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VENTURE

VENTURE

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Published by: K V Sridharan General Secretary P3 NFPE on Jan 15, 2010
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A Compilation of Selective Govt. Orders. A Companion to Postal Comrades.

All India Postal Employees Union Group 'C'
K.V. Sridharan
GENERAL SECRETARY

PREFACE
It is rather an unique privilege for the All India Postal Employees Union Group 'C', Central Head Quarters in compiling selective administrative orders which are absolutely essential for the day to day functioning of the Divisional/Branch unions and activities. During my interaction with many Divisional/Branch Secretaries, I realise the need to venture this book which I am confident, will enlighten the ruling positions on various topics and subjects for their active involvement in mitigating the grievances of the Postal Comrades. I have not elaborated the postal functions and its various rulings, manuals etc. I restricted my limitation only to the importance of welfare activities, Transfer, Promotion etc. that too in order to overcome the menace of several anti workers decisions being unleashed now a day at various circles. This venture will enlighten the entitlement and the need to avail the benefits. I have been encouraged by many of my CHQ office bearers and Circle Secretaries. Within a month, I completed this stependous task and perhaps there may be errors and omissions in some areas despite my sincere efforts for the accuracy and also to give upto date information. This venture is not exhaustive and many more venture we should launch in future. On this happy occasion, I look forward to receive various suggestions from our Comrades and well wishers for making this venture a more perfect and purposeful in subsequent editions. With regards, Comradely Yours

This Venture is Dedicated to

K.V. Sridharan General Secretary Dated : 25-8-2007

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Com. N.C. Ambalavanan
(Ex. All India President) (1981-1997)

CONTENTS
S.NO. SUBJECT
(1) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. TENURE, TRANSFERS AND POSTINGS Guidelines for Rotational Transfers Clarification on Rotational Transfers Clarification on Rotational Transfers Rotational Transfers Rotational Transfers Policy Guidelines for the Year 1996-97 Rotational Transfers Policy Guidelines for the Year 1998-99 Rotational Transfers Policy Guidelines for the Year 2000-2001 Rotational Transfers Policy Guidelines for the Year 2001-2002 Abolition of Station Tenure - Transfer of Non-gazetted staff from one station to another Maintenance of Request Register - Rotational Transfer Tenure of Non-gazetted Postmasters (Time-Scale) Period of Stay at Tenure stations calculation of Computation of Tenure for the purpose of Rotational charges Reduced Tenure in respect of certain Station considered arduous Tenure Transfer of Postal Assistants working in Gazetted Head Office under the charge of Senior Postmasters Tenure Transfer of Postal Assistants working in Gazetted Head Office Fixation of Tenure for Mail Overseers Selection of Speed Post Postmen and Tenure Fixation of Tenure of Staff working in PSDs. Staffing Pattern of Postal Stores Depots Rotational Transfer of Departmental Stamp Vendors Rotational Transfers Liabilities of SBCO Staff Tenure of SB/SC Counter Staff Shorter Tenure for counter Clerks in H.O.s. Having Instant Counter Facility. Extension of Tenure of Postal Assistants working in the SB Branches of the POs. Tenure in RMS Head Record Offices Tenure in RMS Uniform Tenure Policy in RMS Fixing of tenure of service for mailman and also SG Mailman in the offices of Supdts. of RMS & Post Office and HROs Rotation of officials who occupy Post Quarters Gist on Tenures Continuity of counter staff for at least one year Rotational Transfers-Guidelines-regarding. Public Relation Inspector (Postal) Criterion for Selection of Regarding Exercise of Powers for Cancellation of Transfer orders by appointing authoritiesProcedure to be followed. Check on the issue of Transfer Orders by Divisional Superintendent Retiring Within (6) Six monhts Cancellation of Transfer order by Appointing Authorities. Check on the issue of Transfer Orders by Divisional Superintendents retiring within 6 months Grant of TA & Transit of Official Transferred on Completion of Tenure to the Place of Their Choice Tenure Posting of officials in single handed double Handed post offices -- Preventive Vigilance Measure Categorising LSG officials as Leave Reserve Postal Assistants Transfer and Posting of Circle cadre staff by Regional Postmasters General Request of staff for transfer Rules for Selection of Development Officer (PLI) Posting of Officials against LSG Supervisory Posts Posting of physically handicapped candidates

PAGE NO.
13 15 15 16 16 17 18 19 19 19 20 20 20 20 20 21 21 21 21 22 22 22 22 23 23 23 23 23 24 24 24 25 25 25 26 26 26 26 27 27 27 27 28 28 28

S.NO. SUBJECT
46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. 68. 69. (2) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. Physically Handicapped Officers/Employees may be given preference in Posting/Transfer to near their native places. Employees having Children with hearing Impairment or Multiple Disability may be given Posting to their own preferred Linguistic Zone/State. Posting of Govt. employees who have mentally retarded children Posting of Govt. employees who have mentally retarded children Posting to Home Division/Circle Policy regarding all categories of Supervisory cadres Provision of Post attached Rent Free Accommodation as a Condition of Service to the Postmasters/SPMs. Choice of Officials for posting as Treasurers / Asstt. Treasurers in Post Offices Appointment of Treasurers/Cashiers in Post Offices Regarding. Appointment of LSG operatives as Treasurer/Cashier in Post Offices- payment of Special Pay Posting of Treasurers on completion of Tenure Transfer under the Provisions of Rule 38 of P&T Man. Vol. IV Re-delegation of Power to Heads of Circles to allow Rule 38 Transfer requests of surplus qualified officials to their home divisions in relaxation of 5 years service condition Postal Assts./Sorting Assts. - Transfer under Rule 38 of P&T Man. Vol. IV Inter-Circle Transfer within the same cadre under Rule-38 of Postal Manual Vol. IV Review of the provisions of Rule 38 of Postal Manual Vol-IV - Postal Assit. / Sorting Assit. Conditions for Rule 38 Transfers from the cadre of RMS Sorting Assistants to Postal Assit. Clarification on Rule 38 Transfer from Sorting Assit. to Postal Assit. Transfer/retention of officials on bifurcation reorganisation of a division- Clarification reg. In Request Transfer cases, Intervening Holiday's can be availed Filling up Unfilled Vacancies of Postmen/ Mail Guard Cadre from Candidates of other Divisions at Regional Level Posting of Husband and wife at the same station Discontinuation of Scheme of Engagement of short Duty Staff. Posting of Husband and wife at the same station Posting of Husband and Wife at the same station- Reiterated 67. PROMOTIONS, HSG-I, HSG-II, LSG, BCR, TBOP etc. Upgradation of 1622 Posts of HSG.II to HSG.I Grade Upgradation of 1622 Posts of HSG.II to HSG.I Grade Clarification Regarding Upgradation of HSG..II Posts TO HSG..I Clarifications Regarding the date of Upgradation of HSG..II Posts to HSG..I Clarification for Promotion to HSG-I Grade Promotion to HSG-I Grade- Clarification Regarding. Promotion to HSG-I Grade -Clarification Regarding. Promotion to HSG.I Grade - Clarification regarding Reservation of Posts in HSG-I in RMS for Accounts Line Officials. Filling up of the Posts of HSG-I Conversion of 2356 Posts of LSG To HSG-II Filling up of Norms Based HSG-II Posts Gist of Selective Orders on B.C.R. Biennial Cadre Review Posting of BCR Officials Against Norm Based Posts Seniority for Appointment to the Posts of Post Office and RMS Accountants. Applicability of Time Bound one Promotion Scheme to PO & RMS Accountants. Review of Option for PO & RMS Accountants. Fixation of Seniority of PO & RMS Accountants - Clarification. Divisionalisation of PO & RMS Accountants and APM (Accounts) Cadres. Transfer and Posting of LSG Accountants Treatment of Special Pay for the purpose of fixation of pay on Promotion-Case of PO & RMS DTO Accountant. Removal of Hardship Imposed by TBP on Postmen Benefit of FR 22 (i) (a) (i), Not Applicable in the Case of TBOP/BCR Official when posted

PAGE NO.
28 29 29 29 29 30 30 30 30 31 31 32 32 32 33 33 34 34 34 34 34 36 36 36

37 37 38 38 38 39 39 39 41 41 41 42 42 43 45 45 46 46 47 47 47 47 47 48

S.NO. SUBJECT
25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. (3) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. the Norms based Posts i.e. LSG/HSG-II Gist of Selective order on T.B.O.P. Divisionalisation of Lower Selection Grade Cadre Clarifications on Various Issues Originating there from No Supersession in 'Selection' Promotion - Revised Guidelines Promotion of employees on whom any penalty has been imposed - consideration for Promotion to Higher Grade of Post Clarification in regard to sealed cover procedure Effect of Warning, Censure etc. on Promotion Promotion to Higher grade of Post - Clarification in regard to sealed cover procedure -Effect of Warning, censure etc. on promotion Recovery of Pay not a BAR to Promotion Promotion Effect of Punishment and Monetary Recovery Promotion - Application of Bench Mark & Writing of CRs. Application of Bench Mark on Promotion in LSG, HSG-II and HSG-I Status of Operative Officials Designations / Nomenclature Simplification of Confirmation Procedure- Clarification Period of Induction Training shall also Count for Promotion Under the TBOP / BCR scheme Counting of Induction Training Period for Promotion Under TBOP / BCR Schemes Counting of Training Period for Departmental Candidates. Vacancies of Not less than 14 day's Duration Approval of Officiating Arrangements Countinuing for more than One Year General Principles to be Followed in Making Officiating Appointments in Short Term Vacancies Officiating Arrangement in Short Term Vacancies in the Dept. of Posts Filling up of Local, Short or Long term Vacancies in IPOs/IRMS cadres but unapproved Candidates on adhoc basis. Officiating Arrangements in Leave vacancies Officiating Arrangement in Leave Vacancies Officiating Arrangements in HSG-II and HSG-I Appointment of Drivers on Daily Wage Basis and their subsequent absorption Merger of Posts of Hindi Typists in Divisional Offices with Postal Assistants/Sorting Assit. Extension of Time Bound One Promotion and Biennial Cadre views to Hindi Typists of Divisional Offices Joining of New Station of Posting on Promotion Instructions- regarding. Time Limit for Relieving an Official Consequent his Promotion to the Higher Grade. Utilisation of Holidays/Off Days for Journey Period in Case of Transfer from one station to another of an officials hiw own request. Revised Option for fixation of Pay on Promotion Reservation for the Physically Handicapped in Post filled by Promotion. Reservation for the Physically Handicapped in Post filled by Promotion. Instances which do not constitute as Anomaly for Stepping up of pay with Reference to Juniors. DEPARTMENTAL EXAMINATIONS LGOs Examination Absorption of Surplus Candidates Raising of Number of Chances for the LGOs Examination Training to the Postmen and Group 'D' cadres / appearing for LGO Examination LGO Exams - Chances already availed not to be counted. Review result of failed SC/ST Candidate of FTP (LSG/HSG-II) Exam. Revised orders on Postal Training to SAs. Eligibility Condition for Appearing in Dept. Competitive Exam for Promotion to P.S. Group 'B' Cadre Eligibility of Officials Promoted under TBOP / BCR for appearing in the Departmental Competitive Examination to PS Group B Grade Eligibility Condition to Appear for the PS Gr. B Exam. in R/O General Line Official-Reg. Syllabus for S.B. Incentive/Examination. Syllabus for P.O. and R.M.S. Accountant Exam. Syllabus for Junior Accounts Officer Part-I

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48 50 51 53 54 55 56 56 57 57 58 58 58 58 59 59 59 60 60 60 61 61 61 61 62 62 63 63 64 64 64 64 65

66 66 66 67 67 67 67 67 67 68 68 68

S.NO. SUBJECT
13. 14. 15. 16. 17. 18. 19. 20. 21. (4) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. (5) 1. Syllabus for Junior Accounts Officer - AC Part II Exam. (Postal) Syllabus for Departmental Competitive Examination for Promotion of General Line Officials to PSS Group 'B" Syllabus of Departmental Examination for Promotion to be Grade of "Inspector of Posts" Officials can be allowed to Appear Departmental Examinations Under Suspension Competitive Exam. - Candidates obtaining equal marks- Selection an Determination of Inter-Re-merit. No. of chances for IPO examination : Relaxation of Age Limit and removal of limited chances to appear for J.A.O. Parts I & II Exam. Counting of Training Period for the purpose of Drawing increments-Clarification Regarding. RMS Group B Exam for the General Line Officials- Eligibility Therefore. RECRUITMENTS Department of Posts (Postal Assistants and Sorting Assistants) Recruitment Rules 2002. Copy of Notification (DOP) dated 9th January, 2002 Recruitment to the Cadre of Postal/Sorting Assistant-Regarding. Recruitment Procedure to Cadre of Postal/Sorting Assistants in Post Offices Clarifications. Revised Recruitment Procedure for Postal Assistants/Sorting Assistants. Introduction of Fast Track Promotion to Fill up LSG/HSG-II Posts in PO & RMS Offices-Amendment to Recruitment Rules. Rules of Recruitment to Selection Grade Posts 1976 Selection Grade Posts Recruitment (Amendment) Rules 2002 Recruitment Rules for HSG-I Posts- Amendment Regarding Recruitment to the Posts of Inspector of Posts, Rules Reg.- Merger etc. Exemption from requirements of Educational Qualification in respect of Widows of Govt. Servants Appointed on Compassionate Grounds. The Gazetted of India Notification regarding Rules regulating the method of Recruitment to the Posts of Postman/Village Postman and Mail guard in the Department of Posts. Department of Posts (Group D Posts) Recruitment Rules 2002. Revision of Rates of Training Allowance paid to induction trainees selected for initial Appointment in PA/SA Rates of Fees Payable to state Government Medical Officers for Medical Examination of Candidates for Appointment to Group 'C' Posts. Distribution of Reservation for Persons with Disabilities amongst three categories of Disabilities-Clarificaiton. SPECIAL PAY ALLOWANCES & PERSONAL CLAIMS Travelling Allowance (i) Entitlement for Travel on Tour w.e.f. 01-10-1997 (ii) Journey by Road (iii) Rates of Daily Allowance (iv) Joining Time (v) Rates of Overtime Allowance for Operative Staff (vi) The entitlement for travel on LTC by Rail, w.e.f. 01-10-1998 is as below Transport Allowance w.e.f. 1-8-1997 Revised Classification of employees in pay ranges When the Govt. Servant Stays in a Hotel or other establishment Providing Boarding and/or Lodging at Schedule Tariff's Grant of OTA to the Clerks when required to act as SPMs in the absence of regular SPM on leave Grant of Overtime Allowances to the Clerks when required to act as SPMs in the absence of regular SPM on leave Grant of OTA to Departmental Staff for Conveyance of Cash Training of Clerks to work in Accounts Branch of HOs Restriction on number of hours of OTA Admissible to Sorting Postmen/Group 'D' Staff called on duty on a Postal Holiday. Grant of Special Pay for Handling / Custody of Cash by Sub Postmasters Cash Handling Allowance to Treasurers, Asst. Treasurers- revision of rates regarding:

PAGE NO.
69 69 70 71 71 71 72 72 72 73 73 74 75 75 77 80 86 88 88 91 91 94 95 95 95

2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

96 96 96 97 97 97 98 98 98 98 99 99 99 99 100 100 100

S.NO. SUBJECT
12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. Special Pay to Postal Candidates who have qualified the JAO examination and awaiting Promotion. Special Pay granted to JAO examination qualified candidates. Prompt Settlement of personal problems of the employees Grant of Split Duty Allowance Fixed Monetary Compensation of Postmen Staff Admissibility to Home Town every year to unmarried Central Govt. Employees having Dependents living in Home Town Forfeiture of the LTC Claim after the expiry of the expiry of the stipulated period LTC Facilities to the Family Members not residing with Govt. Servant-Clarification reg. LTC - Travel by State Tourism Buses- Clarification- regarding. LTC- Denial of LTC to Govt. Servants found Guilty of Misuse of the Facility Disability under FR 17 (A) - Relating to LTC- Clarification Imposing of Penal Interest on Unutilised balance of TA/LTC Advance. Grant of OTA to the Clerks When Required to Act as SPMs in the Absence of Regular SPMs on Leave. Claim of OTA in Lieu of Higher Pay Grant of OTA- Clarifications Grant of OTA - Clarifications. Grant of OTA to aspm when required to work as HSG-II SPM Clarification on OTA to Group 'D' Staff Grant of Compensatory Off/OTA where Postal Holidays falls on fixed Offs on Sunday/Weekly Offs. Reimbursement of LTC Claim to be restricted to the actual fare incurred by longer route on the fare by the entitled class by shortest direct Route, Whichever is Less. Admissibility of LTC when both Husband an Wife are Govt. Servants and are resideing together. Some members can visit 'Home Town' while other family members may avail 'Any Place in India' in the same two year block LTC. LTC by Private Airlines Leave encashment during LTC LTC - Family clarification LTC Advance A Submission of LTC Claims Avaiting LTC on Holidays Proportionate Mileage Allowance when Journey on tour is performed by longer route by Rail partly by Lower Class and Partly by the Entitled Class. LTC in Handicapped Employees Regulation of LTC Claim if the Rail Journey is Performes by a longer route and by Different Classes. Grant of Fixed Medical Allowance to the staff working in the Interior under CS (MA) Rules, 1944 Delegation of Powers to condone delay in submission of medical claims Payment on One Time Basis towards CGHS contribution by pensioners. Entitlement of TA/DA to the Patients. Medical Advance - Revised instructions Reimbursement of Medical claim for treatment taking in private Hospital in emergent Cases- Clarification. 'Fixed Monetary Compensation' to Postman for Effecting deliveries on second day of three consecutive Holidays. CCA/HRA Raised Rates w.e.f. 1-8-1997 Grant of Conveyance Allowance to Blind and Orthopaedically Handicapped Central Government Employees. Grant of Split Duty for two hours break Grant of Split Duty Allowance- Clarifications. Split Duty Allowance -Clarification. Grant of Saving Bank Allowance to Postal Assistants Revision in the Rate of Cycle (Maintance) Allowance. TBOP/BCR Officials Entitled for Saving Bank Allowance

PAGE NO.
101 101 101 101 102 102 102 103 103 103 103 103 104 104 104 104 104 104 104 105 105 105 105 105 105 106 106 106 106 106 106 107 107 107 107 107 108 108 108 109 109 109 109 109 109 110

S.NO. SUBJECT
58. 59. 60. 61. 62. Enhacement of Saving bank Incentive to Postal Assistants working in Saving Bank BranchesAcceptance of Fifth Central Pay Commission's Recommendation (Para 30.22) regarding. Fixed Conveyance Allowance. Grant of Conveyance to Mail/Cash Overseers Simplified Proceedure for Claiming CEA/Tuition Fees Reimbursement of Tuition Fee shall be admissible till the end of the academic year in case of Govt. Servant ceases to be in service by Retirement, Resignation, Discharge, Dismissal of Removal from Service Grant of Fixed Stationery Charges Clarification Regarding Enhanced Rates of Stationery Charges for P.Os, SBCO, IPOs / ASPOs Time Limits for Submission of Claims Commission Paid to Authorised Agents Commission Paid to ED SPM/BPM Monthly Income Scheme- Incentive Speed Post Incentive Guidelines for Grant of Honorarium to be Strictly followed An Official is Missing of Absconded New Pension Scheme for those Appointed on or After 1-1-2004. Night Halt Allowance to Mail/Cash Overseers Implementation of Award given by the Board of Arbitration (JCM) in C.A. reference I of 1990 regarding grant of special pay for handling / custody of cash by Sub-Postmasters in single and double handed Post Offices in Department of Posts. STAFF QUARTERS Retention of Government Accommodation in the events of Leave, Transfer etc. Retention of Government Quarters by Retired / Transfer / Family of Deceased Employees Retention of Quarters by retired/deceased postal employees on special circumstances Retention of Quarters in case of Death of the Allottee Sub-Letting of Govt. Accommodation violates Rules 3 of CCS (Conduct) Rules. Retention of Post Attached Quarters Beyond Authorised Period. Postal Pool Quarters and Post attached Rent Free Quarters of PMs / SPMs Delegation of powers Post-Quarters- Authorised Period after Retirement. Conservancy/Service Charges etc. Not to be Recovered from Rent Free Allottees. Retention of Quarters. Revised Schedule of Accommodation For Post Office Maintenance of Buildings Assessment of Reasonable Rent/Enhancement of Rent of Private building taken on Lease. Provision of Toilet Facilities in Post Office Buildings. Revision of Tariff for Occupation of Inspection Quarters / Inspection Rooms Occupation of Departmental Inspection Quarter beyond normal admissible period -Admissibility of HRA Assessment of Reasonable Rent/Enhancement of Rent of Private Building taken on Lease by the Dep. Guidelines-reg. WELFARE Immediate Relief to the Families of Government Servants who die while in Service. Action to be taken on receipt of intimation about the Death of a Postal employee/Extra Departmental Agent. Modified orders for production of Medical Certificate by Gazetted/Non-Gazetted Employees. Grant of Earned Leave to Central Government Employees Report of the Complaints Committee constituted for prevention of sexual harassment of women at work places -follow-up action Financial Assistance from the Postal Staff Welfare scheme in cases of prolonged illness/ surgical operations, enhanced Grant of financial assistance in the case of death of Postal Employee while in service Enhanced Rate of Financial Assistance from the Postal Service Staff Welfare Board in the

PAGE NO.
110 110 110 111 111

63. 64. 65. 66. 67. 68. 69. 70. 71. 72. 73. 74.

111 111 112 112 113 114 114 114 114 115 117 118

(6) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. (7) 1. 2. 3. 4. 5. 6. 7. 8.

119 119 120 120 121 121 121 122 122 122 123 128 129 130 131 131 132

133 133 133 134 134 135 135 135

S.NO. SUBJECT
9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Case of Death of an Employee Financial Assistance from Welfare Fund for Funeral Expenses- Payment to the near Relatives. Transportation Charges to the Handicapped Children of Postal Employees. Clarification on Financial Assistance from Welfare Fund in cases of EOL/HPL Due to Serious/Prolonged illness Increase in the amounts of Financial Assistance in Case of Death. Enhancement of rates of Financial Assistance to the victims of fire/floods and natural calamities Financial Assistance to SC & ST Employees, Department of Posts for (i) Appearing in the Departmental Examination and (ii) Pursuing Higher Education through Regular Classes. Revised Rate of Scholarships for Development of Individual Personality. Scholarship for development of individual personality decision taken in the 9th meeting of the Postal Services Staff Welfare Board Meeting held on 17-02-2002 Revision in Scholarships / Book Awards for OBCs Financial Assistance for Nutritive Diet from Welfare Fund admissible to all Departmental Employees who are suffering from TB may be extended to ED employees and Enhancement of final assistance Grants of Residential Welfare Associations Enhanced. Grants to Postal Ladies Organization from the Postal Services Staff Welfare Board Enhancement of recurring grants to the creches from the Welfare Fund Salary of Part-Time Tailoring Instructors under the Postal Staff Welfare Scheme. Permission to leave office during office hours be granted to Presidents/General Secretaries of the Residential Welfare Associations P&T Community Halls-Allotment of accommodation-Order of preference Special Casual Leave to ED Agents at par with the regular departmental employees for donating blood to recognised banks on working day on pay of the cost of substitute. Revision in Rates of Scholarship Pay limit for availing facility of Excursion trips Revised Pay Limit for Grant of Financial Assistance for prolonged serious illness, major surgery etc. Introduction of Scholarship for staff to Develop individual personality. Special benefits in cases of Death and Disability in Service- Payment of Ex-Gratia lumpsum compensation to families of Central Govt. Civilian Employees who die in harness. Recommendations of the Fifth Central Pay Commission. Out of turn promotions to outstanding Sports Personalities in the Deptt. Selection of Sports person Grant of Two Hours off for Daily Practice throughout the year to the top Ranking Sports-Persons/Coaches. Grant of Incentive to the Children of Postal Employees who appear in the Competitive Examinations held by UPSC Special Casual Leave to Participate in Dance/Song Competition at Regional Level Incentive for Acquiring Fresh Higher Qualifications. Enhancement of Powers of the PMGs for Grant of Financial Assistance in Cases of Serious Illness/Major Surgery etc. Financial Assistance to the Dependent of Deceased P&T Employees who died in Accident. Extension of schemes of educational assistance under the Welfare Fund to EDAs. Financial Assistance from Welfare Fund to Orthopaedically Handicapped Employees. Grant of Financial Assistance for the victims of Riots, Communal Disturbances and Terrorist Activities. Financial Assistance in Prolonged Illness Cases. Grant-in-Aid for the provision of Amenities or Recreational or Welfare Facilities to the Staff of the Central Government. Increase the Amount of Cash being Granted to Best Sportsman/Sports Women and Best Promoter of Sports. Increase in Daily Allowance for Players Participating in All India Postal Sports Meet. Participating in the All India Major Ranking Tournaments Conducted by TTFI & BAI Implementation of directorate instructions of 2 hours off for practice to Sports Persons/

PAGE NO.
136 136 136 136 136 137 137 137 138 138

19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30.

138 138 138 139 139 139 139 140 140 140 140 141

31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47.

142 143 143 143 143 144 145 145 146 146 146 146 146 147 147 147 147

S.NO. SUBJECT
coaches who represent their Circles in All India Postal Tournament and/or who represent the department and concerned States in National Competitions Revised Pay Limits for Eligibility of Educational Assistance under the postal Staff Welfare Scheme. Grant of Conveyance and other advances-Revised Rate with effect from 11-12-1997. Dependent Family members of the regular employees should also be given Financial Assistance in case of Nutritive Diet recommended for TB patients. Reservation in Scholarships / Book Awards for OBCs Provision of Transport to Officials in Need of Urgent Medical Care while on Duty. NORMS Review of Post Office establishment - Revised procedure for combining all categories of periodical reviews Norms for group 'c' staff connected with multi-purpose counter machines in post offices Adhoc Norms for Staff Working in Speed Post Centre-Regarding. Evaluation of Norms for P.R.I. (P) Updating of Norms for Calculation of Establishment of Departmental Stamp Venodrs/Gramin Dak Sewak StampVendors for Sale of Stamps and Stationery Issue of the Revised Norms. Hours of Work-Split Duty in Respect of Certain Categories of Staff. Duty Hours of Postmasters. Grant of Special Pay to Treasurers and Asstt. Treasurer Trasurer in the Clerical Time Scale in Post Offices. Standard for Checking OTA Bills of Official of HPOs in Accounts Branch of HPOs. Standards Adopted for Sanctioning Post of Mail Overseers. SELECTIVE ADMINISTRATIVE ORDERS Power & function of Chief Postmasters General / Postmaster General (Region) - reg. Strengthening of the Supervision and the Working of EDSOs/EDBOs & Single-Handed Sub Post Offices. Deletion of Transfer Liability Clause from Appointment Offer. Delegation of Powers of Heads of Circles to Downgrade Sub Standard Head Offices. Delegation of Powers to Heads of Circles to Close/Merge/Reorganize Set/Mail Office with workload less than prescribed norm. Improving Vigilance Administration. Enhancement of Financial Powers of HSG.I, HSG.II & LSG Postmasters Preventive Checks Prescribed in respect of SB and Cash Certificates Settlement of Deceased, Claim cases Enhancement of powers of various Postal Authorities Regarding authorisation of LSG Sub Postmasters HSG.II Postmasters to issue cheques in lieu of payments of maturity value of Small Saving Schemes for Rs. 20,000 and above Notice of Voluntary Retirement can be a cepted from a Govt. Servant already on EOL. Non Inalidation of a Govt. Servant who has been permanently incapacitated from Govt. Service on Account of Mental or Physical Disability-Information Regarding. Permission To Leave Headquarters Co-Operative Credit Society Dues Recoveries from pay-less thereof-Regarding. Wearing of Uniforms properly by Postmen, Group 'D' and other staff entitled to Uniforms Representations from Employees- Disposal of Individual Grievances of Officials. Representation from Government servants on service matters Principal CPMG/CPMG Shall be the revising Authority, Were the Appellate Authority is subordinate to them. Officials under Suspension can be allowed to Function as Defence Assistants Action Against Absconding Officials Dies Non and its Effect Who are Competent to Investigate into Fraud and Loss Cases and What are their Monetary Limits? Disciplinary cases should be closed on the Death of the Charged Official Fixing up Contributory Negligence

PAGE NO.

48. 49. 50. 51. 52. (8) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. (9) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25.

147 148 149 149 149 150 151 151 152 152 153 153 153 153 153 154 157 158 158 159 160 162 162 163 164 165 165 166 166 166 167 168 168 170 171 171 171 172 173 173

S.NO. SUBJECT
26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. Recovery from Retired Officials Realisation of Loss from Subsidiary Offenders Recovery of Pecuniary Loss caused by a Govt. Servant- Clarification Regarding. Recovery be made in Case of Fraud. Fixing Contributory negligence / responsibilities Penalty of Recovery. Condition of Recovery Responsibility for Losses. Honest Errors can be condoned Waival of Prosecution Representation against adverse remarks Period of Suspension to be treated as Duty if Minor Penalty is imposed Penal Recoveries from Departmental Officials in case Closing of Central Govt. Offices of Connection with Elections to State Assemblies etc. of Losses and Frauds.

PAGE NO.
174 174 175 176 176 176 176 177 177 177 177 178 178 178

(10)
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35.

RELAX - REFRESH RULING KNOWLEDGE - A GIST OF SELECTIVE ORDERS
Eligibility for appearing in departmental exam - case of EDAs specailly recruited for deputation to APS. Retention of Rent free quarters during leave exceeding on one month should be recovered Counting Leave for Increment - annually for the purpose of FR 26(C) Unavailed Joining time to be credited in E.L. Account Regulation of Allowances during leave Dies Non- Leave Credit Encashment or Leave Accumulated in AP Absence after expiry of leave Leave not due EL Upto 180 days can be availed in one Spell Maternity Leave combined with leave of any other kind Female employees availing maternity leave for MTP not entitled for Special CL Second Medical Opinion Grant of special CL to Women Central Govt. employees when their husband undergo vasectomy operation Upto 90% of GPF can be withdrawn without any reason during the last year of service No withdrawal/advance in GPF in last three months before service Disbursement of Monthly Pay and Allowance Age Relaxation for Widows, Divorced Women and Women Separated from their Husbands. Direct Recruitment to the Cadre of Concession Given to ex. Servicemen. Seniority from the date of appointment and not with reference to date of confirmation Verification of service book by officials Joint Representation from Govt. Servants to be viewed as subversive of Discipline Supply of Special Type of shoes for orthopaedic handicapped employees Whether proportionate reduction of washing allowance be made for the leave undertaken. Cash Allowance To Cash Overseer PAs/OAs Officiating as Set No. Washing Allowance : Special Pay to Cashiers: Grant of special pay - acceptance of security bond : Welfare officer asked to meet family of deceased government servant. T.A. entitlement for bringing family subsequent of transfer Utilistation of holidays/off days for Journey period in case of transfer from one station to another of an official at his own request Joining time to officials on return from APS to the Dept. of posts. Maternity Leave 179 179 179 179 179 179 179 179 179 180 180 180 180 180 180 180 180 180 181 181 181 181 181 181 181 181 181 182 182 182 182 182 182 182 182

S.NO. SUBJECT
36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. 68. 69. 70. 71. 72. 73. 74. 75. 76. 77. 78. 79. 80. 81. 82. 83. 84. 85. 86. 87. 88. Family pension to Widow when she got child Pensioner married after retirement Family of a female Govt. Servant for LTC Drawal of HRA by Husband & Wife when both of them are Govt. Servant Date of Death - Treated as Duty Revised time limit for grant/refusal of permission under the provisions of CCS (Conduct) rules Change of home town declaration Transfer of officials at their own request leave is not required Benefit of increment falling due during leave period in the case of death while on leave Payment on authority can be made to outsider or Govt. employees alone. Union functionaries of J.C.M. should not be shifted from main administrative office to subordinate office Stamp Duty on mortgage Deed/Deed of Reconveyance executed by employees who availed H.B.A. has to be borne only by the employees and cannot be reimbursed Suffixing Holidays after Medical Leave Heads of Circles in Dept. of Posts empowered to relax the upper age limit for appointment on compassionate grounds. No Option of Revert to Lower Post in Lieu of Premature Retirement Claim for treatment outside the Head Quarters from R.M.P.S. Appointed as AMAs not Reimbursable Uniform to Employees who are due to retire Leave Salary Advance for Commuted Leave Clarification on payment of conveyance allowance to orthopaedically handicapped employees LTC claim for spouse, if married during grace period Leave to Female Govt. Servant on adopting of Child MC And FC -Not necessary from the same doctor Leave conversion not a Matter of Right Child Adoption Leave Advance - interest rates 2005-06 CGHS -- Entitlement of transferees Leave encashment on compulsory retirement Drawal of increment HRA / CCA at old rates during J.T. Suspension etc. Increment to T/S Group D Fixed Medical Allowance to pensioner Fixed Medical Allowance Special Leave for contagious disease No GPF for T/S Group D No recovery from GPF MPCM Allowance Dependency -- Monetary limit TA / DA for second medical opinion TA for Departmental enquiry TA for court cases RTF - Special provision to Physically Handicapped child Rebate on HBA Promoting Small Family norms -- Drawal of special increment No Denial of Leave During the Last Ten Years Service Leave for permanently in-capacitated officials Special leave for miscarriage to women employees Paternity leave to male government servants Casual Leave -- entitlement HRA on Transfer HRA not allowed for Sharing accommodation Transport Allowance during suspension Transport Allowance during training Conveyance Allowance to Physically Handicapped officials

PAGE NO.
182 182 183 183 183 183 183 183 183 183 184 184 184 184 184 184 184 185 185 185 185 185 185 185 185 185 185 185 186 186 186 186 186 186 186 186 186 186 186 187 187 187 187 187 187 187 187 187 187 187 187 188 188

S.NO. SUBJECT
89. 90. 91. 92. 93. 94. 95. 96. 97. 98. 99. 100. 101. 102. 103. 104. 105. 106. 107. 108. 109. 110. 111. 112. 113. 114. 115. 116. 117. 118. 119. 120. 121. 122. 123. 124. 125. 126. 127. 128. 129. 130. 131. 132. 133. 134. 135. 136. 137. 138. 139. 140. 141. 142. 143. No staff car if Transport Allowance drawn Combination of CL Special leave during Bandh etc. Special leave for Bye-election Place of choice for Employees having treating mentally retorted child No casual worker for Group C work Select Panel advance in DPC Relaxation of merit to SC / ST employees SC / ST selected in unreserved point -- clarification SC / ST promotion under unreserved point Enforcing promotion Adhoc appointment continuity more than one year -- no need for reversion Sexual harassment on women employees Sexual harassment -- transfer as per the option of the victim Committee's finding -- be taken as Enquiry report No Dies-non for late coming Time limit for disposal of representation Justification of suspension - reg. Minor penalty in Rule 14 -- suspension to be treated as duty Died during suspension No reduction to lower grade never held before No double punishments. Seven cases at one time for retired officials attending Defence enquiry Withdrawal of appeal Copy of service books while quitting service Adverse entry communication of remarks Appeal Against adverse entry -- within six months Relaxation to PH candidates in appointment SC / ST -- posting nearer to native place Physically Handicapped - Apply for any suitable post Disability during service -keep in the same cadre - provide suitable job till superannuaiton Increment to Sports persons Withdrawal of resignation Transfer guidelines consideration of long pending requests Transfer before Academic Session No transfer in Gazetted H.Os Four years tenure to all SPMs Aptitude Test for Grant of SB / SC Allowance -- use of Dureja Manuals as reference book Training to the candidates of Postmen & Group 'D' cadre appearing for LGO examination Government Residential accommodation- Employees having constructed own houses by HBA Revision of financial powers of Head of Circles Selection of Development officer (PLI) Rule 279/6 of P&T Manual Volume IV. Interface with the Unions -- observance of due courtesy Leave should not be denied Action against the postal employees for union activities Role of Oral instructions in the transaction of Government Business Observance of proper decorum by Government servant during the lunch break Water Coolers -- Provision of Grant of OTA to Departmental Staff for conveyance of Cash Supply of Soap and Towels -- Standardization of Permission to leave office during office hours be granted to Presidents / General Secretaries of the Residential Welfare Associations Due date of payment of salaries when Bank is Closed Disposal of old records to be entrusted to Physically Handicapped persons Observance of holidays in Operative Offices Suspension by lower authority is valid

PAGE NO.
188 188 188 188 188 188 188 188 188 188 188 189 189 189 189 189 189 189 189 189 189 189 190 190 190 190 190 190 190 190 190 190 190 191 191 191 191 191 191 191 191 191 191 192 192 192 192 192 192 192 192 193 193 193 193

S.NO. SUBJECT
144. 145. 146. 147. 148. 149. 150. 151. 152. 153. 154. 155. 156. 157. 158. 159. 160. 161. 162. 163. 164. 165. 166. 167. 168. 169. 170. 171. 172. 173. 174. 175. 176. 177. 178. 179. 180. 181. 182. 183. 184. 185. 186. 187. 188. 189. 190. 191. 192. 193. 194. 195. 196. 197. No LTC during suspension Suspension -- No retrospective effect Late attendance -- debiting half a day CL Counting training period for drawal of increment HSG.I -- Non Gazetted Group B Procedure for recruitment of Postal Assistants to Regional / Circle Offices Posting of ASPOs in HSG.I Application for VRS during EOL Allotment of vacant staff quarters against will Complaint against Government servants Observance of holiday of operative offices Twins after the First Surviving Child -- Special Allowance Fee for communication, re-totalling & re-verification of marks Compassionate appointee should properly maintain family Action on detection of counterfeit notes Discontinuing the issue of R.T. Policy guidelines Tenure for SBCO Staff Tenure in SB branch Counting of training period for departmental candidates Review result of failed SC/ST candidates of FTP (LSG / HSG.II) Exam LSG officials worked against HSG.I posts Honorarium for opening new Pay Bill register in Accounts branch Confirmation of oral orders Exemption of stamp duty for HBA Transfer of records Invite union representatives & settle problems Split Duty in post offices Extension of Tenure for PRI (P) Right for demonstration Lunch Break at counters Reservation for SC/ST- Circulation of the reservation roster : Unfilled vacancies of OBCs should not be deserved but carried forward Reservation in adhoc promotion : SC/ST/OBC candidates selected on their own merit. Merit not to be adjusted against reserved vacancies Relaxation for SC/ST in qualifying examination: When only a single vacancy arises in a year : Reservation rosters not determining seniority : Reservation roster may be shown to Govt. staff/Staff Association: Collection of LIC premia through Post Offices Perusal of reservation roster at Divisional level by the service unions regarding. Festival Advance No interest beyond date of death Provision of Transport to officials in need of urgent medical care while on duty. Failure of family planning operation Rate of Incentive increment be granted even in the scale of the officiating post held on adhoc basis at the time of family planning operation Operations recognised for incentive increment. Incentive for promoting small family norms - Private hospital - reg. Recovery under audit objection in the pay & Allowances Supply of Uniforms to sorting postmen C.E.A. admissible till board examination in the case of official transferred to a new station but keeps his child in the old station. Grant of CEA/RTF clarifications OTA TO SPMs Attending Signalling Duties Proposal to grant of TA/DA to cash/mail overseers ordered to work as BPM in stop gap arrangement Point to Ponder

PAGE NO.
193 193 193 193 193 193 194 194 194 194 194 194 194 194 194 194 194 195 195 195 195 195 195 195 195 195 195 195 195 196 196 196 196 196 196 196 196 197 197 197 197 197 197 197 197 197 197 197 198 198 198 198 198 198

1. TENURE, TRANSFERS AND POSTINGS
1. GUIDELINES FOR ROTATIONAL TRANSFERS
The question of rotational transfers of staff gazetted as well as non-gazetted --has been considered in depth. In supersession of all the previous subject, the following orders are issued to regulate the rotational transfers of staff. 2. As regards transfers on completion of tenure in posts, the existing instructions regarding 'post tenure' will continue to be applicable for various categories of staff, both gazetted and non-gazetted, as laid down in P&T Manual Volume IV. 3. As regards transfer on completion of tenure in a station, the principles as explained in the following paragraphs will be followed: 4-1. Gazetted officers and non-gazetted supervisory staff (such as ASPOs, ASRMS, IPOs, IRMs, JEs, Junior Accounts Officers, etc.) will be normally subject to a station tenure of 4 years, which may be extended upto 6 years in individual cases, in the public interest. The powers in respect of the gazetted officers will be exercised by the P&T Directorate and in the case of non-gazetted supervisory staff, by the concerned Heads of Circle. 4-2. Gazetted officers as well as non-gazetted officials, who have all India transfer liability, may be transferred to another station in the same state / region on completion of tenure, to the extent administratively possible. 4-3. As regards non-gazetted operative staff, they will also be liable to transfers from one station to another (within their respective recruiting units) on the basis of completion of station tenure of 4 years. Such transfers should also taken into consideration the need for balancing of popular and non-popular stations so that popular stations are not monopolies by certain favoured employees. The station tenure of 4 years may, however, be extended to 6 years in individual cases in the public interest. The powers for extending the station tenure beyond the prescribed limit in respect of the operative staff up to the level of Postal Services / Director Telegraphs / Area Manager / Deputy General Manager and in the case of higher selection grade officials, by the Head of the Circle. 4-4. Since the bulk of Junior Accounts Officers are concentrated in the Circle Postal Accounts offices, it may not be possible to rotate them from one station to another on the basis of fixed tenure. However, for junior Accounts Officers working outside the Circle Postal Accounts Offices, i.e. in offices like SBCOs, Postal
VENTURE 13

Stamp Depots, MMS and PLI, the same stipulation of station tenure of 4 years should apply. These officers after completion of tenure, should be brought back to Postal Accounts offices and their position in the SBCOs etc. should be taken by those officials working in the Postal Accounts Offices. Junior Accounts Officers on promotion, as far as possible, should be posted outside the Circle in which their parent office is located. They may be brought back wherever their vacancies to their parent office, after completion of their tenure if suitable vacancies are available in their original parent office. The JAOs and A.Os should be rotated periodically within the circle so that they acquire varied experience. 5. The crucial date for computing date for computing the completion (or otherwise) of the tenure will be the 30th of Sept. 6. Transfers may not be effected, save in exceptional circumstances (which will include administrative necessity) in the middle of the academic session. 7. Transfers may, as far as possible, be effected sufficiently in advance of the commencement of the academic year. Officials who are due to complete the tenure by the 30th September (in any year) should be transferred in the preceeding April -June period or the following year depending upon the academic session. Those who are completing the tenure after the 30th of Sept. should be transferred in December of the same year or in April-June period or the following December year depending upon the starting date of the academic session. Orders in respect of rotational transfers should be issued in the middle of December,81 so that officers / officials keep themselves in readiness for moving to their station of posting by January or April, May 1981, as the case may be the same procedure will be followed. 8. Periods of leave taken in the course of a posting in a station will be counted as duty for the purpose of computation of the tenure period, except that continuous leave of any kind exceeding six months at a stretch will be excluded from the tenure period. 9. Periods of training / deputation exceeding six months at a time both in India and abroad, will be excluded from the computation of tenure period. All other training / deputation periods will be counted as duty for the purpose of computation of tenure. 10. In the case of officers on deputation to other Dept / Ministries in the same station, the principle to be followed will be that they should not remain
A.I.P.E.U. GROUP - 'C'

away from the field for too long. An officer, on return from deputation will as rule be posted at a station different from the one he was working at before he proceeded on deputation. The same principle will be followed in respect of officers returning from foreign assignments. In exceptional cases, which should be rare, if the competent authority is satisfied that in the interest of the Dept., the posting of an officer at the same station on return from deputation / foreign assignment is necessary, a departure from the rules may be made, but in that case of officer's service in the Dept. at the same station prior to his deputation / foreign assignment will be taken into account for calculating the total period of tenure at the station and on completion of the prescribed tenure, he will have to be transferred to another station (for deputations less than 6 months, provisions under para 9 will apply). 11. In reckoning the period of stay of a gazetted officer at a station the period of non-gazetted service immediately proceeding the gazetted service at the same station will be taken into account. On promotion from a non-gazetted grade to a gazetted grade, an official will be generally transferred to a different functional unit at a different station. It will, however, be ensured that no official on promotion, may be posted to work in a post which requires the exercise of supervisory inspectorial powers over the staff with whom he was working for a good period of time or immediately before his promotion. 12. Re-transfer of an officer / official to the station from which he was transferred should not be normally considered for a period of two years. In other words, an officer / official should spend a minimum of two years at the station to which he is transferred before he can be considered eligible for re-transfer. The two year break is, however, only a minimum condition and it will not entitle an officer / official to claim re-transfer to the old station in preference to others who have spent longer periods outside. Re-transfer after a break of two year may be considered on administrative as well as compassionate grounds. In such cases on re-transfer, an officer / official will count his tenure at the old station afresh for the purpose of further rotational transfer. Retransfer before the completion of two years may be considered only in extreme public interest or on extreme compassionate grounds in very rare case. Re-transfer of officers from Regional / Area Headquarters to Circle Headquarters may, however, re-considered without the two-year restriction subject to exigencies of service and the principles of station tenure. 13. An officer / official at a non-completion of tenure
VENTURE 14

by an officer / official at a station when transferring on promotion to a post involving all-India transferability, efforts should be made, subject to public interests to give posting in the same state / circle (where the circles comprises of more than one state) or region. If transferred to outside stations for lack of vacancies the officer / official may, after joining duty, ask for posting in his own state / circle / region. Efforts will be made subject to public interest, to comply with the request on the occurrence of appropriate vacancy provided that the re-transfer, if made before two years, will be treated as done at the request of the officer / official. No request for retransfer will be considered with respect to any officer / official who does not join the station assigned to him. 14. Case of extension of tenure, whether in a post or station, on compassionate grounds should be the exception and considered only in very deserving cases. Even in such cases, extension of the prescribed station tenure should not be granted for more than one year by the next superior authority and reasons therefore should be recorded on the file. Any proposal for extension beyond one year in respect of non-gazetted staff should be referred to the Directorate. In case of gazetted officers, proposals for granting extension even for one year should be referred to the Directorate. 15. Transfers in the interest of service may be ordered by the competent authority even though they do not fall within the purview of the above guidelines. 16. While making transfers of officials / officers administrative needs of particular region / state should be kept in view. 17. If the operation of rotational transfers necessitates transfer of officials exceeding 33% in a particular station / unit in a particular category, these transfers will be limited to 33% in the current year. If, however, there are only two persons at a station who have completed their tenure, one of them will be transferred notwithstanding the ceiling of 33%. The officers / officials who have over-stayed in their past as on 30th September for a longer period, may be transferred first. 18. In the case of officials trained specially to the advance technology programmes in satellite communication and electronic switching, the proposals for their transfer on completion of tenure or otherwise on the grounds of administrative requirements should be referred to the Directorate. 19. Heads of Circles etc. are requested to take immediate necessary action in the matter accordingly. 20. Receipt of this letter may please be acknowledged to Directorate. [DG P&T No. 69/4/79-SPB-I dated 12-11-81]
A.I.P.E.U. GROUP - 'C'

2. CLARIFICATION ON ROTATIONAL TRANSFERS
In continuation of this office letter of even number dated the 12th of November, 1981, it is hereby intimated that post tenure will also be applicable to cadres listed in Annex-'A' in addition to post tenure for various categories of staff, both gazetted and non-gazetted, as laid down in P&T Manual Vol. IV 2. As regards the non-gazetted staff, the cadres as mentioned in Annexe 'B' and 'C' will come under the purview of station tenure. They will become liable for rotational transfer (within their recruiting unit) after completion of four years tenure at a station. The controlling authorities will carry out an evaluation of the work performance and conduct of the officials due for transfer. They will, however, have the discretion to retain such officials at the same station if their retention does not affect the maintenance and efficiency of service adversely. 3. The effort should be not to disturb officials unless, in the opinion of the controlling authorities, their transfer is necessary in the interest of service and, on the other hand, not to hesitate to transfer those whose transfer is necessary in departmental interest. It is hoped, therefore, that the number or officials that may have to be transferred will be a small section at every station. 4. Evaluation of satisfactory work-performance and conduct of an official will continue to be a regular annual feature before effecting rotational transfers. The official retained at the same station will, however, continue to be subject to the principle of rotation of completion of post tenure wherever prescribed. The non gazeted supervisory staff in higher selection grade and ASTTs will be governed by the instructions as contained in para 4.1 of the letter referred to above. ANNEXE -A LIST OF CADRES IN TELECOM BRANCH FOR WHOM THE POST TENURE IN THE SAME STATION) OF FOUR YEARS IS HEREBY PRESCRIBED 1. H.S.G. II in Circle/Area offices. 2. L.S.G. in Circle/area offices. 3. U.D.C. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. L.D.C. Section Supervisors (L.S.G. clerks) Office Assistants T.A. Clerks including S.G. Telephone Revenue Inspectors. Line Inspectors (in Telephone Maintenance only) Sub-Inspectors (in Telephone/Maintenance only) Linemen (in Telephone Maintenance only) Town Inspectors. Telegraph Overseers. Telegraphmen. Wiremen. ANNEXE 'B' LIST OF CADRES IN TELECOM BRANCH FOR WHOM A STATION TENURE OF FOUR YEARS IS HEREBY PRESCRIBED 1. Supervisors (in Telephone Exchanges) 2. Telephone Operators. 3. Observation Supervisors including S.G. 4. Transmission Assistants including S.G. 5. Auto Exchange Assistants including S.G. 6. Telephone Inspectors including S.G. 7. Technical Supervisors (Operative) 8. Telegraph Masters (LSG) 9. Telegraphists 10. Section Supervisors (Telegraph Offices) 11. Telegraph Assistants. ANNEX 'C' LIST OF CADRES IN THE POSTAL WING (INCLUDING R.M.S.) FOR WHOM STATION TENURE OF FOUR YEARS IS HERBY PRESCRIBED. 1. Lower Selection Grade officials. 2. Postal Assistants 3. LDCs and UDCs in SBCO/ICOs 4. Selection Grade UDCs/Head Clerks in SBCOs/ICOs. 5. Stenographers Gr. II and Grade III 6. Sorting Assistants 7. Post Office & RMS Accountants. (D.G.(P) No. 69/4/79-SPB-I, Dt. 16-12-1981)

3. CLARIFICATION ON ROTATIONAL TRANSFERS
A reference is invited to this office letter of even number dated 12-11-81 on the above subject. In para 3 of this office letter of even number dated 16-1281, it is provided that while efforts should be not to disturb officials unless, in the opinion of the controlling authorities, their transfer is necessary in the interest of service and, on the other hand, there should be no hesitation to transfer those whose transfer is necessary in departmental interest. Before considering the transfer of officials in departmental
VENTURE 15

interest, an evaluation of work performance will have to be made. It has been decided that necessary action for evaluation of work performance may be taken up now. If it is observed, in specific cases, that the performance of certain officials is not satisfactory, the performance of such officials may be kept under watch for a couple of months, and if no improvement is noticed, the orders of their transfer may be issued by the end of February, 1982. (D.G.(P) No. 69/4/79-SPB.I, Dt. 21-12-1981)
A.I.P.E.U. GROUP - 'C'

4. ROTATIONAL TRANSFERS
According to the policy for rotational transfers as enunicated in the orders referred to above, orders of rotational transfer should be issued in December each year so that the officers/officials may move to the new station of posting in the following January/ April, depending on the academic session. It is also provided in the orders that for certain cadres, while the liability for rotational transfer remains actual transfer will depend upon the evaluation of work performance. 2. The basic objective behind the rotational transfer of operative staff is that the staff should not develop a feeling of complacency but should at all times display a sense of responsibility and reponsiveness to the needs of the service in the public interest. Staff whose performance is not upto the mark, should be made aware that they will be subjected to rotational transfer if they do not improve their performance adequately. Consequently, it will be the responsibility of the supervisory officers to identify the staff whose performance has been unsatisfactory and take corrective action. 3. Advance action is required to be taken for the rotational transfers to be ordered in December, 1982. A period of about five months is now available for doing the necessary spade work, in this regard. The authorities vested with the power to assess the performance of the officials working under their control should identify those whose performance has not been upto the mark. A list of such officials should be made out and the officials concerned should be specifically informed by them that there performance has not been satisfactory and that they are being kept under watch with a view to deciding whether they will be transferred. They may also be orally warned of the deficiencies in their performance and counselled to show improvement. A period of 2 to 3 months may be given to them so as to enable them to show visible improvement in performance. If adequate improvement is not noticed another warning should be issued to the officials concerned. This may be done by the authority who is vested with the power to assess the performance of the official if he is also competent to order the transfer of the official concerned. In case, however, the power to order transfer is vested with a higher authority (as in the case of Gazetted Head Post Offices, SDOT's offices etc. where PM. (Gazetted/ SDOT do not have powers to order their transfer of Clerical staff out of their office), the matter may be reported to that authority who in turn will issue a warning to the official concerned that his performance has not been satisfactory and that if no adequate improvement is noticed his transfer out of the station will be considered. A record of written and oral warnings issued to the officials should be kept by the competent authorities concerned. If the opportunities given to the officials to reform themselves prove to be of no avail, a decision is to be taken regarding their rotational transfer. Orders of rotational transfer decided as above should be issued in December, 1982. In the extreme cases where it is considered that the provisions of Rule 37 should be invoked in the administrative interest, transfer should be ordered outside the recruiting unit and outside the station in according with Rule 37. 4. It may clearly be noted that transfer orders once issued should not normally be cancelled or modified. Officials who are rotationally transferred either under Rule 37 or otherwise should be required to carry out the orders and no leniency should be shown to them. 5. It is to be made clear further that apart from rotational transfers, the competent authorities have the right to order transfer of the officials in the public interest even without giving them an opportunity to show cause against transfer which is after all not a penalty, legally speaking. 6. These instructions may be brought to the notice of the staff at all levels. (DG (P)No. 69-22/82-SPB-I, dt. 26-7-82)

5. ROTATIONAL TRANSFER POLICY GUIDELINES FOR THE YEAR 1996-97
I am directed to refer to this office letters No. 141-62/92-SPB-II dated 13-2-1995 and 7-4-95 in which guidelines for rotational transfer for the year 1995-96 were issued. It has now been decided that the policy for rotational transfer as indicated below will be applicable for the year 1996-97. Extent comprehensive instructions issued from time to time will also be kept in view. 1. All Sub-postmasters of single handed post offices must be shifted on completion of their tenure positively even if it involves their having to move out of the present
VENTURE 16

station. 2. Divisional Superintendents, Inspectors of Post offices and RMS holding sub-divisional charges gazetted and non gazetted head and sub postmasters should be transferred on completion of their prescribed post tenure within the same stations to the extent possible. Where it is not possible to implement that without shifting some of them outside their present stations, those who had completed their post tenure on 31-3-1995 may be posted outside their present stations. 3. It has been seen that in some places officials are
A.I.P.E.U. GROUP - 'C'

waiting since long for their posting to particular station and it has not been possible to accede to their requests for one reason of the other. In order to accommodate long pending requests for posting to such stations, really deserving cases for such transfers may be acceded to, if necessary, transferring out of such stations officials who have stayed long in these stations. Such transfers are to be kept to the barest minimum and would be subject to the availability of the funds under the head travelling allowances. Further, such transfers should be done with approval of the Regional Postmaster General or Chief Postmaster General as case may be. 4. S.B.C.O. staff are Circle cadre. However, in order to ensure that there is minimum inconvenience to the staff on account of the rotational transfers, their transfer may be done within the Division or neighbouring Division as far as possible. 5. The officials promoted under biennial cadre review to HSG-II should be rotated as far as possible within the same station and, if it is not possible, they should be rotated within the Division failing which they may be rotated within the Circle. To elaborate, the surplus BCR officials would be transferred within the station or Division to the extent possible.

6. The officials of the supervisory cadre, namely Inspectors, Assistant Superintendents, Divisional Superintendents and Gazetted Postmasters should not be transferred (except in administrative interest) from a post unless they complete atleast one year in that post if they are working within the Circle and while doing so the period of leave exceeding 15 days will not be counted while computing the duration of one year. The definition of one year will be 12 calendar months. 7. The station and post tenures should be followed strictly subject to compliance with above rotational transfers policy. 8. The above guidelines would be applicable to the supervisory staff of field units working in the Directorate also. 9. Deviation from the above guidelines are permissible where transfer of the officials in urgent public interest becomes necessary and such transfer should be effected with prior approval of the Regional Postmaster General or Head of the Circle as the case may be. 10. All other general instructions issued on the subject from the time to time will continue to be in vogue. (D.G.(P) No. 141-37/SPB-II dt. 26-2-96)

6. ROTATIONAL TRANSFER POLICY GUIDELINES FOR THE YEAR 1998-99
A reference is invited to this office letter No. 1414/97-SPB II dated 19-2-97 laying down the guidelines for rotational transfers for the year 1997-98. It has been decided that the policy guidelines as laid down in the following paragraphs should be adopted for ordering rotational transfers for the year 1998-99. 1. All Sub Postmasters of single handed post offices must be shifted on completion of their tenure positively even if it involves moving out of station of their present posting. Those completing tenure by 30-9-98 should be considered for transfer. 2. Sub Divisional Inspectors and ASPOs in charge of Sub divisions including their counterparts in the RMS will be treated at par with single-handed sub Postmasters and those completing their tenure by 309-98 should be considered for transfer. 3. Officials and officers falling in other categories should be transferred on completion of their prescribed post-tenure within the same stations to the extent possible. Where it is not possible to do so without shifting some of them outside their present stations, those who had completed their tenure on 309-97 may be posted outside their present stations. 4. It has been seen that in some places officials belonging to different cadres are waiting since long for their posting to particular stations and it has not been possible to concede their request for one reason or
VENTURE 17

other. In order to accommodate long pending requests for posting to such stations, such transfers may be ordered in really deserving cases by transferring out of such station officials who have the longest stay at the station concerned. Such transfers in respect of non gazetted officials, may, however, be kept to the minimum and should be ordered only with the approval of the Regional PMG or the Chief Postmaster General as the case may be. 5. Whenever any official/officer is sent out of a station on administrative grounds or out of rotation, he will be transferred on the criterion of longest stay at the station. 6. S.B.C.O. staff constitutes a Circle cadre. In order, however, to minimise their hardship, their rotational transfers may confined as far as possible within the same division or to the neighbouring divisions subject to the exceptions as in para 4 above. 7. The station tenure for gazetted officers is normally four years which may be extended upto six years in individual cases in public interest. The powers for extending the station tenure beyond 4 years in respect of gazetted officers will be exercised by the Directorate. 8. Gazetted officers and non gazetted supervisory staff such as ASPOs, IPOs, IRMs etc., should not be transferred except in administrative interest from a post unless they have completed at least one year in their
A.I.P.E.U. GROUP - 'C'

post. In other words, the period of one year shall continue to be taken as the minimum required period for officers/officials seeking such transfers. Leave of any kind exceeding 15 days will not be counted while computing this period. 9. The crucial date for computing the completion or otherwise of the tenure will be 30th of September. 10. Transfers may not be effected save in exceptional circumstance (which will include administrative necessity) in the middle of the academic session. 11. Transfers will be effected sufficiently in advance of the commencement of the academic year. Officials who are due to complete their tenure by 30th September in any year should be transferred in the preceeding April-June period or the following December-January period depending upon the academic session. Those who are completed tenure after the 30th September should be considered in December of the year or in April-June of the following year depending upon the starting date of the academic session. 12. Extension of post tenure for all non-gazetted staff may be allowed in deserving cases for a period of six months by the Regional PMsG and to gazetted officers up to the STS level by the Head of the Circle. 13. Those due to retire by 31-3-99 should not be shifted unless there are very special reasons. 14. In respect of Circle cadres where transfers/posting are done by the Regional PMsG, Chief PMG must ensure that all reallotments in the said cadres to various Regions are finalised and conveyed to the Regional PMsG concerned by 15-3-98 so that while considering rotational transfer orders it is possible for them to take the same into account. 15. In the case of officers on deputation to other Ministeries/Deptts at the same station, tenure will be computed in accordance with instructions contained in Directorate order No. 141-214/96-SPB-II dated 3-12-1996. 16. Transfer in the interest of service may be ordered with the approval of the competent authority even

though they do not fall within the purview of the above guidelines. 17. While ordering transfers, administrative needs of a particular division/office/region should be kept in view. 18. As far as possible effort should be made to utilise the expertise of computer-trained personnel by transferring them to post offices equipped with M.P.C.M. and other technological aids. If a computer trained official cannot be substituted by another official of similar skill, an exemption from rotational transfers may be given by the concerned Regional P.M.G./ C.P.M.G. 19. Retransfer of an official/officer to the station from which he was transferred should not be normally considered for a period of two years. In other words, on officer/official should serve minimum of two years at the station to which he is transferred before he can be considered eligible for retransfers. Two years break is, however, only a minimum condition and it will not entitle an officer/officials to claim retransfer to the old station in preference to others who have spent longer periods out-side. Retransfer after a break of two years may be considered on administrative as well as compassionate grounds. In such cases, on retransfer, an officer/official will count his tenure at the old station afresh for the purpose of further rotational transfer. Retransfer before completion of two years may be considered only in extreme public interest or on extreme compassionate grounds in exceptional cases with approval of the Heads of the Circle. No request for retransfer will be considered with respect to any officer/ official who does not join the station assigned to him. 20. As regards posting of working couples at the same station the same should be allowed if it is administratively convenient. 21. The aforesaid instructions may please be read in conjunction with the relevant rules contained in the Chapter-II of P&T Man. Vol. IV. (D.G.(P) No. 141-4/98-SPB.II, dt. 23-2-98)

7. ROTATIONAL TRANSFER POLICY GUIDELINES FOR THE YEAR 2000-2001
I am directed to invite a reference to the guidelines for the rotational transfers for the financial year 1999-2000 issued under this office lr. No. 1411/99-SPB.II dt. 23-3-1999. There is no deviation in the policy to be adopted for the rotational transfers of the financial year 2000-2001. In order to curb expenditure on rotational transfers especially in the context of the need for effecting economy, it has been decided to restrict transfers to the barest minimum during the year 2000-2001 also. However, there will be no bar to transferring officials in all cadres including gazetted cadres, from one office to another in the same station where no TA expenditure is
VENTURE 18

involved. Also, there will be no bar to transferring officials in all cadres including gazetted cadres, from one place to another on administrative reasons and in the interest of service. However it may be ensured that transfers are made from sensitive posts to nonsensitive posts and also transfers outside a HO to another office in the same station to accommodate the requests for posting from those outside the station. In such cases, transfers should be in phases so as not to affect the operational efficiency and priority for transfer should be given for officials having longest period of postings. (D.G.(P) No. 141-6/2000-SPB-II, dt. 24-4-2000)
A.I.P.E.U. GROUP - 'C'

8. ROTATIONAL TRANSFER POLICY GUIDELINES FOR THE YEAR 2001-2002
I am directed to invite reference to the guidelines for rotational transfer for the year 2000-2001 issued under this office letter No. 141-6/2000-SPB.II dated 24-4-2000. There is no deviation in the policy to be adopted for rotational transfer for the year 2001-2002. All the employees completing post tenure may be rotated subject to following broad principles of rotational transfers. (i) Matching of human resource with requirements of posts and placing officials in the choice stations may be considered in the overall context of administrative requirements and austerity measures. (ii) Inter-station transfers should be restricted to minimum in view of the austerity measures. (iii) Extension of tenure by one year except in the case of single handed Sub Postmaster may be considered by the Head of Circle. The employees retiring within one year may be considered for retention. In respect of Group 'A' officers proposal of extension may be referred by Head of Circle to the Directorate. 2. New products and services are being introduced by the Department from time to time. Officials are being specifically trained to handle these products and services. Heads of Circle should build up a pool of trained officials to handle these newly introduced products and services. However, officials especially trained to handle newly introduced products and services will not be transferred on completion of their tenure unless trained substitutes are available for replacing them. 3. In respect of Senior Group 'A' officers, officers who have put in four year of service in a particular post or at a particular station may be invariably rotated, especially if the post occupied by them is sensitive in nature. Their transfers should be linked with their performance and requirements of the posts to be filled up. 4. In view of the well defined principles of rotational transfers in the Department and provision of tenures and other administrative instructions, issue of rotational transfer guidelines is being discontinued. Changes in the policies will be communicated whenever necessary. 5. Heads of Circles are requested to take immediate action of issuing orders for rotational transfers. 6. Receipt of this letter may kindly be acknowledged. (D.G. (P) No. 141-35/2001-SPB.II, dt. 11-4-2001)

9. ABOLITION OF STATION TENURE - TRANSFER OF NON-GAZETTED STAFF FROM ONE STATION TO ANOTHER
As you are aware, the station tenure for nongazetted staff has been abolished and as far as possible on completion of tenure in a post, the nongazetted staff may be transferred to some other post in the same station, provided of course that there are no pending requests from other officials for posting to that station and provided administratively there is no other consideration vide our circular letter No. 69/49/ 71-SPB.I dated 02-12-71. It has been brought to notice that in respect of popular stations like Bangalore, there are always pending requests for transfer to that station, with the result that though station tenure has been abolished, a large number of transfers will have to be effected if all pending requests have to be accommodated. It is not the intention that wholesale transfers should be effected to accommodate all pending requests. At the same time the requests of officials for transfer to particular stations should also be considered and accommodated to the extent administratively convenient. It is difficult to lay down any hard and fast rule in this regard. The Heads of Circles / Divisions will have full discretion to order transfers keeping in view all the aspects. [DG P&T No. 69/49/72-SPB.I dated 29-8-1973]

10. MAINTENANCE OF REQUEST REGISTER - ROTATIONAL TRANSFER. TRANSFER AT REQUEST FROM ONE STATION TO ANOTHER WITHIN THE RECRUITING UNITS- MAINTENANCE OF REQUEST REGISTER
It is a normal practice for the various competent authorities to maintain a request register for recording requests of officials for transfer to different stations within the same recruiting unit. While ordering rotational transfers, the request registers are consulted and officials are transferred, to the extent possible, to stations of their choice, consistent with exigencies of service and administrative requirements. It has been brought to our notice by the staff side of the Departmental Council of JCM that in some of the recruiting units, request registers are not maintained. You are, therefore, requested to instruct all the authorities competent to order transfer to maintain a request register in which requests of officials
VENTURE 19

for transfer from one station to another may be entered and the entries therein consulted at the time of issue of transfer order. Normally requests may be considered in the order of receipt. However, while deciding transfers to particular stations, all the relevant factors such as the suitability of the official for specific posts, his prior tenure at the station of request, competing claims of other officials etc. will have to be kept in mind. Transfers within the station from one post to another, however may be decided mainly on administrative grounds as no individual official is put to hardship by way of shifting of residence on account of such transfers. (DG P&T No. 71-8/82-SPB-I, dt. 25-3-82)
A.I.P.E.U. GROUP - 'C'

11. TENURE OF NON-GAZETTED POSTMASTERS (TIME-SCALE)
I am directed to invite a reference to Rule 60 of P&T Manual Vol. IV wherein the tenures of different categories of postmasters has been prescribed. The tenure of non-gazetted postmasters (LSG) and postmasters HSG was increased from three to four years in this office letter No. 69/4/76-SPB I dated 24-12-76. It has now been decided that the tenure of nongazetted sub postmasters (Time Scale) may also be increased to four years. (D.G. P&T No. 69/15/79-SPB-I, dt. 14-2-1980)

12. PERIOD OF STAY AT TENURE STATIONS - CALCULATION OF
I am directed to invite a reference to this office letter No. 69/5/75-SPB.I dated 01-03-75 wherein it has been prescribed that while calculating the period of stay at a tenure station all period of leave (excluding Casual leave) will be excluded. The matter has been re-considered and it has been decided that the period of earned leave upto 30 days at a station where the prescribed tenure is one year and 60 days at stations with tenure of two years should be included in the period of stay if an employee actually avails the leave during his stay at the tenure station. In other words, the period of duty plus 30 or 60 days actual leave as the case may be should not be less than the prescribed tenure. 2. These instructions are applicable to all tenure stations (even though all are not mentioned in the letter referred to above.) [ DG P&T 69/1/80-SPB.I dated 7-2-1980]

13. COMPUTATION OF TENURE FOR THE PURPOSE OF ROTATIONAL CHARGES
The periodic rotation of charges in operative and administrative offices of the Department of Posts are laid down in Rule 37 to 62 of P&T Manual Volume IV as modified from time to time. A question has been raised whether in the computation of tenure for rotation of charges the period spent by an official as Reserve PA / SA should be included or not. It is clarified that the reserve staff are headquartered at suitable offices in the division for filling up of short or medium term vacancies within the division. They are not posted as such in any office or charge during the time when they are Reserve PA / SA. This may be brought to the notice of all concerned. [DG Posts No. 70/168/87-SPB-I dated 07-08-87]

14. REDUCED TENURE IN RESPECT OF CERTAIN STATION CONSIDERED ARDUOUS
I am directed to state that the Unions have been representing for prescribing a shorter tenure at certain stations which are considered arduous where the conditions of life are comparatively harsh because educational, medical, transport facilities etc. available in those places are much less as compared to other places. It has been decided that for such stations the Heads of Circles may fix shorter tenure of 3 years instead of 4 years if they are satisfied that such reduction is called for. [DG Posts No. 141-98/90-SPB.II dated 26-12-1990]

15. TENURE TRANSFER OF POSTAL ASSISTANTS WORKING IN GAZETTED HEAD OFFICE UNDER THE CHARGE OF SENIOR POSTMASTERS
I am directed to refer to this office letter of even number dated 19-10-89 vide which it was clarified that there is no need to transfer P.As / Clerks out of the HO or the city if they can be rotated there itself. 2. The entire matter has been re-examined in consultation with the staff side and it has been decided that subject to the standing instructions regarding tenure transfers, requests of officials working for long
VENTURE 20

periods in moffussil areas away from the H.Os / Divisional Headquarters should also be sympathetically considered while effecting tenure transfers. This should be done keeping in view the current instructions relating to economy and such transfers should be kept to the minimum. Request registers, as already prescribed should be maintained for this purpose. [DG Posts No. 69-20/87-SPB-I dated 6-12-1990]
A.I.P.E.U. GROUP - 'C'

16. TENURE TRANSFER OF POSTAL ASSISTANTS WORKING IN GAZETTED HEAD OFFICE
In supersession of directorate earlier letter No. 69-20/87-SPB.I dated 19-10-1989 on the above cited subject, now it has been decided that in the case of First Class Head Office, which is recruiting unit, the clerical and Group 'D' staff should be rotated within that office only. However, in the case of Head Office which are not recruiting units and under the administrative jurisdiction of SSPO/SPOs the officials should be rotated within the Division once in every four years. [DG (P) letter No. 141-236/94-SPB.II dt. 1-12-1994]

17. FIXATION OF TENURE FOR MAIL OVERSEERS
I am directed to say that in this office letter No. 153-1/63-SPB.I dated the 25th May 1964 it had been intimated to all Heads of Cicles that no hard and fast guidelines could be laid down in regard to fixation of tenure for Mail Overseers, Sorting Postman etc. and the matter was left to discretion of Divisional authorities. 2. In the absence of any tenure, the officials belonging to Mail Overseers Cadre are allowed to continue in the same beat for unduly long periods. The officials concerned develop vested interests and laxity in supervision of the working of Branch Post Offices on their part affects efficiency of service. To ensure efficient functioning of Branch Post Offices, suggestion has been made that the officials holding the posts of Mail Overseers should be rotated and for this purpose, a tenure should be fixed for this category of staff. 3. The suggestion relating to fixation of tenure for Mail Overseers has been examined in this office carefully. Having regard to all relevant factors it has been decided that Mail Overseers may be transferred from one line to another line with the headquarters at the same station once in two or three years. If necessary, they may be transferred to another station within the same Postal Division once in five years. 4. While effecting rotational transfers of Mail Overseers in pursuance of these orders, the general provisions regarding academic session, computation of tenure, exemptions of officials who are due for superannuation within two years from transfer to another station within the same Division, etc. as contained in this office letter No. 69-4/79SPB-I dated 12-11-81 and other relevant orders may be kept in view. 5. The above orders may be brought to the notice of all concerned for compliance. [DG P&T No. 69-2/86-SPB-I dated 05-03-86]

18. SELECTION OF SPEED POST POSTMEN AND TENURE
The question of fixing a tenure and prescribing the criteria for selection of speed post postmen was under consideration of this office for sometime past. The matter was examined in detail and it has now been decided to prescribe the following criteria for future:(a) Whenever it is proposed to fill up posts of speed post postmen, applications should be called for from all postmen serving in the unit. (b) Selection should be made by the Head of the Office in the case of Gazetted Post office and by Divisional Supdts. in other cases. (c) A good record of service should be the basic criterion for selection. (d) Seniority should be given due consideration. (e) Postmen who possess and actually use bicycles / motorcycles / mopeds / scooters should be preferred. (f) Speed post postmen may be allowed to hold the post for a period of 2 years which can be extended to 3 years at the discretion of the authority competent to select speed post postmen. The selection of speed post postmen in future should be made keeping in view the above criteria. (DG (Posts) No. 43-26/91-D dated 26-05-93)

19. FIXATION OF TENURE OF STAFF WORKING IN PSDs.
Attention is invited to Staff Section Circular letter No. 69-24/87-SPG-I, dated 22-12-88 on the above mentioned subject. According to this Circular letter, the operative staff of the PSDs should be drawn from the willing officials of the neighbouring divisions and rotated periodically. For this it was prescribed to call for the applications from the willing officials and if no willing
VENTURE 21

officials in the neighbouring divisions were available then the staff of the local division should be utilised for posting to PSDs. 2. As a result of discussion in the three Workshops on Material Management held recently it was felt that proper persons are not being sent to PSDs. We have received complaints that unwanted and inefficient
A.I.P.E.U. GROUP - 'C'

persons are being sent to the PSDs more or less as a punishment. This adversely affects the functioning of the PSDs. The nature of work in the PSDs is entirely different than that of post offices and RMS offices. 3. Some Circles take proper interest in this aspect. They call for volunteers from divisions throughout the regions under which the PSDs are located and the Regional Director personally selects proper people for posting to PSDs because ultimately he is responsible for the efficiency of the PSDs in his/her region. 4. You are, therefore, requested to please streamline

the system of selecting proper operative staff for the PSDs from amongst the volunteers and nobody should be posted to PSDs as a punishment. Willing people with good records of service and above average intelligence may be posted to PSDs so that the efficiency of the PSDs could be improved and sound material management in the regions and the Circle could play effective part in supplying essential forms and stores to a larger number of fields units in the regions and Circles. [D.G.(P) No. 12-5/89-UPE, Dated: 9th June 1989]

20. STAFFING PATTERN OF POSTAL STORES DEPOTS
I am directed to invite your attention to this office letter No. 69-24/87-SPB-I dated 22-12-1988 on the subject noted above and to say that the matter has been examined and it has ben decided that the present system of selection from among the volunteers of the neighbouring Division may continue. The selection should be made with a view to select really efficient and interested officials with clean records and that too by the Director personally. Here more accent should be given on integrity apart from the efficiency. This may be made applicable to the Superintendents, PSDs as well since it is observed that on quite a few occasions Supdts., who are not considered as good to be in charge of the division or who are sickly or those who are to retire shortly are being posted to PSDs. [D.G.(P) No. 60-9/80-SPB-I, Dt. ....09-91]

21. ROTATIONAL TRANSFER OF DEPARTMENTAL STAMP VENDORS
I am directed to state that the question of rotational transfer of Departmental Stamp Vendors has been under the consideration of this Department. It has now been decided that the existing system in this regard may continue. However, circles may consider transfer of stamp vendors selectively from one place to another or exchange them with postmen wherever feasible and required. The following instructions inter allia are emphasized for necessary action and guidance. (i) With progressive installation of MPCMs, the posts of Stamp Vendors may become redundant. (ii) The existing provisions for monitoring and control of the work of Stamp Vendors should be effectively exercised. (iii) Transfer of Stamp Vendors should be considered as a measure of administrative action as a consequent of perceived inefficiency or other cogent grounds. [DG Post No. 141-152/98-SPB-II dated 8-6-2000]

22. ROTATIONAL TRANSFERS LIABILITIES OF SBCO STAFF
Attention is invited to para 6 of this Department's letter No. 141-4/98-SBP-II dated 23-2-1998 which states that: "SBCO staff constitutes a circle cadre. However, in order to minimise their hardship, their rotational transfers may be confined as far as possible within the same division or to the neighbouring divisions subject to the exceptions as in para 4 above." Service unions have been making representations to the Department that SBCO cadre should be made a divisional cadre restricting their transfer liability to within a division. The matter has been examined in detail and incontinuation of the earlier guidelines, it is now added that the rotational transfer liabilities of SBCO staff may be limited to within a region and any transfer outside a region may be done only with the concurrence of the Head of the Circle and on specific administrative grounds only. [D.G.(P) No. 93-8/97-SB-II dated 30-3-99]

23. TENURE OF SB/SC COUNTER STAFF
Sl.No. Types of Office a. Tenure in single handed and double handed offices b. Over all tenure in A class and bigger offices c. Over all tenure in Head offices and bigger sub officds haiving fill then SB/SC clerks.
22

Tenure 3 Years 4 years out of wich 3 years can be either as counter clerk or ledger clerk continously. 5 years of which 3 years can be as either as counter clerk, ledger clerk or supervisor continously.
A.I.P.E.U. GROUP - 'C'

VENTURE

24. SHORTER TENURE FOR COUNTER CLERKS IN H.O.S HAVING INSTANT COUNTER FACILITY
Reference is invited to the provisions of Rule 404 (5) of P&T Manual Vol. VI, Pt. II, prescribing that the S.B. counter clerk shall be rotated after every 3 years with the other clerks. The matter came up for discussion in the last Heads of Circle Conference when it was pointed out that the period of tenure of 3 years for the counter clerk is too long and its reduction as a fraud preventive measure was suggested. (2) The matter has been reviewed. It has now been decided that in Head Post Offices having instant counter facilities, the counter clerk will be rotated with other officials working in S.B. Branch every two years instead of 3 years. (3) It is requested that these instructions may be brought to the notice of all concerned. (4) Necessary amendments to the rule will be issued separately. (D.G.(P) NO. 35-34/84-SB, dt. 9-4-87)

25. EXTENSION OF TENURE OF POSTAL ASSISTANTS WORKING IN THE SB BRANCHES OF THE POS.
A reference is invited to this office letter no. 2-3/ 86-XB dated 27th April, 1989 in which it was inter alia provided that the maximum tenure in the SB Branch will be 5 years inclusive of the period during which of officials had worked in this branch prior to the introducing of the Saving Bank Allowance Scheme (Para 6). 2. It has been pointed out by some circles that it would not be possible to replace all the existing incumbents on completion of their tenure by those officials who would qualify in the SB Aptitude Test as adequate number of such qualified officials may not be available for replacement. The matter has been reviewed and it has been decided that the Heads of Circles may extend the tenure up to a period of two years in case it is not possible to replace existing incumbents with qualified officials. 3. However, it should be ensured that at least one or two officials should be moved out of the SB Branch/ of the S.C. branch every year on completion of 5 years tenure. Extension should be allowed few of them if a large number of officials complete the tenure in the same year and sufficient number of Aptitude test qualified hands are not available to replace them. 4. Kindly acknowledge receipt of the letter to Sh. K.K. Arora, Desk Officer (SB.I), II floor, SB Section, Dak Bhavan. [D.G.(P) No. 55-1/90-SB, Dated: 20th March, 1990]

26. TENURE IN RMS HEAD RECORD OFFICES
It has been represented that in some of the Circles are interpreting that the Rule 60 (15 & 15A) of P&T Manual Vol. IV are not applicable in the case of staff working in Head Record Offices. 2. It is hereby reiterated that the said Rules covers all staff in RMS including Group 'D' and the newly upgraded 58 posts of HSG.I. Hence, they may also be rotated as per period prescribed in the said rules, wherever possible. [DG (P) No. 141-509/92-SPB.II dt. 18-12-1992]

27. TENURE IN RMS
The office circular letter of even number dated 1812-1992 reiterating that the Rule 60 (15 & 15A) of P&T Manual Vol. IV is applicable to all staff in RMS including Group 'D' and in the newly upgraded 58 posts to HSG.I and it is further clarified that after completion of tenure in HRO or Divisional Office, an official should be made to work in a Mail Office before being posted back in either to the two offices i.e., Divisional Office or HRO and not simply rotated between office and HRO. [DG (P) No. 141-509/92-SPB.II dt. 18-12-1992]

28. UNIFORM TENURE POLICY IN RMS
I am directed to say that some of the Unions have represented to this Department that a few circles are not strictly following the rules/instructions relating to the tenure policy in RMS. They have also complained that extension of tenure is being granted without the approval of the Competent Authority. 2. As the Circles etc. are aware, the existing orders and guidelines on this issue are quite clear and
VENTURE 23

elaborate. The problem pointed out by the Unions could be due to local aberrations. However, the Circles are requested to take appropriate steps to ensure that the tenure policy in RMS is followed scrupulously keeping in mind the broad parameters of the rotational transfer policy guidelines issued from time to time. (D.G.(P) No. 137-4/2002-SPB-II, dt. 10-6-2003)
A.I.P.E.U. GROUP - 'C'

29. FIXING OF TENURE OF SERVICE FOR MAILMAN AND ALSO SG MAILMAN IN THE OFFICES OF SUPDTS. OF RMS & POST OFFICE AND HROS
I am directed to refer to the subject cited above and to say that the matter was discussed in the JCM meeting. After due deliberation, it has been decided that the tenure for mailman and SG Mailman in RMS divisional offices and Gr. 'D' staff in Postal Divisional Offices should be for five years. Further, rotation of mailman and SG Mailman may be prescribed from the office of the Divisional Superintendent RMS to HRO or any other office at the same station where the Divisional office is located. Likewise, rotation for Gr. 'D' officials in the Postal Divisional Offices is prescribed from the office of the Divisional Superintendent to the HO or any other office at the same station where the Divisional Office is located. 2. This may be brought to the notice of all concerned and necessary action taken accordingly. [DG Posts No. 45-60/88-SPB.I dated 19-01-90]

30. ROTATION OF OFFICIALS WHO OCCUPY POST QUARTERS
The following decisions have been taken. i) An officials in occupation of attached to Post Quarters, on transfer from that post to a post to which no quarter is attached at the same station and in the same unit should be allotted a quarters on out of turn basis if his turn had come for regular allotment when he was occupying the attached to Post quarters or if he had vacated a P&T quarters at the same station duly allotted to him in his turn before occupying the Post Quarters. ii) As far as possible, officers occupying attached Post Quarters should be rotated within themselves so that hardship involved in vacating Post Quarters and/ or providing alternate accommodation is minimised to the extent possible. [DG P&T No. 2-20/66 dt. 5-6-73]

31. GIST ON TENURES
I) S.B. Tenure : i) "The period of tenure in S.B. Branches will start from the date on which the official is posted in SB/SC branch." [DG 70-2/66-B/Pt II/SPB I dt. 17-7-68] [DG 69/20/83-SPB I dt. 20-10-83] ii) "HOs having instant counter facilities the counter clerk will be rotated with other officials working in S.B. branch every two years instead of 3 years. [DG (P) No. 35-34/84-SB dt. 9-4-87] II) Tenure for PRI (Ps): i) "If transfer of PRI (P) in the middle of the academic year results in hardship it may be deferred till end of the academic session" [DG P&T No. 6/65/78/SPB II dt. 17-10-78] ii) "The term 'hardship' found in DG's letter in relation to rotation of PRI (P) should be liberally interpreted and that all rotational transfer of PRI (P)s should be kept in abeyance till the end of academic year. [PMG, MS D.O. No. STA/5-205/75 dt. 1-11-78] iii) "After further consideration of the case if has been decided that the transfer of PRI (P)s should normally be effected at the end of academic session even though the tenure period of 4 years expire before the end of the academic session. [DG P&T No. 6/65-78-SPB II dt. 12-12-78] iv) "For all purpose PRI (P)s are LSG clerks since PRI (P) is not a cadre by itself." [DG P&T No. 6/33/80-SPB II dt. 27/29-11-80] III) Tenure P&T Manual Vol. IV - Rule 61 A
VENTURE 24

"Except when a longer tenure of service against a post has been prescribed or is authorised by orders of the Head of Circles in any special contingency, no official shall be retained in the same branch, in the case of other Post Offices for more than 4 years and shall not be eligible for posting back to the same branch or office as the case may be, until after three years of the date of his last posting back" (D.G. P&T No. 19/2/83, (SPB-I), dt. 19-1-83) IV) Tenure to Mail Overseers : "Mail overseers may be transferred from one line to another line with the head quarters at the same station once in two or three years. If necessary, they may be transferred to another station within the same Postal Division once in five years." [Dept. of Post 60-2/86-SPB I dt. 5-3-86] V) Tenure - Counter Clerks : Shorter tenure for counter clerks in HOs having instant counter facility : Reference is invited to the provisions of Rule 404(5) of P&T Manual Vol. VI PT II prescribing that the SB counter clerk shall be rotated after every 3 years with the other clerks. It was pointed out that the period of tenure of 3 years for the counter is too long and its reduction as fraud preventive measure was suggested. It has been now decided that in HPOs having instant counter facilities the counter clerks will be rotated with other officials working in SB branch every two years instead of 3 years. [DG (P) No. 35-34/84-SB dt. 9-4-87]
A.I.P.E.U. GROUP - 'C'

VI) Tenure for Counting L.R. Period : "The reserve staff are head quartered as suitable offices in the division for filling up of short or medium term vacancies within the division. They are not posted as such in any office or charge during the time when they are Reserve PA. [DG (P) No. 70/168/87-SPB I dt. 7-8-87] VII) Tenure for Jeep Drivers: In Supersession of the orders conveyed under DDG(P) No. of even no.dt. 6-11-90, it is hereby ordered to institutionalise rotation of drivers among Mail Motor Vans, Inspection and other jeep and Staff cars. All Chief PMG/PMGs are hereby directed to rotate all drivers so as to observe a tenure of 4 years. [DG (P) No. 141-105/90-SPB II dt. 15-11-90]

VIII) Tenure of Postal Assts. working in Speed Post Counter: Two years tenure should not be a right rule. Chief PMGs/PMGs can use their discretion change the posting before completion of two years provided: a) Performance of the official is not upto the mark. b) The change is not so frequent that it prevents the official from acquiring experience and expertise. c) Changes should not be used to distribute incentive Money. d) Quality of service is not compromised with. e) Seniority should not be sole or main criteria for selection. [DG (P) No. 43/26-91-D dt. 15-2-93]

32. CONTINUITY OF COUNTER STAFF FOR AT LEAST ONE YEAR
I am directed to say that with the introduction of various new activities through Post Office counters, it has become imperative that there is some continuity of the officials working on counters in big and important offices. In addition, installation of multi purpose counter machines and emphasis on better customer services would necessitate that officials working in counters should not be disturbed frequently. All the officials may not be able to provide the specialized customer services and to handle varied products across the counter. This would need specialised training. Keeping in view of the above, Head of Circles may make necessary selection based on the aptitude and performance of the officials for their working in front office. Such officials may be exposed to special training in different spells and continued in the front office as per administrative needs. (DG (P) No. 141-172/2003-SPB.II dt. 08-09-2003)

