AdminManual.doc - Welcome to CBI INDIA

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					Page 1 of 498
                               Contents

Chapter 1    Constitution and Organisation of CBI               4 - 11
Chapter 2    Appointments                                       12 - 23
Chapter 3    Identity Cards                                     24 - 27
Chapter 4    Training                                           28 - 34
Chapter 5    Service Records                                    35 - 40
Chapter 6    Confirmation                                       41 - 42
Chapter 7    Seniority                                          43 - 48
Chapter 8    Annual Confidential Reports                        49 - 56
Chapter 9    Promotion                                          57 - 62
Chapter 10   Fixation of Pay                                    63 - 71
Chapter 11   Termination & Resignation                          72 - 73
Chapter 12   Dress Regulations                                  74 - 74
Chapter 13   Leave                                              75 - 91
Chapter 14   No Objection Certificate for Higher Studies & Change 92 - 95
             of Job
Chapter 15   Pension                                              96 - 110
Chapter 16   Decentralization of Accounts                       111 - 113
Chapter 17   Delegation of Financial Powers                     114 - 117
Chapter 18   Budget and Appropriation                           118 - 120
Chapter 19   Allowances and Rewards/Honoraria                   121 - 142
Chapter 20   Advances                                           143 - 161
Chapter 21   Drawal of Pay, Allowances and Honoraria            162 - 166
Chapter 22   Contingencies                                      167 - 167
Chapter 23   General Provident Fund                             168 - 173
Chapter 24   Deposit Linked Insurance Scheme                    174 - 175
Chapter 25   Welfare Measures                                   176 - 182
Chapter 26   Departmental Canteen                               183 - 186
Chapter 27   Medical Facilities to the Central Government       187 - 195
             Employees (including CGHS)
Chapter 28   Central Government Employees Group Insurance       196 - 199
             Scheme
Chapter 29   Accommodation                                      200 - 205

Chapter 30   Stores & Supplies                                  206 - 212
Chapter 31   Furniture                                          213 - 217
Chapter 32   Telephones                                         218 - 219
Chapter 33   Motor Vehicles                                     220 - 225
Chapter 34   Library                                            226 - 228
Chapter 35   Security Plan                                      229 - 241
Chapter 36   Office Procedure – Meanings of various terms       242 - 246
Chapter 37   Machinery of Government                            247 - 249

Chapter 38   Dak-receipt, Registration and Distribution         250 - 252
Chapter 39   Receipt-submission and Diarisation                 253 - 255
Chapter 40   Action on Receipts                                 256 - 266
Chapter 41   Forms and Procedure of Communication               267 - 275


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Chapter 42   Drafting of Communication                             276 - 278
Chapter 43   Issue of Drafts                                       279 - 288
Chapter 44   Filing System                                         289 - 293
Chapter 45   Indexing and Recording                                294 - 302
Chapter 46   Security of Official Information and Documents        303 - 304
Chapter 47   Checks on delays                                      305 - 311

Chapter 48   Reports & Returns                                     312 - 316
Chapter 49   Inspections                                           317 - 325
Chapter 50   Audit                                                 326 - 327
Chapter 51   Implementation of Instructions on Official Language   328 - 330
             [Appendix I]                                          331 - 333

             Posts sanctioned in CBI and their pay scale
             [Appendix II]                                         334 - 338

             Work allocation in Administration Division
             [Appendix III]                                        339 - 344

             Recruitment Rules
             [Appendix IV]                                         345 - 346
             Appointment through Staff Selection Commission
             [Appendix V]                                          347 - 369

             The DSPE (Subordinate Ranks) (Discipline & Appeal) Rules, 1961

             [Appendix VI]                                         370 - 372

             ADMINS Module
             Annexures                                             373 - 498




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1.         CONSTITUTION AND ORGANISATION OF CBI

1.1        Growth and Evolution of the Organisation

            At an early stage of the World War-II, the Government of India
      realised that the vast increase in expenditure for war efforts had
      provided opportunities to unscrupulous public servants and anti-
      social elements for indulging in bribery and corruption. It felt that
      the Police and other Law Enforcement Agencies under the State
      Governments were not in a position to cope with the situation.
      Therefore, to investigate offences connected with transactions
      relating to war efforts, an organization known as the Special Police
      Establishment was set up in 1941 under an executive order of the
      Central Government. The Headquarters of Special Police
      Establishment was established at Lahore.          Its branches were
      created in due course at Jabalpur, Bombay, Calcutta, Delhi,
      Madras, Ranchi, Peshawer, Quetta and Rawalpindi. The activities of
      the S.P.E. were subsequently extended to            include cases of
      corruption in Railways also.

1.2         In 1943, some doubt was felt about the legal powers of Police
      officers working with the S.P.E. and therefore an Ordinance was
      issued by the Government of India, by which a Special Police Force
      with powers to investigate certain offences anywhere in British
      India, was constituted. Even after the end of the war, the need for a
      Central Government Agency to investigate cases of bribery and
      corruption by Central Government servants was felt and therefore,
      the Ordinance issued in 1943, which had lapsed on 30th
      September, 1946 was further extended and finally „Delhi Special
      Police Establishment Act‟ was enacted. After the promulgation of
      the Act, the superintendence of the SPE was transferred to the
      Home Department and its functions were enlarged to cover all
      departments of the Government of India. Since then the SPE
      functions under this Act. Its jurisdiction extends to all Union
      Territories and it can also be extended to the States with the
      consent of the State Governments concerned.

1.3        In 1953, an enforcement wing was added to the SPE to deal
      with the offences relating to breach of import and export
      regulations. With the passage of time, more and more cases under
      laws other than Prevention of Corruption Act also came to be
      entrusted to the SPE. By 1963, the SPE was authorised to
      investigate offences under 91 different sections of the Indian Penal
      Code, offences under the Prevention of Corruption Act, 1947 and 16

                                                              Page 4 of 498
      other Central Acts. A growing need was, therefore, felt for a Central
      Police Agency at the disposal of the Central Government, which
      would investigate not only cases of bribery and corruption, but also
      cases of breaches of Central fiscal laws, major frauds relating to
      Government of India departments, public joint stock companies,
      passport frauds, crimes on the high seas, crimes on the Airlines and
      serious crimes committed by organized gangs or professional
      criminals. Therefore, the Government of India set up the Central
      Bureau of Investigation on Ist April, 1963. The Organization and
      functions of the Central Bureau of Investigation are given in the
      Government Resolution dated Ist April, 1963, a copy of which is
      placed at Annexure- I. The Delhi Special Police Establishment
      became one of the divisions of the CBI. The tasks to be performed
      by the Central Bureau of Investigation as per the Resolution were
      the following :-

          i)    Investigation of offences specified by the Central
                Government under Section 3 of the Delhi Special Police
                Establishment Act (Act XXV of 1946)
          ii)   Collection of intelligence relating to certain types of crime
          iii) Participation in the work of the National Central Bureau
          connected with the International Criminal Police Organisation
          iv)     Maintenance of crime statistics and dissemination of
          information relating to crime and criminals
          v)     Study of specialised crime of particular interest to the
          Government of India or crimes having All India or Inter-State
          ramifications or of particular importance from the social point
          of view
          vi)    The conduct of Police research
          vii) Coordination of laws relating to crime

1.4        The organisation was strengthened in 1964 by the addition of
      the Economic Offences Wing vide Government of India Resolution
      No. 24/66/64-AVD.II dated 29.2.64. In due course of time, a Special
      Crime Division was also created in the organization.

1.5        In the year 1985, based on the views of the Estimates
      Committee of VII Lok Sabha, a committee under the chairmanship
      of the then Cabinet Secretary Shri P.K. Kaul was formed to review
      the role, functions & working of CBI, to suggest measures to tone up
      its working and to examine feasibility of bringing it under a single
      administrative hierarchy.      The Committee, in its report had
      suggested that CBI should have three major divisions namely Anti-
      Corruption, Special Crimes and Economic offences and other
      support divisions which should be placed under three Additional
      Directors. It also suggested strengthening of various CBI branches

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             and giving CBI a firm statutory basis to enable it to discharge its
             functions effectively by way of amendment in the Constitution.
             Accordingly an order was issued in the year 1994 setting and
             defining the jurisdiction of branches under Anti Corruption, Special
             Crimes and Economic Offences Divisions1.

1.6               In the year 1997, government among its various measures to
             contain corruption, established a committee under the
             chairmanship of Shri B.G. Deshmukh, former Cabinet Secretary to
             examine the structure and functioning of CBI. The Committee in its
             report recommended that CVC be conferred statutory status and to
             overview CBI's functioning. It also suggested streamlining of CBI's
             reporting to the government without diluting its functional
             autonomy besides constitution of a selection committee headed by
             CVC with Home Secretary and Secretary (Personnel) as members for
             identifying a panel of names for selection of Director, CBI who was
             also to have a minimum tenure of two years and full freedom for
             allocation of work within the agency.

1.7               Pursuant to the direction of the Hon‟ble Supreme Court in 340-
             343/1993 (Vineet Narain & Others V/s Union of India), changes
             have been effected in the legal framework for prosecution of CBI
             Cases. Vide OM No. 201/5/2000-AVD.II dated 9th July, 2001, a
             Directorate of Prosecution has been constituted to supervise the
             work of prosecution by reconstituting the existing Legal Division.

1.8               On 12.09.2003, CVC Act has been notified giving CVC a
             statutory basis. The act, inter-alia, amended the DSPE Act, 1946
             and brought the superintendence of DSPE, so far as it relates to
             investigation of offences alleged to have been committed under the
             Prevention of Corruption Act 1988, under the Commission. The Act
             also provides for establishment of a committee to recommend panel
             of officers for being considered for appointment as Director. It
             statutorily ensures the tenure of Director to a minimum of two
             years.

1.9               Over a period of time, some of the work originally allocated to
             the CBI was transferred to other central police organizations. Part
             of the work relating to Crime Records & Statistics Division was
             transferred to NCRB and that relating to Research Division was
             transferred to BPR&D.

1.10             Under the Government of India (Allocation of Business) Rules,
             1961, the executive functions in respect of CBI were originally dealt


1   Policy Division Order No. 21/50/94-PD dated 26.11.1994.

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         by the Ministry of Home Affairs. Subsequently, the functions were
         transferred to the Ministry of Personnel, Public Grievances, Pensions
         and Training and with effect from 30th January, 2003, CBI has
         been brought under the charge of the Cabinet Secretariat.

1.11          Over the years, the Central Bureau of Investigation (CBI) has
         emerged as the premier investigation agency of the Government of
         India. It enjoys the trust and credibility       of the Parliament,
         Judiciary and the common man. In the last forty years, the
         organisation has evolved from an Anti-Corruption Agency to a
         multi-faceted, multi-disciplinary professional body. At present not
         only corruption cases, but a variety of offences involving threat to
         national security, national economy, violation of human rights and
         conventional crime having national and international ramifications
         are being entrusted to the CBI by the States, Central Government
         and Constitutional Courts.

1.12           Organizational Structure of CBI

                The organisational setup has thus under gone several changes
         since its inception and its present set up is described in the following
         paragraphs. The organisational chart is placed at Annexure II.


1.13            Delhi Special Police Establishment Division

1.13.1          Anti-Corruption Division : The Anti-Corruption Division is
         responsible for collection of intelligence with regard to corruption,
         maintaining liaison with various departments through their
         vigilance officers, enquiries into complaints about bribery and
         corruption, investigation and prosecution of offences pertaining to
         bribery and corruption and tasks relating to preventive aspects of
         corruption. It takes up cases against public servants under the
         control of the Central Government, public servants in Public Sector
         Undertakings under the control of Central Government and cases
         against the public servants working under State Government
         entrusted to the CBI by the State Governments. The Anti-Corruption
         Division      is headed by an officer of the rank of Special
         Director/Addl. Director. It is divided into seven Anti-Corruption
         Zones, namely, Delhi Zone, North Zone, West Zone, Central Zone,
         South Zone, East Zone and Anti-Corruption (HQ) Zone. Each zone
         functions under the control of a Joint Director. Zones are further
         divided into 17 Regions each headed by a DIG. Every Region
         consists of 2-3 Branches, each under the charge of an SSP/SP. The
         Branches under the AC(HQ) Zone are designated as Central Units
         and have all India jurisdiction. Branches under other zones have
         territorial jurisdiction over one or more states / parts of the states.

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1.13.2           Economic Offences Wing : The Economic Offence Wing of CBI
           is headed by a Special Director/Addl. Director. It takes up cases of
           cheating, forgery, criminal breach of trust and large-scale frauds
           affecting the property or revenue of the Government, cases of
           smuggling in narcotics and psychotropic substances, antiquities
           and other economic crimes of national importance. CBI is the
           pioneer in the field of cyber crime. The MHA vide U.O.
           No.22011/1/2001 PMA dt. 9.2.2001 has nominated Cyber Crime
           Investigation Cell of the CBI as the nodal agency for developing
           national capabilities for fighting cyber crime and to develop training
           courses for cyber crime investigation for State Police officers. It is
           recognised by Interpol as the international contact point in India for
           reporting cyber crime.

1.13.3          The Economic Offences Wing is divided into four Zones namely
           EOW-I, EOW-II, EOW-III and EOW-IV Zones, each headed by a Joint
           Director. The Zones are divided into seven Regions each under the
           charge of a DIG. The Regions are further divided into 22 Branches,
           each headed by a SSP/SP. The Branches located at Delhi, Kolkata,
           Chennai and Mumbai as well as the Branches of Bank Security and
           Fraud Cell under (EOW-IV) Zone located at Delhi, Kolkata,
           Bangalore and Mumbai have territorial jurisdiction. Rest of the
           Branches are Central Units having all India jurisdiction.

1.13.4.1        Special Crimes Division : The Special Crimes Division handles
            all cases of conventional crimes such as offences relating to
            internal       security,   espionage,      hijacking,    murders,
            dacoities/robberies, dowry deaths and other IPC offences as well
            as offences under other laws notified under the DSPE Act. It is
            also responsible for investigation of crimes with interstate and
            international ramifications. Special Crimes Division of CBI is
            headed by a Special Director/Additional Director. This Division
            has SC I Zone, SC II Zone, Multi Disciplinary Monitoring Agency
            and Special Task Force under it, each headed by a Joint Director.
            These Zones are divided into 8 Regions, each headed by a DIG.
            The regions are further divided into Branches, headed by an
            officer of the rank of SSP/SP. Six of the Branches have territorial
            jurisdiction. They are located at Delhi, Chandigarh, Lucknow,
            Kolkata, Chennai and Mumbai. The rest are Central Units having
            all India jurisdiction.




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1.14          Directorate of Prosecution

               The Directorate was created pursuant to orders of Hon'ble
         Supreme Court by reconstituting the existing Legal Division of the
         CBI. The Directorate of Prosecution is headed by a Director of
         Prosecution who is an Officer appointed by the Government. The
         duties of the Director of Prosecution include (a) supervision and
         monitoring of the prosecution in courts (b) preferring in appeals,
         revisions etc. (c) giving advice to investigating officers on all matters
         relating to criminal offences during investigation and trial (d)
         advising on the feasibilities on filing appeals, revisions etc. (e)
         Preparing a panel of Special Counsels with the approval of the
         Government (f) Selecting retainer counsels for High Courts. Under
         the administrative control of the Director of Prosecution, law officers
         of the ranks of Additional Legal Advisors, Dy. Legal Advisors, Sr.
         Public Prosecutors, Public Prosecutors and Assistant Public
         Prosecutors function, in the CBI Branches spread all over the
         country.

1.15          Administration Division

1.15.1 1.15.1         The Administration Division is responsible for managing
         human and material resources of the organization. The main
         activities include recruitment, training, transfer, confirmation,
         promotion, deputation, absorption, disciplinary action, budget &
         appropriation, grant of advances, welfare, accommodation,
         provisioning besides work study, custody & maintenance of Annual
         Confidential Reports of non-gazetted officers and promotion of the
         use of Hindi.

1.15.2        The Division is headed by a Joint Director who reports to the
         Director/CBI through the Additional Director (E). There are three
         DIsG namely DIG (Administration), DIG (Personnel) and the DIG
         (Training) who in turn are assisted by SP (Headquarters) &
         Administrative Officer (A), SP (Personnel) & Administrative Officer
         (P) and SsP (Trg) (2) & SP (R&D) respectively who are responsible for
         the supervision of discharge of various duties of the Administration
         Division.

1.16          Policy Division

1.16.1        The Policy Division deals with formulation of policy regarding
         investigation of cases in CBI, scrutiny of returns and statements
         under the Conduct Rules of Gazetted Officers, handling of
         Confidential Reports of Gazetted Officers upto the rank of
         Superintendent of Police, compilation of periodical statistics for use

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         of Cabinet Secretariat and preparation of the Annual Administration
         Report of the Department, formulation and review of implementation
         of the programme of work of the organisation, liaison with Heads of
         Ministries/Departments and Government Undertakings on Policy
         matters. There are also Special Units which are part of this Division.
         The function of the Special Units is collection of intelligence in
         respect of corruption at high places.

1.16.2        The Policy Division is headed by a Joint Director who works
         directly under the Director/CBI. There are two DIsG looking after
         the work of three Special Units located at Delhi and one each at
         Mumbai, Kolkata and Chennai. Each Unit is headed by a SSP/SP.
         Two AIsG(P) and one Dy. Principal Information Officer also function
         under the direct control of the Joint Director (Policy).

1.17          Coordination Division

1.17.1        This division is headed by Dy. Director (Coordination), which
         functions under a Joint Director nominated by the Director/CBI.
         DD (Coordination) is assisted by two ADs (Interpol) and one
         AD(Coordination). The Coordination Division comprises of two Units
         namely, (1) Coordination and (2) Interpol.

1.17.2        Coordination Unit organises All India Crime Prevention
         Weeks, takes part in the organisation of DGPs/Inspector Generals of
         the Police, CID Conference and is also incharge of publication of CBI
         Bulletin.

1.17.3         Interpol - The CBI is designated as National Central Bureau -
         India, Interpol New Delhi by the Government of India since 1966. It
         is the only agency recognized by Interpol Secretariat General for
         bilateral as well as multilateral police cooperation among the
         member states. Interpol, New Delhi is the interface between Indian
         and foreign law enforcement agencies and is responsible for
         multifarious activities like - extradition matters, investigation
         abroad and execution of foreign Letters Rogatory in India, issuance
         of various Interpol notices, negotiation of bilateral as well as
         multilateral treaties on extradition/mutual legal assistance treaties
         in criminal matters, coordination with the Indian States and Interpol
         member countries on policing related matters. Interpol New Delhi is
         connected globally with all member countries of Interpol, through
         the Interpol Global Communications System (IGCS) I-24/7, which is
         an Internet based communication system being installed worldwide
         by member nations. Interpol, New Delhi also remains in constant
         touch with various agencies like FRRO, Immigration check posts
         and state police law enforcement agencies to help track their

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         absconders and fugitives as well as with various Embassies and
         Missions located in New Delhi and Indian Missions abroad.

1.18          Systems Division

1.18.1        The Systems Division looks after the information technology
         needs of the CBI. The main function of the Division is creation and
         operation of the „decision support systems‟ in respect of
         administration and crime supervision functions of the organization.
         These objectives have been       mainly    achieved through     the
         computerization project of 1997. By means of this Project, two
         comprehensive data bases viz. (i) CRIMES and (ii) ADMINS have
         been created. The CRIMES MODULE assists in monitoring and
         supervision of investigation, prosecution and RDA matters, besides
         supporting the computerization of Malkhanas. The ADMINS
         MODULE assists in decision making on administration matters. It
         comprises of    sub-modules namely PIS (Personnel Information
         System), Accommodation, Budget, Pay Roll, Central Benevolent
         Fund, Vehicles, equipments, dead stock etc.

1.18.2        The Systems Division functions under a JD/DIG well versed
         with computers. Under his guidance, an officer on Special Duty
         (OSD), Computers looks after the work of computerization at the
         main Computer Centre of CBI at New Delhi. Besides officers of the
         ranks of       Principal Systems Analyst/Sr.System Analysts,
         Programmers and Asstt. Programmers are posted in various
         Branches for performing the computerization related aspects.

1.19          Central Forensic Science Laboratory (CFSL)

               It is the principal forensic science institution in the country
         having 9 divisions under one roof at Delhi, viz. Chemistry Division,
         Physics Division, Biology Division, Serology Division, Documents
         Division, Ballistics Division, Lie Detection Division, Finger Print
         Division and Photo & Scientific Aid Section. This is a scientific
         laboratory of the Ministry of Home Affairs rendering scientific service
         in crime exhibit analysis in actual cases referred to it by CBI,
         Vigilance, State & Central Government Departments, Judiciary and
         State Forensic Science Laboratories.

1.20          The latest instructions on determining the jurisdiction of each
         Investigation Unit, Region and Zone has been given in the Circular
         No. 21/43/2002-PD-01307 dated May 30, 2003 of the Policy &
         Coordination Division, a copy of which is enclosed as Annexure -III.




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2.                 APPOINTMENTS

2.1                All appointments except casual appointments in the Central
              Government Departments/Offices, are made on the basis of the
              Recruitment Rules framed under Article 309 of the Constitution of
              India.

2.1.1              Separate Recruitment Rules1[1] are framed for each post. These
              rules contain the classification of the post, conditions of service,
              method of appointment and pay scales attached to the posts.

2.1.2             Appointments to all Group - „A‟ posts are made by the President
             of India in consultation with the U.P.S.C. Appointments to all
             Group - „B‟ posts in the Central Bureau of Investigation, are made
             by the Director, CBI in consultation with the U.P.S.C., wherever
             necessary. Appointments to all Group - „C‟ posts, except the posts
             of Senior Clerk Stenos, L.D.Cs, Head Constables and Constables in
             C.B.I., are made by the Dy. Inspector General of Police.
             Appointments in the posts of Senior Clerk Stenos, Lower Division
             Clerks, Head Constables and constables in Group - „C‟ and all posts
             in Group - „D‟ in the CBI, are made by the Superintendent of Police.

2.2                Regular appointment

2.2.1            All direct recruitment for filling up the regular vacancies in
             Group „C‟ posts (Sub Inspector, Lower Division Clerk and
             Stenographer Grade „D‟) are made through Staff Selection
             Commission.

2.2.2             A requisition in the prescribed form (Revised form circulated in
             Department of Personnel & Training letter No. F.2-46/86-P&P,
             dated 04.09.1991 Annexure-IV is to be placed on the Commission by
             the authorized officer of the government department. Before placing
             requisition, the required formalities like obtaining No Objection
             Certificate from the Central (Surplus Staff) Cell should be
             completed.

2.2.3            All vacancies in the central government establishment other
             than those filled through the U.P.S.C. or the Staff Selection
             Commission should be notified to the nearest Employment
             Exchange. No department or office should fill up any vacancy by



1[1]   See Appendix-III for Recruitment Rules.

                                                                    Page 12 of 498
            direct recruitment unless the Employment Exchange issues a non
            availability certificate.


2.2.4            The direct recruitment of Constables in CBI, is made on
            centralized basis by CBI Head Office. Their selection is made by the
            Committee constituted by the Director, CBI.


2.2.5             Oath of Allegiance : Every person entering government service
            shall take an oath of allegiance to the Constitution of India either in
            English or Hindi, before Head of Department/Office or a gazetted
            officer nominated by him.

2.2.6            Medical Examination : Every candidate for appointment to a
            post (including appointment on part-time basis) under government
            is required to produce a medical certificate of fitness from the
            appropriate medical authority.

2.2.7            Verification of Character and Antecedents :

            (a) The appointing authority should satisfy itself that the character
            and antecedents of the person proposed to be appointed are such
            that they do not render him/her unsuitable for appointment to
            government service.
            (b)    Persons dismissed from service of the Central or a State
            government including the administration of Union Territories,
            should be deemed ineligible for appointment.
            (c)    While normally a person convicted for an offence involving
            moral turpitude should be regarded as ineligible for government
            service, in cases where the appointing authority feels that there are
            redeeming features and reasons to believe that such a person has
            cured himself of the weakness, he can be considered for
            appointment after obtaining specific approval of the government.

2.3              Appointment on deputation basis2[2]

2.3.1              One of the modes of appointments in the CBI is by inducting
           officers/personnel on deputation from various State/Central
           Government/Public Sector Undertakings/Autonomous Bodies. Such
           appointments are governed by the provisions contained in the
           relevant Recruitment Rules of the concerned posts/ranks.

2.3.2              Appointment on deputation is for a limited period and the
           officer concerned is to be reverted to his/her parent cadre after expiry
           of the same.


2[2]Alsosee D.P.&T. OM No. 2/29/91-Estt (Pay II) dated 5.1.1994 & D.P.&T. OM No. 2/8/97-
Estt (Pay II) dated 11.3.1998.

                                                                        Page 13 of 498
2.3.3           When the field of consideration for Group „A‟ posts consists of
        Central Government Group „A‟ officers only, prior consultation with
        U.P.S.C. is not necessary for selection.         When the field of
        consideration includes State Government officers also, prior
        consultation with the Commission is necessary before appointing a
        State Government officer. When the field of consideration is made
        more broad-based and consists of not only Central/State Government
        officers but also officers of non-governmental institutions, such
        selection shall also be made in consultation with U.P.S.C.
        Consultation with U.P.S.C. is also necessary for appointment of a
        Central Government officer who is not group „A‟ on deputation to
        Group „A‟ post.

2.3.4          According to the provisions of Recruitment Rules, 20% posts of
        Addl. SP, 50% of Dy.SP and 50% of Inspector are to be filled through
        deputation/transfer. In prosecution ranks, 25% posts of Sr. Public
        Prosecutor and Public Prosecutor are required to be filled on
        deputation/transfer basis.

2.3.5          The Officers holding analogous posts on regular basis or with
        six years regular service in the posts having Pay Scale of Rs. 8000-
        13500 or equivalent and possessing degree of recognized University or
        equivalent with 5 years experience in investigation of criminal cases,
        are considered for deputation to CBI as Addl. SP.

2.3.6         Similarly, the Officers holding analogous posts on regular basis
        or with 5 years regular service in the posts having Pay Scale of
        Rs.6500-10500 or equivalent and possessing degree of recognized
        University or equivalent with 3 years experience in investigation of
        criminal cases, are considered for deputation to CBI as Dy. SP.

2.3.7         The Officers holding analogous post on regular basis or officers
        with 5 years regular service in the pay scale of Rs. 8000-13500 with
        Degree in Law from a recognized University or equivalent and 8 years
        bar experience in conducting criminal cases are considered for
        induction as Sr. PP in CBI.

2.3.8         The Officers holding analogous post on regular basis or officers
        with 5 years regular service in the pay scale of Rs. 6500-10500 with
        Degree in Law from a recognized University or equivalent and 7 years
        bar experience in conducting criminal cases are considered for
        induction as Public Prosecutor in CBI.

2.3.9          The CBI branches may also identify suitable and willing officers
        from State Police Forces/CPMFs and send their nominations along
        with their service particulars to CBI, Head Office to consider their
        suitability for induction in CBI.


                                                                 Page 14 of 498
2.3.10 An employee appointed on deputation may elect to draw either the
       scale of pay of the post to which he has been appointed on deputation
       or the basic pay in the parent cadre plus deputation allowance.




2.3.11         Tenure of Deputation

         (a)   The period of deputation shall be subject to a maximum of
               three years in all cases except for those posts where a longer
               period of tenure is prescribed in the Recruitment Rules.

         (b)   The Administrative Ministry/borrowing organization may grant
               extension beyond this limit up to one year, after obtaining
               orders of their Secretary (in the Central Government and Chief
               Secretary in the State Government), equivalent level officer in
               other cases where such extension is considered necessary in
               public interest.

         (c)   The borrowing Ministries/Departments/Organizations may
               extend the period of deputation for the fifth year or for the
               second year in excess of the period prescribed in the
               Recruitment Rules where absolutely necessary, subject to the
               following conditions:

               (i)       While according extension for the fifth year, or the
                       second year in excess of the period prescribed in the
                       Recruitment Rules the directive issued for rigid
                       application of the tenure rules should be taken into
                       consideration and only in rare and exceptional
                       circumstances such extension should be granted.

               (ii)     The extension should be strictly in public interest and
                       with the specified prior approval of the concerned
                       Minister of the borrowing Ministry/Department and in
                       respect of other organization, with the approval of the
                       Minister of Ministry/Department with which they are
                       administratively attached.

               (iii)   Where such extension is granted it would be on the
                       specific understanding that the officer would not be
                       entitled to draw deputation (duty) allowance.

               (iv)    The extension would be subject to the prior approval of
                       the lending organization, the officer on deputation, and
                       wherever necessary, the U.P.S.C/State Public Service
                       Commission and Appointments Committee of the
                       Cabinet (ACC).

                                                                 Page 15 of 498
         (d)    In cases where extension is beyond the fifth year or second
                year in excess of the period prescribed in the Recruitment
                Rules, the same would be allowed only after obtaining the
                approval of the Department of Personnel and Training whether
                Central Government is the lending organization or the
                borrowing organization.

         (e)    For computing the total period of deputation the period of
                deputation in another ex-cadre post(s) held preceding the
                current appointment without break in the same or some other
                organization should also be taken into account.

         (f)    If during the period of deputation the basic pay of an employee
                exceeds the maximum of the scale of pay of the post or the
                fixed pay of the post, on account of proforma promotion in his
                cadre under the Next Below Rule or otherwise, the deputation
                of the employee should be restricted to a maximum period of
                six months from the date on which his pay exceeds such
                maximum and he should be reverted to his parent department
                within the said period.

         (g)    If during the period of deputation, on account of proforma
                promotion in the parent cadre under the Next Below Rule, the
                employee becomes entitled to a scale of pay higher than the
                scale of pay attached to the ex-cadre post, he may be allowed to
                complete the normal tenure of deputation subject to (f) above
                but no further extension of the period of deputation should be
                allowed in such cases.

2.3.12          Deputation (Duty) Allowance

         The Deputation (Duty) Allowance shall be admissible at the following
         rates :
         (i)     5% of the employee‟s basic pay subject to a maximum of
                 Rs.500/- per month when the deputation is within the same
                 station.
         (ii)    10% of the employee‟s basic pay subject to a maximum of
                 Rs.1000/- per month in all other cases.

                       The Deputation (Duty) Allowance as above shall be
                further restricted as under:
         (i)    Pay + Deputation (Duty) Allowance does not exceed the
                maximum of the scale of ex-cadre post.
         (ii)   Pay + Deputation (Duty) Allowance as above shall at no time
                exceed Rs.22,400/- per month.



                                                                  Page 16 of 498
2.3.13             Premature Reversion of Deputationist to Parent Cadre

                  Normally when an employee is appointed on deputation,
             his/her services are placed at the disposal of the parent department
             at the end of the tenure. However, as and when a situation arises for
             premature reversion to the parent cadre of the deputationist,
             his/her services could be so returned after giving advance
             intimation of reasonable period to the lending department and the
             employee concerned.

2.4                Appointment by absorption

                  Recruitment Rules for some posts prescribe, inter alia,
             „Absorption‟ (also „transfer‟) as a mode of recruitment. „Absorption‟
             means permanent absorption in the post.

                   The service rendered on deputation basis cannot be taken into
             account for the purpose of deciding eligibility for appointment to
             another post in the higher pay scale on deputation basis. The
             eligibility for appointment on deputation basis would continue to be
             determined with reference to the regular service in the parent
             cadre/department.

2.5                Ad hoc Appointment3[3]

2.5.1             The    Government      has    issued    instructions   to  the
             Ministries/Departments not to make any appointments on ad-hoc
             basis including transfer on deputation etc. The ad hoc appointments
             could, however, be made in the following circumstances:

             (a)   Where there is an injunction by the Court/Tribunal directing
                   that the post may not be filled on regular basis and if the final
                   judgement of the Court/Tribunal is not expected early and the
                   post also cannot be kept vacant.

             (b)   Where the Direct Recruitment Quota has not been filled and
                   the Recruitment Rules also do not provide for filling it up on
                   transfer or deputation temporarily and the post cannot also be
                   kept vacant.

             (c)   In short term vacancies due to regular incumbents being on
                   leave/deputation etc. and the officer is not available on the
                   approved panel and the post cannot also be kept vacant.




3[3]Also   see D.P.&T. O.M. No. 28036/8/87-Estt.(D) dated 30-3-1988

                                                                      Page 17 of 498
2.5.2         The ad hoc appointments in the Central Government
          Departments are, therefore, generally made on the following grounds
          :-

          (a)   The Recruitments Rules for the posts, are in the process of
                being framed,

          (b)   The proposals are under consideration to amend the existing
                Recruitment Rules,

          (c)   The Seniority position of the officers holding the post in the
                feeder grade, is disputed,

          (d)   Adequate number of qualified candidates are not available for
                filling the vacancies through Direct Recruitment Quota
                prescribed in the Recruitment Rules.

2.5.3           Conditions for making ad hoc appointments/promotions:

        (a)     The total period for which the appointment/promotion may be
                made on ad hoc basis is limited to one year only. The practice
                of giving a break periodically and appointing the same person
                on ad-hoc basis, may not be permitted. In case of compulsions
                for extending any ad hoc appointment/promotion beyond one
                year, the approval of the Department of Personnel and
                Training is to be sought in at least two months in advance,
                before the expiry of one year period. If the approval for
                continuance of the ad hoc arrangements beyond one year is
                not received before the expiry of one year period, the ad hoc
                appointment/ promotion shall automatically cease on the
                expiry of one year term.

        (b)     It should be ensured that the persons appointed are those
                nominated by the Employment Exchange concerned and they
                also    fulfill  the    stipulation  of    the    educational
                qualification/experience and the upper age limit prescribed in
                the Recruitment Rules.

        (c)     Where the ad hoc appointment is by promotion of the officer in
                feeder grade, it may be done on Seniority-cum-Fitness basis.

        (d)     (d)      The authority competent to approve ad hoc
                 appointments should be one level higher than the appointing
                 authority prescribed for the post.




                                                                 Page 18 of 498
2.6             Casual Appointments4[4]

2.6.1          Casual appointments are generally made in the Central
          Government departments for meeting the seasonal/intermittent
          increase in the workload. The policy regarding engagement of casual
          workers in the Central Government Offices has been reviewed by
          Government keeping in view the judgement of Hon‟ble Supreme
          Court delivered on 17th January, 1986, in the Writ Petition filed by
          Shri Surinder Singh and others vs. Union of India. It has been
          decided to lay down the following guidelines in the matter of
          recruitment of casual workers on daily wage basis:

          (a)   Persons on daily wages should not be recruited for work of
                regular nature. It should be for work which is of casual or
                seasonal or intermittent nature or for the work which is not of
                full time nature or for which regular post cannot be created.

          (b)   The Casual Workers may be paid only the minimum wages
                notified  by    the   State Government/Union  Territories
                administration as per Minimum Wages Act 1948.

          (c)   The Casual Worker may be given one paid weekly off after six
                days continuous work.

          (d)   The payment to the Casual Workers may be restricted only to
                the days on which they actually performed duties under the
                government with a paid weekly off. In addition, wages may also
                be paid for a national holiday if it falls on the working day.

          (e)   While considering regularization of the services of casual
                workers, they may be given relaxation in the upper age limit
                only if, at the time of initial recruitment as a casual worker
                they had not crossed the upper age limit for the relevant post.
                For any further relaxation, prior concurrence of the Ministry of
                Finance and the Department of Personnel and Training, should
                be obtained.

          (f)   Employment of the same casual labourer beyond 200 days in a
                year, is not permitted.

2.6.2.1        2.6.2.1        Ban on engagement of Casual Worker for
            duties of Group ‘C’ post

               There is complete ban on engagement of Casual workers for
          performing the duties of Group „C‟ posts and hence no appointment
          of Casual Worker, should be made for performing the duties of

  Also see D.P.&T. O.M. No. 49014/2/86-Estt.(C) dated 7-6-1988 and Ministry of Labour
4[4]

O.M. No. 53202/16/86-WC(MW) dated 23-8-1988

                                                                      Page 19 of 498
             Group „C‟ posts5[5]. If any deviation in this regard is committed, the
             Administrative officer, in charge in the rank of Joint Secretary or
             equivalent will be held responsible for the same.

2.6.3               Scheme for grant of Temporary Status and regularization of
                    Casual Workers in Group ‘D’ posts6[6]

                   Temporary status would be conferred on all Casual Labourers
             who are in employment on 01.09.1993 and who have rendered a
             continuous service of one year which means they must have been
             engaged for a period of at least 206 days in case of offices observing
             5 days week. Such confirmation of temporary status would be
             without reference to the creation/availability of regular Group „D‟
             post. Such Casual Labourers who acquired temporary status will
             not, however, be brought on to the permanent establishment unless
             they are selected through regular selection process for Group „D‟
             post.

2.6.4               Procedure for filling up of Group ‘D’ posts:

             (i)    Two out of every three vacancies in the Group „D‟ posts in
                    respective offices where the casual labourers have been
                    working, would be filled up as per existing Recruitment Rules
                    and in accordance with the instructions issued by the
                    Department of Personnel and Training from amongst the casual
                    labourers with the temporary status and the third post will be
                    filled from amongst other than casual labourers.

             (ii)   In case of illiterate casual labourer or those who fail to fulfill
                    the minimum qualification prescribed for the post,
                    regularization will be considered only against those posts in
                    respect of which literacy or lack of minimum qualification, is
                    not a requisite qualification.

             (iii) They would be allowed age relaxation equivalent to the period
                   for which they have worked continuously as Casual Labourers.

             (iv)   No age has been prescribed for grant of temporary status to the
                    Casual Labourers. However, for the purpose of subsequent
                    regularization, the conditions regarding age and educational
                    qualifications prescribed in the relevant Recruitment Rules, will
                    apply.

             (v)    The Casual Labourer being considered for regularisation in
                    Group „D‟ post, should have been engaged through


5[5]   Also see Ministry of Finance O.M. No. 49014/16/89-Estt.(C) dated 26-2-1990
6[6]Also   see D.P.&T. O.M. No. 51016/2/90-Estt. (C) dated 10-9-1993

                                                                              Page 20 of 498
                 Employment Exchange. They should not be considered for
                 appointment to regular establishment unless they get
                 themselves registered with the Employment Exchange and
                 render from the date of such registration, a minimum of 2
                 years continuous service as Casual Labourer.

          (vi)   On regularization in Group „D‟ post, their pay will be fixed at
                 the minimum of the time scale attached to the post.

2.6.5            Hon‟ble Supreme Court of India in its judgement dated
          29.04.2002 in SLP (Civil) No. 2224/2000 in the case of Union of
          India & another vs. Mohan Pal etc. decided that the scheme of
          01.09.93 is not an ongoing scheme and the temporary status can be
          conferred on the casual labourers under that scheme only on
          fulfilling the conditions incorporated in Clause 4 of the scheme,
          namely they should have been casual labourers in employment on
          the date of commencement of the scheme i.e. 01.09.1993 and they
          should have rendered continuous service of at least one year i.e. at
          least 240 days in a year or 206 days (in case of offices having 5 days
          a week) on 01.09.1993. Those who have already been given
          „temporary‟ status on the assumption that it is an ongoing scheme
          shall not be stripped of the „temporary‟ status pursuant to this
          decision. The Supreme Court in the above case had also considered
          the question as to whether the services of casual labourers who had
          been given „temporary‟ status could be dispensed with as per clause
          7 as if they were regular casual labourers and observed that - “The
          casual labourers who acquire „temporary‟ status cannot be removed
          merely on the whims and fancies of the employer. If there is
          sufficient work and other casual labourers are still to be employed
          by the employer for carrying out the work, the casual labourers who
          have acquired „temporary‟ status shall not be removed from service
          as per clause 7 of the scheme. If there is serious misconduct or
          violation of service rules, it would be open to the employer to
          dispense with the services of a casual labourer who had acquired
          the temporary status”.7[7]

2.7              Compassionate Appointments8[8]

2.7.1          Object : The object of the Scheme is to grant appointment on
          compassionate grounds to a dependent family member of a
          government servant dying in harness or who is retired on medical
          grounds, thereby leaving his family in penury and without any

7[7] On the basis of the above decision of the Hon‟ble Supreme Court, Department of Personnel
& Training vide O.M. No. 40011/6/2002 (Estt) (C) dated 06.06.2002 issued clarification to all
Ministries/Departments of Central Government.
8[8] (Notified by DP&T OM No. 14014/6/94-Estt(D) dated 9.10.1998)




                                                                            Page 21 of 498
        means of livelihood, to relieve the family of the government servant
        concerned from financial destitution and to help it to get over the
        emergency.

2.7.2        To Whom Applicable

        A.   To a dependent family member of a government servant who:

             (i)    Dies while in service (including death by suicide); or

             (ii)   Is retired on medical grounds under Rule 38 of the CCS
                    (Pension) Rules, 1972 or the corresponding provision in
                    the Central Civil Services Regulations before attaining
                    the age of 55 years (57 years for Group „D‟ Government
                    servants).

        B. Missing Government Servants: Cases of missing government
        servants are also covered under the scheme for compassionate
        appointment subject to the following conditions:

             (a)    A request to grant the benefit of compassionate
                    appointment can be considered only after a lapse of at
                    least 2 years from the date from which the government
                    servant has been missing, provided that:

                    (i)     An FIR to this effect has been lodged with the
                            Police,
                    (ii)    The missing person is not traceable, and
                    (iii)   The competent authority feels that the case is
                            genuine;

             (b)  This benefit will not be applicable to the case of a
        government servant:
                  (i)    Who had less than two years to retire on the date
                         from which he has been missing; or
                  (ii)   Who is suspected to have committed fraud, or
                         suspected    to   have    joined   any   terrorist
                         organization or suspected to have gone abroad.

             Note I : Dependent family member means:

                      (a)   Spouse; or
                      (b)   Son/daughter (including adopted son/daughter);
                      or

                      (c)   Brother/sister in case of unmarried government
                            servant who are wholly dependent on him/her.


                                                                 Page 22 of 498
2.7.3       Authority     Competent        to    make       Compassionate
        Appointments:

            The Director, CBI being Head of the Department is competent
        to make such appointment.

2.7.4       Posts to which such appointment can be made :

            Group „C‟ and „D‟ posts against the direct recruitment quota.

2.7.5       Determination/Availability of Vacancies

            (a)   Appointment on compassionate grounds should be made
                  only on regular basis and that too only if regular
                  vacancies meant for that purpose are available.

            (b)   Compassionate appointments can be made upto
                  maximum of 5% of vacancies falling under direct
                  recruitment quota in any Group „C‟ or Group „D‟ posts.




                                                              Page 23 of 498
3.                IDENTITY CARDS

3.1              Every Government servant shall be issued an Identity Card
            with his personal details to establish his identity whenever required.
            It is a very important document and should be in the personal
            custody of the government servant concerned.

                  The Identity Cards issued by CBI are of the following kind:

                  (i)     CBI Identity Card
                  (ii)    CBI Photo pass

3.2               Persons to whom CBI Identity Cards are issued

                  CBI Identity Cards are issued to all executive and prosecution
            staff and RSO‟s working in CBI.       Ministerial staff of CBI are not
            issued CBI Identity Card. CBI Identity Cards are issued under the
            signature of Administrative Officer (Accounts), CBI and counter
            signed by Under Secretary, Cabinet Secretariat. CBI Photo passes
            are issued by CBI, Head Office to all ranks in CBI9[1].

3.3                Use of CBI Identity Cards

3.3.1            CBI Identity Cards are issued in order to establish the identity
            of the officers holding the cards and to authorize them to seek
            access to all offices of the Central Government and it‟s Departments,
            all Projects and Undertakings sponsored by the Central
            Government, all Defence Services Commands, Departments,
            Factories, all State Railway Offices, Workshops, all Ports and
            Aerodromes etc. for the purpose of conducting enquiries. The
            identity cards are issued to the RSOs to establish their identity as
            Railway Officer who are on duty with the CBI for detecting cases of
            corruption in the Railways.

3.3.2            Every identity card holder shall carry on his person his
            identity card while moving out on    duty and shall produce it
            whenever required to do so by any competent authority.


9[1]
       Detailed guidelines for issue of above Identity Cards and their safe custody have been
issued by CBI, Head Office from time to time ( O.M. No.5/18/61-Est dated 30.1.1962) which
may be followed by all the branches.




                                                                             Page 24 of 498
3.4          Supply of Blank Identity Cards

             Blank Identity Cards for all ranks will be supplied from the
      CBI Head Office to Branch offices on their demand.      The Branch
      offices shall keep proper account of blank Identity Cards in the
      forms/registers prescribed for the purpose.

3.5          Issue of Identity Card

             Identity cards will be prepared by the branch in which the
      person concerned works and sent to Head Office duly completed and
      verified for being signed by the competent authority. No CBI Identity
      Card should be issued by CBI Branches. No CBI Identity Card will
      be issued to a person not working in CBl.

3.6          Safe custody of Identity Card

             The holder of the identity card is personally responsible for its
      safe custody.

3.7          Misuse of Identity Card

              Identity Cards should be made use of strictly for the purpose
      for which they are meant and only in the discharge of official duties.
      Any misuse will be viewed seriously. Identity Cards are not
      transferable. An official using another person‟s card will render himself
      liable to disciplinary action. Depositing of Identity Card as security or
      otherwise and thereby allowing the card to fall in to unauthorised
      hands renders an official liable to disciplinary action.

3.8          Loss of Identity Card

              In case of loss of an Identity card, it is incumbent on the holder
      to report the loss immediately to the nearest Police station and at the
      same time to his office also. On receipt of information of loss of an
      Identity Card the branch office has to send a report to the Head Office
      giving full details regarding the loss of Identity Card and further action
      taken in the matter. Branch Office should take action for issue of a
      duplicate Identity card after collecting the penalty and initiate
      disciplinary action, if necessary against the loser. The Police
      authorities and the office should be informed immediately if the
      Identity Card reported to have been lost is subsequently found and in
      case a duplicate card has in the meantime been issued, it should be
      sent to the Head Office for cancellation.


                                                                  Page 25 of 498
3.9          Penalty for the loss of Identity Card

              Penalty charges for loss/mutilation of Identity Cards are to be
       imposed as per rates prescribed from time to time. The amount of
       penalty once recovered is not refundable. The amount of the penalty
       is to be deposited in the Government Account under the head of
       account “XXIII-Police Misc. receipt”. In addition to the penalty fee,
       suitable punishment must be awarded in each case where the Identity
       Cards are lost on account of negligence or carelessness or due to any
       avoidable fault of the owner or if the owner fails to give a satisfactory
       explanation for the loss. An entry should be made in the register as
       indicated above regarding the loss of the Identity Card.

3.10         Withdrawal of Identity Cards

              On the occurrence of any of the events specified hereunder the
       Identity Card issued to a member of the SPE would stand cancelled
       and is to be withdrawn immediately by the Branch office/Head Office
       and sent to Head Office for cancellation. The date of
       reversion/retirement/    discharge/suspension/death/transfer       of
       person concerned should be indicated in the forwarding letter

             (a)    Retirement
             (b)    Discharge from Service
             (c)    Suspension
             (d)    Repatriation to the parent department
             (e)    Transfer outside the Branch
             (f)    Death
             (g)    Change of designation

            In case any official fails to return his Identity Card, penalty
        charges may be recovered besides taking any other action as
        deemed necessary.

3.11         Annual Physical Verification of Identity Cards

             The Identity Cards issued to the officers and staff should be
        physically checked by a responsible officer not below the rank of Dy.
        S.P. in respect of branches and Office Superintendent in respect of
        Head Office. A certificate to this effect should be sent to Head Office
        by the 2nd week of January every year.


                                                                  Page 26 of 498
3.12        Destruction of Identity Cards

            All cancelled Identity Cards are to be returned to Head Office
       for updating the records and destruction.

3.13        Confiscation of Identity Cards

            The Inspector General of Police, SPE has the right to confiscate
       the Identity Card of any member of the SPE office without any notice
       or assigning any reason thereof.

3.14        Identity Cards to Central Government Pensioners

            The Government of India, Ministry of Personnel, Public
       Grievances & Pensions (Department of Pension & Pensioners
       Welfare) vide their OM No.41/21/2000-P&PW(D) dated 16.11.2000
       have introduced      Identity Cards to the Central Government
       pensioners. Accordingly, instructions/guidelines for issue of
       Pensioners Identity Card to a retired/retiring employee of Central
       Bureau of Investigation have been issued vide CBI, Head Office
       Circular No. DPAD2/2002/00158/26/3/2001 dated 06.02.2002.




                                                              Page 27 of 498
4.              TRAINING

4.1            Training is a systematic process of developing professional
        knowledge, skills and inculcating right attitudes in the individuals
        and groups that serve the organization. It is an important segment of
        personnel management and if properly planned and executed,
        training can play a highly significant role in the optimization of the
        performance of all constituents of the organization.

4.2             The institutional training to the CBI Officers is mostly imparted
        at the CBI Academy, Ghaziabad. It is supplemented by conducting
        some specialised courses at regional level and also by in-situ training
        programmes at the branch level and need based training to individual
        officers at reputed institutions of India and abroad10[1].

4.3             Basic Training Course for Dy.SsP (Probationers)/SI(cadets)

4.3.1          CBI academy conducts Basic Training Programme for Dy. SsP
        (Prob)/SI (Cadets). Training syllabus for these courses is revised as
        per the recommendations of the Training Review Committee
        constituted from time to time. Main thrust of the training is on the
        following areas:

                (i)    Basic Law and Procedure
                (ii)   Crime investigation/supervision including application of
                science and technology in investigation
                (iii) Forensic Science and Forensic Medicine
                (iv)  Police ethics
                (v)   Behavioural Sciences and communication skills
                (vi)  Knowledge of computers
                (vii) Drill, Physical Training, Unarmed Combat, Yoga etc.

4.3.2           The Course schedule of the Basic Training is as below:
                                                       Dy. SsP             SIs
                1    Institutional Training with      7 Months       7 Months
                     CBI Academy(Phase-I)
                2     Attachment with Local Police             9 weeks           9 weeks
                3     Attachment with CBI Branch               9 weeks           9 weeks
                4     Institutional Training at CBI            15 weeks         10 weeks
                      Academy (Phase-II)
                5     Bharat Darshan (Educational              2 weeks                 --

   See Annexure -V for different courses conducted by the Academy, target officers &
10[1]

duration.

                                                                             Page 28 of 498
                      Tour)
                                            TOTAL       1 year &14       1 year & 7
                                                           weeks           weeks



4.3.3         The objectives of the Basic Training Programme are:

              (i)      To generate professional knowledge and skills in the
                       newly inducted officers to enable them to conduct in-
                       depth investigation of the cases.
              (ii)     To orient the officers to the core values and work culture
                       of CBI.
              (iii)    To sensitize them to the needs and expectations of the
                       society and to cultivate right attitude among them.
              (iv)     To ensure high level of physical fitness to withstand the
                       rigour and strain of duties within the CBI.

4.4           Evaluation of Performance of Course Trainees

               Performance of the Basic Course Trainee is evaluated through
        examination, project works and field training. Besides, periodical
        knowledge checks are conducted through quizzes, presentations,
        group and individual tasks etc. These are used for mid-term training
        reviews, identification of trainees requiring special attention and for
        taking correctional steps thereof. The distribution of marks to
        evaluate the overall performance of the Dy.SsP(Prob.) and SI (Cadets)
        is as under:


                          Dy.SP(Prob)                        SI(Cadets)
               Sl.            Exams       Total   Sl.        Exams           Total
               No.                        Marks   No.                        Marks
                1      Marks of Phase-I   850       1    Marks of Phase-I     750
                2      Marks of Phase-    250       2    Marks of Phase-      250
                       II                                II
                3      Assessment of       80       3    Assessment of         80
                       Practical                         Practical
                       Training                          Training
                4      Academy Head‟s      20       4    Academy Head‟s        20
                       Assessment                        Assessment
                       Total              1200           Total                1100




                                                                     Page 29 of 498
4.5          Assessment

4.5.1 The basis for assessment of practical training is the performance of
     the trainees during the attachment with the State Police and CBI
     Branches, which is based on the following parameters :

             (i)      Punctuality
             (ii)     Discipline/Conduct
             (iii)    Aptitude/Potential
             (iv)     Performance in Malkhana and D.O.
             (v)       Performance in Crime Section
             (vi)     Performance during attachment with I.O.
             (vii)    Performance during attachment with Public Prosecutor
             (viii)   Performance during attachment with the Presenting
                      Officer
             (ix)     Comments of Branch SP about overall performance
                      during branch training

4.5.2 The Academy Head‟s Assessment is done at the end of the Basic
     Training. The following factors shall be taken into consideration for
     assessment:

      (a)    Attendance.
      (b)    Discipline, conduct and turnout during (i) Parade (ii) Indoor
             work (iii) Mess Manners (iv) Social etiquette and manners and
             (v) team work.
      (c)    Participation in training viz. (i) discussions in the class, (ii)
             assignments during case studies, individual presentation and
             (iii) participation in games and extra curricular activities
             (hobbies, cultural activities etc.).

4.5.3 The inter-se seniority of the trainees is decided by the order of merit
in the selection list at the time of recruitment and the same is not effected by
his/her training performance.

4.5.4 Besides the above, the awards for best all round performance, best
indoor trainee and best outdoor trainee are given at the time of passing out
parade.

4.6   Basic Training Course for Constables

4.6.1 The newly recruited Constables are imparted basic training for 6
     months. The objectives of the basic training are :


                                                                  Page 30 of 498
        (i)     To acquaint the recruits with the basic features of laws and
                procedures relating to CBI working, organization and
                administration, police behaviour, police science etc.

        (ii)    To impart knowledge in the areas related to jobs performed by
                the Constables of CBI like assistance in search, seizure, arrest,
                custody, trap, interrogation, handling, packing and forwarding
                of packages etc.

        (iii)   To impart basic skills in first aid, driving, handling of
                equipment and other related areas of branch functioning.

        (iv)    To make the recruits achieve high level of fitness, mental
                alertness and ability to withstand stress and strain.

        (v)     To inculcate the spirit of team work, discipline and obedience.

4.6.2          In order to achieve the above mentioned objectives, the training
        is conducted in both indoor and outdoor subjects. At the end of the
        course, a final examination is conducted for which the minimum
        prescribed pass marks in each subject is 40%.

4.7             Induction and Orientation Courses

4.7.1          Apart from the long-term basic courses described above in the
        previous paragraphs, mid-term and short-term entry level courses are
        conducted soon after the appointment of officers of various ranks
        (direct recruitment or through deputation). The objectives of these
        courses are :-

        (i)     To enhance the professional knowledge and skills of the officers
                to enable them to contribute to the organizational objectives.

        (ii)    To orient the officers to the core values and work culture of the
                organization.

        (iii)   To sensitize the officers to the needs and expectations of the
                society from the organization and to cultivate the right attitude.

4.7.2 The performance of the trainees in these courses is constantly
     evaluated through group and individual tasks, periodical knowledge
     checks, syndicate studies and presentations and finally through end of
     the course written examinations.



4.8     Short-term In-Service Courses

                                                                    Page 31 of 498
        In-service and short term courses of one or two weeks duration are
       conducted by the Academy for the benefit of In-service officers of CBI,
       State Police, Anti-Corruption Bureau, Vigilance Departments of Public
       Sector Enterprises and Nationalised Banks. Courses are organized in
       all the areas concerning the functions of CBI, namely, Anti-Corruption,
       Economic Offences, Conventional and Terrorist Crimes, Scientific
       Investigation, Conducting of Departmental Enquiries, Vigilance, Cyber
       Crime, Computer Courses and office management.             In addition,
       Refresher Courses are organized at periodical intervals for Executive
       ranks, Law Officers and Ministerial cadre for the purpose of updating
       their knowledge and skills, to equip them with the recent developments
       in the area of functioning, to re-orient them with the organizational
       goals and objectives and to tune them to the expectations of the
       government, judiciary and the society. Besides, Seminars/Workshops
       and Vertical Interaction Courses are organised for the senior officers of
       the rank of SsP and above.

4.9     Nomination to the training courses conducted by the CBI
       Academy

        The Branch SsP are required to ensure that the training needs of the
       officers and men working under them are totally fulfilled. The Annual
       Training Calendar is prepared and circulated by the CBI Academy
       listing the various training programmes proposed to be conducted in a
       calendar year. The Branch SsP are expected to nominate their officers
       well in advance so that their requests can be processed timely and
       confirmation can be made. At the time of nomination, it should be
       ensured that the proposed training is directly relevant to the job
       performed and helpful in professional development of the trainee.

4.10     Sponsored Courses

        In order to ensure inter-institutional and international training
       cooperation, CBI Academy hosts training courses for the police officers
       of India and other countries in various areas concerning crime
       investigation. These courses are sponsored by the Government, the
       BPR&D or the foreign police organizations.

4.11           Training Outside CBI Academy

4.11.1          Need-based and cost effective training is provided to CBI
         Officers from time to time at reputed institutions in India and abroad.
         Nominations received for the other institutions of the country are
         processed by the CBI Academy. Nominations of the officers of the
         rank of SP and above are approved by the DCBI & the other Gazetted

                                                                  Page 32 of 498
         Officers by the JD(Admn.) and of the Non-Gazetted Officers by the
         DIG(Trg.).

4.11.2           Deputation of Police officers on training courses in foreign
         countries is mostly co-ordinated by the Bureau of Police Research and
         Development which circulates a list of such courses. The Academy
         further circulates the courses and seeks nominations from the eligible
         officers. These are then scrutinised by a Committee at the CBI Head
         Office and submitted for approval of the DCBI. The names of the
         approved officers are forwarded to the Bureau of Police Research and
         Development (BPR&D). Sometimes nominations are sought directly by
         the Ministry of Home Affairs (MHA) or DoPT.

4.12           Training Methodology

4.12.1          A periodic training needs analysis is conducted by the Academy
         for determining the training methodology and design of the course
         curriculum. In the initial phases of basic courses, the method of
         teaching is pedagogical, keeping in view the low level of fresh
         entrants.    Thereafter,    the   lectures    are  supplemented     by
         demonstrations, role plays, simulations, case studies, practical
         exercises and field visits. After the trainees acquire the basic
         knowledge in the area of functioning of CBI, they are sent for
         practical training in the field. After their return from the field for
         second phase of training, emphasis is laid on individual and group
         exercises, projects, group discussions, syndicate studies and
         presentations, analysis of case studies, etc. Class room lectures are
         limited to the minimum extent possible at this stage.

4.12.1 The Outdoor training is an essential course input. The level of
      intensity and complexity of outdoor inputs is constantly increased as
      the training progresses.

4.12.2 The methodology for the training of supervisory level officers is
      mostly through workshops, seminars, syndicate studies, analysis of
      case studies, presentations and experience sharing.

4.12.3 For the investigating officers and the law officers, the training
      methodologies adopted are lectures, demonstrations, field visits,
      Group and Individual exercises, group discussions, analysis of case
      studies, syndicate studies and presentations.

4.12.4 For the ministerial and lower subordinate staff the training
      methodology is mostly through lecture, demonstrations, field visits,
      practical exercises, simulations and role play.


                                                                 Page 33 of 498
4.13   Training Research and Development Cell

       Training research is one of the core training activities. Assessing the
training needs of all ranks in CBI with the active association of field officers,
preparation and revision of course designs, preparation and distribution of
reading material, analysis of feed back and post training impact evaluation
etc. are some of the activities performed by this Cell. Branch SsP are
expected to provide active support for performing the tasks by the Training
Research and Development Cell by providing it with the required data. The
inputs from the Training Research & Development Cell forms the main basis
for determining the training methodology.




                                                                  Page 34 of 498
5.       SERVICE RECORDS

5.1       Service book is a record of every event occurring in the official
      life of a government servant. It has to be maintained for every
      government servant holding a permanent or a temporary post
      except for those who are not likely to be in service for more than
      one year or those holding non pensionable service (SRs 196 and
      197).

5.2       Service book in form MSO(T)-27 (Revised) must be opened for
      all government servants from the date of entry into service and is
      to be maintained till he ceases to be in service. Service book also
      contains certain entries about events prior to entry into the
      service. Entries at this stage are to be recorded very carefully after
      consulting the original certificates. Once the service book is
      opened and the entries at the initial stage recorded, other entries
      also have to be recorded as and when the events take place.
      Entries regarding confirmation, suspension, reduction in rank,
      withholding of increments, recovery of loss, leave without pay,
      service break, award of President Police Medal/Indian Police Medal
      etc., should be made in red ink. Service book must be kept in safe
      custody.

5.3       All the entries made in the service book should be duly
      attested. There should not be erasing or overwriting in the service
      book. Corrections, if any, should be neatly done and properly
      attested. The Head of Offices are permitted to delegate powers to
      subordinate Gazetted officers under them, to attest entries in the
      service books except their own service book for which the Head of
      Offices are responsible (SR-199).

5.4      In CBI, different posts are filled by deputation as well as direct
      recruitment/promotion etc. In so far as the deputationists are
      concerned, service books in prescribed format of the parent
      department are transferred to CBI and entries with regard to the
      events during the tenure of their deputation are to be recorded by
      the concerned office at the appropriate place/part/column.

5.5       To eliminate delay in payment of pension, it shall be the
      responsibility of the officer maintaining the service book to make
      annual verification and also complete and certify the service book
      in respect of previous service in the twenty fifth year of service or 5
      years before retirement, whichever is less. The orders of the
                                                              Page 35 of 498
                competent authority, where required on the nature of service (e.g.
                period of leave, break in service etc.) should be obtained and
                recorded in the service book. Unless otherwise shown in the
                service book, it will be presumed that orders of the competent
                authority have been obtained and period of extraordinary leave,
                period of preceding breaks in service will be counted for pension.
                If any lapse or omission in observing this procedure results in
                overpayment, suitable disciplinary action will be taken against the
                authorities concerned. (Rule 32 of CCS (Pension) Rules).

5.6             Maintenance of Service Book

5.6.1 5.6.1 Service Book contains two volumes:-

        Vol.I has four parts and Appendix containing leave account.
        Part-I:       Contains bio data and photograph.
        Part-II:      Deals with certificates and attestation.
        Part-III:     Records previous qualifying service and foreign service.
        Part-IV:      Deals with the history and verification of service.

        Vol.II contains all the service documents which are to be certified and
        attested in Part-II of Vol.I.

5.6.2          Following entries / certificates are to be recorded in the service
        book at the time of first appointment and attested by the Head of Office
        or any other officer duly authorised.

        (i)        Employee has been medically examined and found fit.
        (ii)       His/her character and antecedents have been verified.
        (iii)      He/she has furnished declaration of his/her not having
                   contracted bigamous marriage.
        (iv)       He/she has taken the oath of allegiance/affirmation to the
                   Constitution.
        (v)        He/she has furnished the declaration of home town which has
                   been accepted.
        (vi)       The correctness of the entries against the following items of
                   Part-I. Bio-data has been verified from original certificates
                   furnished as valid documentary evidence for the respective
                   purpose.

                      - Whether a member of SC/ST.
                      - Date of birth by Christian era and wherever possible also
                        in Saka era (both in words and figures).
                      - Educational qualifications.




                                                                     Page 36 of 498
            (vii)     Professional and technical qualification not covered by
                      above11[1].
                             -    He/she has filed nominations for GPF and related
                             entries have been furnished to the Account Office on
                             various dates.
                             -     He/she   has furnished     details of the family
                             members.
                             -    He/she has filed nominations for Death/Retirement
                             Gratuity.

5.6.3              Events requiring entries in the Service Book12[2]:

            (i)       Entries at the time of initial appointment.
            (ii)      Occurrence of events involving a change in the post, station,
                      office, scale of pay, nature of appointment, promotion,
                      reversion, deputation, transfer on foreign service, increment,
                      leave suspension and other forms of interruption in service.
            (iii)     Events like stoppage of increment.
            (iv)      Grant of personal pay for adopting family planning norms.
            (v)       Grant of special leave/Paternity leave.
            (vi)      Membership of CBI Benevolent Fund.
            (vii)     Facts of availing LTC either by Government servant or member
                      of his family.
            (viii)    Grant of encashment of leave during service.
            (ix)      Allotment of GPF account number.
            (x)       Deputation/repatriation/absorption.
            (xi)      Confirmation at the initial grade.

5.6.4              Documents to be placed in Volume - II of the Service Book13[3]:

            (i)       Relaxation of age, educational qualification (authenticated/
                      attested copy).
            (ii)      Report regarding verification of character and antecedents
                      (original).
            (iii)     Medical certificate of fitness (original).
            (iv)      Declaration of marital status (original).
            (v)       Acceptance of Home Town declaration (signed/attested copy).
            (vi)      Oath/affirmation of allegiance.
            (vii)     Nomination for PF, DCRG, CGEGIS, Benevolent Fund.
            (viii)    Details of Family (Signed/attested copy).
            (ix)      Order regarding change of date of birth (authenticated/
                      attested).
            (x)       Change of name (original).

11[1]Alsosee G.I., MF, O.M. No. 3(2).E IV(A), dtd. 14.03.76
12[2]Alsosee G.O.I., MF, O.M. No. 3(v)-E IV(A), dtd. 11.03.76
13[3]Also see G.I., DP&AR, O.M. No. 28034/35/76-Estt.(A) dtd. 19.01.1977


                                                                           Page 37 of 498
        (xi)     Change in home town / permanent home address (once in
                 service life).
        (xii)    Attested copies of certificates of age           and education
                 qualification.
        (xiii)   Condonation of break in service.
        (xiv)    Collateral evidence in respect of first service.

5.6.5 Leave Account

               A leave account shall be maintained in the prescribed form for
        each government servant and must be kept with the service book with
        up to date account (Rule 15 of CCS(Leave) Rules, 1972).

5.6.6 Annual Verification of Service

                At a fixed time, immediately after financial year is over, the
        service book shall be taken up for verification by the Head of Office,
        Annual Verification entry has to be recorded very carefully after
        consulting the Pay Bill Register. When the government servant is
        transferred from one office to another, the Head of the Office under
        whom he was originally posted/worked should record the verification
        of service in respect of the whole period or a month/date upto which
        pay and allowance of a government servant were drawn inter alia upto
        the period for which the government servant was paid in his office
        (GFR-81).

5.7     CGEGI Scheme - Form No. 13 to be pasted in the Service Book

5.7.1          Every year in the month of January the Head of Office       will
        record a certificate in column 7 in the following form:

               “Subscription @ Rs. _______ appropriate to group _____ of the
        scheme recovered from Pay & Allowances for the period from January
        ____ to Dec. _____.”

5.7.2          All other events in the nature of promotion, transfers on
        deputation / foreign service, absorption in PSU/Autonomous bodies,
        retirement etc. occurring during the service career of the member of
        the scheme shall also be recorded in the appropriate column No. 6 of
        the form duly attested [GI (8) - SR 199].



5.8              Inspection of Service Book

              Every Head of Office has to initiate action to show the service
        book to the government servant concerned every year and to obtain

                                                                 Page 38 of 498
             his signature there in token of their having inspected / seen the
             Service Book (SR 202).




5.9                  Supply of copies of Service Book

                   Government servant who asks for a certified copy of the service
             book on quitting service on retirement, discharge or resignation may
             be supplied with the same on payment of Rs. 5/- as copying fee.

5.10                 Alteration in Date of Birth14[4]

                    An alteration of date of birth of a government servant can be
             made, with the sanction of the Ministry or Department concerned of
             the Central Government under which the government servant is
             serving, if :

                     (i)     The request for alteration of the date of birth is made
                             within a period of 5 years of his entry into government
                             service.

                     (ii)    It is clearly established that a bonafide clerical mistake
                             has occurred and should be rectified.

                     (iii)   The date of birth so altered would not make him
                             ineligible to appear in any School or University or UPSC
                             examination in which he had appeared at such
                             examination or on the date on which he entered the
                             government service.

5.10.1              Belated Claims for Alteration in date of birth to be
                 rejected:

                    The Government policy regarding rejection of belated claim for
             alteration in date of birth has been reinforced by the observations
             made by the Supreme Court in the judgement in Civil Appeal No. 502
             of 1993 (Union of India vs. Harnam Singh). This position has to be
             kept in view while considering any request from a government servant
             for alteration in his date of birth. In other words, it will not be
             appropriate to consider any request for alteration in date of birth if
             the conditions stipulated in Note below FR 56 are not strictly fulfilled.



14[4]   Also see FR 56 - Note 6



                                                                         Page 39 of 498
5.11   Nominations

              Nominations under different rules are required to be obtained
       on prescribed forms. It has to be ensured that the nominations are
       not only filled in properly and signed by government servant concerned
       but are authenticated / accepted by the officer so authorised for the
       purpose. In order to ensure that nominations of the concerned
       employee have been obtained, a list may be maintained in the following
       format and can be kept in the Service Book for periodical checking.

       Sr. Name    Date of              Valid nomination / declaration
       No. &       posting
           Design. in the
                   office
                               GPF DCRG CGEGIS Ben-    Home Details
                                               evolent Town of
                                               Fund         Family




                                                               Page 40 of 498
6.       CONFIRMATION

6.1       As per the present instructions of the government, confirmation
      will be made only once in the service of an official which will be in
      the entry grade. However, if a government servant is appointed to
      another post by direct recruitment either in the same department
      or a different department, it will be necessary to consider him for
      confirmation in the new post in which he has been appointed by
      direct recruitment irrespective of the fact that the officer was
      holding the earlier post on a substantive basis.

6.2      A person appointed against a permanent post as a direct
      recruit with definite conditions of probation is to be confirmed in
      the grade with effect from the date on which he successfully
      completes the period of probation. The decision whether he
      should be confirmed or his probation extended should be taken
      soon after the expiry of the initial probationary period, i.e.
      ordinarily within 6 to 8 weeks and communicated to the employee
      together with the reasons in the case of extension.

6.3       Both confirmation and denial of confirmation involve
      assessment of the work done by the officer concerned and such
      assessment can best be done by the DPC. Before confirming a
      person, integrity clearance should always be obtained from the
      vigilance unit of the Ministry/Department concerned. In the case
      of confirmation, the DPC should not determine the relative merit
      of officers but it should assess the officers as „Fit‟ or „Not yet fit‟ for
      confirmation in their turn on the basis of their performance in the
      post as assessed with reference to their service record.

6.4       The Union Public Service Commission need not be associated
      with a Departmental Promotion Committee constituted for
      considering the cases of confirmation of officers. The proceedings
      of the DPC which considered the confirmation of Group „A‟ officers,
      should, however, be sent to the Commission for their approval.
      While doing so, the cases of officers not considered fit for
      confirmation along with their records should be specifically
      referred to the Commission for their approval.

6.5      As regards consideration of cases for confirmation of officers
      under suspension or in respect of whom disciplinary/criminal
      cases are pending the same procedure, which is followed by the


                                                                  Page 41 of 498
      DPC in respect of promotion of government servants under cloud,
      should be followed.

6.6       If the Recruitment Rules do not prescribe any probation on
      promotion post, an officer promoted on regular basis will have all
      the benefits that a person confirmed in that grade would have.
      Where probation is prescribed, the appointing authority will on
      completion of the prescribed period of probation assess the work
      and conduct of the officer himself and in case the conclusion is
      that the officer is fit to hold the higher grade, he will pass an order
      declaring that the person concerned has successfully completed
      the probation. If the appointing authority considers that the work
      of the officer has not been satisfactory or needs to be watched for
      some more time, he may revert him to the post or grade from
      which he was promoted, or extend the period of probation, as the
      case may be.

6.7      Passing of typewriting test for persons appointed as LDC by
      promotion from Group „D‟ or by direct recruitment through SSC or
      otherwise or by other methods including appointment on
      compassionate grounds etc. is compulsory for confirmation unless
      they are exempted from passing the typewriting test. They would
      be eligible for regularisation/confirmation in LDC grade from a
      date not earlier than the date of exemption or the date of the test
      at which they passed the typing test, as the case may be.




                                                              Page 42 of 498
7.             SENIORITY

7.1            Fixation of Seniority on Appointment and Promotion is a very
        important function of the Establishment Section. Correct seniority
        fixation facilitates smooth functioning of the organization and avoids
        unnecessary litigation.

7.2            Seniority to be determined by the order of merit indicated
        at the time of initial appointment

7.2.1           The seniority of government servants is determined in
        accordance with the general principles of seniority contained in
        M.H.A. O.M. No.9/11/55-RPS, dated the 22nd December, 1959 as
        amended from time to time. One of the basic principles enunciated in
        the said OM is that, seniority follows confirmation and consequently
        permanent officers in each grade shall rank senior to those who are
        officiating in that grade.

7.2.2          This principle came under judicial scrutiny in a number of
        cases in the past. In one of the important judgments delivered by the
        Apex Court on 2.5.1990, in the case of Class II Direct Recruits
        Engineering Officers' Association Vs. State of Maharashtra, the Court
        held that once an incumbent is appointed to a post according to a
        rule, seniority has to be counted from the date of his appointment and
        not according to the date of confirmation.

7.2.3          Accordingly, in modification of the 1959 OM the seniority of a
        person regularly appointed to a post is now determined by the order of
        merit indicated at the time of initial appointment and is not based on
        the date of confirmation.

7.3            Seniority of Direct Recruits and Promotees

7.3.1          The relative seniority of all direct recruits is determined by the
        order of merit in which they are selected for such appointment on the
        recommendations of the UPSC or other selecting authority. Persons
        appointed as a result of an earlier selection will be senior to those
        appointed as a result of a subsequent selection.

7.3.2           Where promotions are made on the basis of selection by a DPC,
        the seniority of such promotees shall be in the order in which they are
        recommended for such promotion by the Committee.                   Where
        promotions are made on the basis of seniority, subject to the rejection
        of the unfit, the seniority of persons considered fit for promotion at the
        same time shall be the same as the relative seniority in the lower grade

                                                                    Page 43 of 498
        from which they are promoted.         Where, however, a person is
        considered unfit for promotion and is superseded by a junior, such
        persons shall not, if he is subsequently found suitable and promoted,
        take seniority in the higher grade over the junior persons who had
        superseded him.

7.3.3           Where persons recruited or promoted initially on a temporary
        basis are confirmed subsequently in an order different from the order
        of merit indicated at the time of their appointment, seniority would be
        determined by the order of merit indicated at the time of initial
        appointment and not according to the date of confirmation.

7.3.4           The relative seniority of direct recruits and of promotees shall
        be determined according to the rotation of vacancies between direct
        recruits and promotees which shall be based on the quota of vacancies
        reserved for direct recruitment and promotion respectively in the
        Recruitment Rules.

7.3.5          If adequate number of direct recruits do not become available
        in any particular year, rotation of quotas for the purpose of
        determining seniority would take place only to the extent of the
        available direct recruits and the promotees.

7.4            Seniority of Absorbees

7.4.1         The relative seniority of persons appointed by absorption to a
        Central service from the subordinate office of the Central Government
        or other departments of the Central or a State Government will
        normally be counted from the date of absorption. If he has, however,
        been holding already (on the date of absorption) the same or
        equivalent grade on regular basis in his parent department, such
        regular service in the grade shall also be taken into account in fixing
        his seniority, subject to the condition that he will be given seniority
        from the date he has been holding the post on deputation or the date
        from which he has been appointed on a regular basis to the same or
        equivalent grade in his parent department whichever is earlier.

7.4.2          Where such absorption is effected against specific quotas
        prescribed in the Recruitment Rules, the relative seniority of such
        absorbees vis-a-vis direct recruits or promotees shall be determined
        according to the rotation of vacancies which shall be based on the
        quotas reserved for absorption, direct recruitment and promotion
        respectively in the Recruitment Rules.

7.4.3          Where a person is appointed by absorption in accordance with
        the provisions in the Recruitment Rules providing for such absorption
        in the event of non-availability of suitable candidate by direct
        recruitment or promotion, such absorbee shall be grouped with direct

                                                                  Page 44 of 498
         recruits or promotees, as the case may be. He shall be ranked below
         all direct recruits or promotees, as the case may be, selected on the
         same occasion.

 7.4.4          In case the dates of absorption of two or more persons, selected
         from different sources on the same occasion are the same and the
         seniority is given from the date of absorption, then their inter-se
         seniority will be determined in accordance with their inter-se order of
         merit15[1].

7.5            Seniority in Special Types of Cases

7.5.1          Fixation of seniority of a government servant reverted to a
               lower post/grade/service as a measure of penalty and
               subsequently promoted to a higher post

                In cases where a government servant is reduced to a lower
         service, grade or post, or to a lower time-scale, the order imposing the
         penalty of reduction to a lower service, grade or post or to a lower
         time-scale may or may not specify the period of reduction. Where the
         order does not specify the period of reduction and there is coupled
         with it an order declaring the government servant permanently unfit
         for promotion, the question of re-promotion will, obviously, not arise.
         In other cases where the period of reduction is not specified, the
         government servant should be deemed to be reduced for an indefinite
         period, i.e., such date as, on the basis of his performance subsequent
         to the order of reduction, he may be considered fit for promotion. On
         re-promotion the seniority of such a government servant should be
         determined by the date of promotion. In all such cases, the person
         loses his original seniority in the higher service, grade or post in
         entirety. On re-promotion, the seniority of such a government servant
         should be determined by the date of re-promotion irrespective of the
         service rendered by him in such service, grade or post prior to his
         reduction.

7.5.2           The more common course is to specify the period of reduction
         and except when it is intended to debar a government servant from
         promotion permanently, it is the preferable course. An order imposing
         the penalty or reduction to a lower service, grade or post or to a lower
         time scale should invariably specify:

         (i)    the period of reduction, unless the clear intention is that the
          reduction should be permanent or for an indefinite period.




    See judgment dated 14.12.1999 of Apex court in case of Sh.Rooplal & others vs.
15[1]

Lt.Governor of Delhi and also DP&T OM No.20011/1/2000-Estt.(D) dated 27.03.2001

                                                                          Page 45 of 498
        (ii)   whether on such re-promotion, the government servant will
         regain his original seniority in the higher service, grade or post or
         higher time-scale which had been assigned to him prior to the
         imposition of the penalty.

7.5.3          In cases where the reduction is for a specified period and is not
        to operate to postpone future increments, the seniority of the
        government servant may, unless the terms of the order of
        punishment, provide otherwise, be fixed in the higher service, grade
        or post or the higher time-scale at what it would have been but for his
        reduction.

7.5.4          Where the reduction is for a specified period and is to operate
        to postpone future increments, the seniority of the government
        servant on re-promotion may, unless the terms of the order of
        punishment provide otherwise, be fixed by giving credit for the period
        of service rendered by him in the higher service, grade or post or
        higher time-scale.

7.6              Fixation of inter-se seniority of the staff rendered surplus
                 and re-deployed on different occasions but in the same
                 office

7.6.1          When an employee is declared surplus in a particular grade in
        an office and is re-deployed in a grade in another office, he is not
        allowed to count his service in his previous office towards seniority in
        the office where he is re-deployed16[2]. Such employees are to be
        treated as fresh entrants in the matter of their seniority, promotion
        etc.

7.6.2          When two or more surplus employees of a particular grade in
        an office are selected on different dates for absorption in a grade in
        another office, their inter se seniority in the latter office will be same
        as in their previous office provided that-

                 (i)    (i)       No direct recruit has been selected for
                        appointment to that grade in between these dates; and
                 (ii)   (ii)   If there are no fixed quotas for direct recruitment
                        and promotion to the grade in question in the new office
                        and no promotee has been approved for appointment to
                        that grade in between these dates.

7.6.3           When two or more surplus employees of a particular grade in
        an office are simultaneously selected for re-deployment in another
        office in a grade, their inter-se seniority in the particular grade, on



16[2]MHA   OM No. 9/11/55-RPS, dated the 22nd December, 1959.

                                                                    Page 46 of 498
            deployment in the latter office, would be the same as it was in their
            previous office.

7.6.4             The above orders would not be applicable in respect of
            personnel who are appointed on the recommendations of the UPSC to
            posts/services, to which recruitment is made through the
            Commission. Seniority of surplus officers appointed on the
            recommendations of the Commission will be decided on merits in
            consultation with the Commission17[3].

7.7               No loss of seniority of promoted SC/ST employees by
                  virtue of rule of reservation/roster

7.7.1              The seniority of a person appointed to a post is determined
            according to the general Principle 5 (i) contained in MHA O.M.
            No.9/11/55-RPS dated 22.12.1959 and Para 2.2 in DoP&T O.M.
            No.22011/7/86-Estt. (D) dated 3.7.1986 read with DP&T, O.M.
            No.20011/5/90-Estt. (D) dated 4.11.1992. Seniority of such persons
            is determined by the order of merit indicated at the time of initial
            appointment and seniority of persons promoted to various grades is
            determined in the order of selection for such promotion. Thus, as per
            the aforementioned instructions, persons appointed through an
            earlier selection would en bloc be senior to those promoted through
            subsequent selection.

7.7.2.             This position was reviewed subsequent to the judgment of the
            Supreme Court, dated 10.10.1995 in the case of Union of India v.
            Virpal Singh Chauhan, etc. [JT 1995 (7) SC 231] and it was decided
            vide DP&T, O.M. No.20011/1/96-Estt.(D), dated 30.1.1997, to modify
            the then existing policy by addition of the proviso to general Principle
            5 (i) contained in MHA (now DP&T), O.M. No.9/11/55-RPS, dated
            22.12.1959 and Para 2.2 in DP&T, O.M. No.22011/7/86-Estt.(D),
            dated 3.7.1986, which stipulated that if a candidate belonging to the
            Scheduled Caste or the Scheduled Tribe is promoted to an immediate
            higher post/grade against a reserved vacancy earlier than his senior
            general/OBC candidate who is promoted later to the said immediate
            higher post/grade, the general/OBC candidate will regain his
            seniority over such earlier promoted candidate of the Scheduled Caste
            and the Scheduled Tribe in the immediate higher post/grade.

7.7.3.            The Government have now decided to negate the effects of the
            DoP&T, O.M., dated the 30th January, 1997 by amending Article
            16(4-A) of the Constitution right from the date of its inclusion in the
            Constitution, i.e., 17th June, 1995, with a view to allow the
            government servants belonging to SCs/STs to retain the seniority in
            the case of promotion by virtue of rule of reservation. In other words,

       see G.O.I., M.H.A. O.M. Nos. 10/1/63-Estt(D), dated the 30 November, 1963 and
17[3]Also

9/22/68-Estt.(D), dated the 6th February, 1969.

                                                                      Page 47 of 498
             the candidates belonging to general/OBC category promoted later will
             be placed junior to the SC/ST government servants promoted earlier
             even though by virtue of the rule of reservation.

7.7.4.              Therefore, in pursuance of the aforementioned Constitution
             (Eighty-Fifth) Amendment Act, 2001, it has been decided as follows:

             i.       (a) SC/ST government servants shall, on their promotion by
             virtue of rule of reservation/roster, be entitled to consequential
             seniority also; and

                    (b) the above decision shall be effective from 17th June, 1995.

             ii.      The instructions contained in DoP&T, O.M. No.20011/1/96-
             Estt.(D), dated 30.1.1997 as well as the clarifications contained in
             DoP&T, O.M. No.20011/2/97-Estt.(D), dated 21.3.1997 shall stand
             withdrawn with effect from 30.1.1997 itself.

             iii.    Seniority of government servants determined in the light of
             O.M., dated 30.1.1997 shall be revised as if that OM was never
             issued.

             iv.     (a) On the basis of the revised seniority, consequential benefits
             like promotion, pay, pension, etc., should be allowed to the concerned
             SC/ST Government servants (but without arrears by applying
             principle of „no work no pay‟)

                    (b) For this purpose, senior SC/ST government servant may be
                    granted promotion with effect from the date of promotion of
                    their immediate junior General/OBC government servant.

                     (c) Such promotion of SC/ST government servant may be
                    ordered with the approval of Appointing Authority of the post to
                    which the government servant is to be promoted at each level
                    after following normal procedure of DPC (including consultation
                    with UPSC).

             v.       Except seniority, other consequential benefits like promotion,
             pay, etc., (including retiral benefits in respect of those who have
             already retired) allowed to general/OBC government servant by virtue
             of implementation of O.M. dated 30.1.1997 and/or in pursuance of
             the directions of CAT/Court should be protected as personal to
             them18[4].




18[4]G.I.,   Dept. of Per. & Trg., O.M. No.20011/1/2001-Estt.(D), dated the 21st January, 2002.

                                                                                Page 48 of 498
8.           ANNUAL CONFIDENTIAL REPORTS

8.1           The Annual Confidential Reports of the government servants
         are written with a view to adjudge their performance every year in
         the areas of their work, conduct, character and capabilities.

8.2           The system of writing confidential reports has two main
         objectives. First and foremost is to improve performance of the
         subordinates in their present job. The second is to assess their
         potentialities and to prepare them for the jobs suitable to their
         personality. The columns of ACRs are, therefore, to be filled up by
         the Reporting, Reviewing and Accepting authorities in an objective
         and impartial manner.

8.3          Timely Completion of Confidential Reports.

8.3.1         The delay in writing of the confidential reports delays holding
         of DPCs for promotion & confirmation, awards of PPM/PM,
         forwarding of applications for higher posts etc. which cause undue
         hardship to the employees whose cases are due for consideration.
         The confidential reports should, therefore, be written strictly in
         accordance with the following prescribed time schedule.

                             Initiation of ACRs

Nature of Action                  Date by which action is to be completed in
                                  respect of CRs to be written on the basis of
                                  Calendar year              Financial Year
Distribution of Blank ACR         31st Dec.               31st March
forms to all concerned
Submission of self-appraisal to   15th Jan.               15th April
Reporting Officer
      Submission of report by Reporting Officer to Reviewing Officer
Where self-appraisal by           6th Feb.                7th May
reported officer is prescribed
Where self -appraisal by          21st Jan.               21st April
reported officer is not
prescribed.
Where officer reported upon is    21st Feb.               22nd May
himself a reporting officer for
subordinates under him
 Report to be completed by the Reviewing Officer and send to the CR

                                                                Page 49 of 498
                           Sec./Cell Accepting Authority.
Where due date for Reporting            22nd Feb.               23rd May
Officer is 6th Feb. (Calendar
year CRs) and 7th May
(Financial year CRs)
Where due date for Reporting            6th Feb.                7th May
Officer is 21 st Jan (Calendar
year CRs) and 21st April
(Financial year CRs)
Where due date for Reporting            8th March               5th June
Officer is 21st Feb. (Calendar
year CRs) and 22nd May
(Financial year CRs)



8.3.2             Reporting officer should not wait till the expiry of the time-limit
            as per the time schedule for submission of self-appraisal of the
            officer to be reported upon and should remind the officer to be
            reported upon in writing, asking him to submit the self-appraisal by
            the stipulated date. If the officer to be reported upon fails to submit
            the self-appraisal by the stipulated date, the reporting officer should
            obtain another blank CR form and proceed to write the report on
            the basis of his experience of the work and conduct of the officer
            reported upon. While doing so, he should also point out the failure
            of the officer reported upon to submit his self-appraisal within the
            stipulated time which should be viewed adversely.

8.4              Eligibility to write a Confidential Report

                  (i)    The reporting/reviewing authority can write/review the
            confidential report of an officer if it has at least an experience of
            three months of work and conduct of the officer reported upon. The
            officer reported upon need not submit his self-appraisal if the period
            of observation of       his work and conduct by the reporting
            officer/reviewing authority is less than three months.

                 (ii)   The period during which the officer reported upon
            remains on Earned Leave/Commuted Leave, should be deducted for
            calculating the required period of 3 months for writing of CR,
            because the work and conduct of the officer is actually not
            supervised during the leave period.19[1]

                 (iii) If the period of observation happens to be less than
            three months, this fact only need to be indicated in the report or a


19[1]DOPT   ID No. 245/58/2001-AVD.II dated 21.8.2001

                                                                      Page 50 of 498
      non-initiation certificate in this regard may be prepared and placed
      in the CR dossier.



