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GUIDELINES ON THE ELECTRONIC TRANSMITTAL OF DOCUMENTS1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Members shall electronically file bills and resolutions to the Office of the Secretary General through the Bills and Index Service (BIS)official email: [email protected]. Measures transmitted shall be in PDF and MS Word formats, and if possible, bear the signatures of the authors.
The NUMBERING of bills and resolutions shall be according to the date and time of transmittal as reflected in [email protected].
Bills and resolutions filed shall be ACKNOWLEDGED through the BIS email. Acknowledgement message shall contain the assigned bill or resolution number,title, author, the date and time of filing, and the name of the BIS personnel acknowledging the email.
The REGISTRATION OFFICER of the BIS shall place the assigned bill or resolution number as well as the date & time of the filing on the printed copies of the PDF format version of the filed bill or resolution. He/she shall then provide the Member with a copy of the numbered bill orresolution through BIS email
The Members or their staff shall use the Members’ official @house.gov.ph email or the Members’ personal email address
New Message
To:Subject:
Send
[email protected] and resolution
Sender: official @house.gov.ph
Jun 19
Jun 18
Jun 15
Jun 15
Jun 15
Jun 14
Jun 13
Jun 11
bill and resolution
1
XXXXXXX
GUIDELINES ON THE ELECTRONIC TRANSMITTAL OF DOCUMENTS1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Members shall electronically file bills and resolutions to the Office of the Secretary General through the Bills and Index Service (BIS)official email: [email protected]. Measures transmitted shall be in PDF and MS Word formats, and if possible, bear the signatures of the authors.
The NUMBERING of bills and resolutions shall be according to the date and time of transmittal as reflected in [email protected].
Bills and resolutions filed shall be ACKNOWLEDGED through the BIS email. Acknowledgement message shall contain the assigned bill or resolution number,title, author, the date and time of filing, and the name of the BIS personnel acknowledging the email.
The REGISTRATION OFFICER of the BIS shall place the assigned bill or resolution number as well as the date & time of the filing on the printed copies of the PDF format version of the filed bill or resolution. He/she shall then provide the Member with a copy of the numbered bill orresolution through BIS email
The Members or their staff shall use the Members’ official @house.gov.ph email or the Members’ personal email address
New Message
To:Subject:
Send
[email protected] and resolution
Sender: official @house.gov.ph
Jun 19
Jun 18
Jun 15
Jun 15
Jun 15
Jun 14
Jun 13
Jun 11
bill and resolution
1
For HRep concessionaires and VISITORS
SUBMIT a duly accomplished health declaration form at
building entry points.
CONFIRM prior appointment with pertinent office/s. Offices must SUBMIT to the Office of Sergeant-at-Arms their guest
list at least one hour before the guests’ expected time of arrival.
For Visitors Seeking Assistance
Guidelines for HRep Visitors1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Office of Representative ...
1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Visitors seeking financial and medical
assistance will only be permitted in
the HREP complex on Thursdays.
After each transaction, the visitor shall proceed
to the North Gate to exit premises.
The first level of the North Multi-Level Parking
Building is the designated transaction area.
Confirming Appointment on.....
THURSDAYs
We AREOPEN on
1st floor north parking building
E X I TCA
NTEE
NM
EDIC
AL
Concerned congressional staff shall be stationed in
this area to meet their respective constituents.
Health declaration form may be downloaded from
www.congress.gov.ph
Guarantee Letter
For HRep concessionaires and VISITORS
SUBMIT a duly accomplished health declaration form at
building entry points.
CONFIRM prior appointment with pertinent office/s. Offices must SUBMIT to the Office of Sergeant-at-Arms their guest
list at least one hour before the guests’ expected time of arrival.
For Financial Assistance Visitors
Guidelines for HRep Visitors1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Office of Representative ...
1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Visitors seeking financial and medical
assistance will only be permitted in
the HREP complex on Thursdays.
After each transaction, the visitor shall proceed
to the North Gate to exit premises.
