estt & ad ministration
TRANSCRIPT
-
7/27/2019 Estt & Ad ministration
1/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
SERVICE MATTERS
TOPICS SELECTLD
1. Confirmation
2. Retirement
3. Retirement Procedure
4. Confidential Report
Service matters normally relates to Confirmation, seniority termination of
service of temporary Government servants, Extension and reemployment,
regulation of Pay on re-employment, review for retention in service / premature
retirement, resignation, Retirement and voluntary retirement.
CR, promotions, proforma promotions, Petitions to President, Change of
name, Date of birth and its subsequent alteration Permission under CCS (Conduct)
Rules, Enforcement of Service Bond or quitting service, service book, posting of
husband and wife in the same station are Personal matters relating Govt. servants.
The officer, dealing with service/personal matters should be well conversant
with latest rules and orders on subject. They should be impartial delay in
processing the case should be avoided, Correctness of data / information relatingto the case should be scrutinizes properly to ensure that there is no room for any
mistakes / errors.
The dealing officer should not divulge classified or secret information.
Confirmation
Consequent on issue of Govt. orders, with effect from 1/4/88 confirmation
will be made only once in the service in the entry grade, Confirmation de-linked
from the availability of permanent vacancies in the grade. Therefore, an officer
who has successfully completed the probation period may be considered for
promotion
The Departmental Promotion committee will determine fitness for
confirmation, and the confirmation orders issued based on DPC recommendations
when the case is cleared from all angles.
When recruitment rules do not provide any probation period to the post to
which the officer has been promoted (based on the confirmation in the entry grade
_____________________________________________________________________________________________
RTC KOLKATA 63.00 1
-
7/27/2019 Estt & Ad ministration
2/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
after following DPC procedure), the officer thus promoted to the grade will enjoy
all the benefits that are available to the officer confirmed in that post.
When probation period is prescribed for the higher post, the appointing
authority should assess the performance of the officer and declare him fit to cross
the probation period or otherwise revert to lower post if his performance is not
satisfactory. Rigorous screening of performance is necessary as confirmation is
done only in the entry grade.
As a result of introduction of one time confirmation as the entry grade, lien
to hold substantive post has undergo change.
Seniority
Direct Recruits
Determined by the order of merit in which they are selected for
appointment.
If the confirmation is done in the entry grade on the order different from
the order of merit for some reason or other, seniority shall follow the order of
confirmation and not the original order of merit. This procedure is applicable to
only regular appointments and not for the appointments made on adhoc basis.
DPC Procedure for confirmation: - The confirmation zone is intimated by the
CGDA New Delhi. A seniority list is prepared. Departmental Promotion
Committee consisting of officers as per the guidelines issued by CGDA New
Delhi is formed. Disciplinary certificate in respect of each member of the staff
falling under confirmation zone is obtained from all concerned (i.e. Branch
AOs/MO). Fitness for confirmation is determined by the DPC with reference to
last 3 years confidential reports. The DPC will record their recommendations in
the adjudication statement as well as in the Board Proceedings. Orders ofconfirmation are issued after acceptance of the communicated to the person
concerned. In case any Disciplinary vigilance case is pending or contemplated or
any criminal case is pending in the court, the recommendations of the DPC should
be opened on finalisation of the disciplinary cases and implemented if the person
is fully incinerated. Otherwise, the case should be placed before the next DPC for
review, it should also be ensured that confirmation orders / promotion orders or
not effected during the currency of penalty period. The above procedure is
normally followed in promotion cases also. However, in promotion cases, the
posts are classified into selected at non-selected post. For selected post, benchmark is given as per ACR grading and the performance evaluated by the DPC, as
_____________________________________________________________________________________________
RTC KOLKATA 63.00 2
-
7/27/2019 Estt & Ad ministration
3/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
per the Procedure contemplated in Govt. orders, Non-selected post, fitness is
determined by DPC, based on seniority cum-fitness duly rejecting the unfit cases,
Normally last 5 years ACRs are the basis for determining the fairness, The last 2
years ACRs should be free from adverse. In the proceeding three year. If one ACR
is adverse, performance should be evaluated based on whole service records.
Sealed cover procedure is applicable in respect Disciplinary cases / criminal cases
pending or contemplated against the person concerned.
Retirement
Due Date of Retirement
Group A 60 years of age
Group B -do-
Group C -do-
Group D -do-
Retirement is effective from the afternoon of the last day of the month in
which age of superannuation is attained.
An employee whose date of birth is 1st of the month, he shall retire on the
last day on the preceding month.
The day of retirement on superannuation will be deemed as a working day.
In case of premature / voluntary retirement the day of retirement will be
treated as a nun-working day in all other cases it will be a working day.
In a Govt. servant retiring on superannuation should formally relinquish
charge of office on the afternoon of that day itself even if it happens to be a closed
holiday.
Type of Retirement
1. Retirement on superannuation- 60 years of age.
2. Voluntary retirement- on completion of 20/30 years qualifying
service
3. Premature retirement- on completion of 30 years of service, 50/55
years of age
_____________________________________________________________________________________________
RTC KOLKATA 63.00 3
-
7/27/2019 Estt & Ad ministration
4/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Terminal benefits i.e. pension/DCRG/Commutation etc. will be regulated as
per CCS (Pension) Rules.
Resignation entails forfeiture of past service. No terminal benefits will he
admissible, Resignation to take-up employment applied through channel in order
Govt. Deptt, or PSUs are to be treated as technical resignations and may be
allowed such benefits as admissible under CCS (Pension) Rules
Retirement
Retirement becomes necessary in the following cases.
1. Reduction in the number of pest or reorganization
2. Closure of the Organisation.
Order of Retirement
1. First adhoc employees.
2. Working on temporary basis from other Deptt.
3. Purely temporary or officiating grade.
4. QP Govt.-servants.
5. Pt. Govt. servants.
Detailed procedure contemplated in GOI DPAR OM No.28001/1/75 Estt
(D) dated 2B/B/78.
The employees declared surplus are transferred to surplus cell in DPAR who
will find redeployment to the employees declared as surplus. The service records
are forwarded to Surplus Cell, Surplus cell maintains the service book: for the
period of 6 months duly authorising Pay & Allowances. After deployment the SB
sent by surplus cell to Deptt where they are redeployed, if no employment could
be found within 6 months, such employees transferred to pension establishment.The employees redeployed will not get the seniority over the employees of the
Dept in which redeployed. They are however eligible for pensionary awards, for
the full period of qualifying service including the service rendered in the earlier
Deptt.
Confidential Report
Merit as reflected in the confidential reports is generally recognised as the
main criterion for deciding the cases for confirmation, promotion, review forpremature retirement etc. It is therefore very important in the interest of efficiency
_____________________________________________________________________________________________
RTC KOLKATA 63.00 4
-
7/27/2019 Estt & Ad ministration
5/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
of the service that the reports are written with the greatest possible care so that the
work, conduct, character and capabilities of the officers reported upon can be a
accurately judged by the officers writing ACRs. Periodicity is 1st April to 31st
March.
However, MTCR should be written in respect of staff members who have
completed more than months service under one reporting officer. If the period is
less than 3 months, CR need not be initiated but a certificate stating that the officer
reported upon has not served under' any reporting officer more than 3 months
should be furnished.
If the reviewing officer is transferred out or retired, accepting officer may
review and accept.
