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                               Establishment & Administration

                                 SERVICE MATTERS


   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 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.

      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

      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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                               Establishment & Administration
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.


Direct Recruits

      Determined by the order of merit in which they are selected for

      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 per the

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                               Establishment & Administration
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.


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

Type of Retirement

          1. Retirement on superannuation- 60 years of age.
          2. Voluntary retirement- on completion of 20/30 years qualifying

          3. Premature retirement- on completion of 30 years of service, 50/55
             years of age


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                               Establishment & Administration
      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 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

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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                               Establishment & Administration
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

       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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                               Establishment & Administration
      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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                               Establishment & Administration


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

       (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
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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                               Establishment & Administration
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


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                               Establishment & Administration
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 the
              post applied in all respect under the provisions of the Recruitment
       (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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                               Establishment & Administration
       (d)    Where a Widow is appointed on compassionate ground, to a Group
              "D" post, she will be exempted from the requirement of educational
       (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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                               Establishment & Administration

       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.


       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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                               Establishment & Administration
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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                               Establishment & Administration



    For promotion of harmonious elation between employees and the Govt.
    For securing maximum Co-operative of the employees to achieve greater

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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                               Establishment & Administration
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

    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

    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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                               Establishment & Administration
    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

    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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                               Establishment & Administration
    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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                               Establishment & Administration


       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


       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 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.

       (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 by
              court of law.


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                               Establishment & Administration
       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.
      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 exceeding
       (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

       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.


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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                               Establishment & Administration

      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.


       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

       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.

1.     Appointing Authority as defined in Rule 2(a) CCS (CCA) Rules.
2.     Any authority to which the appointing authority is subordinate.
3.     Discipline Authority as defined in Rule 2 (g)-of CCS (CCA) Rules.

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                               Establishment & Administration
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 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.
       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.
     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.
      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.


      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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                               Establishment & Administration

      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.


      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

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

Conveyance Advance
       Already sanctioned will not be paid during the suspension period.
      May be paid subject to production security, in the form of mortgage bond,
from 2 permanent Govt.servants. Children Education Allowance is Admissible.

       Admissible to the family members


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                               Establishment & Administration
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 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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                               Establishment & Administration

                                 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

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
employee as in TA Rules; He is also entitled to DA for halt at the outstation at the

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                               Establishment & Administration
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

      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.

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.

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                               Establishment & Administration

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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                               Establishment & Administration


       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 also
              accordingly 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 Roll
              with 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.

       (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.

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                               Establishment & Administration

       (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

       (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.


       (1)    Compulsory recoveries, like, General Provident Fund, Group
              Insurance, Professional Tax etc. have been recovered correctly.
       (2)    Any other demand with reference to Demand Register has been
       (3)    Total deduction / recovery have then been arrived at and Net Payable
              amount struck.

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                               Establishment & Administration

       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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                               Establishment & Administration

                             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

       (iii)   No authority should exercise its power of sanctioning expenditure to
               pass an order, which will be directly, or indirectly to its own

       (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.


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                               Establishment & Administration
       (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 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
      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
       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.

              d)     Name of authority who has the right to accept the tenders, and

              e) Date and time of opening tenders.

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                               Establishment & Administration

       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

      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             Accounts member                            Value
  I   General           CF&A (Fys) /JCF&A (Fys)           Exceeding 10lakhs up to 50lakhs
  II  Jt. General       JCF&A/ DCF&A/ ACF&A Exceeding 10lakhs up to 20lakhs
 III Dy.General         DCF&A/ ACF&A / AO                 Exceeding 10lakhs up to 10lakhs
 IV Works               A.O                               Up to 4lakhs.


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                               Establishment & Administration

      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 cases
               it 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

       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.

      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.


 RTC KOLKATA                               63.00                                         32

                               Establishment & Administration

(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 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 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.

       (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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                               Establishment & Administration


       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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                               Establishment & Administration

                      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
       (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.

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                               Establishment & Administration

                                                                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)    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 DA
              Next 150 days. ……………….. Half DA
              Beyond 180 days …………… Nil


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                               Establishment & Administration
       (b)     Beyond 180 days:
               There is option to draw TA as on transfer
               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

       (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 service
       No TA/DA etc.

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

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                               Establishment & Administration
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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                               Establishment & Administration


                           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 employee’s 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 be


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                                 Establishment & Administration

   Pay Range               Shatabdi            Rajadhani                Other Trains
                            Express             Express
Rs. 16,400 and          Executive Class      AC First Class       AC First Class
Rs. 8000 to             AC Chair Car         AC 2-tier            AC 2-tier
Rs. 16,399
Rs. 4,100 to            AC Chair Car         AC 3-tier            First Class/ AC-3 tier/
Rs. 7,999                                                         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 Same as at (1) above with exception
               less than Rs. 7,999     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.
5.1        Advance of LTC: -
           80% of the amount admissible


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                               Establishment & Administration

      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 4

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;
        (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:

       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.


 RTC KOLKATA                               63.00                                         41

                               Establishment & Administration


       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

      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

      All such entries are required to be attested by section officer/Accountants
subject 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 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
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.

 RTC KOLKATA                               63.00                                         42

                               Establishment & Administration

      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

      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.

      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.


 RTC KOLKATA                               63.00                                         43

                               Establishment & Administration
       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.


 RTC KOLKATA                               63.00                                         44

                               Establishment & Administration

                          HOUSE BUILDING ADVANCE

Eligibility: - All Permanent Official. Officials with at least 10 Years' continuous
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
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.
              2)     The title of the land should be clear.
              3)     Original Sale Deed is required.
In Case of Ready Built Flat:

              1)     The House/ Flat should be newly built.

              2)     It is to be acquired on out right purchase basis.

