Entries in Service Book

Presented by Presented by

Dr. K Subramanyam, Rtd. Principal

Instructions to check the entries in service registerAbout Service Register:

a) Govt. servant requires to maintain S.R.

b) Must be opened on the first entry into service.

c) Gives authentic details of service/career of an employee.

d) All relevant entries be made promptly , duly attested by the Principal.

e) No eraser or overwriting is allowed

f) Wrong entry if any should be rounded with red ink and make a correct entry beneath it and is attested by thePrincipal.Principal.

g) Personal comments /character must not be entered.

First 3 Pages of SR:-

1) name and permanent address.

2) moles, & thumb prints.

3) appointment details and the joining date.

4) all qualifications with hall ticket number, percentage of marks etc.

5) date of birth once entered, can not be changed in future.

6) employees signature with date.

Service Book Service Books of non-Gazetted Employees in such forms prescribed by the C & AG will be maintained by

the Departmental Authorities; (S. R. -197)

Form of Service Books revised for new entrants in Govt. Service by DOP&T O. M. No. 17011/1/99-Estt (L)dated 11.3.2008;

For existing Govt. Servants, new Service Books will be used when the existing Stock is exhausted.

Existing entries need not be re-written in the new form

The Service Book under S.R.-197 shall be maintained for a Govt. Servant from the date of his firstappointment in Govt. Service (S. R. 198)

It is kept in the custody of Head of Office It is kept in the custody of Head of Office

Every step in a Govt. Servant’s life must be recorded in the Service Book

Each entry must be attested by the Head of Office or by a Gazetted Officer to whom the power has beendelegated

No erasure or over-writing. All corrections neatly made and properly attested

Declarations and Pay Fixation memos to be pasted in Service Books

Outfit Allowance (Wherever paid): Note of every such payments (i.e. Bill no., amount and date of payment)with its authority should be recorded in the body of the Service Book in chronological order along with otherentries

Alteration of date of birth, if any, should be entered in the Service Book

Leave sanctioned and leave account should be attested, as and when leave is sanctioned

Number of days of Earned leave and other kinds of leave admissible should be up-dated as and when itbecomes due

GPF accounts Number to be entered in the Service Book

Home Town declaration under LTC Scheme to be kept in the Service Book

Every period of suspension & every other interruptions of service must be noted, with full details ofduration should be shown in the Service Book and attested by Head of Office

PROVISIONS IN GFR

Rule 257 (1):Rule 257 (1):

Service verification – every year

Certificate: “Service verified from………..up to……… (date)’

Rule 257 (2):

Service Book to be maintained in duplicate

First copy retained and maintained by Head of Office

Second copy given to the Govt. servant for safe custody

Rule 257 (3)

Govt. servant to hand over his copy in January each year to his office for up-dating

The office shall up-date & return it to the Govt. servant within 30 days

Rule 257 (4)

In case Govt. servant’s copy is lost by him, it shall be replaced on payment of Rs.500/-.

CERTIFICATES RECORDED IN SERVICE BOOK

The employee has been medically examined

His/her character & antecedents have been verified

Declaration that he/she not having contracted bigamous marriage

He/she has taken the oath of allegiance/ affirmation to the Constitution He/she has taken the oath of allegiance/ affirmation to the Constitution

He/she has furnished declaration of home town which has been accepted

He/she has furnished nomination for GPF

He/she has furnished details of family members

He/she has filed nomination for Death/ Retirement gratuity

VERIFICATION FROM ORIGINAL CERTIFICATES

Whether a member of SC/ST/OBC

Date of birth

Educational qualifications (a) at the time of appt. (b) Subsequently acquired

Professional/technical qual. Not covered above.

PERSONAL FILE

Collection of authenticated copies of orders & other papers relating to important events in the official careerof an individual Govt. servant

ILLUSTRATIVE LIST

Application for initial appointment

Appointment order/notification

Orders regarding change of date of birth, if any

Orders regarding grant of study leave or extraordinary leave

Orders regarding fixation of pay, advance increments, crossing of EB, awards and prizes Orders regarding fixation of pay, advance increments, crossing of EB, awards and prizes

Sanction of HBA, car/scooter advances, final withdrawal from G. P. F.