If the accepting office under whom the officer reported upon has not served
more than 3 months he may suitable endorse the CR accordingly.
If the reporting officer retired, he may write the ACR as Reporting officer.
Officer retired cannot review or accept CRs after retirement from service.
In case reprimand or warning issued to the officer reported upon during the
period, the reporting officer should specifically mention in the CR as to whether
any improvement is noticed as a result of issue of such warnings / reprimand.
The integrity column should be left blank. If any disciplinary case / criminal
case is pending or contemplated against the officer reported upon with a secret not
indicating the details of the case, as a result of follow up action, if the doubtful
integrity is confirmed, the integrity column should be completed and the adverse
integrity to be communicated to the officer concerned.
Irregularity in attendance should be reflected in the CR if the officer
reported upon availed post sanctioned leave (other than MC) for More than 10spells or more than 30 days at one time. The leave sanctioning authority, while
post sanctioning the leave should place on record his displeasure and the same
should be communicated to the person concerned before reflecting the same as
adverse in the CR.
Adverse remark in the CR should be communicated to the person concerned
within one month from the date of acceptance of the CR. Acknowledgement
should be obtained and recorded, The extract of the CR should be given to the
person. Name of the reporting / reviewing officer should, not be mentioned in the
Extract of CR.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 5
-
7/27/2019 Estt & Ad ministration
6/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
The affected person is allowed to represent against adverse remarks in the
CR within one month, to the next higher authority who has accepted the CR. If the
representation is rejected, one more representation against the rejection is allowed.
No further representation is normally allowed.
If the competent authority passed an order for expunge / of adverse remarks,
the CR. should be properly endorsed and signed by an appropriate officer quoting
the order of the competent authority.
While submitting the representations to the competent authority for
consideration of the case, the views of the reporting reviewing and accepting
officers on the representation should also be mentioned in 1he office not for the
proper appreciation of the case.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 6
-
7/27/2019 Estt & Ad ministration
7/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
RECURITMENT RULES AND METHOD OF RECRUITMENT IN GOVT.
SERVICES
Authority for creation of post and release of vacancies
C G D A is the authority to D A D for creation of posts and release of
vacancies. Vacancies are released for filling taking into account the following
facts.
(i) Arising of vacancies in various posts consequent on promotion of
staff to higher grade, Resignation from Service, Retirement,
Termination etc
(ii) Due to increase of Work load
(iii) Starting functioning of New Office / Project.
Appointment Authority
C G D A, Now Delhi is the appointing authority in respect of Class "A" and
"B" Officers.
So far as Class "C" and "D" are concerned, Controllers of Defense Accounts
have been delegated as appointing authority.
Method of Recruitments
For Class I Officers, U P S C sponsors the names of candidates who have
come out successful in the examination held by them to the C G D A, New Delhi.
On the basis of vacancies require, to be filled. C G D A appoints I D A S Officers
on completion of their probations period.
The C G D A also fills vacancies of Class-A post, partially by promoting
Class-"B" Officers on recommendation of the Departmental Promotion
Committee.
Class- "B" Officers are generally promoted from Class -"C" posts.
Recruitment of Class "C" and "D" Post
Action for recruitment of Class "C" and "D" posts are taken by the
Controllers of Defence Accounts on receipt of release of numbers of vacancies of
the various posts by the Controller General of Defence Accounts, New Delhi.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 7
-
7/27/2019 Estt & Ad ministration
8/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Class "C' Posts: -
Recruitments are made for the grades of Auditor, Clerk, Junior
Stenographer, E D P Machine Operator, Staff Car Driver etc.
Recruitment for Auditors, Clerks and Junior Stenographers are made
through Staff Selection Commission. On receipt of release vacancies, the
Controllers of Defence Accounts place their requisition the Staff Selection
Commission furnishing various categories of Staff viz. vacancies reserved for S C,
S T, Ex- Service Man, Physically Handicapped etc. and unreserved vacancies.
On receipt of the requisitions, the Staff Selection Commission Authority
forwards the Dossiers of the Candidates category wise. The Dossiers on receipt are
verified by the Controllers of Defence Accounts and ascertain their suitability for
the posts / Services as well as also ascertain whether they fulfill all the conditionsfor the posts. In order to consider further their eligibility in serving Govt. Offices,
Character and Antecedents are got verified from the Civil Administrative
Authorities and No Objection for their Employment in Govt. Offices are obtained
from them. On receipt of Character and Antecedents duly verified from the Civil
Authorities, the candidates are advised to obtain Medical Fitness. Certificate for
serving in Govt. Offices from the Competent Medical Authority.
For the posts of E D P Machine Operator, Employment Exchange
Authorities are requested to sponsor the names of suitable candidates having
knowledge in E D P System. Candidates sponsored by the Employment ExchangeAuthorities are required to appear 'Test / Interview' and the sucessessful candidates
are offered appointment on the basis of merit in the test.
Staff Car Drivers who are having experience and licence in Motor Car
Driving are appointed through Employment Exchange on the same method as in
the cases of E D P Machine Operator.
Recruitment of Group "D" Staff in Peon, Chowkidar, Farash are made through
Employment Exchange.
Concessions in Govt. Service Recruitment Rule
Certain concessions ate provided in Govt. Services Recruitment Rule on the
basis of Orders/ Instructions issued by the Govt. of India from time to time. The
concessions are as follows:
a) S C: - 15 % of the total vacancies are kept reserved for filling through S C
Categories. 5 Years upper age relaxation is also granted to them on their
appointment.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 8
-
7/27/2019 Estt & Ad ministration
9/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
b) S T: - 7 1/2 % of the total vacancies are kept reserved and 5 Years upper
age relaxation is allowed.
c) Ex-Service Man: - 10 % of the total vacancies are kept reserved. The total
period of service rendered by the candidates in Defence Service is reduced
from the present age of the candidate to ascertain that their age is within the
permissible limit of 25 Years.
d) Physically handicapped: 1% of each for who are blind, deaf-mute,
Orthopadically handicapped etc are kept reserved. 10 Years upper age
relaxation is allowed.
Compassionate Appointment
(i) To whom applicable: -
(a) To the Widow / Son / Daughter or near relative of a Govt. servant
who dies in harness including death by suicide, leaving his family in
immediate need of assistance, when there is no other earning member
in the family.
(b) In exceptional cases when a Department is satisfied that the condition
of the family is indigent and is in great distress, the benefit of
compassionate appointment may be extended to the Son / daughter /near relative of a Govt. Servant retired on medical grounds before
attaining the age of 55 Years except the category of Group "D" Staff
and in cases of Group "D" Staff before attaining the age of 57 Years.
(ii) Eligibility: -
(a) Compassionate appointment to be made only against direct
Recruitment quota.
(b) The candidates represented for appointment should be Suitable for thepost applied in all respect under the provisions of the Recruitment
Rules.
(c) Recruitment of possessing requisite educational qualification may be
relaxed temporarily at the lowest level i.e. Group "D" or L D C post
in the exceptional circumstances where the condition of the family is
very hard provided such relaxation is permitted up to a period of two
years beyond which no relaxation of educational qualification will be
permissible and the services is liable to be terminated.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 9
-
7/27/2019 Estt & Ad ministration
10/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
(d) Where a Widow is appointed on compassionate ground, to a Group
"D" post, she will be exempted from the requirement of educational
qualification.
