Updated Rules and Regulations on the Grant of Uniform and Clothing Allowance (U/CA) to Civilian Government Personnel

The following rules and regulations on the grant of uniform and clothing allowance (U/CA) to civilian government personnel are based on Budget Circular No. 2018-1 dated March 8, 2018.

1. How much is the authorized U/CA?

Pertinent provisions of the General Appropriations Act (GAA) provides for the amount of U/CA that may be granted to government personnel. In 2018, the amount was P6,000.00 per qualified employee. For this year, the same amount may be granted unless a higher or lower amount is provided under the FY 2019 GAA.

2. Who may be granted U/CA?

All civilian government personnel occupying regular, contractual, or casual positions; appointive or elective; rendering services on full-time or part-time basis may be granted U/CA subject to the provisions of BC No. 2018-1 or a newer Circular issued for the same.

3. Who are not entitled to U/CA?

▪️Barangay officials and employees paid monthly honoraria (since they are not required to comply with dress codes or wear prescribed government uniforms)

▪️Foreign service personnel of the Department of Foreign Affairs and of other departments/agencies who are stationed abroad (since they are not required to wear uniforms and are sufficiently supported by a set living allowance)

▪️Those hired without employer-employee relationships and funded from non-Personnel Services appropriations/budgets, as follows:

a. Consultants and experts hired for a limited period to perform specific activities or services with expected outputs;

b. Laborers hired through job contracts (pakyaw) and those paid on piecework bases;

c. Student laborers and apprentices; and

d. Those whose services are engaged through job orders, contracts of service, and others similarly situated.

The guidelines for the U/CA of Military and Uniformed Personnel of the government is covered by separate rules and regulations.

4. What is the purpose of giving U/CA to government personnel?

a. To identify the employees with their mother agencies and to convey emblem of authority; and

b. Serve as protective or working clothing; especially for maintenance, workshop, and farm personnel.

5. How much can be given as U/CA?

For FY 2018, the U/CA for full-time service of government personnel shall not exceed P6,000 per annum.

For each subsequent year, the U/CA shall not exceed the amount authorized under the pertinent general provision in the annual GAA.

6. Are part-time service personnel also entitled to U/CA?

Yes. Part-time service personnel are also entitled to U/CA. Their U/CA per annum shall be in direct proportion to the U/CA for full-time service.

7. Can the U/CA be given in cash to qualified employees?

The U/CA may be granted in the following forms:

a. In the form of uniforms procured through a bidding process which may include uniform articles normally worn as part thereof such as regulation caps, belts, etc., for incumbents of positions like Special Police, Security Guard, etc.;

b. In the form of textile materials and cash to cover sewing/tailoring costs, as has been adopted by very large departments; and

c. In cash form, for incumbents of executive positions who may not be required to wear the prescribed uniforms, or for those who will procure their individual uniforms according to set conditions.

As far as practicable, such uniform/clothing shall use Philippine tropical fibers pursuant to R.A. No. 92421, s. 2004.

However, shoes shall be on the personal accounts of officials/employees, unless provided for by law.

8. How many months should a government employee render in order to be entitled to the U/CA?

Generally, the full rates of the U/CA for full-time and part-time service shall be granted to those who are already in government service and are to render services for at least six (6) months in a particular fiscal year, including leaves of absence with pay.

Note: Said provision of the guidelines pertains to employees who are already in the government, as opposed to newly-hired employees (see details in Item No. 9 below), and are to render services for at least six months in a particular year, that is, between January 1 to December 31 of the current year.

The six (6)-month service requirement shall not cover those who are required to wear uniforms at all times in the performance of their work such as incumbents of positions of Security Guard, Special Police, medical and allied medical staff in hospitals, and those in similar situations, as they have to wear their uniforms at all times.

9. What is the rule on granting U/CA to newly-hired employees?

A newly-hired employee may qualify to the grant of U/CA only after rendering six (6) months of service, and if he/she is expected to render services for at least six (6) months for the rest of the year.

Question: An employee is hired/appointed on March 1, 2019, is he already entitled to U/CA on September 1, 2019?

Answer: No. The new employee concerned is not yet entitled to U/CA on September 1, 2019 because he can no longer comply with provision that says “and if expected to render services for at least six (6) months for the rest of the year”. There are only four (4) remaining months from September 1 to December 31.

10. What is the rule on granting U/CA to employees who are in detail to another agency?

The U/CA of an employee on detail to another government agency shall be borne by the mother agency.

11. What are the rules on granting U/CA to employees who transfered from a government agency to another government agency during the fiscal year?

An employee who transferred to another agency and was not granted U/CA by the former agency shall be granted U/CA by the new agency, subject to the submission of a certification to that effect.

An employee who transferred to another agency within the year but was earlier granted U/CA by the previous agency shall no longer be granted U/CA by the new agency.

An employee who transferred to another agency and is required to wear uniforms at all times, may be granted U/CA by the new agency even if he/she was granted U/CA by the former agency, subject to the approval of the new agency head.

12. Are employees who are on study leave or study training/scholarship grant entitled to U/CA?

An employee on study leave or on study/training/scholarship grant locally or abroad shall be entitled to the U/CA for the year if he/she renders at least six (6) months of service in the same year, including leaves of absence with pay, prior to and/or after the study leave or study/training/scholarship grant.

If an employee is on study/training/scholarship grant for the whole year, locally or abroad, and is not required to report for work, he/she is not entitled to the U/CA.

13. What is the fund source for the U/CA?

For NGAs/SUCs, the U/CA is charged against their respective agency budget under the General Appropriations Act.

For GOCCs, the amount required shall be charged against their respective approved corporate operating budgets.

For LGUs, the amount required shall be charged against their respective local government funds, subject to personnel services limitation.

14. What are the administrative responsibilities of agencies in granting U/CA?

Agencies shall be held responsible for the proper implementation of the guidelines on the grant of U/CA.

They shall issue internal guidelines on the grant of the U/CA such as, determination of the form of U/CA, and selection of uniform/clothing designs.

They shall also issue internal guidelines on the following:

a. The prescribed uniform or clothing for specific or special employee groups;

b. Modified uniforms as may be necessary due to religious affiliations or creed, physical disabilities, or legitimate health reasons; and

c. Monitor compliance with set guidelines on wearing uniforms and appropriate attire.

They shall be held liable for any grant of U/CA not in accordance with the existing rules and regulations without prejudice, however, to the refund by the employees concerned of any excess or undue payments.

[Download Full Text of Budget Circular No. 2018-1]

Source: Department of Budget and Management (DBM)