Penalties

Warning

Resignation, retirement, extension of service, reemployment

CHANGE OF NAME

[Dop&t o. M. No. 19016/1/87-estt. (A) dated 12.3.1987]

Addition/deletion or name/surname

Can be done formally by a deed

Execution of deed should be followed

By publication of change in a prominent newspaper

Publication in the gazette of India at the govt. Employees own expense.

[Prescribed format]

Addition/change in surname only on account of a female govt. Employee

Following requirements:

She should give a formal intimation to her appointing authority of her marriage and request for a change inher surname;

Particulars of the husband may be given for making necessary entries in the service book. [No prescribed Particulars of the husband may be given for making necessary entries in the service book. [No prescribedformat]

deletion of surname or reversion to maiden name on divorce/separation or death of the husband of afemale

Govt. Employee

May be permitted if the employee gives an intimation to the appointing authority regarding change inmarital status; and a formal request for reversion to her maiden name.

[No prescribed format]

DATE OF BIRTH

Declared by the Govt. servant at the time of appointment

Accepted by the Appropriate Authority

Proof-High school/Higher Secondary/ Secondary School certificate/extracts from Birth Register

Alteration with the approval of Central Govt./C & AG for employees of Indian Audit & AccountsDepartment/Administrator of UT for its employees; DATE OF BIRTH ALTERATION

Request within 5 years of entry into Govt. service

Establish clearly that a genuine bona fide mistake has occurred

Altered DOB would not make him ineligible to appear in any school/University/UPSC exam in which hehad appeared or for entry into Govt. service on the date on which he first appeared.

The following are the compulsory entries in S.R.

Appointment entry

Antecedents verification entry

Regularization

Probation declaration

Local status entry

All educational qualification entries

Notional increment entry (if eligible)

As entries (6/12/18/24 years)

PRC entries

Step up (if applicable) Step up (if applicable)

GIS enrollment entry, enhancement entry (20,30,60)

GIS nominee entry

EL credit entries

(All types of leaves availed entries i.e. EL, HPL, commuted leave, maternity leave,disability leave,Child care leave, studyleave, miscarriage leave,(abortion),Family operation leave, hysterectomy leave etc.)

All transfer entries

Marriage entry (optional)

Family members entry

Promotion entry (if applicable)

Deputation entry ( if applicable)

LTC entries (if availed)

Departmental tests entries (if passed)

All types of training details(if undergone)

Service verification entries from date of joining to till date

Documents need to be scanned

Caste certificate

all educational qualifications certificates

PH certificate if applicable

Guardian certificate for Ph candidates only Guardian certificate for Ph candidates only

Photo at the time of appointment/latest photo

Bank passbook first page

PAN card

PRAN card and CPS statement from April 2020 for CPS holders.

APGLI bond

Physical fitness certificate

Antecedent verification report SR entry

Oath of allegiance certificate attested by DDO

Property permission certificate for both movable and immovable properties if applicable.

Regularization orders SR entry.

Probation declaration order, SR entry.

AAS order copies, SR entries.

GIS starting and enhancement entry.

Departmental test entries.

If , _____ 12 months before retirement, single photo and photo with spouse required.

Adhaar numbers and date of births of all family members. Adhaar numbers and date of births of all family members.

Date of marriage if married.

Identification of marks of the employee.

Particulars of loans, advances, like progs No. , Date of availment and amount sanctioned, No. ofinstallments etc.

Joining Report

The individual has been selected by the Selection Committee in the Teachers’ Recruitment

2010, as PGT/TGT in _______ and posted to A P Balayogi Gurukulam,______,____ Dist.

Vide Progs. RC No. ___________, dated -______..He has reported for duty on the F.N of

______

Educational qualifications

a) SSC (Board of Secondary Education) passed in-------division in March/April---- hall ticketNo.- --- --- secured marks ----- out of

-------- percentage of marks----------------- percentage of marks---------

b) M.Sc in Chemistry, passed through ---------, University, -----. In ---- division inMarch/April---

hall ticket No.------- secured marks ---- out of ------- percentage of marks-------

Physical fitness certificate( GO Ms. NO. 03 Fin dt. 8-1-1969)

As per the Physical fitness certificate issued by Dr.-------,--- MBBS, Civil Surgeon-----, hospital, --- dist---- the incumbent’s age------ years---, height--- , weight---- kgs as on date ------

Annual grade periodical increment:

Rate of increment, previous basic pay.

