Glossary of Terms
A reference guide for commonly used terms in the Personnel Management System.
Employee Records
| Term | Description |
|---|---|
| Employee ID | Unique identifier assigned to each employee in the system |
| Service Record | Official documentation of an employee's government service history |
| Plantilla Position | Authorized permanent position in the organizational structure |
| Casual/Contractual | Non-permanent employment arrangements |
| Salary Grade (SG) | Government pay scale classification (SG 1-33) |
| Step Increment | Pay increase within a salary grade based on length of service |
Employment Status
| Status | Description |
|---|---|
| Regular | Permanent employee with full benefits |
| Casual | Temporary employee hired for specific periods |
| Contractual | Employee under contract for specific projects or duration |
| Job Order | Non-employee engaged for specific tasks without employer-employee relationship |
| Consultant | Expert engaged for advisory or technical services |
Timekeeping
| Term | Full Name | Description |
|---|---|---|
| DTR | Daily Time Record | Official record of employee attendance showing time in/out |
| Biometric | Biometric Device | Fingerprint or facial recognition device for attendance capture |
| Time In | Clock In | Recording arrival time at work |
| Time Out | Clock Out | Recording departure time from work |
| Undertime | Early Departure | Leaving before official end of work hours |
| Tardiness | Late Arrival | Arriving after official start of work hours |
| Absent | Absence | Failure to report for work |
Leave Types
| Code | Leave Type | Description |
|---|---|---|
| VL | Vacation Leave | Leave for personal reasons, rest, or recreation |
| SL | Sick Leave | Leave due to illness or medical treatment |
| FL | Force Leave | Mandatory leave required by the organization |
| ML | Maternity Leave | Leave for female employees due to childbirth |
| PL | Paternity Leave | Leave for male employees due to spouse's childbirth |
| SPL | Special Privilege Leave | Leave for special occasions (birthday, wedding anniversary, etc.) |
| SoloP | Solo Parent Leave | Additional leave for qualified solo parents |
| VAWC | Violence Against Women and Children Leave | Leave for victims of violence |
| CTO | Compensatory Time-Off | Time off earned from overtime work |
| EL | Emergency Leave | Leave for urgent family matters |
| SIL | Special Illness Leave | Extended leave for serious illness |
| RL | Rehabilitation Leave | Leave for rehabilitation from work-related injury |
| SEL | Special Emergency Leave | Leave during calamities or disasters |
| AL | Adoption Leave | Leave for legally adopting a child |
| MCW | Magna Carta for Women Leave | Special leave for women undergoing surgery due to gynecological disorders |
Leave Status
| Status | Description |
|---|---|
| Pending | Leave request submitted, awaiting approval |
| Approved | Leave request approved by supervisor/approver |
| Rejected | Leave request denied |
| Cancelled | Leave request withdrawn by employee |
| For Review | Leave request under evaluation |
Attendance Documents
| Term | Description |
|---|---|
| Pass Slip | Authorization for brief absence during work hours (personal errands, medical) |
| Mission Slip | Authorization for official business outside the office within the day |
| Travel Order | Authorization for extended official travel requiring overnight stay |
| Locator Slip | Document indicating employee's location during official business |
Leave Credits
| Term | Description |
|---|---|
| Leave Balance | Remaining available leave days for the employee |
| Leave Credit | Accumulated leave entitlement |
| Accrual | Periodic addition of leave credits (usually monthly) |
| Monetization | Converting unused leave credits to cash |
| Terminal Leave | Cash value of accumulated leave upon separation from service |
| Leave Ledger | Record of all leave credit transactions |
Compensatory Credits
| Term | Description |
|---|---|
| CTO Credit | Time-off earned from authorized overtime work |
| Overtime | Work performed beyond regular hours |
| Credit Earning | Accumulation of compensatory time from overtime |
| Credit Usage | Utilization of earned CTO as time off |
Performance Management
| Term | Full Name | Description |
|---|---|---|
| IPCR | Individual Performance Commitment and Review | Performance evaluation for individual employees |
| OPCR | Office Performance Commitment and Review | Performance evaluation for organizational units |
| SPMS | Strategic Performance Management System | Government performance management framework |
| MFO | Major Final Output | Key deliverables expected from an office or position |
| KRA | Key Result Area | Major responsibility areas for performance evaluation |
| KPI | Key Performance Indicator | Measurable values demonstrating effectiveness |
Performance Rating Scale
| Rating | Adjectival | Description |
|---|---|---|
| 5 | Outstanding | Performance far exceeds expectations |
| 4 | Very Satisfactory | Performance consistently exceeds expectations |
| 3 | Satisfactory | Performance meets expectations |
| 2 | Unsatisfactory | Performance falls short of expectations |
| 1 | Poor | Performance significantly below expectations |
Performance Dimensions
| Dimension | Description |
|---|---|
| Quality | How well the work was performed (accuracy, completeness, appearance) |
| Efficiency | How resourcefully the work was completed (cost, time, resources used) |
| Timeliness | How promptly the work was delivered (meeting deadlines) |
Performance Review Periods
| Period | Description |
|---|---|
| First Semester | January to June evaluation period |
| Second Semester | July to December evaluation period |
| Annual | Full year evaluation |
Performance Review Status
| Status | Description |
|---|---|
| Draft | Review being prepared, not yet submitted |
| For Review | Submitted for supervisor evaluation |
| Reviewed | Supervisor has completed evaluation |
| Approved | Final approval received |
| Returned | Sent back for corrections |
Personal Information
| Term | Description |
|---|---|
| PDS | Personal Data Sheet - comprehensive employee information form |
| SALN | Statement of Assets, Liabilities, and Net Worth |
| CSC Eligibility | Civil Service Commission examination passed |
| PRC License | Professional Regulation Commission license |
Government IDs
| ID Type | Description |
|---|---|
| TIN | Tax Identification Number |
| SSS | Social Security System Number |
| GSIS | Government Service Insurance System Number |
| PhilHealth | Philippine Health Insurance Corporation Number |
| Pag-IBIG | Home Development Mutual Fund Number |
Military Terms (for military personnel)
| Term | Description |
|---|---|
| Rank | Military grade or position in the hierarchy |
| MOS | Military Occupational Specialty |
| Duty Station | Assigned location or unit |
| Tour of Duty | Period of assignment to a particular station |
| Service Category | Classification of military service type |
Document Abbreviations
| Term | Full Name |
|---|---|
| HR | Human Resources |
| HRIS | Human Resource Information System |
| FY | Fiscal Year |
| CY | Calendar Year |
| COC | Certificate of Completion |
| COE | Certificate of Employment |
| NOA | Notice of Appointment |
| NOS | Notice of Salary |