D R AF T

GUIDELINES ON THE USE OF R3 FILE GENERATOR PROGRAM

I.

R3 FILE GENERATOR PROGRAM

A. COVERAGE
1. Employers with ten or more employees, Large accounts and registered in the
SSS website.
2. Employers submitting their report thru EDInet are not required to submit R3
collection list using the R3 File Generator Program.
B. POLICY
Employers are required to submit their R3 collection list using the R3 File
Generator Program to the SSS Branch or in the SSS website using their My.SSS
account.
C. DOCUMENTARY REQUIREMENTS
Employers are required to print the transmittal list generated using the R3 File
Generator Program, SBR and/or validated R5.
D. PROCEDURAL HIGHLIGHTS (research for the workflow, coordinate with BSPD)
1.

Branch - Member Services Section (MSS)

a.

Receipt and Screening of the Application Form for Advance Three (3)
Month pension
a.1

Receives the properly accomplished aplication form duly certified

by the Barangay Chairman or together with the Certification from
the Barangay Chairman that pensioner is a resident of the area
and affected by the calamity, in case Part lll of the form is not
accomplished.

a.2

Requests pensioner to present his/her SS card or 2 valid IDs, at

least one with photo and both with signature
If the application form is filed by a representative of the
pensioner, requests representative to submit the following:

a.3

Authorization from the pensioner together with the

pensioner's photocopy of SS card or two valid IDs, at
least one with photo and both with signature; and
Photocopy of the representative's SS card or two valid
IDs, at least one with photo and both with signature.

Checks the following:

If application is filed within the prescribed period.
If the residence of the applicant in the application form is
in the list of calamity areas provided by the NDRRMC.

If filed beyond the deadline and/or residence of applicant is

not in the list of calamity areas, returns the application form
and writes reason/s for rejection.
a.4

Checks the address of pensioner indicated in the application

form as against his/her address in the database.
If the address indicated in the application form is not the
same as that in the database, requests pensioner to
properly accomplish the Pensioner's Data Change request
Form (change of address).

a.5

Checks the eligibility of the pensioner to avail the advance

pension.
SITUATION
If status is suspended due to ACOP
If the pensioner resides in a
calamity area but the address in the
database is different
If there are several payees but not
all applied
If the pensioner/beneficiary availed
of advance 18 months pension

a.6

b.

Accept the claim application if pension ends in

January or February 2013.

Date of last pension payment

The remaining months in case or partial disability
pension but not to exceed the three month period
Date of the emancipation of minor children due to age

Stamps date and time of receipt, indicates Branch Code and

affixes signature over printed in the application form.

Transmission of Application Form for Advance Three (3) Month

Pension together with the supporting documents to Processing Center
(PC).
b.1

2.

Reject the claim application

Verifies from the SSS Web Inquiry System (WINS) the last
monthly pension paid and indicates the following in the
application form:

a.7

TO DO
Conduct ACOP first. Once the status becomes
active, the application form for advance 3
month pension can be received.
Request the pensioner to accomplish the
Pensioner's Data Change Request Form and
include it in the supporting documents.

Prepares Transmittal List (TL) of Applications with certification

from the Branch Head using the attached form.

Processing Center
a.

Receipt and processing of Application Form together with the complete

supporting documents from the Branches.
a.1
Receives from the Branches the Application Form for the
Advance Three (3) Month Pension together with the complete
supporting documents and TL.
a.2

Suspends the pensioner's monthly pension through the

Pension Maintenance Data Entry Module using "2305" code.

a.3

Processes claims following the existing procedures up to

approval process by the concerned units. Indicates

Guidelines for the Three-Month Advance Pension for SSS Pensioners

Page 2 of 4

computation in appropriate space as provided in the

application form.
If claim application is denied/rejected, sends email to
concerned Branch Heads indicating the reason/s for rejection.

b.

3.

a.4

Creates disbursement voucher through the Financial

Accounting System (FAS). If the FAS is down, proceed to
manual processing.

a.5

Prints disbursement voucher (3 sets) and forwards to

Accounting Section/Branch Accounting Department.

Encoding in the Special Voucher Calamity Payment Module

b.1

Receives Disbursement
Section/Cash Department

Voucher

from

Administrative

b.2

Encodes details of payment in the Special Voucher Calamity

Payment Module:
SS number of member
Code of receiving Branch
Check Date and number
Check amount
Months paid

Accounting Section/Branch Accounting Department

a. Receives Disbursement Voucher from PC
b. Prepares and posts accounting entries to FAS.
c. Forwards Disbursement Voucher to Administrative Section.

4.

Administrative Section/Cash Department

a.
b.
c.
d.

5.

Receives Disbursement Voucher from Accounting Section.

Prepares checks.
Returns original documents to PC.
Releases checks.
Note: Releasing of checks shall be done by the Office services
Department, if claims are processed in NCR Processing Centers.

Claim Status Inquiry

Claim status inquiry shall be available in the Payment History of the WINS and
SSS Website.

6.

Processing Time
Estimated processing time: Ten (10 working days excluding Philpost's delivery
time.

E. FORMS

Application for Advance Three (3) Month Pension - Annex B1

Transmittal List - Annex B2

II. FUNERAL AND DEATH CLAIMS

Guidelines for the Three-Month Advance Pension for SSS Pensioners

Page 3 of 4

The following are the documentary requirements to be submitted by the claimants

for the deceased members who were affected by calamity whose residence is located in
the calamity areas declared by the NDRRMC and whose bodies were not recovered, in
lieu of the death certificate:
1. certificate of Missing Person believed to be dead in times of disaster from
NDRRMC; and
2. Notarized undertaking executed by the claimant stating that the funeral and
death claims shall be returned should the member appear and proven to be
alive.
The usual procedures on the processing of funeral and death claims shall be
followed.

Guidelines for the Three-Month Advance Pension for SSS Pensioners

Page 4 of 4