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KERALA STATE FINANCIAL ENTERPRISES LTD.

MANUAL OF OFFICE PROCEDURES

CHAPTER 1

1.1. INTRODUCTION

During the year 1967 Government of Kerala took a policy decision to the effect that
Chitties/Kuries should be conducted under State auspices. The then Finance Minister in his
budget speech for financial year 1967-68 made the following announcement on the floor of the
Assembly:

“I view this decision as a bold step forward along the path towards socialism,
aimed at bringing banks and other financial institutions under social control”.

The Chitty/Kuri business being what it is, there existed ample scope
for exploitation of the ignorance, indifference and gullibility of the
needy people by unscrupulous promoters, who organized financial
institutions in the name of chitty/kuri fund in order to mobilize fluid
resources in their own interest and appropriate for themselves
substantial profit accrued out of such organizations. Government
wanted to introduce a check on the unbridled growth of such financial
institutions with a view to safeguard the interest of the general public
and at the same time to channelise the savings so consolidated for
productive purposes. With these objectives, Government appointed a
Special Officer in the year 1967 to prepare a comprehensive scheme
for starting chitties and kuries under Government control. The Special
Officer presented his report on 7th October 1967 analysing all aspects
involved in the proposal and recommending strongly the entry of
Government in the field of chitties and kuries. Though the
recommendation was for conducting the business as an adjunct of the
Registration Department, Government, however, took a different view
and decided to bring within the purview of Government control not
only chitties/kuries but also some other financial transactions for
which socialsation was felt necessary. Hire purchase financing and
insurance were the new areas suggested for inclusion within the ambit
of the proposed organization. Accordingly, Government decided to
organize a public sector undertaking with the name ‘The Kerala State
Financial Enterprises Limited’ for the purpose of conducting Chitty,
Hire Purchase and Insurance business under Government control.

1.2. CONSTITUTION

The Kerala State Financial Enterprises Limited is fully owned by the


Government of Kerala and is the first Public Sector Company to
conduct chit business in the whole of India. It was incorporated on 6th
November 1969 with its registered office at Trichur. It has an
authorized capital of Rs.25 lakhs divided into 25,000 equity shares of
Rs.100 each and a paid up capital of Rs.2 lakhs as initial contribution
from Government of Kerala. The share capital contribution of
Government was progressively increased from Rs.2 lakhs to Rs.7 lakhs
in the year 1970-71, to Rs.12 lakhs in the year 1971-72, to Rs.15.5
lakhs in the year 1972-73, to Rs.20.5 lakhs in the year 1973-74, to
Rs.27 lakhs in the year 1974-75, to Rs.28 lakhs in the year 1977-78
and to Rs.38 lakhs in the year 1987-88. The authorized capital was
raised to Rs.50 lakhs in the year 1974-75 and to Rs.100 lakhs in the
year 1989-90.

The Management of the company is vested in the Board of Directors


constituted by Governor from time to time. The number of Directors
shall not be less than 2 and shall not ne more than 9. The maximum
number has been subsequently raised to 15. The Directors shall hold
office during the pleasure of the Governor. The Governor may, from
time to time, appoint 2 Directors other than the Managing Director as
Chairman and Vice Chairman of the Board. The first Board was
constituted as per Government Order No.G.O. (Rt) 4876/69/Fin.
Dated 26th November 1969 and they assumed charge on 28th
November 1969. The Managing Director is appointed by the Governor
on such terms and remuneration as he may think fit from among the
Directors for the conduct and Management of the business of the
company subject to the control and supervision of the Board of
Directors.

General Body representing the shareholders shall be the supreme


governing body of the Company.
3. OBJECTIVES

The objectives of the company are listed in the Memorandum of


Association of the company. The important objects are as follows:

(a) To start, conduct, promote, manage and carry on the business of chitties in India or elsewhere.
(b) To promote, undertake, organize, conduct, manage and carry on
the business of general and miscellaneous insurance of any kind in
India or elsewhere.
To start, promote, conduct, operate, carry on and manage the
business of dealers, agents and traders under hire purchase system
of articles, vehicles, machinery, materials goods and tools, of all
capital goods and consusmer goods and property of all nature and
description for personal, domestic, office, commercial, inductrial
and community use and consumption as a business of the Company
or as agents of the Government, State or Central or any body or
organization thereunder or of any other Company. Besides these
objects, there are many other objects, which are incidental or
ancillary to the main objects such as to advance, deposit with or
lend money, securities, property or to receive loans or grants or
concession of any nature or deposits from Banks, Government or
Governmental organizations or others.

II ORGANISATIONAL SETUP AND DELEGATION OF


DUTIES /POWERS

2.1 ORGANISATIONAL SETUP AND DELEGATION OF DUTIES AND POWERS


The Kerala State Financial Enterprises Limited is a composite organization where different
bases of grouping the activities are used. The general administration of the organization
and control of business development were initially centralised. But with the expansion of
business and multiplication of branches throughout the State, the need for a greater measure
of decentralisation was felt and in consequence Regions came into existence in charge of
regional Managers.
The organizational set up is by and large a three-tier system with the Head Office as a top
controlling and co-ordinating body, the Regions constituting the intermediary level co-
ordinating and controlling all the activities of the various units under them and the units at
the base level as profit generating centres. These units are engaged in chitty business and
different loan schemes as their main products and acceptance of deposits from public as a
parallel product.
In the Head Office the activities are grouped on functional as well as product-basis under
the control and supervision of the Managing Director who is the Chief Executive.

(a) The different departments of the Head Office are the following.:
(i) Business Department :-
This is headed by General Manager(Business) who is responsible for all business activities
of the Company.

(ii) Finance Department :-


This department is headed by the General Manager (Finance). The main functions of this
department are planning, budgeting and control, compilation of accounts, reconciliation and
preparation of annual accounts, and controlling Deposit Schemes of the Company etc.

(iii) Administration Department :-


This is headed by the Administrative Officer to be in charge of personnel administration ,
salary, industrial relations, man power planning etc.

(iv) Secretarial Department :-


This department is headed by the Company Secretary who is responsible for the functions
conferred on him by the Company’s Act, 1956.

(v) General Administration Department :-


This department is headed by one of the Senior officers of the Company who will be
responsible for the General Administration including purchase, printing etc.

(vi) Legal Department :-


This department is headed by the Law Officer who is responsible for all day to day legal
matters.

(vii) Internal Audit Department :-


This department is headed by the Internal Audit Officer assisted by seventeen audit teams
to exercise internal check and control.
All the above Department Heads report directly to the Managing Director.

(b) Regions
The activities of the Regional Managers are grouped functionally as well as scheme wise.
They are mainly responsible for the proper and healthy functioning of the Branches and to
be in charge of the overall growth and development of the Branches under their
jurisdiction. The Regional Managers report directly to the General Manager Business and
the General Manager Finance for the respective functions and to the Managing Director
relating to the other functions.

(c) Units
At the base level the Units are graded into three categories viz.
(i) Major Branches having a chitty sala of Rs.70 lakhs and above. All previously known
Loan Units are treated as Major Branches.
(ii) Medium Branches having a chitty sala of Rs.40 lakhs and above and
(iii) Small Branches having a chitty sala of below Rs.40 lakhs

Each Unit is headed by a Unit Head viz, the Manager and its activities are grouped under
Assistant Manager(s)/ Deputy Manager(s). The Unit Heads report directly to the Regional
Managers concerned and to the Departmental Heads in the Head Office on matters
pertaining to the departments concerned. In exceptional circumstances the Unit Heads can
report directly to the General Manager (Business)/ General Manager (Finance) and
Managing Director.

2.2 DELEGATION OF DUTIES/ FUNCTIONS & POWERS OF VARIOUS OFFICIALS


The delegation of duties/ functions & powers of various functionaries from the Managing
Director to the level of Assistant Manager/ Deputy Manager is given below:

DUTIES / FUNCTIONS AND POWERS OF


MANAGING DIRECTOR.

1. To identify key factors for the survival and growth of the Company and devise basic
objectives, policies and programmes for dealing with these factors and to obtain the
approval of the Board in this regard;
2. To be sensitive to the interdependence of the numerous actions taken by the Company to
maintain a strategic balance in these actions;
3. To formulate policies and objectives subject to the control and guidance of the Board
4. To tone up the organization to carry out the objectives and policies decided up on by the
Board. Responsibility for the many activities which are necessary to execute the policies
must be assigned to different employees, and relationships among the employees should be
clarified.
5. To develop resources needed to put the plans into effect
6. To guide the execution of plans through the organization with the resources assembled.
This is for programming, activating and controlling the operations.
7. To guide, motivate and control his immediate subordinates;
8. To effect necessary changes in the organization structure with in the overall set up ;
9. To recruit, along with the other Board of Directors, Personnel whom the Board is
Competent to appoint;
10. To select personnel for promotion to the positions where the Managing Director is
competent to make such promotions;
11. To select, along with the other Board of Directors, personnel for promotions where the
Board is competent to promote;
12. To recommend to the board for approval large capital expenditure and contracts.
13. to participate in the major negotiations;
14. to recommend to the Board for approval of annual budgets;
15. To maintain a guiding influence on current activities and to ‘umpire’ when senior officers
encounter sharp differences of opinion, so that action may proceed;
16. To keep a watchful eye on current results and to be objective enough and tough enough to
insist on remedial action when operation are unsatisfactory;
17. To recommend to the Board major changes in objectives, policies, organization structure
and large commitments.
18. (a) To issue, execute, endorse and transfer promissory notes, bonds, stocks,
debentures, shares, securities and documents of the title to goods standing in the
name of or held by the Company and to draw, accept and endorse bills of exchange
and other instruments of the Company and to sign all other accounts, receipts and
documents connected with such business.
(b) To arrange for all action being taken to implement the sanctions of the Board or any
committee of the Board and to conduct the day-to-day administration of the
Company’s affairs;
19. (a) To take expert advice and fix remuneration and other expenses for such advice.
(b) To engage solicitors and advocates for legal work and fix their fees and
expenses, also to remove and change them when necessary (with the approval of the
Chairman);
(c) (i) To incur all necessary expenditure on salaries and allowances , contingencies and
miscellaneous items including purchases, constructions, repairs to buildings or
dead stock, subject to the total expenditure in a year under all these heads not
exceeding the total sanctioned budget for the year by more than 25%. The
ratification of the Board should be taken for excess expenditure over the budget
provision.
(ii) To write off losses of office equipment or other assets subject to a maximum of
Rs.1,000/- in each case.
20. (a) To engage persons on daily wages up to a maximum of 180 days at a time as and when
exigencies arise.
(b) Confirmation and waiving of notice period in the case resignation;
(c) Grant of leave of any kind an transfer of employees of all grades
(d) Fixation of pay of an employee for performing the duties of a higher post, according
to rules.
(e) Granting or withholding of increments of employees
(f) To grant extra increments/ lumpsum payments subject to a maximum limit of
Rs.1,000/- to an employee in recognition of outstanding performance /contribution,
with the approval of chairman;
(g) The Managing Director will be his own controlling officer in regard to T.A. claims.
(h) To take disciplinary action (including removal or dismissal from service) against
employees of the Company, whom the Managing Director is competent to appoint;
(i) Fixation of seniority in each grade and making variations therein in respect of the
employees of the Company;
(j) Deputing any employee of the company for training in India for work connected with
the company and to count such period of training as duty for all purposes.
(k) Renting of accommodation required. Each case should \, however, be placed before
the Board for information;
(l) Declaration of stores as surplus or unserviceable;
(m) To incur expenditure on entertainment of guest of the Company

21. To draw, accept or make cheques, bills of exchange and promissory notes on behalf of the
Company
22. To use the Company car for his trips from his residence to office and back and for personal
purposes, treating trips from residence to office and back as duty runs.
23. To execute or do all or any of the acts or things for and on behalf of the company, that is to
say:
(a) To appear and act in all courts, civil, revenue or criminal, whether original or
appellate, in the registration offices and in any other office of Government or District
Board, Municipal Board or notified area or any other local authority;
(b) To sign and verify plans, written statements, petitions of claims and objections,
Memorandum of appeal and petition and application of all kinds and to file them in
any such court or office.
(c) To compromise, compound or withdraw cases, to conform to judgment and to refer
cases to arbitrator;
(d) To appoint any Advocate, Vakil, Pleader, Mukhater, Revenue Agent or any legal
practitioner;
(e) To file and receive back documents, to deposit and withdraw money and to grant
receipts therefore
(f) To obtain refund of stamp duty or repayment of court fees;
(g) To purchase property at court auction sales or auction sale under Revenue Recovery
Act in execution of any decree or Revenue Recovery proceedings.
(h) To take delivery of possession of property in execution of decrees or of property
purchased for the Company at auction sale.
(i) To file suit in any court of law.
(j) To apply to courts and officers for copies of documents and papers.
(k) To apply for the inspection and to inspect judicial records.
(l) To accept service of any summons, notices or writ issued by any court or officer
against the company;
(m) Generally to do all lawful acts necessary for the above mentioned purposes;

24. To accept the deposits from the public including chitals of the Company according to the
decision of the Board.
25. To delegate the authority to the Managers of the Units, and other Authorised Officer to
receive deposits and issue deposit receipts to the depositors and as per the decision of the
Board.
26. To sell, endorse, transfer, negotiate or otherwise deal in Government securities standing in
the name of the Company.
27. To take all actions for releasing the amount due to the Company in respect of Government
securities endorsed to the Company and to receive from the Government or respective
financial institutions all sums due to the Company in respect of these Government
securities and all benefits to arise there under
28. To delegate and assign duties/ function and powers to his subordinates whenever
necessary.

DUTIES / FUNCTIONS AND POWER OF


THE GENERAL MANAGER (BUSINESS)

1. The General Manager (Business) will be in charge of the entire functional areas
of the business of the Company, its planning including research and training and will report
to the Managing Director.
2. He will be responsible for:
(i) Business opportunity assessment and development of strategies that will
enable to cultivate the market opportunities
(ii) Business planning and programming
(iii) Classify and analyse the information available with the Company, to find out the trend
and report to the Managing Director as a part of the research activity
(iv) Establishment of an effective plan of organization and methods of controlling the
activities of members of his organization.
(v) Evaluating and adjusting marketing efforts to enable the Company to react to changes
occurring in the environment and to maximize its business prospects.
He will have the following specific functions:
3. To develop, supervise and control the business of chitty, hire purchase and deposits
business of the Company;
4. To conduct market study and product analysis with a view to improve, modify, withdraw
any of the existing products and to introduce new line of products and activities.
5. To review periodically and suggest modifications, etc., of the existing business rules aiming
at the overall development of the business, without hampering the interest of the
organization;
6. To prepare and modify periodically the corporate plan and also to prepare annual
plan/budget along with the General Manager (Finance) for the consideration of the
Planning Cell.
7. To detect potential or actual deviation from plans /budget/ targets early enough to permit
effective corrective measures.
8. To be an overall charge of the business activities of the Company; setting up of a sales
organization, advertisement and publicity.
9. To review and prepare business performance report periodically and present the same to the
Managing Director and the Planning Cell for appropriate action.
10. To help the Managing Director in the negotiations with the
manufactures/distributors/dealers and to fix rates of commission, terms of payment,
delivery of items, after sales service terms etc.
11. To recommend sanction of RCL above Rs.3 lakhs on the recommendation of the R.M
concerned to the Managing Director.
12. To recommend sanction of Flexy Trade Loan above Rs.5 lakhs with the recommendation
of the Regional Manager concerned to the Managing Director.
13. To accept personal sureties in respect of cases forwarded to Head Office through the
Regional Manager
14. To ensure that the Unit Head/Regional Managers take effective action to collect the
defaulted subscriptions/ instalments.
15. To review the quality of service rendered to the customers with special reference to
customer satisfaction and to recommend steps for its improvements;
16. To carry on correspondence relating to his functions, obtain any information or statistics
from the Units/Regional Offices/Departments and to sign fair copies of the drafts approved
by the Managing Director to outsiders except Government/ Accountant General and the
like;
17. To operate the bank account and to draw /accept or make cheques, bills of exchange,
promissory notes on behalf of the Company jointly with any one of the officers of the
Company at Head Office, namely Managing Director, General Manager (Finance) or other
delegated Senior officers for amount exceeding Rs.25,000/- but not exceeding Rs.1 lakh
and in the case the amount drawn exceeds Rs.1 lakh jointly with Managing Director.
18. To incur business promotional expenses up to Rs.500/- at a time subject to the annual limit
prescribed in the budget and allocated to the General Manager (Business) ;
19. To ensure proper distribution of work among various product departments with a view to
effectively co-ordinate and control the business activities of the Company.
20. To recommend for approval by the Managing Director tour programmes and tour diary in
respect of Regional Managers and to communicate the orders of Managing Director
thereon;
21. To write performance appraisal reports of Regional Managers and Officers who reports to
him, in the capacity of a Reporting Officer and to be the Reviewing Officer in respect of
other officers and staff working in his department;
22. To initiate disciplinary proceedings against employees of his Departments and to impose
punishments of warning, reprimand and censure;
23. To warn, reprimand Unit Heads and Officers of the cadre of Grade I and below for non-
compliance of instructions/ failure to send periodical information required with copy
marked to Administrative Officer for necessary recording.
24. To place under suspension any Officer of the Grade II cadre and below and staff attached to
the Business department where there is a prima facie case of misconduct and report the fact
to the Managing Director on the same day.
25. To attend to any other work that may be assigned to him by the Managing Director from
time to time.

DUTIES/FUNCTIONS AND POWER OF


THE GENERAL MANAGER (FINANCE)

The General Manager (Finance) will be in full charge of the finance, accounting functions.
These include activities pertaining to Corporate Planning, Control and Accounting. He
will also have the following specific functions and report to the Managing Director.

1.1 To prescribe accounting policies and procedures such as on capital and revenue
expenditure, depreciation, physical verification of stocks, income and expenditure accrued
or otherwise, corporate tax plough back of profits and reserves, etc., in consultation with
the Managing Director.
1.2 To prescribe and maintain a Management Information system, covering operational
aspects, products, assets and profit analysis etc., and to make best use of such reports by
proper analysis and interpretation to fulfil the overall organizational objectives.
1.3 To measure profits and profitability
1.4 To prepare budgets, statistical data, statements and concrete proposals for the proper
planning, budgeting and regulated growth of business of the Company;
1.5 To prepare corporate plan in consultation with the General Manager (Business) review it
annually and place the review report before the planning cell with the approval of the
Managing Director.
1.6 To administer the tax aspects of the Company including tax planning in order to ensure:
(i) Prompt collection of taxes such as deduction of tax on interest payments and
deduction of income tax etc.
(ii) Payment of these taxes to the Central or State Government in the prescribed manner in
time.
(iii) Filing of required returns and statements.
(iv) Issuance of certificates properly for the taxes deduction to the parties strictly as per
the law
1.7 To determine, appraise and administer a Corporate Insurance Policy in order to cover
common losses of assets like cash, inventory, equipment, receivables etc.,
1.8 To determine, appraise and administer the pricing activity of the company with particular
reference to demand, competitive situation and Company situation in order to maximize
revenues in consultation with the General Manager (Business) and with the approval of the
Managing Director;
1.9 To regulate and administer the liabilities of the Company in the form of loans from
Government, deposits from public, etc., and its proper utilization and to arrange timely
repayment including rescheduling wherever necessary with the approval of the Managing
Director.
1.10 To optimise the usage of internal resources by regulating cash flows and to make profitable
use of surplus funds, if any, with the approval of the Managing Director.
1.11 To plan and control the Company’s long and short term capital requirements in view of
general expansion and activity plans and projected market, business and economic trends
and data.
1.12 To evaluate the Company’s needs to capital and meeting them.
1.13 To investigate, develop and formulate financial plans to ensure provision of adequate funds
to meet long and short term requirements on the most economical and practical basis
consistent with sound financial practices:
1.14 To maintain adequate funds to meet requirements and obligations and to determine quantity
and sources of funds to be utilized, on a basis consistent with overall financial plans for
smooth and proper functioning of the Regions, Branches and the company as a whole.
2.1 To develop and administrate r various financial controls, reports and statements as required,
to accurately depict correct financial conditions and sources and utilization of the
established financial plan, or desired distribution of assets.
2.2 To review on a continuous basis the current financial position regularly by means of
established controls, to note sound asset distribution and develop and recommend
appropriate corrective action to the Managing Director.
2.3 To investigate and evaluate possible new or improved methods, techniques or sources for
sound financing and recommend adoption of more efficient and economical ones for
Managing Director’s approval;
2.4 To recommend and substantiate to Managing Director the soundness and anticipated return
from the existing or proposed products, schemes and major investments in fixed assets, and
negotiate and execute financial arrangements for acquisition or construction of approved
new facilities and for the sale of existing facilities.
2.5 To investigate, develop and recommend to the Managing Director financial control and
administrative policies.
2.6 To review and evaluate in consultation with the General Manager (Business) , reports, data
and statistics relating to performance and expenditure proposals to note any significant
deviations from operating and financial plans;
2.7 To direct through immediate subordinates the preparation and interpretation of financial
reports and statements for the Company.
2.8 To advise and guide immediate subordinates in the proper interpretation and application of
legislation and regulations to corporate financial affairs and counsel with and advise the
Managing Director and other Officers, as to their impact on Company’s business.
2.9 To sign and send periodical returns to Reserve Bank of India in time.
3.1 To ensure the proper maintenance of accounts both in the Head Office and Units and to
ensure timely preparation of interim and final accounts of the Company
3.2 To ensure the proper maintenance of records, registers and accounts relating to Chitty,
CVL, Fixed Deposits, Sugama Deposits, and other schemes of the Company.
3.3 To call for and watch periodically the achievements of the Regions and the Units against
the targets given under expenses, income and to take prompt corrective steps to assure
attainment of objectives according to plans.
3.4 To advise the Unit Offices of their monthly share towards taxes and Head Office
administration expenses.
3.5 To obtain fortnightly fund position from all Unit Offices and arrange equitable distribution
of funds in consultation with the Regional Managers and to ensure proper and economic
utilization.
3.6 To advise the administration Department about the volume of activities for assessment of
man power requirements of various Units, periodically.
3.7 To design standardize and review various registers, forms, etc., with the approval of the
Managing Director for use in the Head Office, Regions and Units.
3.8 To carry out additions, deletions or revisions in the Manual of Office Procedure wherever
necessary with the approval of Managing Director;
3.9 To watch the various deposits made in the Branches towards Sugama, Fixed Deposits etc,
its timely remittance and to ensure proper reconciliation of the accounts.
3.10 Codification of uniform account heads for use in the various offices and detailing the types
of expenses of each head taking the tax effect in to account.
3.11 Simplification of accounting procedure and to issue necessary instructions on all matters
relating to accounts, to the Units wherever necessary with the approval of the Managing
Director;
3.12 To prepare annual report of overall performance of Branches during the month of April
every year
3.13 To supervise and give proper guidance and instructions, subject to the instructions of the
Managing Director to the Regional Managers, and other subordinates working under him
on all matters relating to his functional responsibility.
3.14 To operate the bank accounts and to draw, accept or make cheques, bills of exchange,
promissory notes on behalf of the Company jointly with any one of the officers of the
Company at Head Office, namely Managing Director or any one of the senior officers of
the finance department up to Rs.25,000/- and if amount drawn exceeds Rs.25,000/- but
does not exceeds Rs.1 lakh with Managing Director, General Manager (Business) or other
delegated Officers and if the amount drawn exceeds Rs.l lakh either with Managing
director or General Manager (business).
3.15 To obtain monthly report from all the branches by 5th of every succeeding month and to
maintain a register in the form prescribed to watch the receipt of the returns and to initiate
action there on.
3.16 To analyse by 20th of every month the monthly reports and communicate the remarks to the
Regions/Units/ Departments and prepare a quarterly review and send it to the Managing
director for further action.
3.17 To pass T.A claims of Regional Managers based on the tour diary approved by Managing
Director.
4.1 To sign balance sheets of the Company as required under the provisions of the Company’s
act.
4.2 To sign pleadings on behalf of the company in connection with civil suits in consultation
with Legal Department and with the prior approval of the Managing Director.
4.3 To sign contracts, agreements, lease deeds, affidavits, statement of facts, etc., on behalf of
the Company in consultation with Legal Department and with the approval of the
Managing Director.
4.4 To handle the work co-ordinating replies to the L.A. interpellation, questionnaire, etc., issued
by the Government, Committees, such as the Estimate Committee, Public Accounts
Committee and Committee on Public Sector Undertakings.
4.5 To get the accounts and all connected activities of the Company at the Head Office, Regional
Offices and Units audited (Internal Audit, Statutory Audit and AG’s audit)as laid down in
the M.O.P. and to arrange for the rectification of objections raised in audits.
4.6 To ensure proper follow up action on audit reports/ inspection reports etc., of the Head
Office/ Region/ Units and to watch the rectification of objections and to apprise the
position to the Managing Director
4.7 To ensure proper distribution and co-ordination of work among various seats in his
department with a view to extract maximum effort from employees
4.8 To carry on correspondence of a routine nature relating to his functions, obtain any
information or statistics from the Regions and Branches and sign fair copies of drafts to
outsiders, except Government, Accountant General, Income Tax Department and the like.
However, no correspondence having any financial commitment or affecting the general
policy of the Company will be carried on by him without the approval of the Managing
director.
5.1 To initiate disciplinary proceedings against the Unit Heads and employees of his
department and or to impose punishments of warning, reprimand and censure
5.2 To warn , reprimand Unit Heads and Officers of the Grade I cadre and below working
under his control and supervision for non-compliance of instructions / failure to send
periodical information required, etc., with copy marked to Administrative Officer for
necessary recording and filing.
5.3 To write performance appraisal reports of Regional Managers and Grade II officers
attached to his Department in the capacity of the Reporting Officer and to be the Reviewing
Officer of the Officers in respect of whom the Regional Manager is the Reporting Officer.
6.1 To attend to any other work that may be assigned to him by the Managing Director from
time to time

DUTIES/FUNCTIONS AND POWERS OF THE


REGIONAL MANAGER

The branches of the Company have been grouped under 5 regions presently. The Regional
Office is headed by the Regional Manager. He will be assisted by officers in the areas of
business development, finance and accounts and legal matters. The Regional Manager will
be responsible for co-ordinated activities of all the branches under his jurisdiction. He
will be the administrative head of the Region. The Regions will serve as the growth
centres of the company. Functionally he will report to the General Manager(Business) and
the General Manager(Finance) for respective functions subject to instructions issued by the
Managing director from time to time. The Regional Manager will have following specific
duties, authority and responsibility.

1. For the proper and healthy functioning of the Branches and to be in charge of the overall
growth and development of the Branches under his jurisdiction.
2. To fix the business targets for the units, within the overall budget and corporate plan of the
Company, especially targets for Chitty, CVL, Fixed Deposits, Sugama Deposits and
Bhadratha, in consultation with the Business Manager and the Unit Heads concerned and to
ensure that the Branch Manager draw up systematic plans to achieve the targets and pursue
efforts for the successful execution of their plans and forward regular and periodical review
reports to Head Office.
3. To help and motivate the Branch in canvassing business by supplementing their efforts by
himself or by the staff working in the Region scheduling and allotting Company vehicles
available in the Region or sanctioning canvassing expenses for engaging vehicles etc.,
wherever necessary.
4. To maintain correct and up-to-date business register of the Branches;
5. To conduct monthly review of the business development of each Unit and ensure
achievement of targets fixed by taking corrective measures in cases of shortfall in targets;
6. To conduct market study and to give timely advice to the General Manager (Business) on
policies and prospects conducive to development of business;
7. To conduct field survey in order to find out areas where there is business potential and
scope for developing the schemes of the Company and advise the General Manager
(Business) on the steps to be taken for exploitation of business potential of the area
including the feasibility of opening new branches;
8. To watch defaults by subscribers and loanees and to appraise efforts made and of results
achieved by the Branch Managers in regard to the collection of defaulted subscription;
9. To maintain Branch-wise default lists in respect of chitty and loan with details of defaults
exceeding Rs.5000/- and or cases of defaulted instalments exceeding 3 months, (all cases of
defaults in respect of terminated chitties and loan schemes), update the list every month and
to ensure that the Managers take suitable steps from the third month of defaults to recover
the defaulted subscriptions; develop and implement effective control mechanism to detect
defaults and pursue and monitor such defaulted subscriptions and to ensure that the
defaults are not time barred;
10. To issue communication to the Heads of officers regarding recovery in cases referred to the
Region by the Branch Managers and to keep track of the results.
11. To ensure that the Managers initiate Revenue Recovery steps to collect the defaulted
subscriptions or other dues recoverable in cases where recovery from salary is found to be
ineffective or insufficient and to ensure proper maintenance of Revenue Recovery Register
and accounts.
12. To obtain copies of R.R requisitions from the Branches and to check whether the R.R
certificates are issued by the District Collector timely and in case of delay to take up the
matter with the Collector for its timely issue.
13. To keep proper liaison with the Tahsildar/Deputy Tahsildar attached to his Region and
other revenue authorities and to make sure that the cases referred to R.R. are timely
followed up and defaults collected;
14. To send quarterly consolidated statement of defaults both in chitties and loan schemes to
the General Manager (Business) indicating action taken proposed to be taken to recover
defaults;
15. To appoint agents/ authorise persons for canvassing business in the branches coming under
his jurisdiction, to maintain a list of such agents and to keep the list up-to-date.
16. To review the working of agents and to terminate their agency in case their performance is
found to be not satisfactory.
17. To ensure that Branch Managers take steps and effect payment of prize money to the prized
subscribers on the due date if the subscribers have furnished adequate security for future
subscription
18. To watch, inspect and ensure that Auction proceedings Register, Minutes and other
registers relating to the auction and payment of prize money are correctly and properly
maintained by the Branches.
19. To sanction CVL/Loans exceeding Rs.1 lakhs and to recommend cases above his limit to
H.O
20. To accept movable /immovable properties as security in respect of chitty/loans above the
sanctioned limit of Manager based on the scrutiny report, legal advice, valuation reports
etc., and to sanction payment /give legal clearance, as the case may be in such cases.
21. To sanction canvassing expenses of a reasonable amount on proper evaluation of the
necessity for personal canvassing in the area, efforts put in by the Manager and the staff,
business canvassed by the agents etc.
22. To watch the flow of funds in the Branches and to arrange for its proper utilization by
distribution among the Branches and the Regional Office in consultation with the General
Manager (Finance) and to ensure proper utilization of Fixed Deposits and Sugama Deposits
, etc., by the Branches and /or by the Regional Office.
23. To ensure that the accounts are maintained in the Branches and Regions on a current basis
and that the monthly trial balance, quarterly consolidated trial balance and the annual
accounts, statements, schedules, etc., of the Branches (including Regional Office) are
consolidated and sent in time to Head Office.
24. To conduct monthly review of the performance of the Branches and forecast the business
results on a progressive basis
25. To ensure that all balance sheets and documents that are to be filed with the Registration
Department under the Chitties Act are filed by the Branches, the chitty balance sheets are
got audited yearly and the chitty security deposits released timely.
26. To submit proposals to the General Manager (Business) for opening new Branches in the
regions with proper justification and /or to submit proposals for shifting the existing
Branches.
27. To ensure the rectification of the defect/ points objections raised in the statutory/ A.G’s
/internal audit of all Branches coming under their jurisdiction and to take appropriate
measures for the timely sending of compliance reports by these offices, wherever
applicable.
28. To be Controlling Officer of the vehicles attached to his Region and to be responsible for
the proper use, care, supervision and maintenance of the vehicles, and for regulating its
journeys in accordance with the provisions in the M.O.P. and H.O. instruction from time to
time.
29. To sanction fuel expenses for the Company vehicles attached to the Region.
30. To ensure that the log books and the vehicles History Books of the vehicles under his
control is properly maintained.
31. To arrange for repairs not exceeding Rs.2,500/- at a time of the Company vehicle subject to
an annual limit of Rs.10,000/- (Repairs exceeding Rs.2,500/- at a time shall be arranged
after getting sanction from the M.D)
32. To study and review the quality of service rendered to the customers by the Branch with
special reference to the customer satisfaction and to recommend steps for its improvement;
33. To analyse and review complaints affecting the service to customers and or inaction on the
part of the Branches relating to the conduct of business and to settle matters if necessary, by
personal enquiry and with the approval of the Head Office, wherever found necessary;
34. To ensure monthly transfer of funds to the Regional Office from the Branches and
distribute the amount as under.
(a) transfer to H.O towards pay roll deduction, share or tax and H.O. overheads, share of
chitty security deposits released, fixed deposit collection , etc.
(b) transfer to branches the amount due to them towards inter-branch collection
35. To conduct or to arrange through the officers/Staff working in the Regional Office,
inspection of business, accounts and all connected activities of the Branches (as per the tour
programme approved by the Head Office in the case of the Regional Manager) whenever
called for and report to the H.O. detailing the work done, cases of fraud, misappropriation,
wasteful expenditure, uneconomical operation or inefficiency in the use of Personnel or
other resources, etc., detected with specific recommendations for remedial action and to
ensure that the Branches and the Regional Office effect economy in administrative
expenses as per the Government guidelines from time to time;
36. To effect inter-branch transfers (within the Region) of employees below the level of Unit
Head as per the norms approved (in the case of workmen) and based on suitability (in the
case of Officers) and also to make temporary transfers, within the Region depending upon
the necessity (All such transfers should have prior approval of the H.O.)
37. To sanction all kinds of leave exceeding 30 days in the case of employees in the Branches
and to sanction all kinds of leaves to the Unit heads and the officers and staff in the
Regional Office, under intimation to the Administrative Officer.
38. To sanction increments in respect of Officers under his jurisdiction in consultation with the
Administrative Officer and to maintain their service books
39. To draw, accept or make cheques, bills of exchange, promissory notes on behalf of the
Company jointly with the Officers in-charge of accounts or in his absence, the Officer in-
charge of business, in the Regional Office.
40. To ensure that the work assignment in the Branches and in the Regional Office is done
properly and that the principle of rotation is followed in the placement of personnel ;
41. To be responsible for the safe custody of all valuables and documents received in the
Regional Office in connection with the business of the Company.
42. (a) To incur contingent /promotional expenditure up to a maximum of Rs.500/- at a time
from the imprest cash provided to him with in the approved budget subject to annual
limit of Rs.2,000/-
(b) To incur an amount of Rs.10,000/- at a time for printing of notices, preparation and
display of banners, binding of records, repairs and maintenance, Branch shifting ,
Branch inauguration etc.
43. To sanction and draw tour advance to himself as per rules, and to present the final bill to
the General Manager (Finance) for sanction and payment.
44. To sanction TA and DA to the employees attached to the Regional Office and the Unit
Heads subject to the observance of rules and procedures.
45. To draw and disburse salary to the employees including himself, as per the pay roll
received from the H.O.
46. To write Performance Appraisal Reports in respect of all Unit Heads/ Officers under his
charge in the capacity of a Reporting Officer and to be the Reviewing Officer of the
Assistant Manager /Deputy Manger in the Units and of the staff (excluding officers)
attached to his office.
47. To initiate disciplinary proceedings against the employees/ officers appointed to his office
and to impose punishments of warning reprimand and censure, under intimation to the
Administrative Officer.
48. To place under suspension any Officer of the Grade II cadre and below in the Units and any
Officer of the Grade II cadre and below attached to his office where there is a prima-facie
case of misconduct against him/her and report the fact to the Managing Director on the
same date.
49. To warn and reprimand Unit Heads for non-compliance of instructions /failure to send
periodical information required, with copy marked to the Managing Director for necessary
information.
50. To attend to such other items of work as are assigned to him by the General Manager
(Finance)/ General Manager (Business)/ Managing Director from time to time.

