Estt & Ad Ministration

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Establishment & Administration

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SERVICE MATTERS TOPICS SELECTLD 1. 2. 3. 4. Confirmation Retirement Retirement Procedure Confidential Report
Service matters normally relates to Confirmation, seniority termination of service of temporary Government servants, Extension and reemployment, regulation of Pay on re-employment, review for retention in service / premature retirement, resignation, Retirement and voluntary retirement. CR, promotions, proforma promotions, Petitions to President, Change of name, Date of birth and its subsequent alteration Permission under CCS (Conduct) Rules, Enforcement of Service Bond or quitting service, service book, posting of husband and wife in the same station are Personal matters relating Govt. servants. The officer, dealing with service/personal matters should be well conversant with latest rules and orders on subject. They should be impartial delay in processing the case should be avoided, Correctness of data / information relating to the case should be scrutinizes properly to ensure that there is no room for any mistakes / errors. The dealing officer should not divulge classified or secret information. Confirmation Consequent on issue of Govt. orders, with effect from 1/4/88 confirmation will be made only once in the service in the entry grade, Confirmation de-linked from the availability of permanent vacancies in the grade. Therefore, an officer who has successfully completed the probation period may be considered for promotion The Departmental Promotion committee will determine fitness for confirmation, and the confirmation orders issued based on DPC recommendations when the case is cleared from all angles. When recruitment rules do not provide any probation period to the post to which the officer has been promoted (based on the confirmation in the entry grade
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after following DPC procedure), the officer thus promoted to the grade will enjoy all the benefits that are available to the officer confirmed in that post. When probation period is prescribed for the higher post, the appointing authority should assess the performance of the officer and declare him fit to cross the probation period or otherwise revert to lower post if his performance is not satisfactory. Rigorous screening of performance is necessary as confirmation is done only in the entry grade. As a result of introduction of one time confirmation as the entry grade, lien to hold substantive post has undergo change. Seniority Direct Recruits Determined by the order of merit in which they are selected for appointment. If the confirmation is done in the entry grade on the order different from the order of merit for some reason or other, seniority shall follow the order of confirmation and not the original order of merit. This procedure is applicable to only regular appointments and not for the appointments made on adhoc basis. DPC Procedure for confirmation: - The confirmation zone is intimated by the CGDA New Delhi. A seniority list is prepared. Departmental Promotion Committee consisting of officers as per the guidelines issued by CGDA New Delhi is formed. Disciplinary certificate in respect of each member of the staff falling under confirmation zone is obtained from all concerned (i.e. Branch AOs/MO). Fitness for confirmation is determined by the DPC with reference to last 3 years confidential reports. The DPC will record their recommendations in the adjudication statement as well as in the Board Proceedings. Orders of confirmation are issued after acceptance of the communicated to the person concerned. In case any Disciplinary vigilance case is pending or contemplated or any criminal case is pending in the court, the recommendations of the DPC should be opened on finalisation of the disciplinary cases and implemented if the person is fully incinerated. Otherwise, the case should be placed before the next DPC for review, it should also be ensured that confirmation orders / promotion orders or not effected during the currency of penalty period. The above procedure is normally followed in promotion cases also. However, in promotion cases, the posts are classified into selected at non-selected post. For selected post, bench mark is given as per ACR grading and the performance evaluated by the DPC, as
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per the Procedure contemplated in Govt. orders, Non-selected post, fitness is determined by DPC, based on seniority cum-fitness duly rejecting the unfit cases, Normally last 5 years ACRs are the basis for determining the fairness, The last 2 years ACRs should be free from adverse. In the proceeding three year. If one ACR is adverse, performance should be evaluated based on whole service records. Sealed cover procedure is applicable in respect Disciplinary cases / criminal cases pending or contemplated against the person concerned. Retirement Due Date of Retirement Group A Group B Group C Group D
60 years of age -do-do-do-
Retirement is effective from the afternoon of the last day of the month in which age of superannuation is attained. An employee whose date of birth is 1st of the month, he shall retire on the last day on the preceding month. The day of retirement on superannuation will be deemed as a working day. In case of premature / voluntary retirement the day of retirement will be treated as a nun-working day in all other cases it will be a working day. In a Govt. servant retiring on superannuation should formally relinquish charge of office on the afternoon of that day itself even if it happens to be a closed holiday. Type of Retirement 1. Retirement on superannuation- 60 years of age. 2. Voluntary retirement- on completion of 20/30 years qualifying service 3. Premature retirement- on completion of 30 years of service, 50/55 years of age
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Terminal benefits i.e. pension/DCRG/Commutation etc. will be regulated as per CCS (Pension) Rules. Resignation entails forfeiture of past service. No terminal benefits will he admissible, Resignation to take-up employment applied through channel in order Govt. Deptt, or PSUs are to be treated as technical resignations and may be allowed such benefits as admissible under CCS (Pension) Rules Retirement Retirement becomes necessary in the following cases. 1. 2. Reduction in the number of pest or reorganization Closure of the Organisation.
Order of Retirement 1. 2. 3. 4. 5. First adhoc employees. Working on temporary basis from other Deptt. Purely temporary or officiating grade. QP Govt.-servants. Pt. Govt. servants.
Detailed procedure contemplated in GOI DPAR OM No.28001/1/75 Estt (D) dated 2B/B/78. The employees declared surplus are transferred to surplus cell in DPAR who will find redeployment to the employees declared as surplus. The service records are forwarded to Surplus Cell, Surplus cell maintains the service book: for the period of 6 months duly authorising Pay & Allowances. After deployment the SB sent by surplus cell to Deptt where they are redeployed, if no employment could be found within 6 months, such employees transferred to pension establishment. The employees redeployed will not get the seniority over the employees of the Dept in which redeployed. They are however eligible for pensionary awards, for the full period of qualifying service including the service rendered in the earlier Deptt. Confidential Report Merit as reflected in the confidential reports is generally recognised as the main criterion for deciding the cases for confirmation, promotion, review for premature retirement etc. It is therefore very important in the interest of efficiency
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of the service that the reports are written with the greatest possible care so that the work, conduct, character and capabilities of the officers reported upon can be a accurately judged by the officers writing ACRs. Periodicity is 1st April to 31st March. However, MTCR should be written in respect of staff members who have completed more than months service under one reporting officer. If the period is less than 3 months, CR need not be initiated but a certificate stating that the officer reported upon has not served under' any reporting officer more than 3 months should be furnished. If the reviewing officer is transferred out or retired, accepting officer may review and accept. If the accepting office under whom the officer reported upon has not served more than 3 months he may suitable endorse the CR accordingly. If the reporting officer retired, he may write the ACR as Reporting officer. Officer retired cannot review or accept CRs after retirement from service. In case reprimand or warning issued to the officer reported upon during the period, the reporting officer should specifically mention in the CR as to whether any improvement is noticed as a result of issue of such warnings / reprimand. The integrity column should be left blank. If any disciplinary case / criminal case is pending or contemplated against the officer reported upon with a secret not indicating the details of the case, as a result of follow up action, if the doubtful integrity is confirmed, the integrity column should be completed and the adverse integrity to be communicated to the officer concerned. Irregularity in attendance should be reflected in the CR if the officer reported upon availed post sanctioned leave (other than MC) for More than 10 spells or more than 30 days at one time. The leave sanctioning authority, while post sanctioning the leave should place on record his displeasure and the same should be communicated to the person concerned before reflecting the same as adverse in the CR. Adverse remark in the CR should be communicated to the person concerned within one month from the date of acceptance of the CR. Acknowledgement should be obtained and recorded, The extract of the CR should be given to the person. Name of the reporting / reviewing officer should, not be mentioned in the Extract of CR.
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The affected person is allowed to represent against adverse remarks in the CR within one month, to the next higher authority who has accepted the CR. If the representation is rejected, one more representation against the rejection is allowed. No further representation is normally allowed. If the competent authority passed an order for expunge / of adverse remarks, the CR. should be properly endorsed and signed by an appropriate officer quoting the order of the competent authority. While submitting the representations to the competent authority for consideration of the case, the views of the reporting reviewing and accepting officers on the representation should also be mentioned in 1he office not for the proper appreciation of the case.
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RECURITMENT RULES AND METHOD OF RECRUITMENT IN GOVT. SERVICES Authority for creation of post and release of vacancies C G D A is the authority to D A D for creation of posts and release of vacancies. Vacancies are released for filling taking into account the following facts. (i) Arising of vacancies in various posts consequent on promotion of staff to higher grade, Resignation from Service, Retirement, Termination etc Due to increase of Work load Starting functioning of New Office / Project.
(ii) (iii)
Appointment Authority C G D A, Now Delhi is the appointing authority in respect of Class "A" and "B" Officers. So far as Class "C" and "D" are concerned, Controllers of Defense Accounts have been delegated as appointing authority. Method of Recruitments For Class I Officers, U P S C sponsors the names of candidates who have come out successful in the examination held by them to the C G D A, New Delhi. On the basis of vacancies require, to be filled. C G D A appoints I D A S Officers on completion of their probations period. The C G D A also fills vacancies of Class-A post, partially by promoting Class-"B" Officers on recommendation of the Departmental Promotion Committee. Class- "B" Officers are generally promoted from Class -"C" posts. Recruitment of Class "C" and "D" Post Action for recruitment of Class "C" and "D" posts are taken by the Controllers of Defence Accounts on receipt of release of numbers of vacancies of the various posts by the Controller General of Defence Accounts, New Delhi.