33. ROTATINAL TRANSFERS- GUIDELINES-REGARDING
"R.T. Policy guidelines" were compiled and communicated to all Regions vide C.O. letter No. STC/ 102-1/2002 dated 15-4-2002. In the gist of the Directorate orders communicated, instructions regarding 'Station Tenure' were issued in para-1 of page1 and para under caption 'Station Tenure' in page-3. It was informed therein that 'station tenure' of nongazetted staff would normally be 4 years which might be extended up to 6 years in public interest. It was also mentioned therein that an official who completed 'station tenure' was liable for transfer even though he had not completed 'post tenure'. These orders were issued based on Directorates orders No. 69/4/79-SPBI dated 12-11-81 and communicated in C.O. letters no. STC/102-1/80 dated 18-11-1981 and 6-1-1982. However, these instructions were modified subsequently by Directorate in letter No. 69-23/83-SPBI dated 2-4-85. It has been brought to the notice of this office by one of the Service Unions that some of the nongazetted staff were shifted out of stations from where they were working even though they had not completed "post tenure" as per the Rules. It is presumed that some of the Divisions/units might have misinterpreted the above instructions without taking into account the latest guidelines of Directorate dated 2-4-85. In this connection, kindly see DG's letter No. 14135/2001-SPB-II dated 11-4-2001 (communicated in C.O. letter no. STC/102-1/2001-02 dated 18-4-2001 (the last one received from Directorate on this subject) in which it was categorically stated that 'All the employees completing 'post tenure' maybe rotated subject of certain conditions. This means that there is no 'Station Tenure' for non-gazetted staff and only 'post tenure' is applicable to them. However, there will be no bar to transfer the officials in all cadres from one place to another on administrative reasons and in the interest of service. Suitable instructions may kindly be issued to all concerned in this regard. (Pl. CPMG, T.N. No. STC/101-2/2002, Dt. 30-6-2006)

34. PUBLIC RELATION INSPECTOR (POSTAL) CRITERION FOR SELECTION OF REGARDING
I am directed to invite your kind attention to office circular letter No. 6-15/86-SPB-II dated 27-7-87 say that the matter of selection of officials for the post of Public
VENTURE 25

Relation Inspectors came for session in the recently held Heads of Circles meet where was recommended that there should be an upper age of 45 years for
A.I.P.E.U. GROUP - 'C'

appointing any person as Public Relation Inspector. Since the posts of PRIs are norm-based LSG Posts, which are to be manned by officials promoted to HSG-II under the Biennial Cadre Review in accordance with the orders issued in implementation of the BCR scheme officials promoted under BCR scheme are likely to be over years of age with the possible exception of SC/ST officials. Therefore, in implementation of the exercised consideration of the

Heads of Circles meet it has been decided that, as far as possible, officials of over 45 years age may be not be posted as PRIs unless they are considered to be merritorious, intelligent and energetic. In case no such official from amongst those promoted under BCR scheme is available there will be no objection if the posts of PRIs manned by TBOP officials possessing the qualities mentioned above. (D.G. Lt. No. 4-52/92-SPB-II, dt. 23-11-92)

35. EXERCISE OF POWERS FOR CANCELLATION OF TRANSFER ORDERS BY APPOINTING AUTHORITIES-PROCEDRUE TO BE FOLLOWED
The question with regard to the procedure to be followed in respect of cancellation of transfer orders of staff/officers by appointing authorities has been under consideration for some time. After taking into account all relevant factors it has been decided that the transfer orders once issued may be cancelled by the appointing authoriting primarily in the interest of service. However the appointing authority will infront be next higher authority of his intention of such cancellation giving the reasons therefor. If no reply is received within 7 days, from the date of making the reference to the next higher authority the appointing authority will issue the cancellation of transfer orders. The above instructions should be brought to the notice of all offices concerned. [Lr. No. 69-18/81-SPB-I, Dated: 6-1-82]

36. CHECK ON THE ISSUE OF TRANSFER ORDERS BY DIVISIONAL SUPERINTENDENT RETIRING WITHIN (6) SIX MONTHS
Of late, it has been observed that some divisional Superintendent who are about to retire have issued a number of irregular transfer orders just before retirement to keep proper check on such cases. I am directed to request you to kindly ensure that the divisional Superintendents, retiring within six months be required to obtain the prior approval of DPS/PMG before issuing transfer orders. (DG (P) No. 4-19/92/IV dt. ......7-92)

37. CANCELLATION OF TRANSFER ORDER BY APPOINTING AUTHORITIES
While examining the Vigilance/Disciplinary cases it has come to the notice of the Vigilance branch/that the instructions contained in DG P&T's lr. No. 69-18/ 81-SPB-I dt. 6-1-82 regarding procedure to be followed for cancellation of Transfer orders by appointing authorities are not being compiled with the authorities. A copy of these instructions is enclosed. Accordingly it has been decided by DDG (V) that the existing instructions on the subject need be reiterated and all concerned authorities advised to observe them scrupulously. I shall be grateful if necessary action to reiterate these instructions to all concerned, is taken expeditiously under intimation to the Directorate. (D.G.(P) No. 16-7/88-Vig. I, dt. 27-3-91)

38. CHECK ON THE ISSUE OF TRANSFER ORDERS BY DIVISIONAL SUPERINTENDENTS RETIRING WITHIN 6 MONTHS
Kindly refer to this office letter No. 4-19/92-Vig. Dated July 1992 regarding check on the issue of transfer / posting order by Divisional Superintendents retiring within a period of 6 month. In the said letter, it was laid down that the Divisional Superintendents retiring within 6 months period must obtain prior written approval of their DPS / PMG before issuing any transfer / posting orders and appointment of ED agents, which was otherwise within their normal administrative jurisdiction. The said instructions were necessitated
VENTURE 26

by many Divisional Superintendents on the verge of retirement had issued a number of irregular transfer / posting orders / appointment orders. In spite of aforesaid specific and clear instructions, instances have come to our notice where the Divisional Superintendents retiring within 6 months period have committed similar nature of irregularities. In some cases, we are contemplating action against the erring retired officers under Rule 9 of CCS (Pension) Rules, 1972.
A.I.P.E.U. GROUP - 'C'

I would therefore, again impress upon you to kindly ensure that the above quoted instructions of this office are complied with strictly in letter and in spirit and the Divisional Superintendents are again

reiterated the earlier instructions for strict compliance. The receipt of this DO letter may kindly be acknowledged. (DG (P) No. 7-4/88-VIG (PT) dated 12-06-1996)

39. GRANT OF TA & TRANSIT TO THE OFFICIAL TRANSFERRED ON COMPLETION OF TENURE TO THE PLACE OF THEIR CHOICE
A proposal to grant TA and transit to officials who are transferred on completion of tenure to the place of their choice was under consideration in this Directorate for sometime past. SR-114 which governs TA on Transfer distinguishes between transfer for public convenience and transfer on own request. Although transfer on completion of tenure in one office has not been specifically referred to in this Rule, yet the transfer on completion of tenure, the official has to be transferred out for operational reasons. Therefore, such a transfer is mandatory, while posting to a place of choice is secondary and subject to public convenience. In view of this posting to a place of choice after completion of full tenure may not be normally termed as "transfer on own request" under SR-114. It has, therefore, been decided that henceforth officials transferred after completion of full tenure as prescribed from time to time to the place of their choice will be entitled for TA and Transit. [DG (P) No. 17-3/94-PAP dated 18-12-95]

40. TENURE POSTING OF OFFICIALS IN SINGLE HANDED DOUBLE HANDED POST OFFICES -- PREVENTIVE VIGILANCE MEASURE
Recently while reviewing serious fraud cases it has come to notice that often officials who have completed tenure as Sub Postmaster / Postal Assistant in a particular single handed or double handed post office, are posted back to the same office after a break of tenure during which they worked in some other post offices. It has been seen that in some cases such officials have committed frauds over a long period of time covering both their tenures in the same office. Evidence of collusion with other officials / Agents etc. has also come to light. 2. After considering the matter, it is therefore directed that officials who have been posted as SPM / PA in a single handed or double handed post office irrespective of period of posting / completion of tenure should not be posted back to the same office after a break as is being done now. In other words, officials of single handed and double handed post offices can have only one posting in the such offices during their service period. However, only in respect of double handed post offices, the CPMG / PMG may personally relax this provision in a specific case if warranted by exceptional administrative exigencies. 3. All Circle / Regional Heads are requested to ensure that above guidelines are kept in view while deciding transfers / posting. 4. This issues with the approval of DDG (Vig.)/CVO. (DG Posts No. 8-4/2005-INV. Dated 22-9-2005)

41. CATEGORISING LSG OFFICIALS AS LEAVE RESERVE POSTAL ASSISTANTS
A reference has been received from one of the Staff Unions stating that in many circles, LSG officials are being treated as Leave Reserve Postal Assistants erroneously. Those who join a new Division on Rule 38 transfers, even though they are LSG officials are shown junior most to all Postal Assistants and made Leave Reserves. It is clarified that on Rule 38 transfer to another Division a TBOP official will become junior to the TBOP officials at the new Division. He cannot become junior to Time Scale Postal Assistants. The Leave Reserve is sanctioned only in the basic grade. Therefore, only those who are in the basic cadre of Postal Assistants should be made as Leave Reserve Postal Assistants. Hence LSG (TBOP) officials cannot be made Leave Reserves. [DG (P) lt. No. 137-10/98-SPB.II dated …04-1998]

42. TRANSFER AND POSTING OF CIRCLE CADRE STAFF BY REGIONAL POSTMASTERS GENERAL -- REQUEST OF STAFF FOR TRANSFER
I am directed to state that it has been brought to the notice of this office that difficulties are being experienced in inter-regional transfers of staff borne on Circle Cadres. It is, therefore, hereby clarified that all requests for transfer from one region to another region should be addressed to the Chief Postmaster
VENTURE 27

General whose office is expected to maintain a request Register and post officials as and when vacancies become available in Region concerned. All such request for transfer should be submitted through Regional PMGs to the Chief Postmaster General. [DG Post No. 141-387/92-SPB.II dated 12-10-1992]
A.I.P.E.U. GROUP - 'C'

43. RULES FOR SELECTION OF DEVELOPMENT OFFICER (PLI)
A new Rule 279/6 of P&T Manual, Volume-IV (V Edition) was introduced vide Memo No. 10-1/74-SPB.II dated 08-10-1975 providing for a quota of 50% for appointment of D.Os (PLI) on seniority-cum-fitness basis from the eligible staff of Postal Circle Offices and remaining 50% through a competitive examination open to the Postal Assistants / Sorting Assistants working in postal / RMS Divisions. The above quotas of 50% each for staff working in Circle Offices and Postal / RMS Divisions was subsequently revised to 2/3rd and 1/3rd respectively vide DoP Memo No. 107/82-SPB.II dated 17-10-1984. 2. Consequent on introduction of TBOP and BCR Scheme for the LDCs and UDCs of the Circle / Regional Offices, these LDCs and UDCs have since been merged into a single grade and re-designated as P.AsCO. As per extent provisions of the aforesaid Rule 279/6, a permanent or quasi-permanent P.As of the Circle Offices / Regional Offices who are not more than 45 years of age, and have completed 5 years' service can be selected as D.Os (PLI) against 2/3rd quota fixed therefore subject to fulfilment of certain other conditions. 3. A large number of P.As have since crossed prescribed maximum age limit of 45 years. As such, some Circle have expressed their difficulties in finding suitable officials to work as D.Os (PLI) from among 2/ 3rd quota fixed for Circles / Regional staff as either required number of officials either do not volunteer for working as DO (PLI) or are not eligible. Consequently, some posts of DO (PLI), remain lying vacant thereby adversely affecting procurement of PLI business. 4. The matter has been examined and it has now been decided that where required number of officials against 2/3rd quota cannot be found to work as D.Os (PLI), the resultant unfilled vacancies of D.Os (PLI) will be transferred to 1/3rd quota available for the staff having 5 years' service of Circle / Regions and Postal / RMS Divisions to be filled up through competitive examination. To make it practicable to do so, the selection of officials to work as D.O.s (PLI) against 2/3rd quota should precede the examination to be held against 1/3rd quota in that year. It has further been decided that the P.As of the Circle and Regional offices promoted to TBOP cadre will also be eligible for selection as D.Os (PLI) so long as their pay do not exceed Rs. 7,000/- p.m. if they fulfill other conditions. 5. Necessary formal amendment to Rule 279/6 of P&T Manual, Volume-IV will be issued separately. 6. These orders will be effective from the date of issue. (D.G. (P) No. 35-5/87-LI, Vol. II, dt. 26-8-02)

44. POSTING OF OFFICIALS AGAINST LSG SUPERVISORY POSTS
I am directed to state that as per the instructions contained in this office letter of even number dated 28-11-1989, an official has to work in the supervisory post for 2 years, once such a posting is accepted, in this regard, it is clarified that the said restriction of two years does not impose a ban on transfer from one post of Supervisor to another post of supervisor within the same station or at another station before completion of the period of two years. This may however be done in exceptional/deserving cases. (DG Posts No. 6-4/87-SPB II, dt. 5-3-1991)

45. POSTING OF PHYSICALLY HANDICAPPED CANDIDATES
A suggestion has been made that physically handicapped candidates appointed under the Govt. should preferably be posted in their native places or atleast in their native district. The matter has been examined carefully. It may not be possible or desirable to lay down that physicaly handicapped employees belonging to Group A or Group B who have All India transfer liability should be posted near their native places. However in cases of holders of Group C or Group D posts who have been recruited on regional basis and who are physically handicapped, such persons may be given posting as far as possible, subject to administrative constraints, near their native places within the region. Requests from physically handicapped employees for transfer to or near their native places may also be given preference. [Min. of Per, PG & Pensions. A-B 14017/41/90-Estt. (RR) dt. 10-5-90; DG (P) 141/179/90-SPB II dt. 26-7-90]

46. PHYSICALLY HANDICAPPED OFFICERS/EMPLOYEES MAY BE GIVEN PREFERENCE IN POSTING/TRANSFER NEARER TO THEIR NATIVE PLACES
It is clarified that the guidelines contained in Para 2 of this Department's O.M. dated 10-5-1990 that requests from physically handicapped employees for transfer to or near their native places may also be given
VENTURE 28

preference, covers physically handicapped employees in Groups 'A', 'B', 'C' and 'D' (Dept. of Per. & Trg. O.M. No. AB-14017/16/2002Estt. (RR), dated 13-3-2002)
A.I.P.E.U. GROUP - 'C'

47. EMPLOYEES HAVING CHILDREN WITH HEARING IMPAIRMENT OR MULTIPLE DISABILITY MAY BE GIVEN POSTING TO THEIR OWN PREFERRED LINGUISTIC ZONE/STATE
The undersigned is directed to say that there has been a demand that an employed parent of a child suffering from hearing impairment or multiple disability may be given posting to their own preferred linguistic Zone or State where educational facility for their hearing impaired or multiple disabled child exists and that too in the same language exists. This demand has been made on the ground that the disabled children may have opportunities of learning in one single language as these children cannot cope up with learning their subjects in more than one language, as result of transfer of their parents from one State of another. 2. The matter has been examined, considering that the facilities for medical care and education of children with hearing impairment or multiple disability may not be available at all Stations, such requests from the parents of a child suffering from hearing impairment or multiple disability, may as far as possible, be considered sympathetically. Where, however, this may not be possible, efforts may be made to accommodate such a Government servant in the same State to the extent possible. 3. All the Ministries/Departments etc., are requested to bring these instructions to the notice of all the appointing authorities under their control. (Dept. of Per. & Trg. O.M. No. 36035/1/2000-Estt. (Res.), dated 18-2-2000)

48. POSTING OF GOVT. EMPLOYEES WHO HAVE MENTALLY RETARDED CHILDREN
The matter has been examined. Considering that facilities for Medical help and education of mentally retarded children may not be available at all stations, a choice in the place of posting is likely to be of some help to the parent in taking care of such a child. While administratively it may not be possible in all cases to ensure posting of such an employee at a place of his/her choice ministries/Departments are requested to take a sympathetic view on the merits of each case and accommodate to such requests for posting to the extent possible. [MOP PG& Pensions OM No. AB-14017/41/90Estt.(RR) dt. 15-2-91]

49. POSTING OF GOVT. EMPLOYEES WHO HAVE MENTALLY RETARDED CHILDREN
The undersigned is directed to refer to this Department's O.M. of even number dated the 15th February, 1991 on the above subject and to say that representations have been received from a number of Government employees who have mentally retarded children that their postings from one place to another outside the State adversely affect the education of their mentally retarded child due to change of language and environment. It has been suggested that such Government employees should be kept at the place of his choice purely on the consideration of his ward with mental handicap and even he/she is to be transferred, efforts should be made to accommodate him/her in the same State so that the change of language does not adversely affect the education of the child. 2. The matter has been examined. Considering that the facilities for medical care and education of mentally retarded children may not be available at the stations, such requests from the parent of a mentally retarded child may as far as possible, be considered sympathetically. Where however, this may not be possible, efforts may be made to accommodate such a Government servant in the same State to the extent possible. The same approach may be adopted in the case of Government Servants having physically handicapped children who require special medical treatment due to chronic ailments are disabilities. (DG (P) No. 141/35/93-SPB-II, dt. 18-3-93)

50. POSTING TO HOME DIVISION/CIRCLE POLICY REGARDING ALL CATEGORIES OF SUPERVISORY CADRES
i) Members of the Supervisory cadres (Inspectors/ ASPOs/Supdts/and Gazetted Postmasters) should not be posted to their Home division/Parent division during the first four years of their service in supervisory cadres. ii) They should not be transferred (except in administrative interest) from a Post unless they complete atleast two years in that Post if they are working within
VENTURE 29

Circle (period of leave exceeding 15 days will not be counted while computing the duration of two years. The definition of two years will be 24 calendar months. iii) Request for reposting to a post should not be granted unless a period of two years has passed since the requesting officer left charge of that post. iv) In respect of officers posted on promotion to
A.I.P.E.U. GROUP - 'C'

outside circles their requests for transfer back to their home circles could be considered when the next DPC is held provided there are vacancies and they have

worked outside the circle physically for six months excluding the period of leave. [DG (P) No. 141-495/92-SPB II dt. 11-10-93]

51. PROVISION OF POST ATTACHED RENT FREE ACCOMMODATION AS A CONDITION OF SERVICE TO THE POSTMASTERS/SPMS
It has been brought to the notice of this Dte. that the Postmasters/SPMs who are entitled for rent free accommodation, are generally not provided with such accommodation in the Post Office premises as per the prescribed austerity standards. In order to mitigate the grievance of such category of staff, it is clarified that whenever accommodation is rented for the post offices having rent free post attached quarter for the PM/SPM, care should be taken to ensure that the size of such quarters as far as possible conforms to the standards laid down in this regard. (DG Post No. 24/4/87/PRP/NB (P) dated 11-2-1988)

52. CHOICE OF OFFICIALS FOR POSTING AS TREASURERS / ASSTT. TREASURERS IN POST OFFICES
In the course of discussions in the Committee of Departmental Council (JCM) held on 30-08-1980, the question of widening the area of selection for posting as Treasurers / Asstt. Treasurers in post offices was insisted upon by the staff side. In this connection, it will appear that nothing has been specifically prescribed that the selection has necessarily to be confined to post office wise or Division wise or even station wise. On the suggestion of the staff side it was decided to examine that the panel of officials for the Treasurers / Asstt. Treasurers would be drawn station wise instead of its being office wise as at present. The matter has been examined in all its aspects and it has been decided that there may not be any difficulty in having the area of selection being widened to make it station wise. For the purpose it has however been decided that the selection would be made from amongst the eligible officials of the concerned divisions. (DG, P&T No. 3/4/80-SPB-II, dt. 18-3-81)

53. APPOINTMENT OF TREASURER/CASHIERS IN POST OFFICES REGARDING
I am directed to say that a number of references from various Circles have been received regarding difficulties being experienced by them in finding suitable officials for posting as Treasures/Cashiers in Post Offices. The matter has been receiving attention and after careful consideration, it has been decided that in order to meet the situation the existing eligibility service conditions of 10/8 years is further reduced to five years service in Postal Assistant Cadre. It has also been decided that the existing tenure of Cashiers/Treasurers in Post Office shall be increased from one year to two years. However, if Postal Assistants with five years service are not available for posting as Treasurers/Cashiers in Post Offices. Postal Assistants promoted as LSG under Time Bound one Promotion Scheme can also be considered if they are willing. However, they will not be entitled to special allowance admissible to time scale Postal Assistants. These orders takes effect from the date of issue. However, the present incumbents who have not completed their one year tenure, may be allowed to continue for another one year. (DG(P) No. 3-2/85-SPB-II, dt. 14-12-88)

54. APPOINTMENT OF LSG OPERATIVES AS TREASURER / CASHIER IN POST OFFICES -- PAYMENT OF SPECIAL PAY
Attention is invited to this Directorate Memo No. 3-2/85-SPB-II dated 14-12-1988 on the subject cited above. The matter was taken up by the Staff Side in the Departmental Council of JCM. The Staff side has agreed with the principle of postings of Postal Assistants in Time Scale only as Treasurer in Post Offices. However, sometimes it so happens that LSG operative have to be posted as Treasurers due to paucity of volunteers and unwillingness of
VENTURE 30

Ti m e S c a l e o f f i c i a l s t o w o r k i n s h o r t t e r m vacancies. In supersession of this Directorate memo ibid it has now been decided that LSG operatives promoted under the TBOP scheme when posted as Treasurers in Post Offices will be entitled to special pay as admissible to the Time Scale Postal Assistants. This order will take effect from the date of issue. [DG Posts No. 6-3/91-PAP dated 23 -10-1992]
A.I.P.E.U. GROUP - 'C'

55. POSTING OF TREASURERS ON COMPLETION OF TENURE
I am directed to say that a question has been raised as to whether an official who has completed a tenure of four years in an office, in continuation, can be posted as Treasurer / Cashier in the same office and vice versa. The matter has been considered. It is hereby clarified that there is no objection if an official, who has completed a full tenure in another post in an office, is posted as Cashier / Treasurer subject to the administrative convenience. In such circumstances the official may be allowed to complete a full tenure as Treasurer / Cashier even though he has done a full tenure in the same office in another post. [DG Posts letter No. 03-1/90-SPB.II dated 16-5-1990]

56. TRANSFER UNDER THE PROVISIONS OF RULE 38 OF P&T MAN VOL. IV
The present practice in dealing with Rule 38 transfers has been examined in detail and the PMG has ordered that the following revised procedure may be followed in regard to the disposal of Rule 38 cases. 2. The transfer of eligible officials under Rule 38 to the division of their choice should be approved in principal irrespective of availability of vacancies in that unit. A waiting list of such approved transfers both in departmental quota and in the direct recruitment quota should be maintained in the divisional offices to which the transfer is sought. At the time of computation of vacancies for LGO's examination/direct recruitment, such approved transfers should be taken into account for necessary adjustment in the announcement for vacancies. Similarly approved transfer of officials in both the quotas from that Division to other units should also be taken into account for the purpose of computation of vacancies. 3. It is directed that the application for transfer under Rule 38 from eligible officials will be restricted to only one unit, otherwise it application for more than one unit are entertained it will create complications. If after approval of the transfer, the concerned official changes his mind and applied for another unit, it will be treated as a fresh application after cancellation of his turn on the waiting list of the old unit. 4. Transfer under Rule 38 of eligible within the Region will be approved by the Regional Directors. However, cases of inter region transfers and cases requiring relaxation and for temporary deputations of husband/wife at the same station should come to the Circle Office. This would apply to the cases of mutual exchange transfers also. The Regional Directors as well as the Circle office will endorse copies of approval of transfer to the concerned transferee unit with instructions to bring the name on the waiting list and to intimate the waiting list number to the concerned official through the controlling divisional superintendent. In the memo of approval of transfer the date on the which the
VENTURE 31

application was received in circle Office/regional office will be shown and the names of the officials will be entered in the waiting list by the divisional offices based on those dates. 5. In so far as the old cases pending with Circle office/Regional offices are concerned, it is decided that those cases will be decided first as per the above instructions. 6. The case of transfer by way of mutual exchange will be allowed as per rules on out of turn basis. 7. There are some LSG officials waiting reallotment to their home division. Such repatriation will have to be completed first before any rules 38 transfer is considered and such repatriatees will be at the top of the waiting list. 8. All Rule 38 transferees will be placed below all APCs.RTPs and lower grade officials on approved list for promotion PA/SA cadre including those who would be successful in the examination for promotion to PA/ SA cadre held on 24-5-87. 9. The officials rendered surplus due to TBOP, abolition of BRL system etc. who have been transferred to other units/divisions as per Dte's instructions on the subject should be brought back first to their original unit/division on occurrence of vacancy the repatriation of such officials will take precedence over rule 38 transfers 10. T h e p o s i t i o n o f o f f i c i a l s w h o s e r u l e 3 8 transfer have been approved but are still waiting for their posting orders will depend on the date of approval of their transfer. They will be below APCs, RTPs, LGOs awaiting appointment on those dates. 11. The case of Rule 38 for transfer of wife/husband for posting at the same station would be considered on out of turn basis at per Dte's instructions on the subject. Such transfer would be treated purely on deputation without any monetary benefit till their actual turn on the basis of their registration for transfer comes. (CPMG Gujarat Circle No. Staff-1-15/Rlg./Corr dtd. at Ah'd-9, the 13-7-87)
A.I.P.E.U. GROUP - 'C'

57. RE-DELEGATION OF POWER TO HEADS OF CIRCLES TO ALLOW RULE 38 TRANSFER REQUESTS OF SURPLUS QUALIFIED OFFICIALS TO THEIR HOME DIVISIONS IN RELAXATION OF 5 YEARS SERVICE CONDITION
I am directed to invite your attention to this office letter No. 60-22/80-SPB.I dated 17-07-81, where by on the basis of decision of the erstwhile P&T Board it has been inter-alia stipulated that surplus qualified departmental Lower grade officials who are promoted to clerical and allied cadres in a division other than their parent division may be transferred to their parent division or any division other than the one in which they are working, under Rule 38 against departmental quota of vacancies only and direct recruits will continue to be adjusted against outsiders quota. It has further been stipulated that powers vested in Heads of Circles vide this office letter No. 69/23/75SPB.I dated 29-10-75 to allow Rule 38 transfer requests of surplus qualified officials before completion of 5 years service in the unit / circle are also withdrawn. It has further been clarified vide this office letter No. 60/22/81-SPB.I dated 18-03-82 that Rule 38 transfers of surplus qualified officials may be permitted by Heads of Circles on mutual exchange basis even if 5 years service in a division is not complete subject to the condition that such transfers are adjusted against departmental quota of vacancies. It was also clarified that such transfers can be also permitted to any unit other than the home division and city units located in the station of official's parent unit. Heads of Circles can consider Rule 38 transfers of direct recruits in relaxation of 5 years service limit in their discretion as hitherto before. 2. Certain Heads of Circles, staff Union and individuals have represented to this office, inter-alia stating that the five year ban imposed on repatriation of surplus qualified officials to their parent units has operated harshly and that the discretionary powers earlier vested in the Heads of Circles for considering such requests in relaxation of minimum 5 years service limit may be redelegated to Heads of Circles. An item on the subject was also brought up for discussion in the heads of Circle Conference held in Nov. 1985. 3. Accordingly, the mater has been reconsidered by the Postal Service Board in its meeting held on 30-1085. It has been decided to delegate the powers to Heads of Circles to permit Rule 38 unilateral transfer requests of surplus promotees to clerical cadres to their parent unit after completion of 3 years service subject to the condition that the powers would be exercised by the Heads of Circles personally in really deserving cases and transfer of such officials will not jeopardise the interest of appointees against other quota. In other words, such transfers will be adjusted against departmental quota of vacancies. The Heads of Circles will not be empowered to allow Rule 38 transfer of surplus officials to their parent unit before completion of three years service. 4. As clarified in this office letter No. 60/22/81-SPB.I dated 18-03-82 the Heads of Circles will continue to allow Rule 38 transfer requests of surplus qualified officials to their parent unit before completion of 3 years service if the same are on mutual exchange basis or the transfer sought for is to a unit other than the home unit or a city unit where the parent unit of the official is located. Similarly, they will continue to allow Rule 38 transfer requests of direct recruits to T/S clerical cadres in relaxation of 5 years service limit. [DG P&T No. 60-34/84-SPB-I dated 05-02-86]

58. POSTAL ASSTS./SORTING ASSTS. - TRANSFER UNDER RULE 38 OF P&T MANUAL VOL. IV
It is hereby further ordered that the result vacancies arising from Rule 38 transfer in the division, from which a departmental promotee is transferred, may not be adjusted against direct recruit quota. This means if a departmental promotee is transferred from A division to B division, the vacancy in A division should be adjusted against departmental quota and in the B division also the vacancy should be adjusted against departmental quota. If a direct recruit is transferred from A division to B division, the vacancy arising in A division should be adjusted by appointment of direct recruit and the vacancy should be adjusted in B division against the vacancy of direct recruit. The existing proforma for calculation of vacancies should be modified suitably so as to given effect these orders. [DG (P) No. 60-113/88-SPB I dt. 12-1-89]

59. INTER-CIRCLE TRANSFER WITHIN THE SAME CADRE UNDER RULE-38 OF POSTAL MANUAL VOL. IV
This office has been receiving references from various Circles where inter-Circle transfer having the approval of both the concerned Chief Postmasters
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General / Postmasters General require the approval of the Directorate. 2. In this connection, it is reiterated that the Heads of
A.I.P.E.U. GROUP - 'C'

Circles are fully empowered under the existing instructions vide Directorate, letter No. 33-1/88-PE.II dated 5th December, 1989, pertaining to "power and Function of Chief Post-masters General/Postmasters General (Region)" to permit transfer of any employee to any Central Government office or Department except in respect of such officials whom the Chief Postmaster General is not competent to appoint. Where such permission is accorded by the Head of Circle, a

reference to Directorate would not be necessary. 3. It is clarified that the aforesaid instructions do not apply in cases involving transfer between two separate and distinct cadres such as Postal Assistant (P.O) to Postal Assistant (C.O. / R.O.)/PA (SBCO) SA or vice-versa. In such cases the approval of the Directorate would be required even if both the Chief Postmasters General are agreeable. (D.G.(P) No.141.13/94-SPB.II dated 18-04-96)

60. REVIEW OF THE PROVISIONS OF RULE 38 OF POSTAL MANUAL VOL-IV - POSTAL ASSISTANTS / SORTING ASSISTANTS
I am directed to say that a provision exists in Rule 38 of Postal Manual Vol. IV for transfer of Postal Assistants / Sorting Assistants who are recruited on divisional basis from one division to another either on mutual basis or on the basis of application given by an official to be transferred foregoing his / her seniority in the parent division and assuming seniority afresh in the new division to which he / she is transferred. In recent times, due to various reasons, there has been substantial increase of applications for transfer under Rule 38. 2. The provisions of Rule 38 of Postal Manual Vol. IV are under review and separate instruction of the subject will follow. However, as regards transfer under Rule 38 of Postal Manual Vol. IV from the cadre of Sorting Assistant to Postal Assistant, the same has been examined keeping in view the availability of the manpower in both the wings. It has been decided that the request for transfer from the cadre of Sorting Assistant to cadre of Postal Assistant (Post Office) will not attract the provision of Rule 38, Postal Manual Vol. IV and such requests will be considered in the context of need for redeployment of personnel from one operative wing to another. The following conditions will apply to such transfers on requests from RMS to Postal Wing:(a) the applicant will be ranked junior most in the new cadre / recruiting unit on such transfer. (b) He / she will bear the cost of training which will be required to be imparted to him / her for the nature of job in the new cadre and only after he / she qualifies in the above training at his / her own cost. The transfer from one cadre to another would materialize. (c) The official will be permanently debarred from going back to the old cadre / recruiting unit and he / she cannot claim the old seniority in the earlier recruiting unit. [DG Post No. 141-198/2001-SPB-II dt. 10-5-2002]

61. CONDITIONS FOR RULE 38 TRANSFERS FROM THE CADRE OF RMS SORTING ASSISTANTS TO POSTAL ASSISTANTS
A provision exists in Rule 38 of Postal Manual, Vol. IV for transfer of Postal Assistants / Sorting Assistants who are recruited on divisional basis from one division to another either on mutual basis or on the basis of application given by an official to be transferred forgoing his / her seniority in the parent division and assuming seniority afresh in the new division to which he / she is transferred. In recent times, due to various reasons, there has been substantial increase of applications for transfer under Rule 38. The provisions of Rule 38 of Postal Manual, Vol. IV are under review and separate instruction on the subject will follow. However, as regards transfer under Rule 38 of Postal Manual, Vol. IV from the cadre of Sorting Assistant to Postal Assistant, the same has been examined keeping in view the availability of the manpower in both the wings. It has been decided that the request for transfer from the cadre of Sorting Assistant to the cadre of
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Postal Assistant (Post Office) will not attract the provision of Rule 38, Postal Manual, Vol. IV and such requests will be considered in the context of need for redeployment of personnel from one operative wing to another. The following conditions will apply to such transfers on requests from RMS to postal Wing:(a) The applicant will be ranked junior most in the new cadre / recruiting unit on such transfer. (b) He / she will bear the cost of training which will be required to be imparted to him / her for the nature of job in the new cadre and only after he / she qualifies on the above training at his / her own cost, the transfer from one cadre to another would materialize. (c) The official will be permanently debarred from going back to the old cadre / recruiting unit and he / she cannot claim the old seniority in the earlier recruiting unit. (D.G.(P) No. 141-198/2001-SPB-II, dated 10-05-2002)
A.I.P.E.U. GROUP - 'C'

62. CLARIFICATION ON RULE 38 TRANSFER FROM SORTING ASSISTANT TO POSTAL ASSISTANT
I am directed to refer to this Department's Letter No. 141-198/2001-SPB.II dated 10-05-2002 on the above subject and Letter No. 1-37/2001-Trg., dated 30-01-2002. It was indicated in Letter, dated 10-052002 that one of the conditions to be fulfilled for considering the requests from Sorting Assistants for transfer as Postal Assistant (P.O.) was that, he / she would bear the cost of training which would be required to be imparted to him / her for the nature of job in the new cadre and only after he / she qualified in the above training, the transfer would materialize. In this context, it is clarified that only when an official wants to change his cadre on his / her own interest, the cost of training will have to be borne by the concerned official. [D.G.(P) No. 141-198/2001-SPB-II, dated 22-08-2002].

63. TRANSFER/RETENTION OF OFFICIALS ON BIFURCATION REORGANISATION OF A DIVISION- CLARIFICATION REGARDING
It is clarified that as far as possible such requests may not be agreed to. This may be only after obtaining the requisite declaration for transfer under Rule 38 of P&T Manual Vol. IV and it may be made very clear to the officials concerned that his retention is under the provisions of Rule 38 with all consequential disabilities. Rule 38 is applicable only in cases of transfers and such retention are to be treated as 'notional' transfers from the Residuary Division to the Division of option or allotment as per rules and transfers to the residuary division under Rule 38 will be on paper. This point will have to be made clear to the officials and willingness and declarations obtained. [DG (P&T) No. 271-58/74-SPB dt. 4-3-77]

64. IN REQUEST TRANSFER CASES, INTERVENING HOLIDAY'S CAN BE AVAILED
The holidays intervening the date of relief and the date of joining the new place, even on transfer of an official at his own request should be deemed to have been availed of by the official as holidays and he need not take leave for such holidays. [Dept. of Per &Trg. OM No. 19011/16/88-Estt.(All) dt. 15-12-88]

65. FILLING UP UNFILLED VACANCIES OF POSTMEN / MAIL GUARD CADRE FROM CANDIDATES OF OTHER DIVISIONS AT REGIONAL LEVEL
Refer to CPMG, Rajasthan D.O. letter No. RECTT/ 2-10/SR dated 04-06-99 on the above subject. The point raised by his office is whether the examination for postmen / Mail Guards is to be held for all Divisions irrespective of vacancies or whether it is to be held for only those Divisions where there are vacancies. 2. The matter has been examined. It appears that the results of the examination held earlier have not been declared. The fact that examination was not held in a Division where there were no vacancies need not be a ground for non-declaration of results in respect of examination held in other Divisions where vacancies were declared. 3. In case after the declaration of results, there is a shortfall is certain Divisions, then a supplementary The question of formulation of a policy regarding the posting at the same place of husband and wife who are in Government service or in the service of Public Sector undertakings has been raised in Parliament and other forums on several occasions. Government's position has been that requests of Government
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examination may be held in Units / Divisions where no examination was held earlier. However, the candidates will have to be specifically told that the examination is only for shortfall vacancies in other Divisions. After the supplementary examination is held, then from among the volunteers from all the Divisions in the Region, the candidates will have to be selected based on their merit. It may also be mentioned that Circles may conduct examinations in Divisions where no vacancies are declared, if volunteers are there for likely shortfall vacancies in other Divisions, along with the examination in other Divisions where there are vacancies declared, if shortfall is anticipated. You are requested to take further action accordingly. (DG (P) No. 37-63/98-SPB-I (Pt.) dated 26-08-99) servants and employees of public sector undertakings for posting at the same station usually receive sympathetic consideration, and that each case is decided on merits, keeping in view the administrative requirements. 2. The Government of India have given the utmost
A.I.P.E.U. GROUP - 'C'

66. POSTING OF HUSBAND AND WIFE AT THE SAME STATION

importance to the enhancement of women's status in all sectors and all walks of life. Strategies and policies are being formulated and implemented by different Ministries of the Central Government to achieve this end. It is also considered necessary to have a policy which can enable women employees under Government and the Public sector Undertakings to discharge their responsibilities as wife/mother on the one hand, and productive workers on the others, more effectively. It is the policy of the Government that as far as possible and within the constraints of administrative feasibility, the husband and wife should be posted at the same station to enable them to lead a normal family life and to ensure the education and welfare of their children. 3. In February 1976, the then Department of Social Welfare had issued a circular D.O. letter to all Ministries and Departments requesting them to give serious consideration to the question of posting husband and wife at the same station. However, representations continue to be received by the Department of Women's Welfare in the Ministry of Human Resource Development from women seeking the intervention of that Department for a posting at the place where their husband are posted. It has, therefore, now been decided to lay down a broad statement of policy atleast with regard to those employees who are under the purview of the Central Government/Public Sector undertakings. An attempt has, therefore, been made in the following paragraphs to lay down guidelines to enable the cadre controlling authorities to consider the requests from spouse for a posting at the same station. At the outset, it may be clarified that it may not be possible to bring every category of employee within the ambit for this policy as station of husband/wife employment are varied and manifold. The guidelines given below, are therefore, illustrative and not exhaustive. Government desire that in all other cases the cadre controlling authority should consider such requirements with utmost sympathy. 4. The classes of cases that may arise, and the guidelines for dealing with each class of cases are given below :i) Where the spouses being to the same All India service or two of the All India services, namely IAS, IPS and Indian Forest service (Group 'A') : The spouses will be posted to the same cadre by providing for a cadre transfer of one spouse to the cadre of the other spouse subject to their not being posted by this process to their home cadre. Postings within the cadre will, of course, fall within the purview of the State Government. ii) Where one spouse belongs to one of the All India services and the other spouse belongs to one of the Central services. The cadre controlling authority of the
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Central services may post the officer to the station, or if there is no post in that station to the state where the other spouse belonging to the All India Service is posted. iii) Where the spouses being to the same Central Service : The cadre controlling authority may post the spouses to the same station. iv) Where one spouse belongs to one Central service and the other spouse belongs to another Central service : The spouse with the longer service at a station may apply to the appropriate cadre controlling authority and the said authority may post the said officer to the station, or if there is no post in that station to the state, where the other spouse belonging to the other Central service is posted. (v) Where one spouse belonging to an All India service and the other spouse belongs to Public sector undertakings :The spouse employed under the Public sector under-taking may apply to the competent authority and said authority may post the said officer to the station, or if there is no post under the PSU in that station, to the State where the other spouse is posted. (vi) Where one spouse belongs to a Central Service and the other spouse belongs to a PSU :The spouse employed under the PSU may apply to the competent authority and the said authority may post the officer to the station, or if there is no post under the PSU in that station to the State where the other spouses is posted if however the request cannot be granted because the PSU has no post in the said station State then the spouse belonging to the Central Service may apply to the appropriate cadre controlling authority and the said authority may post the said officer to the station, or if there is no post in that station to the State where the spouse employed under PSU is posted. vii) Where one spouse is employed under Central Government and the other spouse is employed under the State Government; The spouse employed under the Central Government may apply to the competent authority and the competent authority may post the said officer to the station or if there is no post in that station, to the state where the other spouse is posted. 5. As will be seen from the illustrations given above, they do not cover all possible categories of cases which may arise in fact it is not possible to anticipate all the categories of cases. Each case not covered by the above guidelines, will have to be dealt with keeping in mind the spirit in which these guidelines have been laid down and the larger objective of ensuring that husband and wife are, as far as possible and within the constraints of administrative convenience, posted at the same station.
A.I.P.E.U. GROUP - 'C'

6. Ministry of Finance are to requested to bring the above instructions to the notice of all administrative authorities under their control and ensure compliance. 7. In so far as persons serving in Indian Audit and Accounts Department are concerned, these orders

issue in consultation with the comptroller and Auditor General of India. 8. This issues with the concurrence of the Department of Public Enterprises. (Lt. No. 70/95/86-SPB-I, 9-9-1986)

67. DISCONTINUATION OF SCHEME OF ENGAGEMENT OF SHORT DUTY STAFF
This Directorate's letter No. 60-18/71-SPB-I, dated 28-12-1971 by which orders were issued for introduction of Short Duty Staff Scheme as an experimental measure to cope with peak hour traffic in Postal and RMS Branches of the Department. Certain clarifications with regard to the Scheme were issued from time to time subsequently by letter No. 60-18/71SPB-I dated 17-3-1973, all Heads of Circles were informed that the Short Duty Scheme may be continued till further orders. It was clarified, inter alia, by letter No. 60-73/93-SPB-I dated 16-8-1995 that only pensioners are to be engaged as Short Duty Staff for peak hour traffic in the Postal Offices when the traffic is at least 50% more than normal traffic and for seasonal spells of work at the time of festivals such as Christmas, New Year etc. 2. The question of continuation of this scheme for engagement of Short Duty Staff has been reviewed in the respective of induction of technology into Postal operations, changes is operational procedures and traffic pattern, introduction of new services and products customized for particular segment of customers and various administrative implications of management of the scheme. It has now been decided that engagement of Short Duty Staff should be discontinued with immediate effect. You are requested to take further necessary action urgently. (D.G.(P) No. 66-58/96-SPB-I, dated 22-2-2001)

68. POSTING OF HUSBAND AND WIFE AT THE SAME STATION
The undersigned is directed to say that the policy of Government has been to give utmost importance to the enhancement of women's status in all sectors and all walks of life. Keeping this policy in view, the Government had issued detailed guidelines about posting of husband and wife at the same station vide OM No. 28034/7/86-Estt. (A) dated the 3rd April 1986 and OM No. 28034/2/97-Estt. (A) dated the 12th June 1997. Attention of the Government was drawn that the instructions contained in these Office Memoranda are not being followed in letter and spirit by the Ministries / Departments even when there were no administrative constraints. Accordingly, it is impressed upon all Ministries / Departments that the guidelines laid down in the aforesaid Office Memoranda are strictly followed while deciding the request for posting of husband and wife at the same station. [Dept. of Per & Trg. OM No. 28034/23/2004-Estt. (A) dated 23-8-2004]

69. POSTING OF HUSBAND AND WIFE AT THE SAME STATION-REITERATED
The undersigned is directed to say that on the subject mentioned above, govt. had issued detailed guidelines vide OM No. 28034/7/86-Estt.(A) dt. 03-04-1986. The fifth central Pay Commission, has now recommended that not only the existing instruction regarding the need to post husband and wife at the same station need to be reiterated, it has been recommended that the scope of these instructions should be widened to include the provisions which posts at the appropriate level exist in the organisation at the same station. The husband and wife invariably be posted together in order to enable to lead a normal family life and look after the welfare of the children, especially till the children are 10 years of age. 2. The Govt. after considering the matter has decided to accept this recommendation of the fifth central Pay Commission. Accordingly it is reiterated that Ministries/
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Departments should strictly adhere to the guidelines laid down in OM No. 28034/7/86-Estt. (A) dt. 03-041986 while deciding on the request for posting of husband and wife at the same station and should ensure that such posting invariably done especially till their children are 10 years of age if post at the appropriate level exist the organisation at the same station and if no administrative problems are expected to result of consequence. 3. It is further clarified that even in case where only the wife is a Govt. servant the concession elaborated in para 2 of this OM would be admissible to the Govt. servant. 4. These instructions would be applicable only to post within the same Department and would not apply on appointment under the central staffing scheme. (GI Dept. of Personnel and Training OM NO. 28034/2/97-Estt.(A), dt. 12-06-1997)
A.I.P.E.U. GROUP - 'C'

2. PROMOTIONS, HSG-I, HSG-II, LSG, BCR, TBOP ETC.
1. UPGRADATION OF 1622 POSTS OF HSG.II TO HSG.I GRADE
The President is pleased to accord sanction for creation of 1622 posts in the HSG.I grade in the pay scale of Rs. 6500-10500 by suitably upgrading the same number of existing HSG.II posts in the pay scale of Rs. 5000-8000 with immediate effect as per the details Circle-wise at annexure -A. (not printed) As a result of this upgradaiton and along with 208 posts upgraded earlier to HSG.I grade vide this Office letter of even number, dated 6-11-1995, 10% of HSG.II posts stand upgraded to HSG.I grade. These posts of HSG.II shall be upgraded to HSG.I by simultaneously abolishing 690 existing live posts of Postal Assistants / Sorting Assistants in the scale of pay of Rs. 4000-6000 proportionally as indicated Circlewise in Annexure-A (Col. 4). The order to be issued by the Circles for upgradation of posts should include a clause mentioning the fact of abolition of posts in the cadre of PA with reference to it's original sanction order. Heads of Circles are requested to identify the number of HSG.II posts as indicated against their Circle in the Annexure -A and upgrade them to HSG.I under intimation to this office. It may be ensured that there HSG.II posts are upgraded on functional basis, identification being done on the basis of following guidelines:(i) Posts of HSG.II, Head Postmasters at District Headquarters where no HSG.I post exists at present and identification of HSG.II posts in SB Branches in Major Head Offices. The CPMG should identify the District based on its importance / workload in the Regions, Postal and RMS Offices. (ii) Other HSG.II posts in Gazetted H.Q. supervised by HSG.II, carrying higher responsibilities, Circle / Regional Offices PO and RMS Divisions (Administrative and Operative Offices), PSD / CSD and Customer Care Centres (CCC) which are considered important by the Heads of Circle. (iii) These posts should also be distributed from amongst SBCO staff (to whom the TBOP Scheme was extended vide letter No. 20-2/88-PE.I dated 26-07-1991 where these HSG.I posts are justified as per the norms. (iv) As per SIU norms, there is a justification of one post of Office Superintendent in each Circle (Administrative Office) in HSG.I Grade. At present, every Circle Office has the post of Office Superintendent in HSG.I Grade, except Haryana, H.P. and North-East. Circle Heads of these Circles are requested to upgrade the post to HSG.I level in their respective Circle from amongst their quota allotted. (v) It may also be ensured that the ratio between HSG.II and HSG.I in the Circle at a particular unit may be maintained as far as possible as per the norms. The work of identification of posts, holding of DPC and placement of the officials against the posts should be completed as early as possible. Concerned IFA may ensure proper implementation of the above instructions. Thereafter, a compliance report to this effect, i.e., posts upgraded, unit-wise distribution of posts, abolition of posts, etc., may be sent to S.O. (PE.I) by 30-06-2001. The mode of recruitment for the upgraded post will be by the method of selection as prescribed in the Recruitment Rules for the HSG.I posts for the concerned unit. The expenditure involved in this sanction is debitable to the relevant heads and should be met from the sanctioned grant for the respective year. The respective Circles will retain these posts on year to year basis themselves. This issues with the concurrence of Ministry of Finance vide their U.O. No. 2(5)/E.III/94 dated 23-022001 and in consultation with the Internal Finance Advice vide their I.D. No. 152/FA/2001 dated 28-03-2001. NOTE: Consequent upon the bifurcation of Bihar, Madhya Pradesh and Uttar Pradesh Circles into Jharkhand, Chhatisgarh and Uttaranchal Circles, the upgraded posts of HSG.I may also be distributed proportionally to these Circles by the erstwhile Circles. (Dept. of Posts, No. 22-1/89-PE.I (Vol.II) dated 30-03-2001)

2. UPGRADATION OF 1622 POSTS OF HSG.II TO HSG.I GRADE
Upgradation of 1622 posts of HSG.II to HSG.I Grade ordered to be held in abeyance vide this Officer letter of even number, dated 18-06-2001 are hereby ordered to be released. 2. The order was reviewed due to discrepancies in the number of sanctioned HSG.II posts available in all circles. The revised number of HSG.II posts to be
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upgraded to HSG.I are given in Col. 4 of Annexure enclosed. In addition, 193 posts of LSG, where BCR Officials are deployed shown in Col. 5 of Annexure enclosed are also hereby ordered to be upgraded to HSG.I. Revised number of P.A.s/ S.A.s posts to be abolished circle-wise are shown in Col. 9. 3. In addition to the parameters already given in letter,
A.I.P.E.U. GROUP - 'C'

dated 30-03-2001, the following additional guidelines may also be kept in view while upgrading the HSG.II / LSG posts to HSG.I:(i) Premier services, i.e. SPC, Business Development, Customer Care Centre. (ii) Incharge SBCO in Head Offices. (iii) HSG.II Head Office situated at places other than District Headquarters. (iv) APM A/c, Head Treasurer in Gazetted Head Offices.

(v) SRO, having two supervisors in the sets under its jurisdiction. (vi) Foreign Post. 4. For reviving HSG.II sanctioned posts, a separate order will be issued shortly. 5. Other conditions prescribed in letter, dated 30-032001 holds good. (Dept. of Posts, No. 22-1/89-PE.I (Vol. II) dated 16-07-2001)

3. CLARIFICATION REGARDING UPGRADATION OF HSG..II POSTS TO HSG..I
Refer this Directorate letters of even number dated 30-03-2001, 16-07-2001 and 31-07-2001, vide which certain number of posts were allowed to your Circle for upgradation to HSG-I and conversion to HSG-II along with the guidelines to implement these orders. It has come to the notice of this office from the reports received from Circles that some of them have first upgraded LSG posts to HSG.II level, and thereafter, upgraded selected posts to HSG.I from this common pool of HSG.II posts including those not in the category mentioned for upgradation in the letter, dated 16-072001. This has resulted in the benefit of upgradation being denied to certain posts that were actually identified for such upgradation, on functional basis, in the above reference. The matter has been examined in detail in this office. The orders, dated 16-07-2001, communicating the details of posts to be upgraded to HSG.I in each Circle had clearly indicated the category (HSG.II and LSG respectively) and number of posts to be so upgraded in each category based on functional justification. Thereafter, separate orders were issued on 31-07-2001 indicating the number of LSG posts to be converted to HSG.II posts to maintain the ratio between HSG.I posts and their feeder posts in HSG.II grade. The intent behind the orders, dated 30-03-2001 and 16-07-2001 on the one hand and the orders, dated 3107-2001 on the other were quite different. The first set of orders for upgradation were to be implemented keeping in mind only the functional justification while the later sought to maintain the ratio between the HSG-I and HSGII Posts. If the action taken by the Circles to implement these orders is not in consonance with this logic, then there is a need to rectify the same, to ensure compliance with the orders and to avoid future litigation. You are requested to kindly take immediate action to review the position and send us a report on the status in your Circle at the earliest along with the information in the enclosed proforma (not printed). (D.G.(P) No. 22-89/PE-II (Vol.II) dated 28-01-2002)

4. CLARIFICATIONS REGARDING THE DATE OF UPGRADATION OF HSG..II POSTS TO HSG..I
References have been received in this office in connection with orders on the above cited subject, primarily in terms of the date from which the benefit of promotion and consequent pay fixation can be given those officials who are posted against the posts upgraded to HSG.I. In this connection, it is clarified that promotion against upgraded posts is to be given from the prospective date on which promoted officials assume the charge. Promotion is given after observing usual formalities. Hence, the question of giving the benefit of promotion or pay fixation, notional or otherwise will not arise until the official assumes charge of the post after the approval by the Departmental Promotion Committee. (D.G.(P) No. 22-1/89-PE.I (Vol. II) dated 01-04-2002)

5. CLARIFICATION FOR PROMOTION TO HSG-I GRADE
I am directed to invite a reference to this Department's Letter No. 22-1/89/PE.I(Vol. II), dated 18-04-2002 by which certain clarifications in connection with the upgradation of 1622 HSG.II posts to HSG.I were issued. References were received from various Circles stating that they were facing difficulties in filling up these HSG.I posts due to non availability of eligible officials who had completed 3 years service in the HSG.II cadre as prescribed in the relevant Recruitment Rules to allow the circle to fill up these
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posts from amongst officials who had completed 3 years service in BCR was taken up with the Department of Personnel and Training. That Department advised that norms based LSG / HSG.II posts may be filled up notionally in terms of the relevant Recruitment Rules from the year when the norm-based promotions have not been carried out and promotions to the upgraded posts in HSG.I could be made in accordance with the Recruitment Rules from amongst those formally appointed in HSG.II with the
A.I.P.E.U. GROUP - 'C'

requisite 3 years actual/ notional service in the grade, as the case may be. 2. It has been decided to implement the advice of the Department of Personnel and Training. You are requested to immediately carry out the exercise as

above and fill up the upgraded posts of HSG.I accordingly, by convening Departmental Promotion Committees (DPCs) as required. (Dept. of Posts, No. 4-16/2002-SPB.II dated 12-11-2002)

6. PROMOTION TO HSG-I GRADE- CLARIFICATION REGARDING
I am directed to refer to this Department's letter of even number dated 12-11-2002 on the above subject. The question of relaxation of the Recruitment Rules for HSG-I posts to allow the Department to fill up HSGI posts by promotion of HSG-II officials with one year or more service was taken up with the Department of Personnel and Training. That Department have since agreed to the one time relaxation of the qualifying service by one year as on 1-1-2005. In view of the approval accorded by the Department of Personnel and Training, HSG-II officials who have been formally appointed in HSG-II grade against norm based posts with two years regular service in that grade as on 1-12005 may be promoted to HSG-I after observing the instructions relating to holding DPC etc. Kindly inform the Directorate about the number of posts that still remain unfilled alongwith the number of officials with less than two years of service in HSG-II as on 1-1-2005. Kindly send this information on priority to enable Directorate to take up the matter again with DOP&T, if necessary. (No. 4-16/2020-SPB.II, dt. 7-1-2005)

7. PROMOTION TO HSG-I GRADE- CLARIFICATION REGARDING
I am directed to refer to this Department's letter of even number dated 7-1-2005 on the above subject by which the Circles were informed that the Department of Personnel and Training had agreed to one time relaxation of the qualifying service for promotion to HSG-I by one year as on 1-1-2005. In view of the approval accorded by the Department of Personnel and Training, the Circles were requested to promote HSG-II officials who had been formally appointed in HSG-II grade against norm based posts with two years regular service in that grade as on 1-1-2005 to HSG-I after observing instructions relating to holding DPC. The circles were also requested to inform the Department about the number of HSG-I posts that still remained unfilled along with the number of officials with less than two years of service in HSGII as on 1-1-2005 to enable the Department to examine the matter further. 2. From the information furnished by the Circles it was observed that a number of HSG-I posts would still remain vacant as number of HSG-II officials with two years or less than two years service in HSG-II was meagre. The matter was again taken up with the DOPT in view of the difficulties being faced by the Department in filling up the vacant HSG.I posts. That Department have since agreed to allow the Department of Posts to fill up the vacant HSG.I posts by considering regular HSG.II officials as a special case and as a one time measure. In view of the approval accorded by the Department of Personnel and Training you are requested to take further necessary action to get the vacant HSG.I posts filled immediately from amongst regular HSG.II officials i.e. those who have been appointed on regular basis against HSG.II norm based posts in the circle after observing the instructions relating to DPC. 3. The benefit of promotion to HSG-I will be admissible from the date the officials assume charge i.e. it will not be given retrospective effect. (D.G.(P) No. 4-16/2002-SPB.II, dt. 15-4-2005)

8. PROMOTION TO HSG.I GRADE - CLARIFICATION REGARDING
Refer letter of even number dated 30-10-2002 regarding officiating arrangements in HSG.I cadre in different offices. The letter was issued in partial modification of the clarification given against serial Number 9 of Letter No. 22-1/89-PE.I (Vol. II) (Pt.) dated 18-04-2002. Some circles have requested for further instructions regarding filling up of HSG.I posts. The instructions have already been issued to fill up LSG, HSG.II posts notionally in terms of the Recruitment Rules in consultation with Department of Personnel and Training. While action needs to be taken to fill
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up these posts which would be feeder cadre for promotion to HSG.I, short-term vacancies in HSG.I may continue to be filled up as per the existing rules. Copy of Letter No. 137-42/2002-SPB.II dated 3010-2002 Refer to this Department's Letter No. 22-1/89-PE.I (Vol.II) pt. Dated 18-04-2002, vide which certain clarifications regarding upgradation of 1622 HSG.II posts to HSG.I were issued. In partial modification of clarification given against serial Number 9 of the above orders, it is hereby clarified that leave / short-term vacancies in HSG.I may be filled up on ad hoc basis
A.I.P.E.U. GROUP - 'C'

as per the procedure that was being followed prior to issue of the above clarification. A number of references have been received

in this office in connection with upgradation of 1622 HSG.II posts to HSG.I which are clarified as under:-

Clarification S.No. Reference 1. Upgradaton of LSG posts to HSG.I Not permissible. As upgradation was to be based purely on by ignoring the HSG.II posts functional justification, HSG.II posts available on 31-03-2000 are to be first upgraded to HSG.I in circles where LSG posts available on 31-03-2000. were allotted, vide letter of even number dated 16-07-2001 are also to be upgraded to HSG.I. However, LSG posts allotted for conversion to HSG.II vide this office letter of even number dated 31-07-2001 cannot be upgraded to HSG.I in lieu of already existing norm-based HSG.II posts. 2. Date of upgradation of HSG.I posts. As mentioned in Directorate's letter of even number dated 0104-2002 i.e. from the date on which the official cleared by DPC assumes duty on the upgraded post. 3. The manner of distribution of HSG.II Efforts may be made to maintain 1:1 ratio between HSG.I and posts converted from LSG posts HSG.II posts and each wing should be given its due share. among various units is not clear. 4. All LSG S.Os having 7 P.As and Identification of a post for upgradation to HSG.I or HSG.II should more have already been upgraded be done keeping in view the relative functional justification. to HSG.I it is proposed to upgrade However, upgradation of the post of a SPM to HSG.I or HSG.II LSG S.Os having sanctioned is not tantamount to upgradation of the SO, e.g., Post of LSG SPM of Mukhya Dak Ghar having 4 P.As or more may be strength of 4 P.As and above. considered for conversion to HSG.II on the basis of functional justification. This would also be in consonance with the guidelines issued governing the setting of MDG vide this Office Order No. 14-21/2001-PE.I dated 21-01-2002 (Para 5.1) 5. Conversion of LSG posts not held Not permissible. This is why annex to Order No. 22-1/89-PE.I (Vol. II) dated 31-07-2001 listed for conversion only those posts by BCR officials to HSG.II which were held by officials enjoying BCR status. 6. Criteria for identification of posts for Directorate has issued guidelines on this issue vide letter of even number dated 31-07-2001. Circles are to decide this conversion to HSG.II. aspect purely on the basis of functional justification. 7. Eligibility of the officials for According to the Recruitment Rules of the concerned grade. promotion to HSG.I and HSG.II. 8. Whether officials can be posted No. Since assumption of charge of HSG.I / HSG.II posts against posts upgraded to HSG.I or involves assumption of higher responsibility, the process of HSG.II without following the process selection by DPC keeping in view the Recruitment Rules of the concerned grade cannot be avoided. of selection by DPC? 9. Whether officials unapproved by the No. As indicated above, the process of selection through the DPC working against the posts DPC has to be undertaken before an official becomes eligible identified for upgradation can get the for the benefit of upgradation, even on ad hoc basis. There is benefit of upgradation with effect no correlation between such upgradation against identified from 30-03-2001, if they already upgraded posts and the financial upgradation given by conferring BCR status based on an official completing 26 years of service. enjoy BCR status? 10. Whether DPC should be held for BCR is a financial upgradation while HSG.II is a norm-based placing BCR official in HSG.II grade? supervisory post; therefore, process of selection through DPC is a must even for a BCR official to hold an HSG.II post. (D.G.(P) No. 22-1/89, PE I (Vol. II) Pt., dt. 18-4-02)
VENTURE 40 A.I.P.E.U. GROUP - 'C'

9. RESERVATION OF POSTS IN HSG-I IN RMS FOR ACCOUNTS LINE OFFICIALS
The matter has since been examined in the Directorate carefully. It is seen that para 4 of letter No. 641/90-PE-II dt. 9-6-1992 clearly states that the "creation of posts under these orders is a one time exercise unrelated to the second time bound promotion. In other words, creation of more HSG-II posts as a result of the implementation of the second time bound further points of HSG-I arising out of this decision of providing such higher posts in ratio of 1:5" there is no scope for any ambiguity in these orders. It is, therefore, clarified that the reservation of 20% posts for the accounts line officials in RMS in terms of Directorate's letter dated 9-6-1992 was a one time dispensation limited to 126 HSG-I posts and extension for that benefit beyond the scope of that letter is irregular. Any deviations in this regard need to be rectified by the circles immediately. (D.G.(P) No. 6-2/2002-D, dt. 2-6-2003)

10. FILLING UP OF THE POSTS OF HSG-I
I am directed to say that the matter regarding filling up of the number of posts in the Higher Selection Grade -I lying vacant in various Postal Circles was under consideration of this Department. Due to upgradation of pay scale of HSG-I, the existing Recruitment Rules are under revision. Pending same, it was proposed to the Department of Personnel & Training (DoP&T) to allow the Department to fill up the vacant HSG-I posts from amongst officers holding the HSG-II norm based posts on regular basis in relaxation of existing Recruitment Rules. The DoP&T have, however, agreed as a special case to allow to fill up the existing vacancies by promotion of the officers holding HSG-II norm based posts on regular basis (without prescription of any minimum service in HSG-II), on purely ad hoc basis for a period of oneyear or till the Recruitment Rules are notified and appointments are made according to the revised Recruitment Rules, whichever is earlier. It is requested that you may make necessary action to fill up the posts of HSG-I lying vacant on ad hoc basis in the manner stated above. It may, however, be ensured that you have already taken necessary action to fill up the posts as ordered from time to time as per the Check-List enclosed herewith. This issues with the approval of Secretary (Posts) CHECK LIST : To ensure before resorting to ad hoc promotions to HSG-I that: 1. As advised vide Department of Posts' Letter No. 4-16/2002-SPB-II dated 12th November, 2002, the norm-based LSG and HSG-II posts have been filled up notionally in terms of the relevant Recruitment Rules from the year when the norm-based promotions had not been carried out. HSG-I posts have been filled up by promotion in accordance with the Recruitment Rules from amongst those so formally appointed in HSG II having 3 years' actual/notional service in the Grade. - Annual Exercise. 2. 33.34% of the posts in LSG and HSG-II are filled up by promotion as laid down in the Recruitment Rules notified on 24th January, 2002. - Action with effect from 24-1-2002 to 18-5-2006. 3. Consequent upon amendment of Recruitment Rules deleting the provision of Fast Track Promotions and providing for filling up of LSG and HSG-II posts by 100% promotion as laid down in the Recruitment Rules notified on 18th May 2006 the DPC(s) have been convened to see if any HSGII becomes eligible for consideration for promotion as HSG-I. (DG Posts No. 4-16/2002-SPB-II dt. 20-11-2006)

11. CONVERSION OF 2356 POSTS OF LSG TO HSG-II
This is in continuation of this office letter of even number dated 16-7-2001 vide which 1622 posts of HSG-II were upgraded to HSG-I grade by suitably upgrading the 1429 posts of norms based HSG-II and 193 norms based LSG Posts. It has therefore, been decided that 2356 LSG posts held by BCR officials in the scale of Rs. 5000-8000/- may be converted into HSG-II grade in the same scale of pay w.e.f. the date, the post(s) of HSG-II were upgraded to HSG-I, thus ensuring that there is no additional financial implications for the Department in this process. The numbers of LSG posts held by BCR officials
VENTURE 41

to be converted in each Circle are shown in column 4 of the annexure enclosed (not printed). It may be ensured that identification of these posts is done on functional basis keeping in view of the following guidelines:1. Post Offices (a) LSG Postmaster who is supervising another LSG. (b) LSG S.O. having more than seven PAs. (c) Head treasurers in HSG-I H.O. (d) APM A/C in HSG-I H.O. 2. SBCO One LSG post in each SBCO headed by HSG-I
A.I.P.E.U. GROUP - 'C'

official 3. Circle Office One LSG post in each circle 4. R.M.S. (a) Account Supervisor in HROs, AHROs. (b) LSG SRO having one LSG set under its jurisdiction. (c) T.M.O./Mail Agency Computerized Registration Centre. 5. Premier Services, i.e. Speed Post Centre, Business

Development, Customer Care Centre. 6. Foreign Post. It is also pertinent to mention here that in this process there would be no financial implications. These 2356 posts now proposed to be converted will be norm based posts of HSG-II and will be distinct from the posts held by BCR officials (the pay scale of Rs. 5000-8000) only because of deployment. (DG(P) No. 22-1/89-PE-I (Vol.II) dated 31-7-2001)

12. FILLING UP OF NORMS BASED HSG-II POSTS
I am directed to refer to this Department's Notification No. 137-10/96-SPB-II dated 24-01-2002 by which the Recruitment Rules for LSG and HSG.II posts in PO and RMS offices were amended providing, inter alia, for filling up of 33-34% of the vacancies in HSG.II posts on the basis of selection-cum-seniority from LSG officials who have put in not less than ten years of regular services in the LSG cadre. References have been received from different circles explaining the difficulties being faced by them in filling up the vacant HSG.II (Norm based) posts as eligible employees with 10 years regular service in LSG cadre are not available for promotion to HSG II cadre under the said quota. The matter has been examined and it has been decided that the length of regular service in LSG cadre for promotion to HSG.II cadre against the seniority quota, only as an adhoc one time measure, would be three years. You are requested to process the cases of eligible officials for promotion to HSG-II cadre accordingly. (DG (P) letter No. 44-28/2004-SPB-II dt. 12-07-2005)

13. GIST OF SELECTIVE ORDERS ON B.C.R.
1. 1. 2. BCR CLARIFICATION REGARDING BCR Cadre will continue to be a Circle Cadre. Officials Promoted under BCR Scheme should be accommodated at the same station/Division/ Region. 3. They will be Posted against norms based HSG II/ norms based LSG Posts. Rest of the officials will be utilising for better efficiency terming them as HSG PA. 4. Erstwhile Standard LSG Posts should be identified as HSG status to accommodate the BCR officials. 5. Appointing authority will be the Circle Head. 6. LSG seniority will be criterion for determination of seniority of BCR officials. 7. Postponement of BCR Promotion will entitle loss of seniority. (DG (P) No. 4-4-92-SPB II dt. 30-3-92) 2. THE AUTHORITY IN LSG WILL BE BASIS FOR SENIORITY IN HSG II Provided that the officials get his placement the HSG II grade in his turn. If his promotion to HSG II grade is postponed one reason or the other, his seniority in HSG II would be also with those with whom he is promoted subsequently. (Dept. of Posts No. 4-4/92-SPB-I dt. 30-3-92) 3. BCR -POSTING OF OFFICIALS, SENIORITY 1. The Promotion under BCR introduced in this department w.e.f. 1-10-91 cannot be equated with that of regular Promotion this has no link with availability of Posts in the high grade. Thus this is in effect placement of the official a higher scale and for that the prerequisite
VENTURE 42

is that he should have put in 26 years of services both in the basic cadre and the next higher cadre put together and he should have come to the next higher cadre as a result of the TBOP Scheme introduced in the Dept. w.e.f. 30-11-83 i.e. on completion of 16 years of service in the cadre of clerk. (D.G. NO. 93-12/92-SPB II dt. 20-5-92) 4. BCR - POSTING OF OFFICIALS It has been represented that officials promoted under BCR are being transferred and posted to some single handed post offices. The matter has been considered and I am to state that such posting be avoided and such officials may be utilised in the bigger offices themselves to man position involving comparatively more responsibility. (DG (P) No. 4-4/92-SPB II (Pt.) dt. 11-6-92) 5. BCR - POSTING OF OFFICIALS : The All India Postal Employees Union - Class III has represented that in your Circle Officials promoted under BCR are being transferred and posted to some single handed Post Offices. The matter has been considered and I am to state that such posting be avoided and such officials may be utilised in the bigger offices themselves to man position involving comparatively more responsibility. (DG (P) No. 4-4/92-SPB II (Pt.) dt. 11-6-02 addressed to Chief PMG Rajasthan) 6. BCR - POSTING OF OFFICIALS CLARIFICATION REGARDING. (i) The norm based HSG II Posts should be filled up by the officials who have been in HSG II even prior to
A.I.P.E.U. GROUP - 'C'

the introduction of BCR and by the officials who acquired HSG II status due to introduction of the BCR Scheme. (ii) All norm based LSG Supervisory posts should also be filled by HSG II (BCR) officials in the manner as ordered earlier. However, where HSG II (BCR) officials are to be transferred to a different station for this purpose, they may be posted against outstation norm based LSG Posts at the end of the academic year except where outstation LSG Posts are vacant. The same procedure may be followed by the Heads of Circles where HSG (BCR) officials are to be transferred from surplus divisions to divisions where there are not enough HSG II (BCR) officials. (iii) After adjusting the HSG (BCR) officials against the norm based HSG II and LSG Supervisory Posts, the remaining HSG II (BCR) officials may be utilised for providing better supervision and for dealing with work involving comparatively higher responsibilities and skills as ordered earlier. For this purpose, the HSG II (BCR) officials may be posted against such posts as far as possible within the same station. Where transfers are to be made to outstations, it may be done only at the end of the academic year. (DG (P) No. 4-4/92-SPB II dated 5-8-92) 7. BCR CLARIFICATION REGARDING PO & RMS ACCOUNTANTS : In respect of the LSG (Acct.) Supervisory Posts if the BCR HSG II officials with PO & RMS Accountants qualifications are not available then TBOP LSG Officials with PO & RMS qualifications may be allowed to continue. If the officials who opted for defunct cadre of PO & RMS Accountants and are now in LSG Accountants Posts they should not be disturbed from LSG Accountant Posts. (DG (P) No. 4-54/91-SPB II dt. 5-9-92) 8. TBOP & BCR - COUNTING LEAVE PERIOD IN BCR - CLARIFICATION : I am directed to refer to this office letter of even no. dt. 16-3-92 wherein it has been stated that the period of EXOL without MC will be taken into account while computing 16 years of services for Promotion under

TBOP Scheme. It has been decided that : 1. Orders dated 16-3-92 will be effective from the date of issue, and 2. The orders dt. 16-3-92 will also be applicable for promotion under BCR. (DG No. 6-28/90-SPB II dt. 14-9-92) 9. BCR CLARIFICATIONS a) Debarment for one year will apply in case of declination. b) In respect of LSG Accountant Posts, BCR Accountants may be posted. If BCR Accountants are not available TBOP Accountant may be posted. (DG (P) No. 4-54/91-SPB II dt. 15-9-92) 10. BCR RESERVATION IN FAVOUR OF SC/ST EMPLOYEES : It has now been decided that henceforth for the purpose of promotion under the BCR scheme if sufficient no. of officials of SC/ST communities having 26 years of service (in the basic scale and TBOP scale put together) are not available against the points reserved for them in the 40 point roster SC/ST officials with even less than 26 years of service will be given promotion to the extent of the short-fall provision they have rendered a minimum of 17 years of services in the grades put together. This is in supersession of the condition laid down in this office Circular letter of even no. dt. 5-12-91 prescribing the minimum period of service the lower grade in accordance with the Recruitment Rules which were in force to the relevant point of time before the introduction of the scheme. (DG (P) No. 37-50/91-SPB I dt. 6-1-93) 11. BCR - QUESTION OF IDENTIFICATION OF THE POSTS : There is no necessity to identify a Post as has been done in some circles for posting BCR officials. Only the offices are be selected where the surplus BCR officials after being posted against standard HSG II post and the LSG Supervisory Posts. They may be utilised in the best manner as mentioned in our office letter of even No. dt. 30-3-92. (D.G.(P) No. 4-75/92-SPB-II, dt. 18-6-93)

14. BIENNIAL CADRE REVIEW - ORDER
For sometime past, the staff unions have been pressing demand for granting two promotions to each employee during his service career. The Department had, in the first instance, considered the Time Bound One Promotion Scheme for basic operative Group 'C' and 'D' cadres after completion of 16 years of satisfactory service and implemented the same vide this office memo. No. 34-26/83-PE.I dated 17-12-83. The staff unions have been pressing for acceptance of their demand for Second time Bound Promotion on
VENTURE 43

completion on of 26 years of service in the basic grade. After careful consideration, it has been decided that this concept is not acceptable. 2. However, with a view to providing relief to the employees, Government have accepted the need for Biennial cadre reviews i.e. (once in two years) under which the incumbents of existing posts would be enabled to draw pay in higher scales on completion of 26 years of service, not only for providing promotional opportunities for the staff concerned but also on this
A.I.P.E.U. GROUP - 'C'

basis of functional justification. While it is at the same time realised that in many cases the officials concerned may continue to perform the same tasks even in the higher scale, efforts would be made to utilise them for providing better supervision and for dealing with work involving comparatively higher responsibilities and better skills. The following instructions are accordingly issued:(i) The Scheme will come into effect from 1-10-1991. (ii) Biennial cadre reviews will be applicable for only those cadres in Group 'C' and 'D' for which scheme of One time Bound Promotion on completion of 16 years of service in the basic grade is already in existence vide letter dated 17-12-83 referred to in para 1 above. Category Basic cadre of Pay

(iii) Biennial cadre Reviews will be conducted in respect of the eligible cadres at the level of authority who control these cadre. (iv) The criterion for promotion will be eligibility of 26 years of satisfactory service. (v) In the Biennial cader reviews suitable number of posts will be created by upgradation by the Heads of Circles in consultation with their IFAs, subject to reduction by 1% in respect of operative posts and 5% in respect of supervisory posts as mentioned in sub para (xi) below. (vi) Creation of posts by upgradation will be in the scales as indicated below:Scale of pay on Time Bound Promotion after 16 years of service 1400-2300 Scale of pay after Biennial cadre Review (On completion of 26 years of more service)

1)

2) 3) 4) 5) 6)

Postal Asst/Sorting Asst/Postal Asstt (SB) Office Asstt/PO&RMS Accountants/RLO Clerks/MMS Clerks Postmen/Mail Guard Postal Machine Asst. Grade I Postal Machine Asstt. Grade II Departmental Stamp Vendors Group 'D' Test Category Officials

975-1660

1600-2660

825-1200 1320-2040 950-1500 800-1150 750-940

950-1400 1400-2600 1320-2040 950-1400 800-1150

975-1660 1640-2900 1400-2600 975-1660 850-1400

(vii) Pay of the officials promoted under the Biennial cadre Review will be fixed under the provisions of FR22-I(a) (I) substituted vide Ministry of Personnel, Public Grievances and Pensions (Dept. of Personnel and Training) No. 1-10/89-ESTT (Pay-I) dated 30/8/98 as amended from time to time. (viii)The first Biennial cadre Review for eligible officials may be conducted immediately and orders issued before 31st December 1991. Thereafter the Biennial cadre review for eligible officials covering the period from 1-1-92 to 31-12-93 who will be completing 26 years of service or more on the crucial dates viz. the date of the review 1-7-92, 1-1-93 and 1-7-93 may be conducted. The number of posts needed to be upgraded to provide for the promotions required immediately and on 1-7-92, 1-1-93 and 1-7-93 may also be worked out. With these posts it would be possible to provide promotion to these employees who have completed 26 years of service of or more on the above crucial dates subject to their otherwise being found fit. (ix) The 2nd Biennial cadre review, which will cover the period from 1-1-94 to 31-12-95 should be completed before 1-1-94. The required number of posts needed to be released in half yearly instalments on 1-1-94, 1-7-94 and 1-7-95 to provide promotion to those who would have completed 26 years of service on the four
VENTURE 44

crucial dates will be ascertained and sanctions released in appropriate instalments so that the promotions of eligible officials could be notified on due dates. (x) Supervisory Special Pay/Special Allowance admissible to various cadres under one time bound promotion scheme will be abolished with the implementation this scheme w.e.f. 1-10-1991. It is expected that those who are promoted to the HSG II scale under this scheme on completion of 26 years of service would take over the Supervisory responsibilities hiterto performed by the LSG Supervisor. Further detailed instructions in this regard will follow. (xi) Creation of posts by upgrdation under the Biennial cadre Review will be by matching Savings to the extent of 1% out on basic operative cadre and 5% cut on supervisory cadre. These cuts are in addition to the existing cuts of 5% on basic operative cadres and 15% in Supervisory cadres under the First Time Bound Promotion scheme. (xii) Soon after implementation of the scheme by 3112-91, the circles should furnish information regarding the number of posts of various categories that existed as on 1st October 1991, the reductions that were effected on the strength of operative and supervisory posts in accordance with (xi) above the number of officials who had completed 26 years of service in
A.I.P.E.U. GROUP - 'C'

various categories for whom posts in higher scales were created and the net posts in the different scales that are in force as on 1-1-92. The information duly vetted by the IFA of the circle may be furnished on or before 1st February 1992. 3. The proposed scheme of promotion entails expenditure in excess of the savings offered by the staff side by way of increased productivity by reduction of 1% operative and 5% supervisory posts. In order to bridge the gap and also to improve productivity in the Department, the implementation of the scheme is subject to the condition that the Department introduces a phased programme of modernisation through suitable technological inputs as also through simplification of procedures and review of existing work norms wherever considered appropriate. Therefore, the strength of Postal Assistants deployed at the Post Office counters as well as in behind the counter operations will be frozen at the existing level (less the reduction as now proposed) in all the Post Offices where multi-purpose counter machines or other technological inputs have been installed/or are

proposed to be installed. The implementation of the scheme is also subject to the condition that the corporative strength of the Department would be kept frozen to the maximum extent possible by a judicious scheme or mechanisation and computerisation programme in other areas such as sorting in Sorting Offices, Savings Bank, PLI. Post office Accounts and other operations. 4. The orders relating to reservation for SC/ST Communities for promotion under this scheme, will be issued separately by the staff Branch. 5. While the promotion in the first occasion will be in terms of the existing norms of seniority-cum-fitness subsequent promotions will be subjected to same suitable evaluation procedure to be evolved in consultation with the staff side. 6. This issues with the concurrence of Ministry of Finance and in consultation with Member (Finance), Postal vide his ID No. 2739/91 dated 8-10-91. 7. Receipt of this letter may please be acknowledged. 8. Hindi version will follow. (DG (P) No. 22-1/89-Pt. I, dt. 11-10-91)

15. POSTING OF BCR OFFICIALS AGAINST NORM BASED POSTS
The representatives of the Unions have brought to the notice of Secretary (Posts) that implementation of Directorate order dated 23-01-98 is resulting in much difficulty to the staff members. The matter has been examined, and in consultation with the unions the following guidelines, regarding posting of BCR officials against the norm based posts are conveyed. This is in modification of the orders contained in this office memo of even No. dated 23rd January 98 and orders dated 7/16 April 1998. (1) The norm based HSG.II / LSG posts may be filled up form among the volunteers in the BCR cadre and the posting may be made according to the seniority ensuring that the senior most BCR official in the office is holding the norm based post. If a junior BCR official is now holding a norm based post he may be allowed to continue till he completes the tenure. Whenever rotation transfers are applicable, and when rotation transfers are ordered if no senior BCR official is willing for a posting in any norm based post and if no BCR officials is available in that office, the junior most BCR official in the Division may be posted against the post. (D.G.(P) No. 137-55/96-SPB.II dated 28-07-99)

(2)

16. SENIORITY FOR APPOINTMENT TO THE POSTS OF POST OFFICE AND RMS ACCOUNTANTS
I am directed to invite a reference to para 1(a) of this office letter No. 9/12/58-SPB. II dt. the 18-12-59 according to which appointment of the allowance posts of time scale Accountants are made from amongst such officials as have passed the Post Offices/RMS Accountants Examinations according to their seniority in the Divisional Gradation List. Since then representations have been received from Service Unions and Associations concerned and from individuals for a change in the basis of reckoning seniority from the seniority in the clerical cadre to the year of passing the Post office and RMS Accountants Examination. The question has been under consideration for some time past and it has now been decided in consultation with the Ministry of Home Affairs
VENTURE 45

that appointment to the allowances posts of Time Scale Accountant/Asst. Accountants should be made according to the year of passing the Post Office and RMS Accountants Examination; those qualifying in the same examination will be appointed in the order of their positions in the Divisional Gradation list. This decision will take effect from the examination to be held in 1970. Seniority of these officials who have already qualified in examinations held prior to 1970 for the purpose of appointments as Accountant/Assistant Accountant will be determined in accordance with the instruction contained in para 1 (a) of this office letter dt. the 18-121959 i.e. in accordance with their position in the Divl. Gradation list. (D.G.(P) No. 9/10/68-SPB-II, dt. 2-3-70)
A.I.P.E.U. GROUP - 'C'

17. APPLICABILITY OF TIME BOUND ONE PROMOTION SCHEME TO PO & RMS ACCOUNTANTS
I am directed to refer to para-21 of this O.M. No. 3126/83-PE.I dated 17-12-83 and to say that a PO & RMS Accountant at the stage of completion of 16 years of service before moving on the LSG scale of pay is required to opt for either of the two lines of promotion (i.e.) (i) LSG General Line, or (ii) PO & RMS Accounts. as per instructions contained in Memo Nos 6-1/59-SPB. dated 8-5-1959 and 6-15/60-SPB-II dated 16-7-1960. The option once exercised is final. 2. The President is now pleased to decide that if such an official opts for the Accounts line he may be allowed to hold the post of Accountant in the LSG scale of pay i.e. Rs. 425-640 but without special pay which was being drawn hitherto. However, such officials would be eligible for promotion to HSG-II General Line in accordance with the existing rules. 3. On the other hand were such officials to opt for the General Line, he shall be shifted to that line. In such a contingency qualified Accountant will be posted as PO & RMS Accountant in that vacancy on T/S pay with a special pay. In cases where no qualified Accountant in a Division is available as replacement, such an official shall continue to hold the posting LSG scale of pay until a qualified PO & RMS Accountant becomes available to replace him. In that event his seniority in the General Line shall be protected. The instructions contained in Note below rule 276 of P&T Man. Vol.IV will continue to be applicable in such cases. 4. The case in which Heads of Circles have already taken action in contravention of the instructions in the preceding paras may be decided in the following manner:(1) If a qualified PO & RMS Accountant on promotion to LSG under the Time Bound one promotion scheme, has been replaced by another qualified PO & RMS Accountant in the Time scale, no change in the arrangement already ordered shall be made. If a vacancy of Accountant subsequently become available in the Dn. /Unit. the qualified PO & RMS Accountant who has been promoted to LSG under the Time bound one promotion scheme and was replaced by another qualified Accountant in the Time scale, may be considered for posting against this vacancy. (2) If a qualified PO & RMS Accountant on promotion to LSG under the Time bound one promotion scheme has been replaced by an unqualified time scale promotion and the qualified official give option for the accountants, he may reverted to the post of Accountant even in LSG but without the benefit of special pay. (3) If an unqualified official in the time scale was working against a post of PO & RMS Accountant and he has been replaced by another unqualified PO & RMS Accountant, on his promotion to LSG under the Time bound One Promotion Scheme and the former official has not yet completed his tenure, he may be allowed to hold the post of Accountant even while in the LSG scale of pay without the benefit of special pay. The arrangements already made by the Heads of Postal Circles in respect of the posts of PO & RMS Accountants may be reviewed by the Heads of Circles in the light of these instructions. (D.G.(P) No. 9-7/84-SPB.II dated 26-9-84)

18. REVIEW OF OPTION FOR PO & RMS ACCOUNTANTS
I am directed to say that it has come to the notice of the Director General that options for LSG Accountant's posts or LSG General Line were taken from all qualified PO and RMS Accountants in accordance with the orders issued in this office letter No. 6/1/59-SPB dated the 8th May 1959 even though their turn for either had not come. This was incorrect. The intention of the orders dated the 8th May 1959 was that except in respect of those already officiating in LSG for other the option should be demanded only when the question of their promotion to LSG arises in future. The options prematurely taken from such officials may please be withdrawn and the officials concerned allowed to exercise an option only when their turn for promotion to either line comes in future. [DG P&T No. 6/15/60-SPB-II dated 16th July 1960] With reference to your letter No. Staff/B-5/a/1 dated the 9th February, 1959, I am directed to say that appointment of unqualified officials to the post of timeVENTURE 46

scale as well as lower selection grade accountants are Assistant Accountants in the absence of qualified officials is to be regulated by the policy laid down in this office letter No. 9/5/58-59 dated the 12th September 1958. If the Lower Selection grade Accountants vacancy is a short term once, the Head of the Unit will make the selection and if it is a long term one, the appointing should be made on the basis of options. An option once exercised is final. Officials who will be appointed. In future as Lower Selection Grade Accountants or General Line officials according to their turn will not be allowed to change their posts. Officials who have already been confirmed as Lower Selection Grade (Accountants or General Line) will not be allowed to exercise any option and they will continue to work in their existing posts till such time as the posts are vacated by them on promotion or retirement. [Letter No. 6/1/59-SPB dated 8th May 1959]
A.I.P.E.U. GROUP - 'C'

19. FIXATION OF SENIORITY OF PO & RMS ACCOUNTANT - CLARIFICATION
I am directed to invite a reference to this office letter No. 9-14/89-SPB.II (PO) dated 27-08-1991 by which clarification regarding posting in the LSG Supervisory posts in accounts line on the basis of seniority in LSG grade was issued. Doubts have been raised by some circles whether the modified schemes of promotion under TBOP/BCR vide orders dated 08-02-96, 26-0896, 06-08-97 and 01-01-1998 are applicable to PO & RMS Accountants. 2. It is hereby clarified that PO & RMS Accountant is not a separate cadre. In this regard the instructions issued by this office letter No. 44-60/96-SPB.II dated 24-09-1996 be referred to. The PO & RMS Accountants are borne on the gradation list of PA/ SA cadre. There is no change in the seniority in PA/SA cadre of PO & RMS Accountants after passing the Accountants exam. TBOP/BCR scheme is applicable to PO & RMS Accountants (who had opted for defunct scale) but their seniority will remain the same as in PA/SA cadre as was already clarified vide letter No. 44-60/96-SPB.II dated 2409-1996. [D.G.(P) No. 93-13/99-SPB.II, dated 23rd December, 1999]