DUTIES/FUNCTIONS AND POWERS OF THE


ADMINISTRATIVE OFFICER

1. To be in complete charge and control of the personnel administration of the Head Office
and the Branches/Units subject to the control and direction of the Managing Director.
2.1 To be responsible for the proper maintenance of the Attendance Register, Casual Leave and
other Leave Registers of the Head Office and ensure its proper maintenance at the
Branches / Offices.
2.2 To be responsible for the proper maintenance and updating of :
(a) Personal files of all Officers and workmen in the Company;
(b) Service records
(c) EPF records
(d) Loans, advances and their repayments
2.3 To be responsible for the posting of non-supervisory staff in the Head Office.
2.4 To be in overall charge and responsible to the Managing Director for the following
functions.
(a) recruitment through the Public Service Commission for all cadres coming under its
purview
(b) recruitment through other sources
(c) transfers and postings in all cadres
(d) promotion, conducting of promotion tests, eligibility test at the appropriate time and
subsequent further action .
(e) declaration of probation
(f) apprenticeship trainees in the Head Office and Branches/Units
(g) training and refresher courses for the employees
(h) convening periodical Managers’ conferences, weekly Departmental Officers’
conferences, conference of Association representatives and other allied conferences.
2.5 To sanction annual increments in all routine cases in respect of employees upto and
including Grade II Officers working in the Head Office after getting and scrutinizing the
performance appraisal records and confidential reports.
2.6 To sanction casual leave of all Officers upto and including Grade II in the Head Office.
While sanctioning the leave application of employees working in the other departments of
the Head Office, prior consultation with the Departmental Heads concerned may be made;
2.7 To sanction all other kinds of leave in respect of the employees upto and including Officers
Grade II in the Head Office.
3.1 To be solely responsible for the salary administration including centralized preparation of
pay rolls, the timely payment and rendering of returns relating to the EPF and personal
income tax, annual bonus and other similar payments to the employees and furnishing
consolidated figures and detailed statements of such payments to the Central Accounts
Department for proper accounting;
3.2 To be responsible for obtaining, scrutinizing and keeping under safe custody annual
property statements, annual confidential reports, performance appraisal records, fidelity
insurance guarantee, loans records, etc., of all the employees of the Company
3.3 To ensure that liability if any, of an employee is settled or caused to be settled before an
employee is relieved from the Company on retirement, resignation, dismissal, etc
3.4 To be responsible for the prompt payment of dues to the employees as and when they
occur and maintain sufficient proof of record for their disbursement.
3.5 To pass all payments relating to the reimbursement of medical bills in respect of all
employees in the Company.
4.1 To be responsible for maintaining cordial industrial relation in the Company
4.2 To collect data and prepare reports necessary for presentation in labour and other
conciliation conferences, discussions on charter of demands, etc., and to assist the
Managing Director at the conferences;
4.3 To ensure proper distribution and co-ordination of work among the various seats in
his department with a view to extract maximum efforts from the employees;
4.4 To represent the Management at the conciliation conferences, labour disputes and
other conferences from time to time.
4.5 As Administrative Officer (Personnel) he will keep in touch with various demands
and complaints put fourth by the Associations/ Employees and take suitable action
promptly and cause to initiate such steps that are required to maintain a cordial employer-
employee relationship;
4.6 To carry on correspondence of a routine nature, obtain any information or statistics
from the Branches and sign fair copies of drafts approved by the Managing Director to
outsiders, except Government, Accountant General, Public Service Commission, Advocate
General, Labour Department and the like. However, no correspondence having any
financial commitment of affecting the general policy of the Company will be carried on by
the Administrative Officer with out the approval of the Managing Director.
4.7 To attest the entries in the service records, personal cards, service books and other
registers maintained in his department.
5.1 To sanction petty expenditure connected with the Administration Department upto Rs.500/-
in each case.
6.1 To be responsible for and to be in charge of various welfare measures extended to the
Company employees from time to time.
7.1 He is empowered to take disciplinary action and impose punishments like warning,
reprimand and censure against the employees/ officers below the rank of Grade II in his
department.
7.2 To warn and reprimand Unit Heads including the cadre of Grade II Officers for non-
compliance of instructions/failure to send periodical information required etc.
7.3 To write performance appraisal reports of Grade II/ III/IV Officers attached to his Department
in the capacity of the Reporting Officer and to be the Reviewing Officer in respect of other
Officers working in his department.
8 Any other work that may be assigned to him by the Managing Director from time to time.

DUTIES/FUNCTIONS AND POWERS OF THE


COMPANY SECRETARY

1. To be responsible for taking timely action in respect of all the functions conferred under
the Companies Act 1956.
2. To file returns with the Registrar of Companies under the Companies Act,1956 and to
attend to all correspondence with the Registrar of Companies and Company Law Board
with the approval of the Managing Director.
3. To maintain all books and registers required to be maintained under the Companies Act
1956.
4. To keep custody of the Company’s Common Seal
5. To sign Share Certificate under rule 6 of the Companies (Issue of Share Certificate) Rules
1960
6. To prepare agenda notes for the meeting of the Board and General Body meeting under
instructions from the Managing Director.
7. To issue notices for meetings of Board and General Body with the approval of the
Managing Director.
8. To prepare minutes of the meetings of the Board and General Body for approval of
Managing Director/Chairman and to forward the approved minutes to the members of the
Board the Government and to other authorities.
9. To communicate the decision of the Board for action and provide the Board with the feed
back
10. To sign Balance Sheets of the Company as required under the provisions of the Companies
Act.
11. To sign pleadings on behalf of the Company in connection with civil suits in consultation
with Legal Department and with the prior approval of the Managing Director.
12. To sign contract, agreement, lease deeds, affidavits statement of facts etc. on behalf of the
Company in connection with Legal Department and with the approval of Managing
Director.
13. To collect and collate operational information and data and convert them into a form
suitable for consideration of the Board as and when called for.
14. To handle the work of co-ordinating replies to the interpellations, questionnaire etc., issued
by the Government, Committees , such as the Estimates Committee, Public Accounts
Committee and Committee on Public Sector Undertakings.
15. To spend any reasonable amount for refreshments, entertainments etc., in connection with
the Board Meeting, Committee Meetings etc. not exceeding Rs.10,000/- per meeting.
16. To ensure proper distribution and co-ordination of work among various seats in his
department with a view to extract maximum efforts from the employees.
17. To attend the duties of Administrative Officer in his leave/absence and to that extent he will
be deemed holding immediate charge/Additional charge of Administrative Officer as the
case may be.
18. To attend to any other work that may be assigned to him the Managing Director from time
to time and on exigencies.
19. To prescribe and maintain a Management information System, covering operational
aspects, products, assets and profit analysis etc. and to make best use of such reports by
proper analysis and interpretation to fulfil the overall organizational objectives.

DUTIES/FUNCTIONS AND POWERS OF THE


INTERNAL AUDIT OFFICER

1. To arrange, through Internal Audit Teams, periodical audit and inspection of accounts and
all connected activities of the Company at the Head Office, Regional Offices and Units as
laid down in the M.O.P with particular reference to the following.
(a) Accounting of receipts, payments and the position of day-to-day accounts.
(b) Payment of prize money to prized subscribers and acceptance of sureties/ securities for
the same with special reference to delay, if any, occurring at different stages;
(c) Compliance of Chitties Act, timely filing of returns including chitty balance sheets and
getting refund of security deposits.
(d) Effectiveness of default follow up efforts (prized and non-prized) including removal
/substitution of non-prized defaulters in respect of chitties and default follow up efforts
in respect of all other schemes.
(e) Compliance of Shops and Commercial Establishment Act.
(f) Compliance of Head Office instructions on personal and Administrative matters, such
as maintenance of attendance register, granting of leave, entries in the Service Books,
furnishing leave application to Regional Office/Head Office, purchase of fixed assets,
stationery stock maintenance etc.,
(g) Pay rolls and salary deduction returns
(h) Transfer of funds to the Regional Office concerned towards pay roll deductions,
monthly quota, inter branch collection etc.
(i) Accuracy and reliability of periodical return furnished to the Head Office/ Regional
Office, prescribed from time to time.
(j) Efficiency of internal check and internal control in operation in the Units, Regional
Offices and Head Office
2. To review the above audit work done by the Audit Teams by inspecting the Units (as per
the tour programmes approved by the M.D) during the course of audit.
3. To go through, in detail, the manuscript Inspection Note received in the Head Office from
the Audit Teams and to give it a complete shape immediately.
4. To send the audit report to the Unit with in a week after its receipt in the Head Office, and
to obtain compliance reports from the Units.
5. To ensure proper follow up action with the Units and get compliance reports with in a
month, and to appraise the M.D periodically of the results.
6. To analyze the detailed replies to each of the points mentioned in the audit report, consult
the Departmental Heads concerned, accept or obtain a further reply from the Units/ Region
concerned
7. To dispose off ordinary cases of objections in consultation with the Departmental Heads.
8. To report to the Managing Director all cases of fraud, mis-appropriation, wasteful
expenditure, uneconomical operations or inefficiency in the use of personnel or other
resources with specific recommendations for remedial action.
9. To conduct surprise inspections of the Units on the direction of the Managing Director;
10. To critically evaluate the efficiency or efficacy of the Company policies, rules, systems
and procedures and to put up concrete suggestions to the Managing Director for
examination.
11. To appraise the adequacy of the follow up action taken by the various Officers in
implementing the instructions, procedures etc, that are prescribed by the Management from
time to time and to report to the Managing Director.
12. To investigate specific cases referred to his Department by the Managing Director and to
report back to him.
13. To be responsible to give special reports to the Managing Director on irregularities of a
grave nature in each Unit immediately after the inspection is over.
14. To prepare and submit to the Managing Director an annual audit report, with brief analysis
supported by facts and figures on the performance of the different Units (in all the key
areas of its operation) inspected by the Internal Audit Officer during the period under
review, immediately after the end of the financial year.
15. To attend to any other work that may be assigned by the Managing Director which would
not normally be reviewed and appraised by Internal Audit and which could not reasonably
be construed to compromise the independence of audit.
16. Empowered to have full access to all records, properties and personnel relevant to the
subject under review.
17. To review and appraise policies, plans, procedures and records of the Company.
18. To frame audit programme after obtaining prior permission of the Managing Director.
19. To initiate disciplinary proceedings against the employees of his department and to impose
punishment of warning reprimand and censure;
20. To warn and reprimand Unit Heads below the cadre of Grade II Officers for non
compliance of instructions/ failure to send periodical information required, with copies
marked to the Regional Managers and Administrative Officer for necessary recording and
filing.
DUTIES/FUNCTIONS AND POWERS OF THE
MANAGER E.D.P

1. Manager (EDP) will be in charge of the entire automation/ computerization of H.O/ R.O/
Branches both in respect of Hard ware and Soft ware and maintenance/ updation of the
same.
2. He/She should liaison with officers at H.O/ R.O/ Branches for the fulfilment of the above
objective.
3. Obtain suggestions from departments study the same and put up the proposals for
automation/computerization of various areas of work to improve the efficiency of the
Company at H.O/ R.O/ Branch level.
4. Preparation of databases and software packages according to the needs of the institution
and doing the necessary liaison work with the departments concerned in this regard.
5. To be responsible for the maintenance and repair of all computer hardware and to be
responsible for renewal of AMCs and obtaining service as per the AMC agreement.
6. Attending to timely maintenance of software used by the EDP Department and other
sections of the institution and to be responsible for all the necessary troubleshooting in this
regard.
7. Giving suggestions to the top management regarding subscription of periodicals and other
publications related to Information Technology
8. If the subscription to such periodicals are agreed to by the top management, receiving the
same and storing the same in good condition in the EDP Department.
9. Going through the above periodicals and contemporary publications on recent
developments in IT and giving suggestions to the top management for adopting useful latest
technology for the benefit of the organization.
10. Maintaining all the files regarding progressive computerization of the institution and giving
appropriate advice to the Management whenever necessary in this regard.
11. Participating in the discussions related to automation of the institution in various sectors
and giving advice and suggestions, wherever necessary.
12. To be responsible for the maintenance and upkeep of all the infrastructure related to the
EDP such as computer rooms, cabling, air conditioning, maintenance of UPS systems, etc.,
and for ensuring that the system is not mishandled/misused or sabotaged by anyone.
He/She should ensure that the data fed are proper and the information provided/ analysed
satisfy the requirements. He/She should maintain and ensure the safety and secrecy of
informations stored.
13. Indenting the necessary computer consumables such as computer stationery, printer
ribbons, floppy disks, etc., after closely monitoring the stock position and in such a way
that the institution is benefited on the economy front and doing necessary liaison work with
the respective departments in this regard.
14. Helping the top management in formulation of policies regarding development of better
Management Information System (MIS) and improving the communication system.
15. Helping the management in preparing tender notices, tabulation of details of the sealed
tenders, determining the proper systems vendor, whenever acquisition of computer systems
is necessary and doing necessary liaison work with the Departments concerned.
16. To put up suggestion before the top management regarding participation in the training
programmes and conferences related to IT for keeping abreast of at least and relevant
development in IT
17. To be responsible for the preparation of Monthly pay rolls of all the staff members and
individual pay slips after collecting required details of leave/ increment etc., from
Personnel Administration Department.
18. To be responsible for the preparation of the fixation of pay of all staff on their promotion
on accruing of yearly increments, on revision of pay …etc.
19. To be responsible making suitable corrections on the pay and allowances of those faced
disciplinary action and also to regulate the pay of suspended employees in according to the
rules in force.
20. To be responsible for the maintenance of correct personal data of all staff members in the
computer and provide the required data to the Administrative Officer as and when
demanded.
21. To be responsible for implementation of orders/ directions issued by the Administrative
Officer with regard to various data on staff matters in the computer.
22. To be responsible for making suitable change in the pay and allowances of the staff, as per
the guidelines issued by the Government.
23. To be responsible for calculation of the pay and allowances in accordance with the
conditions of agreement for the pay revision made between the Management and
representation of staff.
24. To maintain personal bio-data of all staff members for the Personnel Administration
Department.
25. To be responsible for the preparation of monthly and yearly statements of pay roll
deductions like IT, PF, H/L, LIC Festival Advance, Gratuity etc.,
26. To be responsible for furnishing all the required details of employees supplying to LIC ,PF
office etc., in connection with EDLI, DCRG, GSLI and PF.
27. To be responsible for generating data for the compilation of Periodical Business review for
ascertaining the staff requirement in the branches.
28. To ensure proper distribution and co-ordination of work among various seats in the E.D.P.
department with a view to extract maximum efforts from the employees.
29. To initiate disciplinary proceedings against the employees of his/her department and to
impose punishments of warning reprimand and censure.
30. To warn and reprimand Unit Heads below the level of Grade II Officers for non-
compliance of instructions/failure to send periodical information required with copy
marked to the Administrative Department for necessary recording and filing.
31. Any other function entrusted from time to time by the top management.

The Manager, EDP will report to General Manager(Finance), General Manager (Business)
and Administrative Officer on the basis of the functional areas dealt with.

DUTIES/FUNCTIONS AND POWERS OF THE


UNIT HEAD

1. He will be responsible for the environment with in the Units in which his subordinates work
and will create conditions conducive to effective work;
2. To prepare a master plan outlining the proposed activities with the objectives to be attained
in accordance with the policies of the organization and forward it to the Head Office during
February each year to enable the Company to prepare a realistic budget every year. In
addition to the implied duties he will have the following specific functions;
3. To do all the basic tasks of the Manager, such as
(a) To plan the operations of his subordinates, organize, integrate, control and co-ordinate
their activities for maximum contribution to the Branch Manager as head of financial
unit.
(b) To post proper persons to various positions in the Branch, train and develop them to
accomplish their task effectively.
(c) To organize their role relationship
(d) To direct their work by clarifying their assignments, guiding them towards improved
performance and motivate them to work with zeal and confidence.
(e) To control them by measuring and correcting their activities to assure that events
conform to plans and
(f) To co-ordinate their work
(g) 2
4. He will also have the following specific duties, powers and responsibilities in regard to the
functional operation of the Branch.
1) To start chitties conforming to the pattern prescribed by the Head Office and achieve the
targets fixed by the Company;
2) To issue advertisements, if necessary, directly to the local dailies with the approval of the
Regional Manager.
3) To undertake personal canvassing of subscribers without detriment to the normal office
work.
4) To issue temporary receipts to persons from whom he collects money towards 1st instalment
during canvassing and remit such amounts to the office the same day or latest by the next
working day.
5) To acknowledge payments of subscription or to arrange acknowledge of payment of
subscription.
6) To issue variolas to the canvassing agents of the Company, necessary directions regarding
the procedure for the enrolment of subscribers, pay commission at the rates prescribed by
the Head Office of the Company from time to time and to maintain the Agent’s Register.
7) To give the security to be given by the foreman under section 15 of the Chitties Act.
8) To perform the duties and to exercise the rights of the foreman under the relevant
provisions of the Acts relating to the chitty.
9) To give a true copy of the variola to the subscribers and to file the acknowledgements with
the Registrar under the relevant provisions of the Acts relating to the Chitty .
10) To receive proxy form on behalf of subscribers enter the details in the register prescribed,
to file the proxy forms chitty-wise, and to be responsible for the proper inclusion of their
names in the auction/ draw.
11) To regulate and conduct the auction and drawing of the chitty at the time and place
mentioned in the variola, to sign the auction
12) To keep correct minutes of the proceedings of every auction and drawings, sign the minutes
on behalf of the foreman and to file a true copy of the minutes with the Registrar on the due
date.
13) To obtain sufficient security for the payment of future subscriptions and take steps for
valuation and scrutiny of the title deeds and to submit reports to the Regional Office /Head
Office in this regard, seeking sanctions, wherever necessary.
14) To take steps for the payment of prize money to the prized subscribers on the due date if
the subscriber has furnished adequate security for the payment of future subscriptions.
15) To keep all the registers and accounts to be kept by the foreman under the Chitties Act and
Rules and as directed by the Head Office/ Regional Office and ensure the correctness and
authentication by subordinate supervisory officers.
16) To remove defaulting subscribers and substitute others in their place and file a true copy of
the entry with the Registrar on the due date as prescribed in the Chitties Act and as directed
by the Head Office.
17) To take steps for the payment of the amount due to the defaulting subscriber on the due
date.
18) To demand in writing, consolidated payment of future subscription from defaulting
subscriber on the due date.
19) To accept and recognize transfer if it is in order and to make entries in the foreman’s books
and to file a true copy of the entry regarding transfer on the due dates.
20) To convene with the prior approval of the Managing Director, meeting of the General Body
of the subscribers under the Chitties Act, as and when necessary.
21) To discharge the duties of the foreman under Sections 40 &41 of the Kerala Chitties Act/
corresponding Sections of relevant act relating to the chitty
22) To prepare a separate Annual Balance Sheet for each chitty and to take steps for the audit
of such balance sheets and filing of copies with the Registrar at the appropriate time.
23) To prepare default lists and to watch defaults by prized / non-prized subscribers and to take
suitable steps at the proper time to recover the consolidated payments of all arrears and
future subscriptions in respect of prized defaulters.
24) To initiate timely action under R.R. Act to collect defaulted subscriptions or other dues
recoverable , wherever necessary.
25) To send intimation cards indicating the amount due for the next instalment to the
subscribers/ banks having standing instructions from the subscribers, timely.
26) To send recovery schedules to the drawing / disbursing officers in respect of subscribers
who have joined our salary deduction scheme and to ensure the remittances so received are
duly entered in the books of accounts promptly.
27) To file documents and to deposit the amounts as per the relevant provision of the Chitties
Act.
28) To develop chitty business of the branch by starting chitties timely and attain the budgeted
sala of business.
29) To study and review the working of the Agents attached to his Unit and to send to the
Regional Manager concerned their performance appraisal reports at periodical intervals.
30) To verify the correctness of the entries in the Money orders Register, sign the Money order
forms, and to receive the Money order, on behalf of the Company.
31) To ensure that all the amounts received by Money order on the day have been duly
acknowledged by the cashier.
32) To be responsible for ensuring the proper receipt, recording and accounting of the cheques
received in the Unit are written up on a current basis and satisfactorily maintained.
33) To ensure that the day-to-day accounts in the Units are written up on a current basis and
satisfactorily maintained.
34) To be responsible for timely closing of annual accounts.
35) To verify the scrutiny report, examine all the documents relating to the payment of prize
amounts, ensure that they are in order, identify the subscriber, sign the cheque and hand it
over to him personally, obtaining his acknowledgements on the voucher, cheque counterfoil
and personal ledger folio etc.
36) To see that the subscriber and sureties execute the security bond or agreement and all other
documents connected with the payment of prize amount in the manner laid down in the
Manual of Procedure;
37) To be responsible along with Assistant Manager /Deputy Manager and the Assistant
concerned for the adequacy of Security /surety and for the genuineness there of;
38) To be responsible along with Assistant Manager /Deputy Manager the accuracy of the prize
amounts paid and for ensuring that all the amounts due from the subscriber on the prized
ticket in question or recoverable from him in his capacity as a prized subscriber in respect
of any ticket or as surety to any other subscriber, or as loanee/ guarantor .
39) To be responsible for the proper identification of the subscriber and of his
acknowledgements on the documents, payment voucher, cheque counter foil, personal
ledger folio etc and hand over the cheques to the parties concerned.
40) To be responsible for the safe keeping of all the documents relating to the payment of prize
money/ removed subscribers contribution
41) To file the final balance sheet relating to the terminated chitties and to get the security
deposit released timely.
42) To reconcile the Bank accounts, Head Office Current Accounts and Regional Office
Current Accounts.
43) To ensure early clearance of amounts kept under suspense head and to send monthly
statement showing the suspense figures at the commencement of each such month and the
extent of reduction made during the month.
44) To arrange for the preparation of subscribers personal ledger schedules and their tallying
with control accounts.
45) To schedule payment of prize money in such a way that they are more or less evenly
distributed over the month, also taking into account the ways and means position and
giving priority of payment based on the date of receipt of surety/security applications and
subsequent execution of documents.
46) To transfer funds to the Regional Office within the date stipulated towards:
a) Other Branch collections
b) Salary deduction
c) Share of tax and Head Office administration overheads
47) To deposit the entire collections of a day in the bank the same day or on the morning of the
next day.
48) To make the physical verification of cash balance with the cashier/ Assistant Manager
/Deputy Manager/Assistant daily to see that it agree with the cash book balance and to
authenticate the correctness.
49) To introduce “internal check” as a control system and to ensure that the operations are
conducted in as efficient and well ordered manner;
50) To arrange to carry out special checks by Senior Assistant or Assistant Manager /Deputy
Manager when checks are not automatically carried out as part of system.
51) To check occasionally and ensure that the employees have already performed their assigned
duties (including carrying out checking procedure) satisfactorily;
52) To build up and enhance the reputation of the Company in its dealings with the subscribers
and prospects, fostering friendliness with the general public projecting always the good
image of the Company so that we may merit a reputation of our own for the quality of
service;
53) To see that the incoming mails are opened in his presence and to initial it with date, in
token of having seen it;
54) To maintain the Attendance Register, Casual Leave and other registers as laid down in the
M.O.P.
55) To dispose of all kinds of leave applications of his subordinates as laid down in the M.O.P
and as per rules.
56) To be responsible for the proper maintenance and updating of
a) Personal files of all employees in the Unit
b) Service records/books
c) Loans, advances and their repayments
57) To arrange compliance of law relating to Shops and Commercial Establishments Act by the
Units
58) To be in overall charge of receiving, recording and distribution of incoming mails and
despatch of all outward communications /articles.
59) To be responsible for general administration of the Branch;
60) To account all the assets of the Company and to safeguard it from losses of all kinds.
61) To purchase and distribute stationery items for amount not exceeding Rs.1,000/- at a time.
62) To render the following returns to the Head Office / Regional Office:

To Head Office :-
(a) Monthly reports regarding the activities in the Unit to be received on or before the 5 th of the
subsequent month
(b) Application for sanction of loan/advances in cases where the sanction does not fall within
his powers.
(c) Letters seeking Head Office sanction for the construction/ purchase of cash counters,
cabins, furniture, cycles, office equipments fans, fittings, reference books, periodicals and
other costly items;
(d) To ensure that all the due returns as per the Manual of Procedures are included in the
calendar of returns and that they reach Head Office/ Regional office on the due dates
prescribed.
(e) Any other returns that may be prescribed by Head Office from time to time;

To Regional Office
(a) Monthly reports regarding the activities in the Unit to be received on or before the 5th of
subsequent month
(b) Consolidated trial balance of a quarter by the beginning of the subsequent quarter
(c) Quarterly reports regarding the position of defaults and clearance thereof;
(d) Application for sanction of Loans and advances in case where the sanction falls with in the
power of Regional Manager.
(e) Leave application (half pay leave, leave on loss of pay, maternity leave, special casual leave
etc.) that require Regional Office sanction.
(f) Any other returns that may be prescribed from time to time;

63) To handle complaints from customers and others on matters regarding the conduct of
business of the Company;
64) To collect/ furnish liability details in respect of subscribers/ loanees, sureties/guarantors/
from/to other branches;
65) To establish proper liaison with the Sub-Registrars/ Chitty Auditors concerned.

For the efficient and faithful discharge of the above functions/duties, the Unit head will
have the following powers.

a) To incur expenses on account of printing of notices, preparation and display of Banners,


binding the records, repairs and maintenance, branch shifting, Branch inauguration etc.,
upto Rs.1,000/-at a time.
b) To purchase stationery articles required for the Unit office after observing stores
purchase rules.
c) To arrange for the printing of intimation cards, address lists and leaflets relating to the
announcement of chitties after observing the stores purchase rules and to audit and to
pass their respective claims.
d) To draw the pay and allowance as per the pay rolls received from the H.O. disburse it to
the employees of the Unit including himself and to make other payments to the
employees such as bonus etc., as per the Head Office instruction.
e) To sanction T.A of the subordinate staff at the approved rates.
f) To sanction all kinds of leave not exceeding 30 days at a time and to recommend
sanction of leave exceeding 30 days by the Regional Manager to all the employees
subordinate to him.
g) To sanction surrender of earned leave to all the employees subordinate to him.
h) To sanction annual increment to all the employees subordinate to him.
i) To draw, accept or make cheques, bills of exchange, promissory notes on behalf of the
Company jointly with Assistant Manager/Deputy Manager/ special Grade Assistant/
senior most Senior Assistant of the Unit wherever applicable.
j) To exercise the powers of opening and operating bank accounts on behalf of the
Company subject to sanction from General Manager (Finance)
k) To accept personal sureties as per prescribed norm from time to time to cover future
liability upto Rs.5 lakhs provided the sureties are in accordance with the norms
prescribed by the Company.
l) To accept securities in the form of
(i) deposits with the company /nationalised or other banks, duly pledged in favour of the
Company for an amount not less than the future instalments as laid down in the
Manual of Procedure
(ii) bank guarantee to the Company from nationalized or scheduled banks for an amount
not less than the future instalments as laid down in the Manual of Procedure
(iii) paid up subscriptions in any other chitties started by any of the Units of the
Company strictly in accordance with the procedure laid down in the Manual of
Procedure;
(iv) any other types of acceptable securities mentioned in the M.O.P

m) To receive Fixed Deposits as and when the Company decides to accept them and
subject to the restrictions imposed by the Head Office in this regard.
n) To sign Fixed Deposit Receipt/ Deposit in Trust jointly with the Assistant
Manager/Deputy Manager/ special Grade Assistant/ Senior Assistant subject to the
restrictions imposed by the Head Office in this regard.
o) To release Fixed Deposits subject to the rules and regulations in this regard.
p) To suspend, pending disciplinary proceedings, employees of his unit whenever felt
necessary to report the fact to the Regional Manager/ Managing Director Immediately
thereafter.
q) To appraise the performance of all his subordinates working in the Units and to act as
the Reporting Officer/ reviewing Officer as the case may be in respect of all the
employee subordinate to him.
r) To accept all postal articles including Registered Insured and Value Payable Post and
other articles addressed to the Unit.
s) To delegate his functions/ powers to the Assistant Manager/ Deputy Manager bearing in
mind that responsibility, being an obligation to perform, is owed to one’s superior, and
the Unit head can not reduce his responsibility by such delegation (Major functions/
activities that can be assigned to the Assistant Manager /Deputy Manager for smooth
and regular flow of work in the Unit are grouped under the duties/ functions/ powers of
Assistant Manager /Deputy Manager in the M.O.P. The Unit Head may add/ delete/ re-
group the activities listed therein to suit the convenience and the availability of the
supervisory posts in his unit)
t) To be responsible for giving assignment of duties to each Assistant Manager/Deputy
Manager as and when there is a change of personnel in this cadre and to forward an
acknowledged copy of the assignment order to the Regional Office for filing in the
personal file concerned.
66) To collect periodical interest on chitty security deposits from the treasury;
67) The Unit Head will also have the following specific duties, powers and responsibilities in
regard to the conduct of loan schemes.
a) To register names of prospective loanees on getting the prescribed registration fee.
b) To process loan application with in his limit and sanction the same after obtaining
sufficient security.
c) To communicate sanction of the advance to the loanee
d) To see that the agreement in stamp paper of the requisite value is executed by the loanee
and guarantors and all other documents connected with the loan transaction are in the
manner as laid down in the Manual of Procedure.
e) To appoint dealers for supply of articles under the CVL scheme of the Company as per
the terms prescribed by the Head Office.
f) To issue delivery order in the prescribed form for the supply of the articles under the
CVL scheme.
g) To pass for payment the bills received from suppliers after ensuring its correctness and
make payment deducting commission if any, due to the Company by means of account
payee crossed cheqes.
h) To see that the agreement in connection with the payment of NHFS is duly executed in
the manner as laid down in the M.O.P and pay the advance as per the rules of the
Scheme and the M.O.P
i) To issue pass book indicating there in the monthly premium payable.
j) To take timely action for insurance/ renewal of the insurable articles supplied under the
CVL scheme.
k) To keep all the registers and accounts to be kept by the company as contemplated in the
M.O.P
l) To prepare default list and to watch defaults by loanees and to take suitable steps at the
proper time to recover the dues.
m) To initiate timely action under Revenue Recovery Act to collect the CVL dues or other
dues recoverable.
n) To send recovery schedules to the drawing /disbursing officers in respect of loanees
who have joined our salary deduction scheme and to ensure that the remittance so
received are duly entered in the books of accounts promptly,
o) To develop CVL business of the Unit and attain the budgeted business in time.
p) To verify the scrutiny report, examine all the documents relating to disbursement of
house loan, ensure that they are in order, identify the loanee, sign the cheque and hand it
over to him personally, obtaining his acknowledgement on the voucher, cheque
counterfoil etc.,
q) To be responsible along with the Assistant Manager/Deputy Manager concerned for the
adequacy of security/ surety and for the genuineness there of;
r) To arrange for the preparation of loanees personal ledger schedules and their tallying
with control accounts,
s) To schedule execution of loan agreements in such a way that they are more or less
evenly distributed over the month taking into account the ways and means position and
giving priority of payment based on the date of receipt of applications and subsequent
execution of documents.
Any other duties that may be assigned to him from time to time.

DUTIES/FUNCTIONS AND POWERS OF THE


ASSISTANT MANAGER/DEPUTY MANAGER

Assistant Manager/Deputy Manager will be the front line supervisor in the Officers’ Cadre
who will discharge the following duties, functions and exercise the following powers and
report direct to the Unit Head.

1. To do all the basic tasks of the front line supervisor, such as:
(a) To plan the operations of his subordinates organize, integrate, control and co-ordinate
their activities for maximum contribution;
(b) To post proper persons to the various positions under his control, train and develop
them to accomplish their task effectively;
(c) To organize their role relationships;
(d) To direct their work by clarifying their assignments, guiding them towards improved
performance and motivating them to work with zeal and confidence;
(e) To control them by measuring and correcting their activities to assure that events
conform to plans and to co-ordinate their work.

Assistant Manager/Deputy Manager(collections) will have the following specific duties/


powers/ responsibilities in regard to the functional operation of the Branch:-

1. To be responsible for supervising and checking of all collection activities of the Branch, i.e.
all work relating to the receipt of money by all modes, issue of official receipts, passing of
entries in the pass book, etc., on behalf of the Company and proper maintenance of the
primary records and registers relating to such transactions;
2. To ensure by test check or complete check as may be appropriate that all the financial
transactions under his section are in order, in accordance with the law/ regulations/ MOP
affecting such transactions, in accordance with the accepted policies and procedures of the
Company and in conformity with the instructions issued by the Head Office of the
Company from time to time.
3. To verify the correctness of the entries in the Money Order Register with reference to the
Money Order Forms to initial every entry in the Money Order Register authenticating its
correctness, sign the M.O. Forms by way of acknowledgement on behalf of the Company
and ensure that receipts for remittances by Money Order are correctly prepared and
despatched to the parties on the day itself.
4. To verify the total of the entries in the Money Order Register and to ensure all the amounts
received by the Money Order have been duly acknowledged and accounted by the cashier.
5. to be responsible for the correctness of the entries made in the Money Order Register and
of the amounts received and recorded in the Money Order Register.
6. To correspond with persons from whom the Money Order has been received in cases
where proper details regarding such remittances are not available.
7. To receive and enter all the cheques/demand drafts received in the “Cheques/Bank Drafts
Sent for Collection Register” and to get defects, if any, rectified or to return the cheques to
the parties on the same day if the defects noticed could not be got rectified, close the
register every day, pass them on to the Assistant Manager/Deputy Manager (Accounts)
where there is one, on proper acknowledgement together with the Register duly installed
and get the entries in the Register attested by the Branch Manager every day;
8. To ensure that the cheques / bank drafts are duly crossed and if not, to cross them “Account
Payee”;
9. To be responsible for the proper receipts and recording of the incoming cheques until
handed over to the Assistant Manager/ Deputy Manager (Accounts) where there is one and
acknowledged by him, and for the keeping of chequecovering slips/letters.
10. To supervise the postings in the Chitty Collection Registers/ Chitty Day Book, Personal
Ledgers/ Loan Registers/ Sugama Account Ledger and Collection Registers, and all the
other relevant registers and to ensure the preparation of daily collection summary on the
date it self;
11. To supervise and check the postings in the Personal Ledger
12. To ensure timely preparation and tallying of quarterly collection summary and forward to
the Assistant Manager/Deputy Manager (Accounts) along with the journal voucher for
being posted in the Chitty Ledger.
13. To ensure that the amount kept under suspense are cleared in time.
(i) To ensure correspondence relating to queries in respect of remittance of subscribers,
loanees, depositors, review the position of work in his section and to submit the
report to the Branch Manager at the end of every month
(ii) To prepare the aspect of the monthly report relating to his section and submit to the
Branch Manager at the end of every month.
(iii) To prepare draft replies to the queries relating to his section, received from the Audit/
Inspection wing;
14. To regulate and conduct the draw/auction to act as proxy on behalf of the subscribers who
have authorised the Branch Manager for such participation initial the Auction Proceedings
Register along with the Assistant who help him at the Auction/ Draw and obtain the
signature of the Branch Manager therein or sign it himself in the absence of Branch
Manager;
15. To ensure that the auction minutes are prepared and signed correctly and to ensure that the
true copies of the minutes are filed with the Registrar on the due dates.
16. To get the auction proceedings voucher prepared, initial it and to pass it on to the Assistant
Manager/Deputy Manager (Accounts) where there is one, and to be responsible for its
accuracy.
17. To ensure that all formalities in the conduct of auction such as the obtaining of auction
difference receipts, affixing of “auction/ prized” seal in the personal ledgers, intimation
regarding prize winning to the subscribers who have authorised the Branch Manager as
proxy, calculation of dividend, arrangement of printing of monthly intimation cards,
preparation of dividend lists, sending of recovery schedules to the Heads of Office in
respect of subscribers/ Loanees who have opted for the salary deduction scheme, filing of
minutes with the registrar, depositing of amounts in approved bank as per the Kerala
Chitties Act, etc, are observed correctly and in time.
18. To get the default statements (prized, non-prized and loan schemes) prepared in time,
ensure its accuracy, to sign it and forward the same to the Assistant Manager/Deputy
Manager (General) where there is one, for follow-up action or to initiate the follow-up
action himself.
19. To operate the Bank account of the Branch jointly with the Branch Manager or jointly with
any other Assistant Manager/ Deputy Manager where there is one or Special Grade
Assistant where there is one or the senior most Senior Assistant of the Branch.
20. To make physical verification of cash with the Cashier at the close of business every day, to
certify the fact of having made such verification in the cash scroll and to bring to the notice
of the Branch Manager difference between the actual physical cash and book balance;
21. To arrange for the preparation of chitty balance sheets and its filing.
22. to attend to all other work which can be classified under collection and attend to the duties
of the other Assistant Manager/ Deputy Manager in his absence and to do any other work
that may be assigned to him by the Branch Manager as and when the exigencies demand.