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Class "C' Posts: Recruitments are made for the grades of Auditor, Clerk, Junior Stenographer, E D P Machine Operator, Staff Car Driver etc. Recruitment for Auditors, Clerks and Junior Stenographers are made through Staff Selection Commission. On receipt of release vacancies, the Controllers of Defence Accounts place their requisition the Staff Selection Commission furnishing various categories of Staff viz. vacancies reserved for S C, S T, Ex- Service Man, Physically Handicapped etc. and unreserved vacancies. On receipt of the requisitions, the Staff Selection Commission Authority forwards the Dossiers of the Candidates category wise. The Dossiers on receipt are verified by the Controllers of Defence Accounts and ascertain their suitability for the posts / Services as well as also ascertain whether they fulfill all the conditions for the posts. In order to consider further their eligibility in serving Govt. Offices, Character and Antecedents are got verified from the Civil Administrative Authorities and No Objection for their Employment in Govt. Offices are obtained from them. On receipt of Character and Antecedents duly verified from the Civil Authorities, the candidates are advised to obtain Medical Fitness. Certificate for serving in Govt. Offices from the Competent Medical Authority. For the posts of E D P Machine Operator, Employment Exchange Authorities are requested to sponsor the names of suitable candidates having knowledge in E D P System. Candidates sponsored by the Employment Exchange Authorities are required to appear 'Test / Interview' and the sucessessful candidates are offered appointment on the basis of merit in the test. Staff Car Drivers who are having experience and licence in Motor Car Driving are appointed through Employment Exchange on the same method as in the cases of E D P Machine Operator. Recruitment of Group "D" Staff in Peon, Chowkidar, Farash are made through Employment Exchange. Concessions in Govt. Service Recruitment Rule Certain concessions ate provided in Govt. Services Recruitment Rule on the basis of Orders/ Instructions issued by the Govt. of India from time to time. The concessions are as follows: a) S C: - 15 % of the total vacancies are kept reserved for filling through S C Categories. 5 Years upper age relaxation is also granted to them on their appointment.
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b) c)
S T: - 7 1/2 % of the total vacancies are kept reserved and 5 Years upper age relaxation is allowed. Ex-Service Man: - 10 % of the total vacancies are kept reserved. The total period of service rendered by the candidates in Defence Service is reduced from the present age of the candidate to ascertain that their age is within the permissible limit of 25 Years. Physically handicapped: 1% of each for who are blind, deaf-mute, Orthopadically handicapped etc are kept reserved. 10 Years upper age relaxation is allowed.
d)
Compassionate Appointment (i) To whom applicable: (a) To the Widow / Son / Daughter or near relative of a Govt. servant who dies in harness including death by suicide, leaving his family in immediate need of assistance, when there is no other earning member in the family. In exceptional cases when a Department is satisfied that the condition of the family is indigent and is in great distress, the benefit of compassionate appointment may be extended to the Son / daughter / near relative of a Govt. Servant retired on medical grounds before attaining the age of 55 Years except the category of Group "D" Staff and in cases of Group "D" Staff before attaining the age of 57 Years.
(b)
(ii)
Eligibility: (a) (b) (c) Compassionate appointment to be made only against direct Recruitment quota. The candidates represented for appointment should be Suitable for the post applied in all respect under the provisions of the Recruitment Rules. Recruitment of possessing requisite educational qualification may be relaxed temporarily at the lowest level i.e. Group "D" or L D C post in the exceptional circumstances where the condition of the family is very hard provided such relaxation is permitted up to a period of two years beyond which no relaxation of educational qualification will be permissible and the services is liable to be terminated.
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(d) (e)
Where a Widow is appointed on compassionate ground, to a Group "D" post, she will be exempted from the requirement of educational qualification. In deserving cases, where there is an earning member in the family, but if the Department is satisfied that the family of the Govt Servant is in distress and the family is not maintained the said earning due to large numbers of members in the family, compassionate appointment is granted in such cases as is very special case.
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INVESTIGATION OF COMPLANTS AND INITIATION OF DISCIPLINARY PROCEEDING Whenever complaint against a Govt. servant is received about the commission of an offense, a preliminary enquiry should be conducted. The appropriate disciplinary authority need not necessarily conduct this enquiry. An officer other than the disciplinary authority may conduct this. This is held mainly for the purpose of collection of facts in regard to the conduct and work of the Govt. servant in which he may or may not be associated. At this enquiry all available evidence and relevant documents should be collected. During the course of such an enquiry the individual against who compliant has been received should normally be given opportunity to say what he may have to say about the allegation against him to find out if he is in a position to give any satisfactory information or explanation, which may render any further investigation unnecessary. The investigation report along with preliminary evidences collected should be sent to appropriate disciplinary authority by the Investigating Officer. The investigating officer should not give any opinion or recommendations for consideration by the disciplinary authority. On receipt of the Investigating Report, the-disciplinary authority should examine the case and come to the conclusion as to whether a prima facie case exists of a certain offense/ misconduct/ misbehaviour/ dereliction of duty. If there is prima facie evidence of commission of an offense beyond reasonable doubt for initiation of criminal proceedings, he should do so. If on the other hand, prima facie evidence is based only on preponderance of probability, then departmental proceedings may be necessary. The departmental action may be initiated not only for the violation of CCS (Conduct) Rules but also for perverse conduct not covered under Conduct Rules. INITIATION OF PROCEEDINGS After collection of full facts and its evaluation, it is found that the Govt. servant has committed misconduct; the disciplinary authority should decide whether formal disciplinary proceeding should be instituted under CCS (CCA) Rules for minor or for major penalty. The disciplinary authority should keep in mind that the disciplinary action and the quantum of punishment are to be commensurate with the gravity of the offense alleged to have been committed by the Govt servant. Major penalty proceedings should normally be initiated for misuse of official position, disclosure of classified.-information, misuse of official position, failure to maintain integrity etc. At his stage itself, the competent authority would decide whether the Govt servant should be suspended or otherwise. If in the opinion of the competent authority that the presence of the
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charged Govt official in the office would hamper the investigation, he may be suspended pending inquiry. The charge sheet should be served to the charged officer within 3 months of his suspension. The charged officer will be allowed to appeal against the suspension within 45 days of his suspension provided the reasons for the suspension indicated in the suspension order. If the reasons are not indicated in the suspension order, he should file his appeal within 45 days of receipt of charge sheet. The charged officer is eligible for subsistence allowance as admissible under rules during the period of suspension. The appellate authority may confirm or set aside the suspension order according to the merits of the case. Court of Inquiry is not mandatory in minor penalty cases. However in major penalty cases, court of inquiry should be convened. Disciplinary authority while appointing Inquiry Officer should take into consideration the seriousness of the offense and also the status of the accused officer. An officer who is sufficiently senior to the officer whose conduct is being inquired into should conduct the inquiry. The officer who has conducted the preliminary investigation should not be appointed as Inquiry Officer. Similarly, the officer who is the principal witness in the case should not be appointed as Inquiry Officer. A presenting officer will also be appointed for conducting the inquiry. On finaliasation of Disciplinary case, the Inquiry Officer will submit his report indicating the charges that have been sustained and the have not been established. A copy of the Inquiry Report given to the charger officer for submitting his representation, if any. The appellate authority would examine the representation and pass an order by confirming / modifying or set aside the penalty accordingly to the merits of the case.
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JOINTS CONSULTATIVE MACHINARY (JCM) Objectives For promotion of harmonious elation between employees and the Govt. For securing maximum Co-operative of the employees to achieve greater efficiency. To Whom Applicable Applicable to all central Govt. civilian employees except Group A officers Group B officers other than central secretariat and other compatible services in HQs organisation of the Govt. Officers in industrial establishments in managerial capacity and supervisions drawing pay exceeding Rs. 2000/- pm Employees of the union territories Police Personnel Composition of National Council Official Side Total Members -25 including cabinet secretary, secretaries of Ministries of Home, Labour, Communication, Defence, Finance (Deptt.of Expenditure) and Ministry of Railways All members nominated by the Govt. Staff Side Total Members -60 Members nominated by recognized unions, associations.
Chairman of the National Council - Cabinet Secretary Staff side represented by electing ITS leaders Both sides (official /staff sides) may appoint ITS own secretary /secretaries.
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Standing Committees under National Council Standing Committees for Industrial Employees Standing Committee for Non-Industrial Employees Periodicity of Meetings: a) Ordinary Meetings: At lease one in four months-Notices to members 15 Days before meeting. b) Special Meetings: Chairman on his own on at the request of members can call for special meetings. Notice 10 days before meetings. Quorum should be 1/3 on both sides. Procedures for meetings of National Council: Members sends explanatory memorandum to the secretary staff side/official side eight weeks before meeting. Secretary place the item before chairman for approval for inclusion in the agenda. Points not included in the agenda communicated to the member concerned with the reason for non-inclusion. Agenda for ordinary meeting circulated 30 days before the meeting- special meeting for notice and agenda circulated together. Items outside agenda can only be taken up with the permission of the chairman. Minutes circulated after approval by the council. Departmental Council: Functions at the Hqrs. of the departmental /Ministry. Official side 5 to 10 members with the head of the ministry/department as chairman, others members nominated by the govt.
