Public Services Commission
Malaysia, Level 6-10, Block C7, Complex C, Federal Government Administration
Centre, 62520 Putrajaya Tel : 03-8885 6000 Fax : 03-8888 5036
To provide support services to The Public Services Commission in compliance with the duties and responsibilities in regards to service related processes for the public service employees under its jurisdiction that is required by the public services regulations with utmost fairness, equality and with accordance to standards provisioned.
CLIENT's CHARTER
We are committed to execute our services in all fairness, quality and efficiency to process Services Declaration and shall convey the endorsement and/or approval from the Public Services Commission in accordance to the charter as per below:
Confirmation of Employment - 4 weeks
Endorsement of Initial Salary Upgrade - 6 weeks
Extension of Probationary Period - 6 weeks
Service Confirmation - 6 weeks
Grant of Pension Status - 6 weeks
Transfer of Service - 6 weeks
Return to Previous Service Scheme - 16 weeks
Termination of Employment - 16 weeks
CORE ACTIVITY
Service Division is responsible in providing eight (8) core processes as per below to all related government agencies within its jurisdiction:
Confirmation of Appointment;
Endorsement of Initial Salary Upgrade;
Extension of Probationary Period;
Confirmation of Service;
Grant of Pension Status;
Transfer of Service;
Return to Previous Service Scheme; and
Termination of Employment.
1. CONFIRMATION OF EMPLOYMENT
Duly processed with the jurisdiction provisioned under 144(1) Perlembagaan dan Regulations 19, 20 dan 21, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
Required documents for process are as per below:
Agreement of Employment Letter (SPA 6A Form);
Letter of Oath (SPA 6B Form);
Approved Medical Examination Form;
Penyata Perubahan Kewangan 8;
Certificate of Security Approval (for related scheme);
Letter of Intent (for employment during and after 01.01.2002);
Copy of verified related certificate/diploma/degree for candidates who were unable to provide during the interview process; and
Other related documents which are required and stated in the Offer Letter.
2. ENDORSEMENT OF INITIAL SALARY UPGRADE
To process application for the endorsement of initial salary upgrade for public service employees who has relevant experiences in regards to the post held in accordance to Regulation 23(2), Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
Ex military/police officers who are employed into the public service are eligible for a salary upgrade in accordance to Pekeliling Perkhidmatan bil. 4 Tahun 1979 or Pekeliling Perkhidmatan bil. 7 Tahun 2001.
Application shall be processed in accordance to Regulation 23(5), Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005 for public service employees who are currently in service.
Required documents for process are as per below:
Relevant experiences from the public sector:- (i) Letter of application through the Head of Agency; (ii) Endorsement from the Head of Agency in recognizing the relevance of experiences in hand to the current post; (iii) List of previous job scope verified by the Head of Agency; (iv) List of current job scope verified by the Head of Agency; and (v) A copy of applicant's complete and updated service record.
(Document (iii) and (iv) are not applicable to temporary and contract employees who are re-employed as permanent employees to the same post)
Relevant experiences from the private sector:- (i) Letter of application through the Head of Agency; (ii) Letter of confirmation from previous employer (private sector) in regards to the post held, job scope, responsibilities and term of service rendered; (iii) List of current job scope verified by the Head of Agency; (iv) Endorsement from the Head of Agency in recognizing the relevance of experiences obtained from the private sector to the current post; (v) Copy of degree/diploma certificates; and (vi) A copy of applicant's complete and updated service record.
*Endorsement for initial salary upgrade for relevant experience in the public sector can be applied within one to three years after the reporting for duty date.
3. EXTENSION OF PROBATIONARY PERIOD
This process is conducted under the provision of Regulation 28(1), Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
Extension in accordance to the provision above can be given to public service employees who failed to comply with the service confirmation requirement during the initial probation period.
Required documents for process are as per below:
(i) Endorsement from the Head of Agency through the forth schedule (Extension of Probation Period Form); (ii) Copy of employee's complete and updated service record; and (iii) Explanation letter from the employee in regards to failure to comply with requirements for confirmation.