20. DIVISIONALISATION OF PO & RMS ACCOUNTANTS AND APM (ACCOUTNS) CADRES
The question of divisionalisation of the cadre of LSG Accountants/APM (Accounts) at par with the General Lines LSG Officials has been under consideration for some time past. The matter has been examined in depth and now it has been decided to declare the LSG Accountants (APM-Accounts) as a divisional cadre at par with the LSG General Line Officials with immediate effect. (D.G.(P) No. 9-3/94-SPB II dated 8-6-94)

21. TRANSFER AND POSTING OF LSG ACCOUNTANTS
A question has arisen with regard to the rotational transfers of PO & RMS Accountants and LSG Accountants. As per the provisions of Rule 276 of P&T Manual Volume IV, in the four metro cities, posting of Accountants must be made from amongst the eligible officials on the basis of the city as a whole. But as per Dte. letter No. 9-3/94-SPB.II dated 8-61994, the cadre of LSG Accountants were divisionalised at par with the General line LSG officials. Also, in our earlier order No. 6-19/82-SPB.II dated 13-12-1985 it was mentioned that in metro cities where more than one division exists, the whole city will constitute one single cadre, in case of LSG officials. The above orders read together makes it clear that within a metro city limits, officials can be transferred from one division to another as long as they are in a city unit. You are requested to indicate the position obtaining in your circle with regards to the above. An early reply is requested. [No. 141-22/96-SPB.II, Dated: 4th Sept. 1998]

22. TREATMENT OF SPECIAL PAY FOR THE PURPOSE OF FIXATION OF PAY ON PROMOION - CASE OF PO & RMS & DTO ACCOUNTANT
For the purpose of Fixation of Pay on promotion to higher posts, the question of commuting 3 years period in regard to drawal of special pay by PO & RMS Acct. in the event of certain types of interruptions has been under consideration of the Govt. The President is now pleased to decide that the period of 3 years referred to in the aforesaid orders shall include. a) All periods of leave during which it is certified that the official concerned would have continued to officiate and draw the special pay, but for proceeding on leave. b) All periods of officiation in a higher post in short term/leave vacancies provided it is certified that the official concerned would have continued to hold the lower post and draw the special pay, but for his appointment to the higher post in a short term/leave vacancy. (DG P&T No. 2-53/73-PAP (3), dt. 18-12-74)

23. REMOVAL OF HARDSHIP IMPOSED BY TBP ON POSTMEN
It has been reported that Postmen who were promoted under the TBP scheme were being posted as Mail Overseer/Cash Overseer etc. against their will. It has further been mentioned that in the event of the concerned official not being agreeable to take up the posting as Mail Overseer/Cash Overseer etc. the
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concerned official was reverted as Postmen. It has been urged that Postmen promoted under TBP should not be compelled to work as Mail Overseer/Cash Overseer etc. and they should not be reverted if they express their inability to work as Mail Overseer/Cash Overseer etc. 2. The matter has been examined. There should be
A.I.P.E.U. GROUP - 'C'

no compulsion to the extent that if a Postman promoted under TBP is not willing to work as Mail Overseer/Cash Overseer etc. he should not be reverted. However,

specific cases of disobedience of orders can be examined on merit and necessary action taken. (D.G.(P) No. 44-19/86-SPB-I, dt. 17-4-89)

24. BENEFIT OF FR 22 (I) (A) (I), NOT APPLICABLE IN THE CASE OF TBOP/BCR OFFICIAL WHEN POSTED THE NORMS BASED POSTS i.e. LSG/HSG-II
The pay fixation of the officials placed in the next higher scale of pay under TBOP/BCR Scheme is allowed under FR 22(a) (1) (Previously FR 22-C) on the basis of agreement reached by the Department with the staff side, even though such a placement in the higher scale of pay does not necessarily involve any change in the level of the duties and responsibilities discharged by the official concerned. Instances have, however, come to the notice wherein some officials when posted against the norms based posts in LSG and HSG-II grade on their turn as per seniority, claimed that their pay be re-fixed under the provisions of FR 22(1) (a) (1) again in the same scale of pay. As per the provisions of FR 22 the benefit of FR 22(1) (a) (1) is not applicable in such cases as in both cases the scale of pay are identical. 2. This has also been upheld by the recent judgement pronounced by the Hon'ble Supreme Court in the case of Union of India and others v. Ashoke Kumare Benerjee (AIR 1998 SU 2102) delivered in Civil Appeal No. 2699 of 1997, dated 13-5-1998. (D.G.(P) No. 22-6/96-P.E. I, dt. 8-10-1999)

25. GIST OF SELECTIVE ORDERS ON T.B.O.P.
1. TBOP - CLARIFICATION REGARDING TEST CATEGORY OF GROUP 'D' OFFICIALS : A question has been raised whether service rendered by a Test Category Group D official in nontest Category could count for reckoning 16 years of service for promotion under one Promotion Scheme. The matter has been examined and it is clarified that service rendered by Test Category Group D employees in non-Test Category Group D Post (both having the same Pay Scale of Rs. 196-232) would count for computing 16 years of service for promotion under the One Promotion Scheme. However, in case where a Test Category officials has opted to work as non-Test Category, he cannot be allowed to revoke his option and become Test Category official again to get benefit of Promotion under OTB scheme, as option once exercised is treated as final. Such an official will have to go through the prescribed procedure of recruitment to Test Category, by appearing at the literacy test etc., afresh. (DG P&T No. 45/29/84-SPB-I dated 1-10-84) 2. TBOP - REFUSAL OF PROMOTION - DATE OF EFFECT FOR COUNTING THE PERIOD OF ONE YEAR LIMIT FOR DEBARRING FROM PROMOTION: It has been decided that the date of effect for counting the period of one year will be reckoned from the date of competent Authority accepts and issues an order accepting the refusal. (DG P&T No. 6/28/81-SPB II dt. 29-10-84) 3. QUESTION WHETHER SERVICE RENDERED IN CLERICAL CADRE PRIOR TO REVERSION ON ACCOUNT OF FAILURE TO PASS THE CONFIRMATION EXAMINATION WILL COUNT FOR COMPUTING 16 YEARS SERVICE FOR PURPOSE OF PROMOTION UNDER THE TBOP SCHEME VENTURE 48

CLARIFICATION REGARDING. It has been decided that service rendered in Clerical Cadres prior to reversion to lower grade for failure to pass the confirmation examination will not be taken into account for the purpose of computing 16 years service for the purpose of Promotion under the TBOP Scheme. It has been further decided that in case of officials who were reverted to a lower grade on account of a statutory penalty imposed on them under the relevant provisions of the CCS (CCA) Rules, 1965, they will be entitled to count the service put in by them in Clerical Cadre prior to reversion. On restoratin to the cadre/ post from which they were reverted after the period of statutary penalty for purposes of computting 16 years service for promiotion under the Time Bound One Promotion Scheme. (D.G. P&T No. 20-10/84-SPB-I, dt. 10-12-84) 4. TBOP - Refusal of Promotion: It has now been decided, in supersession of the orders of even No. dt. 29-10-84 and on 5-2-85, that the one year debarment for further consideration for Promotion will operate from the date an employee completes 16 years of service in the grade. This date will be treated as the date of his promotion becomes due. (DG No. 6-28/84-SPB II dated 21-11-85) 5. TBOP - PROMOTION OF POSTMEN/ MAILGUARDS OFFICIALS TO SELECTION GRADE POSTS - CLARIFICATION REGARDING. The issue relating to allowing the officials promoted under the One Promotion Scheme to work as Postmen in upgraded posts and promotion of officials with less than 16 years service against standard posts of Mail Overseers has been examined in this office. It is felt that in a Division, at any given point of time, there would
A.I.P.E.U. GROUP - 'C'

be so many Sorting Postmen Head Postmen/Mail Overseers/Cash Overseers with 16 years of service, that placement of these officials against standard posts should not normally pose any problem. Further only the senior most officials, who are approved by the DPC can be promoted/placed against special allowance supervisory posts and not each and every one. Hence the question of straightaway posting juniors against allowanced post does not arise. In any case, the officials who have not completed 16 years service and adjudged fit by the DPC for Promotion under the scheme cannot be posted against allowances posts. (D.G.(P) No. 44-10/85/SPB-I, dt. 13-2-86) 6. IMPLEMENTATION OF TBOP - OPTION TO PO & RMS ACCOUNTANTS: The PO & RMS Accountants holding non-tenure posts can also exercise their option to continue as PO & RMS Accountant drawing Pay plus Special Pay for a period of 3 years and accept the promotion to LSG Cadre after completion of 3 years. (Dept. of Posts No. 43-15/84-PE I, dated 26-5-86) 7. TBOP - CLARIFICATIONS REGARDING : It has been decided that the post from which 'charge allowance' has been withdrawn, should be filled up by the official placed in the LSG Cadre under TBOP scheme. If these posts are being manned by TS officials they should not be disturbed now but should be transferred only in April/May. However if any post falls vacant, it should be filled only by the LSGs under TBOP Scheme. (DG (P) No. 6-17/87-SPB II dt. 11-9-87) 8. TBOP - REMOVAL OF HARDSHIP IMPOSED ON POSTMEN. There should be no compassion to the extent that if a Postman promoted under TBOP is not willing to work as Mail Overseer/Cash Overseer etc. he should not be reverted. However, specific cases of disobedience of orders can be examined on merit and necessary action be taken. (DG (P) No. 44-39/86-SPB I dt. 17-4-89) 9. COUNTING OF DIES NON PERIOD FOR TBOP SCHEME. It has been decided that the period declared as 'Dies-non' will not be taken into account towards qualifying service for the purpose of Promotion under TBOP Scheme. (D.G.(P) No. 6-2/87-SPB-II, dt. 25-4-89) 10. RESERVATION OF SC & ST IN TBOP : It has been decided that the orders ibid relating to introduction of 40 point Special Roster for SC/ST employees in the matter of Promotion under TBOP Scheme will be effective retrospectively from 29-81988. (DG (P) No. 66-47/84-STB I (Pt.) dt. 11-10-89) 11. DIVISIONALISATION OF LSG CADRE :
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It has now been decided that the LSG will be a divisional cadre even in cities having more than one divisions except in four Metropolitan cities of Bombay, Calcutta, Delhi and Madras. In other words LSG Cadre has not been divisionalised in four Metropolitan cities. (DG (P) No. 6-19/82-SPB II (Pt. I) dt. 16-10-89) 12. DIVISIONALISATION OF LSG CADRE PREPARATION OF GRADATION LIST CLARIFICATION REGARDING 1. The Circle Seniority list of LSG officials will be based on the date of Promotion to the LSG. In such a list, it will, however be ensured that inter-se-seniority list of officials in the Divisional LSG is not disturbed. 2. There may be cases that officials in different divisions will be having the same date of promotion to LSG. In such cases the seniority in the Circle list will be determined on the basis of total length of service in the Time Scale Clerical Cadre. In case the total length of service is also the same then interse seniority amongst such officials will be determined on the basis of age i.e. an official older in age would rank senior. 3. Since for purposes of promotion under the TBOP scheme what is to be counted is the total length of service whether in one division or in different divisions, the condition that the transferees under Rule 38 will rank junior most in the new division will have effect only to the extent that seniority of such an official in the divisional LSG will be below the official of that division promoted during the year in question. Since prior to divisionalisation of LSG cadre the Rule 38 transfer of PAs from one division to another division did not adversely affect the seniority of the transferred officials for the purpose of promotion to LSG it is hereby clarified that the above condition (iii) will be applicable only in the case of transferees from another Circle. (DG (P) No. STA/9-4/89 dt...............89) 13. APPOINTING AUTHORITY IN RESPECT OF LSG CADRE Kindly refer this office letter No. STA/5-1/86 Pt. dt. 27-2-91 and this office may be approached for issuing formal retirement orders in respect of LSG Officials appointed prior to 8-7-89 i.e. on or before 7-7-89. A report with Gradation list particulars and vigilance clearance report on officials who are all due for retirement should reach this office on the first day of every month to enable this office to release such retirement orders atleast three weeks in advance. This will be applicable to the officials who seek voluntary retirement and retirement on invalidation. (Chief PMG Tamilnadu No. STA/8-59/89 MS dt. 8-3-91) 14. GRANT OF ADVANCE INCREMENTS TO SIGNALLERS ON BEING PROMOTED UNDER TBOP SCHEME. 1. The officials who have already been trained, may
A.I.P.E.U. GROUP - 'C'

be given the advance increments as a special case even though they have been promoted and were not eligible for being sent for training. 2. It is also reiterated that only Postal Assts. may be deputed for such training, if and when necessary TBOP officials who have undergone the training and given advance increments are also liable to the posted for signalling work. (DG No. 65-1/9/SPB I dt. 24-9-91) 15. UNAPPROVED SERVICE - CLARIFICATION FOR TBOP : "Service rendered as LDC in Circle Office/SBCO in unapproved capacity with or without payment of deputation allowance can be counted for completing 16 years of service for the purpose of promotion to LSG under TBOP Scheme on reversion to Time Scale clerical cadre on their own violation. (D.G.(P) No. 51-13/89-PE I dated 27-11-89 ) 16. EXOL W/O. MC FOR TBOP : "I am directed to refer to your letter No. STA/1002/84 dt. 22-8-90, and to state that question whether the period of EXOL without MC can be taken into account for computing 16 years of service for promotion under TBOP scheme has been examined. It has been decided that the period of EXOL without Medical Certificate will not be taken into account while computing 16 years of service for promotion under TBOP Scheme as EXOL. without Medical Certificate is not treated as qualifying service for any purpose. (D.G.(P) No. 6-28/90-SPB II dt. 28-1-91)

17. TBOP SCHEME CLARIFICATION REGARDING The question whether the period of EXOL without medical certificate can be taken into account for exempting 16 years of service for promotion under TBOP scheme has been re-examined in consultation with DOP & TRG. It has now been decided that the period of EXOL without medical certificate will be taken into account while computing 16 years of service for promotion under TBOP scheme. Earlier orders dt. 2-1-91 referred above may be treated as cancelled. (D.G.(P) No. 6-28/90-SPB-II, dt. 16-3-92) 18. EOL W/O MC for TBOP and BCR" "I am directed to refer to this office letter of even number dated 16th March 1992, wherein it has been stated that the period of EOL without medical certificate will be taken into account while computing 16 years of service for promotion under TBOP scheme. In this regard, enquiry is being made to this office as to what would be the date of effect of the above orders. Secondly, references are also being received in this office applicable in the cases of promotions under BCR. Both the issues have been examined in this office in depth and it has been decided that. 1) Orders dt. 16-3-92 will be effective from the date of issue, and 2) The orders dt. 16-3-92 will also be applicable for promotion under BCR. (D.G.(P) No. 6-28/90-SPB-II, dt. 8-9-92)

26. DIVISIONALISATION OF LOWER SELECTION GRADE CADRE CLARIFICATIONS ON VARIOUS ISSUES ORIGINATING THERE FROM
I am directed to invite your attention to this offices letter of even No. dt. 02-06-86 wherein clarifications on various issues on adhoc of divisionalisation of LSG
(a) POINTS : The authority competent to consider to issue transfers of officials whose requests for transfer the Home division where standing prior to the introduction of TBOP scheme and whether these powers would be delegated to Divl. Heads/Postmasters. How to determine seniority of LSG officials who are transferred without mutual exchange, whether such allotment may be treated as transfer under Rule 38 of P&T Manual Volume IV.

cadre were issued. In this connection the following clarifications on few more points sought by different rules are issued for guidance of all concerned.

CLARIFICATIONS The officials in the LSG who could not be allotted their home units at the time of promotion to the LSG for want of vacancies there have been given option of transfer back. These officials might have been posted in a Unit and for jurisdiction of the same RDPS or in the jurisdiction of another RDPS. For the sake of proper co-ordination and order, such transfers may be carried out by the divisional head with the approval of the concerned R.D.P.S.

(b)

Regarding seniority in the lower selection grade for transferees on their reallotment to the home divn./Unit, the same will not undergo any change as their seniority in the LSG is governed by the Circle Gradation List. This applies to those officials who were allotted out side their home unit prior to introduction of TBOP Scheme. Regarding those who would seek transfer from one unit to another for their own consideration after introduction of the divisional cadre i.e. w.e.f. 18-12-85 their seniority will be governed
50 A.I.P.E.U. GROUP - 'C'

VENTURE

(c)

Composition of D.P.C. for promotion in divisional cadre.

(d)

How to indicate in the Circle Gradation list position of officials who lose their seniority because they have been looked over for promotion to the L.S.G. at a particular time.

under Rule 38 of P&T Man. Vol. IV of the limited purpose of holding LSG supervisory posts only. Their seniority in the combined Circle gradation list for the purpose of selection to HSG II will remain unaffected. The composition of the D.P.C. will be as below : 1. Regional Director - Chairman 2. Concerned Divisional Head - Member. 3. Group 'A' or group 'B' Officer of the neighbouring Postal/RMS/Unit/ Postmasters Group 'A' or Group 'B'. - Member Point is not clear as to what decision is sought from Directorate. It is however, clarified that as mentioned at item 9 of this Dte. O.M. of even No. dt. 02-06-86 the principle of fixing seniority of the LSG officials on Circle basis, who were promoted before 30-11-83, remains unaffected. In other words, seniority of LSG officials fixed on circle basis before the introduction of the TBOP Scheme shall remain undisturbed. The seniority of the LSG Officials promoted under TBOP Scheme will be determined in terms of para 2 of this office letter of even No. dt. 13-03-86. (D.G.(P) No. 6-19/82-SPB-II, dt. 9-7-86)

27. NO SUPERSESSION IN 'SELECTION' PROMOTION - REVISED GUIDELINES
Refer to the Departmental of Personnel and Training (DoP&T) Office Memorandum (OM) No. 22011/ 5/86-Estt. (D) dated 10-03-1989 and OM of even number dated 10-04-1989 (as amended by OM No. 22011/5/91-Estt. (D) dated 27-03-1997) which contain the instructions on the Departmental Promotion Committees (DPCs) and related matters. In regard to the 'selection' mode of promotion ('selection-cumseniority' and 'selection' by merit'), the aforesaid instructions prescribed the guidelines (As briefly discussed in Paragraph 2 below) for overall 'grading' to be given by the DPC, 'benchmark' for assessment of performance and the manner in which the 'select panel' has to be arranged for promotions to various levels of posts / grade. 2. Existing Guidelines 2.1 As per the existing ( Aforementioned) instructions, in promotions up to and excluding the level in the pay scale of Rs. 12000-16500 (expecting promotion to Group 'A' posts / services from the lower group), if the mode happens to be 'selection-cum-seniority', then the benchmark prescribed is 'good' and officers obtaining the said benchmark are arranged in the select panel in the order of their seniority in the lower (feeder) grade. Thus, there is no supersession among those who meet the said benchmark. Officers getting a grading lower than the prescribed benchmark ('Good') are not empanelled for promotion. 2.2 In the case of promotions from lower Groups to Group 'A', while the mode of promotion happens to be 'selection by merit', the benchmark prescribed is 'good' and only those officers who obtained the said benchmark are promoted in the order of merit as per grading obtained. Thus, officers getting a superior grading supersede those getting lower grading. In other
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words, an officer graded as 'outstanding' supersedes those graded as 'Very Good' and an officer graded as 'Very Good' supersedes officers graded as 'Good'. Officers obtaining the same grading are arranged in the select panel in the order of their seniority in the lower grade. Those who get a grading lower than the prescribed benchmark ('Good') are not empanelled for promotion. 2.3 In promotion to the level in the pay-scale of Rs. 12000-16500 and above, while the mode of promotion is 'selection by merit' the benchmark prescribed is 'Very Good' and only those officers who obtain the said benchmark are promoted in the order of merit as per the grading obtained, officers getting superior grading supersede those getting lower grading as explained in paragraph 2.2 above. Officers obtaining the same grading are arranged in the select panel in the order of their seniority in the lower grade. Those who get a grading lower than the prescribed benchmark ('Very Good') are not empanelled for promotion. 3. Revised Guidelines The aforementioned guidelines which permit supersession in 'selection' promotion('selection by merit') have been reviewed by the Government and after comprehensive / extensive examination of relevant issues, it has been decided that there should be no supersession in matter of 'selection' ('merit') promotion at any level. In keeping with the said decision, the following revised promotion norms / guidelines, in partial modification (to the extent relevant for the purpose of these instructions ) of all existing instructions on the subject (as referred to in Pargraph 1 above) are prescribed in the succeeding paragraphs for providing guidance to the Departmental Promotion Committees (DPCs).
A.I.P.E.U. GROUP - 'C'

1.1 Mode of Promotion In the case of 'selection' (merit) promotion, the hitherto existing distinction in the nomenclature ('selection by merit' and ' selection-cum-seniority') is dispensed with and the mode of promotion in all such cases is rechristened as 'selection' only. The element of selectivity (higher or lower) shall be determined with reference to the relevant benchmark ("Very Good" or "Good") prescribed for promotion. 1.2 'Benchmark' for promotion The DPC shall determine the merit of those being assessed for promotion with reference to the prescribed benchmark and accordingly grade the officers as 'fit' or 'unfit' only. Only those who are graded 'fit' (i.e. who meet the prescribed benchmark) by the DPC shall be included and arranged in the select panel in order to their inter se seniority in the feeder grade. Those officers who are graded 'unfit' (in terms of the prescribed benchmark) by the DPC shall not be included in the select panel. Thus, there shall be no supersession in promotion among those who are graded 'fit' (in terms of the prescribed benchmark) by the DPC. 3.2.1 Although among those who meet the prescribed benchmark, inter se seniority of the feeder grade shall remain intact, eligibility for promotion will no doubt be subject to fulfilment of all the conditions laid down in the relevant Recruitment / Service Rules, including the conditions that one should be the holder of the relevant feeder post on regular basis and that there should have rendered the prescribed eligibility service in the feeder post. 1.3. Promotion to the revised pay scale (Grade) of Rs. 12,000-16,500 and above. (i) The mode of promotion, as indicated in Paragraph 3.1 above, shall be 'selection'. (ii) The benchmark for promotion, as it is now, shall continue to be 'Very Good'. This wil ensure elements of higher selectivity in comparison to selection promotion to the grades lower than the aforesaid level where the benchmark, as indicated in the following paragraphs, shall be 'Good' only. (iii) The DPC shall, for promotion to said pay scale (grade) and above grade officers as 'fit' or 'unfit' only with reference to the benchmark of 'Very Good'. Only those who are graded as 'fit' shall be included in the select panel prepared by the DPC in order of their inter se seniority in the feeder grade. Thus, as already explained in Paragraph 3.2 above, there shall be no supersession in promotion among those who are found 'fit' by the DPC in terms of the aforesaid prescribed benchmark of 'Very Good'.
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3.4 Promotion to grades below the revised pay scale (Grade of Rs. 12,000-16,500 including promotions from lower Groups to Group 'A' posts / grades / service) (i) The mode of promotion, as indicated in Paragraph 3.1 above, shall be 'selection'. (ii) The benchmark for promotion, as it is now, shall continue to be 'Good'. (iii) The DPC shall, for promotion to posts / grades / services in the aforesaid categories, grade officers as 'fit' or 'unfit' only with reference to the benchmark of 'Good'. Only those who are graded as 'fit' or 'unfit' only with reference to the benchmark of 'Good'. Only those who are graded as 'fit' shall be included in the select panel prepared by the DPC in order of their inter se seniority in the feeder grade. Thus, as already explained in Paragraph 3.2 above, there shall be no supersession in promotion among those who are found 'fit' the DPC in terms of the aforesaid prescribed benchmark of 'Good'. 3.5 Zone of consideration The guidelines relating to the 'Zone of consideration' in its existing form (twice the number of vacancies plus four) DoP&T O.M. No. 22011/1/90-Estt. (D), dated 12-10-1990 shall continue to have general application. However, in view of the modifications in promotion norms indicated in Paragraph 3.3 above, the following stipulation as is already applicable in the case of promotions below the revised pay scale (grade) of Rs. 12,000-16,500 vide DoP&T O.M. No. 22011/8/98Estt. (D), dated 06-11-1998, is also made in the regard to the zone of consideration for promotion to the revised pay scale (grade) of Rs. 12,000-16,500 and above: "While the zone of consideration would remain as already prescribed, the DPC, in the aforesaid category of cases, may assess the suitability of eligible employees in the zone of consideration (in the descending order) for inclusion in the panel for promotion up to a number which is considered sufficient against the number of vacancies. With regard to the number of employees to be included in the panel, the DPC may also be required to keep in view the instructions issued vide Department of Personnel and Training Office Memorandum No. 22011/18/87-Estt. (D), dated 09-04-1996 relating to norms for preparing extended panel for promotion. In respect of the remaining employees, the DPC may put a note in the minutes that "the assessment of the remaining employees in the zone of consideration is considered not necessary as sufficient number of employees with prescribed benchmark have become available". 4. Provisions of the Paragraph 1 (vii) of the DoP&T, O.M. No. AB-14017/2/97-Estt. (RR) dated 25-05-1998, stand modified in accordance with these revised
A.I.P.E.U. GROUP - 'C'

instructions. In addition to this, if the guidelines contained in this Office Memorandum come in conflict with the provisions of any other executive instructions (OM) issued by DoP&T on this subject, the same shall be taken to be modified to the extent provided herein. 5. The instructions contained in this Office Memorandum shall come into force from the date of this issue. 6. Ministries / Departments are requested to give wide circulation to these revised instructions for general guidance in the matter so that immediate steps are taken to amend the Service Rules / Recruitment Rules

of various services / posts / grades so as to appropriately incorporate the mode of promotion as 'selection' (in accordance with these instructions) in place of 'selection by merit' and 'selection-cum-seniority' (as was hitherto prescribed by the aforementioned O.M., dated 27-03-1997) as the case may be. The powers to amend Service Rules / Recruitment Rules in this regard are delegated to the Ministries / Departments. DoP&T need not be consulted to carry out the required amendments. (Dept. of Per & Trg., O.M. F.No. 35034/7/97-Estt. (D) dated 08-02-2002)

28. PROMOTION OF EMPLOYEES ON WHOM ANY PENALTY HAS BEEN IMPOSED - CONSIDERATION FOR
The undersigned is directed to state that the staff side of the National Council, as its meeting held on the 27th and 28th January 1971 raised the following points:(i) 'Censure' should not be a bar to eligibility to sit for a departmental / promotional examination or for promotion; (ii) Where the responsibility of an employee for any loss is indirect, he should not be debarred from being considered for promotion during the period or recovery of the loss; and (iii) A distinction should be made between stoppage of increments and reduction to a lower stage of the pay scale and in the former type of cases, the employees should not be debarred from being considered for promotion. 2. As regards the first point, under the existing instructions, every person eligible for promotion and in the field of choice has to be considered for promotion. Attention in this connection is also invited to Ministry of Home Affairs OM No. 1/9/58-RPS dated 16th May 1959 and OM No. 1/4/55-RPS dated 16th May1957. The fact of the imposition of the minor penalty of censure on a Government servant does not itself stand against the consideration of such person for promotion as his fitness for the promotion has to be judged, in the case of promotion by seniority, on the basis of an overall assessment of his service record, and in the case of promotion by section on merit, on the basis of his merit categorisation which is again based upon an overall assessment of his service record (vide para 2 of MHA O.M. No. 1/3/68-Ests. (D) dated the 18-03-1968) . So far as the eligibility of a Government servant who has been awarded the penalty of censure, to appear at a departmental / promotional examination is concerned, the same principles would apply viz. that he cannot, merely because of the penalty of censure, be debarred from appearing at such an examination. In case, however, the rules of such an examination lay down that only those eligible persons can be allowed to
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appear at the examination who are considered to be fit for the purpose, the fitness of an eligible candidate, who has been awarded the penalty of censure, to appear at the examination has to be considered on the basis of an overall assessment on his service record and not merely on the basis of the penalty of censure. 3. As regard the other two points mentioned in paragraph 1 above, while it is not possible to lay down any hard and fast rules in this regard, and it is for the competent authority to take a decision in each case having regard to its facts and circumstances, it is considered necessary to reiterate the existing instructions of the subject. Recovery from the pay of the Government servant of the whosoever part of any pecuniary loss caused by him to Government by negligence or breach of orders or withholding of increments of pay, are also minor penalties laid down in rule 11 of the CCS (CCA) Rules. As in the case of promotion of a Government servant, who has been awarded the penalty of censure the penalty of recovery from the pay for the loss caused by him to Government or of with-holding his increment (s) does not stand in the way of his consideration for promotion through in the latter case promotion is not given effect to during the currency of the penalty. While therefore, the fact of the imposition of such a penalty does not by itself debar the Government servant concerned from being considered for promotion, it is also taken into account by the Departmental Promotion Committee, or the competent authority, as the case may be, in the overall assessment of his service record for judging his suitability or otherwise for promotion of his fitness for admission to a departmental / promotional examination (where fitness of the candidates is a condition precedent to such admission.) 4. The Ministry of Finance, etc. are requested kindly to bring the position indicated in the foregoing paragraphs to the notice of all administrative authorities in and under them for guidance. (DG P&T No. 35-7/71-SPB.II dated the 4th Aug. 1971)
A.I.P.E.U. GROUP - 'C'

29. PROMOTION TO HIGHER GRADE OF POST CLARIFICAITON IN REGARD TO SEALED COVER PROCEEDURE - EFFECT OF WARNING, CENSURE ETC. ON PROMOITON
Attention of the Ministry of Finance etc. is OM No. 38/3/59-Estt(A) dated31-8-1960, O.M. No. 7/28/63Estt(A) Dated 22-12-1964, and O.M. No. 22011/3/77Estt.(A) dated 14-7-77, which lay down the guide-lines for following the 'sealed cover' procedure and for granting benefits with retrospective effect on the "complete exoneration" of the official concerned. The scope of the term "complete exoneration" was very vide, resulting in denial of benefits even to those who had not been awarded any of the prescribed penalties as, a result of disciplinary proceedings but were only issued a warning. There is also in vogue the practice of issuing "recordable warning" to Government employees which affects their career prospects. The matter has, therefore, been examined carefully and the following decisions have been taken: (i) As clarified in the Ministry of Home Affairs O.M. No. 39/21/56-Estt(A) dated 13-12-1956, warning is administered by an authority superior to a Government employee in the event of minor lapses like negligence carelessness, lack of thoroughness delay etc. It is an administrative device in the hands of superior authorities for cautioning the Government employees with a view to toning up efficient and maintaining discipline. There is, therefore, no objection to the continuance of this system. However where a copy of the warning is also kept in the confidential Report dossier, it will be taken to constitute an adverse entry and the officer so warned will have the right to against the same in accordance with the existing instructions relating to communication of adverse remarks and consideration of representations against them. (ii) Where a departmental proceeding has been completed it is considered that the officer concerned deserves to be penalised, he should be awarded one of the recognised statutory penalties as given in Rule 11 of CCS (CCA) Rules, 1965. In such a situation, a recordable warning should not be issued as it would, for all practical purposes, amount to "censure" which is a formal punishment and which can only be awarded by a competent disciplinary authority after following the procedure prescribed in the relevant disciplinary rules. The Delhi High Court, has in the case of Madhan Singh Vz. Union of India, also expressed the view that warning kept in the C.R. dossier has all the
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attributes of "Censure". In the circumstances, as already stated where it is considered after the conclusion of discipline any proceedings that some blame attaches to the officer concerned which necessitated cognizance of such fact the disciplinary authority should award the penalty of "censure" atleast. If the intention of the disciplinary authority is not to award a penalty of "Censure", then no recordable warning should be awarded. There is no restriction on the right of the disciplinary authority to administer oral warnings or even warning in writing which do not form part of the character roll. (iii) Where the departmental proceedings have ended with the imposition of a minor penalty, viz. censure, recovery of pecuniary loss to the Government, withholding of increments of pay and withholding of promotion, the recommendation of the DPC in favour of the employee, kept in the sealed cover will not be given effect to. But the case of the employee concerned for promotion/confirmation maybe considered by the next DPC when it meets after the conclusion of the departmental proceedings. If the findings of the DPC are in favour of the employee, he may be promoted in the turn if the penalty is that of "censure" or "recovery of pecuniary loss caused to the Government by negligence or breach of orders. In the case of employees who have been awarded the major minor penalty of "withholding of increments" or "withholding of promotion", promotion can be made only after the expiry of the penalty. (iv) In a recordable warning has been issued to an officer as a result of disciplinary proceedings before the issue of this office Memorandum and the case of the officer concerned for promotion is still under consideration, he should be treated as having been "censured". The officer will also have the right of representation against such warning and such representation shall be dealt with by the competent authority as if it were an appeal under the relevant disciplinary rules. 2. In so far as personnel serving in the Indian Audit and Accounts Department are concerned, these clarifications have been issued after consultation with the Controller and Auditor General of India. [MHA DOP OM No. 22011/2/78-Estt (A), dt. 16-2-1979]
A.I.P.E.U. GROUP - 'C'

30. PROMOTION TO HIGHER GRADE OF POST - CLARIFICATION IN REGARD TO SEALED COVER PROCEDURE -- EFFECT OF WARNING, CENSURE ETC. ON PROMOTION
The undersigned is directed to invite the attention to the Ministry of Finance etc. to the instructions contained in this Department Office Memorandum No. 22011/2/78-Ests. (A) dated the 16th February 1979 (copy enclosed) and to say that a question has been raised whether this OM empowers the disciplinary authorities to issue warnings as a result of regular departmental proceedings conducted under the relevant disciplinary rules. This is because the last sentence of para 1 (ii) of this Department OM No. 22011/2/78-Ests. (A) dated 16-02-79 has been mistaken as permitting the issue of oral or written warnings even as result of disciplinary proceedings. It is clarified that this is not the intention of the OM of the 16th February 1979 under reference. This is made clear in para 1(ii) of the aforesaid OM of 16th February 1979 in which it is stated that a warning should not be issued as a result of regular disciplinary proceedings. There is however, no bar to issuing a warning orally or in writing as a result of administrative action in the case of an officer against whom no formal proceedings are taken under the disciplinary rules applicable to him. The manner in which such warnings should be mentioned in the Confidential Report of an office is also explained in this Department Office Memorandum No. 21011/1/81-Ests (A) dated the 5th June, 1981 (Copy enclosed). [Dept. of Per. & A.R.s O.M. No. 22011/2/82-Ests (A) dated 21-05-82] # The attention of the Ministry of Finance etc. is invited to MHA OM No. 39/3/59-Estt (A) dated 31-081960, O.M. No. 7/28/63-Estt. (A) dated 22-12-1964 and OM No. 22011/3/77-Estt. (A) dated 14-07-1977, which lay down the guidelines for following the 'sealed cover' procedure and for granting benefits with retrospective effect on the 'complete exoneration' of the official concerned. The scope of the term ' complete exoneration' was very wide, resulting in the denial of benefits even to those who had not been awarded any of the prescribed penalties as a result of disciplinary proceedings but were only issued a warning. There is also In vogue the practice of issue 'Recordable warning' to Government employees which effect their career prospects. The matter has, therefore, been examined carefully and the following decisions have been taken: (i) As clarified in the Ministry of Home Affairs OM No. 39/21/56-Estt. (A) dated 13-12-1956, warning is administered by any authority superior to a Government employee in the event of minor lapses like negligence, carelessness, lack of thoroughness, delay etc. It is an administrative device in the hands of superior authorities for
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cautioning the Government employees with a view to toning up efficiency and maintaining discipline. There is, therefore, no objection to the continuance of this system. However, where a copy of the warning is also kept in the Confidential Report dossier, it will be taken to constitute an adverse entry and the officer so warned will have the right to represent against the same in accordance with the existing instructions relating to communications of adverse remarks and consideration of representations against them. (ii) Where a departmental proceedings has been completed and it is considered that the officer concerned deserves to be penalised, he should be awarded one of the recognised statutory penalties as given in Rule 11 of CCS (CCA) Rules, 1965. In such a situation, a recordable warning should not be issued as it would for all practical purposes, amount to a 'censure' which is a formal punishment and which can only be awarded by the competent disciplinary authority after following the proceedure prescribed in the relevant recruitment rules. The Delhi High Court has, in the case of Nadhan Singh, Vs. Union of India, also expressed the view that warning kept in the CR dossier has all the attributes of 'censure'. In the circumstances, as already stated, where it is considered after the conclusion of disciplinary proceedings that some blame attaches to the officer concerned which necessitiates cognizance of such fact that the disciplinary authority should award the penalty of 'censure' atleast if the intention of disciplinary authority is not to award a penalty of 'censure', then no recordable warning should be awarded. There is no restriction on the right of the disciplinary authority to administer oral warning or even warnings, in writing which do not form part of the character roll. (iii) Where the departmental proceedings have ended with the imposition of a minor penalty, viz. censure, recovery of pecuniary loss to the Government, withholding of increments of pay and withholding of promotion, the recommendation of the DPC in favour of the employees kept in the sealed cover will not be given effect to. But the case of the employee concerned for promotion / confirmation may be considered by the next DPC when it meets after the conclusion of the departmental proceedings. If the findings of the DPC are in favour of the employee, he may be promoted in his turn if the penalty is that of 'Censure' or 'recovery' of pecuniary loss caused to the
A.I.P.E.U. GROUP - 'C'

Government by negligence or breach of orders". In the case of employees who have been awarded the minor penalty of 'withholding of promotion', promotion can be made only after the expiry of the penalty. (iv) If a recordable warning has been issued to an officer as result of disciplinary proceedings before the issue of this office memorandum and the case of the officer concerned for promotion is still under consideration, he should be treated as having been 'censured'. The officer will also have the right of representation against such warning and such representation shall be dealt with by the competent authority as if it were an appeal under the relevant disciplinary rules. 2. In so far, as personnel serving in the Indian Audit and Accounts Department are concerned, these clarifications have been issued after consultation with the Comptroller and Auditor General of India. [Dept. of Per. & A.Rs OM No. 22011/2/78-Ests. (A) dated 16th February 1979] # The undersigned is directed to say that questions have been raised from time to time regarding the stage at which a mention about warnings, admonitions, reprimands etc. administered in the course of normal day-to-day work by superior officers should be mentioned in the Confidential Report of the official to whom the warning, reprimand etc. has been administered. As there seems to be some doubt in this regard, the position is clarified in the following paragraph. 2. There may be occasions when a superior officer may find it necessary to criticise adversely the work of an officer working under him or he may call for an explanation for some act of omission or commission and taking all circumstances into consideration, it may be felt that while the matter is not serious enough to

justify the imposition of the formal punishment of censure, it calls for some formal action reprimands where such a warning / displeasure / reprimand is issued, it should be placed in the personal file of the officer concerned. At the end of the year (or period of Report), the reporting authority while writing the confidential report of the officer, may decide not to make a reference in the confidential report to the warning displeasure / reprimand, if, in the opinion of that authority the performance of the officer reported on or after the issue of the warning or displeasure or reprimand, as the case may be, has improved and has been found satisfactory. If, however, the reporting authority comes to the conclusions that despite the warning or displeasure or reprimand, as the case may be has improved and has been found satisfactory. If, however the reporting authority comes to be conclusion that despite the warning/displeasure/reprimand the officer has not improved, it may make appropriate mention of such warning / displeasure / reprimand, as the case may be, in the relevant column, in part -II of the form of Confidential Report relating to assessment by the reporting officer and, in that case, a copy of the warning / displeasure / reprimand referred to in the Confidential Report should be placed in the CR Dossier as an Annexure to the Confidential report for the relevant period. The adverse remarks should also be conveyed to the officer and his representation, if any, against the same disposed off in accordance with the procedure laid down in the instructions issued in this regard. 3. Ministry of Finance etc. are requested to bring the above clarifications to the notice of all the administrative authorities under their control. [Dept. of Pers. & A.Rs OM No. 21011/1/81-Estt (A) dated 5th June 1981]

31. RECOVERY OF PAY NOT A BAR TO PROMOTION
"Enquiries have been received in this office whether an official who has been punished with recovery of pecuniary loss caused to Government can be considered for promotion and promoted during the period when such recovery from pay is in progress. The matter has been considered in consultation with the Ministry of Home Affairs and the position is that the appointing authority, in consultation with the Departmental Promotion Committee, wherever it exists, will consider the fact of his having been punished while adjudging his suitability for promotion notwithstanding the fact that he has been punished with recovery from pay of the pecuniary loss caused to Govt. There is no bar to his being promoted while the recovery is in progress because such promotion will not affect the enforcement of the penalty." [D.G. P&T No. 35/7/37-SPB dt. 22-12-1987]

32. PROMOTION EFFECT OF PUNISHMENT AND MONETARY RECOVERY
Promotion of the official can be given effect to during the currency of the Punishment of monetary recovery. In this connection your kind attention is invited to the instructions issued by the Min. of Home affairs, Dept. of Personnel and A.R. under Memo No. 22011/ 1/68-Estt.(A), dt. 16-2-79 their stating interalia that the
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punishment of censure, recovery and recuniary loss and stopping of increment do not constitute a bar to promotion of the official provided on the basis of over all assessment of his record of service, the DPC recommends his promotion to the next higher grade. (DG P&T No. 35/9/84-SPB-II, dt. 19-5-84)
A.I.P.E.U. GROUP - 'C'

33. PROMOTION-APPLICATION OF BENCH MARK & WRITING OF CRS
One of the major reasons for delay in holding DPCs in the Directorate is that the ACRs are invariably not complete in some Circles with the result that even those who have submitted their CRs and can be promoted are unable to get promotion, especially if the case has to go to ACC. A major reason for delay in holding DPCs is actually deliberate act on the part of some officers or sheer negligence with the result that the CRs are never submitted before a person demits his office. In order to ensure that all DPCs of Group 'A', 'B' and 'C' can be held by the Competent Authority on the prescribed schedule, it has been decided that whenever an officer is due for transfer or whatever may be the reason, he should be relieved two days in advance so that he can write all the pending CRs within these two days. In other words, two days should be allowed for writing all CRs and the meaning of this is that the officer should be divested of all work for two days to enable him to complete all the CRs. This will not lead to any increase in joining time because period will be treated as duty for all purposes. The practice of writing CRs after demitting office and after joining the new assignment maybe discontinued because it invariably leads to delay in completion of CRs. Whenever any officer still does not give the CR on time, then adverse remarks may be made in his Confidential Report to the effect that the officer concerned did not submit his self-appraisal in time. In practice, ordering transfers with immediate effect may be discontinued unless the Circle Office is on fire- this will ensure in the long run CRs are available in time. It has also been observed that in some Circles, factual errors are not corrected before sending the case for consideration of the DPC and even non-grant of Vigilance Clearance is an important reason for delay. 2. Similarly, when an officer is on long leave, he should be allowed to proceed on long leave only when the CRs which are due to be written at the end of the financial year or otherwise are completed. 3. The officers who are deputed for any long term training aboard or within India, should be required to submit the CRs and their deputation order may be withheld till CRs are completed. 4. Under ideal circumstances, the promotion should be given to an officer on the date he is due to get promoted but there are invariable factors which delay the process and many persons suffer in default for no fault of their with the result that their pensionery benefits are also affected because the concerned officer is unable to complete 10 months in the last pay being drawn by him or her. 5. Similarly, no officer should be relieved for going on Central Deputation till he submits all CRs due to be written by him. 6. These orders apply to all officers of the level of HAG and below but it is hoped that similar action will be taken at the level of Member. 7. The above action may result in some delay in relieving the concerned officer when he or she is transferred but a delay of two days will affect the whole system and in fact will allow DPCs to be held at the prescribed date. (DG (P) No. 1-13/2007-SPG, dt. 20-4-2007)

34. APPLICATION OF BENCH MARK ON PROMOTION IN LSG, HSG-II AND HSG-I - REGARDING
I am directed to say that it has come to the notice of the Directorate that in many Circles, officials in Group C are not getting promoted to LSG mainly because as per the findings of the Departmental Promotion Committee (DPC) they do not attain the required benchmarks in their Annual Confidential Report (ACR), and thus fail to get empanelled for promotion. 2. As per the amended Recruitment Rules for Lower Selection Grade (LSG) and Higher Selection Grade II (HSG II) posts in post offices and RMS offices notified on 18-05-2006, these posts are to be filled up by promotion by 'Selection'. In the case of promotion by 'Selection', the officials are required to attain the benchmarks as prescribed vide Department of Personnel & Training (DoP&T) O.M. No. 35034/7/97Estt. D) dated 08-02-2002. According to the DoP&T OM No. 22011/5/91-Estt. (D) dated 27-03-1997, the benchmark for all Group C, Group B and Group A posts (upto the excluding the level of Rs. 3700-5000 (prerevised) presently JAG] is 'Good'.
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3. It has been observed that many a times, the official could not attain the required benchmarks because of indifference shown while writing ACRs even by the senior officers in the Department or are not written with the required devotion and attention to details. 4. The DPCs, while assessing the officials for promotion as 'Fit' or 'Unfit' for LSG and HSG-II, without diluting DoP&T guidelines, should not be guided merely by the overall grading given by the Reporting Officer or by the Reviewing Officer alone but should form an assessment based on the remarks/performance recorded in the individual columns in the ACR. 5. To sum up : (a) The ACRs in respect of all the officials should be written by the Reporting Officers with proper and due application of mind. (b) The Reporting/Reviewing Officers should take into account the benchmarks for promotion and that benchmarks are known to the officers while writing the ACRs.
A.I.P.E.U. GROUP - 'C'

(c)

(d)

The DPC while assessing the ACRs for promotion of officials to various grades should not be merely guided by the overall grading given by the Reporting/ Reviewing Officers but also satisfy themselves by an objective assessment of the ACRs. While prescribed benchmark should not be diluted, the DPC should be realistic and objective

in their assessment in order to avoid unnecessary staff grievances and depriving the due claims of the staff for promotion. 6. All the concerned officials may please be briefed accordingly. (DG(P) letter No. 137-04/2006-SPB-II (Pt) dated. 16-5-2007)

35. STATUS OF OPERATIVE OFFICIALS DESIGNATIONS / NOMENCLATURE
The Department has Introduced Time Bound One Promotion Scheme and BCR Scheme since 1983 and 1991 respectively. These schemes aim at upgradation of pay for the employees who were otherwise facing problems of stagnation in their career progression. In the course of time such upgradations have been construed in some quarters as 'promotion' against the regular supervisory posts available in the Department. Upgradation under TBOP / BCR schemes and promotion to LSG / HSG.II as per provisions of Recruitment Rules are two distinct matters. Therefore; to clarify the position for all concerned. It has been decided that the status of operative officials at various point of their career should be indicated by the following designations / nomenclature as applicable: (i) Upto 16 years - PA / SA (ii) After 16 years - PA / SA (TBOP) (iii) Those who have get promotion to LSG - LSG (iv) After 26 years of service if the LSG official has not been promoted to HSG.II - LSG (BCR) (v) Those who are not LSG but have crossed 26 years of service - PA /SA (BCR) (vi) Those who are promoted to HSG.II - HSG.II (vii) Those who are promoted to HSG.I - HSG.I 2. Specific care should be taken to ensure that there is no deviation from these designations in any circumstances. 3. It is also reiterated that Circles should hold DPC at regular intervals, at least once a year, to fill up all the vacancies in LSG, HSG.II & HSG.I to ensure operational efficiency at these levels. (DG (P) No. 137-18/2001-SPB.I dated 23-04-2001)

36. SIMPLIFICATION OF CONFIRMATION PROCEDURE - CLARIFICATION
A reference is invited to this office instructions in Lr. No. STA/5-1/88 dt. 18-10-89 on the above subject. In future, the procedure stated below may kindly be adopted for terming certain officials as LRCs. In any division in respect of clerical cadre, those officials who have completed 2 years of service in the clerical cadre on the Ist January of the year (among the Junior officials) whether confirmed or otherwise may be named as LR PAs/SAs upto the sanctioned strength of LR Posts of that division including permanent and temporary LR Posts. (Chief PMG, Tamilnadu, No. STA/5-1/88-Union, Dt. 12-9-92)

37. PERIOD OF INDUCTION TRAINING SHALL ALSO COUNT FOR PROMOTION UNDER THE TBOP / BCR SCHEME
The issue regarding counting of the period of induction training spent by the employees of this Department for benefit of promotion under the TBOP / BCR Schemes has been under consideration of this office for some time. After consultation with the Department of Personnel and Training, it has now been decided that the period of induction training may also be counted for benefit of promotion under the above schemes. However, past cases decided otherwise would not be covered by the above orders. This issues with concurrence of Integrated Finance Advice vide their Diary No. 378/FA/2000, dated 25-07-2000. (Dept. of Posts, No. 44-47/98-SPB.II dated 31-07-2000)

38. COUNTING OF INDUCTION TRAINING PERIOD FOR PROMOTION UNDER TBOP / BCR SCHEMES
Refer to this Department's Letter of even number, dated 03-08-2000 on the above subject. Reference have been received from many circles seeking clarification
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on the above orders. The matter has been examined in detail in consultation with the Integrated Finance Wing of this Department and the position is clarified as under:
A.I.P.E.U. GROUP - 'C'

S.No. Point raised 1. What will be the date of effect of the above orders? 2. Whether the departmental candidates will also get the benefit of counting of induction training period prior to their promotion as time scale clerks can be counted for the benefit of promotion under TBOP / BCR?

3.

If the junior officials get promoted earlier than the seniors as per the orders the seniors can claim benefit of promotion under the above scheme from the date of promotion of the junior officials?

Clarification Cases decided prior to 3-8-2000 would not be covered by the orders, dated 3-8-2000. DoP&T has clarified that since the period of induction training is counted for the purpose of increments and qualifying service for departmental examination, it would also count for the purpose of promotion under the TBOP / BCR schemes. Therefore, it is clarified that the period of induction training in respect of departmental candidates would also count for the purpose of promotions under TBOP / BCR Schemes provided that such training period is obligatory for the departmental candidates in respect of the cadre to which they are to be promoted and they are promoted immediately on completion of such induction training period and also such training period is counted for increment in the promoted cadre. As per Letter No. 22-6-2000-PE.I, dated 17-05-2000, official would be promoted under the TBOP / BCR Schemes only after completion of qualifying service. Therefore, the question of senior claiming benefit with reference to the juniors, etc., does not arise. (Dept. of Posts, No. 44-47/98-SPB-II dt. 27-07-2001)

39. COUNTING OF TRAINING PERIOD FOR DEPARTMENTAL CANDIDATES
Our letter dt. 27-7-01 issued with the approval of Finance Advice, clearly states that the period of induction training would count by promotion under TBOP/BCR for departmental candidates also provided that such training period is counted for increment in the promoted scale. Since the period is counted for increment in the lower scale, the period of Induction training cannot be counted for promotion under TBOP/ BCR for departmental candidate. (DG (P) No. 44-47/98-SPB II, dt. 16-1-02)

40. VACANCIES OF NOT LESS THAN 14 DAY'S DURATION
Officiating arrangements may be made if the vacancies are of at least 14 days duration or more subject to the following conditions:(I) The nature of state of work of the officer whom it is proposed to appoint should be such as would not admit of a combination of posts and the officer should be competent to perform full duties of the vacant post; or when the nature or state of work in the vacant post itself is such as cannot be managed without a full time substitute. (II) In cadres which have leave reserve included in them, vacancies will be filled up without involving any extra officiating appointments. (3) Vacancies of more than 30 day's duration:Short term officiating vacancies in the cadres and of nature other than those indicated against subheadings (1) and (2) above may be filled in only in cases where the duration of the vacancy exceeds 30 days. The limit will apply irrespective of whether it is a single vacancy or part of a chain of vacancies, i.e. the part in a chain of vacancies should itself be more than 30 days, if the vacancy is to be filled. In the other posts / cadres, officiating promotions in vacancies of 30 day's duration or less could be made only in very exceptional circumstances with the prior approval of the competent authority. [(DG P&T) letter No. 33/7/74-SPB-II dated 16-08-75]

41. APPROVAL OF OFFICIATING ARRANGEMENTS COUNTINUING FOR MORE THAN ONE YEAR
It is observed that most of the circles are indulging in allowing continuation of adhoc arrangement beyond the prescribed period. Reference are being received
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from many circles seeking ex post facto approval of ad hoc appointments/promotions continued for more than one year which is contrary to instructions of the
A.I.P.E.U. GROUP - 'C'

Government. I am directed to state that post facto approval of such ad hoc arrangements done in violation of the rules of the Government cannot be agreed to. DOPT does not approve such references. It is therefore, requested to kindly ensure strict

compliance of the existing instructions and do not continue ad-hoc arrangements beyond one year. No request for ex post facto approval will be entertained in future. (DG (P) No. 4-4/2004-SPB.II, dt. 4-4-2004)

42. GENERAL PRINCIPLES TO BE FOLLOWED IN MAKING OFFICIATING APPOINTMENTS IN SHORT TERM VACANCIES
(1) In cadres in which promotion is made from amongst officials working in the same office or station, officiating arrangements in case of vacancies of not more than one month's duration may be confined to the officials in the section or branch of the office or the suboffice where the vacancy occurs even if this involves supercession of a senior qualified official. In cadres in which promotion is made from officials working in different stations-sub-divisions or divisions:In the case of vacancies of not more than one month's duration, officiating arrangements may be confined to the officials at the station where the vacancy occurs. In the case of a station where there are more officers than one, each independent of the others, officiating promotion may, at the discretion of the sanctioning authority, be confined to the office where the vacancy occurs. (b) In the case of vacancies of more than one Month's duration but not more than four month's duration, officiating arrangements may be confined to the officials in the office, sub-division or division where the vacancy occurs. (Rule 50 of P&T Manual Vol. IV)

(2)

(a)

43. OFFICIATING ARRANGEMENT IN SHORT TERM VACANCIES IN THE DEPARTMENT OF POSTS
1. Duration of short term vacancies for which officiating arrangements may be made: For the purpose of officiating arrangements in short term vacancies, vacancies have been divided into three categories: i.e. (1) Vacancies of less than 14 day's duration. (2) Vacancies of not less than 14 day's duration; and (3) Vacancies of more than 30 days duration. Standing instructions regarding filling in of vacancies of all these three types are reproduced below:(1) Vacancies of less than 14 day's duration:Casual leave vacancies caused by absence of officials on account of illness or urgent private affairs occurring in postmen and Group 'D' cadres in offices in which the number of postmen, V.P.M. and Group D staff taken together does not exceed four may be filled in by appointing paid substitutes in their place irrespective of the duration of vacancies. (The condition that the total staff strength of postmen, V.P.M. and Group 'D' in the office shall not exceed four may be relaxed by the Head of the circle in individual cases in which it is found impossible to distribute the work of those granted leave among the staff present on duty). The amount to be paid to the substitute must not exceed the minimum of time scale of pay plus DA and other allowances. Claims for payment to the substitutes will be sanctioned by the concerned appointing authorities. (Appendix 6 of P&T Man Vol. IV)

44. FILLING UP OF LOCAL, SHORT OR LONG TERM VACANCIES IN IPOs/IRMs CADRES BUT UNAPPROVED CANDIDATES ON ADHOC BASIS:
Para 3 : "Where arrangements are made against vacant posts of IRM/IPOs on adhoc basis for less than 45 days the upper age limit of 40 years will be adhered to; but where it exceeded 45 days it would be necessary for the Divisional Supdt. to consider whether the vacancy falls in the share of the officials belonging to SC and ST communities as per roster point which is applicable even for adhoc arrangements against vacancies of 45 days duration. If the vacancy falls to the share of other community
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officials, upto the age of 40 years including those belonging to SC/ST Community only will be considered, if however the vacancy falls in the share of SC/ST community officials belonging to these communities upto the age of 45 years may be considered for adhoc arrangements on the basis of their seniority in view of the fact that officials belonging to those communities are eligible to appear in the IPO/IRM examination upto the age of 45 years. [D.G.(P) No. 7-3/83-SPB II dt. 10-12-84 ]
A.I.P.E.U. GROUP - 'C'

45. OFFICIATING ARRANGEMENTS IN LEAVE VACANICES
"I am directed to state that a question has been raised as to whether officiating arrangements are permissible when the leave vacancies are of less than 14 days at initial stage and if extended to 14 days or more subsequently. The matter has been examined in this office and it has been decided that officiating arrangements can be made for the period of 14 days I am directed to refer to this office letter No. 6-6/ 88 SPB-II dated 5-5-1988 wherein the orders were issued on the subject noted above. In the above order dated 5-5-1988 it was mentioned that short term vacancies caused by regular incumbents proceeding on leave for 45 days or more may be filled up by officials available on approved panel. There being many operative offices in the department of posts, hardships were faced in keeping the vacant posts unfilled upto 45 days. Therefore the matter was taken up with the Department of Personnel and Training and Ministry of Finance for relaxing the condition of 45 days mentioned in the DOP, O.M. No. 28036/8/87-Estt. (D) dated 30-3-88 mentioned above and it has since been agreed and also in cases where spells of leave vacancy shorter than 14 days (initially) added together without any interruption continues beyond 14 days. These instructions are applicable only in operative offices of RMS & Post Offices where officiating arrangements are permissible for vacancies of 14 days or more. (D.G.(P) No. 9-25/82-SPG/SPB II dt. 29-5-86) that officiating arrangement can be made in leave vacancies of less than 45 days in operative cadres only where the post cannot be kept vacant without adversely effecting service to the public No. officiating arrangement should be made in vacancy of less than 14 days duration except in a few categories of staff such as overseers Mailoverseers, Head Postman, stg. Postman, Village Postman, Mailguards UDC in Savings Bank control Organisation and internal checking organisation officers, where such officiating arrangement can be made even in vacancy of less than 14 days subject to the provision in rule 100(b) of P&T Manual Vol. IV. This may be brought to the notice of all concerned. (D.G. No. 44-19/87-SPB-I dated 25-7-90) belonging to the IPO line, then a HSG II of the IPO line maybe shown as temporarily promoted to the cadre of ASP and posted to work in the HSG I vacancy. 3. If in a particular division, the HSG I is in General line and there is no General line official in HSG II, the senior most LSG official may be temporarily promoted to HSG I and posted to look after the work of the HSG I Posts. A vacancy in HSG I Post falling to the share of General lien official cannot be filled up by the ASP on IPO line official. A LSG General line official cannot also be straight away promoted to HSG I even in an officiating capacity in short term arrangements. (Chief PMG, T.N. No. STA/2-3/74-II,dt. 28-10-75)

46. OFFICIATING ARRANGEMENT IN LEAVE VACANCIES

47. OFFICIATING ARRANGEMENTS IN HSG-II AND HSG-I
Vacancies in HSG II and HSG I are filled up both from among IPO line and General line officials. Once a Circle Posting is ordered the post is vacated as earmarked for the IPO line or the General line depending on the line of the official who is posted. Cases occur from time to time wherein due to delay, he official posted on Circle basis, joining the post or the incumbent proceeding on leave, local officiating arrangements are made by divisional offices. 2. It has ben clarified by the Directorate that such officiating arrangements should be made in HSG II or HSG I posts only from among officials of the concerned line with reference to the vacant post. In case, an ASP is not in a position to officiate in HSG I vacancy

48. APPOINTMENT OF DRIVERS ON DAILY WAGE BASIS AND THEIR SUBSEQUENT ABSORPTION
Instances have come to the notice of this office, where at the time of regular appointment of Drivers working on daily wage basis, the upper age limit is being relaxed in certain cadres to the extent of period spent as casual Driver from the actual age as is done in regard to absorption of casual labourers on their absorption in Group 'D'. 2. The question whether persons appointed on daily wage basis as Drivers are eligible to age concession to the extent of service put in by them for regular appointment as drivers, has been further examined in consultation with Department of Personnel and
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Administrative Reforms. It is clarified that the said instruction regarding deduction of the service rendered on daily wage basis as driver for determining upper age limit as applicable to casual workers for absorption to Group 'D' are not relevant as the posts of Drivers are in Group 'C'. It may be relevant as the posts of Drivers are in Group 'C'. It may be ensured that persons should not be engaged on daily wage basis as Driver for work of regular nature. 3. These instructions may be brought to the notice of all concerned for compliance. (D.G.(P) No. 37/24/83-SPB-I) dt. 11-12-1994)
A.I.P.E.U. GROUP - 'C'

49. MERGER OF POSTS OF HINDI TYPISTS IN DIVISIONAL OFFICES WITH POSTAL ASSISTANTS / SORTING ASSISTANTS
A proposal for merger of posts of Hindi Typists in the divisional offices in the pay scale of Rs. 32004900 with those of Postal Assistant and Sorting Assistant in the scale of pay of Rs. 4000-6000 was under consideration in the Department. Now the matter has been further examined in consultation with Ministry of Finance (Department of Expenditure) and it has been decided to merge the posts of Hindi Typists in the Divisional Offices (in the pay scale of Rs. 3200-4900) with those of Postal Assistant and Sorting Assistant in the scale of pay of Rs. 4000-6000 with effect from 01-01-1996 (Their U.O. No. 6/66/98-IC dated 18-03-2003 refers). 2. In view of the above decision, immediate action may please be taken as follows:(a) Posts of Hindi Typists in the Divisional Offices (in the pay scale of Rs. 3200-4900) be merged with Postal Assistant / Sorting Assistant in the pay scale of Rs. 4000-6000 with effect from 01-011996. (b) Existing incumbents of the Hindi Typists in the Divisional Office be treated at par with PA / SA of Circle / Administrative office in the matter of promotion subject to the conditions incorporated in Recruitment Rules. (c) Till such time the existing incumbents continue to work as Hindi Typists, they may be given a normal training of the working of the post of PA / SA to discharge their duties efficiently. (d) The existing procedure of filling up the post of Hindi Typists in the Divisional offices would continue as hither to fore. (e) Inter se seniority of the incumbents of Hindi Typists in the cadre of PA / SA should be fixed at the bottom of P.As / S.As with reference to the years of recruitments. 3. With the issuance of these orders, all the cases pending in various CATs / Courts in the matter (i.e. Grant of upgraded pay scale of Rs. 4000-6000 to Hindi Typists of Divisional Offices) stand disposed of. Respective Circle Offices may please make a reference in the Court / CAT to this effect. 4. These orders may please be brought to the notice of all concerned immediately and further necessary action taken accordingly. (DG (P) No. 7-3/2000-PE.II dated 26-03-2003)

50. EXTENSION OF TIME BOUND ONE PROMOTION AND BIENNIAL CADRE REVIEWS TO HINDI TYPISTS OF DIVISIONAL OFFICES
This issue of merger of Hindi Typists in the Department of Posts with the Postal Assistant's cadre and grant them the benefit of placements under TBOP / BCR schemes at par with PA / SA cadre has been examined in detail in the Directorate in consultation with the Ministry of Finance (Department of Expenditure) after a CAT judgment of Jodhpur Bench, dated 09-07-2002 in the case of Hepa Ram Sanger, Hindi Typist, Pali, Rajasthan. In the said judgment, the Hon'ble Tribunal had directed the respondents that "Hindi Typist would be entitled to the scale of Rs. 4,0006,000 at par with Postal Assistants. The applicant would further be entitled for promotion to LSG as per one Time Bound Promotion Scheme, if found suitable". In order to comply with the directions of the CAT Bench, the case of merger of the cadre of Hindi Typists and applicability of TBOP / BCR schemes to Hindi Typists has been examined in detail keeping in view the welfare of all similarly placed Hindi Typists working all over India in the Department of Posts. In the first phase, orders of merger of posts of Hindi Typists in the Divisional Offices in the scale of Rs. 3,200-4,900 with Postal Assistants in the higher scale of pay Rs. 4,000VENTURE 62

6,000 with effect from 01-01-1996 stood issued vide letter No. 7-3/2000-PE.II dated 26-03-2003. 2. The second proposal regarding grant / extension of TBOP / BCR schemes has again been considered in consultation with the Ministry of Finance (Department of Expenditure) in the light of the directions of CAT, Jodhpur Bench as mentioned above and it has now been decided that the benefit of TBOP / BCR schemes to Hindi Typists of Divisional Offices will be applicable with effect from 01-06-2003 after completion of 16 and 26 years of service in basic grade as per the guidelines / instructions issued in regard to TBOP / BCR schemes from time to time. The cadre of Hindi Typists will now be covered under TBOP / BCR scheme and ACP scheme will not be applicable to them. The cases of Hindi Typists will be regulated under TBOP / BCR scheme with effect from 01-06-2003. 3. The pay of officials who will complete 26 years of service as on the date of implementation of the TBOP / BCR schemes (1-6-2003) will be fixed twice, once in TBOP scale of pay and further in BCR scale of pay on the same date as per the latest guidelines issued vide this office Letter No. 22-4/2000-PE.I dated 25-09-2003 and 03-10-2002. 4. The Hindi Typists are liable to be transferred to any
A.I.P.E.U. GROUP - 'C'

Unit located at the headquarters of the Regional offices / Circle Offices, in addition to their original liability. However, it may not be administratively convenient to disturb the existing members of staff working in Divisional offices, in view of their proficiency and experiences that they have acquired over the years in handling specific jobs (Hindi Typists) in the Divisional Offices. This policy should generally be adhered to. If it becomes essential and the services of Hindi Typists are not fully utilized in the Divisional offices, the employees can be transferred. The employees cannot refuse the transfer liability. In the event of such a refusal, the official concerned will render himself liable for disciplinary action as per rules. 5. Necessary amendments in the Recruitment Rules may be incorporated by the Staff Branch. Hindi Typing will be one of the essential qualifications in addition to other required qualifications for PA / S.As for Hindi Typists now merged with Postal / Sorting Assistant's cadre so

that merged Hindi Typists may continue to do Hindi Typing as per the requirement and as per the provisions of the Official Language Policy of the Government. 6. The Hindi Typists of Divisional Offices who complete 16 or 26 years of service and who are placed to the next higher scale of pay under TBOP / BCR scheme at par with PA / SA's cadre will continue to perform their existing duties until and unless they are posted to regular supervisory posts, i.e., LSG and HSG.II in their turn. Hindi Typists will be given a normal training of the working of the post of PA / SA to discharge their duties efficiently. They cannot claim their posting against supervisory posts merely because they got LSG and HSG.II scale under TBOP / BCR scheme after completion of 16/26 years of service. The required experience in the lower grade (working against PA / SA posts) will be considered before posting them against supervisory posts. (Dept. of Posts, No. 7-2/99-PE.II dt. 26-05-2003)

51. JOINING OF NEW STATION OF POSTING ON PROMOTION INSTRUCTIONS REGARDING
It has been observed in some cases that the officers do not join their new stations of posting on promotion ordered on a regular basis immediately. This is particularly so in where the station of posting is not of the choice of the officer. In such cases, representations are received for change of the station of posting. In a number of cases, the officers proceed on long spells of leave in the hope of getting a change in the station of posting. In some other cases even the Heads of Circles are approached to request the Directorate to change the station of posting. While in some cases, there may be genuine reason for some delay in proceeding to the new station of posting the dilatory tactics are also employed in the hope that the station of posting would be changed. This causes administrative difficulties in so far as either post remain vacant or is continued to be held on adhoc basis while the officers selected for regular promotion remain on leave. It is, therefore, requested that all officers including those on Group 'C' may be informed that delay in joining the new post on promotion may eventually come in the way of their promotion to the higher grade for want of fulfilling the condition of approved length of service on a particular date. It is, therefore in the interest of the officers that they should join new station of posting after orders of promotion are issued so that the regular approved service commences from the date they join the new post on promotion and there is no occasion in which the senior officers have lesser service than their juniors. [D.G.(P) No. 25-90/85-SPG, Dated: 4-3-86]

52. TIME LIMIT FOR RELIEVING AN OFFICIAL CONSEQUENT HIS PROMOTION TO THE HIGHER GRADE
The Staff Side in the National Council (JCM) is contended that in many cases of promotion, involving change of station, the officials are not being relieving of their duties from the lower post even after issues of formal orders of promotion, on one pretext or the other. This delay, in relief from lower post, cause pecuniary loss to individual concerned in the form of pay and pensionary benefits, etc. Therefore, the Staff Side had demanded that a time limit may be prescribed within which an official must be relieved of his duties from lower post on his promotion to higher post. The Official side agreed to issue suitable instructions for expeditious relieve of the Govt. servant on promotion. 2. After careful consideration of the demand of Staff
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Side and having regard to the relevant factors, it is hereby directed that Govt. servants offered for promotion should be relieved immediately on receipt of the relevant orders of promotion. In exceptional circumstances where the retention of the official in the lower post is felt absolutely necessary in interest of services, the fact may be brought to the notice of the controlling officer and orders sought for retention for a specific period ranging from 1-3 months depending the merits of each case. While doing it should specifically be brought to the notice of the controlling officer that the delay in relieving the officer result him pecuniary loss so that the retention may be avaided as for as possible. [MOP & PG No. 16/7/90-Estt. (Pay-I) dated 9-01-1992]
A.I.P.E.U. GROUP - 'C'

53. UTILISATION OF HOLIDAYS/OFF DAYS FOR JOURNEY PERIOD IN CASE OF TRANSFER FROM ONE STATION TO ANOTHER OF ANOFFICIALS HIS OWN REQUEST
The undersigned is directed to refer to this to department's S.O. M.No. 19011/33/31-Estt (Dated 29/ 1/83 in which instructions have been issued that in the case of transfer of a Government servant at his own request, there is no objection to his being granted regular leave, as admissible, by the competent authority under the leave rules applicable to him to cover the period between the date of handing over charge at an old station and that of taking over at the new station if the Government Servant applies for it and the competent authority is willing to sanction it. Accordingly, when an official is relieved on transfer at his own request on the eve of holiday/holidays and reports for duty at the transferred station in the forenoon after the holiday/holidays the employee is required to, take leave for the intervening holidays. 2. The question whether the Government servant is required to take regular leave to cover such holidays has been under consideration and it has now been decided that in such cases intervening holidays may be deemed to have been availed of by the Government servant as Holidays an he may not be required to take leave for such holiday/holidays. 3. Pay for holidays intervening the date of relief and the date of joining the new place will be borne by the Department where the Government servant joins after his transfer. (D.G.(P) No. 70-270/87-SPB-I, dt. 8/3/89)

54. REVISED OPTION FOR FIXATION OF PAY ON PROMOTION
The undersigned is directed to refer to the existing provision relating to exercise of option by a Central Government servant for fixation of pay on promotion/appointment to the higher grade/post under FR 22(1) (a) (i) and to say that a demand was raised by the Staff Side in the National Council (JCM) that a Central Government servant may be allowed to revise the option exercised by him on promotion/ appointment on the higher grade/post under FR 22 (1) (a) (i) in the event of unanticipated developments or change of rules, etc. The Staff Side had also demanded that a specific provision to this effect be incorporated in the existing rules/orders. 2. The demand of the Staff Side has been examined by the Government and the President is pleased to decide that pursuant to any unforeseen developments or change of rules, a Government servant may give a revised option for pay fixation under FR 22 (1) (a) (i) within one month from the date of orders of such unforeseen developments or change of rules. Acceptance of such revised option may thereafter be examined and decided on merits by Ministry/ Department concerned with the approval of Department of Personnel & Training. In case, it is decided to allow fresh option to the Government servant concerned, the option once exercised shall be treated as final. The past cases of similar nature can be referred to this Department which will be decided on merit. 3. In so far as the persons serving in the Indian Audit & Accounts Department are concerned, these orders issued after consultation with the Comptroller & Auditor General of India. (Dept. of Per. & Trg. O.M. No. 16/8/2002-Estt. (PayI) dated 25-2-2003)

55. RESERVATION FOR PHYSICALLY HANDICAPPED IN POST FILLED BY PROMOTION
It is clarified that no roster points have been fixed for the physically handicapped persons in case of promotion. You may consider reservation on the lines of DOP & Training OM dated 1-4-86 in case of Promotion of physically handicapped persons. (DG (P) No. 20-30/89-SPB I, dt. 2-9-93)

56. RESERVATION FOR THE PHYSICALLY HANDICAPPED IN POST FILLED BY PROMOTION
i) The Roster Point for Physically Handicapped for the purposes of promotion have not yet been decided. However the benefit of reservation for the physically handicapped may be allowed in the different modes of promotion in respect of each feeder grade if the posts to which the promotion is being made is a post identified for the physically handicapped. ii) The total reservation for physically handicapped against outsiders well as departmental quota should
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not exceed the prescribed limit of 3%. Therefore, if there are more than one feeder cadre, to the higher post, the 3% quota to be filled by physically handicapped may be divided equally among the different feeder cadres. In case a candidate belonging to physically handicapped is not available in the particular feeder grade, the identified post may be filled up by interse exchange. (DG (P) No. 20-30/89-SPB I, dt. 8-7-92)
A.I.P.E.U. GROUP - 'C'

57. INSTANCES WHICH DO NOT CONSTITUTE AS ANOMALY FOR STEPPING UP OF PAY WITH REFERENCE TO JUNIORS
Cases for stepping up of the pay of seniors in a pay scale to that of juniors generally considered if the following conditions are satisfied : (a) Both the junior and senior officers should belong to the same cadre and the posts in which have been promoted or appointed should be identical and in the same cadre; (b) The scales of pay of the lower and higher posts in which the junior and senior officers are entitled to draw pay should be identical; (c) The anomaly should be directly as a result of the application of FR 22-C. For example, if even in the lower post the junior officer draws from time to time a higher rate of pay than the senior by virture of grant of advance increments or on any other account, the above provisions will not be involved to step up the pay of senior officer. 2. Instances have come to the notice of this Department requesting in for stepping up of pay due to the following reasons:(a) Where a senior proceeds on Extra Ordinary Leave which results in postponement of Date of Next Increment in the lower post, consequently he starts drawing less pay than his junior in the lower grade itself. He, therefore, cannot claim pay parity on promotion even though he may be promoted earlier to the higher grade; (b) If a senior forgoes/refuses promotion leading to his junior being promoted/appointed to the higher post earlier, junior draws higher pay than the senior. The senior may be on deputation while junior avails of the adhoc promotion in the cadre. The increased pay drawn by a junior either due to adhoc officiating/ regular service rendered in the higher posts for periods earlier than the senior, cannot, therefore, be an anomaly in strict sense of the term. (c) If a senior joins the higher post later than the junior in the lower post itself whereby he is in receipt of lesser pay than the junior, in such cases also the senior cannot claim pay parity in the higher post though he may have been promoted earlier to the higher post. (e) Where a person is promoted from lower to a higher post his pay is fixed with reference to the pay drawn by him in the lower post under FR 22-C and he is likely to get more pay than a direct appointee whose pay is fixed under different set of rules. For example, a UDC on promotion to the post of Assistant gets his pay fixed under FR 22-C with reference to the pay drawn in the post of UDC, whereas the pay of Assistant (DR) is fixed normally at the minimum under FR 22-B (2). In such cases, the senior direct recruit cannot claim pay parity with the junior promoted from a lower post to higher post as seniority alone is not a criteria of allowing stepping up. (f) Where a junior gets more pay due to additional increments earned on acquiring higher qualifications. 3. In the instances referred to in paragraph 2 above, a junior drawing more pay than the senior will not constitute an anomaly. In such cases, stepping up of pay will not, therefore, be admissible. (G.I. Dept. of Per. & Trg. O.M. No. 4/7/92Estt.(Pay-I) dated 4-11-1993)

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A.I.P.E.U. GROUP - 'C'

3. DEPARTMENTAL EXAMIANATION
1. LGOs EXAMINATION ABSORPTION OF SURPLUS CANDIDATES
I am directed to invite your attention to this Directorate-General letter of even number dated 14-488 regarding raising of minimum educational qualification for recruitment to the cadre of Postal/Sorting Assistants and to say that the issue of promotion of surplus candidates has been under consideration. The matter was discussed in the JCM (Departmental Council) and was referred by the JCM (DC) to a Committee. 2. It has now been decided as a result of the deliberations of the above referred Committee, as follows: (a) When the number of officials in any Division who pass the examination is more than the number of declared vacancies the excess passed candidates from that Division and also from other such Divisions in the Circles where there may be excess passed candidates will be considered as per merit for vacancies of the departmental quota of that year remaining unfilled in other divisions in the Circle. A combined merit list on Circle basis will be prepared of the excess passed candidates. The merit list will be strictly in accordance with the marks obtained in the examination. Candidates from this merit list will be appointed to the unfilled vacancies of departmental quota of that year strictly according to merit. That is to say the appointment from this merit list will be confined to the actual number of unfilled vacancies of the departmental quota in the whole circle for that year. Before posting the candidates from this merit list of excess passed candidates, their preference for a division for the choice where there may be unfilled vacancies will be ascertained. They will be asked to give upto four preferences. They will be posted as far as possible according to the preference given by them. In the event of an official in the merit list of excess passed candidates not being willing to accept promotion in another Division, the post will be offered to a next official in that list. The total number of appointments from the list of excess passed candidates will however, in any case not to exceed the number of vacancies of departmental quota remaining unfilled in other Divisions. (D.G.(P) No. 60-127/85-SPB-I, dt. 27-7-89)

2. RAISING OF NUMBER OF CHANCES FOR THE LGOS EXAMINATION
For the LGO's examination for promotion of the officials from Group 'D' / Postmen / Mail Guard to the cadre of Postal Assistants / Sorting Assistants the number of chances is limited to five at present. The matter has since been examined and I am directed to inform you that the number of chances for appearing in the LGO examination has been increased from five to six. ( DG (P) No. 37-63/98-SPB-I (Pt.) dated 26-08-99)

3. TRAINING TO THE POSTMEN AND GROUP 'D' CADRES / APPEARING FOR LGO EXAMINATION
This issue of arranging training to the candidates of Postmen and Group 'D' cadre who appear for LGO examination has been under consideration of this Directorate. 1. It has, now been decided to organize, coaching under Distance Learning method locally at the Divisional, Regional and Circle headquarters depending on number of candidates appearing from a Division / Region. The module of the coaching would consist of the following:(i) The paper for Mathematics would be of CBSE pattern (10th Standard level) in future. (ii) The duration of the coaching class would be for a maximum of 15-20 days after office hours. No TA / DA is admissible for attending these course. (iii) PTC Mysore has developed a guide for paper III at a nominal cost of Rs. 50. (iv) Coaching would be provided for all the three papers. However, candidates should make their
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own arrangements to purchase required books for Paper I & II. 2. PTC Mysore will send copies of the coaching material to A.P., Karnataka, Kerala and Tamilnadu Circles for getting requisite copies prepared according to requirement. Copy of the coaching material will be sent to PTC Saharanpur, Vadodara and Darbhanga for translation in Hindi, if necessary, and further supply to the Circles catered to by them. One copy of guide may be provided to each of the Postal Training Centres by Postal Training Centre, Mysore. 3. Necessary action to conduct classes for the willing candidates who appear for the LGO exam may please be taken. Services of resource persons from Inspector Posts cadre having aptitude may be utilized for coaching. Contents of this letter may be brought to the notice of all concerned. (Dept. of Posts No. 1-18/2001-Trg., dated 23-04-2002)
A.I.P.E.U. GROUP - 'C'

4. LGO EXAMS - CHANCES ALREADY AVAILED NOT TO BE COUNTED
It has been decided that the number of chances already availed prior to be issue of these orders should not be taken into account. The restriction on the number of chances should take effect from the date of issue of order imposing such restrictions (5 chances only) namely 20-4-89. Any chances availed of before this date should be disregarded. (DG (P) No. 60-127/35-SPB-I (Pt.), dt. 17-5-90)

5. REVIEW RESULT OF FAILED SC/ST CANDIDATE OF FTP (LSG/HSGII) EXAM.
It has been decided that there shall no review of the results of failed SC/ST candidates of the FTP examination, since the intention behind the FTP scheme is to induct effective and efficient supervisor, no further dilution of the standards is considered necessary. (DG (P) No. 44-18/2005-SPB II, dt. 6-7-05)
complaints that older officials are being sent for training. I would, therefore, advise you to ensure that younger officials with less than 10 years of service be deputed. If there are set of willing officials they should be preferred in the first instance. I would also like to reiterate that the officials deputed for such training need to be purposefully utilized at the station from where they have been deputed. (DG (P) No. 1-37/2001-Trg. Dt. 17-4-2002)

6. REVISED ORDERS ON POSTAL TRAINING TO SAS
Kindly refer to my D.O. letter no. even dated 30-1-2002 regarding training of Sorting Assistants in new activities. Your attention is drawn to para 5 of the aforesaid letter wherein it was mentioned that preference should be given to officials who have a maximum of 10 years of service in the sorting assistant cadre. 2. The intention was to train younger officials having less than 10 years of service. This office has received

7. ELIGIBILITY CONDITION FOR APPEARING IN DEPT. COMPETITIVE EXAM FOR PROMOTION TO P.S. GROUP 'B' CADRE
In continuation of this office letter of even number dated 20-7-03 on the above subject it is to further clarify that officials who are promoted to LSG or HSG and are having five years of service in the LSG either on notional or regular basis or in combination of posts would be eligible for appearing in the Deptl. competitive examination for promotion to PS group 'B'. (D.G.(P) No. 9-30/92-SPG, dt. 5-9-2003)

8. ELIGIBILITY OF OFFICIALS PROMOTED UNDER TBOP / BCR FOR APPEARING IN THE DEPARTMENTAL COMPETITIVE EXAMINATION TO PS GROUP B GRADE
Refer to DO letter No. R&E / 1-86/DLGs dated 17-09-2003 regarding eligibility of officials promoted under TBOP / BCR for appearing in the Departmental Competitive Examination to PS Group B Grade. In letter dated 28-07-2003 it was mentioned that the official promoted under TBOP / BCR are also eligible for appearing in the said departmental competitive examination if they have 5 years notional or regular service in LSG or higher grade. Therefore, there should be no ambiguity in the matter. While TBOP / BCR are financial up gradation granted on the basis of length of service, promotion to LSG / HSG.II which are supervisory provisions, is based on recruitment rules. 5 years service in these grades is the eligibility condition for appearing in Departmental Competitive examination for promotion to PS Group B. Any CAT case on the subject as apprehended may be defended effectively. (DG (P) No. 9-36/92-SPG dated 23-09-2003)

9. ELIGIBILITY CONDITION TO APPEAR FOR THE PS GR. B EXAMINATION IN R/O GENERAL LINE OFFICIALS - REGARDING
References from heads of some Postal Circles have been received in this Dte. seeking clarifications whether the officials (PAs) promoted under TBOP/BCR having 5 year continued regular service or more are also eligible for appearing in the P.S. Gr. B Examination. The matter has been examined in the Dte. I am directed to clarify that officials promoted under TBOP/
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BCR scheme are eligible to take the examination on completion of five years. Five years service in LSG are reckoned from the date the official is notionally promoted to LSG or higher grade as to be eligible for appearing in the Departmental competitive examination for promotion to P.S. Group 'B' grade. (No. B2/Gr.'B" Exam/2003, dt. 22-9-03)
A.I.P.E.U. GROUP - 'C'

10. SYALLABUS FOR S.B. INCENTIVE EXAMINATION
i) a) b) c) ii) a) b) c) d) e) f) g) Legislative Enactments The Govt. Saving Bank Act 1873 The Govt. Savings Certificates Act, 1959. The Public Provident Fund Act 1968. Rules The Post office savings Bank General Rules 1981 The Post Office Savings Accounts Rules 1981 The Post Office C.T.D. Rules 1981 The Post Office R.D. Rules 1981 The Post Office T.D. Rules 1981 The Public Provident Fund Scheme, 1968. The Post Office Monthly Income Account Rules, 1987. h) i) j) k) l) m) n) o) iii) a) National Savings Schemes Rules 1987. The P.O. Savings certificate Rules 1960. National Savings Certificate Rules VI issue, 1981. National Savings Certificate Rules VII issue 1981. Social Security Rules 1982 Indira Vikas Patra Rules 1988 Kisan Vikas Patra Rules 1988 National Savings Certificate VIII issue Rules 1989 Procedures P.O. S.B. Manuals Vol. I & II The examination will be without aid of books. Qualifying marks in 50 percent. (DG P&T No. 55-3-89-SB dt. 27-6-1989)

11. SYALLABUS FOR P.O. AND R.M.S. ACCOUNTANT EXAM.
Paper I :- (With Books) 3 hours 100 marks Part I FRS 1 to 56 SRS -1 to 203 CCS (Joining Time) Rules 1979 CCS (Leave) Rules 1972 CCS (Pension) Rules 1972 GPF (CS) Rules 1960 Part II : DA, HRA, CCA, CEA, and Allowances to ED Employees Paper II (With Book) 3 hours - 100 marks Part I 1) Financial Hand Book Vol. I & Vol. II 2) P&T Manual Vol. II (Chapters IV, V, VII, VIII, IX, X & XII) 3) Schedule of Financial Powers of Dept. of Posts. Part II 1) P&T Manual Vol. IV Chapter I, II, VIII, XII, XVI, XVII. 2) Postal Manual Volume VI, Part II & III (Relating to MOS, IPOS, BPOs, Sub Accounts & Accounts in SOS). Part III 1. Over time Allowance, Medical Reimbursement, HBA, LTC & Group Insurance Scheme. 2) Post Office Insurance Fund Rules - Procedure for POs. Notes: 1 : Both papers will consists of theoretical Questions and practical questions in the proportion of 1/3rd theoretical and 2/3rd practical questions. In both the portions, there will be some compulsory questions. Marks for theory portion would be 30 and those for practical portion will be 70. 2. For O.C. Candidates, Qualifying marks will be 45% in each paper and 50% in the aggregate. SC/ST candidates will require 38% and 43% marks respectively for qualifying in each paper and in the aggregate. (DG (P) No. 9-2/89-SPB II dt. 17-1-90)

12. SYALLABUS FOR JUNIOR ACCOUNTS OFFICER - PART I
Subject I - (Paper I Time 3 Hrs. Marks 250) Precis Writing, Drafting and Grammar Subject II i) F.R. 1 to 56, 109 to 127 Appendices relating to rates to Leave Salary and Pension Contribution and SRs 1 to 203. ii) CCS (Joining Time) Rules 1979 iii) CCS (Leave) Rules, 1972 iv) CCS (Pension) Rules, 1972 v) CCS (Commutation of Pension) Rules, 1981 vi) Leave Travel Concession. vii) G.P.F. (CS) Rules, 1960. viii) O.T.A. Rules ix) Rules and instruction relating to all allowances,
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advances and reimbursement. (eg. Conveyance Allowance, H.R.A., C.E.A. Productivity Linked Bonus, Medical Reimbursement, Group Insurance, H.B.A. etc.) Paper - II Theory (Without Books) Time 2 hrs. Marks 100 Paper - III Practical (With books) Time 3 hrs. Marks 150. Subject - III General Financial Rules and Procedure. i) P&T FHB Volume-I ii) P&T FHB Volume-II iii) P&T Manual Volume-II (Chapter IX, X, XII) iv) P.A.M. Volume-I
A.I.P.E.U. GROUP - 'C'

v) Appendix 5 to P.A.M. Volume- I. vi) Delegation of Financial Powers Rules 1978. vii) Schedule of Financial powers of officers of the Department of Posts. viii) Demand for grants, Appropriation of Accounts (P) and Audit Report (Posts) for the relevant year. ix) Constitution of India Article 107 to 123, 148 to 151, 264 to 290, 311, 323 A. Paper -IV Theory (Without Book) - Time : 2 Hrs. Marks 100 1. Fundamental Principles of Accounting. 2. Final Accounts. 3. Bills of Exchange and Promissory Notes. 4. Depreciation Reserves and Provisions. 5. Receipts and Payments Accounts, Income and Expenditure Account and Balance Sheet. 6. Company Accounts - Introduction, Shares,

Debentures etc. Company Accounts : Final Accounts. Cost Accounts. Criticism of Financial Statements, Inflation Accounting. 10. Accounting Ratios. 11. Cash and Funds Flew Statements, Cash Budgets and Working Capital. 12. Management Accounting. (Vide DG(P) No 3-10(iii)/ 88/PACE/2208 to 2237, dt. 23-2-88) Paper -V Practical (With Books) Time 3 Hrs. marks : 150 (Total 3 subjects 5 papers and maximum of marks 650) Note: Not more than 53 years of age on the first day of January of the year writing the exam. (DG (P) No. F-3-10(VIII)/90-PAC/46 dt. 9-4-90) 7. 8. 9.