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Staff side 20 to 30, members depending on the strength of the employeesmembers nominated by the recognized unions/associations Matters relating to the departmental only discussed. Periodicity and conducting of business similar to national council. Regional Office Councils: Composition of staff/Official side members based on the strength of the employees. Council deals with regional/local problems. Periodicity of the meeting at lease once in 2 months. Membership in Council (Staff Side) Employees on the effective strength can become a member. Govt. may permit an Ex-employee as a member. Compulsory Arbitration The council referred to arbitration could not settle pay & allowances, weekly hours, leave etc.. No individual cases are referred to. Matters first referred to DPT. DPT refer to Attorny General. Staff side/official side present then views-opinion of the AG is final and binding on the both sides. If decided for arbitration- Home Ministry on behalf of national council refers the case to secretary- Min. of labour references to board of arbitration. Govt. finalize the terms of references to the board with in four weeks. Board will consists of 3 members one drawn from the panel of 5 members submitted by official side-one drawn from the 5 members submitted by the staff side-independent officer appoint as chairman by min. of labour.
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Award delivered by the board binding on both sides. Award may be modified by the Govt. with the approval of parliament in the national interest. Arbitration award orders issued by govt. cannot be modified for three years unless otherwise specified or modified by mutual agreement. Facilities for Attending JCM Meetings Members are eligible or TA/DA special CL etc. as per laid down rules for attending the JCM meetings.
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SUSPENSION Suspension means temporary deprivation of one's office or post. Suspension pending departmental enquiry is not a punishment nor put an end to the service of the Govt.servant as per Article 311(2) of the Constitution. During suspension pay is reduced Suspension may cause a lasting damage to the reputation of the Govt.servant even if he is ultimately exonerated. The relationship of master and servant doest not ceases. He continues to remain duty bound to follow the lawful directions of his superiors. The lien to the pt. post is retained. There is no need to give an opportunity to the Govt.servant before suspension as per Article 311 of the Constitution. The power of suspension should be exercised sparingly and for the valid reasons and hot for extraneous consideration. DEEMED SUSPENSION Under Rule 10(2) of CCS (CCA) Rules 1956, a Govt. servant shall be deemed to have been placed under suspension by an order of appointing authority in the following cases. (a) If he is derterminee3 retained in custody whether an criminal charge or otherwise for a period exceeding 43 hrs. Preventive detention under any law and wrest for debt would come under the purview of Deemed Suspension. In the event of conviction, of an offence he it sentenced to a term of imprisonment exceeding 48 hrs. If a Govt. servant arrested and released on bill after 48 hrs of detention, he will be deemed to have been suspended. The 48 hrs will be computed from the commencement of imprisonment after the conviction and the, intermittent period of imprisonment if any shall be taken into account. Penalty of dismissal, removal or compulsory retirement awarded as a result of Departmental enquiry and the same set aside on appeal by appellate to authority. Penalty of dismissal, removal compulsory retirement set-aside by court of law.
(b)
(c)
(d)
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CONTINUED SUSPENSION Government servant while under suspension, and if any other disciplinary proceedings commenced against him, the competent authority may, for the reasons to be recorded in writing, may continue the suspension until the termination of all or any such proceedings. ORDER OF SUSPENSION Suspension order should not be made on oral orders but should be in writing. The competent -authority should verify his competence before passing suspension order in order to avoid being declared such order as illegal in the event of Govt.servant challenging the order of suspension. Deemed suspension ordered takes effect automatically without a formal order. Though the validity of deemed suspension is not affected due to non-issue of formal orders, it is desirable that such orders are made for the purpose of administrative order. The Govt. servant should inform his office about his Idetention/arrest etc. Date of Effect (a) (b) (c) Date of detention-in the case of detention for a period exceeding 48hrs. Date of conviction-for an offence and sentence to a term of imprisonment for the period exceeding 48 hrs. The date of Original order of penalty of dismissal/ removal /compulsory retirement imposed by the competent 'Discipline Authority.
Suspension order should be given effect when the individual is present in office. If he is on leave, the suspension order should be given effect on reporting of duty. DURATION AND END OF SUSPENSION Suspension order will be in force until revoked by the competent authority. Suspension order cease when criminal proceedings terminate by acquital/discharge by the court suspension should not be continued beyond the minimum period for which it is essentially required. Prolonging suspension due to delay in Inquiry would smack malafide
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FOLLOW UP ACTION: In deemed suspension cases the disciplinary authority should make arrangements for getting the results very promptly and take action thereafter without delay under Rule 19(i) of CCS (CCA) Rules 1965 or revoke the suspension, if it is, not decided to continue the same with a view to taking further departmental action. Review of suspension Disciplinary authority should review the suspension at periodic intervals viz. once in 3 months to see whether continued suspension in each case is really necessary. In appropriate cases, if the investigation is likely to take mole time, it should be considered whether the suspension order should be revoked and the officer permitted to resume duty. If the presence of the officer is considerered detrimental to collection of evidence etc., or is likely to tamper evidence, he may transferred on revocation of the suspension order. The order of review of subsistence allowance at the end of 3 months from the date of suspension, incidentally gives the concerned authority an opportunity to review merely the subsistence allowance and also the substantive question of suspension itself. REVOKING OF SUSPENSION Competent authority may revoke the suspension at any time. This is done in the following circumstances in deemed suspension cases. (i) In arrest and detention cases, it is decided not proceed further against the Govt. servant, by filing a charge sheet in the court. (ii) Appeal/revision against acquittal in higher court fails. (iii) Acquittal in trial court and it is not proposed to go on appeal in higher court. The order of revocation of suspension will take effect from the date of its issue. When it is not practicable, the date of effect of revocation should be specified in the order of revocation. COMPETENT AUTHORITY 1. 2. Appointing Authority as defined in Rule 2(a) CCS (CCA) Rules. Any authority to which the appointing authority is subordinate.
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3. 4.
Discipline Authority as defined in Rule 2 (g)-of CCS (CCA) Rules. Any authority to whom powers have been delegated by the President by general or special orders.
Suspension made by the lower authority should be intimated to the appointing authority. In case of deputationist the appointing authority would be from the Borrowing Deptt. He should intimate the fact to the authority of the Lending Deptt. HEADQUATERS DURING SUSPENSION The suspended officer should not change the HQs with out prior permission of the competent authority. The competent authority may change the HQs in the Public Interest. Where the employee is on bail and the court has imposed some restrictions on the movement-of the person, the competent authority should take into account the court directives, while changing the HQs. Appeal Against suspension The charged officer can file an appeal against the suspension order. In the normal disciplinary cases, the reasons for suspension are indicated in the suspension order itself. The charged officer should file appeal within 45 days. In contemplated disciplinary cases, the reasons for suspension should be intimated to the charged officer immediately on finalisation of charge sheet viz. 3 months from the date of suspension and thereafter, the charged officer can submit the appeal within 45 days. The competent authority would examine the appeal and issue speaking order by confirming the suspension order or rejecting the same, according to the merits of the case. RESIGNATION DURING SUSPENSION For Gp-C and Gp-D, Head of the Deptt will be the competent authority. Gp.-A and B Cases, the Minister In-charge will be the competent authority. COUNTING OF PERIODS OF SUSPENSION In fully exonarated cases, the period will be treated as duty for all purposed. In other cases, the competent authority will decide the extent up to which the period will count as qualifying service. TERMINATION OF SERVICE Before terminating the-charged officer, the suspension should be revoked and one-month notice or pay in lieu to be given before issue of termination orders.
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PROMOTION/CONFIRMATION DPC will decide the fitness with reference to the CCR Grading. The recommendations will be kept in -seal cover. On finalisation of disciplinary case, the individual is fully exonerated, the seal cover will be opened and the recommendations will be acted upon. In fit cases, the individual will be promoted according to his turn with notional seniority. If any penalty is awarded including Cesnje, the next DPC will review and recommend the date of promotion. The same procedure will be followed in confirmation cases also Periodical review of sealed cover cases should be carried out. APPEARING FOR DEPLRTMENTAL EXAMINATION No bar. But will be promoted on finalisation of disciplinary cases in fully exonerated cases, promotion will be effected on, due date. In other cases where penalty is awarded, the promotion will be effective only after expiry of penalty period. Rate of Subsistence allowance A suspended official is entilled for the first three months of suspension to subsistence allowance of an amount equal to leave salary on half pay: with appropriate Dearness and Compensatory allowances. Review should be, carried out after three months, and subs stance can be increased by 50% if the delay is not on the part of the charged officer. If the delay is on the part of the charged officer, it can be reduced by 50% or less. HRA, CCA appropriate to the subsistence allowance may be paid. The charged officer should furnish non-employment certificate in every month. Conveyance Advance Already sanctioned will not be paid during the suspension period. HBA May be paid subject to production security, in the form of mortgage bond, from 2 permanent Govt.servants. Children Education Allowance is Admissible. LTC Admissible to the family members
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Recoveries from Subsistance Allowance: Permisible recoveries: - IT, House Rent and allied charges, Re-payment of loans and advances, CGHS, CGEIS Optional: - PLI, Co-operative dues, GPF advance. Non-permissible recoveries: - GPF Subscriptions, Court attachment, recovery of loss of Govt.money to be recovered from the person concerned. With the Official's written consent: - PLI Premia, Co-operative stores/societies dues, refund of GPF advances.