The first level of the North Multi-Level Parking
Building is the designated transaction area.
Confirming Appointment on.....
THURSDAYs
We AREOPEN on
1st floor north parking building
E X I TCA
NTEE
NM
EDIC
ALConcerned congressional
staff shall be stationed in this area to meet their
respective constituents.
Health declaration form may be downloaded from
www.congress.gov.ph
Guarantee Letter
For HRep concessionaires and guests
Submit a duly accomplished health declaration form at
building entry points.
Confirm prior appointment with pertinent office/s. Offices must submit to the Office of Sergeant-at-Arms their guest
list at least one hour before the guests’ expected time of arrival.
After each transaction, the visitor shall proceed to the North Gate to exit premises.
For Financial Assistance Visitors
Guidelines for HRep Visitors1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Confirm
House of Representatives
Confirm
1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Confirm
Visitors seeking financial and medical assistance will only be permitted in the
HREP complex on Thursdays.
The first level of the North Multi-Level Parking Building is the designated transaction area. Concerned congressional staff shall be stationed in this area to
meet their respective constituents.
THURSDAY
ONLY
For all
Note: All official email addresses can be viewed in the Guidelines on Operations of the House of Representatives Amid Covid-19 found in the HRep website (www.congress.gov.ph).
Safety Guidelines foruse of facilities1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
WEAR a face mask and face shield.
CHECK body temperature. Persons with a temperature of 37.5° and above will be directed to quarantine tents.
STEP on disinfecting foot mats.
MAINTAIN a two-meter distance from each other.
HRep food concessionaires are open for takeout only. Their employees
shall wear PPEs and practice good personal hygiene.
Food Services
Outside food delivery services will be allowed up to designated receiving
points near entrances.House employees are enjoined
to bring their own food.
For added safety
WASH hands frequently and sanitize
with alcohol.
FOLLOW queuing system and use counter
protective shields.
OBSERVE occupancy limits of offices,
rooms, and facilities.
PRIORITIZE Members,seniors, PWDs and
pregnant women in riding elevators.
DISINFECT offices, conference rooms,
other facilities, and shuttle buses daily.
36.5°
2 Meters
NO MASKNO SHIELDNO ENTRY
2 Meters
OFFICIALTRAVEL
For all
Note: All official email addresses can be viewed in the Guidelines on Operations of the House of Representatives Amid Covid-19 found in the HRep website (www.congress.gov.ph).
General Guidelines on House Operations1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Maintain a two-meter distance among persons
36.5°
2 Meters
NO MASKNO ENTRY
2 Meters
Wear a face mask
Check body temperature. Persons with a temperature of 37.5° and above will be directed to quarantine tents.
Step on disinfecting foot mats
Maintain a two-meter distance among persons
Only official travels in the performance of HRep’s mandate and travels for personal or medical emergencies shall be granted clearance.
Quarantine protocols prescribed by the Department of Health shall be strictly followed by those who travelled.
HRep food concessionaires are open for takeout only. Their employees
shall wear PPEs and practice good personal hygiene.
Food Services
Travels
For added safety
Outside food delivery services will be allowed up to designated receiving
points near entrances.HOUSE employees are enjoined
to bring their own food.
Wash hands frequently and sanitize with alcohol.
Follow queuing system and use counter
protective shields.
Observe occupancy limits of offices,
rooms, and facilities.
Prioritize Members,seniors, PWDs and
pregnant women in riding elevators.
Disinfect offices, conference rooms,
other facilities, and shuttle buses daily.
1
INTERNAL COMMUNICATIONS
GUIDELINES ON THE ELECTRONICTRANSMITTAL OF DOCUMENTS1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Except for confidential documents, ALL INTER-OFFICE MEMORANDA and electronic templates of administrativedocuments will be transmitted in PDF format using the Officials’ @house.gov.ph email addresses only. E-signature may be embedded in documents.
All files above 25MB limit shall be automatically uploaded to sender’s Google Drive. Copy and paste the SHAREABLE LINK of the file.