(e) In deserving cases, where there is an earning member in the family,
but if the Department is satisfied that the family of the Govt Servant
is in distress and the family is not maintained the said earning due to
large numbers of members in the family, compassionate appointment
is granted in such cases as is very special case.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 10
-
7/27/2019 Estt & Ad ministration
11/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
INVESTIGATION OF COMPLANTS AND INITIATION OF
DISCIPLINARY PROCEEDING
Whenever complaint against a Govt. servant is received about the
commission of an offense, a preliminary enquiry should be conducted. The
appropriate disciplinary authority need not necessarily conduct this enquiry. An
officer other than the disciplinary authority may conduct this. This is held mainly
for the purpose of collection of facts in regard to the conduct and work of the
Govt. servant in which he may or may not be associated. At this enquiry all
available evidence and relevant documents should be collected. During the course
of such an enquiry the individual against who compliant has been received should
normally be given opportunity to say what he may have to say about the allegation
against him to find out if he is in a position to give any satisfactory information or
explanation, which may render any further investigation unnecessary.
The investigation report along with preliminary evidences collected should
be sent to appropriate disciplinary authority by the Investigating Officer. The
investigating officer should not give any opinion or recommendations for
consideration by the disciplinary authority. On receipt of the Investigating Report,
the-disciplinary authority should examine the case and come to the conclusion as
to whether a prima facie case exists of a certain offense/ misconduct/
misbehaviour/ dereliction of duty. If there is prima facie evidence of commissionof an offense beyond reasonable doubt for initiation of criminal proceedings, he
should do so. If on the other hand, prima facie evidence is based only on
preponderance of probability, then departmental proceedings may be necessary.
The departmental action may be initiated not only for the violation of CCS
(Conduct) Rules but also for perverse conduct not covered under Conduct Rules.
INITIATION OF PROCEEDINGS
After collection of full facts and its evaluation, it is found that the Govt.servant has committed misconduct; the disciplinary authority should decide
whether formal disciplinary proceeding should be instituted under CCS (CCA)
Rules for minor or for major penalty. The disciplinary authority should keep in
mind that the disciplinary action and the quantum of punishment are to be
commensurate with the gravity of the offense alleged to have been committed by
the Govt servant. Major penalty proceedings should normally be initiated for
misuse of official position, disclosure of classified.-information, misuse of official
position, failure to maintain integrity etc. At his stage itself, the competent
authority would decide whether the Govt servant should be suspended orotherwise. If in the opinion of the competent authority that the presence of the
_____________________________________________________________________________________________
RTC KOLKATA 63.00 11
-
7/27/2019 Estt & Ad ministration
12/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
charged Govt official in the office would hamper the investigation, he may be
suspended pending inquiry. The charge sheet should be served to the charged
officer within 3 months of his suspension. The charged officer will be allowed to
appeal against the suspension within 45 days of his suspension provided the
reasons for the suspension indicated in the suspension order. If the reasons are
not indicated in the suspension order, he should file his appeal within 45 days of
receipt of charge sheet. The charged officer is eligible for subsistence allowance as
admissible under rules during the period of suspension. The appellate authority
may confirm or set aside the suspension order according to the merits of the case.
Court of Inquiry is not mandatory in minor penalty cases. However in major
penalty cases, court of inquiry should be convened. Disciplinary authority while
appointing Inquiry Officer should take into consideration the seriousness of the
offense and also the status of the accused officer. An officer who is sufficientlysenior to the officer whose conduct is being inquired into should conduct the
inquiry. The officer who has conducted the preliminary investigation should not be
appointed as Inquiry Officer. Similarly, the officer who is the principal witness in
the case should not be appointed as Inquiry Officer. A presenting officer will also
be appointed for conducting the inquiry. On finaliasation of Disciplinary case, the
Inquiry Officer will submit his report indicating the charges that have been
sustained and the have not been established. A copy of the Inquiry Report given to
the charger officer for submitting his representation, if any. The appellate authority
would examine the representation and pass an order by confirming / modifying orset aside the penalty accordingly to the merits of the case.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 12
-
7/27/2019 Estt & Ad ministration
13/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
JOINTS CONSULTATIVE MACHINARY (JCM)
Objectives
For promotion of harmonious elation between employees and the Govt.
For securing maximum Co-operative of the employees to achieve greater
efficiency.
To Whom Applicable
Applicable to all central Govt. civilian employees except
Group A officers
Group B officers other than central secretariat and other compatible services
in HQs organisation of the Govt.
Officers in industrial establishments in managerial capacity and
supervisions drawing pay exceeding Rs. 2000/- pm
Employees of the union territories
Police Personnel
Composition of National Council
Official Side
Total Members -25 including cabinet secretary, secretaries of
Ministries of Home, Labour, Communication, Defence,
Finance (Deptt.of Expenditure) and Ministry of Railways
All members nominated by the Govt.
Staff Side
Total Members -60 Members nominated by recognized unions, associations.
Chairman of the National Council - Cabinet Secretary
Staff side represented by electing ITS leaders
Both sides (official /staff sides) may appoint ITS own secretary /secretaries.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 13
-
7/27/2019 Estt & Ad ministration
14/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Standing Committees under National Council
Standing Committees for Industrial Employees
Standing Committee for Non-Industrial Employees
Periodicity of Meetings:
a) Ordinary Meetings: At lease one in four months-Notices to members
15 Days before meeting.
b) Special Meetings: Chairman on his own on at the request of
members can call for special meetings. Notice 10
days before meetings.
Quorum should be 1/3 on both sides.
Procedures for meetings of National Council:
Members sends explanatory memorandum to the secretary staff
side/official side eight weeks before meeting.
Secretary place the item before chairman for approval for inclusion in the
agenda.
Points not included in the agenda communicated to the member concerned
with the reason for non-inclusion.
Agenda for ordinary meeting circulated 30 days before the meeting- special
meeting for notice and agenda circulated together.
Items outside agenda can only be taken up with the permission of the
chairman.
Minutes circulated after approval by the council.
Departmental Council:
Functions at the Hqrs. of the departmental /Ministry.
Official side 5 to 10 members with the head of the ministry/department as
chairman, others members nominated by the govt.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 14
-
7/27/2019 Estt & Ad ministration
15/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Staff side 20 to 30, members depending on the strength of the employees-
members nominated by the recognized unions/associations
Matters relating to the departmental only discussed.
Periodicity and conducting of business similar to national council.
Regional Office Councils:
Composition of staff/Official side members based on the strength of the
employees.
Council deals with regional/local problems.
Periodicity of the meeting at lease once in 2 months.
Membership in Council (Staff Side)
Employees on the effective strength can become a member.
Govt. may permit an Ex-employee as a member.
Compulsory Arbitration
The council referred to arbitration could not settle pay & allowances,
weekly hours, leave etc..
No individual cases are referred to.
Matters first referred to DPT. DPT refer to Attorny General. Staff
side/official side present then views-opinion of the AG is final and bindingon the both sides.
If decided for arbitration- Home Ministry on behalf of national council
refers the case to secretary- Min. of labour references to board of arbitration.
Govt. finalize the terms of references to the board with in four weeks.
Board will consists of 3 members one drawn from the panel of 5 members
submitted by official side-one drawn from the 5 members submitted by thestaff side-independent officer appoint as chairman by min. of labour.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 15
-
7/27/2019 Estt & Ad ministration
16/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Award delivered by the board binding on both sides.
Award may be modified by the Govt. with the approval of parliament in thenational interest.