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PERSONAL CLAIMS 1. The type of personal claims are:
Reimbursement of tuition fees, C.E.A. claims, Reimbursement of medical claims, TA/DA, LTC, Temporary advance and withdrawal from G.P.Fund. Reimbursement of tution fees: - is applicable to all Govt. employees irrespective of the paylimit. The assistance is admissible only if the child (children) studies (study) in a recognized school. If husband and wife are Central Govt. employees, the assistance will be admissible to one of them only. The age-limit of the child should be between 5 to 20 years. Assistance is not admissible for the child if studying more than 2 years in the same class. It is admissible for a child who is receipt of scholarship. If the Govt. employee ceases to be in service due to any reason, assistance will be admissible till the end of the academic year in which the event takes place. C.E.A: - is admissible to a Govt. employee @Rs.50/- per month per child for primary, secondary and higher secondary classes when he is compelled to keep his child to a station other than his duty station and subject to the condition that there is no school of requisite standard. Re-imbursement of Medical Claims: Reimbursement of medical claim is admissible when a Central Govt. employee falls ill beyond the CGHS area and gets the treatment from the A.M.A. This is also admissible if the treatment is from any Govt. hospital and referred by the AMA of the Area where the patient falls ill. Medical advance is also admissible for in-patient treatment in a recognised hospital. TA/DA: - is admissible for (i) Permanent transfer and (ii) Temporary duty outside the Hqrs. station. When a Central Govt. employee is transferred to other station at public interest, he is entitled to get apart from TA and Daily allowance, the road milage, lump sum transfer grant, packing allowance, entitled amount for transporting the personal effects. TA/DA on tour: - is admissible when a Central Govt. employee is detailed in public interest to any place of duty. TA is entitled to him as per gradation of the
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employee as in TA Rules; He is also entitled to DA for halt at the outstation at the entitled rate as applicable for the city. In addition he is entitled to journey DO Road milage to and fro is also admissible. L.T.C: - A Central Govt. employee is entitled to Home Town LTC once in every year or once in a block of two years as the case may be. In this case he has to touch his Home as declared and notified in his Service Book. He is also entitled to LTC for anywhere in India once in a block of four years provided he surrenders one Home Town LTC block of two years. Temporary advance and withdrawal from GP Fund - Govt. employee may take advance from his GP Fund accummulation in connection with certain happenings. This is admissible 50% of the accummulation and repayable in maximum of 36 instalments. Withdrawal from GP Fund can be done if he has completed 20 years of service subject to a maximum of 3/4th accummulation. Withdrawal can also be made after completion of 15 years of service in connection with purchase of land for construction of a house and / or for meeting expenditure towards construction of his house. H.R.A: - is admissible when a Central Govt. employee resides in a rented house and also for a Govt. employee who resides in his own house but incurring some expenditure towards up-keep and maintenance of his house. This is admissible according to the rate of city of his duty. C.C.A: - A Central Govt. employee is entitled to CCA at the prevailing rate of the city of duty. O.T.A: - is admissible to the` non-gazetted employees for the work to be completed in public interest within a certain period. This is admissible at entitled rates over and above the normal time of work. Advance for purchase of Bi-cycle: - Non-gazetted Govt. servants whose Basic Pay plus DP plus stagnation increment does not exceed Rs.7500/- pm. are eligible. Amount of advance is Rs.1500/- or the anticipated price including sales tax whichever is less.
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Table Fan advance: - Group 'D' employee living in a house provided with electricity and a plug point, and not having a fan in the house. Anticipated price, limited to Rs.1000/- is less is given as advance. Festival advance: - Non-gazetted employee whose basic pay plus DP plus stagnation increment does not exceed Rs. 12,450/- p.m. is entitled to festival advance for a sum of Rs.1, 500/-.
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PAY AND ALLOWANCES ENTITLEMENTS & ORDERS To sum up the writing on entitlement of pay and allowances, it may be stated that the section Officers (Accounts) being on supervisory duty, have to pay vital role to emtinise the entitlement of pay and allowances and compulsory as well as terminal/ casual recovery of demands against any particular employee with reference to the demands noted in the Demand Register (s) and Rules/ Orders on the subject. The Section Officer (Accounts) should scrutinise to see that: (1) (2) (3) The Pay and allowances in respect of the employees have been drawn as per sanctioned strength. The categories of the employees for whom Pay and allowances are drawn are authorised. The last charge has been linked and remarks to that effect have been recorded in the next/ current charge and the last charge has also accordingly been remarked. In case of new name(s) is/ are found in the current/ next charge, the relevant Part II Office Order/ D O II/ F O II has been linked. In case of "Transfer in" - entitlement through Last Pay Certificate has been verified. In case of "Transfer Out" - His name has been deleted from Pay Roll with proper authority. Basic. Pay for each individual/ employee has been drawn correctly with reference to the appropriate scale of pay. Increment has been drawn in time and relevant Periodical Increment Certificate has been enclosed with the Pay Roll.
(4) (5) (6) (7) (8)
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(9)
In case of increase of pay due to fixation/ refixation of Pay, relevant Part II Office Order has been consulted and remarks to that effect have been recorded on the Pay Roll against the affected employee.
(10) Leave Part IT Orders have been consulted while drawing Pay. (11) In case of Suspension - The affected employee's pay bill has been drawn separately. (12) In case of retiring employees - Pay Bills are to be drawn separately and not with other Regular Employees for the last 3 (Three) months. (13) Dearness Allowances has to calculate with reference to the percentage declared by the Govt. (14) House Rent Allowance and City Compensatory Allowance are to be drawn as per city rate. (15) Further, while drawing H R A, it is to be seen as to whether he occupies Govt. accommodation or not. If occupies Govt. accommodation, he is not entitled to House Rent Allowance. (16) Non- practicing allowance - Entitlement as per rule on the subject. (17) S C A, Remote Locality allowance, Risk allowance - Drawn at the rate applicable for the areas and entitlement as per Govt. Orders. (18) Stagnation Increment: If any employee stagnates for more than 2 years at the maximum of the scale, he is entitled to one stagnation increment for each of 2 years of stagnation but not more than 3 stagnation increments. Periodical Increment Certificate for stagnation increment has been prepared in the normal manner like normal increment. (19) Any other entitlement, if sanctioned, has to be scrutinised with reference to the relevant authority. (20) Then the Gross entitlement has been arrived at. DEDUCTIONS / RECOVERIES
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(1) (2) (3)
Compulsory recoveries, like, General Provident Fund, Group Insurance, Professional Tax etc. have been recovered correctly. Any other demand with reference to Demand Register has been recovered. Total deduction / recovery have then been arrived at and Net Payable amount struck.
All the columns of the Pay Bills have been totaled and cross tallied. Pass order has been given with reference to the Summary Total. Punching Medium has been prepared correctly and Cheque Slip where necessary has been prepared correctly.
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PURCHASE PROCEDURE Purchase is an important administrative function in the maintenance of an office as an office or a production unit to keep, producing items for which it is set up. In relation to office it is expenditure or purchase out of office contingency or I&M grant and in relation to production unit it is purchase out of purchase grant for stores. 2. While discussing the purchase procedure it may be stated that these follow the pattern that a common man of ordinary prudence would observe for making purchases for his own or for his family. These are briefly:a) Need: b) Fund: c) Price: Whether the purchase is really necessary. Whether necessary money is available for making the purchase Weather the price being demanded or charged is reasonable.
d) Quality: Whether the quality of item being purchased is satisfactory / guaranteed and compatible with the price. 3. Similarly for any purchase or for that matter any expenditure from public fund, the standards of "Financial Propriety" as laid dawn in Rule 6 FR Pt. I trust be kept in view and satisfied. These standards are: (i) Every public officer should exercise the same vigilance in respect of expenditure incurred from public money, as a man of ordinary prudence would exercise in respect of expenditure of his own money. The expenditure should not be prima-facie more than the occasion demands. No authority should exercise its power of sanctioning expenditure to pass an order, which will be directly, or indirectly to its own advantage.
(ii) (iii)
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(iv)
The amount of allowances much as travelling allowances granted to meet expenditure of a particular type should be so regulated that an allowance is not on the whole a source of profit to the recipient. Public money should not be spent for the benefit of a particular person or section of the community.
(v)
4. Now coming to the actual purchase procedure it may be stated that it starts from "Need", i.e. before resorting to purchase necessity for the purchase has to be established and accepted by the authorities concerned. For purchases out of office contingency the necessity is communicated by the user sections / officers to the Administration Section. The Administration Section examines these proposals from (a) necessity angle (b) authorisation and (c) availability of fund. Once these conditions are satisfied and it is decided to resort to the purchase all items of similar nature will be clubbed and purchases will be done as per the following procedure. 5. For any purchase in Govt. department or for execution of any work action has to be initiated for obtaining tenders. The tenders are of the following types: a) Open or advertised tender. b) Limited tender i.e. direct invitation to a limited number of firms. c) Single tender i.e. invitation to one firm only. d) Negotiated tender i.e. through negotiation with one or more firms. 6. (a) If the estimated value of the articles to be purchased is Rs. 50,000/- or above, open tender system should be followed by inviting tenders through Indian Trade Journal and where necessary by advertisement in newspapers through DAVP (Directorate of Advertising and Visual Publicity). (b) Limited tender system may also be adopted subject to the conditions in Para 36 of Annexure to Rule 102 (1) of General Financial Rules where the estimated value of demand is not less than Rs. 50,000/-. (c) Single tender system is followed for purchase of items of proprietory nature. 7. The notice inviting tenders should contain the following particulars. a) Particulars regarding tender documents. b) c)
RTC KOLKATA
Conditions of tender offer-. Last date for issue under forms and receipt of sealed tenders.
