DFA Citizen's Charter

TABLE OF CONTENTS
Pages
Mission / Vision
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4 - 23
24 - 35
36 - 42
43 - 48
Office of the Undersecretary for Migrant Workers Affairs .
49
50 - 76
Performance Pledge
Office of Consular Affairs

Passport .
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Authentication .
Consular Records
Visa .
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Walk in
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Assistance to Kidnapping and Hostage-taking Victims

Claims for Benefits (Employment, Death and Insurance)
Employment Related Complaints
Financial Support
Human Trafficking
Illegal Recruitment / Human Smuggling
Jail Visitation / Assistance to Detained OFW
Provision of Services of Lawyer/Counsel
Repatriation (Individual and Mass)
Shipment of Personal Belongings
Shipment of Remains
Whereabouts
Letters / Faxes
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77 - 102
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103
104 115

Financial Support
Human-trafficking Illegal Recruitment / Human Smuggling
Jail Visitation / Assistance to Detained OFW
Repatriation (Individual/Mass)
Shipment of Remains
Whereabouts
Office of the Undersecretary for Special Concerns

Overseas Absentee Voting (OAV)
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.
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OAV Registration Process for New OAV Registrants

OAV Registration Process for Personal Voting
OAV Registration Process for Applicants without Biometrics or with Incomplete Biometrics Data
OAV Registration Process for Transfer of Registration Records
OAV Registration Process for Voting by Mail
Foreign Service Institute
116
117 120
Bids and Awards Committee
121
122 126
Carlos P. Romulo Library

Readers Services
Public Bidding in the Procurement of Goods, Infrastructure, and Consulting Services
Board of Foreign Service Administration (BFSA)

Issuance of Certificate of No Pending Administrative Case
127
128
MISSION
To advance the interest of the Philippines and the Filipino people in the world community
VISION
THE DEPARTMENT OF FOREIGN AFFAIRS is the prime agency of government responsible for the pursuit of the States foreign policy and the nerve
center for a Foreign Service worthy of the trust and pride of every Filipino.
We are an organization of competent, dedicated and highly motivated personnel, who devote their energies to the benefit of the Filipino people.
We implement foreign policy with the highest standards of professionalism and commitment.
We pursue bilateral, regional and multilateral relations to advance the interest of the Philippines and the Filipinos.
We build partnerships with national security and development agencies, think-tanks, and the academe, the private sector, the media and civil society in
the interest of the nation and the people.
We endeavor to promote regional and global cooperation in order to achieve peace, prosperity and stability.
In the global arena, we work for social justice especially for the poor, human rights and fundamental freedoms, and a democratic way of life.
We are committed to secure a world free from serious environmental degradation, transnational crime and proliferation of nuclear weapons.
Our missions abroad are the partners of Filipinos overseas in the pursuit of the national interest and in the promotion and protection of their rights and
well-being;
We have a highly responsive system, which ensures effective delivery of services.
Our personnel are our greatest asset.
We are committed to the personal, professional and career development of each employee.
In pursuit of our goals, we strive for and live by the principles of excellence, integrity and patriotism.
PERFORMANCE PLEDGE
We are an organization of competent, dedicated and highly motivated personnel, who adhere to the highest ethical standards of government
service, and who devote our energies for the benefit of the Filipino people.
We have a highly responsive system, which ensures effective delivery of services.
Our personnel are our greatest asset and are committed to delivering quality service to the Filipino people. In pursuit of these goals, we
pledge to:
Deliver prompt, efficient and courteous service utilizing a highly responsive system manned by competent, dedicated and highly motivated
personnel, Mondays to Fridays, from 8:00 a.m. to 5:00 p.m.;
Formulate procedures that comply with service standards which ensure effective delivery of service to the Filipino people;
Assist our countrymen anytime and anywhere in the Philippines and around the world;
Continue improvements of existing procedures and explore new ones for the betterment of the service;
Adapt world-class norms and standards from both local and international service regulations;
Respond to clients complaints at the soonest possible time through the DFA Action Center and take corrective measures;
Empower the public through 24/7 access to information on our policies, programs, activities and services through our website dfa.gov.ph, our
Consular Assistance Center at 556-0000, and our DFA Action Center at 834-3333;
Serve and protect the rights of Filipinos in the Philippines and abroad.
Our Mission is to advance the interest of Filipinos,
This we pledge.
Office of Consular
Affairs
3
Passport Division
4
Office of Consular Affairs

Passport Services
Consular Information Center
834-4000 / Telefax: 836-7759
Schedule of Availability of Services:
Monday Friday, from 7:00am to 4:00pm
Who May Avail of the Service:

All Filipino citizens
Requirements:
FOR FIRST TIME PASSPORT APPLICANT
*PERSONAL APPEARANCE IS REQUIRED
Duly accomplished application form

Birth Certificate (BC) in Security Paper (SECPA) issued by the National Statistics Office (NSO) or Certified True Copy (CTC) of BC issued by the Local
Civil Registrar (LCR) duly authenticated by NSO. If Marriage Certificate or Birth Certificate is blurred, Certified True Copy from Local Civil Registrars Office is
required.
Supporting documents to prove identity (refer to the List of Supporting Documents)
In Case of No Birth Record:

If born after 1950:
Apply for the delayed registration of birth from the Local Civil Registry Office.
Submit authenticated birth certificate from NSO and supporting public document/s with correct date and place of birth (i.e. From 137 with readable dry seal,
Voters Registration Record, Baptismal Certificate with readable dry seal or Office on Muslim Affairs Certificate).
If born on or before 1950:
Certificate of Non-Availability of Birth Record from NSO

Joint Birth Affidavit
Any supporting public document/s with correct date and place of birth (i.e. From 137 with readable dry seal, Voters Registration Record, Baptismal
Certificate with readable dry seal or Office on Muslim Affairs Certificate).
Additional Requirements:
For married women who wants to adopt the surname of her spouse:
Marriage Contract (MC) in Security Paper issued by NSO or Certified True Copy issued by the Local Civil Registrar, duly authernticated by NSO.
For spouse of foreign national:
Marriage Contract (MC) in Security Paper issued by NSO or Certified True Copy issued by the Local Civil Registrar, duly authernticated by NSO.
Original and photocopy of Commission of Filipinos Overseas (CFO) Guidance and Counseling Certificate of Attendance. (CFO-Tel.no. 561-8321)
FOR MINOR APPLICANT (below 18 years old)
Personal appearance of the minor

Personal appearance of either parent, Marriage Contract and proper IDs of the parent (if minor is of legitimate status).
Personal appearance of mother and mothers proof of identity (if minor is of illegitimate status).
Birth Certificate (BC) in Security Paper (SECPA) issued by the National Statistics Office (NSO) or Certified True Copy (CTC) of BC issued by the Local
Civil Registrar (LCR) duly authenticated by NSO. If Marriage Certificate or Birth Certificate is blurred, Certified True Copy from Local Civil Registrars Office is
required.
Document of identity, if minor is 8-17 years old (for first time applicants only)
Original and photocopy of the valid passport of the traveling companion except if the applicant is traveling alone.
If minor is NOT traveling with either parent or alone:
Original and photocopy of DSWD Clearance (DSWD-525-2445)
Affidavit of Support and Consent (ASC) from a parent indicating the name of the traveling companion and relationship to the minor. If illegitimate, minor
should execute the ASC.
If both parents are abroad:
Affidavit of Support and Consent (ASC) from parents indicating the name of the travelling companion and must be authenticated by the nearest
Philippine Embassy or Consulate General if not executed before a Consul.
Special Power of Attorney designating the representative by name and authorizing him/her to apply for the passport on behalf of the minor and must be
authenticated by the nearest Philippine Embassy or Consulate General if not executed before a Consul. In case the authorized party is not the traveling
companion, ASC must indicate the name of the traveling companion.
Passport and photocopy of the passport of the travelling companion of the minor.
Original and photocopy of proper ID of the duly authorized representative.
If minor is legitimated by subsequent marriage of parents:

Authenticated Birth Certificate from NSO with annotation regarding new status as legitimated and full name of the child.
Marriage Contract of the parents from NSO.
If minor is illegitimate but acknowledged by father:
Amended birth certificate from NSO reflecting surname of father with Affidavit of Acknowledgement and Consent to use the surname of father. (If the birth
certificate already reflects the last name of the father, NSO BC is sufficient).
If minor is born abroad:
Report of birth from the nearest Philippine Embassy or Consulate General, duly authenticated by NSO.
Foundling: (if no longer a minor, supporting public documents establishing identity)
Certificate of Foundling authenticated by NSO
DSWD Clerance
Passport of the person who found the applicant
Letter of Authority or endorsement from DSWD for the issuance of passport
Orphaned minor applicant:
Authenticated birth certificate from NSO
Authenticated death certificate of parents from NSO
Court order awarding guardianship of the orphaned minor applicant or substitute parental authority under Article 214 and 216 of the Family Code.
DSWD Clearance
Original and photocopy of the valid passport of the traveling companion
Legally adopted:
Certified true copy of the Court Decision / Order on Adoption and Certificate of Finality
NSO birth certificate before adoption
NSO amended Birth Certificate
DSWD clearance for minor applicant, if traveling with the person other than the adopting parents
Minor applicant whose mother is likewise a minor:
Personal appearance of the mother and maternal grandparents
Affidavit of Support and Consent from maternal grandparents
Proof of identity of mother and maternal grandparents
Original and photocopy of the passport of the traveling companion
DSWD Clearance if traveling with the person other than the maternal grandparents
FOR MUSLIM APPLICANTS (same general requirements stated above)

Additional requirement for late registered Muslim applicants:
Certificate of Cultural Affiliation from the Office on Muslim Affairs
For converts who would like to use their Muslim name:
Submit annotated Birth Certificate (BC) in Security Paper (SECPA) bearing the Muslim name
Office on Muslim Affairs Certificate of Conversion
FOR RENEWAL OF PASSPORT APPLICANT

For Brown Passport or issued prior to 01 May 1995
Old Passport and photocopy of passport pages 1,2 and 3 (amendment)
Birth Certificate to determine complete middle name
For Green Passport or issued after 01 May 1995
Present passport and photocopy of the first page and last page showing the signature of the Passport Signing Officer
For married women who wants to use the surname of spouse:
Marriage Contract (MC) in Security Paper (SECPA) issued by NSO or CTC issued by the Local Civil Registrar, duly authenticated by NSO
If marriage was held abroad:
Report of Marriage Report from the nearest Philippine Embassy or Consulate General, duly authenticated by NSO.
FOR REPLACEMENT OF LOST PASSPORT

For LOST VALID PASSPORT
Submit same documents required for first time passport applicants
Affidavit of Loss
Police Report
Note: There will be a 15-day clearing period prior to the processing of application for replacement of LOST VALID PASSPORTS
For LOST EXPIRED PASSPORT
Submit same documents required for first time passport applicants
Affidavit of Loss
LIST OF SUPPORTING DOCUMENTS
Marriage Contract
PRC / IBP ID
Land Title
Drivers License
School ID / Company ID
Government Service Record
Old SSS E-1 form / or Digitized SSS ID
School Form 137 or Transcript of Record with readable dry seal
Voters Registration Record
Baptismal Certificate with readable dry seal
Seamans Book
Income Tax Retrun (Old)
Other documents that show full name, birth details of applicant, signature and citizenship
*For comments, complaints and assistance, please proceed to the Passport Directors Office / Officer-In-Charge.
PASSPORT FEES:
Regular Processing
(20 working days) P 950.00
Expedited Processing
(10 working days) - Additional P 250.00
For Replacement of Lost valid Passport
Additional P 200.00
Guidelines on Emergency Issuance of Passports

Passport issuance should follow the scheduled release dates. Immediate issuance should not be granted except for Emergency Reasons as
may be determined by the responsible Consular Officials. Immediate Issuance is not a right. It is a privilege which is subject to the following
guidelines:
1. The following are considered justifiable reasons for the immediate issuance of passports:
2.1 SERIOUS ILLNESS
Applicant has to attend to a member of his/her immediate family who is seriously ill;
2.2 DEATH
Applicant has to attend to the wake or burial of a member of his/her immediate family;
2.3 ASSISTANCE TO NATIONALS (ATN) CASE
ATN cases referred by OUMWA for immediate passport issuance;
2.4 OTHER ANALOGOUS / EMERGENCY CASES
As may be determined by the authorized officials.
2. All requests for immediate issuance shall be made in writing and supported by documentary
(if applicable) and other evidences.
3. Immediate Issuance of Machine Readable Passports may be granted only by the:
1.1 Secretary of Foreign Affairs
1.2 Assistant Secretary of the Office of Consular Affairs
1.3 Executive Director
1.4 Passport Director
1.5 Assistant Passport Director
1.6 Head, Courtesy Lane
10
1.7 Head, Individual Processing

1.8 Head, Agency Processing
1.9 Head, Pending Unit
1.10 Other Officers or employees of the department who are duly authorized by
the Passport Director
4. The applicant must comply with the documentary requirements of the law for the issuance of a
passport.
The following may be considered under ANALOGOUS / EMERGENCY CASES at the discretion of the Consular Officers:
1. Training / Education / Scholarship
2. Urgent work (OFW)
3. Applicant will be severely prejudiced if a passport is not issued.
Duration:
PROCESS
Individual Processing
Section
Individual Releasing Section
Agency Processing Section
DURATION
PROCESS
DURATION
22 minutes
RCO Releasing
10 minutes
10 minutes
38 minutes
28 minutes
10 minutes
Agency Releasing Section
31 minutes
Courtesy Services (CL)

CL Releasing
Diplomatic and Official
Passport Section (DOPS)
Regional Consular Offices

(RCOs)
29 minutes
DOPS Releasing
10 minutes
51 minutes
* Waiting time is not included in the Duration.
Location:
DFA Office of Consular Affairs Building, cor. Bradco and Diosdado Macapagal Avenue, Paraaque City
11
How to Avail of the Service:
Issuance of Passport (Individual Passport Processing)

STEP
LOCATION
CLIENT
DFA Office of
Consular Affairs
Building (cor. Bradco
and Diosdado
Macapagal Blvd.,
Paraaque City)
Get an appointment.
Thru phone:
call 737-1000
Thru internet:
log on to
www.passport.com.ph
Go to DFA Office of Consular
Affairs building according to
your schedule.
Proceed to gate 2 and approach
Appointment Desk. Present your
reference number.
Individual Processing
Section
(Gate2-Ground floor)
Proceed to Documents
Evaluation and Processing
Section. Submit Documents for
evaluation and processing.
SERVICE PROVIDER
DURATION
PERSON
IN-CHARGE
2 mins
CAPAC**
FEE
FORM
A reference number will be given by the phone operator