Arbitration award orders issued by govt. cannot be modified for three years
unless otherwise specified or modified by mutual agreement.
Facilities for Attending JCM Meetings
Members are eligible or TA/DA special CL etc. as per laid down rules for
attending the JCM meetings.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 16
-
7/27/2019 Estt & Ad ministration
17/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
SUSPENSION
Suspension means temporary deprivation of one's office or post.
Suspension pending departmental enquiry is not a punishment nor put an
end to the service of the Govt.servant as per Article 311(2) of the Constitution.
During suspension pay is reduced Suspension may cause a lasting damage to the
reputation of the Govt.servant even if he is ultimately exonerated. The relationship
of master and servant doest not ceases. He continues to remain duty bound to
follow the lawful directions of his superiors. The lien to the pt. post is retained.
There is no need to give an opportunity to the Govt.servant beforesuspension as per Article 311 of the Constitution. The power of suspension should
be exercised sparingly and for the valid reasons and hot for extraneous
consideration.
DEEMED SUSPENSION
Under Rule 10(2) of CCS (CCA) Rules 1956, a Govt. servant shall be
deemed to have been placed under suspension by an order of appointing authority
in the following cases.
(a) If he is derterminee3 retained in custody whether an criminal charge
or otherwise for a period exceeding 43 hrs. Preventive detention
under any law and wrest for debt would come under the purview of
Deemed Suspension.
(b) In the event of conviction, of an offence he it sentenced to a term of
imprisonment exceeding 48 hrs. If a Govt. servant arrested and
released on bill after 48 hrs of detention, he will be deemed to havebeen suspended. The 48 hrs will be computed from the
commencement of imprisonment after the conviction and the,
intermittent period of imprisonment if any shall be taken into account.
(c) Penalty of dismissal, removal or compulsory retirement awarded as a
result of Departmental enquiry and the same set aside on appeal by
appellate to authority.
(d) Penalty of dismissal, removal compulsory retirement set-aside bycourt of law.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 17
-
7/27/2019 Estt & Ad ministration
18/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
CONTINUED SUSPENSION
Government servant while under suspension, and if any other disciplinary
proceedings commenced against him, the competent authority may, for the reasonsto be recorded in writing, may continue the suspension until the termination of all
or any such proceedings.
ORDER OF SUSPENSION
Suspension order should not be made on oral orders but should be in
writing. The competent -authority should verify his competence before passing
suspension order in order to avoid being declared such order as illegal in the event
of Govt.servant challenging the order of suspension.
Deemed suspension ordered takes effect automatically without a formal
order. Though the validity of deemed suspension is not affected due to non-issue
of formal orders, it is desirable that such orders are made for the purpose of
administrative order.
The Govt. servant should inform his office about his Idetention/arrest etc.
Date of Effect
(a) Date of detention-in the case of detention for a period exceeding48hrs.
(b) Date of conviction-for an offence and sentence to a term of
imprisonment for the period exceeding 48 hrs.
(c) The date of Original order of penalty of dismissal/ removal
/compulsory retirement imposed by the competent 'Discipline
Authority.
Suspension order should be given effect when the individual is present in
office. If he is on leave, the suspension order should be given effect on reporting
of duty.
DURATION AND END OF SUSPENSION
Suspension order will be in force until revoked by the competent authority.
Suspension order cease when criminal proceedings terminate by acquital/discharge
by the court suspension should not be continued beyond the minimum period for
which it is essentially required. Prolonging suspension due to delay in Inquiry
would smackmalafide
_____________________________________________________________________________________________
RTC KOLKATA 63.00 18
-
7/27/2019 Estt & Ad ministration
19/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
FOLLOW UP ACTION:
In deemed suspension cases the disciplinary authority should make
arrangements for getting the results very promptly and take action thereafter
without delay under Rule 19(i) of CCS (CCA) Rules 1965 or revoke the
suspension, if it is, not decided to continue the same with a view to taking further
departmental action.
Review of suspension
Disciplinary authority should review the suspension at periodic intervals
viz. once in 3 months to see whether continued suspension in each case is really
necessary. In appropriate cases, if the investigation is likely to take mole time, itshould be considered whether the suspension order should be revoked and the
officer permitted to resume duty. If the presence of the officer is considerered
detrimental to collection of evidence etc., or is likely to tamper evidence, he may
transferred on revocation of the suspension order.
The order of review of subsistence allowance at the end of 3 months from
the date of suspension, incidentally gives the concerned authority an opportunity
to review merely the subsistence allowance and also the substantive question of
suspension itself.
REVOKING OF SUSPENSION
Competent authority may revoke the suspension at any time. This is done in
the following circumstances in deemed suspension cases.
(i) In arrest and detention cases, it is decided not proceed further against the
Govt. servant, by filing a charge sheet in the court.
(ii) Appeal/revision against acquittal in higher court fails.
(iii) Acquittal in trial court and it is not proposed to go on appeal in higher
court.
The order of revocation of suspension will take effect from the date of its
issue. When it is not practicable, the date of effect of revocation should be
specified in the order of revocation.
COMPETENT AUTHORITY
1. Appointing Authority as defined in Rule 2(a) CCS (CCA) Rules.2. Any authority to which the appointing authority is subordinate.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 19
-
7/27/2019 Estt & Ad ministration
20/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
3. Discipline Authority as defined in Rule 2 (g)-of CCS (CCA) Rules.
4. Any authority to whom powers have been delegated by the President by
general or special orders.
Suspension made by the lower authority should be intimated to theappointing authority. In case of deputationist the appointing authority would be
from the Borrowing Deptt. He should intimate the fact to the authority of the
Lending Deptt.
HEADQUATERS DURING SUSPENSION
The suspended officer should not change the HQs with out prior permission
of the competent authority. The competent authority may change the HQs in the
Public Interest. Where the employee is on bail and the court has imposed some
restrictions on the movement-of the person, the competent authority should takeinto account the court directives, while changing the HQs.
Appeal Against suspension
The charged officer can file an appeal against the suspension order. In the
normal disciplinary cases, the reasons for suspension are indicated in the
suspension order itself. The charged officer should file appeal within 45 days. In
contemplated disciplinary cases, the reasons for suspension should be intimated to
the charged officer immediately on finalisation of charge sheet viz. 3 months from
the date of suspension and thereafter, the charged officer can submit the appealwithin 45 days. The competent authority would examine the appeal and issue
speaking order by confirming the suspension order or rejecting the same,
according to the merits of the case.
RESIGNATION DURING SUSPENSION
For Gp-C and Gp-D, Head of the Deptt will be the competent authority.
Gp.-A and B Cases, the Minister In-charge will be the competent authority.
COUNTING OF PERIODS OF SUSPENSION
In fully exonarated cases, the period will be treated as duty for all purposed.
In other cases, the competent authority will decide the extent up to which the
period will count as qualifying service.
TERMINATION OF SERVICE
Before terminating the-charged officer, the suspension should be revoked
and one-month notice or pay in lieu to be given before issue of termination orders.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 20
-
7/27/2019 Estt & Ad ministration
21/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
PROMOTION/CONFIRMATION
DPC will decide the fitness with reference to the CCR Grading. The
recommendations will be kept in -seal cover. On finalisation of disciplinary case,
the individual is fully exonerated, the seal cover will be opened and the
recommendations will be acted upon. In fit cases, the individual will be promoted
according to his turn with notional seniority. If any penalty is awarded including
Cesnje, the next DPC will review and recommend the date of promotion. The
same procedure will be followed in confirmation cases also Periodical review of
sealed cover cases should be carried out.