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d)
Name of authority who has the right to accept the tenders, and
e) Date and time of opening tenders. 8. a) b) All the sealed tenders received should be kept in the safe custody of the officer who has invited the tenders. Tenders submitted after the due date and time specified in -the tender enquiry should not be accepted. But these should be kept as "late tender" and may be examined by the "Tender Purchase Committee", to arrive at a decision to "Retender", "Price negotiation" etc., if need for the same in felt.
9. The tenders should be opened by a board of officers at the prescribed hour of the date and place in presence of the tenderers who may attend the tender opening. 10. After opening of the tenders a comparative statement will be prepared by the same board, record its recommendations and submit to the competent authority for accepting the tender. 11. In case the lowest tender is not accepted the reasons are to be recorded in writing and prior approval of next higher authority is obtained for accepting a higher tender. 12. At the factory level all purchases above Rs. 50,000/- in each case are considered by a Tender purchase Committee. There are four levels of T.P.C. as shown below depending on the value of the tender. Association of "Finance representative" i.e. Local Accounts is mandatory in all such TPCs: Level Chairman I General Manager II Jt. General Manager III Dy.General Manager IV Works Manager Accounts member CF&A (Fys)/JCF&A (Fys) Value Exceeding 10lakhs up to 50lakhs
JCF&A/ DCF&A/ ACF&A Exceeding 10lakhs up to 20lakhs DCF&A/ ACF&A / AO A.O Exceeding 10lakhs up to 10lakhs Up to 4lakhs.
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13. While scrutinising the tenders by TPC / Board of officers the following important points should be kept in view. (i) (ii) (iii) What is the last purchase price? Whether the lowest rate now obtained compares reasonably with the last purchase price taking into account the normal escalation in prices. Whether the rate is prima-facie abnormally high or low. In both cases it should be treated as "Freak Rate" and rejected and if necessary suggest retendering. What is the time / place / mode of delivery offered in the lowest tender and whether the same conform to requirement The capacity of the firm in supplying the material has been established /verified.
(iv) (v)
14. Once the tenders are considered and finalised by the board of officers / TPC after due examination and accepted by the competent the successful tendered should be intimated about the acceptance of his under and supply order / work order for supply of stores / execution of work respectively should be placed on him. 15. The supply order should be specific in regard to stores to be supplied. Qty., rate, total value, time, mode, place of delivery, mode of payment etc. as the S.O. would form the basis of all future dealings with the contracted party and contesting in Court of Law if necessity arises. 16. On receipt of stores against a store these should be checked as to its quality, specification etc. with references to the supply order and endorsed s such in the bills / challans etc. The stores so received should be taken on charge and endorsement to that effect be made in the bill before forwarding it to the payment section. The payment due against the supply order should be made thereafter promptly and in any case as per terms of payment as stipulated in the supply order.
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17. While the above general rules and procedures are applicable to all purchases there are some special provisions in respect of purchase of certain items.
(A) Purchase of Typewriter Purchase of typewriters should be within the approved scale and the order for Purchase should be placed only on the firm holding DGS&D rate contract. (B) Local Purchase of Stationery Stationery is required to be supplied by Govt. Stationery Depot. Local purchase can be resorted to within the delegated powers only after obtaining NAC from the Stationery Depot. Purchases should be made from Consumer Cooperative Stores / Samavayikas / Super Bazaars etc. (C) Local Purchase of Furniture Can be Purchased locally by the Head of Departments / offices within their delegated powers under the Delegation of Financial Powers Rules, subject to the observance of general policy of according purchase and price preference to the products of Cottage and Small Scale Industries. Certain items like Steel Racks, Steel Chairs, Steel Stools, Steel Desks, Steel Shelves and Steel Almirahs are exclusively reserved for small-scale sector. (D) Repair to Typewriters (i) Heads of Departments are authorised to incur expenditure on servicing, maintenance and repair and replacement of parts of typewriters in their own and subordinate offices to the extent of powers delegated to them. Repairs etc. should be entrusted to the dealers authorised by the DGS&D / Govt. of India Stationery office, Calcutta and the charges for spare parts should be at the rates approved from year to year. Servicing contract may be entered into at the approved rates and in other cases Heads of Departments may enter into necessary contracts on competitive basis.
(ii)
(iii)
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CONTRACT 18. Contract is recognised mode for obtaining supplies and services in Govt. while contract is concluded for obtaining stores the requirements of which is regular it is generally concluded for works Services. While concluding contracts the following basic and guiding principles must be followed: a) b) All contracts should invariably be in writing. Quantity of work to be done or material to be supplied and time with in which the work or the supply is to be completed should be specifically mentioned. Terms of contract should be precise and definite. The standard form of contract is generally adopted. The contracts entered into should not involve any uncertain liability. Contract should be signed by both the parties to the contract before commencement of work Wherever considered necessary an escalation clause for statutory increase in prices / duties etc. should he provided in the contract.
c) d) e) f) g)
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TA/DA AND LTC Rules and Regulation 1. Introduction: Travel assistance on one form or the other is a very old practice. It is as old as the civilized society itself. Like any Commercial organisation, Govt. also has drawn up several compensatory and concessional schemes to its employees. 2. Compensatory Scheme like TA/DA: Details may be found in the Annexure - A. 3. Concessional Scheme like Leave Travel Concession: Details may be found in the Annexure- B 4. Role of SO (A)/Supervisor in Defence Accounts Deptt., when dealing with TA/DA and LTC claims: (a) TA/DA: SO (A) should ensure that:(i) (ii) (iii) (iv) (v) The sanction accorded by the competent authority for grant of TA/DA is in the public interest. The expenditure is not more than the occasion demands. The entitlements worked out are strictly as per the orders issued by Govt. from time to time. The claim does not give any unintended benefit to the claimant. The payment of advance and its liquidation is watched through demand registers.
(b) LTC: SO (A) should ensure that: (i) The claimant has not been paid for the same block, for the same member in a previous occasion. (ii) The claim has been countersigned by the Controlling Officer
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(iii) (iv) (v) (vi)
The prescribed certificates have been furnished. The entitlements have been worked out correctly. The payment of advance and its timely liquidation is watched through demand Registers. The claim has been preferred with in the time limit. Annexure- A TA / DA
I.
TA/DA on (Tour): An employee is entitled to: (a) Rail fare as per his entitled class or plane fare (for Officers whose pay is Rs.16, 400/- and above). Note. - Officer's whose pay is Rs.12, 300/- and above can travel by plane if the distance involved is more than 500Kms. and the journey cannot be performed overnight by direct train/direct slip coach service. (b) (c) Daily allowance as per the prescribed rate. Mileage allowance.
II.
TA/DA for Local Journeys: (a) (b) Mileage Allowance. 50% of admissible DA at ordinary rate.
III.
TA when deputed for Training: (a) An employee undergoes a course of training in India is entilled to draw TA & DA as below: i) When boarding and lodging not provided:First 180 days Full DA Beyond 180 days Nil ii) When boarding and lodging facilities exist: First 30 days . Full DA Next 150 days. ..Half DA
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Beyond 180 days Nil
(b)
Beyond 180 days: There is option to draw TA as on transfer Or TA plus DA for the first 180 days.
(c) IV.
No TA/DA for training at the Hqrs. irrespective of the distance between normally duty point and the training centre.
TA on Transfer: Transfer TA is from residence to residence and comprises the following:(i) a composite transfer grant equal to one month's Basic Pay plus Dearness Pay where the distance between the two station is more than 20 Km Actual fares for self and family for journey by rail/steamer/airs Road mileage for journey by road between places not connected by rail. Cost of transportation of personal effects from residence to residence. Cost of transportation of conveyance possessed by the employee. Additional fare to self for both onward and return if he has to leave his family behind due to non availability of Govt. accommodation at the new place of posting.
(ii) (iii) (iv) (v) (vi)
NOTE: - No TA if no change of residence is involved. V. TA on retirement: Same an on transfer including lumpsum composite transfer grant. Travel by air is also admissible. VI. Quit same by Resignation, dismissed or removed from service No TA/DA etc.
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VII. TA to the family A the deceased t the selected place of residence: Entitled to TA/DA etc., as per the entitlement of the employee prior to his death VIII Conveyance allowance to handicapped employees: Blind employees and orthopedically handicapped employees are entitled to 5% of their pay subject to a maximum of Rs.100/- per month. IX. TA for medical attendance and treatment: (a) For employees: - Actual rail fare plus DA for journey time. No DA for halt. (b) For family members: - Actual rail fare if journey is by rail. Actual bun fare limited to half the road mileage admissible to employee if journey is by road. No DA -for journey/halt. Attendant/Escort: - Only one escort/attendant is entitled to TA. Entitled to TA as per family members for journey both ways
(c)
TA as above will also be admissible if it becomes necessary for the escort to travel again to fetch the patient and if so certified.
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Annexure-B L T C (leave Travel Concession) 1. Introduction: -
LTC was first introduced sometime in 1956. Its main object was to enable an employee to visit his hometown and family. The concession was first restricted to 90% of the fare beyond an initial distance; then it was increased to 100% and now from June 1985 the assistance is extended to the entire distance including the initial distance. From 1974 all employees are also allowed to visit any place in India once in a period of four years. 2.1 Home Town Concession: The concession to hometown is allowed once in a block of two calendar years. The block is counted from 1956-57 and the current block is 1992-93. 2.2 This concession is admissible to members of the family also, who are eligible to avail the concession independently.