Basic pay after adding increment.

Service verification : 1st April to 31st March of every year.

GSLI monthly subscription.

Enhanced monthly subscription of GSLI.

Annual grade increment

a) The individual has been sanctioned Annual grade increment of Rs.-----/- raising his pay

from------- to --------- w.e.f. in the time scale of pay -------vide progs. RC No. -----------, dated-------.

Probation declaration and service regularisationProbation declaration and service regularisation

The probation of the individual has been declared on --------- and his services are regularised in the cadre of PGT/ TGT in ------ w.e.f.-------- vide progs. RC No.------- dated----

Service verification

Service verified with reference to Pay bills and Acquittance Register for the period from --------- to ------and found correct.

Monthly subscription of GSLI

Monthly subscription of Rs.--- ( Rupees------) towards GSLI under Group ‘A’ is deducted from the salaryof the individual w.e.f.------ vide progs. RC no. --------- dt.------ of the Secretary, APSWREI Society,Amaravathi.

Enhancement of monthly subscription of GSLI

Monthly subscription of GSLI of the individual has been enhanced from Rs. 80 /- to 200-/- w.e.f. -------vide circular No. -------- dt,---- of the Secretary, APSWREI Society, Amaravathi. Relieve entry during transfer Joining entry during transfer. Relieve entry on promotion Joining entry on promotion. Employees health scheme

Relieving entry ( on transfer)Consequent on his/her transfer during the transfer counselling held on ----, the individual has been

relieved of his duties as PGT/TGT in --- on the A.N. of ----- and directed to report for duty at AP Balayogirelieved of his duties as PGT/TGT in --- on the A.N. of ----- and directed to report for duty at AP BalayogiGurukulam, -------,---- vide progs. of the Secretary, APSWREI Society, Amaravathi.

Joining entry ( on transfer)Consequent on his/ her transfer during the transfer counselling held on - ---- the individual has joined the

duty as PGT/TGT in -----on the FN of -------- at AP Balayogi Gurukullam, -------,----- vide progs. RC no. -------- , dt. ------ of the Secretary, APSWREI Society, Amaravathi.

Employees Health SchemeEmployees Health Scheme contribution of Rs.-----/- is deducted from the salary of the individual w.e.f ---

---- and the deducted amount is remitted to EHS head of account, vide progs. Rc no. ------- dt.----- of theSecretary, APSWREI Society, Amaravathi.

Earned leave

6 days per year.

Entry be made once in 6 months for 3 days. i.e 1st of January, and 1st of July.

Sanction of Earned Leave

Sanctioned 6 days of Earned leave and credited to his/ her leave account vide progs. Rc No. ---- dt.----of the Principal, APBG, ------,-----.

Surrender of Earned Leave

Permitted to surrender 15 days Earned leave for encashment for the financial year ---------- ---- vide progs.Rc No. ---- dt.----- of the Principal, AP BG , ------,-------.

Half Pay Leave

20 days per year.

Counts from the date of joining the service.

Half Pay Leave entry

Granted Half Pay Leave for a period of ---------- days i.e. from --------- to ----- on medical groundsand -----days debited from his H.P.L eave account vide progs. Rc .No. ------ dated------ of the Principal, APBG , -----,------.

Commuted Leave entry

Granted Commuted leave for a period of days i.e. from ------ to ----- on medical grounds and --------- daysdebited from his/her Half Pay Leave account vide progs. Rc No.-------,dated--------- of the Principal, APBG, ------,-----.

Extraordinary Leave

When no leave at credit of the employee.

Granted Extraordinary leave for a period of -----days i.e. from ---------- to -------- on Medical grounds/personal grounds from his/her Extraordinary leave account vide progs. Rc No. -------- dt.------- of the Principal,AP BG, -------,--------.

Maternity LeaveMaternity Leave

A married woman employee is eligible.

180 days permitted before , or after delivery.

Less than two surviving children.

Maternity Leave entry

Maternity leave for 180 days from --------- to ------- is here by sanctioned to Smt. -------- PGT/TGT in -----of this institution vide G O Ms no. 70 Edn.(Ser-v) Dept. dt. 6-7-2009 under FR 101 as she has delivered asurviving Male/Female child as per the Medical Certificate issued by the Medical Officer ,---------,------ videprogs. RC no. -------- ,dt. ------ of the Secretary, APBG,-------,-------.