The Assistant Manager/Deputy Manager(Accounts) will have the following Specific


duties / powers/ responsibilities:

1. To scrutinize the cheques/ demand drafts and ensure they are in order;
2. To sign pay-in-slips, initial the entries in the “Cheque Sent for Collection Register” to
ensure that all cheques/ demand drafts received on the day are deposited with the Bank the
next day and to keep the counterfoils/ duplicate copy of the cheques pay-in-slips;
3. To check and sign the cheque Dishonour Advice and ensure its despatch to the subscriber
in time;
4. To be responsible for the remittance of daily cash collection (including the Money Order
collection) in to the bank on the date of collection itself or latest by the next working day,
for the maintenance of the Cash in Transit Register and to submit the pay-in-slip, duly
signed by him overleaf, along with the voucher to the Branch Manager for his information.
5. To ensure once in every fifteen days that the cheques sent for collection are either realised
or dishonoured and the entries in the Cheque Sent for Collection Registerare complete in
every respect.
6. To trace the fate of every cheques that remain to be realised for more than 20 days and to
take follow up action.
7. To be responsible for the safe keeping of the cheques received until they are deposited in to
the Bank and to ensure that the cheques/ demand drafts deposited in the Bank have been
duly acknowledged by the Bank on the counterfoil/ duplicate copy of the pay-in-slip;
8. To verify and initial transfer chalans and to be responsible for any erroneous or fraudulent
entry in respect of such chalans.
9. To ensure the writing up of the Main Cash Book, to sign it and to check the postings of
General Ledger and to be responsible for the accuracy of the postings.
10. To get vouchers prepared for transferring collections received from prized/auctioned
subscribers based on the minutes, from non-prized collection account to the prized
collection account on the date of auction/ draw for payments to be made from the Branch
and to be responsible for its accuracy.
11. To ensure the writing up of the Chitty Ledger.
12. To verify the scrutiny report, ensure that the prize amount payable agrees with the figures
shown in the original auction minutes, ensure with reference to books of accounts that the
deductions to be made as shown in the report are accurate and initial the scrutiny report.
13. To examine all the documents concerned with the payment of prize amount and other
payments and ensure that they are generally in order and in particular ensure that all the
amounts mentioned in the documents are accurate.
14. To get all payment vouchers prepared, to check and initial it, and to be responsible for its
accuracy.
15. To be responsible for the accuracy of the prize amounts and other payments made and for
ensuring that all amounts due from the subscribers on the prized tickets in question or
recoverable from him in his capacity as a prized subscriber in respect of any other ticket or
as security to any other subscriber in the same Branch or other Branches or as loanee/
guarantor are recovered.
16. To be in charge of the imprest cash and to make payment towards expenses such as
stationery, miscellaneous office expenses, etc., after such payments are passed by the
Branch Manager.
17. To review and submit monthly work position reports to the Branch Manager.
18. To ensure satisfactory maintenance of accounts in the branch, arrange the preparation of all
statements/ schedules relating to the accounts and to render all returns relating to Accounts
to the Head Office/ Regional Office.
19. To ensure timely completion of annual accounts and related statements.
20. To ensure rectification of defects/ points/ objections raised in the statutory/ Accountant
General/ Internal Audit or in the inspection and to take appropriate measures for the timely
rectification of defects.
21. To transfer funds to Regional Office to wards:
(a) Salary deduction
(b) Share of tax and Head Office administration overheads along with the other Branch
collection.
(c) For meeting emergency requirements.
22. To get the Bank account and Head Office Current Account/ Regional Office Current
Account reconciled monthly and to give the reconciliation statement, by 15th of every
succeeding month
23. To conduct preliminary audit of all bills of expenses and other claims including T.A claims
against the Company before submission to the Manager for approval and clearance;
24. To be responsible for the safe custody of all the relevant records, registers, vouchers etc.,
handled by him and seats under his control.
25. To closely watch the accrual of interest on the security deposit with the Treasuries and to
take timely action top claim and collect the periodical interest.
26. To operate the Bank account of the Branch jointly with the Branch Manager or jointly with
the Assistant Manager/ Deputy Manager where there is one Special Grade Assistant or
senior most Senior Assistant of the Branch;
27. To attend to the duties of any Assistant Manager/ Deputy Manager in his absence;
28. To attend any other work coming under ‘Accounts’ and to attend any other work that may
be assigned to him as and when exigencies demand.

The Assistant Manager/Deputy Manager(General) will have the following Specific


duties / powers/ responsibilities:

1. To initiate action for the starting of chitties in the Branch and to arrange the release of
advertisements with the approval of the Branch Manager.
2. To assist the Manager in canvassing subscribers as and when necessary
3. To issue variolas to the prospective subscribers, after getting the “Direct Enrolment” seal
affixed there in;
4. To issue variolas to the canvassing agents of the Branch, maintain the Agents Register and
verify the claims for commission received from agents;
5. To arrange for the issue of true copies of the variola to the subscribers and to file their
acknowledgements with the Register on the due date;
6. To obtain sufficient security for the payment of future subscription.
7. To take steps for the payment of prize money to the prized subscriber on the due date, if the
subscriber has furnished adequate security for the payment of future subscriptions, and to
intimate the fact to the prized subscribers;
8. To verify the genuineness/ liability of the subscribers/ sureties;
9. To get the scrutiny report on the security/ surety prepared and verify it with reference to the
security/surety applications and other relevant records/ registers;
10. To be equally responsible along with the Manager for the adequacy of the security/ surety
and for their genuineness thereof;
11. To verify the scrutiny report, ensure that the prize amount payable agrees with the figures
shown in the auction minutes, ensure with reference to the books of accounts that
deductions to be made as shown in the report are accurate and initial the report in token of
its accuracy.
12. To examine all the documents concerned with the payment of prize amount and ensure that
they are in order and correct and complete in all respects;
13. To ensure that all preliminaries relating to the payment of removed subscriber’s
contribution are observed before payment is effected to the proper payee;
14. To identify the subscriber, initial the payment voucher, cheques counterfoil and personal
ledger folio, etc., and effect payment of prize money along with the Branch Manager and in
the absence of the Branch Manager with the authorised Officer.
15. To arrange for the proper maintenance of the Document Register, surety/ Subscriber Index
Register, the Security Inward Register and the Trunk Call Register;
16. To be responsible for the safe keeping of all documents relating to the payment of prize
money/ removed subscriber’s contribution subject to the direction, control and supervision
of the Branch Manager;
17. To see that the subscriber and sureties execute the security bond or agreement and all other
documents connected with payment of prize amount in his presence, witness their
signatures along with the assistant working in the payment section and to be responsible for
the proper identification of the signatories to the documents;
18. To be responsible along with the Branch Manager/ Assistant Manager/Deputy Manager/
Assistants concerned for the accuracy of the prize amount paid.
19. To remove defaulting chitty subscribers and substitute others in their place as per rules after
obtaining prior permission from the Branch Manager;
20. To take steps for payment of the amount due to defaulting subscriber on the due date;
21. To take suitable steps in cases where the prized/ auctioned subscribers decline to claim the
prize money;
22. To get the chitty balance sheets audited and to get the security deposit in terminated chitties
released in time;
23. To watch defaults by prized/ non-prized subscribers/ loanees and to take suitable steps at
the proper time to collect such defaults and to initiate RR steps wherever necessary.
24. To supervise the work relating to the Fixed Deposit/ Security Deposit in Trust/ Sugama
Deposit collected by the Branch and payment of periodical interest thereon;
25. To operate the Bank account of the Branch jointly with the Branch Manager or jointly with
the Assistant Manager/ Deputy Manager where there is one Special Grade Assistant or
senior most Senior Assistant;
26. To be responsible for the safe custody of all the relevant records, registers, vouchers etc.,
handled by him and sections under his control.
27. To be responsible for the safe keeping of the Assets of the Branch and maintenance of
Fixed Asset Register;
28. To be in charge of receiving, recording and distributing of incoming mails after its being
seen by the Branch Manager and despatch of all outward communications;
29. To be responsible for the entire personnel administration of the Branch for the proper
maintenance of Attendance Register, Casual Leave Register and other leave accounts,
personal files, service records/ books , provident fund records, loans, advances and its
repayment etc;
30. To be responsible for the verification of stock of stamps and franking machine balance with
reference to the despatch register every day and ensure its correctness;
31. To initiate action for the purchase, stocking and distribution of stationery items with prior
approval of the Branch Manager;
32. To be in-charge of the stock of loan application forms and to maintain the loan application
inward register and to scrutinize the applications including the security offered and to
recommend sanction.
33. To be responsible for the maintenance of the registers relating to CVL/ CVL Dealership
Register, etc;
34. To attend to all enquiries and complaints from subscribers/ loanees/depositors on matters
relating to his functional responsibility and to sign and send fair copies of the
communications (drafts of which have been approved by the Branch Manager) to them;
35. To attend the duties of any Assistant Manager/Deputy Manager in his absence.
36. To attend to any other work that may be assigned to him from time to time;

POWERS / AUTHORITY COMMON TO ALL


ASSISTANT MANAGER/DEPUTY MANAGER

For the faithful discharge of their functions, the Assistant Manager/ Deputy Manager will
have the following specific powers/ responsibilities :

1. To recommend sanction of all kinds of leave including casual leave;


2. To change positions of the employees working under him and to rotate them among the
various positions under him with the prior approval of the Branch Manager;
3. To write confidential reports (in his capacity as the reporting officer) of the employees
working under them;
4. To draw, accept or make cheques, bills of exchange, promissory notes on behalf of the Unit
jointly with the Branch Manager/ other Assistant Manager/ Deputy Manager/ Special Grade
Assistant/ Senior Assistant wherever called for;
5. To sign fair copies of communications relating to his section/ functions drafts of which
have been approved by the Branch Manager (However all communications addressed to
Regional Managers, Head Office and Government should invariably be signed by the
Branch Manager)
6. To review and appraise the out turn of work of his subordinates and the work position of
the sections under his control and submit a copy to the Manager before 10th of the every
month;
7. To assign duties to the subordinates working in his section in consultation with the
Manager and to ensure that an acknowledged copy of the assignment order forwarded to
the Assistant Manager/ Deputy Manager concerned for filing in the personal file of the
employee concerned;
8. To call for the explanations from his subordinates for their dereliction or desertion of duty
or for other misconducts and to warn and reprimand them, under intimation to the Branch
Manager.
II ORGANISATIONAL SETUP AND DELEGATION OF
DUTIES /POWERS

2.1 ORGANISATIONAL SETUP AND DELEGATION OF DUTIES AND POWERS


(a) Different Departments
(i) Business Department
(ii) Finance Department
(iii) Administration Department
(iv) Secretarial Department
(v) General Administration Department
(vi) Legal Department
(vii) Internal Audit Department
(b) Regions
(c) Units

2.2 DELEGATION OF DUTIES/ FUNCTIONS & POWERS OF VARIOUS OFFICIALS


Duties / functions and powers of Managing Director.
Duties / functions and power of General Manager (Business)
Duties/functions and power of General Manager (Finance)
Duties/functions and powers of the Regional Manager
Duties/functions and powers of the Administrative Officer
Duties/functions and powers of the Company Secretary
Duties/functions and powers of the Internal Audit Officer
Duties/functions and powers of the Law Officer
Duties/functions and powers of the Manager E.D.P
Duties/functions and powers of the Unit Heads
Duties/functions and powers of the Assistant Manager/Deputy Manager
Assistant Manager/Deputy Manager(Collections)
Assistant Manager/Deputy Manager(Accounts)
Assistant Manager/Deputy Manager(General)
Powers / authority common to all Assistant Manager/Deputy Manager
III OFFICE DISCIPLINE

3.1 OFFICE HOURS


The Office hours for regular employees are from 10 a.m to 5 p.m on all working days
except in the case of Evening Branches. The office hours prescribed for Evening Branches
are from1p.m to7 p.m. In the case of part time employees; it is fixed from 8 a.m. to 1 p.m.
in regular Branches and from 11 a.m to 4 p.m. in Evening Branches.

3.2 LUNCH BREAK ::


45 minutes interval is allowed for lunch break and this has been fixed between 2 p.m and 3
p.m

3.3 PUNCTUALITY IN ATTENDANCE ::


All members of the staff are expected to observe punctuality in attendance. Habitual late
attendance and other irregularities connected with attendance are punishable under the
provisions of the Standing Orders of the Company.
Any employee found absent from his seat during office hours for a duration exceeding five
minutes except with the permission of the authorised officer will be called upon to explain
his absence and if this habit persists, disciplinary action will be taken against such
employee who is found guilty.
For the purpose of the above, the authorised Officers are:
(i) In the case of the Departmental Heads in the Head Office, the Managing Director and
in his absence the senior most officer.
(ii) In the case of Assistant Manager/Deputy Manager/Junior Managers/
Managers/Senior Managers and other Gr.II Officers in the Head Office, the
Departmental Heads concerned /M.D. and in their absence the Senior most
Departmental Head available.
(iii) In the case of other employees Assistant Manager/Deputy Manager/ Junior
Managers/ Managers concerned.
(iv) In the case of employees working under the Regional Manager, the Regional
Manager and in his absence the senior most officer in the Regional Office.
(v) In the case of employees working under each Unit/ Team, the Unit Heads/ Team
Chief and in his absence the senior most officer in the Unit/ Team
(vi) In the case of Regional Manager/ Unit Heads/ Team Chief they may keep a diary to
record their absence there in and get it noted by their senior most subordinates.

A movement register shall be maintained in the Head Office/Regional Office and in the
Units in the prescribed form.

3.4 MAINTENANCE OF ATTENDANCE REGISTER


(i) An Attendance Register shall be maintained to record the attendance of the
employees in the form prescribed. In the case of Units, it shall be written up in the
order of Special Grade Assistant, Senior Assistants, Junior Assistants, Typists,
Subordinate Staff, P.T. Staff, Officers and the Unit Head. Two or three lines each
shall be left blank after the names of each category of employees so that names of
additional staff in each category can be conveniently written.
In the case of Head Office /Regional Office a common attendance register is maintained on the
above principle. Every member of the staff on arrival shall initial in the appropriate cage of
the Register using only blue or black ink, except the Unit Heads in the Units, Regional
Managers in the Regional Office and the Managing director in the Head Office who shall use
red ink.
At 10.10 a.m the Administrative Officer in the Head Office will verify the attendance
register and put red strokes across the cage against absentees and indicate the kind of
leave applied for by those who are on leave and send it to the Managing Director.
In the Units, Unit Head may authorise any of the Assistant Manager/ Deputy Manager
preferably the Assistant Manager/Deputy Manager (General) to perform the above
functions and in his absence the Unit Head himself shall do it. In the Regional Office,
Regional Managers shall perform this function in the absence of a subordinate Officer
to do it.

(ii) In the case of persons on leave/ tour/ other duty, the following abbreviations may be
used to indicate the nature of the absence:

Nature of absence Abbreviations to be used


Casual Leave C/L
Earned Leave E/L
Half Pay Leave HPL
Leave on Loss of Pay LLP
Special Casual Leave SCL
Tour T
On other Duty OD
Compensatory Off C/O
Maternity leave M/L
Commuted Leave CML

The custody of the Attendance Register shall, in the Head Office, be with the
Administrative Officer, in the Units with the Assistant Manager/Deputy Manager
concerned and in the Regional Offices with the Officer concerned and in his absence the
mentioned above with the authorised employee.

3.5 LATE LEAVE


Late leave for coming to office late by more than 10 minutes is not normally allowed. But
late leave up to a maximum of half an hour (i.e. up to 10.30 a.m) limited to two occasions
in a calendar month may be sanctioned by the officer sanctioning casual leave for valid
reasons acceptable to him. Late leave in excess of this limit will entail forfeiture of eligible
leave at the rate of one day for each late coming in a calendar month. The late leave will
not be carried forward from month to month.
A member of the staff who attends office late with in the above limit shall with the
permission of the authorised Officer initial in the Attendance Register above the red stroke
in the cage marking the time of initialling the Attendance Register and this should be
attested by the authorised officer below the red stroke by initialling.

At the close of every calendar month the authorised Officer shall review the Attendance
Register and record cases of forfeiture of eligible leave on account of late comings in the
remarks column of the Attendance Register. If there are no cases of forfeiture during a
month the following certificate shall be recorded in the Attendance Register.

“There is no forfeiture of eligible leave due to late attendance”


If, however, cases of forfeiture are noticed, the authorised officer may debit the concerned
leave account of the official to the extent of the forfeiture, in the order of CL, EL, HPL,
LLP leave under intimation to the official concerned.

3.6 HOLIDAYS
All holidays declared by the Government of Kerala as holidays for its employees will be
holidays for the company also, unless declared to be restricted to specific department in
which the Company is not included.
In addition to the above, the local holidays either whole or part declared by Government are
also available to Company employees of the respective locality. At the beginning of every
year, a list will be drawn up and released showing the public holidays on the basis of the
public holidays declared by the Government. In addition to the holidays fixed for each
year all Sundays and Second Saturdays will be holidays for the Company.

3.7 MANAGER’S WORK DIARY


(i) The Regional Managers and Unit Heads will maintain a diary containing the official
duties performed out of office. This diary should be in the form prescribed with columns
as given below.:
Date & Time of

proposed to

Nature of work
Actual time of
Expected time
leaving the

Places

performed
of return
Purpose

remarks
Office

Initial

return

Initial
visit

(ii) When the Unit Heads leave the office for the purpose noted above or otherwise he will
hand over charge of his duties to the senior most Assistant Manager/Deputy Manager/
Special Grade Assistant/ Senior Assistant / Junior Assistant as the case may be, by
recording the same in the diary and obtaining the signature of the staff member who is
entrusted with the duty in his absence. This can be recorded as a running note below the
details in the column giving particulars of the absence.
(iii) While on leave or on tour for canvassing or other purpose, the procedure in item (ii)
above, may be repeatedly followed in addition to sending to Regional Office/ Head Office
the leave application /tour programme sufficiently in advance.
(iv) This Diary, when the Unit Heads are present in the Office will be kept by them and when
absent, must be entrusted to the person who holds the charge of the Unit Head in his
absence.
(v) In case the Unit Head is on EL / HPL /CML full additional charge will be gone senior
most Assistant Manager
3.8 MAINTENANCE OF OFFICE KEY REGISTER.
Branches should maintain a key register providing necessary columns

3.9 TRANSFER OF CHARGE OF EMPLOYEES


Adequate arrangements must be made to ensure that every employee is allowed to be
relieved on transfer, long leave, or retirement, only after he prepares a brief note on the
state of affairs in his section along with the list of files, registers in his section and hands
them over to the relieving employee or other employee as directed by his supervisory
officer. The handing over charge list will be prepared in triplicate, and after signature by
both parties and after being duly counter signed by the supervisory officer, one copy will be
returned to the relieved employee and the remaining two copies will be filed in the personal
files of the relieved and relieving employees. Again, when an employee is relieved on
transfer, the Unit Head concerned should ascertain the liabilities, if any, to the company,
subsisting in the name of the employee after verification of his office records and previous
non-liability certificates received by him and intimate the same to the Manager of the Unit
to which the employee is transferred, marking a copy to the H.O. If there is no such
liability, a non-liability certificate should be sent. Whenever an employee is relieved fro
the service of the Company, on retirement, resignation, dismissal, removal etc., the Unit
Head will take immediate steps to ascertain the liabilities of the employee and intimate the
Head Office positively on or before the date of such relief. In the meantime, the Head
Office will ascertain independently from all units of the Company, liabilities if any in
respect of the retiring/ dismissed/ removed employee, against any chitty, loans etc. as
subscriber/ loanee/ surety. The Head Office will issue sanction for payment dues, if any,
to such employees only after the receipt of the non-liability certificates from the Unit
Heads concerned. The Unit Head who is expected to realize the dues, the receipt of
sanction will take steps to recover the dues to the company, if any, before actual payment is
made.

3.10 UNIFORM TO SUBORDINATE STAFF


Subordinate Staff are eligible for uniform on their completion of 6 months service in the
Company. They shall wear uniform while on duty. Uniforms to Peons/ Watchmen /
Drivers and P.T. employees will be supplied. 3 sets of uniform in the first year and 2 sets
in the next year and the same pattern will be continued in the third year onwards.

3.11 MAINTENANCE OF OFFICE PREMISES


The Unit Heads in the Units, Regional Managers in the Regions and Administrative Officer in
the Head Office are responsible for the security, upkeep and proper maintenance of the
offices concerned.
The office premises shall be kept clean and tidy. All employees are expected to help in the
maintenance of cleanliness of the office premises by not throwing about papers, cigarette
stumps, etc., and by not disfiguring walls, pillars etc., with writing of slogans and the like
and pasting and displaying posters on them. Recognized unions may, however, put up
notices about legitimate union activities in the space provided for them. The offices shall
be arranged to be opened at 8 a.m or earlier to enable the sweepers to sweep the rooms and
premises, cleanup the furniture, fittings, bathrooms and the lavatories. The Administrative
Officer in the Head Office, the Regional Managers in the Regions and the Unit Heads in the
Units shall occasionally inspect the above work and ensure cleanliness and tidiness of the
premises. Files, registers and papers shall be methodically arranged and when not in use,
should be kept neatly stacked in the space provided. No files, registers or papers shall be
kept on the floor. Waste paper should be kept in the waste paper baskets provided and not
strewn about on the floor. Important papers, files and other records should be kept in safe
custody. It must be scrupulously ensured by all concerned that small items of stationery
such as pins, gem clips, tags, carbon papers, refill, etc., are kept in their proper places and
not allowed to lie strewn about on the floor. The offices should be closed at the end of the
day and the doors and windows securely locked. This should be ensured by the
Administrative Officer in the H.O., Regional Managers in the Regions and Unit Heads in
the Units or by the persons authorised in this behalf.
It is the duty of every member of the staff to observe strict economy in the use of articles
supplied and facilities provided. All stationery items supplied should be economized to the
maximum possible extent and all kinds of waste eliminated. Lights, fans should be
switched off and water taps turned off when not required for use.

3.12 SMOKING IN OFFICE


Smoking in and around the office premises is strictly prohibited.

3.13 PROHIBITION OF INTOXICATING DRINKS.


Members of the staff shall not be under the influence of any kind of intoxication while on duty.
Any person who is found indulging in misbehaviour while on duty under the influence of
intoxication is liable to be reported to the police and sent for medical examination with its
attendant consequences.

3.14 CONVICTION OF EMPLOYEE


A company employee who is convicted in a criminal court should inform his official
superiors of the fact of his conviction and the circumstances connected therewith as soon
as it is possible for him to do so. Failure on his part in this respect will be regarded as
suppression of material information and will render him liable to disciplinary action apart
from the penalty that he may be called upon to pay on the basis of the offence on which his
conviction is based.

3.15 ARREST OF EMPLOYEE


It shall be the duty of every company employee who may be arrested for any reason to intimate
the fact of his arrest and circumstances connected therewith to his official superiors
promptly even though he might have been released subsequently on bail. Failure on the
part of the Company employee to inform his official superiors will be regarded as
suppression of material information and will render him liable to disciplinary action on this
ground alone apart from the action that may be called for on the outcome of the police case
against him. On receipt of the information from the person concerned or from any other
source the Management will decide whether the facts and circumstances leading to the
arrest of the person warrant his suspension.

3.16 ACCEPTANCE OF DONATION FROM SUBSCRIBERS.


Members of staff are strictly forbidden from seeking or accepting donations from subscribers or
others either in the personal capacity or in his representative capacity as member or office
bearer of an association.

3.17 OBTAINING OF PASSPORT


Every employee before applying for passport to go abroad shall obtain No Objection
Certificate from the Managing Director.

3.18 INDEBTEDNESS
As insolvency or habitual indebtedness impairs the efficiency and usefulness of an employee,
every employee is forbidden from entering into pecuniary arrangements which are liable to
render him insolvent and indebted.

3.19 MAINTENANCE OF OFFICIAL SECRECY.


Every member of the staff shall keep utmost secrecy as enjoined on him by the provisions of the
Standing Orders.

3.20 COURTESY IN BEHAVIOUR


It is the bounden duty of all Company employees to be courteous and polite in all their dealings
with their superiors, colleagues and the customers whom they serve. The customer
satisfaction being the corner stone of the business development, it must be the endeavour of
every employee to fulfil the legitimate expectation of the customer even under trying
conditions.

3.21 DISPLAY OF NATIONAL FLAG


The National Flag shall be hoisted on the office building on special occasions like Republic
Day or Independence Day

3.22 OBSERVANCE OF BUSINESS DISCIPLINE IN THE INTEREST OF GOOD


CUSTOMER RELATIONS.
In the dealings of the Company with the customers, it is not enough that the employees are just
and fair, but they should make the customers feel that they are just and fair. In order to
ensure this the members of the staff shall observe the following business discipline in
addition to the directions given elsewhere in this manual:
(i) To act honestly and faithfully at all times;
(ii) To demonstrate a sense of fair play and impartiality in disposing of cases;
(iii) To show courtesy and consideration in public dealings;
(iv) To maintain strictest secrecy regarding the Company’s affairs whatever be the
provocation;
(v) To observe scrupulously the rules and regulations;
(vi) To avoid seeking and receiving cash, donations and advertisements from the
Company’s clients, constituents, business associates, etc., even for a good cause;
(vii) To attend the public grievances promptly;
(viii)To dispose of cases promptly but without undue haste;
(ix) To get all oral instructions and decisions of the higher authorities down in writing and
get them confirmed;
(x) To give job rotation to those who are on sensitive positions;
(xi) Not to issue or cause to issue cheques in favour of other subscribers/ loanee/sureties/
guarantors towards payments in connection with the business of the Company;
(xii) Not to attend the auction as proxy (except the Unit Heads) on behalf of others in the
Unit where they are working ;
(xiii)Not to accept payments in connection with the business of the Company on behalf of
others except with the permission of the Unit Head, who shall exercise such caution
and discretion in this regard;
(xiv) Not to make payments in cash in connection with business of the Company in lieu of
cheques issued;
(xv) Not to encash cheques issued to subscribers/ dealers or others in connection with the
business of the Company;
(xvi) Only cashiers/ authorised persons shall accept cash from the transacting public who
should issue proper receipt and keep proper accounts.
(xvii) Not to accept blank cheques /cheques un-accompanied by pay-in-slips/ cheques not
duly signed and without details of remittance.
(xviii) To be impartial in all their dealings with the transacting public;
(xix) To supply the intending loanees with a list of approved dealers and the choice of
dealers left to them;
(xx) Unauthorised stay in the Company’s office /premises is strictly prohibited.

3.23 STANDING ORDERS


Standing orders as approved by the Government and as amended from time to time are
reproduced below:
STANDING ORDERS APPLICABLE TO THE EMPLOYEES OF THE KERALA STATE
FINANCIAL ENTERPRISES LIMITED,
(A Government of Kerala Undertaking)
TRICHUR

CHAPTER I
General
1. PRELIMINARY :: A Theses Orders may be called the Kerala State Financial Enterprises
Limited Employees Standing Orders.

2. APPLICABILITY ::
(i) These Orders shall apply to all whole time employee of the Company except :-
a) The Managing Director, whose terms of appointment and remuneration are determined by
the Governor of Kerala under Article 26 of the Articles of Association of the Company.
Unless the application to him of all or any of these orders has been approved by the
Governor of Kerala.
b) Those on deputation from the service of the Central or State Governments, Government
Companies or Statutory Corporation, and
c) Those employed on special contracts, on terms and conditions varying from the
provisions of these orders.
(ii) These orders shall also apply to Trainees to the extent to which specific provision has been
made in these orders.

3. DEFINITIONS ::
(i) In these Orders unless there is anything repugnant in this subject or context :-
a) “Basic pay” means the amount drawn monthly by an employee as :-
(i) The “Basic Pay” which has been sanctioned for the position held by him,
(ii) Any other emoluments which may be classed as “basic pay” by the Board.
b) “Board” means the Board of Directors of the Company.
c) “Chairman” means the Chairman of the Board of Directors of the
Company.
d) “Competent Authority” in respect any employee to whom these orders
apply, means the authority to whom such powers are delegated from time
to time and where no such specific delegation is made the authority in
whom the power to appoint such employees is vested from time to time by
the Board of Directors.
e) “Company” means The Kerala State Financial Enterprises Limited.
f) “Duty” includes:
(i) Service as a probationer provided such service is followed by absorption in the regular
service of the Company.
(ii) Period during which an employee is on joining time;
(iii) Period spent on Casual Leave and special casual leave duly authorised; and
(iv) Period spent in a course of instruction or training duly authorised.
g) “Family” includes persons mentioned below and wholly dependent on the
employee.
(i) unemployed wife or husband
(ii) dependent children including stepchildren
(iii) dependent brothers below 18 years of age and unmarried or widowed sisters.
(iv) Depended father and/or mother
h) “Government” means the Government of Kerala
i) “Leave Salary” means the monthly amount paid to an employee on leave.
j) “Managing Director” means any Director appointed by the Governor
under Article 26 of the Articles of Association of the Company.
k) “Probationer” means an employee appointed on probation.
l) “Salary” means the basic pay and other allowances which an employee is
entitled to draw by reason of his position; but excluding conveyance or
travelling allowances.
m) “Secretary” in relation to any powers exercisable by him, includes an
officer authorised by this Managing Director exercise the powers of the
Secretary during the temporary absence of the Secretary.
n) “Service” includes the period during which an employee is on duty as
well as on leave duly authorised but does not include any period during
which an employee is absent from duty without permission or overstays
his leave, unless specially permitted by the Managing Director.
o) “Subsistence Allowance” means a monthly grant made to an employee
who is not in receipt of salary or leave salary.
p) “Trainee” means a person undergoing training in the Company.
q) “Permanent Employee” means an employee who is confirmed in the
permanent establishment of the Company.
r) “Temporary Employee” is an employee appointed on a temporary basis
by the Company.
(ii) Other expressions occurring in these orders, but not defined herein, shall have the meanings
assigned to them in the respective contexts.

4. POWER TO IMPLEMENT ORDERS :: The power to issue such administrative instructions


as may be necessary to give effect to and carryout the purpose of the provisions of these
orders vests in the Managing Director provided that, if as result of any, decision of the
Managing Director as regards the construction of any order or orders, an employee feels
aggrieved, he shall have right to appeal against such decision of the Managing Director to
the Board whose decision shall be final and binding on all concerned, subject to provisions
of the Industrial Employment Standing Orders Act, 1946.

5. MANAGING DIRECTOR’S POWER TO DELEGATE :: The Managing Director may


subject to such restrictions and so long as he may deem fit, delegate to the Secretary or any
other Officer in class A and B duly authorised by him on his behalf any of the powers
conferred on him by these Orders in relation to employees.

CHAPTER II
Appointment , Probation and Termination of Service

SECTION -1 APPOINTMENTS

6. CLASSIFICATION OF EMPLOYEES :: The employees of the Company shall be classified


as follows:-
Class ‘A’ :- All employees on a scale of pay the minimum of which is above Rs.500/-
Class ‘B’ :- All employees on a scale of pay the minimum of which is Rs.500/- or below
but above Rs.300/-
Class ‘C’ :- All employees other than those classified under classes A,B &D
Class ‘D’ :- Peons, Watchmen Gardeners, Sweepers and other similar categories.

7. SELECTION AND PPOINTMENT OF EMPLOYEES ::


(i) Selection for appointment of employees under Class –A, either by direct
recruitment or by promotion, shall be made by the Staff selection Committee of the Board
of Directors and shall be subject to the approval of the Board.
(ii) Selection for appointment by direct recruitment to all other classes (i.e Classes B
to D) be made by the Kerala Public Service Commission in accordance with the provisions
of the Kerala Public Service Commission (Additional Functions as Respects Certain
Corporations and Companies)Act 1970 Selection of contract and part time employees shall
be in accordance with the provisions of sub regulations (i) above.
(iii) Selection for appointment by promotions to classes A and B shall be made by the
Staff Selection Committee of the Board and to Classes C and D, by the Managing Director
in consultation with the Chairman.

8. APPOINTING AUTHORITY :: The appointing authority for all the positions


under classes A,B,C and D shall be Managing Director.

9. CERTIFICATE OF HEALTH :: No person shall be appointed to the service of


the Company unless he has been certified by the Company’s authorised Medical Officer or
any other Medical Officer not below the rank of an Assistant Surgeon, to be of sound
constitution and medically fit.

10. AGE :: The provisions made in the Kerala State Financial Enterprises Limited
Recruitment Rules shall be followed in all cases.

11. REAPPOINTMENT IN THE COMPANY’S SERVICE ::


(i) No person who has been dismissed or discharged from the service of the Company due
to misconduct, inefficiency of insubordination may be re-employed without specific
approval of the Board.
(ii) Except as other wise provided by the board at the time of his re-employment, these orders
shall apply to a person who is re-employed in the Company’s service as of he had entered
the service for the first time on the date of his re-employment.

12. COMMENCEMENT OF SERVICE :: Service of an employee shall be deemed to


commence from the working day on which he reports for duty at the place and time
intimated to him by the Company, provided that the reports for duty before noon; other
wise his service shall be deemed to commence from the next following working day.

SECTION – 2 PROBATION

13. PERIOD OF PROBATION ::


(i) Every employee of the Company shall be on probation for a period of one year from the date
of his joining duty. Similar probation shall also be applicable to incumbents promoted to a
higher position.
(ii) The period of probation of an employee prescribed above may be extended by the appointing
authority.
(iii) At any time during the probationary period the services of a newly recruited employee may
be terminated without notice and without assigning any reason.
(iv) If the service of an employee promoted to a higher position be found not satisfactory during
the period of probation, he may be reverted to his previous position.

14. CONFIRMATION ::
(i) No person appointed to a position on probation or promoted on probation to a higher
position shall be confirmed unless he successfully completes the probation and the
appointing authority orders his confirmation.
(ii) After the expiry of the period of probation in the absence of orders to the contrary, within a
reasonable periods it will be deemed that the employee is confirmed in the post.

15. RESIGNATION FROM SERVICE ::


(i) A confirmed employee, who intends to resign from the service of the Company, must give
three month’s notice in case he belongs to classes A or B, and one month’s notice in case
he belongs to any other class. On failure to give such notice, he shall pay to the Company,
as compensation a sum equal to his basic pay for the period of notice.
(ii) The appointing authority may, however, at his discretion, reduce or waive the period of
notice of compensation in lieu thereof..
Explanation:: A notice given by an employee under this order shall be deemed to be
proper only if he remains on duty during the period of notice, and an employee shall not be
entitled to set off any leave earned and not availed of by him, against the period of such
notice.

16. TERMINATION OF SERVICE :: The service of a confirmed employee may


be terminated by the appointing authority.
(i) Without notice as a result of disciplinary action taken against him in accordance with these
orders and in the event of his being pronounced by the Company’s authorised Medical
Officer or any other Medical Officer not below the rank of a Civil Surgeon to be
permanently incapacitated for further continuous service in the Company.
(ii) In other cases, on sufficient grounds by giving:-
a) Three month’s notice or an amount equal to three month’s basic pay in lieu of notice in
the case of employees classified as A and B;
b) One month’s notice or an amount equal to one month’s basic pay in lieu of notice in the
case of employees of other classes.
Explanations: If an employee to whom notice is given by the Company in pursuance of
this order absent himself from duty without permission during the period of the notice, he
shall not be entitled to receive any pay or allowances during the period of absence and shall
further be liable to such further penalties as the Managing Director may deem fit to impose.

17. SUPERANNUATION & RETIREMENT


(i) “Every employee shall retire on attaining 58 years of age. The retirement of such
employees will take effect from the afternoon of the last date of month in which they attain
the age of superannuation.”
(ii) “Where at the time of retirement an employee has to his credit earned leave, has formally
applied for leave sufficiently in advance, and the same has been refused, he will be paid
salary for the period of leave thus refused.”
(iii) “The retiring employee will also be permitted to encash earned leave at their credit at the
time of retirement subject to a maximum of 120 days.”
CHAPTER III
Record of service, Seniority and Promotion

18. RECORD OF SERVICE ::


(i) A record of service in such manner as may be prescribed by the Managing Director from
time to time shall be maintained in respect of each employee of the Company.
(ii) The service record so maintained will show every step in the employee’s service career and
every entry in the record will be supported by relevant orders. In the case of class A and B
employees, the entries will be attested by the Managing Director and in the case of others,
by the Secretary.

19. SENIORITY ::
(i) A list of employees of the Company arranged in the order of seniority in each separate
category shall be maintained.
(ii) In determining the seniority of an employee in a particular category, the provisions in rule
VI of the Kerala State Financial Enterprises Limited Recruitment Rules will be followed
generally.

20. PROMOTION ::
(i) Promotions to positions in the service of the Company shall be made from among qualified
and suitable employee as specified in the Kerala State Financial Enterprises Ltd.
Recruitment Rules by the appropriate authority.
(ii) The promotion of an employee shall depend entirely upon his efficiency in the discharge of
his duties.
(iii) For the purpose of assessing the efficiency of employees such suitable records for the
periodical assessment of the performance of each of the employees, as may be prescribed
by the Managing director, shall be maintained.

21. REVERSION :: An employee who has been temporarily promoted, for a


specific period, or promoted on probation, to a higher position, shall be liable to be reverted
without notice at any time within such periods of temporary promotion or probation
without any specific reason being assigned therefore.

CHAPTER IV
Conduct, Discipline & Appeals

SECTION 1 CONDUCT

22. SCOPE OF SERVICE :: Unless in any case it be other wise distinctly provided,
the whole time of an employee shall be at the disposal of the Company and he/she shall
serve the Company in its business in such capacity and at such place as he may from time
to time be directed.

23. The Company will be under the jurisdiction of the Vigilance Division.

24. LIABILITY TO ABIDE BY REGULATIONS AND ORDERS :: Every employee


shall conform to and abide by these orders and shall observe, comply with and obey all
orders and directions which may from time to time be given to him by any person or
persons under whose jurisdiction, superintendence or control he may for the time being be
placed.

25. EMPLOYEES TO PROMOTE THE COMPANY’S INTERESTS ::


(i) All employees shall serve the Company honestly and faithfully. They shall use their utmost
endeavours to promote the interests of the Company.
(ii) Every employee knowing or having any reason to suspect any fraud or concealed act
against the interest of the company on the part of any person, whether an employee or not,
shall do his utmost to prevent or detect it and shall immediately report the same to the
Managing Director.

26. OBLIGATION TO SECRECY :: Every employee shall maintain the strict


secrecy regarding the Company’s affairs and the affairs of its constituents and shall not
divulge, directly or indirectly, any information of a confidential nature either to a member
of the public or the Company’s staff unless compelled to do so by judicial or other
authority, or unless instructed to do so by his superior officer in the discharge of his duties.

27. PROHIBITION AGAIST PARTICIPATION IN POLITICS AND STANDING


FOR ELECTIONS :: No employee shall take part in politics or in any political
demonstration or stand for election as a member in a local body, in a legislative body, or in
any other similar bodies.

28. CONTRIBUTION TO PRESS :: No employee of the Company shall make any


statement or contribute any article to the press or any magazine or give any talk on the
radio with out the prior sanction of the Managing Director nor shall ventilate any grievance
through the press or leaflets, nor at any time while in service or after his recruitment,
resignation or discharge, make use of any information which may come into his possession
in his official capacity. However, such permission shall not be necessary for the
publication of articles which have no bearing on the affairs of the Company or which do
not directly or indirectly affect the company.