APPEARING FOR DEPLRTMENTAL EXAMINATION
No bar. But will be promoted on finalisation of disciplinary cases in fully
exonerated cases, promotion will be effected on, due date. In other cases where
penalty is awarded, the promotion will be effective only after expiry of penalty
period.
Rate of Subsistence allowance
A suspended official is entilled for the first three months of suspension to
subsistence allowance of an amount equal to leave salary on half pay: withappropriate Dearness and Compensatory allowances. Review should be, carried
out after three months, and subs stance can be increased by 50% if the delay is not
on the part of the charged officer. If the delay is on the part of the charged officer,
it can be reduced by 50% or less.
HRA, CCA appropriate to the subsistence allowance may be paid.
The charged officer should furnish non-employment certificate in every
month.
Conveyance Advance
Already sanctioned will not be paid during the suspension period.HBA
May be paid subject to production security, in the form of mortgage bond,
from 2 permanent Govt.servants. Children Education Allowance is Admissible.
LTCAdmissible to the family members
_____________________________________________________________________________________________
RTC KOLKATA 63.00 21
-
7/27/2019 Estt & Ad ministration
22/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Recoveries from Subsistance Allowance:
Permisible recoveries: - IT, House Rent and allied charges, Re-payment of loans
and advances, CGHS, CGEIS
Optional: - PLI, Co-operative dues, GPF advance.
Non-permissible recoveries: - GPF Subscriptions, Court attachment, recovery of
loss of Govt.money to be recovered from the person concerned.
With the Official's written consent: - PLI Premia, Co-operative stores/societies
dues, refund of GPF advances.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 22
-
7/27/2019 Estt & Ad ministration
23/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
PERSONAL CLAIMS
1. The type of personal claims are:
Reimbursement of tuition fees, C.E.A. claims, Reimbursement of medical claims,
TA/DA, LTC, Temporary advance and withdrawal from G.P.Fund.
Reimbursement of tution fees: - is applicable to all Govt. employees irrespective
of the paylimit. The assistance is admissible only if the child (children) studies
(study) in a recognized school. If husband and wife are Central Govt. employees,
the assistance will be admissible to one of them only. The age-limit of the child
should be between 5 to 20 years. Assistance is not admissible for the child ifstudying more than 2 years in the same class. It is admissible for a child who is
receipt of scholarship. If the Govt. employee ceases to be in service due to any
reason, assistance will be admissible till the end of the academic year in which the
event takes place.
C.E.A: - is admissible to a Govt. employee @Rs.50/- per month per child for
primary, secondary and higher secondary classes when he is compelled to keep his
child to a station other than his duty station and subject to the condition that there
is no school of requisite standard.
Re-imbursement of Medical Claims: -
Reimbursement of medical claim is admissible when a Central Govt.
employee falls ill beyond the CGHS area and gets the treatment from the A.M.A.
This is also admissible if the treatment is from any Govt. hospital and referred by
the AMA of the Area where the patient falls ill.
Medical advance is also admissible for in-patient treatment in a recognised
hospital.
TA/DA: - is admissible for (i) Permanent transfer and (ii) Temporary duty outside
the Hqrs. station.
When a Central Govt. employee is transferred to other station at public
interest, he is entitled to get apart from TA and Daily allowance, the road milage,
lump sum transfer grant, packing allowance, entitled amount for transporting the
personal effects.
TA/DA on tour: - is admissible when a Central Govt. employee is detailed inpublic interest to any place of duty. TA is entitled to him as per gradation of the
_____________________________________________________________________________________________
RTC KOLKATA 63.00 23
-
7/27/2019 Estt & Ad ministration
24/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
employee as in TA Rules; He is also entitled to DA for halt at the outstation at the
entitled rate as applicable for the city. In addition he is entitled to journey DO
Road milage to and fro is also admissible.
L.T.C: - A Central Govt. employee is entitled to Home Town LTC once in every
year or once in a block of two years as the case may be. In this case he has to
touch his Home as declared and notified in his Service Book.
He is also entitled to LTC for anywhere in India once in a block of four
years provided he surrenders one Home Town LTC block of two years.
Temporary advance and withdrawal from GP Fund - Govt. employee may
take advance from his GP Fund accummulation in connection with certain
happenings. This is admissible 50% of the accummulation and repayable inmaximum of 36 instalments.
Withdrawal from GP Fund can be done if he has completed 20 years of
service subject to a maximum of 3/4th accummulation.
Withdrawal can also be made after completion of 15 years of service in
connection with purchase of land for construction of a house and / or for meeting
expenditure towards construction of his house.
H.R.A: - is admissible when a Central Govt. employee resides in a rented house
and also for a Govt. employee who resides in his own house but incurring some
expenditure towards up-keep and maintenance of his house. This is admissible
according to the rate of city of his duty.
C.C.A: - A Central Govt. employee is entitled to CCA at the prevailing rate of the
city of duty.
O.T.A: - is admissible to the` non-gazetted employees for the work to becompleted in public interest within a certain period. This is admissible at entitled
rates over and above the normal time of work.
Advance for purchase of Bi-cycle: - Non-gazetted Govt. servants whose Basic
Pay plus DP plus stagnation increment does not exceed Rs.7500/- pm. are eligible.
Amount of advance is Rs.1500/- or the anticipated price including sales tax
whichever is less.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 24
-
7/27/2019 Estt & Ad ministration
25/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Table Fan advance: - Group 'D' employee living in a house provided with
electricity and a plug point, and not having a fan in the house. Anticipated price,
limited to Rs.1000/- is less is given as advance.
Festival advance: - Non-gazetted employee whose basic pay plus DP plus
stagnation increment does not exceed Rs. 12,450/- p.m. is entitled to festival
advance for a sum of Rs.1, 500/-.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 25
-
7/27/2019 Estt & Ad ministration
26/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
PAY AND ALLOWANCES ENTITLEMENTS & ORDERS
To sum up the writing on entitlement of pay and allowances, it may be
stated that the section Officers (Accounts) being on supervisory duty, have to pay
vital role to emtinise the entitlement of pay and allowances and compulsory as
well as terminal/ casual recovery of demands against any particular employee with
reference to the demands noted in the Demand Register (s) and Rules/ Orders on
the subject.
The Section Officer (Accounts) should scrutinise to see that: -
(1) The Pay and allowances in respect of the employees have been drawn
as per sanctioned strength.
(2) The categories of the employees for whom Pay and allowances are
drawn are authorised.
(3) The last charge has been linked and remarks to that effect have been
recorded in the next/ current charge and the last charge has alsoaccordingly been remarked.
(4) In case of new name(s) is/ are found in the current/ next charge, the
relevant Part II Office Order/ D O II/ F O II has been linked.
(5) In case of "Transfer in" - entitlement through Last Pay Certificate has
been verified.
(6) In case of "Transfer Out" - His name has been deleted from Pay Rollwith proper authority.
(7) Basic. Pay for each individual/ employee has been drawn correctly
with reference to the appropriate scale of pay.
(8) Increment has been drawn in time and relevant Periodical Increment
Certificate has been enclosed with the Pay Roll.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 26
-
7/27/2019 Estt & Ad ministration
27/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
(9) In case of increase of pay due to fixation/ refixation of Pay, relevant
Part II Office Order has been consulted and remarks to that effect
have been recorded on the Pay Roll against the affected employee.