8.5        Mention of warning/reprimands

           There may be an occasion when a superior officer may find it
      necessary to criticize adversely the work of an officer working under
      him or he may call for an explanation for some act of omission or
      commission and taking all the circumstances into consideration, it
      may be felt that while the matter is not serious enough to justify the
      imposition of the formal punishment of censure, it calls for some
      formal     action   such     as   communication       of   a    written
      warning/displeasure/reprimand.             Where         such         a
      warning/displeasure/reprimand is issued, it should be placed in the
      personal file of the officer concerned. At the end of the period of
      report, the reporting officer, while writing the confidential report of
      the officer, may decide not to make a reference in the confidential
      report to the warning/ displeasure/reprimand, if, in the opinion of
      that authority, the performance of the officer reported on after the
      issue of the warning/displeasure/reprimand has improved and has
      been found satisfactory. If, however, the reporting authority comes
      to        the        conclusion        that        despite        such
      warning/displeasure/reprimand, the performance of the officer
      reported upon has not improved, in that case, copy/copies of the
      warning/displeasure/reprimand should be placed in the CR dossier
      as an annexure to the confidential report for the relevant period. The
      adverse remark should also be conveyed to the officer and his
      representation, if any against the same, be disposed of, in
      accordance with the instructions issued by the government from
      time to time.

8.6        Filling up column relating to integrity

           Supervisory officers should maintain a confidential diary in
      which instances which create suspicion about the integrity of a
      subordinate should be noted from time to time and action to verify
      the truth of such suspicions should be taken expeditiously by
      making confidential enquiries departmentally. At the time of
      recording the annual confidential report, action should be taken in
      accordance with the following:

           (i)   The column pertaining to integrity in the ACR should be
      left blank and a separate secret note about the doubts and
      suspicions regarding the officer‟s integrity should be recorded
      simultaneously and followed up.

                                                               Page 51 of 498
              (ii)  A copy of the secret note should be sent together with
        the ACR to the next superior officer who would ensure that the
        follow-up action is expedited.

             (iii)  If, as a result of the follow-up action, an officer is
        exonerated, his integrity should be certified and an entry made in
        the ACR. If suspicions regarding his integrity are confirmed, this fact
        can also be recorded and duly communicated to the officer
        concerned.

             (iv)    There are occasions when a reporting officer cannot in
        fairness to himself and to the officer reported upon, either certify
        integrity or make an adverse entry, or even be in possession of any
        information which would enable him to make a secret report to the
        head of the department. Such instances can occur when an officer is
        serving in a remote station and the reporting officer has not had
        occasion to watch his work closely or when an officer has worked
        under the reporting officer only for a brief period or has been on long
        leave, etc. In all such cases, the reporting officer should make an
        entry in the integrity column to the effect that he has not watched
        the officer's work for sufficient time to be able to make any definite
        remark or that he has heard nothing against the officer's integrity,
        as the case may be. But, it is necessary that a superior officer
        should make every effort to form a definite judgement about the
        integrity of those working under him, as early as possible, so that
        he may be able to make a positive statement.

             (v)    There may be cases in which after a secret report / note
        has been recorded expressing suspicion about an officer's integrity,
        the enquiries that follow do not disclose sufficient material to
        remove the suspicion or to confirm it. In such a case, the officer's
        conduct should be watched for a further period, and in the
        meantime, he should, as far as practicable, be kept away from
        positions in which there are opportunities for indulging in corrupt
        practices.

8.6.1         Specific mention should be made in the confidential reports of
        officers working in or holding charge of Top Secret / Secret Sections
        about their trustworthiness especially in matters affecting
        departmental security.

8.7          Recording of Adverse Remarks in the Confidential Report

             No employee should be adversely affected by prejudicial reports
        recorded without fullest consideration. At the same time, none

                                                                 Page 52 of 498
      should be rewarded by excessively flattering reports which are not
      based on facts. With a view to enabling the Reporting Officers to
      make correct overall assessment of the work and conduct of their
      subordinates, the reporting officers are required to maintain
      memorandum of services in respect of each officer employed under
      them. All instances of good and bad work coming to the notice of
      the reporting officers should be promptly noted in the memo of
      services. The entries in the memo of services should be based on
      facts and documentary evidence. With a view to checking up
      possibilities of prejudicial reports or excessively flattering reports,
      the following procedure is prescribed:

      a)   The memo of services should invariably be consulted at the
           time of writing the annual report though the report itself
           should necessarily be based on the employee's performance
           during the year as a whole.

      b)   Where an adverse remark is recorded in respect of an official
           having consistently good record, some details regarding the
           same should invariably be given.

      c)   The report should give a clear opinion on the main points like
           character, integrity, industry etc.

      d)   There should be no hesitation on the part of the reporting
           officers to record adverse remarks in justified cases.

      e)   Reporting Officers should not be in a hurry to write all the
           reports on one day.

8.8   Communication of Adverse Remarks in the Confidential Report

            (i)   All adverse entries in the confidential report, both on
      performance as well as on basic qualities and potential should be
      communicated along with a mention of good points within a month
      of their being recorded. This communication should be in writing
      and a record to that effect should be kept in the CR Dossier of the
      officer reported upon. Only such of the adverse entries as are
      accepted by the countersigning authority, if any, need be
      communicated.

           (ii)  “Average” may not be taken as adverse remark in respect
      of an officer, at the same time, it cannot be regarded as
      complimentary to the officer, as “Average” performance should be
      regarded as routine and undistinguished.


                                                               Page 53 of 498
            (iii)  Adverse remarks should be communicated by the
       reviewing officer or by the reporting officer in case there is no
       reviewing officer.

            (iv) Remarks about physical defects noted in the CR need
       not be communicated.

           (v)   The grading of officers on the basis of the general
       remarks in the report should not be communicated, even if it is
       adverse.

            (vi)   Care should be taken to ensure that the remarks are
       communicated in such a form that the identity of the officer making
       particular remarks is not disclosed.

8.9         Representation against adverse remarks

             (i)    Only one representation against adverse remarks
       (including reference to „warning‟ or communication of displeasure of
       the government or „reprimand‟ which are recorded in the
       confidential report of the government servant) should be allowed
       within one month of their communication. While communicating
       the adverse remarks, the time limit should be brought to the notice
       of the officer reported upon. However, the competent authority
       may, in its discretion, entertain a representation made beyond this
       time if there is satisfactory explanation for the delay.

           (ii)   Authority deciding the representation against the
       adverse remarks should be the authority superior to Accepting /
       Countersigning authority.

            (iii)  All representations against adverse remarks should be
       decided expeditiously by the competent authority and in any case
       within three months from the date of submission of the
       representation. But this does not mean that if it is not done within
       this period, the adverse remarks get expunged automatically. The
       only provision is that when a representation has been submitted
       within the prescribed time-limit, no note will be taken on the
       adverse remarks during the period of pendency of the
       representation. The aggrieved employee may, however, approach
       the higher authorities for redressal of his grievance in this regard, if
       any.

8.10        Expunging of adverse remarks




                                                                Page 54 of 498
              In the circumstances, where on consideration of a
         representation against adverse remarks, the competent authority
         comes to the conclusion that the remarks deserve to be expunged, it
         should see whether totally expunging of the remarks will leave the
         relevant column(s) blank, and if it finds the position to be so, it
         should order modification of the relevant remarks in a suitable
         manner so that column(s) in question does/do not remain blank.



8.11          Reporting / Reviewing of ACRs after retirement

              DOP & T OM No.21011/1/77-Estt dated 30.1.78 provides that
         where a reporting officer retires or otherwise demits office, he may
         be allowed to give the report on his subordinates within one month
         of his retirement or demission of office. This provision has been
         further extended vide DOP&T OM No. 21011/1/93-Estt.(A) dated
         14.1.1993 to the reviewing officer also to enable him to review ACRs
         of his subordinates within one month after his retirement or
         demission of office.

8.12          Writing of reports by officers under suspension

              No officer under suspension should be allowed to write / review
         the ACRs of his subordinates if during the major part of writing /
         reviewing he is under suspension as he might not have full
         opportunity to supervise the work of his subordinates.

8.13          Writing of ACRs of officers on deputation

              Central Government       officers who are deputed to other
         Department / State Government or are on foreign service, the
         confidential rolls should be maintained by their parent department
         and periodicity of such confidential reports should be the same as
         in the parent department. It will be the responsibility of the parent
         department to obtain the reports of their officers on deputation and
         maintain them.

8.14          Writing of ACRs of officers on deputation in CBI

8.14.1        Confidential Report in respect of deputationist officers in CBI
         should invariably be prepared in duplicate so that one copy of the
         ACR may be sent to the parent department of the officer reported
         upon. In such ACR, complete address of State/Department from
         which the officer has come on deputation should also be given
         invariably in the relevant column of the confidential report so that
         one copy of the report could be sent to his parent department.

                                                                Page 55 of 498
8.14.2            DOP&T vide UO NO. 245/24/96-AVD.II dated 4.4.96 has
            clarified that Confidential Reports of officers on deputation to CBI
            from State Police Forces/CPOs/Other departments other than AIS
            officers, should be recorded in the ACR format prescribed for posts
            in CBI. Confidential Reports of AIS officers will continue to be
            recorded in the ACR proforma prescribed in their service.



8.15               Retention/Custody of CR Dossiers of retired government
                   servant whose cases are pending in Courts and UPSC

                   The ACRs of the officers who have retired will be preserved /
            kept in safe custody till the time for filing of an appeal, has lapsed or
            till a final decision in the appeal, filed by an officer in the Court, has
            been taken or the promotion case of the officer is pending with
            UPSC20[2].

8.16              Initiation of Confidential Reports by D.Is.G (Incharge ) in
            CBI

8.16.1           Policy Division in its circular No. 2/CRs/JD(P)/CBI/94/2135
            dated 14.11.1994 has pointed out that in some of the regions, where
            the charge of DIG has been entrusted to the senior most SsP, the
            Confidential Reports of Superintendent of Police of that Region are
            being initiated by the DIsG incharge and as per Rules for initiation
            of Confidential Rules, it is improper. In such cases where CR is to
            be initiated by the DIG and where there is no regular DIG, the CRs
            should be initiated by the next superior authority i.e. Reviewing
            Authority.

8.16.2           Similar analogy may also be applied in respect of initiation of
            Confidential Reports by Superintendent of Police (Incharge).

8.16.3           For detailed instructions on the subject, the reporting/
            reviewing/accepting authorities may refer to instructions issued by
            the Government and CBI from time to time.




20[2]OM   No.21011/6/2001-Estt(A) dated 14.5.2001

                                                                       Page 56 of 498
9.             PROMOTION

9.1           The regular promotions of the government employees are
        generally decided on the basis of recommendations made by the
        Departmental Promotion Committees. The Departmental Promotion
        Committees are constituted to judge the suitability of officers for -

        (a)    promotions to “Selection” as well as "Non-selection" posts
        (b)    assessment of the work and conduct of probationers for the
               purpose of determining their suitability for retention in service
               or their discharge from it or extending their probation and
               subsequent confirmation if found suitable for retention in
               service.

9.2            The UPSC should be associated with DPCs in respect of all
        Central Civil Services/posts belonging to Group 'A' where promotion is
        based on the principles of “Selection cum Seniority” unless it has
        been decided by the Government not to associate the UPSC with a
        Group 'A' DPC. The UPSC need not be associated in respect of the
        posts belonging to Group 'A', if the promotion is based not on the
        principles of "Selection" but on “seniority-cum-fitness” only. Whenever
        the UPSC is associated with a DPC, the Chairman or a Member of the
        Commission will preside over the meeting of the DPC.

9.2.1          Where the Recruitment/Service Rules lay down promotion as
        one of the methods of recruitment, some period of service in the feeder
        grade is generally prescribed as one of the conditions of eligibility for
        the purpose of promotion.

9.2.2          The eligibility dates for determining the eligibility of officers for
        promotion would be the first day of the crucial year, i.e. January, 1
        irrespective of whether ACRs are written financial year-wise or
        calendar year-wise.

9.3            Zone of Consideration

                In the normal zone of consideration, field of choice from the
        eligible officers is to be kept as twice the number of vacancies + 4.
        However, in case the vacancies are reserved for SC/ST also, then the
        field of choice is to be extended upto 5 times of the number of
        vacancies. This zone is called as an extended zone for consideration
        for SC/ST. The normal zone and the extended zone for vacancies will
        accordingly be as follows:-

                                                                     Page 57 of 498
          No. of               Normal Zone                   Zone for
         vacancies                                        consideration
                                                           for SC/ST
              1                     5                           5
              2                      8                          10
              3                     10                          15
             4                      12                          20
         5 and above               Twice the               5 times the
                                   number               number of vacancies
                                 of vacancies
                                     +4



9.4          Guidelines for DPCs

             The following guidelines are laid down to regulate the
      assessment of suitability of candidates by DPCs:

9.4.1         While merit has to be recognised and rewarded, advancement
     in an officer's career should not be regarded as a matter of course, but
     should be earned by dint of hard work, good conduct and result-
     oriented performance as reflected in the annual confidential reports and
     based on strict and rigorous selection process.

9.4.2         Confidential Reports are the basic inputs on the basis of which
     assessment is to be made by each DPC. The evaluation of CRs should
     be fair, just and non-discriminatory. Hence, the DPC should assess
     the suitability of the employees for promotion on the basis of their
     Service Records and with particular reference to the CRs for five
     preceding years irrespective of the qualifying service prescribed in the
     Service/Recruitment Rules. (If more than one CR has been written for
     a particular year, all the CRs for the relevant years shall be considered
     together as the CR for one year).

9.4.3        Where one or more CRs have not been written for any reason
     during the relevant period, the DPC should consider the CRs of the
     years preceding the period in question and if in any case even these are
     not available, the DPC should take the CRs of the lower grade into
     account to complete the number of CRs required to be considered as
     per above para. If this is also not possible, all the available CRs should
     be taken into account.

9.5          Principles to be observed for preparation of panel

9.5.1         In case of „selection‟ (merit) promotion, the hitherto existing
     distinction in the nomenclature („selected by merit‟ and „selection-cum-
                                                                 Page 58 of 498
         seniority) is dispensed with and the mode of promotion in all such
         cases is rechristened as „selection‟ only. The element of selectivity
         (higher or lower) shall be determined with reference to the relevant
         benchmark (“Very Good” or “Good”) prescribed for promotion.

9.5.2.             The DPC shall determine the merit of those being assessed for
         promotion with reference to the prescribed benchmark and accordingly
         grade the officers as „fit‟ or „unfit‟ only. Only those who are graded „fit‟
         (i.e. who meet the prescribed benchmark) by the DPC shall be included
         and arranged in the select panel in order of their inter-se seniority in
         the feeder grade. Those officers who are graded „unfit‟ (in terms of the
         prescribed benchmark) by the DPC shall not be included in the select
         panel. Thus, there shall be no supersession in promotion among those
         who are graded „fit‟ (in terms of the prescribed benchmark) by the
         DPC21[1].

 9.6                Procedure to be followed by DPC in respect of government
                    servants under cloud

 9.6.1          At the time of consideration of the cases of government
          servants for promotion, details of government servants in the
          consideration zone for promotion falling under the following categories
          should be specifically brought to the notice of the Departmental
          Promotion Committee:

          i.        Government servants under suspension;
          ii.       Government servants in respect of whom a charge-sheet has
                    been issued and the disciplinary proceedings are pending; and
          iii.      Government servants in respect of whom prosecution for a
                    criminal charge is pending.

 9.6.2           The DPC shall assess the suitability of the government servants
          coming within the purview of the circumstances mentioned above
          along with other eligible candidates without taking into consideration
          the disciplinary case/criminal prosecution pending. The assessment
          of the DPC, including “Unfit for Promotion”, will be kept in a sealed
          cover.

 9.6.3          The same procedure outlined in the above para will be followed
         by the subsequent Departmental Promotion Committees convened till
         the disciplinary case/criminal prosecution against the government
         servant concerned is concluded.




 21[1]Govt.   of India OM No. 35034/7/97-Estt.(D) dated 08.02.2002.

                                                                      Page 59 of 498
9.7             It has been decided that the “Sealed Cover Procedure”
        prescribed in the Department of Personnel and Training, OM No.
        22011/4/91-Estt.(A) dated 14.9.199222[2] referred to above may be
        followed at the time of consideration for ad hoc promotion also in the
        case of government servants -

      (i)       who are under suspension;
      (ii)      in respect of whom a charge-sheet has been issued and the
      disciplinary proceedings are pending; and
      (iii)      in respect of whom prosecution for a criminal charge is
      pending23[3].

9.8                Processing of recommendations of DPC

                    The recommendations of the DPC are advisory in nature and
            should be duly approved by the appointing authority. A clearance
            from the Vigilance Section of the Office/Department should also be
            obtained before making actual promotion or confirmation of officer
            approved by DPC to ensure that no disciplinary proceedings are
            pending against the officer concerned. Promotion should be made
            strictly in the order in which the names of the officers appear in the
            panel.

9.9                Refusal of promotion

9.9.1               When a government employee does not want to accept an offer
            of promotion, he may make a written request to that effect and the
            same will be considered by the appointing authority. If the reasons
            adduced for refusal of promotion are acceptable to the appointing
            authority, the next person in the select list may be promoted.
            However, since it may not be administratively possible or desirable to
            offer appointment to the persons who initially refused promotion, on
            every occasion on which a vacancy arises, during the period of validity
            of the panel, no fresh offer of appointment on promotion shall be
            made in such cases for a period of one year from the date of refusal of
            first promotion or till a next vacancy arises, whichever is later. On the
            eventual promotion to the higher grade, such government servant will
            lose seniority vis-a-vis his juniors promoted to the higher grade earlier
            irrespective of the fact whether the posts in question are filled by
            selection or otherwise. The above mentioned policy will not apply
            where ad hoc promotions against short-term vacancies are refused.




22[2]DP&T    OM No. 22011/4/91-Estt.(A) dated 14.9.92.
23[3]Govt   of India Pers. & Trg. OM No. 28036/2/98-Estt.(D) dated 23.2.99.

                                                                              Page 60 of 498
9.9.2           In cases where the reasons adduced by the officer for his
         refusal for promotion are not acceptable, the appointing authority
         should enforce the promotion of the officer and in case the officer still
         refuses to be promoted, then even disciplinary action can be taken
         against him for refusing to obey the orders of the appointing
         authority.

9.10           Validity of a panel

9.10.1         The panel for promotion drawn up by DPC for 'selection' posts
         would normally be valid for one year. It should cease to be in force on
         the expiry of a period of one year or when a fresh panel is prepared,
         whichever is earlier.

9.10.2.       The date of commencement of the validity of panel will be the
      date on which the DPC meets. In case the DPC meets on more than
      one day, the last date of the meeting would be the date of
      commencement of the validity of the panel. In case the panel requires,
      partially or wholly, the approval of the Commission, the date of
      validity of panel would be the date (of Commission's letter)
      communicating their approval to the panel. It is important to ensure
      that the Commission's approval to the panel is obtained, where
      necessary, with the least possible delay.

9.11           Assured Career Progression Scheme

                The Assured Career Progression Scheme for Central
         Government employees was introduced by the Government of India on
         the recommendations of the Fifth Central Pay Commission to deal
         with the problem of genuine stagnation and hardship faced by the
         employees owing to lack of adequate promotional avenues. This
         scheme is operational since 9th August, 1999, for group 'B', 'C' and
         'D' employees only.    Casual employees (including those holding
         temporary status), ad-hoc & contract employees are not covered in
         this scheme. The salient features of the scheme are:

               (i)    The ACP Scheme provides merely placement of
         government servants in the higher pay scale upto Rs.14300-18300
         without regular promotion. It would neither require creation of new
         posts nor will it have relevancy to the seniority of the government
         servants.

                (ii)  The first financial upgradation under the ACP Scheme is
         allowed after 12 years of regular service followed by second
         upgradation after 12 years of regular service from the date of the first
         financial upgradation subject to fulfillment of prescribed conditions.

                                                                    Page 61 of 498
           Regular service will be counted from the grade in which an employee
           was approved as direct recruit.       If  the first upgradation gets
           postponed on account of the employee not found fit or due to
           departmental proceedings, the second upgradtion would also get
           deferred accordingly. In case two prior promotions on regular basis
           have already been received by an employee, no benefit under the ACP
           Scheme shall accrue to him. In case of an employee declared surplus
           in his/her organisation and in case of transfer including unilateral
           transfer on request, the regular service rendered by him/her in the
           previous organisation shall be counted along with his/her regular
           service in his/her new organisation for the purpose of giving financial
           upgradation under the Scheme.

                  (iii) On upgradation under the ACP Scheme pay of an
           employee is fixed under the provisions of FR 22 (I) a (1) subject to a
           minimum financial benefit of Rs.100/- as per the Department of
           Personnel and Training Office Memorandum No.1/6/97-Pay.I dated
           July 5, 1999. The Financial benefit allowed under the ACP Scheme is
           final and no pay fixation benefit shall accrue at the time of regular
           promotion i.e. posting against a functional post in the higher grade.

                 (iv)   In the matter of disciplinary/penalty proceedings, grant
           of benefit under the ACP Scheme shall be subject to rules governing
           normal promotion. Such cases shall, therefore, be regulated under
           the provisions of relevant CCS(CCA) Rules, 1965 and instructions
           thereunder.

                   (v)    The ACP Scheme contemplates merely placement on
           personal basis in the higher pay-scale/grant of financial benefits only
           and shall not amount to actual/functional promotion of the
           employees concerned. Since reservations in promotion are applicable
           only in the cases of regular promotions, the reservation roster shall
           not apply to the ACP Scheme. However, at the time of
           regular/functional (actual) promotion, the Cadre Controlling
           Authorities are to ensure that all reservation orders are applied
           strictly. After the introduction of this scheme, the government has
           issued various clarifications regarding the same24[4].




24[4]For   details see GOI OM No.35034/1/97-Estt (D) dated: 9.8.99

                                                                     Page 62 of 498
10.           FIXATION OF PAY


10.1        Various provisions on pay fixation have undergone
       rationalisation and simplification during the 80‟s. The fundamental
       rules on these issues have been rewritten accordingly in 1989, so as
       to consolidate the provisions at one place. The new version of FR 22
       has substituted old FRs 22, 22-C, 30 and 31.

10.2          Fixation on First Appointment

            The pay of the government servant on his first appointment to
       a post will be fixed at the minimum of the pay scale of that post.

10.3          Fixation of Pay on Promotion/Appointment to a higher
       post

            (i)    Clause (a) (1) of FR 22 (I) deals with fixation of pay of a
       government servant holding a non-tenure post on his appointment
       to another post involving assumption of higher duties and
       responsibilities. Such appointment may be in the normal channel
       of promotion or otherwise, provided the appointment or promotion is
       made on fulfillment of the eligibility conditions, as prescribed in the
       relevant Recruitment Rules.

            (ii)  Initial pay in the time-scale of the higher post is fixed at
       the stage next above the notional pay arrived at by increasing his
       pay in respect of the lower post held by him regularly by an
       increment at the stage at which such pay has accrued, or Rs.100/-
       only whichever is more.

              Illustrations

            (a)    A government servant drawing pay of Rs. 7075/- w.e.f.
       01.04.1996 in the pay scale of Rs. 5500-175-9000 is promoted on
       01.09.1996 to a post in the pay scale of Rs. 6500-200-10500. His
       pay shall be fixed as given below:

              Notional Pay                     =      Rs.    7075
              Add one notional increment       =      Rs.    175
              Notional Pay                     =      Rs.    7250

              The stage above this pay in the higher pay-scale is Rs. 7300/-.
              Thus the pay is fixed at Rs. 7300/-
                                                                Page 63 of 498
                Date of next increment (D.N.I.)   =     01.09.1997.

                (b)   A government servant drawing pay of Rs. 2660/- in the
          pay scale of Rs. 2550-55-2660-60-3200 w.e.f. 01.02.1996 is
          promoted to a post in the pay scale of Rs. 2610-60-3150-65-3540
          w.e.f. 16.03.1996.

          Pay                                                  =      Rs.
               2660/-
          Add one notional increment (Minimum Rs. 100/-)       =      Rs.
               2760/-
          Pay fixed at Next higher stage
          in the new pay-scale                                 =      Rs.
               2790/-
          Date of Next Increment                               =
               01.03.1997

10.4            Option for fixation of pay under above rule from the date of
                next increment in the lower grade

10.4.1           A government servant is required to exercise option within one
         month from the date of promotion/appointment, to have the pay fixed
         under the above rule from the date of promotion itself or from the date
         of accrual of next increment in the lower grade/post. In case he opts
         for the above rule from the date of next increment, his pay on
         promotion is fixed at a stage next above the pay in the lower
         grade/post. It is then refixed under the above formula from the date
         of accrual of next increment in the lower grade/post. Thus in the
         illustration (a) above, in case the government servant opts for pay
         fixation as per this rule from the date of next increment, his pay shall
         be fixed as follows:

                (a)    On 01.09.1996 the pay of the government servant will be
                fixed in the higher scale at a stage next above Rs.7075/- i.e.
                Rs.7100/-

                (b)   On 01.04.1997 the pay will be refixed as follows:

              Pay in the lower grade on 01.04.1997                =
              Rs.7250/-
              Notional pay on adding one increment of Rs.175/-    =
              Rs.7425/-
              Pay to be fixed at next higher stage i.e. Rs.7500/-
              Date of next increment (DNI)                        =
          01.04.1998


                                                                   Page 64 of 498
10.4.2         Thus on comparing the position, it is seen that the government
         servant starts drawing pay of Rs.7500/- from an earlier date i.e. w.e.f.
         01.04.1997, if he opts for pay fixation under the rule from date of next
         increment (01.04.1997), as against from 01.09.1997 under the
         previous option.

10.4.3          Option once exercised by the government servant will be final &
         cannot be changed. In case the government servant does not exercise
         the option within one month of his promotion his pay has to be fixed
         in the scale of the promoted post at the stage above the notional pay
         arrived at by increasing the pay in the lower post by one increment.

10.4.4        This option is not admissible to the government servant who is
          appointed:

               a)     to an ex-cadre post on deputation basis.
               b)     to a post on ad-hoc basis.
               c)     to a post on direct recruitment basis.

10.4.5          However, if the ad-hoc promotion is followed by a regular
         appointment without break, the government servant can exercise
         option within one month from the date of such regular appointment
         and the option shall be admissible from the date of initial
         appointment/promotion. Thus, if he opts for fixation of his pay under
         this rule from the date of his next increment, his pay shall be re-fixed
         from initial date of appointment at a stage next above his pay in the
         lower-grade and under this rule from the date of next increment.

10.4.6          For the purposes of pay-fixation, FR 22 III clarifies that an
         appointment to another post on the same scale of pay or on identical
         scale of pay does not involve the assumption of higher duties and
         responsibilities. In other cases, decision of the administrative head
         has to be obtained. In case the posts belong to different departments,
         the decision of the Government of India is to be obtained.

10.4.7 As already mentioned, the provisions contained in the previous paras
       are applicable in case of appointment made to a higher post subject to
       fulfillment of eligibility conditions in the Recruitment Rules. In the
       case of appointment made without fulfilling the eligibility criteria, the
       pay is to be fixed under the above provisions and restricted under FR
       35. Such appointment may be on promotion or otherwise.




                                                                   Page 65 of 498
10.5              Treatment of Special Pay for purpose of fixation of pay
                  on promotion

              When the special pay is granted for specific addition to duties
       or for arduous nature of work, the pay in the higher post is fixed with
       reference to pay drawn in the lower post and special pay does not
       count towards such pay. However, if the pay so fixed in the higher
       post happens to be less than the pay plus special pay being drawn in
       the lower post at the time of promotion, the difference is protected as
       personal pay subject to the following conditions:

       i)        It must be certified that but for his appointment to the other
                 post, the government servant would have continued to draw
                 special pay.
       ii)       The protection will only be for so long as the government
                 servant could have continued to draw the special pay.
       iii)      The personal pay will be absorbed in subsequent increases of
                 pay.

10.6             Fixation of Pay on appointment to another post not
                 involving  higher duties & responsibilities

               Sub-clause (2) of FR 22 I deals with fixation of pay on
       appointment, from one post to another, when such an appointment
       does not involve assumption of higher duties and responsibilities. Pay
       is fixed at the same stage in the new-scale, as is being drawn in the
       earlier post on the date of such appointment. However, if there is no
       such stage in the new-scale, his pay will be fixed at the next higher
       stage. While in the earlier case his date of increment remains the
       same, in the latter case his date of next increment will be on the Ist of
       the month in which he completes 12 months of appointment to a new
       post.

                 Illustrations

                 (a)    A government servant drawing pay of Rs.15000/- w.e.f.
            01.07.1996 in the pay scale of Rs.12000-375-16500 is appointed to
            another post in the pay scale of Rs.14300-400-18300 from
            01.02.1997. As there is no stage as Rs.15000/- in the new scale,
            his pay will be fixed at Rs.15100/- with the date of next increment
            as 01.02.1998.

                 On such appointment, the government servant has the option
            to come over to the new-scale from the date of his appointment to
            such post or from the date of his next increment in the earlier post.


                                                                   Page 66 of 498
               (b)   In the above case, if he opts to come over to the new
         pay-scale from the date of his next increment, his pay will be fixed
         as follows:

              From 1.2.97 to 30.6.97 he will draw            =
              Rs.15000/-
              in earlier pay-scale
              Pay on the date of next increment in the
              lower pay-scale (01.07.1997)                   =
              Rs.15375/-
              Pay to be fixed in the new scale               =
              Rs.15500/-
              (At the next higher stage there is no
              stage as Rs. 15375/-)
              Date of next increment                         =
              01.07.1998

              (c)    A government servant drawing pay of Rs.5750/- w.e.f.
         01.05.1996 in the scale of Rs.5000-150-8000 is appointed on his
         own request on 01.01.1997 to the post carrying the scale of
         Rs.4500-125-7000. His pay will be fixed at Rs.5750/- (same stage)
         in the lower pay scale, with D.N.I as 01.05.1997. In case he opts for
         the new pay-scale from date of next increment i.e. 01.05.1997 (in
         the old pay-scale), he will continue to draw Rs.5750/- in the old
         pay-scale till 30.04.1997.     From 01.05.1997 his pay will be
         increased to Rs.5900/- in the pay-scale of Rs. 5000-150-8000. As
         there is no stage as Rs. 5900/- in the pay scale of Rs.4500-125-
         7000, his pay will be fixed at the next higher stage, i.e. Rs.6000/-
         and date of next increment shall be 01.05.1998.

              In the above case if the pay of government servant is Rs.
         7400/- instead of Rs.5750/- in the earlier post, his pay will be fixed
         at Rs. 7000/- only, i.e. the maximum of the pay-scale of the lower
         post [FR 22 I(a) 3].

10.7          Fixation of pay on appointment on deputation

10.7.1        An employee appointed on deputation/foreign service may elect
         to draw either the pay in the scale of pay of deputation/foreign
         service post or his basic pay in the parent cadre plus deputation
         (duty) allowance thereon plus personal pay, if any. The borrowing
         authority should obtain the option of the employee within one
         month from the date of joining the ex-cadre post unless the
         employee has himself furnished the option.




                                                                 Page 67 of 498
10.7.2       The option once exercised shall be final. However, the
         employees may revise the option under the following circumstances
         which will be effective from the date of occurrence of the same:

         (a)   when he receives proforma promotion or is appointed to non-
               functional selection grade in his parent cadre;

         (b)   when he is reverted to a lower grade in his parent cadre;

         (c)   when the scale of pay of the parent post on the basis of which
               his emoluments are regulated during deputation/foreign
               service or of the ex-cadre post held by the employee on
               deputation/foreign service is revised either prospectively or
               from a retrospective date.

10.7.3         Based on the revised/same option of the employees, in the
         event of proforma promotion/appointment to non-functional
         selection grade, revision of scales of pay in the parent cadre, the pay
         of deputationists will be refixed with reference to the revised
         entitlement of pay in the parent cadre. However, if the initial option
         was for the pay scale of the deputation post and no change in option
         already exercised is envisaged, the pay already drawn in deputation
         post will be protected if the pay refixed is less. If the pay of an
         employee in his cadre post undergoes downward revision, the pay in
         the ex-cadre post is also liable to be refixed on the basis of revised
         pay and in accordance with the revised option or existing option, if
         the employee does not revise his option.

10.8           Deputation (Duty) Allowance

10.8.1        The deputation (duty) allowance shall be admissible at the
      following rates:

         (a) 5% of the employee's basic pay, subject to a maximum of
         Rs.500/- p.m. when the deputation is within the same station.

         (b) 10% of the employee's basic pay, subject to a maximum of
         Rs.1000/- p.m. in all other cases.

10.8.2        The deputation (duty) allowance as above shall be further
      restricted as under:

         (i)    Pay plus Deputation (Duty) Allowance does not exceed the
               maximum of scale of pay of ex-cadre post;




                                                                  Page 68 of 498
         (ii)     In the case where pay scales are dissimilar, then pay plus
                 deputation (duty) allowance plus DA/ADA/IR etc. does not
                 exceed the pay at the maximum of ex-cadre post plus DA & IR
                 etc. thereon.

         (iii)    Pay plus deputation (duty) allowance as above shall at no
                  time exceed Rs.22400/- p.m.

                       Note: The term "same station" for this purpose will be
                  determined with reference to the station where the person
                  was on duty before proceeding on deputation.

                        Note: When there is no change in the headquarters with
                  reference to the last post held, the deputation should be
                  treated as within the same station and when there is change
                  in headquarters it would be treated as not in the same
                  station. So far as places falling within the same urban
                  agglomeration of the old headquarters are concerned, they
                  would be treated as transfer within the same station.

10.8.3        Special rates of deputation (duty) allowance may be admissible
         under separate orders in any particular area on account of the
         condition of living there being particularly arduous or unattractive.
         Where special rate is more favourable than that under what is
         mentioned above, employees deputed to the area will be given the
         benefit of the special rate.

10.8.4        Whenever extension of the period of deputation for the fifth
         year or the second year in excess of the period prescribed in the
         Recruitment Rules is granted, it would be on the specific
         understanding that the officer would not be entitled to draw
         deputation (duty) allowance. The officers who opted to draw pay in
         the scale of the ex-cadre post shall, however, continue to draw pay
         in that scale during the extended tenure also.

10.8.5        If any employee with the permission of the competent authority
         proceeds on deputation/foreign service from one ex-cadre post to
         another ex-cadre post in the same or another organization without
         reverting to his parent cadre, and if the second ex-cadre post is at
         the same station as the first ex-cadre post, then the rate of
         deputation (duty) allowance would remain unchanged.

10.8.6        In case where a person on deputation/foreign service is
         transferred by the borrowing authority from one station to another
         without any change in the post held by him, the rate of deputation


                                                                 Page 69 of 498
          (duty) allowance will remain the same as was decided at the time of
          initial posting and will not undergo any change.

10.9              Admissibility of other allowances and benefits while on
                  deputation/foreign service

10.9.1         Any project allowance admissible in a project area in the
          borrowing organization may be drawn in addition to deputation
          (duty) allowance.

10.9.2          Any special pay (now Special Allowance) granted to an
          employee in the parent department under FR 9 (25) or a
          corresponding rule of parent organization should not be allowed in
          addition to deputation (duty) allowance. However, the borrowing
          department may allow in addition to deputation (duty) allowance
          under special circumstances any special pay attached to the post
          held by the employee in his/her parent department, by suitably
          restricting the deputation (duty) allowance. This will require the
          specific and prior approval of Department of Personnel & Training.

10.9.3         In case special pay is attached to the scale of pay of the ex-
          cadre post and the employee has opted to draw pay also in that
          scale, in addition to his pay in that scale, he will also be entitled to
          draw such special pay. However, such special pay will not be
          admissible if he has opted to draw grade pay plus deputation
          allowance.

10.9.4          Personal pay, if any, drawn by an employee in his parent
         department will continue to be admissible on deputation/foreign
         service, if he opts to draw grade pay plus deputation allowance. No
         deputation allowance on this personal pay will, however, be
         admissible.

10.9.5          Increments: The employee will draw increment in the parent
         grade or in the grade attached to the deputation post, as the case may
         be, depending on whether he has opted for his own grade pay plus
         deputation (duty) allowance or the time-scale of the deputation post. If
         he has opted for time scale of the deputation post, notional increment
         shall also continue to accrue to him in the post held on regular basis
         in parent cadre/organization for the purpose of regulation of pay on
         reversion back to parent post at the end of tenure.

         10.9.6         (a)    Such allowance as are not admissible to regular
                  employees of corresponding status in the borrowing
                  organization, shall not be admissible to the officer on


                                                                   Page 70 of 498
             deputation/foreign service, even if they were admissible in the
             parent organization.

                  (b)    Following allowances will be regulated with
             mutual consent of the lending and borrowing organizations:

             (i)     HRA/CCA.
             (ii)    Joining Time and Joining Time pay.
             (iii)   Travelling Allowances and Transfer T.A.
             (iv)    Children Education Allowance.
             (v)     LTC.

                   (c)   Following allowance/facilities will be regulated in
             accordance with the rules as explained against each:

(i)    Dearness Allowance : The employee shall be entitled to dearness
       allowance at the rates prevailing in the borrowing organization or in
       the lending organization depending on whether he has opted to draw
       pay in the time-scale of the ex-cadre post or his own grade plus
       deputation (duty) allowance.

(ii)   Medical Facilities : This will be regulated in accordance with the
       rules of the borrowing organization.

(iii) Leave : An officer on deputation/foreign service shall be regulated by
      the Leave Rules of the parent organization. If, however, an employee
      proceeds from vacation department to non-vacation department, or
      vice versa, he shall be governed by Leave Rules of the borrowing
      organization. At the time of reversion from the deputation post to the
      parent cadre, the borrowing organization may allow him/her leave not
      exceeding two months. The employee should apply for further leave to
      his cadre controlling authority.




                                                               Page 71 of 498
11.            TERMINATION & RESIGNATION

11.1           Termination of service of Temporary Government Servants

11.1.1          The conditions of service of temporary government servants are
         governed by the provisions in the Central Civil Services (Temporary
         Service) Rules, 1965. The services of a temporary government servant
         can be terminated under Rule 5(1)(a) of these rules which reads as
         under:

11.1.2          “Rule 5(1)(a) - The services of a temporary government servant
         shall be liable to termination at any time by a notice in writing given
         either by the government servant to the appointing authority or by the
         appointing authority to the government servant; and ( b) the period of
         such notice shall be one month.”

         (i)     The notice shall be delivered or tendered to the government
         servant in person.

         (ii)   Where personal service is not practicable, the notice shall be
         served on such government servant by registered post
         acknowledgment due at the address of the government servant
         available with the appointing authority.

         (iii)   If the notice sent by registered post is returned unserved, it
         shall be published in the official gazette and upon such publication, it
         shall be deemed to have been personally served on such government
         servant on the date it was published.

11.2           Resignation from service

11.2.1           Resignation must be tendered to the appointing authority in
         respect of the service or post in question, who is competent to accept
         it. It should be clear and unconditional. Resignation from service will
         generally be accepted straightaway. However, before acceptance of
         resignation, prior vigilance clearance from the competent authority is
         mandatory.

11.2.2           Resignation from service or a post, unless it is allowed to be
         withdrawn in public interest by the appointing authority, entails
         forfeiture of past service except in the cases for taking up another
         appointment whether temporary or permanent with proper permission
         under the government. If a government servant applied for the post in
         the same or another department through proper channel and on
                                                                   Page 72 of 498
selection, he/she is required to resign from the previous post for
administrative reasons, it is to be treated as technical resignation and
the past service is to be taken as qualifying service for the purposes of
pension etc. The past service of such government servant also entitles
him the benefits of fixation of pay and the leave due to his/her credit
on the day of resignation. In all cases of acceptance of resignation, the
competent authority shall insist, as a mandatory measure, prior
vigilance clearance, before taking decision on the request for
resignation. When an authority refers a case for vigilance clearance,
the authority competent to accord vigilance clearance should ensure
expeditious consideration of the request. For the purpose of
expeditious disposal of cases of resignation/termination, the check
list (placed at Annexure-VI) prescribed by G.I. MHA, DP&AR OM No.
24011/1/76-Estt(B) dated 17.05.76 may be adopted.




                                                           Page 73 of 498
12.          DRESS REGULATIONS

12.1         No uniform is specially prescribed for CBI officers and
       personnel. They can wear plain clothes while on CBI duty.          The
       clothes, however, should be neat and tidy. For ceremonial occasions,
       CBI officers should be in national dress. IPS Officers on deputation to
       CBI and other officers on deputation from State Police Forces etc. and
       in receipt of uniform allowance should maintain the uniform of IPS or
       the parent force. When they are deputed for law and order duty in
       any organization outside CBI, they should put on such uniform. If
       they are, however, deputed for plain clothes duty outside the CBI,
       they should work in plain clothes.




                                                                Page 74 of 498
13.                      LEAVE


13.1                    Provisions relating to leave in respect of central civil
                 government servants are available in Central Civil Services
                 (Leave) Rules, 1972 which have come into effect from
                 01.06.1972. The general conditions regarding grant of leave are
                 given below:-

                 (i)     Leave can not be claimed as of right [Rule 7(1)].

                 (ii)    Leave of any kind taken earlier can be converted into
                         leave of any other kind at a later date on an application
                         made within 30 days of joining duty after leave, by the
                         employee and at the discretion of the leave sanctioning
                         authority subject to adjustment of leave salary (Rule 10
                         as amended vide DoPT Notification No. 14015/2/97-
                         Estt(L) dated 31.12.1997). This facility can be availed
                         only if the employee is in service and not after
                         retirement25[1].

                 (iii)   If leave is applied on medical grounds, the employee
                         should produce -

                         (a)   In case of CGHS beneficiary and living in an area
                         covered by the CGHS at the time of illness - a
                         medical/fitness certificate in the prescribed proforma
                         from a CGHS Doctor/Government Hospital.

                         (b)    In case a government servant who is not a CGHS
                         beneficiary/who has opted out of the CGHS/who though
                         a CGHS card holder is not residing in an area covered by
                         CGHS - a medical/fitness certificate from his Authorised
                         Medical Attendant.

                         (c)    In case of hospitalisation/indoor treatment for a
                         particular disease (e.g. heart, cancer etc.) permitted in a
                         recognised private hospital - a medical/fitness certificate
                         from the authorised doctor of such hospital.

                         (d)    In case of emergency where a non-gazetted
                         government servant finds it difficult to obtain a medical


25[1]MHA   DP&AR O.M. No. P/12025/2/81-Estt(L) dtd. 02.12.1981

                                                                      Page 75 of 498
                            certificate from CGHS/AMA, he may obtain a certificate
                            from an RMP26[2].

                   (iv)     Leave sanctioning authority may -

                            (a)    Refuse or revoke any kind of leave [Rule 7(2)].
                            (b)    Commute retrospectively periods of absence
                            without leave into extra ordinary leave [Rule 32(6)] and
                            (c)    Secure second medical opinion, if needed, when
                            leave is applied on medical grounds [Rule 19(3)].

                   (v)      Leave sanctioning authority cannot alter the kind of
                            leave due and applied for [Rule 7(2)].

                   (vi)     Earned leave should not ordinarily be denied to any
                            employee especially in the last 10 years of his career27[3].

                   (vii)    No leave of any kind can be granted for a continuous
                            period exceeding 5 years except with the sanction of the
                            President [Rule 12].

                   (viii)   Any kind of leave may be granted in combination with or
                            in continuation of any other kind of leave except Casual
                            Leave [Rule No. 11].

                   (ix)     When the period of leave is preceded or followed by
                            holiday(s) /Sunday/ Saturday/Restricted Holiday then
                            such holidays shall not be counted as leave. In other
                            words, the employee shall be deemed to have been
                            permitted on such holiday(s) without taking leave28[4].

                   (x)      An employee on leave (including leave preparatory to
                            retirement) shall not return to duty during the period of
                            leave except with the permission of the competent
                            authority [Rule 24 (1) & (2)].

                   (xi)     An employee on leave should not take up any service or
                            employment elsewhere without prior sanction from the
                            competent authority [Rule 13].

                   (xii)    An employee on leave on medical ground will be allowed
                            to return to duty only on production of medical


26[2]   Effective from 01.09.2000 vide DoP&T O.M. No. 13015/3/2000-Estt(L) dtd. 24.08.2000
27[3]DoPT   O.M. No. 14028/19/86-Estt.(Leave) dated 29.09.86
28[4]MHA    O.M. No. 20/37/60-PUB(i) dtd. 07.10.1960 and Rule 22

                                                                             Page 76 of 498
                           certificate of fitness in accordance with (iii) above [Rule
                           24(3)].

                  (xiii)   If an employee overstays after leave without prior
                           sanction-

                           (a)   The period of overstay will be debited to half-pay
                           leave account to the extent HPL is available and the
                           balance period of overstay, if any, left out will be treated
                           as EOL [Rule 25(1)].

                           (b)    the entire period of overstay will not be counted
                           for increment unless such period is commuted as Extra
                           Ordinary Leave and the EOL is specially allowed to
                           count for increment.

                           (c)    The employee will not be entitled for leave salary
                           for the whole period of overstay.

                  (xiv) Wilful absence from duty after the expiry of the leave may
                         entail disciplinary action against the employee [Rule
                         25(2)].

                  (xv)     For the purpose of leave, persons re-employed after
                           retirement shall be treated as if employed for the first
                           time [Rule 34].

                  (xvi)    If the employee intends to go abroad during leave, the
                           leave sanctioning authority shall take prior approval for
                           permitting the officer to go abroad29[5].

13.2                       Earned Leave

                  (i)    Credit to the EL account of the employee will be made as
                  under:

                           (a)   On entering the service 2.5 days per month for
                           each completed calendar month from the date of joining
                           to the immediately following 1st January /1st July
                           rounding up to the nearest full day [Rule No. 27(1)].

                           (b)   Thereafter, 15 days E.L. is credited on 1st July
                           and 1st January every year i.e. 30 days E.L. for each
                           completed year of service [Rule 26(1)(a)].


29[5]CBI   HO Circular No. DPWSU2003/00907/14/6/2003 dated 18.9.2003

                                                                        Page 77 of 498
        (c)    On the date of retirement/removal from
        service/dismissal/death while in service @ 2.5 days per
        month for each completed calendar month in the
        relevant half year, rounding up to the nearest full day
        shall be credited [Rule 27(2)] and

        (d)    Whenever joining time is not fully utilised for the
        reasons that the employee is ordered to join the new
        post at a new place of posting without availing of full
        joining time to which he is entitled or the employee
        proceeds alone to the new station without availing full
        joining time and later takes his family within permissible
        time for claiming TA for the family, the joining time
        admissible subject to a maximum of 15 days, as reduced
        by the number of days actually availed shall be credited
        to E.L. account. However, the total credit of E.L. and
        unutilised joining time shall not exceed 300 days
        [26(1)(a)].

        The one day joining time for transfer in the same station
if not utilised cannot be credited to E.L. Account.

(ii)    The E.L. to the credit of an employee at the end of
        previous half year shall be carried forward to the next
        half year and accumulated upto a maximum of 300 days
        [Rule 26(1)(b)].

(iii)   When the credit of E.L. at the start of any half year
        results in the total accumulation of E.L. being more than
        300 days, the 15 days E.L. for that half year shall be
        kept separately and set off against the leave availed
        during that half year [Rule 26(1)(b) proviso].

(iv)    E.L. Account of the employee will be debited:

        (a)   To the extent E.L. is availed of.

        (b)    If a government servant has availed of
        extraordinary leave and/or some period of absence has
        been treated as dies non in a half-year, the credit to be
        afforded to his leave account at the commencement of
        the next half-year shall be reduced by one tenth of the
        period of such leave and/or dies non subject to
        maximum of 15 days. (Rule 27(3) r/w DP&AR UO No.
        397-LO/80 dated 22.5.80).

                                                    Page 78 of 498
       (v)     E.L. can be availed upto:

               (a)   180 days at any one time [Rule 26(2)].

               (b)    300 days in case        of   leave   preparatory   to
               retirement [Rule 38(1)].

               (c)    300 days in case of Group „A‟ Officers if the entire
               leave or a portion of it is spent outside India,
               Bangladesh, Bhutan, Burma, Sri Lanka, Nepal and
               Pakistan provided out of the leave so granted, the leave
               spent in India does not exceed 180 days [Rule 26(3)].

       (vi)    Earned Leave (and half pay leave) to the credit of an
               employee who is dismissed or removed or who resigns
               from the service ceases from the date of such
               dismissal/removal or who resigns except in following
               circumstances:

               (a)    When an employee resigns from his post before
               taking up a new post under the Government of India.

               (b)    When an employee dismissed/removed              from
               service is reinstated on appeal or revision.

               (c)   When     an  employee   having  retired  on
               compensation or invalid pension or gratuity is re-
               employed [Rule 9].

       (vii)   Leave salary for earned leave will be equal to pay for the
               period of leave based on pay drawn immediately before
               proceeding on leave [Rule 40(1)].

13.3           Half Pay Leave (HPL)

       (i)     Credit to the HPL Account is made in advance as under:

               (a)   On entering the service 5/3 days per month for
               each completed calendar month from the date of joining
               to the immediately following 1st January/1st July
               rounding up to the nearest full day [Rule 29(2)(a)].




                                                             Page 79 of 498
        (b)    Thereafter, 10 days on each 1st July and 1st
        January every year i.e. 20 days HPL for each completed
        year of service [Rule 29(1)] and

        (c)    On the date of retirement/ resignation/removal
        from service / dismissal/ death while in service @ 5/3
        per month for each completed calendar month in the
        relevant half year rounding up to the nearest full day
        [Rule 29(2)(b)(c)].

(ii)    Debit to HPL Account is made:

        (a)     To the extent it is availed.
        (b)     When the commuted leave is availed - double the
        number of days so availed [Rule 30(1)(d)].
        (c)      When the employee avails leave not due [Rule
        31(1)(c)].
        (d)    1/18th of the period of dies non in a half year
        subject to a maximum of 10 days shall be reduced from
        the half pay leave to be credited for the next half of year
        (Rule 29(2)(d)].
        (e)    When the employee overstays after leave without
        prior sanction, number of days he so overstays [Rule
        25].

(iii)   HPL can be -

        (a)     Availed with or without medical certificate {Rule
        29(4)].

        (b)    Converted into full pay leave as commuted leave if
        leave applied for is on medical ground [Rule 30(1)] or

        (c)     Converted into full pay leave as commuted leave
        upto a maximum of 180 days during the entire service to
        be utilised for approved study course [Rule 31(1)(a)].

(iv)     HPL to temporary employee can be granted on
        satisfaction of the sanctioning authority that the
        employee will return to duty on expiry of the leave. But
        this benefit is not available in case of an employee
        declared completely and permanently incapacitated for
        further service [Rule 29(5) proviso].

(v)     Leave salary will be half of the amount of leave salary on
        EL [Rule 40(3)].

                                                     Page 80 of 498
13.4   Commuted Leave

       (i)     Commuted leave can be taken -

               (a)     with medical certificate upto a maximum of one
               half of the amount of HPL due to an employee [Rule
               30(1),

               (b)   without medical certificate:

                     -      upto a maximum of 180 days during the
                            entire service for an approved course of
                            study certified to be in public interest [Rule
                            31(1)(a)];

                     -      upto a maximum of 60 days by a female
                            employee in continuation of maternity leave
                            [Rule 43(4)(b)];

                     -      upto a maximum of 60 days by a female
                            employee having less than 2 living
                            children, on adoption of a child less than
                            one year [Rule 43(A)].

       (ii)    Commuted leave can be granted only when leave
               sanctioning authority is satisfied that the employee will
               return to duty after expiry of the leave [Rule 30(1)(a)].

       (iii)   Commuted leave can be granted at the request of the
               employee even when EL is at the credit of the employee
               [Note to Rule 30].

       (iv)    Commuted leave cannot be granted as leave preparatory
               to retirement.

       (v)     When commuted leave is taken twice the number of days
               so taken is debited to HPL account [Rule 30(1(d)].

       (vi)    When an employee on commuted leave, resigns or retires
               voluntarily without returning to duty, commuted leave
               will be treated as HPL and the excess of leave salary, if
               any, will be recovered except when the employee retires
               due to ill-health incapacitating him for further service or
               dies [Rule 30(2)].


                                                            Page 81 of 498
         (vii)   Leave salary for the period of commuted leave will be
                 equal to the pay drawn immediately before proceeding
                 on leave [Rule 40(4)].

13.5               Leave Not Due (LND)

13.5.1           This is granted in the following situations:

                 (a)   Leave not due is normally granted to permanent
                 employees.

                 (b)    LND may be granted to temporary employees in
                 certain special cases.

                 (c)    It is granted when the employee has no HPL to his
                 credit and requests for LND.

                 (d)     It is granted only if leave sanctioning authority is
                 satisfied that there is reasonable prospect of the
                 employee returning to duty after the leave [Rule 31(1)(a)].

13.5.2               Conditions applicable for granting Leave not due
(LND)

                 The following conditions will be applicable:

         (i)     Leave not due is granted only on production of medical
                 certificate except in following cases [Rule 31(1)]:

                 (a)   female    employees     applying    for       LND     in
                 continuation of maternity leave [Rule 43(4)];

                 (b)    female employees with less than two living
                 children applying for LND on adoption of a child less
                 than one year [Rule 43(A)].

         (ii)    The amount of LND shall be limited to -

                 (a)   the HPL, the employee           is   likely   to    earn
                 subsequently Rule [31(1) (b)]; and

                 (b)     a maximum of 360 days in the entire service Rule
                 [(31) (1)].

         (iii)   LND shall be debited to the HPL account of the employee
                 [Rule 31(1)(c)].

                                                                Page 82 of 498
       (iv)     LND should not be granted as leave preparatory to
                retirement [Rule 31(1)].

       (v)      LND can be granted to temporary employees with a
                minimum of one year service and suffering from TB,
                Leprosy, Cancer or Mental illness, if the post from which
                the employee proceeds on leave is likely to last till his
                return from leave and on fulfillment of other conditions
                for grant of leave not due [Rule 31(1A)].

       (vi)     Leave salary for leave not due will be half of the amount
                of leave salary on EL [Rule 40(3)].

       (vii)    If an employee, on LND resigns/retires voluntarily
                without returning to duty -

                (a)   the LND will be cancelled,

                (b)   the retirement or resignation shall take effect from
                the date of commencement of leave

                (c)    leave salary paid, if any, will be recovered [Rule
                31(2)(a)].

       (viii)   If an employee having availed LND, returns to duty but
                resigns or retires before earning such leave, the leave
                salary paid for the days of leave not earned will be
                recovered [Rule 31(2)(b)].

       (ix)     However, leave salary shall not be recovered if the
                employee retires due to ill health incapacitating him for
                further service or is compulsorily retired prematurely or
                dies [Proviso to Rule 31(2)].

13.6            Extra Ordinary Leave (EOL)

                This can be granted under the following conditions:

       (a)      EOL is granted when (i) no other leave is admissible; or
                (ii) other leave is admissible, but the employee requests
                for EOL in writing [Rule 32(1)].

       (b)      EOL cannot be granted concurrently to run with the
                notice period in case of voluntary retirement.


                                                            Page 83 of 498
(c)   EOL can be granted to apprentices as well [Rule
      33(3)(b)].

(d)   The EOL granted in one occasion shall not exceed:

      (i)    For permanent employees : Maximum 5 years for
      all kinds of leave. No separate limit for EOL [Rule 12].

      (ii)   For temporary employees:

             3 months       -      general limit for all
             employees, whether with or without medical
             certificate [Rule 32(2)(a)].

             6 months       -    for employees with minimum
             one year continuous service, against medical
             certificate for common ailments [Rule 32(2)(b)].

              18 months -        for employees with minimum
             one year continuous service undergoing treatment
             for pulmonary tuberculosis (TB) or pleurisy, TB of
             any other part of the body, leprosy, cancer or
             mental illness[Rule 32(2)(d)].

             24 months -          for   an      employee     with
             minimum three years continuous service, for the
             purpose of prosecuting studies, certified to be in
             the public interest [Rule 32(2)(e)]. This period can
             be further extended. If the employee undertakes
             to return to duty after leave and work for at least
             another 3 years [Rule 32(3)].

      (iii)  For SC/ST employees : leave required for
      attending the Pre-Examination Training Course at the
      notified centres, without any limit [Rule 32(4)].

(e)   Two spells of EOL intervened by any other leave will be
      considered as one spell for applying limit as above [Rule
      32(5)].

(f)   EOL can be granted to regularise periods of absence
      retrospectively [Rule 32(6)].

(g)   EOL without medical certificate will be counted for the
      purposes of promotion under Time Bound One
      Promotion (TBOP) Scheme.

                                                   Page 84 of 498
                   (h)    No Leave salary is admissible for extraordinary leave
                          [Rule 40(5)].

13.7                      Maternity Leave

13.7.1                   Maternity leave is admissible to married / unmarried
                   female employees during:

                   (i)    pregnancy - maximum upto 135 days only to employees
                          with less than two surviving children,
                   (ii)   admissible maximum of 45 days in the entire service in
                          connection with miscarriage/abortion. The application
                          for this purpose should be accompanied by a certificate
                          from a Registered Medical Practitioner for NGOs and
                          from AMA for GOs (Rule 43).

13.7.2                     The maternity leave is not debited to the leave account.
                   It is granted on full pay. It may be combined with any other
                   kind of leave. Maternity leave is not admissible for threatened
                   abortion (Rule 43 (2)(4)(5).

13.7.3                   Any leave (including commuted leave upto 60 days and
                   leave not due) may be taken without medical certificate upto
                   one year in continuation of maternity leave (Rule 43(4).

13.7.4                   Maternity leave counts as service for increment and
                   pension [(FR 26 (b) & Rule 26 of CCS (Pension) Rules].

13.8                      Paternity Leave

                          Paternity leave is admissible to male government servant
                   with less than two surviving children for a maximum of 15 days
                   during wife‟s confinement. This leave is not to be debited to the
                   leave account. It may be combined with any kind of leave
                   except casual leave. It should be applied upto 15 days before or
                   upto 6 months from date of delivery30[6].

13.9                      Special Disability Leave

13.9.1                   It is admissible to all employees when (a) disability is
                   caused by injury intentionally or accidentally inflicted or
                   caused in, or in consequence of, the due performance of official
                   duties or in consequence of the official position, (b) when


30[6]Rule   43 GOI decision (b) & DP&T OM No. 13018/1/97-Estt. (Leave) dated 7.10.97

                                                                             Page 85 of 498
          disabled by illness incurred in the performance of any
          particular duty which has the effect of increasing liability to
          illness or injury beyond the ordinary risks attaching to the civil
          post held, under the same condition (Rule 45).

13.9.2           The disability as above should have manifested within
          three months of the occurrence to which it is attributed and
          the person disabled acted with due promptitude in bringing it
          to notice. The leave sanctioning authority, if satisfied as to the
          cause of disability, may relax the condition and grant leave in
          case where disability has manifested more than three months
          after the occurrence of its cause.     The disability under the
          above should be certified by an Authorised Medical Attendant
          to be directly due to the performance of the particular duty.

13.9.3           The period of leave will be certified by an Authorised
          Medical Attendant subject to a maximum of 24 months. It may
          be combined with any other kind of leave. It will count as
          service for pension. It will not be debited to the leave account
          (Rule 44(3).

13.9.4           The leave salary for the first 120 days will be the pay last
          drawn and for the remaining period it will be equal to leave
          salary during half pay leave. The appointing authorities are
          competent to sanction special disability leave (Rule 44(7).

13.10            Hospital Leave

13.10.1         Hospital leave is admissible to such Group - C
          employees whose duty involves handling of dangerous
          machinery, explosive material, poisonous drugs and the like, or
          the performance of hazardous task and also to Group - D
          employees while under medical treatment in a hospital or
          otherwise for illness or injury directly due to risks incurred in
          the course of official duty (Rule 46(1).

13.10.2          Medical certificate from an Authorised Medical Attendant
          is necessary for the grant of this leave. It may be granted for
          such period as the authority granting the leave may consider it
          necessary [Rule 46 (2)(3)].

13.10.3          Hospital leave may be combined with any other kind of
          leave due and admissible provided the total period of leave does
          not exceed 28 months. The leave salary for the 120 days will
          be the pay last drawn and for remaining period it will be equal


                                                              Page 86 of 498
            to leave salary during half pay leave. The Hospital Leave is not
            to be debited to the leave account (Rule 46(4).

13.11              Study Leave

13.11.1             It is granted to a government servant who has
            satisfactorily completed period of probation and rendered not
            less than five years of regular continuous service including the
            period of probation for undergoing a special course consisting
            of higher studies or specialized training in a professional or
            technical subject having a direct and close connection with the
            sphere of his duties or being capable of widening his mind in a
            manner likely to improve his ability as a civil servant ( Rule
            50(1), (2) & (5).

13.11.2             Ministry/Department of Central Government is the
            competent authority for sanctioning the study leave.         The
            course for which the study leave is granted should be certified
            to be of definite advantage to government from the point of view
            of public interest. The official on his return should submit a
            full report on the work done during the study leave.

13.11.3             The study leave is not granted (i) for studies out of India
            if facilities for such studies exist in India, & (ii) to an official
            due to retire within three years of the return from the study
            leave. It may also not be granted to some officials with such
            frequency as to remove him from the contact with his regular
            work or causes cadre difficulty owing to his absence on leave
            (Rule 50(4)(5) & (6)).

13.11.4            The maximum period of study leave is 24 months in the
            entire service and may be granted at a stretch or in different
            spells. The study leave can be combined with any other leave
            due, but maximum period of continuous absence including
            vacation if any, but excluding extraordinary leave should not
            exceed 28 months generally, and 36 months for the courses
            leading to Ph.D. degree (Rule 51 & 54).

13.11.5      The leave salary in case of Study leave outside India is
      admissible as pay last drawn plus D.A., HRA, CCA and in addition
      study allowance admissible. In case of study leave in India, Study
      allowance is not admissible. HRA and CCA are payable for the first
      180 days and beyond 180 days will be subject to the production of
      prescribed certificate for drawal.




                                                                 Page 87 of 498
13.12           Casual Leave

13.12.1          It is not a recognized form of leave and is not subject to
          any rule made by Government of India. An official on casual
          leave is not treated as absent from the duty and pay is not
          intermitted.

13.12.2          Casual Leave can be combined with Special Casual
          Leave but not with any other kind of leave. It cannot be
          combined with joining time. Sundays and holidays falling
          during a period of casual leave are not counted as part of
          casual leave. These holidays can be prefixed or suffixed with
          the casual leave. Casual leave can be taken while on tour, but
          no DA will be admissible for the period of casual leave availed
          on tour. LTC can also be availed during casual leave. Half a
          day‟s casual leave can also be availed of.

13.12.3          to a government servant is entitled Eight days casual
          leave during a calendar year. An individual appointed and
          joining duty during the middle of year may avail of casual leave
          proportionately or to the full extent at the discretion of the
          competent authority. Casual leave normally is not granted for
          more than 5 days at any one time except under special
          circumstances.

13.12.4         Half a day‟s casual leave availed of in the second half is
          also permitted to be combined with regular leave on certain
          compelling grounds [Rule 11 (GOD) (2)].

13.13           Special Casual Leave

13.13.1          In sports events admissible upto a maximum of 30 days
          in a calendar year for attending (a) coaching of training camps
          under Rajkumari Amrit Kaur Coaching Scheme or similar All
          India Coaching or training schemes; (b) coaching or training
          camps at the National Institute of Sports, Patiala; (c) coaching
          camps in sports organized by National Sports Federation/
          Sports Boards recognized by government.

13.13.2          Admissible upto a maximum of 10 days in any one year
          for participating in Inter-Ministerial and Inter-Departmental
          tournaments and sporting events held in and outside Delhi.
          Special casual leave may also be granted to a sportsman
          getting seriously injured or being hospitalized during the


                                                             Page 88 of 498
          sporting events subject to the overall ceiling of 30 days in a
          calendar year.

13.13.3         Special casual leave of 15 days in a calendar year is also
          admissible for taking part in cultural activities like dance,
          drama, music and also for taking part in dancing and singing
          competition at religious, national and international level
          organized by Government of India / Government sponsored
          bodies.

13.13.4         Special Casual Leave for family planning:

                (a) Male Employees - admissible maximum of 6 working
                days for vasectomy operation. If he undergoes the said
                operation for a second time due to failure of the first,
                another 6 days will be admissible on the production of
                medical certificate. Maximum 21 days are admissible for
                undergoing recanalization operation. Maximum of 7
                days if his wife under-goes tubectomy, laproscopy or
                salpingectomy operation. The leave should follow the
                date of operation.

                (b) Female employees - admissible maximum of 14 days
                for tubectomy/laproscopy operation. If she undergoes
                the operation for a second time due to failure of the first,
                maximum of 14 days will be admissible for the second
                time. Maximum of 14 days admissible for salpingectomy
                operation after Medical Termination of Pregnancy (MTP).
                Maximum of 21 days admissible for undergoing
                recanalization operation. Admissible for one day on the
                day of operation when her husband undergoes
                vasectomy     operation,   and   also    for   IUCD/IUD
                insertion/re-insertion.

13.13.5          Extension/Additional Special Casual Leave             (i)
          admissible for the period of hospitalization if the concerned
          employee is hospitalized on account of post-operational
          complications, (ii) Admissible for 7 days in case of vasectomy
          operation and 14 days in case of tubectomy operation if the
          employee does not remain hospitalized after sterilization
          operation but is not fit to resume duty.

13.13.6          Special Casual Leave for sterilization operation is not
          admissible to casual labourers with temporary status since the
          benefit is admissible to regular employees only.


                                                             Page 89 of 498
13.14         Powers for sanctioning of Leave in respect of CBI
        personnel:

               Leave except special casual leave to NGOs of all rank
        posted in a branch is sanctioned by the Supdt. of Police as
        Head of Office of the branch. Leave to Gazetted Officers
        (Group-B) is sanctioned by DIG and to (Group-A) of and above
        the rank of SP by Director, CBI.



13.15           Encashment of Leave:

               The authority competent to sanction leave should
        automatically grant lump sum cash equivalent of leave salary
        admissible for the number of days of earned leave at the credit
        of the employee on the last day of his service, subject to a
        maximum of 300 days including the number of days, for which
        encashment was availed along with LTC [Rule 39(2)(b)] &
        [39(D), GID 17) :

        (i)     Admissible on retirement        attaining   the   age    of
                superannuation;

        (ii)    When the service is extended in public interest beyond
                superannuation, after extension;

        (iii)   When an employee is invalid from service on medical
                grounds;

        (iv)    When an employee resigns or quits service on his own
                accord, the lumpsum cash payment will be only to the
                extent of half of the earned leave at his credit subject to
                a maximum of 150 days including the number of days
                for which encashment was availed along with LTC, on
                the date of cessation from service;

        (v)     On premature retirement under FR56(j) or (l) or Rule 48
                of CCS (Pension) Rules;

        (vi)    On voluntary retirement under FR 56(k) or (m) or Rule
                48 or 48-A of CCS(Pension) Rules;

        (vii)   On compulsory retirement as a measure of penalty when
                no reduction in pension is ordered.




                                                             Page 90 of 498
13.16           Encashment of Half Pay Leave:

                Officials covered by (i), (v) and (vi) above and those
        permanent/ quasi-permanent employees retired on invalidation
        will also be entitled to cash equivalent to half pay leave at their
        credit. Encashment of earned leave up to 300 days (including
        the number of days for which encashment was availed along
        with LTC) should, as usual, be allowed in their cases, even if
        the period goes beyond their normal date of superannuation. If
        , however, the benefit of encashment of half pay leave is also
        availed of, the period of HPL plus EL should not extend beyond
        their normal date of superannuation. This restriction is not
        applicable to those retiring on superannuation. The cash
        equivalent for half pay leave is subject to reduction on account
        of pension, relief on pension and pension equivalent to
        Retirement Gratuity. If the cash equivalent to half pay leave
        falls short of the total of pension, pension equivalent to
        Retirement Gratuity and relief on pension, cash equivalent for
        the half pay leave is not payable [Rule 39(5)].

13.17           Encashment of EL during LTC

              Encashment of EL while availing LTC will be admissible
        subject to the following conditions:

        (i)     Limited to 10 days of EL on one occasion and 60 days
                in the entire service.

        (ii)    Will be taken into account while computing the
                maximum admissibility for encashment at the time of
                quitting service.

        (iii)   At least equal number of days of EL should be availed
                along with encashment.

        (iv)    The balance at credit should be not less than 30 days
                after deducting the total of leave availed plus leave for
                which encashment was availed [Rule (39-D, GOD(17)].

13.18           Amount payable for Encashment of Earned Leave:

               The lump sum will consist of (i) leave salary and (ii) DA
        (for the first 300 days only).           It will not include
        HRA/CCA/Special Increment granted for promoting small
        family norm.

                                                            Page 91 of 498
14.             NO OBJECTION CERTIFICATE FOR HIGHER

               STUDIES & CHANGE OF JOBS


14.1           Permission for joining educational institutions                      by
               government servants outside normal working hours

14.1.1         Ordinarily there can be no objection to the pursuit of
         knowledge by government servants in their leisure hours. But this
         must be subject to the condition that such pursuit does in no way
         detract them from efficient discharge of their duty. Wherever found
         necessary, the administrative authorities may require that
         government servants under their control should take prior
         permission before joining educational institutions or courses of
         studies for University degrees, as the joining of educational
         institutions involves commitment about attendance at specific hours
         and absence from duty during period of examinations. Ordinarily,
         permission is to be granted but with a view to dealing with cases
         where it is noticed that the government servant has been neglecting
         his duties for the sake of his studies, a condition may be attached
         saying that the permission may be withdrawn at any moment
         without assigning any reasons. This will, of course, be without
         prejudice to any other departmental action being taken where mere
         withdrawal of the permission is not considered adequate31[1].

14.1.2        As per    H.O. letter No. DPAD4/2000/87/8/1/2000 dated
         4.2.2000 (Annexure-VII) permission for higher studies/vocational
         courses in respect of officers upto the rank of DIG and
         Administrative Officers can be granted by Special Director.

14.1.3         Permission for higher studies will be allowed subject to the
         following conditions:

               a)     The permission can be withdrawn at any time.
               b)     He will have to proceed on tour whenever
                      asked/required.
               c)     Official duties will not be affected at any time in any
                      way.
               d)     Permission will not confer any right for granting any
                      leave for preparation/appearing in examination.


31[1]
    Also see G.I. MHA OM No. 25/27/52-Estts. dated 3.5.52 and G.I. MHA O.M. No. 130/54-
Estt.(A) dated 26.2.1955

                                                                       Page 92 of 498
                      Request for leave will be considered according to official
                      needs/exigencies of service at the appropriate time.
               e)     The permission will not be a ground for continued stay
                      at the same station and he could be transferred to some
                      other station as and when the official exigencies so
                      require.
               f)     Permission will not be a ground for extension of
                      deputation period in case of a deputationist.



14.2          Forwarding of applications for other employment

14.2.1        General Principles

                Government of India issues guidelines from time to time in
         respect of sending of the applications for other employment.
         According to these guidelines, a final decision whether a particular
         application should be forwarded or not rests with the authority
         through whom the application has to be forwarded. While taking a
         decision in the matter, the authority concerned has to balance the
         interest of the State against the necessity of avoiding hardship to the
         individual.

14.2.2          When the conduct of a government servant is under
         investigation and the same has not reached the stage of issue of
         prosecution sanction or issue of chargesheet or filing of chargesheet
         for criminal prosecution in a court of law, his application will be
         forwarded with brief comments on the nature of allegation.
         Applications for appointments, by direct recruitment, deputation or
         absorption will not be considered or forwarded if :

               (i)    the employee is under suspension; or

               (ii)  disciplinary proceedings are pending against him and a
               chargesheet has been issued; or

               (iii) sanction for prosecution, where necessary, has been
               accorded by the Competent Authority; or

               (iv)  where a prosecution is not necessary, a chargesheet has
               been filed in a court of law against him for criminal
               prosecution.

14.2.3         Applications for appointment in the same or other Central
         Government Departments can be forwarded.       In the event of
         appointment of      permanent government servant in another

                                                                  Page 93 of 498
         department, a lien will be retained for a period of two years in parent
         department which may be extended by one more year if there is delay
         in confirmation in the borrowing department. Thereafter, they should
         either revert to parent department or resign. An undertaking to this
         effect   will be taken from the applicant while forwarding the
         applications. In the case of temporary government servants, an
         undertaking will be obtained while forwarding applications to the
         effect that they would resign in the event of their selections in other
         departments.

14.2.4         Applications     of  permanent      government    servants   for
          appointment in Public Sector Undertakings, incorporated or not,
          wholly or substantially by the Central/State Government and in
          autonomous, semi-Government organisations may be forwarded and
          their lien retained for two years or till their permanent absorption.
          An undertaking will be obtained for acceptance of the following
          conditions:

               (a)   Leave salary/pension contribution will be paid to
                     government by the organisation or the government servant
                     himself.
               (b)   Pay allowed to him in the organisation should neither be
                     less than the minimum of the scale of post in the PSU nor
                     shall it exceed the maximum of that scale and will be
                     regulated as per the provisions in G.I., Department of
                     Personnel & Training, OM. No.2/29/91-Estt.(Pay-II), dated
                     5.1.1994.
               (c)   Before permanent absorption, the organisation concerned
                     should be given prior intimation to the parent office so
                     that resignation of the employee could be accepted before
                     absorption.

14.2.5         In the case of temporary government employee, an undertaking
          to the effect that they will resign in the event of their selection by the
          undertakings, will be obtained before forwarding of the application.

14.2.6         Based on the government instructions as mentioned above, the
          CBI, Head Office has issued instructions on the subject from time to
          time. A gist of the same is given below for guidance and strict
          compliance by all the CBI Branches:

               (i)    All applications submitted in response to a
                      circular/advertisement (for the posts carrying higher pay
                      scales) shall be forwarded to the Head Office for further
                      action. Applications not submitted in response to any
                      advertisement or circular shall not be forwarded.

                                                                     Page 94 of 498
(ii)     The applications of eligible CBI employees completed in
         all respects should be sent to the CBI Head Office
         through their controlling officers at least 15 days before
         the last date, after following all the codal formalities
         published in the concerned advertisement.

(iii)    Every employee may be permitted to apply for outside
         post not more than four times in a year. However, where
         government servants apply for the post in response to
         advertisements made by UPSC/SSC, it shall not be
         counted against the number of times specified here.

(iv)     The government servants who wish to appear at a
         competitive examination conducted by UPSC/SSC, may
         submit their applications directly to the Commission
         under intimation to their Controlling Officers. If the
         Head of Office/Department considers it necessary to
         withhold permission, UPSC will be intimated accordingly
         within 45 days of the closing date for receipt of the
         application by it. If no intimation is received by UPSC
         within the stipulated time, permission will be deemed to
         have been given. The same principles would apply to the
         applications meant for Staff Selection Commission.

(v)      An undertaking should be obtained from the government
         servants to the effect that in case of his selection, he will
         tender his resignation as required under the Rules.

(vi)     The applications of only such employees should be
         forwarded who could be relieved of duties in the CBI in
         case of their selection to the new post.

(vii)    It will be open to the Controlling Officer concerned as
         well as the Director, CBI to withhold an application
         keeping the public interest in view and after recording
         the reasons thereof.

(viii)   It will not be a matter of right for any employee to have
         his application forwarded. Forwarding of application will
         be considered on merit.

(ix)     (ix)  The above guidelines are only illustrative and not
         exhaustive.




                                                       Page 95 of 498
15.        PENSION


15.1        An employee governed by the Pension Scheme gets a recurring
       monthly payment termed as pension for life on reaching the age of
       superannuation or if he is retired earlier in accordance with the
       rules/regulations/orders on the subject. Gratuity is lump sum
       payment granted to the employee at the time of death/retirement for
       the service rendered by him. Both Pension and Gratuity are
       determined with reference to the length of his service and the pay
       drawn by him.

15.2        The provisions relating to Pension and Gratuity including
       family pension which were spread over the Civil Service Regulations
       and various executive instructions, were codified in 1972, in the
       form of Statutory Rules entitled -The Central Civil Services
       (Pension) Rules, 1972 which came into force with effect from Ist
       June, 1972.

15.3        The normal age of superannuation of a permanent government
       servant in Group-A to Group-D services is 60 years.

15.4       Types of pension

             Pensions are of two kinds, viz Ordinary and Extraordinary.
       While the Ordinary pension is regulated by the CCS(Pension) Rules,
       1972, the Extraordinary pension is regulated by the CCS
       (Extraordinary Pension) Rules {Appendix 3 of CCS (Pension) Rules}.
       Ordinary pension is further divided into various classes. The
       following are the different classes of pension which may be granted,
       as per admissibility, to a government servant on his retirement from
       service:

           (i)    Superannuation pension (Rule 35 A): Superannuation
                  pension shall be granted to a government servant who is
                  retired on attaining the age of superannuation (i.e. 60
                  years).

           (ii)   Retiring pension (Rule 36): A retiring pension shall be
                  granted:

                  a)    to a government servant who retires, or is retired
                  in advance of the age of superannuation retirement in


                                                             Page 96 of 498
                         accordance with the provisions of Rule 48 or 48-A of
                         the pension rules or Rule 56 of the Fundamental Rules.

                         (b)    to a government servant who on being declared
                         surplus, opts for voluntary retirement in accordance
                         with the provision of Rule 29 of these rules.

                 (iii)   Pension on absorption in or under a Corporation,
                         Company or Body (Rule 37): Retirement benefits shall
                         be granted to a government servant who is permanently
                         absorbed in a service or post in or under a corporation,
                         company or body owned or controlled or financed by the
                         government, provided the permanent absorption is
                         permitted by the government32[1].

                 (iv)    Invalid pension ( Rule 38): Invalid Pension shall be
                         granted to a government servant after being declared by
                         the competent medical authority to be permanently
                         incapacitated for further service. A government servant
                         who desires to retire on invalid pension should apply to
                         his Head of Office who will direct the applicant to the
                         appropriate Medical Authority for examination.         A
                         certificate of incapacity for service obtained by the
                         government servant without the prior knowledge of the
                         Head of Office is invalid (Note below Rule 38).

                 (v)     Compensation pension (Rule 39) :         Compensation
                         Pension shall be granted to a government servant who is
                         discharged from public service on account of abolition of
                         his permanent post and when suitable appointment of
                         equal rank cannot be found or offer of a lower post is
                         not accepted by him.

                 (vi)    Compulsory      retirement     pension    (Rule    40):
                         Compulsory retirement pension        is granted to a
                         government servant who is compulsorily retired from the
                         government service as a measure of penalty by the
                         competent authority. Such pension or gratuity or both
                         will not be less than two third nor more than full
                         compensation pension or gratuity or both admissible on
                         the date of compulsory retirement.




32[1]For   detailed orders on permanent transfer of government servants to PSUs and
  Autonomous Bodies etc.  see Appendix 12 of CCS (Pension) Rules 1972.

                                                                          Page 97 of 498
              (vii)   Compassionate allowance (Rule 41) : A government
                      servant who is dismissed or removed from service shall
                      forfeit his pension and gratuity.         The authority
                      competent to dismiss or remove him from service may, if
                      the case is deserving of special consideration sanction a
                      Compassionate allowance not exceeding, two-thirds of
                      pension or gratuity or both which would have been
                      admissible to him if he had retired on compensation
                      pension.

15.5         The quantum of pension/gratuity depends upon length of
         Qualifying Service, Average Emoluments and Emoluments.

15.6          Qualifying Service    (QS) and its calculation:

15.6.1         The service reckoned for pensionary purposes is known as
         Qualifying Service. Qualifying service of a government servant shall
         commence from the date he takes charge of the post to which he is
         first appointed either substantively or in an officiating or temporary
         capacity provided      that it is followed without interruption by
         substantive appointment in the same or another service or post and
         ends on the date of retirement or date of death. The service of a
         government servant shall not qualify unless his duties and pay are
         regulated by the government or under conditions determined and
         paid by that government from the Consolidated Fund of India or a
         Local Fund administered by that government. It does not include
         service in a non-pensionable establishment unless such service is
         treated as qualifying service by that government.

15.6.2         All kinds of service do not earn pension. The conditions laid
         down           for                 various        services       like
         probation/training/EOL/suspension/          deputation/State    Govt.
         service/ autonomous body/Military /contingent service overstayal of
         leave or joining time etc. as in Chapter -III of CCS (Pension) Rules,
         1972 as to whether it qualifies for pension/gratuity or otherwise
         may be examined carefully while          the service is reckoned for
         pensionary purposes. Also resignation, removal or dismissal entails
         forfeiture of past service (Rule 24 & 26).

15.7            Additions to Qualifying Service (QS) on voluntary
                retirement (Rules 48-B):

15.7.1        A government servant who elects to retire under Rules 48(1) (a)
         or Rule 48-A or clause (k) of Rule 56 of the FR gets the benefit of
         additions to the Qualifying Service upto maximum of 5 years subject
         to the condition that the total qualifying service rendered by the
         government servant does not in any case exceed 33 years and it
         does not take him beyond the date of superannuation.

                                                                 Page 98 of 498
              Government servant who opts to retire under Rule 29 or Rule
         30 is also eligible for addition to QS subject to certain conditions.
         The weightage of five years shall not be admissible in cases of those
         government servants who are pre-maturely retired under Rule
         48(1) (b) or FR 56 (j).

15.7.2       The Net Qualifying service for the purpose of Pension and
             Gratuity is calculated as under:

                                               Years Months Days
         Gross Service                           -----  ----- ----
         Less periods of Non-Qualifying Service -----   ----- ----
         Balance Qualifying Service              -----  ----- ----
         Add weightage & past service             ----- ----- ----
         Net Qualifying Service                  -----  ----- ----

                    Note: “Month” means “Calendar month”.

15.7.3       Rounding of Qualifying Service (QS) [Rule 49 (3)]:
             (applies to both Pension and Death/Retirement Gratuity)

              Qualifying service    should be in completed six-monthly
         (completed half year) period (SMPs). It is subject to a maximum of
         66 Six Monthly Periods. The fraction of a year in the Qualifying
         Services should be reckoned in the following manner:

              Less than 3 months        Nil

              3 months and above               One SMP (Six Monthly Period)
                                               but less than 9 months

             9 months and above                Two SMPs (Six Monthly
                                        Period)

15.8         Verification of service for the purpose of pension after 25
             yrs. of service, or 5 yrs. before retirement (Rule 32):

               On a government servant completing 25 years of service or on
         his being left with 5 years of service before the date of retirement,
         whichever is earlier, the head of office in consultation with the
         accounts officer shall, in accordance with the rules for the time
         being in force, verify the service rendered by such a government
         servant, determine the qualifying service and communicate to him,
         in Form 24 (Annexure-VIII), the period of qualifying service so
         determined. In order that the settlement of pension cases of the
         officers/officials working in CBI are not delayed the Head of Office

                                                                Page 99 of 498
             i.e. the SP in charge of the branch should ensure that the services
             rendered by each officer/official are duly verified at the end of the
             year i.e. in April each year and a verification certificate noted
             accordingly in the Service Book/Service Sheet. In case it is found
             that there are break or breaks in the services of a government
             servant, action should be taken sufficiently in advance to have the
             break condoned, if permissible.

15.9               Emoluments (Rule 33):

                  Emoluments means basic pay as defined in FR 9(21)(a) (i) +
             Non-practicing Allowance + Stagnation Increment. Gratuity
             admissible will be on the basis of emoluments drawn immediately
             before his retirement/death while in service where as pension will be
             on the basis of average of the emoluments drawn during the last ten
             months of service. With effect from 1.1.1996 Dearness Allowance
             drawn on the date of retirement/death in service is reckoned as
             „emoluments‟ for the purpose of retirement/death gratuity only and
             for no other purpose. {(FR 9(21)(a)(i)}33[2].

15.10              Average Emoluments(AE) (Rule -34 ):

                  As explained already, it is one of the factors determining the
             quantum of pension. Average emoluments shall be determined with
             reference to the emoluments drawn by a government servant during
             the last ten months of his service.

                           AE   = Total emoluments of last ten months
                                                  10
                    Note: Average emoluments should not be rounded off.

                  Certain events occurring during the last    10 months as
             described under rule 34 should be taken into consideration while
             determining the average emoluments. The calculation of average
             emoluments is to be based on the actual number of days contained
             in each month. A month for this purpose may be reckoned as
             consisting of thirty days.

15.11              Calculation of Terminal Benefits:

15.11.1            Service Gratuity/Rule 49 (1) :

                  It is lump-sum payment payable in lieu of pension to a
             government servant retiring before completing qualifying service of

33[2]Also   see Rule 33 & GIDs (4) thereunder

                                                                   Page 100 of 498
          ten years. It is calculated at the rate of one half months emolument
          for every completed six monthly period (SMP).

15.11.2       Retirement Gratuity (Rule 50 (1)(a):

                 A government servant who has completed 5 years of qualifying
          service and has become eligible for service gratuity or pension
          under rule 49 shall on his retirement be granted retirement gratuity
          equal to 1/4th of his emoluments for each completed six monthly
          period of qualifying service subject to maximum 16-1/2 times of
          emoluments, provided it does not exceed Rupees Three Lakh and
          fifty thousand in the case of retirements on or after 1.1.1996.

15.12 Death Gratuity:

               If a government servant dies while in service, the Death
          Gratuity shall be paid to the person(s) on whom the right to receive
          the gratuity is conferred by means of a nomination under Rule 53.
          Death Gratuity shall be paid at the rates given below:

              Length of service                Rate of death gratuity

              Less than one year               2 times of emoluments

              One year or more but less        6 times of emoluments
              than 5 years

              5 years or more but less 12 times of emoluments
              than 20 years

              20 years or more                 Half of emoluments for every
                                               completed SMP of QS subject to
                                               a maximum of 33 times of
                                               emoluments      and    maximum
                                               Rs.3,50,000/- only in the case of
                                               death on or after 1.1.1996

15.13 Amount of Pension (Rule 49 (2)(a))

              (a) A government servant         50% of Average emoluments
              retiring  after   completing     (subject to a minimum of
              Qualifying Service of not less   Rs.1275/- and maximum of
              than 33 yrs                      Rs.15,000/-)
              (b) A government servant         Proportionate to the amount of
              retiring before completing QS    pension admissible for 33 yrs of
              of    33    yrs    but   after   QS and in no case the amount
              completing      10   yrs    of   of Pension shall be less than

                                                                 Page 101 of 498
              qualifying service             Rs.1275/-




        Calculation of Pension = 50 x AE x SMPs      AE- Average
                                                     emoluments
                                      100 x 66       SMPs-Six monthly
                                                     Period/QS- Qualifying
                                                     Service

                Note: Amount of pension finally determined     shall be
                expressed in whole rupee. Fraction of a rupee should be
                rounded off to the next higher rupee.

              Two model calculations (one on superannuation case and
          another on family pension) may be seen at Annexure IX.

15.14           Provisional Pension when processing of pension papers is
                pending (Rule 64):

                The head of office may determine, sanction and disburse the
          provisional pension and retirement gratuity to a government
          servant if he has not been able to forward the pension papers to
          the Accounts Officer before six months of the retirement or accounts
          officer has returned the pension papers for eliciting further
          information before issue of Pension Payment Order and order of
          payment of gratuity and he is of the opinion that the government
          servant may retire before his pension and gratuity or both can be
          finally assessed and settled. Provisional pension and gratuity are
          calculated and sanctioned in the manner prescribed in Rule 64 of
          the CCS (Pension) rules which will be further subject to adjustments
          made after issue of final payment authority by the Accounts Officer.