29. EMPLOYEES NOT TO SEEK OUTSIDE EMPLOYMENT :: No employee shall accept or


apply for any outside employment or office, whether stipendiary or honorary without the
previous sanction of the Managing Director.

30. PART-TIME WORK FOR OUTSIDE BODIES :: No employee shall


undertake part-time work for a private or public body or a private person or accept fee
therefore, without the sanction of the Managing Director who may grant sanction only in
exceptional cases, when he is satisfied that the work can be undertaken without detriment to
his official duties and responsibilities. The Managing Director may, in cases in which he
thinks fit to grant such a sanction, stipulate that any fees received by the employee for
undertaking the work shall be paid in whole or in part to the Company. Any such sanction
may be withdrawn at any time.

31. ABSENCE FROM DUTY AND STATION ::


(i) An employee shall not absent himself from his duties without having first obtained the
permission of the competent authority nor shall be absent himself in case of sickness or
accident without submitting within 5 days of such absence or at the time of reporting for
duty whichever is earlier, a Medical Certificate. Provided that in the case of temporary
indisposition the production of a medical certificate may, at the discretion of the competent
authority be dispensed with.
(ii) An employee who absents himself from duty without leave or overstays his leave, except
under circumstances beyond his control for which he must tender a satisfactory
explanation, shall not be entitled to draw any salary during his absence or overstay. Such
unauthorised absence will be treated as misconduct and the employee shall further be liable
to such penalties for misconduct as the competent authority may deem fit. The period of
such absence or overstay may, if not followed by termination of services or dismissal, be
treated as period spent on such kind of leave except casual leave as the competent authority
may determine.
(iii) An employee who is habitually late in attendance shall in addition to such other penalty, as
the competent authority may deem fit to impose, have one day of his casual leave forfeited
for every 3 days he is late in a month. Were such an employee has no casual leave due to
him, the period of leave on less of pay as the competent authority may determine.

32. ACCEPTANCE OF GIFT :: No employee shall solicit or accept any gift from
any customer or person having dealings of any sort with the Company or from any
subordinate employees.

33. PRIVATE TRADING BUSINESS :: No employee shall engage in any business


profession or pursuit either on his own account or in partnership or as agent for others nor
shall he be connected with the formation of management of a joint stock Company of firm
with out the special sanction of the Board provided, that nothing in this regulation shall be
deemed to prohibit an employee from making bonafide investment of his own funds in such
manner as he may wish.

34. EMPLOYEES ARRESTED FOR DEBT OR CRIMINAL OFFENCE ::


(i) The Managing Director may, if he considers necessary place under suspension, an
employee who is arrested for debt or criminal offence, from the date of his arrest and, in
that event, the employee shall be allowed the payments admissible to an employee under
suspension under Regulation 37(vi) until the termination of the proceedings against him,
when adjustment of his pay and allowance shall be made according to the circumstances of
the case and on the light of the decision as to whether his absence is to be counted for as
period spent on duty or leave, the full pay and allowances being given only in the event of
the employee being acquitted of all blame and treated as on duty during the period of his
absence. An employee who is committed to prison for debt or is convicted for a criminal
offence involving violence or moral turpitude shall be liable to dismissal from the service
of the Company.
(ii) Where conviction of an employee is set aside by a higher court and the employee is
acquitted honourably he will be reinstated in service.
(iii) Provided, however that nothing in this sub-regulation shall affect the Company’s right to
take appropriate disciplinary action against the employee for offences in which the
Company’s interests are involved, in spite of such acquittal.
Explanation: In this regulation “termination of the proceedings” shall mean the decision of
the lowest court which first finally disposed of the case. ‘Committal’ or ‘Conviction’ shall
means committal or conviction by the lowest coast or any of the appellate coasts, and it
shall be open to the Company to dismiss an employee, who is committed to prison or who
is convicted of a criminal charge as from the date of the order of the court that convicts
him.
35. MISCONDUCT :: Notwithstanding anything contained in the other Orders the
following acts and commissions on the part of an employee shall be deemed to constitute
misconduct.;
a) Wilful insubordination or disobedience whether alone or in combination with others to any
lawful and reasonable orders of a superior.
b) Theft, fraud or dishonesty or misappropriation in connection with the Company’s business
or property.
c) Wilful damage to or loss of company’s goods or property.
d) Taking as middlemen, or as, informants or involving directly or indirectly in any
transaction between the holder of a prized ticket in chitty/ Kuri conducted by the Company
and prospective transferee of such ticket.
e) Collusion in from with the agents of the Company any way detrimental to the interests of
the Company.
f) Habitual absence without leave or absence without leave for more than ten consecutive
days or over staying the sanctioned leave without sufficient grounds of proper or
satisfactory explanation.
g) Habitual late attendance or late attendance on not less than three occasions within a month.
h) Habitual breach of any of the regulations or any law or rule applicable to the Company or
its employees.
i) Gambling. Drunkenness or riotous, disorderly or indecent behaviour on the premises of the
Company.
j) Frequent repetition of any act or omission for which a fine may be imposed up to a
maximum of two per cent of the salary in a month.
k) Habitual neglect of work or gross or habitual negligence.
l) Striking work or inviting others to strike work in contravention of the provisions of any law
or rule having the force of law.
m) Commission of any act subversive of discipline or good behaviour on the premises of the
Company or surroundings thereof.
n) Sleeping while on duty.
o) Habitual leaving of the proper place of work during working hours without proper
authority.
p) Intimidating, assaulting or threatening any person within the premises of the Company or
surroundings thereof.
q) Making false allegations against superior officers colleagues or subordinates.
r) Passing offensive remarks against any other persons within the premises of the Company.
s) Furnishing false information in respect of particulars about himself, parents, age,
qualification, address, previous services, etc.
t) Conviction in a court of law for any criminal offence involving violence or moral turpitude.
(i) Failure to abide by any law relating to intoxicating drink or drugs in force in any
area in which he/she may happen to be for the time being.
(ii) Be under the influence of any intoxicating drink or drugs in a public place.
(iii) Appearing in a public place in a State of intoxication.

36. SUSPENSION ::
(i) The competent authority may at any time place and employee of the Company under
suspension.
a) Where disciplinary proceedings against him is contemplated or is pending.
OR
b) Where a case against him in respect of any criminal offence is under investigation or
trial
OR
c) Where final orders are pending in the disciplinary proceedings, if the appropriate authority
considers that in the then prevailing circumstance it is necessary, in the Company’s interest,
that the employee should be suspended from service.
(ii) Where the order of suspension is made by an authority lower than the Managing Director,
such authority shall forthwith report to the Managing Director, the circumstances in which
the order was made.
(iii) The Managing Director may, if he considers necessary suspend an employee who is
detained in custody whether on a criminal charge or otherwise for a period exceeding forty
eight hours, from the date of detention and place him under suspension until further orders.
(iv) Where a penalty of dismissal or removal from the service imposed upon the employee is set
aside in appeal or on review under these rules and the case is submitted for further enquiry
or action or with any other directions the order of suspension shall be deemed to have
continued in force from the date of the original order of dismissal or removal and shall
remain in force until further orders.
(v) An order of suspension made or deemed to have been made under these rules may at any
time be revoked by the authority which made or deemed to have made the order or by any
authority to which that authority is subordinate.
(vi) Where an employee is placed under suspension he shall be paid a subsistence allowance at
the rates, terms and conditions prescribed under the Kerala Payment of Subsistence
Allowance Act, 1972.
SECTION 2 - DISCIPLINE

37. NATURE OF OFFENCE :: Without prejudice to the provisions of other Regulations an


employee who commits a breach of the Regulations or Standing Orders of the Company or
who displays negligence, inefficiency or indolence or who knowingly does anything
detrimental to the interests of the Company or in conflict with its instructions or who
commits a breach of discipline or is guilty of any other act or misconduct or misbehaviour
or for any other good and sufficient reason not specifically mentioned hereunder shall be
liable to the following penalties.
(i) Censure, reprimand or warning
(ii) Fine
(iii) With holding or postponement of increments or promotion, or stoppage of increment.
(iv) Reduction to lower position or grade or time scale or a lower stage in a time scale provided
that he shall not be reduced to a grade lower than the one to which he was originally
recruited.
(v) Recovery from pay of the whole or part of any pecuniary loss caused to the Company by
negligence or breach of orders.
(vi) Suspension without salary for a period not exceeding 15 days.
(vii) Removal from Service of the Company which does not disqualify him for further
employment in the Company.
(viii) Dismissal from service which disqualifies him for further employment in the Company.

38. PROCEDURE FOR IMPOSING PENALTY :: No order imposing on an employee any


penalty other than Censure warning, reprimand fine and withholding of increment, shall be
passed except after a formal enquiry. No order imposing on an employee a penalty of
censure, warning reprimand fine or withholding of increment, shall be passed except after
the employee has been given an opportunity to offer his explanation and the same has been
considered by the authority passing the order.

SECTION 3 - APPEAL
39. RIGHT TO APPEAL :: An employee who has been aggrieved by an order imposing a
penalty on him shall have a right of appeal against such order passed by a superior
authority provided, that the appeal shall be filed within 30 days of receipt of such order.
The appellate authority shall be:
(i) In case the order appealed against was passed by an authority subordinate to the Managing
Director; Managing Director.
(ii) In case the order appealed against was passed by the Managing Director to the Board of
Directors.

40. CONDITIONS OF AN APPEAL :: Every appeal shall comply with the


following requirements.
(i) It shall be couched in polite and respectful language and shall be free from unnecessary
padding or superfluous verbiage;
(ii) It shall contain all material statements and arguments relied on, and shall be complete in
itself.
(iii) It shall specify the relief desired.
(iv) It shall be submitted through the proper channel. The employee may, however, submit an
advance copy of the appeal to the appellate authority.

41. WITHHOLDING OF APPEALS :: An appeal may be with held if:


(i) It does not comply with the requirements of Order 40.
(ii) It is illegible or is unintelligible.
(iii) It deals with the matter which does not concern the employee personally.
(iv) It repeats an appeal already rejected by the authority to whom the appeal is addressed and
does not in the opinion of the authority which made the order appeals against disclose any
new points or circumstances which afford grounds for reconsideration, provided that when
an appeal is withheld under this clause the appellant shall be informed of the fact and the
reasons therefore and when an appeal is withheld, the authority with, holding the appeal
shall forward the copy of the order communicated to the employee to the appellate
authority.
(v) It is addressed to an authority to which no appeal lies under these Regulations.

42. SUBMISSION OF APPEALS :: The appeal which is not with held shall be forwarded to the
appellate authority with the comments of the authority which made the order appealed
against without any avoidable delay, and with the relevant records.

43. APPEAL AGAINST WITHHOLDING APPEALS :: No appeal shall lie against


withholding of an appeal by the authority which made the order appealed against.

44. APPEALS NOT TO BE ADDRESSED TO INDIVIDUAL DIRECTORS


PERSONALLY:: Where an appeal lie to the Board of Directors of the Company, the same
shall be addressed to the “Board of Directors”, and shall not be addressed to any individual
Director personally. Any such action shall be deemed to be a breach of discipline.
CHAPTER - V
Pay & Allowances
45. PAY ON FIRST APPOINTMENT :: Any persons appointed in the service of the
Company shall draw as his initial pay, unless provided otherwise in his appointment order
the minimum pay of the time scale of the position or the fixed pay of the position,
according to the position to which he is appointed carries a time Scale of pay or a fixed pay.
46. PAY ON PROMOTION TO A HIGHER POSITION :: As per the principles of the
Rule 28 A of Kerala Service Rules from time to time.

47. FIXATION OF PAY :: When the scale of pay of a position has been changed, the pay
of an employee shall be fixed by a competent authority in case the scale of pay of the
position which he is holding has been changed.

48. PAY ON PERFORMING THE DUTIES OF A HIGHER POSITION :: Where an


employee is required by order of the competent authority to perform the duties of a higher
position in addition to those of his own, the competent authority may at his discretion
authorise him to draw an amount not exceeding.
a) The minimum of the basic pay of the higher of the position as if the
employee was employed Exclusively in the higher position.
OR
b) The pay that the employee would have drawn in the lower
position plus 20% thereof whichever is higher.

49. NO EXTRA REMUNERATION FOR PERFORMING DUTIES OF AN


EQUIVALENT OR LOWER POSITION :: No extra remuneration shall be admissible in
case where an employee is required to perform, in addition to his own duties of another
position which is equivalent to or lower than his own.

50. EMPLOYEE ON TRANSFER :: Where an employee is transferred from one position


to another he shall, during any interval of duty between the date of his handing over charge
of the old position and the date of his taking charge of the new position draw the pay and
allowances of the old or the new position which ever are less.

51. INCREMENTS ::
(i) In an incremental scale, the increment shall accrue on the completion of each specified
period of service on each stage of that scale whether such service be probationary or
confirmed.
(ii) An increment shall be drawn only on specific sanction from the competent authority on the
recommendation of the person under whose control and superintendence the employee has
worked during the period.
(iii) Where an efficiency bar is prescribed in the time scale the increment next above the bar
shall not be given to an employee with out the specific sanction of the competent authority.
(iv) No increment may be withheld except as a disciplinary measure as provided for in these
Regulations and each order withholding an increment shall state the periods for which it is
withheld and whether the withholding shall have the effect of postponing further
increments.

52. GRANTING OF EXTRA INCREMENTS :: The Managing Director may with the
approval of the Chairman grant extra increments to an employee in recognition of
outstanding ability of an employee or meritorious service rendered by him provided that
such increment shall not affect the seniority of any other employees of the Company.

53. ADMISSIBILITY OF ALLOWANCES :: Employees of the Company shall also be


paid such allowance as may be sanctioned by the Board from time to time.

CHAPTER – VI
Leave and Joining time
SECTION 1 – GENERAL

54. KINDS OF LEAVE :: Subject to the provisions of these Orders, the following kinds
of leave may be granted to an employee:
i) Earned Leave
ii) Casual Leave
iii) Special Casual Leave
iv) Half Pay Leave
v) Leave on Loss of Pay
vi) Maternity Leave
vii) Compensatory Holidays.

55. AUTHORITIES EMPOWERED TO GRANT LEAVE :: The power to grant leave of


the employees of the Company shall vest in the Managing Director or such other officer
empowered by him/her in this behalf.

56. POWER TO REFUSELEAVE OR RECALL AN EMPLOYEE ON LEAVE :: Leave


can not be claimed as a matter of right. When the exigencies of service so require,
discretion to refuse or revoke leave of any description is reserved to the authority
empowered to grant it and an employee already on leave other than Half Pay Leave on
medical certificate and Maternity Leave, may be recalled by that authority when it
considers necessary in the interest of the Company.
57. LAPSE OF LEAVE ON CESSATION OF SERVICE :: The leave earned by an
employee lapses on the date of which he/she ceases to be in service, subject to Regulation
19.
An employee on leave may not return to duty before the expiry of the leave granted to him/
her, unless he/she is permitted to do so by the authority which granted leave.
(i) The first day of an employee’s leave is the working day succeeding that upon which he/she
returns to duty.
(ii) The last day of an employee’s leave is the working day proceeding that upon which he/she
returns to duty.
(iii) A substitute appointed in a leave vacancy shall be considered to be on duty in that post
during the period leave as defined in sub Regulation (i) and (ii) above.

58. OBLIGATION TO FURNISH LEAVE ADDRESS :: An employee shall before


proceeding on leave, intimate to the authority granting leave, his/her address while on leave
and shall keep the said authority informed of any change in the address previously
furnished.
59. WHEN MEDICAL CERTIFICATE OF FITNESS MAY BE DEMANDED :: The
competent authority may require an employee who has availed himself of leave for reasons
of health to produce a medical certificate of fitness before he/she resumes duty even though
such leave was not actually granted on a medical certificate.

60. LEAVE NOT ADMISSIBLE TO AN EMPLOYEE UNDER SUSPENSION :: Leave


may not be granted to an employee under suspension or against whom disciplinary
proceedings are pending under Chapter IV of these Regulation.

SECTION 2 – EARNED LEAVE


61. WHEN APPLICATION SHOULD BE SUBMITTED FOR EARNED LEAVE ::
(i) Applications for earned leave shall be submitted in the prescribed form at least 15 days
before the date from which leave is required.
(ii) Application which do not satisfy the requirements of sub-regulation (i) above may be rejected
without assigning any reason.

62. CALCULATION OF EARNED LEAVE :: All employees shall be entitled to earned leave
on full basic-pay and allowances at the rate of one-eleventh of the period spent on duty,
provided that an employee shall cease to earn such leave when the earned leave due
aggregates to 180 days and provided also that the maximum period of earned leave that can
be granted to an employee at a time shall not exceed 120 days.
Provided that in respect of the first year of service the earned leave admissible shall be one-
twenty second of the period spent on duty, provided further that allowances admissible to
an employee during the period of earned leave shall not include any allowance granted for
specific duties (e.g. stencilling allowance)

63. SURRENDER OF EARNED LEAVE ::


(i) An employee of the Company will be allowed to surrender, once in 12 months, earned
leave standing to his credit subject to a maximum of 45 days at any one time. He will be
paid for the leave so surrendered the full basic pay and dearness allowance.
(ii) The leave so surrendered will be recorded as surrendered on the date of drawal of leave
allowance and debited to the leave account when no leave is availed of along with the
surrendered leave. In case an employee taken leave along with the leave surrendered, his
leave account will be debited with the surrendered leave also from the date on which leave
is availed of.
(iii) The leave allowance will be calculated and paid in full on surrender of such leave and is not
liable to deductions on account of Provident Fund subscriptions.
(iv) The period of earned leave, if any, that maybe granted to an employee together with earned
leave surrendered shall not exceed 120 days at a time.

SECTION 3 - OTHER KINDS OF LEAVE


64. CASUAL LEAVE ::
(i) Casual Leave may be granted to an employee up to the maximum of 20 days in a calendar
year and may be combined with Sundays and other authorised holidays provided that the
resulting period of absence from duty at any one time including holidays and Sundays does
not exceed 10 days. Casual leave is neither cumulative nor may it be granted in
combination with any other kind of leave except compensation leave.
(ii) If the absence of an employee is extended beyond the limits laid down in Sub-
Regulations(i) above, if any of the other conditions laid down in that regulation is not
fulfilled, the employee shall be treated as on earned leave or on any other kind of leave
admissible to him for the entire period of absence,
(iii) In computing casual leave intervening public holidays shall not be reckoned as days of
casual leave subject to the provisions of Sub-Regulations(i)
(iv) Part-time employees shall be eligible for Casual Leave as applicable to other regular
employees.
65. SPECIAL CASUAL LEAVE ::
(i) Special Casual Leave not counting against ordinary casual leave may be granted to an
employee in the following circumstances:
a) When he is ordered by the competent authority to absent himself from duty on the
certificate of the Company’s authorised Medical Officer or Sanitary authority on account
of the presence of infectious diseases in his house. A certificate of fitness from the
authorised Medical Officer or a Medical Officer not below the rank of an Assistant
Surgeon shall be furnished at the time of joining duty after such leave.
Note :- When the employee himself catches the infection, regular leave under the Rules
must be taken for the period of absence:
b) When he is summoned to give evidence before the Court as a witness in Civil or Criminal
cases in which his private interests are not in issue;
c) When the absence is necessitated by reason of the employee having to participate, in
representative capacity, in sporting events, tournaments and matches of National or
International importance held either in India or abroad or to participate in the Republic
Day Parade in New Delhi.
d) When he is bitten by a rabid animal leave to cover the period required for treatment (14
days) and for the journey to and from the nearest anti-rabies treatment centre.
e) When the employee undergoes sterilisation operation for a period not exceeding 6 days
for men and 14 days for woman.
Note:- Women employees who under go I.U.C.D. insertion will be granted Special
Casual Leave for the day of insertion.
(ii) Notwithstanding anything contained in Sub-Regulation (i) above, only the minimum
amount of special casual leave actually required to cover the total period if absence
necessary shall be granted and any period of absence in excess of 21 days shall be treated
as absence on earned leave or other leave admissible to the employee.
(iii) Special Casual Leave shall not be considered as discontinuance of duty and shall not be
granted in combination with ordinary casual leave.

66. HALF PAY LEAVE ::


(i) All employees other than those covered under the ESI Act and scheme from time to time
shall be entitled to Half-pay Leave in respect of each completed year of service for a
maximum period of 20 days. Half-pay Leave may be availed of on private affairs or on
medical certificate.
(ii) Half-pay Leave shall not be allowed to accumulate for more than 60 days.

67. SALARY DURING HALF PAY LEAVE :: An employee on Half-pay Leave is entitled
to basic pay and allowances at half the rate applicable in the case of earned leave as
specified in these orders.
68. LEAVE ON LOSS OF PAY : LEAVE WITHOUT PAY AND ALLOWANCES :: Leave
on loss of pay may be granted to an employee in special circumstances.:
(i) When no other leave is admissible;
(ii) Except in the case of a confirmed employee, the duration of leave on loss of pay shall not
exceed a total period of three months.
(iii) An employee may be granted leave on loss of pay in combination with or in continuation
of leave of any other kind admissible to him.
(iv) No pay and allowances shall be admissible during the period of leave on loss of pay.
(v) An employee may be granted leave on loss of pay if the company so desires, for enabling
him to take up foreign assignment, the maximum period of leave on loss of pay that can be
thus sanctioned to an employee shall be determined by the Managing Director in
conformity with the Govt: rules and Regulations Prevailing in this respect from time to
time.

69. MATERNITY LEAVE ::


(i) Maternity leave may be granted to a married female employee of the Company for a period
which may extent up to three months from the date of its commencement or to the end of
eight weeks from the date of confinement whichever is earlier.
(ii) An employee on ‘Maternity leave’ shall draw the pay and allowances as per provisionsof
order 62.
(iii) A married female employee may be granted leave of any other kind admissible to her in
combination with or in continuation of maternity leave, in the request for it is supported by
a Medical Certificate.
(iv) Maternity leave may also be granted to a married female employee in cases of miscarriage
including abortion subject to the condition that the leave does no exceed 6 weeks and the
application for the leave is supported by a certificate from the Medical Attendant.
Note ::- The grant of ‘Maternity leave’ is provisional in the first instance and will be
regularised only after ascertaining the date of confinement as furnished by the employee
herself. In case the leave availed of is in excess of what is admissible under this regulation,
such excess will be regularised by the grant of eligible leave.

70. LEAVE COUNTING FOR INCREMENTS :: Periods spent on all kinds of leave other than
‘leave on loss of pay’ shall count for increment.

71. WORK ON HOLIDAYS :: Every employee shall, if required by competent authority,


attend office on holidays including weekly holidays. Every such employee except those
who come under Class A and B will be granted Compensatory Holiday at the rate of one
day for each holiday on which he attends office, subject to the following conditions:
(i) Compensatory holiday shall be granted within two months from each public holiday he
attends office;
(ii) An employee touring on Public Holidays in connection with the performance of his
duties shall not be granted compensatory holidays.

CHAPTER - VII
Compensatory Allowance
SECTION 1 - GENERAL

72. KINDS OF COMPENSATORY ALLOWANCES ::


(i) The following kinds of compensatory allowances may be granted to the employees of
Company in accordance with the provision of this section.
a) Dearness and House Rent Allowance;
b) Travelling Allowance.
(ii) The grant of any compensatory allowance not mentioned in sub-regulation (i) above shall
require the specific sanction of the Board in each case.

73. AT WHAT RATE TO BE PAID :: Until the Board otherwise determines the Dearness
Allowance and House Rent Allowance shall be paid to the employees of the Company at
the same rates and subject to the employees of the Government of Kerala form time to time.
74. TRAVELLING ALLOWANCE :: Travelling Allowances that will be admissible to the
employees shall be at rates as sanctioned by the Board from time to time.

JOINING TIME

75. JOINING TIME MAY BE GRANTED :: Joining time may be granted to an employee
to enable him to join a new position to which he is transferred.

76. CALCULATION :: Three days are allowed for preparation and in addition one day is
allowed for every 500 kilometres by Railway 500 kilometres by motor vehicle or other
public conveyance. A day is also allowed for any fractional portion of the distance above
mentioned.

77. PAY & ALLOWANCES DURING JOINING TIME :: An employee is entitled to draw
during joining time the pay he would have drawn if he had not been transferred or pay he
will draw on taking charge of the new position, whichever is less. An employee transferred
during leave shall draw, if he joins the new position without returning from leave the leave
salary admissible to him during the leave period.

78. OVERSTAY AFTER JOINING TIME :: An employee who does not join his post with
in the joining time allowed to him shall be deemed to have committed breach of regulation
No.31 and his absence from duty beyond the admissible period of joining time will be dealt
with under the provisions of regulation No.31(ii).

HOLIDAYS, WORKING HOURS, ETC.


79. The Managing Director shall prescribe from time to time, the holidays for the Head
Office and various branch offices of the Company.
80. The Managing Director shall have the power to declare any holiday or part thereof as
working day in the interest of the work and grant another day or part thereof as
compensation holiday.
81. The Managing Director, shall have the power to declare special holiday on certain
important occasions.

82. WORKING HOURS :: The working hours for the Head Office, Branches and other
offices of the Company shall be so prescribed by the Managing Director from time to time
subject to provisions of any statute in force.
83. PUBLICATION OF STANDING ORDERS :: A copy of these orders in English and
Malayalam shall be pasted at the Manager’s Office and on notice board maintained at the
Head Office and other branches of the establishment.

CERTIFIED
Sd/

Joint Labour Commissioner


and certifying Officer.

Note:: Leave, joining time etc., have been subsequently amended as per bilateral
settlements. Hence please refer the relevant clauses also.
III OFFICE DISCIPLINE

3.1 OFFICE HOURS


3.2 LUNCH BREAK
3.3 PUNCTUALITY IN ATTENDANCE
3.4 MAINTENANCE OF ATTENDANCE REGISTER
3.5 LATE LEAVE
3.6 HOLIDAYS
3.7 MANAGER’S WORK DIARY
3.8 MAINTENANCE OF OFFICE KEY REGISTER.
3.9 TRANSFER OF CHARGE OF EMPLOYEES
3.10 UNIFORM TO SUBORDINATE STAFF
3.11 MAINTENANCE OF OFFICE PREMISES
3.12 SMOKING IN OFFICE
3.13 PROHIBITION OF INTOXICATING DRINKS.
3.14 CONVICTION OF EMPLOYEE
3.15 ARREST OF EMPLOYEE
3.16 ACCEPTANCE OF DONATION FROM SUBSCRIBERS.
3.17 OBTAINING OF PASSPORT
3.18 INDEBTEDNESS
3.19 MAINTENANCE OF OFFICIAL SECRECY.
3.20 COURTESY IN BEHAVIOUR
3.21 DISPLAY OF NATIONAL FLAG
3.22 OBSERVANCE OF BUSINESS DISCIPLINE IN THE INTEREST OF GOOD
CUSTOMER RELATIONS.
3.23 STANDING ORDERS
V RECRUITMENT RULES AND SERVICE CONDITIONS
5.1 RECRUITMENT RULES.
5.2 SERVICE CONDITIONS
5.3 ALLOWANCES
(a) Dearness Allowance
(b) House Rent Allowance
(c) Cashier’s Allowance
(d) Allowance to Drivers
(e) Washing Allowance
(f) Chappal Allowance
(g) Conveyance Allowance
(h) Cycle Allowance
(i) Tea Allowance
(j) Franking /Despatch Allowance
(k) Hill Tract Allowance
(l) Allowance to physically handicapped.
(m) Festival Allowance
(n) Charge Allowance
(o) Spectacle Allowance

5.4 LEAVE
(a) Ordinary Leave.
(i). Earned Leave
Surrender of Earned Leave
(ii) Half Pay Leave
(iii) Commuted Leave
(iv) Leave Without Allowances:
(b) Special Leave ::
(i) Special Disability Leave
(ii) Study Leave
(iii) Leave for foreign Employment
(iv) Maternity Leave
(c) Casual Leave
General Conditions
Leave Salary
Application Form for leave
Maintenance of Service book

5.5 JOINING TIME


T.A.RULES
Rates of Daily Allowance, mileage allowance, incidental Allowance, Loading
and unloading charges etc.
A. Daily Allowance
B. Rates in respect of Mileage Allowance, Incidental Allowance, Loading &
Unloading charges etc.

5.7 RETIREMENT/ DEATH BENEFITS AND WELFARE SCHEME


(a) Gratuity
(b) Contributory Provident Fund
(c ) Remittance of E.P.F. Contribution
(d) E. S. I.
(e) Medical Benefits.
(f) House Construction Advance.
(g) Motor Conveyance Advance.
(h) Group Savings Linked Insurance scheme.
(i) Business Concession to Employees
(i) Self surety
(ii) Single Surety
(iii) Concession in interest rates
(j) Duty Leave to Office Bearers of Associations
(k) Festival Advance
(l) Training and Development

5.8 (a) Convening of conferences


(i) Weekly Conference of Assistant Managers/ Deputy Managers
(ii) Monthly Conference of Staff
(iii) Conference of Unit Heads.
(b) Staff Rotation

5.9 REDRESSAL OF PUBLIC GRIEVANCES.


5.10 PERMISSION TO CONTEST IN ELECTION TO LOCAL BODIES

RECRUITMENT RULES
“KSFE MEDICAL BENEFITS RULES”.
RULES RELATING TO EMPLOYEES HOUSE LOAN SCHEME OF THE COMPANY.
RULES FOR ADVANCE FOR THE PURCHASE OF MOTOR CONVEYANCE
V RECRUITMENT RULES AND SERVICE CONDITIONS

5.1 RECRUITMENT RULES.


Till 1974 there were no Recruitment Rules for the Company and various positions were
filled up by deputationists from different Government Departments and on contract
basis. A set of Recruitment Rules were framed in 1974 which were approved by
Government in G.O.(MS) 126/78/TD., dated 15th October 1974.
As per the Recruitment Rules, all appointments carrying a scale of pay the minimum of
which does not exceed Rs.1,000/- are filled by recruitment through Kerla Public Service
Commission. Appointments to posts carrying a scale of pay the minimum of which
exceed Rs.1,000/- are made by the Board of Directors subject to the approval of
Government. All temporary vacancies arising in the Company are filled up by
provisional appointment for a period not exceeding 180 days from among candidates
sponsored by the Employment Exchange.
The Recruitment Rules, inter alia, prescribe the qualification, method of recruitment and
promotion. In respect of promotion to the Assistant Manager/Deputy Manager, there is a
qualifying test with a prescribed syllabus and for promotions to the post of junior
Manager there is separate competitive test to determine the eligibility for promotion to
that grade. These tests are arranged to be conducted by an outside agency. The full text
of the Recruitment Rules is reproduced in the last pages of this chapter.

5.2 SERVICE CONDITIONS.


The service conditions of the employees of the Company are governed by the Standing
Orders approved by Government in G.O.(M.S) 40/74/TD dated 21st March 1974 as
amended from time to time and by long term settlement which has been annexed to
chapter III of the MOP.

5.3 ALLOWANCES
The various allowances paid to the employee of the Company fall under the following
heads:
(a) Dearness Allowance
(b) House Rent Allowance
(c) Cashier’s Allowance
(d) Allowance to Drivers
(e) Washing Allowance
(f) Chappal Allowance
(g) Conveyance Allowance
(h) Cycle Allowance
(i) Tea Allowance
(j) Franking /Despatch Allowance
(k) Hill Tract Allowance
(l) Allowance to physically handicapped.
(m) Festival Allowance
(n) Charge Allowance
(o) Spectacle Allowance

(a) Dearness Allowance :: This is payable to all officers and employees of the Company at the
rates admissible to state Government servants from time to time.
(b) House Rent Allowance :: This is paid to all officers and employees of the Company at the rates
admissible to state Government servants from time to time.
(c) Cashier’s Allowance :: Any Assistant who is in charge of cash is eligible for Cashier’s
Allowance at the rates prescribed below:

Cashier’s Allowance (per month

(i) Cashier’s working in Junior branches : 225/-


(ii) Cashier’s working in Medium branches : 250/-
(iii) Cashier’s working in Senior branches : 275/-
(iv) Cashier’s Charge Allowance per day of :
charge subject to the condition that the
total charge allowance for a month shall 13/-
not exceed the Cashier’s Allowance
applicable to that Branch

(d) Allowance to Drivers :: This allowance is paid to Company Drivers for odd hours of
work and for car washing. The present rate of allowance is Rs.450/- per month..
(e) Washing Allowance :: The subordinate staff and PT employees who are supplied with
uniforms are paid an allowance for washing uniforms at the rate of Rs.120/- per month.
(f) Chappal Allowance :: The subordinate staff and PT employees supplied with uniforms
are paid an allowance at the rate of Rs.200/- per month .
(g) Conveyance Allowance :: All Officers in the Company are eligible for conveyance
allowance at the rates prescribed below.

Category Officers
All Assistant Managers/Deputy Manager 225/-
All Officers other than Assistant Manager/
Deputy Manager 338/-

In the case of the following category of Officers who own and use vehicles as specified
will be reimbursed the actual cost of fuel or the amount shown against such category
whichever is less.
All Asst.Managers//Deputy Manager who own
and use motor vehicle 0
All Officers other than Asst.Managers//Deputy
Manager who own and use motor vehicle 450/-
All Officers other than Asst.Managers/Deputy
Manager and Grade I Officers who own and use
motor car 675/-
All Grade I Officers who own and use motor car 750/-
All Officers under super grade who own and use
motor car 1000/-
(h) Cycle Allowance :: Peons are paid Cycle Allowance at the rate of Rs.160/- per month.
(i) Tea Allowance :: Tea Allowance is paid to night watchman at the rate of Rs.150/- per
month.
(j) Franking /Despatch Allowance :: Franking /Despatch Allowance is paid to subordinate
staff for operating Franking /attending Despatch work at the rate of Rs.100/- per month.
(k) Hill Tract Allowance :: This Allowance is paid to the employees for working in places
and at the rates specified by Government of Kerala for the purpose.
(l) Allowance to physically handicapped :: Physically handicapped employees are paid
Conveyance Allowance at the rate admissible to such government servants.
(m) Festival Allowance :: Festival Allowance is paid to employees of the Company who are
not eligible for bonus, at the rate admissible to Government servants from time to time.
(n) Charge Allowance :: Charge Allowance is admissible to an employee for performing the
duties of a post which is higher/ equivalent/ lower to his post subject to the conditions
specified hereunder.
An employee is eligible for charge allowance for holding full additional charge and
discharge current duties of higher post at the rates applicable as per KSR.
(o) Spectacle Allowance :: An employee is eligible for Spectacle Allowance twice in service
with five year gap.

5.4 LEAVE
Application for leave should be made in the prescribed form and submitted in advance of
the date from which leave is required. Leave should be availed of only after getting it
sanctioned by the appropriate authority. In exceptional and unavoidable circumstances
when leave is availed of before getting it sanctioned the employee concerned shall
explain to the satisfaction of the appropriate authority the full circumstances
necessitating such availing of leave by him.
The following are the important types of leave admissible to the company employees.
Leave applicable to KSFE employees are classified into 3 categories.
(a) Ordinary Leave.
(b) Special Leave.
(c ) Casual Leave

(a) Ordinary Leave


Ordinary leave consists of (i) Earned Leave (ii) Half Pay Leave (iii) Commuted Leave
(iv) Leave without allowance.

(i). Earned Leave


(a) Earned Leave is earned in respect of the period spent on duty at the rate of one day
for every 11 days of duty. The maximum earned leave that can be accumulated in
one's leave account is 300 days at a time. The maximum earned leave to be availed at
a time is 180 days. Earned leave when applied as leave preparatory to retirement, the
maximum to be granted is limited to 300 days, subject to eligibility.
(b). Provisional/contract employees (with specific terms) are eligible for earned leave at
the rate of 22 days of duty limited to a maximum of 15 days in a year. However after
confirmation the above will be reworked @ 1/11
(c.) PT employees in the Company are eligible for Earned Leave @ 1 day for every 22 days
of duty.

Surrender of Earned Leave


The earned leave available in the leave account of an employee can be surrendered in a
financial year subject to a maximum of 30 days in a year. The maximum limit of
terminal surrender of earned leave (at the time of retirement/death) is limited to 300
days. Surrender leave salary is 1/30 of the monthly salary irrespective of the month in
which it is surrendered. Retrospective surrender of earned leave is not normally allowed.
An employee on suspension will not be eligible for surrender of Earned Leave.
Provision for earned leave surrender is applicable to PT employees also.

