence or lack of knowledge

resulting in quality or safety problems, accidents or work disruption.
1st Offense -------- Suspension
2nd Offense -------- Dismissal
33
 m. Failure to wear the prescribed uniform,

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning

3rd Offense -------- Suspension

n. Failure to time-in and time-out for attendance.

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning
3rd Offense -------- Suspension

p. Reporting for work under the influence of liquor and/or prohibited drugs.
1st Offense -------- Written Warning
2nd Offense -------- Suspension

q. Using or operating PVAO equipment, machinery, or vehicle without proper authorization and
documentation.

Not resulting to damages or injury to self and other:

1st Offense -------- Verbal Warning

2nd Offense ------- Written Warning
3rd Offense -------- Suspension

Resulting to damages and/or injury to self or others:

1st Offense -------- Suspension
2nd Offense -------- Dismissal

Section 4. Infractions against Security, Public Order, and Public Morals

a. Sexual harassment under RA 7877 (Anti Sexual Harassment Act of 1995)

1st Offense -------- Suspension
2nd Offense -------- Dismissal

b. Committing or engaging in any indecent act, immoral conduct, illicit relationship, or any act of
lasciviousness, including but not limited to, any unwanted or unwelcome sexual advances, demand
or requests for sexual favors, verbal or physical conduct of sexual or otherwise offensive nature,
the display of sexually suggestive objects or pictures, offensive comments, jokes, innuendoes, or
other sexually oriented statement, made by an employee to another employee, applicant, trainee,
or person transacting or carrying out official matters or business with the PVAO, where the act/s
or circumstances do not constitute sexual harassment under RA 7877 (e.g. where the offender-
employee has no authority, influence, or moral ascendancy over the party, etc.).

1st Offense -------- Suspension

2nd Offense -------- Dismissal
34
c. Deliberate disregard and/or violation of PVAO security and safety rules and regulations.

1st Offense -------- Suspension

2nd Offense -------- Dismissal

d. Use, peddling, and/or distribution of prohibited drugs.

1st Offense -------- Dismissal

e. Possession and/or distribution of printed materials that are illegal, subversive, immoral, and/or
unauthorized by PVAO, within its premises and/or during office hours.

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning
3rd Offense -------- Suspension

f. Deliberate lying during formal PVAO investigation. -------- Suspension

g. Forcing entry into PVAO Building without proper authorization. ------ Suspension

h. Failure to wear PVAO ID and/or refusal to submit to security checks being instituted by PVAO.

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning
3rd Offense -------- Suspension

i. Possession and/or concealment of firearm and/or deadly weapon within PVAO premises
without proper authorization or clearance from the Guard Security.
1st Offense -------- Written Warning
2nd Offense -------- Suspension

j. Deliberately defacing and/or destroying PVAO property. ------- Suspension

h. Having a serious contagious disease that can endanger other employees, knowing about it but
deliberately concealing it from management and medical staff. ------ Suspension

i. Excessive drinking and public drunkenness within PVAO premises and/or during office hours.

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning
3rd Offense -------- Suspension

j. Receiving of gifts from client to facilitate action in favor the requesting party.
1st Offense -------- Written Warning
2nd Offense -------- Suspension

35
 k. Disorderly conduct of any kind like gossiping, shouting, or horse playing; littering and
unsanitary maintenance of one’s work area; and any act of discourtesy toward customer, client,
and/or other employees andofficials.
1st Offense -------- Written Warning
2nd Offense -------- Suspension

l. Conspiracy with other official and/or employee in the commission of any acts that are
disadvantageous to the interest of the PVAO. --------Dismissal

Section 5. Infraction Against Public Safety and Health

a. Failure by employee to report immediately any damage or defect of PVAO vehicles, office
machine or equipment that are under his/her care and resulting to accident, or increase in cost of
repair, or total wreck.
1st Offense -------- Written Warning
2nd Offense -------- Suspension

b. Operating or tinkering with PVAO vehicle, Office Machine or requirement, the use and
operation of which requires specialized skills or training, and to which the employee has not been
assigned or givenauthority.
1st Offense -------- Written Warning
2nd Offense -------- Suspension

c. Without prior authority, allowing a third person to operate or tinker with PVAO vehicle, use/
operate office machine, and/ or specialized tools and equipment resulting to damage.