(thru phone) or after clicking the date and time icon (thru
internet)
Locates and gives the applicants pre printed application

form
Checks whether or not the applicant is included in the
Look-Out-List and if the applicant has a previous
passport based on the verified master list.
Assesses and evaluates the legality of the applicants
documents and establishes his/her true identity.
n/a
Passport
Application
Form
8 mins
Processor
Issues receipt for processing fee.*
Cashier
(2nd Floor)
Proceed to Cashier for payment

of passport fee.
Accepts payment and issue the official receipt.
Courier Services
(Passport Enrolment
Center-2nd floor)***
Proceed to Courier Counters

and present receipt and
payment
Accepts payment and receipt. ****
2 mins
Courier
Services
Personnel
950php for
Regular
Processing
1200php
for
Expedited
Processing
120php
per
Passport
Proceed to ePassport Encoder
Checks and detaches the application form and submitted

documents in preparation for the enrolment
Encodes the applicants personal information and scans
pertinent documents for electronic file.
Captures applicants photo and biometrics
Prints the Enrolment Certificate and requires the
applicant to thoroughly check the information before
signing the print out form.
10 mins
Encoder
n/a
Enrolment and
Encoding Section
(2nd Floor)
2 mins
Cashier
Official
Receipt
Passport
Application
Form
12
Individual Releasing
Section
(Gate 3-Ground
Floor)
Applicant comes back at the

scheduled release date.
Releasing
Officer
n/a
n/a
AFTER STEP 3 (ENROLMENT), APPLICANT MAY GO BACK TO DFA FOR RELEASING OF PASSPORT ACCORDING TO THE RELEASE DATE.
* Processor will ask the applicant if he/she wants his/her passport processed as regular or expedited. Additional 250 pesos for expedited processing and another additional 200
pesos as a penalty for replacement of Lost Valid Passports.
** Consular Affairs Public Assistance Center
*** Optional. May proceed to Enrolment after paying passport fees to the Cashier.
**** Passport for delivery will be delivered to applicants mailing address.
DURATION: 22minutes (time duration in the queue is not included)
Releasing of Individual Passport (E-Passport)

STEP
LOCATION
Releasing
Section
Holding Area
(Gate3Ground floor)
Releasing
Section
(Ground floor)
CLIENT
Proceed to the Individual Releasing
Section and place the receipt in the
drop box located at Window 35.
Wait for the name to be called.
Check all the details in the passport**
SERVICE PROVIDER
DURATION
PERSON
IN-CHARGE
Receives the applicants receipt and inform the

applicant to wait at the Releasing Section Holding
Area. The receipts are verified and shipping
numbers are placed on it.
Receipts are given to the locators at the 4th floor for
the passports to be located.
Once passport is located, applicant is called at the
window to receive his/her passport.
Requests the applicant to sign in the signature pad
and releases the pad.*
10 mins
Releasing
officer
n/a
n/a
FEE
FORM
n/a
n/a
n/a
END OF TRANSACTION
If owner is unable to claim his/her passport, only immediate family member are allowed to receive the passports together with the authorization letter of the bearer.
** For passports with problems, applicant must go to Customer Care Center (Pending Unit) for resolution.
DURATION: 10 minutes (time duration in the queue is not included)
13
Issuance of Passport (Agency Processing Section)

STEP
LOCATION
CLIENT
SERVICE PROVIDER
Liaison officers of the travel agency will log on at

www.dfa.gov.ph to acquire an appointment
schedule for their applicant.
Send a reply thru e-mail indicating the date and time

the applicant must appear for processing of his/her
application.
NOTE: Applicants information will be forwarded to
the EDP Section for pre-verification
Validates the appointment schedule and preverification of EDP in the Master List
Agency Processing
Section
(Gate 1-Ground floor)
2
DURATION
PERSON INCHARGE
1-2 days*
Appointment
Section
3 mins**
EDP
Verification***
FEE
FORM
I min
Evaluate documents to establish applicants identity.

On the day and time indicated in appointment
slip, liaison officers accompany their applicants to
proceed to the designated processing window to
present their applications.
n/a
If documents are complete and in order, passport

slip/receipt will be issued.
Rejected or unprocessed applications will be
returned to the applicant who will be given one (1)
week to come back for re-submission of their
applications.
Agency
Passport
Application
Form
Processor
15 mins
Cases of questionable citizenship and other

inconsistencies will be referred to the Passport
Directors Office for evaluation/resolution.
Cashier (2nd floor)
Pay the corresponding fee
Receives the payment and validate the receipt.
2 mins
Cashier
Enrolment Section
(2nd floor)
Applicant will proceed to the Enrolment Center

for the photo taking and capturing of biometric
data (that includes signature and thumb prints).
Read the entries to double check and sign the
Computer Generated Form.
Log in the production sheet.
Accept the application form, supporting documents

and passport slip/receipt.
Encodes the data, scan the application form and
other important documents.
Take a photo of the applicant, capture thumb prints
and signature of the applicant.
Prints the Computer Generated Form and attach
copy of the passport slip to it.
20 mins
Encoder
Agency Processing
Section (Releasing Area
, Gate 1-Ground Floor)
The liaison officer comes back at the scheduled

release date.
950php
Regular
Processing
1,200php
Expedited
Processing
n/a
Computer
Generated
Form
Releasing
Officer
14
DURATION: 38 minutes
*Depends upon the volume of e-mails received per day.
**3 minutes per applicant.
*** Electronic Data Processing
Releasing of Passport (Agency Processing Section)

STEP
*LOCATION
Agency
Releasing
Section (Gate
1-Agency
Processing
Section)
CLIENT
SERVICE PROVIDER
Liaison Officers proceed to the

releasing windows to submit the
receipts of passports due for release
for the day.
Gathers all passport slips/receipts.
Liaison Offices sign on the electronic

signature pad on behalf of the
applicant.
Indicates the shipment number for each passport

slips/receipt from the computer.
Forward all the receipts with the shipment number to
the sorting section and collect /receive all passport/s
that are available for release.
Check the data of the passport in the computer. Ask
the liaison officer to sign in the signature pad.
Affix, Released or Received stamp on the
slip/receipt and application form.
Hand the passport/s to the liaison officer.
Write or log in the master list the

particulars of the applicants for all
passport/s received for the day.
n/a
DURATION
PERSON INCHARGE
FEE
FORM
n/a
n/a
5 mins
20 mins
Releasing
Officer
5 mins1
1 min
n/a
END OF TRANSACTION
Five (5) minutes per passport.
15
Issuance of Passport (Regional Consular Offices)
LOCATION1
CLIENT
SERVICE PROVIDER
DURATION2
PERSON
IN-CHARGE
Obtain application form
Provides application form to the

applicant and explain briefly how to
fill-out the form properly
5 mins
OIC
Verifies the applicant if he/she is

included in the look out list and if
he/she has a passport
2 mins
Verifier
n/a
10 mins
Processor
n/a
2 mins
Cashier
950php3
Official
Receipt
10 mins
Encoder
n/a
Enrolment
Certificate
FEE
n/a
Fill-out application form completely.

2
Proceed to Step 1-Records Verification Area and submit

documents for verification.
Proceed to Step2-Documents Evaluation and Processing
Area.
Submit documents for evaluation and processing.
Proceed to Step3-Cashier
Pay the passport fee
Evaluates the applicants documents
FORM
Passport Application Form
STEP
Issues receipt
Accepts payment
Encodes the applicants personal
information in the computer
Proceed to Step4-Passport Enrolment

Affix signature and thumb mark
Print the Enrolment Certificate

Assist the applicant on the proper
way of affixing his/her signature and
thumb mark
Go back to the DFA Regional Consular Office for the

releasing of passport according to the release date as stated
by the Regional Consular Office.
Releasing
Officer
Passport
DURATION: 29minutes (time duration in the queue is not included)

*Schedule of releasing of passports varies from the different Regional Consular Offices.
Releasing of Passport (Regional Consular Office)

1
Location of every step may vary depending on the building schematics of the Regional Consular Offices.
Duration may vary depending on the applicants concerns
3
Additional 250 pesos for expedited processing and another additional 200 pesos as a penalty for replacement of lost valid passports
2
16
STEP
*LOCATION
CLIENT
Proceed to the window and present
receipt.
Releasing
Section
Check all the details in the passport
SERVICE PROVIDER
applicant to wait at the releasing section holding
area.
Locates the passport
Requests the applicant sign in the RECEIVED
NEW PASSPORT section in the application form/in
the signature pad.
Releases the passport
n/a
END OF TRANSACTION
DURATION
PERSON
IN-CHARGE
10 mins
Releasing
officer
n/a
n/a
FEE
FORM
n/a
n/a
* Location may vary depending on the building schematics of the Regional Consular Offices.
17
Issuance of Passport -Courtesy Lane Section

STEP
LOCATION
1*
1.a
Courtesy
Services
Processing Area,
Window 1 (Gate
3-2nd floor)
CLIENT
SERVICE PROVIDER
DURATION***
PERSON
IN-CHARGE
Fill in all the necessary details in the

application form. Submit accomplished
application form and the requirements to
Courtesy Services Window 1.
Provides application forms and information on

who are entitled for Courtesy Service privilege:
a. Government employees and their dependents
(limited only to husband/wife, unmarried children
and parents) and,
b. Applicants endorsed by DFA employees.
5 mins
Appointment
Clerk
A. Walk-in Applicants (Government

employees and dependents) Application
forms are accepted from 8am to 12 noon
only. Submit the application form to
Window 1 for Records Verification.
Verifies if the applicants name is included in the

Look-Out-List and verifies the same in the
Departments double passport verification.
2 mins
Verifier
Provides the appointment slip for the applicant.
1 min
Appointment
Clerk
Verifies if the applicants name is included in the

Look-Out-List and verifies the same in the
Departments double passport verification.
2 mins
Verifier
B. Appointment (Applicants with

endorsements) Submit the application
forms, original documents and
photocopies of IDs to Window 1 for
verification.
1.b
Courtesy
Services
Processing Area,
Window 2-6
(Gate 3-2nd floor)
A. Proceed to Courtesy Services

processing area and wait for the name to
be called.
B. Proceed to Courtesy Services
processing area on the scheduled date
and time.
Proceed to the Cashier located at the 2nd
floor
FEE
Application
Form
n/a
10 mins
Processor
Accepts payment and validates the official

receipt. **
2 mins
Cashier
Php 1200
2 mins
Courier
Services
Personnel
Php120per
Passport
Encoder
n/a
Proceed to Courier Counters and present

receipt and payment
Accepts payment and receipt. *****
Enrolment
Section
(2nd floor)
After paying, submit the application forms

with attached requirements and the
duplicate of the receipt to the Courtesy
Services encoder (Computers 45 to 50
located at the 2nd floor).
Check the accuracy of the personal
information in the Enrolment Certificate.
Accepts the application forms with attached

requirement and the duplicate of the receipt.
Encodes the applicants personal information in
the computer and prints the Enrolment
Certificate.
Assists the applicant in affixing his/her
signature. Instructs the applicant to come back
Appointment
Slip
Application
Form
Evaluates the applicants documents for

passport application.
Issues receipts for processing fee.
Courier Services
(Passport
Enrolment
Center-2nd
floor)****
FORM
5 mins
Official
Receipt
Enrolment
Certificate
1 min
18
on the release date of his/her passport as stated

in the official receipt.
Courtesy
Services
Releasing Area
(2nd\floor)
Go back to Courtesy Services Releasing

Area on the release date stated in the slip
to claim the passport.
Collects the passports from the Passport

Segregation Area.
Courtesy
Services
Releasing
Officer
n/a
n/a
Passport
AFTER THE LAST STEP OF PROCESSING, APPLICANTS WILL GO BACK TO COURTESY SERVICE SECTION AFTER TEN (10) WORKING DAYS TO CLAIM THEIR
PASSPORTS.
*
Pre-processing procedures
** Additional 250php is automatically added for expedited processing fee and another additional 200php as a penalty for replacement of Lost Valid Passport (7 working days)
*** Results may vary depending on the applicants concerns
**** Optional. May proceed to Enrolment after paying passport fees to the Cashier.
***** Passport for delivery will be delivered to applicants mailing address.
Releasing of Passport (Courtesy Services)

STEP
*LOCATION
Courtesy
Services
Releasing
Section
Window 7 & 8
CLIENT
SERVICE PROVIDER
DURATION
PERSON
IN-CHARGE
Proceed to Window 7 or 8 and present

receipt.
Receives the applicant receipt and instructs the

applicant to wait at the Releasing Section Holding
Area.
10 mins
Releasing
officer
n/a
n/a

Requests the applicant sign in the RECEIVED

NEW PASSPORT section in the application form.
Releases the passport
n/a
END OF TRANSACTION
FEE
FORM
n/a
n/a
19
Issuance of Passport-Diplomatic and Official Passport Section
1*
CLIENT
SERVICE PROVIDER
DURATION
Proceed to DOPS Processing Area.

Fill-out all the necessary details in the
application form.
Provides the appropriate application form.