15.15           Provisional pension where departmental           or   judicial
                proceedings may be pending (Rule 69) :

15.15.1         When departmental or judicial proceedings are pending against
          the government servant, Accounts Officer shall authorise 100%
          provisional pension on the basis of qualifying service upto the date
          of retirement or upto the date preceding the date of suspension if
          the government servant was placed under suspension before
          retirement. This provisional pension will be paid from the date of
          retirement upto and including the date on which final orders are
          passed by competent authority after the conclusion of departmental
          or judicial proceedings.



                                                               Page 102 of 498
15.15.2           No gratuity shall be paid until the conclusion of departmental
             or judicial proceedings and issue of final orders thereon. However,
             where departmental proceedings have been instituted under Rule 16
             of CCS (CCA) Rule 1965 for imposing any of penalties specified in
             clauses (i) (ii) and (iv) of Rule 11 of the said Rules, payment of
             gratuity shall be authorised34[3].



15.16 Family Pension Scheme 1964 ( Rule 54)

15.16.1           In the event of death of a government servant while in service
             or after retirement his/her family is eligible for the grant of family
             pension. If the government servant dies :

                     a)    after completion of one year of continuous service; or

                     b)    before completion of one year of continuous service
                           provided the deceased government servant concerned
                           immediately prior to his appointment to the service or
                           post was examined by the appropriate medical authority
                           and declared fit by that authority for government service,

                     c)    after retirement from service and was on the date of
                           death in receipt of a pension or Compassionate
                           Allowance, referred to in Chapter V of CCS (Pension
                           Rules) 1972, other than the pension referred to in Rule
                           37 of these rules,

                     Family for the purpose of Family Pension means as defined in
                     Rule 54(14)(b) of CCS (Pension Rules), 1972.

15.16.2           Family pension is ordinarily payable to only one person at a
             time in the following order-

                   (i)     Widow/widower upto the date of death or remarriage,
                           whichever is earlier.
                   (ii)    Sons -upto the age of 25 years.
                   (iii)   Unmarried daughters-upto the age of 25 years or
                           marriage whichever is earlier.
                   (iv)    Mentally or physically disabled children for life.

                  Family pension to children shall be payable in the order of their
             birth and the younger of them will not be eligible unless the elder

34[3]For   detailed information please refer to Rule 69 of CCS (Pension) Rules 1972.



                                                                              Page 103 of 498
          next above him/her has become ineligible for grant of family
          pension. Normal rate of family pension is 30% of emoluments
          subject to a minimum of Rs.1275/- p.m.

15.17          Enhanced rate of family pension

               Enhanced family pension is payable from the date following the
          date of death for a period upto

               (i) seven years from the date following the date of death

               (ii) date on which the deceased government servant would have
                attained the age of 67 years, had he survived; whichever is
                less

                After the expiry of the period given above, the family pension
          will be payable at normal rate.

15.18         Calculation of family pension when government servant
               dies in service :

               50% of the last pay drawn by the government servant or twice
          the family pension admissible at normal rate whichever is less.

15.19           Calculation of family pension in the event of death after
                retirement.

                In such cases the pension is calculated at 50% of the pay last
          drawn by the government servant or twice the family pension
          admissible at normal rate or the pension authorised to government
          servant on retirement - whichever is less. If the pension on
          retirement is less than normal family pension, the enhanced family
          pension will be equal to the normal family pension.

15.20          Miscellaneous provisions relating to Pension :

15.20.1         Nomination -         Every employee should make a nomination
          in a prescribed form conferring on one or more persons, the right to
          receive the death/retirement gratuity amount in the event of his
          death in service/after retirement before receiving retirement
          gratuity. Nomination has to be made in two manners (a) if the
          official has a family and (b) if the official has no family (Rule 53).

15.20.2       Sudden death of a government servant - In case of sudden
           death of a government servant, the head of office may sanction an
           immediate relief to the family of government servant not exceeding

                                                                 Page 104 of 498
            three months pay or Rs.8000/- whichever is less, subject to the
            condition that the total amount thus paid in advance, will be
            adjusted against the death-cum-retirement gratuity, arrears of
            salary or General Provident Fund or any other payment due to the
            deceased35[4].

15.20.3         Application for pension - Every government servant shall
submit in writing an application for pension in the prescribed form (Form-5).

15.20.4        Intimation to the Directorate of Estates regarding issue of
“No Demand Certificate” The Head of the Office shall write to Directorate
of Estates at least two years before the anticipated date of retirement of a
government servant, in case he is in occupation of government quarters, so
that the “No demand certificate” may be issued in time and the pension case
is not delayed on that account.

15.20.5         Recovery and adjustment of government dues - It is the
          duty of every government servant to clear government dues before
          the date of his retirement. In case he does not do so, the government
          will be within its right to deduct the amount from the death-cum-
          retirement gratuity payable to him.

15.20.6        Preparation of a list of officials due to retire - Every Head of
          Department shall have a list prepared every 6 months i.e. on the 1st
          of January and the 1st of July each year, of all government servants
          who are due to retire within the next 24-30 months of that date. A
          copy of such lists shall be supplied to the Pay & Accounts Officer
          concerned, not later than the 31st of January or 31st of July. In
          case of a government servant retiring for reasons other than by way
          of superannuation, the Accounts Officer concerned will be informed
          immediately by the Head of Office.

15.20.7         Preparation of pension papers - Every Head of Office shall
          undertake the work of preparation of pension papers, two years
          before the date on which a government servant is due to retire on
          superannuation or on the date on which he proceeds on leave
          preparatory to retirement, whichever is earlier. The steps
          enumerated in Rule 56 to 61 of CCS (Pension) Rules are to be
          strictly followed.

15.20.8         Debarring a person from receiving Gratuity (Rule 51 -A) - If
          a person who in the event of death of a government servant is
          eligible to receive gratuity, is charged with offence of murdering the
          government servant or for abetting in the commission of an offence,

35[4]Appendix   6 of Pension Compilation & GFR 262-264

                                                                 Page 105 of 498
          his claim shall remain suspended till the conclusion of the criminal
          proceedings and will be paid his share on his acquittal.

15.21          Commutation of Pension:

               Commutation of Pension is covered under the provisions of
          Central Civil Service (Commutation of Pension) Rules 1981. These
          rules came into effect from 1.7.1981. These Rules are applicable to
          government servants who may be permitted or have been authorised
          any class of pension.




15.21.1        Eligibility:

               i)    All pensioners except those facing disciplinary
               proceedings are eligible to get their pension commuted for a
               lumpsum payment.

               ii)    Those facing disciplinary proceedings (before or after
               retirement) can get their pension commuted when disciplinary
               proceedings are over.

15.21.2        Amount of commutation :

                A government servant is entitled to commute for a lump sum
          payment a fraction not exceeding 40% of the pension authorised. A
          government servant who is due to retire on superannuation and
          desires payment of commuted value of pension being authorised at
          the time of issue of pension payment order, shall be eligible to apply
          for commutation of a fraction of pension alongwith the pension
          papers prior to the date of retirement provided that:

               i)     The government servant retires on superannuation
                      pension only.

               ii)    The application is submitted to Head of Office not later
                      than 3 months before the date of retirement. If
                      application is submitted late but before the date of
                      retirement, it can be accepted and authority as far as
                      possible will be issued by Pay & Accounts Office
                      alongwith the Pension Payment Order.

               iii)   The government shall have no liability for the payment of
                      commuted value of pension if the government servant

                                                                 Page 106 of 498
                     dies before the date of retirement or forfeits claim to
                     pension before such retirement. If anyone desires to
                     commute a fraction of that pension any time after the
                     date following the date of his retirement from service but
                     before the expiry of one year, he shall apply to Head of
                     Office in Form-I after his date of retirement. He must
                     ensure that application duly completed is delivered to
                     Head of Office early but not later that one year of the
                     date of his retirement.

15.21.3        Action by Head of Office - He will initial the form indicating
          the date of its receipt, acknowledge in Part II and despatch the same
          to the applicant. He will complete Part III of form and forward it to
          Pay & Accounts Office for issuing the authority.

15.21.4       Commutation without medical examination is allowed in
              the case of:

               -     Superannuation pension
               -     Retiring pension
               -     Compensation pension
               -     Pension on absorption in a Corporation or Company or
                     a body controlled/financed by government
               -     Pension granted on conclusion of disciplinary
               proceedings.

              The application for commutation should be made within one
           year from the date of issue of the retirement orders.

15.21.5       Commutation of Pension after medical examination is
              allowed in the cases of :

               (a)    Retirement on invalid pension
               (b)    Compulsory retirement as penalty and is granted
               compulsory retirement pension
               (c)    Those in receipt of compassionate allowance
               (d)    Those who apply for commutation after one year from
               the date of retirement.

15.21.6     An applicant should make an application in the prescribed
       form to Head of Office. Head of Office will have the applicant
       medically examined from the medical board in the prescribed
       manner.

15.21.7     An application for commutation on medical certificate can be
       withdrawn in the following situations :

                                                                Page 107 of 498
           (a)   Before medical examination by not appearing before the
           medical authority, or
           (b)   After medical examination, if pensioner declines to
           accept addition in age as directed in medical report, within 14
           days of its receipt.

15.22      Effect of Commutation of Pension :

           (i)    The pension gets reduced by the amount offered for
                  commutation from the date of receipt of commuted value
                  of pension (or credit in the bank account of pensioner) or
                  at the end of three months after issue of authority of
                  payment, whichever is earlier.

           (ii)   When pension is commuted at the time of
                  superannuation, the reduction in pension is effective
                  from the date of its inception. However, if commuted
                  value is not paid within the first month of retirement,
                  the difference of pension for the period between the date
                  following the day of retirement and the date preceding
                  the day commuted value is deemed to have been paid,
                  shall be authorised by the Accounts Officer.

15.23       Commutation     of   Provisional   Pension    and    Effect   of
        Revision:

           (i)    An employee who received provisional pension, pending
                  assessment of final pension, shall be       eligible to
                  commute a part of such provisional pension.

           (ii)   If provisional pension is finally revised upwards,
                  commutation of increased pension may be authorised
                  without any application from the pensioner.

15.24      Payment of Commuted Pension:

           The commutation of Pension becomes absolute and the
        commuted value becomes payable on :

             (a) The date following the date of retirement in cases of
             superannuation, if application is made before the date of
             retirement (normally the application should reach Head of
             Office not later than 3 months before the date of
             superannuation but in any case must reach on or before the


                                                             Page 108 of 498
                     date of retirement in which case authority for payment of
                     commuted value will be issued as soon as possible).

                     (b) On the date of receipt of application by the Head of
                     Office for commutation, if applied after the date of
                     superannuation but within one year.

                     (c) On the date of signing the medical report in the case of
                     commutation after medical examination.

15.25             Calculation of Commuted Value of Pension

                   The commuted value of pension is calculated as per the
               following formula:

                   Commuted Value = Pension offered for commutation x 12 x
                             Commutation Factor

                  Commuted value of pension is to be calculated taking into
             account the date of Medical Examination, the age, next birthday &
             factor applicable. Amount offered for commutation is expressed in
             percentage or fraction of the pension per month. The commuted
             value will be rounded off to the next higher rupee. Commutation
             factor is the commutation value for a pension of Re.1 per annum.
             The Table of the value prescribed from time to time 36[5] gives the
             commutation factor in respect of age of the pensioner on his next
             birthday.

15.26 Restoration of portion of Pension

15.26.1      Commuted portion of pension will be restored after 15 years
       from the date of retirement. Prior to 01.4.1985, pensioners were
       allowed an optional facility of converting a portion of their pension
       into a lump-sum amount and pensioners were getting only the
       balance amount (Full pension minus the commuted portion) for the
       rest of their life.

15.26.2            Supreme Court of India in its judgement dated 09.12.1986 in
             writ petition of 1983 ruled that pensioners who have commuted the
             admissible portion of pension are entitled to have the commuted
             portion restored on the expiry of 15 years from the date of
             retirement. Accordingly, in view of Supreme Court‟s judgement,
             Government decided that only such pensioners who have commuted
             a portion of their pension and on 01.04.1985 or thereafter have

36[5]Table   in Appendix-1 of CCS (Commutations of Pension) Rules 1981.

                                                                          Page 109 of 498
        completed or will complete 15 years from the respective dates of
        retirement will have their commuted portion of pension restored.

15.26.3      Each pensioner who is eligible is required to apply in the
       prescribed form duly completed to the Pension Disbursing
       Authority/Bank/Post Office who will restore the commuted portion of
       Pension, if the commuted amount has been mentioned in Pension
       Payment Order and will also pay arrear, if any. If commuted portion
       is not mentioned in PPO, necessary details will be obtained by the
       Pension Disbursing Offices from concerned P&AO which issued the
       Pension Payment Order. In case the pensioner had completed 15
       years from the date of retirement and died, subsequently, his/her
       legal heir(s) are also entitled to receive arrear from the date of
       completion of 15 years to the date of death of pensioner. The
       commuted pension will be restored after 15 years from:

            i)       The date of retirement if the commuted value is received
            in the first month.

            ii)    The date on which reduction in pension on account of
                   commutation becomes effective, when value received
                   after 1 month from the date of retirement.




                                                              Page 110 of 498
16.    DECENTRALIZATION OF ACCOUNTS


16.1           With effect from 01.10.1976 Government has issued
       order decentralising accounts from the Audit.          The work
       relating to the maintenance/checking of accounts, passing of
       bills, allocation of LOC (Letter of Credit) to the branch located
       outside Delhi who draw money from accredited bank are
       attended to by Pay & Accounts Officer, CBI. In respect of CFSL
       there is separate Pay & Accounts Officer under MHA.

16.2          Under the       revised arrangement effective       from
       01.10.1976 pay bills etc., in respect of CBI offices (including
       CBI Head Office) located in Delhi are sent to the Pay &
       Accounts Officer, CBI who is responsible for issuing the
       cheques after exercising necessary scrutiny of the bills.
       Branches located outside Delhi are provided with the letters of
       credit from time to time and on the basis of these letters of
       credit these branches draw money from accredited banks.
       These branches are required to send the Bills/Vouchers to the
       Pay & Accounts Officer, CBI for post audit. For the purpose of
       reconciliation, representatives of the CBI Head Office/branches
       are deputed to the office of the Pay & Accounts Officer, CBI,
       New Delhi from time to time.

16.3   Categories of cheques and their use

             There are three types of cheques, viz. (i) Negotiable, (ii)
       Non-Transferable & (iii) Not negotiable and not payable in cash.

       (i)   Negotiable cheques are issued for personal payments to
             gazetted government servants, suppliers, public sector
             companies, etc. They are „negotiable‟ and are drawn as
             payable to or order of the „payee‟. As a safeguard against
             fraudulent claim all non salary cheques exceeding Rs.
             500/- and salary cheques exceeding Rs. 1000/- shall be
             crossed and marked „account payee‟. In exceptional
             circumstances open cheques in favour of a private
             person or a government servant, on request may be
             issued but payment will be made only to the payee on
             identification, or to a person holding letter of authority
             from the payee whose signature must be verified and
             after identifying the messenger or as the payees banker
             on certifying that the amount has been placed to his

                                                         Page 111 of 498
               credit. Officers and staff drawing salary and other
               payments by cheque shall have an option to get their
               salary/leave salary in cash. The option in this regard
               shall be exercised in March every year. Payment other
               than salary will also be made by the same mode of
               payment. If agreed in writing, the salary & allowances to
               a non-gazetted government servant by cheque is
               permissible.

       (ii)    „Non-transferable‟ cheques are meant for payment to the
               payee who is a government officer for disbursement of
               salaries, etc., of office staff and for office contingencies.
               These cheques will be drawn in favour of payee by his
               official designation. These cheques are „not negotiable‟
               and payments will be made by the bank only to the
               payee or to authorised messenger.

       (iii)   „Not negotiable and not payable in cash‟ - creditable to
               government account only - These are meant for payment
               of inter - departmental or inter government claims.

16.4   Bank Drafts

              Payment by bank draft is permissible (a) where
       payments have to be made by bank drafts either under the
       provision of any law or other legal or contractual obligations,
       (b) Payments towards pay and allowances and other personal
       entitlements, of outstation establishments and contingencies of
       outstation offices, and (c) for payments to Public Sector
       Undertakings and Corporations etc. (other than local bodies) (d)
       Payment to semi-government/Private institutions/companies
       etc. not covered under (a) to (c), under certain circumstances.

16.5   Post - Check

              DDOs empowered to draw cheques for payment of
       salary, contingent bills, etc., are to send the vouchers along
       with weekly accounts to the PAO/CBI who will conduct post-
       check keeping in view the same principles as for pre-check.
       Any discrepancy noticed will be pointed out by the PAO/CBI
       through Objection Memo for compliance to concerned DDO.

16.6   Cancellation of sub-vouchers

              Sub-vouchers required to be sent to the PAO/CBI are
       not to be cancelled by the DDOs. These will be cancelled by

                                                            Page 112 of 498
              PAO/CBI after checking of bills, in accordance with Rule 109 of
              Receipt & Payment Rules, 1983.




16.7          Letters of Credit against assignment accounts

16.7.1                     The Letter of Credit (LOC) is issued by the Pay &
Accounts Officer, CBI to the CBI branches located outside Delhi. The Pay
and Accounts Officer, CBI communicates the relevant branch of the
accredited bank, the amount of quarterly assignment authorized in favour of
cheque - drawing DDOs, rendering accounts to him. A fresh letter of credit,
issued after expiry of the period prescribed in the earlier letter of credit is to
be treated as an addition to the unspent balance of the earlier letter of
credit.   The Pay and Accounts Officer, CBI while communicating the
assignment for the second and subsequent quarters indicates not only the
amount assigned for that quarter, but also the progressive total of
assignment up to the end of the quarter so that the bank is able to ensure
that the total cumulative drawals from the beginning of the year do not
exceed the total progressive assignments.          However, the assignment
remaining unspent at the end of a financial year is not to be carried forward
to the first quarter of the next financial year. The paying branch is
responsible to ensure that the amount assigned in the letter of credit is not
exceeded by the payment of any cheques. The cheques actually issued
during the last quarter but presented for payment during the next quarter
(within the period of validity) will be taken by the bank against the
assignment of the year in which they were drawn and not against the
assignment of the year in which they are paid.

16.7.2              A Drawing Officer in whose favour an assignment
              account has been opened in the accredited bank, is not
              permitted to draw the whole amount and place it in a separate
              account in the bank or in a private account.



Note :        It is also not permissible to draw cheques and deposit the
              amount in the department‟s cash chest at the end of the year
              for the purpose of showing the full amount of the grant as
              utilized.




                                                                  Page 113 of 498
17.               DELEGATION OF FINANCIAL POWERS
17.1           Delegation of Financial Powers Rules, 1978 are applicable in
         the Central Government. These rules are statutory in nature and
         they came into force with effect from 01.08.1978. Under these rules
         powers have been delegated to the following subordinate authorities :

          (i)     Departments of the Central Government
          (ii)    Administrators of Union Territories
          (iii)   Heads of Departments
          (iv)    Heads of Offices

17.2            Residuary Financial Powers :           All financial powers, not
         specifically delegated to any authority, vest in the Finance Ministry.

17.3              Heads of Departments

17.3.1         Schedule I to these rules indicates a list of Heads of
         Departments under various Ministries/ Departments. Director, CBI
         has been specified as Head of Department in this Schedule.

17.3.2         According to the provisions of Rule 13, reproduced hereunder,
         the powers are delegated to subordinate authorities :

                  (1)    Subject to the provisions of these rules, the Departments
                        of the Central Government, Administrators and Heads of
                        Departments shall, in relation to creation of permanent
                        posts, creation of temporary posts, Appropriation and Re-
                        appropriation, incurring of contingent expenditure,
                        incurring of miscellaneous expenditure, and write-off of
                        losses, have the powers respectively specified in
                        Schedules II, III, IV, V, VI and VII.

                  (2)    A Department of Central Government may, by general or
                        special order, confer powers, not exceeding those vested
                        in that Department, upon an Administrator or Head of
                        Department or any other subordinate authority in respect
                        of any matter covered by these rules :

                Provided that no power under this sub-rule shall be re-
         delegated in respect of :

                        (a)   creation of posts
                        (b)   write-off of losses and

                                                                  Page 114 of 498
      (c)    re-appropriation of funds exceeding 10 per cent of
      the original budget provision for either of the primary
      units of appropriation or sub-head i.e. the primary unit
      or sub-head from which the funds are being re-
      appropriated or the primary unit or sub-head to which
      the funds are to be re-appropriated, whichever is less.

(3)   The Administrator or Head of a Department referred to
      in sub-rule (2) may, by an order in writing, authorize a
      gazetted officer serving under him to exercise to such
      extent, as may be specified in that order, all or any of
      the powers conferred on such Administrator or Head of
      Department under sub-rule (1) or sub-rule (2). The
      Administrator or Head of a Department shall, however,
      continue to be responsible for the correctness, regularity
      and propriety of the decisions taken by the gazetted
      officer so authorized.

(4)   An authority empowered by or under these rules to incur
      contingent expenditure or miscellaneous expenditure
      shall exercise such powers subject to the following
      conditions :

      (a)   In regard to the supply of articles required for the
            public service and for regulating the purchase of
            stationery stores for the public service, the
            provisions    contained    in    Appendix-8     and
            Appendix-9 respectively to the General Financial
            Rules, 1963, and subsidiary instructions and
            orders on the subject shall be followed;

      (b)   In regard to contingent expenditure on each item
            specified in Column 2 of the Annexure to
            Schedule V of the rules, orders, restrictions or
            scales specified in Column 4 of that Annexure
            against that item shall be observed;

      (c)   In regard to miscellaneous expenditure any rules,
            orders, restrictions or scales as may be made,
            imposed or prescribed by the President shall be
            observed.

(5)   Unless otherwise provided by any general or special rule
      or order, it shall be within the competence of an
      authority to exercise the financial powers delegated to an
      authority subordinate to it.


                                                 Page 115 of 498
              (6)   The power delegated under these rules can also be
                    exercised for a validation of an action already taken or
                    expenditure or liability already incurred even when the
                    authority validating the action or expenditure or liability,
                    as the case may be, had no competence to do so at the
                    time the action was taken or expenditure or liability was
                    incurred.

17.3.3        Director CBI as Head of Department has been authorised to
         exercise financial as well as administrative powers as laid down in
         these rules. The Director, CBI, under Rule 13(3) by orders in
         writing, has authorised different officers serving under him and
         having gazetted status to exercise to such an extent, as specified in
         these orders, certain powers.

17.3.4        Similarly, Rule 14 provides for declaration of any Gazetted
         Officer as Head of Office by the Head of the Department. By virtue of
         this rule, Director, CBI has declared branch SsP as the Head of the
         Office. Further, by virtue of Rule 16 (Subject to the provisions of
         Rule 142 of Treasury Rules), Head of Office has the power to
         authorize a gazetted officer serving under him to incur contingent &
         miscellaneous expenditure on his behalf subject to such restrictions
         & limitations as may be laid down by him. The Head of Office shall,
         however, continue to be responsible for the correctness, regularity
         and propriety of the expenditure incurred by the gazetted officer so
         authorized. Under these Rules, powers cannot be delegated to a
         non-gazetted officer. The provisions of delegation of powers are
         contained in Annexure X(A) to X(C).

17.3.5         Officer performing current duties of a post in addition to his
         own can exercise administrative or financial powers vested in the
         full fledged incumbent of the post but he cannot exercise statutory
         powers, whether these powers are derived directly from an Act of
         Parliament or Rules, Regulations and Bye-laws made under various
         articles of the Constitution (e.g. Fundamental Rules, CCS(CCA)
         Rules, Civil Service Regulations, Delegation of Financial Powers
         Rules etc).

17.4          Insurance of Government Property

17.4.1        Under these rules, Government property, both movable or
              immovable shall not be insured and no subordinate authority
              shall undertake any liability or incur any expenditure in
              connection with the insurance of such property without
              previous consent of the Finance Ministry.




                                                                Page 116 of 498
17.4.2   Motor vehicles owned by the Central Government which are
         used for the purposes not connected with any commercial
         enterprise are exempt from compulsory insurance against third
         party risk. Such vehicles should not, therefore, be insured.




                                                        Page 117 of 498
18. BUDGET AND APPROPRIATION


18.1          The Finance Ministry places before both the Houses of
         Parliament an Annual Financial Statement also known as “Budget”
         showing the estimated receipts and expenditure of the Central
         Government in respect of a financial year, before the commencement
         of that year. The statement also contains revised provisions for the
         current year.

18.2          The budget is based on the Revised Estimates/Budget
         Estimates prepared by various individual offices duly vetted and
         consolidated by the Heads of Department/Ministries.

18.3           Accordingly, the budget proposals for the next year and revised
         proposals for the current year are to be prepared every year and
         sent to the government. The branches prepare their budget
         proposals and submit the same to Head Office. These are
         scrutinized and reconstructed on the prescribed forms and
         submitted to the Government towards the last week of September. It
         is, therefore, very important that the branches send their proposals
         to the Head Office in the first week of September to enable the Head
         Office to examine the same and send to the Government in time.

18.4          Every branch is required to submit its final statements of
         savings and excesses in the month of February. These are
         scrutinized in the Head Office and a consolidated statement of
         savings and excess for the whole of CBI is sent to the Government.
         On receipt of re-appropriation, the branches are intimated regarding
         their final allotment of funds under different heads.

18.4.1        Appropriation Accounts: The appropriation account in respect
         of the Head Office is prepared and sent to the Pay & Accounts Office,
         CBI alongwith the explanation for variations between the budget
         allotment and expenditure. Every branch furnishes the same to the
         Pay & Accounts Office CBI under intimation to the Head Office.

18.4.2        Reconciliation of Accounts:     The accounts are reconciled
         by the Head Office and the branches with the expenditure booked in
         Pay & Accounts Office, CBI. Every quarter, an official should be
         deputed to the Pay & Accounts Office, CBI, New Delhi from each
         branch to reconcile the figures and to get the adjustments done
         wherever necessary. Accounts figures finally published will be those
         maintained by PAO.




                                                               Page 118 of 498
18.4.3        A monthly expenditure statement for each branch is to be
         furnished to the Head Office by 5th of every month so that the
         consolidated figures can be sent to Government.

18.4.4        The detailed estimates of expenditure is to be prepared by the
         estimating authorities i.e. by each DDO under the prescribed Major
         and Minor Heads of Accounts for the Non-Plan expenditures.

18.4.5        The detailed heads allotted to CBI are as under:-

              Major Head -2055, Police, 00.101-Criminal Investigation and
              Vigilance, 01-Central Bureau of Investigation.

              i)      01.00.01- Salaries
              ii)     01.00.02- Wages
              iii)    01.00.03- Overtime Allowance
              iv)     01.00.11- Domestic Travel Expenses
              v)      01.00.12- Foreign Travel Expenses
              vi)     01.00.13- Office Expenses
              vii)    01.00.28- Payment of Professional & Special Service.
              viii)   01.00.14- Rent Rate & Taxes.
              ix)     01.00.16- Publication
              x)      01.00.31 -Grant-in-Aid
              xi)     01.00.41 -Secret Service Fund
              xii)    01.00.50- Other Charges (Charged)
              xiii)   01.00.51 - Motor Vehicle
              xiv)    04.00.20- Other Administrative Expenditure
                                (Departmental Canteen)

18.4.6        The framing of Revised Estimates for the current year should
         always precede estimation for the ensuing year. The Revised
         Estimates should be framed with great care to include only those
         items of expenditure which are likely to materialise for payment
         during the current year, in the light of (i) actuals so far recorded
         during the current year, compared with the actuals for
         corresponding period of the last and previous years (ii) seasonal
         character or otherwise of the nature of expenditure (iii) sanctions for
         expenditure and orders of appropriation or re-appropriation already
         issued or contemplated and (iv) any other relevant factor, decision or
         development.

18.4.7         The budget estimate for the ensuing year should likewise be
         prepared on the basis of what is expected to be paid during the
         ensuing year, including arrears of previous years, if any. While all
         inescapable and foreseeable expenditures should be provided for,
         care should be taken that the estimate is not influenced by undue
         optimism. Due attention to considerations of economy should be
         paid.

                                                                  Page 119 of 498
18.4.8        No lump sum provision is to be made in the budget except
         where urgent measures are to be provided for meeting emergent
         situations or for meeting preliminary expenses on a project/scheme
         which has been accepted in principle for being taken up in the
         financial year. In such cases, the budget provisions are to be limited
         to the requirements of preliminary expenses only.

18.4.9        No expenditure is to be incurred in excess of sanctioned grant
         in individual budget heads. Anticipated savings are required to be
         surrendered immediately without waiting till the close of the year.
         Savings should not be seen as an opportunity for incurring
         expenditure on items which could wait till next year.

18.5          List of Payment : The CBI branches located outside Delhi
         dealing with the budget are required to send their Weekly List of
         Payment (LOP) with original vouchers to the PAO/CBI, New Delhi
         on the due date. Some Branches do not send these LOPs by due
         dates. As a result, the expenditure incurred by the branches does
         not get compiled and accordingly, their accounts are excluded from
         the statement of monthly accounts being submitted by PAO/CBI to
         the Principal Accounts Office as well as to Ministry of Finance,
         Department of Expenditure. Therefore, it is the personal
         responsibility of Cheque Drawing DDOs to ensure that LOPs with
         the concerned vouchers are sent to the PAO/CBI on due dates i.e.
         on 9th, 16th and 23rd of each month and on 3rd of the following
         month.

18.6         Plan Budget:        The Plan Budget is to be prepared under
         Major Head 2055-Police, Sub-head 00.101-Criminal Investigation
         and Vigilance, 01-Central Bureau of Investigation and Unit of
         Appropriation is 02.02-Modernisation of Training Centre, 02.02.50-
         Other Charges (Plan).

18.7           Control over expenditure: The Government of India, Ministry
         of Finance, Department of Expenditure has repeatedly advised to
         observe fiscal prudence and austerity.        The branches should,
         therefore, observe austerity. There should not be avoidable
         expenditure on travel, office expenditure, motor vehicles, purchases
         etc. The articles which could be repaired need not be replaced. Rush
         of expenditure particularly in closing month of the financial year is
         regarded as a financial irregularity.    Senior officers must closely
         monitor the expenditure of their own office and branches under
         their control. Necessary guidelines are contained in the DCBI‟s
         letter dated 05.12.2002, addressed to all J.D‟s/DIsG and SsP. The
         instructions contained therein must be followed strictly.



                                                                Page 120 of 498
19.            ALLOWANCES AND REWARDS/HONORARIA

19.1           Dearness Allowance

19.1.1          On the recommendations of Fifth Central Pay Commission,
         Dearness Allowance to all categories of Central Government
         employees is being sanctioned by the Government twice in a year, on
         1st January and 1st July based on the increase in the average
         monthly consumer price index for 12 months, taking into account the
         average on 1st January, 1996 as 306.33 points (Base Year: 1982 =
         100). The average increase is calculated up to December for grant of
         DA from 1st January and up to June for grant of DA from 1st July.
         Full (100%) inflation neutralization is provided uniformly at all levels.

19.1.2          Admissibility of DA -

               i.     Pay - DA is calculated on the basic pay (plus NPA and
                      stagnation increment). Special Pay, Personal Pay etc. are
                      not taken into account for this purpose.

               ii.    Admissibility during Leave - As in the case of Pay, DA is
                      admissible with reference to the rate of leave salary
                      drawn (element of special pay, personal pay, if any
                      excluded) during leave of any kind including Study
                      Leave. DA is not admissible during EOL since no leave
                      salary is drawn. In the case of Leave Preparatory to
                      Retirement (LPR), DA is allowed only for the first 300
                      days spent in India. DA is not allowed for any period of
                      LPR spent outside India.

               iii.   Encashment of         Leave Salary- In all cases where
                      encashment of leave salary is allowed in the case of
                      retirement etc. DA is admissible, for the entire period of
                      EL. Where encashment of HPL is admissible, DA will be
                      allowed for the first 300 days of EL and HPL combined.

               iv.    Admissibility during Suspension- DA will be drawn with
                      reference to the subsistence allowance.

               v.     Re-employed pensioner- DA is admissible based on pay
                      fixed on re-employment plus the non-ignorable part of
                      the pension.



                                                                  Page 121 of 498
                vi.    Fraction of D.A. - 50 paise and above should be rounded
                       off to the next higher rupee, and fraction below 50 paise
                       ignored.

19.2            House Rent Allowance & Compensatory (City) Allowance:

19.2.1           Classification of cities -Cities have been classified as 'A-1', 'A',
         'B-1', 'B-2' and 'C' for the purpose of Compensatory (City) Allowance
         and House Rent Allowance. CCA is admissible for 'A-1', 'A', 'B-1' and
         'B-2' only , while HRA is admissible for all the classified and also for
         unclassified cities.

19.2.2          House Rent Allowance/Compensatory (City) Allowance to
         Central Government employees shall be admissible at the following
         rates with effect from 01.08.1997:

                Compensatory (City) Allowance:

                 Pay Range (Basic Pay)              Amount of CCA in class of
                Cities.
                (Rs. per month)
                             '                      A-1'    'A'       'B-1'   'B-2'
                Below Rs. 3,000 p.m.                90      65        45      25
                Rs.3,000 p.m. to Rs. 4,499 p.m.     125     95        65      35
                Rs. 4,500 p.m. to Rs. 5.999 p.m.    200     150       100     65
                Rs. 6,000 p.m. and above            300     240       180     120

                House Rent Allowance:

                Classification of cities/towns      Rates        of    House          Rent
                Allowance
                       'A-1'                        30%     of    actual      basic    pay
                drawn
                       'A' 'B-1' 'B-2'              15%     of    actual      basic    pay
                drawn
                       'C'                          7.5%    of    actual      basic    pay
                drawn
                       Unclassified                 5% of actual basic pay drawn



                (i)    HRA and CCA are payable with reference to basic pay.
                       Pay plus NPA and Stagnation Increment, but not special
                       pay, personal pay etc.

                (ii)   Both the allowances (CCA/HRA) are admissible if the
                       place of duty of the government servant falls within the

                                                                        Page 122 of 498
         qualifying limits of the city/urban          agglomeration,
         irrespective of the place of residence.

(iii)    CCA/HRA are admissible during leave of all kinds other
         than terminal leave, but including study leave, and also
         during vacation, subject to a limit of 180 days of
         combined period of leave, vacation and holidays. Beyond
         this period, the allowances can be claimed only by
         furnishing certificate in the prescribed form for
         continuously residing in the place of duty/retention of
         the house paying full rent etc. If the leave is on medical
         certificate in the prescribed form, the allowances are
         admissible without the certificates up to 8 months.

(iv)     If a government servant does not join after leave due to
         invalidation/death, CCA/HRA paid for the leave period
         need not be recovered. In case of resignation, recovery
         should be effected before the resignation is accepted.

(v)      During the period of joining time on transfer, the
         allowances are admissible at the same rates at which
         they were drawn before transfer.

(vi)     During temporary transfer, the allowances are
         admissible upto 90 days at the rates applicable at the
         old station. Beyond this period the rates for the new
         station will be applicable. If a temporary transfer initially
         made for 90 days is later extended, CCA/HRA at the old
         rates are allowed up to the date of transfer order or 90
         days, whichever is earlier. For the period beyond 90
         days/after issue of extension order, the HRA is
         admissible as in the case of regular transfer.

(vii)    CCA/HRA are admissible for the period of suspension
         based on the pay drawn before suspension for a period
         of 180 days. Beyond this period, payment of the
         allowances will be, subject to the official's furnishing the
         prescribed certificates.

(viii)   In the case of training in India, if daily allowance is not
         drawn, CCA/HRA are admissible at the rates applicable
         to the headquarters station or training station,
         whichever is more favourable. If daily allowance is
         drawn, the CCA & HRA are admissible at the rates
         applicable at his headquarters. Even beyond 180 days
         when daily allowance is not drawn the CCA/HRA will

                                                      Page 123 of 498
                       continue to be drawn only at the rates admissible at his
                       headquarters.

19.3           Transport Allowance

19.3.1         The rates of transport allowance effective from 01.08.1997 are
            as under:



               Pay Scale               A-1/'A' class Cities          Other
               places
               (as classified for CCA)
               Rs. 8000-13500 & above        Rs.800                  Rs.400

               Rs.6500-6900 & above but          Rs.400              Rs.200

               below Rs. 8000-13500
               Below Rs.6500-6900                Rs. 100             Rs.75

               (i)     Transport Allowance is not admissible to a Central
                       Government employee who is provided with government
                       accommodation within a distance of one kilometre or
                       within a campus housing the places of work and
                       residence. Transport allowance is admissible subject to
                       furnishing a certificate that he has not been provided
                       with government accommodation within one kilometre
                       from the place of work or within a campus housing the
                       places of work and residence.

               (ii)    The allowance is not admissible to those employees who
                       have been provided with the facility of government
                       transport.

               (iii)   Transport allowance will not be admissible if an
                       employee is absent from duty for a full calender month
                       due to leave/training/tour. If absence covers part of the
                       month, it will be admissible for the full month.

19.4           Children's Educational Assistance (CEA)

19.4.1         Children's Educational Assistance is in the form of (i)
         Children's Educational Allowances, (ii) Reimbursement of Tuition
         Fees and (iii) Hostel Subsidy.

19.4.2          The Scheme for Children's Educational Assistance (CEA) is
         applicable, without any pay limits, to all Central Government servants

                                                                 Page 124 of 498
         including civilian employees paid out of Defence Estimates, State
         Government servants on deputation with Centre, and Industrial
         employees of the Central Government and admissible to Central
         Government servants on deputation to State Governments and
         Central Government staff on foreign service, if the terms include
         provision for CEA. The Scheme is not applicable for contract staff,
         casual and part time staff and staff paid from contingencies.

19.4.3         General Conditions :

               I.     If both husband and wife are Central Government
                      Servants, the allowance will be admissible to only one of
                      them. If either of them is employed in other
                      organizations outside the Central Government, CEA will
                      be allowed to the government servant only, if similar
                      allowance is not granted to the spouse and a declaration
                      to that effect is furnished.

               II.    The allowance will be admissible in respect of the
                      employee's child, including stepchild/adopted child
                      studying in a recognized school, and is between the age
                      of 5 years and 20 years. However, if the child completes
                      the age of 20 years in the middle of an academic year,
                      the allowance will be allowed till the end of that
                      academic year. CEA will not be admissible for a child for
                      more than two academic years in the same class.
                      Regular attendance is an essential condition. If the
                      period of absence exceeds one month without proper
                      leave, the allowance is not payable even if the child
                      continues to be on the roll of the school.

               III.   The allowance will be admissible to the government
                      servant while on duty, on leave (including Extra
                      Ordinary Leave) or under suspension, but not
                      admissible for the period treated as 'dies non'.

               IV.    In the case of quitting service on resignation/
                      retirement/ discharge/ dismissal/ removal, during the
                      course of an academic year, the allowance will be
                      admissible up to the end of that academic year.

               In the case of death of the government servant while in service,
         the CEA/RTF/Hostel Subsidy will be admissible even after academic
         year subject to observance of other conditions of its grant if the
         spouse of the deceased is not employed in service of the Central
         Government, State Government, Autonomous Body, PSU, Semi-
         Government Organization, such as Municipality, Port Trust Authority
                                                                Page 125 of 498
         or any other organization partly or fully funded by the Central
         Government/State Government.

                CEA/RTF/Hostel subsidy will be admissible up to a maximum
         of three children at a time, born up to 31.12.1987 and restricted to
         two children at a time, born thereafter. This limit is inclusive of the
         children for whom hostel subsidy is availed.

               CEA is also admissible for children who are in receipt of
         scholarship. If freeship is awarded, reimbursement of Tuition
         Fee/Hostel Subsidy will be limited to the extent of fees actually paid.

19.5           Overtime Allowance

19.5.1           The     Fifth   Central   Pay    Commission      recommended
         discontinuance of overtime allowance except for staff car drivers,
         operational staff and industrial employees. The Government has,
         however, decided to continue status quo in regard to payment of
         overtime allowance subject to a review of the matter to make the
         eligibility for overtime allowance more restrictive and commensurate
         with the interest of government work. The payment of OTA may
         continue to be made as per the existing orders on the basis of
         notional pay admissible to the concerned government servant in the
         pre-revised scales of pay/pay slab as laid down in the existing orders.
         These instructions are applicable until further orders.

19.5.2         Eligibility -

                 Non-gazetted employees drawing pay upto Rs. 2200/- p.m. in
         pre-revised scales of pay (including special pay, personal pay etc.) are
         eligible.

19.5.3         Emoluments

              Pay as defined under FR 9(21)(a) plus Dearness Allowance,
         CCA and Hill Compensatory Allowance.

19.5.4 Competent Authority to sanction OTA:

                Head of Office or any other officer of a rank not lower than
         that to Head of Office in respect of staff working under his control.

19.5.5         Condition for grant of overtime allowance

             The following deductions should be made in calculating the
overtime allowance:


                                                                  Page 126 of 498
               (i)     the normal one hour of free work;
               (ii)    the time by which the concerned employee attends office
                       late; and
               (iii)   actual time taken for lunch break.

19.5.6        Maximum limit- The OTA in a month should not exceed one-
       third of monthly working hours.
                    .
19.5.7        Overtime Register - Overtime Register in the prescribed form
       should be maintained in each office. Entries are to be made as and
       when overtime work is authorized and performed by the official.

                For detailed information, reference may be made to the
         instructions/orders on overtime allowance to Central Government
         employees.




19.6           Reimbursement of Conveyance charges

               Re-imbursement of conveyance charges is allowed for local
         journeys within municipal limits of the city in which headquarters of
         government servant is situated. The re-imbursement is governed by
         the provisions contained in the Delegation of Financial Power Rules,
         1978.

19.6.1           Conditions for re-imbursement of conveyance charges :

         a)    The conveyance hire actually paid may be re-imbursed to a
               gazetted government servant who performs a journey, in public
               interest, within the municipal limits of the city in which his
               headquarters is situated, in a conveyance when a staff car is
               not available.

         b)    For non-gazetted staff, reimbursement will be allowed, if no
               other form of compensation e.g. compensatory leave, overtime
               allowance etc. is availed by them.

         c)    If more than one officer are required to proceed to a particular
               place on official duties, they shall share one conveyance.

         d)    Reimbursement will be at the scheduled rate of charges for the
               conveyance used.

         e)    Expenditure will be met from contingent charges.



                                                                Page 127 of 498
         f)    The total amount of conveyance hire re-imbursement to a
               government servant whether gazetted or non-gazetted in any
               one month shall not exceed Rs. 150/-. To keep a watch on
               maximum limit of reimbursement of conveyance hire, a
               suitable register may be maintained by the DDOs.

19.7             Grant of Cycle (Maintenance) Allowance

         (i)    Heads of Departments may sanction Cycle allowance at the
         rate of Rs.30 p.m. if the duties assigned to a post require extensive
         touring at or near the headquarters and maintenance of cycle is
         essential. No travelling allowance will be allowed within a radius of 8
         kms. For journeys beyond 8 kms. and below 16 km, T.A. will be
         admissible if the journey is performed by other modes and if the place
         visited is outside local jurisdiction. For journeys beyond a radius of
         16 kms. T.A. will be admissible under normal rules.

         (ii)   For any period of more than one month at any time, if the cycle
         is not maintained or used, the allowance is not admissible for that
         period. The Cycle Allowance may be sanctioned initially for a period
         not exceeding two years at a time. The allowance is sanctioned with
         reference to posts and not the individual incumbents.

19.8           Travelling Allowance (T.A.)

19.8.1         T.A. Rules.

         a) a) Travelling Allowance Rules are provided in Supplementary
            Rules made by the President under FR 44.

         b) b) Classification of employees in Pay ranges:

                 With effect from 01.10.1997, government servants are classified
         into five groupings based on their pay as under. 'Pay' includes Basic
         pay plus NPA and Stagnation Increment only (Special Pay, Personal
         Pay etc. not included).

               Rs.16,400 and above.
               Rs.8,000 and above, but less than Rs.16,400.
               Rs.6,500 and above, but less than Rs.8,000.
               Rs.4,100 and above, but less than Rs.6,500.
               Less than Rs.4,100.

19.8.2           Regulation    of    Supplementary      claims            when
                 promoted/reverted/pay revised retrospectively.

         a)    Except when there has been actual changes of duties, T.A.
         claim already settled should not be revised consequent on
                                                                 Page 128 of 498
         promotion/reversion or revision of pay retrospectively in respect of the
         period intervening between promotion/reversion and date of issue of
         orders.   If the claim is preferred after the issue of orders of
         promotion/reversion/pay revision retrospectively, the same may be
         allowed with reference to the revised pay.

         b)     Where the pay is yet to be fixed, the claim may be preferred
         after the pay fixation. The Head of Department may relax the
         provisions of SR 194-A, if due to this reason the claim becomes one
         year old. If the claim is preferred before fixation of pay, the same will
         be allowed on the basis of pre-revised pay.

         c)     In the case of late authorisation/drawal of increments with
         retrospective effect other than those where increment withheld,
         revision of T.A. claim is permissible. Supplementary T.A. claim may
         be admitted on the basis of enhanced pay including the increment
         and amount already drawn will be adjusted.



19.8.3         Different kinds of Travelling Allowances

               The following are the different kinds of Travelling Allowances
         admissible under different circumstances:

         (a)   Permanent Travelling Allowance.
         (b)   Conveyance Allowance.
         (c)   The actual cost of travelling.
         (d)   Mileage Allowance.
         (e)   Daily Allowance.

                Among the above, Mileage Allowance and Daily Allowance are
         applicable for T.A. on tour and transfer.

         (a)   Permanent Travelling Allowance

                A permanent monthly travelling allowance is granted to a
         government servant whose duties require him to travel extensively.
         This allowance is granted in lieu of other forms of T.A. for journeys
         within his sphere of duty and will be drawn all the year round,
         whether he is absent from his headquarter or not.             However,
         permanent travelling allowance is not admissible for periods of leave,
         temporary transfer or joining time. It is also not admissible, if in any
         particular case, T.A. of any other kind is drawn.

         (b)   Conveyance Allowance


                                                                  Page 129 of 498
       A monthly conveyance allowance is admissible to a Central
Government servant who is required to travel extensively at or within
a short distance from hqrs. but not eligible for daily allowance. The
rates and conditions governing the grant of allowances are contained
in Government of India order No. (1) below SR 25.

Terms and      Conditions    for   grant   &   drawal   of     conveyance
allowance

i)     For initial fixation of Conveyance Allowance, the officer is
required to maintain, for at least three months, a log-book of journeys
qualifying for the allowance. A longer period may be prescribed by the
sanctioning authority. The log book should contain the details
regarding places visited, distance covered, purpose of visit and mode
of conveyance used. Journeys within 16 kilometers of the place of
work should be recorded.

ii)     No allowance shall be admissible unless the average monthly
travelling on duty is more than 200 Kms.

iii)   Journeys between the residence and normal place of duty shall
not be included.

iv)   Journeys on foot or by bicycle will not qualify for grant of
allowance.

v)     The officers who are granted conveyance allowance under these
rules will not be entitled to any other travelling allowance for journeys
upto 16 kms.

vi)     The allowance at the rate prescribed under these rules for
journeys performed by own motor car will be admissible in the case of
officers with pay of Rs. 2800/- (pre-revised) or more and who own,
maintain and use motor car for official journeys within a distance of
16 kms.

vii)  If the motor car is not maintained or remains out of order for
any period exceeding 15 days at a time, the conveyance allowance is
not admissible for that period.


viii)  The allowance is not admissible during joining time, leave
(including holidays prefixed/suffixed), temporary transfer and when
away from headquarters on tour for a period of 15 days or more.


(c)   Actual Cost of Travelling

                                                             Page 130 of 498
                The Toll tax charged at any station by the Municipality,
         Corporation etc. limited to the amount actually paid may be allowed
         to a government servant proceeding on tour to that station in addition
         to the Travelling Allowance admissible, if toll tax for that station is
         reimbursed by the State Government concerned to their employees
         under their own TA Rules (SR-53-A).

         (d)   Mileage Allowance.

         (i)   A mileage allowance is an allowance calculated on the
         distance travelled which is given to meet the cost of a particular
         journey    which includes fare paid for the rail/steamer/road/air
         journey and Daily Allowance at the rates prescribed for the period of
         journey to meet on the way expenses (SR-29).

         (ii)   Principles of calculation: Mileage allowance is calculated for the
         journey by the shortest of two or more practicable routes between
         places. However, if the route is not shortest but is cheaper, mileage
         allowance is calculated on the route actually used. When there are
         two or more routes and the difference in terms of time and cost is
         not great, mileage allowance should be calculated for the route
         actually used (SR-30).

         (e)   Daily Allowance.

                Daily allowance is a uniform allowance for each day of absence
         from headquarters, which is intended to cover the ordinary daily
         charges incurred by a government servant in consequence of such
         absence (SR-49).

                Daily allowance is admissible at the rates which are revised
         from time to time. The rates are different for different slabs and they
         also vary depending on whether the government servant stayed in a
         hotel or Government/Public Sector Guest House or made his own
         arrangement. (GOI (I) below SR-51).

19.9             Travelling Allowance on Transfer. (SR 2(18) & SR 114)

19.9.1          Transfer' means the movement of a government servant from
         one headquarters station in which he is employed to another such
         station either to take up the duties of a new post or due to change of
         headquarters. T.A. is drawn by a government servant only, if the
         transfer is in public interest. A transfer at his own request is not
         treated as a transfer for the public convenience unless the authority


                                                                  Page 131 of 498
         sanctioning the transfer, for special reasons to be recorded, otherwise
         directs.

19.9.2          A government servant in transit from one post to another ranks
         in the grade to which the lower of the two posts would entitle him (
         SR-19).

19.9.3          Transfer T.A. is allowed to family members existing on the date
         of transfer and not for any member added to the family thereafter.
         The number of fares admissible will be as on the date of the journey.

19.10          Entitlement on Transfer

               The entitlements from 1.10.1997 in case of transfers involving
         a change of station located at a distance of more than 20 kms. from
         each other:

               (a)    Composite Transfer Grant equal to one month's basic
                      pay;
               (b)    Actual fare for journey by rail/steamer/air/road for self
                      and family;
               (c)    Cost of transport of personal effects;
               (d)    Cost of transport of conveyance; and
               (e)    One additional to and fro fare by entitled class to the
                      government servant, on transfer, if he has to leave the
                      family behind, due to non-availability of government
                      accommodation at the new station.

19.11          Temporary Transfer

               (a)    Every transfer which is for a period not exceeding 180
                      days is considered as       'Temporary Transfer'.    The
                      transfer order should specify whether it is a regular
                      transfer or temporary transfer not exceeding 180 days.
                      Journeys from headquarters to the station of deputation
                      will be treated as on tour for regulating TA and full DA
                      for a maximum of 180 days will be allowed.

               (b)    If a regular transfer initially made is revised as
                      temporary transfer, the transfer T.A. already drawn
                      should not be changed to the disadvantage of the official.

               (c)    If a temporary transfer initially made for a period not
                      exceeding 180 days is revised as regular transfer, full
                      transfer T.A. will be admissible adjusting the TA drawn


                                                                 Page 132 of 498
                     but the daily allowance drawn for the days of halt till
                     the date of issue of order will not be so adjusted.

19.12         T.A. for journeys on transfer within the same station or to
              a station at a distance of not more than 20 kms.

              In case of transfer within the same station or within a short
        distance from the old headquarters, the entitlement will be as under :




              Transfer within same station

              (a)    No T.A. will be admissible, if no change of residence is
              involved.
              (b)    If there is a change of residence as a result of transfer,
              only the following reimbursements may be allowed:

                     (i)    Composite Transfer Grant     equal to one-third of
                     basic pay;

                     (ii)  Actual cost of conveyance for self and family but
                     not exceeding the road mileage allowance admissible for
                     regular transfer;

                     (iii)  Actual cost of transportation of personal effects
                     not exceeding the amount admissible for regular
                     transfer.

19.13           TA entitlement to government servants deputed to
                undergo training courses.

19.13.1       (i)    Government servants deputed for training will  be
                     entitled to    T.A. as on tour. However, the Daily
                     Allowance will be admissible as under :

                     (a)   When boarding and lodging are not provided -
                           First 180 days          ...           Full D.A.
                           Beyond 180 days         ...           Nil.

                     (b)      Training Institutes where boarding and lodging
                     facilities exist (including cases where a mess run on co-
                     operative basis is available at the centre) -
                              First 30 days       ...             Full D.A.
                              Next 150 days             ...             Half
                              D.A.

                                                                Page 133 of 498
                            Beyond 180 days           ...            Nil.

                      (c)   (c)     when boarding and lodging are compulsory
                            and provided at fixed rates, special allowance is
                            calculated as under:
                            Outstation      Actual
                            participants    expenditure on
                                            boarding     and Irrespective of
                                            lodging     plus the period of
                                            one fourth of Training course
                                            full D.A
                            Local           Actual
                            participants    expenditure on
                                            boarding     and
                                            lodging only.

               (ii)   Halt at training station will be treated as continuous
                      despite a trainee is required to proceed on tour to
                      another station during training.
              (iii)   No TA is admissible to government servant for training
                      at the Centre/Institution located at their Hqrs.

19.14         Journey to give evidence during suspension or to attend
              courts or departmental enquiries.

               Travelling Allowance for journey on tour (without D.A. for halt
        except where specifically mentioned) is admissible in the following
        cases:

19.14.1       Government servant himself an accused or facing an
              enquiry

        (a)    Where a government servant under suspension or not for
        performing journey to attend Police/CBI enquiry under the direction
        of or with the approval of the Head of Office.

        (b)   A government servant appearing before the Enquiry Officer in a
        case against him.

        (c)    Where a government servant under suspension for appearing in
        a Court of Law as an accused, if later on he is acquitted and re-
        instated in service and if the legal expenses incurred are reimbursed
        to him; TA for journey on tour may also be reimbursed by the
        administrative Ministry concerned.

        (d)   A government servant on duty/leave/suspension for journey
        undertaken to stations where official records are made available for
        inspection: D.A. up to 3 days allowed: period of journey treated as

                                                               Page 134 of 498
      duty/leave/suspension depending on whether as the official was on
      duty/leave/suspension.

                    (d)    Advance of travelling allowance is admissible for
                           officials under suspension to attend enquiry at an
                           outstation including D.A. for the number of days
                           specified by the Enquiry Officer.




19.14.2      To give evidence on facts coming to his knowledge in the
             discharge of public duties

      (a)   A government servant to give evidence on facts coming to his
      knowledge in official capacity in a criminal case, a case before a
      Court-martial, or a civil case to which government is a party or a
      departmental enquiry any fees received from Court (except
      conveyance expenses for journeys up to 8 kms) should be credited to
      government persons on leave also entitled to travelling allowance from
      and to the place from which he is summoned as if he was on duty.

      (b)   A government servant to produce official documents or to give
      evidence in official capacity in civil cases T.A. should not be accepted
      from Courts; controlling officer concerned will make payment of T.A.
      to the government servant and recover from the Court the
      reimbursement in full for credit to government account.

      (c)    When summoned by Criminal Courts to give evidence in official
      capacity, T.A. will be paid by the department, if the State is a party to
      the case. In other cases, payment will be made by the Courts.

19.14.3     Travelling allowance to witnesses, Presenting Officers and
            Defence Assistants.

      (a)   T.A. is admissible as on tour to persons called to appear before a
            departmental enquiry as a prosecution witness, defence witness,
            presenting officer or defence assistant and will be paid by the
            department where the official is working

      (b)   A government servant called to give evidence on facts coming to
            his knowledge when he was not in service is also entitled to T.A.

      (c)   Defence Assistant is entitled to T.A. for inspection of documents
            also.


                                                               Page 135 of 498
19.14.4         Travelling allowance to retired government servants.

        (a)     Retired government servant required to attend a departmental
                enquiry against him. No advance of tranvelling allowance is to
                be paid.

        (b)     For perusal of documents in such cases, TA including D.A. up
                to 3 days is also allowed.

        (c)     For attending Courts in judicial proceedings against the retired
                official, T.A. will be allowed, if he is honourably acquitted by
                the Court.

        (d)     For attending Courts to give evidence in departmental case on
                facts which have come to his knowledge, in discharge of his
                duties while in service, or to present the case or to act as
                complainant, T.A. as on tour including D.A. for halts is allowed.
                The entitlements will be with reference to the post held by him
                before retirement. The grant of travelling allowance will be
                subject to production of a certificate from the Court that he has
                not been paid travelling allowance by the Court.

          (e)   For appearing as Defence Assistant, T.A. is allowed as per sub-
                para 19.14.2 above.

19.15           Issue of Air Vouchers

                Air Vouchers are issued to the officers of CBI who are either
        entitled or allowed to travel by air. The officers obtain their tickets
        from the Indian Airlines Corporation or Air India International, on the
        authority of the air vouchers. The Corporation sends its invoices to
        the Head Office for payment. The invoices are scrutinized and got
        verified from the officers who have travelled. It has also to be checked
        with reference to the particular TA Bills, that the amount has not
        been claimed in TA Bill, though the journey has been performed by
        Air Vouchers.

               Payment orders are recorded on the invoices and signed by
        AO(A) in respect of Head Office staff. A bill is prepared and submitted
        to the Pay and Accounts Office requesting them to issue a cheque for
        the amount claimed in the bill in favour of the Accounts Officers,
        Indian Airlines Ltd. or Air India Ltd. as the case may be.

             Similar procedure also should be followed by Branches using
Air Vouchers.


                                                                  Page 136 of 498
19.16         Railway Warrants

                Railway Warrant facility is presently available to the
        Gazetted/Non-Gazetted Police Officers. This facility has now been
        extended to CBI personnel working in different ranks in
        Legal/Ministerial/Technical cadres to perform their journey by rail on
        official duties. The branches are authorised to issue Railway Warrants
        to the eligible staff for performing the official duty. The bills/claims
        of railway warrants are raised by the chief Accounts Officers of the
        respective Railways and are paid from the Budget Grants of CBI. A
        register has to be maintained in the form SPE G.26 for issue of
        Railway Warrants and the same has to be got verified from the
        Controlling Officer of D.D.O. Safe custody of Railway Warrants forms
        should be ensured by the Head of Office. The Officer issuing the
        Railway Warrants should satisfy himself that the journeys have been
        performed by the Officer in whose favour the Railway Warrant was
        issued.



19.17         Leave Travel Concession (LTC)

              Provisions for leave travel concession are outlined in the
        Central Civil Services (Leave Travel Concession) Rules, 1988.

19.17.1       Extent of application

               LTC Rules are applicable to all Central Government servants
        including Civilians in Defence Services, Members of All India Services,
        State Government servants on deputation with Centre, Contract staff,
        re-employed Government servant, SAS, Apprentices and Officers of
        Autonomous Bodies on deputation with Centre. These rules are not
        applicable to casual, part-time, Staff paid from contingencies,
        Railway/Armed Forces Services, National Airways and those eligible
        for any other form of Leave Travel Concession.

19.17.2         Scope

            The concession is admissible to a government servant himself
 and his family.

19.17.3         Admissibility

        (a)   LTC is admissible only on completion of one year continuous
              service on the date of commencement of journey. Persons
              appointed on ad hoc basis are also covered by this provision.


                                                                 Page 137 of 498
      (b)   State government servants on deputation with Central
            Government are eligible for the concession on completion of
            one year's service under the Central Government. However, this
            is, subject to the certificate by the appropriate Administrative
            Authority that the employee concerned is likely to continue to
            serve under the Central Government for a period of at least two
            years in the case of LTC to Home town and at least four years
            in the case of LTC to visit any place in India to be reckoned
            from the date of joining the post under the Central
            Government.

      (c)   In the case of contract officers where the initial contract is for
            one year and later extended, the total duration of the contract
            will be taken into account for the purpose of LTC.

      (d)   In the case of persons re-employed immediately, after
            retirement without any break, the period of re-employed service
            will be treated as continuous with the previous service,
            provided LTC would have been admissible to the re-employed
            officer had he not retired but continued in service.

19.17.4     Types of Leave Travel Concessions

      (a)   LTC to visit Home town is allowed once in a block of two-years.

      (b)   LTC to visit any place in India once in four years is in lieu of
            one of the two Home town LTCs available in that block.

      (c)   Both the LTCs can be availed of irrespective of the distances of
            places from the headquarters. Against the particular four-
            years block, one can avail the concession to visit (i) Home town
            during each of the two-year block or (ii) Home town during one
            block and All India LTC during the other block.

19.17.5       Carry over of leave travel concession

            LTC of either type not availed till the end of the particular block
      of two-year can be availed during the succeeding year. The date of
      commencement of outward journey only is taken into account for this
      purpose.

19.17.6       Declaration of Home town.

      (a)   The government servant should declare his home town to the
            Controlling Officer in the prescribed form as soon as he joins
            service. Such declaration duly accepted by the Controlling

                                                               Page 138 of 498
                Officer should be kept in the service book and the receipt of the
                declaration entered. No detailed verification is necessary before
                accepting declaration initially.

        (b)     Change of Home town. - The "Home town" once declared can be
                changed once during the service and accepted by the Head of
                Department.

               The following criteria, one after the other, may be applied
        before the change is accepted:

        (i)     whether the place declared is the one which requires his
                physical presence at intervals for discharging domestic/social
                obligations and whether he had been visiting the place
                frequently;

        (ii)    whether the government servant owns residential property in
                that place or whether he is a member of a joint family having
                such property there;

        (iii)   whether his near relations are permanently residing in that
                place;

        (iv)    whether prior to his service he was residing there.

19.17.7         Declaration of place of visit under leave travel concession
                to any place in India

              Before availing LTC, prior intimation to the Controlling Officer
        is necessary. The declared place of visit may be changed before
        commencement of journey with the approval of controlling officer.

19.18           Cash Compensation

               The Executive Personnel of CBI are required to work on
        Saturdays, Sundays and Holidays. They are granted Cash
        Compensation in lieu of the aforementioned extra work @ 2 ½ days
        for every completed month of service subject to a maximum of 30 days
        once in a calendar year. The method of getting information with
        regard to number of days/dates on which an employee has attended
        office work on holidays during a particular month may be evolved by
        the Branch SsP of CBI themselves. EL/Commuted leave etc. have no
        effect on the grant of cash compensation. However, if a person is on
        any kind of leave for more than 30 days, the question of calculation of
        cash compensation for that particular month does not arise.


                                                                  Page 139 of 498
19.19          Rewards and honoraria

19.19.1        Rewards :

                Cash rewards are given to the executive and prosecution staff
          for special achievements. These should not be sanctioned for routine
          work. The sanctioning authority should sanction rewards only in
          respect of officers/staff working under their administrative control.
          If any officer intends to sanction reward to any officer not working
          under his administrative control, he may send his recommendation
          with full justification to the concerned competent authority for
          consideration and orders with regard to sanction of rewards to such
          officer. The order sanctioning rewards would be issued by the unit
          where the officer is working at the time of disbursal. In terms of HO
          Circular instructions dated 26.12.97 and 20.05.98 (enclosed as
          Annexure-XI(A) & (B) ), powers for grant of rewards to an officer on a
          single occasion subject to the overall annual ceiling has been
          specified for compliance by all the officers of CBI as specified below
          :-
                      Rank         SP/AD/AIG DIG/DD JD               AD/SD     Max       Annual
                                                                               ceiling
                      Constable 500              750        1250     1500      5000       7000*
                      Hd.          600           1000       1500     1750      7500       8000*
                      Constable
                      ASI          750           1250       1750     2000      8500       9000*
                      SI           1000          1500       2000     2250      10000      -
                      Inspector 1500             1750       2250     2500      12250      -
                      APP          -             -          2000     2500      12000      -

               * Additional Maximum ceiling in respect of Constable/Hd.
               Constable/ASI performing driver duty.

19.19.2        Reward to RSO, Junior Engineer, CPWD, Telephone Operator
          Assistant(MTNL) can also be sanctioned by SP/Asstt.Director/
          AIG/DIG/Dy.Director, Joint Director, Addl.Director, Special Director
          subject to the limits prescribed in terms of HO Circular dated
          23.11.98 (See Annexure-XII(A)).

19.19.3         Rewards to the Group 'A' Gazetted Officers of CBI i.e. DSP and
          PP can be sanctioned by Director on the recommendation of the
          Reward Committee constituted for the purpose which is headed by
          the SDCBI or ADCBI as its Chairman, JD(A) and Director of
          Prosecution, CBI as members, subject to the limits of Rs. 5,000/- in
          a particular case with overall ceiling of Rs. 15,000/- per annum
          prescribed by the government in terms of Head Office Circular
          instructions dated 28.09.2000 (See Annexure-XII(B)). Reward to the
          officers of Government Departments other than CBI(Non Gazetted)

                                                                 Page 140 of 498
          can be sanctioned by Addl.Director, Special Director and Director,
          CBI only.

19.19.4        Accident free reward for driving the vehicles - Reward of
          Rs.750/- can be granted to an individual in a financial year for
          accident free driving on completion of every 5000 kms run of a
          government vehicle for its good maintenance and economy of fuel
          consumption etc.

19.20             Honorarium :

               Remuneration to an employee from the consolidated fund of
        India for special work of an occasional or intermittent character is
        termed as "Honorarium".

               Honorarium should be granted to an individual for exceptional
        work and not for work of routine nature. Powers have been delegated
        to CBI Officers for grant of honorarium to an individual on a single
        occasion subject to the prescribed ceiling limit of Rs.2500/- in a
        financial year. Powers for grant of maximum honorarium to an
        individual in a financial year has been delegated to Director, CBI to
        Rs.2500/- . No honorarium to any Casual Worker is admissible.

19.20.1            Payment of honorarium is subject to the following conditions:

          (i)      The work must be undertaken with the prior consent of the
                   competent authority.
          (ii)     Amount of honorarium to be paid should be settled in
                   advance.
          (iii)    The work is either so laborious or of such special merit as to
                   justify grant of a special reward.
          (iv)     The competent authority may pay due regard to the general
                   principles enunciated in FR.II.
          (v)      The sanctioning authority shall record the fact mentioned at
                   (iv) above in writing. The reasons justifying the grant of extra
                   remuneration shall also be recorded.

19.20.2            No honorarium is admissible for the reasons mentioned
                   below:

          (i)      Compilation of demand for grants and preparation of budget
                   estimate (Except Budget work of the Budget division of
                   Department of Economic Affairs).
          (ii)     Dealing with parliament questions.
          (iii)    Convening of DPCs for confirmation, promotion etc.



                                                                    Page 141 of 498
(iv)      Incentives to personal staff of Ministers or to other officers
          and staff for meritorious work such as working for long
          hours.
(v)       Condemnation and disposal of unserviceable office stores.
(vi)      Work relating to the issue of award of printing contract.
(vii)     Closing of annual GPF accounts/Preparation of GPF
          statements (Except in the Indian Audit and Accounts
          Department where these items of work have not been taken
          into account while fixing staff norms).
(viii)    Calculation of Income Tax.
(ix)      Work relating to the reviewing, weeding and transfer of old
          records.
(x)       Preparation of bills for payment of bonus.
(xi)      Preparation of annual reports.
(xii)     Preparation of bills for D.A. arrears.
(xiii)    Preparation/Typing of lists of files to be sent to departmental
          record room/National Archives and similar other typing work.
(xiv)     Stock verification of stationery stores.
(xv)      Supervising the job of vacating the stores and arranging
          segregation.
(xvi)     Opening new pay bill ledgers.
(xvii)    Taking out photocopies of various documents.
(xviii)   Special work in arbitration case.
(xix)     Work relating to confidential reports.
(xx)      Work relating to allotment of residential accommodation.
(xxi)     Work relating to preparation of CGHS Cards.
(xxii)    (xxii) Normal work relating to the Hindi translation.
(xxiii)   (xxiii) Performing work relating to clearance drives.
(xxiv)    (xxiv) Exemplary work of commendable nature and devotion
          to duty.
(xxv)     Work connected with celebration e.g. anniversaries of setting
          up of Autonomous Bodies/Organisations etc. under
          Ministries/ Departments.




                                                          Page 142 of 498
20.            ADVANCES


20.1            Advances are provided to the government servant for catering
         to his personal needs and/or to finance the acquisition of assets. It is
         an important welfare measure and contributes towards keeping up
         the morale. Under the provisions of General Financial Rules, 1963,
         two types of advances, namely, interest free advances and interest
         bearing advances can be sanctioned to a government servant, who is
         otherwise eligible under the relevant rules.

20.2           Interest Free Advances

20.2.1         Festival Advance

                   Sanctioning Authority          :     Head of Office- Rule
                   236(GFR)
                   Festivals                      :      To be selected by Head
                                                         of Department {See
                                                         GID(l) below Rule 236
                                                         (GFR)}

                   Amount of Advance              :      Maximum Rs 1500/-
                                                         ( Rule 241 (GFR)

               Eligibility:

               a)      Non Gazetted staff whose basic pay does not exceed Rs
               8300 p.m (Rule 236 GFR).
               b)      Employees on EL/Maternity leave are also           eligible
               (Rule237-GFR).
               c)      Employees who have taken advance to visit hill station
               in summer as a member of government sponsored party are not
               eligible for festival advance, in that financial year.
               d)      Contingent staff are not eligible (Explanation below Rule
               236-GFR).
               e)      Temporary staff not likely to continue for at least 6
               months after drawing advance are not eligible (Rule 240-GFR).
               f)      Employees under suspension are not eligible (Rule 237-
               GFR).
               g)      Employees on half pay leave or extraordinary leave or
               LPR at the time of disbursement are not eligible (Rule-237-
               GFR).


                                                                  Page 143 of 498
                    Employee transferred during the year should certify non-
              drawal of advance in the previous office in that year - GID (1)
              below Rule 238-GFR.

              Conditions :

              a)     The advance is admissible only once in a financial year
              even if the festival falls twice in a year ( Rule 238 GFR).

              b)     Second/subsequent festival advance will be granted only
              if previous festival advance or advance for visit to hill station
              has been recovered in full.

              c)    Should be drawn before the festival.      The time-lag
              between dates of drawal and disbursement to be reduced to the
              minimum (Rule 242 and GID below Rule 244-GFR).

              d)     In case of temporary employees a surety bond from a
              permanent employee having equal or higher status is needed.
              The surety bond is cancelled on the employee attaining
              permanent status. The requirement of surety bond can be
              waived, if recovery of advance can be done during temporary
              service of employee.

              Recovery:

              a)     Should commence with the issue of pay for the month
              following that in which the advance is drawn (Rule 244-GFR).
              b)     Not more than 10 monthly instalments (Rule 243-GFR).

20.2.2        Natural calamities ( Flood/Drought/Cyclone advance)

              Sanctioning Authority      : Head of Office (Rule 247-GFR)

              Amount of advance : Maximum of Rs 2500/-

              Eligibility    :

               Non gazetted employees whose movable/immovable property
         has been substantially affected/damaged in an area affected by
         natural calamity.

              Conditions :

              a)     Concerned State Government should have declared the
              area    having   been    affected by    natural   calamity

                                                                Page 144 of 498
               (flood/drought/cyclone) and granted financial assistance to
               their employees in such area.
               b)      Application must be given in Form - GFR-37 within
               three months from the date of orders declaring natural
               calamity.
               c)      An employee applying for the advance has to give a
               declaration of the damage caused to his movable/immovable
               property due to natural calamity. If the employee‟s declaration
               is later found untrue, he shall be liable for disciplinary action.

               Recovery :

               a)    In maximum 25 equal monthly instalments with effect
               from the second issue of pay after advance is drawn.

20.2.3         Advances for training in Hindi through correspondence
               courses

               Sanctioning Authority      :      Head of Office

               Amount of advance          :      Rs 150/-

               Eligibility :

               a)     Employees whose training in Prabodh/Praveen/Pragya
               is obligatory and who undergo the training through
               correspondence course conducted by the Central Hindi
               Directorate.

               Conditions :

               a)     Advance is granted three months after start of the
         course.
               b)     Employee should make satisfactory progress (Head of
               Office may seek a certificate from the Directorate).

               Recovery :

               a) a) Advance will be adjusted in cash award received by the
               trainee, if he passes and by recovery in four instalments from
               pay, if he fails.




20.2.4        Advance for Training in Hindi Typewriting and Stenography

              Sanctioning Authority       :      Head of Office

                                                                  Page 145 of 498
               Amount of advance For :          Rs 100 or 6 months fee
               Hindi Typewriting                whichever is less

               For Hindi Stenography     :      Rs 200 or 12 months fee
               Eligibility :                    whichever is less

               Employees for whom training in Hindi Typewriting or Hindi
         Stenography is obligatory and who are eligible for grant of lumpsum
         award on passing the examination after training.

               Conditions :

               a)     The advance is granted for payment of fees to a private
               institution.
               b)     The advance is granted three months after admission.
               c)     The employee should make satisfactory progress.

               Recovery :

               a)    The advance will be adjusted against the lumpsum
               award admissible on passing the examination.
               b)    If the employee does not pass the examination, the
               advance shall be recovered from his pay in 4 equal instalments.

20.3           Other Interest Free Advances

20.3.1        Advances on transfer:

                Advance of pay and travelling allowance is sanctioned under
         GFR 222 in the case of transfers in public interest. For mutual
         transfers specifically ordered at the request of the government
         servant, these advances are not admissible.

20.3.2        Advance of Pay:

               One month‟s pay in the old post or in the new post, whichever
       is lower, may be sanctioned as advance of pay on transfer. In case
       where headquarters of an office are shifted as a result of government
       policy, two months‟ pay may be sanctioned as advance. The advance
       of pay, if not drawn at the old station, may be drawn at the new
       station. Advance of pay is not admissible for temporary transfers (Rule
       223, GFR and GIDs 2 and 4).


20.3.3         Advance of T.A. on transfer:




                                                               Page 146 of 498
               An advance not exceeding the travelling allowance admissible
         to the government servant may be sanctioned, including the T.A. for
         family members whether they accompany the government servant or
         follow him within the permissible time. However, if the government
         servant avails TA advance for self, only drawal of a second advance for
         the family is permissible separately for the travel of the family
         members within 6 months in normal transfer cases and within 12
         months in the case of change of headquarters (Rule 223, GFR, GID 3).


20.3.4         T.A. advance on retirement:


               A retiring government servant is entitled to T.A. Advance as on
         transfer, to proceed to the place of permanent settlement, only if the
         journeys are performed during leave preparatory to retirement (LPR).
         No advance can be sanctioned for the journeys to be performed after
         retirement (Rule 224, GFR).


20.3.5         T.A. advance on Tour:


               The amount of advance to be sanctioned is „to cover the
         travelling expenses‟ including fares, incidental charges, road mileage
         and D.A. generally for one spell of tour. In the case of prolonged tours
         in the interior places which are difficult of access, advance may be
         sanctioned to cover T.A. for thirty days, or six weeks in special cases.
         GFR 231 provides for grant of advance to meet expenses on the
         contingent charges also. But in practice, the amount required to meet
         contingent expenses arising on tour, e.g., if heavy equipment is to be
         carried involving transport/mazdoor charges etc. is separately given
         from out of the permanent advance as these charges are to be
         accounted for as contingent expenditure and not included in the tour
         T.A. claim.


20.3.6         LTC advance:


               The amount of LTC advance to be sanctioned is limited to 90%
         of the estimated amount of reimbursement for journeys both ways. In
         cases where the period of leave exceeds 90 days or the return journey
         is not proposed to be performed within 90 days, advance will be
         sanctioned for one way only. If the advance has been drawn for both
         ways and the return journey is not likely to be performed within 90
         days, one-half of the advance is to be refunded.      Where the initial
         journey is proposed to be performed by rail, the advance may be paid
         60 days in advance to facilitate booking of rail tickets.           The
         government servant is required to submit proof of booking the tickets

                                                                  Page 147 of 498
           within 10 days of payment of advance.       If the outward journey is
           proposed to be performed otherwise than by rail, the advance may be
           granted thirty days in advance of the proposed date of journey. If the
           journey is not commenced within 30 days, the advance is to be
           refunded.



20.3.7           Leave Salary advance:


                 Advance of leave salary may be sanctioned to a Government
           servant proceeding on leave for a period not less than one month or
           30 days.    Thus, one can avail leave for the full month of February
           though it is less than 30 days and avail the advance. Similarly, if the
           leave is from 15th February to 14th March it is taken as one month
           though it is less than 30 days. The amount of advance will be limited
           to the leave salary clearly admissible, including allowances, after
           deducting GPF, IT, HRA, Advances, etc.     In other words, if the net
           amount of salary payable after all the usual deductions including
           fresh recoveries, if any, is not less than the actual amount of leave
           salary due for the month the amount of leave salary may be paid as
           advance. Payment of leave salary advance is to be noted in the Pay
           Bills Register for watching adjustment (Rules 259 and 260 GFR).


20.4            Interest Bearing Advances


                General Provisions


                 Instalments for Recovery: The advances shall be recovered in
           specified equal monthly instalments.      The maximum number of
           instalments in which an advance can be recovered is given below :


    Sl                      Type of advance                  Maximum no of
    No.                                                       instalments
       1      Warm Clothing advance                                 10

       2      Table Fan advance                                     10

       3      Typewriter advance                                    30

       4      Motor Car advance                                    200
       5      Motor Cycle/Scooter advance                           70
       6      Cycle advance                                         30
       7      Personal Computer advance                            150
       8      House Building Advance                        180 for Principal
                                                             60 for Interest



                                                                   Page 148 of 498
       When an advance is granted to an employee who is about to
retire shortly the number of instalments shall be so adjusted as to
ensure full repayment of advance and interest before retirement or
termination of service.

      Amount of instalments: Each instalment shall be in whole
rupees. However, the last instalment may be raised or reduced as
may be necessary for recovery of the balance including any fraction of
a rupee.

      Mode of recovery: The repayment instalments shall be
recovered from the pay, leave salary or subsistence allowance,
commencing with first such issue after the advance is drawn.

       Interest:    Interest on advances will be charged at prescribed
rates. Sanction for an advance shall indicate the interest rate 2.5%
more than the prescribed rate with the stipulation that 2.5% rebate
will be allowed, on compliance with the terms relating to recovery of
amount.

       Calculation of interest: Interest may be calculated as per
following formulae :

      i)     When the principal amount of advance is repaid in equal
      instalments

             Total interest= n(n+1)/2 * A * 1/12 * r/100

      ii)    When a part of the advance is repaid in equal monthly
      instalments and the balance in lumpsum

             Total interest= n/2 ( P +L) * 1/12 * r/100

      iii)    When repayment is irregular, interest will be calculated
      for every month on diminishing balance. Alternatively, the
      balance outstanding at the end of every month should be
      aggregated and then interest calculated as follows:
                  Total interest =     Aggregate of balances
                                       outstanding every months*
                                       1/12 * r/100
      Where
      n= number of instalments including last instalment of
           lumpusum payment, if any
      A= Amount of each instalment
      r= Rate of interest

                                                          Page 149 of 498
              P= Principal amount of advance
              L= Lumpsum payment

       Recovery of interest:

              Interest computed as above shall be recovered in the minimum
       number of monthly instalments. The amount of each instalment shall
       not be more than the amount of instalment for recovery of advance.
       The recovery of interest shall commence from the month immediately
       following that in which the repayment of the advance principal is
       completed.

       Illustration:

 Amount of Scooter advance            Rs 30000/-
 Date of advance                      5.3.98
 Amount of each instalment(A)         Rs 500
 No. of instalments(n)                60
 Rate of interest(r)                  11.5%
 Interest                             n(n+1)/2 * A/12 * r/100
                                      60(60+1)/2 * 500/12 * 115/100
                                      = Rs 8769/-




             The interest will be recovered in 18 instalments, the first 17
       being Rs.500 each and the last of Rs 269.

       Rate of interest for various types of advances

Year in which                            Rate of interest
advance drawn          Motor Car/PC   Motor Cycle/      Cycle, Warm
                                      Scooter/ Moped clothing, Table Fan
    1982-93                 9               8.5                 8.5
    1983-84                9.5              9.5                 9.5
    1984-85                10               10                   10
    1985-86                11               11                   11
   1986-87 to              8.5              7.5                 7.5
    1989-90
    1990-91                10.5             8.5                7.5
    1991-92                 12              9.5                 8
    1992-93                 14             10.5                8.5
   1993-94 to               15             11.5                9.0
   1999-2000
    2000-01                 14             10.5                8.0


                                                            Page 150 of 498
    2001-02                13            9.5                  7.0
    2002-03               12.5           9.0                  6.5
    2003-04               11.5           8.0                  5.5

20.4.1    Types of Advances :

          Warm Clothing advance

          Sanctioning Authority            :      Head Of Office
          Amount of advance                :      Maximum Rs 1500/-

          Eligibility :

                 All Group C and D employees, posted in hill stations for
          a period of one year, or more are eligible. Hill station means a
          place situated at a height of 1000 metres or more above sea
          level.

          Conditions :

          a)     Head of Office should certify that employee is likely to
          stay (including period already spent) for not less than 12
          months in the hill station.

          b)     Second and subsequent advance may be granted only
          after three years from grant of earlier advance.

          c)     In case of temporary employees a surety bond from a
          permanent employee having equal or higher status, is needed.
          The surety bond is cancelled on the employee attaining
          permanent status. The requirement of surety bond can be
          waived, if recovery of advance can be made during temporary
          service of employee.



20.4.2    Table Fan Advance

          Amount of advance:        Anticipated   price   subject   to   a
          maximum of Rs 1000/-.

          Second Advance: A second advance should not ordinarily be
          granted within 10 years of the grant of previous advance.

          Eligibility :




                                                           Page 151 of 498
                        Group D employees living in a house provided
         with electricity and plug point but not having a fan are eligible.

         Conditions :

         a)    The advance should not be granted to an employee
         under suspension.

         b)     In case of temporary employees a surety bond from a
         permanent employee having equal or higher status is needed.
         The surety bond is cancelled on the employee attaining
         permanent status. The requirement of surety bond can be
         waived if recovery of advance can be made during temporary
         service of the employee.

         c)    The employee is to submit cash receipt of table fan
         purchased for verification.

         d)    The fan shall be considered government property till the
         advance and interest thereon is repaid.



20.4.3   Conveyance (Motor Car, Motor Cycle/Scooter & Bicycle)
         advance

         Conditions common to all types of Conveyance Advances:

         a)    The advance is granted for purchase of motor car,
               motorcycle/scooter, moped and bicycle.
         b)    Advance shall not be granted for furnishing security at
               the time of registration.
         c)    In case of temporary employees, a surety bond from a
               permanent employee of equal or higher status is
               necessary.
         d)    Prior permission should be obtained or intimation of
               purchase be given, as may be necessary.
         e)    The sanctioning authority should be satisfied about
               repaying capacity of the employee.
         f)    The advance cannot be granted if the vehicle has already
               been      purchased and paid for unless it has been
               purchased within a period of three months from the date
               of application and paid for by raising a temporary loan.
         g)    Advance should not be sanctioned and disbursed when
               official is under suspension.




                                                           Page 152 of 498
         h)     Advance can be granted only if the outstanding of
                previous advance, if any, with interest has been fully
                repaid.
         i)     Purchase of vehicle should be made within one month
                from the drawal of advance. The cash receipt (in all
                cases) and registration book (in cases other than bicycle)
                should be produced for verification. The registration
                book must be shown within one month of purchase or
                two months of drawal of advance. If the employee fails
                to do so the advance shall be refunded with the penal
                interest.
         j)     The vehicle after purchase should be hypothecated to
                the government.
         k)     Prior sanction of the loan sanctioning authority is
                necessary for sale of the vehicle so long as the advance
                and interest thereon is outstanding. The sale proceeds
                must be used to payback advance and interest or for
                purchase of a new car within a month. In the latter
                case, the advance outstanding will be restricted to the
                cost of new car. Re-payment of the outstanding amount
                would continue at the rate fixed.
         l)     Recovery of advance will start from first pay/leave
                salary/subsistence allowance after drawl of advance.
         m)     Simple interest at prescribed rates, calculated on
                monthly reducing balance basis will be recovered in one
                or more instalments after the principal is recovered. The
                rate of interest charged for advances drawn in different
                years is given in para 20.4 of this chapter.
         n)     Sanction order should indicate the rate of interest 2.5%
                higher than the prescribed rate with stipulation that
                2.5% rebate will be allowed for prompt payment.
         o)     Even if repayment is made more than once in a month it
                will be taken as a simple payment in a month for
                arriving balance for interest calculations.
         p)     Sanctioning authority is department of Central
                Govt/Administrator or Head of Deptt for cases other
                than bicycle and Head of Office in case of Bicycle. An
                Under Secretary who is Head of Office may authorise a
                Section Officer under him to sign, on his behalf,
                sanction of cycle advance.

20.4.4   Motor Car advance

         Eligibility :




                                                           Page 153 of 498
       Employees drawing pay including non-practicing
allowance(NPA) and stagnation increment(SI) of Rs. 10500/-
p.m. or more are eligible. This condition may be relaxed by the
Secretary to Ministry/Department in deserving cases {Rule 193
(ii)}.

Amount of advance :

a)    On first occasion Rs 1,80,000 or eleven months‟ basic
pay +SI +NPA or price of car, whichever is the least.

b)     On second and subsequent occasions Rs 1,60,000 or
eleven months basic pay +SI or price of car whichever is the
least.

c)     In case of employees holding regular posts abroad the
advance shall be further restricted to the amount admissible
from foreign exchange angle.

Other conditions :

a)     A second advance can be taken for purchase of a
different make of car without selling previous one purchased
with advance, but outstanding advance and interest must be
repaid before grant of second/subsequent advance.

b)    Second and subsequent advances will be given only after
4 years from the date of drawal of previous advance.

c)    However, second/subsequent advance may be given
even before 4 years in following cases:

      i)     When an employee disposes of his car in India
      and proceeds on deputation/training abroad for more
      than a year and returns without a car or
      ii)    when an employee is appointed to a regular post
      abroad and does not take his car with him or
      iii)   when one had earlier taken advance for motor
      cycle and now desires for car, if outstanding amount of
      previous advance, if any, with interest is fully cleared.

d)     An advance can be granted in two instalments in case of
employees holding regular post abroad, first for purchasing the
car and second while coming to India for payment of customs
duty the total being restricted to the overall limit prescribed.


                                                 Page 154 of 498
               e)     The advance can also be given only for payment of
               customs duty, to an employee on regular post abroad who
               brings a car subject to the overall limit.

               f)     Employee can pay more than one instalment in a month.

20.4.5         Motor Cycle /Scooter advance

               Eligibility :

               a)     Employees drawing pay (basic pay + NPA+SI) of
                      Rs.4600/- p.m or more are eligible. This condition can
                      be relaxed by sanctioning authority in deserving cases.




               Amount of advance :

               a)     On first occasion Rs. 30,000 or 6 months‟ pay or
               anticipated price of motor cycle/scooter/moped whichever is
               the least.
               b)     On second and subsequent occasion Rs 24000/- or 5
               months‟ pay or anticipated price of motor cycle/scooter/moped,
               whichever is the least.

               Other conditions :

               Other conditions are same as in case of motor car except that
               there shall be no need for hypothecation of the vehicle.

20.4.6        Cycle advance

              Eligibility :

               Non-gazetted employees whose basic pay + SI does not exceed
         Rs.5000/- p.m.

               Amount of Advance :

                 Rs 1500/- or anticipated price of cycle including ST whichever
         is less {Rule 212 (i)}

               Other conditions :

               a)     Subsequent advance will not be available within 3 years
               of the earlier advance.