1st Offense -------- Written Warning

2nd Offense -------- Suspension

d. Failure to report to the immediate superior any accident encountered within PVAO premises.

1st Offense -------- Verbal Warning

2nd Offense -------- Written Warning
3rd Offense ------ Suspension

e. Smoking or cooking in confined space or prohibited areas.

1st Offense -------- Written Warning

2nd Offense -------- Suspension

Rule XI

Enforcement

Section 1. PVAO shall take a swift and decisive action on any verifiable information in violation of
any provisions hereof or any applicable laws.

36
 Section 2. Any PVAO personnel being harassed or coerced in relation to any investigation or case
concerning any provisions hereof or any applicable laws shall resort initially to the grievance mechanism.

Rule XII

Suppletory Rules

All provisions of law, rules and regulations governing or regulating the conduct of public officials
and employees shall likewise apply to these rules.

Rule XIII

Amendment

The PVAO Management may amend or modify this Code as may be needed.

Rule XIV

Effectivity

This Code shall take effect five (5) days following the issuance and circulation of an Office
Memorandum informing all PVAO personnel of the adoption of this Code.

LTGEN ERNESTO G. CAROLINA AFP (RET.)

Administrator

37
GIFTS
GIFTS & BENEFITS
AND POLICY
BENEFITS POLICY

OFFICE CIRCULAR NO: 12-02

I. REFERENCES

a. Republic Act No. 3019, “Anti-Graft and Corrupt Practices Act”;

b. Republic Act No. 6713, “Code of Conduct and Ethical Standards for Public Officials and
Employees”;
c. Administrative Order No. 255 dated 30 January 2009;
d. PVAO Code ofConduct.

II. PURPOSE
Guided by the principles that a public office is a public trust and all public officers and employees
must at all times be accountable to the people, serve them with utmost responsibility, integrity, loyalty, and
efficiency, act with patriotism and lead modest lives and consistent with the efforts of the national
government to create a graft-free working environment, the Philippine Veterans Affairs Office is committed
to upholding the highest standards of professionalism, honesty and integrity throughout the Agency.
Public servants are at all times expected to manifest professionalism, honesty and integrity. Thus,
any act of indiscretion or impropriety, or suspicion of indiscretion on their part, shall greatly affect the
image of the Agency and the people’s confidence in it.
In this light, there is an imperative need to establish rules on gifts and benefits that are peculiar to
the officials and employees of PVAO.

II. COVERAGE
This policy shall apply to all officials and employees of the Philippine Veterans Affairs Office,
including those holding temporary and co-terminus appointments.
Consultants, personnel under contract of service arrangement, and on-the-job trainees are also
covered by these rules.
These rules shall apply in addition to other prohibitions on soliciting and receiving gifts and benefits
imposed by RA 3019, RA 6713, and other relevant laws.

III. DEFINITION OFTERMS

“Agent” – a person who acts in representation of another.

38
 “Gift” – refers to a thing disposed of gratuitously in favor of another, and shall include a simulated sale
or a disposition onerous to the giver and/or unduly beneficial to the recipient.
“Gift of Influence” – refers to a gift that is intended to generally ingratiate the giver with the recipient
for favorable treatment in the future
“Gift of gratitudeor gift of appreciation” – refers to a gift offered to an individual or agency in
appreciation of performing specific tasks or for exemplary performance of duties. Gifts to officials and
employees who speak at official functions would be considered under this classification.
“Token Gift” – refers to a gift that is offered in business situations to the agency or to any official or
employee representing the agency. Such gifts are often small office or business promotional items such
as pens, calendars, and stationeries.
“Ceremonial Gift”– refers to a gift from one agency to another. Such gifts are often provided to a
host agency when conducting official delegates from another organization, or delegations from overseas.
“Benefit” – refers to a right, privilege, entertainment, exemption or any other similar act of liberality in
favor of another.
“Bribe” – refers to a gift or benefit offered to or solicited by an official or employee to influence that
person to act in a particular way.
“Nominal Value” – refers to the monetary limit of acceptable gifts. For the purpose of this policy, a
value that is equal to or less than One Thousand Pesos (P1,000.00).
“Cumulative Value” - refers to the total value of gifts over a period of time

IV. GUIDELINES ONTHE ACCEPTANCE OF GIFTS AND BENEFITS

1. Acceptance of any gift or benefit aimed to influence your duties is prohibited.

PVAO officials and employees should never expect to get anything extra for doing what we are
paid to do. We should not seek or accept any payment, gift or benefit intended or likely to
influence, or that could be reasonably perceived by an impartial observer as intended or likely to
influence us:
a. To act in a particular way (including making a particular decision);
b. To fail to act in a particular circumstance; or
c. To otherwise deviate from the proper exercise of our official duties.