Paternity Leave (GO Ms. NO. 231)

Male govt. servant eligible.

15 days before or after delivery.

Paternity Leave

The individual has been sanctioned Paternity leave for a period of 15 days i.e. from ------- to ------- as hisspouse delivered male/female child as per the Medical certificate issued by the Medical Officer, ---------,-------vide progs. Rc No. ------- dt.------- of the Secretary, APSWREI Society, Amaravathi.

Family planning operation

Male – vasectomy- 6 working days eligible (GO Ms No. 257 F &P dt. 5-1-81)

Female – tubectomy- 14 days ( GO Ms. 124 F &P,13-4-82)

Male – for tubectomy of wife – 7 days

Recanalization ( Both male & female employees)—21 days or Actual period of hospitalization which ever isless plus actual journey ( to & fro period)

A female – Salpingectomy operation – 14 days (GO Ms. No. 275 F & P dt. 15-5-81)

Male –Salpingectomy operation for wife- 7days

Post operative complications: male – vasectomy –7 days

tubectomy – female – 14 days on producing Medical certificate.

Family Planning operationThe individual has been sanctioned of Special leaves for 14 days /6 days from------- to ----- due to

undergone Tubectomy/Vasectomy Family Planning operation on ----- as per the Medical Certificate issued by the Medical Officer,------,---- vide progs. RC no. ----- dated------ of the Secretary, APSWREIS, Amaravathi.

Recanalization of Family Planning Tubectomy OperationThe individual has been sanctioned of Special Leaves for 21 days from ----- to ----- due to undergone

Recanalization of Tubectomy Family Planning Operation on ----- as per Medical Certificate issued by the Medical Officer,------,---- vide Prgs. Rc No. ----,---- of the Secretary.

6/12/18 /24 years of scale , AAS –RPS-2010

Special Grade Scale – 6 years Special Grade Scale – 6 years SPP-IA- / SAPP- I A- after 12 years SPP-IB/ SAPP –IB- after 18 years SPP-II/ SAPP-II- after 24 years.

SGP/SPP-IA/SPP-IB/SPP-II scale

In pursuance of the orders issued in GO Ms.No. 68 Fin.Dept. dated 12-6-2015 and prgs. Rc No. ---- dt.----of the Principal, APBG, ------, ----- , hereby fixed his/her pay Rs. ------/- in Special Grade 6 years/ SPP –IA,12years/SPP-IB 18 years/SPP-II ,24 years scale of------------ in the cadre of ------ as per FR 22 (a) w.e.f. -----due to completion of satisfactory – years of incremental service and next subsequent increments are as shown inthe Annexure.

Annexure:

1) Date of joining in the present cadre :

2) Academic and Professional qualifications :

3) whether Department Test passed :

4) Any EOLs availed particulars :

5) Date of completion of ___ years service excluding EOL period:

6)Date of eligible for appointment to --- years SGP/SPP-IA/SPP-IB/SPP-II

7) Existing Pay and scale of Pay as on-------

8) Pay fixed as on -----in ---- years SGP/SPP-IA/SPP-IB/SPP-II scale as per FR 22(a)(1)8) Pay fixed as on -----in ---- years SGP/SPP-IA/SPP-IB/SPP-II scale as per FR 22(a)(1)

9) Next AGI to be sanctioned dated as per FR 31(2)(1)

10) Monitory benefit w.e.f.

Fixation on promotion

Opted date of promotion

Opted date of increment

Fixation on promotion – a model

Assume that a PGT got promotion as JL on 16-12-2018 with the present basic pay of Rs.47330/- and opted to fix the payto the date of promotion.