(Issuance or Revalidation)
3 mins
Checks if the applicant is entitled to

Diplomatic/Official Passport (as provided by R.A.
8239 Sec. 7).
2 mins
1.a
1.b
DOPS
Processing
Area
(3rd floor)
Submit filled-out application form and

documentary requirements.
PERSON INCHARGE
Processor
n/a
If entitled, check if the requirements are

complete.
If not entitled, seek approval from the
Assistant Secretary, OCA (for Official
Passport) or the Secretary of Foreign
Affairs (for Diplomatic Passport).
5 mins
Checks Look-Out-List and double passport from

computer database.
2 mins
DOPS
Processing
Area
(3rd floor)
DOPS (3rd
If the applicant/Liaison Officer applied

for issuance of Diplomatic/Official
Passport, proceed to the cashier and
pay the appropriate fees.
Return to DOPS Processing Area.
If the applicant/Liaison Officer applied for issuance

of Diplomatic/Official Passport, issues official
receipt for processing fee.**
Verifies if the applicant is a bona fide employee and

if the documentary requirements are authentic with
the office/agency concerned.
Logs approved application forms in the Registry
Book. Issue/Revalidate Diplomatic/Official Passport.
1 min
Processor
5 mins
Clerk
P165.00
for regular
processing
P415.00
for
expedite
processing
n/a
5 mins
FORM
Verifier
Cashier
(2nd floor)
FEE
Note Verbale/Forum
LOCATION
Official
Receipt
Issuance/Reval
idation Form
STEP
20
Encodes applicants personal details into the

computer, scan picture, machine laminate the
passport and script the applicants designation.
Issues Note Verbale/Letter requesting Visa to

Foreign Embassies/Consulates, if needed.
Reviews/Edits/Notes passports and Note Verbale.
10 mins
Encoder
5 mins
Clerk
3 mins
Head, DOPS
10 mins
Assistant
Secretary,
OCA;
Executive
Director, OCA;
Passport/Visa
Director;
Principal
Assistant
9
DOPS
(3rd floor)
Delivers passport to the authorized signatory.
n/a
Issuance/Revalidation Form
floor)
10
Picks-up passport on the release date

specified in the slip
Releases the passport to the applicant/LO

*
Pre-processing procedure
**
For issuance, processor will ask the applicant/authorized Liaison Officer if Diplomatic/Official applied for will be processed as regular of expedite. Application filed after 12:00
noon will be processed as regular.
21
Releasing of Passport (Diplomatic and Official Passport)

STEP
*LOCATION
Releasing
Section
(Diplomatic
and Official
Passport
Section)Gate33rd floor
CLIENT
SERVICE PROVIDER
DURATION
PERSON
IN-CHARGE
Proceed to the window and present

receipt.

applicant to wait at the releasing section holding
area.
10mins
Releasing
officer
n/a
n/a

Revalidates passport
Releases the passport with Note Verbale/Letter (if
applicable)
n/a
END OF TRANSACTION
FEE
FORM
n/a
n/a
22
Customer Care Center (Pending Unit)

834-4000 / Telefax: 836-7759
Monday Friday, from 7:00am to 4:00pm

Public who applied for passport with discrepancies, in photo, Middle Name, Last Name, Date of Birth, Place of Birth, Double Passport, Barcode
(CGF), Signature (CGF) and Thumb mark (CGF) of applicant and technical problems regarding passport production.
Requirements:
Requirements may differ depending on the case of the passport application.
How to avail of service:

STEP
*LOCATION
CLIENT
SERVICE PROVIDER
DURATION1
PERSON
INCHARGE
FEE
Passport
Application
Form
Calls or sends SMS to the applicant to inform of their

passport applications status.
1
Passport Division
Customer Care Center
Pending Unit
(Gate 3-Ground Floor)
FORM
Proceed to Customer Care CenterPending Unit once informed by DFA

personnel.
Resolves the existing problem/s of the passport

application
If needed, issues receipt for the necessary fee. Asks
the applicants to proceed to ECE for an applicant that
needs to be recaptured. Once resolved, informs the
applicant of the passport release date.
Pending
Unit
Personnel
n/a
Payment Section (2nd

floor)
Proceed to cashier for payment of

processing fee.
Receives payment and issues official receipt
Cashier
950php
Enrolment Center for

ePassport (2nd floor)
Proceed to Computer No. 66 for data

recording and capturing.
Receives, modifies and transmits resolved pending

application/s.
Encoder
Computer
Generated
Form
(CGF)
Machine
Validated
Receipt
Passport
Application
Enrolment
Certificate
END OF TRANSACTION
APPLICANT WILL GO BACK TO CUSTOMER CARE CENTER-PENDING UNIT FOR THE RELEASING OF PASSPORT AFTER TEN (10) WORKING DAYS.
1
Duration is not applicable. Results may vary depending on the applicants concern/s.
23
Authentication
Division
24
Office of Consular Affairs Authentication Division

Processing for Individually Filed/Export/Agency Documents
Consular Information Center:
834-4000
Schedule of Availability:
Monday-Friday, from 7:00am-4:00pm receiving of document; releasing of documents
2:00pm-4:00om releasing of expedite (overtime process) documents

Those who need their documents to be authenticated by the DFA.
Requirements:
REQUIREMENTS FOR AUTHENTICATION OF DOCUMENTS:
1. Birth/ Marriage/ Death Certificate or Certificate of No Marriage Record.
- Certificates must be in security paper issued by NSO or must have been certified/authenticated by NSO.
- Local Civil Registrar copy (Birth Certificate, Marriage Certificate or Marriage Contract, Death Certificate) is required if document is not readable
- Certificate of No Marriage Record is only valid for six (6) months upon date of issue from NSO
2. Transcript of Records and Diploma (Collegiate Level)
- Certification (CAV) from the Commission on Higher Education (CHED).
- Certified True Copies from the school.
3. Transcript of Records and Diploma (For State Colleges and University)
- Certification (CAV) from the School signed by the University Registrar.
- Certified true copies from the school.
4. Transcript of Records and Diploma (Vocational/ Intermediate/ Elementary Level)
- Certification (CAV) from the Department of Education (DepEd) or the Technical Education and Skills Development Authority (TESDA).
- Certified True Copies from the school.
5. Medical / AIDS Free Certificate
- Authenticated by the Department of Health (DOH) (Applicable only for use to the following countries that requested the said authentication: Spain, Palau, Libya, Oman,
Cuba, Portugal, Greece and Angola. If not included, submit the same requirements stated in #9.
6. Civil Aviation Authority of the Philippines issued licenses (Formerly Air Transportation Office, ATO)
- Authenticated by CAAP.
7. Drivers Licenses*
- Applicant must first secure certification from Land Transportation Office (LTO Main Branch).
8. Professional Licenses/ Board Certificates/ Board Ratings/ Certifications
- Certified True Copies must be authenticated by Professional Regulations Commission.
25
9. Certificate of Employment/ Trainings/ Seminars and Baptismal Certificate

- Applicant must first secure an Affidavit, stating necessary factual circumstances and attaching certificates.
- Affidavit must be notarized
- Applicant must secure Certificate of Authority for a Notarial Act signed by the Executive Judge or Vice Executive Judge from the Regional Trial Court which issued the
commission of the Notary Public.
10. Other Notarized Documents
- After Document is notarized, applicant must secure Certificate of Authority for a Notarial Act signed by the Executive Judge or Vice Executive Judge from the Regional
Trial Court which issued the commission of the Notary Public.
11. Court Decisions/ Resolutions/ Orders
- Applicant must present certified true copies of the decision, resolution, or order.
- Applicant must secure copy of specimen signature of the court personnel who signed the certified copies from the Office of Court Administrator (Supreme Court).
12. Immigration Records
- Certified/ Authenticated by the Bureau of Immigration.
13. DSWD Clearance
- Travel Clearances for minors directly issued by DSWD.
- Adoption decrees must be certified/authenticated by the Regional Trial Court that issued the Decision.
14. NBI Clearances
- NBI Clearances for travel abroad must be issued by the National Bureau of Investigation (Green).
15. Police Clearances
- Police Clearance signed by the Chief of Police issued by the Philippine National Police in various police stations nationwide, usually by the police precinct which has
jurisdiction over the applicants place or residence.
16. Barangay Clearances
- Clearances issued by the barangay which has jurisdiction over the applicants place or residence and must have been authenticated by the Office of the Mayor which has
jurisdiction over the barangay.
17. Export Documents
- Must be authenticated by the Philippine Chamber of Commerce (PCCI), the Department of Health (DOH) or by the Bureau of Food and Drugs (BFAD).
18. Phytosanitary Certificates
- Original of the certificate issued by the Bureau of Plant Industry or a certified true copy thereof.
19. Foreign documents
A Philippine Embassy or Consulate General in the country from where the document originated or by the said countrys Embassy or Consulate General based in the
Philippines must have authenticated these documents.
Duration:
30 minutes
Location:
DFA Main Building, 2330 Roxas Blvd., Pasay City
26
How to Apply:
CLIENT
SERVICE PROVIDER
DURATION
**
PERSON IN-CHARGE
FEE
Proceed to Information Counter
Provides the application form

for initial screening of
documents and explain how
to fill-out the forms properly
15 mins
Information Officer
n/a
Fill-out an application form
n/a
5 min
n/a
n/a
Processing
Window
(Authentication
Division, Ground
floor-DFA Main
Bldg.)
Present a valid ID upon

submission of the documents
Checks application form if

properly filed out;
Checks IDs and
Authorization letter;
Evaluates the completeness
of requirements and
authenticity of the
documents submitted;
Verifies documents if theres
a reasonable doubt;
Issues receipt if documents
are found in order
Cashier (Gate 3Ground floorDFA Main Bldg.)
Pay appropriate Authentication

Fee
Accepts payment
Processing
Window
(Authentication
Division, Ground
floor-DFA Main
Bldg.)
Return the duplicate copy of the

receipt to the Processing
Windows
Accepts and attaches

machine validated receipts
to the application form
STEP
LOCATION
Processing
waiting area
(Authentication
Division, Ground
floor-DFA Main
Bldg.)
TOTAL PROCESSING TIME:
FORM
Application form
for Authentication
Processor/Evaluation
Officer
n/a
4 mins
Cashier
Php100/document
(regular process)
Php200/document
expedite processing)
n/a
1 min
Processor/Evaluation
Officer
n/a
n/a
5 mins
30 minutes
**Result may vary depending on the applicants concerns and document/s
27

Releasing for Individually-Filed/Export/Agency Documents
834-4000
Monday-Friday, from 7:00am-4:00pm releasing of authenticated documents
2:00pm-4:00pm releasing of expedite process documents

Requirements:
Authentication Slip/Receipt
Valid ID for proper identification of the applicant
Letter of Authorization with valid ID for representatives
Duration:
30 minutes
Location:
28
How to Apply:
STEP
LOCATION
CLIENT
Releasing
Window
Claim the Authentication

document on the release date* by
presenting the machine validated
receipt
SERVICE PROVIDER
DURATION**
Receives applicants receipt
10 mins
Locates authenticated
document
Calls applicant, Checks the
ID and/or Authorization
letter
20 mins
Release the authenticated
document to the applicant
TOTAL RELEASING TIME:30 minutes
PERSON IN-CHARGE
FEE
FORM
Releasing Officer
n/a
n/a
* 4 WORKING DAYS FOR Individually-filed and agency documents; 3 working days for export documents
** Results may vary depending on the applicants concerns and document/s
Note: Expedite processing: one (1) working day
29

Pending and Correction Section
834-4000
Monday-Friday, from 7:00am-4:00pm-releasing of authenticated documents

Requirements:
Authentication Slip/Receipt, Authentication Claim Stub

Authentication document with pending case/ for correction
Duration:
26 minutes
Location:
30
How to Apply:
STEP
LOCATION
1
Pending and
Correction
Section
CLIENT
SERVICE PROVIDER
DURATION**
PERSON IN-CHARGE
Submit the Authenticated

document with pending case.
Present proper
identification/authorization.
Interviews applicant and

reviews the pending
document for further
verification
5 mins
Assigned Supervisor/
Signing Officer
Waits for the release of the

Pending/Corrected Authenticated
document at the waiting area.
Proceed to Releasing Window
and present machine validated
receipt/ Authentication slip.
Encodes Documents
Sorts Documents, attaches
20 mins
red ribbon, gold seal and
affixing dry seal
Calls applicants, Stamps
Received and date on the
1 mins
Receipt, and releases
Authenticated Document
TOTAL RELEASING TIME:
26 minutes
FEE
FORM
n/a
n/a
n/a
n/a
Assembly Line
Releasing Officer
31

Releasing for PRC, LTO, CAAP, DOH, NBI documents
834-4000
Monday-Friday
7:00am-4:00pm-releasing of authenticated documents

Requirements:
Authentication Claim Stub issued from partner Government Agency

Duration:
30 minutes
Location:
32
How to Avail:
STEP
1
LOCATION
Releasing
Window
CLIENT
Submit claim stub to Releasing
Officer
(Authentication
Division, Gate
3-Ground floor)
Present proper
identification/authorization to
Releasing Officer
Cashier (Gate 3Ground floor)
Pay appropriate fee to the Cashier
Releasing
Window
4
(Authentication
Division, Gate
3-Ground floor)
Present machine validated receipt

and submits its duplicate copy to
Releasing Window
SERVICE PROVIDER
Accepts claim stub
Locates documents
Calls applicant, Checks the
ID and/or Authorization
letter
Issues receipt to the
applicant for payment
Accepts payment
DURATION**
PERSON IN-CHARGE
FEE
Releasing Officer
n/a
Cashier
Php100/document
Releasing Officer
n/a
FORM
10 mins
15 mins
n/a
4 mins
Receives applicants receipt;

Indicates O.R. no. and
stamps the date into the
1 min
authentication certificate;
Releases authenticated
document to applicant
30 minutes
* Eight (8) Partner Issuing Agencies: Commission on Higher Education (CHED), Department of Education (DepEd), Technical Education Skills Development Authority (TESDA),
Professional Regulations Commission (PRC), Land Transportation Office (LTO), Civil Aviation Authority of the Philippines (CAAP, formerly ATO), Department of Health (DOH) and
National Bureau of Investigation (NBI).
33

Releasing for CHED, DepEd, and TESDA documents
834-4000
Monday-Friday
7:00am-4:00pm-releasing of authenticated documents

Requirements:
Authentication Claim Stub issued from partner Government Agency

Duration:
50 minutes
Location:
34
How to Avail:
STEP
1
LOCATION
CHED Releasing
Area
(Authentication
Division, Gate
3-Ground floor)
Cashier (Gate 3Ground floor)
CHED Releasing
Area
CLIENT
Submit claim stub to Releasing
Officer
DURATION **
Releasing Officer
n/a
Cashier
Php100/document
FORM
10 mins
2 mins
Pay appropriate fee to the Cashier
Accepts payment
4 mins
Proceed to Releasing Table and

present machine validated receipt
FEE
Locates documents
Calls applicant
Checks the ID and
Authorization letter
Issues receipt to the
applicant for payment
Return to Releasing Officer and

submit duplicate copy of receipt
PERSON INCHARGE
Accepts claim stub
Present proper
identification/authorization to
Releasing Officer
(Authentication
Division, Gate
3-Ground floor)
5
SERVICE PROVIDER
Receives and attaches

applicants receipt
Encodes document
30 mins
Sorts documents, attaches
red ribbon, gold seal and dry
seal
Evaluates documents;
Signs authentication
3 mins
certificates
Calls applicants, Stamps
Received and date on the
1 min
receipt, and Releases
Authenticated document
50 minutes
Releasing Officer
n/a
Assembly Line
Assembly Line
Assigned
Supervisor/ Signing
Officer
n/a
Releasing Officer
**Results may vary depending on the applicants concerns and document/s
35
Consular Records
Division
36
Office of Consular Affairs Consular Records Division