13. SYALLABUS FOR JUNIOR ACCOUNTS OFFICER - PART II EXAMINATION (POSTAL)
Subject - I i) Book keeping to the trial balance. ii) Bank Reconciliation Statement. iii) Final Accounts. iv) Bills of Exchange. v) Depreciation, Reserves and Provisions. vi) Receipts and Payments Accounts, Income and Expenditures Accounts. vii) Self Balancing Ledger. viii) Single Entry. ix) Correction of Errors. x) Accounts Current and Average Due Dates. xi) Funds Flow Statements. xii) Financial Appraisal of Projects. xiii) Elements of Costs: Cost Sheets or Statement of costs, purchase control, stored control, Method of valuing material issue, Material control, Labour cost computation and control, Labour Remuneration and incentive, Labour Accounting and Control, Overhead Accounting and Control overhead accounting, and control Depreciation Unit costing, Job costing, Batch Contract, costing, Marginal costing, Reconciliation of costs and Financial Accounts, Standard Costing. Paper vi) Practical without books - 3 hours and 150 marks Subject II : Postal Accounts P.A.M. Volume II (except chapter on Government Security, Army Postal services and Custom Duty) ii) Postal Manual Volume-VI Part I and II iii) Postal Manual Volume-VI Part III (Chapter I & II only). iv) Saving Bank Manual. v) P.O. Insurance Fund Rules. vi) Manual of SB Controls Pairing and Internal Check Organisation. vii) Book of P&T Accounts Office Form. viii) Book of P&T Accounts Form ix) Accounting Procedure for P&T Motor Service. Paper VII - Theory without books - 2 hours and 100 marks. Paper VIII - Practical with books- 3 hours and 150 marks. Subject III- Civil Works Accounts and Procedure i) C.P.W.D. code ii) C.P.W.D. Accounts code with Appendices and Forms. iii) C.P.W.D. Manual. iv) Book of Forms. Paper IX Practical with book - 3 hours and 150 Marks. (Total 3 Subject 4 papers and maximum marks 550) (DG (P) No. 3-10/3/89/PACE/1564 to 1604 dt. 24-11-89) i)

14. SYALLABUS FOR DEPARTMENTAL COMPETITIVE EXAMINATION FOR PROMOTION OF GENERAL LINE OFFICIALS TO PSS GROUP 'B'
First Paper (With aid of books) 100 marks Postal Manual Volume V (Postal Offices and Railway Mail Service General Regulations).
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Postal Manual Volume IV Part I - whole Establishments Chapter I Appointments & Promotions Chapter II Transfers and Postings
A.I.P.E.U. GROUP - 'C'

Chapter - III Leave Chapter IV Pension and Gratuities Appendices Appendix 6 Casual Leave Appendix 23 Volunteers for field service Appendix 36 Departmental Examination Appendix 39 Rules of Recruitment for stamp vendors. Brochure on reservation for SC/ST candidates Postal Manual Volume II - General Regulations. Chapter I Organisation Chapter IV Personal Matters Chapter V Security Deposits Chapter VI Stock Chapter VII Forged, Counter feit and defaced Postage Stamps, Silver coins and Currency notes Chapter XI Misc. Rules Chapter XII Budget Estimates and Control Postal Manual Volume III. Chapter I Discipline Appeals and petitions Schedule 1-A CCS (CCA) Rules 1985 1-B Rules relating to conduct ant service of the Postal ED Agents. Schedule 5 Administrative powers of Post Master, Report on the time test in the Post Office by R.V. Maratha & M.K. Report. CCS (Conduct) Rules 1964 Second Paper (with aid of books) 100 marks.

Post Manual Volume III Full Less RLO Post Office Guide Part I : Whole Post Office Guide Part II : Whole Post Office Guide Part IV : whole Vol. VI Part I : Whole Part II : Whole Part III : Whole Manual for SBCO : Whole Branch office Rules Third Paper (with the aid of books) 100 marks. 1. Postal Financial Handbook : Volume I & II 2. Schedule of Financial Powers 3. FRS/SRS 4. CCS (Pension) Rules 5. CCS (Leave) Rules 6. Postal Manual Vol. II Chapter III : Appeals and Petitions. Fourth Paper (without books) 100 marks General Knowledge and Intelligence 75 marks. i) General Knowledge with special reference to: a) Public Relations b) Staff Relations c) Grievance handling d) Staff Welfare e) Supervisory skills, and Office Management. ii) Precis Writing 25 marks (DG (P) No. 11/86-SPG dt. 14-8-86)

15. SYALLABUS OF DEPARTMENTAL EXAMINATION FOR PROMOTION TO BE GRADE OF "INSPECTOR OF POSTS"
PAPER I (Without the aid of books) Time : 3 hours Max. Marks : 100 1. P&T Manual Vol. V 2. P&T Manual Vol. IV (Chapters I and II (except traffic and engineering portions (III, V, VIII, XII, XVI & XVII). 3. P&T Manual Vol. II (Chapters II, IV (Rules 127 to 147 only) V and VI. 4. CCS (Conduct) Rules 1964. 5. Postal Manual Vol. III (Schedules I-A, I-B, I-B(I) 4 and 7) 6. Time test by Shri. R.V. Marathe. PAPER II (Without the aid the books) Time : 3 hours Max. Marks : 100 a) 60 Marks (i) P&T Manual Vol. VIII where except chapter I (ii) PO Guide Part I and II. b) 20 Marks (i) Postal Manual VI Part I, II and III (ii) Post office Savings Bank Manual Vol. I and Vol. II. (c) 20 Marks. Postal Manual Vol. VII.
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PAPER 3 (With the aid of books) Time : 3 hours Max. Marks : 100 i) P&T Financial Hand book Vol. I Chapter II to VI and Chapter VIII to XIII and Appendix-11. ii) Postal Financial Hand Book Vol. II chapter II, IV and V. Note : The appendices referred in the above chapters are also included in the syllabus. iii) Fundamental rules whole except Rules 82, 94 to 100, 102 and 109 to 130. iv) Supplementary rules whole including appendices except rules 166 to 174, 242 to 266, 274 to 283 and 307 to 310. v) CCS Pension Rules 1972, CCS Leave rules 1972, CCS Joining Time Rules 1979. PAPER 4 (With the aid of books) Time : 3 hours Max Marks : 100 i) Indian Post Office Act of 1898. ii) The Government Saving Bank Act of 1873 as amended by the Government savings Bank (amendment) Act 1959. iii) The Government Saving Certificates Act 1959. iv) The Indian Panall code chapters I, II, V, IX, XII to
A.I.P.E.U. GROUP - 'C'

section 424 and XVIII to section 477A. v) The Indian evidence act. vi) The code of criminal procedures chapters I, V, VI, VII, XIV, XXII, XXIV, XXV, XXXIX to XIII. vii) Central Administrative Tribunal Act 1985. viii) Consumer protection act 1986. PAPER 5 Time : 3 hours Max Marks : 100 Essay 30 marks General knowledge 30 marks Computer basics 10 marks Intelligent test 30 marks. Syllabus for General Knowledge section will cover History, Geopraphy, Culture and Constitution India. (DG (P) No. 1-11/2001-Trg. dt. 18-7-01) CORRIGENDUM This is with reference to Sr. DDG (CP)s D.O. letter

of even no. dated 13/18-07-2001 regarding syllabus for the examination for the Departmental candidates to the cadre of "INSPECTOR POSTS". Please include the corrigendum as follows: PAPER 2 Column b) iii) may be added as follows : Branch office Rules read along with GDS conduct and Employment Rules 2001 (formerly ED agents conduct and service Rules 1965). PAPER 4 Column IV ; Indian Penal Code. Please include chapter XVII after chapter XII and before to section 424. Column VI : The code of criminal procedure chapter XXXIX to XIII may please be read as XXXIX to XLI. The receipt of this letter may kindly be acknowledged. (D.G.(P) No. 1-11/2001-Trg. dt. 22-10-01)

16. OFFICIALS CAN BE ALLOWED TO APPEAR DEPARTMENTAL EXAMINATIONS UNDER SUSPENSION
The question whether an official who submits an application for permission to sit at the examination for departmental candidates, and against whom either disciplinary proceedings have been initiated or who is under suspension should be allowed to take the examination or not, has been under consideration for some time past. It has now been decided in consultation with the Ministry of Home Affairs that such an official might be admitted to the examination even though he may be under suspension or disciplinary proceedings might have been initiated against him, if he satisfies all the other conditions prescribed for admission to such examination. The official can, however, be promoted only after the disciplinary proceedings are over and he is completely exonerated. If on the basis of the disciplinary proceedings any punishment is imposed (other than removal, dismissal or retirement, in which case the question would not arise), the appointing authority should consider each case on its merits to see whether a person should be promoted in spite of the penalty imposed on the basis of the results of the examination which he has passed. If it is decided to promote him, then he should be promoted only after the expiry of penalty (other than ensure), but his seniority in the higher grade may be determined on the basis of the rank obtained in the competitive examination. (D.G. P&T's letter No. 7/31/63-SPB.II dated the 25th June 1965)

17. COMPETITIVE EXAM - CANDIDATES OBTAINING EQUAL MARKS SELECTION AND DETERMINATION OF INTER-SE-MERIT.
I am directed to invite your attention to this office letter of even no. dated 8-9-94 on the subject mentioned above and to state that para 2 of erstwhile DGP&T letter No. 27-24/65/NCG dated 7-4-66 may be deleted and substituted by the following para in its place. "SELECTION" :- If two or more candidates got clubbed due to obtaining of equal marks against last vacancy to be filled on the basis of the competitive exam. Selection of senior-most of such candidates in the merit shall be made based on their Inter-SeSeniority in the feeder post, if they belong to common seniority list, if not their length of regular service in the feeder post may be taken into account for this purpose. Above amendment issues in the light of Deptt. of Personnel & Training U.O. No. 6-6/93/Estt.(D) dated 18-5-93 and will apply to all exams held by the Deptt. of posts in the year 1993 and onwards. The above instruction may please be brought to the notice of all concerned. [D.G.(P) No. 5-10/93/DE dated 8-11-95]

18. NO. OF CHANCES FOR IPO EXAMINATION :
"A candidates is allowed a maximum of four chances to appear in the IPO examination. 70 percent aggregate marks more in 4th chance may be allowed
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one more chance as a special case." "SC/ST candidates may be allowed six chances." [DG (P) No. 7/24/80-80-SPB II dt. 5-9-81]
A.I.P.E.U. GROUP - 'C'

19. RELAXATION OF AGE LIMIT AND REMOVAL OF LIMITED CHANCES TO APPEAR FOR J.A.O. PARTS I & II EXAM:
Relaxation of age limit : Part I 53 years. Part II No age limit. No. of chances : six chances to appear Part I exam. Indefinite chance, however may be allowed to those candidates who secure 30 per cent marks or above in the aggregate in any one of the last two chances availed of by them. [Dept. of Telecom. NO. 36-1/90-SEA dt, 10-7-90]

20. COUNTING OF TRAINING PERIOD FOR THE PURPOSE OF DRAWING INCREMENTS-CLARIFICATION REGARDING
(i) Under FR 26 only duty in a post on time scale counts for increments in that time scale. As per FR 9(6)(a) (i) the services as a probationer or apprentice is treated as duty provided that service is followed by confirmation. As such, the training period during which a Government Servant is not remunerated in the scale of pay attached to the post cannot be treated as duty. 2. The staff side in the National Council (JCM) have raised a demand that the training periods should be counted for the purpose of drawing increments as otherwise the concerned staff, particularly the nongazetted in the technical Departments, where the training periods is a long one is put to perpetual disadvantage vis-a-vis the staff in non technical job who are recruited along with technical staff in the same scale of pay. 3. The matter has been considered in The National Council (JCM) and it has been decided that in case where a person has been selected for regular appointment and before formally taking over charge of the post for which selected person is required to undergo training, training period undergone by such a Government Servant whether on remuneration of stipend or otherwise may be treated as duty for the purpose of drawing increments. 4. These orders take effect from the 1st of the month in which this OM is issued. (OM No. 16-16/89-Estt (Pay-I) dt. 22-10-90)

21. RMS GROUP B EXAM FOR THE GENERAL LINE OFFICIALS ELIGIBILITY THEREFORE
It is stated that in so far as syllabus for this Examination is concerned, it is in no way exhaustive than that prescribed for I.P.O.'s examination. Further the first three papers are to be attempted with the aid of books whereas in the IPO's examination this relaxation is not there. As regards, eligibility of cadres to appear in the examination, it is hereby clarified that the officials belonging to RMS, MMS and RLO cadres and not eligible to appear in this examination. (DG (P) No. 11-7/86-SPG, dt. 30-12-86)

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A.I.P.E.U. GROUP - 'C'

4. RECRUITMENTS
1. DEPARTMENT OF POSTS (POSTAL ASSISTANTS AND SORTING ASSISTANTS) RECRUITMENT RULES 2002
I am directed to forward herewith a copy of notification dated 9-1-2002 published in the Gazette of India, Extraordinary, Part II, Section-3 sub section (i) dated 10-1-2002 promulgating the Revised Recruitment rules for the posts of postal/Sorting assistants. These rules are effective from 10-1-2002, the date of publication of the notification in the Gazette of India. Recruitment to the posts of PA/SA will be in accordance with the notified rules, special attention is attracted to the following provisions. a) In column of 8 of the schedule to the Recruitment rules, knowledge of local language of the state concerned has ben made as essential qualification. The candidate should have studied the local language as a subject at least up to matriculation level to be eligible for the post. b) The minimum educational qualification for direct recruits for the post is 10+2 standard or 12th class pass of a recognized University or Board of school education or Board of secondary education with English as a compulsory subject (excluding vocational streams). (c) The educational qualification of GDS candidates for the post of PA/SA minimum marks to be secured by them, and age limit have been provided from column 11. d) As per para 6 of the Revised Recruitment Rules, any person appointed to the said posts shall be liable to service in the Army Postal Service in India or abroad as required. It is requested that the provisions of recruitment rules may be brought to the notice of all concerned. Relevant revised provisions may be suitably incorporated in future notifications of vacancies.

2. COPY OF NOTIFICATION (DOP) DATED 9TH JANUARY, 2002
G.S.R. ...(18)(E).........In exercise of the powers conferred by the proviso to Article 309 of the Constitution and in supersession of the Department of Posts (Postal Assistants and Sorting Assistants) Recruitment Rules, 1990, except as respect things done omitted to be done before such supersession, the President hereby makes the following rules regulating in the Department of Posts, Ministry of Communications, namely :1. Short title and Commencement :(1) These rules may be called Department of Posts (Postal Assistants and Sorting Assistants) Recruitment Rules 2002. (2) They shall be into force on the date of their publication in the Official Gazette. 2. Application ;These rules shall apply to the posts specified in columns of the Schedule annexed to these rules. 3. Number of Posts their classification and scale of pay :The number of posts their classification and scale of pay attached there to shall be as specified in col No. (2) to (4) of the said Schedule. 4. Method of recruitment, age limit, qualification etc. The method of recruitment, age limit, qualification and other matters relating to the said posts shall be as specified in columns (5) to (14) of the said Schedule. 5. Disqualifications :- No person :(a) Who, has entered into or contracted a marriage
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with a person having a spouse living ; or (b) Who, having a spouse living, has entered into or contracted a marriage with any person. Shall be eligible or appointment to the said post. Provided that the Central Government may, if satisfied that such marriage is permissible under the personal law applicable to such person and the other party to the marriage and there are other grounds for doing so, exempt any person from the operation of this rule. 6. Requirement to serve in the Army Postal Services :Any person appointed to the said posts shall be liable to serve in the Army Postal Service in India or abroad as required. 7. Power to Relax : Where the Central Government is of the opinion that it is necessary or expedient so to do, it may by order, and for reasons to the recorded in writing, relax any of the provisions of these rules with respect to any class or category of persons. 8. Saving :Nothing in these rules shall affect reservations and other concessions required to be provided for the Scheduled Castes, the scheduled Tribes, the Other Backward Classes, the Ex-Serviceman and other categories of persons in accordance with the orders issued by the Central Government from time to time in this regard. (DG (P) No. 6-29/98-SPB-I, dt. 25-1-2002)
A.I.P.E.U. GROUP - 'C'

3. RECRUITMENT TO THE CADRE OF POSTAL/SORTING ASSISTANT-REG.
I am directed to refer to this Department's Notification No. 60-29/98 SPB-I dated 9-1-02 promulgating the Department of Posts (Postal Assistants and Sorting Assistants) Recruitment
1. Point raised Whether the revised recruitment rules PA/SA will also be applicable to the cadre of PA (SBCO) and PA (CO/RO).

Rules 2002. Some of the Circles have sought clarifications regarding applicability etc. of these rules. These have been examined and the position clarified as under:-

2.

3.

4.

5.

6.

7.

8.

If candidate has passed 10+2 without English and passed graduation with English whether such candidates can be considered educationally qualified and eligible for recruitment to the cadre of PA/SA. In case of GDS minimum qualification is prescribed as 10+2 whether candidates who have passed 10+2 without English and working as GDS are eligible for promotion to the cadre of PA/SA. In the Col. 11(b) it has been mentioned that if vacancies remain unutilised by GDS they shall be filled by subsequent direct recruitment of other open market candidates. Whether unutilised vacancies are to be offered to candidates of direct recruitment of the same year by raising vacancies declared for direct recruitment quota. Whether the scheme for promotion of lower grade officials to the cadre of PA/SA under incentive scheme is in existence. Whether officers of BSNL can be nominated in DPC constituted in connection with recruitment of PA/SA. Whether Gr. D of P&T dispensary can be allowed to appear in LGO examination for promotion to the cadre of PA/SA. Whether lower grade officials who have already availed maximum of six chances as prescribed to appear in LGO exam. for promotion to the cadre of PA/SA under Special recruitment drive to fill up back log vacancies reserved for physically handicapped SC/STs are eligible.

Clarification In respect of PA(SBCO) and PA (C.O./R.O.) there are different sets of recruitment rules notified vide Dept. Notification No. 6029/98 SPB-I dated 9-1-2002 clearly specified the posts which these rules are applicable. Hence no further elaboration is required. The candidates who have passed 10+2 without English but who possesses the qualification of graduation with English should be considered as educationally qualified for the recruitment to the cadre of PA/SA.

Gramin Dak sevaks are outsiders. The educational qualifications prescribed for direct recruits will be applicable in the case of Gramin Dak Sevaks also. Recruitment rules are being amended to make this point explicit.

The revised recruitment rules clearly stipulates that the unfilled vacancies of Departmental quota which remain unutilized by the GDS shall be filled by subsequent direct requitement of other open market candidates of direct recruitment of the same year by raising vacancies declared for direct recruitment quota as this will create complications since the marks of GDS are to be compared with the last direct recruit of the relevant category of the same year. Such unfilled vacancies should be filled through direct recruitment by renotifying those unfilled vacancies. No. There is no provision in the recruitment rules for giving any such promotion.

Constitution of DPC is clearly mentioned in Col. 13 of the Scheme and should be strictly followed. In Col. 12 of the schedule to the Rectt. rules the categories of officials who are eligible for promotion to the cadre PA/SA through LGO examination has been given. No other category of officials are eligible for consideration. The restriction of 6 chances will be applicable for the LGO examination which are held in the normal course. The chances availed under the Special recruitment drive to fill up the backlog vacancies of reserve categories are governed by the relevant instructions issued for filling up the backlog vacancies from time to time.

(D.G.(P) No. 37-25/2001-SPB I dt. 28-5-2002)
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4. RECRUITMENT PROCEDURE TO CADRE OF POSTAL/SORTING ASSISTANTS IN POST OFFICES - CLARIFICATIONS
Refer to this Department's letter No. 60-1/2002SPB-I, dated 1-7-02 on the above subject. Some of the Circles have sought certain clarifications
Sl. No. 1. Point Raised Whether the unfilled vacancies of departmental quota, which are to be offered to eligible GDS's as per recruitment rules are, required to be cleared by the Screening Committee for finalizing Annual Direct Recruitment Plan. Approval be given for filling up of certain direct recruitment vacancies which were not included in the proposal by the Circles furnished for drawing the Annual Direct Recruitment Plan.

regarding recruitment rules procedure to the cadre of Postal/Sorting Assistants in Post Offices. The points raised are clarified as under:-

Clarification Recruitment of GDS candidates to the cadre of PA/SA is not a promotion but direct recruitment as Gramin Dak Sevaks are not departmental employees. The vacancies meant for direct recruitment, irrespective the category from which they are filled, are required to be cleared by the Screening Committee before it is filled up. The vacancies cleared by the Screening Committee for being filled up have already been communicated to the Circles vide this Department's letter No. 60-29/98-SPB-I (Pt.II), dated 11/ 6/02. As already indicated in this letter, there is no scope for any change in the allocation. If any vacancy has not been included in the Annual Recruitment Plan proposal, it cannot be filled. Hence no reference regarding grant of approval for filling such vacancies will be entertained. As already clarified in this Department's letter No. 60-31/97SPB-I, dated 31/1/2001. Employment Exchange registration need not be insisted upon for direct recruitment to the cadre of PA/SA. Composition of Departmental Promotion Committee as indicated in Col. 13 of the Schedule to the Recruitment Rules to the cadre of PA/SA is meant for confirmation purposes. The composition of the interview Board for direct recruitment will be as indicated in this Department's letter No. 60-36/93-SPBI, dated 28/2/95. The unfilled vacancies of the Departmental quota are offered to GDSs. However, there may be a situation where due to certain unavoidable circumstances like ban on direct recruitment or litigation, direct recruitment may be held up. In such cases where direct recruitment cannot be made, the question of making recruitment from GDS candidates will not arise as direct recruitment from open market candidates and from GDS candidates are done simultaneously. (D.G.(P) No. 60-1/2002-SPB-I, Dt. 6-9-02)

2.

3.

Whether Employment Exchange registration is to be insisted for making recruitment. Whether the DPC as prescribed in the recruitment rules has to conduct the interview or whether interview. Board mentioned in the Department's letter No. 60-36/93-SPB-I, dated 28/2/95 is to conduct the interview. If the direct recruitment is not made in any year. While the recruitment from GDS to PA/SA is to be made in the year, then who will be the last direct recruit of the same year?

4.

5.

5. REVISED RECRUITMENT PROCEDURE FOR POSTAL ASSISTANTS/SORTING ASSISTANTS
I am directed to refer to this Department's letter No. 60-36/93-SPB.I dated 28th February, 1995 by which the Recruitment procedure for direct recruitment to the grade of Postal Assistants/Sorting Assistants was revised. Certain clarifications sought for by the Circles with reference to the recruitment procedure were also issued from time to time. In the mean time, a number of suggestions were received from the Circles to further streamline the procedure. Accordingly, a Committee
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consisting of the Chief Postmaster General, Karnataka Circle as Chairman, the Chief Postmaster General, Andhra Pradesh Circle as Member and Director (Staff), Department of Posts as Member Secretary was constituted to look into the existing procedure, suggestions received from the Circles, judicial decisions in the matter and recommend a revised procedure for recruitment. 2. The report submitted by the Committee was placed
A.I.P.E.U. GROUP - 'C'

before the Postal Services Board. The Board has considered the recommendations of the Committee and approved a revised procedure for recruitment to the cadre of Postal/Sorting Assistants. A copy of the revised recruitment procedure is enclosed for necessary action and compliance. This procedure will be applicable for direct recruitment to the following grades : a) Postal Assistants in Post Offices. b) Postal Assistants in Circle Offices and Regional Offices. c) Postal Assistants in Returned Letter Offices. d) Postal Assistants in Savings Bank Control Organisation. e) Sorting Assistants in Railway Mail Service. f) Postal and Sorting Assistants in Army Postal Service. (3) Pricing and sale of application form and prospectus: The cost of the prospectus, application form etc. will be Rs. 10. The form will be sold in full set only. The sale of forms may be done through all the Head Post Offices, Sub Post Offices and other Post Offices to be selected by the Head of Circle. (4) Short-listing of candidates : (a) The process of recruitment will be done on centralized basis. (b) The candidates will be short-listed to the extent of 10 times the number of vacancies. (c) The marks of 10+2 level will only be taken into account for the purpose of Short-listing. Weightage to the marks of 10+2 will be 40% and a merit list of all the eligible candidates with 40% weightage will be prepared. No bonus marks will be awarded for higher qualifications. (d) The vocational courses are not to be considered equivalent to 10+2. The candidates having qualification in vocational course after matriculation will not be eligible. (e) The short-listed candidates will be issued with the hall permits and addressed to appear for the written test. The procedure for processing applications and maintaining records is in Annexure-IV. (5) Examination Fee : An Examination Fee of Rs. 100 will be charged from the general candidates. For SC/ ST/OBC/Ex-Servicemen/Physically handicapped candidates, the Examination Fee will be Rs. 50/-. The fee will be credited under unclassified receipts in any post office. Only the short-listed candidates will be asked to credit the amount in any post office and bring the receipt in original for admission to the aptitude test. However, a Post Office with limited functions can function in the examination hall premises on the day of aptitude test to accept the fees, in case any candidates has not credited the amount earlier and desires to credit
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the same on the day of test. (6) Aptitude test : (a) The candidates who are called for the aptitude test and who produce the receipt for having credited the examination fee will only be permitted to take the test. (b) The aptitude test will carry 100 marks. The question paper shall contain 50 objective type questions of 2 marks each and will include 10 questions on English, 10 questions on Mathematics and 20 questions on General Knowledge and 10 questions on Reasoning and analytical obility. The duration of the test will be 60 minutes. (c) The question paper will be set by an officer of JAG level within the Circle. However, the CPMG will have the discretion to get the question papers set by an officer of JAG level outside the Circle, if he considers it necessary, in consultation with CPMG concerned. (e) Apart from setting of the question paper, required number of copies will also be prepared by the Circle and sent in sealed packets. The key of the question papers will be prepared by the paper setter but the key will be sent to the indenting Circle only after the date of the examination. (f) The valuation of the papers will be entrusted to Group-A officers in STS and above within the Circle or to the question setter. (g) 50% Weightage of marks secured in Aptitude Test will be given for final selection of the candidates. (h) Appearing in this test will be compulsory. (7) Bonus Marks for higher qualification: No bonus marks for higher qualifications will be awarded. (8) Type test : There will be no test to assess typing knowledge on the typewriters. However the typing knowledge shall be tested on computer. (9) Computer Test : The data entry knowledge and typing knowledge shall be tested on computer. The weightage for computer test will be increased from 5 to 10 marks. The test shall include one passage in English or Hindi to be typed to test the typing knowledge. It shall also include data entry of some data consisting of figures and letters. The test shall be for 30 minutes- 15 minutes for each part, i.e. typing knowledge and data entry and each part shall be given 5 marks. Marks shall be given at 0 or 5 based on whether the candidates achieve minimum standard or not. There will be no graded marks. The question paper for the whole Circle shall be set at Circle level. A software shall be developed for conducting the test so that the valuation can be done instantly on completion of test and certified by the supervisor and the candidate. A sample of software is in Annexure-V.
A.I.P.E.U. GROUP - 'C'

(10) Interview : The interview now being held shall be dispensed with. (11) Scrutiny of applications etc. :(a) Receipt of applications etc. and maintenance of X,Y and Z registers (Annexure-IV) should be done by OA/PA and checked by the ASP/Inspector/Supervisor entrusted with the work who will be responsible for correctness of all entries made. The entries made in the registers should be checked and certified by the Divisional Superintendent or the office-in-charge of recruitment in the Division. (b) The entries in all parts of Y and Z registers will be checked by the Recruitment Committee consisting of Divisional Supt./Head of Office/Incharge of the recruiting division/unit and two Divisional Supdts. of the neighbouring units. Out of the three officers, one should be belonging to SC/ST and at least one officer in Group A. If there are more than 10 vacancies, one officer belonging to minority community may also be coopted as member. The Senior most officer among the three officers will be the Chairman of the Recruitment Committee. In addition, the Committee will also carry out test a check of entries made in 'X' Register with reference to the relevant applications. (13) Final Merit List : The final merit list of 100 marks shall be consisting of different components as given below : (a) 40% weightage to the marks of 10+2 or 12th Class; plus (b) 50% weightage to the marks secured in aptitude test; plus (c) 5 marks for knowledge of typing on computer. (d) 5 marks for data entry in Computer. The final select list will be displayed in the Notice Board of the Recruiting Unit and Head Post offices in the Division. One copy of the select list should be sent to CO/RO on the same day of declaration of select list. (14) Waiting list : A waiting list shall be prepared only to the extent of vacancies announced in the relevant category. The candidates of the waiting list may be considered only in case the selected candidates do not respond or refuse to accept the offer. The names of candidates in the waiting list will not be announced. This list will be current for six months only from the date of declaration

of result and will be strictly operated against drop-outs from select list and not against any other vacancy or in any other contingency. (15) Issue of appointment order : The appointment orders to the selected candidates should be issued only after satisfactory completion of training. However, such appointment order shall not be issued unless all the pre-appointment formalities, verification of certificates, etc. are completed and there is clear vacancy for appointment. (16) Recruitment of PA/SA for deputation to APS: (a) The candidates should be asked to produce a medical certificate from the Govt. Medical Officer in the prescribed format (Annexure-III, Part 'A' Appendix-I). (b) The Medical Examination of all the candidates shall be done at the same station in consultation with the Zonal Army Recruitment Centre. (c) The candidates found unfit on medical and physical examination shall have no right to claim appointment in the Postal/RMS division concerned. (17) Period of preservation of recruitement records: (a) Applications received are entered in 'X' Register. Acceptable applications are sorted out and sent to the selected officers for scrutiny and orders. Accepted applications are entered in 'Y' Register. A merit list is prepared based on total marks obtained and entered in 'Z' register. (b) The applications received, answer books, soft copy of the registers, if any, the Receipt Register, X-Register and Y-Register will be preserved for 3 years or till the court case/Vigilance case/disputes are decided, whichever is later. (c) Z Register will be preserved for a period of 40 years since it contains the relative merit and eventually seniority in the cadre. (d) The application of the selected and appointed candidate shall be filed as the first serial in the Personal File of the official. (18) In case a candidate applies from more than one Division, the recruiting unit from where he appears for the exam would be deemed to be the Recruiting Division and the application submitted from other recruiting units will not be considered. This will be mentioned in the application form. (D.G.(P) No.51-2/2003-SPB-I, dt. 10-11-2004)

6. INTRODUCTION OF FAST TRACK PROMOTION TO FILL UP LSG/HSG-II POSTS IN PO & RMS OFFICES-AMENDMENT TO RECRUITMENT RULES
Refer to this Department's letter of even number, dated 11-2-2002 on the above subject. A copy of the revised Recruitment Rules for LSG/HSG-II Posts in PO&RMS Offices notified in the Gazettee of India on 7-2-2002 was forwarded to Heads of all Circles by letter, dated 19-2-2002. A number of Circles have
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sought clarification relating to the Fast Track Promotion Scheme and other connected issues. The points raised by the various Circles are clarified as under:Point 1. LSG being a Divisional cadre, in the absence of Circles seniority list for the feeder cadre,
A.I.P.E.U. GROUP - 'C'

how to convene the DPC at Circles level for promotion to LSG. Clarification- As LSG is a Divisional cadre, there is no need of preparing any Circle seniority list for promotion to LSG. As regards promotion to HSG.II, instructions contained in this Department letter No. 619/82-SPB-II, dated 13-3-1986 and 2-6-1986 may be followed. Point 2. Since LSG/HSG-II posts were filled up by posting according to Divisional/Regional seniority respectively, whether all the posts filled up by posting can now be filled up by promotion by seniority cumfitness basis. Clarification- Vacancies in norm-based LSG and HSG-II posts which existed prior to the notification of the revised Recruitment Rules may be filled up notionally in terms of the relevant Recruitment Rules as envisaged in the instructions contained in the Department's letter No. 4/16/2002-SPB-II, dated 12-11-2002. Vacancies in LSG and HSG-II posts that arose after the notification of the revised Recruitment Rules on 7-2-2002 will be filled up in terms of the provisions of the revised Recruitment Rules. Point 3. Whether all the vacancies in LSG/HSG-II available prior to the date of issue of amendment of Recruitment rules can be filled up now by senioritycum-fitness without any apportioning of vacancies as 1/3 or 2/3. Clarification- Clarification given against Item No. 2 above may be referred to. Point-4. Service condition has been stipulated for promotion to HSG-II from LSG. Since all the vacancies were filled up by posting only, how the services in LSG is to be reckoned. Clarification- Instructions contained in this Department's letter No. 4-16/2002-SPB-II, dated 1211-2002 may be referred to. Clarification given against Item No. 2 above is also relevant. Point 5. Some of the LSG norm-based posts are already manned by earlier LSG 1/3 & 2/3 quota officials. After issue of Order No. 137-55/96-SPB-II, dated 28-71999, the norm-based LSG and HSG-II posts were filled up by BCR officials who have not been promoted to LSG/ HSG-II through DPC. It needs clarification whether the norm-based posts which are presently manned by BCR officials are to be treated as filled up or vacant. Clarification- Instructions contained in this Department's letter No. 4-16/2002-SPB-II, dated 1211-2002 may be followed. Point 6 - Whether these amendments to Recruitment Rules will be applicable to SBCO staff. Clarification- Amendments to Recruitment Rules are not applicable to SBCO staff as Recruitment Rules for LSG and HSG-II posts in Post Offices and RMS Offices only have been amended.
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Point 7- In respect of HSG-II, the condition of eligibility for promotion through seniority-cumfitness is shown 10 years service in LSG and for selection through aptitude test 8 years in LSG. It is not clear whether LSG means regular LSG selected against erstwhile 1/3 or 2/3 quota or also those in TBOP/BCR working against norm-based LSG/HSGII posts. Clarification- As per the instructions contained in this Department's letter No. 4-16/2002-SPB-II, dated the 12th November 2002 norm-based LSG/HSG-II posts are to be filled up notionally in terms of the relevant Recruitment Rules from the year when the norm-based promotions have not been carried out. Notional seniority in LSG may be taken in to account for reckoning eligibility for HSG-II. Point-8. In the Recruitment Rules, it is laid down that PA/SA having not less that 16 years of service are eligible for consideration for promotion against 1/3 LSG norm-based posts. There is no maximum service limit prescribed in the Recruitment Rules. BCR officials can also claim against these posts. Otherwise, they will have to work as Postal Assistant under the supervision of LSG supervisor drawing less pay scale. Clarification- BCR is only a financial upgradation given whereas LSG is a sanctioned cadre. In future, only service rendered in LSG including notional service in LSG will be reckoned for promotion to HSG-II. In view of this, an official who has been given BCR scale and who has not been formally appointed to LSG may be given the option for being considered for promotion to LSG. If he declines appointment in LSG, he will not be considered for promotion to HSG-II and HSG-I when vacancies arise in these grades. Point-9. Most of the PA/SA having 16 years of service are promoted to LSG grade TBOP scheme. Whether selection of such officials against supervisory LSG posts will involve transfer/placement only or involve higher responsibilities warranting fixation of pay and benefit under FR 22 (1) (a) (i). Clarification.- Selection of TBOP/BCR scheme shall be final based posts is to be treated as placement. Benefit of fixation of pay under FR 22 will not be admissible. The financial benefit allowed under the TBOP/BCR scheme shall be final and no pay fixation benefit shall accrue at the time of regular promotion i.e. posting against a functional post in LSG. Point 10. On introduction of TBOP/BCR schemes, the posts of A/Cs line had lost its entity. It is not known as to how the posts of APM (A/Cs) will up on introduction of new Recruitment Rules. Clarification- APM (A/Cs) posts are to be treated as norm-based LSG Posts and are to be filed up strictly
A.I.P.E.U. GROUP - 'C'

from among PAs/SAs who have qualified in PO & RMS Accountant examination. Point 11. According to Recruitment Rules of HSG-I posts, HSG-II officials having three years of regular service are eligible for consideration for promotion to HSG-I. The HSG-II posts are now being manned by HSG-II (BCR) officials in order of seniority. As contained in Recruitment Rules under consideration, minimum service condition in LSG has been prescribed for promotion to HSG-II. Therefore, it will take a couple of years for such HSG-II officials posted on regular basis to become eligible for promotion to HSG-I. It needs clarification whether during this transitional period HSG-I posts could continue to be filled up from amongst the officials promoted to HSG-II under BCR scheme. Clarification- Instructions contained in this Department's letter No. 4-16/2002-SPB-II, dated 1211-2002 may be referred to. Point 12.- Whether officials promoted under BCR will rank en bloc senior to those promoted to HSG-II under new Recruitment Rules. Position regarding inter se-senority of BCR officials working in HSG-II grade since 1-10-1991 and those to be recruited now also needs clarification. Clarification - Those officials who were promoted to HSG-II against norm-based posts by following the provisions of the Recruitment Rules before introduction of BCR scheme will rank en block senior to those who were placed in BCR scale. Officials who were given BCR scale and promoted against norm-based HSG-II after the selection process as per the Recruitment Rules for HSG-II posts as directed in this Department's letter No. 4-16/2002-SPB-II dated 12-11-2002 may be ranked senior to those who are to be promoted to future in terms of the provisions of the revised Recruitment Rules. Point 13 - There will be two categories of LSG officials, those recruited under Recruitment Rules and those promoted under TBOP. Whether officials of both those categories would be eligible for promotion under the selection-cum-seniority basis and if so, how the inter se-seniority is to be fixed and what should be the ratio to be maintained between these two categories for promotion to HSG-II. Clarification.- This situation will not arise if the instructions contained in letter No. 4-16/2002-SPB.II, dated 12-11-2002 are followed. Point 14.- Hitherto, posting to norm-based LSG posts was not done by selection by DPC. Since no officials was posted to LSG post on regular basis, there will not be eligible officials for both 33.34% and 66.66% for promotion to HSG-II. Hence this conditions needs be relaxed for immediate implementation of the scheme.
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Clarification- Instructions contained in this Department's letter No. 4-16/2002-SPB-II, dated 1211-2002 may be referred to. Point-15. At present, PO & RMS Accountants in BCR or TBOP are being posted as APM (A/Cs)/ AHRO (A/Cs). Whether same procedure is to be followed or any official who has been promoted after fast track scheme can be posted in these posts irrespective of whether he is a qualified Accountant or not. If only qualified Accountants are to be posted, it may be intimated whether all such norm-based posts are to be kept out of purview of fast track promotion scheme. Clarification-. For manning these posts, officials promoted to LSG having Accounts qualifications may be considered. Point 16-. It is presumed DPC is to be held on Regional basis (Since in Recruitment Rules it is stated that DPC is to be convened by PMG). Clarification-. Since HSG-II is a circle cadre, it will be necessary to hold DPC meetings at Circle level. Point 17- At present, no circles/regional seniority of officials in clerical cadre is available. Since selection to 33.34% LSG is on the basis of selection-cumseniority, it is presumed that the seniority to be followed is the Circle/Regional seniority and as such a circle/ regional seniority list of PAs/TBOP PAs is to be maintained. The criteria of fixing inter-se-seniority of TBOP and LSG officials who passed the merit exam need be clarified. Clarification- The question of fixation of inter se seniority of those to be promoted to LSG under Fast Track scheme and TBOP officials will not arise as TBOP is only a financial upgradation and does not constitute a separate cadre. Point 18- Senior BCR of fixation of inter se seniority of those to be promoted to HSG-II against norm-based posts are not eligible for promotion to HSG-I. Clarification- Instructions contained in letter No. 4-16/2002-SPB-II, dated 12-11-2002 may be referred to. Point 19- As per syllabus for promotion to HSG-II grade, 50 marks are followed for record of service. It is presumed that the DPC constituted has to assess the ACRs of the officials and allot the marks (out of 50) which will be added to the marks secured in Paper-I and Paper-II to arrive at the aggregate marks. Clarification- This is confirmed. Point 20.- At present, 20% of the posts are reserved or Accountant line officials in RMS for promotion to HSG-II. Whether similar reservation also exists under fast track promotion scheme both in LSG and HSG-II and HSG-I posts. Clarification- There will be no reservation for Accounts line officials in Fast Track Promotion Scheme.
A.I.P.E.U. GROUP - 'C'

Point 21.- It is presumed that only officials promoted to LSG under seniority-cum-fitness quota/ after qualifying merit exam are eligible for promotion to HSG-II and HSG-I and TBOP/BCR officials cannot be considered for promotion to HSG-II and HSG-I. Clarification-. Clarification given against Item Nos. 4, 5 and 11 may be referred to. The officials promoted to LSG/HSG-II by the DPC either substantively or notionally with required length of service will be eligible for consideration for promotion to next higher grade. Point 22. It is not maintained whether departmental merit exam and aptitude test for LSG and HSG-II are with the aid of books or without books. Clarification. Examination for promotion to LSG will be with the aid of books (for papers PO Guide & Postal Manuals III, IV, V, VI, VII and Financial Hand Book) and the test for promotion to HSG-II will be without aid of books. Point 23. The orders do not indicate the level of officers (Group 'B'/Group 'A'/JAG, etc.) who are to evaluate the answer scripts. Clarification.- Answer scripts will be evaluated by Group 'A' (JTS/STS) and JAG Officers. Point -24 For eligibility for promotion to HSG-II

posts on selection-cum-seniority, officials have to put in not less than 10 years of 'regular service in the Selection grade" whereas for promotion by means of an aptitude test, the eligibility criteria is that, the officials have to put in no less than 8 years of 'regular service in norm-based. Lower Selection Grade Post". Thus, apart from the length of service, there is difference between the eligibility criteria. It is presumed that the 10 years criteria for promotion on the basis of selection-cum-seniority is not necessarily in normbased LSG posts but an official who has put in 10 years of service in LSG/TBOP Grade, i.e., TBOP is eligible for consideration for promotion to the grade. Clarification- Clarification given against Item No. 4 and 5 may be referred to. The length of service in the relevant grade including notional service should be considered. Point 25. While promoting for the cadre-based HSG-II posts, it may not be possible to get officials in LSG having 10 years of service. This is because no DPC for LSG was held or posts of TBOP were considered as good as LSG. Clarification-. Such instances may not arise in view of clarification given against Item Nos. 4 and 5. (D.G.(P) No. 137-10/96-SPB-II, Dt. 28-1-03)

7. RULES OF RECRUITMENT TO SELECTION GRADE POSTS 1976
G.S.R. In exercise of the powers conferred by the proviso to article 309 of the Constitution and in supersession of the Indian Posts and telegraphs (Selection Grade Posts) Recruitment Rules, 1962, the president hereby make the following Rules regulating the method of recruitment of persons to selection grade posts in the post offices, Railway, Mail Service offices, Independent Postal Stores Depots, Return letters offices, Foreign Post Offices and Circle Offices of the Post and Telegraphs Department under the Ministry of Communications, namely :1. Short Title : 1. These Rules may be called Post and Telegraphs (Selection Grade Posts) Recruitment Rules, 1976. 2. They shall come into force on the date of their publication in the official gazette. 2. Applications: These Rules shall apply to the Selection Grade Posts specified in column 2 of the Schedule annexed to these rulese. 3. Number of Posts, Classification and scale of pay: The number of posts, the classification and scale of pay attached thereto shall be as specific in column 3 to 5 of the said schedule. 4. Method of recruitment, age limit, qualification etc.
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5.

Disqualification: No persons:(a) Who has entered into or contracted a marriage with a person having a spouse living, or (b) Who having a spouse living, has entered into or contracted a marraige with any person shall be eligible for appointment to any of the said posts provided that the Central Government may, if satisfied that such marriage is permissible under the personal law applicable to such person and the other party to the marriage and there are other grounds for doing so, exempt any person from the operation of this rule. 6. Power of relax :Where the Central Government is of the opinion that it is necessary or expedient to do, it may, by order and for reasons to be recorded in writing relax any of the provisions of these rules with respect to any class of category of persons. 7. Savings: Nothing in these Rules shall affect reservation and other concessions required to be provided for to schedule caste, the schedule Tribes and other categories of persons in accordance with orders issued by the Central Government from time to time in this regard.
A.I.P.E.U. GROUP - 'C'

SCHEDULE
Scale Whether of selection the pay Post or Nonselection post If a Deptl. In case of Circumstpromotion rectt. By ance in committed promotional which exists what is deputation, Union its transfer, grade public composition. Service from promotion commideputation ssion is transfer to be to be made consulted in making recruitment 14 N.A.

VENTURE 5 Age Educatinal Whether Period Method of limit for & other age and recruitment of direct qualification edn. probation Whether by rectt. Requried Qualification if any direct for direct prescribed recruitment or rectt. for direct by promotion recruit-will or By apply in deputation/ the case of trans. And % Promotees. of the vacancies to be filled by various methods 7 8 9 11 6 10 N.A. N.A. N.A. 50% by Selection Two promotion post of Years 50% by general transfer. line officials 12 Promotion from Higher Selection Grade II General Line and transfer from Asst. Supdt. of PO in the ratio of 50:50 odd post Going to general Line. In the case of Promotion the HSG-II officials must have completed 3 years of Regular Service in the grade. N.A. N.A. N.A. Two years By Promotion Higher Selection Grade II in -do13 1. A Director of Postal Services to be nominated by the PMG or if There are no such offices the PMG 2. One class I officer of the Postal/RMS side preferably a Director of Postal Services to the nominated by the PMG. 3. A class-I officer of tele communication side Same as above -do-doN.A.

Sl. Name of No. of Classification No. Posts Posts

1 1.

2 Higher Selection Grade I In Post Offices

3 225

81

4 General Central Services nongazetted Ministerial Group -C

A.I.P.E.U. GROUP - 'C'

2.

Higher selection Grade-I

68

VENTURE 4 RMS office with 3 years regular service in the grade 5 6 7 8 9 10 11 12 13 14 -do-doN.A. N.A. -doN.A. -do-doSame as above N.A. -doRs. 550-20650-25750 N.A. N.A. -doN.A. -dononselection post. N.A. Higher selection Grade-II in the respective RLO at Bombay or Calcutta as the case may be with 3 years regular service in the grade. Lower selection grade/Inspector Of POs in Post offices in the ratio of 50:50 odd post going to general line. In every case the official must have completed 3 years of Services in the grade. N.A. -do-doLower selection grade Accountants and LSG (general line) officials in RMS offices in the Ratio of 20:80 with 3 years regular service N.A. N.A. 1. and 2 as above 3. A class I officer of another Central Govt. dept. -do-do-doSame as above N.A.

1

2

3

Railway Mail Service office

3.

Higher selection 1 at Grade-I Bombay In Return and 1 Letter at Office At Calcutta Bombay & Calcutta

4.

705

82

Higher selection Grade II In Post Offices & Foreign Post Offices other than SBCO

5.

Higher selection Grade II In RMS Offices

209

A.I.P.E.U. GROUP - 'C'

VENTURE 4 5 6 7 8 9 10 11 12 13 14 -do-do-doN.A. N.A. -do-doN.A. 7 -do-doN.A. N.A. -doN.A. -do-doin the grade subject to the following conditions:- Out of every 5 vacancies The first four vacancies shall be filled from the LSG Grade (General line)) in RMS And the fifth vacancy shall be filled for the LSG Accountants in RMS provided That the number of LSG Accts . Lower selection Same as Sl. N.A. Grade in the No. 1 respective Return letter office with 3 years regular service in the grade. Lower selection grade Same as Sl. N.A. in foreign post at No. 1 Bombay with 3 years regular service in grade. -do-doInspector of Post Same as Sl. N.A. Offices/LSG No. 1 alternately, who have passed the post office accountants examination and worked as accountant thereafter for at least 3 years. N.A. N.A. N.A. N.A. N.A. N.A. -do-do-doLower selection Grade in Circle Offices with 3 years 1. Post Master General N.A. 2 -do-do-do1 -do-do-

1

2

3

6.

14

83

Higher selection Grade II In Return Letter Office.

7.

Higher selection Grade II In Foreign Post at Bombay Higher 8. Selection Grade II Accountants in Post Offices

A.I.P.E.U. GROUP - 'C'

9.

Higher selection

1 regular service in the grade.

2

3

4

5

6

7

8

9

10

11

12

13

14

VENTURE 3 -do-do-doN.A. N.A. N.A. -do-do2. The senior most officer On the postal side next to PMG. 3. A class I officer of Telecom side. Same as Lower selection Grade Sl. No. 1 in independent Postal stores depots with 3 years regular service in the grade. N.A. -doN.A. Selection Rs. Post 42515-560 EB-20 640. N.A. N.A. -doSame as Sl. No. 1 N.A. -do-do-doN.A. N.A. N.A. -doBy promotion Clerk in post offices (i) 66 2/3% on with 10 years regular the basis of service in the grade. seniority cumFitness: (ii) 33 1/3% by selection. -doSorters in RMS offices with 10 years regular service in the Grade. N.A. -do-doSame as Sl. No. 1 N.A. 57 -do-do-doN.A. N.A. Clerks in the respective Return letter offices with 10 years regular service. Same as Sl. No. 1 N.A. 41 -do-do-doN.A. N.A. N.A. -do-doClerks in Foreign Post at Bombay with 10 years regular service in the grade. Same as Sl. No. 1 N.A.

Grade II in Circle Office

10.

Higher selection Grade II in Independent Postal Stores Depots.

11.

13660

84

Lower selection grade in Post Offices

12.

Lower selection Grade in RMS Offices Lower 13. selection grade in Return Letter office

3302

A.I.P.E.U. GROUP - 'C'

14.

Lower selection grade in Foreign Post at Bombay

1 538 -do-doN.A. N.A. N.A. -do-doSame as Sl. No. 1 -doN.A.

2

3

4

5

6

7

8

9

10

11

12

13

14

VENTURE 76 -do-doN.A. N.A. N.A. -do-do-doClerks in post Offices with 10 years regular service in the grade who have passed the Post offices and Railway Mail Service Accountant's Examination. Clerks or Sorters in Railway Mail Service offices with 10 years regular service in the grade, who have passed the Post Office and Railway Mail Service Accountant's Examination. Same as Sl. No. 1 Clerks in independent Postal Stores Depots with 10 years regular service in the grade. -doSame as Sl. No. 1 N.A. 32 -do-doN.A. N.A. N.A. -do-doN.A. 200 -do-doN.A. N.A. Rs. 42515500EB-1556020-700 N.A. -do-doUpper-Division clerks in the respective Circle Office with 10 years regular service in the grade. 1. Post Master General 2. The Senior Most Officer of the Postal Side next to the PMG 3. A class I officer of Telecom Side. N.A.

15.

Lower Selection Grade Accountants in Post Offices

16.

Lower Selection Grade Accountants in Railway Mail Service Offices.

17.

85

Lower selection grade in independent Postal Stores Depot.

18.

Lower selection grade in Circle Offices.

A.I.P.E.U. GROUP - 'C'

8. SELECTION GRADE POSTS RECRUITMENT (AMENDMENT) RULES 2002
G.S.R. 88(E) ; In exercise of the power conferred by the proviso to article 309 of the Constitution The President hereby makes the following rules further to amend the Post and Telegraphs (Selection Grade Posts) Recruitment Rules, 1976 except as respect things done or omitted to be done before such amendments, namely :1. (i) These rules may be called the Department of Posts (Posts and Telegraphs) (Selection Grade 2 3 Higher selection Grade II 705 in Post Office including foreign post office other than at Bombay 5 Higher selection grade II 209 in Railway Mail services offices 7 8 9 Not Not Not applicable applicable applicable 1 *4 Posts) Recruitment (Amendment) Rules 2002. (ii) They shall come into force on the date of their publication in the official Gazette. 2. In the Schedule to the Post Telegraphs (Selection grade posts) Recruitment rules 1976, :(i) for SL. No.s 4 and 5 and the entries relating thereto, the following Sl. Nos and entries shall respectively substituted namely :5 5000-1508000 6 Not applicable

4 General central service Nongazetted Ministerial Group C General Central service Non gazetted Ministerial Group C 10 Two year

5000-1508000

Not applicable

Not applicable

Not applicable

Not applicable

Two Years

12 For posts in Foreign Post Office other than at Bombay Lower Selection Grade (General Line) and Lower Selection Grade Accountants in Post offices, having completed three years regular service in their respective grades. Note : The Post Office and Railway Mail service Accountants, who have exercised their option to retain the defunct scale of Rs. 380-620 in terms of Posts and Telegraphs Directorate letter no. 31/56/79-PE-I dated 24-2-81 and later on promoted as Lower Selection Grade Accountants shall not be eligible for consideration.
VENTURE

11 (a) By 100 per cent promotion (for posts in foreign post offices other than at Bombay) (b) By promotion (for posts in post offices) (i) 33.34% on the basis of selection cum seniority and (ii) 66.66% by means of an aptitude test relating to functional need Note : The details of the test shall be as per the administrative instruction issued by the Department from time to time. By promotion (iii) 33.34% on the basis of selection cum seniority and (iv) 66.66% by means of an aptitude test relating to functional needs Note : The details of the test shall be as per the administrative instruction issued by the Department from time to time. 13 14 1. A Director of Postal service to be Not nominated by the Postmaster General applicable or if there are no such offices the postmaster General. 2. One group A office of the Postal/ Railway Mail Service side. Preferably a Director of Postal services to be nominated by the Postmaster General 3. A Group 'A' officer of Telecommunications side

86

A.I.P.E.U. GROUP - 'C'

For Posts of Post Offices i. For 33.34% Promotion from Lower Selection Grade officials in Post offices who have put in not less than ten years of regular service in the Lower Selection Grade. ii. For 66.66% Promotion through an aptitude test form Lower Selection Grade officials in Post offices who have put in not less than eight years of regular service in norm based Lower Selection Grade Posts. I. For 33.34% Promotion from Lower Selection Grade officials in Railway Mail Service who have put in not less than ten years of regular service in the Lower Selection Grade ii. For 66.66% Promotion through an aptitude test from Lower Selection Grade officials in Post offices who have put in not less than eight years of regular service in norm based Lower Selection Grade posts.

1. A Director of Postal services to be nominated by the Postmaster General or if there are no such offices the postmaster General. 2. One group A officer of the Postal/ Railway Mail Service side. Preferably a Director of Postal services to be nominated by the Postmaster General 3. A Group 'A' officer of Telecommunication side

Not applicable

(ii) For Sl. nos. 11 & 12 and the entries relating thereto, the following Sl. Nos and entire small respectively be substituted 1 2 3 4 5 6 11 Lower Selection Grade 12960 General Central 4500-125- Not applicable in Post Offices Services Non-Gazetted 7000 Ministerial Group C 12 Lower Selection Grade 3302 General Central Services 4500-125- Not applicable in Railway Mail Offices Non Gazetted Ministerial Gr. C 7000 9 10 11 7 8 Not Not Not Two B y Promotion applicable applicable applicable year (i) 33.34% on the basis of selection-cum-seniority; and (ii) 66.66% by means of promotion through a departmental merit examination realting to functional need Note : The details of the examination will be as per the administrative instructions issued by the Department from time to time Not Not Not Two By promotion applicable applicable applicable Years (i) 33.34% on the basis of selection-cum-seniority; and (ii) 66.66% by means of promotion through a departmental merit examination relating to functional needs Note : The details of the examination will be as per the administrative instructions issued by the Department from time to time. 12 13 14 (i) For 33.34% Promotion from Postal Assistant 1. A Director of Postal services to be Not who have put in not less than sixteen years of nominated by the Postmaster General applicable regular service in the Grade or if there are no such offices the postmaster General.
VENTURE 87 A.I.P.E.U. GROUP - 'C'

(ii) For 66.66% Promotion through a Limited Departmental merit examination from Postal Assistants who have put in not less than 10 years of regular service in the grade

2. One group A office of the Postal/ Railway Mail Service side. Preferably a Director of Postal services to be nominated by the Postmaster General 3. A Group 'A' officer of Telecommunications side (1) For 33.34% Promotion from Sorting Assistants 1. A Director of Postal Services to be Not who have put in not less than 16 years of regular nominated by the Postmaster General applicable service in the grade. or if there are no such offices, the Postmaster General (ii) For 66.66% Promotion through a Limited 2. One group 'A' officer of the Postal/ Departmental merit examination from Sorting Railway Mail service side, preferably Assistants who have put in not less than 10 a Director of Postal Services to be years of regular service in the grade. nominated by the Postmaster General 3. A Group 'A' officer of Telecommunications side (D.G.(P) No. 137-10-96-SPB-II, dt. 19-2-02)

9. RECRUITMENT RULES FOR HSG-I POSTS- AMENDMENT REGARDING
According to Recruitment Rules for HSG-I Posts in Post Offices notified by this Department's Notification No. 6-26/73-SPB.II dated 30-9-76, HSGI Post in Post Offices were to be filled 50% by promotion and 50% by transfer. Transfer has to be made from ASPOs in the Ratio of 50:50 odd post going to general line so far as the posts existing on the date preceding the commencement of P&T (Selection Grade Posts) recruitment (Second Amendment) Rules, 1980. These rules were amended vide Notification No. 4-15/81-SPB dated 23-07-84 providing for filling up of these posts by promotion and ASPOs who had completed two years of regular service were made eligible for promotion. In 1992, certain posts of IRM/ASRM were upgraded to HSG-I and the upgraded posts in HSG-I were ordered to be filled after selection on seniority-cumfitness basis of ASRMs who had completed at least 3 years of regular service in the grade vide letter No. 4-82/92-SPB.II dated 8-01-93. 2. Consequent on the recommendations of the Fifth Central Pay Commission, HSG-I Posts and posts of ASPOs and ASRMs have been placed in the same scale of pay i.e. Rs. 6,500-200-10,500. The relevant provision of the Recruitment Rules for HSG-I post has been reviewed in this context and it has been decided that henceforth posting of ASPO, ASRMs against HSG-I Posts shall be by "Transfer" and not by "Appointment" or "Promotion. In this regard, attention of the Circles etc. is also invited to orders contained in letter No. 44-11/98-SPB.II dated 6-5-98 of this Department relating to issue of properly worded appointment orders. 3. Necessary action is being taken for amending the Recruitment Rules for HSG-I Posts suitably. A Copy of the Revised Recruitment Rules will be sent to the Circle due course. (DG (P) No. 4-23/2000-SPB-II, dt. 26-6-2001)

10. RECRUITMENT TO THE POSTS OF INSPECTOR OF POSTS, RULES REGARDING-MERGER- ETC.
G.S.R. - In exercise of the powers conferred by provision to article 309 of the Constitution and supersession of the Posts and Telegraphs Department (Inspectors of Post Offices, Inspector of Railway Mail Service and Inspectors (Uniforms) Recruitment Rules 1977, except as a respect things done or omitted to be
VENTURE 88

done before such supersession, the President hereby makes the following rules regarding the method of recruitment to the Posts of Inspector of Posts, in the Department of Posts, Ministry of Communication, namely :I. Short title and commencement:
A.I.P.E.U. GROUP - 'C'

i) These Rules may be called Department of Posts, Inspectors of Posts Recruitment Rules, 2001. ii) They shall come into force on the date of their publication in the official Gazette. 2. Number of Posts, their classification and Scale of Pay-The number of Posts, their classification and the scale of pay attached thereto shall be specified in columns (2) to (4) of the Schedule annexed to these Rules. 3. Method of Recruitment, age limit, qualifications, etc.- The method of Recruitment, age limit, qualifications and other matters relating to the said post shall be as specified in columns (5) to (14) of the said Schedule. 4. Disqualification: No Person: (a) Who, has entered into or contracted a marriage with a person having a Spouse living: or (b) Who, having a spouse living, has entered into or contracted a marriage with any person shall be eligible for appointment to the said Posts. Provided that the Central Government may, if satisfied that such marriage is permissible under the personal law applicable to such person and the other party to the marriage and there are other grounds for

so doing, exempt any person from the operation for this rule. 5. Power to relax: Where the Central Government is of the opinion that it is necessary to expendient so to do, it may, by order, and for reasons to be recorded in writing, relax any of the provisions of these rules with respect to any class or category of persons. 6. Saving : Nothing in these Rules shall affect reservations. Nothing in such rules shall affct reservations 4 other concessions required to be provided for the schedule caste/schedule tribe and other Backward classes, the Ex-Servicemen and to other categories of persons in accordance with the orders issued by the Central Government from time to time in this regard. 7. Initial Constitution: The person, who has held the post of Inspectors of Post Offices/Inspectors of Railway Mail Services/Inspectors (Uniforms) on regular basis before the commencement of these Rules, shall be deemed to have been appointed as inspectors of posts under these Rules, and their services shall be counted for purpose of benefit of promotion etc.

Name of Post

Number of Post

Classification

(1) Inspectors of Posts

(2) 2187*(2001) subject to variation dependent on work load

(3) General Central Service Group 'B' Non-Gazetted Ministerial

Whether selection by Age limit for direct merit or selectionrecruits cum-Seniority or non-Selection Post (4) (6) (5) Rs. 5500-17518-27 years Not applicable 9000

Scale of Pay

Whether benefit of added years of service admissible under Rule 30 of the Central Civil Service (Pension) Rules 1972 (7) Not applicable

Whether age and educational Educational and Period of qualification prescribed for direct probation if any other recruits will apply for the case of qualification promotees required for direct recruits (9) (8) (10) Qualification No. Age-not exceeding Degree of a Two years 40 years for appearing at the recognized Limited Departmental Competitive University or Exam. Relaxation by 5 years for equivalent Scheduled Caste/scheduled Tribe officers
89 A.I.P.E.U. GROUP - 'C'

VENTURE

Method of recruitment whether by direct recruitment or by promotion or by deputation or absorption and percentage of the posts to be filled by various methods (11) (i) 33.34 percent direct recruitment through staff selection commission and (ii) 66.66 percent promotion through limited Departmental Competitive Examination

In case of recruitment by promotion or deputation or absorption grades from which promotion/ deputation/absorption to be made (12) Promotion through limited departmental Competitive Examination (a) Not less than five years regular service in grade of Postal/Sorting Assistants, Lower Selection Grade officials, Stenographers in-

If a Departmental p r o m o t i o n Committee exists, what is its composition

Circumstances in which Union Pubic S e r v i c e Commission to be consulted in making recruitment

(13) Group 'B' Departmental Promotion Committee (for considering confirmation) 1. Post Master General/Director of Postal Services Chairman

(14) Consultation with Union Public Service Commission not necessary.

- Post Offices, Railway Mail Service: or - Postal/Railway Mail Service, - Divisional Offices, Circle offices: or - Foreign Post; or - Return Letter Offices: or - Postal Store Depots: or - Saving Bank Control Organization or - Internal Check Organizations of the Circle. (b) (in) Not less than five years regular service in Postal Accounts Office in the grade of: (a) Stenographer or (b) Junior Accountants Provided that they may opt for appearing in the Inspectors of Posts line in case of selection while appearing in the Inspector Examination. (ii) Not less than Nine years regular service in the grade of Lower Division clerks in Postal Accounts officer. Provided that they may opt for appearing in the Inspectors of Posts line in case of selection while appearing in the Inspector Examination. Note: 1) A candidate is allowed a maximum of four chances to appear in the Departmental Examination; Provided that the candidate, who secure more than 70 percent aggregate marks in fourth chance may be allowed/ one more chance as a special case: provided further that a candidate belonging to Scheduled Caste/Scheduled Tribe may subject to his eligibility be allowed a maximum of six chances to appear in the said examination. Provided further also that the said Scheduled Caste Scheduled Tribe candidate shall, if he is successful at the said Examination in his fifth or sixth chance, be
VENTURE 90

2. Two Group 'A' Officers nominated by the Chief Post Master General, amongst them one should be in the Grade of Director-Members. 3. Officers belonging to Scheduled Caste/ Scheduled Tribe of appropraite status Nominated by the Chief Post Master General Member

A.I.P.E.U. GROUP - 'C'

entitled to appointed only to a post reserved for Scheduled castes or Scheduled Tribes, as the case may be. Note: 2) Candidate who are serving or having served in Army Postal Service may be given such concessions in regard to age limit, maximum number of chances to appear in the Departmental Examination for appointment to those posts on obtaining the minimum qualifying marks as may be decided by the Central Government from time to time. Note : 3) Syllabus for the Limited Departmental competitive Examination and the percentage of marks required for qualifying in the said Examination shall be as decided by the Department from time to time. (D.G.(P) No. F.NO. 4-4/98-SPB-II, Dt. 26-4-01)

11. EXEMPTION FROM REQUIREMENTS OF EDUCATIONAL QUALIFICATIONS IN RESPECT OF WIDOWS OF GOVERNMENT SERVANTS APPOINTED ON COMPASSIONATE GROUNDS
The undersigned is directed to refer to this Department O.M. No. 49019/6/80/Estt.(C) dated 1910-82 on the subject mentioned above exempting widows of Government servants appointed on compassionate grounds to the posts of peon from need for requiring educational qualifications. Recently references have been received in this Department from various quarters enquiring whether the provisions of the OM dated 19-10-82 can also be made applicable to Group D posts other than those of peon. The matter has been considered carefully in this Department and it has been decided that the widows of Government servants appointed to Group D posts other than those of peon on compassionate grounds may also be exempted from the requirements of educational qualifications in terms of the above said (OM dated19-10-82) provided the duties of these posts( other than those of Peon) can be performed by these widows satisfactorily without having the prescribed qualification of Middle Standard pass specified in the Recruitment Rules. [O.M. No. 49015/3/23/Estt.(GS, dated the 10th November]

12. THE GAZETTED OF INDIA NOTIFICATION REGARDING RULES REGULATING THE METHOD OF RECRUITMENT TO THE POSTS OF POSTMAN/VILLAGE POSTMAN AND MAIL GUARD IN THE DEPARTMENT OF POSTS
G.S.R. In exercise of the powers conferred by the proviso to article 309 of the Constitution and in supersession of the Indian Posts and Telegraphs (Postmen/Mail Guard/Head Mail Guards) Recruitment, Rules, 1969, except in respect of things done or omitted to be done before such supersession, the President hereby makes the following rules regulating the method of recruitment to the posts of Postman/Village Postman and Mail Guards in the Department of Posts, namely :Short title and commencment :(1) These rules may be called the Department of Posts (Postman/Village Postman and Mail Guards) Recruitment Rules 1989. (2) They shall come into force on the date of their publication in the officials Gazettee. Number, classification and scale of pay :The number of the said posts, their classification and scale may attached thereto shall be as specified in columns 2 to 4 of sechedule annexed to these Rules.
VENTURE 91

(3) The method of recruitment age limit, qualifications and other matters relating to the said posts shall be as specified in column 5 to 14 of the said schedule. 4. Disqualifications - No person. (a) Who has entered into or contracted a marriage with a person having in spouse living, or (b) Who, having a spouse living, has entered into or contracted marriage with any person. shall be eligible for appointment to the said post : Provided that the Central Government may, if satisfied that such marriage is permissible under the personal law applicable to person and the other party to the marriage and that there are other grounds for so doing, exempt any person from the operation of this rule. 5. Power to relax : Where the Central Government is of the opinion that is necessary or expedient so to do, it may, by order, for reasons to be recorded in writing, relax any of the provisions of these rules will respect to any class or
A.I.P.E.U. GROUP - 'C'

category of persons. 6. Saving : Nothing in these rules shall affect reservations, relaxation of age limit and other concessions required

to be provided for the Scheduled Castes, the Scheduled Tribes, ex-servicemen and other special categories of persons in accordance with the orders issued by the Central Government from time to time in this regard.

Name of Posts 1 Postman/ Village Postman

No. of Posts 2 *56086 (1987)

SCHEDULE Classification

Whether benefit of added years of service admissible under rule 30 of the CCS (Pen) Rules, '72' 6 Not Applicable

3 General Central Services Group C Non-Gazetted Ministerial. * Subject to variation dependent on work load Age limit for direct recruits

Scale of Pay 4 Rs. 825-15-900 -EB-20-1200

Whether Qualification non-selection 5 Selection

upper age and educational Qualification is prescribed direct recruitment apply in the case of promotion 9 No

7 (i) Between 18 and 25 years relaxation for Government servants upto 35 years in accordance with the instructions issued by the Central Government. (ii) Extra Departmental Agents who have been recruited on or before 16-11-82 shall be eligible if they are within 42 years (47 years for SC/ST) of age and those appointed after 16-11-82 shall be eligible, if they are within 25 years (40 years for SC/ST) of age and have put in three years of regular and satisfactory service. Note : The cruicial date for determining the age limit shall be the closing date for receipt of applications from candidates in India (other than Andaman and Nicobar Islands and Lakshadweep). In the case of recruitment made through Employment Exchange, the cruicial date for determining the age limit shall be the last date upto which the Employment Exchange is asked to send the names. Period of Method of recruitment whether by direct recruitment probation or by probation or by deputation/transfer & percentage if any of the vacancies to be filled by various methods. 10 Two Years

Educational and other qualification required direct recruitments 8 Matriculation or equivlent

11 1. 50% by promotion, failing which by Extra Departmental Agents on the basis of their merit in the Departmental Examination. 2. 50% by Extra Departmental Agents of the recruiting division or unit, in the following manner, namely :(i) 25% from amongst Extra Departmental Agents on the basis of their seniority in service and subject to their passing the Departmental Examination failing which by Extra Departmental Agents on the basis of merit in the Departmental Examination. (ii) 25% from amongst Extra Departmental Agents on the basis of their merit in the Departmental Examination.
92 A.I.P.E.U. GROUP - 'C'

VENTURE

3. If the vacancies remained unfilled by EDAs of the recruiting division, such vacancies may be filled by EDAs of the postal division failing in the zone of Regional Directorate. 4. If the vacancies remained unfilled by EDAs of the recruiting units such vacancies may be filled by EDAs of the postal division located at the same station. If the vacancies remaining unfilled will be thrown open to Extra Departmental Agents in the region. 5. Any vacancy remaining unfilled be filled up by direct recruitment through the nominees of the Employment Exchange. In case of recruitment by promotion/deputation/transfer/grade If a DPC exists UPSC be consveted from which promotion deputation/transfer to be made. what is its composition in mainly recruitment 12 13 14 1. Promotion from Group 'D' officials who have put in three Not applicable Not applicable years of regular satisfactory service as on the closing date for receipt of applications through a Departmental Exam. 2. Extra Departmental Agents through a Departmental Exam. 3. Direct Recruitment through a Departmental Examination. SCHEDULE Name of Posts 1 Mail Guard No. of Posts 2 (1870)* (1987) Classification Scale of Pay 4 Rs. 825-15-900 -EB-20-1200 Whether Qualification non-selection posts 5 Selection

Whether benefit of added years of service admissible under rule 30 of the CCS (Pen) Rules, '72' 6 Not Applicable

3 General Central Services Group C Non-Gazetted Ministerial. * Subject to variation dependent on work load Age limit for direct recruits

7 (i) Between 18 and 25 years relaxation for Government servants upto 35 years in accordance with the instructions issued by the Central Government. (ii) Extra Departmental Agents who have been recruited on or before 16-11-82 shall be eligible if they are within 42 years (47 years for SC/ST) of age and those appointed after 16-11-82 shall be eligible, if they are within 35 years (40 years for SC/ST) of age and have put in three years of regular and satisfactory service. Note : The cruicial date for determining the age limit shall be the closing date for receipt of applications from candidates in India (other than Andaman and Nicobar Islands and Lakshadweep). In the case of recruitment made through Employment Exchange, the cruicial date for determining the age limit shall be the last date upto which the Employment Exchange is asked to send the names.
93

Educational and other qualification required direct recruitments 8 Matriculation or equivlent

VENTURE

A.I.P.E.U. GROUP - 'C'

upper age and educational Qualification is prescribed direct recruitment apply in the case of promotion 9 No

Period of probation if any 10 Two Years

Method of recruitment whether by direct recruitment or by probation or by deputation/transfer & percentage of the vacancies to be filled by various methods.

11 1. 75% by promotion, failing which by Extra Departmental Agent. 2. 25% by Extra Departmental Agents of the recruiting division or unit. 3. If the vacancies remained unfilled by Extra Departmental Agents of the recruiting division, such vacancies may be filled by Extra Departmental Agents of the postal division falling in the zone of Regional Directors. In case of recruitment by promotion/deputation/transfer/grade If a DPC exsits UPSC to be from which promotion deputation/transfer to be made. what is its composition consveted in mainly recruitment 12 13 14 1. Promotion from Group 'D' officials who have put in three Not applicable Not applicable years of regular satisfactory service as on the closing date for receipt of applications through a Departmental Exam. 2. Extra Departmental Agents through a Departmental Exam. 3. Direct Recruitment through a Departmental Examination. (D.G.(P) No. 44-31/87-SPB-I, dt. 6-7-89)

13. DEPARTMENT OF POSTS (GROUP D POSTS) RECRUITMENT RULES 2002
I am directed to forward herewith a copy of Notification dated 23rd January 2002 published in the Gazette of India, Extraordinary Part II, Section 3, Sub section (i) dated 23-1-2002 promulgating the Revised Recruitment Rules for the Group 'D' posts in Circle administrative and Subordinate offices. These rules are effective from 23-1-2002, the date of publication of the Notification in the Gazettee of India. Recruitment to Group D posts will be in accordance with the revised rules. The main changes that have been made in the revised Recruitment Rules when compared to the previous Recruitment Rules are as under :i) Earlier, recruitment of casual labourers in Group D in test category in Subordinate offices was made only when officials from non test category and Extra Departmental Agents (Now Gramin Dak Sevaks) in the Recruiting Division/Unit were not available. Now 25% of the vacancies which remain unfilled after recruitment of non test category employees is given to casual labourers for their absorption. The method of recruitment for filling up the vacancies by Gramin Dak Sevaks and Casual labourers is selection cum seniority. (The detailed provision in this regard may
VENTURE 94

be seen in Column 11 of the revised Recruitment Rules). ii) For test category in Sub ordinate offices, 'Middle School standard pass' is prescribed as essential qualification for direct recruits instead of desirable qualification of Primary School Standard pass prescribed earlier. iii) For promotion as Daftry Jamadar in Circle and Administrative offices three years continuous service as orderly/packer/peon is prescribed. Earlier, no length of service is prescribed as permanent or Quasi permanent orderlies, Packers and Peons were eligible. iv) Likewise, promotion as Daftry in Sub ordinate offices, Three years continuous service in the grade of peon etc. is prescribed. Earlier, no length of service was prescribed as permanent or quasi permanent peons were eligible. v) As per para 6 of the Notification of the revised Recruitment Rules any person appointed to the said post shall be liable to serve in the Army Postal Service in India or abroad as required. (D.G.(P) No. 37-15/01-SPB.I, dt. 30-1-02)
A.I.P.E.U. GROUP - 'C'

14. REVISION OF RATES OF TRAINING ALLOWANCE PAID TO INDUCTION TRAINEES SELECTED FOR INITIAL APPOINTMENT IN PA/SA
The office letter No. 13-12/87-Trg. dated 28-2-1990 whereby the rates of training allowance payable to induction trainees selected for initial appointment in PA/ SA and allied cadres were last revised w.e.f. 1-3-90. 2. In consequence of acceptance of the recommendations of the V Central Pay Commission, the Pay Scale of Central Government employees including that of Postal Assistants/Sorting Assistants and allied cadres have since been revised upward. 3. In view of the above, the question of revision of the rates of training allowance payable to the induction trainees in PA/SA and allied cadres had been engaging in employment of Government for sometime past. Supersession of this office letter referred to above, the President has been pleased to decide that the outside candidates recruited for appointment to PA/SA and allied cadres in the Department of Posts, shall during the period of their induction training, be paid the training allowance at the rates indicated hereunder with effect from 1-9-1999. Post for which recruited Monthly training Allowance All PA/SA and allied Rs. 2,800/- plus clerical cadre in the proportionate DA Scale of Rs. 4000-6000 as admissible from time to time. This issues with the concurrence of the Finance Advice Postal vide their Dy. No. 456/FA/99, dated 219-1999. (DG(P) No. 1-10/09-Ed. & Trg., dt. 25-9-1999)

15.

RATES OF FEES PAYABLE TO STATE GOVERNMENT MEDICAL OFFICERS FOR MEDICAL EXAMINATION OF CANDIATES FOR APPOINTMENT TO GROUP 'C' POSTS
examination by their civil surgeons or medical officers of equivalent status and a doubt has arisen as to whether the fees paid by a candidate is to be reimbursed in full or whether only Rs. 8/- has to be reimbursed to the candidate. It is hereby clarified that where the State Governments have prescribed a fee higher than Rs. 8/- the higher fee is to be reimbursed to the candidates after their first appointment. (D.G. P&T No. 54/2/81-SPB-I, dt. 19-2-1981)

I am directed to say that according to the instructions contained in this office Letter No. 54/10/ 61-SPB I dated 10-12-1965 the fees payable to a Civil Surgeon/District. Medical Officers of equivalent Status, for examination of a candidate for appointment to a non gazetted post is Rs. 8/-. The fees paid by a candidate to the State Government Medical Officer is reimbursable after appointment. It has been reported that some State Governments have prescribed a higher fee for

16. DISTRIBUTION OF RESERVATION FOR PERSONS WITH DISABILITIES AMONGST THREE CATEGORIES OF DISABILITIES- CLARIFICATION
According to the Persons with Disabilities (Equal Opportunities, Protection of Rights and Full Participation) Act, 1995 in every establishment not less than 3% of vacancies in identified posts are reserved for persons with disabilities of which 1% each are served for persons suffering from (i) blindness or low vision (ii) hearing impairment and (iii) Locomotor disability or cerebral palsy. 2. There are some posts which have been identified as suitable for being manned by persons with one category of disability and not for persons with other two categories of disabilities. It is hereby clarified that in such posts reservation of 3% will be provided for the persons with disability for whom it has been identified as suitable. Likewise, if a post is identified suitable for two categories of the disabled and not for the third category, reservation of 3% will be distributed between the two categories of disabled for whom it has been identified suitable. All efforts should, however, be made to ensure that reservation is equally distributed between persons with disabilities for whom the post has been identified suitable. (No. 36035/3/2001-ESTT(RES), dt. 30-1-2002)

VENTURE

95

A.I.P.E.U. GROUP - 'C'

5. SPECIAL PAY ALLOWANCES & PERSONAL CLAIMS
1. TRAVELLING ALLOWANCE (I) ENTITLEMENT FOR TRAVEL ON TOUR W.E.F. 01-10-1997 (I) JOURNEY BY RAIL
Pay Range Rs. 16,400 and above Rs. 8,000 16,399 Rs. 6,500 Rs. 7,999 Rs. 4,100-Rs. 6,499 Below Rs. 4,100 Normal A/C First Class II AC 2 Tier Sleeper First Class / II AC -3 Tier Sleeper / AC Chair Car First Class / II AC -3 Tier Sleeper / AC Chair Car Second Sleeper Rajdhani Express Shatabdi Express Jan Shatabdi AC First Class Executive Class ----II AC 2-Tier Sleeper AC Chair Car AC Chair Car AC Chair Car ----AC Chair Car -------------AC Chair Car -----------

(II) JOURNEY BY ROAD (MILEAGE ALLOWANCE) Pay Range (Rs.) 16,400 and above 8,000 - 16,399 6,500 - 7,999 4,100 - 6,499 Below 4,100 Entitlements AC Taxi / Ordinary Taxi / Authorickshaw / Scooter / any public bus including AC bus Taxi / Autorickshaw / any public bus including AC bus but excluding AC Taxi Taxi / Autorickshaw / any public bus excluding AC Taxi and AC bus Autorickshaw / Own Scooter / Motor Cycle / Moped / any public bus except AC bus Autorickshaw / Own Scooter / Motor Cycle / Moped / Ordinary Public Bus

RATES OF DAILY ALLOWANCE
Sl. No. Pay Range A-1 Class Cities A Class Cities & specially expensive Govt./Public Hotel Sector Guest etc. House/Own Arrangements 210 185 160 135 85 525 405 305 195 100 B-1 Class cities and expensive localities Govt./Public Hotel Sector Guest etc. House/Own Arrangements 170 150 130 110 70 425 330 250 160 85 Other localities (Ordinary Rate) localities Govt./Public Hotel Sector Guest etc. House/Own Arrangements 135 120 105 90 55 335 225 200 130 65

Govt./Public Hotel Sector Guest etc. House/Own Arrangements 1. 2. 3. 4. 5. 6. Rs. 16,400 and above Rs. 8,000 16,399 Rs. 6,500 7,999 Rs. 4,100 6,499 Below Rs. 4,100 Members of Regional Council Office Council, JCM Members of National Council JCM at any place 260 230 200 170 105 650 505 380 245 125

200

380

160

305

105

200

105

200

7.

230 per day for own arrangement etc.505 per day for Hotel etc. 96 A.I.P.E.U. GROUP - 'C'

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BASIS FOR CALCULATION OF DA : i) D.A. is calculated on daily basis depending on the duration of absence on each day from Head quarters. ii) The day is taken from midnight to midnight. iii) the percentage of D.A. allowed on each day is a) For absence not exceeding 6 hours - No DA. b) For absence of more than 6 hours but not exceeding 12 hours - 70%. c) For absence exceeding 12 hours -Full D.A. (i.e.) 100% D.A. ON TOUR : If the boarding and/or lodging is availed DA will be regularised. i) for free boarding & lodging - 25% of ordinary rate ii) For free boarding alone - 50% of ordinary rate. iii) For free lodging alone - 75% of ordinary rate. iv) For stay of office building - 75% of ordinary rate.

JOINING TIME
(a) Joining time is admissible based upon the distance between the old and new stations as follows: Distance between the old and new Headquarters Normal cases Joining time admissible where there is continuous travel by road for more than 200 km. 12 days 15 days 15 days

Upto 1,000 km 10 days More than 1,000 km and upto 2,000 km 12 days More than 2,000 km 15 days

N.B.: In case of air travel, the maximum joining time available is 12 days. Pay Range Rs. 16,400 and above Rs. 8,000-Rs. 16,999 Rs. 6,500 - Rs. 7,999 Rs. 4,100 - Rs. 6,444 Rs. 3,350 - Rs. 4,099 Below Rs. 3,350 TRANSPORTATION OF PERSONAL EFFECTS Maximum weight entitlement by train Rate per km for transport by road A-1/A/B-1 Class Cities Other cities Full four wheeler wagon or 6000 kg by goods train, or one Double Container 30.00 18.00 Full four wheeler wagon, or 6000 kg by goods train, or one Single Container 30.00 18.00 3000 kg by goods train 15.00 9.00 1500 kg by goods train 7.60 4.60 1500 kg by goods train 7.60 4.60 1000 kg by goods train 6.00 4.00

RATES OF OVERTIME ALLOWANCE FOR OPERATIVE STAFF Emoluments (Pre-revised pay) OTA per hour (Rs.) for those with a duty of 48 hours 44 hours 42 ½ hours On Working On Other On Working On Other On Working On Other Days Days Days Days Days Days Upto Rs. 1200 7.95 10.60 8.65 11.50 8.95 11.45 Rs. 1201 to Rs. 1450 9.55 12.75 10.40 13.85 10.75 14.40 Rs. 1451 to 1700 11.35 15.15 12.35 16.50 12.80 17.10 Rs. 1701 to Rs. 1950 13.15 17.55 14.35 19.10 14.85 19.80 Rs. 1951 to Rs. 2200 14.95 19.95 16.30 21.70 16.90 22.50 Rs. 2201 and above 15.85 21.15 17.25 23.05 19.90 22.85
97 A.I.P.E.U. GROUP - 'C'

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1. 2. 3. 4. 5.