The fixation will be as follows:

Pay fixed w.e.f. 16-12-2018

Basic pay drawn in the lower post as on 1-12-2018 47330/-

Adding one increment under FR -22 B in the lower

post in the time scale of 28940-78910 1270/-

Now the pay is 48600/-

Another increment in higher post scale 1270/-

Total 49,870/-

The date of next increment will be on 1-12-19

Now the pay is fixed at Rs.49870/-- w.e.f. 1-12-2018

In terms of GO Ms. No. 239,-------------------------- , the individual has opted to fix his/her pay in the cadre of JLfrom the date of promotion i.e. on 16-12-2018. The present pay of the individual is 47330/- in the time scale of 28940-78910w.e.f. 1-10-2018. The individual has got promotion as JL on 16-12-2018. As the individual has opted to fix the pay under FR22B on the date of promotion in the lower cadre i.e. on 16-12-2018 so the pay is fixed initially at 48600/- under FR 22 Bw.e.f. 16-12--2018 in the time scale of 35120—87130. The pay is refixed @ 48600/-+1270= 49870/- w.e.f. 1-12 -2018 videprogs RC no.---- dt.---- of …….

Pay fixation w.e.f. increment date

Assume that a PGT with the basic pay of Rs.47330/- got promotion on 16-12-2018 and opted to fix the payto the increment date i.e 1-10-2019.

Pay fixation to the increment date

• Basic pay in the PGT cadre ( lower post) 47330/-

• Adding one increment at the lower cadre in the time

scale of Rs.35120---87130 under FR 22(a)(1) w.e.f. 16-12-2018 1270/-

• Total 48600/-

• Pay is refixed by allowing one notional increment to the 1270/-

• Date of normal increment(48600+ 1270+1360) 1360/-• Date of normal increment(48600+ 1270+1360) 1360/-

• Total 51230/-

• Now the pay is fixed at 51230/- w.e.f. 1-10-2019

• In terms of GO Ms. No. 239,-------------------------- , the individual has opted to fix his/her pay in the cadre ofJL from the date of increment i.e. on 1-10-2019. The present pay of the individual is 47330/- in the time scaleof 28940-78910 w.e.f. 1-10-2018. The individual has got promotion as JL on 16-12-2018. As the individualhas opted to fix the pay under FR 22B on the date of increment in the lower cadre i.e. on 1-10-2019 so thepay is fixed initially at 48600/- under FR 22(a)(1) w.e.f. 1-10-2018 in the time scale of 35120—87130. Thepay is refixed @ 48600/-+1270+ 1360= 51230 w.e.f. 1-10-2019 vide progs RC no.---- dt.---- of …….

Abortion

Woman employees eligible for 6 weeks.

The individual has been sanctioned the abortion leave for 6 weeks (42 days) from ------- to----- due toundergone abortion on ------ as per Medical certificate issued by the Medical Officer,----,---- vide progs.Rc No.------ ,dt.--------------

Of Principal,------,------

Hysterectomy operation

Woman employees eligible for 45 days.

Sanctioned special leaves for 45 days from ------- to-------- due to undergone Hysterectomy operation onSanctioned special leaves for 45 days from ------- to-------- due to undergone Hysterectomy operation on------------- as per Medical certificate issued by the Medical Officer,------------,------video progs. RC no. ------date ----- of Secretary, -----

Child Care Leave

Woman employees with less than two children eligible for two years in the entire service.

In pursuance of the orders issued in GO Ms No. 132 Fin dept. dt. 6-7-2016 and Progs. No. ------ dated------ of Secretary-----------, the individual is sanctioned Child Care Leave for ---- days i.e. from ---------------- to------- for her children’s ----

Purpose only as per certificate issued by the concerned authorities.--

Department test

G.O test and E O test.

E.O Department Test

The individual passed Accounts test for Executive Officers Department test (with books) with papercode----- held on-------With Registered No. ----- and results were published in APONLINE/Gazette.

G.O. Department Test

The individual passed Department test for Gazetted Officers of Education Department ( with books)with papers I and II codes 88 and 97 held on----- with Registered No. ----- and results were published inAP on line/ GazetteAP on line/ Gazette

Contributory Pension Scheme

Joined on or after 1-9-2004, deducting 10% of basic pay + DA.

The individual has been admitted under Contributory Pension Scheme as per GO Ms 654 , dt. 22-9-2004 and started contribution of 10% of basic pay and D A as premium w.e.f. -------- towards the PRANno. -------

Punishment as per CCA Rules-1991(Govt. Memo No.51073, dt.19-12-2002)

The individual has been punished with the stoppage of two increments without cumulative fordereliction of duties vide Progs. Rc no. ------ dated ---- of the Secretary, APSWREIS, Amaravathi.