Earned leave application should be in the form prescribed and submitted in advance. At
the Unit level earned leave and leave surrender not exceeding 30 days at a stretch is
sanctioned by the Unit Head in respect of a member of staff in the Unit including the
staff working in the Office of the Special Deputy Tahsildar. The earned leave/leave
surrender application shall be submitted to the Unit Head through the Assistant
Manager/ Deputy Manger/ Special Grade Assistant/ Senior Assistant as the case may be,
and the Assistant Manager/ Deputy Manger/ Special Grade Assistant/ Senior Assistant
will after verification of the leave account record his recommendation and eligibility for
the leave/surrender applied for and submit it to the Unit Head. The Unit Head shall
record his orders either sanctioning or refusing the leave/surrender applied for under
intimation to the employee concerned. In the case of refusal the Unit Head should
record the specific reasons therefore under intimation to the employees.
All earned leave/ surrender leave applications of the Unit Head and earned leave
applications exceeding 30 days in respect of employees working in Units shall be
forwarded to the Regional Manager concerned. The Regional Manager shall have the
credit verified and record his orders sanctioning or refusing the leave/leave surrender
applied for under intimation to the employee concerned. The same procedure will
apply, mutatis mutandis in the case of employees working under the Regional Managers
and internal audit teams under the control of Internal Audit Officer.

In the case of Head Office, the leave/ surrender leave applications of all employees
including the staff working under the Special Deputy Collector below the rank of Grade
I Officers shall be submitted to the Administrative Officer through the respective
Departmental Heads who shall record their recommendation thereon. The procedure for
disposing of the leave/ surrender leave applications will be the same as given above.
The leave/ surrender leave applications of Grade I Officers and above in the Head Office
and the Regional Managers in the Regions shall be submited to the Managing Director
through Administrative Officer who shall record the eligibility therefore and submit
them to the Managing Director for orders and the Administrative Officer will
communicate Managing Directors’ orders to the Officers concerned.

If the leave/ surrender applied for falls short of the credit in the leave account, the
employee has the option either to withdraw his application or apply afresh for leave to
the extent of credit available. Communications sanctioning surrender of earned leave of
all employees working in Units, Internal Audit wings and Regions shall be included in
the proforma prescribed and forwarded so as to reach the Head Office not later than 10 th
of the month to enable the Pay Roll section to include the leave surrender salary also in
the pay roll of that month. Communications regarding sanction of earned
leave/surrender leave of all employees shall be filed in the personal files of the
employees concerned.
At the Unit/ Regions/ HO level all sanction orders of leave/leave surrender accorded by
the Unit Heads/RM/Administrative Officer shall be recorded in red ink in the Service
book of the employees concerned under attestation. This must be done at the Unit/
Regions/ HO level along with the sanction and in the case of leave/ surrender leave
sanctioned at Regional Office in respect of employees of the Units on the day of receipt
of such communications. TheUnit Heads/ Regional Managers/ Administrative Officer
are responsible for ensuring that the earned leave/surrender leave applications are filed
in the personal files of the employees concerned.

(ii) Half Pay Leave


Half Pay Leave is earned at the rate of 20 days in a completed year of continuous
service. The leave so earned can be accumulated without any limit. The period of
service includes duty as well as leave including leave without allowances. However
leave without allowances availed for private employment, for joining the spouse, leave
not sanctioned by the authority etc. will not be counted for service benefits. Period of
suspension treated as such will not be counted as service for half pay leave. Leave
without allowances availed based on medical certificate will be counted for half pay
leave.
The procedure applicable to submission, scrutiny, sanction, etc, is the same as in the case
of Earned Leave.
If it is noticed that any spell of HPL availed of by any of the employees for the period
prior to 10th or beyond that month or a spell of leave is not reflected in the pay roll of
that month prepared by HO, the Unit Heads/ RMs are empowered to withhold the
proportionate salary pertaining to the period of leave in question and only the balance
need be paid to the employee concerned and the fact intimated to the H.O. immediately.
In the case of employees in the H.O the same procedure as in the case of earned leave
will apply. The Administrative Officer is empowered to withhold proportionate salary in
the manner and to the extent as stated above.

(iii) Commuted Leave


Half the amount of half pay leave due to an employee, granted on full pay is commuted
leave. There is no limit in granting commuted leave. Double the amount of commuted
leave granted is to be debited against the half pay leave account of the employee
concerned. Commuted leave can be availed as leave prior to retirement. Both Earned
leave and Commuted Leave will not be allowed in combination for more than one year
at a stretch, prior to retirement. The procedure applicable to submission, scrutiny,
sanction, etc, is the same as in the case of Earned Leave.

(iv) Leave Without Allowances:


An employee having not less than 2 years continuous service in the Company is eligible
for L.W.A. up to three months at a time in special circumstances.
Note: Leave without allowances exceeding three months up to 18 months may be
granted to employees with continuous service for more than a year, for treatment of
T.B, leprosy, cancer or mental disease.

(b) Special Leave ::


Special leave includes (i) Special Disability Leave (ii) Study Leave (iii) Leave for
foreign Employment (iv) Maternity Leave

(i) Special Disability Leave


If an employee is disabled by injury caused in consequence of the due performance of
his official duties he should bring it to the notice of the leave sanctioning authority
within three days of the occurrence of the incident related to the disability. The
maximum period of special disability leave as recommended by the Medical officer
shall not exceed 24 months in any case. Such leave may be granted more than once if
the disability is aggravated or reproduced, subject to the maximum period mentioned
above.
The leave salary for special disability leave for the first four months is that admissible
for earned leave and for the remaining period leave salary is that admissible for half
pay leave.

(ii) Study Leave


Employees having service of not less than 2 years in the Company and 10 years left
prior to retirement may be granted LWA, in addition to other eligible leave they have,
for acquiring professional qualifications such as MBA, MCA, CA, ICWAI, LLB etc.
The leave will not be allowed to be taken for broken periods but it has to cover the
entire course/period of study.

(iii) Leave for foreign Employment


Employees having service of not less than 3 years in the Company may be granted
L.W.A for a maximum period of 5 years in the service of the employee. The period of
leave granted for the purpose will not be counted for any service benefits. This facility is
restricted to 2 times in the service of the employee subject to a maximum of 10 years
(subject to direction of Government from time to time).

(iv) Maternity Leave


Maternity leave is admissible to female employee including female PT employees on
full pay for a period of 135 days from the date of its commencement. Such leave may be
granted up to six weeks on the basis of medical certificate in cases of miscarriage or
abortion. In such cases leave will be granted from the date of hospitalisation or from
the date of miscarriage/ abortion. Any kind of leave up to 60 days may be granted in
continuation of maternity leave. Maternity leave is to be availed in one spell.
Maternity leave is also admissible to provisional female employees having more than
one year service provided they will continue in the service after such leave.
Leave salary during maternity leave is the same as on earned leave. This leave will be
counted for increments and promotions.

(c ) Casual Leave
The maximum number of casual leave to be availed of by an employee in a calendar
year is 20 days. Casual leave may be combined with Sundays and other holidays. The
total duration of casual leave and holidays should not exceed 15 days at a time.
Provisional hands and PT employees are eligible for casual leave up to 20 days in a
calendar year. A Register of Casual Leave is to be maintained in every office.

At the Unit level, casual leave applications of the employees shall be submitted to the
Unit Head through the Assistant Manager/ Deputy Manger/ Senior Grade Assistant as
the case may be and the latter will verify the casual leave at credit with reference to the
Casual Leave Account of the applicant, recording his recommendation thereon. The
casual leave application of the staff attached to the office of the Special Deputy
Tahsildar shall also be submitted in the same manner as above the SDT office is treated
to be a separate independent Unit. The Unit Heads shall submit their casual leave
applications to the Regional Manager concerned who after getting the casual leave at
credit of the applicant duly verified shall disposed of the same in the manner indicated
above.
The Casual Leave applications of the staff borne on the Regional Managers’
establishment shall be disposed of by the Regional Managers in the same manner.

In the case of Head Office, casual leave applications of all officers below the rank of
Grade I Officers and those attached to the Deputy Collector (RR) shall be submitted to
the Administrative Officer through the respective Departmental Heads who shall record
his recommendations in the casual leave applications. The Administrative Officer will
have the credit verified with reference to the leave account of the applicant and dispose
of the applications in line with the procedure mentioned above.

In the case of Officers of Grade I and above in the Head Office and Regional Managers,
the casual leave application shall be submitted to the Managing Director through the
Administrative Officer who will verify the credit with reference to the leave account of
the applicant. The Managing Director shall dispose of the application in the manner
prescribed above.

In the case of staff attached to Internal Audit Wings casual leave applications of
employees shall be submitted to the Team Chief who will, after verifying the leave at
credit with reference to the Casual Leave Account of the applicant maintained by him,
shall record his orders thereon sanctioning or refusing the leave applied for. The Team
Chief shall submit his casual leave applications to the Internal Audit Officer who shall
dispose of the same.

A Casual Leave Account shall be maintained in the Unit, in the Regional Office and in
the Head Office in the prescribed form. Similarly the Internal Audit Wings also shall
maintain casual leave accounts in the form prescribed. The Casual Leave Account
should be periodically verified with the Attendance Register and the casual leave
applications and ensure that there is proper correlation. After each verification, a
certificate shall be recorded to the effect that the casual leave account tallies with the
Attendance Register and the leave applications under the dated signature of the leave
sanctioning authority.
The unavailed casual leave sanctioned can be cancelled on the written request of the
employees.

General Conditions
These rules shall apply to all employees of the KSFE if not specifically stated otherwise.
(i) Leave cannot be claimed as a matter of right. The leave sanctioning authority can
revoke or refuse the leave applied for, in the interest of the organisation.
(ii) Prior sanction should be obtained in the matter of all kind of leave.
(iii) The maximum period of absence from duty of an employee shall not exceed five years
unless extended.
(iv) An employee on leave should not accept any service or employment during the leave
other than foreign employment.
(v) If an employee is recalled compulsorily to join duty before the expiry of his leave, he
is to be treated as on duty from the date of his joining duty.
(vi) An employee who has been granted leave on medical certificate may not rejoin duty
without producing a medical certificate of fitness from a medical practitioner not below
the rank of an Assistant Surgeon in the prescribed form.
(vii) An employee on long leave other than maternity leave may not return to duty before the
expiry of the leave period without permission of the leave sanctioning authority. Unless
it is specifically mentioned in the sanctioning order, the employee on the expiry of leave
should report at H.O/R.O concerned
(viii)An employee on leave preparatory to retirement can withdraw his/her request and
rejoin duty only with the consent of the Head Office.
(ix) Any kind of leave except casual leave may be sanctioned in combination with or in
continuation of another kind of leave.
(x) The eligibility of leave is decided with reference to the eligibility on the date on
which the employee proceeds on leave.
(xi) No leave shall be granted beyond the date of his/her normal/voluntary retirement.
(xii) Sanctioning authority for all kinds of leave exceeding 3 months will be the
Administrative Officer/Managing Director.

Leave Salary
An employee on earned leave is eligible for full pay, DA on full pay and other
compensatory allowances admissible for the period of leave as if he had been on duty.
An employee on half pay leave is entitled to half of duty pay had he been on duty, half
of the DA and half of the HRA.
An employee on commuted leave is eligible for leave salary equal to the full pay and
full DA and other allowances.
An employee on leave without allowances is not eligible for any leave salary.
An employee on casual leave is entitled to full pay and allowance as if he is on duty.

Application Form for leave


Application for leave of all nature is to be made in the prescribed form.

Maintenance of Service book


A service book shall be opened for every employee including P.T. employees on his
joining duty in the Company service. For this purpose, the employee concerned shall
produce a service book which may also be kept in the custody of the employee at this
option.
The service book shall be a complete record giving the full personal data of the
employee and recording every event in the service of the employee. All the entries made
in the manner prescribed therein, duly authenticated by authorised officer. The entries in
the service book should be verified and a certificate to that effect recorded as at the end
of March of every year by the authorised Officers. The employee concerned shall also
sign in the service book in token of having verified the entries. In the event of transfer
the service book of the employee concerned should be forwarded to the Office
transferred by Registered Post after making the entries up to date, duly authenticated by
Officer concerned and signed by the employee.

A register of service book shall be maintained in the form given below:


employee and
Whether

Name of

Remarks
Date of

Initial.
Sl.N fresh Transfer from/ Date of receipt/
joining duty
o. appointment to forwarding SB
in the office
/ transfer

designation
1 2 3 4 5 6 7 8

5.5 JOINING TIME


Joining time is admissible to the employees of the Company in terms of the provisions
of KSR Part I as amended from time to time.

The maximum joining time admissible to an official involving a transfer from one
station to another is 30 days. Six days are allowed for preparation and in addition a
period cover the actual journey calculated as follows.

(i) For the portion of the journey which an Actual time taken for the journey
official travels by air craft

(ii) For the portion of the journey which an


official travels:-

By Railway 500 kms


By Ocean Steamer 350 kms
By River Steamer 150 kms One day for each or
By Motor Vehicles 150 kms Or any longer time actually
Conveyance plying for public hire in occupied by the journey
any other way 25 kms

A day is also allowed for any fractional portion of any distance noted above.

A Sunday does not count as a day (but holidays count) for the purpose of the calculation
of the joining time but is included in the maximum of 30 days. But if holiday(s)
follow(s) joining time the normal joining time may be deemed to have been extended to
cover such holidays.
A transfer involving a distance not less than 8 kms. between two places will not be
treated as a transfer involving change of station and in such cases not more than one day
is allowed as joining time. In the case of request transfers, only actual journey time is
allowed.
5.6 T.A.RULES
The T.A. Rules applicable to the employees of the Company are the same as those in
part II of KSR subject to the change in DA rates for various categories of officers of the
Company. For the purpose of travelling allowance Officers are classified in following
four categories.
Classification of Officers
Grade I All officers who draw an actual pay of Rs. 14,900/- and above
Grade II(a) Officers with actual pay of Rs.12,400/- and above but below Rs.14,900/-
Grade II(b) Officers with actual pay of Rs.8,000/- and above but below Rs.12,400/-
Grade III Officers with actual pay of Rs.5,000/- and above but below Rs.8,000/-
Grade IV Officers with actual pay below Rs.5,000/-
Actual pay represents basic plus personal pay.
Class of Travel
Eligible class for each grade shall be as follows:

Grade Eligible Class


Grade I II AC
Grade II(a) I Class. If the train doesn’t have I class, II AC
Grade II(b) III AC. If the train doesn’t have III AC, I Class
Grade III II Class
Grade IV II Class

Rates of Daily Allowance, mileage allowance, incidental Allowance, Loading and


unloading charges etc.

A.: Daily Allowance

Rate of Daily Allownces


Inside State Outside
(Rs.) State (Rs)
Grade I
175 255
Officers with an Actual pay of Rs. 14,900/- and above
Grade II
a. Officers with actual pay of Rs.12,400/- and above 140 200
but below Rs.14,900/-
b. Officers with actual pay of Rs.8,000/- and above 140 165
but below Rs.12,400/-
Grade III
Officers with actual pay of Rs.5,000/- and above but 115 130
below Rs.8,000/-
Grade IV
115 130
Officers with actual pay below Rs.5,000/-

B. Rates in respect of Mileage Allowance, Incidental Allowance, loading & Unloading


charges etc.
Mileage Incidental loading & Unloading
Grade Allowance Allowance Rate per charges
Rate per km km Rs.
Rs. Rs
Grade I 0.80 0.25 Rs.330/- at each end
Grade II(a) 0.80 0.20 Rs.170/- at each end
Grade II(b) 0.80 0.18 Rs.170/- at each end
Grade III 0.80 0.15 Rs.140/- at each end
Grade IV 0.80 0.15 Rs.140/- at each end

Classification of Government officials for the purpose of carrying personal effects shall
as follows:
(i) Officers whose Actual pay is Rs. 14,900/- and above 2240/-
(ii) Officers whose Actual pay is Rs. 8,000/- and above
but below Rs.14,900/- 1120/-
(iii) All other officers 560/-
The above revised rates are applicable with effect from 01.03.2006.
The following guidelines shall generally govern the tours and the T.A claims:

a. There shall be proper sanction in writing for undertaking tours by officials of the
Company.
b.Tours undertaken by the Departmental Heads/ Grade I Officers and above in the Head
Office and Regional Managers in the Regions shall be sanctioned by the Managing
Director. All tour programmes in triplicate should be submitted to the Managing
Director in advance. Tours of officials below the rank of Departmental Heads/ Grade I
Officers shall be sanctioned by the Grade I Officers/ Deputy Collector (in respect of staff
working in the R.R Wing). In the case of staff working under the Regional Manager in
the Regional Office, tours of staff working in the Regions will be sanctioned by the
Regional Manager. In the case of tours undertaken by the Unit Heads to the Head
Office/ Regional Office, prior sanction of the General Manager (Business)/ General
Manager (Finance)/ Administrative Officer/ Regional Manager as the case may be shall
invariably be obtained in writing. The tours of internal audit party and special team shall
be sanctioned by the Internal Audit Officer or by the officers concerned. In respect of
staff working in the Units, the tours, if any, shall be sanctioned by the Unit Heads. The
officers sanctioning the tours shall do so only in very rare and genuine cases where the
tours are absolutely necessary.
c. Journey by special conveyance as a matter of course shall be avoided by the officers
entitled to such conveyance in the interest of economy but where the use of special
conveyance is unavoidable in public interest prior sanction of the General Manager
(Business)/ General Manager (Finance)/ Administrative Officer/ Regional Manager as
the case may be should be obtained therefore.
d.Whenever staff members are allowed to undertake such tours they should be allowed to do
so on proper authorization in writing and the staff member concerned should submit this
authorization before the Officer(s) visited and he has to receive a letter of confirmation
from the Officer(s) visited indicating the completion of the assignment and time of
relief.
e. For all authorised journeys tours advances calculated at an amount not exceeding 90% of
the probable amount of T.A payable to the officials on tour may be paid on an
application.
f. The T.A. claim of the Regional Managers and officials of the Head Office are passed by
the General Manager (Finance) or other Officer delegating for the purpose in the
finance department.. The T.A. claim of the Unit Heads are passed by the respective
Regional Managers. The T.A. claim presented for sanction should be accompanied by
the approved tour programme and/or tour diary along with the number and date of the
sanction order for the tour, wherever applicable. The T.A. claims in respect of the staff
working in the Regional Offices and in the Units are passed by the Regional Manager/
Unit Heads if the claims are in order.
g.The T.A. claims for a month become due on the expiry of the month of travel. The claim
should be submitted to the authorised concerned within 3 months of such tours failing
which the claims should be sanctioned only on proper and convincing explanation for
the delay involved and the sanctioning authority condones the delay. Final T.A. claims
received in the H.O. shall be disposed of as expeditiously as possible and in any case not
later than 3 months of their receipt in H.O.

5.7 RETIREMENT/ DEATH BENEFITS AND WELFARE SCHEME


(a) Gratuity :The Company introduced a Group Gratuity-cum-Life Assurance Scheme in
association with the LIC of India with effect from 1st August 1975. in accordance with
the scheme the KSFE Employees Group Gratuity Fund Trust was formed. The objective
of the Trust is to provide for DCRG benefits to those employees eligible for the
membership of the Fund. The employer shall contribute certain sums to the fund from
time to time for securing those benefits to the members. The provisions of the Trust
Fund Rules assurances on the life of employees which shall be effected with the LIC of
India and the Trustees shall apply for and effect with the Corporation such assurances on
the life of the existing and future members as may from time to time be necessary in
accordance with the rules thereof. The premiums payable for such assurances are
provided by contributions to be made by the employer.

According to the Trust Fund Rules there shall be a minimum of two Trustees to operate
the Fund who shall be nominated by the Board of Directors. The Trust Fund shall be
governed by the rules of KSFE Employees Group Gratuity-cum-Life Assurance Scheme.
A master policy has been taken out by the Trustees (No.45043) which incorporates the
assurances effected under the rule for the benefits of the members and which policy shall
be held by the Trustees. The effective date of the Scheme is 1st August 1975 and the
annual renewal date the 1st August 1976 and the 1st of August of every subsequent year.
The gratuity claims of the employees are settled in accordance with the Trust Deed and
Rules.

(b) Contributory Provident Fund


The Provident Fund Scheme under the Employees Provident Fund Scheme, 1952, was
introduced with effect from 1st January 1974 as per G.O.(MS) No. 38/74/TD dated 14th
March 1974. The provisions of the EPF Act 1952 are applicable as amended from time
to time.
An employee is eligible for Provident Fund from the date of his joining in the service.
Part-time employees are also eligible for Provident Fund in the above manner.
The rate of contribution is 12% of the employees basic wages and dearness allowance or
as amended from time to time. The contribution payable by the employer under the
Scheme shall be equal to the contribution payable by the employees in respect of such
employees. The contribution shall be calculated on the basis of the basic wages and DA
actually drawn during the whole month.
Non-refundable advance can be drawn normally from the fund for the following and
other purposes on completion of the required minimum contribution period.
(i) For the purchase of a dwelling house/ flat or for the construction of a dwelling
house including the acquisition of a suitable site for the purpose and for addition,
improvement/ alteration to existing building.
(ii) For repayment of loan in special cases.
(iii) For treatment of illness in certain cases.
(iv) For marriages or post matriculation education of children.

The following documents are to be submitted for the advance under item No.(i) above:
(1) Original title deed for perusal and return.
(2) Agreement with seller in the case of purchase of site only.
(3) Non-encumbrance certificate
(4) Approved lay out plan or certificate from the Municipality/
corporation/ authority to the effect that the site is for the construction of the
house.
(5) Approved plan
(6) Estimated cost of construction issued by the Engineer.

In regard to item No.(ii) the following documents are required:


(1) Certificate issued by the Co-operative Society/ any Government organization
indicating the location of the site and estimated cost of construction.
(2) An undertaking of the Society/ organization/ institution that it would refund the
amount to the Fund in the event of re-allotment or member’s refusal of
allotment.

In regard to item No.(iii) the certificate portion of the application to be filled and signed
by a Doctor - Government/ Private Hospitals as the case may be has to be produced.
In regard to item No.(iv) the documents to be produced are:
(1) Declaration in the case of own marriage or the marriage dependant brother/
sister/ son/ daughter indicating the date of marriage along with a dependency
certificate in respect of the above dependants.
(2) Certificate regarding the course of study and the anticipated expenditure from
the Head of Educational institution in the case of advance for the purpose of
post matriculation of son/ daughter.
The application for advances shall be sent to the Regional Provident Fund Commissioner
through proper chanel in the prescribed forms which are available with the Provident
Fund Offices on free of cost.

(c ) Remittance of E.P.F. Contribution.


The Company shall in respect of any period or part of the period in which P.F.
contribution are payable deduct from the wages of an employee the employees
contribution from his wages (Basic pay + D.A) which shall be remitted to the
Assistant Provident Fund Commissioner together with its own contributions as well
as administrative charges of such percentage of the wages for the time being
payable to the employees. He shall with in 15 days of the close of every month pay
the same to the fund by separate bank draft or cheque on account of the
contributions and administrative charges. Though the due date of the remittance
of the PF due is 15th of the month a grace time of 5 days is also allowed.
All contributions shall be rounded off to the nearest rupee.
The monthly remittance to the Regional Provident Fund Commissioner consists of the
following items.
(i) The P.F. contribution recovered from the employees at 12% of the wages of the
employees.
(ii) Same percentage of the amount is contributed by the employer, out of which 8.33% of
the wages subject to a maximum amount of Rs.541/- (6500 x 8.33%) is set apart for
Employees’ Pension Scheme and balance amount is adjusted towards EPF A/c of the
member as management contribution.
(iii) Administrative charges of the Employees Provident Fund at the rate of 0.37% of the total
wages of the employees (Basic wages + D.A) are also remitted to the P.F. Commissioner
along with the P.F. Contribution. These charges are borne by the Company.

(iv) A sum calculated at 0.5% of the total wages is also remitted to the P.F. Commissioner
towards Deposit Linked Insurance.
(v) A sum calculated at 0.1% of the wages of the employees is also credited to the Provident
Fund Commissioner towards administrative charges of the Deposit Linked Insurance.

The employer shall forward to the Commissioner with in 25 days of the close of the
month, the monthly consolidated statement showing the recoveries made from the wages
of the employees and the amount contributed by the employer in respect of each
employee.

(d) E. S. I.
The Company was under the coverage of ESI Scheme from 1 st May 1976. On a joint
representation of employer and employees associations, the Government have granted
temporary exemption to the Company from the coverage of E.S.I. Scheme.

(e) Medical Benefits.


A Medical Benefit Scheme is prevalent in the Company. The rules are reproduced in
the last pages of this chapter.

(f) House Construction Advances


The scheme for sanction of House Construction Advance was introduced in the
Company as a welfare measure for which provision is made in the budget annually
subject to availability of funds. Applications for house loan in the prescribed form are to
be sent in the month of February every year to determine eligibility with reference to the
House Loan Rules. The applications are processed in the Head Office and a provisional
list of eligible employees published.
The eligible employees may then furnish the documents required in connection with the
payment of house loan. The House Loan Rules are reproduced in the last pages of this
chapter.

(g) Motor Conveyance Advance


The scheme for sanction of advance for the purpose of purchase of motor conveyance
was introduced in the Company in the year 1987-88, as a welfare measure, for which
provision is made in the budget annually subject to availability of funds. Applications
for advance for purchase of motor conveyance in the prescribed form along with all
enclosures thereto shall be sent to Head Office during the month of June, every year to
determine eligibility with reference to Motor Conveyance Advance Rules. The Motor
Conveyance Advance Rules are reproduced in the last pages of this chapter.

(h) Group Savings Linked Insurance scheme.


The Company has opted to the LIC’s Group Savings Linked Insurance Scheme with
effect from November, 1987 as a welfare scheme to the employees. The recovery of
premium will be effected by the Company from the monthly salary and remitted to LIC
before 20th of the succeeding month. In case the company is unable to recover the
premium from the salary of for any month due to leave on loss of pay etc., the employee
shall remit the premium to the Company in cash on or before the last working day of the
month failing which the policy shall be deemed to have been lapsed. The amount of
premium qualifies for income tax deduction under section 80-C of the I.T. Act . The
employees who are appointed after implementation of the scheme will be subscribers of
the scheme and it would be a condition of service for all future appointments in the
Company. New enrolment in the scheme is admissible only form the month of
November each year.

(i) Business Concession to Employees


The business concession to employees is as follows.
(i) Self surety :- 10 times the net salary subject to a minimum of Rs.50,000/-
The self surety facility is applicable to PTS also subject to a minimum of Rs.20,000/-

For availing the self surety facility the concerned employee should have a minimum
net salary of Rs.3000/- in the case of Assistants, Rs.2,500/- in the case of peons and
Rs.1,500/- for PTS.
(ii). Single Surety
Liability limit of subscriber who : 10 times net salary subject to a minimum
offers single surety of Rs.75,000/-
Minimum net salary required Rs.3,000/-
Limit of liability as a single surety : 15 times net salary subject to a
minimum of Rs.75,000/-
Minimum net salary required Rs.3000/-
The limit of personal surety liability is Rs.3.5 lakhs.
(iii) Concession in interest rates
Scheme Limit of Interest
advance concession in
the prevailing
rate
a C/VL 75,000/- 3%
b Gold Loan 50,000/- 2.5%
c RCL 75,000/- 3%
d 1. NHFS (for those who have not availed 2,50,000/- 2.5%
Employees’ House Loan)
2. NHFS (for those who have availed 1,50,000/- 2.5%
Employees’ House Loan)

(j) Duty Leave to Office Bearers of Associations


The number of office bearers who will be granted duty leave for attending meetings/
discussions is 4 .
In addition to the above one office bearer of each union nominated by the respective
unions shall be given 5 days special casual leave in a year. Moreover, one office bearer
of each Trade Union specified by the Union shall be given place of choice for posting.

(k) Festival Advance


Festival Advance will be given to all the regular officers/workmen/P.T. employees once
in a year at the rates of Rs.15,000/- Rs.12,000/- and Rs.6,000/- respectively. These are
non-interest bearing advances recoverable in 10 equal monthly instalments.

(l) Training and Development


The Company has a training cell to impart training to the Officers and staff including
new recruits to develop their ability to meet the requirements of the job assigned to
them. The training is designed to widen their knowledge, make the employee open to
change, keep on experimenting with ideas, sensitive to the feelings and needs of the
interacting people, learn new things and sharpen their positive approach towards the
Company goals. It is also designed to bridge the gap between self motivated behaviour
and the needed requirements of the job resulting in individual development of the
employees as well as that of the organization.
The training scheme envisages the training of officers and staff in batches at frequent
interval so that the maximum number of officers and staff of the Company can be got
trained in a phased manner.
Besides the above, opportunities for participation in training programmes and seminars
organized by outside bodies such as Institutes of Chartered Accountants, Management
Institutes and the like are given to officers of the Company on selective basis and with
the approval of the Board of Directors wherever necessary, so that the Officers of the
Company can enrich their knowledge and experience and serve the company better.

5.8 (a) Convening of conferences


(i) Weekly Conference of Assistant Managers/ Deputy Managers
Weekly Conference of Assistant Managers/ Deputy Managers (if available) attached to
the respective Units shall be convened by the Unit Heads to discuss all important
communications received from Head Office or other authorities and to decide the course
of action to be taken thereon. Copies of minutes of weekly conferences should be
communicated to the Officers concerned marking one copy to the Regional Manager. At
every conference a review of the action taken on the decisions of the previous meeting
will be done before coming to the items to be discussed at the meeting.

(ii) Monthly Conference of Staff


Conference of all staff members of the respective Units shall be convened once in a
month to discuss day to day problems, if any, and circulars and important
communications received from Head Office / Regional Office/ other authorities.
Individual grievances and issues relating to the Unit in particular and the Company in
general may be discussed and proposal communicated to higher authorities for
consideration and decision. Minutes of monthly conference may be sent to the Regional
Manager concerned for information and advice.

(iii) Conference of Unit Heads.


Regional Managers should convene conference of the Unit Heads under their
jurisdiction as and when required for reviewing business development, accounts, default
collection other important work relating to each Unit. Minutes of the meeting should be
communicated to the Unit Heads concerned and also to Head Office. The conference
will be convened either at the Office of Regional Manager or in a suitable place for the
convenient conduct of the conference.

(b) Staff Rotation


In order to improve efficiency the staff members including Assistant Manager/ Deputy
Manager shall be rotated in different sections of the Units/ Regional Office/ Head Office
periodically, preferably once in a year. The Unit Heads and officers concerned shall
ensure that define assignments of duties and responsibilities are given to all staff
members. The Assistant Manager/Deputy Manager should be given placement orders
denoting their accountability as per duties and responsibilities delegated to each such
position. A copy of the posting order issued to Assistant Manager/Deputy Manager shall
be marked to the Administrative Officer in the Head Office and Regional Manager
concerned. These posting orders and fresh assignment of duties should be issued
whenever there is a change of personal due to transfer, promotion or otherwise. In order
that the change of personnel shall not affect the routine and smooth functioning of the
Officers, the rotation of staff shall normally be carried out preferably during the first
week of January every Year.

5.9 REDRESSAL OF PUBLIC GRIEVANCES


When dealing with petitions/ Memoranda/ representations and grievances from the
public, the following guidelines should be complied with:

(i) Whenever petitions/ memoranda or other written communications from the general public
are received in the Units/Regions or in the Head Office, receipt of such communications
should be acknowledged within one week if the same could not be disposed of within
that period.
(ii) In case these petition could not be disposed of within one week of their receipt, an
intimation about the action taken should be given to the party within one month.
(iii) Final decision taken on such petition should be communicated to the party with in a
period of three months at the latest.
(iv) General public directly approaching for details relating to the business of the
organization should be supplied with such details to their satisfaction and without any
delay.
(v) Whenever it is possible to redress a grievance or sanction a request immediately, it
should be done then and there without asking the petitioner to come again later. When it
is not possible to sanction a request immediately, a definite date should be indicated so
that repeated futile and expensive visits by a petitioner can be avoided.

5.10 PERMISSION TO CONTEST IN ELECTION TO LOCAL BODIES


The employees who wish to contest in elections for the local bodies shall be issued no
objection certificate on obtaining a declaration to the effect that “in the event of his/her
election as representative of a local body, he/she will enter into eligible leave during the
period of elected representation to local bodies.

ANNEXURE
Statement Showing Particulars of Leave/ Increment Sanctioned
Branch : Month & Year Date:
surrenderedNo. of EL.

Sl Name & Details of No. of No. Rema


No designation increment days of late rks
of and pay No. of leave availed present attend
employee/ on in the ance
Officer increment Office
CL EL HPL CML LLP ML

To
H.O. Administration Branch Manager
RECRUITMENT RULES

I. Short title:
These Rules may be called the Kerala State Financial Enterprises Limited Recruitment
Rules.

II. Constitution:
The Service under the Company shall consist of the following cadres of Officers and
Staff:

A. Officers' Cadre:
(i). General Manager (Business)
(ii). General Manager (Finance)

Officers Grade I
Regional Manager

Officers Grade II
Internal Audit Officer
Administrative Officer
Law Officer
Senior Manager
Secretary
Public Relations Officer
Personal & Industrial Relations Manager
Security-cum-Vigilance Officer
System Analyst
Officers Grade III
Manager

Officers Grade IV

Junior Manager
Legal Assistant

B. Junior Officers Cadre:


Assistant Manager/ Deputy Manager

C. Assistants Cadre:
(i) Special Grade Assistant
(ii) Assistants Grade I
Senior Assistant
Cashier
Stenographer
(iii) Assistant Grade II
Junior Assistant
Typist

D. Subordinate Staff Cadre:


(i) Subordinate Staff Grade I
Despatch Assistant cum Record Keeper
Higher Grade Driver
Driver
(ii) Subordinate Staff Grade II
Higher Grade Peon/Watchman

E. Part-time Staff:
Part-time Sweeper-cum-Scavenger
Part-time-Gardner
Part-time Packer/Despatcher.

III. Appointment:
a) Appointments to the several cadres of the service, either by promotion or by direct recruitment,
shall be as laid down in Appendix-I.
b) Notwithstanding anything contained in Rule III(a) above, it shall always be open to the
Company to make any appointment on contract basis to posts requiring technical
qualifications or special skill for a period not exceeding five years in each case or to
appoint persons on deputation from the Govt. of Kerala or the Government of India
or any Government owned Company or Statutory Corporation or Quasi-
Government organisation, provided that before the Company makes any contract
appointment to a post which is within the purview of the Kerala Public Service
Commission it shall obtain prior approval of the Commission and the Government.
c) Notwithstanding anything contained in Rule III(a) and (b) above, it shall be open to the
Company to make any appointment on provisional basis to any of the posts brought
within the purview of the Kerala Public Service Commission for a period not
exceeding 180 days, provided that for continuance of such provisional appointments
beyond 180 days, it shall be necessary to obtain the concurrence of the Commission
and the sanction of the Government of Kerala.
d) The Company shall not enter into any agreement with the employees for appointments
being given to their relatives.
e) It shall always be open to the Company to make appointments of relatives/ dependants of
employees who die in harness, in accordance with the rules prevailing in the
Government of Kerala on the matter from time to time and in accordance with the
directions from the Government.

IV. Qualification regarding age:


No person shall be eligible for direct recruitment to any of the Cadres if he/she has not
completed or will not complete 18 years of age on the 1st January of the year in which
applications for appointments were invited. As regards the upper age-limit, he/she shall
not have completed 35 years of age as on the above date except where the appointments
are for the following positions for which the upper age-limit shall be as noted against
each position, as on the above date.

Name of position on 1st January:


General Manager Personal & Industrial
1. 50 yrs 10. 40 yrs
(Business) Relations Manager
General Manager
2. 50 " 11. System Analyst 40 "
(Finance)
Security cum Vigilance
3. Regional Manager 45 " 12. 40 "
Officer
4. Internal Audit Officer 40 " 13. Manager 38 "
5. Administrative Officer 40 " 14. Junior Manager 38 "
Assistant Manager/ Deputy
6. Law Officer 42 " 15. 40 "
Manager
7. Senior Manager 40 " 16. Senior Assistant 38 "
8. Secretary 40 " 17. Driver 43 "
9. Public Relations Officer 40 " 18. Peon/Watchman 35 "
Relaxation will, however, be made for purposes of direct recruitment in the case of
Scheduled Castes, Scheduled Tribes, Ex-Servicemen, etc., as specified in Appendix-II. In the
case of General Manager (Business) and General Manager(Finance), relaxation of 2 years is
allowed in respect of employees in the KSFE Ltd., possessing the prescribed academic
qualification.

V. Appointing Authority:
The appointing authority for all the posts shall be the Managing Director.

VI. Seniority:
The Seniority of directly recruited persons where the selections are made by the staff
Selection and promotion Committee will be determined in the order in which their
names appear in the select list. Where the selections are made by the Kerala Public
Service Commission the seniority shall be determined by the date of advice of the
Commission. Where the names of more than one person are advised by the Commission
on the same day, the seniority will be determined in the order in which their names
appear in the Commissions' Gradation list.
APPENDIX-I
STATEMENT SHOWING THE CADRE, MODE OF APPOINTMENT AND QUALIFICATION
FOR THE VARIOUS POSTS (AS ON 31.03.1991)
--------------------------------------------------------------------------------------------
-----------
CADRES MODE OF APPOINTMENT QUALIFICATION
--------------------------------------------------------------------------------------------
-----------
OFFICERS' CADRE

1. General Manager (Business): By Direct Recruitment 1. Masters Degree in Business


Administ-
ration from a recognised
University/
Institution.

2. Post qualification experience


of 5
years' in a responsible
position
in Government/Reputed
Company/in
a Bank.

2. General Manager (Finance) By direct recruitment 1. Chartered Accountant/Cost


Accountant.
2. Post qualification experience
of 5
years in a responsible position
as
Accounts Officer in a
Government/
Reputed Company or in a Bank.