Note: - If the employees family is away from his HQs, he can avail LTC for self only once in every year to visit his family. The employee who avails this concession will loose the right for self and family to visit anywhere in India during the block of 4 years. 3.1 Eligibility: (1) (2) 4.1 All employees who have completed one year's continuous service on the date of journey. Eligible to self and member of family.
Quantum of Leave Travel Concession: (1) Journey by rail - Train fare as per the following entitlement will be admissible.
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Pay Range Rs. 16,400 and above Rs. 8000 to Rs. 16,399 Rs. 4,100 to Rs. 7,999 Below Rs.4, 100 4.2
Shatabdi Express Executive Class AC Chair Car AC Chair Car Not Entitled
Rajadhani Express AC First Class AC 2-tier AC 3-tier Not Entitled
Other Trains AC First Class AC 2-tier First Class/ AC-3 tier/ AC Chair Car Sleeper Class
Journey by Road:
Bus fare as per following entitlement, where public transport systems with vehicles running between fixed points at regular intervals and charging fixed rates exists provided the place is not connected by rail. Sl No. 1. 2. 3. 4.3 Pay Range Rs. 8,000 and above Entitlement Actual fare by any type of public bus, including air conditioned bus Rs. 4,100 and above but Same as at (1) above with exception less than Rs. 7,999 that journey by air-conditioned bus will not be permissible Below Rs. 4,100 Bus fare by ordinary bus
Journey by Air: -
Not permissible as a general Rule, but can travel where an alternative means of travel is either not available or is more expensive. 4.4 Journey by Ship: Entitlement will be restricted for journey by ship undertaken on transfer. 4.5 Journey by other means like pony/elephant/camel etc.: Entitlement will be restricted at the same rate as for journey on transfer.
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5.1
Advance of LTC: 80% of the amount admissible
Note:
1. 2.
As per CCS (LTC Rules 1988 - 80%) As per GFR - 90%
This anomaly is under reference to Govt. 5.2 Forfeiture of Claim:(i) Where no advance is drawn: - If the claim is not preferred with in one month of the date of completion of the return journey, the entire advance will 'be recovered in one lump sum. Thereafter if the claim is not preferred with in three months of completion of the return journey, the claim will be forfeited.
6.1
LTC to visit our place in India: -
This concession is available to all Govt. servants who have completed oneyear continuous service. This concession is available once in every block of 4 years. 6.2. The conditions for eligibility, the quantum of concession etc., are the same as that of 2 years hometown LTC. 6.3 The employees who normally avail LTC for hometown (2 year blocks) and LTC for anywhere in India (4 year block) should surrender on LTC for home town during a block of 4 years to become eligible for LTC. In other words for example:During the block years of 1990-93 the employee can avail (i) (ii) 6.4 Two hometown LTC during 1990-91 & 1992-93; Or One hometown LTC during, either 1990-91 or 1992-93 and one 4 years LTC to anywhere in India.
4 year LTC for family members:
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The members of the family of a Govt.servant can avail 4 year LTC for anywhere in India independently; they may visit any plate in India any time during the block jointly or separately.
MAINTENANCE AND AUDIT OF SERVICE DOOKS The service book is a record of, a Govt. servant's entire service showing particulars of appointment, promotion, reversion, transfers, appreciation, punishment, increments, scale of pay drawn as also E.L/HPL availed and credited and also the nominations for GPF, CGHS, and DCRG etc. Prior to 1970 the service record in, r/o all non-gazetted employees was maintained in service books and for gazetted the same was on loose-leaf cards (HGS). Since 1970 the record of service of all gazetted and non-gazetted Govt. servants are to be maintained in service books that too by heads of office and in case of Heads of office by Head of Department. Service book in appropriate form in r/o all Temporary/permanent employees who likely to be employed exceeding one year will be maintained under rules laid down in CSR/FR and kept under lock & key. The service book should bear the personal number allotted to each employee Entries regarding promotion/reversion rates of pay & allowances leave etc of the individual as notified in office orders will be posted in service books as events occur. All such entries are required to be attested by section officer/Accountants subject to observance of following conditions: (a) (b) Entries relating to pay fixation, increment etc should be based on orders approved by gazetted officer. Attestation will not be made by SO (A)/Accountant in r/o entries in his own service book.
The entries in service book will also be got attested by individual concerned concluding those on outstations once in two years, further service books should be made available. For group 'D' who are not sufficient literate the entries will be
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explained to them by the officer concerned before obtaining thumb impression in service book. The details furnished by the statement in the nomination made for DCGR (Death cum retirement gratuity) should be endorsed in the service book over signature of gazetted officer. The family details furnished by the Govt. servants under family pension scheme 1964 duly countersigned by gazetted officer should be posted in his service book. Original certificate of SC/ST at the time of appointment issued by D. M. etc should be kept separately noted in service book and a CTC given to individual concerned. Complete leave account of EL/HPL etc is to be maintained in the service book and entries are required to be attested by Accountant. When an employee is transferred out of organisation the service book is to be brought updates and got audited by LAO concerned before its despatch. The request of change in date of birth should not be entertained except where a clerical mistake has been committed. Transfer entry in service book will only be made if it necessitates forwarding of service book to another office/station. An index card is maintained in service book wherein details of all transfers and appointments held by individual are recorded. The service book gill not is returned to the individual on retirement/resignation/discharge from service. However, a copy of it may be supplied to him on payment of copying fee Rs. 5/CHECK OF SERVICE BOOK 25% of current service Books of civilian serving with unit will be selected for audit within each period of twelve months. Corrections have been duly attested. Fixation of initial pay on recorded in the service book is correct. Period allowed to count for increment of pay is correct. Joining time taken on transfer is correct. Entry regarding serving it other department is noted.
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Entries regarding leave, promotion, pay, medical examination on initial appointment is to be recorded in service book. Service book is to be shown to the employees once in 5 years and his signature obtained similarly a certificate that service has been verified w. r. t., paid pay bills is also required to be recorded in service books. When a Govt. servant is sent on deputation the service book is not to be transferred to them but retained by the CDA/office from where he was deputed and on whose proforma strength he is born. However, the extract of service book proforma enclosed or skell on service book may be sent to borrowing department or it may open a new service book on the base of extract for the deputation period and the same may be returned to lending department when deputation is over. If all essential documents nominations etc are complete in the service book all the pensionary dues specially in r/o deceased employee are processed speedly when the family of deceased are in very much in need of financial help. The month up to which published causalities in DO II have been noted in service book should be ascertained as also the position verified of qualifying service of an employee on completion of 25 years of service. It has been stipulated to para 5 of Min. of Fin. OM No.F7 (6)/EV/58 dated 9.3.69 that by end of April each year every head of office shall furnish to his next supreior officer a certificate to the effect that service rendered by all members of his office during preceding financial year have been verified and certificates of verification recorded in respective service books.
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HOUSE BUILDING ADVANCE Eligibility: - All Permanent Official. Officials with at least 10 Years' continuous service Purpose: - Acquiring a Plot and constructing a house thereon. Constructing a new house, enlarging living accommodation in an existing house, owned by the officials. Purchase a Ready Built Flat. Amount: - 50 times of Basic Pay or Rs 2.50lakhs whichever is less. Cost Ceiling: - Cost of the house should not exceed 150 times of Basic Pay subject to maximum Rs. 6lakhs & minimum Rs.2.50lakhs. This may be relaxed up to 25 %. Only one advance is admissible during entire service. Condition: 1) The officials should not have availed of any loan or advance for the purpose from any other Govt. Source, Housing Board etc. If such loan availed of he may also avail of House Building Advance for repayment of such loan in full as per rule. The title of the land should be clear. Original Sale Deed is required.
2) 3)
In Case of Ready Built Flat: 1) 2) 3) 4) 5) The House/ Flat should be newly built. It is to be acquired on out right purchase basis. Government Servant gets the right to mortgage the House/ Flat in favour of President if India. The total cost of Flat does not exceed the cost ceiling limit. The cost of the House/ Flat has not been already paid.
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6)
An attested copy of a letter from the Seller of the Flat to the effect that subject to settlement and payment of the price, he is in a position to hand over the vacant possession of a clearly distinguishable Flat to the applicant within a period of two months from the date of this letter.
Recovery: - 180 installment for Principal amount and 60 installments for interest accrued thereon. In case of construction, after 18 months from payment of first installment, in case of Ready Built Flat, recovery will commence from the Pay for the month following that in which the advance is taken. Adjustment of a Portion from Death cum Retirement Gratuity: A portion, of the advance / or interest may be left to be adjusted from the Retirement / Death Gratuity.
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Maintenance of Provident Fund Accounts 1. OBJECTIVES of Provident Fund Office / Sections: (i) (ii) (iii) 2. Maintenance of Provident Fund Account correct and complete in all respects and timely issue of Annual Account Slips to subscribers. Expeditious payment of claims on account of advances/ withdrawals. Prompt settlement of claims on subscribers becoming non - effective.
Provident Funds can broadly be classified into two types: (i) Contributory Provident Funds - meant for employees, who are not eligible for pensionary benefits, in respect of which Govt. makes matching contributions under rules, in lieu of pensionary benefits e.g. I O F W P Fund and C P F. Non - Contributory Provident Fund - meant for pensionable employees. No matching contributions are made by Govt. e.g. G P F.