THE ENTITLEMENT FOR TRAVEL ON LTC BY RAIL, W.E.F.01-10-1998 IS AS BELOW Basic Pay Range Entitlement Ordinary Trains Rajdhani Express Shatabdi Express Trains Rs. 18,400 and above AC First Class by AC First Class Executive Class train, at their option Rs. 16,400 and above but AC First Class Executive Class below Rs. 18,400 AC First Class Rs. 8,000 and above but below Rs. 16,400 II AC II - Tier sleeper II AC 2 - Tier Sleeper AC Chair Car Rs. 4,100 and above but First Class / AC III - Tier AC 3 - Tier AC Chair Car below Rs. 8,000 sleeper / AC Chair Car Below Rs. 4,100 Second sleeper --------

2. TRANSPORT ALLOWANCE W.E.F. 1-8-1997
Pay scale of the employee Rate of Transport Allowance Per month (in Rupees) 'A'-1/'A' Class City Other Places

1. Employees drawing pay in the scale of pay of Rs. 8,000Rs. 400 13,500 or above Rs. 800 2. Employees drawing pay in the scale of pay of Rs. 6,5006,900 or above Rs. 400 Rs. 200 3. Employees drawing pay below the scale of Rs. 6,500-6,900 Rs. 100 Rs. 75 4. Casual labour with T.S. Rs. 100 Rs. 75 (Min. of Finance O.M. No. 21(1)/97/E II (B), dt. 3-10-97)

3. REVISED CLASSIFICATION OF EMPLOYEES IN PAY RANGES
In supersession of S.R. 17 and G.O.I., M.F., O.M. No. 19030/5/86-E.IV dated the 24th November, 1986, the groupings of pay ranges are revised as follows with effect from 1-10-1997. (i) Rs. 16,400 and above. (ii) Rs. 8,000 and above but less than Rs. 16,400 (iii) Rs. 6,500 and above but less than Rs. 8,000 (iv) Rs. 4,100 and above but less than Rs. 6,500 (v) Below Rs. 4,100. (MoF OM No. 10/2/98-IC, dt. 19030/2/97-E-IV, dt. 17-4-98)

4. WHEN THE GOVERNMENT SERVANT STAYS IN A HOTEL OR OTHER ESTABLISHENT PROVIDING BOARDING AND/OR LODGING AT SCHEDULE TARIFF'S
Pay range Localities other than those mentioned in column 3, 4 and 5 (2) Rs. 335 B-1 Class cities and expensive localities* (3) Rs. 425 330 250 160 85
98

(1)

Rs. 16,400 and above Rs. 8,000 and above but less than Rs. 16,400 225 Rs. 6,500 and above but less than Rs. 8,000 200 Rs. 4,100 and above, but less than Rs. 6,500 130 Below Rs. 4,100 65 * As specified by Govt. from time to time.
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A Class Cities A-1 Class and specially expensive cities localities (4) (5) Rs. Rs. 525 650 405 305 195 100 505 380 245 125
A.I.P.E.U. GROUP - 'C'

5. GRANT OF OTA TO THE CLERKS WHEN REQUIRED TO ACT AS SPMS IN THE ABSENCE OF REGULAR SPM ON LEAVE
Reference is invited to para 22 (2) of OTA orders under which it has been provided that OTA is not admissible to clerks when he is required to act as SPM in the absence of the regular SPM i/c on leave, but he is eligible to other benefits like HRA subject to the orders in force. A question has been raised whether the clerks who act as SPM in the absence of regular SPM I/C being on leave and have not been provided with quarters and work on split duty for a period of 8 hours would be entitled to OTA for extra duty performed beyond their split duty of 7 hours 15 minutes. After careful consideration it has been decided to allow them OTA for the excess period of 45 minutes as a special case. These orders will take effect from the date of issue of the letter. 3. Para 22 (2) of OTA orders may be treated as modified to the extent mentioned above. 4. This issues with the concurrence of P&T Finance Vide their U.O. No. 3354 -Fa-III/78. (DG P&T No. 31-47/78-PE-II dated 02-12-1978)

6. GRANT OF OVERTIME ALLOWANCES TO THE CLERKS WHEN REQUIRED TO ACT AS SPMS IN THE ABSENCE OF REGULAR SPM ON LEAVE
Reference is invited to this office letter No. 3147/7 PE.I/PE.II dated 02-12-1978 under which Overtime Allowance for the excess period of 45 minutes has been allowed to the clerks who are required to act as SPM in the absence of regular SPM in-charge being on leave and have not been provided with quarters and work on split for a period of 8 hours. To enable the Audit Office to exercise non check about the fulfilment of these conditions in cases of any other Allowance has been allowed for the excess work period of 45 minutes, it is requested that a certificate in the following form should invariably be furnished in the Over Time Bills by all concerned. "Certified that the conditions prescribed in DG letter No. 31-47/78-PE.I / PE.II dated 02-12-1978 have been fulfilled in cases where Overtime Allowance has been paid to the Clerks who act as SPM in the absence of a regular SPM in-charge, being on leave and have not been provided with quarters and work on split duty for a period of 8 hours." (DG No. 10-41/79-PE.II dated 11-04-1979)

7. GRANT OF OTA TO DEPARTMENTAL STAFF FOR CONVEYANCE OF CASH
It has come to notice that some Post Offices utilise the services of Head Postman/Postmen & Group 'D' officials for the conveyance of Cash between Post Offices only at the last movement. Therefore the Head Postmen/Postmen or Group D officials are prove to claim DA or OTA for their duty beyond their working hours. The Present TA/DA Rules do not allow earning of DAs for an absence of less than 6 hours nor Rules permit to draft Head Postmen/Postmen for outdoor duties on O.T.A. basis. Therefore the practice of utilising the services of Head Postmen/Postmen/Group D officials for conveyance of cash should be put an end to as far as possible. Efforts should be taken to send maximum cash in the cash bags and judiciously utilising the services of Cash overseers who are specially intended for this duty within their duty hours, without resorting to O.T. duties. [PMG, T.N. Circle No. APB/32-117/78 dated 12-6-78]

8. TRAINING OF CLERKS TO WORK IN ACCOUNTS BRANCH OF HOS
I am directed to invite a reference to your replies to this office letter of even number dated 17-05-85 on the above subject and to say that the matter has been examined and it has been decided that the unqualified officials who are posted to the 'Accounts Branch' of the Head Offices may be given training while on the job for a fortnight. The intention is that for a fortnight the newly appointed official in the Accounts Branch may be made to do all types of work of that Branch and his work should be supervised by the Accountant concerned, with a view to rectify the mistakes that are committed
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by the official. In addition, the concerned official or officials may also be given one hour's theoretical training only for a fortnight by the Accountant, if necessary by putting him on overtime duty. The Heads of Circles should, however, fit in this training during the normal working hours as the number of officials to be trained with act, in any case be more than one or two at a time in each head offices. Necessary instructions in this regard may please be issued to all concerned under intimation of this office. (DG P&T No. 31-3/65-PRP dated 31--12-66)
A.I.P.E.U. GROUP - 'C'

9. RESTRICTION ON NUMBER OF HOURS OF OTA ADMISSIBLE TO SORTING POSTMEN/GROUP 'D' STAFF CALLED ON DUTY ON A POSTAL HOLIDAY
For bringing about intra-circle and inter-circle uniformity in the number of hour of OTA admissible to Sorting Postmen/Group 'D' staff, in similar categories of offices, it has been found necessary to fix a ceiling on the maximum number of Hours of OTA admissible to Sorting Postmen/Group 'D' staff, when called to perform duty on a postal holiday for ensuring that mails are not detained for more than a day. Accordingly, it has been decided that the maximum limit for grant of OTA may be restricted to 3 hours, which will be applicable to the larger offices. In some cases, for smaller offices, the limit may be fixed taking into account the quantum of mail involved. (but should not exceed 3 hours). 4. It may also be ensured that the minimum numbers of staff for minimum number of hours are brought on duty on such days in order to avoid unnecessary additional expenditure. Other terms and conditions as stipulated in this regard vide Directorate letter No. 9-25/ 92-Cl, dated 10-9-1992 should be strictly adhered to. 5. These orders come into effect from 1-9-2002. (DG (P) No. 10-7/2001-PE.II, dated 11-10-2002)

10. GRANT OF SPECIAL PAY FOR HANDLING / CUSTODY OF CASH BY SUB POSTMASTERS
In pursuance of the Award delivered by the Board of Arbitration in CA reference No. I of 1990, the President is pleased to decided that the SubAmount of cash handled on an average per day Rs. 10,001 to Rs. 20,000 Rs. 20,001 to Rs. 50,000 Rs. 50,001 to Rs. 1,00,000 Above Rs. 1,00,000
2. The matter of determining the quantum of cash handled by the Sub Postmaster single / double handed post offices shall be the same as that laid down in the Ministry of Finance O.M. No. FII (42)-E-III/62 dated 28-06-62 circulated for all Heads of Circles under this office endorsement No. 14-43/61 P&A (P) dated 07-0862. In other words, the quantum of cash, handled will be same as disbursed (for this purpose).

Postmasters in single and double handed post offices responsible for handling / custody of cash shall be paid special pay at the following rates:Special Pay (Rs. Per month) Rs. 20/Rs. 25/Rs. 30/Rs. 35/3. The monthly average cash divided by 24 will determine the amount of cash handled on average per day. 4. The expenditure involved would be debitable to the head 3201 Postal Services B (2) (1) salaries and be met from the sanctioned grant of the respective years. 5. This award shall take effect from 13th May 1989. [DG (Posts) No. 6-4/80-PAP dated 27-02-92]

11. CASH HANDLING ALLOWANCE TO TREASURERS, ASST. TREASURERSREVISION OF RATES REGARDING:
This Office OM No. 6-16/86-PAP, dated 5-5-87 wherein the rates of Special Pay to Treasurers and Asst. Treasurers in Post Office were communicated. It has now been decided in consultation with Ministry of Finance to enhance the rates of Cash Handling Allowance as under:Amount of average Rates of Cash Handling Monthly cash handled Allowance Upto Rs. 2 lacs Rs. 120 Above Rs. 2 lacs Rs. 160 2. The rates are applicable to posts of Treasurers/ Asst. Treasurers in Post Offices. Officials posted against these posts only will be eligible for the same. It may be ensured that BCR officials are not posted
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against posts of Treasurers and Asst. Treasurers. In case such officials are posted inspite of these directions they will not be eligible for Cash Handling Allowance. 3. These enhanced rates of Special pay will be payable with effect from 1-8-97. 4. All other provisions as stipulated in Para 2 of Dept. of Personnel and Training OM No.6-31/86 shall also be applicable to Treasurers and Asst. Treasurers working in Post Offices. 5. This issues with the concurrence of the Finance Advice vide their Dy. No. 496/FA/99, dated 15-10-99. (DG (P) No. 6-1/99-PAP, dated 28-10-1999)
A.I.P.E.U. GROUP - 'C'

12. SPECIAL PAY TO POSTAL CANDIDATES WHO HAVE QUALIFIED THE JAO EXAMINATION AND AWAITING PROMOTION
The demand for the grant of special pay to the candidates who qualify in the department examination for promotion of Junior Accounts Officer cadre and awaiting promotion was under examination for some time past. The matter was considered by the Group of Ministers, constituted by the Hon'ble Prime Minister to consider the various demands raised by the three Postal federations and to examine the Pay Commission related matters. Ministry of Personnel, Public Grievance and Pension has now conveyed the decision of Group of Ministers to grant Special Pay to candidates who qualify in the departmental examinations for promotion to the grade of Junior Accounts Officer and are awaiting promotion and continue to be in the time scale of the existing post with rates of special pay being same as applicable to similarly placed persons in other organised Accounts Departments which is currently Rs. 80 per month for the first year of waiting and Rs. 140 per month thereafter. These orders will take effect from the date of issue of this order. This issues with the concurrence of Integrated Finance Wing vide their Dy. No. 49/PA/2001 dated 2-2-2001. (Dept. of Posts, O.M. No. 8(2)/99-PA Admin. 1/606 to 646 dated 2-2-2001)

13. SPECIAL PAY GRANTED TO JAO EXAMINATION QUALIFIED CANDIDATES
The matter regarding retention of Special Pay (now Special Allowance) granted to JAO examination qualified candidates on placement in the scale of JAO under ACP Scheme and counting of Special Pay (now Special Allowance) for fixation of pay on promotion to JAO cadre was under consideration in consultation with D.O. P&T vide its UO No. 296/ US(Estt.)/06 dated 28-6-2006 has clarified that since the higher pay scale has been allowed by way of ACP, there is no question of retention of special pay/ special allowance. In such cases the special pay/ Special Allowance drawn in lieu of higher pay scale may be taken into account for fixing pay under ACP as clarified against point of doubt No. 18. (D.G.(P) No. 6(1)/2004/PA-Admn.I/501 to 544, dt. 29-10-2006)

14. PROMPT SETTLEMENT OF PERSONAL PROBLEMS OF THE EMPLOYEES
In the course of discussions at JCM (Departmental Council) the staff side complained of excessive delay in the settlement of personal cases of employees and consequent hardship to them. In this respect instructions have been issued from time to time, to give adequate attention to these cases so that the staff do not disgruntle / due to delaying settlement. Expeditious disposal of personal claims like increments, efficiency bar, pay fixation, promotion, drawal of leave salary and other allowances is necessary for ensuring cordial employer -- employee relationship which has a part to play in the improvement of operational efficiency. It is therefore requested that all concerned at various levels are suitably instructed to keep this in view in the larger larger interest of the Department. The staff side also stated that sometimes officials are kept under suspension for a long time without charge sheets being eventuated. Secretary (C) has ordered that effects should be made to issue charge sheet in a month's time except in cases where police complaints are involved. (DG's letter No. 140/4/80-SPB.II dated 07/01-81)

15. GRANT OF SPLIT DUTY ALLOWANCE
Refer to this Directorate's letter No. 8-66/78 PE-II (Vol.III) dt. 22-5-1990 and letter No. 6-66/78-PE. II/Vol. IV, dated 17-6-93 on the subject noted above. 2. The question of continuance of payment of Split Duty Allowance to Group 'C' and Group 'D' employees of the Department of Posts who are placed on Split Duty has been examined in this Directorate and it has been decided to grant them Split Duty Allowance subject to the fulfilment of the following conditions as laid down in this office letter of even number dt. 22-590 and 17-7-93. (i) The break between the two spells is not less than two hours.
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(ii The Split Duty Allowance will be admissible only for the actual period for which an official on Split Duty, once he is placed on continuous duty he will forfeit the right to draw Split Duty Allowance. (iii) The Split Duty Allowance will not be admissible for the period an official is on leave and training etc. (iv) The official is residing beyond 5 kms. from his duty place. 3. These orders will be effective for the period of three years from 1-7-1996 to 30-6-1999. 4. This issues with the concurrence of the Finance Advice (Postal) vide their Dy. No. 713/FA/79 dated 5-3-97.
A.I.P.E.U. GROUP - 'C'

16. FIXED MONETARY COMPENSATION OF POSTMEN STAFF
Reference para 25(i) (ii) of O.T.A. orders issued in DOP office letter No. 10-1/64-PE dated 12th February, 1964 embodied in Director General's circular No. 33 of 25-2-64 as further modified in DOP office letter No. 10-18/73-Pt.II, dt. 30-11-79, No. 1041/80/PE II dated 19-2-1983 and No. 10/23/87-PE II dated 1-9-89 and 10-3-92 regarding monetary compensation to Postmen staff for performing duties of absentee Postmen on holidays. The question of revising the rates of compensation as set forth above has been under consideration of the Government for sometime. The President is pleased to revise the rates of compensation as under: Existing Revised Rate Rate (a) When one postman Rs. 18/Rs. 24/performs duty of an absentee (b) When two postmen Rs. 12/Rs. 12/perform duty of (Per (Per an absence Postmen) Postmen) (c) Holiday monetary Rs. 25/Rs. 36/compensation.
3. Consequent on the above decision para 25(i) as embodied in O.T.A. order referred to above will stand amended as follows: Para 26(i): "Ordinarily Postmen will not be paid any OTA on working day, but in case where the work of an absentee Postmen is divided between two Postmen, each would be paid compensation at the rate of Rupee 12/- per day and where the entire additional work is performed by a single Postmen, compensation will be paid at the rate of Rupees 24/per day. As far as possible, it should be ensured that the work of an absentee Postman is entrusted to single Postman". Para 26(ii): "The Postman required to perform delivery work on holiday will be granted monetary compensation at the flat rate Rupees 36/- (now 43/) per holiday for duty performed on a Postal Holiday on which there are either usual deliveries or restricted deliveries of letters no amount would be payable on the three National Holidays as there will be no delivery on National Holidays". 4. These orders take effect from 16-12-93. 5. This issues with the concurrence of Finance Advice, Postal vide their Diary No. 5229/FA/93 dated 20-12-93. (Dept. of Posts No. 10-23/87-PE-II, dated 21-12-93)

17. ADMISSIBILITY TO HOME TOWN EVERY YEAR TO UNMARRIED CENTRAL GOVT. EMPLOYEES HAVING DEPENDENTS LIVING IN HOME TOWN
It has been decided that the unmarried Central Govt. employees who have left their wholly dependent parents, sisters and minor brothers at their home town may also be given the benefit of LTC to visit their home town every year. This concession will be in lieu of all other LTC facilities admissible to the Govt. servant himself and the aforesaid parents, sisters and minor brothers. (MoP, PG & Pension (DOP) OM No. 31011/17/85Estt.(A), dt. 3-4-86)

18. FORFEITURE OF THE LTC CLAIM AFTER THE EXPIRY OF THE EXPIRY OF THE STIPULATED PERIOD
It has been decided that in cases where no travel advance had been drawn, the period within which a Govt. Servant should submit his claim on completion of the return journey should be reduced from one year to three months. Accordingly, the right of a Govt. servant for reimbursement of his leave Travel Concession claim, where no advance was drawn by him shall stand forfeited or be deemed to have been relinquished if the claim is not preferred within three months of the date of completion of the return journey. In case where advance has been
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drawn towards LTC the final bill will have to be preferred within one month of the completion of return journey. If that is not done, the authority which sanctioned the advance should enforce lum-sum recovery of advance forthwith, and one such recovery is made, it should be taken as if no advance had been drawn and the claim allowed to be preferred within a period of three months, failing which it shall stand forfeited in terms of these orders. (MOP PG & Pensions (DOP & Trg) OM No. 31011/ 28/86-Estt (A) dated 26-3-87)
A.I.P.E.U. GROUP - 'C'

19. LTC FACILITIES TO THE FAMILY MEMBERS NOT RESIDING WITH GOVT. SERVANT- CLARIFCIATION REGARDING
It has been decided that in cases where the Govt. servant has left his/her spouse and the dependent Children at place other than his/her Head Quarter, he may be allowed LTC in respect of them from the place of their residence to home town in a block of 2 years or any place in India in a block of 4 years, as the case may be, but the reimbursement should in no case exceed the actual distance travelled by the family or the distance between the headquarters/ place of posting of Govt. servant and the place visited/home town, whichever is less. In case of other members falling within the definition of 'Family' the existing conditions and restrictions will continue to be in force. (MOP & PG (DOP & Trg) OM No. 310/11/14/86Estt.(A), dt. 8-5-87)

20. LTC - TRAVEL BY STATE TOURISM BUSES - CLARIFICATION - REG.
It is clarified that the journeys by the Chartered buses shall be admissible for LTC, only in these cases where the town is wholly operated and conducted by the ITDC/State Tourism Development Corporations, either by their own buses or buses taken on hire from outside. It should, however be clearly certified by the LTDC/State Tourism Development Corporation concerned that the tour was actually conducted/ operated by them and not by any Private Party/Person. (MOP P&T & Pen. OM No. 31011/9/86-Estt.(A), dt. 17-8-87)

21. LTC- DENIAL OF LTC TO GOVT. SERVANTS FOUND GUILTY OF MISUSE OF THE FACILITY.
It has therefore been decided that whenever a case of fraudulent claim of LTC comes to notice and the competent disciplinary authority arrives at a conclusion that there is a Prima facia case of initiating disciplinary proceedings against the Govt. servant for this Monconduct, the claim for the LTC should be withheld and he should not be allowed this facility till finalisation of the proceedings. 2. If the Govt. servant is fully cleared of the charges of misuse of LTC, he will be allowed to avail of the LTC withheld earlier as additional set(s) of the LTC in future Block of years but before his normal date of super annuation. In such a situation, the provisions relating to lapsing of LTC facility not availed of within the first year of the next block will not apply. 3. If, however, the Govt. servant is not fully cleared of the charges of misuse of the LTC, he shall not be allowed the next two sets of LTC in addition to the set(s) of the LTC already withheld. If the nature of the misuse is grave, the competent authority may disallow more than two sets of LTC. Such disallowance shall be without prejudice to the punishment, for any proved misconduct in the disciplinary proceedings. (MOP & PG & Pensions (DOP) OM No. 31011/110/ 86-Estt.(A, dt. 8-10-87)

22. DISABILITY UNDER FR 17 (A) - RELATING TO LTC - CLARIFICATION
It is seen that those who had already availed their LTC before participation in the strike were naturally not subject to any disability. In the circumstances it would be unfair to those who participated in the strike and were prevented from availing the facility for one year upto May, 1990 and yet are not allowed to avail the facility during the extended period of the block. It has therefore been decided that there need not be any embargo on officials whom FR 17A has been invoked in availing Leave Travel Concession during the extended period upto 31-12-90 provided the minimum period of one year has elapsed and provided further that the have put in a minimum period of continuous service as required under LTC Rules. (DG No. 20-15/90-PAP, dt. 26-11-90)

23. IMPOSING OF PENAL INTEREST ON UNUTILISED BALANCE OF TA/LTC ADVANCE
The refund of advance arises as a result of change of programme, proceeding on short leave, lack of hotel facility, non availability of class of rail/ hotel accommodation and the excess drawal of advance is beyond the control of Govt. servant.
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Hence it is clarified that it is for the administrative authority to satisfy itself, whether to charge penal interest or not in such cases. (C & AG No. 786- Audit I/85-90 III (154) dt, 7-12-90)
A.I.P.E.U. GROUP - 'C'

24. GRANT OF OTA TO THE CLERKS WHEN REQUIRED TO ACT AS SPMS IN THE ABSENCE OF REGULAR SPMS ON LEAVE
There is no objection to the grant of OTA for 45 minutes to the clerk who is officiating as LSG SPM and getting LSG Pay where he officiates in the leave vacancy of regular LSG SPM provided he performs split duty beyond 7 hours 15 minutes and has not been provided with quarters. (DG P&T No. 10-11/79-PE II, dt. 4-5-79)

25. CLAIM OF OTA IN LIEU OF HIGHER PAY
It has been decided that the officiating SPM working against leave vacancy of regular SPM may be granted OTA @45 minutes per day provided that no charge allowance is given and the period of arrangement does not exceed 30 (Thirty) days. It has further been decided that the OTA may be admissible to the officiating SPM when the regular SPM incharge is on any kind of leave such as EL/HPL/Com. Leave/ EXOL/Casual Leave. (DG (P) No.10-29/84-PE-II, dt. 15-3-85)

26. GRANT OF OTA - CLARIFICATIONS
Doubts have been raised in certain quarters whether OTA or compensatory off should be granted to the staff of operative offices for extra work done by them. In operative offices, there are occasions due to absentism or due to heavy work, when the work cannot be finished during the normal working hours and in the interest of service, staff have to be It has been brought to the notice of this office that in some operative offices of the Dept. Compensatory leave is granted to the staff detained beyond duty hours and not granted overtime. It is therefore, again clarified that when, under inescapable circumstances operative staff is put on duty outside the working hours to deal with the work which can not be postponed to the next day in the interest of service, payment of overtime allowance deployed on duty outside the normal working hours for completing the unfinished work. It is hereby clarified that in such cases in the interest of clearance of work which cannot be postponed to the next day OTA may be paid under the existing conditions applicable to operative offices. (DG (P) No.10-37/86-PE-II, dt. 29-9-87) may be regulated in the light of instructions contained in this office letter of even No. dt. 29-9-87. It is also clarified that the skeleton staff specially ordered to perform duty on Postal/National holiday for the work connected with these holidays in operative offices may be granted OTA and provision of Rule 20 of OTA Rules as amended from time to time. (DG (P) No. 10-37/86-PE-II, dt. 29-3-88)

27. GRANT OF OTA - CLARIFICATIONS

28. GRANT OF OTA TO ASPM WHEN REQUIRED TO WORK AS HSG-II SPM
The orders for grant of 45 minutes OTA will be applicable to ASPM also who officiates as HSG II Sub PM, provided the terms and conditions as laid down in the letter dated 2-12-78 are fulfilled. (DG (P) No. 10-30/87-PE-II, dt. 15-2-88)

29. CLARIFICATION ON OTA TO GROUP 'D' STAFF
It has been decided that the first preference in such short term arrangements against Group D posts should be given to ED Agents and Group D employees may be brought on over time duty only, when ED Agents are not readily available. (D.G.(P) NO. 17-498/90-ED & Trg., dt. 11-7-91)

30. GRANT OF COMPENSATORY OFF/OTA WHERE POSTAL HOLIDAYS FALLS ON FIXED OFFS ON SUNDAYS/WEEKLY OFFS
I am directed to refer your letter No. NKB/STA2/513, dt. 9-9-92 on the subject mentioned above and to say that Para 2 of this office letter of even number dated 20-9-89 may be read as follows : "In view of the above it is requested that the orders
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already issued in the matter vide this Directorate letter No. 10-98/83-PE II dated 20-3-85 and the clarifications issued vide this office letter of even number dated 37-87 should be followed in the matter." (DG (P) No. 10-24/86-PE-II (Pt.), dt. 9-11-92)
A.I.P.E.U. GROUP - 'C'

31. REIMBURSEMENT OF LTC CLAIM TO BE RESTRICTED TO THE ACTUAL FARE INCURRED BY LONGER ROUTE OR THE FARE BY THE ENTITLED CLASS BY SHORTEST DIRECT ROUTE, WHICHEVER IS LESS
The provisions that the LTC claim for a Govt. Servant who has travelled by a longer route is to be restricted to the actual fare paid by him or the fare of the entitled class had he travelled by shortest direct route, whichever is less, shall be equally applicable both to the journeys to home town as well as any place in India. (M.F. (DOR) No. A-27023/14/89, dt. 25-10-89)

32. ADMISSIBILITY OF LTC WHEN BOTH HUSBAND AND WIFE ARE GOVT. SERVANTS AND ARE RESIDING TOGETHER
It has been decided that where husband and wife both are Govt. servants, they could, at their option, choose to declare separate home town and both of them may claim the concession separately under the normal provisions of CCS (LTC) Rules in respect of the members of their respective families subject to the conditions that if husband or wife avails the facility as a member of the family of the other, he or she will not be entitled for claiming the concession for self independently. Similarly, the children shall be eligible for the benefit in one particular block as members of the family of one of the parents only. All other conditions for admissibility of the LTC shall continue to be applicable as per normal provisions of the scheme. (MOP, PG & Pensions (DOP) No. 31011/8/89Estt.(A), dt. 8-5-90)

33. SOME MEMBERS CAN VISIT 'HOME TOWN' WHILE OTHER FAMILY MEMBERS MAY AVAIL 'ANY PLACE IN INDIA' IN THE SAME TWO YEAR BLOCK LTC
Since the LTC facility can be availed by the Govt. Servant and various members of his family in separate batches there may not be any objections in allowing home town LTC and the LTC to any place in India to different members of the family in respect of the same block of years provided such concession is otherwise admissible. (Dept. of Per & Trg. U.O. No. 1138/89-EST(A), dt. 11-5-89)

34. LTC BY PRIVATE AIRLINES
Government employees may also travel by air including private airlines, but the reimbursement shall be limited to the rail fare of the entitled class on production of air ticket or boarding pass. (DoP&T OM No. 31011/2/2006-Estt. (A) dated 24-04-06)

35. LEAVE ENCASHMENT DURING LTC
Leave encashment for 10 days earned leave can be availed at the time of LTC, subject to following conditions: (a) the total leave so encashed during the entire career shall not exceed 60 days in the aggregate. (b) earned leave of atlest an equivalent duration is also availed of simultaneously; (c) a balance of atleast 30 days of EL is still available to his credit, after availing leave and leave encashment; and (d) the period of leave encashed shall be deducted from the quantum of leave that can be encashed at the time of superannuation. (DOP&T No. 13026/1/99-Estt. (L) dated 18-04-2002)

36. LTC - FAMILY CLARIFICATION
The restriction of two surviving children in the definition of the family for eligibility condition for LTC shall not apply in respect of children existing as on 20-10-97 and child born within one year from 20-10-97 and also in case of multiple births after one child. (DOP&T OM No. 31011/7/97-Estt. (A) dated 28-07-98)
VENTURE 105 A.I.P.E.U. GROUP - 'C'

37. LTC ADVANCE
90% fare can be availed as advance. The advance can be drawn for both forward and return journey in case the absence of Govt. Servant will not be more than 90 days. If the absence will be more than 90 days, advance of outward journey only will be admissible. Particulars of tickets should be furnished within 10 days of the drawal of the advance.

38. A SUBMISSION OF LTC CLAIM
LTC claim should be preferred within three months from the date of completion of return journey. However, if advance is availed the claim should be submitted within a month from the date of completion of return journey failing which the advance paid will be recovered in one lump sum with penal interest without prejudice to his claim treating such claim as one for which no advance has been sanctioned. If the above time limit is not adhered to, the Govt. Servant's right for the claim shall stand forfeited.

39. AVAITING LTC ON HOLIDAYS
Availing of LTC during Saturday (Administrative office) and holidays alone not allowed. Journey during the week and holidays without any leave is not entitled to LTC. But LTC can be availed during Casual Leave.

40. PROPORTIONATE MILEAGE ALLOWANCE WHEN JOURNEY ON TOUR IS PERFORMED BY LONGER ROUTE BY RAIL PARTLY BY LOWER CLASS AND PARTLY BY THE ENTITLED CLASS
It is clarified that the claim of the officer shall be regulated on proportionate basis, by caclulating mileage allowance for different modes/classes by the shortest route in the ratio of distance covered by the such modes/classes by the longer (actually used) route. (C & AG No. 787 -Audit I/106-86-Vol II (155), dt. 10-12-90)

41. LTC TO HANDICAPPED EMPLOYEES
It has been decided that LTC facility could be allowed for an escort who accompanies a handicapped Govt. servant on the journey subject to the following conditions: i) Prior approval is obtained on each occasion. ii) The nature of physical disability is such as to necessitate on escort. iii) The Physically Handicapped Govt. servant does not have an adult family member. iv) Any other person who is entitled to LTC does not accompany. (Dept. of Per. & Trg. OM No. 31011/4/91-Estt(A), dt. 9-7-91)

42. REGULATION OF LTC CLAIM IF THE RAIL JOURNEY IS PERFORMED BY A LONGER ROUTE AND BY DIFFERENT CLASSES
The general principle for regulating LTC claim of a Govt. servant who performs journeys by a longer route (which is not the cheapest) in different classes of accommodation, continue to be regulated on proportionate basis, in accordance with the provisions of OM No. 43/10/58-Estt(A) dt. 11-4-58. Note : As per the existing orders said above, the
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proportionate fares for the classes actually travelled should be reimbursed. It is only in cases where part of the journey is performed by bus the actual expenses limited to the rail fare for the entitled class by the shortest route are admissible. (Dept. of Per. & Trg. No. 31011/5/90-Estt. (A), dt. 1-1-92)
A.I.P.E.U. GROUP - 'C'

43. GRANT OF FIXED MEDICAL ALLOWANCE TO THE STAFF WORKING IN THE INTERIOR UNDER CS (MA) RULES, 1944
On a representation made by the M.E.S. Employees Union, Mumbai for enhancement of Fixed Medical Allowances, the Government have decided to enhance the fixed medical allowance from Rs. 25/- p.m. to Rs. 100/- (Rupees One Hundred Only) per month as recommended by the 5th Central Pay Commission for the employees working in the interior / remote localities where no Authorities Medical Attendant is available within a radius of 5 kms. on the conditions that:(i) The Head of the Department should obtain a Certificate from an appropriate District Authority that there is no State Government / Local Body Hospital / Dispensary available within a radius of 5 kms. and also there is no qualified private medical practitioners available and, if available, he is not willing to be appointed as Authorised Medical Attendant. (ii) The position will be reviewed every three years and a fresh certificate is to be obtained by the Head of the Department. 3. This issues with the concurrence of the Ministry of Finance (Department of Expenditure) vide their U.O. No. 1199/EV/99 dated 01-01-1999. (O.M. No. 14025/33/98-MS of Min. of Health & FW)

44. DELEGATION OF POWERS TO CONDONE DELAY IN SUBMISSION OF MEDICAL CLAIMS
i) Heads of Circles are delegated to condone the delay in respect of claims beyond a period of 3 months and the amount should not exceed Rs. 500/ii) Only the bills delayed for more than six months should be referred. iii) Free to reject medical claims when not convinced of the reasons for delay in the submission of the claim after giving reasonable opportunity to the employees. iv) Cases not covered by the aforesaid guidelines and cases presenting special features will be referred to P&T Directorate with recommendations of Head of Circle Office order contained in DG P&T Memo No. 32/1/70-PAP/Cell (V) dated 5-5-70 will continue to remain inforce. (DG P&T No. 30/2/81/PAP(Pt.), dt. 25-3-82)

45. PAYMENT ON ONE TIME BASIS TOWARDS CGHS CONTRIBUTION BY PENSIONERS
It has now been decided that pensioners can opt for making one time payment towards CGHS contribution. The amount to be paid will be 10 times the annual contribution payable at the time of retirement and a permanent CGHS Card will be issued. In respect of those beneficiaries who have already retired, the lump sum amount will be worked out on a pro rata basis assuming average life expectancy of 68 years. (MoH & FW NO. S-11011/C/91-CGHS(P), dt. 17-10-91)

46. ENTITLEMENT OF TA/DA TO THE PATIENTS
Patients (Govt. Servants or dependants) and attendants (Recommended by the Doctor) are entitled to TA/DA for journeys performed for medical attendance/treatment. (MoH & FW No. S-14025/24/91-MS, dt. 6-11-92)

47. MEDICAL ADVANCE - REVISED INSTRUCTIONS
It has been decided to delegate the powers to Heads of Offices for sanction of Medical Advance subject to the following conditions: i) The amount of advance is limited to the ceiling provided in this Ministry's OM No. S-11016/1/92-CGHS (P) dated 29-10-92. (i.e.) 80% of the estimate submitted by the Govt./Private recognised hospital. ii) Medical advance is admissible to all Central Govt. employees irrespective of any pay limit subject
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to other conditions. iii) Advance is allowed only in cases of estimate submitted from the Govt. hospital or from a Private hospital recognised for such treatment. The amount of advance in cases where estimate is submitted from a private recognised hospital should be calculated on the basis of the rates approved for such treatments/ diagnosis/examination. iv) The advance is paid directly to the hospital
A.I.P.E.U. GROUP - 'C'

concerned on receipt of an estimate from the treating physician/Medical Superintendent of the hospital. v) For settlement of advance, the employees may be required to submit the adjustment bills within a period of one month from the date of his discharge from the hospital. In case the entire advance has not been

utilised for the treatment of the patient, the Head of Office concerned will correspondent with the hospital for refund of the unutilised balance of Medical advance. The orders will come into force with immediate effect. (DG (P) No. 30-1/94-PAP, dt. 24-1-94)

48. REIMBURSEMENT OF MEDICAL CLAIM FOR TREATMENT TAKING IN PRIVATE HOSPITAL IN EMERGENT CASES- CLARIFICATION
The Chief PMGs are the head of Department for all intent purpose and as such it is clarified that in future all such cases of medical treatment in a Private hospital in emergency should be decided with the personal approved of the Heads of the Circles. (i.e. Chief Postmaster General). (DG (P) No. 31-24/93-PAP, dt. 25-1-94)

49. 'FIXED MONETARY COMPENSATION' TO POSTMAN FOR EFFECTING DELIVERIES ON SECOND DAY OF THREE CONSECUTIVE HOLIDAYS
A number of references have been received from the Unions/Federations requesting for upward revision of FMC admissible to Postman staff for effecting deliveries on second day of three consecutive holidays. 2. The issue has been examined and it has been decided to enhance the 'Fixed Monetary Compensation' admissible to Postmen staff from the existing Rs. 36 per day to Rs. 43 per day. 3. These orders come into effect from 1-9-2002. 4. This issues with the concurrence of IFA vide their Dy. No. 393/FA/2002, dated 27-8-2002. (Dept. of Posts, No. 10-7/2001-PE.II dated 4-9-2002)

50. CCA/HRA RAISED RATES W.E.F. 1-8-1997
(i) Compensatory (City) Allowance : Pay Range (Basic Pay) A-1 (2) 90 125 200 300 Amount of CCA in class cites (Rs. per month) A B-1 B-2 (3) (4) (5) 65 45 25 95 65 35 150 100 65 240 180 120

(1) Below Rs. 3,000 p.m. Rs. 3,000 p.m. to Rs. 4,499 p.m. Rs. 4,500 pm. to Rs. 5,999 p.m. Rs. 6,000 p.m. and abvoe (ii) House Rent Allowances : Classification of cities/towns Rates of House Rent Allowance A-1 30% of actual basic pay drawn A B-1 15% of actual basic pay drawn B-2 C 7.5% of actual basic pay drawn Unclassified 5% of actual basic pay drawn N.B.: These orders shall be effective from 1-8-1997. For the period from 1-1-1996 to 31-7-1997, the above allowance will be drawn at the existing rates on the notional pay in the pre-revised scale. (Min. of Finace O.M. No. 2(3)/97-E.II(B), dated 3-10-1997)
VENTURE 108 A.I.P.E.U. GROUP - 'C'

51. GRANT OF CONVEYANCE ALLOWANCE TO BLIND AND ORTHOPAEDICALLY HANDICAPPED CENTRAL GOVERNMENT EMPLOYEES
I am directed to forward a copy of O.M. No. 19029/ 1/78-EIV(B), dt. 16-7-1980 of the Ministry of Finance (Department of Expenditure), New Delhi on the above subject for information, guidance and necessary action. That Ministry's O.M. No. 19029/1/78-E. IV (B) dated 31-8-78 and 19029/1/77-E IB dated 3-12-1979 was forwarded to all Heads of Circles etc. under this office letter No. 18-10/78-PAP dated 5-12-1978, 18-1-1979 PAP, dated 25-1-1980. Copy of O.M. No. 19029/(1)/78-EIV (B) dated the 16th July, 1980 from Government of India, Ministry of Finance (Deptt. of Expenditure) New Delhi, addressed to all Ministries/Departments of the Government of India, etc. The undersigned is directed to refer to this Ministry's Office Memorandum No 19029/1/78-EIV (B) dated the 31st Aug. 1975 read with O.M. of the same number dated the December, 1979 on the above subject and to state that a question has been raised as to the date from which orthopaedically handicapped employees who were in service on 3-12-1979 and who fulfilled the prescribed conditions on that date should be granted conveyance allowance. It is clarified that in such cases the allowance may be granted w.e.f. 312-1979. (D.G.(P) No. 18/8/80-PAP, dt. 6-2-1981)

52. GRANT OF SPLIT DUTY FOR TWO HOURS BREAK
It has been decided to modify the condition of more than two hours duration specified in condition (i) of order dt. 22-5-90 by 'not more than two hours' with effect from 1-7-93. The implication of this modification is that even employees having a break in duty of exactly two hours will be now entitled to Split Duty allowance, if they fulfil other prescribed condition. These orders will be effective for a period of three years from 1-7-93. (DG (P) No. 6-66/78-PE-II, dt. 17-6-93)

53. GRANT OF SPLIT DUTY ALLOWANCE - CLARIFICATIONS
1. (i) Split duty is possible only to operative offices. Split duty allowance is not admissible to the staff of administrative offices. (ii) Split duty allowance is paid on monthly basis excluding the period for Sundays and holidays does not arise. 2. Regarding postmen staff, normally the duty hours of Postmen are continuous i.e. 08-00 hrs. - 16.00 hrs. or 09.00- 17.00 hrs. and as such they are not entitled to split duty allowance. 3. PRIs too are not to be paid Split duty allowance. (DG (P) 6-66/78-PE-II (Vol. III), dt. 22-5-90)

54. SPLIT DUTY ALLOWANCE - CLARIFICATIONS
Split duty allowance is admissible only to Group C and Group D employees (including LR Staff of these categories). It is not admissible to EDAs and Outsiders who work as substitutes in the leave vacancies of Postmen/Group D. (Chief PMG No. ESB/125-2/90, Dt. 30-9-91

55. GRANT OF SAVINGS BANK ALLOWANCE TO POSTAL ASSISTANTS
Reference is invited to Directorate's letter of even number dated 27-4-1989 (SB order No. 26/89) on the subject cited above. 2. Para 7 thereof be amended by adding the words 'or above' after the word 'LSG' in first line and 'and/or Biennial Cadre Review Schemes(s)' after 'TBOP' appearing in second line to read as follows: Para 7 - The Postal Assistants promoted to LSG or above as a result of the operation of the TBOP and/ or Biennial Cadre Review Scheme(s) will also be entitled to the SB allowance subject to the various conditions being fulfilled like other Postal Assistants. However, no official drawing supervisory allowance will be entitled to SB allowance. (DG (P) No. 2-3/86-SB dated 4-1-2000)

56. REVISION IN THE RATE OF CYCLE (MAINTANCE) ALLOWANCE
(1) The question of upward revisions of cycle maintenance allowance has been under consideration for some time in the past. The issue was also raised by the Staff Side of the National Council of the (JCM). The rate of cycle maintenance allowance was last
VENTURE 109

revised vide this Ministry's O.M. No. 19030/5/86-E.IV dated 3rd August, 1987 to Rs. 20/- per month with effect from 1-1-1986. (2) In the context of the demand raised by the staff side, the matter has been further considered and the President
A.I.P.E.U. GROUP - 'C'

is pleased to revise the rate of cycle maintenance allowance from Rs. 20/- to Rs. 30/- per month. (3) In their application to the Staff serving in Indian Audit and Accounts Department, these orders issue

after consultation with the Comptroller and Auditor General of India. (4) These orders will take effect from the date of issue. (D.G.(P) No. 19050/4/92/E.IV, dt. 29-6-1993)

57. TBOP/BCR OFFICIALS ENTITLED FOR SAVINGS BANK ALLOWACE
Reference is invited to Directorate's letter of even number dated 27-4-1989 (SB order No. 26/89) on the subject cited above. 2. Para 7 thereof be amended by adding the words 'or above' after the word 'LSG' in first line and 'and/or Biennial Cadre Review Scheme(s)' after 'TBOP' appearing in second line to read as follows:Para 7 - The Postal Assistants promoted to LSG or above as a result of the operation of the TBOP and/or Biennial Cadre Review Scheme(s) will also be entitled to the SB allowance subject to the various conditions being fulfilled like other Postal Assistants. however, no official drawing supervisory allowance will be entitled to SB allowance. (DG (P) No. 2-3/86-SB dated 4-1-2000)

58. ENHANCEMENT OF SAVING BANK INCENTIVE TO POSTAL ASSISTANTS WORKING IN SAVINGS BANK BRANCHES-ACCEPTANCE OF FIFTH CENTRAL PAY COMMISSION'S RECOMMENDATION (PARA 30.22) REGARDING
Ministry of Finance (DEA) vide its I.D. No. 17/1/ 2001-NS.II, dt. 26-08-2004 has conveyed its agreement regarding increase in the Savings Bank Incentive amount from Rs. 60 per month to Rs. 150 per month in respect of staff fully engaged in the saving bank work and from Rs. 30 per month to Rs. 75 per month for those partially engaged in the savings bank work, in accordance with the recommendations of the Fifth Central Pay Commission in para 30.22 of the Report. The increase in savings bank incentive would be effective from the dates of issue of orders i.e. 08-102004. 2. It is requested that the above decision may be circulated immediately to all concerned for information and compliance. 3. Compliance report of the above may be furnished to DDG (FS) immediately. (D.G.(P) No. 2-2/93-503, dt. 8-10-2004)

59. FIXED CONVEYANCE ALLOWANCE
Fixed Conveyance Allowance per month For Journeys by own For journeys by other modes motor car of conveyance Rs. Rs. 201-300 Km 560 185 301-450 Km, 840 240 451-600 Km 1,035 320 601-800 Km 1,215 375 Above 800 Km 1,500 425 These orders will be effective from 1-8-97. (M.F. O.M. No. 19039/3/98-E IV, dated 18-9-1998) Average monthly Travels on official duty

60. GRANT OF CONVEYANCE TO MAIL/CASH OVERSEERS
2. Keeping in view the general increase in fares of all modes of conveyance, the financial powers of Divisional Heads/Divisional Superintendents to sanction the conveyance charges of Cash/Mail Overseers is enhanced to Rs. 500 per month from the existing limit of Rs. 200 per month.
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3. The powers of the Heads of Circles and other conditions for reimbursement will remain unchanged. 4. This issue with the concurrence of FA (Postal) vide their Dy. No. 459/FA/02/Cs, dated 2-12-2002. (Dept. of Posts No. 17-2/2002-PAP, dated 3-12-2002)
A.I.P.E.U. GROUP - 'C'

61. SIMPLIFIED PROCEEDURE FOR CLAIMING CEA/TUTION FEES
i) A Certificate from the school need not be insisted upon. ii) Production of cash receipt or the counterfoil of Bank voucher as a proof will be sufficient at the time to initial claim. iii) A declaration that he continues to incure expenditure should be accepted and claim sanctioned. iv) The Govt. Servant has to certify that his children are actually studying in recognised school and incurring expenditure on tuition fee. (OM No. 12011/3/88-Estt.(All) dt, 17-10-88)

62. REIMBURSEMENT OF TUITION FEE SHALL BE ADMISSIBLE TILLTHE END OF THE ACADEMIC YEAR IN CASE OF GOVT. SERVANT CEASES TO BE IN SERVICE BY RETIREMENT, RESIGNATION, DISCHARGE, DISMISSAL OR REMOVAL FROM SERVICE
In case of death of a Govt. Servant while in service, the RTF shall be admissible till the end of the year provided the wife/husband is not employed in Central/State/Public Sector/Semi Govt. like Municipality Port Trust etc. (M.O.P. PG & Pensions OM No. 12013/1/90-Est.(Allowances) dt, 8-5-92)

63. GRANT OF FIXED STATIONERY CHARGES CLARIFICATION REGARDING
Rule 341 A of P&T Manual II and orders issued by the Government from time to time revising the rates for fixed stationery allowances, govern grant to fixed stationery charges. It has been brought to the notice of this office by a number of Associations / Unions that the items which are not to be met from fixed stationery charges are not being supplied to the Office/Officials drawing such fixed stationery charges. 2. In this connection attention is invited to Para 6 to Rule 341 A of P&T Manual Volume II, reproduced below, which specified the times which are required to be met from the sanctioned fixed stationery charges and which are to be met from outside the contingent allowance. The expenditure on articles that are required to be purchased every month e.g. pencils, pen holders, nibs, ink tags, pin, thread, twines, ink pots, blotting paper, sealing red and black wax, gum wicks, oil, match boxes ink stands, candles, needles, eraser, ink powder, flour and copper sulphate should be met from the sanctioned fixed stationery charges. The expenditure on articles that are purchased periodically at longer intervals e.g., paper weights, etc. should be met from outside the contingent allowance. 3. The above rule clearly mentions that the expenditure on articles that are purchased periodically at longer intervals should be met from outside the contingent allowance and only expenditure on articles that are required to be purchased every month should be met from the sanctioned fixed stationery charges. It is therefore, requested that the items of stationery which are not converted under the F.S.C. should be sanctioned by competent authority and should not be met from fixed stationery charges. In case of any doubt on any items of stationery, its admissiblity may be decided in consultation with the IFA. [DG Posts No. 23-1/89-PAD dated 12-07-93]

64. ENHANCED RATES OF STATIONERY CHARGES FOR P.OS, SBCO, IPOS / ASPOS
Consequent upon the rise in prices of stationery articles, the question of increasing the existing fixed stationery charge for Post Offices, Circle Pairing Units and SBCOs as sanctioned in this Office Letter No. 231/89-PAP dated 23-02-1993 has been under consideration of the Government for sometime past.
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The proposal has been examined and it has been decided to entrust the job of review of revision of Fixed Stationery Charges (FSC) to a High Power Committee. But as an interim measure, it has been decided to revise the rates of FSC ranging from 15% to 50% as per details below:A.I.P.E.U. GROUP - 'C'

S.No. Item Cost Of Closing and sealing of one bag daily Burning on lamp for one hour daily throughout the month Fixing 100 seals to insured envelopes closed Burning on lantern for one hour daily throughout the month Twine for 100 labelled bundles prepared V.P. payable posted Paste for 100 Registered articles posted or received or insured and Money order envelopes, Registered bundles and official covers closed, excluding those posted with special registered journal and at Branch Post Offices doing independent registration work. Cost of Stationery eachMember of the Supervising staff Member of the clerical staff, excluding leave reserve clerks Overseer (Mail and Cash) Postman and Village Postman Mail Peon and Stamp Vendor

Existing rate Rs 1.60 3.25 1.00 2.00 0.30

Revised rate Rs. 2.10 3.73 1.30 2.30 0.45

1. 2. 3. 4. 5. 6.

0.30 1.60 2.60 2.00 0.80

0.45 2.10 3.35 3.00 1.05

7. 8. 9. 10.

Only 15% increase on Item No. 2 and 4 has been decided, as most of the Post Offices in urban areas are modernized. Item concerning stationery charges for cost of gum for teleprinter messages to be gummed in PCs has been deleted, as the teleprinter message requiring cutting and gumming are not received any more. Moreover, while agreeing to the above proposal, it has been decided that the concerned Postmaster should record a certificate on the bill drawing FSC 1. L.T.C. Claim : Bill should be preferred within 3 months of the date of completing the return journey, otherwise the claim shall be forfeited of advance taken, the final bill have to be preferred within one month on completion of return journey. If not made, the amount will be recovered in one lump and if such recovery is made, it should be taken as if no advance was taken and the claim is allowed within a period of 3 months.

amount to the effect and "such items of stationery which are requested to be met out of FSC are not being supplied by the concerned PSD / have not been purchased and will not be purchased separately from the office contingency." These orders come into force from the date of issue. This issues with the concurrence of Finance Advice Wing vide their Dy. No. 505/FA/99 dated 2610-1999. [Dept. of Posts No. 23-1/96-PAP dated 11-11-1999]

65. TIME LIMITS FOR SUBMISSION OF CLAIMS
Availing of LTC during Saturday & holidays alone not allowed. Journey during the weekend holidays without any leave is no entitled to LTC. (Dept. of P&T No. 31011/28/8-Estt. (A) dt. 26-3-87) 2. Medical Claims : The claim is preferred within three months of completion of treatment - Appx XVI. 3. T.A. Claims : One year from the date of relief from the old station.

66. COMMISSION PAID TO AUTHORISED AGENTS
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. # 1 year TD w.e.f. 10-12-87 2 & 3 years TD 5 years TD 7 years, NSe II Issue 6 years VI & VII Issue 5 years NDB 10 years SSC Monthly Income Scheme (19-10-87) Kisan Vikas Patras (1-4-88) NSC 6 yrs. VIII issue (8-5-89) 0.5% (DG No. 48.6/87-SB, dt. 12-11-87) 1% 2½% 2½% (Discountinued w.e.f. 1-10-88) 2% (Sales stopped w.e.f. 1-4-89) 2½% 2% (Stopped from 1-4-89) 1% (Dte.No. 97/5/87/SB, dt. 28-10-87) 1% (C.O. No. SB/44-1/87, dt. 11-5-88) 1% (Dte. 61-22/89-SI, dt. 12-6-89

(Not permissible on institutional investment vide C.S. No. 132/89-90)
112 A.I.P.E.U. GROUP - 'C'

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67. COMMISSION PAID TO ED SPM/ BPM
1. 2. 3. 4. 5. 6. 7. 8. 0.5% w.e.f. 1-3-89 (DG No. 48-2/88-SB, dt. 21-2-89) 1% (DG's Lr. No. 48-19/77-SB, dt. 23-2-77 2% 2% Sales stopped from 1-10-88 2% Sales stopped from 1-4-87 2% 2% Sales stopped On net accretion of not less than Rs. 500, exclusive of interest and excluding deposits of March but including withdrawals of March (BPM) 2. Incentive 2% of the sale of stamps/stationery upto Rs. 30/- to each customer. 3. Saving Bank : 1. Deposits made in March will be ignored. But withdrawals in March will be taken into account. 2. The deposits made in AO/HO will not be taken into account. But withdrawals made in AO/HO will be taken into account. (DG No. 46-2/81-SB, dt. 17-10-83) 4. ED BPMs are not authorised to sale NSC VIII Issue - Hence they are not eligible for commission. (C.O. No. SB/40-3/88/NSC VIII dt. 27-11-89) 5. Commission paid to PR SS : 1. 1 year TD : Nil 2. 2 & 3 year TD : 1% 3. CTD/RD : 2½% 4. 5 year TD : 2½% 5. 6 year NSC VIII issue : 0.5% (w.e.f. 8-5-89) (DG No. 44-1/81-SB dt. 16-10-89 and C.O. No. SB/ 40-3/84/NSC VIII, dt. 6-12-89) 6. Incentives to Postal Staff for dealing in IVP's : a) Sales w.e.f. 1-7-87 1. Counter Clerk - Re. 1/- per IVP issued at the counter subject to Rs. 500/- P.M. 2. Supervisor - Re. 1/- for 5 IVPs - ceiling Rs. 250/- P.M. 3. Group D - Re. 0.05 per IVP. (DG No. 61-31/90-SB, dt. 6-6-90) b) IVP Discharge w.e.f. 19-11-91 1. Counter Clerk (HOs & SOs) - Rs. 2/- per IVP discharged. 2. Supervisor (whether work of Counter Clerk) or SPM as the case may be Rs. 0.40 for IVP discharged 2. Group D - Rs. 0-10 per IVP discharged ceiling both to PAs &Supervisor - Rs. 1000/(DG No. 61-37/87-SB, dt. 4-10-91) Ceiling is per individual and not per counter or per office. (DG No. 61-37/87-SB (Pt.) dt. 28-9-92)
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1 year TD 2 year & 3 year TD 5 year TD 7 year NSC II Issue 6 year NSC VI & VII 5 year NDB 10 year SSC PO SB

: : : : : : : :

Monthly Income Scheme A/c. Opening of Account : Supervisor 0-50 per A/c. Asst. 1-00 per A/c. (DG No. 95-4/86-SB dt. 2-7-87 ) 3. Ledger Clerk 0-50 per A/c. (DG No. 95-4/86-SB dt. 14-7-87 & 23-3-88) b) Payment : 1. Supervisor - 0-50 per A/c. Overall ceiling Rs. 250/- p.m. 2. Counter Clerk - 1-00 per A/c. Overall ceiling Rs. 500/- p.m. 3. Ledger Clerk - 0-50 per A/c. Overall ceiling Rs. 250/- p.m. (DG No. 95/4/86-SB, dt. 14-7-1987) 8. Note : In case both the Monthly payment scheme and the IVP scheme are handled at the same counter, the overall ceiling mentioned above will apply to both the schemes counted together. (DG No. 95/4/86-SB, dt. 14-7-87) 9. Incentive for sale of Postage stamps : Incentive scheme for sale of postage stamps and Postal stationery at the counter by departmental stamp vendor/ED Stamp Vendor introduced vide DG's No. 48-1/87-PMR dt. 10-1287. Entire sales through Franking Machine also qualify for incentive calculation vide DG's No. 481/87-PMP dt. 3-5-89. Sales exceeding Rs. 30/- at a time will not qualify.
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7. a) 1 2.

68. MONTHLY INCOME SCHEME- INCENTIVE
Reference is invited to this office letter No. 95-4/ 86-SB dated 14-7-87 on the above mentioned subject and instructions/clarifications issued in this regard from time to time, the last one issued vide letter No. 97-A/ 87-SB dated 8-9-93 conveyed that MIS incentive is to be paid in those post offices where additional justified staff, taking into account the work relating to MIS; has not been provided. 2. An item submitted by staff side in the Departmental Council relating to payment of MIS incentive where the work hours are in exceed of staff hours, though a full hand may not be justified, has been under consideration of the Department for some time. 3. It has now been decided to grant MIS incentive for excess MIS work in those post offices also where the collective work hours of MIS and SB exceed the staff hours. 4. These orders will come into force w.e.f. the date of issue of orders. Other clarification governing the grant of incentive would remain the same. 5. This is with the concurrence of Fin. Advice vide the Dy. No. 3561 dated 27-12-95. (SB order No. 1/96, dt. 5-1-96)

69. SPEED POST INCENTIVE
(1) (i) Incentive of Rs. 0.50 is payable for each Speed Post article booked where no separate booking counter is provided for speed post work. Incentive of Rs. 0.75 per article booked over & above the threshold specified where separate post has been sanctioned for speed post work. Incentive to postman -- Rs. 0.50 per article delivered in addition to his other normal duties. [DG (P) No. 43-17/90 dated 16-11-90] (i) In respect of articles booked under special journal, maximum limit of incentive payable is Rs. 5/- per customer. (ii) Incentive for pick up articles from for customer's premises Re. 0/50 per article subject to a maximum of Rs. 5/- per customer. (iii) Where separate posts have been sanctioned for delivery of speed post articles, incentive at the rate of 50 paise per article is payable provided the number of articles returned undelivered due to the reasons other than those of customer premises closed or refused by the addressee is Nil. [DG (P) No. 43-17/90-D dated 24-12-90] Incentive is admissible for all speed post money orders paid. [DG (P) No. 43-7/88-D dated 25-04-91] In case of return is more than 2%, no incentive is payable to postman. For return upto 2%, incentive at the rate of 50 paise per article can also be paid after test check of some of the cases to confirm if the reason for non delivery given by the postman was correct. [DG (P) No. 43-17/90-D dated 03-05-91] No incentive is admissible to other staff employed in sorting and despatch of speed post articles / bags. [DG (P) No. 43-17/89-D dated 19-06-91]

(ii)

(3)

(iii)

(4)

(2)

(5)

70. GUIDELINES FOR GRANT OF HONORORIUM TO BE STRICTLY FOLLOWED
Instances have come to the notice of this Dept. where payment of honorarium exceeding Rs. 5,000/ has been made during a year on the plea that the limit of Rs. 5000/- is applicable to each item of work separately. It is clarified that the total amount of honorarium payable to a Govt. servant during a financial year is limited to Rs. 5000/- under the power delegated to the Ministries/Departments/C&AG of
1. Payment of CREGIS amount to the nominees/ heirs when an employee is missing untraceable. i) The accumulations in the savings Fund may be paid to the nominees after elapse of a period of one year following the month of disappearance. ii) The family must lodge a report with Police. The non traceable report from Police should also be obtained.
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India and to Rs. 2500/- under the powers of Heads of Departments. These limits cannot be exceeded in any case by treating different items of work or same item of work performed at different times of the year as separate for the purpose of calculating the entitlement of honorarium. (Dept. of Per & Trg. OM No. 21011/26/96-Estt (Allowances) dt. 20-1-1997)
iii) An indemnity Bond should be given. iv) Full subscriptions for one year from the date of dis-appearance should be collected. Thereafter premium of Rs. 3/- per month for every Rs. 10,000 shall be recovered for a further period of six years or till the month in which the insurance cover is paid whichever is later. (G.I. M.F. O.M. No. 7(6) EV/87, dt. 30-11-87)
A.I.P.E.U. GROUP - 'C'

71. AN OFFICIAL IS MISSING OF ABSCONDED

2. Interest of GPF balances of persons found absconding : When an employee disappears leaving his family, the family can be paid in the first instance the amount of salary due, leave encashment due and the amount of G.P.F. i) The family must lodge a report with the Police and obtain a report that the employee has not been traced by the Police. ii) An indemnity bond should be given that all Payments will be adjusted against the payments due in case he appears on the scene and make claim. iii) Interest on G.P.F. can be allowed upto 6 months from the date of the report obtained from the Police dept. (C & AG, ND No. 1429-AC II/132-88, dt. 30-11-88) 3. Family pension in respect of officials/ pensioners who disappear and whose where bouts are not known-clarificatory orders ; i) Family pension is to be granted after a lapse of one year from the date of F.I.R. is lodged with the Police authorities regarding disappearance of the Govt. employee.

ii) In cases where the officials disappear after committing frauds etc. the family pension needs to be sanctioned only on the Govt. Servant being acquitted by the Court of law or after the conclusions of the disciplinary proceedings etc., as the case may be. iii) This is applicable to the Missing Pensioners also. (D.G.(P) No. 4-52/86-Pen, dt. 3-3-89) 4. Grant of Family Pension and Gratuity to the families etc. of the Govt. employees/Pensioners who disappeared suddenly and whose whereabouts are not known : It has now been decided that the family pension, which is pursuance of the earlier orders, will continue to be sanctioned and paid one year after the date of lodging the FIR or expiry of leave of the employees who has disappeared whichever is later. When the sanction for family pension is issued, the payment of pension from the date of accrual may be authorised. The usual procedure of obtaining the indemnity bond, etc. as laid down in the O.M. dt. 29-8-86 will continue to be followed. (DOP OM No. 1(17)-P&PW/86, dt. 18-2-93)

72. NEW PENSION SCHEME FOR THOSE APPOINTED ON OR AFTER 1.1.2004
In pursuance of the Budget 2003-2004 announcement of a New Pension Scheme (NPS) has been approved by the Union Cabinet on 23rd August, 2003 relating to introducing a new restructured defined contribution pension system for new entrants to the Central Govt. except to Armed Forces, in the first stage, replacing the existing system of defined benefit pension system. The new system will also be available, on a voluntary basis, to all persons including self employed professionals and others in the unorganized sector. However, mandatory programmes under the Employee Provident Fund Organisation (EPFO) and other special provident funds would continue to operate as per the existing system under the Employee Provident Fund and Miscellaneous Provisions Act, 1952 and other special Acts governing these funds. The New Pension Scheme (NPS) has been notified by the Ministry of Finance, Deptt of Economic Affairs (ECB & PR Division) Resolution NO. 5/7/2003-ECB &PR dated 10th October, 2003. The main features of the New Pension System are given below. The New Pension system would be based on defined contributions, which will use the existing network of bank branches and post offices etc. to collect contributions and interact with participants allowing transfer of the benefits in case of change of employment and offer a basket of pension choices.
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The system would be mandatory for new recruits to the Central Govt. service except the armed forces and the monthly contribution would be 10 percent of the salary and DA to be paid by the employee and matched by the Central Govt. however, there will be a contribution from the Govt. in respect of individuals who are not Govt. employees. The contribution and investment returns would be deposited in a non-withdrawable pension tierI account. The existing provisions of defined benefits pension and GPF would not be available to the new recruits in the Central Govt. service. In addition to the above pension account, each individual may also have a voluntary tier-II withdrawable account at his option. This option is given, as GPF is proposed to be withdrawn for new recruits in Central Govt. service entering into the Govt. service w.e.f. 1st January, 2004 onwards, Government will make no contribution into this account. These assets would be managed through exactly the above procedures. However, he would be free to withdraw part or all of the 'second tire' of his money any time. This withdrawable account does not constitute pension investment and would attract no special tax treatment. Individuals can normally exist at or after age 60 years for tier-I of the pension system. At exit the individual would be mandatory required to invest 40 percent of pension wealth to purchase an annuity (from an IRDA-regulated Life Insurance Company). In case
A.I.P.E.U. GROUP - 'C'

of Govt. employees the annuity should provide for pension for the lifetime of the employee and his dependent parents and his spouse at the time of retirement. The individual would receive a lump-sum of the remaining pension wealth, which he would be free to utilize in any manner. Individuals would have the flexibility to leave the pension system prior to age 60, however, in this case, the mandatory annuitisation would be 80% of the pension wealth. Architecture of the New Pension System : It will have a central record keeping and accounting (CRA) infrastructure, several pension fund managers (PFMs) to offer three categories of schemes viz, option A, B and C as detailed under Investment Strategy. The participating entities (PFMs and CRA) would give out easily understood information about past performance, so that the individual would be able to make informed choices about which scheme to choose. Regulatory Authority. A independent pension fund regulatory and development authority (PFRDA) will regulate and develop the pension market. PFRDA will develop its own funding stream based on user charges. Till such time a statutory PFRDA is established, an interim PFRDA, on the pattern of SEBI and IRDA, would be appointed by an executive order. The interim PFRDA would be headed by a Chairman with a status of not less than a Secretary to the Govt. of India appointed by the Central Govt. Other members of the interim body, not exceeding four in number, of whom not more than two shall serve full time, shall be selected by the Central Govt. from amongst persons having experience and knowledge in economics, finance, legal and administrative matters with one persons from each discipline. Investment strategy : These will be different choices such as option A, B and C, the option A would imply predominant investment in fixed income instruments and some investment in equity. Option B will imply greater investment in equity. Option C will imply almost equal investment in fixed income and equity. Pension fund managers would be free to make investment in international markets subject to regulatory restrictions and oversight in this regard. It is proposed to evaluate market mechanisms (without any contingent liability) through which certain investment protection guarantees can be offered for the different schemes. Tax treatment. Pension contributions and accumulation would be accorded tax preference upto a certain limit, but benefits would be taxed as normal income.
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Scope of the New Pension System. The option of joining the new system would also be available to the State Govt. and as and when they decide, the new system would be capable of accommodating the new participants. Mandatory programmes under the Employee Provident Fund Organisation (EPFO), and other special provident funds would continue to operate as per the existing system. However, individuals under these programs could voluntarily choose to additionally participate in this scheme. Main steps to be taken by the Circle Office: (i) Revised Estimate 2003-2004 (RE) may be made for the new entrants in the Govt. in the current Financial Year. The provision for New Pension Scheme shall also be made in the Budget Estimates 2004-2005 (BE). (ii) The contribution, collection, deduction and remittance to CRA allotment of an account No. for each employee entered Govt. w.e.f. 1-1-04 will be allotted by the concerned Pay & Accounts Office. The account number allotted to Govt.. servant will be a unique number which will be of Permanent nature and not change even on transfer of Govt. servant outside the recruitment zone or on deputation to other Departments of Govt. of India. (iii) In the offer of appointment it shall be clearly mentioned that the existing system of defined benefit pension system is not available to new entrants. In its place a new restructured defined contribution pension system will be available to new entrants to the Central Govt. w.e.f. 1st January, 2004. All the appointing/recruiting offices under your administrative control be duly informed about the changes in the pension benefits on account of new pension scheme and urgently advised to incorporate the changes in their prospectus/applications forms/ offer letters likely to be issued to issued to the new recruits. (iv The Pay & Accounts Offices would be the nodal point to collect contribution on behalf of both the employees and the employer and the downstream arrangements with the Drawing and Disbursing authorities would be made by P&AOs. The DDOs are not having this responsibility in this arrangement. (v) Identification of individual's contributions and balances in the pension accounts would be given topmost priority so that when the institutional architecture of NPS, such as, the Central Record keeping and Accounting Agency and pension fund managers are appointed, the accumulated balances under each individual accounts could be transferred to CRA. Till such time, such individual balances can be kept in an account (viz. Public Accounts of India under a specified
A.I.P.E.U. GROUP - 'C'

"Head) and a suitable rate of return can be given by the Govt. under a purely temporary arrangement. (vi) Ministry of Personnel, Public Grievances and Pension would soon be issuing appropriate amendments to all the recruitments and Pension Rules for the new employees, copy of the notification will be made available as and when these are received from the nodal Department. (vii) A copy of the Resolution issued by Ministry of Finance (Dept. of Expenditure) constituting Interim Pension Fund Regulatory & Development Authority (PFRDA) is enclosed. In view of the above it is requested that necessary steps may please be taken so that new pension scheme becomes operative w.e.f. 1-1-2004. Please acknowledge the receipt of this letter to ADG (Pension), Deptt. Of Posts, Dak Bhavan, Sansad Marg, New Delhi. (DG. (P) No. 4-28/03-Pen dated 17-12-2003) NOTIFICATION DATED 22-12-2003 F.No. 5/7/2003-ECB & PR. The Government approved on 23-8-2003 the proposal to implement the budget announcement of 2003-04 relating to introducing a new restructed defined contribution pension system for new entrants to Central Government service, except to Armed forces in the first stage, replacing the existing system of defined benefit pension system. (i) The system would be mandatory for all new recruits to the central Govt.. service from 1 of January 2004 (Except the armed forces in the first stage). The monthly contribution would be 10 percent of the salary and DA to be paid by the employee and matched by the central Govt.. However, there will be no contribution from the Govt. in respect of individual who are not Govt. employees. The contributions and investment returns would be deposited in a non-withdrawable pension tier-I account. The existing provisions of defined benefit pension and GPF would not be available to

the new recruits in the central Govt. service. (ii) In addition to the above pension account, each individual may also have a voluntary tier-II withdrawable account of his option. This option is given as GPF will be withdrawn for new recruits in Central Govt. service. Government will make no contribution into this account. These assets would be managed through exactly the above procedures. However the employee would be free to withdraw part of or all of the 'second tier of his money any time. This withdrawable account does not constitute pension investment and would attract no special tax treatment. (iii) Individuals can normally exist at or after age 60 years for tier-I of the pension system. At exist the individual would be mandatorily required to invest 40% of pension wealth to purchase an annuity (from IRDAregulated life insurance company). In case of Govt. employees the annuity should provide for pension for the lifetime of the employee and his dependent parents and his spouse at the time of retirement. The individual would receive a lump-sum of the remaining pension wealth, which he would be free to utilize in any manner. Individuals would have the flexibility to leave the pension system prior to age 60. However, in this case, the mandatory annutisiation would be 80% of the pension wealth. Architecture of the New Pension System : (iii) It will have central record keeping and accounting (CRA) infrastructure, several pension funds Managers (PFMs) to offer three categories of schemes viz. Option A, B and C. (iv) The participating entities (PFMs and CRA) would give out easily understood information about past performance, so that the individual would also to make informed choices about which scheme to choose. 2. The effective date for operationalisation of the new pension system shall be from 1 of January 2004. (DG(P) No. 4-28/03-Pen, dt. 1-1-2004)

73. NIGHT HALT ALLOWANCE TO MAIL/CASH OVERSEERS
In continuation to this office letter No. 44-1/ 83-PE-II, dated 1st October, 1996 wherein it has been decided that the undermentioned Postal Staff should be granted allowance on the following revised rates of Night Halts away from Headquarters while on their beats in the course of their duties: Category of Staff Revised rates of Night half allowance Cash Mail Overseas 75% of D.A. as admissible and Village Postmen/ to the officials per night runner and mail Peon subject to the maximum of 20 nights per month.
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2. It is clarified that as and when D.A. is revised Night Halt Allowance is also revised accordingly through it remains 75% of D.A. 3. The above mentioned categories of staff shall be entitled to reimbursement of actual expenditure incurred on the sanctioned mode of conveyance provided that the tour programme is approved by the appointed authority. It shall further be subject to SR 64-A in the case of Cash Overseers. (DG(P) No. 44-1/2000-PE-II, dated 3-8-2000)
A.I.P.E.U. GROUP - 'C'

74. IMPLEMENTATION OF AWARD GIVEN BY THE BOARD OF ARBITRATION (JCM) IN C.A. REFERENCE I OF 1990 REGARDING GRANT OF SPECIAL PAY FOR HANDLING / CUSTODY OF CASH BY SUB-POSTMASTERS IN SINGLE AND DOUBLE HANDED POST OFFICES IN DEPARTMENT OF POSTS.
Reference DG (P) Office letter No. 6/4/80-PAD dated 25-02-92 in which orders for grant of special pay for handling / custody of cash by Sub Postmasters in single and double handed post offices have been issued. Some of the Heads of Circles have sought clarification whether the officials promoted under OTBP / BCR while working as Sub Postmasters in single handed and double handed post offices are eligible for special pay. This point has been examined and it has been decided that officials promoted under TBOP / BCR scheme are eligible for special pay for handling / custody of cash in single and double handed post offices. This issued with the concurrence of Finance Advice and vide their diary No. 509/FA-92 dated 18-02-92. [DG Posts No. 6-4/80-PAP dated 08-06-93]

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118

A.I.P.E.U. GROUP - 'C'

6. STAFF QUARTERS
1. RETENTION OF GOVERNMENT ACCOMMODATION IN THE EVENTS OF LEAVE, TRANSFER ETC.
In suppression of the instructions contained in O.M. No. 2/52/64-Pol. dtd. 20-3-1965, it has been described that:(i) An officer allotted residential accommodation on rent free basis may be allowed to retain the residential accommodation on rent free basis may be allowed to retain the residence free of rent while on leave upto a maximum period of one month subject to the condition that he is likely to return to the same post from which he proceeds on leave. (ii) A female officer who has been allotted residential accommodation free of rent may be permitted to enjoy the rent fee concession during the entire period of maternity leave provided that the accommodation is not required for the substitute, if any, engaged during the absence on leave of the officer concerned and she is likely to return to the same post from where she proceeds on leave. No additional accommodation will however be provided to the substitute. (iii) On transfer from one station to another, the officer may be allowed to retain the residence free of rent for a period of first 15 days, and thereafter on payment of rent under fundamental Rule 45-A for a period not exceeding one month from the date of handing over the charge. (iv) In the event of death of the officer, his family may be allowed to retain the residence, free for rent for a period of one month from the date of the officer's death and thereafter for a further period, of 3 months on payment of rent under Fundamental Rule 45-A. (v) On resignation, dismissal or removal rent free concession to the officer will cease from the date of resignation, dismissal or removal. In the case of retirement from service, he maybe allowed to retain the residence for a period of one month, on payment of rent under F.R. 45-A. The retention of residence in case mentioned above is to be allowed only if the same is required for the bonafide use of the officer or his family as the case may be and the residence can be conveniently spared by the competent authority. No additional accommodation for the new incumbent will be allotted. 2. A question has been raised if the allottees of earmarked residence could as well be allowed to retain the accommodation after handing over the charge. The position is that an earmarked residence is intended for occupation by the officer who actually holds the post. He is not entitled to retain it during the period of leave unless the competent authority permits him to do so. The allotment subsists only during the period of incumbency and immediately on change of incumbency, the successor incumbent becomes the allottee of the residence in question. It will, therefore, normally be necessary for the successor incumbent to occupy the residence immediately on change of incumbency, the successor incumbent becomes the allottee of the residence in question. It will, therefore, normally be necessary for the successor incumbent to occupy the residence immediately after taking over. If notwithstanding these considerations an earmarked residence can be made available of the outgoing incumbent of the post or his family, it has been decided that the concessional period mentioned in the preceding para, may be allowed by the competent authority to the allottee of the earmarked residence in similar contingencies irrespective of the fact whether the allotment is on rent free basis or on rent paying basis provided that it is not detrimental to the interest of the new incumbent of that post and the accommodation can be conveniently spared and it does not involve any loss of revenue or extra cost to the Government. The Administrative Ministry/ Department of the Government of India will be the competent authority for this purpose. 3. These orders issue with the concurrence of the Comptroller & Auditor General of India as far as the officers working under him are concerned. 4. This issues with the concurrence or the Finance Division of Ministry of Urban Development vide their U.O. No. 115/w & E/D III/91 dated 9-9-1991. (Dir. of Estates, O.M. No. 12035(21)/90-Pol.II dated 4-10-1991)

2. RETENTION OF GOVERNMENT QUARTERS BY RETIRED / TRANSFER / FAMILY OF DECEASED EMPLOYEES
(a) Instructions / Guidelines were issued by the Directorate from time to time regarding retention of Government quarters in the event of transfer / death / retirement of the Government servants who are in occupation of Government accommodation. In this
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connection, attention is invited to the instructions contained in this office letter NO. 4-16/88-Bldg. Dated 13/16th September 1988. It has been observed that these instructions / guidelines are not being followed scrupulously either
A.I.P.E.U. GROUP - 'C'

by Government servant or by the members of their family in the case of death of Government servant or by the Circle / Regional or other competent authority and, as such, cases for retention of quarters are referred either by their officer or received directly from the retired / family members of the deceased Government servant to this office even after expiry of period upto which retention of quarter has been requested for. It is therefore requested that the instructions / guidelines issued by this office on the subject may be followed strictly and when there is any delay in forwarding any application, to the Directorate reasons for the delay may be fully explained and specific recommendations of the Chief PMG / PMG given. To recapitulate the rules on the subject, the retention of quarter can be allowed for the period mentioned below. (a) On payment licence fee at normal rate, the admissible period is: 1. On retirement 4 months 2. On death of Govt. Servant 6 months 3. On transfer 2 months (b) Retention of quarter beyond the above said period should be discouraged. However, the Chief PMG / PMG are competent to allow further retention in special circumstances viz. Children's education, medical grounds, etc. where the competent authority feels that the family of the Government servant may suffer hardship in the even of vacation of quarter upto a certain specified period. The retention may be allowed for another maximum period as indicated below, on

payment of licence fee in advance at enhanced rate i.e. twice the normal licence fee or as chargeable under the rules: (i) On retirement 4 months (ii) On death 6 months The retention beyond the period mentioned in (a) above should not be allowed on any grounds whatsoever and the Circle Office / PMG should ensure that damage charges beyond the above admissible / permissible period is invariably charged. If the competent authority still feels that the retention of quarter beyond the above said period is necessary for the Government servant or his family, such request of the official should be forwarded duly recommended personally by the Chief PMG / PMG at least 2 months before the date of expiry of the permission already granted. It should, however, be made clear to the applicant that licence fee at damage rent is recoverable even if the request is under consideration by the Department. It is therefore enjoined that the Head of the Circle / Region should ensure that official (s) who retired or are transferred or the members of the family of a deceased Government servant are not allowed to reside in the Government quarters allotted to them, without proper permission and that unauthorised occupation of quarters should be strictly dealt with under the provision of Eviction of Public Premises Unauthorised Occupant Act, 1971. [DG Posts Letter No. 4/33/92 Bldg. Dated 31-08-1992]`

3. RETENTION OF QUARTERS BY RETIRED/DECEASED POSTAL EMPLOYEES ON SPECIAL CIRCUMSTANCES
It is clarified that on the expiry of the admissible period of retention of the quarters at normal rates in case of retirement, death and transfer, further retention of the quarters under special circumstances such as children's education, serious illness etc. the Chief Postmaster General/Postmaster General may allow retention of the quarters for another maximum period as indicated below on payment of licence fee in advance to twice the normal licence fee or as chargeable under the rules: (i) On retirement 4 months (ii) Death 6 months (iii) On transfer 6 months 2. It may be mentioned here that the Department of Posts is following the same rules regarding retention of quarters on retirement, death, transfer, etc as stipulated in SR 317-B-11 and SR 317-B-22 as printed in Swamy's compilation of FR Sr, Part I, 1992 edition. 3. The other provisions of the circular dated the 31st August 1992, will remain the same. (G.I. Dept. of Posts No. 4-33/92-Bldg. dt. 7/93)

4. RETENTION OF QUARTERS IN CASE OF DEATH OF THE ALLOTTEE
Instructions/guidelines were issued by the Directorate from time to time regarding retention of Government Quarters in the event of transfer/death/ retirement of Government servants who are in occupation of Government accommodation. In this connection, your attention is invited to the instructions contained in Directorate Letter No. 4-16/88-Bldg., dated
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13/16-9-1988, 4-33/92 Bldg., dated 31-8-1992 and 433/92 Bldg. dated 21-5-1993. It has now been intimated by the directorate of Estates, that the permissible period of retention of general pool accommodation in the case of death of the allottee has been increased from six months to twelve months with effect from 30-5-1992. A copy
A.I.P.E.U. GROUP - 'C'

of the Directorate of Estates Notification No. 12035/ 1/92, Pol. III dated 20-7-1992 is hereby enclosed Not printed). According to this, in the case of death, no

further retention on payment of enhanced licence fees is permissible. (D.G.(P) No 4-5/96-Bldg. dt. 19-3-1997)

5. SUB-LETTING OF GOVT. ACCOMMODATION VIOLATES RULE 3 OF CCS (CONDUCT) RULES
It has been decided that in all cases where a Govt. Servant has been found guilty of letting out of Govt. residential accommodation allotted to him/her, the concerned disciplinary authority after considering the facts may take suitable departmental disciplinary action under the disciplinary rules for imposition of a suitable penalty on grounds of unbecoming conduct of the Govt. employee involving violation of Rule 3(1) (iii) of CCS (Conduct) Rules 1964 or any other similar rule governing them. (Dept. of Per. & Trg. OM NO. 11013/14/85-Estt.(A), dt. 6-3-86)

6. RETENTION OF POST ATTACHED QUARTERS BEYOND AUTHORISED PERIOD
The Post attached quarters cannot be permitted to be retained beyond two months and that the unauthorised occupation of such quarters, may be got evicted without delay. It is therefore directed that remedial measure should be devised against this kind of irregularity even by taking disciplinary action against the delinquent officer/official if necessary. (D.G.(P) No. 4-41/90-Bldg., dt. 30-10-91)

7. POSTAL POOL QUARTERS AND POST ATTACHED RENT FREE QUARTERS OF PMS / SPMS -- DELEGATION OF POWERS
Normal period of retention of Govt. residential accommodation in case of transfer from one station to another is 2 months under Supplementary Rule 317B-11. However, further retention for a period not exceeding six months can also be granted on educational / medical ground under Supplementary Rule 317-B-22. Damage rent is chargeable if the accommodation is not vacated after the expiry of the period for which permission is granted which in any case shall not exceed a total of eight months as mentioned above. 2. Cases have been brought to the notice of the Directorate where there are no takers of postal pool accommodation even if it is vacated after expiry of the maximum permissible retention period of eight months granted under SR 317-B-11 read with SR 317-B-22 though the officer / official on transfer continues to require that accommodation on medical / educational grounds. Vacation of accommodation in such eventuality by the existing occupant on expiry of the permission granted would result in loss to the Department in the shape of non-receipt of rentals besides lack of maintenance in case such quarters remain vacant for unusually long period. Moreover, the policy of the Department is to provide residential accommodation to staff as far as possible. 3. As regards, post attached rent free quarters of PMs / SPMs, the allotment subsists only during the period of incumbency and immediately on change of incumbency; the successor incumbent becomes the allottee of the residence in question. Further, it is
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mandatory for incumbents to occupy such quarters. Guidelines issued vide Directorate letter No. 5-6/86/ NB (P) dated 09-08-1990 provide for suspension of post attached quarters of PMs / SPMs by Heads of Circles up to a maximum period of six months under SR -313 (1) (a), (b), (c) and (f). Cases regarding suspension of such quarters for the period exceeding six months are required to be sent to the Directorate. Proposals from circles are received from time to time for:(a) Retention of post attached quarter on transfer by outgoing incumbent. (b) Suspension of ear-marked post attached quarters and its allotment to some other non-entitled official. (c) Merger of post attached accommodation with the post office accommodation due to inadequacy of space in the post office. (d) Dequartarisation of a post attached accommodation due to inhabitable conditions. 4. The matter has been reviewed and it has been decided by the competent authority that Heads of Circles themselves may decide cases falling under SR 313 (1) (a), (b), (c) and (f) as well as those mentioned in the above para Nos (2) and (3). The power of dequarterisation of a post attached accommodation due to inhabitable condition is now also delegated to the Head of Circle. Following guidelines are issued in the exercise of these powers:(i) The allottees of Govt. residential accommodation from postal pool on transfer from one station to another may be further permitted by Heads of Circles to continue to retain the accommodation even beyond the maximum permissible period of retention i.e. 8 months,
A.I.P.E.U. GROUP - 'C'

if the occupants so desire and there are no takers of staff quarters, subject to the following conditions:(a) Request by such an allottee in this regard should be made well in advance of the expiry of already permitted period by Head of Circle under SR - 317B-11 read with SR 317-B-22. (b) As and when an eligible contender for the quarter arises, the quarter should be vacated on thirty days notice. (c) The occupant will have to pay double the licence fee for the permitted period of retention beyond expiry of maximum period of eight months provided under SR 317-B-11 read with SR 317-B-22. (ii) While considering request for retention of post attached accommodation, the outgoing incumbent may be permitted to retain the same accommodation if the incoming incumbent does not require the said post attached accommodation. Retention of post attached accommodation at previous places of functioning on request may be permitted subject to the following conditions:(a) The allotment of post attached accommodation will be cancelled on the basis of one month's notice whenever such accommodation is required for the use of the regular incumbent entitled to the post attached quarters. (b) The retention will be at double the rate of licence

fee for period exceeding eight months. (iii) Suspension of post attached accommodation for the reason of non-occupation by the incumbents due to their having own residential accommodation / arrangement in the area may be permitted only on the condition that it does not adversely effect the work of PM / SPM. (iv) In case of merger of post-attached quarter with post office space, Head of Circle will have to record a certificate to the effect that:(a) The post office is a profit making one; (b) Extra benefit will be there if such merger takes place; and (c) Total space of post office on merger does not exceed the justified SOA of the post office. (v) In case of dequarterisation of post attached accommodation, Head of Circle make take a decision about dequarterisation till it becomes habitable by carrying out repairs or put the accommodation to any other official use. 5. These instructions may be circulated to all concerned for information, guidance and implementation. 6. Receipt of this letter may kindly be acknowledged to the ADG (Bldg.), Dak Bhawan, Parliament Street, New Delhi -110001. 7. Hindi version will follow. [DG Post No. 10-4/2003-Bldg. Dated 06-05-2003]

8. POST-QUARTERS - AUTHORISED PERIOD AFTER RETIREMENT
The Sub-Postmasters occupying the quarters attached to the post and entitled to rent free accommodation as a condition of service may be allowed to retain the quarters attached to their post in the event of their retirement from service for a period of two months on payment of normal rent. (DG P&T No. 1/87/81-NB, dt. 18-4-81)

9. CONSERVANCY/SERVICE CHARGES ETC. NOT TO BE RECOVERED FROM RENT FREE ALLOTTEES
With the introduction of flat rates of licence fee with effect from 1-7-87, common services, conservancy and fire tax and scavenging tax payable by the licence fee paying allottees of Govt. residences was discontinued. It has been decided that the charges for common services, conservancy and fire tax and scavenging tax would not be recovered from rent-free allottees also from the date the flat rate of licence fee was introduced viz. 1-7-87. (Directorate of Estate O.M. No. 18016/1/88/PO;-III, dated 3-6-91)

10. RETENTION OF QUARTERS
Concessional period of retention :- Employees/families may be permitted to retain the quarters for the periods noted against the events in the Table below, on payment of normal licence fee. Events Permissible period for retention of the residence (i) Resignation, dismissal, removal or termination of service or unauthorized absence without permission 1 Month (ii) Retirement or terminal leave 2 months on normal licence fee; and another 2 months on double the normal licence fee. On medical/educational grounds. Further
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(iii) Death of all Allottee (iv) Transfer to an ineligible office at the station (v) Transfer to a place outside the station (vi) On proceeding on foreign service in India (vii) Temporary transfer in India or transfer to a place outside India. (viii) Leave (other than leave preparatory to retirement) (ix) Maternity leave

retention 2 months on four times the normal licence fee. Subsequent 2 months on six times the normal licence fee. 2 years if the deceased or his/her dependent does not own a house at the last station. 2 months 2 months 2 months 4 months 4 months For the period of maternity plus the leave granted in continuation subject to a maximum of 5 months. For the full period of leave on full pay subject to a maximum of 180 days. (a) In case of occupation of an accommodation below entitlement, for the entire period of study leave. (b) In case of occupation of the entitled type accommodation, for the period of study leave but not exceeding six months; If the study leave extends beyond six months, the officer may be allotted alternative accommodation, one type below entitlement, on the expiry of six months or from the date of commencement of the study leave if desired by the allottee. For the period of deputation but not exceeding six months. For the full period of leave For the full period of training.

(x) Leave preparatory to retirement (xi) Study leave in or outside India

(xii) Deputation outside India (xiii) Leave on medical grounds (xiv) On proceeding on training

11. REVISED SCHEDULE OF ACCOMMODATION FOR POST OFFICE
A reference is invited to this office letter No. 51-2/79-PRP dated 18-11-1981 vide which norms of schedule of accommodation for construction of post office building were laid down. Experience has shown these norms to be very liberal and in a number of buildings constructed by the Department in the recent past, accommodation far in excess of the actual requirement has been created. This is because there is a general tendency to inflate the SOA and also to incorrectly apply the provisions for future expansion without any objective assessment of the actual need of accommodation. The question of further revision of present SOA norms has, therefore, been engaging the attention of this office for some time past. After due consideration revised proforma of SOA separately for sub and head post offices have been drawn up
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(Annexure I and Annexure II respectively). A copy thereof is sent for information and guidance. The new schedule will be utilised for planning all post office buildings with immediate effect. 2. While preparing the SOA the following points should be kept in view:(i) The SOA itself need not be rigidly binding in any case. These maximum guideline norms may be taken for reference and not in all cases need be implemented in toto. Based on actual observation and a realistic assessment of the potential of the office for which the building is planned to be constructed, the SOA should be computed. (ii) While making the provision for future expansion, it is very necessary to assess carefully the likely growth of the traffic of the office concerned. The factor for future expansion should not be
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mechanically applied on the total justified space or on the space requirements of the branch concerned. For working out future requirements the offices have been categorized into four categories, viz., rural, A B C D E F G H I Counters Public Hall Telegraph Br. Treasury and Strong Room Del. Hall SB / SBCO Admn. Br. Amenities Other Prov.

mofussil / district town, B-I, A cities and the metropolitan cities. On the basis of this classification the following percentages of future expansion have been decided.

