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Adopted: 30 April 2015
Date Filed: 08 June 2015
WHEREAS, on 23 October 2014, the Board, through Resolution No. 157, approved the Amended Policy and Procedural Guidelines on Constructive Filing of Retirement Claims (PPG No. 271-14);

WHEREAS PPG No. 271-14 does not cover applications for separation benefits;

WHEREAS, the adoption of a policy on constructive filing of application for separation benefits will facilitate the processing of corresponding benefits due to separating members who died prior to the approval of their application for separation benefits;

RESOLVED, to APPROVE and CONFIRM the Policy and Procedural Guidelines on Constructive Filing of Application for Separation Benefits, as proposed by the Senior Vice President, Corporate Services Group and Corporate Planning Office, in her Memorandum dated 27 March 2015.

A copy of the PPG on Constructive Filing of Application for Separation Benefits is made an integral part of this Resolution

Certified Correct:
(SGD) ATTY. MARIA THERESA ABESAMIS-RAAGAS Corporate Secretary
Confirmed:
(SGD) ROBERT G. VERGARA Vice Chairman		(SGD) KARINA CONSTANTINO-DAVID Trustee
(SGD) GREGORIO T. YU Trustee		(SGD) ROMAN FELIPE S. REYES Trustee
(SGD) MARIO J. AGUJA Trustee		(SGD) ELISEA G. GOZUN Trustee
(SGD) ROMEO M. ALIP Trustee		(SGD) GERALDINE MARIE BERBERABE-MARTINEZ Trustee

Attachment:

Policy and Procedural Guidelines No. 283-15

Constructive Filing of Application for Separation Benefits

I. BACKGROUND/RATIONALE

On 01 December 2014, the Board approved Policy and Procedural Guidelines (PPG) No. 271-14 (Amended Guidelines on Constructive Filing of Retirement Claims) which superseded PPG 225-13 (Constructive Filing of Retirement) and supplemented PPG 216-12 (Guidelines for PTD Claims under RA 8291).

However, there had been cases where endorsement of application for separation benefits by an agency to GSIS is made after the occurrence of death of the separating member which resulted in the disapproval of claim applications by GSIS to the detriment of the member.

The adoption of a policy on constructive filing of application for separation benefits shall provide guidelines for all Operating Units Concerned (OUCs) in the processing and settlement of such claims.

It shall facilitate the provision of the said benefit due for such members who died prior to the endorsement of their application for separation benefits by their agency to GSIS. It shall likewise establish and maintain responsibility and accountability among all government agencies in handling all applications for separation benefits.

II. OBJECTIVES

1. To provide policies and procedures in the processing and settlement of all applications for separation benefits of members who died prior to the approval of such application; and
   
2. To establish and maintain responsibility and accountability among all government agencies in handling all applications for separation benefits.

III. POLICIES

A. Coverage

Constructive Filing is an assumption that an application for benefits of a deceased member is deemed filed with the System provided such application is actually filed with the member's agency prior to his or her death.

This PPG shall only cover applications for separation benefits.

B. Conditions for Entitlement

Constructive filing shall be assumed in application for separation benefits which remain to be in the possession of the member's agency even after the occurrence of his or her death provided that:

1. Actual filing of such application was done prior to the member’s death.
   
2. The following documents are submitted to establish the date of actual filing of the application with the agency:
   
   
   1. Original copy of the member's letter of separation from the agency or equivalent document with acknowledgment receipt by the agency’s Human Resources (HR) officer; and
      
   2. Original copy of sworn statement disclosing the actual date of filing of application for separation benefits with the agency, to be executed by the Head of the HR Unit or Department.
   
   
3. The application for separation benefits shall be endorsed to the System not more than thirty (30) days from date of filing of the application by the member with the agency. However, if the application for separation benefits was endorsed to GSIS beyond thirty (30) days, a notarized explanation or affidavit shall be executed by the HR officer and concerned officials stating the reason for the delay in filing.

C. Disqualification to Constructive Filing

The separating member shall not qualify under constructive filing if he or she died prior to the effective date of separation from the government service. The member shall be considered an active member at the time of his or her death.

IV. INFORMATION DISSEMINATION

The Corporate Communications Office (CCO) shall prepare the necessary information materials to disseminate this PPG and its implementation to all GSIS executives, employees, members and government agencies.

V. PROCEDURAL GUIDELINES

The detailed procedures to be included in the Manual of Operations of the OUC shall adhere to the following general guidelines:

Activity	Responsible Unit/Person
	CO	BO
1. Submit application for separation benefits together with the supporting documents.	Separating Member's Agency	Separating Member's Agency
2. Receive and evaluate application and other required documents. 2.1 If complete, stamp "received" on the application, proceed to Activity 3. 2.2 If incomplete, return application and advice the Liaison Officer (LO) to comply with the requirements.	Frontline Services Division (FSD)	FSD
3. Log in the Transaction Monitoring System (TMS). Indicate in the "remarks" portion that the member is already deceased.
4. Scan received documents and attach to TMS. Forward to Claims Unit.
5. Determine the date of death of the member. 5.1 If member died on or after the effective date of separation from government service, proceed to Activity 6. 5.2 If the member died prior to the effective date of separation from government service, send notice to member's survivors or legal heirs denying application and informing them of their options. Update and close TMS.	Claims Unit	Claims Unit
6. Forward TMS to Membership Department for records updating.
7. Update records and return TM3 to Claims Unit.	Membership Department	Membership Department
8. Update TMS, forward documents to Accounts Management Division (AMD) for reconciliation.	Claims Unit	Claims Unit
9. Reconcile account and return TMS to Claims Unit.	AMD	AMD
10. Process claim. Check if legal heirs are active members. 10.1 If legal heirs are active members:               10.1.1 Proceed with eCrediting. Proceeds shall be credited to the eCard account of the active members; and 10.1.2 Update and close TMS. 10.2 If any of the legal heirs is not an active member, proceed to Activity 11.	Claims Unit	Claims Unit
11. Prepare Disbursement Voucher (DV) payable to legal heirs.
12. Forward TMS and DV for signature of authorized signatories.
13. Sign DV and return TMS and DV to Check Printing and Releasing Unit (CPRU) for CO or FSD-Cashier for BO.	Authorized Signatories	Authorized Signatories
14. Print check. Forward TMS and check to Authorized Signatories.	CPRU	FSD (Cashier)
15. Sign check. Return TMS and signed check to CPRU (CO) or FSD-Cashier (BO).	Authorized Signatories	Authorized Signatories
16. Release check to payee subject to presentation of requirements. Close TMS.	CPRU	FSD (Cashier)
End of Process

All Orders, Circulars, Policy and Procedural Guidelines inconsistent with the above are hereby deemed superseded.

This PPG shall take effect after fifteen (15) days from the date of publication in the Official Gazette or in two (2) newspapers of general circulation.

(SGD) ROBERT G. VERGARA
President and General Manager
Date Signed: April 30, 2015