For emails sent THROUGH CHANNELS, the sender transmits to first official recipient in the hierarchy. If email is in order, the first recipient will pass message on to the next recipient in line, until it reaches the addressee. The Official forwarding the email may include a message to next recipient, if necessary.
Proper ACKNOWLEDGEMENT of receipt of email to the sender is a must.
Once email is received by addressee, it is to be downloaded and PRINTED (if required), along with all attachments.
Note: All official email addresses can be viewed in the Guidelines on Operations of the House of Representatives Amid Covid-19 found in the HRep website (www.congress.gov.ph).
ABOVE
1
1
1
INTERNAL COMMUNICATIONS
GUIDELINES ON THE ELECTRONIC TRANSMITTAL OF DOCUMENTS1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Except for confidential documents, all inter-office memoranda and electronic templates of admin documents will be transmitted in PDF format using the Officials’ @house.gov.ph email addresses only. E-signature may be embedded in documents.
All files above 25GB limit shall be automatically uploaded to sender’s Google Drive. GET SHAREABLE LINK and paste link in email to be sent.
For emails sent through channels, the SENDER transmitsto first official RECIPIENT in the hierarchy. If email is in order, the FIRST RECIPIENT will pass message on to the NEXT RECIPEINT in line, until it reaches the ADDRESSEE. The Official forwarding the email may include a message to next recipient, if necessary.
Proper acknowledgement of receipt of email to the sender is a MUST.
Once email is received by addressee, it is to be downloaded and printed (if required), along with all attachments.
Note: All official email addresses can be viewed in the Guidelines on Operations of the House of Representatives Amid Covid-19 found in the HRep website (www.congress.gov.ph).
ABOVE
1
1
• Receive email from client• Receiving office shall send acknowledgement of receipt of email to client• Receive completed request from concerned parties• Send acknowledgement that email has been received and is ready for delivery to requesting party / parties• Send complete email to client• Attach in email a confirmation notice stating that the client has received transmission and business has been concluded, to be noted by central office once sent by client
• All inter-office memoranda, except confidential documents, will be transmitted using @house.gov.ph email addresses only.
• Offices shall prepare electronic templates of Administrative documents (leave applications, purchase requests, job/service requests, trip tickets, DTRs, etc.)
• Embedding of e-signatures on documents transmitted (in graphic file format) is allowed
• All documents to be sent shall be in PDF format and attached to email message. Please note that Gmail has a limit of 25MB. All files above limit shall be automatically uploaded to sender’s Google Drive. If so, please copy and paste link in email to be sent.
• For emails sent through channels, the first recipient should be the first Official in the hierarchy. If email is in order, the recipient will pass message on to the next person in line, until it reaches the addressee. The Official forwarding the email may include a message to next recipient, if necessary.
• Once email is received by addressee, it is to be downloaded and printed (if required), along with all attachments.
• Proper acknowledgement of receipt of email to the sender is a MUST.
• All official email addresses can be viewed in the HRep G-Suite manual, found in the HRep website (http://www.congress.gov.ph)
INTERNAL COMMUNICATIONS
GUIDELINES ON THE ELECTRONIC TRANSMITTAL OF DOCUMENTS1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
Transmittal of emails thru channels
• For emails sent through channels, the first recipient should be the first Official in the hierarchy. If email is in order, the recipient will pass message on to the next person in line, until it reaches the addressee.
• The Official forwarding the email may include a message to next recipient, if necessary.
• Proper acknowledgement of receipt of email to the sender is a MUST.
• Once email is received by addressee, it is to be downloaded and printed (if required), along with all attachments.
1907
HOUS
E OF REPRESENTATIVES
PHILIPPINES
EXTERNAL COMMUNICATIONS
CLIENTS
Simple transmittal of documents
• All inter-office memoranda and admin documents, except confidential documents, will be transmitted in PDF format using the Officials’ @house.gov.ph email addresses only.
• E-signature may be embedded in documents.
PDF PDF
PDFPDF