(10) Leave Part IT Orders have been consulted while drawing Pay.
(11) In case of Suspension - The affected employee's pay bill has been
drawn separately.
(12) In case of retiring employees - Pay Bills are to be drawn separately
and not with other Regular Employees for the last 3 (Three) months.
(13) Dearness Allowances has to calculate with reference to the
percentage declared by the Govt.
(14) House Rent Allowance and City Compensatory Allowance are to be
drawn as per city rate.
(15) Further, while drawing H R A, it is to be seen as to whether he
occupies Govt. accommodation or not. If occupies Govt.
accommodation, he is not entitled to House Rent Allowance.
(16) Non- practicing allowance - Entitlement as per rule on the subject.
(17) S C A, Remote Locality allowance, Risk allowance - Drawn at the
rate applicable for the areas and entitlement as per Govt. Orders.
(18) Stagnation Increment: If any employee stagnates for more than 2
years at the maximum of the scale, he is entitled to one stagnation
increment for each of 2 years of stagnation but not more than 3
stagnation increments. Periodical Increment Certificate for stagnation
increment has been prepared in the normal manner like normalincrement.
(19) Any other entitlement, if sanctioned, has to be scrutinised with
reference to the relevant authority.
(20) Then the Gross entitlement has been arrived at.
DEDUCTIONS / RECOVERIES
_____________________________________________________________________________________________
RTC KOLKATA 63.00 27
-
7/27/2019 Estt & Ad ministration
28/61
-
7/27/2019 Estt & Ad ministration
29/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
PURCHASE PROCEDURE
Purchase is an important administrative function in the maintenance of an
office as an office or a production unit to keep, producing items for which it is set
up. In relation to office it is expenditure or purchase out of office contingency or
I&M grant and in relation to production unit it is purchase out of purchase grant
for stores.
2. While discussing the purchase procedure it may be stated that these
follow the pattern that a common man of ordinary prudence would observe for
making purchases for his own or for his family. These are briefly:-
a) Need: Whether the purchase is really necessary.
b) Fund: Whether necessary money is available for making the purchase
c) Price: Weather the price being demanded or charged is reasonable.
d) Quality: Whether the quality of item being purchased is satisfactory /
guaranteed and compatible with the price.
3. Similarly for any purchase or for that matter any expenditure from public
fund, the standards of "Financial Propriety" as laid dawn in Rule 6 FR Pt. I trust be
kept in view and satisfied. These standards are: -
(i) Every public officer should exercise the same vigilance in respect of
expenditure incurred from public money, as a man of ordinary
prudence would exercise in respect of expenditure of his own money.
(ii) The expenditure should not be prima-facie more than the occasion
demands.
(iii) No authority should exercise its power of sanctioning expenditure to
pass an order, which will be directly, or indirectly to its ownadvantage.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 29
-
7/27/2019 Estt & Ad ministration
30/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
(iv) The amount of allowances much as travelling allowances granted to
meet expenditure of a particular type should be so regulated that an
allowance is not on the whole a source of profit to the recipient.
(v) Public money should not be spent for the benefit of a particular
person or section of the community.
4. Now coming to the actual purchase procedure it may be stated that it
starts from "Need", i.e. before resorting to purchase necessity for the purchase has
to be established and accepted by the authorities concerned. For purchases out of
office contingency the necessity is communicated by the user sections / officers to
the Administration Section. The Administration Section examines these proposals
from (a) necessity angle (b) authorisation and (c) availability of fund. Once theseconditions are satisfied and it is decided to resort to the purchase all items of
similar nature will be clubbed and purchases will be done as per the following
procedure.
5. For any purchase in Govt. department or for execution of any work action
has to be initiated for obtaining tenders. The tenders are of the following types:
a) Open or advertised tender.
b) Limited tender i.e. direct invitation to a limited number of firms.
c) Single tender i.e. invitation to one firm only.d) Negotiated tender i.e. through negotiation with one or more firms.
6. (a) If the estimated value of the articles to be purchased is Rs.
50,000/- or above, open tender system should be followed by inviting tenders
through Indian Trade Journal and where necessary by advertisement in
newspapers through DAVP (Directorate of Advertising and Visual Publicity).
(b) Limited tender system may also be adopted subject to the conditions in
Para 36 of Annexure to Rule 102 (1) of General Financial Rules where theestimated value of demand is not less than Rs. 50,000/-.
(c) Single tender system is followed for purchase of items of proprietory
nature.
7. The notice inviting tenders should contain the following particulars.
a) Particulars regarding tender documents.
b) Conditions of tender offer-.
c) Last date for issue under forms and receipt of sealed tenders.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 30
-
7/27/2019 Estt & Ad ministration
31/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
d) Name of authority who has the right to accept the tenders, and
e) Date and time of opening tenders.
8. a) All the sealed tenders received should be kept in the safe custody of
the officer who has invited the tenders.
b) Tenders submitted after the due date and time specified in -the tender
enquiry should not be accepted. But these should be kept as "late
tender" and may be examined by the "Tender Purchase Committee",
to arrive at a decision to "Retender", "Price negotiation" etc., if need
for the same in felt.
9. The tenders should be opened by a board of officers at the prescribed
hour of the date and place in presence of the tenderers who may attend the tender
opening.
10. After opening of the tenders a comparative statement will be prepared
by the same board, record its recommendations and submit to the competent
authority for accepting the tender.
11. In case the lowest tender is not accepted the reasons are to be recordedin writing and prior approval of next higher authority is obtained for accepting a
higher tender.
12. At the factory level all purchases above Rs. 50,000/- in each case are
considered by a Tender purchase Committee. There are four levels of T.P.C. as
shown below depending on the value of the tender. Association of "Finance
representative" i.e. Local Accounts is mandatory in all such TPCs: -
Level Chairman Accounts member Value
I General
Manager
CF&A (Fys)/JCF&A (Fys) Exceeding 10lakhs up to 50lakhs
II Jt. General
Manager
JCF&A/ DCF&A/ ACF&A Exceeding 10lakhs up to 20lakhs
III Dy.General
Manager
DCF&A/ ACF&A / AO Exceeding 10lakhs up to 10lakhs
IV Works
Manager
A.O Up to 4lakhs.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 31
-
7/27/2019 Estt & Ad ministration
32/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
13. While scrutinising the tenders by TPC / Board of officers the following
important points should be kept in view.
(i) What is the last purchase price?
(ii) Whether the lowest rate now obtained compares reasonably with the
last purchase price taking into account the normal escalation in prices.
(iii) Whether the rate is prima-facie abnormally high or low. In both casesit should be treated as "Freak Rate" and rejected and if necessary
suggest retendering.
(iv) What is the time / place / mode of delivery offered in the lowest
tender and whether the same conform to requirement
(v) The capacity of the firm in supplying the material has been
established /verified.
14. Once the tenders are considered and finalised by the board of officers /
TPC after due examination and accepted by the competent the successful tendered
should be intimated about the acceptance of his under and supply order / work
order for supply of stores / execution of work respectively should be placed on
him.
15. The supply order should be specific in regard to stores to be supplied.
Qty., rate, total value, time, mode, place of delivery, mode of payment etc. as the
S.O. would form the basis of all future dealings with the contracted party andcontesting in Court of Law if necessity arises.