OFFICER GRADE I PROMOTION


Regional Manager: By promotion from qualified 1. a) Degree of a recognised
University.
and suitable officers Grade II b) Should be a Chartered
Accountant
based on seniority-cum-merit. or a Cost Accountant or
possess
a Post Graduate Degree or
its
equivalent in Business
Administration.

2. Should possess not less than


four
years experience in the cadre
of
Officers Grade II in the
Company.
OR
1. Degree of a recognised
University.
2. Should possess not less than
six
years experience in the cadre
of
OR Officers Grade II in the
Company.

By Direct Recruitment if no DIRECT RECRUITMENT


qualified and suitable hand 1. a) Degree of a recognised
University
is available in the Cadre of b) Should be a Chartered
Accountant
Officers Grade II. or a Cost Accountant or
possess
a Post Graduate Degree or
its
equivalent in Business
Administration.
2. Should possess not less than
Five
years experience since
passing the
above examinations in a
responsible
position as Secretary or
Accounts
Officer of a large financial
under-
taking or Bank.
OFFICER GRADE II
Secretary By Direct Recruitment a) Degree of a recognised
University.
b) Should possess Membership of
the
Institute of Company
Secretaries of
India.
Administrative Officer: By Direct Recruitment 1. Degree in law of a
recognised
University or a Post-Graduate
Degree
or its equivalent in Business
Administration.
2. Should possess not less than
three
years' experience in Junior
Management
level in the Personnel
or
Administrative Department of a
reputed
concern registered under the
Indian
Companies Act. Training in
modern
office systems and procedure
essential.
By promotion based on seniority PROMOTION
Internal Audit Officer: -cum-merit from qualified 1. (a) Degree of a recognised
University
suitable officers Grade III. (b) Should be a Chartered
Accountant
or a Cost Accountant
or possess
a Post Graduate Degree
or its
equivalent in Business
Administration.
2. Should possess not less
than one
year experience in the
cadre of
Officers Grade III in the
Company.

OR OR
1. Degree of a recognised
University.
2. Should possess not less
than three
years experience in the
cadre of
Officers Grade III in the
Company.

By Direct Recruitment if no DIRECT RECRUITMENT


qualified and suitable hand 1. (a) Degree of a recognised
University.
is available in the Cadre of 2. (b) Should be a Chartered
Accountant.
Officers Grade III.

Law Officer By direct recruitment 1. Degree in law of a


recognised Uty.
2. Should have not less than
seven years
practice on the Civil in
the Bar with
special emphasis on Labour
and Company
Law & Law of Property or
experience of
an equivalent period in
Chamber practice
consisting of giving legal
opinion
after perusal of documents
of title
deeds to companies and
banks of repute.

Public Relations Officer By direct recruitment 1. First Class Post-Graduate


Degree of a
recognised University.
2. Should possess at least
one year
experience in a newspaper.
3. Knowledge of Malayalam
essential.

Personnel & Industrial By direct recruitment 1 (a) Degree of a recognised


University.
Relations Manager. (b) Post-Graduate
qualification in
Personnel Management &
Industrial
Relations/Social
Welfare/Labour
recognised by
Government.
(c) Degree in law or Master
of Business
Administration or its
equivalent
desirable.
2. Knowledge of Labour Laws
and knowledge
of Malayalam essential.

3. Should possess not less


than five
years, experience in a
responsible
position in Personnel
Management &
Industrial Relations in a
reputed
company, or in conducting
litigation
before Labour Courts,
Industrial
Tribunals and other
authorities or as
an official of a
registered trade Union.

System Analyst: By direct recruitment 1. (a) Degree of a recognised


University.
(b) Training in Computer
Science or
Systems Analysis and
Design or
Operations Research
from recognised
Institutions such
as Indian
Institute of
Management or Indian
Institute of
Technology or similar
Institutions.
2. Experience in a
responsible position
in the systems Division of
a reputed
Company.
Security cum-Vigilance By deputation from the Police
Officer: Department of Government of
Kerala, an Officer in the rank
of Dy. Supdt. of Police.
PROMOTION
Senior Manager 60% of the vacancies by 1. (a) Degree of a recognised
University
promotion based on seniority- (b) Should be a Chartered
Accountant
cum-merit from qualified and or a Cost Accountant
or possess
suitable Officers Grade III. In a Post Graduate Degree
or its
the absence of such candidates equivalent in Business
to fill up the quota of Administration.
promotions, those vacancies will 2. Should possess not less
than one
also be filled by direct year experience in the
cadre of
recruitment. Officers Grade III in the
Company.

OR
1. S.S.L.C.
2. Should possess not less
than three
years experience in the
cadre of
Officers Grade III in the
Company.
AND
DIRECT RECRUITMENT
40% BY Direct Recruitment
1. (a) Degree of a
recognised University

(b) Should be a Chartered


Accountant
or a Cost Accountant
or possess
a Post Graduate Degree
or its
equivalent in Business
Administration.
2. Should possess not less
than two
years' experience since
passing the
above examinations in a
supervisory
capacity in the Accounts
Department of
a Government Industrial or
Commercial
undertaking or a concern
registered
under the Indian Companies
Act.

OFFICER GRADE III PROMOTION


Manager: By promotion based on seniority- 1. S.S.L.C.
cum-merit from qualified 2. Should possess not less
than three
suitable officers Grade IV. years experience in the
cadre of
Officers Grade IV in the
Company.

OR DIRECT RECRUITMENT
By Direct Recruitment if no 1. Degree of recognised
University.
qualified and suitable hand 2. Should be a Chartered
Accountant or
is available in the Cadre of Cost Accountant.
Officers Grade IV.
OFFICER GRADE IV
Junior Manager: 75% of vacancies by promotion PROMOTION
by selection based on 1. Degree of a recognised
University.
competitive written test and 2. Should have passed the
Intermediate
interview from qualified and Examination of the
Institute of
suitable officers in the Junior Chartered Accountants of
India or of
Officers Cadre. In the absence the Institute of Cost &
Works
of such candidates to fill up Accountants of India.
the quota of promotions, those
vacancies will also be filled up
by direct recruitment.
3. Should possess not less
than two
years experience in the
Junior
Officers cadre in the
Company.
OR
1. S.S.L.C.
2. Should possess not less
than three
years experience in the
Junior
Officers cadre in the
Company.

AND DIRECT
RECRUITMENT
25% of the vacancies by 1. Second Class Master's
Degree in
direct recruitment. Commerce with Banking or
Advanced
Accountancy or its
equivalent.
2. Two years experience in
dealing with
accounts matters in a
concern registered
under the Indian Companies
Act or in a
firm of Chartered
Accountants (the
experience should be
one acquired
after acquiring the basic
degree)

Desirable:
A pass in the final
examination of
I.C.A. of India or
I.C.W.A. of India.

Note: The above change


not implemented
since an Industrial
Dispute is
pending on this
issue.

Legal Assistant: PROMOTION


75% of vacancies by promotion 1. Degree in Law of a
recognised
by selection based on University.
competitive written test and 2. Should possess not less
than two
interview from qualified and years' experience in this
Company.
suitable officers in the Junior
Officers Cadre. In the absence
of such candidates to fill up
the quota of promotions, those
vacancies will also be filled up
by direct recruitment.
DIRECT
RECRUITMENT
25% of vacancies by direct 1. Degree in Law of a
recognised Uty.
recruitment. 2. Should have not less than
three years
practice on the Civil side
in the Bar.

JUNIOR OFFICERS' CADRE:


Assistant Manager/ Deputy By promotion based on seniority-
Manager cum-merit from among qualified
(pass in required promotion
test) Special Grade Assistants
and from qualified (pass in
required promotion test) Senior
Assistants having two years' of
service in the position of
Senior Assistant in the Company.
ASSISTANTS CADRE:
Special Grade Assistant: By promotion based on seniority-
cum-merit from Senior Assistants
by rotation by filling the first
vacancy based on seniority
irrespective of test
qualification and the next
vacancy from Senior-Assistants
having test qualification.

Assistants Grade I
Senior Assistant By promotion on the basis of
Cashier seniority-cum-merit from qualified
Stenographer and suitable Assistants Grade II.
(Note: Typists joined after
12.09.1985 and have completed
two years of service will be
eligible for promotion to
the cadre of Assistants
Grade I only on passing
the prescribed qualifying
written test)
Assistants Grade II
Junior Assistant
By direct recruitment on the Direct
Recruitment
advice of the Kerala Public A Degree of a recognised
University.
Service Commission.
5% of the vacancies in the
category of Junior Assistants
may be filled up by selection
from among subordinate staff
of the Company who possess the
minimum educational qualifica-
tion of S.S.L.C. and possess not
less than 2 years' experience as
subordinate staff. In their
case, the Kerala Public Service
Commission will conduct a
suitability test and assess
whether they are suitable for
appointment as Junior Assistants.

Typist By direct recruitment on the Direct


Recruitment
advice of the Kerala Public 1. S.S.L.C.
Service Commission. 2. Recognised Higher Grade
Examinations in
English Typewriting and
Malayalam
Typewriting and Lower
Grade Examination
in English Shorthand.

5% of the vacancies in the


category of Typists may be
filled up by selection from
among subordinate staff who
possess the qualification
prescribed for direct
recruitment to the post of
Typist. In their case, the
Kerala Public Service
Commission will conduct a
suitability test and assess
whether they are suitable for
appointment as Typists.

SUBORDINATE STAFF CADRE:


Subordinate Staff Grade I
1. Higher Grade Driver: By promotion based on should possess not less than
five years'
seniority-cum-merit from experience as Driver Gr.
II in the
qualified Gr. II Drivers. Company.

2. Despatch Assistant By grade promotion from special


cum record Keeper grade peons (H.G) who have comple-
ted 20 years service in Company

Subordinate Staff Grade II


1. Driver By promotion from suitable peon/
Watchman on the basis of a
driving test.
OR Direct Recruitment
By direct recruitment if no 1. Pass in STD VII (new) or
equivalent.
suitable hand is available. 2. Motor Driving License on
driving
light duty vehicle.
3. Normal visual standard as
prescribed
in the Motor Vehicle Act
and Rules, and
4. Should have completed 3
years after
obtaining driving license.
2. Higher Grade Peon/ By promotion based on
Watchman seniority-cum-merit from qualified
Peons/Watchman Grade II.

3. Peon/Watchman By direct recruitment on the Direct Recruitment


(Open)
advice of the Kerala Public 1. Pass in STD-VI (new) or
its equivalent.
Service Commission. 2. Desirable: 3 years service
in the
Defence Forces.
Note: 33 1/3% of the vacancies Direct Recruitment
(KSFE staff)
by direct recruitment will be 1. Pass in STD-VI (new or its
equivalent)
reserved for Part-time Sweeper- 2. 3 years service in the
Company
cum-Scavenger/Gardner/Packer/ 3. Maximum age limit 50 years
on the Ist
Despatcher in the KSFE Ltd. January of the year of
notification.
The first vacancy shall be filled
up by P.T. Staff of KSFE and the
next 2 vacancies by open market
candidates. If no qualified hands
are available from among PT staff
of the KSFE for appointment those
vacancies will also be filled up
by open market candidates.

PART-TIME STAFF:

Sweeper-cum-Scavenger By Direct Recruitment


Part-time Gardner By Direct Recruitment
Part-time Packer By Direct Recruitment

-------------------------------------------------------------------------------------------------------
A P P E N D I X -II

"General Conditions for Direct Recruitment through the Public Service Commission for
appointment to the service of the Kerala State Financial Enterprises Limited, Trichur.

Candidates for appointment by direct recruitment should comply with the following
conditions:-

1 (a) Must be Citizens of India;


OR
(b) Subjects of Nepal;
OR
(c) Subjects of Bhoottan;
OR
(d) Tibetans who have migrated to India before Ist January 1962 with the intention of
permanently settling in India,
OR
(e) Persons of Indian origin who have migrated from Pakistan, Burma, Srilanka and East
African Countries of Kenya, Uganda and United Tanzanian Repulic (erstwhile Tankanika
and Sansibar) with the intention of permanently settling in India.
Note:- Persons mentioned in (b), (c), (d) & (e) above shall obtain certificate of
eligibility from Government of India. They will be allowed to sit for the examination and
appear for the interview and in case they are appointed to any post, their appointment will
be only provisional till they produce the certificate of eligibility.
(f) Shall be of good character and the appointment to the service of the Corporation will be subject to
verification of character and antecedents of the candidate by the Police Department.
(g) Unless otherwise exempted by the Government, a candidate if male, shall not have more
than one wife living and if female shall not have married a person who has a wife living.

2. Special concessions in upper age limits:


The following concessions in upper age limits are available subject to the condition that the
maximum age limit shall in no case exceed 50 (Fifty) years.
Note: (i) The upper age limit prescribed shall be raised by five years in the case of candidates
belonging to any of the Scheduled Castes or adult members of such castes and their
children when such adult members are converted to other religions or Scheduled Tribes
and by three years in the case of candidates belonging to any of the other Backward
Classes.
(ii) The maximum age limit laid down for appointment to any post shall not apply in the
case of candidates belonging to any of the Scheduled Castes or adult members of such
castes and their children when such adult members are converted to other religions or
Scheduled Tribes, if the qualification prescribed for the post is lower than a degree
of a recognised University, and if such candidates possess an educational
qualification higher than that prescribed for the post, if they are otherwise qualified
for appointment.
(iii) The maximum age limit shall not apply to the appointment of candidates belonging to
any of the Scheduled Castes or adult members of such castes and their children when
such adult members are converted to other religions or Scheduled Tribes, if the
minimum qualification prescribed for the post is a degree and if the candidates hold a
degree which is not lower than the qualification prescribed for the post, provided
they are otherwise qualified for appointment.
Note: The words educational qualification mentioned in Paras 2 (ii) and 3 (iii) refer to
technical qualification in the case of technical posts and general educational
qualification in the case of non-technical posts.
(iv) Where age alone stands in the way of recruitment of candidates belonging to any of the
Scheduled Castes/Scheduled Tribes or adult members of the Scheduled Castes
converted to other religions and their children or Scheduled Tribes converted to other
religions the upper age limit may be relaxed to fill up the quota reserved for them.
(v) The maximum age limit prescribed for appointment to a post will be relaxed in the case
of Ex-Servicemen, to the extent of the period of service put in by them in the Defence
Forces and the period of unemployment on discharge upto a maximum of five years.
The relaxation on upper age limit allowed to Ex-Servicemen will be extended to Ex-
GREF Personnel, reservists, retired defence service personnel disembodied Territorial
Army Personnel, those who have rendered service in the erstwhile Travancore-Cochin
Labour Units, N.C.C. Cadet Instructors who have been retrenched after a specified
period of service and the retrenched whole time N.C.C. Instructors who have put in a
minimum period of service of six months before retrenchment. Copies of discharge
certificate and the certificate obtained from the Secretary, D.S.S. & A. Board shall be
produced in proof of service in the defence forces and the period of unemployment
respectively.
(vi) Physically handicapped persons (the blind,the deaf and dumb and the orthopeadically
handicapped) may also apply if they satisfy all the prescribed qualifications except age.
The case of each such applicant will be considered on merit, if he is found to be
otherwise suitable and provided he can discharge the duties attached to the posts
satisfactorily. Age concession upto 15 years will be granted to the blind and the deaf
and dumb and 10 years to the orthopaedically handicapped persons. They shall produce
a certificate from a Medical Officer in Government service not below the rank of Civil
Surgeon Grade II to prove that they are physically handicapped. The term physically
handicapped includes the following categories:-
(1) the blind:- The blind are those who suffer from any of the following conditions:-
(a) Total absence of sight.
(b) Visual acuity not exceeding 6/60 or 20/200 (Snellen) in the better eye with
correcting lenses.
(c) Limitation of the field of vision subtending an angle of 20 degrees or worse."
(2) the deaf:- The deaf are those in whom the sense of hearing is fully non functional for
the ordinary purpose of life.
(3) the dumb:- The term dumb means one in whom the power of speech is non-functional
for the ordinary purpose of life.
(4) the orthopaedically handicapped:- The Orthopaedically handicapped are those who
have a physical defect or deformity which causes adequate interference to
significantly impede normal functioning of the bones, muscles and joints.
(vii) Repatriates from Burma and Sri Lanka shall be exempted from the rule regarding upper
age limit upto a maximum of 45 years. This concession shall be available to persons
migrated to India after acquiring Indian Citizenship on the basis of India-Sri Lanka
Agreement in 1964. Repatriates from Sri Lanka shall produce certificate from the
High Commissioner of India in Sri Lanka along with the Application to prove that
they are repatriates. Repatriates from Burma should produce eligibility certificate from
the Indian Embassy at Rangoon or from the District Magistrate of the District in which
they reside. Those who have not obtained identity card from the Indian Embassy at
Rangoon should produce the following documents:-
(a) Passport of Emergency Certificate or travel documents containing the date
on which they came to India.
(b) Letter given or countersigned by the All Burma Indian Congress with
Headquarters at Rangoon.
(viii) The upper age limit shall be relaxed upto 45 years in the case of refugees from East
Pakistan who have migrated to India during the period from 01.01.1964 to 25.03.1971.
Scheduled Caste/Scheduled Tribe candidates belonging to this category shall be eligible
for relaxation of age limit upto 50 years. The above concessions will be applicable only
to those who produce proper proof of the fact that they are refugees from East Pakistan
migrated to India on or after 1.1.1964. Certificates issued by the following authorities
will be accepted as sufficient proof for this purpose.
(1) Commandant of the Transit Centres of the Dandakaranya Project.
(2) Camp Commandant of the Relief Camp in various States.
(3) The District Collectors of the areas where the candidates may for the time being be
resident.
(ix) The upper age limit will be relaxed upto 45 years in the case of Indian Nationals
migrated from East African Countries of Kenya and Tanzania. Repatriates from
Zambia, Malewi, Zaire and Ethiopia are also entitled to this concession. Such
candidates shall produce along with their application certificate of eligibility obtained
from the Collectors of the Districts where they reside.
This benefit will not be admissible to persons who are not actually repatriates to India
and were living in this country prior to the repatriation of their parents/ guardians.

(x) The upper age limit will be relaxed upto 45 years for the persons of Indian Origin who
have migrated from Vietnam to India due to constitutional changes, for admission to
the competitive examinations conducted by the Kerala Public Service Commission or
any other authority for recruitment to the Civil Service/ posts under the State
Government for appointment to services/posts under the State Government which are
filled on the basis of selection/interview by the Kerala Public Service Commission.
The above concessions will be applicable to repatriates (either as individuals or as
families) who are Indian Nationals (Indian Passport holder) as also those holding
Emergency Certificates issued to them by the Indian Embassy in Vietnam and who
arrived in India from Vietnam not earlier than July, 1975.In order to qualify for the
above concessions the persons concerned will have to produce satisfactory evidence
about their being bonafide repatriates from Vietnam, from the District Magistrates of
the areas in which they may be residing for the time being.
The concessions contemplated in paras (vii) to (x) will be available only upto
"31.12.1984".
(xi) "The crucial date for determining the upper age limit of trained apprentices to all
appointments in non-gazetted/Class III and Class IV posts in Government and to
equivalent posts in Government owned/controlled Companies, Boards, Corporations,
will be determined by deducting from his age the period of apprenticeship/
training undergone by him as prescribed under the Apprentices Act, 1961, subject to the
condition that the apprenticeship/training is in the same organisation or in the same line
of work/trade.
3. Selected candidates shall produce before the appointing authority before they are admitted
to duty necessary medical certificate in the prescribed form and the documents in original
in proof of age, qualifications, experience etc., together with proforma furnishing details
enabling the verification of character and antecedents of the candidates.
4. Advice on recruitment of candidates will be made on the basis of the rank secured by them
in the ranked list prepared pursuant this notification, in accordance with the rules of
reservation prescribed in Rules 14 to 17 of Part II of the Kerala State and Subordinate
Service Rules, 1958 and in accordance with the rules made for the purpose from time to
time.
Note:-The Kerala Public Service Commission shall have the power to cancel the advice
for appointment if it is found subsequently that such advice was made under some
mistake, provided such cancellation and subsequent termination of service by the
appointing authority shall be made within the period of probation or 240 days from the date
of joining duty whichever is earlier.

5. The seniority of candidates advised for appointment by the Public Service Commission will
be governed by Rule 27(c) of the Kerala State and Subordinate Service Rules.

6. The appointment to the service of the Company will be subject to the rules and regulations,
the Company may make from time to time.

NOTES:
1. Selection for appointment by promotion shall be made as per Clause 7 of the certified
Standing Orders applicable to the employees of the Company as approved by the
Government.
2 For all promotions, periodical Performance Evaluation Reports of the employees shall also
be given due weightage.
3. Direct recruitments to cadres with a scale of pay the minimum of which is above Rs.700/-
shall be made after inviting applications by advertisement in Leading Malayalam and
English newspapers, by the Staff Selection and Promotion Committee of the Board of
Directors, and to all cadres (other than part-time employees) with a scale of pay the
minimum of which does not exceed Rs.700/- shall be made by the Kerala Public Service
Commission.
4. The staff Selection and Promotion Committee of the Board of Directors shall consist of an
official Director without whose presence the quorum for the meeting shall not be deemed to
be complete.
5. The question of creating positions of Divisional Managers shall be considered only after the
number of Branches of the Company exceeds 20.
6. For determining the positions of Senior Managers/Managers/Junior Managers, the
Branches are graded into three categories as shown below:

Major Branches: Branches having a chitty sala of Rs:70 lakhs and above.
Medium Branches: Branches having a chitty business of Rs:40 lakhs and above but below
Rs:70 lakhs
Small Branches: Branches having sala of below Rs.40 lakhs.

There will be no reversion on adoption of the above criteria and above norms will be
revised in every two years.
7. It shall be open to the Company to post Officers and staff in suitable position in
accordance with the requirements of the Company from time to time, without affecting
their cadre.

SPECIAL RECRUITMENT FOR SC/ST CANDIDATES


----------------------------------------------------------------------------------
Cadre Mode of Appointment Qualification
----------------------------------------------------------------------------------

Officer Grade IV
Junior Manager By direct recruitment 1.M.Com degree of a recognised
University or equivalent
OR
A degree in Engineering with
Postgraduate Diploma in
Business Management.

Approved vide Govt.Lr.No.27413/H3/87/TD dt. 24.03.1990

Training : The selected candidates shall


undergo training for one year
within the Company.The period
of training shall not count
for probation.

Age : Must have completed 18 years


of age and must not have
completed 40 years of age.

Probation : On regular appointment after


training the person shall be
on probation for a total
period of two years.
NOTES:
1. Selection for appointment by promotion shall be made as per Clause 7 of the Certified
Standing Orders applicable to the employees of the Company as approved by the
Government.
2. For all promotions, periodical performance Evaluation Reports of the employees shall
also be given due weightage.
3. Direct recruitment to cadres with a scale of pay the minimum of which is above Rs.1000/-
shall be made after inviting applications by advertisement in Leading Malayalam and
English newspapers, by the Staff Selection and Promotion Committee of the Board of
Directors, and to all cadres (other than part-time employees) with a scale of pay the
minimum of which does not exceed Rs.1000/- shall be made by the Kerala Public Service
Commission.
4. The Staff Selection and Promotion Committee of the Board of Directors shall consist of
an official Director without whose presence the quorum for the meeting shall not be
deemed to be complete.
5. The question of creating positions of Regional Managers shall be considered only
after the number of Branches of the Company exceeds 20.

6. For determining the positions of Senior Managers/Managers/Junior Managers, the


Branches are graded into three categories as shown below:
Major Branches: Branches having a chitty sala of Rs:70 lakhs and above.
Medium Branches: Branches having a chitty business of Rs:40 lakhs and above but below
Rs:70 lakhs
Small Branches: Branches having sala of below Rs.40 lakhs.

There will be no reversion on adoption of the above criteria and above norms will be
revised in every two years.
7. It shall be open to the Company to post officers and staff in suitable position in
accordance with the requirements of the Company from time to time, without affecting
their cadre.

Medical Benefits Rules of Kerala State Financial Enterprises


These rules shall be called “KSFE Medical Benefits Rules”.

I. These rules will be:


a) effective from 01.04.1983.
b) In supersession of any or other Medical Benefits Rules of the company.
c) Applicable to all regular employees who have put in a minimum service of six months
in the company and confirmed part-time employees to the extent hereinafter
specified provided the employees both regular and part – time are not covered under
the ESI Act.

II. In these rules, unless otherwise repugnant to the context:-


(i) “Employee” means
a) Officers
b) workmen (ie. Assistant Manager/ Deputy Managers and below, but excluding part-
time employees)
c) Confirmed part – time employees.
d) Wife/husband and dependent children of the employees at (a), (b), and (C)
e) Dependent parents of employees at (a) (b) and (C).
(ii). “Medical Benefits” means Medical Allowance of a fixed amount and hospitalisation
charges subject to the conditions hereinafter mentioned.
“Recognised Hospital” means.
a) Government Hospitals.
b) Such other hospitals having 50 beds or more as are recognised by the Management in
consultation with the Associations from time to time. The Management reserves the
right to derecognise any hospital without assigning any reason (List of recognised
hospitals is annexed to these rule).
(iii). These rules will ceases to apply to the employee immediately when he/she is brought
under the coverage of ESI Act or the temporary exemption presently granted expires.
(iv) Regular employees coming under the category of Officers and Workmen will be paid
Rs.3,200/- and Rs.2,250/- respectively and confirmed P.T. Employees at Rs.1,575/- per
financial year as Medical Allowance provided; he/she produce a declaration indicating
therein the period and amount spent for medical treatment during the financial year.
(v) In addition to the above, hospitalisation charges as specified hereunder will be reimbursed
to employees provided that:
(a) The employee has undergone inpatient treatment for a period of 3 days or more
(including the date of admission and the date of discharge) in a hospital recognised for
the purpose by the company. In the case of death/delivery of the employee\ or
dependents during hospitalisation the limitation of 3 days minimum hospitalisation
period for preferring claims for reimbursement shall not be insisted upon.
(b) The ailment/disease essentially requires hospitalisation.
(c) The hospitalisation is not for bodily rest or improving health or for family planning:
(d) In the case of an employed spouse, a declaration from the spouse that Medical Benefits
for the same treatment have been claimed by him/her elsewhere for the same period is
furnished:
(e) An essentiality certificate in the prescribed form (Form MBR is obtained and produced
form the Chief Medical Officer of the hospital where the employee had undergone
treatment.
(f) In the case of dependent parents reimbursement of hospitalisation expenses is restricted
to parents whose yearly income is less than Rs.12,000/-. The reimbursement of
hospitalisation expenses in this regard is limited to 1.25 times of the basic pay + DA of
employee concerned. In this case a statement / declaration of income should also be
signed by the employee and produced along with the claim for reimbursement. The
company can write to the village officer / Tahsildar for ensuring the genuineness of the
declaration in appropriate cases and false statements/declaration shall be considered as
grave misconduct.
(g) Reimbursement of hospitalisation charges will only be for the following:
(i) Cost of medicines except tonics administered.
(ii) Laboratory / theatre services.
(iii) Bed charge or room rent limited to Rs.225/- per day.
(iv) Medical/Nursing cases.
(iv) No hospitalisation is necessary for claiming reimbursement of charges for
undergoing dialysis and chemotherapy
(v) Stationery items like needles, syringes etc will be reimbursed in the case of
hospitalisation involving surgery depending upon the necessity of the items and on
the basis of expert opinion rendered by the Medical Officer engaged by the
Company.
(h) Reimbursement of hospitalisation charge for maternity will be limited to 2 living
children.
(i) Every claim for medical reimbursement shall be preferred within 30 days of the
discharge of the employee from the hospital. Claim reaching the Head Office beyond
this time limit will not be entertained.
(j) If an employee’s ailment / disease required hospitalisation he must first report to the
local government hospital or to the recognised hospitals close to his residence or any of
the above hospitals (which should obtained in writing and produced as proofs). The
employee can avail the service of another hospital mentioned in the list of recognised
hospitals but in all such cases preference should be given to Medical College Hospitals
or any indispensable for the treatment is available. But in the event of a casualty the
employee is free to avail facility of any of the hospitals of his/her choice and the
reimbursement claim for such hospitalisation will be entertained after the authority
sanctioning reimbursement fully satisfies himself of the circumstances under which the
hospitalisation was needed, but the claim will be limited to the eligibility prescribed in
the Rules.
(k) In each case of hospitalisation, the employee should intimate to his/her Unit head with
copy to the Administrative Office the fact of hospitalisation, name of the patient and
relationship, the name of the hospital, the date of hospitalisation the nature of disease
(as diagnosed) etc. with in a week of hospitalisation. If the employee fails to give
these details with out proper reason/justification his/her claim on reimbursement is
liable to be rejected.
(l) Each employee will furnish in the prescribed form (MBR-I) to the Unit Head a list
(which has to be kept updated) containing the name of spouse, dependent children,
dependent patents their age, employment details, permanent and temporary residential
address, etc. The list so received shall be sent to Head Office, duly countersigned by the
Unit Head. The responsibility for the correctness of the details furnished in the list and
updating thereof rests with the employees concerned.
(m) Every claim for reimbursement of hospitalisation charges will be settled after making
such enquiry as the sanctioning authority may deem fit and satisfying that the claims are
in order. The Management reserves the right to approve the claims in full or part
thereof or reject them in to if they do not fall under these rules. However, the
employees can represent their grievances if any and each such case will be decided on
merit.
(n) Employees on deputation if any may opt either for company’s Medical Benefits Rules
or continue to avail the medical facility of their parent departments.
(o) The employees will be personally held responsible for any false claim
preferred/information furnished and are liable to be proceeded against as per rules.
(p) The Administrative Officer, is the authorized officer to scrutinize the claims after
making such enquiry as he deems fit and sanction the claim in full or part thereof. or
reject the claim in to or part thereof. Any employee aggrieved of his decision, may file
an appeal to the Managing Director whose decision shall be final.
A new clause will be added to pay advance for costly treatment after framing rules in
this regards.
(q) Expenditure for MTP will be reimbursed, if undergone once in service for which no
hospitalisation is required.
(r) Cost of medicine for anti-rabies injection will be reimbursed, without hospitalisation

FORM M.B.R I

I ………………………………… do hereby declare that the members of my family eligible


for medical benefits of the Company are the following.

Sl.No. Name and Residential Age Relationship Details of


Address with the employment if
employee any

Place: Name:
Date : Signature:

Counter signature of the Branch Manager


APPLICATION FOR MEDICAL REIMBURSEMENT
(MBR II)

1. Name of employee with code No. :


2. Designation :
3. Unit now working :
4. Basic pay :
5. Name of patient, with relationship to
.the employee :
6. Name of Hospital (specify whether
Govt. Hospital or recognised private
hospital) :
7. Period of Hospitalisation :
8. Total amount claimed :
9. List of enclosures :

(a) MBR I – duly countersigned by the Unit Head


(b) MBR III (Essentiality Certificate) - certified by the Medical Officer / the
Superintendent.
(c) Cash Bills - signed by the Medical Officer on the reverse of all the bills.
(d) Statement showing the name and cost of medicines
(e) Declaration of spouse, duly countersigned by his/her employer in the Form MBR IV.
(f) Income certificate of parents, from Village Officer specifically mentioning that they are
wholly dependent on the employee and showing their total annual income.
(g) Copy of ‘Discharge Summary’ issued from the hospital. (Delete whichever is not
applicable).

DECLARATION

I,……….. do hereby declare that

(i) the statement given above are true and correct to the best of my knowledge and belief.
(ii) the person for whom medical reimbursement is claimed is wholly dependent on me

Place :
Date : Signature:
FORM M.B.R. III

ESSENTIALITY CERTIFICATE

I , do here by certify that Sri/Smt ……………… employed as ……………… was under


my treatment for ……………. (complaint in this hospital for a total period of …….days as
an in-patient from……….to…….. and the under mentioned medicines prescribed by me in
this connection were essential for the recovery/ prevention of serious deterioration in the
condition of the patient. The medicines were not in stock in the hospital (or not stocked in
the hospital for supply to employees of public undertaking). They neither include
proprietary preparations for which cheaper substance of equal therapeutic value are
available nor preparations which are primary foods, tonics, toilet preparation or
disinfectants.

NAME OF MEDICINES WITH PRESCRIPTION AND PRICE OF EACH

Break-up of hospitalisation charges:

Signature of Medical Officer


Countersigned by the Supdt.

FORM M B R IV

DECLARATION

I, …………………………… do hereby declare that I have not claimed and will not claim
reimbursement of expenses incurred by me for the treatment of my illness during the period
from …………….to………….from my employer.

Place :: Signature ::
Date :: Name ::

Certificate to be issued by the Employer

Certified that Sri./Smt…………………….has not claimed medical reimbursement from


this office, in connection with his/her medical treatment for the period from …………..
………. to ……………… .