Issuance of Certification on Passport Authenticity
834-4000
Monday-Friday, from 7:00am to 4:00pm

Philippine Green Passport holders (valid)
Requirements:
Valid Original Passport

Two(2) photos (2x2 or passport size) taken within the last six (6) months prior to submission of documents.
Photocopy of the first page and the last page of the passport
Duration:
3 working days
37
How to Avail the Service:

STEP
LOCATION
CLIENT
SERVICE PROVIDER
Proceed to CRD Window and get

application form
Fill-out application form and give it to
the processor
Provide application form and explain how to fill-out the

form properly
CRD
Window
(Gate 3Ground
Floor)
Cashier
(2nd Floor)
5
6
CRD
Window
(Gate 3Ground
Floor)
Receive application form for passport certification
DURATION
7 mins
PERSON INCHARGE
Processor(CRD
Personnel)
FEE
FORM
n/a
Application
for Passport
Certification
Issue a receipt to the applicant
Pay the processing fee to the

cashier. After payment, go back to
CRD Window
Receive the applicants payment and validate the receipt
5 mins
Personal appearance is required*

Present original valid passport and
photocopy of first and last page of
the passport
Submit two (2) passport sized
photos, taken not more than six (6)
months.
It will be endorsed to the verification and retrieval section

for the passport record
1day
Applicant returns on the day of

release. His/her authorized
representative may also pick up the
document/s.
Proceed to CRD Window to get
his/her Passport Certification
Passport certifications are systematically encoded in the

Database and printed without the need for manual log
book entry of the control numbers
It will be signed by the Acting Director or his/her duly
authorized representative and affixed with the applicants
passport sized photo and dry seal of the Department.
Releases the Passport Certification to the applicant or
authorized representative
Cashier
100php per
certification
NOTE:
Issued only
for Machine
Readable
Ready
Passport
(MRRP)
CRD Personnel
n/a
n/a
CRD Personnel
n/a
n/a
1day
1day
5 mins
APPLICANT MAY GO BACK TO DFA FOR RELEASING OF PASSPORT CERTIFICATION ACCORDING TO THE RELEASE DATE AS STATED BY THE CRD PERSONNEL
*Personal appearance is required except when the applicant is:
Eight (8) years old and below, must be applied by either parents.
Sixty (60) years old and above and applied only by an immediate family member and must present an authorization letter.
Mentally or physically incapacitated and applied only by an immediate family member and must present an authorization letter.
Personal appearance may be at the time of application, and/or upon release of document
38

Processing of Passport Records Requests and Receiving of Affidavits
834-4000
Monday-Friday, from 7:00am to 4:00pm

*Those who have problems with their passports such as, mutilated, discrepancies and double passport.
* Any one who lost their passport and want to have a valid passport.
Requirements:
* Affidavit of Loss
* Police Report
Duration:
15 days for LOST VALID PASSPORTS
6 working days for SPOILED, MUTILATED PASSPORTS and passports with DISCREPANCIES.
39

STEP
LOCATION
CLIENT
Proceed to CRD Window
DURATION
Fill-out request form attached to the

referral slip given by the processor
from Individual/Agency Passport
Processing, Courtesy Lane and/or
Directors Office
SERVICE PROVIDER
CRD
Window
(Gate 3Ground
Floor)
PERSON INCHARGE
Processor(CRD
Personnel)
Receives request form and

attachments from the applicant*
FEE
FORM
200php
penalty for
lost valid
passports**
n/a
n/a
n/a
n/a
n/a
5 mins
Applicant should return on the day of
the release. His/her authorized
representative may pick up the
documents (through a travel agency).
Present claim slip/or duplicate copy of
Affidavit
Advises applicant to go back for

the releasing of Affidavits
Records are then forwarded to
the requesting office
Releases the document/s
CRD Personnel
5 mins
CRD Personnel
RELEASING FOR PASSPORT RECORD REQUEST FOR AFFIDAVIT OF LOSS IS AFTER 15DAYS. FOR PASSPORT RECORD REQUEST FOR SPOILED, MUTILATED
PASSPORTS AND PASSPORTS WITH DISCREPANCIES WILL BE RELEASED AFTER 6 WORKING DAYS.
*For replacement of lost valid passport, applicant will be given a receipt issued by the CRD processor. He/she (applicant) must go to the cashier to pay for the penalty, and then he/she
must go back to window 79.
**Payment will be included in the passport processing fee as a penalty for LOST VALID PASSPORTS on the day of processing.
40

Assistance to Nationals (ATN) Registration Process for Delayed Registration of Birth, Marriage and Death)
834-4000
Monday-Friday, from 8:00am-4:00pm

Filipinos who have come back to the Philippines and failed to register at the Foreign Service Posts (FSP).
Duration:
12 Minutes
41

STEP
LOCATION
CLIENT
SERVICE PROVIDER
DURATION
Person applying for the Delayed

Registration of Birth, Marriage and
Death can proceed to the Consular
Records Division (CDR) located at the
basement for interview.
Verifies if the vital event was reported to

the nearest concerned Post.
1 min
FEE
FORM
n/a
If reported, a record locator shall be given
to the applicant in requesting a record for
NSO.
CRD Window
(Gate 3Ground Floor)
PERSON IN
CHARGE
If not reported, a list of requirements will be

given to the applicant for him/her to comply
for the application of delayed registration.
3 mins
CRD
Personnel
n/a
- FA Form
No. 40 (Birth)
- Form
Prescribed by
FSC 75-94
(Marriage)
2 mins
-FA Form No.

39 (Death)
2
Cashier
CRD Window
(Gate 3Ground Floor)
After completing the necessary

requirements, a consular fee shall be
paid for the registration
Receives applicants payment
Get the dispatch number
Gives the dispatch number
2 mins
Cashier
US $ 25.00
(Peso
equivalent)
n/a
2 mins
Present the dispatch number to

National Statistics Office (NSO) to
acquire NSO copy of BIRTH,
MARRIAGE and/or DEATH Certificate
END OF TRANSACTION
IF REPORTS HAD ALREADY BEEN MADE BUT YIELDED NEGATIVE RESULT FROM THE NSO, THE APPLICANT WILL HAVE TO FILE FOR RECONSTRUCTION OF RECORD.
THIS IS COMMON FOR REPORTS MADE DURING THE YEARS 1994 AND BELOW.
42
Visa Section
43
OFFICE OF CONSULAR AFFAIRS - VISA Division

Assistance to Organizations/Companies/Private individuals inquiring how foreigners can obtain a
Philippine temporary visitors visa (9(a)) i.e. tourist, business
834-4000
Schedule of Availability of the Service:
Monday Friday from 8:00am-5:00pm
Who may avail of the Service:

Anyone who has any inquiry on how a foreigner can obtain a Philippine Visa.
Requirements:
n/a
Duration:
n/a
HOW TO AVAIL OF THE SERVICE:

STEP
LOCATION
Processing Counter
located at 2nd flr. Visa
Division, OCA
CLIENT
Submit Note(s) Verbale

together with its enclosures
from foreign embassies,
international organizations
based in the Philippines
SERVICE PROVIDER
DURATION
PERSON-INCHARGE
FEE
FORM
10 mins/doc
Visa Assistant
Gratis
n/a
Receive the documents and

evaluate the application
Advise the Liaison Officer to
return on the date of release
with the receiving copy of the
Note Verbale which was
submitted to OCA-Visa
* Normal processing period is five (5) working days
44

Releasing of Visas for Foreign Government Officials based in the Philippines
834-4000
Monday Friday from 3:00 P.M. 5:00 P.M. - Releasing of Visa

All foreign government officials (i.e., Embassies, Consulates, Accredited International Organizations and Other United Nations Specialized
Agencies/Instrumentalities) based in the Philippines
Requirements:
1. Receiving copy of the Note Verbale submitted to OCA-Visa
Duration:
At least 7-10 minutes/application
STEP
LOCATION
CLIENT
SERVICE PROVIDER
DURATION
PERSON-INCHARGE
FEE
FORM
Processing Counter
located at 3rd flr.
Visa Division, OCA
Inquires on how
foreigners can obtain a
Philippine temporary
visitors visa
Answers clients queries
5 mins
Visa Assistant
n/a
n/a
IMPORTANT NOTICE: The Visa Division is not mandated to facilitate the application and/or release any type of visa of private individuals with any foreign embassy.
45

Processing of APEC Business Travel Card (ABTC) for Filipino Businessmen
834-4000
Monday Friday from 8:00 a.m. 5:00 p.m.

All bona fide Filipino businessmen who want to avail of ABTC privileges within the 18 APEC member economies
Requirements:
1. Accomplished ABTC Application form
2. Copy of passport(s) including pages with visa stamps/stickers and departure/arrival stamps proving that applicant is a frequent traveler within
the APEC region
3. Bureau of Immigration and National Bureau of Investigation Certificates/Clearances
4. Certificate of Membership (MBC/PCCI/PHILEXPORT)
5. Resume/Curriculum Vitae (to include a statement of the basis/justification of the request for an ABTC)
6. Employment or Company Certificate (to include current position, duties and responsibilities within the company)
7. Company Profile (to specifically include):
(a) total capitalization
(b) organizational chart
(c) name(s), address(es) and telephone(s)/fax(es) and e-mail(s) of business partner(s) in the APEC region
(d) past and current business activity in the APEC region
(e) annual volume (in peso or dollar) of past and current transactions with business partners in APEC
8. Other pertinent information to justify issuance of an ABTC:
46
Notes:
1. Travel frequency within the APEC region at the time of application is taken to mean that the applicant regularly travels, at least three (3)
times a year, within the territory of ABTC participating economies, for business and not purely for tourism purposes.
2. ABTC-Philippines may limit the number of ABTC issuance for officials representing one company, depending on the company size,
capitalization or type (e.g. family-owned).
3. ABTC-Philippines reserves the right to require additional documents necessary to establish applicants eligibility.
Duration:
The length of time for the release of ABTC card depends on the approval of other member economies

STEP
LOCATION
Processing
Counter located at
2nd flr. Visa
Division, OCA
CLIENT
Submit approved
application(s) together
with its documentary
requirements of Filipino
businessmen duly
endorsed by
MBC/PCCI/PHILEXPORT
SERVICE PROVIDER
DURATION
PERSON-INCHARGE
FEE
FORM
ABTC Assistant
Charged by
MBC/PCCI
Or
PHILEXPORT
ABTC
application
can be
downloaded
at the DFA
website
Receive the documents

and evaluate the same
Advise the Liaison
Officer to call OCA-Visa
from time to time for the
availability of the ABTC
card
50 mins/
application
Notes:
Issued only to bona fide Filipino business persons, the ABTC works like a visa with a validity of three (3) years or upon the expiry date of the holders passport. It provides
each holder facilitated entry and exits through special APEC/ABTC lanes at major airports of participating economies. An ABTC holder, however, is still required to carry his or
her valid passport.
The application, together with its supporting documents, may be filed either with the PCCI, MBC or PHILEXPORT. If the application and its supporting documents are found in
order, it will be endorsed by the sponsoring business organizations to ABTC-Philippines (Visa Division-DFA). A processing fee is charged by PCCI, MBC or PHILEXPORT for
ABTC applications.
Makati Business Club (MBC); Philippine Chamber of Commerce and Industry (PCCI); Philippine Exporters Confederation, Inc. (PHILEXPORT) are the three (3) business
organizations which may sponsor the applications.
47
OFFICE OF CONSULAR AFFAIRS VISA Division

Releasing of APEC Business Travel Card (ABTC) for Filipino Businessmen
834-4000
Monday Friday from 8:00 a.m. 5:00 p.m.

All bona fide Filipino businessmen through the liaison officers of MBC, PCCI or PHILEXPORT whose ABTC cards are ready for release
Requirements:
1.
2.
Authorization letter issued by the endorsing business organization

Copy of valid Identification card of the liaison officer
Duration:
At least 5-10 minutes/transaction

STEP
LOCATION
Processing
Counter located at
2nd flr. Visa
Division, OCA
Processing counter
located at 2nd Flr.,
Visa Division, OCA
CLIENT
SERVICE PROVIDER
DURATION
PERSON-INCHARGE
FEE
FORM
Submit authorization
letter and a copy of
valid ID
Receive the letter and a

copy of ID and locate the
ABTC card
10 mins/
application
ABTC Assistant
n/a
n/a
Claim ABTC card*
Release card
10 mins/doc
ABTC Assistant
Note:
The length of time for the release of ABTC card depends on the approval of other participating economies
48
Office of the
Undersecretary for
Migrant Workers
Affairs
49
Walk-in Clients
50
Office of the Undersecretary for Migrant Workers Affairs

Telephone Numbers: 834-4996/834-4449
Fax Number: 551-0847
E-mail address: oumwa.ph@gmail.com
SCHEDULE OF AVAILABILITY OF SERVICE
Monday to Friday
8:00a.m. to 5:00p.m.
WHO MAY AVAIL OF THE SERVICE
Distressed OFWs
NOK of distressed OFWs
Other Government Agencies
Media
Non-government organizations
REQUIREMENTS
Certain documents may be required as deemed necessary.
51

STEP
CLIENT
a)
b)
Local Manning Agency

reports the incident to
OUMWA
Request Assistance-to-Nationals
(ATN) Form from Reception
Assistant
a)
Register in the OUMWA

Walk-in Client Monitoring
Sheet (NOK)
b)
Fill-up the ATN Form

Submit to the Reception
Assistant.
Location
SERVICE PROVIDER
PERSONIN-CHARGE
FEE
FORM
DURATION
OUMWA
Reception
Counter
(DFA, 3rd floor)
Assist client in filling out the monitoring

sheet.
Reception
Assistant
None
OUMWA Walk-in Client

Monitoring Sheet
5 mins.
Reception
Assistant
None
Reception
Assistant
None
Legal Officer
None
Legal
Officer/
Reception
Assistant
None
OUMWA
Reception
Counter
(DFA, 3rd floor)
OUMWA
Reception
Counter
(DFA, 3rd floor)
a)
b)
Explain to client how to fill up the ATN

Form.
a) Receive and review information
indicated by client in the ATN Form.
a)
b)
c)
Undergo interview by Legal

Officer
Obtain contact information of the

Legal Officer
Interview Desk
(DFA, 3rd floor)
Interview Desk/
Reception
Counter (DFA,
rd
3 floor)
Provide client with ATN Form.

ATN Form
ATN Form
10 mins.
10 mins.
b) Refer to Legal Officer.