Rural Moffl. / Dt. H.Qrs. 'B-I' & 'A' cities Metro Cities 10% 10% 20% 25% ……. 15% 20% 25% ……… ---------------------No future increase for strong room. 15% 20% 25% 25% ------15% 25% 25% -----------10% 10% -------10% 10% 20% -------------10% 10% in such areas, it would be desirable to have the delivery segment of the post office with adjacent open space for future expansion at a later date. More extensive use of PO boxes in such areas should be kept in mind while planning the construction. (vii) Strong-room need be provided only in offices where the average daily cash handling is very high and the security risk is very great. Provision for future expansion need not be made. (viii) It should be attempted to reduce the standards of the furniture so that they are functional and occupy the least space of floor area. Modern office furniture provides ample scope for doing so. Similarly, by providing built-in cupboards, along the walls, we should go in for vertical storage and not use costly floor area. (ix) Space for canteen -- Only the realistic maximum number of staff on duty in the building should be reckoned for calculating space for canteen. Total number of maximum staff on duty at a time in a day should, however, be mentioned in the proforma. (x) Space for cycle stand -- As a rule, cycle stand/ garage should not be constructed as part of the main structure, which is generally of RCC, resulting in loss of valuable office space. Cycle stand/garage should be set apart from the main structure, usually, a lighter structure of iron poles / asbestos roofing, would suffice. Care should also be taken to ensure that excess parking area is not provided. (xi) Telegraph Branch -- In view of the fact of the bifurcation of the erstwhile P&T Department and that at more and more places DTOs are being opened, there is no need to plan for a separate Telegraph Branch. Instead, in combined offices
124 A.I.P.E.U. GROUP - 'C'

(iii) Further, the importance of the place where the building is being constructed, its demographic growth, rate of industrilisation, growth in infrastructure, etc., should be the prime indicators for assessing the traffic potential of the office. (iv) 50% future expansion for any particular branch depending on special growth needs should be considered only in the case of B-I, A and metropolitan cities. However, to ensure that this provision is not applied without proper basis Chief PMsG / PMsG will have powers to allow future expansion only upto a maximum of 25%. Prior approval of the Directorate would be required for any percentage higher than 25%. Since, the construction of buildings is to meet the long term requirements of the Department, say for 80-100 years, it is necessary to ensure that these are taken into account in the plan for a particular building. The vertical expansion of a building would be possible only if necessary provision is made for the same at the foundation stage. It is, therefore, desirable that, as far as possible, necessary provision is made for vertical expansion at a later stage in respect of important buildings upto the maximum limit for which the local FSI norms permit in metro, A-Class, B-I cities and fast developing areas. (v) Future expansion should be provided for, depending on the plot and building size either as horizontal or as vertical construction at a later date. (vi) Generally, the Delivery Branch requires more space to offset the growth in traffic in the future. However, this fact will generally apply to urban and semi-urban areas. While designing buildings
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one additional counter would suffice. 3. The aspects of proper security of the building and possibility of its damage in agitations, etc., should also be kept in view, apart form municipal fire-fighting by-laws, etc., and the building should be designed accordingly. 4. It is also felt that ordinarily our buildings should not exceed a height of 52 ft. beyond which provision of lifts would be generally required. By keeping ceiling height to a maximum of 12 ft. even for a four-storeyed building, we can keep it well below 52 ft. Further our experience has shown that construction of basements, apart from being costly, does not meet

operational requirements fully. The result is that often the basement is not adequately used considering the cost inputs. As a general measure, therefore, before planning a basement full justification should be worked out. Provision of electrical points, i.e. fans, etc., should be need based. 5. These new SOA norms will be given effect for a period of five years within which time frame Circles will give a proper feed back based on projects completed under these norms. A future review will be undertaken accordingly, if necessary to moderate the SOA.

ANNEXURE I SCHEDULE OF ACCOMMODATION FOR SUB-POST OFFICE SOA...................................................Sub-Post Office in account with............................................................. Head Post Office................................................Postal Division Category of Town : (Whether Rural/Mofussil/Dist. Head Qrt/B.I./A or Metro City) (i) Status of the Post Office .... .... (Whether time-scale or LSG/HSG and whether Delivery or Non-delivery or Combined Post Office) (ii) Categorywise sanction: staff strength .... (1) SPM .... (2) ASPM .... (3) PAs .... (4) Postmen .... (5) EDDAs .... (6) Group 'D' including EDs .... (7) Others, if any .... (iii) Accommodation available in the present building (in sq. ft.) Rented Departmental (iv) Number of counters available in the present building .... .... (v) Details of accommodation required to be constructed in the proposed departmental buildingCategory of Staff Total No. Scale per Staff member Area required of Staff (Sq. ft.) (Sq. ft.) (a) SPM .... .... 1 75 75 (No F/E) (b) ASPM .... .... .... 60 ...................... (c) PAs .... .... .... 40 + 20 Sq. ft. for SB/NSC PA ...................... (d) Delivery Staff .... .... No. of dely. beats (including EDDAs) x 25) ...................... (e) Public Space ..... .... .... No.of Counters x 50 ..................... (f) Group 'D' including ED .... .... 20 ...................... (g) Space for opening of mails .... .... No. of dely. beats x 3 ...................... (h) Space for closing of mails .... .... Max. No. of bags closed at a time x 3 ...................... (i) Post Box/Cabinets .... .... .... No. of Post Box/cabinets x 18 ....................... (j) PCO Booth .... .... .... No. of PCO booths x 20 ....................... (k) Treasury Room .... .... .... 200 (No F/E) (l) Records and Forms room .... .... Min. 50 sq. ft. and Max. 75 Sq. ft. ........................ depending on the status of the office (m) WC/Urinals/Wash .... .... Min. 40 and Max. 60 Sq. ft. (No F/E) ......................... Future expansion @.........................% except for items (a), (k), (l) and (m) .... ......................... Total carpet area of the Post Office .... .... .... .... ......................... Other items with full justification .... .... .... .... ......................... SPM's quarter .... .... .... .... ......................... Total area of the building .... .... .... .... ......................... Cycle shed (outside the building) No. of cycle x 12 .... .... .... .........................
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(Signature and Designation stamp of the officer preparing the SOA) NB :- F/E means Future Expansion. ANNEXURE II SOA FOR HEAD POST OFFICE Schedule of accommodation for...................................Head Post Office under ....................................Postal Division Category of Town : (Whether Rural/Mofussil/Dist. H.Q./'B-1', 'A' or Metro city) (i) Status of office .... .... .... (Whether HSG-I, HSG-II or Gazetted) (ii) Categorywise sanctioned Staff strength .... (Separate list should be attached) (iii) Accommodation available in the present building Rented Departmental (iv) Details of accommodation required to be constructed in the proposed departmental buildingA. Counter Category of Staff Total No. Scale per Staff member Area required of staff (Sq. ft.) (Sq. ft.) PM (Gazetted/non-Gazetted) .... 1 150 150 (No F/E) 100 100 (No F/E) Supervisors Dy. PM/Asst. PM .... ..................... 75 ...................... SB/NSC Counter PAs .... ...................... 60 ...................... Parcel counter PA .... ...................... 50 ...................... MO/Regn/Eng. PA, etc. .... ...................... 45 ...................... SB Ledger Clerks .... ...................... 60 ...................... Group 'D' including ED staff .... ...................... 15 ...................... Total ...................... Future expansion @....................except for incharge of the office .... .... ...................... Grand Total ...................... B. Public Hall No. and details of counters: (i) in the present buildings .... ...................... (ii) in the proposed buildings .... ...................... (iii) additional counters for emergency .... ...................... (a) Total Nos. of counters, i.e., (ii) + (iii) above x 50 .... ...................... (b) PCO Booths .... ..... Nos. of PCO Booths x 20 ...................... Total of (a) + (b) ...................... Future expansion @....................% ...................... Grand Total ...................... C. Treasury and Strong-Room DPM/APM .... ...... ............... 80 (No F/E) ...................... Treasurer .... ..... ............... 120 ...................... Asst. Treasurer .... ..... ............... 45 ...................... Cash Overseer .... ..... ............... 20 ...................... Group 'D' .... ..... .............. 15 ...................... Total ...................... Future expansion @..........................% except for DPM/APM ...................... Grand Total ...................... Strong-Room .... ..... Min. 120 and Max. 200 (No F/E) ...................... (depending on the status of the office) Grand Total ...................... NB :- Strong-Room, if any, and Treasury should have built-in iron cupboards. Category of Staff Total No. Scale per Staff member Area required of staff (Sq. ft.) (Sq. ft.) D. Delivery Hall : (including space for Regn., Parcel, MO Paid and Sub-Account Branch).
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40 ........................ 40 ........................ 40 ........................ 40 ........................ 40 ........................ 50 EDDAs attending office at time x 20 Mail Overseers .... .... .................... 20 ....................... Group 'D' including EDDAs .... .................... 15 ....................... Space for opening and closing of mails: Min. 150 and Max. 250 ....................... depending on the status PB cabinets of office No. of PB cabinets x 18 ..................... Total ....................... Future expansion @.......................% except for incharge of Delivery branch. Grand Total ....................... E. SB/SBCO (a) SB Branch DPM/APM .... .... .................... 75 (No F/E) ....................... Ledger clerks .... .... .................... 60 ....................... (b) SBCO Incharge SBCO .... .... .................... 75 (No F/E) ....................... UDCs/LDCs .... .... .................... 40 each ....................... Space for records (65 sq. ft. per desk) ....................... Group 'D' .... .... .................... 15 ....................... Total ....................... Future expansion@.........................% except for incharge ....................... Grand Total ....................... F Administrative Branch . (i) Correspondence DPM/APM .... .... .................... 75 (No F/E) ....................... Assistants .... .... .................... 40 ....................... Group 'D' .... .... .................... 15 ....................... (ii) Accounts DPM/APM .... .... .................... 75 (No F/E) ....................... Accountant .... .... .................... 45 ....................... A/cs Clerks .... .... .................... 40 ....................... Group 'D' .... .... .................... 15 ....................... (iii) Complaints/Reference/Consolidation DPM/APM .... .... .................... 75 (No F/E) ....................... Assistants .... .... .................... 40 ....................... Group 'D' .... .... .................... 15 ....................... Total ....................... Future expansion @.......................% except incharge of above branches ....................... Grand Total ....................... Storage of records of above branches .......... Min. 150 and Max. 250 ....................... Grand Total ....................... G. Amenities Block 1. Rest room for Delivery staff ..... 1/3 of the Max. staff on duty ....................... at a time x 10
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Dy. PM/APM .... PAs (a) Regn. .... (b) Parcel .... (c) MO Paid .... (d) Delivery .... (e) Sub A/c .... PRI (P)s .... Max. No. of Postmen and

....

....................

75 (No F/E

.......................

.... .................... .... .................... .... .................... .... .................... .... .................... .... .................... .......................

2. 3.

Canteen/Tiffin Room

.....

Recreation Room .... (including reading room) only when staff strength exceeds 100 4. Ladies Retiring Room .... 5. W.C. ..... .... 6. Urinals ..... .... 7. Wash Basin ..... ..... H. Other provisions: 1. Store room ..... ..... 2. Forms and Records Room ..... 3. Wading platforms ..... 4. Water Room ..... ..... 5. Co-operative Store/Society where it exists 6. Sub-Divl. Office ..... ..... 7. Any other item with full justification

Max. No. of staff on duty at ....................... a time x 1 (a) No provision up to 100 staff ....................... (b) 300 sq. ft. for 100 staff, 2 sq........................ ft. for every additional staff. Min. 70 and Max. 125 ....................... As per minimum local require- ....................... ment

150 Min. 150 and Max. 250 Min. 100 and Max. 150 40 120 ..............

Total carpet area of the Post Office (Total of A to H) .... PM's quarter (As per existing standards) .... Inspection Room/Quarter (As per existing standards) .... Total area of the Building .... Cycle shed (outside the building) No. of cycle/scooter x 12

150 (No F/E) .... (No F/E) .... (No F/E) 40 (No F/E) 120 (No F/E) 180 per unit (No F/E) ....................... Total ....................... ..... ..... ....................... ..... ..... ....................... ..... ..... ....................... ..... ..... ....................... ..... ..... ....................... (Signature and designation stamp of the authority preparing the SOA

NB:- F/E means Future Expansion. [Dept. of Posts No. 51-53/90-BP dated 19-09-1991]

12. MAINTENANCE OF BUILDINGS
Department is constructing its own buildings in a phased manner for operative / administrative offices and staff quarters with a view to increase assets, effect savings in rental liability, provide residential accommodation to its employees for efficient disposal of work. 2. Buildings with good ambience, both internally & externally, not only provides conducive atmosphere for proper functioning but also helps in attracting clientale for postal facilities. 3. Department has undertaken a project in a phased manner for new brand indentity of postal buildings. At the same time, it is equally important that maintenance of buildings to the optimal extent required is also undertaken as improper planning and inadequate attention towards maintenance of buildings gives a shabby / gloomy look. 4. Building maintenance may be defined as "work undertaken to keep, restore, or improve every facility to keep, restore, or improve every facility i.e. every part of a building, its services and surroundings to a currently acceptable standard to sustain the utility and value of the facility". Proper maintenance aims at effective and economic means of keeping the building and services
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fully utilitarian. 5. Maintenance of buildings may be divided into three categories:(a) Day-to-day service facilities:- The emergent works which are to be attended to on day-to-day basis, such as removing chokage of drainage pipes, manholes, restoration of water supply, minor repairs to door shutters, windows, replacements of broken glass panel blown fuses, repairs to faulty switches etc. fall under this category of maintenance. The purpose of this facility is to ensure satisfactory and uninterrupted functioning of various services in the building. (b) Annual repairs: This include white-wash and colour wash for a building for which periodicity is 2 years and painting for which periodicity is three years. In addition, works such as patch repair to plaster, minor repairs and replacements, replacement of wiring damaged due to accident, replacement of switches, sockets etc. which are not emergent works but can wait till the time of annual repairs fall under this category of maintenance. (c) Special repairs: As a building ages, there is
A.I.P.E.U. GROUP - 'C'

deterioration to the various parts of the building and services. The following types of work become inevitable and are undertaken under special repairs to prevent the structure from deterioration and undue wear and tear as well as to restore it back to its original condition to the extent possible:(i) White washing, colour washing, distempering etc. after scrapping completely the original finish. (ii) Painting after removing the existing old paint from various members. (iii) Provision of water proofing treatment to the roof. (iv) Repairs to roads. (v) Repairs/replacements of flooring, skirting and dado. (vi) Replacement of doors, window frames and shutters. (vii) Replacement of water tanks, WC cistern, wash basins, kitchen sinks, pipes. (Special repairs to newly purchased or previously abandoned works and purchases required for bringing them into use do not fall under maintenance of buildings but come under original works.) 6. Besides the categories of 'Original Works' and 'Maintenance / Repairs', there is another category of 'Petty Works' which covers such of those works which do not fall in the first two categories i.e. 'Original Works ' & ' Maintenance / Repairs'. No budget provision and

alterations to both residential and non-residential buildings upto the limits prescribed in Schedule -II of the Schedule of Financial Powers of the Heads of Circles and Heads of Departments (Circulated vide Directorate letter No. 6-1/2005-FC (Posts) dated 2907-2005) may be classified under "Maintenance". 7. The works relating to 'Maintenance / Repairs' may be clearly differentiated from the other works concerning modernization / ergonomics undertaken in departmental buildings and the AA & ES issued accordingly indicating the relevant Head of Account besides ensuring incurring booking of expenditure under Proper Head of Account. The fund provided for maintenance of buildings should be utilised only for maintenance works as detailed in paras (5) & (6) above. 8. Attention is drawn to Directorate letter No. 10-5/ 2005-Bldg. Daed 27-09-2005 regarding procedure for building maintenance work. 9. The above instructions may kindly be brought to the notice of all concerned for information, guidance and strict implementation. 10. The receipt of this letter may kindly be acknowledged. 11. Hindi version will follow. (D.G.(P) No. 10-1/2006-Bldg. Dt. 11-5-06)

13. ASSESSMENT OF REASONABLE RENT/ENHANCEMENT OF RENT OF PRIVATE BUILDING TAKEN ON LEASE
Reference to the Directorate's letter of No. 3127/89-Bldg. dated 25-2-92 vide which instructions on periodicity for reassessing the reasonable rent to private buildings taken on lease by the Department were issued. It was stated in the last para of this letter that guidelines for fixing enhanced/revised rent will be issued separately. The question of rationalising the principles for certifying the reasonableness of rent in respect of rented building under the occupation of the Department has been exercised in consultation with Finance Advice (Postal) and it has been decided that assessment of revised/enhanced rent of such buildings will be treated as a fresh case of rent assessment and will be done according to the following principles:(i) Work out the reproduction cost of the building as on the date of reassessment on the cost index for the concerned locality. (ii) Work out the depreciated value of building assuming a straight line variation of depreciation depending on the age of the building. (iii) Work out land area appartment to the building taking into account the local bye-laws. In case no such bye-laws exist in the locality, general practices prevailing in the locality should be followed. Any surplus
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land that does not enhance the utility of the building should be excluded. (iv) The cost of appartment land should be ascertained from the local Revenue Authority. For this purpose, the cost of land should be divided between the number of tenants in the building, apportioned between the tenants according to the plinth area each one is having, if the Department is not the sole tenant: (v) Where the landlord has made additions/alteration in the building as per Departmental requirements, the same will be taken into consideration in working out the capital cost of the building. (vi) The cost of appartment land may be added to the depreciated value of the building to assess the reasonable return on the property. In case of metropolitan cities, this percentage rate of return may be taken as 10% per annum. In the case of other cities/ towns, this figure may be taken as 9% per annum. (vii) The figure arrived at thus would constitute the annual rent of the building on the basis of the principle of valuation. This is the "core" rent, as mentioned in Directorate's letter of even number, dated 25-2-92. 2. After working out the rent on the above principles of valuation the market rate of rent current in the locality will be ascertained by FRAC. For this purpose, rents
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paid by Government and semi-Government organisations, public sector undertakings and nationalised banks will be taken into account. The data collected must be authentic and the buildings should be comparable in specifications and amenities provided. 3. After getting the two values, i.e. rent based on the recognised principles of valuation and the current market rate, the endeavour of the competent authority should be to balance the two factors of rent worked out on the basis of the principles of valuation as well as market rent. While weightage should be given to the market rent so as to sufficiently compensate the landlord, all efforts should be made to fix the rent lower than the market rate. For this purpose after considering the FRAC's report, the competent authority should negotiate with the landlord. Where the enhanced rent falls within the powers of the Divisional

Superintendents, the negotiation will be carried out by the next higher authority. 4. Rent will not be increased if the Department has incurred any expenditure on maintenance/repairs of a particulars building. 5. Enhancement of rent should be effected only after a fresh lease deed is signed by these landlord. 6. For the purpose of those orders, the constitution of FRAC's at various levels will continue to be guided by the orders already in force. However, for all cases where enhancement of rent would fall within the powers of the Divisional Superintendents, the revision of rent will be considered by a duly constituted FRAC even where the initial rent had been within the delegated powers of the Divisional Head without the assistance of the FRAC. (Dept. of Posts Lr. No. 31-27/89-Bldg. dated 29-5-1992)

14. PROVISION OF TOILET FACILITIES IN POST OFFICE BUILDINGS
It has been brought to the notice of this Directorate that in large number of offices proper toilet facilities either are not available or they are inadequate for the staff working there. 2. Since this is one of the basic amenities, the following remedial action may kindly be taken at your end in a planned manner :a) Adequacy of toilet facilities available in the departmental buildings should be examined keeping in view the ratio of male/female employees working in the office. Adequate number of toilets for ladies located suitably should be identified for their exclusive use. In case this is not feasible, construction of additional toilet facilities should be undertaken on priority basis. b) In case of new constructions while forwarding Schedule of Accommodation and layout plan the number of male/female employees expected to work in each floor should also be forwarded to the Architect, so that provision for adequate number of toilets can be incorporated in the preliminary drawing. To calculate the number of male/female employees floor wise, number of such officials working in the office at the old location or in case of a new establishment, male/female ratio of employees working in similar types of offices should be kept in view. c) In case of rented buildings also the adequacy of toilets as referred to in para (a) above should be examined and if the toilet facility is not adequate, the landlords may be persuaded to provide the same. (d) If the landlord agrees to provide adequate toilet facilities on the condition of increase of rent, the same may be examined in respect of premises during the currency of the lease already agreed upon provided the following conditions are satisfied ;VENTURE 130

i) Accommodation is otherwise suitable/and adequate and alternative better accommodation with adequate toilet facilities is not available at an economical rent. ii) The landlord gives in writing his consent to abide by the assessment to be made by the department in consultation with the representative of the Civil Wing and IFA about the quantum of increased rent on completion of the work. iii) Assessment of the revised rent will be restricted to the additional expenditure incurred by the landlord in providing the adequate toilet facility iv) Increase in rent will be payable only on completion and handing over the newly constructed/renovated toilet to the Department. e) In case of premises where lease has already expired and landlord is willing to provide adequate toilet facility on the condition of enhanced rent the same may be examined if the following conditions are satisfied :i) Accommodation is otherwise suitable and adequate. ii) Rent quoted by the landlord is otherwise fair and comparable to similar accommodation in the locality. iii) The landlord gives in writing his consent to abide by the assessment to be made by the department in consultation with the representative of the Civil Wing and IFA about the quantum of increased rent and enter into a fresh lease. iv) The landlord intimates the estimated cost of the construction involved for providing the adequate toilet facility and the date by which the newly constructed/ renovated toilets is to be handed over to the department. v) The segment of enhanced rent relating to capital
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cost to be calculated by IFA and the representative of Civil Wing in providing the adequate toilet facility will be reserved and payable to landlord only on handling over the same to the department and the capital cost

is reassessed by the department to ensure that estimated cost proposed by the landlord has actually been spent. (D.G. (P) No. 25-1/99-Bldg., dt. 11-5-1990)

15. REVISION OF TARIFF FOR OCCUPATION OF INSPECTION QUARTERS / INSPECTION ROOMS
I am directed to refer to this office letter No. 2616/85-NB (P) dated 08-11-1988, 12-7-1989 and 2312-1992 on the subject cited above. 2. It has now been decided by the competent authority that the existing rates of Inspection Quarters / Inspection Rooms may be further Pay upto Rs. 16,400/Pay beyond Rs. 16,400/- (Rs. 16,401/- & above) (ii) For others - Rs. 40/- per day (iii) The charges for the us of:- Air-conditioner rationalised as follows:(a) Inspection Quarters: (i) For officer of the Department of Posts while on duty / leave (Casual & earned), Central and State Government Officers and retired officers of the Department of Posts for period of 10 days:Rs. 8 per day (more than six hours) (Includes charges for electricity and refrigeration) Rs. 12 per day (More than six hours) (Includes charges for electricity and refrigeration) Room heaters - Rs. 2/- per day or a part thereof. - Rs. 8/- per day or a part thereof.

(b) Inspection Room: Rs. 5/ per day irrespective of pay. Pay upto Rs. 16,400/Rs. 8 per day (more than six hours) (Includes charges for electricity and refrigeration) Pay beyond Rs. 16,400/- (Rs. 16,401/- & above) Rs. 12 per day (More than six hours) (Includes charges for electricity and refrigeration)
The charges for the us of:Air-conditioner - Rs. 8/- per day or a part thereof. Room heaters - Rs. 2/- per day or a part thereof. (c) Rates for officers for stay in Inspection Quarters / Inspection Rooms for periods exceeding 10 days (i) For period exceeding 10 days and upto 60 days (with the permission of the controlling authority i.e. Head of Circle). (ii) For period beyond 60 days (With permission of DG Posts):- 10% of the basic pay (includes special pay). 3. The revised rates indicated above will take place with immediate effect. 4. This may kindly be brought to the notice of all concerned for information, guidance and necessary action. 5. Hindi version will follow. DG (P) letter No. 6-2/2004-Bldg. Dated 04-08-2005

16. OCCUPATION OF DEPARTMENTAL INSPECTION QUARTER BEYOND NORMAL ADMISSIBLE PERIOD -- ADMISSIBILITY OF HRA
It is clarified that orders issued on the subject by the DOT under their letters No. 14-04-85-NB dated 2611-85 & 15-01-87 (copies reproduced overleaf) as incorporated in Muthuswamy compilation of FR SR Part-V (corrected upto 1st February 86) will apply Mutatis Mutandis to the Department of Posts as well. These orders will take effect from 26-11-85. The issue regarding admissibility of HBA during the stay in Inspection Quarters at the Head Quarter of their posting has been under consideration for some time past. It has now been decided in consultation with Ministry of Finance that officers staying in the Inspection
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Quarters in the Headquarters of their posting will not be entitled to draw HRA for the period during which they stay in the Inspection Quarters. These instructions may be followed strictly. Occupation of Inspection Quarters / Rooms. This office letter of even no. dated 28-11-85 may be referred to. In line 5 thereof the words 'exceeding 7 days' may be inserted after the words 'Inspection Quarters for a period exceeding 7 days' in the Headquarters of their posting will not be entitled to claim HRA for the entire period of their stay. D.G. (P) No. 7-1/87-NB dated 28-04-88
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17. ASSESSMENT OF REASONABLE RENT/ENHANCEMENT OF RENT OF PRIVATE BUILDING TAKEN ON LEASE BY THE DEP. GUIDELINES-REG.
The Department has been acquiring/purchasing land for postal buildings/staff quarters at locations/ stations where (i) a site is actually needed, and (ii) where a site is available though there is no immediate need for it, generally sites are acquired through the land acquisition Act or taken on lease from local authorities. In some cases, generally in rural areas, "Gifted sites" are also accepted. 2. Some Circles, notably, Karnataka, Andhra, Rajasthan, Gujarat, Bihar & Uttar Pradesh Circles have acquired large number of sites at various places in the Circle. Majority of these sites are located in rural areas/places below the level of district head quarters. Most of the sites lie vacant for a long time due to paucity of funds which are needed to construct buildings on them. In some cases, the lead time is 15-20-25 years after the site is acquired. In spite of the fact that the department bears a significant expenditure to safeguard these sites, cases of encroachment, particularly in urban areas, occur. Therefore, the question of outlining due priorities and formulating a clear policy for acquisition of land etc. was under consideration of the directorate. It has now been decided that :(i) Acquisition of land in places below district headquarters or anywhere where the strength of the post office is less than 15 (including Postman & Gr. D) should not be made except in very remote/hilly/ backward/tribunal and project areas where suitable rented accommodation for the post office is not available and staff quarters are to be provided to the staff posted there as a matter of operational necessity. Post Offices of smaller sizes at other places manage with suitable rented accommodation. (ii) The practice of accepting "Donation of land for P.O. buildings" specially in areas having no Post Office or where the existing Post Office is below the level of LSG or where suitable office accommodation is easily available at reasonable rent, should be stopped. This will avoid pressure being brought on the department thereafter for the construction of Post office building. There could, however, for exceptions to this policy which would be examined in the Directorate according to the merits of each case. Therefore, such cases should be referred to the Directorate, with detailed notes for orders. (iii) Since the process of acquisition of land through LA Act drags on for a number of years before such cases become mature as also the land acquired through LA Act could be used for a specific purpose only for which it is acquired, the Circles/Regions should explore the feasibility of purchasing free-hold plots of land through the Negotiation Committee with no restriction placed on land use, instead of through the Land Acquisition Act. (iv) As for staff quarter, in order to cut down the lengthy process of acquisition/purchasing of land, planning and executing works, the Circles should, as far as possible, explore the possibility of acquiring/ purchasing ready built quarters from Governmental bodies/public sector Corporations etc. at places where now colonies are coming up. 3. The basic and essential requirements already laid down in this office letter No. 51-15/78-PRP dated 14-6-1978 for site suitability should adequately be taken care of before any site/ready built quarters are acquired/purchased and necessary certificate in the prescribed proforma should continue to be obtained from the concerned Civil Wing authorities. 4. All pending cases of land acquisition should be processes according to these instructions. 5. Receipt of this letter may please be acknowledged to Director (BP), Room No. 404, Dak Bhavan, New Delhi-110001. (No. BDG/1-8/92-MS, dt. 30-6-02)

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7. WELFARE
1. IMMDIATE RELIEF TO THE FAMILIES OF GOVERNMENT SERVANTS WHO DIE WHILE IN SERVICE
The undersigned is directed to convey the approval of the President of the following modification to this Department's O.M. No. F. 11(1)/EV/(B)/71, dated 19th November, 1971 as amended from time to time: In Para 1(ii) of the O.M. ibid, substitute the figure of 'Rs. 2,500' by the figure 'Rs. 8,000'. The amendment will take effect from the date of issue of this O.M. (M.F., O.M. No. 26(1)/EV/99, dated 12-7-1999)

2. ACTION TO BE TAKEN ON RECEIPT OF INTIMATION ABOUT THE DEATH OF A POSTAL EMPLOYEE/EXTRA-DEPARTMENTAL AGENT
It has generally been observed that in case of unfortunate death of an employee/extra-departmental agent, the officers and employees provide all possible assistance to the bereaved family, sometimes even at considerable personal inconvenience. While deeply appreciating the human approach of our officers and employees on such sad occasions, the Secretary (Posts) has issued following instructions:i) Immediately on receipt of an intimation about the death of any employee/EDA a senior officer should visit the family and offer condolences of behalf of the department. ii) Possible assistance may be provided to the family. For instance, if any member of family is away, massages could be sent to inform him about it. iii) If death occurs out of at station/circle or at a place where the family is not residing with the employee, a senior officer in that Circle/Division should personally supervise the arrangements such as intimation to the family, arrangements for transportation of the dead body or arrangements for the stay of the family members of the place where death has occurred etc. iv) A floral wreath may be placed at the time of funeral or as per the family conventions on behalf of the Director-General (Posts) as a mark of respect to the departed soul. The expenditure of this account may be met from office expenses. 2. These instructions may please be circulated to all concerned. (DG No. 15-43/94-WL/Sports, dt. 9-5-94)

3. MODIFIED ORDERS FOR PRODUCTION OF MEDICAL CERTIFICATES BY GAZETTED/NON-GAZETTED EMPLOYEES
Presently, under Rule 19 of CCS (Leave) Rules, 1972, whereas a Gazetted Government Servant has to produce a medical certificate for grant of leave on medical grounds from an Authorized Medical Attendant (AMA), a non-Gazetted Government Servant is required to do so either from an AMA or a Registered Medical Practitioner (RMP). Further, in accordance with the recommendation of the Fifth Central Pay Commission made in Para. 117.14 of its Report for production of Medical/Fitness Certificate by all Government Servants either from a Doctor in a CGHS Dispensary of from an AMA in places where CGHS Dispensaries are not available. Instructions have been issued vide this Department's O.M. No. 13015/2/97-Estt.(L) dated 7th October, 1997, requiring non-Gazetted Government Servants, who are CGHS beneficiaries and are residing in an area covered by CGHS at the time of illness, to produce such a certificate from a CGHS Doctor.
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2. The matter has since been considered further by the Government aud it has now been decided that, in partial modification of the provisions of Rule 19 of CCS (Leave) Rules, 1972 and this Department's OM, dated 7th October, 1997, referred to above, the production of Medical/Fitness Certificate by Gazetted and non-Gazetted Government servants shall be regulated as follows:(i) A Government servant (Gazetted to NonGazetted) who is a CGHS beneficiary and is living in an area covered by the CGHS at the time of illness shall be required to produce the Medical/Fitness Certificate, in the form prescribed in Rule 19 of CCS (Leave) Rules 1972, either from a CGHS Doctor or a Government Hospital. (ii) A Government servant (Gazetted or nonGazetted) who is not a CGHS beneficiary (including a Government servant who has opted out of the CGHS or is a CGHS card holder but at the time of illness is
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not living in an area covered by CGHS, i.e. proceeds outside the Headquarters on duty, leave, etc.) will have to produce the Certificate from the AMA, provided that in the case of such a non Gazetted Government servant, production of the Medical/Fitness Certificate from an RMP may be allowed by the leave sanctioning authority, if there is no AMA available within the radius of 8 kms. of his residence (or place of temporary stay outside the Headquarters). (iii) In the case of hospitalzation/indoor treatment permitted in a private hospital recognized under the CGHS/Central Services (Medical Attendance) Rules, 1944, a Government servant (Gazetted or nonGazetted, whether a CGHS beneficiary or not) may

produce the requisite Medical/Fitness Certificate from the authorized Doctor in such a hospital in case his hospitalization/indoor treatment is on account of the particular kind of disease (e.g., heart, cancer, etc.) for the treatment of which the concerned hospital has been recognised by the Ministry of Health and Family Welfare. This relaxation will not be admissible in case of any day-today/outdoor treatment or indoor treatment in respect of any other disease. . These orders take effect from 1st September, 2000. Formal amendment to the CCS (Leave) Rules, 1972, will follow. (Dept. of Per. & Trg. O.M. No. 13015/3/2000Estt.(L), dated 24-8-2000)

4. GRANT OF EARNED LEAVE TO CENTRAL GOVERNMENT EMPLOYEES
A suggestion has been made to the Government that as one of the institutional mechanisms to allow Government servants to periodically free themselves from the routine stresses of service life and thus help them avoid falling prey to various stress related diseases, they may be compelled to avail of atleast 15 days earned leave during a calendar year. Though implementation of the suggestion in this manner is not easible on account of the provisions of service rules, the basic ideas underlying the suggestion is un-exceptionable. Under the extent provisions of CCS (Leave) Rules, 1972, leave cannot be claimed as a matter of right. When the exigencies of the public services so require, discretion to refuse or revoke leave of any description is reserved to the authority empowered to grant it. However, as emphasises in the instructions issued by this Department from time to time, such provisions have been made in the Rules because it is not possible to let all those at that time and there is a limit beyond without dislocating the working of an establishment. These instructions are not intended to be used as in effect to abridge indeed desirable in the interest of the public leave at suitable intervals and return to work relaxed and refreshed. It has also been laid down that the leave sanctioning authorities may encourage government servants to take leave periodically, and in case where all applications for leave cannot, in the interest of public service, be granted at the same time, the leave sanctioning authority should leave the applicants by turn with due regard to the principles enunciated. Leave is accordingly, not to be ordinarily denied to any employee, especially in the last 10 years of his career. 3. Periodical availment of leave is in the interest of the Government as well as the Government servants. Ministries / Departments should therefore, further streamline the procedure and chalk out an annual leave programme keeping in view, the Parliament sessions and other relevant functional requirements. 4. In so far as persons serving in the Indian Audit and Accounts Department are concerned, this issues with the concurrence of the Comptroller and Auditor General of India. DoP&T No. 1402 B/3/2000-Estt. (L) dated 22/27-3/2001

5. REPORT OF THE COMPLAINTS COMMITTEE CONSTITUTED FOR PREVENTION OF SEXUAL HARASSMENT OF WOMEN AT WORK PLACES -FOLLOW-UP ACTION
Refer to this Department 's O.M. No. 1013/10/ 97-Estt. (A) dated the 13th February 1998, under which the guidelines and norms laid down by the Supreme Court in the case of Vishaka and other v. State of Rajasthan and others (JT 1997 (7) SC 384) for prevention of sexual harassment of women at work places, were circulated to all Ministries / Departments for compliance to all concerned. 2. The guidelines laid down by the Supreme Court
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provide, inter alia, for the constitution of a Complaints Committee in the employer's organisation for redress of the complaint made by the victim. In this connection, a question has been raised regarding the status of the inquiry held by the Complaints Committee. It is clarified that the findings of the Complaints Committee regarding sexual harassment of the complaint / victim will be binding on the disciplinary authority to initiate disciplinary
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proceedings against the Government servant (s) concerned under the provision of the CCS (CCA) Rules, 1965. The report of the Complaints Committee should be treated as a preliminary report against the accused Government servant. 3. The Ministries / Departments are requested to

bring these instructions to the notice of all concerned and ensure that necessary follow-up action is taken on the report of the Complaints Committee without any delay. (G.I., Dept. of Per. & Trg. O.M. No. 11013/11/ 2001-Estt. (A) dated 12-12-2002)

6. FINANCIAL ASSISTANCE FROM THE POSTAL STAFF WELFARE SCHEME IN CAES OF PROLONGED ILLNESS/SURGICAL OPERATIONS, ENHANCED
Refer to this office letter No. 15-43/92-WL/Sports, dated 2-9-1992 on the above subject. In the 7th meeting of the Postal Services Staff Welfare Board the question of increase in the power of Chief PMG/PMsG relating to financial assistance in the above case was discussed and the following decisions have been taken:1. The power of the CPMsG as indicated in item 1 of the aforesaid letter for grant of financial assistance in the cases of prolonged illness/surgical operations has been enhanced from the present limit of Rs. 5,000 to Rs. 10,000. There is no other change in other terms and conditions indicated therein. 2. Similarly, in case of EOL/HPL as mentioned in item 2 of the aforesaid letter, it has been decided to enhance the limit of financial assistance for prolonged illness as follows. Existing Revised Extraordinary Rs. 1.000 p.m. Rs. 1,500 p.m. leave or ½ of basis uniformly. pay+DA whichever is less Half Pay leave Rs. 500 p.m. of Rs. 750 p.m. 1/3 of basic uniformly +DA whichever is less. All other conditions for grant of this financial assistance will continue to be the same as laid down in letter No. 15-43/92-WL/Sports, dated 29-1992. 3. In case of financial assistance from the Welfare Fund given to the EDAs/Casual/Part-time employees for their own illness in case of surgical operations/ prolonged illness as indicated at page 4 in the aforesaid letter have been enhanced from the present limit of Rs. 750 to Rs. 1,500. Other terms and conditions for grant of this financial assistance will continue to be the same as mentioned in the aforesaid letter. 4. These orders would be effected from the date of issue. (D.G.(P) No. 10-31/98/WL/Sports, dated 11-3-1999)

7. GRANT OF FINANCIAL ASSISTANCE IN THE CASE OF DEATH OF POSTAL EMPLOYEE WHILE IN SERVICE
I am directed to invite your kind attention to the item No. 3 of the Agenda of the minutes of the 6th meeting of the Postal Services Staff Welfare Board held at Delhi on 1107-97 under the Chairmanship of Secretary (P). It has been decided to enhance the amount of financial assistance to be paid to the families of such deceased employees who are killed in attack by dacoit / Rabbor due to terroist violence / riots while on Govt. duty, to Rs. 50,000/- to be paid from the Central Welfare Fund: 50% of the aforesaid amount would be admissible to the bereaved families of EDAs / Part Time / Casual Workers. There will be no change in the amounts of the other death released reliefs. DG (P) No. 1-12/97 WL and Sports dated 18-09-97

8. EHNANCED RATE OF FINANCIAL ASSISTANCE FROM THE POSTAL SERVICE STAFF WELFARE BOARD IN THE CASE OF DEATH OF AN EMPLOYEE
The financial assistance being paid in cases of death was considered in the 8th Meeting of the Postal Services Staff Welfare Board held on 8-3-2000. It was decided to adopt the following rates for financial assistance in cases of death: (i) Immediate death relief Rs. 6,000/(ii) Death due to accident while Rs. 6,000/on duty. (iii) Death due to attack by robbers, Rs. 50,000/terrorists, riots etc. while on duty
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(iv) Death due to attack by robbers, Rs. 10,000/terrorists, riots etc. while not on duty (v) In case of EDAs/Casual labourers and part-time employees also, the above amount to be paid to the bereaved families. The above amount is the total financial assistance payable in each case. (vi) The above rates would be applicable from 1-6-2000. 2. This supersedes all previous orders on the subject. (D.G.(P) No. 1-3/99-WL/SPT, dt. 1-6-2000)
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9. FINANCIAL ASISTANCE FROM WELFARE FUND FOR FUNERAL EXPENSES - PAYMENT TO THE NEAR RELATIVES
Item No. 9 of the Minutes of the 6th Meeting of the Postal Services Staff Welfare Board held at New Delhi on 11-7-97 under the Chairmanship of Secretary (P). It has been decided to release the funeral expenses from the Circle Welfare Fund to the brothers or sisters or near relatives who perform the last rites of a deceased Postal Employee in the absence of any other next of kin. 2. These orders will be effective from the date of issue. (DG Posts No. 1-17/97-WL & Sports dt. 17-9-97)

10. TRANSPORTATION CHARGES TO THE HANDICAPPED CHILDREN OF POSTAL EMPLOYEES
Attention to the Item No. 17 of the Minutes of the 6th Meeting of the Postal Service Staff Welfare Board and to say that it has been decided to enhance the rates of financial assistance towards transportation charges and Hostel/Mess subsidy to the handicapped children of Postal Employees from Rs. 50/- to Rs. 100/- p.m. for Metropolitan cities and Rs. 40/- p.m. to Rs. 80/- p.m. for other cities. 2. These orders will be effective from the date of issue. (DG (P) No. 1-20/97-WL & Sports, dtd. 17-9-97)

11. CLARIFICATION ON FINANCIAL ASSISTANCE FROM WELFARE FUND IN CASES OF EOL/HPL DUE TO SERIOUS/PROLONGED ILLNESS
Refer to your office letter No. WEL/36-1 (Coorg) VII dtd. 30-8-01 in which clarification have been sought as to whether the financial assistance admissible to the employees under order No. 15-43/92-WL/SP dtd. 2-9-92 as amended vide letter No. 10-31/98/WL/SP dtd. 11-3-99 can be paid in case of the officials who availed EOL/HPL on medical grounds and they were invalidated/expired/retired in the meantime. The matter has ben carefully considered by the Directorate and it is hereby clarified that the financial assistance for the EOL/HPL availed by a Govt. Servant upto the date of invalidation/retirement can be paid to the Govt. Servant concerned. However, in case of death of an employee the financial assistance as mentioned above may be paid to the bereaved family as in case of immediate death relief. In all the above cases the payment of financial assistance will continue to be subject to the conditions as laid down in the aforesaid orders dated 2-9-92 and 11-3-99 on receipt of application from the Govt. servant concerned. (DG(P) No. 10-39/2001/WL-SP dtd. 4/5/10.01)

12. INCREASE IN THE AMOUNTS OF FINANCIAL ASSISTANCE IN CASE OF DEATH
The amount of financial assistance being paid was laid down vide this Office Letter No. 1-2/99WL/Sports, dated 1-6-2000 The question of enhancing this limit was considered in the 9th Meeting of the Postal Services Staff Welfare Board held on 17-2-2002. It was decided to increase the amount of financial assistance in cases of death as mentioned in Sl. No. (i) of the aforesaid letter from Rs. 6,000 to Rs. 7,000. This limit would also be applicable in case of Sl. No. (ii) i.e. death due to accident while on duty. All other terms and conditions as laid down is the same. 2. The above order would be applicable from the date of issue. (Dept. of Posts, No. 2-1/2001-WL/Sports, dated 26-4-2002).

13. ENHANCEMENT OF RATES OF FINANCIAL ASSISTANCE TO THE VICTIMS OF FIRE / FLOODS AND NATURAL CALAMITIES
I am directed to invite your kind attention to the minutes of the 6th meeting of the Postal Services Staff Welfare Board and to say that it has been decided to enhance the rates of financial assistance to the victims of fire / floods and natural calamities from Rs. 750/- to
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Rs. 1500/- for departmental employees and from Rs. 375/- to Rs. 750/- for ED employees. These orders will be effective from the date of issue. DG (P) No. 1-13/97-WL and Sports dated 26-09-97
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14. FINANCIAL ASSISTANCE TO SC & ST EMPLOYEES, DEPARTMENT OF POSTS FOR (I) APPEARING IN THE DEPARTMENTAL EXAMINATION AND (II) PURSUING HIGHER EDUCATION THROUGH REGULAR CLASSES
I am directed to say that in connection with celebration of Birth Centenary of Baba Sahab Dr. B.R. Ambedkar, it has been decided to launch special schemes for the benefits of SC/ST employees of the Department of Posts. Accordingly, it has been decided to grant financial assistance from Welfare Fund to the SC/ST employees of Department of Posts for (i) appearing in the Departmental Examination and (ii) pursuing higher education through regular classes or through correspondence courses. 2. (i) SC/ST employees, who are appearing in the Departmental Examination held by the Department for promotion to various categories will be granted financial assistance to the extent of paying fee for attending the Coaching Classes for Departmental Examinations subject to the limits as indicated below : a) Examination for promotion to the Cadre of IPO/RMS/Inspectors Rs. 300/(MMS)/JAO and LSG (1/3rd) Examinations and similar cadres. b) Examinations for promotion to Rs. 200/the cadres of Junior Accountants in Postal Accounts, UDCs and Similar cadres. c) Examinations for promotion to posts of Postal Assistants, sorting Rs. 150/Assistants, Sorters and other Clerical Cadres. This assistance will be provided only once as a lump-sum for each category of Examination and will be made available through the Heads of Division/Units. The candidates will have to-refund the whole amount in case they do not appear in any of the paper(s) of the Examination or they don't secure minimum 25% aggregate marks in the Examinations. For this purpose, an undertaking to this effect will be obtained from them before grant of financial assistance. 2. (ii) It has also been decided to grant financial assistance from Welfare Fund to SC/ST employees who are pursuing higher academic education through regular classes in Evening Colleges or through Correspondence Courses conducted by recognised Board/University. Employees appearing in 10th & 12th standard examination will be granted one time financial assistance of Rs. 200/- and for those pursuing Degree/ Diploma or Post Graduate Degree/diploma beyond 12th standard, financial assistance would be granted at Rs. 500/- per annum. Further, this assistance will be restricted to the amount of fees paid for such higher education and will be granted of if the candidate secures minimum 40% marks in lower prerequisite examination. This will be renewed only if the candidates gets through the semester/annual examination. There will be no pay limit for grant of financial assistance for the above purpose. This expenditure will be met from the amount of 55% earmarked for scholarships under the Welfare Fund. This may be given vide publicity among the staff. (No. 24-46/90-WL/Sports, Dated 10-4-1990)

15. REVISED RATE OF SCHOLARSHIPS FOR DEVELOPMENT OF INDIVIDUAL PERSONALITY
This office letter No. 13-7/90/WL/SPT, dated 247-1990 introducing the scheme for grant of scholarships to postal employees to develop their personality of acquiring higher qualifications in specialized courses. At present the scholarship is granted subject to a maximum of Rs. 2,000/- per annum. The question of increasing this amount inter alia was considered in the 8th Meeting of the Postal Services Staff Welfare Board. It was decided to enhance with effect from 1-6-2000 the maximum amount of scholarship to Rs. 5,000/- and to revise the existing pay limit of Rs. 2,500 pre-revised) to Rs. 7,550/- in the revised pay scales subject to other terms and conditions remaining the same as laid down in this office letter No. 13-7/90-WL/SP, dated 24-7-1990. (Dept. of Posts No. 1-3/99-WL/SPT, dated 1-6-2000)

16. SCHOLARSHIP FOR DEVELOPMENT OF INDIVIDUAL PERSONALITY DECISION TAKEN IN THE 9TH MEETING OF THE POSTAL SERVICES STAFF WELFARE BOARD MEETING HELD ON 17-02-2002
I am directed to refer to this office letter No. 13-7/ 90-WL / Sports dated 24-07-90 introducing the scheme for grant of scholarship to the postal employees to develop their personality by acquiring higher qualification in specialized courses. In the 9th meeting of the Postal Services Staff Welfare Board, the question
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of enhancing the maximum age limit of 35 years was considered and it was decided to leave to the discretion of the circles to give scholarship to the really deserving candidates even beyond maximum age of 35 years as laid down in the aforesaid order dated 24-07-90. (D.G.(P) No. 2-1/2001-WL/Sports dated 26-04-2002
A.I.P.E.U. GROUP - 'C'

17. REVISION IN SCHOLARSHIPS / BOOK AWARDS FOR OBCS
I am directed to say that as per this office letter No. 13-1/93-WL / Sports dated 20-05-93 educational Non-Technical Scholarship / Book Awards are granted to the wards of the SC / ST employees with relaxed standards. The question of extending the relaxation of marks for grant of the Scholarship / Book Awards for the wards of OBCs was considered in the 9th meeting of the Postal Services Staff Welfare Board held on 17-02-2002. It was decided that OBC candidates may also be given relaxation of 10% of marks for award of Non-Technical scholarship / Book Awards with relaxed standards for OBCs be entertained after all other eligible candidates have been awarded the scholarship and Book Awards subject to the condition that the additional expenditure should be met from the normal allocation to the Circle Welfare Fund. This will come into force with effect from the date of issue of the orders. No. 2-1/2001-WL/Sports dated 26-04-2002

18. FINANCIAL ASSISTANCE FOR NUTRITIVE DIET FROM WELFARE FUND ADMISSIBLE TO ALL DEPARTMENTAL EMPLOYEES WHO ARE SUFFERING FROM TB MAY BE EXTENDED TO ED EMPLOYEES AND ENHANCEMENT OF FINAL ASSISTANCE
I am directed to invite your kind attention to Item No. 7 of the 6th Meeting of Postal Services Staff Welfare Board held at Delhi on 11-07-97 under the Chairmanship of Secretary (P). It was decided in the meeting to enhance the rates of Financial Assistance toward nutritional diet paid to TB patients from Rs. 200/ - to Rs. 400/- p.m. for departmental employees after their discharge from hospitals after treatment of TB and from Rs. 100/- to Rs. 200/- p.m. in case of OPD departmental TB patients, 50% of the amounts admissible to ED agents under similar circumstances. This enhancement will be effective from the date of issue. DG (P) No. 1-15/97-WL and Sports dated 17-09-97

19. GRANTS TO RESIDENTIAL WELFARE ASSOCIATIONS ENHANCED
This office letter No. 14-4/90-WL/Sports, dated 18-9-1990 vide which the orders No. 18-2/89-WL/ Sports dated 1-8-1990 were held in abeyance in the matter of enhancing the grant-in-aid being paid to P & T Residents Welfare Association from Rs. 2 to Rs. 10 per residential quarter per annum. In the 8th Meeting of the Postal Services Staff Welfare Board, the question of reviving the order, dated 18-1990 was considered. 2. It was decided to enhance the grant-in-aid to P&T Resident Welfare Association from Rs. 2 to Rs. 10 by allowing implementation of the orders issued on 1-8-1990 in consequence of the decisions taken in Postal Service Staff Welfare Board Meeting held on 4-6-1990. (D.G.(P), No. 1-3/99-WL/Sports, dated 1-6-2000)

20. GRANTS TO POSTAL LAIDES ORGANIZATION FROM THE POSTAL SERVICES STAFF WELFARE BOARD
This office letter No. 15-12/92-WL/Sports, dated 19-3-1992 on the above subject and to say that the grants being paid to Postal Ladies Organizations were considered in the 8th Meeting of the Postal Services Staff Welfare Board held on 8-3-2000. It was decided to enhance the amounts of grants-in-aid as follows:(i) Central Postal Ladies Organizations from Rs. 20,000 to Rs. 25,000 per annum. (ii) Circle Postal Ladies Organizations from Rs. 10,000 to Rs. 15,000 per annum. The above enhancement is subject to the terms and conditions as contained in order No. 15-12/WL/ Sports, dated 19-3-1992 and other relevant instructions. These would be effective from year 2000-2001. (D.G.(P) NO. 19-4/99-WL/SPT, dated 1-6-2000)

21. ENHANCEMENT OF RECURRING GRANTS TO THE CRÈCHES FROM THE WELFARE FUND
I am directed to invite your attention to item No. 16 of the Minutes of the 4th Meeting of Postal Services Staff Welfare Board held on 04-06-90 and to say that it has been decided to enhance the recurring grants by 50% as admissible to the creches run by voluntary organisations under the Welfare Fund. Such crèches can now be granted 90% of recurring expenditure per month from the Circle Welfare Fund indicated below:VENTURE 138 A.I.P.E.U. GROUP - 'C'

1. 2. 3. 4. 5. 6.

Two Ayahas/Helpers @ 300/-p.m. Weekly Visits by a Doctor (Rs. 37.50 visits for travelling cost & fees) if Govt. Doctor facility is not available One Lady Supervisor Medicines @ Rs. 3/- per baby per month (preferable) medicines should be arranged from the Govt. Dispensaries where available) Supplementary nutrition @ Rs. 1/50 per day per baby for 26 days in a month Contingencies (Soap, Oil, Broom, deodorant etc.) Total

Rs. 600/Rs. 150/Rs. 450/Rs. 75/Rs. 975/Rs.150/Rs. 2400/-

Maximum financial assistance permissible would be Rs. 2160/- p.m. i.e. 90% of Rs. 2400/-. All other conditions laid down in the scheme for

running of crèches under the Welfare Fund will remain the same. These orders take effect from 1st June 1990. [DG (P) letter No. 23-2/87-WL & Sports dt. 24-07-1990]

22. SALARY OF PART-TIME TAILORING INSTRUCTORS UNDER THE POSTAL STAFF WELFARE SCHEME
Refer to this office letter No. 2-11/89-WL/SP, dated 18-7-1990, on the above subject and to say that the question of enhancement of the salary of the Part-time Tailoring Instructor was discussed in the 7th Meeting of the Postal Service Staff Welfare Board and it was decided to enhance the same from the present limit of Rs. 400 p.m. as indicated in the aforesaid letter, to Rs. 750 p.m. with effect from 1st April, 1999. (D.O.(P) No. 1-3/98/WL/Sports, dtd. 11-3-1999)

23. PERMISSION TO LEAVE OFFICE DURING OFFICE HOURS BE GRANTED TO PRESIDENTS/GENERAL SECRETARIES OF THE RESIDENTIAL WELFARE ASSOCIATIONS
The Presidents/General Secretaries maybe permitted to leave office during office hours occasionally, on receipt of specific written requests, subject to exigencies of the office work and subject to the satisfaction of the officer concerned that the President and/or General Secretary concerned are really going for some Welfare work in respect of their respective colonies. [Dept. of Per. & Trg. OM No. 32/8/88-Welfare 6-9-88]

24. P&T COMMUNITY HALLS -- ALLOTMENT OF ACCOMMODATION -ORDER OF PREFERENCE
I am directed to invite a reference to this Directorate letter of even number dated the 12th December 1983 on the above subject and to say that the question of providing accommodation in the P&T Community Hall was further discussed in the 1st meeting of the P&T Welfare Advisory Board (13th term) held on the 2nd January 1984. The matter has been considered carefully on the basis of the discussions held in that meeting and it has further been decided that the allotment of the community centres may generally be made to the employees of the Department only. However, in case the requests from the outsiders are received, they should be sponsored by one or more allottee of the quarters of the concerned P&T Colony, before such requests are accepted. The P&T employees should get preference in allotment of the centre for their own use before the requests for the outsiders sponsored by another P&T employees can be considered. (DG P&T No. B.20015/2/82-WL dated 02-06-84)

25. SPECIAL CASUAL LEAVE TO ED AGENTS AT PAR WITH THE REGULAR DEPARTMENTAL EMPLOYEES FOR DONATING BLOOD TO RECOGNISED BANKS ON WORKING DAY
I am directed to invite your kind attention to Item No. 11 of the 6th Meeting of Postal Services Staff Welfare Board held at Delhi on 11-07-97 under the Chairmanship of Secretary (P). It was decided
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to allow payment from the Postal Services Staff Welfare Fund to those ED Agents who donate blood to recognised Blood Banks on working days. (DG (P) No. 1-18/97-WL and Sports dated 17-09-97)
A.I.P.E.U. GROUP - 'C'

26. REVISION IN RATES OF SCHOLARSHIP
I am directed to invite your kind attention to Item No. 12 of the 6th Meeting of Postal Services Staff Welfare Board held at Delhi on 11-07-97 under the Chairmanship of Secretary (P). It has been decided to enhance the existing rates of scholarship by 50% as follows: RATES OF SCHOLARSHIPS FOR VARIOUS CATEGORIES Sl. Categories Existing rate Present rate No. (In Rs.) (In Rs.) a. IIT, AIIMS, ITM 200 p.m. 300 p.m b. Technical education (i) Degree 150 p.m. 225 p.m. (ii) Diploma 100 p.m. 150 p.m. c. Non-Technical DegreeBA/BSC/B. Com/ Degree in fine arts 80 p.m. 120 p.m. d. ITI Certificate Courses 500 p.a. 750 p.a. e. Book Awards for Technical education 300 p.a. 450 p.a. f. School Students Awards (i) V to VIII 200 p.a. 300 p.a. (ii) IV to XII 300 p.m. 450 p.m. g. Scholarship for physically handicapped children of Postal Employees. 30 p.m. 45 p.m. All other terms and condition remain the same. This order will be effective from the date of issue. (DG (P) No. 1-19/97-WL and Sports dated 17-09-97)

27. PAY LIMIT FOR AVAILING FACILITY OF EXCURSION TRIPS
I am directed to refer to this office letter no. 19-2/90-WL/SPT dated 10-07-90 on the above subject, in which interalia it was mentioned that the subsidy is permissible in case of members of staff drawing basic pay of Rs. 3500/- or less per month. Consequent upon revision of pay scales as a result of implementation of the recommendations of the 5th Pay Commission, the Postal Services Staff Welfare Board considered the question of revision of the basic pay limit for the above purpose in the above meeting. It has been decided to revise the basic pay limit from Rs. 3500/- to Rs. 10,600/- in the revised pay scales. (No. 1-19/97-WL/SP, dated 02-06-2000)

28. REVISED PAY LIMIT FOR GRANT OF FINANCIAL ASSISTANCE FOR PROLONGED SERIOUS ILLNESS, MAJOR SURGERY ETC.
I am directed to refer to this office letter No. 15-43/92-WL/SP dated 02-09-92 on the above subject which interalia under the caption of pay limits prescribes that employees drawing basic pay of Rs. 3500/- p.m. are eligible for the benefits as mentioned above except in the case of grant of financial assistance to handicapped employees when the pay limit is Rs. 4800/-. The Postal Services Staff Welfare Board in its 8th meeting considered the question of revision of above pay limits and it has been decided to revise these limits as follows:-

Sl. No. Scheme Existing Pay Limit Revised Pay Limits 1. Financial assistance for prolonged illness etc. Rs. 3500/Rs. 10,600/2. Financial assistance for handicapped employees Rs. 4800/Rs. 13,100/[DG (P) No. 1-19/97-WL/SP dated 02-06-2000]

29. INTRODUCTION OF SCHOLARSHIP FOR STAFF TO DEVELOP INDIVIDUAL PERSONALITY
I am directed to invite your attention to item No. 3(b) of the Minutes of the 4th Meeting of the Postal Services Staff Welfare Board held on 4-6-90 at New Delhi and to say that it has been decided to introduce
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a scheme for grant of scholarships to the Postal Employees to develop their personality by acquiring higher qualifications in specialised courses. This scholarship will be admissible for the courses
A.I.P.E.U. GROUP - 'C'

recognised/approved by the Govt. of India/State Govt. in the fields of Personnel and Labour Management, Public Relations, Society, Social work, Sports (NIS), Welfare, Accounting, Computer Programming, Industrial Relations and Banking on the terms and conditions as indicated below :(1) These awards will be for Post-Matric Classes. (2) The employees will secure admission on his own. He will not be sponsored by the Deptt. (3) The scholarship will be granted at the rate of 75% of the fee paid by an employee subject to a maximum of Rs. 2,000/- per annum. (4) Scholarships will be admissible for a maximum period of 2 years and only once during the entire service. (5) Employees below 35 years of age and drawing basic pay less than Rs. 2500/- p.m. will be eligible. The crucial date for determining age and pay will be 1st July of every year. (6) The employee will have to avail of his own leave and should meet other costs. (7) The course should be at the place of duty except in case of NIS (Sports).

(8) The official shall have to execute a bond to serve the Deptt. for at least three years after completion of the course, otherwise he shall have to refund the amount of scholarship awarded to him. Format of Bond will be sent in due course. (9) Renewal of scholarship will be made only if he is not detained in the 1st year annual/semester examination of the course. The expenditure on such scholarships will be met from the 55% allocation towards scholarships and other educational scheme from the annual grants 5% of the allocation for educational schemes will be earmarked for this purpose. This scheme will be effective from the Academic Year 1990-1991 i.e. the candidates getting admission from June/July, 1990 onwards will be eligible. The scholarships will be awarded at the circle level provided that the above conditions are fulfilled. Further, instructions regarding norms for the award will be issued shortly. Applications may however, be called for. (D.G.(P) No. 13-7/90-WL & Sports dt. 24-7-90)

30. SPECIAL BENEFITS IN CASES OF DEATH AND DISABILITY IN SERVICE PAYMENT OF EX-GRATIA LUMPSUM COMPENSATION TO FAMILIES OF CENTRAL GOVT. CIVILIAN EMPLYEES WHO DIE IN HARNESS - RECOMMENDATIONS OF THE FIFTH CENTRAL PAY COMMISSION
Central Government Civilian Employees paid from Civil Estimates, other than those to whom the Workmen's Compensation Act applies, who sustain injuries or contract diseases or die or are disabled or incapacitated on account of causes which are accepted as attributable to or aggravated by government service are eligible for certain special benefits under the Central Civil Services (Extraordinary Pension Rules). The benefits available under these Rules have been amended and liberalized from time to time. Separate orders have also been issued by Government to provide for the grant of Liberalized pensionery Awards in cases of death or disability arising in certain special circumstances, such as (i) attack by or during action against extremists, anti-social elements, etc.(ii) enemy action in international war or border skirmishes. Instructions issued in this regard from time to time were consolidated in this Department's O.M. No. 33/5/89P&PW (K) dt. April 9, 1990. 2. Orders were also issued in this Department's D.O. letter NO. 46/1/88-P&PW (F) dt. November 24, 1988 in regard to payment of ex-gratia lumpsum compensation to the families of Central Govt. employees killed in incidents of terrorist violence in Punjab. These orders were subsequently extended in this Department's D.O. letter No. 46/1/88-P&PW (K)
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dt. May 25, 1990 to the families of Central Government employees killed in terrorist violence in Jammu & Kashmir. 3. Apart from the general orders and instructions issued by this Department from time to time, individual ministries and departments such as the Ministry of Home Affairs, Ministry of Information & Broadcasting, etc. have also issued separate orders to provide for the payment of ex-gratia compensation at the prescribed rates to the families of personnel of the Central Police Organisations, Akashwani, Doordarshan, etc. killed in the course of performance of their duties as a result of violence by armed hostile, extremists, terrorists, etc. or as a result of encounters with anti-social elements. 4. The question of rationalization and further liberalization of the existing schemes and guidelines has been engaging the attention of Govt. for quite some time, particularly in the context of the increase in militancy and extremist activities in different parts of the country. The Vth Central Pay Commission having been appointed in the meantime, the Commission had been requested to examine the existing benefits available in terms of various schemes and guidelines and to recommend a comprehensive policy that could be adopted in regard to ex-gratia payment in cases of death in various
A.I.P.E.U. GROUP - 'C'

circumstances in any part of the country, which could replace all isolated decisions that might have been taken in the past by the Govt. or by various individual ministries for different disturbed regions in the country. 5. In supersession of all earlier orders issued by Govt. as well as by individual ministries and departments in so far as these relate to the payment of an ex-gratia lumpsum compensation in certain specified circumstances the President is pleased to decide that families of Central Govt. Civilian employees who die in harness in the performance of their bonafide official duties under various circumstances shall be paid the following ex-gratia lumpsum compensation. (a) Death occurring due to accidents in the course of performance of duties Rs. 5.00 lakhs (b) Death occurring in the course of performance of duties attributable to acts of violence by terrorists, anti-social elements etc. Rs. 5.00 lakhs (c) Death occurring during (a) enemy action in international war or border skirmishes and (b) action against militants, terrorists, extremists, etc. Rs. 7.00 lakhs 6. The graded structure of ex-gratia lumpsum compensation takes into account the hardship and risks involved in certain assignments, the intensity and magnitude of the tragedy and deprivation that families of Govt.. servants experience on the demise of the bread-winner in different circumstances. The expectations of the employer from the employees to function in extreme circumstances etc. The compensation is intended to provide an additional insurance and security to employees who are required

to function under trying circumstances and are exposed to different kinds of risks in the performance of their duties. 7. Powers were delegated in the Ministry of Finance O.M. No. 19 (18)-EV (A)/66 dt. February 26, 1966 to the appointing authorities to sanction awards under the relevant Extraordinary Pension Rules in those cases in which the proposed pension or gratuity is held to be clearly admissible under the rules. However, any awards proposed to be granted on ex-gratia basis were to continue to be referred to the Ministry of finance as usual. In partial modification of these orders, in so far as they relate to ex-gratia awards, the admissibility of and entitlement to the ex-gratia lumpsum compensation in the circumstances specified in these orders may be decided in each individual case by the concerned Administrative Ministries themselves in consultation with their Financial Advisers. 8. The Conditions governing the payment of ex gratia lumpsum compensation in terms of these orders and the guideline to be observed have been indicated in the Annexe to this office Memorandum. 9. The orders shall apply to all cases of death in harness occurring on or after August 1, 1997. In so far as cases of death which occurred prior to August 1, 1997 are concerned, these shall be regulated and finalized in terms of the orders and instructions in force prior to the issue of these orders. 10. In so far as persons serving in the Indian Audit and Accounts Department are concerned, these orders issued in consultation with the Comptroller and Auditor General of India. 11. The Ministry of Agriculture, etc. are requested to bring the contents of this O.M. to the notice of all concerned for their guidance and compliance. 12. Hindi version will follow. (MoP, PG & Pension O.M. No. 45/55/97-P&PW(C), Dt. 11-9-98)

31. OUT OF TURN PROMOTIONS TO OUTSTANDING SPORTS PERSONALITIES
I am directed to invite your attention to this office letter No. 8-8/89-WL/Sports dated 21-11-89, No. 89/89-WL / Sports dated 28-11-89 and No. 11-2/88WL / Sports dated 03-01-90 regarding inducting fresh / talent in various disciplines. In the meeting of Postal Sports Board held at Calcutta on 08-02-95 under the chairmanship of Secretary (Posts), it was observed that Heads of Circle had already been delegated the powers to make recruitment of eligible outstanding Sports persons in Group 'C' and Group 'D' Posts
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against direct recruitment quota and appointment of EDAs who have represented P&T teams in the National Tournament in Group 'C' and Group 'D' posts. 2. However, it was felt that these instructions were not followed strictly. Accordingly, it is again reiterated that these instructions may be followed strictly. [DG Letter Nos. (1) 12-7/95/WL/Sports dated 14-06-95 (2) 12-12/95-WL/Sports dated 05-07-95]
A.I.P.E.U. GROUP - 'C'

32. SELECTION OF SPORTS PERSON
One of the decisions taken was that in future All Circles will pay adequate attention in the matter of selection of players from their Circles for participation in various sports events. This was decided with an ultimate objective of encouraging the talented and sincere players and discouraging those who participate in sports events just for the sake of merry making. For this purpose assistance of ex-players / officials with experience in respective sports events was also desired to be sought. It is requested that the said decision in the matter may kindly be complied with scrupulously. [DG letter No. 2-16/WL/Sports dated 07-02-2005]

33. GRANT OF TWO HOURS OFF FOR DAILY PRACTICE THROUGHOUT THE YEAR TO THE TOP RANKING SPORTS-PERSONS/COACHES
I am directed to invite your attention to this office letter No. 12-1/94-WL/Sports dated 30-1-1990 and 12-1/92-WL/Sports dt. 17-3-92 on the above subject wherein guidelines were prescribed for grant of 2 hours off for daily practice to sports persons/ coaches who represent their Circle in All India Posta l To u r n a m e n t / M e e ts / C o m p e t i t i o n s f o r represent the concerned states in National Competitions. 2. It has been reported that the instructions are not being strictly followed by a few Circles. I am therefore, desired to reiterate the instructions already issued and request that these may be followed scrupulously to ensure that outstanding sports person get the requisite time off for practice. (No. 12-4/94-WL/Sports, dt. 18-2-1994)

34. GRANT OF INCENTIVE TO THE CHILDREN OF POSTAL EMPLOYEES WHO APPEAR IN THE COMPETITIVE EXAMINATIONS HELD BY UPSC
I am directed to say that it has been decided to introduce a scheme for grant of financial assistance to such children of Postal Employees who appear in the All India Competitive Examinations held by the Union Public Service Commission on All India basis. Terms and conditions for grant of this incentive will be as under : (i) Amount of financial assistance will be Rs. 2,000/(Two thousand only) (ii) There will be no pay limit for grant of this assistance. (iii) This assistance will be provided only once to each child. In other words, if he/she does not qualify in the examination in the 1st attempt, similar grant would not be admissible for the 2nd or subsequent attempts. Similarly if he/she avails of this facility for one competitive examination he/she would not be eligible for similar facility for other competitive examinations as well. (iv) The candidate should have secured a minimum of 60% marks in the pre-requisite qualifying examination i.e., minimum qualification as a condition of eligibility for taking the competitive examination. However, for civil service Examinations, this assistance will be granted only on clearing the preliminary examinations, irrespective of marks in the qualifying examination. While granting financial assistance to employee undertaking will be obtained from him/her to the effect that in case has/her ward does not appear in all the papers of the examination for which the assistance has been provided, he/she shall refund the whole amount of Rs. 2,000/- immediately to the Circle Welfare Board. This issue with he concurrence of the Postal Finance vide their ID No. 1511-FA/92 dated 25-5-92. The may please be given wide publicity amongst the Postal employees in your Circle. (D.G.(P) No. 13-7/91-WL/Sports, dt. 7.7.92)

35. SPECIAL CASUAL LEAVE TO PARTICIPATE IN DANCE/SONG COMPETITION AT REGIONAL LEVEL
The Govt. Servant who participate in dancing and singing competitions organised at regional, national or international level may be granted special CL not exceeding 15 days in any calendar year.
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The Spl. CL will not be admissible for practice in connection with such cultural activities. (Dept. of Per & Trg. OM 28016/1/87-Estt(A) dt. 9-9-87)
A.I.P.E.U. GROUP - 'C'

36. INCENTIVE FOR ACQUIRING FRESH HIGHER QUALIFICATIONS
The undersigned is directed to say that in pursuance of the recommendation made by the Forth Central Pay Commission, the question of grant of incentive on acquiring higher qualifications was considered by the Government and a centralization committee constituted. The Ministries/Departments of Government of India were advised vide this department's O.M. of even number dated the 28th June, 1993 that from the financial year 1993-94, the present system of giving advance increments shall be replaced by grant of lump-sum amount as incentive. Policy guidelines were also provided to consider grant of lump-sum incentive for acquiring fresh qualifications for which presently there is no scheme for grant of advance increments. The Ministries/Departments were requested to review the existing schemes in the light of the aforesaid guidelines. 2. On the basis of information received from various Ministries/Departments, the matter was considered by the Government and the standardised scales of lump-sum incentives in respect of the existing increment based schemes were issued vide O.M. of even number dated the 31st Jan. 1995. 3. The question of finalising fresh qualifications (in addition to the ones which presently qualify for grant of this incentive) which would merit grant of lumpsum incentive was considered by the centralised committee and after taking into account the recommendations made by the Fifth Central Pay Commission in Chapter 23 of their supplementary report No. 1, it has been decided to grant lump-sum incentive on acquiring fresh qualifications listed in the annexure The grant of incentive in respect of these qualifications will be subject to fulfilment of the criteria laid down in this department's O.M. dated 28th June, 1993, referred to above. The incentive will not be available for the qualifications which are laid down as essential or desirable qualifications in the recruitment rules for the post. The quantum of incentive will be uniform for all posts irrespective of their classification or grade or the department. The incentive will not be admissible where the government
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servant is sponsored by the government or he avails of study leave for acquiring the qualification. The incentive would be given only for higher qualification acquired after induction into service and will not apply for the incentives now being given in the existing schemes for possession of higher qualification at an entry stage. No incentive would be admissible if an appointment is made in relaxation of the educational qualification. No incentive would be admissible if the employee acquires the requisite qualification for such appointment at a later date. The acquisition of the qualification should be directly related to the functions of the post held by him/her or to the functions to be performed in the next higher post. There should be direct nexus between the functions of the post and the qualification acquired and that it should contribute to the efficiency of the government servant. The qualifications meriting grant of incentive should be recognised by the All India Council for Technical Education, Department of Electronics, Deemed University, University or recognised by the Government. No stepping up of pay shall be allowed in the case of juniors by virtue of drawing more pay under the scheme of advance increments. The grant of incentive for the qualifications listed in the annexure may be considered by the administrative authorities i consultation with there integrated finance and necessary orders issued after ensuring that the criteria laid down above is fulfilled. The incentive will be admissible on acquiring these qualifications on or after the date of issue of these orders. 5. Should pay of the Ministries/Departments consider the extension of the incentive scheme to qualifications other than those listed in the annexure necessary, this should be done only with the prior approval of this department and the Ministry of Finance. 6. The Ministry of Agriculture and Cooperation etc. are requested to bring these instructions to the notice all concerned. In so far as the persons working in the Indian Audit & Accounts Department are concerned, these orders issue in consultation with the Comptroller & Auditor General of India.
A.I.P.E.U. GROUP - 'C'

Annexure to Department of Personnel & Training's O.M. NO. 1/2/87-Estt.(Pay.I) dated 31st March 1999 S.No. 1. 2. 3. 4. 5. 6. 7. 8. Qualification Degree in Engineering or equivalent in the respective discipline Post Graduate degree or equivalent in Engineering in respective discipline Ph.D in the field relevant to the functions of the Government servant Diploma or equivalent in Computer Science/Computer Applications/ Inforamtion Technology relevant to the functions of the Govt. servant. PG Diploma in Computer Science/Computer Applications/Information Technology relevant to the functions of the Government servant Degree in Computer Science/Computer Applications/Information Technology relevant to the functions of the Government servant Post Graduate Degree in Computer Science/Computer Applications/ Information Technology relevant to the functions of the Govt. Servant P.G. Diploma in Materials Management from Institute/University/Deemed University etc. recognised by the All India Council for Technical Education/ Government of India. (a) On passing Intermediate/Part I Examination of the Institute of Chartered Accountants of India, Cost & Works Accountants of India/ Institute of Charter-I Financial Analysts of India (b) On passing final examination of Institute of Chartered Financial Analysts of India/Cost & Works Accountants of India/Institute of Chartered Financial Analysts of India (a) On passing intermediate examination of the Institute of Compnay Secretaries of India (b) On passing Final Examination of the Institute of Company Secretaries of India Multi skill diploma in relevant fields PG/Ph.D in Veterinary Science Lump-sum incentive Rs. 8,000/Rs. 10,000/Rs. 10,000/Rs. 4,000/Rs. 6,000/Rs. 8,000/Rs. 10,000/Rs. 6,000/-

9.

Rs. 4,000/-

Rs. 8,000/-

10.

Rs. 2,000/Rs. 4,000/Rs. 4,000/Rs. 10,000/-

11. 12.

37. ENHANCEMENT OF POWERS OF THE PMGS FOR GRANT OF FINANCIAL ASSISTANCE IN CASES OF SERIOUS ILLNESS/MAJOR SURGERY ETC.
I am directed to refer to Directorate letter No. 12014/67/83-WL dated 17-11-1983 invite your attention to Item No. 6 of Minutes of the Postal Services Staff Welfare Board held on 15-3-89 and to say that it has been decided to raise the powers of the Head of Circles to sanction financial assistance for the grant in each case of serious illness or major surgical operation from Rs. 2,000/to Rs. 4,000/-, subject to the same conditions. The Heads of the Circles may forward proposals to the Directorate for grant of financial assistance beyond Rs. 4,000/- in deserving cases with full justifications for grant of such assistance. It has been decided that the financial assistance beyond Rs. 4,000/- will be grant from the Central Welfare Fund instead from the Circle Welfare Fund. (No. 15-11/89-WL/Sports, dt. 19-1-89)

38. FINANCIAL ASSISTANCE TO THE DEPENDENTS OF DECEASED P & T EMPLOYEES WHO DIED IN ACCIDENT
Financial assistance to the families of deceased officials is granted to provide immediate relief to the bereaved families of deceased officials. You are accordingly advised that in cases of death of Govt. servants, the assistance should be paid to the family by next day latest. (DG (P) No. B 12014/66/82-WL, dt. 13-9-82)
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39. EXTENSION OF SCHEMES OF EDUCATIONAL ASSISTANCE UNDER THE WELFARE FUND TO EDAS
ED employees will be eligible for award of scholarship for technical and non technical education, school student awards, scholarship for handicapped school going children etc. from 1990-91. (DG (P) No. 2-6/89-WL/Sports (P), dt. 23-5-90)

40. FINANCIAL ASSISTNACE FROM WELFARE FUND TO ORTHOPAEDIALLY HANDICAPPED EMPLOYEES
i) The cost of wheel chair is reimbursable under CS(MA) Rules. ii) It has been decided to provide 100% reimbursement of expenditure incurred by a handicapped employee for purchase of mechanised tri-cycle subject to a maximum of Rs. 2000/- from the Circle Welfare Fund. iii) Head of Circles are delegated with the powers to sanction an amount of Rs. 15,000/- from the Circle Welfare fund or 50% of the cost of the motorised tri-cycle whichever is less. The Circle heads are also advised to consider grant of scooter advances in such cases sympathetically on priority/ out of turn basis even relaxing the condition of pay limit. (DG (P) No. 15-62/92-WL/Sports, dt. 26-2-93)

41. GRANT OF FINANCIAL ASSISTANCE FOR THE VICTIMS OF RIOTS, COMMUNAL DISTURBANCES AND TERRORIST ACTIVITIES
It has been decided to grant an amount of Rs. 3,000/- to the families of the postal employees, who are killed in the riots, communal disturbances and terrorist activities. This grant will being addition to the existing amount, provided as death relief from the Welfare Fund. In case of EDAs, BPMs, Part time employees and Casual Mazdoors this amount will be equivalent to the 50% of the amount to be paid to the families of regular Postal Employees. (DG (P) No. 15-51/87-WL/Sports, dt. 6-11-87)

42. FINANCIAL ASSISTANCE IN PROLONGED ILLNESS CASES
Financial assistance in cases of proved exceptional hardship resulting from serious and prolonged illness or major surgical operations, is granted from the Welfare Fund subject to the following conditions:(a) The assistance is restricted to officials drawing basis pay of Rs. 1200/- or less per month. (b) The disease is already two months old. (to be substantiated by a medical certificate). (c) The official has at least one dependent to support. (d) The official is on leave on half pay, or without pay. In case of those on leave on half pay, the assistance will up to Rs. 150/- P.M. or 3/4th of the basis pay whichever is less. In case of those on leave without pay the assistance will be Rs. 400/- p.m. or 3/4th of basic pay whichever is less. The sum total of leave salary paid and the financial assistance should not exceed the basic pay of the employee at the time of proceeding on leave. (e) The assistance is allowed upto 36 months reviewable at an interval of every six months. (f) In case, there is an attack of the same disease in the same case, the condition of the disease being more than two months old will not apply. (g) The assistance may continue for a period of one month after the official joining the duty. (D.G. P&T No. B-12014/20/78-WL, dt. 26-12-78)

43. GRANT-IN-AID FOR THE PROVISION OF AMENITIES OR RECREATIONAL OR WELFARE FACILITIES TO THE STAFF OF THE CENTRAL GOVERNMENT
The undersigned is directed to refer to the Ministry of Home Affairs O.M. No. 2/167/59-Welfare, dated the 10th March, 1961 as amended from time to time regarding grant-in-aid for the provision of the amenities for recreational/welfare activities to the staff of the Central Government offices in as well as outside Delhi/ New Delhi.
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2. The position has been reviewed in the light of the recommendation of the 4th Pay Commission and in consultation with Ministry of Finance, the pattern of grants-in-aid are revised from the current financial year as follows :i) Grant-in-aid at the rate of Rs. 2/- per head per annum is increased to Rs. 10/- per head per annum.
A.I.P.E.U. GROUP - 'C'

ii) An additional grant-in-aid at the rate of Rs. 5/- per head per annum may be given as matching grant as against the existing rate of Rs. 1/- per annum per head. iii) As against the existing initial ad-hoc grant-in-aid of Rs. 2,000/- for setting up of Recreation Club, a maximum grant of Rs. 10,000/- may be sanctioned,

after considering requirement on merit. 3. This issues with the concurrence of Ministry of Finance (Department of Expenditure) U.O. No. F. 14(8)8 II (A)/87, dated 21-8-87 and MHA (Finance) U.O. No. 2180-Fin. 1/7, dated 25-8-87. (Dept. of Per. & Trg. O.M. No 1/4/86-Welfare, dt. 1-9-87)

44. INCREASE THE AMOUNT OF CASH BEING GRANTED TO BEST SPORTSMAN/SPORTS WOMAN AND BEST PROMOTER OF SPORTS
The matter regarding its further enhancement was discussed in the 17th meeting of the Postal Sports Board held at Bangalore on 28-10-04 (Item No. IX) and it was decided to increase the amount of cash award for best Sportsman/Sports Woman from Rs. 2000/- to Rs. 5000/- and the Best Promotor of Sports from Rs. 1000/- to Rs. 2500/(D.G.(P) No. 2-6/04/WL/Sports, Dt. 13-12-2004)

45. INCREASE IN DAILY ALLOWANCE FOR PLAYERS PARTICIPATING IN ALL INDIA POSTAL SPORTS MEET
It was decided to enhance the rates of Daily Allowance paid to the players participating in All India Postal Sports meets from Rs. 80/- per day to Rs. 120/- per day for outstation participants and from Rs. 40/- per day to Rs. 60/- per day for local participants. (No. 2-2/04/WL/Sports, dt. 6-12-2004)

46. PARTICIPATING IN THE ALL INDIA MAJOR RANKING TOURNAMENTS CONDUCED BY TTFI &BAI
It was decided to allow top ranking players from Serial No. 1-6 of All India Postal Table Tennis Meet and All India Postal Badminton Meet to participate in one All India Major Ranking Tournament in the respective zone to which the players belong. The players would be eligible for the following facilities for the said participation. 1. TA 2. DA 3. Leave Second Class Sleeper by Rail. As admissible to participants in All India Postal Meet. Period of absence would be treated as on duty (D.G.(P) No. 2-10/04/WL/Sports, dt. 13-12-2004)

47. IMPLEMENTATION OF DIRECTORATE INSTRUCTIONS OF 2 HOURS OFF FOR PRACTICE TO SPORTS PERSONS/COACHES WHO REPRESENT THEIR CIRCLES IN ALL INDIA POSTAL TOURNAMENT AND/OR WHO REPRESENT THE DEPARTMENT AND CONCERNED STATES IN NATIONAL COMPETITIONS
In this regard attention is invited to this office letter No. 12-4/94-WL&Sports dated 18-2-94 wherein guidelines were prescribed for grant of 2 hours off to sports persons/coaches who represent their circle in All India Postal Tournament/Meets/ Competitions or represent the Department concerned states in National Competitions. However instructions were reported not to have been followed by some of the circles. This item was discussed in the meeting and it was decided to re-iterate the existing instructions. It is therefore, requested that necessary action for strict compliance of the aforesaid instruction by all concerned under your jurisdiction may kindly be taken immediately. (D.G.(P) No. 2-13/04/WL/Sports, dt. 29-12-2004)

48. REVISED PAY LIMITS FOR ELIGIBILITY OF EDUCATIONAL ASSISTANCE UNDER THE POSTAL STAFF WELFARE SCHEME
Refer to this office letter No. 13-1/93-WL/Sports, dated 20-5-1993, on the above subject. The pay limits as indicated in the aforesaid letter under the heading "Pay Limits" and as mentioned in the item
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"Reservation of Scholarship" were discussed in the 7th meeting of the Postal Services Staff Welfare Board and it was decided that these limit be revised as follows :A.I.P.E.U. GROUP - 'C'

Sl. Scholarship/Book Award No. 1. 2. 3. 4. 5. Technical/Non-technical degree scholarships, Book awards for technical education School Student Awards Scholarship to physically handicapped children Reservation of scholarships as per letter, dt. 20-5-1993 IIT/IIM/AIIMS

Existing Pay Limit Revised Pay Limit (Pre-revised Scale of Pay) (Revised Scale of Pay) Rs. Rs. 3,500 p.m. 1,800 p.m. 4,800 p.m. 1,250 pm. 10,600 5,600 13,100 3,900 (No Pay Limit)
that all eligible applications for a senior class are considered first before the next lower class is taken up for grant of Book Awards. This would be applicable to all the classes from 12th Standard downward to 1st Standard. 3. The above orders would be applicable for the scholarships/awards payable during the academic session of 1999-2000 and onwards. (D.G.(P) No. 1-19/97/WL/Sports, dated 16-3-1999)

p.m. p.m. p.m. p.m.

Other terms and conditions for grant of Scholarships/Book Awards will continue to be the same. 2. The question of introducing School Student Awards for 1st to 4th Standard was also discussed in the aforesaid meeting. The School Student Awards already exist for the students of 5th to 12th Standard. It was decided that the Book Awards for 1st to 4th Standard may be paid on the same terms and conditions as applicable to 5th to 8th Standard at the rate of Rs. 200 per annum, subject to the condition

49. GRANT OF CONVEYANCE AND OTHER ADVANCES
Details of Advance (1) Motor Care Advance (Rules-193 of GFR) Condition of eligibility (2) If basic pay is Rs. 10,500/ - p.m. or more Amount (3) i) First occasion shall not exceed Rs. 1,80,000/ - or eleven months basic pay or the anticipated price of the motor car whichever is least. ii) Second occasion shall not exceed Rs. 1,60,000/- or eleven months basic pay or the anticipated price of the motor car whichever is least. i) First occasion shall not exceed Rs. 30,000/ - or six months of basic pay or the anticipated price of the motor cycle/scooter whichever is the least. ii) Second occasion shall not exceed Rs. 24,000/- or five months basic pay or the anticipated price of motor cycle/scooter whichever is the least. i) First occasion amount not exceeding Rs. 80,000/-. ii) Second or subsequent occasion Amount not exceeding Rs. 75,000/- or the anticipated price (excluding CD) whichever is less. For this, 3 years has not elapsed from the date of drawal of earlier advances. Amount shall not exceed Rs. 1,500/A.I.P.E.U. GROUP - 'C'

1)

2)

Motor cycles/Scooter/ Moped Advance (Rule211 of GFR)

If basic pay is Rs. 4,600/or more

3)

Computer Advance (Rule) 1999(5) of GFR)

Basic pay not exceeding Rs. 8,300/- p.m. is eligible.