16. On receipt of stores against a store these should be checked as to its
quality, specification etc. with references to the supply order and endorsed s such
in the bills / challans etc. The stores so received should be taken on charge and
endorsement to that effect be made in the bill before forwarding it to the payment
section. The payment due against the supply order should be made thereafter
promptly and in any case as per terms of payment as stipulated in the supply order.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 32
-
7/27/2019 Estt & Ad ministration
33/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
17. While the above general rules and procedures are applicable to all
purchases there are some special provisions in respect of purchase of certain items.
(A) Purchase of Typewriter
Purchase of typewriters should be within the approved scale and the order
for Purchase should be placed only on the firm holding DGS&D rate contract.
(B) Local Purchase of Stationery
Stationery is required to be supplied by Govt. Stationery Depot. Localpurchase can be resorted to within the delegated powers only after obtaining NAC
from the Stationery Depot. Purchases should be made from Consumer Co-
operative Stores / Samavayikas / Super Bazaars etc.
(C) Local Purchase of Furniture
Can be Purchased locally by the Head of Departments / offices within their
delegated powers under the Delegation of Financial Powers Rules, subject to the
observance of general policy of according purchase and price preference to theproducts of Cottage and Small Scale Industries. Certain items like Steel Racks,
Steel Chairs, Steel Stools, Steel Desks, Steel Shelves and Steel Almirahs are
exclusively reserved for small-scale sector.
(D) Repair to Typewriters
(i) Heads of Departments are authorised to incur expenditure on
servicing, maintenance and repair and replacement of parts of
typewriters in their own and subordinate offices to the extent ofpowers delegated to them.
(ii) Repairs etc. should be entrusted to the dealers authorised by the
DGS&D / Govt. of India Stationery office, Calcutta and the charges
for spare parts should be at the rates approved from year to year.
(iii) Servicing contract may be entered into at the approved rates and in
other cases Heads of Departments may enter into necessary contracts
on competitive basis.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 33
-
7/27/2019 Estt & Ad ministration
34/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
CONTRACT
18. Contract is recognised mode for obtaining supplies and services in
Govt. while contract is concluded for obtaining stores the requirements of which is
regular it is generally concluded for works Services. While concluding contracts
the following basic and guiding principles must be followed: -
a) All contracts should invariably be in writing.
b) Quantity of work to be done or material to be supplied and time with
in which the work or the supply is to be completed should be
specifically mentioned.
c) Terms of contract should be precise and definite.
d) The standard form of contract is generally adopted.
e) The contracts entered into should not involve any uncertain liability.
f) Contract should be signed by both the parties to the contract before
commencement of work
g) Wherever considered necessary an escalation clause for statutory
increase in prices / duties etc. should he provided in the contract.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 34
-
7/27/2019 Estt & Ad ministration
35/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
TA/DA AND LTC Rules and Regulation
1. Introduction:
Travel assistance on one form or the other is a very old practice. It is as old
as the civilized society itself. Like any Commercial organisation, Govt. also has
drawn up several compensatory and concessional schemes to its employees.
2. Compensatory Scheme like TA/DA:
Details may be found in the Annexure - A.
3. Concessional Scheme like Leave Travel Concession:
Details may be found in the Annexure- B
4. Role of SO (A)/Supervisor in Defence Accounts Deptt., when dealing with
TA/DA and LTC claims:
(a) TA/DA:
SO (A) should ensure that:-
(i) The sanction accorded by the competent authority for grant of TA/DA
is in the public interest.
(ii) The expenditure is not more than the occasion demands.
(iii) The entitlements worked out are strictly as per the orders issued by
Govt. from time to time.
(iv) The claim does not give any unintended benefit to the claimant.
(v) The payment of advance and its liquidation is watched through
demand registers.
(b) LTC:
SO (A) should ensure that: -
(i) The claimant has not been paid for the same block, for the same
member in a previous occasion.(ii) The claim has been countersigned by the Controlling Officer
_____________________________________________________________________________________________
RTC KOLKATA 63.00 35
-
7/27/2019 Estt & Ad ministration
36/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
(iii) The prescribed certificates have been furnished.
(iv) The entitlements have been worked out correctly.
(v) The payment of advance and its timely liquidation is watched through
demand Registers.
(vi) The claim has been preferred with in the time limit.
Annexure- A
TA / DA
I. TA/DA on (Tour):
An employee is entitled to:
(a) Rail fare as per his entitled class or plane fare (for Officers whose payis Rs.16, 400/- and above).
Note. - Officer's whose pay is Rs.12, 300/- and above can travel by plane if
the distance involved is more than 500Kms. and the journey cannot be
performed overnight by direct train/direct slip coach service.
(b) Daily allowance as per the prescribed rate.
(c) Mileage allowance.
II. TA/DA for Local Journeys:
(a) Mileage Allowance.
(b) 50% of admissible DA at ordinary rate.
III. TA when deputed for Training:
(a) An employee undergoes a course of training in India is entilled to
draw TA & DA as below: -
i) When boarding and lodging not provided:-
First 180 days Full DA
Beyond 180 days Nil
ii) When boarding and lodging facilities exist:
First 30 days . Full DANext 150 days. ..Half DA
_____________________________________________________________________________________________
RTC KOLKATA 63.00 36
-
7/27/2019 Estt & Ad ministration
37/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Beyond 180 days Nil
(b) Beyond 180 days:
There is option to draw TA as on transfer
Or
TA plus DA for the first 180 days.
(c) No TA/DA for training at the Hqrs. irrespective of the distance
between normally duty point and the training centre.
IV. TA on Transfer:
Transfer TA is from residence to residence and comprises the following:-
(i) a composite transfer grant equal to one month's Basic Pay plus
Dearness Pay where the distance between the two station is more than
20 Km
(ii) Actual fares for self and family for journey by rail/steamer/airs
(iii) Road mileage for journey by road between places not connected by
rail.
(iv) Cost of transportation of personal effects from residence to residence.
(v) Cost of transportation of conveyance possessed by the employee.
(vi) Additional fare to self for both onward and return if he has to leave
his family behind due to non availability of Govt. accommodation at
the new place of posting.
NOTE: - No TA if no change of residence is involved.
V. TA on retirement: -
Same an on transfer including lumpsum composite transfer grant. Travel by
air is also admissible.
VI. Quit same by Resignation, dismissed or removed from serviceNo TA/DA etc.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 37
-
7/27/2019 Estt & Ad ministration
38/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
VII. TA to the family A the deceased t the selected place of residence:
Entitled to TA/DA etc., as per the entitlement of the employee prior to his
death
VIII Conveyance allowance to handicapped employees:
Blind employees and orthopedically handicapped employees are entitled to
5% of their pay subject to a maximum of Rs.100/- per month.
IX. TA for medical attendance and treatment:
(a) For employees: - Actual rail fare plus DA for journey time. No DA
for halt.
(b) For family members: - Actual rail fare if journey is by rail. Actual
bun fare limited to half the road mileage admissible to employee if
journey is by road. No DA -for journey/halt.
(c) Attendant/Escort: - Only one escort/attendant is entitled to TA.
Entitled to TA as per family members for journey both ways
TA as above will also be admissible if it becomes necessary for the escort to travel
again to fetch the patient and if so certified.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 38
-
7/27/2019 Estt & Ad ministration
39/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Annexure-B
L T C (leave Travel Concession)
1. Introduction: -
LTC was first introduced sometime in 1956. Its main object was to enable
an employee to visit his hometown and family. The concession was first restrictedto 90% of the fare beyond an initial distance; then it was increased to 100% and
now from June 1985 the assistance is extended to the entire distance including the
initial distance. From 1974 all employees are also allowed to visit any place in
India once in a period of four years.