                                                                Page 155 of 498
              b)     Priority will be given to those who have not availed the
              advance in the last 5 years.
              c)     In case of temporary employees, a surety bond from a
              permanent employee having equal or higher status, is needed.
              The surety bond is cancelled on the employee attaining
              permanent status. The requirement of surety bond can be
              waived, if recovery of advance can be done during temporary
              service of the employee.

20.4.7        Personal Computer advance

              Eligibility :

              Employees drawing pay including SI and NPA of Rs 10,500/-.




              Amount of advance :

              i)   On first occasion: Rs 80,000/- or anticipated price of
              computer excluding customs duty) whichever is less.

              ii)    On second/subsequent Occasion :         Rs 75,000/- or
              anticipated price of computer(excluding duty) whichever is less.

              Other conditions :

              a)    Application should be made on the prescribed form
              (GFR-27).
              b)    In case of temporary employees, a surety bond from a
              permanent employee having equal or higher status, is needed.
              c)    A second/subsequent advance can be granted only after
              3 years from the drawal of earlier one.
              d)    d)       The advance can not be used for payment of
              customs duty.
              e)    e)      Computer purchased should be mortgaged to the
              government.
              f)    Interest is charged at the rates prescribed as in case of
              advance for motor car.

20.4.8        House Building Advance

              Purposes of advance :

         a)   Acquiring a plot and constructing a house thereon.


                                                               Page 156 of 498
b)     Constructing a new house on a plot already owned singly or
       jointly with spouse.
c)     Getting a plot under cooperative schemes and building a house
       where title will vest in the official after the house is built.
d)     Enlarging living accommodation in a house owned by self or
       jointly with spouse.
e)     Constructing the residential portion alone in a shop cum
       residential plot in a residential colony.
f)     Purchase of a ready built house/flat from

i)     Government, Semi Government, local bodies, housing boards,
       development authorities.
       ii)    Self financing Housing schemes
       iii)   Cooperative Housing schemes.
iv)    Private parties such as registered builders, architects, house
       building societies etc. , but not from private individuals.

g)     Conversion of hire purchase of house/flat into outright
       purchase, from State Housing Board or similar government
       controlled bodies.
h)     Repayment of a loan taken for purchase/construction of a
       house/flat if employee had applied for HBA before taking the
       loan (even if construction has been started already). Loan may
       have been taken from government source, or a non-government
       source including private institutions, friends and near relatives,
       PSUs, autonomous bodies and other registered societies funded
       by the government.       Before obtaining loan from a non-
       government source, the employee must apply for HBA and go
       for the private loan only when HBA is denied due to paucity of
       funds.

Eligibility :

a)     All permanent employees.
b)     Other employees having rendered at least 10 years continuous
       service( including military service in case of re-employed ex-
       servicemen).
c)     Members of All India Services( IAS,IPS & IFS) deputed to
       Central Government, Public Sector Undertakings under the
       control of the Central Government, international organizations,
       autonomous bodies or a private body (These cases should be
       processed by the Head of the parent Department).
d)     Central government employees on deputation to another
       department or on foreign service (These cases should be
       processed by the Head of the parent department).
e)     Staff covered under Payment of Wages Act.

                                                         Page 157 of 498
      Note :

      i)     Employees of Union Territories and North East Frontier
      Agency(NEFA) are also eligible as per the above criterion.

      ii)    If both husband and wife are Central Government employees
      and are eligible for HBA, the advance shall be admissible to only one
      of them.

      iii)     Central Government servants under suspension are also
      eligible for advance subject to the condition that collateral security in
      the shape of mortgage bond from two permanent Central Government
      servants is obtained.

      Cost ceiling of the House:

             Cost of the house (excluding cost of land) should not exceed
      200 times of pay (basic pay + stagnation increment + non-practicing
      allowance) subject to a maximum of Rs 18 lakhs and a minimum of
      Rs 7.5 lakhs. Thus, where the cost ceiling according to basic pay is
      less than 7.5 lakh an employee can avail HBA for
      building/purchasing a house as if costing Rs.7.5 lakhs. In case of self
      financing scheme, cost ceiling will be inclusive of land and
      development charges. Ceiling maybe relaxed upto 25% by the
      Administrative Ministry/Department in appropriate cases.



      Amount of advance:

Sl       Purpose                       Amount of advance
no.
1        For construction of a         50 times pay( i.e. basic pay + SI +
         house in an existing          NPA ) of the employee or Rs 7.5 lakhs
         plot in urban areas           or the estimated cost, or repaying
                                       capacity, whichever is least.
2        For purchasing a plot                      - As above -
         and constructing a
         house thereon
3        For purchasing a ready                     - As above -
         built house
4        For enlarging                 50 times of pay + SI + NPA or Rs 1.8
         accommodation in an           lakhs or the estimated cost or the
         existing house in urban       repaying capacity whichever is the
         area                          least.


                                                               Page 158 of 498
5         For construction             The advance should        not exceed
          /enlargement of              Rs.1.8 Lakhs or 80% of    true cost of
          accommodation in rural       land and construction      or cost of
          areas ( not falling on the   enlargement and further   restricted to
          periphery of a town or       his repayment capacity
          city)
6         Where the employee           The amount of HBA shall be
          owns a house jointly         restricted to 60% of the amount
          with other relations, or     normally admissible to him
          has coparcenary share
          in a house belonging to
          HUF of which he is a
          member and the
          employee desires to
          have a separate house
          for himself
             Note: Amount of advance can be reduced at the request of the
             employee (to avail reduced rate of interest) if the entire advance
             is not drawn.

             Repaying capacity

Length of remaining           Repaying capacity
service
Officials retiring after 20   40% of Pay( Basic Pay +SI + NPA)
years
Officials retiring after 10   40% of pay (Basic Pay +SI + NPA); 65% of
years but before 20           gratuity may also be adjusted.
years
Officials retiring within     50% of pay (Basic Pay +SI + NPA); 75% of
10 years                      gratuity may also be adjusted.

     Conditions for admissibility of HBA

     a)      The house to be purchased/constructed should be either at the
             place of duty or at the place where the employee proposes to
             settle after retirement.
     b)      Employee /spouse/minor child should not own a house in the
             town/urban agglomeration where house/flat is proposed to be
             constructed/acquired.
     c)      The title of the land should be clear in the name of
             employee/spouse/jointly.
     d)      In case of purchase of ready built house/flat from private
             parties the house/flat should be new and unlived in.
             e)      The house/flat should be used for residential purposes
             only.
                                                               Page 159 of 498
f)   Advance shall be granted in respect of only one house/flat in
     the entire service.
g)   Employee should not have taken any loan from any other
     government source/semi government bodies /Housing
     bodies/local bodies/development authorities etc. However,
     where the employee has taken any such loan he should
     undertake to repay such loans with interest in one lump.
h)   Advance for ready built house will be only for outright
     purchase.
i)   In case of construction of residence on a shop cum residential
     plot in a residential colony

     i)    Cost of land + cost of superstructure for both residence
     and shop(s) should not exceed the prescribed cost ceiling.
     ii)   Entire property including shop(s) should be mortgaged.
     iii)  Entire building including shop(s) should be insured
     against fire, lightening, floods etc.

j)   In case of HBA for enlargement of the house

     i)      Funds will be arranged from the officer‟s own resources
     and this does not in any way affect his repaying capacity( a
     declaration of the employee to that effect is needed).
     ii)     Two years should have elapsed after completion of the
     house( as per completion certificate).
     iii)    Certified copy of approved plan is to be furnished.
     iv)     The foundation is capable of taking additional load.
     v)      HBA + loan raised from other institutions shall be
     restricted to the prescribed cost ceiling.
k)   In case of Central Government employees on deputation, the
     case is to be processed by the parent department.
l)   Sanctioning authority should be satisfied that employee is
     likely to be in service till the house is built and mortgaged.
m)   The advance should be utilised only for the purpose it is
     sanctioned. Misutilisation of advance shall entail disciplinary
     action. Any unutilised amount should be refunded
     immediately.

      Creation of second charge

      Government servants may create a second charge on the
property subject to the following conditions:

i)   Prior permission of the Head of the Department should be
     obtained.


                                                     Page 160 of 498
ii)    The second charge can be created only in r/o loans for meeting
       the balance cost of the house/flat.
iii)   The total HBA plus the loan raised should not exceed the
       prescribed cost ceiling.
iv)    Loan to be obtained should be from recognized financial
       institutions,   such     as,  banks,   government     financial
       corporations, co-operative housing finance institutions, public
       companies formed and registered in India with the specific
       purpose of financing housing like, Housing Development
       Finance Corporation Ltd.
v)     Second charge can also be created for enlarging living
       accommodation in the house constructed/acquired with HBA,
       if two years have elapsed after completion of the construction of
       the house.Rs 1500/- or anticipated price of cycle including ST
       whichever is less {Rule 212 (i)}




       Other conditions :

       a)      Subsequent advance will not be available within 3 years of the
       earlier advance. Rs 1500/- or anticipated price of cycle including
       ST whichever is less {Rule 212 (i)}




                                                             Page 161 of 498
21.           DRAWAL OF PAY, ALLOWANCES AND

             HONORARIA


21.1               Superintendent of Police incharge of a branch and
       Administrative Officer(Accounts) in CBI, Head Office have been
       declared by the Director, CBI as „Head of Office‟ for that branch and
       CBI, Head Office respectively, under Rule 13(3) and 14 of Delegation
       of Financial Powers, 1978 and Controlling Officer under SR-191 for
       the purpose of TA Bills and Drawing & Disbursing Officer in respect of
       Gazetted and Non-Gazetted Officers working under him. The Office
       Superintendent or some other gazetted officer of the branch, such as
       a Deputy Superintendent of Police can be authorised by the Head of
       Office within the terms of the existing orders or Rules to perform the
       duties of drawing and disbursing officer under Rule 13(2) of
       Delegation of Financial Powers and Rule 35(2) of          Receipt and
       Payment Rules, 1983.




21.2          Pay Bill Register is required to be maintained by the CBI Head
       Office as well as by each of CBI Branches. Separate registers are
       maintained for Gazetted Staff, Non-gazetted Executive Staff,
       Ministerial Staff, Constables and other Class IV Govt. servants.
       Under the existing arrangement, it is necessary to prepare only one
       copy of the Pay Bill to be sent to the Pay and Accounts Officer or
       Cheque Drawing DDO, CBI, as all information relating to drawal of
       pay and allowances by the Officers/Staff, is available in the Pay Bill
       Register.




21.3            In the case of officials placed under suspension, separate pay
       bill is to be prepared for drawing the subsistence allowance and other
       allowances admissible thereon.




21.4         The following allowances are generally drawn alongwith the pay

             (i)    Dearness Allowance (including Addl. DA)

             (ii)   House Rent Allowance



                                                               Page 162 of 498
                 (iii)    City Compensatory Allowance

                 (iv)     Transport Allowance

                 (v)      Children Education Allowance

                 (vi)     Hill Allowance

                 (vii)    Conveyance Allowance

                 (viii)   Interim Relief

                 (ix)     Deputation (Duty) Allowance

                 (x)      Remote locality Allowance

                 (xi)     Bad climate Allowance

                 (xii)    Tribal Area Allowance

                 (xiii)   Kit Maintenance Allowance

                 (xiv)     Court Allowance @ Rs. 1000/- p.m. for ALA/DLA, Rs.
                          750/- p.m. for Sr.PP/PP and Rs. 500/- p.m. for APP.

                 (xv)     Gallantry Allowance at the following rates:

                          a)    President Police Medal for Gallantry       :
                          Rs.750/- p.m.

                          b)     Each of Bar to President‟s Police

                                 Medal for Gallantry                 : Rs. 750/- p.m.

                          c)     Police Medal for Gallantry          : Rs. 450/- p.m.

                          d)     Each of Bar to Police Medal

                                for Gallantry37[1]                         :      Rs.
                          450/- p.m.




21.5               Allowance and Honoraria




37[1]MHA   letter No. 11026/10/98-PMA dt. 6.12.1999


                                                                       Page 163 of 498
                The bills relating to the following allowances/claims are
            prepared separately :




                 (i)      Overtime Allowance

                 (ii)     Reimbursement of Tuition Fees

                 (iii)    Reimbursement of Medical charges

                 (iv)     Travelling Allowance

                 (v)      Leave Travel Concession

                 (vi)     Any other allowance i.e. Reward etc.

                 (vii)    Robe Allowance @ Rs. 2500/- in 5 years for Law Officers

                 (viii)   Robe Maintenance Allowance @ Rs. 600/- P.A.

                 (ix)     Refreshment Allowance

                 (x)      One month‟s extra pay i.e. Basic Pay + D.A. from
                          Constable to Inspector in a Calender year

                 (xi)     Mufti Dress Allowance @ Rs. 500/- P.A. for Constable &
                          Head Constable

                 (xii)    Grant of 75% discount by Indian Airlines to recipients of
                          President‟s Police Medal for Gallantry and Police Medal
                          for Gallantry on the air journeys performed by them on
                          economy class w.e.f. 1.2.200138[2]




        Similarly, separate        bills   are   prepared   in   regard    to   grant   of
       honorarium.

21.6             Advances :

                 The bills for the following advances are prepared separately:

                          (i)    Advance from the GP Fund

                          (ii)   Festival Advance

38[2]MHA   letter No. 11026/17/99-PMA dt. 5..2.2001


                                                                          Page 164 of 498
                       (iii)    Cycle Advance

                       (iv)     Motor Cycle Advance

                       (v)      Leave Salary Advance

                       (vi)     Motor Car Advance

                       (vii)    TA Advance

                       (viii)   Advance of Pay

                       (ix)     Other Miscellaneous Advance




21.6.1          The advance bills may be prepared in the prescribed format
         cited in Rule No. 165 of Receipt and Payment Rules, 1983.




21.7           Recovery Registers :




                The following Registers are to be maintained to keep a watch on
         the recoveries of advances sanctioned to the staff :

               (i)     Cycle Advance Recovery Register

               (ii)    GPF Advance Recovery Register

               (iii)   Festival Advance Recovery Register

               (iv)    Motor Cycle Advance Recovery Register

               (v)  Adjustment Register for TA/LTC Advance and Transfer
         TA Advance

               (vi)    Register for recovery of other advances




21.7.1         Whenever advances are granted, it is necessary to make the
         entry in the appropriate registers to ensure recoveries as per the
         norms.




                                                                 Page 165 of 498
21.7.2         At the beginning of each financial year, the balance of various
         outstanding advance except GPF is to be intimated to Pay and
         Accounts Officer concerned.




21.8             Reward to subordinate Police Officers

              For granting rewards to the subordinate Police Officers, a
         Reward Roll Statement is to be used in Form G-12.




                                                               Page 166 of 498
22.                 CONTINGENCIES


22.1            Contingencies or „contingent expenditure‟ means all incidental
and other expenditure, including expenditure on stores, which is incurred
for the management of an office or for the working of technical
establishment, such as a laboratory, workshop, industrial installation, store
depot and the like, but does not include any expenditure which has been
specifically classified as falling under some other head of expenditure such
as „works, tools and plants‟.

22.2            The powers of Director as Head of the Department to incur
expenditure on contingencies are specified in Schedule V to the Delegation of
Financial Powers Rules, 1978. The Director, CBI has further re-delegated
these powers to various officers in CBI. Detailed chart showing internal
delegations is placed at Annexure-XIII.

22.3           Under Rule 90 of the General Financial Rules, the Head Office
has been granted a permanent advance (Imprest) of Rs.2000/- to provide for
emergent petty advances of all kinds or for such payments as have to be
made in advance for drawing bills. Permanent advances have also been
granted to branches, according to their requirements39[1].

22.4           A contingent register showing different heads of contingent or
miscellaneous expenditure is maintained. The annual budget allotment is
also noted in that register. Expenditure under each minor head is watched
through that register. The bills are prepared and the amounts are drawn on
fully vouched contingent bill forms. Sometimes for meeting urgent
contingent expenditure, advances are also drawn on abstract bill forms
under the provisions of Receipt and Payment Rules.

22.5           Vouchers: Vouchers/receipts for payments of Rs. 500/- or
above are to be sent to the Pay and Accounts Officer, CBI. Others are kept in
the office alongwith the bills, after they are cancelled with a rubber stamp.
The provisions of Rule 109 of Receipt & Payments Rule have specially to be
observed for defacement or cancellation and preservation of the vouchers.




39[1]
        For detailed guidelines, GFR 90 may be referred to.

                                                               Page 167 of 498
23. GENERAL PROVIDENT FUND


23.1           Eligibility

                 Temporary government servants with one year's service, re-
         employed pensioners not covered by Contributory Provident Fund
         Rules, and all permanent government servants have to subscribe
         compulsorily at a minimum of 6% pay (maximum 100% pay) every
         month to General Provident Fund. Persons completing one year's
         service during a month are to subscribe from the following month,
         i.e., recovery commencing from the pay for the month following the
         one in which they complete one year's service.           Temporary
         government servants (including Probationers and Apprentices) likely
         to continue for more than a year in service may subscribe any time
         before one year. No recovery should be made during the last three
         months service before superannuation (e.g. For employees retiring on
         30th June, subscriptions are not to be recovered from the pay for
         April, May and June).

23.2           Procedure to be followed by Head of Office

                 The Head of Office is required to send to PAO statement in
         duplicate by 15th of every month with particulars of employees
         eligible to subscribe to GPF three months hence, for allotment of
         account numbers, in the prescribed form. No application from the
         official is necessary. The duplicate copy of the statement will be
         returned by the PAO duly completed with account numbers allotted to
         the officials. However, in the case of temporary employees choosing to
         subscribe before one year, applications are to be forwarded as per the
         old procedure for allotment of account numbers. In any case,
         subscriptions should be recovered only after the account numbers are
         allotted.

23.3           Nomination

23.3.1          Submission of nominations - Every government servant
         should submit nomination in the prescribed form immediately on
         joining the Fund. While an employee not having family may nominate
         any other person, the nomination should be in favour of family
         member(s) only in the case of one having family. The subscriber may
         provide in the nomination that the nomination shall become invalid in
         the event of the happening of a contingency specified therein e.g. a
         bachelor may nominate his father or mother. He can specify in the


                                                                Page 168 of 498
         nomination that the nomination will become invalid in the event of his
         subsequently getting married. If the nomination is made in favour of
         more than one person, the proportionate share in which the amount
         will be payable should be specified clearly in the relevant column. At
         any time, the nomination may be cancelled by the government
         servant. Revised nomination may be sent to the PAO through the
         Head of Office. Change of nomination is permitted even after
         retirement but before the final payment is made. Every nomination
         takes effect from the date it is received by the PAO.

23.3.2           Action by the Head of Office : Nominations submitted by the
         officials should be carefully scrutinized by the Head of Office before
         forwarding the same to PAO and it should be ensured that the
         instructions contained in the nomination form as also the provisions
         in GPF Rules are complied with to avoid complications at a later
         stage. A copy of the nomination may be kept in Part II of the service
         book of the official. Receipt of acknowledgement from PAO should be
         watched and kept in record.

23.3.3          Definition of Family : 'Family' includes, spouse, parents,
         children (including adopted child/ward), minor brothers, unmarried
         sisters, deceased son's widow and children and where no parents of
         the subscriber is alive, a paternal grandparent. For a male subscriber,
         more than one wife is included, but a judiciously separated wife is
         excluded, unless the subscriber expresses in writing otherwise. A
         female subscriber may exclude her husband from her family for this
         purpose.

23.4           Noting GPF Account Number in Service Book

         As soon as the account number is allotted by the PAO, this should be
         entered in the service book of the official.

23.5           Subscription

23.5.1          Rates : The amount of subscription should be fixed by the
         government servant in whole rupees, subject to a minimum of 6% of
         emoluments and not more than the total emoluments. The
         subscription will be rounded off to the nearest rupee, even if it
         happens to be less than 6%. For this purpose, pay drawn on 31st
         March will be taken into account for subscription during the ensuing
         financial year. For subscribers joining service during the year and
         start subscribing to the GPF, emoluments drawn on the date of
         joining the Fund is taken into account. The rate of subscription need
         not be varied consequent on revision of pay during the year, except


                                                                 Page 169 of 498
         when required under specific orders e.g. on revision of pay scales on
         the recommendations of Pay Commission.

23.5.2         Change of amount of subscription : Subscription may be
         increased twice and/or reduced once at any time during a year.

23.5.3          Recovery of subscription - Recovery should commence from
         the pay for the month following the one in which a temporary
         employee completes one year service. During periods of suspension,
         recovery is not to be made. On reinstatement, he may opt for recovery
         of arrear subscriptions due for the period of suspension. During the
         period of EOL/HPL, the official can opt not to subscribe to the Fund.
         In such cases, subscription recovered shall be proportionate to the
         number of days spent on duty including leave, if any, other than
         EOL/HPL.

23.6             Interest:

               The rate of interest to be allowed on GPF deposits is
         determined by the government each year.

23.7           Advances:

                 An advance up to three months' pay or half the amount at
         credit, whichever is less, may be sanctioned by the Head of Office to a
         subscriber for one or more of the reasons mentioned in GPF Rules -
         Rule 12(1) : GID's 2,3,4,6 & 11. Advance in the case of Head of Office
         will be sanctioned by the next higher authority.

23.8           Special Advance

23.8.1          An advance in excess of 50% of the amount at credit, or three
         months pay, or involving recovery in more than 24 installments, or
         when the earlier advance is not fully recovered or where the advance
         is required for reasons other than those mentioned under Para 23.7,
         is treated as Special Advance. This can be sanctioned by Heads of
         Departments and various other authorities specified in V Schedule to
         GPF Rules. Heads of Offices authorized to exercise the powers of
         Heads of Departments under DFPRs can also sanction the Special
         Advance. Special reasons are to be recorded for sanction of such
         advances.

23.8.2         If the Special Advance is sanctioned before the completion of
         the earlier advance, the balance of the previous advance remaining
         outstanding will be added to the amount sanctioned as special


                                                                 Page 170 of 498
        advance and the total consolidated amount recovered in suitable
        number of installments not exceeding 36.

        Note : Advance is not to be sanctioned during the last three months of
        service before superannuation.

23.9            Recovery

                Recovery of the advance under Rule 12(1) in not more than 24
        installments should commence from the pay for the month following
        the one in which the advance is drawn. Recovery of the Special
        Advance under rule 12(2) in not more than 36 installments will also
        be made in the same way, but it should be ensured that there is no
        break in the recovery of the earlier advance and the Special Advance.
        In other words, the Special Advance will be sanctioned and the
        installments fixed after taking into account the installments to be
        recovered in the next month against the earlier advance (Rule 13).

23.10           Withdrawals

               Authorities competent to sanction Special Advances can
        sanction withdrawals from GPF for one or more of the purposes
        mentioned in Rule 15, after completing stipulated service.

23.11 Final Payment of GPF Accumulations

              Final payment of GPF accumulations arises in the following
        events :

                      (a)   Resignation, termination of service, discharge for
                      want of vacancy, dismissal and removal from service; or

                      (b)   Retirement; or

                      (c)   Death.

               In all the above cases, the amount standing to the credit of the
        subscriber with accrued interest becomes payable.

23.12           GPF Accounts of Group ‘D’ Employees

               The GPF account of Group `D' employees is maintained by the
        Head of Office/Head of Department.




                                                                Page 171 of 498
23.12.1       Duties of Head of Office:

      (i)     The detailed PF Ledger Account in Form (Civil Accounts
              Manual) 47 should be maintained by the Head of Office in
              bound ledgers which will be machine numbered.

      (ii)    The Head of Office or a gazetted officer nominated by him
              should initial the PF accounts monthly to ensure that the
              amount of subscription deducted, refund of advance and
              temporary and final withdrawals are posted correctly. He
              should also initial the entries in the ledger when signing for
              withdrawal from PF.

      (iii)   He should ensure that the subscription recovered is subject to
              the minimum as per the GPF Rules.                    Regarding
              reducing/enhancing the quantum, he should ensure that
              reduction is not made more than once in a year and
              enhancement not more than twice in a year. When the
              subscription is reduced, it should not go below the minimum of
              6% of pay prescribed in the rules.

      (iv)    He should maintain a broad sheet in Form CAM 48 and all
              deposits and withdrawals should be posted direct from the
              ledgers and not from the schedules. He shall verify that the
              amount as booked in the broad sheet agrees with that of the
              total in the certificate of deductions attached to the pay
              bills/payments made during the month.

      (v)     In all cases of new admission, he should verify the eligibility of
              the new subscriber and assign the Account No. with a prefix
              indicating the office to which the subscriber belongs. All
              permanent employees and temporary employees with a
              continuous service of more than one year are eligible.

      (vi)    On receipt of a nomination, he should satisfy himself that it
              has been made as per the provisions of GPF Rules.
              Appropriate arrangements should be made for the safe custody
              of the nomination under lock and key in his personal custody
              or under the custody of a gazetted officer nominated by him in
              this behalf. Necessary entries should be made in the ledger/
              and General Index Register and an acknowledgment should be
              issued to the official concerned.

      (vii)   He should maintain a General Index Register in Form CAM 44.




                                                                Page 172 of 498
      (viii)   Pass Books are to be issued to all the subscribers. At the end of
               each year, the Head of Office should obtain the Passbook,
               complete the entries in the Passbook and after making
               necessary endorsement to the effect that “the account has been
               transferred to PAO, CBI, New Delhi”, return the Pass book to
               the employee.

      (ix)     When      an     official is     transferred    to   another
               Ministry/Department, the Head of Office should complete the
               entries in the Pass book and after making necessary
               endorsement to the effect that “the account has been
               transferred to DDO concerned”, return the concerned Passbook
               to the employee.

23.12.2        On promotion to Group ‘C’:

             If the Head of Office is able to certify that there are reasonable
      prospects of the promoted employee continuing in Group `C' for at
      least one year, the GPF account should be transferred to the A.O.
      concerned immediately. In case he is not able to certify as above, it
      should continue to be maintained by the Head of Office and
      transferred to the Accounts Officer after the concerned employee
      renders one year's continuous service in Group `C' post.




                                                                 Page 173 of 498
 24. DEPOSIT LINKED INSURANCE SCHEME


 24.1          The scheme is meant for the welfare of family members of the
        deceased government servant. According to this scheme, when a
        General Provident Fund/Contributory Provident Fund subscriber dies
        after having put in 5 years‟ of service, the nominee of the subscriber is
        paid an additional amount (in addition to the actual            General
        Provident Fund balance in the General Provident Fund (GPF) of
        deceased subscriber) if the balance in the General Provident Fund
        account of the deceased subscriber does not fall below the under
        mentioned limits at any time during the last 36 months preceding the
        month of death:

   GPF (Vth Pay Commission                   CPF (Pre-revised scale)
            Scale)
 If         the    Minimum         If the subscriber has Minimum
 subscriber        monthly         held for the greater monthly balance
 held a post in    balance         part of the aforesaid 3 during the period
 the scale of      during  the     years    a   post   the
 pay,       the    period          maximum of the pay
 maximum     of                    scale of which is
 which is
 Rs. 12000 or      Rs. 25000/-     Rs. 4000 or more           Rs. 12000/-
 more
 Rs. 9000 to Rs.   Rs. 15000/-     Rs. 2900 to Rs. 3999       Rs. 7500/-
 11999
 Rs. 3500 to Rs.   Rs. 10000/-     Rs. 1151 to Rs. 2899       Rs. 4500/-
 8999
 Below Rs. 3500    Rs. 6000/-      Below Rs. 1151             Rs. 3000/-


Note: Applicable in case of death of Note: The revised rates based on 5th
subscriber on or after 31.5.2000. In pay commission pay scales has not
case of death on or before 30.5.2000 old been received in respect of CPF.
provision as per IVth Pay Commission
pay scales only will apply.

 24.2           The additional amount will be equal to the average balance in
        the account during the period of 36 months preceding the month of
        death, subject to a maximum of Rs. 60000/- in the case of GPF
        subscribers and Rs. 30000/- for CPF subscriptions. The maximum
        limit is to be applied after arriving at the average of 36 months and
        not at every stage.

                                                                 Page 174 of 498
24.3           The balance for March every year will be inclusive of interest for
       the year. The balance of the last month of the three year period will
       include the interest upto that month. In the case of CPF, „balance‟ and
       „average balance‟ would mean only employee‟s subscription and
       interest thereon.

24.4          This Scheme does not apply to persons appointed on contract
       basis   (Rule 33-A/35-A and Notes thereunder). However, it is
       admissible in cases of death during the last 3 months of service during
       which no subscription is recovered.

24.5           In the case of missing employees, payment can be made to the
       nominee/legal heirs after expiry of a period of 7 years following the
       month of disappearance of the subscriber after completion of required
       formalities.




                                                                 Page 175 of 498
 25.       WELFARE MEASURES

25.1         For the welfare of the CBI employees, a Fund called Central
       Bureau of Investigation Benevolent Fund was created in 1973. It is
       governed by CBI Benevolent Fund Rules dated 11.10.1990. Its
       affairs are managed by Central Managing Committee.

25.2        According to the present CBI Benevolent Fund Rules, the
       objective for which the Central Bureau of Investigation Benevolent
       Fund was created is to provide financial relief to the following :

             (i)  To any member of the fund who suffers from permanent
             disability, such as loss of eye-sight or a limb etc.,
             incapacitating him for further service.

             (ii) To the family of a member of the fund in case of his
             death (upto and including the rank of SO/OS/Dy.SP and
             equivalent).

             (iii) To all members of the fund (upto and including the rank
             of SO/OS/Dy.SP and equivalent) who suffer partial disability
             or prolonged illness forcing them to remain on leave without
             pay for a period exceeding one month.

             (iv) To meet the funeral expenses of a member of the fund
             and to meet with the funeral expenses of the dependent of a
             member of the fund (i.e. mother, father, son, daughter & wife
             and in some cases grandfather or grandmother or minor
             brother or minor sister in case parents are not alive). The
             relief can be given upto the rank of OS/DSP or equivalent.

             (v) To a member of the fund or a dependent member of his
             family, if any of them is suffering from diseases like T.B. or
             Cancer etc. which require nourishing diet and no such relief
             is available to him under the Medical Relief Rules.

             (vi) For acquiring artificial limbs, hearing aids or any such
             device for either a member of the fund or any of his
             dependents.

             (vii) To any member whose property has suffered a severe
             damage owing to some natural calamity like flood, fire,

                                                            Page 176 of 498
               drought etc. and his financial position is very weak. This
               financial relief may be given in addition to a relief, if any, that
               government may sanction on such occasions, if that is
               considered insufficient.

               (viii) To a member of the fund, upto the rank of Dy.SP/OS or
               equivalent to enable him to purchase sports kit or for special
               diet if he or a dependent member of his family is rated as an
               outstanding sportsman/athlete, such as holding the colour of
               the University and above or for his daughter/son who has
               secured more than 60% marks in Class-X/Higher
               Secondary/or higher studies and is prosecuting further
               studies.

25.3         The Director, CBI has the discretion, on the recommendation of
       the Central Managing Committee, to sanction expenditure or to grant
       monetary relief/aid in deserving cases of individual or general welfare
       of the members of the fund which are not covered by the rules.

25.4         According to the Benevolent Fund Rules, all personnel of the
       CBI should subscribe towards CBI Benevolent Fund during the
       period of their stay in the CBI. A declaration, in duplicate, in the
       prescribed form shall be obtained from all members of the staff of the
       CBI. This declaration shall be retained in the office in which the
       person concerned happens to be working at the time of his
       application. On transfer of a member to any other unit of the CBI,
       this declaration shall be sent to the new place of posting. A note shall
       be kept in the service book of the persons concerned duly signed by
       the Head of Office regarding the date from which the person
       commenced his membership of the fund/withdrew from his
       membership and subscription from members shall be collected at the
       rates fixed by the Managing Committee.

25.5        The Central Managing Committee of the Benevolent Fund at
       the Head Quarters of the CBI is presided over by Joint Director
       (Admn.), CBI.    The other members of the Central Managing
       Committee are as follows :

             (i)    D.I.G.(Admn.), CBI           -      Vice-President

             (ii) SP(HQ), CBI                    -      Hony.        Secy.-cum-
             Member

             (iii) Admn.Officer(A), CBI          -      Hony.    Treasurer-cum-
             Member


                                                                  Page 177 of 498
                  (iv)     SP-I/ACB-I/CBI/Delhi       -          Member

                  (v)      A Dy. Supdt. of Police/CBI-           Member

                  (vi)     An Inspector/              -          Member
                           Sub-Inspector/CBI
                  (vii)    A Head Const./             -          Member
                           Constable of CBI
                  (viii)   A representative from      -          Member
                           the Ministerial staff

25.6              An account of subscriptions collected in the CBI Branches is
             maintained in the concerned Office in the register in prescribed
             proforma.     This register will be a permanent record and the
             responsibility for its proper maintenance will primarily rest with the
             cashier of the branch, under supervision of the Superintendent of
             Police of the Branch. The accounts of the fund will be put up to the
             Superintendent of Police/Administrative Officer/Head of Office as
             the case may be by the cashier concerned, every month, for
             attestation. The Dy. Inspector General of Police, while inspecting
             the branches/units, will also check these accounts and see that
             these are being maintained properly.

25.7              Special benefits in cases of death of Central Government
                  employees while on duty40[1]

                  The families of Central Government Employees who die in
             harness in the performances of their bonafide official duties under
             various circumstances are eligible for the following compensation:-

25.7.1            Air-lifting of body if death occurs while on tour : In case of
             death of a public servant, while on tour in India or abroad, the body
             may be brought by air on a commercial flight to the headquarters or
             to home town, according to the wishes of the family. In such cases,
             the expenditure will be met by government41[2].

                 Sanctioning Authority - Head of Office under whom the
             deceased official was last working.

25.7.2            Immediate Relief - If an employee dies while in service, his
            family will be eligible for immediate monetary relief of three months‟
            pay or Rs.8000/-, whichever is less in the form of an advance. The


40[1]   No. DPAD.3/03/2872/37/1/2003-AD.III dated :- 3/7/2003.

    G.I., M.H.A.,OM NO17/18/73-PUB I. dated 14.06.1973, circulated under D.G. P.&T.
41[2]

Letter No.B-26013/2/73-WL, dated 27.12.1973.

                                                                          Page 178 of 498
            advance should be adjusted within six months against the arrears of
            pay and allowances, leave salary, death gratuity, balance in
            Contributory/General Provident Fund or any other payment due in
            respect of the deceased official - Appendix-7, Pension Compilation &
            GFRs 262-264.

                  Sanctioning Authority - Head of Office or the gazetted officer at
             the lowest level under whom the deceased official was last working.

25.7.3             Relief from CBI Benevolent Fund

                  Immediate relief amounting to Rs.15000/- to meet immediate
             expenses to the family/legal hairs of the deceased government
             servant upto and including the rank of Office Superintendent,
             Deputy Superintendent of Police and equivalent42[3].

                 Sanctioning Authority - DD(Admn.)/CBI. The concerned CBI
             branch will send a proposal to SP(HQ) CBI for sanction of the
             amount.

25.7.4             T.A. to the family of a deceased employee

                   The family of an employee who dies in service may travel from
             the last headquarters of the employee to the home town, or to any
             other selected place of residence where the family wishes to settle
             down. If at the time of the death of employee any member of his
             family happens to be at a station other than his headquarters, such
             member may travel from the station to the home town or selected
             place of residence. But the claim will be restricted to what is
             admissible from the last headquarters to the home town or selected
             place of residence, as the case may be. If any member of the
             employee‟s family proceeds from the last headquarters to a place
             other than the selected place of residence, the claim will be
             restricted to what is admissible from the last headquarters to the
             selected place of residence.

                 Sanctioning Authority - Head of Office under whom the
             deceased official was last working.

25.7.5             Ex-gratia lumpsum compensation to families of Central
                   Government Employees who die in harness.

                  The families of Central Government Civilian employees who die
             in harness in the performance of their bonafide official duties under

42[3]
        Head Office circular No.B-11015/1/87-89/CBI/BF dated 17.10.1990.

                                                                           Page 179 of 498
         various circumstances, shall be paid the following ex gratia
         lumpsum compensation.
              (a)   Death occurring due to accidents in the -Rs.5
              Lakhs
                    course of performance of duties .

              (b)   Death occurring in the course of performance -Rs.5
              Lakhs
                    of duties attributable to acts of violence
                    by terrorists, anti-social elements etc.

              (c)   Death occurring during (a) enemy                  -Rs.7.5
              Lakhs
                    action in internationl war or border
                    skirmishes and (b) action against militants,
                    terrorists, extremists etc.

              The ex-gratia lumpsum compensation is not admissible if the
         death of the employee is due to accidents while traveling on duty by
         commercial aircraft, national or private. In the case of death of an
         employee while traveling on duty by railways due to train accidents,
         the amount of ex-gratia lumpsum compensation admissible will be
         reduced by the compensation, if any, received by the next of kin of
         the employee from the railways. Ex-gratia lumpsum compensation is
         in addition to other benefits - Admissible in addition to such other
         benefits as may be admissible under CCS(Extraordinary Pension)
         Rules or the Liberalized Pensionary Awards Scheme, CCS(Pension)
         Rules, 1972, General/Contributory P.F. Rules, Central Government
         Employees's Group Insurance Scheme.

             Sanctioning Authority - Concerned Administrative Ministries in
         consultation with their Financial Advisers. Proposal from branch
         should be sent to Head Office for sending the same to the Ministry.

25.7.6       Government accommodation : Adhoc allotment in the
         name of the ward/spouse of the government servant who dies
         while in service

               As per existing instructions, request for adhoc allotment to an
         eligible dependent is considered in case he/she gets an employment
         in an eligible office even after the death of the officer, provided such
         appointment is secured within a period of twelve months of the
         death of the officer and the other prescribed conditions are fulfilled.

              In the event of death of the allottee, in terms of the Directorate
         of Estates OM No.12035/4/98-Pol.II dated 9.6.1998, the family is

                                                                 Page 180 of 498
             now eligible to retain the government accommodation for a period of
             two years, on payment of normal rate of licence fee, subject to the
             condition that extended period of one year is not admissible in cases
             where the deceased officer, or his/her dependent owns a house at
             the place of posting. It has been decided that the ward/spouse may
             be allotted government accommodation on adhoc basis in cases
             where the eligible dependent secured employment within a period of
             two years from the date of death of the allottee, subject to fulfillment
             of other prescribed conditions including that of not being a house
             owner. No relaxation beyond a period of two years shall be
             permissible in any case43[4].

                  Sanctioning Authority :- SP(HQ)/CBI is the Estate Officer for
             accommodation available in Delhi while SsP of CBI ACB Branches
             are Estate Officers for the accommodation in the station out of
             Delhi.

25.7.7             Appointment : Compassionate Appointments of Dependents

                  The detailed instructions on the subject have been mentioned
             at para 2.7 in Chapter 2.

25.7.8             Family Pension (Rule 54 of CCS(Pension) Rules, 1972)

                  In the event of death of a government servant, his/her family
            are eligible for the grant of Family Pension. In case of a bachelor
            government servant, his/her dependent parents is eligible for the
            grant of family pension @ 30% of the last pay drawn plus D.A. as in
            force. Minimum family pension is Rs.1275/- p.m. Family pension is
            admissible on the following conditions:

                   a)      After completion of one year of continuous service; or
                   b)      Before completion of one year of continuous service
                   provided the deceased government servant concerned
                   immediately prior to his appointment to the service or post was
                   examined by the appropriate medical authorities and declared
                   fit by that authority for government service.

                   Enhanced rate Family Pension: Enhanced family pension is
             payable from the date following the date of death for a period upto:

                     (i)   Seven years from the date following the date of death

43[4]
        Ministry of Urban Affairs & Employment, Directorate of Estates, New Delhi OM
  No.12035/4/98-Pol..II dated 19.11.1998.



                                                                             Page 181 of 498
                 (ii) Date on which the deceased government servant would
                 have attained the age of 67 years, had he survived, whichever
                 is less.

                After the expiry of the period given above, the family pension
          will be payable at normal rate.

                Normal rate of family pension. Normal rate of family pension
         is @ 30% of last pay drawn by the deceased government servant. If the
         deceased government servant after putting more than one year and
         less than 7 years dies, the family is entitled to get family pension @
         30% of the last pay drawn.

25.7.9         Death Gratuity (Rule 50 of CCS(Pension) Rules, 1972

                 In the event of death of government servant, his/her family is
         eligible for the grant of Death Gratuity on the basis of service
         rendered by the deceased government servant.

                Sanctioning Authority – For Family Pension & Death gratuity is
         Accounts Officer, P&AO, CBI, New Delhi. Concerned Head of office is
         required to send the complete pension papers of deceased government
         servant to PAO, CBI, New Delhi for the purpose.




                                                                Page 182 of 498
26. DEPARTMENTAL CANTEEN


26.1          Meeting the refreshment needs of employees in offices and
       workers serving in industrial establishments during their working
       hours is an obligation undertaken by every welfare oriented
       organisation. This responsibility can be fulfilled by running a well
       organised departmental canteen which will meet the welfare needs of
       employees and also make them more efficient at their work. A
       departmental canteen is therefore set up at government cost, inside a
       government department/office/establishment at „No Profit No loss”
       basis by employing the authorised number of canteen workers, whose
       affairs are controlled by a Managing Committee constituted by the
       Department/Office concerned.

26.2           The functioning of the departmental canteens is on the basis of
       instructions contained in the “Administrative Instructions on
       Departmental Canteen in Offices and Industrial Establishments”
       (Green Book) issued by Department of Personnel and Training. In
       smaller establishments employing less than 100 persons, tiffin rooms
       are set up instead of a full-fledged canteen. A Canteen/Tiffin Room is
       centrally registered with the Office of the Director of Canteens, DP &
       T, New Delhi. The Canteens/Tiffin Rooms, depending upon the
       strength of the establishment office staff have been categorised into
       the following types :


  Total strength of the                  Types of Canteen/Tiffin Room
  Department/Office/Establishment        entitled
  25 to 49                               Tiffin Room   Type „B‟
  50 to 99                               Tiffin Room   Type „A‟
  100 to 249                             Canteen       Type „D‟
  250 to 499                             Canteen       Type „C‟
  500 to 699                             Canteen       Type „B‟
  700 to 1200                            Canteen       Type „A‟

             If the strength of the office/establishment is more than 1200,
       the Canteens may be grouped and categorised as Type 2A, 3A and so
       on, with the approval of the Director of Canteens, Department of
       Personnel & Training.

             The entitlement of various employees in various types of
       Canteens/Tiffin rooms is also provided in Green Book.




                                                                  Page 183 of 498
26.3         Accommodation

              Accommodation for the canteen is to be provided by the
       department/office concerned. All initial provision of fixtures, fittings,
       lighting arrangement, water storage tanks, white washing etc. and
       their maintenance thereafter will be the responsibility of the civil
       works agency of that department/office. The floor area for a canteen
       should be sufficient to provide a dining hall of a size where 1/3rd of
       the office strength could be entertained at a time and preferably
       should have separate rooms for kitchen, pantry, store, gas/fuel room,
       dry ration, fresh vegetable room etc. The nominal rent payable by the
       departmental canteens and tiffin rooms for the office accommodation
       occupied by them is Re 1 per annum. Subletting of the canteen
       premises to any private person is not permissible.

26.4         Management

              A Managing Committee is constituted for each departmental
       canteen out of the officers and staff of the department/office
       occupying the building in which the canteen is located. A model
       Managing Committee consisting of seven members including the
       Chairman, Honorary Secretary, Official Member and Staff Side
       Members to represent Group „C‟ and “D‟ should be constituted. One
       lady may be nominated as a co-opted Member. The tenure of the
       committee shall be three years normally. The rules of business for
       running of a canteen will be framed by the Managing Committee.
       Head of the Department/Office may depute a government servant of
       the rank of Section Officer or below if he can be spared out of the
       existing strength of the department/office for part time or whole time
       assistance to the Managing Committee of the canteen.

26.5         Personnel

             The canteen staff is treated as holders of civil posts in
       connection with the affairs of the Union of India w.e.f. 01.10.1991
       vide DP & Trg. O.M. No.12/5/91-Dir(C) dated 29.01.1992.

26.6         Hygiene and Sanitation

              Inspection of the canteens should be carried out at regular
       intervals and through surprise checks by the Head of the Office,
       members of the management committee and the medical officer of the
       local medical establishment. The managing committee should arrange
       to maintain a record of these inspections in the Inspection

                                                                Page 184 of 498
         Register/Sanitary Diary. A suggestion-cum-complaint book should
         also be maintained in the canteen. Model sanitary rules as issued vide
         5/11/72-Dir(C) dated 28.08.92 must be made clear to every canteen
         worker. All the measures to procure standard provisions should be
         undertaken to avoid adulteration. Stern disciplinary action should be
         taken against any employee of the canteen found indulging in or
         doing any act which may lead to the adulteration.

26.7           Accounts & Audit

                Annual accounts comprising of income and expenditure,
         trading account, profit and loss account, balance sheet etc. must be
         prepared immediately on the close of the financial year. The account
         after having been internally audited, should be submitted to the
         integrated financial advisors of the department/office with copies to
         the director of canteen within one month of the close of every financial
         year.

26.7.1          It will be the responsibility of the canteen manager to complete
         and submit all accounts progressively prepared as on the last day of
         every month, within seven working days of the following month, after
         internal audit, to the honorary secretary for putting up to the
         managing committee.

26.7.2         The following account books and records are required to be
         maintained by the departmental/cooperative canteens :

               (i)      Cash Book
               (ii)     Ledger
               (iii)    Stock Register (for expendable items, coupon books,
                        crockery, empty containers etc.)
               (iv)     Dead Stock Register
               (v)      Preparation Register (to show eatables produced)
               (vi)     Sales Register (Work Sheet)
               (vii)    Coupon Sales Register
               (viii)   Salary Register
               (ix)     Attendance Register
               (x)      Bill Register (for sales on credit)
               (xi)     Kitchen Register (if a number of canteens are grouped
                        together for kitchen functions)
               (xii)    Journal (if number of daily transactions of credit sales
                        and credit purchases exceeds five)
               (xiii)   Annual Accounts

26.7.3 The internal audit of the accounts of canteen/tiffin rooms should be
       carried out by the departmentalized accounts organizations.

                                                                  Page 185 of 498
26.8          Entitlement    of       employees    in    various       types       of
         Canteens/Tiffin rooms

Sl.No.        Designation               Canteens Type              Tiffin Rooms
                                  A        B       C       D        A          B
  1       Manager                 1        1       1       -        -          -
  2       Asstt. Manager-         1        1       -       -        -          -
          cum-Store Keeper
  3       Manager-cum-            -        -       -       1        -          -
          Salesman
  4       Counter                 2        1       1       1        1          -
          Clerk/Salesman/
          Kitchen Clerk
  5       Coupon/Reserve          1        1       1       1        -          -
          Clerk
  6       Halwai                  1        1       1       1        -          -
  7       Asstt. Halwai           1        -       -       -        -          -
  8       Cook                    1        1       -       -        -          -
  9       Tea/Coffee Maker        1        1       1       1        1          1
 10       Bearer                  7        5       3       2        -          -
 11       Washboy/Dish            2        2       1       1        1          1
               Cleaner
 12       Sweeper                 1        1       1       -        -          -
                                  19      15      10       8        3          2



26.8.1         26.8.1         In addition to above, the following staff is
         authorised in group of more than „A‟ type Canteen under one
         management in lieu of staff at Serial Nos. 1 & 2 above.


                               A Group of 2 „A‟ Type A Group of more than
                               Canteens              2 „A‟ type Canteens
  1      General Manager                  1                        1
  2      Deputy General                   -                        1
         Manager
  3      Accountant                       1                        1
  4      Cashier                          1                        1
  5      Store-Keeper                     1                        1
  6      Internal Auditor                1 (Part-time)             1(Part-time)




                                                               Page 186 of 498
27.          MEDICAL FACILITES TO THE CENTRAL
             GOVERNMENT EMPLOYEES (INCLUDING
             CGHS)


27.1            The Central Government servants are entitled to medical
       facilities under the Central Services (Medical Attendance) Rules, 1944,
       the salient features of which are given hereunder:

27.2          These Rules are applicable to all government servants other
       than (i) those in Railway Service, and (ii) those of non-gazetted rank
       stationed in or passing through Kolkata, whose conditions of service
       are prescribed by rules made or deemed to have been made by the
       Central Government, when they are on duty, leave or foreign service
       in India or when under suspension. Following medical facilities are
       available under these rules:

             In India only -

             1.     Avitaminosis and Hypovitaminosis.
             2.     Correction of squint (eye). Testing of eye sight for
                    glasses of the employees once in three years.
             3.     Disease(s) causing general debility and secondary
                    anaemia.
             4.     Treatment for immunizing and prophylactic purposes in
                    the case of communicable diseases only.
             5.     Venereal diseases and Delirium Tremens.
             6.     Treatment of sterility and operation for sterilization.
             7.     Medical termination of pregnancy performed at
                    government hospital/recognised institutions etc.
             8.     Confinement including at residence if attended by Child
                    Welfare and Maternity Centres staff ; prenatal and post -
                    natal treatment.
             9.     Blood and blood transfusion charges.
             10.    Dental treatment (only in government hospitals, private
                    recognised hospitals) - Surgical operations needed for
                    removal of Odontomes and impacted wisdom - tooth,
                    Treatment of gum boils, Extraction, Scaling and gum
                    treatment including pyorrhoea and Gingivitis, Filling of
                    teeth , Root canal treatment etc.
             11.    Anti-rabic treatment.
             12.    Cost of Hepatitis Vaccine B & C.
                                                               Page 187 of 498
             Following treatment can be availed outside India also -

             a)     Cardio vascular Surgery.
             b)     Kidney and other organ Transplant.
             c)     Joint replacement and surgery.
             d)     Bone-marrow transplant.
             e)     Certain types of medical and oncological disorder, such
                    as Leukaemia and neoplastic conditions.
             f)     Micro vascular and neuro surgery.
             g)     Treatment with laser which obviates the need of open
                    surgery.
             h)     Treatment with     Argon, Krypton and Yag Laser in
                    Ophthalmic cases.
             i)     Extra corporeal stone disintegration by ultrasonic shock
                    waves.

27.3          A government servant desirous of availing medical treatment
       outside India may make an application in the prescribed form through
       his Department/Ministry to the Standing Committee established
       under this rule.     On receipt of such application, the Standing
       Committee, if after due consideration it is satisfied that the patient
       can be treated only outside India, may issue a certificate to the
       concerned Department/Ministry conveying its approval of the
       application and the concerned Department/Ministry shall, on the
       strength of that certificate incur necessary expenditure in getting the
       government servant concerned or the member of his family treated in
       accordance with the procedure laid down by the Committee (Rules 8
       & 11).

27.4         For getting medical treatment by the Central Government
       servant and his family members in India, the following
       Hospitals/Institutions are recognised:

             1.      All State Government        hospitals   including   those
             maintained by Local Bodies.

             2.     All hospitals, primary health centres, maternity and
             child welfare centres and dispensaries recognised by State
             Governments for      treatment of their employees and/or
             members of their families.

             3.     All hospitals/dispensaries attached to Public Sector
             Undertakings/Projects/Port Trusts.




                                                               Page 188 of 498
             4.       Cantonment hospitals in cantonment areas where there
             are no government hospitals, for treatment of government
             servants and their family members residing in those areas and
             also in the adjoining areas outside cantonment limits.

             5.      All railway hospitals.

             6.    Pay Clinics in Bihar, Punjab, Haryana, Uttar Pradesh,
             Madhya Pradesh, Rajasthan and Chandigarh.

             7.    Private hospitals in particular stations notified by the
             Government of India from time to time (Rule 2).

27.5          In addition to the above, Head of Department as specified in
       SR 2(10) is empowered to appoint Medical Officers under the
       employment of the Central/State Governments and Union Territories,
       as also Medical Officers not in government employment i.e. Private
       Registered Medical Practitioners as Authorised Medical Attendants.

27.6          Private Medical Practitioners are appointed as AMAs where
       adequate number of government doctors in various systems of
       medicines are not available or when their services are not available
       within a radius of five kilometres or because of the remoteness of the
       area (Rule 2). The AMA so appointed, will be bound by the terms and
       conditions prescribed by the government from time to time under
       these rules. If the condition of the patient so requires, the AMA can
       send the patient to the nearest specialist or other medical officer or
       summon them to attend the patient (Rule 5).

27.7           The treatment at the consulting room of the AMA is limited to
       ten days with a maximum of four consultations and normally ten
       injections.     The limit of four consultations within 10 days is
       applicable for attendance with a Specialist/other Medical Officer and
       will count from the date from which the Specialist/other Medical
       Officer is consulted. Consultation on the 10th day of treatment is
       permissible, if no medicine is prescribed on that consultation.

27.8          Cases of medical treatment requiring hospitalization are
       referred to government/ recognised hospital. If hospitalization is not
       considered necessary but treatment is expected to be prolonged, the
       patient should be referred to OPD of government / recognised
       hospital.

27.9         When a patient consults the same AMA in regard to the super
       imposition of another disease during the course of treatment of one
       disease, it is regarded as a fresh consultation and will be charged at

                                                              Page 189 of 498
        full rates as prescribed by the government from time to time.       To
        justify a fresh claim for the recurrence of the same disease for a
        second time, there should be a reasonable gap between the closing of
        the first spell and the recurrence of the second spell. A separate
        claim is to be preferred in respect of each spell of illness and or an
        entirely new disease (GID (21) in Rule 2).

27.10          The claim for reimbursement should be received within 3
        months from the date of last treatment. However, subject to certain
        conditions, the Department may condone the delay. (GIDs (9) and (10)
        Section-1).

27.11          The government servant and their family members may receive
        treatment for all diseases for which treatment is provided under the
        rules in a government/recognised hospital outside the district/state
        but within India, provided :

(i)     Necessary and suitable facilities for treatment are not available in a
        government or recognised hospital at the district or state
        headquarters or within the district or state where one falls ill and

(ii)    The treatment outside the district/state is recommended by the
        Authorised Medical Attendant and countersigned by the Chief Medical
        Officer of the district if the treatment is undertaken outside the
        district or by the Chief Administrative Medical Officer of the state if it
        is to be undertaken outside the state. (G.I.D.(4) under Rule 6).

27.12          Travelling Allowance for medical treatment and attendance

               The government employees and their family members are
        entitled to undertake journeys to take appropriate medical attendance
        and treatment, if it is certified by the AMA/Specialist/Medical Officer
        attached to the hospital to whom the patient was referred, that the
        journey was unavoidably necessary to obtain the treatment. The
        patient ( government servant or his family member ) and attendant
        also ( wherever recommended) will be entitled to TA plus DA for the
        period of journey undertaken by rail, road, sea and air. No DA will
        be admissible for halt.        The government servant is eligible for
        reimbursement of the travelling expenses of the donor of a kidney to
        him or to a member of his family for the journeys made               in
        connection with the transplantation.

27.13          Central Government Health Scheme(CGHS)

             The medical facilities under the Central Government Health
        Scheme are available to all the employees paid from the civil estimates

                                                                  Page 190 of 498
            and their family members residing in the area covered by the scheme.
            An employee can opt out of the scheme and avail of the medical
            facilities provided by the employer of his spouse. If an employee or a
            member of his family covered under the Scheme falls ill at a place not
            covered under CGHS, the treatment shall be admissible under CS(MA)
            Rules44[1].

27.14              The medical facilities to the Central Government employees and
            their dependent family members are provided under the Central
            Government Health Scheme in the following cities:

                   Ahmedabad            Ghaziabad           Meerut        Allahabad
                   Gurgaon              Mumbai              Bangalore     Guwahati
                   Nagpur               Bhubaneshwar        Hyderabad     Noida

                   Kolkata              Jaipur              Patna         Chennai

                   Jabalpur          Pune                   Kanpur        Ranchi
                   Delhi/New Delhi   Faridabad              Lucknow
                         Thiruvananthapuram

27.15              Definition of Family: „ Family‟ means employee‟s

                   (i)     Husband/Wife including more than one wife and also
                           judicially separated wife.

                   (ii)    Parents and Stepmother. In the case of adoption, only
                           the adoptive and not the real parents. If the adoptive
                           father has more than one wife, the first wife only.

                   A female employee has a choice to include either her parents or
            her parents-in-law; option exercised can be changed only once during
            service.

                   (iii)   Children including legally adopted children, stepchildren
                           and children taken as wards subject to the following
                           conditions :

                   Son -Till he starts earning, irrespective of age limit.
                   Daughter     -Till she starts earning or gets married, whichever
                   is   earlier, irrespective of age-limit.
                        Son suffering from                  -No age -limit.
                        Permanent disability of any
                        kind (physical or mental)


44[1]   OM No.S.1101/6/92-CGHS Desk-CGHS(P) dated 4.8.94.

                                                                      Page 191 of 498
                  (iv)   Widowed daughters and dependent divorced/separated
                         daughters.

                  (v)    Sisters including widowed sisters.

                  (vi)   Minor borthers and dependent brothers.

27.15.1     But the above persons should reside with the government
      servants and their income from all sources should not be more than
      Rs.1500/- per month45[2].

27.16             Contribution

                 A compulsory monthly contribution is charged from all the
          entitled classes of government servants on the basis of rates fixed by
          the government from time to time. The present rates of contribution
          are as under:

                  Pay                          Rate of monthly contribution (Rs.)
                  Up to Rs.3000/-                         15/-
                  Rs.3001 to 6000/-                       40/-
                  Rs.6001 to 10000/-                 70/-
                  Rs.10001 to 15000/-                     100/-
                  Rs.15001/- and above                    150/-

27.16.1      When both husband and wife are Central Government servants
      covered by the scheme, the contribution will be recovered from only
      one of them whose pay is higher46[3].

27.16.2      An employee transferred to another CGHS station or one who
      goes to serve abroad leaving his family at the old station may continue
      to pay the contribution and his family can avail the facilities at the
      old station for that duration47[4].

27.17             Facilities available under the Scheme 48[5]

                  i)      Medical attendance including consultation with the
                  AMA at a CGHS Dispensary.




45[2]OM   No.NB 12014(7)/92-CGHS(D) dated 31.12.1993.
46[3]OM   No.S-11011/6/98-CHS(P)dated 27.5.1998.
47[4]OM   No.S-12015/1/85-CGHS(P) dated 8.7.85 and amended from time to time.
48[5]OM   NO.S-11022/1/98-CGHS (P) dated 4.9.1998.



                                                                        Page 192 of 498
               ii)       X-Ray, Laboratory and other diagnostic facilities at
               CGHS Laboratories or other laboratories of CGHS wing of
               Hospitals/Private Hospitals recognised by CGHS.
               iii)        Hospital   services   in   the    CGHS     wing    of
               Hospitals/Referral/Private Hospitals recognised by the CGHS.
               iv)      Nursing Home facilities for those having a basic pay
               above Rs. 12000/-.
               v)       Special treatment for diseases like TB, Cancer, Kidney
               Transplant and By-pass Surgery and facilities for Dental
               treatment (for few diseases).
               vi)      Ante natal/confinement/post natal care facilities.
               vii)       Specialist consultation in selected centres/poly
               clinics/hospitals etc.
               viii)    Intra - ocular lens implantation/treatment and cost of
               spectacles after cataract operation.
               ix)       Post-operative treatment relating to Neurosurgery,
               Cardiac Diseases, Cancer, Kidney transplantation and
               hip/knee       replacement      surgery      in    the      same
               institutions/hospitals where the surgery was earlier carried out
               with prior permission of CGHS.
               x)        Medicines prescribed during OPD treatment are
               provided by the CGHS dispensary concerned.                    No
               reimbursement is allowed for such medicines purchased from
               outside.
               xi)      The scale of hospital accommodation is prescribed as
               under:

Basic Pay         Private  Hospitals AIIMS              Government/Municipal
                  recognised     by N.Delhi             hospitals
                  CGHS
Upto Rs.7500      General Ward         General Ward                 …
7500 and above            …                   …         Nursing Home facilities
7501 to 10500     Semi-private Ward    General Ward                -do-
10501 to 13499    Private Ward         Private Ward                -do-
13500       and           -do          Deluxe Ward                 -do-
above



 27.18         Procedure for reference to Referral/Recognised Hospitals
         under CGHS -

                The beneficiaries will have the option to avail specialised
         treatment at CGHS recognised hospitals of his/her choice if the
         specialist of the CGHS dispensary or government hospital
         recommends the patient for such specialised treatment.


                                                                 Page 193 of 498
27.18.1      After   the specialist advises a procedure in writing, the
      permission letter for taking such treatment in a CGHS recognised
      private/referral hospital of the choice of the employee in the same
      city, would be given by the parent department/office49[6].

27.18.2      In case the beneficiary, inspite of the facility being available in
      the city still chooses to get treatment in another city, permission of
      the CGHS authorities of the city would have to be obtained. In such
      cases, no TA/DA will be paid by the government50[7].

27.18.3       The government servant is allowed to take treatment from
      referral/recognised hospitals under CGHS in emergency. However, the
      term 'emergency' will be decided by the Additional Director, CGHS
      concerned whether the case is/was of real 'Emergency' before
      reimbursement is made by the parent department on the basis of
      rates fixed by the CGHS from time to time.

27.18.4     Ex post facto permission for treatment in government referral
      hospitals like PGI Chandigarh etc. can be given by the parent
      department51[8].

27.19             Medical Advance -

                  The medical advance to the serving government servant for self
           treatment or treatment of the dependents on receipt of estimate from
           the treating doctor of a government/recognised hospital is available
           subject to the following conditions:

                  i)     Rs.10,000/- or the amount recommended by the doctor,
                         whichever is less for indoor treatment in hospital and for
                         OPD treatment in case of TB/Cancer.
                  ii)    In case of major illness like by-pass urgery, kidney
                         transplant etc., the advance may be limited to 90% of
                         the package deal wherever it exists or the amount
                         demanded by the hospital concerned52[9].
                  iii)    The advance is paid directly to the hospital concerned
                         on receipt of an estimate.
                  iv)     For settlement of advance, the employee concerned may
                         be required to submit the adjustment bills within a
                         period of one month from the date of his discharge from
                         the hospital. In case the entire advance has not been
                         utilised for the treatment of the patient, the head of

49[6]OM No.S-11011/6/96-CGHS(P) dated 11.6.1997
50[7]OM No.S-11011/6/96-CGHS(P) dated 11.7.97
51[8]OM No.S-12020/4/97-CGHS(P) dated 4.7.1999

52[9]   OM No.S.12025/1/96-CGS(P) dated.13.5.1997

                                                                    Page 194 of 498
                         office concerned will correspond with the hospital for
                         refund of the unutilised balance of medical advance53[10].



27.20             Settlement of Claim -

                 The government servant is required to prefer claim/bill within 3
           months, from the date of discharge from the hospital. If the claim gets
           time barred, relaxation of delay is allowed by the department
           depending on the circumstances of delay.

27.20.1           The claim should have the following documents completed:

                  a)     Claim Form Med. '97' and Essentiality Certificate „A‟ for
                         Outdoor treatment and 'B' for Indoor treatment.
                  b)     All original bills verified by the treating doctor with his
                         stamp.
                  c)     Photocopy of CGHS Token Card.
                  d)     Discharge Slip of the Hospital in case of             Indoor
                         Treatment.
                  e)     A detailed list of all medicines, laboratory tests,
                         investigations, number of doctors visits etc.
                  f)     Self explanatory letter from the beneficiary explaining
                         the emergency circumstances in case of emergency.
                  g)     Legal heir certificate in case of death of the card holder.

27.20.2      Based on the rates fixed by the CGHS, the admissible amount
      is worked out by the department. If the rates claimed by the
      concerned are less than the rates fixed by the government, the actual
      amount is reimbursed. In case CGHS rates are not available for a
      particular item, the reimbursement is allowed on the basis of rate list
      of AIIMS. Incidentally, where AIIMS rates are also not available, the
      actual amount paid by the patient is reimbursed. Items mentioned
      in the list of inadmissible items under CS(MA) Rules are not
      reimbursable. Special Nursing Charges are to be reimbursed as fixed
      by the Ministry of Health from time to time54[11].

27.20.3     In normal cases, AO(A)/AO(E)/SsP upto the amount of Rs.
      1000/-, DIsG upto the amount of Rs. 5000/- and JDs upto the
      amount of Rs. 10000/- are empowered to accord sanction for
      reimbursement. In other cases claims are submitted to DCBI through
      JDs concerned for consideration.



53[10]OM   No.S.12015/3/93-CGHS(P) dated 30.12.1993
54[11]OM   NO. S-11012/1/91-CGHS(P) (Vol.I) dated 18.3.1992


                                                                     Page 195 of 498
28.    CENTRAL GOVERNMENT EMPLOYEES
       GROUP INSURANCE SCHEME

28.1   Eligibility

       (i)     The scheme is compulsory for all regular employees
               including canteen employees.

       (ii)    Employee joining service from Ist January of a year will
               be a member of the Scheme from the date of joining.

       (iii)   Employee joining service on any other date will be
               entitled for insurance cover alone from the actual date of
               joining till the end of that year and will become full
               fledged member from the 1st January of the next year.

       (iv)    Re-employed defence personnel shall not be admitted to
               this scheme until the expiry of extended insurance cover
               under the Group Insurance Scheme for Armed Forces.

28.2   Subscription and Insurance Cover

       (i)     Under the scheme monthly subscriptions are to be made
               by each group of employees to get the appropriate
               insurance cover as follows :

               (a)    For members as on 31.1.1989, who opted for the
               old scheme :

                     Group of        Subscription per      Amount of
                     Employees         month (Rs.)      Insurance cover
                                                             (Rs.)
                           A                80              80,000

                           B                40               40,000

                           C                20               20,000

                           D                10               10,000



               (b)   For members as on 31.1.1989 who opted for the
                     new scheme and those joining on or after
                     1.2.1989 :



                                                          Page 196 of 498
               Group of       Subscription per month    Amount of
               Employees                (Rs.)           Insurance
                             From date     From         cover (Rs.)
                             of joining    succeeding
                             to            Ist
                             succeeding January
                             Ist January
                    A              40          120       1,20,000
                    B              20          60         60,000
                    C              10          30         30,000
                    D              5           15         15,000

(ii)      If an employee is promoted to a higher grade in between
         a calendar year, his subscription will be raised w.e.f. the
         following 1st January.

(iii)    If an employee is reverted to a lower grade, his
         subscription and insurance will not be changed. It will
         remain as applicable to the higher grade to which he
         belonged before reversion.

(iv)     Subscription for a month shall be recovered from the
         employee‟s salary for that month.

(v)      Subscription shall be recovered even for the month in
         which the employee ceases to be in service on account of
         retirement, death, resignation, removal etc. from service,
         or is on leave or suspension.

(vi)     If subscription is not paid during any period of
         extraordinary leave, the arrears will be recovered with
         interest due under the Scheme, in maximum 3
         instalments, from the month following the month in
         which employee returns for duty. If an employee dies
         while on extraordinary leave , the arrears will be
         recovered with compound interest @ 12% p.a. from the
         amount payable to the family under the scheme.

(vii)    If subscription is delayed due to delayed payment of
         salary, no interest will be charged.

(viii)   In exceptional circumstances, when employee cannot
         subscribe to CGEGIS, he can make non-refundable
         withdrawal from his PF account and pay the
         subscription.




                                                    Page 197 of 498
               (ix)   30% of the subscription will go to Insurance Fund and
                      the balance 70% will go to Savings Funds.

               Fifth Pay Commission has recommended to revise the
               proportion to 25% and 75% provisionally and review the same
               based on mortality rates.

28.3           Interest on Savings Fund

              Interest will be paid on the balance in the Savings Fund at
       prescribed rates, compounded quarterly.

28.4           Benefits under the Scheme

       (i)     On Resignation/Retirement :- Amount of subscription
               credited to the Savings Fund alongwith interest thereon will be
               paid to the employee.

       (ii)    On Death : Amount of insurance cover of the group to which
               he belongs on the date of death and the accumulation in
               Savings Fund will be paid to his nominee/heirs.

       (iii)   If an employee dies before he was enrolled as a member (i.e.
               between the date of his joining service and the following Ist
               January), only the insurance amount will be paid to the
               nominee/heirs.

       (iv)    Assignment of Insurance Cover and Savings Fund for
               obtaining loans : An employee can assign the insurance cover
               and accumulation in the savings fund to a recognised financial
               institution, for obtaining housing loans. However, no
               loans/advance or withdrawals are permitted from Insurance
               Fund/Savings Fund.

       (v)     The amount of subscription is eligible for Income Tax Rebate
               u/s 88 of IT Act.

28.5           Mode of Payment

       (i)     The payment under the scheme shall be made to the employee
               in case of retirement, or quitting service otherwise.

       (ii)    In case of employee's death, the amount shall be paid to :

               (a)    if there is a valid nomination, to the nominee(s) in the
                      manner prescribed.



                                                                Page 198 of 498
               (b)   if there is no valid nomination, as per valid nomination
                     for GPF.

               (c)   if there is no valid nomination for PF also, then in equal
                     shares to widow(s)/minor sons and unmarried
                     daughters. When none of these are alive, then to other
                     members of the family in equal shares.

               (d)   if neither any valid nomination is there, nor any member
                     of the family is alive then to legal heirs on furnishing the
                     succession certificate.

       (iii)   When the whereabouts of an employee are not known :

               (a)   Savings Fund accumulation will be paid to the
                     nominees/members of the family/legal heirs after one
                     year following the month of disappearance on furnishing
                     a police report that employee is not traceable in spite of
                     all efforts and an Indemnity Bond.

               (b)   The insurance amount will be paid after 7 years of the
                     disappearance on production of decree of presumed
                     death of the employee.

               (c)   Full subscription for the first year and reduced
                     subscription for the insurance premium alone for the
                     next 6 years will be recovered from the amount payable.

28.6             Other Conditions :

               (a)    The amount due to the minor can be paid to mother as
                     natural guardian without any certificate in the case of
                     non-Muslims and with guardianship certificate in the
                     case of Muslims.

               (b)   If any person eligible for share of benefits is charged with
                     murder or abetting murder of the employee, his claim
                     will be suspended. If he is convicted he will be debarred
                     from receiving any share, if he is acquitted his share will
                     be paid without any interest.

               (c)    Any dues to the government cannot be recovered from
                     amount payable under the scheme.




                                                                 Page 199 of 498
29. ACCOMMODATION


29.1          The requirement of space for establishing CBI branch at a
       particular station is to be met from any of the following sources:

             i)     Allotment of government accommodation through State
                    Government or Directorate of Estates (CPWD).

             ii)    Accommodation owned by CBI.

             iii)   Hiring  of   accommodation    from   Public   Sector
                    Undertaking/Any other government agency/private.

29.2          The requirement of space for accommodating a CBI branch is
       to be assessed keeping in view the guidelines of Directorate of Estates,
       operational requirements of CBI and special requirements of the
       branch.     Directorate of Estates has formulated guidelines for
       calculating the requirement of conventional and non-conventional
       space in the office building vide its OM No.11015/15/98-Pol.I dated
       7.8.1998, annexed as Annexure-XIV. The strength of the branch is
       taken into consideration for assessing the conventional space
       requirement. Further, guidelines regarding future requirement and
       austerity cuts are also to be taken into consideration.

29.3          Specific approval of Cabinet Secretariat is not required for
       getting office accommodation from Directorate of Estates. However,
       before sending any requisition to such authority, a detailed proposal
       with justification of requirement of the building/space should be sent
       to the Head Office for obtaining the approval of the Director/CBI. No
       space is to be taken from any other agency except with the prior
       approval of Director/CBI.

29.4          For CBI branch to have its own office building, purchase of
       land/ready-built building from state government/private agency/PSU
       is required. Any purchase of land or a building requires the specific
       approval and sanction of the Government. For getting the approval
       from the Government, a detailed proposal with full justification is to
       be prepared as per the following guidelines:

             a)     Requirement of land is to be assessed based on the office
                    space requirements (both conventional and non-
                    conventional as per norms fixed by the Directorate of
                    Estates) and in consultation with CPWD.


                                                                Page 200 of 498
                  b)     While selecting the site, it should be ensured that land is
                         not waterlogged and is suitable for construction of
                         building.    Efforts should be made to select the site
                         which is centrally located and is convenient for CBI
                         personnel.

                  c)     Offer of the landlord/Government with cost of land is to
                         be collected.

                  d)     It is to be ensured that identified land is free from any
                         dispute.

                  e)     Preference is to be given for purchase of land from the
                         government        agencies       like       CPWD/State
                         Government/PSU, etc.

                  f)     The price of land is to be got assessed/verified by the
                         CPWD inter alia reasonableness of cost of land -
                         certificate is to be obtained from CPWD.

                  g)     Draft Committee on Non-plan Expenditure Note (CNE) is
                         to be sent alongwith the proposal if the total cost of land
                         and building is Rs.5 crores and above.

                  h)      The proposal is required to be routed through Regional
                         Office and Zonal Joint Director.

29.5              Once site for construction of office is purchased, further action
           for construction of building is to be taken by the branch without
           delay. CPWD is to be requested for preparation of architectural
           design, drawings and preliminary estimate for the office/quarters
           proposed for construction. While request is being made to CPWD, the
           requirement calculated as per the guidelines given above should be
           informed to the CPWD so that the requirement and the plan are in
           order. The proposal duly approved by the DIG and JD concerned
           must be sent to the Head Office. After the approval of Director, CBI,
           the proposal is sent to the government for sanction.

29.6              For hiring the building on rent for office purposes, efforts
           should be made to locate government owned/PSU/semi-government
           building. Where it is not available, private accommodation is to be
           hired. For this purpose, as per CVC guidelines55[1], it is mandatory to
           give wide publicity through local newspapers wherever the monthly
           rent of building is likely to be above Rs.60,000. On receipt of tenders

55[1]
        OM No.5DD-6-CTE-5 dated 8.9.1999

                                                                    Page 201 of 498
         from the landlords, the suitability of the building with regard to the
         space entitlement of the branch, distance from bus terminus, railway
         station, work place, etc. is to be taken into consideration. If the
         building is found suitable, the CPWD authorities should be
         approached for making assessment of the rent and issue of rent
         assessment certificate. The requisite certificate of non-availability of
         government accommodation is also to be obtained from the CPWD.
         After completing all these formalities, a detailed proposal for hiring
         the accommodation should be sent to the Head office through the
         Regional DIG and Zonal JD.

29.7            As per the financial powers delegated to CBI vide Government
         of India MHA No.11011/18/86-Fin.II dated 26.12.1986 Director/CBI
         is authorised to hire a building on rent not exceeding Rs.5,000/- per
         month at a place other than Mumbai, Kolkata and Chennai.
         Director/CBI has full powers for continued hiring of office rented
         building wherever there is no change of rent as sanctioned by the
         Government (letter No.3/20/69-Finance(iii) dated 14th July,
         1969(Annexure-XV).

29.8           Residential Accommodation

                Efforts should be made by Head Office and all the branches to
         provide residential quarters to all CBI personnel by purchasing ready-
         built quarters from state government /PSU/private agencies or by
         acquiring land and constructing the quarters.

29.8.1          Effort should be made to acquire houses of all categories from
         Type-I onwards, depending on the strength of staff and their
         entitlement. The BPR&D have fixed satisfaction level norm of 60%
         upto Type-IV quarters and 80% for Type-V and above. The quarters
         are to be acquired only on requirement basis.          Directorate of
         Estates/CPWD has fixed the plinth area for various types of quarters
         which has to be adhered to while proposing purchase/construction of
         quarters in any category. Government approval and sanction is
         required for purchase of ready-built houses or purchase of land and
         construction thereafter through CPWD. Wherever it is proposed to
         buy/construct any quarters, a detailed proposal giving justification
         for the need and requirement should be sent to Head Office for
         obtaining the approval of the Director/CBI and Government.

29.9           Cleanliness in government buildings

               In order to keep the office building neat & clean, appropriate
         number     of posts of safaiwala     have been sanctioned by the
         Government in the CBI branches. Where there is no regular post of

                                                                  Page 202 of 498
        safaiwala, cleaning work can be got done on contract basis by inviting
        tenders. The sweeping/cleaning work of the office buildings comes
        under the head “ Civil Works”. The expenditure upto Rs. 30,000/- on
        these works is within the delegated financial powers of the Zonal JD
        and the expenditure exceeding Rs. 30,000/- as enhanced from time to
        time is within the delegated powers of the Director, CBI. After
        obtaining sanction of the competent authority, the cleaning work of
        the branch/office is to be awarded to the concerned
        contractor/firm/agent against contract agreement duly executed
        between the contractor and the branch concerned.

29.10         Guidelines to be followed for awarding sweeping contract
        by CBI branches

              a)     The area of office space to be swept daily should be
                     11,000 sq.ft. (1025 sq.mtrs.) for engaging one safaiwala.
                     In case the area is too small, contract is to be given to
                     engage part time safaiwala.

              (b)    In order to get competitive rates and enforce competition
                     amongst the contractors, maximum sealed quotations,
                     as far as possible, are to be called (minimum of 3 sealed
                     quotations) from government registered/approved/
                     reputed contractors with rates separately quoted for
                     work with cleaning material and without cleaning
                     material.

              (c)    The sealed quotations shall be opened by the head of
                     office, in the presence of a committee consisting of 3
                     members constituted for the purpose. Negotiations can
                     be made with the lowest bidder.

              (d)    The award of sweeping contract should be as far as
                     possible with cleaning material.

              (e)    The contract shall be with an approved/registered
                     government firm and shall not be with an individual. If
                     no government approved or registered contractor is
                     available in the area where the CBI office is located, the
                     contract can be awarded to a standard/reputed firm
                     after thorough enquiry.

              (f)    The contract may be given only to such a firm which has
                     sufficient men on its rolls and which can provide a
                     substitute in case the safaiwala already deputed
                     proceeds on leave or is absent from duty.

                                                                Page 203 of 498
(g)   The authority competent to award the contract shall
      award the sweeping contract to the lowest tenderer for a
      period not exceeding one year with an option to renew
      the contract subject to satisfactory service, for another
      period or period of one year only on the same terms and
      conditions. In no case, the contract shall not be awarded
      to the same contractor for a period exceeding 2 years.

(h)   In order to maintain security of the premises, verification
      of the identity of the persons deployed shall be made by
      the contractor. The safaiwalas deployed shall not be
      frequently changed by the contractor.

(i)   An agreement of contract shall be executed before
      awarding the contract on a stamp paper of Rs. 10/-
      value by the contractor firm and signed both by the
      contractor on behalf of the firm and the authority
      competent to award the contract on behalf of the CBI.

(j)   Every renewal of the contract shall be on a separate
      stamp paper of the above value and signed by both the
      parties.

(k)   The payment shall be made to the firm from the Sub-
      head „Office Expenses‟ by Cheque/Demand Draft only
      and not in cash.

(l)   The Duty Officer/Care Taker of the branch shall be
      responsible for ensuring proper cleanliness of the office
      premises. Payment of the bill to the contractor firm shall
      be made after the Duty officer/care taker certifies that
      the work is satisfactory.

(m)   Daily attendance register shall be maintained in respect
      of the safaiwala without mentioning the name of the
      individual deployed by the contractor.

(n)   It shall be the responsibility of the contractor to depute a
      substitute, if for any reason, the existing safaiwala
      proceeds on leave or absents from duty, about which the
      office should have prior intimation.

(o)   If the service rendered is not satisfactory, the contract of
      the existing firm may be terminated immediately and the


                                                  Page 204 of 498
                     contract awarded to another firm of lowest rate after
                     following the prescribed procedure.

              (p)    A register of supervision regarding satisfactory service
                     shall be maintained by the Duty Officer/Care Taker and
                     put up to the Head of Office on every first working day of
                     the week. If a substitute safaiwala happens to work, a
                     record to that effect shall be made in this register.

              (q)    Proportionate deductions shall be made from the
                     amount payable to the contractor for day of absence
                     from duty of the safaiwala, in case no substitute is
                     provided by the contractor.

              (r)    Penal provisions can also be incorporated in the contract
                     to ensure performance.

              (s)    A register of the expenditure incurred towards sweeping
                     contract shall be maintained showing the details of the
                     name of the contractor, number of sweepers deployed,
                     period of contract, rate of contract, amount paid,
                     Cheque/DD No. & date, signature of the DDO/branch
                     Incharge etc.

29.11         CBI Hostels

              In Delhi and in different branches of CBI at Mumbai, Jaipur,
        Bhubaneshwar, Lucknow, Visakhapatnam and Silchar, CBI Guest
        Houses are maintained, which are utilized by the visiting CBI Officers
        on payment.

29.11.1     At New Delhi, there are two CBI Hostels, one at Pragati Vihar
      and the other at Vasant Vihar. At Pragati Vihar, there are 5 suites
      and 7 rooms and at Vasant Vihar, the CBI has 2 rest houses.




                                                                Page 205 of 498
30. STORES & SUPPLIES


30.1          Detailed procedure regarding purchase of various stores
       required for use in the public service is laid down in Chapter 8
       (Stores) of General Financial Rules 1963 (Rules 99 to 128). All
       purchase of stores should be regulated in strict conformity with these
       rules and the subsidiary instructions contained in the General
       Financial Rules and issued by the Government of India as well CBI,
       Head Office from time to time.

30.2          Standards of financial propriety

             Every officer incurring or authorising expenditure from public
       money should be guided by high standards of propriety. Every officer
       should also enforce financial order and strict economy at every step
       and should see that relevant financial rules and regulations are
       observed by his own office and by subordinate disbursing officers.
       Generally, following principles are emphasized:

       i)     Every officer is expected to exercise same vigilance in respect of
              expenditure incurred from public money as a person of
              ordinary prudence would exercise in respect of expenditure of
              his own money.

       ii)    Expenditure should not be prima facie more than the occasion
              demands.

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

       iv)    Expenditure should not be incurred for benefit of particular
              person or a section of people unless :

               a)     a claim for the amount could be enforced in a court of
              law .

              b)     the expenditure is in pursuance of a recognised policy
              or custom.

       v)     The amount of allowances granted to meet expenditure of a
              particular type should be so regulated that the allowances are
              not on the whole a source of profit to the recipients.


                                                                 Page 206 of 498
       vi)    Responsibility and accountability of every authority delegated
              with financial powers to procure any item or service on
              government account is total and indivisible. He will have public
              interest uppermost in his mind while making a procurement
              decision. This responsibility is not discharged merely by the
              selection of the cheapest offer but must conform to the
              following yard sticks of financial propriety:

              a)     Whether the offers have been invited in accordance with
              governing rules and after following a fair and reasonable
              procedure in the prevailing circumstances.
              b)     Whether the authority is satisfied that the selected offer
              will adequately meet the requirement for which it is being
              procured.
              c)     Whether the price on offer is reasonable and consistent
              with the quality required.
              d)     Above all, whether the offer being accepted is the most
              appropriate one taking all relevant factors into account and in
              keeping with the standards of financial propriety.

       vii)   Wherever called for, the concerned authority must place on
              record in precise terms, the considerations which weighed with
              it while taking the procurement decision.

30.3         A controlling officer shall see that not only the total
       expenditure is kept within the limits of the authorised grants or
       appropriation but also that the funds allotted to spending units are
       expended in the public interest and upon objects for which the money
       was provided.

30.4          With a view to have greater devolution of financial
       responsibility and expeditious disposal of work certain administrative
       and financial powers have been delegated to all Branch Ss.P working
       as Head of Office, Dy. Inspectors General of Police and all Joint
       Directors in CBI(including Zonal JDs). The exercise of these powers is
       subject to restrictions, stipulations or instructions that may be issued
       by the Government as well CBI Head Office from time to time and the
       relevant terms and conditions laid down in the various Rules i.e.
       DFPRs, GFRs, FRs & SRs etc. and specially contained in Column 4 of
       the Annexure to Schedule V to the Delegation of Financial Powers
       Rules, 1978. This is further subject to availability of funds in the
       appropriate Head of Accounts in the respective budget allocation of the
       branches.

30.5          Every officer who has been delegated powers should see that all
       related provisions of the General Financial Rules, Delegation of
       Financial Powers Rules, Orders of Departmental delegations of
       financial powers and general instructions issued from time to time

                                                                Page 207 of 498
         are complied with before ordering the purchases. The financial
         proposal beyond the powers of Joint Director of concerned Zone may
         be sent to Head Office with his recommendations.

30.6            Rules 102 to 107 General Financial Rules, 1963, are relevant
         for purchase and acquisition of stores for day-to-day use in the public
         service and other stores for running of the offices.

30.7      30.7           In the light of instructions contained in Rule 103 of the
         General Financial Rules, consumable stores for day-to-day use of the
         office will be purchased on the basis of periodical requirements as
         noted in the rule.

30.8              Before making purchases, the following points may be kept in
view :

         (i)      Economy instructions issued by the government and Head of
                  Department from time to time.

         (ii)     CVC guidelines on the subject issued from time to time.

         (iii)    Purchase should be made in the most economical manner in
                  accordance with the definite requirements of the office.

         (iv)     Purchases should be resorted to only after getting approval of
                  competent authority.    Officer ordering for    any purchase
                  without obtaining the approval of the competent authority
                  shall be responsible and accountable for the same.

         (v)      Purchases should not be split up to avoid the necessity for
                  obtaining the sanction of higher authority required with
                  reference to the total amount of the orders.

         (vi)     Whether the offers have been invited in accordance with
                  governing rules and after following a fair and reasonable
                  procedure.

         (vii)    Whether the authority is satisfied that the selected offer will
                  adequately meet the requirement for which it is being procured.

         (viii)   Whether the price on offer is reasonable and consistent with
                  the quality required.

         (ix)     Whether the offer being accepted is the most appropriate one
                  taking all relevant factors into account and in keeping with the
                  standards of financial propriety.



                                                                   Page 208 of 498
       (x)      Whether sufficient funds are available in the particular head of
                account.

       (xi)     Where scales of stores have been laid down by virtue of
                rule/instructions, it may be followed strictly and limits should
                not exceed in any case. It should be certified in the proposal
                itself that the prescribed scales or limits have not been
                exceeded.

       (xii)    Purchases of articles or group of articles upto Rs.1,000/- on
                each occasion     can be    made without inviting tenders/
                quotations.

       (xiii)   Purchase of stores costing between Rs. 1,000 - 10,000 can be
                made by the Heads of Department without calling tenders or
                pre-select DGS&D Rate Contract items. However, in such
                cases, quotations must be invited.

       (xiv)    The open tender system that is invitation to tender by public
                advertisement should be used in all cases in which the
                estimated value of demand is Rs.2 lakh and above.

       (xv)     In terms of directives issued by the Government of India,
                Department of Personnel & Training from time to time all
                government departments and their attached and subordinate
                offices are required to purchase stationery, furniture and other
                office requirements from M/s Kendriya Bhandar, M/s NCCF
                and Super Bazar (where available). In the case of purchases
                from these agencies, the procedure of calling of
                tenders/quotations as laid down in General Financial Rules
                have been waived by the Ministry of Finance. Purchases from
                the    open market is resorted to only after obtaining „No
                Objection Certificate‟ from these agencies and after observing
                codal formalities as laid down in the Chapater-8 of the General
                Financial     Rules, 1963.     Minimum three quotations are
                necessary if the purchases are to be made from the open
                market. Single quotation can be considered if the article is of
                a proprietary nature i.e. when it is to the knowledge of the
                procuring agency that only a particular firm is the
                manufacturer of the stores demanded.

       (xvi)    In case of purchases through DGS&D rate contract, supply
                order should be placed in the prescribed form (DGS&D-131).
                No direct payment should be made to the firm by the
                consignee.

