Memorandum
To All: Attention: Ms. Gladys Crisologo, Ms. Charisse Bandong
Other sbus
Date: January 19, 2026
SUBJECT: More guidance, lesson learned on observation and conversation with various sbus and lessons learned from Hamp immediate resignation
Date: January 10, 2026
Objectives: 1. To encourage professionalism and observance of correct process beginning today and thereafter
2. To stick close to Principles 1 and 2 (which is not happening
3. To add to the knowledge of the new hires; if some of these topics were not taken up during the orientation.
Background. Each of the guidance will have background featured in each one of them
1. Day offs . If there are changes in day off these must be in writing
Background: It was observed that in this meeting with the HAMP staff, somebody was not present because it was reported that there was a change in day off from Tuesday to Friday. Was it in writing.? No. This item is specifically mentioned in the labor code and such must be handled with legal care. Many firmsvhave been fined for not observing the day off (simply because the staff keep on changing their day off verbally and thus made to appear not to give their staff the legally mandated day off. Being prescribed in the law, we must show compliance in writing documented. That must be proved.
In the gmeet today, 1/19/2026. the practice seem to be prevalent and must be stopped. The change day off can be documented via the leave form
"Chapter II – Weekly Rest Periods
ART. 91. Right to Weekly Rest Day. – (a) It shall be the duty of every employer, whether operating for profit or not, to provide each of his employees a rest period of not less than twenty-four (24) consecutive hours after every six (6) consecutive normal work days.
(b) The employer shall determine and schedule the weekly rest day of his employees subject to collective bargaining agreement and to such rules and regulations as the Secretary of Labor and Employment may provide. However, the employer shall respect the preference of employees as to their weekly rest day when such preference is based on religious grounds.
ART. 92. When Employer May Require Work on a Rest Day. – The employer may require his employees to work on any day: "
2. Personal files are permanent which must be preserved:
Personnel files such as: 201 files, DTR, leaves day offs , CVs tests are permanent records and must be made available to govt agencies the Board and should be preserved
and kept secure vs theft, tampering, and loss. The sbu must have a dummy file, and HR Main office shall be the repository of the original
The 201 file must contain:
1 Pre employment requirements: CV, Co application form, exams, interview sheet, hiring sheet, BI, PE saying fit to work Clearances: barangay, police, NBI; 3 reference and surely letters
2, Employment: job offer, contract, SSS, TIN, Philhealth numbers, transfers, disciplinary action, commendation, service awards
3, Training - book reports certificates of training, diploma post graduate, seminar certificates.
4. Service records in the company: transfer, promotions, demotions etc. salary records
Background: No such DTR can be found at HAMP and DTR are thrown away and or used as scratch paper. This order and guidance must be strictly observed
3. Accounting files must be maintained by SBU therefore i it is mandatory that sbus employ full time SFC (SBU Accounttng Assistant
Background : No such records exist at HAMP, What is typed in word or Xls are simply typed over and records are erased. The following transactions must be filed and manually or
automatically as each one is transacted:
1 Budget: Planned actual payment Check issued # Amount (check registry) date Payee
2. Accumulated funds for 52% for transfer to Majorem) Total
2% 15% 15% 5% 5%
This month
Cumulative
2, Installment contract receivables (TOTALS) Balanced and totaled monthly
Account No Name Date opened TLP DP Balance PMNTs made Balance
Current
Arrears
Ageing
past 30 days
past 60 days
past 90 days
Repossessed (Forfeiture)
3. Lot Inventories (monthly)
Beginning inventory
Add: forfeiture/new project production
Subtract sales
NEW BALANCE
Beginning inventory
Add: new fabrications
Subtract: used interments
New balance
5. Daily abstracts : Cash king cash makes the world go around, Without cash, without collection we die
Submission of abstract is a serious affair. Non submission for the day is a Class d offense
4 modules: (with formula)
background: some sbus do not submit, hamp did not submit abstracts
1. collection
Date Or No Account No Name MA breakdown with formula (total 52%) less interest (non lot payments) Total collection = net collection
less int service
2. treasury
Net collection - Deposit by Customers at Ban less deposit by SBU = Cash on hand
Cash breakdown
3. sharing
total collection in 1 less: non lot collection less 52% x __% for landowner can be 50- 50 LU, 50 - HGGMP etc 60-40% hamp
x %of developer
IF
4 PnL
Developers share - Cogs = Gross profit
Dapat gagawin araw araw para hindi natatambakan
5. Furniture, Fixtures and equipment
1, Equipment Operational Non operational Acquisition amount Estmated depreciated value
I
Motor Vehicles
Rods
Lid placer
Tents (Big)
Tents (small)
Chairs
Seat cover
Office equipment/furniture:
1. Aircon
2. Chairs (office)
3. Computer
1. Tower
2. Keyboard
3 Monitor
4. Calculator
5. Modem/ router
6. CCTV
Chapel equipment
1. Aircon
2 Water dispenser
3 Bed beddings
4 Refrigerator
5 Microwave
6. Utensils
spoon
fork
plates
saucers
cups
glasses
4. Record keeping
Personnel and system
1. Memo files
1. Sales map duly marked
2. Master list of plots
1. Sold with ppa/ co dos #
2. With interments
INTERMENT FILES
1. I A
2. ARU
3. PNL
4. Reimbursement CA
1. Log book /issued to office staff /processor records asst
2. Duplicate files of those issued/duly received by customer
3. Supporting docs: ledgers, ppa, for dos issuances
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