              3)     Government Servant gets the right to mortgage the House/ Flat
                     in favour of President if India.

              4)     The total cost of Flat does not exceed the cost ceiling limit.

              5)     The cost of the House/ Flat has not been already paid.

              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.


 RTC KOLKATA                               63.00                                         45

                               Establishment & Administration
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.


 RTC KOLKATA                               63.00                                         46

                               Establishment & Administration

                      Maintenance of Provident Fund Accounts

1.     OBJECTIVES of Provident Fund Office / Sections:
       (i)     Maintenance of Provident Fund Account correct and complete in all
               respects and timely issue of Annual Account Slips to subscribers.
       (ii)    Expeditious payment of claims on account of advances/ withdrawals.
       (iii)   Prompt settlement of claims on subscribers becoming non - effective.
2.     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.
       (ii)    Non - Contributory Provident Fund - meant for pensionable
               employees. No matching contributions are made by Govt. e.g. G P F.
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
nomination will become invalid. A subscriber may at any time cancel a
nomination and send a fresh nomination


 RTC KOLKATA                               63.00                                         47

                               Establishment & Administration

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

7.     Rates of Subscription:

       (i)    Any sum in whole rupees at the option of the subscriber subject to
              minimum 6% of emoluments acid not more than total emoluments.

       (ii)   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.     Processing of Change Statements / Schedules including debit
              schedules in monthly batches.

       2.     Corrections to Printed Monthly Listings.

       3.     Insertion of new subscribers list.

       4.     Corrections to previous year's closing balance.

       5.     Effecting of out of Account and transfer of Account.

       6.     Final correction to closing balance.


 RTC KOLKATA                               63.00                                         48

                               Establishment & Administration
7.     Final correction to printed listings.

8.     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

      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
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.


 RTC KOLKATA                               63.00                                         49

                               Establishment & Administration

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                        Minimum Months            Limit of Balance
  1.     Maximum Pay Scale of           Rs. 25,000/-              Rs. 12,000/-
         Rs. 12,000/- or more
  2.     Rs. 9,000 to 11,999/-          Rs. 15,000/-              Rs. 7,500/-
  3.     Maximum Pay Scale              Rs. 10,000/-              Rs. 4,500/-
         Rs 3500/- to 8,999/-
  4.     Below Rs 3500/-                Rs. 6,000/-               Rs. 3,000/-

12.    Interest: -
       This is to be calculated as per rate prescribed each year by Government.

       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.


 RTC KOLKATA                               63.00                                         50

                               Establishment & Administration
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.

       (b)    When transferred from one audit area to another within the Defence
              where Fund Accounts are maintained by another Accounts Officer

       (c)    When transferred from one Fund to another.

      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

     Payment of amounts, credited to Government as above requires sanction of
C D A concerned.

Review of Balances
       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.


 RTC KOLKATA                               63.00                                         51

                               Establishment & Administration

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).


 RTC KOLKATA                               63.00                                         52

                               Establishment & Administration


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,
                                    vi) Embassies in Foreign Countries.

2. Documents for payment            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.

3. Reimbursement                    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.

4. Mode of Payment                  Monthly on the last working day & lump sum
                                    payments on due dates.

5. Submission of                    Treasuries / Banks etc., send their pension
   Pension Account                  payment vouchers monthly to CCDA                     (P)
                                    Allahabad for audit.

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.

7. Identification                   Annually every pensioner is to furnish a life
                                    certificate and on first payment full identification
                                    is made with reference to the particulars provided

 RTC KOLKATA                               63.00                                         53

                               Establishment & Administration
                                    by the Pension Sanctioning Authority. The
                                    pensioner has also to furnish non-employment,
                                    non-remarriage, marriage certificates as the case
                                    may be.

8. Record of Disbursement           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. .

9. Transfer of Pension              a pensioner has full choice to get his/her account
                                    transferred by applying to his present FDA
                                    without involving CCDA (P) Allahabad.

10. Power of Attorney               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.

11. Joint Notification              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.
12. Arrears of Pension              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
13. Stoppage of Pension             Competent Authority can stop due to over
                                    payment / misconduct etc.


 RTC KOLKATA                               63.00                                         54

                               Establishment & Administration

                             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

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-to-
date 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:
        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


 RTC KOLKATA                               63.00                                         55

                               Establishment & Administration
       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
       ii)    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
       iii)   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.
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
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.

       ii)    The Departmental Record Room personnel will allot Index No. of
              each file and note the same in the Index Register.

       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)     Recorded files will be issued to the Officer/departments only on
              receipt of Requisition steps signed by the competent authorities,

       ii)    The requisition so received will be recorded.


 RTC KOLKATA                               63.00                                         56

                               Establishment & Administration
       iii)   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)     To keep a watchful eye over Receipt of letters received from various
              sources and distribution thereof promptly.

       ii)    To keep a watch of purchase of Stationery items and its maintenance
              thereof, which will feed all the section

       iii)   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.

       iv)    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.

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.


 RTC KOLKATA                               63.00                                         57

                               Establishment & Administration
      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: -

      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. Confirm the action taken by the appointing authority.
       2. Withdraw the notice,
       3. Reinstate the Govt. servant in service, or

 RTC KOLKATA                               63.00                                         58

                               Establishment & Administration
       4. 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)    From the date of notice, in case notice is given,
              (b)    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

       (ii)   Whether the said period shall be treated as period spent oar duty for
              any specified purpose or purposes.

       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.
       (2)    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.

      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.

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                               Establishment & Administration

       (2)    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,

       (3)    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
       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

                                           THE END

       Mchk 041007


 RTC KOLKATA                               63.00                                         60

Paramban Nuhman Paramban Nuhman
About I am an engineering graduate