30.9            Receipt of Stores


                                                                 Page 209 of 498
                All stores received shall be examined, counted, measured or
        weighed, as the case may be, when delivery is taken and the person
        receiving the store shall be required to give a certificate that he has
        actually received the material and recorded them in the appropriate
        stock register. Before making any payment of bill, a certificate to that
        effect recorded on the bill. After the close of each month, the balance
        should be physically checked by a Gazetted Officer to be nominated
        by the Head of Office and a certificate to this effect recorded thereon.

30.10         Stationery stores and forms

               In the beginning of each financial year, the branches are
        required to send the indents to the respective Regional Stationery
        Depots of the Stationery and Printing Department of the Government
        of India and the Manager Forms Store, Calcutta. If the stationery
        articles indented are not supplied in time or in full, local purchase
        may become necessary. However, before resorting to local purchase,
        the Government of India Stationery Office should be approached for
        supplies. If they are unable to supply the necessary stationery, a „No
        objection certificate‟ should be obtained from them before resorting to
        local purchase.

30.11         Consumable stores

               The consumable stores will be issued to the staff on receipt of
        requisitions signed by a Gazetted officer, or the Head Clerk in the case
        of branches. These requisitions will first be scrutinized by the dealing
        assistant in regard to admissibility and availability of stores and
        submitted to SP (or an officer nominated by him in this behalf) for
        orders. After getting SP‟s orders, the items will be issued to the
        person concerned against his signatures.

30.12         Maintenance of Inventory of Deadstock: (GFR 112)

              An inventory of the deadstock showing the number received,
        the number disposed off (by transfer, loss, sale etc.) and the balance
        in hand for each kind of article shall be maintained in all offices.

30.13 Physical verification of stores:(GFR 116(1) /118)

                A physical verification of all stores should be made in the
        month of April every year. It shall not be entrusted to a person who is
        the custodian, storekeeper and a person who is not conversant with
        the classification, nomenclature and technique of the stores to be
        verified. The following instructions shall invariably be observed:




                                                                 Page 210 of 498
        i)     Verification shall always be made in the presence of person
               responsible for the custody of the stores or of a responsible
               person deputed by him.

        ii)    All discrepancies noticed shall be brought to account
               immediately so that the stores account may represent the true
               state of the stores ; and

        iii)   Shortage and damages, as well as unserviceable stores shall be
               reported immediately to the authority competent to write off the
               loss.

30.13.1     Physical verification of Library books may be carried out in
      accordance with the Government of India‟s decision below Rule 116(2)
      of General Financial Rules, 1963.

30.14          Surplus/obsolete and unserviceable store:(GFR 124(1))

30.14.1      While declaring an item surplus/obsolete or unserviceable the
      following important points may be kept in view:

        i)     Authority competent to purchase stores shall be competent to
               declare the store as obsolete/surplus/unserviceable.

        ii)    An item may be declared obsolete/surplus/unserviceable if it is
               no longer required by the office. Reasons for the same should
               be recorded in the board proceedings.

        iii)   An item remaining in stock for over a year shall be considered
               surplus unless there is any good reason to treat that otherwise.

        iv)    Prescribed or stipulated life period of the stores should be
               taken into account.

        v)     In case such period is not prescribed/stipulated or it is not
               over, the committee should examine the condition of stores and
               record suitable reasons.

        vi)    Where the life period has been prescribed or stipulated and is
               already over, it should normally be taken as enough ground for
               declaring the item obsolete and unserviceable. However, the
               condition of the item should still be thoroughly examined by
               the committee to see whether the item could be put to further
               use.




                                                                Page 211 of 498
        vii)    In other        cases, where the „life period‟ is not over or no life
                period56[1]    has been prescribed or stipulated the reasons for
                declaring     the item absolete/surplus or unserviceable should
                be clearly    brought out in the board proceedings.

        viii)   In case of loss due to negligence, fraud or mischief on the part
                of any government servant, responsibility should be fixed and
                losses made good. In order to identify the surplus/obsolete
                and unserviceable store items lying in office premises of a CBI
                branch/Unit/Zone/Section a periodical inspection of stores
                should be made six monthly by every office and a report of
                such store items should be prepared and submitted to the
                competent authority.

30.14.2         The items so identified should be examined by a committee at
           appropriate level to be appointed by the competent authority.
           Branches should constitute their own condemnation committee as
           per provision of Rule 124 of GFRs. The committee shall consist of
           not less than three members of the department, locally available
           as far as possible of whom one will be from administration and one
           will be technical member having knowledge of the store. Third
           member may be from finance if locally available, otherwise the
           competent authority may nominate any suitable and experienced
           officer.   The committee will submit its report in Form GFR-17 for
           necessary action by the competent authority.

30.14.3        The stores which are reported to be surplus/ obsolete or
           unserviceable by the committee may be declared as such in
           accordance with     the procedure laid down in Rule 124(1) and
           ordered to be disposed off by the authority. The committee in its
           report should also specify the manner in which the stores are to be
           disposed off.

30.14.4         It may be ensured that the time-lag between the declaration
           and actual disposal of stores is minimized and proper protection
           is given to all such store items till their removal by the purchaser.

30.14.5        The general instructions relating to disposal of obsolete,
           surplus or unserviceable stores contained in GFRs should
           invariably be followed by all officers entrusted with the work.




56[1]
  Concerned office may prescribe the life period of stores in consultation with the
manufacturers and CBI, HO.

                                                                            Page 212 of 498
31. FURNITURE


31.1             The furniture will be purchased and accounted for in the Dead
           Stock Register as provided in Rule 112 of the General Financial Rules,
           1963. For purchase/condemnation of furniture, the principles laid
           down in Chapter 8 (Store) and Appendix of General Financial Rules,
           1963 are to be observed.

31.2              Scale of Furniture prescribed for various offices
           The following scales of furniture may be laid down for various officers
           of Head Office and branches, subject to availability of funds and any
           other orders/instructions issued by the CBI, Head Office/Government
           from time to time:

           I.     Director, Special. Director, Additional Director and Joint
           Directors

 Sl.No.                           Nomenclature                           Scale
       1       Secretariat table 6‟ X 4‟                                 One
       2       Side Racks                                                Three
       3       Chairs/Armed deluxe                                       Eight
       4       Sofa Set                                                  One
       5       Centre Table                                              One
       6       Tiffin Table/Corner Table                                 One
       7       Steel Almirah                                          Need based
       8       File Cabinets                                         Need based
       9       Woollen/Acrylic/Synthetic Carpet from wall to wall        One
   10          Wall Clock                                                One
   11          Pillow                                                    One
   12          Hat Stand                                                 One
   13          Wash basin with stand                                     One
   14          Foot Rest Board                                           One
   15          Screen                                                    One
   16          Confidential Boxes                                     Need based
   17          Book shelf with glass doors                               One
   18          Wooden/Plastic Tray                                    Need based




                                                                    Page 213 of 498
      II.      Deputy Director, DIsG and ALAs.

 Sl                         Nomenclature                   Scale
 No.
  1         Secretariat tables 6‟ X 4‟                     One
  2         Side Racks                                  Need based
  3         Armed Chairs                                    Six
  4         Sofa Set                                       One
  5         Centre Table                                   One
  6         Tiffin Table/Corner Table                      One
  7         Steel Almirah                                  One
  8         File Cabinet                                   One
  9         Woollen Carpet from wall to wall               One
  10        Wall Clock                                     One
  11        Pillow                                         One
  12        Wash basin with stand                          One
  13        Foot Rest Board                                One
  14        Screen                                         One
  15        Confidential Boxes                             Two
  16        Book shelf with glass doors                    One
  17        Wooden/Plastic Tray                         Need based

      III.  The following furniture will be supplied to Sr.SsP, AIGs, ADs,
      SsP, Ex. Eng., C.T.O., DLAs and AOs :


Sl.No.                      Nomenclature                    Scale
  1          Secretariat tables                              One
  2          Side Racks                                  Need based
  3          Armed Chairs                                    Five
  4          Sofa Set                                        One
  5          Centre Table                                    One
  6          Tiffin Table/Corner Table                       One
  7          Steel Almirah of File cabinet                   One
  8          Woollen Carpet from wall to wall                One
  9          Wall Clock                                      One
 10          Pillow                                          One
 11          Wash basin with stand                           One
 12          Foot Rest Board                                 One
 13          Screen                                          One
 14          Confidential Boxes                              Two
 15          Wooden/plastic trays                        Need based

      IV.   ASsP, STO, JTO, DSsP, Sr.PP, OS, Hindi Officer/PPS/PS/
      Programmer

                                                           Page 214 of 498
       Sl.                    Nomenclature                          Scale
       No.
       1      Officer‟s table 5‟ X 3”                         One
       2      Side Rack                                       One or two
       3      Armed Chairs                                    Three
       4      Easy Chair                                      One
       5      Foot Rest Board                                 One
       6      Steel Cabinet / Almirah                         One
       7      Confidential Box                                One
       8      Wooden trays/Plastic trays                      One


        V.    Inspectors, PPs, APPs, SIs, Assistants, Head Clerks, PA,
        Stenographers, UDCs.

        Sl.                   Nomenclature                            Scale
        No
        1     Clerical table 4‟ X 2 1/2‟ with wooden top or           One
              rexine/Sun-mica
        2     Side Rack                                               One
        3     Armed Chair                                             One
        4     Steel Almirah                                           One
        5     Inspectors, SIs in the branches will be given one extra
              chair for the suspects and one confidential box for keeping
              their records.

        VI.    Clerks, Typists, ASIs, HCs and Daftries.

   Sl.No.                       Nomenclature                           Scale
        1      Clerical table 4‟ x 2/12‟ with wooden top or            One
               rexine top/sun-mica
        2      Armed Chair                                             One



31.3           The furniture will be purchased through DGS&D on rate
        contract where such contract exists in respect of the items sought to
        be purchased. If an item is not available on DGS&D rate contract
        then purchases can be made from M/s Super Bazar, M/s Kendriya
        Bhandar and M/s NCCF. In case these societies are also unable to
        supply furniture items, the purchases can be resorted to from the
        open market by observing the codal formalities after obtaining a “No
        Objection Certificate” from them. For purchase of furniture,
        quotations from a number of firms may be invited after giving
        necessary specifications to them as provided in Annexure to Chapter
        8 of the GFR, 1963. Open tender system that is, invitation to tender

                                                                      Page 215 of 498
         by public advertisement should be used as a general rule in cases in
         which estimated value of the demand is Rs. 2 lakh and above.

31.4            The lowest quotation as a rule will be accepted. No negotiation
         is permissible except with L-1 i.e. lowest tender.

31.5             On receipt of the furniture, it should be inspected by the
         committee and certified to have been correctly received as per
         specifications/quantity/quality. A certificate to that effect should be
         recorded on the bill before making payment. The furniture so
         purchased be got numbered with white paint to facilitate its physical
         verification and checking of pilferage.

31.6           Director, CBI as Head of Department, has full powers to incur
         expenditure on fixtures and furniture, purchase and repairs subject
         to conditions and scales fixed by Ministry of Urban Affairs. These
         powers have further been re-delegated to the various officers.

31.7           Condemnation of Furniture:

31.7.1           Items of unserviceable furniture which cannot be economically
         got repaired will be condemned with the approval of the competent
         authority after obtaining recommendations of a committee and sold
         by public auction. A list of all such furniture showing the original
         price of the items of furniture, date of purchase of the items etc. will
         be shown. Sufficient publicity will be given to such auctions, which
         will be conducted by the office. The sale proceeds of such auctions
         will be deposited in the government Account under sub-head
         “Miscellaneous Receipts”. These items will then be written off in the
         stock register indicating therein the file number        in which the
         condemnation sanction had been obtained. For condemnation,
         procedure laid down in Rule 124 of General Financial Rules, 1963 will
         be followed scrupulously.

31.7.2          Losses of furniture and stores will be dealt with according to
         the provisions of Rules 122 & 123 of GFR.

31.8           Entitlement of Air Conditioner

31.8.1          As per circular No. 15014 (1)/85-Pol.III dated 21.3.2000
         issued by the Directorate of Estates, the officers drawing the basic
         pay of Rs. 18,400/- and above would be eligible for provision of air
         conditioners in their office chambers according to the following
         prescribed norms:




                                                                  Page 216 of 498
         i)     For rooms having area upto 30 sq. mts., one number 1.5 ton
                capacity window type air conditioner.

         ii)    For rooms with area above 30 sq. mts. and upto 40 sq. mts.,
                one number 2 ton capacity window type air-conditioner.

         iii)   The capacity and number of air conditioners for rooms having
                area in excess of 40 sq. metres may be worked out accordingly.
                If necessary, advice may be sought from the Chief Engineer
                (Electrical), CPWD.

31.8.2         The provision for air conditioners as stated above is also
         subject to the conditions that the existing air conditioner should not
         be replaced and these guidelines shall be applicable for new office
         rooms and for replacement of old air conditioners which are beyond
         economic repairs. Life of window type air-conditioner prescribed by
         CPWD is 5 years. Purchase of an air-conditioner is to be done only
         through DGS&D and with the approval of DCBI.

31.8.3          All other officers may be provided with desert coolers/room
         coolers as per the scales indicated below, if the existing cooling
         system is considered inadequate:

         i)     For rooms with area upto 25 sq. mts. one cooler with 300 mm
                diameter exhaust fan may be provided.

         ii)    For rooms with area above 25 sq. mts. one cooler with 375 mm
                diameter exhaust fan may be provided.
         iii)   For rooms with area above 32 sq. mts. but upto 55 sq. mts. one
                cooler with 450 mm diameter exhaust fan may be provided.
                The capacity and number of desert coolers for rooms having
                area in excess of 55 sq. mts. may be worked out accordingly.
                Life of Desert cooler (1500-2000 cfm (evaporative type) is 7 year
                and that of room cooler cheap type (100 cfm) is 5 years.




                                                                  Page 217 of 498
32. TELEPHONES


32.1           Entitlement of telephones

In CBI, officers of the level of Superintendent of Police and above are
entitled for a direct telephone connection in their office as well as their
residence. Other officers are sanctioned a telephone with a specific order
from the Government.

32.2           Installation

The power to sanction a new telephone connection vests with the
Government. However, the power for shifting of telephones to the entitled
officers has been delegated to the Head of the Department which has further
been delegated by the Director, CBI to the Joint Directors of CBI.

32.3           Limitation of calls

               There is no limit fixed by the Government for number of official
       calls in respect of telephones installed in the offices. However, the
       DCBI, in exercise of his powers as Head of the Department, has fixed
       a ceiling on the bi-monthly bills in respect of telephones installed at
       the office and residence of the officers of the rank of Joint Director
       and below (See Annexure-XVI). All the STD calls are required to be
       certified by the officer indicating the calls as official/private
       respectively. The charges on the private calls are to be deposited by
       the officer concerned with the cashier of the concerned branch and
       Receipt No., date and amount is to be intimated to the DDO. In case
       excess calls are made from residential phones for official purposes,
       specific approval has to be obtained from Ministry of Finance for
       regularization of calls.

32.4           Residential telephone

              In case of the telephones installed at the residence, bimonthly
       local calls numbering 650+free calls are allowed. However, in case,
       STD connection is available and allowed by the government, then
       every STD call, whether it is official or private is to be certified by the
       officer himself and also required to be countersigned by the next
       higher authority. Therefore, payment is to be made by the office only
       in respect of 650 local calls + official STD calls. Local calls in excess
       of 650 + free calls will be treated as private calls and accordingly



                                                                  Page 218 of 498
       charges are to be deposited by the officer concerned with the
       government through cashier of the concerned branch.

32.5           STD facility

              As per existing instructions of the government, the officers of
       the level of Joint Secretary to the Government of India and above are
       entitled for STD facility in their office and residential telephones. STD
       connection to the non entitled officers are provided on obtaining the
       specific approval from Government on the grounds of operational
       requirement/ need basis.

32.6         ISD facility

             ISD calls are not allowed except in individual cases, if any,
       wherein the Ministry of Finance has agreed to the same.

32.7         Mobile Phones

              The facility of Mobile Phones has been allowed to the
       Secretaries and Secretary level officers of the Government of India
       with certain conditions vide Ministry of Finance & Company Affairs
       OM No.5(3)/E.Coord/2002 dated 01.01.2003. Government on a
       specific proposal from CBI has sanctioned some mobile phones to be
       utilized only during actual raids/operations.     These have been
       distributed by DCBI to JDs/DIsG of various Zones/Regional Offices
       for operational use.

32.8         Residential telephones for Dy.SsP in CBI:

              As per CBI HO Circular No.2/31/97/IWSU dated 21.10.98 and
       DP&T(AVD.II) No.205/29/97-AVD.II dated 16.10.98, Dy.SsP of CBI
       are entitled for reimbursement of local official calls limited to a
       number of 650 calls bimonthly + rent + surcharge from the non
       cellular phones installed at their residence in their own names.




                                                                Page 219 of 498
33. MOTOR VEHICLES


33.1          Central Bureau of Investigation is in possession of its own
       motor vehicles including cars, scooters, motor cycles etc. in the Head
       Office at New Delhi as well as in its various branches at other places.

33.2          All purchases of vehicles in CBI are centralized in Head Office
       at New Delhi and purchases are made on DGS&D rate contract. After
       sanction of the competent authority for purchase of new vehicle(s) in
       lieu of prematurely/maturely condemned vehicle or otherwise with
       the sanction of the government, approval of the competent authority
       is taken for allotment of new vehicle. Generally, the new vehicle is
       allotted to the branch/unit whose vehicle has been condemned. Only
       in exceptional case(s) with the approval of Joint Director (Admn.), the
       new vehicle is diverted to another branch.

33.3           The Superintendents of Police, CBI are the controlling officers
       for all the vehicles in Branch Offices. In Head Office, the SP(HQ) is
       the controlling officer. The controlling officer is responsible for the
       proper use, care and upkeep of the vehicles and regulating their
       journeys in accordance with the “Instructions for the use and
       maintenance of motor vehicles framed by the CBI and the
       Government of India Staff Car Rules”. The motor vehicles of CBI are
       known as service vehicles or operational vehicles and their use is
       normally made for operational purposes. The use and maintenance of
       these vehicles is governed by the instructions issued by the
       Government of India as well as the departmental instructions issued
       in this regard from time to time.

33.4          CBI vehicles are not to carry any plates, red or amber lights,
       sign boards in front or at the rear indicative of the fact that they
       belong to the CBI or government. The Staff car should not ordinarily
       be taken outside the city limits except with the permission of the
       branch SP. When the journey is to be performed by the Head of the
       Office himself, he has to take permission from the DIG. Staff cars
       should not be allowed to be used by officers while on leave. The use
       of staff car for non-duty journey is completely banned. For use of
       staff car for private purpose the guidelines contained in Staff Car
       rules are to be followed. Duty journeys shall have preference over
       non-duty journeys.

33.5          Staff cars being used by the officers of the level of Secretary to
       Government of India and above are to be provided with air-
       conditioners.

                                                                Page 220 of 498
33.6           Officers of the rank of Joint Secretary and above and the Heads
        of Departments of the Central Government in the Senior
        Administrative Grade may at their option avail the facility of using the
        staff cars for journeys from residence to office and back or opt for
        drawing transport allowance. If they opt for using the staff car, they
        need not make any payment but they will not be entitled to transport
        allowance.

33.7              Exemption from compulsory insurance

               Motor vehicles owned by the Central Government, which are
        used for purposes not connected with any commercial enterprises, are
        exempted from compulsory insurance against third party risk by
        virtue of sub-section (2) of Section 94 of the Motor Vehicle Act 1933.
        Such vehicles shall not, therefore, be insured.

33.8              Control over expenditure on POL & repairs

                Director, CBI vide CBI H.O. Circular No. DPMTO
        1999/001/14/21/99-MT dated 24.5.1999 has fixed ceiling of 150
        litres of POL per month for four-wheeler vehicles belonging to the
        Regional Offices/Branches and 200 litres for vehicles belonging to the
        officers of and above the rank of JD. The officer should adhere to the
        limit in the normal course. If, due to exigencies of investigation or
        court work, it is felt that more POL is required for a particular vehicle
        in a month, the same should be got sanctioned from the next
        supervisory officer giving justification for sanction of excess POL.
        Supervisory officers should sanction the extra POL for the vehicle
        after proper application of mind and not in a routine manner. All
        officers should exercise strict control over the use of vehicles in view
        of the instruction of Government of India issued from time to time to
        control the expenditure57[1].

33.9              Service and repairs

               As per Staff Car Rules, the staff cars may be got repaired at the
        Electrical and Mechanical Workshop, National Airport Authority and
        the respective office should pay the bills for the same to the workshop
        directly from its own funds. Repair and maintenance work of Delhi
        based branches in CBI is undertaken at the Head Office workshop.
        Incharge, MT workship has to prepare an inspection report. In case
        there is heavy workload in the workshop and there are no facilities
        with the workshop for conducting repairs, the work should be
        entrusted to an authorised dealer or a private firm, keeping in view
        the general principles contained in the General Financial Rules, 1963


57[1]GIMF   Order File No.7(4)/E-Coord/2000 dt.24.9.2000

                                                                 Page 221 of 498
         and instructions contained in CBI HO Circular Nos. (i) DPMTO
         1999/001/14/21/99-MT      dated   24.5.99   and     (ii)   DPMT
         1999/Circular/14/21/99-MT Dated 8.9.1999 and instructions issued
         from time to time.

 33.10          According to Schedule -VII of DFPR-1978, the life of various
         types of vehicles, in terms of distance run (in km) and length of use
         (in years) whichever is reached later, have been fixed as under:

S. No.             Type of vehicle                   Kms.            Years
   1      Motor vehicles fitted with engines    150,000          6-1/2 years
          upto 20 hp (RAC)
  2       Motor Cycles fitted with engines of   120,000          7 years
          3.5 hp (RAC) or above
  3       Motor Cycles fitted with engines of   120,000          6 years
          less than 3.5 hp (RAC)

 33.11         A vehicle is condemned only after a certificate has been
          obtained from any of the following authorities to the effect that the
          vehicle is not fit for any further economical use:

               (i)     Electrical & Mechanical Workshop of the National
                       Airport Authority.

               (ii)    Workshop of a State Road Transport Corporation.


               (iii)   At locations where workshops mentioned at (i) and (ii)
                       are not available, Transport Workshops under the
                       Central or State Government Departments are also
                       authorised to issue such certificates.


 33.12          A Committee may be constituted to consider and recommend
         condemnation of vehicles. If the above conditions are satisfied,
         Director/CBI has been delegated powers to condemn vehicles upto
         monetary ceiling of Rs.200000/- in each case for a period upto
         31.12.2006. Replacement of vehicle is sanctioned by the government.
         Premature condemnation of vehicle and its replacement is sanctioned
         only by the government.

 33.13          It has to be ensured that condemned vehicles are disposed off
         as per the procedure within a period of three months from the date of
         placing of an order with the manufacturer for replacement of vehicles.



 33.14         Service



                                                                Page 222 of 498
                All 4-wheelers should be got serviced after covering 5000 kms.
        and all 2-wheelers should be got serviced after covering 2500 kms.
        The servicing would include washing of the vehicle, change of engine
        oil, gear oil, differential oil, coolant, tuning of the engine, change of oil
        filter etc.



33.15          Life of tyre/battery

33.15.1         The life of a tyre is taken as 40000 Kms. run. In case, it is
          unserviceable, it should then be got retreaded with cold rubber after
          24000 Kms. and it should run another 16000 Kms. If a tyre has
          run 40000 Kms., it can be condemned and replaced. Tyres should,
          therefore, be purchased judiciously and on need basis only. To
          optimise the life of tyres, these would be rotated in the 4-wheeler
          after every 5000 kms. Rotation of tyre means bringing the front tyre
          to the rear side and rear tyres to front side and also to change the
          face of the tyres.

33.15.2        If the battery is maintained properly, it will have a satisfactory
          running life of 2 years. A battery should normally not be condemned
          before 2 years.

33.16          Vehicle inspection

              All vehicles should be inspected faithfully by the In-charge, MT
        and by the branch SP at least once in a month. All the observations
        of SP during the inspection should be rectified promptly by the In-
        charge, MT. The In-charge(MT) in the branches should be of the rank
        of ASI & above and in the Head Office of the rank of Inspector and
        should be well conversant with the maintenance of vehicles.

33.17          Disposal of condemned vehicles

              The condemned vehicle(s) are to be disposed off immediately to
        the best advantage of government exchequer and intimation sent to
        Head Office. The sale proceeds of condemned vehicle/scooters will be
        deposited in the Government Account under Head “Miscellaneous
        Receipts”.

33.18          Records Maintenance

              The following records are to be maintained in the MT Section of
        branches in respect of a vehicle:

        1.     1.     Log Book: The journeys are to be properly entered in
               the log book-Rule 15 of Staff Car Rules. Signature of the


                                                                     Page 223 of 498
         officers below the rank of Joint Secretary availing the staff car
         should be obtained in the log book (Rule 33 of Staff Car Rules).

      All the columns should be filled and the officer using the staff
car should sign the Log Book. At the end of the month a summary
should be prepared in the following format:

(i)      Kilometres reading as on first day of month
(ii)     Kilometres reading as on last day of month
(iii)    Total distance covered during the month
(iv)     Petrol balance at the end of previous month
(v)      Petrol drawn during the month
(vi)     Petrol consumed during the month
(vii)    Petrol balance at the end of the month
(viii)   Kms/per litre (average) during the month

       This summary should be signed first by the driver and then by
the In-charge(MT) Section who should thereafter put it up to the SP of
the branch. In the case of Head Office, this summary should be
signed by the DSP(HQ).

2.       A record of repairs and replacements, cost of petrol
         consumption, cost of spare parts etc., with the dates in
         prescribed form SPE G-35/ MTR.

3.       In case of branch vehicles, a statement showing the
         consumption of petrol and lubricants and the repairs etc. is to
         be sent to Head Office as per the instructions issued from time
         to time. A similar statement is to be prepared in respect of
         Head Office vehicles.

4.       All entries about repair/maintenance, POL and condemned
         spare parts etc. should be entered in the Admins Module on
         regular basis.

5.       The spare parts which have become unserviceable and replaced
         parts should be deposited in the MT Store and an entry be
         made in the Condemned Spare Parts Register. These parts
         should be disposed off by auction after completing all codal
         formalities under the supervision of a gazetted officer.

 6.      Details of expenditure on all the vehicles including the same on
         repairs, upholstery, POL, servicing, purchase of oil etc. should
         be properly entered in the history sheet.




                                                           Page 224 of 498
33.19         All requisitions for the vehicles are ordinarily required to be
        made in writing to the controlling officer in the prescribed form.

33.20          A register in Forms SPEG-35/MTR is to be maintained in
        respect of each motor vehicle, jeep, pick up van etc. in each Branch
        Office or in the Head Office for Head Office vehicles.

33.21          Director, CBI as Head of Department, has full powers for
        incurring expenditure on maintenance, upkeep and repair of vehicles
        including two wheelers. Director, CBI has delegated his powers
        regarding expenditure on POL, maintenance, upkeep and repairs of
        vehicles, as follows :

Sl.   Nature of   SP working as Head of      SP(HQ)         DD(A)/DIG     JD
No    powers      Office
1     Motor       (i) Car : upto Rs.6000/-   (i) Upto       (i) Beyond    Fulll
      Vehicles-   p.m.                       Rs.6000/- on   Rs.6000/-     powers
      Purchase    If the branch has one      each           on each
      of POL.     car and upto               occasion.      occasion.
                  Rs.4000/- p.m. per
                  vehicle If the branch
                  has two or more
                  vehicles.
                                                            (ii) Beyond
                  (ii) M/Cycle/ Scooter:     (ii) Upto      Rs.1000/-
                  upto Rs.1000/- p.m         Rs.1000/- on   on each
                  per scooter / motor        each           occasion.
                  cycle.                     occasion.


2     Maint-      (i) Car : upto Rs.6000/-   (i) Upto       (i) Beyond    Car :
      enance,     on each occasion           Rs.6000/- on   Rs.6000/-     upto
      Upkeep      subject to maximum of      each           and below     Rs.40000/-
      and         Rs.15,000/- p.a.           occasion.      Rs.15000/-    on each
      repairs.                                              on each       occasion.
                                                            occasion.

                  (ii) M/Cycle/ Scooter      (ii) Upto      (ii) Beyond   (ii) JD(A)
                  Rs.1000/- in each case     Rs.1000/- on   Rs.1000/-     has full
                  subject to Rs.3000/-       each           on each       powers in
                  p.a.                       occasion.      occasion.     this regard.




                                                                      Page 225 of 498
34. LIBRARY
34.1           The CBI library which is situated in the Head Office at New
         Delhi has a good collection of books in the field of Crime Detection,
         Economic Offences, Organized Crimes, Bank Frauds, Terrorism,
         Human Rights, Environmental Law, Forensic Science and Law etc. It
         also subscribes to the periodicals, journals and national level news
         papers regularly. It functions under the administrative control of the
         Joint Director (Admn.) CBI and caters to the needs of CBI Head
         Quarters and its Branches all over India. It remains open daily
         during the office hours including the lunch break.

34.2            The library is fully computerised. All the books have been
         entered in the computer duly arranged Author-wise, Subject-wise and
         Title-wise. The information regarding availability of any book can be
         retrieved by the users under the heads mentioned above. The Library
         has a photo copier also for preparing copies of any extract or chapter
         from any book or journal etc. by the interested users.

34.3           Membership of Library

                 Any officer/employee of CBI can become member of the CBI
         Library by filling up the prescribed membership form kept in the
         library which has to be forwarded to the librarian of the CBI/Head
         Office by the controlling officer of the employee seeking membership
         of the library for further necessary action by him.

34.4           Borrowing of Books

34.4.1          A member of CBI Library can borrow any two books at a time
         for a period of 30 days except the reference books which are to be
         used in the library only. In case any particular book is further
         required by the member, the period of loan could be got further
         extended by 15 days if the book has not already been reserved by any
         other member for borrowing purposes. Any book under issue can be
         recalled if the same is urgently required for official use by the
         department.

34.4.2          The books required for daily use are also issued to the heads of
         the sections/divisions and senior officers of CBI on permanent basis.
         The availability of the said books with them has, however, to be
         confirmed in the month of December each year. In the event of
         transfer/retirement of the officer concerned, the books so issued to
         him could either be returned to the library or could be handed over to
         his successor under intimation to the librarian.

                                                                 Page 226 of 498
34.5           No dues certificate from Library:

                In the event of repatriation of any member to his parent
         State/Cadre or his retirement from service, the Last Pay Certificate
         (LPC) is issued to the concerned officer or his retirement dues are
         settled only after obtaining a "No Dues Certificate" from the CBI
         Library.

34.6             Preservation of Library Records:

               The period of preservation of Library records is given as under:

               (a)    Library Accession Registers
                      Permanent.
               (b)    Periodical Registers                   permanent.
               (c)    Library member-ship register
                      Permanent.
               (d)    Permanent lending of books Register         10 years
               (e)    Files Pertaining to purchase of books/
                      Journals/Newspapers.                        5 Years.
               (f)    Temporary lending of books Register         1 Year.

34.7           Monetary limits for purchase of publications/journals etc.

                 The CBI Head Office vide letter No. 5/1/90 Ad IV dated 10-8-90
         has delegated monetary powers limited to Rs 1000/- on each occasion
         to the Superintendents of Police of all the branches and the
         Administrative Officer at CBI Head Office and full powers to all the
         Dy. Inspector Generals of Police for purchase of books by them for
         official purposes. The branches/units of CBI could, therefore, also
         establish their own library for their day to day use.

34.8           Supply of Newspapers/Magazines at the Residence of
         various officers in CBI

34.8.1         The Director CBI vide circular No. 4/15/97-Library dated 28-
         10-1997 has permitted supply of the Newspapers/Magazines w.e.f 1-
         11-1997 to the residence of the officers as per the scale given below.

S.No Level of Officers                       Indian          Indian Magazine
                                           Newspaper
 1     Director/Spl. Director/ Addl.        No Limit             No Limit
       Director
 2     Joint Directors                          4                   2


                                                                 Page 227 of 498
 3   Director of Prosecution                 3                  2
 4   DIsG                                    3                  2
 5   SsP/AD(CO)/        AD(Interpol)/        2                  1
     A.O.(E)/ A.O.(A)
 6   All other officers of the rank of       1                  Nil
     DSsP/ O.S and equivalent

34.8.2         The officers mentioned above are entitled to claim
         reimbursement of the amounts spent by them for buying the
         Newspapers/magazines as per the entitlements mentioned above
         after deducting 15% of the total cost of the bills towards „scrap‟
         charges.




                                                             Page 228 of 498
35.            SECURITY PLAN


35.1             In view of the sensitive nature of the work performed by CBI,
         the likelihood of security threats to CBI offices is higher in
         comparison to most of the other government offices. Therefore, each
         head of the office/designated nodal officer should prepare a security
         plan incorporating the following features.       The plan should be
         appropriate and suitable for the premises of the particular branch /
         set of offices. The plan should contain the following subjects or heads
         of security detail :

         (a)   Access control of both animate and inanimate objects; this
               includes perimeter defence, car parking etc.
         (b)   Anti-sabotage check and precautions to be taken.
         (c)   Fire control measures including evacuation of premises.
         (d)   Document and security of other valuables.
         (e)   Information Security
         (f)   Security/threat response, including alerting local police,
               government agencies etc
         (g)   Contingency plan.

35.2           Access Control

35.2.1          Basic principle to be observed is that access control begins
         with the outermost point. Outer perimeter may vary from place to
         place. In a typical mofussil branch it may be the street, pavement and
         compound wall of the branch. In an urban setup, it can be the road,
         building entrance, floor entrance, lift doors etc. The outer perimeter
         should be secured in such a manner that unauthorised object or
         unauthorised person cannot get entry. Since most of the CBI offices
         are housed in exclusive premises, nodal officers can consider laying of
         barbed-wire fencing and lighting of the fence/compound wall so as to
         ensure day and night security.

35.2.2          Outer perimeter security also includes buildings, trees, poles
         etc. which provide access to the secure area and which need to be
         cordoned off suitably. Outer perimeter security similarly includes
         drains and their openings running from the compound to outside
         areas, electricity substations, telephone poles, mail boxes and mail
         delivery bags etc. Entry points at the outer perimeter have to be
         regulated by a security guard with a register and intercom facilities
         with the duty room. The duty officer will have to notify all
         visitors/vehicle numbers to the security guard. The entrance gates

                                                                 Page 229 of 498
         will have to be made strong and secure and able to resist gate-
         crashing. The boundary wall similarly will have to be repaired and
         strengthened wherever necessary and subsidiary entry points such as
         wicket gates, service entrance etc. need to be sealed.

35.2.3          Finally, built-up areas including apartments, garages, shops
         etc. adjoining the compound need to be kept under watch through the
         day and occasionally at night. Any person(s) found loitering around
         CBI building for no reason should be thoroughly checked and handed
         over to local police, if necessary.

35.3            Inner Access Control

35.3.1          Access to the main building/office should be controlled by an
         extra security guard to whom the outer guard relays the visitor's
         identity. Sentry whenever guard is posted, should be alert while
         performing duties and guard should be always ready to meet any
         exigencies.   There should be provision for checking of parcels,
         suitcase etc. through physical checking devices. Letters and postal
         articles would similarly require examination. Equipment for the same
         would have to be purchased, wherever necessary.

35.3.2          There should be a reception area where visitors report. This
         should be the general rule except for witnesses, experts who have to
         meet the concerned IO/Supervisory Officer. All visitors are to be given
         identity tags. They should be escorted to the office/officer to be visited
         and nobody should be allowed to roam around the premises without
         specific work. Tradesmen, repairmen and other service agencies will
         have to identify themselves and have their equipment checked before
         entry. Similarly, one constable will have to watch over their work
         during the repair/servicing.

35.3.3         Car parking/scooter parking, both for employees and visitors
should be designed in such a way that the area is separate and apart from
the main building. Employees should conduct their own check of vehicles
before parking the same in the designated area. Vehicles of visitors should
be checked above and below and wherever feasible, the visitor should be
dropped and vehicle made to be parked outside the compound, to be called
when necessary. Any incident of important/sensitive nature should be
reported to senior officer incharge available.



35.4            Identity cards/Personal Identification Criteria

35.4.1         Government servants are provided photo Identity Cards which
         should be rigorously checked at the outer perimeter and again at the

                                                                   Page 230 of 498
         inner entry point. Similarly, all visitors/service personnel will have to
         show some form of identity before being admitted.

35.4.2          Sample Identity Cards of MHA and other organisations whose
         personnel frequent our premises should be kept with the outer
         perimeter guard and similarly look out notices sent by local
         police/intelligence agencies, with or without photographs of wanted
         accused should be available for reference with him. In case of
         introduction of new types of Identity Cards by CBI to adopt fool proof
         systems, the information is to be furnished to all branches and offices
         of CBI located elsewhere. However, SP In-charge of branch/Nodal
         Officer will have to check the current status and tighten up the
         system as and when warranted.

35.4.3           It is clarified that visiting cards/letter heads of officers are not
         sufficient identification or proof of identity and they will have to be
         supported with verifiable documents such as driving license, service
         Identity cards, PAN Cards, Voter‟s Identity Card etc.

35.4.4          Door frame metal detectors, if not already available should be
         installed at the earliest at the inner entry point of all branches. Hand
         held metal detector should also be available for frisking. However,
         both these gadgets are only supplements to thorough physical frisking
         and checking by security personnel. Sharp edged objects and any
         other material which can be used as weapon of offence may be
         retained by the security staff till the departure of the visitor.

35.5            Anti Sabotage Checks

35.5.1         ASC (Anti Sabotage Check) need not be necessarily associated
         with sophisticated equipment. All that is initially needed is vigilance
         and security consciousness on the part of the staff. It starts with the
         person and goes on to the work premises. It can be done by anybody
         but everybody should do it, because the safety of a branch is the
         common or group concern.

35.5.2          Firstly, branch personnel should check their own bags,
         briefcases etc. before starting for office. Enroute, they should ensure
         that no one tampers with them. Luggage boots of cars and scooters,
         either personal or official, should be checked and always kept locked.
         A visual check of the under carriage, engine and the boot may be
         made before locking the car at the parking site. At all times, one
         should be aware of one's surroundings and notice anything that is
         amiss, out of context or placed in an awkward or unnecessary
         position. Thus, one's work table, room/cabin and storage area like
         almirahs, drawers of table etc. will have to be visually checked. Any

                                                                     Page 231 of 498
         object lying in the room which was not present on the previous day
         may be queried and even removed. General visual check of the branch
         will be done every morning by the nodal officer who should have a
         check list with him. A model check list will be sent later to all
         branches but each location can prepare its own list of places and
         points to be visually and manually checked. There is no hard and fast
         rule in the matter but the underlying emphasis should be on
         eliminating unauthorised objects. Visual ASC should be conducted of
         electrical points, fixtures and also electronic items like computers,
         Xerox machines and FAX machines. One's own telephone/extension
         should also be opened from the bottom every week and daily visual
         check is absolutely essential. A trained officer should brief the branch
         personnel about the correct method of ASC but, in the meantime, our
         basic police procedures for rummaging and search can be used.

35.5.3          Equipment for anti sabotage check comes in various shapes
         and sizes but we can certainly invest in viewing mirrors (for looking at
         the under carriage of vehicles), simple explosive detectors and muffler
         bags (for covering & isolating suspicious objects). This expenditure
         can be met from the normal budget. The same goes for door frame
         metal detectors and the hand-held version, touched upon earlier.

35.5.4          Wherever feasible and approved by the appropriate authority in
         CBI, the branch officers should obtain the services of State Special
         Branch and related bodies of the Centre, to come for lecdems (lecture-
         demonstrations) of security precautions and anti sabotage checks.
         The talk/demonstration can be organised outside the premises. At no
         cost should the topography and site plan/building plan be made
         available to anyone outside the organisation. CPWD should also be
         warned not to part with the plans.

35.6           Fire Fighting Measures

35.6.1          Every branch and office premises in CBI should have proper
         fire control system. There should be a well laid down procedure of fire
         control . Staff members should be repeatedly educated about fire
         control procedures. The capster of chemical and soda should be
         checked and ensured that it is not timed barred.

35.6.2         In the multistoried buildings, particularly where we are
         tenants, the fire control plan should be known to us (For details see
         Annexure-XVII). All the staff members should take part in the fire
         control drill organised by the fire service or by the building supervisor
         respectively. The emergency exits and external stair case for speedy
         evacuation should be known to all members.


                                                                  Page 232 of 498
35.6.3          The local fire service can be requested to demonstrate fire
         control measures and also educate the staff about precautions to be
         taken. As far as possible, elementary precautions such as using ash
         tray for cigarette butts, switching off electrical fittings and appliances
         when not required and preventing over heating of junction
         boxes/plugs and preventing short circuits, can be observed by all
         members. It is important to have the nodal officer or in his absence
         another officer as fire drill coordinator. Without such a person, chaos
         and confusion could result. At all times, for major or minor fires, our
         staff should display good discipline and self control. First aid for
         minor burn and injuries should be known to the nodal officer and
         also to some staff members. If there is a CGHS dispensary or medical
         unit nearby, they should also be associated with the fire drill.
         Availability of ambulance or emergency vehicle should be ensured.
         Besides, the fire fighting equipments normally contained in
         government offices namely fire extinguishers, buckets of water and
         sand should always be available in a pre-designated spot. Usually it is
         found that these buckets are empty and the buckets themselves have
         rusted and become unserviceable. Nodal Officer should inspect the
         fixtures and ensure that all of them including water pipes, alarm bells
         and smoke detectors are in working order.

35.6.4          Overhead/ceiling water sprinklers are now being provided in
         certain buildings. This equipment is very delicate in nature. It
         responds to changes in temperature and emitting of smoke. Hence,
         staff members should be advised not to burn papers and waste
         material in the office premises. The CPWD Engineers or building
         supervisor should periodically check the sprinkler system and ensure
         that it is in working order. Since water is not provided around the
         clock in all cities, we should have our own storage facility on the roof
         or elsewhere. The bigger cities have water hydrants to be used by fire
         service personnel. We should ensure that these areas are kept free
         from parking vehicles, rubbish and condemned articles are not
         dumped around this area. Elementary precautions to prevent fire can
         be observed in all branches. For example, condemned article or
         articles not in active use such as old carpets, wall hangings, sofa sets,
         wooden chairs and any other inflammable material should be
         promptly disposed off. Similarly, exposed wires and junctions should
         be covered. As far as possible the wiring should be placed in PVC pipe
         and firmly attached to the wall instead of hanging loose in different
         parts of the room. Concealed wiring should be adopted wherever
         feasible.

35.6.5         Finally in those branches which do not have fire control
         measures or fire control plan, nodal officer should immediately start
         working for a rudimentary system in place at the earliest. Of

                                                                   Page 233 of 498
         particular relevance are places such as malkhana where valuable case
         records are stored. Similarly, the record room where crime files and
         other documents are stored should have excellent fire fighting
         arrangement. Volatile chemicals, various types of fuel and such
         dangerous items should be specially packed and stored. Basement
         and barsati are equally vulnerable and should not be used as
         dumping grounds.

35.6.6          Pest control particularly of rodents, is required in all branches,
         not only for preservation of documents and other material but also
         because rats and other pests will cause damages to the electrical
         wiring and also to other important fittings. Special precautions should
         be taken at the time of Diwali and other festivals as also marriages
         and local celebrations where fire crackers are used. Roof tops of the
         building should not contain any inflammable material which can
         catch fire if a fire cracker falls on it accidentally. Similarly, windows
         and ventilators should always be kept shut, particularly in off duty
         hours.

35.7           Document security and security of valuables

35.7.1          As our organisation has a document oriented work atmosphere,
         proper storage of documents is essential to counter hazards. The age
         old system of storing case documents in steel trunks is not such a
         bad idea provided we know what documents are contained in which
         trunk and do not retain unnecessary records with us. The general
         tendency is for IOs to store their documents in wooden or steel
         almirahs and this needs to give way to the work station concept in
         which over head bins retain only those papers which are required on
         a daily basis. The bulkier records seized or required for examination
         and scrutiny need to be stored in a fire proof room deep within the
         branch premises.

35.7.2           Branches will have to go in for fire proof cabinets and ensure
         that the malkhana has two or three such cabinets to store valuable
         properties such as currency notes, share and stock certificates,
         computer CD ROMs and floppies as well as gold and jewellery items.
         The degree of security required for the malkhana is the greatest.
         Hence, as mentioned earlier, chemicals and other inflammable
         material should not be stored in the malkhana. Documents security
         includes the reprographic facilities such as xerox machine, duplicator
         machine and fax machine which need to be kept under the personal
         control of a responsible member of the staff. Unnecessary copies
         should be destroyed by using the shredding machine. At no cost
         should we use the old method of burning of the papers. The latter is
         not efficient or fool proof.

                                                                  Page 234 of 498
35.7.3            Transit of documents and despatch and receipt of files are
         equally important in documents security. Within the same station,
         files have to be sent in properly sealed covers through dispatch riders
         and dak vehicles and the peon book should be signed by a responsible
         member of the receiving office. The carriage of dak should be
         protected against bad weather, road traffic accident, misplacement
         and wrong deliveries as well as theft and deliberate mischief.
         Currently, air bags are being used in addition to normal postal
         facilities for dispatch and receipt of other important documents.
         Besides the requirement of maintaining shadow files, it will be
         desirable to send important files through a special messenger. The
         dak boxes should be made of steel and "leather bastas" should be
         used only for storage of local dak.

35.7.4          Security classification of documents is very essential. It is well
         known that top secret documents should always be sent in double
         cover with double acknowledgment slip but documents with lesser
         degree of security classification should also be handled very carefully.
         Indeed no document should emanate from any branch without some
         form of security classification. It is also emphasised that NGO
         references should remain with the officer himself and should not be
         sent to the section. Every branch officer and supervisory officer
         should have proper storage facility to keep such files in his personal
         custody under lock and key. As far as possible, correspondence
         should be done by the officer himself or at the most by his Personal
         Secretary alone. Separate dairy should be maintained for such
         references. It is not only a good habit but a security requirement to
         lock up the files lying on the table in the evening when departing from
         the office. The most vulnerable part of the day is in the early morning
         when the office is opened for sweeping and cleaning and in the
         evening when the various rooms are locked up. If we are not careful,
         any type of mischief can be played during these vulnerable moments.
         In general it would be desirable for the officer to shut his own room
         when departing in the evening and do so whenever he leaves the room
         to attend meetings and other engagements within the building or
         outside.

35.7.5          Though the government buildings are generally immune from
         petty theft or even attempts by professional burglars, adequate
         precaution should be taken to prevent entry through vulnerable
         points like ventilators, windows rear doors and elementary burglar
         alarm has to be installed to ensure that the duty officer or the guards
         or the nearby police station is able to intercept and prevent a major
         theft in the branch. Those branches which have a lock up and where
         police custody suspects are kept for a few days or more, need to be

                                                                  Page 235 of 498
         strengthened, particularly when the suspects are militants or belong
         to major criminal gangs. The possibility of rescue attempt by his
         associates cannot be ruled out. This brings into focus the weaponry in
         the branch. The available weapons should be cleaned and kept
         serviceable at all times. Regular fire practice has to be given to all
         staff members.

35.8           Information Security

                All the CBI branches are provided with computers and most of
         these computers are interconnected with each other through a
         network. Since information of confidential nature is stored and
         exchanged in most of these computers, it is essential that head of the
         office takes all precautions to ensure absolute security to the
         information and to make their systems impenetrable to the hacker
         attacks.

35.8.1           Security precautions for network Administrators/users

                 System Administrator/Head All Users to ensure that
                 Of Department to ensure
                 That employee code may be Passwords generated are of
                 used as login ID for each atleast 10 characters.
                 authorised user
                 All users periodically briefed, Passwords     contain alpha
                 regarding SOPs and latest numeric           and    symbolic
                 threats and precautions         characters.
                 that all users change their Passwords are neither noted
                 pass words periodically     down nor disclosed to any
                                             one.
                 that the Data is backed-up on Character combinations that
                 a weekly basis                are    not   available   in
                                               dictionary are used for
                                               generating passwords.
                 facility for Internet Access is That   Internet  is   not
                 never attached or installed in accessed on CBI network.
                 the CBI network.
                 that temporary files from Temp They log off their machine in
                 folder is regularly deleted.   case any one wants to leave
                                                even for a short while.
                 that no user with other than Their login name/passwords
                 his own     login name/pass are not used by anyone even
                 words is allowed to access.  for a short while.
                 that files are named properly That       files    are   named
                 for enabling search/retrieval at properly      for    enabling


                                                                Page 236 of 498
                 a later stage.                      search/retrieval at a later
                                                     stage.
                 that Server and nodes are That they delete unwanted
                 installed in a secure location. user-created files. However,
                                                 one should not delete files
                                                 that one is not sure about.
                 that no games are installed in They use floppy disks, CD-
                 Network.     He will remove ROMS/ DVD ROMS/MICRO
                 games that are part of OS.     VAULTS etc.
                 Devising mock exercises to They follow proper switching
                 educate    users     regarding on/ shutdown procedures.
                 network security threats.
                 Proper supervision on service
                 engineers who are given access
                 for repair/maintenance.
                 that    no      unauthorised
                 programs are loaded into the
                 computer.
                 that no external disk/CDs are
                 loaded into the Drives.
                 that disks/CDs       scanned for
                 viral activity before using.
                 that all floppy disks/CDRoms
                 are maintained cleanly and
                 safely.
                 that UPS is On before
                 switching on Server/Nodes.



35.9          Security/Threat response, alerting Local Police, Government
              Agencies etc.

35.9.1           As soon as information is received          about threat to the
         premises of headquarters/branch, duty officer, control room could be
         made nodal office to inform the various securities agencies like Delhi
         Police, I.B. etc. It will do so under the instructions of the nodal officer
         incharge of security of the premises. Thus, the information received
         should be authentic and credible and should be verifiable by our own
         staff or by the security agencies. A letter, a telephone call or any other
         type of intimation needs to be acted upon immediately.

35.9.2         Some anti-social /anti-national elements may pose threat to
         the security of CBI officers or CBI buildings. In order to avoid
         untoward incident and leakage of discreet information, it is essential
         to take utmost care while furnishing information to any person

                                                                    Page 237 of 498
         regarding officers/location of CBI buildings by incharge control
         room/D.O./person on telephone duty. Somebody in the guise of
         senior officers may try to gather information about cases or any such
         sensitive    information    or    information   about    custody    of
         accused/witnesses etc. should be handled with tact.

35.9.3         Bomb blankets whenever made available in the control room
         should be used when there is a suspected bomb, placed either in a
         scooter / car / open place and there should be sufficient material
         available by way of ropes and pedestrian stands to cordon off the
         suspected area.

35.9.4         In the unlikely event of firearms being used by assailants,
         either against specific targets outside the premises or inside, and if
         shots are fired at the windows / apertures, there should be a definite
         response by way of defensive fire. This firing by our personnel will be
         resorted to only as it takes time for the local police and other security
         agencies to reach the spot.

35.9.5          Regular range practice is required for the PSOs of senior
         officers as well as control room staff (including reception staff) who
         should be able to withstand the first assault. The armory should be
         placed deep inside the premises, well away from the entrance. Thick
         steel plated doors and fire proof arrangements are required to
         prevent assailants from capturing our firearms and ammunition.

35.9.6          Evacuation of the staff through various entrance or through
         exit points should be carried out with minimum effort and maximum
         efficiency. The loose papers and files should be placed within the
         almirahs and fire hazards thus eliminated.

35.9.7        Similarly, the electrical main switch and master valve of the
         overhead tanks should be switched off / shut so that the damage to
         the premises is minimum. If the building is equipped with water
         sprinkler system, the operation of the system should be such that
         valuable documents and other case properties are not damaged.

35.9.8         Inflammable material such as petroleum products, chemicals,
         plastic and nylon tubes etc. should not be stored within the building
         at any time. The correct procedure for storage of such material is to
         use a out house or separate storage area away from the main
         building. Similarly, vehicles parked in the basement or on the ground
         floor whenever required, should be removed immediately and taken
         to a safe location.




                                                                  Page 238 of 498
35.9.9         The attack or crisis control room should be located away from
         the area of threat. There should be telephonic communication as well
         as wireless facilities between the crisis control room and the effected
         area so that instructions can be passed on to the staff facing the
         attack.

35.9.10       Medical aid including first aid boxes, should be kept at
       different stations within the premises so as to be of some use during
       crises. The location and route to the nearest M.I. Room as well as the
       route to the nearest multi speciality hospital with emergency
       operation facilities should be known either to the control room staff
       on the nodal officer (Security).

35.9.11      Coordination with local police agencies will have to be worked
       out through coordination meeting to be held individually and
       separately for each branch. As conditions may vary, branch officers
       are requested to hold these meeting at the earliest and agree upon
       the correct procedure for a coordinating response to the threat. In
       headquarters, the designated officer should hold the coordination
       meeting with the Ministry of Environment Officer who are
       coordinating security arrangements in the CGO Complex.

35.10         Contingency Plan

35.10.1      In the event of a threat / actual attack, the contingency plan
      available with the nodal officer should have two main divisions
      namely short term and immediate response and long term /
      containment plan. In the former all the counter measures mentioned
      in the previous chapter be included. In the latter, the effort will be to
      conduct normal office routine from either the same premises or from a
      different premises, so that our basic work does not suffer.

35.10.2      The contingency plan will vary from attacks on individuals, to
      attacks on teams, to attacks on premises of our branch or court
      premises. In the case of attacks on individuals, the driver of the
      branch vehicle will have to be trained in offensive and defensive
      driving. He will have to be equipped with sufficient knowledge of
      defensive measures. He should also know the route to the nearest
      medical facility. Above all, he should know to use a firearm and
      should be able to substitute for the PSO if the latter is injured or
      incapacitated.

35.10.3       When groups of officers are attacked, there should be a
      sufficient pre planned response to the attack. If the officers are
      proceeding for a search /arrest/court work and the attack takes
      place in a public area, they should be instructed before hand about

                                                                 Page 239 of 498
      the various possibilities available to them to counter the attack. This
      would apply to prisoners being taken to court in police custody.
      Sufficient number of firearms should be carried by the party escorting
      the prisoner to the court or to the Jail.

35.10.4     If the attack is in the court premises, the existing security
      arrangements in the court should be used to counter the attack. Most
      of the special courts and designated courts are located within the
      Katchery premises in which the office of District Magistrate, District
      Superintendent of Police or Sub Division Police Officer are located.
      Hence, help can be taken from these agencies to counter the attack.

35.10.5      In the case of individual personnel or vulnerable branches
      engaged in investigating sensitive cases, request should be made to
      the state police to provide sufficient armed guards around the clock.
      Similarly emergency telephone lines should be installed (hot line)
      connecting branch or the residential premises with a local police
      station.

35.10.6      Contingency plan for prolonged period should provide for
      normal office routine in      borrowed premises which are equally
      strengthened and made secure. This eventuality will arise if the
      original branch or office premises was partly or entirely effected by the
      attack and was not usable for routine work.

35.10.7      As far as possible, every premises and property owned by the
      Organisation should have a clear route of escape. Usually, old cars
      and other unnecessary material obstruct the rear entrance and the
      lane leading from it. Periodic inspections should avoid such unsafe
      practices. Contingency plan for officers / groups on the move should
      have provision for safe routes which are less congested and which
      would lead them to safety in another branch or to the premises of the
      big police station or police lines.

35.10.8     Every branch should, as part of its security plan, practice and
      rehearse the contingency plan periodically so that all staff members
      are aware of the steps to be taken. If the new member of the staff joins
      work, he should be separately briefed by the nodal officer.

35.10.9      In residential areas where families are more vulnerable proper
      compound walls should be set up and access control should be
      enforced. If a child is abducted or kidnapped, there should be a well
      defined plan to meet the emergency.




                                                                Page 240 of 498
35.10.10    Blood groups of all the staff should be readily available with the
      nodal officer as also the individual allergy / reaction to specific drugs
      and medicines such as Penicillin, steroid etc.

35.11         Role of control room staff-

               Officers of the branch should also issue the following set of
        instructions to officers/men in the branch, who handle such tasks :

                i)   The person attending the telephone call must not part
                with any information unless he is absolutely sure about the
                identity of the caller.

                ii)  Must always enquire about the telephone number of the
                caller and then call him back to give the information sought
                for. This will also establish the genuineness of the calls
                received in the control room/D.O.

                iii) The officers/men on duty during the day and night
                shifts   must      be   properly    briefed    and   told  that
                leaders/activitists of the terrorists outfit such as Lashkar-e-
                Taiba and others have adopted a new modus-operandi to
                collect sensitive information about the Indian Security
                Agencies. The nature of information which may be of interest
                to the terrorists is :

              a) Name, address and telephone number of senior officers
                 particularly those engaged in anti-terrorists operations.
              b) Details about political leaders and their programmes/
                 movements.
              c) Movement/deployment of security forces.
              d) Details about a particular incident.
              e) Progress in investigation of specific cases, etc.

                The information on the aforesaid points should not be divulged
        to callers whose identity is not properly established.




                                                                Page 241 of 498
36.           OFFICE PROCEDURE-MEANING OF

             VARIOUS TERMS


              The terms used in this Manual carry the special meanings as
       described below :

36.1          'File' means a collection of papers on a specific subject matter
       assigned a file number and consisting of one or more of the following
       parts:

       (a)   Correspondence
       (b)   Notes
       (c)   Appendix to correspondence
       (d)   Appendix to notes

36.2           'Appendix to correspondence' in relation to a file means
       lengthy enclosures to a communication (whether receipts or issue) on
       the file, inclusion of which in the correspondence portion is likely to
       obstruct smooth reading of the correspondence or make the
       correspondence portion unwieldy.

36.3          'Appendix to notes' in relation to a file means a lengthy
       summary or statement containing detailed information concerning
       certain aspects of the question discussed on the file, incorporation of
       which in the main note is likely to obscure the main point or make
       the main note unnecessarily lengthy.

36.4          'Branch Officer' in relation to a section means the officer who
       takes the work directly from the section.

36.5          'Case' means a current file or a receipt together with other
       related papers, if any.

36.6          'Central Issue Section' means the unit within a department
       responsible for typing of drafts, comparing of fair copies, preparation
       of pads for signature and despatch of communication to the
       addressees and includes functionaries like residential clerk and night
       duty clerk. In departments where centralised typing pool does not
       exist in central issue section, this section will be responsible only for
       despatch of signed communications to the addressees.




                                                                Page 242 of 498
36.7           'Central receipt and issue section' means a unit within a
        department consisting of the central registry and the central issue
        section.

36.8           'Central registry' means a unit within a department charged
        with the responsibility of receiving, registering and distributing dak
        meant for that department and includes functionaries like resident
        clerk and night duty clerk.

36.9          'Classified dak' means dak bearing a security grading.

36.10          ‘Come-back case’ means a case received back for further
        action such as re-examination or preparing a draft or a summary of
        the case.

36.11          'Correspondence portion' in relation to a file means the
        portion containing 'receipts' and office copies of 'issue' pertaining to
        the file, including self-contained inter-departmental notes but
        excluding those recorded on the notes portion of the file itself.

36.12          'CR No.' means the serial number assigned by the central
        registry to dak in the Dak register preceded by the code letter
        identifying the register.

36.13         'Current file' means a file, action on which has not been
        completed.

36.14           'Dak' includes every type of written communication such as
        letter, telegram, fax, e-mail, interdepartmental note, file, which is
        received, whether by post or otherwise, in any department for its
        consideration.

36.15          'Dealing hand' means any functionary such as a lower division
        clerk, an upper division clerk, an assistant, entrusted with initial
        examination and noting upon cases.

36.16         'Department' means any of the Ministries, Departments,
        Secretariat and Offices mentioned in the First Schedule to the
        Government of India (Allocation of Business) Rules.

36.17          'Departmental index' means a consolidated index of files
        opened by different sections of a department during a year (except
        those of a classified nature or those proposed to be retained for less
        than 10 years) arranged in a single series in the alphabetical order of
        the catch-words under which they have been indexed.




                                                                 Page 243 of 498
36.18          'Departmental instructions' means instructions issued by a
        department to supplement or vary the provisions of the Manual of
        Office Procedure.

36.19         'Diarist' means a Clerk within a section charged with the
        responsibility inter alia of maintaining the section diary.

36.20         'Diarising' means registering of receipts in the section diary.

36.21          'Diary number' means the serial number assigned to a receipt
        in the section diary followed by the year and the abbreviated symbol
        of the section, e-g. 105/72 - O&M.

36.22          'Docketing' means making of entries in the notes portion of a
        file about the serial number assigned to each item of correspondence
        (whether receipt or issue) for its identification.

36.23          'Final disposal' in relation to a case under consideration
        means completion of all action thereon culminating, where necessary,
        in the issue of final orders or final reply to the party from which the
        original communication emanated.

36.24         'Fresh receipt (FR)' means any subsequent receipt on a case
        which brings in additional information to the disposal of the paper
        under consideration.

36.25          'Indexing' in relation to a file means indicating its title under
        appropriate catchwords arranged in their alphabetical order with a
        view to facilitate its location in the event of need.

36.26           'Index slip' means a card or a paper slip displaying the title of
        a file under a catchword, followed by a reference to its file number.

36.27         'Issue' means a communication issued in a case.

36.28          'Issue of draft' includes all stages of action after the approval
        of a draft ending with despatch of the signed communication to the
        addressee, e.g. fair typing, comparing, attaching enclosures, preparing
        pads for signature, preparing covers; making entries in the despatch
        registers and messenger books, affixing stamps where necessary etc.

36.29         'Messenger book or Peon book' means a record, maintained in
        standard form O&M 13 or any other form, of particulars of despatch
        of non-postal communications and their receipt by the addressees.

36.30         'Minute' means a note recorded by the President, the Vice-
        President, the Prime Minister or a Minister.


                                                                 Page 244 of 498
36.31         'Note' means the remarks recorded on a case to facilitate its
        disposal, and includes a precis or previous papers, a statement or an
        analysis of the questions requiring decision, suggestions regarding the
        course of action and final orders passed thereon.

36.32         'Notes portion' in relation to a file means the portion
        containing notes or minutes recorded on a case.

36.33        ‘Ordinary postal dak' means postal dak for which no specific
        acknowledgement is obtained by the Posts and Telegraphs Offices.

36.34         ‘Paper under consideration (PUC)' means a receipt on a case,
        the consideration of which is the subject matter of the case.

36.35          'Personal staff' in relation to a functionary means and includes
        private secretary, personal assistant, stenographer, assistant, clerk or
        any other clerical staff appointed to assist him as well as the personal
        section of a Minister.

36.36         'Postal communication' means a communication despatched
        by post and includes telegram.

36.37          'Postal Dak' means all the dak received through posts and
        Telegraphs offices.

36.38         'Receipt' means dak after it has been received by the
        concerned section/officer.

36.39          'Record Clerk' means a clerk in a section responsible inter alia
        for typing and maintaining index slips and for looking after routine
        aspects or recording work.

36.40          'Recording' means the process of closing a file after action on
        all the issues considered thereon has been completed, and includes
        operations like completing references, removing routine papers,
        revising the file title, changing the file cover and stitching the file.

36.41          'Reference folder' in relation to a particular subject means a
        folder containing copies of relevant rules, orders, instructions, etc.
        arranged in chronological order.

36.42         'Running summary of facts' in relation to a case means a
        summary of the facts of the case updated from time to time to
        incorporate significant developments as and when they take place.

36.43         'Section' means the basic work unit within a department,
        responsible for attending to items of work allotted to it. It is generally


                                                                  Page 245 of 498
        headed by a section officer and includes 'Cell', 'Unit' and other like
        terms.

36.44         'Sectional note' means a note recorded on only one of the
        many issue raised in the PUC.

36.45         'Section Officer' means an officer supervising a section and
        includes functionaries like superintendent and assistant-in-charge, or
        Head Clerk.

36.46          'Security grading' means security marking 'Confidential',
        „Secret‟ or 'Top Secret'.

36.47         'Standing guard file' on a subject means a compilation
        consisting of the following three parts :-

        (a)   a running summary of the principles and policy relating to the
              subject with number and date of relevant decisions or orders
              quoted in margin against each;
        (b)   copies of the decisions or orders referred to, arranged in
              chronological order ; and
        (c)   model forms of communications to be used at different stages.

36.48          'Standing note' in relation to a subject means a continuing
        note explaining, among other things, the history and development of
        the policy and procedure, designed to serve as :

        (a)   a complete background material for review of the existing Policy
              or procedure;
        (b)   a brief for preparing replies to Parliament questions or notes for
              supplementary thereto; and
        (c)   induction or training material.

36.49          'Standing process sheet' means a standard skeleton note
        developed for a repetitive item of work, indicating predetermined
        points of check or aspects to be noted upon.

36.50         'Urgent dak' means dak marked 'immediate' or 'priority', and
        includes telegrams, wireless messages, and fax messages.




                                                                Page 246 of 498
37. MACHINERY OF GOVERNMENT


37.1            The President –

               The executive power of the Union formally vests in the
       President and may be exercised by him either directly or through
       officers subordinate to him, in accordance with the Constitution.

37.2           The Council of Ministers -

       (i)     In the exercise of his functions, the President is aided and
               advised by a council of Ministers headed by the Prime Minister.
               In the actual practice, the executive authority resides in the
               Council of Ministers.

       (ii)    The Council of Ministers consists of three categories of
               Ministers, namely :

               (a)   Ministers of Cabinet rank ;
               (b)   Ministers of State ; and
               (c)   Deputy Ministers.

       (iii)   The Cabinet, which consists of Ministers of the first category
               only, is responsible for shaping the overall policies of the
               Government. In discharging its responsibilities, it sometimes
               functions through its committees.

37.3           Transaction of Government Business

       (i)     Among the rules issued by the President for the convenient
               transaction of the business of the Government under Article
               77(3) of the Constitution, are :

                      (a)  The Government of India (Allocation of Business)
               Rules ; and
                      (b)  The Government of India (Transaction of
               Business) Rules.

       (ii)    The allocation of Business Rules allocate the business of the
               Government among its different departments which are
               assigned to the charge of the Ministers by the President on the
               advice of the Prime Minister. In relation to the business
               allotted to a Minister, these rules also permit the association of

                                                                 Page 247 of 498
                another Minister or Deputy Minister to perform such functions
                as may be specifically assigned to him.

        (iii)   The Transaction of Business Rules seek to define the authority,
                responsibility and obligations of each department in the matter
                of disposal of business allotted to it. While providing that the
                business allotted to a department will be disposed off by, or
                under the direction of, the Minster-In-Charge, these rules also
                specify :

                (a)    cases or classes of cases to be submitted to the
                President, the Prime Minister, the Cabinet or its committees for
                prior approval;

                (b)   the circumstances in which the department primarily
                concerned with the business under disposal will have to
                consult other departments concerned and secure their
                concurrence before taking final decision.

37.4            Department-

       (i)      A department is responsible for the formulation of the policies
                of the Government within its sphere of responsibility and also
                for the execution and review of those policies.

       (ii)     For the efficient disposal of business allotted to it, a
                department is divided into wings, divisions, branches and
                sections.

       (iii)    A department is normally headed by a Secretary to the
                Government of India who acts as the Administrative Head of
                the Department and Principal Adviser of the Minister on all
                matters of policy and Administration within the department.

       (iv)     Where the volume of work in a department exceeds the
                manageable charge of a Secretary, one or more wings may be
                established with a Secretary/Special Secretary/Additional
                Secretary/Joint Secretary in charge of each wing. Such a
                functionary is normally vested with the maximum measure of
                independent functioning and responsibility in respect of the
                business falling within his wing subject, however, to the overall
                responsibility of the Secretary for the Administration of the
                department as a whole.

       (v)      A section is generally the lowest organisational unit in a
                department with a well-defined area of work. It normally

                                                                  Page 248 of 498
               consists of assistants and clerks supervised by a Section
               Officer/OS/Head Clerk. Initial handling of cases (including
               noting and drafting) is generally done by assistants and clerks
               who are also known as the dealing hands.

       (vi)    While the above represents the commonly adopted pattern of
               organisation of a department, there are certain variations, the
               most notable among them being the desk officer system. In
               this system the work of a department at the lowest level is
               organised into distinct functional desks, each manned by an
               officer of appropriate rank, e.g. Under Secretary or Section
               Officer, who handles the cases himself and is provided
               adequate stenographic/clerical assistance.

37.5           Attached and subordinate offices -

       (i)     Where the execution of the policies of the Government requires
               decentralisation of executive action and/or direction, a
               department may have under it executive agencies called
               'Attached' and „Subordinate' offices.

       (ii)    Attached offices are generally responsible for providing
               executive direction required in implementation of the policies
               laid down by the department to which they are attached. They
               also serve as repository of technical information and advise the
               department on technical aspects of questions dealt with by
               them.

       (iii)   Subordinate offices generally function as field establishments
               or as agencies responsible for the detailed execution of the
               policies of Government. They function under the direction of
               an attached office, or where the volume of executive direction
               involved is not considerable, directly under a department. In
               the latter case, they assist the departments concerned in
               handling technical matters in their respective fields of
               specialisation.

       (iv)    CBI Head Office is an attached office under the Cabinet
               Secretariat and the CBI Offices are the subordinate offices. The
               configuration of CBI, its hierarchy, divisions, zones, regions,
               branches and units has already been explained in Chapter-1.




                                                                Page 249 of 498
38.             DAK-RECEIPT, REGISTRATION AND

               DISTRIBUTION

38.1           Receipt of dak

       (i)     During office hours, the entire dak of a department/office
               including that addressed to Ministers/Officers by name, will be
               received in the Central Registry/Receipt Section.      Where,
               however,      immediate/important     dak      addressed     to
               Ministers/Officers by name is sent through special messengers
               directly to the addressees themselves, it will be received by
               them or their personal staff.

27     (ii)   Outside office hours, dak will be received :

28     (a)    by the addressees themselves at their residences, if marked
       „immediate‟ and addressed by name; and
29     (b)   in other cases by :

       (i)     the night duty clerk or constable or Control Room of the
               department concerned, or
       (ii)    where no such arrangements exist, by the officer designated by
               the department/office concerned to receive such dak.

38.2           Acknowledgement of dak

            The receipt of dak, except ordinary postal dak, will be
       acknowledged by the recipient signing his name in full and in ink.

38.3           Registration of dak

       (i)     Urgent dak will be separated from other dak and dealt with
               first.
       (ii)    All covers, except those addressed to Ministers/Officers by
               name or those bearing a security grading, will be opened by the
               Central Registry/Receipt Section.
       (iii)On opening dak, the Central Registry will check enclosures and
               make a note of any found missing.
       (iv)    All opened dak, as well as the covers of unopened classified
               dak, will be date-stamped vide specimen mentioned below :-
               __________________________
               Department/Office of ..............
               Received on .............................

                                                               Page 250 of 498
                CR No......................................
                Sec. Dy. No.
                ___________________________

       (v)      The entire dak will then be sorted out section-wise (and officer-
                wise, if addressed by name). To facilitate this, the Central
                Registry/Receipt Section will maintain an alphabetical index of
                the subjects dealt with the each section.

       (vi)     The following categories of dak will be registered by the Central
                Registry/Receipt Section in the dak register.

                (a)    Telegrams, wireless messages and telex message.
                (b)    Registered postal dak.
                (c)    Inter-departmental files.
                (d)    Court summons and receipts enclosing valuable
                documents, e.g. service books, agreements, cheques/drafts
                etc.,
                (e)    Parliament questions, resolutions, cut motions and
                references seeking information relating to them.
                (f)    Unopened inner covers containing classified dak.
                (g)    Letters from Members of Parliament, and
                (h)    Any    other    category   covered     by  departmental
                instructions.

       (vii)    The Central Registry/Receipt Section will maintain one or more
                dak registers as may be found convenient.          In no case,
                however, will a single register be operated upon by two or more
                clerks. Where more than one dak register is maintained, each
                register will be identified with an alphabetical code letter „A‟,
                „B‟, „C‟ and so on.

       (viii)   The C.R. No./Receipt No. assigned to dak in the dak register,
                will be exhibited on the dak in the appropriate place in the
                stamp affixed on it.

38.4            Distribution of dak

       (i)      The Central Registry/Receipt Section will prepare an invoice
                separately for each section to which the dak is to be
                distributed. The dak, alongwith invoice, will be sent to the
                section concerned and acknowledged by the diarist. The
                invoice, duly signed, will then be returned to the Central
                Registry/Receipt Section where it will be filed section-wise and
                date-wise.


                                                                  Page 251 of 498
(ii)     Alternatively, dak may be distributed and acknowledgement
         obtained in messenger books or dak register maintained
         section-wsie.

(iii)    The above procedure will also apply to the dak meant for
         Ministers/Officers which will be acknowledged by their
         personal staff.

(iv)     Urgent dak will be distributed as and when received. Other
         dak may be distributed at suitable intervals (i.e. 11 AM, 2 PM,
         and 4 PM). Such part of the ordinary dak as is received too late
         to be included in the last daily round, will be kept ready for
         distribution early next day. The official in charge of the Central
         Registry will ensure:

         (a)    that, as far as possible, sorting, registration and
         invoicing of dak is completed on the day of its receipt; and
         (b)    that, to the extent to which the above work cannot be
         completed during the day, and without prejudice to the
         processing of urgent dak, the night duty staff attends to it.

(v)        Urgent dak received outside office hours will be sent to the
        sections concerned, if there is staff on duty. In other cases, such
        dak will be dealt with in accordance with the instructions issued
        by the department concerned.




                                                            Page 252 of 498
39.            RECEIPT-SUBMISSION AND DIARISATION



39.1           Perusal and marking of receipt :

              The diarist will submit          all   receipts   to    the   Section
         Officer/OS/Head Clerk who will :

       (i)     go through the receipts;

       (ii)    mark mis-sent receipts to the sections concerned;

       (iii)     separate those which, either under the departmental
               instructions or in his discretion, should be seen by higher
               officers before they are processed and mark them to such
               officers;

       (iv)     mark to himself such of the remaining receipts as are of a
               difficult nature or present any special features requiring his
               personal attention;

       (v)      mark other receipts to the dealing hands concerned, and,
               where necessary, indicate urgency grading and give directions
               regarding line of action;

       (vi)    keep a note in his diary of important receipts requiring prompt
               action or disposal by a specified date; and

       (vii)    submit the case to the officer who last noted on it, if it is one
               returned by another department.

39.2           Diarising of receipts:

       (i)     The diarist will diarise in the section diary (Annexure -XVIII) all
               the receipts except the following before they are submitted to
               the officers concerned or distributed among the dealing hands:

               (a)    receipts which, as a class, are adequately taken care of
               by a register specially devised for the purpose (e.g. telephone
               bills which are entered in telephone bill register);
               (b)    unsigned communications on which no instructions
               have been recorded by officers and on which no action is to be
               taken;

                                                                     Page 253 of 498
               (c)    identical copies of      representations, save the one
               received first;
               (d)    post copies of telegrams unless the endorsement
               contains a message in additional to that contained in the
               telegrams;
               (e)    petty contingent vouchers such as those relating to night
               duty or overtime claims of the staff, claims for coolie hire or
               conveyance hire, chits asking for articles of furniture,
               stationery etc.;
               (f)    routine acknowledgements;
               (g)    casual leave applications;
               (h)    copies of miscellaneous circulars, office memoranda,
               extracts, etc., circulated by any section for general information,
               e.g., orders of general application, telephone lists, notices of
               holidays, tour programmes, etc.; and
               (i)    any other types of receipts which under departmental
               instructions are not required to be diarised.

       (ii)    Inter-departmental notes, telegrams, or any other category or
               receipts sought to be distinguished from the rest, may be
               entered in the section diary in red ink.

       (iii)   Papers referred to another department will be diarised each
               time they are received back. For those referred under diary
               numbers, however, previous and later entries in the diary will
               be linked by giving the earlier and the later diary numbers
               against each entry.

       (iv)    If a receipt is diarised after a lapse of more than 15 days from
               the date it bears the entry regarding date in column 3 of the
               section diary, it will be circled in red ink.

       (v)     The diary number of a receipt will be indicated in the space
               provided for the purpose in the stamp affixed by the Central
               Registry.

       (vi)    The Section Officer/O.S/Head Clerk will scrutinise the section
               diary once a week to ensure that it is being properly
               maintained and append his dated initials in token of the
               scrutiny.

39.3           Movement of receipts

       (i)     Receipts submitted to officers will move in pads conspicuously
               labelled as “Receipts Pad”. Their movement and perusal will
               receive prompt attention.

                                                                 Page 254 of 498
       (ii)   The Section Officer/OS/Head Clerk will keep a careful watch
              on any hold-up in the movement of receipts. The diarist will
              bring to his notice any receipts which are not received back
              from officers within 24 hours.


39.4          Action by higher officers

              Officers to whom receipts are submitted will:

       (i)    go through the receipts and initial them;

       (ii)   remove receipts which they may like to dispose off without
              assistance from section or to submit to higher officers;

       (iii)enter the diary numbers of the receipts removed on the movement
               slip;

       (iv)   where necessary, give directions regarding line of action to be
              taken on other receipts; and
       (v)    return the receipts together with movement slip, if any, to the
              Section Officer/OS/head Clerk for action above.


39.5          Allocation of disputed receipts

               If a section feels that it is not concerned with a mis-sent receipt
         forwarded to it, the same should be brought to the notice of the
         officer designated by the department for deciding allocation of
         disputed receipts.




                                                                  Page 255 of 498
40.             ACTION ON RECEIPTS

40.1            Action by dealing hand:

                The dealing hand will :

       (i)      go through the receipts and separate urgent receipts from the
                rest;

       (ii)     enter the receipts in the assistant‟s diary (Annexure-XIX);

       (iii)    deal with the urgent receipts first;

       (iv)     check enclosures and, if any, is found missing, initiate action
                to obtain it;

       (v)      see whether any other section is concerned with any part or
                aspect of a receipt and, if so, send copies or relevant extracts to
                that section for necessary action;

       (vi)     bring the receipt on to a current file if one already exists or
                open a new file and indicate file No. in column 3 of the
                assistant‟s diary;

       (vii)    file papers as per the procedure of filing of papers;

       (viii)   assign the receipt a serial number and page number;

       (ix)     docket the receipt and reproduce on the notes portion of the file
                remarks, if any, made by an officer on the receipt;

       (x)      with the help of file registers, indexes, precedent book,
                standing guard files, reference folders etc., locate and collect
                other files or papers, if any, referred to in the receipt, or having
                a bearing on the issues raised therein;

       (xi)     identify and examine the issue involved in the case and record
                a note;

       (xii)    arrange reference papers in the case properly;

       (xiii)   where necessary, attach a label indicating urgency grading
                appropriate to the case;

                                                                    Page 256 of 498
       (xiv)   put up the case to the appropriate higher officer; and

       (xv)    indicate the date of submission in column 4 of the assistant‟s
               diary.

40.2           Action by Section Officer

       (i)     The section officer/OS/Head Clerk will:

               (a)  scrutinise the note of the dealing hand;
               (b)  finally dispose off routine cases;
               (c)  take intermediate routine action;
               (d)  record, where necessary, a note setting out his own
               comments or suggestions; and
               (e)  submit the case to the appropriate higher officer.

       (ii)    What constitutes “routine cases” or “intermediate routine
               action” in terms of (b) and (c) above will be specified by each
               department in its departmental instructions.

40.3           Examination by section

              When the line of action on a receipt is obvious or is based on a
       clear precedent or practice, or has been indicated by a higher officer,
       and a communication has to issue, a draft will be put up without any
       elaborate note. In other cases, the section, while putting up a case,
       will :

       (i)     see whether all the statements are correct;

       (ii)    point out mistakes,       mis-statements,     missing    data   or
               information, if any;

       (iii)   draw attention, where necessary, to the statutory or customary
               procedure and point out the relevant law and rules;

       (iv)    furnish other relevant data or information available in the
               department, if any;

       (v)     state the question for consideration and bring out clearly the
               points requiring decision;

       (vi)    draw attention to precedents;

       (vii)   evaluate relevant data and information; and

                                                                 Page 257 of 498
       (viii)   suggest, where possible, alternative course of action for
                consideration.

40.4            Action by higher officers

              Officers above the level of Section Officer will take final action
         on different classes of cases in accordance with such departmental
         instructions as may be issued by the department concerned from
         time to time.

40.5            Departure from normal procedures of Rules

               In every case where a major or minor infraction, other than
         trivial, of the existing procedures or rules is sought to be made, it
         shall be the responsibility of the decision making authority to
         ensure that reasons are set out in writing, warranting such a
         departure from the rules or procedures.

40.6            Running summary of facts (Self contained note)

              To facilitate consideration and to obviate repeated
         recapitulation, a running summary of facts will be prepared and
         placed on the file in a separate folder labelled as such in every case
         in which it is evident that such a summary would contribute to its
         speedy disposal. This summary will also include the advice or views
         of other departments, consulted in the matter but not opinions of
         individual officers within a department. It should be kept upto date
         whenever further developments take place.

40.7            Guidelines for noting

       (i)      All notes should be concise and to the point. Lengthy notes
                should normally conclude with a para bringing out clearly but
                briefly the points for consideration or decision. Paragraphs of
                notes should be serially numbered.

       (ii)     The verbatim reproduction of extracts from or para-phrasing of
                the paper under consideration, fresh receipt, or any other part
                of correspondence or notes on the same file, should not be
                attempted.

       (iii)    When passing orders or making suggestions, an officer will
                confine his note to the actual points he proposes to make
                without reiterating the ground already covered in the previous


                                                                 Page 258 of 498
                notes. If he agrees to the line of action suggested in the
                preceding note, he will merely append his signature.

       (iv)     Any officer, who has to note upon a file on which a running
                summary of facts is available will, in drawing attention to the
                facts of the case, refer to the appropriate part of the summary
                without repeating it in his own note.

       (v)      Unless a running summary of facts is already available on the
                file or the last note on the file itself serves that purpose, a self-
                contained summary will be put up with every case submitted to
                the Minister. Such a summary will bring out briefly but clearly
                relevant facts, including the views expressed on the subject by
                other departments, if any, consulted in the matter and the
                point or points on which the orders of the Minister are sought.

       (vi)     If apparent errors or mis-statements in a case have to be
                pointed out or if an opinion expressed therein has to be
                criticised, care should be taken to couch the observations in
                courteous and temperate language free from personal remarks.

       (vii)    When a paper under consideration raises several major points,
                each requiring detailed examination and orders, each point will
                be noted upon separately in sectional notes.

       (viii)   Notes and orders will normally be recorded on note sheets.

       (ix)     The dealing hand will append his initial with date on the left,
                below his note. The section officer and higher officers will
                append their signature on the right hand side of the notes.

40.8            Modification of notes or orders

       (i)      Senior officers should not require any modification in, or
                replacement of, the notes recorded by their juniors once they
                have been submitted to them. Instead, the higher officers
                should record their own notes giving their views on the subject,
                where necessary, correcting or modifying the facts given in
                earlier notes. In any case, the replacement or modification of
                the notes which have already been recorded on a file, when the
                file has been further noted upon by others, should not be
                permitted.

       (ii)     Where a final decision already communicated to a party is
                found later on to have been given on a mistaken ground or
                wrong facts or wrong interpretation of rules due to

                                                                     Page 259 of 498
               misunderstanding, such withdrawal may also have legal
               implications. In all such cases, in addition to consulting the
               Ministry of Law, wherever necessary, such a withdrawal should
               be permitted only after the approval of an officer higher than
               the one who took the original decision, has been obtained and
               reasons for the reversal or modification of the earlier decision
               have been duly recorded on the file.

40.9           Noting on files received from other departments

       (i)     If the reference seeks the opinion, ruling or concurrence of the
               receiving department and requires detailed examination, such
               examination will normally be done separately through routine
               notes and only the final result will be recorded on the file by
               the officer responsible for commenting upon the reference. The
               officer to whom such a note is submitted will either accept that
               note or record a note of his own. In the former case, he may
               direct that the note in question or a specified portion thereof
               may be reproduced on the main file for communication to the
               department concerned. In the latter case, he will record a
               suitable note on the main file itself. In either case, a copy of
               the note recorded on the main file will be kept on the routine
               notes for retention in the receiving department before the file is
               returned to the originating department.

       (ii)    Where the reference requires information of a factual nature or
               other action based on a clear precedent or practice, the dealing
               hand in the receiving department may note on the file
               straightaway.

       (iii)   Where a note on a file is recorded by an officer after obtaining
               the orders of a higher officer, the fact that the views expressed
               therein have the approval of the latter should be specifically
               mentioned.

40.10 Aids to processing

             To facilitate processing of cases, each section will develop and
       maintain the following records for important subjects dealt with by it:-

              (i)     standing guard files;
              (ii)    standing notes;
              (iii)   precedent book
              (iv)    standard process sheets (for repetitive items of work
         only); and
              (v)     reference folders containing copies of circulars etc.

                                                                  Page 260 of 498
40.11 Oral discussions

        (i)    All points emerging from discussions between two or more
               officers of the same department and the conclusions reached
               will be recorded on the relevant file by the officer authorising
               action.

        (ii)   All discussions/instructions/decisions which the officer
               recording them considers to be important enough for the
               purpose, should be got confirmed by all those who have
               participated in or are responsible for them. This is particularly
               desirable in cases where the policy of the Government is not
               clear or where some important departure from the prescribed
               policy is involved, or where two or more levels differ on
               significant issues or the decision itself, though agreed upon by
               all concerned, is an important one.

40.12          Oral instructions by higher officers

        (i)    Where an officer is giving direction for taking action in any case
               in respect of matters on which he or his subordinate has
               powers to decide, he shall ordinarily do so in writing. If,
               however, the circumstances of the case are such that there is
               no time for giving the instructions in writing, he should follow
               it up by a written confirmation at his earliest.

        (ii)   An officer shall, in the performance of his official duties, or in
               the exercise of powers conferred on him, act in his best
               judgement except when he is acting under instructions of an
               official superior.    In the latter case he shall obtain the
               directions in writing wherever practicable before carrying out
               the instructions, and where it is not possible to do so, he shall
               obtain written confirmation of the directions as soon thereafter
               as possible. If the officer giving the instructions is not his
               immediate superior but one higher to him in the hierarchy, he
               shall bring such instructions to the notice of his immediate
               superior at the earliest.

40.13 Oral orders on behalf of or from Minister

        (i)    Wherever a member of the personal staff of a Minister
               communicates to any officer an oral order on behalf of the
               Minister, it shall be confirmed by him in writing immediately
               thereafter.


                                                                 Page 261 of 498
      (ii)    If any officer receives oral instructions from the Minister or
              from his personal staff and the orders are in accordance with
              the norms, rules, regulations or procedures, they should be
              brought to the notice of the Secretary (or the Head of the
              Department where the officer concerned is working in or under
              a non-secretariat organisation).

      (iii)   If any officer receives oral instructions from the Minister or
              from his personal staff and the orders are not in accordance
              with the norms, rules, regulations or procedures, he should
              seek further clear orders from the Secretary (or the Head of the
              Department in case he is working in or under a non-secretariat
              organisation) about the line of action to be taken, stating
              clearly that the oral instructions are not in accordance with the
              rules, regulations, norms and procedures.




40.14 Confirmation of oral instructions

      (i)     If an officer seeks confirmation of an oral instruction given by
              his superior, the latter should confirm it in writing whenever
              such confirmation is sought.

      (ii)    Receipt of communications from junior officers seeking
              confirmation of oral instructions should be acknowledged by
              the senior officers or their personal staff, or the personal staff
              of the Minister, as the case may be.

40.15 Channel of submission

            Unless otherwise provided for in the departmental instructions
     each case will travel upto the appropriate decision-making level
     through all the intermediate levels in the hierarchy.