2. Attempts at bribery must be resisted and immediately reported.

PVAO Officials and employees must refuse to accept any gift or benefit believed to be offered as
a bribe to take or not take any action. You must report any such attempt immediately to the
immediate supervisor or division chief, and whenever relevant, the police should be notified.

Any official or employee who becomes aware of soliciting gifts or benefits or accepting a bribe must
immediately report that fact or suspicion to the Administrative Division, who will advise the Resident
Ombudsman.

39
3. Acceptance of gifts of money is strictly prohibited.

In no circumstances must any official or employee accept a gift of money in connection with their
official duties.

4. All gifts and benefits need to be declared.

All gifts and benefits apart from moderate hospitality need to be declared and recorded in the Gift
Register. This includes gifts and benefits that are offered to you but which you refuse. This extends
to any gift or benefit offered to a family member that arises in connection with your official duties
or could be perceived to be connected with your official duties by a reasonable observer.

The policy applies at all times including Christmas and other cultural or religious occasions where
gifts or benefits may be offered.

5. Approval must be obtained from the Administrative Division to keep any gift or
benefit.

Once a gift or benefit had been declared, the Chief, Administrative Division will endorse the action
taken by the official/employee with respect to its disposal or direct you to take specific disposal
action.

The official/employee must abide by that decision or seek the Resident Ombudsman’s permission
for any alternative course of action. Details of the declaration including the endorsement or
otherwise by the Chief, Administrative Division shall be recorded in the Gifts Register.

6. Acceptance of gifts or gratitude or appreciation of nominal value are generally

permitted.

It is generally permissible for any official or employee to accept and keep gifts or benefits of
nominal value given in gratitude or appreciation for work done so long as the relationship between
the PVAO official/employee and the gift giver has been completed and that the official/employee
are unlikely to make any decision in the future that involves that client or organization. If there is
any doubt about the intention of the gift giver or the value of the gift, then you should discuss the
issue with the Chief, Administrative Division and seek their direction on how the gift is to be
disposed of.

7. Inadvertent acceptance of gifts of appreciation or gratitude above nominal value.

In circumstances where a gift or benefit with a nominal value greater than PESOS: THREE
HUNDRED (P300.00) is inadvertently accepted by an official or employee and may not be easily
returned, it must be immediately declared. Examples would include: a wrapped gift not opened in
the presence of the giver, gifts accepted for cultural, protocol or other reasons where returning the
gift would be inappropriate, anonymous gifts and gifts received in a public forum where attempts
to refuse or return it would cause significant embarrassment or offense.

Decisions on whether such gifts may be kept by an official or employee will be made on a case-
to-case basis. If the value of the gift is marginally above the nominal value, it may be kept by the
receiver so long as there is no suggestion that it is a gift of influence. If the value is greater

40
 than the nominal value, the gift must become the property of the Agency and must be disposed of
by other means.

8. Restrictions on accepting cumulative gifts of nominal value.

If you are offered more than two (2) gifts of appreciation or gratitude less than the nominal value
within a six (6) months period by the same period or organization, they will be regarded as a
cumulative gift that will need to be shared with other employees or donated. In such circumstances,
consideration should also be given to whether the “serial giving” is an attempt to influence an
official/employee. This should be discussed with the Chief, Administrative Division.

9. Acceptance ofPrizes.

Any gift or benefit that is won as a result of entering a competition while engaging in official
duties (e.g. lucky door prizes at seminars) must be declared. If the Agency has a purchaser business
relationship with the organization that provided the prize or has or is likely to exercise any of its
investigation or scrutiny powers in relation to that organization, then acceptance of the prize may
lead to a perception of improper influence. In such circumstances, the prize should be publicly
declined. If those circumstances do not apply, the prize becomes the property of the Agency and
a decision on its disposal will be made through the PVAO Management Committee upon
endorsement of the Chief, Administrative Division. Generally, the prize should be shared among the
team or used as a prize at a future team or office function.