(ii) 3.
Eligibility:
Temporary Govt. servants after continuous service of one year, re employed pensioners and permanent Govt. servants shall subscribe to Provident Fund compulsorily. Temporary Govt servant may subscribe any time before completion of one Year's service. 4. Admission:
Admission to Provident Fund is made on the basis of applications in the prescribed forms. All admissions to Provident Fund are to be effected from first of calendar month. The subscribers duly completed through Head of Office to the Accounts Officer shall submit the relevant application and nomination forms. 5. Nomination:-
A subscriber can nominate one or more persons conferring the right to receive his Provident Fund Assets in the event of his death. A subscriber having a family can nominate only members of his family. If a subscriber, who has no family at the time of nomination, subsequently acquires of a family his earlier
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nomination will become invalid. A subscriber may at any time cancel a nomination and send a fresh nomination
6.
Definition "Family" (From 18-6-88)
Family means wife, parents, children, minor, brother, unmarried sister, deceased son's widow and children, where no parents alive, a paternal grand parents. 7. Rates of Subscription: (i) (ii) Any sum in whole rupees at the option of the subscriber subject to minimum 6% of emoluments acid not more than total emoluments. Suspension of Subscription: Subscription to the fund shall be stopped during suspension and at the option of the Govt. servant during H P L and E O L. For officials retiring on superannuation, no subscriptions shall be recovered during last three months service.
8.
Maintenance of Accounts:
The Provident Fund Accounts will be maintained on computer based on computer programme to suit each type of Provident Fund. On receipt of the fund schedules or change statements, it should be reconciled with the total amount compiled to fund heads as per printed compilations and send for computer processing in monthly batches. Computer section will provide printed listing of them. These should be tallied with the original documents by 100 % checking and errors will be corrected through addition / deletion statements. Different stages of Processing of annual statement 1. 2. 3. Processing of Change Statements / Schedules including debit schedules in monthly batches. Corrections to Printed Monthly Listings. Insertion of new subscribers list.
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4. 5. 6. 7. 8.
Corrections to previous year's closing balance. Effecting of out of Account and transfer of Account. Final correction to closing balance.
Final correction to printed listings. Printing of Annual Statement of Accounts.
Fund Section should finalise the TIME SCHEDULE of processing and printing at the beginning of the year and according to that documents in monthly batches will be sent to Computer Section. After printing is completed the original copy should be kept by Fund Section, which will be used as "Individual Consolidated Statements of Account cum Annual Accounts Slips". The duplicate copy will be supplied to the subscribers. Target date fixed for despatch of Annual statement of Accounts to the subscriber shall be strictly adhered to. Receipt of the certificate should be watched and linked. 9. Payment of Temporary Advance / Withdrawals: -
The conditions for grant of advances and the manner of its recovery are governed by Rules 12 to 14 6 P F (D S) Rules. The purpose for which withdrawals from Fund may be sanctioned and the conditions for withdrawals are stipulated in Rule 15 and 16 ibid. In dealing with the claim for advance / withdrawals, it should be seen that the amount sanctioned is admissible under rules and is also within permissible limit of credit balance as on date. The general rules and procedure for Audit and Payment of bills will be followed in respect of bills on account of advance / withdrawals from Provident Fund. In case of Controller of Accounts (Fys), debit schedules are prepared as and when-bills on account of advance / withdrawals are passed for payment. Name and Provident Fund Account Number- of the subscriber mentioned in the Hill, Schedule, Sanction Order and Consolidated Statement cum Ledger Card are checked and tallied. The payments are also simultaneously noted in the Ledger
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Cards / Consolidated Accounts cum Ledger Cards and entries attested by the Officer passing the bill for payment. All payments on account of withdrawals exceeding Rs. 1,00,000/- at a time, irrespective of the purpose for which withdrawn should be intimated by registered post to the Commissioner of Income Tax (Estate Duty Circle) concerned. 10. Final payment of Provident Fund: -
When a subscriber quits the service or becomes non-effective by superannuation, death, discharge or when where about of the employee is not known and when an employee resigns from service, the amount standing to the credit of the fund shall become payable as stipulated in the rules. The legal position regarding the power of disposition of deposits or, death of the subscriber as explained in the Rules must be observed. In order to ensure that the subscribers' accounts are settled as expeditiously as possible after occurrence of the casualty, the Accounts Officer will undertake scrutiny of the Ledger Cards / Consolidated Accounts of the subscriber for the period of five years, immediately on receipt of the casualty report. 11. Deposit Linked Insurance (DLI) Revised Scheme:-
This scheme takes effect from 1-1-89 and is laid down in Rule 33 B of G P F (D S) Rule, 1960. On death of the subscriber, persons entitled to receive Provident Fund money transfer the subscriber, shall be paid an additional amount equal to Average Balance during 3 Years immediately proceeding death not exceeding Rs. 30,000/subject to the condition that the balance during 3 years have not fallen below the following limit. Sl No. Pay Scale 1. 2. 3. 4. 12. Maximum Pay Scale of Rs. 12,000/- or more Rs. 9,000 to 11,999/Maximum Pay Scale Rs 3500/- to 8,999/Below Rs 3500/Interest: This is to be calculated as per rate prescribed each year by Government.
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Minimum Months Balance Rs. 25,000/Rs. 15,000/Rs. 10,000/Rs. 6,000/-
Limit of Balance Rs. 12,000/Rs. 7,500/Rs. 4,500/Rs. 3,000/-
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At the time of final payment interest up to the end of the month proceeding that in which payment is made or up to six months from the month when it became due, whichever of this period is less, shall be paid. In case of a person absconding, interest to be allowed up to 6 months from the date of report from the police that the employee has not been traced. 13. Transfer of Fund Accounts: Transfer of Provident Fund Accounts is involved when (a) A subscriber from Defence (including DAD) side is permanently transferred to Civil, Other Departments, State Government, Corporations, and Public Sector Undertakings etc. When transferred from one audit area to another within the Defence where Fund Accounts are maintained by another Accounts Officer When transferred from one Fund to another.
(b) (c)
When a subscriber is transferred permanently as above his Accounts is to be closed and balance transferred to the Accounts Officer concerned. 14. Unclaimed and Lapsed Deposits:
Credit balance of subscribers which become payable but' remain unclaimed for six months are transferred to Head "Unclaimed Deposits" at the end of the Year through transfer entries by Credit to "Unclaimed Heads" and debit to "Provident Fund Heads". The amounts transferred to unclaimed deposits are posted in the "Register of Unclaimed Deposit". After close of the March (Preliminary) Accounts, items outstanding in the register of unclaimed deposits are reviewed and amounts remaining unclaimed for three years, all balances are transferred in March (Final) Accounts to lapsed deposits. Payment of amounts, credited to Government as above requires sanction of C D A concerned. Review of Balances
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After the financial accounts of a year are finally closed, ledger balance as per statement of closing balance should be reconciled with those as per progressive financial compilation. The difference should be fully located, adjusted / readjusted as necessary.
Cash Requirement and Budget Estimates Accounts Officers are responsible for preparation of cash requirement estimate for the current year and Budget Estimates for ensuring year in respect of the Provident Funds concerned and submission to D F A (Budget).
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PROCEDURE FOR PAYMENT OF PENSIONARY AWARDS 1. Agencies of Payment i) Treasuries ii) Public Sector Banks iii) Defence Pension Disbursing offices of D A D iv) Post Office Kathua - J & K v) Pay & Accounts, Office in Delhi, Pondichery, Bombay vi) Embassies in Foreign Countries. i) Pension Payment Order issued by Chief C D A (Pension) Allahabad, C D A (Navy) Bombay & DCDA (AF) Delhi Cantt. ii) Pension Certificate iii) Photographs, marks of identification, specimen signature etc. i) Treasuries, Pay & Accounts offices, claim through Accountant General and CCDA (P). Reimburses them monthly / quarterly ii) Public Sector Banks & Post Office get our Defence Accounts at RBI Nagpur debited daily and get credit from R B I. iii) DPDOS draw money on defence cheques against cash assignments placed in their favour and book against Defence Accounts. Monthly on the last working day & lump sum payments on due dates. Treasuries / Banks etc., send their pension payment vouchers monthly to CCDA Allahabad for audit. (P)
2. Documents for payment
3. Reimbursement
4. Mode of Payment 5. Submission of Pension Account
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6. General Revision
where there is a general increase in pension by Govt. circulars is issued and every affected pensioner is paid accordingly e.g. Dearness Relief. Annually every pensioner is to furnish a life certificate and on first payment full identification is made with reference to the particulars provided by the Pension Sanctioning Authority. The pensioner has also to furnish non-employment, non-remarriage, marriage certificates as the case may be. The P D A (Pension Disbursing Authority) keep a detailed record in the register i.e. check Register and every payment is noted here. In addition record of payment is also made in the Pension Certificate of every pensioner which is in his / her possession. . a pensioner has full choice to get his/her account transferred by applying to his present FDA without involving CCDA (P) Allahabad. A pensioner can authorise a Bank by giving him a valid power of attorney even in India and also outside India by opening a Non - Resident - Indian (NRI) account. where family pension is jointly notified in the PPO along with Service / Retiring / Disability / Superannuation pension, widow / widower of a pensioner can produce the death certificate and start getting family pension from the PDA. if a pension is not drawn for 12 months, an arrear claim with explanation for non - drawal by the pensioner is required for allowing arrears by the competent authority. This also applies when a pensioner changes his nationality Competent Authority can stop due to over payment / misconduct etc.
