estt & ad ministration

7/27/2019 Estt & Ad ministration

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Establishment & Administration

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SERVICE MATTERS

TOPICS SELECTLD

1. Confirmation

2. Retirement

3. Retirement Procedure

4. 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 relatingto 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 ofconfirmation 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, benchmark 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 60 years of age

Group B -do-

Group C -do-

Group D -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. Reduction in the number of pest or reorganization

2. Closure of the Organisation.

Order of Retirement

1. First adhoc employees.

2. Working on temporary basis from other Deptt.

3. Purely temporary or officiating grade.

4. QP Govt.-servants.

5. 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 forpremature 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 10spells 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

(ii) Due to increase of Work load

(iii) Starting functioning of New Office / Project.

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 conditionsfor 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 ExchangeAuthorities 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) S T: - 7 1/2 % of the total vacancies are kept reserved and 5 Years upper

age relaxation is allowed.

c) 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.

d) Physically handicapped: 1% of each for who are blind, deaf-mute,

Orthopadically handicapped etc are kept reserved. 10 Years upper age

relaxation is allowed.

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.

(b) 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.

(ii) Eligibility: -

(a) Compassionate appointment to be made only against direct

Recruitment quota.

(b) The candidates represented for appointment should be Suitable for thepost applied in all respect under the provisions of the Recruitment

Rules.

(c) 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) Where a Widow is appointed on compassionate ground, to a Group

"D" post, she will be exempted from the requirement of educational

qualification.

(e) 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 commissionof 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 orotherwise. 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 sufficientlysenior 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 orset 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 employees-

members 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 bindingon 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 thestaff 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 thenational 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 beforesuspension 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.

(b) 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 havebeen 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.

(c) 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.

(d) Penalty of dismissal, removal compulsory retirement set-aside bycourt of law.

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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 reasonsto 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) Date of detention-in the case of detention for a period exceeding48hrs.

(b) Date of conviction-for an offence and sentence to a term of

imprisonment for the period exceeding 48 hrs.

(c) 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 smackmalafide

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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, itshould 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. Appointing Authority as defined in Rule 2(a) CCS (CCA) Rules.2. Any authority to which the appointing authority is subordinate.

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3. Discipline Authority as defined in Rule 2 (g)-of CCS (CCA) Rules.

4. 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 theappointing 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 takeinto 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 appealwithin 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: withappropriate 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.

LTCAdmissible 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 ifstudying 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 inpublic 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 inmaximum 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 becompleted 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) The Pay and allowances in respect of the employees have been drawn

as per sanctioned strength.

(2) The categories of the employees for whom Pay and allowances are

drawn are authorised.

(3) The last charge has been linked and remarks to that effect have been

recorded in the next/ current charge and the last charge has alsoaccordingly been remarked.

(4) 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.

(5) In case of "Transfer in" - entitlement through Last Pay Certificate has

been verified.

(6) In case of "Transfer Out" - His name has been deleted from Pay Rollwith proper authority.

(7) Basic. Pay for each individual/ employee has been drawn correctly

with reference to the appropriate scale of pay.

(8) Increment has been drawn in time and relevant Periodical Increment

Certificate has been enclosed with the Pay Roll.

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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 normalincrement.

(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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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: Whether the purchase is really necessary.

b) Fund: Whether necessary money is available for making the purchase

c) Price: 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.

(ii) The expenditure should not be prima-facie more than the occasion

demands.

(iii) No authority should exercise its power of sanctioning expenditure to

pass an order, which will be directly, or indirectly to its ownadvantage.

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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.

(v) Public money should not be spent for the benefit of a particular

person or section of the community.

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 theseconditions 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 theestimated 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) Conditions of tender offer-.

c) 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) All the sealed tenders received should be kept in the safe custody of

the officer who has invited the tenders.

b) 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 recordedin 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 Accounts member Value

I General

Manager

CF&A (Fys)/JCF&A (Fys) Exceeding 10lakhs up to 50lakhs

II Jt. General

Manager

JCF&A/ DCF&A/ ACF&A Exceeding 10lakhs up to 20lakhs

III Dy.General

Manager

DCF&A/ ACF&A / AO Exceeding 10lakhs up to 10lakhs

IV Works

Manager

A.O 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) What is the last purchase price?