Place :: Signature ::
Date :: (Office Seal) Name & Designation::
Approved list of hospitals

1 A.K.G.MEMORIAL CO-OPERATIVE HOSPITAL, CANNANORE


2 A.M.HOSPITAL, KARUNAGAPPALLY
3 ADITIYA AYURVEDIC HOSPITAL - KAVOOR
4 AI-SHIFA HOSPITAL, PERINTHALMANNA
5 AL-IQBAL HOSPITAL,CHENTRAPPINNI
6 AMALA CANCER CENTRE, VILANGAN
7 AMRITHA INSTITUTE MEDICAL SCIENCE, ELAMAKKARA
8 ARCHANA HOSPITAL,THODUPUZHA
9 ARYA VIADYASALA KOTTAKKAL
10 ASOKA HOSPITAL,KOZHIKKODE
11 ASSUMPTION HOSPITAL, MANNARKKAD
12 ASWANI HOSPITAL,THRISSUR
13 B.K.M. MEMORIAL HOSPITAL - PAYYANNUR
14 BABY MEMORIAL HOSPITAL,KOZHIKKODE
15 BENZIGER HOSPITAL,KOLLAM
16 BHARATH HOSPITAL,KOTTAYAM
17 CARITAS HOSPITAL, THELLAKAM
18 CEEYEM HOSPITAL, BADAGARA
19 CENTURY HOSPITAL - CHENGANNUR
20 CHAITHANAYA EYE HOSPITAL & RESEACH INSTITUTE
21 CHAITHANYA NURSING HOME, NORTH PARAVOOR
22 CHANDRAMATHI AMMA MEMORIAL HOSPITAL, OLARI,TSR
23 CHAZHIKATTU HOSPITAL LTD.,THODUPUZHA
24 CHERUPUSHPAM HOSPITAL, PALAI
25 CHIRISTU RAJ HOSPITAL - THOKKILANGADI
26 CHRISTIAN MEDICAL CENTRE, PATHANAMTHITTA
27 CM HOSPITAL - PANDALAM
28 COMTRUST CHARITABLE TRUST EYE HOSPITAL,KKD
29 CO-OPERATIVE HOSPITAL,KOOTHATTUKULAM
30 CO-OPERATIVE HOSPITAL,PALAKKAD
31 CO-OPERATIVE HOSPITAL,THALASSERY
32 CO-OPERATIVE HOSPITAL,THRISSUR
33 CO-OPERATIVE HSOPITAL,KOZHIKKODE
34 COSMOPOLITAN HOSPITAL,TVM
35 CSI MISSION HOSPITAL, KODAKAL
36 DEEPACLINIC, KUNNUMMEL, KANHANGAD
37 DEVA MATHA HOSPITAL,KOOTHATTUKULAM
38 DEVASWAM HOSPITAL, GURUVAYUR
39 DEVI NURSING HOME/DEVI HOSPITAL, TRIPUNITHURA
40 DEVINE MEDICAL CENTRE LTD.,VADAKKANCHERY
41 DHANALAKSHMI HOSPITAL - KANNUR
42 DHANYA MISSION HOSPITAL, POTTA,CHALAKKUDY
43 DON BOSCO HOSPITAL,NORTH PARAVOOR
44 DR. MENONS HOSPITAL - OLAVAKKODE
45 DR. NAIR'S HOSPITAL,KOLLAM
46 DR. SMCSI HOSPITAL KARAKKONAM,NEYYATTINKARA
47 DR.SOMERWELL MEMORIAL CSI MEDECAL COLLEGE-KARAKKONAM
48 E.M.S. MEMPRIAL CO-OP HOSPITAL - PERINTHALMANNA
49 EBINEZER HOSPITAL, KAYAMKULAM
50 ELITE MISSION HOSPITAL,THRISSUR
51 ERNAKULAM MEDICAL CENTRE - EKM
52 FATHIMA MATHA MISSION HOSPITAL, KALPETTA
53 FATHIMA SCAN AND RESEARCH CENTRE,KOZHIKKODE
54 FORT HOSPITAL, MANAPPULLYKAVU,PALAKKAD
55 G.G. HOSPITAL,TVM
56 GAUTHAM HOSPITAL,CHULLIKKAL
57 GEROGE MEMORIAL HOSPITAL, PATHANAPURAM
58 GOOD SAMARITAN HOSPITAL,PAZHANGANAD,EKM
59 GOVT.HOSPITAL
60 HEART HOSPITAL,THRISSUR
61 HOLY CROSS HOSPITAL, ADOOR
62 HOLY CROSS HOSPITAL, KOTTIYAM
63 HOLY FAMILY HOSPITAL, MUTHALAKODAM
64 I.H.M. HOSPITAL,BHARANANGANAM
65 INDIRA GANDHI CO-OPERATIVE HOSPITAL, ERNAKULAM
66 INDIRAJI MEMEORIAL CO-OPERATIVE HOSPITAL,PAYYANNUR
67 INDO AMERICAN HOSPITAL BRAIN & SPINE-VAIKOM
68 ITTIMANI MEMORIAL HOSPITAL,KUNNAMKULAM
69 IVGH HOSPITAL, CHALAKUDY
70 JANATHA NURSING HOME, BADAGARA
71 JAYABHARATH NURSING HOME, PUNALUR
72 JOSE GIRI HOSPITAL, TELLICHERY
73 JUBILEE MISSION HSOPITAL,THRISSUR
74 K.J.K HOSPITAL SHAWALLACE LANE - NALANCHIRA
75 K.M.KHOSPITAL, N.PARUR
76 K.N.S HOSPITAL, KOTTARAKKARA
77 K.P.M. HOSPITAL,MALAPPURAM
78 K.S.H. HOSPITAL,MALAPPURAM
79 K.V.M.S.S. HOSPITAL, CHERTHALA
80 KADAMPUZHA HOSPITAL, KANJIRAPPALLY
81 KANNUR MEDICAL COLLEGE HOSPITAL - KANNUR
82 KARETTE MEDICAL CENTRE, KARETTE,TVM
83 KAROTHUKUZHI HOSPITAL, ALUVA
84 KOLENCHERY MISSION HOSPITAL, KOLENCHERY
85 KORAMBILE MOHAMED HAJI MEMORIAL HOSPITAL, MANJERI
86 KOYILI HOSPITAL - KANNUR
87 L.M.S. BOY'S BRIGADE HOSPITAL,KUNDARA
88 LAKE SHORE HOSPITAL - NETTOOR
89 LAKSHMI HOSPITAL - PALAKKAD
90 LAL MEMORIAL HOSPITAL, IRINJALAKUDA
91 LEKSHMI HOSPITAL,EKM
92 LEKSHMISUDHA HOSPITAL,OORAKAM
93 LEO NURSING HOME, KALPETTA
94 LISSY HOSPITAL, ERNAKULAM
95 LITTLE FLOWER HOSPITAL, ANGAMALY
96 LOURDE'S HSOPITAL, ERNAKULAM
97 M.E.S. HOSPITAL, CHETTUVA
98 M.I. HOSPITAL,EANGANDIYOOR
99 M.O.S.C. MM HOSPITAL, KOLENCHERY
100 MADAPPARAMBIL HOSPITAL, ALWAYE
101 MADHAVA MEDICAL MISSION HOSPITAL, KARIPAD
102 MALABAR INSTITUTE OF MEDICAL SCIENCE,KOZHIKKODE
103 MALABAR MEDICALS - MANAPLLIKAVU
104 MALIK DINAR HOSPITAL,KASARGODE
105 MAR BACELLIOUS MEDICAL MISSION HOSPITAL,KOTHAMANGA
106 MAR GR. MEMORIAL MEDICAL CENTRE,KOZHENCHERY
107 MARIA HOSPITAL - ADOOR
108 MARIA HOSPITAL, KUZHIKATTUSSERY, MALA
109 MARIAM MEDICAL CENTRE,PALA
110 MARY QUEEN MISSION HOSPITAL - KANJIRAPALLY
111 MATHA HOSPITAL, THELAKOM
112 MEDICAL CENTRE, KOTTAYAM
113 MEDICAL CENTRE,THRISSUR
114 MEDICAL TRUST, ERNAKULAM
115 MEDICARE HOSPITAL, T.K.S.PURAM,KODUNGALLUR
116 MEIDCAL TRUST HOSPITAL, KOTTARAKARA
117 MENAMTHOTTOM HOSPITAL, ANGADI, RANNI
118 MENON'S HOSPITAL, KOLLAM
119 MERCY HOSPITAL,VALAKOM
120 METROPOLITAN HOSPITAL,THRISSUR
121 MODERN HOSPITAL, KODUNGALLUR
122 MOTHER HOSPITAL,THRISSUR
123 MOULANA HOSPITAL - PERINTHALMANNA
124 MUKUNDAN'S HOSPITAL, PAYYANNUR
125 MUNDAKAPADAM MANDIRAM HOSPITAL,MANGANAM
126 MUTHOOT HOSPITAL - PATHANAMTHITTA
127 N.S.S.MEDICAL MISSION HOSPITAL, PANTHALAM
128 NATIONAL HOSPITAL, MAVOOR ROAD
129 NEW HEART AND DIABETES HOSPITAL, KARAPPUZHA,KTM
130 NIRMALA HOSPITAL, MARYKUNNU
131 NOOR INSTITUTE OF MEDICAL SPECIALITY - WANDOOR
132 NURUL ISLAM MULTI SPECIALITY (NIMS)-ARALUMOODU
133 OKAY MISSION HOSPITAL,KODUNGALLUR
134 OUR HOSPITAL LTD., KATTUNGACHIRA,IRINJALAKKUDA
135 P.R.S. HOSPITAL, KARAMANA
136 P.V.S. HOSPITAL, KALOOR
137 P.V.S. HSOPITAL, CALICUT
138 PAALANA HOSPITAL - KANNADI
139 PARIYARAM CO-OPERATIVE MEDICAL COLLEGE, KANNUR
140 PAYANNUR CO-OP HOSPITAL SOCIETY - PAYYANNUR
141 PHILIP MEMORIAL HOSPITAL, MAVELIKKARA
142 PNM HOSPITAL, KATTAKADA
143 POYANIL HOSPITAL,KOZHENCHERY
144 PUSHPAGIRI HOSPITAL, THIRUVALLA
145 R.C.H EYE HOSPITAL, THRIPUNITHURA
146 R.C.M. HIGH TECH MULTI SPECIALITY HOSPITAL
147 R.SANKAR MEMORAIL HOSPITAL,PUNALUR
148 R.SANKAR MEMORIAL/S.N.TRUST MEDICAL MISSION
149 RAJAH CHARITABLE MEDICAL TRUST,MUTHUVATTOOR
150 RCC,TVM
151 RIMS SPECILITY HOSPITAL - NEDUMANGAD
152 ROLLAND HOSPITAL, NEYYATTINKARA
153 ROYAL HOSPITAL, KUNNAMKULAM
154 S.K.HOSPITAL - EDAPAZHINJI
155 S.N.MEDICAL MISSION HOSPITAL, CHERTHALA
156 S.N.MISSION HOSPITAL, VARKALA
157 S.P.FORT HOSPITAL, FORT,TVM
158 S.S.M. HOSPITAL, KOLLAM, S.N. TRUST MEDICAL MISSION
159 S.U.T. HOSPITAL, PATTOM
160 SABA HOSPITAL - PAYANNUR
161 SACRED HEART GENERAL HOSPITAL, CHERTHALA
162 SACRED HEART MISSION HOSPITAL, PULLUR
163 SAHRUDAYA HOSPITAL, THATHAPPALLY
164 SAN JOS PARISH HOSPITAL,PAVARATTY
165 SANAD HOSPITL,ATTINGAL
166 SANJOE HOSPITAL,PERUMBAVOOR
167 SANTHI NURSING HOME, KODUNGALLUR
168 SANTHI SPECIALITY HOSPITAL,KODAKARA
169 SEVENTHDAY ADVENTIST HOSPITAL, OTTAPALAM
170 SIR DORABIJI TATA TRUST HOSPITAL
171 SPECIALITY HOSPITAL - THANA
172 SREE GOKULAM MEDICAL COLLEGE - VENJARAMOODU
173 SREE RAMA KRISHNA MISSION HOSPITAL, SASTHAMANGALAM
174 SREE SUDHEENDRA MEDICAL MISSION, ERNAKULAM
175 SREEDHAREEYAM AYURVEDIC EYE HOSPITAL,KOOTHATU KULAM
176 SREEKRISHNA NURSING HOME,PALAKKAD
177 ST. JAMES HOSPITAL, CHALAKKUDY
178 ST. JOHN'S HOSPITAL, KATTAPPANA
179 ST. JOSEPH HOSPITAL,PATHANAPURAM
180 ST. JOSEPH MISSION HOSPITAL, CHOONDAL
181 ST. JOSEPH'S HOSPITAL. KOTHAMANGALAM
182 ST. JOSEPH'S MISSION HOSPITAL, ANCHAL
183 ST. MARY'S HOSPITAL,THODUPUZHA
184 ST. SAMARITAN HOSPITAL, PAZHANGANAD, ALUVA
185 ST. VINCENT-DE-PAUL HOSPITAL, KUZHUPPILLY
186 ST.GEORGE MEDICAL MISSION HOSPITAL - PARUMALA
187 ST.THOMAS HOSPITAL, THECHIPUZHA, CHANGANACHERRY
188 SUT HOSPITAL - VENCODE- VATTAPPARA
189 T.M.M. HOSPITAL,THIRUVALLA
190 TALIPARAMBA CO-OP HOSPITAL - TALIPARAMBA
191 TELIMEDICAL CENTRE, THALASSERY
192 THAHANI HOSPITAL,GURUVAYOOR
193 TRIVENI AYURVEDA NURSING HOME, VANCHIYOOR
194 UNITY HOSPITAL, KUNNAMKULAM
195 UNITY HOSPITAL,KANIPPAYYOR
196 UPASANA HOSPITAL, KOLLAM
197 V.G. SHARAF MEMORIAL HOSPITAL - EKM
198 V.K.M. HOSPITAL, NF GATE
199 VAIDYARATHNAM NOURSING HOME - THAIKKATTUSSERY
200 VALLUVANADU HOSPITAL, OTTAPALAM
201 VASUDEVA VILASAM NURSING HOME,TVM
202 VENKITESWARA HOSPITAL, PALAKKAD
203 VIJAYA HOSPITAL,EKM
204 VIJAYA HOSPITAL,KOTTARAKKARA
205 VINAYAKA AYURVEDIC NURSING HOME, PALAKKAL,TSR
206 VSM HOSPITAL - MAVELLIKARA
207 WELCARE HOSPITAL (VENKETESWARAN NURSING) - PALAKKAD
208 WELCARE HOSPITAL,VYTTILA
209 WEST FORT HOSPITAL,THRISSUR
210 WESTFORT HI-TECH HOSPITAL-POOKUNNAM
211 ZILLA AYURVEDIC CO-OPERATIVE HOSPITAL,KANNUR

Rules Relating to Employees House Loan Scheme of The Company.

1. These rules shall be called the rules regulating the grant, disbursement and recovery of
Loans to Employees of the Kerala State Financial Enterprises Limited, for the
construction / purchase of Houses.
2. These rules shall come into force from the date of formal approval by the Government of
Kerala for the long term settlement signed on 25.10.2005.
3. In these rules, unless the context otherwise stipulates the following terms and words shall
have the meaning given below:

DEFINITION

a) Chairman:
Chairman of the Kerala State Financial Enterprises Limited appointed by the Government
from time to time.
b) Board:
The Board of Directors of the Kerala State Financial Enterprises Limited appointed by the
Government from time to time.
c) Managing Director:
The Chief Executive appointed under Article 26 of the Articles of Association of the
Company, by the Government of Kerala, from time to time.
d) Company :
The Kerala State Financial Enterprises Limited.
e) Fund:
Means fund provided with the Head "House Loan" in every years budget.
f) Employees:
All employees including Officers appointed on a regular basis, whether it be on probation
or otherwise but do not include employees working on part time, Contract, Deputation
Apprentice Training basis.
g) Permanent Employees:
Include all employees who are confirmed in the service of the Company.
h) Continuous Service:
Includes total service including deputation period but excluding leave period spent on
foreign assignment.

Eligibility
4. Subject to availability of provision of fund, permanent employees who have completed
minimum period of 6 years continuous service and who have at their credit not less than 7
years of service before retirement shall be eligible to apply for the House Loan.
5. If, both Husband and wife are employees of the Company and fulfil the condition of minimum
service under clause 4 they will be eligible for the House Loan jointly, subject to limiting the
amount of advance to the maximum provided for one.
6. An employee who has a house in his / her name / in the name of the spouse / minor children is
not entitled for House Loan of the Company except for 8(d) given below.
7. An employee is eligible to the loan only once in his / her service in the Company.

PURPOSES

8. The Loan shall be extended for the following one or more purposes.
a) For the purchase of a plot with House and repair thereon.
b) For the construction of a House in the plot owned by employee or jointly owned by
the employee and his / her spouse.
c) For the purchase of a site and to construct a house thereon.
d) For addition, repairs, renovation and such other bonafide purpose of a house owned by
the employee.
e) For the repayment of house loan taken by the employees under NHFS/HFS schemes
of the Company or from outside agencies viz
(i) Nationalized/Scheduled Banks and their sponsored banks and subsidiary
housing finance units.
(ii) State/District Co-operative Banks
(iii) LIC of India.
(iv) Kerala State Housing Board
(v) Housing Development Finance Corporation.
9. Amount of Advance and the mode of payment of Advance:
a) In general, the sanction of advance shall be subject to availability of sufficient fund and
shall be in accordance with the proportion of staff in each category so as to ensure an
equitable distribution of the available fund among all. For this, the employees are
categorized as Officers, Workmen and Last Grade Employees. The Officers include all
incumbents coming under the Officers Cadre and workmen include all the other category of
permanent employees except last grade employees. The proportion among Officers,
Workmen and Last Grade Employees shall be 2:5:2. Total service in the Company shall be
the criterion for determining the eligibility of the employees in each category for the loan
applied for every year provided preference will be given to those applicants who retire
earlier among the eligible applicants who joined in a year in each category. If sufficient
number of eligible applicants are not available in one category, the surplus resulting
thereby in a year shall be diverted to the other categories.

b) The amount of advance may be fixed at the rate of 60 months Basic pay for the month of
February in the year of application, subject to a maximum of Rs. 3,75,000.

c) There is a provision for getting additional advance for those who have availed house loan
of Rs.1 lakh and below (the earlier maximum limits) under the following conditions.
(i) There shall be at least 4 years future service as on the date of application.
(ii) Loan will be sanctioned only for the completion work/extensions/
additions/alterations/ maintenance work of the existing house and repayment of loan
taken from the Company under HMS/NHFS/HFS.
(iii) The amount of advance will be limited to Rs.1 lakh or 10 times the basic pay as on the
date of application or estimated cost of proposed work or the advance applied for,
whichever is less.
(iv) The additional advance will be treated as part of the previous advance and recovery
will be commenced with the salary for the month next to that in which additional
advance is disbursed.
(v) As the property would have already been mortgaged in favour of the Company in
consideration of the original advance, the additional advance will be disbursed only on
execution of a document creating a 2nd mortgage, in the form prescribed by the
Company.
(vi) The month for submitting application for additional advance will be May every year.
d) The advance sanctioned shall be paid:-
i. If the advance sanctioned is for the construction of a house on the plot owned by
the employee 50% of the advance within 15 days or the formal sanction and the
remaining 50% after the construction reaches at the roof level.
ii. If the advance sanctioned is for purchasing a plot and then constructing a house the
disbursement shall be 40% of the advance or the amount equal to the land value
whichever is less and the balance amount in two equal instalments one at the
commencement of work and the other at the roof level.
iii. If the advance sanctioned is for outright purchase of a land with building, the
advance will be paid in lump at the time of purchase subject to satisfying other
conditions regarding the value of the plot and building.
iv. If the advance is sanctioned for purchase of land with building, which the loanee
intends to repair, 80% of the advance will be paid at the time of purchase and the
remaining 20% at the commencement of repair work subject to satisfying the
conditions regarding value of land and building and the estimate of the proposed
repairs.
v. If the advance sanctioned is for repairs, the payment shall be regulated in three stages
based on the utilization certificates produced.
(Note: A Civil Engineer in Government Department, Public Sector Undertaking not below the
rank of an Assistant Engineer is the competent Officer for the purpose of certifying the plan &
estimate and utilisation of the loan amount).

10. Interest:
a) Rate of interest shall be at 9% simple interest p.a. and interest will be
charged from the date of drawal of each instalment of the loan.
b) For the purpose of calculation of interest actual days will be considered.
c) If the loanee dies while in service before the final settlement of the loan
account, no interest will be recoverable on the principal amount of outstanding advance
proposed to be adjusted from the gratuity for any period beyond the date of death of the
loanee. The gratuity should be realised and adjusted to the extent necessary for the final
settlement of the loan amount as early as possible, after the death of the loanee.
d) Levy of Penal interest:
Penal interest at 2.5% over and above the normal rate of interest will be levied in respect
of over-due instalments of interest or principal and interest outstanding from time to time,
in cases where there is any default, violation or breach of all or any of the provisions
contained in these rules and / or in the original or supplementary mortgage deeds or any
other documents executed in pursuance of these rules and also in the following cases of
non-compliance with the requirement of rules:
(i) Retention of the loan amount unutilised by the loanee beyond the normal admissible
periods.
(ii) Retention of sale proceeds of house site/site with house
purchased with Company loan beyond the normal admissible period.
(iii) Non-utilisation of loan for the purpose for which it was
sanctioned even when the loan is repaid in lump within the normal permissible date.
(iv) Delay in the execution of the mortgage bond after
purchase of house-site/house and site.
(v) Delay in the production of utilisation certificate as well as
completion certificate.
(vi) Non-compliance with the requirement of other rules
relating to house construction advance.
11. Security:
(a) "In order to safeguard the company from loss, the
loanee shall mortgage the House along with the land where it stands to the Company till
the entire liability to the Company is fully and finally discharged".
(b) The borrower should assign his gratuity in addition
to the land and building, as collateral security.

12. Mode of Repayment:


a) The repayment of the loan shall commence from the 3rd succeeding month of the
payment of the last instalment of the loan.
b) Unless otherwise agreed by the employee the monthly deduction from the salary in the
respect should not exceed 25% of the monthly emoluments of the employee, subject to
satisfying other conditions.
c) The repayment of loan amount shall be in a maximum of 180 equal monthly instalments.
d) If an employee is on Loss of Pay or the pay is not sufficient to cover the instalment he/she
shall pay this instalment directly to the company by any other means or by increasing the
rate of recovery in subsequent months to make good the missing instalments.
e) The employee shall be allowed to repay the amount of loan on a larger amount than the
monthly instalment, if he/she desires at any time during the period of the repayment.
f) The recovery of interest shall commence from the month following that in which the last
instalment towards principal amount is due. The interests shall be recovered in a maximum
of 36 monthly instalments.
13. It is the primary duty of the employee who avails the loan to satisfy the Company that the
title deed of the land in which the house is constructed or the plot and the house purchased
as the case may be is clear and marketable and is free from any encumbrances or charges.

14. How to apply for the loan:


Applications for House Loan must be made in the prescribed form and must be submitted
to the Managing Director in the month of February every year. Any application received
after the last date of February of that year will not be considered. Applications received in
a particular year and not accommodated in that year will not be considered for the next
year. Such applicants should submit fresh applications in the next year during the month of
February. The Employee must declare along with the application that the loan applied for
is for the purchase of a house or site or both or to build a house in the plot available or for
repairs etc. and that surplus, if any, after the aforesaid purpose will be immediately
refunded to the Company. If the loan is for the purchase of land or land and building,
details of the house and site or the site proposed to be bought and the house to be built on it
should be given in detail in the application.

15. On receipt of the application the Managing Director shall cause to examine the applications to
the effect that (1) the employee who has applied for the advance is a permanent employee
having 6 years or more service (ii) the application is bonafide and has been submitted in
the prescribed form duly completed in all respects (iii) the facts concerning the pay and
allowances of the employee have been correctly recorded (iv) the amount of loan applied
for is within the limits prescribed and (v) in all other aspects the conditions regulating the
grant of an advance are complied with. The Managing Director shall also arrange through
the legal department or such other Department or person the scrutiny of documents, title
deeds, plan and estimates and such other important records, that are submitted by the
employee from time to time. The Managing Director shall sanction the admissible
advance if the application is found alright in the scrutiny.

16. It is the bounden duty of the employee concerned to ensure that the loan
sanctioned is used for the said purpose within 1 year from the date of receipt of the 1st
instalment of the loan.
17 Any misuse of the loan granted under these rules to the employee of the Company, shall be
considered as a breach of discipline and shall be dealt with according to the other rules in
force in the Company.
18. No employee shall transfer by way of sale, mortgage or gift or
otherwise dispose of the house or houses purchased or constructed or repaired with the loan
taken from the Company while the loan with interest has not been repaid in full or while the
mortgage in favour of the Company in respect of the property is prevailing.
19. The employee shall allow periodical inspection of the property
by Officers of the Company appointed in this behalf by the Managing director from time to
time and furnish to such Officer the requisite information as may be called for from time to
time.
20. The House/Houses acquired, constructed or purchased shall be maintained in good
condition at the cost of the employee. The employee shall keep the house/houses free from
all encumbrances and shall pay regularly all the land, Municipal or other Rates and Taxes
and insurance premium until the loan with interest has been repaid in full to the Company.
The employee shall furnish annually certificates to this effect to the Company.
21. All expenses connected with the grant of loan or mortgage will
be borne by the employee.
22. If any doubt or dispute arises in respect to any or all clauses of these rules it shall be
referred to the Managing Director and whose decision shall be binding. However agreed by
the decision of Managing Director appeal can be preferred to Board and the decision of the
Board shall be final.
.
THE KERALA STATE FINANCIAL ENTERPRISES LIMITED
F O R M – HL

Application for Advance to Company Employees for building, purchasing or repairing a


house or for purchasing a house site and constructing a house thereon.
1. Name of the Applicant (s) :
2. Date of Birth :
3. Date of entry into Company Service :
4. Date of superannuation/ retirement :
5. Official designation :
6. Details of Pay with Scale of Pay
a) Basic Pay :
b) Dearness Allowance :
c) House Rent-Allowance :
d) Special Allowance, if any :
7. The total amount of advance requested (In :
words as well as in figures)
8. Rate of repayment of the advance proposed :
9. No. of instalments for the repayment :
proposed
10. Survey No. of the Plot and extent :
11. Village, Taluk & District in which the land :
is situated
12. (a) Approximate value of the house, house :
with site/house site proposed to be
purchased
(b)Estimated cost of construction,
completion, extension or repairs of the
house
13. Details of the security proposed to be :
furnished
14. Details of collateral security proposed to be :
offered
15. The title of the applicant(s) to the property :
16. Details of the encumbrance certificate :
received from Sub-Registrar
17. Any other information which is relevant to :
the purpose

I/We hereby bind myself/ourselves to use the advance for the purpose I/We have applied
for and in strict compliance of the rules in this respect laid down in the regulations of
giving house loan to employees and such other orders issued by the Company from time to
time.
I/We do hereby declare that surplus of the advance, if any, will be refunded to the
Company immediately after the purpose is over.
I/We also hereby agree that the Company may realize the dues in this regard, if any, from
the amount due to me/us from the Company (such as Gratuity, Provident Fund etc.) in case
I/We commit any default in repaying the amounts.
I/We do hereby declare that I/We do not already own a house anywhere in the country
either in my name or in the name of my wife/husband/minor children.
I/We solemnly declare that the information furnished against the various items indicated
above is true to the best of my/our knowledge and belief.

SIGNATURE OF THE APPLICANT(S)


OFFICE NOTE:

ORDER OF MANAGING DIRECTOR.

Required documents in support of the House Loan application.

a) Clear Title Certificate from the District Government Pleader in the form prescribed vide
Rule 20.
b) Documents mentioned for safe custody in the Clear Title Certificate.
c) Encumbrance Certificate for a period 12 completed years from the concerned Sub Registry
Office.
d) Possession and Valuation Certificates of the property from the concerned Tahsildar.
e) Location Certificate of the property from the concerned Village Officer.
f) Plan and Estimate
i. For Construction :- Plan and detailed estimate duty prepared, certified and sealed by a
technical person not below the rank of an Assistant Engineer.
ii. For Purchase of House with Site:- Existing Plan and Valuation Certificate of the
building proposed to be purchased duly prepared and certified by an Engineer not below
the rank of an Assistant Engineer.
iii. For Extension or Completion:- Plan and Estimate duly prepared along with a certificate
from an Assistant Engineer for the actual amount required for the work.
iv. An Estimate certified by an Assistant Engineer.
g) Certificate regarding the Basic Pay, Scale of Pay and Dearness Allowance at the time of
submitting the application obtained from the Head of Office.
h) Certificate regarding Date of Birth obtained from the
Head of Office.
i) A Declaration of the applicant in the following form;
“I, ……………………………………………. do hereby declare that I do not possess any
house anywhere in the country in my name or in the name of my wife/husband or in the
name of my minor children”
j) In the case of purchase of house with site an agreement in Stamp Paper worth Rs.50/-
obtained from the proposed vendor that he has got clear title to the property which has been
agreed to be sold to the applicant by the Vendor.
Rules for Advance for the Purchase of Motor Conveyance

(i) These rules shall be called the rules regulating the grant, disbursement and recovery of
advances to employees of the KSFE Ltd. for the purchase of Motor conveyances.
(ii) These rules shall come into effect from the date of the formal approval by the Government of
Kerala for the long term settlement signed on 25th October 2005.
(iii) In these rules, unless the context otherwise stipulates the following words and terms shall have the
meaning given below:

I. Definitions:
a) Chairman: Chairman of the KSFE Ltd, appointed by the Government from time to time.
b) Board: Board of Directors of the KSFE Ltd., appointed by the Government from time to
time.
c) Managing Director: The chief Executive appointed under article 26 of the Articles of
Association of the Company by the Government of Kerala from time to time.
d) Company: The Kerala State Financial Enterprises Ltd.
e) Fund: Means Funds provided under the Head conveyance loan in every Years' Budget.
f) Employees: All employees including officers, appointed on regular basis, whether it be on
probation or otherwise but do not include employees working on Part Time, contract,
deputation and apprentice training basis.
g) Permanent Employees: Include all employees who are confirmed in the service of the
Company.
h) Continuous Service: Include total service including deputation period but excluding leave
period spent on foreign assignment.
i) Motor conveyance: Means and includes Motor Cars and two wheelers like Scooter, Motor
Cycles, etc.
j) Actual Price: Includes the price of the vehicles and the price of such items which have
necessarily to be purchased along with the motor conveyance, eg. Spare wheel, tyre and
tube, pillian seat in a scooter. Cost for the purchase of radio in car, plastic covers and
expenses for insurance and registration charges incurred are not included in the actual price
of the vehicle.
k) Eligibility: Permanent employees who have completed a minimum period of five years
continuous service in the Company and are drawing a basic pay prescribed hereinafter are
eligible to apply for the advances under these rules and grating of the advance shall be
determined subject to the following conditions that:

i) There shall be sufficient provision of funds in the annual budget of the year in which the
employees apply for the advance.
ii) There shall be sufficient balance in the monthly salary (after effecting the statutory
recoveries and other deductions on chitty, H.P. and other advances from the Company or
from other institutions) to repay the advance and interest.
iii) A motor conveyance is essential for the discharge of the duties of the employees.
iv) The employees who have applied for advance for the purchase of a car, belong to the
officer cadre, shall have a minimum basic pay of 7500/- per month and those who have,
applied for advance for the purchase of two wheelers shall have a minimum basic pay of
Rs. 4000/- per month.
v) The employees who have applied for advance have no outstanding liabilities in respect of
conveyance advance already availed of and that the fresh conveyance advance is applied
for after a lapse of at least 3 years from the date of drawal of the previous conveyance
advance. If there is any outstanding liabilities the same should be closed before
sanctioning fresh loan.
vi) The employees who have applied for the loan are willing to execute the agreement,
mortgage deed etc. prescribed for the purpose and to offer the securities that are
prescribed or may be prescribed in due course, for the due repayment of advance interest
and penalty if any.

II Amount of Advance:
Sanction of advance under these rules shall be subject to availability of funds and
eligibility prescribed hereunder. The amount of advance shall be limited to a maximum of
Rs.1,00,000/- or the anticipated price of the vehicle or the amount of advance applied for
whichever is less, in the case of advance for the purchase of car and Rs. 45,000/- or the
anticipated price of the vehicle or the amount of advance applied for whichever is less, in
the case of advance for the purchase of two wheelers. If however, the actual price paid is
less than the advance taken, the balance should be refunded to the Company immediately
after the purchase deed is executed, failing which the sanction will lapse.

III. Interest:
The amount advanced under these rules shall bear interest @ 15% for car loans and 11.5%
for two wheeler loans.

IV. Penal Interest:


Penal interest at 2.5% over and above the usual rates of interest is payable on the balance of
the principal amount in case any of the provisions for granting the advance is violated by
the loanee. Penal interest at the above rate will be levied in respect of over due instalment
of interests or principal and interest and also in the following cases of non-compliance with
the requirements of the rules.
i) Retention of the loan amounts unutilised by the loanee beyond the normal admissible
period.
ii) Non-utilisation of the loan for the purpose for which it was sanctioned, even when the
loan is repaid to the Company in lump within the normal permissible period.
iii) Delay in the execution of the mortgage deed after purchase of the motor conveyance.
iv) Delay in taking comprehensive insurance cover from the State Insurance Department/
General Insurance Company and production of insurance policies.
v) Non-compliance of the requirements of other Rules relating to Motor Conveyance
Advance.

V. Repayment of Advance:
The repayment of the advance is decided by the sanctioning authority the details of which
will be indicated in the sanction order. UsUally the advance amount and the interest thereon
shall be recovered in equal monthly instalments by compulsory deduction from the pay of
the borrower. The maximum period of repayment of advance amount is 96 months and that
of interest is 36 months. The repayment is to be made from the salary due for the
succeeding month of the month in which the advance was paid. The recovery of interest,
calculated on the balance outstanding on the last day of each month, shall begin with the
pay of the next month after the repayment of the principal is completed.

Deductions towards advance drawn, interest and penal interest if any, shall be made from
the subsistence allowance also at such rates as the sanctioning authority deem appropriate.
The whole amount due should always be completely recovered within the period originally
fixed, unless for exceptionally strong reasons, the sanctioning authority allows special
extension of the period. In the case of officers who are due to retire before the expiry of the
period prescribed for repaying the advance, the instalments of repayment shall be so fixed
as to have the advance + interest fully discharged before retirement. No recovery of the
advance will be made during the period of leave without allowance and the repayment will
be postponed in such cases to that extend, provided, however, that the principal and interest
are fully repaid before the officer retires from service.

VI. Transfer of The Motor Conveyance:


During the currency of advance no employee shall transfer by way of sale, mortgage or gift
the conveyance without getting permission from the sanctioning authority. But, however,
the borrower can sell the conveyance only in order to purchase another one, provided he
gets the permission to do so from the sanctioning authority and in such cases the sale
proceeds shall be applied towards such purchases subject to the following conditions:
i) If the amount outstanding exceeds the cost of the new vehicle the employee should repay
the excess to the Company immediately.
ii) The employee should continue to repay the amount outstanding by monthly instalments
already fixed
iii) The new vehicle should be insured and mortgaged to the Company as required by these
rules. The mortgage bond need only be for the outstanding balance due under the original
mortgage and should be in the form prescribed.

VII. Interest not payable in the event of death:


If an employee who has taken the advance dies while in service before the final settlement
of the advance, no interest will be recoverable on the principal amount of outstanding
advance for any period beyond the date of death of the loanee. The gratuity should be
realised and adjusted to the extend necessary for the final settlement of the advance amount
as early as possible after the death of the loanee.

VIII. Date of Drawal of The Advance.


The date of drawal of the advance shall be the date of issue of cheque for the advance
amount from the Company.

IX. How to Apply for The Advance:


Company employees who are eligible for and require advance for the purchase of motor
conveyance shall apply in the prescribed form to the Managing Director during the month
of June every year. The application shall be accompanied by an agreement in the prescribed
form duly executed by the applicant. Applications unaccompanied by the necessary
enclosures are not accommodated during a year, have to apply afresh in the subsequent
year/years if they so desire. Employees applying for second advance should state in the
application the probable price of the vehicle proposed to be purchased, probable amount by
way of sale proceeds of the vehicle purchased with the earlier advance and the balance
amount required to purchase the new one.
The application shall be scrutinized by the Administrative Department of the Company at
the Head Office and the advance sanctioned by the Managing Director subject to
availability of funds and suitability of applicants. Managing Director will however present
before the Board for its information a list of employees with the details of advance
sanctioned under the scheme in a year.

Suitability for determining priority will be based on:


i) Length of service of applicant
ii) that applicant has not availed any other advance of the like.
iii) that the applicant has sufficient surplus for repayment of the loan from the salary.
iv) That a motor vehicle is necessary for the discharge of the duties in the company.

On receipt of the applications, the Administrative Officer shall cause to examine them to
the following effect that:
a) the employees who has applied for advance is a permanent employee having 5 years or
more service.
b) the application is in the prescribed form duly completed in all respects.
c) the pay and allowances and net salary drawn are shown clearly.
d) the amount of loan applied for is within the limits prescribed.
e) the invoice or the consent of the seller of motor conveyance denoting the price is attached to
the application.
f) evidence to show that the motor conveyance is free from prior charge (in the case of second
hand motor vehicles).
g) declaration from the seller agreeing to sell the motor conveyance within one month of the
sanction of advance and the declaration from the buyer agreeing the rate and purchase of
the vehicle within the time specified.

The Administrative Officer shall prepare the list of applications and submit them to the
Managing Director with his recommendation regarding the eligibility and otherwise.

The Managing Director may sanction the admissible advance if the application is found
alright in the scrutiny.

X. Drawal of Advance:
The Company employee who draws advance should pay finally for, and take delivery of the
vehicle within one month from the date of drawal of the advance; otherwise he should
repay to the company at once, the full amount of the advance drawn with interest on it for
one month. If he completes the transaction within one month allowed, he should
immediately execute a mortgage bond in the prescribed form hypothecating the vehicle to
the company as security for the advance. He should enter the actual price paid for the
vehicle in the schedule attached to the bond. The Administrative Officer should see that
the borrower completes the transactions within the time allowed or makes the necessary
repayment immediately after its expiry. If he duly completes the transactions in time, the
Administrative Officer should see that the employee immediately submits the necessary
mortgage bond duly executed, for scrutiny and safe custody. When the advance had been
fully repaid along with interest and penalty if any, the bond should be returned to the
employee concerned, duly cancelled.
XI. The advance should be drawn only after the company employee
concerned has received a written assurance from the motor conveyance dealer that the
supply is likely to the available within a month and a certificate to that effect obtained and
produced. In the event of any delay despite the written assurance given by the dealer, the
employee should apply within the permissible period of one month for extension of time,
supported by a letter from the dealer indicating the probable period of supply and such
permission for retaining the advance amount for that period. The request will be
considered by the Managing Director on the merit of each case. No request for extension
of time will be entertained in case the employee is purchasing second hand vehicles.

XII. Budgeted provision of the fund will be distributed in the ratio 3:5:2
among the Officers, Assistants and Last Grade Employees.

XIII. The four wheeler advances are given only when there is any balance in
the budgeted amount after allotting two wheeler loans to all the eligible applicants. Priority
for four wheeler advance is determined taking the cadre wise seniority of applicants from
top to bottom.

XIV. An employee who has availed of this advance, when goes on long
leave on foreign employment will have to repay the entire advance + interest thereon before
the leave applied for is granted.

XV. The mortgage bond to be executed by the employee, who draws an


advance, provides that he shall keep the vehicle insured against full loss or damage by fire,
theft or accident. He should effect the necessary insurance within one month from the date
of purchase of the vehicle or within one month from the date of drawal of the advance
whichever is later. The insurance in such cases should be arranged with the Kerala State
Insurance Department / General Insurance Company.

The employee should send the insurance policy to the Head Office of the company within
the time specified. If however, the employee fails to insure the vehicle within the
prescribed period he should refund the whole of the advance with the interest that has
accrued on it unless good reason is shown to the contrary. The amount for which the
vehicle is insured during any period shall not be less than the outstanding balance of the
advance with the interest that has accrued at the beginning of that period and the insurance
should be renewed from time to time until the amount due is completely repaid. If at any
time and for any reason the amount for which the vehicle actually insured is less than the
outstanding balance of the advance including the interest that has already accrued, the
employee should refund the difference to the company in not more than three monthly
instalments. The Administrative Officer should whenever the policy is about to fall due for
renewal, so long as any amount remains outstanding on account of the advance, require the
borrower to produce his receipts for the renewal of premium on each such occasion before
the date on which the policy is due for renewal and should scrutinise it so see that it is in
order.

XVI Employee who has been granted advance for the purchase of conveyance should furnish the
prescribed security within two months from the date of sanction of advance failing which
recovery of the advance in lump will be made from the borrower.
XVII Any misuse of the advance granted under these rules shall be considered as a breach of
discipline and shall be dealt with according to the rules and regulations in force in the
company. The employee shall allow periodical inspection of the motor conveyance by
officers authorised by the Managing Director for the purpose from time to time and furnish
to such officers the registration information as may be called for.

XVIII All expenses connected with the grant of loan, mortgage, etc will be borne by the loanee.