63.00 54
7. Identification
8. Record of Disbursement
9. Transfer of Pension
10. Power of Attorney
11. Joint Notification
12. Arrears of Pension
13. Stoppage of Pension
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RECORD MANAGEMENT I) Record Management:
Records denote source of information. Management means to keep such records in such a manner/system which can be easily traced it out. Objective - to keep alive the image of the organisation regarding ruling and decisions II) Activities involved in Records Management:-
Records are tools of management, memory of an organisation and source of information. The main activities involved in Record Management cover the system of recording, retention, retrieval and weeding of Records; Maintenance of up-todate list of Regulations and manuals taking into account of all amendments issued from time to time. Maintenance of Records is of a paramount importance since the effectiveness of decisions, which ultimately reflects the image of the organisation on the quality of its resources and information. For proper functioning of the office administration, the Role of records Management therefore plays a vital role. 2. Classification of Records: The records may be classified into following categories:i) Class 'A': - Records of value for administration purpose. ii) Class 'B': Records, which may be required for future reference, are preserved for a limited period. 3. Stage of Recording:
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Files should be recorded after action on the issues considered thereon has been completed. However, files of a purely ordinary nature containing papers of little reference or research may be retained for a limited period. 4. Procedure for Recording:
The file as and when the action on the issues considered to have been completed, the initiating officer/dealing man should close the file and record the same in the following manners i) Appropriate classification on the file to be indicated in Class: 'A' or 'B'. The retention period to be indicated on the file cover and if the same are required to be destroyed after the limited period, the year of destruction to be specified on the file cover Indexing of Files - An 'Index Head' No is allotted to each files for an official searching for the file. An Index Register is maintained for the purpose. In case of important files require for urgent reference, Index slips are issued detailing therein the Index No etc., for easy location of the file as well as recording in the Index Register in cases where files are issued. The date of return of the file is all watched.
ii)
iii)
5.
Precedent Book:
Every section will maintain a Precedent Book in the prescribed form for keeping note or important rulings and decisions having a precedent value for ready reference. 6. Record retention schedule:
To ensure that files are neither prematurely destroyed nor kept for records longer than necessary, it is required to follow the schedules of periods of retention for records as specified in O.M. Pt. II. 7. Custody of Records i) Recorded files should be kept serially arranged in the Section/ Offices and conveniently after 1 or 2 year of closing the files, they should be forwarded to the Departmental Record Room. The Departmental Record Room personnel will allot Index No. of each file and note the same in the Index Register.
ii)
_____________________________________________________________________________________________ RTC KOLKATA 63.00 56
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iii)
A Record Review Register will also be maintained by the Record Room for review of retention/destruction of the files in case on the expiry of specified retention period.
8.
Requisitioning of Records i) ii) iii) Recorded files will be issued to the Officer/departments only on receipt of Requisition steps signed by the competent authorities, The requisition so received will be recorded. On return the requisition file will be restored to its lace and suitably noted the fact. The requisition slips will also returned to the authority who issued it.
III)
Up dating of Codes/Manuals/Instructions/Order etc.
Prompt action on any amendments to the Codes/Manuals/Rules etc. issued by the Govt. of India/Ministries/Heads of the office from time to time and correction steps issued in these regards are required to be taken and the Codes/Manuals etc. are required to be amended accordingly. Image and efficiency of the Department will depend on prompt action for updating the Codes/Manuals etc., which will render the Administrative Authority for decision of any cases. IV) Role of supervisors of Record Section i) ii) iii) To keep a watchful eye over Receipt of letters received from various sources and distribution thereof promptly. To keep a watch of purchase of Stationery items and its maintenance thereof, which will feed all the section Promptitude of action to be taken relating to the corrections of Codes Manual/regulations/orders and prompt distribution thereof. Supervisors should take initiative in this regard for upkeep men of the Section as well as the organisation. To keep watch over despatch of letters received from various Sections. Pay prompt attention to 'Speed Post' strict confidential urge important D.O./letters to be sent as quickly as possible detaining person to the Post Office and supervisor should see that work has be done and receipt of the 'Post Office' pasted in the Register properly.
63.00 57
iv)
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Termination of Services of Temporary Govt. servant: The services of a Temporary Govt. Servant shall be liable for termination at time by a notice in writing given either by the Govt. Servant to the Appointing authority or vice versa. The period of such notice shall be one month. Provided that the service of such a Govt. Servant can be terminated forthwith & on such termination the Govt. Servant shall be entitled to claim a sum equivalent to the amount of Pay plus allowances for the notice period at the same rates at which he was drawing them immediately before the termination of his services or, as the case may be, for the period by which such notice falls short of one month. Rule 5(1) (a) & (b) of CCS (TS) Rules 1965 Distinction between letter of Resignation & Notice under Rule--5: Notice under Rule-5 is an exercise of the right conferred by statutory rules enabling a Temporary Govt. servant to cease performance of his duties automatically on the expiry of the prescribed period of notice. Whereas the letter of resignation requires acceptance by the competent authority, order to become effective. As such, if a Temporary Govt. servant submits o letter of resignation in which he does not refer Rule-5 (1) of CCS (TS) Rules 65 or does not even say that it may be treated as notice of termination of service, he can relinquish his post only when the resignation is accepted & he is relieved of his duties. When action is taken under Rule-5 to terminate the services of a temporary Govt. Servant, the order of termination, which should be passed by the appointing authority, should not mention the reasons f or such termination. Ordinarily when a Govt. Servant is actually in service, there would not be any difficulty in serving the notice on him personally or tendering in the presence of some other officer, if he refuses to accept the same. In cases where it is apprehended that service is likely to be evaded e.g. when the officer is on long leave, service should be terminated forthwith with an offer to pay a month's salary in lieu of notice as provided in the Rules. Reopening of cases of Termination of Service under Rule-5: _____________________________________________________________________________________________ RTC KOLKATA 63.00 58
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Where a notice is given by the Appointing authority terminating the Service of a Temporary Govt. servant, or where the service of a Govt. Servant is terminated either on the expiry of the period of such notice or forthwith by payment of Pay plus allowances, the competent authority on ii s own motion can reopen the case after making such enquiry as deemed fit: 1. 2. 3. 4. Confirm the action taken by the appointing authority. Withdraw the notice, Reinstate the Govt. servant in service, or Make such other order in the case as it may consider proper provided that in exceptional circumstances, which may be recorded in writing, no case be reopened under this sub-rule after the expiry of three months: (a) (b) From the date of notice, in case notice is given, From the date of termination of service, in case where no notice is given.
Where a Govt. Servant is reinstated in service under above clause, the order of reinstatement shall specify: (i) The amount of or proportion of pay & allowances, if any, to be paid to the Govt. Servant for the period of his absence between the date of termination of his services and the date of his reinstatement, and Whether the said period shall be treated as period spent oar duty for any specified purpose or purposes.
(ii)
Extension & Reemployment: (1) Where the services of a Govt. Servant beyond the age of his superannuation are required in the same cadre post, which he is holding at the time of superannuation, then such retention shall be treated as Extension of Service. Any proposal for retaining the services of Govt. Servant in the present cadre beyond the age of normal superannuation in a post different from the one, which he was holding at the time of superannuation, should be strongly discouraged. If, however, such retention is for, very exceptional reasons considered to be unavoidable, the same shall be treated as Reemployment.
(2)
_____________________________________________________________________________________________ RTC KOLKATA 63.00 59
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Employment after Retirement: - Commercial Employment means any employment which is not under a body corporate wholly or substantially owned or controlled by the Central Govt. or State Govt. (1) A retired Group- A Officer cannot accept any commercial employment before the expiry of two years from the date of his retirement without the prior permission of the Central Govt. If he does so or commits a breach of any condition, it shall be competent for the Govt. to declare that he shall not be entitled to the whole or such part o f pension and for such periods as may be specified in the order after affording the pensioner concerned an opportunity of showing cause against such declaration. No Officer, who, while in service, belonged to Indian Revenue Service or who, having been a member of any other Central service Group A retired from a post under the Department of Revenue & Insurance in the Ministry of Finance, shall set up practice, either independently or as a partner of a firm relating to Income Tax, Custom, Wealth Tax, Central Excise etc. before the expiry of two years from the date of his retirement, Group B Officers are not required to take the prior permission of the Govt. for accepting commercial employment within two years of retirement. However, they should give intimation in this regard to the concerned Ministry/Deptt. Under which they served last before their retirement.
(2)
(3)
Employment under a Government outside India: If a pensioner who was o Group A Officer immediately before his retirement wishes to accept any employment under any Govt. outside India, he shall obtain prior permission of the Central Govt. for such acceptance and no pension shall be to the pensioner who accepts such an employment without proper permission in respect of any period for which he is so employed or such longer period as the govt. may direct. Retired Group 'A' Officers are required to furnish half yearly declaration about acceptance non-acceptance of commercial employment within two years from the due of their retirement and also about acceptance /non-acceptance of any employment under any Govt. outside India
_____________________________________________________________________________________________ RTC KOLKATA 63.00 60
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THE END
Mchk 041007
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Establishment & Administration

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60 years of age -do-do-do-

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PERSONAL CLAIMS 1. The type of personal claims are:

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(4) (5) (6) (7) (8)

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(1) (2) (3)

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