4. CONFIRMATION OF SERVICE
The process is conducted in accordance to Regulation 27, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
Permanent public service employees are obligated to comply with the requirements in accordance to the provision as per above for the purpose of service confirmation.
Required documents for process are as per below:
(i) Endorsement from the Head of Agency through the third schedule; (ii) Proof of compliance to the service confirmation requirements including result of mandatory examinations and/or other mandatory requirements as stated in the service scheme; (iii) Copy of employee's complete and updated service record; (iv) Original Pension/KWSP option form; and (v) Disciplinary charge letter, Disciplinary Board decision letter or a special testimonial from a General Director or Deputy General Director in the case of disciplinary breach by officers under probationary period.
5. GRANT OF PENSION STATUS
Public service employees who have obtain confirmation and chose not to undertake the EPF option and have rendered their public services not less then three years can be given the grant of pension status in accordance to Akta 227, Akta Pencen 1980 dan Regulation 36, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
Required documents for process are as per below:
(i) Endorsement of grant to pension status; (ii) Approved Fifth Schedule (Option Form) for EPF Scheme in accordance to subseksyen 6A(1) Akta Pencen 1980 (Peraturan 35) P.U.(A) 176; and (iii) Copy of employee's complete and updated service record.
6. TRANSFER OF SERVICE
The process is conducted in accordance to Surat Pekeliling Suruhanjaya Perkhidmatan Awam Bilangan 1 Tahun 2005 (Pertukaran Perkhidmatan), Pekeliling Perkhidmatan Bilangan 17 Tahun 2002 (Pertukaran Pelantikan) or Pekeliling Perkhidmatan Bilangan 12 Tahun 2008 (Pertukaran Sementara). Only public service employees who have obtained confirmation and fulfilled the criteria and conditions as per required in the transfer of service process are considered.
Categories of transfer can be summarized as per below:
(a) Transfer of Post and Services under own accord; (b) Temporary transfer (within Public Services Commission's authority); (c) Temporary transfer (authority other than Public Services Commission's); (d) Permanent Transfer; (e) Transfer of Post and Scheme by option; and (f) Approval of release for transfer.
Transfer of Service under Own Request
This process is to allow an officer to be transferred to another government agency under the jurisdiction of another appointment agencies other than the Public Services Commission. The transfer process is only to within the same scheme and grade of the current post held, and approvals are subjected to the Public Services Commission's consent
The process is conducted in accordance to Surat Pekeliling Suruhanjaya Perkhidmatan Awam Bilangan Bilangan 1 Tahun 2005.
Required documents for process are as per below:
(i) Application letter from the officer; (ii) Letter of approval from original Head of Agency/Head of Service; (iii) Letter of approval from original Appointing Authority; (iv) Letter of acceptance and confirmation of vacant post from the new Head of Agency/Head of Service; (v) Copy of employee's complete and updated service record; and (vi) Performance Appraisal Report.
Temporary Transfer (within Public Services Commission's authority)
The appointment of an officer to another scheme of service for a specified term of period within the Public Services Commission's jurisdiction while maintaining his/her current services.
Temporary Transfer (authority other than Public Services Commission)
The appointment of an officer to another scheme of service for a specified term of period to departments under different appointment agencies other than the Public Services Commission while maintaining his/her current services.
Permanent Transfer
This process allows the permanent appointment to the scheme of services that was previously approved as temporary transfer. The process discontinues the service of the previous post held by the officer except for pension purposes and benefits that are otherwise stated in the condition.
Required documents for process are as per below:
(i) Letter from Agency; (ii) Letter of acceptance from borrowed agency; (iii) Letter of acceptance from the officer; (iv) Letter of Release from Head of Agency/Head of Service; (v) Post warrant (new post); (vi) Letter of approval from Appointing Authority; (vii) Copy of employee's complete and updated service record; (viii) Performance Appraisal Report; and (ix) Term and conditions.