Legal Officer interviews the client.
Explain to the client the actions to be
done by the DFA on the case.
Briefs the client on actions required

from their end pending resolution of the
case.
d)
30 mins.
Call the Local Manning Agency for

verification and details.
e)
Verify the local manning agency with

the POEA.
f)
Advice the client to coordinate closely

with the local manning agency.
Provide client with Contact Info Card of
Legal Officer
Contact Info Card
2 mins.
52
7 working days
6
Follow-up with Legal Officer

(walk-in or telephone).
Provide updates based on Posts report and

information obtained from the local manning
agency and the principal.
Legal Officer
None
*OUMWA will
communicate
with Post
Note: This matrix applies in ordinary / regular circumstances. The procedure and requirement may vary due to some other factors.
53

Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
WHAT ARE THE REQUIREMENTS
Death Certificate
Contract of Employment
Accident/Police Report
Insurance Policy
*Marriage Contract
*Birth Certificate/s
*Special Power of Attorney
*Affidavit of Heirship
54

STEP
CLIENT
Location
Register in the OUMWA Walk-in

Client Monitoring Sheet
Assistant
OUMWA
Reception
Counter
OUMWA
Reception
Counter
c) Fill-up the ATN Form

d) Submit to
Assistant.
the
Reception
a) Undergo interview by ATN

Officer
OUMWA
Reception
Counter
Interview
Desk
SERVICE PROVIDER
sheet.
PERSON-INCHARGE
Reception
Assistant
FEE

ATN Officer
Follow-up with ATN Officer (walkin or telephone).
Interview
Desk/
Reception
Counter
DURATION
None

Monitoring Sheet
5 mins.
Reception
Assistant
None
ATN Form
10 mins.
d) Explain to client how to fill up the ATN

Form.
c) Receive and review information
Reception
Assistant
None
ATN Form
10 mins.
d) Based on information indicated in the

ATN Form, refer to ATN Officer.
g) ATN Officer interviews the client.
ATN Officer
None
Death Certificate
Insurance Policy
30 mins.
c) Provide client with ATN Form.
h) Require presentation of documents

supporting claim for benefits.
*(Additional documents may be
required.)
FORM
i)
Explain procedures for processing the

clients claim.
j)
If OFW is a documented worker, refer

Next-of-kin to OWWA for other
assistance.
*Marriage Contract
*Special Power of
Attorney

ATN Officer
ATN Officer/
Reception
Assistant
None
Provide updates based on Posts report.
ATN Officer
None
Contact Info Card
2 mins.
7 working days
*OUMWA will
communicate
with Post
55

Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
REQUIREMENTS
56

STEP
CLIENT

Assistant
e) Fill-up the ATN Form
3
f)

Assistant.
b) Undergo interview by ATN

Officer
OUMWA
Reception
Counter
(DFA, 3rd
floor)
OUMWA
Reception
Counter
(DFA, 3rd
floor)
OUMWA
Reception
Counter
(DFA, 3rd
floor)
PERSON-INCHARGE
FEE
FORM
DURATION

sheet.
Reception
Assistant
None

Monitoring Sheet
5 mins.
Reception
Assistant
None
Reception
Assistant
None
ATN Officer
None
30 mins.
ATN Officer/
Reception
Assistant
None
Contact Info Card
2 mins.
e) Provide client with ATN Form.

f)

Form.
e) Receive and review information
f)
Based on information indicated in the

ATN Form
ATN Form
10 mins.
10 mins.
k) ATN Officer interviews the client.
Interview
Desk
(DFA, 3rd
floor)
Interview
Desk/
Reception
Counter
(DFA, 3rd
floor)

ATN Officer
SERVICE PROVIDER
Location
l)
Require presentation of Contract of

Employment, contact details of OFW
and employer.

ATN Officer
7 working days
6
ATN Officer
None
*OUMWA will
communicate
with Post
57

Financial Support
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
*Marriage Contract
*Birth Certificate of Child/children
*Picture of OFW
58

STEP
CLIENT
Location
SERVICE PROVIDER
PERSON-INCHARGE
FEE
FORM
DURATION

OUMWA
Reception
Counter
Assist client in filling out the monitoring sheet.
Reception
Assistant
None

Monitoring Sheet
5 mins.
(ATN) Form from Reception Assistant
OUMWA
Reception
Counter
Reception
Assistant
None
Reception
Assistant
None
ATN Officer
None
g)
3
h)

Assistant.
Undergo interview by ATN Officer

ATN Officer
g)
h)
g)
OUMWA
Reception
Counter
Interview
Desk
Interview
Desk/
Reception
Counter

Form.
Receive and review information indicated
by client in the ATN Form.
h)

m) ATN Officer interviews the client.
n)
Explain to the client the procedure for

locating the whereabouts of the OFW and
conveying the request for financial
support.
o)
Require submission of information on the

last known address and contact
information of the OFW or any document
indicating the same.
p)
If needed, require submission of pertinent

documents to prove relationship of client
with the OFW.*
Provide client with Contact Info Card of ATN

Officer
ATN Form
ATN Form
10 mins.
10 mins.
30 mins.
*Marriage Contract
*Birth Certificate of
Child/children
*Picture of OFW
ATN Officer/
Reception
Assistant
None
Contact Info Card
2 mins.
7 working days
Follow-up with ATN Officer (walk-in

or telephone).
ATN Officer
None
*OUMWA will
communicate
with Post
59

Human Trafficking
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
REQUIREMENTS
60

STEP
CLIENT

Assistant
i)
j)

Assistant.
SERVICE PROVIDER
PERSON-INCHARGE
FEE
FORM
DURATION
Reception
Assistant
None

Monitoring Sheet
5 mins.
Reception
Assistant
None
Reception
Assistant
None
Legal Officer
None
Legal Officer/
Reception
Assistant
None
Location
OUMWA
Reception
Counter
rd
(DFA, 3
floor)
OUMWA
Reception
Counter
rd
(DFA, 3
floor)
OUMWA
Reception
Counter
(DFA, 3rd
floor)
i)
j)

Form.
i)
Receive and review information indicated

j)
q)
r)
c)
Undergo interview by Legal

Officer
Interview
Desk
(DFA, 3rd
floor)
Interview
Desk/
Reception
Counter
(DFA, 3rd
floor)

Legal Officer

ATN Form
ATN Form
10 mins.
10 mins.
Refer to Legal Officer.
Require information on whereabouts (last

known address, detention facility), illegal
recruiter.
s)
Refer client to Department of Justice

(Inter-Agency Council Against
Trafficking) and National Bureau of
Investigation (Anti-Human Trafficking
Division) for filing of complaint.
Provide client with Contact Info Card of Legal

Officer
30 mins.
Contact Info Card
2 mins.
7 working days
6
Follow-up with Legal Officer (walk-in

or telephone).
Legal Officer
None
*OUMWA will
communicate with
Post.
61

Illegal Recruitment/Human-smuggling
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
62

STEP
CLIENT
Location

Assistant
OUMWA
Reception
Counter
OUMWA
Reception
Counter
a) Fill-up the ATN Form

b) Submit to
Assistant.
the
Reception
a) Undergo interview by Legal

Officer
OUMWA
Reception
Counter
Interview
Desk
SERVICE PROVIDER
sheet.
PERSON-INCHARGE
Reception
Assistant
FEE
FORM
DURATION
None

Monitoring Sheet
5 mins.
Reception
Assistant
None
ATN Form
10 mins.
b) Explain to client how to fill up the ATN

Form.
a) Receive and review information
Reception
Assistant
None
ATN Form
10 mins.
b) Based on information indicated in the

ATN Form, refer to Legal Officer.
a) Legal Officer interviews the client.
Legal Officer
None
Legal Officer/
Reception
Assistant
None
Legal Officer
None
a) Provide client with ATN Form.
30 mins.
b) Require information on whereabouts

(last known address, detention
facility), illegal recruiter.

Legal Officer
Follow-up with Legal

Officer
Interview
Desk/
Reception
Counter
c) Refer client to POEA-Anti-Illegal

Recruitment Branch and National
Bureau of Investigation for filing of
complaint.
Legal Officer
Contact Info Card
2 mins.
7 working days
*OUMWA will
communicate
with Post.
63

Jail Visitation/Assistance to Detained OFW
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
REQUIREMENTS
64

STEP
CLIENT

Assistant
c) Fill-up the ATN Form
d) Submit to the Reception

Assistant.
b) Undergo interview by Legal
Officer
Location
OUMWA
Reception
Counter
(DFA, 3rd
floor)
OU MWA
Reception
Counter
(DFA, 3rd
floor)
OUMWA
Reception
Counter
(DFA, 3rd
floor)
PERSON-INCHARGE
FEE
FORM
DURATION

sheet.
Reception
Assistant
None

Monitoring Sheet
5 mins.
Reception
Assistant
None
Reception
Assistant
None
Legal Officer
None
Legal Officer/
Reception
Assistant
None
c) Provide client with ATN Form.

d) Explain to client how to fill up the ATN
Form.
c) Receive and review information
d) Based on information indicated in the
ATN Form
ATN Form
10 mins.
10 mins.
d) Legal Officer interviews the client.
Interview
Desk
(DFA, 3rd
floor)
Interview
Desk/
Reception
Counter
(DFA, 3rd
floor)

Legal Officer
SERVICE PROVIDER
e) Require information on whereabouts

(last known address, employer,
detention facility)

Legal Officer
30 mins.
Contact Info Card
2 mins.
7 working days
6

Legal Officer
None
*OUMWA will
communicate
with Post.
65

Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
66

STEP
CLIENT
Location


sheet.
Assistant
OUMWA
Reception
Counter
OUMWA
Reception
Counter
OUMWA
Reception
Counter
e) Receive and review information

e) Fill-up the ATN Form

f)
Submit to
Assistant.
the
Reception
c) Undergo interview by Legal

Officer
Interview
Desk
SERVICE PROVIDER
PERSON-INCHARGE
Reception
Assistant
FEE
FORM
DURATION
None

Monitoring Sheet
5 mins.
Reception
Assistant
None
ATN Form
10 mins.
Reception
Assistant
None
ATN Form
10 mins.
Legal Officer
None

Legal Officer
Legal Officer/
Reception
Assistant
None
Legal Officer
None
e) Provide client with ATN Form.

f)

Form.
f)

f)
30 mins.
g) Require information on whereabouts

(detention facility, employer.
h) Explain Department regulations on
the provision of services of a lawyer.
5

Legal Officer
Follow-up with Legal

Officer
Interview
Desk/
Reception
Counter
Contact Info Card
2 mins.
7 working days
*OUMWA will
communicate
with Post.
67

Repatriation (Individual and Mass)
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
REQUIREMENTS
68

STEP
CLIENT
Register in the OUMWA Walk-in Client

Monitoring Sheet
Request Assistance-to-Nationals (ATN)

Form from Reception Assistant
g)
3
h)
Submit to the Reception Assistant.
d)
OUMWA
Reception
Counter
(DFA, 3rd
floor)
OU MWA
Reception
Counter
(DFA, 3rd
floor)
OUMWA
Reception
Counter
(DFA, 3rd
floor)
PERSONINCHARGE
FEE
FORM
DURATION
Reception
Assistant
None

Monitoring Sheet
5 mins.
Reception
Assistant
None
Reception
Assistant
None
Interview
Desk
(DFA, 3rd
floor)
ATN Officer
None
ATN
Officer/
Reception
Assistant
None
g)
Interview
Desk/
Reception
Counter
(DFA, 3rd
floor)
h)
Explain to client how to fill up the ATN Form.
g)
Receive and review information indicated by

client in the ATN Form.
h)
Based on information indicated in the ATN Form,

refer to ATN Officer.
i)
ATN Officer interviews the client.
j)
Require information on whereabouts (last known

address, employer, detention facility)
k)
l)
Obtain contact information of the ATN

Officer
SERVICE PROVIDER
Location
Explain procedures in facilitating repatriation.
ATN Form
10 mins.
ATN Form
10 mins.
30 mins.
Inform client on fund sourcing requirements for

the repatriation ticket.
Provide client with Contact Info Card of ATN Officer
Contact Info Card
2 mins.
7 working days
Follow-up with ATN Officer (walk-in or

telephone).
*OUMWA will communicate

with Post.
ATN Officer
None
*Actual repatriation is
dependent on completion of
requirements of host
government.
69

Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
70

STEP
CLIENT
Location
SERVICE PROVIDER
PERSON-INCHARGE
FEE
FORM
DURATION

OUMWA
Reception
Counter

sheet.
Reception
Assistant
None

Monitoring Sheet
5 mins.
Assistant
OUMWA
Reception
Counter
Reception
Assistant
None
Reception
Assistant
None
ATN Officer
None
ATN Officer/
Reception
Assistant
None
i)
j)

Form.
i)
i)
3
j)

Assistant.
OUMWA
Reception
Counter
j)
ATN Form
10 mins.
Receive and review information


ATN Form
10 mins.
m) ATN Officer interviews the client.
Interview
Desk
n) Require information from the client on

the location and custodian of the
personal belongings.
30 mins.
o) Inquire if arrangements have been

made with the custodian for the
shipment of the personal belongings.

