PROCESSING AND APPROVAL OF CLAIMS
SUBMISSION OF CLAIMS
All claims for welfare and assistance under this policy shall be submitted to the Cooperative Secretary, who shall be responsible for receiving, recording, and ensuring the completeness of the required documents before processing. Members or their authorized representatives are encouraged to submit claims within the prescribed filing period, attaching all necessary supporting documents to facilitate timely processing.
REVIEW AND ENDORSEMENT
Upon verification of the completeness and correctness of the submitted documents, the Cooperative Secretary shall forward the member's claim for assistance to the Operations Manager (OM) for initial review. The OM shall evaluate the claim to ensure that it complies with the eligibility requirements, provisions, and guidelines stipulated in this policy, and that all supporting documents are valid and sufficient for processing.
After completing the initial review, the OM shall forward the claim to the General Manager (GM) for final evaluation and approval.
The GM shall ensure that the claim aligns with the cooperative's policies and that the Cooperative's financial and operational capacity is considered prior to approval.
APPROVAL AND DISBURSEMENT OF FUNDS
No disbursement of funds for welfare and assistance shall be made without the signature and approval of the General Manager in the Disbursement Voucher. This is to ensure proper accountability and oversight in the management of cooperative funds, safeguarding the cooperative's resources for the benefit of all members.
EXCEPTIONS, APPEALS, AND SPECIAL CASES
Any exceptions, appeals, or special cases not explicitly covered under this policy shall be subject to review and approval by the OFWTCC Board of Directors (BOD). The BOD shall deliberate on these cases on a caseby-case basis, taking into consideration the principles of fairness, equity, and the cooperative's capacity to provide assistance. The decision of the Board of Directors on such matters shall be final and binding.
POLICY IMPLEMENTATION AND COMPLIANCE
The Policy on Member Welfare and Assistance shall be strictly enforced to guarantee that all benefits, services, and support extended to members of the Overseas Filipino Workers Toledo Credit Cooperative (OFWTCC) are delivered in a fair, consistent, and transparent manner.
1. Scope of Implementation
• This policy applies to all qualified members, officers, and staff of OFWTCC.
• It covers all forms of welfare assistance, financial support, and member-related services under the cooperative.
• It ensures that no member is given undue advantage, and that all provisions are applied uniformly and without bias.
2. Responsibility for Compliance
• Board of Directors: Oversees the proper enforcement of the policy, approves guidelines, and ensures accountability.
• Management and Staff: Facilitate the delivery of services, monitor compliance, and keep accurate documentation of all transactions.
• Members: Must abide by the rules, requirements, and timelines set by the cooperative when availing of benefits.
3. Standards of Implementation
• Fairness – Equal opportunity for all qualified members regardless of status, position, or personal ties.
• Consistency – Uniform application of rules and guidelines across all cases.
• Transparency – Clear communication of eligibility, processes, and timelines, with open access to information.
• Integrity & Accountability – Strict adherence to cooperative principles, with proper documentation and reporting of all assistance granted.
4. Monitoring and Evaluation
• Regular audits and assessments will be conducted by the Audit Committee to ensure proper use of cooperative funds and strict compliance with policy guidelines.
• Violations, misuse, or neglect of this policy by officers, staff, or members shall be subject to investigation and corresponding disciplinary actions.
• Feedback mechanisms will be established for members to raise concerns, ensuring continuous improvement in service delivery.
5. Commitment to Members
Through this policy, OFWTCC reaffirms its dedication to:
• Protecting the welfare of its members.
• Strengthening trust and confidence in cooperative programs.
• Upholding the values of accountability, integrity, and equitable service for all.