Transfer of Post and Scheme by Option
The process is to allow the transfer of serving officers from their current scheme to the same scheme or different scheme under the same or different agency in the event of government decisions that affected the related scheme.
Required documents for process are as per below:
(i) Letter from Agency; (ii) Letter of Release from Head of Agency/Head of Service; (iii) Surat pelepasan Appointing Authority; (iv) Post warrant (new post); (v) Copy of employee's complete and updated service record; (vi) Performance Appraisal Report; and (vii) Term and conditions.
7. REVERSION TO PREVIOUS SCHEME OF SERVICE
The process is conducted in accordance to Regulation 11, Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005.
Required documents for process are as per below:
(i) Copy of employee's complete and updated service record; (ii) Endorsement from the Head of Agency that the failure of confirmation is not caused by discipline matters; (iii) There's post vacancy and warrant for it; (iv) Approval from the Head of Service to accept the officer to reverse to the previous scheme of service; and (v) Acceptance of the officer to reverse to the previous scheme.
8. TERMINATION OF SERVICE
An officer can be terminated from service under Regulations 46 and 47(1), Public Officers (Appointment, Promotion and Termination of Service) Regulations 2005 if he has:-
(a)
Concealed any information regarding his health in medical examination form;
(b)
Made false declaration in the statutory declaration;
(c)
Failed to comply the Letter of Intent;
(d)
Falsified any document relating to his appointment;
(e)
Failure in security vetting;
(f)
Failed to get the Endorsement from the Head of Agency; and
(g)
Failed exam.
Required documents for process are as per below:
(a)
Concealed any information regarding his health in medical examination form;
(i)
Endorsement for termination of service from the Head of Agency;
(ii)
medical examination form with report from the medical practitioner;
(iii)
Other documents as a prove that the officer disclosed the actual health information;
(iv)
Copy of employee's complete and updated service record; and
(v)
Copy of Offer Letter.
(b)
Made false declaration in the statutory declaration;
(i)
Endorsement for termination of service from the Head of Agency;
(ii)
Letter of Oath;
(iii)
Other documents as a prove that the officer made false declaration;
(iv)
Copy of employee's complete and updated service record; and
(v)
Copy of Offer Letter.
(c)
Failed to comply the Letter of Intent;
(i)
Endorsement for termination of service from the Head of Agency;
(ii)
Declaration of refusal to comply in accordance with Letter of Intent; and
(iii)
Copy of employee's complete and updated service record;
(d)
Falsified any document relating to his appointment;
(i)
Endorsement for termination of service from the Head of Agency;
(ii)
Other documents as a prove the officer falsified any document relating his appointment;
(iii)
Police report;
(iv)
Copy of employee's complete and updated service record; and
(v)
Copy of Offer Letter.
(e)
Failure in security vetting;
(i)
Endorsement for termination of service from the Head of Agency;
(ii)
Reasons failure in security vetting;
(iii)
Copy of employee's complete and updated service record; and
(iv)
Copy of Offer Letter.
(f)
Failed to get the Endorsement from the Head of Agency; and
(i)
Endorsement from the Head of Agency not to confirmed the officer in service (after the probation period completed or extended);
(ii)
Reasons and proves by Head of Agency not to confirmed the officer in service;
(iii)
Marks for annual performance appraisal for 3 consecutive years are not contradictory as mentioned in para (iii);
(iv)
Copy of employee's complete and updated service record; and
(v)
Copy of Offer Letter.
(g)
Failed exam
(i)
Endorsement for termination of service from the Head of Agency;
(ii)
Details and result of the examination;
(iii)
Copy of employee's complete and updated service record; and
Public Services Commission of Malaysia, Level 6 -10 , Blok C7, Complex C,
Federal Government Administration Centre, 62520 Putrajaya.
Telephone : 603 8885 6000 | Faxs : 603 8888 5036