10.Acceptance of gifts and benefits associated with procurement is prohibited.

Officials and/or employees in procurement/purchasing decisions should not accept any gift or
benefit from potential suppliers and should refuse any such offers. This does not include modest
hospitality such as tea, coffee or sandwiches offered during meetings.

11.Disposal of gifts or benefits arising from purchase incentive schemes.

Any gift or benefit that is obtained as a result of a purchase incentive scheme belongs to the
Agency and must be only used for official purposes. Its use should not be restricted to the officer
responsible for making the purchase or procurement.

12.Accepting of token gifts and hospitality at work-related functions.

There is no requirement to declare receipt of token gifts and modest hospitality including food and
beverages that are provided by another Agency or individual as part of normal work related
activities including interviews, business meetings conference and seminars where they are given to
all participants. However, if the token gift is more than the nominal value or the hospitality is
significantly more than the usual any individual would offer in similar circumstances and/or there
is any suggestion or reason to possibly perceive that it may be offered in an attempt to influence
official duties of a PVAO official/employee, it must be declared.

Any offer of free or subsidized travel and accommodation to attend a meeting or conference either
as a participant or presenter needs to be declared and approved by the PVAO Management
Committee.

41
 13.Provision of gifts and benefits to others.

It is acceptable practice for an official and/or employee to offer modest hospitality to individuals
and representatives of other agency/ies who visit our Office for work related activities. It is also
acceptable to give tokens of appreciation to individuals who have given non-paid presentations to
PVAO officials and/or employees. Such gifts must be approved by the PVAO Management
Committee upon endorsement by the Chief, Administrative Division, and should be of nominal value
or less.

It is also acceptable to give ceremonial gifts to visiting delegations from other Offices, local or
international. These should generally be of nominal value or less otherwise approved by the PVAO
Management Committee.

V. PROCEDURE ON THE ACCEPTANCEOF GIFTS AND BENEFITS

1. PVAO officials and employees should use the decision making guide found on the next page to
assist them to decide whether or not to refuse any gift or benefit.

2. All declarations of gifts or benefits offered or accepted must be made through the PVAO Gift
Register Window by accomplishing the prescribed declaration form.

3. The Chief, Administrative Division will either endorse the disposal action taken by the
official/employee to the PVAO Management Committee or direct you on how to dispose of the gift
or benefit in accordance with principles set out in this policy.

4. All such decisions will be recorded in the Register which resides in the custody of the Administrative
Division.

5. The Chief, Administrative Division will review the register every six (6) months to ensure compliance
with thispolicy.

42
VI. DECISIONMAKINGGUIDE IN THE ACCEPTANCEOF GIFTS AND BENEFITS
The following decision making guide from the ICAC Publishing Managing Gifts and Benefits in the
Public Sector Toolkit, June 2006 can assist PVAO officials and employees in making initial decisions
about whether it is appropriate to refuse a gift or benefit. In all circumstances, any gift or benefit that
is subsequently accepted must be declared and disposed of in accordance with this policy.

Is the gift one of money or readily exchanged for money?

YES – refuse offer report NO – lower risk, now

to Administrative Division consider

Is it offered in exchange for you doing something in your official capacity?

YES – refuse offer & report NO – lower risk, now

to Administrative Division consider

Could the gift be seen by other people to influence your behavior as a public official?

YES – refuse offer NO – lower risk, now consider

Will you or others in the office be making important decisions regarding

the gift giver in the near future?

YES – refuse offer NO – lower risk, now

consider

Is the gift expensive?

YES – refuse offer unless: NO – lower risk, now

It was a ceremonial gift (although not all ceremonial gifts will consider
necessarily be expensive); if accepted ensure that appropriate
documentation and approvals are completed.

Have you received other gifts from this person/agency recently?

YES – consider gifts as a series and refuse NO – lower risk, accept gift then declare and
offer it as a whole, they exceed nominal obtain approval for its keeping or disposal
value

43
VI. PENALTIES
Any violation of these Rules shall be a ground for disciplinary action, without prejudice to the filing of
appropriate criminal charges, if warranted, against the erring official and/or employee.

VI. EFFECTIVITY
This policy takes effect upon approval.

LTGEN ERNESTO G. CAROLINA AFP (RET.)

Administrator

44