(ii) Whether the lowest rate now obtained compares reasonably with the

last purchase price taking into account the normal escalation in prices.

(iii) Whether the rate is prima-facie abnormally high or low. In both casesit should be treated as "Freak Rate" and rejected and if necessary

suggest retendering.

(iv) What is the time / place / mode of delivery offered in the lowest

tender and whether the same conform to requirement

(v) The capacity of the firm in supplying the material has been

established /verified.

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 andcontesting 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. Localpurchase can be resorted to within the delegated powers only after obtaining NAC

from the Stationery Depot. Purchases should be made from Consumer Co-

operative 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 theproducts 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 ofpowers delegated to them.

(ii) 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.

(iii) 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.

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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) All contracts should invariably be in writing.

b) 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.

c) Terms of contract should be precise and definite.

d) The standard form of contract is generally adopted.

e) The contracts entered into should not involve any uncertain liability.

f) Contract should be signed by both the parties to the contract before

commencement of work

g) Wherever considered necessary an escalation clause for statutory

increase in prices / duties etc. should he provided in the contract.

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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) The sanction accorded by the competent authority for grant of TA/DA

is in the public interest.

(ii) The expenditure is not more than the occasion demands.

(iii) The entitlements worked out are strictly as per the orders issued by

Govt. from time to time.

(iv) The claim does not give any unintended benefit to the claimant.

(v) 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) The prescribed certificates have been furnished.

(iv) The entitlements have been worked out correctly.

(v) The payment of advance and its timely liquidation is watched through

demand Registers.

(vi) 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 payis 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) Daily allowance as per the prescribed rate.

(c) Mileage allowance.

II. TA/DA for Local Journeys:

(a) Mileage Allowance.

(b) 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 DANext 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) No TA/DA for training at the Hqrs. irrespective of the distance

between normally duty point and the training centre.

IV. 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

(ii) Actual fares for self and family for journey by rail/steamer/airs

(iii) Road mileage for journey by road between places not connected by

rail.

(iv) Cost of transportation of personal effects from residence to residence.

(v) Cost of transportation of conveyance possessed by the employee.

(vi) 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.

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 serviceNo 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.

(c) Attendant/Escort: - Only one escort/attendant is entitled to TA.

Entitled to TA as per family members for journey both ways

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 restrictedto 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) All employees who have completed one year's continuous service on

the date of journey.

(2) Eligible to self and member of family.

4.1 Quantum of Leave Travel Concession:

(1) Journey by rail - Train fare as per the following entitlement will beadmissible.

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Pay Range Shatabdi

Express

Rajadhani

Express

Other Trains

Rs. 16,400 and

above

Executive Class AC First Class AC First Class

Rs. 8000 to

Rs. 16,399

AC Chair Car AC 2-tier AC 2-tier

Rs. 4,100 to

Rs. 7,999

AC Chair Car AC 3-tier First Class/ AC-3 tier/

AC Chair Car

Below Rs.4, 100 Not Entitled Not Entitled Sleeper Class

4.2 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. Pay Range Entitlement

1. Rs. 8,000 and above Actual fare by any type of public bus,

including air conditioned bus

2. Rs. 4,100 and above but

less than Rs. 7,999

Same as at (1) above with exception

that journey by air-conditioned bus will

not be permissible

3. Below Rs. 4,100 Bus fare by ordinary bus

4.3 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. As per CCS (LTC Rules 1988 - 80%)

2. 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 one-

year continuous service. This concession is available once in every block of 4years.

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) Two hometown LTC during 1990-91 & 1992-93;

Or

(ii) One hometown LTC during, either 1990-91 or 1992-93 and one 4

years LTC to anywhere in India.

6.4 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 employeeswho 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/Accountantssubject to observance of following conditions:

(a) Entries relating to pay fixation, increment etc should be based on

orders approved by gazetted officer.

(b) Attestation will not bemade 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 bemade 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 willonly 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 selectedfor 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

transferre

estt & ad ministration

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