2.1 Home Town Concession:
The concession to hometown is allowed once in a block of two calendar
years. The block is counted from 1956-57 and the current block is 1992-93.
2.2 This concession is admissible to members of the family also, who are
eligible to avail the concession independently.
Note: - If the employees family is away from his HQs, he can avail LTC for self
only once in every year to visit his family. The employee who avails this
concession will loose the right for self and family to visit anywhere in India during
the block of 4 years.
3.1 Eligibility:
(1) All employees who have completed one year's continuous service on
the date of journey.
(2) Eligible to self and member of family.
4.1 Quantum of Leave Travel Concession:
(1) Journey by rail - Train fare as per the following entitlement will beadmissible.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 39
-
7/27/2019 Estt & Ad ministration
40/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Pay Range Shatabdi
Express
Rajadhani
Express
Other Trains
Rs. 16,400 and
above
Executive Class AC First Class AC First Class
Rs. 8000 to
Rs. 16,399
AC Chair Car AC 2-tier AC 2-tier
Rs. 4,100 to
Rs. 7,999
AC Chair Car AC 3-tier First Class/ AC-3 tier/
AC Chair Car
Below Rs.4, 100 Not Entitled Not Entitled Sleeper Class
4.2 Journey by Road:
Bus fare as per following entitlement, where public transport systems with
vehicles running between fixed points at regular intervals and charging fixed rates
exists provided the place is not connected by rail.
Sl No. Pay Range Entitlement
1. Rs. 8,000 and above Actual fare by any type of public bus,
including air conditioned bus
2. Rs. 4,100 and above but
less than Rs. 7,999
Same as at (1) above with exception
that journey by air-conditioned bus will
not be permissible
3. Below Rs. 4,100 Bus fare by ordinary bus
4.3 Journey by Air: -
Not permissible as a general Rule, but can travel where an alternative
means of travel is either not available or is more expensive.
4.4 Journey by Ship: -
Entitlement will be restricted for journey by ship undertaken on transfer.
4.5 Journey by other means like pony/elephant/camel etc.:
Entitlement will be restricted at the same rate as for journey on transfer.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 40
-
7/27/2019 Estt & Ad ministration
41/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
5.1 Advance of LTC: -
80% of the amount admissible
Note: 1. As per CCS (LTC Rules 1988 - 80%)
2. As per GFR - 90%
This anomaly is under reference to Govt.
5.2 Forfeiture of Claim:-
(i) Where no advance is drawn: - If the claim is not preferred with in
one month of the date of completion of the return journey, the entire
advance will 'be recovered in one lump sum. Thereafter if the claim is
not preferred with in three months of completion of the return
journey, the claim will be forfeited.
6.1 LTC to visit our place in India: -
This concession is available to all Govt. servants who have completed one-
year continuous service. This concession is available once in every block of 4years.
6.2. The conditions for eligibility, the quantum of concession etc., are the same
as that of 2 years hometown LTC.
6.3 The employees who normally avail LTC for hometown (2 year blocks) and
LTC for anywhere in India (4 year block) should surrender on LTC for home town
during a block of 4 years to become eligible for LTC. In other words for example:-
During the block years of 1990-93 the employee can avail
(i) Two hometown LTC during 1990-91 & 1992-93;
Or
(ii) One hometown LTC during, either 1990-91 or 1992-93 and one 4
years LTC to anywhere in India.
6.4 4 year LTC for family members:
_____________________________________________________________________________________________
RTC KOLKATA 63.00 41
-
7/27/2019 Estt & Ad ministration
42/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
The members of the family of a Govt.servant can avail 4 year LTC for
anywhere in India independently; they may visit any plate in India any time during
the block jointly or separately.
MAINTENANCE AND AUDIT OF SERVICE DOOKS
The service book is a record of, a Govt. servant's entire service showing
particulars of appointment, promotion, reversion, transfers, appreciation,
punishment, increments, scale of pay drawn as also E.L/HPL availed and credited
and also the nominations for GPF, CGHS, and DCRG etc.
Prior to 1970 the service record in, r/o all non-gazetted employees was
maintained in service books and for gazetted the same was on loose-leaf cards
(HGS).
Since 1970 the record of service of all gazetted and non-gazetted Govt.
servants are to be maintained in service books that too by heads of office and in
case of Heads of office by Head of Department.
Service book in appropriate form in r/o all Temporary/permanent employeeswho likely to be employed exceeding one year will be maintained under rules laid
down in CSR/FR and kept under lock & key.
The service book should bear the personal number allotted to each employee
Entries regarding promotion/reversion rates of pay & allowances leave etc of the
individual as notified in office orders will be posted in service books as events
occur.
All such entries are required to be attested by section officer/Accountantssubject to observance of following conditions:
(a) Entries relating to pay fixation, increment etc should be based on
orders approved by gazetted officer.
(b) Attestation will not bemade by SO (A)/Accountant in r/o entries in
his own service book.
The entries in service book will also be got attested by individual concerned
concluding those on outstations once in two years, further service books should bemade available. For group 'D' who are not sufficient literate the entries will be
_____________________________________________________________________________________________
RTC KOLKATA 63.00 42
-
7/27/2019 Estt & Ad ministration
43/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
explained to them by the officer concerned before obtaining thumb impression in
service book.
The details furnished by the statement in the nomination made for DCGR
(Death cum retirement gratuity) should be endorsed in the service book over
signature of gazetted officer.
The family details furnished by the Govt. servants under family pension
scheme 1964 duly countersigned by gazetted officer should be posted in his
service book.
Original certificate of SC/ST at the time of appointment issued by D. M. etc
should be kept separately noted in service book and a CTC given to individual
concerned.
Complete leave account of EL/HPL etc is to be maintained in the service
book and entries are required to be attested by Accountant.
When an employee is transferred out of organisation the service book is to
be brought updates and got audited by LAO concerned before its despatch.
The request of change in date of birth should not be entertained except
where a clerical mistake has been committed. Transfer entry in service book willonly be made if it necessitates forwarding of service book to another office/station.
An index card is maintained in service book wherein details of all transfers and
appointments held by individual are recorded. The service book gill not is returned
to the individual on retirement/resignation/discharge from service. However, a
copy of it may be supplied to him on payment of copying fee Rs. 5/-
CHECK OF SERVICE BOOK
25% of current service Books of civilian serving with unit will be selectedfor audit within each period of twelve months.
Corrections have been duly attested.
Fixation of initial pay on recorded in the service book is correct.
Period allowed to count for increment of pay is correct.
Joining time taken on transfer is correct.
Entry regarding serving it other department is noted.
_____________________________________________________________________________________________
RTC KOLKATA 63.00 43
-
7/27/2019 Estt & Ad ministration
44/61
_____________________________________________________________________________________________
Establishment & Administration
_____________________________________________________________________________________________
Entries regarding leave, promotion, pay, medical examination on initial
appointment is to be recorded in service book. Service book is to be shown to the
employees once in 5 years and his signature obtained similarly a certificate that
service has been verified w. r. t., paid pay bills is also required to be recorded in
service books.
When a Govt. servant is sent on deputation the service book is not to be
transferre