ATN Officer
Interview
Desk/
Reception
Counter

ATN Officer
Contact Info Card
2 mins.
7 working days
ATN Officer
None
*OUMWA will
communicate
with Post
71

Shipment of Remains
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
REQUIREMENTS
Letter of Acceptance
OWWA Information Sheet
*Special Power of Attorney duly authenticated by the Saudi Embassy in
Manila in favor of employer or area coordinator and Philippine
Consulate General (or its duly authorized representative)
*Photocopy of passport of the deceased OFW
*Picture of the deceased
72

STEP
CLIENT

Assistant
k) Fill-up the ATN Form and

Letter of acceptance
l) Submit to the Reception
Assistant.
SERVICE PROVIDER
PERSON-INCHARGE
FEE
FORM
DURATION

sheet.
Reception
Assistant
None

Monitoring Sheet
5 mins.
Reception
Assistant
None
ATN Form
10 mins.
Reception
Assistant
None
ATN Form
10 mins.
Location
OUMWA
Reception
Counter
(DFA, 3rd
floor)
OUMWA
Reception
Counter
(DFA, 3rd
floor)
OUMWA
Reception
Counter
(DFA, 3rd
floor)
k) Provide client with ATN Form and

Letter of Acceptance.
l)

Form and Letter of Acceptance.
k) Receive and review information
indicated by client in the ATN Form
and Letter of Acceptance.
l)

* OWWA Information Sheet
p) ATN Officer interviews the client.
Interview
Desk
(DFA, 3rd
floor)
q) Explain to the client the procedure for

the shipment of remains.
r) Require submission of other
documents needed, if any, to facilitate
shipment of remains. (Depends on
the requirements of the country
concerned.)*
ATN Officer
None

duly authenticated by the
Saudi Embassy in Manila in
favor of employer or area
coordinator and Philippine
Consulate General (or its
duly authorized
representative)
30 mins.
*Photocopy of passport of
the deceased OFW

ATN Officer
Interview
Desk/
Reception
Counter
(DFA, 3rd
floor)

ATN Officer
ATN Officer/
Reception
Assistant
None
Contact Info Card
2 mins.
73
7 working days
*OUMWA will
communicate
with Post
ATN Officer
None
*Completion of
the process for
the shipment
of the remains
on several
factors/
requirements
of host
government.
74

Whereabouts
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
*Marriage Contract
*Picture of OFW
75

STEP
CLIENT
Location
SERVICE PROVIDER
PERSON-INCHARGE
FEE
FORM
DURATION

OUMWA
Reception
Counter
Reception
Assistant
None

Monitoring Sheet
5 mins.
OUMWA
Reception
Counter
Reception
Assistant
None
Reception
Assistant
None
ATN Officer
None
m) Fill-up the ATN Form

3
n)

Assistant.
OUMWA
Reception
Counter
m) Provide client with ATN Form.

n)

Form.
m) Receive and review information indicated
n)

s)
t)
Interview
Desk
u)
v)

ATN Officer
Interview
Desk/
Reception
Counter
ATN Form
ATN Form
10 mins.
10 mins.

locating the whereabouts of the OFW.

with the OFW.*

Officer
30 mins.
*Marriage Contract
Child/children
*Picture of OFW
ATN Officer/
Reception
Assistant
None
Contact Info Card
2 mins.
7 working days

or telephone).
ATN Officer
None
*OUMWA will
communicate
with Post
76
Letters / Faxes
77

Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
78

STEP
CLIENT
c)
d)
1
Local Manning Agency sends a

letter to OUMWA reporting the
incident.
SERVICE PROVIDER
a)
b)
Another government agency/DFA

Regional Consular Office/
NGO/Media sends a letter to
OUMWA referring the request for
assistance of the Next-of-Kin of the
victim.
Confirm receipt of the letter/fax by
calling or visiting OUMWA.
Location
(In case client visits OUMWA, please

follow procedures for walk-in clients.)
o)
If Legal Officer receives call, acknowledge

receipt of letter/fax.
w)
x)
y)
3
Undergo phone interview by Legal

Officer
Refer to Legal Officer in charge of

kidnapping and hostage-taking.
Receive call and refer to the Legal Officer in

charge of Kidnapping and Hostage-Taking
Cases.
p)
FEE
Incoming
Communications
Assistant
None
5 mins.
None
2 mins.
None
30 mins.
FORM
DURATION
Record receipt of the letter/fax.
Furnish the Undersecretary and Executive

Director with a copy of the letter/fax.
c)
PERSON-INCHARGE
Reception Assistant
Legal Officer
Explain to the client the actions to be done

by the DFA on the case.
Briefs the client on actions required from
their end pending resolution of the case.
z)
Call the Local Manning Agency for

verification and details.
Legal Officer
aa) Verify the local manning agency with the

POEA.
bb) Advice the client to coordinate closely with
the local manning agency.
7 working days
6
Follow-up with Legal Officer (walk-in or

telephone).
Provide updates based on Posts report and

information obtained from the local manning
agency and the principal.
Legal Officer
None
*OUMWA will
communicate
with Post
79

Claims for Benefits (Employment, Death and Insurance
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
Death Certificate
Insurance Policy
*Marriage Contract
80

STEP
CLIENT
e)
SERVICE PROVIDER
Next-of-Kin of OFW writes to

OUMWA for assistance.
f) Another government
agency/DFA Regional Consular
Office/ NGO/Media sends a
letter to OUMWA referring the
request for assistance of the
Next-of-Kin of the OFW.
Location
d)
e)


q)
r)
FEE
Incoming
Communications
Assistant
None
5 mins.
None
2 mins.
Undergo phone interview by

ATN Officer.
DURATION
Refer to ATN Officer.
Receive call and refer to the

ATN Officer.
If ATN Officer receives call, acknowledge

receipt of letter/fax
Reception Assistant
ATN Officer
Death Certificate
Insurance Policy
cc) ATN Officer interviews the client.

e)
FORM
f)

PERSON-INCHARGE
dd) Request client to visit OUMWA and

present documents supporting claim for
benefits.
*(Additional documents may be required.)
ATN Officer
None
ee) Explain procedures for processing the

clients claim.
*Marriage Contract
*Special Power of
Attorney
30 mins.
7 working days
5

or telephone).
ATN Officer
None
*OUMWA will
communicate with
Post
81

Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
82

STEP
1
CLIENT
Location
SERVICE PROVIDER
PERSON-INCHARGE
Incoming
Communications
Assistant
FEE
FORM
DURATION
None
5 mins.
None
2 mins.
g)
h)

i)

s)

ATN Officer.
Reception Assistant

t)

ATN Officer
Undergo phone interview by ATN

Officer.
ff)
ATN Officer
None
30 mins.

Officer
ATN Officer/
Reception Assistant
None
Contact Info Card
2 mins.
ATN Officer
None
g)

h)
Another
government
gg) Require presentation of Contract of

Employment, contact details of OFW and
employer.

ATN Officer

or telephone).
Interview
Desk/
Reception
Counter
7 working days
*OUMWA will
communicate with
Post
83

Financial Support
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
*Marriage Contract
*Picture of OFW
84

STEP
CLIENT
i)
Location
SERVICE PROVIDER

j) Another government
j)
k)

l)
u)
v)
FEE
Incoming
Communication
s Assistant
None
5 mins.
None
2 mins.
None
30 mins.
FORM
DURATION


PERSON-INCHARGE

ATN Officer.

Reception
Assistant
ATN Officer
hh) ATN Officer interviews the client.

ii)

Officer

locating the whereabouts of the OFW and
conveying the request for financial
support.
jj)

kk) If needed, require submission of pertinent
with the OFW.*
ATN Officer
*Marriage Contract
Child/children
*Picture of OFW
7 working days

or telephone).
ATN Officer
None
*OUMWA will
communicate
with Post
85

Human-trafficking
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
86

STEP
CLIENT
k) Next-of-Kin of OFW writes to
l)
Another government
agency/DFA Regional
Consular Office/ NGO/Media
sends a letter to OUMWA
referring the request for
assistance of the Next-of-Kin
of the victim.
Location
SERVICE PROVIDER
(In case client visits OUMWA,

please follow procedures for
walk-in clients.)
n) Furnish the Undersecretary and

Executive Director with a copy of the
letter/fax.

Legal Officer
Incoming
Communications
Assistant
None
5 mins.
None
2 mins.
None
30 mins.
FORM
DURATION
o) Refer to Legal Officer.
w) Receive call and refer to the

Legal Officer.
x) If Legal Officer receives the call,
acknowledge receipt of letter/fax
ll)
f)
FEE
m) Record receipt of the letter/fax.

2
PERSON-INCHARGE
Reception
Assistant
Legal Officer

mm)
Require information on
whereabouts (last known address,
detention facility), illegal recruiter.
nn) Refer client to Department of Justice

(Inter-Agency Council Against
Trafficking) and National Bureau of
Investigation (Anti-Human Trafficking
Division) for filing of complaint.
Legal Officer
7 working days
4

Legal Officer
None
*OUMWA will
communicate
with Post.
87

Illegal Recruitment/Human Smuggling
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
88

STEP
CLIENT
m) Next-of-Kin of OFW writes to
n) Another government
agency/DFA Regional
of the victim.

walk-in clients.)
Location
SERVICE PROVIDER
PERSON-INCHARGE
FEE
Incoming
Communications
Assistant
None
5 mins.
None
2 mins.
None
30 mins.
FORM
DURATION
p) Record receipt of the letter/fax.

q) Furnish the Undersecretary and
letter/fax.
r)
Refer to Legal Officer.
y) Receive call and refer to the

Legal Officer.
z) If Legal Officer receives the call,
acknowledge receipt of letter/fax.
Reception
Assistant
Legal Officer
oo) Legal Officer interviews the client.

g) Undergo phone interview by
Legal Officer
3
pp) Require information on whereabouts

(last known address, detention
facility), illegal recruiter.
Legal Officer
Refer client to POEA-Anti-Illegal

Recruitment Branch and National Bureau
of Investigation for filing of complaint.
7 working days
4

Legal Officer
None
*OUMWA will
communicate
with Post.
89

Jail Visitation/Assistance to Detained OFW
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
90
How to Avail of the Service

STEP
CLIENT
o) Next-of-Kin of OFW writes to
p) Another government

please follow procedures for walk-in
clients.)
h) Undergo phone interview by

Legal Officer
3
Location
SERVICE PROVIDER
PERSON-INCHARGE
FEE
Incoming
Communications
Assistant
None
5 mins.
Legal Officer
None
2 mins.
Legal Officer
None
30 mins.
FORM
DURATION
s) Record receipt of the letter/fax.

t)
Furnish the Undersecretary and

Executive Director with a copy of
the letter/fax.
u) Refer to Legal Officer.
aa) Receive call and refer to the

Legal Officer.
bb) If Legal Officer receives the call,
qq) Legal Officer interviews the client.
rr) Require information on
whereabouts (last known address,
employer, detention facility)
7 working days
4
Follow-up with Legal Officer (walk-in

or telephone).
Legal Officer
None
*OUMWA will
communicate
with Post.
91

Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media

92

STEP
CLIENT
q) Next-of-Kin of OFW writes to
r)
Another government
agency/DFA Regional
of the OFW.

walk-in clients.)
Location
SERVICE PROVIDER
PERSON-INCHARGE
FEE
Incoming
Communicatio
ns Assistant
None
5 mins.
Legal Officer
None
10 mins.
Legal Officer
None
30 mins.
FORM
DURATION
v) Record receipt of the letter/fax.

w) Furnish the Undersecretary and
letter/fax.
x) Refer to Legal Officer.
cc) Receive call and refer to the

Legal Officer.
Reception
Assistant
dd) If Legal Officer receives the call,

ss) Legal Officer interviews the client.

Legal Officer
3
tt) Require information on whereabouts

(detention facility, employer.
uu) Explain Department regulations on
the provision of services of a lawyer.
7 working days
6

Legal Officer
None
*OUMWA will
communicate
with Post.
93

Repatriation (Individual/Mass)
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
94

STEP
CLIENT
s)
SERVICE PROVIDER

t) Another government
Location
y)
z)

FEE
Incoming
Communications
Assistant
None
5 mins.
None
2 mins.
None
30 mins.
FORM
DURATION

aa) Refer to ATN Officer.

2
PERSON-INCHARGE
ee) Receive call and refer to the

ATN Officer.
ff)

Reception Assistant
ATN Officer
vv) ATN Officer interviews the client.
i)

ATN Officer
ww) Require information on whereabouts (last

known address, employer, detention
facility)
xx) Explain procedures in facilitating
repatriation.
ATN Officer
yy) Inform client on fund sourcing

requirements for the repatriation ticket.
7 working days

or telephone).
*OUMWA will
communicate with
Post.
ATN Officer
None
*Actual
repatriation is
dependent on
completion of
requirements of
host government.
95

Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
96

STEP
CLIENT
u)
OFW or Next-of-Kin of OFW

writes to OUMWA for assistance.
v) Another government
OFW or Next-of-Kin of the OFW.
Location
SERVICE PROVIDER
cc) Furnish the Undersecretary and Executive Director with a copy

of the letter/fax.
Incoming
Communicatio
ns Assistant
None
5 mins.
None
2 mins.
None
30 mins.
FORM
DURATION
dd) Refer to ATN Officer.
gg) Receive call and refer to the

ATN Officer.
Reception
Assistant
hh) If ATN Officer receives call, acknowledge receipt of letter/fax
ATN Officer

Officer
zz) ATN Officer interviews the client.

aaa)
FEE
bb) Assist client in filling out the monitoring sheet. Record receipt
of the letter/fax.
PERSON-INCHARGE
Require information from the client on the location and

custodian of the personal belongings.
ATN Officer
bbb)
Inquire if arrangements have been made with the
custodian for the shipment of the personal belongings.
7 working days
4

or telephone).
ATN Officer
None
*OUMWA will
communicate
with Post
97

Shipment of Remains
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
OWWA Information Sheet
*Special Power of Attorney duly authenticated by the Saudi Embassy in

Manila in favor of employer or area coordinator and Philippine
Consulate General (or its duly authorized representative)
*Photocopy of passport of the deceased OFW

98

STEP
CLIENT
Location
SERVICE PROVIDER
PERSON-INCHARGE
FEE
Incoming
Communications
Assistant
None
5 mins.
None
5 mins.
FORM
DURATION
w) Next-of-Kin of OFW writes

to OUMWA for assistance.
ee) Record receipt of the letter/fax.
x) Another government
agency/DFA Regional
Consular Office/
NGO/Media sends a letter
to OUMWA referring the
request for assistance of
the Next-of-Kin of the
OFW.
ff) Furnish the Undersecretary and

Executive Director with a copy of
the letter/fax.
gg) Refer to ATN Officer.
a) Confirm receipt of the

letter/fax by calling or
visiting OUMWA.
b) Request client to visit

OUMWA for the
submission of the Letter of
Acceptance and other
pertinent documents.
ii)

ATN Officer.
jj) If ATN Officer receives call,

Reception Assistant
ATN Officer

walk-in clients.)
ccc)

ATN Officer
ddd)
Explain to the client the
procedure for the shipment of
remains.
eee)
ATN Officer interviews the

client.
Require submission of other

documents needed, if any, to
facilitate shipment of remains.
(Depends on the requirements of
* OWWA Information
Sheet
ATN Officer
None
*Special Power of
Attorney duly
authenticated by the
Saudi Embassy in
Manila in favor of
employer or area
30 mins.
99
the country concerned.)*
coordinator and
Philippine Consulate
General (or its duly
authorized
representative)
*Photocopy of passport
of the deceased OFW
*Picture of the
deceased
7 working days
*OUMWA will
communicate
with Post
Follow-up with ATN Officer

Provide updates based on Posts

report.
ATN Officer
None
*Completion of
the process for
the shipment of
the remains
on several
factors/
requirements of
host
government.
100

Whereabouts
Monday to Friday
8:00a.m. to 5:00p.m.
Distressed OFWs
Media
*Marriage Contract
*Picture of OFW
101

STEP
1
CLIENT
y)

z)
Another
government
Location
SERVICE PROVIDER
PERSON-INCHARGE
hh) Record receipt of the letter/fax.

ii)

jj)

kk) Receive call and refer to the

ATN Officer.
Reception
Assistant

ll)
ATN officer

Officer

or telephone).
Interview
Desk

fff) ATN Officer interviews the client.

ggg)

locating the whereabouts of the OFW.
hhh)
Require submission of information on

the last known address and contact
iii)

with the OFW.*
ATN Officer
FEE
FORM
DURATION
None
5 mins.
None
2 mins.
None
30 mins.
*Marriage Contract
Child/children
*Picture of OFW
ATN Officer
None
7 working days
*OUMWA will
communicate
with Post
102
Office of the
Undersecretary
for Special
Concerns
103
Overseas Absentee Voting Secretariat

OAV Registration Process for New OAV Registrants
Abroad: OAV Focal Person
Contact the nearest Philippine Embassy, Consulate and other Government Offices where one resides
In the Philippines: The Vice Chairs Office
Contact Nos. 8343275/8344361
Prescribed Registration Dates (to be provided by COMELEC)
Five (5) days a week / eight (8) hours per day, and on special specified dates for field and mobile registration.