XIX If any doubt or dispute arises in respect to any or all clauses of these rules it shall be referred
to the managing Director. However, the employee can appeal to the Chairman whose
decision shall be binding and final.
VI PERFORMANCE APPRAISAL

6.1 PERFORMANCE APPRAISAL OF INDIVIDUAL OFFICERS


AND EMPLOYEES
6.2 PERFORMANCE APPRAISAL OF UNITS AND AWARD OF
CASH & MERIT CERTIFICATE ON THE BASIS THEREOF

VI PERFORMANCE APPRAISAL
6.1 PERFORMANCE APPRAISAL OF INDIVIDUAL OFFICERS AND EMPLOYEES
The Company has a performance appraisal system. In the case of Officers,
performance appraisal system is done qualitatively and quantitatively by analysing
the relevant data of their performance of a given year in the prescribed form along
with the Officers self assessment. But in respect of Employees and Assistant
Managers/ Deputy Managers performance assessment is done only qualitatively
through a system of confidential report. Performance appraisal in the present job will
be done every financial year. The performance appraisal forms duly filled up as at
the end of the financial year will be sent to the officers reported on for their signature.

The reporting Officer in respect of Grade II,III and IV Officers shall be an Officer not
below the rank of a Grade I Officer under whom the person has worked and the Reviewing
Officer shall be the Managing Director or the authorised Officer to whom the Reporting
Officer is subordinate. In the case of Unit Heads, the Regional Managers concerned shall
be the Reporting Officers and the Reviewing Officer shall be the Managing Director or the
Officer to whom the Regional Manager is subordinate. The performance appraisal in
respect of Officers who are directly reporting to the Managing Director will be written by
the Managing Director. The performance appraisal report should be shown to the Officer
reported upon and his signature obtained in the space provided for in the appraisal form in
token of having read the report. Objections, if any, on the appraisal can be referred to the
Reviewing Officer with in a period of one month from the date on which the rate receives
the report.

The Reviewing Officer after due consideration of the objections and the remarks of the
Reporting Officer may decide to expunge, modify or retain the remarks objected to so as to
ensure fairplay and natural justice to the reportee. The Reviewing Officer shall
communicate his final decision on the objections with in a reasonable period, in any case,
not exceeding three months of the receipt of the objections.

In respect of employees and Assistant Managers/ Deputy Managers confidential reports are
written up as at the end of the financial year in the form prescribed. In the Head Office,
the confidential reports in respect of all the employees below the rank of Assistant
Managers/ Deputy Managers, the Officer just below the Departmental Heads shall be the
Reporting Officer and the Departmental Heads the Reviewing Officer. In the Regions the
Junior Manager/Senior Manager as the case may be, shall be the Reporting Officer for the
employees working under them and the Regional Manager the Reviewing Officer. In the
Units, the Unit Heads shall be the Reporting Officer for the employees working under them
and the Regional Manager the Reviewing Officer. The confidential reports duly written up
shall be shown to the employees concerned and got noted by them.

The performance appraisal forms are so designed as to quantify (with particular reference
to the Company) as much information of the Managers as is practicable so as to achieve
objectivity in appraising their performance. The appraisal forms are for Officers Grade IV
to Grade I
In addition to the above appraisal forms, a “self assessment” should be obtained from the
reportee in a separate sheet.
6.2 PERFORMANCE APPRAISAL OF UNITS AND AWARD OF CASH & MERIT
CERTIFICATE ON THE BASIS THERE OF.
The system of award of Cash & Merit certificate to the best Units based on overall
performance has been introduced in the Company to promote competitive spirit and
teamwork among the employee of the Company

For the purpose, the branches are grouped into three categories based on the volume of
business and separate prizes are fixed for each. The selection of the best branches from
each category based on the yearly performance in various respects will be made by special
committee constituted for the purpose. The criteria for selecting the Best Branches will
mainly depend on the following items.

a) Timely achievement of business targets fixed for the branch for the financial year.
b) Regular and up-to-date maintenance of accounts and timely closing of accounts.
c) Proper control on default. Performance in this regard will be assessed by:
(i) Maintaining the non-prized default below 5% of the sala in each chitty
(ii) Keeping the prized default in each ticket in running chitties below 3 instalments.
(iii) Reducing the default as at the beginning of the year in the terminated chitties by 10% by
the end of the year.
(iv) Keeping the default in each live Loan schemes below 3 instalments.
(v) Reducing the total defaulted amount as at the beginning of the year in the Loan
schemes of which repayment period has expired by 10% by the end of the year.
d) Due compliance of statutory obligations and various obligations to Head Office, Regional
Office and other Units.
e) Maintenance of cordial customer relationship.
f) Efficiency in Office administration including punctuality, proper work allocation, control and
supervision etc.
g) Attaining economy in expenditures on productive and non-productive activities.
h) Arrear clearance including closing of personal accounts, adjustments of general suspense,
etc.
i) Keeping the office premises neat and tidy and maintaining filing the records properly.
j) Such other relevant facts as will add to the credit of the staff and branch as a whole.

While appraising the performance of the Branches the following points will also be borne in mind.

In appraising the business performance the factors against which performance is to be evaluated are the
various schemes conducted by the Company such as Chitties, Loan schemes, Deposit schemes, other
schemes, etc. These factors will again be split into (a) number of subscribers/ loanees enrolled and (b)
sala/ deposits mobilized/ amount of advance sanctioned. The rationale in splitting this factor into
subfactors is that in some branches where higher denomination chitties can be started without much
effort the business booked can be high whereas in other Branches business can not be booked though
matching efforts might have been made. In the later case the number of subscribers enrolled may be
higher whereas in the former it may be less. Both these aspects will be studied to have objective
appraisal of the Branch concerned.

Besides, the performance of one Branch can not be compared with that of another Branch for
conditions in one Branch may be entirely different from those prevailing in another Branch. To
illustrate, the business performance of Ernakulam Branch can not be compared with that of
Malappuram Branch. Hence while appraising the performance of a particular Branch during a
particular period the present performance will also compared with the performance during the previous
period.
Similarly a comparison of the defaulted subscription in any two Branches will not give a true picture of
the position of defaults in these two Branches unless it is correlated with the volume of business in
those Branches. Hence while evaluating the performance both these aspects will be taken into
account.

Customer/ Employee reactions may sometimes give a clue to the performance of the
Branch. Hence the written complaints (proved) received from subscribers/ subordinates/
Union representatives, penalties/ fines imposed by Govt. authorities and disharmonious
interpersonal relations etc., at the Branch level will also be looked into while appraising the
performance of the Branch.

***************
VII COMMUNICATIONS

7.1 WHAT IS COMMUNICATION ?


7.2 SYSTEM OF COMMUNICATION
(i) Office Order
(ii) Circulars
(iii) Memos
(iv) Notes.
(v) D.O. Letters
(vi) Circular letters
(vii) Ordinary letters
(viii) Telegrams, Teleprinter Message
(ix) Telephone
(x) Fax
(xi) E-mail

7.3 INTERNAL ORAL COMMUNICATION TO BE CONFIRMED

VII COMMUNICATIONS

7.1 WHAT IS COMMUNICATION ?


In any organization particularly the one which has deep roots in the public,
communications assumes very great importance. Closer relations with the public can be
cemented only through establishing a system of communication that, on the one hand,
ensures clear understanding between the communicator and communicated and smooth and
facile business transactions, on the other. The edifice of the communication system built
up by the Company is designed to achieve the above goal.

Communications are broadly classified as oral and written which can either be external or internal. In
external communications the oral aspect is of paramount importance in as much as the public on
whose good-will and cordial relationship the Company depends for the development of its
business, come into direct contact with the Company . It must be borne in mind that the most
important visitor to the Company is the customer who visits the Branch not merely to get his
transactions done; but beyond that he has an expectation of getting some satisfaction which can be
fulfilled only by the cultivated courtesy on the part of the officials who interact with him. Here is
where external oral communication assumes importance. In like manner internal oral
communication at all levels shall be courteous and polite.
Great care has to be exercised in written external communications in as much as the Company is a
business organization banking upon the good-will and patronage of the public. A high level of
personal intimacy and courtesy has to be maintained in all the communications with the public
either written or oral. The standard form for communications with the public is designed to
achieve this end. As far as practicable, communications addressed to the company in Malayalam
or in any language used by any of the linguistic minorities in the area may be replied to in the same
language.

7.2 SYSTEM OF COMMUNICATION


The Company has designed separate forms for inter office communications and also for
communications with outsiders for the purpose of ensuring standardization and economy.
While endorsing communications to Officer other than the one addressed, great discretion
has to be exercised to ensure that such endorsements are made only where it is absolutely
necessary. Endorsing communications to officers unnecessarily duplicates efforts on both
sides and causes wastage of time in addition to piling up of paper in files. This should be
avoided.

The following are the types of communications issued from Head Office/ Regions/ Units for upward
and downward correspondence.
(i) Office Order
(ii) Circulars
(iii) Memos
(iv) Notes.
(v) D.O. Letters
(vi) Circular letters
(vii) Ordinary letters
(viii) Telegrams, Teleprinter Message
(ix) Telephone.
(x) Fax
(xi) E-mail
The Regional Managers/ Unit Heads are not authorised to issue circulars on behalf of the
Company. They may use all the other types of communications mentioned above.

Circulars issued from each Department of the Head Office shall be given serial number year-wise from
the Control Register kept with M.D’s Secretariat before issue. This is to ensure control and
proper co-ordination between various departments of the Head Office over the issue of the
circulars. This is being done in the manner indicated below:
A circular issued from the Administrative Department under file No. 4307 in January 1984
(the first circular issued from H.O in the Calendar year 1984) will bear “Circular” No.1/84
(Admn). Another circular issued on the same day from the Accounts Department will bear
“Circular No.2/84 (A/cs). A 3rd circular issued from the Business Department on the same
day or on the succeeding day will bear “Circular” No. 3/84 B.S. This pattern of noting the
serial numbers will be continued in consecutive series in the calendar year. Copies of all
the circulars issued from the various departments of the Head Office shall be filed serially
in the Master file maintained by the M.D’s Secretariate. All circulars and communications
effecting the policy and financial matters shall have the approval of the Managing Director
for issue. All letters addressed to the Government shall be over the signature of the
Managing Director or in his absence of the authorised person. even in cases of
communications on routine matters, the Departmental Heads may in the event of dispute or
doubt, take the orders of the Managing Director on their final disposal.

The Departmental Heads of the Head Office will be responsible for the proper maintenance of files on
the communications. The orders of the authority based on which the communications are issued
should be available in the files concerned. The same procedure will apply in the case of Regions
and the Units. All communications shall bear the file number, date and signature of the officer
issuing the communication. The Officer who signs the fair copy of the communication shall
check whether the date of his signature is the same as the date of issue and if it differs he shall
indicate in the office copy, the date of his signature and underneath the original date of the letter,
the date of his signing the communication.

(i) Office Order


An office order is a communication issued by a superior for compliance by his
subordinates. All office orders shall be serially numbered and kept in separate files.

(ii) Circular
Circulars are issued by Head Office to communicate instruction/directions/ decisions on
procedures, etc., for compliance

(iii) Memo
Memo is issued by a superior to a subordinate to communicate some decision, information
etc., or calling for information, explanation, documents etc.

(iv) Notes
Notes are generally written as a means of routine internal communication upward and
downward. The note communicated upward will be for getting some orders and those
communicated downward are for getting things done.

(v) D.O.Letters
Demi official letters are letters addressed by name. while addressing superiors and
outsiders the salutation should be ‘Dear Sir’ or ‘Respected Sir’. But such salutation
between equals and by a superior to subordinate may be by name. The D.O.Letters should
be written in the event of urgency and importance, if such letters need the personal
attention of the addressee concerned.

(vi) Circular Letter


Circular letters are letters meant for circulation requiring the general attention on some
subject.

(vii) Ordinary Letter


Ordinary Letters are the usual means of communication not falling under any of the types
mentioned above.

(viii) Telegram /Teleprinter


Telegram /Teleprinter shall be sent in urgency and where it is justified. It should be brief,
precise and free from ambiguities. Abbreviated address published by the Telegraph
Department should invariably be used. Post copies of telegram should be dispatched on
the same day for confirmation.

(ix) Telephone
It is a means of oral communication resorted to in times of urgency. In appropriate cases
telephonic communication should be followed by a written communication in confirmation thereof
by the communicator and vice versa.

(x) Fax
A system which can transmit a letter, documents etc., over a telecommunication link, where
the recipient receives an original like copy of the document.

(xi) E-mail
Electronic mail or e-mail allows computer users locally and world vide to exchange
messages. Each user of e-mail has a mail box address to which messages are sent.
Messages sent through e-mail can arrive within a matter of seconds.

7.3 INTERNAL ORAL COMMUNICATION TO BE CONFIRMED.


Directions or orders orally communicated by a superior officer should normally be followed by a written
communication at the earliest. Instructions/ directions issued locally/ telephonically by a superior
shall be got confirmed in writing by the subordinate concerned.
XVI MISCELLANEOUS

16.1 ADMINISTRATION DEPARTMENT

A TRANSFER OF PERSONNEL
B TRANSFER NORMS FOR WORKMEN
C TRANSFER OF CHARGE
D LIABILITY STATEMENT
E RIGHT TO INFORMATION
F STAFF WELFARE COMMITTEE
G INSTRUCTIONS TO BE FOLLOWED AT THE TIME WHEN AGITATIONAL
METHODS/ HARTHALS, SPONSORED BY POLITICAL PARTIES/TRADE
UNIONS ARE MATERIALISED.
H ISSUE OF EMPLOYMENT CERTIFICATES TO COMPANY EMPLOYEES
I MAINTENANCE OF CONTROL REGISTER OF CIRCULARS AT BRANCHES
AND REGIONAL OFFICE EFFECTIVE FROM 01.01.99
XVI MISCELLANEOUS

16.1 ADMINISTRATION DEPARTMENT

(A) TRANSFER OF PERSONNEL


All transfers of personnel either within the same office or from one office to another are
ordered by the authorised officer. Transfers are ordered based on transfer norms and in
the exigencies of service.

(B) TRANSFER NORMS FOR WORKMEN


Transfers and posting of workmen in the Company generally fall under the following categories.
I. (1). Posting on first appointment in the Company.
(2). Transfers and postings on promotions.
(3). Transfers and postings against vacancies caused due to leave, promotion,
retirement, resignation, creation of new posts, formation of new offices,
diversification of activities or for any purpose other than those mentioned above.
(4). Transfers and postings to fill up vacancies arising due to reasons other than leave.
(5). Transfers and postings on exigencies of service, special assignment, administrative
reasons and on compassionate grounds.

II. The following shall be the principles to be adopted for transfers and postings of
workmen to fill up the different categories of vacancies mentioned above:
(1). Posting on first appointment in the Company.
(i). Posting on first appointment in the Company will generally be made against the
open vacancies in the particular category of post that may exist at the time of
posting. But, before issuing posting orders to new recruits, Head Office will
ensure that the request for transfer to that particular place(s)/office(s) from
employees who satisfy the terms hereunder prescribed does not exist pending
disposal.
(ii). Newly appointed employees are generally not entitled to apply for transfer/get a
transfer within a period of three years of joining duty in the Company.
(iii). In order to consider names of such employees also in the general transfer, they
may however submit their transfer requests in the month of February of the year
on their completing the initial 3 year continues service in the place/office
originally posted.

(2). Transfers and postings on promotion.


(i). Transfers and postings on promotion shall be made generally against existing
vacancies and nobody will be transferred against his/her consent to accommodate
a promotee. However, while considering promotion transfers, Head Office will
ensure that request for transfer against existing vacancies from employees who
satisfy the transfer norms are not pending on the date of issue of transfer orders.

(ii). When the duties and responsibilities to be discharged by the promotee do not
differ from those he/she had been discharging before promotion and that there is
vacancy to accommodate the promotee in the same office, such promotee will
not be transferred provided he/she satisfies the other terms of the norms.

. (3). Transfers and postings against vacancies caused due to leave, promotion, retirement,
resignation, creation of new post, formation of new offices, diversification of activities
or for any purpose other than those mentioned under clause (1) and (2) above.
(i). Any leave vacancy exceeding a continuous total period of three months or more
shall be deemed to be an open vacancy. In such cases the lien of the incumbent
attached to the post will be shifted to the Head Office/Controlling Office to
enable posting an eligible substitute against the vacancy.
(ii). The transferee against the above vacancy shall have a right to continue in the post
until otherwise ordered provided he/she satisfies the other conditions prescribed
in the norms and the leave was not on Medical ground.
(iii). Those who avail of maternity and medical leave will have a right to rejoin duty in
the same office after the expiry of maternity leave, and the substitute will have to
vacate the post unless there is another vacancy for him/her to continue in the
same office.
(iv). In the case of employees availing leave (other than maternity and medical leave)
exceeding three months, separate posting orders will have to be obtained by the
incumbent from the Head Office/Controlling Office sufficiently in advance.
However, while issuing such orders all other conditions of transfer including
those on promotion /transfer should be looked into and ensured.

(4). Transfers and Posting to fill up vacancies arising due to reasons other
than leave.
(i). Vacancies arising due to reasons other than leave shall be treated as open
vacancies and the same will be filled up observing terms of these norms as and
when vacancies arise.
(ii). The staff strength will be reviewed based on half yearly business position
(subscribers/hirers strength, etc) and the excess/short in staff strength will be
regularized invoking the terms of these norms.

(5). Transfers and Postings on exigencies of service, special assignment, administrative


reasons and on compassionate grounds.
(i). Management will be compelled to make transfers and postings due to exigencies of
service/special assignment/administrative reasons /compassionate grounds. But such
transfers and postings will be limited to the minimum possible and in deserving
cases only. The transfer and posting under exigencies of service will be for business
expediency and for attending special type of work. Administrative reasons will be
generally disciplinary cases and compassionate grounds will be on the merit of the
cases like extreme poverty, irrecoverable disease of the workmen and the like.

III. General Transfer Norms.


(1). Guiding principles:
The guiding principles for the purpose of transfer norms are :-
(i). length of service will be reckoned as at 30th April of every year.
(ii). the month in which the posting orders are issued will alone be reckoned for calculating
length of service (not the date)
(iii). break of any period less than three months will be ignored for calculation of
continuous service
(iv). posting on working arrangement or on exigencies of service will be excluded for
reckoning continuous service
(v). offices situated within a radius of 15 KMs will be treated as one place for the purpose
of these norms
(vi). general transfer will be effected during the period between April and June every year,
in the normal course.
(vii). transfer application in the prescribed form shall be sent through proper channel before
the end of February of the qualifying year
(viii). application in writing for cancelling transfer requests received after February end will
not be considered.

The following shall be the general transfer norms subject to complying the guiding principles
mentioned above.

(2). As far as possible, workmen be given postings near to their place of residence or near/or
at their place of choice.

(3). Generally workmen who have completed 3 years of continuous service in a particular
place/office is liable for transfer at any time. However, such transfers will be effected
normally at the time of general transfer. But the workmen may be allowed to continue
in the same office/place if they so desire even after a lapse of 3 years, provided there
are no request for transfer to that place/office from other eligible person as per these
norms and that there is no extenuating circumstances compelling the transfer. For the
purpose of allowing continuance for more than 3 years, the priority shall be as follows
:
a). Widow/widower
b). Physically handicapped
c). Scheduled Caste/Scheduled Tribe
d). Female employees
e). Intercaste married employees
f). Close Relatives of military personnel
g). Married couples in the Company
h). Spouse employed in the same place.

(4). Whenever transfer of a workman from an office/place is necessary, the following


criteria will be followed allowing priority in the order given below.
(a). For transfer as contemplated under clause III (3) above
(i). Maximum period of continuous service as on 30th of April in the same office/
place added with maximum service in the same District and in the nearest
District
(ii). Maximum period of continuous service in the same office/place added with
maximum service in the same district.
(iii). Maximum period of service in the same office/place
(iv). Workmen transferred under this clause will be posted to the nearest open
vacancy having no rightful claim from anybody else.
(b). For Transfer on request.
(i). Longest continuous service in the remotest area from his/her native
place/office of his/her choice with priorities given under clause III (3)
above.
(ii). Length of service away from the native place or place/office of choice with
priorities mentioned under clause (3) above.

(5). These norms do not apply in the case of workmen who have only less than 3 years
service for retirement except on contingencies due to administrative grounds.
(6). Workmen transferred according to their first choice for transfer in their request are not
entitled to make another request/get a transfer within a period of 3 years of their
joining duty at the new office. But however, in case only the 2 nd or 3rd or other choice
was considered for the transfer he/she is entitled to file fresh request after the expiry
of one year service in the newly posted place/office.
(7). Request for mutual transfer will be entertained provided other conditions of transfer are
satisfied
(8). Physically handicapped employees (orthopaedic handicaps listed in the Public Service
Commission notification), intercaste married couple, first relations(direct
brothers/sisters, sons, daughters, wife/husband and parents) of military personnel,
scheduled castes/scheduled tribes, winners of first place in state level and first or
second or third place in National level sports/games and such other categories of
employees treated by the Government under special privileged category, will be given
postings, as far as possible, in offices situated in their home districts/offices of their
choice, irrespective of General Transfer Norms.
(9). These Transfer Norms are applicable in the case of Last Grade employees also. But, As
far as possible, they will be posted in offices situated in their home districts, subject to
availability of vacancies.
(10). All workmen shall work in Malabar area for a period of atleast 3 years in a continuous
service of ten years.
(11). Application for transfer should be submitted through proper channel and any such
transfer request routed through any other channel by the workman or his relative is
liable to be not entertained.
(12). No workman has any right for continuous service for more than three years in any
office.
(13). Ordinarily no employee will be transferred before three years of continuous service in
an office.
(14). In cases where spouse of the workman is employed in any other department or
institution where the question of transfer does not arise, he/she will be given
preference for posting in the nearby stations where the spouse is employed.
(15). All the above guidelines are without prejudice to all transfers considering exigencies of
service/special assignment /administrative reasons or on compassionate grounds.
(16). If any objection is raised by any recognized Association/Union regarding any transfer
under these rules that will be examined by the Chairman and the Association/Union be
informed of his decision with reason thereof and his decision shall be final and
binding.
A format of Transfer request is reproduced hereunder.

THE KERALA STATE FINANCIAL ENTERPRISES LIMITED, THRISSUR – 20


APPLICATION FOR TRANSFER
(All columns should be properly filled up. Incomplete applications will not be considered)
1. Name
2. Employee Code & Designation
3. Office now working/Br.Code
4. Date from which working in the present office
5. Whether present posting is on request
6. Present residential address
7. Telephone No. with STD code
8. Distance from the residence to office now working
9. Details of service at various offices of the Company starting from the just previous branch
downwards (AMs and Managers need furnish details of their service from AM and
above)
From To Name of the Designation Distance from Whether request
Branch the residence or not

10. If married, furnish details of the employment of the


spouse, if any (Name & Address of the employer and
the place presently working)
11. Reason for transfer requested
12. Whether eligible for any preferential consideration as
per norms if so specify
13. Transfer requested for
14. Signature & Date

To be filled up by the Unit Head/RM


1. State whether any disciplinary proceeding is
pending against him/her
2. Specific recommendations
3. Signature of the Unit Head

(C) TRANSFER OF CHARGE


Transfer of charge of duties becomes necessary in the following cases.
(i) When an Officer is transferred from one position to another either within the same
office or different office either on request or otherwise.
(ii) When he goes on long leave.
(iii) When he is placed under suspension pending enquiry.
(iv) When he has to relinquish his position either by promotion or otherwise.

A report of transfer of charge except in the case of staff in the subordinate cadre in the
prescribed form shall be prepared in all cases. This report shall indicate the state of work
in his or her position, all items of property which he or she was in charge of. The report
should be signed both by the officer relinquishing charge and the officer taking over
charge. It should then be submitted to the Unit Head in the case of employees working in
the Units, Regional Managers in the case of employees of the Regional Office and
Departmental Heads in the case of staff in the Head Office. The Regional Managers and
Departmental Heads under orders of transfer shall submit the charge reports directly to
the Managing Director.

In the case of Unit Heads, immediately after the transfer of charge has been effected,
copies of charge reports shall be sent to the Head Office in duplicate for record. One
copy of the charge report shall be sent to the Regional Manager concerned and another
retained in the branch. The records and other valuables in the personal custody of the
relieved officer shall be listed in an annexure to the charge report. The form of charge
report is given below.

Report of Transfer of charge.

1) Name of Branch/Region/Department(H.O) ::
2) Station ::
3) Name & Designation of the relieved Officer ::
4) Date of handing over charge (Specify FN or AN) ::
5) Signature ::
6) Name and designation of the relieving Officer and the
details of office from which transferred ::
7) Date of taking over of charge (Specify FN or AN) ::
8) State of work (if necessary this may be given in a separate sheet)::
9) Details of records, valuables, etc transferred-vide annexure ::
10) Signature ::

Branch Manager/Regional Manager/


Departmental Head/ Managing Director.

The transfer of charge shall be effected within a day of the relieving Officer joining duty.
Exceptional cases requiring more time will be considered on merit by the Managing
Director and orders issued accordingly.

(D) LIABILITY STATEMENT


A statement of liability against the relieved employee shall be prepared in respect of
employees in the Unit by the Unit Head, in respect of the employees in the Regions by the
Regional Managers and in respect of the employees in the Head Office by the
Administrative Officer and sent to the Unit to which he or she is transferred. A copy of
the statement should be retained in the Unit/Regions/H.O. In the case of Unit
Heads/Regional Managers/Departmental Heads the statement should be prepared by
themselves and sent to Head Office along with charge reports. Such liability statement
should be recorded in the last page of Service Book.

The statement of liabilities shall include the following:


1) Chitty liability as subscriber, surety with details thereof
2) Liability of loan schemes as loanee/Guarantor with details there of.
3) Outstanding advances pending recovery other than the recovery
.which is watched in Head Office.
4) Any other liabilities

(E) RIGHT TO INFORMATION ACT 2005 (G.O.(P)No.367/2005/GAD dt 10.10.05)


The Right to Information Act 2005 is an act to provide for setting out practical regime of
right to information for citizens to secure access to information under the control of
public authorities, in order to promote transparency and accountability in the working of
every public authority, the constitution of a Central Information Commission and State
Information Commissions and for matters connected therewith or incidental thereto.

In compliance with the instructions contained in the GO referred to above, the following
officers are posted under the Right to Information Act, 2005 and the details of the
engagement are furnished hereunder.

Appointment of Public Information Officers,


Assistant Public Information Officers and
Appellate Officers under
‘Right to Information Act 2005’
( updated as on 01.11.2009 )

I. Branch Managers and Managers of Spl Dy Tahsildar’s Office:


Designated as Public Information Officers for providing information and documents coming
under their knowledge and custody and as Assistant Public Information Officers for the
cases, which are not under their control. The Manager in charge of each branch is the ex-
officio of Public Information Officer of that particular Branch.

II. Assistant General Managers:


Designated as Public Information Officers for providing information and documents
coming under their knowledge and custody, Appellate Officers to deal with the appeals
against the decisions of Branch Managers under their region and as Assistant Public
Information Officers for the cases, which are not under their control.

1 SIVANANDAN.P. REGIONAL OFFICE, THIRUVANANTHAPURAM


2 LAWRANCE HAROLD REGIONAL OFFICE, KOLLAM
3 M RAJACHANDRAN NAIR REGIONAL OFFICE,KOTTAYAM
4 N. I. SARDAR. REGIONAL OFFICE, ERNAKULAM.
5 S. HARI REGIONAL OFFICE, THRISSUR.
6 MANOJ.G.S. REGIONAL OFFICE, KOZHIKKODE.
7 K V JAYAPRAKASAN REGIONAL OFFICE, KANNUR

III. Officers in Head Office.

1.MANOJKUMAR.V.R.(Company Secretary): Designated as State Assistant


Public Information Officer.

2.SOMANATHAN.A.N. (SM Planning/PA to MD) :. Designated as Public


Information Officer for providing information and documents coming under his
knowledge and custody and as Assistant Public Information Officer for the cases,
which are not under his control.

3.JAYACHANDRAN.P.P. (Senior Manager, RR) :. Designated as Public


Information Officer for providing information and documents coming under his
knowledge and custody, Appellate Officer to deal with the appeals against the decisions of the
Public Information Officers in the Branches and SDT Offices in cases related to RR and
as Assistant Public Information Officer for the cases, which are not under his
control.

4.VIAYARAGHAVAN K M. (Senior Manager, GAD) :. Designated as Public


Information Officer for providing information and documents coming under his
knowledge and custody and as Assistant Public Information Officer for the cases,
which are not under his control.

5.SUJATHA.M.T. (Chief Manager, IT) : Designated as Public Information Officer


for providing information and documents coming under her knowledge and custody
and as Assistant Public Information Officer for the cases, which are not under her
control.

6.JAYADEVAN.K. (Law Officer) :. Designated as Public Information Officer for


providing information and documents coming under his knowledge and custody and as
Assistant Public Information Officer for the cases, which are not under his control.

7.SREEKALA R SHARMA. (Chief manager in charge(Central


Accounts) :. Designated as Public Information Officer for providing information
and documents coming under his knowledge and custody and as Assistant Public
Information Officer for the cases, which are not under his control.

8.JACOB K J. (AGM, RECOVERY) :. Designated as Public Information Officer


for providing information and documents coming under his knowledge and custody
and as Assistant Public Information Officer for the cases, which are not under his
control.
9.SARATH CHANDRAN.S. (General Manager, Finance) :. Designated as
Public Information Officer for providing information and documents coming under
his knowledge and custody, Appellate Officer to deal with the appeals against the decisions of
the Public Information Officers in the Regional Offices and Branches and as Assistant
Public Information Officer for the cases, which are not under his control.

10.RAJENDRAN.P. (MANAGING DIRECTOR IN CHARGE) :. Designated as Public


Information Officer for providing information and documents coming under his
knowledge and custody Appellate Officer to deal with the appeals against the decisions
of the Public Information Officers in the Regional Offices and Branches and as
Assistant Public Information Officer for the cases, which are not under his control.

All the above officers will act wherever necessary in consultation with the M.D.

(F) STAFF WELFARE COMMITTEE


There is a staff welfare committee to watch the welfare of employees. Committee
distributes, scholar ships, tour subsidy etc., for the welfare of the employees as well as
their family members. The present rate of scholar ships, tour subsidy etc as approved by
the Board of Directors of the Company is as follows which is effective from 01.03.08

1. Scholarship
Amount
Category Course
(Rs)
I Plus two and equivalent 1250
II Above Plus two which do not require entrance exam
1500
(Degree, Diploma, PG)
III Professional Graduation course require entrance exam and
1800
MCA,MBA
IV Post Graduate Professional course (M.Tech, M.D, P.hd etc.) 2500

2. Others
Amount
Sl.No. Schemes
(Rs)
01 Tour Subsidy : Employee 200
02 Memento to Retiring employee 2000
03 Relief fund to the family of employee dying while in service 15000

(G) INSTRUCTIONS TO BE FOLLOWED AT THE TIME WHEN AGITATIONAL METHODS/


HARTHALS SPONSORED BY POLITICAL PARTIES/ TRADE UNIONS ARE
MATERIALISED.
The measures, guidelines to be observed in strike/harthal days are classified and given below which
are effective from 01.04.02
1. In the event of agitations by employees other than striking work
(i) Punctuality in attendance shall be strictly observed and no employee shall be allowed
to take part in any kind of agitation after signing the attendance register during office
hours.
(ii) Leave shall be granted using great discretion on genuine and unavoidable grounds and
that too after ensuring that normal functioning of the office is not disrupted.
(iii) Leave applications with intent to participate in any form of agitation shall be rejected
under intimation to the applicant.
(iv) Turn over of work assigned to the employees present in the office shall be ensured.
(v) In the absence of full complement of staff, the available staff shall be suitably deployed
to ensure carrying out day-to-day activities. This has to be done by issuing verbal as
well as written instructions, which the employees are bound to obey.
(vi) Law and order shall be maintained in and around the office premises for which the help
of the local police authorities shall be sought for in time, if found necessary.
(vii) Office shall be opened and closed as usual
(viii) Security of goods, property, records etc., of the company shall be ensured.
(ix) The officers should have access to the keys and other goods and properties of the
company and refusal to surrender them shall treated as grave misconduct warranting
disciplinary action besides being made liable to be reported to the police for action
under the law.
(x) Taking possession of records, documents etc., of the company and concealing them by
the striking employee will amount to misconduct liable to disciplinary action.
(xi) The offices shall be kept neat and tidy and the walls, pillars doors, windows etc., shall
not be defaced with posters and writings. Of course the unions are entitled to put up
posters or notice on the notice board/ space provided for them.
(xii) All other routine and statutory obligations shall be carried out without any interruption.
(xiii) Collection of donations from the constituents shall not be allowed.
(xiv) Officers are not expected to enter into any kind of leave.
(xv) The name of probationers/ part time workers who participate in the agitation shall be
reported separately.

2. In the event of striking work by employees


(i) Office shall be opened and closed as usual
(ii) Necessary protection shall be given to willing workers who report for duty.
(iii) As far as possible cash collections received on the previous day of the strike should be
remitted in the Bank on that day itself and if for any reason this can not be arranged,
the amount may be kept under safe custody.
(iv) If a nucleus of staff is available who can for perform the regular activities of the
branch, the auction, collection of cash remittance therefore etc., shall be done as usual.
If not, cash need not be accepted and auction need not be conducted. Money orders/
cheques brought to the branch need be received only if they are supported with
adequate details such as name of subscriber/loanee, chitty number/ agreement number,
chital number etc. All relevant details of cheques/ money orders thus received should
be entered in separate note books which should be sufficient to prepare challans and
make entries in the books of accounts after strike. The total amount of cheques/money
orders so entered should be struck off daily.
(v) Tappals may be accepted only when they are brought to the office if for any reason the
existing arrangement is not workable.
(vi) If normal functioning is not possible for want of staff, advance information to that
effect may be given to the statutory authorities and subscribers.
(vii) Law and order shall be maintained in and around the office premises for which the
help of the local police authorities shall be sought for in time, if found necessary.
(viii) Any other action which the officer deems fit in the best interest of the company may be
taken in time and as warranted by the situation and the fact reported to the Head Office
for ratification, if required.
(ix) Daily report on the situation prevailing in each office shall be reported in the name
cover of the Administrative Officer without fail.

3. On the days of Hartals sponsored by political parties/ trade unions


(i) Office shall be opened and the unit heads be present in office as usual.
(ii) Law and order shall be maintained in and around the office premises for which the
help of the local police authorities shall be sought for in time, if found necessary.
(iii) Leave of any sort should not be granted unless other wise, purpose of it is reasonable
and satisfactory to the unit head.
(iv) Employees who are willing to work should be permitted to carry out their routine
work.
(v) Details of attendance, interruption in the normal functioning of office, details of cash
collections, auctions conducted if any, etc., are to be reported to the Regional Manager
on the same day.
(vi) If normal functioning of the office is not possible due to any circumstances,
intimation regarding postponing the chitty auction etc., fixed for the day, if any, should
be displayed in a notable place of the branch for the information of the subscribers.
(vii) Time to time directions regarding matters of discipline, office functioning, business
etc.,etc are to be obtained from the Regional Managers concerned.

(H) ISSUE OF EMPLOYMENT CERTIFICATES, TO COMPANY EMPLOYEES


While issuing salary certificate, following are to be complied with :
(a) Salary certificate along with recovery undertaking in respect of all employees
including Asst . Manager/Deputy Managers will be issued by concerned Unit Head.
(b) Salary certificates along with employment certificate in the case of employees,
above Asst. Manager and Dy. Manager will be signed by the Administrative Officer.
(c) Normally salary certificate, should be issued in the form prescribed.
(d) Before issuing salary certificate, two kinds of declarations are to be obtained of
which one should show the outside liability and the other should show the inside
liability.
(e) While issuing employment certificate the employee concerned should have a
minimum net salary of Rs.3,000/- or 40% of the gross salary.
(f) Salary certificate can be issued irrespective of the net salary, if such certificates are
issued in company’s letter head.
(g) Salary certificate in respect of managers are to be duly recommended by Regional
Manager.

(I) MAINTENANCE OF CONTROL REGISTER OF CIRCULARS AT BRANCHES AND REGIONAL


OFFICES EFFECTIVE FROM 01.01.99
Circulars issued from Head Office carry instructions/directions of standing nature, are serially
numbered suffixing the year in which the circulars are issued, (Eg. 10/98, 11/98 and so on). Apart
from this, file reference number of the concerned department is also indicated. However, the above
circular serial number is not mentioned in the case of circulars of general nature.

From 01.01.99 all circulars issued from Head Office irrespectively of its contents will bear circular
serial number with year followed by the name of the issuing department in abbreviated form. For eg::,
a circular issued from Business Department will carry the serial number as (1/99 (BD)

The following are the abbreviated words used to represent each department /Section.
Personal Administration PA
Finance & Accounts FA
Business Department BD
Planning section Plg
General Administration GA
Legal section Legal
Revenue Recovery RR
Internal Audit IA

A Control Register of Circulars received from HO may also be maintained by the


Branches/ Regional Offices in the following format for easy reference.
Date of receipt of circular Circular No. Date Gist of the circulars
Hereafter branches need not send any acknowledgement letter to HO in token of receipt
of HO circular.