40.16 Direct submission of cases by senior assistants

      (i)     Every assistant in a conventional section who has more than
              five years service in the grade including at least six months in
              the concerned section may be required to submit all his cases
              direct to the branch officer. However, in appropriate cases,
              assistants with less than five years service in the grade may
              also be permitted to submit cases direct to branch officer.

      (ii)    All the cases directly submitted by assistants to the branch
              officer should, as a rule, go back to the assistants through the
              Section Officer. The Section Officer will, however, be free to

                                                                Page 262 of 498
                bring to the notice of the branch officer any omission or flaws
                in the submission of cases or the decisions taken and thus give
                an opportunity to the branch officer to reconsider the matter.




40.17            Examination and progressing of cases in which two or more
                authorities are consulted

               Where two or more state Governments, Central Departments or
        other authorities are simultaneously consulted, the examination and,
        where necessary, tabulation of the replies will ordinarily be started as
        soon as replies begin to arrive and not held over till the receipt of all
        the replies or the expiry of the target date.

40.18 Filing of papers

        (i)     Papers required to be filed will be punched on the left hand top
                corner and tagged on to the appropriate part of the file, viz,
                notes, correspondence, appendix to notes and appendix to
                correspondence, in chronological order, from left to right, the
                latest being at the bottom.


        (ii)    Normally, each part of the file will be placed in a separate file
                cover. Where, however, „notes‟ and 'correspondence' are not
                bulky, both may be placed in a single file cover by tagging the
                correspondence portion on to the right side of the cover and the
                notes portion on the left side of the same cover. Similarly, both
                the appendix to notes and appendix to correspondence may be
                filed in a single file cover, if they are not bulky.

        (iii)   Routine     receipts   and     issues    (e.g.   reminders,
                acknowledgements) and routine notes will not be allowed to
                clutter up the file. They will be placed below the file in a
                separate cover and destroyed when they have served their
                purpose.

        (iv)    When either the „notes‟ or the „correspondence‟ portion of a file
                becomes bulky (say, exceeds 100 pages), it will be stitched and
                marked „Volume I‟. Further papers on the subject will be added
                to the new volume of the same file, which will be marked
                „Volume II‟, and so on.

40.19 Arrangement of papers in a case
                                                                  Page 263 of 498
            The papers in a case will be arranged in the following order
       from top, downwards:

     (i)      reference books;

     (ii)     notes portion of the current file ending with the note for
              consideration;

     (iii)    running summary of facts;

     (iv)     (iv)   draft for approval, if any;

     (v)      Correspondence portion of the current file ending with the
              latest receipt or issue, as the case may be;

     (vi)     appendix to notes and correspondence;

     (vii)    standing guard file, standing note or reference folder, if any;

     (viii)   other papers, if any, referred to e.g. extracts of notes or
              correspondence from other files, copies of orders, resolutions,
              gazettes, arranged in chronological order, the latest being
              placed on the top;

     (ix)     recorded files, if any, arranged in chronological order, the latest
              being placed on the top; and

     (x)      routine notes and papers arranged in chronological order and
              placed in a separate cover.

40.20 Referencing

     (i)      Every page in each part of the file (viz. notes, correspondence,
              appendix to notes, and appendix to correspondence) will be
              consecutively numbered in separate series, in pencil, blank
              intervening pages, if any, will not be numbered.

     (ii)     Each item of correspondence in a file, whether receipt or issue,
              will be assigned a serial number which will be displayed
              prominently in red ink on the right top corner of its first page.

     (iii)    The paper under consideration on a file will be flagged “PUC”
              and the latest fresh receipt noted upon, as “FR”. In no
              circumstances, will a slip other than “PUC” and (FR), be
              attached to any paper in a current file. If there are more than

                                                                 Page 264 of 498
               one FRs, they should be flagged separately as „FR.I‟, „FR II‟ and
               so on.

      (iv)     In referring to the papers flagged „PUC‟ or „FR‟ the relevant page
               numbers will be quoted invariably in the margin. Other papers
               in a current file will be referred to by their page numbers only.

      (v)      Recorded files and other papers put up with the current file will
               be flagged with alphabetical slips for quick identification. Only
               one alphabetical slip will be attached to a recorded file or
               compilation. If two or more papers contained in the same file
               or compilation are to be referred to, they should be identified by
               the relevant page numbers in addition to the alphabetical slip,
               e.g. „A‟/23.N, „A‟/17.C, and so on.

      (vi)     To facilitate the identification of references to papers contained
               in other files after the removal of slips, the number of the file
               referred to will be quoted invariably in the body of the note and
               the relevant page numbers, together with the alphabetical slip
               attached thereto, will be indicated in the margin. Similarly, the
               number and date of orders, notifications and resolutions, and,
               in the case of acts, rules and regulations, their brief title
               together with the number of the relevant section, rule,
               paragraph or clause, referred to will be quoted in the body of
               the notes, while the alphabetical slips used, will be indicated in
               the margin.

      (vii)    Rules or other compilations referred to in a case need not be
               put up if copies thereof are expected to be available with the
               officer to whom the case is being submitted. The fact of such
               compilations not having been put up will be indicated in the
               margins of the notes in pencil.

      (viii)   The reference slips will be pinned neatly on the inside of the
               papers sought to be flagged. When a number of papers put up
               in a case are to be flagged, the slips will be spread over the
               entire width of the file so that every slip is easily visible.

40.21 Linking of files

      (i)      If the issues raised in two or more current files are so
               interconnected that they must be dealt with together
               simultaneously, the relevant files will be linked in the manner
               indicated in (ii) below. Such linking may also be resorted to if a
               paper on one current file is required for reference in dealing


                                                                 Page 265 of 498
                with another current file unless a copy of the paper can be
                conveniently placed on the first file.

        (ii)    When files are to be linked, strings of the file board of the lower
                file (but not its flaps) will be tied round the upper file and those
                of the file board or flap of the upper file tied underneath it in a
                bow out of the way so that each file is intact with all its
                connected papers properly arranged on its file board or flap.

        (iii)   On receipt after completion of action, the linked files will be
                immediately delinked after taking relevant extracts and placing
                them on the linked files, where necessary.

40.22           Use of urgency gradings

        (i)     The two urgency gradings authorised for use on cases are
                „immediate‟ and „priority‟.

        (ii)    The label „immediate‟ will be used only in the cases requiring
                prompt attention. The “Priority‟ label will be used for cases
                which, though not warranting prompt attention, have normally
                to be given precedence over those not bearing any urgency
                grading.


        (iii)   The grading of urgency assigned to a case will be reviewed by
                all concerned at different stages of its progress and, where
                necessary, revised. This is particularly important for cases
                proposed to be referred to other departments.




                                                                    Page 266 of 498
41.            FORMS AND PROCEDURE OF

               COMMUNICATION

41.1           Forms of written communication

              The different forms of written communications used by a
       department are described below. Each form has a use and, in some
       cases, a phraseology of its own.

       (i)     Letter :

       (a)    This form is used for corresponding with foreign governments,
       state governments, heads of attached and subordinate offices,
       statutory bodies like the Union Public Service Commission, public
       bodies and members of public generally. A letter begins with the
       salutation “ Sir (s) or Dear Sir (s)”, as may be appropriate.

       (b)    Official letter emanating from a department and purporting to
       convey the views or orders of the Government of India must
       specifically be expressed to have been written under the directions of
       Government.

       (ii)    Demi-official letter :

       (a)    This form is generally used in correspondence between
       government officers for an interchange or communication of opinion
       or information without the formality of the prescribed procedure. It
       may also be used when it is desired that a matter should receive
       personal attention of the individual addressed. Communications to
       non-officials also can take the form of a demi-official letter.

       (b)   It is written in the first person and in a personal and friendly
       tone.

       (iii)   Office Memorandum :

       This form is generally used for corresponding with other departments
       or in calling for information from or conveying information (not
       amounting to an order of Government) to its employees. It may also
       be used in corresponding with attached and subordinate offices. It is
       written in the third person and bears no salutation or subscription
       except the name and designation of the officer signing it.




                                                              Page 267 of 498
(iv)     Inter-departmental note :

(a)   This form is generally employed for obtaining the advice, views,
concurrence or comments of other departments on a proposal or in
seeking clarification of the existing rules, instructions, etc. It may
also be used by a department when consulting its attached and
subordinate offices and vice-versa.

(b)    The inter-departmental note may either be recorded on a file
referred to another department or may take the form of an
independent self-contained note.

(v)      Office order :

This form is normally used for issuing instructions meant for internal
administration e.g. grant of regular leave, distribution of work among
officers and sections.

(vi)     Orders :

This form is generally used for issuing certain types of financial
sanctions and for communicating Government orders in disciplinary
cases etc., to the officials concerned.

(vii)    Notification :

This form is mostly used in notifying the promulgation of statutory
rules and orders, appointments and promotions of gazetted officers
etc. through publication in the Gazette of India.

(viii)   Resolution :

This form of communication is used for making public announcement
of decision of Government in important matters of policy, e.g. the
policy of industrial licensing, appointment of committees or
commissions of enquiry. Resolutions are also usually published in
the Gazette of India.

(ix)     Press Communique/note :

This form is used when it is proposed to give wide publicity to a
decision of Government. A press communique is more formal in
character than a press note and is expected to be reproduced intact
by the press. A press note, on the other hand, is intended to serve as
a handout to the press which they may edit, compress or enlarge, as
deemed fit.



                                                       Page 268 of 498
       (x)     Endorsement :

       This form is used when a paper has to be returned in original to the
       sender, or the paper in original or its copy sent to another department
       or office, for information or action. It is also used when a copy of a
       communication is proposed to be forwarded to parties other than the
       one to which it is addressed. Normally this form will not be used in
       communicating copies to State Government. The appropriate form for
       such communication should be a letter.

41.2           Fax Messages and E-mail:

       (i)     In CBI, all the branches have been provided with the facility of
               FAX. It is incumbent on the Head of Office of the concerned
               Branch to ensure that the facility of FAX is maintained properly
               and is not misused.      The FAX machine provided to the
               branches should be used only for sending/receiving urgent
               messages.

       (ii)    Computers are provided to every branch of CBI. Branch SsP
               are authorised to subscribe to dial up internet connection upto
               100 hours on each occasion. Each Head of the Office and
               senior officers of CBI have been provided with e-mail addresses
               of NIC mailing service. Branches should widely use this
               means of communication, which is fast and also inexpensive.

41.3           Telephonic communications :

       (i)     In purely routine matters not warranting a written
               communication, departments may communicate with local
               parties over the telephone.

       (ii)    In matters of extreme urgency, departments may communicate
               with other parties, both local and outstation, over the
               telephone. Where necessary, such communications may be
               followed by written communications in the appropriate form.

       (iii)   Telephone calls (including STD calls) will be regulated by
               departmental instructions.

41.4           Correspondence with attached and subordinate offices :




                                                                Page 269 of 498
              Department may correspond with attached and subordinate
       offices under the control of other departments subject to general
       instructions as the latter may issue.



41.5          Inter-departmental consultation :

       (i)    Inter-departmental consultation may take the form of inter-
              departmental notes, inter-departmental meetings or oral
              discussions.

       (ii)   In making written inter-departmental references, the following
              points should be observed :

              (a)    Inter-departmental references, will normally be made
              under the directions of an officer not below the rank of Under
              Secretary or as may be provided by the departmental
              instructions.

              (b)    The points on which the opinion of other departments is
              sought or which it is desired to bring to their notice should be
              clearly stated.

              (c)   Where possible, the drafts of the orders proposed to be
              issued may also be shown to the departments sought to be
              consulted.

              (d)   When it is necessary to consult more than one
              department on a case, such consultation may be effected
              simultaneously by self-contained inter-departmental notes
              unless :


                    (i)  it involves copying of a large number of
                    documents available on the file; or


                    (ii)   the need for consulting the second department
                    would arise only after the views of the first have become
                    available.

                    (iii)  (a)   When such reference requires concurrence
                    of one or more Ministries under the Government of India
                    (Transaction of Business) Rules, the following further
                    points should be observed :




                                                               Page 270 of 498
             (i)    the originating Ministry should invariably
                    prescribe a time limit when calling for comments
                    or concurrence from other Ministries.

             (ii)   in case any of the Ministries so consulted is not in
                    a position to send its comments/concurrence
                    within the prescribed time limit, it should write
                    back promptly, and in any case, before the
                    prescribed time limit and indicate the additional
                    time they would require for furnishing their final
                    reply.

             (b)    When such a reference does not require such
             concurrence under the rules, the originating Ministry
             need not wait for the comments of other Ministry beyond
             the prescribed time limit and it should feel free to go
             ahead with its scheme/proposal without waiting any
             longer.

             (c)    The initiating Ministry should always feel free to
             recall its file from another Ministry to which such a
             reference has been made on a file, if such a course is
             required to be adopted for expediting the process of
             decision making in the case. Such a decision to recall a
             file should be taken at a level not lower than that of a
             Branch Officer in the originating Ministry.

(iv)   Inter-departmental meetings may be held where it is necessary
       to elicit the opinion of other departments on important cases
       and arrive at a decision within a limited time. No such meeting
       will normally be convened except under the orders of an officer
       not below the level of Joint Secretary. In respect of such
       meetings, it will be ensured that:-

       (a)   the representatives attending the meeting are officers
       who can take decisions on behalf of their departments;

       (b)   an agenda setting up clearly the points for discussion is
       prepared and sent alongwith the proposals for holding the
       meeting, allowing adequate time for the representatives of their
       departments to prepare themselves for the meeting; and

       (c)    a record of discussions is prepared immediately after the
       meeting and circulated to the other departments concerned,
       setting out the conclusions reached and indicating the


                                                         Page 271 of 498
             department or departments responsible for taking further
             action on each conclusion.

       (v)   Sometimes, it may be necessary to have oral discussions with
             officers of other departments, e.g. when ;

             (a)   a preliminary discussion between the officers of the
             departments concerned is likely to help in the disposal of the
             case;

             (b)   it is desirable to reach a preliminary agreement before
             proceeding further in the matter;

             (c)   inter-departmental noting reveals a difference of opinion
             between two or more departments; or

             (d)   it is proposed to seek only information or advice of the
             department to be consulted.

              The result of such oral consultation should be recorded in a
       single note on the file by the officer of the department to which the
       case belongs. The note will state clearly the conclusions reached and
       the reasons thereof. A copy of the note will also be sent to the
       departments consulted in order that they have a record of the
       conclusions reached.

41.6         References to the Attorney General of India :

             Reference to the Attorney General will be made only by the
       Ministry of Law, Justice and Company Affairs.

41.7         References to the Comptroller and Auditor General of India
       :

              References to the Comptroller and Auditor General for his views
       or advice can be made only by or through the Ministry of Finance. In
       matters of day-to-day administration, departments may, however,
       correspond directly with the Comptroller and Auditor General at their
       discretion.

41.8         Reference to the Union Public Service Commission :

              Reference to the Union Public Service Commission will
       normally be made in the form of letters addressed to the Secretary. In
       certain matters, e.g. requisitions for recruitment, formal references


                                                              Page 272 of 498
        should ordinarily be preceded by informal discussions at appropriate
        levels.

41.9           Correspondence with Union Territory administrations :

               All communications of a routine nature which are clearly
        relatable to the business of a particular department, will ordinarily be
        addressed to the Secretary in the appropriate department. Other
        communications may be addressed to the Chief Secretary or the
        Administrator depending upon the importance of the matter.



41.10          Correspondence with State Governments :

        (i)    Communications on subjects clearly relatable to the business
               of a particular department will normally be addressed to the
               Secretary    of   that   department.     Other   communications,
               including those of special nature or importance warranting
               attention at higher levels, may be addressed to the Chief
               Secretary.


        (ii)   Communications other than those of a purely routine nature,
               e.g. acknowledgements, will not ordinarily be addressed to
               State Government except with the prior approval and over the
               signature of the Branch Officer.            Purely routine
               communications can, however, be signed by a Section Officer.

41.11            Correspondence         with   Lok    Sabha   and   Rajya   Sabha
                 Secretariats :
41.12
              Communications meant for the Lok Sabha Secretariat or the
        Rajya Sabha Secretariat and requiring urgent or high level attention
        may be addressed to the Secretaries concerned and not directly to the
        Speaker or the Chairman.

41.12          Correspondence with members of Parliament :

        (i)    Communications received from members of Parliament should
               be attended to promptly.


        (ii)   Where a communication is addressed to a Minister, it should,
               as far as practicable, be replied to by the Minister himself. In
               other cases, a reply should normally be issued over the
               signature of an officer not below the rank of Joint Secretary.

                                                                    Page 273 of 498
        (iii)   Normally information sought by a member should be supplied
                unless it is of such a nature that it would have been denied to
                him even if asked for on the floor of the Houses of Parliament.

        (iv)    As far as possible, in corresponding with members of
                Parliament, pre-printed or cyclostyled replies should be
                avoided.

41.13         Correspondence      with        foreign     Governments        and
        International organisations

               Correspondence with foreign Governments and their Missions
        in India, heads of Indian Diplomatic Missions and posts abroad and
        United Nations and its specialised agencies will normally be
        channelised through the Ministry of External Affairs. The cases in
        which and the conditions subject to which direct correspondence may
        be resorted to are indicated in the instructions entitled “Channel of
        communication between the Government of India and State
        Governments on the one hand; and foreign and Commonwealth
        governments or their Missions in India, Heads of India Diplomatic
        Missions and posts abroad and United Nations and its specialised
        Agencies on the other” issued by the Ministry of External Affairs.

41.14                 Acknowledgements and interim replies :

        (i)     All communications from members of Parliament, recognised
                associations, public bodies and members of the public
                generally, which cannot be answered promptly will be
                acknowledged suitably. If any such communication is wrongly
                addressed to a department, it will be transferred promptly to
                the appropriate department under intimation to the party
                concerned.

        (ii)    In all other cases in which delay is anticipated in sending out a
                final reply, an interim reply will be sent to the party concerned
                at the earliest possible stage, indicating wherever possible the
                approximate date by which a final reply may be expected.

41.15           Target date for replies :

               In all important matters in which State Governments,
        departments of the Central Government or other offices, public bodies
        or individuals are consulted, time limit for replies may ordinarily be
        specified.   On the expiry of the specified date, orders of the
        appropriate authority may be obtained whether the parties whose

                                                                  Page 274 of 498
replies have not been received, may be allowed an extension of time or
whether the matter may be proceeded with, without waiting for their
replies.




                                                       Page 275 of 498
42. DRAFTING OF COMMUNICATION


42.1           Procedure for drafting :

       (i)     No draft will normally be prepared in simple and straight
               forward cases or those of a repetitive nature for which standard
               forms of communication exist. Such cases may be submitted
               to the appropriate officer with fair copies of the communication
               for signatures.

       (ii)    When the line of action is obvious and no noting need be done
               or when noting is necessary but examination of the matter
               develops a clear line of action, a draft will be put up straight for
               approval; otherwise, a draft will be put up only after the
               appropriate officer has indicated or approved the line of
               action/or what the contents of the communication should be.

       (iii)   An officer who has formulated his views on a case may either
               have the fair communication made for his signature and
               authorise its issue or prepare a draft and submit it to the
               appropriate officer for approval.

42.2           General instructions for drafting :

       (i)     A draft should carry the message sought to be conveyed in a
               language that is clear, concise and incapable of being
               misconstrued.

       (ii)    Lengthy sentences, abruptness, redundancy, circumlocution,
               superlative and repetition, whether of words, observations or
               ideas, should be avoided.

       (iii)   Communications of some length or complexity should generally
               conclude with a summary.

       (iv)    Where appropriate, the subject should be mentioned in
               communications (including reminders).

       (v)     The number and date of the last communication in the series,
               and if this is not from the addressee, his last communication
               on the subject, should always be referred to. Where it is
               necessary to refer to more than one communication or a series
               of communications, this should be done in the margin of the
               draft.
                                                                   Page 276 of 498
(vi)     All drafts put up on a file should bear the file number. When
         two or more communications are to issue from the same file to
         the same addressee on the same date, a separate serial number
         may be inserted before the numeral identifying the year to
         avoid confusion in reference, e.g. 8/5(I)/54-Est., 8/5(II)/54-
         Est.

(vii)    A draft should clearly specify the enclosures which are to
         accompany the fair copy. In addition, short oblique lines
         should be drawn at appropriate places in the margin for ready
         reference by the typist, the comparers and the despatcher. The
         number of enclosures should also be indicated at the end of the
         draft on the bottom left of the page, thus, “Encl.3”.

(viii)   If copies of an enclosure referred to in the draft are available
         and are, therefore, not to be typed, an indication to that effect
         will be given in the margin of the draft below the relevant
         oblique line.

(ix)     If the communication to be despatched by post is important
         (e.g. a notice cancelling a licence or withdrawing an existing
         facility) or encloses a valuable document such as an
         agreement, service book or a cheque, it should be sent under
         registered post, insured cover or postal certificate, as
         appropriate.

(x)      The name, designation and telephone number of the officer,
         over whose signature the communication is to issue, should
         invariably be indicated on the draft.

(xi)     In writing or typing a draft, sufficient space should be left for
         the margin and between successive lines to admit of additions
         or interpolation of words, if necessary.

(xii)    A slip bearing the words “Draft for approval” should be
         attached to the draft. If two or more drafts are put on a file,
         the drafts as well as the slips attached thereto will be marked
         „DFA-I‟, „DFA-II‟, „DFA-III‟ and so on.

(xiii)   Drafts which are to issue as “Immediate” or “Priority” will be so
         marked under the orders or an officer not lower in rank than a
         Section Officer/O.S.

(xiv)    The officer concerned will initial on the draft in token of his
         approval.

                                                           Page 277 of 498
42.3          Authentication of Government orders :

       (i)    All the orders and other instruments made and executed in the
              name of the President should be expressed to be made in his
              name and signed by an officer having regular or ex-officio
              secretariat status of and above the rank of Under Secretary, or
              others specifically authorised to authenticate such orders
              under the Authentication (Orders and Other Instruments)
              Rules, 1958.

       (ii)   Where the power to make orders, notifications, etc. is conferred
              by a statute on the Central Government, such orders and
              notifications will be expressed to be made in the name of the
              Central Government.

42.4          Addressing communications to officers by name :

               Normally no communication, other than that of a classified
         nature or a demi-official letter, should be addressed or marked to an
         officer by name, unless it is intended that the matter raised therein
         should receive his personal attention either because of its special
         nature, urgency or importance, or because some ground has already
         been covered by personal discussions with him and he would be in a
         better position to deal with it.




                                                               Page 278 of 498
43. ISSUE OF DRAFTS

43.1          Marking of drafts for issue :

       (i)    After a draft has been approved, the Section Officer/O.S./Head
              Clerk will :

              (a)     Examine the draft to see that it is letter perfect i.e. all
              corrections etc., have been properly carried out and that there
              are no accidental errors;
              (b)     Indicate if a clean copy of the draft is to be made for use
              as an office copy;
              (c)     Specify the number of spare copies required, if any;
              (d)     Ensure that copies of enclosures are attached to the
              draft where these are available in the section;
              (e)     Indicate whether fair copies are to be signed by the
              officer approving the draft or to be authenticated for issue by
              the Section Officer of the Central Issue Section;
              (f)     Give a clear indication on the draft, where a
              communication is to be despatched by a special messenger on
              account of its special nature, importance or urgency;
              (g)     Mark the draft for “issue” (if there are more than one
              drafts for issue from the same file, indicate the total number of
              drafts e.g., „issue 3 drafts‟;
              (h)     Write the words “with file” on the draft where the file
              also is to be sent to the Central Issue Section (e.g. where copies
              of any paper contained therein are to be typed as enclosure);
              and
              (i)     Pass on the file to the diarist.

       (ii)   The diarist will :

               (a) Remove the draft, unless the file itself is to be sent to the
               Central Issue Section, place it in the pad prominently marked
               „drafts for issue‟ and make suitable entry (e.g. sent for issue
               on 07.04.1991) in the margin of the notes portion of the file;
              (b)    Mark the movement in the file movement register where
              the file is to be sent with the draft.
              (c)    Send the pad containing drafts for issue, alongwith files
              where necessary, to the Central Issue Section at appropriate
              intervals during the day; and
              (d)    Report to the Section officer, at the end or each day, the
              number of drafts not received back within two days from the
              date they were sent to the Central Issue Section.

                                                                 Page 279 of 498
43.2           Stamping of drafts :

              On receipt in the Central Issue Section, the drafts will be
         stamped with the use of an automatic numbering machine, having
         an adjustable date, as per specimen in the margin.

                      (Date)
                      (S. No.)
                      Typist ............................................
                      Comparers .....................................

43.3           Distribution of work among typists :

       (i)     The drafts will then be placed before the Section
               Officer/OS/Head Clerk of the Central Issue Section/Issue
               Section who will mark them to the typist for fair typing by
               indicating their initial letters (e.g. “TKM”), in the space provided
               in the stamp for the purpose. To enable him to distribute the
               typing work among the typists equitably, he will maintain a
               distribution chart.

       (ii)    The typist will enter the drafts received by him for typing in the
               typist‟s diary.

       (iii)   At the end of the day, the typist will submit the diary together
               with the unfinished typing work to the Section Officer.

       (iv)    The Section Officer/OS/Head Clerk will :

               (a)     Complete the distribution chart;
               (b)     Arrange for the typing of urgent untyped work outside
               office hours, where necessary; and
               (c)     Take the arrears into account in allocating fresh work on
               the next working day.

43.4           Registration of drafts :

       (i)     Before the drafts are handed over to the typists, they will be
               entered in the Issue Diary.

       (ii)    Drafts of telegrams and other communications marked
               “Immediate” will be entered in red ink to distinguish them from
               the rest.




                                                                            Page 280 of 498
       (iii)   At the end of the day, the clerk maintaining the issue diary will
               submit his diary to the Section Officer/OS/Head Clerk for
               assessing arrears and taking appropriate action.

43.5           General instructions regarding typing :

       (i)     Urgent drafts will be attended to first.

       (ii)    Fair copies of all communications will be typed on paper of
               suitable size, printed forms being used as far as possible. If
               plain paper is used, whether for the original communication or
               for an endorsement, the name of the issuing department will be
               typed at the appropriate place.

       (iii)   Fair copies will be typed with single spacing unless otherwise
               directed.

       (iv)    The oblique lines, as also the number of enclosures indicated
               in the drafts, will be typed at the appropriate places.

       (v)     The typist will type his initials with date in the left hand bottom
               corner of the fair copy, e.g. HCK/13.05.1989.

43.6           Comparison :

               The typed matter, alongwith the drafts and relevant files, if any,
         will be passed on by the typists to the comparers, who will :

               (a)     Compare the fair copies with the drafts;
               (b)     Initial (with date) in the space provided for the purpose
               in the stamp affixed on the draft;
               (c)     Attach enclosures, if any, and write the word „attached‟
               below the oblique line on the office copy; and
               (d)     Send the fair copies alongwith enclosures and the
               duplicate office copy, if any, together with the approved drafts,
               in a signature pad to the officer concerned for signature .

43.7           Signing of fair copies :

       (i)     Departments having centralised arrangements for fair typing of
               drafts may issue departmental instructions authorising Section
               Officer of the Central Issue Section to authenticate specified
               categories of fair communications for issue.

       (ii)    The Section Officers of the other Sections could also be
               authorised to authenticate issue of such communications as

                                                                  Page 281 of 498
               per (i) above, if the fair-typing of drafts is done in those
               sections.

       (iii)   Such authorisations, however, will not extend to:

               (a)   Orders and instruments issued in the name of the
               President ;
               (b)   Financial sanctions; and
               (c)   Communications to Members of Parliament, State
               Government, Public bodies and Members of the Public
               Generally.

       (iv)    Authentication by Section Officers of the fair copies of
               communications for issue, where permitted, will be done in the
               manner prescribed.

       (v)     Signing of fair communications and movement of „signature-
               pads‟ should receive prompt attention.

       (vi)    On return of the signature pads, the comparers concerned will
               see that the fair copies have been duly signed by the officer and
               that corrections, if any, made by the officer while signing are
               carried out in all the copies. The signed fair copies together
               with office copies, drafts and relevant files, if any, will then be
               passed on to the despatcher.

43.8           General instructions regarding despatch :

               The despatcher will :

               (i)   Date fair copy, office copy and spare copies, if any;
               (ii)  Affix the stamp „Issued‟ (after adjusting date) as per
               specimen given in the margin, on the office copy and initial it;

                      ISSUED
                      Initials
                      (Date)



               (iii) Where for any reason an enclosure has to be sent
               separately, make a note to that effect on the communication
               (both fair copy and office copy) and attach a slip to the
               enclosure indicating the number and date of the
               communication to which it relates;




                                                                   Page 282 of 498
             (iv)   Separate the communications to be sent by post from
             those to be delivered by hand, for further processing;

             (v)    Enclose communications meant for despatch by post, or
             those addressed to officers by name in covers of appropriate
             size, ensuring at the same time that all communications
             intended for the same addressee are placed in a single cover;

             (vi)   Use economy slips (O&M 32) for all covers except :

                    (a)   Those with bulky contents;
                    (b)   Those addressed to foreign Governments, private
                    bodies and members of the public; and
                    (c)   Those intended for despatch under registered or
                    insured covers.

             (vii)   Where window envelopes are in use, fold the fair
             communications in such a way that the address typed thereon
             is visible through the window;

             (viii) Where other covers are used, write the address and the
             number of the communication on an economy slip or the cover,
             as the case may be; and

             (ix)   Bring to the notice of the Section Officer/OS/Head Clerk
             :
                    (a)    Urgent communications which could not be
                    despatched on the day or their receipts; and
                    (b)    Ordinary communications which could not be
                    despatched even on the day following the day of their
                    receipt.

43.9         Despatch of postal communications :

       (i)   The despatcher will hand over communications to be sent by
             post to the daftry, who will:-

             (a)    Separate those to be sent by foreign post from the rest;
             (b)    Paste the telegrams, if typed on plain paper, over the
             printed form of telegram supplied by posts and Telegraphs
             Department and affix service postage stamps of the appropriate
             value thereon;
             (c)    If a credit deposit account is maintained for issuing
             telegrams, affix rubber stamp indicating the credit deposit
             account number assigned to the department in the space
             provided for affixing postage stamps;

                                                              Page 283 of 498
         (d)     Affix postage stamps of the appropriate value on covers,
         packets, etc., where necessary after weighing them, using
         ordinary postage stamps for foreign post and service postage
         stamps for inland post;
         (e)     Where postal franking machines are in use, frank the
         covers etc. instead or affixing postage stamps;
         (f)     Stamp the postal covers with a rubber stamp bearing the
         name of the department, the name and designation of the
         officer in charge of the Central Issue Section, and the facsimile
         of his signature; and
         (g)     Return the communications to the despatcher.

(ii)     The despatcher will enter particulars of the communications
         and the value of stamps affixed thereon in the despatch
         register. (Annexure-XX(A)).

(iii)    In the case of telegrams, the serial number assigned to them in
         the despatch register will be noted at a convenient place on the
         top receipt portion of the printed telegram to facilitate the
         linking of the telegram receipts to the relevant entries in the
         despatch register.

(iv)     Departments despatching registered post exceeding in daily
         average of 10 should use postal registration books so that the
         outgoing registered communications could straightaway be
         entered in that book instead of in the despatch register. Each
         entry in such a book will then be got stamped by the post
         office.

(v)      If a communication is to be sent by registered post
         (acknowledgement due), the number of the communications
         should be written on the „acknowledgement card‟ also so that,
         when received back, it can be sent to the section concerned.

(vi)     Telegrams should be despatched promptly. Registered and
         insured articles should be sent to the post office well before the
         closing hours prescribed for the receipt of such
         communications. Other communications should be posted at
         convenient intervals.

(vii)    Receipts for telegrams, registered and insured posts, etc.,
         should be checked carefully by the despatcher. These should
         be filed properly for reference in the event of need.

(viii)   In offices where despatch work is heavy and where central
         despatch registers are maintained in detail, the procedure for

                                                           Page 284 of 498
                maintenance of service postage stamp account will be as given
                in Annexure-XX(B).

43.10           Despatch of non-postal communications :

        (i)     Non-postal communications should be sorted out according to
                the location of the addressees, entered in messenger books and
                handed over to messenger for delivery to the addressees.

        (ii)    Messenger books should be numbered serially and an adequate
                number of such books allotted to each department/office or
                several departments/offices grouped conveniently according to
                their location.

        (iii)   Urgent communications should be despatched promptly. The
                time of despatch should invariably be noted in the messenger
                book. The recipients should similarly be required to indicate
                the time of their receipt. Ordinary communication should be
                despatched at least twice a day at suitable intervals.

        (iv)    Only urgent communications will be despatched outside office
                hours. No communication should be sent to an officer at his
                residence unless :

                (a)    It is of such a nature that action thereon cannot wait till
                the commencement of the next working day;
                (b)    It is marked „immediate‟ and addressed to the officer by
                name; and
                (c)    Its delivery to the officer‟s residence has been authorised
                by the Branch Officer concerned at the despatching end.

        (v)     After the communications have been delivered, the despatcher
                will examine the messenger books to see that all the
                communications entered therein have been duly acknowledged
                by the recipients under dated signatures written in ink.
                Instances where the communications have not been
                acknowledged will be immediately brought to the notice of the
                Section Officer of the Central Issue Section for investigation
                and further suitable action.

43.11 Return of papers after issue :

               After issue of fair communications the despatcher will make
        over office copies, together with drafts and relevant files, if any, to the
        clerk maintaining the issue diary. The latter will return the papers to


                                                                   Page 285 of 498
      the diarists of the sections concerned after making entries in column
      3 of the issue diary.

43.12 Issue of inter-departmental notes :

      (i)     Drafts of self-contained inter-departmental notes will be issued
              in the same manner as any other draft.

      (ii)    Inter-departmental notes sought to be recorded on files will be
              fair typed and compared in the sections concerned but
              despatched through the Central Issue Section.

      (iii)   Before sending the files to the Central Issue Section for
              despatch, the diarist will:

               (a)   mark the movement in the file movement register in the
               case of section‟s own files, and in the section diary in other
               cases;
               (b)   in respect of section‟s own files, prepare a challan (O&M
               10) in duplicate and place one copy on the file and make over
               the other to the dealing hand concerned;
               (c)   enter the file in the messenger book; and
               (d)   send it to the despatcher of the Central Issue Section.

      (iv)    The despatcher will :

              (a)   remove the file for despatch to the addressee;
              (b)   acknowledge its receipt in the messenger book; and
              (c)   return the messenger book to the section concerned.

43.13 Stamps account register :

      (i)     The despatcher will maintain an account of the postage stamps
              in the form given in Annexure-XX( C).

      (ii)    The Section Officer/OS/Head Clerk will check the entries made
              in the register every day and append his dated signature in
              token of his having done so. He will also conduct surprise test-
              checks of envelopes ready for despatch by post to make sure :

              (a)  that the value of stamps affixed thereon tallies with that
              shown in the despatch register.
              (b)  that the required value has been secured by using the
              minimum number of stamps of appropriate higher
              denominations.


                                                               Page 286 of 498
      (iii)   The Branch officer in charge of the Central Issue Section will
              also inspect the two registers once a month and verify that the
              value of stamps in hand tallies with that shown in the register.

43.14 Action after issue :

      (i)     On receipt of papers after issue, the diarist will :

              (a)     check that the office copies bear the stamp “issued”;
              (b)     make sure that files and other papers sent with the
                      drafts to the Central Issue Section have been received
                      back;
              (c)     make entries about the return of files in the file
                      movement register;
              (d)     place office copies, with drafts, if any, on the relevant
                      files; and
              (e)     pass on the files to the dealing hands concerned.

      (ii)    The dealing hand will :

              (a)     docket the communication issued;

              (b)     examine whether the case is fit for inclusion in any of
                      the following reports and obtain orders of the
                      appropriate officer;

                      (i)   weekly statement of cases, other than those of
                      routine nature, disposed off without reference to the
                      Minister-in-charge, to be submitted to the Minister in
                      accordance with departmental instructions; and

                      (ii)  monthly summary of the principal activities of the
                      department to be furnished to the Cabinet Secretariat in
                      accordance with the instructions issued by it;

              (c)     Examine whether the communication issued, constitutes
                      final disposal of the paper under consideration, and if
                      so, initiate action to record the file where it has been
                      marked for record by the section officer; and

              (d)     If a reply to the communication issued is to be awaited
                      or further action on the file is to be resumed at a later
                      date :

                      (i)   mark the file for being brought forward on that
              date;

                                                                     Page 287 of 498
                   (ii)   make a note of it in his Engagement Calendar and
                   Diary on the relevant data; and
                   (iii)  pass on the file to the diarist for according its
                   movement in the file movement register and keeping a
                   note in the reminder diary .

            (Similar action should be taken also on duplicate copies,
     challans and in respect of files referred to other departments).

43.15 Reference lists :

      (i)    To facilitate quick despatch of papers, the Central Issue Section
             will maintain the following lists and directories :

             (a)   Schedule of postal rates. Residential addresses and
                   telephone numbers of officers and staff of the
                   department;
             (b)   Departments which have arrangements within the
                   Central Registry for receipt of dak outside office hours
                   (with name and telephone number of the official
                   incharge);
             (c)   Residential addresses and telephone numbers of officers
                   of other departments designated to receive urgent dak
                   outside officer hours;
             (d)   Postal addresses of all offices under the department,
                   attached offices, subordinate offices, autonomous bodies
                   etc., which deal directly with it;
             (e)   Residential addresses and telephone numbers of officers
                   of    other    departments       designated   to   receive
                   parliamentary papers;
             (f)   Telegraphic addresses of State Governments and other
                   out station officers frequently addressed;
             (g)   Delhi Official Directory issued by the President‟s
                   Secretariat;
             (h)   Official Directory issued by the Ministry of Home Affairs;
             (i)   List of India‟s Representatives Abroad issued by the
                   Ministry of External Affairs;
             (j)   Diplomatic List issued by the Ministry of External
                   Affairs.

      (ii)   These lists etc. will be kept up to-date and displayed
             prominently for easy consultation by the despatcher, the
             resident clerk and other officials on duty.




                                                               Page 288 of 498
44. FILING SYSTEM

44.1         Filing system :

              A proper filing system is essential for convenient identification,
       sorting, storage and retrieval of papers. The two systems now in use
       in the secretariat are described below.

44.2         Filing system based on subject classification :

             (i)     Each section will maintain approved lists of :

                     (a)  Standard heads, i.e. main subject headings
       concerning it; and
                     (b)  Standard sub-heads, i.e., aspects of the main
             subject headings.

             (ii)    The standard heads will bear consecutive serial
                     numbers. No such numbers, however, will be allotted to
                     standard sub-heads.

             (iii)   The lists of standard heads and sub-heads will be
                     reviewed at the beginning of each year and revised, if
                     necessary, with the approval of the Branch Officer
                     concerned. The serial numbers once allotted to the
                     standard heads should not ordinarily be changed.

             (iv)    Before opening a new file, the dealing hand will ascertain
                     the standard head to which the paper under
                     consideration relates. He will then propose a suitable
                     title of the file for the approval of the Section
                     Officer/OS/Head Clerk. The title will consist of :

                     (a)    Standard head;
                     (b)    Sub-head which will be more indicative of the
                     precise subject than the „head‟ (where it is necessary to
                     have more than one sub-head in a title the wider and
                     more abstract should generally precede the narrower
                     and more concrete);
                     (c)    A brief content indicating the question or issue
                     under consideration in relation to the standard head and
                     sub-head and where necessary, the specific institution,
                     persons place or thing involved.


                                                                Page 289 of 498
               (v)      The title should be as brief as possible but should give at
                        a glance sufficient indication of the contents of the file so
                        as to serve as an aid to its identification. It should be
                        articulated, i.e. broken up into components, each
                        consisting of the minimum possible substantive words,
                        and expressing an element in the subject matter. Each
                        part will begin with a capital letter and will be separated
                        from the preceding one by a bold dash.

               (vi)     As far as possible, there should be a separate file for
                        each distinct aspect of the subject. The title of a file
                        should not be couched in very general or wide terms
                        which might attract large number of receipts on different
                        aspects of the matter, thereby making the file unwieldy.

               (vii)    If the issue raised in a fresh receipt or in the note on a
                        current file goes beyond the original scope, a new file
                        may be opened to deal with it, after placing the relevant
                        extracts or copies thereon.

               (viii)   Every file will be assigned a file number which will
                        consist of :

                        (a)   The serial number allotted to the standard head;
                        (b)   The serial number of the file opened during the
                        year under the standard head;
                        (c)   The year of opening the file (last two digits only);
                        (d)   An abbreviated symbol identifying the section.

44.2.1           The first three elements in the file number will be separated
         from one another by a slant stroke and the last two by a dash. Thus,
         files opened in, way, States Reorganisation section during 1991 under
         the standard head bearing serial number „3‟, will be numbered
         consecutively as 3/1/91-SR, 3/2/91-SR and so on, where „SR‟
         represents the section.

44.3           Functional filing system :

               (i)      In this system, the range and dimensions of the subject
                        falling under the scope of business allocated to a
                        department are analysed in the following sequence :

                        (a)     the main functions of the department;
                        (b)     the activities in each of these functions;
                        (c)     the aspects or operations involved in each of these
                        activities; and

                                                                     Page 290 of 498
                     (d)    the factors to be taken into consideration relating
                     to each of these aspects or operations.

             (ii)    The scope of business of a department is thus analysed
                     under four hierarchical divisions, and accordingly the
                     following four standard lists of headings are prepared :

                     (a)    Functional heads which may be called „basic
                     heads‟;
                     (b)    Activity heads which may be called „primary
                     heads‟ as related to each functional head;
                     (c)    Aspect or operation heads which may be called
                     „secondary heads‟ as related to activity heads; and
                     (d)    Factor heads which may be called „tertiary heads‟
                     as related to aspects or operation heads.

             (iii)   Based upon the above lists of heads a functional file
                     index for the various substantive subjects dealt with by
                     a department together with an identifying file numbering
                     system is then developed.


             (iv)    For opening files relating to establishment, finance,
                     budget and accounts, office supplies and services, and
                     other house-keeping jobs common to all departments,
                     the standardised functional file job index including its
                     file-numbering system, issued by the Department of
                     Personnel and Administrative Reforms will be followed.

44.4         Instances where files need not be opened :

              Normally, no new files will be opened for dealing with receipts
       of a purely routine nature (e.g. requests for supply of unclassified
       factual information, notices of holidays, miscellaneous circulars)
       which :

             (a)   Can be disposed off straightaway by noting the reply on
             the source receipts and returning them to the originators; or

             (b)    Are unlikely to generate further correspondence and
             therefore can be placed in a miscellaneous file to be destroyed
             at the end of the year, or placed in the folder of circulars etc.,
             on the subject.

44.5         File register :



                                                                Page 291 of 498
               A record of files opened during a calendar year will be kept in a
       file register (Annexure-XXI) to be maintained by the diarist. A list of
       approved standard heads alongwith the serial numbers identifying
       them should be pasted at the beginning of the register. The pages
       allotted to the standard heads in the register should also be indicated
       against each.

44.6         Part file :

             (i)     If the main file on a subject is not likely to be available
                     for some time and it is necessary to process a fresh
                     receipt or a note without waiting for its return, a part file
                     may be opened to deal with it. This device may also be
                     resorted to where it is desired to consult simultaneously
                     two or more sections or officers and it is necessary for
                     each of them to see the receipt noted upon.

             (ii)    A part file will normally consist of :

                     (a)    Receipt or note dealt with; and
                     (b)    Notes relating thereto.

             (iii)   Where two or more part files are opened, each will be
                     identified by a distinct number, e.g. part file-I, part file-II
                     and so on.

             (iv)    A part file will be incorporated with the main file as soon
                     as possible, duplicate papers, if any, being removed.

44.7   Transfer, reconstruction and renumbering of files :

               Whenever work is transferred from one department/section to
       another, the former will promptly transfer all the related records
       including files, both current and closed, to the latter.           The
       department/section taking over the records will not divide, reclassify
       or renumber the closed files transferred to it. In the case of current
       files, the endeavour should be to close them at the earliest possible
       stage and to open new files according to the department/section‟s
       own scheme of classification for dealing with the matter further.

44.8   Movement of files and other papers :

             (i)     Movement of files will be entered in the file movement
                     register.




                                                                   Page 292 of 498
(ii)    Movement      of   files  received    from    the    other
        departments/sections and other receipts which have not
        been brought on to a file in the receiving section, will be
        noted in the „remarks‟ column of the section diary.

(iii)   Files and other papers marked by the Under Secretary to
        other officers, sections or departments will be routed
        through the section for noting their movement.

(iv)    Movement of files passed by Deputy Secretaries and
        higher officers will be noted by the personal staff in the
        movement diary. Papers marked by them to other
        departments, however, will be routed through the
        section concerned for noting their movement in the file
        movement register or section diary, as appropriate.




                                                   Page 293 of 498
45. INDEXING AND RECORDING

45.1          Stage of Indexing :

              Files will be indexed at the time of their recording. Only those
       files which are categorised as „A‟ and „B‟ and those in the „C‟ category
       which are to be retained for 10 years will be indexed.

45.2          Manner of indexing :

      (i)     While preparing a file for record, the dealing hand will
underline :

              (a)    The „index head‟ i.e. the standard head or the most
              important catch word in the standard head which will naturally
              occur to any official searching for the file and which will
              determine the position of the relevant index slip in the
              consolidated index.
              (b)    The „index sub-head‟ i.e. the catch-word or catch-words
              in the standard sub-heads and /or the „content‟ of the title
              which will give a further and more specific clue to the file under
              search.

       (ii)  Where the functional filing system is followed, files need not be
       indexed under the basis, primary, secondary and tertiary heads for
       which the classification scheme itself will provide the master index.
       However, such files will have to be indexed under the catch-words
       used in the „content‟ part of the title which falls outside the
       standardised headings.

       (iii)  After index heads and sub-heads in the title have been
       approved by the Section Officer/OS/Head Clerk, the record clerk will :

              (a) type out, in duplicate, as many index slips as there are
              index heads and sub-heads underlined in the title;
              (b) distinguish the index heads from the sub-heads by typing
              the former in capital letters;
              (c) indicate, at the top of the index slips, all the heads and sub-
              heads mentioned in the title, one below the other, followed by
              the complete title of the file and the file number;
              (d) allot a pair of slips to each index head and sub-head by
              scoring out entries relating to the others;


                                                                 Page 294 of 498
              (e) arrange the index slips in two sets, one in alphabetical order
              of the heads/sub-heads, for use in the section, and the other in
              the sequence of the file numbers for the use of the compiler of
              the departmental index;
              (f) keep each set of paper index slips in separate spring clip
              folders for each year;
              (g) indicate the date of indexing on the file cover and initial it in
              the space provided for the purpose.

       (iv)   Index slips will normally be typed on good quality paper. In the
              case of important files requiring frequent and urgent reference,
              however, card indexes could also be prepared. Even here, the
              duplicate set meant for incorporation in the departmental
              index, will be kept according to the alphabetical order of their
              respective catch-words, in a single series for all the years.
              Each department will issue departmental instructions
              specifying the classes of files in respect of which card indexes
              will be maintained;

       (v)    To ensure consistency and facilitate consolidation of
              departmental index, files relating to parliamentary business
              will be indexed not only under the appropriate standard heads
              and sub-heads but also under the nature of such business, e.g.
              Parliament Questions, cut-motions, resolutions, etc.

45.3          Custody of index slips :

       (i)    Index slips will remain in the custody of the record clerk.

       (ii)   After all the files relating to a year have been recorded, the set
              of index slips in respect of that year meant for use within the
              section (viz. that arranged in alphabetical order) will be neatly
              stitched and the stitched compilation kept at a convenient
              place for reference by all concerned.

45.4          Compilation of departmental index :

       (i)    The index slips pertaining to files relating to a year will be sent
              to the compiler of the departmental index one year after the
              close of the year to which they relate. If some files of that year
              still remain current even at the time of sending the index slips
              as envisaged above, the dealing hand with the approval of the
              Section Officer/OS/Head Clerk will prepare index slips in
              respect of such files as are likely to be retained for 10 years or
              more from the date of recording. These will also be added to


                                                                   Page 295 of 498
              the set of slips being sent to the compiler of the departmental
              index.



       (ii)   The compiler of the departmental index will :


              (a)   Edit the index slips by :

                    (i)             allowing the full title to appear only on the
                    main index slips, i.e. those indexed under the index
                    heads;
                    (ii)            scoring out the title on the subsidiary index
                    slips, i.e., those indexed under the index sub-heads and
                    giving a cross reference to the relevant index head.

              (b)    Arrange the index slips received from different sections,
              in alphabetical order in a single series for the department as a
              whole;

              (c)    Arrange for the printing or cyclostyling            of   the
              consolidated departmental index for each year.

45.5          Precedent book :

              Every section will maintain a precedent book in the prescribed
       form (Annexure-XXII) for keeping note of important rulings and
       decisions having a precedent value for ready reference. Entries in this
       record will be made at the earliest opportunity and, in any case, at the
       stage of recording the file.

45.6          Record retention schedule :

       (i)    To ensure that files are neither prematurely destroyed nor kept
              for periods longer than necessary, every department will :

              (a)    in respect of records connected with accounts, observe
              the instructions contained in Appendix 13 to the General
              Financial Rules;
              (b)    in respect of records relating to establishment, personnel
              and house-keeping matters common to all departments, follow
              the „schedule of periods of retention for records common to all
              departments‟ issued by the Department of Personnel &
              Administrative Reforms;
              (c)    in respect of records prescribed in this Manual, observe
              the retention periods specified in (Annexure-XXIII(A) TO (F));


                                                                 Page 296 of 498
                 (d)    in respect of records connected with its substantive
                 functions, issue a departmental retention schedule prescribing
                 the periods for which files dealing with specified subjects
                 should be preserved, in consultation with the National Archives
                 of India.

         (ii)    The above schedules should be reviewed at least once in 5
years.

45.7             Stage of recording :

               Files should be recorded after action on the issues considered
         thereon has been completed. However, files of a purely ephemeral
         nature containing papers of little reference or research value may be
         destroyed after one year without being formally recorded.

45.8             Classification of records :

                 Files may be recorded under any one of the following classes;

         (i)     Class „A‟ meaning 'keep and print or microfilm'

                 This classification will be adopted for :

                 (a)    files of historical importance;
                 (b)    files which qualify for permanent preservation for
                 administrative purposes and which have to be printed or
                 microfilmed because they contain ;

                        (i)    a document so precious that its original must be
                        preserved intact and access to it in the original form
                        must be restricted to the barest minimum or
                        (ii)   material likely to be required for frequent
                        reference by different parties.

                        (NB : Files of CBI are not ordinarily classified „A‟)


         (ii)    Class „B‟ meaning “keep but do not print or microfilm”

                 This class will cover files required for permanent preservation
                 for administrative purpose, but not containing material of the
                 kind mentioned in (i) or (ii) of sub-para (i) (b) above.

         (iii)   Class „C‟ meaning “keep for specified period only”



                                                                      Page 297 of 498
               This class will include files of secondary importance and having
               reference value for a limited period not exceeding 10 years.

45.9    Procedure for recording :

       (i)     After action on a file has been completed, the dealing hand will
       :

               (a)     state the fact of completion of action on the file;
               (b)     suggest the appropriate classification of record and in
               the case of class „C‟ files, also specify the retention period and
               the year of review;
               (c)     where necessary, revise the title of the file so that it
               describes adequately the contents at that stage;
                       (d)     underline the words, under which the title should
               be indexed;
               (e)     indicate on the file cover whether any of the decisions
               contained in the file is or is not to be noted in the precedent
               book by scoring out the entry not applicable;
               (f)     indicate the changes, if any, to be incorporated in the
               standing guard file;
               (g)     remove from the main file, routine papers;
               (h)     in respect of Class „A‟ files proposed to be printed, edit
               the file in accordance with the instructions given in Appendix
               III to the Rules of Printing and Binding and suggest the number
               of copies to be printed;
               (i)     complete all references and, in particular, mark previous
               and later references on the subject on the file cover;
               (j)     initial the entries on the file cover;
               (k)     submit the file to the Section Officer/OS/Head Clerk.

       (ii)   After satisfying himself that no action is pending on the file, the
       Section Officer/OS/Head Clerk will :

               (a)    approve or modify the action proposed in (b) to (g) of
               sub-para(i);
               (b)    ensure that action in respect of (h) and (i) sub-para (i)
               has been taken;
               (c)    sign on the notes portion and initial entries on the file
               cover;
               (d)    if the file is proposed to be recorded under class „A‟,
               obtain the approval of the branch oficer;
               (e)    pass on the file to the Record Clerk.

       (iii)   The Record Clerk will :


                                                                 Page 298 of 498
                (a)     complete columns 4 & 5 of the file register and, where
                necessary, correct the entry in column 2 thereof;
                (b)     enter the file number in column 2 of the register for
                watching progress of recording (Annexure-XXIV);
                (c)     enter Class „C‟ files proposed to be retained for
                not more than 3 years in the record review register
                (Annexure-XXV);
                (d)     write the word „recorded‟ prominently in red ink,
                across the entries in the file movement register;
                (e)     ink page numbers and other references (except
                references to alphabetical slips) made in pencil;
                (f)     indicate the year of review on the file cover in
                respect of class „C‟ files;
                (g)     prepare fresh cover, where necessary, with all the
                entries already made thereon;
                (h)     hand over the file to the Daftry after putting the
                initials at the appropriate place on the file cover.

        (iv)    The Daftry will repair the damaged papers, if any, stitch the file
                and submit it to the Section Officer/OS/Head Clerk.

        (v)     After satisfying himself that the file has been properly recorded,
                the Section Officer/OS/Head Clerk will sign the outer cover
                and return the file to the Record Clerk.

        (vi)    The Record Clerk will enter the file number in column 4 of the
                register and make it over to the Daftry for being kept in the
                bundle of recorded files.

45.10           Custody of records :

        (i)     Recorded files will be kept serially arranged in the Sections
                concerned for not more than 3 calendar years. Thereafter they
                will be transferred to the Departmental Record Room.

        (ii)    In the event of transfer of work from one Section to another,
                the relevant files also will be transferred, after being listed in
                duplicate. One copy of this list will be retained by the Section
                taking over the files for its record and the other acknowledged
                and returned to the Section transferring them.

        (iii)   Files transferred by a Section to the Departmental Record
                Room will be accompanied by a list of files in duplicate. The
                Departmental Record Room will verify that all the files
                mentioned in the list have been received, retain one copy of the
                list and return the other, duly signed, to the Section concerned.

                                                                  Page 299 of 498
              In the Record Room, these lists will be kept section-wise in
              separate file covers.

      (iv)    The Departmental Record Room will maintain a record review
              register in which a few pages will be allotted for each future
              year. Class „C‟ files marked for review in a particular year will
              be entered in the pages earmarked for that year in the register.

      (v)     Files surviving the review undertaken on their attaining the
              25th year of the life will be stamped prominently as
              “transferred to NAI” and retired to the National Archives. Files
              transferred to the National Archives will be accompanied by a
              list of files, in triplicate, one copy of which will be returned by
              the National Archives, duly signed, to the Departmental Record
              Room.

45.11 Review and weeding of records :

      (i)     No file other than ephemeral files will be weeded out without
              first reviewing its contents.

      (ii)    A class „C‟ file will be reviewed on the expiry of the specified
              retention period, and depending on the merits of the case, will
              be :

              (a)    weeded out;
              (b)    retained for a further period not exceeding 10 years from
              the year of its closing, at the end of which it will be weeded out
              without any further review; or
              (c)    upgraded to class „B‟ with the approval of the Branch
              Officer.

      (iii)   Class „A‟ and Class „B‟ files will be reviewed on attaining the 25
              year of their life in consultation with the National Archives of
              India. In these reviews, the need for revising the original
              classification of class „B‟ files may also be considered.

      (iv)    The year of review of class „C‟ files will be reckoned with
              reference to the year of their closing and that for class „A‟ and
              class „B‟ files with reference to the year of their opening.

      (v)     Beginning in January each year, the Record Clerk will consult
              the record review register and submit files due for review in the
              preceding year to the Section Officer, after scoring out the
              relevant entries in that register. Similarly, the Departmental
              Record Room will send to the Sections concerned files due for

                                                                 Page 300 of 498
                 review in the preceding year together with a list of files in the
                 form at (Annexure- XXVI).

        (vi)     Files received for review will be examined by, or under the
                 directions of the Section Officer concerned and those no longer
                 required will be marked for destruction. Other files may be
                 marked for further retention.

        (vii)    If in the case of a less than three years old file, it has been
                 decided on review to weed out, the entry to this effect in the file
                 register will also be attested by the signature of Section
                 Officer/OS/Head Clerk or other officer authorising the
                 destruction.

        (viii)   The Departmental Record Room will :

                 (a)   transfer class „A‟ and class „B‟ files surviving the review
                 undertaken at the 25th year of their life to the National
                 Archives;
                 (b)   in the case of other files :

                        (i)    dstroy those marked for destruction, after
                        completing column 4 of the list of files;
                        (ii)   restore the rest, i.e., those marked for further
                        retention, to the departmental record stacks after
                        making the required entries in the record review register
                        in the case of class „C‟ files.

        (ix)     Records not falling within the category of files, e.g.
                 publications, spare copies of circulars, orders will also be
                 subjected to periodic reviews at suitable intervals and those no
                 longer needed, should be weeded out. To facilitate such
                 reviews each Section will maintain a register.

45.12            Records maintained by officers and their personal staff :

               Each department may issue departmental instructions to
        regulate the review and weeding out of records maintained by officers
        and their personal staff.

45.13            Requisitioning of records :

        (i)      No recorded file will be issued from the Sectional, Departmental
                 or Archival records except against a signed requisition in
                 printed form O&M 65, in the case of Archival records and also
                 in the form in the case of other records.

                                                                    Page 301 of 498
(ii)     Requisition for files belonging to other departments and in the
         custody of the National Archives will be got endorsed by the
         department concerned before they are sent to the Archives. If
         the requisitioned filed happens to be a confidential one, the
         Archives will not supply the file direct to the requisitioning
         department but route it through the department to which it
         belongs.

(iii)    The requisition will be kept in the place of the file issued.

(iv)     If the requisitioned file is one that has been microfilmed or
         printed, normally a microfilmed or printed copy and not the
         original will be issued to the requisitioning department.

(v)      If a requisitioned file initially obtained for being put up in one
         case is subsequently put up on another, a fresh requisition
         should be given to the section daftry or sent to the Department
         Record Room or the National Archives, as the case may be, for
         replacing the original requisition which will be returned to the
         party concerned. In the case of records obtained from the
         National Archives, the fresh requisition slip will be prominently
         marked “change slip”.

(vi)     On return, the requisitioned file will be restored to its place and
         the requisition returned to the Section/Official concerned.

(vii)    Files obtained by a Section from the Departmental Record
         Room will normally be returned within 3 months. If they are
         not received back within this period, the Departmental Record
         Room will remind the Section concerned. For this purpose, the
         Record Room will maintain a simple register for keeping a
         record of the files issued to the various Sections each month. A
         similar register will be maintained by each Section as a record
         of files borrowed from it by other Sections.

(viii)   Files obtained by a department from the National Archives will
         not normally be retained for more that 6 months except with
         the later‟s specific knowledge and consent.




                                                             Page 302 of 498
46.           SECURITY OF OFFICIAL INFORMATION

              AND DOCUMENTS


46.1          Unauthorised communication of official information :

                Unless authorised by general or specific orders, no official will
       communicate to another official or a non-official, any information or
       document which has come into his possession in the course of his
       official duties.

46.2          Treatment of classified papers :

               The provisions contained in this manual apply primarily to
       unclassified papers.      In handling classified papers, the official
       concerned will have to exercise special care and follow the provisions of
       “Departmental Security Instructions” issued by the Ministry of Home
       Affairs. Since, according to these instructions, classified papers (other
       than confidential) are expected to be handled either by officers
       themselves or in sanction/designated as secret or top secret, it is
       essential that in Sections not so designated:

             (a)      A separate set of registers and other records (e.g. dak
             register, section diary, file register, file movement register,
             precedent book, index slips, various arrears and disposal
             statements) is maintained for such papers by Section
             Officer/OS/himself;
             (b)      The recording of such files and their review is also
             undertaken by him personally keeping in view the Departmental
             Security Instructions.

46.3          Confidential character of notes :

              (i)     The notes portion of a file referred by a department to
              another will be treated as confidential and will not be referred
              to any authority outside the secretariat and attached offices
              without the general or specific consent of the department to
              which the file belongs.
              (ii)    Where the general consent has been obtained under
              sub-para (i) above, such consent will not be construed to apply
              to classified files or to files in which the officer to whom the file
              is supposed to be referred or shown, is personally affected or in
              which his official conduct is under consideration.

                                                                   Page 303 of 498
46.4   Communication of information to the press :

       (i)      Official information to the press and other news media,
               i.e. radio and television, will normally be communicated
               by Government Departments through the Press
               Information Bureau. In CBI, the DPIO performs this
               duty.
       (ii)     Only Ministers, Secretaries and other Officers specially
               authorised in this behalf may give information or be
               accessible to the representatives of the press. Any other
               official, if approached by a representative of the press,
               will direct him to the Press Information Bureau.
       (iii)    Whenever it is proposed to release an official information
               to the press, or to hold a press conference or Press
               briefing, or to give publicity to an official report,
               resolution or any other publication, the department
               concerned will consult the accredited information officer
               in advance.
       (iv)     Detailed procedure in respect of matters mentioned in
               this para, as laid down by the Ministry of Information
               and Broadcasting, should be followed.

46.5   Use of restrictive classification for printed reports etc:

       (i)    The restrictive classification “For official use only” will
       not be assigned to any printed report, pamphlet or compilation
       unless it contains information which it would not be desirable
       in the public interest to disclose. In doubtful cases, the test
       that may be usefully applied is whether the publication, whose
       circulation it is proposed to restrict to official use only, is such
       that the minister would be justified in refusing to lay it before
       the Parliament.

       (ii)   No official publication will be marked “For official use
       only” except with the prior approval of the Branch Officer, who
       will obtain the orders of the Secretary or Minister, in doubtful
       cases.




                                                           Page 304 of 498
47. CHECKS ON DELAYS

47.1            Weekly arrear statement :

       (i)      On the last working day of every week, each dealing hand will :

                (a)    prepare a weekly arrear statement in the form prescribed
                       (Annexure-XXVII);
                (b)    give particulars of receipts/cases pending with him for
                       more than 7 days in the form prescribed (Annexure-
                       XXVIII); and
                (c)    send the two statements to the diarist.

        (ii)     The Section Officer will also prepare similar statements in
                respect of receipts/cases required to be dealt with by him and
                pass them on to the diarist.

        (iii)     The diarist will consolidate the individual weekly arrear
                statements in the form prescribed and submit the consolidated
                statement together with the individual statements mentioned in
                (a) and (b) of sub-para (i) above to the Section Officer on the
                morning of the first working day of the following week. The
                individual statements of each dealing hand will be kept in a
                separate folder.

        (iv)    The Section Officer will:

                (a)      check the individual and consolidated arrear statements
                for their
                completeness and accuracy;
                (b)      scrutinise the statements of receipts/cases which are
                more than
                one week old;
                (c) give his remarks or instructions, where necessary;
                (d) submit the statements to the Branch Officer.

        (v)     The Branch Officer will watch the progress of work in the
                Section and where necessary, give suitable directions for
                expeditious handling of delayed receipts/cases.

        (vi)      On receipt in the Section, the folders containing individual
                arrear statements will be made over to the dealing hands
                concerned for taking necessary action on the remarks, if any, of


                                                                 Page 305 of 498
                the Section Officer/Branch Officer and using the form for
                preparing the arrear statement for the next week.

47.2         Monthly statement of cases pending disposal for over a
       month :

       (i)      Every Section will prepare each month a statement indicating
       briefly the position of each case pending disposal for over a month.

       (ii)     On the last working day of each month, the diarist will :

                (a)    go through the case sheets (Annexure-XXIX) of pending
                cases for the preceding month and indicate the latest position
                of each case included therein in column 2 of the statement;
                (b)    prepare fresh case sheets for cases opened during the
                preceding month but not yet finally disposed off, by completing
                column 1 and 2 of the form and top fixed entries;
                (c)    hand over the case sheets to the dealing hands
                concerned.

        (iii)   The dealing hand will :

                (a)    scrutinise entries in the first two columns of the case
                sheets;
                (b)    draw a red line across case sheets of cases that have
                been finally disposed off or transferred to call book (Annexure-
                XXX);
                (c)    complete column 4 of other case sheets;
                (d)    return the case sheets to the diarist by the 2nd of the
                month following that to which the statement relates.

        (iv)    The diarist will :

                (a)    remove the case sheets of files that have been finally
                disposed off or transferred to call book for being kept in a
                separate folder;
                (b)    arrange the remaining case sheets in chronological order
                of the dates of the commencement of cases, the latest being on
                top;
                (c)    place the case sheets in a file cover marked “Monthly
                statement of cases pending disposal for over a month”;
                (d)    prepare in duplicate a numerical abstract (Annexure-
                XXXI); and
                (e)    submit the monthly statement and the two copies of the
                numerical abstract to the Section Officer by the 3rd of the
                month.

        (v)     The Section Officer will :
                                                                  Page 306 of 498
                (a)    scrutinise the case sheets and where necessary, add his
                remarks;
                (b)    check the numerical abstract for accuracy;
                (c)    submit the monthly statement and one copy of the
                numerical abstract with a brief forwarding note to the Branch
                Officer by the 5th of the month; and
                (d)    send the second copy of the numerical abstract to the
                Internal Work Study Unit.

       (vi)     Unless otherwise provided in the departmental instructions,
                the monthly statement together with the numerical abstract
                will go up to the Joint Secretary. Each of these officers may :

                (a)    add such remarks as he would like to make about latest
                position of a case;
                (b)    in suitable cases give directions or make suggestions for
                expeditious disposal.

       (vii)    The Joint Secretary may bring any case included in the
                monthly statement to the specific notice of higher officers or
                minister, either through submission of the monthly statement
                itself or otherwise, as deemed fit.

       (viii)   The Internal Work Study Unit will :

                (a) post the figures in the numerical abstract, in the form
                prescribed and return the abstract to the Section concerned;
                (b) prepare the consolidated statement for the department as a
                whole by totalling the column vertically;
                (c) analyse the trend of disposal of cases;
                (d) bring to the notice of the O&M Officer and the Secretary,
                any significant trends.

47.3            Call book :

       (i)      If a current case has reached a stage when no action can or
                need be taken to expedite its disposal for at least 6 months (e.g.
                cases held up in Law Courts), it may be transferred to the call
                book with the approval of an officer not below the rank of
                Under Secretary.

       (ii)     Closed cases in which a review is contemplated after a period of
                6 months or more may also be included in the call book.




                                                                  Page 307 of 498
       (iii)   Cases transferred to call book vide sub-para (i) above, will be
               excluded from the monthly statement of pending cases till they
               are reopened vide sub-para (iv) below.

       (iv)    When a case included in the call book becomes ripe for action
               or if action has be to restarted as a sequel to an unexpected
               development, e.g. receipt of a communication from the party
               concerned earlier than expected, it will be revived and its
               progress watched in the usual way through the monthly
               statement of pending cases. The date of commencement of
               such reopened cases, however, will be the date of occurrence
               of the development or that of the first note leading to the
               reopening of the case.

       (v)     The Section Officer will scrutinise the call book in the last week
               of every month to see that the cases which become ripe for
               further action during the following month are brought forward
               and action initiated on due dates. The call book will be
               submitted to the Branch Officer once a quarter i.e. during the
               months of January, April, July and October. He will satisfy
               himself that no case on which action could have been taken
               suffers by its inclusion in the call book and in suitable cases,
               give directions for the action to be taken.

47.4           Monthly progress reports of recording and review of files :

       (i)      On the first working day of each month, the Record Clerk will
       prepare in duplicate progress reports on the recording and review of
       files for the preceding month in the forms at (Annexures-XXXII) and
       submit them, together with the following records, to the Section
       Officer:

               (a)   Register for watching the progress of recording;
               (b)   Record review register; and
               (c)   Lists of files received for review.

       (ii)  The Section Officer will check the two statements, submit one
       copy of the report to the Branch Officer and send the other to the
       Internal Work Study Unit.

       (iii)   The Internal Work Study Unit will :

               (a)    post the figures in the forms prescribed and return the
               reports to the section concerned;




                                                                 Page 308 of 498
              (b)    prepare the consolidated statement for the department
              as a whole by vertically totalling the columns in the form
              prescribed;
              (c)    watch the     progress of recording and review work
              generally; and
              (d)    bring to the notice of the O&M Officer and the Secretary,
              any significant trends in the matter.



47.5          Reminder diary :

       (i)    The diarist will maintain a reminder diary in which he will
       enter, date-wise, all cases marked for suspense or reminder and
       required to be brought forward on specified dates. Challans of files
       referred to other Sections/Departments will also be similarly entered.

       (ii)   Every morning the diarist will :

              (a)    examine the reminder diary;
              (b)    get hold of the files and challans, marked for that date;
              (c)    send the files and challans to the dealing hands
              concerned after scoring off the relevant entries in the diary; and
              (d)    if any file entered in the diary for that date is not
              available, report the fact to the dealing hand concerned who
              will ensure that appropriate action is taken in such cases.

47.6          Watch on disposal of communications received from
              members of Parliament :

       (i)   To enable each Joint Secretary, Director in a department to
       keep a special watch on speedy disposal of communications received
       from the members of Parliament and addressed to a Minister or a
       Secretary, the personal staff attached to him will :

              (a)    maintain register in the form prescribed;
              (b)    mark out prominently those communications finally
              disposed off by rounding off the relevant serial numbers of the
              register in red ink; and
              (c)    submit the register twice a month, say on the 1st and
              the 15th of each month to the Joint Secretary/Director for
              scrutiny and such other action as he may consider appropriate.

       (ii)    The concerned sections will also maintain a similar register for
       keeping a special watch on the speedy disposal of communications
       received from the members of Parliament.


                                                                Page 309 of 498
47.7           Register of Parliamentary Assurances :

        (i)     Each Section in a department will keep a record in the form
        (Annexure-XXXIII) of assurances given by a Minister to either House of
        Parliament, whether in replies to questions or in the course of
        discussions on bills, resolutions and other motions. A separate
        register will be maintained for each House and entries therein will be
        made session-wise.

        (ii)   The Section Officer will :

               (a)    scrutinise the register once a week;
               (b)    ensure that necessary follow-up action is in fact being
               taken; and
               (c)    the Section Officer will submit the registers to the
               Branch Officer every fortnight if the House concerned is in
               session and once a month otherwise, drawing his special
               attention to assurances which are not likely to be implemented
               within period of two months.

       (iii)    The Branch Officer will keep the higher officers and the
       Minister informed of the progress made in the implementation of
       promises and undertakings given by him in Parliament. Cases in which
       there is likely to be any delay in the implementation of a promise or an
       undertaking should be particularly brought to their notice.

47.8           Check list of periodical reports :

       (i)     To   ensure   timely   receipt,   preparation   and    despatch    of
       periodical reports, each section will maintain two check-lists, one for
       incoming reports and the other for outgoing reports, in the forms at
       Annexure-XXXIV & Annexure-XXXV Periodical reports will be listed in
       column 2 of the appropriate check list in the order of their frequency,
       weekly reports being entered first, fortnightly reports next, and so on.


       (ii)    The check-lists will be prepared at the commencement of each
       year, approved by the Section Officer, shown to the branch officer and
       displayed prominently on the wall.

       (iii)     The Section Officer will go through the check list once a week
       to plan action on items requiring attention during the next week or so.
       After a periodical report has been received or despatched, the relevant
       entry in the date column of the appropriate check list will be rounded
       off in red ink.


                                                                     Page 310 of 498
47.9          Responsibility of expeditious disposal of work :

       (i)    The primary responsibility for expeditious disposal of work and
       timely submission of arrear and disposal statements rests with the
       Section Officer. To this end, he will inspect the section diary and the
       assistants diary and take such other action as may be necessary to
       ensure :-

              (a)    that no paper or file has been overlooked; and
              (b)    that no receipt or case actually pending with the dealing
                     hand has been excluded from the relevant arrear
                     statement.

       (ii)  The branch officer will also keep a close watch on the progress
       of work in the sections under his control. In particular, he will ensure
       that the prescribed arrear and disposal statements are submitted
       punctually and regularly.

       (iii)  The Section Officer/OS etc., shall also regularly inspect the
       racks and tables of Assistants and Clerks (such inspections being not
       less frequent than once in a fortnight) and satisfy himself that no
       paper or file has been overlooked. He will also ensure that no receipts
       actually pending with the dealing Assistants/Clerks are excluded
       from the arrears as shown in the weekly arrears statement.




                                                                Page 311 of 498
48. REPORTS & RETURNS


48.1           Recording of information and its timely and correct retrieval ,
       collation    and transmission are some of the most           essential
       requirements for efficient discharge of Managerial functions. In the
       office functioning, one of the mechanisms for keeping a record of
       information is through registers and the mechanism for its
       transmission for perusal by the supervisory officers is through
       Reports and Returns.

48.2          A Return is merely factual information presented in a
       structured statistical format. A report on the other hand is narrative
       and may include analysis and explanations. The Branches are
       required to send Reports and Returns to the CBI HQs.              The
       information received through these reports/returns is used for taking
       decisions by seniors officers of CBI and the Government of India.

48.3   Registers

              In order to facilitate communication of timely and correct
       information and also for facilitating decision making by the Head
       Office in the matters concerning Administration, registers are
       maintained on various subjects. The list of all registers which are to
       be maintained under any existing orders or procedure should be
       prepared by the Head Clerk/Office Superintendent/Section Officer in
       each office. This list should have the following columns:-

       (i)     Serial Number.
       (ii)    Name of the register.
       (iii)   Orders under which the register is to be maintained.
       (iv)    Person who is responsible for keeping it up-to-date.

48.4           Registers to be maintained by the Branch

       (i)     An Establishment Registers for the permanent staff of CBI
       (directly recruited and permanently absorbed) is to be maintained in
       each office and also at Head Office in Form G-2.
       (ii)    An Establishment Register for the non-CBI staff (i.e.
       deputationists) is to be maintained in each office and also at Head
       Office in Form SPE-G-3.
       (iii)   An Order Book should be maintained in Form SPE-G-4 in all
       offices.



                                                               Page 312 of 498
       (iv)    A register of Identification Cards issued is to be maintained by
       each issuing office in Form SPE-G-6. Identification Cards are to be
       issued for all employees under instructions issued in this regard.
       (v)     A daily Duty Register is to be maintained at each unit for police
       officers in Form SPE G-7.
       (vi)    Register of trunk and telephone calls should be maintained in
       Form SPE G-38 in each office of SPE.
       (vii)   Register of shorthand note books is to be kept in Form SPE G-
       36 in all Branch Offices and also by Head Office for each Unit.
       (viii) Motor Vehicles Register.
       (ix)    Register for undisbursed Pay & allowances.
       (x)     Dead Stock Register.
       (xi)    Increment Register.
       (xii)   Stationary / Stores Issue & Receipt Register.
       (xiii) Despatch and Issue Register.
       (xiv) Service Postage Stamps Register.
       (xv)    Cash Book.
       (xvi) Pay Bill Register.
       (xvii) Party Cheque Register.
       (xviii) Register of Valuables.
       (xix) Bill Register.
       (xx)    Contingent Bill Register.
       (xxi) TR-5 Receipts.
       (xxii) Rewards Register.
       (xxiii) TA Bill Register.
       (xxiv) LTC Bill Register.
       (xxv) File Register.
       (xxvi) File Movement Register.

48.5          To ensure timely receipt preparation and despatch of
       reports/returns, the branches should maintain two checklists - one
       for incoming returns/reports and the other for outgoing
       reports/returns. All periodical reports/returns should be listed in
       check - list in order of their frequency i.e. weekly reports being
       entered first, followed by fortnightly reports, monthly reports,
       quarterly reports, half yearly reports and annual reports. The check
       lists should be prepared at the commencement of each year and
       displayed prominently on the wall. The Head Clerk should go through
       the check-list once a week to plan action on items requiring attention
       during the next week or so.         After periodical report has been
       received/despatched, the relevant entry in the check-list concerned
       should be made.

48.6           At present the following returns are being dealt with in the
CBI,                                                                   H.O.


                                                                Page 313 of 498
              Monthly Returns                         Section
1. Statement of vacancies in the rank of               Pers-II
Executive (ASI to Inspector) and all Ministerial
ranks except Office Supdts. is required to be
sent by the branches by the 10th of every
month.
2. Statement of vacancies in the rank of              Pers-III
Constables & Head Constables is required to
be sent by the branches by the 10th of every
month.
3. Statement regarding Pending Pension Cases           AD.II
(Papers).
4.      Statement showing particulars of               AD.III
government servants retired in the previous
Calendar month and date for authorisation
final pension report for the month
5.      Statement showing particulars of               AD.III
government servant due for retirement in the
next (Preceeding) 8 months
6.    Expenditure statement of loans and               Pers-I
advances Viz. House Building Advance, Motor
Car Advance, Computer Advance, Scooter
Advance and Cycle Advance from all the
DDOs.
7.    Statement regarding the number of                IWSU
SC/ST/OBC candidates appointed against the
reserved quota.
8. Return relating to pending promotion cases          IWSU
and ad-hoc arrangement.
9. Return regarding activating the existing            IWSU
machinery for redressal for grievances.
10. Expenditure Statement.                             AD-II



             Quarterly Returns                     Section


1.    Statement showing particulars of                 AD.III
government servants where presumptions
have been made in favour of retiring
government servants because of incomplete
maintenance of service records.


2.     Statement regarding showing the                 AD.III
particulars of government servants whose

                                                   Page 314 of 498
Pension Payment order (PPO) was not issued
within six months of retirement.
3. Statement regarding voluntary retirement of           AD.III
central government employees after 20 years
qualifying service and who have completed 30
years of qualifying service.
4. Statement about the pending pension,                  AD.III
family pension and revision of pension and
family pension case in P&AO/CBI.
5. Employment Returns (ER-I) to be sent to              Pers-III
Employment Officer, Pusa, New Delhi
6. Return regarding Monitoring of personnel              IWSU
matters
7. Return/Half yearly report regarding total             IWSU
number of employees belonging to minority
Communities - group wise.
8. Report regarding Employment of members                IWSU
of a family in Foreign Mission in India
9. Report/Annual report regarding The                   Pers-III
persons with disabilities equal opportunities
protection of Rights and full participation Act
1995 - Furnishing of report of action taken in
respect of relevant provisions.
10. Return regarding activating the existing             IWSU
machinery for redressal of grievances.
11. Return regarding public grievances                   IWSU


12. Statement on various types of Pay and                AD.II
Allowances.




             Half Yearly Returns                        Section
1. Return due for retirement in next 24-30               AD.III
months.
2. Acceptance of commercial employment                   AD.III
within 2 years of retirement (Group „B‟
Officers).
3. Physically handicapped persons in Group              Pers-III
„A‟, „B‟ „C‟ and „D‟ posts to be sent to DP & Trg.
4. Return regarding engagement of consultant             IWSU
5. Return regarding SC/ST.                               IWSU
6. Report of OBC.                                        IWSU
7. Report regarding Minority Communities                 IWSU
Report.

                                                     Page 315 of 498
              Annual Returns                         Section
1. Reward/honorarium to be           sent    to      Pers-III
CBI/Policy Dvn./HO/New Delhi.
2. Appointment of Non-Indians in government          Pers-III
service and Public Sector Undertakings to be
sent to Department of Personnel & Training.
3.    Physically handicapped persons in Group        Pers-III
„A‟, „B‟,  „C‟ and „D‟ posts to be sent to
Department of Personnel & Training.
4. Information to be furnished in respect of         Pers-III
Scheduled Caste and Scheduled Tribes in
Appendix 8A, 8B, 8C and 9 to be sent to
Department of Personnel & Training.
5. Utilisation of vacancies reserved and filled      Pers-III
by Ex-Servicemen to be sent to Department of
Personnel & Training.
6. Annual return/Half yearly report regarding         IWSU
total number of employees belonging to
Minority Communities - Group wise.
7. Annual return regarding recruitment of             IWSU
OBCs in government services.




                                                  Page 316 of 498
49. INSPECTIONS


49.1           Meaning & Purpose of Inspection

             The word “Inspection” means “ the act of looking closely into,
        carefully or official examination”. The procedure to be followed in the
        organization helps in achieving the objects of the organization as
        economically as possible. A manual itself cannot achieve the
        objectives unless it is ensured that the provisions contained therein
        are understood properly and practised intelligently. Even this may
        not be helpful if periodical reviews are not conducted to replace the
        old procedure with new ones to suit the present day needs. One of
        the ways to ensure that the procedure laid down is being observed is
        to make a periodical inspection of the working of a section. The
        purpose of inspection is to see how far the prescribed procedure is
        being followed and to suggest improvement/modifications to cover
        the areas where the procedure is not being followed.

49.2         Objectives

       The objectives of inspection are :

       i)    to find out the state of affairs existing in each unit;
       ii)   to see whether the prescribed procedure and instructions are
       understood properly and followed intelligently;
       iii)  to find out whether proper attention is being paid to quality of
       performance by officers and staff during discharge of their duties; and
       iv)   to test the intrinsic soundness and utility of the procedures
       and to get reliable data for planning improvements.

49.3        Inspection Schedule

       (i)     The branch SP will ensure that periodical inspections are
       carried out regularly and thoroughly. The following schedule will be
       observed in regard to the inspections of various sections of the SP‟s
       office :-



  Section I- Establishment Accommodation Once in a year.
  of the branch and jurisdiction
  Section II- Office                     Twice in a year with
  Section III- Accounts.                 reasonable gap between
                                         the Inspections. Where



                                                               Page 317 of 498
  Section IV- Malkhana, Summons &                  two Ss.P. are posted in
  Warrants and Absconders.                         a    branch    the    1st
  Section V- Crime.                                inspection    of    these
  Section VI- Staff and Miscellaneous              sections may be done
                                                   by the SP-II in the 1st
                                                   half of the Calendar
                                                   Year, while SP-I will
                                                   carry out inspection in
                                                   the 2nd half of the year.
  Section VII- Programme of work.                  Once in a year.

         ii)    A co-ordinated programme of inspections should be drawn up
          in advance by the DIG/JD incharge of the Zone. It should be
          ensured that the programmes so drawn up are strictly adhered to by
          all concerned.

49.4         Inspection Reports

                The inspecting officers are required to submit their reports to
         their immediate superiors for their information and for devising the
         suitable remedies to prevent recurrence of the shortcomings pointed
         out in the Inspection Report.

49.5         Check Points for inspection of CBI Branches

                These are illustrative and indicate only the mandatory
         minimum points which are required to be covered by the Inspecting
         Officers. The officers are required to make their inspection a very
         comprehensive exercise keeping in mind the purpose and objectives of
         inspection as suggested in the previous paragraphs.

49.6            Section I - Establishment /Accommodation of the branch &
         jurisdiction

49.6.1           Buildings and Accommodation - Whether the office is located
         in a Government building or a private one? Is the accommodation
         sufficient for office purposes? What is the rent? Whether it appears
         to be reasonable? If accommodation is inadequate what alternative
         arrangements are possible? Condition of the building and repairs.
         Check payment of proportionate rent, water and electricity charges by
         staff living in the office premises.

49.6.2          Is any residential accommodation provided at government
         expense? If so, to whom? Any further action necessary and possible
         in this connection?

49.7           Section - II - Office

                                                                Page 318 of 498
49.7.1         Attendance Register - Whether Properly kept up when
         checked by SP or Dy.SP daily & corrective action taken.

49.7.2          Receipt/Diary - Whether this has been maintained up-to-date
         and all the columns have been filled up promptly and whether a
         receipt is taken from the clerk concerned to whom the papers were
         made over.

49.7.3         Dealing Clerk’s Diary - It should be checked to see whether all
         columns are filled up and whether there has been any delay in dealing
         with any receipt. In a few cases, the dates of receipt and the dates of
         disposal shown in the dealing clerk‟s diary should be checked up with
         the Receipt Register and the files to make sure that wrong dates are
         not mentioned.

49.7.4         Reminders - System of dealing with reminders should be
         checked. To see whether prompt action is being taken.

49.7.5         Files - Some miscellaneous files should be checked to see -

         (a)   Whether   they are properly arranged and page numbers given.
         (b)   Whether   there is any delay in disposal.
         (c)   Whether   the preparation of cases and drafting is satisfactory.
         (d)   Whether   they are properly kept to facilitate tracing them.

49.7.6          Register of Files - Whether the files have been correctly noted
         in this Register and proper serial numbers given to them. Whether
         period of retention is noted when the file is closed. Whether the
         headings and the subjects of files are satisfactory or whether any
         improvement is necessary in this.

49.7.7         Files of Circulars/Orders -    Whether they are complete
         and chronologically maintained. Whether index is maintained up-to-
         date.

49.7.8         Records - Whether closed files and records are properly kept.
         Whether notes about weeding are recorded and whether weeding has
         been done regularly.

49.7.9           Despatch Register -       Whether it has been checked and
          signed daily by the Head Clerk. Totals of a few days should be test
          checked to see that the expenditure of stamps shown is correct. A
          few items should be verified at random to see that the subject and
          file numbers are correctly mentioned.

49.7.10     Order Book -       Who maintains it ? Whether it is written
       up promptly and signed daily by the SP?. Whether necessary action
                                                                  Page 319 of 498
         on that basis has been taken by the office and others concerned
         promptly? Whether relevant corresponding entries have been made
         in the Service Books? A few specific items might be checked at
         random.

49.7.11       Leave Register - Whether properly and correctly maintained.

49.7.12     Gradation Lists - Whether properly kept and up-to-date.
       Whether increments given timely.

49.7.13      Character Rolls and Service Books - Some Rolls should be
       randomly checked to see whether they are up-to-date and properly
       kept up. Some entries in Service Book relating to leave should be
       checked up with the Order Book to make sure that there are no
       omissions. It should be seen whether annual verification has been
       done.

49.7.14      Warning Register, Punishment Files - It should be seen if
       orders passed are suitable and adequate and proper procedure is
       adopted.

49.7.15      Library Register - It should be checked for correctness by
       randomly comparing some entries with the books. The issues and
       returns should also be checked.

49.7.16      Forms and Stationery -Stocks and some items of issue, both
       about their numbers and about the necessity and requirements are
       to be checked. It should be seen whether indenting has been made
       adequately to avoid local purchases. Whether registers maintained
       properly and checked by SP periodically. Care of typewriters.

49.7.17      Distribution of Work - Whether update. Whether all the
       distribution is done on sound and equitable basis and with the
       approval of SP.

49.8          Section III - Accounts

49.8.1         Cash Book - Whether it has been maintained up-to-date and
         written regularly. Whether entries for everyday are checked and
         scrutinised and signed by the DDO. Whether all money received for
         credit has been entered promptly in the Cash Book and whether
         every payment entry is signed by the SP/DDO in token of having
         seen actual payee‟s receipt. Whether there has been delay in
         payment or in obtaining payee‟s receipts. Whether at the end of
         every month statements are prepared showing :-

             (a)    details of cash in hand,


                                                            Page 320 of 498
              (b)     items pending for actual payee‟s receipts.
              (c)     Whether in cases of inordinate delays in obtaining
              payee‟s receipts or in disbursements, necessary action has been
              taken by the SP.        Whether the necessary verification or
              reconciliation has been done with the bank records every
              month. Whether SP has recorded a certificate on the first
              working day of every month and whenever the balance exceeded
              Rs.1,000 that he had checked the amount in hand and found it
              correct.