All qualified Filipinos abroad and those who will be abroad during the period of National Elections.
What are the Requirements:

Valid Passport (or Photocopy of Passport)
Seamans Book (for Seafarers)
Oath of Allegiance and Order of Approval or Identification Certificate (for Dual Citizens)
Duration:
16 Minutes
104

STEP
LOCATION
Foreign
Service
Posts
(Embassies
and
Consulates),
other
government
agencies
(POLO's),
Private
Establishme
nts (MECO's)
and
Designated
Registration
Centers in
the
Philippines
(NAIA, POEA,
CFO and
OWWA)
CLIENT
SERVICE PROVIDER
DURATION
PERSON
IN-CHARGE
FEE
3 Minutes
COMELECDEPUTIZED
POST
REPRESENTA
TIVE/OAV
FOCAL
PERSON
NONE
3 Minutes
COMELECDEPUTIZED
POST
REPRESENTA
TIVE/OAV
FOCAL
PERSON
NONE
OAV Form No. 1
7 minutes
DCM
OPERATOR
NONE
OAV Form No. 1
FORM
Proceed to Post which has

jurisdiction where he/she
temporarily resides or at
designated registration
centers in the Philippines
(NAIA, POEA, OWWA &
CFO).
Personally appear before the

COMELEC-deputized Post
representative.
Provide OAV Form No.1 and explain how

to fill up the form.
Submit accomplished OAVF

No. 1, passport and other
supporting documents (if
applicable) to COMELECdeputized Post
Representative.
Determine identity of applicant:

Verify Passport/other documents.
Proceed to DCM Operator for

Biometrics Capturing.
- Check if applicants name is already in

National Registry of Overseas Absentee
Voters (NROAV).
Affix application form number sticker on
accomplished OAVF No. 1 and encode
applicant's demographic data into Data
Capturing System.
- Capture applicant's biometric data.
- Affix initials in the space found in part II of
OAVF No 1.
- Return initialed OAVF No. 1 to applicant,
direct applicant to the representative of the
Commission.
105
Proceed to the Administering

Officer (COMELECDeputized Post
Representative).
Administer the Oath, sign and give the

acknowledgment receipt (lowest portion)
part of the OAV Form No 1 to the applicant
and return the accomplished OAVF No. 1
to the DCM Operator for encoding of
demographic data of applicant thereafter.
3 Minutes
ADMINISTERI
NG OFFICER
NONE
OAV Form No. 1
END OF TRANSACTION
106

OAV Registration Process for Personal Voting
Contact Nos. 8343275/8344361
Voting Period starts one month before the actual date of the election in the Philippines and ends at 3:00 pm of the election
day (Philippine Time).

All qualified Overseas Absentee Voters.

Voters ID or Any Valid ID
107

STEP
LOCATION
CLIENT
SERVICE PROVIDER
Foreign Service
Posts (Embassies,
Consulates and
POLO's ), and
Private
Establishments
(MECO's)
Person applying for a

ballot approaches Poll
Clerk and gives his/her
name and address
together with other data
concerning his/her identity.
Poll Clerk verifies if the name of person

applying for a ballot is included in
(a) CLOAV or
(b) OAVF No. 2-A or
(c) BOOK OF VOTERS
DURATION
PERSON
INCHARGE
FEE
Poll Clerk
None
Chairman of SBEI
None
FORM
- ascertain voter's identity by verifying

voter's photograph in OAVF No. 2-A
- directs voter to approach the
Chairman for issuance of his/her official
ballot.
2
Approach the Chairman

for Issuance of Ballot
Chairman affixes his/her signature in

space provided in OAVF No. 2-A.
- announce the serial number of ballot,
enters the serial number of the ballot,
opposite name of voter in OAVF No. 2A.
- authenticate the ballot by affixing
his/her signature at the back of the
ballot.
- require voter to affix signature
opposite his/her name in OAVF No. 2A.
- fold the ballot in such a manner that
only the portion of ballot where serial
number appears is shown and issue
the folded ballot to the voter.
Accomplish the ballot by

indicating candidates/party
of his/her choice
None
108
Fold the ballot in the same

manner as when received
and return ballot to
Member-Secretary
Foreign Service
Posts (Embassies,
Consulates and
POLO's ), and
Private
Establishments
(MECO's)
The Member-Secretary, without seeing

contents of ballot and within view of
voter & Chairman, verifies:(a) serial
number of ballot coupon against
number previously entered in OAVF
No.2-A(b) whether or not ballot
coupon detached or(c) ballot is
accidentally defaced by the voter
such that it cannot be lawfully used.
Member-Secretary of
SBEI
None
Chairman of SBEI
None
- require voter to affix his/her right

thumbmark in corresponding space in
ballot coupon & opposite his/her name
in OAVF No. 2-A.
- detach the ballot coupon, deposit it in
ballot box, provides voter with an
envelope for the ballot and returns the
ballot to the voter.
Place the ballot inside the

envelope and return it to
the Chairman
Deposit the envelope containing ballot

inside ballot box compartment for valid
ballots in the presence of voter and
other members of the SBEI.
END OF TRANSACTION
109

OAV Registration Process for Applicants without Biometrics or with Incomplete Biometrics Data
Contact Nos. 8343275/8344361


Overseas Absentee Voters ID
Acknowledgement Receipt of the OAV Form No. 1
Duration:
15 Minutes
110

STEP
LOCATION
CLIENT
SERVICE PROVIDER
Personally appear before the

COMELEC representative at the
Philippine Embassy, Consulate or at
designated registration centers in the
Philippines.

DURATION
5 Minutes
Registered in Same Post without Biometrics or
with Incomplete Biometrics data.
Require Applicant to accomplish OAVF No. 1.
Stamp OAVF No. 1 "for data capturing only".
Direct applicant to proceed to DCM Operator.
Foreign Service Posts

(Embassies and
Consulates), other
government agencies
(POLO's ), Private
Establishments
(MECO's) and
Designated
Registration Centers
in the Philippines
(NAIA, POEA, CFO
and OWWA)
Proceed to DCM Operator for

Biometrics Capturing.
PERSON
IN-CHARGE
COMELEC-DEPUTIZED
POST
REPRESENTATIVE/OAV
FOCAL PERSON
FEE
FORM
NONE
OAV Form
No. 1
Assign new application form number (for data

capturing purposes only the old number will remain
as the registration number) on accomplished OAVF
No. 1 and encode applicant's demographic data into
Data Capturing System.
7 Minutes
DCM OPERATOR
NONE
OAV Form
No. 1
3 Minutes
ADMINISTERING OFFICER
NONE
OAV Form
No. 1
- Capture applicant's biometric data.

- Affix initials in the space found in part II of OAVF
No 1.
- Return initialed OAVF No. 1 to applicant, direct
applicant to the representative of the Commission.
Proceed to the Administering Officer

(COMELEC-Deputized Post
Representative).
Administer the Oath, sign and give the

acknowledgment receipt (lowest portion) part of the
OAV Form No 1 to the applicant and return the
accomplished OAVF No. 1 to the DCM Operator for
encoding of demographic data of applicant
thereafter.
END OF TRANSACTION
111

OAV Registration Process for Transfer of Registration Records
Contact Nos. 8343275/8344361


Overseas Absentee Voters ID
Acknowledgement Receipt of the OAV Form No. 1
Duration:
10 Minutes
112

STEP
LOCATION
CLIENT
SERVICE PROVIDER
Personally appear before

the COMELEC
representative at the
Philippine Embassy,
Consulate or at
designated registration
centers in the Philippines
and request for the
transfer of registration
records.

PERSON
INCHARGE
FEE
FORM
7 Minutes
COMELECDEPUTIZED POST
REPRESENTATIVE/
OAV FOCAL
PERSON
NONE
OAV Form
No. 1 and
OAV Form
No. 1B
3 Minutes
ADMINISTERING
OFFICER
NONE
OAV Form
No. 1B
Check if applicants name is already in

NROAV.
Foreign Service
Posts (Embassies and
Consulates), Other
government agencies
(POLO's), Private
Establishments
(MECO's) and
Designated
Registration Centers
in the Philippines
(NAIA, POEA, CFO
and OWWA)
DURATION
CASE 1: Registered in other Post with

Complete Biometrics.
Ask the applicant to accomplish OAVF
No.1B and proceed to Step 2.
CASE 2: Registered in other Post
without Biometrics or with Incomplete
Biometrics data.
Require applicant to accomplish OAVF
Form No. 1 and OAVF Form No. 1B,
Stamp OAVF No. 1 "for data capturing
only" and proceed to STEP 2 of the OAV
PROCESS FOR APPLICANTS
WITHOUT BIOMETRICS OR WITH
INCOMPLETE BIOMETRICS.
Proceed to the
Administering Officer
(COMELEC-Deputized
Post Representative).
Administer the Oath, sign and return the

accomplished OAVF No. 1B to the DCM
Operator.
END OF TRANSACTION
113

OAV Registration Process for Voting by Mail
Contact Nos. 8343275/8344361
Voting Period starts one month before the actual date of the election in the Philippines and ends at 3:00 pm of the election
day (Philippine Time).

All qualified Overseas Absentee Voters.

Voters ID or Any Valid ID
114

STEP
CLIENT
Upon receipt of the mailing packet (which
contain the ballot, an inner and outer
envelope, list of candidates and voting
instructions in English and Filipino),
accomplish the ballot by writing candidates
and party-list organization of your choice.
SERVICE PROVIDER
DURATION
PERSON IN-CHARGE
FEE
FORM
None
Place the accomplished ballot inside the

inner envelope.
None
Place the inner envelope in the outer

envelope which bears the address of the
Embassy or Consulate.
None
Send the accomplished ballot to the

Embassy or Consulate that has jurisdiction
over their respective residence and where
they actually registered. (The outer envelope
has the pre-printed address of the
Embassy/Consulate so there was no danger
of sending the ballots to the wrong
Embassy/Consulate).
Deposit the envelope

containing ballot inside ballot
box compartment for valid
ballots in the presence of other
members of the SBEI
Chairman of SBEI
None
END OF TRANSACTION
115
Foreign Service
Institute
116
FOREIGN SERVICE INSTITUTE

CARLOS P. ROMULO LIRARY
READERS SERVICES
Contact Person:
Contact Number:
The Librarian
834-3214
Schedule of Availability of Service:

Monday to Friday, 8:00 a.m. to 5:00 p.m.

Primary Clients:
All D.F.A. and F.S.I. employees
Secondary Clients: Students, Government and Non-Government employees, Researchers
Requirements:
For the Primary Clients:
1. Office I.D.
For the Secondary Clients
1. Valid I.D. and Visitors Pass
2. For Students, Referral letter from their respective School Librarians, School I.D. or Library Card, Visitors Pass
Conditions:
1. Letter is valid for one day.
2. On a given day, only two students per school are allowed in the Library at any given time
3. The duration of the clients stay in the Library depends of the number of other clients who need to do research
Duration:
16 minutes (under normal circumstances)
117
STEP
LOCATION
APPLICANT/CLIENT
SERVICE PROVIDER
DURATION OF
ACTIVITY
(Under Normal
Circumstances)
Person-inCharge
FEES
FORMS
Walk-in clients:
Ground Floor
For undergraduate students:

Check the referral letter to
make sure that it is signed by
Present referral letters issued by the
the school Librarian and the
school librarian (names of student/s
name of student is stated as
being referred must be stated)
evidenced by the school ID.
2 min
Librarian will keep the
together with school ID or Library
Card and Visitor's Pass
documents presented during
the time client is inside the
library
For graduate students, other researchers
Present a valid ID at the Circulation

counter and Visitor's Pass
Check the ID and the Visitor's

Pass. Librarian will keep the
I.D.s presented during the
time client is inside the library
Request for assistance in looking for

materials
Assist researcher to do
bibliographic or literature
search
Photocopy materials
Return the borrowed materials to the

supervisor
2 min
Librarian
(Reader's
Services)
Librarian
(Reader's
Services)
Librarian
(Reader's
Services)
*instruct researcher on how

to use the card catalog or
electronic database
3 min
*assist researcher in
locating materials
10 min
Records the returned

materials
1 min
118
STEP
LOCATION
APPLICANT/CLIENT
SERVICE PROVIDER
Request to photocopy materials
Asks researcher to sign the

book card/s of the material
to be photocopied and issue
photocopy pass
(Under Normal
Circumstances)
Person-inCharge
2 min
Librarian
(Reader's
Services)
(20 min
allotted time
for researcher
to return
materials
photocopied)
DFAMPI
Photocopyin
g Machine
Operator
Receives and return book

card for returned materials
2 min
Librarian
(Reader's
Services)
If the query is of
bibliographic research in
nature, ask client to call
back in 10 minutes
10 min
Librarian
Search for requested

materials:
*If the client is looking for
a full-text materials:
if less than five
pages, locate, photocopy
and fax documents
if more than five
pages, locate, photocopy
materials and ask client to
pick up materials
45 min/doc
Librarian
30
min/document
Librarian
Photocopy materials
Return materials photocopied
DURATION
OF ACTIVITY
FEES
FORMS
PhP
3.00/page
Over-the-phone clients
1
Request assistance over the

phone (e.g. if library has a copy of
a documents, books, articles)
119
Request for Certified True Copy of Treaties:

1
Request for certified true copy

(CTC) of treaties
Asks client to send/fax or bring

letter of request stating the reason
for need of a certified true copy of
document
Present letter f Request and fill

up request form
Assists the client to fill out request

form and receives original copy of
letter and asks client to return for
the document after 2 days.
Locates original copy of document
CTC
Request
form
(45
min/documents)
DFAMPI
Photocopying
Machine
Operator under
Librarian's
supervision
Photocopy document
Central
Records,
OPAS,
Basement
Librarian
Return to the Library on the

scheduled date
Show client and to verify if it is the

requested document
2 min
Librarian
Accompany Librarian to Central

Records Division for certification
Accompanies the client to Central

Records Division
15 min
Librarian
Php6.00
per page
OPAS stamps Certified True Copy

in the document.
Signs the document or page.
Cashier,
OFM, 4th
Flr.
Central
Records,
OPAS,
Basement
Pay the certification fee

Proceed to Central Records
Division
Present official receipt as proof
of payment to certified
documents
Accepts payment and issue official

receipt
OFM
100php
/page
Records the documents

CRD, OPAS
Issue Certified documents
120
Bids and
Awards
Committee
121
Bids and Awards Committee

Public Bidding in the Procurement of Goods, Infrastructure, and Consulting Services
Bids and Awards Committee, Office of Legal Affairs
834-4116
Monday Friday, from 9:00 am to 5:00 pm
Who May Bid:
1. Duly licensed Filipino citizens/ sole proprietorships
2. Partnerships, corporations, or cooperatives duly organized under Philippine laws and 60% of their interest is owned by Filipinos
3. Joint venture (60% Filipino ownership or interest, in case of goods and consulting services; 75% ownership in case of infrastructure projects)
4. Foreign citizens, partnerships, corporations, cooperatives or associates under conditions specified in Section 23 of the Implementing
Guidelines of Republic Act 9184
Disqualification
The bidder must NOT be related to the Secretary, the head of the Procuring Entity (also the Undersecretary for the Administration), members of
the Bids and Awards Committee (BAC), the Technical Working Group (TWG), BAC Secretariat, the head of the end-user unit, and the project
consultants, by consanguinity or affinity within the third civil degree.
On the part of the bidder, this rule shall apply to the following persons:
(a) If the bidder is an individual or a sole proprietorship, to the bidder himself;
(b) If the bidder is a partnership, to all of its officers and members;
(c) If the bidder is a corporation, to all its officers, directors, and controlling stockholders; and
(d) If the bidder is a joint venture, items (a), (b), or (c) shall correspondingly apply to each of the members of the said joint venture
122
Requirements:
Four (4) sets of the following documents, unless otherwise stated, placed in four (4) separately sealed packages, arranged accordingly in folders
with labels/tabs:
Company Profile stating the (i) name of the company, (ii) business address/es, (iii) e-mail address/es, (iv) telephone and fax numbers, (v)
current board of directors (for a corporation), current list of partners (partnership), current officers and/or operators (for single proprietorships and
other entities), (vi) the year the business was established.
Registration Certificate from the Securities and Exchange Commission (for corporations/partnerships), from the Department of Trade and
Industry (for single proprietorships), or the Cooperative Development Authority (for cooperatives). The certificate must be a certified true copy
issued by the appropriate government agency. Otherwise, the original certificate must be presented during the bid opening for examination of the
BAC.
Valid Mayors Permit issued by the city or municipality where the principal place of business of the prospective bidder is located. A certified true
copy is required but the original must be presented for verification purposes.
Accreditation/Membership Certificate or License issued by the proper government agency or organization to be determined by the BAC,
depending on the nature of the project. If a copy is submitted, it should be certified as a true copy by the issuing government agency or
organization.
BIR Registration reflecting VAT tax registration. For copies certified by the bidders officers, the original must be presented during the bid
opening for examination by the BAC.
2007 and 2008 Annual Income Tax Returns filed through EFPS, with a copy of EFPS enrolment of the bidder. If enrolment in the EPFS
was made after the filing of the tax returns, the tax returns submitted by bidder must be duly stamped received by the BIR. The original
certificate of enrolment must be presented for verification purposes.
Audited Financial Statements for 2007 and 2008 duly stamped received by the BIR.
Up- to- date Tax Clearance from the BIR (certified true copy by the BIR) to prove timely payment of taxes. Tax clearance must be valid for
bidding purposes.
123
Track Record for 2008 and 2009 showing a list of relevant completed and ongoing contracts, including contracts awarded but not yet started,
and the amounts of the contracts. The bidder must have a single similar contract whose value must at least be fifty percent (50%) of the approved
budget for the project. (For regular/expendable supplies, the value must at least be twenty five percent [25%] of the ABC). (Original signed by the
appropriate officer of the bidder)
Documentary proof that the (i) bidder has a paid up capital, or (ii) an existing long-term bank deposit, or (iii) a Credit Line from a
universal or commercial bank, equivalent to at least thirty percent (30%) of the contract price. As proof of the paid up capital, bidder must
submit its up-to-date GIS duly certified as a true copy by the SEC. As proof of bank deposit, an original bank certification must be submitted with
a warranty that it shall not be pre-terminated until after thirty (30) days from the submission of the bid documents. If a credit line is submitted, it
should state that it is valid until thirty (30) days after the award of the contract, if the bidder is awarded the contract.
Names and specimen signature/s of authorized representative/s of the company. (Original)
Notarized Statement that bidder is not barred from bidding by the Government or any of its agencies, offices, instrumentalities or
corporations, including LGUs. (Original)
Notarized Undertaking authorizing BAC or its authorized representatives to validate any documentary submission of bidder, including bank
statements, and to conduct inspections of the bidders company premises. (Original)
PhilGEPS accreditation. (Certified true copy of company officer but the original must be presented for verification)
If applicable, a joint venture agreement duly notarized in case of foreign bidders not doing business in the Philippines.
124
How to Participate as Proponent/Bidder in the Public Bidding Activities

STEP
1
Advertisement
2
Submission of
Letter of Intent
and Purchase
of Bid
Documents
3
Pre-Bid
Conference
4
Submission
and Receipt of
Bids
LOCATION
PROPONENT/BIDDER
SERVICE PROVIDER
DURATION
Newspaper of
general circulation,
PhilGEPS website,
and DFA bulletin
board
n/a
Cause the publication and

posting of the invitation to bid
Published once;
Posted for 7 days
Anytime from
Publication to the
deadline for
Submission of Bid
Documents
PERSON
-INCHARGE
FEE
FORM
BAC Secretariat
n/a
n/a
BAC Secretariat
Depends on the
project
OLA, BAC
rd
Secretariat, 3 Floor
Submits the Letter of Intent to

Participate in the Public Bidding
and buys Bid Documents
Receive the Letter of Intent and

Sell Bid Documents
Board Lounge Room

or in any other
location within the
DFA, as may be
stated in the
advertisement
Participate in the Conference
Discuss the eligibility

requirements and the technical
and financial components of the
contract to be bid
Within 12 days
before deadline of
submission of bids
BAC & TWG with

Observers (COA,
PAGC, CBCP,
MBC)
Respond to the request by

issuing a Supplemental/Bid
Bulletin and post such bulletin
on the PhilGEPS or the website
of the procuring entity
7 days before
deadline of
submission
BAC
Board Lounge Room

or in any other
location within the
DFA, as may be
stated in the
advertisement
Write request for clarification

and/or make queries and
submit to BAC
Submit the required eligibility

requirements
Receive the sealed envelopes

submitted by the
proponent/bidder
Before the deadline

for submission of Bid
Documents as
specified in the
advertisement
BAC Secretariat
n/a
As part of the
technical
requirements, bid
security equivalent
to 2% (if cash,
cashiers or
managers check,
bank draft, or
irrevocable credit)
or 5% (if surety
bond) of the ABC
is required
Business
Letter
n/a
4 sets of the
Required
Documents in
4 sealed
envelopes
arranged in
folders with
labels and
tabs
125
5
Opening and
Evaluation of
Bids
6
PostQualification of
the Lowest
Bidder
Board Lounge Room

or in any other
location within the
DFA, as may be
stated in the
advertisement
Company premises of
the lowest bidder,
offices of relevant
government
agencies, office s of
clients/partners of
proponent/bidder, or
such other places as
the BAC & TWG
deems appropriate
Open the bids and evaluate the

eligibility of the proponents and
the completeness of the
documents submitted
Witness the opening of the
envelopes
Evaluates the bids
Submit Post Qualification

Documents
Check the submitted

documents for authenticity and
accuracy
Ascertain the capability of
proponent/bidder to comply with
the Terms of Reference (TOR)
of the project
Within 7 days from

receipt of proposals,
in case of goods and
infrastructure
projects
n/a
n/a
BAC, TWG, and

end-user with COA
representative
n/a
n/a
Within 7 days from

Post Qualification
Head of Procuring
Entity (HOPE)
issues the Notice
upon
recommendation of
BAC
BAC transmits
notice to qualifying
bidder and posts
the same
5 OR 10% ( in
case of cash,
cashiers
/managers check,
bank
draft/guarantee, or
irrevocable letter
of credit), or 30%
(in case of surety
bond) of the ABC
Within 15 days from

notice of award
HOPE and BAC

Secretariat
n/a
Within 21 days from

receipt in case of
consulting services
Within 7 days from

determination of
Lowest
Calculated/Highest
Rated Bid
Issues the Notice of Award

7
Award of
Contract
8
Contract
Signing
Newspaper of
general circulation,
PhilGEPS website,
and DFA bulletin
board
DFA premises
Receives Notice of Award
Prepares Draft Contract for

Execution between Bidder and
the Department
Posts of the Notice of Award
Signs contract and posts

performance security
Signs contract and issues

Notice to proceed
BAC & TWG with

Observers (COA,
PAGC, CBCP,
MBC)
n/a
n/a
126
Board of Foreign Service

Administration (BFSA)
127
CITIZENS CHARTER
BOARD OF FOREIGN SERVICE ADMINISTRATION (BFSA)
Issuance of Certificate of No Pending Administrative Case
Schedule of Availability: Monday-Friday, from 8:00 a.m. to 5:00 p.m.
Who May Avail of the Service: Retirees, retiring and resigning personnel; personnel applying for scholarships; personnel applying for correction of entries in their civil registry documents; personnel applying for
renewal of bonds; Chiefs of Mission, Career Ministers and Foreign Service Officers for confirmation with the Commission on Appointments
Requirements: (1) BFSA Request Form for Certificate of No Pending Administrative Case; and (2) Photocopy of DFA I.D. or Passport
FEE: Gratis or Free of Charge
Duration: Same day processing
Board of Foreign Service Administration (BFSA) Secretariat Contact Number: 834-4929
STEP
1
CLIENT
Fill-out Request Form given by the BFSA Secretariat
Receives Duly Accomplished Request Form and Attachments from the

Applicant
Advises Applicant to come back at a certain time for the pick-up of
Certification
Records Verification on the Database of all Administrative Cases,
Complaints and Board Resolutions in the Department
Prepares the Certificate of No Pending Administrative Case
3
4
5
Submits the Certificate of No Pending Administrative Case for

Approval and Signature
Approval and affixing initials on Certificate of No Pending Administrative
Case
Signing of Certificate of No Pending Administrative Case
6
7
8
BFSA SECRETARIAT
Applicant should return on the time of the release. His/her

authorized representative may pick up the Certificate
Releases the Certificate of No Pending Administrative Case
PROCESSING
TIME
One to two
(1 to 2) Minutes
PERSON
IN-CHARGE
BFSA Assistant
FORM
One (1) Minute
BFSA Assistant
BFSA Request Form for

Certificate of No Pending
Administrative Case
n/a
Five to ten
(5-10) Minutes
Five to ten
(5-10) Minutes
Three to Five
(3-5) Minutes
Five to ten
(5-10) Minutes
Five to ten
(5-10) Minutes
Three to five
(3-5) Minutes
BFSA Assistant
n/a
BFSA Assistant
n/a
BFSA Assistant
n/a
Assistant Board
Secretary
Board
Secretary
BFSA Assistant
n/a
n/a
n/a
128

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TABLE OF CONTENTS

Office of the Undersecretary for Migrant Workers Affairs .

Office of Consular Affairs

Assistance to Kidnapping and Hostage-taking Victims

Assistance to Kidnapping and Hostage-taking Victims

Office of the Undersecretary for Special Concerns

OAV Registration Process for New OAV Registrants

Foreign Service Institute

Bids and Awards Committee

Carlos P. Romulo Library

Public Bidding in the Procurement of Goods, Infrastructure, and Consulting Services

Board of Foreign Service Administration (BFSA)

Office of Consular Affairs

Who May Avail of the Service:

Duly accomplished application form

In Case of No Birth Record:

If born on or before 1950:

Certificate of Non-Availability of Birth Record from NSO

For spouse of foreign national:

FOR MINOR APPLICANT (below 18 years old)

Personal appearance of the minor

If minor is legitimated by subsequent marriage of parents:

FOR MUSLIM APPLICANTS (same general requirements stated above)

FOR RENEWAL OF PASSPORT APPLICANT

FOR REPLACEMENT OF LOST PASSPORT

LIST OF SUPPORTING DOCUMENTS

Guidelines on Emergency Issuance of Passports

1.7 Head, Individual Processing

Agency Releasing Section

Courtesy Services (CL)

Regional Consular Offices

* Waiting time is not included in the Duration.

How to Avail of the Service:

Issuance of Passport (Individual Passport Processing)

A reference number will be given by the phone operator

Locates and gives the applicants pre printed application

Issues receipt for processing fee.*

Proceed to Cashier for payment

Accepts payment and issue the official receipt.

Proceed to Courier Counters

Accepts payment and receipt. ****

Proceed to ePassport Encoder

Checks and detaches the application form and submitted

Applicant comes back at the

Releasing of Individual Passport (E-Passport)

Wait for the name to be called.

Check all the details in the passport**

Receives the applicants receipt and inform the

Issuance of Passport (Agency Processing Section)

Liaison officers of the travel agency will log on at

Send a reply thru e-mail indicating the date and time

Evaluate documents to establish applicants identity.

If documents are complete and in order, passport

Cases of questionable citizenship and other

Cashier (2nd floor)

Pay the corresponding fee

Receives the payment and validate the receipt.

Applicant will proceed to the Enrolment Center

Accept the application form, supporting documents

The liaison officer comes back at the scheduled

Releasing of Passport (Agency Processing Section)

Liaison Officers proceed to the

Gathers all passport slips/receipts.

Liaison Offices sign on the electronic

DFA Citizen's Charter

DFA Citizen's Charter