4)

Bicycle Advance (Rule 215 of GFR)

Basic pay not exceeding Rs. 5000/- p.m. is eligible.
148

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5) 6) 7) 8)

Warm Clothing Table fan advance (Rule 221-D of GFR) Festival Advance (Rule 236 of GFR) Natural Calamity Advance Basic pay not exceeding Rs. 8,300/- p.m. is eligible. (Rule 249 of GFR)

Amount shall not exceed Rs. 1500/Amount shall not exceed Rs. 1000/Shall not exceed Rs. 1500/Shall not exceed Rs. 2,500/(MoF OM No. 16(1)E. II(A) 97 dt. 11-12-1997)

50. DEPENDENT FAMILY MEMBERS OF THE REGULAR EMPLOYEES SHOULD ALSO BE GIVEN FINANCIAL ASSISTANCE IN CASE OF NUTRITIVE DIET RECOMMENDED FOR TB PATIENTS.
I am directed to invite your kind attention to Item No. 8 of the 6th Meeting of Postal Services Staff Welfare Board held at Delhi on 11-07-97 under the Chairmanship of Secretary (P) and it is clarified that the dependent family members of the postal employees who are suffering from TB covered under the Head Grant of financial assistance due to prolonged illness and Heads of Circles are delegated with the power to sanction financial assistance under their discretionary powers upto Rs. 5,000/- in each case of proved exceptional hardship result in from serious or prolonged illness to the Postal employees of their dependent taking into consideration other conditions such as meeting incidental expenses like diet, cost of treatment and transport etc. which is not covered under medical reimbursement under CS (MA) Rules. DG (P) No. 1-16/97-WL and Sports dated 18-09-97

51. RESERVATION IN SCHOLARSHIPS / BOOK AWARDS FOR OBCS
I am directed to say that as per this office letter No. 13-1/93-WL/Sports dated 20-05-93 educational Non-Technical Scholarship / Book Awards are granted to the wards of SC / ST employees with relaxed standards. The question of extending the relaxation of marks for grant of the Scholarship / Book Awards for the wards of OBCs was considered in the 9th meeting of the Postal Services Staff Welfare Board held on 17-02-2002. It was decided that OBC candidates may also be given relaxation of 10% of marks for award of Non-Technical scholarships as well as Book Awards. However, the applications for award of Scholarship / Book Awards with relaxed standards for OBCs be entertained after all other eligible candidates have been awarded the scholarship and Book Awards subject to the condition that the additional expenditure should be met from the normal allocation to the Circle Welfare Fund. 2. This will come into force with effect from the date of issue of the orders. [DG (P) No. 2-1/2001-WL / Sports dated 26-04-2002]

52. PROVISION OF TRANSPORT TO OFFICIALS IN NEED OF URGENT MEDICAL CARE WHILE ON DUTY
It has been decided that departmental vehicle to the extent available, should be provided to such officials who may need emergent medical attention while on duty for moving them to hospitals, dispensaries etc. In the event of such an arrangement not being immediately possible, maximum possible assistance/ aid should be provided and the official moved to hospital by engaging other transport if necessary, at the cost of the Govt. (DG P&T No. B 27011/5-80, dt. 19-10-82)

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A.I.P.E.U. GROUP - 'C'

8. NORMS
1. REVIEW OF POST OFFICE ESTABLISHMENT - REVISED PROCEDURE FOR COMBINING ALL CATEGORIES OF PERIODICAL REVIEWS
As per the existing instructions issued by the Directorate in the past, periodical reviews of H.Os / S.Os, revision of allowances of GDSs / BPMs / SPMs etc. are carried out as per following schedule. (A) Periodical Review All Head Post Offices - Every year LSG / HSG S.Os - Every 2 years Class -I S.Os - Every 3 years Other T/Sos - Every 4 years (B) Revision of Allowance ED BPMs / EDSPMs - Biennial Review (every 2 years) Other ED Agents - Quinquennial Review (every 5 years) (C) Triennail Review of B.Os - Review of B.Os establishment is to be carried out every 3 years. 2. References from certain quarters have been received pointing out that the existing procedure of review of establishment consumes considerable time and as such, this office has been requested to amend the procedure suitably to avoid duplication of efforts and wastage of manpower. It is observed that while a neighbouring BO or SO may be having additional surplus manpower or shortage of manpower, the information is not available where the review of the HO or SO is taken up. Thus the periodical review of departmental offices and triennial review of ED post offices are not inter-related and the data cannot be combinedly utilised for improving the utilisation of manpower where actually needed. The system of establishment reviews requires change for better review of human resources available and thereby reducing the burden on administrative units in review of the post offices establishment. The basic purpose of review of establishment is to achieve the following objectives. (a) To examine statistical justification of existing manpower. (b) To examine proposals for augmentation, reduction or redeployment of existing manpower by suitable re-arrangement. (c) To examine available manpower in ED offices to achieve rationalisation. (d) To bring mail conveyance work on common line establishment for operational efficiency and
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economy. To examine assigning of delivery functions to EDBPMs where the delivery work is not substantial and can be attended by the BPM. (f) To examine revision of allowances of ED agents on justified parameters of workload. (g) To examine utilisation of surplus establishment for betterment of existing services and expanding services to new areas. To achieve objectives mentioned above and to eliminate wastage of manpower in administrative units, the review of the establishment of each SO may have to be taken up along with the review of B.Os under its account jurisdiction simultaneously. This gives an opportunity for taking a comprehensive look at the entire amount of service, statistical data relative to traffic handled etc. by the S.Os and B.O.s at a time. This also provide opportunity for carrying out in depth study of deficiencies in the institutional arrangements and examine the allowances that need further revision. In this system the sub post offices or Head Post Offices as the case may be will maintain the statistics for itself and for its B.Os simultaneously and verification of the statistics of the Account Office and its B.O.s can be done by SDI(P) at the SO / HO point during visit of the account office and combined proposal for review can be worked out by the divisional office at a time. 3. The matter has, therefore, been examined in this office in details. It has been decided to follow the procedure w.e.f. 1st April 2003. (a) Periodical Review All Head Post Offices /MDGs - Every year LSG / HSG S.Os - Every 3 years Class -I S.Os - Every 3 years Other T/Sos - Every 3 years (B) Revision of Allowance ED BPMs / ED-SPMs - Every 3 years Other ED Agents - Every 3 years (C) Triennail Review of B.Os (h) Review of B.Os establishment is to be carried out every 3 years. (i) The review of B.Os, rationalisation of their establishment and revision of allowances of GDSs will be done at the time of review of the S.O or H.O. as the case may be and there is no need for inspecting officer to visit B.Os (e)
A.I.P.E.U. GROUP - 'C'

separately for this purpose. (ii) Interim review as necessitated due to revision of norms or on account of any significant variation of workload of offices may be undertaken as and when found necessary. 4. Copies of proformas to undertake the above exercises in H.Os / S.Os/MDGs/B.Os etc. are also

appended herewith as Annexure I to IV. 5. It is requested to bring the contents of this letter to the notice of all concerned for guidance and necessary action. 6. Receipt of this letter may please be acknowledged. (DG (P) letter 25-3/2003-PE-I dated 01-04-2003)

2. NORMS FOR GROUP 'C' STAFF CONNECTED WITH MULTI-PURPOSE COUNTER MACHINES IN POST OFFICES
The subject of laying down revised norms for Group 'C' Staff connected with multi-purposeCounter Machines in Post Offices has been under consideration in this Directorate for some time past. 2. It has now been decided to adopt the following norms for sanction of Group 'C' staff connected with Multi-Purpose-Counter Machines in Post Offices. S.No. Job Description Norms for MPCM (in mats.) 1. RL. Posted in office 96 say 1 2. Spl booking journal Manual 3. R.B. Prepared Manual 0.3 4. Booking Ins (Inland) 5.88 say 6 5. Booking Ins*Fgn) 5.88 say 6 6. VP parcel (inland) 3.88 say 4 7. VP Parcel (Fgn) 3.88 say 4 8. VPL Ins. (Inland) 5.88 say 6 9. VPL Parcel (Fgn) 5.88 say 6 10. VPP (inland) 3.88 say 4 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. VPP (Fgn) 3.88 say 4 Regd Parcel (Inland) 1.6 Regd Parcel (Fgn) 1.6 Spl. Booking Journal (inland) Manual 0.6 Spl. Booking journal (Fgn) Manual Insured Parcel (Inland) 3.88 say 4 Insured Parcel (Fgn) 3.88 say 4 Insured VP (Inland) 3.88 say 4 Insured VP (Fgn) 3.88 say 4 HVMO Issue Manual MO/VPMO/SMO issue 1.42 say 1.5 TMO (Fgn) 9.00 Other TMO Manual PLI receipt issued and entry 1.56 say 1.6 in PR Book Speed Post 1.42 TRC Bill 1.25 CR (same for PLI issue and 1.5 ACG 67 R (DG(P) No. 4-1/2002-PE.I, dt. 30-12-2002)

3. ADHOC NORMS FOR STAFF WORKING IN SPEED POST CENTRE-REGARDING
Revised norms for the staff working in Speed Post centre is sent herewith for information and necessary action.
Sl. No. 1. 2. 3. 4. 5. 6. 7. 8. 9. Job description Unit of Measurement

Time observation sheet pertaining to Computerized norms in respect of speed post articles in speed post centre;
Time Taken in minutes Average time per item Time factor recommended

Quantity tested

Receipt of SP bags Manual Operation Opening of TBs Manual Operation Transfer of Bags from Mail Agent Manual Operation Opening of SP bags Manual Operation Scaning of Bags label Bag labels 15 46 seconds 3.4 secs. Counting of atticles = It is automatically being done in scanning process. Examination of out ward condition of each articles Manual Operation Scanning of each articles for receipt Article 411 18.45 2.7 mts Despatch of article & transfer of article to other
151

4 secs=.06 mts

2.7 mts.

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A.I.P.E.U. GROUP - 'C'

10.

sorting assistant Receipt of articles scanning Sorting of articles Despatch of articles through scanning and Closing of bags through scanning bags case Preparation of Delivery way bill Booking of Speed Post Articles Delivery of speed post Articles Return by postmen

Article Same as job item No. 8

30

2.42 mts

5.4 secs

6 secs.

11. 12. 13. 14. 15. 16. 17.

Manual Article bag Label Do Bag Article Article Article 65 Do 18 12 25 4

Operation 3.14 mts. Do 9.36 mts 16.49 mts 40 mts 1.24 mts 3 seconds Do 32 secs. 1.24 mts. 1.36 mts 21 mts 3 seconds Do 30 secs. 1.3 mts

1.5 mts 21 seconds= 0.4 mts (DG(P) No. 9-2/91-WS-I, dated 1-1-2003)

4. EVALUATION OF NORMS FOR P.R.I. (P)
The subject of laying down revised norms for sanctioning of P.R.I. (P) posts in the Deptt. has been under consideration in this Directorate for some time past. It has now been decided with the approval of the SIU of the Ministry of Finance to adopt the following norms for PRI (P) subject to the condition that no new post will be created under revised norms until ban on creation of posts lifted :(i) P.R.I. (P) ATTACHED TO PRESIDENCY G.P.O.'s. Co-efficient (a) Fixed & Miscellaneous 53135 (b) Postmen/E.D.D.A. 00058 (c) LB Peon/E.D.L.B. Peon 00378 (d) Complaint/Enquires 00029 (e) Verification of claim 00009 (f) Court attendance 9034 (g) Local Journey 000114 (ii) P.R.I. (P) ATTACHED TO FIRST CLASS H.Os. UNDER POSTMASTERS GROUP 'A'. (a) Fixed & Miscellaneous 51628 (b) Postmen/E.D.D.A. 0012 (c) LB Peon/E.D.L.B. Peon 0058 (d) Letter Boxes 00019 (e) Complaint/Enquiries 00022 (f) Verification of claim 0001 (g) Court attendance 0034 (h) Local journey 000057 (iii) PRI (P) ATTACHED TO OFFICES OTHER THAN PRESIDENCY G.P.O's AND FIRST CLASS HEAD OFFICES UNDER THE CHARGE OF GROUP 'A' POSTMASTERS. (a) Fixed miscellaneous .52135 (b) Postman/E.D.D.A. .00120 (c) Mail Peon/E.D. Mail Peon .00568 (d) Telegraph Messenger/ ED Messenger .0042 (e) L.B. Peon/E.D.L.B. Peon .00626 (f) Letter Boxes .0001273 (g) Single handed S.O./B.O. .00282 (h) Complaint/Enquiries .000264 (i) Verification of claim .0000934 (j) Court attendance .0034 (k) Local Journey .000057 This issues with the concurrence of FA (P) vide their ID No. 2766-FA/94 dated 7-10-94. The receipt of this letter may kindly be acknowledge immediately. (D.G.(P) No. 31-29/80-PE.I dated 26-10-1994)

5. UPDATING OF NORMS FOR CALCULATION OF ESTABLISHMENT OF DEPARTMENTAL STAMP VENDORS/GRAMIN DAK SEWAK STAMP VENDORS FOR SALE OF STAMPS AND STATIONERY ISSUE OF THE REVISED NORMS
I am directed to refer to this office order of even number dated 03-12-2003 on the above-mentioned subject. 2. Issuance of ibid instructions was primarily based on increase in postal rates of Stamps and Stationery.
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While implementing them, it may please be ensured that all aspects relating to requirement of manpower are duly taken into account at the time of carrying out establishment reviews. [D.G.(P) No. 4-5/99-PE.I, Dated: 6th May 2005]
A.I.P.E.U. GROUP - 'C'

6. HOURS OF WORK-SPLIT DUTY IN RESPECT OF CERTAIN CATEGORIES OF STAFF
The unions have represented to the Director General that the orders regarding the employment of staff of split duty are not being rigidly observed. Though no specific cases have been brought to his notice, the Director-General desires that when staff are brought on split duty the following conditions as laid down in this office Memo No. 43-64/60-PE dated 27-8-62 are invariably observed :1. The number of duty-spells in any split duty term should not normally exceed two. 2. The minimum interval between two terms of split duty should be one hour. 3. The spread-over should not normally exceed 12 hours. 4. It may be noted that these conditions do not apply to staff provided with residential accommodation on the premises who are brought on split duty. 5. Suitable directions in this regard may be issued to all subordinate offices. (D.G.(P) No. A/101-Rlgs dated, 8-8-1980)

7. DUTY HOURS OF POSTMASTERS
I am directed to refer to this office letter No. 37-1/75-CI/PE-I dated 20-7-1983 on the subject mentioned above vide which the Heads of Circles were empowered to prescribe at their discretion, continuous duty hours in respect of Postmasters of Gazetted Post Offices. It was further stipulated that this power should be used sparingly and only when the PMsG were personally satisfied that such a charge would not adversely affect the Postmaster's supervision over the mail and treasury branches. 2. It has now been decided to delegate to PMGs similar powers in respect of Postmasters and SubPostmasters in charge of non-gazetted delivery post offices who are not provided with attached quarters. This may be done after taking into consideration the local conditions and keeping in view the extreme desirability of the Postmaster/Sub Postmaster being on duty during the important delivery and despatch time. However, this power may be exercised sparingly and wherever stretch duty is prescribed, a return indicating the same may be sent to this office at the end of each quarter. 3. The receipt of this letter may please be acknowledged. (D.G. P&T No. 31-27/85-PE-I, dt. 3-10-85)

8. GRANT OF SPECIAL PAY TO TREASURERS AND ASSTT. TREASURER IN THE CLERICAL TIME SCALE IN POST OFFICES
Reference is invited to this office letter No. 6/18/ 67-PAP/Col. II dated 4-3-72 on the above subject, where it has been clarified that : 1) In an office where there is only one treasurer, the treasurer may be granted special pay provided he is engaged mainly in handling cash, There is no objection to his being given some non-cash work, if time permits. 2) In an office where more than one official is employed in the treasury branch, special pay will be admissible to Treasurers and Asstt. Treasurers. (D.G.(P) No. 8-24-75-PAP, dt. 1-4-1976)

9. STANDARD FOR CHECKING OTA BILLS OF OFFICIALS OF HPOS IN ACCOUNTS BRANCH OF HPOS
It is decided that the time factor of 2 minutes per item for checking the emoluments and rates of OTA in the case of OTA claims of the officials of Sub-Post Offices may be extended to cover the cases of OTA claims of officials of HPOs. (DG (P) 31-2/73-P I, dt. 21-5-77)

10. STANDARDS ADOPTED FOR SANCTIONING POST OF MAIL OVERSEERS
1. Mail Overseers for every 20 Branch offices other than mobile Branch Offices. 1. Mail Overseer for every 18 Mobile Branch Offices. The justification is worked out sub-division wise and fraction of 0.5 or above are rounded off to the next integer. (DG P & T No. 31-16-81-PE I, dt. 26-9-81 & 15-1-82)
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9. SELECTIVE ADMINISTRATIVE ORDERS
1. POWER & FUNCTION OF CHIEF POSTMASTERS GENERAL / POSTMASTER GENERAL (REGION) - REG.
The undersigned is directed to invite a reference to this Department OM No. 33-1/88-PE.II dated 2908-89 conveying the sanction of the President to the revision of the strength of the Indian Postal Service as a result of the Third Cadre Review. 2. JURISDICTION Consequent upon the creation of the posts as envisaged therein, the jurisdiction of various Regions in the Circles has been fixed as shown in Annex-A. As regards decentralisation of control functions from the existing circle offices to the Regional Offices, (existing as well as the new ones), guidelines are laid down in the succeeding paragraphs for strict observance by all concerned. 3. POWER AND FUNCTION OF THE REGIONAL PMG AND CHIEF PMG - DELEGATION AND LIMITAITONS Each Regional PMG including the Chief PMG is hereby delegated all financial and administrative powers of the Head of the Department as spelt out in the Delegation of Financial Powers Rules, General Financial Rues, FRs and SRs and Delegations issued by the Board from time to time. Each Regional PMG (including the Chief PMG) is also hereby delegated all administrative powers of the Head of Circle in respect of the units placed under the Regional PMG or the Chief Postmaster General as the case may be. The following functions and powers will, however, continue to be vested in the Chief PMG as shown below:(a) MAILS (i) Inter-Circle and inter-region mail arrangements. (ii) State level co-ordination with all the carriers i.e. rail, road, ship and air. (b) SAVINGS BANK & PLI (i) State level co-ordination meetings. (ii) Circle SB Pairing Unit; (iii) All PLI matters. (c) STAFF (i) Inter-regional transfers of Circle cadre staff; (ii) Allotment of Gazetted officers up to Sr. Time Scale of Gr. 'A' level to the Regions;
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(iii) Grant of CL to the Regional PMGs; (iv) Powers to redeploy JAG officers given to Heads of Circles vide this office letter No. 2-1/87-SPG dated 09-01-87 are hereby withdrawn. (d) BUILDINGS (i) Co-ordination with the Civil wing; (ii) Chairing the Circle level Buildings Co-ordination meeting with the Civil Wings (Also see para 4 below). (e) UNIONS: RCM MEETINGS AND CIRCLE UNION MEETINGS (i) The formal bi-monthly meetings at present being granted by the Regional Director will be held with the Regional PMG in respect of items pertaining to respective regions (including the Chief PMG for his region). Circle level issues raised by the Unions should be taken up only with the Chief PMG. (f) RECRUITEMNT Recruitment and promotion to the Circle cadres and management of Gazetted cadres. After holding the DPC where necessary, or on receipt of allotment orders from the Directorate, the Chief PMG will allot the personnel in such cases to the different regions giving due regard to the requirement of each region. The Regional PMG will, however, have the power to order ad-hoc promotion to gazetted and non-gazetted cadres (within the limits laid down by the DOP) in consultation with the Chief PMG and in strict accordance with Circle Seniority. (g) ACCOUNTS Control over DPA / IFA and his office situated within the circle. (h) GENERAL (i) Co-ordination with State Govt. authorities, MPs etc. (ii) Postal Advisory Committee. (iii) Bi-annual meeting with MP's. (i) SPORTS AND WELFARE (i) Presiding over the Circle Sports Board. (ii) Organizing Circle level and All India level sports
A.I.P.E.U. GROUP - 'C'

(iii)

(iv) (v) (vi) (j) (k) (i) (ii) (l)

(m)

(n)

(i) (ii)

(iii) (iv) (v)

/ cultural meets etc. Appointment in relaxation of recruitment rules. (Orders in this regard have already been issued under this office No. 24-269/87-SPB-I dated 2909-89.) Appointment of outstanding sportsmen in relaxation of recruitment rules; Chairing the Circle Welfare organisation and operating the circle welfare fund. All other matters connected with welfare being handled at Circle HQ at present. PHILATELY MATERIALS MANAGEMENT Indenting, procurement of Stores of CAT 'A (Dte. Memo No. 12-20/89-UPE dated 26-10-89) Local printing of forms beyond the usual powers of regional PMG QUARTERLY MEETING WITH THE IFA. (All Reginal PMGs should atend - Chief PMG will Chair). HINDI Control over Hindi officer and implementing the Govt. policy on Hindi as Official language. THE CIRCLE MANAGEMENT COMMITTEE The Chief PMG will chair the Circle Management Committee, which should meet at least once in two months. All Regional PMGs and the Circle IFA will be members of the Committee. Formal minutes of the meetings will be issued and will be endorsed to Sr. DDG (I&EB) in this Directorate General. Sr. DDG (I&EB) will suitably process and submit reports to the P.S. Board. The following items will be considered in the Circle Management Committee:Prioritization and / or approval in principle of building works. Financial Review of the Circle, trends in revenue earning, expenditure in major budget heads, economy proposals etc. Inter Regional / Inter Circle Mail arrangements and review thereto. Performance in small savings and / issues relating thereto. Important complaint and fraud and public grievances cases, their review and remedial / preventive action. Functioning of the Public grievance cells in the Divisions.
155

(vi) Performance Work Improvement Teams (Reference this Directorate D.O. No. 3-13/87/ IC dated 23-12-87). (vii) General working of the SB branch with special reference to clearance of objections and ledger agreement; Expansion of PLI business and after sales service. (viii) Positive suggestions to improve the image of the postal services. (ix) Progress of Plan Schemes, especially Speed Post, and any other new schemes that may be introduced by the Deptt. (x) Monitoring of money or payment in the rural areas; (xi) Activities undertaken through R&D Centre. (xii) Pendency and clearance of pension / GPF and related cases; holding of pension adalats. 4.1 The Director at the Headquarters of the Circle will function as Secretary to the Committee. Agenda items may be proposed in advance by the members including the Chairman. 5. Financial Advice For the time being, no additional posts of CAOs, A.Os etc. will be sanctioned. The existing pattern of Internal Financial Adviser at the Circle Headquarters for financial advice on matters within the powers, of the Regional PMG / Chief PMG, will continue. Wherever, there are A.Os functioning as Financial Advisers to the erstwhile Regional Director, they will continue to function as such and will provide financial advice to the Regional PMG for matters within the erstwhile Regional Director's powers. It will be open to each PMG / Chief PMG to authorise the Director under his control to exercise any of his financial powers according to Rule 13 (a) (3) of DFPRs and also other orders in force from time to time. Where there is no Accounts Officer (FA), all matters on which finance consultation is required as per rules will be referred to the Circle IFA. The details of Financial Advisors and AO (ICO) SB are at Annex. 'B'. 6. Delegation of Additional Administrative Powers to the Chief Postmaster-General In addition to the powers already exercised by the Chief PMG in his capacity as Head of Circle and Head of the Deptt., the following administrative powers of the D.G. are hereby delegated to the Chief PMG:A.I.P.E.U. GROUP - 'C'

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S.No. Nature of Power 1. Power to grant permission to Govt. servants to be transferred to another Govt. office or Dept. 2. Power to grant authority for institution of legal proceedings and for defence of civil suits on behalf of the department. 3. Power to execute and sign contracts on behalf of the Deptt. 4. Powers to transfer officers.

Extent of Power of Director General Full powers except in respect of officers whom the Director General is not competent to appoint. Full powers.

Extent of power of Chief PMG Full powers except in respect of officers whom Chief Postmaster General is not competent to appoint. Full powers of Director General.

Powers as defined in Chapter IX of P&T Manual Vol. II Full powers to transfer officers below the rank of Director of Postal Services.

Powers as defined in Chapter IX of P&T Manual Vol. II for Director General. Full Powers to transfer officers below the rank of Directors of Postal Services within the circle.

7. Delegation of Additional Financial Powers to the Chief PMG In addition to the existing powers of Head of Circle / Head of Dept., powers of the Director General / Board as spelt out in the list at Annex. 'C' are hereby delegated to the Chief PMG. 8. The additional financial and administrative powers as vested in the Chief PMGs will also be exercised by the PMGs, Haryana, HP and J&K. 9. C.R's The CRs of Regional PMsG in the seven circles placed under the charge of Chief PMG in the higher grade (Rs. 7300-7600) will be written by the Chief PMG. He will also be the reviewing officer in all cases where the reporting officer is the Regional PMG. The Regional PMG will be the reviewing officer where the reporting officer is under the Regional PMG. The CRs of SAG officers in the remaining circles having Chief PMG in the SAG scale (Rs. 5900-6700) will be written by Members of the Board as per present procedure. In the Circles where the Chief PMG is in the grade of Rs. 5900-6700, the CR of the Directors and equivalent officers in the Region (including Chief PMG's Region) will be written by the concerned Chief PMG / Regional PMG and will be reviewed in the Board. 9.1 However, the self appraisal of all Regional PMsG in the Circles where the CPMG is in the scale of Rs. 5900-6700 will be routed to Directorate through the Chief PMG who will give his own assessment on the Officer's performance. Such assessment will be on a separate sheet and will not form part of the CRs. It will, however, be taken into account by the Members
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while writing the Report of the concerned officer. 10. Diversion of Establishment The envisages decentralisation of functions to the Regions would necessitate diversion of commensurate establishment from Circle Offices to Regional Offices. The establishment should be shared equitably as per workload. The exercise on this behalf should be undertaken immediately by the Circles and the revised establishment of the Circle Offices and Regional Offices determined in consultation with the Circle IFA. A report indicating the establishment determined for the Regions should be submitted to the Directorate quickly and certainly by 30-12-89 so that covering sanction may be issued from this office. The guiding principle will obviously be the number of units and subjects placed under each Region. P&T Dispensaries and RLOs will not be counted as units as they are not counted as such under the SIU formula. 11. Redeployment of Director (Vig.) as Director (Region) This may be done with immediate effect in cases where no transfer of headquarters is involved. Orders to this effect have already been issued vide this Directorate memo of even number dated Nov, 02, 1989. 12. Transfer of Staff The proposed reorganisation would necessitate shifting of some staff from Circle Office to R.Os. In this behalf, the guiding principle will be the same as laid down by the department in respect of bifurcation of Divisions etc. In other words, once the extent of staff to be diverted is worked out, options are to be
A.I.P.E.U. GROUP - 'C'

obtained from all the staff and cases should then be decided on the basis of seniority. In this connection please also refer to the instructions contained in Directorate memo No. 56/5/79-SPB-I dated 17th March 1979 (Annex 'D') 13. Accommodation Accommodation for the Regional PMGs should be found in existing departmental buildings to the extent possible failing which renting should be resorted to. 14. Vehicle Vehicle at present attached to the Regional Director / Additional PMG will be given to the Regional PMsG. For new Regions, proposals may be framed and submitted to this office urgently. 15. General The Chief PMG of both grades as over all in charge of the Circle will have the power to over-rule the decisions of Regional PMG provided this is done after consultation with the Regional PMG and reasons for such a decision to over-rule the Regional PMG are recorded in writing in the file. 16. The Directors attached to the Regional PMG / Chief PMG should be utilised in full for inspection, visits and other kind of checks of the field units.

The role of the Directors should not be reduced to that of Director Headquarters / Staff Officers. The PMG / Chief PMG also is expected to share the burden of inspections in addition to carrying out frequent visits and surprise checks of field organisations. 17. The Headquarters of the PMGs Assam, N.E., Punjab and Rajasthan are being temporarily fixed at Guwahati, Shillong, Chandigarh and Jaipur respectively. 18. Interim Measures Re-distribution of units from one region to another or shifting of headquarters of any Region or Division of similar establishment is to be effected only after consultation with this Directorate. General Transfer of staff to the regional headquarters should be carried out expeditiously, but in a smooth manner and in consultation with the staff union wherever necessary. 19. This issues in consultation with Finance Advice (Postal vide Dy. No. Director (FAP)/1044 dated 0112-1989. 20. The receipt of this memo may please be acknowledged to Shri K.C. Mishra, Assistant Director General (PE.II). [DG Posts No. 33-1/88-PE.II dated 05-12-89]

2. STRENGTHENING OF THE SUPERVISION AND THE WORKING OF EDSOs/EDBOs & SINGLE - HANDED SUB POST OFFICES
In view of the incidence of large scale fraud committed by the certain Branch Postmasters and sub Postmasters and in view of frequent complaints that have been receiving about the quality of service that is being rendered by smaller post offices an examination has been carried out as to how supervision over the functioning of these offices could be strengthened and how the divisional superintendents could be enabled to monitor the working of these offices. Keeping this in view the following is required to be implemented with immediate effect. Single -Handed Sub Offices: Generally the annual inspections of these offices are being carried out by the Sub Divisional Officers. A few of the offices are being inspected by the Divisional Superintendents and his Deputy/Assitt. Supdts. It is decided that all Single Handed Offices should be inspected twice in a year. The second inspection should be carried out by the IPO (Complaints) of the division. A period of two days must be given for this inspection. It is felt that a number of single handed offices in any division may
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not be very large and the IPO (Complaints) would be able to carry out the second inspection of these offices. These should be ensured of atleast four months between the first inspection and the second inspection. EDSOs/EDBOs: The Second inspection of EDSOs will be carried out by the IPOs (Complaints) and one day should be given for this purpose. It the number of EDSOs in any particular division is very large the Divisional Superintendent can suggest to the Postmaster General as to how the second inspection of the EDSOs could be carried out. There should be a gap of 4 months between the two inspections. The second inspection in respect of EDBOs would be in the day of a visit by the Mail Overseers atleast once in a year one day should be given to Mail Overseer for each EDBOs. During the visit all cash transactions should be verified. The examination of balances in the SB & RD Pass Books, the verification of payment of money orders, the verification of preliminary receipts given for other cash
A.I.P.E.U. GROUP - 'C'

transactions should be carried out. It there are two Mail Overseers for Moffusil Sub Divisions, it is to be ensured that the second inspection-cum-visit can be carried out by the Mail Overseas. There should be a gap of 4 months from the first inspection. Bad Offices: At present on the basis of the inspection reports certain very bad offices are being identified and the second inspection of such very bad offices is being carried out by the I.P.O. (Complaints). After the above instructions are implemented identification of very bad offices will continue to be done not only in respect of EDSOs and EDBOs but also in respect of other Departmental Post Offices. In respect of Departmenal Posts offices identified as very bad immediate remedial steps should be taken by the Divisional Superintendents to improve the matters by taking all possible action including the disciplinary action. In respect of EDSOs and EDBOs another inspection can be carried out which should be done by the Assistant Supdt. attached to the offices of the Divisional Supdt. The purpose of the reinspection of the very bad offices would be improve the state of work. Compliance reports: Whenever any office is going to be inspected the Inspecting Officer should go through the previous Inspection Report and ensure that compliance has been given cant per cent on the

points where action has to be taken by his own office. Points on which action is required to be taken by other but has not been taken, will be specially noted for pursuing with the offices where action needs to be taken. Inspection Questionnaires: To make the inspection more purposeful review of the questionnaire is being carried out and standard questionnaire for various types of post offices would be supplied shortly. Till the revised questionnaire are received instructions may be given to all to carry out the inspections in accordance with the questionnaires they have. It may be ensured that the Supdt. of Post Offices take the assistance of Inspectors of Post Offices and Asst. Supdt. of Post Offices only when the verification of Head Post Office is done. Normally Inspector's assistance should not be taken while inspecting the other post offices. The Supdt. of Post Offices who travel by the inspection vehicle can take their stenographers while going on inspection of post offices. This may not be done for going on visits only. Date of Effect: These instructions would be implemented with immediate effect. The receipt of this letter may please be acknowledged. [DG's letter No. 17-1/92-Inspn. Dated 16-1-92]

3. DELETION OF TRANSFER LIABILITY CLAUSE FROM APPOINTMENT ORDER
As per long standing practice and convention there is a clause in the initial appointment letters of the employees of the department of Posts to the effect that they can be transferred anywhere in the country under special circumstances. 2. Since in actual fact a vast majority of Group C and Group D employees is never subjected to the transfer liability implied in this clause 2 is felt that such a condition is not necessary in the appointment orders. 3. The matter has been considered carefully in consultation with the Ministry of Law. It is hereby ordered that no clause of condition relating to transferability anywhere in the country, under special or general circumstances, should form now on be mentioned in the appointment orders issued to Group C and Group D employees of the Department of Posts. Such a clause existing in the case of the employees already in service also is hereby cancelled with immediate effect and their appointment order would also stand so modified with effect from the date of issue of this letter. 4. It is also directed that these orders may be given wide publicity and also got noted by all the Group C and Group D staff. Necessary entry in this behalf may also be made in their service Books, in due course. 5. Please acknowledge receipt. 6. Hindi version will follow. [D.G.(P) No. 20-12/90-SPB-I, dt. 23-8-90]

4. DELEGATION OF POWERS TO HEADS OF CIRCLES TO DOWNGRADE SUB STANDARD HEAD OFFICES
The power to upgrade or downgrade an existing head post office are vested with the Postal Services Board. A suggestion was made in the heads of circle
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conference held on 16th and 17th June 2003 to delegate powers to the heads of circles to downgrade sub standard head offices not conforming to the
A.I.P.E.U. GROUP - 'C'

prescribed norms. 2. As per the prescribed norms, an existing head post office can be considered for bifurcation if the number of SOs attached to it exceeds 60. However, after bifurcation of any HO, both the HOs (Parent HO as well as proposed HO) should not have less than 20 SOs attached to them respectively. 3. The Postal Service Board after considering all relevant aspects of the proposal has accorded its approval to empower the Heads of Circles to downgrade an HO not having 20 SOs under it, with the following proviso:(i) If there is only one HO in the District, it need not be downgraded. (ii) If there are more than one HO in the District,

including one at the head quarters, one HO may be downgraded other than the one located at the District HQ and its place an MDG office may be established subject to fulfilment of existing norms for opening an MDG so that services being enjoyed by the public are not curtailed in any manner. 4. All proposals for the conversion of SO into HPO may, however, continue to be referred to Directorate for approval as at present. 5. An exercise to identify and downgrade all such sub-standard HOs would be initiated immediately by the Head of the Circle and result thereof reported to Directorate. This orders will be applicable with immediate effect. (DG(P) No. 14-13/03-PE-I, dated 29-10-2003)

5. DELEGATION OF POWERS TO HEADS OF CIRCLES TO CLOSE/MERGE/ REORGANIZE SET/MAIL OFFICE WITH WORKLOAD LESS THAN PRESCRIBED NORM
The issue of delegation of powers to Heads of Circles on above-mentioned subject has been under consideration of this Dte. This was also deliberated in the Heads of Circles Conference in June, 2003. The approval of competent authority is hereby conveyed for delegation of the following powers to the Heads of Circles in the matter. (A) (i) Powers for closure/merger/re-organization of a set/sets of mail office (ii) Powers for closure of mail office in a city/station/district where there are more than one mail office and the traffic handled in a mail office is less than the existing norms for opening a mail office in terms of instructions contained in Dte's letter No. 11-1/84-D dated 17-10-1985. (a) Closure/re-organization of mail offices shall sub-serve the public interest and supported by proper transportation system as stipulated in para 2 (iii), (iv) and (v) in the instructions contained in Dte's letter no. 11-1/84-D dated 17-10-1985. (b) Proper utilization of vacated accommodation is necessary by the Head of Circle under intimation to the Dte. with complete justification and other related details where the Department has its own building. If the departmental office(s) has been functioning in rented building, the details regarding surrender of vacated accommodation to the concerned agency along with the savings in rent shall be submitted to the Dte. i.e. to MM & TS Division. (B) Heads of Circles may approve closure of a section within the circle with due concurrence of Circle IFA, keeping in view the instructions contained in para
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2 of Dte's letter no. 6-93/71-PE-II dated 26-3-77. (i) Closure of section should not entail extra expenditure on alternative mail arrangement made through contractual MMS/State roadways. (ii) Timely intimation to be given to the concerned Railway Authority. (iii) If section is abolished by Railway Authorities due to gauge conversion etc., alternative arrangement may be made within delegated financial powers of Head of Circle and case be taken up with Railway Authority for restoration of section if carrying of mail through section is financially and operationally a better proposition. (iv) Inter-Circle sections or any intermediate sections in long route trains should be closed only with the prior approval of the Directorate. 2. Redeployment/abolition of posts on reorganization/merger/closure of set/sets Sub-standard mail office and closure of sections. (i) RE-deployment/abolition of Group 'C' & Group 'D' posts on account of reorganization/merger/closure of sub-standard offices, shall continue to be done by Head of Circles as per the instructions contained in Dte's letter No. 2/93-PE-I dated 7-9-1993. (ii) RE-deployment of Group 'A' & Group 'B' posts shall be done by the Dte. as per instructions contained in Dte's letter No. 2-2/93-PE-I dated 7-9-1993. Abolition of Group 'A' & Group 'B' posts will also be done by the Dte. 3. Whenever a decision to close/merger/reorganize a mail office/a set is taken, the full facts of
A.I.P.E.U. GROUP - 'C'

the case along with the reasons for taking such a decision shall be recorded and report submitted to this office in enclosed format.

This has been concurred by Finance Advice Wing vide Diary No. 534/FA/03/CS dated 28-11-2003. (DG(P) No. 12-6/2003-D dated 28-11-2003)

6. IMPROVING VIGILANCE ADMINISTRATION
Central Vigilance Commissioner vide letter No. 8 (1) (h)/98 (1) dated 18-11-98 (copy enclosed) issued detailed instructions and guidelines with a view to improving the vigilance administration, creating a culture of honesty, greater transparency in administration as also for speedier finalisation of departmental inquires. The following action points have been identified on which action is required to be taken by this Department. (i) Create culture of honesty : In order to ensure that a culture of honesty is encouraged in the Department it has been decided with immediate effect that junior employees who initiate any proposal relating to vigilance matters which is likely to result in a reference to the CVC can send a copy directly to the CVC by name. CVC will monitor the progress of such a proposal and the action taken thereon by the Department concerned. This will encourage the junior employees to give their free and frank views and help to build and develop a culture of honesty. However, if a junior officer makes a false or frivolous complaint, it will be viewed adversely. (ii) Greater transparency in administration. CVC has identified lack of transparency as one major source of corruption. To curb this corrupt practice, create transparency work be useful. There is a scope for patroness and corruption especially in matters relating to tender sites where exercise of corruption relating the out of turn conformance of facilities/privilege to the non-deserving persons. The CVC has, therefore, directed that each organisation may identify such items which provide open for corruption and where greater transparency would be useful. All heads of Circle may identify such items at their end and forward the list to this Directorate latest by the 6th February, 1999. A list of items prepared on the basis of complaints usually received is enclosed. Competent Authorities at different levels should give publicity of the identified items within their competence in their respective notice boards. (iii) Speedy departmental inquiries. Another source of corruption is that the guilty are not punished adequately and promptly. This is because of the prolonged delays in the finalisation of departmental inquiries. One of the reasons is overburdening of IO/PO with the normal and routine work.
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CVC has therefore, directed that the Department should review all the pending cases and ensure that the disciplinary authority may appoint enquiry Officers from amongst the retire/retired honest employees in conducting the inquiries. The names of such officers may, however be got cleared by the CVC. Therefore, all Heads of the Circles and Regions are requested to furnish the list of retired and honest employees who are willing to work as IOs for the purpose of conducting inquiries. The following time limits have also been prescribed for the expeditious completion of the Departmental inquiries :(i) Appointment of Inquiry Officer and Presenting Officer in the cases presently pending should be made within one month. In all other cases, they may be appointed immediately after the receipt of the statement of defence denying the charges. (ii) The oral inquiry should be completed within a period of 6 months from the date of appointment of the Inquiry Officer the IO should lay down a definite time frame for inspection of the listed documents, submission of the list of defence documents and the defence witnesses and inspection of defence documents before the regular hearing is taken up. Once this time frame is worked out by the IO, the hearing should be conducted in day-to-day basis without adjouring on flimsy or frivolous grounds. In any case, there should not be more than two adjournments in any case so that the time limit of six months is observed. (iii) The IO/PO, the DA and the Vigilance Officer will be accountable for the strict compliance of these instructions. (iv) Tenders : Tenders are generally a major source of corruption. In order to avoid corruption and transparent and effective system needs to the introduced. Therefore, it has been decided post tenders negotiations are banned with immediate effect except in the case of negotiations with the lowest tenderer. It is, therefore, requested that the instructions contained in CVC letter cited above may be strictly adhered to and brought to the notice of all concerned and compliance reported to this office alongwith the required information latest by 15 February, 1999 positively.
A.I.P.E.U. GROUP - 'C'

LIST OF ITEMS TO RE PUBLISHED S.No. Items 1. All tender decisions What is to be published Items of works/articles and the total estimated cost. Name of approved tenderer alongwith rate approved. In case of mail contract, the route and distance of mail route should also be mentioned. Cadre/post and declared vacancies. Names of selected candidates alongwith percentage of marks secured (total marks as well as marks secured in Basic Board/ University Examination, written test, viva voce interview, bonus marks for extra qualifications, etc. as the case may be, separately). Date of Birth Community/Category Names & designation of officers/officials. Tenure in the present post/station. New post/station Position in the request register, if any. Whether in public/administrative interest. Item of article alongwith quantity pruchased. Total amount of bill paid. Rate approved quotation/tender decided Assessed requirment of the items. Name and designation of the officer/officials. Basic pay Date of application. Date & amount of advance sanctioned. Name & designation of officails. Purpose Date of application. Date and amount granted. Name & Designation of Officer/Official Basic Pay For whom No. of Dependent Destination and amount sanctioned with date. For medical : patient, disease, date amount sanctioned. Name & designation officer/official Prescribed pool. Date of entry in service. Basic pay Type of Quarter Alloted Name of claiment Cause of claim Date of claim Date of Sanction Amount Sectioned Date of payment. Name of appointee and deceased/invalid official and their relationship
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2.

All recruitments (including ExtraDepartmental, provisional, adhoc, Temporary etc.)

3.

All transfers/postings (including temporary/adhoc

4.

All purchases at different levels .

5.

All HBA, Car Advance, Motor Car/ Motor Cycle advance.

6.

Discretionery welfare grants

7.

All LTC/Medical advances

-

8.

All allotments of departmental staff quarters

9.

All claims sanctioned to public/ customer

10.

All cases of compassioante appointment

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11.

All cases of hiring private buildings enhancment of rent

-

Number of dependents. Total amounts of pension and terminal benefits. Date of death/invalidation Date of application Post, grade to which approved. Name of office alongwith total accumodation justified accommodation Amount of rent fixed/enhanced Date of effect Amount of previous rent. Area in the rented building.

7. ENHANCEMENT OF FINANCIAL POWERS OF HSG.I, HSG.II & LSG POSTMASTERS
A reference is invited to Circular No. 62-8/64-CI dated 20-10-1965 delegating financial powers to HSG and LSG Postmasters to incur expenditure of a contingent nature on the following items:(a) Replacing, repairing, cleaning, oiling, shifting of electric lights and fittings, fans etc. of the office in a rented building when the charge is a Government liability. (b) Repairs of Departmental bicycles. (c) Purchase of earthen pots, glass tumblers, dusters, brooms etc. (d) Purchase and repairs to furniture. (e) Emergent arrangements for conveyance of mails. 2. The question of enhancement of the powers were being examined in the Directorate in view of the rise in the prices and it has been decided to enhance the powers given to HSG & LSG Postmasters from Rs. 30/ - & Rs. 20/- respectively on each occasion to Rs. 60/& Rs. 40/- respectively on each occasion subject to availability of fund. 3. Other instruction regarding control and checking of the expenditure by the Supdt. of Post Office contained in the letter under reference should be followed. 4. This issues with concurrence of the Internal Finance vide their diary No. 698/Dir. FA/ 93 dated 12-07-93. (DG (Posts) No. 18-7/92, CI dated 20-07-93)

8. PREVENTIVE CHECKS PRESCRIBED IN RESPECT OF SB AND CASH CERTIFICATES
1. Maintenance of special error book for noting the particulars of pass books which are not received for entry of interest after 1st April in which transactions have taken place and getting the same verified. 2. Maintenance of special registers showing particulars of all SB Accounts opened in the Branch Post Offices and EDSOs and noting the date of receipt of pass books for posting of interest in the register. 3. Preparation of lists of accounts for which the pass books have not been received from the Branch Office and EDSOs and sending those lists to the Sub-divisional Inspector for getting the balances verified with reference to the Pass Book to be obtained from the depositors. 4. Verification of the withdrawals for Rs. 2500/- and above taken place in EDBO / EDSOs and single handed SO. 5. Verification of the balance SB pass books of a few single handed S.Os selected by the Divl.
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6.

7.

8. 9.

10. 11.

Supdts. especially in those cases where the pass books have not been received for posting in interest. Maintenance of special registers for keeping watch over the verification lists, SB accounts received from S.D.Is and Mail overseers for verification of balances done by them during their visits / inspections. Checking of signatures of depositors in respect of withdrawals over the prescribed limit by the ledger clerk in the H.O. in respect of transaction in S.Os and B.Os. Verification of the complete S.B. work of one EDBO EDSO in each division every month. Keeping the SB ledgers and SB Index cards securedly in the binder, almirahs and index card cabinets under lock and key during night. Arrangement of ledger agreements by the SBCO staff. Maintenance of the index to ledger in the head post offices and making suitable remarks
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12.

13.

14.

15.

16.

17.

whenever such accounts are closed or any change is incorporated in the nature of the account. Checking up of any manipulation, overwriting, corrections and absence of signatures in the various records relating to SB and CC business. Making full signatures against each entry in the ledger card by the ledger clerk and initials of the APM /Postmaster. Maintenance of register No. 12 (a) in the Head Post Offices for keeping records of the NSCs supplied to and issued by the S.Os. Maintenance of stock register of blank pass books and verifying the correctness of the stock from time to time in the HPO and S.Os. Proper up keep of the invoices of blank pass books supplied to post offices in the head offices. Verification of the stock of NSCs in the HPO and S.Os at the time of inspection / visit and getting the correctness of the stock verified with reference to the invoices, stock book and the special register maintained in the H.O NC-12 (a). Indication of the stock of unsold certificates in the S.Os in the journal of NSCs issued on the

last date of month and verification thereof with reference to the entries in the register NC -12 (a) in the HO. 18. Ensuring the preparation and submission of the annual list of unsold certificates in stock in the HPOs and its S.Os to the Director of Accounts (P) on the due dates. It should be ensured that all preventive steps indicated above are scrupulously followed and any laxity noticed against anyone should be severely dealt with. During the review of enquiry reports in various fraud cases it has been noticed that action against the defaulting officials for committing the fraud or for contributory negligence is not initiated with atmost urgency and this aspect remain pending for years with the result that the impact of disciplinary action should be taken expeditiously is wavered of with the passing of time. Instructions exists that the initiation of the disciplinary action for departmental lapses should not be postponed till the culmination of the police investigation or court trails and be completed as soon as possible. (DG (P) letter No. 8-3/85-INV dated 14-07-88)

9. SETTLEMENT OF DECEASED, CLAIM CASES ENHANCEMENT OF POWERS OF VARIOUS POSTAL AUTHORITIES
1. I am directed to forward herewith a copy of Ministry of Finance (DEA)'s Extraordinary Gazette Notification (GSR Nos. 490 (E).491 (E), 492(E) and 8181 (E) dated 16-10-2003 circulated under its communication No. 12/ 4/97-NS.II dated 6th July 99, on the subject mentioned above for information guidance and necessary action. 2. Savings Bank General Rules 1981. National Savings Certificate (VIII Issue) 1989 and Kisan Vikas Patra Rules 1988 stand amended to the extent indicated in the respective GSR. In general, the earlier limit of settling claims up to Rs. 60,000/- has been raised to Rs. 1,00,000/- in the absence of nomination / legal evidence etc. to be exercised by CPMGs/PMGs (HQ / Region). 3. In addition, powers of various Postal authorities to settle deceased claim cases have also been enhanced as follows:-

Sl.No. 1. 2. 3. 4. 5. 6. 7.

Name of the Authority Departmental Sub-Postmasters Sub-Postmasters of Lower Selection Grade Post Offices Sub-Postmasters / Deputy Postmaster / Postmasters in Higher Selection Grade (All Non-Gazetted) Dy. Postmasters / Sr. Postmasters / Dy. Chief Postmasters / Superintendent of Post Offices (All Gazetted Group -B) Chief Postmasters in Head Offices / SSPOs (All Group A) Regional Directors / Director (GPO) (In Mumbai and Kolkata) CPMGs/PMGs (Head Quarter & Region)

Limit (In Rs.) 1000/2000/4000/20,000/50,000/80,000/1,00,000/-

Note: The above limits are also applicable to post office (Monthly Income Account NSC-VIII issue, and KVPs) (DG (P) No. 61-19/2003-SB dated 10-11-03)
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10. REGARDING AUTHORISATION OF LSG SUB POSTMASTERS HSG.II POSTMASTERS TO ISSUE CHEQUES IN LIEU OF PAYMENTS OF MATURITY VALUE OF SMALL SAVING SCHEMES FOR RS. 20,000 AND ABOVE
References have been received from the field units to authorise the Postmasters of Lower Selection Grade Sub-Post Offices to issue cheques for payment, in view of the customer convenience and the ease of operations. 2. Rule 143 of Financial Handbook, Vol. I envisages that at places where the Treasury business is conducted by the Bank, Postmaster in-charge of Post Offices approved by the Director-General may make payments on account of large Postal transactions (other than Money Orders, Indian Postal Orders, Saving Bank, Government Security, Postal Life Insurance and Post Office certificate transactions) to important firms and individuals of repute by means of cheques drawn against drawing accounts. Such cheques will not be drawn for amounts less than Rupees 100/-. Payments on account of Money Orders, Indian Postal Orders, Savings Bank, Government Securities, Postal Life Insurance and Post Office Certificates transactions may also be made at the places referred to above by Head Post Offices, and Sub-Offices in-charge of Gazetted Postmasters by means of cheques for amounts not less than Rs. 100/- separately for each kind of transactions, viz., Money Orders, Indian Postal Orders, Savings Bank, Government Securities, Postal Life Insurance and Post Office Certificates. These Head Offices may also issue cheques in payment of the abovementioned transactions relating to the sub-offices in account with them. In such cases, the cheques will be sent to the sub-office concerned as a remittance for payment to the parties concerned. All such cheques drawn should be crossed and made 'Not Negotiable'. In the case of General Post Offices, Gazetted Assistant Postmasters may be authorised to issue cheques on behalf of Postmasters who should in such cases, arrange to send specimen signatures of such officers to the Bank. In respect of the sub-offices in-charge of Gazetted Postmasters, arrangements should be made by the Head Postmasters concerned to have drawing accounts opened on their behalf with the Bank. The Postmasters of Central Base Post Offices
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at Delhi and Kolkata are authorised to draw cheques on Reserve Bank of India, Nagpur, for the purpose of making P&T payments. Note1. - Rules regarding cheques in Rules 171 to 175 and 178 to 182 are also applicable to the payment by cheques contemplated in this Rule. Note 3.-Under Rule 143 of FHB, Vol. 1 envisage issue of cheques by Dy. Postmaster in the absence of the Gazetted Head Postmaster in charge of Post Offices. The Dy. Postmaster (NonGazetted) may issue the cheques for official purposes, subject to the condition that the ultimate responsibility for payment in such cases will rest with the Gazetted Head Postmaster who on his return to office, should check all the counterfoils of such cheques with reference to entries in the accounts and scrolls received from the Banks. 3. The case has been carefully considered by the Director-General (Posts) in light of the above provisions of P&T FHB, Vol. 1 and the facts that (i) there are repeated instructions / guidelines from CBDT / CGA / Ministry of Finance / CVC to encourage maximum number of payments though cheques (ii) such authorisation would facilitate faster service to the customer and would involve lesser hassle for him / her and for the officials concerned (iii) The provisions contained in P&T FHB, Vol. I and the pilot to authorise such arrangement at a larger scale have been successful and stood the test of time. (iv) There will be more check on any fraudulent activity in payments through cheques as compared to payment in cash. It has therefore, been decided by DG (Posts) to authorise the Lower Selection Grade Sub-Postmasters and all Higher Selection Grade-II Postmasters to issue Account Payee cheques against the Drawing Account of the Head Postmaster for making payments to the public / investors in accordance with the provisions contained in Rule 143 of Post and Telegraph Financial Handbook, Vol. I subject to the following conditions:(i) That a statement of drawals is sent daily to the respective Head Postmasters who will be
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responsible for tracing the payments in scrolls received from the bank and keeping a watch over the transactions. (ii) That the overall responsibility for the correctness of the payments will rest with the Head Postmasters who may conduct periodical checks of the payments made to satisfy themselves about the correctness. (Notwithstanding the fact that the official now authorised would be any way responsible for the cheques issued by them).

(iii) Head of the Circle, with the help of the GM(F)/ DA/(P) concerned, would conduct at least one indepth monthly review of the status of the bank reconciliation (HPO-wise / DDO wise) in his / her circle and include it in his monthly report on important events to Secretary (Posts). Circle IFA would, in addition to the monthly review, also bring any irregularities / abnormal trends to the notice of Head of the Circle, in writing as and when noticed. [G.I., Dept. of Posts, Lr. No. 2-2/1999-PA (Tech.I)/988-1067 dated 29-09-2006]

11. NOTICE OF VOLUNTARY RETIREMENT CAN BE ACCEPTED FROM A GOVT. SERVANT ALREADY ON EOL
Attention of all Ministries/Department is invited to the provisions contained in Para 3 (xiii) of Department of personnel and Trg. OM No. 25013/7/ 77-Estt. (A) dated 26-8-1977 and clarification contained in OM No. 25013/10/85-Estt(A) dated 5-7-1985 on the above subject, it has been laid down in the OM referred to above, that a Govt. servant giving notice of voluntary retirement may also apply, before the expiry of the notice, for the leave standing to his credit which may be granted to him to run concurrently with the notice period except in the case of EXOL, as such leave, whether on medical ground of on private affairs cannot be termed as leave standing to the credit of a Govt. servant. The matter has been reviewed and it has been decided to modify the provisions contained para 3 (xiii) of OM No. 25013/7/1077-Estt. (A), dated 26-8-1977 and OM No. 25013/10/85-Estt (A) dated 5-7-1985 as follows : "Para 3 (xiii)-A Govt. servant giving notice of voluntary Retirement may also apply, before the expiry of the notice, for the leave standing to his credit which may be granted to him to run concurrently with the period of notice, EXOL is not termed as leave standing to his credit and therefore, it cannot run concurrently with the period of notice given by him for seeking VR while already no EXOL other than on medical ground, the notice period need not be insisted upon and his request may be accepted with immediate effect provided he is clear from vigilance angle. However, if a Govt. servant while already on EOL on medical ground, applies for VR, the notice period, if any, given may be accepted and he may be allowed to retire after the expiry of the notice period subject to vigilance clearance." 2. In so far as persons serving in the Indian Audit and Accounts Department are concerned, these orders issue in consultation with the Comptroller and Auditor General of India. Dept. of Per. & Trg. OM No. 25013/3/2003Estt.(A), dated 17-6-2003)

12. NON INVALIDATION OF A GOVT. SERVANT WHO HAS BEEN PERMANENTLY INCAPACITATED FROM GOVT. SERVICE ON ACCOUNT OF MENTAL OR PHYSICAL DISABILITY
The Ministry of Social Justice & Empowerment (Disabilities Div.) has amended Section 47 of the Persons with Disabilities Act 1995 and under the amended provisions: 1) No establishment shall dispense with or reduce in rank an employee who acquires a disability during his service and the employee who has acquired disability if is not suitable for the post he was holding, could be shifted to some other post with the same pay scale & service benefits. In case it is not possible to adjust him against any post, he may be kept on supernumerary
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post until a suitable post is available or he attains the age of superannuation which ever is earlier. 2) No promotion shall be denied to a person merely on the ground of his disability. Provided that the appropriate Govt.. may having regard to the type of work carried on in any establishment, by Notification and subject to such conditions, if any as may be specified in such Notification exempt any establishment from the provision of this section. In view of the aforesaid position, the position of
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Rule 20(2) of CCS (Leave) Rules, 1972 shall be as under: a) If he is on duty, shall not be invalidated from service during his service period. b) If he is already on leave, the period of leave or an extension thereafter to the extent permissible under sub-rule (I) of this rule and even beyond that may be granted as per relevant rule(s).

3. Amendment in Rule 20(2) is being carried out on the above lines. 4. In so far as persons serving in the Indian Audit and Accounts Department are concerned, these orders issue in consultation with the Comptroller & Auditor General of India. [MoP & PG No. 13015/3/2002-Estt.(L) dated 19th January, 2004]

13. PERMISSION TO LEAVE HEADQUARTERS
Doubts have been expressed by Ministries / Departments as to whether a Government servant is required to take permission before leaving station / headquarters during leave or otherwise, especially for visits abroad. 2. Attention of the Ministries / Departments is invited in this connection to the provisions of FR 11 which provides that unless in any case it be otherwise distinctly provided, the whole time of a Government servant is at the disposal of the Government which pays him. Article 56 of the Civil Services Regulations also provides that no officer is entitled to pay and allowance for any time he may spend beyond the limits of his charge without authority. It is implicit in these provisions that a Government servant is required to take permission for leaving station / headquarters. It is thus clear that such permission is essential before a Government servant leaves his station or headquarters and more so when he proposes to go abroad during such absence as such visit may have wider implications. 3. However, separate permission may not be necessary where a Government servant has indicated his intention of leaving headquarters / station along with leave address while applying for leave. (G.I. Dept., of Per and Trg., O.M. No. 11013/7/94Estt. (A) dated 18-05-94)

14. CO-OPERATIVE CREDIT SOCIETY DUES RECOVERIES FROM PAY-LOSS THEREOF-REG.
I am directed to say that recoveries from the salary of the Govt. servant on account of dues Co-operative societies are being made by the respective drawing and disbursing officers in view of the provisions contained in Rule 559 of the Financial Hand Book vol. I. The procedure followed for the purpose is contained in Appendix 29 of the said manual. A drawing and disbursing officer while making recoveries from the salary of the Government servant is working as the Agent of the Departmental co-operative Credit Society Bank or Fund and collects the dues at the risk and on the responsibility of the society according to such arrangements as may be specified by the society. The Government therefore undertakes no liability to make good any loss of money so collected as already provided in the Appendix referred above. 2. The above provisions are once again brought to the notice of all the authorities dealing with the collections of dues on behalf of the cooperative societies in the Deptt. 3. All the drawing and disbursing officer who collect dues on behalf of the banks/cooperative societies are requested to reiterate these instructions immediately to their respective banks/cooperative societies for information. [No. 10-24/97-WL and Sports dt. 11-9-98]

15. WEARING OF UNIFORMS PROPERLY BY POSTMEN, GROUP 'D' AND OTHER STAFF ENTITLED TO UNIFORMS
I am directed to inform you that the staff who are supplied uniforms should be required to put on those uniforms on duty. It was also stated that the wearing of proper uniforms by the staff should be insisted upon and any failure on their part in this regard,
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without adequate reasons, should be treated as an act of misconduct and dealt with accordingly. 2. It has, however, been observed for some time that in spite of above orders and several other repeated instructions on the subject issued from time
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to time, many of the officials who are required to wear uniforms on duty do not wear uniforms and also escape without action against them. 3. This growing tendency on the part of the officials to avoid the wearing of uniforms on duty has, to some extent, inculcated a sense of indiscipline amongst them thereby leading to several other problems. This has caused inconvenience to the public. 4. It is hereby ordered that officials after three defaults should be liable for disciplinary action and may not be accepted on duty and can, in addition, be debarred from supply of uniforms. An entry must be made in their record. Supervisory staff should carry

out periodical weekly or bi-weekly kit inspection and take action against the defaulting officials. 5. You are therefore requested to take necessary steps to ensure that the officials who are supplied with Uniforms wear them while on duty and take disciplinary action against the erring officials. This can only be ensured by insisting on regular inspections and taking personal interest. Therefore, the supervisory officials who fail to carry out the inspections properly and at regular intervals need also be taken to task for dereliction of duty. DG (P) letter No. 26-2/2002-UPE, dated 27-03-2002

16. REPRESENTATIONS FROM EMPLOYEES - DISPOSAL OF
On the representation made by Shri G. Lakshmanan, M.P. and a Member of the Consultative Committee for Ministry of Communication the Senior Member, P&T Board has issued instructions to all Heads of Adm. Offices in the letter No. 201/40/75Disc, dated 23rd July, 1975 that the staff cases should be dealt within the following manner:(a) Action must be taken within a week, (b) Decision may be taken within a fortnight, and (c) At any rate the decision must be taken within a month. The reply received from Dr. S.D. Sharma the Ministry of Communications is reproduced below:Kindly refer to your D.O. letter No. PT/55 dated 21st April, 1975 and your reminder No. PT/55 dated 19-7-75 regarding the need for prompt attention to, and expeditious disposal of representations from the employees of the Department in regard to their personal cases. Though I find by and large representations from the employees are attended to without much delay, I agree with you that there is still scope for further improvement to ensure that the individual representations are given prompt attention by the authorities at different levels. I also find that there are standing instructions in the Department with regard to the procedure for quick disposal of staff cases. The Director General has recently issued a circular letter to all Heads of Circles laying down time schedules, etc. for the disposal of representations from staff at different levels. I am enclosing a copy of this circular. I am sure these instructions will go a long way in ensuring that there is significant improvement in the disposal of staff cases and that no avoidable delay occurs anywhere. I have asked the Director General to keep a watch over the
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compliance of the instructions at every level in the Department. [D.O. No. 201/40/75-Disc.II dated 24-7-75] It has been brought to notice that quite often representations in regard to service matters received from individual employees are not attended to promptly. The need to create a proper atmosphere where every employee would feel that his legitimate grievances would be promptly attended to cannot be overemphasised. It is essential to ensure that representations from individual employees in regard to their service matters are attended to promptly, at all levels. Normally the representations from the employees would fall under two categories:(i) Individual representations in regard to seniority, pay fixation, transfer request etc. (ii) Representations against statutory penalties imposed, orders of suspension etc. As regards (i) above, the competent authority should on receipt of representation, have the matter examined dispassionately and take its decision promptly. It should not be difficult to take a decision within a fortnight of the date of receipt of the representation. At any rate, it should not take more than a month to take a final decision in the matter. If the representation is against the decision of the Divisional Officer, he should forward the representation alongwith his comments on the points raised in the representation to the competent authority within a week of receipt of the representation. The higher authority should arrange within a fortnight from the date of receipt of the representation by him and at any rate within a month or so. Where, however, some probing is required or further information is required to be called for, prompt action should be
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taken to call for the information etc. within a week of the receipt of the representation. D.G. the divisional authority should forward it to the Postmaster General within a week of the date of receipt of the representation. Where the representation is addressed to the DG P&T the divisional should forward it to the Postmaster General within a week of the date of receipt of the representation and the Postmaster General should forward it to the Directorate within a fortnight authority. The above time schedules are only indicated with a view to stressing the need for quick disposal of staff representations. While some modifications here and there would perhaps be inevitable the Heads of Circles should ensure that no avoidable delay occur at any state in the disposal of representation from the staff members. As regards (ii) above, it is provided in the CCS (CCA) Rules that appeals against statutory penalties imposed shall be presented to the authority to whom the appeal lies, a copy of the

appeal being forwarded by the appellant to the authority which made the order appealed against shall on receipt of the copy of the appeal, forward the same, with its comments thereon together with the relevant records to the appellate authority without any avoidable delay, and without waiting for any direction from the appellate authority. It is reiterated that the competant authority to whom appeals are submitted by concerned officials against orders of the disciplinary authorities should keep a watch over the receipt of the records of the case, etc. from the authorities below and ensure that no avoidable delay occurs at any level, and that the appeal is decided within a month from the date of receipt of the records of the case. The Heads of Circles, etc. may issue suitable orders to their subordinates and ensure that the above instructions are complied with strictly. [D.G. P&T No. 201/40/75-DISC.II dated 23rd July, 1975 to all Heads of Circles etc.]

17. INDIVIDUAL GRIEVANCES OF OFFICIALS
There has been a perceptible increase in the number of individual grievances being received in the Directorate from employees in different Circles about matters relating to pay, leave, medical and other claims etc. and other benefits and facilities available to the employees in accordance with the terms and conditions of their appointment. While such individual representations to the Directorate and even sometimes to the hon'ble Ministers, cannot be totally precluded. I find that in many of these cases the primary reason for the grievance expressed is the hopelessly inadequate response received initially from the concerned authority in the Circle where the grievance was first taken up. In many of these cases, the replies received from the subordinate management levels which enclosed with the representations, clearly shows a general lack of application and also very poor expression. You will appreciate that in the face of such ineffective and apparently unsatisfactory response from different levels in the Circle, the aggrieved individual feels motivated to represent his case to the Directorate. As a labour intensive organization, one of the first principles of human resource management that all of us have to remember is to ensure prompt and effective resolution of legitimate staff grievances. I have felt the need to write to you in this regard so that you give due attention to this important aspect of management and also exhort your subordinate officers to do the same. I would once again request you to ensure prompt and effective attention to each and every individual representation received at different levels in your Circle. Specific care should be given to see that the reply, in whichever language it is issued, is correctly worded so as to convey the right facts and also in most cases the rationale for the decision taken. It may be necessary for you to take suitable notice of any callousness on the part of the officers signing such final replies and which are found to be totally inadequate in terms of the requirements that I have spelt out here. (DG(P) No. 38-3/2001-PAP, dtd. 22/8/01).

18. REPRESENTATION FROM GOVERNMENT SERVANTS ON SERVICE MATTERS
The undersigned is directed to refer to the Ministry of Home Affairs O.M. No. 118/52-Estt. Dated 30th April, 1952 on the subject mentioned above (copy enclosed for ready reference). 2. It has been envisaged in these instructions that whenever, in any matter connected with his service
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rights or conditions, a Government servant wishes to press a claim or to seek redress of a grievance, the proper course for him is to address his immediate official superior, or the Head of the Office or such other authority at the lowest level as he is competent to deal with the matter. Of late, it is observed that
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there has been a tendency on the part of officers at different levels to by pass the prescribed channel's of representation and write directly to the high functionaries totally ignoring the prescribed channels. The problem is more acute in large Departments where often very junior employees at clerical level address multiple representatives to the Minister, Prime Minister and other functionaries. Apart from individual representation, the service unions have also developed a tendency to write to the Ministries and Prime Minister on individual grievances. Some of these representations are often forwarded through Members of Parliament, in violation of Rule 20 of the CCS (Conduct) Rules, 1964. 3. Existing instructions clearly provide that representations on service matters should be forwarded through proper channel. The stage at which an advance copy of the representation may be sent to higher authorities has also been indicated. In M.H.A., O.M. No. 25/34/68-Estt. (A), dated 20-121968 (copy enclosed) time limits for disposal of various types of representations have been prescribed. It is anticipated that an appeal or petition cannot be disposed of within a month of its submission, an acknowledgement or interim reply should be sent to the individual within a month. 4. Thus adequate instruction are available in the matter of submission of representations by the Government servants and treatment of the representations by the authorities concerned. As such submission or representations directly to higher authorities by passing the prescribed channel of communication, has to be viewed seriously and appropriate disciplinary action should be taken against those who violate these instructions as it can rightly be treated as an unbecoming conduct attracting the provisions of Rule 3 (1) (iii) of the CCS (Conduct) Rules, 1964. 5. It is requested that these instructions may be brought to the notice of all Government servants and appropriate disciplinary action may be taken against those who violate these instructions. DG (P) letter NO. 11013/7/99-Estt. (A) dated 01-11-99 ENCLOSURE -1 REPRESENTATIONS FROM GOVERNMENT SERVANTS ON SERVICE MATTERS -TREATMENT OF The undersigned is directed to refer to the Ministry of Home Affairs, Office Memorandum No.
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118/52-Estt. Dated the 30th April, 1952 on the subject mentioned above (copy enclosed for ready reference). It has been brought to the notice of the Ministry of Home Affairs that undue delay occurs very often in the disposal of representation from Government servants in regard to matters connected with the service rights or conditions which causes hardship to the individuals concerned. 2. The representations from Government servants on service matters may be broadly classified as follows: (i) Representation / complaints non-payment of salary / allowance or other dues; (ii) Representations on other service matters. (iii) Representations against the orders of the immediate superior authority; and (iv) Appeals and petition under statutory rules and orders (e.g., Classifications, Control and Appeal Rules and the petition, instructions). 3. In regard to representations of the type mentioned at (1) & (2) above, if the individual has not received a reply thereto within a month of its submission, he could address, or ask for an interview with the next higher officer for redress of his grievances. Such superior officer should immediately send for the papers and take such action as may be called for, without delay. 4. Representations of the type mentioned (3) above, would be made generally only in cases where there is no provision under the statutory rules or orders for making appeals or petitions. Such representations also should be dealt with as expeditiously as possible. The provisions of the preceding paragraph would apply to such representations also, but not to later representations made by the same Government servant on the same subject after his earlier representation has been disposed off appropriately. 5. In regard to the representations of the type mentioned at (4) above, although the relevant rules or orders do not prescribe a time limit for disposing of appeals and petitions by the competent authority. It should be ensured that all such appeals and petitions receive prompt attention and are disposed within a reasonable time. If it is anticipated that an appeal or a petition cannot be disposed of within a month of its submission, an acknowledgement or an interim reply should be sent to the individual within a month. 6. The instructions contained in Paragraphs 2 of the Ministry's Office Memorandum No. 118/52-Ests. Dated 30th April 1952, will stand modified to be extent
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indicated in the paragraphs 3,4 and 5 above. No. 25/34/68-Estt. (A) dated 20-12-1986 ENCLOSURE -2 REPRESENTATIONS FROM GOVERNMENT SERVANTS OF SERVICE MATTERS -ADVANCE COPIES Reference are frequently received in this Ministry enquiring whether the submission of advance copies of representations to higher authorities is permissible and as to the treatment that should be accorded to such copies. The matter has been carefully considered and the following instructions are issued for the guidance of all concerned. 2. Whenever, in any matter connected with the service rights of conditions, a Government servant wishes to press a claim or to seek redress of a grievance, the proper course for him, is to address his immediate official superior or the Head of his Office, or such other authority at the lowest level as he is competent to deal with the matter. An appeal or representation to a higher authority must not be made unless the appropriate lower authority has already rejected the claim or refusal relief or ignored or unduly delayed the disposal of the case. Representations to still higher authorities (i.e. those addressed to the president the Government or to Hon. Ministers) must be submitted through the proper channel (i.e. the Head of Office, etc. concerned). There will be no objection at that stage, but at that stage, to an advance copy of the representations being sent direct. 3. The treatment by the higher authorities of advance copies of representations so received should be governed by the following general principles: (a) If the advance copy does not clearly show that all means of securing attention or redress from lower authorities have been duly tried and exhausted, the representations should be ignored or rejected summarily on that ground, the reasons being communicated briefly to the

Government servants. If the Government servant persists in thus prematurely addressing the higher authorities, suitable disciplinary action should be taken against him. (b) If the advance copy shows clearly that appropriate lower authorities have been duly addressed and exhausted, it should be examined to as certain whether on the facts, as stated some grounds for interference or for further consideration appear, prima facie to exit. Where no such grounds appear, the representation may be ignored or summarily rejected, the reasons being communicated briefly to the Government servant. (c) Even where some grounds for interference or further consideration appear to exist, the appropriate lower authority should be asked, within a reasonable time, to forward the original representation, with its report and comments on the points urged. There is ordinarily no justification for the passing of any orders on any representation without thus ascertaining the comments of the appropriate lower authority. (d) Some Government servants are in the habit of sending copies of their representations, also to outside authorities, i.e. authorities who are not directly concerned with the consideration thereof (e.g. other Honourable Minister, Secretary, Members of Parliament, etc.). This is a most objectionable practice, contrary to official propriety and subversive of good discipline and all Government servants are expected scrupulously to eschew it. 5. Separate instructions exists in respect of officers of the All India Serves and these instructions do not apply to those officers. 6. It is requested that the above instructions may be brought to the notice of all Government servants. No. 118/52-Ests.Dated 30-04-1952

19. PRINCIPAL CPMG/CPMG SHALL BE THE REVISING AUTHORITY, WHERE THE APPELLATE AUTHORITY IS SUBORDINATE TO THEM
In exercise of the powers conferred by Clause (VI) of sub-rule (I) of Rule 29 of the Central Civil Services (Classification, Control and Appeal) Rules, 1965, the President hereby specifies that in the case of Government servant serving in the Department of Posts for whom the appellate authority is subordinate to the authority designated as the Principal Chief Postmaster-General or the Chief PostmasterVENTURE 170

General (other than the Chief Postmaster General of Senior Administrative Grade) of a Circle, the said Principal Chief Postmaster General or the said Chief Postmaster-General, as the case may be, shall be the revising authority for the purpose of exercising the powers under the said Rule 29. (G.I., Dept. of Posts, Notfn. No. C-11011/1/2001VP, Dated 29-5-2001).
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20. OFFICIALS UNDER SUSPENSION CAN BE ALLOWED TO FUNCTION AS DEFENCE ASSISTANTS
A question has been raised whether under the provisions of Rule 14 (8) of the CCS (CCA) Rules, 1965, a Government servant under suspension, is eligible to function as defence counsel, if his services are required by an accused official. The reply to the question is that he has ceased to be Government servant, and as such, an official under suspension has full right to work as defence assistant. This question was recently examined by the Kerala High Court and it was opined that there is no rule that a person under suspension is not entitled to assist another Government servant in enquiry proceedings. The above ruling may be kept in view while deciding similar cases. (D.G. P&T No. 201/45/75, Disc. 11, dated the 3rd July 1975)

21. ACTION AGAINST ABSCONDING OFFICIALS
The cases of loss and fraud are usually reported to the police and the officials involved are placed under suspension. A scrutiny of these cases reveals that some of the departmental officials are involved in such cases abscond and are not apprehended by the police. The official continued to be under suspension till they surrender or are apprehended by the police and prosecuted. This results in two things, firstly, the cases drag on for a long time and secondly, if when the absconding officials are apprehended and proceeded against they are required to be paid the subsistence allowance if they produce a certificate of non-employment. 2. After careful consideration it has been decided that in such cases the competent disciplinary authorities may take the following action:(a) A certificate should be obtained from the local police authorities to the effect that the whereabouts of the officials concerned are not known. This certificate should be placed on record in the concerned file. (b) A brief statement of allegations and charges should be prepared and kept on the file. (c) The disciplinary authority should himself record on the file the fact that the whereabouts of the officials concerned are not known and that the police authorities have also certified to that effect and therefore it is not reasonably practicable to hold the inquiry contemplated under Rule 14 of the CCS (CCA) Rules, 1965. The disciplinary authority can then take recourse to Rule 19 (ii) of CCS (CCA) Rules, 1965 wherein enquiry has to be dispensed with. Reasons for not holding enquiry should then be recorded in writing and the disciplinary authority should issue orders imposing such penalty as it deems fit. The allegations and charges have to be briefly discussed in the punishment order. Normally in such cases the punishment that could be meted out would be either removal or dismissal from service. (D.G., P&T's Letter No. 4-22/PT-72/INV dated the 4th July 1972)

22. DIES NON AND ITS EFFECT
The day can be marked as dies non by the leave sanctioning authority only under following three circumstances, (i) When the official remains absent from duty without prior information; (ii) When on duty in office, the official leaves the office without proper permission; and (iii) The official remains in office, but refuses to perform duty assigned to him. From the conditions mentioned above, it is clear that an official can be marked as dies nor even if he performs duty for a part of day in case he leaves office without proper permission or
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when he refuses to perform duties while remaining in office. But a day on which an official comes late and works throughout the day during office hours will not be marked as dies non. It is accordingly clarified that treating this day as dies non for coming late is not contemplated in the rules. The proper course in such cases would be to debit the casual leave account of the official as per instructions issued from time to time. (D.G. P&T's letter No. 10-44/79-PE.II dated 26th November 1979) 2. The existing instructions provide for deducting halfa-day's casual leave when a Government servant
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comes late without sufficient justification and the competent authority, which not considering it as a fit case for initiating disciplinary action, is also not prepared to condone the latecoming. Sometimes, it so happens that a Government servant who comes late without sufficient justification has no casual leave to his credit and it is not, therefore, possible to debit half-a-day's casual leave to his casual leave account. The question has, therefore, been raised by many Ministries and Departments, as to how such a situation to be met. 3. The matter has been examined in consultations with Ministry of Law, and it had been decided that if an official who has no casual leave to his credit,

comes late without sufficient justification and the administrative authority concerned is not prepared to condone the late-coming but does not, at the same time, propose to take disciplinary action, it may inform the official that he will be treated as on unauthorised absence for the day on which he has come late, and leave it to the official himself either to face the consequences of such unauthorised absence or to apply for earned leave or any other kind of leave due and admissible for the entire day, the same may be sanctioned by the competent authority. (G.I, M.H.A. (D.P. & A.R.), O.M. No. 28034/3/82 Ests. (A) dated the 5th March 1982)

23. WHO ARE COMPETENT TO INVESTIGATE INTO FRAUD AND LOSS CASES AND WHAT ARE THEIR MONETARY LIMITS?
On the basis of the deliberations of the heads of circles in July 92, it has been decided to revise the present monetary limits for handling of loss and fraud cases for conducting the investigation as under:Present limit Upto Rs. 5,000/Rs. 5,000/to Rs. 10,000/Rs. 10,000/to Rs. 20,000/Above Rs. 20,000/Revised limit Upto Rs.10,000/Rs. 10,000/to Rs. 25,000/Rs. 25.000/to Rs. 50,000/Above Rs. 50,000/-

Designation (A) IPO / ASPOs /IRM/ASRM (B) Divl. Supdts / Sr. Supdt. Of P.Os / RMS Chief Postmaster /Dy. PPM (Bombay andCalcutta GPOs) (C) Astt. Director / APMG (INV) in the Circle Office (D) Director Postal Services / Directors Calcutta and Bombay GPOs / Postmasters General Note:(i) Investigations into losses between Rs. 25,000/to Rs. 50,000/- in GPOs at Calcutta and Bombay will be got done by the Chief Postmasters General through ADPS / APMG (INV) of the Circle Office. (ii) This revision is being done to avoid delays in the investigation correctly noted at Circle / Regional level. 2. Hereafter, only those cases in which loss exceeds Rs. 50,000/- will be reported to Directorate. The cases upto Rs. 50,000/- will be disposed of at the level of CPMG / PMG. 3. In respect of current cases upto Rs. 50,000/already reported to the Directorate, no further reports need be sent to the Investigations Section of the Directorate. These cases will be technically closed in the Investigation Section of Directorate. These will now be pursued at Circle / Regional level. 4. However, in such of those current cases where initial loss does not exceed Rs. 50,000/-, the verification of the past work has not been completed,
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should it be discovered as a result of the verification of the past work that the loss involved has exceeded Rs. 50,000/- the same should intimated to the Directorate so that the case can be re-opened in the Investigation Section and brought on the current list of cases for monitoring their progress by the Investigation Section. 5. In respect of cases involving loss of Rs. 5,00,000/ - or more investigations from the Directorate may also be undertaken. However, cases with loss exceeding Rs. 5,00,000/- shall continue to be investigated and processed by the Circles. 6. Review of cases - Half yearly review reports of loss and fraud cases exceeding Rs. 50,000/- shall continue to be submitted to the Directorate. In respect of other fraud cases analysis of the cases, patterns of frauds if any found and any novel methods of defrauding the department should be reported to the Directorate. 7. Following procedure for review of cases upto Rs. 50,000/- in the Circle is prescribed to be followed:(a) Cases investigated by IPO / ASPOs/IRM/ASRM
A.I.P.E.U. GROUP - 'C'

upto Rs. 10,000/- will be reviewed by the Divisional Superintendents concerned or Sr/ Chief Postmaster and Dy. PM of Bombay and Calcutta GPOs as the case may be. (b) Cases investigated upto Rs. 25,000/- by the Divisional Superintendents / Sr/Chief Postmaster incharge Investigation will be reviewed in the circle office by the ADPS / APMG (INV) and submitted to the DPS for information and orders. As regards Bombay and Calcutta GPOs, the review in such cases will be submitted to the Director Bombay and Calcutta GPOs. (c) Cases investigated by the ADPS / APMG (investigation) of Circle Offices will be reviewed by the DPS and put upto PMG / CPMG for information and orders. 8. The investigation in the cases involving amounts over Rs. 50,000/- will be carried out by the Director and by the PMG. The assistance of the IFA or an

A.O. of the Postal Account Office or Regional office should also be taken with regard to investigations in these cases. It has to be ensured that investigation at Circle / Regional Office level are not delayed on the Pretext of non-availability of an Accounts Officer. 9. In cases where the loss exceeds Rs. 5 lakhs, Directorate may also undertake investigations at the discretion of Member Postal Services Board / Secretary (P) with the help of representative of IFA Branch. The investigations by the Directorate will not substitute the investigation by the Circles which is primarily their responsibility. 10. In every case where the loss exceeds Rs. 50,000/ - an intimation by telegram, telex or fax, wherever facility is available, should be sent in the first instance to ADG (Investigation). 11. Heads of Circles will maintain necessary statistical data in respect of loss / fraud cases pertaining to different Regions in the circle office. (DG (P) No. 8-5/92-INV dated 24-09-92)

24. DISCIPLINARY CASES SHOULD BE CLOSED ON THE DEATH OF THE CHARGED OFFICIAL
The Government has been receiving references seeking clarification whether disciplinary cases initiated against the Government servant under CCS (CCA) Rules, 1965, could be closed in the event of death of the charged officer during pendency of the proceedings. After careful consideration of all the aspects, it has been decided that where a Government servant dies during the pendency of the of the inquiry i.e. without charges being proved against him, imposition of any of the penalties prescribed under the CCS (CCA) Rules, 1965, would not be justifiable. Therefore, disciplinary proceedings should be closed immediately on the death of the alleged Government servant. 2. In so far as the persons serving in the Indian Audit and Accounts Department are concerned, this issues with the concurrence of the C & AG. (G.I., Dept. of Per. & Trg. O.M. No. 11012/7/99Estt. (A) dated 20-10-1999)

25. FIXING UP CONTRIBUTORY NEGLIGENCE
The responsibility of a Departmental or an ExtraDepartmental official in the matter of loss of Govt. money and property is stated in rules 204 and 204 A of P&T Manual Vol.III (1972 Edition). These rules are derived from general guidance in Appendix.II of compilations of General Financial Rules, Vol.II. However, the Director General has had occasions to observe that recoveries for loss are being effected even from officials remotely guilty of contributory negligence. This creates a feeling of frustration and insecurity and instead of aiming at efficient and proper service, the staff are prone to adopt a defensive posture of work. It is felt that instructions contained in the above rules are adequate but are not being implemented in the sprit of these rules. In dealing with a fraud case
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the primary consideration of some disciplinary authorities appear to be the question of recovery of the loss in fraud and some times supervisory officials who can only be remotely connected with the case are punished with recovery solely for this purpose. This need not be the case. The default or lapses of each official should be judged carefully to see if this offence merits recovery and or any other punishment. Pecuniary responsibility need not be fixed for mere routine at pretty lapses. For effecting recovery, negligency should be such as has been the direct or prominent cause of the loss to the Govt. and loss sustained was a probable consequence of that lapse. (DG Post No. 15-9/74-INV dated 10-02-1975)
A.I.P.E.U. GROUP - 'C'

26. RECOVERY FROM RETIRED OFFICIALS
Disciplinary proceedings can be initiated against a retired official in the manner provided in Articles 351 of CSR for the purpose of withholding or withdrawing a pension or any part of it either permanently or for specific period, and also for ordering recovery from pension and or DCRG of the whole or a part of any loss sustained by Govt. An enquiry under Rule 9 of CCS (Pension) Rules 1972 has to be held for recovery of pecuniary losses caused to the Govt. by negligence, on breach of orders by a retired official. The recovery of any amount from his pension or DCRG after the recovery of any amount from his pension or DCRG after the date of retirement can not be made under any circumstances without the express order of the President. (Rule 137 of P&T Manual Vol.III)

27. REALISATION OF LOSS FROM SUBSIDIARY OFFENDERS
Instructions for regulating the enforcement of responsibility for losses, etc. (a) The cardinal principle governing the assessment of responsibility is that every public officer should exercise the same vigilance. In respect of expenditure from public funds generally as person of ordinary prudence would exercise in respect of the expenditure and the custody of his own money. While, therefore, the competent authority may, in special cases condone an officer's honest errors of judgement involving financial loss, if the officer can show that he has acted in good faith and done his best up to the limits of his ability and experience, Personal liability shall be strictly enforced against all officers who are dishonest, careless or negligent in the duties to them. (b) In cases where loss is due to delinquencies of subordinate officials and where it appears that this has been facilitated by laxity of supervision on the part of a superior officer, the latter should also be called strictly to account and his personal liability in the matter carefully assessed. (c) (i) The question of enforcing pecuniary liability should always be considered as well as the question of other forms of disciplinary action. In deciding the degree of the officer's pecuniary liability it will be necessary to look not only to the circumstance of the case but also the financial circumstances of the officer, since it should be recognised that the penalty should not be such as to impair the Government servant's future efficiency.
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(ii) In particular, if the loss has occurred through fraud, every endeavour should be made to recover the whole amount lost from the guilty person and if laxity of supervision has facilitated the fraud, the supervising officer at fault may properly be penalised either directly by requiring him to make good in money a sufficient proportion of the loss or indirectly by reduction or stoppage of his increments of pay. (iii) It should always be considered whether the depreciated value of Government property or equipment lost, damaged or destroyed by the carelessness of individuals entrusted with their care (e.g. bicycles, calculators, a policeman's rifle, a touring officer's tent, a factory motor lorry, an engineer's instruments, etc.) should not be recovered from the delinquent official. The depreciated value of the stores may be calculated by applying the 20% depreciation in the case of vehicles, including cycles, and 15% in the case of calculating machines, on the reduced balance every year. The amount to be recovered may be limited to the Government capacity to pay. (d) When a pensionable Government servant is concerned in any irregularity or loss, the authority investigating the case shall bear in mind the provisions contained in Rules 9 and 69 of CCS (Pension) Rules 1972, as amended from time to time and immediately inform the Accounts Officer responsible for reporting on his title to pension / death-cum-retirement gratuity, and the Head of
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Office and it will be the duty of the later to make a note of the information and see that in accordance with the provision contained in Rule 69 of CCS (Pension) Rule 1972 gratuity / or death-cum-retirement gratuity is not paid before a conclusion is arrived at as regards the Government servant's culpability and final orders are issued thereon. (e) The fact that the Government servants who were guilty of frauds or irregularities have been demobilised or have retired and have thus escaped punishment, should not be made a justification for absolving those who are also guilty but who still remain in service. (f) It is of the greatest importance to avoid delay in the investigation of any loss due to fraud, negligence, financial irregularity, etc., should be the administrative authority require the assistance of the Audit Officer and / or the Accounts Officer, as the case may be, in pursuing the investigation, he may call on that officer for all vouchers and other documents that may be relevant to the investigation; and if the investigation is complex and he needs the

assistance of an expert Audit Officer / Accounts Officer to unravel it, he should apply forthwith for that assistance to Government which will then negotiate with the Audit Officer and / or the Accounts Officer concerned for the services of an investigating staff. Thereafter the administrative authority and the Audit / Accounts Authority shall be personally responsible within their respective spheres, for the expeditious conduct of the enquiry. In any case in which it appears that recourse to judicial proceedings is likely, the Special Police Establishment or the State Police should be associated with the investigations. (g) Depending upon the results of the inquiry, departmental proceedings and or prosecution shall be instituted at the earliest moment against the delinquent officials concerned and conducted with strict adherence to the Central Civil Services (Classification, Control and Appeal) Rules 1965, and other instruction prescribed in this regard by the Government. (Appendix 4 of the FHB Vol. I)

28. RECOVERY OF PECUNIARY LOSS CAUSED BY A GOVT. SERVANT CLARIFICATIONS REGARDING.
References are being received in this Department seeking clarification whether the instructions contained in DG P&T letter No. 3/313/ 70-Disc-I dated 17-8-1971 are applicable to Govt. servants serving in other Ministries/departments also. The DG P&Ts instructions mentioned above provide that recovery from the pay of a Govt. servant as a punishment for any pecuniary loss caused by him to the Govt. by negligence or breach of orders, should not exceed 1/3rd of his basis pay (i.e. excluding dearness pay or any other allowances) and should not be spread over a period of more than three years. However, no such limits have been prescribed in the statutory rules i.e. in Rule 11 (iii) of CCS (CCA) Rules 1965. The matter has been examined in consultation with the Ministry of Law. It was observed that the
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DGP&T instructions prescribed the procedure to effect the recovery of the amount levied as penalty in terms of Rule 11 (iii) of CCS (CCA) Rules 1965 and these procedural instructions cannot amend, supersede, or modify the substantive provisions of Rule 11 (iii) of CCS (CCA) Rules 1965. While it is expected that in imposing the penalty of recovery of pecuniary loss the disciplinary authority should not display such severity that a Govt.. servant suffers hardship disproportionate to his negligence/ misconduct that led to the loss, it is not necessary to fix a rigid limit for the purpose of such recovery. The DGP&T instructions would, therefore, be treated as unwarranted. Therefore, the implication of this OM is to recover the entire loss from the delinquent official but the recovery may be spread over till entire loss is recovered. (DG(P) No. C 11011/5/2000-VP dtd. 29-11-2000)
A.I.P.E.U. GROUP - 'C'

29. RECOVERY BE MADE IN CASE OF FRAUD
If the loss has occurred through fraud, every endeavour should be made to recover the whole amount lost from the guilty persons, and if laxity of supervision has facilitated the fraud, the supervising officer at fault may properly be penalised either directly by requiring him to make good in money a sufficient proportion of the loss or indirectly by reduction or stopping of his increment of pay. (Rule 204-A(4) Postal Man. Vol. III)

30. FIXING CONTRIBUTORY NEGLIGENCE / RESPONSIBILITIES
I am directed to refer to the subject cited above and to say that the penalty of recovery under Rule 11 (iii) of the CCS (CCA) Rules, 1972 can be imposed on a Government servant only when it is established that the Government servant is directly responsible for the act of negligence or breach of orders causing the financial loss. Rule 106, 107 & 111 of P&T Manual vol. III and Government of India Instructions No. 23 below Rule 11 are relevant in this regard. 2. The guiding principles for imposition of penalty of recovery as contained in the Government of India Instruction No. 23 below Rule 11 ibid are reiterated in the following: "In the case of loss caused to the Government, the competent disciplinary authority should correctly assess in a realistic manner the contributory negligence on the part of an officer and while determining any omission or lapses on the part of an officer, the bearing of such lapses on the loss considered and the extenuating circumstances in which the duties were performed by the officer, shall be given due weight." The above-mentioned instructions may be kept in view by the concerned authorities, while deciding cases relating to imposition of penalty of recovery. (DG Post No. C-32016/07/2006-VP dated 14-11-2006)

31. PENALTY OF RECOVERY
The amount of recovery of loss ordered as a measure of penalty can be reduced by the punishing authority at any later stage if it is found that the amount of loss sustained by the Government is less than that originally calculated. If, however, the loss is subsequently found to be nil, the case has to be reviewed by the competent authority for imposing an appropriate penalty. That authority will not, however, be competent to impose a penalty higher than that of recovery. (Rules 111 of P&T Man. Vol. III)

32. CONDITION OF RECOVERY
I. In the case of proceedings relating to recovery of pecuniary losses caused to the Government by negligence, or breach of orders by a Govt. Servant, the penalty of recovery can be imposed only when it is established that the Govt. Servant was responsible for a particular act or acts of negligence or breach of orders or rules and that such Negligency or breach caused the loss. II. In the case of loss to the Govt. the competent disciplinary authority should correctly assess in a realistic manner the contributory negligence on the part of an officer and while determining any omission or lapses on the part of an officer, the bearing of such lapses on the loss considered on the extenuating circumstances in which the duties were performed by the officer, shall be
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given due weight. III. The Maximum amount which may be recovered from a delinquent officer on account of loss caused to the Department through his negligence should be 1/3rd of his pay spread over a period of 3 years. For this purpose, only basic pay should be taken into account. In addition to the penalty of recovery, technically there is no bar to impose any statutory penalty if the circumstances of the case justify it. The punishing authority should however bear in mind that when more than one penalty is imposed, one of which is recovery of pay of the whole or a part of the loss caused to Govt. it should not be of such severity so to make impossible for him to bear the strain. (Rule 106, 107 & 108 of P&T Manual Vol.III)
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33. RESPONSIBILITY FOR LOSSES
Where owing to the negligence of a departmental employee or its agent including an E.D.A. or through the omission on his part to observe any rule as provided in the different Vol. of the P&T Manual or in PO guide, the department either by reason of the enquiry being impeded or frustrated directly or indirectly or for any other reason, is put to a loss of Govt. money or property he has to make good the loss of any money or property, or where the department losses money by embezzlement or fraud by any of its employees etc. any member of the staff or any agent who by his negligence, default or disregard of the rule has caused loss or has contributed to its occurrence either by reason of the enquiry being impeded or frustrated directly to indirectly or for any other reason may be required to make good the loss either, in full or in part as the competent authority may decide. (R 103 Vol-II)

34. HONEST ERRORS CAN BE CONDONED
The cardinal principle governing the assessment of responsibility is that every public officer should exert the same vigilance in respect of public expenditure and public funds generally as a person of ordinary prudence would exercise in respect of the expenditure and the custody of his own money. While therefore the competent authority may in special cases, condone an A question was raised on the exercise of powers of waival of prosecution by the addl. Postmaster General. A few circles, supporting the exercise of such powers by addl. PMG, suggested that these powers should be exercised by addl. Postmaster General only where the loss has been made good. II. After consideration of the issue involved, it is clarified that normally in all cases which involved an amount of more than Rs. 5000/- prosecution should be launched, irrespective of recovery of loss either in full or in part. The waival of prosecution should be considered only in case where there is no sufficient offender's honest error of judgement involving financial loss if the officer can show that he has acted in good faith and done his best upto the limits of his ability and experience, personal liability must be strictly enforced against all officers who are dishonest, careless or negligent in the duties entrusted to them. (Rule 204 A (1) Vol. III)

35. WAIVAL OF PROSECUTION
evidence for successful prosecution and consequent conviction of the principal offender. There is, therefore, no nexus between the waival of prosecution and the extent of loss made good by or on behalf of principal offender. III. (i) As regards the exercise of the powers of prosecution by the Addl. Postmaster General, it is made clear that in as much as the Addl. PMG have separate identifiable jurisdiction, there is no objection for them to exercise the powers of waival of prosecution, subject of course to other conditions, stipulated thereon. (DG (P) letter No. 8-5/RLG/8-INV dated 01-02-88)

36. REPRESENTATION AGAINST ADVERSE REMARKS
Only one representation against adverse remarks (including reference to 'warning' or communication of displeasure of the Government or 'repremand' which are recorded in the confidential report of the Govt. servant) should be allowed within one month of their communication. While communicating the adverse remarks to the Government servant concerned, the time limit should be brought to his notice. However, the competent authority may, in its discretion entertain a representation made beyond this time limit if there is satisfactory explanation for the delay. (DP & AR OM No. 21011/1/77-Estt. Dated 30-01VENTURE 177

78 and OM No. 31/14/60-Est. (A) dated 31-10-61. All representations against the adverse remarks should be decided expeditiously by the competent authority and in any case within three months from the date of submission of the representation. Adverse remarks should not be deemed to be operative if any representation filed within the prescribed limit is pending. If no representation is made within the prescribed time or once this has been finally disposed of, there should be no further bar to take notice of the adverse remarks. (DG & AR OM No. 21011/1/77-Estt. Dated 30-01-78)
A.I.P.E.U. GROUP - 'C'

37. PERIOD OF SUSPENSION TO BE TREATED AS DUTY IF MINOR PENALTY IS IMPOSED
Where departmental proceedings against a suspended employee for imposition of a major penalty finally end with the imposition of minor penalty the suspension can be said to be wholly unjustified in term of FR 54 B and the employee concerned should therefore be paid full pay and allowances for the period of suspension by passing a suitable order under FR - 54-B. (G.I. Department of Per & Trg. O.M. No. 11012/ 15/85 Est. (A) dated 03-12-1985)

38. PENAL RECOVERIES FROM DEPARTMENTAL OFFICIALS IN CASE OF LOSSES AND FRAUDS
1) If a supervising officer find a deficiency in the case or stamp balance of a Post Office or a record, the post master or treasurer or both in the case of PO or the Record clerk in case of record office should be called upon to produce the money or stamps. If the official or officials cannot do so and are unable to give a satisfactory explanation an inventory of the cash and stamps actually found should be drawn up and got signed by two independent witness and action should be taken as prescribed in the rules on the subject of criminal offences in Chapter IV P & T Man. Vol. II (Rule 217 of Vol-V) 2) Pecuniary recovery from DCRG is not a statutory penalty. In case where a Govt.. servant is due to retire shortly any amount of loss caused by him could not be recovered in full because of his pending retirement, final punishment order should be passed and the case referred to the Directorate for initiation of action under Rule 9 of CCS (pension) rules 1972. (DG P&T NO. 6/10/67-Disc, dated 14-4-69) 3) Penal interest in the amount defrauded by departmental official should be recovered at the rate of 2.5% per annum (compound) over and above the rate of interest fixed from time to time for the various types of accounts and savings certificates for the period during which the amount was defrauded. (DG P&T NO. 1-19/75-SB dated 15-10-75)

39. CLOSING OF CENTRAL GOVT. OFFICES OF CONNECTION WITH ELECTIONS TO STATE ASSEMBLIES ETC.
Forwarded herewith a copy of the Office Memorandum No. 12/14/99-JCA dated 22nd January 2002 received from the Ministry of Personnel, PG and Pensions (Department of Personnel & Training), New Delhi on the above mentioned subject for information and further necessary action. The said OM dated 22nd January 2002 may be brought to the notice of all concerned. The undersigned is directed to say that in the connection with the general elections to same of the State Assemblies etc. during February, 2002, the following guidelines may be followed for closing of Central Govt. Offices, including Industrial Establishments :(i) The relevant organizations shall remain closed in the notified areas where general elections to State Legislative Assemblies the scheduled to be conducted. (ii) In connection with bye-elections to Lok Sabha/ State Assembly, the Central Govt. Offices shall not be closed. However, such of the employees who are bona-fide voters in the relevant constituency should be granted special casual leave on the day of polling. (iii) Special Casual Leave may also be granted to an employee who is ordinary a resident of a constituency and registered as a voter but employed in any Central Govt. Organisation/Industrial establishment; located outside the constituency having a general/bye election. The above instructions may be brought to the notice of all concerned. (DG (P) No. 21-6/2001-PE-II, dt. 12-2-2002)

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A.I.P.E.U. GROUP - 'C'

10. RELAX - REFRESH RULING KNOWLEDGE A GIST OF SELECTIVE ORDERS
1. ELIGIBILITY FOR APPEARING IN DEPARTMENTAL EXAM - CASE OF EDAS SPECAILLY RECRUITED FOR DEPUTATION TO APS. i) It is to clarify that the EDAs who are appointed as Group D in APS are eligible for appearing in Postman's examination. ii) It is also clarified that henceforth the EDAs who are Group D of APS will also be eligible to sit as EDA in the clerical examination as per the existing provision whereby 50% vacancies in clerical cadre are to be filled by promotion through Departmental examination failing which the unfilled vacancies shall be offered to EDAs of recruiting division or units. (DG(P) No. 44-4/96-SPB I dated 25-6-96) 2. Retention of Rent free quarters during leave exceeding on one month should be recovered : (DG P&T No. 22-26/57/P&A/NB, dt. 16-12-59) 3. COUNTING LEAVE FOR INCREMENT ANNUALLY FOR THE PURPOSE OF FR 26(C) 1) From 19-4-1952 Periods of E.L. upto a maximum of 120 days taken at a time. 2) From 26-12-61 All kinds of leave excluding EXOL. 3) From 22-10-1963 All kinds of leave excluding EXOL taken otherwise than on Medical Certificate (G.I. M.F. U.O. 8276-E-III (A)/63, dt. 23-12-1963) 4. UNAVAILED JOINING TIME TO BE CREDITED IN E.L. ACCOUNT : If an official joins the new post on transfer without availing the full joining time, the unavailed period is to be credited to his earned leave account subject to the following conditions : i) He is ordered to join the new post without availing full joining time or ii) He proceeds alone to the new place of posting and takes his family later within permissible time for claiming TA for the family and iii) The total including this credit does not exceed 240 days. (Rule 26 (i) (a) (iii) 5. REGULATION OF ALLOWANCES DURING LEAVE : i) DA : On the amount of Leave salary.
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6.