49.8.2          Register of Pay Bills - Whether this has been properly
         maintained and whether the fact that it is a Regular Pay Bill or an
         Arrear Pay Bill has been clearly mentioned. Some actual pay bills
         should be seen and scrutinised. Checks should be made in some
         cases to ascertain whether notes about amounts claimed in Arrear
         Pay Bills have been recorded against the relevant item in the Original
         Pay Bills concerned.

49.8.3          T.A. Bills - Whether there has been delay in preparing the T.A.
         Bills or in drawing and disbursing the amounts? Whether T.A. has
         been properly controlled by the SP. T.A. Advance Register should be
         checked and seen, whether recoveries made fully and timely.

49.8.4         Railway Warrants -          It should be seen whether proper
         account is kept and if they are properly utilised.

49.8.5          Contingent Bill Register - Whether bills have been prepared
         as often as required? Some items of expenditure should also be
         checked with the Contingent Vouchers.          Check propriety of
         expenditure under certain heads, e.g. petrol charges, telephone
         charges, electricity charges.

49.8.6          Payment Vouchers -      Some of them should be taken out at
         random and every transaction in it checked including actual payee‟s
         receipts.

49.8.7         Motor Vehicle & Government Cycle - Check them and their
         maintenance and expenditure on repairs.

49.8.8         Rewards - Scrutinise the records and see if adequate rewards
         have been given.

49.8.9         S.S. Fund Accounts - Expenditure on a few items should be
          scrutinised. Note about this should be recorded separately and
          dealt with on a secret basis.

49.8.10       Cashier’s Security Bond -        Whether      it   is   in   order.
          Whether Annual verification is done?
                                                                 Page 321 of 498
49.8.11        Audit Reports - Whether action taken on them and actions
          dealt with fully and promptly.

49.8.12        Budget - Whether the Head Office instructions on Budgetary
          control are being exercised meticulously..

49.9          Section IV - Malkhana, Summons, Warrants & Absconders

49.9.1        Malkhana - Whether the room in which Malkhana is situated,
      is safe and secure.      If not, adequate steps are to be suggested.
      Whether valuable property is kept in safe custody. Malkhana Register
      should be checked particularly to see whether there is any delay in
      disposal of property after conclusion of the case. In a few items the
      property actually present in Malkhana should be checked with the list
      given in the register. Are Monthly Statements about property present
      in the Malkhana prepared? Are Monthly Inspections done by the PP
      and half - yearly by the SP?

49.9.2         Summons and Warrants - Whether the register is maintained
         properly and are Monthly Statements prepared and checked by the
         SP. Is there any omission or defect in service of summons or
         execution of warrants?

49.9.3          Absconded Offenders - The register should be checked to
         ascertain whether entries are up-to-date and complete. Whether
         rewards are announced and whether periodical efforts have been
         made to trace the absconders.

49.10         Section V - Crime

49.10.1      Crime Registers - Check all Crime Registers and statements to
      see if they are properly maintained, particularly check the crime
      Digest and the quality of the notes made therein by the SP or the
      Dy.SP maintaining it.

49.10.2     Complaints Register - Check whether each complaint has
      been scrutinised and dealt with according to its nature and in proper
      time.

49.10.3     Preliminary Enquiries - Check their disposal, both in point of
      speed and quality.
49.10.4     Regular Cases - Check their disposal, both in point of speed
      and quality of investigations.

49.10.5       Delays in Enquiries and Investigation - Examine cases in
      which more than three or six months were taken respectively for
      finalising PEs and RCs and comments on reasons for delay.
                                                            Page 322 of 498
49.10.6      Diaries and Progress Reports - Check a few to see their
      quality and to check if they were prepared and submitted in proper
      time.

49.10.7      Final Reports - Check some to see if they are properly drafted.
      Point out general and persistent defects, if any. In how many cases
      were further enquiries ordered by Head Office or the
      recommendations of the branch were not accepted. Comment on
      supervision by the SP.

49.10.8     Results of Enquiries and Investigation - Consider number of
      cases taken up for enquiry and investigation and the number of
      successful cases. Comment on quality of investigation work and on
      supervision by SP.

49.10.9     Court Trials - Check all cases pending trial in courts over a
      year. Consider possible steps to get them expedited.

49.10.10     Prosecution and Results in Court - Comment on successes
      and failures in courts. Scrutinise Acquittal Register and results of
      appeals or revisions against acquittals. Reasons for failure should be
      particularly examined whether in original or Appellate Courts.
      Comment on quality of prosecution work.

49.10.11     Departmental Action & Results - Check and comment on
      cases sent up for departmental action and their results. Comment
      particularly on failures in departmental action.

49.10.12      Collection of information about corruption - Check number
      of trap cases and other cases started on information gathered by the
      branch itself. Discuss adequacy of arrangements made for collection
      of information and take steps, wherever necessary, for improvement.

             Discuss with SP quality of investigation and prosecution work
        and make necessary suggestions for improvement.

49.11         ection VI - Staff & Miscellaneous

49.11.1      Staff - Consider vacancies and interview Investigating Officers
      and other staff to check the quality of their work and their suitability
      for continued retention in the Special Police Establishment or in that
      Branch.

49.11.2      RSOs - Interview them and check their work and suitability for
      further retention.



                                                               Page 323 of 498
49.11.3     Co-operation - Comment on liaison maintained by the SP with
      other Departments and the co-operation between them.

49.11.4          Discipline - Comment on discipline of the staff.

49.11.5      Sports and Games -            See    whether   any     arrangements
      exist?

49.11.6      Inspections -      Check dates of inspections by the SP, the
      Dy.SP and the P.P. Scrutinise notes of inspection to see their quality.
      Also see whether the instructions issued during the Inspections have
      been complied with.

49.11.7            Security - Check arrangements for security of office and
               official records and files.

49.12            List of items to be checked by officers of the CBI Head
                 Office while inspecting CBI Branches

        i)        Whether the expenditure has been kept within the sanctioned
                 Budget grant.
        ii)        Whether the cash book is being maintained properly.
        iii)       Whether the Drawing and Disbursing Officer is exercising the
                 check prescribed in the Financial Rules.
        iv)        Whether TA and other advances are being adjusted promptly
                 in accordance with the rules and the subject.
        v)        Whether recoveries are being made of Government dues from
                 the officers in time.
        vi)       Whether the Service Books are being maintained properly.
        vii)       Whether Rules regarding grant of Over Time Allowance are
                 being observed.
        viii)      Whether the procedure for disposal of old Newspapers is
                 being observed.
        ix)       Whether due care is being exercised on Telephone expenditure
                 and a register maintained for STD calls.
        x)        Whether the amount of permanent imprest sanctioned to the
                 office is being properly utilised, whether the amount needs
                 revision or not.
        xi)        Whether annual stock verification of dead stock is being
                 carried out.
        xii)       Whether GPF Ledger in respect of Class IV Government
                 servants is being duly maintained.
        xiii)        Whether payment of Children Education Allowance,
                 reimbursement of educational expenditure and reimbursement
                 of medical fees is being made in accordance with the rules etc.
        xiv)      Whether a Pension register is being maintained properly.



                                                                    Page 324 of 498
xv)        Whether annual verification certificates are being recorded in
         the Service Books.
xvi)       Whether the Recruitment Rules in regard to the cases where
         the SP is appointing authority, are being followed in the matter
         of appointment of candidates from Employment Exchange.
xvii)      Whether a special register in respect of vacancies reserved for
         Scheduled Caste and Scheduled Tribe candidates is being
         maintained.
xviii)     Whether recording and weeding out of old files is being done
         properly and whether the files recorded are being preserved in
         accordance with the procedures prescribed in this regard.
xix)       Whether Diary, Despatch, File Movement, Assistant Diary
         (including typists register showing daily work done) and Stamp
         Account Registers are maintained properly.
xx)        Whether Weekly Arrears Statement is being put up to Branch
         Officer in time.
xxi)        Whether a chart/Register showing the periodicity of
         various/Monthly/ Quarterly/Half Yearly/Annual Returns is
         being maintained and dates of submission of returns to Head
         Office shown therein.
xxii)       Whether proper account is being maintained of cheques
         issued by the branches and whether the cheques are issued in
         the proper form, that is to say, in the form intended for issue to
         gazetted officers, to non-gazetted officers or for miscellaneous
         payments.
xxiii)     Whether vouchers in respect of payments made by the office
         by drawing cash from the bank are being sent to the Pay and
         Accounts Officer regularly and whether action is being taken to
         have the accounts reconciled
xxiv)     Whether references to the Pay and Accounts Officer/CBI, Head
         Office are being made regularly and in time for issue of letters
         of credit and whether references are also being made to this
         Pay Office separately for letters of credit for items of
         expenditure of special nature not covered by the letters of
         credit already issued.




                                                           Page 325 of 498
50. AUDIT

50.1         Role of Audit

              The audit is an essential part of financial system. Its main
       purpose is to see (i) whether the accounts are complete in all respects
       (ii) whether expenditure is as per the laid down financial rules and
       duly authorised.

50.2         Internal Audit

              Internal checks on accounts of Civil Departments is vested in
       the Financial Adviser under Departmentalized Accounting System.
       Internal Audit of CBI Head Office and all budget dealing branches
       located at Delhi and outside Delhi is conducted by the Internal Audit
       Party deputed by the Internal Audit Wing of Principal Accounts Office
       of Ministry of Personnel, Public Grievances and Pension, New Delhi.

50.3         Statutory Audit

       Statutory Audit is conducted by the Audit Team of Directorate
       General of Audit, Central Revenue, New Delhi and local Accountant
       General of State. Audit of the books of accounts of CBI Head Office
       and branches located at Delhi is conducted by the Audit Team
       deputed by the Office of Directorate General of Audit, Central
       Revenue, New Delhi and in respect of CBI branches located outside
       Delhi by the Audit Team of concerned State Accountant General.

50.4         The audit party audits the accounts of the branches and
       inspects the general working of a Department. The following books
       /records among other things are generally audited:-

              (i)     Cash Book
             (ii)     Receipt Book( in form GAR-6)
             (iii)    Contingent Register
             (iv)     Bill Register
             (v)      Pay Bill Registers
             (vi)     Service Postage Stamps Register
             (vii)    Register of recoveries
             (viii)   Register of valuables
             (ix)     Despatch Register
             (x)      Challan Register/Challans
             (xi)     Register of Stationery
             (xii)    Telephone Bill Register

                                                               Page 326 of 498
             (xiii)  Stock Registers :
                      a)    Consumable articles &
                      b)    Non-consumable articles (Dead-stock)
             (xiv) Log Books (All Vehicles)
             (xv)    GP Fund Register of Group „D‟ employees.
             (xvi) Paid Vouchers.
             (xvii) TA/LTC claims
             (xviii) Income Tax calculation
             (xix) Pay Fixation statements
             (xx)    All Purchase files
             (xxi) Railway Warrants
             (xxii) Budget

50.5         A subordinate authority shall not with hold any information,
       books or other documents required by Audit (GFR-II).

50.6          On receipt of a copy of the audit/Inspection Report, the Ss.P. of
       the Branches are required to remove the defects and implement the
       suggestions made in these reports and send compliance to the Audit
       Party under intimation to Head Office. The Head Office keeps a watch
       that the objections raised by the Audit are settled fully and finally.

50.7         To monitor the settlement of audit objections, a register may be
       maintained. Progress made for settlement of these objections may be
       reviewed periodically.

50.8           Periodicity of Audit Inspections :

               Each Office should be inspected at least once a year. Accounts
       of Head Office and branches are subjected to test audits periodically
       by representatives of Controller of Accounts/Principal Accounts
       Office.

50.9          Wherever such test audit has not been undertaken within a
       period of preceding two years in any unit, an inspection of the
       accounts of that unit should be undertaken by a team from CBI, Head
       Office. Heads of CBI Offices should keep the Head Office informed
       about any case when there was no test audit within preceding two
       years.




                                                                Page 327 of 498
51.          IMPLEMENTATION OF INSTRUCTIONS
             ON OFFICIAL LANGUAGE

51.1         Language of the Union

              The Official Language of the Union is Hindi in Devanagari
       script. The form of numerals used for the official purposes of the
       Union is the international form of Indian numerals.

51.2         The important instructions regarding Official Language
       Policy as per the Official Languages Act, 1963 and the Official
       Languages (Use for official purposes of the Union) Rules, 1976 (As
       amended in 1987) made thereunder are as follows:-

             (i)     Region :-

                     "Region A" means the States of Bihar, Chhattisgarh,
                     Jharkhand, Haryana, Himachal Pradesh, Madhya
                     Pradesh, Rajasthan, Uttaranchal and Uttar Pradesh and
                     the Union Territory of Delhi and Andaman and Nicobar
                     Islands .

                     "Region B" means the States of Gujarat, Maharashtra
                     and Punjab and the Union Territory of Chandigarh.

                     "Region C" means the States and the Union Territories
                     other than those referred to in Region A and B.

             (ii)    (ii)  Proficiency in Hindi - An employee shall be
                     deemed to possess proficiency in Hindi if :-

                     (a)      he has passed the Matriculation or any
                     equivalent or higher examination with Hindi as the
                     medium of examination; or
                     (b)     he has taken Hindi as an elective subject in the
                     degree examination or any other examination equivalent
                     to or higher than the degree examination; or
                     (c) he declares himself to possess proficiency in Hindi.

             (iii)   Working knowledge of Hindi - An employee shall be
                     deemed to have acquired a working knowledge of Hindi if
                     :-



                                                              Page 328 of 498
         (a)     he has passed the Matriculation or an
                 equivalent or higher examination with Hindi as
                 one of the subjects; or
         (b)     he has passed the Pragya examination
                 conducted under the Hindi Teaching Scheme of
                 the Central Government or when so specified by
                 that Government in respect of any particular
                 category of posts, any lower examination under
                 that Scheme; or
         (c)     he has passed any other examination specified
                 in that behalf by the Central Government; or
                 (d) he declares himself to have acquired such
                 knowledge .

(iv)       Originating Correspondence to the Central Government
           Offices, States or Union Territories and individuals in
           Region 'A' and 'B' shall be in Hindi.

(v)        Noting on files be made more and more in Hindi.

(vi)       All communications received in Hindi irrespective of
           their source shall be replied to in Hindi.

(vii)      All applications, appeals or representations made or
           signed in Hindi shall essentially be replied in Hindi.

(viii)     All papers, documents, general orders, resolutions,
           rules, notifications, agreements, administrative and
           other reports or press communiques etc. falling under
           section 3(3) of the Official Language Act, 1963 shall
           essentially be issued simultaneously in bilingual form
           ( Hindi & English).

(ix)       Addresses on the envelopes of letters meant for
           despatch to Region 'A' & 'B' shall be written only in
           Devnagari script.

(x)        Rubber stamps, Name plates, Notice Boards, Sign
           boards, letter-heads, forms headings of Registers etc.
           shall be got prepared only in bilingual form, i.e. both in
           Hindi & English.

(xi)       Entries in Service Books/Registers maintained in
           offices located in Region A' & 'B' shall be made in Hindi
           only.


                                                     Page 329 of 498
             (xii)    All advertisements/tenders etc. shall be issued in
                      Hindi & English simultaneously for publication in the
                      Newspapers of the respective languages.

             (xiii)   In all in-service Departmental and Promotional
                      Examinations, option shall be provided to answer
                      question papers through Hindi medium also except
                      compulsory question papers of English. Such question
                      papers shall be made available both in English and
                      Hindi. The candidates shall be informed clearly about
                      the availability of Hindi medium for written
                      examination and interview well in advance.

             (xiv)    The names of the Central Government offices, the staff
                      whereof have acquired a working knowledge of Hindi,
                      shall be notified in the Official Gazette.

             (xv)     All manuals, codes and other procedural literature
                      relating to the Central Government offices shall be
                      printed or cyclostyled, as the case may be, and
                      published both in Hindi and English in diglot form.

51.3         Overall Responsibility

              It shall be the responsibility of the administrative head of each
       Central Government office to ensure that the provisions of the Act and
       rules made thereunder and the directions issued are properly
       complied with. Further, it is the responsibility of the officer signing
       the letter, circular or document to ensure that the letters, circulars
       etc. which are required to be issued in Hindi or in bilingual, i.e. in
       Hindi & English are both prepared simultaneously and then issued
       accordingly.

51.4           Incentive Schemes

             There are several incentive schemes for doing official work in
       Hindi such as scheme for doing original noting/drafting in Hindi,
       scheme for doing orginal official work in Hindi in specialized spheres,
       scheme of giving dictation in Hindi, scheme for writing original books
       in Hindi etc.

51.5         Annual Programme

             Department of Official Language issues an Annual Programme
       for progressive use of Hindi which can be downloaded from their
       website [dol.nic.in].

                                                                Page 330 of 498
                               APPENDIX-I

           POSTS SANCTIONED IN CBI AND THEIR PAY SCALE



  Designation of Post        Sanctioned   Revised scales of Pay (According to
                             Strength     5th Central Pay Commission)

             GROUP A

Director                         1        Rs.26000/-(fixed)
Special Director                 1        Rs.24050-650-26000/- (Above Super
                                          time Scale)
Additional. Director             2        Rs.22400-525-24500/-        (Above
                                          Supertime Scale)
Joint Director                   16       Rs.18400-500-22400/-   (Supertime
                                          Scale)
Deputy Inspector General         39       Rs.16400-450-20000/-
of Police                                 (Super time Scale)
Senior Supdt. of Police          10       Rs.14300-400-18300/-
Superintendent of Police         89       For IPS Officers
                                          Rs.10000-325-15200 (Time Scale)
                                          Rs.12000-375-16500/-(Junior
                                          Administrative Scale)
                                          Rs.14300-400-18300/-     (Selection
                                          Grade)
                                          For Non -IPS officers
                                          Rs.12000-375-16500/-
Addl. Superintendent of          75       Rs.10000-325-15200/-
Police
Deputy Superintendent           240       Rs.8000-275-13500/-
of Police
Dy. Adviser (Equivalent to       10       Rs.8000-275-13500/-
the rank of DSP)
Admn. Officer                    2        Rs.10000-325-15200/-
ALA                              6        Rs.14300-400-18300/-
DLA                              20       Rs.12000-375-16500/-
Senior Public Prosecutor         67       Rs.10000-325-15200/-
Public Prosecutor                96       Rs.8000-275-13500/-
Sr. Adviser (Equivalent to       4        Rs.16400-450-20000/-
DIG)
Adviser (Equivalent to SP)       4        Rs.14300-400-18300/-
Technical Adviser                1        Rs.10000-325-15200/-

Technical Officer (A&IT)         3        Rs.10000-325-15200/-




                                                              Page 331 of 498
Technical Officer           1      Rs.10000-325-15200/-
(Banking)
DPIO                        1      Rs.14300-400-18300/-
Executive Engineer          1      Rs.10000-325-15200/-
OSD (Computer)              1      Rs.10000-325-15200/-
Principal System Analyst    1      Rs.12000-375-16500/-
Sr. System Analyst.         3      Rs.10650-325-15850/-
Programmer                  10     Rs.8000-275-13500/-
Lecturers (Training         2      Rs.8000-275-13500/-
Academy)
TOTAL                      706

              GROUP B

  Junior Analyst             1     Rs.6500-200-10500/-
  Office Supdt.             35     Rs.6500-200-10500/-
  APPs                      41     Rs.6500-200-10500/-
  JTO (A&IT)                 4     Rs.6500-200-10500/-
  Hindi Officer              2     Rs.7500-250-12000/-
  Librarian                  1     Rs.6500-200-10500/-
  Steno Gr.A/Sr.PS           3     Rs.7500-250-12000/-
  Steno Gr.B/PS             16     Rs.6500-200-10500/-
  Asst. Programmer          40     Rs.6500-200-10500/-

  Total                     143

              GROUP C

  Inspr. of Police          755    Rs.6500-200-10500/-
  Junior Adviser            16     Rs.6500-200-10500/-
  Sub Insprs.               381    Rs.5500-175-9000/-
  ASI                       199    Rs.4000-100-6000/-
  Head Constable            459    Rs.3200-85-4900/-
  Constable                1,808   Rs.3050-75-3950-80-4590/-
  Steno Gr.I/PA             64     Rs.5500-175-9000/-
  Steno Gr.D/ Sr. Clerk     371    Rs.4000-100-6000/-
  Steno
  Jr. Accounts Officer      1      Rs.5500-175-9000/-
  Crime Assistants         57      Rs.5500-175-9000/-
  Head Clerks              76      Rs.5000-150-8000/-
  UDCs                     188     Rs.4000-100-6000/-
  LDCs                     469     Rs.3050-75-3950-80-4590/-
  Sr.Hindi Translator       1      Rs.6500-200-10500/-
  Jr. Hindi Translator     20      Rs.5500-175-9000/-
  Asst. Librarian           1      Rs.5000-150-8000/-
  Junior Engineers          5      Rs.5500-175-9000/-
  Income Tax Inspectors     2      Rs.6500-200-10500/-
  C&CE Insprs.              4      Rs.6500-200-10500/-

                                                     Page 332 of 498
DPA Gr.B               1     Rs.6500-200-10500/-
DPA Gr.A               1     Rs.5500-175-9000/-
Care Taker             1     Rs.5500-175-9000/-
DEO Gr. A             12     Rs.4000-100-6000/-
Sr.Gest. Operator      1     Rs.3050-75-4590/-

TOTAL                4,893

          GROUP D

Dresser               1      Rs.2750-70-3800-75-4400/-
Jr. Gest. Operator    7      Rs.2610-60-2910-65-3300-70-
                             4000/-
Daftry                48     Rs.2610-60-2910-65-3300-70-
                             4000/-
Peon                  28     Rs.2550-55-2660-60-3200/-
Safaiwala             53     Rs.2550-55-2660-60-3200/-
Farash                 1     Rs.2550-55-2660-60-3200/-
Bearer                 4     Rs.2550-55-2660-60-3200/-
Cook                   2     Rs.2550-55-2660-60-3200/-
Total                 144
GRAND TOTAL          5,886




                                               Page 333 of 498
                             APPENDIX-II

      WORK ALLOCATION IN ADMINISTRATION DIVISION


       Consequent upon restructuring of CBI branches / regions vide Policy
Division/CBI/HO Order dated 30.05.2003 under each Joint Director, the
work of Administration Division CBI, Head Office is redistributed as under:

(A)   DIG(Pers.)

      The DIG(Pers) is responsible for the personnel management in CBI
through the SP(Pers) and AO(Pers) whose allocation of duties and
responsibilities are given below :

(I)   Supdt of Police (Pers.)

1.    Internal Work Study Unit
      i. Rationalisation of Organisation structure.
      ii. Work measurement studies of CBI, HO and Branches etc.
      iii. Inspection notes - compilation/supply of information asked for by
              Cabinet Sectt./DP&T/MHA and Parliament Questions.
      iv. Creation of new posts and setting up of new Branches / Units etc.
      v. Proposal for creation / upgradation of posts.
      vi. Revision of pay scales and allowances.
      vii. All monthly, quarterly and annual returns relating to :-
              a. Representation of Minority Communities in Government
                     Service.
              b. Special Recruitment Drive for SC/ST.
              c. Recruitment of OBCs in Government Service.
              d.   Employment of members of families of Government
                     Servants in foreign mission.
              e.   Representation for Physically handicapped persons in
                     Group „C‟ and „D‟ posts.
              f. Filling up of backlog of posts reserved for SC/ST.
              g. Appointment of SCs/STs/OBCs.
      viii. Continuation of temporary posts.
      ix. Related Court matters/RDAs.




                                                             Page 334 of 498
         x.    To liaise with all officers/Sections of Administration Division and
                 to furnish information to Senior Officers as and when called
                 for.
         xi. Monthly Performance Report.
         xii. Maintenance of old files and records as per instructions of the
                 Government in the Central Record Room.
         xiii.   Co-ordination with Ministries / Sections of Administration
                 Division, CBI, Head Office regarding Establishment matters.




2.       Pers-II Section

i.   Recruitment, appointment, deputation, posting, transfer, promotion,
       absorption, pay fixation in respect of Inspector, Sub-Inspectors, Jr.
       Advisors, Jr. Engineers, Hindi Translators.
ii. Recruitment, appointment, deputation, posting, transfer, promotion,
       absorption, pay fixation of Sr.PS and PS, all NGO Ministerial and
       Group „D‟ ranks.
iii. All disciplinary matters in respect of Inspectors and Sub-Inspectors in
       executive ranks, Jr.Advisors & Jr. Engineers, Sr.PS and PS all NGO
       Ministerial and Group „D‟ ranks.
iv. Preparation of Seniority list of all cadres dealt with in the Section.
v. Court/CAT matters in respect of all cadres dealt with in the Section.

3.       Pers- III Section

i.      Recruitment, appointment, deputation, posting, transfer, promotion,
           absorption, pay fixation in respect of ASI, Head Constables and
           Constables.
ii.     All disciplinary matters in respect of ASI, Head Constables and
           Constables.
iii.    Pension cases of all categories of staff / Officers of CBI, HO and follow
           up of pension cases of Branches with P & AO, CBI.
iv.    All matters relating to CGHS / Family Planning Scheme.
v.     Rewards / Honorarium.
vi.    Preparation of Seniority list of all Cadres dealt with in the Section.
vii.   Court/CAT matters in respect of all cadres dealt with in the Section.

(II)     Admn. Officers (Pers.)

1.       Pers-I Section

i.      Appointment, deputation, posting, transfer, promotion, training,
         absorption, pay fixation and disciplinary matters in respect of all
         Executive Officers of the rank of Dy.SP and above, Prosecution ranks,

                                                                  Page 335 of 498
         Information Officers, Executive Engineer, OSD(Computer), Technical
         Advisor, Technical Officers, JTOs, Principal System Analyst,
         Sr.System Analysts, Programmers, Asstt. Programmers, Officer
         Supdts & Hindi Officer.
ii. Induction / posting / transfer of Railway Sectional Officers.
iii. Preparation of Seniority list of all cadres dealt with in the Section.
     iv.     Court / CAT matters in respect of all cadres dealt with in the
             Section.




2.       DPC & ACR Section

i.     DPC meetings of CBI Officers.
ii.    Submission of proposals to UPSC.
iii.   Holding of Departmental Competitive Examinations.
iv.    Recruitment Rules - matters relating to review.
v.     Custody / maintenance of ACR folders and follow-up action on appeals
         against adverse remarks in respect of all NGO ranks in Ministerial,
         Executive and Technical cadre of CBI and Departmental Canteen
         staff.

3.       Hindi Section

i.     Translation from English to Hindi and vice-versa.
ii.    Implementation of official language programmes.
iii.    Imparting training in Hindi.
iv.    Inspection of Branches of CBI regarding progressive use of Hindi.
v.     Organisation of Hindi Workshop.
vi.    Organisation of OLIC meeting.

(B)      DIG(Admn.)

       The Dy.I.G.(Admn) is responsible for the overall Budget & logistics of
the organisation through the AO(A) and SP(Hqrs) whose allocation of duties
and responsibilites are given below :-

 (I)     Supdt of Police (Hqrs.)

1.       Admn.-1

i.       Office accommodation - Acquisition, possession, maintenance, hiring
         and construction etc.
ii.      Residential accommodation - Acquisition, possession, maintenance,
         hiring and construction etc.


                                                                 Page 336 of 498
iii.      Supervision, caretaking etc., of HO building viz., sanitation, hygiene,
          beautification and other civic amenities.
iv.       Telephones - all matters.
v.        Preparation of plan and its implementation.
vi.       Identity Cards - MHA, CBI, Defence, BOCAS etc.
vii.      CBI Canteen matters.
viii.     Condemnation, purchase and distribution of all CBI vehicles.
ix.       Benevolent fund and welfare matters.
x.        Uniforms and liveries to Group „D‟ staff - purchase and supply in
          respect of HO staff.




2.        Control Room

3.        Motor Transport Cell

i.   Maintenance and upkeep of Government vehicles available on the
srength of CBI, HO and also their records. To provide Government vehicles
to all senior officers of CBI, HO at the time of their requirements. Also to
arrange transport facilities for officers attending various Conference /
Meetings organised by CBI.

4.        R & I Cell

i.      Centralised receipts and despatch section for the entire CBI Branches.
ii.     Despatch section for the entire Admn Division.

5.        Deptt. Canteen

6.        Duty Officer, Pragati Vihar Hostel and Vasant Vihar Hostel.

7.        EPBAX, CBI, HO.

(II)      Admn. Officer(A)

1.        Admn.II

i.        Drawing and Disbursing Unit for CBI Hqrs., and all related functions.
ii.       Annual and Plan Budget matters for the Department as a whole.
iii.      Audit paras and their settlements.
iv.       Payments of bills in respect of Air Vouchers, Railway Warrants.
v.        Delegation of Adminisrative and Financial powers.
vi.       Declaration of DDOs, Head of Office, Controlling Officers in respect of
          CBI Branches.
vii.      Appropriation and Re-appropriation of funds.

                                                                   Page 337 of 498
viii.   Maintenance of GPF Account of Group „D‟ employees of CBI,
ix.     All work relating to issue of Air Vouchers for air journeys performed
        by CBI
x.      Matters relating to Foreign visits of CBI officers for investigation and
        to attend Training, Seminar & Conferences etc.



2.      Admn.III

i.      Stationary and furniture / indenting / purchase and supply including
        printing /supply of establishment and crime forms.
ii.     Purchase, supply and maintenance of all types of manual / electronic
        machines FAX, Computers, Printers etc.
iii.    Purchase and condemnation of stores purchase under HO sanction.
iv.     Publishing and printing.
v.      Matters relating to all advances (GPF, HBA, Motor Car Advance, Cycle
        Advance, Festival Advance, Computer Advance etc.)
vi.     Medical Reimbursement.
vii.    Matters relating to all claims (Conveyance allowance under SR-25,
        Children Education Allowance, Tuition Fee claims etc.)



3.      Library

        Maintenance of all Books, Newspapers, Magazines.




                                                                   Page 338 of 498
                             APPENDIX-III

                       RECRUITMENT RULES


1.    Introduction

       Rules are framed by the President of India in exercise of the powers
conferred by the provision of Article 309 of the Constitution to regulate the
method of recruitment/appointment to different posts in CBI. Various
methods of recruitment are direct recruitment, deputation, promotion by
seniority or through Limited Departmental Competitive Examination.

       Recruitment Rules for most of the posts of CBI have been framed and
notified. The rest of the Rules are under the process of revision or pending
notification. No relaxation in the provisions of the rules are possible except
with the prior approval of the Cabinet Secretariat which is the rule making
authority.

2.    Modes of Recruitment

2.1   Executive Ranks :

(i)    The Director, Special Directors and Addl. Director are recruited
exclusively by deputation of the officers of Indian Police Services, who have
been approved for appointment as Director General of Police/and Additional
Director General of Police under the Government of India respectively.
Recommendations for appointments are made by a CBI Selection Board
headed by Central Vigilance Commissioner and Home Secretary, Secretary
(Co-ordn & PG), Cabinet Secretariat as Members. The views of the
incumbent Director are considered by the Board for making the best choice.
Final selection to these posts of CBI is made by the Appointment Committee
of the Cabinet from the panel recommended by the aforesaid CBI Selection
Board. The Director, CBI shall have a minimum tenure of 2 years regardless
of the date of his superannuation.

(ii)  Eighty percent posts of the Joint Directors are filled up by deputation
from the officers of Indian Police Service who have been approved for
appointment as Inspector General of Police under the Government of India.
The rest twenty percent posts of Joint Directors are filled up by the
departmental cadre officers who have completed 5 years regular service as
DIG.

(iii)   Seventy five percent posts of DIG are filled up on deputation of the
officers of Indian Police Service empaneled for holding DIsG level post at the

                                                               Page 339 of 498
Centre or officers of Indian Revenue Service (Income Tax Service, Indian
Custom and Central Excise), holding analogous posts on regular basis. The
rest twenty five percent posts of DIsG are filled up from the departmental
cadre officers who have completed 4 years regular service as Sr.Ss.P., failing
which Sr.Ss.P. with combined regular service of 8 years in the grade of
Sr.S.P. and SP.

(iii)  The posts of Sr.Ss.P. are filled up from the departmental cadre SsP
with 4 years of regular service in the grade.

(iv)    Sixty percent posts of SsP are filled on deputation of the officers of
Indian Police Service/All India Services/IAAS/IRS/IC&CE and Central Police
Organizations holding analogous post on regular basis. Ten percent of the
deputation posts are exclusively meant for officers belonging to services
other than IPS such as AIS, IA&AS/IRS(IT), IC&CES and CPOs (the penal of
the deputation posts, out of the deputation quota are to be filled up from the
officers other than Indian Police Services). The rest forty percent posts of SsP
are filled up from amongst the departmental cadre officers who have
completed 6 years regular service in the rank of ASP failing which of the
rank of ASP with combined regular service of 12 years in the grades of ASP &
DSP.

(v)   Eighty percent posts of ASP are filled by promotion of the
departmental DSsP having 6 year regular service in the grade, the rest
twenty percent posts are filled up on deputation/absorption basis.
Absorption will not exceed ten percent of the deputation posts.

(vi)   Forty percent posts of Dy.S.P. are filled up by promotion of the
departmental Inspectors, who have 8 years regular service in the grade. Fifty
percent posts are filled on deputation/absorption basis of the officers of
Centre/State Police Organisations holding analogous posts subjected to the
condition that absorption will not exceed fifteen percent of the deputation
posts. The rest ten percent posts are filled by Direct Recruitment.

(vii)   Fifty percent posts of Inspectors are filled up by promotion of the Sub-
Inspectors in the CBI with 5 years‟ regular service in the grade. Remaining
fifty percent posts are filled up on deputation/transfer basis of the officers of
Centre/State Police Organisations holding analogous posts.

(viii) Fifty percent posts of Sub-Inspectors are filled by direct recruitment
through Staff Selection Commission. Twenty five percent posts are filled up
by the departmental ASIs with five years‟ regular service in the grade by
promotion on seniority-cum-fitness basis. The remaining twenty five percent
posts are filled up through Limited Departmental Competitive Examination.




                                                                 Page 340 of 498
(ix)   Fifty percent posts of ASIs are filled up by promotion of departmental
Head Constables of CBI with a minimum of 5 years‟ regular service in that
grade. Twenty five percent posts are filled up through Limited Departmental
Competitive Examination and remaining twenty five percent by
deputation/absorption.

(x)    Forty percent posts of Head Constables are filled up by promotion by
seniority-cum-fitness basis of the Constables with at least 5 years‟ regular
service the grade in CBI. Forty percent posts are filled up through Limited
Departmental Competitive Examination. Remaining twenty percent are filled
up by deputation/absorption.

(xi) Forty percent posts of Constables are filled up by direct recruitment.
Remaining sixty percent posts are filled up by deputation/absorption.

2.2   Law Officers

(i)    The posts of Additional Legal Advisor/Deputy Legal Advisor are filled
up either by promotion from amongst Dy. Legal Advisors/Sr. Public
Prosecutors of CBI with 5 years regular service in the grade or by deputation
from amongst the officers of Central/State Governments holding analogous
post. Failing both of the above methods, ALA/DLA can also be appointed by
direct recruitment through UPSC.

(ii)  Fifty percent posts of Sr. Public Prosecutors are filled up by promotion
from amongst the Public Prosecutors of CBI with five years‟ regular service in
the grade, failing which the posts are filled by deputation. Twenty five
percent posts are filled up by direct recruitment through UPSC and
remaining twenty five percent posts by deputation or absorption from
amongst the officers of Cenral/State Governments holding analogous post.

(iii)  Fifty five percent posts of Public Prosecutors are filled up by direct
recruitment through UPSC. Twenty percent posts are filled up by promotion
from amongst the Assistant Public Prosecutors of CBI with five years‟ regular
service in the grade, failing which the posts are filled by deputation. The
remaining twenty five percent posts by deputation or absorption from
amongst the officers of Central/State Governments holding analogous post.

(iv)   The post of Assistant Public Prosecutor is filled up by direct
recruitment through UPSC.

2.3   Ministerial Cadre

(i)   The post of Office Superintendent in CBI is filled up either by
promotion of the officers of CBI with a cumulative service of 8 years in the
posts of Crime Assistant and Head Clerk-cum-Accountant in the

                                                               Page 341 of 498
organisation (of which at least 3 years of service should be in the post of
Crime Assistant) or on deputation of the officers holding analogous posts in
Centre/State Police Organisations.

(ii)   The posts of Sr. Private Secretary/Private Secretary in CBI are filled
up either by promotion from amongst the officers in the rank of Private
Secretary/Personal Assistant of CBI with a total period of 2/7 years of
service respectively in the organization on deputation of the officers holding
analogous posts in Centre/State Police Organizations.

(iii)   The post of Personal Assistant in CBI is filled up either by promotion
from amongst the officers in the rank of Sr. Clerk Steno of CBI with a total
period of 3 years of service in the organization or on deputation of the
officers holding analogous posts in Centre/State Police Organizations.

(iv)   Seventy five percent posts of Sr. Clerk Steno are filled up directly
through Staff Selection Commission and the remaining twenty five percent
posts are filled up by deputation failing which by direct recruitment.

(v)     The posts of Crime Assistant in CBI are filled up by promotion of the
officers in the rank of Head Clerk-cum-Accountants in the CBI who have put
in 3 years regular service in the grade.

(vi)   Sixty percent posts of Head Clerk in CBI are filled up by promotion
through Limited Departmental Competitive Examination of the officials in
the rank of UDCs in the CBI who have put in 3 years regular service in the
grade. Remaining forty percent posts are filled up by promotion on the basis
of seniority-cum-fitness.

(vii)  Seventy five percent posts of UDC are filled up by promotion by
seniority-cum-fitness, failing which by deputation and the rest twenty five
percent posts are filled up by promotion through Limited Departmental
Competitive Examination from amongst the officials who have put in 5 years
of regular service in the rank of LDC.

(viii) Ninety percent of the posts of LDC are filled up through by direct
recruitment. Out of these, ten percent of the vacancies, are to be filled
through Limited Departmental Competitive Examination of the matriculate
Class-IV employees of CBI. The remaining ten percent posts are filled by
deputation, failing which by direct recruitment.

2.4   Group ‘ D’ Posts

(i)   The post of Daftry in CBI is filled up by promotion of the Peons with
three years minimum service rendered on regular basis after their


                                                               Page 342 of 498
appointment or by deputation form persons holding analogous posts in
Central Government Officers.

(ii)   Seventy five percent posts of Peon are filled up directly and twenty five
percent posts are filled up by deputation failing which by direct recruitment
of other Group „D‟ employees who have put in 5 years regular service and
posses at least elementary literacy.

(iii)  The recruitment in the grade of Safaiwalas in the CBI is made by
direct recruitment.

(iv)  The post of Sr. Gestetner Operator in CBI is filled up by promotion
from amongst Jr. Gestetner Operators with 3 years service in the grade and
having proficiency in handling of Gestetner Machines.

(v)    The post of Jr. Gestetner Operator is filled up by promotion from
amongst Daftaries of CBI who have put in minimum 3 years service as
Daftry and who possess proficiency in handling of Gestetner Machines.

2.5   Support Staff

(i)   The post of Lecturer is filled up by deputation from the officers of the
Central/State Government.

(ii)   The post of Principal System Analyst is filled up either by promotion
from amongst the Senior System Analysts of CBI with five years‟ regular
service in the grade or by deputation from amongst the officers of
Central/State Government or Universities or recognised Research Institutes
of Public Sector Undertaking or          Semi-Government, Statutory or
Autonomous Organisations holding analogous posts on regular basis, failing
which by direct recruitment through UPSC.

(iii)    The post of Sr. System Analyst is filled up either by promotion from
amongst the Programmers of CBI with five years‟ regular service in the grade
or by deputation from amongst the officers of Central/State Government or
Universities or recognised Research Institutes or Public Sector Undertakings
or Semi-Government, Statutory or Autonomous Organisations holding
analogous posts on regular basis, failing by promotion/deputation, the post
is filled up directly through UPSC.

(iv)  The post of Programmer is filled up either by promotion from amongst
the Assistant Programmers of CBI with five years‟ regular service in the
grade or by deputation from amongst the officers of Central/State
Government or Universities or recognised Research Institutes or Public
Sector Undertakings or Semi-Government, Statutory or Autonomous


                                                                Page 343 of 498
Organisations holding analogous posts on regular basis. Failing by
promotion/deputation, the post is filled up directly through UPSC.

(v)   The post of Assistant Programmer is filled up by direct recruitment.

(vi)    The posts of Assistant Library & Information Officer/Senior Library &
Information Assistant are filled up either by promotion from departmental
officers with three years‟ regular service or by deputation from amongst the
officers of Central Government holding analogous post.

(vii) The post of Information Officer is filled up by deputation from
amongst the officers of Central Government holding analogous post, failing
which by direct recruitment through UPSC.

(viii) The post of Care-Taker in CBI is filled up on deputation from Central
Government Offices.

(ix)  The post of Dresser in CBI is filled up on deputation from Central
Government Offices.




                                                              Page 344 of 498
                            APPENDIX-IV

     APPOINTMENT THROUGH STAFF SELECTION COMMISSION



1.            The Government of India, in the Department of Personnel and
       Administrative Reforms vide its Resolution No. 46/1(S)/74-Estt.(B)
       dated the 4th November, 1975 constituted a Commission called as
       Subordinate Services Commission which was subsequently
       redesignated as Staff Selection Commission effective from the 26th
       September, 1977 to make recruitment to various Class III (now Group
       „C‟) (non-technical) posts in various Ministries/Departments of the
       Government of India and in subordinate Offices. The functions of the
       Staff Selection Commission have been enlarged from time to time and
       presently the Staff Selection Commission conducts recruitment to all
       Group „B‟ posts in the pay scale the maximum of which is less than
       Rs. 10,500/-.      Thus the Staff Selection Commission conducts
       examination and/or interviews, whenever required for recruitment to
       the posts within its purview. The examinations are conducted usually
       for :-

       (a)   the   posts   of   Lower    Division   Clerks   in    various
             Ministries/Departments, attached and subordinate offices.

       (b)   the posts of Grade „C‟ and Grade „D‟ Stenographers of Central
             Secretariat Stenographers Service including attached and
             subordinate offices.

       (c)   the posts of Assistant in various Ministries/Departments
             including attached and subordinate offices.

       (d)   the posts of Inspectors of Central Excise, Inspectors of Income
             Tax, Preventive Officers and Examiners in different Custom
             Houses, Assistant Enforcement Officers in Directorate of
             Enforcement, Grade - II of Delhi Administration Subordinate
             Services.

       (e)   the posts Sub-Inspectors in Delhi Police, Central Bureau of
             Investigation and Central Police Organizations.

2.           Besides, the Commission conducts periodical typewriting test
       in English and Hindi.




                                                             Page 345 of 498
3.          On setting up of the Staff Selection Commission, it will not be
     possible to make recruitment to these posts without consulting the
     Staff Selection Commission and that also for filling up of vacancies of
     an ad-hoc nature only.

4.          In CBI, there are posts of SIs, Senior Clerk Stenos and LDCs
     and other Group B & C Posts (as mentioned in the Recruitment
     Rules), to which it is now necessary to make recruitment through the
     Staff Selection Commission. The exact number of vacancies in the
     grade of SIs, LDCs and Sr.Clerk Stenos are to be notified to Staff
     Selection Commission in advance, indicating the number of posts in
     each category reserved for Scheduled Caste and Scheduled Tribes.
     Recruitment examinations are held by the Staff Selection Commission
     and on the basis of results, they nominate candidates for the posts of
     SIs, in CBI (including SIs, Finger Print Bureau, Kolkatta) as well as
     Sr.Clerk Stenos, and LDCs.

5.          While notifying the vacancies to the Commission, the following
     points are required to be noted carefully :-

     (a)   Requisitions and letters intimating the vacancies addressed to
           the Commission should be signed invariably by the authorized
           officer, namely, Head of Office.
     (b)   Only permanent vacancies and vacancies likely to continue
           indefinitely are to be taken into account. Short-term/leave
           vacancies which are to be filled purely on ad hoc basis should
           not be included.
     (c)   Exact location of the vacancies, i.e. places where the nominated
           candidates are to be posted, should be clearly specified.
     (d)   Particular care should be taken to ensure that reservation
           orders are correctly applied and break-up of vacancies reserved
           for SC/ST, OBC, PH and Ex-Servicemen is properly indicated
           in the requisition under the relevant column.
     (e)   It should be ensured that correct number of vacancies are
           intimated.
     (f)   Attested copy of „No Objection Certificate‟ issued by the Central
           (Surplus Staff) Cell, in respect of relevant post may also be
           attached with the requisition.
     (g)   It should be ensured that the official seal of requisitioning
           officer is affixed below his signature.




                                                             Page 346 of 498
                               APPENDIX-V

     THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS)

                   (DISCIPLINE AND APPEAL) RULES, 1961


        (Govt. of India, Ministry of Home Affairs No. 15/18/59-AVD
                      dated, the 15th December, 1961)

                                NOTIFICATION

S.R.O......... In exercise of the powers conferred by the proviso to article 309
of the Constitution, the President hereby makes the following rules, namely:-

(THE DELHI SPECIAL POLICE ESTABLISHMENT (SUBORDINATE RANKS)
(DISCIPLINE AND APPEAL) RULES, 1961.

                              PART-1 (GENERAL)

1.      SHORT TITLE:

      These rules may be called the Delhi Special Police Establishment
(Subordinate Ranks) (Discipline and Appeal) Rules, 1961.

2.      APPLICATION:

      These rules shall apply to all subordinate Police Officers in the Delhi
Special Police Estt.

3.      DEFINITIONS:

        In these rules, unless the context otherwise requires:-

(a)  'Appointing Authority' in relation to a subordinate Police Officer
means-

              (i)    the authority empowered to make appointment to the
              rank or post which the subordinate Police officer for the time
              being holds, or
              (ii)   the authority which appointed the subordinate Police
              Officer to such rank or post, or
              (iii)  where     the   subordinate  Police   Officer    having
              substantively held any other permanent rank or post, has been
              in continuous employment of Govt., the authority which


                                                                  Page 347 of 498
            appointed him to that rank or post, whichever authority is the
            highest authority;

(b)   'Disciplinary Authority' in relation to the imposition of a penalty on a
      subordinate Police Officer means the authority competent under these
      rules to impose on him that penalty;
(c)   'Inspector General of Police' means the Inspector General of Police,
      Delhi Special Police Establishment;
(d)   'Subordinate Police Officer' means a person who is appointed to any
      work rank or post specified in the schedule and includes any such
      person who is on foreign service or whose services are temporarily
      placed at the disposal of any other department of the Central
      Government or of a State Government or a Union Territory or a local
      or other authority and also any person in the service of any other
      department of the Central Government or of a State Govt. or a Union
      Territory or a local or other authority whose services are temporarily
      placed at the disposal of the Delhi Special police Establishment and
      who is appointed to any rank or post specified in the Schedule; and
(e)   'Schedule' means the Schedule to these rules.

4.    APPOINTMENTS:

       All appointments to the ranks or posts mentioned in column 1 of the
schedule shall be made by the authorities mentioned against each in column
2 thereof.

                          PART-II (SUSPENSION)

5.    SUSPENSION

(1)   A subordinate Police Officer may be placed under suspension by the
      Appointing Authority or any authority to which it is subordinate or
      any authority competent under these rules to impose on that officer
      any of the penalties specified in rule-6 :

            (a)    where a disciplinary proceeding against him is
            contemplated or is pending, or
            (b)    where a case against him in respect of any criminal
            offence is under investigation or trial; Provided that where the
            order of suspension is made by an authority lower than the
            Appointing Authority such authority shall forthwith report to
            the appointing authority the circumstances in which the order
            was made.

(2)   A Subordinate Police Officer who is detained in custody, whether on a
      criminal charge or otherwise, for a period exceeding forty-eight hours

                                                               Page 348 of 498
      shall be deemed to have been suspended with effect from the date of
      detention by an order of the Appointing Authority and shall remain
      under suspension until further orders.

(3)   Where a penalty of dismissal, removal or compulsory retirement from
      service imposed upon a Subordinate Police Officer under suspension
      is set aside in appeal or on review under these rules and the case is
      remitted for further enquiry or action or with any other directions, the
      order of his suspension shall be deemed to have continued in force on
      and from the date of the original order of dismissal, removal or
      compulsory retirement and shall remain in force until further orders.

(4)   Where a penalty of dismissal, removal or compulsory retirement from
      service imposed upon a Subordinate Police Officer is set aside or
      declared or rendered void in consequence of or by a decision of a
      Court of Law and the Disciplinary Authority, on a consideration of the
      circumstances of the case, decides to hold a further inquiry against
      him on the allegations on which the penalty of dismissal, removal or
      compulsory retirement was originally imposed the Subordinate Police
      Officer shall deemed to have been placed under suspension by the
      Appointing Authority from the date of the original order of dismissal,
      removal or compulsory retirement and shall continue to remain under
      suspension until further orders.

(5)   An order of suspension made or deemed to have been made under
      this rule may at any time be revoked by the authority which made or
      is deemed to have made the order or by any authority to which that
      authority is subordinate.

                           PART-III (DISCIPLINE)

6.    NATURE OF PENALTIES:

      The following penalties may, for good and sufficient reasons and as
hereinafter provided, be imposed on any subordinate Police Officer namely:-

            (i)    fatigue duty (in the case of Constables only);
            (ii)   extra guard duty (in the case of Head Constables and
            Constables only);
            (iii)  black-mark;
            (iv)   censure;
            (v)    withholding of increments or promotion;
            (vi)   recovery from pay of the whole, part of any pecuniary
            loss caused to the Government by negligence or breach of
            orders;


                                                               Page 349 of 498
              (vii)  reduction to a lower rank or post, or to a lower time
              scale; or to a lower stage in a time scale;
              (viii) compulsory retirement;
              (ix)   removal from service which shall not be a
              disqualification for future employment;
              (x)    dismissal from service which shall ordinarily be a
              disqualification for future employment.

EXPLANATION:

        The following shall not amount to a penalty within the meaning of this
rule:

(i)    withholding of increments of a Subordinate Police Officer for failure to
       pass a departmental examination in accordance with the rules or
       orders governing the rank or post or the terms of his appointment;
(ii)   stoppage of a Subordinate Police Officer at the efficiency bar in the
       time-scale on the ground of his unfitness to cross the bar;
(iii)  non-promotion, whether in a substantive or officiating capacity, of a
       Subordinate Police Officer after consideration of his case, to a rank or
       post for promotion to which he is eligible;
(iv)   reversion to a lower rank or post of a Subordinate Police Officer
       officiating in a higher rank or post on the ground that he is
       considered, after trial, to be unsuitable for such higher rank or post
       or on administrative ground unconnected with his conduct;
(v)    reversion to his permanent rank or post of a Subordinate Police
       Officer appointed in probation to another rank or post during or at the
       end of the period of probation in accordance with the terms of his
       appointment or the rules and orders governing probation;
(vi)    replacement of the services of a Subordinate Police Officer at the
disposal of the authority which had lent his services;
(vii)  compulsory retirement of a Subordinate Police Officer in accordance
       with the provisions relating to his superannuation or retirement;
(viii) termination of the services-

              (a)    of a Subordinate Police Officer appointed on a probation,
              during or at the end of the period of probation, in accordance
              with the terms of his appointment or the rules and orders
              governing probation; or
              (b)    of a temporary Subordinate Police Officer in accordance
              with rules 5 of the Central Civil Services (Temporary Services)
              Rules, 1949;
              (c) of a Subordinate Police Officer employed under an
                  agreement, in accordance with the terms of such
                  agreement.


                                                                Page 350 of 498
7.    DISCIPLINARY AUTHORITIES:

(1)   The Inspector General of Police may impose any of the penalties
      specified in rule 6 on any subordinate police officer.

(2)   Without prejudice to the provisions of sub-rule(1), but subject to the
      provisions of sub-rule(3), any of the penalties specified in rule 6 may
      be imposed on a subordinate Police Officer by the appointing
      authority or the authority specified in the Schedule in this behalf.

(3)   Notwithstanding anything contained in this rule, no penalty specified
      in clauses (vii) to (x) of rule 6 shall be imposed by an authority
      subordinate to the Appointing Authority on any subordinate Police
      Officer.

8.    PROCEDURE FOR IMPOSING MAJOR PENALTIES

(1)   Without prejudice to the provisions of the public servants (Inquiries)
      Act, 1850, (37 of 1850), no order imposing on a subordinate Police
      Officer any of the penalties specified in clauses (vii) to (x) of rule 6
      shall be passed except after an inquiry, held as far as may be, in the
      manner hereinafter provided.

(2)   The Disciplinary Authority shall frame definite charges on the basis of
      the allegations on which the inquiry is proposed to be held. Such
      charges, together with a statement of the allegations on which they
      are based, shall be communicated in writing to the Subordinate Police
      Officer and he shall be required to submit, within such time as may
      be specified by the Disciplinary Authority;

             (a)   to such Authority, or,
             (b)   where a Board of Inquiry or Inquiring Officer has been
             appointed under sub-rule(3), to that Board of officer a written
             statement of his defence and also to state whether he desires to
             be heard in person.

EXPLANATION:
      In this sub-rule and in sub-rule(4) the expression "the Disciplinary
Authority" shall include the authority competent under these rules to impose
upon such Subordinate Police Officer any of the penalties specified in
clauses (iii) to (vi) of rule 6.

(3)   The Disciplinary Authority may inquire into the charges itself or, if it
considers it necessary so to do, it may either at the time of communicating

                                                               Page 351 of 498
the charges to the Subordinate Police Officer under sub-rule(2), at any time
there-after, appoint a Board of Inquiry or Inquiring Officer for the purpose.

(4)    The Subordinate Police Officer shall for the purpose of preparing his
defence, be permitted to inspect and take extracts from such official records
as he may specify, provided that such permission may be refused if, for
reasons to be recorded in writing, in the opinion of the Disciplinary Authority
such records are not relevant for the purpose or it is against the public
interest to allow him access thereto.

(5)    On receipt of the written statement of defence, or if no such statement
is received within the time specified, the authority inquiring into the charges
under sub-rule(3) hereinafter referred to as the inquiring authority may
inquire into such of the charges as are not admitted.

(6)    The inquiring authority shall, in the course of the inquiry, consider
such documentary evidence and take such oral evidence as may be relevant
or material in regard to the charges. The Subordinate Police Officer shall be
entitled to cross-examine witnesses examined in support of the charges and
to give evidence in person and to examine witnesses in his defence. If the
Inquiring Authority declines to examine any witness on the ground that his
evidence is not relevant or material, it shall record the reasons in writing.

(7)    At the conclusion of the inquiry, the Inquiry Authority shall prepare a
report of the inquiry, recording its findings on each of the charges together
with reasons thereof, if in the opinion of such Authority the proceedings of
the inquiry establish charges different from those originally framed, it may
record findings on such charges provided that findings on such charges
shall not be recorded unless the Subordinate Police Officer has admitted the
facts constituting them or has had an opportunity of defending himself
against them.

(8)   The record of the inquiry shall include:-

             (i)    the charges framed against the Subordinate Police
             Officer and the statement of allegations communicated to him
             under sub-rule(2);
             (ii)   his written statement of defence if any;
             (iii)  the oral evidence taken in the course of the inquiry;
             (iv)   the documentary evidence considered in the course of
             the inquiry;
             (v)    the orders, if any, made by the Disciplinary Authority
             and the Inquiring Authority in regard to the inquiry; and
             (vi)   a report setting out the finding on each charge and the
             reasons thereof.




                                                                Page 352 of 498
(9)    The Disciplinary Authority shall, if it is not the Inquiring Authority
       consider the record of the inquiry and record its findings on each
       charge.

(10)   (i)   If the Disciplinary Authority, having regard to its findings on
       the charges, is of the opinion that any of the penalties specified in
       clauses (vii) to (x) of rule 6 should be imposed, it shall

              (a)    furnish to the Subordinate Police Officer a copy of the
              report of the Inquiring Authority and, where the Disciplinary
              Authority is not the Inquiring Authority, a statement of its
              findings together with brief reasons for disagreement if any,
              with the findings of the Inquiring Authority; and

              (b)    give him a notice stating the action proposed to be taken
              in regard to him and calling upon him to submit within a
              specified time such representation as he may wish to make
              against the proposed action.

       (ii)   The Disciplinary Authority shall consider the representation, if
       any, made by the Subordinate Police Officer in response to the notice
       under clause (i) and determine what penalty, if any, should be
       imposed on the Subordinate Police Officer and pass appropriate
       orders on the case.

(11)   If the Disciplinary Authority having regard to its findings, is of the
       opinion that any of the penalties specified in clause (iii) to (vi) of rule 6
       should be imposed, it shall pass appropriate orders in the case.

(12)   Orders passed by the Disciplinary Authority shall be communicated to
       the Subordinate Police Officer who shall also be supplied with a copy
       of the report of the Inquiring Authority and, where the Disciplinary
       Authority is not the Inquiring Authority, a statement of its findings
       together with brief reasons for disagreement, if any, with the findings
       of the Inquiring Authority, unless they have already been supplied to
       him.

9.     PROCEDURE FOR IMPOSING MINOR PENALTIES

(1)    In every case where it is proposed to impose on a Subordinate Police
       Officer any of the penalties mentioned in clause (i) and (ii) of rule 6, he
       shall be given an opportunity of explaining orally his conduct against
       the action proposed to be taken in regard to him. This explanation
       and the orders passed will be briefly recorded by the officer imposing
       the penalty or penalties in a register maintained for this purpose.


                                                                    Page 353 of 498
(2)   No order imposing any of the penalties specified in clauses (iii) to (vi)
      of rule 6 shall be passed except after-

              (a)    the Subordinate Police Officer is informed in writing of
              the proposal to take action against him and of the allegations
              on which it is proposed to be taken and given an opportunity to
              make any representation he may wish to make; and
              (b)    such representation, if any is taken into consideration
              by the Disciplinary Authority.

(3)   The record of proceedings in cases under sub-rule (2) shall include-

              (i)    a copy of the intimation of the Subordinate Police Officer
              of the proposal to take action against him;
              (ii)   a copy of the statement of allegations communicated to
              him;
              (iii)  his representation, if any and
              (iv)   the orders on the case together with the reasons
              therefor.

(4)   Order passed by the Disciplinary Authority shall be communicated to
      the Subordinate Police Officer.

10.   JOINT ENQUIRY

(1)   Where two or more Subordinate Police Officers are concerned in any
      case, the President or the Inspector General of Police or any other
      authority competent to impose the penalty of dismissal from service
      on all such Subordinate Police Officers may make an order directing
      that disciplinary action against all of them may be taken in a common
      proceeding.

(2)   Subject to the provision of sub-rule(3) of rule 7, any such order shall
      specify-

              (i)    the authority which may function as the Disciplinary
              Authority for the purpose of such common proceedings;
              (ii)   the penalties specified in rule 6 which such Disciplinary
              Authority shall be competent to impose; and
      (iii)   whether the procedure prescribed in rule 8 or rule 9 may be
              followed in the proceeding.




                                                                Page 354 of 498
11.   SPECIAL PROCEDURE IN CERTAIN CASES:

      Notwithstanding anything contained in rules 8, 9 and 10-

(1)   where a penalty is imposed on a Subordinate Police Officer on the
      ground of conduct which has led to his conviction on a criminal
      charge; or

(2)   where the Disciplinary Authority is satisfied for reasons to be
      recorded in writing that it is not reasonably practicable to follow the
      procedure prescribed in these rules or

(3)   where the President is satisfied that in the interest of the security of
      the State it is not expedient to follow such procedure, the Disciplinary
      Authority may consider the circumstances of the case and pass such
      orders thereon as it deems fit.




12.   PROVISION REGARDING OFFICERS LENT TO STATE GOVT. ETC.

(1)   Where the services of a Subordinate Police Officer are lent to any
      other Department of the Central Government or to a State
      Government or Union Territory or to a local or other authority
      (hereinafter in this rule referred to as "the borrowing authority") the
      borrowing authority shall have the powers of the Appointing Authority
      for the purpose of placing him under suspension and of the
      Disciplinary Authority for the purpose of taking disciplinary
      proceedings against him;

              Provided that the borrowing authority shall forthwith inform
      the authority which lent his services (hereinafter in this rule referred
      to as "the lending authority") of the circumstances leading to the order
      of his suspension or the commencement of the disciplinary proceeding
      as the case may be, except in respect of proceedings under rule 9.

(2)   In the light of the findings in the disciplinary proceedings taken
      against the Subordinate Police Officer,

            (i)   if the borrowing authority is of the opinion that any of
            the penalties specified in clauses (i) to (vi) of rule 6 should be
            imposed on him, it may pass such order on the case as it
            deems necessary;
            (ii)  if the borrowing authority is of the opinion that any of
            the penalties specified in clauses (vii) to (x) of rule 6 should be
            imposed on him, it shall replace his services at the disposal of

                                                               Page 355 of 498
            the lending authority and transmit to it the proceedings of the
            inquiry and thereupon the lending authority may, if it is the
            Disciplinary Authority, pass such orders therein as it deems
            necessary, or if it is not the Disciplinary Authority submit the
            case to the Disciplinary Authority which shall pass such orders
            on the case as it deems necessary;

       Provided that in passing any such order the Disciplinary Authority
shall comply with the provisions of sub-rules (10) & (11) of rule 8.

EXPLANATION:

      The Disciplinary Authority may make an order under this clause on
the record of the inquiry transmitted by the borrowing authority, or after
holding such further inquiry as it may deem necessary.

13.   PROVISION REGARDING OFFICERS BORROWED FROM STATE
      GOVT. ETC.

(1)   Where an order of suspension is made or a disciplinary proceeding is
      taken against a Subordinate Police Officer whose services have been
      borrowed from a State Government, a Union Territory, a local or other
      authority, the authority lending his services (hereinafter in this rule
      referred to as "the lending authority") shall forthwith be informed of
      the circumstances leading to the order of his suspension or the
      commencement of the disciplinary proceedings, as the case may be.

(2)   In the light of the findings in the disciplinary proceedings taken
      against the Subordinate Police Officer-

            (i)    if the Disciplinary Authority is of the opinion that any of
            the penalties specified in clause (i) to (vi) of rule 6 should be
            imposed on him it may pass such orders on the case as it
            deems necessary;
            (ii)   if the disciplinary authority is of the opinion that any of
            the penalties specified in clauses (vii) to (x) of rule 6 should be
            imposed on him, it shall replace his services at the disposal of
            the lending authority and transmit to it the proceedings of the
            inquiry for such action as it deems necessary;
            (iii)  notwithstanding anything contained in clause (ii) of sub-
            rule (2) when the Disciplinary Authority is of opinion that a
            Subordinate Police Officer whose services have been borrowed
            from a State Govt. or a Union Territory is guilty of misconduct
            so as to warrant the imposition of any of the penalties specified
            in clauses (vii) to (x) of rule 6 it may at its discretion revert
            such Subordinate Police Officer to the lending authority

                                                               Page 356 of 498
             without holding an inquiry at all and report the details of the
             case to the lending authority for such action as it deems
             necessary.

                             PART-IV- APPEALS

14.   APPEALS AGAINST ORDERS OF SUSPENSION

      A Subordinate Police Officer may appeal against an order of
suspension to the authority to which the authority which made or is deemed
to have made the order is immediately subordinate.

15.   APPEALS AGAINST ORDERS IMPOSING PENALTIES

(1)   A Subordinate Police Officer may appeal against an order of the
      Inspector General of Police imposing upon him any of the penalties
      specified in clauses (iii) to (x) of rule 6 to the Secretary to the
      Government of India, Ministry of Home Affairs.

(2)   Subject to the provisions contained in sub-rule (1), a Subordinate
      Police Officer may appeal against an order imposing upon him any of
      the penalties specified in clauses (iii) to (x) of rule 6 to the authority
      specified in this behalf in the Schedule.

(3)   No appeal shall lie against an order imposing any of the penalties
      specified in clauses (i) and (ii) of rule 6.

EXPLANATION

      In this rule the expression 'Subordinate Police Officers' includes a
person who has ceased to hold any rank or post mentioned in the Schedule.

16.   APPEAL AGAINST OTHER ORDERS

(I)   A Subordinate Police Officer may appeal against an order which-

             (a)    denies or varies to his disadvantage his pay, allowances,
             pension or other conditions of service as regulated by any rules
             or by agreement, or
             (b)    interprets to his disadvantage the provisions of any such
             rule or agreement, to the President, if the order is passed by
             the authority which made the rules or agreement, as the case
             may be or by any authority to which such authority is
             subordinate, and to the authority which make such rules or
             agreement, if the order is passed by any other authority.


                                                                Page 357 of 498
(2)    An appeal against an order-

              (a)    stopping a Subordinate Police Officer at the efficiency
              bar in the time-scale on the ground of his unfitness to cross
              the bar;
              (b)    reverting to a lower rank or post, a Subordinate Police
              Officer officiating in a higher rank or post, otherwise, than as a
              penalty;
              (c)    reducing or withholding the pension or denying the
              maximum pension admissible under the rules; and
                     (e)     determining the pay and allowances for the period
                             of suspension to be paid to a Subordinate Police
                             Officer on his reinstatement or determining
                             whether or not such period shall be treated as a
                             period spent on duty for any purpose, shall lie to
                             the authority to whom the authority passing such
                             order is immediately subordinate.




EXPLANATION:
     In this rule:-
(i)  the expression, 'Subordinate Police Officer' includes a person who has
     ceased to hold a rank or post mentioned in the schedule;

(ii)   the expression 'pension' includes additional pension, gratuity and any
       other retirement benefit.

17.    PERIOD OF LIMITATION FOR APPEALS

       No appeal under this part shall be entertained unless it is submitted
within a period of three months from the date on which the appellant
receives a copy of the order appealed against:

      Provided that the appellate authority may entertain the appeal after
the expiry of the said period, if it is satisfied that the appellant had sufficient
cause for not submitting the appeal in time.

18.    FORM AND CONTENTS OF APPEAL

(1)    Every person submitting an appeal shall do so separately and in his
       own name.

(2)    The appeal shall be addressed to the authority to whom the appeal
       lies, shall contain all material statements and arguments on which


                                                                   Page 358 of 498
         the appellant relies; shall not contain any disrespectful or improper
         language, and shall be complete in itself.

19.      SUBMISSION OF APPEALS

       Every appeal shall be submitted to the authority which made the
order appealed against:

      Provided that if such authority is not the head of the office in which
the appellant may be serving, or if he is not in service, the head of the office
in which he was last serving, or is not subordinate to the head of such office,
the appeal shall be submitted to the head of such office who shall forward it
forthwith to the said authority;

      Provided further that copy of the appeal may be submitted direct to
the appellate authority.

20.      WITHHOLDING OF APPEALS

(1)      The authority which made the order appealed against may withhold
         the appeal if -

               (i)     it is an appeal against an order from which no appeal
               lies; or
               (ii)    it does not comply with any of the provision of rule 18;
               or
               (iii)   it is not submitted within the period specified in rule 17
               and no cause is shown for the delay; or
               (iv)    it is a repetition of an appeal already decided and no
               new facts or circumstances are adduced:

                Provided that an appeal withheld on the ground only that it
         does not comply with the provisions of rule 18 shall be returned to the
         appellant and , if re-submitted within one month thereof after
         compliance with the said provisions, shall not be withheld.

(2)      Where an appeal is withheld, the appellant shall be informed of the
         fact and the reasons whereof.

      (3) At the commencement of each quarter a list of the appeals withheld
          by any authority during the previous quarter, together with the
          reasons for withholding them, shall be furnished by that authority to
          the appellate authority.




                                                                 Page 359 of 498
EXPLANATION:

      "Quarter" means a period of three months commencing on the first of
January, the first of April, the first of July and the first of October of each
year.

21.   TRANSMISSION OF APPEALS:

(1)   The authority which made the order appealed against shall, without
      any avoidable delay, transmit to the appellate authority every appeal
      which is not withheld under rule 20, together with its comments
      thereon and the relevant records.

(2)   The authority to which the appeal lies may direct transmission to it of
      any appeal withheld under rule 20 and thereupon such appeal shall
      be transmitted to that authority together with the comments of the
      authority withholding the appeal and the relevant records.

22.   CONSIDERATION OF APPEALS:

(1)   In the case of an appeal against an order of suspension, the appellate
      authority shall consider whether in the light of the provisions of rule 5
      and having regard to the circumstances of the case the order of
      suspension is justified or not and confirm or revoke the order
      accordingly.

(2)   In the case of an appeal against an order imposing any of the
      penalties specified in rule 6, except those specified in clauses (i) and
      (ii) the appellate authority shall consider-

             (a)     whether the procedure prescribed in these rules has
             been complied with and if not, whether such non-compliance
             has resulted in violation of any provisions of the constitution or
             in failure of justice;
             (b)     whether the findings are justified; and
             (c)     whether the penalty imposed is excessive, adequate or
             inadequate; and pass orders-

                    (i)   Setting aside, reducing, confirming or enhancing
                    the penalty; or
      (ii)   remitting the case to the authority which imposed the penalty
             or to any other authority with such direction as it may deem fit
             in the circumstances of the case;




                                                                Page 360 of 498
      PROVIDED THAT-

          (i) the appellate authority shall not impose any enhanced penalty
          which neither such authority nor the authority which made the
          order appealed against is competent in the case to impose;

          (ii) no order imposing an enhanced penalty shall be passed unless
          the appellant is given an opportunity of making any representation
          which he may wish to make against such enhanced penalty; and

          (iii) if the enhanced penalty which the appellate authority proposes
          to impose is one of the penalties specified in clauses (vii) to (x) of
          rule 6 and an inquiry under rule 8 has not already been held in
          the case, the appellate authority shall, subject to the provisions of
          rule 11, itself hold such inquiry or direct that such inquiry be held
          and thereafter on consideration of the proceedings of such inquiry,
          and after giving the appellant an opportunity of making any
          representation which he may wish to make against such penalty,
          pass such orders as it may deem fit.

(3)   In the case of an appeal against any order specified in the rule 16, the
      appellate authority shall consider all the circumstances of the case
      and pass such orders as it deems just and equitable.

23.   IMPLEMENTATION OF ORDERS IN APPEAL:

       The authority which made the ordes appealed against shall give effect
to the orders passed by the appellate authority.

24.   FORWARDING OF APPEAL TO HIGHER AUTHORITY IN CERTAIN
      CASES.

       Notwithstanding anything contained in this part, where the person
who made the order appealed against becomes by virtue of his subsequent
appointment or otherwise, the appellate authority in respect of the appeal
against such order, such person shall forward the appeal to the authority to
which he is immediately subordinate and such authority shall, in relation to
the appeal, be deemed to be the appellate authority for the purposes of these
rules.

                              PART-V- REVIEW

25.   REVIEW BY THE INSPECTOR GENERAL OF POLICE, DELHI SPECIAL
      POLICE ESTABLISHMENT




                                                                Page 361 of 498
       The Inspector General of Police, if he is not the authority to which an
appeal against an order imposing any of the penalties specified in rule 6 lies,
may, of his own notion or otherwise, call for the records of the case in a
disciplinary proceeding, review any order passed in such a case and

(a)     confirm, modify or set aside the order;
(b)     impose any penalty or set aside, reduce confirm, or enhance the
        penalty imposed by the order;
(c)     remit the case to the authority which made the order of to any other
        authority directing such further action or enquiry as he considers
        proper in the circumstances of the case; or
(d)     pass such other order as he deems fit.

PROVIDED THAT-

(i)     an order enhancing the penalty shall not be passed unless the person
        concerned has been given an opportunity of making any
        representation which he may wish to make against such enhanced
        penalty;

(ii)    if the Inspector General of Police proposes to impose any of the
        penalties specified in clauses (vii) to (x) of rule 6 in a case where an
        inquiry under rule 8 has not been held, he shall, subject to the
        provisions of rule 11, direct that such inquiry be held and thereafter
        on consideration of the proceedings of such inquiry and after giving
        the person concerned an opportunity of making any representation
        against such penalty, pass such order as he may deem fit; and

(iii)   no action under this rule shall be initiated by the Inspector General of
        Police, more than two years after the date of the order to be reviewed.

26.     REVIEW BY APPELLATE AUTHORITY:

       The authority to which an appeal against an order imposing any of
the penalties specified in rule 6 lies, may of its own notion or otherwise and
if no appeal has been preferred, call for the records of the case in a
disciplinary proceeding, review any order passed in such a case, and pass
such orders as it deems fit, as if the Subordinate Police Officer had preferred
an appeal against such order;

PROVIDED THAT-

      no action under this rule shall be initiated more than six months after
the date of the order to be reviewed.




                                                                 Page 362 of 498
                        PART-VI- MISCELLANEOUS

27.   THE CENTRAL CIVIL SERVICES (CLASSIFICATION, CONTROL AND
      APPEAL) RULES.   NOT TO APPLY TO SUBORDINATE POLICE
      OFFICERS.

(1)   The Central Civil Services (Classification, Control and Appeal) Rules
      and any notifications issued and orders made thereunder shall cease
      to apply to all subordinate police officers.

      PROVIDED THAT-

(a)   such cessation shall not affect the previous operation of the said
      rules, notification and orders or anything done or any action taken
      thereunder;

(b)   any proceeding under the said rules, notifications or orders pending
      at the commencement of these rules shall be continued and dispose of
      as far as may be, in accordance with the provisions of these rules;

(2)   nothing in these rules shall operate to deprive any Subordinate Police
      Officer of any right of appeal which had accrued to him under the
      Central Civil Services (Classification, Control and Appeal) Rules,
      1957, or any notifications or orders issued thereunder in respect of
      any order passed before the commencement of these rules.

(3)   An appeal pending at or preferred after the commencement of these
      rules against an order made before such commencement shall be
      considered and orders thereon shall be passed in accordance with
      these rules.




28.   SPECIAL PROVISION BY AGREEMENT:

      Where it is considered necessary to make special provisions in respect
of a Subordinate Police Officer, inconsistent with any of these rules, the
authority making the appointment may, with the previous approval of the
President and by agreement with such Subordinate Police Officer, make
such special provisions and thereupon these rules shall not apply to such
Subordinate Police Officer, to the extent to which the special provision so
made are inconsistent therewith.

29.   REMOVAL OF DOUBTS:-


                                                             Page 363 of 498
      Where a doubt arises as to the interpretation or application of any of
the provisions of these rules, the matter shall be referred to the President
whose decision thereon shall be final.



                                                    Sd- TCA Ramanujachari
                                              Dy. Secy. to the Govt. of India.

No. 15/18/59-AVD                        Dated: November, 1961.

1.    Copy to Inspr. Genl. of Police, SPE, New Delhi.
2.    Ministry of Law (Department of Legal Affairs) for information.




                                                              Page 364 of 498
                                                  SCHEDULE

Description    Appointing   Authority empowered to impose penalties and penalty                             Appellate
 of rank or     authority   which it may impose                                                             Authority
    post                     Authority                                Penalties
      1            2             3                                       4
                                                                                                                 5
                                               i) Fatigue duty in the case of Constables only
                                               ii) Extra guard duty (in the case of Head Constables
                                               and Constables only)
                                               iii) Black Mark
                                               iv) Censure
                                               v) Withholding of increments or promotion
                                               vi) Recovery from pay of the whole or part of any
                                               pecuniary loss caused to the Government by
                                               negligence or breach of orders
                                               vii) Reduction to a lower rank or post or to a lower
                                               time scale or to a lower state in a time scale
                                               viii) Compulsory retirement
                                               ix) Removal from service which shall not be a
                                               disqualification for future employment
                                               x) Dismissal from service which shall ordinarily be a
                                               disqualification for future employment.



           1                     2                            3                      4                  5
  Delhi Special Police Establishment
  (sub-ordinte ranks)
  1. Inspectors         Dy. Inspr. Genl. of      i) Supdt.of                   (iv) to (vii)   (i) Dy. Inspr. Genl.
  including             Police                   Police/Assistant Inspr.                       of Police
  Technical                                      Genl. of Police
  Inspectors,
  Assistant Public                               ii) Dy. Inspr. Genl. of      All              (ii) Inspector
  Prosecutors Grade-                             Police                                        General of Police
  I
  2. Sub-Insprs.        Dy. Inspr. Genl. of      i) Supdt. of Police/Asstt.   (iv) to (vii)    (i) Dy. Inspr. Genl.
  including             Police                   Inspector General of                          of Police
  Technical Sub-                                 Police
  Inspectors, Asstt.
  Public Prosecutors                                                          All              (ii) Inspector
  Grade-II and Asstt.                            ii)Dy. Inspr. Genl. of                        General of Police
  Sub-Inspectors                                 Police
  3. Head               Supdt. of                i) Dy. Supdt. of Police      (ii)             (i) No appeal
  Constables            Police/Asstt. Inspr.                                                   allowed.
                        Genl. of Police          ii) Supdt. of Police/AIG     All
                                                                                               (ii) Dy. Inspr.
                                                                                               Genl. of Police
  4. Constables         SP/AIG                   i) Dy. Supdt. of Police      (i) & (ii)       (i) No appeal
                                                                                               allowed
                                                 ii) Supdt. of Police/AIG     All
                                                                                               (ii) Dy. Inspr.
                                                                                               Genl. of Police


  Note :  (i)        In respect of Sub-ordinate Police Officers of the ranks of HCs and FCs attached to
  Headquarters of the Delhi Special Police Establishment, the Asstt. Director(P) will exercise the powers of
  the Supdt. of Police as noted above. SP(Hqrs.) in CBI, Head Office will now exercise the powers in place of
  AD(P).

           (ii)     In particular cases in which the Inspr. Genl. of Police was actually the appointing
  authority, the punishments at items vii to x will be awarded by him.




                                                                                               Page 365 of 498
           GOI, DP&AR No. 202/44/71-AVD.II dated 30.10.1973



                                     ORDER

S.O............. In exercise of the powers conferred by sub-rule(2) of rule 9,
clause (b) of sub-rule (2) of rule 12 and sub-rule (1) of rule 24 of the Central
Civil Services (Classification, Control and Appeal) Rules, 1965 and in
supersession of the existing orders on the subject, the President hereby
directs that:-

(i)    in respect of the posts in the General Central Services, Class II,
specified in column 1 of the Part I of the Schedule to this Order, the
authority specified in column 2, shall be the Appointing Authority and the
Authority specified in column 3 shall be the Disciplinary Authority in regard
to the penalties specified in column 4;

(ii)    in respect of the posts in the General Central Service, Class III and
the General Central Service, Class IV, specified in column 1 of Part II and
Part III of the said Schedule, the Authority specified in column 2 shall be the
Appointing Authority and the authority specified in column 3 and 5 shall be
the Disciplinary Authority and Appellate Authority respectively in regard to
the penalties specified in column 4,

                                 (SCHEDULE)

No. 202/44/71-AVD.II dated 30.10.1973.
                                                              Sd- B.C.Vanjani
                                             Under Secy. to the Govt. of India.

Copy forwarded for information to:

1.    The Director, CBI, New Delhi.
      xxx         xxx          xxx              xxx




                                                                Page 366 of 498
                                              SCHEDULE

                    Part-I - General Central Service, Class II
 Description of     Appointing         Authority empowered to impose             Appellate Authority
     post            authority              penalties and penalties
                                     and penalties which it may impose (
        1                2          With reference to item numbers in rule
                                                      11)                                    5


                                           Authority             Penalties
                                               3                    4
1. Dy. Supdt. of      Director,      (i) Director, Central          All                   President
Police                 Central      Bureau of Investigation
                      Bureau of
                    Investigation          (ii) Joint
                                      Director/Additional        (i) to (iv)   Director, Central Bureau
                                            Director                                of Investigation
2. Senior Public        -do-         (i) Director, Central          All        Presiden
                                                                                             To be modified
Prosecutor                          Bureau of Investigation                    t
                                                                                             in the light of
                                                                                             the revised
                                           (ii) Joint
                                                                                             recruitment
                                      Director/Additional        (i) to (iv)
                                                                                             rules
                                            Director                           Presiden
                                                                               t
                                                                               Dir./CBI
3. Jr. Technical        -do-            (i) Director, CBI           All                   President
Officer(Accounts)
                                    (ii) Joint Director/ Addl.
                                              Director           (i) to (iv)         Director, CBI


4. Jr. Technical        -do-            (i) Director, CBI           All                   President
Oficer (Income-
Tax)                                (ii) Joint Director/ Addl.   (i) to (iv)         Director, CBI
                                              Director

5. Hindi Officer        -do-            (i) Director, CBI           All                   President

                                    (ii) Joint Director/ Addl.   (i) to (iv)         Director, CBI
                                              Director
6. Office Supdt.        -do-            (i) Director, CBI           All                   President

                                    (ii) Joint Director/ Addl.   (i) to (iv)         Director, CBI
                                              Director
7. Jr. Scientific       -do-            (i) Director, CBI           All                   President
Officer
                                    (ii) Joint Director/ Addl.   (i) to (iv)         Director, CBI
                                              Director
8. Senior               -do-            (i) Director, CBI           All                   President
Scientific
Assistant (Class                    (ii) Joint Director/ Addl.   (i) to (iv)         Director, CBI
II Non-Gazetted)                              Director




                                                                                    Page 367 of 498
                                              SCHEDULE

                    Part-II- General Central Service, Class III

   Description of     Appointing         Authority empowered to impose               Appellate Authority
    rank or post       authority       penalties and penalty which it may
                                     impose (with reference to item numbers
                                                    in rule 11)
         1                  2             Authority              Penalties                    5
                                             3                      4
  1. Counterfeit       DIG/DD              DIG/DD                    All             Joint Director/CBI
  Expert
  2. Crime Asstt.        -do-                -do-                    All                     -do-
  3. Hindi Asstt.        -do-                -do-                    All                     -do-
  4. Personal            -do-                -do-                    All                     -do-
  Asstt.
  5. Head Clerk          -do-             i) DIG/DD                  All             Joint Director, CBI

                                             ii) SP               (i) to (iv)             DIG/CBI
  6. Selection           -do-                -do-                    All                  DIG/CBI
  Grade
  Sr. Clerk.
  Steno.
  7. Sr. Clerk        Supdt. of        Supdt. of Police              All                   DIG/DD
  Steno                Police
  8. Upper             DIG/DD             i) DIG/DD                  All             Joint Director/CBI
  Divisioin Clerk
                                                                  (i) to (iv)              DIG/DD
                                             ii) SP
  9. Sr. Crime           -do-              DIG/DD                    All             Joint Director, CBI
  Clerk
  10. Lower           Supdt. of        Supdt. of Police              All                   DIG/DD
  Division Clerk       Police
  11. Jr. Crime        DIG/DD              DIG/DD                    All             Joint Director/CBI
  Clerk
  12. Sr.                -do-                -do-                    All                     -do-
  Gestetner
  Operator
  13. Munim              -do-             i) DIG/DD                  All             Joint Director, CBI

                                      ii) Supdt. of Police        (i) to (iv)              DIG/DD
  14. Operseer           -do-              DIG/DD                    All             Joint Director, CBI
  15. Asstt.             -do-                -do-                    All                     -do-
  Librarian
  16. Curator            -do-                -do-                    All                     -do-
  17. Punchman           -do-                -do-                    All                     -do-
  Verifier
  18. Proof              -do-                -do-                    All                     -do-
  Reader
  19. Public             -do-                -do-                    All                      -do-
  Prosecutor                                                                        (To be modified in the
                                                                                        light of revised
  20. Asstt              -do-                -do-                    All
                                                                                      recruitment rules)
  Public
  Prosecutor
         (Dy. Director, Central Bureau of Investigation is ex-officio Dy. Inspr. Genl. of Police, Central
Bureau of Investigation).




                                                                                         Page 368 of 498
                                           SCHEDULE

                   Part-III- General Central Services, Class IV


Description of rank     Appointing     Authority empowered to impose penalties and            Appellate
or post                  authority     penalties which it may impose (with reference to       Authority
                                       item numbers in rule 11)
                                                     Authority                  Penalties
            1               2                           3                          4              5
1. Daftry                SP/AIG                       SP/AIG                       All        DIG/DD
2. Jr. Gestetner           -do-                        -do-                        All        DIG/DD
Operator
3. Sweeper                 -do-                        -do-                        All        DIG/DD
4. Peon                    AIG                          AIG                        All        DIG/DD




        (Dy. Director, Central Bureau of Investigation is ex-officio Dy. Inspr. Genl. of Police, Central
Bureau of Investigation)




                                                                     Sd/- B.C. Vanjani
                                             Under Secretary to the Government of India




                                                                                    Page 369 of 498
                                    APPENDIX-V1

                                ADMINS MODULE

1.              The   Computerization     Project of the       CBI envisages
         computerization of various functions of the CBI. One of the areas
         covered by the project are office automation and the management of
         various administrative functions. For this purpose, a software module
         namely ADMINS has been developed to facilitate administrative work
         and it has been fully implemented in the CBI.

2.              The ADMINS module is acronym for „Administration
         Information System‟. It covers the following major administration
         related activities carried out by the Administration Division as well as
         the branches of the CBI namely,

         (i)       Personnel Information System
         (ii)      Accommodation
         (iii)     Advances
         (iv)      Budget Monitoring System
         (v)       CBI Benevolent Fund
         (vi)      Pay roll and Provident Fund
         (vii)     Vehicles, Equipment and Dead Stock Information
         (viii)    Training Division Information System

         Personnel Information System (PIS)

         PIS will aid in maintenance of :

                 Employee details like qualifications, postings, pay, deputation,
                  awards, training attended, foreign visits etc.

                 Vacancy status of CBI branches.

                 Status of ACRs.

                Information about officers being considered for induction in CBI.

                 Details regarding deputation from/to CBI.

                 Details of employees under suspension or against whom
                  disciplinary proceedings are contemplated.

                 Details regarding payment to the Armed Guards.

                                                                     Page 370 of 498
            It will aid the recruitment/promotion processes.

        Accommodation Module
        Will aid in maintenance of :

       CBI pooled quarter information
       Quarter occupancy
       Licence fee recovery
       Waiting list for accommodation
       Official and residential buildings
       CBI land
       Details of proposals for purchase/lease of land/ buildings

        Advances Module

        Will aid in maintenance of :

       House Building Advance and Motor Car Advance
       Recovery of advances
       Details on pending applications
       Funds available with CBI for the financial year

        Budget Monitoring System

        Will aid in maintenance of:

       Budget allocation, reallocation and revision
       Funds utilisation
       Head-wise budget allocation for all the Branches
       Monthly head-wise expenditure for each Branch
       Budget utilisation records
       Consolidated expenditure reports
       Bill-wise expenses entry

        CBI Benevolent Fund Module

        Will aid in maintenance of:

       Subscriber‟s details
       Defaulter‟s details
       Relief and loans
       Recovery of loan
       Investments, receipts, issues from the fund account
       Enable to effectively monitor the CBF subscription and utilisation.

        Payroll System

                                                                Page 371 of 498
     Will aid in maintenance of :

    Employee‟s earnings and deductions.
    Loan, advances & licence fee recovery.
    Savings information and bonus details
    Income tax deductions.
    Recoveries to be made on account of deputationists.
    Pay bills, supplementary pay bills, pay slips, supplementary pay slips,
     GPF schedules bank statements, GPF statements etc. will be
     generated.

     Vehicles, Equipment, Telephone and Dead Stock Information
System

     Will aid in maintenance of :

    Expenditure on a vehicle i.e. purchase, monthly maintenance, petrol,
     accidental repairs etc.
    Monitor the vehicle performance by consolidating the monthly
     information received on expenses and km run.
    Identify the vehicles due for condemnation.
     Purchase, issue, return and condemnation details of office equipment
     and dead stock.
    Identifying the equipment which is due for AMC.
    Provide updated dead stock availability status.
    Details of telephone connections, allotments and expenses on them.