7.

8.

9.

ii) HRA & CCA : During the period of leave not exceeding 180 days and during LPR, these allowances are admissible at the same rates at which they were drawn before proceeding on leave. Drawal of these allowances during the leave period in excess of 180 days is subject to furnishing of the prescribed certificate by the official. iii)Conveyance allowance : Not admissible during leave and holidays prefixed or suffixed to leave. DIES NON- LEAVE CREDIT : While affording advance Credit of EL the periods of 'Dies-non' be given similar treatment as given to EXOL. (DG No. 51/35/75-SPB-I dated 17-10-77) ENCASHMENT OR LEAVE ACCUMULATED IN APS: It has been decided that leave accumulated in APS can be brought forward on repatriation (of staff) to the Dept. of Posts but such brought forward leave shall be allowed to be carried forward for encashment of leave at the time of retirements/superannuation and not for availment subject to the maximum limit (prescribed for encashment) under the CCS (Leave) Rules. The leave so accumulated in service in APS should be kept in a different record and a remark should be made in the Service Book indicating that this amount of leave was not availed of in APS and will be treated as leave for 'Leave encashment' only subject to limits prescribed for encashment from time to time. (Dte. Lr. No. 87-1/87-SPB-II, dt. 16-2-88) ABSENCE AFTER EXPIRY OF LEAVE : "A Govt. Servant who remains absent after the expiry of leave granted is entitled to No Leave Salary unless the leave is extended by the competent authority. Such period of absence shall be debited against the half-pay leave to his credit. If the period of such absence exceeds the half pay leave to his credit, the excess period shall be treated as extraordinary leave. (Rule 25) NB: No leave salary is payable. LEAVE NOT DUE : Grant of L.N.D. is in order even if there is credit under EL account vide AG, MS. No. Trg. 12-4/A/ 59-60/492 dt. 24-12-1959 Sl. 213 in file L 25 RLR. LND can be granted only on Medical grounds
A.I.P.E.U. GROUP - 'C'

10.

11.

12.

13.

i)

ii)

14.

and not for Private affairs. (Dept. of Per. & Trg. OM No. 11012/1/85Estt. (L) dt. 20-6-88) EL UPTO 180 DAYS CAN BE AVAILED IN ONE SPELL : The present ceiling of 120 days for availing of EL in one spell under Rule 26(2) of CCS Leave Rules 1972 may be increased to 180 days. (OM :11014/3/89-Estt(L) dt. 12-12-90) MATERNITY LEAVE COMBINED WITH LEAVE OF ANY OTHER KIND : Maternity leave may be combined with leave of any other kind. Notwithstanding the requirement of production of Medical Certificate contained in Rule 13 and Rule 14, leave of the kind due and admissible (including commuted leave for a period not exceeding 60 days and leave not due) upto a maximum of one year, pay if applied for be granted in continuation of Maternity leave granted under sub rule (1) (Dept. of Per. & Trg.No. 1109/11/88-AIS (III), dt. 29-3-89) FEMALE EMPLOYEES AVAILING MATERNITY LEAVE FOR MTP NOT ENTITLED FOR SPECIAL CL : Female Govt. Servants undergoing salpingectomy operation alongwith Medical termination of pregnancy will be entitled to six weeks Maternity leave. Such female Govt. servants who avail of this facility of Maternity leave would not be entitled to additional 14 days or Special Casual Leave. (Dept. of Per. & Trg. OM No. 28016/1/91Estt.(A) dt. 13-5-92) SECOND MEDICAL OPINION : TA/DA as on tour for Journeys and halt in connection with Second Medical Opinion : The Govt. have agreed for payment of daily allowance for period of halt at Outstation to the following conditions : The payment to daily allowance shall be made for a maximum period of two days, calculated as on tour. The employees should be sent for second Medical opinion only in genuine cases and particularly when the employee is habitually on leave on Medical grounds. (G.I. M.F. O.M. No. 19043/2/89-E-IV, dt. 30-5-90) GRANT OF SPECIAL CL TO WOMEN CENTRAL GOVT. EMPLOYEES WHEN THEIR HUSBAND UNDERGO VASECTOMY
180

15.

16.

17.

18.

OPERATION: It has now been decided that special casual leave for one day, on the day when their husbands undergo Vasectomy operation, may be given to women Central Govt. employees, to enable them to attend on their husbands. (DG (P) No. 14-3/88 Medical, Dt. 23-6-88) UPTO 90% OF GPF CAN BE WITHDRAWN WITHOUT ANY REASON DURING THE LAST YEAR OF SERVICE : The competent authority to grant part final withdrawals under the GPF (CS) Rules may now sanction part final withdrawals upto 90% of the balance at Credit in case it is applied for within twelve months before retirement on superannuation. This facility will be available only once to a subscriber. The subscribers will not be required to assign any reason for applying for such part withdrawals. (Dept. of Pen. & PG No. 20(26)-P & PW/88-E, dt. 16-7-90) NO WITHDRAWAL/ADVANCE IN GPF IN LAST THREE MONTHS BEFORE SERVICE : As contemplated in MOP PG & Pen. Lr. No. 13(3)-Pen/85 dt. 31-1-86, no temporary advance should be sanctioned during the last three months of service. No part final withdrawal should also be permitted during this period except in exceptional circumstances in which case this may be sanctioned only with the approval of the head of the Deptt. (DPA MS No. 1515 to 1617/GPF I/Pt.I/F.24, dt. ....11-87) DISBURSEMENT OF MONTHLY PAY AND ALLOWANCES. "When the last working day of a month except the month of March happens to be a holiday of the Bank with which the Post Office is placed in funds, the Salaries of all Postal Employees whose salaries are drawn in the establishment bills of that post office, as well as of those employees whose Salaries are drawn in the establishment bills of the units which draw cash for payment of Salaries to its employee by presenting bills at the post office, shall here afterwards be paid on the previous day." (DG P&T No. 21/54/79-PAP/CPT, dt. 18-11-1981) AGE RELAXATION FOR WIDOWS, DIVORCED WOMEN AND WOMEN SEPARATED FROM THEIR HUSBANDS The upper age limit in the case of widows,
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19.

20.

21.

22.

divorced women and women judicially separated from their husbands who are not remarried shall be relaxed upto the age of 35 years. (Upto 40 years for Members of SC/STs) for the purpose of appointment of Group C & D Posts. The age relaxation will also apply even for appointment to Group A and B posts except where recruitment is made through open Competitive examination. (Dept. of Per. & Trg. OM No. 15012/1/87EST(D), dt. 5-10-90) DIRECT RECRUITMENT TO THE CADRE OF POSTAL ASST.: It has been decided that henceforth it need not be insisted that the candidate should have registered himself with an employment exchange in unit of recruitment. It is enough if he has registered himself with any one of the employment exchange in the state where the unit of recruitment is located. (DG (P) 60-52/90-SPB-I, dt. 16-8-91) CONCESSION GIVEN TO EX. SERVICEMEN It is clarified that the relaxation of educational qualifications granted to ex-servicemen for entry into services envisaged in this Dept's notification of even number dt. 12-2-86 shall also apply for the purpose of promotion to the higher grade subject to the condition that no qualifications higher than which prescribed for entry in the feeder grade is laid down for the purpose of such promotion. (MOP, PG&Pen. (DoP) OM No. 14023/1/90Estt.(D), dt. 21-5-91) SENIORITY FROM THE DATE OF APPOINTMENT AND NOT WITH REFERENCE TO DATE OF CONFIRMATION Seniority of a person regularly appointed to a post according to rule would be determined by the order of merit indicated at the time of initial appointment and not according to the date of his confirmation. Effective from 4-1-92. Seniority already determined on the principles prior to issue of this OM will not be reopened. Ministry of Home affairs OM No. 9/11/5-RPS dt, 22-12-59 and D.O.P. O.M. No. 20011/5/90EST(D), dt. 3-7-86 stand modified. (DOP OM NO. 2001/5/90-EST(D) dt. 4-11-92) VERIFICATION OF SERVICE BOOK BY OFFICIALS According to DG's instructions below SR 202, it is incumbent on every Govt. servant to see that his service book is properly maintained and in token of every scrutiny and acceptance of entries
181

23.

24.

25.

26.

27.

in the SB, the official should sign his name in the relevant column of SB. It is observed that the provisions of the above rules are not strictly followed. It is therefore requested that the SB's are periodically verified by the officials and in token of having accepted the entries made therein, the officials should sign in the SBs. (DG P&T No. 127/3/80-SPB-II,d t. 20-2-81) JOINT REPRESENTATION FROM GOVT. SERVANTS TO BE VIEWED AS SUBVERSIVE OF DISCIPLINE It has been held that making of Joint representations by Govt. servants should be viewed as subversive of discipline and such representations should not, therefore, be entertained. Every Govt.. servant making a representation should do so separately and his own name. (Min. W.H. & S.A.V. No. 305, dt. 21-2-67) SUPPLY OF SPECIAL TYPE OF SHOES FOR ORTHOPAEDIC HANDICAPPED EMPLOYEES It has been decided to allow the special type of shoes to orthopaedically handicapped employees of the eligible categories (based on competent Medical Certificate) and to delegate powers to the Head of Offices for supply of such shoes in place of normal shoes/chappals, as part of Uniform. (MOP) PG & Pension OM No. 14/8/86-JCA, dt. 22-1-87) WHETHER PROPORTIONATE REDUCION OF WASHING ALLOWANCE BE MADE FOR THE LEAVE UNDERTAKEN "It will be for the Ministries, Departments and offices to satisfy themselves that the allowance is actually spent for the purpose for which it is granted. No deduction, whatsoever, of washing allowance need be made for the period of any leave undertaken by the employee concerned. (MHA DOP & AR No. 14/14/80-JCA, dated 21-5-87) CASH ALLOWANCE TO CASH OVERSEER: No Cash Allowance is admissible during leave to cash overseers. (DG No. 8-33/79-PAP, Vol.I dt, 8-9-84) PAs/OAs OFFICIATING AS SETNO : (with working knowledge) who are officiating as Steno are eligible only for Special Pay of Rs. 20/- p.m. PAs/OAs with qualification in the exam of Technical Educations Dept. may be paid cadre pay of Steno. (DG's No. 7-59/73-PE-I, dt. 20-8-73)
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28. WASHING ALLOWANCE : No deduction whatsoever of washing allowance need be made for the period of any leave taken by the employees concerned. 1. (OM No. 14/4/80-JCA,dt. 21-5-81) 2. Para 9 of DOP & Trg. OM No. 14/8/90-JCA, dt. 29-6-90) 29. SPECIAL PAY TO CASHIERS: Cash disbursed to Gazetted Officers will be taken into account. Monthly cash disbursed excludes payment by cheque. Receipts should not be taken into account. (DOPT No. 6/31/86-Estt (Pay II) dt. 29-7-86) 30. GRANT OF SPECIAL PAY - ACCEPTANCE OF SECURITY BOND : The special Pay may be granted from the date of issue of the orders of appointment as Cashiers or from the date of risk is covered through one of the accepted form of security whichever is later. However the special pay will be released only after the cashier has furnished security/ fidelity bond to the Head of Department. (DG (P) No.1-10/86-PAP, dt. 18-8-89) w.e.f. 1-1-86 31. WELFARE OFFICER ASKED TO MEET FAMILY OF DECEASED GOVERNMENT SERVANT In pursuance of one of the recommendations of the Study Report on "The Welfare Measures for the Central Government Employees on Employment on Compassionate Grounds", the Department of Personnel and Training has issued instructions to the Welfare Officers of various Ministries/Departments vide their OM dated July 29, 1998 to meet members of the family of a deceased Government Servant immediately after his death to advise and assist them in getting appointment on compassionate grounds. The applicant is to be called in person at the very first stage and advised in person about the requirements and formalities to be completed by him. 32. T.A. ENTITLEMENT FOR BRINGING FAMILY SUBSEQUENT OF TRANSFER Only the fare by the entitled class for both onward and return journey is admissible to the Govt. Servant for the journey to old station to bring the family. There is no provision for allowing mileage allowance or DA for the period of journey. (M.F. O.M. No. 19030/5/86-EIV, dt. 24-11-86) 33. UTILISATION OF HOLIDAYS/OFF DAYS FOR JOURNEY PERIOD IN CASE OF TRANSFER FROM ONE STATION TO ANOTHER OF AN
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34.

35.

36.

37.

OFFICIAL AT HIS OWN REQUEST It has now been decided that in such cases intervening holidays may be deemed to have been availed of by the Govt. servant as 'holidays' and he may not be required to take leave for such holidays/holiday. (MOP PG & Pension (DOP & Trg.) OM No. 19011/16/88-Estt (Allowance), dt. 15-12-88) JOINING TIME TO OFFICIALS ON RETURN FROM APSTO THE DEPT. OF POSTS An official reverting from APS may join his parent unit and may subsequently be transferred to station of his choice. On reversion to parent units, he is entitled to joining time. The mere fact that he has been posted to a station of his choice straight from APS should not be deprived him of the normal joining time admissible to him. (ADG of APS, ND No. 90004/APS-IE/R-381, dt. 21-9-88) MATERNITY LEAVE According to Rule 43 of CCS (Leave) Rules, a female Govt. servant can be granted maternity leave with full pay upto three months, obviously the rule was framed to help the working mothers who are married. Maternity in case of spinsters or widows is against the moral and social values in India. But when a doubt was raised the rule making authority issued clarifications that any expectant mother, be she married, unmarried or widow should get maternity leave as the rules say "Female Govt. Servant". The only condition is that the Govt. servant should be a female. FAMILY PENSION TO WIDOW WHEN SHE GOT CHILD Rule 54(6) of CCS (Pension) Rules make provision for discontinuance of family pension to the widow of the deceased employee on remarriage. A peculiar case arose where the widow of a deceased employee got a child and the question of stoppage of family pension arose. The ministry of Law gave a decision that though the widow has got a child, there was no proof of her remarriage. Hence family pension could not be stopped. (G.I. M.F.U.O. No. 3006 EV(51, dt. 11-5-1951). PENSONER MARRIED AFTER RETIREMENT "If a pensioner married after retirement, the wife of such a pensioner and children born as a result of such marriage will not be eligible to family pension." The said rulings was confirmed in CAT Hyd. in case of B. Narayana Rao, Vs. Union of India
A.I.P.E.U. GROUP - 'C'

(1988) ATC 929 as Rule denying family pension to spouse married after Govt. servant's retirement is valid and is not violative of Act 14. 38. FAMILY OF A FEMALE GOVT. SERVANT FOR LTC A female employee has a choice to include, in her family either her parents of parents in law (wholly dependent on her and residing with her) for the purpose of medical reimbursement. But the provision in the LTC rules are different. Under LTC Rules a female Govt. servant can include her dependent parents in her family and not the parents-in-law. Both the husband and the wife are Govt. employees and the husband opted to be included in the family of his wife for the sake of LTC. The husband has got dependent parent and obviously he is responsible for their LTC. But the wife cannot include her parents in law in the family. 39. DRAWAL OF HRA BY HUSBAND & WIFE WHEN BOTH OF THEM ARE GOVT. SERVANT No restriction should be imposed on the only ground that husband/wife is also a Govt. servant and is living together in the hired/owned accommodation. In such cases normal amount of HRA may be granted to them. (G.I. M.F. O.M. No. F/11015/2/87-E II (B), dt. 8-11-88) 40. DATE OF DEATH - TREATED AS DUTY If the Govt. Servant was on duty on the previous day and was not on leave on the date of death, the date of death should be treated as duty. If he is on leave on the date of death, that day should be treated as leave. Working day means a live day i.e. family Pension/death gratuity will become payable from the day following the date of death. In other words, the date of death of a Govt. Servant is the last day in service. Pensionary benefits start from the next day. CCS (Pension) Rules No. 5 (2) 41. REVISED TIME LIMIT FOR GRANT/REFUSAL OF PERMISSION UNDER THE PROVISIONS OF CCS (CONDUCT) RULES The following time limits for granting or refusing permission has been prescribed with immediate effect. S.N. Rule Provision relating to Time limit 1. 8 (2) Connection with press or radio 13 (4) Gifts 30 days 18 (2) Transaction in movable and 18 (3) immovable property.
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19 (1) Vindication for acts and character of Govt. servant 6 weeks 3. 18 (a) Transactions in immovable property outside India or with foreigners. 60 days In the event of failure on the part of competent authority to communicate its decision within the time limits, the employee shall be free to assume that permission has been granted to him. (Dept. of Per. & Trg. OM No. 11013(2)/88-Estt. (A), dt. 7-7-88) 42. CHANGE OF HOME TOWN DECLARATION There is no rule contemplating automatic change of home town of female Govt. servants on their marriage. Home town of such Govt. servants could be changed under the normal rules only i.e. by making a declaration for this purpose. It is not mandatory that the wife should choose the home town of the husband as her own. The husband of a female Govt. servant can also choose the Home town of his wife as his own after his marriage. 43. TRANSFER OF OFFICIALS AT THEIR OWN REQUEST LEAVE IS NOT REQUIRED The question whether the Govt. servant is required to take regular leave to cover such holidays has been under consideration and it has now been decided that in such cases intervening holidays may be deemed to have been availed of by the Govt. servants as 'Holidays' and he may not be required to take leave for such holiday/ holidays. (Dept. of Per. & Trg. OM No. 19011/6/88Estt(All), dt. 15-12-88) 44. BENEFIT OF INCREMENT FALLING DUE DURING LEAVE PERIOD IN THE CASE OF DEATH WHILE ON LEAVE If the normal date of increment of a Govt. servant falls during a period when he remains on EL/Com. Leave/HPL/LND, the benefit of such increment is actually paid to him only from the date he joins duty on expiry of leave though the actual date of next increment remains unaffected. In case a Govt. servant dies while on leave the leave salary may be allowed to the members of his family giving the benefit from the date actually due for his increment without waiting for rejoining. (O.M. No. 16/13/88-Estt. (Pay-I) dt. 6-2-89 of DOP & Trg.) 45. PAYMENT ON AUTHORITY CAN BE MADE TO OUTSIDER OR GOVT. EMPLOYEE ALONE
A.I.P.E.U. GROUP - 'C'

2.

46.

47.

48.

49.

Rule 243(1) of P&T FHB Volume I provides for payment through a messenger. It does not impose any condition that the messenger authorised to receive payment on behalf of the Govt. servant should also be an employee of the Dept. Payment is authorised in such cases only after the official, authorising payment, satisfies himself with the genuineness of the signature of the payee and bonafide of the messenger. UNION FUNCTIONARIES OF J.C.M. SHOULD NOT BE SHIFTED FROM MAIN ADMINISTRATIVE OFFICE TO SUBORDIANTE OFFICE It is suggested that except for special reasons, Union Functionaries should not be posted outside the main office of the cadre/Ministry/Dept. (including other offices by buildings). 'Union Functionaries' for this purpose would be the President and General Secretary of the Branch Unit of the recognised Union/Association who are members of the Staff Council. (G.I. M.P.P.G. & P. O.M. No. 27(7)/88-CS IV, dt. 19-8-88. STAMP DUTY ON MORTGAGE DEED/DEED OF RECONVEYANCE EXECUTED BY EMPLOYEES WHO AVAILED H.B.A. HAS TO BE BORNE ONLY BY THE EMPLOYEE AND CANNOT BE REIMBURSED It is therefore clarified that the stamp duty on the aforesaid documents wherever charged, has to be borne by the loanee Govt. Servant and reimbursement thereof is not admissible. (M.U.D. O.M. No. 1.17015/4/89/H. III, dated 28-2-89) SUFFIXING HOLIDAYS AFTER MEDICAL LEAVE If an employee is certified medically fit, holiday, if any succeeding the day he is so certified (including that day) shall automatically be allowed to be suffixed to the leave. This indicates clearly that if one is certified medically fit on Sunday/Holiday and if he joins duty on the F.N. of the next working day, the day (Sunday/Holiday) shall be treated suffixed to his leave. (CCS Leave Rules 22 I (ii) (b) HEADS OF CIRCLES IN DEPT. OF POSTS EMPOWERED TO RELAX THE UPPER AGE LIMIT FOR APPOINTMENT ON COMPASSIONATE GROUNDS It has now been decided that the cases for appointment an compassionate grounds
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requiring relaxation of the upper age limit may henceforth be decided by the circle selection committees. It is also clarified that these powers are to be exercised only in respect of cases which are not more than 5 years old and in which there is no earning member in the family. (Dept. of Posts No. 24-296/86-SPB-I, dt. 21-4-89) 50. NO OPTION TO REVERT TO LOWER POST IN LIEU OF PREMATURE RETIREMENT If a Govt.. servant is found to be ineffective and therefore not fit to continue in the post, he may be allowed to continue in the lower post from where, he promoted. The notice usually given after completion of 50/55 years age or 30 years qualifying service can be withdrawn for those and permitted to work in lower post and would be eligible for promotion alongwith others on completion of two years in lower post. It is now decided that if a Govt. servant is not found fit to continue in the post either on grounds of ineffectiveness or because of doubtful integrity, he shall be retired forthwith from the service. The provisions regarding grant of an option to revert to the next lower post from which he was promoted accordingly stand rescinded. (Dep. of Per.& Trg. OM No. 25013/11/87Estt(A), dt. 12-8-89) 51. CLAIM FOR TREATMENT OUTSIDE THE HEAD QUARTERS FROM R.M.P.S APPOINTED AS AMAs NOT REIMBURSABLE A Govt. official and/or entitled members of the family going outside their normal duty station for any reason and require medical treatment, they should obtain the treatment from the nearest Govt. & other Hospitals recognised under CS (MA) Rules that is the Govt. officials and/or their entitled family members are not entitled for taking treatment from the private medical practitioners appointed as A.M.As outside their normal duty station. (C & AG of India No. 445-Audit I/17/87/ III-90(86) dt, 10-8-90) 52. UNIFORM TO EMPLOYEES WHO ARE DUE TO RETIRE i) No uniform be issued to Group C & D employees who are due to retire within three months from the date they become eligible for uniforms. ii) One set of uniform may be issued to such of those employees who are due to retire within one year (not less than 3 months).
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iii) Complete set of uniforms may be issued to such of those employees who are due to retire after one year from the date they become eligible. (Dept. of Per & Trg. OM No. 14/7/90-JCA, dt. 24-7-90) 53. LEAVE SALARY ADVANCE FOR COMMUTED LEAVE According to Rule 42 of FR, SR Part-II leave Rules, the leave salary advance is to be granted to a Govt. servant who proceeds on leave of any kind for which he is entitled to leave salary. 54. CLARIFICATION ON PAYMENT OF CONVEYANCE ALLOWANCE TO ORTHOPAEDICALLY HANDICAPPED EMPLOYEES It is clarified that one eyed man could not be compared with an orthopaedically handicapped person with disability in one of their limbs, as these are two different cases and should be viewed and estimated with two different procedures. Moreover, conveyance allowance is granted only on the estimation of disability by the competent medical authority. (C &AG No. 26Audit I/31-87/III/91(5), dt. 15-1-91) 55. LTC CLAIM FOR SPOUSE, IF MARRIED DURING GRACE PERIOD The provisions contained in Rule 10 of CCS (LTC) Rules 1988 says that 'a Govt. servant who is unable to avail of the LTC within a particular block of two years or four years may avail of the same within the first year of the next block of two years or four years'. In the case of spouse if married during grace period, the LTC is not supported by rules and shall not be eligible. 56. LEAVE TO FEMALE GOVT. SERVANT ON ADOPTION OF CHILD A female Govt. servant on her adopting a child, may be granted leave of the kind due and admissible (including commuited leave without production of medical certificate for a period not exceeding 60 days and LND upto one year subject to the following conditions. i) The facility will not be available to an adoptive mother already having two living children at the time of adoption. ii) If the age of the adopted child is less than one month, leave upto one year may be allowed. iii) If the age of the child is six months or more leave upto 6 months may be allowed. iv) If the age of the child is 9 months or more, leave
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57.

58.

59.

60.

61.

62.

63.

upto 3 months maybe allowed. (G.I. Dep. of Per. & Trg. No. 13026/2/90Estt.(L) dt, 22-10-90) MC AND FC -NOT NECESSARY FROM THE SAME DOCTOR The rules do not envisage that the fitness certificate should be given by the same doctor who gave the medical certificate. LEAVE CONVERSION NOT A MATTER OF RIGHT Conversion of one kind of leave already availed into another kind is solely the discretion of the leave sanctioning authority and cannot be claimed as a matter of right by the official. CHILD ADOPTION LEAVE Female employees with less than two surviving children can avail 'Child Adoption Leave' upto 135 days on adoption of a child upto 1 year. (DoP&T OM No. 13018/4/2004-Estt. (L) dated 31-03-06) ADVANCE - INTEREST RATES 2005-06 Interest rates for advances for 2005-06. Motor Car & personal computer -- 11.5%; Motor Cycle, Scooter - 8%; Cycle, worm clothing, Table fan - 5.5%. (MOF (DEA) O.M. No. 5-2-B(PD)/2006 dated 18-09-2006) CGHS -- ENTITLEMENT OF TRANSFEREES Family members, residing in the CGHS areas of Government servants transferred out of CGHS areas entitled to CGHS facilities upto six months from the date of transfer on payment of CGHS contribution in advance for that period. (MH & FW OM No. 4-36/99-C&P/CGHS (P) dated 1-7-2005) LEAVE ENCASHMENT ON COMPULSORY RETIREMENT The employee who has been compulsorily retired as a measure of punishment and imposed a penalty of reduction of pension can be allowed leave encashment for the leave at his credit. (DoP&T OM No. 14028/1/2004-Estt (L) dated 13-02-2006) DRAWAL OF INCREMENT The increment is drawn from the first day of the month in which the date of increment falls, provided the employee is on duty on that day. If he is on leave on the first & subsequent days of the month of the increment, his increment will be drawn from the date of his joining duty. (M.F. O.M. No. F1 (22) -E.III (A)/73 dated 24-08-74 & 15-11-74)
A.I.P.E.U. GROUP - 'C'

HRA / CCA AT OLD RATES DURING J.T. SUSPENSION ETC. During Joining Time, HRA / CCA is allowed at the rates applicable to old station. During suspension, it will be drawn at the rate it was drawn before suspension, on Temporary Transfer upto 90 days at the rate of old Head quarters; After 90 days at the rate of new Head quarters. During leave HRA / CCA will be drawn as before proceeding the leave. If resigned while on leave, the entire HRA / CCA will be recovered. If dies or invalidated, no recovery for leave period need be made. (MoF OM No. 2 (37) E-II (B) /64 dated 27-11-65) 65. INCREMENT TO T/S GROUP D (i) The casual labourer with temporary status are entitled wages at daily rates with reference to minimum pay scale and allowance of regular Group D. (DoP &T OM No. 49014/5/2004-Estt (C) dated 31-05-04). (ii) His increment will be admissible as applicable to Group D subject to performance of duty for atleast 240 days in the year from the date of grant of temporary status. (DOP&T OM No. 49011/2/97-Estt. (C) dated 24-10-97) 66. FIXED MEDICAL ALLOWANCE TO PENSIONER Postal Pensioners, who were not CGHS beneficiaries while in service, but residing in CGHS area where there is no P&T dispensary, are entitled to draw medical allowance of Rs. 100/ p.m. (DG (P) No. 4-3/98-Pen (Pt. IV) dated 06-10-99) 67. FIXED MEDICAL ALLOWANCE Employees working in the interior / remote localities where no AMA is available within a radius of 5 kms are entitled of fixed medical allowance of Rs. 100/- p.m. (Dept. of Health OM No. S-14025/33/98-MS dated 18-01-99) 68. SPECIAL LEAVE FOR CONTAGIOUS DISEASE If a Government employee is suffering a contagious disease, the competent authority may direct him to undergo a medical examination within maximum one month and may, if it considers it essential to do so, also direct him to proceed on leave forthwith pending medical examination. Such leave shall
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not be debited to the leave account of the employee even if the medical authority subsequently opines that such leave was not required. (DoP&T No. 11014/1/99-Estt. (A) dated 19-07-2002) 69. NO GPF FOR T/S GROUP D No deduction towards GPF shall be effected from the Temporary status casual labourers w.e.f. 01-01-04 onwards and the amount lying in their GPF accounts, shall be paid to them. (DO P&T OM No. 49014/1/2004-Estt. (A) dated 26-4-04) 70. NO RECOVERY FROM GPF Any dues to the Government from the Govt. employee including any amount misappropriated is not recoverable from the final payment of PF accumulation to the employee. (F.D. No. D/5439-R II/28 dated 29-10-38) 71. MPCM ALLOWANCE The officials working on the multipurpose counter machines in post offices are entitled for drawal of Machine Allowance of Rs. 100/per month as per letter No. 43-3/93-PMR (Pt. II) dated 17-01-97. However the allowance is not admissible to employees working on computers and computer related jobs. (DG (P) No. 43-3/97-Tech dated 21-10-97) 72. DEPENDENCY -- MONETARY LIMIT The monetary limit of income for purposes of dependency has been raised to Rs. 1500/- p.m. (MOF OM No. 11046/2/E.IV/98 dated 19-03-99) 73. TA / DA FOR SECOND MEDICAL OPINION Any employee who has been asked to proceed to some other station for second medical opinion is allowed:(i) TA for the journey period. (ii) DA for a maximum period of two days, calculated as on tour. This facility is allowed only in cases of second medical opinion for grant of original leave and not for extension of leave. (OM No. 19043/2/89-E.IV dated 30-05-90) 74. TA FOR DEPARTMENTAL ENQUIRY TA shall be allowed as on tour for attending departmental enquiry against the employee. However, no TA shall be allowed if the enquiry is held at a place other than his headquarters expressly at his own request. (MOF OM No. F S(30) --E.IV (B) /67 dated 28-11-67)
A.I.P.E.U. GROUP - 'C'

75.

76.

77.

78.

79.

80.

TA FOR COURT CASES TA as on tour shall be allowed for attending police / court for enquiry against the employee. TA as on tour shall be allowed during suspension for attending court case as an accused, wherein the employee is later acquitted and reinstated in service. (MOF OM No. 5 (13) -14/59 dated 28-02-59 & 22-07-60) RTF - SPECIAL PROVISION TO PHYSICALY HANDICAPPED CHILD Tuition Fees shall be reimbursed in case of physically handicapped / mentally retarded child irrespective of whether the school / institution is recognised or not, provided the institution or its fees is aided / approved by the Central / State Government or U.T. Administration. (CCS (Educational Assistance) Orders 2006) REBATE ON HBA The incentive (Rebate 0.5%) on HBA is admissible even where the sterlisation operaton is undergone after the release of the first instalment of HBA as per OM No. 1/ 17015/13/79-H.III dated 21-05-90, but not after the release of the final instalment of HBA. (C & AG No. 5-Audit I/1-90- (Vol.II) (1) dated 06-01-92) PROMOTING SMALL FAMILY NORMS -DRAWAL OF SPECIAL INCREMENT The special increment granted for promoting small family norms will be withdrawn if the operation fails. However recovery will be waived if the employee or spouse undergone operation again. (MoF OM No. 7 (39) -E-III/79 dated 25-04-81 & 09-01-93) NO DENIAL OF LEAVE DURING THE LAST TEN YEARS SERVICE Earned leave should not ordinarily be denied to any employee, especialy in the last ten years of his career. (DoP&T OM No. 14028/19/86-Estt (C) dt. 29-9-86) LEAVE FOR PERMANENTLY INCAPACITATED OFFICIALS If an employee is declared by medical authority as completely and permanently incapacitated for further service, while on leave, all leave, extraordinary leave permissible under rules may be granted to him. (DoP&T OM No. 13015/3/2002-Estt. (C) dated 19-01-04).
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SPECIAL LEAVE FOR MISCARRIAGE TO WOMEN EMPLOYEES The women employees are entitled 45 days special leave in the entire service (excluding such leave availed before 16-06-94) for miscarriage and abortion. (DoP&T OM No. 13018/7/94-Estt. (L) dated 16-06-94) 82. PATERNITY LEAVE TO MALE GOVERNMENT SERVANTS Paternity leave is admissible to male employees with less than two surviving children during the confinement of his wife (i.e.) upto 15 days before or upto six months from the date of delivery of the child. (DoP&T Notfn. 13026/1/99-Estt. (L) dated 18-04-02) 83. CASUAL LEAVE -- ENTITLEMENT Casual Leave is essentially for short period and normally it should not be granted for more than 5 days at a time except under special circumstances. (DoP Letter No. 5-1/98-PE.II dated 03-09-98) 84. HRA ON TRANSFER Employees transferred due to shifting of headquarters shall be entitled to HRA at the rate admissible at the old headquarters, if their families continue to reside there, for six months or till the employee is allotted or secures family accommodation at the new headquarters which ever is earlier. (MOF OM No. 19055/1/E.IV/2002 dated 28-03-03) 85. HRA NOT ALLOWED FOR SHARING ACCOMMODATION HRA is not allowed if an employee shares accommodation allotted rent free to another employee or allotted to parents / children by the Central / State Govt., Autonomous Body, Public undertaking, Municipality, Port Trust. But HRA is allowed, if an employee shares private accommodation with spouse (both husband and wife are allowed HRA separately) or the Government accommodation allotted to another employee (other than spouse, parents or children) (MOF OM No.F11015/2/87-E.II (B) dated 08-11-88) 86. TRANSPORT ALLOWANCE DURING SUSPENSION Transport Allowance is not admissible to employees under suspension. (MoF No. C-14011/2/38/98-Ad V, dt. 26-4-2000)
A.I.P.E.U. GROUP - 'C'

81.

VENTURE

87.

88.

89.

90.

91.

92.

TRANSPORT ALLOWANCE DURING TRAINING Transport Allowance is admissible to officials on training in the office itself for a period exceeding 30 days, if the official is not given any TA / DA for such training. (C & AG Lr. No. NGE/50-99 dated 07-10-99). CONVEYANCE ALLOWANCE TO PHYSICALLY HANDICAPPED OFFICIALS Conveyance Allowance to blind and orthopaedically handicapped employees being paid prior to 01-08-97 had withdrawn and transport allowance will be granted to them at normal rate if Government accommodation is provided within 1 km from place of work or within compus and in respect of other cases, it will be paid at double the normal rates. (MoF OM No. 21 (1)/97-E.II (B) dated 03-05-2002) NO STAFF CAR IF TRANSPORT ALLOWANCE DRAWN Any officer or staff who is in receipt of transport allowance shall not be allowed staff car facility for returning home at late hours. (DoP&T No. D-26020/20/98-Part dated 23-09-98) COMBINATION OF CL CL cannot be combined with any other kind of leave vide Rule 11 of CCS (Leave) Rules 1972. But CL can be combined with special CL. Special CL can be combined with any other type of leave or CL but not with both at the same spell. (MHA OM No. 46/8/57-Estt. (A) dated 22-07-67) SPECIAL LEAVE DURING BANDH ETC. Special Casual Leave for the day (s) of bandh etc. shall be granted to the employees residing 3 miles away from the office and not able to attend office due to disturbance of traffic because of calamities, bandh etc. and also to all employees irrespective of distance of residence in case of picketing, disturbance and curfew. (DOPT OM No. 27/6/71-Estt. (B) dated 01-11-71.) SPECIAL LEAVE FOR BYE-ELECTION Special casual leave is granted for the day of election / bye-election for Lok Sabha / State Assembly in the constituency where the employee resides, if his office is outside the constituency and is not closed for the day. (DOPT OM No. 12/4/86-JCA dated 09-03-87).
188

PLACE OF CHOICE FOR EMPLOYEES HAVING TREATING MENTALLY RETORTED CHILD In case of employees with mentally retorted children the request for posting in a place of his / her choice to get proper treatment of the child is tried to be accommodated. (DOP&T OM No. AB-14017/41/90-Estt. (RR) dated 15-02-91) 94. NO CASUAL WORKER FOR GROUP C WORK There is complete ban on engagement of casual workers for duties of Group 'C' posts and accordingly no appointment of casual worker to a Group C post can be made. (MoF OM No. 49014/16/89-Estt. (C) dated 26-02-90) 95. SELECT PANEL ADVANCE IN DPC Regular meetings of DPC should be held every year for each category of posts so that an approved select panel is available in advance for making promotions against vacancies arising over a year. (DOPT OM No. 22011/91/Estt. Dated 13-05-91) 96. RELAXATION OF MERIT TO SC / ST EMPLOYEES Concessions granted to SC / ST employees for considering them for promotion without reference to merit and the prescribed bench mark withdrawn from 22-07-97 has been restored w.e.f. 03-10-2000. They are eligible for lower qualifying merits/lesser standard of evolution in qualifying competitive examination. (DOP&T OM No. 36012/23/96-Estt. (Res) Vol. II dated 03-10-2000) 97. SC / ST SELECTED IN UNRESERVED POINT -- CLARIFICAITON If the vacancy in a cadre is against unreserved point and the senior most candidate in the feeder cadre is SC / ST, he will also be considered for promotion and if selected will be adjusted against the unreserved point. (DoP letter No. 14-2-2001-SCT dated 20-02-02) 98. SC / ST PROMOTION UNDER UNRESERVED POINT SC / ST candidates promoted on their own merit should not be adjusted against reserve points; they will occupy unreserved points." (DOP&T OM No. 36028/17/2001-Estt. (Res) dated 31-01-2005) 99. ENFORCING PROMOTION If the reasons for refusal of promotion are not
A.I.P.E.U. GROUP - 'C'

93.

VENTURE

100.

101.

(a) (b) (c) (d) (e)

102.

103.

104.

acceptable, promotion will be enforced. If it is still refused, disciplinary action can be taken. (DP & AR OM No. 22034/3/81-Estt. (D) dated 01-10-81) ADHOC APPOINTMENT CONTINUITY MORE THAN ONE YEAR -- NO NEED FOR REVERSION If disciplinary action is initiated against a person appointed on adhoc basis for a period less than one year against short term leave vacancy, he shall be reverted to the post held by him on regular basis. However, if the adhoc appointment was purely for administrative reasons and the employee was held the post for more than one year, he need not be reverted. (DO P&T OM No. 11012/9/86--Estt. (A) dated 24-12-86) SEXUAL HARASSMENT ON WOMEN EMPLOYEES Sexual harassment of women employees -For this purpose, which includes any unwelcome sexually behaviour, whether directly or otherwise, such as physical contact and advances; demand or request for sexual favours; sexually coloured remarks, showing any pornography, or any other unwelcome physical, verbal or nonverbal conduct of a sexual nature. (Rule 3 C of CCS (Conduct) Rules 1964.) SEXUAL HARASSMENT -- TRANSFER AS PER THE OPTION OF THE VICTIM It should be ensured that victims, or witnesses are not victimised or discriminated against while dealing with complaints of sexual harassment. The victims of sexual harassment should have the option to seek transfer of the perpetrator or their own transfer. (DOP&T OM No. 11013/10/97--Estt. (A) dated 13-02-98) COMMITTEE'S FINDING -- BE TAKEN AS ENQUIRY REPORT The report of the complaints committee on sexual harassment of women employee shall be deemed to be an inquiry report under CCS rules. Thereafter the disciplinary authority will act on the report as per the rules. (DO P&T OM No. 11013/11/2001-Estt. (A) dated 04-08-05) NO DIES-NON FOR LATE COMING A day on which an official comes late cannot
189

105.

106.

107.

108.

(i) (ii)

109.

110.

be treated as dies-non. (DG P&T No. 10-44/79-PE.II dated 26-11-79) TIME LIMIT FOR DISPOSAL OF REPRESENTATION A representation made by an employee requiring examination within the Ministry / Dept. should be disposed of within six weeks. Representations requiring inter-departmental consultations should be disposed of within three months. Final reply should be selfcontained, covering all points raised by the employee and if rejected, grounds for rejection should be clearly given. (DOP&T OM No. 28034/6/2002-Estt. (A) dated 11-01-2002) JUSTIFICATION OF SUSPENSION - REG. If an employee has been detained erroneously and discharged or discharged without conviction after arrest, the competent authority may apply his mind to decide whether the suspension is wholly justified or not and take action accordingly. (DOPT OM No. 11012/16/85-Estt. (A) dated 10-01-86) MINOR PENALTY IN RULE 14 -SUSPENSION TO BE TREATED AS DUTY If at the conclusion of the disciplinary proceedings against a suspended employee, only minor penalty is imposed, suspension will be considered wholly unjustified. (DOPT OM No. 11012/15/85-Estt. (A) dated 03-12-85) DIED DURING SUSPENSION While under suspension, if the employee dies before conclusion of disciplinary proceedings: the period between date of suspension and date of death shall be treated as duty, the family will be paid full pay and allowances for the above period adjusting subsistence allowance and other allowances if any paid. (FR 54 B (2)) NO REDUCTION TO LOWER GRADE NEVER HELD BEFORE While awarding major penalties under CCS (CCA) Rules, an employee cannot be reduced to a lower grade or post which he had never held earlier. (DO P&T OM No. 11012/2/88-Estt. (A) dated 02-02-89) NO DOUBLE PUNISHMENTS. In disciplinary cases, two punishments should not be imposed for the same offence.
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However, recovery can be ordered along with any other penalty. (DG P&T No. 105/26/81-Vig. III dated 30-03-81) 111. SEVEN CASES AT ONE TIME FOR RETIRED OFFICIALS ATTENDING DEFENCE ENQUIRY The maximum number of cases to handle as Defence Assistant by retired employees is restricted to seven at any point of time. (DOPT OM No. 11012/11/2002-Estt. (A) dated 05-02-2003) 112. WITHDRAWAL OF APPEAL Withdrawal of appeal can be allowed at the discretion of Appellate Authority. (DG P&T Memo No. SEA 6/15/53 dated 02-06-53) 113. COPY OF SERVICE BOOKS WHILE QUITTING SERVICE A certified copy of Service Book of an employee can be given to the employee while quitting service on payment of fee of Rs. 5/-. (MHA OM No. P-17012/2/79-LV dated 27-09-80) 114. ADVERSE ENTRY COMMUNICATION OF REMARKS The fact of communication of adverse remarks must be recorded in CR file by the communicating authority. However the remarks in CR about physical defects need not be communicated. The grading of officers in CR, even it is adverse should not be communicated. (Rule 174 (12) of P&T Manual Vol. III & OM No. 51/3/74-Estt. (A) dated 22-05-75) 115. APPEAL AGAINST ADVERSE ENTRY -WITHIN SIX MONTHS An appeal against rejection of representation against adverse entries made in the CR can be made within six months after such rejection. (DP & AR -- OM No. 21011/4/77-Estt. Dated 30-01-78) 116. RELAXATION TO PH CANDIDATES IN APPOINTMENT Physically handicapped persons belonging to SC / ST are eligible for a further relaxation of 10 years (5 years for appointment to Group A & B posts otherwise than through open competitive examination) over & above the five years relaxation. (DOPT OM No. 15012/5/92-Estt.(D) dt. 27-7-95) 117. SC / ST -- POSTING NEARER TO NATIVE PLACE The posting of Group C & D employees belonging to SC / ST categories is done nearer
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to their native place. (DO P&T OM No. AB - 14017/27/89-Estt. (RR) dated 20-06-89) 118. PHYSICALLY HANDICAPPED -- APPLY FOR ANY SUITABLE POST Persons with disabilities (physically handicapped) should not be debarred from applying for the posts identified suitable for them and should be provided opportunity to compete for the unreserved vacancies as well by holding a common examination. (DO P&T OM No. 36035/8/2003-Estt. (Res) dated 26-4-2006) 119. DISABILITY DURING SERVICE -- KEEP IN THE SAME CADRE -- PROVIDE SUITABLE JOB TILL SUPERANNUAITON An employee who acquires a disability during his service shall not be dispensed with or reduced in rank. If he is not suitable for the post he is holding, he may be shifted to some other post within the same pay scale and service benefits. If that is not possible, he may be kept on supernumery posts until a suitable post is available or he attains the age of superannuation, whichever is earlier. Further no promotion shall be denied to a person merely on the ground of his disability. (DOP&T OM No. 13015/3/2002-Estt. (L) dated 19-01-2004) 120. INCREMENT TO SPORTS PERSONS For sportsmen, one 'increment for achieving excellence in national events and two increments for international events are allowed. Maximum five increments are allowed in the entire career. (DOP&T OM No. 6/2/85-Estt. (Pay I) dated 30-01-89) 121. WITHDRAWAL OF RESIGNATION If the employees' written intimation withdrawing his earlier letter of resignation reaches the appointing authority before its acceptance, his resignation will be deemed to have been automatically withdrawn. If the resignation has been accepted but the employee is not relieved before his letter of withdrawal reaches the appointing authority, he may ordinarily be allowed to withdraw his resignation. If for some reason the request for withdrawal is to be refused, the grounds for refusal should be recorded and suitably conveyed to the employee. (DOPT OM No. 28034/25/87-Estt.(D) dt. 11-2-88)
A.I.P.E.U. GROUP - 'C'

122. TRANSFER GUIDELINES CONSIDERATION OF LONG PENDING REQUESTS Transfers from HO to another office in the same station to accommodate the requests for posting from those outside the station. In such cases, transfers should be in phases so as not to affect the operational efficiency and priority for transfer should be given for officials having longest period of posting. (DG (P) No. 141-6/2000-SPB.II dated 24-04-2000) 123. TRANSFER BEFORE ACADEMIC SESSION Transfer orders should in the month of AprilJune or following Dec-Jan period depending upon the academic session. (Para 1 of the DG Posts letter No. 141-4/98SPB-II dated 23-02-98) 124. NO TRANSFER IN GAZETTED H.OS As per instructions the officials working in gazetted H.Os under the charge of Senior Postmasters there is no need to transfer such officials as they can be rotated within the office itself. (DG P&T letter No. 69-20/87-SPB.I dated 06-12-90) 125. FOUR YEARS TENURE TO ALL SPMS The tenure transfer of non-gazetted Sub Postmasters (Time Scale) was raised from three years to four years. (DG P&T letter No. 69/15/79-SPB.I dated 14-02-80) 126. APTITUDE TEST FOR GRANT OF SB / SC ALLOWANCE -- USE OF DUREJA MANUALS AS REFERENCE BOOK Dureja volumes on Post Office Savings Bank can be used as a reference book in the Departmental examination. However, it should be clearly stated that Department of Posts will not be liable for any error/misprint in Dureja Books and in the even of any contradiction / confusion Departmental manuals / orders / instructions will be treated as final. (DG (P) letter No. 113-1/2003-SB (APT) dated 02-09-2005) 127. TRAINING TO THE CANDIDATES OF POSTMEN & GROUP 'D' CADRE APPEARING FOR LGO EXAMINATION (i) Local coaching class for maximum of 15 to 20 days. (ii) PTC Mysore developed a guide in Paper III for Rs. 50/(DG (P) No. 1-18/2001-Trg. Dated 23-04-2002)
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128. GOVERNMENT RESIDENTIAL ACCOMMODATION -- EMPLOYEES HAVING CONSTRUCTED OWN HOUSES BY HBA The officials who are already in occupation of Government accommodation and have constructed their own houses by drawing HBA, are also eligible to retain the Government accommodation. It is immaterial as to whether the house has been constructed by drawing of HBA from Government or from any financial institution / bank. (Dept. of Posts No. 2-3/2002-Bldg. Dated 27-08-2002) 129. REVISION OF FINANCIAL POWERS OF HEAD OF CIRCLES (i) Adhoc payment of arrears of pay and allowances - - Rs. 10,000/(ii) Pay & Allowances on behalf of a deceased -- Full powers. (iii) Honorarium per individual per annum Rs. 4000/Head of Circle -- w.e.f. 01-04-2001 (DG (P) No. 10-14/47-Fin. Coord. (vol.) V dated 26-03-01) 130. SELECTION OF DEVELOPMENT OFFICER (PLI) RULE 279/6 OF P&T MANUAL VOLUME IV. Where required number of officials against 2/ 3rd quota cannot be found to work as DO (PLI), the resultant unfilled vacancies of D.Os (PLI) will be transferred to 2/3rd quota available for the staff having 5 years service at Circle / Regions and Postal / RMS divisions to be filled. Officials promoted to TBOP will also be eligible for selection as DO (PLI)s. (DG (P) No. 35-5/87-LI (vol. II) dated 26-08-2002) 131. INTERFACE WITH THE UNIONS -OBSERVANCE OF DUE COURTESY Instances are there where the unions complained about the unruly behaviour of the officers. Recently union delegation met Secretary (Posts) and expressed their serious concern about the manner they were being treated by certain officers of the department. The Secretary made a note of it and desired observance of due courtesy from the officers of the department, while interacting with the unions. 2. It is accordingly requested to circulate suitable instructions among all concerned that besides dealing with the union matters on priority, due
A.I.P.E.U. GROUP - 'C'

courtesy and cordiality should be maintained in dealing with the unions. It is believed that this would facilitate improvement in industrial relations and would go a long way in improving the understanding between the staff side and the official side. (DG (P) No. 1044/2003-SR dated 25-04-2003) 132. LEAVE SHOULD NOT BE DENIED It is indeed desirable in the interest of the public services that Government servants take leave in the interest of public services that Government servants take leave at suitable intervals and return to work relaxed and refreshed. It has also been laid down that the leave sanctioning authorities may encourage Government servants to take leave periodically. Leave is accordingly, not to be ordinarily denied to any employee, especially in the last 10 years of his career. (MoP. PG & Pension OM No. 1402 13/3 2000Estt (L) dated 27-03-01) 133. ACTION AGAINST THE POSTAL EMPLOYEES FOR UNION ACTIVITIES 1. I am directed to say that it has been brought to the notice of this office, that in certain disciplinary action has been taken for carrying out union activities. 2. It is pointed out that legitimate union activity that does not violate CCS (Conduct) Rules 1964 &ED Agents (Conduct & Services) Rules 1964, or other rules or instructions governing the concerned employee should not lead to disciplinary action against the employees. All disciplinary authorities in your jurisdiction should be instructed to ensure this. (DG (P) No. 30-52/95-SR dated 06-10-95) 134. ROLE OF ORAL INSTRUCTIONS IN THE TRANSACTION OF GOVERNMENT BUSINESS It is impressed upon all Government servants that:(i) Oral instructions should not, as far as possible, be issued by senior officers to their subordinates; (ii) If the oral instructions are issued by any senior officer, they should be confirmed by him in writing immediately thereafter; (iii) If a junior officer seeks confirmation to the oral
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instructions given by the senior, the latter should confirm it in writing whenever such confirmation is sought; (iv) A junior officer who has received oral orders from his superior officer should seek confirmation in writing as early as possible / practicable. (M.H.A. No. 11013/12/73-Est. (A) dated 01-08-78) 135. OBSERVANCE OF PROPER DECORUM BY GOVERNMENT SERVANT DURING THE LUNCH BREAK (i) No Government employee should play cards on the lawns and other places inside or outside office buildings, and (ii) The game of cards should be confined only to the recreation rooms or other places approved for such purposes. (iii) No indoor games should be played in office building after 7:00 p.m. except on special occasions such as tournaments etc. (Dept. of Per & AR OM No. 11013/20/83-Estt. (A) dated 21-11-83) 136. WATER COOLERS -- PROVISION OF Supply can be made to the offices with a total establishment is above 100 members of Staff (MOF DOE No. 4 (2) P&T-II /62 dated 07-05-62) 137. GRANT OF OTA TO DEPARTMENTAL STAFF FOR CONVEYANCE OF CASH The practice of utilising the services of Head Postmen /Postmen/Group D officials for conveyance of cash should be put an end to as far as possible. Efforts should be taken to send maximum cash in the cash bags and judiciously utilising the services of Cash Overseers who are specially intended for this duty within their duty hours, without resorting to O.T. duties. (PMG, T.N. Circle No. APB/32-117/78 dated 12-06-78) 138. SUPPLY OF SOAP AND TOWELS -STANDARDIZATION OF Soap and towels may be provided in the toilets wherever possible for use of staff. The supply of soap and towels to individuals where their duties and nature of work demand such facilities may be considered by Heads of Circles and decision taken at their discretion. (DG P&T No. B 21025/8/77-WL dated 02-05-79) 139. PERMISSION TO LEAVE OFFICE DURING
A.I.P.E.U. GROUP - 'C'

OFFICE HOURS BE GRANTED TO PRESIDENTS / GENERAL SECRETARIES OF THE RESIDENTIAL WELFARE ASSOCIATIONS The Presidents / General Secretaries may be permitted to leave office during office hours occasionally on receipt of specific written requests, subject to exigencies of the office work and subject to the satisfaction of the officer concerned that the President and / or General Secretary concerned are really going for some Welfare Work in respect of their respective colonies. (Dept. of Per. & Trg. OM No. 32/8/88-Welfare 06-09-88) 140. DUE DATE OF PAYMENT OF SALARIES WHEN BANK IS CLOSED If the accredited bank is not open for transacting business on the last working day salary is automatically to be drawn and disbursed on the day preceding the closed days. (M.F. O.M. No. U 916011)/41/85/CTR/886 dated 22-08-90) 141. DISPOSAL OF OLD RECORDS TO BE ENTRUSTED TO PHYSICALLY HANDICAPPED PERSONS The offers received from handicapped persons for executing the destruction of records / disposal of old / obsolete records may be considered most sympathetically. (M.F. O.M. No. F22 (25)-E.II (A)/88 dated 22-08-90) 142. OBSERVANCE OF HOLIDAYS IN OPERATIVE OFFICES The Postal Services Board decided that whenever the Central Government declares a holiday for Central Government offices and industrial establishments, it should be deemed as a holiday for the operative offices of the Department of Posts also. In other words, holidays for the operative offices of the Department of Posts need not be linked up with holidays declared under the Negotiable Instruments Act. (DG (P) No. 21-3/90-PE.I/PE.II dated 24-12-93) 143. SUSPENSION BY LOWER AUTHORITY IS VALID If an order of suspension is passed by an authority lower than the appointing authority, that is valid and he will report to the appointing authority about the circumstances under which
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144.

145.

146.

147.

148.

149.

the order was passed. (Rule 14 Postal Manual vol. III) NO LTC DURING SUSPENSION A Government servant is not eligible for LTC during suspension; whereas his family members can avail. SUSPENSION -- NO RETROSPECTIVE EFFECT An order of suspension should take effect prospectively. It cannot be given effect from a back date. (Rule 19 vol. III) LATE ATTENDANCE -- DEBITING HALF A DAY CL Half-a-day's CL should be debited to the CL account of a Government servant for each late attendance upto one hour on not more than two occasions may be condoned by the competent authority, if it is satisfied. In such cases he does not ensure punctual attendance, suitable disciplinary action may be taken against the Government servant concerned in addition to debiting half day CL in his CL account. (DG P&T circular No. 2 dated 22-07-75) COUNTING TRAINING PERIOD FOR DRAWAL OF INCREMENT The benefit of treating the training period as duty for the purpose of increment may be allowed in the case of those Government servants also who had undergone such training on or after 01-01-86. However in such cases, the benefit of counting period for pay will be admissible on notional basis from 01-01-86 and actual basis from 01-01-90. (DoP&T OM No. 16-16/92-Estt. (Pay -I) dated 31-03-92) HSG.I -- NON GAZETTED GROUP B HSG.I (General Line) is classified as Group B (Non Gazetted) with effect from 11-07-02. [DG(P) No. 25-18/2001-PE.I dated 11-07-02] PROCEDURE FOR RECRUITMENT OF POSTAL ASSISTANTS TO REGIONAL / CIRCLE OFFICES The procedure for direct recruitment for Postal / Sorting Assistants laid down vide letter No. 60-36/93-SPB.I dated 28-02-95 amended from time to time will be applicable for direct recruitment to the cadre of Postal Assistants in Circle / Regional offices. [DG (P) No. 137-14/2003-SPB.II dated 09-04-03]
A.I.P.E.U. GROUP - 'C'

150. POSTING OF ASPOS IN HSG.I Posting of ASPOs in the cadre of HSG.I is by 'transfer' and not by 'appointment' or 'promotion'. [DG (P) No. 4-23/2000-SB-II dated 26-06-01] 151. APPLICATION FOR VRS DURING EOL If an official while already on EOL on medical grounds applies for voluntary retirement, the notice period if any given may be accepted and he may be allowed to retire after the expiry of the notice period subject to vigilance clearance. [DoPT & Trg. OM No. 25013/3/2003-Estt. (A) dated 17-06-03] 152. ALLOTMENT OF VACANT STAFF QUARTERS AGAINST WILL No Government accommodation can be thrusted upon any Government employee against his will and in absence of a written request for allotment of a quarter from the employee. However, it is mandatory for the employee to occupy the attached rent free accommodation wherever available. In such case no HRA can be drawn in favour of the employee if he refuses to occupy the rent free quarter. [DG (P) No. 7-6/99-Bldg. Dated 11-07-2000] 153. COMPLAINT AGAINST GOVERNMENT SERVANTS (i) No action should be taken on anonymous and pseudonymous complaints against Government servants (Rule 183 vol. III) (ii) Every complaint by or against any employees in the department must be received and enquired into by his superior officer, unless the complainant shall have been previously found guilty of making groundless charges (Rule 184 Vol. III) 154. OBSERVANCE OF HOLIDAY OF OPERATIVE OFFICES Whenever the Central Government declares a holiday for Central Government offices & industrial establishments, it should be deemed as a holiday for the operative offices of the Department of Posts also. [DG (P) No. 21-3/90-PE.III dated 24-12-93] 155. TWINS AFTER THE FIRST SURVIVING CHILD -- SPECIAL ALLOWANCE It is clarified that the benefit of Family Planning Allowance shall be admissible to Central Government employees if twins are born after the first surviving child and the number of surviving children and the number of surviving
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children crosses the ceiling of two children in second subsequent delivery. [M.F. OM No. 6 (39)/98-IC dated 24-06-02] 156. FEE FOR COMMUNICATION, RETOTALLING & RE-VERIFICATION OF MARKS Rs. 20/- for each examination for communication of marks [DG (P) No. 18-2/94-DE dated 21-11-94] Rs. 100/- for each paper towards re-totalling and re-verification of marks. [DG (P) No. 18-2/94-DE dated 23-05-94] Application should not be sent directly by lower offices or smaller units like SPMs or Postmasters to the Directorate. [DG (P) No. 18-02/94 dated 21-07-94] 157. COMPASSIONATE APPOINTEE SHOULD PROPERLY MAINTAIN FAMILY A person appointed on compassionate grounds under the scheme should give an undertaking in writing that he / she will maintain properly the other family members who were dependent on the Government servant and in case it is proved subsequently (at any time) that the family members are being neglected or are not being maintained properly by him / her, his / her appointment may be terminated forthwith. [DoP&T OM No. 14014/16/99-Estt (D) dated 20-12-97 communicated in DG (P) No. 241/2001/SPB.I dated 12-02-01] 158. ACTION ON DETECTION OF COUNTERFEIT NOTES In terms of Rule 55 of FHB Vol. I acceptance of counterfeit coins or notes is regarded as a loss of cash. Therefore Rule 53 of FHB Vol. I provide for detailed investigation of such cases and the official concerned is asked to make good the loss only when the lapse on his part is established. [DG (P) No. 63-77/91-C1 dated …08-92] 159. DISCONTINUING THE ISSUE OF R.T. POLICY GUIDELINES In view of the well defined principles of Rotational Transfers in this department and provision of tenures and other administrative instructions, annual issue of Rotational Transfer guidelines is being discontinued. Changes in exercising policies will be communicated whenever necessary. [DG (P) No. 141-35/2001-SPB.II dated 11-04-01] 160. TENURE FOR SBCO STAFF
A.I.P.E.U. GROUP - 'C'

Two or three HPOs as far as contiguous possible should be together and the SBCO staff transferred to such group of HPOs after they complete their prescribed tenure. Any transfer outside a region should be done only with the concurrence of the Head of the Circle and on specific administrative grounds only. It should also be ensured that while considering the rotational transfers of SBCO staff in the group of H.Os, consideration is given first to the pending requests of the officials for transfer from suburban areas and unpopular stations to the city divisions and more popular areas. [DG (P) No. 141-77/2000-SPB.II dated 02-03-00] 161. TENURE IN SB BRANCH The period of tenure in SB branches will start from the date on which the official is posted in SB / SC branch. [DG(P) No. 70-2/66-B/Pr. II/SPB.I dated 17-07-68 & DG (P) No. 69/20/83-SPB.I dated 20-11-83] 162. COUNTING OF TRAINING PERIOD FOR DEPARTMENTAL CANDIDATES Our letter dated 27-07-01 issued with the approval of Finance Advice, clearly states that the period of Induction Training would count for promotion under TBOP / BCR for departmental candidates also provided that such training period is counted for increment in the promoted scale. Since the period is counted for increment in the lower scale, the period of induction training cannot be counted for promotion under TBOP / BCR for departmental candidates. [DG (P) No. 44-47/98-SPB.II dated 16-01-02] 163. REVIEW RESULT OF FAILED SC/ST CANDIDATES OF FTP (LSG / HSG.II) EXAM It has been decided that there shall no review of the results of failed SC / ST candidates of the FTP examination, since the intention behind the FTP scheme is to induct effective and efficient supervisor, no further dilution of the standards is considered necessary. [DG (P) No. 44-18/2005-SPB.II dated 06-07-05] 164. LSG OFFICIALS WORKED AGAINST HSG.I POSTS LSG officials who worked in the vacancy of HSG.I posts are eligible for the pay of HSG.II. [DG P&T No. 4-39/74-SPB dated 20-06-75 & 28-06-75] 165. HONORARIUM FOR OPENING NEW PAY
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BILL REGISTER IN ACCOUNTS BRANCH It has been decided in consultation with Internal Finance to enhance the existing rate of honorarium for opening of new Pay Bill register (Form TR 22(a) from 0.90 paisa to Rs. 1.25 per page from the financial year 1990-91. [DG (P) No. 12 (I) /82-PA/Admn.II/233 dated 03-07-89] 166. CONFIRMATION OF ORAL ORDERS Oral orders must be under the direction of his superior, and ordinarily be in writing, oral direction to subordinate shall be avoided or shall confirm it in writing immediate when written orders are requested or sought for it should be the duty of superior officer to confirm the direction in writing. [MH No. 11013/12/78-Est. (A) dated 20-12-78] 167. EXEMPTION OF STAMP DUTY FOR HBA Exemption of stamp duty on mortgage deed, agreement, surety bond and deed of reconveyance executed to grant of HBA is accorded. [DG (P&T) No. 12/6/78-PAP dated 20-12-78] 168. TRANSFER OF RECORDS If an official is transferred under Rule 38 from one division, to another, the CR, PF & other records of service should be transferred within fifteen days. [DG P&T No. 71/53/54-PAP dated 07-11-78] 169. INVITE UNION REPRESENTATIVES & SETTLE PROBLEMS All local grievances of staff should be settled expeditiously and union references attended to promptly. Any urgent or pressing issues could be discussed by inviting the union representatives for meeting for special discussion for early settlement. [DG No. 18/11/78-SR dated 09-11-78] 170. SPLIT DUTY IN POST OFFICES It can be spread over 12 hours but only two spells. The minimum interval between the two split duty terms to be one hour. [DG P&T No. 6/66/78-PE.I dated 10-11-78] 171. EXTENSION OF TENURE FOR PRI (P) PRI (P) Posting & Transfer on expiry of tenure, may be deferred till the end of the academic session if the transfer is in the middle of an academic session result in hardship. [DG P&T No. 6/65/78-SPB.I dated 17-10-78] 172. RIGHT FOR DEMONSTRATION Employees have right for peaceful demonstration after office hours or out of office
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173.

174.

175.

176.

premises but they do not have right to obstruct the normal working for which they have to face disciplinary action under CCS (CCA) Rules 1965. [DG P&T No. 39/44/78-SR dated 12-09-78] LUNCH BREAK AT COUNTERS Lunch break for post offices of single handed fixed mid-day. With more than one clerk, no split duty, between 12:00 to 2:00 p.m. which should be shown in memo of distribution of work separately for each counter clerk. HO should see that counter clerks get the lunch relief. [DG P&T No. 3-5/78-CI dated 16-08-78] RESERVATION FOR SC/ST- CIRCULATION OF THE RESERVATION ROSTER : The reservation roster is not a confidential document and therefore there can be no objection in principle to the roster being shown to any individual/association. It is therefore, considered that if any Govt. servant/recognised service association want to see the reservation roster there can be no objection to the roster being shown to them, if need be, through the liaison officer. (DOP & Trg. No. 8/1/93-JCA, dt. 5-1-93) UNFILLED VACANCIES OF OBCs SHOULD NOT BE DESERVED BUT CARRIED FORWARD: It has been decided that the vacancies reserved for other backward classes which remain unfilled should not be dereserved but should be carried forward as such for a period of three recruitment years or till the vacancies are filled by OBC candidates whichever is earlier. (Dept. of Per. & Trg. OM No. 36012/22/93Estt, dt. 30-12-93) RESERVATION IN ADHOC PROMOTION : Since adhoc promotions can be made only against vacancies of more than 45 days reservation is to be followed. However there is no need to have a separate roster for this purpose. A separate register called 'Adhoc Promotions register' may be maintained to note down particulars of all adhoc promotions made. This is to facilitate reversion of such promotees strictly in the order i.e. the junior most candidate being reverted first. This reversal order will be followed strictly and there is no preference for SC/ST candidates in reversion. (DP & AR ON No. 36011/14/83-Estt(SCT), dt. 30-4-83 & 30-9-89)
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177. SC/ST/OBC CANDIDATES SELECTED ON THEIR OWN MERIT MERIT NOT TO BE ADJUSTED AGAINST RESERVED VACANCIES: In cases of direct recruitment to vacancies, the SC/ST/OBC candidates who are selected on their own merit without relaxed standards, alongwith candidates of other categories, will not be adjusted against the reserved share of vacancies. The reserved vacancies will be filled up separately from among the eligible SC/ST/ OBC candidates who are lower in merit than the last candidate on the merit list but otherwise found suitable for appointment even by relaxed standards, if necessary. (Dept. of Per. & Trg. OM No. 36012/22/93-Est (SCT) dt. 8-9-93) 178. RELAXATION FOR SC/ST IN QUALIFYING EXAMINATION: If qualifying examination is prescribed for promotion on the basis of seniority cum fitness in any case, relaxation in the standard for SC/ ST candidates should be made to the extent decided on such occasion taking into account (i) the number of vacancies reserved (ii) the performance of candidates, general as well as SC/ST candidates (iii) the minimum standard of fitness for appointment to the post and (iv) the overall strength of the cadre and that of SC/ST. (DP & AR OM No. 36021/10/76-Estt. (SCT), dt. 21-1-97) 179. (I) WHEN ONLY A SINGLE VACANCY ARISES IN A YEAR : When only one vacancy occurs in the initial recruitment year and the corresponding roster point happens to be reserved for SC or ST, the vacancy should be treated as unreserved and filled accordingly. The reservation should be carried forward to the subsequent year. If in that subsequent year also only one vacancy arises it will be treated as reserved against the carried forward reservation. 180. RESERVATION ROSTERS NOT DETERMINING SENIORITY : Reservation rosters are meant for determining the number of vacancies to be reserved for SC/ST and not for determining the order of actual appointment or for the purpose of determining seniority. (DP & AR OM No. 10/52/73-Estt (SCT), dt. 24-5-74)
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181. RESERVATION ROSTER MAY BE SHOWN TO GOVT. STAFF/STAFF ASSOCIATION: If any Govt. servant/recognised service association wants to see the reservation roster, there can be no objection to the roster being shown to them, if need be, through the Liasion officer. (DP & Trg. OM No. 4303/2/92-Estt.(SCT), dt. 31-12-92) 182. COLLECTION OF LIC PREMIA THROUGH POST OFFICES Reference is invited to this office letter No. 50/ 1/61-Cl dated 28-362 on the subject cited above. After examining the case, it has been decided to discontinue the agency work for collection of LIC premia through Post Office with effect from 1-5-94. (D.G.(P) No. 7-5/90-Cl, dt. 6-4-94) 183. PERUSAL OF RESERVATION ROSTER AT DIVISONAL LEVEL BY THE SERVICE UNIONS REGARDING As per chapter IV rule 6 of Swamy's compilation on Reservations & concessions for SCs/STs (corrected upto 93) the reservation roster is out a confidential document and can be shown to individual officials/association and if necessary through the Liaison officer. In case of any such requests from the service unions, the Divisional Superintendents may consider as per the above orders and they may be permitted to peruse the Roster once a year. (CPMG Tamilnadu No. STC/59-75/95-Union, dt. 6-7-95) 184. FESTIVAL ADVANCE : Ist January, Easter, Pongal, Independence Day, Republic Day, Ramzan, Miladi Nabi, Tamil New Year's Day, Onam Ugadi, Deepavali, Bakrid and Christmas - Advance can be granted. (i) Payment will be effected 21 days prior to the festival. (ii) Will be eligible for one festival during one financial year. 185. NO INTEREST BEYOND DATE OF DEATH: No interest is charged on any outstanding balance of an interest bearing advance beyond the date of death. 186. PROVISION OF TRANSPORT TO OFFICIALS IN NEED OF URGENT MEDICAL CARE WHILE ON DUTY. It has been decided that departmental vehicle
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to the extent available, should be provided to such officials who may need emergent medical attention while on duty for moving them to hospitals, dispensaries etc. In the event of such an arrangement not being immediately possible, maximum possible assistance/aid should be provided and the official moved to hospital by engaging other transport, if necessary, at the cost of the Govt. (DG, P&T No. B 27011/5-80-WL, dt. 19-10-82) 187. FAILURE OF FAMILY PLANNING OPERATION : Laproscopic operation is method of sterilisation under the Family Welfare Programme and in cases of failure, the incentive increment should be withdrawn from the deemed date of pregnancy. It may, however be waived in case either of the couple undergoes sterilisation operation again. (O.M. No. 23011/4/87/Ply, dt. 20-5-87) 188. RATE OF INCENTIVE INCREMENT BE GRANTED EVEN IN THE SCALE OF THE OFFICIATING POST HELD ON ADHOC BASIS AT THE TIME OF FAMILY PLANNING OPERATION: It may be clarified that an employee holding a lower post regularly and officiating in a higher post on adhoc basis is also entitled for the incentive increment at the rate of increment in the scale of the post held at the time of sterilisation operation. (D.G.(P) No. 14-2/87-Medical, dt. 26-2-88) 189. OPERATIONS RECOGNISED FOR INCENTIVE INCREMENT. i) Vasectomy ii) Traditional or conventional tubectomy, Minilap, Salpingectomy, Laproscopic sterilisation (or tubal occulsion) Culdoscapic sterilisation. (DG No. 14-2/86-Medical, Dt. 21-1-88) 190. INCENTIVE FOR PROMOTING SMALL FAMILY NORMS - PRIVATE HOSPITAL - REG. It has been decided that the CG employees who or whose spouse undergo sterilisation operation after having one child even in Private nursing home/Private hospital may also be allowed the incentive increment subject to fulfilment of all the other conditions as contained in this Ministry's OM No. 7(51) - EIII/85 dt. 16-12-85. (DG (P) No. 14-42/84-Medical, Dt. 9-8-87) 191. RECOVERY UNDER AUDIT OBJECTION IN
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192.

193.

194.

195.

THE PAY & ALLOWANES It is reported by the union that there is an unexpected entry in the acquittance rolls as A.O.R. and the officials are taken by surprise on the pay day that a sizable amount stands deducted and it is also intimated that they have no previous information of the recovery nor do they know about what is it. Necessary suitable instructions may be given to all the drawing officers, to give prior intimation to be concerned officials and also details about the A.O.R. (Chief PMG T.N. No. AP/7-80/89-MS, dt. 23-4-91) SUPPLY OF UNIFORMS TO SORTING POSTMEN All the Sorting Postmen whether performing indoor or outdoor duties may be supplied with same uniforms as are supplied to Postmen as per Rule 737 of P&T Manual Vol. II and letter No. 30-43/58-M II, dt. 15-12-60. (DG, P&T No. 39-50/80-UP, dt. 4-2-81) C.E.A. ADMISSIBLE TILL BOARD EXAMINATION IN THE CASE OF OFFICIAL TRANSFERRED TO A NEW STATION BUT KEEPS HIS CHILD IN THE OLD STATION CEA shall be admissible to a Govt. Servant who on transfer from one station to another, is compelled to keep his child/children studying in the final year of the Secondary/Higher Secondary/Senior Secondary classes at the old station for Board of Examination in the interest of continuity of studies. (Dept. of Per. & Trg. O.M. No. 12011/4/88Estt.(All), dt. 12-5-89) GRANT OF CEA/RTF CLARIFICATIONS It has been decided that childrens Educational Allowance/Reimbursement of Tuition Fee and Hostel Subsidy shall be admissible in respect of the child upto the end of the academic session even if he completes 20 years half way during the academic session. (DOP & Trg. OM No. 12011/2/83-Estt.(All), dt. 27-12-89) OTA TO SPMS ATTENDING SIGNALLING DUTIES The Sub-Postmaster, Time Scale & LSG will be granted OTA for attending signalling duties during Sundays and holidays (due to non posting of signaller only) (DG P&T No. 48/76-SPB-II, dt. 23-5-78)
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196. PROPOSAL TO GRANT OF TA/DA TO CASH/MAIL OVERSEERS ORDERED TO WORK AS BPM IN STOP GAP ARRANGEMENT The proposal has been carefully examined and it has been decided not to grant TA/DA to cash/ mail overseers while functioning as Branch Postmaster within their own territorial jurisdiction. Whenever need arises for looking after the duties of Branch Postmasters by cash/ mail overseers, arrangements may be made for regular branch postmasters, at the earliest and no such extra attraction be provided for mail/cash overseer to continue in such stop gap arrangement for prolonged period. (DG (P) No. 17-6/76/PAP, dt. 8-3-78) 197. POINT TO PONDER (i) For finding out commutation value, the 'age next birth day' should be taken for account. Hence if an official who is retiring on superannuation and also his date of birth will be in the second fortnight, may go on voluntary retirement before completing his 60th age. If so, he may get more commutation amount than on superannuation. (ii) The availability or otherwise of EL has nothing to do with the grant of LND because there is no such restriction not to grant LND when EL is available. (iii) The maximum amount attachable in the case of Court attachment is as follows : (a) For maintenance decree : 2/3 X (Gross emoluments- all allowances) (b) For decree other than maintaince : 1/3 X (Gross emoluments - exempted allowances) Rs. 400/-. (c) All kinds of TA, Conveyance Allowances, HRA, CCA, CEA, Medical reimbursements and like similar allowances are exempted from court attachment. (iv) Even an official who has been on EXOL for one year will fetch the credit of 10 days of HPL during January and July respectively. (v) When a departmental official is required by the Police, officers for interrogation, invariably a senior official like ASP/SPI/PRI (P) should accompany the official and he should remain till the interrogation by the Police is over with a view to giving protection to the official taken for interrogation.

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A.I.P.E.U. GROUP - 'C'

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