     Training Division Module

     Will aid in maintenance of :

    Details of courses
    Schedules of courses
    Details of course participants
    Faculty details
    Nominations
    Participant‟s profile
    Course feedback
    Evaluation




                                                             Page 372 of 498
                                                                  Annexure - I

                              No.4/31/61-T
                         GOVERNMENT OF INDIA
                       MINISTRY OF HOME AFFAIRS

                                        NEW DELHI - 11, the 1st April, 1963.

                                RESOLUTION

        The Government of India have had under consideration the
establishment of a Central Bureau of Investigation for the investigation of
crimes at present handled by the Delhi Special Police Establishment
including specially important cases under the Defence of India Act and Rules
particularly of hoarding, black-marketing and profiteering in essential
commodities, which may have repercussions and ramifications in several
States; the collection of intelligence relating to certain types of crime;
participation in the work of the National Central Bureau connected with the
International Criminal Police Organisation; the maintenance of crime
statistics and dissemination of information relating to crime and criminals;
the study of specialised crime of particular interest to the Government of
India or crimes having all India or inter-State ramifications or of particular
importance from the social point of view; the conduct of police research; and
the co-ordination of laws relating to crime. As a first step in that direction,
the government of India have decided to set up with effect from 1st April,
1963 a Central Bureau of Investigation at Delhi with the following six
Divisions, namely :-

      (i)     Investigation and Anti-Corruption Division,
              (Delhi Special Police Establishment)
      (ii)    Technical Division,
      (iii)   Crime Records and Statistics Division,
      (iv)    Research Division,
      (v)     Legal and General Division,
      (vi)    Administration Division.

       The Charter of functions of the above said Divisions will be as given in
the annexure. The assistance of the Central Bureau of Investigation will also
be available to the State Police Forces on request for investigating and
assisting in the investigation of inter-State crime and other difficult criminal
cases.

                                                                  sd/-
                                                          ( V. Viswanathan )
                                         Secretary to the Government of India
   No. 4/31/61-T                         New Delhi-11, the 1st April, 1963.



                                                                Page 373 of 498
ORDER : Ordered that a copy of the Resolution be communicated to
        all State Governments/Union Territories Administrations;
        Director, Intelligence Bureau; Inspector General, Special
        Police Establishment, Delhi; all Ministries/Departments of
        the Govt. of India.
        Ordered also that the Resolution be published in the
        Gazette of India for general information.

                                                        sd/-
                                                ( V. Viswanathan )
                               Secretary to the Government of India




                                                    Page 374 of 498
                                                                   Encl. To Annexure-I




I     INVESTIGATION AND ANTI-CORRUPTION DIVISION (Delhi Special
      Police Establishment)

(1)   Cases in which public servants under the control of the Central
      Government are involved either by themselves or along with State
      Government servants and/or other persons.

(2)   Cases in which the interests of the Central Government, or of any
      public sector project or undertaking, or any statutory corporation or
      body set up the financed by the Government of India are involved.

(3)   Cases relating to breaches of Central Laws with the enforcement of
      which the Government of India is particularly concerned, e.g.

            (a)     breaches of Import and Export Control Orders,
            (b)     Serious breaches of Foreign Exchange Regulation Act,
            (c)     Passport frauds,
            (d)     cases under the Official Secrets Act pertaining to the
            affairs of the Central Government,
            (e)     cases of certain specified categories under the Defence of
            India Act or Rules with which the Central Government is
            particularly concerned.

(4)   Serious cases of cheating or fraud relating to the Railways, or Post &
      Telegraph Department, particularly those involving professional
      criminals operating in several States.

(5)   Crime on the High Seas.

(6)   Crime on the Airlines.

(7)   Important and serious cases in Union Territories particularly those by
      professional criminals.

(8)   Serious cases of fraud, cheating and embezzlement relating to Public
      Joint Stock Companies.

(9)   Other cases of a serious nature, when committed by organised gangs
      or professional criminals, or cases having ramifications in several
      States including Union Territories, serious cases of spurious drugs,
      important cases of kidnapping of children by professional inter-state


                                                              Page 375 of 498
       gangs, etc. These cases will be taken up only at the request of or with
       the concurrence of the State Government/Union Territories
       Administrations concerned.

(10)   Collection of intelligence about corruption in the public services and
       the projects and undertaking in the public sector.

(11)   Prosecution of cases investigated by this Division.

(12)   Presentation of cases before Enquiry Officers in which departmental
       proceedings are instituted on the recommendations of this Division.



II.    TECHNICAL DIVISION.

(1)    Technical assistance in investigation of cases involving accounts.

(2)    Specialised assistance in cases involving Railway and Postal accounts.

(3)    Assistance in cases involving assessment of Income-Tax, Estate Duty,
       etc.

(4)    Examination of accounts and assets etc. in cases relating to
       allegations of disproportionate assets.

(5)    Examination of cases investigated by the Bureau which have an
       Income-tax aspect, and communication of information with a view to
       enabling the Income-tax Department to recover the evaded tax.

III.   CRIME RECORDS & STATISTICS DIVISION.

(1)    Maintenance of all-India statistics of crime.

(2)    Study of all-India trends in thefts and losses, and recoveries of fire-
       arms and ammunition, and note-forgery and counterfeit coining.

(3)    Collection and dissemination of information about important inter-
       State criminals.

(4)    Preparation and circulation of reports and reviews relating to crime in
       India.
(5)    Participation in the work of the I.C.P.O., N.C.B., U.N.O. Reporter for
       Crime.




                                                               Page 376 of 498
IV.        RESEARCH DIVISION.

(1)        Analysis and study of specialised crimes and of problems of a general
           nature affecting the Police, e.g.

           (i)       trends and causes of serious crimes in different areas,
           (ii)      preventive measure, their effectiveness and relationship with
                     crime,
           (iii)     improvement in methods of investigation, utility and results of
                     Introducing scientific aids and equipment,
           iv)       Inadequacy of laws; coordination of laws relating to crime in
                     various States,
           (v)       criminal gangs operating in more than one State - wandering
                     gangs - Ex-criminal Tribes - habitual offenders,
           (vi)      crime amongst the Tribal people,
           (vii)     inter-State note-forgery and counterfeiting,
           (viii)    social factors in crime,
           (ix)      industrialisation and crime,
           (x)       juvenile delinquency,
           (xi)      kidnapping of women and children.

(2)        Participation in the work of the Central Forensic Science Advisory
           Committee and the Central Medico Legal Advisory Committee.

      V.           LEGAL AND GENERAL DIVISION

           (A)       LEGAL SECTION

(1)        Legal Advice in cases investigated by the Investigation and Anti-
           corruption Division.

(2)        Conducting prosecution in important cases.

(3)        Review of judicial decisions relating to criminal law and procedure for
           publication in the C.B.I. Gazette.

(4)        Compilation and circulation of Law Digest.

(5)        Inadequacy of and amendments of laws.

(6)        Coordination of laws relating to crime in various States.

           (B)       GENERAL SECTION


                                                                       Page 377 of 498
(1)   Matters relating to organisation, policy and procedure.

(2)   Inter-State Conferences relating to crime and anti-corruption work.

(3)   Appreciation reports regarding modes of corruption in various
      Government Departments and Public Undertakings.

(4)   Correspondence with Ministries and States on general questions
      relating to policy, procedure, etc.

(5)   Training Courses in anti-corruption work.

(6)   C.B.I. Gazette.

(7)   Photographic section.

VI.   ADMINISTRATION DIVISION

      All establishment and accounts matters.

                                 -----------




                                                                Page 378 of 498
                                                                                Annexure - III

                                No.21/43/2002-PD-01307
                             Central Bureau of Investigation
                            Policy & Co-ordination Division,
                            North Block, New Delhi-110001.

                                                                                 May 30, 2003

ORDER

         A    committee        was        constituted    to    suggest      restructuring    and
rationalization        of   staff   strength      in    CBI.    The    Committee      suggested
restructuring of CBI            branches/regions under each Joint Director. The
recommendations made by the Committee were discussed with all Joint
Directors. After detailed deliberations the proposal of the Committee to
restructure and rationalise the staff strength was accepted with certain
modifications.         However,      it    is   clarified     that    the   restructuring    and
rationalization is being effected for optimal utilization of Human resources
and intends to improve the overall performance of the organization. This is
not intended to be a rigid or permanent measure and would be amenable to
changes/ modifications to take care the dynamics of CBI functioning.
         The following restructuring is ordered in suppression of all the
previous orders on the subject:


                               ANTI-CORRUPTION DIVISION

         Anti-Corruption Division of CBI is organised into Zones, Regions and
Branches/Units with jurisdiction as detailed below. In the functioning of the
Division, the Director, CBI will be assisted by Special Director/Additional
Director (A) with Joint Directors heading each Zone.                            The territorial
jurisdiction of each Zone is given below:


S.No     Name of the Branch         Location of    Location of         JD         Jurisdiction
                                     Branch/       region/ DIG
                                       unit
    1              2                    3                4              5              6


                                            DELHI ZONE

1       Anti-Corruption Region-I New            DIG/ACR-I New JD/ACZ/         Entire area of
        Delhi                    Delhi          Delhi         DELHI           National Capital


                                                                                Page 379 of 498
                                                                               Territory of Delhi
       SP-I ACB-I Delhi
       SP-II ACB-I Delhi
       (Existing SP- I & II/ACB
       Delhi)

2   Anti-Corruption Region-II,    New         DIG/ACR-II        -do-           -do-
    Delhi                         Delhi       New Delhi

    SP-I ACB-II Delhi
    SP-II ACB-II Delhi
    (Existing SP-III & SP-
    IV/ACB Delhi)
3   Anti -Corruption Region       Jaipur      DIG/ACR           -do-           State of Rajasthan
    Jaipur*                                   (Jaipur)

    SP/ACB/Jaipur
    Jodhpur (Unit) under
    SP/ACB/Jaipur


       * As amended vide order No. DP0992003/21/43/2002-PD-1069 dated
                                       7.05.2003.

                                          NORTH ZONE

4 Anti -Corruption                         DIG/ACR       JD/ACZ/ State of Punjab, Haryana,
                            Chandigarh
  Region Chandigarh                        Chandigarh    North   Himachal Pradesh & Union
                                                         (Delhi) Territory of Chandigarh.
    SP/ACB/CHG.                                                  Shimla Unit will have
    (with Unit at Shimla)                                        jurisdiction in the State of
                                                                 Himachal Pradesh.
5 Anti-Corruption           Jammu          -do-          -do-    State of Jammu & Kashmir
  Branch Jammu
  SP/ACB/Jammu
6 Anti-Corruption           Bhopal         DIG/ACR       -do-          Gwalior, Morena, Bhind,
  Region Bhopal                            Bhopal                      Shivpuri, Guna, Vidisha,
  SP/ACB/Bhopal                                                        Shajapur. Dewas, Ujjain,
                                                                       Indore, Dhar, Ratlam,
                                                                       Jhabua, Mandsaur, Rajgarh,
                                                                       East Nimar(Khargone),
                                                                       Sehore, Raisen, Bhopal,
                                                                       Hoshangabad, Khandwa,
                                                                       Betul Districts of Madhya
                                                                       Pradesh,
7 Anti-Corruption        Jabalpur          -do-          -do-          State of Chhatisgarh
  Branch Jabalpur        (To be                                        State of Madhya Pradesh
  (including CHTG. Unit) shifted to                                    excluding the areas
                         Raipur in                                     mentioned against Bhopal
  SP/ACB/JBL.            due                                           Branch.
                         Course)
8 Anti-Corruption        Lucknow           DIG/ACR       -do-          State of U.P. except the area
  Region Lucknow                           Lucknow                     mentioned against Dehradun
                                                                       Branch
  SP/ACB/LKO
9 Anti-Corruption           Dehradun       -do-          -do-          Nainital, Pithoragarh,
  Branch Dehradun                                                      Almorah, Chamoli, Garhwal,
  (including Ghaziabad                                                 Tehri Garwal, Uttar Kashi,
  Unit)                                                                Dehradun, Meerut,
                                                                       Ghaziabad,
                                                                       Muzzafarnagar,Bulandshahar
    SP/ACB/                                                            Saharanpur, Hardwar, Agra,
    Dehradun                                                           Etah Aligarh, Mainpuri,
                                                                       Mathura districts of Uttar
                                                                       Pradesh




                                                                                  Page 380 of 498
                                        WEST ZONE

10   Anti-Corruption        Mumbai       DIG/ACR-I               State of Maharashtra
                                                      JD/ACZ/
     Region-I Mumbai                     Mumbai                  (excluding the areas
                                                      West
                                                                 mentioned against
                                                      (Mumbai)
     (SP-I, ACB Mumbai                                           Nagpur Branch). Union
     SP-II, ACB Mumbai                                           Territories of Daman.
     SP-III, ACB Mumbai                                          Diu, Dadra and Nagar
                                                                 Haveli, State of Goa
     Goa (Unit) under SP-
     III/ACB Mumbai
11   Anti-Corruption        Gandhinagar DIG/ACR-II    -do-       State of Gujarat
     Region– II                         Gandhinagar

     Anti-Corruption
     Branch
     Gandhinagar
     SP/ACB/
     Gandhinagar.
12   Anti-Corruption        Nagpur       -do-         -do-       Bhandara, Chandrapur,
     Branch Nagpur                                               Garhchiroli, Wardha,
                                                                 Amravati, Akola,
     SP/ACB/Nagpur                                               Buldhana. Yavatmal,
                                                                 Aurangabad, Jalna
                                                                 Parbhani, Beed,
                                                                 Nanded. Osmanabad,
                                                                 Latur & Nagpur districts
                                                                 of Maharashtra
13   Anti Corruption        Vadodara     -do-         -do-       Valsad, Bharuch, Surat,
     Branch Vadodara*                                            Vadodara, Khera
                                                                 (including Anand),
     SP/ACB/Vadodara                                             Mehsana, Dang,
                                                                 Panchmahal,
                                                                 Sabarkantha,
                                                                 Banaskantha of state of
                                                                 Gujarat.


               * As amended vide order No. 21/43/2002-PD-01953 dated
         5.8.2003.



                                CENTRAL ZONE DELHI*

14   Anti-Corruption          Patna      DIG/ACR      JD/ACZ/     State of Bihar
                                         Patna        Central
     Region Patna                                     (Delhi)

     SP/ACB/Patna
15   SP/AHD Patna             Patna      -do-         -do-        -do-
16   Anti-Corruption          Ranchi     DIG/ACR      -do-        State of Jharkhand
     Region Ranchi                       Ranchi

     SP/ACB/Ranchi
17   SP/AHD Ranchi            Ranchi     -do-         -do-        -do-
18   Anti -Corruption         Dhanbad    -do-         -do-        State of Jharkhand
     Branch Dhanbad

     SP/ACB/Dhanbad


                                                                     Page 381 of 498
      * As amended vide order No. DP0992003/21/43/2002-PD-1068 dated
                                      7.05.2003




                                    SOUTH ZONE

19   Anti-Corruption Region    Chennai      DIG/ACR     JD/ACZ/     State of Tamil Nadu &
     Chennai                                Chennai-    South       Union Territory of
                                                        (Chennai)   Pondicherry
     Anti-Corruption Branch
     Chennai
     SP-I/ACB/Chennai
     SP-II/ ACB/Chennai
20   Anti-Corruption Branch    Cochin       -do         -do-        State of Kerala & the
     Cochin                                                         Union Territory of
                                                                    Lakshadweep

     SP/ACB/Cochin.
21   Anti-Corruption Region    Hyderabad    DIG/ACR     -do-        State of Andhra
     Hyderabad                              Hyderabad               Pradesh excluding the
                                                                    areas mentioned
     Anti-Corruption Branch                                         against
     Hyderabad                                                      Vishakhapatnam
     SP/ACB/Hyd.                                                    Branch
22   Anti-Corruption Branch,   Vizag.       -do-        -do-        Vishakhapatnam,
     Vishakhapatnam                                                 Srikakulam, East
                                                                    Godavari,
     SP/ACB/ Vizag.                                                 Krishna,Guntur,
                                                                    Prakassam & Nellore
                                                                    districts of Andhra
                                                                    Pradesh.
23   Anti-Corruption Branch,   Bangalore    -do-        -do-        State of Karnataka
     Bangalore
     SP/ACB/Bangalore




                                        EAST ZONE

24   Anti-Corruption Region    Kolkata      DIG/ACR     JD/ACZ/
                                                                    State of West Bengal,
     Kolkata                                Kolkata     East
                                                                    Sikkim and Union
                                                        (Kolkata)
                                                                    Territories of Andaman
     SP-I ACB/Kol.
                                                                    & Nicobar Islands.
     SP-II/ACB/Kol.
                                                                    Gangtok and Port Blair
                                                                    Units will have
                                                                    jurisdiction in the entire
                                                                    State of Sikkim and
                                                                    Andaman Nicobar
                                                                    Islands respectively.
25   Anti-Corruption Branch    Bhubane-     -do-        -do-        State of Orissa
     Bhubaneshwar (with Unit   shwar
     at Rourkela)

     SP/ACB/BBSR.
26   Anti-Corruption Region    Guwahati     DIG/ACR     -do-        State of Assam
     Guwahati                               Guwahati                (excluding Cachar and
                                                                    North Cachar Districts

                                                                        Page 382 of 498
     SP/ACB/Guwahati                                                 of Assam) Meghalaya
                                                                     and Arunachal Pradesh
27   Anti-Corruption Branch     Silchar     -do-          -do-       State of Manipur,
     Silchar                                                         Nagaland, Tripura,
                                                                     Mizoram and Cachar &
     SP/ACB/Silchar                                                  North Cachar Districts
                                                                     of Assam.




                                 ACHQ ZONE DELHI

28     SP ACU-I, AC-I          New Delhi   DIG/AC-I New      JD/AC/        Throughout
       (Existing SP/ACU-                   Delhi             HQ(Delhi)     India
       I/Delhi)
29     SP ACU-II, AC-I         -do-        -do-              -do-          -do-
       (Existing SP/ACU-
       II/Delhi.
30                             -do-        -do-              -do-          -do-
       SP ACU-III, AC-I
       (Existing SP/ACU-
       III/Delhi)
31     SP ACU-IV, AC-II        -do-        DIG/AC-II, New    -do-          -do-
       (Existing SP/ACU-                   Delhi
       IV/Delhi)
32     SP ACU-V, AC-II         -do-        -do-              -do-          -do-
       (Existing SP/ACU-
       V/Delhi).
33     SP ACU-VI, AC-II        -do-        -do-              -do-          -do-
       (Existing SP/ACU-
       VI/Delhi).
34     SP ACU-VII, AC-III      -do-        DIG/AC-III,       -do-          -do-
       (Existing SP/ACU-                   New Delhi
       VIII)/Delhi)
35     SP ACU-VIII, AC-III     -do-        -do-              -do-          -do-
       (Existing SP/ACU-
       IX)/Delhi)
36     SP ACU-IX, AC-III       -do-        -do-              -do-          -do-
       (Existing SP/ACU-
       X/Delhi




                              SPECIAL CRIMES DIVISION



        Special Crimes Division of CBI is organised into Zones, Regions,
 Investigating Units and Cells as detailed below.            In the functioning of the
 Division, the Director, CBI will be assisted by Special Director(s)/ Addl.
 Director (s) with Joint Directors heading each Zone.                    The territorial
 jurisdiction of each Zone is given below:


                                SC-I/MDMA, DELHI*



                                                                         Page 383 of 498
37   Special Crime             New Delhi                         JD/SC-I/             Throughout
                                               DIG/SC-I Delhi
     Region -I, Delhi                                            MDMA Delhi           India

     SP SCU-I, SC-I
     (Existing SP/SIU-
     I)/Delhi).
     SP SCU-II, SC-I
     (Existing SP/SIU-
     II)/Delhi).
     SP SCU-III, SC-I
     (Existing SP/SIU-
     III)/Delhi)




38   Special Crime Region      Kolkata         DIG/SCR           -do-             States of West
     Kolkata                                   Kolkata                            Bengal, Orissa,
                                                                                  Assam, Meghalaya,
     SP/SCB/Kolkata                                                               Arunachal
                                                                                  Pradesh, Manipur,
                                                                                  Tripura, Sikkim,
                                                                                  Mizoram and
                                                                                  Union Territory of
                                                                                  Andaman &
                                                                                  Nicobar Islands.
39   SCB Lucknow               Lucknow         -do-              -do-             Throughout India
     SP/SCB/Lucknow
     (Existing SP/ SIC-
     IV/Lucknow).
40   MDMA                      Delhi           DIG/MDMA          -do-             Throughout India
     MDMA Delhi                                Delhi
     SP/MDMA/Delhi
41   MDMA Chennai              Chennai         -do-              -do-             Throughout India
     SP/MDMA/ Chn.


                   *      In   partial      modification    of    this       office   order   No.
           DP0992003/21/43/2002-PD-1099 dated 10.05.2003


                                       (SC-II) ZONE DELHI



42   Special Crime Region       New Delhi       DIG/SC-II                         Throughout India
                                                                 JD/STF
     -II, Delhi                                 Delhi
                                                                 (Delhi) *
     SP SCU-IV, SC-II
     SP SCU-V, SC-II
     SP SCU-VI, SC-II
     (Existing SP/ SIU-IV,
     SP/SIU-V & SP/SIU-
     VI/Delhi).
43   Special Crime Region       Mumbai          DIG/SCR                           States of
                                                                 JD/SC-II
     Mumbai                                     Mumbai                            Maharashtra
                                                                                  Gujarat,
     SC Branch Mumbai                                                             Rajasthan, Goa
     SP/SCB/Mumbai                                                                and Union
                                                                                  Territories of
                                                                                  Daman, Diu,
                                                                                  Dadra and
                                                                                  NagarHaveli.
44   Special Crime Branch       Chennai         -do-             -do-             States of Tamil
     Chennai                                                                      Nadu, Kerala,
                                                                                  Andhra Pradesh,
     SP/SCB/Chennai                                                               Karnataka and

                                                                                 Page 384 of 498
                                                      Union Territories
                                                      of Pondicherry and
                                                      Lakshdweep.


* As amended vide Order No. 21/43/2002-PD-01953 dated 5.8.2003.




                                                      Page 385 of 498
                              SPECIAL TASK FORCE ZONE DELHI

45   Special Crime Region-    New Delhi      DIG/SC-III       JD/SC-II    Throughout India
     III, Delhi                              Delhi            (Delhi) *
                                             (Existing DIG
     SP SCU-VII, SC-                         SIC IV, Delhi)

     III (Existing SP-I/
     SIC-IV)/Delhi).
     SP SCU-VIII, SC-III
     (Existing SP-II/ SIC-
     IV/Delhi).
     SP SCU-IX, SC-III
     (Existing SP-III/ SIC-
     IV/Delhi)
46   Special Crime Region,    Delhi          DIG/SCR Delhi    JD/STF      States of Punjab,
     Delhi                                                    Delhi *     Haryana
                                                                          Himachal
     SC Branch Delhi                                                      Pradesh, Jammu
     SP-I, SCB Delhi                                                      & Kashmir,
     (Existing SP/ SCB-                                                   National Capital
     I/Delhi).                                                            Territory of Delhi
                                                                          and UT of
                                                                          Chandigarh.
47   SP-II, SCB Delhi         Delhi          -do-             -do-        States of Bihar,
     (Existing SP/ SCB-                                                   Madhya Pradesh
     II/Delhi.                                                            and Uttar
                                                                          Pradesh.
48   SC Branch                Chandigarh     -do-             -do-
                                                                          State of Punjab,
     Chandigarh
                                                                          Haryana,
                                                                          Himachal Pradesh
     SP/SCB/CHG.
                                                                          and Union
     (Existing SP/SIU-
                                                                          Territory of
     XV/Chg).
                                                                          Chandigarh.
49   SP/STF Delhi             Delhi          DIG STF Delhi    -do-        Throughout India
50   SP/STF Mumbai            Mumbai         -do-             -do-        -do-

                   * As amended vide Order No. 21/43/2002-PD-01953 dated
           5.8.2003.

                                      ECONOMIC OFFENCES DIVISION


                   Economic Offences Division of CBI is organised into
           Zones, Region, investigation Cell & Units as detailed below. In
           the functioning of the Division, the Director, CBI will be
           assisted by Special Director (E)/ Additional Director (E) with
           Joint Directors heading each Zone. The territorial jurisdiction
           of each Zone will be as mentioned below:-



                                                    EOW-I ZONE


51      EO-I Region, Delhi       New Delhi                    JD/EOW-I     Throughout
                                             DIG/EO-I
                                                              Delhi        India
                                             Delhi
        SP EOU-I, EO-I
        (Existing SP-
        I/SIG/Delhi).

                                                                          Page 386 of 498
         SP EOU-II, EO-I
         (Existing SP-
         II/SIG/Delhi)
         SP EOU-III, EO-I
         (Newly created by
         adjusting one post of
         SP/CBI)

                                               EOW-II ZONE


 52   EO-II Region, Delhi    New                    JD/EOW-       Throughout India
                                       DIG/EO-II
      SP EOU-IV, EO-II       Delhi                  II Delhi
                                       Delhi
      (Existing SP/SIU-
      VIII/Delhi).
      SP EOU-V, EO-II
      (Existing SP/SIU-
      XI/Delhi).
      SP EOU-VI, EO-II
      (Existing SP/ SIU-
      XVII/Delhi)
 53   EO-III Region, Delhi   New       DIG/EO-III   -do-          -do-
                             Delhi     Delhi
      SP EOU-VII, EO-III
      (Existing SP/SIU-
      IX/Delhi).
      SP EOU-VIII, EO-III
      (Existing SP/ SIU-
      XII/Delhi).
      SP EOU-IX, EO-III
      (Existing SP/CCIC/
      Delhi).

                                       EOW-III ZONE

54    EOW-Region             Mumbai    DIG/EOW      JD/EOW-       States of Maharashtra, Goa
      Mumbai                           Mumbai       III Delhi     and Union Territories of
                                                                  Daman Diu, Dadar and Nagar
      SP/EOW/Mumbai                                               Haveli

55    EOW- Chennai           Chennai   -do-         -do-          States of Tamil-Nadu, Kerala,
                                                                  Andhra Pradesh. Karnataka
      SP/EOW-Chennai                                              and Union Territories of
                                                                  Pondicherry & Lakshdweep
56    EOW- Region Delhi      New       DIG/EOW      JD/EOW-       States of Punjab, Haryana,
      EOW Delhi              Delhi     Delhi        III Delhi *   Himachal Pradesh, Jammu &
      SP-I/EOW Delhi                                              Kashmir, NCT of Delhi and
                                                                  U.T. of Chandigarh.
57    SP-II/EOW Delhi        -do-      -do-         -do-          States of Bihar, Uttar
                                                                  Pradesh and Remaining
                                                                  districts of Madhya Pradesh
58    EOW-Kolkata            Kolkata   -do-         -do-          States of West Bengal, Orissa,
                                                                  Assam, Meghalaya Arunachal
      SP-/EOW Kolkata                                             Pradesh, Manipur, Tripura,
                                                                  Sikkim, Mizoram and U. T. of
                                                                  A. & Nicobar Islands.


                * As amended vide Order No. 21/43/2002-PD-01953
          dated 5.8.2003.

                                              EOW-IV ZONE


59    BS&FC Region Delhi               DIG/BS&FC    JD/EOW-       Throughout India
                             New

                                                                            Page 387 of 498
                             Delhi       Delhi         IV Delhi
     BS&FC Delhi
     BS&FC -I Delhi
     SP-I,BS&FC Dli.
60   BS&FC-II Delhi          -do-        -do-          -do-        -do-
     SP-II,BS&FC Dli.
61   BS&FC-III Delhi         -do-        -do-          -do-        -do-
     SP-III,BS&FC Dli.
     (Existing SP/SIU-
     X)/ Delhi).

62   BS&FC Kolkata           Kolkata      -do-          -do-           -do-
     SP/BS&FC Kol.
     (Newly created by
     adjusting one post
     of SP/CBI).
63   BS&FC Region            Mumbai       DIG/BS&FC     -do-           -do-
     Mumbai                               Mumbai
     BS&FC Mumbai
     SP-I/BS&FC Mum.
64   SP-II/BS&FC Mum.        Mumbai       -do-          -do-           -do-
65   BS&FC Bangalore         Bangalore    -do-          -do-           -do-

     SP/BS&FC B‟lore.




                                         ADMINISTRATION DIVISION


                 Headed by a Joint Director, the Administration Division will
             comprise of following Offices/Units. Jt. Director (A) will report
             through Addl. Director( E).

66    SP/ Training Centre     Ghaziabad     DIG/Trg.   JD          -
      -I                                               (Admn.)
                                                       Delhi
67    SP/ Training            -do-          -do-       -do-        -
      Centre-II
68    SP/ R &D                -do-          -do-       -do-        -
      (newly created by
      adjusting one post
      of SP/CBI)
69    SP/ HQ                  New Delhi     DIG        -do-        -
                                            (Admn.)
70    AO (A)                  -do-          -do-       -do-        -
71    SP/ Pers.               -do-          DIG        -do-        -
      (newly created post)                  (Pers.)
72    AO (P)                  -do-          -do-       -do-        -


                                          POLICY DIVISION DELHI



               Headed by a Joint Director, this division will work directly under
             DCBI. It will have following Branches/Units/Wing:-
73    Special Unit-I           New          DIG-       JD/Policy   Throughout India
      SP-I/SU Delhi            Delhi        I/SU
74    Special Unit-II          New          -do-       -do-        -do-
      SP-II/SU Delhi           Delhi
75    Special Unit Mumbai      Mumbai       -do-       -do-        -do-
76    Special Unit -III        Delhi        DIG-       -do-        -do-
      SP-III SU Delhi                       II/SU-II

                                                                              Page 388 of 498
77    Special Unit Kolkata        Kolkata      -do-          -do-        -do-
      SP SU Kolkata
78    Special Unit Chennai        Chennai      -do-          -do-        -do-
      SP SU Chennai
79    AIG (P)-I (Existing         New          --            -do-        --
      AIG (P)/ Delhi.             Delhi
80    AIG (P)-II                  -do-         --            -do-        --
      (Newly created by
      adjusting one post of
      SP/CBI).
81    Deputy Principal            -do-         --            -do-        --
      Information Officer




                                  CO-ORDINATION DIVISION


         Headed by Dy. Director (Coordination), this division will function
 under a Joint Director, which will be nominated by DCBI.

 82    AD(Interpol)-I (Existing          New Delhi    DIG/Coord.      JD-           Throughout
       AD/Interpol/Delhi).                                            Nominated     India
                                                                      by DCBI
 83    AD (Interpol)-II (Newly           New Delhi    -do-            -do-          -do-
       created by adjusting one
       post of SP/CBI).
 84    AD (Coord.)                       New Delhi    -do-            -do-          -do-



                The System Division of CBI will function under JD/ DIG well
             versed with Computers. They will be nominated by DCBI.


         This order will come into force from August 1, 2003 or as otherwise
 ordered. Administration division will issue all other consequential orders
 indicating rationalization of staff strength.                      The CBI Crime Manual and
 Administration Manual are deem to have been amended accordingly in
 respect of this order.


                                                                                            Sd/-
                                                                                    P. C. Sharma
                                                                                  DIRECTOR CBI


         Copy to:
 1.       Special Director, CBI, New Delhi/ Additional Director, CBI, New
 Delhi
 2.      All Joint Directors, CBI/Director (Prosecution)/Director, C.F.S.L.
 3.      All DIGs, CBI./DD(A) & DD(Co),CBI/ DPIO, CBI, New Delhi.
 4.      All SsP, CBI/ Asstt. Director (Interpol) and Asstt. Director (Coord.),
 CBI, New Delhi.
 5.      AO(E) and AO(A)/CBI/New Delhi/ OSD(Computer),CBI, System
 Division, New Delhi.
 6.      Guard File No.24.

                                                                                  Page 389 of 498
                                                                Annexure -IV



                                  PRO FORMA

1     (i)    Name of the Organisation/Office            Central Bureau of
                                                        Investigation
      (ii) Ministry/Department to which attached        Cabinet Secretariat
     (iii) Whether the requisitioning authority is
           authorized       by     the    administrative
           Ministry/Deptt. to place the requisition
           with SSC directly ?
2    Complete postal address of the Head of Office of Central Bureau of
     the Organisation.                                   Investigation
                                                         Block No. 3, 4th
                                                         Floor, CGO Complex,
                                                         Lodhi     Road,   New
                                                         Delhi - 110 003
3    Requisition for recruitment to the post of :-
      (a) Designation
      (b) Scale of Pay
      (c) Classification
           (Whether Group 'C' - Non - technical or
           Group 'B' - Non - gazetted)
4    Details of the post :-
      (a) Brief description of the job requirements
           and nature of duties of the post
      (b) Place of initial posting
      (c) Whether All India Service Liability involved
5          How have the vacancies arisen ?
           (Clearly              specify,             by
           Promotion/Resignation/Death/Retirement,
           etc. In case the vacancy is due to failure of
           recruitment by transfer/deputation, the
           details thereof may also be indicated.)
6          Break- up of vacancies (This may be shown in the format of
           Vertical and Horizontal components as indicated below)
           Category - wise (Vertical)                            Category
    (a)    Break- up of vacancies                            No. of vacancies
           (Note : Break - up of current and backlog
           vacancies for SCs & STs to be indicated. )    (i) UR
                                                         (ii] OBC
                                                         (iii) SC Current
                                                         Backlog
                                                         (iv) ST Current

                                                               Page 390 of 498
                                                        Backlog
                                                        TOTAL
  (b)     Horizontal Reservation :
   (i)    Whether the post is identified as suitable (i) OH Yes              No
          for :                                           (ii) HH Yes        No
                                                          (iii) VH Yes      No
   (ii)   Out of the total vacancies shown above in (i) OH
          Col. 6 (a), the number of vacancies for PH (ii) HH
          (Horizontal reservation)                        (iii) VH
  (iii)   Out of the total vacancies shown above in
          Col. 6 (a), the number of vacancies for Ex -
          Servicemen (Horizontal reservation)
          (Please note that the vacancies mentioned in
          the vertical component shall be the total
          number of vacancies inclusive of the
          horizontal component)
7         Period of Probation
8         Qualifications as laid down in the notified Recruitment Rules
          including any relaxation :
   (a)    Essential
   (b)    Desirable
          (Please indicate 'Nil' if not specified in the
          Recruitment Rules)
9         Age limits
  (a)     As per recruitment rules
   (b)    Relaxation in upper age limit available to :
          (i) SC by ______ years
          (ii) ST by ______ years
          (iii) OBC by ______ years
          (iv) PH by ______ years
          (v) PH & SC/ST by ______ years
          (vi) PH & OBC by ______ years
          (vii) Departmental candidates by ______ years
          (viii) Central Govt. Employees (Other than (vii) above ) by ______
          years
          (ix) Any others (please specify details and extent of relaxation) by
          ______ years
Note : As regards age relaxation to physically handicapped categories
candidates, your attention is invited to DOPT OM No. 43019/28/86 - Estt
(D) dated 1.2.99.
10      Any other requirements or conditions not
        covered by the above Columns.
11      Name, address and telephone number of
        the Departmental Representative (not less
        than the rank of Deputy Secretary of the
        Department/Ministry) who will be deputed
        to assist the SSC at the Interview.
12      Whether the captioned post(s) has/have
        been got exempted from ban orders
        imposed by the Ministry of Finance vide
        their O.M. No. F.7 (1)- E (Coord)/84 dated
        3.1.84 and F.No. 7 (3)/6/E. (Coord)/99,
        dated 5.8.99 or any subsequent orders.
13      Whether the vacancies have been cleared
        by the Screening Committee of the
        administrative Ministry in accordance with

                                                                Page 391 of 498
        DOPT O.M. No. 2/8/2001 - PIC, dated 16th
        May, 2001 and 6/18th June, 2002.
14      Whether a "No Objection Certificate" from
        the Central (Surplus Staff) Cell (now re-
        designated as Division for Retraining and
        Re-deployment) of the DOPT has been
        obtained in accordance with the CCS (Re-
        deployment of Surplus Staff) Rules, 1990
        notified vide DOPT Notification 1/14/89 -
        CS.III, dated 28.2.1990 and DOPT letter No.
        1/5/2000 - CS.III dated 10.11.2000.
15      Whether the number of vacancies reserved
        for SC, ST and OBC as mentioned in
        column 6 above is in accordance with the
        reservation     quota    fixed   for   these
        communities as per the DOPT O.M. No.
        36012/2/96-Estt (Res), dated 2.7.1997 and
        DOPT O.M. No. 36012/5/97-Esst. (Res)
        Vol.II, dated 20.7.2000.
16      Whether the vacancies for Physically
        Handicapped and Ex-servicemen have
        worked out with reference to DOPT O.M.
        Nos. 36035/16/91-Estt.SCT dated 20.9.94
        and 36012/58/92 - Estt. (SCT), dated
        1.12.1994 respectively.
17      Whether the provisions of the Persons with
        Disabilities      (Equal       Opportunities,
        Protection of Rights and Full Participation)
        Act, 1995 are complied with.
18      Letter No. and date of the LAST requisition
        for the same post (along with category-wise
        break - up of the number of vacancies)
        placed with the SSC by your office.
19      Letter No. and date by which nomination
        has been made by SSC to your office earlier
        for the same post.

It is certified that :

(a)    The information furnished against the above mentioned columns are
       correct and based on the official records available with the office ;
(b)    Vacancies projected in this requisition are regular and all regular
       vacancies on date which fall within the direct recruitment quota have
       been included in this requisition, and also the necessary sanction of
       the govt. for these posts is available ;
(c)    The vacancies reported shall not be withdrawn nor the number and
       category break - up of vacancies shall be altered under any
       circumstances ;
(d)    Suitable personnel are not available with the Surplus Cell of DOPT for
       filling up these vacancies ;
(e)    While sending this requisition, policy relating to 3% reservation for
       persons with disabilities has been taken care of ;



                                                              Page 392 of 498
(f) (i)   The post for which this requisition is being sent has been identified as
          suitable for being manned by persons with disabilities. Vacancies
          reserved for the disabled have been suitably indicated in the vacancy
          position ;
     (ii) The post for which this requisition is being sent has been identified as
          suitable for being manned by persons with disabilities. However, none
          of the vacancies reported hereby has been earmarked reserved for the
          disabled ;
    (iii) The post for which this requisition is being sent has not been
          identified as suitable for being manned by persons with disabilities ;
  (iv) The establishment/organization to which the post is to be filled up, for
          which this requisition is being sent has been exempted from the
          provisions of Section 33 of the Persons with Disabilities (Equal
          Opportunities, Protection of Rights and full Participation) Act, 1995 ;
(g)       The number of vacancies reserved for SC, ST, OBC etc. as mentioned
          in column 6 above are in accordance with the reservation quota fixed
          by the Govt. for these communities ;
(h)       Candidates nominated by the SSC against the vacancies reported in
          this requisition shall be given appointment by this office within three
          months from the date of nomination.

          * Strike off whichever is not applicable.



                                                      Signature and Official Seal
                                                      of the Officer authorized to
                                                      send this requisition.
Place :
                                                                          Tel No.
Date :




                                                                  Page 393 of 498
                                                                  Annexure – V


              COURSES CONDUCTED BY THE CBI ACADEMY
                  TARGET OFFICERS AND DURATION

BASIC COURSES
S.No   Courses                         Target Officers                  Duration
1      Basic Course for Dy.SsP         Direct recruited Dy. SsP         1 years &
                                                                        14 weeks
2      Basic Course for SIs            Direct recruited S.I. and        1 years &
                                       Departmental                     7 weeks
3     Basic Course for Constables      Direct Recruited Constables      6 months
ORIENTATION/INDUCTION COURSES
4     Orientation Course for           SsP/ DIsG joining CBI on         1 week
      SsP/DIsG                         deputation
5     Orientation Course for           Deputationist Dy.SsP and         6 weeks
      Inspr/DySsP                      Inspectors on joining CBI
6     Orientation Course for           Deputationist Constables on      6 days
      Constables                       joining CBI
INDUCTION COURSES
7     Induction Course for Newly       Newly Appointed Law         5 days
      Appointed Law Officers           Officers of CBI
8     Induction Course for Newly       Newly Appointed LDCs of CBI 2 weeks
      Appointed LDCs
9     Basic Investigation Course for  Promotee Inspectors of CBI 2 weeks
      Promotee Inspectors             (who have not attended Basic
                                      Course of SIs)
10     Basic Investigation Course for Promotee Sub-Inspectors of     3 weeks
       Promotee Sub-Inspectors        CBI (who have not attended
                                      Basic Course of SIs)
REFRESHER COURSES
11     Refresher Course               ASIs of CBI                    1 week
12     Refresher Course               Constables & Head              1 week
                                      Constables of CBI
13     Refresher Course               Handling of Cash & Accts for 2 days
                                      all ministerial staff
14     Refresher Course               UDCs of CBI                    1 week
15     Refresher Course for Law       APP, PP, and Sr.PP of CBI      1 week
       officers of CBI
16     Refresher Course for           SCS/PAs of CBI                 1 week
       SCS/PAs
17     Refresher Course for LDCs      LDCs of CBI                    1 week
18     Refresher Course for Hd.       Hd Clks & CAs of CBI           1 week
       Clerk and CAs
ANTI-CORRUPTION COURSES
19     Investigation of               Insprs to Addl.SsP of CBI      1 week
       Disproportionate Assets &      ACB Branches & of State
       Trap Cases                     Police
20     Investigation of Cases of      Insprs. to Addl.SsP of CBI     1 week
       Abuse of Official Position in  ACB Branches Addl.SsP of
       Award of Contracts,            State Anticorruption CB(CID)
       Purchases, Procurement and Vig. Dealing with such cases
       Sub-Standard Construction
21     Anti-Corruption Laws and       SsP of CBI and of State Police 1 week

                                                                  Page 394 of 498
      Investigation including          dealing with Anti-Corruption
      appreciation of Evidence in      Cases & DIsG of State
      Anti-Corruption Cases            dealing with such cases
CYBER CRIME COURSES
22    Investigation of Cyber Crime     Inspr. to Addl.SsP of CBI &     1 week
                                       of State Police
23      Investigation of Cyber Crime   SsP & above of CBI and of       1 week
                                       State Police
ECONOMIC OFFENCES COURSES
24   Investigation of Economic          Insprs to Addl.SsP of CBI      1 week
     Offences                           and of State ACB/EOW
                                        Branches, APP, PP, and
                                        Sr.PP of CBI
25     Investigation of Bank Fraud      Insprs to Addl.SsP of CBI,     1 week
       Cases                            ACB/EOW Branches, APP
                                        PP, and Sr.PP of CBI
CONVENTIONAL & TERRORIST CRIME COURSES
26     Investigation of Homicide        Insprs to Addl.SsP of CBI      1 week
       Cases including Custodial        posted to the branches
       Crime and Capsule on             investigating such cases
       Human Rights
SCIENTIFIC INVESTIGATION COURSES
27     Scientific Aids to Investigation SIs to Addl. SP of CBI and     1 week
                                        State Police posted in
                                        investigation units
28     Scientific Interrogation         SIs to Addl. SP of CBI and     1 week
       Techniques                       State Police posted in
                                        investigation units
VIGILANCE COURSES
29     Vigilance Course for Junior      VOs(upto Manager level ) of    1 week
       Vigilance Officials              PSUs, Insprs. to Dy..SsP of
                                        CBI and of State Police
30     Vigilance Course for middle      Sr. Managers to DGM of         1 week
       level vigilance officials        PSUs, Addl.SsP of CBI and
                                        State Police
31     Vigilance Course for CVOs        CVOs of PSUs & Banks           1 week
32     Departmental Enquiries :         Insprs to ASP of CBI, VOs to   1 week
                                        Vigilance Managers of PSUs
                                        and Dy.SsP/ Addl. SP of
                                        State Police and CPOs
                                        handling DEs
COMPUTER COURSES
33     Computer Familiarisation         SIs to Addl. SP, OS , APP to   1 week
       Course                           Sr.PP of CBI
34     Computer Familiarisation         Const. to ASI                  1 week
       Course
35     Computer Familiarisation         LDC to CA of CBI & CFSL        1 week
       Course
36     Data base course on Lotus        D.E.Os and all ranks already
       Approach                         trained in Windows NT
VERTICAL INTERACTION COURSE
37     Vertical Interaction Course      IPS & other Senior Police      1 week
       (sponsored by BPR&D)             Officers
SEMINAR/WORKSHOPS
38     Seminar/Workshop for IT for SsP, DIsG, JDs of CBI               3 days
       CBI Officers
                                                               Page 395 of 498
39     International Seminar on      Prosecutors from signatories 3 days
       “Prosecution of Corruption”   countries to ADB-OECD Anti
                                     Corruption initiative
40    Seminar/workshop on Anti-      SsP, DIsG & JDs, DLAs &      2 days
      Corruption Laws and            ALAs of CBI
      Investigation
41    Seminar/Workshop on            SsP, DIsG, JDs, DLAs, ALAs   2 days
      "Economic Offences"            of CBI
42    Seminar/Workshop on            SsP, DIsG, DLAs, ALAs of     2 days
      "Investigation of Special      CBI
      Crime Cases- Difficulties &
      Challenges"
OTHER COURSES
43    Investigation Abroad            Dy.SP, SP &Law Officers of   3 days
                                      CBI And State Police dealing
                                      with such cases
44     Course for DDOs                OS, Dy.SP & Addl.SsP of CBI 3 days
45     Course for Retiring employees Officers & Staff of CBI       2 days
                                      retiring within one year
46     Attachment of IPS(Officers     IPS(OTs) of 53rd-RR
       Trainees)                      (on request from NPA)
47     Visits of Officers from Indian On request from concerned agencies.
       Air Force, BSF, IB UP Police
       etc.
48     Course on Driving and Traffic In-service Drivers of CBI     -
       Rules




                                                            Page 396 of 498
                                                             Annexure - VI


               CHECKLIST OF POINTS FOR CONSIDERATION
     (G.I.MHA (D.P.&A.R.) O.M.No.24011-1/76-Estt. (B) dated the 17th May,
                                    1976)

        Part-I-    General Information

1.     Name and present designation :
2.     Post held including name of establishment :
       i) substantive
       ii) officiating
3.     Any post, other than the present appointment,
       held during 6 months prior to the month in which
       resignation is tendered.
4.     Permanent residential address :
        Part-II - Points to be checked up before accepting resignation
5.     The date on which the Government servant wants
       to be relieved from service.
6.     (i) Whether any inquiry or investigation or
       disciplinary case is pending or contemplated.
       (ii)     Whether under suspension :
7.     Whether the Government servant concerned has
       executed any Bond for serving the Government
       for a specified number of years on account of his
       being          given     specialised     training,
       fellowship/scholarship for studies or deputed for
       training whether in India or abroad, and if so, the
       Bond period is over.

8.     Time required for filling up the post and/or
       making alternative arrangements :
9.     Authority competent to accept resignation i.e.
       appointing authority :


     Part-III - If the resignation is accepted, points to be checked up
     before relieving the Government servant.
10.  Whether alternative arrangements have been
     made for discharge of the duties of the post
     including arrangements for taking over charge of
     cash/stores in the custody of Government
     servant (wherever applicable)
Controlling Officer :
11.  Whether       the    Government     servant    has
     surrendered       and    obtained   „No   Demand
     Certificates‟ in respect of -

       (i) MHA/Departmental Identity Card

       (ii) Library Cards/Tokens of the Central Sectt.
       Library and/or Departmental Library etc.


                                                             Page 397 of 498
       (iii) CGHS Identity Card

       (iv) Typewriters, brief cases, cycles, Liveries, etc
                          (wherever applicable)

      (v) Headgear set and locker in case of TO and
      other tools in case of other cadres.
12. Arrangement made for recovery of outstanding
    advances/loans, if any, taken or any other category
    of dues, viz.-

    (i) Training Allowance paid to the official :
    (ii) House Building Advance :
    (iii) Advance for purchase of Motor Car/Motor
    Cycle/Scooter/Cycle :
    (iv) Festival Advance/Flood Advance :
    (v) Any other dues, such as :-
          (a) Amounts due to be recovered from or
          settled by, the employee in respect of
          money/material entrusted to him in the course
          of his official duties in this or earlier posts :
          (b) Recoveries ordered to be made as a result
          of disciplinary proceedings
13. Whether the Government servant is in occupation
    of Government accommodation. If so, whether the
    dues in respect of such accommodation (including
    electrical appliances, etc.) have been settled and a
    No Demand Certificate obtained.
14. Whether accounts in respect of water and
    electricity charges in respect of Government
    accommodation held by the Government servant
    have       been      settled    with     the    concerned
    Municipality/Corporation.
15. In case where the Government servant has not
    been in occupation of any Government residential
    accommodation during the service, whether „No
    Demand Certificate‟ has been issued by the
    Ministry/Department as required in Ministry of
    W.H.&R. Memo NO.15-362-A.C.C.I, dated the 19th
    October, 1963

16.   Whether any cash deposit/security of sufficient
      value has been taken where it is not found
      possible to make a correct assessment of the dues
      immediately.
17.   Leave sanctioned to the official from previous half-
      year and any leave sanctioned extra, if so leave
      salary paid. The Personal File and Service Book
      may also be forwarded
18.    Any other section concerned :




                                                                Page 398 of 498
                                                               Annexure - VII


                                                           MOST IMMEDIATE
                     No.DP AD 4 2000/87/8/1/2000
                  CENTRAL BUREAU OF INVESTIGATION
                          Government of India
                         Block No.3, 4th Floor,
                       CGO Complex, Lodhi Road,
                         NEW DELHI-110 003.

                                                           Dated 04-02-2000.
To
1.     The Spl. Director (S) & (E),
       Central Bureau of Investigation
       New Delhi.

2.     All Joint Directors,
       Central Bureau of Investigation,
       (Delhi based and outside Delhi)

3.     The Supdt.of Police, CBI,
       All Branches located in Delhi and outside.

Sub.: Delegation/Re-delegation of Financial and Administrative Powers
      to Special Directors and Joint Directors, CBI.

Sir,

        The proposal regarding Delegation of Financial Powers to the Special
Directors and the Joint Directors of the CBI has been under consideration
for some time. The existing scheme of delegation of Financial Powers to
Zonal JDs has been reviewed with a view to have greater delegation of
financial responsibility and expeditious disposal of business. Accordingly in
continuation of Head Office Circular No(s) A-22020/32/92-AD.IV dt.27-02-
95 and 27/28/95/AD.V dt.28-11-96, it has now been decided, in exercise of
the powers conferred vide Rule - 13(2) of the Delegation of Financial Powers
Rules, 1978, by the Director/CBI to delegate more Financial and
Administrative Powers to all the Joint Directors and Special Directors, CBI to
the extent as indicated against each item of the Statement annexed to this
letter.

2.     The delegation/re-delegation is subject to restrictions, stipulations or
instructions that may be issued by the Government from time to time.

3.     The Director, CBI has desired that all Joint Directors/CBI and Special
Directors will ensure that the powers are exercised properly.

                                                              Yours faithfully,
                                                                     Sd/-
                                                                 (Vivek Dube)
                                                                Page 399 of 498
                                                    Dy. Director (Admn./CBI
Encl.: As above.



Copy to :-

1.    PS to Director, CBI.
2.    All DIsG/Dy. Directors/DD(CO), CBI.
3.    Administrative Officer (A) and (E), AIG (P)CBI, Nsew Delhi.
4.    Accounts Officer, PAO, CBI, New Delhi.
5.    All Sections/Zones/Divisions, CBI.
6.    Guard File (AD.IV Section).




                                                               Page 400 of 498
        STATEMENT SHOWING THE FINANCIAL AND ADMINISTRATIVE
     POWERS OF THE JOINT DIRECTORS AND SPECIAL DIRECTORS OF C B
                                 I


Sl.No.    Nature of Powers.      All Joint  Spl.Director(S)/           Remarks
                              Directors/CBI       CBI
                                                   &
                                                  Spl.
                                             Director(E)/
                                                  CBI
1        SANCTION OF LEAVE
         Sanction of all   Full Powers Full Powers to   Leave          matters
         kinds of leave to for grant ofSpecial Director concerning to JDs
         officers                      (S) & (E) in
                           leave upto the               and     above     will
                           rank of SsP.respect of DIsG  continue     to     be
                                       working under    submitted    to    the
                                       them.            Director, CBI.
2        PERMISSION FOR HIGHER STUDIES AND TO OBTAIN PASSPORT.
         Permission for         --     Full Powers to   The     matters     in
         higher studies/               SDCBI (S)        respect of officers
         vocational courses                             above the rank of
         and NOC for                                    DIG will continue to
         obtaining passport                             be submitted to the
         in respect of officers                         Directror/CBI.
         upto the rank of DIG
         and Administrative
         Officers.
3        ADVANCE/WITHDRAWAL FROM PF TO IPS OFFICERS
         Sanction of            --     Full Powers to   The cases concerning
         Advance/Withdrawal            SDCBI(S)         JDs and above for
         from GPF to IPS                                sanction            of
         officers under                                 advance/withdrawals
         AIS(PF) Rules upto                             under AIS (Rules)
         the rank of DIsG.                              will continue to be
                                                        submitted    to    the
                                                        DCBI.



4        HOUSE BUILDING ADVANCE
         Grant     of   House  --            Full Powers to      Powers to sanction
         Building Advance to                 SDCBI (S)           HBA to officers below
         officers of and above                                   the rank of DIG are
         the rank of DIG.                                        already delegated to
                                                                 JD (Admn.), CBI,
                                                                 HO.




5   MOTOR CAR/COMPUTER ADVANCE
    Sanction   of    --      Full Powers to                   Powers to sanction Motor
    Motor    Car             SDCBI(S)                         Car Advance to officers
    Advance/                                                  below the rank of DIG are

                                                                  Page 401 of 498
    Computer                                                        already    delegated     to
    Advance to JDs                                                  JD(A), CBI, HO.
6   POSTING/TRANSFER
    Posting/Transfer of           --          Full Powers to      The cases of Transfer of Dy.
    all    Group    'A'                       Spl. Directors      SsP and Law Officers (Sr.PP
    Officers viz. Dy.                         (S) and Special     to ALA)        outside the
    Supdts. of Police                         Director (E) in     jurisdiction of SD, CBI (S)
    and Law Officers                          respect        of   and (E) will be decided in
    (Sr.PP   to   ALA)                        officers working    co-ordination meeting to be
    except Ss.P and                           under       their   held between the two
    above.                                    control only.       Special Directors, which
                                                                  may be held once in a
                                                                  month.
7   MEDICAL CLAIMS
    Process       claims Full Powers.                  --         The cases concerning JDs
    under        CS(MA)                                           and above will continue to
    Rules,        CGHS                                            be submitted to the DCBI.
    Rules, condonation                                            The       delegation/     re-
    of    delay      and                                          delegation is subject to the
    settlement         of                                         restrictions, stipulations or
    medical claims etc.                                           instructions that may be
    of     the      staff                                         issued by the Ministry of
    members of the                                                Health         &        F.W/
    Central Bureau of                                             DGHS/CGHS from time to
    Investigation upto                                            time.
    the level of DIG,
    Ministerial     Staff
    and their family
    members.




                                                                        Annexure - VIII


                                       FORM NO 24
                                       (See Rule 32)

                Form of certificate of verification of service for pension

                                                            No_______________________
                                                             Government of India
                                                            Ministry of ________________
                                                            Department of _____________
                                                            Dated_____________________

                                        Certificate

            It is clarified, in consultation with the Accounts Officer, that
    Shri......... Designation.......... has completed a qualifying service of........
    years ............months............days as on............(date), as per details given
    below. The service has been verified on the basis of his service documents
    and in accordance with the rules regarding qualifying service in force at
    present. The verification of service under sub rules (1) and (2) of Rule 32 of

                                                                         Page 402 of 498
the Central Civil Services(Pension) Rules 1972, shall be treated as final and
shall not be re-opened except when necessitated by a subsequent change in
the rules and orders governing the conditions under which the service
qualifies for pension.


                    DETAILS OF QUALIFYING SERVICE

___________________________________________________________________________
                                    __
               To                                      From
___________________________________________________________________________
                                    __

             1.
             2.
             3.
___________________________________________________________________________
                                    __


                                                  Signature of Head of Office

To

      Shri______________
      (Name & Designation)




                                                              Page 403 of 498
                                                                 Annexure - IX

MODEL CALCULATION-1

FAMILY PENSION & DEATH GRATUITY CALCULATION
MEMO IN RESPECT OF SHRI AAA DESIGNATION BBB, CBI EXPIRED ON
09.09.1999

I.      Date of birth:    23.04.1941
        Date of appointment:    05.04.1963
        Date of death:          09.09.1999
        Last pay drawn          Rs. 6025/-
II.
       QUALIFYING SERVICE:              Y         M          D
       Gross service w.e.f.             36        5          4
       05.04.1963 to 09.09.1999
       Non-qualifying service           -         -          -
       NET SERVICE                      36        5          4

III.    FAMILY PENSION

        Emoluments last (pay) drawn    =        Rs.6025/-
        Family Pension admissible @30%

                6025 x30           = Rs.1808-00
                  100
i)      Family pension at
        Enhanced Rate
        10.09.1999 to 09.09.2006 (7 years)      Rs.1808 x 2 = Rs.3616/- but
        or attaining the age of 67 years limited to Rs.3013/- i.e. 50% of whichever is
        earlier
        the last pay drawn.

ii)     Family Pension at Normal Rate
        10.09.2006 onward                       Rs.1808/-

IV)     DEATH GRATUITY:
        Basic Pay                               Rs.6025-00
        DA @ 37%                                Rs.2229-00
                            TOTAL               Rs.8254-00

                            Rs.8254 x 33        Rs.2,72,382-00

                                                                          Sd/-
                                                                 Head of Office
                                                                           CBI




                                                                 Page 404 of 498
MODEL CALCULATION – 2

PENSION, COMMUTED VALUE OF PENSION, RETIREMENT GRATUITY &
FAMILY PENSION CALCULATION MEMO IN RESPECT OF SHRI CCC
DESIGNATION   DDD,  CBI   RETIRING    ON   31.05.2002  ON
SUPERANNUATION


Date of birth:             20.05.1942
Date of appointment:             03.09.1970
Date of retirement:        31.05.2002
Pay as on 1.10.2000              Rs. 8300/-
Pay as on 1.10.2001              Rs. 8500/-
Pay on the date of retirement    Rs. 8500/-

I.     Gross Service                         Yr.       M           D
       w.e.f. 03.09.1970 to 31.05.2002       31        8           28
       Non-qualifying service                -         -           -

       Total Service   31                8                  28
                                                                  or say 63 SMPs

II:       AVERAGE EMOLUMENTS

i)        01.08.2001 to      30.09.2001 @Rs.8300 x 2=               Rs.16,600-00
ii)       01.10.2001 to      31.05.2002 @Rs.8500 x 8=               Rs.68,000-00
                                             Total =                Rs.84,600-00

                A.E.   = 84,600    = Rs.8,460-00
                           10

III:      PENSION

i)        Pension admissible for maximum:          8460 x 66        =      Rs.4230-00
          qualifying service                         2 x 66

ii)   Pension admissible for                       8460 x 63        =
Rs.4037.72
      63 Six Monthly Period                        2       x 66             or say
                                                                            Rs.4038-
                                                                    00

IV.       COMMUTATION

          40% of Rs.4038                      =    Rs.1615/-
          1615 x 12 x 9.81                    =    Rs.1,90,117.80

V.        RESIDUARY PENSION:
          Rs.4038 (-) Rs.1615                 =    Rs.2423-00

VI.       RETIREMENT GRATUITY:
          Basic Pay      Rs. 8500-00
          DA @45%        Rs. 3825-00
                         Rs.12,325-00

                                                                        Page 405 of 498
             12,325x63     =     Rs.1,94,118.75/- or say Rs.1,94,119-00
                 4

VII.   FAMILY PENSION (IN CASE OF DEATH OF PENSIONER):

       30% of the last pay drawn (Rs.8500-00)

       8500 x 30           =     Rs.2550-00
         100

       Family Pension at enhanced rate:Rs.2550 x 2 = Rs.5100/-
                                                 but limited to Rs.4038/- i.e.
                                                 pension authorised on the
                                                 date of retirement.
       (7 years or the age of 67 yrs. whichever is earlier)

       Family Pension at Normal Rate thereafter       Rs.2550/-



                                                                        Sd/-
                                                               Head of Office
                                                                         CBI




                                                               Page 406 of 498
                                                            Annexure – X(A)

                         No.240/1/96-AVD.II
                        GOVERNMENT OF INDIA
       MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS
                DEPARTMENT OF PERSONNEL & TRAINING
                             NEW DELHI

                                                        DATED :     03.10.96



To

        The Director,
        Central Bureau of Investigation
        New Delhi

Sub:- Delegation of financial powers Rules 1978 - Enhancement of
      Powers of DCBI.

Sir,

      I am directed to convey the sanction of the President to the delegation
of enhanced powers to the Director,CBI for according administrative
approval and expenditure sanction for execution of works as specified in
Annexure ‟A'.

2.     This order relating to delegation of enhanced powers is subject to the
provisions contained in DFP Rules, GFRs and other instruction issued from
time to time.

3.     This letter issues with the concurrence of Ministry of Home Affairs
vide their Dy. No.7334/JS/Fin(P) dated 1.10.96.


                                                             Yours faithfully

                                                                        sd/-

                                                      ( Jaswant Singh)
                               UNDER SECRETARY TO THE GOVT. OF INDIA




                                                              Page 407 of 498
    STATEMENT SHOWING ENHANCED DELEGATION OF POWERS TO DCBI

SL NO NATURE OF POWER             EXISTING POWERS           ENHANCED TO
                                  OF DCBI


1.      Contingent                Recurring                 Recurring
        Expenditure               Rs. 10,000/- p.a.         Rs.30,000/- p.a.
                                  in each case              in each case

                                  Non-Recurring              Non-Recurring
                                  Rs.40,000/- p.a.           Rs.60,000/- p.a.
                                  in each case        in each case

2.      Local purchase of         Rs.40,000/- p.a.          Rs.50,000/- p.a.
        Stationery

3.      Petty repairs       Rs.10,000/- in each case Rs.20.000/-in each
                                                           case

4.    Major and Minor works       Nil                       Major Work :
Rs.30
                                                            lakh in each
case
                                                            Minor Work
:Rs.2
                                                            Lakh in each
case.




                     FINANCIAL POWERS OF THE
            DIRECTOR / CENTRAL BUREAU OF INVESTIGATION

S.No             Item          Govt. Order of   Monetary      Remarks
                                delegation      limit upto
                                                  which
                                               expenditure
                                                  can be
                                                 incurred
1      Bicycle                 Item No.1 of Full Powers    As per Scales
                               Annex ure to                prescribed    in
                               Schedule V of               Col.4         of
                               DFP      Rules              Schedule V to
                               1978                        DFP Rules -
                                                           1978
2      Conveyance Hire         Item No.3 of                The conveyance
                               Annexure     to             hire     charges
                               Schedule V of               actually    paid
                               DFP      Rules,             may           be
                               1978                        reimbursed to a
                                                           Gazetted /non-
                                                           gazetted Govt.
                                                           servant     who
                                                           performs

                                                              Page 408 of 498
                                                       journey        in
                                                       public interest
                                                       within       the
                                                       municipal
                                                       limits of the
                                                       city in which
                                                       his    H.Q.    is
                                                       situated, in a
                                                       conveyance
                                                       when a staff
                                                       car     is   not
                                                       available.
                                                       Provided    that
                                                       where
                                                       travelling
                                                       allowance      is
                                                       also admissible
                                                       for    such     a
                                                       journey, it will
                                                       be open to the
                                                       officers either
                                                       to         claim
                                                       reimbursement
                                                       of           the
                                                       conveyance
                                                       hire       under
                                                       these rules or
                                                       travelling
                                                       allowance
                                                       under
                                                       Travelling
                                                       Allowance.
                                                       Provided
                                                       further that the
                                                       reimbursement
                                                       of           the
                                                       conveyance
                                                       hire shall be
                                                       subject to the
                                                       conditions laid
                                                       down in Col.4
                                                       of Schedule V
                                                       to DFP Rules,
                                                       78.
4   Electric Gas and Water Item No.4 of Full Powers
    Charges.                Annexure     to
                            Schedule V to
                            DFP      Rules,
                            1978
5   Fixture and furniture , Item No 5 of Full Powers   The exercise of
    purchase and repairs    Annexure     to            this      power
                            Schedule V of              shall be subject
                            DFP      Rules,            to         such
                            1978                       conditions and
                                                       scales as may
                                                       be    prescribed
                                                       by the Min. of

                                                       Page 409 of 498
                                                                   Works        and
                                                                   Housing.
6   FREIGHT      AND
    DEMURRAGE      /
    WHARFAGE CHARGES

    (i) Freight Charges
                                Item No.6 (i) of Full Powers       In      case   of
                                Annex ure to                       airlifting     of
                                Schedule V of                      stores
                                DFP      Rules,                    exceeding
                                1978                               Rs.1000/-
    (ii)Demurrage/Wharfage                                         should         be
    charges                                                        reported to the
                                Item 6(ii)  of Full Powers         next       higher
                                Annex ure to                       Administrative
                                Schedule V of                      Authority       /
                                DFP     Rules,                     DP&T.
                                1978
                                                                    Each        case
                                                                    exceeding
                                                                    Rs.1000/-
                                                                    should         be
                                                                    reported       to
                                                                    Min./Deptt.
7                           Item No.7 of
    Hire of Office furniture,                       Full Powers     Subject        to
    electric fans, heaters, Annex ure to                            observance of
    coolers, clocks and callSchedule V of                           all the relevant
    bells.                  DFP     Rules,                          Govt. Rules in
                            1978                                    force.
8   Legal Charges           Item No.9(i) of         Full Powers     Subject        to
    (i) Fees to Barristers, Annex ure to                            conditions
    Advocates,    Pleaders, Schedule V of                           /scales      laid
    Arbitrators        and DFP      Rules,                          down in Col.4
    Umpires.                1978                                    of the Annex
                                                                    ure to Schedule
                                                                    V of DFP Rules,
                                Item No.9(ii) (a)   Full    Powers 1978
                                Law suites or       in case of
                                prosecutions        authorities
                                cases.              vested     with As            per
                                                    powers       to conditions
                                                    sanction the provided          in
                                                    institution of Col.4 of the
                                                    suit         or Annex ure to
    (ii)Other Legal Charges                         prosecution; Schedule V to
                                                    otherwise       DFP       Rules,
                                                    Rs.5000/- in 1978.
                                                    each      case.

                                Item No.9 (ii) (b)
                                Arbitration        Full   Powers
                                Cases              in case of
                                                   authorities
                                                   vested    with
                                                   powers      to
                                                   refer cases to As             per

                                                                    Page 410 of 498
                                                    arbitration     conditions
                                                    otherwise       provided      in
                                                    Rs.1,00,000/-   Col.4         of
                                                    in each case.   Schedule V to
                                                                    DFP       Rules,
                                                                    1978.
9    Engagement     of Spl.      DP&T      Letter Full Powers       Subject       to
     Counsel on behalf of        No.225/2/95-                       observance of
     CBI to contest the          AVD-II    dated                    Scheme
     criminal cases              30.1.97                            circulated   by
                                 circulated vide                    Legal Division
                                 DCB        letter                  /CBI.
                                 No.2/97/DCBI/
                                 Pers/338 dated
                                 4.2.97
     Payment of fee to Spl.
     Counsels for the courts          -do-          Sr. Counsels
     at   Delhi,    Mumbai,                         Rs.3500/-
     Calcutta and Chennai                           per day.     The Counsels
                                                                 should        be
     Payment of fee to Spl.                                      appointed with
     counsels for the courts          -do-          Jr. Counsels the        prior
     at other stations.                             Rs.1750/-    approval of the
                                                    per day      Director, CBI.

                                                                         -do-

10   MOTOR VEHICLES
     (iii)Maintenance,           Item No.10 (iii)   Full Powers
     Upkeep and repairs.         of Annexure to                            --
                                 Schedule V of
                                 DFP Rules ,
                                 1978.
11   Municipal   rates     and   Item No.11 of      Full Powers     Subject       to
     taxes                       Annexure     to                    observant of all
                                 Schedule V of                      the     relevant
                                 DFP      Rules,                    Govt. rules.
                                 1978
12   Petty Works and Repair                Rs.30,000/-
                                 Item No.12 (ii)                    As          per
     i) Execution     of Petty             in each case.
                                 of Annexure to                     conditions laid
     Works       and special     Schedule V of                      down in col. 4
     repairs to Govt. owned      DFP      Rules,                    of the Schedule
     building        including   1978                               V of DFP Rules,
     sanitary fittings, water                                       1978
     supply and electrical Item No.12(iii) Full Powers
     installation in such of Annexure to
     buildings and repairs. Schedule V of
                               DFP  Rules,
     (ii) Ordinary repairs to 1978
     Government Buildings
                                           Non-
     (iii)     Repair     and              recurring
     alteration to hired and               Rs.30,000/-              Subject to the
     requisitioned buildings               per annum                conditions laid
                                           Recurring                down in col.4 of
                                           Rs.6,000/-               Schedule V of
                                           per annum                DFP      Rules,

                                                                    Page 411 of 498
                                                                     1978
13   Postal and Telegraph
     Charges :
     (i) Charges for the issue Item No.13(i) of Full Powers          Subject to the
     of letters , telegraphs Annexure         to                     conditions laid
     etc.                      Schedule V of                         down in Col.4
                               DFP      Rules,                       of the schedule
     (ii)Commission         on 1978                                  V of DFP Rules,
     Money Orders                                                    1978.
                               Item No.13(ii) of
                               Annex ure to                          Subject to the
                               Schedule V of                         conditions laid
                               DFP      Rules,                       down in Col.4
                               1978                                  of the Schedule
                                                                     V of DFP Rules,
                                                                     1978.
14   Printing and Binding       Item No.14 of       Full   Powers    Subject to the
                                Annexure     to     where     work   conditions laid
                                Schedule V of       executed         down in col.4 of
                                DFP      Rules,     through     or   the Annexure
                                1978.               with       the   to Schedule V
                                                    approval    of   of DFP Rules,
                                                    Director    of   1978.
                                                    Printing.   In
                                                    the case of
                                                    local printing
                                                    and binding
                                                    Rs.20,000/-
                                                    per annum.
15   Publication
     (i) Official Publication   Item No.15(i) of Full Powers         Subject       to
                                Annexure      to                     conditions laid
                                Schedule V of                        down in col.4 of
                                DFP      Rules,                      the schedule V
                                1978                                 of DFP Rules,
     (ii)          Non-official                                      1978
     Publication                Item No.15(ii) of   Full Powers
                                Annexure       to
                                Schedule V of                        --do -
                                DFP       Rules,
                                1978.
16   RENT
     (i)    Ordinary     Office Item No.16(i) (a)   A1 = Rs.         Normally     the
     accommodation              of Annexure to      25000/- p.m.     Central Public
     (a)      Where        the Schedule V of        A, B1 & B2 =     Works
     accommodation           is DFP Rules,          Rs. 10000/-      Department
     entirely utilised for the 1978                 p.m.             should      hire
     office.                    Lr. No.             C = Rs.          accommodation
                                11011/18/86-        6000/- p.m.      required      for
                                Fin.II (MHA)        Unclassified =   public
                                dated 26.12.86.     Rs. 4000/-       purposes and
                                                    p.m.             also enter into
     (b)      Where      the                                         the lease deeds
     accommodation is used                          A1 =             and pay the
     partly as office and Item No.16(i)(b)          Rs.6000/-        rent.       The
     partly as residence     of Annexure to         p.m.             powers is an
                             Schedule V of          A B1 B2 =        exception this

                                                                     Page 412 of 498
                                DFP Rules,          Rs.5000 p.m. general
                                1978                              principle   and
                                                    C = Rs.3000 shall          be
     (ii) For residential and                       p.m.          exercised
     other purposes                                               subject to the
                                                    A1= Rs.1200 conditions laid
                                Item No.16(ii) of   p.m.          down in col.4 of
                                Annexure       to   A B1 B2 =     Annexure      to
                                Schedule V of       Rs. 800 p.m. Schedule V of
                                DFP      Rules,     C=     Rs.400 DFP       Rules,
                                1978                p.m.          1978.
                                                    Others
                                                    =Rs.200 p.m.
17   Repairs and removal of     Item No.17 of       Full Powers
     machinery ( where the      Annexure      to
     expenditure is not of a    Schedule V of
     capital                    DFP      Rules,
     nature )                   1978.
18   Rewards , Fees, Bonus      Lr.         No. Full Powers
     etc. ( other than fee or   11011/12/81- within      the
     honoraria granted to       Fin.II   (MHA) budget limits.
     Government      servants   dated 19.5.81.
     under the service
     Rules )
19   Honorarium                                     Rs.2,500/-      Subject         to
                                                    p.a. to a Govt. observance of
                                                    servant.        all the relevant
                                                                    rules.
20   Staff    paid      from Item No.20 of          Full Powers     Remuneration
     Contingencies           Annexure     to                        of such staff
                             Schedule V of                          shall           be
                             DFP      Rules,                        regulated       in
                             1978.                                  accordance
                                                                    with general or
                                                                    special orders
                                                                    issued          by
                                                                    President       in
                                                                    this behalf.
21   Local purchase of Petty DP&T     Letter        Rs.100000/- As                 per
     Stationary Stores       No.240/1/96-           per annum       provisions laid
                             AVD.II   dated                         down in col.4
                             3.10.96                                against      item
                                                                    No.21           of
                                                                    Schedule V to
                                                                    DFP        Rules,
                                                                    1978.
22   Local     purchase   of Item No.21(c) of       Full Powers     To avoid the
     rubber     stamps  and Annexure       to                       possibility     of
     office seals.           Schedule V of                          counterfeiting
                             DFP      Rules-                        of stamps and
                             1978.                                  seals     by     a
                                                                    dealer            ,
                                                                    purchases shall
                                                                    be made with
                                                                    caution       and
                                                                    from firms of
                                                                    repute only.

                                                                     Page 413 of 498
23   STORES
     (I) Stores required for Item 22(i) of          Full Powers   The sanction of
     works                   Annex ure         to                 a     competent
                             Schedule V        of                 authority       for
                             DFP Rules          -                 executing      the
                             1978.                                work      carries
     (ii) Other Stores i.e.                                       with    it     the
     stores required for the Item No.22(ii)    of Full Powers     sanction        for
     working       of     an Annexure          to                 incurring
     establishment,          Schedule V        to                 necessary
     instrument          and DFP Rules          -                 expenditure on
     apparatus.              1978.                                the purchase of
                                                                  stores required
                                                                  for the work.
24   Supply of uniforms,         Item   No.23of Full Powers       As             per
     badges      and     other   Annexure    to                   provisions laid
     articles of clothing etc.   Schedule V to                    down in col.4
     and washing allowance       DFP Rules -                      against        the
                                 1978.                            item             of
                                                                  Schedule V to
                                                                  DFP Rules -
                                                                  1978.
25   Telephone Charges           Item No.24 of Full Powers        As             per
                                 Annexure     to                  provisions laid
                                 Schedule V of                    down in col.4
                                 DFP      Rules-                  against        the
                                 1978.                            item             of
                                                                  Schedule V to
                                                                  DFP        Rules-
                                                                  1978.
26   Purchase, Upkeep &          Item No.26(a) (i) Full Powers    The
     Repair     of all office    of Annexure to                   expenditure on
     equipment      including    Schedule V of                    the purchase ,
     typewriters, Electronic     DFP      Rules-                  hire, upkeep of
     typewriters,     delicate   1978.                            and repairs to
     word         processors,                                     such machines
     Intercom     equipment,                                      shall            be
     calculators, electronic                                      incurred
     stencil          cutters,                                    subject          to
     Dictaphone,          tape                                    general          or
     recorders, photocopiers,                                     special orders
     copying       machines,                                      issued by the
     franking      machines,                                      Ministry         of
     addressographs, filing                                       Finance          or
     and indexing systems,                                        Department of
     etc.          excluding                                      Supply       from
     computers of all kinds.                                      time to time in
                                                                  this behalf.
27   (i) Computers            Item    No.26(A) Rs.1.00 lakh       Subject          to
     (including     personal (ii) of Annexure                     provisions laid
     computers purchase ) to Schedule V                           down in col.4
                              of DFP Rules -                      against        the
                              1978 .                              item             of
     (ii)     Hire       and                   Full Powers        Schedule V to
     maintenance           of Item No.2(b) of                     DFP         Rule-
     computers of all kinds Annexure        to                    1978.
                              Schedule V of

                                                                  Page 414 of 498
                               DFP       Rules-               Subject       to
                               1978.                          provisions laid
                                                              down in col.4
                                                              against      the
                                                              Item          of
                                                              Schedule V to
                                                              DFP       Rules-
                                                              1978.
28   CONTINGENT                  DP&T     letter Non-         No contingent
     EXPENDITURE (Table in       No.240/1/96- recurring       or
     Schedule V to Delegation    AVD.II dated Rs.60,000/- miscellaneous
     of   Financial    Powers    3.10.1996       p.a. in each expenditure of
     Rules applicable to item                    case.        an       unusual
     not specified in the                                     character     or
     Annexure to Schedule V                                   involving    any
     of DFP Rule-1978).                                       departure from
                                                 Recurring    the    rules   ,
                                                 Rs.30,000/- orders          ,
                                                 p.a. in each restrictions or
                                                 case.        scales
                                                              prescribed
                                                              shall         be
                                                              incurred.

                                                                --do--
29   MAJOR WORKS                 DP&T     letter Rs.30.00       Subject       to
                                 No.240/1/96- lakhs in each observations of
                                 AVD.II dated case.             all the relevant
                                 3.10.1996                      Govt. Rules in
                                                                force.
30   Minor Works                 DP&T     letter Rs.2.00 lakhs Subject        to
                                 No.240/1/96- in each case. observations of
                                 AVD.II dated                   all the relevant
                                 3.10.1996                      Govt. Rules in
                                                                force.
31   Incurring              of   Schedule VI of Recurring       Subject       to
     Miscellaneous               DFP Rules - Rs.5,000/- a observance of
     Expenditure    including    1978 and Note year             Schedule VI of
     expenditure   on    light   thereunder.     Non-           DFP       Rules,
     refreshments.                               recurring      1978.
                                                 Rs.20,000/-
32   Write off of Losses         Schedule VII Rs.50,000/- Subject             to
     (Stores, Public Money )     of the DFP for losses of observance of
                                 Rules,   1978 stores       not Schedule VII of
                                 and     notes due to theft, DFP          Rules-
                                 thereunder.     fraud       or 1978.
                                                 negligence
                                                 Rs.20,000/-
                                                 for      other
     Loss of irrecoverable                       cases.
     loans and advances
                                             Rs.10,000/-
                              -do-
33   Travel by air by non- DP&T       letter 150               As the Director
     entitled officers of CBI No.240/2/93- personnel in        ,    CBI    has
     including        accused AVD.II dated a year              powers to allow
     /witness.                6.6.97.                          travel by air to

                                                                Page 415 of 498
                                                             non-entitled
                                                             officers     upto
                                                             150 cases in a
                                                             year,        non-
                                                             entitled officers
                                                             should not be
                                                             permitted       to
                                                             travel by air
                                                             and in case of
                                                             extreme
                                                             urgency such
                                                             officer have to
                                                             take        prior
                                                             approval        of
                                                             their concerned
                                                             Joint Director
                                                             and      proposal
                                                             for      ex-post-
                                                             facto sanction
                                                             be sent to Head
                                                             Office with a
                                                             copy of prior
                                                             approval of the
                                                             concerned
                                                             Joint Director,
                                                             CBI.
34   Reimbursement of         DP&T letter     Full Powers    Reimbursement
     amount equivalent to     No.                            should not be
     trap money to the        245/32/97-                     made      as     a
     complainants seized by   AVD.II dated                   matter          of
     CBI in a trap            3.12.1997                      routine but in
                              circulated vide                rare          and
                              HO letter No.                  exceptional
                              23/6/94-                       circumstances
                              Ad.IV dated                    for reasons to
                              05.03.1998                     be recorded in
                                                             writing and as
                                                             per procedure
                                                             laid down vide
                                                             HO letter No.
                                                             23/6/94-Ad.IV
                                                             dated 23.6.94.

D.F.P.Rule, 1978 = Delegation of Financial Powers Rules –1978




                                                            Annexure – X(B)

                       No.240/2/93-AVD.II
                      GOVERNMENT OF INDIA
     MINISTRY OF PERSONNEL, PUBLIC GRIEVANCES AND PENSIONS
              DEPARTMENT OF PERSONNEL & TRAINING
                           NEW DELHI

                                                            Dated: 06.06.97

                                                              Page 416 of 498
To

       The Director,
       Central Bureau of investigation,
       New Delhi

       ( Attention: Shri R. S. Arora, DD(A) )

Sub: Delegation of powers to DCBI to allow Air Journey to non-entitled
     officers of CBI

Sir,

       With reference to CBI's ID NO.3/3/87-Hindi dated.3.2.97 and in
partial modification of this Department's letter No.240/1/89-AVD.II
dated.4.1.1991 on the subject noted above. I am directed to convey the
sanction of the President to enhance the delegated powers of Director CBI
from the 60 non-entitled personnel to 150 non-entitled personnel of CBI for
performing air travel in a year in public interest.

2.    The terms and conditions for allowing journey by air to non-entitled
personnel will remain unchanged as mentioned in DOP&T letter
No.240/1/89-AVD.II date4d.30.5.89.

3.    This issues with the approval of Ministry of Finance vide ID
No.217/E.IV/97 dated 23.5.1997 and IFD Dy. No.1723/97.Fin.II dated the
5th June,1997.


                                                               Yours faithfully

                                                                          Sd/-

                                                                  (Hari Singh )
                                          Under Secretary to the Govt. of India




                                                             Annexure – X(C)

                            No.205/26/98-AVD.II
                            Government of India
            Ministry of Personnel,Public Grievances and Pension
                    Department of Personnel & Training
                                 New Delhi

                                                     Dated: 22 January, 1999
To,
       The Controller of Accounts,
       Department of personnel and Training,
       New Delhi
                                                                Page 417 of 498
Sub: Delegation of financial powers to the Director, CBI as Head of the
     Department for condemnation of government vehicles.

Sir,
       With reference to CBI's U.O. No.14/6/83-AD.II, dated the 21.9.98 and
in continuation of this Department's letter No.205/1/95-AVD.II
dated.23.3.1995, I am directed to convey the sanction of the President to the
extension of delegation of powers to condemn Government vehicles up to the
monetary ceiling of Rs.2,00,000/- (Rupees two lakh only) in each case,
subject to conditions mentioned in Schedule VII of Delegation of Financial
Powers Rules , 1978, being satisfied, to Director, Central Bureau of
Investigation for a further period from 1.1.1999 to 31.12.2002.

2.     In case further extension of these orders is considered necessary, a
proposal may be made out by Director, CBI and referred to this Department
well in advance before the expiry of the said period.

3.     The above delegation of powers will be further subject to other general
orders /instructions issued by the government from time to time.

4.    This issues with the concurrence of the Ministry of finance,
Department of Expenditure vide their U.O. No.3/3-E.II(A)/99 dated 11.1.99
and IFD's Dy. No.185/99-Fin.II dated. 14.1.99.

                                                             Yours faithfully,

                                                                         Sd/-

                                                  ( HARI SINGH )
                   UNDER SECRETARY TO THE GOVERNMENT OF INDIA




                                                               Page 418 of 498
                                                                Annexure – XI(A)


                                                            No. 29/1/96-AD.III
                                                 Central Bureau of Investigation
                                                       (Administration Division)
                                                         Block-3, CGO Complex
                                                             New Delhi-110003

                                                              December 26, 1997


                                   CIRCULAR

       The rewards are sanctioned to CBI officers as a recognition of
extraordinary efforts made by them and for exemplary initiative shown in
accomplishing a special task assigned to them.                Similarly, the
Commendation Letters are intended to motivate the officers and staff to put
in their best and achieve excellence in their assigned duties. However, the
rewards and commendation letter must not be given for performing routine
duties and normal task expected of an officer. While sanctioning and
proposing rewards, the officer must bear in mind that executive officers from
the rank of Constable to Inspector are being given one month extra salary for
working beyond office hours and on holidays.

2.     In order to bring in uniformity in the sanction of rewards and issue of
commendation letter the following instructions are issued to be strictly
followed by the officers proposing and sanctioning rewards.

a)       Group „A‟ gazetted officers shall not be sanctioned cash rewards. In
         case it is proposed to give cash reward to Group „A‟ gazetted officers
         for certain exceptional achievements beyond the call of normal duty, a
         self-contained proposal with full justification may be submitted to
         DCBI through concerned supervisory officer for referring the same to
         Government for sanction. The notable efforts and achievements of
         Group „A‟ officers can be appreciated by way of issue of
         Commendation Letters/Letter of Appreciation which the supervising
         officer may propose to the concerned Addl. Director/Special
         Director/Director as the case may be.             The Commendation
         Letters/Letter of Appreciation are to be placed in the personal
         file/Service Books only on prior approval of Director, CBI.

b)       The proposal for rewards must be submitted normally within one
         week from the date of completion of task for ensuring prompt
         recognition of commendable work done by an officer.

c)       Rewards could be given and proposed for the following achievements
         and accomplishments:

            For showing extraordinary initiative and painstaking efforts in
             accomplishing the assigned task.

            Notable efforts of officers in detection of difficult case in a record
             time.


                                                                   Page 419 of 498
             In a case which ends in exemplary conviction due to untiring
              efforts of an officer(s).

             Arrest of an absconding accused vital to the investigation/trial of
              the case due to painstaking efforts by an officer.

             Laying of a successful trap and getting conviction of the accused
              after meticulous planning by an officer or team of officers.

3.    As mentioned in para 1, the officers must bear in mind that rewards
are not proposed and sanctioned for the following:-

       a)       Routine work by an officer/staff whether in the course of
                investigation or in the office.
       b)       Normal investigation of the case and performing of the assigned
                job even beyond the normal office hours and on holidays.
       c)       Any other job or assignment whether in the course of
                investigation and normally expected from an officer as part of
                his duties.

4.    While sanctioning the rewards and commendations the following
administrative guidelines must be kept in mind by the officers:-

       i)       No officer must sanction reward to any individual officer in
                excess of his delegated financial powers as mentioned in the
                paras below. In case it is proposed to reward an officer beyond
                the delegated power, the proposal must be put up for sanction
                of the next higher authority or as the case may be.

       ii)      The sanctioning authority should sanction rewards only in
                respect of officers/staff working under their administrative
                control.

       iii)     If any officer intends to sanction reward to any officers not
                working under his administrative control, he may send his
                recommendations with full justification to the concerned
                competent authority for consideration and orders with regard
                to sanction of rewards to such officers. The order sanctioning
                rewards would be issued by the unit where officer is working at
                the time of disbursal.

       iv)      Whenever reward is proposed to be granted to any
                employee/officer, the presenting officer as well as possible
                must give details of the previous rewards sanctioned to such
                employee or officer in the financial year.

       v)       The sanctioning authority must keep in mind relevant
                Fundamental Rules as well as instructions issued by the
                Government and the Head Office from time to time.

       vi)      vi)     Drawing and Disbursing Officers (DDOs) should ensure
                that reward has been sanctioned by the competent authority.
                DDOs must maintain separate register for honorarium/reward
                in respect of each officer and staff. Before passing the bills and
                presenting the same to Pay and Accounts Officer, DDO should
                fully satisfy himself that various instructions issued from time
                to time and the restrictions if any have been complied with.

                                                                  Page 420 of 49